HomeMy WebLinkAbout22-024 - Human Resources Systems - Fire Captain Assessment CenterCity of
Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
CONTRACT FOR SERVICES
Contract Number' 22-024
Council Approval N/A
This Agreement is entered into by and between the City of Tukwila, Washington, a non -charter
optional municipal code city hereinafter referred to as "the City," and Human Resources Systems,
hereinafter referred to as "the Contractor," whose principal office is
located ot341OClaremont Avenue G..Seattle, Washington 80144.
WHEREAS, the City has determined the need to have certain services performed for its citizens but
does not have the manpower or expertise to perform such services; and
WHEREAS, the City desires to have the Contractor perform such services pursuant to certain
terms and conditions; now, therefore,
IN CONSIDERATION OF the mutual benefits and conditions hereinafter contained, the parties hereto
agree as follows:
1. Scope and Schedule of Services to be Performed by Contractor. The Contractor shaH perform
those sewices described on Exhibit A attached hereto and incorporated herein by this reference as if
fully set forth. In performing such services, the Contractor shall at all times comply with all Federal,
State, and Iocal statutes, rutes and ordinances applicable to the performance of such services and
the handling of any funds used in connection therewith. The Contractor shalt request and obtain
prior written approval from the City if the scope or schedute is to be modified in any way.
2. Compensation and Method of Payment. The City shall pay the Contractor for services rendered
according to the rate and method set forth on Exhibit B attached hereto and incorporated herein by
this reference. The total amount to be paid shall not exceed $12,050.00.
3. Contractor Budget. The Contractor shall apply the funds received under this Agreement within the
maximum limits set forth in this Agreement. The Contractor shall request prior approval from the City
whenever the Contractor desires to amend its budget in any way.
4. Duration of Agreement. This Agreement shall be in full force and effect for a period
commencing February 1, 2022, and ending September 30, 2022, unless sooner terminated under
the provisions hereinafter specified.
5. Independent Contractor. Contractor and City agree that Contractor is an incontractor
with respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be
considered to create the relationship of employer and employee between the parties hereto. Neither
Contractor nor any employee of Contractor shall be entitled to any benefits accorded City employees
by virtue of the services provided under this Agreement. The City shall not be responsible for
withholding or otherwise deducting federal income tax or social security or contributing to the State
Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to the
Contractor, or any employee of the Contractor.
6. Indemnification. The Contractor shall defend, indernnify and hold the Public Entity, its officers,
officia|o, employees and volunteers harmless from any and all c|aimma, injuries, damages, losses or
suits including attorney fees, arising out of or in connection with the performance of this Agreement,
except for ijuries and damages caused by the sole negligence of the Public Entity.
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Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115,
then, in the event of Iiability for damages arising out of bodily Injuryjury to persons or damages to
property caused by or resulting from the concurrent negligence of the Contractor and the Public
EnUty, its ofOoers, officia/s, ennp|oyees, and volunteers, the Contractor's liability hereunder shall be
only to the extent of the Contractor's negligence. It is further specifically and expressly understood
that the indemnification provided herein constitutes the Contractor's waiver of immunity under
Industrial Insurance, Title 51 RCW, solely for the purposes ofthis indemnification. This waiver has
been mutually negotiated by the parties. The provisions of this section shall survive the expiration or
termination of this Agreement.
7. Insurance. The Contractor shall procure and maintain for the duration of the Agreement, insurance
against claims for ijuries to persons or damage to property which may arise from or in connection
with the performance of the work hereunder by the Contractor, their agents, representatives,
employees or subcontractors. Contractor's maintenance of insurance, its scope of coverage and
Iimits as required herein shall not be construed to limit the Ilability of the Contractor to the coverage
provided by such insurance, or otherwise limit the City's recourse to any remedy available at Iaw or
in equity.
A. Minimum Scope of Insurance. Contractor shall obtain insurance of the types and with the limits
described below:
1. Automobile Liability insurance with a minimum combined single limit for bodily injuryond
property damage of $300,000 per accident. Automobile liability insurance shall cover all
owned, non -owned, hired and leased vehicles. Coverage shall be written on Insurance
Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability
coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage.
2. Professional Liability with limits no less than $1.800.000 per claim and $2.000.000 policy
aggregate limit. Professional Liability insurance shall be appropriate to the Contractor's
profession.
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Workers' Compensation coverage as required by the Industrial Insurance laws of the State of
Washington.
B. Public Entity Full Availability of Contractor Limits. If the Contractor maintains higher insurance
limits than the minimums shown above, the Public Entity shall be insured for the full available limits
of Commercial General and Excess or Umbrella liability maintained by the Contractor, irrespective
of whether such limits maintained by the Contractor are greater than those required by this Contract
or whether any certificate of insurance furnished to the Public Entity evidences limits of liability lower
than those maintained by the Contractor*
C. Other Insurance Provision. The Contractor's Automobile Liability and Professional Liability
insurance policies are to contain, or be endorsed to contain that they shall be primary insurance with
respect to the City. Any insurance, self-insurance, or insurance pool coverage maintained by the
City shall be excess of the Contractor's insurance and shall not contribute with it.
D. Acceptability of Irisurers. Insurance is to be placed with insurers with a current A.M. Best rating of
not less than A: VII.
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E. Verification of Coverage. Contractor shall furnish the City with original certificates and a copy of
the amendatory endorsements, including but not necessarily limited to the additional insured
endorsement, evidencing the insurance requirements of the Contractor before commencement of
the work. Upon request by the City, the Contractor shall furnish certified copies of all required
insurance policies, including endorsements, required in this Agreement and evidence of all
subcontractors' coverage.
F. Subcontractors. The Contractor shall cause each and every Subcontractor to provide insurance
coverage that complies with all applicable requirements of the Contractor -provided insurance as set
forth herein, except the Contractor shall have sole responsibility for determining the limits of coverage
required to be obtained by Subcontractors. The Contractor shall ensure that the Public Entity is an
additional insured on each and every Subcontractor's Commercial General liability insurance policy
using an endorsement as least as broad as ISO CG 20 10 10 01 for ongoing operations and CG 20
37 10 01 for completed operations.
G. Notice of Cancellation. The Contractor shall provide the City and all Additional Insureds for this work
with written notice of any policy cancellation, within two business days of their receipt of such notice.
H. Failure to Maintain Insurance. Failure on the part of the Contractor to maintain the insurance as
required shall constitute a material breach of contnact, upon which the City may, after giving five
business days notice to the Contractor to correct the breach, immediately terminate the contract or, at
its discretion, procure or renew such insurance and pay any and all premiums in connection therewith,
with any sums so expended to be repaid to the City on demand, or at the sole discretion of the City,
offset against funds due the Contractor from the City.
8. Record Keepinq and Reporting.
A. The Contractor shall maintain accounts and records, including personnel, property, financial and
programmatic records which sufficiently and properly reflect all direct and indirect costs of any nature
expended and services performed in the performance of this Agreement and other such records as
may be deemed necessary by the City to ensure the performance of this Agreement.
B. These records shall be maintained for a periodofaeven(7)yeonomfterterminaUonhereofunksao
permission to destroy them is granted by the office of the archivist in accordance with RCW Chapter
40.14 and by the City.
9. Audits and Inspections. The records and documents with respecto alt matters covered by this
Agreement shall be subject at all times to inspection, review or audit by law during the performance of
this Agreement.
10. Termination. This Agreement may at any time be terminated by the City giving to the Contractor
thirty (30) days written notice of the City's intention to terminate the same. Failure to provide products
on schedule may result in contract termination. If the Contractor's insurance coverage is canceled for
any reason, the City shall have the right to terminate this Agreement immediately.
11. Discrimination Prohibited. The Consultant, with regard to the work performed by it under this
Agneemnent, will not discriminate on the grounds of race, ne|igion, cneed, no|or, national origin, age,
veteran status, sex, sexual orientation, gender identity, marital status, political affiliation, the presence
of any disability, or any other protected class status under state or federal law, in the selection and
retention of employees or procurement of materials or supplies.
12. Assiqnment and Subcontract. The Contractor shall not assign or subcontract any portion of the
services contemplated by this Agreement without the written consent of the City.
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13. Entire Agreement; Modification. This Agreement, together with attachments or addenda,
represents the entire and integrated Agreement between the City and the Contractor and supersedes
all prior negotiations, representations, or agreements written or oral. No amendment or modification
of this Agreement shall be of any force or effect unless it is in writing and signed by the parties.
14. Severabilitv and Survival. If any term, condition or provision ofthis Agreement is declared void or
unenforceable or limited in its application or effect, such event shall not affect any other provisions
hereof and all other provisions shall remain fully enforceable. The provisions of this Agreenlent,
which by their sense and context are reasonably intended to survive the completion, expiration or
cancellation of this Agreement, shall survive termination of this Agreement.
15. Notices. Notices to the City of Tukwila shall be sent to the following address:
City Clerk, City of Tukwila
O2OOSoudhcenterBlvd.
Tukwila, Washington 98188
Notices to the Contractor shaU be sent to the address provided by the Contractor upon the
signature line below.
16. Applicable LawVenue; Attornev's Fees. This Agreement shall be governed by and construed in
accordance with the laws of the State of Washington. In the event any suit, arbitration, or other
proceeding is instituted to enforce any term of this Agreement, the parties specifically understand
and agree that venue shall be properly laid in King County, Washington. The prevailing party in any
such action shall be entitled to its attorney's fees and costs of suit.
DATED this day of•F-elartrary ac22.
CITY OF TUKWILA
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CA Revised May 2020
CONTRACTOR
By:
Printed Name and Title: Ronald THinaki.Sole Proprietor
Address:
3410 Claremont Avenue S.
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EXHIBIT A:
SCOPE OF WORK
Human Resources Systems(HRE)viUdeeignondmdnlinisteroneaeoeaonlertcentmrforthemositionof
Fire Captain for the Tukwila Fire Department. The Assessment Center:
• Will follow recognized guidelines for a true and proper assessment center process.
• Will evaluate candidates in the dimensions applicable to the job as identified by the City's Fire
Department staff.
• Will be comprised of standard elements and procedures.
• Will evaluate all candidates in the dimensions and rank them according to their score.
• Does not include a traditional written examination.
• Does not include the Tactical Exercise
(To be designed and administered by the City's Fire Department Staff)
• Does not include an interview by the Fire Chief or designee.
ASSESSMENT CENTER DESIGN PROCESS
HRS will work cooperatively with members of a Development Committee to design the assessment
center exercises. The leadership of the City's Fire Department will select two to four people to serve as
Subject Matter Experts (SMEs) on the Development Committee with Ron Hiraki of HRS. The SMEs
would include fire department line officers and fire department senior managers. The Development
Committee may also include the City's or Fire Department's Human Resources Professional. The
development work will be conducted in a series of meetings. Committee members will provide verbal
input and required background or reference material. HRS will produce all instructions, written
documents, and score sheets.
The series of development committee meetings, taking place over a ten week period, is typically
comprised of five half-day meetings. Additional time may be necessary based on the complexity of the
exercises.
• Meeting #1: Brainstorm or draft exercises.
a Meeting #2: Review exercise instructions and draft desired behaviors (scoring criteria).
• Meeting #3: Revise instructions and review desired behaviors.
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Meeting #4: Final review of all documents. If necessary, practice test runs of the exercises using
committee or nonaligned fire department members.
• Meeting #5: Train role player.
PROPOSED ASSESSMENT CENTER EXERCISES
HRS proposes three exercises for the City's Fire Department, Fire Captain Assessment Center. They
are Role Play, Take Home Problem Solving, and Presentation. A description of these exercises follows.
ROLE PLAY: The candidate will assume the role of Fire Captain and will interact with a person (role
player) trained to play a designated role. The designated role is one with which the Fire Captain would
have a business relationship. The candidate will be required to resolve issues using interpersonal,
management, and leadership skills.
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HRS is focused on conducting a proper role play using a separate role player who is trained prior to the
assessment center. The role player's sole job is to concentrate on playing the role according to the
instructions, and not to evaluate. Assessors observe and evaluate the role play as it is conducted.
PROBLEM SOLVING: The candidate will assume the role of Fire Captain. The candidate will be directed
to conduct research and/or analysis to identify the problem and propose solutions during a designated
period of time. The proposed solutions should include multiple options, both short term and long term.
The candidate should be able to identify the pros and cons of each option. The proposed solutions will
be presented in oral, and possibly written, form at the assessment center. This could be a "take home"
assignment that the candidates could receive at the Candidate Orientation.
PRESENTATION: The candidate will assume the role of Fire Captain. The candidate will be given a
scenario, audience, and topic. The candidate will be directed to prepare a presentation during a
designated period of time. The presentation will be delivered orally to the assessors as the audience.
The candidates could be directed to submit a written outline and handouts of their presentation. This
could be a "take home" assignment that the candidates could receive at the Candidate Orientation.
HRS SERVICES
HRS will:
• Work with the City's Development Committee to design the assessment center exercises.
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Develop and produce appropriate assessment center materials.
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Conduct a candidate orientation.
• Develop and produce the assessment center schedule.
• Train role players and assessors.
• Serve as administrator for the assessment center, and as facilitator for the assessors in the
consensus process.
HRS will ask the City's Fire Department or Human Resources Department to:
• Provide a job description for the position.
• Be responsible for the job announcement, application, and all notifications to the candidates.
• Provide all study or reference materials for the candidates.
� Provide appropriate management representatives for the foliowing:
- Orientation of the organization and job analysis
- Candidate Orientation
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Role Player Training
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Assessor Training
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Debriefing at the conclusion of the assessment center
• Recrult, schedule, and provide qualified personnel to serve as assessors, role players or
facilitators no later than two weeks prior to the assessment center.
• Be responsible for all notifications to the asoeaaors, role players or facilitators.
111 Provide and serve all food and beverages for assessors and related personnel during the
assessor training and the assessment center.
• When necessary, provide all lodging for out of area assessors and role players.
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Provide facilities for the candidate orientation, assessor training, and the assessment center.
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Provide audiovisual equipment and visual aid equipment required for the assessment center.
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SCHEDULING
The number of candidates and the number of assessors determines the amount of time required to
conduct the assessment center. Two days are normally required to conduct an assessment center. The
first day is reserved for assessor training and any medium-term candidate preparation. The second day
is reserved for the exercises. Generally, up to eight candidates can be assessed in one day if the
exercises are conducted concurrently. The client may elect to use two or three assessors per exercise.
The assessment center has been tescheduled for May 2 & 3, 2022.
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EXHIBIT B
PAYMENT
The fee for the 2O22Captain Assessment Center im$0.000.00for three exercises (one of which is a role
p|my), and up to eight candidates, If the Tukwila Fire Department has S. 10, 11, or 12 oandidabas, the fee
will be $9,300.00. If the Tukwila Fire Department has 13, 14, 15, or 16 candidates, the fee will be
$9,800.00.
This fee includes all materials, photocoing, and travel expenses.
Contingency Fees: Significant changes as required after Meeting Three, due to an extension of contract,
or postponement of the exam will be billed at the hourly rate of $1 50.00 per hour, but not to exceed
more than a total of $2,250.00.
The City will be invoiced two weeks after the assessment center, Payment is due within 90 days.
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