HomeMy WebLinkAbout537431 TOUCHSTONE LEGAL RESOURCES LLC - CONTRACT - RFP - 8052 ATTORNEY SEARCH SERVICES - DEPUTY & ASSISTANTRFP 8052 Attorney Search Services – Deputy and Assistant City Attorneys Page 1 of 12
PROFESSIONAL SERVICES AGREEMENT
WORK ORDER TYPE
THIS AGREEMENT made and entered into the day and year set forth below by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter
referred to as the "City" and TOUCHSTONE LEGAL RESOURCES LLC, hereinafter referred to
as "Professional".
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed
by and between the parties hereto as follows:
1. Scope of Services. The Professional agrees to provide services in accordance with any
project Work Orders for attorney search services, issued by the City. A blank sample of a
Work Order is attached hereto as Exhibit "A", consisting of one (1) page and is
incorporated herein by this reference. The City reserves the right to independently bid any
project or conduct an attorney search using other resources rather than issuing a Work
Order to the Professional for the same pursuant to this Agreement.
2. The Work Schedule. The services to be performed pursuant to this Agreement shall be
performed in accordance with the Work Schedule stated on each Work Order.
3. Time of Commencement and Completion of Services. The services to be performed
pursuant to this Agreement shall be initiated as specified on each Work Order. Time is of
the essence. Any extensions of any time limit must be agreed upon in writing by the
parties hereto.
4. Contract Period. This Agreement shall commence February 24, 2015, and shall continue
in full force and effect until February 29, 2016, unless sooner terminated as herein
provided. In addition, at the option of the City, the Agreement may be extended for
additional one year periods not to exceed four (4) additional one year periods. Renewals
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and pricing changes shall be negotiated by and agreed to by both parties. Written notice
of renewal shall be provided to the Professional and mailed no later than thirty (30) days
prior to contract end.
5. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the
City may terminate this Agreement at any time without cause by providing written notice of
termination to the Professional. Such notice shall be delivered at least fifteen (15) days
prior to the termination date contained in said notice unless otherwise agreed in writing by
the parties. All notices provided under this agreement shall be effective when mailed,
postage prepaid and sent to the following address:
Professional: City: Copy to:
Touchstone Legal Resources LLC
Attn: Tracy Herman
7807 Saxeborough Drive
Castle Rock, CO 80108
City of Fort Collins
Attn: Carrie Daggett
PO Box 580
Fort Collins, CO 80522
City of Fort Collins
Attn: Purchasing Dept.
PO Box 580
Fort Collins, CO 80522
In the event of any such early termination by the City, the Professional shall be paid for
services rendered prior to the date of termination subject only to the satisfactory
performance of the Professional's obligations under this Agreement. Such payment shall
be the Professional's sole right and remedy for such termination.
6. Design, Project Insurance and Insurance Responsibility. The Professional shall be
responsible for the professional quality, technical accuracy, timely completion and the
coordination of all services rendered by the Professional, including but not limited to
designs, plans, reports, specifications, and drawings and shall, without additional
compensation, promptly remedy and correct any errors, omissions, or other deficiencies.
The Professional shall indemnify, save and hold harmless the City its officers and
employees, in accordance with Colorado law, from all damages whatsoever claimed by
third parties against the City and for the City's costs and reasonable attorney’s fees arising
directly or indirectly out of the Professional's negligent performance of any of the services
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furnished under this Agreement. The Professional shall maintain commercial general and
vehicle liability insurance in the amount of $1,000,000 combined single limits, in
accordance with Exhibit B, consisting of one (1) page, attached hereto and incorporated
herein.
7. Compensation. In consideration of services to be performed pursuant to this Agreement,
unless otherwise mutually agreed by the parties and stated in the applicable Work Order,
the City agrees to pay Professional on a fixed fee basis including all expenses as follows:
a. $20,000 per placement.
b. In the event Service Provider conducts two (2) simultaneous executive searches,
and the City hires both positions from the established candidate pool, the fixed fee
for both placements shall be a total of $30,000.
c. In the event the City provides the Service Provider with candidate leads one or
more of whom the City ultimately hires, the fixed fee for such services shall be
$10,000 if one such candidate is hired, and a total of $15,000 if two such
candidates are hired from the same pool.
d. In the event the City hires two positions from the established candidate pool, one of
whom was a candidate lead the City provided to the Service Provider and one of
whom was not, the fixed fee for such services shall be a total of $25,000.
Unless otherwise agreed by the parties and stated in the Work Order, the City shall pay
the Service provider net 30 days from receipt of invoice in accordance with the following
milestones:
a. $7,000 upon execution of the applicable Work Order;
b. $7,000 (or $3,000 for an abbreviated search process) upon selection by the City of
the final candidates to interview;
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c. $6,000, or such remaining amounts as may be due, upon offer acceptance by the
selected candidate(s).
8. Warranty.
a. Professional warrants that all work performed hereunder shall be performed with
the highest degree of competence and care in accordance with accepted
standards for work of a similar nature.
b. In the event a candidate voluntarily leaves or is discharged by the City due to
unsatisfactory performance within 12 months from the date of such candidate’s
employment by the City, Professional shall initiate and execute a new search at no
cost. In such event, the City shall reimburse Professional for reasonable and pre-
approved out-of-pocket expenses.
9. City Representative. The City will designate, prior to commencement of work, its project
representative who shall make, within the scope of his or her authority, all necessary and
proper decisions with reference to the project. All requests for contract interpretations,
change orders, and other clarification or instruction shall be directed to the City
Representative.
10. Monthly Report. Commencing thirty (30) days after Notice to Proceed is given on any
Work Order and every thirty days thereafter, Professional is required to provide the City
Representative with a written report of the status of the work with respect to the Work
Order, Work Schedule and other material information. Failure to provide any required
monthly report may, at the option of the City, suspend the processing of any partial
payment request.
11. Independent Contractor. The services to be performed by Professional are those of an
independent contractor and not of an employee of the City of Fort Collins. The City shall
not be responsible for withholding any portion of Professional's compensation hereunder
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for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other
purpose.
12. Subcontractors. Professional may not subcontract any of the Work set forth on any Work
Order without the prior written consent of the City. If any of the Work is subcontracted
hereunder (with the consent of the City), then the following provisions shall apply: (a) the
subcontractor must be a reputable, qualified firm with an established record of successful
performance in its respective trade performing identical or substantially similar work, (b)
the subcontractor will be required to comply with all applicable terms of this Agreement, (c)
the subcontract will not create any contractual relationship between any such
subcontractor and the City, nor will it obligate the City to pay or see to the payment of any
subcontractor, and (d) the work of the subcontractor will be subject to inspection by the
City to the same extent as the work of the Professional.
13. Personal Services. It is understood that the City enters into this Agreement based on the
special abilities of the Professional and that this Agreement shall be considered as an
agreement for personal services. Accordingly, the Professional shall neither assign any
responsibilities nor delegate any duties arising under this Agreement without the prior
written consent of the City.
14. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications,
reports, and incidental work or materials furnished hereunder shall not in any way relieve
the Professional of responsibility for the quality or technical accuracy of the work. The
City's approval or acceptance of, or payment for, any of the services shall not be
construed to operate as a waiver of any rights or benefits provided to the City under this
Agreement.
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15. Default. Each and every term and condition hereof shall be deemed to be a material
element of this Agreement. In the event either party should fail or refuse to perform
according to the terms of this agreement, such party may be declared in default.
16. Remedies. In the event a party has been declared in default, such defaulting party shall
be allowed a period of ten (10) days within which to cure said default. In the event the
default remains uncorrected, the party declaring default may elect to (a) terminate the
Agreement and seek damages; (b) treat the Agreement as continuing and require specific
performance; or (c) avail himself of any other remedy at law or equity. If the non-
defaulting party commences legal or equitable actions against the defaulting party, the
defaulting party shall be liable to the non-defaulting party for the non-defaulting party's
reasonable attorney fees and costs incurred because of the default.
17. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire
agreement between the parties and shall be binding upon said parties, their officers,
employees, agents and assigns and shall inure to the benefit of the respective survivors,
heirs, personal representatives, successors and assigns of said parties.
18. Law/Severability. The laws of the State of Colorado shall govern the construction,
interpretation, execution and enforcement of this Agreement. In the event any provision of
this Agreement shall be held invalid or unenforceable by any court of competent
jurisdiction, such holding shall not invalidate or render unenforceable any other provision
of this Agreement.
19. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et.
seq., Professional represents and agrees that:
a. As of the date of this Agreement:
1. Professional does not knowingly employ or contract with an illegal alien who will
perform work under this Agreement; and
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2. Professional will participate in either the e-Verify program created in Public Law 208,
104th Congress, as amended, and expanded in Public Law 156, 108th Congress,
as amended, administered by the United States Department of Homeland Security
(the “e-Verify Program”) or the Department Program (the “Department Program”),
an employment verification program established pursuant to Section 8-17.5-
102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired
employees to perform work under this Agreement.
b. Professional shall not knowingly employ or contract with an illegal alien to perform
work under this Agreement or knowingly enter into a contract with a subcontractor that
knowingly employs or contracts with an illegal alien to perform work under this
Agreement.
c. Professional is prohibited from using the e-Verify Program or Department Program
procedures to undertake pre-employment screening of job applicants while this
Agreement is being performed.
d. If Professional obtains actual knowledge that a subcontractor performing work under
this Agreement knowingly employs or contracts with an illegal alien, Professional shall:
1. Notify such subcontractor and the City within three days that Professional has
actual knowledge that the subcontractor is employing or contracting with an illegal
alien; and
2. Terminate the subcontract with the subcontractor if within three days of receiving
the notice required pursuant to this section the subcontractor does not cease
employing or contracting with the illegal alien; except that Professional shall not
terminate the contract with the subcontractor if during such three days the
subcontractor provides information to establish that the subcontractor has not
knowingly employed or contracted with an illegal alien.
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e. Professional shall comply with any reasonable request by the Colorado Department of
Labor and Employment (the “Department”) made in the course of an investigation that
the Department undertakes or is undertaking pursuant to the authority established in
Subsection 8-17.5-102 (5), C.R.S.
f. If Professional violates any provision of this Agreement pertaining to the duties
imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If
this Agreement is so terminated, Professional shall be liable for actual and
consequential damages to the City arising out of Professional’s violation of Subsection
8-17.5-102, C.R.S.
g. The City will notify the Office of the Secretary of State if Professional violates this
provision of this Agreement and the City terminates the Agreement for such breach.
20. Special Provisions. Special provisions or conditions relating to the services to be
performed pursuant to this Agreement are set forth in Exhibit "C" - Confidentiality,
consisting of one (1) page, attached hereto and incorporated herein by this reference.
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RFP 8052 Attorney Search Services – Deputy and Assistant City Attorneys Page 9 of 12
THE CITY OF FORT COLLINS, COLORADO
By: _________________________________
Gerry Paul
Director of Purchasing & Risk Management
Date: ______________________________
ATTEST:
_________________________________
City Clerk
APPROVED AS TO FORM:
________________________________
Assistant City Attorney
TOUCHSTONE LEGAL RESOURCES LLC
By: _________________________________
Tracy Herman
Owner
Date: _______________________________
DocuSign Envelope ID: 3133BF46-58C1-44D5-92D7-9CAFE16F3B5C
3/3/2015
3/3/2015
RFP 8052 Attorney Search Services – Deputy and Assistant City Attorneys Page 10 of 12
EXHIBIT A
WORK ORDER FORM
PURSUANT TO AN AGREEMENT BETWEEN
THE CITY OF FORT COLLINS
AND
TOUCHSTONE LEGAL RESOURCES LLC
DATED:
Work Order Number:
Purchase Order Number:
Project Title:
Commencement Date:
Completion Date:
Maximum Fee: (time and reimbursable direct costs):
Project Description:
Scope of Services:
Professional agrees to perform the services
identified above and on the attached forms in
accordance with the terms and conditions
contained herein and in the Professional Services
Agreement between the parties. In the event of a
conflict between or ambiguity in the terms of the
Professional Services Agreement and this work
order (including the attached forms) the
Professional Services Agreement shall control.
The attached forms consisting of ___ (_) pages
are hereby accepted and incorporated herein, by
this reference, and Notice to Proceed is hereby
given.
Professional
By:_______________________________
Date:_____________________________
City of Fort Collins
By:_________________________________
Project Manager
Date: ______________________________
By: _______________________________
Gerry Paul
Director of Purchasing and Risk Management
(over $60,000.00)
Date: ____________________________
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EXHIBIT B
INSURANCE REQUIREMENTS
1. The Professional will provide, from insurance companies acceptable to the City, the
insurance coverage designated hereinafter and pay all costs. Before commencing work
under this bid, the Professional shall furnish the City with certificates of insurance
showing the type, amount, class of operations covered, effective dates and date of
expiration of policies, and containing substantially the following statement:
"The insurance evidenced by this Certificate will not be cancelled or materially
altered, except after ten (10) days written notice has been received by the City of Fort
Collins."
In case of the breach of any provision of the Insurance Requirements, the City, at its
option, may take out and maintain, at the expense of the Professional, such insurance
as the City may deem proper and may deduct the cost of such insurance from any
monies which may be due or become due the Professional under this Agreement. The
City, its officers, agents and employees shall be named as additional insureds on the
Professional 's general liability and automobile liability insurance policies for any claims
arising out of work performed under this Agreement.
2. Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Professional shall maintain
during the life of this Agreement for all of the Professional's employees engaged in
work performed under this agreement:
1. Workers' Compensation insurance with statutory limits as required by
Colorado law.
2. Employer's Liability insurance with limits of $100,000 per accident,
$500,000 disease aggregate, and $100,000 disease each employee.
B. Commercial General & Vehicle Liability. The Professional shall maintain during the
life of this Agreement such commercial general liability and automobile liability
insurance as will provide coverage for damage claims of personal injury, including
accidental death, as well as for claims for property damage, which may arise
directly or indirectly from the performance of work under this Agreement.
Coverage for property damage shall be on a "broad form" basis. The amount of
insurance for each coverage, Commercial General and Vehicle, shall not be less
than $1,000,000 combined single limits for bodily injury and property damage.
In the event any work is performed by a subcontractor, the Professional shall be
responsible for any liability directly or indirectly arising out of the work performed
under this Agreement by a subcontractor, which liability is not covered by the
subcontractor's insurance.
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No new insurance needed
RFP 8052 Attorney Search Services – Deputy and Assistant City Attorneys Page 12 of 12
EXHIBIT C
CONFIDENTIALITY
IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to
this Agreement (the “Agreement”), the Professional hereby acknowledges that it has been
informed that the City has established policies and procedures with regard to the handling of
confidential information and other sensitive materials.
In consideration of access to certain information, data and material (hereinafter individually and
collectively, regardless of nature, referred to as “information”) that are the property of and/or
relate to the City or its employees, customers or suppliers, which access is related to the
performance of services that the Professional has agreed to perform, the Professional hereby
acknowledges and agrees as follows:
That information that has or will come into its possession or knowledge in connection with the
performance of services for the City may be confidential and/or proprietary. The Professional
agrees to treat as confidential (a) all information that is owned by the City, or that relates to the
business of the City, or that is used by the City in carrying on business, and (b) all information
that is proprietary to a third party (including but not limited to customers and suppliers of the
City). The Professional shall not disclose any such information to any person not having a
legitimate need-to-know for purposes authorized by the City. Further, the Professional shall not
use such information to obtain any economic or other benefit for itself, or any third party, except
as specifically authorized by the City.
The foregoing to the contrary notwithstanding, the Professional understands that it shall have no
obligation under this Agreement with respect to information and material that (a) becomes
generally known to the public by publication or some means other than a breach of duty of this
Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the
request for such disclosure is proper and the disclosure does not exceed that which is required.
In the event of any disclosure under (b) above, the Professional shall furnish a copy of this
Agreement to anyone to whom it is required to make such disclosure and shall promptly advise
the City in writing of each such disclosure.
In the event that the Professional ceases to perform services for the City, or the City so requests
for any reason, the Professional shall promptly return to the City any and all information
described hereinabove, including all copies, notes and/or summaries (handwritten or
mechanically produced) thereof, in its possession or control or as to which it otherwise has
access.
The Professional understands and agrees that the City’s remedies at law for a breach of the
Professional’s obligations under this Confidentiality Agreement may be inadequate and that the
City shall, in the event of any such breach, be entitled to seek equitable relief (including without
limitation preliminary and permanent injunctive relief and specific performance) in addition to all
other remedies provided hereunder or available at law.
DocuSign Envelope ID: 3133BF46-58C1-44D5-92D7-9CAFE16F3B5C
EXHIBIT A
WORK ORDER FORM
PURSUANT TO AN AGREEMENT BETWEEN
THE CITY OF FORT COLLINS
AND
TOUCHSTONE LEGAL RESOURCES LLC
DATED: February 24, 2015
Work Order Number: 001
Purchase Order Number:
Project Title: Attorney Search – Assistant/Deputy City Attorney
Commencement Date: February 23, 2015
Completion Date: May 1, 2015
Maximum Fixed Fee: $30,000 for two placements from same candidate pool
Project Description: Attorney Recruiting Services
Scope of Services: See attached.
Professional agrees to perform the services
identified above and on the attached forms in
accordance with the terms and conditions
contained herein and in the Professional Services
Agreement between the parties. In the event of a
conflict between or ambiguity in the terms of the
Professional Services Agreement and this work
order (including the attached forms) the
Professional Services Agreement shall control.
The attached forms consisting of ___ (_) pages
are hereby accepted and incorporated herein, by
this reference, and Notice to Proceed is hereby
given.
Professional
By:_______________________________
Date:_____________________________
City of Fort Collins
By:_________________________________
Project Manager
Date: ______________________________
By: _______________________________
Gerry Paul
Director of Purchasing and Risk Management
(over $60,000.00)
Date: ____________________________
DocuSign Envelope ID: 3133BF46-58C1-44D5-92D7-9CAFE16F3B5C
3/3/2015
3/3/2015
3/3/2015
ATTORNEY SEARCH SERVICES – ASSISTANT/DEPUTY CITY ATTORNEY
SCOPE OF SERVICES
The Professional shall collaborate closely with the City Attorney’s office and other City staff
involved in each hiring process.
Services required will include the following:
Work closely with the City Attorney to finalize the position profiles for two
Assistant/Deputy City Attorney positions. Utilize input from City Attorney and involved
staff to customize profiles and selection process.
Coordinate and implement recruiting efforts for the positions, including advertising and
personal recruitment of candidates.
Discretely present opportunity to qualified individuals who may become candidates.
Qualify candidates.
The Professional shall conduct very light background screen** (candidates
who don’t “pass” are rejected) for candidates, as follows:
o Google and Bing searches to screen for job-related background, and
information regarding character and questionable behaviors (as
noted below);
o Review Facebook and LinkedIn information to screen for job-related
background, and information regarding character and questionable
behaviors (as noted below);
o Search the Colorado Supreme Court website to research an attorney’s
disciplinary history.
Assist candidates in preparing application materials:
o City of Fort Collins Application for Employment;
o Transmittal letter that includes details regarding motivation;
o Resume;
o Supplemental Questionnaire.
Obtain full contact information for three professional references, including
at least one current reference.
Present at least eight candidates to City via email including all the application
materials listed above as well as Professional’s insights and reasons the
candidate is worthy of an interview.
Work with City to schedule first interview for candidates with City.
Prepare candidates for first interview.
Confirm first interview with candidates and City.
Debrief candidates.
Debrief with City.
DocuSign Envelope ID: 3133BF46-58C1-44D5-92D7-9CAFE16F3B5C
Contact candidates who didn’t make it to round two to convey same.
Conduct professional reference checks.
Work with City to schedule second interview for finalist candidate(s).
Prepare finalist candidate(s) for second interview.
Confirm second interview with finalist candidate(s) and City.
Debrief finalist candidate(s).
Debrief with City and assist with selection of top candidate.
Assist both parties with negotiations.
Finalize offer and start date.
Present verbal offer of employment and secure candidate acceptance;
convey same to City and understand timing of the formal offer being sent
directly to the candidate.
Confirm candidate completion of drug screening process upon receipt of formal
offer.
Assist candidate with resignation process.
Resignation debrief with candidate.
Stay in touch with candidate until start date; convey anything of importance to City.
Confirm with City that the candidate started as scheduled.
Stay in touch with Candidate and City for approximately twelve months after start
date.
**Item to be conducted by City/Human Resources :
Complete background check and drug screen pursuant to standard hiring
procedures
DocuSign Envelope ID: 3133BF46-58C1-44D5-92D7-9CAFE16F3B5C
TENTATIVE PROJECT TIMELINE
Step Target Dates
Stakeholder Meeting Week of March 2, 2015
Weekly Progress Reports On-Going
Finalize Position Profile/Job Description March 9, 2015
Post Position
March 11, 2015 – April 3, 2015
(3 weeks)
Select Semi-Finalists
(Identify 4 to 6 Top Qualified Applicants)
April 10, 2015
Conduct Formal Interviews with Top Semi-Finalists April 15-17, 2015
Finalist Selected/Terms Negotiated Conditional Offer Made May 1, 2015
DocuSign Envelope ID: 3133BF46-58C1-44D5-92D7-9CAFE16F3B5C
COVERAGES
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DocuSign Envelope ID: 3133BF46-58C1-44D5-92D7-9CAFE16F3B5C
DocuSign Envelope ID: 3133BF46-58C1-44D5-92D7-9CAFE16F3B5C