HomeMy WebLinkAboutContract 60544City Secretary ContractNo. 60544
SORTWORTHO
VENDOR SERVICES AGREEMENT
This VENDOR SERVICES AGREEENIENT ("Agreement") is made and entered into by and
between the CITY OF FORT WORTH ("City"), a Texas home rule municipal corporation, and Mosaic
Public Partners LLC ("Vendor"), each individually referred to as a "party" and collectively referred to as
the "parties."
1. Scope of Services. Vendor will, with good faith and due diligence, assist the City in the
process of conducting a professional search to select a new Code Compliance Director ("Services"), as set
forth in more detail in Exhibit "A," attached hereto and incorporated herein for all purposes.
2. Term. This Agreement begins on November 27, 2023 ("Effective Date") and expires on
June 30, 2024 ("Expiration Date"), unless terminated earlier in accordance with this Agreement ("Initial
Term").
3. Compensation. City will pay Vendor in accordance with the provisions of this Agreement,
including Exhibit `B," which is attached hereto and incorporated herein for all purposes. Total
compensation under this Agreement will not exceed Thirty -Five Thousand Dollars ($35,000.00). Vendor
will not perform any additional services or bill for expenses incurred for City not specified by this
Agreement unless City requests and approves in writing the additional costs for such services. City will not
be liable for any additional expenses of Vendor not specified by this Agreement unless City first approves
such expenses in writing.
4. Termination.
4.1. Written Notice. City or Vendor may terminate this Agreement at any time and for
any reason by providing the other party with 30 days' written notice of termination.
4.2 Non -appropriation of Funds. In the event no funds or insufficient funds are
appropriated by City in any fiscal period for any payments due hereunder, City will notify Vendor
of such occurrence and this Agreement will terminate on the last day of the fiscal period for which
appropriations were received without penalty or expense to City of any kind whatsoever, except as
to the portions of the payments herein agreed upon for which funds have been appropriated.
4.3 Duties and Obligations of the Parties. In the event that this Agreement is
terminated prior to the Expiration Date, City will pay Vendor for services actually rendered up to
the effective date of termination and Vendor will continue to provide City with services requested
by City and in accordance with this Agreement up to the effective date of termination. Upon
termination of this Agreement for any reason, Vendor will provide City with copies of all
completed or partially completed documents prepared under this Agreement. In the event Vendor
has received access to City Information or data as a requirement to perform services hereunder,
OFFICIAL RECORD
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Vendor will return all City provided data to City in a machine readable format or other format
deemed acceptable to City.
5. Disclosure of Conflicts and Confidential Information.
5.1 Disclosure of Conflicts. Vendor hereby warrants to City that Vendor has made full
disclosure in writing of any existing or potential conflicts of interest related to Vendor's services
under this Agreement. In the event that any conflicts of interest arise after the Effective Date of this
Agreement, Vendor hereby agrees immediately to make full disclosure to City in writing.
5.2 Confidential Information. Vendor, for itself and its officers, agents and employees,
agrees that it will treat all information provided to it by City ("City Information") as confidential
and will not disclose any such information to a third party without the prior written approval of
City.
5.3 Public Information Act. City is a government entity under the laws of the State of
Texas and all documents held or maintained by City are subject to disclosure under the Texas Public
Information Act. In the event there is a request for information marked Confidential or Proprietary,
City will promptlynotify Vendor. Itwill be the responsibility of Vendor to submitreasons objecting
to disclosure. A determination on whether such reasons are sufficient will not be decided by City,
but by the Office of the Attorney General of the State of Texas or by a court of competent
jurisdiction.
5.4 Unauthorized Access. Vendor must store and maintain City Information in a secure
manner and will not allow unauthorized users to access, modify, delete or otherwise corrupt City
Information in any way. Vendor must notify City immediately if the security or integrity of any
City Information has been compromised or is believed to have been compromised, in which event,
Vendor will, in good faith, use all commercially reasonable efforts to cooperate with City in
identifying what information has been accessed by unauthorized means and will fully cooperate
with City to protect such City Information from further unauthorized disclosure.
6. Right to Audit. Vendor agrees that City will, until the expiration of three (3) years after
final payment under this Agreement, or the final conclusion of any audit commenced during the said three
years, have access to and the right to examine at reasonable times any directly pertinent books, documents,
papers and records, including, but not limited to, all electronic records, of Vendor involving transactions
relating to this Agreement at no additional cost to City. Vendor agrees that City will have access during
normal working hours to all necessary Vendor facilities and will be provided adequate and appropriate work
space in order to conduct audits in compliance with the provisions of this section. City will give Vendor
reasonable advance notice of intended audits.
7. Independent Contractor. It is expressly understood and agreed that Vendor will operate
as an independent contractor as to all rights and privileges and work performed under this Agreement, and
not as agent, representative or employee of City. Subject to and in accordance with the conditions and
provisions of this Agreement, Vendor will have the exclusive right to control the details of its operations
and activities and be solely responsible for the acts and omissions of its officers, agents, servants,
employees, Vendors, and subcontractors. Vendor acknowledges that the doctrine of respondeat superior
will not apply as between City, its officers, agents, servants and employees, and Vendor, its officers, agents,
employees, servants, contractors, and subcontractors. Vendor further agrees that nothing herein will be
construed as the creation of a partnership or joint enterprise between City and Vendor. It is further
understood that City will in no way be considered a Co -employer or a Joint employer of Vendor or any
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officers, agents, servants, employees, contractors, or subcontractors. Neither Vendor, nor any officers,
agents, servants, employees, contractors, or subcontractors of Vendor will be entitled to any employment
benefits from City. Vendor will be responsible and liable for any and all payment and reporting of taxes on
behalf of itself, and any of its officers, agents, servants, employees, contractors, or contractors.
8. Liability and Indemnification.
8.1 LIABILITY - VENDOR WILL BE LIABLE AND RESPONSIBLE FOR ANY
AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY,
INCL UDING DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER,
WHETHER REAL OR ASSERTED, TO THE EXTENT CAUSED BY THE NEGLIGENT
ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL MISCONDUCT OF
VENDOR, ITS OFFICERS, AGENTS, SERVANTS, EMPLOYEES, CONTRACTORS, OR
SUBCONTRACTORS.
8.2 GENERAL INDEMNIFICATION -VENDOR HEREBY COVENANTS AND
AGREES TO INDEMNIFY, HOLD HARMLESS AND DEFEND CITY, ITS OFFICERS,
AGENTS, SERVANTS AND EMPLOYEES, FROMAND AGAINST ANYAND ALL CLAIMS
OR LAWSUITS OF ANYKIND OR CHARACTER, WHETHER REAL OR ASSERTED, FOR
EITHER PROPERTYDAMAGE OR LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO
VENDOR'S BUSINESS AND ANY RESULTING LOST PROFITS) AND/OR PERSONAL
INJURY, INCL UDING DEATH, TO ANY AND ALL PERSONS, AREING OUT OF OR IN
CONNECTION WITH THIS AGREEMENT, TO THE EXTENT CAUSED BY THE
NEGLIGENT ACTS OR OMISSIONS OR MALFEASANCE OF VENDOR, ITS OFFICERS,
AGENTS, SERVANTS, EMPLOYEES, CONTRACTORS, OR SUBCONTRACTORS.
8.3 INTELLECTUAL PROPERTY INDEMNIFICATION — Vendor agrees to
defend, settle, or pay, at its own cost and expense, any claim or action against City for
infringement of any patent, copyright, trade mark, trade secret, or similar property right
arising from City's use of the software and/or documentation in accordance with this
Agreement, it being understood that this agreement to defend, settle or pay will not apply if
City modifies or misuses the software and/or documentation. So long as Vendor bears the
cost and expense of payment for claims or actions against City pursuant to this section,
Vendor will have the right to conduct the defense of any such claim or action and all
negotiations for its settlement or compromise and to settle or compromise any such claim;
however, City will have the right to fully participate in any and all such settlement,
negotiations, or lawsuit as necessary to protect City's interest, and City agrees to cooperate
with Vendor in doing so. In the event City, for whatever reason, assumes the responsibility
for payment of costs and expenses for any claim or action brought against City for
infringement arising under this Agreement, City will have the sole right to conduct the
defense of any such claim or action and all negotiations for its settlement or compromise and
to settle or compromise any such claim; however, Vendor will fully participate and cooperate
with City in defense of such claim or action. City agrees to give Vendor timely written notice
of any such claim or action, with copies of all papers City may receive relating thereto.
Notwithstanding the foregoing, City's assumption of payment of costs or expenses will not
eliminate Vendor's duty to indemnify City under this Agreement. If the software and/or
documentation or any part thereof is held to infringe and the use thereof is enjoined or
restrained or, if as a result of a settlement or compromise, such use is materially adversely
restricted, Vendor will, at its own expense and as City's sole remedy, either: (a) procure for
City the right to continue to use the software and/or documentation; or (b) modify the
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software and/or documentation to make it non -infringing, provided that such modification
does not materially adversely affect City's authorized use of the software and/or
documentation; or (c) replace the software and/or documentation with equally suitable,
compatible, and functionally equivalent non -infringing software and/or documentation at no
additional charge to City; or (d) if none of the foregoing alternatives is reasonably available
to Vendor terminate this Agreement, and refund all amounts paid to Vendor by City,
subsequent to which termination City may seek any and all remedies available to City under
law.
Assignment and Subcontracting.
9.1 Assignment. Vendor will not assign or subcontract any of its duties, obligations
or rights under this Agreement without the prior written consent of City. If City grants consent to
an assignment, the assignee will execute a written agreement with City and Vendor under which
the assignee agrees to be bound by the duties and obligations of Vendor under this Agreement.
Vendor will be liable for all obligations of Vendor under this Agreement prior to the effective date
of the assignment.
9.2 Subcontract. If City grants consent to a subcontract, the subcontractor will execute
a written agreement with Vendor referencing this Agreement under which subcontractor agrees to
be bound by the duties and obligations of Vendor under this Agreement as such duties and
obligations may apply. Vendor must provide City with a fully executed copy of any such
subcontract
10. Insurance. Vendor must provide City with certificate(s) of insurance documenting
policies of the following types and minimum coverage limits that areto be in effectpriorto commencement
of any Services pursuant to this Agreement:
10.1 Coverage and Limits
(a) Commercial General Liability:
$1,000,000 - Each Occurrence
$2,000,000 - Aggregate
(b) Automobile Liability:
$1,000,000 - Each occurrence on a combined single limit basis
Coverage will be on any vehicle used by Vendor, or its employees, agents, or
representatives in the course of providing Services under this Agreement. "Any
vehicle" will be any vehicle owned, hired and non -owned.
(c) Worker's Compensation:
Statutory limits according to the Texas Workers' Compensation Act or any other
state workers' compensation laws where the Services are being performed
Employers' liability
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$100,000 -
Bodily Injury by accident; each accident/occurrence
$100,000 -
Bodily Injury by disease; each employee
$500,000 -
Bodily Injury by disease; policy limit
(d) Professional Liability (Errors & Omissions):
$1,000,000 - Each Claim Limit
$1,000,000 - Aggregate Limit
Professional Liability coverage may be provided through an endorsement to the
Commercial General Liability (CGL) policy, or a separate policy specific to
ProfessionalE&O. Either is acceptable if coverage meets all other requirements.
Coverage must be claims -made, and maintained for the duration of the contractual
agreement and for two (2) years following completion of services provided. An
annual certificate of insurance must be submitted to City to evidence coverage.
10.2 General Requirements
(a) The commercial general liability and automobile liability policies must
name City as an additional insured thereon, as its interests may appear. The term
City includes its employees, officers, officials, agents, and volunteers in respect to
the contracted services.
(b) The workers' compensation policy must include a Waiver of Subrogation
(Right of Recovery) in favor of City.
(c) A minimum of Thirty (30) days' notice of cancellation or reduction in
limits of coverage must be provided to City. Ten (10) days' notice will be
acceptable in the event of non-payment of premium. Notice must be sent to the
Risk Manager, City of Fort Worth, 200 Texas Street, Fort Worth, Texas 76102,
with copies to the Fort Worth City Attorney at the same address.
(d) The insurers for all policies must be licensed and/or approved to do
business in the State of Texas. All insurers must have a minimum rating of A VII
in the current A.M. Best Key Rating Guide, or have reasonably equivalent financial
strength and solvency to the satisfaction of Risk Management. If the rating is
below that required, written approval of Risk Management is required.
(e) Any failure on the part of City to request required insurance
documentation will not constitute a waiver of the insurance requirement.
(f) Certificates of Insurance evidencing that Vendor has obtained all required
insurance will be delivered to the City prior to Vendor proceeding with any work
pursuant to this Agreement.
11. Compliance with Laws, Ordinances, Rules and Regulations. Vendor agrees that in the
performance of its obligations hereunder, it will comply with all applicable federal, state and local laws,
ordinances, rules and regulations and that any work it produces in connection with this Agreement will also
comply with all applicable federal, state and local laws, ordinances, rules and regulations. If City notifies
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Vendor of any violation of such laws, ordinances, rules or regulations, Vendor must immediately desist
from and correct the violation.
12. Non -Discrimination Covenant. Vendor, for itself, its personal representatives, assigns,
contractors, subcontractors, and successors in interest, as part of the consideration herein, agrees that in the
performance of Vendor's duties and obligations hereunder, it will not discriminate in the treatment or
employment of any individual or group of individuals on any basis prohibited by law. IF ANY CLAIM
ARISES FROM AN ALLEGED VIOLATION OF THIS NON DISCRIMINATION COVENANT
BY VENDOR, ITS PERSONAL REPRESENTATIVES, ASSIGNS, CONTRACTORS,
SUBCONTRACTORS, OR SUCCESSORS IN INTEREST, VENDOR AGREES TO ASSUME
SUCH LIABILITY AND TO INDEMNIFY AND DEFEND CITY AND HOLD CITY HARMLESS
FROM SUCH CLAIM.
13. Notices. Notices required pursuant to the provisions of this Agreement will be
conclusively determined to have been delivered when (1) hand -delivered to the other party, its agents,
employees, servants or representatives, (2) delivered by facsimile with electronic confirmation of the
transmission, or (3) received by the other party by United States Mail, registered, return receipt requested,
addressed as follows:
To CITY:
City of Fort Worth Mosaic Public Partners LLC
Attn: Valerie Washington, Assistant City Manager Attn: Greg Nelson
200 Texas Street Founder and Managing Partner
Fort Worth, TX 76102-6314 200 Gateway Dr., #1908
Facsimile: (817) 392-8654 Lincoln, CA, 95648
With copy to Fort Worth City Attorney's Office at Facsimile: 916-550-4100
same address
14. Solicitation of Employees. Neither City nor Vendor will, during the term of this
Agreement and additionally for a period of one year after its termination, solicit for employment or employ,
whether as employee or independent contractor, any person who is or has been employed by the other
during the term of this Agreement, without the prior written consent of the person's employer.
Notwithstanding the foregoing, this provision will not apply to an employee of either party who responds
to a general solicitation of advertisement of employment by either party.
15. Governmental Powers. It is understood and agreed that by execution of this Agreement,
City does not waive or surrender any of its governmental powers or immunities.
16. No Waiver. The failure of City or Vendor to insist upon the performance of any term or
provision of this Agreement or to exercise any right granted herein does not constitute a waiver of City's or
Vendor's respective right to insist upon appropriate performance or to assert any such right on any future
occasion.
17. Governing Law / Venue. This Agreement will be construed in accordance with the laws
of the State of Texas. If any action, whether real or asserted, at law or in equity, is brought pursuant to this
Agreement, venue for such action will lie in state courts located in Tarrant County, Texas or the United
States District Court for the Northern District of Texas, Fort Worth Division.
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18. Severability. If any provision of this Agreement is held to be invalid, illegal or
unenforceable, the validity, legality and enforceability of the remaining provisions will not in any way be
affected or impaired.
19. Force Majeure. City and Vendor will exercise their best efforts to meet their respective
duties and obligations as set forth in this Agreement, but will not be held liable for any delay or omission
in performance due to force majeure or other causes beyond their reasonable control, including, but not
limited to, compliance with any government law, ordinance, or regulation; acts of God; acts of the public
enemy; fires; strikes; lockouts; natural disasters; wars; riots; epidemics or pandemics; government action
or inaction; orders of government; material or labor restrictions by any governmental authority,
transportation problems; restraints or prohibitions by any court, board, department, commission, or agency
of the United States or of any States; civil disturbances; other national or regional emergencies; or any other
similar cause not enumerated herein but which is beyond the reasonable control of the Party whose
performance is affected (collectively, "Force Majeure Event"). The performance of any such obligation is
suspended during the period of, and only to the extent of, such prevention or hindrance, provided the
affected Party provides notice of the Force Majeure Event, and an explanation as to how it prevents or
hinders the Party's performance, as soon as reasonably possible after the occurrence of the Force Majeure
Event, with the reasonableness of such notice to be determined by the City in its sole discretion. The notice
required by this section must be addressed and delivered in accordance with Section 13 of this Agreement.
20. Headings not Controlling. Headings and titles used in this Agreement are for reference
purposes only, will not be deemed a part of this Agreement, and are not intended to define or limit the scope
of any provision of this Agreement.
21. Review of Counsel. The parties acknowledge that each party and its counsel have
reviewed and revised this Agreement and that the normal rules of construction to the effect that any
ambiguities are to be resolved against the drafting party will not be employed in the interpretation of this
Agreement or Exhibits A and B.
22. Amendments / Modifications / Extensions. No amendment, modification, or extension
of this Agreement will be binding upon a party hereto unless set forth in a written instrument, which is
executed by an authorized representative of each party.
23. Counterparts. This Agreement may be executed in one or more counterparts and each
counterpart will, for all purposes, be deemed an original, but all such counterparts will together constitute
one and the same instrument.
24. Warranty of Services. Vendor warrants that its services will be of a high quality and
conform to generally prevailing industry standards. City must give written notice of any breach of this
warranty within thirty (30) days from the date that the services are completed. In such event, at Vendor's
option, Vendor will either (a) use commercially reasonable efforts to re -perform the services in a manner
that conforms with the warranty, or (b) refund the fees paid by City to Vendor for the nonconforming
services.
25. Immigration Nationality Act. Vendor must verify the identity and employment eligibility
of its employees who perform work under this Agreement, including completing the Employment
Eligibility Verification Form (I-9). Upon request by City, Vendor will provide City with copies of all 1-9
forms and supporting eligibility documentation for each employee who performs work under this
Agreement. Vendor must adhere to all Federal and State laws as well as establish appropriate procedures
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and controls so that no services will be performed by any Vendor employee who is not legally eligible to
perform such services. VENDOR WILL INDEMNIFY CITY AND HOLD CITY HARMLESS FROM
ANY PENALTIES, LIABILITIES, OR LOSSES DUE TO VIOLATIONS OF THIS PARAGRAPH
BY VENDOR, VENDOR'S EMPLOYEES, CONTRACTORS, SUBCONTRACTORS, OR
AGENTS. City, upon written notice to Vendor, will have the right to immediately terminate this Agreement
for violations of this provision by Vendor.
26. Ownership of Work Product. City will be the sole and exclusive owner of all reports,
work papers, procedures, guides, and documentation that are created, published, displayed, or produced in
conjunction with the services provided under this Agreement (collectively, "Work Product"). Further, City
will be the sole and exclusive owner of all copyright, patent, trademark, trade secret and other proprietary
rights in and to the Work Product. Ownership of the Work Product will inure to the benefit of City from
the date of conception, creation or fixation of the Work Product in a tangible medium of expression
(whichever occurs first). Each copyrightable aspect of the Work Product will be considered a "work -made -
for -hire" within the meaning of the Copyright Act of 1976, as amended. If and to the extent such Work
Product, or any part thereof, is not considered a "work -made -for -hire" within the meaning of the Copyright
Act of 1976, as amended, Vendor hereby expressly assigns to City all exclusive right, title and interest in
and to the Work Product, and all copies thereof, and in and to the copyright, patent, trademark, trade secret,
and all other proprietary rights therein, that City may have or obtain, without further consideration, free
from any claim, lien for balance due, or rights of retention thereto on the part of City.
27. Signature Authoritv. The person signing this Agreement hereby warrants that they have
the legal authority to execute this Agreement on behalf of the respective party, and that such binding
authority has been granted by proper order, resolution, ordinance or other authorization of the entity. This
Agreement and any amendment hereto, may be executed by any authorized representative of Vendor. Each
party is fully entitled to rely on these warranties and representations in entering into this Agreement or any
amendment hereto.
28. Change in Companv Name or Ownership. Vendor must notify City's Purchasing
Manager, in writing, of a company name, ownership, or address change for the purpose of maintaining
updated City records. The president of Vendor or authorized official must sign the letter. A letter indicating
changes in a company name or ownership must be accompanied with supporting legal documentation such
as an updated W-9, documents filed with the state indicating such change, copy of the board of director's
resolution approving the action, or an executed merger or acquisition agreement. Failure to provide the
specified documentation so may adversely impact future invoice payments.
29. No Bovcott of Israel. If Vendor has fewer than 10 employees or this Agreement is for
less than $100,000, this section does not apply. Vendor acknowledges that in accordance with Chapter
2271 of the Texas Government Code, the City is prohibited from entering into a contract with a company
for goods or services unless the contract contains a written verification from the company that it: (1) does
not boycott Israel; and (2) will not boycott Israel during the term of the contract. The terms "boycottIsraer'
and "company" has the meanings ascribed to those terms in Section 2271 of the Texas Government Code.
By signing this Agreement, Vendor certifies that Vendor's signature provides written verification to
the City that Vendor: (1) does not boycott Israel; and (2) will not boycott Israel during the term of
the Agreement.
30. Prohibition on Boycotting Energy Companies. Vendor acknowledges that in accordance
with Chapter 2274 of the Texas Government Code (as added by Acts 2021, 87th Leg., R. S., S.B. 13, § 2),
the City is prohibited from entering into a contract for goods or services that has a value of $100,000 or
more, which will be paid wholly or partly from public funds of the City, with a company (with 10 or more
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full-time employees) unless the contract contains a written verification from the company that it: (1) does
not boycott energy companies; and (2) will not boycott energy companies during the term of the contract
The terms "boycott energy company" and "company" have the meaning ascribed to those terms by Chapter
2274 of the Texas Government Code (as added by Acts 2021, 87thLeg., R.S., S.B. 13, § 2). To the extent
that Chapter 2274 of the Government Code is applicable to this Agreement, by signing this
Agreement, Vendor certifies that Vendor's signature provides written verification to the City that
Vendor: (1) does not boycott energy companies; and (2) will not boycott energy companies during
the term of this Agreement.
31. Prohibition on Discrimination Against Firearm and Ammunition Industries. Vendor
acknowledges that except as otherwise provided by Chapter 2274 of the Texas Government Code (as added
by Acts 2021, 87th Leg., R.S., S.B. 19, § 1), the City is prohibited from entering into a contract for goods
or services that has a value of $100,000 or more which will be paid wholly or partly from public funds of
the City, with a company (with 10 or more full-time employees) unless the contract contains a written
verification from the company that it: (1) does not have a practice, policy, guidance, or directive that
discriminates against a firearm entity or firearm trade association; and (2) will not discriminate during the
term of the contract against a firearm entity or firearm trade association. The terms "discriminate," "firearm
entity" and "firearm trade association" have the meaning ascribed to those terms by Chapter 2274 of the
Texas Government Code (as added by Acts 2021, 87th Leg., R.S., S.B. 19, § 1). To the extent that
Chapter 2274 of the Government Code is applicable to this Agreement, by signing this Agreement,
Vendor certifies that Vendor's signature provides written verification to the City that Vendor: (1)
does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or
firearm trade association; and (2) will not discriminate against a firearm entity or firearm trade
association during the term of this Agreement.
32. Electronic Signatures. This Agreement may be executed by electronic signature, which
will be considered as an original signature for all purposes and have the same force and effect as an original
signature. For these purposes, "electronic signature" means electronically scanned and transmitted versions
(e.g. via pdf file or facsimile transmission) of an original signature, or signatures electronically inserted via
software such as Adobe Sign.
33. Entirety of Agreement. This Agreement contains the entire understanding and agreement
between City and Vendor, their assigns and successors in interest, as to the matters contained herein. Any
prior or contemporaneous oralor written agreement is hereby declared null and void to the extent in conflict
with any provision of this Agreement.
(signature page follows)
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ACCEPTED AND AGREED:
CITY OF FORT WORTH:
13 : Valerie Washington (Nov 30, 202319:12 CST)
Name: Valerie Washington
Title: Assistant City Manager
Date: Nov 30, 2023
APPROVAL RECOMMENDED:
Dianna X Giordano
Ely: Dianna M. Giordano (Nov 28, 2023 07:55 CST)
Name: Dianna Giordano
Title: Director of Human Resources
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ATTEST: ..4&
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By:
Name: Jannette Goodall
Title: City Secretary
VENDOR:
MOSAIC PUBLIC PARTNERS LLC
By:
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Name: Greg Nelson
Title: Founder and Managing Partner
Date: Nov 27, 2023 20
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I amthe person
responsible forthe monitoring and administration of
this contract, including ensuring allperfor ance and
reporting requirements.
YaneT-s� fl&Hlluuz
By: Vanessa Hottman (Nov 27,202317:14CST)
Name: VanessaHottman
Title: Interim Human Resources Manager
APPROVED AS TO FORM AND LEGALITY:
By.
9.'-'-' cv
Name:
Jessika Williams
Title:
Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: N/A Professional Service Exemption
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
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EXHIBIT A
SCOPE OF SERVICES
SCOPE OF SERVICES AND COST
PROPOSAL FOR RECRUITMENTS)
SCOPE OF SERVICES
Mcsaic Public Partners agrees to perform certain services necessary for the compLetion of
the Project, which shalt include, without limitation, the following:
• Advising City Manager and Talent Acquisitic n Manager on best practices in conducting the
recruitment and selection
• Conduct kickoff meetings, position analysis and consultation
Provide efficient and transparent visibility to the City throughout the recruitment process using
our innovative client portal. The City will have full visibility in real-time on the progress.
Work with the City staff to determine the method for soliciting input from community,
city council, staff, peers, and labor leaders an the qualities and characteristics of the next
Environmental Services director and/or Code Compliance director.
Broadly engage cty and other identified stakeholders to inform the candidate profile
• Develop candidate profile to include client and stakeholder input
• Conduct advertising campaign
• Conduct researched candidate identification and recruitment
Review, analyze and screen applicants for q ualificatic ns and suitability
• Conduct resume review and recommendations
• On -site facilitation of interview and selection process
Provide assistance with final interview(s)
• Assist.with negotiations
• Conduct background investigation and detailed reference checks
• Provide follow-up/close-out correspondence to candidates
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APPROACH AND SEARCH
METHODOLOGY
e approach every executive search as a partnership with our client. In this tight, we use a proven frame-
work as the foundation for the project and collaborativeLy tailor the work plan to meet the unique needs
and wishes of our clients. In every search, we aim to provide our client with three deliverables:1) a diverse
selection of quail Fled candidates, 2) a thoughtful, inclusive, and well -communicated search process, and
3) sound advice and consultation_ The following is a representation of the approach and methodology to a
Mosaic Public Partners search.
PROJECT MANAGEMENT
The Mosaic Team wilLmeet via videoconference with the Talent Acquisition Manager, and others, as desired.
The objectives of this meeting are to learn points of contact and communication preferences, conduct a
stakeholder analysis. develop the project timeline. and to create the preliminary selection process_
During this phase of the project, the consultantsurill review the organization's jab description and review the
salary and benefit offering for competitiveness in the market
The consultants wviLLconduct a stakeholder analysis with the City to determine the teal and manner of com-
munity and stakeholder engagement necessary for a succemfuL process.
CANDIDATE PROFILE DEVELOPMENT
Based on the project management kickoff meetings. Mr. Nelson and Mr Noblett w4iLL meet with the identified
stakeholders to solicit input on the desired qualities sought in the next Environ mental. Services Director and/
or codecompl.2nce Director, as well. as anticipated challenges and opportunities theywitt face_ The project
teamwill also gather important documents, information, and media from the City to be used in the develop-
ment of the candidate profite(s)_
The Mosaic Public Partners tearrmurill meet with City leadership and slakehoLders indlviduaLLy or in small
groups to gather thesir input relative to the desired characteristics sought for candidates, as well.as challenges
and opportunities facing the City of Fort Vkrth
Utilizing the input received, Mosaic Public Partners wviLLcreate a candidate profileW that accurately and attrac-
ti�y presents the opportunityta prospective candidates_ Once approved by the City, this candidate profile
serves as the standard by which au prospective candidates areevaluated, as well as for guiding the search
strategies,
A sample brochure from the City of Austin Assistant director of Operations recruitment is included in this
proposal as a visual example of the quality way in which we represent our clients and market their search to
potential candidates
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City Secretary ContractNo.
The City Manager, Talent Acqulsidon Manager, and others (as appropriate) wiu be provided with online access
to Mosaic Public Partners recruitment software through a client portal that ensures the search strategy
and approach are properly calibrated for success. Our goal is to ensure that our clients are continually kept
updated on, the status of the recruitment.
OUTREACH AND RECRUITING
Based upon the search strategy developed with the City, Mosaic Public Partners will immediately Launch a
targeted and comprehensive search effort that sources candidates from five primary categories.
Advertising Campaign, Advertisements will be placed in sources targeted at attracting a diverse selec-
tion of highLy qualified candidates.
Website and Social Media Campaign: Mosaic Public Partners provides a comprehensive social media
marketing campaign that Includes custom graphics, eye-catching photos and distribution on Llnkedln
and Facebook accounts to shame the position with potential carrdidates- Social media posts are crafted
at several points throughout the recruitment process_ In addition, partners and recruiters share Mosa-
ic Public Partners btog and social. media posts on their respective LinkE?dln accounts. Mosaic Public
Partners wilLaLso highlight the position on ourwebsite with a blog post, Listing in our'Upcoming Greer
Opportunities" and ultimately on our'Careers' page once the position is open
Direct Oubvach: The search consultants have an edensive candidate network across the nation. These net-
%"ks %uM be Lev�d to identify and recruit candidates that 40wwell. matched to the carddate profile.
Indirect outreach: By using the same can dilate networks, Mosaic Pu Me Partners can seek nomina-
tions from other teading public sector executives who offer, provide excellent insight into rising talent
Researched outreach: Using the search strategy as a guide. Mosaic Public Partners vriLl. apply innovative
technologies to Find and recruitcarhdidates that may not have been identified through other methods_
Each potential. candidate is personaLty engaged by the search consultants and many hours are typically
spent answering questions and providing information to candidates to minimize any barriers that may be a
disoouragement
CANDIDATE SCREENING AND EVALUATION
The search consultants perform an initiaLevaluation of candidates based upon their submitted materials.
Candidates who are well aligned with the candidate profile, along with all intemaLcandidates, are inter-
viewed via uideoconference to further evaluate their qualifications and suitability for the position_
Candidates who are well matched to the candidate profile are identified and a thorough Internet and news
search is conducted to help understand each candidates public persona, as well as to ensure that any items
that may be seen as controversiaL are known and understood.
Page 13 of 16
City Secretary ContractNo.
PRESENTATION OF CANDIDATES
During a meeting with the City, the search consultants wiLL present the candidates that submitted interest in
the position. The meeting will be facilitated by Mosaic Public Partners' lnrEovative client portal which provides
the City+with direct access to all caned idate materials. From this meeting, a small group of candidates is invited
to participate in the selection process.
SELECTION PROCESS
Having previously designed the selection process collaborativeLy with the City, the search consultants wilt
provide on -site facilitation of the interviews_ Atypical interview process for a Director level position may
lnvoLve muLtiple Interview panels which represent community and staff perspectives. Mosaic Public Partners
will design and provide tailored interview materials for all interview panels and ensure the City retains the
completed materials for records retention needs_
Customarily, this initial round of interviews will reduce the field of candidates to a smaller number who are
then invited fora second interview with the City Managerand others, if desired. The search consultants are
not ordinarily on -site for this second interview unless It occurs l n conju nction with the first l ntervlew
BACKGROUND AND FINAL QUALIFICATION
Once the City has identified Its candidate of choice, the search consu pants wit[ perform a thorough b3ck-
ground investigation of the candidate, accompanied by a series of consuLtant-driven reference checks that
seek input from people with a Variety of perspectives to the candidate -
NEGOTIATION
Mosaic Public Partners will negotiate on the City behalf to succeed in reaching an agreer rent vsrith the select-
ed candidate. Acres earlier candldateconver5ations, the search consultants attempt to ensure the candidates
salary and benefit expectations are in accord with the Citys to prevent surprises at this critical culmination of the
recruitment.
CLOSEOUT COMMUNICATIONS
Throug hout the search process, Mosaic Public Partners maintains professional communlcatlonswith all
candidates involved. VUe realize that we are representing the City of Fort Worth throughout the recruit-
ment and ensure that each person we interact with is Left with a favorable impression of the city_ In this
final communication, we inform alL candidates who were not selected of their status and the city's appre-
ciation for their interest.
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City Secretary ContractNo.
EXECUTIVE SEARCH TIMELINE
At the beginning of each search engagement, Mosaic Public partners meets with clients to collaboratively craft
a work plan and timelinethat best allgns with our client's needs. Our consultants will suggest best practices and
share examples From prior engagements to tailor a process that is thoughtfut and well communicated.
The typical duration of a traditional search project is 12-17 weeks. Additionally, the selected candidate will
customarily need to provide -days for notice and transition, if selected from outside of the organization_
This brings the totaL duration to approximateLy 16-21 weeks.
A customized timeline will be crafted in cotlaboration with the City during the first step of the search en-
gagement. We are confident that we can detiver a successful search effort that meets the needs of the City
of Fort Worth -
The foLlowing timeline represents the key miLestones of an executive search, inctuding tasks and
approximate durations.
Project Management
1-z Week*
Fire -kickoff meeting: project schedute, stakeholder analysis,
communication methods, collection of background materlat
Candidate 'Profile Development
Client input meetings, stakeholder input meetings
Drafting and layout of candidate profile
Outreach and Recruiting
4-6 Weeks
Advertlsl ng strategy and campaigrL Candidate research and identification
or dynam is
Seek nominatiors. Recruit cand idates
Candidate Screening and EvaLuation
z Weeks
Raper screening. screening interviews_ News and internet research
Presentation of Candidates
iWeek
Client meeting to review candidates and seLect those to advance_ Candidate updates
Selection Process
2-3 Weeks
Consult and design, interview process
Facilitation of on -site interview process, typically 4-7 candidates
Background and Final Qualification
s-s Weeks
Background investigation and thorough reference checks for finalist candidate
Negotiation
i Week
Negotiation with selected candidate
Asslstance with employment agreement, upon request only
Closeout Communications
concurrent
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City Secretary ContractNo.
EXHIBIT B
PAYMENT SCHEDULE
Updated Cost Proposal
Our flat fee to provide executive search services as outlined in this proposal forth e position of
Code Compliance Director is $30,000. The flat fee includes both professional services and
consultant expenses related tot he aforementioned work plans. These expenses include graphic
design, advertising, consultant travel, administrative support, printing, postage, technology, and
educational verification and background check on the selected candidate.
Invoicingwill be in four installments:
1. Upon Execution of the Professional Services Agreement $9,000
2. After Presentation of Candidates $9,000
3. After Initial Interviews $9,000
4. After Accepted Dfferof Employment $3,000
Included in the flat fee is one consultant tripper recruitment to facilitate candidate interviews.
All otherconsultant meetings will be conducted via videoconference. Additional consultant
trips, if requested, shall be su ppl ementally invoiced at $1,500 per day, per consultant, Any
additional expenses will be invoiced at the end of the project and are supplemental to the flat
fee.
Candidate travel casts are not included in the flat fee. However, Mosaic Public Partners will
reimburse candidates directly for approved travel expenses related to the search and will
Invoice the City for reimbursement of actual costs for candidate travels supplementaltothe -lat
fee.
This cost proposal and professional search services referenced herein are valid for 90 days from
date of submittal,
Guarantee
Mosaic Public Partners offers an industry -standard one-year guarantee on our full search
process. If, within a one-year period after appointment, the selected candidate in a search
voluntarily resigns or is dismissed for cause, Mosaic Public Partners will conduct another search
effort without additional fees for professional services. The City would be expected to
reimburse the firm for all expenses incurred, which are approximately 30% of the fiat fee. This
guarantee does not apply to the appointment of intemal candidates or to candidates selected
over the expressed objection{s) of the consultants.
If a placement is not made in the first search attempt for each search, Mosaic PubJic Partners
will conduct a second search effort with no charge for professional services. The City would be
expected to pay for all expenses incurred. These expenses would be related to advertising,
research, candidate travel, etc. with an estimated amount of $5,000.
Mosaic Public Partners will never actively recruit our placement while they are employed with
the City of Fort Worth.
Insurance
Mosaic Public Partners maintains the following insurance coverage;
Errors and Om issio ns/P rofessio n a I Liability
$2,OW,000
General Liability/Commercial
$2,OW,000
Automobile Liabilityjhiredjnon-owned}
$1,000,000
Workers Compensation
$1,000,000
Cyber/Data Breach Liability
$2,000,000
Vendor Services Agreement Page 16 of16