HomeMy WebLinkAboutContract 6139861398
City Secretary Contract No.
SORTWORTHO
VENDOR SERVICES AGREEMENT
This VENDOR SERVICES AGREEMENT ("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 911 Communications Administrator
("Services"), as set forth in more detail in Exhibit "A," attached hereto and incorporated herein for all
purposes.
2. Term. This Agreement begins on April 30, 2024 ("Effective Date") and expires on
November 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 Forty Thousand Dollars ($40,000.00). This includes
Vendor's flat fee of Thirty Thousand Dollars ($30,000.00) for professional services and consultant
expenses, as described in Exhibit B, and up to Ten Thousand Dollars ($10,000.00) for additional
services (additional consultant trips, candidate travel) agreed to in writing by City. 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.
Invoicing and payments will be in four installments: (1) upon execution of this Agreement:
$9,000.00; (2) after presentation of Candidates: $9,000.00; (3) after initial interviews: $9,000.00; and (4)
after accepted offer of employment: $3,000.00. Payments will be made by City within 30 days of receipt
of an accurate invoice.
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-annronriation 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.
OFFICIAL RECORD
Vendor Services Agreement CITY SECRETARY Page 1 of 17
FT. WORTH, TX
City Secretary Contract No.
4.3 Duties and Oblisations 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,
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 promptly notify Vendor. It will be the responsibility of Vendor to submit reasons 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. Indeuendent 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
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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
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.
Liabilitv and Indemnification.
8.1 LIABILITY - VENDOR WILL BE LIABLE AND RESPONSIBLE FOR ANY
AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY,
INCLUDING 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, SERVANTSAND EMPLOYEES, FROMAND AGAINSTANYAND ALL CLAIMS
OR LAWSUITS OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, FOR
EITHER PROPERTYDAMAGE OR LOSS (INCLUDINGALLEGED DAMAGE OR LOSS TO
VENDOR'S BUSINESS AND ANY RESULTING LOST PROFITS) AND/OR PERSONAL
INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, ARISING 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
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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
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 Assisnment. 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 are to be in effect prior to 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.
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10.2
(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
$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
Professional E&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.
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.
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(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 ReLFulations. 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
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:
To VENDOR:
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: Facsimile: 916-550-4100
100 Fort Worth Trail (previously 100 Energy Way)
Fort Worth, TX 76102
14. Solicitation of Emulovees. 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.
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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.
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 Maieure. 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 its Exhibits.
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
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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 Nationalitv 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 I-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
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 "boycott Israel"
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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 Bovcotting Energv Companies. Vendor acknowledges that in
accordance with Chapter 2276 of the Texas Government Code, City is prohibited from entering into a
contract for goods or services that has a value of $100,000 or more that is to 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 boycott energy companies; and (2) will not
boycott energy companies during the term of the contract. To the extent that Chapter 2276 of the
Government Code is applicable to this Agreement, by signing this Agreement, Vendor certifies that
Vendor's signature provides written verification to 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 ALainst Firearm and Ammunition Industries. Vendor
acknowledges that except as otherwise provided by Chapter 2274 of the Texas Government Code, City is
prohibited from entering into a contract for goods or services that has a value of $100,000 or more that is
to 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. 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 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 oral or 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:
I ,V,LU_ A4--/-
By: Valerie Washington (May 13, 2024 09:24 CDT)
Name: Valerie Washington
Title: Assistant City Manager
Date: 05/13/2024
APPROVAL RECOMMENDED:
AAM'X1M1zd-
By:
Name: Dianna Giordano
Title: Director of Human Resources
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By:
Name: Jannette Goodall
Title: City Secretary
VENDOR:
MOSAIC PUBLICPARTNERSLLC
By:
Name: Greg Nelson
Title: Founder and Managing Partner
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
responsible for the monitoring and administration of
this contract, including ensuring all performance and
reporting requirements.
By:
Victor Escobedo (May 10, 2024 15:00 CDT)
Name: Victor Escobedo
Title: Human Resources Manager
APPROVED AS TO FORM AND LEGALITY:
By:
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 RECRUITMENT
SCOPE OF SERVICES
Mosaic Public Partners agrees to perform certain services necessary for the completion of the
Project, +which shaLL include, without limitation, the following:
Advising City Manager and Talent Acquisition 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 prog-
ress of the search.
Work with the City staff to determine the method for soliciting input from community, city
council, staff, peers, and labor Leaders on the qualities and characteristics of the next gii
Communi cations Administrator.
Broadly engage city and other identified stakeholders to inform the candidate profile
Develop candidate profiLeto include client and stakeholder input
Conduct advertising campaign
Conduct researched candidate identification and recruitment
Review, analyze, and screen applicants for qualifications 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 referencechecks
Provide folLo+w-up/close-out correspondence to candidates
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APPROACH AND SEARCH
METHODOLOGY
We approach every eD ecutive search as a partnership with our client. in this tight, we use a proven frame-
work as the foundation for the project and cotlaborativeLy 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 detiverables:1) a diverse
selection of quaLified candidates, 2) a thoughtful, incLusive, and well-i--ommunicated 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 TOam v4ill.meet via videoconfcrience with the Talent Aoq uisltian Manager and others, as desired_
The objectives of this meeting are to learn contact and communication preferences, conduct a stakeholder
analysis, develop the project timeline, and to create the preliminary selection process.
During this phaseof the project, the consuLtantsvAU review the organization's jab description and review the
salary and benefit olfed ng for competitivieness in the market
The consultants will conduct a stakeholder analysis with the City to determine the tevet and manner of com-
munity arrd stakeholder engagement necessary fora successful process.
CANDIDATE PROFILE DEVELOPMENT
Based on the project manag ement kickoff meting s. Mr N eison and Mr NobLett wiLL meet with th e
identified stakeholders to solicit input on the desired qualities sought in the next 911 Communications
Administrator as well as anticipated challenges and opportunities theywiLl face_ The project team vwlILalso
gather important documents, information, and media from the City to be used in the development of the
candidate profile_
The Mosaic Public Partners team +wiU meet with City leadership and stakeholders individually or in small
groups to gather their input relative to the desired characteristics sought for candidates. as well as chat-
tenges and opportunities facing the City of Fort Worth_
utilizing the input received, Mosaic Public Partners wiIL create a candidate profile that accurately and
attractively presents the opportu n ity to prospective candidates. Once approved by the City, this candidate
profile serves as the standard by which all prospective candidates are evaluated, as weLt as for guiding
the search strateg ies_
A sampLe brochure from the City of Burleson Assistant Director of Public Safety Communications recruit-
ment is included in this proposal as a visual. example of the qual.ityway in which we represent our clients
and market their search to potential candidates_
Page 12 of 17
City Secretary Contract No.
The Talent Aoqulsitlon Manager and others (as appropriate) +mitt be provided with online access to
Mosaic Public Partners recruitment software through a client portal that ensures the search strategy and
approach are property 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 Vrlth the City, Mosaic Public Partners will Immediiabely Launch a tar-
geted and comprehensive search effort that sources candidates from five primaryeategones.
Advertising Campaign, Advertisements witl be ptaced in sources targeted at attracting a diverse selec-
tion of hlghLy qualified candidates.
Website and Sacial Media Campaign: Mosaic Public Partners provides a comprehensive social media
marketing campaign that includes custom graphics, eye-catching photos and dlstrlbution on Linked In
and Facebook accounts to shame the position with potential candidates. SociaL media posts are crafted
at seaeraL points throughout the recruitment process_ In addition, partners and recruiters share Mosa-
ic Public Partners blog and social media posts on their respective Linkedln accounts. Mosaic Public
Partners wilLaLso highlight the position on ourwebsite with a blog post. Listing In our'Upcoming Career
Opportunities' and ultimately on our'Careers' page once the position is operL
Direct Outreach: The search consultants have an a 2ndLje candidate netuuork across tie nation. These net-
works wit be Leveraged to identify and recruit candidates tttiat appearwetL matched to the candidate profile.
Indirect Outreach: By using the same candidate networks, Mosaic Public Partners can seek nomina-
tions from other teading public sector executives who often provide excellent insight into rising talent
Researched Outreach: Using the search strategy as a guide, Mosaic Public Partnersurill apply innovative
technotogiCs to Find and recruit candidates that may not have been identified through other methods.
Each potential candidate Is person ally engaged by the search consultants and many hours are typically
spent answering questions and providi ng in formation to candidates to mi nimiae any barriers that may be a
discouragement
CANDIDATE SCREENING AND EVALUATION
The search consultants perform an initial.evaluation of candidates based upon their submitted materials_
Candidates who are well aligned with the sand idate profile, along with at[ internal. candidates, are inter-
viewed via videoconference to further evaluate their qualifications and suitability for the position,
Candidates who are wett matched to the candidate profile are identified and a thorough Internet and news
search Is conducted to help understand each candidate's public persona, as well as to ensure that any items
that maybe seen as controversiaL are known and understood.
Page 13 of 17
City Secretary Contract No.
PRESENTATION OF CANDIDATES
during a meeting with the City, the search oonsuLtants willpresent the candidates that submitted interest In
the position. The meeting will be facilitated by Mosaic Public Partners' Innovative client portalwhlch provides
the City with direct access to all. candidate 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 col.LaborativeLy with the City, the search consultants wiLt
provide on -site facilitation of the interviews. A typical interview process for a 911 Commun lcadons Ad-
ministrator may Involve multiple interview panels. Mosaic Public Partners will design and provide tailored
i nterview materials for all interview panels and ensure the City r+etairrs the completed materiaLs for records
retention needs_
Customadly, this Initial round of lntervlewswill reduce the field of candidates to a smaller numberwho are
then invited fora second interview with the hiring authority and others, if desired. The search consultants are
not on -site for this second Interview unless it occurs in conjunction with the first interview.
BACKQROUNDAND FINAL QUALIFICATION
Once the City has identified Its candidate of choice, the search oonsultants will perform a thorough back-
ground investigation of the candidate, accompanied by a series of consultant -driven reference checks that
seek input from peoptewlth a variety of perspectives to the candidate_
NEGOTIATION
Mosaic Public Partners will negotiate on the city's behalf to succeed in reaching an agreement with the
selected candidate -Across earlier candidate conversations, the search consultants attempt to ensure the
cand idaters salary and benefit expectations are in accord with the Citys to prevent surprises at this criticaL
culmination of the recruitment
CLOSEOUT COMMUNICATIONS
Throughout the search process, Mosaic PutAic Partners maintains professional. comm unicationswith all
candidates l nvoLved. We really that we are representing the City of Fort Worth throughout the recruitment
and ensure that each person we! interact with is Left with a favorable impression of the City_ In this final com-
munication, we inform aLt candidates who weire not selected of their status and the City's appreciation for
their interest_
Page 14 of 17
City Secretary Contract No.
EXECUTIVE SEARCH TIMELINE
At the heginning of each search engagement, Mosaic Public Partners meets with clients to collaborativeLy craft a
work plan and timeline that best aligns with our client's needs_ Our consultants vALL suggest best pfdctices and share
examples from poor engagements to tailor a process that is thoughtful and mieii communicated_
The typical duration of a traditional search project is 12-17 weeks. Additionally, the selected candidate RILL customar-
ity need to provide 30-da}+s for rKAice and transition, if selected from outside of the orgarization_ This bongs the total.
duration to approximately 16-21 weeks_
A customized timeline unit be crafted in oollaboration with the City during the first step of the search engagement.
Vie are confident that we can deliver a successful search effort that meets the needs of the City of Fort \Ubrth.
The foLlowing timeline represents the key milestones of an executive search, including tasks and approximate
durations.
Project Management
i-z Weeks
lYekickoff meeting: project schedule, stakeholder analysis,
communication methods, collection of background) m3teriaL
Candidate Profile Development
Client input meetings, stakeholder input meetings
Drafting and Layout of candidate profile
Outreach and Recruiting
4-6 Weeks
Advertising strategy and campaign_ Candidate research and identification
or dynamic
Seek rromi nations. Recru it candidates
Candidate Screening and Eva Lua#ion
z Weeks
Paper screening. Screening intCTviC1ws. News and internet research
Presentation of Candidates
s Week
Client meeting to review candidates and select those to advance_ Candidate updates
Selection Process
2-3Weeks
Consult and design interview process
Facilitation of on -site interview process, typically 7 candidates
Background and Final Qualification
i-z Weeks
Background Investigation and thoroug h referen ce checks for finalist candidate
Negotiation
i Week
Negotiation with finaLcandidate
Assistance with offer letter and emptoyment agreement
Closeout Communications
concurrent
Page 15 of 17
City Secretary Contract No.
EXHIBIT B
PAYMENT SCHEDULE
COST PROPOSAL
Our fLat fee to provide executive search services as outlined in this proposal for the position of gu
Communications Administrator is $30,000. The flat fee inctudes both professionaL services and
consultant expenses related to the aforementioned work plans_ These expenses Include graphic
design, advertising, consultant travel, ad m inistrative su pport, printing, postage, technology, and
educationaLvelfication and background check on the selected candidate.
Imroicing wiLL be in four insta Lments:
1 Upon Execution of the ProfesslonaL Services Agreement: $&000
z_ After Presentation of Candidates= $g,0a0
3- After Initial interviews: $9,0o0
4 After Accepted offer of Employment $3.000
Included in the flat fee is one consultant trip to faciUt3te candidate interviews_ AA other consultant
meetings will. be conducted via vldeoconference_ AdditlonaL consultant tops, if requested, shall be sup-
ptement3lly invoiced at $1500 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 costs are not included in the flat fee. However, Mosaic Public P3rtnerswiLL reimburse
candidates di rectly for approved travel expenses and will invoice the City for reimbursement of actual
costs suppLernentai. to the flat fee.
This cost proposal and search services referenced herein are vaLid for go days from date of
submittal-
3o,000 FLAT FEE
Vendor Services Agreement Page 16 of 17
City Secretary Contract No.
GUARANTEE
Mosaic Public Partners offers an industry -standard orb+ 3r guarantee on our fuLt search pro-
cess. If, within a one-year period after appointment, the selected candidate in a search voluntarlLy
resigns or is dismissed for cause, Mosaic Public Partners wiLl conduct another search effort without
additional fees for professional service's. The City would be expected to reimburse the firm For aLL
actual expenses incurred, which are approximately 3o of the flat fee_ This guarantee does not
apply to the appointment of internal candidates or to candidates selected overtire expressed ob-
}ection(s) of the consuttants_
If a placement is not made i n the first search attempt for each search, Mosaic Pubtic Partners will
conduct a second search effort with no charge for professional services_ The City would be
expected to pay for aU actual expenses incurred in furtherance of this second search effort which
would include adverlisirbg costs, background checks, and oonsuLtant traveL
Mosaic Public Partners wilL nevefacdvely recruit our placement white they are employed with the
City of Fort Worth -
INSURANCE
Mosaic Public Partners maintains the foLLowing insurance coverage -
Errors and omissions/Professional Liabi Lity $2.000,000
General LJatNLity/Commercial $2.000,000
Automobile Liability(hired/non�ywned) $1,000,000
Abrkers Compensation $1.000,000
Data Breach Liability $2.000,000
Page 17 of 17