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R-1957 - 08/10/2021 - AGREEMENTS - Resolutions Exhibits POLARS Interim Fire Chief Search Village of Oak Brook, Illinois Contractor: Polaris Public Safety Solutions, LLC 8055 N. Milwaukee Ave. Niles IL 60714-2827 Point of Contact: Robert M. Buhs Managing Member Phone: 708-935-9979 Email: rmbuhs polarispss.com (855)567-9111 8055 N Milwaukee Ave Niles.Illinois 60714-2827 POLARS Scope of Work Village of Oak Brook,Illinois(Client)Objectives Interview,select and hire as an employee or independent contractor,a qualified candidate for the position of Interim Fire Chief for the Village of Oak Brook,Illinois Fire Department from a vetted list of recommended qualified candidates. Polaris Public Safety Solutions,LLC(Polaris PSS)Objectives Identify,vet and interview qualified and likely suitable candidates for the position of Interim Fire Chief for the Village of Oak Brook,Illinois. A list of qualified candidates and documentation supporting his or her qualifications will be collected by Polaris PSS and provided to Client. Polaris Public Safety Solutions,LLC Duties and Responsibilities 1. Polaris PSS will identify professional fire service professionals from its professional network to determine whether the fire service professional will likely meet or exceed the qualifications for the position for the Interim Fire Chief position. 2. Polaris PSS will contact and engage in preliminary interviews with identified fire service professional to determine the individual's interest in filling the interim position,and qualifications and suitability for the position. Suitability will include,but is not limited to, whether the individual can fulfill the time demands required of the Interim Fire Chief and the foreseeable duration of the interim position. Polaris PSS will not make any offer of employment to any individual either for itself or for the Client. 3. Polaris PSS will compile a list of individuals who it finds are willing to apply for the interim position and are qualified and likely suitable for the interim position. 4. Polaris PSS personnel will meet to review the vetted list of individuals found qualified and likely suitable for filling the interim position and identify three(3)candidates who will be recommended to Client to engage in Client's hiring process. 5. Polaris PSS will compile and provide information packages about each of the three candidates that will include the candidate's personal introduction letter,resume,professional certifications, and recommendation letters,but will not perform or cause any third-party individual or contractor to perform a full background check on any of the candidates. Polaris PSS will not certify any candidate for the qualifications provided by the candidate and will accept the qualifications as provided,but subject to further review by Client during the hiring process. 6. Polaris PSS personnel will meet with Client to review and discuss the candidate list to answer any questions regarding the vetting process and procedure,the candidate's qualifications and suitability. Polaris PSS may provide a rank list of recommendations if requested,but ultimate decisions concerning whether Client selects any or all of the candidates for its hiring process rests with Client. (855)567-9111 8055 N Milwaukee Ave Niles,Illinois 60714-2827 POLARS 7. Polaris PSS represents that it will use its best efforts to compile a list of candidates within five business days of the signing of this agreement. Delivery of the candidate list to Client and meeting of Client and Polaris PSS to review the list will be considered the final deliverable under this agreement unless further work by Polaris PSS pursuant to Client's objective is identified by written agreement between the parties. Client Duties and Responsibilities 1. The duties and responsibilities of Polaris PSS are dependent upon Client performing the following tasks: a. Client will provide Polaris PSS with the job description,minimum qualifications and expected employment terms for the Interim Fire Chief. b. Client will provide Polaris PSS with the powers and authorities,and duties and responsibilities that will be held by the Interim Fire Chief. Client will also provide the likely evaluation,accountability,and reporting framework for the Interim Fire Chief. c. Client will meet with Polaris PSS personnel to review the job description,minimum qualifications and expected employment terms to identify Client priorities in each area and to determine specific suitability factors important to Client. 2. Client may use,but is not required to use,the candidates identified by Polaris PSS for its hiring process. Client agrees to pay the agreed compensation to Polaris PSS notwithstanding whether the efforts of Polaris PSS results in a job offer to a candidate identified by Polaris PSS. Compensation Contingency fee A) Polaris PSS shall charge,and Client agrees to pay to Polaris PSS,a fee of ten percent(10%)of the estimated first six-month base salary,independent contractor fees or other payments to be paid by Client to any Referred Candidate from the candidate list the"Contingency Fee"). In the event Client hires any Referred Candidate from the candidate list at any time within one(1)year of the Referral Date,in any capacity(including as an employee,consultant,or independent contractor),Client shall pay the Contingency Fee to Polaris PSS. If a Referred Candidate is hired by Client through a third-party employment service,the contingency fee shall be based on the salary,independent contractor fees or other payments to be received by the Referred Candidate. The six-month contingency fee shall be paid notwithstanding whether the Referred Candidate is terminated earlier than six months from date of hire. Payment A) Contingency Fee is payable within thirty(30)days after Referred Candidate's start date.The Referred Candidate shall not be required to pay any fees to Polaris PSS. (855)567-9111 8055 N Milwaukee Ave Niles.Illinois 60714-2827 POLARS Contact Information Polaris Public Safety Solutions,LLC Project Manager: Robert M.Buhs Managing Member Phone: 708-935-9979 Email: rmbuhs@oolarisoss.com Contract Manager: Michael J.Mealer Managing Member Phone: 773-206-1251 Email: mmealer@oolarisoss.com Village of Oak Brook,an Illinois municipal corporation n (855)567-9111 8055 N Milwaukee Ave. Niles,Illinois 60714-2827 POLARS August 17,2021 Polaris Public Safety Solutions 8055 Milwaukee Ave. Niles,IL 60714 ph: 708-935-9979 Village of Oak Brook To Whom It May Concern, Please note that if the Village Board approves the proposal for Professional Services to Conduct a Performance Analysis with Predictive Modeling to Identify Current Service Level Demands and to Establish Future Performance Benchmarks,all fees for the Interim placement would be waived. Also,the Interim Fire Chief would be working closely with Polaris to complete the study and allow for some implementation prior to the permanent fire chief placement. Please let me know if I can provide additional information about our proposal. I look forward to Polaris being provided with the opportunity to work with the Village of Oak Brook on this important project. Sincerely, Robert M.Buhs Managing Member (855)567-9111 8055 N Milwaukee Ave Niles,Illinois 60714-2827