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Home My WebLink About000557 Original ContractMarch 12, 2013 Dan McKeen City Manager City of Port Angeles PO Box 1150 Port Angeles, WA 98362 Dear Mr. McKeen: Thank you for your confidence in Prothman to assist the City of Port Angeles in the recruitment for its next Public Works Director. The following represents a scope of work for this search and associated professional fees and expenses. SCOPE OF SERVICES PROTHMAN WILL PERFORM THE FOLLOWING SERVICES: Sourcing Screening City of Port Angeles Record #000557 Project Review The first step will be to review the following topics: Review the scope of work and amend as needed Review the project schedule Identify the geographic scope of the search (local, regional or national) Review the compensation package and decide if a salary survey is needed Identify key stakeholders Information Gathering and Research Our goal is to thoroughly understand the values and culture of the City of Port Angeles, as well as the preferred qualifications you desire in your next Public Works Director. We will: Meet with City Manager via phone conference Review all documents related to the position Position Profile Development Once we have a firm understanding of the preferred candidate qualifications and the values, culture and challenges of your organization, we will develop a profile of your ideal candidate. Profiles include the following A description of the ideal candidate's qualifications Years of related experience and education required Ideal personality traits and work habits Organization- specific information Description of the organization, position and key responsibilities Priorities and challenges facing the organization Community- specific information Overview of the region, description of the environment, and quality of life details Compensation package details Information on how to apply 206 368 0050 371 NE Gilman Blvd Suite 350 Issaquah, WA 98027 www prothman com Recruitment and Advertising Strategy Our recruitment strategy involves the following: Print and Internet -based Ads placed nationally in professional publications, journals and on related websites. Direct Mail Recruitment Brochures sent directly to hundreds of highly qualified public works professionals who are not actively searching. Contact Calls placed directly to potential candidates. Posting the Position Profile on the Prothman website, which receives thousands of hits per month. Candidate Screening The screening process has 3 key steps: 1) Application Review: We will screen the candidates for qualifications, work history, training, and fit based on the resumes, applications, and supplemental questions (to determine a candidate's writing skills, analytical abilities and communication style). 2) Personal Interviews: We will conduct videoconference or in- person interviews with the top 8 to 15 candidates who meet or exceed the preferred candidate qualifications and we will also conduct an internet publication search on these candidates. 3) Work Session via phone conference: We will prepare a detailed report on each candidate which will include all application materials and the results of the personal interviews and publication search. We will advise you of the candidates meeting the qualifications, our knowledge of them, and their strengths and weaknesses relative to fit within your organization. We will give you our recommendations and then work with you to identify the top 4 to 6 candidates to invite to the final interviews. For performance of all the professional services described above, the City shall pay Prothman a fee of $11,500.00. In addition to the professional fee, the City shall reimburse Prothman for expenses incurred in accordance with the section titled Expenses below. Optional Additional Services: After Prothman completes performance of the services described above, the City may, but is not obligated to, direct Prothman to perform any or all of the following additional services; and Prothman agrees to perform the services as directed by the City: Final Interview Process The Final Interview process includes the design of the process, as well as completing key steps before the actual interviews take place. The steps are: Design of the Final Interviews The design of the final interviews is an integral component towards making sure that you have the opportunity to learn as much as possible about each candidate. Elements of the design process include: Deciding on the Structure of the Interviews We will tailor the interview process to fit your needs. It may involve a presentation by the candidates, a public reception, using various interview panels, or just one -on -one interviews. Deciding on Candidate Travel Expenses 2 Identifying Interview Panel Participants Identifying Panel Facilitators Candidate Background Checks Prior to the final interviews, we will conduct a background check on each of the finalist candidates. If a "red flag" is found, we will work diligently to either verify that the issue is serious enough to eliminate the candidate from further consideration or be able to fully explain the issue to your satisfaction Background checks include the following: References We will ask each candidate to provide names of their supervisors, subordinates and peers for the last several years. From this list we will conduct references through conversations with the individuals who have direct knowledge of the candidate's work and management style. Education Verification We will verify that the candidate did in fact graduate with the degrees listed on their resume. Criminal History, Driving Record Check and Sex Offender Check We contract through Sterling Infosystems to provide these reports. Candidate Travel Coordination For those candidates who will be traveling to the final interviews, we will coordinate the travel arrangements. Final Interview Binders Prothman will provide Final Interview Binders which are the tool that keeps the final interview process organized and ensures that all interviewers are "on the same page" when it comes to evaluating each candidate. Interviews with Candidates The interview process usually begins with a morning briefing where schedule and process will be discussed with all those involved in the interviews. Each candidate will then go through a series of one hour interview sessions, with an hour break for lunch. Presentations by the candidates (if requested) will be scheduled. Panelists Decision Makers Debrief After the interviews are complete, we will facilitate a debrief with all panel participants where the panel facilitators will report the panels' views of the strengths and weaknesses of each candidate interviewed. The decision makers will also have an opportunity to ask panelists questions. Candidate Evaluation Session After the debrief, we will facilitate the discussion and evaluation process. We will help the decision makers come to consensus, discuss next steps, and organize any additional candidate referencing or research if needed. Facilitate Employment Agreement Once the top candidate has been selected, we will offer any assistance needed in developing a letter of offer and negotiating terms of the employment agreement. Repeat the Recruitment (if needed) Should a top candidate not be chosen, we will repeat the recruitment with no additional professional fee. 3 The total professional fee for performance of all additional services shall not exceed $3,500.00 for services beyond the initial scope of services outlined in this agreement. In addition to the professional fee, the City shall reimburse Prothman for expenses incurred in performing additional services. EXPENSES GUARANTEE Expenses Expenses vary depending on the design of the recruitment All expenses incurred for conducting the recruitment are the responsibility of the client. Expense items include but are not limited to: Newspaper, trade journal, websites and other advertising Direct mail announcements Delivery expenses Final Interview Binders printing of materials Consultant travel and related expenses, travel time billed at $65 per hour Background checks performed by Sterling lnfosystems Any client- required licenses, fees or taxes Candidate travel We will coordinate and forward the candidates' travel receipts so that the City of Port Angeles can directly reimbursement the candidates. A 3% charge will be added to all expenses which reflects City of Issaquah and State B &O tax obligations. Professional fees are billed in three equal installments throughout the recruitment Expenses are billed monthly. GUARANTEE This provision is applicable only if Prothman performs all services, including the optional services, described above. Our record of success in placing highly qualified candidates provides that with a full recruitment, Prothman will guarantee that if the selected finalist is terminated or resigns within one year from the employment date, we will conduct a replacement search with no additional professional fee. CANCELLATION You have the right to cancel the search at any time. Your only obligation would be the fees and expenses incurred prior to cancellation. INDEPENDENT CONTRACTOR In performing services under this agreement, Prothman is an independent contractor and not an employee of the City. INSURANCE Prothman shall maintain auto and general liability insurance in amounts satisfactory to the City. Accepted by: CITY OF PORT ANGELES P THM 3)13 6 3 4 /1/r/ Date Gr6 Prothman Date President Dan McKeen City Manager 4