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HomeMy WebLinkAbout000305 Original Contract1 ROTH MAN April 2, 2012 Mr. Kent Myers City Manager City of Port Angeles PO Box 1150 Port Angeles, WA 98362 Dear Mr. Myers, Thank you for your confidence in Prothman to conduct the recruitment for the next Finance Director for the City of Port Angeles. The following represents the scope of work for this search and associated professional fees and expenses. Project Review Research The first step will be to review the following topics: Review the scope of work and modify as needed Review the project schedule Identify the geographic scope of the search (local, regional, national) Review the compensation package and decide if a salary survey is needed Gather and review all relevant documents related to the Finance Director position and the City of Port Angeles Interview key stakeholders Position Profile Development A description of the ideal candidate qualifications Years of related experience and education required Ideal personality traits and work habits City of Port Angeles information, including: Location and quality of life opportunities A summary of City services Number of City employees and budget size A basic description of the position and key responsibilities A description of priorities and challenges facing the City and the Finance Director position A description of the compensation package Information on how and when to apply 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 finance directors who are not actively searching. Posting the Position Profile on the Prothman website, which receives thousands of hits per month. City of Port Angeles Record #000305 206 368.0050 371 NE Gilman Blvd Suite 350 Issaquah, WA 98027 www prothman.com City of Port Angeles Finance Director Search Contract Candidate Screening The screening process has 4 key steps: 1) Application Review: Using the Position Profile as our guide, we will screen the candidates based on the resumes, applications, and supplemental questions (to determine a candidate's writing skills, analytical abilities and communication style) they have provided 2) Personal Interviews: We will conduct videoconference or in- person interviews with the top 10 to 15 candidates and we will also conduct a publication search on these candidates. 3) Work Session: 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. We will discuss the planning and design of the final interview process. 4) Structured References and Background Checks: Once the finalists have been identified, we will conduct 3 -4 references checks per candidate and we contract with Sterling to provide education verification, criminal history, sex offender and driving record checks. 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. Each of these steps is described below: 1 12c rI-IMAN Design of the Final Interviews The design of the final interviews is an integral component towards making sure that all stakeholders 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 Deciding on Candidate Travel Expenses Identifying Interview Panel Participants (if desired by the City) Identifying Panel Facilitators 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 Education Verification Criminal History, Driving Record Check and Sex Offender Check Candidate Travel Coordination For those candidates who will be traveling to the final interviews, we will coordinate the travel arrangements. Final Interview Binders Final Interview Binders 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 go through a series of 1 hour interview sessions, with an hour break for lunch. Page 2 City of Port Angeles Panelist Decision Maker Debrief: After the interviews are complete, we will facilitate a debrief with all panel participants where the panel facilitators will report the panel's view of the strengths and weaknesses of each candidate interviewed. The decision maker will also have an opportunity to ask panelists questions. Candidate Evaluation Session: After the debrief, we will facilitate the evaluation process, help the decision maker 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. Professional Fee Fee for professional services is $15,000, plus expenses. Expenses All expenses incurred for conducting the recruitment are the responsibility of the City. Expense items include but are not limited to: Newspaper, trade journal websites and other advertising Direct mail announcements and regret letters Delivery expenses Printing of documents and materials Any client- required licenses, fees or taxes Background checks performed by Sterling, estimated at $75 per candidate Consultant travel time and consultant travel and related expenses Candidate travel expenses vary depending on how far the candidate is traveling, length of stay, if spouses are included, etc. We will coordinate and forward to the City the candidate's travel receipts for direct reimbursement to the candidate. Professional fees are billed in three equal installments during the course of the search. A 3% charge will be added to all pass through expenses which reflects City of Issaquah and State B &O tax obligations. Expenses are billed monthly. Guarantee If the selected finalist candidate is terminated for cause or resigns within two years 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. Accepted by: CITY OF PORT ANGELES Kent -rs date City /nager PR MAN r Greg rothman Press ent Finance Director Search Contract 4/02/12 date Page 3