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HomeMy WebLinkAbout5.461 Original Contract 5.-<lt.ol 'II May 24. 1999 ~i fl=? f'0, ~ ll";l'\ 7 '1~:o) J ~......: ~ . \!. j' I C.__ " ,J, t:-:;[j \'J ~~D WALDRON & COMPANY H/\Y 2 (; 1~99 PORT ANG;:LES CITY ATTOi-1i\~Y Mr. Craig D. Knutson City Attorney 321 East Fifth Street Port Angeles, W A 98362-0217 101 STEWART, SUITE 1200 SEATTLE, WA 98101 (206) 441-4144 (206) 441-5213 FAx Dear 1--1r. K1mts0n: This letter will serve as notice of our guarantee extension for Mike Quinn. If Mike should leave the position of City Manager, we will apply our original guarantee under the City Manager Search Contract date February 11, 1998. Please give my regards to the entire City Council. Thank you, .~ I~ Thomas D. Waldron A MEMBER Manchester Partners" 5. <lliJl ~ ~4I __ -r---"" CITY OF PORT ANGELES CITY MANAGER l21 Ea~t Filth StIce!, PO Box 1150 Port ^ngelc~, Washlllgton 9X162-1150 Phone (l60) 417-4500 F,lX 0(0) 417 -450l) TTY Phone O(lO) 4 17 -4645 Inlel net auures\ CltYIll@oIYIllPUS net March 4, 1998 Tom Waldron, President Waldron & Company 101 Stewart, Suite 1200 Seattle, W A 98101 Re. Agreement for City Manager Search Dear Mr. Waldron: Enclosed for your file is a fully executed agreement between the City of Port Angeles and Waldron & Company relative to the search for a new Port Angeles City Manager. If I can be of any assistance to you, please feel free to contact me at 360-417-4634. Sincerely yours, .~^- Becky 1. Upt n, CMC City Clerk/Management Assistant Enclosure t... ....i' WALDRON & COMPANY 101 STEWART, SUITE 1200 SEATTLE, WA 98101 (206) 441-4144 (206) 441-5213 FAX t" February 11, 1998 Mayor Gary Braun and Council Members City of Port Angeles 321 East 5th PO Box 1150 Port Angeles, W A 98362 Fax: 360-417-4609 Dear Mayor Braun: Thank you for your confidence in Waldron & Company. We are pleased that you have chosen us to conduct the search for your new City Manager and we look forward to working with you. This letter will serve as an agreement of services to be performed by Waldron & Company for the City of Port Angeles. OUTLINE FORRECRUITMENT& PROJECTPLAN Waldron & Company will act as the City of Port Angeles' agent in the sourcing, recruiting, pre-screening and thorough evaluation of the background and skills of final candidates for the position of City Manager. We will do so by: - . Conducting private interviews with the City Council and others as directed to determine desired skills, experiences and attributes. . Reviewing the current position description and other archival information related to the City Manager position and community issues. . Conducting a salary survey then presenting the results, along with a recommended salary range, to the City Council. . Preparing a comprehensive Position Specification, which includes: . A general description of the City, its services, history, location, organizational structure, mission and community issues. . All qualification requirements including education, employment history, managerial and technical experience as well as personal qualities and characteristics. . The basic functions, authority and responsibilities of the City Manager. . Immediate and long-term priorities and issues facing the City. Page 1 A MEMBER Manchester Partners" I N T ERN A T ION A L ., ." PROJECT PLAN In collaboration with the City Council, Waldron & Company will design and conduct a targeted recruitment to identify and attract diverse, highly qualified candidates for the position. Planning will proceed as follows: . The timetable and schedule of delivery dates of all aspects of the search will be reviewed and finalized with the City Council. . A contact/assistance person within the City will be identified as will members of Waldron & Company's staff directly involved in the search. . Regular search progress updates will be prepared and delivered to the City Council as the process continues. . A recruitment letter describing the positIOn and supplemental questionnaire will be written and a mailing list will be fully developed. . Initial discussions with the City Council will be held to design the final interview process. RECRUITMENT PHASE The recruitment phase of the assignment begins at this point. After discussions with Waldron & Company, the City Council will decide whether a regional or national search will be conducted. After we have received direction as to the geographical scope of the search, the following strategies will be implemented: . Waldron & Company associates begin direct recruiting calls to prospects. Waldron & Company will place the advertising in newspapers, professional journals, association newsletters and job-lines. A direct mail campaign will be launched utilizing our extensive in- house database, existing contacts and mailing lists targeting professional organizations and associations. . . . Contact will be made with those individuals identified as qualified and potentially interested during our interviews with the City Council and key staff. VI Page 2 SCREENING / INTERVIEWING PHASE The screening phase of the process begins with an expression of interest by a potential candidate. Once a candidate has contacted us as a result of our direct mail, personal contacts or advertising campaign, or has been sourced through direct recruiting, his/her resume is screened for essential qualifications, and a questionnaire is mailed for completion. We have found the supplemental questionnaire to be a good sample of a candidate's writing ability, an early indicator of the sincerity of his/her interest, and an opportunity to view a candidate's specific skills as they relate to the unique demands of the position. It is our practice to schedule a work session with the client at the end of the recruitment phase. At this time we will bring a preliminary pool of 15 - 25 superior candidates to the City Council for review. Using the resumes and questionnaires, semi-finalists for the position are identified. This work session typically takes two hours and serves several purposes: . The City Council can assess the quality of the candidates' responses. . The City Council develops an initial familiarity with the semi- finalists. . It provides the City Council with a quality control checkpoint to measure the results of the recruitment. . It provides the City Council with the control to manage expenses involved in the traveVinterview phase of the search. After the preliminary screening and the work session, Waldron & Company will conduct in- person interviews and preliminary referencing of the finalist group. We then recommend between four and six finalists who will compete in the predetermined interview process. In- depth references are completed on selected final candidates and include: . Professional references such as past or present supervisors, peers and staff members identified by the candidates. Confirmation of dates and places of employment. . . Confirmation of education. t" Page 3 " ~ . Prior to the final interviews, we will deliver a written report to the City Council which includes finalists' resumes, questionnaire responses, and reference reports. In addition, we will provide the following: . A selected list of interview questions which supplements the questions the City Council may have already prepared. . A quantitative/qualitative scoring system that helps evaluate the merits of each candidate. . Coordination and scheduling of any testing you may require. It is not our policy to administer any psychological or personality testing; however, we have a list of consultants whom we can recommend. . Assistance in making the needed arrangements for final interviews to assist the City Council. . A Waldron & Company principal will be present and available during the actual candidate interviews. Waldron & Company recommends that all finalists be interviewed over a one or two-day period. This enables a timely comparison of all candidates and minimizes the interruption of regular workdays. Should you wish, the staff and other interviewers can be scheduled to meet with each individual candidate throughout the interview day to provide additional input to the decision makers. While it is not the policy of Waldron & Company to negotiate the final offer with the selected candidate, we can help to establish a framework for negotiations by identifying the desirable requirements and features of an employment relationship. We will serve as a facilitator to keep negotiations active throughout this period, provide assistance m formulating terms of employment and act as an intermediary to the extent you desire. 'II Page 4 . I .. , . . FEES & EXPENS ES PROFESSIONAL SERVICES FEE: The fee for professional services is 25% of the mid-point of the proposed salary range for the position and will not 'exceed $20,000. ESTIMATE OF HOURS: A project of this scope typically requires 250 ($80/hour) to 280 staff hours ($71.43/hour) with approximately 50-60% Principal hours and 40-50% Associate hours. EXPENSES: Costs incurred for conducting the search are at the expense of the City. Waldron & Company will pre-approve all expenditures with you and maintain accurate records at all times. Expenses include, but are not limited to: . Newspaper, trade journal and related advertising to announce the position. . Direct mail announcement and regret letters. . Travel and related costs for the consultants assigned to the project. . Photocopying of documents and materials. . Facsimile and delivery expenses. . Travel and related expenses for candidates during the interview process. BILLING: Professional fees and expenses are billed monthly throughout the course of the search. GUARANTEE: Waldron & Company guarantees the selection for a period of two years. If the selected City Manager leaves the position or is terminated for any cause, we will conduct a replacement search without a fee. The only cost to the City would be direct expenses in that additional process. You have the right to cancel this agreement at any time. Your only obligation to Waldron & Company would be the fees and expenses incurred prior to cancellation. Once again, thank you for your confidence in Waldron & Company to complete this engagement. ACCEPTED BY: WALDRON & COMPANY CITY OF PORT ANGELES ~~ Tom Waldron President Waldron & Company J~/---7r Date ~~r;~~~" q-- Mayor City of Port Angeles t" D~"l>~.qA Date ~D~.Q,~~^-i!a~~ roJl Page 5