HomeMy WebLinkAbout000311 Original ContractMAN
April 18, 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 assist the City of Port Angeles in the recruitment
for its next City Manager. The following represents a scope of work for this search and
associated professional fees and expenses.
SCOPE OF SERVICES
City of Port Angeles
Record #000311
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
o Identify key stakeholders
Information Gathering and Research
We will spend as much time as it takes to learn everything we can about your organization.
Our goal is to thoroughly understand the values and culture of Port Angeles, as well as the
preferred qualifications you desire in your next City Manager. To accomplish this we will:
Meet with the City Council
o Meet with City Department Directors
Meet with Key Stakeholders and others as identified by the City
Review all documents related to the City Manager position
Position Profile Development
Once the Position Profile is written and approved by the City, it will serve as the foundation
for our determination of a candidate's "fit" within your organization and community. 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 position and key responsibilities
Description of the organization and services summary
Number of employees and budget size
Priorities and current challenges facing the City
206.368 0050 0 371 NE Gilman Blvd., Suite 350 Issaquah, WA 98027 o www.prothman.com
Community- specific information
Overview of the region
Description of the environment and quality of life details
Compensation package details
Information on how 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
Managers /Administrators who are not actively searching.
Direct Contact Calls placed directly to Managers /Administrators that we
personally know.
Posting the Position Profile on the Prothman Website, which receives
thousands of hits per month.
Candidate Screening
The screening process has 4 key steps:
1) Application Review: Using the Position Profile as our guide, we will screen the
candidates for qualifications 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 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 -5 reference 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:
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
Discussion of Details for the Public Reception (if desired by the City)
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ROTHMAN
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.
Panelist Decision Makers Debrief: After the interviews are complete, we will
facilitate a debrief with all panel participants where each panel facilitator will
report the panel's view 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 evaluation
process, 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 as many times as necessary to find you the
"perfect" candidate. The only cost to you would be the expenses related to the
additional search.
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FEE, EXPENSES GUARANTEE
Professional Fee
The professional fee for recruitment services is $17,500.
Expenses
Expenses vary depending on the design of the recruitment. We work diligently to keep
expenses at a minimum and keep records of all expenditures. 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 (approx. $1,000 1,600)
Direct mail announcements (approx. $1,400 2,200)
Delivery expenses (approx. $100 250)
Final Interview Binders printing of materials (approx. $300 700)
Consultant travel and related expenses (approx. $400 900)
Background checks performed by Sterling (approx. $75 per candidate)
Any client- required licenses, fees or taxes
Candidate travel expenses to the final interviews cannot be approximated because they vary
depending on the number of candidates, how far the candidates travel, 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.
Candidate site visits are charged at $425 per visit, plus expenses.
Professional fees are billed in three equal installments during the course of the search. A 3%
charge will be added to all expenses which reflect City of Issaquah and Washington State B &O
tax obligations. Expenses are billed monthly.
GUARANTEE
If the selected finalist 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
PROTHMAN
-,-q l-eri/ 1 4/18/2012
Kent M r Date Gre9Prothman Date
City Ma er President
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