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HomeMy WebLinkAboutProthman - Recruitment of City Manager Agreement ---PROTHIVIAN February 4, 2016 Mr. Jeff Cutter Interim City Manager City of Yakima 129 North 2nd Street Yakima, WA 98901 Dear Mr. Cutter: We thank the City of Yakima for its confidence in Prothman to assist in the recruitment of its next City Manager. The following represents a scope of work for this search and associated professional fee and expenses. SCOPE OF SERVICES Project Review The first step will be to review the following topics: ♦ Review the scope of work and 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 We will travel to the City of Yakima and 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 the City of Yakima, as well as the preferred qualifications you desire in your next City Manager. We will: ♦ Meet with the Mayor & City Council ♦ Meet with Department Directors & Staff as directed ♦ Meet with other stakeholders as directed ♦ Review all documents related to the position Position Profile Development We will develop a profile of your ideal candidate. Once the Position Profile is written and approved, it will serve as the foundation for our determination of a candidate's "fit" within the 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 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 0 371 NE Gilman Blvd., Suite 350 Issaquah, WA 98027 o www.prothman.com Recruitment and Advertising Strategy We recognize that often the best candidates are not actively looking for a new position - -this is the person we want to reach and recruit. We have an aggressive recruitment strategy which 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 city management professionals who are not actively searching for a new position. ♦ Direct Contact Calls placed directly to city management professionals we know. ♦ Posting the Position Profile on the Prothman Website, which receives thousands of hits per month. Candidate Screening Once the application deadline has passed, we will conduct an extensive candidate review designed to gather detailed information on the leading candidates. 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). After the initial screening, we take the yes's and maybe's and complete a second screening where we take a much deeper look into the training, work history and qualifications of each candidate. 2) Personal Interviews: We will conduct in -depth videoconference or in- person interviews with the top 8 to 15 candidates. During the interviews, we ask the technical questions to gauge their competency, and just as importantly, we design our interviews to measure the candidate's fit within your organization. 3) Internet Publication Background Search: We conduct an internet publication search on all semifinalist candidates prior to their interviews. If we find anything out of the ordinary, we discuss this during the initial interview and bring this information to you. 4) Work Session: We will prepare a detailed summary report which includes each candidate's application materials and the results of the personal interviews and publication search. We will travel to the City of Yakima and 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 during this meeting. Final Interview Process 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 We will tailor the interview process to fit your needs. It may involve using various interview panels (which can include community stakeholders), a public evening reception, or one -on -one interviews with the decision makers. • Deciding on Candidate Travel Expenses We will help you identify which expenses your organization wishes to cover. • Identifying Interview Panel Participants & Panel Facilitators We will work with you to identify the participants of different interview panels to ensure that all stakeholders identified have been represented. MAN 2 • Public Reception We recommend that you have a public reception the evening before the interviews so that Council Members, community members and city staff have a chance to meet the finalist candidates in an informal setting. We will facilitate the reception. • Background Checks Prior to the final interviews, we will conduct a background check on each of the finalist candidates. Background checks include the following: • References We conduct 4 -5 reference checks on each candidate. We ask each candidate to provide names of their supervisors, subordinates and peers for the last several years. • Education Verification, Criminal History, Driving Record and Sex Offender Check We contract with Sterling for all driving record, education verification, criminal history, and sex offender checks. We will conduct a criminal history, driving record and sex offender check on each candidate in the states in which they have worked. ♦ Candidate Travel Coordination For those candidates who will be traveling to the final interviews, we work with the candidates to organize the most cost effective travel arrangements. ♦ Final Interview Binders We will provide Final Interview Binders. They 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. ♦ Final Interviews with Candidates We will travel to the City of Yakima and facilitate the interviews. 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. ♦ Panelists & Decision Makers Debrief: After the interviews are complete, we will facilitate a debrief with all panel participants where the panel facilitators will report their 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. Warranty • Repeat the Recruitment: Should a top candidate not be chosen, we will repeat the recruitment with no additional professional fee, the only cost to you are the expenses. MAN 3 Conflicts of Interest Prothman warrants that it has no known conflict of interest that prevents Prothman from accepting this engagement. Prothman recognizes that this engagement involves a matter of sensitivity and that actual and apparent conflicts of interest must be avoided. If Prothman has any reason to believe at any time that an actual or apparent conflict may or could exist, Prothman shall contact the City immediately to discuss the potential conflict. Professional Liability Insurance Prothman shall provide the City with a certificate of insurance as evidence of Professional Errors and Omissions Liability Insurance with coverage of at least One Million Dollars ($1,000,000.00) per occurrence and an annual aggregate limit of at least One Million Dollars ($1,000,000.00). The certificate shall clearly state who the provider is, the amount of coverage, the policy number, and when the policy and provisions provided are in effect. The insurance shall be with an insurance company or companies rated A -VII or higher in Best's Guide. If the policy is on a claims made basis, the retroactive date of the insurance policy shall be on or before the inception date of the Contract. The insurance coverage shall remain in effect during the term of this Contract and for a minimum of three (3) years following the termination of this Contract. Records 1) Prothman will keep accurate records and books for all work provided under this agreement with the City. The records of Prothman relating to the professional services shall, at all times, be subject to inspection by the City. Prothman shall promptly furnish the City with such information and records which are related to the services of the engagement(s) as may be requested by the City. At the City's request and at the City's cost, Prothman will permit the city to inspect, audit and copy all pertinent books and records of Prothman related to the work performed for and charged to the City, at any and all times deemed necessary by the City. 2) Until the expiration of three years after final payment of the compensation payable for the engagement, Prothman shall retain and provide the City access to (and the City shall have the right to examine, audit and copy) Prothman's documents, papers and records which are related to the services performed by Prothman and that are in Prothman's possession. Equal Employment Opportunity Employer 1) Prothman shall not discriminate against any employee or applicant for employment because of sex, race, color, age, marital status, political ideology, creed, religion, ancestry, national origin, sexual orientation, gender identity, or any other classification protected under federal, state or local law. Equal employment opportunity applies to all terms and conditions of employment, including recruitment or recruitment advertising, application for employment, hiring, rates of pay, other forms of compensation, selection for training, promotion, transfer, layoff or termination. 2) Prothman shall maintain for three years after the expiration or earlier termination of this agreement and permit access to Prothman's records of employment, employment advertisements, application forms and other pertinent data and records that may be requested by City of Yakima Legal Department for the purposes of investigation to determine compliance with the requirements of this section. 3) Prothman, by executing this agreement, is affirming compliance with all applicable federal, state, and local non - discrimination laws. 4 MAN FEE, EXPENSES & GUARANTEE Professional Fee The fee for conducting a city manager recruitment with a one -year guarantee is $21,500, plus expenses. The professional fee covers all Prothman consultant and staff time required to conduct the recruitment. This includes all correspondence and three (3) on -site meetings with the client, writing and placing the recruitment ads, development of the candidate profile, creating and sending invitation letters, reviewing resumes, coordinating and conducting semifinalist interviews, coordinating and attending finalist interviews, coordinating candidate travel, professional reference checks on the finalist candidates and all other search related tasks required to successfully complete the recruitment. 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. The City of Yakima will be responsible for reimbursing expenses Prothman incurs on your behalf. Expense items include but are not limited to: o Newspaper, trade journal, websites and other advertising (approx. $1,200 - 1,400) ♦ Direct mail announcements (approx. $1,300 - 1,600) • Final Interview Binders & printing of materials (approx. $400 - 700) ♦ Delivery expenses for Interview Binders (approx. $75 - 150) o Consultant travel: mileage at current IRS rate, travel time at $60 per hour, lodging if needed for final interviews ♦ Background checks performed by Sterling (approx. $175 per candidate) ♦ Any client- required licenses, fees or taxes ♦ Candidate travel: We cannot approximate candidate travel expenses because they vary depending on the number of candidates, how far the candidates travel, length of stay, if spouses are included, etc. If you wish, we will coordinate and forward to your organization the candidates' travel receipts for direct reimbursement to the candidates. Prothman will send three invoices to the City for payment of the professional fee. Each statement will include one -third of the fee of $21,500, in the amount of $7,166.66 on the first invoice and $7,166.67 on the second and third invoices. The first invoice will be sent to the City within thirty days of the date this agreement is signed by the City, the second invoice will be sent to the City within thirty days of the closing date for the position, and the final invoice will be sent to the City within sixty days of the final interviews. Expenses are billed monthly. A 3% charge will be added to all expenses which reflects Prothman's City of Issaquah and State B &O tax obligations on every dollar we invoice for. GUARANTEE Our record of success in placing highly qualified candidates provides that 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, your only cost would be the expenses; on the conditions that Prothman has conducted a full recruitment process and the position has been recruited at market rate salary. 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. MAN 5 Accepted by: CITY OF YAKIMA PpOTHMAN f/ ,{ ,(. 1 0. 1 / 31S /RV / / L1 A 02/04/16 Je ' Date GrProthman Date In erim City Manager President OIL -0c 0 CITY CONTRACT NO: + ,ry - . - RESOLUTION NO:, Ai / ' I --AZOTHIVIAN 6