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HomeMy WebLinkAbout2019-12-06 - Prothman - General Agreements / General Service AgreementsDecember 6, 2019 Ms. Teresa Allen Human Resources Generalist City of East Wenatchee 271 9th St. N.E. East Wenatchee, WA 98802 Dear Ms. Allen: We thank the City of East Wenatchee for its confidence in Prothman to assist in providing services for the recruitment of its new Police Chief. The following represents a scope of work for these services and the associated professional fee and expenses. Scope of Work 1. Develop a Tailored Recruitment Strategy Project Review The first step will be to: ♦ Review the scope of work and project schedule ♦ Review compensation and decide if a salary survey is needed Information Gathering and Research We will travel to East Wenatchee 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 your organization, as well as the preferred qualifications you desire in your next Police Chief. We will: ♦ Meet with the Mayor and City Council ♦ Meet with Police Department Staff ♦ Meet with Union Representatives, as directed ♦ Meet with community and 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 • Ideal personality traits ♦ Organization -specific information • Description of the organization, position and key responsibilities • Priorities and challenges facing the organization ♦ Community -specific information ♦ Compensation package details ♦ Information on how to apply 206.368.0050 ♦ 371 NE Gilman Blvd., Suite 310 Issaquah, WA 98027 ♦ www.prothman.com 2. Identify, Target, and Recruit Viable Candidates Outreach 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. ♦ Targeted Direct Mail Brochures sent directly to hundreds of highly qualified police chiefs who are not actively searching for a new position. ♦ Focused Candidate Outreach via emails from our database of police professionals. ♦ Networking and Personal Calls placed directly to potential candidates. Our consultants are active members in local government organizations and work together to create an extensive regional network of potential candidates. ♦ Posting the Position Profile on Prothman's Facebook and Linkedln pages, and on the Prothman website, which receives over five thousand visits per month from potential candidates. 3. Conduct Preliminary Screening 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 3 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 question responses (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) 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. 3) Personal Interviews: We will conduct in-depth videoconference or in -person interviews with the top 8 to 12 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. Candidate Presentation We will prepare and send to you a detailed summary report for the semifinalist candidates and binders which include each candidate's application materials, including resume, cover letter, and supplemental question responses, and the results of the personal interviews and publication search. We will travel to East Wenatchee and discuss with you everything we have learned throughout our screening process. We will review with you the candidates' qualifications and experience, the results of the semifinal interviews and the candidates' strengths and weaknesses relative to fit within your organization. We will give you our recommendations and then work with you to identify the top 3 to 5 candidates to invite to the final interviews. We will discuss the planning and design of the final interview process during this meeting after the finalist candidates have been agreed upon. Page 2of5 4. Prepare Process and Materials for Final Interviews 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 or an evening reception. • 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. ♦ 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 6-8 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 background checks. ♦ Candidate Travel Coordination After you have identified the expenses you wish to cover, we work with the candidates to organize the most cost-effective travel arrangements. ♦ Final Interview Binders The Final Interview Binders include suggested interview questions, as well as the candidates' applications, supplemental question responses, and resumes, and are the tool that keeps the final interview process organized. Each panel member will be provided a binder. ♦ Final Interviews with Candidates We will travel to East Wenatchee 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. Page 3 of 5 FEE, EXPENSES & GUARANTEE Professional Fee The fee for conducting a Police Chief recruitment with a one-year guarantee is $17,600. The professional fee covers all Prothman staff time required to conduct the recruitment. This includes all correspondence and (3) on -site meetings with the client, writing and placing the recruitment ads, development of the candidate profile, creating and processing invitation letters, reviewing resumes, coordinating and conducting semifinalist interviews, coordinating and attending finalist interviews, coordinating candidate travel, conducting background checks and professional references on the finalist candidates and all other search related tasks required to successfully complete the recruitment. Professional fees are billed in three equal installments throughout the recruitment, one at the beginning, at the halfway point, and upon completion. Expenses Expenses vary depending on the design and geographical scope of the recruitment. We work diligently to keep expenses at a minimum and keep records of all expenditures. The City of East Wenatchee will be responsible for reimbursing expenses Prothman incurs on your behalf. Expenses are estimated to not exceed $5,500 and include: • Newspaper, trade journal, websites and other advertising (approx. $1,300 - 1,600) • Direct mail announcements (approx. $1,600 - 1,800) • Interview Binders & printing of materials (approx. $500 - 600) • Delivery expenses for Interview Binders (approx. $150 - 300) • Consultant travel: mileage at IRS rate, travel time at $50 per hour, lodging if needed (approx. $500 - 850 per trip) • Background checks performed by Sterling (approx. $150 per candidate) Expenses are billed monthly. Other Expenses 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. Warranty Repeat the Recruitment: If you follow our process and a top candidate is not chosen, we will repeat the recruitment with no additional professional fee, the only cost to you would be for the expenses. Guarantee Our record of success in placing highly qualified candidates provides that Prothman will guarantee with a full recruitment that if the selected finalist is terminated for cause or resigns within one year from the employment date, we will conduct a replacement search with no additional professional fee, the only cost to you would be the expenses. 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. Page 4 of 5 Accepted by: CITY q6EAST WE TCHE Name:A Title: PROTHMAN Dec. 6 2019 Sonj Prothman Date Vice President Page 5of5 City of East Wenatchee ROTHMAN Police Chief Recruitment DRAFT Schedule Date Topic Gather information for position profile, travel to Weeks of January 6 & 13, 2020 East Wenatchee and hold stakeholder interviews, send profile for review January 20, 2020 Post profile and start advertising March 1, 2020 Application Close Date Weeks of March 2 & 9, 2020 Prothman screens applications & interviews top 8 - 12 candidates Travel to East Wenatchee for work session to Week of March 16 — 20, 2020 review semifinalists and pick finalists, and design final interviews Week of April 6 -- 10, 2020 Final Interview Process, usually includes an evening reception and next day interviews