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Executive Recruitment Services ProthmanCONTRACT FOR PROFESSIONAL SERVICES I&n Executive Recruitment Services THIS CONTRACT, made and entered into K 2{}19 by and between the following the CITY OF SHERIDAN, a Municipal Corporation, Sheridan, Wyoming 82801, hereinafter designated the "City" and The Greg Prothman Company, a Washington Corporation. hereinafter designated as "Prothman" WITNESSETH: WHEREAS, the City has need for an Executive Recruitment Service and; WHEREAS, Prothman represents that it is qualified to perform such services and is willing to furnish such services to the City; NOW THEREFORE, in consideration of the terms, conditions, covenants and performance contained herein, or attached and incorporated herein, the Parties hereto agree as follows: 1. PROTHMAN DUTIES AND RESPONSIBILITIES: Prothman's duties and responsibilities include the following: A. To furnish all labor, materials, equipment, supplies, and incidentals necessary to conduct and complete Prothman's Scope of Work; Section 3 - Scope of Work, attached as Attachment A and incorporated herein, and to prepare and deliver to the City all material as designated within the proposal attached as Attachment B and incorporated herein. B. Ascertain such information as may have a bearing on the work from local units of government and shall be authorized to procure information from other authorities besides the City, but shall keep the City advised as to the extent of these contacts and the results thereof. C. Prepare and present such information as may be pertinent and necessary, in order for the City to pass critical judgment on the features of the work. Prothman shall make changes, amendments or revisions in the detail of the work as may be required by the City. When alternatives are being considered, the City shall have the right of selection. D. Submit estimated progress schedules as to time and costs until complete. The reports will include any problems, potential problems, and delays as foreseen by Prothman. Reports will be submitted in a timely manner to permit prompt resolution of problems. E. Name a project Manager for Prothman to act as the liaison with the City For this project the Project Manager designated is John Hodgson. 2. CITY RESPONSIBILITIES AND DUTIES: The City's responsibilities and duties are set forth as follows: A. To furnish all labor, materials, equipment, supplies and incidentals necessary to conduct and Page 1 complete the City's portion of the project as designated in the scope of work. B. Name a Project Manager who shall be the liaison between Prothman and the City. For this project the Project Manager designated is Heather Doke, City of Sheridan Human Resource Director. 3. SCOPE OF WORK: The professional services to be provided by Prothman under this Agreement shall consist of the following components: (1) See Attachment A, which is incorporated herein as if fully set forth 4. PAYMENT. The work of Prothman, as outlined in the scope of work, shall be accomplished for the fees as detailed below: A. Fees and Expense and Guarantee are attached as Attachment C and incorporated herein as if fully set forth. B. INSPECTION AND AUDIT: All books, papers, records, payrolls, vouchers, and invoices relating to costs and expenditures incurred in the performance of the services by Prothman hereunder shall be made available to the City, or their authorized representatives, for audit and review at Prothmen's respective offices at all reasonable times during the contract period and for three (3) years from the date of final payment. The above figures are based on expected salary costs during the corning year. If delay in portions of the work occurs, higher costs may result. These cost increases, if any, shaiI become effective only on the mutual agreement of the City and Prothman and shall be made a part of this agreement by means of an amendment. City shall not be responsible for increased costs should the delay be no fault of the City. Prothman shall submit statements to the City in monthly intervals for interim payment of that portion of the work completed. Such estimates shall include costs incurred to date. In the event this Contract is terminated prior to completion, copies of Prothmen's data, recommendations, plans, specifications, analysis and other related documents prepared by Prothman prior to said termination, shall be delivered to and become part of the property of the City. 5. EMPLOYMENT: Prothman warrants that it has not employed or retained any company or persons, other than a bona fide employee, working solely for Prothman, to solicit or secure this Contract, and that he has not paid or agreed to pay any company or person, other than bona fide employees working solely for Prothman, any commission, percentage, brokerage fee, gifts or any other considerations contingent upon or resulting from the award or making of this Contract. For breach or violation of this warranty, the City shall have the right to annul this Contract without liability, or at its discretion to deduct from Prothman fee, or otherwise recover the full amount of such commission, percentage, brokerage fee, gift or contingent fee. Any and all employees of Prothman or other persons while engaged in the performance of any work or services required by Prothman shall be considered employees of Prothman only and not of the City, and any and all claims that may arise under the Workman's Compensation Act on behalf of said employees or other persons while so engaged and any and all claims made by a third party as a consequence of any act or omission on the part of Prothman's employees or other persons while so engaged on any of the work or services provided to be rendered herein, shall be the sole obligation and responsibility of Prothman. Prothman shall be subject to and comply with Title VI of the Civil Rights Act of 1964; Section 140, Title 23, United States Code, and all regulations promulgated thereunder. Page 2 Prothman shall comply with all provisions of Equal Employment Opportunity (EEO) and Disadvantaged Business Act (DBA - Minority and Women's Business Enterprises), and the City's implementation plan of this act. 6. DECLARATION OF NO FINANCIAL INTEREST: Prothman hereby declares that Prothman's partners, principal shareholders, officers and professional engineers assigned to or otherwise working on the projects or in any way associated with Prothman does not own any equitable or legal rights to property within the project, whether public or private, or have any interest either directly or indirectly in the project except for the remuneration provided herein: 7, SUCCESSORS AND ASSIGNS: This agreement and all of the covenants hereof shall insure to the benefit of and be binding upon the City and t Prothman respectively and his partners, successors, assigns and legal representatives. Neither the City nor Prothman shall have the right to assign, transfer or sublet his interest or obligations hereunder without written consent of the other party. 8. CHANGES IN WORK: Prothman shall make such revisions in the reports, plans, and specifications which have been completed, approved and accepted by the City as are necessary to correct Prothman's errors or omissions when required to do so by the City, without additional compensation therefor. Any change in the scope of work as stated in this Contract for whatever reason, will be negotiated between the City and Prothman and an amendment to the Contract will be issued with the appropriate change of work and Contract fee noted. 9. LEGAL RELATIONS: Prothman shall comply with all Federal, State and local laws and ordinances applicable to the work to be done. 10. INSURANCE: Prothman shall secure and furnish to the City, Certificate of Liability Insurance, therein, naming the City as an additional named insured, to include thirty (30) days notice of cancellation or non -renewal. In case of joint ventures, all entities must be named. The limit of liability for Bodily Injury and Property Damage to be One Million Dollars ($1,000,000) single limits to include underground excavation, with any insurance company authorized to do business in the State of Wyoming. Prothman shall also furnish the City proof of Error and Omission Insurance Coverage. 11, TERMINATION OF AGREEMENT: The right is reserved by the City to terminate this Contract at any Urne upon not less than thirty (30) days written notice to Prothman. In the event this Contract is terminated by the City, Prothman shall be paid for the amount of work performed or services rendered to date of termination per the Contract fee. In the event this Contract is terminated prior to completion, all information relating to the project and prepared under the terms of this Contract, including schedules, reports, data, recommendations, exhibits, analyses, plans, and specifications, shall be deemed the property of the City. Reproducibles of all notes, reports, plans, and specifications shall be made available at the City's request. 12. OWNERSHIP OF DOCUMENTS: The original tracings of all plans shall remain the property of the Prothman. All information relating to the project and prepared under the terms of this Contract, including schedules, reports, data, recommendations, exhibits, analysis, plans, and specifications, shall be deemed the property of the City. Reproducibles of all notes, reports, plans, and specifications shall be made available at the City's request. 13. PUBLIC INFORMATION: Prothman shall not issue any statements, releases or information for public dissemination without prior approval of the City. 14. PROPRIETARY RIGHTS: If patentable discoveries or inventions should result from work required Page 3 herein, all rights accruing from such discoveries or inventions shall be the property of the City. 15. RECORDS: Prothman shall maintain accounting records and other evidence pertaining to the cost incurred and to make the records available at all times during the Contract term and for three (3) years from the date of final payment. Such accounting records and other evidence pertaining to the cost incurred will be made available for inspections authorized by the City and copies thereof shall be furnished if requested. 16. ATTORNEY FEES AND COSTS: That in the event it becomes necessary for either Party to this Contract to retain an attorney to enforce any of the terms or conditions of this Contract, then the prevailing Party giving notice shall be entitled to reasonable attorney's fees and costs. 17. LITIGATION LOCATION: In the event litigation is pursued under this contract it will be in the 41h Judicial District of the State of Wyoming. 16. ADMINISTRATION MEDIATION: Any disputes concerning Prothman's performance of the work between the and the City shall be referred for determination to the Mayor of the City before commencing any legal action to resolve the same. 19. MODIFICATION AND AMENDMENTS: That any amendment or modifications of this Contract or any provisions herein shall be made in writing and executed in the same manner as this original document and shall after execution become a part of this contract 20. HOLD HARMLESS PROVISION: Prothman shall only be liable for professional services stated specifically under the scope of this Agreement. Prothman shall be indemnified and held harmless for any claims, damages, or liabilities arising from any Tact, neglect, default or mismanagement by the City, its Contractors, and their agents or employees. Prothman hereby agrees to indemnify and hold the City harmless from all claims and liability to the extent caused by the negligent activities of Prothman, their agents, employees, or both, in performing the work required. PROTHMAN NAME:2122144-y" BY. Sonja Prothman TITLE: Vice President DATE: 12/20/2019 CITY OF SHERIDAN,;.WYOr ING BY: Mayer ageriller DATE: %dam 121 Page 4 Attachment A SCOPE OF WORK I. 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 (Soliciting Input) We will travel to the City of Sheridan 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 City Administrator. We will: + Meet with the Mayor & City Council + Meet with Department Directors and Staff as directed + Meet with other stakeholders as directed + Review all documents related to the position Position Profile Development (identifying the Ideal Candidate) 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 2. Identify, Target, and Recruit Viable Candidates Outreach and Advertising Strategy (Locating Qualified Candidates) We recognize that often the best candidates are not actively looking for a new position --#his is the person we went to reach and recruit We have an aggressive recruitment strategy which involves the following: + Print and Internet -based Ads placed locally and nationally in professional publications, journals and on related websites. + Targeted Direct Mail Brochures sent directly to hundreds of highly qualified city/county managers who are not actively searching for a new position. + Focused Candidate Outreach and Networking via over 7,500 ICMA emails and phone calls from our database and knowledge of potential candidates. + Posting the Position Profile on Prothman's Facebook and 1_inkedln pages, and on the Prothman webslte, which receives over five thousand visits per month from potential candidates. 3. Conduct Preliminary Screening Candidate Screening (Narrowing the Field) 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: 'I) 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 (Choosing the Finalists) We will prepare and send to you a detailed summary report of 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 the City of Sheridan and discuss with you what 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. 4. Prepare Final Interview Process Final interview Process (Selecting the Right Candidate) 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. * Evening Reception We recommend that you have an evening reception so that the Mayor, Council Members, staff and community members have a chance to meet the finalist candidates in an informal setting. We will facilitate the reception. * Background Checks 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 the City of Sheridan and facilitate the interviews. The interview process usually begins with a moming 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. ♦ 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. hqW)6nCV+ & Proposal to provide recruitment services for the City of Sheridan's next City Administrator ___... W Y O M I N G -- --. Leadership is Key to the Sustainability of Any Organizwcion Character, integrity, and the commitment of a leader inspires those in the workplace to go the extra mile and can greatly influence the team's success in achieving its objectives. Finding great leaders is what we do! Executive Recruitment Interim Staffing, Application Software. Job Board. STATEMENT OF QUALIFICATIONS ABOUT PROTHMAN Prothman specializes in providing national and regional executive recruitment services to cities, counties, districts and other governmental agencies throughout the western United States, Pounded in 2001, Prothman has become an industry leader known and respected for outstanding customer service, quality candidate pools, and our knowledge of local government. OUR ExPERTISE Recruitment Kr_owled a and Experience: The Prothman team has conducted over 550 recruitments and interim placements. We have read and screened over 15,000 resumes, and we have personally interviewed over 5,500 semifinalist candidates. We know how to read between the lines, filter the fluff, and drill down to the qualities and experiences required to be a good manager. Firsthand Kn+owiedee of, Local Government: Every Prothman team member has worked in local government. Our talented consultants have a cumulative 175 years in local government service, with expertise ranging from organization management, police and fire management, human resources, finance, public works and elected official public service. OUR PROVEN PROCESS Clients and candidates continually tell us that we have the best process and client service in the industry. The tenure of our placements is among the best in the industry because we understand that "fit' is the most important part of the process; not just fit within the organization, but fit within the community, as well. OUR GUARANTEE We are confident in our ability to recruit an experienced and qualified candidate who will be the perfect "fit" for your organization. Should the selected finalist leave the position or be terminated for cause within one year from the employment date, we will conduct a replacement search with no additional professional fee. CONTACT INFORMATION Sonia Prothman - Co-Owner - sonja@prothman,com, 206.368.0050 371 NE Gilman Blvd., Suite 390, Issaquah, WA 98077 www.prothman.com www.prothman-jobboard.com Submittal Date: November 13, 2019 COMMITMENT TO PROVIDE SERVICE Prothman looks forward to working with the City of Sheridan, again, and commits to performing all services represented in this proposal. PIZCiTHA4AN 2 STATEMENT OF QUALIFICATIONS - EXPERIENCE Current Recruitments Lincoln County, NE - Chief Administrative Officer City of Thome Bay, AK - City Administra tor City of Sun Valley, ID - City Administrator City of Moses Lake, WA - City Manager City of Coquille, OR - City Manager City of Toledo, OR -- City Manager City of Lebanon, OR - City Manager Pacific City Joint Water -Sanitary Authority, OR - Authority Manager Association of Oregon Counties, OR - Executive Director City of Vancouver, WA - Deputy HR Director Washington Association of County Officials, WA - Executive Director Tualatin Valley Irrigation District, OR - District Manager City of Lincoln, NE - Health Director City of Duvall, WA - Finance Director Wood River Fire & Rescue, ID - Fire Chief SAMPLE SCHEDULE Blue highlighted / bolded events represent meetings with the client. FR Travel to Sheridan for stakeholder Interviews. Weeks of January 6, 13 & 20, 2020 gather information for position profile, send profile for review and edits January 27, 2020 Post Profile and Start Advertising February 10, 2020 Send Direct Mail February 23, 2020 Application Closing Date Weeks of February 24 & March 2, 2020 Prothman screens applications & interviews top 8 -15 candidates Week of March 23 - 27, 2020 Travel to Sheridan for Work Session to review sernlfinallsts Travel to Sheridan for Final interview Process Week of April 13 -17, 2020 which usually Includes an evening reception and next day interviews STATEMENT OF QUALIFICATIONS - PROJECT TEAM JOHN HODGSON - Pmmu LEAD John is a senior consultant for Prothman and brings 33 years of municipal service including, most recently, 7 '/s years as City Administrator/Chief Administrative Officer for the City of Kent, the sixth largest city in the state of Washington. Prior to that, John had 26 years in parks and recreation management for the City of Vancouver, WA, the Metropolitan Park District of Tacoma, and he was Director of Parks, Recreation & Community Services for the City of Kent from 19942005. John served as president of the Kiwanis Club of Kent, president of the Washington Recreation & Parks Association (WRPA), president of the Regional Council of the National Recreation & Parks Association (NRPA) and is founder and current president of the Kent Parks Foundation_ John has a Bachelor of Science degree in Parks & Recreation Management from the University of Oregon and he completed the Cascade Management Series from the University of Washington Graduate School of Public Affairs. STEVE !WORTHINGTON - PROJECT SUPPORT Steve is a senior consultant for Prothman and brings over 25 years of successful leadership in local government and is currently serving his second 4 -year term as a Council Member for the City of University Place, WA. Prior to retirement after 6 years as the City Manager for the City of Fife, WA, Steve served as Community Development Director for six years in Fife and for nine years for the City of Cheney, WA. Steve was also an economic development specialist for the Spokane WA Economic Development Council, a member of the Association of Washington Cities Legislative Task Fong, and an Economic Development Board Tacoma/Pierce County Trustee. Steve has a Bachelor of Arts degree in Speech Communications from the University of Washington, and a Master of Public Administration degree from Eastern Washington University. ONJA PROT}tMAN - PROJECT SUPPORT As Co -Owner and Vice President, Sonja directs the day-to-day operations of the Prothman Company and has over 12 years of experience in local government recruiting, interim placements, and organizational assessments. Sonja is a former counclimember for the City of Normandy Park, Washington, and brings to Prothman the "elected official' side of government — a vital perspective for understanding our clients' needs. Sonja also brings private sector expertise having worked with the Boeing Company where she was on the start-up team as lead negotiator for schedules and deliverabW for the first 777 composite empennage. A Seattle native, Sonja earned a bachelor's degree in Communications from the University of Washington. BARRY tsASKINS - PROJECT SUPPORT Barry is responsible for candidate management. His attention to detail and understanding of timeliness to the customer and candidates is remarkable. Barry works with the lead consultant in following through with scheduling interviews, arranging candidate travel, managing candidate application packets, and assembly of candidate information to give to the client. Barry came to us from the Bill & Melinda Gates Foundation where he served as a Program Assistant for four years in the US Library Program. Barry earned his bachelor's degree from Califomis State University In Los Angeles. JAREn E;CKHARDT -PROJECT S IJPPORT Jared is responsible for profile development and candidate outreach. Jared works one-on-one with the client for the profile development and works with Sonja and the lead consultant on each client's outreach strategies. Jared graduated from the University of Washington, earning his BA in Communications. - '�"AAA EXECUTIVE SUMMARY Prothman has been in the business of finding highly qualified candidates for placement in local government organizations of various sizes with varying political ideologies for 17 years. We have placed managers in small organizations like Yachats, Oregon, population 800, to large counties like King County, Washington, population 2+ million. We understand politics, council and board dynamics and community passion, and we are experts in facilitating. We have designed our recruitment process so that all stakeholders are included, listened to and treated with respect. Our company takes pride in and stakes its reputation on finding qualified candidates who are the right "fit" for our clients. Our strategy is to cast the widest net possible to ensure a diverse, qualified applicant pool. We have an aggressive local and national advertising campaign and our extensive databases allow us to mail the job announcement directly to employees in every city and county in the US. Our recruitment process emphasizes '"fit" and we take as much time as needed to meet with your team so that we can learn and understand the experience, qualities and personality traits required for candidates to be successful within your unique organization and community. PROPOSED SCOPE OF WORK 1. Develo a Tailored Recruitment Strat9gy 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 (Soliciting Input) We will travel to the City of Sheridan and spend as much time as it takes to loam 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 City Administrator. We will: ♦ Meet with the Mayor & City Council * Meet with Department Directors and Staff as directed ♦ Meet with other stakeholders as directed Review all documents related to the position Position Profile Development (Identifying the Ideal Candidate) 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: 4 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 l(i�7•i%V 5 2. Identify, Tar et -And Recruit Viable Candidates Outreach and Advertising Strategy {Locating Qualirled Candidates) We recognize that often the best candidates are not actively looking for a new position --tris 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 locally and nationally in professional publications, journals and on related websites. + Targeted Direct Mail Brochures sent directly to hundreds of highly qualified city/county managers who are not actively searching for a new position. ♦ Focused Candidate Outreach and Networking via over 7,500 ICMA emails and phone calls from our database and knowledge of potential candidates. Posting the Position Profile on Prothman's lFacebook and Linkedln pages, and on the Prothman website, which receives over five thousand visits per month from potential candidates. 3. Conduct Preliminary Screenin Candidate Screening (Narrowing the Field) 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 maybes 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 intemet 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 (Choosing the Finalists) We will prepare and send to you a detailed summary report of the semifinalist candidates and binders which include each candidate's application materials, including resume, rover letter, and supplemental question responses, and the results of the personal interviews and publication search. We will travel to the City of Sheridan and discuss with you what 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. 4. Prepare Final Interview Process Final Interview Process (Selecting the Right Candidate) 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. 4 Elements of the design process include: Deciding on the Structure of the Intervlevrrs 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. Evening Reception We recommend that you have an evening reception so that the Mayor, Council Members, staff and community members have a chance to meet the finalist candidates in an informal setting. We will facilitate the reception. f Background Checks Background checks include the following: c 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 the City of Sheridan 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. 4 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. ♦ 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, FEE, EXPENSES & GUARANTEE Professional Fee The fee For conducting a City Administrator recruitment with a one-year guarantee Is $18,300. 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 do not mark up expenses and work diligently to keep expenses at a minimum and keep records of all expenditures. The City of Sheridan will be responsible for reimbursing expenses Prothman incurs on your behalf. Expenses include: • Newspaper, trade journal, websites and other advertising (approx. $1,900 - 2,100) • Direct mail announcements (approx. $1,700 -1,900) • Interview binders & printing of materials (approx. $500 - 700) • Delivery expenses for Interview Binders (approx. $300 - 600) • Consultant travel, travel time and related expenses: (approx. $1,200 - $1,600 per trip) • Background checks performed by Sterling (approx. $175 per candidate) 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. A 3°% charge will be added to all expenses which reflects City of Issaquah and Washington State B&O tax obligations that Prothman has to pay on every dollar invoiced, including expenses. Expenses are billed monthly. 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 If you follow our process and 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. DiVERSITY Ii1 mATiVE Equal Opporturd All qualified applicants are considered in accordance with applicable laws prohibiting discrimination on the base of race, religion, color, gender, age, national origin, sexual orientation, physical or mental disabOy, marital status or veteran status or any other legally protected status. We will provide assistance in the racmitment, application and selection process to applicants with disabilities who request such assistance. Local government serves each and every community member regardless of ethnicity, gender, race, background, or economy and as we specialize in "public" organizations, we see firsthand how diversity in the workforce allows for government agencies to better understand, communicate with, and enlist cooperation from residents in multi -cultural communities. We can assure you that we recognize the importance and wisdom of a diversity rich candidate pool and for every recruitment we conduct, we have made it our mission to reach out to and attract the most qualified and diverse candidate pool as possible for our clients. If we are chosen to be your executive recruiting partner, and more specifically, if we are chosen to recruit for the City of Sheridan's next City Administrator, we will do so with the common goal of finding the City a diverse and qualified pool of candidates. f- -PZCYT-HM'eLN Attachment C FEE, EXPENSES & GUARANTEE Professional Fee The fee for conducting a City Administrator recruitment with a one-year guarantee is $18,500. 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 do not mark up expenses and work diligently to keep expenses at a minimum and keep records of all expenditures. The City of Sheridan will be responsible for reimbursing expenses Prothman incurs on your behalf. Expenses include: Newspaper, trade journal, websites and other advertising (approx. $1,900 - 2,100) Direct mail announcements (approx. $1,700 - 4,900) Interview binders & printing of materials (approx. $500 - 700) Delivery expenses for Interview Binders (approx. $300 - 600) Consultant travel, travel time and related expenses: (approx. $1,200 - $1,600 per trip) Background checks performed by Sterling (approx, $175 per candidate) 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. A 3% charge will be added to all expenses which reflects City of Issaquah and Washington State B&O tax obligations that Prothman has to pay on every dollar invoiced, including expenses. Expenses are billed monthly. 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 If you follow our process and 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.