HomeMy WebLinkAboutWestern Fire Chiefs Association - MOU Executive Recruitment for Fire ChiefCITY OF PASCO & WESTERN FIRE CHIEFS ASSOCIATION
MEMORANDUM OF UNDERSTANDING
January 23, 2023
City of Pasce I PSOU k, Proposal to Provide Executive Recruitment Services Page 3 ofn
WESTERN .____._-
FIRE CHIEFS 25030 SW Parkway Ave., Suite 330
Wilsonville, OR 97070
ASSOCIATION Email: anne@wfca.com I Phone: 800-785-3473
MEMORANDUM OF UNDERSTANDING (MOU)
AGREEMENT OVERVIEW
This Agreement represents a Memorandum of Understanding between the Western Fire Chiefs
Association and the City of Pasco that are recruiting candidates through the Executive Recruiting program,
offered by the Western Fire Chiefs Association.
This Agreement outlines the responsibilities of both parties throughout the recruitment process, and
includes professional fees to be paid as indicated in this Agreement.
The intent of this Agreement is to create an environment for candidates to express interest in the position
and gain a deeper understanding of what the Hiring Entity is searching for, all prior to the formal and public
hiring process led by the Hiring Entity.
SCOPE OF PROFESSIONAL SERVICES
WFCA will provide professional services in the area of executive recruitment for the position of Fire Chief.
This Agreement includes WFCA's commitment to provide all elements of the recruitment process, services,
and conditions as outlined below in Phases I, II, and III within 40-75 days. WFCA will provide support, as
requested, in the final phase of the process led by the City of Pasco.
Process I Description of Professional Services
Phase I Task 1— WFCA Develops Candidate Profile & Marketing Campaign
(15-35 days) Task 2 — WFCA Deploys Marketing Campaign
Task 3 — WFCA Identifies High -Quality Candidates
Phase II Task 4 — WFCA Screens & Interviews Candidates and Submits Recommended 3 - 6
(15-20 days) Semi -Finalists to Hiring Entity
Task 5 — Hiring Entity Narrows Second Round of Screening
Phase III
(10-20 days)
Phase IV
(est. 30-45 days)
This phase is led by
the Hiring Entity
Conclusion
Task 6 — Finalists Invited to a Site Visit
Task 7 — Finalists Encouraged to Submit a Public Application
Task 8 — Finalists Follow Hiring Entity's Application Process
Task 9 — Hiring Entity Selects Finalist
Task 10 — Hiring Entity Finalizes Employment Agreement
Candidate Accepts Offer
City of Pasco I MOU & Proposal to Provide Executive Recruitment Services Page 2 of U
TERFA
This Agreements hall be effective as of the Effective Date and shall remain in effect for the period necessary
for successful completion of the project. This Agreement may be terminated upon thirty (30) days prior
written notice to either party.
PROFESSIONAL FEE
The professional fee to conduct the recruitment will be 15% of the hired candidate's W-2 salary and
excludes direct expenses. Direct expenses include candidate travel (airfare, lodging, ground
transportation), WFCA Recruitment Project Team direct travel expenses to and from the Cit oY f Pasco (not
to exceed $5,000), and advertising (not to exceed $2,500). The professional fee and direct expenses will
be billed at the conclusion of the recruitment with net sixty (60) day terms.
All outside candidate travel expenses are based on the following limitations:
• Coach class refundable air travel.
• Mileage reimbursed at IRS rates up to the cost of air travel.
• Hotel costs reimbursed at rates consistent with rates for national economical chain hotels in the
region.
• Per Diem rate of $75 / day.
• Candidates invited to visit the Cit�of__ Pasco will be selected by the hiring authority, or delegate in
consultation with the WFCA Recruitment Advisor.
• Expense reimbursement to the candidates will be made from WFCA; the City of Pasco will
reimburse WFCA according to the net sixty (60) day terms provision.
City of Pasco will submit payment to WFCA for the project within sixty (60) days of receipt of an invoice
submitted by WFCA.
For reporting purposes, WFCA's tax identification number is 94-1712448.
ENTIRE AGREEMENT
This Agreement supersedes any and all other agreements, either oral or in writing, between both parties.
AMENDMENT
This Agreement may be amended only by the mutual written agreement of the parties and such written
amendment shall become incorporated into this Agreement once executed by the City. of Pasco and WFCA.
LEGAL CONSTRUCTION
In case any one or more of the provisions contained in this Agreement shall for any reason be held to be
invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect
any other provisions thereof and this Agreement shall be constructed as if such invalid, illegal, or
unenforceable provision had never been contained herein.
City of Pasco I MOU & Proposal to Provide Executive Recruitment Services Page3 of t
ARBITRATION CLAUSE
Any controversy or claim arising out of or relating to this contract, or the breach thereof, shall be settled
by arbitration administered by the American Arbitration Association in accordance with its Commercial [or
other] Arbitration Rules, and judgment on the award rendered by the arbitrator(s) may be entered in any
court having jurisdiction thereof,
INDEMNIFICATION CLAUSE
If any legal claim or cause of action arises in connection with the work performed by WFCA in connection
with this recruitment, WFCA agrees to defend and indemnify the City of Pasco from any such claim or cause
of action.
APPROVAL
All parties identified below agree to the provisions and terms of this MOU. This MOU is effective on the
date of the signatures below.
City of Pasco
Signature: '4
Name, Title: :L&R rn ( 1 n1 � }1 Y�ZL,'iL +(� V�
Date: Ian
Western Fire Chiefs Association
Signature: A 1 10,
Name, Title: Anne Razo, Recruiting Director
Date:
1 /25/2023
City of Pasco I MOU & Proposal to Provide Executive Recruitment Services Page 4 Of21
Proposal to Provide Executive Recruitment Services
THE CITY 4F PASCO
January 23, 2023
City of Pasco I MOU & Proposal to Provide Executive Recruitment Services
Page 5 of is
I. General Information
Western Fire Chiefs Association (WFCA) realizes that executives in the fire service are not actively seeking
new employment opportunities to be one of fifty candidates that all look good on paper. The professional
risk is simply too high. Our recruitment takes place before the agency's public hiring process, resulting in a
safe environment for candidates to fully explore the opportunity without risk.
We possess the expertise and contacts to best support an executive recruitment search. We draw on our
high-level professional networks, industry knowledge, and internal research resources to identify the right
people for your agency.
We evaluate candidates against your needs and what success looks like across the fire service industry. We
seek to understand your agency's strategic goals, the specific leadership roles and competencies needed
to meet those goals, and the culture that the candidate needs to embrace.
WFG4 Recruitment Project Team
For each of our recruitments, our Executive Director and Recruiting Director will match you with a two -
member WFCA Recruitment Project Team (also referred to as "the Team") that manages the recruitment
from start to finish, and supports your agency throughout the entire process. The Team is comprised of a
Recruitment Advisor, a leader in public safety that will manage high-level operations, and a Recruitment
Coordinator, a WFCA staff member that will screen candidates, handle logistics, and will be your main point
of contact.
The Team will partner with your agency's hiring authority and designated staff to be your technical advisor
to ensure that the recruitment process for your next Fire Chief is conducted in a thorough and professional
manner. WFCA's objective is to generate high -quality candidates and assist you with the screening and
evaluation of these candidates.
Task 1: Candidate Profile
WFCA will work with the City of Pasco to broaden our understanding of the position's leadership and
management requirements, current issues, strategic priorities, and identify expectations for the Fire Chief
position.
Information obtained from our initial meetings with the City of Pasco, coupled with our review of the job
description and other City documents, is used to prepare a candidate profile. The completed profile will be
approved by your agency's authority before recruitment begins.
City of Pasco I MOU & Proposal to Provide Executive Recruitment Services Page6 of
Task 2: Deploy Marketing Campaign
The WFCA Recruitment Project Team will work with the City of Pasco to develop an advertising and
marketing strategy to notify potential candidates about the vacancy. Our Team will advertise in the
targeted professional publications below. Our customized mailing list, selected from our extensive
database and contacts collected at public sector conferences, can be utilized to further promote the
position. Our Team will monitor the level of interest throughout the recruitment and, if deemed
appropriate, will advertise in other publications than the targeted publication below.
Advertisements for the Fire Chief position will be placed with:
• Daily Dispatch (dailydispatch.com & daily e-newsletter) is a fire -centric and state -specific
e-newsletter distributed each weekday to over 70,000 subscribers.
0 30-day National Campaign: listing will be placed at the top of the "Jobs" section in each
newsletter (all 50 states plus the Daily Dispatch Wildland Fire edition).
o WFCA Exclusive -Featured Job Ad: listing will be published at the top of each newsletter (as
seen below) at the launch of the campaign.
w.we V" Owh Aa="Mm
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Da* Nam ror"WilcaY Flrs Sault*
Font Grtrs ilk• %an thro"h ado Rods shop, can durrad
A raging fire on Saturday engulfed an auto body shop in Forest Grove, destroying the
budding and the cars inside Crews rushed to the burning building at the 1800 block of C
Street at around 12 30 p.m . Forest Grove Fire 6 Rescue said It took 30 firefighters almost
an hour to bring the blaze under control Crews had to dodge live power lines that fell to the
ground and avoid a large sink hole created by a busted water sine fire bosses said No one
was injured Two cars inside the auto body shop were reduced to charred metal_ according to
the fire department The cause of the fire remains under investigation
PORTLAND OREGONIAN, INLLS MO ARGUS. OREGON LIVE COM
The position will also be advertised in the following Association's websites and newsletters:
• International Association of Fire Chiefs
• International Association of Women in Fire & Emergency Services
• National Association of Hispanic Firefighters
• Intemational Association of Black Professional Fire Fighters
Total Advertisin;t Buditet (not to exceed): $2,500
City of Pasco I M 0 U & Proposal to Provide Executive Recruitment Services Pagel of 11
Task 3: Execution of Recruitment Strategy and Identification of quality Candidates
Utilizing the information developed in Task 1 & 2, our Team will identify and reach out to highly qualified
individuals for the position of Fire Chief. Often, well -qualified candidates are not actively seeking new
employment and will not necessarily respond to an advertisement. However, if a potential candidate is
presented with the opportunity directly and confidentially, he or she may apply. We take pride in our ability
to locate highly qualified candidates across the nation based on the professional contacts and relationships
we have developed and maintained over many years.
Each candidate who expresses interest and submits an application will be sent a timely acknowledgement
by our Team, including an approximate timeline for the recruitment process. Throughout the recruitment,
the Team will communicate with each candidate regarding information about the recruitment progress
and their status in the process.
Strategy for Recruitment of Diverse Candidates
WFCA takes responsibility for diversity in our organization, our recruitment strategy, and our candidate
pools. We will use our established networks to make direct and personal contacts with prospective
minority and female candidates to encourage them to consider the City of Pasco's Fire Chief position.
WFCA will ensure equitable participation in our business and employment opportunities without regard to
race, color, religion, gender, national origin, age, disability, veteran status, marital status or sexual
orientation.
Task 4 & 5: Screening of Candidates and RPrommendation of Semi -Finalists
The WFCA Recruitment Project Team will screen candidates against the criteria within the position and
candidate profile. The Team will gather additional information from candidates who meet the outlined
minimum qualifications by facilitating phone interviews and engaging the WFCA network.
Our Team will meet with the City of Pasco's hiring authority, and designated staff via teleconference to
discuss the results of the recruitment and recommend 3-6 semi-finalists. The Hiring Entity will select
finalists that will be invited to visit the Department and its stakeholders prior to the public hiring process.
Task 6 & 7: Finalist Site Visits
The WFCA Recruitment Project Team will coordinate site visits for the approved group of finalists. The
hiring authority will determine the stakeholders that will interface with the finalists. The Team typically
arranges 1 hour meetings with the hiring authority (usually individually or in pairs), HR Director, the Union
President, and another member of the team that can provide a tour of the Department and City.
After gathering feedback from the Hiring Entity, our Team will encourage finalists to submit a formal
application when the public hiring process begins.
City of Pasco I MOU & Proposal to Provide Executive Recruitment Services
Task 8, 9 & 10: Agency's Miring Process & Selecting a Finalist
Once the City of Pasco begins the public hiring process, our Team will remain involved by communicating
with candidates, encouraging finalists, and offering assistance when requested. The Recruitment Advisor
will be available during the final interview process to answer questions about the candidates and, if
requested, assist with the final evaluation of the candidates.
Post -Recruitment Response & Action
Our Team will follow-up with your finalist to ensure a smooth onboarding process.
Should the selected finalist(s) vacate the position before the full 12 months, our Team will conduct a new
search at no additional fee to your agency, excluding direct expenses. Please see page 10 of this packet
under Proposed Costs for more information about direct expenses.
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City of Pasco I MOU & Proposal to Provide Executive Recruitment Services Page 9 of 11
The professional fee to conduct the recruitment will be 15% of the hired candidate's W-2 salary and
excludes direct expenses. Direct expenses include candidate travel (airfare, lodging, ground
transportation), WFCA Recruitment Project Team direct travel expenses to and from the City of Pasco (not
to exceed $5,000), and advertising (not to exceed $2,500). The professional fee and direct expenses will
be billed at the conclusion of the recruitment with net sixty (60) day terms.
All outside candidate travel expenses are based on the following limitations:
• Coach class refundable air travel.
• Mileage reimbursed at IRS rates up to the cost of air travel.
• Hotel costs reimbursed at rates consistent with rates for national economical chain hotels in the
region.
• Per Diem rate of $75 / day.
• Candidates invited to visit the City of Pasco will be selected by the hiring authority, or delegate in
consultation with the WFCA Recruitment Advisor.
• Expense reimbursement to the candidates will be made from WFCA; the City of Pasco will
reimburse WFCA according to the net sixty (60) day terms provision.
City of Pasco will submit payment to WFCA forthe project within sixty (60) days of receipt of an invoice
submitted by WFCA.
For reporting purposes, WFCA's tax Identification number is 94-1712448.
City of Pasco I MOU & Proposal to Provide Executive Recruitment Services Page 10 of 21
Chief Jeff Johnson is the CEO for the WFCA, and the Past President of the International Association of Fire
Chiefs. He retired as Fire Chief and Chief Executive Officer of Oregon's Tualatin Valley Fire & Rescue
(TVF&R) following a 32-year fire service career. Chief Johnson served as TVF&R's Chief Executive for over
15 years during which time the organization became recognized as one of the nation's premier fire and
rescue service providers. Chief Johnson is nationally known as an innovator and ambassador for excellence
in public safety, has authored two fire service books and is a featured guest lecturer across the nation.
Chief Johnson was part of a small executive group of the Public Safety Alliance, which passed the D-Block
legislation in 2012 that created FirstNet: $7 billion of funding along with 20MHz of spectrum to build the
nation's first broadband public safety network for first responders. He served as the Public Safety (police,
fire, emergency management and EMS) liaison to the White House from 2010-2012.
WFCA Executive Director
Chief Jeff Johnson (Ret.)
Cell Phone: (503) 789-0831
Email: chietidiCa)gmail.com
Recruiting Director
Anne Razo
WFCA Office: (800) 785-3473
Email: jnne@•)wtca.com
WESTERN
FIRE CHIEFS
ASSOCIATION
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