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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 onym+A4s OishAvadti+u+ 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. _o w 377 Pisir� 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 City of Pasco I MOU & Proposal to Provide Executive Recruitment Services Page ii of ii