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HomeMy WebLinkAboutPublic Safety Testing, Inc - Promotional Testing Proposal for SergeantPublic Sakty - feifing May 27, 2022 Delaney Tucker Human Resources Specialist 525 N. 3rd Avenue Pasco, WA 99301 Via Email: tuckerd@pasco-wa.gov Dear Ms. Tucker: It is our pleasure to offer promotional testing services to the Pasco Police Department. Please find attached our proposal to conduct a promotional testing selection process for the position of Sergeant for 2022. The professional services to be performed, the related costs and the City's responsibilities are outlined in the following pages. Public Safety Testing is committed to ensuring that the promotional and assessment center processes are valid, defensible, and current to today's professional standards. Though our promotional system is a product of years of experience and uses contemporary professional standards, it is uniquely customized for the Pasco Police Department through close collaboration and partnership. Thank you for the opportunity to be of service to Pasco. Please contact me at 425.422.3958 (or email: Colleen Ca)PublicSofetYTesting.com) if you have any questions or need any additional information. Best regards, &14/111 Colleen Wilson Director of Promotional Testing ft� Public Sdely Tehing A proposal to THE CITY OF PASCO for the development and management of promotional testing for SERGEANT Scope of Services Provided by Public Safety Testing, Inc.: Public Safety Testing offers to develop and administer assessment center promotional processes for Pasco (hereinafter "City"). Public Safety Testing (hereinafter "PST") will apply the guidelines as adopted by the International Congress on Assessment Centers and the recommendations provided by the International Association of Chiefs of Police related to the development and management of assessment centers. PROMOTIONAL ASSESSMENT CENTER Methodology for Service The project shall consist of three basic phases: 1. Test Preparation & Development 2. Test Administration 3. Post -Test Activities Phase One: Test Preparation & Development Up to two on -site or virtual meetings with the appropriate personnel from the Pasco Police Department are held to: • Determine the City's specific needs and components of the assessment center. • Create a calendar of tasks, benchmarks, and a schedule to deliver the promotional test. • Identify the behavioral dimensions to be measured in the assessment centers. • Provide written summaries of decisions as the process develops. • Survey department members currently serving in the positions being tested to identify the critical tasks being performed (Job Task Analysis). Promotional Testing Proposal Page 2 of 12 Public Safety Testing, Inc. CITY OF PASCO POLICE DEPARTMENT — SERGEANT May 27, 2022 • Survey the management/leadership team to identify essential supervisory and administrative skills and abilities of a newly promoted supervisor/manager. These survey results create the unique weighting of the behavioral dimensions that are specifically relevant to the Pasco Police Department. • Provide a description of typical categories and examples of exercises that can be used in the promotional process. Working with the City, exercises are tailored with information provided by the agency and customized to fit the specific environment and needs of the agency. • Create a scoring map that identifies weighted behavioral dimensions which will be measured for each exercise. • Build exercises using information specific to your community and department and integrating the results of the surveys used above. • PST will become familiar with and will follow the City's Personnel/Civil Service Rules when developing and administering the test. The City shall be responsible for notifying PST of any unusual or special process or limitation of its rules, contractual agreements or policies that are related to the development and delivery of the test, and • Finalize the assessment center's exercises and schedule with the agency's subject matter expert(s) for Phase Two. Assessment Center Exercise Theme Flow Communication Skills Coach & Mentor Train Employees Evaluate Employees Progressive Discipline Manage a Critical Event Manage Schedules Manage Logistics Make & Manage Documentation Phase Two: Test Administration Oral Communications Interpersonal Insight Administrative Problem Analysis Interpersonal Judgment Field Supervision Decisiveness Writing Written Communications Critical Thinking Planning & Organization Delegation & Control PST will facilitate and manage the assessment center process, including: • Conduct one "Candidate Orientation Workshop" (virtually or in person) that provides candidates an overview of the assessment center testing process, highlights tips for success, and pitfalls to avoid. This candidate orientation de -mystifies the assessment center/promotional testing process. Promotional Testing Proposal Page 3 of 12 Public Safety Testing, Inc. CITY OF PASCO POLICE DEPARTMENT — SERGEANT May 27, 2022 • Conduct a training workshop for the assessors and role players whom the city has selected prior to the test date. The training shall include guidelines in scoring, pitfalls to avoid in assessing and a practice session of scoring an exercise. Only trained assessors will participate in the testing process. • Provide all the typical equipment, supplies and materials for the training, orientation, and testing process. The City of Pasco may be asked to provide specific equipment related to the exercises. • Create the grading process that conforms to the City's Personnel/Civil Service Commission's rules. • Through an empirical process that incorporates the candidate's performance, the weighted dimensions, and the City's Personnel/Civil Service Commission's rules, create a final rank order listing of the candidates tested. • Survey each candidate about his/her observations of the promotional process and assessment center's relevance to the position. Phase Three: Post Test Activities Each candidate receives written commendations and recommendations that are created by the assessors. These comments are separated from the objective score sheets, collated for each candidate, and sent to the city, and are intended to assist the candidates in their professional development; and Provide the City with electronic copies of all the documents related to testing, training, and scoring of candidates. This typically includes the instructions for each exercise, original copies of the score sheets for each candidate created by the assessors, a matrix of the weighted dimensions as they were applied to each exercise, a copy of the raw scores for each candidate in each exercise and for each dimension, the assignment sheet of candidates to letter designators with corresponding photographs, a copy of the training outline provided to the assessors, a copy of the training outline provided to the candidates, a copy of the test schedule, a copy of the written comments made by the assessors to each candidate, the signed test security agreements, and copies of the assessor and candidate critiques. PST shall appear in any City administrative or civil service proceeding to testify to and provide all necessary information to document the validity of the testing process, to participate in the defense of the testing process conducted by PST pursuant to this Agreement and to otherwise provide any information necessary to the City to evaluate challenges to or appeals from the testing process. PST shall appear without additional charge to the City. The City agrees that if it uses any materials prepared by the Contractor for purposes other than those intended by this Contract, it does so at its sole risk and it agrees to hold the Contractor harmless therefore to the extent such use is agreed to in writing by the Contractor. Preexisting materials owned by Contractor and used in the materials created for the City shall remain the property of the Contractor. This includes preexisting examination questions and materials. Promotional Testing Proposal Page 4 of 12 Public Safety Testing, Inc. CITY OF PASCO POLICE DEPARTMENT — SERGEANT May 27, 2022 Indemnity and Hold Harmless The parties agree and hold harmless each other, their officers, agents, and employees in accordance with the following provisions: 1. PST shall indemnify and hold harmless the City, its employees, and agents from any and all costs, claims or liability arising from: a. Violation of any copyright agreement or statute relating to the use and administration of the tests or other written materials herein provided for. b. Any cost, claim or liability arising from or out of the claims of an employee, agent, or sub- contractor to the end that PST shall be an independent Contractor and the City shall be relieved of any and all claims arising from or relating to such employment relationships or contracts between PST and third parties. c. The alleged negligent or tortious act of PST in the provision of services under this Agreement. d. Solely for the purposes of this indemnification provision, PST expressly waives its immunity under Title 51(Industrial Insurance) of the Revised Code of Washington and acknowledges that this waiver was mutually negotiated by the parties. The City shall indemnify and hold harmless PST, its officers, agents, and employees from any and all cost, claim or liability arising from or out of the alleged negligent or tortious act of the City in the provision of services hereunder. 3. These indemnification provisions shall survive the expiration or termination of this Agreement. Resources to be provided by the City of Pasco: The City of Pasco shall agree to: Comply with current guidelines and regulations related to Covid-19 in your location. Protocols will be mutually agreed to before the test date and communicated to appropriate staff, candidates, and assessors. • Provide to PST a copy of those sections of your Civil Service Rules and, if applicable, your collective bargaining agreement, that relate to the promotional testing process. Provide a Subject Matter Expert(s) to assist in the development of the exercises, distribute and collect surveys that provide an analysis of the position being tested for, and distribute and collect a survey that provides the relative importance of the supervisory dimensions to be measured in the assessment center. The work of the Subject Matter Expert (SME) will happen on or before the agreed upon deadlines. The City's SME will be available on the day of testing as a resource to answer questions. The role of the SME is very important and critical to the success of this process. • Obtain a minimum of two (2) qualified assessors per exercise (8 assessors for a 4 event AC) and role players, if necessary. PST will work with the city to assist in the identification of appropriate assessors. • Have the appropriate supervisory and management personnel participate in the surveys of the job task analysis and the behavioral dimensions. Promotional Testing Proposal Page 5 of 12 Public Safety Testing, Inc. CITY OF PASCO POLICE DEPARTMENT — SERGEANT May 27, 2022 Provide the physical facilities appropriate for the Candidate Orientation Workshop, the Assessor Training, and the Assessment Center (including the selected exercises). Provide meals, refreshments, and beverages for the assessors, candidates, and PST staff. • At the end of the final day of testing, agencies find it very beneficial to have the department head and management team present during the discussion with the assessors to hear comments and insights about the candidates. • If necessary, cover the expenses of the assessors and pay any travel -related and per diem expenses for the PST staff. PROMOTIONAL ASSESSMENT CENTER PROFESSIONAL FEES The Promotional Assessment Center is our most requested service and testing fees are based on a formula that uses the relative responsibility of the position as evidenced by the current base monthly salary, the schedule chosen, the number and type of exercises and the number of candidates. A full assessment center can accommodate 6-8 candidates depending on these variables. A 5% discount has been applied for PST subscribing agency. (1 days) (2 days 4 Exercises $8,440 $10,440 Additional Costs: PST's actual costs incurred for travel, meals, lodging, parking, tolls, and other related expenses are additional. Mileage will be charged at the current federal standard mileage rate per mile. A 4% surcharge is added to these expenses to cover administrative fees. Washington State sales tax is NOT charged. Invoicing. PST will invoice the agency within 30 days of work being completed. Credit Card. A three percent (3%) fee will be added at the time of payment made using a credit card to cover processing fees. TERMINATION OF THIS PROJECT Final versions of test documents and candidate counts requested must be confirmed no later than two weeks prior to the test date. Without confirmation, test dates may be postponed, and original candidate counts invoiced. PST and the agency acknowledge that either party may terminate this project at any time with or without cause. Upon termination, the City shall be liable for the amortized remainder of the professional fees, if any, from the effective date of the termination notice based on the percentage of completion of duties listed above. In the event of a lengthy postponement, PST may also submit a partial invoice based on the percentage of work completed. Also fully reimbursable are all travel expenses already incurred, if any. These include mileage, ferry, hotel, meals, parking, and tolls. In the event of a termination or postponement, both parties will agree upon the fees. Promotional Testing Proposal Page 6 of 12 Public Safety Testing, Inc. CITY OF PASCO POLICE DEPARTMENT — SERGEANT May 27, 2022 ADDITIONAL TESTING COMPONENTS. SERVICES & PROFESSIONAL FEES" Assessment centers developed by PST are not "off the shelf' products and are highly customized for the client agency. Our testing model also includes options the city may wish to consider. A. Additional Candidate Orientation Workshops: One candidate orientation workshop is included for each assessment center. Additional workshop(s) are available if needed to accommodate the schedules of candidates. Sometimes, clients want the Candidate Workshop open to all employees who are interested in preparing for a promotional opportunity. Fee: $500 each session plus travel expenses B. Work Performance Rating: A PST -exclusive product that is a unique method to objectively incorporate the candidate's prior work performance into the promotional testing process. Clients who add this testing element give very high feedback. This is separate from our assessment center exercises and clients determine the weight of this testing component in the testing process. This one -day long process uses evidence provided by documentation, and a facilitated discussion with all the candidate's supervisors to place objective scores on five performance dimensions. For example, the first line supervisor dimensions are: a. Demonstrates Ethical Behavior b. Demonstrates Agency's Mission & Values c. Quality of Work d. Quantity of Work e. Demonstrates Leadership A weighting process determines the importance of the individual performance dimensions. Clients often find that this process has collateral benefits for the involved supervisors and is a positive experience for the leadership team. WPR Professional Fees 0 2-10 Candidates @ $2,000 (one -day event) 0 11-20 Candidates @ $3,500 (two-day event) 1 Additional Costs: PST's actual costs incurred for travel, meals, lodging, parking, tolls, and other related expenses are additional. Mileage will be charged at the current federal standard mileage rate per mile. A 4% surcharge is added to these expenses to cover administrative fees. Washington State sales tax is NOT charged. Promotional Testing Proposal Page 7 of 12 Public Safety Testing, Inc. CITY OF PASCO POLICE DEPARTMENT — SERGEANT May 27, 2022 C. Semi -Customized Written Examination for Washington State Law Enforcement or Operations Supervisor/Manager: A 100-item, multiple choice, semi -customized written examination. Source materials include current leadership books and texts (request current list), 6 to 18 months of WSCJTC Law Enforcement Digests (LED's) and 25 questions from the agency's critical policies. This test is specifically valid for Washington State; for a law enforcement or Corrections supervisor/manager and to your agency. PST needs at least 3-4 weeks to develop this product. A minimum of four (4+) weeks study time is highly recommended. What PST does: • Provides 75 multiple choice questions from the textbook, legal updates and/or LEDs. • Develops 30 questions from the agency's critical policies. • Creates a draft test booklet for pilot testing by the agency. • Creates the final test booklet and the scoresheet, makes copies for all the candidates, and ships them to the agency before the administration date. • Scores the answer sheets, conducts an item analysis, and sends the results to the agency. What the agency does: • Announces the test to the candidates, provides the source material to the candidates, and arranges for the site. • Specifically identifies the critical policies that will be tested and sends those to PST. • Determines the span of time for the material from the Legal Updates/LED's (most clients choose 6-12 months). • Reviews the policy questions, selects 25 for the test, and verifies the answers. • Pilot tests the examination, if desired. • Administers the test. PST can proctor the test at an additional cost. • Sends the answer sheets to PST for scoring. • Receives the scores and the analysis of the answers. Agency makes determination and decides if questions should be eliminated; and • Notifies the candidates of their scores. Fee: $1490 for the first 10 candidates; $149 each additional candidate D. Customized Promotional Written Examination: A 100-item, multiple-choice, uniquely customized written examination that is developed from source material provided by the agency. The agency's Subject Matter Expert(s) (SME's) are used to validate the test. PST needs 10 weeks to develop this product. The final version must be authorized by SME no later than three weeks prior to the test date. Fee: $3,950 Promotional Testing Proposal Page 8 of 12 Public Safety Testing, Inc. CITY OF PASCO POLICE DEPARTMENT — SERGEANT May 27, 2022 E. Supervisory Skills & Abilities Promotional Test (SSA) The SSA is a 3-part event where each candidate spends 60 minutes before a single panel of 4 or 5 assessors and experiences mini - exercises. The SSA is generally conducted for 4 or 5 candidates (or less) and is intended only to rank order the candidates. The typical SSAPT events include a (a) structured interview; (b) an in -basket exercise where the candidate prioritizes a simulated in -box following their days - off and prioritizes and explains to the assessors the decisions they made and why they made them; and (c) a critical thinking exercise where the candidate is provided a series of events that a first line supervisor would face and asked how they would respond. Some customization is available and multi -day testing is an option. What is different from an assessment center? Three mini -exercises, fewer assessors, no role player or written exercises, no job task analysis or weighting the dimensions, fewer dimensions are scored, no candidate feedback and no candidate orientation workshop are included for the price. Fee*: $5,000 for up to 5 candidates, plus $1,900 for each additional day of up to 5 candidates each day F. Command Skills & Abilities Promotional Test (CSA) The CSA is a four -exercise testing process conducted in front of a single panel of assessors, where each event is intended to assess the different skills and abilities of the candidate. The four parts are: (1) Presentation of Expectations where the candidate describes their expectations of subordinates as if they are the Command Officer and the assessors are their subordinates; (2) In -Basket with On -Demand Writing where the items in the In -Basket are command level issues of budget, labor, personnel, and community topics; (3) Three Practical Scenarios that are field events or organizational scenarios that a command level member would typically be expected to handle and (4) Two Case Studies where the candidate researches and writes a two -page memo about each topic before test day and makes a presentation at the test event. The candidates generally have 90 minutes to prepare and then spend 90 minutes with the assessors who have specific expectations for each part identifying how a strong candidate should perform. Assessors and Scoring: Four assessors are needed, and they are trained in the morning and will use PST supplied laptops. They use a precision scoring model for each behavioral dimension. The assessor's scores are averaged for each behavioral dimension. The results are a ranked list and provided to the client at end of the test. What is different from an assessment center? Fewer assessors, no job task analysis or weighting the dimensions, fewer dimensions are scored, no candidate feedback document and no pre -test candidate orientation workshop are included. Fee*: $5,500 for up to 4 candidates, plus $1,900 for each additional day of up to 4 candidates each day. G. Onsite Written Examination Proctoring: Onsite written examination proctoring is available at $100 per hour for each PST staff person required plus staff travel & per diem expenses. Promotional Testing Proposal Page 9 of 12 Public Safety Testing, Inc. CITY OF PASCO POLICE DEPARTMENT— SERGEANT May 27, 2022 H. Performance Profiles Indicator (PPI). The PPI is a DISC -type of assessment that reveals a candidate's job performance and aspects of their personality that could impact their manager, coworkers, and team. It measures a candidate's motivational intensity and behaviors related to productivity. Two reports are generated: one for the employer and one for the candidate. Clients often use this tool to help identify who is the best "fit" for the position, and when it is coupled with the post-test comments from the assessors, these provide the foundation for a great career development conversation. Fee: $199 per candidate. Profiles XT Job Match. The ProfileXT is a state-of-the-art occupational assessment tool used to measure how well an individual fits a specific job in your organization. The job -matching feature enables you to evaluate an individual relative to the qualities required to successfully perform in a specific job. Through job analysis and other features, a model is created. When your candidates complete this assessment, their individual results are compared to the model, and you are provided a detailed report on how the candidate compares to your model (%). Fee: $225 per candidate. Additional On -Site Meetings. Two on -site meetings are included in the package of services once the proposal is accepted and signed. Additional on -site meetings can be held at the client's request. Fee: $125 per hour (including travel time) plus travel expenses. K. Invoicing. PST will invoice the agency within 30 days of work being completed. L. Credit Card. A three percent (3%) fee will be added at the time of payment made using a credit card to cover processing fees. M. Termination of Projects. Final versions of test documents and candidate counts requested must be confirmed by the Subject Matter Expert (SME) or agency contact no later than two weeks prior to the test date. Without confirmation, test dates may be postponed, and original candidate counts invoiced. PST and the agency acknowledge that either party may terminate this project at any time with or without cause. Upon termination, the City shall be liable for the amortized remainder of the professional fees, if any, from the effective date of the termination notice based on the percentage of completion of duties listed above. In the event of a lengthy postponement, PST may also submit a partial invoice based on the percentage of work completed. Also fully reimbursable are all travel expenses already incurred, if any. These include mileage, ferry, hotel, meals, parking, and tolls. In the event of a termination or postponement, both parties will agree upon the fees. Promotional Testing Proposal Page 10 of 12 Public Safety Testing, Inc. CITY OF PASCO POLICE DEPARTMENT— SERGEANT May 27, 2022 Please use this page to indicate what services you have selected for this process. City of Pasco Police Department Sergeant PROMOTIONAL TESTING SERVICES DESIRED IN THIS AGREEMENT ❑ 4 Exercise Assessment Center: ❑ One Day, 2 to 8 Candidates - $8,440 ❑ Two Days, 10 to 16 Candidates - $10,440 ❑ Additional Candidate Workshop - $500 (one workshop is included with an assessment center) ❑ Semi -Customized Written Examination for Washington Law Enforcement/Operations Supervisor/Manager - $149 per candidate (minimum 10 candidates) ❑ Fully Customized Written Examination for Washington Law Enforcement/Operations Supervisor/Manager - $3,949 ❑ Send final written test materials to: Supervisory Skills & Abilities Promotional Test. $5,000 for up to 5 candidates, plus $1,900 for each additional day; up to 5 candidates each day Number of Candidates? ❑ Command Skills & Abilities Promotional Test. $5,500 for up to 4 candidates, plus $1,900 for each additional day; up to 4 candidates each day Number of Candidates? ❑ Other (please describe): Promotional Testing Proposal Page 11 of 12 Public Safety Testing, Inc. CITY OF PASCO POLICE DEPARTMENT —SERGEANT May 27, 2022 Agreement & Acceptance Please send your formal acceptance of this proposal by email, fax, or mail to: Public Safety Testing, Inc. Attn: Colleen Wilson 20818-44th Ave W., Suite 160 Lynnwood, WA 98036 Email: Loiieen@NubiicSafetyTesting.com FAX:425.776.0165 This proposal is valid for 90 days and should generally be accepted and returned to PST at least eight weeks before the mutually agreed upon promotional testing date(s). Agreement & Acceptance: CITY OF PASCO, WA Address: D--S 1\J ?''`l!6Wc �L (_y . O/A 1)(� 3 &-( Phone: � ! — s`1' — _,� 1_� Date:) PUBLIC SAFETY TESTING, INC. Jon F. Walters, Jr. President 20818 — 44th Ave W. Suite 160 Lynnwood, WA 98036 425.776.9615 May 27, 2022 Billing Information: (Please complete if different from contact information above) Billing Contact Name: �G V G Title: n'�ryI it I `--y'diVa ASS Address: �� f\J' � City/State/Zip: �� , I/t/ , �%��t Telephone:'JU`1 5-4 �4t � Email: C LAy i G1 - e�'� �G'� S Cif — T11", Invoice Preference (select one): ❑ US Postal Service mail ❑ Electronic billing via email @ z'_ylyl Promotional Testing Proposal Page 12 of 12 Public Safety Testing, Inc. CITY OF PASCO POLICE DEPARTMENT —SERGEANT May 27, 2022