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HomeMy WebLinkAboutProthman Finance Manager Recruitment AgreementOctober 28, 2014 Mr. Dave Zabell City Manager City of Pasco 525 N Third Ave Pasco, WA 99301 Dear Mr. Zabell: Thank you for your confidence in Prothman to assist the City of Pasco in the recruitment for its next Finance Director. The following represents a scope of work for this search and associated professional fees and expenses. SCOPE OF SERVICES Project Review The first step will be to review the following topics: ♦ Review the scope of work and amend as needed ♦ Review the project schedule ♦ Identify the geographic scope of the search (local, regional or national) ♦ Review the compensation package and decide if a salary survey is needed ♦ Identify key stakeholders Information Gathering and Research Our goal is to thoroughly understand the values and culture of the City of Pasco, as well as the preferred qualifications you desire in your next Finance Director. We will travel to Pasco and: Meet with the City Manager, Deputy City Manager, Department Directors, Staff and others as directed Review all documents related to the position Position Profile Development Once we have a firm understanding of the preferred candidate qualifications and the values, culture and challenges of your organization, we will develop a profile of your ideal candidate. Profiles include the following: ♦ A description of the ideal candidate's qualifications • Years of related experience and education required • Ideal personality traits and work habits ♦ Organization -specific information • Description of the organization, position and key responsibilities • Priorities and challenges facing the organization ♦ Community -specific information ♦ Compensation package details ♦ Information on how to apply 206.368.0050 • 371 NE Gilman Blvd., Suite 350 Issaquah, WA 98027 • wwv.prothman.com � bQ Recruitment and Advertising Strategy We recognize that often the best candidates are not actively looking for a new position --this is the person we want to reach and recruit. We have an aggressive recruitment strategy which involves the following: ♦ Print and Internet -based Ads placed nationally in professional publications, journals and on related websites. ♦ Direct Mail Recruitment Brochures sent directly to hundreds of highly qualified finance directors who are not actively searching. ♦ Posting the Position Profile on the Prothman website, which receives thousands of hits per month. Candidate Screening Once the application deadline has passed, we will conduct an extensive candidate review designed to gather detailed information on the leading candidates. The screening process has 4 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 questions (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) Personal Interviews: We will conduct in-depth videoconference or in-person interviews with the top 8 to 15 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. 3) 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. 4) Work Session: We will prepare a detailed summary report which includes each candidate's application materials and the results of the personal interviews and publication search. We will travel to Pasco and advise you of the candidates meeting the qualifications, our knowledge of them, and their strengths and weaknesses relative to fit within your organization. We will give you our recommendations and then work with you to identify the top 4 to 6 candidates to invite to the final interviews. We will discuss the planning and design of the final interview process during this meeting. Final Interview Process Design of the Final Interviews 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 just one-on-one interviews with the decision makers. • Deciding on Candidate Travel Expenses We will help you identify which expenses your organization wishes to cover. • Identifying Interview Panel Participants & Panel Facilitators We will work with you to identify the participants of different interview panels to ensure that all stakeholders identified have been represented. Background Checks Prior to the final interviews, we will conduct a background check on each of the finalist candidates. Background checks include the following: • References We conduct 4-5 reference checks on each candidate. We ask each candidate to provide names of their supervisors, subordinates and peers for the last several years. From this list we will have personal conversations with the individuals who have direct knowledge of the candidate's work and management style. • Education Verification, Criminal History, Driving Record and Sex Offender Check We contract with Sterling for all driving record, education verification, criminal history, and sex offender checks. We will conduct a criminal history, driving record and sex offender check on each candidate in the states in which they have worked. ♦ Candidate Travel Coordination For those candidates who will be traveling to the final interviews, we work with the candidates to organize the most cost effective travel arrangements. ♦ Final Interview Binders We will provide Final Interview Binders. They are the tool that keeps the final interview process organized and ensures that all interviewers are "on the same page' when it comes to evaluating each candidate. ♦ Final Interviews with Candidates We travel to Pasco and facilitate the interviews. The interview process usually begins with a morning briefing where schedule and process will be discussed with all those involved in the interviews. Each candidate will then go through a series of one hour interview sessions, with an hour break for lunch. ♦ Panelists & Decision Makers Debrief: After the interviews are complete, we will facilitate a debrief with all panel participants where the panel facilitators will report their panel's view of the strengths and weaknesses of each candidate interviewed. The decision makers will also have an opportunity to ask panelists questions. ♦ Candidate Evaluation Session: After the debrief we will facilitate the evaluation process, help the decision makers come to consensus, discuss next steps, and organize any additional candidate referencing or research if needed. ♦ Facilitate Employment Agreement: we will offer any assistance needed in terms of the employment agreement. Warranty Once the top candidate has been selected, developing a letter of offer and negotiating ♦ Repeat the Recruitment: Should a top candidate not be chosen, we will repeat the recruitment with no additional professional fee. FEE, EXPENSES & GUARANTEE Professional Fee The fee for conducting a finance director recruitment is $18,500, plus expenses. The professional fee covers all Prothman consultant and staff time required to conduct the recruitment. This includes all correspondence and on-site meetings with the client, writing and placing the recruitment ads, development of the candidate profile, creating and sending invitation letters, reviewing resumes, coordinating and conducting semifinalist interviews, coordinating and attending finalist interviews, coordinating candidate travel, professional reference checks on the finalist candidates and all other search related tasks required to successfully complete the recruitment. Expenses Expenses vary depending on the design of the recruitment. We work diligently to keep expenses at a minimum and keep records of all expenditures. The City of Pasco will be responsible for reimbursing expenses Prothman incurs on your behalf. Expense items include but are not limited to: ♦ Newspaper, trade journal, websites and other advertising ♦ Direct mail announcements ♦ Final Interview Binders, printing of materials & delivery expenses ♦ Consultant travel and related expenses and travel time billed at $65 per hour ♦ Background checks performed by Sterling ♦ Any client -required licenses, fees or taxes ♦ Candidate travel: expenses vary depending on the number of candidates, how far the candidates travel, length of stay, if spouses are included, etc. 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 State B&O tax obligations. Professional fees are billed in three equal installments throughout the recruitment. GUARANTEE Our record of success in placing highly qualified candidates provides that Prothman will guarantee that if the selected finalist is terminated for cause or resigns within one year from the employment date, we will conduct a replacement search with no additional professional fee. 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. Accepted by: CITY OF PASCO PROTHMAN /o-/Z-/� X//LD Oct. 28 2014 Dave Zabell Date GreA Prothman Date City Manager President