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Home My WebLink About12- Public Services Director Recruitment Professional Services Agreement with Prothman -PROTHMAN February 29, 2012 May 17, 2012 - REVISION Mr. Chris Kukulski City Manager City of Bozeman 121 North Rouse Avenue - P.O. Box 1230 Bozeman, MT 59771-1230 Dear Mr. Kukulski, Thank you for your confidence in Prothman to assist the City of Bozeman in the recruitment for its next Public Services Director. The following represents a scope of work for this search and associated professional fees and expenses. Sourcing & Screening 9Trry & Final Interviews Project Review The first step will be to review the following topics: Review the scope of work ♦ Review the project schedule ♦ Identify the geographic scope of the search (local, regional or national) Information Gathering and Research (Soliciting Input) Our goal is to thoroughly understand the preferred candidate qualifications, as well as the values and culture of Bozeman. To accomplish this we will: ♦ Meet with city manager& staff via telephone conference ♦ Review all documents related to the Director positions Position Profile Development (Identifying the Ideal Candidate) 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 position and key responsibilities • Description of the organization and services summary • Priorities and current challenges * Community-specific information • Overview of the community and the surrounding region • Industry, services and tourist activities ♦ Compensation package details Information on how to apply 206.368.0050 ♦ 371 NE Gilman Blvd., Suite 350 Issaquah,WA 98027 ♦ www,prothman.com Recruitment and Advertising Strategy (Locating Qualified Candidates) We will design an effective recruitment and advertising strategy to identify and reach the candidates who are best suited for the position Our recruitment strategy involves: ♦ Print and Internet-based Ads placed in professional publications, journals and on related websites ♦ Direct Mail Recruitment Brochures sent directly to hundreds of highly qualified Directors who are not actively searching ♦ Direct Contact Calls placed directly to Directors that we personally know ♦ Posting the Position Profile on the Prothman website, which receives thousands of hits per month Candidate Screening (Narrowing the Field) Once the application deadline has passed, we will screen the applicants in order to find the most outstanding candidates. Using the Position Profile as our guide, we will conduct a 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 based on the resumes, applications, and supplemental questions (to determine a candidate's writing skills, analytical abilities and communication style) they have provided. 2) Personal Interviews: We will conduct videoconference or in-person interviews with the top 8 to 12 candidates and we will also conduct a publication search on these candidates. 3) Work Session: We will prepare a detailed report on each candidate which will include all application materials and the results of the personal interviews and publication search. We will 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. Final Interview Process The Final Interview Process includes the design of the process as well as completing key steps before the actual interviews take place. Each of these steps is described below: ♦ 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 • Deciding on Candidate Travel Expenses • Identifying Interview Panel Participants (if desired by the City) • Identifying Panel Facilitators MAN ♦ Background Checks Prior to the final interviews, we will conduct a background check on each of the finalist candidates. If a "red flag" is found, we will work diligently to either verify that the issue is serious enough to eliminate the candidate from further consideration or be able to fully explain the issue to your satisfaction. Background checks include the following: • References • Education Verification • Criminal History, Driving Record Check and Sex Offender Check ♦ Candidate Travel Coordination For those candidates who will be traveling to the final interviews, we will coordinate the travel arrangements. Final Interview Binders Final Interview Binders 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. + interviews with Candidates 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 go through a series of 9 hour interview sessions, with an hour break for lunch. + Panelist & Decision Makers Debrief: After the interviews are complete, we will facilitate a debrief with all panel participants where each panel facilitator will report the 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: 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. ♦ Repeat the Recruitment (if needed): Should a top candidate not be chosen, we will repeat the recruitment as many times as necessary to find you the "perfect" candidate. The only cost to you would be the expenses related to the additional search. RACYTHMAN PROFESSIONAL SERVICE FEE (L r fee fer prefessie RaI sorvines is $11,500 plus expo ises The professional fee for a full recruitment services is $15,000. Expenses vary depending on the design of the recruitment. We work diligently to keep expenses at a minimum and keep records of all expenditures. Reimbursement for direct expenses is the responsibility of the client. Expense items include but are not limited to: ♦Newspaper, trade journal websites and other advertising (approx. $700 - 1,200) ♦Direct mail announcements (approx. $800 - 1,600) Delivery expenses for application packets (approx. $75 -350) ♦Printing of documents and materials (approx. $100 - 350) ♦Background checks performed by Sterling (approx. $75 -150 per candidate) ♦Any client required licenses, fees or taxes ♦Reference Checks are available ($75 per reference) ♦Final Interview Binders & printing of materials (approx. $300 -700) ♦Consultant travel and related expenses (approx. $700 - 1,200) 1 and f,n,,, H nnn delivery of s 6 finalist eandirlat Professional fees are billed in three equal installments during the course of the search. A 3% charge will be added to all expenses which reflect City of Issaquah and Washington State B&O tax obligations. GUARANTEE 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. *Prothman agrees not to discriminate in the fulfillment of the Agreement on the basis of race, color, religion, creed, sex, age, marital status, national origin, or actual or perceived sexual orientation, gender identity or disability. Accepted by: CITY OF BOZEMAN PROTHMAN C"J. 12, 4 5/17/2012 Mr. Chris Kukulski Date Gre Prothman Date City Manager President RAWNA4AN