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Home My WebLink About12- Prothman CD recruitment contract.pdfDecember 19, 2012 Mr. Chris Kukulski City Manager City of Bozeman PO Box 1230 121 North Rouse Ave Bozeman, MT 59771 Dear Mr. Kukulski: Thank you for your confidence in Prothman to assist the City of Bozeman in the recruitment for its next Community Development 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 (Soliciting Input) We will: ♦ Meet with City Manager via phone ♦ Review all documents related to the position Position Profile Development (Identifying the Ideal Candidate) Once we have a firm understanding of the preferred candidate qualifications and the values and the 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 position and key responsibilities • Description of the organization and services summary • Number of employees and budget size • Priorities and current challenges facing the organization ♦ Community- specific information • Overview of the region • Description of the environment and quality of life details ♦ Compensation package details ♦ Information on how to apply 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. We recognize that often the best 206.368.0050 ♦ 371 NE Gilman Blvd., Suite 350 Issaquah, WA 98027 ♦ www.prothman.com candidates are not actively looking for a new position - -this is the person we want to reach and recruit. Our recruitment strategy 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 Directors /Managers who are not actively searching. ♦ Direct Contact Calls placed directly to Community Development 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 conduct an extensive candidate review designed to gather detailed information on the leading candidates. The screening process has 3 key steps: 1) Application Review: We will screen the candidates for qualifications, work history, compatible organization size, and fit based on the resumes, applications, and supplemental questions (to determine a candidate's writing skills, analytical abilities and communication style). 2) Personal Interviews: We will conduct videoconference or in- person interviews with the top 8 to 15 candidates who meet or exceed the preferred candidate qualifications 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 to invite to the final interviews. We will discuss the planning and design of the final interview process. Final Interview Process (Selecting the Right Candidate) 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 We will tailor the interview process to fit your needs. It may involve a presentation by the candidates, a public reception with the public and key stakeholders, using various interview panels, or just one -on -one interviews with the decision makers. • Deciding on Candidate Travel Expenses We will identify which candidates will be travelling to the final interviews and discuss the travel options available and which expenses your organization wishes to cover. • Identifying Interview Panel Participants We will work with you to identify the participants of different interview panels to ensure that all stakeholders identified have been represented. • Identifying Panel Facilitators Panel facilitators will debrief with the panel and summarize the individual panel member's thoughts after each interview. Facilitators also help the �011i7'�JA / A A panel members determine who will ask which questions, the order in which they should be asked and will keep the interviews on schedule. ♦ 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 the your satisfaction. Background checks include the following: • References We will ask each candidate to provide names of their supervisors, subordinates and peers for the last several years. From this list we will conduct reference through conversations with the individuals who have direct knowledge of the candidate's work and management style. • Education Verification We will verify that the candidate did in fact graduate with the degrees listed on their resume. We have found that approximately 1 out of 30 candidates does not have a degree claimed on their resume. • Criminal History, Driving Record Check and Sex Offender Check 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 will coordinate the travel arrangements, ensuring that each candidate is fully prepared for the final interviews and not distracted by travel difficulties. We work with the candidates to organize the most cost effective 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. The binders include: • A master schedule of all panels and candidate interviews • A list of suggested interview questions • Each candidate's resume & application • Each candidate's answers to the supplemental questions • Confidential reference checks on each candidate • Detailed background checks ♦ 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 then go through a series of one hour interview sessions, with an hour break for lunch. Presentations by the candidates (if requested) will be scheduled. ♦ Panelist & Decision Makers Debrief: After the interviews are complete, we will facilitate a debrief with all panel participants where the panel facilitators 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 panelist 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. XAM1-WF7JA A A A ■ ♦ Repeat the Recruitment (if needed): Should a top candidate not be chosen, we will repeat the recruitment as many times as necessary at no additional professional fee. Professional Fee The professional fee for a Community Development Director recruitment with a two -year guarantee is $15,500. 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. All expenses incurred for conducting the recruitment are the responsibility of the client. Expense items include but are not limited to: • Trade journal, websites and other advertising • Direct mail announcements • Delivery expenses • Final Interview Binders & printing of materials • Consultant travel and related expenses - 3 trips • 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 candidate's travel receipts for direct reimbursement to the candidate. 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 and State B &O tax obligations. Expenses are billed monthly. 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 BOZEMAN Chris Kukulski date City Manager i>"I- AAAAAl PROTHMAN /LCl 12/5/2012 Greg rothman date President