HomeMy WebLinkAbout021616_ca03Consent Agenda
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Leslie Locke, Executive Assistant
DATE: February 16, 2016
SUBJECT: AGREEMENT re: Executive Search Services for Central Services
Director and Department of Community Development Director; In the
Amount not to Exceed $43,650; Jefferson County Administrator;
Prothman Company
STATEMENT OF ISSUE:
AGREEMENT re: Executive Search Services for Central Services Director and Department of Community
Development Director; In the Amount not to Exceed $43,650; Jefferson County Administrator; Prothman
Company.
Requests for proposals were advertised in the Leader and on the County's website. The County received three
proposals. It is recommended that the contract be awarded to Prothman Company.
FISCAL IMPACT:
Amount not to exceed $43,650
RECOMMENDATION:
The Commissioners are being asked to approve this agreement.
D BY;
2-4
C�:ip Morley, ty Admini rator Date
PROFESSIONAL SERVICES AGREEMENT
WITH THE PROTHMAN COMPANY FOR EXECUTIVE SEARCH SERVICES
THIS AGREEMENT is entered into between the County of Jefferson, a municipal corporation,
hereinafter referred to as the "County", and The Prothman Company, hereinafter referred to as
the "Consultant", in consideration of the mutual benefits, terms, and conditions hereinafter
specified.
Project Designation. The Consultant is retained by the County to perform executive
search services for the County.
2. Scope of Services. Consultant agrees to perform the executive search services for the
recruitment and selection of qualified individuals for two Jefferson County senior
management positions: the Director of the Department of Community Development,
and the Director of the Central Services Department. Such services, including the
provision of all labor, shall be provided consistent with the provisions of Exhibit "A"
attached hereto and incorporated herein. In addition, upon initiation of the County, the
Consultant agrees to perform executive search services for one or more additional
positions in 2016 subject to the same provisions of this contract, except for a mutually
executed written amendment to this Agreement to add the additional positions to
Section 2. Scope of Services, and to amend the "shall not exceed" provision of Section 4.
Payment, consistent with the pricing provisions of Exhibit "B" attached hereto and
incorporated herein.
Time for Performance. Work under this Agreement shall commence upon execution of
this Agreement by all parties. Consultant shall perform all services and provide all work
product required pursuant to this Agreement in 2016 and in a manner consistent with
the Schedule provisions in Exhibit "A."
4. Payment. The Consultant shall be paid by the County for completed work and for
services rendered under this Agreement as follows:
Payment for the work provided by Consultant shall be made as provided on
Exhibit "B" attached hereto, and as further described herein, provided that the
total amount of payment to Consultant shall not exceed $43,650, excluding
candidate travel expenses, without express written amendment of this
Agreement executed by both parties.
b. For each search, the Consultant may submit invoices to the County for the
professional fees in three equal installments: the first invoice upon full
execution of this Agreement, the second invoice after successful completion of
the work session to identify the candidates for the final interviews, and the third
invoice after final interviews and the conclusion of the candidate evaluation
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process.
For each search, the Consultant may submit invoices to the County for eligible
reimbursable expenses once per month including receipts or a list of individual
items/amount and their costs. Such vouchers will be checked by the County, and
upon approval thereof, payment will be made to the Consultant in the amount
approved. Eligible Consultant expenses include such direct costs as advertising,
printing, binders, mailing and delivery, Consultant travel at IRS rate, travel time
at $50 per hour, lodging if needed for final interviews, background check costs,
plus 3% for City of Issaquah and State B&O taxes.
Payment as provided in this section shall be full compensation for work
performed, services rendered and for all materials, supplies, equipment and
incidentals necessary to complete the work.
The Consultant's records and accounts pertaining to this Agreement are to be
kept available for inspection by representatives of the County and state for a
period of three (3) years after final payments. Copies shall be made available
upon request.
Ownership and Use of Documents. All documents, drawings, specifications and other
materials produced by the Consultant in connection with the services rendered under
this Agreement shall be the property of the County whether the project for which they
are made is executed or not; however County recognizes that Consultant may copyright
Prothman's layout and own graphics of the position profile for each search, while the
County retains ownership of the profile's written content. The Consultant shall be
permitted to retain copies, including reproducible copies, of drawings and specifications
for information, reference and use in connection with Consultant's endeavors.
Compliance with laws. Consultant shall, in performing the services contemplated by this
Agreement, faithfully observe and comply with all federal, state, and local laws,
ordinances and regulations, applicable to the services to be rendered under this
Agreement.
7. Indemnification. Consultant shall indemnify, defend and hold harmless the County, its
officers, agents and employees, from and against any and all claims, losses or liability, or
any portion thereof, including attorneys fees and costs, arising from injury or death to
persons, including injuries, sickness, disease or death to Consultant's own employees, or
damage to property occasioned by a negligent act, omission or failure of the Consultant.
With regard to any claim against the County, its officers, officials, employees and agents
by any employee of the Consultant, subcontractor, anyone directly or indirectly
employed by any of them, or anyone for whose acts any of them may be liable, the
indemnification obligation under this Section will not be limited in any way by any
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limitation on the amount or type of damages, compensation or benefits payable by or
for the Consultant or subcontractor under workers' compensation acts, disability benefit
acts or other employee benefit acts. It is clearly agreed and understood by the parties
to the Agreement that the Consultant expressly waives any immunity the Consultant
might have had under such laws. By executing the Contract, the Consultant
acknowledges that the foregoing waiver has been mutually negotiated by the parties as
is required by RCW 4.24.115 and that the provisions of this Section will be incorporated,
as relevant, into any contract the Consultant makes with any subcontractor or agent
performing work under the Agreement.
Insurance.
The Consultant shall obtain and keep in force during the terms of the Agreement,
policies of insurance as follows:
If and only if the Consultant employs any person(s) in the status of employee or
employees separate from or in addition to any equity owners, sole proprietor, partners,
owners or shareholders of the Consultant, Worker's Compensation Insurance in an
amount or amounts that are not less than the required statutory minimum(s) as
established by the State of Washington or the state or province where the Consultant is
located.
Commercial Automobile Liability Insurance providing bodily injury and property damage
liability coverage for all owned and non -owned vehicles assigned to or used in the
performance of the work for a combined single limit of not less than $500,000 each
occurrence. The County shall be provided with proof of such insurance.
General Commercial Liability Insurance in an amount not less than a single limit of one
million dollars ($1,000,000) per occurrence and a aggregate of not less than two (2)
times the occurrence amount ($2,000,000.00 minimum) for bodily injury, including
death and property damage, unless a greater amount is specified in the Agreement
specifications. The insurance coverage shall contain no limitations on the scope of the
protection provided and include the following minimum coverage:
a. Broad Form Property Damage, with no employee exclusion;
b. Personal Injury Liability, including extended bodily injury;
c. Broad Form Contractual/Commercial Liability — including completed operations;
d. Premises — Operations Liability (M&C);
e. Independent Contractors and subcontractors;
f. Blanket Contractual Liability.
Such insurance coverage shall be evidenced by one of the following methods:
* Certificate of Insurance;
* Self-insurance through an irrevocable Letter of Credit from a qualified financial
institution.
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Certificates of coverage as required by this section shall be delivered to the County
within fifteen (15) days of execution of this Agreement.
Any deductibles or self-insured retention shall be declared to and approved by the
County prior to the approval of the Agreement by the County. At the option of the
County, the insurer shall reduce or eliminate deductibles or self-insured retention or the
Consultant shall procure a bond guaranteeing payment of losses and related
investigations, claim administration and defense expenses.
The Consultant shall include all subcontractors as insured under its insurance policies or
shall furnish separate certificates and endorsements for each subcontractor. All
insurance provisions for subcontractors shall be subject to all of the requirements stated
herein.
Failure of the Consultant to take out and/or maintain any required insurance shall not
relieve The Consultant from any liability under the Agreement, nor shall the insurance
requirements be construed to conflict with or otherwise limit the obligations concerning
indemnification.
It is agreed by the parties that insurers shall have no right of recovery or subrogation
against the County (including its employees and other agents and agencies), it being the
intention of the parties that the insurance policies so affected shall protect both parties
and be primary coverage for any and all losses covered by the above described
insurance. It is further agreed by the parties that insurance companies issuing the policy
or policies shall have no recourse against the County (including its employees and other
agents and agencies) for payment of any premiums or for assessments under any form
of policy. It is further agreed by the parties that any and all deductibles in the above
described insurance policies shall be assumed by and be at the sole risk of the
Consultant.
It is agreed by the parties that judgments for which the County may be liable, in excess
of insured amounts provided herein, or any portion thereof, may be withheld from
payment due, or to become due, to the Consultant until such time as the Consultant
shall furnish additional security covering such judgment as may be determined by the
County.
The County reserves the right to request additional insurance on an individual basis for
extra hazardous contracts and specific service Agreements.
Any coverage for third party liability claims provided to the County by a "Risk Pool"
created pursuant to Ch. 48.62 RCW shall be non-contributory with respect to any policy
of insurance the Consultant must provide in order to comply with this Agreement.
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If the proof of insurance or certificate indicating the County is an "additional insured" to
a policy obtained by the Consultant refers to an endorsement (by number or name) but
does not provide the full text of that endorsement, then it shall be the obligation of the
Consultant to obtain the full text of that endorsement and forward that full text to the
County.
The County may, upon the Consultant's failure to comply with all provisions of this
Agreement relating to insurance, withhold payment or compensation that would
otherwise be due to the Consultant.
Independent Contractor. The Consultant and the County agree that the Consultant is an
independent contractor with respect to the services provided pursuant to this
Agreement. Nothing in this Agreement shall be considered to create the relationship of
employer and employee between the parties hereto. Neither Consultant nor any
employee of Consultant shall be entitled to any benefits accorded County employees by
virtue of the services provided under this Agreement. The County shall not be
responsible for withholding or otherwise deducting federal income tax or social security
or for contributing to the state industrial insurance program, otherwise assuming the
duties of an employer with respect to Consultant, or any employee of Consultant.
10. Covenant Against Contingent Fees. The Consultant warrants that he has not employed
or retained any company or person, other than a bonafide employee working solely for
the Consultant, to solicit or secure this Agreement, and that he has not paid or agreed
to pay any company or person, other than a bonafide employee working solely for the
Consultant, any fee, commission, percentage, brokerage fee, gifts, or any other
consideration contingent upon or resulting from the award or making of this
Agreement. For breach or violation of this warranty, the County shall have the right to
annul this Agreement without liability or, in its discretion to deduct from the Agreement
price or consideration, or otherwise recover, the full amount of such fee, commission,
percentage, brokerage fee, gift, or contingent fee.
11. Discrimination Prohibited. The Consultant will not discriminate against any person in
performance of Consultant's services under this Agreement or in the selection and
retention of employees or procurement of materials or supplies on the basis of age, sex,
marital status, sexual orientation, religion, creed, race, color, national origin, honorably
discharged veteran or military status, or the presence of any sensory, mental, or
physical disability or the use of a trained dog guide or service animal by a person with a
disability, unless based upon a bona fide occupational qualification.
12. Assignment. The Consultant shall not sublet or assign any of the services covered by
this Agreement without the express written consent of the County.
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13. Warranty. Should a top candidate not be chosen for any search under this Agreement,
Consultant will repeat the recruitment at no cost to the County, except Consultant's
expenses. For each search, if a selected finalist is successfully hired, and is terminated
or resigns within one year from the employment date, Consultant will conduct one
replacement search for that position at no cost to the County, except Consultant's
expenses. Consultant expenses include such direct costs as advertising, printing,
binders, mailing and delivery, Consultant travel at IRS rate, travel time at $50 per hour,
lodging if needed for final interviews, background check costs, plus 3% for City of
Issaquah and State B&O taxes.
14. Non -Waiver. Waiver by the County of any provision of this Agreement or any time
limitation provided for in this Agreement shall not constitute a waiver of any other
provision.
15. Termination.
The County reserves the right to terminate this Agreement or a search under this
Agreement at any time by giving ten (10) days written notice to the Consultant.
The County shall be liable only for the professional fees and eligible expenses for
work successfully completed up to the effective date of the termination.
b. In the event of the death of a member, partner or officer of the Consultant, or
any of its supervisory personnel assigned to the project, the surviving members
of the Consultant hereby agree to complete the work under the terms of this
Agreement, if requested to do so by the County. This section shall not be a bar
to renegotiations of this Agreement between surviving members of the
Consultant and the County, if the County so chooses.
16. Notices. Notices to the County shall be sent to the following address:
Jefferson County Administrator's Office
P.O. Box 1220
Port Townsend, WA 98368
Notices to Consultant shall be sent to the following address:
The Prothman Company
371 NE Gilman Blvd., Suite 350
Issaquah, WA 98027
17. Venue. The Contractor shall comply with all Federal, State, and local laws and ordinances
applicable to the work to be done under this Agreement. This Agreement shall be interpreted
and construed in accord with the laws of the State of Washington and venue shall be in
Jefferson County, WA.
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18. Integrated Agreement. This Agreement together with attachments or addenda,
represents the entire and integrated Agreement between the County and the
Consultant and supersedes all prior negotiations, representations, or Agreements
written or oral. This Agreement may be amended only by written instrument signed by
both County and Consultant.
19. Severability. If any provision of this Agreement or any provision of any document
incorporated by reference shall be held invalid, such invalidity shall not affect the other
provisions of this Agreement which can be given effect without the invalid provision, if
such remainder conforms to the requirements of applicable law and the fundamental
purpose of this Agreement, and to this end the provisions of this Agreement are
declared to be severable.
DATED this day of February, 2016:
THE PROTHMAN COMPANY
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
Greg Prothman, President Date Kathleen Kler, Chair Date
Attest:
Carolyn Avery Date
Deputy Clerk of the Board
Approved as to form only:
David Alvarez Date
Chief Civil Deputy Prosecuting Attorney
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Executive Search Services
EXHIBIT A: SCOPE OF WORK
Scope of Work
In coordination with the County Administrator and County staff, and for each position:
1. Develop a strategy and process for carrying out the recruitment and selection;
2. Assess County's ability to attract qualified applicants under the County's current
compensation, in relation to the community's location, amenities and cost of living; the
County's 7 comparison counties; and the overall competitive marketplace;
3. Develop recruitment materials;
4. Conduct a recruitment campaign;
5. Identify candidates for serious consideration;
6. Schedule, arrange for, structure, and participate in County interviews;
7. Vet the candidates, including but not limited to verifying education and work history,
conduct criminal, financial, civil litigation, and media background checks.
8. Assist the County Administrator in negotiating an employment contract.
9. Notify unsuccessful applicants.
10. In the event that the selected candidate leaves Jefferson County employment before a
period of at least one year, firm will conduct an additional recruitment as specified in
this Agreement.
In addition, refer to the following elements as proposed by The Prothman Company and
incorporated herein:
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Recruitment Strateav
Every recruitment we conduct is a national search.. We have an aggressive national advertising
campaign and we have the ability to mail the job announcement to every city, county, district,
etc., in the US. Screening for "fit" is one of the most important elements in a recruitment. 'ghat
sets us apart from our competition is that we know this region... our office is in Washington and
we specialize in the western states. The length of tenure of our placed candidates is the highest
in the industry because we understand the qualities required for candidates to fit within our
unique communities, cultures and weather!
We have conducted hundreds of successful executive searches and refined our process along
the way. We provide the process, but you call the shots_.. whether you grant weekly updates or
monthly updates, more meetings or less meetings... we tailor every recruitment to meet your
needs. We will partner with you and find you a highly qualified candidate who is the perfect "fit -
for your organization, guaranteed!
Recruitment Process
Project Review
The first step will be to review the following topics:
• Review the scope of work and 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
+ Identifil key stakeholders
Information Gathering and Research (Soliciting Input)
We will spend as much time as it takes to learn everything we can about your
organization. Our goal is to thoroughly understand the values and culture of Jefferson
County, as well as the preferred qualifications you desire in your next Community
Development Director and Central Services Director. We will:
• Meet with the County Administrator
Meet with staff and others as directed
• Review all documents related to the position
Position Profile Development (Identifying the Ideal Candidate)
Vile will develop a profile of your ideal candidate. Once the Position Profile is written and
approved, it will serve as the foundation for our determination of a candidate's "fit" within the
organization and community. Profiles include the following:
a 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
• Overview of the region
• Descripbon of the environment and quality of life details
a Compensation package details
Information on how to apply
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Recruitment and Advertising Strategy (Locating Qualified Candidates)
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
cityicounty professionals who are not actively searching for a new position.
• Direct Contact Calls placed directly to candidates we know will be a good fit.
a 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 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 and binders which
include each candidate's application materials and the results of the personal
interviews and publication search. We will travel to Jefferson County 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.
Finaf Interview Process (Selecting the Right Candidate)
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 (which can include community stakeholders), a
public evening reception or 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.
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+ 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.
• Education Verification, Criminal History, Driving Record and Sex
Offender Check
We contract with Sterling and 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.
a 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 will travel to Jefferson County 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.
a 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.
a 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.
a 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.
Warranty
Repeat the Recruitment: Should a top candidate not be chosen, we will repeat
the recruitment with no additional professional fee, the only cost would be the
expenses_
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Schedule
One of our first tasks will be to coordinate and commit a schedule. Then, we protect your dates
on a master] schedule to assure we never miss a commitment. We provide you our cell phone
numbers so you have direct access to your lead consultant and support staff and we will
communicate and update you as often as you desire.
Our recruitments take approximately 10-14 weeks to complete, depending on the scope and
direction from the client. You can expect approximately: 2-3 weeks for stakeholder interviews
and profile development and approval, 5-6 weeks for recruitment, 2-3 weeks for screening and
interviewing, and 2-3 -weeks for coordinating final interviews.
Sample Schedule
Week
Activities
Weeks 1 & 2
Work contract, schedule, profile, and hold
stakeholder interviews
Week 2
Send profile for review, approve profile
Week 3
Post profile and start advertising
Week 7
Application Close Date
Weeks 8 & 9
Prothman screens applications & interviews top
10 - 15 candidates
Week 10
Work Session to review semifinalists and pick
finalists
Week 12
Final Interview Process
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PROJECT TEAM
STEVE WORTHINGTON PROJECT LEAD
Steve is a senior consultant for Prothman and brings over 25 years of successful leadership in
local government and is currently serving a 4 -year terra as a Council Member for the City of
University Place, WA. Prior to retirement after 6 years as the City Manager for the City of Fife,
WA, Steve served as Community Development Director for six years in Fife and for nine years
for the City of Cheney; WA. Steve was also an economic development specialist for the
Spokane WA Economic Development Council, a member of the Association of Washington
Cities Legislative Task Force and an Economic Development Board Tacoma/Pierce County
Trustee. Steve has a Bachelor of Arts degree in Speech Communications from the University of
Washington, and a Master of Public Administration degree from Eastern Washington University -
JOHN HODGSON - PROJECT SUPPORT
John is a senior consultant for Prothman and brings 33 years of municipal service including,
most recently, 7 '/ years as City Administrator[Chief Administrative Officer for the City of Kent,
the sixth largest city in the state of Washington. Prior to that, John had 26 years in parks and
recreation management for the City of Vancouver, WA, Metropolitan Paris District of Tacoma,
and Director of Parks, Recreation and Community Services for the City of Kent from 1994-2005_
John has a Bachelor of Science degree in Parks and Recreation Management from the
University of Oregon (1980) and completed the Cascade Management Series from the
University of Washington Graduate School of Public Affairs (1992).
GREG PROTHMAN - PROJECT SUPPORT
As President of the Prothman Company, Greg offers a unique combination of 20+ years
experience in various functions of government and 17 years of experience in public sector
recruitment. Prior to forming the Prothman Company, Greg served as a police officer for the
University of Washington and the City of Renton. He left police work after completing his
Master of Public Administration degree and accepted an administrative position for the City of
Des Moines. WA. He was quickly promoted to Assistant City Manager and then City Manager.
After nine years in Des Moines, Greg left city management to become a partner in a local
executive recruitment firm. A Seattle native, Greg completed his BA at Western Washington
University and his Master of Public Administration degree from the University of Washington_
Greg is a member of SMR (Seattle Mountain Rescue).
SONJA PROTHMAN - PROJECT SUPPORT
As Vice -President of the Prothman Company, Sonja assists with recruitments and
organizational assessments, and she manages the support staff and the "business" side of
Prothman. Sonja is a former councilmember for the City of Normandy Park and brings to
Prothman the -elected official" side of city government—an invaluable perspective for
understanding our clients' needs. Sonja also brings private sector expertise having worked with
the Boeing Company where she was on the start-up team as lead negotiator for schedules and
deliverables for the first 777 composite empennage. A Seattle native, Sonja earned a bachelor's
degree in Communications from the University of Washington.
BARRY GASKINS - PROJECT SUPPORT
Barry Gaskins is responsible for candidate management. His attention to detail and
understanding of timeliness to the customer and candidates is remarkable. Barn/ works with the
lead consultant in following through with scheduling interviews, arranging candidate travel,
managing candidate application packets, and assembly of candidate information to give to the
client. Barry came to us from the Bill & Melinda Gates Foundation where he served as a
Program Assistant for four years in the US Library Program. Barry earned his bachelor's degree
from California State University in Los Angeles_
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EXHIBIT B: BUDGET AND PAYMENT
Professional Fee
The fee For conducting a (1) Director of the Department of Community Development
recruitment and (2) Director of the Central Services Department recruitment, and (3) any
other subsequent recruitments, each with a one-year guarantee, is 516,500 per
recruitment, plus expenses. The professional fee covers all Prothman consultant and staff
time required to conduct the recruitment_ This includes all correspondence and all 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. Jefferson County 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 (approx_ S 1,000 - 1,300)
• Direct mail announcements (approx. $1,100- 1,600)
• Final Interview Binders & printing of materials (approx_ $200 - 400)
• Delivery expenses for Interview Binders (approx. 575 - 150)
• Consultant travel: mileage at current IRS rate, travel time at $50 per hour, lodging if needed
for final interviews
• Background checks performed by Sterling (approx_ 5175 per candidate)
• Any client -required licenses, fees or taxes
• Candidate travel_ We cannot approximate candidate travel expenses because they vary
depending on the number of candidates, how far the candidates travel, length of stay, if
spouses are included, etc. If you wish, 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 our City of Issaquah and State B&O
tax obligations we pay on every dollar we invoice for, including expenses. Professional fees are
billed in three equal installments throughout the recruitment. Expenses are billed monthly.
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