Loading...
HomeMy WebLinkAbout121916_ca07Consent Agenda JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners FROM: Philip Morley, County Administrat DATE: December 19, 2016 SUBJECT: Amendment #1 to Professional Services Agreement with the Prothman Company for Executive Search Services STATEMENT OF ISSUE: The County Commissioners are requested to approve Amendment #1 to the Professional Services Agreement with the Prothman Company for Executive Search Services, adding a third search and extending the term of the Agreement through December 31, 2017. ANALYSIS: In 2016 the County contracted with the Prothman Company to perform two executive searches. Amendment #1 extends the agreement through the end of 2017, and increases the number of searches to include three executive searches: for management or professional positions in Community Development, Central Services, and the Prosecutor's Office. FINANCIAL ANALYSIS: The original contract amount was $43,650. The new contract amount is $65,500. Funds are included in the 2016 and 2017 adopted County Budgets. RECOMMENDATION: It is recommended that the Board of County Commissioners pass a motion authorizing execution of the proposed Amendment #1 to the Professional Services Agreement with the Prothman Company for Executive Search Services. REVIEWED BY: Philip Morle, C my Administrator Date AMENDMENT #1: PROFESSIONAL SERVICES AGREEMENT WITH THE PROTHMAN COMPANY FOR EXECUTIVE SEARCH SERVICES WHEREAS, Jefferson County (County) and The Prothman Company (Consultant) have a Professional Services Agreement for executive search services (Agreement), which was executed on February 16, 2016, and WHEREAS, the Agreement expires on December 31, 2016; and WHEREAS, Consultant is presently engaged in two searches that will continue into 2017; and WHEREAS, County and Consultant wish to extend the Agreement; NOW, THEREFORE, the Professional Services Agreement with The Prothman Company For Executive Search Services, entered into on February 16, 2016, is hereby amended as follows: A. Section 2. Scope of Services is hereby amended as follows: 2. Scope of Services. Consultant agrees to perform the executive search services for the recruitment and selection of qualified individuals for three Jefferson County senior management or professional positions: the Director of the Department of Community Development, the Director of the Central Services Department, and the Chief Civil Deputy Prosecuting Attorney. 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 2017 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. B. Section 3. Time for Performance is hereby amended as follows: 3. Time for Performance. Work under this Agreement shall commence upon execution of this Agreement by all parties and shall terminate on December 31, 2017, unless terminated earlier pursuant to Section 15. Termination. Consultant shall perform all services and provide all work product required pursuant to this Agreement in a manner consistent with the Schedule provisions in Exhibit "A." C. Paragraph a. of Section 4. Payment is hereby amended 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 $65,500, excluding candidate travel expenses, without express written amendment of this Page 1 of 2 Amendment #1: Executive Search Services Agreement executed by both parties. D. Except as set forth in this Amendment #1, all other terms of the original February 16, 2016 Professional Services Agreement with The Prothman Company For Executive Search Services remain in full force and effect. HEREBY EXECUTED AND DATED this THE PROTHMAN COMPANY Greg othman, President Date day of December, 2016: JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kier, Chair Attest: Date Carolyn Avery Date Deputy Clerk of the Board Approved as to form only: IL l�zol6 Michael Haas Da e Prosecuting Attorney Page 2 of 2 Amendment #1: 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: Recruitment Strateav Every recruitment we conduct is a national semi. 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 'fir is one of the most important elements in a recrudrnent. What 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 weatherl We have conducted hundreds of successful executive searches and refined our process 2" the way. We provide the process, but you call the shots--. whether you want 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 r Identify 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 vales and culture of Jefferson County, as well as the preferred quarfications 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 !deaf Candkfate) We 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 'fir wiifun the organization and community. Profiles aidude the following: * A description of the ideal candidate's qualifications • Years of related experience and education required Ideal personality traits and work habits Orgaritmd m -specific information • Description of the organization, position and key responsibilities • Priorities and 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 Recruitrnent 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 racrvft. 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 city/county professionals who are not actively searching for a new position_ ♦ Direct Contact Calls placed directly to candidates we know will be a good fd. ♦ 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, me 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 quakficabons based on the resumes, applications, and supplemental questions (to determine a candidate's writes skits, analytical abilities and communication style)_ Anter the initial screening, we take the yes's and nnaybe'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 gage 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 wkhirn 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 (Selecting the Right Candidate) The design of the final interviews is an integral component towards making sure that all stakeholders have the opportunity to team 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_ Background Checks Prior to the final interviews, we will conduct a background check on each of the fina hst 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, subordwrates 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 a*ninal history, driving record and sex mender check on each candidate in the states in which they have worked. Candidate Travel Coordination For those candidates who will be travefrrrg to the linal interviews, we work with the candidates to organize the most cost effective travel arrangements. Finial Interview Binders We wit 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. r Panelists & Decision Makers Debrief: After the interviews are complete, we wilt facilitate a debrief with all panel participants where the panel facilitators will report their paners 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 debris# 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 empkoyment agreement. Warranty ♦ Repeat the Recruitment: Should a top candidate not be chosen, we will repeat the recnxtrnent with no additional professional fee, the only cost would be the expenses. Schedule One of our fust tasks wig be to coordinate and conv ii a schedule. Then, we pmWd your dates on a rnasW schedule to assure we never mss a oa rr>enL We provide you our cell phone nun hers so you have direct access to your lead consultant and support staff and we will corrnuntcate and update you as often as you desire_ Orr recruittnertls take apprownutely 14-14 weeks to complete, depending on the scope and &edam from the client. You can expect ap =idrnately. 2-3 weeks for stale irrtermws and WoMe development and approval, 5-6 weeks for recruil ent, 2-3 weeks for screening and k4erviewing, and 2-3 weeks for coordkuMng final irderwews. Sample Schedule Weeks .&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 PROJECT TEAM STEVE WORTHINGTON - PROJECT LEAD Steve is a senior consultant for Proftmn and brings over 25 years of successful leadership in local government and is currently serving a 4-ye2r term 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 mine 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 Forge and an Economic Development Board Tacoma/Pierce County Trustee: Steve has a Bachelor of Arts degree in Speech Co mmunkations from the University of Washington, and a Master of Public Administration degreef om Eastern Washington University. JOHN HODGSON - PROJECT SUPPORT John is a senior consultant for Prothman and brings 33 years of munic*al service including, most recenfty, 7 % years as City Administrator/Chief Administrat w Officer for the City of Kent the sixth Largest city in rhe state of Washington_ Prior to that, John had 26 years in parks and recreation management for the City of Vancouver, WA, Metropokan Park District of Tacoma, and. Director of Paries, 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 Scrod 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 governrnent 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 admauive 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 Washesgton. Greg is a member of SMR (Seattle Mountain Rescue) - SMA PROTHMAN PROJECT SUPPORT As Vice -President of the Prothman Company, Sonja assists with recruitrnents and organizational assessments, and she manages the support staff and the "business' side of Prothman. Sonia is a firmer counc*nember for the City of Normandy Park and brings to Prothrnan the "etected official` side of city government --an invaluable perspective for understanding our clients' needs. Sonia 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 Unwersitty of Washington. BARRY GAsKiNs - PROJECT SUPPORT Barry Gaskins is responsbie for candidate rnanagement His attention to detail and understanding of timeliness to the customer and candidates is remarkable. Barry 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 frorn the Bill & Melinda Gates Foundalim 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. EXHIBIT B: BUDGET AND PAYMENT Pno mss` nW 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 $16,500 per recruitment, plus expenses. The professional fee covers all Prothman consultant and staff time required to conduct the recriximent- This includes all correspondence and all on-site meetings with the client, writing and placing the recruitment ads, development of the candidate profile, treating and sending invitation letters, reviewing resins, coordinating and conducting sernifnakst interviews, coordinating and attending finalist interviews, coordinating candidate travel, professional reference checks on the finalist candidates and all other search related tasks requited to successfully complete the recruitment. ftconses Expenses vary depending on the design of the recruitment We work diligentty to keep expenses at a minimum and keep records of all expenditures. .person County will be I e ponsible for reimbursing expenses. Prothrnan incurs on your behalf. Expense items include but are not limited to: • Newspaper, trade journal, websites and other advertising (approxi $1,000 -1,300) • Direct, mail announcements (approx_ $1,100 - 1,6W) • Final Interview Binders & printing of materials (approx. $200 - 400) • Delivery expenses for Interview Binders (approx. $15 -150) • Consultant travel: mileage at current IRS rare, travel time at $50 per tour, lodging if needed for final interviews • Background checks performed by Sterling (approx_ $175 per candidate) • Any dent -required licenses, fees or takes • Candidate travel_ We cannot approxknate candidate travel expenses because they vary depending on the number of candidates, have 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 refects 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 bided morift-