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Home My WebLink AboutContract � CAG-17-190 � % � CITY OF . � � � �� s. � � � � , AGREEMENT FOR RECRUITMENT SERVICES � � � THIS AGREEMENT, dated September 28, 2017, is by and between the City of Renton (the "City"), � a Washington municipal corporation, and The Greg Prothman Company ("Consultant"), a � Washington S corporation. The City and the Consultant are referred to collectively in this r Agreement as the "Parties." Once fully executed by the Parties, this Agreement is effective as of � P the last date signed by both parties. � k 1. Scope of Work: Consultant agrees to provide Chief Administrative Officer recruitment � services as specified in the Proposal marked Exhibit 1,which is attached and incorporated � herein and may hereinafter be referred to as the "Work." r G`, S 2. Chan�es in Scope of Work: The City, without invalidating this Agreement, may order � changes to the Work consisting of additions, deletions or modifications.Any such changes 4. to the Work shall be ordered by the City in writing and the Compensation shall be equitably adjusted consistent with the rates set forth in Exhibit 1 or as otherwise mutually � agreed by the Parties. ; i 3. Time of Performance: Consultant shall commence performance of the Agreement � pursuant to the schedule(s) set forth in Exhibit 1. All Work, with the exception of a � replacement search performed under the Guarantee, shall be performed by no later than `:: � March 30, 2018. � 1 4. Compensation: k A. Amount. Total compensation to Consultant for Work provided pursuant to this � Agreement shall not exceed $19,500.00, plus authorized and reimbursable expenses � as identified in Exhibit 1 and any applicable state and local sales taxes. Compensation ; shall be paid based upon Work actually performed according to the rate(s)or amounts � specified in Exhibit 1. The Consultant agrees that any hourly or flat rate charged by it € for its Work shall remain locked at the negotiated rate(s) unless otherwise agreed to s r in writing or provided in Exhibit 1. Except as specifically provided herein, the � Consultant shall be solely responsible for payment of any taxes imposed as a result of ` the performance and payment of this Agreement. � � ; � � 4 ' � � P 8[ R �A F B. Method of Pavment. On a monthly or no less than quarterly basis during any quarter in which Work is performed,the Consultant shall submit a voucher or invoice in a form i specified by the City, including a description of what Work has been performed, the � name of the personnel performing such Work, and any hourly labor charge rate for � such personnel. The Consultant shall also submit a final bill upon completion of all � Work. Payment shall be made by the City for Work performed within thirty (30) calendar days after receipt and approval by the appropriate City representative of the � voucher or invoice. If the Consultant's performance does not meet the requirements of this Agreement, the Consultant will correct or modify its performance to comply � with the Agreement.The City may withhold payment for work that does not meet the � requirements of this Agreement. � C. Effect of Pavment. Payment for any part of the Work shall not constitute a waiver by the City of any remedies it may have against the Consultant for failure of the Consultant to perform the Work or for any breach of this Agreement by the Consultant. � t d D. Non-Appropriation of Funds. If sufficient funds are not appropriated or allocated for �, payment under this Agreement for any future fiscal period, the City shall not be � obligated to make payments for Work or amounts incurred after the end of the r. current fiscal period, and this Agreement will terminate upon the completion of all � remaining Work for which funds are allocated. No penalty or expense shall accrue to � the City in the event this provision applies. � � 5. Termination: A. The City reserves the right to terminate this Agreement at any time, with or without cause by giving ten (10)calendar days' notice to the Consultant in writing. In the event � of such termination or suspension, all finished or unfinished documents,data, studies, � worksheets, models and reports, or other material prepared by the Consultant � pursuant to this Agreement shall be submitted to the City, if any are required as part � � of the Work. i E ( B. In the event this Agreement is terminated by the City,the Consultant shall be entitled � to payment for all hours worked to the effective date of termination, less all payments � previously made. If the Agreement is terminated by the City after partial performance ! of Work for which the agreed compensation is a fixed fee, the City shall pay the � Consultant an equitable share of the fixed fee. This provision shall not prevent the � City from seeking any legal remedies it may have for the violation or nonperformance t of any of the provisions of this Agreement and such charges due to the City shall be � deducted from the final payment due the Consultant. No payment shall be made by � the City for any expenses incurred or work done following the effective date of � termination unless authorized in advance in writing by the City. E s � �- b .,. ; ... .� ,. � . _. � Page 2 of 10 ' x � � � E � � 6. Warranties And Right To Use Work Product: Consultant represents and warrants that ; Consultant will perform all Work identified in this Agreement in a professional and � workmanlike manner and in accordance with all reasonable and professional standards and laws. Compliance with professional standards includes, as applicable, performing the � Work in compliance with applicable City standards or guidelines (e.g. design criteria and � Standard Plans for Road, Bride and Municipal Construction). Professional engineers shall � certify engineering plans, specifications, plats, and reports, as applicable, pursuant to �. RCW 18.43.070. Consultant further represents and warrants that all final work product � created for and delivered to the City pursuant to this Agreement shall be the original work � of the Consultant and free from any intellectual property encumbrance which would k restrict the City from using the work product. Consultant grants to the City a non- � exclusive, perpetual right and license to use, reproduce, distribute, adapt, modify, and � display all final work product produced pursuant to this Agreement, with the exception E of the Prothman copyrighted Position Profile format. The City's or other's adaptation, � modification or use of the final work products other than for the purposes of this ` i Agreement shall be without liability to the Consultant. The provisions of this section shall � survive the expiration or termination of this Agreement. � � � 7. Record Maintenance: The Consultant shall maintain accounts and records, which � properly reflect all direct and indirect costs expended and Work provided in the ' performance of this Agreement and retain such records for as long as may be required by � applicable Washington State records retention laws, but in any event no less than six � years after the termination of this Agreement. The Consultant agrees to provide access � � to and copies of any records related to this Agreement as required by the City to audit expenditures and charges and/or to comply with the Washington State Public Records Act � (Chapter 42.56 RCW). The provisions of this section shall survive the expiration or � termination of this Agreement. � y 8. Public Records Compliance: To the full extent the City determines necessary to comply � with the Washington State Public Records Act, Consultant shall make a due diligent search " of all records in its possession or control relating to this Agreement and the Work, � including, but not limited to, e-mail, correspondence, notes, saved telephone messages, � recordings, photos, or drawings and provide them to the City for production. In the event � Consultant believes said records need to be protected from disclosure, it may, at � Consultant's own expense, seek judicial protection. Consultant shall indemnify, defend, � and hold harmless the City for all costs, including attorneys' fees, attendant to any claim � or litigation related to a Public Records Act request for which Consultant has responsive � records and for which Consultant has withheld records or information contained therein, g or not provided them to the City in a timely manner. Consultant shall produce for � distribution any and all records responsive to the Public Records Act request in a timely � manner, unless those records are protected by court order.The provisions of this section � shall survive the expiration or termination of this Agreement. � � - � Page 3 of 10 ` ' , f„ � � � 9 � �g F E � � { 9. Independent Contractor Relationship: � A. The Consultant is retained by the City oniy for the purposes and to the extent set forth g in this Agreement.The nature of the relationship between the Consultant and the City during the period of the Work shall be that of an independent contractor, not employee.The Consultant, not the City, shall have the power to control and direct the R details, manner or means of Work. Specifically, but not by means of limitation, the � Consultant shall have no obligation to work any particular hours or particular � schedule, unless otherwise indicated in the Scope of Work or where scheduling of � attendance or performance is mutually arranged due to the nature of the Work. Consultant shall retain the right to designate the means of performing the Work � covered by this agreement, and the Consultant shall be entitled to employ other [ workers at such compensation and such other conditions as it may deem proper, F provided, however, that any contract so made by the Consultant is to be paid by it alone, and that employing such workers, it is acting individually and not as an agent � for the City. �' B. The City shall not be responsible for withholding or otherwise deducting federal � income tax or Social Security or contributing to the State Industrial Insurance � Program, or otherwise assuming the duties of an employer with respect to Consultant � or any employee of the Consultant. C. If the Consultant is a sole proprietorship or if this Agreement is with an individual,the Consultant agrees to notify the City and complete any required form if the Consultant retired under a State of Washington retirement system and agrees to indemnify any losses the City may sustain through the Consultant's failure to do so. � 10. Hold Harmless: The Consultant agrees to release, indemnify, defend, and hold harmless � the City, elected officials, employees, officers, representatives, and volunteers from any � and all claims, demands, actions, suits, causes of action, arbitrations, mediations, � proceedings, judgments, awards, injuries, damages, liabilities, taxes, losses, fines, fees, � penalties, expenses, attorney's or attorneys' fees, costs, and/or litigation expenses to or � by any and all persons or entities, arising from, resulting from, or related to the negligent acts, errors or omissions of the Consultant in its performance of this Agreement or a � breach of this Agreement by Consultant, except for that portion of the claims caused by � the City's sole negligence. � � Should a court of competent jurisdiction determine that this agreement is subject to RCW 4.24.115 Validit of a reement to indemnify against liability for negligence relative to � , � Y g construction,alteration, improvement, etc., of structure or improvement attached to real � k estate...) then, in the event of liability for damages arising out of bodily injury to persons � or damages to property caused by or resulting from the concurrent negligence of the � Consultant and the City, its officers, officials, employees and volunteers, Consultant's � liability shall be only to the extent of Consultant's negligence. � � ` � � Page 4 of 10 � � t d � } � r i' l z 6 t It is further specifically and expressly understood that the indemnification provided in � � this Agreement constitute Consultant's waiver of immunity under the Industrial g Insurance Act, RCW Title 51, solely for the purposes of this indemnification. The Parties � have mutually negotiated and agreed to this waiver. The provisions of this section shall � survive the expiration or termination of this Agreement. � � � R 11. Gifts and Conflicts: The City's Code of Ethics and Washington State law prohibit City � employees from soliciting, accepting, or receiving any gift, gratuity or favor from any k; person, firm or corporation involved in a contract or transaction. To ensure compliance " with the City's Code of Ethics and state law,the Consultant shall not give a gift of any kind � to City employees or officials. Consultant also confirms that Consultant does not have a � business interest or a close family relationship with any City officer or employee who was, � is, or will be involved in selecting the Consultant, negotiating or administering this � Agreement, or evaluating the Consultant's performance of the Work. � � 12. Citv of Renton Business License: The Consultant shall obtain a City of Renton Business � � License prior to performing any Work and maintain the business license in good standing � throughout the term of this agreement with the City. � Information regarding acquiring a city business license can be found at: � http•//rentonwa.�ov/business/default.aspx?id=548&mid=328. F Information regarding State business licensing requirements can be found at: � http•//dor.wa.�ov/content/doin�business/re�istermvbusiness/ � � � 13. Insurance: Consultant shall secure and maintain: � A. Commercial general liability insurance in the minimum amounts of $1,000,000 for � each occurrence/$2,000,000 aggregate for the Term of this Agreement. � � B. In the event that Work delivered pursuant to this Agreement either directly or # indirectly involve or require Professional Services, Professional Liability, Errors and � Omissions coverage shall be provided with minimum limits of $1,000,000 per � occurrence. Professional Services , for the purpose of this section, shall mean any � �� Work provided by a licensed professional or Work that requires a professional � a standard of care. � � a C. Workers' compensation coverage, as required by the Industrial Insurance laws of the � State of Washington, shall also be secured. � � D. Commercial Automobile Liability for owned,leased,hired or non-owned, leased,hired � or non-owned, with minimum limits of $1,000,000 per occurrence combined single t � E � � � � Page 5 of 10 f t � � � � � s 4 � i_ limit, if there will be any use of Consultant's vehicles on the City's Premises by or on � behalf of the City, beyond normal commutes. � E. Consultant shall name the City as an Additional Insured on its commercial general liability policy on a non-contributory primary basis. The City's insurance policies shall not be a source for payment of any Consultant liability, nor shall the maintenance of x any insurance required by this Agreement be construed to limit the liability of � Consultant to the coverage provided by such insurance or otherwise limit the City's � recourse to any remedy available at law or in equity. � F. Subject to the City's review and acceptance, a certificate of insurance showing the � t proper endorsements, shall be delivered to the City before performing the Work. �� G. Consultant shall provide the City with written notice of any policy cancellation, within � ,` two (2) business days of their receipt of such notice. � � 14. Delavs: Consultant is not responsible for delays caused by factors beyond the � Consultant's reasonable control. When such delays beyond the Consultant's reasonable � control occur,the City agrees the Consultant is not responsible for damages, nor shall the � Consultant be deemed to be in default of the Agreement. � � 15. Successors and Assigns: Neither the City nor the Consultant shall assign, transfer or � encumber any rights, duties or interests accruing from this Agreement without the � written consent of the other. ; � 16. Notices: Any notice required under this Agreement will be in writing, addressed to the � � appropriate party at the address which appears below (as modified in writing from time � to time by such party), and given personally, by registered or certified mail, return receipt � requested, by facsimile or by nationally recognized overnight courier service.Time period � for notices shall be deemed to have commenced upon the date of receipt, EXCEPT � facsimile delivery will be deemed to have commenced on the first business day following � transmission. Email and telephone may be used for purposes of administering the � Agreement, but should not be used to give any formal notice required by the Agreement. � 4 CITY OF RENTON CONSULTANT: PROTHMAN � � � Ellen Bradley-Mak John Hodgson � 1055 South Grady Way "�:� ��= �� !�� `�� Renton, WA 98057 �ss�� 'V�� Phone: (425) 430-7657 Phone: 206-368-0050 � EBradley-Mak@Rentonwa.gov jc��r��>r�ar�.c�� Fax: (425) 430-425-430-7665 Fax: 425-270-3496 � � � ,�y � Page 6 of 10 � � � � � � � i � � � a i 4 17. Discrimination Prohibited: Except to the extent permitted by a bona fide occupational � � qualification, the Consultant agrees as follows: � A. Consultant, and Consultant's agents, employees, representatives, and volunteers with regard to the Work performed or to be performed under this Agreement, shall � not discriminate on the basis of race, color, sex, religion, nationality, creed, marital status, sexual orientation or preference, age (except minimum age and retirement � provisions), honorably discharged veteran or military status, or the presence of any � sensory, mental or physical handicap, unless based upon a bona fide occupational ` qualification in relationship to hiring and employment, in employment or application � for employment, the administration of the delivery of Work or any other benefits � under this Agreement, or procurement of materials or supplies. � � � � B. The Consultant will take affirmative action to insure that applicants are employed and t that employees are treated during employment without regard to their race, creed, � color, national origin, sex, age, sexual orientation, physical, sensory or mental � handicaps, or marital status. Such action shall include, but not be limited to the � following employment, upgrading, demotion or transfer, recruitment or recruitment � advertising, layoff or termination, rates of pay or other forms of compensation and � selection for training. � C. If the Consultant fails to comply with any of this Agreement's non-discrimination � � provisions, the City shall have the right, at its option, to cancel the Agreement in � whole or in part. � � D. The Consuttant is responsible to be aware of and in compliance with all federal, state � and local laws and regulations that may affect the satisfactory completion of the � � project, which includes but is not limited to fair labor laws, worker's compensation, � and Title VI of the Federal Civil Rights Act of 1964, and will comply with City of Renton ; r Council Resolution Number 4085. � � k 18. Miscellaneous: The parties hereby acknowledge: � A. The City is not responsible to train or provide training for Consultant. � � � B. Consultant will not be reimbursed for job related expenses except to the extent � specifically agreed within the attached exhibits. x a C. Consultant shall furnish all tools and/or materials necessary to perform the Work � except to the extent specifically agreed within the attached exhibits. � tr � D. In the event special training, licensing, or certification is required for Consultant to � provide Work he/she will acquire or maintain such at his/her own expense and, if � Consultant employs, sub-contracts, or otherwise assigns the responsibility to perform � r � � � Page 7 of 10 � � � r � � i t the Work, said employee/sub-contractor/assignee will acquire and or maintain such � training, licensing, or certification. � E. This is a non-exclusive agreement and Consultant is free to provide his/her Work to � s other entities, so long as there is no interruption or interference with the provision of � Work called for in this Agreement. � � � � F. Consultant is responsible for his/her own insurance, including, but not limited to � health insurance. � G. Consultant is responsible for his/her own Worker's Compensation coverage as well as � that for any persons employed by the Consultant. � � � � 19. Other Provisions: � A. Approval Authoritv. Each individual executing this Agreement on behalf of the City � and Consultant represents and warrants that such individuals are duly authorized to � execute and deliver this Agreement on behalf of the City or Consultant. � t r B. General Administration and Mana�ement.The City's project manager is Ellen Bradley- � � Mak. In providing Work, Consultant shall coordinate with the City's contract manager � or his/her designee. � � C. Amendment and Modification. This Agreement may be amended only by an � $ instrument in writing, duly executed by both Parties. �. � D. Conflicts. In the event of any inconsistencies between Consultant proposals and this � Agreement, the terms of this Agreement shall prevail. Any exhibits/attachments to � this Agreement are incorporated by reference only to the extent of the purpose for � which they are referenced within this Agreement. To the extent a Consultant h � prepared exhibit conflicts with the terms in the body of this Agreement or contains � terms that are extraneous to the purpose for which it is referenced, the terms in the � body of this Agreement shall prevail and the extraneous terms shall not be � incorporated herein. � E. Governin Law. This Agreement shall be made in and shall be governed by and � F interpreted in accordance with the laws of the State of Washington and the City of � Renton. Consultant and all of the Consultant's employees shall perform the Work in � accordance with all applicable federal, state, county and city laws, codes and � 4 ordinances. " � E F. Joint Draftin� Effort.This Agreement shall be considered for all purposes as prepared � by the joint efforts of the Parties and shall not be construed against one party or the � other as a result of the preparation, substitution, submission or other event of � negotiation, drafting or execution. � � _ � � Page 8 of 10 � � � & � s � f 4 A Y G. Jurisdiction and Venue. Any lawsuit or legal action brought by any party to enforce or ` interpret this Agreement or any of its terms or covenants shall be brought in the King ' County Superior Court for the State of Washington at the Maleng Regional Justice � Center in Kent, King County, Washington, or its replacement or successor. � � H. Severabilitv. A court of competent jurisdiction's determination that any provision or � part of this Agreement is illegal or unenforceable shall not cancel or invalidate the � remainder of this Agreement, which shall remain in full force and effect. � I. Sole and Entire A�reement. This Agreement contains the entire agreement of the � Parties and any representations or understandings, whether oral or written, not incorporated are excluded. � � � J. Time is of the Essence. Time is of the essence of this Agreement and each and all of its provisions in which performance is a factor. Adherence to completion dates set � forth in the description of the Work is essential to the Consultant's performance of b this Agreement. x. � K. Third-Partv Beneficiaries. Nothing in this Agreement is intended to, nor shall be � construed to give any rights or benefits in the Agreement to anyone other than the a Parties, and all duties and responsibilities undertaken pursuant to this Agreement will � be for the sole and exclusive benefit of the Parties and no one else. � � L. Bindin� Effect. The Parties each bind themselves, their partners, successors, assigns, � and legal representatives to the other party to this Agreement, and to the partners, � successors, assigns, and legal representatives of such other party with respect to all ; covenants of the Agreement. � � � M. Waivers. All waivers shall be in writing and signed by the waiving party. Either party's � failure to enforce any provision of this Agreement shall not be a waiver and shall not � prevent either the City or Consultant from enforcing that provision or any other � provision of this Agreement in the future. Waiver of breach of any provision of this �. Agreement shall not be deemed to be a waiver of any prior or subsequent breach � � unless it is expressly waived in writing. � � N. Counterparts. The Parties may execute this Agreement in any number of � counterparts, each of which shall constitute an original, and all of which will together � constitute this one Agreement. � � IN WITNESS WHEREOF, the Parties have voluntarily entered into this Agreement as of the date � last signed by the Parties below. � � i � „ � � Page 9 of 10 ° � � a � � � � # � � � w E r � crrY o��rv�ro�v coNsuLraNr � � -, --�. � F �' gy; �»�..�.,�'"'..�'' �� .'c..��....._ sy: ,.�,. ',,�,,.��L"tt+L�� Eilen Bradley-Mak � : ,,,, ; _� r,. �,r � . , . , � , . .. . � . ,; � E 10 -- �I �7 �? _ '�.�.':::__e¢�` � ! � r Date C7ate � � � Approved as to Legal farm � � � � � _.„_„„_._ �. 5hane Moloney � Renton City Attorney � � � � � � S r. � t', t e C v i � � � � � � � R, � e e s[ b � h yL p � � � A �g F � f: t �y h Pege IO of SQ �� 4 �. � � � P � � i � � i Exhibit 1 ` � ; E i Proposal � k to provide recruitment services a r for the City of Renton's next r F Chief Administrative Officer € _ � . � � � CITY OF � E Renton ,°� � � ► � � � r � � � � Y � � 9 d E � � � � Y � b $g i �¢E § � Presented by � --• � . � d 6Q P � � �ty £ � A � i � f f5¢ F{ 3p S � � �, STATEMENT OF QUALIFICATIONS ABOUT PROTHMAN Prothman Company is a Northwest based consulting firm that specializes in providing national and regional executive recruitment services to cities, counties, and other governmental agencies throughout the western United States. Founded and incorporated in Seattle in 2001, Prothman has quickly become an industry leader known and respected for outstanding customer service, quality candidate pools, and knowledge of local government. OUR EXPERTISE Recruitment Knowledae and Experience: The Prothman team has conducted over 450 recruitments and interim placements. We have read and screened over 15,000 resumes, and we have personally interviewed over 5,000 semifinalist candidates. We know how to read between the lines, filter the fluff, and drill down to the qualities and experiences required to be a good manager. Firsthand Knowledae of Local Government: Every Prothman team member has worked in local government. Our talented consultants have a cumulative 150 years in local government service, with expertise ranging from organization management, police and fire management, human resources, finance, public works and elected official public service. OUR PROVEN PROCESS Clients and candidates continually tell us that we have the best process and client service in the industry. The tenure of our placements is among the best in the industry because we understand that "fiY' is the most important part of the process; not just fit within the organization, but fit within the community, as well. �UR GUARANTEE � We are confident in our ability to recruit an experienced and qualified candidate who will be the perfect "fiY' for your organization. Should the selected finalist leave the position or be terminated for cause within one year from the employment date, we will conduct a replacement search with no additional professional fee. CONTACT Sonja Prothman: sonja@prothman.com, 206.368.0050 371 NE Gilman Blvd., Suite 310, Issaquah,WA 98027 Submittal Date: September 27, 2017 ,f7R+O�T7/MAI�► 2 I °r � a R ( STATEMENT OF QUALIFICATIONS i Current Recruitments � City of Fircrest, WA— City Manager Whatcom Transp. Authority, WA— Ops. Mgr. � City of Yakima, WA—Assf. City Manager Woodburn Fire District, OR—Fire Chief � King County Water District 90— Ops. Manager City of Hermiston, OR—Finance Director � Eagle County, CO— County Manager City of Pasco,WA—Pub. Wks. Director � � Twin Transit, WA— Genera/Manager City of Mountlake Terrace, WA— Cmty. Dev. Dir. � City of Lewiston, I D— City Manager City of Yakima,WA—Finance Director � Curry County, OR— County Administrator Curry County, OR—Finance Director � City of Woodburn, OR—Pub. Wks. Director City of Vancouver,WA—HR Director � ; � 2016-2011 Completed Manaqer/Administrator Recruitments � � Hood River County, OR- County Administrator City of Duvall,WA- CityAdministrator � City of Gladstone, OR- City Administrator City of Kenmore,WA- City Manager � City of Lake Stevens,WA- City Administrator City of Lake Forest Park, WA- Cify Admin. $ City of Chelan, WA- City Administrator Snohomish County,WA- Executive Director City of College Place,WA- City Administrator City of Fife,WA- City Manager City of Shelton, WA- City Administrator City of Bothell, WA-Asst. Cify Manager City of Sheridan,WY- Cify Administrator City of Lakewood, WA- City Manager City of West Linn, OR- Cify Manager City of Waldport, OR- City Manager � City of Yachats, OR- City Adminisfrator City of Lake Oswego, OR- Cify Manager ; City of Chehalis,WA- City Manager Deschutes County, OR- County Administrator � Town of W. Yellowstone, MT - Town Manager SW Clean Air Agency,WA-Executive Director � City of Bandon, OR- City Manager eCityGov Alliance, WA-Execufive Director ` City of Canby, OR- City Administrator Paine Field, WA-Airport Director ; City of McMinnville, OR- City Manager Summit County, UT- County Manager �. City of Hood River, OR- City Manager City of Belgrade, MT- City Manager City of Hermiston, OR- City Manager City of Lebanon, OR- Cify Manager � City of Woodinville, WA- City Manager City of Polson, MT- City Manager Lane County, OR- County Administrator Clatsop County, OR- County Manager ° San Juan County, WA- County Manager City of Port Angeles,WA- City Manager � City of Stevenson, WA- Cify Administrator City of Ridgefield, WA- City Manager A' City of Othello, WA- City Administrator MRSC, WA-Executive Director �' City of Lynden, WA- City Administrator City of White Salmon, WA- City Administrator � City of Lincoln City, OR- City Manager City of Lewiston, ID - City Manager `` City of Minot, ND - City Manager City of Milwaukie, OR- City Manager 4 City of Puyallup, WA- City Manager City of Lacey, WA- City Manager f City of Covington, WA- City Manager City of Riverton,WY- City Administrator � WACO, WA- Executive Director City of Shoreline, WA- City Manager � City of Pasco,WA- City Manager City of Gillette, WY- City Administrator � City of Stanwood, WA- City Adminisfrator City of Issaquah, WA- City Administrator p City of Issaquah,WA- Deputy City Admin. City of Newcastle, WA- City Manager � City of Scappoose, OR- City Manager � kg¢ S � � � � --f�' R�C7�/'HMAN 3 � � t � � � Availabilitv, Communication & 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. Sa�'Ytple SCh@dUle - Blue highlighted events represent in-person meetings with the client ,� . h Weeks of October 2 &9, 2017 '�'�!r�c rdt�tr��;�i�1c�s'�a��hfl�'�l�:t��r�t��`i�vvs, ��+��+�'�te�"�r;��i�v . a ,, � ;.,, , >F. � 4 «m �, October 23, 2017 Post profile and start advertising November 23-24, 2017 Thanksgiving Holiday December 3, 2017 Application Close Date Weeks of December 4, 11 & 18, 2017 Prothman screens applications& interviews top 8- 12 candidates " v, ' � ,� g Week of January 8- 12, 2098 "V11ts�c�e��i�r�°��r��1i�vV�s�t�'r��in�T�►��11�u��'�t� ar�+��ciC��na��ists . x� : � F��I Int�r�ri�v1i��asi�ally in��d,��r� ��ring ,: Week of January 29—Feb.2, 2018 r�c�ption and,ri��#�1 ' ;��it��erhis. . � � � 4 � � € � P¢ 9 v STATEMENT OF QUALIFICATIONS - PROJECT TEAM i JOHN HODGSON - PROJECT LEAD � John is a senior consultant for Prothman and brings 33 years of municipal service including, � most recently, 7 %z 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 f. recreation management for the City of Vancouver, WA, the Metropolitan Park District of � Tacoma, and he was Director of Parks, Recreation & Community Services for the City of Kent € from 1994-2005. John's awards for his service include Kent Chamber of Commerce Public � Employee of the Year, WRPA Honor Fellow, Kiwanis Distinguished President, and the Kent Lions Club Community Service Award. John has a bachelor's degree in Parks & Recreation � Management from the University of Oregon and he completed the Cascade Management Series , from the University of Washington Graduate School of Public Affairs. �_ k BILL MCDONALD - PROJECT SUPPORT ; Bill is a senior consultant and has been associated with the Prothman team for over 15 years. � With 42 years of experience in local government in Washington and Oregon, nearly 30 years of � experience as a City Manager/Administrator, Bill's past service includes City Manager, Puyallup, � WA, City Administrator, DuPont, WA, City Manager, Snohomish, WA, and Clatskanie, OR, � County Commissioner, Columbia County, OR, Assistant to the City Manager, Milwaukie, OR, Criminal Justice Planner in Clackamas, OR, and CRAG (now METRO). Bill has a MPA from � Portland State University. His awards include the 2010 Excellence Award from the Washington � City/County Management Association. � k 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 is responsible for candidate management. 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 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. JARED ECKHARDT- PROJECT SUPPORT Jared is responsible for profile development and candidate outreach. He is a recent (2015) � graduate from the University of Washington and we have enjoyed watching him learn and � mature the past year. � � � � a � > -��izcrn=�n�an► 5 � Recruitment Strateqv 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 and the length of tenure of our placed candidates is the highest in the industry because our process emphasizes "fit" and we learn and understand the qualities required for candidates to fit within our clients' 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 want weekly updates ar monthly updates, more meetings or less meetings... 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 ♦ 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 values and culture of your organization, as well as the preferred qualifications you desire in your next Chief Administrative Officer. We will travel to Renton and: ♦ Meet with the Mayor ♦ Meet with Council as directed ♦ Meet with Staff as directed ♦ Meet with other stakeholders as directed ♦ Review all documents related to the position Position Profile Development (Identifying fhe Ideal Candidate) 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 "fit" within the organization and community. 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 • Overview of the region • Description of the environment and quality of life details ♦ Compensation package details ♦ Information on how to apply �F�RO??�MAN 6 9 I[ 4p F 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 i 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 managers/administrators who are not actively searching for a new � position. � ♦ Direct Contact Calls and emails placed directly to candidates who we know ` would be a good fit. � ♦ 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. F 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 and send to you 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 Renton 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. z 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 learn as much as possible about each candidate. p: ♦ 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 and an evening reception. � • Deciding on Candidate Travel Expenses � We will help you identify which expenses your organization wishes to cover. � • Identifying Interview Panel Participants 8� Panel Facilitators � We will work with you to identify the participants of different interview panels to ensure that all stakeholders identified have been represented. � f' -�R�['7rINMAJ�t � � � � � ♦ Background Checks In addition to the internet background search, 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 6-8 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 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 will travel to Renton 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: 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: If you follow our process and a top candidate is not chosen, we will repeat the recruitment with no additional professional fee, the only cost would be the expenses. -IF7f2+C7T7-rMAN $ 4 d F & � FEE, EXPENSES & GUARANTEE ; � � Professional Fee � The fee for conducting a Chief Administrative Officer recruitment with a one-year guarantee is $19,500, 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 and geographical scope of the recruitment. We work ' diligently to keep expenses at a minimum and keep records of all expenditures. The City of � Renton 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. $1,600- 1,900) ` Y • Direct mail announcements (approx. $1,600-2,100) � � • Interview binders & printing of materials(approx. $350 -700) � • Delivery expenses for interview binders (approx. $75-200) � • Consultant travel: NO CHARGE � • Background checks performed by Sterling (approx. $175 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 City of Issaquah and State B&O tax ; obligations that we pay for every dollar we invoice, including expenses. Professional fees are � billed in three equal installments throughout the recruitment. Expenses are billed monthly. % a Additional Candidate Selection � This proposal provides that the client shall hire one (1) candidate from the applicant pool. � Should the client wish to hire a second applicant identified by this search, there will be an � additional fee. Prothman retains ownership of all application materials submitted by the ; applicants. � � Guarantee Our record of success in placing highly qualified candidates provides that Prothman will �° guarantee with a full recruitment that if the selected finalist is terminated or resigns within one �. year from the employment date, we will conduct a replacement search with no additional � professional fee, the only cost to you would be for the expenses, on the condition that the � position has been recruited at market rate salary. � � 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. � � � � � -1�IROTHMAN 9 � � R � � �