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Home My WebLink About6706 ROMINIAN May 31, 2024 Mr. Greg Wheeler Mayor City of Bremerton 345 6th Street, Suite 100 Bremerton, WA 98337 Dear Mayor Wheeler: We thank the City of Bremerton for its confidence in Prothman to assist in providing recruitment services for its next Parks & Recreation Director. The following represents a scope of work for these services and the associated professional fee and expenses. Scope of Work 1. Develop a Tailored Recruitment Strategy Project Review The first step will be to: • Review the scope of work and project schedule • Review compensation and decide if a salary survey is needed Information Gathering and Research We will meet via Zoom/phone or travel to Bremerton and 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 Parks & Recreation Director. We will: • Meet with the Mayor • Meet with the HR Manager • Meet with Parks & Recreation staff, as directed • Meet with other City Staff, as directed • Meet with other Stakeholders, as directed • Review all documents related to the position Position Profile Development 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 ideal personality traits • Organization-specific information • Description of the organization, position and key responsibilities • Priorities and challenges facing the organization • Community-specific information • Compensation package details • Information on how to apply 206.368.0050 700 NW Gilman Blvd., Suite E103-433, Issaquah,WA 98027 www.prothman.com 2. Identify, Target, and Recruit Viable Candidates Outreach and Advertising Strategy 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 related websites. • Targeted Direct Mail Recruitment Brochures sent directly to hundreds of Parks & Recreation management professionals who are not actively searching for a new position. • Focused Candidate Outreach via thousands of emails and personal networking from our database of Parks & Recreation management professionals. • Posting the Position Profile on Prothman's Facebook and Linkedln pages, and on the Prothman website, which receives over five thousand visits per week from potential candidates. 3. Conduct Preliminary Screening Candidate Screening Once the application deadline has passed, we will conduct an extensive candidate review designed to gather detailed information on the leading candidates. The screening process has 3 key steps: 1) Application Review: Using the Position Profile as our guide, we will screen the candidates for qualifications based on the resumes, applications, and supplemental question responses (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) 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. 3) Personal Interviews: We will conduct in-depth videoconference or in-person interviews with the top 4 to 10 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. Candidate Presentation We will prepare and send to you candidate packets which include each candidate's application materials and the results of the personal interviews and publication search. We will meet via Zoom or travel to Bremerton 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 3 to 6 candidates to invite to the final interviews. We will discuss the planning and design of the final interview process during this meeting. Ran-in/LAN AN Page 2 of 4 4. Prepare Materials and Process for Final Interviews Final Interview Process The design of the final interviews is an integral component towards making sure that all stakeholders have the opportunity to learn as much as possible about each candidate. • Elements of the design process include: • Deciding on the Structure of the Interviews • Deciding on Candidate Travel Expenses • Background Checks Background checks include the following: • References • Education Verification, Criminal History, Driving Record and Sex Offender Check • Candidate Travel Coordination After you have identified the travel expenses you wish to cover, we work with the candidates to organize the most cost-effective travel arrangements. • Final Interview Packets The Final Interview Packets include the candidates' application materials and sample interview questions and are the tool that keeps the final interview process organized. • Final Interviews with Candidates We will travel to Bremerton 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. • Candidate Evaluation Session: After the interviews are complete, we will facilitate the evaluation process, help the decision makers come to consensus, discuss next steps, and organize any additional candidate referencing or interview sessions if needed. • Facilitate Employment Agreement: Once the top candidate has been selected, we offer any assistance needed in developing a letter of offer and negotiating terms of the employment agreement. 5. Warranty Repeat the Recruitment If you follow the major elements of our process and a top candidate is not chosen, we will repeat the recruitment with no additional professional fee, the only cost to you would be for the expenses. 6. Guarantee Replacement Recruitment 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 one replacement search with no additional professional fee, the only cost to you would be for the expenses. IF Ftorri//N, uv Page 3 of 4 FEE & EXPENSES Professional Fee The fee for conducting a Parks & Recreation Director recruitment with a one-year guarantee is $17,500. The professional fee covers all Prothman staff time required to conduct the recruitment. This includes all correspondence with the client, writing and placing the recruitment ads, development of the candidate profile, creating and processing direct mail letters, creating and coordinating the email campaign, reviewing resumes, coordinating and conducting semifinalist interviews, coordinating and attending finalist interviews, coordinating candidate travel, conducting background checks and professional references on the finalist candidates and all other search related tasks required to successfully complete the recruitment. Professional fees are billed in three equal installments throughout the recruitment, one at the beginning, at the halfway point, and upon completion of the final interviews. Expenses Expenses vary depending on the design and geographical scope of the recruitment. We do not mark up expenses and work diligently to keep expenses at a minimum and keep records of all expenditures. The City of Bremerton will be responsible for reimbursing expenses Prothman incurs on your behalf for each recruitment. Expenses for each recruitment include: • Trade journal, Linkedln, and associated website advertising (approx. $1,300) • Direct mail announcements ($1,700) • Consultant travel: No charge • Interview Packets and Shipping, if requested (approx. $200 - $350) • Background checks performed by Sterling (approx. $170 per candidate) Other Expenses 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. Cancellation You have the right to cancel the search at any time. Your only obligation would be the fees and expenses incurred prior to cancellation. Accepted by: CITY OF BREMERTON PROTHMAN COMPANY Greg Wheeler Digitally signed2024.06.04 by Greg17:20:52 Wheel0700'er P, ' 5/31/2024 Greg Wheeler Date Sonja` rothman Date Mayor Chief Executive Officer Ran-in/LAN Page 4 of 4