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Ratify consulting agreement with Prothman for professional recruitment services, 911 Communications Director. BEFORE THE BOARD OF COUNTY COMMISSIONERS LEWIS COUNTY, WASHINGTON IN THE MATTER OF: RESOLUTION NO. 21-428 RATIFY A CONSULTING AGREEMENT WITH PROTHMAN FOR PROFESSIONAL RECRUITMENT SERVICES FOR THE 911 COMMUNICATIONS DIRECTOR WHEREAS, Lewis County is actively recruiting for a 911 Communications Director; and WHEREAS, it is the desire of the Lewis County Board of County Commissioners (BOCC) to use the services of a consultant to assist in the talent search and expand the search globally; and WHEREAS, Lewis County has received a recruitment services proposal from Prothman, a professional government recruiting consultant; and WHEREAS, the BOCC has had an opportunity to review the consulting agreement attached as "Attachment A"; and WHEREAS, it appears to be in the best public interest to ratify this consulting agreement with Prothman. NOW THEREFORE BE IT RESOLVED that the BOCC hereby approves the terms and conditions of the attached consulting agreement between Lewis County and Prothman to conduct recruitment services for $18,500 plus additional expenses as outlined in the consulting agreement, and hereby authorizes the County Manager to sign the same on behalf of the county. DONE IN OPEN SESSION this 7th day of December, 2021. Page 1 of 2 Res. 21-428 APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS Jonathan Meyer, Prosecuting Attorney LEWIS COUNTY, WASHINGTON Kevin McDowell. Lindsey R. Pollock, DVM By: Kevin McDowell, Lindsey R. Pollock, DVM, Chair Deputy Prosecuting Attorney ATTEST: •'�°�NTr:"�'• Sean D. Swope 4,S,O PAD OF'SN! Sean D. Swope, Vice Chair 0' 1� E 1g,15 : Rieva Lester •:Sy � . F. Lee Grose J7`CTOP,,S. , Rieva Lester, F. Lee Grose, Commissioner Clerk of the Lewis County Board of County Commissioners Page 2 of 2 Res. 21-428 ---PRCYTHIVIAN December 1, 2021 Ms. Megan Eastman HR Benefits Specialist Lewis County 351 NW. North St Chehalis, WA, 98532 Dear Ms. Eastman: We thank Lewis County for its confidence in Prothman to assist in providing services for the recruitment of its new 911 Communications 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 Information Gathering and Research 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 911 Communications Director. We will: • Meet with the County Manager • Meet with HR Staff • Meet with 911 Communications 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. Profiles include the following: • A description of the ideal candidate's qualifications • Years of related experience, education required 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 ♦ 371 NE Gilman Blvd., Suite 310 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 and locally in professional publications, journals, and related websites. • Targeted Direct Mail Recruitment Brochures sent directly to hundreds of 911 call center management professionals who are not actively searching for a new position. • Focused Candidate Outreach via personal emails from our database of management professionals, as well as networking and outreach. • Posting the Position Profile on Prothman's Facebook and Linkedln pages and on the Prothman website, which receives over five thousand visits per month 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 6 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. Candidate Presentation 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 Lewis County or meet via phone/Zoom 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. I R 177-1A'L4N Page 2 of 5 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 We will tailor the interview process to fit your needs. It may involve using various interview panels, community tours and/or an evening reception. • Deciding on Candidate Travel Expenses We will help you identify which expenses your organization wishes to cover. • Identifying Interview Panel Participants & Panel Facilitators • Background Checks 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 for all background checks. • Candidate Travel Coordination After you have identified the expenses you wish to cover, we work with the candidates to organize the most cost-effective travel arrangements. • Final Interview Binders The Final Interview Binders include the candidates' application materials and are the tool that keeps the final interview process organized. Each panel member will be provided a binder. • Final Interviews with Candidates We will travel to Lewis County and facilitate the interviews. If you choose to have panels, 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. I ROT -1 4 4N Page 3 of 5 FEE, EXPENSES & GUARANTEE Professional Fee The fee for conducting a 911 Communications Director recruitment with a one-year guarantee is $18,500. 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. Professional fees are billed in three equal installments throughout the recruitment, at the beginning, halfway, 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 we work diligently to keep expenses at a minimum and keep records of all expenditures. Lewis County will be responsible for reimbursing expenses the Prothman Company incurs on your behalf. Expenses include: • Newspaper, trade journal, websites, and other advertising (approx. $1,600 - 1,800) • Direct mail announcements (approx. $1,500 - 1,700) • Interview Binders & printing of materials (approx. $200 -500) • Delivery expenses for Interview Binders (approx. $175 -450) • Consultant travel: Mileage at IRS rate, travel time at $65 per hour (approx. $250 -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. Lewis County reserves the right to reimburse (or to not reimburse) candidates for travel expenses. In the event that Lewis County so requests, Prothman will coordinate and forward to your organization the candidates' travel receipts for direct reimbursement to the candidates. 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 once with no additional professional fee, the only cost to you would be for the expenses. Guarantee Prothman Company 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. 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. I ROTHMAN Page 4 of 5 Accepted by: LEWI CO TY PROTHMAN 12/01/2021 Date Sonjatrothman Date ata ,ffiu.cd Vice President Name L- Title ROTHMAN Page 5 of 5 BOCCAGENDA ITEM SUMMARY Resolution: 21-428 BOCC Meeting Date: Dec. 7, 2021 Suggested Wording for Agenda Item: Agenda Type: Deliberation Ratify a consulting agreement with Prothman for professional recruitment services for the 911 Communications Director Contact: Megan Eastman Phone: 3607401209 Department: HR - Human Resources Description: Prothman proposal for conducting recruitment services for 911 Communications Director. Approvals: Publication Requirements: Publications: User Status PA's Office Approved Additional Copies: Cover Letter To: Kevin McDowell, Erik Martin, Chris Panush, Megan Eastman