REQUEST FOR PROPOSALS. Executive Recruitment Services City Manager. Issue: April 24, 2015 Closing: April 30, 2015 at 12:00pm ADT

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1 REQUEST FOR PROPOSALS Executive Recruitment Services City Manager Issue: April 24, 2015 Closing: April 30, 2015 at 12:00pm ADT City of Valdez PO Box 307 Valdez, Alaska 99686

2 SUMMARY: The City of Valdez (COV) is seeking proposals from qualified individuals/firms to provide Executive Recruitment Services in an effort to hire a City Manager. During the search for a permanent City Manager, COV may consider hiring an Interim Manager. COV is interested in learning what additional assistance, if any, is available from the qualified firm or individual to assist in this process. TIMEFRAME: Time is of the essence. This RFP is on an accelerated timeframe. Proposals are due no later than 12:00pm ADT on Thursday, April 30, The review of proposals shall follow immediately. Proposers shall have a designated representative available for phone conferencing from 12:00pm ADT Thursday, April 30 th thru 7:00pm ADT Monday, May 4 th. The Valdez City Council will hold a work session on Friday, May 1 st at 6:00pm to review proposals. Contract award is expected during the Council meeting on Monday, May 4, COV will take the time necessary to find the right candidate for the position of City Manager. The Council s optimum timeframe is that the position will be filled within 4-6 months. During the search for a permanent City Manager, COV may consider hiring an Interim Manager. SCOPE OF WORK: COV seeks a qualified recruitment agency or recruitment specialist to provide HR consulting services and will: collaborate with COV to clarify expected qualifications, skills, experience and leadership style of the City Manager; finalize the schedule of recruitment review, interview and selection; conduct a national search, including preparation of a job announcement and application process, produce advertising materials, conduct recruitment using a variety of appropriate resources, as well as conduct a targeted, personal recruitment of potential candidates; review and screen applications, including verification of credentials, qualifications and recommendations; conduct preliminary interviews on selected candidates; conduct detailed background and professional reference checks on recommended finalists; present a written report on background, strengths and accomplishments of top candidates; coordinate all correspondence and record keeping throughout the process; coordinate travel arrangements for final candidates to interview in Valdez, to include spouses, if applicable; coordinate and attend the interview process with COV, and assist in preparing interview questions and other techniques to evaluate candidates; compile comparative compensation data to assist COV in negotiating with the identified candidates regarding terms and conditions of employment as the City Manager; collaborate with COV regarding assistance options for identification of a suitable Interim Manager.

3 For reference, COV s current Job Description for the City Manager is attached as an appendix to this document. Proponents should note the Job Description is currently under review and is subject to change. PROJECT MANAGEMENT: The proponent shall designate in their proposal, a project manager. All coordination for services with COV and the successful proponent shall be the responsibility of the project manager. The project manager shall ensure any substitutions in the proponent team personnel are approved by the COV project manager. The proponent shall report to COV through a review process and meetings at various stages of the work program. The work progress shall be measured against a defined budget and work schedule. COV recognizes that project management is an essential part of this project, therefore a written weekly progress report is required to be submitted and consist of the actual schedule achieved overlaid on the original base schedule submitted by the proponent at the start up meeting. For instances where the schedule has not been achieved, a brief written explanation as to why shall be included. The progress report can be submitted either as a hard copy or as an attachment to an electronic . The proponent shall provide copies to COV of all correspondence related to the project, including agreements proposed on behalf of COV. All material produced and information collected by the proponent in performance of the terms of reference shall become the property of COV. All material (as provided by law) shall be kept confidential by the proponent unless authorized in writing by COV. COST: The final fee structure and associated expenses will be negotiated with the successful firm or individual. Proponents shall provide a detailed breakdown, at a minimum, of the following items within an estimated cost schedule: Staff wages; Travel and all associated costs; Material preparation, reproduction costs; Fees for anticipated services (e.g. ad placement, design services, etc.) EVALUATION CRITERIA: Weight: Each criterion has an assigned weight which will be used to establish the relative importance of each aspect of the proposal. Rating: Ratings will be from 0-5 points with 5 being the best. Ratings from all members of the review team will be averaged together to determine an aggregate rating score for each criterion. 1. PROJECT MANAGEMENT METHODOLOGY AND APPROACH (WEIGHT 40). Describe your approach to performing your proposed scope of work.

4 2. QUALIFICATIONS AND EXPERIENCE (WEIGHT 40). Provide information which demonstrates the firm, and/or all individuals rendering services under the proposal, have adequate qualifications and experience with the project scope to provide the services required. Describe successfully completed searches for municipalities of similar size, budget and complexity, as well as experience seeking a diversity of applicants. Describe the firm s executive search experience in Alaska and nationally with respect to local government executive level recruitment. Include the names and phone numbers of three (3) references. 3. ABILITY TO WORK THROUGH PROJECT TIMEFRAME (WEIGHT 20). Award of contract and issuance of the Notice to Proceed is anticipated in early May. The City Council s optimum timeframe for filling the position is within 4-6 months. Please describe, in detail, the individual s or firm s capability to work throughout this timeframe. 4. FLEXIBILITY (WEIGHT 10). The Valdez City Council is made up of a very dynamic and busy group of individuals. It may be necessary to adapt swiftly in scheduling meetings and project updates to accommodate the work and travel schedules of the Mayor and Council Members. Please describe the individual s or firm s ability to be flexible. 5. COST SCHEDULE (WEIGHT 20). Please provide a detailed cost schedule of each aspect of the proposal as previously outlined. TOTAL POSSIBLE SCORE l. 5 X 40 = X 40 = X 20 = X 10 = X 20 = 100 (0 to 650) INSTRUCTIONS TO INDIVIDUALS & FIRMS: FORM OF PROPOSAL: Proposals should be prepared simply and economically, providing a straightforward, concise description of the individual s or firm s ability to meet the requirements of the RFP. Fancy bindings, colored displays, promotional material, etc., are not desired as part of the proposal content. Proposal emphasis should be on completeness and clarity of content. Page limit shall not exceed 10 pages, including resumes. This stipulation will be strictly enforced. Proposals exceeding this length will not be considered. DISCLOSURE: Proposals shall include a disclosure statement regarding current and potential future clients with whom the firm is doing business which may be in conflict with work for the City of Valdez. PREPARATION COSTS: COV shall not be liable for any costs incurred by a respondent in preparing or submitting a proposal. OWNERSHIP: Submitted materials become the property of the City of Valdez and will not be returned. EQUAL OPPORTUNITY: COV encourages submittals from respondents that demonstrate a commitment to equal employment opportunity. Minority and women owned businesses are encouraged to propose. INTERPRETATIONS: Questions or requests for clarifications shall be directed to the Deputy City Clerk, Allie Hendrickson. She will act as the single point of contact for inquiries and will liaise

5 with City Council s Executive Search Committee for clarification. Inquiries may be made by phone at (907) , by fax at (907) , or by to ahendrickson@ci.valdez.ak.us. RIGHT TO REJECT PROPOSALS: The City of Valdez reserves the right to reject any or all proposals and/or to waive any informality. PROPOSAL SUBMISSION INSTRUCTIONS: Proposals are due on or before 12:00pm ADT, April 30, Proposals shall be submitted as an Adobe Acrobat PDF file via with the subject line titled PROPOSAL CM Executive Search. Submit to: Deputy City Clerk, Allie Hendrickson at ahendrickson@ci.valdez.ak.us. Delivery confirmation may be obtained by calling the same at (907) REFERENCE DOCUMENTS: Current City Manager Job Description