REQUEST FOR PROPOSALS. Executive Search Firm. Released on: December 17, Proposals due: January 8, :00 PM MST

Transcription

1 REQUEST FOR PROPOSALS Released on: December 17, 2012 Proposals due: January 8, :00 PM MST Shelly Chapman Human Resources Manager Salt Lake City Public Library System 210 East 400 South Salt Lake City, UT

2 Page 2 of 7 TABLE OF CONTENTS TABLE OF CONTENTS... 2 A. Introduction... 3 C. Schedule... 4 D. Proposal Submission... 5 E. Selection... 5 F. Award Announcement... 5 G. Additional Information... 5 REQUEST FOR PROPOSAL COVER SHEET... 6 PROPOSAL CONTENT... 7

3 Page 3 of 7 A. Introduction 1.1 Background The Salt Lake City Public Library System ( The City Library or Library ) consists of one main location and five branches, serving about 185,000 people over 110 square miles. Two new branches are being planned. Both new locations will open in The Executive Director of the Library is appointed by a nine member volunteer Board of Directors, selected by the City Mayor and Council. The Board of Directors has appointed a Search Committee consisting of four board members and three staff members. The Executive Director is assisted in the operational management of the Library by an Associate Director of the Main Library, Associate Director of the Branch Libraries, Manager of Communications and Innovation, Finance Manager and Human Resources Manager. The Library has a $16.23M budget that is primarily funded through tax revenue via a tax levy, and has over 300 staff members with a full-time equivalent of 190 employees. The Library Board of Directors appointed a transitional director who has been leading the Library since November 2011 when the previous director resigned following a troubling period where staff and administration were in conflict with each other often times in the media. Since November 2011 the transitional director, staff, and Board have rebuilt a degree of trust and communication as well as laid a foundation for critical support service functions. The Library is now in a solid position to expand its future strategy to meet the evolving needs of the community it serves. The Library actively recruited for an Executive Director earlier this year. Board Members and staff attended Public Libraries Association in Philadelphia and American Library Association in San Diego. They met with several potential candidates. The application process closed in July. During the initial interview process a potentially promising candidate withdrew from the process. The selection committee narrowed the candidates to two finalists. In September, the finalists were brought in to compete in a very rigorous process, which included; a staff reception, manager interviews, case studies and board interviews. Upon completion of the process one of the finalists withdrew from consideration. This process concluded with the Board voting no selection for the Director position. The City Library is seeking the services of qualified executive search firms to conduct a nationwide search of qualified candidates to fill the position of Executive Director. 1.2 Scope of Project: The Library Board of Directors has appointed a Search Committee consisting of four Board Members and three staff members to oversee the search. The consultant will be expected to communicate regularly with the Search Committee. Routine or procedural communication will be with Human Resources Manager, Shelly Chapman. Scope: The consultant selected will provide professional services including, but not limited to those outlined below: a) Developing a comprehensive plan outlining all steps necessary to complete the search with an associated timeline for success. b) Utilizing materials that have already been created by the Board and the Leadership team that outlines their ideal profile of the selected candidate for the Director position.

4 Page 4 of 7 c) Reviewing the current job description and providing recommendations for changes where appropriate. d) Conducting a comprehensive national search to identify highly qualified and willing candidates meeting the agreed upon qualifications. Providing the Search Committee recommendations on criteria to focus the search to increase the candidate pool. Currently the Search Committee envisions focusing on candidates that have director or deputy director experience with organizations of similar size and complexity to the Salt Lake City Public Library. While this experience could come from other libraries, government organizations or non-profits, preference will be given to candidates that can articulate challenges faced by public libraries and strategies to address them. e) Consulting with the Search Committee to develop a "short list" of the top candidates. f) Organizing interviews with the selected candidates. g) Extensively checking references of the candidates including, but not limited to professional, financial, background and criminal. The Library intends to do reference checking of the final candidates as well. h) Providing clerical, technical and professional support necessary to complete the project. i) Advising on community and staff involvement/input. j) Providing other services required by the Search Committee. The tasks outlined above are provided as a guideline, and are not intended to be restrictive nor all-inclusive. It is expected that the successful proposer will advise the Library Search Committee as to a specific plan of action necessary to successfully complete this project. B. Terms and Conditions a) The Library reserves the right to request clarification of information submitted and investigate the ability of the executive search firm to meet the required needs. The firm shall furnish to The Library all such information and data for this purpose as may be requested. b) The Library reserves the right to award any contract to the next most qualified firm, if the successful firm does not execute a signed written agreement within a reasonable amount of time. c) The Library reserves the right to reject any proposed agreement or contract that does not conform to the specifications contained in this RFP. d) The Library shall not be responsible for any costs incurred by the firm in preparing, submitting, or presenting its response to this RFP. e) The Salt Lake City Public Library is an Equal Opportunity Employer. f) The Library reserves the right to reject any and all proposals and waive any informality to the extent it is lawful and in the best interest of the Library. To the extent permitted by law, the Library reserves the right to negotiate with qualified firms as to compensation and terms. C. Schedule The Library will follow this timetable, which will result in the implementation of an agreement no later than February 15, Announce RFP December 17, 2012 Deadline for submittal of proposals January 8, 2013 Search Committee Selection Process January 17, 2013 Board Notification Selection January 28, 2013 Notification of Decision January 29, 2013

5 Page 5 of 7 D. Proposal Submission All proposals and questions should be directed to: Shelly Chapman Human Resources Manager Salt Lake City Public Library 210 East 400 South Salt Lake City, UT (801) Fax: (801) directorsearch@slcpl.org a) Proposals can be submitted via mail; or fax. b) Proposal must be received by January 8, 2013, 5 pm, Mountain Standard Time. c) Late proposals will be returned. d) Submit one hard copy of the proposal and an electronic copy for distribution and evaluation among the Search Committee. e) Provide a financial proposal on a separate document. This should include fee structure and proposed total cost for the project. E. Selection The Search Committee based upon the following criteria will evaluate proposals: a) The approach and the ability of the firm to perform the required service. b) Record of the firm in providing successful candidates, including qualified minority candidates to other public sector clients. c) The firm s experience of placing executives in public jurisdictions. d) The cost of fees. e) Reference responses. F. Award Announcement Even after a firm is selected for award, no information regarding the proposals will be made public until contract negotiations have been completed and a formal contract has been awarded. G. Additional Information All questions requesting clarification or interpretation of any section or sections of this specification must be submitted via to The City Library on or before January 2, Questions received after such date may not be considered or receive a written response. A written response to questions, in the form of a Q&A report, will be sent via to all offerors who submit questions and will also be posted to The City Library s website at for all prospective offerors to view. If questions prompt the need for changes to the specification, the Library will issue a written addendum to the original specification. The Q & A report and/or written addendum shall be issued and available on the website within three (3) working days following the above referenced deadline. Address all questions to Shelly Chapman, directorsearch@slcpl.org by January 2, 2013.

6 Page 6 of 7 REQUEST FOR PROPOSAL COVER SHEET TO: Salt Lake City Public Library Shelly Chapman Human Resources Manager 210 East 400 South Salt Lake City, Utah The undersigned, having carefully read and considered the Request for Proposal to provide Recruitment of Library Executive Director, does hereby offer to perform such services on behalf of the Library, in the manner described and subject to the terms and conditions set forth in the attached proposal. OFFEROR Company Name: Doing business as: [ ] an individual [ ] a partnership [ ] a corporation (mark appropriate box), duly organized under the laws of the State of. BY: (Signature of authorized representative) (Please Print or Type Name) PRINCIPAL OFFICE ADDRESS: Street Address City State Telephone E:mail Address TAXPAYER IDENTIFICATION NUMBER: Employer I.D. No. (Corporation or Partnership) County Zip Code FAX OR Social Security No. (Individual) ALL PROPOSALS MUST INCLUDE THIS COVER SHEET & THE PROPOSAL CONTENT & FEE PROPOSAL

7 Page 7 of 7 PROPOSAL CONTENT EXECUTIVE SEARCH FIRM FOR THE RECRUITMENT OF PUBLIC LIBRARY EXECUTIVE DIRECTOR PROPOSALS SUBMITTED FOR EVALUATION MUST INCLUDE, AT A MINIMUM, THE FOLLOWING INFORMATION AND MATERIALS: A. A detailed description of the proposed approach to the Scope, the personnel assigned and their roles. B. A tentative schedule for completing the work. C. A statement of the firm's experience and qualifications to meet the requirements of the Library as outlined herein including the names, titles and telephone numbers of previous clients who can speak to the firm's ability to perform accordingly. D. Include a description of the firm s experience in recruiting executives and upper level managers (such as Library Directors) for libraries similar to Salt Lake City Public Library. E. Identify public sector library clients your firm has provided services for that faced similar issues as Salt Lake City Public Library. F. The qualifications of staff who would be assigned to this project. G. Salt Lake City Ethics Requirement: Include the following paragraph in your proposal and then add your own written acknowledgement that you have read the paragraph and agree to comply with its terms. REPRESENTATION REGARDING ETHICAL STANDARDS FOR CITY OFFICERS AND EMPLOYEES AND FORMER CITY OFFICERS AND EMPLOYEES The offeror represents that it has not: (1) provided an illegal gift or payoff to a City officer or employee or former City officer or employee, or his or her relative or business entity; (2) retained any person to solicit or secure this contract upon an agreement or understanding for a commission, percentage, brokerage or contingent fee, other than bona fide employees or bona fide commercial selling agencies for the purpose of securing business; (3) knowingly breached any of the ethical standards set forth in the City's conflict of interest ordinance, Chapter 2.44, Salt Lake City Code; or (4) knowingly influenced, and hereby promises that it will not knowingly influence, a City officer or employee or former City officer or employee to breach any of the ethical standards set forth in the City's conflict of interest ordinance, Chapter 2.44, Salt Lake City Code. H. Fee proposal. In a separate stand-alone document, itemize project expenses and detail all charges such as meetings, telephone calls, printing and travel. This should include fee structure and proposed total cost for the project. If you have any exceptions to this Request for Proposal they must be included as part of your proposal. ORAL INTERVIEWS MAY BE CONDUCTED WITH ONE OR MORE PROSPECTIVE FIRM S. THE DECISION OF THE SALT LAKE CITY PUBLIC LIBRARY BOARD OF DIRECTORS SHALL BE FINAL AND CONCLUSIVE.