RFP: Executive Recruitment Firm

INTRODUCTION
The City of Wood Village is soliciting proposals from qualified professional firms with experience in the development, design and implementation of a customized recruitment process for the position of City Manager, the City’s Chief Executive Officer. The City’s current City Manager has announced his retirement effective at the end of November 2019. It is the Council’s goal to have a new City Manager selected and on the job by the time of his retirement.

The City of Wood Village was developed as Oregon’s first planned community in 1941 and incorporated as a municipal corporation in 1951. The City serves 4,000 residents plus numerous business owners. The City provides water, sanitary and storm sewer, street maintenance, street lighting, parks, community events, planning and zoning, police, fire, emergency communications and building permits. The City formed its first Urban Renewal Agency in 2010, and provides all administration for projects in the Agency. The City contracts with Multnomah County Sheriff’s Office for law enforcement services, the City of Gresham for fire services and building permit services, the City of Portland for emergency communications, and with private contractors for a series of other services, including planning.

The City is recognized by ICMA as a Council-Manager form of government. The governance of the City is vested in the City Council. The Council is composed of five elected members who select a mayor from among the members every two years. The City Manager is appointed by the Council and is responsible for all city functions.
The City employs 15 regular full-time employees under the direction of the City Manager. The total City budget for FY 2019-2020 is approximately $15.8 million.

SCOPE OF PROFESSIONAL RECRUITMENT SERVICES
The City wishes to conduct a nationwide search for a new City Manager. The City is requesting professional assistance to develop a recruitment strategy and selection process. The project scope will be negotiated but will most likely include development of a candidate profile, creating a detailed recruitment schedule and a screening selection process to determine the best fit for Wood Village. Consideration should be given to the methods necessary to attract a variety of qualified candidates with appropriate experience.

The first phase of the work with the selected firm will be a meeting with the City to refine the scope of work, schedule and budget. Services may include:
Work under the direction of the City Council to create and develop a timeline and recruitment/selection process which includes development of standards, criteria and policy directives used in hiring a City Manager.

Provide the City with a clear written scope with projected costs and schedule. Include in your proposal your firm’s policy/position should the recruitment and/or the selection process prove to be unsuccessful.

After evaluating input from the City Council, City Management Team and possibly others, the consultant will prepare a candidate and community profile for use in recruitment brochures.

Consultant must be available to manage and oversee the recruitment process over the duration of the project (including participation in the interviews).

Prepare a recruitment brochure and advertisement. The project cost proposal must include separately a proposed advertisement plan and an estimated budget. These expenses will be paid by the City.

Project cost proposals must include consultant’s lump sum payment schedule including a breakdown of billable costs and how they are to be charged. Billing terms and procedures should be clearly stated.

Conduct the initial screening of applicants and provide a recommendation/ranking.

Develop interview questions and a rating method for the Council to use (provide samples).

Schedule interviews.

Conduct a thorough background investigation on the finalist (propose specifics).

Prepare all correspondence to applicants (provide samples).

All of the above elements must be addressed in the submittal in sufficient detail to allow the review committee to determine reasonableness of the planned approach and corresponding cost.

The City’s goal is to provide an open and fair recruitment that will attract top talent while keeping costs reasonable. It is our desire to negotiate with the selected firm on components of the recruitment that we may or may not want to provide in-house. The consultant or firm shall enter into an agreement to include only those professional services agreed upon.

CONTENT OF PROPOSALS AND SUBMITTAL DEADLINE
Proposals should include a brief history and introduction of the company or firm. All proposals should include names of references from other public organizations for which comparable services have been rendered.

The deadline for receiving proposals is 4:00pm on May 23, 2019. Proposals must be signed by an authorized individual from the firm and must be valid for at least 60 days.

PROPOSALS ARE TO BE SUBMITTED IN A SEALED ENVELOPE AND CLEARLY MARKED ON THE FRONT OF THE ENVELOPE “CITY MANAGER RECRUITMENT PROPOSAL”.

SUBMIT PROPOSALS TO:
William A. Peterson Jr.: City Manager
City of Wood Village
23335 NE Halsey St.
Wood Village, Oregon 97060

All questions or requests for information- call William A. Peterson Jr., at 503-489-6856

The City reserves the right to reject any or all proposals. The City will not be liable for, nor pay any cost incurred by responding firms relating to the preparation of proposals or the making of presentations.

PROPOSAL EVALUATION AND SELECTION
An evaluation committee selected by the City Council shall evaluate the proposals based upon the following factors:

Particular capability to perform the services required;

Experienced staff available to perform the services required, including each Proposer’s recent, current, and projected workloads;

Performance history;

Approach and philosophy used in providing services;

Fees or costs;

References.

The City reserves the right to interview one or more firms submitting proposals prior to making a final decision to award a contract. The City will award the contract to the responsible proposer whose proposal the City determines to be the most advantageous to the City based upon the evaluation process and the evaluation factors and the outcome of negotiations, as described above. The City hopes to complete the consultant selection process and award a contract by May 28, 2019.

Notice of Proposal
The City of Wood Village is seeking proposals from qualified executive recruitment firms for services identified in the request for proposals Number 04232019. All proposals must meet the prescribed requirements, and be received by 4:00 P.M. Pacific Daylight Time, on May 23, 2019.

Posted on Web Page and Conveyed to the following firms:
Peckham and McKenney
Waldron
Ralph Andersen and Associates
Bob Murray and Associates
The Prothman Company