request for proposals - web viewarticulation of an effective strategy for ... the request for...

REQUEST FOR PROPOSALS

City of Urbana Request for Proposals (RFP) for Executive Recruitment Services (City Administrator Search)

July 12, 2017______________________________________________________________________

Section 1. Introduction

This Request for Proposals (“RFP”) is issued by the City of Urbana, Illinois. All inquiries, including those for clarification of this RFP, or requests to inspect the facilities or operations of the City government offices connected with this project shall be made in writing (by mail or e-mail) to:

Todd E. RentHuman Resources DirectorCity of Urbana400 South Vine StreetUrbana, Illinois [email protected]

1.1 Profile of Urbana

The City of Urbana has a Mayor-Aldermanic form of government with a population per the 2010 census of 41,250. It has an annual budget of $46 million. There are approximately 270 full-time employees.

The City’s fiscal year begins on July 1.

Additional information may be found at the City of Urbana’s website: www.urbanaillinois.us

1.2 Standard Terminology

For brevity, when convenient, the City of Urbana will be referred to in this Request for Proposals as “the City”.

A prospective Vendor, which includes the terms “recruitment firm,” “executive search firm,” “consulting firm,” “contractor,” or “proposer” will be referred to as “the Vendor.”

1.3 Purpose of RFP

City of Urbana – City Administrator Search

http://www.urbanaillinois.us/

mailto:[email protected]


The City of Urbana (“the City”) respectfully requests proposals for City Administrator recruitment services from qualified executive search firms.

The executive search for this position will be a joint effort between the City of Urbana and the selected Vendor. All candidate applications and resumes received by the City’s Human Resources Division will be forwarded to the selected Vendor.

1.4 Evaluation Criteria

A detailed evaluation of the proposal will be conducted by the City. Evaluation will be based on at least the following criteria, not necessarily in the order provided or with equal weight given to each criterion.

Responsiveness to the provisions and requirements of this RFP. Thoroughness of the proposal and clarity of services to be provided. Ability, capacity and skill of the Vendor to perform the services requested in

this RFP. Capacity of the Vendor to provide the service within the time-frame specified,

without delay or interference. Character, integrity, reputation, judgment, experience, and efficiency of the

Vendor; including but not limited to past performance record; default under previous contracts; whether or not such contracts were with the City; competency; and failure to pay or satisfactorily settle all bills due for labor and material on former accounts.

Quality of performance of previous contracts or service, especially with municipalities in the State of Illinois.

Articulation of an effective strategy for recruitment of a diverse and qualified candidate pool.

Qualifications and experience of the individuals assigned to this contract. Previous and existing compliance by the Vendor with laws and ordinances

relating to the contract. Detailed cost analysis.

1.5 General Instructions

A. All proposals shall follow the format described in Section 1.12. Information requested from the Vendor by this RFP should be provided in a direct and concise manner. RESPONSES SHALL REFER DIRECTLY



TO SECTION NUMBERS IN THIS RFP AND MEET OR EXCEED THE REQUIREMENTS DESCRIBED IN THE SECTIONS OF THIS RFP. Section and subsection numbering should be in a consistent format using numbers indicated in Section 1.12 of this RFP and beginning each section on a new page. The requirements stated herein are mandatory unless stated otherwise. It should be understood that failure to respond to a specific requirement may be the basis for elimination of a Vendor from consideration during comparative evaluation of proposals.

B. The City reserves the right to accept or reject any or all proposals.C. Subsequent to receipt of proposals, the City or its authorized

representative may require the Vendor to make oral presentations, and/or to respond to questions posed by the City’s representative.

D. Vendor shall provide a minimum of three (3) references containing the name of the contact person, full address and telephone number for persons to whom the Vendor has performed similar services as those proposed in this RFP.

1.6 Proposal Guarantee

All proposals made in response to this RFP shall be irrevocable for ninety (90) days after the due date for proposals and may not be withdrawn by the Vendor during this period. After ninety (90) days the proposal may be withdrawn by Vendor at Vendor’s request if the Vendor’s proposal has not been selected prior to the request to withdraw.

1.7 Acceptance of Proposal Content

The contents of the proposal or parts thereof selected by the City will become contractual upon incorporation into the final contract documents.

1.8 Proprietary Information

Any restrictions on the use of information contained within a proposal shall be clearly stated as such within the proposal. The City will only be able to comply with a request for confidentiality to the extent allowed by State of Illinois law.

1.9 Number of Proposals



An original and one (1) copy of the proposal shall be submitted along with copies of all sample documentation. The original and copy of the proposal shall be packaged separately and securely bound and sealed. Each shall display the name and address of the Vendor submitting the proposal on the front cover. In addition, one (1) electronic copy shall be submitted.

1.10 Proposal Due Date

Proposals shall be submitted no later than 5:00 p.m. on July 31, 2017. Any Vendor not having submitted a proposal by this time will be considered non-responsive and, at the discretion of the City, may not be considered.

1.11 Where to Submit

Submit proposals to:

Todd E. RentHuman Resources DirectorCity of Urbana400 South Vine StreetUrbana, Illinois [email protected]

1.12 Content and Format of Proposal

The format for the proposal is as follows:

Section 1. Vendor profile, including year founded, location of principal office, and office which would service the City. The profile should also provide the number of clients serviced, types of services generally offered, size of firm, and statement of philosophy of customer service levels provided to clients.

Contact person and email address

Corporate officers

Names, resumes/curricula vitae of key personnel who will be assigned to perform services for the City, and who will provide




continuing support for the term of the Agreement. This information should also identify successful executive recruitments undertaken by the assigned individuals, as well as a statement as to the availability, continuity, and accessibility of those individuals.

Key support services and assigned support personnel

Section 2. Overview of Proposal, including but not limited to a detailed statement of project objective and deliverables.

Section 3. Detailed qualifications and experience with executive-level searches conducted on behalf of municipal agencies within the previous five years, including copies of recruitment work plans, job announcement/advertisement materials, candidate profiles, and search reports utilized in previous searches.

Section 4. Recruitment work plan.

Section 5. Plan for advertisement and marketing of the position including print, internet, direct mail, social media, professional publications, etc. Proposal shall also include a detailed description of Vendor’s strategy for regional recruitment including targeted outreach to known, desirable candidates.

Section 6. Plan for reviewing, screening, and narrowing of candidate resumes, and a detailed plan for conducting reference checks.

Section 7. At least three (3) references comprised of municipal clients for whom the Vendor has performed executive-level searches. Each reference shall include the name, title, phone number, and email address of an individual who can speak to the efficacy, satisfaction, and other relevant details of the Vendor’s contract performance.

Section 8. Fee structure including specific costs for services, fee payment schedule, and cost guarantees. Reasonable and necessary travel/lodging expenses for candidates will be paid directly by the City. Any additional reimbursable expenses including but not limited to advertising, recruitment materials, postage, and estimated additional travel expenses should be listed in the proposal as well



as hourly rates for additional services requested during the course of the engagement.

Section 9. Detailed timetable for the recruitment/selection process from engagement of the Vendor to onboarding of the City Administrator candidate. The timetable should contemplate the hiring of a City Administrator by December 15, 2017.

Section 10. All contract documents and warranties with which the City is expected to agree in the case of a contract award. The contract documents shall incorporate explicitly or by reference all requirements specified in this RFP and all elements of Vendor’s proposal. The agreement shall provide that, in the event of a conflict between the requirements of the RFP and the proposal, the RFP requirements shall govern.

Section 11. A completed “City of Urbana Purchasing Certification Form.” Please see attached.

Section 12. Terms of any warranty or placement guarantee offered in the event no candidate is selected, hired through the search process, employed by the City within one year, or separates from employment with the City within one year.

Section 13. Additional information which Vendor believes the City should consider.

1.13 Proposal Review - Vendor Questions

All questions pertaining to this RFP should be submitted by email at least five (5) working days prior to the deadline for submission to:

Todd E. RentHuman Resources DirectorCity of Urbana400 South Vine StreetUrbana, IL [email protected]




Answers to questions of any substantial nature will be provided to each Vendor from whom a proposal has been received.

The City may conduct interviews with vendors. The dates of these interviews, if any, will be at the discretion of the City.

Section 2. Other Requirements

2.1 Prime Contractor Responsibilities

The selected Vendor shall assume responsibility for providing all requested services. The City will consider the selected Vendor to be the sole point of contact with regard to contractual matters, including the performance of services and the payment of any and all charges resulting from contract obligations.

The selected Vendor shall commit to sufficient resources to this project in order to complete the project in the time frame indicated in its proposal. Failure to meet the time frame proposed shall be grounds for a reduction of fees payable to the Vendor. The City reserves the right to further negotiate a completion date with the selected Vendor, subject to needs dictated by the City’s financial processes.

2.2 Insurance

The selected Vendor shall provide to the City satisfactory evidence of errors and omissions insurance in the form of a certificate of insurance submitted with proposal documents. Such insurance shall be written with a carrier qualified to do business in the State of Illinois, rated A- VIII or better in the current Best’s Key Rating Guide and be for no less than $1,000,000 per occurrence.

2.3 Payment

Payment will be made within forty-five (45) days of satisfactory completion of each report and submission of an invoice for these services satisfactorily completed.

Section 3. Scope of Services

3.1 City Administrator Recruitment Services



Work with the Mayor and designated City staff, officials, and selected community stakeholders (“designees”) to develop a comprehensive candidate profile of the ideal candidate. Key documents in this process will include but not be limited to the applicable provisions of the City’s municipal code. Please see attached.

Recommend a salary range for the position.

Develop and implement a comprehensive recruitment plan to attract and recruit a diverse pool of highly-qualified candidates within the timeframe specified in 1.12 (Section 9) above.

Prepare all recruitment materials, both print and electronic, that present an accurate, detailed, and positive description of the position, the City of Urbana as a municipal employer, and the Urbana community as a whole.

Prepare and submit a comprehensive written search report that recommends a top group of candidates and provides the Mayor and Search Committee with detailed information about the backgrounds and experience of those candidates. Search report shall include a detailed description of the vetting process and the methods utilized to narrow the candidate pool.

Coordinate the interview and selection process, including but not limited to recommending interview questions, advising on interview techniques and best practices, as well as arranging all candidate travel/lodging.

Coordinate all communication and correspondence with applicants throughout the recruitment and selection process, including notification to unsuccessful candidates.

Conduct comprehensive background checks on top candidates. Background checks should, at a minimum, include the candidate’s professional history, education, relevant criminal background, and general integrity.

Assist the City in developing a total compensation package for the desired candidate.



Microsoft Word versions of exhibits, for use and review in Vendor proposal.

Exhibit A: Acknowledgement of Addenda

Exhibit B: Purchasing Certification Form

Exhibit C: Relevant Provisions of the Urbana City Code



Exhibit A:

Acknowledgement of Addenda

Proposer has examined and carefully studied the Request for Proposal documents and the following Addenda, receipt of all which is hereby acknowledged.

Addendum No. Addendum Date Date Received



EXHIBIT B

CITY OF URBANA, ILLINOISPURCHASING CERTIFICATION FORM (Rev. 4/06)

The City of Urbana requires all vendors doing business at the above levels with the City to comply with certain local, state and federal requirements. By signing below, the vendor certifies, that they are familiar with and are in compliance with all of the legislative acts summarized below. False certification on this form, or the failure to fully comply with all of the requirements of these acts, may result in the termination of any contract, debarment from future contacts from either the City of Urbana, State of Illinois or any other governmental agency, and may subject the vendor to other legal actions.

DRUG FREE WORKPLACE ACT: An act to create a drug free workplace and prevent the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance by anyone while involved in the performance of a contract for the City of Urbana. (30 ILCS 580/1 et. seq.)

CERTIFICATION OF COMPLIANCE: An act to insure that all contracts for goods, services or construction are obtained only through an independent noncollusive submission of offers, the vendor must certify that it is not barred from contracting with any unit of the State of Illinois or any Illinois local governmental agency as a result of any bid-rigging or bid-rotating. (720 ILCS 5/33E 1 et. seq.)

DELINQUENT TAXPAYERS: An act to certify that any vendors doing business with the City of Urbana are not delinquent in the payment of any tax administered by the Illinois Department of Revenue. (65 ILCS 5/11-42.1-1)

SIGNATURES (COMPLETE APPROPRIATE SECTION)

INDIVIDUAL [ ] PARTNERSHIP [ ] CORPORATION [ ] (check one)

Name of the Business _________________________________________________

Signed By: __________________________________________________________

Printed Name: _______________________________________________________

Business Address: _____________________________________________________

Business Phone Number: _______________________________________________

Date ____________________ F.E.I.N.__________________________________



EXHIBIT C

RELEVANT SECTIONS OF THE URBANA CITY CODE

ARTICLE III. - OFFICERSDIVISION 1. - GENERALLY

Sec. 2-42. - Appointment.

There may be appointed annually and whenever vacancies occur in such office, by the mayor with the approval of the city council, the following officers: administrative officer, budget director, city attorney, corporation counsel, chief of police, chief of the fire department, director of public works, city engineer, administrator of community development services, director of the light department and such other employees as the mayor and city council may from time to time deem necessary.

(Code 1975, § 2.7)

Sec. 2-43. - Term.

The term of office for which any officers of the city shall be appointed shall be for any period of time not exceeding the municipal year of their appointment and in all cases not otherwise provided for by the ordinances of the city or the laws of the state.

(Code 1975, § 2.7)

Sec. 2-44. - Compensation.

The salary, fees or other compensation of all appointed municipal officers and employees of the city shall be established by the annual budget ordinance of the city in the manner authorized by law.

(Code 1975, § 2.7)

Sec. 2-45. - Inspection of records, etc.; information pertaining to offices.

Any official record, book or paper pertaining to any city officer shall at all reasonable times be subject to the inspection and examination of the mayor, the city council or any of its committees. Any official record, book or paper filed with the city clerk shall be open to public inspection. Any official record, book or paper filed with any board or commission shall be open to public inspection, unless otherwise provided by law or this Code or any other ordinance.

(Code 1975, § 2.13)

Secs. 2-46—2-52. - Reserved.

DIVISION 2. - ADMINISTRATIVE OFFICER

Sec. 2-53. - Office created.

There is hereby created the office of administrative officer.

(Code 1975, § 2.77; Ord. No. 7475-93, § 2, 4-21-75; Ord. No. 7879-12, 7-17-78)

Sec. 2-54. - Qualifications.

The administrative officer shall have qualifications substantially equivalent to a city manager, including educational and professional training or experience in administrative and management principles and procedures.

(Code 1975, § 2.77; Ord. No. 7475-93, § 2, 4-21-75; Ord. No. 7879-12, 7-17-78)

Sec. 2-55. - Duties.



The duties of the administrative officer shall be:

(1) To aid and assist the mayor in the formulation and development of policies, programs and procedures, as established by the mayor and the city council, and to supervise and administer the implementation of such policies, programs and procedures;

(2) To recommend to the mayor the appointment of heads of all departments and divisions subject to appointment as provided by law or in this Code or other ordinance;

(3) To serve as budget director, as such duties are provided for;

(4) To provide for the development and dissemination of sufficient information relating to the business of the city;

(5) To direct the general operations and business of all departments and divisions of the city, and to provide for communications within the city among the various departments and divisions, and to provide for coordinated planning of the various activities and duties thereof, provided that nothing herein shall be construed to remove direction and supervision vested in the city treasurer or city clerk by statute or ordinance, nor shall this division be construed as altering the lawful powers and duties of the mayor;

(6) To assist the mayor in the enforcement of all laws and ordinances within the municipality;

(7) To perform such other duties as may be directed by the mayor.

(Code 1975, § 2.70; Ord. No. 7475-93, § 4, 4-21-75)

Secs. 2-56—2-62. - Reserved.


request for proposals - web viewarticulation of an effective strategy for ... the request for...

Documents