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HomeMy WebLinkAbout2007-07-19 Information Packet (special) I = 1 -~= -~... ;t~~;!:~ ~... ~1III.m___ ..... ~ ~ CITY OF IOWA CITY www.icgov.org CITY COUNCIL INFORMATION PACKET July 17, 2007 MISCELLANEOUS IP1 Tentative Council Meetings and Work Session Agenda IP2 Memorandum from the Personnel Administrator: RFQ for City Manager Search Firm IP3 Mailing List of Public Sector Executive Search Firms I;: i -- = -14'... ~~W!::~ ,,~ _aa.~ ~ - -_.~-'l~ ..., ..... CITY OF IOWA CITY City Council Meeting Schedule and Work Session Agendas [ID July 17, 2007 www.icgov.org . THURSDAY, JULY 19 4:30p Special Council Work Session - Final review of RFQ Emma J. Harvat HaJJ I' TENTATIVE FUTURE MEETINGS AND AGENDAS ~ . MONDAY, JULY 23 Emma J. Harvat HaJJ 6:30p Special Council Work Session . TUESDAY, JULY 24 7:00p Special Formal Council Meeting Emma J. Harvat HaJJ . MONDAY, AUGUST 20 6:30p Council Work Session Emma J. Harvat HaJJ . TUESDAY, AUGUST 21 7:00p Formal Council Meeting Emma J. Harvat HaJJ . WEDNESDAY, AUGUST 22 4:30p Joint Meeting Emma J. Harvat HaJJ . TUESDAY, AUGUST 28 6:30p Special Council Work Session - Selection of firms to be interviewed Emma J. Harvat HaJJ . MONDAY, SEPTEMBER 3 Labor Day - Offices closed . TUESDAY, SEPTEMBER 4 TBA Special Council Work Session 7:00p Formal Council Meeting Emma J. Harvat HaJJ . SATURDAY, SEPTEMBER 15 8:00a - 5:00p Special Council Work Session - Interviews with firms Emma J. Harvat HaJJ . MONDAY, SEPTEMBER 17 6:30p Council Work Session Emma J. Harvat HaJJ . TUESDAY,SEPTEMBER18 7:00p Formal Council Meeting Emma J. Harvat HaJJ . MONDAY, OCTOBER 1 6:30p Council Work Session Emma J. Harvat Hall . TUESDAY, OCTOBER 2 7:00p Formal Council Meeting Emma J. Harvat HaJJ G:J HUMAN RESOURCES/PERSONNEL MEMO DATE: July 16, 2007 FROM: City Council Sylvia A. Mejia, Personnel Administrator / .J) , TO: RE: RFQ for City Manager Search Firm Enclosed is a copy of a Request for Qualifications for City Manager Search Services. The document follows a standard format that provides background on the City as well as an explanation of the Scope of Services being sought. firms are requested to provide their qualifications in a uniform manner which will allow you to evaluate them for comparability in a consistent manner. The purpose of this document is to seek information regarding the firm itself, specific information regarding the qualifications you are seeking in the new City Manager is not included in this document; these will be discussed with the consultant you hire and will be outlined in promotional material developed following that discussion. Also enclosed is a list of search firms that conduct public sector executive searches. If you know of other firms you would like included please let me know. As outlined in your schedule I will mail the RFQ on friday, July 20, 2007. I will be in attendance at your meeting on Thursday, July 19 to answer any questions you might have. CCMemo.doc CITY OF IOWA CITY REQUEST FOR QUALIFICATIONS CITY MANAGER SEARCH SERVICES July 19, 2007 You are invited to submit a Statement of Qualifications for providing professional executive search services to assist the City of Iowa City, Iowa in finding and hiring a new City Manager. Firms interested in being considered for the services described are requested to submit 11 copies of the information requested herein in an envelope marked "Proposal for City Manager Search Services", Information must be received in the office of the City Clerk, 410 E. Washington St., Iowa City IA 52240 by noon (CDT) on Monday, August 6,2007. Submittals will be reviewed by the City Council followed by interviews of selected firms. Interviews will be held in Iowa City, Iowa on Saturday, September 15 and must include the lead consultant assigned to the project. No phone interviews will be considered. Final selection will occur after the interviews are complete. Negotiations will be conducted and a contract will be finalized with the selected firm. After a contract is awarded, a letter will be sent to all firms who submitted qualifications. The City is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the City, or any other means of delivery employed by the respondent. Late responses to the project will not be considered. Any matter in this information package that requires explanation or interpretation must be inquired into by the respondent in writing at least 72 hours (excluding weekends and holidays) prior to the time set for the proposal submittal. FAX or e-mail all questions to Sylvia Mejia (fax and e-mail information listed below). The only official position of the City is that position which is stated in writing. No other means of communication shall be construed as a formal or official response statement. The City of Iowa City reserves the right to reject any or all responses, and to accept in whole or in part, the response which, in the judgment of the City Council, is the most responsive and responsible submittal. Respectfully, Sylvia A. Mejia IPMA-CP Personnel Administrator sylvia-mejia@iowa-city.org Fax 319-356-5027 RFQcoverletter.doc BACKGROUND Iowa City, Iowa is strategically located in the heart of the Midwest, near the geographical center of the country. Located in the center of eastern Iowa, Iowa City lies within 300 miles of Chicago, Minneapolis, Omaha and St. Louis. Iowa City is both casual and cosmopolitan, a gathering place for people from all walks of life. The downtown area with its mall, specialty shops and services attracts people from surrounding areas. With a population of 62,220 people, Iowa City has a major art gallery, remarkable theatre and music events and many cultural events. Iowa City is a center of learning, a place where education is valued by students of all ages and by the community as a whole. The city's public school system has an enviable record of success in educating young people. Iowa City is home to the University of Iowa which draws faculty and students from around the world. Iowa City has long been distinguished as one of the nation's leading medical centers. The University of Iowa Hospitals and Clinics provides health care through extensive clinical services. Iowa City residents also have the services of Mercy Hospital, an outstanding community hospital. The Veterans Administration Medical Center is Iowa City's third hospital. Iowa City's largest employers include ACT Inc., Pearson Educational Measurement, Lear Corporation, University of Iowa, Mercy Hospital, Proctor & Gamble, Oral 8 Laboratories, University of Iowa Health Care, VA Medical Center, Systems Unlimited, Hy-Vee, the City of Iowa City, Iowa City Community School District and Johnson County. The City of Iowa City operates under a City Council/City Manager form of government. The voters of the City elect the seven members of the City Council on a non-partisan basis. The mayor is elected by the City Council. The City Council is the governing body and is responsible for the appointment of the City Manager. The City Manager is responsible for administering all policies, laws and ordinances enacted by the City Council. With support from the Assistant City Manager and Department Directors the City Manager is responsible for the day-to-day operations of the city organization. City Departments include City Attorney, City Clerk, Finance, Fire, Housing and Inspection Services, Library, Parking and Transit, Parks and Recreation, Planning and Community Development, Police, Public Works and Senior Center. The City work force consists of 635 permanent positions and up to 400 temporary positions. SCOPE OF SERVICES The City Council is seeking professional executive search services to assist them in hiring a City Manager. The anticipated scope of services will include: . Publicizing the opening including contacting potential candidates that may not be actively seeking employment. . Screening candidates and providing a list of preferred candidates to the City Council. . Performing background checks including verification of education, past employment, criminal history checks, credit checks and all other due diligence verification regarding previous work performance, . Arranging interviews (initial and second if required). . Assisting with negotiations with selected candidate (if requested). STATEMENT OF QUALIFICATIONS AND FORMAT Interested firms are strongly encouraged to submit qualifications, which are as comprehensive and complete as possible, so as to ensure a proper evaluation of the firm's capabilities. The Statement of Qualifications shall contain the following response items arranged in order, tabbed and with a table of contents. In order to ensure a uniform review process and to obtain the maximum degree of comparability, it is required that the submittal be organized in the manner specified. The Statement of Qualifications will be considered public information upon opening following the deadline. 1. Name of firm, owners and brief history of the firm. 2. Key personnel: specific qualifications of the individual proposed for this project shall be included. The geographic location of this individual should be indicated as well as major current assignments and availability of this individual. Personnel should not be proposed unless they will be available to fulfill proposed project commitments. The individual proposed for this project will be required to interview with the Council as well as any other individual designated by the firm. 3, Firm capabilities and experience: a detailed description of the firm's technical capabilities as they relate to providing executive search services in the public sector. Included herein are: a. Firm's experience filling executive level positions with public sector employers. b. Listing of the past seven years experience with City Manager recruitments including identification of lead consultant on each project and whether lead consultant is still with the company. c. Firm's experience utilizing a participatory process involving the community including a description of that process. d. Description of a minimum of three (3) City Manager searches the firm has conducted including timetables and outcomes. 4. References: references should be for City Manager searches that best demonstrate the firm's ability to complete the proposed project successfully. For each reference provide a brief description of the project, the client name, year completed, and the portion of work for which your firm was responsible. The responsibilities of any personnel on those projects who are proposed for work on this project should also be included. The City of Iowa City reserves the right to contact references other than, and/or in addition to, those furnished. 5. Other information the firm wishes to have considered during the evaluation of professional qualifications may also be included, 6. Anticipated schedule: a schedule reflective of the anticipated time necessary for a City Manager search. METHOD OF EVALUATION, SELECTION AND RETENTION The City Council will evaluate the submittals based on the firm's experience and qualifications in public sector executive searches including City Manager searches, the firm's experience utilizing community involvement in the process and references. Selected firms will be invited to interview with the City Council in Iowa City IA on September 15,2007. These meetings will be held in open session. Following the interviews the Council will select a firm and will work with that firm to determine the terms of the contract. This allows both parties to have a dialog and discuss the project thoroughly, resulting in a mutual understanding of the expectations and the type of work required. Once a firm has been selected a cost proposal will be submitted within five business days of the City's request. The cost proposal must include an official offer to undertake the proposed work at the proposed price and a detailed explanation of the proposed price, which shall include an estimate of the time to be spent by the firm on the project. All cost proposals shall remain in effect for ninety days from the date of the City's receipt of the cost proposal. In the event the negotiations between the selected firm and the City cannot be completed as a result of an inability to reach agreement on the fee for services or the scope of services to be performed, then at the option of the City, the negotiations will proceed to another firm. After the City accepts the fee proposal, the parties shall enter a written contract. The final proposed contract will be approved by resolution of the City Council. SUBMITTAL Statements of Qualifications shall be addressed as follows and submitted to: City Manager Search City of Iowa City Office of the City Clerk 410 E. Washington St. Iowa City IA 52240 Method of Submittal: U.S. Mail delivery, delivery service, in person; Fax submittals are not acceptable. The envelope shall be endorsed on the outside with the Firm's name and return address. TIMELlNE FOR SELECTION OF FIRM Noon, August 6 Response from firms to RFQ August 21 August 28 September 15 Council members to provide list of top 5 firms to City Clerk Council work session to select firms to be interviewed Council work session to interview firms RIGHTS RESERVED BY THE CITY The rights reserved by the City include, but are not limited to, the following: . The City reserves the right to select, and subsequently recommend for award, the firm which best meets its required needs, quality levels and budget constraints. . The City reserves the right to require further documentation prior to the award of a contract. . The City reserves the right to reject any or all submittals. The City further reserves the right to waive technicalities and formalities in submittals, as well as to accept in whole or in part such submittals where it is deemed advisable in protection of the best interests of the City. . The City reserves the right to enter into discussion with firms regarding their qualifications and associated monetary offers. Any such discussions shall not obligate the City in any manner. . The City reserves the right to rescind its acceptance of a submittal at any time in the event the scope of services and work products furnished do not meet the prescribed service quality standards or the firm fails to properly fulfill its service and delivery obligations. All such determinations shall be made solely at the discretion of the City and shall be without penalty to the City. RFQdocument.doc [Z] PUBLIC SECTOR EXECUTIVE SEARCH FIRMS Alliance Resource Consulting One World Trade Center Suite 1155 Long Beach CA 90831 Arcus 600 North 2nd Street, Suite 100 Harrisburg PA 17101 Austin Peters Group PO Box 27196 Overland Park KS 66225 Avery Associates 3 Y2 N. Santa Cruz Ave., Suite A Los Gatos CA 95030 Bennett Yarger Associates P.O. Box 1360 Plymouth MA 02362 The Brimeyer Group, Inc. Fifty South Ninth Avenue, Suite 101 Hopkins MN 55343 Condrey & Associates P.O. Box 7907 Athens GA 30604 CPS Executive Search 241 Lathrop Way Sacramento CA 95815 The Hawkins Company 600 Corporate Pointe, Suite 1120 Culver City CA 90230 HR.OneSource 5619 NW 86th Street, Suite 600 Johnston IA 50131 Koff & Associates, Inc. 18 Crow Canyon Court, Suite 165 San Ramon CA 94583 Kuehl & Payer, Ltd. 1725 N. Lake Avenue PO Box 458 Storm Lake IA 50588 L. B. Hayhurst & Associates 27 Commercial Boulevard, Suite C Novato CA 94949 MMA Consulting Group Inc. 41 West Street Boston MA 02111-1233 Management Resource Group 800 North Compton, Suite 2 Hiawatha IA 52233-2205 McGrath Consulting Inc. P.O. Box 190 Wonder Lake IL 60097 McPherson & Jacobson, LLC Box 7346 Omaha NE 68107 The Mercer Group Inc. 5579B Chamblee Dunwoody Road, Suite 511 Atlanta GA 30338 The PAR Group - Paul A. Reaume Ltd. 100 N. Waukegan Road, Suite 211 Lake Bluff IL 60044 Peckham & McKenney 6700 Freeport Boulevard, Suite 203A Sacramento CA 95822 The Prothman Company 3633 136yh Place SE, Suite 206 Bellevue W A 980076 Ralph Andersen & Associates 5800 Stanford Ranch Road, Suite 410 Rocklin CA 95765 Resource Management Associates 17037 S. Oak Park Avenue Tinley Park IL 60477 Roberts Consulting Group 41905 Boardwalk, Suite T -345 Palm Desert CA 92211 Slavin Management Consultants, Inc. 3040 Holcomb Bridge Road, Suite A-1 Norcross GA 30071-1357 Springsted Incorporated Corporate Headquarters 85 Seventh Place East, Suite 100 Saint Paul MN 55101-2887 Waldron & Company 101 Stewart, Suite 1200 Seattle WA 98101 Waters-Oldani Executive Recruitment 5050 Quorum, Suite 625 Dallas TX 75254 SearchFirms.doc