Executive Search Firm

About the City
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Incorporated in 1983, the City of Mill Creek is located in Snohomish County, Washington, and is home to more than 20,000 people. Mill Creek is a physically active community with 10 attractive neighborhood and community parks, more than 23 miles of nature trails, and recreational facilities that support diverse recreational opportunities. A vibrant, safe and friendly community, Mill Creek is a great destination for shopping and gathering. The award-winning Mill Creek Town Center and other business developments feature many fine retail shops and restaurants. Mill Creek offers an exceptional community experience, where natural beauty is preserved, neighborhoods flourish, businesses thrive and recreational opportunities abound.

Request for Proposal: Candidate Search City of Mill Creek City Manager
Proposals must be received by the City by October 29, 2018.

What the City is Seeking
​The City of Mill Creek (City) is requesting proposals from skilled independent executive search consultants to assist the City with conducting a search that will lead to the selection of a new City Manager.

The City Council is very supportive of the Council-Manager form of government and desires long-term stability in the position despite multiple City Managers over the last decade that have not remained over 3 plus years. The City is looking for a search firm that is capable of showcasing the community’s unique amenities, quality of life, and professional organization to attract a seasoned manager with demonstrated experience and success in leadership and management. The desired City Manager should be someone that works, leads, and manages in a collaborative manner and can work with Council, staff, and stakeholders to establish a vision, identify strategic goals and execute actions in an efficient fashion. The City needs a leader with the highest ethical standards and integrity to restore public confidence and create organizational stability for the City.

Interim City Manager Bob Stowe will be assisting the successful firm to identify and evaluate potential candidates. Bob was the City Manager for Mill Creek from 1995 to 2005 and now has his own consulting company focused on economic development strategies and will be serving in the role of Interim City Manager until the position is filled.

The City intends to follow a selection timetable that should result in the selection of a firm and award of a consultant contract by November 6. The City is interested in an expedited yet thorough recruitment process. The City is interested in completing the search and selection process for the new City Manager as soon as practical.

Desired Services
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The applying firm or individual will collaborate with the City Council to carry out a national search which may include, but is not limited to:

1. Meet with the City Council (as a body) and Interim City Manager to discuss process, recruitment strategy and answer questions about the process.

2. Design a robust public participation process for Council approval so that residents and employees can provide their comments and thoughts about attributes they want in the City Manager.

3. Meet publicly with the City Council as necessary to facilitate the development of an appropriate candidate profile and list of priorities for the new City Manager.

4. Develop a position profile, and all recruiting material in conjunction with the City Council and Interim City Manager and other key individuals and sources selected by the City, that addresses the specific leadership qualities, duties, responsibilities, operational issues, education and training, personal characteristics and traits, and other factors that are relevant to the position.

5. Conduct all recruiting efforts for the position including targeting mailings, selected advertising, networking and direct inquiries and use of consultant’s knowledge of potential candidates.

6. Answer questions from candidates and collect application materials.

7. Review all application materials received, comparing them to the candidate profile and perform screening interviews as needed.

8. Assist the Interim City Manager in screening the initial pool of applicants to 8-15 semifinalists. Conduct and/or assist in conducting preliminary interviews.

9. Work with the City Council and Interim City Manager to select 4-6 finalists; prepare a summary report on all finalists; determine and prepare appropriate interview/selection process for Council, staff and the community to conduct in-depth interviews of each finalist; and participate and manage all interviews and community sessions with the assistance of the Interim City Manager.

10. Conduct detailed background investigations, and verify references and credentials of finalists. Prepare a detailed report on each finalist.

11. Assist the City Council and all stakeholders in the selection process.

12. Assist in the negotiation of an employment agreement with the final candidate, as directed by the City Council and coordinated with the Interim City Manager and City Attorney.

The consultant must continue to provide the services above until a City Manager is appointed, or until the contract is cancelled by the City. In addition, should the newly appointed City Manager be terminated for cause or resign within eighteen (18) months, the consultant must conduct a replacement search at no charge.

Terms and Conditions
An image of the Mill Creek Golf CourseA. The City reserves the right at its sole discretion to reject all submittals received without penalty and not to issue a contract as a result of this request for proposal. The City also reserves the right at its sole discretion to waive minor administrative irregularities contained in any submittal.

B. The City reserves the right to request clarification of information submitted, and to request additional information from any party submitting proposals.

C. The City reserves the right to award any contract to the next most qualified consultant that responds to this request for proposal, if the successful consultant does not execute a contract within five (5) days after the award.

D. Any proposals may be withdrawn until the date set forth below as the deadline for accepting proposals. Any proposals not so timely withdrawn shall constitute an irrevocable offer, for a period of thirty (30) days—or until one or more of the proposals have been approved and agreement executed by the City whichever occurs first.

E. The City is not responsible for any costs incurred by a consultant in preparing, submitting or presenting its proposal. Additionally, if an oral presentation is required to supplement and/or clarify a proposal for the City, such presentation expenses shall be borne by the consultant.

F. The contract resulting from acceptance of proposal by the City must be in a form approved by the City and must reflect the specification in this request for proposal. The City reserves the right to reject any proposed agreement or contract that does not conform to the specification contained in this proposal, and which is not approved as to form by the City Attorney.

G. The consultant will be required to assume responsibility for all services offered in the proposal, whether or not directly performed by the consultant. Further, the consultant will be the sole point of contact for the City with regard to contractual matters, including payment of any and all charges resulting from the contract.

H. The City reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be submitted initially on the most favorable terms which the consultant can propose. The consultant shall specifically stipulate the proposal is predicated upon acceptance of all terms and conditions of the request for proposal.

I. The consultant must comply with and perform the services in accordance
with all applicable federal, state and local laws.

J. During the term of service to the City, the consultant must have professional liability coverage with combined single limits of liability of not less than one million ($1,000,000), and provide a certificate evidencing such insurance and naming the City as additional insured as per contracting standards.

A. Fees and Expenses. The successful consultant will be paid based upon a lump sum fee, plus expenses. Reimbursable expenses may include travel, advertising, long distance phone charges, printing, postage and other direct expenses in compliance with established procedures and approved by the designated representative of the City.

B. Method of Payment. Payment by the City for executive search services may be submitted by invoice on a monthly basis. The invoice should specifically describe the services performed, and the name(s) of the personnel performing such services. The City will make a payment on a monthly basis, thirty (30) days after receipt of the invoice.

C. Taxes. The consultant will be solely responsible for the payment of any taxes imposed by any lawful jurisdiction as a result of the delivery of services to the City.

Instructions for Proposers
An image of the North Pointe neighborhoodProposers are asked to respond to the following items in the sequence presented:

1. Qualifications. Describe the background, public sector experience, and executive search capabilities of your firm. Please give specific information regarding your qualifications to conduct City Manager searches for entities similar to the City of Mill Creek or larger. Describe in what ways have members of your firm developed personal contacts with potential candidates for this position.

2. Scope of Services. Provide a scope of services and a proposed outline of tasks, products, and recruitment schedule. Major proposed deviations from the desired scope of services outlined in this request for proposal should be clearly noted.

3. Consulting Staff. Provide the name of the individual responsible for the recruitment including subcontractors, the percentage of the time said individual will allocate to the recruitment, and the specific experience of the individual relative to the recruitment. Describe how many successful searches the consulting staff has conducted within the last two years.
Identify how many other executive searches the responsible person currently is involved in.

4. References. Provide a list of a minimum of five (5) clients who can verify your firm’s ability to provide the scope of services requested, include a brief description of the work along with contract award and completion dates for each recruitment. For each reference, include the name(s), telephone number(s) and email address(es) of the client’s project manager.

5. Cost. Provide a cost proposal that includes a lump sum fee and estimate of detailed expenses.

6. Approach. Provide a general description, based on experience, as to how the firm would approach the process, including methodology and estimated timelines, and how they would involve stakeholders and work together with the City towards final appointment of the successful candidate. Identify how the firm will ensure that the City receives prompt and timely attention throughout this process.

7. Sample Materials. Please provide 3-5 recent samples of recruiting specifications, community/agency profiles, recruitment brochures, invitee letters, announcements, and so forth from your firm.

8. Submission of Proposals & Questions. Proposals must be received by the City by October 29, 2018. Respondents shall submit proposals and clarifying questions regarding this RFP to the Interim City Manager at Bobs@cityofmillcreek.com.

Selection Criteria
Each proposal will be independently evaluated on the following criteria:

A. Consultant Experience/Qualifications. Experience in providing services similar to those requested and having obtained favorable outcomes (“Favorable outcomes” should be measured in terms of number of City Managers placed, length of service of City Managers placed and level of satisfaction with those City Managers).

B. Cost. Total estimated fees and expenses for the services broken down by task. While cost will be a consideration in the award of the contract, the contract will not necessarily be awarded to the firm submitting the lowest cost proposal. The City’s intent is to award the contract to the firm whose
proposal is deemed to offer the best overall value and fit to the needs of the organization.

C. Dependability. Ability and commitment to complete the work within the required time frame and proposed cost as evidenced by documentation provided through references.

D. Sample Materials. Quality and quantity of recruiting specifications, community/agency profiles, recruitment brochures, invitee letters and announcements provided.

E. References. Quality and quantity of client references provided. Evaluation of past recruitments as stated by references in the proposal and of relevance of past experience as reported in this submission.

F. Quality of Response. The overall quality of the response, conformance to format, approach, and its responsiveness to this request for proposal.

General Information
An image of Pine Meadow ParkThe City is an Equal Opportunity Employer and does not discriminate against individuals or firms because of their race, color, creed, marital status, religion, age, sex, national origin, sexual orientation, gender identity, the presence of any mental, physical or sensory handicap in an otherwise qualified handicapped person, or for any other unlawful reason.

All responses/submittals and evaluation materials become the City’s property and may be reviewed by appointment by anyone requesting to do so at the conclusion of the RFP process. This process is concluded when a signed contract is completed between City and the selected firm.

The Washington State Public Records Act (Chapter 42.56 RCW) (“PRA”) requires public agencies in Washington to promptly make public records available for inspection and copying unless they fall within the specified exemptions contained in the PRA and are otherwise privileged.

If a respondent considers any portion of his/her submittal to be protected from disclosure under the PRA, the respondent shall clearly identify on the page(s) affected such words as “CONFIDENTIAL,” PROPRIETARY” or “BUSINESS SECRET.” The respondent shall also use the descriptions above in the following table to identify the affected page number(s) and location(s) of any material to be considered as confidential (attach additional sheets as necessary). If a request is made for disclosure of such portion, the City will notify the respondent of the request and allow the respondent ten (10) calendar days to take whatever action it deems necessary to protect its interests, including seeking injunctive relief under the PRA. If the respondent fails or neglects to take such action within said period, the City will release the portion of the submittal deemed subject to disclosure. By submitting a proposal, the respondent assents to the procedure outlined in this paragraph and shall have no claim against the City on account of actions taken under such procedure.