TO:
Honorable Mayor and Members of the City Council
FROM:
John Jalili, Interim City Manager
SUBJECT:Title
Award of Contract to Teri Black & Company for City Manager Recruitment Services (Estimated Total Value of $26,500); Appropriation of $26,500 from the City Council Contingency Fund (City Manager Jalili).
APPROVE AND APPROPRIATE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
a) Award a contract for City Manager recruitment services contract to Teri Black & Company in the amount of $26,500; and
b) Appropriate $26,500 from the City Council Contingency Fund balance for these services.
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FISCAL IMPLICATIONS:
The City Council Contingency Fund has $124,800 available which will be reduced to $98,300 after this appropriation.
BACKGROUND:
On November 19, 2013, the City Council directed staff to begin the process to recruit and select the next City Manager. The goal of the recruitment and selection process is to identify the best available candidates and to ensure that the candidates are a good fit for the community. The Council also appointed an Ad-Hoc City Manager Selection Subcommittee consisting of the Mayor and Mayor Pro Tem.
A Request for Proposal (RFP) #972-14 for the City Manager recruitment services was released on December 19, 2013, and 13 responses were received by the January 9, 2014, deadline. The comparison in Attachment "1" shows a summary of the proposals received.
DISCUSSION:
As a professional services contract, selection is based upon many factors including relevant experience, the firm's understanding of the scope of services, proposed approach to recruitment, the consultant's availability and cost.
The Council Ad-Hoc City Manager Selection Subcommittee consisting of the Mayor and Mayor Pro Tem reviewed the proposals and selected 4 firms to be interviewed. The firms were all well qualified to provide recruitment services. However, after review and evaluation, and the interviews conducted, the Subcommittee recommends the contract be awarded to Teri Black & Company. Teri Black & Company's prior experience with California cities, especially coastal cities, familiarity with the South Bay as a locally based firm, prior experience with the City, dedicated services of the firm principal, two year placement guarantee, and recommended approach resulted in this firm being ranked highest.
The community input component of the City Manager search is proposed to consist of three main elements. Terri Black will conduct a town hall meetings at which residents and other interested parties will be provided with an opportunity to share their insights regarding the traits and characteristics desired in the next City Manager. Using the City's social media outlets, an on-line survey will also be made available. Finally, the recruiter will also solicit input from key stakeholders in the community directly. These elements can also be modified by the Council as the search progresses.
A clear understanding of the City Council and community's desires as to the traits and characteristics sought in a City manager will ensure a successful recruitment effort. The recruiter will focus on identifying the candidates which best match the profile developed and will fully vet candidates. The main components of the search effort will involve:
· Client Feedback & Involvement - development of the profile; refining the recruitment strategy and developing the recruitment brochure and advertising (February);
· Personalized Outreach - advertising and marketing underway with the recruiter making personal contact with possible candidates which will start on a very preliminary basis at the upcoming City Manager's Department meeting of the League of California Cities in early February (mid-February to mid-March);
· Candidate Assessment - review of resumes; screening interviews, and report to the City Council (mid-March to early April);
· Selection Process - work with the City Council to select the best candidates to interview, facilitate interview and selection process; undertake background and reference checks, and assist in the negotiation of employment terms with the selected candidate (April);
· City Manager Hired and Employment Commenced (May).
A City standard form professional services contract has been prepared for these services and is attached. The City may cancel the contract at any time without cause upon a 30-day notice. The total contract amount is $26,500 of which $19,000 is a fixed fee for the services to be provided plus up to $7,500 in reimbursable expenses.
CONCLUSION:
The Council Ad-Hoc City Manager Selection Subcommittee recommends that the City Council award a contract to Teri Black & Company for City Manager recruitment services in the amount of $26,500. Further, staff recommends that the City Council appropriate $26,500 from the City Council contingency fund.
Attachment:
1. City Manager Recruitment Services Comparison
2. Proposal from Teri Black & Company
3. Agreement with Teri Black & Company