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HomeMy WebLinkAboutAddendum 1 - RFP - 10038 Executive Search Services On-CallAddendum 1 Page 1 of 4 ADDENDUM NO. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP 10038: Executive Search Services On-Call OPENING DATE: 3:00 PM MT (RMEPS Clock) September 20, 2024 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions & Answers Please contact Beth Diven, Buyer II, at bdiven@fcgov.com with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. nd Floor 970.221.6775 970.221.6707 fcgov.com/purchasing Addendum 1 Page 2 of 4 EXHIBIT 1 – QUESTIONS & ANSWERS 1. What would be the number of awards you intend to give(approximate number)? We do not have a predetermined number of awards. 2. Please provide us with an estimated NTE budget allocated for this contract. These services are on an as-needed basis depending on retirements and vacancies that arise. As such there is no dedicated budget. 3. What is the tentative start date of this engagement? As stated on page 5 of the RFP document, the agreement start date is January 1, 2025. 4. Is this a new contract or are there any incumbents? If there is an incumbent, could you please let us know the incumbent name and pricing and are the incumbents eligible to submit the proposal again? Per City Code, no agreement may extend beyond 5 years total. As the three (3) current agreement awarded from the prior RFP are approaching their expiration, this new RFP is being conducted. Incumbent firms are eligible to submit proposals for the new RFP process and are subject to the same submittal requirements and evaluation criteria as all other proposals. The City currently has agreements with Raftelis Financial Consultants, Baker Tilly Virchow Kraus LLP, and GovHR USA, LLC. All 3 firms have per assignment fixed fees ranging from $23,500 to $24,500. 5. Are there any pain points or issues with the current vendor(s)? No. 6. Could you please share the previous spending on this contract, if any? The City conducts an average of 1 to 5 of these types of assignments depending on the year. 7. Is there any mandatory subcontracting requirement for this contract? If yes, Is there any specific goal for the subcontracting? No, there is not. 8. How many positions were used in the previous contract? See answer to question 6. 9. How many positions will be required per year or throughout the contract term? There is no predetermined number. Services are on an as-needed basis only. 10. Can we provide hourly rate ranges in the price proposal? Yes, although we prefer to have a fixed fee per recruiting assignment rather than a time and reimbursable cost format. Addendum 1 Page 3 of 4 11. Are resumes required at the time of proposal submission? If yes, Do we need to submit the actual resumes for proposed candidates or can we submit the sample resumes? We do not need to see candidate resumes or sample candidate resumes at this time. Rather, we are interested in resumes for key members of your team who would provide recruiting services to the City. 12. How much is the estimated budget for this project? There is not a predetermined or dedicated budget for this project. As noted in the RFP, these are as-needed services dependent on upper level position vacancies due to retirements or employees moving on. 13. Can you share the name of the incumbent or historical data on spending? The City currently has agreements with MGT of America Consulting, LLC, Raftellis and Baker Tilly Virchow Krause. Historical spend data is not readily available. 14. Could you please provide the particular positions and job categories that the city is intending to fill with this RFP? We do not have defined positions or job categories for these contracts. Generally positions would be upper-level, management roles or specialized positions that have been difficult to fill via traditional methods. 15. Could you please provide the format of the pricing proposal or the format in which pricing is to be submitted. The City has historically had a fixed fee arrangement with its contracted firms. The fixed fee would apply to the entire recruitment process. Occasionally, the City may want assistance with a more reduce scope, such as assistance with finding candidates but not the whole process. We would be interested in options and pricing structures your firm could offer for reduced scopes. 16. Do we need to attach sample agreement too that is being provided by the city with our proposals? No, you do not need to provide a copy of the City’s agreement as part of your proposal. 17. Do we need to submit the Exhibit A,B,C,D and the two other exhibits with our proposal that are being given in the RFP? Exhibits to the Sample Agreement are for reference purposes only and should not be included in your proposal. 18. Would the City be willing to negotiate the performance guarantee period of 12-24 months with the awarded vendor, possibly reducing the period down? The City would be willing to discuss the performance guarantee period, but we will not guarantee that it will be reduced in contract negotiations. If your firm wishes to discuss this, please include your proposed performance guarantee period in your proposal along with the justification as to why the period should be less than the City requested. Addendum 1 Page 4 of 4 19. Can pricing be a percentage of the salary, or would the City prefer flat fees? No, we expect a flat fee. 20. Does the City know how many projected site visits will be needed from the vendor or does this only pertain to candidate pool? Site visits will really be just for candidates. We are willing to exclude the vendor’s travel expenses from the recruitment fixed fee and reimburse vendors directly should they need to travel to the City’s location for a recruitment. 21. How many placements are expected under this contact? See answer to question 14. 22. Do you all mind explaining how an opening would be communicated amongst the awarded vendors? Would the highest rated firm be notified first, or all vendors are notified at once? This would really depend on the position to be filled and what sort of timeline the City is looking at. For instance, if one vendor has more experience than the other firms with a specialized field such as Utilities, a Utilities assignment may automatically be assigned to that firm. It is difficult to determine the process until the awarded firms are identified.