HomeMy WebLinkAboutRFP - P1002 EXECUTIVE SEARCH SERVICES ECONOMIC ADVISORh
City of Fort Collins REQUEST FOR PROPOSAL
2 Executive Search Services — Economic Advisor
Written proposals, six (6) will be received at the City of Fort Collins' Purchasing Division, 215
North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00
p.m. (our clock), November 1, 2005. Proposal # P1002, If delivered, they are to be sent to 215
North Mason Street, 2"d Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O Box
580, Fort Collins, 80522-0580.
Questions concerning the scope of the project should be directed to, Tess Heffernan, Policy and
Project Manager (970) 221-2253.
Questions regarding proposals submittal or process should be directed to James B. O'Neill II,
CPPO, FNIGP (970) 221-6775.
A copy of the Proposal may be obtained as follows
1. Download the Proposal/Bid from the Purchasing Webpage www.fcgov.com/purchasing
2. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a
copy of the request for proposal.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have
a financial interest in the sale to the City of any real or personal property, equipment, material,
supplies or services where such officer or employee exercises directly or indirectly any decision -
making authority concerning such sale or any supervisory authority over the services to be
rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift,
gratuity favor, entertainment, kickback or any items of monetary value from any person who has
or is seeking to do business with the City of Fort Collins is prohibited.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be
rejected and reported to authorities as such. Your authorized signature of this proposal assures
that such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Sincerely,
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
215 North Mason Street • 2" " Floor • P.O. Box 581) • tort Collins, CO 80522-0581) - (970) 221-6775 • Fax
(970)221-6707
www. gov.com
ur
12. Warranty
(a) Service Provider warrants that all work performed hereunder shall be
performed with the highest degree of competence and care in accordance
with accepted standards for work of a similar nature.
(b) Unless otherwise provided in the Agreement, all materials and equipment
incorporated into any work shall be new and, where not specified, of the
most suitable grade of their respective kinds for their intended use, and all
workmanship shall be acceptable to City.
(c) Service Provider warrants all equipment, materials, labor and other work,
provided under this Agreement, except City -furnished materials,
equipment and labor, against defects and nonconformances in design,
materials and workmanship/workwomanship for a period beginning ',with
the start of the work and ending twelve (12) months from and after (final
acceptance under the Agreement, regardless whether the same were
furnished or performed by Service Provider or by any of its subcontractors
of any tier. Upon receipt of written notice from City of any such defect or
nonconformances, the affected item or part thereof shall be redesigned,
repaired or replaced by Service Provider in a manner and at a time
acceptable to City.
13. Default. Each and every term and condition hereof shall be deemed to be a
material element of this Agreement. In the event either party should fail or refuse to perform
according to the terms of this agreement, such party may be declared in default thereof.
14. Remedies. In the event a party has been declared in default, such defaulting
party shall be allowed a period of ten (10) days within which to cure said default. In the event
the default remains uncorrected, the party declaring default may elect to (a) terminate the
Agreement and seek damages; (b) treat the Agreement as continuing and require specific
performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party
commences legal or equitable actions against the defaulting party, the defaulting party shall be
liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and
costs incurred because of the default.
15. Bindinq Effect. This writing, together with the exhibits hereto, constitutes the
entire agreement between the parties and shall be binding upon said parties, their officers,
SA 0612004
10
employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs,
personal representatives, successors and assigns of said parties.
16. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save
harmless the City, its officers, agents and employees against and from any and all actions,
suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to
or death of any person or persons, or damages to property arising out of, result from or
occurring in connection with the performance of any service hereunder.
b. The Service Provider shall take all necessary precautions in performing the work
hereunder to prevent injury to persons and property.
c. Without limiting any of the Service Provider's obligations hereunder, the Service
Provider shall provide and maintain insurance coverage naming the City as an additional
insured under this Agreement of the type and with the limits specified within Exhibit
consisting of (_) pages[s], attached hereto and incorporated herein by this reference.
The Service Provider before commencing services hereunder, shall deliver to the City's Director
of Purchasing and Risk Management, P. O. Box 580 Fort Collins, Colorado 80522 one copy of
a certificate evidencing the insurance coverage required from an insurance company acceptable
to the City.
17. Entire Agreement. This Agreement, along with all Exhibits and other documents
incorporated herein, shall constitute the entire Agreement of the parties. Covenants or
representations not contained in this Agreement shall not be binding on the parties.
18. Law/Severability. The laws of the State of Colorado shall govern the construction
interpretation, execution and enforcement of this Agreement. In the event any provision of this
Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such
holding shall not invalidate or render unenforceable any other provision of this Agreement.
SA O6/2004
11
FI
19. Special Provisions. [Optional] Special provisions or conditions relating to the
services to be performed pursuant to this Agreement are set forth in Exhibit _, consisting of
( ) page[s], attached hereto and incorporated herein by this reference.
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
CITY OF FORT COLLINS, COLORADO
a municipal corporation
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing and Risk Management
Date:
[Insert Corporation's name] or
[Insert Partnership name] or
[Insert individual's name]
Doing business as [insert name of business]
By:
PRINT NAME
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST: (Corporate Seal)
CORPORATE SECRETARY
SA O6/2004
12
EXHIBIT B
INSURANCE REQUIREMENTS
1. The Service Provider will provide, from insurance companies acceptable to the City, the
insurance coverage designated hereinafter and pay all costs. Before commencing work under
this bid, the Service Provider shall furnish the City with certificates of insurance showing the
type, amount, class of operations covered, effective dates and date of expiration of policies,
and containing substantially the following statement:
"The insurance evidenced by this Certificate will not be cancelled or materially altered, except
after ten (10) days written notice has been received by the City of Fort Collins."
In case of the breach of any provision of the Insurance Requirements, the City, at its option,
may take out and maintain, at the expense of the Service Provider, such insurance as the City
may deem proper and may deduct the cost of such insurance from any monies which may be
due or become due the Service Provider under this Agreement. The City, its officers, agents
and employees shall be named as additional insureds on the Service Provider's general liability
and automobile liability insurance policies for any claims arising out of work performed under
this Agreement.
2. Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider shall
maintain during the life of this Agreement for all of the Service Provider's
employees engaged in work performed under this agreement:
1. Workers' Compensation insurance with statutory limits as required by
Colorado law.
2. Employer's Liability insurance with limits of $100,000 per accident,
$500,000 disease aggregate, and $100,000 disease each employee.
B. Commercial General & Vehicle Liability. The Service Provider shall maintain
during the life of this Agreement such commercial general liability and
automobile liability insurance as will provide coverage for damage claims of
personal injury, including accidental death, as well as for claims for property
damage, which may arise directly or indirectly from the performance of work
under this Agreement. Coverage for property damage shall be on a "broad
form" basis. The amount of insurance for each coverage, Commercial General
and Vehicle, shall not be less than $500,000 combined single limits for bodily
injury and property damage.
In the event any work is performed by a subcontractor, the Service Provider shall be
responsible for any liability directly or indirectly arising out of the work performed under this
Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance.
P1002
Executive Search Services — Economic Advisor
SCOPE OF SERVICES i
The City of Fort Collins (130,000 pop.) is seeking proposals for executive search services to aid in hiring an
Economic Advisor. The Economic Advisor will report to City Manager and will work with the City Manager,
City Council, and Economic Vitality and Sustainability Action Group (EVSAG) to help support, develop and
implement the City's economic policies. This position will develop plans and programs to address
retention and expansion of existing businesses and attract new businesses; establish strong partnerships
with community and business leaders; identify measures of success, economic and community indicators
and analyze and report on economic conditions. The successful candidate will have the ability to create a
strong team environment and encourage entrepreneurial activity. Must have thorough understanding of
economic sustainability and development issues. Excellent verbal, written, and presentation skills a must.
Services required will include the following:
1. Work closely with the City Manager on the position profile for the Economic Advisor.
2. Coordinate recruiting efforts for the position, including advertising and personal
recruitment of candidates.
3. Review and screen applications.
4. Conduct preliminary interviews and background checks on selected candidates.
5. Provide a short list of approximately 5-6 candidates as soon as practical in December.
PROPOSALS
Proposals should address the following questions:
1. What process do you recommend be used in conducting this type of search?
a. What are the key steps?
b. Provide a proposed timeline for the process.
2. Provide a breakdown of costs for tasks 1-5.
a. How are expenses of the search included in your proposal?
b. What expenses will be charged to the City separate from any basic fee?
c. Is there a maximum cost?
3. Who will be the primary contact for this search?
a. Secondary contacts?
b. What are the qualifications and backgrounds of each of these individuals?
4. Describe the experience of the primary contact person in the recruitment.
M
a. How many searches has this individual conducted for Economic Advisor positions?
b. List representative cities for which this service has been provided.
5. In what ways have members of your firm developed personal contacts with potential
candidates for this type of position?
6. What procedures do you use in assessing your client organization's needs and values?
How do you use this information in selecting candidates who meet those needs and
share those values?
7. What procedures does your firm utilize in investigating the background of candidates?
8. How many other executive searches is the primary contact currently involved in? How
will you ensure that the City receives prompt and timely attention throughout this
process?
9. Explain how you will target specific regions, vs. doing a "wide and shallow" search. Hover can
the search be focused to ensure a candidate who will be compatible with the needs of this
community and the Rocky Mountain region?
10. How would your fees change if you were to contact a specific list of people, provided by the City.
Specific experience with recruitment in the field of economic advisors or related positions is
required. Please provide at least ten references from past public agency clients.
The City reserves the right to contract with the selected firm for future executive searches as
the City deems necessary.
A review board will rank interested firms based on their written proposals, using the ranking
system set forth in the City's procedures for acquisition of professional services. A copy of the
rating criteria used is attached. The three highest ranked firms may be requested for interviews
on November 18.
ECONOMIC ADVISOR POSITION DESCRIPTION: *
SUMMARY: Work with the City Manager, City Council, and the Economic Vitality and Sustainability
Action Group (EVSAG). Support the economic vitality and sustainability policies and efforts including
development of enhanced partnerships with the private sector, other City departments and agencies, and
Colorado State University.
ESSENTIAL DUTIES AND RESPONSIBILITIES: The following duties and responsibilities are
illustrative of the primary functions of this position and are not intended to be all-inclusive.
Develops and implements City's economic vitality and sustainability efforts, including:
• Develops plans and programs to address retention and expansion of existing business and attract new
business.
• Develops plans and programs to preserve and increase the City's retail tax base and general economic
prosperity.
• Works directly with business owners and community groups to promote the City as a place to do
business.
• Identifies specific businesses and sectors for targeted recruitment.
*Identifies measures of success, economic and community indicators and accountability for economic
vitality, sustainability and redevelopment efforts.
Acts as a liaison to various public, not -for -profit and private business development organizations by
representation at meetings, community functions and other related activities.
Establishes and nurtures strong partnerships with community and business leaders as well as other public
and private professionals. Provides appropriate presentation and written information to groups.
Advises City Manager, departments and City Council on economic issues, including:
• Evaluates all programs and policies that are suggested to City Council to determine if (there are
unintended economic or other impacts on the community.
• Analyzes and reports on economic conditions.
• Provides advice and assistance to other departments in regard to economic services and issues related to
planning and/or development projects.
Creates a strong team environment among staff and peers to encourage entrepreneurial activity and
business; foster an extraordinary customer service culture.
Serves as the lead staff for the City's Economic Vitality and Sustainability Action Group (1 VSAG);
provides reports and recommendations to the City Manager.
Develops and maintains progress reports and statistical reports; analyzes economic development
opportunities, researches background material, develops alternative approaches and recommends solutions.
Participates as a team member in coordinated redevelopment projects with related staff, develops, and
associated support organizations.
Acts as primary contact for new and expanding business with planning, zoning, regulatory, financing and
small business assistance questions, and processes.
Administers the financial component of the City's economic development program.
Other special duties as assigned.
* It is possible that the City will modify the Economic Advisor job description, to emphasize "sustalinability"
and other unique interests of Fort Collins, e.g. economic gardening
ADDITIONAL RESOURCES
The EVSAG Report is available at http://fcgov.com/economicvitality/pdf/evsao-report.odf
im
REVIEW AND ASSESSMENT
Professional firms will be evaluated on the following criteria. These criteria will be the basis for revi�w of
the written proposals and interview session.
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an
outstanding rating.
WEIGHTING
QUALIFICATION
STANDARD
FACTOR
2.0
Scope of Proposal
Does the proposal show an understanding of the
project objective, methodology to be used and
results that are desired from the project?
2.0
Assigned Personnel
Do the persons who will be working on the project
have the necessary skills? Are sufficient people' of
the requisite skills assigned to the project?
1.0
Availability
Can the work be completed in the necessary time?
Can the target start and completion dates be met?
Are other qualified personnel available to assist',in
meeting the project schedule if required? Is the
project team available to attend meetings as
required by the Scope of Work?
1.0
Motivation
Is the firm interested and are they capable of doing
the work in the required time frame?
2.0
Cost and
Do the proposed cost and work hours compare
Work Hours
favorably with the project Manager's estimate? Are
the work hours presented reasonable for the effort
required in each project task or phase?
2.0
Firm Capability
Does the firm have the support capabilities the
assigned personnel require? Has the firm done
previous projects of this type and scope?
F�
Reference evaluation (Top Ranked Firm)
The project Manager will check references using the following criteria. The evaluation rankings
will be labeled Satisfactory/Unsatisfactory.
QUALIFICATION
STANDARD
Overall Performance
Would you hire this Professional again? Did
they show the skills required by this project?
Timetable
Was the original Scope of Work completed
within the specified time? Were interim
deadlines met in a timely manner?
Completeness
Was the Professional responsive to client
needs; did the Professional anticipate
problems? Were problems solved quickly',and
effectively?
Budget
Was the original Scope of Work completed
within the project budget?
Job Knowledge
a) If a study, did it meet the Scope of Work?
b) If Professional administered a construction
contract, was the project functional upon
completion and did it operate properly?
Were problems corrected quickly and
effectively?
SA OW20oa
0
SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter
referred to as the "City" and
"Service Provider".
WITNESSETH:
hereinafter referred to as
In consideration of the mutual covenants and obligations herein expressed, it is agreed
by and between the parties hereto as follows:
1. Scope of Services. The Service Provider agrees to provide services in
accordance with the scope of services attached hereto as Exhibit "A", consisting of (_ )
page[s], and incorporated herein by this reference.
2. The Work Schedule. [Optional] The services to be performed pursuant to this
Agreement shall be performed in accordance with the Work Schedule attached hereto as
Exhibit "B", consisting of ( ) page[s], and incorporated herein by this reference.
3. Time of Commencement and Completion of Services. The services to be
performed pursuant to this Agreement shall be initiated within
( ) days
following execution of this Agreement. Services shall be completed no later than
Time is of the essence. Any extensions of the time limit set forth above
must be agreed upon in a writing signed by the parties.
4. Contract Period. [Option 1] This Agreement shall commence upon the date of
execution shown on the signature page of this Agreement and shall continue in full force and
effect for one (1) year, unless sooner terminated as herein provided. In addition, at the option of
the City, the Agreement may be extended for an additional period of one (1) year at the rates
provided with written notice to the Professional mailed no later than ninety (90) days prior to
contract end.
SA O6/2004
7
4. Contract Period. [Option 2] This Agreement shall commence 200_,
and shall continue in full force and effect until 200_, unless sooner terminated as
herein provided. In addition, at the option of the City, the Agreement may be extended for
additional one year periods not to exceed _ (_) additional one year periods. Pricing changes
shall be negotiated by and agreed to by both parties and may not exceed the Denver - Boulder
CPI-U as published by the Colorado State Planning and Budget Office. Written notice of
renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior
to contract end.
5. Delay. If either party is prevented in whole or in part from performing its
obligations by unforeseeable causes beyond its reasonable control and without its fault or
negligence, then the party so prevented shall be excused from whatever performance is
prevented by such cause. To the extent that the performance is actually prevented, the Service
Provider must provide written notice to the City of such condition within fifteen (15) days from
the onset of such condition.
[Early Termination clause here as an option.
6. Early Termination by City/Notice. Notwithstanding the time periods contained
herein, the City may terminate this Agreement at any time without cause by providing written
notice of termination to the Service Provider. Such notice shall be delivered at least fifteen (15)
days prior to the termination date contained in said notice unless otherwise agreed in writing by
the parties. All notices provided under this Agreement shall be effective when mailed, postage
prepaid and sent to the following addresses:
City: Service Provider:
SA 06/2004
8
im
In the event of early termination by the City, the Service Provider shall be paid for services
rendered to the date of termination, subject only to the satisfactory performance of the Service
Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole
right and remedy for such termination.
7. Contract Sum. The City shall pay the Service provider for the performance of this
Contract, subject to additions and deletions provided herein, the sum of Dollars
($ ) [Option Cost Breakdown is attached Exhibit "C"]
8. City Representative. The City will designate, prior to commencement of the
work, its representative who shall make, within the scope of his or her authority, all necessary
and proper decisions with reference to the services provided under this agreement. All requests
concerning this agreement shall be directed to the City Representative.
9. Independent Service provider. The services to be performed by Service Provider
are those of an independent service provider and not of an employee of the City of Fort Collins.
The City shall not be responsible for withholding any portion of Service Provider's
compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or
benefits or for any other purpose.
10. Personal Services. It is understood that the City enters into the Agreement
based on the special abilities of the Service Provider and that this Agreement shallbe
considered as an agreement for personal services. Accordingly, the Service Provider shall
neither assign any responsibilities nor delegate any duties arising under the Agreement without
the prior written consent of the City.
11. Acceptance Not Waiver. The City's approval or acceptance of, or payment for
any of the services shall not be construed to operate as a waiver of any rights or benefits
provided to the City under this Agreement or cause of action arising out of performance of this
Agreement.
SA 06/2004
9