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HomeMy WebLinkAbout03/06/2017 Special Meeting Special Council Agenda Date: Monday, March 6, 2017 Time: Immediately following the General Government Committee Meeting Place: Council Chambers, 2nd Floor Municipal Administrative Centre 40 Temperance Street Bowmanville, Ontario Inquiries & Accommodations: For inquiries about this agenda, or to make arrangements for accessibility accommodations for persons attending, please contact: Cindy Fleming, Administrative Assistant to the Clerk, at 905-623-3379, ext. 2101 or by email at cfleming@clarington.net. Alternate Format: If this information is required in an alternate format, please contact the Accessibility Coordinator, at 905-623-3379 ext. 2131. Audio Record: The Municipality of Clarington makes an audio record of Council meetings. If you make a delegation or presentation at a Council meeting, the Municipality will be audio recording you and will make the recording public by publishing the recording on the Municipality’s website. In addition, please be advised that some of the Council meetings may be video recorded. Cell Phones: Please ensure all cell phones, mobile and other electronic devices are turned off or placed on non-audible mode during the meeting. Copies of Reports are available at www.clarington.net Special Council Agenda Date: March 6, 2017 Time: Immediately following General Government Committee Meeting Place: Council Chambers Page 2 1 Call to Order 2 Declaration of Interest 3 Staff Reports 3.1 CAO-005-17 Executive Search Firm for Recruitment of a Chief Administrative Officer Page 3 4 Confirming By-Law 5 Adjournment CAO Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Council Date of Meeting: March 6, 2017 Report Number: CAO-005-17 Resolution: File Number: By-law Number: Report Subject: Executive Search Firm for Recruitment of a Chief Administrative Officer Recommendations: 1. That Report CAO-005-17 be received; 2. That a contract for the Executive Search Firm for Recruitment of a Chief Administrative Officer be awarded to Western Management Consultants of Ontario in the amount of $38,669 (net of HST Rebate); 3. That the funds required in the amount of $38,669 (net of HST Rebate) be drawn from the Unclassified Administration Professional Fees Account #100-21-211-00000-7161; and 4. That all interested parties listed in Report CAO-005-17 and any delegations be advised of Council’s decision by the Purchasing Division. 3 Municipality of Clarington Report CAO-005-17 Page 2 Report Overview To request authorization from Council to award Request for Proposal RFP2017-1 for the Executive Search Firm Recruitment of a Chief Administrative Officer. 1. Background At its meeting of December 12, 2016, Council adopted Report CAO-007-16. The report sought authorization from Council to issue a limited Request for Proposal to select Executive Recruitment Firms to assist the Municipality of Clarington in filling the position of Chief Administrative Officer. In keeping with Council’s approval, an RFP was drafted by the Purchasing Services Division in consultation with the Office of the Chief Administrative Officer. The overall goal of the RFP was to secure the services of an executive recruitment firm for the recruitment of a candidate to fill the position of Chief Administrative Officer for the Municipality of Clarington (the Municipality). RFP2016-11 was issued by the Purchasing Services Division as a limited invitation RFP to four (4) executive recruitment firms with proven expertise in executive recruiting service. The RFP was structured as a price-based two envelope system. The RFP closed on Wednesday, January 11, 2017. Two (2) submissions were received by the closing date and time. Both submissions were deemed compliant. As a requirement of the RFP, proponents were required to submit a comprehensive proposal addressing issues contained in the RFP document including but not limited to: • Experience and qualification working with the public sector organizations, • Proposed staff and team resources, • Strength of the proposed methodology • Work plan and timelines • Accessibility Both submissions complied with the mandatory submission requirements and their Technical Proposals were evaluated by an evaluation team consisting of staff, members of Council, an executive with senior leadership experience in a public sector organization and the Purchasing Services Division. The Proponents’ Technical proposals were first evaluated and scored independently by the members of the evaluation committee in accordance with the pre-established criteria. The scores were then jointly reviewed and agreed upon by all members of the evaluation committee. Upon completion of the evaluation, the evaluation committee concluded that the proposals submitted by Legacy Executive Search Partners and the Ravenhill Group Inc. 4 Municipality of Clarington Report CAO-005-17 Page 3 did not achieve the established threshold and as a result were not shortlisted to move on to the next stage. 2. Comments Based on the result of the above noted RFP, the Purchasing Manager recommended that a new RFP should be issued. In light of the Purchasing Manager’s recommendation, RFP2017-1 was issued to the open market. As with the previously issued RFP, the new RFP2017-1 was also structured on a price base “two-envelope” model with each submission to include a detailed Technical proposal (Envelope 1) and a separate sealed envelope with a Price proposal (Envelope 2). RFP2017-1 was issued on January 30, 2017 and closed on February 13, 2017. Ten (10) firms downloaded the RFP document. This resulted in a total of three (3) submissions being received by the closing date and time from the following firms: • The Phelpsgroup • Organization Consulting • Western Management Consultants of Ontario The evaluation committee reviewed and scored each proposal in accordance with the evaluation criteria and on completion of the evaluation process, the consensus of the committee was that the proposals submitted by the Phelpsgroup and Western Management Consultants of Ontario met the requirements of the RFP document in order to have the Price envelopes opened and evaluated. The evaluation committee further agreed that there was no need for a presentation as the shortlisted proponents generally met the requirements of the RFP and demonstrated an appropriate level of effort for the proposed assignment. On completion of the above process, the Price envelope of the two shortlisted companies were opened and verified with Western Management Consultants of Ontario submitting the lowest price. Staff have reviewed the price submitted by Western Management Consultants of Ontario and found it to be reasonable and within the budgeted amount air marked for this project. References provided by Western Management Consultants of Ontario were contacted and they advised that the level of service has been satisfactory. 3. Concurrence Not Applicable. 5 Municipality of Clarington Report CAO-005-17 Page 4 4. Conclusion It is respectfully recommended that Western Management Consultants of Ontario being the proponent meeting the requirements of the RFP document and having the lowest price be awarded the contract for the Executive Search Firm Recruitment of a Chief Administrative as per the terms and conditions of RFP2017-1. 5. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Curry Clifford, MPA, CMO Interim Chief Administrative Officer Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson@clarington.net List of interested parties to be notified of Council's decision is on file in the department. Attachments – None CC/DF 6