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Report
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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.
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.
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.
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