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HomeMy WebLinkAboutCAO-007-16Clarftwn 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: General Government Committee Date of Meeting: November 28, 2016 Report Number: CAO-007-16 Resolution: GG-586-16, C-344-16, C-345-16 File Number: By-law Number: Report Subject: Executive Recruiting Services for Recruitment of a Chief Administrative Officer Recommendations: That Report CAO-007-16 be received; 2. That staff be authorized to use the process as outlined in the report and the Purchasing Manager be authorized to issue a limited invitation Request for Proposal to selected companies (i.e. 4 to 6 firms) with proven expertise in executive recruiting service and to submit proposals based on the scope of work as outlined in Attachment 1; and 3. That the Interim Chief Administrative Officer, in accordance with Recommendation 2, report back to Council with a recommendation for an award of contract to an executive recruiting firm. Municipality of Clarington Report CAO-007-16 Report Overview Page 2 To request authorization from Council to issue a limited Request for Proposal to selected Executive Recruitment Firms to assist the Municipality in filling the position of Chief Administrative Officer. �=<•. • •. Former Chief Administrative Officer Frank Wu officially retired in September 2016 and Curry Clifford has been contracted to fill the position of Chief Administrative Officer (CAO) on an interim basis pending the completion of the recruitment process to fill the CAO position. Process The process for selecting a CAO is typically done through a professional executive recruiting firm. Using this process, the Municipality would first solicit proposals from qualified executive recruiting firms then interview and select a qualified recruiting firm. The Municipality under the guidance of Council and the recruiting firm would agree on the qualifications and attributes they are seeking in a CAO. The recruiter is then directed to find candidates who best fit the description developed by the Municipality. When the recruiter is confident that he/she has a strong representation of qualified candidates, the recruiter performs an initial "screening" interview of the top candidates. This list is further shortened through an interview with a panel and an assessment process. At the end of this process, the short list is sent to Council for their consideration and Council interviews the selected candidates. Often, after the initial interviews by Council, a candidate(s) is invited back for a second more extensive interview, after which an offer is made to the preferred candidate and transmitted to the candidate by the recruiter. Usually, there is a brief negotiation before terms are agreed on and a contract is signed. The entire process will typically take between eight to ten weeks. This can take longer of course based on availability of candidates and Council. The overall timelines are set out in Attachment 1. 2. Proposal The Interim CAO's Office in consultation with the Purchasing Division developed a Scope of Work to be included in the Request for Proposal (RFP) which will be sent to select executive recruiting firms. The list of firms to be invited to participate will be developed by reaching out to colleagues in comparable municipalities who have had positive experiences with executive recruiting firms. As a requirement of the RFP these companies will be required to meet a number of mandatory pass/fail criteria, including but not limited to successful reference checks, proven financial stability and adherence to the terms and conditions of the RFP document. Municipality of Clarington Report CAO-007-16 Page 3 In keeping with the Municipality's procurement process, a two envelope system will be used; the technical proposal and the cost of service proposal will be submitted in separate envelopes. To permit a fair and objective evaluation of the proposals, proponents will be evaluated on a number of pre -determined selection criteria and points summary (see Attachment 2) Only proponents who achieve a minimum technical threshold score of 85% of the total technical points will be moved to the next stage, i.e. presentation/demonstration (if necessary) and the opening of their cost of service envelope thereafter. It is the intention to award a contract to the proponent who has met the passing threshold for both the technical and presentation phases and has provided the lowest overall cost. A Selection Committee consisting of the Interim CAO, Mayor, a Councilor to be chosen by Council, and an executive with senior leadership experience in a public sector organization will evaluate the Proposals. This Selection Committee for choosing the recruitment services will also serve as the Selection Panel for the recruiter to work with in the recruitment process. In light of the above, the RFP schedule below represents the Municipality's best estimate of the length of time it will take to award a contract to an executive recruiting firm. a) Council approves Scope of Work: December 12, 2016 b) Release of RFP to executive recruiting firms: December 16, 2016 c) Deadline for submitting questions: 3 business days prior to closing date d) Closing Date for RFP Submissions: January 13, 2017 e) Evaluation / Shortlist Presentation Date: January 20 — January 26, 2017 f) Approval from Council to award contract: February 6, 2017 g) Contract Award: February 9, 2017 Note: This award will by-pass the General Government Committee and will go directly to Council given the timelines associated with this initiative. Once an executive recruiting firm is chosen the steps below are then followed: Step 1 Municipality & recruiting firm determine candidate profile Step 2 Recruiting firm advertise for application for candidates Step 3 Application submissions received by recruiting firm Step 4 Recruiting firm screens and identifies short list of candidates Step 5 Council interviews short list of candidates Step 6 Selection of new CAO and compensation negotiations Municipality of Clarington Report CAO-007-16 Page 3 Council has previously been advised on the projected budget for this service. 3. Concurrence Not Applicable 4. Conclusion It is respectfully recommended that the General Government Committee recommend to Council that a limited RFP be issued for the services of an executive recruitment firm to assist the Municipality in filling the position of Chief Administrative Officer and that staff report back to the Council with a recommendation for an award of contract to the successful executive recruitment firm. 5. Strategic Plan Application Not applicable. Submitted by: Curry Clifford, MPA, CMO, Interim CAO Staff Contact: Curry Clifford, Interim Chief Administrative Officer, 905-623-3379 ext. 2002 or cclifford@clarington.net There are no interested parties to be notified of Council's decision. Attachment 1- Scope of work for RFP Attachment 2- Selection Criteria Municipality of Clarington Report CAO-007-16 Attachment 1 Executive and Senior Management Recruitment Purpose The purpose of this RFP is 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 Corporation of the Municipality of Clarington (the Municipality). Background The Municipality of Clarington is located in the Region of Durham, approximately 60 kilometres east of downtown Toronto. It is one of eight lower tier municipalities that comprise the Region of Durham. At 612km2 and with a population of approximately 94,000 people and growing, Clarington is a blend of rural countryside and four bustling urban areas; Courtice, Bowmanville, Newcastle and Orono. The rural area has thirteen hamlets which are surrounded by highly productive agricultural land and natural heritage features. The Municipality is comprised of approximately 300 full-time and 400 part-time employees. The Municipality's organizational structure consists of 9 Departments and 1 Division that reports directly to the Chief Administration Officer (CAO). The CAO reports directly to Council. Scope of Work • Consulting with a panel to develop a job profile to reflect the skills and requisites of the position, including key competencies, selection criteria, processes and timeframes • Identifying a dedicated senior lead contact for providing ongoing communication with our panel • Identifying and evaluating/assessing high quality, diverse candidates using a variety of positions -specific search strategies, including outreach to diverse communities and to evaluate the competencies and to ensure that the selected candidate is a "good fit" with the Municipality's vision and mission • Identifying and using the appropriate types of advertising for the search to achieve a long list of qualified candidates and review with client to develop a short list • Identifying potential candidates from existing database Municipality of Clarington Report CAO-007-16 Attachment 1 • Screening, interviewing and short -listing candidates using methods appropriate to the position in addition to providing information as to why each candidate is short-listed • Facilitating and developing assessment methods, including interview questions and advanced assessment methods to analyse factors including but not limited to political acumen, strategic decision -making and understanding the management systems and processes to support effectiveness in a local government setting, government relations, emotional intelligence, analytical ability, conflict resolution, community economic development leadership and team building experience • Recommending a short list of candidates for interview with the panel and with Council and participate in the interview process to assist in final selection • Conducting background, reference and credential checks in consultation with the client • Assisting with negotiating terms and conditions of employment with selected candidate in accordance with established parameters • Ensuring that services meet deadlines and are within approved budget • Maintaining all files/records related to search assignment for reporting and auditing purposes • Assisting the selected candidate in transitioning in the new position Note: Proposals should be received by January 13th 2016, award will be made at the February 6th 2016 Council meeting and the assignment completed by May 5th 2016 to enable the selected candidate to assume the CAO role not later than June 19th 2017. Municipality of Clarington Report CAO-007-16 Attachment 2 Selection Criteria for Recruitment Services i '*l1 \ tm4zGlL14 MAXIMUM MAXIMUM POINTS EVALUTION CRITERIA PERCENTAGE POINTS AWARDED AVAILABLE AVAILABLE STAGE 1: Compliance With Mandatory Submission Requirements PASS/FAIL STAGE 2: PROPOSAL STRUCTURE, ATTRIBUTES AND CONTENTS A. Experience and Qualification working with Public Sector 25% 100 Organization • Proponent's Company history of recruiting experience with comparable municipal, public sector, broader public sector organizations as well as government agencies, boards and commissions • Extensive experience recruiting public/private sector executive and senior management positions which resulted in successful hires • Understanding of the Municipality, its operations, culture and how the complexity of the political environment relates to recruitment methods utilized. B. Proposed Staff and Team Resources 10% 40 • Dedicated senior contact person who has the necessary qualifications to provide executive and senior management recruitment services • Senior level staff with considerable experience recruiting in the public sector C. Strength of the Proposed methodology/ Quality of 35% 140 Services Provided • Demonstrates proposed methodology and approach to managing executive and senior management recruitment services from initial consultation with client to final job offer acceptance, including a description of phased activities, briefings or reports, how communications and consultation Municipality of Clarington Report CAO-007-16 Attachment 2 will be handled and the roles, and estimated time involvement, of Municipal Council and panel Proponent shows creative approach to investigating best practices and determining what is appropriate for the Municipality of Clarington. Through this information proponents should demonstrate: • Their experience, including recruitment methods utilized, in referring qualified candidates from diverse groups for executive and senior management level positions by providing specific examples; • Extensive experience using various recruitment techniques, including effective assessment approaches; • An understanding of employment -related legislation (e.g. human rights, employment equity, AODA) as it relates to the public sector recruitment process. D. Work Plan Deliverables/ Timelines 30% 120 • Proponent's ability to provide service that meets deadlines, a detailed work plan with information regarding the average length of time required to recruit executive and senior management positions from initial consultation with client to final job offer acceptance, including the average timeframes for key steps/deliverables in the process. • Indication of the Proponents average time to fill an executive or senior management position. • Indication of the Proponent's average senior assignment retention rates • Proponent's provision for replacement/ reimbursement if new hire is not successful or resigns within 2 years Total (A+B+C+D) 100% 400 Proponent must score a minimum of 85% (or 340 points) to qualify for the short list and further evaluation STAGE 3: INTERVIEW STAGE (if required) STAGE 4: COST OF SERVICE Rank Municipality of Clarington Report CAO-007-16 Attachment 2 Proponents must score a minimum of 85% or (340 points out of 400 available points) in their technical submission for further consideration and the pricing envelope to be opened. The Selected Proponent will be the Proponent who has met the passing threshold for both technical submission and presentation/demonstration (if required) and has the lowest overall cost.