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HomeMy WebLinkAboutRES 98-371 RESOLUTION NO. if---371 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Council hereby authorizes the execution of a contract with The Oldani Group, Inc. for professional services in the search for a City Manager for the City of Beaumont. The contract is substantially in the form attached hereto as Exhibit "A." PASSED BY THE CITY COUNCIL of the City of Beaumont this the oV,&-day of o — , 1998. OU' - Mayor - THE OLDANI GROUP Quality Executive Search Services SINCE 1980 December 11, 1998 Mr.David W.Moore Mayor City of Beaumont P.O.Box 3827 Beaumont,Texas 77704-3827 Dear Mr.Moore: The Oldani Group,Inc.is pleased to have the opportunity to present this proposal to conduct the search for the City Manager for the City of Beaumont. The Oldani Group, Inc. has conducted numerous searches which are relevant to your City Manager search. We have attached a separate list of executive searches entitled Relevant Recruitments, highlighting those especially relevant to your needs. This proposal will outline a brief description of our firm,its services, our approach to conducting executive searches,timetables which would normally be expected for a search,and the fees and costs associated with each assignment. Copies of our public sector client list and diversity recruitment list are provided for the City of Beaumont's review as examples of our successful track record recruiting senior executives and candidates of diversity in the public sector. A sample of a recently produced recruiting brochure and a corporate brochure are also included. The additional information in this bound package includes brief biographies detailing the experience and qualifications of the principals and associates of The Oldani Group,Inc. A specific statement regarding the team of key personnel who would perform the scope of work for this project is further detailed in the contents of this proposal. PROFILE OF THE FIRM The Oldani Group, Inc. is a consulting firm located in Bellevue,Washington,which specializes in providing executive search and human resources consulting services to the public sector. We are an outgrowth of our predecessor firm,Jensen,Oldani&Cooper,Inc.,which was formed in early 1983. Our public sector practice has matured steadily since the company was founded and we have developed ongoing source and referral relationships throughout the country. We have been actively involved in public sector recruitment since 1980,and the firm's Principal,Jerrold Oldani,has over 30 years of corporate and consulting executive search experience. In our eighteen years of conducting public sector searches,we have successfully completed over 800 searches. They include assignments from a broad spectrum of public sector organizations and jurisdictions, including state,local,regional and special purpose governments,as well as nonprofit and educational institutions. i P.O.BOX 752089!HOUSTON,TX 77275-2089/281.485.8623/FAX 281.4853666 188-106TH AVENUE NORTHEAST,SUITE 420/BELLEVUE,WA 98004/425.4513938/FAX 425.451.6786/httpJ/www.theoldani.-oup.com EXHIBIT "A" City,of Beaumont City Manager Search Page 2 of 6 Primary reasons for our success have been our thorough approach to conducting search assignments and the recognition that each client organization is unique. Our process emphasizes the development of a recruiting brochure as a critical component of the search. It provides for open,candid discussion between our firm and the client to ensure we have a full understanding of the dynamics of the organization prior to evaluating and presenting candidates. Our process is specifically designed to serve the openness required in the public sector,yet preserve the confidentiality of the candidates to the maximum extent possible. PROHLE OF THE TEAM The 01dani Group, Inc. uses a team approach on all assignments to ensure our availability to our clients. This team concept has proven successful and we are certain it offers advantages to the City of Beaumont not found when a single individual is the sole client contact. The primary team members for this search will be Jerry Oldani and David Wasson (South/Central Regional Office). Profiles on these individuals can be found in the Bio Sheets section of this bound proposal package. ROLE OF THE SEARCH FIRM The Oldani Group, Inc.has developed a philosophy of public sector search that centers on providing expert technical assistance. Our client plays an active and ongoing role in the search process and is the final authority in the evaluation and selection of candidates. We utilize our experience in executive search, our knowledge of the marketplace, and our skulls in recruiting and evaluating candidates to ensure that the best possible pool of candidates is identified for each position. We feel it is imperative that the City of Beaumont have maximum input throughout the entire process,not just at the beginning or the end,therefore,we have designed our process around that concept. OUR APPROACH Each search has common process components that include development of the brochure,recruitment,initial screening, consultant interviews, recommendations and presentation of finalists, and client interviews. However, each search assignment is tailored to the specific needs of each of our clients, and The Oldani Group, Inc.will work closely with the City of Beaumont to develop a process that fits your needs. Development of the Recruiting Brochure: The key to any successful search assignment is a thorough understanding on the part of both the client and the consultant of the requirements of the position and the culture and dynamics of the organization. To achieve this understanding, The Oldani Group, Inc. would begin the search with a series of in-depth discussions with individuals designated by the City of Beaumont who can relate the specific duties,responsibilities,and/or significant operational issues integral to the position. It has been our practice to interview as many people as possible during this brochure development phase and we would discuss requirements with City Council members both individually and ( collectively, as well as ask permission to talk with community leaders, department heads, and other City of Beaumont City Manager Search Page 3 of 6 individuals at the suggestion of the client. These informational interviews are generally conducted over a period of two days. From the input gathered during the informational interviews,we will draft a recruiting brochure that will be presented to the City of Beaumont for review, modification, and approval. This becomes the benchmark against which we evaluate prospective candidates. It consists of a detailed description of the job; identification of significant operational issues or initial tasks; experience requirements, including the parameters by which experience will be evaluated; and personal characteristics and traits, including management styles that are desirable in candidates. If desired by the City of Beaumont, we will assist in developing standards by which the successful candidate's performance will be evaluated during the first six months of employment. RerruitinA; After the brochure is developed and approved, we initiate a directed campaign to identify candidates whose backgrounds and experiences closely fit the recruiting brochure. just as each organization and position is unique,each search is unique,and we plan and implement a recruiting strategy that is tailored to meet the needs of the position as identified in the recruiting brochure. Although there are obvious benefits derived from having conducted previous searches of a similar nature,we do not rely on an existing pool of candidates. The recruiting process consists of the following steps: A) Direct informational mailings to key associations/organizations throughout the country. This mailing list is researched thoroughly to include organizations with demographics and issues that closely parallel those of the City of Beaumont. B) Select advertising through national publications and professional associations such as the International City/County Management Association, Texas City Management Association,National League of Cities, Texas Municipal League, Cdorado Job Firrl n Jobs Auv&Ye,Pd&Seam job Bulletin, J.O.B. Opp Job Opportsnities in Gbvw7neu, FTispxzic Hodirr, Black Canters No% Asian Pacific Cmtv-4 and any additional publications identified by the City of Beaumont as appropriate. We also advertise on several web sites on the Internet and post all ads on our World Wide Web Site (http://www.theoldanigroup.com). C) Network and direct inquiries with professional sources identified through our research as prominent or knowledgeable in the field. D) Use of our knowledge of candidates from similar searches as a resource. In the event any of these candidates are appropriate for the position and express an interest,they would be re-evaluated and measured against the recruiting brochure. We keep appropriate records to ensure compliance with legal requirements. We have established networks with minority and female leaders throughout the nation and are proud of our record of placement of qualified minority and female candidates. As mentioned previously, our diversity recruitment list is enclosed for your review and demonstrates our success in recruiting candidates of diversity. The Oldani Group, Inc. has adopted a corporate policy of equal employment opportunity and will not participate in any search effort where these principles are not followed Cities such as Arlington, Fort Worth, and ( Plano, Texas; Oakland, California, and various departments of the City of Seattle exclusively use our services in finding diverse candidate pools as we have been able to produce significant results for them. In City of Beaumont City Manager Search Page 4 of 6 a twelve-month period spanning 1997 - 1998, 52.4% of our public sector searches have resulted in placement of candidates from affected classes. In addition,we are charter members of NFBPA and their Business Advisory Committee and the Hispanic Network. * Screening; Our recruiting efforts generally identify 50 to 75 applicants, depending upon the position and availability of skills in the marketplace. From this group we review the credentials of each applicant based on his/her resume, referral source comments, and when appropriate, telephone interviews. We compare this information to the requirements developed in the recruiting brochure and generate a list of 10 to 15 candidates whose backgrounds and experience closely fit the requirements of the position. At this time,we would present our semi-finalist list to the City of Beaumont for discussion, review, and authorization to travel for comprehensive interviews. The list will include a brief synopsis of each candidate's background. We will not include any evaluative comment pertaining to management style and personal traits and characteristics, since we would not have had the opportunity to interview the candidate at this phase of the process. * Consultant Interviws: After obtaining authorization for travel,The Oldani Group,Inc.conducts face to face in-depth interviews with each of the semi-final candidates. We also research their community and gain an understanding of the circumstances,demographics,and issues that form the environment in which the candidate has worked Our interviews are conducted using a set of questions developed by The Oldani Group, Inc. to evaluate management skills, interpersonal traits, and characteristics. These questions are combined with criteria developed specifically for the position using issues identified in the recruiting brochure. After we have interviewed each semi-final candidate, we condense the candidate list to five or six recommended finalists. * Recommendation of Finalists and Referencing; At the conclusion of our interviews, we will present the City of Beaumont our recommendation of final candidates. The recommendation meeting can be conducted in person or by telephone depending on the wishes of the City of Beaumont. After discussion, if the City of Beaumont agrees with our recommendations,The Oldani Group, Inc.will provide detailed written evaluations of the candidates that address issues identified in the recruiting brochure. At this time, we verify academic and professional credentials of the final candidates and conduct thorough references on their backgrounds, abilities, and management styles. Subsequently,the City of Beaumont is presented with candidate evaluations and reference reports that provide a well-rounded profile of each final candidate. * Client Interviews and Selection Process: Each client has a unique interview and selection process. These could include individual interviews, panel interviews,use of selection committees or assessment centers, psychological testing, or a combination of selection components. We will worm closely with the City of City of Beaumont City Manager Search Page 5 of 6 Beaumont at the start of the search to design the process that will be used for final selection interviews; during this phase of the search,we play a major coordinating role. We will participate in final interviews as either an observer or active panel member at the request of the City of Beaumont and are available to answer questions and assist the City of Beaumont in final selection and evaluations. Although negotiations with the selected candidate are the responsibility of the City of Beaumont, we can help to establish the framework of negotiations by clearly identifying issues and requirements of the employment relationship. If requested, The Oldani Group, Inc. will become an active participant in negotiations. The Oldani Group, Inc. is also responsible for notification of all unsuccessful applicants at each stage of the process. GUARANTEE Our record of success in public sector search is such that we are confident in assuring our clients that should the selected candidate be terminated for cause or resign within two years, we will conduct a replacement search at no charge other than direct,pre-approved expenses. However,the City of Beaumont must request a replacement search in writing within 45 days of the separation. ESTIMATE OF TIME An in-depth recruitment process takes approximately 90 to 120 days to develop the recruiting brochure, conduct a national recruiting campaign, interview and evaluate candidates, and conduct final selection interviews. The actual timeline will be established after the initial fact finding and informational interview process. The Oldani Group,Inc.would be happy to provide a sample timeline should the City of Beaumont wish further information. COST ESTIMATE The professional fee for our services to conduct your City Manager search is $18,500 plus expenses. The expenses associated with the search for your City Manager are for travel, advertising,long distance charges, postage, brochure development, production and distribution, and other direct expenses that have been approved by a designated representative of the City of Beaumont. Should the City of Beaumont choose to design,produce and print the brochure and ad copy,the expenses would be significantly lower. The fee will be billed in three equal installments;one-third of the fee would be billed at the beginning of the search, one-third after forty-five days, and the final one-third at the conclusion.- All expenses are billed monthly and are supported by receipt. . Professional fees and expenses are also subject to a 2% Sales and Excise Tax charged by the State of Washington even though our clients are theoretically tax exempt organizations. Travel and associated expenses for candidates for final interviews are the responsibility of the City of Beaumont. We have outlined a breakdown of potential expenses for a national search below. City of Beaumont City Manager Search Page 6 of 6 Breakdown of Potential Costs for search activities: Brochure Development,Production and Distribution,and Advertising Costs $ 3,700.00 Long Distance(including phone and fax) 900.00 Postage and Delivery 1,400.00 Travel 6,000.00 Misc.Supplies and Taxes 500.00 Total Expenses for a National Search Effort S 12,500.00* * The Oldani Group,Inc.will make every effort to limit the amount of expenditures associated with the activities of the City Manager search for the Cary of Beaumont. Should the City of Beaumont choose to design, produce and print the brochure and directly place ad copy the amount depicted above would differ greatly. The City of Beaumont has a right to cancel the assignment at its discretion but is responsible for fees and expenses due to that point in the search. If the City of Beaumont chooses to retain The Oldani Group, Inc. for the City Manager search and the burden of expenses associated with the search and related activities extends beyond 60 days of invoice, a 3.5% service charge will accrue on the balance past due. If an unpaid balance still exists after 90 days,a 4.5%service charge will be assessed If candidates from this search process are selected for another position in the organization within one year of the close of the search, a fee of 50% of the above mentioned proposal amount will be due to The Oldani Group,Inc. We are pleased to have been given this opportunity to present our credentials and hope to have the opportunity to work with you and City of Beaumont. Thank you for your interest in our services. Please do not hesitate to call with any questions regarding this proposaL Sincerely, TI-M OLDANI GROUP,INC. David K.Wasson,Ph.D. South/Central Regional Affiliate DW/dw