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HomeMy WebLinkAbout01-09-2024 City Council Special Meeting Agenda Packet, amended 1-9-2024Saratoga City Council Agenda January 9, 2024 – Page 1 of 2 SARATOGA CITY COUNCIL SPECIAL MEETING JANUARY 9, 2024 AMENDED AGENDA • 01/09/2024 CORRECTED MEETING TIME IN MIDDLE OF THIS PAGE Public Participation Information In accordance with Saratoga City Council’s Remote Public Participation Policy, members of the public may participate in this meeting in person at the location listed below. Members of the public can view and participate in the 4:00 p.m. Special Meeting by: 1. Attending the meeting in person at the Warner Hutton House, located at 13777 Fruitvale Avenue, Saratoga CA 95070 Written Communication Comments can be submitted in writing at www.saratoga.ca.us/comment. Written communications will be provided to the members of the City Council and included in the Agenda Packet and/or in supplemental meeting materials. Public Comment Members of the public may comment on any item for up to three (3) minutes. The amount of time for public comment may be reduced by the Mayor or by action of the City Council. Please ensure your comments pertain to the agenda item. Individuals providing comments not relevant to the agenda item will be asked to stay on topic or they will be muted. Meeting Recording Information In accordance with the Saratoga City Council’s Meeting Recording Policy, City Council Study Sessions, Joint Meetings, Joint Sessions, Commission Interviews, Retreats, meetings with the Planning Commission, and Regular Session Meetings are recorded and made available following the meeting on the City website. 4:00 PM SPECIAL MEETING Warner Hutton House | 13777 Fruitvale Avenue, Saratoga, CA 95070 ROLL CALL REPORT ON POSTING OF THE AGENDA The agenda for this meeting was properly posted on January 4, 2024. 1. AGENDA ITEM Interviews with Executive Search Firms for City Manager Recruitment Recommended Action: Interview and select a professional executive search firm to identify, recruit, and screen qualified candidates for the City Manager position. Staff Report Attachment A - Request for Proposal Saratoga City Council Agenda January 9, 2024 – Page 2 of 2 ADJOURNMENT CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT I, Britt Avrit, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council was posted and available for review on January 4, 2024 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us. Signed this 4th day of January 2024 at Saratoga, California. Britt Avrit, MMC, City Clerk In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the City Council by City staff in connection with this agenda, copies of materials distributed to the City Council concurrently with the posting of the agenda, and materials distributed to the City Council by staff after the posting of the agenda are available on the City website at www.saratoga.ca.us and are available for review in the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, California. In compliance with the Americans with Disabilities Act and the Governor’s Executive Order, if you need assistance to participate in this meeting, please contact the City Clerk at bavrit@saratoga.ca.us or calling 408.868.1216 as soon as possible before the meeting. The City will use its best efforts to provide reasonable accommodations to provide as much accessibility as possible while also maintaining public safety. [28 CFR 35.102-35.104 ADA title II] SARATOGA CITY COUNCIL MEETING DATE:January 9, 2024 DEPARTMENT:Administrative Services PREPARED BY:Monica LaBossiere, Human Resources Manager SUBJECT:Interviews with Executive Search Firms for City Manager Recruitment RECOMMENDED ACTION: Interview and select a professional executive search firm to identify, recruit, and screen qualified candidates for the City Manager position. BACKGROUND: On December 20, 2023,the City Council authorized staff to solicit proposals from qualified firms for recruitment of the City Manager position which is set to become vacant June 29, 2024. A total of eight proposals were received. All proposing firms were invited to interview in person on January 9th as outlined in the request for proposal (RFP). It is anticipated that the selection of a firm will be completed by January 17, 2024. Initiating the recruitment process promptly is crucial. The following schedule (subject to change) aims for a timely transition: Milestone Date Discuss candidate profile and recruitment strategy with Council January 31, 2024 Develop profile and brochure for Council approval February 7 Recruitment period February 16-March 31 Present top applicants to City Council April 10 First round candidate interviews with Council, facilitated by executive search firm April 20 Final round candidate interviews -(1) with Council, facilitated by executive search firm and (2) with executive management staff May 3 Reference checking and contract negotiation May 6-17 City Manager contract approval June 5 or 19 ATTACHMENT: Attachment A –Request for Proposal 3 City of Saratoga RFP –City Manager Executive Search Page 1 of 4 CITY OF SARATOGA Request for Proposals (RFP) TO:All Interested Parties SUBJECT:RFP for City Manager Executive Search Consulting Services DATE:December 20, 2023 INTRODUCTION: The City of Saratoga is interested in obtaining the services of an executive search firm to provide identification, recruitment, and screening of qualified candidates for its City Council to interview and appoint as the City Manager. Interested and qualified consulting firms who have demonstrated their ability at comparable work are invited to submit proposals. Proposals will be accepted until 5:00 p.m. on Wednesday, January 3, 2024.Proposals will not be accepted after the date and time stated above. TENTATIVE RFP SCHEDULE: The following is an outline of the anticipated schedule for the selection of the executive search firm. The schedule is tentative and subject to change. RFP Issued December 20, 2023 RFP Submittal Deadline January 3, 2024 Finalist Recruitment Firm(s) Interviews In-Person with City Council January 9, 2024 Award of Contract January 17, 2024 RFP SUBMITTAL: One electronic copy of the proposal is due by 5:00 p.m. Pacific Standard Time on January 3, 2024, to: Monica LaBossiere,Human Resources Manager City of Saratoga mlabossiere@saratoga.ca.us Any proposal received after this time will be rejected.A proposal shall constitute an irrevocable offer for 60 business days following the deadline for its submission. It is anticipated the selection of a firm will be completed by January 17, 2024. Following the notification of the selected firm, it is expected the contract will be executed between parties in late January 2024. All questions and correspondence shall be conducted by email and directed to Monica LaBossiere, Human Resources Manager, mlabossiere@saratoga.ca.us. BACKGROUND: The City of Saratoga is located 50 miles south of San Francisco and approximately 10 miles southwest of Downtown San Jose. Saratoga is an attractive residential community known for its high quality of life, excellent 4 City of Saratoga RFP –City Manager Executive Search Page 2 of 4 schools, unique businesses, and small-town vibe. The City of Saratoga was incorporated in 1956 and operates under a Council/Manager form of government with a 5-member Council. The City of Saratoga’s combined operating and capital budget for Fiscal Year 2023-24 is $47.9 million. The City has five departments, including City Manager, Community Services, Administrative Services, Community Development, and Public Works, with 56.25 full-time equivalent positions. Police services are provided by the Santa Clara County Sheriff’s Department and fire, sewer and water services are provided by special districts or private utilities. Detailed information on the City and its fund structures can be found in either the most recent Annual Budget or Annual Comprehensive Financial Report, both located on the City’s website. The current City Manager will leave his position in June 2024, after ten years of service in that position. SCOPE OF PROFESSIONAL SERVICES: The objective of this RFP is to solicit competitive proposals from qualified executive search firms for City Manager. The following items serve as the Scope of Work for the professional services contract and the successful consulting firm will be expected to: 1.Meet with the City Council and stakeholder groups as necessary to develop a suitable candidate profile and list of priorities for the new city manager. 2.Develop and administer a nationwide search for suitable applicants. 3.Take receipt of all resumes and other applicable documents from candidates. 4.Conduct in-depth reviews of candidates’ credentials using criteria established as part of step 1. 5.Select the most qualified candidates, which shall be reviewed by the City Council; provide a written report summarizing results and the identification of up to ten candidates for consideration. 6.Coordinate the interview panels, candidate interviews, and related logistics. 7.Advise the City Council on interview strategies, techniques, and questions. 8.Facilitate the first and final round interviews with Council and candidates. 9.Conduct finalist(s) professional reference verifications and background checks. 10. Assist the City with employment negotiations. 11. Regular progress reporting to the City Council, City Attorney, and Human Resources Manager. 12.Deliverable Deadlines: The following timeline reflects ideal target dates but is subject to change based on unforeseen circumstances or project requirements. Discuss candidate profile and recruitment strategy with City Council (special meeting) Wednesday, January 31, 2024 Council approval of brochure (regular meeting)Wednesday, February 7 Recruitment Period February 16-March 31 Present top applicants to City Council (special closed session meeting) Wednesday, April 10 First round candidate interviews with Council, facilitated by executive search firm (special closed session meeting) Saturday, April 20 Final round candidate interviews - (1) with Council, facilitated by executive search firm and (2) with executive management staff (special closed session meeting) Friday, May 3 Reference checking and contract negotiation May 6-17 City Manager contract approval (regular meeting)June 5 or 19 RFP PROPOSAL CRITERIA: 5 City of Saratoga RFP –City Manager Executive Search Page 3 of 4 All proposals should include the following information. Proposals should be concise and to the point. 1.Cover Letter: Briefly summarize the proposal and include an overview of how the desired objectives, Scope of Work, and anticipated timeline will be satisfied. 2.Table of Contents: Include a clear identification of material by section and page number. 3.Firm Information: The following information about the firm must be included in the proposal. -Firm name, address, telephone, and e-mail address -Name and telephone number of the primary contact person for the proposal 4.Approach and Work Samples: Provide a detail of the search firm’s experience with public sector recruitment, including the number of City Manager searches and placements. Include sample work products such as recruitment brochures, candidate questionnaires, candidate references, and background reports. Provide written detail of how the consulting firm approaches either an unsuccessful recruitment or the premature dismissal for cause or resignation of identified candidate. 5.Work Plan: Include a tentative schedule (proposed timeline) for each phase of the process. In addition, the consultant should provide detail of its current engagements and confirm its ability to focus on our recruitment without delay. 6.Staff Qualifications and Experience: Provide the background and qualifications for personnel that will be assigned to Saratoga’s City Manager recruitment effort. 7.Price Proposal: The proposal shall include pricing for all services. Pricing should be inclusive unless indicated otherwise on a separate pricing sheet. The all-inclusive price to be bid is to contain all direct and indirect costs, including all out-of-pocket expenses. The proposal shall itemize all services, including hourly rates for all professional, technical, and support personnel, and all other charges related to the completion of the work shall be itemized. SELECTION PROCESS: The City will establish a screening committee including City Council that will review all the proposals received. The City may decide to invite only a limited number of firms to interview and present to the screening committee. The City may invite the most qualified firm to refine its proposal and negotiate a consultant services agreement. The City Council shall make the final decision on the award of contract. Below is the list of key criteria that the City will evaluate when selecting the consultant: -Firm’s ability to meet the requirements established in this RFP -Firm’s expertise and experience, special consideration will be given to firms with experience providing professional search services to cities of similar size and character to the City of Saratoga -Firm’s understanding of the City of Saratoga’s desires and general approach to the search -Firm’s ability to perform quality work, control costs, and meet deliverable deadlines -Firm’s technical ability, capacity, and flexibility to perform the Scope of Work -Total cost of the proposal -Clarity of proposal -References and past performance. The City reserves the right to reject all proposals or to request and obtain from one or more of the businesses submitting proposals, supplementary information as may be necessary for City staff to analyze. At the discretion of the City, firms submitting proposals may be requested to make oral presentations as part of the evaluation process. The City may require proposers to participate in additional rounds of more refined submittals before the final selection of a vendor is made. The City may negotiate with one or more firms and may contract with one or more firms as the City deems appropriate. Although it is the City’s intent to choose the most qualified proposal, the City 6 City of Saratoga RFP –City Manager Executive Search Page 4 of 4 reserves the right to choose any number of qualified proposals and to reject all proposals. All proposals submitted will be subject to public record laws. The City reserves the right to cancel or reissue the RFP or revise the timeline at any time and to reject any and all proposals and to waive minor irregularities in the proposal process. The City may accept any proposal if such action is believed to be in the best interest of the City. The City is not liable for any cost incurred by the proposer prior to execution of a contract. The City reserves the right to negotiate scope and cost with the consultant. PROFESSIONAL SERVICES AGREEMENT AND INSURANCE REQUIREMENTS: Upon approval, the contract with the selected firm shall start within one day after the award of the contract. The firm selected must obtain a City of Saratoga business license for the duration of the contract term and any applicable extensions. The selected firm agrees to provide services pursuant to the terms of the City’s standard services agreement (attached) and identify any proposed revisions to that agreement, along with proof of insurance which would include obtaining insurance amounts identified in the Standard Agreement and include Commercial General Liability, Auto, Worker’s Comp, and Professional E&O. DISCRETION AND LIABILITY WAIVER: There is no expressed or implied obligation for the City of Saratoga to reimburse the responding firms for any expenses incurred in preparing proposals in response to this request. By submitting a response to this RFP, proposers waive all rights to protest or seek any legal remedies regarding any aspect of this RFP. PROPOSAL INQUIRIES: All questions regarding this RFP should be directed to: Monica LaBossiere, Human Resources Manager (408) 868-1252 mlabossiere@saratoga.ca.us Attachment A: City’s standard services agreement 7