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HomeMy WebLinkAbout2024-12-13 - Request for Proposals - Public Works Director / Deputy Public Works Director CITY OF TUKWILA REQUEST FOR PROPOSALS FOR RECRUITMENT SERVICES PUBLIC WORKS DIRECTOR AND DEPUTY PUBLIC WORKS DIRECTOR/CITY ENGINEER The City of Tukwila is soliciting proposals from qualified and experienced professional search firms to provide recruitment services to expedite the hiring process for two senior leadership positions: 1) Public Works Director and 2) Deputy Public Works Director/City Engineer. The intent of this request for proposals (RFP) is to partner with a recruiting firm to provide high quality services, deliver highly qualified candidates for the City to consider at a competitive cost. It is intended that both recruitments would be administered together either as a single consolidated recruitment for the two positions or as two separate recruitments administered concurrent with one another, subject to negotiation with the successful firm/individual. The ideal firm will have experience and expertise in, including but not limited to, executive searches in the public sector, including in the disciplines of public works profession (engineering, water, stormwater and sewer utility operations and management, facilities and asset management, traffic and transportation, customer relations and rate-setting, organizational leadership). The City of Tukwila complies with Title VI of the Civil Rights Act of 1964 and the Americans with Disabilities Act (ADA). Disadvantaged Business Enterprises (DBEs) will be afforded full opportunity to submit qualifications and will not be discriminated against on the grounds of race, color, national origin, sex, or sexual orientation in consideration for an award. Materials can be made available in alternate formats by request. The City reserves the right to reject any and all responses and to waive technicalities or irregularities, and after careful consideration of all submissions and factors involved make the award to best serve the interests of the City of Tukwila. The City also reserves the right to amend terms of this RFP to circulate various addenda, or to withdraw the RFP at any time, regardless of how much time and effort firms may have spent on their responses. Detailed information pertaining to the RFP may be obtained online via the City’s Digital Record’s Center at: Legal / Public Notices - Laserfiche WebLink. Proposals must be received electronically at City of Tukwila PW Recruitment Services on or before 4:30 p.m. on December 13, 2024. No faxed or mailed submittals will be accepted. City of Tukwila Request for Proposals- Executive Recruitment Services Public Works Director and Deputy Public Works Director-City Engineer pg. 2 I. GENERAL INFORMATION The City of Tukwila Public Works Department serves as an important operating department of the City by protecting the health and safety of residents, visitors, and businesses. The Department designs, maintains, repairs, and constructs the City’s essential transportation, water, sewer, and surface water infrastructure. Public Works also supports other departments through the acquisition, maintenance and disposition of the City’s vehicles and facilities. The Department is committed to providing quality services to the public by continuously improving infrastructure citywide. With more than 22,600 residents and a daytime population exceeding 150,000, Tukwila is one of the most diverse communities in the nation. II. PURPOSE The City of Tukwila is in the process to begin the search for a Public Works Director and Deputy Public Works Director/City Engineer. The City is seeking a qualified firm or individual to develop the position profiles for this search and process. It is intended that both recruitments would be administered together either as a single consolidated recruitment for the two positions or as two separate recruitments administered concurrently, subject to negotiation with the successful firm/individual. This RFP is not a contractual offer, nor is it a commitment to purchase services. Contents of this RFP and the firm’s proposal will be used as the basis to determine final contractual obligations. It is understood that this RFP and the successful firm’s proposal may be attached or included by reference, in part or in whole, to any agreement regarding the services included in this RFP between the City and said firm. At a minimum, the City of Tukwila requires that consultant proposals address all criteria in the Scope Description below. Proposals shall be prepared in three (3) parts as follows: III. SCOPE DESCRIPTION A. Part I: Scope of Work The work plan proposal must contain all tasks necessary to accomplish the Public Works Director and Deputy Public Works Director/City Engineer recruitments. It will outline the consultant’s proposed approach to recruiting qualified candidates, methodology, work plan and schedules to accomplish all tasks. State as completely as possible: 1) description of the consultant’s plan to accomplish the required tasks; and 2) required involvement of city staff, if any. Tasks include: 1. Meet with the City and appropriate stakeholders to obtain information regarding expectations, challenges, requirements and responsibilities of the positions. 2. Develop position profiles and an advertising plan, leveraging proven strategies from previous similar recruitments. City of Tukwila Request for Proposals- Executive Recruitment Services Public Works Director and Deputy Public Works Director-City Engineer pg. 3 3. Spearhead a direct networking campaign to attract top talent, executing the advertising plan. This may include national, regional, in-state and local elements as determined upon meeting with the City. 4. Contact known potential candidates to encourage application. 5. Outreach to others in similar classifications for either application or referral of potential applicants. 6. Accept all applications. 7. Review and rate applicants. 8. Screen applicants, including face to face or video conference with viable candidates. Screening to include criminal background check, references, and media checks to ensure finalists have backgrounds of the highest integrity. 9. Deliver a list of the top candidates to be interviewed for each recruitment. 10. Develop potential interview questions in coordination with the City. 11. Coordinate and schedule candidate interviews with City personnel to include travel arrangements and accommodations. 12. Depending on recruited position, provide recommendations for internal and external stakeholder involvement to elicit diversity in process (i.e. interview panel participants and potential public forums). 13. Manage recruitment through the process. 14. Assist in contract negotiation including making recommendations regarding the terms of employment. B. Part II: Experience, Qualifications, & References 1. Demonstrated expertise of key personnel in relation to the scope of potential work; including relative degrees, licenses and certifications. Submitted resumes shall not exceed one page in length per team member. Resumes are not counted in the overall page total and shall be included as an appendix. DO NOT submit resumes for employees who will not actively work on this project. 2. In a statement, provide names and phone numbers of a minimum of three (3) references. References should have direct experience with the proposing Firm and other proposed key personnel. Reference sheet(s) are not counted in the overall page total and shall be included as an appendix. Consultant must grant the City permission to contact all references provided. 3. Provide examples of representative projects, scope, budget & outcome achieved. 4. Statement of guarantee and warranty for selected candidates which leave employment within 12 months of appointment. C. Part III: Cost Proposal 1. Identify all costs Consultant will charge for performing the tasks necessary to accomplish the objectives of this RFP as well as all costs, if any, the Consultant will expect the City to cover outside of the scope of services of the consultant. The costs must breakout all expenses expected to be covered by the City to complete the recruitment, whether billed by the consultant or others as part of the recommended recruitment process. City of Tukwila Request for Proposals- Executive Recruitment Services Public Works Director and Deputy Public Works Director-City Engineer pg. 4 IV. FORM OF PROPOSALS To assist in the evaluation process, proposals shall conform to the following: 1. Faxed or mailed submittals will not be accepted. All RFP submittals should be uploaded to: City of Tukwila PW Recruitment Services. Submittals received by the City will be acknowledged/confirmed via email as soon as possible upon receipt. 2. Qualifications received later than the submittal due date and time will not be accepted. The City will not be liable for delays in delivery. Respondents accept all risks of late delivery of emailed proposals regardless of fault. Please reference "RFP – Public Works Recruitment Services” on all communications. a. The proposal shall be limited to a maximum of 20 numbered pages (excluding respondent resumes- do not submit resumes for individuals not involved in the project) b. Font shall be “Arial” no smaller than “10 point”. c. Margins on all edges should be a minimum of 0.75-inches. 3. Electronic submittals only. V. BASIS FOR SELECTION The selection will be based on the proposer’s understanding of the City of Tukwila’s recruitment needs and demonstrated experience and qualifications from similar recruitments and as further noted in section V. A. Proposal Evaluation Criteria below. The Selection Committee, determined by the Mayor or designee, will review all proposals and may invite the most qualified firms or individual(s) to an interview. The Selection Committee will review the RFP Proposal and evaluate all responses received based on the criteria listed herein. The City intends to select the firm who is evaluated as the highest ranking firm. The City will then begin the award process based on the evaluated scores. Submittals will be scored based on section V. A. Evaluation Criteria noted in this RFP. The City reserves the right to make a selection based solely on the information contained in the written submittal. The City further reserves the right to either interview selected Firm(s) or request additional information to help in determining the most qualified Firm. The City may elect to conduct an interview for shortlisted candidates. The City may make a selection based on any combination of written or interview evaluations. The selected firm shall be notified in writing by the City, and no other method shall be considered to be an official notification of selection by the City. The City reserves the right to reject any or all of the submittals. If the City elects to select one of the submitting firms, the City will have the right to negotiate with said consultant over the final terms and conditions of the contract in the best interest of the City. The primary objective of the negotiations is to maximize the City’s ability to obtain the best value, based on the requirements and evaluations relating to this RFP. If an agreement cannot be reached, the negotiations will be terminated and similar negotiations will occur with the next-ranked submitting firm. City of Tukwila Request for Proposals- Executive Recruitment Services Public Works Director and Deputy Public Works Director-City Engineer pg. 5 A. Proposal Evaluation Criteria CATEGORY POINTS Proposal Costs Provide a current rate schedule for the description of associated work necessary to complete the request services. Travel costs for consultants included in fee proposal. 20 Proposed Approach Identify proposed strategies for engaging internal and external stakeholders; method, concepts/ideas for engaging a broad base of candidates; Describe diversity, equity and inclusion efforts to ensure a diverse qualified candidate pool; Identify methods of interviewing and selection criteria that ensures unbiased hiring; Provide other methods & approaches that demonstrate ability to recruit qualified candidates. 35 Availablity, Response Time and Schedule Provide a statement of your firm's current availability and communication plan with the City. Within your proposal, please note the response and completion time your Firm would need for the requested services and anticipated schedule. 15 Experience, Qualifications & References Demonstrated expertise of key personnel in relation to the scope of potential work; including relevant degrees, licenses and certifications. Demonstrate extensive knowledge and experience of recruitment processes for key leadership roles in municipal government. Provide examples of representative projects, scope, budget & outcome. Demonstrate experience and expertise in executive searches within the disciplines of public works profession (engineering, water, stormwater and sewer utility operations and management, facilities and asset management, traffic and transportation, customer relations and rate-setting, and organizational leadership. Statement of guarantee and warranty for selected candidates which leave employment within 12 months of appointment. 25 Presentation, Organization and Clarity of RFP Submittal The organization of the RFP submittal and the manner in which information is presented in the submittal will be evaluated as an indication of the Firm’s ability to assemble clear and concise documents and to present the project to the City. 5 TOTAL 100 City of Tukwila Request for Proposals- Executive Recruitment Services Public Works Director and Deputy Public Works Director-City Engineer pg. 6 VI. OTHER TERMS AND CONDITIONS A. Consultant Fee and Contract: Upon selection, the fee and contract will be negotiated with the Mayor or designee. The successful firm will be required to sign the City's Professional Services Agreement, a copy of which is enclosed to this RFP in [Appendix A]. All submitting Firms are directed to carefully review the Professional Services Agreement before preparing their submittal, as the successful firm will not be able to significantly modify the wording of the City's Professional Services Agreement. B. Related Services Any contract award resulting from this solicitation may be expanded to cover related items provided that such services are formally furnished by the consultant. C. Communications All questions regarding this proposal shall be directed to: Peter M. Mayer, Deputy City Administrator, Email: pete.mayer@tukwilawa.gov Phone: 206.200.5882. Please write "RFP – Public Works Recruitment Services” in the subject line for all emails and correspondence related to this project. D. Late Proposals and Modifications Proposals and modifications thereof received after the stated time of closing may be returned unopened. The City is not responsible for late deliveries. Time of closing will be determined per the Pacific Time Clock at http://www.time.gov/ E. Withdrawal of Proposals Proposals may be withdrawn by written request up to one (1) hour after the stated time of closing, as mentioned above. Determination of the one-hour grace period shall be calculated based on the same reference as noted above. F. City Responsibilities City staff will assist the selected firm where possible but said firm should anticipate and be prepared to be completely self-reliant in accomplishing the tasks associated with this RFP. The City will provide, when available, project information and any other associated project documents. The City will coordinate the candidate reference and background check process with the selected firm. City of Tukwila Request for Proposals- Executive Recruitment Services Public Works Director and Deputy Public Works Director-City Engineer pg. 7 VII. SCHEDULE AND PROPOSAL PROCESS The City provides the following schedule. This is for information only and will be adjusted as needed. Proposers are encouraged to reserve flexibility for interviews as the City will not be able to allow much advance notice when scheduling initial interviews. • Distribution of RFP – November 13-December 13, 2024 • Deadline for Submittal of Proposals – December 13, 2024, at 4:30 p.m. All submissions must be received by the City no later than this date and time. Late submissions will not be considered. • Possible Finalist interviews: January 2025 • Firm selection: January 2025 • Work Commences: January-February 2025 City of Tukwila Request for Proposals- Executive Recruitment Services Public Works Director and Deputy Public Works Director-City Engineer pg. 8 Appendix A- Professional Services Agreement CA Revised May 2020 Page 1 of 4 City of Tukwila Contract Number: 6200 Southcenter Boulevard, Tukwila WA 98188 CONTRACT FOR SERVICES This Agreement is entered into by and between the City of Tukwila, Washington, a non-charter optional municipal code city hereinafter referred to as “the City,” and , hereinafter referred to as “the Contractor,” whose principal office is located at . WHEREAS, the City has determined the need to have certain services performed for its citizens but does not have the manpower or expertise to perform such services; and WHEREAS, the City desires to have the Contractor perform such services pursuant to certain terms and conditions; now, therefore, IN CONSIDERATION OF the mutual benefits and conditions hereinafter contained, the parties hereto agree as follows: 1. Scope and Schedule of Services to be Performed by Contractor. The Contractor shall perform those services described on Exhibit A attached hereto and incorporated herein by this reference as if fully set forth. In performing such services, the Contractor shall at all times comply with all Federal, State, and local statutes, rules and ordinances applicable to the performance of such services and the handling of any funds used in connection therewith. The Contractor shall request and obtain prior written approval from the City if the scope or schedule is to be modified in any way. 2. Compensation and Method of Payment. The City shall pay the Contractor for services rendered according to the rate and method set forth on Exhibit B attached hereto and incorporated herein by this reference. The total amount to be paid shall not exceed at a rate of _______ . 3. Contractor Budget. The Contractor shall apply the funds received under this Agreement within the maximum limits set forth in this Agreement. The Contractor shall request prior approval from the City whenever the Contractor desires to amend its budget in any way. 4. Duration of Agreement. This Agreement shall be in full force and effect for a period commencing , 20 , and ending , 20__, unless sooner terminated under the provisions hereinafter specified. 5. Independent Contractor. Contractor and City agree that Contractor is an independent contractor with respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. Neither Contractor nor any employee of Contractor shall be entitled to any benefits accorded City employees by virtue of the services provided under this Agreement. The City shall not be responsible for withholding or otherwise deducting federal income tax or social security or contributing to the State Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to the Contractor, or any employee of the Contractor. 6. Indemnification. The Contractor shall defend, indemnify and hold the Public Entity, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or in connection with the performance of this Agreement, except for injuries and damages caused by the sole negligence of the Public Entity. CA Revised May 2020 Page 2 of 4 Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Contractor and the Public Entity, its officers, officials, employees, and volunteers, the Contractor’s liability hereunder shall be only to the extent of the Contractor’s negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the Contractor's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. 7. Insurance. The Contractor shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Contractor, their agents, representatives, employees or subcontractors. Contractor’s maintenance of insurance, its scope of coverage and limits as required herein shall not be construed to limit the liability of the Contractor to the coverage provided by such insurance, or otherwise limit the City’s recourse to any remedy available at law or in equity. A. Minimum Scope of Insurance. Contractor shall obtain insurance of the types and with the limits described below: 1. Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. Automobile liability insurance shall cover all owned, non-owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. 2. Commercial General Liability insurance with limits no less than $2,000,000 each occurrence, $2,000,000 general aggregate and $2,000,000 products-completed operations aggregate limit. Commercial General Liability insurance shall be as least at broad as ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors, products-completed operations, stop gap liability, personal injury and advertising injury, and liability assumed under an insured contract. The Commercial General Liability insurance shall be endorsed to provide a per project general aggregate limit using ISO form CG 25 03 05 09 or an equivalent endorsement. There shall be no exclusion for liability arising from explosion, collapse or underground property damage. The City shall be named as an additional insured under the Contractor's Commercial General Liability insurance policy with respect to the work performed for the City using ISO Additional Insured endorsement CG 20 10 10 01 and Additional Insured-Completed Operations endorsement CG 20 37 10 01 or substitute endorsements providing at least as broad coverage. 3. Workers’ Compensation coverage as required by the Industrial Insurance laws of the State of Washington. B. Public Entity Full Availability of Contractor Limits. If the Contractor maintains higher insurance limits than the minimums shown above, the Public Entity shall be insured for the full available limits of Commercial General and Excess or Umbrella liability maintained by the Contractor, irrespective of whether such limits maintained by the Contractor are greater than those required by this Contract or whether any certificate of insurance furnished to the Public Entity evidences limits of liability lower than those maintained by the Contractor. C. Other Insurance Provision. The Contractor’s Automobile Liability and Commercial General Liability insurance policies are to contain, or be endorsed to contain that they shall be primary insurance with respect to the City. Any insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Contractor’s insurance and shall not contribute with it. D. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII. CA Revised May 2020 Page 3 of 4 E. Verification of Coverage. Contractor shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Contractor before commencement of the work. Upon request by the City, the Contractor shall furnish certified copies of all required insurance policies, including endorsements, required in this Agreement and evidence of all subcontractors’ coverage. F. Subcontractors. The Contractor shall cause each and every Subcontractor to provide insurance coverage that complies with all applicable requirements of the Contractor-provided insurance as set forth herein, except the Contractor shall have sole responsibility for determining the limits of coverage required to be obtained by Subcontractors. The Contractor shall ensure that the Public Entity is an additional insured on each and every Subcontractor’s Commercial General liability insurance policy using an endorsement as least as broad as ISO CG 20 10 10 01 for ongoing operations and CG 20 37 10 01 for completed operations. G. Notice of Cancellation. The Contractor shall provide the City and all Additional Insureds for this work with written notice of any policy cancellation, within two business days of their receipt of such notice. H. Failure to Maintain Insurance. Failure on the part of the Contractor to maintain the insurance as required shall constitute a material breach of contract, upon which the City may, after giving five business days notice to the Contractor to correct the breach, immediately terminate the contract or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion of the City, offset against funds due the Contractor from the City. 8. Record Keeping and Reporting. A. The Contractor shall maintain accounts and records, including personnel, property, financial and programmatic records which sufficiently and properly reflect all direct and indirect costs of any nature expended and services performed in the performance of this Agreement and other such records as may be deemed necessary by the City to ensure the performance of this Agreement. B. These records shall be maintained for a period of seven (7) years after termination hereof unless permission to destroy them is granted by the office of the archivist in accordance with RCW Chapter 40.14 and by the City. 9. Audits and Inspections. The records and documents with respect to all matters covered by this Agreement shall be subject at all times to inspection, review or audit by law during the performance of this Agreement. 10. Termination. This Agreement may at any time be terminated by the City giving to the Contractor thirty (30) days written notice of the City’s intention to terminate the same. Failure to provide products on schedule may result in contract termination. If the Contractor’s insurance coverage is canceled for any reason, the City shall have the right to terminate this Agreement immediately. 11. Discrimination Prohibited. The Consultant, with regard to the work performed by it under this Agreement, will not discriminate on the grounds of race, religion, creed, color, national origin, age, veteran status, sex, sexual orientation, gender identity, marital status, political affiliation, the presence of any disability, or any other protected class status under state or federal law, in the selection and retention of employees or procurement of materials or supplies. 12. Assignment and Subcontract. The Contractor shall not assign or subcontract any portion of the services contemplated by this Agreement without the written consent of the City. 13. Entire Agreement; Modification. This Agreement, together with attachments or addenda, represents the entire and integrated Agreement between the City and the Contractor and supersedes all prior negotiations, representations, or agreements written or oral. No amendment or modification of this Agreement shall be of any force or effect unless it is in writing and signed by the parties. CA Revised May 2020 Page 4 of 4 14. Severability and Survival. If any term, condition or provision of this Agreement is declared void or unenforceable or limited in its application or effect, such event shall not affect any other provisions hereof and all other provisions shall remain fully enforceable. The provisions of this Agreement, which by their sense and context are reasonably intended to survive the completion, expiration or cancellation of this Agreement, shall survive termination of this Agreement. 15. Notices. Notices to the City of Tukwila shall be sent to the following address: City Clerk, City of Tukwila 6200 Southcenter Blvd. Tukwila, Washington 98188 Notices to the Contractor shall be sent to the address provided by the Contractor upon the signature line below. 16. Applicable Law; Venue; Attorney’s Fees. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. In the event any suit, arbitration, or other proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and agree that venue shall be properly laid in King County, Washington. The prevailing party in any such action shall be entitled to its attorney’s fees and costs of suit. DATED this ________day of ________________________, 20 ____. ** City signatures to be obtained by City Clerk’s Staff ONLY. ** CITY OF TUKWILA Thomas McLeod, Mayor ATTEST/AUTHENTICATED: Andy Youn, City Clerk APPROVED AS TO FORM: Office of the City Attorney ** Contractor signature to be obtained by sponsor staff. ** CONTRACTOR: By: Printed Name: Title: Address: