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HomeMy WebLinkAbout9.e. City Administrator Executive Search Firm SelectionEXECUTIVE SUMMARY City Council Regular Meeting: August 16, 2016 AG ENDA ITEM: City Administrator Executive Search Firm Selection AGENDA SECTION: New Business PREPARED BY: Emmy Foster, Assistant City Administrator AGENDA NO. 9. ATTACHMENTS: RFP on Executive Search Consulting Services to Recruit and Assist in the Selection of a City Administrator. APPROVED BY: ddj RECOMMENDED ACTION: Motion to Accept the Proposal and Authorize the Selection of the Search Firm ___________ to Conduct the City Administrator Executive Search. ISSUE At the August 1st City Council work session, City Administrator Dwight Johnson announced his intent to retire by the end of 2016 or sooner if a new City Administrator is hired before then. The City Council discussed the options and decided to use a professional search consultant to recruit and assist in the selection of a City Administrator. The Council directed staff to proceed with sending out a Request For Proposal (RFP) to search firms who are familiar with recruitments in Minnesota. The Council chose three members of the council to serve as sub-committee members to review the RFP itself as well as the proposals that are returned by the due date of Tuesday, August 16, 2016 at noon. Sub-committee members are Mayor Droste and Councilmembers DeBettignies and Weisensel. Staff sent out RFPs to four firms: Springsted, Inc., The Mercer Group, David Drown & Associates, and Brimeyer Fursman. Subcommittee members will review the proposals and make a recommendation this evening to Council for hiring a firm to proceed in the search for Rosemount’s next City Administrator. As a bit of background, Brimeyer Fursman was retained in 2008 to perform the executive search when Mr. Johnson was hired. The consultant cost approximately $19,000 in professional fees plus additional expenses. SUMMARY Staff recommends the sub-committee choice to accept the proposal and authorize the selection of the Search Firm ________________ to conduct the City Administrator Executive Search. Request for Proposals on Executive Search Consulting Services to Recruit and Assist in the Selection of a City Administrator for the City of Rosemount, Minnesota Proposals Due by Noon on Tuesday, August 16, 2016 INDEX Section Description I. General Information about the City of Rosemount II. City/Consultant Responsibilities III. Proposal Specifications IV. Instructions on Submitting Proposals V. Selection Procedure REQUEST FOR PROPOSALS The City of Rosemount is requesting proposals from executive search firms to assist with the recruitment and selection of a City Administrator. SECTION I GENERAL INFORMATION ABOUT ROSEMOUNT THE POSITION The City Administrator is the chief administrative officer of the City of Rosemount. This position is responsible for directing and coordinating the administration of municipal government in accordance with policies and procedures established by the City Council. The City of Rosemount operates under a Council-Administrator form of government with a mayor and a four-member council elected at-large. In addition to the City Council, there are five City Commissions: Parks and Recreation, Planning, Port Authority, Utility, and Youth. The City Council this year has also created two citizen task forces, Environment/Sustainability and City Facility; and has reactivated the Downtown Task Force. Under the direct supervision of the City Administrator are the Assistant City Administrator, City Engineer/Public Works Director, Finance Director, Community Development Director, Chief of Police, Fire Chief, and Parks and Recreation Director. Services The City has approximately 80 full-time employees in its various departments. The 2016 budget is $18,800,000. Rosemount offers its residents a wide array of services including recreational activities, streets, water, sewer, police and fire. The current Mayor and Council Members are: Expiration of Term William Droste Mayor December 31, 2018 Mark DeBettignies Council Member December 31, 2018 Shaun Nelson Council Member December 31, 2018 Vanessa Demuth Council Member December 31, 2016 Jeff Weisensel Council Member December 31, 2016 The City Administrator is responsible for the daily operations of the City. Reporting to the City Administrator is the Senior Management Team as previously mentioned. The Council delegates operational authority to the Administrator who, in turn, delegates specific functional authority and budgetary responsibility to his/her department heads in accordance with policies and procedures established by the City Council. There are seven departments that report to the City Administrator: Department Senior Management Team Administration Emmy Foster, Assistant City Administrator Community Development Kim Lindquist, Community Development Director Finance Jeff May, Finance Director Fire Richard Schroeder, Fire Chief Police Mitchell Scott, Police Chief Public Works/Engineering OPEN, Public Works Director/City Engineer Parks and Recreation Dan Schultz, Parks and Recreation Director THE CITY OF ROSEMOUNT The City of Rosemount is 15 miles south of the center of the Twin Cities Metropolitan area. With land area of nearly 36 square miles, Rosemount residents enjoy the advantages of living in a community with both a small town and a large metropolitan city atmosphere. Unusual for a city of its size, Rosemount combines industry and agriculture with a rapidly growing residential community, providing an excellent environment in which to live and work. The western part of Rosemount exhibits a dynamic, expanding residential community with a traditional downtown at its heart. A framework for redevelopment in Downtown Rosemount was adopted in 2004. The first major project resulting from the framework, a mixed-use tax increment assisted development, was completed in 2009. In the past year, two senior apartment buildings opened downtown. Housing options throughout the community include single family homes, townhomes, condominiums, and low- income housing. Residential developments with hundreds of homes are currently under development, and this pattern of growth will continue for years to come. The process of revising Rosemount’s Comprehensive Plan began this year, to conform with projections by the Metropolitan Council that the City will grow from 23,000 residents this year to 38,000 by 2040. A strong, united business community has been achieved in Rosemount through the activity and cooperation of local business, the City, the chamber of commerce and other civic organizations. More than 500 acres of industrial and commercial zoned land have been reserved for development in Rosemount. Rail, air, barge, and freeway access provide Rosemount's economic community with an expedient transportation system. Four major highways link Rosemount to Minneapolis and St. Paul, and express bus routes run from a park-and-ride in Rosemount to the downtowns of the central cities Education is a priority in Rosemount. Award-winning public and private schools provide both children and adults with superb educational opportunities. A major portion of the City is part of Independent School District #196, which is the fourth largest district in the state. Non-public schools also offer education or preschool through grade 12. Dakota County Technical College, one of the largest technical colleges in the state, is yet another source of education in Rosemount. The education options were a major factor last year when Money magazine cited Rosemount as the 12th “Best Place to Live” in the country, and the 4th “Best Place to be a Kid”. The University of Minnesota is a major landowner in the community, controlling approximately 3,000 acres, and will play a significant role in Rosemount’s future. This land, known as UMore Park, extends into Empire Township to the south and has been utilized primarily for agricultural research. The University’s Regents have approved a long-term plan to develop the property as a residential and research neighborhood adding over 20,000 more residents to Rosemount over the next 30 years. The City is working with the University and its consultants on plans for development, environmental review, and installation of athletic fields. Rosemount is unique in that the eastern one-third of the City is largely heavy industry with business including Flint Hills Resources (formerly Koch Refinery), SKB Environmental (industrial waste containment facility), Spectro Alloys, CF Industries, and Continental Nitrogen. The western one-third of the City includes businesses such as El Dorado Packaging and the regional home base for the National Guard. The City also launched an 80-acre business park in 1995 with tenants such as Sweet Harvest Foods, MRCI, Proto Labs, Intellifeed, and Preventive Care. Community leadership has preserved 532 beautiful acres of land for 29 parks. Bordered by the scenic Mississippi River, Rosemount also contains 270 acres of the Spring Lake Regional Park Preserve. Rosemount's Community Center provides a variety of indoor recreation opportunities and meeting space, including an ice arena and gymnasium. A former Downtown church building was repurposed as the Steeple Center. With an addition to the facility last year, it serves as a home for arts and seniors programming. Close to the center of the Twin Cities and the MSP International Airport, Rosemount is a close-knit community in touch with the urban environment. Rosemount is a community rich with resources: undeveloped land, easy access to Minneapolis, St. Paul and other major markets, quality education and friendly residents. Additional information on the City of Rosemount can be found on the City’s web site at www.ci.rosemount.mn.us SECTION II CITY/CONSULTANT RESPONSIBILITIES Advertising The consultant will arrange for advertisements in the ICMA newsletter and other professional and governmental publications. In addition, affirmative action agencies will be contacted. Accepting Applications The consultant will accept and acknowledge applications. Data Elected officials and City staff will cooperate with the selected consultant in providing requested information and scheduling meetings. SECTION III PERFORMANCE SPECIFICATIONS Scope of Services Evaluate the City’s unique needs based on financial condition, existing programs, organization, etc., to determine appropriate areas of expertise required by candidates. Evaluate the Mayor and City Council’s expectations for involvement in the screening process. Recommend a “short list” (number to be determined) of candidates for personal interviews with the Mayor and City Council. Check references and perform necessary background checks. Reports and Timing The consultant will prepare 10 copies of all reports, including a report of the methods and criteria to be used in the screening process, and a report recommending the candidates for interview. The consultant will make a verbal presentation of each report to the Mayor and City Council. The consultant will proceed with the project with expeditious timing of the entire process. This item must be addressed in the proposal. SECTION IV INSTRUCTIONS ON SUBMITTING PROPOSALS Interested firms are invited to submit a proposal to the City of Rosemount by noon on Tuesday, August 16, 2016. Please direct all inquiries and proposals to: Emmy Foster Assistant City Administrator City of Rosemount 2875 145th St. W Rosemount, MN 55068 651-322-2002 emmy.foster@ci.rosemount.mn.us Ten copies of the proposal are required to be submitted. The proposal shall include the following information: A statement of your understanding of the work, description of the approach, explanation of the procedures to be used, and timetable to be followed. Please indicate if you would be willing to offer an “ala carte” type of proposal. If so, indicate the breakdown of the various duties/segments of the search and the cost associated with each segment. Qualifications of the personnel proposed to supervise and perform the work. This should include biographies, including experience of the individuals who will be assigned to the work and relevant experience of each in working with municipalities. A statement of the firm’s experience with public sector executive searches in the Midwest. This statement should include a list of Minnesota cities that your firm has provided executive search services to during the past two years and up to 10 references (clients and/or placements) for city administrator positions. Please include contact information for all references. The not-to-exceed fee for performing the work, including out-of-pocket expenses. Include a breakdown showing the hours to be worked by category of personnel, hourly billing rate, estimated out-of-pocket expenses, and total cost. Indicate the fee payment schedule. SECTION V SELECTION PROCEDURE The proposals will be evaluated upon the following factors: Relevant experience of the firm. Reputation of the firm based on references. Qualifications of personnel to be assigned. Agreement to meet or exceed the performance specifications. Commitment to complete the process in a timely manner. Ability to communicate the work plans in an organized, clear and convincing manner. Estimated cost of the study. The Mayor and City Council may conduct oral interviews with some or all of the firms that submit proposals.