REQUEST FOR PROPOSALS EXECUTIVE SEARCH SERVICES. Issuance Date November 27, 2017

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1 REQUEST FOR PROPOSALS EXECUTIVE SEARCH SERVICES Issuance Date November 27, 2017 Submittal Deadline January 8, 2018

2 Page Is Blank For Photocopying MARIN LAFCO 2

3 TABLE OF CONTENTS Section Page Number I. Proposal Overview... 5 II. Proposal Timeline... 5 III. Agency Profile... 6 IV. Anticipated Projects and Terms of Agreement. 6 V. Scope of Services.. 6 VI. Proposal Requirements VII. Evaluation and Selection... 9 VIII. Other Proposal Information.. 9 IX. Contact Information MARIN LAFCO 3

4 Page Is Blank For Photocopying MARIN LAFCO 4

5 I. Proposal Overview The Marin Local Agency Formation Commission (LAFCO) is requesting proposals for the services of an Executive Search Firm to identify potential candidates for the position of the Executive Officer of Marin LAFCO. The firm should have expertise in providing executive search services to local government agencies and will assist LAFCO in attracting, interviewing and hiring an Executive Officer. To be eligible for consideration, the proposing firm must demonstrate that it, or the principal(s) assigned to the project, has successfully completed similar services to those specified in Section V of this RFP, with organizations similar in size and complexity to LAFCO. The successful firm will work directly with the Commission for all activities involved in the recruitment process. The successful firm may be responsible for the following activities including, but not limited to: assisting in the development of the position description and profile, testing and screening applicants, development of the search strategy, advertising and announcements, candidate assessment and interviews, and recommendations of the most qualified candidates to the Commission. Firms are encouraged to incorporate the monthly hours in the cost option in their submitted proposal. II. Proposal Timeline Responses to this Request for Proposal (RFP) must be submitted in writing and received by Marin LAFCO no later than 5:00 p.m. pacific standard time (PST) on Monday, January 8, No changes or adjustments to the deadline shall be made without a written addendum to this RFP signed by the Chair and circulated to all respondents. Proposal submittals by are encouraged and should be directed to the Interim Executive Officer Rachel Jones at rjones@marinlafco.org. An outline of the proposal timeline s key dates follows. Action Dates RFP Issued Monday, November 27, Deadline for Questions Monday December 11, Deadline for Responses Friday, December 22, 2017 Deadline to Submit Proposals Monday, January 8, 2018 Interviews with Selected Candidates January 15 19, 2018 Contract Award Monday, January 22, 2018 Start Date Friday, February 9, 2018 * Interviews may be conducted in person or by video conferencing and at the preference of the firm/individual. (Interview type will have no effect on the award.) * Marin LAFCO reserves the right to adjust this timeline as it deems necessary. Notification of adjustments to the timeline shall be provided to all respondents. * Marin LAFCO reserves the right to award a contract, to modify the scope of services required as necessary, and to accept or reject any or all submittals received as a result of this RFP. MARIN LAFCO 5

6 III. Agency Profile Marin LAFCO is a regional service planning subdivision of the State of California and delegated regulatory and planning powers in matching municipal services with community needs. This includes managing governmental boundary lines by approving or disapproving proposals involving the formation, expansion, consolidation, or dissolution of cities, towns, and special districts. Marin LAFCO also regularly conducts studies to evaluate the level and range of local governmental services in step with informing its regulatory duties. In all, Marin LAFCO has explicit jurisdiction over 65 local governmental agencies divided between 6 cities, 5 towns, 30 independent special districts (i.e., directly elected board members), and 24 dependent special districts (i.e., appointed board members from other governmental agencies). Decision-making at Marin LAFCO is directly vested with the 11-member Commission. The Commission is divided between seven regular voting members and four alternate voting members. Representation on the Commission is also divided between four distinct appointee categories: (a) three appointees from the County of Marin, (b) three appointees from the cities/towns, (c) three appointees from the independent special districts, and (d) two appointees from the general public. State law specifies all Commission members shall exercise their independent judgment on behalf of the interests of the public as a whole and not on behalf of their appointing authorities. IV. Anticipated Projects As required by the Cortese-Knox-Hertzberg Local Government Reorganization Act of 2000, Marin LAFCO processes boundary change proposals for cities and special districts in Marin County and regularly updates municipal service reviews and spheres of influence for each agency under its authority. Marin LAFCO seeks an Executive Officer to provide all LAFCO related duties and functions including: compliance verification on applications, proposals, and environmental reviews; management of municipal service reviews; preparation of annual budgets; monitoring new and proposed state and local legislation pertaining to LAFCO; presentations before local government agencies, community meetings, and public forums. The Executive Officer will oversee the implementation and directives of the Commission and is responsible for administering and supervising the day-to-day operations, finances, personnel, and other duties and responsibilities of the Commission. MARIN LAFCO 6

7 V. Scope of Services and Terms of Agreement rendered to Marin LAFCO would include: Solicit input from the Commission, or Policy Committee, through meetings and/or interviews to understand the role, responsibilities, qualifications and appropriate experience needed for the position. Develop a recruitment strategy, process and timetable for completion of the work in consultation with the Commission. Develop an accurate and appealing job description. Draft a job description for the Executive Officer included as Attachment A. Screen all applicants and create a recommended candidate list. Assess the qualifications of interested candidates against those required in the job description and recommend potential candidates for interviews to the Commission. Perform appropriate background and reference checks. Coordinate the candidate interviews to that of the Commission. Notify applicants not selected. Assist the Commission in compensation negotiations. Marin LAFCO s Term of Agreement is as follows: The term of the proposed agreement shall be for one year, with one option to extend the agreement covering six months. MARIN LAFCO 7

8 VI. Proposal Requirements All proposals must be submitted in writing and received by Marin LAFCO no later than 5:00 p.m. PST on Monday, January 8, submittals are encouraged and should be directed to Interim Executive Officer Rachel Jones at Mailed or hand-delivered submittals are also welcome at Marin LAFCO s Administrative Office at 1401 Los Gamos Drive, Suite 220, San Rafael, California All written proposals should address the following information. Provide a proposed engagement letter outlining the key components of the proposal. This includes highlighting the scope of work to be provided along with the associated costs. The letter shall also specify the proposal remains valid for at least 90 days following the proposal submission deadline. The letter must state whether a possible conflict of interest exists and, if do, the nature of the conflict. Describe the firm or individual description and summary of qualifications. This includes identifying type of business (i.e., individual, corporation, etc.), years in business, and office location(s). This portion of the proposal shall also address the firm s experience and qualifications in providing executive searches relative to the prescribed goals, objectives, and requirements listed in this RFP. Detail the qualifications for scope of services. This includes identifying the firm s particular qualifications in providing executive search services for Marin LAFCO s prescribed goals, objectives, and requirements listed in this RFP. Provide related work experiences and references and practices described under Section I above. Succinctly identify no less than three (3) examples of executive searches to other local government agencies. Provide a list of at least two (2) client references. The reference list must include the client name, location, website address, and contact person with phone number and address. Marin LAFCO will provide advance notice should it proceed to make reference calls. Outline rate and fee schedule. This includes estimating a rate or retainer for all proposed services that would be the basis for invoices during the course of this contract. All hourly rates, fees, and reimbursable costs must be clearly stated. Identify billing preferences. MARIN LAFCO 8

9 VII. Evaluation and Selection The Commission s Policy Committee will screen all proposals submitted to Marin LAFCO for completeness relative to the RFP requirements. The highest ranked candidates will be invited to interview in person or by video conferencing with the Policy Committee at no cost to Marin LAFCO during the week of January 15 th. The evaluation will be based on factors enumerated below. No one factor shall be determinative. Expertise and experience of the executive search firm. This includes the firm s experience in comparable government engagements as well as the depth of the professional personnel to be assigned to the engagement. Greater preference in the selection process will be given to proposing firms with LAFCO knowledge and understanding of its duties. Availability of appropriate professional(s) as needed. Clear, concise and thoughtful responses to specific requirements of the solicitation Proposed Costs Interview / Ability to Effectively Describe Proposal and Respond to Questions References Marin LAFCO s Policy Committee will develop a short-list of applicants to be interviewed by the Commission and subsequent to the interviews, the Commission will choose an applicant to be offered the position of LAFCO Executive Officer. VIII. Other Proposal Information Questions All questions seeking clarification on the RFP must be received in writing no later than 5:00 p.m. PST on Monday, December 11, Responses to submitted questions will be prepared by Marin LAFCO and sent to all respondents no later than 5:00 p.m. PST on Friday, December 22, All questions should be ed to Interim Executive Officer Rachel Jones at rjones@marinlafco.org. Agreement The selected firm or individual s proposal will become part of the agreement. Price quotations and other time dependent information contained in any proposal shall remain firm for a minimum of 90 days from the proposal submission deadline. MARIN LAFCO 9

10 Property of Marin LAFCO All proposals received will become the property of Marin LAFCO and will not be returned. Marin LAFCO reserves the right to copy the materials for internal evaluation purposes. Collusion Among Respondents In submitting a proposal, the firm or individual, certifies that it is not party to any collusive actions relating to this RFP. Exceptions A firm or individual taking exception to any part of this RFP shall indicate such exceptions in a separate section of their submitted proposal. Failure to indicate any exception will be interpreted as the firm or individual s intent to comply fully with the requirements of this RFP as written. Expenses Incurred There is no expressed or implied obligation for Marin LAFCO to reimburse proponents for any expenses associated with responding to this RFP. Withdrawal of Proposal Consultants may withdraw all or portions of their proposal up to the ratification of a contract between Marin LAFCO and the selected firm. A withdrawal request must be signed by the proponents duly authorized representative and sent to the Executive Officer. Withdrawal of RFP Marin LAFCO retains the right to withdraw, modify, or amend this RFP at anytime. IX. Contact Information All questions and related inquiries to this RFP should be addressed to the following contact: Rachel Jones, Interim Executive Officer 1401 Los Gamos Drive, Suite 220 San Rafael, California T: Main T: Direct E: rjones@marinlafco.org MARIN LAFCO 10

11 ATTACHMENT A MARIN LOCAL AGENCY FORMATION COMMISSION EXECUTIVE OFFICER DEFINITION Under the direction of Marin County s Local Agency Formation Commission, to plan, manage, coordinate, review and evaluate the varied functions of the Commission, to administer systems, records, and staff of the Agency and to perform related work as required. CLASS CHARACTERISTICS LAFCO is a state-mandated local agency that oversees boundary changes to cities and special districts, the formation of new agencies including special districts, and the consolidation of existing agencies. This is a management level class reporting to and serving at the pleasure of the Local Agency Formation Commission. The incumbent is responsible for recommending and implementing LAFCO adopted policies and all administrative and professional functions of LAFCO, including annexations, detachments and formations of cities and special districts as required by the Cortese-Knox Act, Government Code Section EXAMPLES OF DUTIES (Illustrative Only) Develops and directs the implementation of goals, objectives, policies, procedures and work standards for LAFCO. Implements LAFCO s work program and prepares annual report on work progress. Drafts, manages, and completes environmental review on all LAFCO applications in compliance with CEQA guidelines. Previews applications for completeness, prepares reports and recommendations, verifies compliance with LAFCO conditions of approval and is responsible for administering all other aspects of processing boundary proposals required by the State law. Interprets and applies the provisions of the Cortese-Knox Local Government Reorganization Act of Prepares reports and makes recommendations on all LAFCO matters. Determines the most effective use of staff, equipment, and budgetary resources to meet the goals and standards of LAFCO policies and directives. Makes presentations to, confers with and provides technical and staff assistance to LAFCO commissioners and other boards and committees related to the functions of the Commission. Resolves issues and complaints from the public; acts as a liaison for and may represent the Commission with public and private organizations, advisory boards of special districts and other groups. Prepares impartial analyses for changes of organizations going to election. Performs the day-to-day business of the Commission including letters, memorandums, minutes review, phone calls and faxes. Prioritizes and manages the conduct of special studies relating efficient delivery of public services, local control and accountability, government financing options and determinations of boundary disputes among government agencies and/or community groups.

12 LAFCO Executive Officer Page 2 Develops and monitors spheres of influence (future agency boundaries) for each city and special district in Marin County. Provides and performs fiscal oversight, budget preparation and management of human resources, resource development, and tracking and analysis of legislative actions impacting local public agencies. EMPLOYMENT STANDARDS A Bachelors Degree in Public Policy, Planning, Political Science, Geography, or other related area. A Masters Degree is desirable. Eight years experience in planning, environmental affairs, economic development, utility or city/county government, at least four of which were in a progressive, more responsible supervisory or management capacity including experience with elected and appointed Boards including presentations and agenda reviews. Knowledge of Jurisdictional consolidations, reorganizations and their resultant financing and tax issues. Public and private infrastructure systems and financing mechanisms. Principals and practices of proposal and program development. Project management, analytical processes and report preparation techniques. Applicable federal, state and local laws, codes and regulations. Computer applications related to the work, including spreadsheets, word processing, database, communication, and program management software. Techniques for dealing effectively with a variety of individuals from various socio-economic, ethnic and cultural backgrounds, in person and over the telephone. Cortese-Knox-Hertzberg Local Government Reorganization Act of 2000 Skill in Interpreting, applying, and evaluating against planning, annexation and related laws and policies. Organizing and managing ongoing and short-term projects and programs, setting priorities and making effective use of available resources. Project planning and goals, objectives, work standards, policy and procedure development and implementation. Developing and administering operating and capital budgets. Planning, assigning, supervising, coordinating, reviewing and evaluating the work of staff. Training others in work procedures, including appropriate safety practices. Conflict resolution and mediation. Using sound independent judgment within general policy and procedural guidelines. Maintaining accurate records and files. Preparing clear and concise reports, correspondence and other written materials. Representing elected officials in meetings with representatives of various public and private organizations and the public. Establishing and maintaining effective working relationships with those contacted in the course of the work. Organizing work and meeting critical deadlines. Directing and conducting special studies and projects.

13 LAFCO Executive Officer Page 3 Physical Demands Mobility to work in a standard office setting and use standard office equipment and to travel to various LAFCO sites and attend meetings; vision to read printed materials and a computer screen; and hearing and speech to make presentations and converse in person and over the telephone.

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