Request for Proposals (RFP) For A CEO Performance Evaluation Report to the Fresno EOC Board

Transcription

1 Request for Proposals (RFP) For A CEO Performance Evaluation Report to the Fresno EOC Board Fresno Economic Opportunities Commission (Fresno EOC) 1920 Mariposa Mall, Suite 300 Fresno, CA

2 Summary and Background Fresno EOC is currently accepting Proposals to review, compile, summarize, and analyze data from a board evaluation of the organization s CEO, and develop a report that accurately describes the substance of its findings, and provides actionable recommendations based on that information The purpose of this Request for Proposal (RFP) is to solicit Proposals from various consultants to conduct a fair and extensive evaluation based on criteria listed herein, and select the candidate who best represents the direction Fresno EOC wishes to go. About Fresno Economic Opportunities Commission (Fresno EOC) Founded in 1965, Fresno EOC has spent over four decades investing in people, helping them become self-sufficient. The scope of service provided by our Agency consists of almost all facets of human services and economic development. They range from pre-school education to vocational training; from juvenile and drug abuse counseling to treatment for serious juvenile offenders; from youth recreation to senior citizen hot meal services; from energy conservation education to crisis intervention; from preventive health care to prenatal nutrition education; and from vocational counseling to job placement services. Fresno EOC is a private, nonprofit 501(c) (3) corporation governed by a twenty-four (24) member tripartite Board of Commissioners under the auspices of the Economic Opportunity Act of Eight of those twenty-four members are public elected officials or their designee; eight members are from the business sector, public agencies, and community groups; the remaining eight members are elected low-income target area representatives from throughout Fresno County. We employ over 1,300 full and part-time staff members committed to transforming lives. Fresno EOC is considered the largest Community Action Agency in the country. With over 30 programs to serve the community, we bridge gaps with almost every aspect of the underserved population. Proposal Guidelines This Request for Proposal represents the requirements for an open and competitive process. Proposals will be accepted until ( Date and Time ). Proposals received after this date and time will be returned to the sender. All Proposals must be signed by an official agent or representative of the company submitting the Proposal. All Proposals must contain a Scope of work that describes how the consultant will perform all of the activities required to complete the work to be performed and the outcomes to be achieved The cost of all activities should be depicted in the budget section of the Proposal. If the organization submitting a Proposal must outsource or contract any work to meet the requirements contained herein, this must be clearly stated in the Proposal. Additionally, all costs included in Proposals must be all-inclusive to include any outsourced or contracted work. Any Proposals which call for outsourcing or contracting work must include a name and description of the organizations being contracted. 2

3 All costs must be itemized to include an explanation of all fees and costs for services and resources provided by contractor. Contract terms and conditions will be negotiated upon selection of the winning bidder for this RFP. All contractual terms and conditions may be subject to review by Fresno EOC legal department and will include scope, budget, schedule, and other necessary items pertaining to the project. Since this report involves a personnel action, it will also require a confidentiality agreement signed by the recipient of this contract Project Purpose and Description Project Purpose: The purpose of this Evaluation is to provide the CEO feedback on his performance in 2015, and identify areas where his work is satisfactory or better, or areas where he needs improvement. Accuracy is very important to this report because it may trigger personnel actions and be placed in the employee s personnel file Project Description: Fresno EOC is seeking a provider who can take the raw data in the evaluation documents and present the board with a comprehensive CEO Evaluation Report that accurately depicts a coherent summary of the board s findings. The Evaluation Process The evaluation process is initiated when the Chairman of the board of Fresno EOC appoints an ad-hoc committee to develop an evaluation instrument to be used by the board to evaluate the CEO. In addition it is to be used by the CEO to do a Self-Evaluation. An Evaluation Package is developed by the committee and subsequently submitted for approval to the Executive Committee of Fresno EOC, then to the entire board. Upon approval the instruments are given to each board member, and the Self-Evaluation document is given to the CEO to be completed and returned to the Executive Committee. The consultant awarded this contract will receive the data from the Executive Committee to: Compile and tally board member scores on the rating criteria part of the evaluation instrument Review, compare, and analyze board member comments and identify areas of consensus, and differences, and/or areas of majority agreement, or themes/trends that appear in the documents Repeat the above process comparing and analyzing areas of congruence, and variance of the comments of the CEO in the Self-Evaluation documents to the responses of the board Prepare a report that contains a description of the methodology used by the consultant to develop the report, and a first draft of your document Present first draft of report to Executive Committee for review and comment Finalize and submit report to the Executive Committee for approval 3

4 The Evaluation Instruments (See Attachment A, and Attachment B ) Request For Proposals (RFP) Each of the board Evaluation instruments has an instruction form Each of the board Evaluation instruments has five (5) sections, each of which has from five (5) to nine (9) questions for the respondent to provide a numerical score to the CEO s performance. They are Leadership, Effective Communication, Management Skills, and Producing Results At the end of each of the four (4) sections there is a space for the respondent to provide comments, on the CEO s major strengths, or areas that need improvement The CEO s Self-Evaluation form has the exact same questions and he is expected to provide narrative responses to each question. Scope of Work The finished report must provide Fresno EOC s board members coherent, accurate, well-articulated information which will include the following: A tally of the raw scores for the items and a summary of the results of the numerical scoring portion of the Evaluation A review, comparison, and analysis of the board member responses to the questions re: Major Strengths and, Needs Improvement reflecting areas of apparent consensus, or majority agreement, and any other significant variances. A brief description of the method of analysis A review, comparison and analysis of the board members responses to each of the questions, and the CEO s responses A summary of general findings based on analysis and comparison of all data, and recommendations that they appear to reflect Preparation of a first draft of the report, and a meeting with the Executive Committee for review and comment Preparation of final draft of the report for presentation to the board The consultant awarded this project will be responsible for collecting, compiling, comparing, and analyzing respondent information, and preparation of a report with actionable findings and recommendations that can be used by the board to complete its CEO Evaluation Deliverables Daily, from date of submission reports on evaluation documents received from commissioners. First draft of the CEO Evaluation Report. Final CEO Evaluation Report 4

5 Timeline for CEO Evaluation RFP s Expedite RFP s August 4, 2015 Bidders Conference August 10, 2015 Q & A Deadline August 18, 2015 All Proposals Due August 20, 2015 Send to Executive Committee August 31, 2015 Executive Committee meeting to Score RFP s September 8, 2015 Interview/Select September 14, 2015 Notify Bidder/Close Contract September 23, 2015 Board Meets/Handout Evaluation Budget All Proposals must include proposed costs to complete the tasks described in the project scope. Consultant Qualifications Consultants should provide the following items as part of their Proposal for consideration: Description of experience in Human Resource consulting Description of experience preparing, or implementing executive evaluations Examples of past work that you have done in this area Testimonials from past clients. Anticipated resources you will assign to this project (total number, role, title, experience) A full testing plan Timeframe for completion of the project Project management methodology Evaluation A Proposal Selection Committee will review, evaluate, and score each Proposal. Consultants who offer the best Proposals that meet Fresno EOC s interest will receive an invitation for an interview with the Committee. Proposal Evaluation Criteria Fresno EOC will evaluate all Proposals based on the following criteria. To ensure consideration for this Request for Proposal, your Proposal should be complete and include all of the following criteria: Overall Proposal suitability: proposed solution(s) must meet the scope and needs included herein and be presented in a clear and organized manner 5

6 Organizational experience: consultants will be evaluated on their experience as it pertains to the scope of this project Previous work: consultants will be evaluated on examples of their work pertaining to nonprofit corporations and/or Community Action Agencies Value and cost: consultants will be evaluated on the cost of their solution(s) based on the work to be performed in accordance with the scope of this project Technical expertise and experience: consultants must provide descriptions and documentation of staff expertise, and experience Proprietary Proposal Material Fresno EOC respects your professional privacy, any proprietary information revealed in the Proposal should, therefore, be clearly identified as such. Insurance Selected contractor will be required to demonstrate proof of insurance sufficient to protect all parties involved in the performance of the scope of work. Insurance requirements are in the contract agreement. Litigation Provide specific information on the termination of any contract you have been involved in (for default), litigation, settled, or judgments entered within the last five (5) years involving your firm, joint venture partners, or sub-consultants. Also, provide information on any convictions for filing false claims within the past five (5) years. Conflict of Interest Please provide a statement of conflicts your firm, sub-consulting firms and/or key employees may have regarding these services. The statement should not only include actual conflicts, but also any perceived working relationships by disinterested parties as a conflict. If there are no potential conflicts of interest please state so. Women/Disabled Veteran/Minority-Owned, And Small Businesses Does your firm qualify as a woman/disabled veteran/minority-owned, and small business? If yes, provide publically certified documentation or a self-certification statement that is subject to examination. Rejection of Consultant s Proposal The consultant acknowledges the right of Fresno EOC to reject any or all Proposals, to waive any nonmaterial informality or irregularity in any Proposal received, and to accept the consultant s Proposal 6

7 deemed most favorable to Fresno EOC after all have been examined and evaluated. In addition, the consultant recognizes the right of Fresno EOC to reject a Proposal if the consultant s Proposal is in any way incomplete or irregular. Questions Direct all questions regarding this RFP to Bill Simon, via , bill.simon@fresnoeoc.org. All questions and responses are public and posted in a timely manner on the Fresno EOC website homepage ( under the Ongoing column. Fresno EOC will not accept questions after August 10, Unauthorized contact regarding this RFP with other Fresno EOC employees or board members may result in disqualification. Oral communications are unofficial and nonbinding. It is the responsibility of consultants to check Fresno EOC s website for any amendments or Q & A s to this RFP. Submittal of Proposals Fresno EOC requires both paper hard copies and a digital file submissions. Please submit your CEO Performance Evaluation Proposal Package Fresno EOC. Submit One (1) original, and five (5) copies of your Proposal to the address below no later than 4:00 PM (Pacific Time), Tuesday, August 18, Please mail or hand deliver Proposals to, Bill Simon, Operations Officer ATT: CEO Performance Evaluation Fresno Economic Opportunities Commission 1920 Mariposa Mall, Suite 300 Fresno, CA Please submit a digital Proposal in a pdf format to, bill.simon@fresnoeoc.org with subject line: CEO Performance Evaluation Please sign and return the authorization statement on the following page with your Proposal. Thank you for your consideration and interest in Fresno EOC. 7

8 Request for Proposals (RFP) For CEO Performance Evaluation AUTHORIZATION: The undersigned hereby asserts that he/she is duly authorized to submit this Proposal, that all information contained in it is true, correct and complete, and that the undersigned is authorized to enter into a contract with Fresno Economic Opportunities Commission should he/she be selected and approved for services, as negotiated. Name of Firm/Consultant Name of Principal/CEO/Owner Print Signature Title Address Date Phone City/State/Zip License # (if applicable) 8

9 Rating Criteria 1 Does Not Meet Expectations 2 Needs Improvement 3 Meets Expectations 4 Exceeds Expectations Request for Proposals (RFP) For CEO Performance Evaluation Attachment A CEO EVALUATION INSTRUCTION FORM 2015 CONFIDENTIAL Exceeds Expectations: CEO in this category consistently and substantially exceeds requirements of the position and performs at maximum levels of effectiveness (more than 50% of work hours). He exhibits leadership behaviors consistent with the Agency values. He is often considered a role model. Typically this employee is innovative, bringing new ideas or processes to the department which benefit the Agency. He is a creative problem solver, implementing new ways of working or processing information to make a significant positive change. They exhibit exceptional depth and breadth of knowledge and are highly recognized by others within the community. Meets Expectations: CEO in this category consistently meets and/or exceeds requirements of the position and performs in a fully satisfactory and reliable manner. Performance in this category reflects CEO who successfully does his job while at the same time demonstrates leadership behaviors consistent with the Agency s values. Performance is consistent, resulting in a regular, ongoing achievement of the established standards. Performance by this employee enhances the opportunity for the Agency to achieve its goals. Needs Improvement: CEO may inconsistently meet established norms and standards for the position or may regularly fail to meet one or more of the established standards and goals for the position. Performance is not at expected level and/or was not done in a way that demonstrates the Agency s values. The CEO meets some of the minimum requirements of the position, but may need to improve performance to meet expected levels in some areas of performance. This category includes employees who may be new in their job and learning new skills and/or employees who need to improve and develop in their job. 9

10 Does Not Meet Expectations: This rating should be assigned to the CEO when he performs significantly below the expected performance level. This rating must be justified using specific examples of performance below the expected standard. Comments: Provide comments and examples that demonstrate areas of strength and that need improvement. The CEO utilized the following format to respond to each of the above standards and/or competencies: Claim, Evidence, Impact and Judgment (Rating) - Claim tied to standards and/or competencies Evidence based on data and aligned to the claim that makes visible both strengths and areas of improvement Impact aligned to Claim and Evidence and based on impact The Board will review each of your claims, evidence and impact statements For example: Decision Making/Managing Change Claim: The leader utilizes effective decision-making tools and communication processes to focus the work of all staff on district goals, initiatives, and site specific work. Evidence: X met monthly with the enrollment/eligibility and Atlas staff to streamline the paperwork and process of enrollment for school. X convened a group of Office Managers to gather input on parent access to applications at school sites. X worked with coaches to create a lead teacher group of teachers to gather input on the Week at a Glance document. Impact: As a result, stake holders were a part of the change process, teachers had input on a curriculum document which they use to plan, and for the first time, families were able to obtain registration packets through school sites. 10

11 Request for Proposals (RFP) For CEO Performance Evaluation Attachment B CONFIDENTIAL CEO EVALUATION FOR CALENDAR YEAR 2015 CONFIDENTIAL Utilize the following format to respond to each of the above standards and/or competencies: Claim, Evidence, Impact and Judgment (Rating) - Claim tied to standards and/or competencies Evidence based on data and aligned to the claim that makes visible both strengths and areas of improvement Impact aligned to Claim and Evidence and based on impact The Board will review each of your claims, evidence and impact statements For example: Decision Making/Managing Change Claim: The leader utilizes effective decision-making tools and communication processes to focus the work of all staff on district goals, initiatives, and site specific work. Evidence: X met monthly with the enrollment/eligibility and Atlas staff to streamline the paperwork and process of enrollment for school. X convened a group of Office Managers to gather input on parent access to applications at school sites. X worked with coaches to create a lead teacher group of teachers to gather input on the Week at a Glance document. Impact: As a result, stake holders were a part of the change process, teachers had input on a curriculum document which they use to plan, and for the first time, families were able to obtain registration packets through school sites. 11

12 12 Request For Proposals (RFP)