La Grange Public Library Request for Proposal Executive Search Firm Please return all Proposals by January 19, 2018 4:30 pm CST to: La Grange Public Library Personnel Committee 10 West Cossitt Ave. La Grange, Illinois 60525 trustees@lagrangelibrary.org 708.215.3200
REQUEST FOR PROPOSAL The La Grange Public Library (LGPL) Board of Trustees (Board) is seeking an Executive Search Firm with the expertise to secure qualified candidates for the position of Executive Director of the LGPL. This is an opportunity for an experienced, skilled administrator to apply to oversee the operations of the LGPL. A. ELIGIBILITY The Executive Search Firm should specialize in recruitment for executive and senior management positions in public library service institutions. 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 the Scope of Work section of this Request for Proposals (RFP), with institutions similar in size and complexity to LGPL. The successful proposer will work directly with the LGPL Board, the Board s Personnel Committee, and all other associates for all activities involved with this project. The successful proposer may be responsible for activities including, but not limited to: assisting with the development of the position description/profile; development of the search strategy, marketing, advertising and announcements; identifying and screening applicants; conducting candidate interviews; providing report(s) of candidate assessment; and recommending the most qualified candidates for interview opportunities with the Library Board. For consideration, proposals must contain evidence of the proposer's experience and abilities in the specified area and other disciplines directly related to the proposed services. All proposers shall provide profiles and resumes of the staff to be assigned to the project. Proposals will be evaluated by the Board s Personnel Committee and will be ranked in accordance with the following criteria: Completeness and quality of response Ability to meet requested service needs Experience with library executive recruiting Expertise and availability of key personnel Total cost to library Satisfaction of other clients Other relevant factors B. BACKGROUND The LGPL is a tax-supported municipal public library dedicated to supporting a vision of helping community members learn, explore and connect by supporting lifelong learning and access to information, knowledge and ideas. The Library serves the Village of La Grange, a vibrant Cook County suburb located about 13 miles southwest of downtown Chicago with 15,550 residents, and a median household income of $97,000. The LGPL s 33,500 square foot facility is located at the southern end of a downtown named as the area s best in
2009 by Chicago Magazine. Researchers from DePaul University named La Grange the most transit-friendly suburb in the entire Chicago area, based on its proximity to passenger rail lines and multiple highways and expressways. The Library was founded in 1905 after a grant from Andrew Carnegie, and was rebuilt in 1965, and again in 2005. A first floor renovation is planned for Spring 2018, to expand and revitalize the lobby and Youth Services spaces. With an annual operating budget of approximately $3 million, the LGPL serves over 11,000 resident cardholders, with a circulation of 335,000 and roughly 200,000 visits per year. The library staff consists of 16 full-time and 26 part-time employees. The LGPL provides general library services such as circulation, reference, reader s advisory, programming, and outreach; as well as ancillary services, such as meeting rooms, computers, a digital media studio, wireless hotspot, copiers, printers, and voter registration. The LGPL contracts out for janitorial services, building maintenance services, legal services, engineering services, accounting services, as well as supplemental planning services. C. SCOPE OF WORK Upon execution of the contract between the selected Executive Search Firm and the Board, the Executive Search Firm shall set meetings with the Board, its Personnel Committee, and other stakeholders to: a. Review and update the existing job description. b. Develop a candidate profile. c. Develop a recruitment strategy and timeline, including approving an appropriate advertisement. The Executive Search Firm will then be responsible for providing professional services including, but not limited to, those outlined below: a. Posting the position through local, regional and national channels, journals, websites, and publications. b. Carrying out the recruitment process, including receiving and reviewing resumes of applicants, determining those meeting minimum qualifications, and following up with telephone interviews to clarify each applicant s qualifications and experience. c. Preparing and presenting to the Personnel Committee a written summary of at least 6 candidates with the most promising qualifications and experience. d. Assisting the Personnel Committee in evaluating these candidates and then identifying the top candidates for serious consideration and interviews. e. Conducting in depth reference checks with individuals in a position to evaluate this smaller pool of candidates performance on the job. Ascertain the strengths and personal dimensions of each candidate and report to the Personnel Committee. Advise the Personnel Committee of areas to delve into during the interview process. f. Designing and finalizing the interview process, including preparation of interview questions for the Board s consideration, suggesting panel make-up, and other associated tasks. g. Advising the Personnel Committee of any other areas, services, or important steps to take that are not listed above.
The tasks outlined above are provided as a guideline, and are not intended to be restrictive nor all-inclusive. The Executive Search Firm will also: a. Coordinate the candidates participation in the interviews. b. Debrief with the panel following the interviews and identify additional candidates if necessary. c. Verify selected candidate s educational background, employment record, criminal history, and any other information identified in the strategy process. d. Notify applicants not selected. e. Assist the Personnel Committee and the Board with compensation negotiations. The Board will have final authority over the interview process. All candidate applications will be made available to the Personnel Committee prior to the finalization of a candidate list. D. TERMS AND CONDITIONS Proposals are being solicited for these services in accordance with the terms, conditions and instructions as set forth in the request for proposal. There is no expressed or implied obligation of the LGPL to reimburse proposer for any expenses incurred in preparing, submitting, or presenting its response to this RFP. a. The Board intends to select one firm to provide this service but reserves the right to reject any or all proposals without explanation. b. If the selected firm does not execute a written signed agreement with the Board within a reasonable amount of time, the Board reserves the right to enter into an agreement with the next most qualified firm. c. The Board reserves the right to request clarification of information submitted and investigate the ability of the Executive Search Firm to meet the required needs, and the firm shall furnish to the 1. Board all such information and data for this purpose as may be requested. d. The Library Board reserves the right to waive any and all requirements for this proposal. E. SCHEDULE Executive Search Firm proposals received: no later than 4:30pm CST on January 19, 2018 Committee reviews and recommends finalists: no later than 5:00pm CST February 1, 2018 Interviews conducted with finalists: February 6, 2018 Board approves Executive Search Firm: February 20, 2018 Contract negotiated and signed: March 6, 2018 F. FORMAT AND CONTENTS OF PROPOSAL The information set forth in this section should be included with the proposal.
1. Cover letter: Transmittal letter should reflect the RFP subject, name of firm, address, and contact person with all applicable contact information and date of preparation. 2. Proposal responding to the following items: a. Qualifications: Describe the background, experience and capabilities of your firm as it relates to the Scope of Work outlined above. In particular, highlight any successful placements in other comparable public libraries during the last five years. b. Scope of Services: Provide a scope of services and a proposed outline of tasks, products, and schedules. Also, identify the extent of Library personnel and Board involvement deemed necessary, including key decision points at each stage of the project. Major proposed deviations from the desired scope of services outlined above should be clearly noted. c. Cost: Provide a cost proposal for scope of services including fixed costs, fees, expenses, reimbursable costs, and any other anticipated costs. d. Consulting staff: Provide the name, title, background and experience of the primary consultant for this project. Please identify all staff who will be assigned to work directly or indirectly on this project. e. Subcontractors: Identify all subcontractors the proposer intends to use for the proposed scope of work. For each subcontractor listed, indicate (1) what products and/or services are to be supplied by that subcontractor and; (2) what percentage of the overall scope of work that subcontractor will perform. f. Insurance: List all relevant insurance policies and coverage amounts carried by the proposer. The selected proposer will be required to submit evidence of and comply with all insurance requirements deemed necessary by the Board. g. References: Provide a list of at least three clients who can verify your firm s ability to provide the scope of services requested. Please provide name, title and complete contact information for each reference. Also, provide a list of current clients who are receiving services similar to those requested here and a short description of the work you are engaged in. h. Performance Guarantee: If your firm offers a performance guarantee, describe the terms and conditions under which the guarantee applies. i. Additional Services: The proposer is welcome to outline additional services or alternative approaches that it feels are in the best interest of the LGPL. 3. Submission: Deadline for submission is January 19, 2018 at 4:30 pm CST Please submit an original and six copies of your proposal to: La Grange Public Library Personnel Committee 10 West Cossitt Ave. La Grange, Illinois 60525 An electronic copy must also be sent to trustees@lagrangelibrary.org. You may direct inquiries about this RFP to the Library s Interim Executive Director at (708) 215-3200. 4. Format: Proposals should be limited to 25 pages and be prepared simply and economically, with an emphasis on completeness and clarity of content. 5. Selection: The selected consultant will be notified on or before February 22, 2018.