RECRUITMENT AND SELECTION SERVICES FOR ADMINISTRATIVE COORDINATOR

I. Point of contact: Michelle Posewitz
Personnel Director
West Square Building
505 Broadway
Baraboo, WI 53913
II. Proposal Due Date: Five (5) sealed copies of the proposal must be received and date stamped no later than 12:00 p.m, Central Standard Time, Monday, October 5, 2015. Proposals or amendments received by Sauk County after that time will not be considered.
III. ALL PROPOSALS MUST BE ADDRESSED TO:
Sauk County Clerk
Sauk County West Square Building
505 Broadway
Baraboo, Wisconsin 53913
The words "RECRUITMENT AND SELECTION SERVICES FOR ADMINISTRATIVE COORDINATOR” must be marked on the opaque, sealed envelope containing the proposal. See the proposal submission section if the proposer desires to submit their proposal electronically.
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PART ONE
INTRODUCTION AND GENERAL INFORMATION
1. INTRODUCTION
1.1 Sauk County is one of 72 units of county government in the State of Wisconsin and is a municipal quasi-corporation existing pursuant to the authority of Wis. Stat. ch. 59 and providing regional government services over the geographic area that is Sauk County. Sauk County has approximately 27 departments and an annual budget of $80.4 million. Sauk County operates under the Board of Supervisors form of government with an Administrative Coordinator responsible for day-to-day operations, policy fulfillment and planning for the future. There are approximately 15 oversight committees that have policy oversight responsibilities for various County departments. Sauk County encompasses 840 square miles including 22 towns, 14 villages, and 3 cities. The County has an estimated population of 62,500. County operations include an a human services department, a law enforcement agency, a state circuit court system with three branches, a highway department, tax administration, an 82-bed skilled nursing facility, and other government related functions. Sauk County is located in South Central Wisconsin, approximately 40 miles northwest of Madison and 100 miles northwest of Milwaukee. Sauk County is less than 250 miles from the Chicago and Minneapolis-St. Paul metropolitan areas. There are 300 miles of state highways, 298 miles of County trunk highways, and 1,100 miles of town, village and city roads. Interstate Highway 90/94 runs diagonally through the County and provides easy access to many major Midwestern cities. Sauk County is characterized by rich agricultural areas, thriving family-oriented communities, diversified manufacturing, and highly valued natural resource features.
1.2 Sauk County is seeking proposals from experienced executive search firms or individuals to provide consulting services for a national search for the Sauk County Administrative Coordinator, the chief administrative officer of Sauk County. The goal of the County is to contract with the successful consultant to provide recruitment and selection services for the Administrative Coordinator.
1.3 Format must be consistent with the requirements of the RFP. Please provide options that may create efficiencies, make improvements, and take advantage of new, applicable technologies.
1.4 The County will accept electronic or written proposals. Proposals will be accepted until 12:00 p.m. on October 5, 2015 at the Office of the County Clerk, 505 Broadway, Baraboo, WI, or by email to mposewitz@co.sauk.wi.us. Responses must clearly address all of the items listed in this request for proposal. Parties choosing to submit a written proposal please submit to:
Sauk County Clerk
Sauk County West Square Building
505 Broadway
Baraboo, Wisconsin 53913
1.5 Written proposals must include one (1) original and five (5) copies. Electronic proposal submissions need to be attached to an email with the subject line: “Sauk County Administrative Coordinator Recruitment and Selection Services RFP Proposal”. Questions or request for clarification may be directed to Michelle Posewitz by phone at (608) 355-3271 or by e-mail mposewitz@co.sauk.wi.us.
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1.6 There is no expressed or implied obligation for Sauk County to reimburse responding firms for any expenses incurred in preparing proposals in response to this request.
1.7 Timeline for Procurement Process
1.7.1 The County has made every effort to include enough information in this RFP for the proposer to develop a responsive proposal. The County encourages proposers to submit the most comprehensive and competitive proposal available. The County reserves the right to retain all proposals submitted and to use any ideas in a proposal, unless protected by copyright, regardless of whether that proposal is selected. Submission of a proposal indicates acceptance, by the individual or firm, of the conditions contained in the RFP, unless clearly and specifically noted in the proposal submitted, and confirmed in the contract between the County and individual or firm selected.
1.7.2 The County reserves the right to reject any and all proposals, cancel all or part of this RFP, waive any minor irregularities, and request additional information from proposers. The County will not reimburse proposers of this RFP for any expenses incurred in preparing proposals, or for the attendance at interviews. This RFP does not obligate the County to accept or contract for any service.
1.7.3 The timing of the proposal is as follows:
Distribution of RFP September 11, 2015
Proposal submission October 5, 2015 (12:00 p.m.)
Initial proposal review October 6, 2015
Interview with finalists October 15, 2015
County Board Meeting to approve selection October 20, 2015
Notification to proposers Week of October 21, 2015
1.8 Proposal Submission. Proposals must be received by the County no later than 4:00 p.m., October 5, 2015. The County Search Committee will evaluate all proposals and summarize the findings. The finalists will be scheduled to meet with the County Search Committee.
2. ORGANIZATION
2.1 This document, referred to as a Request for Proposal (RFP), has been divided into the following parts:
Part 1 – Introduction and General Information
Part 2 – Organization
Part 3 – Scope of Services
Part 4 – County Resources
Part 5 – Requirements of the Proposal
Part 6 – Proposal Submission
Part 7 – Evaluation Process
Part 8 – Terms and Conditions
Signature Page
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3. SCOPE OF SERVICES
3.1 The County’s Executive & Legislative Committee will constitute the County’s search committee to be augmented by an administrator from another county to provide input and guidance. The Search Committee will work with the selected firm or individual to develop the search process for the Administrative Coordinator. At a minimum, the consultant shall perform or provide the following:
3.1.1. Review, and if deemed appropriate, recommend changes to the job description and qualifications.
3.1.2. Develop a search plan and timeline in consultation with the Search Committee.
3.1.3. Ensure compliance with all legal requirements throughout the process in consultation with the Sauk County Corporation Counsel.
3.1.4. Recommend an approach for recruiting, screening and evaluating candidates.
3.1.5. Develop and distribute recruitment materials that will encourage qualified candidates with diverse backgrounds and experiences to apply.
3.1.5. Conduct outreach and recruitment beyond the scope of standard County practice, including but not limited to a national search as well as conducting personal outreach recruiting.
3.1.6 Provide confidentiality to all candidates to the extent provided by law.
3.1.7 Take receipt of all resumes and other applicable documents from candidates.
3.1.8. Conduct a thorough and in-depth review of candidates’ credentials and select the most qualified and skilled candidates for the Search Committee to review and provide a written report summarizing the results and the identification of approximately 8 candidates for consideration.
3.1.9 Assist the Search Committee in evaluating the applicants against the qualifications and criteria developed to create a group of candidates for interviews.
3.1.10 Conduct in-depth reference checks of finalist candidates.
3.1.11 Provide guidance and direction to the Search Committee during interviews, open forums, and site visits, as required.
3.1.12 Facilitate visits, community forums and interviews with the finalist, as needed.
3.1.13 Assist and provide guidance with the final selection and employment negotiations with the selected candidate including working with the Sauk County Corporation Counsel on employment agreement terms and conditions.
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4 COUNTY RESOURCES
The County will provide copies, in electronic format whenever possible, of all current job descriptions and documentations, pay ranges, benefits and any other available in-house information that the successful consultant may require.
5 REQUIREMENTS OF PROPOSAL
5.1 Requirements of the Proposal
5.1.1. Provide the official name, address, phone number, fax number and email of the consulting firm, as well as the name of the principal contact person and the name of the person authorized to execute the contract.
5.1.2. Experience and Qualifications
5.1.2.1 A brief description of the organization
5.1.2.2 Names and a brief description of the experiences and qualifications of the proposed staff members(s) who will be performing the services.
5.1.2.3 Names of entities, especially governmental, where these persons have performed executive searches, along with reference contact name and title, telephone number and email address at each entity.
5.1.3 Approach/Methods Used to Perform the Project
5.1.3.1 Tentative schedule for each phase of the process including requirement profile development, executive search, background screenings, identification of candidates, etc. In addition, detail current engagements and confirm ability to focus on this recruitment.
5.1.3.2 Experience in effective community engagement to provide a meaningful way to generate and receive public input in the evaluation of final candidates.
5.1.3.3 Describe major challenges to a successful Administrative Coordinator search and how the project team will address them.
5.1.4 Cost Proposal
5.1.4.1 The total not-to-exceed cost, as well as an itemized breakdown of the cost associated with major or important components of the search, as determined by the consultant.
5.1.4.2 Clearly define, identify and provide an estimate of additional services and/or reimbursable expenses not included in the basic fee.
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5.1.5 Additional Material
5.1.5.1 Alternate proposals identifying areas to reduce County costs are encouraged.
5.1.5.2 Sample work products such as recruitment brochures, candidate questionnaire, candidate reference and background reports.
5.1.5.3 Philosophy and policies regarding client satisfaction in the event of an unsuccessful search or premature (within 2 years of appointment) dismissal or resignation of identified candidate. State any guarantees offered.
5.1.5.4 A sample of any standard contract form normally used by the consultant.
6. PROPOSAL SUBMISSION
6.1 See the first page of this RFP. Interested firms must submit five (5) copies of their proposal within a single envelope or container, clearly indicating on the front of the envelope/container: RECRUITMENT AND SELECTION SERVICES FOR ADMINISTRATIVE COORDINATOR. Submit proposals to the following address by 12:00 p.m. on October 5, 2015.
Sauk County Clerk
Sauk County West Square Building
505 Broadway
Baraboo, Wisconsin 53913
Electronic submissions will be accepted, but must be emailed to the Personnel Director at the email address below: Proposals are due by 12:00 p.m. October 5, 2015 to:
Michelle Posewitz
Personnel Director
608-355-3270
mposewitz@co.sauk.wi.us
Sauk County Personnel Department
505 Broadway
Baraboo, WI 53913
Sauk County disclaims any responsibility for untimely submissions.
6.2 Non-disclosure of the data contained within a proposal cannot be guaranteed because of State of Wisconsin Public Records Law.
7 EVALUATION PROCESS
7.1 Evaluation Process. Proposals will be evaluated by the Search Committee based on value of proposal to the County. Some proposers will be asked to interview with the County. All proposals submitted will be the primary document upon which each proposal will be evaluated.
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7.2 The County reserves the right to reject any and all proposals, to waive any information or irregularities in any proposal, and to use any ideas in a proposal regardless of whether that proposal is selected.
7.3 The County has made every effort to include enough information in this RFP for the proposer to develop a responsive proposal. The County encourages proposers to submit the most comprehensive and competitive proposal available. The County reserves the right to retain all proposals submitted and to use any ideas in a proposal, unless protected by copyright, regardless of whether that proposal is selected. Submission of a proposal indicates acceptance, by the individual or firm, of the conditions contained in the RFP, unless clearly and specifically noted in the proposal submitted, and confirmed in the contract between the County and individual or firm selected.
7.4 The County reserves the right to reject any and all proposals, cancel all or part of this RFP, waive any minor irregularities, and request additional information from proposers. The County will not reimburse proposers of this RFP for any expenses incurred in preparing proposals, or for the attendance at interviews. This RFP does not obligate the County to accept or contract for any service.
7.5 The timing of the proposal is as follows:
TIMELINE
Distribution of RFP September 9, 2015
Proposal submission October 5, 2015
Initial proposal review October 6, 2015
Interview with finalists October 15, 2015
County Board approval of selection October 20, 2015
Notification to proposers October 21, 2015
8. TERMS AND CONDITIONS
8.1 Termination – If for any reason, the firm selected shall fail to fulfill the obligations agreed to in a timely manner, the County shall have the right to terminate the contract by specifying the date of termination in a written notice to the firm at least seven (7) days before the termination date. In this event, the firm shall be entitled to just and equitable compensation for the work satisfactorily completed.
8.2 Insurance - The successful proposer will be required to furnish, within five (5) days of award notification and before commencing work, the certificates of insurance as appropriate for professional services work. The certificate shall name the County, its officers and employees, as additional insured.
8.3 Indemnification Clause - The agreement resulting from this RFP shall be required to contain the following:
Provider agrees to indemnify, defend and hold harmless the County and its officers, officials, employees and agents from and against any and all liability, loss, damage expense, costs (including attorney fees) arising out of this agreement, caused in whole or in part by Provider or anyone for whose acts any of them may be liable, except where caused by the sole negligence or willful misconduct of the County.
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8.4 Contract Term - The contract resulting from the award of this RFP shall commence as soon as administratively possible following award notification, and shall continue until all agreed upon tasks have been satisfactorily completed, but not later than December 31, 2016. Time is of the essence in completing the responsibilities under the contract awarded.
8.5 Materials submitted in response to this request for information shall become the property of Sauk County upon delivery. All material provided by the County to the selected consultant (e.g. completed questionnaires) remains the property of the County.
8.6 The County of Sauk does not discriminate against any employee or applicant or independent contractor because of age, race, sex, creed (religion), color, disability or association with a person with a disability, sexual orientation, marital status or pregnancy, political belief or affiliation, military participation, use or nonuse of lawful products during nonworking hours, national origin, ancestry, arrest record or conviction record, (except as authorized by law), genetic information (including improper acquisition of genetic information), or any other characteristic as prohibited by law. Any contract awarded pursuant to this RFP shall comply with this provision.
8.7 The provisions of this RFP shall be incorporated into by reference and shall be binding upon the parties as part of any contract awarded pursuant to this RFP.
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SIGNATURE PAGE
The submission of a proposal shall be considered as a representation that the proposer has carefully investigated all conditions, has full knowledge of the scope, nature and quality of work required, and is familiar with all applicable Federal, State and Local regulations that affect, or may at some future date affect the performance of the contract.
The proper submission of this form by the proposer will be considered as the proposer’s offer to enter into a contract in accordance with the provisions herein set forth.
If your proposal is accepted and a contract issued, then this Request for Proposal and all documents attached hereto including any amendments, the Contractor’s price proposals and any other written offers/clarifications made by the Contractor and accepted by the County, will be incorporated into the entire contract between the County and the Contractor, and it shall contain all the terms and conditions agreed on by the parties hereto, and no other agreement regarding the subject matter of this proposal shall be deemed to exist or bind any of the parties hereto.
Acceptance will take place only upon award by the County, execution of this document by the proper County officials, and delivery of the fully-executed contract to the successful proposer.
ATTACH YOUR COST PROPOSAL TO THIS FORM AND RETURN THE ORIGINAL AND FIVE (5) COPIES IN ACCORDANCE WITH THE INSTRUCTIONS AS NOTED IN THE REQUEST FOR PROPOSAL.
CONTRACTOR (To be signed by the person authorized to legally bind your firm to this contract)
All proposal conditions and prices submitted shall remain firm for at least 90 calendar days following opening.
Contractor’s Firm ___________________________ Telephone No. ( )_________________
Address ___________________________________ Fax No. ( )_______________________
City, State, ZIP ______________________________ E-mail address ______________________
Contractor's web site address (if applicable) _________________________________________________
Contractor's FEIN _______________________ DUNS # ___________________________
BY: ___________________________________ Name: ____________________________
(Manual Signature Required) (Typed or Printed)
TITLE: _________________________________ Date: _____________________________