HomeMy WebLinkAbout05/05/1992, C-10 - RECRUITMENT FOR THE CITY CLERK IIIN�I�IIIVIIIIIIIII�iII�I�I � f MEETING DATE:
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11 IRWIN COUNCIL AGENDA REPORT STEM NUMBER:n 4O
FROM: Ann McPike, Director of Personnels
SUBJECT: Recruitment for the City Clerk
CAO RECOMMENDATION: By motion, approve and authorize the Mayor to execute a
contract for the recruitment of the City Clerk with Ralph
Andersen and Associates.
DISCUSSION•
BACKGROUND:
On April 2, 1992, the City Council accepted the resignation of Pamela Voges, City Clerk, and
directed staff to solicit proposals from recruitment firms to assist them in seeking a replacement.
On April 3, 1992, the Personnel Director contacted the three major recruitment firms, Hughes-
Heiss and Associates, Shannon Associates and Ralph Andersen and Associates. These three
companies are very well known for their demonstrated expertise in public sector executive
recruitments.
By April 10, 1992 all three firms responded with proposals for recruitment services. The
attached matrix represents the analysis undertaken by staff to review the proposals.
Based upon the analysis, staff recommends that Ralph Andersen and Associates be selected.
The basis for this recommendation is that.although Ralph Andersen was not the lowest in cost
of the proposals submitted, they offered the most expedient time frame. Given the similarity
of experience, the quality of proposals, and a relatively insignificant difference in price, staff
felt that the shorter timeframe made Ralph Andersen the preferred choice.
Comuetitive Costs and T'uneframe Considerations
The costs for the basic recruitment services as submitted by the three recruitment firms ranged
from $11,500 to $12,500 with an additional $5,500 to $6,000 for expenses. Although Ralph
Andersen and Associates proposal total $18,500 which is $1,500 above the low submittal of
$17,000 from Hughes Heiss, the 45 day time frame is more desirable than the seventy day
timeframe proposed by Hughes Heiss. Recognizing that we will be entering the summer season
by the time the recruitment is underway, meeting the proposed timeframes will be difficult.
Coordinating staff and Council schedules to allow for full participation may also contribute to
some delays in the process as has been experienced in activities such as this previously.
Familiarity with Local Employment Environment and San Luis Obispo
Staff believes that Ralph Andersen possesses the added qualification of having conducted very
recent recruitments not only in the local area with the cities of Paso Robles and Grover City
but also with San Luis Obispo. Ralph Andersen conducted recruitments that led to the
appointments of the current City Attorney and City Administrative Officer. The firm is familiar
with San Luis Obispo's approach to the selection of executives as well as the local issues that
face the public sector in the Central Coast. With this information already at hand, they will
be better prepared to "sell" the job and the area when they are contacting potential candidates.
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COUNCIL AGENDA REPORT
The project manager from Ralph Andersen will be Robert W. Murray, the firm's senior
recruiter.
Hughes Heiss conducted the recruitment for San Luis Obispo's Personnel Director and has
familiarity with the City through the recent organization study they are conducting in the
Community Development, Public Works and Recreation Departments. Additionally, they will
be conducting an analysis for the City Council of the Office of the City Clerk. However, the
project managers from Hughes Heiss that are involved in these studies are not the same
individuals that would be assigned to the recruitment so the City would not necessarily derive
any special benefit from having the recruitment conducted by the same firm who studied the
organizational structure of the City Clerk's department.
FISCAL IMPACT:
The cost of the proposal submitted by Ralph Andersen and Associates is $12,500 plus an
estimated $6,000 in reimbursable expenses. Funding for this is available in Ventures and j
Contingencies.
ATTACHMENT
City Clerk Proposal Analysis
Note: The proposals from the recruitment firms have been provided to the City Council; copies
are available for review in the City Clerk's Office.
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City Clerk Proposals
Shannon Ralph Hughes
Factors Associates Andersen Heiss
Cost Summary
Basic Services 12,500 12,500 11,500
Reimbursable Expenses 6,000 6,000 5,500
Basic Cost Total 18,500 18,500 17,000
Formal Background Check 4,500
Goal Setting Workshop 1,000
Total Cast —All Services 24,000. 18,500 17,000
note:basic services note:basic services
include detail include detail
backgrounding backgrounding
Timeframe sixteen weeks forty—five days seventy days to
to completion to confirm finalists confirm finalists
Quality and'Responsiveness
of Proposal good good good
Approach to the Workscope good good good
Special Features interviews with previous SLO and video tape
Council Central Coast area presentation to
CAO&Dept Heads experience candidates
City Clerk Staff
largest recruitment supplemental
firm questionaire
interviews as previous SLO
appropriate experience
video taping
of interviews
Other Comments no city clerks no city clerks ' Santa Monica
city clerk
CSD-3