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2012-27928 Reso RESOLUTION NO. 2012-27928 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING, BY 5/7TH VOTE, THE WAIVER OF COMPETITIVE BIDDING, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE CITY, AND AUTHORIZING THE CITY ATTORNEY TO NEGOTIATE A PROFESSIONAL SERVICES AGREEMENT WITH BOB MURRAY & ASSOCIATES TO ASSIST THE MAYOR AND CITY COMMISSION IN THE CITY MANAGER SELECTION/HIRING PROCESS; FURTHER APPROPRIATING AN AMOUNT NOT TO EXCEED $25,000.00 FOR SUCH AGREEMENT(S) WITH THE SUCCESSFUL FIRM(S), ONCE NEGOTIATED AND EXECUTED, AND TO COVER MISCELLANEOUS EXPENSES RELATED TO THE PROCESS. WHEREAS, at the May 18 and 19, 2012 City of Miami Beach Commission Retreat, the Commission directed the City Attorney and the Human Resources Department to initiate an expedited process to solicit qualified recruitment firms to assist the City Commission in its search for a qualified candidate to fill the position of City Manager; and WHEREAS, at that meeting, the Commission appointed Commissioner Weithorn to work with the City Attorney and Human Resources to develop the scope of work for this process, and to assist in identifying/selecting a firm, and negotiating an agreement for the required for services; and WHEREAS, an informal, expedited solicitation process, via the issuance of a Request for "Expression of Interest", was prepared and submitted to Commissioner Weithorn for review and approval, and was thereafter issued on May 25, 2012, with an opening date of June 1, 2012 at 1:00 p.m.; and WHEREAS, the Request for Expression of Interest was issued on May 25, 2012. BidNet issued bid notices to 149 prospective proposers, and 40 additional proposers were notified via e-mail; and WHEREAS, additionally, the Expression of Interest was also posted in the Procurement Division's website; advertised in The Daily Business Review; and distributed to International City/County Management Association (ICMA), Miami-Dade City and County Management Association, Ken Small's newsletter, and Florida City/County Management Association (FCCMA); and WHEREAS, this resulted in the receipt of the following seven (7) proposals: 1. Slavin Management Consultant (SMC); 2. Colin Baenziger &Associates (CB&A); 3. Waters-Oldani Executive Recruitment/The Waters Consulting Group, Inc (WCG); 4. Heidrick & Struggles; 5. Bob Murray &Associates; 6. David Gomez &Associates (DG&A); and 7. Stone Legal LLC; and WHEREAS, following discussion at its regular meeting on June 6, 2012, it is recommended that the City Commission waive the competitive bidding requirements, finding such waiver to be in the best interest of the City, and authorize the City Attorney to negotiate an agreement (or agreements)with the selected firm (or firms), as set forth in the this resolution. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission of the City of Miami Beach, Florida, authorize, by 5/7th vote, the waiver of competitive bidding, finding such waiver to be in the best interest of the City, and authorize the City Attorney to negotiate a professional services agreement with Bob Murray & Associates to assist the Mayor and City Commission in the City Manager selection/hiring process; further appropriating an amount not to exceed $25,000.00 for such agreement(s) with the successful firm(s), once negotiated and executed, and to cover miscellaneous expenses related-t�o(the process. PASSED and ADOPTED this day of 2012. ATTEST: Z < 44 . ff 0 Af-ej CITY CLERK ""MOOR ' CORP OD IN RATE APPROVED AS TO ��•.. ��p� FORM&LANGUAGE RC _I-126� WCUTION $ !2 D F:WTT0\SMIJ\reso1utions\search firms for city manager.doc m MIAMI BEACH OFFICE OF THE CITY ATTORNEY JOSE SMITH, CITY ATTORNEY COMMISSION MEMORANDUM TO: Mayor Matti Herrer M mbers of the City Commission FROM: Jose Smith, City A DATE: June 6, 2012 SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING, BY 5 17TH VOTE, THE WAIVER OF COMPETITIVE BIDDING, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE CITY, AND AUTHORIZING THE CITY ATTORNEY TO NEGOTIATE A PROFESSIONAL SERVICES AGREEMENT WITH A QUALIFIED RECRUITMENT FIRM(S) TO ASSIST THE MAYOR AND CITY COMMISSION IN THE CITY MANAGER SELECTION/HIRING PROCESS; FURTHER APPROPRIATING AN AMOUNT NOT TO EXCEED $25,000.00 FOR SUCH AGREEMENT(S) WITH THE SUCCESSFUL FIRM(S), ONCE NEGOTIATED AND EXECUTED, AND TO COVER MISCELLANEOUS EXPENSES RELATED TO THE PROCESS. At the City of Miami Beach Commission Retreat, held on May 18 and 19, 2012, the Mayor and City Commission directed the City Attorney and the Human Resources Department to initiate an expedited process to solicit qualified recruitment firms to assist the City Commission in its search for a qualified candidate to fill the position of City Manager. So as not to delay this vital process, the issuance of the attached Request for Expression of Interest was determined to be the best methodology, short of going out for formal competitive bid, to expedite the process. Accordingly, an informal, expedited solicitation process, via the issuance of a Request for "Expression of Interest", was prepared and submitted to Commissioner Weithorn for review and approval, and was thereafter issued on May 25, 2012, with an opening date of June 1, 2012 at 1:00 p.m. (Please refer to Appendix "A" for the Request for Letter of Interest). Should the City Commission approve the recommended action today, it is anticipated that the next step will be to negotiate a professional services agreement (PSA) with the selected firm (or firms), with fees to be negotiated. The scope of work required, will be the following: • Develop recruiting specifications, in conjunction with the City Commission and other City officials, which address the specific duties, responsibilities, operational issues and traits, and other factors that are relevant to the position of City Manager; • Develop minimum qualifications and desired qualifications for the position of City Manager; • Develop a work plan that outlines the different phases of the process; • Develop a timeline for completing different phases of the process; • Conduct a search with recruiting activities including selected advertising and networking. Develop recruiting specifications to encompass a state/nationwide search; Agenda Item R� Date 6-& - L Recruitment and Selection Firm For City Manager Page 2 June 6, 2012 • Document procedures to be carried out, including timeline for their accomplishment. Prepare recruiting materials that present an accurate profile of the position and environment; • Contact potential candidates through written material, advertising, and direct recruiting; • Develop criteria for evaluating candidates; • Develop a screening process for evaluating candidates; • Develop a list of finalists, together with the City Commission, utilizing generally accepted screening practices and procedures to be detailed in the report; • Screen and evaluate candidates to establish a qualified semi-group; • Research personal, professional, and academic qualifications thoroughly and discreetly; • Consolidate the findings of the final candidates in clear, objective profiles detailing: current situation, past experience, skills and performance that are directly appropriate to the position; and • Develop and participate in the selection process, to include meetings with the Mayor and Commissioners. As stated, the Request for Expression of Interest was issued on May 25, 2012. BidNet issued bid notices to 149 prospective proposers, and 40 additional proposers were notified via e-mail. Additionally, the Expression of Interest was posted in the Procurement Division's website; advertised in The Daily Business Review; and distributed to International City/County Management Association (ICMA), Miami-Dade City and County Management Association, Ken Small's newsletter, and Florida City/County Management Association (FCCMA). This resulted in the receipt of the following seven (7) proposals: 1. Slavin Management Consultant (SMC); 2. Colin Baenziger&Associates (CB&A); 3. Waters-Oldani Executive Recruitment/The Waters Consulting Group, Inc (WCG); 4. Heidrick & Struggles; 5. Bob Murray &Associates; 6. David Gomez &Associates (DG&A); and 7. Stone Legal LLC On June 1, 2012, Commissioner Weithorn and City Attorney Jose Smith, were provided with copies of the responses received pursuant to the Request for Expression of Interest. The following is a brief summary of each firm's profile. Slavin Management Consultant (SMC) Slaving Management Consultant is an independent management consulting firm formed in 1991 and incorporated in the State of Georgia. SMC operates nationwide from its home office near Atlanta, Georgia. The principal and only stock holder of the firm is Robert D. Slavin has conducted or assisted in more than 750 successful executive searches throughout his career. He will be assisted by Mr. David Krings. Specialty practice areas include executive recruitment, pay and classification, performance appraisal systems, and organizational development training. SMC has recruited many top level professionals, including chief executives for many Florida public agencies including the City of We are committed to providing excellent public service and safely to all who live, work, and play in our vibrant, tropical, historic community. Recruitment and Selection Firm For City Manager Page 3 June 6, 2012 Atlantic Beach, Boynton Beach, Coral Springs, Davie, Dunedin, Clearwater, Fort Lauderdale, Fort Myers, Gulfport, Hollywood, Homestead, Jacksonville Beach, Miami, Miami Beach, Miramar, Neptune Beach, North Miami Beach, North Port, Ormond Beach, Palm Bay, Palm Beach Gardens, Panama City, Pompano Beach, Sarasota, Sunrise, Venice, West Palm Beach, West Palm Beach, Winter Park, Tavares and Titusville. In addition, SMC has placed County Administrators in Escambia County, Hillsborough County, Lake County, Manatee County, Martin County, Palm Beach County, Sarasota County, Santa Rosa County, Seminole County and Volusia County. Colin Baenziger& Associates (CB&A) Established in 1997, Colin Baenziger &Associates (CB&A) is a national recruitment firm owned and operated by Colin Baenziger. CB&A is headquartered in Palm Beach County, Florida. The principal and owner of the firm, Colin Baenziger, will serve as project manager. He is located in Wellington, FL, Office, where the work will be conducted. In addition to 15 years as a consultant, Mr. Baenziger spent 10 years in government as a senior manager. Mr. Baenziger has been the project manager in more than 100 city and county manager searches. Tom Andrews, senior vice president, will be the deputy project manager, and David Collier, senior vice president, will serve as the recruitment manager and assist with the identifications and screening of candidates. CB&A specializes in Florida. CB&A has been selected to perform 74 of the last 101 City and County Manager searches where Florida local government has used a recruiting firm. Some of the national clients include: Fayetteville, NC, Fulton County, GA, Matanuska-Susitna Brorugh, AK, Portland, ME, Roanoke, VA, and Tacoma, WA. CB&A has completed over 100 searches for city and county managers and more than 200 senior-level local government management searches overall. Some are the following: Hallandale Beach, Tacoma, Homestead, Village of Key Biscayne, City of Palm Coast, St. Johns County, City of Roanoke, Union County, Polk County, or Portland. Waters-Oldani Executive Recruitment/The Waters Consulting Group, Inc (WCG) The Waters Consulting Group, Inc (WCG) was founded in 1976 and was incorporated in 1988, in Texas. In 2005, The Waters Consulting Group, Inc and the Oldani Group formed a strategic alliance in the area of nation-wide executive recruitment — Waters-Oldani Executive Recruitment. WCG focus on the public sector. Over the past few years, WCG has recruited and placed more than 200 executive level positions within the public sector. This includes City and County Managers/Administrators and Deputy City/County Managers/Administrators as well as various department director positions. Some are the following: Broward County, City of El Paso, Mecklenburg County, Town of Greenwich, City of Ashland, Port of Cincinnati, Alexandria, Arlington, Ashland, Baytown, Bee Cave, Bend, Brookings, Buda, Bulhead, Canton, College Station, Commerce, Corpus Christi, Denton, El Paso, Emporia, Farmers Branch, Fate, Fayetteville, Forney, Fort Myers, Forth Worth, Fountain, Friendswood, Gatesvile, Granbury, Grand Rapids, Great Falls, Greenwich, Highland, Hoobs, and others. We are committed to providing excellent public service and safety to all who live, work, and play in our vibrant, tropical,historic community. Recruitment and Selection Firm For City Manager Page 4 June 6, 2012 Heidrick & Struggles Heidrick & Struggles was founded in 1953 in Chicago. Heidrick & Struggles has a global team of 350 consultants working from more than 50 locations in principal cities of the world. Heidrick & Struggles has approximately 1,500 employees. Heidrick & Struggles has confirmed 4,274 assignments in 2011. Mr. Guy Cote, with over 10 years of executive search experience building leadership team and will lead the Miami office. The following are some examples of the private and municipal experience of Heidrick & Struggles: ACPA International, American Diabetes Association, American Lung Association, American Medical Association, Association For Financial Professionals, The Atlanta Convention & Visitor Bureau, Atlanta Housing Authority, Baltimore Area Convention & Visitor Bureau, Center for Global Development, City of Atlanta, City of Cleveland, Commonwealth of Pennsylvania, Cruises Lines International Association, Empire State Development Corporation, Foundation for Research on Economics & the Environment, New York City Department of Finance, New York State Education Department, State of Georgia, State of New Jersey, Washington Metropolitan Area Transit Authority, and others. Bob Murray & Associates Bob Murray & Associates has completed over 800 public sector recruitments, including more than 200 City Managers. The firm has offices in Tallahassee, Florida and Roseville (Sacramento), California. Ms. Narloch will be the lead consultant for the City of Miami Beach recruitment. Ms. Narloch is located in Tallahassee, Florida. She has more than 20 years experience conducting public sector recruitments and has participated in more than 400 searches nationwide. Ms. Narloch will count with the assistance from Ms. Keila Febres Griffin, as needed. Bob Murray & Associates recruiters have conducted searches for City of Miami Beach, City of Ft. Lauderdale, City of Phoenix, City of Pasadena, City of San Antonio, City of Ocala, Town of Palm Beach, and Town of Jupiter. Bob Murray has contracted with Broward County to conduct reaches on an "as needed" basis. Bob Murray & Associates is currently City Manager recruitments on behalf of Topeka, Arvada, Clatsop County. Recent clients include the City of Fort Lauderdale, the City of Arlington, City of Centennial, cities and towns of Arcadia, Montebello, Rancho Santa Margarita, San Marcos, Woodland, Arvada, Castle Rock, Airway Heights, Kirkland, Newcastle, Shoreline, Albany, Coos Bay, Damascus, Eugene, Milwaukie, Newberg and Salem. David Gomez & Associates (DG&A) David Gomez & Associates (DG&A) was founded in Chicago in 1978. In 2007, DG&A formally developed a search practice that focused on working with governments from major cities. The project lead is David Gomez with 37 years of experience in building diverse teams and has spearheaded the development of diverse executive talent pipelines for dozen of clients. Christopher Gomez will lead the recruitment team for the City of Miami Beach candidates. DG&A has been retained by many Municipalities and Government entities such as Cook County Health and Hospital System, City of New Orleans, Chicago Housing Authority, City of Chicago We are committed to providing excellent public service and safety to all who live, work, and play in our vibrant, tropical, historic community. Recruitment and Selection Firm For City Manager Page 5 June 6, 2012 Human Resources Department, Dallas Fort Worth International Airport, and the United States Hispanic Chamber of Commerce, Chicago Board of Police, Vanguard Health Systems, Gads Hill Center, New Futuro, Allied Industries. Stone Legal LLC Stone Legal LLC is located in Boston and Miami. Stone Legal LLC has not placed individuals in comparable positions. Stone Legal LLC has placed attorneys in major markets throughout the United States since 1983. Alan Stone, a principal of Stone Legal, has been a legal recruiter since 1983. Mr. Stone and his team have assisted countless clients, partners and associates over the years. Mr. Stone has nearly 30 years of legal recruiting experience. Barry A. Freedman is responsible for national client development, responsible for candidate recruitment and the day-to-day operations of Stone Legal LLC. Daniel J. Gilfarb is the managing director of the Stone Legal Miami office. Recommendation After a careful review of the all responses, and performing due diligence, Commissioner Weithorn and I recommend that the City Commission select one of the following search firms: 1. Slavin Management Consultant (SMC); 2. Colin Baenziger&Associates (CB&A); 3. Waters-Oldani Executive Recruitment/The Waters Consulting Group, Inc (WCG); 4. Bob Murray&Associates Conclusion The City Attorney recommends that, should the City Commission wish to proceed with the process discussed at the Commission Retreat, that it adopt the attached Resolution waiving, by 5/7th vote, the competitive bidding requirements, and authorize the City Attorney to negotiate with the selected firm or firms, as the City Commission determines based upon review of the responses received in response to the Request for Expression of Interest, to assist the Mayor and Commission with the City Manager selection/hiring process. It is further recommended that the City Commission appropriate an amount, not to exceed $25,000.00, to cover the costs for the agreement (or agreements) with the successful firm (s), as well as miscellaneous expenses related to the process, and the Mayor and City Clerk be authorized to execute such agreement (or agreements), upon conclusion of successful negotiations. JS/RA/ME/mem F:WTTO\SMIJ\Recruitment and Selection firms for City Manager.doc We are committed to providing excellent public service and safety to all who live, work,and play in our vibrant, tropical, historic community. MIAMIBEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,www.miamibeachfl.gov HUMAN RESOURCES DEPARTMENT Tel: (305)673-7524, Fax: (305)673-7529 May 25, 2012 RE: REQUEST FOR EXPRESSION OF INTEREST PERTAINING TO THE ENGAGEMENT WITH THE CITY OF MIAMI BEACH FOR QUALIFIED PROFESSIONAL RECRUITMENT FIRMS TO PROVIDE PROFESSIONAL SERVICES IN CONJUNCTION WITH THE SCREENING AND SELECTION PROCESS FOR THE CITY MANAGER FOR THE CITY OF MIAMI BEACH. At the City of Miami Beach Commission Retreat, held on May 18 and 19, 2012, the Mayor and City Commission directed the City Attorney and the Human Resources Department to initiate an expedited process to solicit qualified recruitment firms for assisting the City Commission in its search for a qualified candidate to fill the position of City Manager. Accordingly, the attached "Expression of Interest" form has been prepared and submitted to you for consideration. Should your firm wish to be considered, please complete the attached form and return to the attention of City Attorney Jose Smith at mestevez @miamibeachfl.gov, NO LATER THAN June 1, 2012 at 1:00 PM. All questions and inquiries must be directed in writing to Maria Estevez at mestevez @miamibeachfl.gov. Following its receipt and review of the responses submitted to this Request for Expression of Interest, the City reserves the right to contact such firm (or firms) as the City, in its sole discretion and determination, may wish to interview, in further determining the most qualified firm (or firms) to perform the required recruitment and other related professional services solicited pursuant to this process. NOTWITHSTANDING THE ABOVE, OR ANYTHING CONTAINED IN THE ATTACHED FORMS, THE CITY RESERVES THE RIGHT, AT ANY TIME DURING THE PROCESS, AND IN ITS SOLE AND ABSOLUTE DISCRETION, TO REJECT ANY AND ALL RESPONSES RECEIVED PURSUANT TO THE REQUEST FOR EXPRESSION OF INTEREST, AND/OR INITIATE AN ALTERNATE PROCESS FOR PROCUREMENT OF THE AFORESTATED PROFESSIONAL SERVICES (WHICH PROCESS MAY INVOLVE, WITHOUT LIMITATION, EITHER RETENTION/ENGAGEMENT OF A QUALIFIED FIRM THROUGH A WAIVER OF COMPETITIVE BIDDING, AS PERMITTED PURSUANT TO THE CITY OF MIAMI BEACH CODE, OR THROUGH INITIATION OF A FORMAL COMPETITIVE BIDDING PROCESS). FURTHERMORE, ALL FIRMS SUBMITTING A RESPONSE TO THE REQUEST FOR EXPRESSION OF INTEREST AGREE AND ACKNOWLEDGE, AND — BY SUBMITTAL OF A RESPONSE — ARE THEREBY DEEMED TO UNDERSTAND THAT BY SUBMITTAL OF SUCH RESPONSE, NO CONTRACTUAL OR OTHER LEGAL RIGHT OR INTEREST OF ANY KIND SHALL BE DEEMED TO HAVE BEEN CREATED OR TO EXIST BETWEEN THE SUBMITTING FIRM AND THE CITY, UNTIL AND UNLESS A CONTRACT HAS BEEN AGREED TO AND EXECUTED BY BOTH PARTIES. If you have any questions, please contact Maria Estevez at mestevez @miamibeachfl.gov. We are committed to providing excellent public service and safely to all who live, work and ploy in our vibrant,tropical,historic community. m► MIAMIBEAC � EXPRESSION OF INTEREST Professional Services Related to the Recruitment of a Permanent City Manager The City of Miami Beach is in need of professional services related to the recruitment of a permanent City Manager. This "Expression of Interest' is serving as an informal procurement process in lieu of the competitive bidding process. It is anticipated that a Professional Services Agreement (PSA) will be executed for such services. Fees will be negotiated. The Scope of Work that will be required, pursuant to this PSA, is as follows, but will be more thoroughly defined with the successful firm(s): • Develop recruiting specifications, in conjunction with the City Commission and other City officials, which address the specific duties, responsibilities, operational issues and traits, and other factors that are relevant to the position of City Manager; • Develop minimum qualifications and desired qualifications for the position of City Manager; • Develop a work plan that outlines the different phases of the process; • Develop a timeline for completing different phases of the process; • Conduct a search with recruiting activities including selected advertising and networking. Develop recruiting specifications to encompass a state/nationwide search; • Document procedures to be carried out, including timeline for their accomplishment. Prepare recruiting materials that present an accurate profile of the position and environment; • Contact potential candidates through written material, advertising, and direct recruiting; • Develop criteria for evaluating candidates; • Develop a screening process for evaluating candidates; • Develop a list of finalists, together with the City Commission, utilizing generally accepted screening practices and procedures to be detailed in the report; • Screen and evaluate candidates to establish a qualified semi-group; • Research personal, professional, and academic qualifications thoroughly and discreetly; • Consolidate the findings of the final candidates in clear, objective profiles detailing: current situation, past experience, skills and performance that are directly appropriate to the position; and • Develop and participate in the selection process, to include meetings with the Mayor and Commissioners. Firms wanting to express their interest in this work shall complete the information on the following page and return their responses to the attention of City Attorney Jose Smith at mestevez @miamibeachfl.gov, by no later than 1:00 p.m. on June 1, 2012. The City will contact those firms it wishes to interview to determine which firm will be selected to enter into a PSA with the City and perform the work. We are committed to providing excellent public service and safety to all who live, work and play in our vibrant,tropical,historic community. MIA/VIBEACH EXPRESSION OF INTEREST Professional Services Related to the Recruitment of a Permanent City Manager Firm Name: Firm Corporate/Florida Address: Firm Corporate/Florida Telephone Number: Fax Number: Firm South Florida Address (if applicable): Firm South Florida Telephone Number: Fax Number: Point of Contact Name: Title: Point of Contact Telephone Number: E-mail Address: Attach to this sheet, in NO MORE THAN TEN (10) typed pages (minimum 10 point font), please answer all of the following questions: 1. Briefly describe your firm and its organizational structure, including key personnel. 2. Describe the municipal experience of the firm. 3. Describe any private sector experience. 4. Describe the past performance of the firm. 5. Give references from organizations the firm has served. 6. Give references from persons the firm has placed in comparable positions. 7. Present a brief work plan and expected time for completion. 8. Present a price proposal for the services the firm would perform. 9. Explain what information the City would need to provide. 10. State the location from which the firm performs its services. Return your response to the attention of City Attorney Jose Smith at mestevez @miamibeachfl.gov, by no later than 1:00 p.m. on June 1, 2012. The City will contact those firms it wishes to interview to determine which firm will be selected into a PSA with the City and perform the work. We are committed to providing excellent public service and safety to all who live, work and play in our vibrant,tropical,historic community.