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07-237 Resolution No. 07-237 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH PAR GROUP, L.L.C. RELATING TO AN EXECUTIVE SEARCH FOR A NEW FIRE CHIEF BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Olufemi Folarin,City Manager,and Diane Robertson,City Clerk,be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Par Group, L.L.C. for professional services in connection with an executive search to select a new city fire chief,a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: September 26, 2007 Adopted: September 26, 2007 Vote: Yeas: 7 Nays: 0 Attest: s/Diane Robertson Diane Robertson, City Clerk AGREEMENT THIS AGREEMENT is made and entered into thisalkday of 9!1][1 j1► '02007,by and between the CITY OF ELGIN,an Illinois municipal corporation(hereinafte referred to as"CITY")and THE PAR GROUP, L.L.C., an Illinois limited liability company (hereinafter referred to as "CONSULTANT"). WHEREAS,the CITY desires to engage the CONSULTANT to furnish certain professional services in connection with assisting the City Manager of the City in an executive search to select a new city fire chief(hereinafter referred to as the PROJECT); and WHEREAS,the CONSULTANT represents that it is in compliance with Illinois Statutes relating to professional registration of individuals and has the necessary expertise and experience to furnish such services upon the terms and conditions set forth herein below. NOW,THEREFORE,it is hereby agreed by and between the CITY and the CONSULTANT that the CITY does hereby retain the CONSULTANT for and in consideration of the mutual promises and covenants contained herein,the sufficiency of which is hereby acknowledged to act for and represent it in the consulting matters involved in the PROJECT as described herein, subject to the following terms and conditions and stipulations, to-wit: 1. SCOPE OF SERVICES A. All work hereunder shall be performed under the direction of the City Manager of the CITY, herein after referred to as the "DIRECTOR". B. The CONSULTANT shall provide consultant services in connection with an executive search for a new City Fire Chief as detailed in the City of Elgin, Illinois Request for Proposals Executive Search Firm consisting of four (4) pages, and CONSULTANT'S response to such request dated August 8, 2007, such materials being attached hereto as Exhibit "A". 2. SCHEDULE CONSULTANT shall provide the services pursuant to this Agreement according to the Schedule set forth in Exhibit "A" entitled "City of Elgin, Illinois Fire Chief Proposed Recruitment Timetable". 3. WORK PRODUCTS All work products prepared by the CONSULTANT pursuant hereto including, but not limited to,reports, designs, calculations,work drawings, studies,photographs,models and recommendations shall be the property of the CITY and shall be delivered to the CITY upon request of the DIRECTOR provided,however,that the CONSULTANT may retain copies of such work products for its records. Such work products are not intended or represented to be suitable for reuse by the CITY on any extension to the PROJECT or on any other project,and such reuse shall be at the sole risk of the CITY without liability or legal exposure to the CONSULTANT. 4. PAYMENTS TO THE CONSULTANT A. For the services provided by the CONSULTANT pursuant to this Agreement the CITY shall pay the CONSULTANT a lump sum professional fee of Fourteen Thousand Five Hundred Dollars and no/100ths($14,500.00)regardless of the actual costs incurred by the CONSULTANT unless substantial modifications to the Scope of Work are authorized in writing by the CITY and approved by the City Council. Such professional fee shall be payable in three(3)equal payments,billed during the course of the recruitment,with the first payment for professional services due upon acceptance of the CONSULTANT'S proposal,the second statement billed following a recommendation of candidates, and the final one-third billing upon completion of the recruitment assignment. B. Reimbursable Expenses (CONSULTANT travel, postage/shipping, telephone/fax, office support services,printing/photocopy)shall be itemized and reimbursed to the CONSULTANT, provided, however, such reimbursable expenses shall not exceed Four Thousand Five Hundred and no/100ths ($4,500.00) Additionally, the CITY shall reimburse the CONSULTANT for education verification and court/credit/motor vehicle records searches in the amount of$125 per finalist candidate and print media searches (Lexis-Nexis) in the amount of$40 per finalist candidate. Reimbursable expenses shall be billed on a monthly basis. C. Professional announcements are generally billed to the CITY directly by publishers and are not included in reimbursable expenses. The CONSULTANT shall discuss with the City Manager a proposed budget for professional announcements and obtain the City Manager's approval of a budget for same prior to proceeding with the publication of professional announcements. Candidate travel expenses for interviews are also not included in CONSULTANT'S fee proposal and reimbursable expenses. 5. INVOICES A. The CONSULTANT shall submit invoices in a format approved by the CITY. B. The CONSULTANT shall maintain records showing actual time devoted and cost incurred. The CONSULTANT shall permit the authorized representative of the CITY to inspect and audit all data and records of the CONSULTANT for work done under this Agreement. The CONSULTANT shall make these records available at reasonable times during the Agreement period,and for a year after termination of this Agreement. 6. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof,the CITY may terminate this Agreement at any time upon fifteen(15)days prior written notice to the CONSULTANT.In the event that this Agreement is so terminated, the CONSULTANT shall be paid for services actually performed and reimbursable expenses actually incurred prior to termination, except that reimbursement shall not exceed the task amounts set forth under Paragraph 4 above. 7. TERM This Agreement shall, unless terminated for cause or pursuant to Section 6, be deemed concluded on the date the CITY determines that all of the CONSULTANT'S work under this agreement is completed. A determination of completion shall not constitute a waiver of any rights or claims which the CITY may have or thereafter acquire with respect to any term or provision of the Agreement. 8. NOTICE OF CLAIM If the CONSULTANT wishes to make a claim for additional compensation as a result of action taken by the CITY, the CONSULTANT shall give written notice of his claim within 15 days after occurrence of such action. No claim for additional compensation shall be valid - 2 - unless so made. Any changes in the CONSULTANT'S fee shall be valid only to the extent that such changes are included in writing signed by the CITY and the CONSULTANT. Regardless of the decision of the DIRECTOR relative to a claim submitted by the CONSULTANT, all work required under this Agreement as determined by the DIRECTOR shall proceed without interruption. 9. BREACH OF CONTRACT If either party violates or breaches any term of this Agreement,such violation or breach shall be deemed to constitute a default, and the other party has the right to seek such administrative, contractual or legal remedies as may be suitable to the violation or breach; and, in addition, if either party,by reason of any default, fails within fifteen(15) days after notice thereof by the other party to comply with the conditions of the Agreement,the other party may terminate this Agreement. 10. INDEMNIFICATION To the fullest extent permitted by law,CONSULTANT agrees to and shall indemnify,defend and hold harmless the CITY, its officers, employees, agents,boards and commissions from and against any and all claims, suits, judgments, costs, attorneys fees, damages or other relief,including but not limited to workers compensation claims, in any way resulting from or arising out of negligent actions or omissions of the CONSULTANT in connection herewith,including negligence or omissions of employees or agents of the CONSULTANT arising out of the performance of this Agreement. In the event of any action against the CITY,its officers,employees,agents,boards or commissions,covered by the foregoing duty to indemnify,defend and hold harmless such action shall be defended by legal counsel of the CITY'S choosing. The provisions of this paragraph shall survive any expiration and/or termination of this agreement. 11. NO PERSONAL LIABILITY No official, director, officer, agent or employee of the CITY shall be charged personally or held contractually liable under any term or provision of this Agreement or because of their execution, approval or attempted execution of this Agreement. 12. INSURANCE A. Comprehensive Liability. The CONSULTANT shall provide,pay for and maintain in effect, during the term of this Agreement, a policy of comprehensive general liability insurance with limits of at least $1,000,000 aggregate for bodily injury and $1,000,000 aggregate for property damage. The CONSULTANT shall deliver to the DIRECTOR a Certification of Insurance naming the CITY as additional insured. The policy shall not be modified or terminated without thirty(30) days prior written notice to the DIRECTOR. The Certificate of Insurance which shall include Contractual obligation assumed by the CONSULTANT under Article 10 entitled"Indemnification" shall be provided. This insurance shall apply as primary insurance with respect to any other insurance or self-insurance programs afforded to the CITY. There shall be no endorsement or modification of this insurance to make it excess over other available insurance, alternatively, if the insurance states that it is excess or prorated, it shall be endorsed to be primary with respect to the CITY. - 3 - B. Comprehensive Automobile Liability. Comprehensive Automobile Liability Insurance covering all owned,non-owned and hired motor vehicles with limits of not less than $500,000 per occurrence for damage to property. C. Combined Single Limit Policy. The requirements for insurance coverage for the general liability and auto exposures may be met with a combined single limit of $1,000,000 per occurrence subject to a$1,000,000 aggregate. D. Professional Liability. The CONSULTANT shall carry CONSULTANTS' Professional Liability Insurance Covering claims resulting from error,omissions or negligent acts with a combined single limit of not less than $1,000,000 per occurrence. A Certificate of Insurance shall be submitted to the DIRECTOR as evidence of insurance protection. The policy shall not be modified or terminated without thirty(30) days prior written notice to the DIRECTOR. 13. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES, PROCEDURES AND SAFETY The CONSULTANT shall not have control over or charge of and shall not be responsible for construction means,methods,techniques,sequences or procedures,or for safety precautions and programs in connection with the construction,unless specifically identified in the Scope of Services. 14. NONDISCRIMINATION In all hiring or employment made possible or resulting from this Agreement,there shall be no discrimination against any employee or applicant for employment because of sex,age,race, color,creed,national origin,marital status,of the presence of any sensory,mental or physical handicap, unless based upon a bona fide occupational qualification, and this requirement shall apply to, but not be limited to, the following: employment advertising, layoff or termination,rates of pay or other forms of compensation and selection for training,including apprenticeship. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race, color, creed,national origin, age except minimum age and retirement provisions, marital status or the presence of any sensory,mental or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this Agreement and shall be grounds for cancellation, termination or suspension, in whole or in part, of the Agreement by the CITY. 15. ASSIGNMENT AND SUCCESSORS This Agreement and each and every portion thereof shall be binding upon the successors and the assigns of the parties hereto; provided, however, that no assignment shall be made without the prior written consent of the CITY. 16. DELEGATIONS AND SUBCONTRACTORS Any assignment,delegation or subcontracting shall be subject to all the terms,conditions and other provisions of this Agreement and the CONSULTANT shall remain liable to the CITY with respect to each and every item,condition and other provision hereof to the same extent that the CONSULTANT would have been obligated if it had done the work itself and no assignment, delegation or subcontract had been made. Any proposed subcontractor shall require the CITY'S advanced written approval. - 4 - 17. NO CO-PARTNERSHIP OR AGENCY This agreement shall not be construed so as to create a partnership, joint venture, employment or other agency relationship between the parties hereto. 18. SEVERABILITY The parties intend and agreed that, if any paragraph, sub-paragraph,phrase, clause or other provision of this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all other portions of this Agreement shall remain in full force and effect. 19. HEADINGS The headings of the several paragraphs of this Agreement are inserted only as a matter of convenience and for reference and in no way are they intended to define,limit or describe the scope of intent of any provision of this Agreement, nor shall they be construed to affect in any manner the terms and provisions hereof or the interpretation or construction thereof 20. MODIFICATION OR AMENDMENT This Agreement and its attachments constitutes the entire Agreement of the parties on the subject matter hereof and may not be changed,modified, discharged or extended except by written amendment duly executed by the parties. Each party agrees that no representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof, or change order as herein provided. 21. APPLICABLE LAW This Agreement shall be deemed to have been made in,and shall be construed in accordance with the laws of the State of Illinois. Venue for the resolution of any disputes or the enforcement of any rights pursuant to this agreement shall be in the Circuit Court of Kane County, Illinois. 22. NEWS RELEASES The CONSULTANT may not issue any news releases without prior approval from the DIRECTOR, nor will the CONSULTANT make public proposals developed under this Agreement without prior written approval from the DIRECTOR prior to said documentation becoming matters of public record. 23. COOPERATION WITH OTHER CONSULTANTS The CONSULTANT shall cooperate with any other consultants in the CITY'S employ or any work associated with the PROJECT. 24. INTERFERENCE WITH PUBLIC CONTRACTING The CONSULTANT certifies hereby that it is not barred from bidding on this contract as a result of a violation of 720 ILCS 5/33E et seq.or any similar state or federal statute regarding bid rigging. - 5 - 25. SEXUAL HARASSMENT As a condition of this contract, the CONSULTANT shall have written sexual harassment policies that include, at a minimum, the following information: A. the illegality of sexual harassment; B. the definition of sexual harassment under state law; C. a description of sexual harassment, utilizing examples; D. the vendor's internal complaint process including penalties; E. the legal recourse,investigative and complaint process available through the Illinois Department of Human Rights, and the Illinois Human Rights Commission; F. directions on how to contact the department and commission; G. protection against retaliation as provided by Section 6-101 of the Human Rights Act. A copy of the policies shall be provided by CONSULTANT to the Department of Human Rights upon request 775 ILCS 5/2-105. 26. WRITTEN COMMUNICATIONS All recommendations and other communications by the CONSULTANT to the DIRECTOR and to other participants which may affect cost or time of completion shall be made or confirmed in writing. The DIRECTOR may also require other recommendations and communications by the CONSULTANT be made or confirmed in writing. 27. NOTICES All notices, reports and documents required under this Agreement shall be in writing and shall be mailed by First Class Mail, postage prepaid, addressed as follows: A. As to CITY: Olufemi Folarin City Manager City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 B. As to CONSULTANT: Heidi Voorhees, President The Par Group, L.L.C. 100 North Waukegan Road, Suite 211 Lake Bluff, Illinois 60044 28. COMPLIANCE WITH LAWS Notwithstanding any other provision of this CONTRACT it is expressly agreed and understood that in connection with the performance of this AGREEMENT that the CONSULTANT shall comply with all applicable Federal,State,City and other requirements - 6 - of law,including,but not limited to,any applicable requirements regarding prevailing wages, minimum wage,workplace safety and legal status of employees. CONSULTANT shall also at its expense secure all permits and licenses, pay all charges and fees and give all notices necessary and incident to the due and lawful prosecution of the work, and/or the products and/or services to be provided for in this AGREEMENT." IN WITNESS WHEREOF,the undersigned have placed their hands and seals upon and executed this Agreement in triplicate as though each copy hereof was an original and that there are no other oral agreements that have not been reduced to writing in this statement. FOR THE CITY: FOR THE CONSULTANT: By C* a . ByAtf,NA:t, V(An al/City anager Attest: City Clerk F:\Legal Dept\Agreement\Par Group-Fire Chief Search.doc - 7 - City of Elgin,Illinois Request for Proposals Executive Search Firm The City of Elgin, Illinois (City) is seeking proposals from qualified executive search firms, hereinafter referred to as the Consultant, to assist the City Manager and the Search Committee in its efforts to select a Fire Chief. The search firm must have extensive experience in recruitment of high level and executive public sector positions. The proposing firm must demonstrate in its proposal that they, and the principals assigned to the project, have successfully completed services similar to those specified in the Scope of Work section of this RFP, to cities similar in size and complexity to the City. BACKGROUND The City of Elgin, Illinois is approximately 38 miles northwest of downtown Chicago and covers an area of approximately 37.28 square miles. The City is located in two counties, Kane (80%) and Cook (20%), and has an estimated population of 102,239. Elgin is rapidly expanding due to numerous annexations and population estimate for 2020 is 138,000. Elgin is a City Manager/Council form of government. The Fire Chief shall be appointed by and shall report to the City Manager. Elgin has 6 fire stations with a 7th currently under construction, with two more on deck in the next 5 years. The department consists of 129 sworn and 3 civilian personnel. The Fire Department responded to over 10,000 emergency calls last year and is responsible for fire, EMS and other specialized services. Additional information about the City Of Elgin is available on our website at www.cityofelgin.org SCOPE OF WORK The consultant shall provide the services, including but not limited to the following: 1. Assist the City Manager and the Search Committee in development of a strategy for carrying out the recruitment, including outreach to encourage applicants from diverse backgrounds to apply. 2. Identify potential contacts and conduct personal outreach recruiting to include posting the positions through national channels. Prepare and place advertisements for the position in appropriate publications. 3. Review curriculum vitae and resumes for background and qualifications followed by telephone interviews to clarify each applicant's experience and to prepare a written summary of 10 to 15 candidates with the most promising qualifications. Page 1 of 4 EXHIBIT "A" 4. Evaluate candidates for serious consideration (five to six candidates) by conducting in depth reference checks with individuals who are or have been in a position to evaluate the candidate's performance on the job. Through these references, ascertain the candidate's strength in criteria identified by a job description prepared by the City as well as the consultant's interviews with selected stakeholders. 5. Finalize a process with the City Manager and the Search Committee for interviews and coordinate candidate's participation in interviews. 6. Debrief with the City Manager and the Search Committee following interviews and identify additional candidates if necessary. 7. Verify selected candidates' educational background, and conduct criminal, financial,media and civil litigation checks. 8. In the event politically sensitive or potentially embarrassing issues arise from the candidate's background, conduct in-depth interviews with principal parties to clarify the event and clearly present to the City Manager and the Search Committee a synopsis of the event. 9. Notify rejected applicants. 10. Reinitiate a one-time additional executive search in accordance with the specifications set forth above, at no fee to the City, if the successful candidate leaves the employment of the City within one year of hire date. If the consultant cannot provide a service as it is described in the RFP, but believes it can offer equivalent or superior results by some other means, the consultant must identify the services and state what it is offering as an alternative. The proposal should describe the alternative thoroughly and should clearly state who the alternative achieves equivalent or superior performance results. SCHEDULE The following schedule shall be adhered to during the search selection process. July 23, 2007 Release of Request for Proposals August 10, 2007 Proposal responses due to the City of Elgin August 15, 2007 Interviews with selected firm(s) August 22, 2007 Contract Award recommendation to City Council September 12, 2007 Council Contract Award Page 2 of 4 FORMAT AND CONTENTS OF THE PROPOSAL The following information shall be included with the consultant's proposal: Letter of Transmittal The introduction of the proposal must include a letter of transmittal signed by an individual authorized to bind the consultant contractually. The letter must include the name of the individual(s) authorized to negotiate and sign a contract on the consultant's behalf and the name, title and telephone number of the individual(s) who can supply additional information. Proposal Part 1: Scope of Service This section must contain a detailed description of the proposed method and approach, the services to be provided by the consultant, the sequencing and scheduling of those services, and information on project staffing and management. This section must include: a. A statement of the consultant's understanding of the services required by the RFP. b. The names, position titles and resumes of all staff who will be assigned to work on this project. c. A description of any comparable services performed by the Consultant during the last five years. In particular, the consultant should include any experience with public safety placements in municipalities similar in size and complexity to that of Elgin. d. A minimum of three (3) references, including complete addresses and telephone numbers of each reference as well as the name, title and telephone of a contact individual. e. A schedule which includes dates for fire chief application deadline; applicant summaries to the City; telephone interviews; personal interviews; and background investigations. f. An example of a recruitment advertisement or brochure for a municipal client. Proposal Part 2: Cost Consultants shall submit a separately bound and packaged firm fixed price proposal, along with a proposed schedule of payments for the services requested in the scope of work. Please provide the hourly rates of all staff to be assigned to the project as well as the number of hours for each person. Please provide any other pricing/cost data necessary to carry out the project. Page 3 of 4 EVALUATION CRITERIA The contract shall be awarded to the firm who submits a proposal that, in the judgment of the City of Elgin, is best able to fulfill the requirements of this RFP. Criteria include experience assisting mid-size cities with recruiting and hiring key public safety positions, references, staff experience, interview(if any) and price. GENERAL INFORMATION An original non-price proposal must be delivered, along with three additional copies in a sealed package, plainly marked "Proposal for Executive Search Services (Non- price)" and an original price proposal along with three additional copies in a sealed package, plainly marked "Price Proposal for Executive Search Services" and addressed to Gail Cohen, Human Resources Director, City of Elgin, 150 Dexter Court, Elgin Illinois, 60120 by 5:00 pm, Friday, August 10, 2007. Consultants with any questions may contact Gail Cohen, Human Resources Director, at 847-931-5607, email: cohen_g@cityofelgin.org Page 4 of 4 CHICAGO MFtTHE PAR GROUP 100 North Waukegan Road,Suite 211 Public Management Lake Bluff,Illinois 60044-1694 TEL 847/234-0005 Consultants, LLC FAX 847/234-8309 www.pargroupltd.com Celebrating Over 30 Years Service to a National Clientele August 8,2007 Ms.Gail Cohen Human Resources Director City of Elgin 150 Dexter Court Elgin,IL 60120 Dear Ms.Cohen: We are pleased to respond to your request for our firm to propose how we can assist the City of Elgin in the successful recruitment, screening, interviewing and selection of Candidates from which the City Manager may appoint a Fire Chief. It is our understanding that the City is requesting the services of a qualified executive search firm to assist in the comprehensive recruitment activities associated with identifying and screening outstanding Candidates. These activities are to include position analysis, advertising campaign, résumé review, candidate screening,background investigations,interview process,and negotiation and follow-up. Our firm is eminently qualified to undertake Elgin's Fire Chief recruitment. We were pioneers in public management executive recruitment and have earned a top national reputation and respect for the professional, impartial, sensitive, and thorough manner in which we carryout a recruitment. Our integrity or abilities have never been questioned. We facilitate and assist the Cty Manager in his critical responsibility of selecting a Fire Chief—we do not dictate; we provide objective and straightforward advice and counsel towards his selection of the professional he feels best qualified to assume the duties and responsibilities of Fire Chief. Should you have questions or require additional information, please contact us. We would be pleased to meet with City Officials to personally present our qualifications. Respectfully submitted, 1idiL /14) ikk-W • Heidi Voorhees,President The PAR Group,LLC Assisting in the Achievement of Excellence in the Public Service Since 1972 PROPOSAL/SCOPE OF SERVICES CITY OF ELGIN,ILLINOIS FIRE CHIEF RECRUITMENT It is our understanding that the City is requesting the services of a qualified executive search firm to assist in the comprehensive recruitment activities associated with identifying and screening outstanding Candidates. These activities are to include position analysis, advertising campaign, résumé review, candidate screening,background investigations, interview process, and negotiation and follow-up. The PAR Group consults exclusively in the public sector, serving the needs of local government nationwide with corporate offices located in suburban Chicago.The PAR Group was founded by Paul A. Reaume, a former City Manager who provided consulting search services to local governments nationwide continuously for thirty years. Heidi J.Voorhees, also a former City Manager and associate of Paul Reaume,is President of the firm.Ms.Voorhees is leading the firm forward in the same traditions of excellence and integrity established by Paul Reaume in 1972. Our Principals have over 240 years' cumulative operations and consulting experience in the field of local government, and have conducted a large number and variety of local government and not-for- profit recruitments for a national clientele. Clients have included local governments of under 5,000 to over one million population, with budget responsibilities exceeding several billion dollars. The firm's quality of work and sensitivity to Clients'needs and concerns are recognized hallmarks—our firm was a pioneer in local government recruitment and is considered a leader in the public management consulting field.We have never failed to recommend a group of qualified Candidates for Client consideration. Experience We have conducted executive recruitments throughout the United States and have successfully completed more local government recruitments in the Midwest than any other firm(please see enclosed Client List). We have worked successfully with a wide variety of elected and appointed Officials in local government. In the past five years we have conducted Fire Chief recruitments for the municipalities of Crystal Lake, Effingham, Homewood, Lake Forest, Roselle, and Wheaton, Illinois; DeKalb County, Georgia; Midland, Michigan; Austin, Texas; Kenosha and Mequon, Wisconsin. We are currently conducting Fire Chief recruitments for Pensacola, Florida; St. Charles, Illinois; Kettering and Sylvania Township,Ohio. Recruitments The PAR Group has conducted for communities of similar size as Elgin include Evanston and Peoria, Illinois; Kenosha, Wisconsin; Abilene and Wichita Falls, Texas. Larger municipalities include Kansas City,Missouri and Dallas,Texas. In addition to our extensive experience in recruitment of public management professionals for local governments, our firm has been sought out to assist related public interest associations in recruitment of top staff,including the Executive Directors for the National League of Cities(NLC), National Association of Counties (NACo), National Community Development Association (NCDA), International Institute of Municipal Clerks (IIMC),International Association of Assessing Officers(IAAO),National Association of Housing and Redevelopment Officials (NAHRO), American Public Works Association (APWA), National Association of Regional Councils (NARC), National Forum for Black Public Administrators (NFBPA),and the President of Public Technology,Inc.(PI'I). We invite you to visit our web site at www.pargroupltd.com for additional information on The PAR Group and its consulting staff. References Representatives of the following organizations can comment on the quality and professional level of services offered by Principals of our firm: City of Elgin,Illinois page 2 Client: City of Wheaton,Illinois Placement: Fire Chief Client Contact: Don Rose,City Manager Address: 303 W.Wesley Wheaton,IL 60189 Telephone: 630/260-2000 Client: City of Kenosha,Wisconsin Placement: Fire Chief Client Contact: Steve Stanczak,Director of Human Resources Address: 625 52nd Street Kenosha,WI 53140 Telephone: 262/653-4000 Client: City of Mequon,Wisconsin Placements: Fire Chief Director of Human Resources Information Services Director City Manager Client Contact: Lee Szymborski,City Manager Address: 11333 N. Cedarburg Road Mequon,WI 53092 Telephone: 262/236-2940 Client: City of Lake Forest,Illinois Placements: Fire Chief Chief of Police City Manager Superintendent of Public Works Director of Finance Director of Senior Services Director of Parks and Recreation Client Contact: Robert Kiely,City Manager Address: 220 E.Deerpath Lake Forest,Illinois Telephone: 847/234-2600 Tailored Search Process Our executive search process is highly professional and personalized. We will assist Elgin Officials from commencement to conclusion of the assignment, until a completely acceptable Candidate is appointed to the position. We handle all of the administrative details of the entire recruitment process,so City Officials can limit their involvement to the significant, decision-making aspects of the selection process,thus minimizing interruption of attention to other on-going concerns and responsibilities. Our initial effort in assisting the City of Elgin would be to develop a Recruitment Profile that sets forth detailed qualifications for the Fire Chief position, reflecting both current and longer range organizational expectations relating to the position. The Profile serves as a key instrument for recruiting and screening Candidates in accordance with the unique needs identified as particularly desirable for Elgin's Fire Chief position. Our executive search process would be as follows,subject to mutually agreed upon modification: 1. Interview the City Manager, Department Heads, key Staff, and representative command and rank and file members of the Fire Department, all toward achieving clarity and consensus concerning the specific nature of duties, responsibilities and expectations of the Fire Chief position. Interview data will be used to prepare a Recruitment Profile for approval by the City Manager(Sample Recruitment Profile enclosed). City of Elgin,Illinois page 3 During our on-site interview activities we devote significant effort to become knowledgeable and familiar with the municipal organization, community institutions and leadership, gain a sense of the city as a place to live and work, understand intergovernmental activities/ relationships, take note of cultural and socioeconomic diversity, and other efforts, all to clearly understand and be able to straightforwardly present prospective Candidates (and their families) with information having an important bearing on their decision to consider the Elgin position. If desired, we shall be pleased to conduct focus group sessions, comDrised of community leadership and citizenry, in an expanded effort to determine input anc_ feedback from such persons for inclusion in the draft Profile prepared for City Manager review, amendment, and ultimate approval;this service/assistance would be provided for an additional fee. 2. Conduct an intensive independent professional search and recruitment effort, utilizing an extensive local,regional and national contact network,seeking out qualified Candidates who may not otherwise have an interest in your recruitment. 3. Place announcements in appropriate professional publications and on the internet to provide maximum exposure of the position's career opportunity and to ensure an open recruitment process. 4. Process all applications received from recruitment and announcement efforts, including timely acknowledgments of receipt of application and status of recruitment information to all Applicants, on behalf of the City. 5. Screen all applications received, matching all Applicants' credentials with the specific criteria qualifications stated in the Recruitment Profile. 6. Interview prospective Final Candidates and make background inquiries and reference checks with current employer and, where appropriate, most recent prior employer, and verify claimed educational achievement. 7. Present a written report to the City Manager on applications received for the position, including résumés and background information on those individuals considered to be most qualified and best suited for the position, recommending approximately 8 - 10 such persons for personal interview consideration. 8. Facilitate the selection of Candidates to be invited for personal interview and appointment consideration;we recommend that no fewer than five Candidates be interviewed. 9. Arrange for additional background inquiries of Candidates selected for interview, to include criminal court,credit,and motor vehicle records checks and print media searches,as desired. 10. Provide,if desired,personality "type"profiles of the Finalist Candidates utilizing the recognized Myers-Briggs Type Indicator® (MBTI®)Test and analysis.The MBTI results provide a means to assist the City Manager in making distinctions and understanding differences of management and personal style among Candidates.The MBTI has been employed by a wide variety of users in business, government, and training services for 40 years as a recognized tool to assist organizations to appreciate the differences of individuals and their approaches to work and interaction. MBTI results are also used in organizations to help understand and adapt to different management styles and approaches to work methods, assist in making the most of human resources, and facilitate more effective communications with peers, employees, and supervisors. 11. Prepare interview questions and procedure for use by the City Manager's Interview Panel, developing a process which will ensure that the same questions are asked of each Candidate and that each interview is thoroughly and consistently evaluated. 12. Coordinate arrangements for Candidates' travel to Elgin for interviews, be present during interview sessions to facilitate effective discussion and deliberation toward the City's selection of Oki_ I City of Elgin,Illinois page 4 a Final Candidate, and also assist in employment negotiation between the Final Candidate and City Officials,as desired. 13. Notify all Applicants of the final appointment action by the City Manager, including professional background information on the successful Candidate. Timing We are prepared to undertake your assignment in a timely manner.The Recruitment Profile will be submitted for review and approval promptly following our on-site interviews of Elgin Officials and Staff. We would be in a position to recommend Candidates to the City Manager for personal interview consideration within 60 days following approval of the Recruitment Profile. Personal interview of Candidates could be conducted approximately ten days following the City Manager's selection of Candidates for interview. Overall, the recruitment process—from the beginning to the date of appointment of a Candidate—should take no more than 90 days. The enclosed timetable illustrates our suggested schedule of recruitment activities. Experienced Consulting Team All services in connection with this assignment will be performed by individuals who possess recognized municipal experience and broad executive selection judgment. Greg Ford, Vice President, will be responsible for and directly involved in your assignment. Mr. Ford's biographical profile is enclosed. Satisfaction Policy Our Client satisfaction policy provides that, should the appointed Fire Chief, at the request of City Officials or the Chief's own determination, leave the employ of the City within the first 12 months of appointment, we will, if desired, conduct another search for the cost of expenses and announcements only. In addition, in accordance with the policy of our firm, as well as established ethics in the executive search industry, in recognition of our Client relationship with the City of Elgin, we will not recruit employees from your organization for other public management positions without your knowledge or permission. This letter of proposal,when approved and signed,shall constitute an Agreement between us and it may not be modified except in writing by both parties. Our liability,if any, shall not be greater than the amount paid to us for professional services rendered. Elgin City Officials can be assured of responsive and personalized professional attention throughout the Fire Chief recruitment assignment. We enthusiastically look forward to having the opportunity to assist in this very important staffing responsibility. Respectfully submitted, It vY\ L Heidi J.Voorhees,President The PAR Group,LLC ACCEPTED BY THE CITY OF ELGIN,ILLINOIS BY: Iii LE: DATE: THE PAR GROUP Paul A.Reaume, Ltd. CITY OF ELGIN, ILLINOIS FIRE CHIEF PROPOSED RECRUITMENT TIMETABLE �P,,,, 1 ':1` 'M` P Vic'.. `t'x 3,-:., I,i T eY,^ =:"'k':.'.';.'a:.:, emµ c`. S :.V eS fix- if¢K cam. �^ xE. s i fir., �... :�+=.'.::.� 'p s 'v, a � �` w#.tvit`.��;.>a:;.;rv�< �� � ��r. �... s' i1=, ee'lc ' a 'e� �_�. -,� ��_ .x • .1i:';:n,,,:',.,..-:,:',:-..:-. .�- ..• .#i.+ ...,ops _. .,. ._. ... _ 1 2 3 4 5 6 7 8 9 10 11 12 Preparation of Preliminary Profile;On-Site Interviews and orientation with City Officials, Staff, and others; Approval of Recruitment Profile Candidate Identification, Invitations and Professional Announcements; Candidate Screen, Interview and Evaluation by Consultant Consultant Reports and Recommendation of Qualified Candidates Selection of Candidate Finalists, Additional Background and Reference Checks, ..... Report Preparation and Presentation First Round Interviews of Selected Finalist Candidates by City Officials Selection of Final Candidate, Negotiation of Compensation and Employment Conditions, ....m.• Present Offer, Acceptance and Appointment N5THE PAR GROUP I Public Management a - Consultants, LLC CONSULTANT BIOGRAPHICAL PROFILE GREGORY F. FORD Mr. Ford is a Vice President of The PAR Group, working on both executive search and general management consulting assignments. Mr. Ford has thirty-six years of experience in local government administration and public sector human resources, including service with the City of Dearborn, Michigan, and Skokie and Arlington Heights, Illinois. He has been involved in recruitment and selection of top management personnel in numerous jurisdictions. In addition, he has conducted numerous management and supervisory training programs for professional associations such as the International Personnel Management Association and the American Public Works Association. He has also served as an adjunct faculty member at Harper College and Oakton Community College. Mr. Ford has extensive experience in developing administrative policies, labor negotiations, and the administration of a wide variety of operating departments. He has had recent experience in administering municipal staff and negotiating with developers in the redevelopment of an aging central business district. He currently serves as Commissioner/Treasurer for the Northwest Water Commission, and Past-President and Board of Directors of the Northeastern Illinois Public Safety Training Academy. Mr. Ford is a graduate of Wayne State University, majoring in Political Science, and has a Master's degree in Public Administration from Wayne State University. His professional memberships have included the International Personnel Management Association, International (and Illinois)City and County Management Association, National (and Illinois) Public Employer Labor Relations Association (Past-President), American Public Works Association (Chairman, National Committee on Professional Certification), American Water Works Association, and the Chicago Metropolitan Managers'Association. Mr. Ford has been a frequent presenter before local, state, and international professional groups and associations. THE PAR GROUP Paul A.Reaume, Ltd. CHICAGO THE PAR GROUP 100 North Waukegan Road, Suite 211 Public Management Lake Bluff, Illinois 60044-1694 Consultants, LLC TEL 847/234-0005 FAX 847/234-8309 www.pargroupltd.com Celebrating Over 30 Years Service to a National Clientele PROPOSAL/FEES AND COSTS CITY OF ELGIN,ILLINOIS FIRE CHIEF RECRUITMENT Our professional fee for conducting a comprehensive, successful, and professionally oriented executive recruitment has been established at levels to be justifiable for public management recruitment paid for by public taxing bodies, our exclusive Clientele. Our fee proposal for conducting Elgin's Fire Chief recruitment would be: • Professional fee $14,500 • Reimbursable expenses(consultant travel, $4,500 postage/shipping,telephone/fax, office support services,printing/photocopy) • Education verification and $125 per Finalist Candidate court/credit/motor vehicle records searches • Print media searches (Lexis-Nexis) $40 per Finalist Candidate Optional services: • Conduct of focus groups(see step 1 in proposal) $800 per day,per Consultant involved • Myers-Briggs testing(see step 10 in proposal) $200 per Candidate Professional announcements are generally billed to the City directly by publishers and are not included in reimbursable expenses. Our Consultants will be pleased to discuss your budget for professional announcements along with our recommendations.Candidate travel expenses for interviews are not included in the above fee proposal. The professional fee is payable in three equal payments, billed during the course of the recruitment, with the first payment for professional services due upon acceptance of our proposal, the second statement billed following recommendation of Candidates, and the final one-third billing upon completion of the recruitment assignment. Reimbursable expenses may be billed on a monthly basis. Assisting in the Achievement of Excellence in the Public Service Since 1972