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HomeMy WebLinkAbout2018-05-10 BOS Packet - Released SELECTMEN'S MEETING Thursday, May 10, 2018 Town Office Building, 1625 Mass Ave. Selectmen's Meeting Room 1:00 PM AGENDA ITEMS FOR INDIVIDUAL CONSIDERATION 1. Approve Town Manager Executive Search Firm- Request for Quotations (30 min.) 1:00 p.m. 2. Review and Approve Make-up of Town Manager Screening Committee(15 min.) 1:30 p.m. 3. Review Schedule for Town Manager Recruitment(15 min.) 1:45 p.m. ADJOURN 1. Anticipated Adjournment 2:00 p.m. The next regularly scheduled meeting of the Board of Selectmen is scheduled for Monday, May 21, 2018 at 7:00 p.m. in the Selectmen's Meeting Room, Town Office Building, 1625 Massachusetts Avenue. A Joint Board of Selectmen and School Committee meeting regarding Mental Health is scheduled for Wednesday, May 23, 2018 at 7:00 p.m. in Estabrook Hall in the Cary Memorial Building. Hearing Assistance Devices Available on Request � All agenda time and the order of items are approximate and IlJ � 111a subject to change. Recorded by LexMedia AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Approve Town Manager Executive Search Firm- Request for Quotations (30 min.) PRESENTER: ITEM NUMBER: Board Discussion I.1 SUMMARY: A vote is requested for this agenda item. Review and approve draft Request for Qualifications for Town Manager executive search firm. SUGGESTED MOTION: Move to approve and authorize the Town Manager to release the RFQ for an Executive Recruiting Consultant. FOLLOW-UP: TMO. DATE AND APPROXIMATE TIME ON AGENDA: 5/10/2018 1:00 P.M. ATTACHMENTS: Description Type REQUEST FOR QUALIFICATIONS/QUOTES EXECUTIVE RECRUITING CONSULTANT For the Town of Lexington Town Manager May 11, 2018 Response Due Date: Friday, May 25, 2018 at 11:00 a.m. Consultant Interviews Tentatively Scheduled for Monday,June 9 beginning at 9 a.m. EXECUTIVE RECRUITING CONSULTANT- TOWN OF LEXINGTON 1 If TABLE OF CONTENTS INTRODUCTION&POSITION DESCRIPTION 3 SUBMISSION DEADLINE AND INSTRUCTIONS 4 INSURANCE AND INDEMNIFICATION 5 QUESTIONS, ADDENDUM, OR PROPOSAL MODIFICATION 6 SCOPE OF WORK 6 TIMELINE 7 QUALIFICATIONS 8 FEE 8 FORMS Tax Compliance Certification 9 Certificate of Corporate Authority 10 Certificate of Non-Collusion 11 Signature Page 12 SELECTMEN-TOWN MANAGER ACT Attachment 1 2 If INTRODUCTION & PROJECT DESCRIPTION The Town of Lexington Board of Selectmen is seeking quotes from qualified executive search consultants to work with the Board and the Town in the recruitment and selection of an exceptional candidate for the position of Town Manager for the Town of Lexington. ABOUT THE TOWN OF LEXINGTON Current statistics about Lexington: -Lexington's land area is 16.6 square miles. -Approximately 63% of the land in town is in private ownership; -Approximately 12% of the land is publicly held conservation land. -The 2010 Census reported total population of 31,394. -Lexington has 11,530 households. -Median household income in 2010 was $130,637. Lexington provides a multitude of public resources for its residents: -Cary Memorial Library, providing resources and programming for residents of all ages -Excellent public transportation, with buses providing access to the Boston area MBTA -Outstanding public schools -Cary Memorial Hall featuring Battin auditorium, home to the Lexington Symphony and many other shows and events -Lexington Community Center, with its dining room, fitness center, game rooms and meeting rooms for community groups -Town Human Services Department, providing Senior, Veteran, and Youth and Family resources and services -Town Recreation and Community Programs Department, managing the Town pool and beach, and providing sports and leisure programming for children, teens and adults A Snapshot of Lexington Lexington was first settled in 1642 as a farming community that was part of Cambridge. It became the parish of Cambridge Farms in 1691, and was incorporated as a separate town in 1713. The town experienced rapid housing development after World War II with the growth of the Boston urban area and the decline of agriculture. While the town is primarily residential, a number of industries and commercial establishments employ more than 16,000 people in Lexington. Services and manufacturing are the two largest employment sectors. The major shopping area is the central business district. Lexington Center is a well-maintained area with retail stores, professional offices, banks, and restaurants. Lexington has always been blessed with an active citizenry, and participation of new as well as long-term residents is always welcome. Town government provides a variety of opportunities for citizen involvement. 3 If ABOUT THE POSITION: See Attachment 1 —Board of Selectmen-Town Manager Act. SCHEDULE AND TIME LINE The Board of Selectmen will vote to award the executive search consultant contract by June 4, 2018 and prefer to select a new Town Manager 12 weeks after the Executive Recruiting Consultant is engaged by the Town. SUBMISSION DEADLINE AND INSTRUCTIONS Sealed quotes must be received by the Chief Procurement Officer, Lexington Town Office Building, 1625 Massachusetts Avenue, Lexington, MA 02420 by Friday, May 25, 2018 at 11:00 a.m. at which time and place the sealed proposals shall be publicly opened. Proposals MUST include an original and five (5) copies. No proposals will be accepted after the time and date noted. The Lexington Town Office Building is open Monday-Friday to receive proposals from 8:30 a.m. —4:30 p.m. Request for Proposal documents may be obtained from the Chief Procurement Officer, Town Office Building, 1625 Massachusetts Avenue, Lexington, MA 02420. Applicants must also execute, as required by law, and include in the sealed submission the Certificate of Non-Collusion, the Certificate of Corporate Authority and the Certificate of Tax Compliance, copies of which are attached. Proposals are to be sealed and properly identified on the outer envelope as Proposal for Executive Consulting Services with the applicant's name and address and delivered to: Lindsay Dahlberg, Chief Procurement Officer. Town of Lexington Town Office Building 1625 Massachusetts Avenue Lexington, MA 02420 781 698-4628 The following information is specifically required: 1. Name and address of applicant, telephone/fax numbers and e-mail address. 2. Brief resume of principals and of the staff to be assigned to the Project. 3. List of completed projects that would best illustrate qualifications for the Project. 4. Three references for projects of a similar or larger scope, with contact name, title and telephone number of the person who can speak to the quality of services provided for similar Town Manager/Town Administrator recruitment processes. 5. Names and qualifications of any outside vendors that may be used for the Project. 4 1 II a 6. Statement of the scope and type of services proposed for the Project. Based on the guidelines and information in this RFQ, the applicant should describe the process and methodology to be used in the completion of services with specific reference to examples of similar projects in which this methodology has been used. 7. Statement of any legal or administrative proceedings, pending or concluded adversely, to the applicant within the past five (5) years which relate to the applicant's performance of this type of work. 8. Appropriate certifications of insurance. 9. Provide samples of work, such as reports, a sample position profile, evaluation forms and other decision-making tools 10. Summary of expected costs, including estimated consulting fees, advertisement costs, travel expenses and other miscellaneous costs 11. A current firm brochure may be submitted with the proposal. 12. Completion of the forms located at the end of this RFQ package. INSURANCE AND IDEMNIFICATION The selected firm shall obtain and maintain at its own expense, general liability/property and motor vehicle liability insurance policies protecting the Town of Lexington in connection with any operations included in this contract, and shall have the Town of Lexington listed as additionally insured on the policies. General liability coverage shall be in the amount of $1,000,000 per occurrence and $2,000,000 aggregate for general liability and property damage. Workers' compensation insurance and motor vehicle liability insurance shall be in the amounts that are in accordance with the requirements of Massachusetts law, unless otherwise waived by the Town. Indemnification: The successful applicant shall agree to indemnify and hold harmless the Town of Lexington and its officers, boards and employees, and the Board of Selectmen, from and against all claims, causes of action, suits, damages and liability of any kind which arise out of the negligence or willful misconduct of the successful applicant or its officers, employees, agents and representatives regarding the project manager services performed. Proposals must be signed as follows: 1. If the proposer is an individual, by her/him personally. 2. If the proposer is a partnership, by the name of the partnership, followed by the signature of each general partner. 3. If the proposer is a corporation, by the authorized officer, whose signature must be attested to by the Clerk/Secretary of the corporation and corporate seal affixed. The Lexington Board of Selectmen, as the awarding authority, reserves the right to accept any proposal in whole, and to reject any and all proposals if it shall be deemed in the best interests of the Town of Lexington to do so. 5 If QUESTIONS, ADDENDUM, OR PROPOSAL MODIFICATION Questions concerning this request must be submitted in writing to the Chief Procurement Officer. All inquiries received 5 or more business days prior to the opening will be considered. Questions may be delivered mailed emailed ( a, „g ) Jg2ii gtontn t.(YcYv) or faxed (781 861-2794). Written responses will be mailed or faxed to all applicants on record as having received the RFQ. If any changes are made to the RFQ, an addendum will be issued. Addenda will be mailed, emailed or faxed to all applicants on record as having received the RFQ. All proposals submitted in response to this RFQ shall remain firm for ninety (90) days following the proposal opening. It is the Town's intent to award the contract within 30 days after the proposal opening. The time for award may be extended for up to 45 additional days by mutual agreement between the Board of Selectmen and the highest ranked applicant, on the basis of the responses to the Scope of Work stated below. After the opening of proposals, an applicant may not change any provision of the proposal in a manner prejudicial to the interests of the Town of Lexington or fair competition. Minor informalities may be waived or the applicant may be allowed to correct them. SCOPE OF WORK The consultant shall: 1. Meet with the Board of Selectmen and Screening Committee as frequently and for such time as may be necessary to carry out his or her work; 2. Prepare, in consultation with the Board of Selectmen, a plan for the search, recruitment and selection of a qualified candidate for the position of Town Manager; 3. Assist in establishing a profile of the desired candidate, reflecting the qualities and attributes the Board of Selectmen believes the Town Manager should possess. The Board of Selectmen believes that the successful candidate will comply with the Code of Ethics of the ICMA or Massachusetts Municipal Management Association; 4. Create a profile for the Town of Lexington that encompasses the uniqueness of the community, demographics, economic stability, strong sense of volunteerism, and form of government; 5. Review the Board of Selectmen-Town Manager Act(Attachment 1); 6. Develop a plan to advertise the position and prepare advertisements for publication; 6 If 7. Actively recruit municipal managers that match the established candidate profile and utilize their established employment network; 8. Oversee and guide three community listening and discussion sessions with Town Boards and Committees, Town employees, citizens and other community stakeholders to help inform the Board of Selectmen and Screening Committee on the qualities, strengths, and characteristics of candidates they envision for the Town Manager; 9. Prepare a recruitment report of potential candidates from the submitted applications with possible recommendations of candidates for review; 10. Assist the Screening Committee in reviewing applications; 11. Assist the Screening Committee in vetting and interviewing candidates, including development of questions, essays, and scenarios; 12. Assist the Board of Selectmen in preparing for interviews in executive session and in open session under the Massachusetts Open Meeting law; 13. Conduct a full reference check of the finalists prior to any interview by the Board of Selectmen; 14. Organize and moderate a public"meet and greet" session for the finalists; 15. Assist in negotiating and drafting of employment agreement and terms and conditions with the finalist. 16. Complete the Contract within 12 weeks from the date of the signed contract. Please note, many of the "administrative"functions will be performed by the Town of Lexington including acknowledgment of resumes, scheduling, ad placement, initial background and reference verification, etc. TIMELINE: Interviews of consultants for this project are tentatively scheduled for Monday, June 4 at 9 a.m. Proposed dates to develop ideal candidate profile (tentative): • June 7-8: Consultant meets individually with Selectmen and Executive Clerk • June 11: Consultant meets with Screening Committee to discuss roles and meeting timeline • June 12: Consultant meets with Senior Management Team • June 12: Consultant meets with boards/committees • June 13: Consultant meets with employees • June 13: Consultant meets with interested community members 7 If • June 15: Consultants meets with Selectmen and/or Steering Committee to review profile of ideal candidate The Town desires that the consultant make every effort to bring this process to completion within 12 weeks from the signed contract for services. QUALIFICATIONS: Consultants shall have been in the business of providing recruitment services for a minimum of (3)three years. The Lead consultant shall have successfully completed a similar process for the selection of at least(3)three similar positions such as Town Manager or Town Administrator within the past thirty-six months. FEE The proposed fee for this project should be included as part of the quote response and will be negotiated upon selection and agreed upon workplan. The fee will include all expenses, direct and indirect, for this project. All proposals shall belong to the Town of Lexington. The successful applicant shall agree to comply with all applicable federal, state and local laws in its performance of its contract with the Town of Lexington. 8 If TOWN OF LEXINGTON TAX COMPLIANCE CERTIFICATION Pursuant to M.G.L. c.62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, the below named business is in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support. (Date) (Signature of individual submitting bid or proposal) (Printed name of person signing bid or proposal) (Name of business) (Business address) (Business phone number) MUST BE RETURNED SIGNED WITH THE SEALED BID PACKET 9 If TOWN OF LEXINGTON CERTIFICATE OF CORPORATE AUTHORITY The principal, officer or person to sign below pledges under penalties of perjury, that he or she has been designated by the owner(s) or the Board of Directors of the below named firm as an authorized representative. (Date) (Signature of individual submitting bid or proposal) (Printed name and title of person signing bid or proposal) (Name of business) (Business address) (Business phone number) MUST BE RETURNED SIGNED WITH THE SEALED BID PACKET 10 If TOWN OF LEXINGTON NON-COLLUSION STATEMENT CONTRACTOR'S CERTIFICATION IN BID/PROPOSAL TO BE ATTACHED TO CONTRACT Any person submitting a Bid or Proposal for the procurement or disposal of supplies and services to any governmental body shall certify in writing, on the Bid or Proposal, as follows: "The undersigned certifies under penalties of perjury that this Bid or Proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word"person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity or group of individuals." (Date) (Signature of person signing bid or proposal) (Printed name of person signing bid or proposal) (Title) (Name of Business) (Business address) (Business Phone Number) MUST BE RETURNED SIGNED WITH THE SEALED PROPOSAL PACKET 11 If SIGNATURE PAGE The applicant hereby certifies that: 1. The applicant has not given, offered, or agreed to give any gift, contribution, or offer of employment as an inducement for, or in connection with, the award of contract for these services. 2. No consultant to, or subcontractor for the applicant has given, offered, or agreed to give any gift, contribution or offer of employment to the applicant, or to any other person, corporation, or entity as an inducement for, or in connection with, the award to the consultant or subcontractor of a contract by the applicant. 3. That no person, corporation, or, other entity other than a bona fide full-time employee of the applicant has been retained or hired to solicit for, or in any way assist the applicant in obtaining the contract for services upon an agreement or understanding that such person, corporation, or entity be paid a fee or other compensation contingent upon the award of the contract to the applicant. I hereby attest with full knowledge of the penalties for perjury, as in accordance with Massachusetts G.L. C.7, S.38E that all information provided in this application for services is correct. Firm Signee (written) Signee (typed/printed) Title Date MUST BE RETURNED SIGNED WITH THE SEALED PROPOSAL PACKET 12 If ATTACHMENT 1 BOARD OF SELECTMEN-TOWN MANAGER ACT 13 If AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Review and Approve Make-up of Town Manager Screening Committee (15 min.) PRESENTER: ITEM NUMBER: Board Discussion 1.2 SUMMARY: A vote is requested for this agenda item. Board to discuss make-up of the Town Manager Screening Committee. Board to discuss process for selecting and appointing members of the Screening Committee. SUGGESTED MOTION: Move to approve the make-up of the Town Manager screening committee as (presented) (amended). FOLLOW-UP: BOS DATE AND APPROXIMATE TIME ON AGENDA: 5/10/2018 1:30 p.m. ATTACHMENTS: Description Type Q"rra,pa,sa.rw;.Tow,wrnr M<tmstg,a rr Scrra.onrY)Jg,C:b maitta.e Rackup Matorrkw( Town Manager Recruitment Proposed Screening Committee 1. Current Selectmen (2) 2. Former Selectman 3. School Committee Representative 4. Town Moderator 5. Former Town Department Manager 6. Designee of Appropriation Committee Chair 7. Designee of Capital Expenditures Committee Chair 8. Business Representative 9. Planning Board Representative 10. Designee of Economic Development Advisory Committee 11. Citizens/Town Meeting Members (2) AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Review Schedule for Town Manager Recruitment (15 min.) PRESENTER: ITEM NUMBER: Board Discussion 1.3 SUMMARY: No vote is requested for this agenda item. Review the proposed schedule to: • issue RFQ • receive responses • interview consultants • develop Town Manager profile SUGGESTED MOTION: NA FOLLOW-UP: Update as determined by B O S DATE AND APPROXIMATE TIME ON AGENDA: 5/10/2018 1:45 p.m. ATTACHMENTS: Description Type D Prcayrca4,ed ]owm Mm:m.mg,arm Rocru tnxm)t Sc,harduk� 1 ackup Matoriml Proposed Town Manager Recruitment Schedule Thursday, May loth-additional BOS Meeting to: • Review and approve the RFQ(so it can go out by end of day on Thursday) • Review and approve Screening Committee list of member affiliations. • Review Timeline and address any additional full BOS meetings necessary Friday, May 25th -RFQ responses due by 11 a.m. Tuesday, May 29th at 4 pm (date/time set) - BOS Meeting to review proposals submitted and determine which ones to interview. Monday, June 4th at 9 am (date/time set) - BOS Meeting to: • Interview respondents to RFQ • Deliberate and select Consultant • Vote to authorize Town Manager to negotiate and sign contract with chosen Consultant. • Name Screening Committee Members and Chair of Screening Committee Thursday, June 7th: (times TBD)Stakeholder Meeting-Consultant meets with BOS members and Executive Clerk to BOS (individually)to develop profile. Monday, June llth at 4 or 5 pm: Consultant meets with Screening Committee -reviews roles/responsibilities, timeline, deadlines, potential meeting schedule. Tuesday, June 12th at 9:30 am-11:00 am: (date/time set)Stakeholder Meeting-Consultant meets with Senior Management Team to develop profile. Tuesday, June 12th at 7 pm: Stakeholder Meeting-Consultant meets with Boards/Committees to develop profile. Wednesday, June 13 at 3:30 pm: Stakeholder Meeting- Consultant meets with Employees to develop profile. Wednesday,June 13 at 7 pm: Stakeholder Meeting- Consultant meets with Community to develop profile. Friday, June 15th: Consultant meet with BOS or Steering Committee to review profile.