CRT 2016 #13 · Communication to the City Council · Apr 25 2016

Draft: 4/6/2016 Proposed Timeline for New City Manager Search Steps Activity Description Dates Step 1 Develop and advertise Develop in consultation with city's April call for Search Firm RFPs Purchasing Agent, Amy Witts Step 2 Formation of RFP The RFP Evaluation Committee will April- May Evaluation Committee consist of up to 4 City Council members and 3 city-staff members Step 3 Search firm RFP is The RFP Evaluation Committee will May selected recommend a Search Firm to the City Council, the Purchasing Agent, and the City Manager. The process will be facilitated by the City's Purchasing Agent, Amy Witts Step 4 Conduct Focus Groups The Search Firm will conduct 20-30 June focus groups with identified key citywide constituencies Step 5 Leadership Profile Using a variety of tools- including Early July Development feedback from focus groups, online surveys, individual meetings with City Council members and key leadership staff- the Search Firm will develop an approved Leadership Profile to help inform applicant recruitment and screening Step 6 Applicant Recruitment The Search Firm will actively engage in July- August Period a multi-pronged recruitment of highly qualified applicants Step 7 Preliminary-Screening The Preliminary-Screening Committee August Committee is formed will consist of various citywide stake holders, including up to 4 City Council members ' Step 8 Applicant Screening The Search Firm will pre-screen all Mid July- recruited applicants and will August recommend 8-9 of the strongest candidates for consideration by the Preliminary-Screening Committee Step 9 Applicant interviews The Preliminary-Screening Committee, Late August - in consultation with the Search Firm 9/9 and the city's HR Director, will conduct confidential off-site interviews with the 8-9 selected applicants.

The Preliminary-~ Committee will be charged with forwarding their top 3 choices to the full City Council for their consideration. Step 10 Public "Town Hall" The community will have an w/o 9/5 meetings opportunity to engage separately with all 3 Finalists. F.eedback will be collected and presented to City Council. This is an opportunity for the public to hear each finalists' vision and to take questions from the audience. Step 11 City Council public City Council members will interview w/o 9/19 interviews with Finalists the 3 Finalists in a publicly televised meeting Step 12 Site-visits The City Council will have the 9/19-26 opportunity to visit the respective work place of each finalist Step 13 Public meeting to select At a regularly scheduled televised 9/2f:J new City Manager meeting, the City Council will vote their choice for the new City Manager

Filu No. XXXX, Request for Proposal for Executive Recruitment- City Manager by 11:00 AM on Thursday, XXXXX, 2016 DRAFT REQUESTFORPROPOSALSFOR CONSULTANT SERVICES FOR EXECUTIVE RECRUITMENT FOR CITY MANAGER Sealed proposals will be received at the Office of the Purchasing Agent, Room 303, City Hall, 795 Massachusetts Avenue, Cambridge Massachusetts 02139 untilll:OO am on Thursday, xxxxxxxx, 2016 for providing the following services to the City of Cambridge: The City of Cambridge ("City") seeks proposals from experienced executive search consultants to assist in recruiting applicants for the positioifof City Manager. Copies of the Request for Proposal may be obtained at the Office of the Purchasing Agent on or after Thursday, XXXX:XXXX, 2016 8:30a.m. to 8:00p.m. on Mondays, Tuesday through Thursday from 8:30a.m. to 5:00p.m., and Fridays from 8:30a.m. to noon. This RFP may be downloaded from the City's website: www.cambridgema.gov, online services, Purchasing Bid List, Regular RFP, File No. XXXXX. The City of Cambridge reserves the right to reject any or all proposals, waive any minor informalities in the proposal process, and accept the proposal deemed to be in the best interest of the City. There must_ be no mention of the applicant's fee in the non-price proposal described below. · Any mention of the fee will subject the proposal to rejeCtion. Questions concerning'tlieRequestfor Proposals must be submitted in writing by 4:00p.m. on Thursday, XXXXXX, 2016 to AmyL. Witts, Purchasing Agent at the address above or by fax [phone removed]. Answers to questions will be posted to the website in a form of an Addendum. Two separate sealed envelopes, a sealed envelope containing one (1) original and seven (7) copies of the non-price proposal marked "Non-Price Proposal-Consultant Services for Executive:Recruitment for City Manager" and one sealed envelope containing the price proposal form marked "Price Proposal for Consultant Services for Executive Recruitment for City Manager" must be received by Amy L. Witts, Purchasing Agent, City of Cambridge, 795 Massachusetts Avenue, Cambridge, prior to 11:00 AM, Thursday, XXXXXX, 2016. Any proposals received after such time will not be accepted, unless the date and time has been changed by addendum. Delivery to any other office or department does not constitute compliance with this paragraph, unless the proposals are received by the Purchasing Agent by the established deadline. AmyL. Witts Purchasing Agent 1

File No. XXXX, Request for Proposal for Executive Recruitment- City Manager by 11:00 AM on Thursday, XXXXX, 2016 DRAFT Confidentiality and Public Records Law All materials submitted by the vendor in response to this Request for Pi'oposal will be opened for inspection by any person AFTER a decision for award has been made in accordance with the provisions of the Massachusetts Public Records Law and Massachusetts General Laws Chapter 30B. Terms and Conditions The terms and conditions of any contract awarded through this procurement are attached hereto and shall be affirmed by the City and selected proposer. 1. Proposals will remain in effect for a period of 90 days from the deadline for submission of proposals or until it is formally withdrawn, a contl;adexecuted or this RFP is canceled, whichever occurs first. 2. The Purchasing Ag~nt shall cancel the contract if funds are not appropriated or otherwise made available to support continuation of performance in any fiscal year. 3. A sample contract is attached hereto along with the General Terms and Conditions that are incorporated into every City contract (Appendix A). The bidder must be willing to sign the City's contract. The City will not accept a bidder's terms & conditions. 4. Rule for Award: The City will award a contract to the proposer submitting the most advantageous proposal taking into consideration the proposal, Quality Requirements, Evaluation Criteria and composite ratings, references and price. 5. Rates must remain firm or be reduced throughout the life of the contract. A Contract will be awarded within 90 days unless award date is extended by consent of all pmiies concerned. 6. The City of Cambridge Living Wage Ordinance applies to this contract. The current living wage rate is $15.04 per hour (the ordinance is attached, Appendix B) 7. The contract period shall commence on the date of execution of the contract by the City of Cambridge and shall be in effect through XXXXXXX or until the position of City Manager has been filled, whichever occurs first. The successful proposer is tasked with providing the City Council a candidate th;:}t is chosen for, offered and accepts the ·position of City Manager. If the first attempt at recruitment does not result in a successful placement of a candidate chosen by the City Council, the successful proposer will be required to undertake additional recmitment and other strategies at no additional cost to the City until such time as the position is filled or until the contract is terminated, whichever occurs first. 8. The City reserves the right to not hire any of the candidates provided by the successful proposer. 2

Filo No. XXXX, Request for Proposal for Executive Recruitment- City Manager by 11:00 AM on Thursday, XXXXX, 2016 DRAFT 9. The City reserves the right to hire a candidate not recmmnended or provided by the successful proposer. 3

File No. XXXX, Request for Proposal for Executive Recruitment- City Manager by 11:00 AM on Thursday, XXXXX, 2016 DRAFT INSTRUCTIONS TO PROPOSERS 1. Two separate sealed envelopes, one sealed envelope that contains one (1) original and seven (7) copies of the. non-price proposal marked "Non-Price Proposal- Consultant Services for Executive Recruitment for City Manager" and one sealed envelope that contains one (1) original price summary form marked "Price Proposal- Consultant Services for Executive Recruitment for City Manager" must be received by the Purchasing Agent, City of Cambridge, 3rd floor City Hall prior to 11:00 AM, Thursday, XXXXXX, 2016. Chapter 30B requires that price proposals must be separate from technical proposals. Therefore please make no reference to price in the non-price proposal. Failure to adhere to this requirement win result in disqualification. It is the sole responsibility of the proposer to insure that the proposal arrives on time at the designated place. Parking is limited at City Hall so it is strongly recommended that proposals are mailed or delivered in advance of the due date and time. Late proposals will not be accepted. 2. The signature of the authorized official(s) must be provided on all the proposal forms. All proposals should be double -sided in conformance with the City's recycling policy. 3. The signature of the authorized official( s) should be organized and presented as directed. Accuracy and completeness are essential. The successful proposal will be incorporated into a contract; therefore, the proposer should not make claims that they are not prepared to commit to contractually. 4. The Price Proposal form must be completed as instructed. No substitute form will be accepted. Pricing must remain firm for the duration of the contract. The proposal subrrritted must be without conditions or exceptions. 5. "Failure to answet;"i'iriy questions, to complete any form or to provide the documentation required will be deenied non-responsive and will result in automatic rejection of the proposal unless the City determines that such failure constitutes a minor infotmality, as defined in Chapter 30B. 6. All interpretations of the RFP and supplemental instructions will be in the form of written addenda to the RFP specifications. Requests for clarification m· any questions about information contained in the RFP should be addressed in writing to: Amy L. Witts, Purchasing Agent Email: Address: Fax: awitts@cambridgema.gov 795 Massachusetts Avenue, 3rd Floor Cambridge, MA 0213 9. (617)349-4008 4

File No. XXXX, Request for Proposal for Executive Recruitment- Ciiy Manager by 11:00 AM on Thursday, XXXXX, 2016 DRAFT No requests or questions will be. accepted after 4 p.m. on Thursday, XXXXXX, 2016. Please include the name, address, e-mail address, telephone number and fax number, if available, of the person to whom additional information should be sent. Any information sent to one proposer will be sent to all proposers. 7. Proposals must be unconditional. However, prior to the proposal opening proposers may conect, modify, or withdraw proposals by written request to AmyL. Witts, Purchasing Agent, City of Cambridge, Room 303, City Hall, 795 Massachusetts Avenue, Cambridge, MA 0213 9. A letter will be sufficient for withdrawal of a proposal up to the date of the proposal opening. Any conection or modification to a proposal must be submitted in writing and in a sealed envelope labeled " Executive Recruitment for City Manager Search Consultant- Modification to (or Withdrawalof)Proposal." EVALUATIONS OF THE PROPOSALS All non-price proposals will be reviewed by the Evaluation Committee in accoi·dance with M.G.L. Chapter 30B. Final selection will be based on evaluation and analysis of the information and materials required under the RFP, including information obtained from the proposer or by direct contact with references. The Evaluation Committee for this RFP includes XXX. Proposals that meet the Quality Requirements will be revi~wed for responses to the Comparative Evaluation Criteria. Each member ofthe Evaluation Committee will assign a rating of Highly Advantageous, Advantageous, or Not Advantageous to each Comparative Evaluation Criteria. Proposals that do not meet tlie Quality Requireinents will be deemed "Unacceptable" and rejected. Based on the Comparative Evaluation Criteria ratings, a composite ratin-g by the Evaluation Committeewill be detern;1ined for each proposal. Based on the review of the non-price proposals, proposers may be asked to pmiicipate in an onsite inte~iew and make in person presentations to· the Evaluation Committee. Proposers should therefore be prepared to travel to Cambridge for this interview and presentation. Presentations shall be made by the staff to be assigned to the contract, and the project manager and other personnel who will be working on the project on a day-to-day basis should be present. Proposers will be expected to answer questions from the Evaluation Committee. The City will not assume any co~ts related to these interviews and presentations. , References will be contacted to determine if the proposer is responsive and responsible. References will be asked among either things about their over-all impression of the proposer's quality of services performed:_and the timeliness of service delivery. The City reserves the right to use itself as a reference and to contact references other than those submitted by the proposer. After evaluation of the non-price proposals is complete, the price proposals will be opened. The price proposals will be evaluated and ranked solely by price by the Purchasing Agent. The contract will not necessarily be awarded to the proposal that receives the highest ranking with respect to the price proposal. The City will award the contract to only one responsive and responsible proposer submitting the most advantageous proposal taking into consideration the proposals' quality requirements, evaluation criteria and composite ratings, interview, references 5

File No. XXXX, Request for Proposal for Executive Recruitment- City Manager by 11:00 AM on Thursday,)CXJ{XJ{,2016 DRAFT · and price. Before awarding the contract, the City may request additional information from the proposer. The City reserves the right to reject any and all proposals if it determines that the criteria set forth have not been met or for any other reason. · I About the City of Cambridge The City of Cambridge, Massachusetts is a vibrant, diverse city with a population of approximately 105,000 and a fiscal year 2016 operating budget of $524 million. Adjacent to Boston, Cambridge is a unique urban comrimnity with a strong mix of cultural, social and economic diversity, intellectual vitality, and technological innovation. The demographics of our diverse population include 66.6% White, 11.7% Black, 15.1% Asian, 6.6% other with 7.6% of residents with a hispanic background (2010, US Census)~ Approximately 32% of the residents of Cambridge home language is a language other than English. The City of Cambridge has a strong commitment to and supports the development and preservation of affordable housing throughout the City. The Community Development Department's Housing Division works with non-profits, the Cambridge Housing Authority, and private owners to provide a wide range of housing options for residents including an inventory of 7,670 affordable housing units for low to moderate income Cambridge residents. The City of Cambridge similarly has a strong commitment to maintaining the economic diversity that exists in the City, and as one measure of that commitment, the 2014 statistics oft];le M~ssachusetts P~pmiment of Elementary and Secondary Education reflect that over 45% of the childten in the Cambridge public schools receive free or reduced lunches. The City of Cambridge is home to unparalleled educational institutions such as Harv.ard University, Massachusetts Institute of Technology, and Lesley University. With over 100,000 people located in a 6.5 mile area, Cambridge preserves the neighborhood intimacy of a small city while serving as one ofthemost·cosrnopolitan intersections of individuals and ideas in the world. The Cit)! of Cambridge is organized under the Plan E Chmier of the Massachusetts General Laws. Pursuant to the PlanE Chmier a nine (9) member City Council, including a Mayor who is elected by the nine-member Council hires the City Manager who serves at the pleasure of the City Council.· The City Council is the legislative body for the City and holds appropriation authority over the J:!.S.© of City fu11_q~. In addition to the City Manager, the City Council hires the City Auditor and the City Cleric· Pursuant to the PlanE Charter (M.G.L.c.43, § 1 04), the City Manager has broad authority "to act as chief conservator of the peace within the city; to supervise the administration of the affairs of the city; to see that within the city the laws of the commonwealth and the ordinances, resolutions and regulations of the city council are faithfully executed; and to make such recommendations to the city council concerning the affairs of the city as may to him seem desirable;.to make reports to the city council from time to time upon the affairs of the city; and to keep the city council fully advised of the city's financial condition and its future needs." The City Manager serves as the Chief Executive Officer of the City responsible for appointing, removing and overseeing virtually all City employees (with the most notable exception being School Depmiment employees), and for appointing citizens to City boards and commissions .. The City Manager 6

File No. X,'OCX, Request for Proposal for Executive Recruitment- City Manager by 11:00 AM on Thursday,~)CXJ{,2016 DRAFT works closely with the City CounCil, and prepares and presents the annual City budget to the City Council. The City Manager, as Chief Executive Officer ofthe City, is responsible for providing leadership to and administration of all City departments and services. In addition to overseeing core municipal services delivered by departments, the City Manager oversees delivery of a wide range of innovative departmental programing, from a NetZero strategic plan and climate vulnerability and preparedness process to a nationally recognized Police Depa1iment and Class 1 Cetiified Fire Depmiment. City Manager Richard C. Rossi recently announced his retirement after three (3) years as City Manager and over thiliy (30) years as Deputy City Manager. I SCOPE OF SERVICES The City of Cambridge is seeking proposals from experienced executive search consultants to assist in recruiting applicants for the position of Cambridge City Manager. The City of Cambridge's Proposed S~c,uch Process Timeline is as follows: • Community Meetings and Outreach • Candidate Recruit.m~nt • Screening and Initial Interviews • Selected Applicants Interviews • Finalist Community Forum • Finalist Interviews by City. Council • Finalist SiteVisits • Selection of New City Manager til · ·cindidate Starfba:te ······ · June 2016 J)!ly:and Augl1~t 2016 July and August 2016 Late August, 2016 Week of September 19, 2016 Week of September 19, 2016 · O::>mpleted by September 26, 2016 September 26, 2016 · ·······To be determined by the parties The successful proposer will wqrk closely with the City's Persmmel Director who will act as facilitator and administrator of the search process. The successful proposer.wilLwork with the Preliminary Screening Committee including members of the Cambridge City Council and the Personnel Director to conduct an extensive search for highly qualified candidates. The scope of work will include, but is not limited to: • Conduct all aspects of the recruitment process as facilitated by the Personnel Director and the Preliminary Screening Committee including members of the City Council. • Meet with the City Council and individual Council members to assess the Council's goals, priorities and objectives in selecting a new city manager: 7

File No. XXXX, Request for Proposal for Executive Recruitment- City Manager by 11:00 AlVI on Thursday,}0()[XJ(,2016 DRAFT • Develop and conduct a robust community and staff engagement pr9cess that includes the conduction of a minimum of 20-30 community and City staff meetings, focus groups and community forums, an online survey, and other creative measures to facilitate gaining insight into the thoughts imd opinions of key stakeholders to include City Council members, City and School staff, city, civic, university, business and community representatives, and all other interested patiies including diverse and typically underrepresented members. of the community. Provide the City Council with a written report of the results of these engagement efforts prior to the preliminary screening process. Work with the City's Personnel Director to develop the position description and Leadership Profile for the next city manager. Develop recruitment materials and conduct and engage in extensive national advertising, professional networking and other search activities including social media outlets as appropriate, to generate a diverse pool of highly qualified prospective candidates with previous experience working in an urban environment who match the established leadership profile, and includes prospective qualified candidates who may not have pursued a traditional city manager career track. Work with the Personnel Director to identify, coordinate, train and lead a Preliminary Screening Committee. Assist the Prelimiiiary Screening Committee in establishing selection criteria. Facilitate the applicant sct'eening process. Pre-screen all applications using. the selection criteria as specified within the position description aridLeadership Profile. Preserve and maintain the confidentiality of candidates to the fullest extent permitted by· law:··· Present at least 8-9 highly qualified preliminary candidates for the Preliminary Screening Committee's consideration. Provide regular search st~tus updates, prepare reports and provide recommendations to the Preliminary Screening Committee as requested, and assure the City Council and the Personnel Director is updated throughout on the search process as to progress and status. Coordinate and facilitate the interview process with initial and finalist candidates. Anange site visits with the final candidates and coordinate a finalist corninunity forum(s). 8

File No. XXXX, Request for Proposal for Executive Recruitment- City Manager by 11:00 AM on Thursday, XXXXX, 2016 DRAFT • Conduct thorough reference and background/credential verification checks of all finalist ·candidates, including use of all publicly available material such as on the internet, social media, etc. • Assist the City Council in the final selection process and in final contract negotiations with the successful candidate as may be requested and required. • Assist in facilitating a smooth transition of new leadership in the City as may be requested and required. e Conduct additional search and screening activities for prospective candidates as may be required if the first search for a candidate for the position of city manager is unsuccessful at no additional cost to the City. • The successful proposer shall act at all times in an attentive, ethical and responsible mmmer so as to represent the City of Cambridge with the utmost concern for its interests, goals and image with candidates, other communities and members of the general public. 9

File No. XXXX, Request for Proposal for Executive Recruitment- City Manager by 11:00 AM on Thursday,)C[)CXJ{,2016 DRAFT I Minimum Quality Requirements · I In order for a proposal to receive further consideration, a Vendor must unconditionally circle "Yes" in response to each question set forth in this section. The City shall reject in its entirety the proposal of any Vendor who refuses or fails to check "Yes" to each question below, or any vendor that checks "Yes" but attempts to modify, qualify or limit its affirmative response as any such proposal will be considered "Unacceptable." The Vendor shall also attach to its proposal any and all information or documentation requested in this section of the RFP. · 1. The firm has national experience recruiting city managers or other similar chief executive officers or leaders of municipalities of similar size and population as demonstrated by a history of positions successfully recruited over the past five (5) years. Successful accomplishment of the aforeme1itioned requirement must be documented by a list of municipalities for which candidates have been recruited and the positions filled by recruited candidate. YES NO 2. The firm has the capacity to gener1;1te the necessary. advertisements, brochures, professional networking, social media, and other recruitment outreach and candidate evaluation as evidenced by documented past experience and samples of adve1tisements, brochures, and recruitment and evaluation strategies that should be included in the technical proposal and to fulfill all other requirements ofthe scope of services within the project schedule. YES NO 3. The firm has managed successful community engagement components of a city manager search process. YES NO 4. Th~ flrm has provided a list of references that includes the name of each such municipality, the titl~ of the position for which the search was conducted, the name of the reference and contact iriformation, the population of the municipality, and the year in whieh the search was perfoimed. · YES NO 5. The firm must be able to mobihze and fulfill the scope of services in time for a final vote by 'the City Council to hire. a new city manager by no later than September 26, 2016. YES NO 6. The firm is available to begin work immediately upon execution of the contract. YES NO If Addenda issued by the City, this proposal includes addenda numbered:~~~~~~ THIS FORM MUST BE SUBMITTED WITH YOUR NON-PRICE PROPOSAL 10

Fil~ No. XXXX, Request for Proposal for Executive Recmitment- City Manager by 11:00 AM on Thursday, XXXXX, 2016 DRAFT I COMPARATIVE EVALUATION CRITERIA Successful proposals will include at a minimum infonnation relating to the each of the criteria below. Responses to this Request for Proposal will be evaluated according to the following criteria, which are intended to assist the City in evaluating the proposals. Responses to the following areas should be complete. Each responsive and responsible proposal shall be assigned a composite rating using the categories of "highly advantageous" "advantageous" and "not advantageous." I. Experience Highly Advantageous: The Proposer has five (5) or more years of experience in conducting successful city manager search processes, and during the past five (5) years has completed at least five (5) successful searches for a city manager or similar leadership position, at least two (2) of which are in municipalities of similar or greater size and demographics as Cambridge, Massachusetts. Advantageous: The Proposer has five (5) or more years of experience in conducting successful city manager search processes, and during the past three (3) years has completed at least three (3) successful searches for a city manager or similar position in municipalities, at least one (1) of which is in the New Englangregion. Not Advantageous:,·-Tn.e·Propose(has fewerthantli.te·e (3}years of experience in successful similar executive searches for municipalities or has completed only one (1) successful search for a city manager or similar position. H. Key Persminel and Capacity Highly Ad:vantageous: Th~"£ropos~Lhas more than five (5) consultants on staff to perform city manager searches AND the key personnel identified by the Proposer to work with the Preliminary Screening Committee and the Cambridge City Council has five (5) or more years of consulting experience in conducti~g city manager searches. Advantageous: The Proposer has more than three (3) consultants on staff to perform city manager searches AND th~ key personnel identified by the Proposer to work with the Preliminary Screening Committee and the Cambridge City Council and has at least three (3) or more years.of consulting experience in conducting city manager searches . . Not Advantageous: The Proposer has three (3) orless consultants on staff to perform city manager searches OR the key personnel identified to work with the Preliminary Screening Committee and the Cambridge City Council and has conducted no more than one (1) city manager or similar executive search OR the key personnel identified to work with the Preliminary Screening Committee and the Cambridge City Council has less than three (3) years of consulting experience in conducting city manager searches. 11

File No. XXXX, Request for Proposal for Executive Recruitment- City Manager by 11:00 AM on Thursday, XXXXX, 2016 DRAFT HI. Recruitment Strategy and Search Plan Highly Advantageous: The proposal contains a clear and comprehensive recruitment strategy and search plan that addresses all of the objectives stated in the Scope of Services and Proposal submission requirements, and includes examples of how the Proposer's established network of professional contacts will be used in the search and recruitment process to attract a broad range of highly qualified candidates, including women and those from racially and ethnically diverse backgrounds. Advantageous: The proposal contains a clear and comprehensive recruitment strategy and search plan that addresses more than half of the objectives stated in the Scope of Services and Proposal submission requirements, and includes examples of how the Proposer's established network of professional educational contacts will be used in the search and recruitment process to attract a broad range of highly qualified candidates, including women and those from-racially and ethnically diverse backgrounds_,_ Not Advantageous: The proposal contains a recruitment strategy and search plan that addresses less than half of the objectives stated in the Scope of Services and Proposal submission requirements and includes examples O::fiiow the Proposei;;s--established network of professional. educational contacts will be used in the search and recruitment process to attract a broad range of highly qualified candidates, including women and those from racially and ethnically diverse backgrounds .. IV. Search Timeline Highly Advantageous: The Proposer's proposed search timeline adheres to the City's proposed search timehn.e as summarized \vithin this Scope of Services. Advantageous: The Proposer's proppsed search timeline is reflective of the City's proposed search time line as summarized. withinthis Scope of Services with slight recommended modifications .. , Not Advantageous: The Proposer's proposed search timeline is not reflective of the City's proposed search timeline as summarized within this Scope of Services and reflects significant recommended modifications. i. · V. Applt·oach to Community Engagement Highly Advantageous: The proposal provides more than three (3) examples where the firm has organized and conducted community forums, surveys and other means of generating community involvement, including outreach to diverse members of the community; and has organized, trained and facilitated community working groups as part of an executive seatch process, with one of these examples leading to the hiring of a city manager. 12

Fil.;J No. XXXX, Request for Proposal for Executive Recruitment- City Manager by 11:00 AM on Thursday,)8(JCXJ{,2016 DRAFT Advantageous: The ptoposal provides at least three (3) examples where the firm has organized and conducted community forums, surveys and other means of generating comniunity involvement, including outreach to diverse members of the community and has organized, trained and facilitated community working groups as part of an executive search process, with one of these examples leading to the hiring of a city manager. Not Advantageous: The proposal provides less than three (3) examples where the firm has organized and conducted community forums, surveys and other means of generating community involvement, and has organized, trained and facilitated community working groups as pmi of an · executive search process, with one of these examples leadin~ to the hiring of a city manager OR the examples provided include limited or no examples of outreach to diverse members of the community. VI. Recruitment Materials Highly Advantageous: The proposal includes samples of advertisements, brochures. and other forms of candidate outreach from at least five (5) different city manager searches, with at least one (1) involving a City Manager search for a municipality in Massachusetts. Advantageous: The proposal includes samples of adve1tisements, brochures and other forms of candidate outreach from at least three (3) different executive searches, with at least one (1) involving city manager search. · · · ··· ··- ···· ·· · · •' . .. . Not Advantageous: The proposal includes fewer than three (3) samples of adve1tisements, brochures and other forms of candidate outreach or none involve a city manager search. VH. References . Highly Advantageous: The Proposer provides at least five (5) sources of favorable references for city manager searches performed:'within the past three (3) years. Advantageous: The Proposer provides at least three (3) sources of favorable references for city manager searches performed within the last three (3) years. NotAdvantageous: "tlie, Propcfs_er.provides less than three sources offavorablereferences OR provides less than three squrces of favorable references for city manager searches performed within the last three (3) years. · · VIII. Interview/Presentation (Should the Evaluation Committee decide to conduct interviews/presentations) Highly Advantageous: The Proposer had all integral members of its search team at the interview/presentation and gave an organized, mticulate presentation that responded to all elements of the Scope of Services and gave complete, directed responses to all questions asked. 13

File No. XXXX, Request for Proposal for Executive Recruitment- City Manager by 11:00 AM on Thursday, XXXXX, 2016 DRAFT Advantageous: The Proposer had all integral members of its search team at the interview/presentation and gave a fairly organized, articulate presentation that responded to many elements of the Scope of Services and gave complete, directed responses to all questions asked. Not Advantageous: The Proposer had some ofthe integral members of its search team at the interview/presentation and/or gave a poorly organized presentation that responded to few elements of the Scope of Services. Successful attaimnent of the above criteria to be at the discretion of the City of Cambridge. 14

File No. xxx_x, Request for Proposal for Executive Recruitment- City Manager by 11:00 AM on Thursday, XXXXX, 2016 DRAFT REQUIRED SUBMISSIONS 1. Price Proposal Fonn (found on p. XXX). The Price Proposal form must be submitted in a sealed envelope marked Pdce Proposal, separate from the proposal. AU other submissions below MUST be included with the non-price proposal. 2. Quality Requirements Fonn (found on p. XXX) 3. Anti-Collusion and Tax Compliance Form (found on p. XXXX) 4. CORI Compliance Form (found on p. XXX) 5. Wage Theft Prevention Celiification (found on p. XXX) 6. Resumes of individuals assigned to this contract 7. List of references that includes the name ofthe City,the title of the position for which the search was conducted, the name of the reference and contact information, the size of the City (population), aild the year infVliich the search wa~fpeiformed. 15

File No. XXXX, Request for Proposal for Executive Recruitment- City Manager by 11:00 AM on Thursday, XXXXX, 2016 DRAFT PRICE PROPOSAL This Price Proposal form must be submitted in a sealed envelope marked Price Proposal. separate from the proposal. Failure to adhere to this instruction will result in automatic disqualification of your proposal. Price must remain firm for the entire duration of the contract. Expenses should be estimated and included in the below fee and shall be billed and paid at actual cost. If the amount of the actual expenses incurred by the successful proposer to fulfill the scope of services exceeds the anticipated amount of expenses included in the below submitted fee, there will be NO amendment to increase the contract to cover expenses incuned to fulfill the scope of services. The price submitted below must include ALL fees and estimated expenses including but not limited to consultant travel expenses and advertising and recruitment costs. Total Price Submitted $ __ ~----------- + $10,000.001 Total Price Submitted Plus Contingency $-------'-~------- Total Price Submitted Plus Contingencyin words: ----------------------------------~--------------------- Please include a supplemental sheet with an itemized bteakdown of the fee including: . . J ·.LHmJdy Rates ciLe_a_ch staff nu~mber assjgned to the contract 2. Anticipated Travel Expenses (which will be billed and paid at actual cost) 3 .. Anticipated Adve1tising Expenses (which will be billed and paid at actual cost) 4. Oth.er Name ofBidder: ----------~------------------------------------- Signature of Bidder: ------------------------------~--------------- 1 This amount will be added to the successful proposer's contract in the event the City's has a need for additional services. Any services intended to billed as additional services must be agreed to in writing by the City and billed at the rates attached in the supplemental pricing sheet requested. The City will not be responsible for paying for any additional costs/expenses/fees not included in the total price submitted above that have not been specifically authorized and approved in writing by the City in advance of incurring the expenses. 16

File No. XXXX, Request for Proposal for Executive Recruitment- City Manager by 11:00 AM on Thursday, XXXXX, 2016 DRAFT If Addenda issued by the City, this proposal includes addenda numbered:~~~~~~ Signature of Individual submitting proposal: ____ _ Name ofbusiness: ---------~~~~~~~~~~~~~~~-= Address ofBidder: ______ ~~~~~~~~~~~~~~~~~~~ Telephone Number:-----~~~~~~~~~~~~~~~~~~= Email Address: -------------~-------------- Please check one of the following and insert the requested information: ( ) Corporation, incorporated in the State of:, _____ -,---,--'--~~~~~~~~~ ( ) Pminership. Names of partners:, __ ~~-----~~~~~~~~~~~= ( ) Individual _________________________ _ \ THIS PRICE PROPOSAL FORM MUST BE SUBMITTED IN A SEPARATE SEALED ENVELOPE MARKED PRICE PROPOSAL 17

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