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HomeMy WebLinkAboutRFP Chief of Police Recruitment Services 2022 Final REQUEST FOR PROPOSAL CHIEF OF POLICE RECRUITMENT SERVICES 5/2022 TABLE OF CONTENTS I. OVERVIEW AND BACKGROUND II. INVITATION TO SUBMIT III. QUALIFICATIONS OF CONSULTANTS IV. TERMS AND CONDITIONS V. COLORADO OPEN RECORDS ACT EXHIBITS: Exhibit A Disclosure Statement Exhibit B Consultant Distribution List Exhibit C Organizational Chart Exhibit D Police Department Organizational Chart I. OVERVIEW AND BACKGROUND The Town of Estes Park, Colorado, is seeking qualifications for Chief of Police Recruitment Services from competent firms. The selected Consultant will assist the Town in selecting the next Chief of Police as outlined in the request for proposals (“RFP”). The Town is located in Larimer County, nestled in the mountains at the eastern entrance to Rocky Mountain National Park (RMNP), 70 miles northwest of Denver. The Town’s superlative location is one of its primary strengths, with easy access to world-class outdoor recreation, urban amenities, and Denver International Airport (90 minutes). Surrounded by some of the most spectacular scenery in the Rocky Mountains, Estes Park is a well-known tourist destination, with more than 4 million people visiting RMNP annually, staying in Estes Park’s 150 lodging establishments, and dining at one of the many restaurants in town. A wide variety of wildlife is found throughout the valley including elk, deer, birds, and bighorn sheep. The Town is a municipal corporation and was incorporated in 1917. As a statutory Town, it operates according to the State Constitution, the laws of the State of Colorado, and the ordinances adopted by the Town Board. The Town is governed by a Board of six Trustees and the Mayor. The Mayor is elected at- large for a four-year term and the Trustees are elected at-large for staggered four-year terms of office. The Town has a Board-Administrator form of government and the Town Administrator serves at the Board’s pleasure. The Police Department is comprised of twenty-three (23) sworn personnel and sixteen (16) civilian employees. The sworn positions include Chief, Captains, Administrative Lieutenant, Sergeants and Officers. There are three (3) sergeants and seventeen (17) officers. A dedicated officer serves as a School Resource Officer who manages the seasonal Community Services Officer program. The civilian positions include Police Communications Center, Restorative Justice, Code Enforcement Officer, Police Records Technician and Executive Assistant. Please see Exhibit D for the Police Department organizational chart. The Police Department is accredited through the Colorado Association of Chiefs of Police and the Communication Center is accredited through the International Academies of Emergency Dispatch® (IAED) as an Accredited Center of Excellence (ACE). The department has an operating budget of $6,357,852 in 2022. II. INVITATION TO SUBMIT Date of Request: May 2, 2022 Due Date for Proposals: May 16, 2022 The Town will accept electronic proposals for Chief of Police Recruitment Consulting Services until 5:00 pm on Monday, May 16, 2022, at hr@estes.org. Please do not use Bidnet to submit your proposal. Questions pertaining to the specifications of this RPF should be directed to Jackie Williamson at (970) 577-4771 or jwilliamson@estes.org and will be accepted until Wednesday, May 11, 2022. It is the responsibility of the prospective consultant to contact Jackie Williamson to verify receipt of questions. No proposals received after the due date will be considered, and any proposals received after the deadline shall be discarded. Sole responsibility rests with the Consultant to see that its proposal is received on time. Proposals must meet or exceed requirements contained in this RFP. The material shall be complete, organized, easy to follow and cross-referenced to the requirements of the RFP. The Request for Proposals does not bind the Town to accept a submittal when, in the Town’s sole discretion, the Town determines not to do so. All notifications and addendums will be issued through the Town’s Human Resources Department. The Town will review all bids for this Project, with final scope and fees to be negotiated with the most qualified firm. The RFP will be posted on the Town’s website www.estes.org/rfp, the Colorado Municipal League website, the Colorado Association of Chiefs of Police and the International Association of Chiefs of Police. TIMELINE: May 2, 2022 Publish Request for Proposals May 11, 2022 Deadline for submission of questions and clarifications of the RFP by 9:00 am M.S.T. May 16, 2022 Deadline for submission of Proposals 5:00 PM M.S.T. May 23, 2022 Tentatively - Interviews of short list Consultants during this week May 30, 2022 Tentatively - Begin negotiations of final scope of work and fees with selected firm The Town reserves the right to modify this timeline at any time. Should the proposal submission deadlines change, prospective proposers will be notified. III. QUALIFICATIONS OF CONSULTANTS 1. Provide the name and home office address of your organization. Describe what type of business entity your organization is (corporation, general partnership, limited liability company, etc.). Indicate what state your business entity was incorporated or formed. Indicate whether the firm is local, regional, national or international. 2. Provide a brief history of your business including year of operation, general business description, number of clients serviced, types of services generally offered, size of firm, and a statement of philosophy of customer service levels provided to clients. 3. Detail qualifications and previous executive search experiences, especially for local governmental entities specific to Chief of Police processes. Describe the experience of the firm in the past thirty-six (36) months in performing similar services. 4. Identify the key personnel of the business who will be assigned to perform services for the Town, and who will provide continuing support throughout the term of the Agreement. Provide resumes stating qualifications for key personnel and provide a statement as to the availability, continuity , and accessibility of the individuals who would be assigned to the Project. 5. Provide your recruitment work plan. Describe your proposed strategy to complete the recruitment, including a general statement of the philosophy of the firm. Provide a detailed proposed Project schedule and confirm that your firm can meet the Project schedule. Project schedule should include staff and community stakeholder meetings with Chief of Police candidates. 6. Indicate any additional information for the consideration of your firm’s qualifications for conducting this Project. 7. Discuss the general nature and extent of benefits that the Town of Estes Park is reasonably likely to experience as a result of these services. 8. List five (5) current/recent clients (municipal/government/Colorado communities preferred) for whom your firm has provided executive search services for in the last thirty-six (36) months, specifically Chief of Police. For each client, the list must specify the type of work performed by your company, the size of the client’s organization and the period of time retained as a client. Provide telephone numbers and contact names for references. 9. Complete the attached Disclosure Statement and return with your proposal. IV. TERMS AND CONDITIONS Consultants are advised of the following terms and conditions which have been established by the Town: 1. The Town reserves the right to undertake its own investigation to evaluate a consultant. The Town shall have the sole discretion to accept or reject any, or all responses, or to abandon the submittal process. The Town may enter into negotiations with any one or more firms and may permit, at its discretion, an amendment or supplement of the firm’s response. 2. The Town reserves the right to conduct such investigations of and discussions with those who have submitted proposals or other entities as it deems necessary or appropriate to assist in the evaluation of any proposal or to secure maximum clarification and completeness of any proposal. 3. All proposals submitted must be valid for a period of one hundred eighty (180) days after the date of the proposal deadline. 4. The Town reserves the right to select the most responsive and responsible proposal that it determines meets the Town’s needs and desires. 5. The Town makes no commitments to any consultants until such time as the Town approves the negotiated agreement. 6. The Town assumes no responsibility for payment of any expenses incurred by any consultant as part of the RFP process. 7. The Town requires the selected consultant to procure and maintain policies of insurance, which at a minimum, include the following: (i) Workers’ Compensation insurance with minimum limits of Five Hundred Thousand Dollars ($500,000.00) each accident, Five Hundred Thousand Dollars ($500,000.00) disease- policy limit, and Five Hundred Thousand Dollars ($500,000.00) disease- each employee; and (ii) Comprehensive General Liability insurance with minimum combined single limits of One Million Dollars ($1,000,000.00) per occurrence and Two Million Dollars ($2,000,000.00) aggregate, applicable to all premises and operations, and including coverage for bodily injury, broad form property damage (including completed operations), personal injury (including coverage for contractual and employee acts), blanket contractual, independent contractors, products, and completed operations. (iii) Comprehensive Automobile Liability insurance with minimum combined single limits for bodily injury and property damage of not less than One Million Dollars ($1,000,000.00) each occurrence and One Million Dollars ($1,000,000.00) aggregate. (iv) Only the selected firm will be required to submit the required insurance information. This section is informational for the RFP process. 8. The final form of Agreement to be entered into between the Town and the successful consultant shall be subject to the final review and approval of the Town Attorney. 9. Failure to conform to the submittal rules, including failure to respond to each item in the request contents section of this RFP, or to follow the submittal format requested in the RFP, may lead to the rejection of the response. The submittal should contain all information necessary to evaluate the submission. 10. The successful consultant shall not, at any time, permit any individual employed by the Town to benefit because of any financial interest in the business of the successful consultant, any affiliate of the successful consultant, or any consultant subcontractor. The selected firm shall be an independent contractor and the Town shall be neither liable nor obligated to pay that entity sick leave, vacation pay or any other benefit of employment, nor to pay any social security or other tax which may arise as an incident of employment. 11. The Town will expect to enter into a written contract for services with the successful consultant, upon terms negotiated between the parties. 12. Consultants are advised that Town contracts are subject to Town’s procurement policy, and will contain provisions required by state law, in the reasonable discretion of the Town. 13. The Town shall not be liable for any costs incurred by the proposer in the preparation, production, or delivery of the proposal, contract negotiations, or for any work performed prior to the effective date of a contract. 14. The Town may, at its sole and absolute discretion reject all, or parts of any or all, proposals submitted by prospective Consultants; re-advertise this RFP; postpone or cancel the review and decision-making process for this RFP; waive any irregularities or technicalities that are not qualified as a requirement for responsiveness in this RFP or in submittals received in conjunction with this RFP; and/or determine the criteria and process whereby submittals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of these determinations or decisions by the Town. 15. All proposals submitted shall become the property of the Town and shall be held, controlled, manipulated, and retained by the Town in accordance with the Town’s policies and records retention schedule and applicable law, including the Colorado Open Records Act, C.R.S. § 24-72-401 et seq. (“CORA”). V. COLORADO OPEN RECORDS ACT The information included in this RFP is for your exclusive use in preparing a proposal. The use of the Town’s name in any way as a potential customer is strictly prohibited. The proposer acknowledges the Town is subject to CORA and the information in the proposal may be subject to public inspection and disclosure under CORA. The proposers should expect that the proposal may be viewed by the general public and competitors following the deadline for submission. If anything submitted in a proposal is marked “confidential”, “proprietary”, or otherwise stating an intention to protect the information from disclosure, the Town cannot guarantee that such demarcation is sufficient to prevent disclosure by law. EXHIBIT A DISCLOSURE STATEMENT As a condition for consideration Consultant must disclose any conflict of interest with the Town of Estes Park, including, but not limited to, any relationship with any Town of Estes Park elected official or employee. Your response must disclose if a known relationship exists between any principal of your firm and any Town of Estes Park elected official or employee. If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose a conflict may result in disqualification. This form must be completed and returned in order for your proposal to be eligible for consideration. NO KNOWN RELATIONSHIP EXISTS RELATIONSHIP EXISTS (Please explain the relationship) I CERTIFY THAT: 1. I, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the information provided herein is accurate and true as of the date; and 2. My organization shall comply with all State and Federal Equal Opportunity and Non- Discrimination requirements and conditions of employment. Print Name Title Signature EXHIBIT B CONSULTANT DISTRIBUTION LIST This RFP will be distributed directly to the following firms electronically. Other firms are not precluded from submitting proposals and may be considered. Baker Tilly, LLP 2500 Dallas Parkway, Suite 300 Plano, TX 75093 Chuck.Rohre@bakertilly.com Bob Murray & Associates 1677 Eureka Road, Suite 202 Roseville, CA 95661 apply@bobmurrayassoc.com Government Professional Solutions 510 S Williams Street Denver, CO 80209 bbauer@governmentpros.com Kimberly Miller Consulting P.O. Box 270624 Fort Collins, CO 80527-0624 dr.miller@kimberlymillerconsulting.com Koff & Associates 2835 Seventh Street Berkley, CA 94710 infokoff@KoffAssociates.com KRW Associates 411 Lakewood Circle, b916 Colorado Springs, CO 80910 info@krw-associates.com The Mercer Group 5579 B Chamblee Dunwoody Road, Suite 511 Atlanta, GA 30338 JMercer@mercergroupinc.com The Novak Consulting Group 26 E. Hollister Street Cincinnati, OH 45219 info@thenovakconsultinggroup.com Peckham & McKenney 300 Harding Blvd., Suite 106-E Roseville, CA 95678 bobbi@peckhamandmckenney.com Prothman Company 371 NE Gilman Blvd., Suite 310 Issaquah, WA 98027 info@prothman.com EXHIBIT C TOWN OF ESTES PARK - ORGANIZATIONAL CHART EXHIBIT D TOWN OF ESTES PARK POLICE DEPARTMENT ORGANIZATIONAL CHART