PIERCE COUNTY LIBRARY SYSTEM REQUEST FOR QUALIFICATIONS (RFQ) for FOR EXECUTIVE DIRECTOR SEARCH FIRMS PART 1: INTRODUCTION & RFQ TIMELINE The award-winning Pierce County Library System (Library) is seeking qualified firms to conduct a search for the next Executive Director of Pierce County Library System. The incumbent Executive Director, Neel Parikh, will be retiring effective November 1, 2014. Included herein are a call for qualifications for executive search firms, general requirements and process, and instructions for submission. Established under Washington State law Chapter 27.12 RCW, Pierce County Library System is an independent taxing district governed by a five member volunteer Board of Trustees appointed by the County Executive. The Board has sole responsibility for hiring the Executive Director. The fourth largest library system in Washington State, PCLS serves over 550,000 people in unincorporated Pierce County and 15 annexed cities and towns. For more information see: http://www.piercecountylibrary.org/about-us/default.htm A recipient of the 2013 National Medal for Museum and Library Service and the Paul G. Allen Family Foundation Creative Leadership Award, Pierce County Library System is recognized for its innovative approaches to public service and community outreach. In preparation for the incumbent Director s anticipated retirement, the Board has been working on succession planning for the past six months. Utilizing formal feedback from Board members, top-level managers and key community leaders the Board has developed a clear view of current and future needs of the Library and the issues to tend to within the community and the organization itself. This work resulted in the development of a list of Future Priorities which was used to identify Core Competencies needed in an Executive Director. These are the basis for the minimum criteria the Board will use to screen candidates as well as distinguishing competencies when selecting final candidates. These documents are available at: http://www.piercecountylibrary.org/about-us/administration/finance/default.htm More information about the Pierce County Library System, including its history, locations, services, programs, and budget may be found on our website at www.piercecountylibrary.org. Timeline January 10, 2014 February 7, 2014, 12 noon March 2014 March-April 2014 RFQ Announcement Submissions due Interviews and presentations to Board of Trustees, if requested Awardee selected Search schedule to be determined after date of award. 1 January 10, 2014
PART 2: GENERAL INSTRUCTIONS AND CONDITIONS RFQ/Executive Search Coordinator: The Library has employed an outside attorney to assist in the executive search process between the search firms, the Library Board of Trustees, and the Library staff. All questions, comments, and concerns must be addressed to the assigned attorney. Questions about the RFQ: Questions should be directed to William Holt, Attorney, by email at BHolt@gthlaw.com), by phone at (253) 620-6412, or by writing to William Holt, Attorney at Law, Wells Fargo Plaza, 1201 Pacific Avenue, Suite 2100, Tacoma, WA. 98402. The Library reserves the right to share answers publicly and with other Responders as deemed appropriate. Questions and answers may be posted on the Library s website at http://www.piercecountylibrary.org/about-us/administration/finance/default.htm. Date of Submission: Responses must be submitted no later than 12:00 noon on February, 7, 2014. Submissions received late may be deemed not responsive and may not be considered, at the Library s discretion. The Library reserves the right to extend the date of submission and will provide due notice of such date extension. Submission: To be considered for selection, Responders must provide two (2) submissions: one to the assigned attorney and the other to the Library. Submissions must be addressed as follows: AND William Holt, Attorney at Law Wells Fargo Plaza 1201 Pacific Avenue, Suite 2100 Tacoma WA 98402 Sealed Response for: RFQ for PCLS Executive Director Search Firms Email: BHolt@gth-law.com Petra McBride, Executive Assistant Pierce County Library System 3005 112th Street E. Tacoma, WA 98446-2215 Sealed Response for: RFQ for PCLS Executive Director Search Firms Email: pmcbride@piercecountylibrary.org Submission Format: Submission may be in print or electronic. Electronic supplementary information may be included along with the printed submission. Signature is required (See Part 6). Rejection of Responses: The Library reserves the right to reject any and all submissions without penalty. Any and all submissions may be rejected for any cause. Further, the Library reserves the right to cancel the search with or without reason. Award: Contract shall be awarded to the Responder who best meets the Library s need and interests that match requirements in Part 3. The Library reserves the right to waive all technicalities, irregularities and deviations of submissions from the RFQ, and to be the final judge as to which submission is accepted. Award is anticipated no later than thirty (30) days of RFQ closing. Contract: The finalist may be expected to enter negotiations for pricing and other contractual terms, including schedule, delivery, and payment. Failure to complete negotiations will result in disqualification of the Responder. Upon conclusion of negotiations, the Library and Responder may enter into a contractual agreement. Public Disclosure of Award: The Library reserves the right to treat all proposals with confidentiality prior to award. After award of the contract, all submissions will fall under the requirement by Washington State law (Chapter 42.17 RCW) that obligates the Library to make the document available for public inspection, if requested. 2 January 10, 2014
PART 3: FORM OF PROPOSAL Submission Items Responders may submit their proposals in print or electronically. Contents of proposal must include: A cover letter; Responses to all questions identified below; For each assigned person who is expected to work on the search for this position, provide a current professional resume or curricula vitae, which outline applicable experience and prior/current executive searches conducted; The lead representative named; List of references; and Rates and costs applicable for conducting an executive search, including any alternative pricing proposals. If sending electronically, send all submission materials to: BHolt@gth-law.com. All required materials listed above must be received by the submission date to be eligible. Please email all materials at once. If sending in print, send all submission materials per the instruction in Part 2. Questions Responders must answer the following questions: 1. Provide a brief description of the search firm, including history; number of years in business; and type of services provided. 2. Describe successful executive searches for organizations or entities comparable (public or private). 3. Describe the process you would propose for this search. Describe any information or resources that the Library must supply to complete the search process successfully. 4. Describe why your firm should be selected to conduct the search for a new Executive Director for the Library. 3 January 10, 2014
PART 4: EVALUATION & SELECTION The Library will evaluate each Responder s responses to each of the RFQ requirements. Proposals must be complete. However, PCLS reserves the right to waive irregularities in any proposal and/or, to request clarifying information it deems appropriate from one or more responders. Selection Committee The Selection Committee will be composed of: Board of Trustees for the Pierce County Library System o Linda Ishem, Chair o Rob Allen, Vice Chair o Donna Albers o J.J. McCamment o Al Rose Bill Holt, Attorney at Law, RFQ/Executive Search Coordinator Selection Criteria Proposals will be evaluated based on the following criteria: Quality of proposal, including finalist s approach to the search process. Qualifications of the search firm and assigned personnel Prior experience with executive searches for comparable organizations/entities. Likelihood of consultant finding a successful candidate by November 1, 2014. Ability to maintain a close working relationship with the Selection Committee for the commissioned work. Only members of the Board of Trustees of the Selection Committee will vote for the finalist. 4 January 10, 2014
PART 5: REFERENCES Provide a list of three (3) similar executive searches your company has provided to clients within the last 3 years. Include names, addresses, and phone numbers of clients for whom work was done, placing particular emphasis on services provided to public sector organizations or libraries. For each reference, include at least one member of the governing board of the entity for whom you provided the service. Entity: Contact: Phone: Search Description: Web site link: Entity: Contact: Phone: Search Description: Web site link: Entity: Contact: Phone: Search Description: Web site link: 5 January 10, 2014
PART 6: DECLARATION Company Name: Authorized Representative: Title: Phone Number: Fax Number: Email Website The undersigned Responder declares to have read and fully understand the request for qualifications and agrees to all of the terms, conditions, and provisions contained therein; and proposes and agrees that if this proposal as submitted is accepted, Responder will contract to perform in accordance with the specifications and proposals. Signature of Responder Date 6 January 10, 2014