Recruitment Services RFP.pdf

Clatsop County: Request for Executive Recruitment Services Page 1 of 12

REQUEST FOR PROPOSAL

Executive Recruitment Services

Clatsop County

800 Exchange Street, Suite 330 Astoria, OR 97103

Clatsop County is seeking a qualified executive recruitment firm to provide recruitment services to hire the next Clatsop County Manager.

Clatsop County: Request for Executive Recruitment Services Page 2

Table of Contents

Introduction 3

SECTION ONE: Instructions to Applicants 4

SECTION TWO: Proposal Submittal Procedures 6

SECTION THREE: Executive Recruiter Selection 7

SECTION FOUR: Qualifications & Compensation 8

SECTION FIVE: Scope of Services 8

Signature Page 11

Index 12

Clatsop County: Request for Executive Recruitment Services Page 3

Introduction

Clatsop County, Oregon, invites qualified executive search and recruitment firms to submit written proposals to conduct a comprehensive nationwide recruitment, candidate assessment, and selection process for the position of County Manager.

Clatsop County operates under a Home Rule Charter with a five-member Board of County

Commissioners. The County Manager serves as the chief executive officer of County operations, implementing policy set by the Board, overseeing administrative departments, and stewarding a biennial/annual operating and capital budget across coastal, rural, and urban communities.

The selected consultant will partner closely with the Board of County Commissioners and the

Human Resources Director to manage the full lifecycle of the recruitment and ensure a smooth leadership transition prior to the retirement of current county management.

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SECTION ONE: Instructions to Applicants

1.1. Notice to Applicants

1.1.1. Proposals will be received by the Clatsop County until, November 8, 2026, from firms or individuals to serve as the Clatsop County’s “Executive Recruiter” to manage the Clatsop County Manager Recruitment according to Clatsop County specifications.

1.2. Clatsop County Contact Person

1.2.1. Please direct any questions to Rebecca Cameron, Human Resource Director, at:

rcameron@clatsopcounty.gov.

1.3. Right to Reject Proposals

1.3.1. Clatsop County reserves the right to accept any proposal, which it deems most favorable to the interests of the Clatsop County and the right to reject any or all proposals or any portion of any proposal submitted, which in their opinion, is not in the best interest of the Clatsop County.

1.4. Communications

1.4.1. Any communication by Clatsop County’s contact person concerning this Request for Proposal (RFP) is not binding and shall in no way modify the RFP or the obligations of Clatsop County, a proposer or selected firm.

1.5. Changes to RFP

1.5.1. If it is necessary to make material changes to the RFP, Clatsop County will e-mail written RFP addenda to all recipients of record of the original RFP and post such addenda on Clatsop County’s website. Recipients of record are those parties that

Clatsop County directly sent a copy of the RFP.

1.6. Exceptions/Deviations

1.6.1. Any exceptions to or deviations from the requirements set forth in this RFP, must be declared in the proposal submitted by the Proposer. Such exceptions or deviations must be segregated as a separate element of the proposal under the heading “Exceptions and Deviations.”

1.7. Authorization to do Business

1.7.1. The Proposer must be authorized to do business in the State of Oregon and in the local jurisdiction in which it is located or where the work will be performed.

1.8. Pre-Contractual Expenses

mailto:rcameron@clatsopcounty.gov

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1.8.1. Clatsop County shall not be liable for pre-contractual expenses incurred by the proposer in the preparation of its proposal and proposers shall not include any such expenses in their offers. Pre-contractual expenses are defined as expenses incurred by the Proposer to: (1) prepare and submit its proposal to Clatsop County,

(2) negotiate with Clatsop County on any matters related to this RFP, and (3) any other expenses incurred by the Proposer prior to the date of award, if any.

1.8.2. Issuance of this RFP and receipt of proposals does not commit Clatsop County to award a contract. Clatsop County reserves the right to postpone the award for its own convenience, to accept or reject any or all proposals received in response to this RFP, to negotiate with more than one proposer simultaneously, or to cancel all or part of this RFP.

1.9. Withdrawal; Proposal Irrevocable for 90 Days

1.9.1. A Proposer may withdraw its proposal at any time prior to the submittal deadline by sending Clatsop County a request in writing from the same person who signed the submitted proposal. As of the deadline for submittal, any proposal received by Clatsop County and not withdrawn becomes an irrevocable offer available for acceptance by Clatsop County immediately and for 90 days thereafter.

The Proposer is responsible for the accuracy of the proposal submitted, and no allowance will be made for errors or price increases that the Proposer later alleges are retroactively applicable.

1.10. Disposition of Proposals

1.10.1. All materials submitted in response to this RFP become the property of Clatsop

County, except for information identified by the Proposer as being proprietary. A blanket statement that all contents of the proposal are proprietary will not be honored by Clatsop County. Please note that the response may be subject to

Oregon public records law, which may require the disclosure of information regarding proposals or a subsequent contract.

1.11. Immaterial Defects in Proposal

1.11.1. Clatsop County may waive any immaterial deviation or defect in a proposal.

Clatsop County’s waiver shall in no way modify the RFP documents or excuse the

Proposer from full compliance with the RFP if awarded the contract.

1.12. Written Agreement

1.12.1. The Proposer selected for contract award through this RFP shall be required to enter into a written agreement with Clatsop County governing the provision of professional services to Clatsop County. The agreement will include pertinent terms and conditions set forth in this RFP and will reflect the Proposer’s offer or the outcome of contract negotiations.

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1.12.2. It is anticipated that the Proposer may enter into separate agreements with subcontractors to fulfill the terms of this contract. Clatsop County will not be a party to those separate agreements, nor in any fashion a guarantor or indemnitor of them.

1.13. Contract Effective Date

1.13.1. If a contract is awarded through this RFP, it will be effective upon full execution of the agreement, which Clatsop County expects to be on or about December 9, 2026. No agreement with Clatsop County shall be in effect until a contract has been approved by the Clatsop County Board of Commissioners or designee and has been signed by both parties.

1.14. News Releases

1.14.1. News releases pertaining to any award resulting from this RFP may not be issued without the prior written approval of Clatsop County.

2. SECTION TWO: Proposal Submittal Procedures

2.1. Schedule

2.1.1. All proposals shall be submitted via email attention of: Clatsop County Human

Resource Department to: CountyAdmins@clatsopcounty.gov.

Issuance of RFP: October 19, 2026

Deadline to submit written questions about the RFP October 30, 2026

Proposal Due Date: November 8, 2026

Evaluation of Proposals, Finalists Selected: November 9-11, 2026

Finalist Interviews (if needed): November 12-16, 2026

Award Contract: December 9, 2026

2.2 Proposals

2.2.1 Transmittal Letter: Signed by an authorized representative of the firm; includes company name, address, contact person, phone, email, and tax ID.

2.2.2 Firm Profile & Qualifications: Brief history of the firm, size, public sector practice focus, and primary office locations.

2.2.3 Assigned Project Team: Resumes and roles of the lead recruiter(s) directly assigned to Clatsop County. Proposers must commit that designated lead staff will remain assigned through project completion.

mailto:CountyAdmins@clatsopcounty.gov

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2.2.4 Relevant Experience & Past Performance: Provide a list of executive-level recruitments specifically County Administrator/Manager or City Manager conducted within the last five years, particularly within Oregon, Washington, or comparable coastal/county jurisdictions. Include contact details for at least three client references.

2.2.5 Methodology & Work Plan: Detailed explanation of the approach to:

2.2.5.1 Engaging the Board of Commissioners and community stakeholders.

2.2.5.2 Ensuring compliance with Oregon Veterans’ Preference statutes (ORS

408.230/408.237).

2.2.5.3 Managing public records requests and confidentiality under Oregon Public

Records Law (ORS 192).

2.2.5.4 Proposed project work plan and milestone schedule.

2.2.5.5 Placement Warranty / Guarantee Terms: Clear description of replacement guarantees and warranty provisions.

3. SECTION THREE: Executive Recruiter Selection

3.1. Selection & Evaluation Process

3.1.1. An evaluation committee will score proposals using the evaluation criteria identified below. Clatsop County may also conduct interviews. The highest-rated firm will be eligible for the award of the contract.

3.1.2. Weighted Criteria:

Firm Qualifications and Executive Search Experience in County/Local Government

25%

Proposed Search Strategy, Stakeholder Engagement, and Oregon Statutory Compliance (ex. ORS 408, ORS 192)

25%

Qualifications and Direct Experience of Assigned Lead Consultant 20%

Past Performance and Client References 15%

Cost of Proposal and Overall Value 15%

Total 100%

3.2. Proposal Validity Period

3.2.1. Each proposal shall be a binding and valid offer for a period of sixty (60) days from the Proposal Due Date.

3.3. Competency of Vendor

3.3.1. To enable the Clatsop County to evaluate the competency and financial stability of a proposer, the qualifying and accepted proposer(s) shall, upon request, furnish such information as reasonably necessary. If a proposer fails to supply information

Clatsop County: Request for Executive Recruitment Services Page 8 promptly, as requested by the Clatsop County, such failure is grounds for disqualification.

4. SECTION FOUR: Qualifications & Compensation

4.1. Firm History and Experience

4.1.1. Name of firm, address, phone number

4.1.2. Provide a brief history of your firm including size, volume of business, location, number of years in business and business philosophy, and describe the visibility and influence of your firm in the executive search an recruitment field.

4.1.3. Review your firm’s experience with contacts and resource strategy regarding public entities.

4.2. Recruitment Team

4.2.1. Name the person or persons who will be directly responsible for Clatsop

County’s executive search and provide contact information. Describe their experience, professional licensing, and certifications. State their expertise, including successful recruitment strategies for similar public entity searches in comparable locations to Clatsop County.

4.2.2. Name the support representatives from your firm who will be available to assist

Clatsop County staff, contact information, and roles.

4.3. Compensation

4.3.1. Cost Proposal, submit a fixed-fee proposal detailing:

4.3.1.1. Professional consulting fees.

4.3.1.2. Reimbursable expense caps (travel, marketing/advertising placements, candidate background checks, etc.).

4.3.1.3. Additional/optional service hourly rates.

4.3.1.4. If any proposed services are in addition to the fee provided, please be specific as to what those services are, and the fee for the Clatsop County to access those services.

4.3.2. State Your Philosophy of compensation and financial disclosure transparency.

5. SECTION FIVE: Scope of Services

5.1. Position Needs Assessment & Profile Development

5.1.1. Develop Recruitment Timeline

5.1.2. Conduct Salary Survey and Market Analysis

5.1.3. Conduct individual and group interview sessions with current and incumbent members of the Board of County Commissioners, County Executive Leadership

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Team, employee representatives, and designated community/business stakeholders.

5.1.4. Evaluate leadership competencies, management style expectations, strategic priorities, and organizational culture.

5.1.5. Develop an attractive, professional recruitment brochure and comprehensive ideal candidate profile.

5.1.6. Ensure essential functions alignment with position description are captured in candidate profile to include education & experience requirements, Home Rule

Charter County Government experience, and experience with similar community complexity.

5.2. Sourcing & Outreach

5.2.1. Execute an active regional (Pacific Northwest) and national outreach strategy targeting qualified local government administrators.

5.2.2. Leverage professional networks (ICMA, OCCMA, NACO, ELGL, IPMA-HR/PSHRA) and diverse executive directories.

5.2.3. Engage passive candidates possessing strong track records in coastal/natural resource economies, collaborative intergovernmental relations, and public finance.

5.2.4. Screening, Evaluation & Statutory Compliance

5.2.5. Review all candidate application materials and supporting credentials.

5.2.6. Oregon Veterans’ Preference Compliance: Structure and administer screening rubrics, point systems, or scoring mechanisms in strict accordance with ORS

408.230 and ORS 408.237, ensuring full documentation of statutory preference points for eligible veterans and disabled veterans at each evaluation tier.

5.2.7. Conduct structured competency-based and behavioral pre-interviews.

5.2.8. Review and evaluate qualified applicant supplemental questions/writing sample.

5.2.9. Administer pre-employment background checks, credential verifications, and online presence reviews.

5.2.10. Present a recommended semi-finalist pool to the Board of Commissioners in an

Executive Session.

5.3. Finalist Interview Process, Selection, & Transition Support

5.3.1. Facilitate finalist interview panels, including:

5.3.1.1. Board of Commissioners formal interviews.

5.3.1.2. Department director / internal staff panels.

5.3.1.3. Community and stakeholder reception / panel.

5.3.2. Conduct structured competency-based and behavioral interviews using screening rubrics, point systems, or scoring mechanisms in strict accordance with

ORS 408.230 and ORS 408.237, ensuring full documentation of statutory preference points for eligible veterans and disabled veterans at each evaluation tier.

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5.3.3. Conduct comprehensive background checks on top candidates (criminal history, civil litigation, credit history, degree verifications, driving records, and in-depth reference interviews).

5.3.4. Assist the Board and County Counsel in employment agreement structuring, compensation analysis, and contract negotiations.

5.3.5. Provide written closeout debriefs and candidate communications.

5.3.6. Placement Guarantee: Provide a minimum 12-month placement guarantee. If the selected candidate separates from County service within one year of hire, the firm will conduct a repeat search without additional consulting fees (direct advertising/travel expenses only).

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REQUEST FOR PROPOSAL TO PROVIDE: Executive Recruitment Services

The undersigned Proposer warrants that he has carefully examined the Request for Proposal documents for providing the service described as follows:

“Executive Recruitment Services”

The Proposer warrants that Proposer has made such investigation as is necessary to determine the complexities and requirements of Clatsop County and, if Proposer’s proposal is accepted, Proposer will contract with Clatsop County, in the form of Clatsop County’s Personal Services

Agreement, to provide the required services as specified in the Request for Proposal document.

The Proposer further warrants that the terms and conditions contained within the Request for

Proposal document, which are, by reference, incorporated herein in their entirety, are acceptable to the Proposer and will be incorporated into any Personal Services Agreement resulting from the award of this procurement and that such terms and conditions take precedence over any conflicting terms and conditions in Proposer’s proposal.

The Proposer submits and proposes the fee schedule provided within the proposal as required within the Request for Proposal document. This proposal shall be effective for a period of sixty

(60) days from the RFP closing date.

By:

Name of Proposer: ___________________________________ Date: ________________

Authorize Signature: ______________________ _________ Title: _________________

Tax ID Number: ______________________________________ Phone: _______________

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EXHIBIT INDEX

Sample Personal Services Agreement EXHIBIT A

2027 Proposed Recruitment Timeline EXHIBIT B