RFP_5800_SLW3032_ADD_3_v1.pdf

SOLICITATION ADDENDUM

AUSTIN FINANCIAL SERVICES – CENTRAL PROCUREMENT

Revised 10/01/2024

Solicitation: RFP 5800 SLW3032 Addendum No: 3 Date: October 9, 2026

This addendum is to incorporate the following changes to the above-mentioned solicitation:

1.0 Clarifications:

a. The solicitation instructions published with the solicitation have been deleted and replaced with “Solicitation Instructions V1” in the Solicitation Package.

b. The Price Sheet published with the solicitation has been deleted and replaced with “Price Sheet V1”.

2.0 Questions:

Q1 Question: In Section 1.3(D) the RFP states: Unless otherwise expressly authorized in the Contract, the Contractor shall pass through all Subcontracting and other authorized expenses at actual cost without markup.

If the prime contractor uses an approved subcontractor to perform a portion of the core recruitment services, may the prime contractor invoice the City at the fixed or percentage-based recruitment fee established in the Price Sheet, with the subcontractor’s compensation treated as an internal cost incurred by the Prime Contractor in delivering the contracted recruitment services?

Or does Section 1.3(D) require subcontracted portions of the recruitment services to be billed to the City strictly at the subcontractor’s actual cost, without any amount attributable to the Prime Contractor’s contract administration, oversight, quality assurance, coordination, or overall responsibility for performance?

We would appreciate clarification regarding how the City intends Section 1.3(D) to apply when an approved subcontractor performs a portion of the core services covered by the established recruitment fee.

Q1 Answer: The subcontractor’s compensation may be treated as an internal cost incurred by the Prime Contractor in delivering the contracted recruitment services

Q2 Question: In Sections 10.5 and 4.9.1 it appears to require Offerors to include final-candidate travel expenses within their all-inclusive pricing. To ensure Offerors are pricing this requirement on a consistent basis, will the City please provide the assumptions Offerors should use when estimating final-candidate travel, including, as applicable:

• Anticipated number of finalists requiring travel;

• Expected number of trips per finalist;

• Geographic origin or reasonable travel-distance assumption;

• Airfare class;

• Number of hotel nights and expected lodging parameters;

• Meal/per diem expectations;

• Ground transportation requirements; and

• Treatment of airfare changes, cancellations, or other unforeseen travel expenses.

Additionally, if the City’s actual final-candidate travel requirements materially exceed the assumptions upon which an Offeror’s all-inclusive pricing is based, will the City permit an equitable price adjustment, contract amendment, or change order for the additional travel expense?

Q2 Answer: Offerors should not include a fixed estimate for candidate travel and related logistical expenses within the all-inclusive service fee. All-inclusive pricing applies to the contractor’s professional services, travel, and associated recruitment work.

Approved candidate travel, lodging, per diem, and other related recruitment expenses will be reimbursed separately at cost, in accordance with applicable City travel policies, rates, and reimbursement requirements. The City will provide the selected contractor with appropriate guidance regarding allowable expenses, including lodging and per diem rates. All reimbursable expenses must be properly documented and supported by applicable receipts or other required documentation prior to reimbursement.

The number of finalists requiring travel and the number of trips may vary by recruitment. Typically, finalist interviews include at least one in-person visit to Austin. In some cases, a smaller group of top candidates may be asked to return for an additional meeting with senior leadership; however, the City generally seeks to consolidate interviews and related activities into a single trip whenever practical.

Q3 Question: Please confirm the Total Proposal Value (Aggregate) the City will use to determine Local and Small Business Preference points under Section 10.8. Because the Pricing Submittal requests fee structures for individual recruitment engagements and the solicitation provides no estimated quantities or total contract value, will the applicable preference tier be based on the City’s anticipated five-year contract authorization, the value associated with each focus area, or another amount?

Q3 Answer: The Total Proposal Value (Aggregate) is intended to capture the aggregate estimated contract value. This value includes the combination of estimated spend across all categories and the total potential term of the contract. For the purposes of evaluation for this solicitation, all Offerors will be evaluated based on the aggregate estimated contract value falling between $500,000 and $50 million, regardless of the number of categories proposed by each Offeror.

Q4 Question: The City’s Small Business Procurement Program identifies NCTRCA Minority Business Enterprise certification as a recognized certification. We hold an active NCTRCA MBE certification. Please confirm whether holding this active recognized certification is sufficient for us to select “Offeror is a Small Business” and receive the prime preference, or whether we must separately demonstrate compliance with the current SBA size standard for the applicable NAICS code at the time of proposal submission.

Q4 Answer: Holding the active recognized certification is sufficient. To receive small business preference, you must fully complete the small business preference form in the offer and certifications packet with the certification information.

Q5 Question: The Pricing Submittal provides a single “Price” field for each recruitment category. We typically calculate the direct-hire recruitment fee as a percentage of the selected candidate’s first-year annual base salary. Please confirm whether Offerors must enter a fixed flat fee for each category, regardless of the selected candidate’s actual salary, or whether the Price may be expressed as a percentage of first-year base salary. If a fixed dollar fee is required, please provide the salary assumptions or ranges Offerors should use to ensure comparable pricing.

Q5 Answer: A fixed flat fee is required. The City will not provide salary ranges.

Q6 Question: Do all the provisions laid out in the Workers' Compensation Insurance Coverage (Workers Compensation Insurance Requirements document) apply for this project even though it’s not a building/construction project?

Q6 Answer: Yes. Insurance requirements are detailed in Section 1.40 of the Terms and Conditions.

Q7 Question: The RFP states that the City averages approximately 20 executive vacancies at a time. How many searches does the City expect to assign to contractors during the initial 12-month term, and what types of positions are anticipated?

Q7 Answer: It varies on the recruitment strategy selected by the hiring authority but at any given time, Contractors can be involved in 3 to 5 on average annually.

Q8 Question: Are there specific positions the City expects to begin recruiting shortly after contract award?

Q8 Answer: Not at this time, the City does not have specific positions identified for recruitment immediately following contract award. Executive and specialized recruitment needs are generally driven by organizational changes, retirements, vacancies, and other evolving business needs. Accordingly, the City does not currently have a forecast of anticipated recruitments or planned additions.

Q9 Question: Will offerors be evaluated separately for each focus area selected in Attachment A, and may one firm be awarded multiple focus areas?

Q9 Answer: That is correct.

Q10 Question: Under what circumstances will work be assigned to a Secondary Contractor rather than the Primary Contractor?

Q10 Answer: The City will start with the Primary Contractor for recruitments in their respective focus areas; however, the City reserves the right to assign services to the Secondary Contractor if deemed necessary by the City. This could be for a variety of reasons.

Q11 Question: How will individual searches be authorized and assigned to the selected contractors?

Q11 Answer: The City intends to award contracts by the industry/focus “focus” areas detailed in Attachment A. Each focus area will award a Primary Contractor. The City reserves the right to award a Secondary Contractor for each focus area based on City needs. The highest evaluated Offer in each focus area will be awarded as the Primary Contractor for that focus area. The second highest evaluated Offer in each focus area will be awarded as the Secondary Contractor for that focus area. The City will start with the Primary Contractor for recruitments in their respective focus areas; however, the City reserves the right to assign services to the Secondary Contractor if deemed necessary by the City.

Q12 Question: How will pricing be evaluated—by totaling all pricing categories equally or by applying estimated quantities or weights?

Q12 Answer: Applying estimated quantities and weights.

Q13 Question: How will the aggregate proposal value be calculated for Local and Small Business Preference points under this indefinite-quantity contract?

Q13 Answer: The Total Proposal Value (Aggregate) is intended to capture the aggregate estimated contract value. This value includes the combination of estimated spend across all categories and the total potential term of the contract. For the purposes of evaluation for this solicitation, all Offerors will be evaluated based on the aggregate estimated contract value falling between $500,000 and $50 million, regardless of the number of categories proposed by each Offeror.

Q14 Question: When does the 16-week search timeline begin, and will delays caused by City approvals or scheduling extend that timeline?

Q14 Answer: The 16-week search timeline begins with the formal intake meeting between the City and the selected search provider, following the City’s selection of a vendor whose qualifications and approach align with the specific recruitment.

If delays occur due to City approvals, scheduling, or other City-related factors, the search timeline may be extended accordingly.

Q15 Question: Does the City require a minimum number of candidates in each slate, and will contractors evaluate internal candidates?

Q15 Answer: The City does not require a specific minimum number of candidates for each slate. However, the selected contractor is expected to develop a slate with a sufficient number and quality of candidates to support a meaningful and competitive selection process aligned with the requirements and expectations of the position.

Contractors will also evaluate internal candidates as part of the recruitment process. Internal candidates may be screened and assessed by the Contractor and, based on their qualifications, advanced for consideration through the established selection process.

Q16 Question: Please clarify the division of responsibility between the City and the contractor for interview logistics and stakeholder or community-engagement activities.

Q16 Answer: The contractor is expected to be actively involved in interview logistics and stakeholder or community engagement activities, working in close collaboration with the City’s executive recruitment consulting team.

For interview logistics, the contractor generally leads or coordinates the recruitment process, while the City provides internal support as needed. This may include assisting with facility and room reservations, providing internal contact information, coordinating access to City resources, and supporting scheduling through the City’s Outlook environment.

For stakeholder and community engagement activities, the contractor is also expected to provide guidance, structure, and support. For larger-scale engagement efforts, such as community meet-and-greets, public forums, or activities conducted through community engagement platforms, the City will take a more active role in partnership with the contractor. This may include coordinating the engagement platform or venue, helping develop questions and schedules, and providing collected feedback to the contractor. The contractor may then be asked to analyze, organize, and summarize that feedback for consideration by the hiring authority.

Overall, these activities are collaborative, with responsibilities shared between the City and the contractor based on the scope and needs of each recruitment.

Q17 Question: For all-inclusive pricing, what assumptions should offerors use regarding the number of finalist candidates requiring travel and the number of anticipated trips?

Q17 Answer: Offerors should not include a fixed estimate for candidate travel and related logistical expenses within the all-inclusive service fee. All-inclusive pricing applies to the contractor’s professional services, travel, and associated recruitment work.

Approved candidate travel, lodging, per diem, and other related recruitment expenses will be reimbursed separately at cost, in accordance with applicable City travel policies, rates, and reimbursement requirements. The City will provide the selected contractor with appropriate guidance regarding allowable expenses, including lodging and per diem rates. All reimbursable expenses must be properly documented and supported by applicable receipts or other required documentation prior to reimbursement.

The number of finalists requiring travel and the number of trips may vary by recruitment. Typically, finalist interviews include at least one in-person visit to Austin. In some cases, a smaller group of top candidates may be asked to return for an additional meeting with senior leadership; however, the City generally seeks to consolidate interviews and related activities into a single trip whenever practical.

Accordingly, offerors should anticipate that reimbursable travel and logistical costs will vary based on the structure and needs of each individual recruitment.

Q18 Question: Will contractors use their own applicant-tracking systems, the City’s system, or both?

Q18 Answer: For the executive and specialized recruitments contemplated under this solicitation, contractors will generally use their own application and candidate management systems. The City reserves the right to require the Contractors use City systems in the future.

The City may post information about the opportunity on its careers website or other City channels, including the position title, opening information, and related recruitment details. Prospective applicants will then typically be directed to the contractor’s application process for submission, screening, and candidate management.

Once a candidate is selected and moves into the City’s hiring process, certain City-required steps must also be completed within the City’s systems. These may include background checks, employment-related documentation, and other standard pre-employment or onboarding requirements. Some of these steps may duplicate information or processes previously completed by the contractor; however, they remain required as part of the City’s standard hiring process.

Q19 Question: Which background checks and assessments will be performed by the City, and which must be included in the contractor’s services?

Q19 Answer: The contractor is expected to conduct appropriate due diligence as part of the recruitment and candidate evaluation process. This should include, as applicable to the position, reference checks, media or public-record searches, verification of credentials and employment history, and other reasonable background review necessary to validate information provided by the candidate and identify potential concerns or risks. The contractor should use its professional judgment and established practices to ensure candidates presented to the City have been appropriately vetted.

The City will separately complete its own required pre-employment and compliance processes for the selected candidate. These City-required steps generally occur after an offer has been accepted and may include a formal criminal background check and other verifications required for employment at the executive or senior leadership level.

The City may also require additional compliance activities that are specific to City employment, including financial disclosure requirements and other documentation or reviews required by City policy, senior leadership, or applicable law.

With respect to assessments, the City often utilizes customized, non-standard assessments developed specifically for the recruitment, with an associated evaluation matrix. If an external or specialized assessment is requested that requires a third-party provider or is specific to a particular position, that assessment may be included as an additional cost to the individual recruitment. Third-party assessment expenses should be billed at cost and appropriately documented.

The City’s completion of its own compliance requirements does not replace the contractor’s responsibility to conduct appropriate candidate due diligence during the recruitment process.

Q20 Question: How will contractors be compensated if a search is suspended, canceled, substantially changed, or filled internally after work begins?

Q20 Answer: If a search is suspended after work has begun, the contractor will be compensated for work completed through the point of suspension in accordance with the agreed payment structure. If the recruitment resumes within a reasonable period and the scope remains substantially the same, the contractor would be expected to continue the engagement, with remaining payments continuing through completion of the search.

If a search is canceled after authorized work has begun, the contractor will be compensated for work performed in accordance with the applicable project terms and payment schedule. A cancellation by the City does not eliminate payment for work already completed.

If the position or scope of the recruitment is substantially changed after work has begun, the City and contractor will discuss the impact of that change and determine whether the existing engagement can reasonably be continued or whether a revised scope, proposal, or fee arrangement is appropriate. The City anticipates that significant changes of this nature would generally be identified before launch or during the early stages of a recruitment.

If the position is filled internally, by appointment, or through another City decision after the search has begun, the contractor will still be compensated in accordance with the project terms for the work performed. This includes circumstances in which an internal candidate who participated in the contractor-led recruitment process is ultimately selected for the position.

Q21 Question: Does the 12-month replacement guarantee require the contractor to cover travel, advertising, assessments, and other third-party expenses in addition to professional fees?

Q21 Answer: The 12-month replacement guarantee applies to the contractor’s professional search fees and does not require the contractor to absorb all travel, assessment, advertising, or other third-party expenses associated with a replacement search.

Approved third-party expenses, including specialized assessments and candidate travel, would generally remain reimbursable at cost in accordance with the City’s requirements and applicable documentation standards.

Advertising expenses will depend on the nature of the placement. The City may identify certain standard executive recruitment outlets or professional associations where advertising is expected, and approved costs for those placements would be reimbursable. However, advertising, sourcing tools, databases, or other recruitment resources selected independently by the contractor as part of its normal strategy for identifying and developing the candidate pool should be included within the contractor’s professional fee and would not be separately reimbursed.

Accordingly, the replacement guarantee is intended to cover the contractor’s professional services, while approved and specifically authorized third-party expenses may be reimbursed separately.

Q22 Question: For Section 10.3, may an offeror include relevant executive and specialized recruitment experience performed by its principal/key personnel prior to the formation of the firm, provided the experience is clearly identified as the individual's prior professional experience?

Q22 Answer: Offerors should include in their response any information they believe is relevant to demonstrating their qualifications, capabilities, and ability to meet the requirements of the solicitation.

Offerors are encouraged to provide information they consider pertinent to their proposed approach and that will assist the City in evaluating their offer.

Q23 Question: May references verify relevant recruitment work performed by the proposed principal/key personnel while employed by another organization, or must references be limited to engagements performed under the current firm?

Q23 Answer: Offerors should include in their response any information they believe is relevant to demonstrating their qualifications, capabilities, and ability to meet the requirements of the solicitation.

Offerors are encouraged to provide information they consider pertinent to their proposed approach and that will assist the City in evaluating their offer.

Q24 Question: Please confirm the Local Business Preference and Small Business Preference evaluation points identified in Sections 10.6–10.8 and 11.1 apply to RFP 5800 SLW3032 for Executive Recruitment and Specialized Recruitment Services.

Q24 Answer: That is correct. To receive preference, you must fully complete the forms in the offer and certifications document.

Q25 Question: Please confirm whether an Offeror must hold one of the City’s recognized small-business certifications at the time of proposal submission in order to receive Small Business Preference points, and whether a non-certified prime may receive partial Small Business Preference points by committing at least 5% of the contract value to qualifying certified small-business subcontractor(s).

Q25 Answer: Yes, all certifications must be valid at the time of proposal submission. Prime vendors may receive points by using certified subcontractors as shown in Section 10.8 of the Solicitation Instructions.

Q26 Question: How many searches in the Convention/Event/Venue Management focus area has the City outsourced in each of the past three years, and what were the titles, search fees, and total spend for each search?

Q26 Answer: None.

Q27 Question: Candidate travel costs: Is the search firm required to absorb all candidate airfare, hotel, ground transportation, and other travel expenses within the quoted search fee, or can approved travel expenses be reimbursed separately at actual cost?

Q27 Answer: Offerors should not include a fixed estimate for candidate travel and related logistical expenses within the all-inclusive service fee. All-inclusive pricing applies to the contractor’s professional services, travel, and associated recruitment work.

Approved candidate travel, lodging, per diem, and other related recruitment expenses will be reimbursed separately at cost, in accordance with applicable City travel policies, rates, and reimbursement requirements. The City will provide the selected contractor with appropriate guidance regarding allowable expenses, including lodging and per diem rates. All reimbursable expenses must be properly documented and supported by applicable receipts or other required documentation prior to reimbursement.

The number of finalists requiring travel and the number of trips may vary by recruitment. Typically, finalist interviews include at least one in-person visit to Austin. In some cases, a smaller group of top candidates may be asked to return for an additional meeting with senior leadership; however, the City generally seeks to consolidate interviews and related activities into a single trip whenever practical.

Accordingly, offerors should anticipate that reimbursable travel and logistical costs will vary based on the structure and needs of each individual recruitment.

Q28 Question: What is the intended number of awards (approximate number)?

Q28 Answer: The City anticipates establishing a pool of approximately 20 firms under this solicitation. Of that total, approximately 10 to 15 firms are expected to have a primary focus on executive recruitment across the leadership areas most needed by the City.

Within that executive recruitment group, the City expects there to be a mix of both generalist and specialized firms. Some firms may demonstrate strength in areas such as public safety, aviation, utilities, or other executive functions, while others may have broader experience supporting a wide range of municipal and public-sector leadership recruitments. The City views that diversity of expertise as beneficial and anticipates selecting firms based on the needs of each individual recruitment.

The City also anticipates including approximately 5 to 7 firms with specialized recruiting expertise in functional or technical areas that may be used on an occasional basis. These may include areas such as legal, utilities, public works, technical disciplines, skilled professions, and other specialized functions.

The final number and mix of firms may vary based on the qualifications and capabilities represented in the proposals received. The intent is to maintain a strong and diverse group of executive search partners while also ensuring access to firms with specialized expertise when those needs arise.

Q29 Question: What are the estimated funds allocated for this contract?

Q29 Answer: The total funding allocated for this contract has not yet been determined. The previous iteration of this contracting program was a multi-million-dollar agreement, including available extension periods; however, historical value should not be interpreted as a commitment or guarantee of funding under this solicitation.

The anticipated contract value will be determined as the solicitation and contracting process progresses, based on projected needs, contract structure, and available funding. The final authorization will be subject to the City’s applicable review and approval processes, including senior leadership and City Council approval, as required.

Q30 Question: What is the tentative start date for this engagement?

Q30 Answer: The City’s goal is to complete the solicitation process, finalize selections, and have contracts in place during the first or second quarter of 2027. This timeframe is an estimate and may be adjusted based on the procurement process, required approvals, contract negotiations, and other applicable City review requirements.

Q31 Question: What is the work location of the proposed candidates?

Q31 Answer: The work location for selected candidates will vary depending on the department and the specific position. The specific work location will be identified as part of each recruitment. Generally, positions covered by this solicitation are expected to be based in Austin and to work from the applicable City work location.

Q32 Question: Is this a new contract, or are there any incumbents? If there is an incumbent, please provide the incumbent's name and pricing and confirm whether the incumbent is eligible to resubmit the proposal?

Q32 Answer: This is replacing contract MA 5800 NA230000149. Contract information can be found here:

https://financeonline.austintexas.gov/afo/contract_catalog/OCCViewMA.cfm?cd=MA&dd=5800&id=NA23 0000149. Yes, incumbents are eligible for award.

Q33 Question: Solicitation Instructions Section 10.8 indicates that Local and Small Business Enterprise (LSBE) points are awarded based on proposal value. Please clarify how Local Business and Small Business preference points will be applied given that the solicitation does not establish a contract value, estimated spend, or guaranteed volume. Will these points be awarded for this solicitation, and if so, what proposal value will be used to determine the applicable point category?

Q33 Answer: The Total Proposal Value (Aggregate) is intended to capture the aggregate estimated contract value. This value includes the combination of estimated spend across all categories and the total potential term of the contract. For the purposes of evaluation for this solicitation, all Offerors will be evaluated based on the aggregate estimated contract value falling between $500,000 and $50 million, regardless of the number of categories proposed by each Offeror.

Q34 Question: Are there any pain points or issues with the current vendor(s)?

Q34 Answer: The City has identified several opportunities to strengthen its executive and specialized search vendor pool. In some instances, awarded firms did not ultimately demonstrate the depth of experience, market knowledge, candidate networks, or level of assigned professional expertise needed for certain City recruitments. The City has also experienced instances where service delivery was inconsistent or where proposed capabilities did not fully align with the level of support ultimately provided.

The City currently works closely with firms that have demonstrated strong performance and reliability.

However, those firms are also in high demand across the marketplace. As a result, it is important for the City to maintain diverse pool of qualified providers.

Through this solicitation, the City is seeking firms that can demonstrate meaningful experience, strong professional networks, appropriate staffing, and a clear understanding of municipal and public-sector https://financeonline.austintexas.gov/afo/contract_catalog/OCCViewMA.cfm?cd=MA&dd=5800&id=NA230000149 https://financeonline.austintexas.gov/afo/contract_catalog/OCCViewMA.cfm?cd=MA&dd=5800&id=NA230000149 recruitment. The goal is to expand the City’s options while ensuring that selected vendors have the depth and capability to successfully support the wide range of executive and specialized recruitment needs that may arise.

Q35 Question: Could you please share the previous spending on this contract, if any?

Q35 Answer: Contract information can be found here:

https://financeonline.austintexas.gov/afo/contract_catalog/OCCViewMA.cfm?cd=MA&dd=5800&id=NA23 0000149.

Q36 Question: Is there any mandatory subcontracting requirement for this contract? If yes, is there a specific subcontracting goal?

Q36 Answer: As stated in the subcontracting plan of the offer and certifications, “Due to insufficient subcontracting opportunities and/or insufficient availability of MBE/WBE certified firms, ASMBR has assigned no subcontracting goals for this Contract.”

Q37 Question: Can we submit good faith efforts if we are unable to find a subcontractor?

Q37 Answer: Please review the requirements listed in the subcontracting plan and reach out to ASMBR with any questions. Their contact information is located on the Solicitation Cover Sheet.

Q38 Question: How many positions were used in the previous contract (approximate)?

Q38 Answer: 20+

Q39 Question: How many positions will be required per year or throughout the contract term?

Q39 Answer: The City does not have a fixed or guaranteed number of positions that will be assigned annually or over the term of the contract. The annual volume of recruitments will vary based on organizational needs, vacancies, retirements, leadership changes, the nature of individual positions, and the recruitment strategy determined for each opportunity.

Q40 Question: If the resources we provide at the time of proposal submission are unavailable at the time of a potential contract award, could vendors replace them with equally qualified resources?

Q40 Answer: Yes, vendors may substitute personnel who become unavailable, provided the replacement resources have qualifications and experience comparable to those originally proposed.

However, proposed personnel are an important consideration in the City’s evaluation. For a specific recruitment engagement, the qualifications of the individual who will lead and perform the work may be a material factor in the City’s selection of a contractor. If proposed key personnel become unavailable after a project-specific proposal is submitted, the City may reevaluate the proposed team and the replacement resource using the same criteria applied to the original submission. A material change in personnel could therefore affect the City’s selection or award decision.

For purposes of participation in the overall contract or vendor pool, personnel changes may occur over time. For each individual assignment, however, the City expects the contractor to clearly identify the personnel who will actually lead and perform the work and to ensure those individuals have the experience and capabilities represented in the project-specific proposal.

Q41 Question: Can we provide hourly rate ranges in the price proposal?

https://financeonline.austintexas.gov/afo/contract_catalog/OCCViewMA.cfm?cd=MA&dd=5800&id=NA230000149 https://financeonline.austintexas.gov/afo/contract_catalog/OCCViewMA.cfm?cd=MA&dd=5800&id=NA230000149

Q41 Answer: No. A fixed fee should be provided.

Q42 Question: Will the County allow mid-contract price adjustments (e.g., for agency fees or wage rates), and if so, under what conditions?

Q42 Answer: Please review Section 1.39 of the Terms and Conditions.

Q43 Question: If adjustments are permitted, is there a specified mechanism (e.g., annual review, CPI-based increase, or mutual negotiation) that governs such changes?

Q43 Answer: Please review Section 1.39 of the Terms and Conditions.

Q44 Question: Should the initial proposal reflect fixed pricing for the entire term, or can adjustments be proposed in advance as part of the contract?

Q44 Answer: Please include the initial pricing. Economic price adjustments may be considered as included in Section 1.39 of the Terms and Conditions.

Q45 Question: What are the invoice/payment terms (NET 30, NET 45, etc.) and required invoice fields?

Q45 Answer: Please review Sections 1.3 and 1.4 of the Terms and Conditions.

Q46 Question: What are the candidate reporting requirements?

Q46 Answer: Candidate reporting requirements will be based on the needs of the specific recruitment and the City’s established selection process.

For individual candidates, the contractor should be prepared to provide the information and materials necessary to support evaluation and selection. This may include responses to screening or qualifying questions, relevant application information, cover letters, resumes, candidate summaries, and any work products, writing samples, presentations, or other materials requested by the hiring authority.

The contractor will also be expected to provide periodic progress reporting on the candidate pool. This will typically include a list of applicants, baseline information about each candidate, and their current status in the recruitment process. In some cases, a contractor may also identify prospective candidates with whom it is actively engaged; however, the City’s primary reporting focus is generally on individuals who have formally applied for the position.

Progress reports may be requested on a weekly basis, at key milestones, or on an ad hoc basis depending on the needs of the hiring authority. Contractors may also be asked to provide candidate information within a specified timeframe when necessary to support City business requirements, including responses to applicable public information requests.

The specific reporting format, frequency, and required candidate information will be established in coordination with the City for each individual recruitment.

Q47 Question: Is the work entirely onsite, or is there a possibility for remote operations and performance?

Q47 Answer: Generally, positions covered by this solicitation are expected to perform their work on-site at City facilities, particularly at the executive leadership level, where regular in-person interaction with employees, leadership teams, elected officials, stakeholders, and the community is a requirement of the role. It is required that all employees for the City of Austin reside within the State of Texas.

The specific work location and any remote or hybrid work availability will be identified for each individual recruitment.

Q48 Question: Are resumes required at the time of proposal submission? If yes, do we need to submit the actual resumes for proposed candidates, or can we submit the sample resumes?

Q48 Answer: We are not currently asking for resumes of proposed candidates. Experience and resumes referenced in the Solicitation Instructions are for Offeror staff who will be working with the City.

Q49 Question: Are there any mandated Paid Time Off, Vacation, etc?

Q49 Answer: Yes. City of Austin employees are eligible for paid leave and holidays in accordance with applicable City policies and benefit programs. Vacation and other forms of paid leave generally accrue over time based on the applicable employment and leave provisions.

The City also provides designated holidays and may provide additional leave benefits, including personal holidays and various forms of family and parental leave. Specific leave accruals, eligibility requirements, and available benefits may vary based on the position and applicable City policies and will be communicated as part of the recruitment and employment process.

Q50 Question: Attachment A: Please confirm the complete focus areas and whether Offerors may compete for any combination of focus areas.

Q50 Answer: Each Offeror should indicate the industries they would like to be considered for award in Attachment A. They should submit relevant experience in successful recruitments for each industry submitted for evaluation.

Q51 Question: Evaluation by focus area: Will the 100-point evaluation be performed separately for each focus area?

Q51 Answer: That is correct.

Q52 Question: Historical volume: How many external executive/specialized searches were issued in each focus area during the last 2–3 years?

Q52 Answer: The number of external specialized searches varies based on organizational need, the nature of the vacancy, and the recruitment strategy selected for each position. Generally, the City has conducted approximately 8 to 12 external specialized searches per year over the past two to three years. This figure is intended as a historical estimate only and should not be interpreted as a guaranteed annual volume under the resulting contract.

Q53 Question: Estimated contract value: What estimated aggregate value should Offerors use for purposes of Local/Small Business preference assessment?

Q53 Answer: The Total Proposal Value (Aggregate) is intended to capture the aggregate estimated contract value. This value includes the combination of estimated spend across all categories and the total potential term of the contract. For the purposes of evaluation for this solicitation, all Offerors will be evaluated based on the aggregate estimated contract value falling between $500,000 and $50 million, regardless of the number of categories proposed by each Offeror.

Q54 Question: Forecast volume: Of the City's average approximately 20 executive vacancies, how many searches are expected to be assigned to contracted search firms annually?

Q54 Answer: The number of external specialized searches varies based on organizational need, the nature of the vacancy, and the recruitment strategy selected for each position. Generally, the City has conducted approximately 8 to 12 external specialized searches per year over the past two to three years. This figure is intended as a historical estimate only and should not be interpreted as a guaranteed annual volume under the resulting contract.

Q55 Question: Price scoring: How will the four pricing scenarios be combined or weighted when calculating the 10-point price score?

Q55 Answer: Weighting will be determined during evaluation.

Q56 Question: Candidate travel: Since finalist travel must be included in the project fee, what assumptions should bidders use for number of finalists, airfare, lodging, duration and local transportation?

Q56 Answer: Offerors should not include a fixed estimate for candidate travel and related logistical expenses within the all-inclusive service fee. All-inclusive pricing applies to the contractor’s professional services, travel, and associated recruitment work.

Approved candidate travel, lodging, per diem, and other related recruitment expenses will be reimbursed separately at cost, in accordance with applicable City travel policies, rates, and reimbursement requirements. The City will provide the selected contractor with appropriate guidance regarding allowable expenses, including lodging and per diem rates. All reimbursable expenses must be properly documented and supported by applicable receipts or other required documentation prior to reimbursement.

The number of finalists requiring travel and the number of trips may vary by recruitment. Typically, finalist interviews include at least one in-person visit to Austin. In some cases, a smaller group of top candidates may be asked to return for an additional meeting with senior leadership; however, the City generally seeks to consolidate interviews and related activities into a single trip whenever practical.

Q57 Question: Replacement guarantee: Does the 12-month replacement guarantee require only a replacement search at no additional professional fee, or must the contractor also absorb new travel, advertising and assessment expenses?

Q57 Answer: The 12-month replacement guarantee requires the contractor to conduct the replacement search without charging an additional professional search fee. Any advertisements used in the initial placement should be absorbed by the contractor in the replacement search.

The guarantee does not require the contractor to absorb all third-party or pass-through expenses associated with the replacement search. Approved candidate travel and additional City-requested advertising may be reimbursed separately at cost.

Assessments are not typically included as a standard component of the replacement search. If a specialized or third-party assessment is requested for the replacement recruitment, the related expense may also be reimbursed separately at cost, subject to City approval and applicable documentation requirements.

Q58 Question: 16-week timeline: When does the 16-week period officially commence—engagement authorization, kickoff, profile approval or job-posting date?

Q58 Answer: The search timeline generally begins with the formal kickoff or intake meeting with the selected contractor.

Q59 Question: Two-week slate requirement: Does the City establish the job-posting duration, and can sourcing begin before posting closes?

Q59 Answer: The City generally keeps the recruitment open until the position is filled, typically through the point at which a selected candidate has accepted and signed the offer.

Strategic sourcing may begin before the formal posting is active or before applications are accepted, provided the contractor has been authorized to proceed and any information being shared with prospective candidates has been approved by the City and is consistent with the recruitment strategy.

Market engagement and sourcing are both acceptable and expected as part of a proactive search process.

Q60 Question: Reputational/social-media reviews: What specific screening standard and documentation does the City expect?

Q60 Answer: The City expects contractors to conduct appropriate reputational and public-information due diligence consistent with the nature and visibility of the position. Many of the recruitments covered by this solicitation involve critical, senior-level, or highly visible roles, and the City’s objective is to identify and mitigate potential reputational, conduct, or credibility risks before a candidate advances too far in the process.

Contractors should use appropriate and lawful public sources, including relevant media, professional, and publicly available online information, to identify material information that may affect a candidate’s suitability for the role. Any concerns identified should be evaluated in context, documented appropriately, and communicated to the City in a clear and objective manner.

The City expects this review to occur as early in the process as reasonably practical and, at a minimum, before final selection and offer discussions. Contractors should exercise professional judgment and focus on information that is relevant to the position, the candidate’s professional history, and potential risk to the City.

Q61 Question: Preference programs: Please confirm the definitions and eligibility requirements for Local and Small Business preferences and whether any separate MBE/WBE compliance plan applies.

Q61 Answer: Information on the preference programs can be found in the Offer and Certifications forms.

Q62 Question: Secondary contractor: Is any minimum work-share contemplated for Secondary Contractors?

Q62 Answer: There is no minimum amount of work guaranteed to Primary or Secondary Contractors.

Q63 Question: Public-information requests: What candidate records should contractors maintain, and what secure transfer/retention method does AHR require?

Q63 Answer: Contractors should maintain recruitment records sufficient to support the City’s obligations under applicable public information laws. Depending on the scope of a Public Information Request (PIR), responsive records may include materials submitted by candidates, such as resumes, cover letters, application information, screening responses, and other relevant documentation created or maintained as part of the recruitment process.

The specific records required will depend on the nature and scope of the PIR. When requested by the City, the contractor will be expected to provide responsive records in a timely manner so the City can review the materials, apply any appropriate redactions or exceptions, and process the request in accordance with applicable law.

Any transfer of candidate or recruitment records to the City should be completed through a secure method approved by the City. Contractors should also maintain records in accordance with applicable contractual requirements, records-retention obligations, and City direction for the particular recruitment.

Q64 Question: The Pricing Submittal Sheet requests pricing for four (4) broad recruitment categories, including 1) department head or higher-level executive; 2) deputy assistant department head, chief, or officer; 3) hard-to-fill, non-executive specialty positions; and 4) additional candidates hired for a different position from the same candidate pool. Given the significant variation in position types, labor categories, seniority, and recruitment complexity, particularly for hard-to-fill, non-executive specialty positions, will the City permit Offerors to propose recruitment fees as a fixed percentage markup applied to the selected candidate’s annual base salary, rather than a single flat fee for each category?

Q64 Answer: No. The City would like a flat fee for each category. For purposes of this solicitation, offerors should provide a reasonable target or representative flat fee for each recruitment category based on the firm’s experience, expertise, anticipated level of effort, and the general complexity of searches within that category.

When the City later solicits a proposal for specific recruitment, the request will identify the position, job description, and other relevant project information. The selected firm will then be expected to provide a flat fee for that specific search based on the scope and complexity of the recruitment.

Q65 Question: Scope of Work Section 3.0 states "At any given time, the City manages an average of 20 executive-level vacancies at any given time". Can the City provide estimated annual recruitment volumes by focus area, historical spend, or anticipated contract value to assist offerors in developing pricing and resource plans?

Q65 Answer: The City is unable to provide a specific annual recruitment volume by focus area, as recruitment activity varies based on vacancies, retirements, organizational changes, recruitment strategy, and the nature and complexity of individual positions.

For planning purposes, many executive search engagements have historically fallen within a professional fee range of approximately $35,000 to $50,000. However, fees can vary significantly depending on the position. Searches for the most senior or highly specialized leadership roles—such as executives leading major enterprise departments, public safety functions, or other particularly complex operations—may go up to $75,000.

These figures are provided only to assist offerors with general resource and pricing planning. They should not be interpreted as a guaranteed volume of work, annual expenditure, or contract value. Actual expenditure under the resulting contracts will depend on the number, level, complexity, and scope of recruitments assigned, as well as available funding and applicable City approval processes.

Q66 Question: Scope of Work Section 4.12.1 states "The Contractor shall provide a 12-month replacement guarantee for the selected candidate if they resign or are separated due to non-performance within the first year of employment." Please clarify whether the required 12-month replacement guarantee requires a full replacement search at no cost, or whether the City expects any reimbursable expenses, advertising costs, travel costs, or other direct costs to be covered by the Contractor.

Q66 Answer: The 12-month replacement guarantee requires the contractor to conduct the replacement search without charging an additional professional search fee. Any advertisements used in the initial placement should be absorbed by the contractor in the replacement search.

The guarantee does not require the contractor to absorb all third-party…