Recruitment Services for Director of Library Services

Agency: City of Berkeley
State: California
Type of Government: State & Local
NAICS Category:
  • 541512 - Computer Systems Design Services
  • 541612 - Human Resources Consulting Services
Posted Date: Aug 9, 2019
Due Date: Sep 12, 2019
Solicitation No: 20-11348
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
specification # Title/description & related specification files due date contact
20-11348 Recruitment Services for Director of Library Services 9/12/19 Danielle McMillian

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City of Berkeley
Recruitment Services for DoLS
Specification No. 20-11348
Page 2 of 18
Release Date 08/08/19
I.
INTRODUCTION
The City of Berkeley (the “City”) is located 10 miles to the east of San Francisco, and encompasses 17.7
square miles with a population of approximately 122,324 residents (US Census estimate as of July 1,
2016). Berkeley has the highest population density of any city in the East Bay region. The City is perhaps
best known for being home to the University of California at Berkeley, one of the best public universities
in the nation.
The Berkeley Public Library (the “Library Department” or “Library”) has served the people of Berkeley
since 1893 and is one of the most heavily used public libraries in California, serving the City’s residents
along with many patrons from the surrounding area. The current annual budget is approximately $20
million. The Library employs approximately 150 staff members.
The Central Library, located in downtown Berkeley, and four neighborhood branch libraries ensure easy
library access for all in the City’s many and diverse neighborhoods.
The Berkeley Public Library supports the City of Berkeley Strategic Plan and has identified three key
goals that significantly relate to the Library’s mission:
Provide state-of-the-art, well maintained infrastructure, amenities, and facilities
Champion and demonstrate social and racial equity
Be a customer-focused organization that provides excellent, timely, easily-accessible service and
information to the community.
Significant current projects the new Director will assume include the Central Library improvements
project, implementation of a new Integrated Library System, and a strategic planning initiative.
II. SCOPE OF SERVICES
The Library Department anticipates a contract commencement of mid-October 2019 with recruitment
outreach following shortly thereafter. The duration of the contract will be dependent on services
selected and the mutually agreed upon time for completion. A provision to extend the contract at the
sole discretion of the Library will be included in the contract.
The scope of services is a general guide to the work the Department expects to be performed, and is
not a complete listing of all services that may be required or desired. The selected firm will work
closely with a three (3)-member team consisting of the Chair of the Board of Library Trustees and two
(2) Library Administration staff members.
The following work tasks are approximated to provide the advertising and marketing services
necessary. Proposing firms may suggest a modified scope as part of their proposal.
1. Meet with Acting Director of Library Services and other key staff to obtain information
regarding the expectations, challenges, requirements and responsibilities of the position;
2. Engage with the three (3)-member team, review job descriptions and other related materials,
and develop recruitment profiles that include a clear description of the recruitment criteria for
the Director of Library Services position and will serve as a profile template for selecting
eligible candidates;
3. Work with the three (3)-member team to develop a recruitment work plan and timeline;
Revised June 2017
City of Berkeley
Recruitment Services for DoLS
Specification No. 20-11348
Page 3 of 18
Release Date 08/08/19
4. Work with the three (3)-member team to develop an outreach strategy to ensure that the
openings are well publicized, including national, regional, in-state and local networks; and to
implement clear and appropriate procedures to facilitate application by interested individuals;
5. Develop an advertising plan to include, but not limited to, web, professional organizations,
social media, and other appropriate professional publications. All social media postings will be
proofed and approved by the Associate Human Resources Analyst prior to publication;
6. Contact potential candidates through networking resources and other contacts, with
assistance from the Acting Director of Library Services and the Library Department;
7. Perform candidate intake services, serving as the primary contact for respondent inquires,
written acknowledgement or receipt of application, initial assessment of prospective candidate
suitability;
8. At the conclusion of the outreach and recruitment of candidates, Contractor shall prepare a report
that includes an outline of its efforts and results, and an informational descriptive on the most
qualified potential candidates for consideration by the Board of Library Trustees (BOLT);
9. Conduct detailed reference checks, background checks and education/credits checks;
10. Send rejection letters to those who do not qualify;
11. Schedule interviews for the top candidates;
12. Assist with negotiation of compensation packages and other employment arrangements as
requested; and
13. If no candidates are selected, or if a candidate is hired and terminated by the Library within a
year of hiring, the Contractor agrees to re-perform contracted services at no additional cost to
the City and Library.
IV. SUBMISSION REQUIREMENTS
All proposals shall include the following information, organized as separate sections of the proposal. The proposal
should be concise and to the point.
1. Contractor Identification:
Provide the name of the firm, the firm's principal place of business, the name and telephone number of the contact
person and company tax identification number.
2. Client References:
Provide a minimum five (5) client references. References should be California cities or other large public sector
entities. Provide the designated person's name, title, organization, address, telephone number, and the project(s)
that were completed under that client’s direction.
Revised June 2017
City of Berkeley
Recruitment Services for DoLS
Specification No. 20-11348
Page 4 of 18
Release Date 08/08/19
3. Price Proposal:
The proposal shall include pricing for all services. Pricing shall be all inclusive unless indicated otherwise on a
separate pricing sheet. The Proposal shall itemize all services, including hourly rates for all professional,
technical and support personnel, and all other charges related to completion of the work shall be itemized.
4. Contract Terminations:
If your organization has had a contract terminated in the last five (5) years, describe such incident.
Termination for default is defined as notice to stop performance due to the vendor’s non-performance or poor
performance and the issue of performance was either (a) not litigated due to inaction on the part of the vendor,
or (b) litigated and such litigation determined that the vendor was in default.
Submit full details of the terms for default including the other party’s name, address, and phone number. Present
the vendor’s position on the matter. The City will evaluate the facts and may, at its sole discretion, reject the
proposal on the grounds of the past experience.
If the firm has not experienced any such termination for default or early termination in the past five (5) years, so
indicate.
5. IV. SELECTION CRITERIA
The following criteria will be considered, although not exclusively, in determining which firm is hired.
1. References – 15%
2. Costs – 25%
3. Qualification and Experience – 60%
A selection panel consisting of two staff and one Board of Library Trustees member will be convened to evaluate
each proposal against the requirements stated herein, and to select the respondent whose proposal represents the
best overall value and fit to the City and Berkeley Public Library, along with consideration of price and other
factors.
V. PAYMENT
Invoices: Invoices must be fully itemized, and provide sufficient information for approving payment and audit.
Invoices must be accompanied by receipt for services in order for payment to be processed. Mail invoices to the
Project Manager and reference the contract number.
Berkeley Public Library
Accounts Payable
2031 Bancroft Way
Berkeley, CA 94704
Payments: The City will make payment to the vendor within 30- days of receipt of a correct and complete
invoice.
VI. CITY REQUIREMENTS
A. Non-Discrimination Requirements:
Ordinance No. 5876-N.S. codified in B.M.C. Chapter 13.26 states that, for contracts worth more than $3,000 bids
Revised June 2017
City of Berkeley
Recruitment Services for DoLS
Specification No. 20-11348
Page 5 of 18
Release Date 08/08/19
for supplies or bids or proposals for services shall include a completed Workforce Composition Form. Businesses
with fewer than five employees are exempt from submitting this form. (See B.M.C. 13.26.030)
Under B.M.C. section 13.26.060, the City may require any bidder or vendor it believes may have discriminated
to submit a Non-Discrimination Program. The Contract Compliance Officer will make this determination. This
applies to all contracts and all consultants (contractors). Berkeley Municipal Code section 13.26.070 requires
that all contracts with the City contain a non-discrimination clause, in which the contractor agrees not to
discriminate and allows the City access to records necessary to monitor compliance. This section also applies to
all contracts and all consultants. Bidders must submit the attached Non-Discrimination Disclosure Form
with their proposal
B. Nuclear Free Berkeley Disclosure Form:
Berkeley Municipal Code section 12.90.070 prohibits the City from granting contracts to companies that
knowingly engage in work for nuclear weapons. This contracting prohibition may be waived if the City Council
determines that no reasonable alternative exists to doing business with a company that engages in nuclear
weapons work. If your company engages in work for nuclear weapons, explain on the Disclosure Form the nature
of such work. Bidders must submit the attached Nuclear Free Disclosure Form with their proposal.
C. Oppressive States:
The City of Berkeley prohibits granting of contracts to firms that knowingly provide personal services to specified
Countries. This contracting prohibition may be waived if the City Council determines that no reasonable
alternative exists to doing business with a company that is covered by City Council Resolution No. 59,853-N.S.
If your company or any subsidiary is covered, explain on the Disclosure Form the nature of such work. Bidders
must submit the attached Oppressive States Disclosure Form with their proposal.
D. Conflict of Interest:
In the sole judgment of the City, any and all proposals are subject to disqualification on the basis of a conflict of
interest. The City may not contract with a vendor if the vendor or an employee, officer or director of the
proposer's firm, or any immediate family member of the preceding, has served as an elected official, employee,
board or commission member of the City who influences the making of the contract or has a direct or indirect
interest in the contract.
Furthermore, the City may not contract with any vendor whose income, investment, or real property interest may
be affected by the contract. The City, at its sole option, may disqualify any proposal on the basis of such a conflict
of interest. Please identify any person associated with the firm that has a potential conflict of interest.
E. Berkeley Living Wage Ordinance:
Chapter 13.27 of the Berkeley Municipal Code requires that contractors offer all eligible employees with City
mandated minimum compensation during the term of any contract that may be awarded by the City. If the
Contractor is not currently subject to the Living Wage Ordinance, cumulative contracts with the City within a
one-year period may subject Contractor to the requirements under B.M.C. Chapter 13.27. A certification of
compliance with this ordinance will be required upon execution of a contract. The Living Wage rate is currently
$14.97 (if medical benefits are provided) or $17.45 (if medical benefits are not provided). The Living Wage rate
is adjusted automatically effective June 30th of each year commensurate with the corresponding increase in the
Consumer Price Index published in April of each year. If the Living Wage rate is adjusted during the term of
your agreement, you must pay the new adjusted rate to all eligible employees, regardless of what the rate was
when the contract was executed.
Revised June 2017

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