TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 19, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement with Arcadis U.S. Inc., for Contract 23-RFP-15 Consulting Services to Develop an Executive Level Performance Evaluation Process, in an amount not to exceed $15,000.00, Account 101-25000-612430, Requisition 1601010
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Arcadis U.S., Inc., to develop a customized performance evaluation process and evaluation form for the Executive Director position. The length of the contract is one year from the signing of the agreement with an option to extend one year.
The proposer is expected to establish goals and performance measurements that are specific to the success of the organization and that effectively appraises the Executive Director and to consult with the Board of Commissions on how to deliver an effective performance management system including development plans and constructive feedback.
On June 21, 2023, Contract 23-RFP-15 Consulting Services to Develop an Executive Level Performance Evaluation Process was publicly advertised. On July 21, 2023, the District received four (4) successful proposals out of five (5) submittals from the following vendors: Arcadis U.S., Inc., AssetManagement.Live LLC, GovHR USA, and Millan Chicago LLC.
The proposals were evaluated by staff from the Human Resources, Treasury, and Procurement and Materials Management Departments. Proposals were evaluated based on criteria such as: understanding of the project, approach to work, experience completing projects of similar scope, technical competence of the firm and assigned consultants, compliance with insurance requirements, submission of licenses/permits, and cost. Following the preliminary evaluation of the proposals, highly rated proposers were invited to a finalist interview.
The finalist interviews were held on August 28, 2023. On September 6, 2023, a solicitation was sent to the three (3) finalists requesting an unqualified “best and final offer”. The “best and final offers” were received on September 13, 2023.
Based on the overall evaluation of the proposer using the criteria described above and the pricing provided in the “best and final” offer, the Human Resources Department recommends Arcadis U.S., Inc. to develop a customized performance evaluation process and evaluation for the Executive Director. Arcadis U.S., Inc. has been recognized as one of the top management consultants in America whose experience is in supporting resolutions for water, wastewater, and stormwater utilities. Arcadis U.S., Inc. provides a large utility executive network, global experience in management and operations, and industry leading tools for talent development. Arcadis U.S., Inc. brings existing tools and framework in its approach to performance management that promises to incorporate District organizational strategic plans as well as practical applications and accountabilities to the executive level leadership evaluation.
The Diversity Section has reviewed the proposal and has concluded that this contract should not contain goals due to this contract is less than the threshold established in Section 4 of the Affirmative Action Ordinance.
In view of the foregoing, it is requested that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement for Contract 23-RFP-15 with Arcadis U.S., Inc., in the amount not to exceed $15,000.00 for a one-year period.
Funds being requested for the 2023 expenditure, in the amount of $15,000.00, are available in Account 101-25000-612430.
Requested, Thaddeus J. Kosowski, Director of Human Resources
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Marcelino Garcia, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for October 19, 2023
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