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Request For Proposals (RFP)
CEO Performance Evaluation Consultant
July 30, 2015
1
Request for Proposals (RFP)
For A
CEO Performance Evaluation Report to the Fresno EOC Board
Fresno Economic Opportunities Commission (Fresno EOC)
1920 Mariposa Mall, Suite 300
Fresno, CA 93721
July 30, 2015
Request For Proposals (RFP)
CEO Performance Evaluation Consultant
July 30, 2015
2
Summary and Background
Fresno EOC is currently accepting Proposals to review, compile, summarize, and analyze data from a
board evaluation of the organization’s CEO, and develop a report that accurately describes the
substance of its findings, and provides actionable recommendations based on that information
The purpose of this Request for Proposal (RFP) is to solicit Proposals from various consultants to
conduct a fair and extensive evaluation based on criteria listed herein, and select the candidate who
best represents the direction Fresno EOC wishes to go.
About Fresno Economic Opportunities Commission (Fresno EOC)
Founded in 1965, Fresno EOC has spent over four decades investing in people, helping them
become self-sufficient. The scope of service provided by our Agency consists of almost all facets of
human services and economic development. They range from pre-school education to vocational
training; from juvenile and drug abuse counseling to treatment for serious juvenile offenders; from
youth recreation to senior citizen hot meal services; from energy conservation education to crisis
intervention; from preventive health care to prenatal nutrition education; and from vocational
counseling to job placement services.
Fresno EOC is a private, nonprofit 501(c) (3) corporation governed by a twenty-four (24) member
tripartite Board of Commissioners under the auspices of the Economic Opportunity Act of 1964.
Eight of those twenty-four members are public elected officials or their designee; eight members are
from the business sector, public agencies, and community groups; the remaining eight members are
elected low-income target area representatives from throughout Fresno County. We employ over
1,300 full and part-time staff members committed to transforming lives. Fresno EOC is considered
the largest Community Action Agency in the country. With over 30 programs to serve the community,
we bridge gaps with almost every aspect of the underserved population.
Proposal Guidelines
This Request for Proposal represents the requirements for an open and competitive process.
Proposals will be accepted until (“Date and Time”). Proposals received after this date and time will
be returned to the sender. All Proposals must be signed by an official agent or representative of the
company submitting the Proposal.
All Proposals must contain a “Scope of work” that describes how the consultant will perform all of
the activities required to complete the work to be performed and the outcomes to be achieved The
cost of all activities should be depicted in the budget section of the Proposal.
If the organization submitting a Proposal must outsource or contract any work to meet the
requirements contained herein, this must be clearly stated in the Proposal. Additionally, all costs
included in Proposals must be all-inclusive to include any outsourced or contracted work. Any
Proposals which call for outsourcing or contracting work must include a name and description of the
organizations being contracted.
Request For Proposals (RFP)
CEO Performance Evaluation Consultant
July 30, 2015
3
All costs must be itemized to include an explanation of all fees and costs for services and resources
provided by contractor.
Contract terms and conditions will be negotiated upon selection of the winning bidder for this RFP.
All contractual terms and conditions may be subject to review by Fresno EOC legal department and
will include scope, budget, schedule, and other necessary items pertaining to the project. Since this
report involves a personnel action, it will also require a confidentiality agreement signed by the
recipient of this contract
Project Purpose and Description
Project Purpose:
The purpose of this Evaluation is to provide the CEO feedback on his performance in 2015,
and identify areas where his work is satisfactory or better, or areas where he needs
improvement. Accuracy is very important to this report because it may trigger personnel
actions and be placed in the employee’s personnel file
Project Description:
Fresno EOC is seeking a provider who can take the raw data in the evaluation documents
and present the board with a comprehensive CEO Evaluation Report that accurately depicts a
coherent summary of the board’s findings.
The Evaluation Process
The evaluation process is initiated when the Chairman of the board of Fresno EOC appoints
an ad-hoc committee to develop an evaluation instrument to be used by the board to
evaluate the CEO. In addition it is to be used by the CEO to do a Self-Evaluation.
An Evaluation Package is developed by the committee and subsequently submitted for
approval to the Executive Committee of Fresno EOC, then to the entire board.
Upon approval the instruments are given to each board member, and the Self-Evaluation
document is given to the CEO to be completed and returned to the Executive Committee.
The consultant awarded this contract will receive the data from the Executive Committee to:
Compile and tally board member scores on the rating criteria part of the evaluation
instrument
Review, compare, and analyze board member comments and identify areas of consensus,
and differences, and/or areas of majority agreement, or themes/trends that appear in the
documents
Repeat the above process comparing and analyzing areas of congruence, and variance of the
comments of the CEO in the Self-Evaluation documents to the responses of the board
Prepare a report that contains a description of the methodology used by the consultant to
develop the report, and a first draft of your document
Present first draft of report to Executive Committee for review and comment
Finalize and submit report to the Executive Committee for approval
Request For Proposals (RFP)
CEO Performance Evaluation Consultant
July 30, 2015
4
The Evaluation Instruments (See Attachment “A”, and Attachment “B”)
Each of the board Evaluation instruments has an instruction form
Each of the board Evaluation instruments has five (5) sections, each of which has from five
(5) to nine (9) questions for the respondent to provide a numerical score to the CEO’s
performance. They are “Leadership”, ”Effective Communication”, Management Skills”, and
“Producing Results”
At the end of each of the four (4) sections there is a space for the respondent to provide
comments, on the CEO’s major strengths, or areas that need improvement
The CEO’s Self-Evaluation form has the exact same questions and he is expected to provide
narrative responses to each question.
Scope of Work
The finished report must provide Fresno EOC’s board members coherent, accurate, well-articulated
information which will include the following:
A tally of the raw scores for the items and a summary of the results of the numerical scoring
portion of the Evaluation
A review, comparison, and analysis of the board member responses to the questions re:
“Major Strengths” and “, Needs Improvement “reflecting areas of apparent consensus, or
majority agreement, and any other significant variances. A brief description of the method
of analysis
A review, comparison and analysis of the board members responses to each of the
questions, and the CEO’s responses
A summary of general findings based on analysis and comparison of all data, and
recommendations that they appear to reflect
Preparation of a first draft of the report, and a meeting with the Executive Committee for
review and comment
Preparation of final draft of the report for presentation to the board
The consultant awarded this project will be responsible for collecting, compiling, comparing, and
analyzing respondent information, and preparation of a report with actionable findings and
recommendations that can be used by the board to complete its CEO Evaluation
Deliverables
Daily, from date of submission reports on evaluation documents received from
commissioners.
First draft of the CEO Evaluation Report.
Final CEO Evaluation Report
Request For Proposals (RFP)
CEO Performance Evaluation Consultant
July 30, 2015
5
Timeline for CEO Evaluation RFP’s
July 30, 2015 – Expedite RFP’s
August 4, 2015 – Bidders Conference
August 10, 2015 – Q & A Deadline
August 18, 2015– All Proposals Due
August 20, 2015– Send to Executive Committee
August 31, 2015– Executive Committee meeting to Score RFP’s
September 8, 2015 – Interview/Select
September 14, 2015 – Notify Bidder/Close Contract
September 23, 2015 – Board Meets/Handout Evaluation
Budget
All Proposals must include proposed costs to complete the tasks described in the project
scope.
Consultant Qualifications
Consultants should provide the following items as part of their Proposal for consideration:
Description of experience in Human Resource consulting
Description of experience preparing, or implementing executive evaluations
Examples of past work that you have done in this area
Testimonials from past clients.
Anticipated resources you will assign to this project (total number, role, title, experience)
A full testing plan
Timeframe for completion of the project
Project management methodology
Evaluation
A Proposal Selection Committee will review, evaluate, and score each Proposal. Consultants who
offer the best Proposals that meet Fresno EOC’s interest will receive an invitation for an interview
with the Committee.
Proposal Evaluation Criteria
Fresno EOC will evaluate all Proposals based on the following criteria. To ensure consideration for
this Request for Proposal, your Proposal should be complete and include all of the following criteria:
Overall Proposal suitability: proposed solution(s) must meet the scope and needs included
herein and be presented in a clear and organized manner
Request For Proposals (RFP)
CEO Performance Evaluation Consultant
July 30, 2015
6
Organizational experience: consultants will be evaluated on their experience as it pertains to
the scope of this project
Previous work: consultants will be evaluated on examples of their work pertaining to non-
profit corporations and/or Community Action Agencies
Value and cost: consultants will be evaluated on the cost of their solution(s) based on the
work to be performed in accordance with the scope of this project
Technical expertise and experience: consultants must provide descriptions and
documentation of staff expertise, and experience
Proprietary Proposal Material
Fresno EOC respects your professional privacy, any proprietary information revealed in the Proposal
should, therefore, be clearly identified as such.
Insurance
Selected contractor will be required to demonstrate proof of insurance sufficient to protect all parties
involved in the performance of the scope of work. Insurance requirements are in the contract
agreement.
Litigation
Provide specific information on the termination of any contract you have been involved in (for
default), litigation, settled, or judgments entered within the last five (5) years involving your firm, joint
venture partners, or sub-consultants. Also, provide information on any convictions for filing false
claims within the past five (5) years.
Conflict of Interest
Please provide a statement of conflicts your firm, sub-consulting firms and/or key employees may
have regarding these services. The statement should not only include actual conflicts, but also any
perceived working relationships by disinterested parties as a conflict. If there are no potential
conflicts of interest please state so.
Women/Disabled Veteran/Minority-Owned, And Small Businesses
Does your firm qualify as a woman/disabled veteran/minority-owned, and small business? If yes,
provide publically certified documentation or a self-certification statement that is subject to
examination.
Rejection of Consultant’s Proposal
The consultant acknowledges the right of Fresno EOC to reject any or all Proposals, to waive any non-
material informality or irregularity in any Proposal received, and to accept the consultant’s Proposal
Request For Proposals (RFP)
CEO Performance Evaluation Consultant
July 30, 2015
7
deemed most favorable to Fresno EOC after all have been examined and evaluated. In addition, the
consultant recognizes the right of Fresno EOC to reject a Proposal if the consultant’s Proposal is in
any way incomplete or irregular.
Questions
Direct all questions regarding this RFP to Bill Simon, via email, [email protected]. All
questions and responses are public and posted in a timely manner on the Fresno EOC website
homepage (www.fresnoeoc.org) under the “Ongoing” column. Fresno EOC will not accept questions
after August 10, 2015. Unauthorized contact regarding this RFP with other Fresno EOC employees
or board members may result in disqualification. Oral communications are unofficial and non-
binding. It is the responsibility of consultants to check Fresno EOC’s website for any amendments or
Q & A’s to this RFP.
Submittal of Proposals
Fresno EOC requires both paper hard copies and a digital file submissions.
Please submit your CEO Performance Evaluation Proposal Package Fresno EOC. Submit One
(1) original, and five (5) copies of your Proposal to the address below no later than 4:00 PM
(Pacific Time), Tuesday, August 18, 2015. Please mail or hand deliver Proposals to,
Bill Simon, Operations Officer
ATT: CEO Performance Evaluation
Fresno Economic Opportunities Commission
1920 Mariposa Mall, Suite 300
Fresno, CA 93721
Please submit a digital Proposal in a pdf format to, [email protected] with subject
line: CEO Performance Evaluation
Please sign and return the authorization statement on the following page with your Proposal.
Thank you for your consideration and interest in Fresno EOC.
Request For Proposals (RFP)
CEO Performance Evaluation Consultant
July 30, 2015
8
Request for Proposals (RFP)
For
CEO Performance Evaluation
AUTHORIZATION: The undersigned hereby asserts that he/she is duly authorized to submit this Proposal, that all
information contained in it is true, correct and complete, and that the undersigned is authorized to
enter into a contract with Fresno Economic Opportunities Commission should he/she be selected
and approved for services, as negotiated.
________________________________________________________________________
Name of Firm/Consultant
___________________________________ ____________________________________
Name of Principal/CEO/Owner Print Signature
__________________________________ ____________________________________
Title Phone
__________________________________ ____________________________________
Address City/State/Zip
__________________________________ ____________________________________
Date License # (if applicable)
__________________________________
Request For Proposals (RFP)
CEO Performance Evaluation Consultant
July 30, 2015
9
Request for Proposals (RFP)
For
CEO Performance Evaluation
Attachment “A”
CEO EVALUATION INSTRUCTION FORM 2015
CONFIDENTIAL
Rating Criteria
1 Does Not Meet Expectations
2 Needs Improvement
3 Meets Expectations
4 Exceeds Expectations
Exceeds Expectations:
CEO in this category consistently and substantially exceeds requirements of the position and
performs at maximum levels of effectiveness (more than 50% of work hours). He exhibits leadership
behaviors consistent with the Agency values. He is often considered a role model. Typically this
employee is innovative, bringing new ideas or processes to the department which benefit the Agency.
He is a creative problem solver, implementing new ways of working or processing information to
make a significant positive change. They exhibit exceptional depth and breadth of knowledge and
are highly recognized by others within the community.
Meets Expectations:
CEO in this category consistently meets and/or exceeds requirements of the position and performs in
a fully satisfactory and reliable manner. Performance in this category reflects CEO who successfully
does his job while at the same time demonstrates leadership behaviors consistent with the Agency’s
values. Performance is consistent, resulting in a regular, ongoing achievement of the established
standards. Performance by this employee enhances the opportunity for the Agency to achieve its
goals.
Needs Improvement:
CEO may inconsistently meet established norms and standards for the position or may regularly fail
to meet one or more of the established standards and goals for the position. Performance is not at
expected level and/or was not done in a way that demonstrates the Agency’s values. The CEO meets
some of the minimum requirements of the position, but may need to improve performance to meet
expected levels in some areas of performance. This category includes employees who may be new in
their job and learning new skills and/or employees who need to improve and develop in their job.
Request For Proposals (RFP)
CEO Performance Evaluation Consultant
July 30, 2015
10
Does Not Meet Expectations:
This rating should be assigned to the CEO when he performs significantly below the expected
performance level. This rating must be justified using specific examples of performance below the
expected standard.
Comments:
Provide comments and examples that demonstrate areas of strength and that need improvement.
The CEO utilized the following format to respond to each of the above standards and/or
competencies:
Claim, Evidence, Impact and Judgment (Rating) -
Claim tied to standards and/or competencies
Evidence based on data and aligned to the claim that makes visible both strengths and
areas of improvement
Impact aligned to Claim and Evidence and based on impact
The Board will review each of your claims, evidence and impact statements
For example:
Decision Making/Managing Change
Claim: The leader utilizes effective decision-making tools and communication processes to focus the
work of all staff on district goals, initiatives, and site specific work.
Evidence:
X met monthly with the enrollment/eligibility and Atlas staff to streamline the paperwork and
process of enrollment for school.
X convened a group of Office Managers to gather input on parent access to applications at
school sites.
X worked with coaches to create a “lead teacher” group of teachers to gather input on the
Week at a Glance document.
Impact: As a result, stake holders were a part of the change process, teachers had input on a
curriculum document which they use to plan, and for the first time, families were able to obtain
registration packets through school sites.
Request For Proposals (RFP)
CEO Performance Evaluation Consultant
July 30, 2015
11
Request for Proposals (RFP)
For
CEO Performance Evaluation
Attachment “B”
CONFIDENTIAL CEO EVALUATION FOR CALENDAR YEAR 2015
CONFIDENTIAL
Utilize the following format to respond to each of the above standards and/or competencies:
Claim, Evidence, Impact and Judgment (Rating) -
Claim tied to standards and/or competencies
Evidence based on data and aligned to the claim that makes visible both strengths and
areas of improvement
Impact aligned to Claim and Evidence and based on impact
The Board will review each of your claims, evidence and impact statements
For example:
Decision Making/Managing Change
Claim: The leader utilizes effective decision-making tools and communication processes to focus the
work of all staff on district goals, initiatives, and site specific work.
Evidence:
X met monthly with the enrollment/eligibility and Atlas staff to streamline the paperwork and
process of enrollment for school.
X convened a group of Office Managers to gather input on parent access to applications at
school sites.
X worked with coaches to create a “lead teacher” group of teachers to gather input on the
Week at a Glance document.
Impact: As a result, stake holders were a part of the change process, teachers had input on a
curriculum document which they use to plan, and for the first time, families were able to obtain
registration packets through school sites.