City Administrator Recruitment Process,
Recruiting Firm Selection,
and Community Input
City Council Meeting
June 12, 2025
CITY OF CARMEL-BY-THE-SEA
1 • Provide overview of the City Administrator recruitment process • Seek Council’s direction on the preferred selection method for an executive recruitment firm
• Council to gather input on desired candidate qualifications 2 Purpose
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Common Recruitment Approach
Most Common Approach among California cities
Executive Recruitment Firm
Specialized executive search expertise
Broader candidate outreach
Confidential recruitment servicesExecutive‐level screening and evaluation Timeline is approximately 3 –6 months
Recruiting Firm Role:
Guide and advice Council through the process
Develop candidate profile and recruitment strategy
Conduct recruitment and screening process
Present finalists for Council consideration
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Recruitment Firm Selection Process
Request for Proposal (RFP)
Municipal executive recruitment experience
Recruitment methodology
Candidate outreach strategies
Project schedulesReferencesCost proposals
Helps identify firms with the strongest candidate networks and outreach capabilities Option 1 – Human Resources Review & Recommendation
• Staff reviews proposals & develops a short list• Council interviews/evaluates finalists• Council selects recruitment firm Option 2 – Council Subcommittee Review
• Council appoints subcommittee• Subcommittee participates in proposal review and develops a short list• Council interviews/evaluates finalist and selects firm Option 3 – Full Council Review
• All proposals brought directly to Council• Council reviews and discusses proposals• Council selects firm 5 Firm Selection Options
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Next Steps
1. Receive Council direction2. Issue RFP for executive recruitment services3. Develop a short‐list of recruiting firms4. Recruiting Firm presentations (public meeting)5. Council selects recruiting firm CITY OF CARMEL‐BY‐THE‐SEA 7
Council Direction, Discussion & Public Comment
Thank you
Resolution Establishing a Procedure
for Prequalifying Contractor for
Harrison Memorial Library Project
City Council Special Meeting
June 12, 2026
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Background
April 11, 2025: The City and the Carmel Public Library Foundation (“CPLF), a 501(c)(3) nonprofit organization, entered in an Agreement for project commonly known as the Centennial Restoration of the Harrison Memorial Library (“Project”) with the Project being funded by the CPLF.
July 16, 2025: The City and Moore Ruble Yudell Architects (“MRY”) entered into a Professional Services Agreement whereby MRY shall provide architectural services relating to the Project.
The Project is estimated to cost $15 million and requires specific skills and capabilities due to the nature and extent of the restoration work required for the Project.
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Public Contracts Code Section 20101
California Public Contracts Code (“PCC”) Section 20101 (d) authorizes cities to prequalify contractors that want to bid on a specific public works project.
The Resolution (Attachment 1) is intended to apply to a specific public works project, namely the Centennial Restoration of the Harrison Memorial Library Project.
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Model Forms (DIR)
Pursuant to PCC, Section 20101 (a), the Department of Industrial Relations (“DIR”), in consultation with affected public agencies, cities and counties, the construction industry, the surety industry and other interested parties, has issued Model Forms for PreQualification of Contractors Seeking to Bid on Public Works Projects including bidding for a specific public works project (“Model Forms”).
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Standardized Questionnaire, Financial
Statement and Experience
To be eligible to bid on the Project, a contractor must submit a standardized questionnaire, financial statement, and complete statement of experience to the City.
The forms for the questionnaire (Exhibit B), financial statement (Part I, Question 4, page 8 of Exhibit B), and statement of experience (Part III, pages 19-20 of Exhibit B) will be based on the Model Forms.
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Rating System
Upon receiving the forms submitted by the prospective contractors, the Public Works Director, or designee, will rate prospective contractors in accordance with the rating system that is set forth in the List of Scorable Questions and the Scoring Instructions (Model Forms pages 21-34) attached as Exhibit “C”.
The Rating System will be applied uniformly and objectively to all prospective contractors which have submitted properly completed documents in accordance with the Resolution.
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Rating Based on Experience
For pre-qualification for a single project that may require specific skills and capabilities, the Model Forms state that public agencies may choose to score contractors for the number of similar projects completed and the degree of similarity between past projects and the planned project.
The DIR does not suggest any scoring for this aspect of the pre-qualification process because of the numerous possible variations in both the type of project to be built and the points of similarity between the pending project and past projects that may be significant to the public agency.
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Experience – Scoring
The Resolution provides for the following scoring ratings for experience:
(1) Number of Similar Projects. 5 points for each similar project up to a maximum score of 25 points.
(2) Degree of Similarity Between Past Projects and the Planned Project.
Maximum score 25 points.
(3) Scoring. A combined score of less than 35 points based on number of similar projects and degree of similarity disqualifies the contractor from bidding on the Project.
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Appeals Procedure
PCC Section 20101 (d) provides that any public entity requiring prospective bidders on a public works project to prequalify pursuant to this section shall establish a process that will allow prospective bidders to dispute their proposed prequalification rating prior to the closing time for receipt of bids.
The Resolution includes the Appeal Procedures included in the Model Form from the DIR
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Recommendation
Due to the fact that the Project is estimated to cost $15 million and requires specific skills and capabilities due to the nature and extent of the restoration work required for the Project, the recommendation is that the City Council approve a Motion to Adopt A Resolution Of The City Council Of The City Of Carmel-By-The-Sea Establishing A Procedure For Prequalifying Contractors To Bid Pursuant To California Public Contracts Code Section 20101 For The Centennial Restoration Of The Harrison Memorial Library Project (Attachment 1)
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End of Presentation
QUESTIONS
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