Project Information

Bid Title

City Manager Executive Search Consulting Services

Issuing Agency

City of Saratoga

Location

California

Published Date

Feb 5, 2026

Closing Date

Feb 19, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	City Manager Executive Search Consulting Services
Category:	City Bids & RFPs
Status:	Open

Description: The City of Saratoga is interested in obtaining the services of an executive search firm to provide identification, recruitment, and screening of qualified candidates for its City Council to interview and appoint as the City Manager. Interested and qualified consulting firms who have demonstrated their ability at comparable work are invited to submit proposals. Proposals will be accepted until 5:00 p.m. on Thursday, February 19, 2026. Proposals will not be accepted after the date and time stated above. RFP SCHEDULE: The following is the schedule for the selection of the executive search firm. Due to the City's immediate hiring timeline needs, the response period is condensed. However, given the professional nature of executive search services and standardized proposal requirements, this timeline is considered achievable for qualified firms. RFP Issued: February 5, 2026 RFP Submittal Deadline: February 19, 2026 (2 weeks for firms to respond) Finalist Recruitment Firm(s) Interviews with City Council (special meeting): February 24, 2026, 5:00 PM – 7:00 PM (stagger interviews for finalist firms) Selection of Firm: February 25, 2026 Contract Execution: March 4, 2026 (5 working days after selection of firm) RFP SUBMITTAL: One electronic copy of the proposal is due by 5:00 p.m. Pacific Standard Time on February 19, 2026, to: Monica LaBossiere, Human Resources Manager City of Saratoga For security reasons, you must enable JavaScript to view this E-mail address. Any proposal received after this time will be rejected. A proposal shall constitute an irrevocable offer for 60 business days following the deadline for its submission. All questions and correspondence shall be conducted by email and directed to Monica LaBossiere, Human Resources Manager, For security reasons, you must enable JavaScript to view this E-mail address. . Publication Date/Time: 2/5/2026 12:00 PM Closing Date/Time: 2/19/2026 5:00 PM Related Documents: 2026 City Manager Recruitment Request for Proposal Standard Services Agreement

Attachment Preview

CITY OF SARATOGA

Request for Proposals (RFP)

TO: All Interested Parties

SUBJECT: RFP for City Manager Executive Search Consulting Services

DATE: February 5, 2026

INTRODUCTION:

The City of Saratoga is interested in obtaining the services of an executive search firm to provide identification,

recruitment, and screening of qualified candidates for its City Council to interview and appoint as the City

Manager. Interested and qualified consulting firms who have demonstrated their ability at comparable work

are invited to submit proposals.

Proposals will be accepted until 5:00 p.m. on Thursday, February 19, 2026. Proposals will not be

accepted after the date and time stated above.

RFP SCHEDULE:

The following is the schedule for the selection of the executive search firm. Due to the City's immediate hiring

timeline needs, the response period is condensed. However, given the professional nature of executive search

services and standardized proposal requirements, this timeline is considered achievable for qualified firms.

RFP Issued

February 5, 2026

RFP Submittal Deadline

February 19, 2026

(2 weeks for firms to

respond)

Finalist Recruitment Firm(s) Interviews with City Council

(special meeting)

February 24, 2026,

5:00 PM – 7:00 PM

(stagger interviews for

finalist firms)

Selection of Firm

February 25, 2026

Contract Execution

March 4, 2026

(5 working days after

selection of firm)

RFP SUBMITTAL:

One electronic copy of the proposal is due by 5:00 p.m. Pacific Standard Time on February 19, 2026, to:

Monica LaBossiere, Human Resources Manager

City of Saratoga

mlabossiere@saratoga.ca.us

City of Saratoga RFP – City Manager Executive Search

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Any proposal received after this time will be rejected. A proposal shall constitute an irrevocable offer for 60

business days following the deadline for its submission.

All questions and correspondence shall be conducted by email and directed to Monica LaBossiere, Human

Resources Manager, mlabossiere@saratoga.ca.us.

BACKGROUND:

The City of Saratoga is located 50 miles south of San Francisco and approximately 10 miles southwest of

Downtown San Jose. Saratoga is an attractive residential community known for its high quality of life, excellent

schools, unique businesses, and small-town vibe. The City of Saratoga was incorporated in 1956 and operates

under a Council/Manager form of government with a 5-member Council.

The City of Saratoga’s combined operating and capital budget for Fiscal Year 2025-26 is $51.7 million. The City

has five departments, including City Manager, Community Services, Administrative Services, Community

Development, and Public Works, with 56.6 full-time equivalent positions. Police services are provided by the

Santa Clara County Sheriff’s Department under a contract with the City and fire, sewer and water services are

provided by special districts or private utilities. Detailed information on the City and its fund structures can

be found in either the most recent Annual Budget or Annual Comprehensive Financial Report, both located

on the City’s website.

The City Manager’s last day was January 30, 2026. The Assistant City Manager began serving as Acting City

Manager on January 31, 2026, ensuring continuity of leadership throughout the recruitment process.

SCOPE OF PROFESSIONAL SERVICES:

The objective of this RFP is to solicit competitive proposals from qualified executive search firms for City

Manager. The following items serve as the Scope of Work for the professional services contract and the

successful consulting firm will be expected to:

1. Meet with the City Council to review, refine, and finalize the candidate profile and list of priorities for

the new city manager. The City has prepared a draft content for the profile, draft brochure,

and advertising which will serve as the foundation for this discussion.

2. Finalize recruitment brochure and advertising materials based on City provided draft content,

develop and execute digital advertising strategy including online professional platforms, social

media recruitment campaigns, conduct proactive outreach to qualified candidates, and coordinate

with the City on posting to City website and LinkedIn account.

3. Develop and administer a comprehensive search for qualified candidates, with emphasis on the Bay

Area and California, while remaining open to exceptional candidates nationwide who demonstrate

familiarity with or commitment to the region.

4. Take receipt of all resumes and other applicable documents from candidates.

5. Conduct in-depth reviews of candidates’ credentials, select the most qualified candidates for City

Council review; provide written report identifying the most qualified candidates, from which Council

will select the finalists for interviews.

6. Advise the City Council on interview strategies and techniques, develop customized interview

questions specifically tailored to the City of Saratoga's unique community characteristics, priorities,

and values.

7. Coordinate all interview logistics including scheduling, panel composition, candidate travel

arrangement, and facilitate first and final round interviews with Council and candidates.

City of Saratoga RFP – City Manager Executive Search

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8. Facilitate post-interview deliberation meeting with City Council to debrief on candidates, guide

collaborative discussion of finalist strengths and fit, address differing perspectives, and facilitate

consensus-building toward a unified hiring decision.

9. Conduct thorough professional reference verifications for finalist(s), including a minimum of 5

professional references per candidate, and provide detailed written reports summarizing findings

for the City Council and personnel record. The City will conduct the criminal background checks.

10. Manage and lead employment negotiations, coordinating closely with the City Attorney and Human

Resources Manager to finalize terms and successfully secure the selected candidate's acceptance.

11. Maintain strict confidentiality of all candidates throughout the process.

12. Provide regular progress reporting to the City Council, City Attorney, and Human Resources

Manager.

13. TENTATIVE TIMELINE Goal: City Manager selected and under contract by July 1, 2026 (start date

negotiable based on notice period)

Profile meeting with City Council; finalize recruitment materials

(special meeting)

Active Recruitment Period

Present top candidates to City Council (closed session)

First Round Interviews with Council (closed session)

Second/final round interviews with Council (closed session)

Post-interview deliberation and candidate selection (closed

session)

Reference checks and employment negotiations

Present contract to City Council for approval (regular meeting)

New City Manager start date

Week of March 9, 2026 (after

contract award on March 4)

March 16 – May 11 (8 weeks)

May 13, 2026

**May 27, 2026

**June 10, 2026

**June 10 (same day of

second/final round

interviews)

June 11 – June 16, 2026

June 17, 2026

After July 1, 2026

**THE CITY IS FLEXIBLE ON DATES FOR FIRST, SECOND/FINAL ROUND INTERVIEWS, AND POST-INTERVIEW

DELIBERATION AND CANDIDATE SELECTION UNDERSTANDING THEY MAY REQUIRE PARTIAL AND/OR FULL

DAYS

RFP PROPOSAL CRITERIA:

All proposals should include the following information. Proposals should be concise and to the point.

1. Cover Letter: Briefly summarize the proposal and include an overview of how the desired objectives,

Scope of Work, and anticipated timeline will be satisfied.

2. Table of Contents: Include a clear identification of material by section and page number.

3. Firm Information: The following information about the firm must be included in the proposal.

- Firm name, address, telephone, and e-mail address

- Name and telephone number of the primary contact person for the proposal

4. Approach and Work Samples: Provide details of the search firm's experience with public sector

recruitment, including the number of City Manager searches and placements completed. Include sample

work products such as recruitment brochures and candidate questionnaires from previous searches.

Provide written detail of how the consulting firm approaches either an unsuccessful recruitment or the

premature dismissal for cause or resignation of an identified candidate. Provide at least three (3)

City of Saratoga RFP – City Manager Executive Search

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professional references from City Manager or executive-level searches completed within the past three

(3) years, including client contact name, title, organization, phone number, and email address.

5. Work Plan: Confirm the firm’s ability to meet the City’s proposed recruitment timeline outlined in this RFP

or propose modifications with detailed justification. In addition, the consultant should provide details of

its current engagements and confirm its ability to focus on Saratoga's recruitment without delay.

6. Staff Qualifications and Experience: Provide the background and qualifications for personnel that will be

assigned to Saratoga’s City Manager recruitment effort.

7. Price Proposal: The proposal shall include pricing for all services. Note: The City has prepared draft

candidate profile content, brochure materials, and advertising copy. Pricing should reflect refinement of

these materials rather than creation from scratch. Provide an all-inclusive price containing all direct and

indirect costs, including out-of-pocket expenses such as advertising costs, candidate travel for interviews,

and reference check services. Itemize all services with hourly rates for professional, technical, and

support personnel. Indicate whether the firm provides a replacement guarantee if the selected candidate

separates from the City within the first 6-12 months of employment and specify any associated terms or

costs.

SELECTION PROCESS:

Below is the list of key criteria that the City will evaluate when selecting the consultant:

- Firm’s ability to meet the requirements established in this RFP

- Firm’s expertise and experience, special consideration will be given to firms with experience providing

professional search services to cities of similar size and character to the City of Saratoga

- Firm’s ability to perform quality work, control costs, and meet deliverable deadlines

- Total cost of the proposal

- Clarity of proposal

- References and past performance.

All proposals will be reviewed by the Human Resources Manager, Mayor, and Vice Mayor.

Finalists will interview with the City Council on February 24, 2026, between 5:00 PM – 7:00 PM

The City Council shall make the final decision on the award of contract.

The City reserves the right to request supplementary information, require oral presentations, conduct

additional rounds of submittals, negotiate with one or more firms, reject any or all proposals, cancel or reissue

the RFP, revise the timeline, and waive minor irregularities. All proposals are subject to public record laws.

The City is not liable for costs incurred by proposers prior to contract execution.

PROFESSIONAL SERVICES AGREEMENT AND INSURANCE REQUIREMENTS:

The selected firm must enter the City’s standard services agreement (attached) and obtain a City of Saratoga

business license and provide proof of insurance including Commercial General Liability, Auto, Worker’s

Compensation, and Professional E&O, pursuant to that agreement.

City of Saratoga RFP – City Manager Executive Search

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DISCRETION AND LIABILITY WAIVER:

By submitting a response to this RFP, proposers acknowledge they have read and understood all RFP terms

and conditions. Proposers agree that the City's decisions regarding proposal evaluation, selection, and

award are final and not subject to protest, except as required by law.

PROPOSAL INQUIRIES:

All questions regarding this RFP should be directed to:

Monica LaBossiere, Human Resources Manager

(408) 868-1252

mlabossiere@saratoga.ca.us

Attachment A: City’s standard services agreement

City of Saratoga RFP – City Manager Executive Search

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Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541612Human Resources Consulting Services
• NAICS 541618Other Management Consulting Services
• NAICS 561312Executive Search Services

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