Request for Proposals: Executive Search Firm — City Manager Recruitment

City of Abilene, KansasRequest for Proposals (RFP)Executive Search Firm – City Manager RecruitmentIssue Date: October 14, 2025Proposal Due Date: 5:00 pm (CST), November 5, 2025PurposeThe City of Abilene, Kansas (“City”) is seeking proposals from qualified and experienced executive search firms to conduct a comprehensive, professional recruitment process for the position of City Manager. The selected firm will assist the City Commission in identifying, screening, and securing the most qualified candidates to lead the organization. The city seeks to partner with a firm that has demonstrated experience in municipal executive recruitment, particularly in searches for City Manager positions within the Midwest region.City of AbileneThe City, located in Dickinson County, Kansas, is a historic and vibrant community with approximately 6,400 residents. As the proud home of the Eisenhower Presidential Library and Museum, Abilene offers a strong sense of heritage, excellent schools, and a thriving tourism and business environment.The City operates under the Commission-Manager form of government, with a five-member elected City Commission responsible for policy decisions and oversight of the City Manager, who serves as the chief administrative officer. The city provides a full range of municipal services, including police, fire, utilities, streets, parks, recreation, and community development.Scope of ServicesThe city is seeking an Executive Search / Recruitment Firm (the “Firm”) to assist the Governing Body in the search and selection of a City Manager. The successful Firm will be asked to assist the Governing Body in all aspects of recruitment, selection, and the contract negotiation process. Anticipated elements of this process are outlined below.A. Work with the Governing Body and others as identified by the Governing Body to finalize recruitment profile using best practices. The City Commission is currently working on this process;B. Work with the Governing Body to develop a strategy and process for carrying out the recruitment of a City Manager;C. Conduct a professional search and recruitment effort utilizing local, regional, and national contacts to seek qualified candidates, including those who may not otherwise have an interest in this position;D. Coordinate preparation and placement of advertisements in the appropriate national publications and outlets (e.g., ICMA, NLC, LKM, and others identified as appropriate by the Firm) to provide maximum exposure of the opportunity and to ensure an open recruitment process, including adherence to AA/EEO standards;E. Review and screen candidates for qualifications consistent with the City Manager Position Profile;F. Identify a pool of candidates for consideration;G. Recommend a process to the Governing Body and assist the City in conducting and coordinating all aspects of an interview process;H. Coordinate and/or conduct reference and background checks; andI. Assist the City in the negotiation of an employment agreement with the final candidate.J. Conduct a follow-up to the recruitment within the first year.Project TimelineProvide a schedule outlining key milestones related to the scope of work and the estimated date of completion. Key milestones should include the finalization of a recruitment profile, which the City Commission is currently developing. This will be followed by executive search, background checks and evaluations, interviews, follow-up interviews, if necessary, and the selection process. The City has an interim city manager who will not be an applicant and is on contract from July 1, 2025, through January 30, 2026.Proposal RequirementsProposals must be concise and complete, organized in the following format:Cover LetterSigned by an authorized representative.Summarize the firm’s understanding of the project and commitment to perform thework.Firm QualificationsOverview of the firm’s background, areas of expertise, and experience conductingmunicipal executive searches.Highlight experience recruiting City Managers or comparable positions, particularlyin Kansas or the Midwest.Project TeamIdentify key personnel assigned to this engagement and provide brief resumes and relevant experience.Approach and MethodologyDescribe the proposed process, communication plan, recruitment methods, and timeline.Include the firm’s strategy for ensuring candidate diversity and inclusivity.ReferencesProvide contact information for three to five municipalities for which the firm has recently conducted similar searches.Fee ProposalPresent a firm fixed price for all services outlined.Itemize all fees, anticipated reimbursable expenses, and optional services (if applicable).GuaranteesDescribe the firm’s policy for replacement if the selected candidate resigns or is terminated within one year.Evaluation CriteriaProposals will be evaluated by the City Commission or its appointed committee based on the following factors:Time required to accomplish the requested services and the ability of the proposed approach to meet the needs of the City of AbileneDemonstrated experience recruiting executive-level positions for municipal government, with experience in the Midwest. Qualifications and experience of the proposed teamApproach to recruitment, including strategies for attracting highly qualified candidates.Fee structure and cost-effectivenessThe City may select a firm based solely on written proposals or may invite selected firms for interviews before final selection.Submission InstructionsAll proposals must be sealed and received by 5 p.m. (CST) on November 5, 2025. Late submissions will not be considered.Submit proposals to:Shayla Mohr, CMCCity ClerkCity of Abilene, Kansas419 N. Broadway StreetAbilene, KS 67410Phone: (785) 263-2550Terms and ConditionsThe City reserves the right to reject any or all proposals, waive irregularities, and select the proposal that best meets its needs. All materials submitted become the property of the City.The City will not reimburse respondents for any costs associated with the preparation and submission of responses to this RFP or for the attendance at subsequent interviews.The selected firm will be required to provide proof of insurance coverage meeting or exceeding the following minimums:General Liability: $1,000,000 per occurrence / $2,000,000 aggregateProfessional Liability: $1,000,000Worker’s Compensation: statutory limitsThe successful firm must comply with all applicable federal, state, and local laws, including those related to nondiscrimination and equal opportunity employment.Contact for InquiriesAll questions regarding this RFP must be directed in writing to:Shayla Mohr, CMCCity ClerkEmail:For security reasons, you must enable JavaScript to view this E-mail address.Phone: (785) 263-2550ConfidentialityProposals will be handled in accordance with the Kansas Open Records Act (KORA). Any information deemed confidential must be clearly marked as such and will be reviewed for compliance with applicable laws.Issued by:City of Abilene, KansasJon Quinday, ICMA-CMInterim City ManagerOctober 14, 2025