FINAL SCOPE OF WORK FOR IGA 06142016.XLSX

Valley Metro CEO Recruitment Deliverables and Timeline - (Board and Subcommittee Tasks Highlighted) as of 5/19/16
Phase Step # Deliverables Assumptions Comments, Questions and Additional Considerations Responsible party Date
Defining Position Gather available information regarding CEO recruitment; research MCHR March 29, 2016 - April 6, 2016
Needs & Desired other comparable recruitments; develop draft recruitment
Candidate 1 brochure and timeline
Attributes Meet with stakeholders to review updated job description and Ensure stakeholder needs have been understood and City Managers Wednesday, April 6, 2016
draft recruitment brochure for CEO to ensure details are reflective represented. Obtain clarity on what needs are most important to
of current needs and responsibilities, including candidate the various stakeholders.
attributes; obtain input on recruitment timeline and strategy;
2 obtain input on advertising options
Meet with stakeholders to review updated job description and Ensure stakeholder needs have been understood and Joint Board Subcommittee Friday, April 15, 2016
draft recruitment brochure for CEO to ensure details are reflective represented. Obtain clarity on what needs are most important to
3 of current needs and responsibilities, including candidate the various stakeholders.
attributes; obtain input on recruitment timeline and strategy;
obtain input on advertising options
MCHR to incorporate feedback from City Managers and Joint MCHR April 15, 2016 - April 19, 2016
4 Board Subcommittee into final brochure and recruitment timeline
MCHR presents recruitment overview and draft brochure to Valley MCHR Thursday, April 21, 2016 - BOARD ACTION
5 Metro Board; Board approves Ad Hoc Committeerecruitment
subcommittee
Valley Metro identifies potential executive recruitment firms and Procurement process will be initiated by VM in order to identify Valley Metro April 15, 2016 - May 19, 2016
makes a selection an executive search firm to assist with identifying potential
6 applicants, providing input and feedback on an appropriate job
title, and input on a competitive market salary for a CEO
Meet with Ad Hoc Committeerecruitment subcommittee to This assumes the committee is Any final edits to brochure will be decided upon; MCHR will MCHR/Ad Hoc CommitteeRecruitment SubcommThursday, May 19, 2016
finalize brochure, supplemental questions, advertising sources, empowered to make decisions on present recommended application supplemental questions for
application review process, interview strategy these items without the need for consideration; video uploading and context; MCHR will present
formal Board action. It also assumes recommended advertising sources for consideration; MCHR will
that Mr. Smith (or his delegate) will be provide recommendations and seek input on the application
included in these meetings. review process; MCHR will provide recommendations and seek
input on the interview panel and strategy; obtain input on top 2-3
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attributes that are of most importance; expectations on frequency
of communication and updates; Will the job posting be issued
under Valley Metro's employment site? Maricopa County will
need credentials to access applicant tracking system to post
announcement and review applications. Maricopa County
currently uses NEOGOV and is familiar with functionality.
Valley Metro Board meeting to approve executive search firm and Board Thursday, May 19, 2016 - BOARD ACTION
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Ad Hoc Committeechair.
Recruitment of Engage with executive search firm to obtain input on and finalize MCHR/Executive Search firm Friday, May 20, 2016 - Thursday, May 26, 2016
Applicants the following: brochure (no significant edits); advertising options;
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application process; screening process, etc.
Send final brochure to Ad-Hoc Committee that includes MCHR Friday, May 27, 2016
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recommendations from executive search firm

11 CEO recruitment opens and ads are placed. MCHR recommends a 60 day recruitment period. MCHR/Valley Metro HR Wednesday, June 1, 2016
Search firm conducts a first review of applications and provides MCHR Wednesday, June 22, 2016
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results to Maricopa County.
13 Meeting with Ad-Hoc Committee Week of June 13, 2016
Maricopa County will provide a list of applicants received to Ad- This assumes the entire Board The list provided will identify those individuals that appear to MCHR Friday, June 24, 2016
Hoc Committee. The details provided will include an abbrieviated (including the committee) will receive meet qualifications as well as those who do not reflect the
matrix of each applicants background. The purpose is to confirm the list of applicants and matrix. This requisite background necessary for consideration. Feedback from
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the recruitment strategy is delivering the desired results and also assumes the committee will the Board will be provided to the Ad Hoc Committeemembers.
make changes if needed. collect any feedback from other Board
members regarding the list of
Ad Hoc Committee will provide feedback on the preliminary list of This assumes the committee will What, if any, changes to recruitment strategy are desired? What, MCHR/Ad Hoc CommitteeRecruitment SubcommMEETING with Ad Hoc Committee- Monday, June 27,
applicants. Recommendations are provided on how to modify collect and communicate any if any, changes to candidate grouping strategy are desired? Is it 2016
recruitment strategy, if necessary. feedback from other Board members necessary to extend recruitment end date?
15 regarding the list of applicants. It also
assumes that Mr. Smith (or his
delegate) will be included in these
meetings.
Assessment & 16 Recruitment closes N/A MCHR Friday, July 29, 2016
Evaluation of Shortly after the recruitment closes, search firm will provide This assumes the entire Board Scope of information provided will be similar to that of the "first Tuesday, August 2, 2016
Candidates Maricopa County a complete list of applicants and highlight those (including the committee) will receive review" stage.
considered to be most highly qualified for review and input from the list of applicants and matrix. This
17 the Ad-hoc Committee. The purpose is to confirm we have an also assumes the committee will
adequate pool of applicants from which to consider and seek collect any feedback from other Board
feedback. members regarding the list of
applicants.
Ad Hoc Committee will provide feedback on whether a sufficient This assumes the committee will Feedback from the Board will be provided to the Ad Hoc MCHR/Ad Hoc CommitteeRecruitment SubcommMEETING with Ad Hoc Committee- Monday, August 8,
pool of applicants exists, or if there is a need to reopen collect and communicate any Committeemembers. What, if any, changes to recruitment 2016
recruitment for an additional period of time. A decision will be feedback from other Board members strategy are desired? What, if any, changes to candidate grouping
made on the most highly qualified applicants to be included for regarding the list of applicants. This strategy are desired? Is it necessary to extend recruitment end
further review and evaluation. Based upon input received from also assumes the committee is date?
18 the Committee and searh firm thus far, Maricopa County will empowered to make decisions on
recommend first round interview questions to be considered. these items without the need for
formal Board action. It also assumes
that Mr. Smith (or his delegate) will be
included in these meetings.

Phone Screening Interview (if applicable) – Search firm will This assumes there is no need to reopen the recruitment for MCHR August 8, 2016 - August 15, 2016
schedule and conduct a phone screening with candidates if additional time.
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needed to follow up and clarify information included in the
application and report results to Maricopa County.
Search firm will further review, evaluate and group identified This assumes the entire Board An in-depth review will be conducted to identify those candidates MCHR August 8, 2016 - August 15, 2016
candidates based upon the education, experience and critical (including the committee) will receive who align with critical attributes and have directly related
attributes. For those candidates considered most highly qualified, Candidate profiles for the most highly experience that most closely align with the needs of Valley Metro.
search firm will conduct internet searches of articles, profiles, etc. qualified candidates. This also The purpose of the media, etc. search is to ensure stakeholders
and research the company/organization profiles to determine assumes the committee will collect have a good understanding of a candidate's successes,
20 how well the company/organization is performing from a financial any feedback from other Board management capabilities, challenges, and potential pitfalls.
perspective. Candidate profiles will be created for highly qualified members regarding the list of Candidate Profiles will include the following information: resume,
candidates and sent to Maricopa County no later than August 15, applicants. cover letter, qualifications, summary of information obtained
2016. from initial phone screening interview (if applicable), summary of
information obtained from media/internet/organization and
company search.
Ad Hoc Committee will review profiles and provide feedback on This assumes the committee will Feedback from the Board will be provided to the Ad Hoc MCHR/Ad Hoc CommitteeRecruitment SubcommMeeting with Ad Hoc Committee- Monday, August 18,
candidates to invite for first round interviews. collect and communicate any Committeemembers. 2016
feedback from other Board members
21 regarding the list of applicants. It also
assumes that Mr. Smith (or his
delegate) will be included in these
meetings.
Maricopa County will coordinate the scheduling of first round Work with Valley Metro to identify locations, parking, etc. needed MCHR August 18, 2016 - August 19, 2016
interviews with the search firm and Valley Metro as needed. for candidates invited for interview.
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Maricopa County will also coordinate the sending of notices to
unsuccessful candidates.
First round interviews will take place, which may include citizen This assumes up to 2 separate Candidates will be asked to provide references and complete an Interview panel/citizens panel/MCHR August 29, 2016 - September 9, 2016 (need to work
23 forum. interview panels as well as 1 citizen authorization for a 3rd party background investigation. around potential scheduling conflicts due to holiday)
forum.
The Ad Hoc Committee will deliberate based upon Candidate This assumes up to 2 separate Questions and structure for next phase of interview process (i.e. Interview panel/MCHR Tuesday, September 15, 2016
Profiles, information gathered during the interviews and citizen interview panels as well as 1 citizen Board) should begin to be discussed and finalized.
24 feedback and recommend a list of finalists to the Board for forum.
consideration and continuation in the next phase of the selection
process.
Maricopa County will coordinate with the search firm to schedule The purpose of this phase is to speak directly with individuals who MCHR Wednesday, September 16, 2016 - Friday, September
and conduct reference checks for each of the candidates have worked with, worked for, or were directly responsible for 18, 2016
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recommended for the next phase. overseeing the candidate's work performance to obtain input and
feedback.
Maricopa County will provide feedback related to the results of This assumes that background MCHR Tuesday, September 20, 2016
the reference checks and/or background investigation (if investigations and references checks
available) to the Ad Hoc Committee if anything of concern arises are completed by the required
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that would potentially deem a candidate ineligible for futher deadline for the September Board
consideration. Candidate profiles will be udpated accordingly. meeting.
Ad-hoc Recruitment Subcommittee/Maricopa County will present MCHR/Ad Hoc CommitteeRecruitment SubcommThursday, September 22, 2016 - BOARD ACTION
27 the list of recommended candidates to proceed to next phase of
selection process to Boards for approval.
Maricopa County will coordinate with search firm to contact final MCHR September 22, 2016 - September 23, 2016
candidates to schedule 2nd round interviews. Maricopa County
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will also coordinate the sending of notices to unsuccessful
candidates.

Interviews take place between the final candidate(s) and the This assumes up to 2 separate October 3, 2016 - October 14, 2016
29 round 2 interview panel(s). interview panels, if necessary.
The Ad Hoc Committee will deliberate based upon the This assumes the Board is able to Board Monday, October 17, 2016
information received and identify a final candidate(s) to be identify a successful candidate and
30 recommended to the Board for selection. authorize the appropriate party(ies) to
engage in contract negotiations
subject to final Board approval.
Ad-hoc Subcommittee/MCHR recommends final candidate(s) for October 20, 2016 - BOARD ACTION
31 consideration and inclusion in the final Board interview process;
Selection of Board approves.
Desired 32 Board interviews final candidate(s). TBD - SPECIAL MEETING
Candidate Board deliberates and/or makes final CEO selection; authorizes November 10, 2016 - BOARD ACTION
33 conditional offer of employment pending outcome of contract
negotiation process.
Contract negotiation process will be initiated with the successful Valley Metro will take the lead with input from City Managers and MCHR/Valley Metro HR November 10, 2016 - December 9, 2016
34 candidate salary, leave, start date, relocation if applicable, etc. Board members on this process.
Board approves terms of contract and selects new CEO. Board Thursday, December 15, 2016 - BOARD ACTION
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Scope of Work
Phase 1 - Defining Position Needsd and Desired Candidate Attributes (March 29, 2016 - May 27, 2016)
Deliverables Responsible party(ies) Tentative Dates
Maricopa County gathers available information regarding CEO Maricopa County March 29, 2016 - April 6, 2016
recruitment; research other comparable recruitments; develop draft
recruitment brochure and timeline.
Maricopa County meets with stakeholders to review updated job Valley Metro Joint Boards Wednesday, April 6, 2016
description and draft recruitment brochure for CEO to ensure details are
reflective of current needs and responsibilities, including candidate
attributes; obtain input on recruitment timeline and strategy; obtain input
on advertising options.
Maricopa County incorporates feedback from City Managers and Joint Maricopa County April 15, 2016 - April 19, 2016
Boards into final brochure and recruitment timeline.
Valley Metro identifies potential executive recruitment firms and issues Valley Metro staff April 15, 2016 - May 19, 2016
RFP.
Maricopa County presents recruitment overview and draft brochure to Maricopa County Thursday, April 21, 2016 - BOARD ACTION
Joint Boards; Joint Boards approve Ad Hoc Recruitment Committee.
Maricopa County meets with Ad Hoc Recruitment Committee to finalize Maricopa County/Ad Hoc Recruitment Committee Thursday, May 19, 2016
brochure, supplemental questions, advertising sources, interview
strategy, etc.
Joint Boards meet to approve executive search firm and Ad Hoc Valley Metro Joint Boards Thursday, May 19, 2016 - BOARD ACTION
Recruitment Committee Chair.
Maricopa County engages with executive search firm to obtain input on Maricopa County/Executive Search firm Friday, May 20, 2016 - Thursday, May 26, 2016
and finalize the following: brochure (no significant edits); advertising
options; application process; screening process, etc.
Send final brochure to Valley Metro that includes recommendations from Maricopa County Friday, May 27, 2016
executive search firm.

Deliverables Responsible party(ies) Tentative Dates
Executive search firm opens CEO recruitment and places ads. Executive Search firm May 31, 2016 - June 1, 2016
Executive search firm conducts a first review of applications and provides Executive Search firm Wednesday, June 22, 2016
results to Maricopa County, that includes all applicants and a matrix of
qualifications.
Maricopa County provides the list of applicants received and matrix Maricopa County Meeting with Ad Hoc Recruitment Committee - Monday, June 27,
prepared by the executive search firm to the Ad Hoc Recruitment 2016
Committee in order to confirm the recruitment strategy is delivering the
desired results and make changes if needed; Maricopa County works with
the Ad Hoc Recruitment Committee to finalize interview strategy.
Recruitment closes Executive Search firm Monday, July 25, 2016

Phase 3 - Assessment and Evaluation of Candidates (July 26, 2016 - October 20, 2016)
Deliverables Responsible party(ies) Tentative Dates
Executive search firm requests and obtains completed supplemental Executive Search firm July 26, 2016 - August 1, 2016
questionnaires from qualified applciants.
Executive search firm provides Maricopa County with a complete list of Executive Search firm Tuesday, August 2, 2016
applicants and highlight those considered to be most highly qualified for
review.
Maricopa County validates screening criteria utilized by executive search Maricopa County Thursday, August 4, 2016
firm and provides results to Ad Hoc Recruitment Committee to confirm
we have an adequate pool of applicants.
Phone Screening Interview (if applicable) – Executive search firm Maricopa County/Executive Search firm August 8, 2016 - August 15, 2016
schedules and conducts phone screening with candidates if needed to
follow up and clarify information included in the application and reports
results to Maricopa County.
Executive search firm further reviews, evaluates and groups identified Executive Search firm August 8, 2016 - August 15, 2016
candidates based upon the education, experience and critical attributes.
For those candidates considered most highly qualified, the executive
search firm conducts internet searches of articles, profiles, etc. and
researches the company/organization profiles to determine how well the
company/organization is performing from a financial perspective.
Candidate profiles will be created by the executive search firm for highly
qualified candidates and sent to Maricopa County no later than August 15,
2016.
Maricopa County presents candidate profiles to Ad Hoc Recruitment Maricopa County/Ad Hoc Recruitment Committee Meeting with Ad Hoc Recruitment Committee - Monday,
Committee. Ad Hoc Recruitment Committee reviews profiles and August 18, 2016
provides feedback on candidates to invite for first round interviews.
Executive search firm coordinates the scheduling of first round interviews Executive Search firm/Valley Metro August 18, 2016 - August 19, 2016
with candidates and Valley Metro as needed. Executive search firm sends
notices to unsuccessful candidates.
First round interviews will take place, which may include citizen forum. Maricopa County/Executive Search firm/Valley Metro staff/Ad Hoc August 29, 2016 - September 9, 2016 (need to work around
Recruitment Subcommittee potential scheduling conflicts due to holiday)
The Ad Hoc Recruitment Committee will deliberate based upon Candidate Ad Hoc Recruitment Committee Tuesday, September 15, 2016
Profiles, information gathered during the interviews and citizen feedback
(if applicable) and recommend a list of finalists to the Joint Boards for
consideration and continuation in the next phase of the selection process.
Executive search firm schedules and conducts reference checks for each Executive Search firm Wednesday, September 16, 2016 - Friday, September 18, 2016
of the candidates recommended for the next phase. Results will be
reported to Maricopa County.
Maricopa County provides feedback related to the results of the reference Maricopa County Tuesday, September 20, 2016
checks and/or background investigation (if available) to the Ad Hoc
Recruitment Committee if anything of concern arises that would
potentially deem a candidate ineligible for futher consideration.
Candidate profiles will be updated accordingly.

Ad Hoc Recruitment Committee/Maricopa County will present the list of Maricopa County/Ad Hoc Recruitment Committee Thursday, September 22, 2016 - BOARD ACTION
recommended candidates to proceed to next phase of selection process
to Joint Boards for approval.
Executive search firm contacts final candidates to schedule 2nd round Executive Search firm September 22, 2016 - September 23, 2016
interviews. Executive search firm sends notices to unsuccessful
candidates.
Interviews take place between the final candidate(s) and the round 2 Round 2 interview panel (which includes Ad Hoc Recruitment October 3, 2016 - October 14, 2016
interview panel(s) [which includes Ad Hoc Recruitment Committee]. Committee)
Ad Hoc Recruitment Committee will deliberate based upon the Ad Hoc Recruitment Committee Monday, October 17, 2016
information received and identify a final candidate(s) to be recommended
to the Joint Boards for selection.
Ad Hoc Recruitment Committee/Maricopa County recommends final Maricopa County/Ad Hoc Recruitment Committee October 20, 2016 - BOARD ACTION
candidate(s) for consideration and inclusion in the final Joint Board
interview process; Joint Boards approve.

Phase 4 - Selection of Desired Candidate (October 21, 2016 - December 15, 2016)
Deliverables Responsible party(ies) Tentative Dates
Executive search firm contacts final candidate(s) to schedule final Executive Search firm October 21, 2016 - October 24, 2016
interview. Executive search firm sends notices to unsuccessful
candidate(s).
Joint Boards interviews final candidate(s). Joint Boards TBD - SPECIAL MEETING
Joint Boards deliberate and/or make final CEO selection; authorize Joint Boards November 10, 2016 - BOARD ACTION
conditional offer of employment pending outcome of contract negotiation
process.
Contract negotiation process will be initiated with the successful Executive Search firm/Valley Metro/Ad Hoc Recruitment Subcommittee November 10, 2016 - December 9, 2016
candidate salary, leave, start date, relocation if applicable, etc.
Board approves terms of contract and selects new CEO. Joint Boards Thursday, December 15, 2016 - BOARD ACTION