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Professional Recruitment Services

Professional Recruitment Services
  • Organization: Municipality of Kincardine
  • Location: Kincardine, Ontario, Canada
  • Deadline: December 10, 2021


The Corporation of the Municipality of Kincardine seeks to retain the services of an Executive-level Recruitment firm or Consulting firm (Consultant) to provide recruitment services for the position of Chief Administrative Officer. This position has been vacant since October 12, 2021 following the resignation of the former Chief Administrative Officer.

The Municipality of Kincardine is a community of 12,000 residents located in Bruce County in Southwestern Ontario. The Municipality was incorporated in 1999 when the former Town of Kincardine, Township of Kincardine, and Township of Bruce were amalgamated.


RFP Issuance November 22, 2021
RFP Closes December 10, 2021
Award Date January 14, 2022
CAO Selection Completion Date To Be Determined


A digital file containing a PDF version of the Proposal shall be labelled “Proposal for Recruitment Services” in the subject line and emailed to: or original hard copies will be accepted.

Proposals must be received on or before the Proposal deadline closing time which shall be Friday December 10, 2021 at 4:00 pm EST. Any Proposals received after this time and date will not be accepted. Original Hard copy Proposals will be accepted at: Municipality of Kincardine, Municipal Administration Centre, Clerk’s Department, 1475 Concession 5, RR#5, Kincardine, ON N2Z 2X6

Interested proponents must understand and agree that this is an Invitation for Proposal, not a tender call. Proponents responding to the RFP do so AT THEIR OWN RISK. No cost for the Request for Proposal or receiving of Proposal will be incurred by the Municipality of Kincardine.


Inquiries concerning the RFP process, its requirements and the results are to be directed to: Ms. Leanne Gowing, CHRL, Human Resources Manager

Inquiries should be made no later than 7 days before Closing Time. The Municipality reserves the right not to respond to inquiries made within 7 days of the Closing Time. Inquiries and responses will be recorded and may be distributed to all Proponents at the discretion of the Municipality.

Proponents finding discrepancies or omissions in the RFP or having doubts as to the meaning or intent of any provision, should immediately notify the Municipality Representative, identified above.

During the proposal period, no officer, agent, or employee of the Municipality of Kincardine is authorized to alter any portion of these documents. Any alterations required will be issued to all proponents as a written addendum. Addenda shall be considered as an integral part of the contract documents.


If the Municipality determines that an amendment is required to this RFP prior to closing, an addendum will be issued and posted on the Municipal website under the Bids and Tenders page. No addendum will be issued within 48 hours prior to bid closing. It is the Proponents sole responsibility to check the website for addenda prior to submitting their bid. Any bid received without the addendum included will be rejected. No oral conversation will affect or modify the terms of this RFP or may be relied upon by any Proponent. By delivering of a Proposal, the Proponent is deemed to have received, accepted, and understood the entire RFP, including any and all addenda.


Proposals received after the Closing Date and/or Time or at an address other than the address indicated will not be accepted. Delays caused by any delivery, courier or mail service(s) will not be grounds for extension of the Closing Time.

All Proposals shall be open for acceptance for sixty (60) days after the Closing Time, whether another Proposal has been accepted.


The general scope of services includes:

  • Engage with Members of Council and Senior Management to gain an understanding of the expectations, challenges, requirements and responsibilities associated with the position;
  • Consult with key municipal employees to obtain information about the Municipality, including demographics, budget and organizational structure;
  • Develop a position profile and recruitment program including a detailed timeline for completion of each phase and the total process;
  • Advertisements to be placed in appropriate on-line and print media;
  • Thorough screening of applicants, including through face to face or videoconferences of viable candidates. Screening is to include background, criminal and credit checks, references, and media checks to ensure the finalists have backgrounds of highest integrity;
  • Present summary of short listed candidates to Recruitment Team;
  • Assist with the preparation of interview questions and selection criteria for two rounds of interviewing; first round with Recruitment Team, second round with Mayor and Council for the top two candidates;
  • Conduct a reference check and provide written feedback to Council on the final candidates;
  • Provide a twelve month guarantee of candidate replacement should the selected candidate leave the employ of the Municipality for any reason within that timeframe


Quality & Completeness of Proposal – 20%

The Recruitment Team will consider the Proposal’s completeness. The presentation and ease of understanding will be evaluated. The ability to directly tie the Proposal back to the RFP’s requirements will be ranked more favorably.

Experience, Reputation and Resources – 25%

The Recruitment Team will consider the proponents demonstrated experience on similar engagements and references where applicable. Proponents should include the features of their services that give them a competitive advantage and include details on background and qualifications of the Proponent’s team.

Methodology, Work Plan and Timelines – 30%

 The Proponent will be evaluated based on the proposed approach to the project. The Proposal should include narrative that illustrates an understanding of the Municipality’s requirements and services.

The Recruitment Team will consider the general approach and methodology that the Proponent would take in performing the services. The Proposal narrative should include how the Proponent will complete the scope of Services, manage the Services, and accomplish the required objectives with the Municipality’s schedule as well as include a description of the standards to be met and evaluated in the deliverable. Proponents shall provide a schedule of activities and associated costs over the proposed period of the engagement.

Financial – 25%

 The total proposed fee shall be inclusive, including but not limited to, mileage, disbursements and travel time along with all works as described within the RFP document. It is acknowledged that some services will be subject to payment of HST, however, HST is not to be shown in any of the pricing herein.

After an initial review of the Proposals, the Recruitment Team, at its discretion, shall create a short list and may invite Consultants for an interview and short presentation outlining their Proposal at no cost to the Municipality of Kincardine. The final evaluation will be based on the Proposal and the oral interview and presentation.

The Recruitment Team will not be limited to the criteria referred to above, and the Recruitment Team may consider other criteria that the team identifies as relevant during the evaluation process. The Recruitment Team may apply the evaluation criteria on a comparative basis, evaluating the Proposals by comparing one Proponent’s Proposal to another Proponent’s Proposal. All criteria considered will be applied evenly and fairly to all Proposals.


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