COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Employee and Public Services

DATE:

September 1, 2005

BOARD MEETING DATE:

September 27, 2005

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Mary Welch, Employee and Public Services

SUBJECT:

Agreement with Dulin Advertising, Inc. for Recruitment Advertising

RECOMMENDATION:

Adopt a Resolution authorizing the President of the Board of Supervisors to enter into a three-year agreement with two additional one-year renewals at the discretion of the Employee and Public Services Director, with Dulin Advertising, Inc. to provide recruitment advertising services.

VISION ALIGNMENT:

Commitment: Responsive effective and collaborative government.

Goal(s): Government decisions are based on careful consideration of future impact, rather than temporary relief or gain.

Performance Measure(s):

Measure

FY 2005-06
Projected

FY 2006-07
Projected

Percent of ad drafts provided in 48 hours

98%

98%

Percent of ad confirmations received the same day

98%

98%

BACKGROUND:

Advertising in appropriate journals, trade publications and internet sites is a critical component of effective recruiting, especially in filling hard-to-fill positions. In May 2000, Employee and Public Services issued a Request for Proposal (RFP) for recruitment advertising services and awarded the contract to Advance Recruitment Advertising Agency, Inc.

Since the agreement with Advance Recruiting expires on September 30, 2005, an RFP was issued in May 2005.

DISCUSSION:

The RFP was sent to twenty advertising agencies, with four agencies responding. All four firms were interviewed and rated on the following factors:

1. Cost for advertising services

2. Proposed timeframes, approach/methodology, and payment schedules

3. Prior experience and demonstrated competence

4. Demonstrated ability to set priorities and work effectively with deadlines

5. Ability to provide "sourcing” services and cost effective non-traditional approaches to advertising

6. Demonstrated ability to communicate effectively, verbally and in writing

7. Working familiarity within the context of large government or private sector agencies

8. References from current or former clients

Dulin Advertising, Inc., was selected as the recommended firm to provide comprehensive recruitment advertising services including:

• Suggesting and implementing creative methods to attract diverse, qualified candidates

• Composing, editing and placing advertisements in a variety of publications and on various internet sites

• Distributing recruitment information to appropriate associations and individuals on various mailing lists

• Developing advertising plans for executive-level recruitments

• Providing drafts of ads within 48 hours

• Providing same day confirmation of ads

Not only will Dulin Advertising provide the County with expert recruitment advertising advice, but they will save us hours of extensive research.

FISCAL IMPACT:

The three-year contract amount is $450,000; however if the County exercises its two-year options, the contract maximum amount totals $750,000. Appropriations are included in Employee and Public Services and other departmental budgets utilizing recruitment advertising services.

1.

General Description of RFP

Recruitment advertising services

2.

List key evaluation criteria

• Cost for advertising services

• Proposed timeframes, approach/methodology, and payment schedules

• Prior experience and demonstrated competence including ability to perform services and activities in a governmental setting

• Demonstrated ability to set priorities and work effectively with deadlines and varying tasks

• Ability to provide "sourcing” services and cost effective non-traditional approaches to advertising

• Demonstrated ability to communicate effectively, in easily understood language both verbally and in concise written form

• Working familiarity within the context of large government or private sector agencies

• References from current or former clients

3.

Where advertised

San Mateo Times

4.

In addition to any advertisement, list others to whom RFP was sent

• Ad Dawg Advertising, Pacifica

• Advanced Recruitment Solutions, Inc., Redwood City

• Aizawa & Furuta Advertising, San Francisco

• Bernard Hodes Group, Redwood City

• Butler, Shine, Stern & Partners, Sausalito

• California Newspaper Bureau/Daily Journal Corporation

• Dulin Advertising, Inc., Redwood City

• E2 Media Creative Studio, S San Francisco

• Edwards & McCaslin, Danville

• Fraser Advertising, Redwood City

• Geiger Brothers, Lewiston, ME

• P3M, Los Gatos

• RM Barrows, Inc., Burlingame

• Success West Advertising, San Francisco

• Television Associates, Inc., Mountain View

• The Henne Group, San Francisco

• TMP Worldwide, Indianapolis, IN

• TRW Systems, Reston, VA

• West Advertising, Alameda

• Winner & Associates, Encino

5.

Total number sent to prospective proposers

20

6.

Number of proposals received

4

7.

Who evaluated the proposals

Employee and Public Services Recruitment/Personnel Staff

8.

In alphabetical order, names of proposers (or finalists, if applicable) and location

1) Advanced Recruitment Solutions, Inc., Redwood City

2) Bernard Hodes Group, Redwood City

3) California Newspaper Bureau/Daily Journal Corporation, San Francisco

4) Dulin Advertising, Inc., Redwood City