RFP#260813; Executive Recruitment Services; Police Chief

CITY OF ALBANY, OREGON
Human Resources
REQUEST FOR PROPOSALS (RFP)
for
RFP #260813; Executive Recruitment
Services; Police Chief
Issue Date: Wednesday, August 19, 2026
Due Date: Wednesday, September 9, 2026, 2:00, p.m. (Pacific Time)
Human Resources Director ....................................................................................... Holly Roten
Human Resources Manager ................................................................................... Kris Schendel
Contracts and Procurement Manager .................................................................... Lara Raggon
For more information regarding this Request for Proposals,
email contracts@albanyoregon.gov.

CITY OF ALBANY, OREGON
Executive Recruitment Services; Police Chief RFP
TABLE OF CONTENTS
TABLE OF CONTENTS ..................................................................................................................................................... 1
PROPOSER'S SUBMITTAL CHECKLIST ..................................................................................................................... 2
SECTION 1 - INTRODUCTION ...................................................................................................................................... 4
SECTION 2 - INSTRUCTIONS TO PROPOSERS ...................................................................................................... 5
SECTION 3 - SCOPE OF WORK ................................................................................................................................. 14
SECTION 4 - PROPOSAL SUBMITTAL REQUIREMENTS .................................................................................... 18
SECTION 5 - EVALUATION CRITERIA AND CONTRACT AWARD .................................................................... 22
EXHIBIT A - PROPOSAL CERTIFICATION ................................................................................................................ 26
EXHIBIT B - CERTIFICATION FOR CORPORATION OR INDEPENDENT CONTRACTOR .......................... 28
EXHIBIT C - RESPONSIBILITY CERTIFICATION .................................................................................................... 29
EXHIBIT D - INSURANCE REQUIREMENTS ............................................................................................................ 31
EXHIBIT E - EMPLOYEE DRUG AND ALCOHOL TESTING PROGRAM CERTIFICATION ........................... 35
EXHIBIT F - EMPLOYEE BACKGROUND CHECK PROGRAM CERTIFICATION ........................................... 36
ATTACHMENT A - SAMPLE CONTRACT .................................................................................................................. 37
ATTACHMENT B - DEFINITIONS ................................................................................................................................ 50
LIST OF APPENDICES ................................................................................................................................................... 55
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PROPOSER'S SUBMITTAL CHECKLIST
Proposals must be received by the time and date designated in the Request for Proposals.
It is the responsibility of the Proposer to submit the Proposal Response by electronic
means before the indicated deadline to the designated location. Proposals received in the
City's repository after the designated time and date will be determined non-responsive and
will not be accepted. The City is not responsible for the Proposer's late or mishandled
delivery, equipment or software failure, internet or website downtime, corrupt or
unreadable data, or other technical issues that may cause delay or non-delivery of a
proposal or inaccessibility of the submitted data.
If the Proposer obtains these documents by means of a website or copied from a Plan
Center, it is the responsibility of the Proposer to check for all addenda prior to submittal.
All proposals must be uploaded to the respective Project's Bid Submittal Location, on
the City's website purchasing page, in non-editable PDF format, using City-provided
forms, if applicable, without unauthorized alterations. An automated message will be
sent to the Proposer stating, "This message is confirmation that a bid/proposal has been
uploaded and saved to the Laserfiche repository." If you do not receive a notification, you
may contact contracts@albanyoregon.gov.
Proposer is solely responsible for ensuring it has the technical capability to submit its
Proposal via electronic submission and highly encouraged to prepare and allow for
sufficient time to familiarize itself with the electronic submission requirements to address
any technical or data issues prior to the Proposal due date.
The following should be received to be considered responsive:
Cover Page, Table of Contents, Transmittal Letter, Disclosure Statement
Management Letter and Financial Strength
Summary of Relevant Experience and Qualifications
Recruitment Plan
Price Proposal
References
Proposal Certification - Exhibit A
Certification for Corporation or Independent Contractor - Exhibit B
Responsibility Certification - Exhibit C
Insurance Requirements - Exhibit D; Include "Evidence of Insurance"
Employee Drug and Alcohol Testing Program Certification - Exhibit E
Employee Background Check Program Certification - Exhibit F
Acknowledgement of all addenda on Proposal Certification, if applicable
One Complete Redacted Copy of Proposal for Public Disclosure or a Written
Statement of no Redaction must be indicated on the Proposal Certification
Other than what is listed above, it is not necessary to submit any additional pages with
the proposal.
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CITY OF ALBANY, OREGON
REQUEST FOR PROPOSALS (RFP)
RFP#260813; Executive Recruitment Services; Police Chief
Proposals Due by 2:00 p.m. (Pacific Time), Wednesday, September 9, 2026
Notice is hereby given that the City of Albany ("City") is requesting competitive proposals
from qualified and experienced recruitment firms for Executive Recruitment Services and
conduct an executive search to identify a new Police Chief with a start date of March 1, 2027.
This scope of work includes, but is not limited to the following requirements:
*
Develop the recruitment plan and timelines;
*
Meet with the City Manager and Deputy City Manager to understand need and wants for
the Position;
*
Provide and be responsible for all advertising of the Position; and
*
A company representative will be on site during final candidate interviews.
Solicitation documents may be downloaded from the City of Albany's website on the City's
Purchasing Page, under Finance, or examined at Albany City Hall, Finance Department, 333
Broadalbin Street SW, Albany, OR 97321, Monday through Friday, 8:00 a.m. to 5:00 p.m. There
is a $35 charge to receive a printed copy of the documents.
It is imperative that those who download the solicitation documents check the website
regularly for addenda, clarifications, and other notifications that may be pertinent. Proposers
are solely responsible for checking the website to determine if addenda or clarifications have
been issued. For questions regarding the solicitation, contact Lara Raggon, Contracts and
Procurement Manager, at contracts@albanyoregon.gov.
Time is of the essence to acquire a qualified Contractor to provide the required professional
services within the prescribed timeline. All proposal responses must be submitted by
electronic means at the respective project's Bid Submittal Location. All proposals must be
received not later than 2:00 p.m., (Pacific Time), Wednesday, September 9, 2026, or any
extension of the time made by addendum. Submittals will be considered time-stamped and
received by the City when received in the procurement email inbox. The email subject line
should include the project name "RFP#260813, Executive Recruitment Services; Police
Chief". Proposals received after the closing date and time will not be opened or reviewed.
There will be no formal opening. Proposals shall be valid for 120 days after opening unless
otherwise specified.
The City may reject any proposal not in compliance with all prescribed solicitation
procedures and requirements and other applicable law and may reject any or all proposals in
whole or in part when the cancellation or rejection is in the best interest of the City, and at no
cost to the City.
DATED THIS 19TH DAY OF AUGUST 2026.
Lara Raggon
Contracts and Procurement Manager
PUBLISH: City of Albany Website, on Wednesday, August 19, 2026
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SECTION 1 - INTRODUCTION
1.1 CITY INFORMATION
The City of Albany is a municipal governmental entity providing a full range of services,
including police and fire protection; land use planning; sewer services; water services;
construction and maintenance of streets, and infrastructure; recreational activities, and
cultural events. The certified July 1, 2024, population for the City of Albany is the most current
and is 57,777 (Population Research Center, Portland State University, April 2024), is the
eleventh largest city in Oregon. Located at the confluence of the Willamette and Calapooia
Rivers, the city of Albany lies within both Benton and Linn counties. Albany is the largest city in
Linn County and serves as the county seat. Albany is also the second largest city in Benton
County. From its river town beginnings, Albany has grown south and east with the railroads,
state highways and Interstate 5 and across the Willamette into the farms and wooded
hillsides of North Albany.
Albany operates under a home-rule charter in a council-manager form of government. Albany
is led by an elected, non-partisan seven-member council. The council consists of the mayor
and six council members. The mayor is elected at-large every two years; councilors are elected
for overlapping four-year terms within three city wards. The city manager serves at the pleasure
of the council. The council meets on the 2nd and 4th Wednesdays of most months and
conducts work sessions the Monday prior to regularly scheduled Wednesday meetings (with
some exceptions). The city council acts as the local contract review board for the City.
Albany currently employs 442 active employees throughout ten departments. The
departments include Police, Fire, Parks and Recreation, Library, City Manager, Human
Resources, Finance, Information Technology, Public Works Engineering and Operations and
Community Development.
More information about the City of Albany is available at:
*
City of Albany Website
*
City of Albany Strategic Plan
*
City of Albany Financials and Budget
*
Albany Police Department
1.2 PROCUREMENT SOURCING METHOD AND FUNDING
The City will use a procurement and source selection method based on a formal, competitive
intermediate request for proposals in accordance with ORS 279B.060 and not to exceed
$250,000. Responses to this RFP will be reviewed, scored, and ranked according to the criteria
defined herein. Federal funding is not applicable for this project.
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SECTION 2 - INSTRUCTIONS TO PROPOSERS
2.1 ISSUING OFFICE AND SUBMITTAL LOCATION
The City Contracts and Procurement Officer will issue the Request for Proposals document
and will be the sole point of contact for questions, concerns, and protests.
Submittal Address:
City of Albany
Finance Department
Lara Raggon
Contracts and Procurement Manager
333 Broadalbin Street SW, Albany, OR 97321
Proposal responses must be submitted electronically electronic means at the respective
project's Bid Submittal Location.
2.2 RFP SCHEDULE
The following general timeline will be used for receiving and evaluating proposals. The timeline
listed below may be changed if it is in the City's best interest to do so.
RFP Issued August 19, 2026
Date to Submit Changes or Solicitation Protests August 26, 2026, 12:00 p.m.
Last Day to Submit Questions September 1, 2026, 12:00 p.m.
Last Day for Addenda Issued September 3, 2026, 12:00 p.m.
Proposals Due September 9, 2026, 2:00 p.m.
Evaluate Proposals September 10 - 14, 2026
Optional Interviews September 15-16, 2026
Notice of Intent to Award September 18, 2026
Protest period ends (seven calendar days) September 25, 2026, 12:00 p.m.
Notice of Award and Contract Execution September 28 -30, 2026
Contract Commencement October 1, 2026
2.3 CHANGES TO THE SOLICITATION DOCUMENTS BY ADDENDA
The City of Albany reserves the right to make changes to the RFP by written addenda posted on
the City of Albany website. A prospective Proposer may request a change to the RFP by
submitting a request to contracts@albanyoregon.gov. The request must specify the provision
of the RFP in question and contain an explanation for the requested change. All requests for
changes or additional information must be submitted no later than the date set forth in the
RFP Schedule.
The City of Albany will evaluate any request submitted but reserves the right to determine
whether to accept the requested change. If in the Contracts and Procurement Officer's
opinion, additional information or interpretation is necessary; such information will be
supplied in the form of an addendum. Any addenda will have the same binding effect as
though contained in the main body of the RFP. Oral instructions or information concerning the
scope of work of the project given out by City of Albany managers, employees, or agents to the
prospective Proposers will not bind the City of Albany.
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1. All addenda, clarifications, and interpretations will be posted on the City of Albany's
Purchasing Page.
2. No addenda will be issued later than the date set forth in the RFP Schedule, except an
addendum, if necessary, postponing the date for receipt of Proposals, withdrawing the
invitation, modifying elements of the proposal resulting from a delayed process, or
requesting additional information, clarifications, or revisions of proposals leading to
obtaining best offers or best and final offers.
3. Each Proposer must ascertain, prior to submitting a proposal response, that the
Proposer has received all addenda issued, and receipt of each must be
acknowledged on the Proposal Certification form.
2.4 TRADE SECRETS AND PUBLIC RECORDS LAW
All information submitted by Proposers will be public record, and the City of Albany will make
available to any person requesting information through the City of Albany's processes for
disclosure of public records, any and all information submitted and subject to disclosure,
pursuant to the Federal Freedom of Information Act (FOIA) and the Oregon Public Records Act,
ORS 192, except such portions of the proposals for which Proposer requests exception
from disclosure consistent with Oregon law, ORS 192.345, and specifically marked "proprietary"
or "confidential". All requests will be in writing, noting specifically which portion of the
proposal the Proposer requests exception from disclosure.
Proposer must not copyright, or cause to be copyrighted, any portion of any said document
submitted to the City of Albany as a result of this RFP. Proposer should not mark the whole
proposal document "confidential". If a proposal contains any information that is considered a
trade secret under ORS 192.345(2). Proposers must mark each sheet of such information with
the following legend: "This data constitutes a trade secret under ORS 192.345(2) and will not
be disclosed except in accordance with the Oregon Public Records Law." Any proposal
marked as a trade secret in its entirety will be considered nonresponsive.
2.5 CANCELLATION
ORS 279B.100 provides for cancellation, rejection, or delay of proposals when the
cancellation or rejection is in the best interest of the City as determined by the City. The City
of Albany reserves the right to cancel award of this contract at any time before execution of
the contract by both parties if cancellation is deemed to be in the City of Albany's best interest.
In no event will the City of Albany have any liability for the cancellation of award.
2.6 LATE PROPOSALS, WITHDRAWALS AND MODIFICATIONS
Proposals must be submitted by the time designated in the RFP Schedule. Any proposals
submitted after the designated closing time will be considered late and determined
nonresponsive. A Proposer's request for modification of a proposal, or withdrawal of a proposal
received after closing date and time, is late. The City will not consider late proposals, late
requests for modifications, or late withdrawals.
2.7 CONDITIONS OF SUBMITTAL
By submitting a response to this RFP, the Proposer certifies:
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1. The Proposer and each person signing on behalf of any Proposer certifies, and in the
case of a sole proprietorship, partnership or corporation, each party thereto
certifies as to its own organization, under penalty of perjury, that to the best of their
knowledge and belief, no elected official, officer, employee, or person, whose salary is
payable in whole or in part by the City of Albany, has a direct or indirect financial
interest in the proposal, or in the services to which it relates, or in any of the profits
thereof other than as fully described in the Proposer's response to this solicitation.
2. The Proposer has examined all parts of the request for proposal, including all
requirements and contract terms and conditions thereof, and, if its proposal is
accepted, the Proposer must accept the contract documents thereto unless
substantive changes are made in same without the approval of the Proposer.
3. The Proposer, if an individual, is of lawful age; is the only one interested in this
proposal; and that no person, firm, or corporation, other than that named, has any
interest in the proposal, or in the proposed contract.
4. The Proposer has demonstrated quality experience providing the required goods and/or
services, or consulting services, whichever is applicable.
5. The Proposer has examined the scope of services and conditions thoroughly and can
provide the appropriate insurance, deposits, and bonds, if applicable.
6. The Proposer will comply fully with the scope of services for the agreed contract.
7. The Proposer can meet any and all registration and certification requirements as set
forth and required in the Oregon Revised Statutes and this RFP.
2.8 PROPOSER REQUESTS INTERPRETATION OF RFP DOCUMENTS
1. Proposers must promptly notify the City of Albany of any ambiguity, inconsistency, or
error, which they may discover upon examination of the solicitation documents.
2. Proposers requiring clarification or interpretation of the Contract Documents must
make a written request for same to contracts@albanyoregon.gov.
3. The City of Albany will make interpretations, corrections, or changes of the solicitation
documents in writing by published addenda. Interpretations, corrections, or changes
of the proposal documents made in any other manner will not be binding, and
Proposers must not rely upon such interpretations, corrections, and changes.
4. Should any doubt or difference of opinion arise between the City of Albany and a
Proposer as to the items to be furnished hereunder or the interpretation of the provisions
of this solicitation, the decision of the City of Albany will be final and binding upon all
parties.
5. To the maximum extent allowed by law, the City may waive bid/proposal irregularities or
strict compliance with any requirement herein if it concludes such action to be in its
best interest.
2.9 PROPOSER REQUESTS FOR ADDITIONAL INFORMATION
Requests for information regarding City of Albany services, programs, or personnel, or any
other information must be submitted to contracts@albanyoregon.gov. Answers will be
provided to all Proposers of record on the date that answers are available by posting to the City
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website.
2.10 COMPETITION
Proposers are encouraged to comment, either with their proposals or at any other time, on any
specification or requirement within this RFP, which the respondent believes will inordinately
limit competition.
2.11 SOLICITATION PROTESTS
A protest of any provision in this RFP must be made in writing and emailed to
procurement@albanyoregon.gov no later than the date listed in the RFP Schedule. Submittals
will be reviewed upon receipt and will be answered in writing. Any protest must address the
requirement, provision or feature of this RFP or its attachments, that the potential Proposer
believes is ambiguous, unclear, unfair, contrary to law or likely to limit competition. Such
submittals will be reviewed upon receipt and will be answered in writing.
In addition to the information required by ORS 279B.405(4), a Prospective Proposer's written
protest must include a statement of the desired changes to the procurement process or the
solicitation document that the prospective Proposer believes will remedy the conditions upon
which the prospective Proposer based its protest. No such protests or requests will be
considered if received after the deadline or requests are incomplete. No oral, telegraphic,
telephone protests or requests will be accepted.
2.12 COST OF RFP AND ASSOCIATED RESPONSES
This RFP does not commit the City of Albany to paying any costs incurred by any Proposer in
the submission or presentation of a proposal, or in making the necessary studies for the
preparation thereof. Responses to this solicitation are purely voluntary. Proposers must not
include any such expenses as part of their proposals.
2.13 CITY TO REQUEST CLARIFICATION, ADDITIONAL RESEARCH, AND REVISIONS
1. The City of Albany reserves the right to obtain clarification of any point in a proposal
or to obtain additional information necessary to properly evaluate a proposal. Failure
of a Proposer to respond to such a request for additional information or clarification
could result in a finding that the Proposer is nonresponsive and consequent rejection of
the proposal.
2. The City of Albany may obtain information from any legal source for clarification of any
proposal or for information on any Proposer. The City of Albany need not inform the
Proposer of any intent to perform additional research in this respect or of any
information thereby received.
3. The City of Albany may perform, at its sole option, investigations of the responsible
Proposer. Information may include, but will not necessarily be limited to credit
history, recent financial statements, current litigation, bonding capacity, and related
history, and contacting references. All such documents, if requested by the City of
Albany, become part of the public record, and may be disclosed accordingly.
4. The City reserves the right to investigate references including customers other than
those listed in the Proposer's submission. Investigation may include past
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performance with respect to its successful performance of similar projects,
conformance to Owner's budget, compliance with specifications and contractual
obligations, its completion or delivery of a project on schedule, and its lawful payment
to employees and workers or other criteria as determined by the City.
5. The City of Albany reserves the right to request revisions of proposals after the
submission of proposals and before award.
6. The City of Albany reserves the right to negotiate revisions to the final contract, as well
as price, with the successful Proposer.
7. The City of Albany reserves the right to request revisions of proposals after the
submission of proposals and before award for the purpose of obtaining best offers, or
best and final offers.
2.14 REJECTION OF PROPOSALS
The City of Albany reserves the right to reject any or all proposals received as a result of this
request. Proposals may be rejected for one or more of the following reasons, including but not
limited to:
1. Failure of the Proposer to adhere to one or more of the provisions established in this
RFP.
2. Failure of the Proposer to submit a proposal in the format specified herein.
3. Failure of the Proposer to submit a proposal within the time requirements established
herein.
4. Failure of the Proposer to adhere to ethical and professional standards before,
during, or following the proposal process.
The City of Albany may reject any proposal not in compliance with all prescribed public
procurement procedures and requirements and may reject for good cause any or all proposals
upon a finding of the City of Albany that it is in the public interest to do so.
2.15 MODIFICATION OR WITHDRAWAL OF PROPOSAL BY PROPOSER
1. A proposal may not be modified, withdrawn, or canceled by the Proposer for 120
calendar days following the time and date designated for the receipt of proposals.
2. Proposals submitted earlier may be modified or withdrawn only by email to
contracts@albanyoregon.gov at the submittal location, prior to the time designated
for receipt of proposals. All such communications will be so worded as not to reveal
the amount of the original proposal or any other material contents of the original
proposal.
3. Withdrawn proposals may be resubmitted up to the time designated for the receipt of
proposals provided they are then fully in conformance with the proposal submittal
instructions.
2.16 DURATION OF PROPOSAL
Proposal prices, terms and conditions will be firm for a period of at least 120 days from the
deadline for receipt of submittal. The successful proposal will not be subject to future price
escalation or changes of terms if accepted during the 120 calendar-day period. Price
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