Plano
Independent School
District
RFP #
2011-068
RFP Title: Executive Search and
Recruitment Services
Provider
(must appear on Bidder’s Submittal Envelope)
RFP Opening
Time/Date:
Opening Date:
Opening Time:
Deadline for Questions
Contact: November 8, 2011 @ 5 PM
Raymond Weaver
Phone: 469-752-0285
Fax: 469-752-0281
E-mail: ray.weaver@pisd.edu
Please Note the Following Information: November 15, 2011
10:00 AM
No late proposals will be accepted No faxed or electronic proposals will be accepted Please submit One original and three copies to: Plano ISD Purchasing Dept., 6600 Alma Drive, Suite A, Plano, TX 75023 Proposer’s Certification
The undersigned (the “Proposer”), by his/her signature, represents that he/she is authorized to bind the proposer
to fully comply with the terms and conditions of this Request for Qualifications (this “RFP”) including all forms and
attachments included and/or referenced herein, for the amount(s) shown on the accompanying proposal form(s).
NOTE: Proposer is strongly encouraged to read the entire Request for Qualifications prior to submitting. Failure
to provide the above information in its entirety may be grounds for disqualification of response.
Please check here if you’re submitting a NO BID for this project. However, to ensure that you remain in our database,
please complete the information below.
PLANO INDEPENDENT SCHOOL DISTRICT Firm/Company Name:
Telephone #:
REQUEST FOR PROPOSALS For Fax #:
Address:
Executive Search and Recruitment Services Provider RFP 2011-­‐068 City:
Web Address:
State:
Zip:
E-mail address:
INSTRUCTIONS TO PROPOSERS Today’s Date:
(Signature of person authorized to sign RFP)
Printed Name:
Title:
(Please print or type)
Page 1 of 16
1. GENERAL 1.1 RECEIPT AND OPENING OF PROPOSALS A. Plano Independent School District (hereinafter referred to as the "District “) is REQUESTING PROPOSALS for: Executive Search and Recruitment Services Provider B. SUBMISSION OF PROPOSALS: Sealed proposals (each, a “Proposal”) shall be submitted to: Plano Independent School District Purchasing Department 6600 Alma Drive, Suite A Plano, Texas 75023 PROPOSALS SHALL BE SUBMITTED NO LATER THAN THE FOLLOWING TIME AND DATE: November 15, 2011 10:00 am (local time) for Proposals. The public opening of Proposals will begin promptly after the deadline for Proposal receipt. ALL ENVELOPES CONTAINING PROPOSALS SHALL BE MARKED WITH: Search and Recruitment Services Provider RFP 2011-­‐068 C. D. One original, three copies should be included in the sealed Proposal. Executive The District is requesting a specific format be used for each Proposal submitted. This format is explained in detail herein. E. LATE PROPOSALS: The District is not responsible for lateness of mail, carrier, etc. and time/date stamp clock in Plano Independent School District's Purchasing Office shall be the official time of receipt. F. PROPOSAL OPENING: Proposals will be opened and (unless obviously non-­‐responsive) read aloud publicly. The following information will be read and recorded at the opening: Name of Respondent G. LOCATION OF PROPOSAL OPENING: Proposals will be publicly opened on dates and at times indicated above. Proposal openings will be at the following location: Plano Independent School District Purchasing Department 6600 Alma Drive, Suite A Plano, Texas 75023 Page 2 of 16
H.
1.2 1.3 NO oral, telegraphic, telephonic, electronic mail or facsimile transmitted proposal(s) will be considered. PROPOSERS ARE REMINDED THAT VERBAL RESPONSES ARE NOT BINDING -­‐ ONLY QUESTIONS ANSWERED BY FORMAL WRITTEN ADENDA WILL BE BINDING AND WILL BE MADE PART OF THE PROPOSAL DOCUMENTS. METHOD OF PROPOSAL A. PROPOSAL DOCUMENTS: Complete sets of all Proposal documents required herein (collectively, “Proposal Documents”) must be used in preparing Proposals. The District does not assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets of Proposal Documents. B. ETHICS: The Proposer shall not accept or offer gifts or anything of value nor enter into any business arrangement with any employee, official or agent of the District. C. CONFLICT OF INTEREST: No public official shall have personal interest in this Proposal or any resulting contract in accordance with Vernon's Texas Codes Annotated, Local Government Code Title 5, Subtitled C, Chapter 171. D. PROPOSAL COMPLIANCE: Proposal must comply with all Federal, State, County and local laws. E. See proposal form for specific requirements regarding Proposals and cost breakdown. 1.4 PREPARATION OF PROPOSAL A. Submit Proposal(s) on forms furnished herein without alteration. B. All submittals must be made in ink or typewritten. If revised prior to opening, Proposer must sign and date the change. C. Make Proposal in name of principal and if co-­‐partnership, give names of all parties. D. Give Proposer's complete address. E. If Proposal(s) are submitted by an agent, they must provide satisfactory evidence of agency authority. G. Submit Proposal in sealed envelope. H. Indicate on outside of envelope, name of Proposer, Proposer’s address and name and number of project for which Proposal is submitted. Page 3 of 16
1.5 1.6 I. If forwarded by mail, enclose sealed envelope containing Proposal in another envelope addressed as indicated. WITHDRAWAL OR REVISION OF PROPOSAL A. A Proposer may fully withdraw its offer and remove itself from the Proposal process at anytime by providing written notice to the District prior to the District selecting a winning Proposer. NON-­‐RESPONSIVE PROPOSAL A. Proposal(s) are considered NON-­‐RESPONSIVE and may be rejected for the following reasons unless otherwise provided by law: 1. 2. 3. 1.7 If form furnished is not used or is altered. If there are unauthorized additions, conditional proposals or irregularities of any kind which may tend to make Proposal incomplete, indefinite, or ambiguous. If Proposer adds any provisions reserving right to accept or reject any award, or to enter into any contract pursuant to an award. INTERPRETATIONS A. If there is doubt as to the true meaning or intent of the Proposal Documents, Proposer must submit a written request for interpretation, directed to: Raymond Weaver Plano Independent School District Purchasing Department 6600 Alma Drive, Suite A Plano, Texas 75023 B. C. FAX # 469-­‐752-­‐0281 Email: ray.weaver@pisd.edu Proposer submitting request is responsible for its prompt and actual delivery. Proposers who find errors or omissions in the specifications that need to be corrected, or who have a request for additional information shall contact the Purchasing Department in writing at least seven (7) days before Proposal is due. Requests for interpretations on the Executive Search and Recruitment Services Provider, RFP 2011-­‐068 must be received on or before November 8, 2011 at 5:00 p.m. D. Oral and other interpretations or clarifications will be without legal effect. Only questions answered by formal written Addenda (as defined in Section 1.7(g) below) will be binding. E. The District is not responsible for any other explanation or interpretation anyone presumes to make. Page 4 of 16
F. Any interpretations, corrections, approvals, supplemental instructions or changes to the Proposal Documents will be made by written Addenda. Sole issuing authority of Addenda shall be vested in the Plano Independent School District. G. Addenda will be posted to the District Web Page. You may obtain the addenda from our internet/web site address at www.pisd.edu, by choosing “web site index”, then “P”, then “Purchasing”, from the menu select Upcoming Proposals (an “Addenda”). You will then see a list of the projects currently available. It is your responsibility to obtain any addenda that pertains to this Proposal. H. Proposers shall acknowledge receipt of all Addenda. I. Failure to receive such Addenda does not relieve Proposer from any obligation under his Proposal as submitted. J. All formal written Addenda become a part of the Proposal Documents. 1.8 1.9 BASE PROPOSALS, UNIT PRICES AND ALTERNATES A. General: Proposal must include base proposals and all alternates (if any). B. Absence of any entry in the pricing section of the RFP will constitute an incomplete submittal and will result in the RFP response being rejected. However, if a Proposer is unable to offer a price for a specific term requested please write NA in the applicable term where an offer cannot be made. The inability to offer a requested term, if noted, will not result in the rejection of the Proposal. C. To the extent the proposal specifications set forth herein requires a description of unit prices or a description of alternates, such unit prices and/or alternates shall be set forth on the Proposal and in accordance with such requirements. METHOD OF AWARD A. Criteria: Per Section 44.031, (b) of the Education Code, in determining to whom to award a contract a district shall consider: − Purchase price; − Reputation of the vendor and of the vendor’s goods or services; − Quality of the vendor’s goods or services; − Extent to which the goods or services meet the District’s needs; − Vendor’s past relationship with the District; − Impact on the ability of the District to comply with laws and rules relating to historically underutilized businesses; − Total long-­‐term cost to the District to acquire the vendor’s goods or services; and Page 5 of 16
−
Any other relevant factor listed in the request for proposals, including but not limited to the quality of contractual terms and conditions It is the responsibility of each Proposer to provide all information necessary to evaluate the Proposal under the named criteria. B. Weighting of Criteria: Evaluative criteria will have the following weights assigned to rank Proposal: − Cost-­‐15 points − Reputation of the vendor and of the vendor’s goods or services – 20 points − Qualifications and Experience-­‐40 points − District Needs-­‐25 points All other listed criteria will be given the weight of zero. Using these criteria and weights District Committee will evaluate and rank Proposals to determine the offerer that presents the best value to the District. Per Section 44.039, (g) of the Education Code, “In determining best value for the District, the District is not restricted to considering price alone, but may consider any other factor stated in the selection criteria.” C. Per Section 44.043, of the Education Code, (b) notwithstanding any other provision of this chapter, a school district: 1. May not consider whether a vendor is a member of or has another relationship with any organizations; and 2. Shall ensure that its Proposal specifications do not deny or diminish the right of a person to work because of the person’s membership or other relationship status with respect to any organization. D. This Proposal shall be awarded in the best interest of the District to the vendor(s) that supplies the best value to the District. The District reserves the right to accept or reject any and all Proposals and to waive technicalities and informalities, and to be the sole judge of quality and equality. Awards will be based on what in our opinion is most advantageous to the District. E. Minimum Standards for Responsible Proposers: Proposers are required to affirmatively demonstrate their responsibility by meeting the following minimum requirements: 1. have adequate financial resources; 2. be able to comply with the required or proposed schedules; 3. have a satisfactory record of performance; 4. have a satisfactory record of integrity and ethics; and Page 6 of 16
5. be otherwise qualified and eligible to receive an award. The District may require other information sufficient to determine Proposer's ability to meet these minimum standards listed above. F. In addition to requirements of the Proposal Documents, the District may require additional information to establish responsibility of Proposer. If requested, Proposer must submit all data to the District. G. The District may conduct such investigations as the District deems necessary to assist in the evaluation of any Proposal and to establish the responsibility, qualifications and financial ability of Proposer, proposed subcontractors, suppliers and other persons and organizations to perform and furnish the Work in accordance with the Proposal Documents to the District's satisfaction within the prescribed time. H. Any Contract to be awarded will be awarded to the best-­‐qualified proposer, as determined by the District in its sole discretion. I. Evaluation of Alternates – If Proposer submits any alternates with its Proposal, any and/or all/none of the alternates may be considered in the District’s evaluation. The District may award the Contract on base proposal plus any and/or all/none of the alternates. J. Unbalanced Proposal -­‐ If the best Proposer's Proposal is significantly unbalanced either in excess of or below reasonable cost analysis values normally associated with the work, the Proposal will be considered as non-­‐responsive and will not be considered for award. The District reserves the right to evaluate and determine the next qualified Proposal for consideration of award. 1.10 CONFIDENTIAL DATA A. Any data that is to be considered as confidential in nature must be clearly marked as such by Proposer and will be treated as confidential by the District to the extent allowable by applicable law, including, but not limited to, the Open Records Act. 1.11 This is a Request for Proposal process. The use of this purchasing method allows for negotiation of scope and value of this contract. The District may request additional information, conduct interviews, or collect any other information deemed necessary to fairly evaluate this Proposal. The District and Proposers may enter into discussions and revisions of Proposal, as necessary. Discussions/negotiations may be conducted with Proposers who are deemed to be within the final competitive range; however, the District reserves the right to award a contract without discussions/negotiations. The competitive range will be determined by the District evaluation committee and will include only those initial Proposals that the committee determines have a reasonable chance of being awarded a contract. If discussions/negotiations are conducted, Page 7 of 16
Proposers will be required to submit a best and final proposal. The best and final proposal may be required as early as 24 hours after completion of negotiations/discussions. 1.12 Reservation: This Proposal does not commit the District to award a contract, to pay costs incurred in the preparation of a Proposal in response to this request, or to procure or contract for services or supplies. 1.13 Advertising: Proposer shall not advertise or publish, without the District’s prior written consent, which consent shall be in the District’s sole discretion, the fact that Proposer has entered into any contract with the District, except as required by applicable law. 1.14 Right to Assurance: Whenever one party to this contract in good faith has reason to question the other party's intent to perform, he may demand that the other party give written assurance of his intent to perform. In the event that a demand is made and no assurance is given within five (5) days, the demanding party may treat this failure as an anticipatory repudiation of the contract. 1.15 Contract Requirements: Proposers shall submit a copy of all form contract documents to the District as a part of their Proposal. The District will review and may elect to negotiate contracts with all or a subset of the proposers. The form of contract submitted with each Proposal shall not be binding on the District, and the District may elect to propose an alternate form of contract. When properly accepted by the District, the final contract shall constitute an equally binding agreement between the successful Proposer and the District. Below are specific contract issues the District requires to be included in each Proposer’s contract submitted as a part of the Proposal. The District recognizes that specific language may vary from what is provided below but requires each Proposer to use the below concepts as a guide when preparing their Proposal. Once the District receives the Proposals it reserves the right to require changes to the submitted contract language. A. Non-­‐Appropriations Language The District, as a governmental entity, may not be held liable for non-­‐funding of a contract caused through no fault of its own. If the District fails to appropriate funds to provide for the annual renewal of a contract, the District may cancel without termination charge. This is provided that the Proposer receives at least 30 days written notice of the termination stating the lack of funding as the reason for the termination. B.
Termination for Default The District reserves the right to enforce the performance of any contract in any manner prescribed by law or deemed to be in the best interest of the District in the event of breach or default of this contract, as determined by the District in its sole discretion. The District reserves the right to terminate any contract immediately in the event the successful Proposer, as determined by the District in its sole discretion: 1)
2)
Fails to meet specified schedules; Fails to perform in accordance with these specifications; Page 8 of 16
3)
Engages in unacceptable conduct by representative personnel; or 4)
Performs or fails to perform in any manner deemed unacceptable by the District. Breach of contract or default authorizes the District to award this Proposal to the next best proposer. Any increase in cost and handling will be charged to the defaulting Proposer. C. Force Majeure If by reason of Force Majeure, either party shall be rendered unable wholly or in part to carry out its obligations under any contract then such party shall give notice and full particulars of Force Majeure in writing to the other party within a reasonable time after occurrence of the event or cause relied upon, and the obligation of the party giving such notice, so far as it is affected by such Force Majeure, shall be suspended during the continuance of the inability then claimed, except as hereinafter provided, but for no longer period, and such party shall endeavor to remove or overcome such inability with all reasonable dispatch. The term “Force Majeure” as employed herein, shall mean acts of God, strikes, lockouts, or other industrial disturbances, act of public enemy, orders of any kind of government of the United States or the State of Texas or any civil or military authority, insurrections, riots, epidemics, landslides, lightning, earthquake, fires, hurricanes, storms, floods, washouts, droughts, arrests, restraint of government and people, civil disturbances, explosions, breakage or accidents to machinery, pipelines or canals, or other causes not reasonably within the control of the party claiming such inability. It is understood and agreed that the settlement of strikes and lockouts shall be entirely within the discretion of the party having the difficulty, and that the above requirement that any Force Majeure shall be remedied with all reasonable dispatch shall not require the settlement of strikes and lockouts by acceding to the demands of the opposing party or parties when such settlement is unfavorable in the judgment of the party having the difficulty. D. Applicable Law; Venue The Proposal, any contract resulting therefrom and the negotiation thereof shall governed and construed according to the laws of the State of Texas. This agreement is performable in Collin County, Texas. Proposer agrees that any action or proceeding related to any of the foregoing may be brought only in the state and federal courts located in Collin County, Texas. E. Indemnification Proposer agrees to defend, indemnify and save harmless the District and all its officers, trustees, directors, employees, agents and representatives (each an “Indemnified Person”) from all suits, actions, or other claims of any character, name and description brought for or on account of any injuries or damages received or sustained by any person, persons, or Page 9 of 16
property arising out of the award of any contract or on account of any negligent act or fault of the Proposer, or of any agent, employee, subcontractor or supplier in the execution of, or performance under, any contract which may result from the Proposal and shall pay any judgment costs which may be obtained against the District growing out of such injury or damages. WITHOUT LIMITATION, THE FOREGOING INDEMNITIES SHALL APPLY TO EACH INDEMNIFIED PERSON WITH RESPECT TO ANY CLAIMS WHICH IN WHOLE OR IN PART ARE CAUSED BY OR ARISE OUT OF THE NEGLIGENCE OF SUCH AND/OR ANY OTHER INDEMNIFIED PERSON, EXCEPT TO THE LIMITED EXTENT THE CLAIM AGAINST AN INDEMNIFIED PERSON ARE PROXIMATELY CAUSED BY SUCH INDEMNIFIED PERSON'S GROSS NEGLIGENCE OR WILLFUL MISCONDUCT. The indemnification provided for in this Section shall survive the rejection of any Proposal and shall extend and continue to benefit each individual or entity that is or has at any time been an Indemnified Person hereunder. F. ASSIGNMENT A successful Proposer shall not sell, assign, transfer or convey any Contract, in whole or in part, without the prior written consent of the District, which such consent shall be in the District’s sole discretion. Page 10 of 16
REQUEST FOR PROPOSALS FOR Executive Search and Recruitment Services Provider RFP 2011-­‐068 Executive Search and Recruitment Services Provider Proposal documents are due no later than: November 15th, 2011 at 10:00 AM I. INTRODUCTION Plano Independent School District (the “District”) is currently accepting Proposals for the services of an Executive Search and Recruitment Services Provider (each, a “Proposal”). The Superintendent of Schools of the District, who functions as the chief executive and instructional officer, is resigning effective January 31, 2012. The Board of Trustees wishes to conduct a nation-­‐wide search to determine the most highly qualified candidates for a permanent replacement. The District seeks to retain the services of a firm, or an individual, possessing recruitment experience for public school district positions (the “Recruiter”). In addition the selected Recruiter shall have considerable knowledge with regard to conducting a search that includes the ability to recruit a diverse group of applicants. Further, the awarded Recruiter must be able to conduct an effective, timely, nationwide recruitment. The selected Recruiter shall provide applicable services consisting of, but not limited to, the following: A. Working with the Plano Independent School District Board of Trustees (the “Board of Trustees”), Cabinet, Faculty, Staff, Business Community, Parents, PTA, Education Foundation, and former Trustees to develop characteristics and attributes of the successful candidate and selection criteria; B. Conducting a nationwide recruitment with emphasis on candidates with experience in Texas school districts utilizing the appropriate trade newsletters, on-­‐line job listing services and/or direct mass mailings to school district professionals; C. Conducting targeted recruitment of qualified individuals; D. Acknowledging receipt of candidates’ application materials; E. Conducting initial screening of all candidates’ applications; F. Developing a list of semi-­‐finalists; G. Scheduling interviews of all semifinalists; H. Assisting the Board of Trustees in the selection of finalists; Page 11 of 16
I. J. K. Arranging for the on-­‐site portion of the process including scheduling interviews and other activities and making travel and lodging arrangements as directed by the Board of Trustees; Conducting all background and reference checks on the final candidate(s); Providing notification to all candidates not selected as finalists for the position; and Arranging relocation for selected candidates. L. The selected Recruiter shall provide progress reports at least weekly to the Board of Trustees. Periodic meetings are required to discuss ongoing progress and to determine the process for screening candidates. A project administrator of the District will monitor progress to assure that quality work is being performed and that the project schedule is being met. II. GENERAL INFORMATION The District is a large urban school district with approximately 54,989 students attending the District’s 71 elementary, middle, high schools, and senior high schools. There are also 11 administrative facilities and three athletic fields. The District employees 6,840 employees. The District is the 75th largest school district in the United States and the fifth largest school district in the Dallas-­‐Fort Worth Metropolitan Area. The District has an operating budget of $445,000,000.00 per year and all funds totally $700,000,000.00 per year. The District is located in the southern portion of Collin County, Texas. The District encompasses approximately 100 square miles. III. TIME LINE ADVERTISE REQUEST FOR PROPOSALS October 27th & 30th QUESTIONS DUE November 8, 2011 PROPOSALS DUE November 15, 2011 at 10 AM REVIEW OF PROPOSALS BY THE BOARD OF TRUSTEES November 15th-­‐23rd CHECK REFERENCES November 28th-­‐30th INTERVIEW FINALISTS December 1st-­‐8th APPROVE & AWARD FINAL CONTRACT December 13, 2011 IV. SELECTION PROCEDURE Responses to this Request for Proposals will be received at the time and location designated, and shall include the information requested hereafter. Responses received after this time will not be considered. The Board of Trustees will evaluate each Proposal submitted to determine responsiveness to the RFP. Page 12 of 16
A. Selection Process: 1. 2. 3. 4. 5. 6. 7. A subcommittee of the Board of Trustees will review all responses to this request that meet requirements and are received prior to the designated closing date and time. Upon review of the qualified firms, the subcommittee of the Board of Trustees will select the Proposals which best reflect the District’s needs and requirements. The subcommittee of the Board of Trustees will invite each finalist firm to personally present its Proposal to the subcommittee. The subcommittee of the Board of Trustees will invite one or more firms to personal present its Proposal to the entire Board of Trustees. The highest ranking firm(s) will be notified and, if necessary contract negotiations will commence with the Board of Trustees. If a satisfactory contract with the firm cannot be reached at a price that is determined to be fair and reasonable to the District, in the District’s sole discretion, negotiations with that Recruiter shall be formally terminated. Negotiations with the second ranked firm may then be initiated. Failing accord with the second ranked submitter, the District shall formally terminate negotiations and may then undertake negotiations with the third ranked firm or re-­‐issue the request at its discretion. The District may reject any or all quotes at its sole discretion. The District’s Board of Trustees will have sole determination of which firm(s) and Proposals are in the District’s best interest or are the best value to the District. B. Evaluation Criteria 1. Relevant recent experience in comparable projects. 2. Capacity/Capability a. Key personnel and individual capability b. Reasonable time line estimates 3. Technical Approach a. Are innovative or unique solutions proposed? b. Is quote comprehensive and easily understood? 4. Cost While cost alone will not be a deciding factor in the selection of a Recruiter, it will be an important one as budgetary constraints are a very real obstacle for any governmental entity. Quotes with detailed cost and price data included will receive a more thorough review than those submitted with estimated totals and vague service descriptions. C. Evaluation and Assessment The following Qualifications and Standards will be used for quote evaluation and ranking: Qualification Standard Page 13 of 16
Scope of Quote Assigned Personnel Availability Does the Quote show an understanding of the project objective, methodology and desired results of the project? Are the personnel assigned to this program qualified to perform the necessary work? Can the District expect quality service from the Submitter in the required timeframe? Does the firm show an interest in developing a quality service relationship with the District? Motivation Firm Capability Cost and Work Hours Does the firm have the support capabilities to provide services within the time lines? Are the proposed costs and associated hours reasonable with regard to the work required? Can the District reasonably expect quality services and support through final selection of a superintendent? D. Evaluation-­‐Criteria Weighting Criteria for Evaluation Qualifications 1. Scope of Quote 2. Assigned Personnel 3. Availability 4. Motivation 5. Firm’s Capability References Meets District Needs Cost Standard Project understanding Qualified to perform the project Capacity to complete the project Interest in developing a relationship Adequate support staff Demonstrated ability to perform Reputation Innovative approach Reasonability of costs Page 14 of 16
Weight 40 20 25 15 V.
FORMAT FOR SUBMISSIONS A. Submittals for Minimum Requirements shall be prepared simply and economically, and shall provide concise answers to the requested information in the order and format prescribed. Failure to do so may be cause for disqualification from further consideration. Emphasis will be placed upon clarity and completeness of the submitted response. A total of three (3) copies and one (1) original of each submittal shall be neatly packaged and sealed, with the address of the recipient affixed to the exterior face. B. Submissions must be received by the District Purchasing Department, 6600 Alma Drive, Suite A, Plano, Texas, 75023, by NOVEMBER 15, 2011 at 10:00 AM. Central Standard Time.1 Late submissions will be rejected. The public opening of Proposals will be held immediately after the close of receipt of Proposals. Only the name of the responding Proposers will be read aloud. C. Proposers should feel free to make suggestions for changes in any area contained in these specifications. The District will evaluate such recommendations as possible amendments to the final contract and suggestions in this area are encouraged. D. The physical size of all submission materials shall be limited to an 8 ½ by 11 format, bound securely (three ring binders are preferred). Please avoid redundant and repetitious materials E. Submissions shall be divided into tabbed, marked sections including, but not limited to, each of the following. Provide any supplemental information you consider relevant or beneficial in any category. F. Format TAB I-­‐Executive Summary Provide an Executive Summary that provides a brief, concise, summary of your firm and how your firm will meet the District’s needs. Include your firm’s estimated time line (No more than three pages.) TABI II-­‐Respondent Questionnaire (Attachment A) Under this tab submit a complete response to each of the listed items. Please reference each response by its item number. TAB III-­‐ References Provide a customer reference list of at least five organizations for which your firm currently has contracts, or has previously provided professional consulting services for superintendent searches. School Districts of equal size and demographics would be preferred. References must include School District’s name, contact person, telephone number, and email address. Also include project description, length of business relationship and background of project (year of project, summary of work performed, etc.). Page 15 of 16
TAB IV-­‐Insurance Comment on your firm’s ability and commitment to provide errors and omissions/professional liability insurance, which must be compliant with the District policy, in limits of not less than $1 million and effective for at least 2 years after date of substantial completion of the project. Refer to the Addendum to Standard Form of Agreement for specific insurance requirements. TAB V-­‐COST A. Describe your firm’s pricing structure and the amount you propose to charge if selected. B. Provide a cost breakdown to specify all categories of cost that the District would incur during a search. Normal overhead and profit should be included in the base amount and should not include overtime. C. Include any innovative processes or ideas that your firm uses to make the search process more cost effective. D. Provide cost breakdown if the search attempt is unsuccessful. TAB VI. Additional Documents (Attachment B) The following documents are provided with the Proposal package. • Felony Conviction Notice • Non-­‐Collusion Affidavit • Historically Underutilized Business Certification (HUBS) • In the event the successful firm requires a separate contract be signed, a copy of this contract must be submitted with the Proposal. The contract will be reviewed by the District’s attorney for approval prior to the District’s Board of Trustees officially selecting the firm. Page 16 of 16