1-3602-7 RFP Executive Search Services.pdf

MARICOPA COUNTY COMMUNITY COLLEGE DISTRICT

REQUEST FOR PROPOSAL #3602-7

EXECUTIVE SEARCH SERVICES

Proposal Due Date

March 24, 2026 3 PM (local time)

RFP # 3602-7

EXECUTIVE SEARCH SERVICES

SCHEDULE OF EVENTS

ACTIVITY DATE

Release RFP February 12, 2026 Questions Due February 27, 2026 Proposals Due March 24, 2026 Interviews (if required) Mid-April Proposed Contract Award May 2026

Table of Contents

GENERAL

PROPOSAL INSTRUCTIONS

SCOPE OF WORK

PROPOSAL REQUIREMENTS

EVALUATION CRITERIA

PRICING SCHEDULE

SPECIAL TERMS AND CONDITIONS

GENERAL TERMS AND CONDITIONS

SIGNATURE PAGE

ATTACHMENT A

ATTACHMENT B

RFP# 3602-7

Section One: GENERAL Rev 090817

GENERAL

1.1 INTRODUCTION

The Maricopa County Community College District (MCCCD or District) intends to engage the services of one or more firms/contractors to provide recruitment of executive positions, various, mid- to high-level leadership positions, and/or difficult to recruit specialized positions and Executive Search/Recruitment Services as identified in the following Request For Proposal (RFP). MCCCD is now accepting proposals for these services on an “as needed” basis for MCCCD.

1.2 MCCCD DISTRICT MAKE-UP

MCCCD comprised of ten colleges, and numerous education centers dedicated to educational excellence by meeting the needs of the businesses and the citizens of Maricopa County. Each college is individually accredited, yet part of a larger system. MCCCD is one of the largest higher education systems in the nation. As the largest provider of health care workers and job training in Arizona, it is a major resource for business and industry and for individuals seeking education and job training. More than 200,000 students attend the Maricopa Community Colleges each year taking credit and non-credit courses.

MCCCD employs nearly 4,800 full-time faculty and staff and more than 6,800 part-time faculty and staff.

1.3 HISTORY

MCCCD ranks as one of the nation’s largest systems of its kind and is the largest single provider of higher education in Arizona. MCCCD educates and trains thousands of students year-round. What’s more, thousands of employees from both local and relocating businesses and industries are enrolled in customized workforce training programs with the MCCCD system. MCCCD’s administration, faculty and staff are committed to working collectively and responsibly to meet the life-long learning needs of our diverse students and communities.

A seven-member governing board governs MCCCD. Five members are elected from geographical districts within Maricopa County, while two are elected on a countywide basis. The chief executive officer of MCCCD is the Chancellor; and a president heads each of the colleges. MCCCD is a political subdivision of the State, and the elected governing board has the power to levy taxes. Funding comes from property taxes, student tuition, and federal, state and private grants.

1.4 CURRENT ENVIRONMENT

The Maricopa County Community College District, along with most educational entities in the State of Arizona, has been dealing with decreased funding support from the State for many years. In 2015, the State of Arizona eliminated all of the funding it was providing to help support MCCCD’s operations. In addition to the loss of all funding from the State, MCCCD has experienced a decrease in student enrollment, which is a typical trend for all community colleges during strong economic times.

It is the philosophy of MCCCD that this loss of funding and decreased enrollment should not be bridged by raising student tuitions or by burdening the public with increases in their taxes. The result of these funding reductions has created a need to rethink the traditional model of customer and vendor so that MCCCD can continue to provide the best learning environment for our student population as well as practice good stewardship of the public support we receive.

It is the District’s desire to move towards a model that is being utilized by many other higher learning institutions throughout the country which is to evolve the previous customer/supplier relationships associated with our contractors to that of becoming our Strategic Partners. By cultivating strategic partnerships, it will enable MCCCD and the awarded contractor to help identify potential cost reductions, maximize efficiencies, and tap unexplored value-added opportunities to maximize resources and support to the benefit of both parties. Any potential strategic initiatives can be established during negotiations.

1.5 STRATEGIC PARTNERSHIPS

In addition to providing the services listed in this Request for Proposal, MCCCD is continually seeking to expand its relationships with contractors who can evolve into a strategic partner. We are seeking companies that can help expand the boundaries of what has been thought of as traditional consulting contracts by infusing the program with new concepts, out-of-the box thinking, and value-added offerings that may not have existed before.

1.6 VALUE-ADDED OFFERINGS:

MCCCD would be interested in receiving any suggestions that would bring added value to this contract.

As stated in section 1.4, the previous sources of State revenue support have been cut and in order to continue to provide the quality of education our students deserve MCCCD is open to considering new resources and ideas to help alleviate these short-falls. These proposals may be a one-time occurrence or recurring in nature, revenue producing (such as incentives or rebates) or other offerings that would bring added value to our organization. Provide details how leveraging a strategic partnership with your company can assist MCCCD in achieving our goals. Creative solutions are encouraged and should be clearly labeled in the proposal as an attachment.

Potential value-added offerings may be proposed in general in the attachment but will not be reviewed and considered until after the competitive evaluation process has been completed. Once a susceptibility of award is determined by the evaluation team further negotiations regarding these added value offerings may occur and must be completed prior to a final contract award.

The negotiation of any of these offerings is separate from the evaluation process. Changes / additions to these offerings may be made if agreed upon in writing by both parties and included as a signed contract amendment.

MCCCD reserves the right to exclude items offered under this section from co-operative use unless also agreed upon by the awardee.

Section Two: PROPOSAL INSTRUCTIONS

PROPOSAL INSTRUCTIONS

2.1 PROPOSAL QUESTIONS

All questions regarding this Request for Proposal should be submitted online via the MCCCD Procurement Portal. The deadline to submit questions is: February 27, 2026, 5:00 PM (local time).

We will not respond directly to the company asking the question. All questions received within the question period will be acknowledged even if an answer cannot be provided. Responses to the questions received by the deadline will be answered in the form of an addendum. The addendum will be posted on the MCCCD Procurement Portal, and an email notification sent to all known potential respondents who have answered “Yes” to the Intent to Bid question or anyone who has downloaded documents from the portal. The addendum will be made available on/about March 6, 2026.

2.2 PROPOSAL SUBMISSION

MCCCD uses a portal hosted by Euna Procurement (formerly Bonfire) for accepting and evaluating proposals. Registration for a Euna Procurement account will be necessary to view and respond to the RFP. It shall be the responsibility of the Proposer to confirm that proposals contain all required documents and are submitted electronically through the MCCCD Procurement Portal located here:

https://maricopa.bonfirehub.com/portal/?tab=openOpportunities

Upon upload, proposals are automatically timestamped and will remain secure and sealed until after the submission deadline has passed. Your proposal should include all items listed in Section 4.6: Format and Submittal Requirements. Your proposal is available for you to edit or change any time up to the RFP submission deadline.

Please contact Euna Procurement at support.bonfire@eunasolutions.com for technical questions related to your submission or difficulties in accessing the RFP documents. You can also visit their help forum at:

https://maricopa.bonfirehub.com/portal/support

Your proposal must be completed and uploaded to our site no later than 3:00 P.M. (local time), March 24, 2026. Submissions after this date and time will automatically be rejected by the system. The time on the MCCCD Procurement Portal shall be the official submittal time of record.

It is the proposer’s responsibility to be aware of the submission deadline and allow sufficient time to complete any uploads needed to finalize your submission. Any technical or internet-related issues that https://maricopa.bonfirehub.com/portal/support may arise during your submission are not grounds to extend the deadline. It is strongly recommended you begin your submission upload process at least one (1) day prior to the deadline.

2.3 AWARD DETERMINATION

This Request for Proposal does not constitute a commitment by the District to award a contract. The District reserves the right to waive any informalities and to reject any or all proposals and/or to cancel the Request For Proposal. The award shall be made on the proposal(s) that serves the best interest of the District and will not be evaluated solely on a monetary basis. The District reserves the right to negotiate a contract with the selected awardee. Even after the execution of a contract document or Notice of Award, the selected vendor may not initiate contract performance or incur any contract costs until it receives a District-issued purchase order or Procurement card.

2.4 PROPRIETARY INFORMATION

All materials submitted as part of a response to a solicitation are subject to Arizona public records law and will be disclosed if there is an appropriate public records request at the time of or after the award of the contract.

In the event any Proposer shall include in the Proposal any information deemed "proprietary" or "protected", such information shall be separately packaged from the balance of the proposal and clearly marked as to any proprietary claim. A “Confidential Information” section is included in the solicitation’s Requested Information. See section 4.6.

If a Proposer wants to assert that a proposal contains a trade secret or other proprietary information, a Proposer shall include with the submission a statement supporting this assertion. A Proposer shall clearly designate any trade secret and other proprietary information, using the term “confidential” and include it in the “Confidential Information” submittal section. Contract terms and conditions, pricing, and information generally available to the public are not considered confidential information.

The District discourages the submission of such information and undertakes to provide no more than reasonable efforts to protect the proprietary nature of such information. The District, as a public entity, cannot and does not warrant that proprietary information will not be disclosed. The District shall have the right to use any or all information included in the proposals submitted unless the information is expressly restricted by the Proposer. The District reserves the right to make its own determination of Proposer’s proprietary materials.

Requests to deem the entire proposal or price as confidential will not be considered.

When submitting a response containing “Confidential” information, Proposer agrees to defend, indemnify and hold harmless the District, its officers and employees, from every claim, demand, loss, expense, cost, damage or injury, including attorney’s fees, arising out of or resulting from the District withholding information that offeror marked as “Confidential”.

2.5 PROPOSAL FORM

All proposals must be submitted in writing, using the accepted file formats listed. Each proposal shall be prepared simply, providing the straightforward, concise description of the proposer's ability to meet the requirements of the RFP. Emphasis should be on completeness and clarity of contents. No proposal shall exceed forty (40) typewritten pages in length plus any pricing schedule(s), exhibits, resumes, proposed draft revenue sharing agreement, or attachments. Please refer to Section 4.6 Format and Submittal Requirements. Proposals that do not follow the Format and Submittal Requirements outlined in Section 4.6 may be disqualified.

2.6 PROPOSER MODIFICATIONS TO PROPOSALS

Proposals may be modified after submittal to the MCCCD Procurement Portal by accessing your Euna Procurement account. Any modifications must be made and the files re-uploaded to the MCCCD Procurement Portal by the published opening date and time. No modifications to proposals are permitted by the proposer after the published RFP opening date and time.

2.7 WITHDRAWAL OF PROPOSAL

Any Proposer may withdraw their proposal by accessing their Euna Procurement account prior to the deadline set for receipt of proposals. No proposal may be withdrawn or modified after that deadline and shall be binding upon Proposer for a period of ninety (90) days after due date. Withdrawn Proposals may be resubmitted up to the time designated for the receipt of Proposals provided that they are then fully in conformance with the general terms and conditions of the RFP.

2.8 PROPOSAL COSTS

Any and all costs associated with the preparation of responses to this Request for Proposal, including site visits, oral presentations and any other costs shall be entirely the responsibility of the Proposer and shall not be reimbursable in any manner.

2.9 ORAL PRESENTATIONS

Proposers may, after opening and prior to award, be required to make oral and visual presentations at the request of MCCCD. MCCCD will schedule the time and location for any presentations as requested.

Oral presentations will be evaluated.

2.10 AWARD WITHOUT DISCUSSION

MCCCD reserves the right to make an award(s) without further discussion of the proposals received. It is therefore critical that all proposals be submitted initially in the most favorable terms possible, both economically and technically.

2.11 CONTRACT COMMENCEMENT/TERM

It is the intent of the District to award a 1-year contract, with four (4) optional renewals, for a total potential contract term of five (5) years. The District may also award a contract for a term shorter as deemed necessary. The contract start date is expected to be approximately July 1, 2026. No billable work is to be done without a signed PO.

A written Notice of Award with a specific contract start date will be made prior to commencement of performance. MCCCD may at its discretion exercise up to four (4) one-year, auto-renewing option periods for a total contract period not to exceed five (5) years. However, if a mutually beneficial strategic agreement can be reached that would benefit from a longer term, those terms will also be considered.

2.12 MCCCD MODIFICATIONS TO PROPOSALS

Any interpretation, correction, or change of this RFP will be made by written Addendum.

Interpretations, corrections, or changes of this RFP made in any other manner will not be binding, and Proposers shall not rely upon such interpretations, corrections, and changes. Any changes or corrections will be issued by MCCCD Purchasing. Addenda notification will be e-mailed to all known potential respondents who have answered “Yes” to the Intent to Bid question on the portal or anyone who has downloaded documents from the portal. Addenda will also be posted to the proposal documents on the MCCCD Procurement Portal located at:

2.13 NON-COLLUSION

MCCCD encourages free and open competition. Whenever possible, specifications, proposal invitations and conditions are designed to accomplish this objective, consistent with the necessity to satisfy MCCCD’s needs and the accomplishment of a sound economical operation. The Proposer's signature on its proposal guarantees that any prices offered have been established without collusion with other eligible Proposers and without effort to preclude MCCCD from obtaining the most advantageous proposal.

Section Three: SCOPE OF WORK/SPECIFICATIONS

SCOPE OF WORK

At a minimum, the proposal response to the District’s requirements below should include the Contractor’s acknowledgment. It is suggested that the Contractor expand on each requirement of sections 3.1 and 3.2 and include any additional information to help adequately address how it plans to fulfill each requirement.

3.1 Minimum Requirements

3.1.1 Contractor shall be a firm, corporation, individual, or partnership normally engaged in providing executive search services specified herein and have adequate organization, facilities, equipment, financial capability, and personnel to ensure prompt and efficient service to MCCCD.

3.1.2 Contractor shall comply with all applicable state, federal laws and regulations and the District’s policies and shall ensure that MCCCD remains compliant with all current and future federal, state, and local regulations.

3.1.3 Contractor shall have a proven track record in managing comprehensive executive and general position searches and recruitments and in demonstrating excellence in customer service.

3.1.4 Contractor shall maintain absolute confidentiality of all issues, records, and restricted District information.

3.1.5 The Contractor shall carefully read and understand all parts of the RFP and certify that the Proposal is made accordingly.

3.2 Scope of Work

The following Scope of Work (SOW) outlines the expected areas of service and interaction requested by MCCCD of an executive search service provider. Contractor shall provide executive search and recruitment of permanent or interim executive positions, various mid-to high-level leadership positions and/or difficult to recruit specialized positions within the MCCCD system. Such services shall include but not be limited to:

3.2.1 Organization of the Search. Contractor shall review the District supplied class specification, when available and shall research, interview and formulate a more detailed analysis and description or profile of the position as it relates to the specific responsibilities of the position. Organization services shall further include but not be limited to:

3.2.1.1 Meet with members of the Governing Board, senior executive leadership, and/or key stakeholders to gain understanding of the District’s culture, structure and operations, and strategic direction.

3.2.1.2 Provide assistance in reaching concurrence regarding needs and characteristics required for the position in question.

3.2.1.3 Work with the District/College to identify roles and responsibilities for all phases of the search process.

3.2.1.4 Assist in the development of a communication plan for the search.

3.2.1.5 Provide regular progress reports to the search committee or designee(s).

3.2.2 Analysis and Recruitment of Candidate.

3.2.2.1 Evaluate the competitive strengths and weaknesses of the national market for the position opening, when necessary.

3.2.2.2 Identify key opportunities and challenges that MCCCD faces, and the type of leadership needed to fill the position.

3.2.2.3 Develop written information about the position and institution, including a position specification document that identifies the basic responsibilities, report relationships, desirable experience, and professional characteristics required of candidates.

3.2.2.4 Contractor shall develop an aggressive strategy and recruitment plan to identify potential qualified candidates, recruitment materials when necessary, and provide an advertising plan that reaches a national audience and provides a comprehensive outreach to build a pool of qualified candidates locally, regionally and nationally as appropriate.

a. Such advertising plans may include a professional, comprehensive and attractive recruitment flyer and brochure that fully describes the requirements of the position, the MCCCD community, and its organizational structure, the department/college in which the vacancy exists, and necessary desired candidate qualifications.

i. These materials may be required to be full color, including photos if deemed appropriate for the level of the recruitment search.

b. Recruitment plans may include the preparation and placement of advertisements in appropriate local government and/or educational magazines, professional journals, and all web-based/technology-based forms of communication.

i. The District reserves final say in approving any marketing plans as appropriate for each search.

3.2.3 Candidate Sourcing, Evaluation, and Selection.

3.2.3.1 Contractor shall source currently employed executive candidates, as well as candidates not affiliated with a current employer.

3.2.3.2 Contractor shall be actively involved in partnering or leading (when appropriate) in any committee discussions and deliberations.

a. In coordination with the search committee, Contractor shall screen and review resumes and other materials submitted by prospective applicants for background and qualifications followed by telephonic, live video, or in-person interviews as needed.

b. Contractor shall prepare a written summary of candidates for the position with the most promising qualifications and may be asked to debrief the search committee in-person, via teleconference, or live video.

3.2.3.3 Contractor shall collaborate with search committee and/or key personnel in the evaluation and identification of finalists.

a. If a committee approach is not used, the Contractor shall be responsible for all aspects of the process.

3.2.4 Candidate Vetting and Interviews.

3.2.4.1 Contractor shall develop/assist with the development of interview questions.

3.2.4.2 Contractor shall schedule interviews and/or assist candidates with live video conferencing or travel for in-person interviews.

3.2.4.3 Contractor shall conduct public domain and on list references to evaluate candidates, including but not limited to in-depth reference checks with individuals who are or have been in the position to evaluate the candidates’ performance on the job.

3.2.4.4 Contractor shall debrief the search committee following interviews as appropriate and identify additional candidates if necessary.

3.2.4.5 Contractor shall provide summarizations of committee feedback/results of interview(s).

3.2.4.6 Contractor shall review the background and credentials of all finalists, including background checks, criminal background checks, general information, social media searches, news searches, etc., and shall provide a detailed written report on each finalist candidate.

a. Background checks may also include a review of the candidates technical ability, the effectiveness of their communication and interactions with the community at large, as well as interpersonal skills.

b. A minimum of three (3) reference checks shall be completed and should include a review of past personal and public fiscal responsibility.

c. Contractor shall provide a written report of all findings.

3.2.4.7 MCCCD may request that Contractor administer personnel evaluation tools to the finalist(s) to assist in evaluating fitness for the specific position and the organizational culture.

3.2.5 Appointment and Facilitation.

3.2.5.1 When requested Contractor shall assist the hiring manager in contract negotiations with the finalist(s) for the position.

3.2.5.2 Contractor shall notify candidates that were not selected.

3.2.5.3 Contractor shall reinitiate additional executive searches, at no additional fee to MCCCD, if successful candidate leaves (via resignation or termination with or without cause) the employment of the District within one (1) year of placement.

3.2.6 Records Management.

3.2.6.1 Until the search is concluded and for a period thereafter, as required by applicable law, Contractor shall retain all communication relating to a search for MCCCD, to include but not be limited to email messages, text messages, and voicemails.

3.2.6.2 Unless otherwise required by law, Contractor shall maintain confidentiality of all records and information related to recruitments and searches for MCCCD as well as candidates.

3.3 Respondent Questionnaire

3.3.1 Contractor Profile.

3.3.1.1 Provide a description of the firm. Include volume of clients, number of employees, number of years in business providing the requested services.

3.3.1.2 Address in detail Contractor’s knowledge, expertise, and experience in providing the services requested in Section 3.2, Scope of Work, and Contractor’s understanding and ability to comply with the requirements of this

RFP.

3.3.1.3 Provide the names, addresses, and telephone numbers of the firm’s three (3) largest clients to whom it has provided similar services during the past three

(3) years. Use Attachment A to list contact details of each of these clients.

3.3.2 Key Personnel.

3.3.2.1 List the name, title, telephone number, and email address of contact(s) to whom the District should direct all proposal related questions during the RFP process.

3.3.2.2 List key personnel who would be directly assigned to the District’s account.

Provide a brief description of their experience, areas of expertise, relevant services offered, and respective roles and responsibilities.

3.3.3 Recruitment Services.

3.3.3.1 Describe why MCCCD should choose Contractor to provide these services.

Provide a concise narrative as to how the firm is best able to serve MCCCD.

a. Include any key items about the firm and unique features of Contractor’s service that distinguishes it above others in the industry.

3.3.3.2 Provide details about Contractor’s process to find a successful candidate for

MCCCD from award of contract to job offer agreement?

a. Please describe the tools and resources used to source candidates and outline the candidate vetting process.

3.3.3.3 In the instance of the executive recruitment identified in Question 3.3.3.2, what should MCCCD expect from Contractor?

3.3.3.4 What is the Contractor’s communication strategy for providing updates to clients and other key stakeholder groups?

a. Provide samples of written materials used in this communication.

3.3.3.5 To what extent does Contractor utilize technology to operationalize and manage a search process? Please provide detailed information.

3.3.3.6 Describe Contractor’s process for providing comprehensive background checks for finalist candidates.

3.3.3.7 What is Contractor’s method for controlling incidental expenses related to the search process?

3.3.4 Value Added.

3.3.4.1 Provide any other examples, justification, or experiences that would further demonstrate Contractor’s ability to provide the services requested in this RFP.

3.3.4.2 Provide a list of any additional goods and/or services that Contractor provides that are not addressed in the RFP. The District retains the absolute and sole discretion to examine and consider these additional goods/service options for inclusion in the contract awarded under this RFP.

Section Five: EVALUATION CRITERIA

PROPOSAL REQUIREMENTS

The following is a listing of general and specific criteria used for the evaluation of this RFP. The areas include, but are not limited to:

4.1. MINIMUM REQUIREMENTS

4.1.1 Must be licensed by the State that the business is in, if services requested require such licensure.

4.1.2 Must have carefully read and understand all parts of the RFP and certified that the Proposal is made in accordance therewith.

4.1.3 Must submit written answers to the Respondent Questionnaire. All answers must be in the order in which the questions were asked and labeled with the specific section number.

4.1.4 The Proposer must submit a signed Signature Page (Section 9). Electronic signatures are acceptable. Failure to submit a signed proposal may result in rejection of the Proposal.

4.1.5 Must provide a completed Pricing Schedule (Section 6) signed by an authorized company signatory confirming its offer and acknowledging its understanding of the requirements of this Request for Proposal.

4.1.6 Must acknowledge firm’s agreement to comply with items listed under the Minimum and Specific Requirements of this Request for Proposal.

4.1.7 Must submit a completed Bidder’s Statement (Attachment A).

4.1.8 Must submit a completed Data Confidentiality and Security Addendum (Attachment

B).

4.1.9 If the Responder will require MCCCD to sign an additional agreement(s), it must be provided in the Proposal response.

4.1.10 Must submit a completed copy of the Higher Education Community Vendor Assessment

(HECVAT) security questionnaire assessment form. The HECVAT may be downloaded from here:

https://library.educause.edu/resources/2020/4/higher-education-community-vendor-assessment-toolkit

4.2 DEVIATIONS FROM RFP

Proposers must specifically provide a separate listing of each circumstance in which their proposal differs from any terms or conditions of this Request for Proposal. Failure to list such a deviation will result in the terms of the proposal being disregarded in favor of the corresponding term(s) of the RFP.

Material deviations from the requirements of this RFP shall result in rejection of the proposal.

https://library.educause.edu/resources/2020/4/higher-education-community-vendor-assessment-toolkit https://library.educause.edu/resources/2020/4/higher-education-community-vendor-assessment-toolkit

The term “material deviations” includes both deviations from the MCCCD contract terms set forth in this RFP and additional contract terms that the Proposer requests MCCCD to consider. Be aware that the absence of a term on a subject in the RFP, particularly a general contract term and condition, does not mean that the Proposer should feel free to offer one. MCCCD considers the General Terms and Conditions of this RFP to be a fair allocation of risk between a contractor and MCCCD. It will not accept terms – revised or additional ones - that shift those risks or provide the Proposer with additional discretion. The Proposer in choosing the respond to this RFP must demonstrate in its Proposal that it accepts the terms upon which MCCCD is conducting the competition.

To submit deviations the Proposer must state in the separate listing all deviations, including any additional terms, in the following format:

● Title your listing “REQUESTED DEVIATIONS”.

● Cite the specific page and section number of each term and condition change request. Include the original MCCCD RFP Term and Condition.

● Provide a legal redline version of the original RFP language to include the requested change(s), or immediately below the original RFP Term and Condition include the specific language you want MCCCD to consider adding or replacing.

MCCCD will consider deviation requests, both the total number and the overall scope, in determining the most advantageous offer. Deviations may affect the possibility of an award and any requests should be considered carefully.

Deviations that a winning Proposer submits after it has been selected for award, such as through a vendor standard template contract, will not be considered. If a Proposer submits a Proposal without specific deviations, and the Proposal is accepted by MCCCD, Proposer will be deemed bound by the terms of the RFP without exception.

4.3 SIGNATURE

The Contractor shall furnish and include all requested information with their proposal. Statements are required to be complete and accurate, and the proposal shall be signed by an authorized signatory of the company (sworn to and notarized, if requested). A proposal submitted by an agent will have a current Power of Attorney attached certifying the agent’s authority to bind the Proposer. Omission, inaccuracy, or misstatement may be sufficient cause for rejection of the proposal.

4.4 AWARD CONSIDERATION

From the total information requested, determination shall be made of the Proposer's ability to serve MCCCD. Only proposals from responsible organizations or individuals, as determined by MCCCD, which have the capability of providing the required services under this RFP, shall be considered.

Representatives from MCCCD reserve the right to conduct interviews with the individual proposers for clarification of the proposals presented. MCCCD reserves the right to negotiate any and all provisions presented in the proposals.

4.5 PROTESTS AND APPEALS OF CONTRACT AWARDS

Bid protests or appeals of contracts and awards shall be submitted per Chapter Nine of the Purchasing Procedures Manual.

4.6 FORMAT & SUBMITTAL REQUIREMENTS

The requested information for your RFP submittal is listed below. The documents must be submitted via the MCCCD Procurement Portal before the due date here:

https://maricopa.bonfirehub.com/portal/?tab=openOpportunities

Proposals that do not follow the Format and Submittal Requirements as outlined in the table below may be disqualified.

Document Name File Type (PDF, Word, Excel, etc.)

# of Files Permitted

Required/Optional

Response to Minimum Requirements and Scope of Work (Section 3.1 and 3.2)

PDF (.pdf) One (1) Required

Respondent Questionnaire (Section 3.3) PDF (.pdf) One (1) Required

Pricing Schedule (signed) PDF (.pdf) One (1) Required

Supplemental Materials Any Multiple Optional

Signature Page (signed) PDF (.pdf) One (1) Required

Attachment A PDF (.pdf) One (1) Required

Attachment B PDF (.pdf) One (1) Required

HECVAT PDF (.pdf) One (1) Required

Additional Agreement(s) PDF (.pdf) Multiple Optional

Deviations to Terms and Conditions PDF (.pdf) One (1) Optional

Confidential Information (Section 2.4) Any Multiple Optional

Important Notes:

● Take note of the type and number of files allowed. The maximum upload file size is 1000 MB.

● Do not embed any documents within your uploaded files. They will not be accessible or evaluated.

● Uploading documents may take significant time, depending on the number and size of the file(s) and your Internet connection speed.

● You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

● Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. JavaScript must be enabled. Browser cookies must be enabled.

Section Six: EVALUATION CRITERIA

EVALUATION CRITERIA

The following is a listing of general and specific criteria used for the evaluation of this RFP. The areas include, but are not limited to:

5.1 General quality of responsiveness of proposer:

A. Ability to meet all terms and conditions B. Completeness and thoroughness of proposal C. Grasp of scope of work to be performed D. Description of approach to be taken E. Evidence of effective organizational and management practices F. Qualifications of personnel G. Experience and past performance

5.2 Specific areas that will be evaluated and scored except as described in STEP THREE below:

A. Past experience in providing comparable services to other clients.

B. Responses to Minimum and Specific Requirements.

C. Respondent Questionnaire responses.

D. Pricing.

Proposals will be evaluated in accordance with the following three-step process:

STEP ONE - Verification of each proposer's compliance with the RFP general terms and conditions as listed in Section 1, 2, 7, and 8 of this RFP.

STEP TWO - Verification of each proposer's compliance that all required written responses/confirmations are thoroughly submitted.

STEP THREE – All proposals meeting the criteria as presented in Steps One and Two will be evaluated with a "points-earned compliance matrix". An evaluation committee will evaluate and score the proposals. The proposals will be ranked on a "points-earned" technical, service and financial compliance matrix. The evaluation committee may continue to evaluate proposals after the initial scoring of them by any means that it deems reasonable. If the evaluation committee schedules oral presentations, the presentations may or may not be scored and that scoring may, but is not required to be added to the previous scoring of the proposals. The evaluation committee reserves the right to use additional advisory committees or subject matter experts at any time during this RFP to assist with the evaluation.

Section Six: PRICING SCHEDULE

PRICING SCHEDULE

The undersigned has read and understands all conditions and terms of RFP 3602-7, is authorized to submit this proposal on behalf of the company, and hereby offers to perform the services for the pricing indicated below:

6.1 Cost/Fee Proposal

Contractor shall list all costs that will be charged to the District for any portion of provided Executive Recruitment Services. Provide detailed explanations and fee definitions as needed. Pricing shall be all inclusive, including any ancillary fees and costs required to accomplish the Scope of Work and all aspects of Contractor’s proposal.

Details of service not explicitly stated in the Scope of Work or in the Contractor’s proposal, but necessarily a part of, are deemed to be understood by the Contract and included herein. All administrative, reporting, or other requirements, all overhead costs and profit, and any other costs toward the accomplishment of the requirements in the contract shall be provided in this pricing document. As applicable, define unit of measure of pricing (per recruitment, monthly, annual, etc.). Contractor may provide a supplemental quote in addition to but not in lieu of providing a complete response in the Pricing Schedule. Failure to include any costs in this pricing document may result in non-payment by the District.

Executive Search Services Proposed Pricing Year 1 Year 2 Year 3 Year 4 Year 5

Pre-Recruitment Development Pre-recruitment activities

Position announcement/advertising Administrative fees, if applicable

Recruitment Fees for Permanent Candidates Executive Recruitment

Staff Recruitment Faculty/Academic Recruitment

Background Investigations Recruitment Fees for Interim Candidates

Executive Recruitment Staff Recruitment

Faculty/Academic Recruitment Background Investigations

Travel Expenses Contractor Staff

Candidate

Section Six: PRICING SCHEDULE

6.2 Other required or optional services/fees, if any, not specifically requested in the RFP (list below)

Costs/Fees listed shall include all overhead and profit. No billing will be accepted that shows any other costs than those listed. This includes, but is not limited to, travel, any out-of-pocket costs, meetings, secretarial, printing, delivery, rent, phone calls, postage, overnight mail service, accounting, fuel charges, office supplies, etc.

Billing to MCCCD should be in a manner in which all locations and/or services and their associated costs can be identified for our accounting processes.

Any contractor that MCCCD is doing business with must agree to e-billing.

Please confirm that the authorized agent preparing this Proposal has read, understands, and will ensure his/her firm’s compliance with the provisions of this section:

Authorized Agent’s Name and Initials: __________________________________ _____

You may submit a more detailed pricing schedule (using the same formatting) in lieu of the above as an attachment to this page, but the pricing schedule must be completed, initialed and included with your proposal.

Section Seven: SPECIAL TERMS AND CONDITIONS Rev 032218

SPECIAL TERMS AND CONDITIONS

**Any deviations to the Special Terms and Conditions MAY be considered in this proposal**

These General Terms and Conditions, the other provisions of the RFP and amendments to it, the Proposer’s proposal, and MCCCD’s purchase order terms (“Contract Documents”) along with any engagement letter will constitute the provisions of the contract between MCCCD and successful Proposer (“Contract”). MCCCD reserves the right to negotiate with the successful Proposer and modify any of the provisions of the Contract upon mutual written agreement of the parties. The RFP, amendments to it, and MCCCD’s purchase order terms will take precedence over any inconsistent terms in a proposal or other documents, notwithstanding anything to the contrary in a proposal or other documents. The term “days” as used in this Contract means business days, unless otherwise specified.

7.1 INSURANCE REQUIREMENTS

The insurance requirements herein are minimum requirements for this contract and in no way limit the indemnity covenants contained in this contract. MCCCD in no way warrants that the minimum limits contained herein are sufficient to protect Contractor from liabilities that arise out of the performance of the work under this contract by the contractor, its agents, representatives, employees, or subcontractors and the contractor is free to purchase additional insurance.

Contractor shall maintain during the term of this Agreement insurance policies described below issued by companies licensed in the State of Arizona or hold approved non-admitted status on the Arizona Department of Insurance List of Qualified Unauthorized Insurers. Insurers shall have an A.M.

Best rating of A - VII or better. At the signing of this Agreement, Contractor shall furnish MCCCD with certificates of insurance evidencing the required coverages, conditions, and limits required by this Agreement. Certificate of Insurance shall be sent to:

Risk Management, Attn: Tarnell Smith, Director of Enterprise Risk

2411 W 14th Street, Tempe, AZ 85281 risk.management@domail.maricopa.edu, (480) 731-8000

The insurance policies, except Worker’s Compensation, must be endorsed as require by this written agreement to name MCCCD and its agents, officers, officials, employees, and volunteers as additional insureds or its equivalent:

The Maricopa County Community College District and its agents, officers, officials, employees, and volunteers are hereby named as additional insureds as their interest may appear.

The insurance policies shall contain a waiver of subrogation endorsement in favor of Maricopa County Community College District, its agents, officers, officials, employees, and volunteers for losses arising from work performed by or on behalf of the contractor.

mailto:risk.management@domail.maricopa.edu

Contractor and, if applicable, any subcontractors will notify the MCCCD Risk Manager by certified mail promptly if it receives notice or the expiration, cancellation, suspension, or material change in its insurance coverage, but in no case fewer than 30 days before the action specified in the notice. The Contractors insurance must be primary, and any insurance or self-insurance maintained by MCCCD will not contribute to it. If any part of the Agreement is subcontracted, these insurance requirements also apply to all subcontractors.

The contracting College or District Office, in consultation with MCCCD Risk Management, reserves the right to review or make modifications to the insurance limits, required coverages, or endorsements throughout the life of this contract, as deemed necessary. Such action between the College or District Office and MCCCD Risk Management will not require a formal Contract amendment but may be made by administrative action.

In the event any professional liability insurance required by this Contract is written on a “claims made” basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract; and that either continuous coverage will be maintained or an extended discovery period will be exercised for a period of three (3) years beginning at the time work under this Contract is completed. Contractor’s work or services and must be evidenced by annual certificates of insurance.

Contractor shall notify the MCCCD Risk Manager by certified mail promptly if it receives notice or the expiration, cancellation, suspension, or material change in its insurance coverage, but in no case fewer than 30 days before the action specified in the notice. The Contractor’s insurance must be primary, and any insurance or self-insurance maintained by MCCCD shall not contribute to it. If any part of the Contract is subcontracted, these insurance requirements also apply to all subcontractors.

Commercial General Liability (CGL) – Occurrence Form Policy shall include bodily injury, property damage, and broad form contractual liability coverage, including but not limited to, the liability assumed under the indemnification provisions of this Contract.

• General Aggregate $2,000,000

• Products – Completed Operations Aggregate $1,000,000

• Personal and Advertising Injury $1,000,000

• Damage to Rented Property $50,000

• Each Occurrence $1,000,000

If applicable, Commercial Automobile Liability insurance with a combined single limit for bodily injury and property damage of not less than $1,000,000.00 each occurrence with respect to the Contractor’s and, if applicable, the sub-contractor’s owned, hired, and non-owned vehicles.

Worker’s Compensation insurance with limits statutorily required by any Federal or State law and Employer’s Liability insurance of not less than $1,000,000 for each accident, $1,000,000 disease for each employee, and $1,000,000 disease policy limit.

If applicable, Professional Liability insurance covering acts, errors, mistakes, omissions rising out of the work or services performed by the Contractor, or any person employed by the Contractor, with a limit of not less than:

• Each Claim $2,000,000

• Annual Aggregate $2,000,000

Network Security and Privacy Liability coverage in an amount not less than $5,000,000 per claim and annual aggregate, covering all acts, errors, omissions, negligence, infringement of intellectual property (except patent and trade secret); network security and privacy risks, including but not limited to unauthorized access, failure of security, breach of privacy perils, wrongful disclosure, collection, or other negligence in the handling of confidential information, privacy perils, and including coverage for related regulatory defense and penalties; data breach expenses, in an amount not less than $5,000,000 and payable whether incurred by MCCCD or Contractor including but not limited to consumer notification, whether or not required by law, computer forensic investigations, public relations and crisis management firm fees, credit file or identity monitoring or remediation services in the performance of services for MCCCD or on behalf of MCCCD hereunder. The policy shall include coverage for third party claims. The policy shall contain an affirmative coverage grant for contingent bodily injury and property damage emanating from the failure of the technology services or an error or omission in the content/information provided. Such insurance shall be maintained in force at all times during the term of the agreement and for a period of three years thereafter for services completed during the term of the agreement. MCCCD shall be given at least 30 days’ notice of the cancellation or expiration of the aforementioned insurance for any reason.

Please also refer to Attachment B, Data Confidentiality and Security Addendum, incorporated herein by reference.

7.2 OBLIGATIONS TO PROTECT CONFIDENTIAL INFORMATION

PLEASE ALSO REFER TO ATTACHMENT B, DATA CONFIDENTIALITY AND SECURITY ADDENDUM,

INCORPORATED HEREIN BY REFERENCE.

7.3 RECORD AND DATA RETENTION, OWNERSHIP, ACCESS AND DECOMMISSIONING

7.3.1 As a political subdivision of the State of Arizona, MCCCD is subject to applicable laws related to the inspection and production of public records. A public record entails any record, either paper or electronic, made by a public officer (including members of the Governing Board, faculty, staff and administrators) and kept as a memorial of an official transaction. Pursuant to Arizona Revised Statutes §41-151.12, MCCCD must retain records according to established retention periods. Records required for ongoing or foreseeable official proceedings such as audits, lawsuits or investigations must be retained until released from such official proceedings. Thus, if applicable, the Contractor’s hosted system shall have the ability to:

A. Archive records according to variable time periods/life cycles;

B. Search and retrieve records based upon content;

C. Place a litigation hold on records to ensure that they are not deleted;

D. Grant direct access to MCCCD for its own search and production of records;

E. Preserve metadata;

F. Produce electronic records in their native format; and G. Comply with the Americans with Disabilities Act.

7.3.2 MCCCD owns all of the records and data of which Contractor has custody on MCCCD’s behalf. Contractor will not disclose, use, destroy, transfer or otherwise manage those records and data except as provided in this Contract or, if the Contract is silent, without the express written approval of an authorized MCCCD representative. Contractor will work with MCCCD to transfer all of MCCCD’s records and data to MCCCD on the termination or expiration of this Contract.

7.3.3 Contractor agrees to provide MCCCD access to records and Confidential Information that Contractor holds or uses on behalf of MCCCD upon written request of MCCCD with reasonable advance notice. Further, Contractor agrees to make amendments to Confidential Information as directed by MCCCD and will maintain a record of those changes.

7.3.4 Contractor agrees to maintain, and provide to MCCCD if requested, a record of when and to whom Confidential Information is disclosed.

7.3.5 MCCCD agrees to provide Contractor with adequate notice of any further limitations or restrictions on the use of Confidential Information, and modifications to the amendment of records or accounting of disclosures.

7.3.6 Confidential Information of the disclosing party will be returned to the disclosing party or securely destroyed promptly upon request of the disclosing party without retaining any copies thereof, with any destruction confirmed in writing by receiving party, with any destruction confirmed in writing by receiving party, except to the extent copies are required by law to remain with Contractor.

7.4 CONTRACTOR SECURITY AND HOSTING PRACTICES AND STANDARDS

PLEASE REFER TO ATTACHMENT B, DATA CONFIDENTIALITY AND SECURITY ADDENDUM, INCORPORATED

HEREIN BY REFERENCE

I. Data Management/Protection

Deletion of Environments: Upon termination of services or at MCCCD’s request, Contractor will delete the…