25-03 IRFP_ Superintendent Search Firm.pdf

SOUTH LANE SCHOOL DISTRICT 45j3

INFORMAL REQUEST FOR PROPOSAL (IRFP)

Solicitation # 25-03

Executive Search and Recruitment Services for

Superintendent of Schools

Proposals due October 28, 2024, 5:00 pm local time

Pre-Proposal Questions due by October 14, 2024, 5:00 pm local time

Contact Information

Reta Doland, Human Resources

South Lane School District 45j3, 455 Adams Ave

Cottage Grove, OR 97424 reta.doland@slane.k12.or.us 541-942-3381 mailto:reta.doland@slane.k12.or.us

SOUTH LANE SCHOOL DISCTRICT 45j3

IRFP 25-03: SUPERINTENDENT SEARCH FIRM

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1. Introduction

The Board of Directors (“Board”) for South Lane School District 45j3 (“District”) seeks written, informal proposals from experienced executive search firms or individuals to provide consulting services for a national search for a superintendent.

The District is a preK–12 public school district serving South Lane County, Oregon. The District encompasses more than 2,300 students: two elementary schools, two K- eight, one middle school, one comprehensive high school, and an alternative high school program. There are also two public charter schools located in the district. The District strives to ensure equitable access to high quality, relevant teaching and learning in safe, welcoming, and inclusive schools and programs. The seven-member Board of Directors is the policy-making body of the school district. The school board typically meets in regular public sessions on the first and third Mondays of each month in the evening.

2. Timeline

The following schedule will be used for the implementation of this IRFP.

Date Activity

September 30, 2024 IRFP distributed October 14, 2024 Deadline for submission of questions about the IRFP

October 28, 2024 Responses to IRFP due at 5:00 p.m. local time

October 30, 2024 Initial screening of proposals

November 4, 2024 Board selection of finalist firms to be interviewed

November 12–19, 2024 Interviews with finalist firms conducted

November 19, 2024 Board approves selection of search firm December 2, 2024 Search firm begins the search process

Winter & Spring 2025 Selected candidate, as available, begins working with current Superintendent to ensure an orderly transition

July 1, 2025 Selected candidate becomes Superintendent

3. Scope of Work

The District is beginning its search for a qualified candidate to become its new superintendent of schools as of July 1, 2025. In order to ensure an orderly transition, the Board plans to finalize a selection for the new superintendent by the end of March 2025. An executive search firm or

IFRP: Superintendent Search Firm Page 3 of 14 individual with experience in the recruitment of superintendents for large to mid-sized school districts will work with the Board in the search for the most qualified candidate.

3.1. Contractor Deliverables

The Board will work with the selected firm or individual to develop a superintendent search process and a timeline for the search activities. At a minimum, the activities will include:

1. Through staff, student, and community engagement - develop, to be considered for board adoption, a profile of desired characteristics for superintendent that incorporates the District's goals and the leadership characteristics that the Board and community consider requisite for success.

2. Demonstrate a candidate identification process that identifies a diverse pool of experienced, highly qualified and competent candidates from districts with a similar achievement and community context, reflecting a familiarity with our students' needs.

3. Advise the Board on a compensation package that facilitates successful recruitment of the quality and experience of Superintendent desired.

4. Solicit applications from candidates serving in Oregon and, potentially, regionally and nationally.

5. Develop, for board approval, hiring procedures to be used for the position.

6. Advise the Board regarding identification and assessment of candidates.

a. Develop and distribute recruitment materials that will encourage qualified candidates to apply

b. Conduct a search that will include advertising the position broadly in print media as well as through an effective web-based strategy

c. Conduct personal outreach recruiting to ensure that the applicant pool includes highly qualified candidates with diverse backgrounds and experiences

d. Collect all relevant background information on potential candidates so that the strengths and weaknesses of each applicant can be assessed

e. Assist the Board with prescreening candidates based on clearly delineated criteria

f. Assist the Board (or possible advisory committee on the board’s behalf) in evaluating the applicants against the qualifications and criteria developed to create a group of candidates for interviews

g. Assist the Board with reference and related background checks

7. Assist with logistics of finalist interviews.

a. Assist the Board in determining the process (public or closed or hybrid) that will secure the best pool of finalist candidates

b. Potentially, facilitate visits by the Board to the communities of the finalists

c. Potentially, facilitate community forums and interviews with the finalists

8. Ensure a satisfactory conclusion to the search.

a. Assist the Board in contract negotiations with the selected candidates

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Understanding that discretion is of utmost importance to our district, as well as to many candidates, the search firm must maintain the confidentiality of all information collected as appropriate.

3.2. Contractor and Subcontractor Fingerprint-Based Criminal History Verification

The Contractors and individuals employed or contracted by Contractor, who will have direct, unsupervised contact with students, shall also be required to submit fingerprints and to undergo a state and nationwide fingerprinting and criminal history records check, in accordance with the provisions of ORS 326.603 and ORS 326.607. The Oregon Department of Education provides fingerprinting services for Contractors pursuant to ORS 326.603 and ORS 326.607. Individuals or the

Contractor, and not the District, shall be responsible for the fees associated with fingerprinting and the criminal history records check, not to exceed the actual costs.

3.3. RFP Questions, Clarifications and Changes

Changes, additions, deletions or clarifications to this IRFP will be supplied by email.

Any Proposer requiring clarification of the information provided in this solicitation must submit specific questions or comments in writing to the Procurement Contact shown on page 1 of this document. Email is the preferred form of written communication. The deadline for submitting such questions is shown on page 1 of this document.

If selected for award, a proposer will be expected to execute a contract with the material terms and conditions of the sample contract included with the solicitation documents. The material terms and conditions of the sample contract may be modified at the sole discretion of the District upon determination that the modification is in the best interest of the District.

If the proposer selected for award as a result of this IRFP fails to agree to a contract with the material terms and conditions of the sample contract attached, the District may terminate negotiations with the proposer and commence negotiations with the next highest ranked proposer.

4. Proposal Format, Content, and Submission

4.1. Proposal Format

District proposal standards:

a) Proposal includes Attachment A, Proposer Certifications and Representations Form, signed.

b) Proposal addresses all evaluation criteria in 4.3.

c) Proposal is complete and succinct; it does not include extraneous information.

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4.2. Proposal Content

Address all Evaluation Criteria listed in Section below and in the order provided; include reference and cost attachments if requested. Include a completed Attachment A: Proposer Certifications and

Representations.

4.3. Proposal Sections and Evaluation Criteria

Criteria Points

1. Executive Summary. Provide a short summary (350 words or less) that demonstrates your understanding of the scope of services required by the District and why your firm is best able to provide that scope of service, including the expertise and types of searches performed by your firm.

2. Experience.

a) Describe the capacity of your firm to perform the scope of work provided in Section 2. Describe how many superintendent searches for comparable districts your firm has completed in the last six years, and how many were in Oregon. Provide the names of the districts you provided services to in Oregon.

b) Share the practices and track record behind the firm’s diversity, equity and inclusion efforts.

c) List the key staff proposed to perform the work, if contracted. Describe the role of each key staff proposed and the percentage of their time allotted to the project. Note any staff or consultants connected to the region who would be serving a role in the search.

d) For each member of the project team, please provide a description of their experience and education, time with the company, and how their experience suits their role on the team. Include experience of staff with recruitment for a position in Oregon.

e) Specify the number of superintendent searches in which each member has participated and in what capacity. Note the longevity of superintendents hired by members of this team or firm over the past six years. Describe any particularly noteworthy accomplishments of the superintendents placed.

f) Share any relevant or lived practical or cultural knowledge, beyond length or breadth of the organization’s experience, that makes your firm unique in its ability to serve the District.

3. Work Plan. Provide details on the following:

a) The search activities and approach. Describe how your firm would recruit for the Oregon region. Describe your understanding of what is unique or particular about education and school finance in Oregon.

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b) Methods you will use to communicate and work with the Board.

c) Methods you will use to recruit a diverse pool, to identify prospective candidates and promote their interest to apply. Include how you would ensure that the recruitment process is equitable and accessible, particularly to candidates from communities that have been historically marginalized. Describe how you address implicit bias in building and screening the applicant pool.

d) Describe how you will assist the board in effectively engaging stakeholders (staff, students, families, and the broader community) both in terms of collecting information to develop the initial position qualifications and evaluation criteria and in providing a meaningful way to generate, receive, and use their input in the evaluation of final candidates. Describe the firm’s philosophy about what role these stakeholders play in in selecting a superintendent. Describe how your firm has adapted its practices, policies, and environment in light of changing notions of institutional bias and systemic oppression.

e) Describe the major challenges to a successful superintendent search and how the project team will address them.

f) Every board is unique and has unique goals. How have you in past searches recruited candidates whose experience and skillsets align with a board’s specific goals?

g) Develop an ambitious and thoughtful DRAFT timeline that will ensure the District is well positioned to review an interview high quality candidates before they have accepted positions with other employers.

h) Describe the Information, services and assistance you will require from the board, interim superintendent and district staff to enable you to conduct the search.

4. Budget. Provide a clear budget with total not to exceed cost of services and payment terms. The budget should provide a breakdown of costs in the following areas:

a) Estimated cost by each scope of work section

b) Estimated hours spent by each member of the project team and their fees

c) Estimated travel expenses

d) Estimated advertising and postage expenses required to distribute information regarding the vacancy

e) Any other expenses

f) For budget items that may vary based on the board’s preferred approach, please provide as much clarity as possible regarding variable costs.

Total Points 100

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4.4. References

On Attachment B, list a minimum of three school districts (of similar size and academic quality to the

District, if possible), preferably from Oregon, that have used your services for a superintendent search within the past three years. References should be prepared to address firm’s ability to meet deadlines, accuracy of estimates, and quality of work. The District may independently reach out to former customers as well.

4.5. Litigation Record

Include statement of litigation record, indicating if within the last five years firm has been involved in litigation with any clients. If so, please give the name, date, and jurisdiction of each such matter, and a brief description of the nature of the dispute and the outcome.

4.6. Proposal Submission

All proposals must be received by email prior to 5:00 p.m. on October 28, 2024.

Submissions shall be prepared as standard 8-1/2 X 11 letter size and shall not exceed 20 pages, exclusive of required attachments. Adherence to the maximum page criterion is critical and each page side with criteria information will be counted toward the maximum number of pages. Front and back covers, table of contents pages, and tabbed divider pages will not be counted if they do not contain submission information.

Email signed proposal to the contact shown on the cover of this IRFP. Include the IRFP title and the name of the proposing firm in the subject line of the email. District will send any correspondence regarding this IRFP to the email address from which the proposal was received, unless otherwise indicated on Attachment A.

Proposals should be sent to:

Reta Doland, Human Resources South Lane School District 45j3 455 Adams Ave Cottage Grove, OR 97424 Email: reta.doland@slane.k12.or.us

Late proposals will not be accepted under any circumstance, and any proposal so received shall be returned to the proposing firm or filed without review by the district. Any questions or requests for clarification regarding this RFP should be directed in writing to the contact named above prior to 5:00 p.m. on October 28, 2024.

5. Proposal Evaluation and Award

5.1. Proposal Evaluation

mailto:reta.doland@slane.k12.or.us

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An evaluator, or evaluation committee, will evaluate the proposals. Each evaluator will independently evaluate and score proposals in accordance with the Evaluation Criteria. The first evaluation will result in two or more firms selected to interview, based on highest evaluation score from Section 4.3

Evaluation and Score. The Board will hold interviews between November 12 and 19, 2024. The Board will determine selection of the successful firm based on the overall evaluation of the proposal and interview.

5.2. Negotiation

The District will commence serial negotiations with the highest-ranked eligible Proposer. At any time during negotiations, the District may terminate negotiations with the highest ranked Proposer, or the eligible Proposer with whom it is currently negotiating if the District believes that:

a) The eligible Proposer is not negotiating in good faith; or

b) Further negotiations or negotiations with the eligible Proposer will not result in the parties agreeing to the terms and conditions of the final Contract in a timely manner.

If the District terminates negotiations with an eligible Proposer, the District may then commence negotiations with the next highest-ranked eligible Proposer.

The District reserves the right to negotiate final contract terms with the selected Proposer(s) to the fullest extent allowed by law and as in the best interest of the District.

5.3. References

The District reserves the right to investigate references, including customers other than those listed in a Proposer’s submission. This inquiry may include without limitation investigation of past performance of any Proposer with respect to its successful performance of similar projects, compliance with specifications and contractual obligations, completion or delivery of a project on schedule, and its lawful payment of employees and subcontractors.

6. IRFP Terms and Conditions; Protest of Solicitation or Award

6.1. Proposer Cost of Response Preparation

Proposers will bear sole responsibility for all costs incurred in preparing and providing their proposals in response to this IRFP.

6.2. Submitted Materials are District Property

All materials submitted for any proportion of a Proposal in response to this IRFP, or during any tier of this solicitation, will become the property of the District and will not be returned to proposers.

6.3. Proposal Validity

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Proposals will remain valid for a period of 60 days following the Proposal submission deadline.

6.4. Solicitation Cancellation, Rejection of a Proposal or All Proposals

The District may cancel the Procurement or reject any or all Proposals in accordance with ORS

279B.100. The District is not liable to any Proposer for any loss or expense caused by or resulting from the cancellation of a solicitation or rejection of a Proposal.

6.5. Disputes

In case of any doubt or difference of opinion as to the items or service to be furnished under this

IRFP, or the interpretation of the provisions of the IRFP, the decision of the District will be final and binding upon all parties.

6.6. Publicity

News releases relating to this IRFP will not be made without prior approval by, and in coordination with the District.

6.7. Confidentiality

6.7.1. The District is subject to the Oregon Public Records Law (ORS 192.410 to 192.505), which requires the District to disclose all records generated or received in the transaction of District business, except as expressly exempted in ORS 192.501, 192.502, or other applicable law. Examples of such exemptions are: trade secrets (ORS

192.501 (2)) and computer programs (ORS 192.501 (15)).

6.7.2. The District will not disclose records submitted by a proposer that are exempt from disclosure under the Oregon Public Records Law, subject to the following procedures and limitations:

a) The Proposer shall mark all proposal pages containing the records it has determined as confidential under Oregon Public Records Law and shall segregate those pages in the following manner:

i. Such pages will be clearly marked “Confidential” on each page of the confidential document.

ii. Proposer will separate confidential pages from its other Proposal pages by providing the confidential pages to the District in a separate document.

iii. In its proposal, Proposer will cite the specific statutory exemption in Oregon

Records Law exempting such pages from disclosure.

iv. Items above will prevail in the event these provisions conflict with formatting or response instructions elsewhere in this document.

v. Proposers may not mark an entire Proposal confidential. Should a proposal be submitted in this manner, the District will hold no portion of the

IFRP: Superintendent Search Firm Page 10 of 14 proposal as confidential, unless such a portion is segregated as per this section and is determined exempt from Oregon Public Records Law.

6.7.3. Notwithstanding the above procedures, the District reserves the right to disclose information that the District determines, in its sole discretion, is not exempt from disclosure or that the District is directed to disclose by the Lane County District

Attorney or a court of competent jurisdiction.

6.7.4. Prior to disclosing such information, the District will make reasonable attempts to notify the proposer of the pending disclosure.

7. Contract Terms and Conditions

7.1. Contract Award and Term

The District intends to award a single contract as a result of this IRFP. The contract term will be one year, with up to four additional one-year renewals as agreed by both Parties.

7.2. File Review

After an Intent to Award has been issued, all Offerors are welcome to view the solicitation and evaluation file at District offices. However, a debrief and/or copies of documents in the solicitation file will not be available until after a contract has been fully executed.

ATTACHMENT A: PROPOSER CERTIFICATIONS AND REPRESENTATIONS

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SOUTH LANE SCHOOL DISCTRICT

45j3 INFORMAL REQUEST FOR PROPOSAL

(IRFP)

Solicitation # 25-03

Superintendent Search Firm

The undersigned hereby certifies that Proposer:

1. Has the authority to submit a proposal and to represent the organization in all phases of this

IRFP process.

2. Has submitted information that is true and accurate to the best of their knowledge and understands that any false statement may disqualify this proposal from further consideration or be cause for contract termination.

3. Is one of the following, as defined in ORS 279A.120, of the State of Oregon.

Resident bidder: a bidder that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the bid, has a business address in this state, and has stated in the bid whether the bidder is a "resident bidder".

(ORS 279A.120 (b))

Non-resident bidder: a bidder who does not meet the definition above. (ORS 279A.120 (a))

ORS 279A.120 (2) states for the purposes of awarding a public contract, a contracting agency shall: give preference to goods or services that have been manufactured or produced in this state if price, fitness, availability and quality are otherwise equal; and add a percent increase to the bid of a nonresident bidder equal to the percent, if any, of the preference given to the bidder in the state in which the bidder resides.

4. Has not discriminated and will not discriminate, in violation of subsection (1) of ORS 279A.110, against a disadvantaged business enterprise, a minority-owned business, a women-owned business, a business that a service-disabled veteran owns or an emerging small business in obtaining any required subcontracts.

5. Attests in writing that they have complied with the tax laws of this state and of any political subdivision of this state for no fewer than six years preceding the date of the solicitation closing. Applicable tax laws include, but are not limited to, ORS 305.620, ORS Chapters 316, 317, and 318, any tax provisions imposed by a political subdivision that apply to the Proposer or to the performance of the Contract, and any rules and regulations that implement or enforce those tax laws.

6. Certifies to the best of its knowledge and belief that neither it nor any of its principals:

6.1. Are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from submitting bids or proposals by any federal, state or local entity, department or agency;

FAILURE TO SIGN AND SUBMIT THIS FORM MAY BE CAUSE FOR PROPOSAL REJECTION

ATTACHMENT A: PROPOSER CERTIFICATIONS AND REPRESENTATIONS

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6.2. Have within a five-year period preceding the date of this certification been convicted of fraud or any other criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) contract, embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

6.3. Are presently indicted for or otherwise criminally charged with commission of any of the offenses enumerated in paragraph 6.2. of this certification;

6.4. Have, within a five-year period preceding the date of this certification had a judgment entered against proposer or its principals arising out of the performance of a public or private contract;

6.5. Have pending in any state or federal court any litigation in which there is a claim against proposer or any of its principals arising out of the performance of a public or private contract; and

6.6. Have within a five-year period preceding the date of this certification had one or more public contracts (federal, state, or local) terminated for any reason related to contract performance.

7. Acknowledges Receipt of Addenda No's. through inclusive.

Where Proposer is unable to certify to any of the statements in this certification, Proposer shall attach an explanation to their offer. The inability to certify to all of the statements shall not necessarily preclude Proposer from award of a contract under this procurement.

Signature Date

Printed Name and Title Federal Tax Identification Number

Company Name

Street Address

City, State, Zip

Phone Email

ATTACHMENT B: PROPOSER REFERENCE SHEET

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SOUTH LANE SCHOOL DISCTRICT

45j3 INFORMAL REQUEST FOR PROPOSAL

(IRFP)

Solicitation #25-03

Superintendent Search Firm

The District will attempt to contact references via phone, email, or both. If the District is unsuccessful in contacting any of your references or if it does not receive a response from any reference after three (3) attempts, your proposal may receive a lower score or be rejected. You are encouraged to notify your references that they may be contacted by the District.

The number of references required by this solicitation is 3.

Contract Amount Contract Start & End Date Description of Services or Items Provided:

Email

Name of Company

Contact Name and Title

Phone

REFERENCE 1

Contract Amount Contract Start & End Date

Description of Services or Items Provided:

Email

Name of Company

Contact Name and Title

Phone

REFERENCE 2

ATTACHMENT B: PROPOSER REFERENCE SHEET

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Contract Amount Contract Start & End Date Description of Services or Items Provided:

Email

Name of Company

Contact Name and Title

Phone

REFERENCE 3