7-1 Executive Governance and Leadership Development Consulting.pdf

Gallup-McKinley County Schools Procurement Office

P.O. Box 1318 Gallup, New Mexico 87305-1318

REQUEST FOR PROPOSAL

EXECUTIVE GOVERNANCE AND LEADERSHIP

DEVELOPMENT CONSULTING

MULTI-YEAR AGREEMENT

No. RFP-2026-39HC

COMMODITY CODE(S): 91875, 92440, 92425, 91806, 91838

Attached General Conditions, Supplemental Conditions, Specifications, and Bid Proposal Form

GMCS Website: www.gmcs.org

Mailing Address: Physical Address: Contact:

P.O. Box 1318 Gallup, NM 87305

640 S. Boardman Dr.

Gallup, NM 87301

Hugo Cano Senior Procurement Buyer

Notes:

Issue Date: March 13, 2026 F.O.B. Point: DESTINATION

Acceptance Time: 2:00 PM (Local) Terms: Net 30 unless otherwise stated

Closing Date: March 23, 2026 Quantities may be increased or decreased as needed.

http://www.gmcs.org/

GALLUP-MCKINLEY COUNTY SCHOOLS

P.O. BOX 1318

GALLUP, NEW MEXICO 87305-1318

(505) 721-1000

SPECIAL CONDITIONS

A. Purpose and Scope: Gallup-McKinley County Schools (hereinafter "the District") invites qualified individuals, consultants, and organizations to submit proposals for executive leadership development and governance training services for the District's senior administrators and Board of Education.

The District seeks providers with direct, practitioner-level experience in K-12 public school leadership at the executive or governance level. Providers whose background is primarily academic, corporate, or outside the K-12 public education context are not the intended audience for this solicitation.

Services may take the form of training sessions, structured seminars or institutes, ongoing consultation, or advisory engagements. Providers must identify the services they offer, the topics they address, and provide evidence of effectiveness with prior K-12 clients.

B. Term of Contract: The term of this contract shall be from award of contract through June 30, 2027. GMCS reserves the option to renew this agreement for up to three (3) each additional, one (1) year periods.

C. Appropriations: The terms of this Agreement are contingent upon sufficient monies being made available by the Gallup-McKinley County Schools for the performance of this Agreement. If sufficient appropriations and authorizations are not made by the Gallup- McKinley County Schools, this Agreement shall terminate upon written notice being given by the District to the Contractor. The District’s decision as to whether sufficient appropriations are available shall be accepted by the Contractor and shall be final.

D. Work To Be Done: Provide school leadership personnel with job-embedded coaching, feedback, and leadership support.

E. Purchase Orders: ALL SERVICES, PARTS, AND MATERIALS PROVIDED MUST

HAVE A VALID PURCHASE ORDER (SIGNED). The Vendor shall be responsible that no orders are accepted without an authorized GMCS Purchase Order number from the GMCS Maintenance & Operations Department, and all invoices have been signed.

Back order items must be invoiced separately. When back orders have been picked up or delivered, vendor will reference the original Purchase Order from which supplies were ordered and further stating that “order is complete”. In accordance with §13-1-158, the invoice will be paid when items are received and inspected at the school site. All Purchase Orders are for a one time purchase and may NOT be reused. Add-ons shall not be accepted by the Vendor after placement of the original order. Failure to comply with this paragraph will be cause for the District not to honor the invoice.

F. Contractor Due Diligence; Assumption of Risk; No Relief for Failure to Review: The Contractor expressly acknowledges that it has carefully examined and understands the entire Solicitation, including all instructions, specifications, scope of work, general and special conditions, addenda, attachments, incorporated documents, and applicable federal, state, and local laws and regulations governing the procurement and performance of the Contract.

The Contractor represents that, prior to submission of its response, it made all investigations, examinations, and inquiries necessary to determine the nature and scope of the work and the obligations required for full performance. The Contractor further acknowledges that it had the opportunity to submit written questions or requests for clarification during the Solicitation process and that any ambiguities or uncertainties not raised prior to the deadline for questions are deemed waived.

The Contractor assumes full responsibility for performing the work in strict compliance with all Solicitation and Contract requirements. Failure to read, interpret, or fully understand any provision of the Solicitation or resulting Contract shall not:

1. Relieve the Contractor of its obligations

2. Serve as a basis for additional compensation, time extension, equitable adjustment, or claim

3. Excuse nonperformance or defective performance, or

4. Limit the Owner’s rights and remedies under the Contract or applicable law.

The Contractor expressly assumes the risk of errors, omissions, misunderstandings, or misinterpretations of the Solicitation or Contract documents that could have been identified through reasonable diligence prior to submission of its response.

I. SCOPE OF WORK

A. Priority Topic Areas: Providers must identify which of the following topics they are prepared to address and describe their approach to each. Providers are also encouraged to identify additional topics relevant to K-12 executive and governance leadership.

Strategic Leadership and Organizational Planning Long-range planning, change management, stakeholder engagement, and resource alignment in support of organizational vision and goals.

Instructional Leadership and Student Success Leading a culture of high academic expectations, using data to drive instructional decisions, and aligning organizational systems to improve student outcomes.

Interpersonal Effectiveness and Professional Communication Emotional intelligence, conflict resolution, trust-building, and communication with diverse internal and external stakeholders.

Honest and Direct Communication Giving and receiving candid, caring feedback; building a culture of honest dialogue; and initiating difficult but necessary conversations.

Motivational Leadership and Organizational Performance Sustaining high performance, staff engagement, and a results-oriented culture across a complex public education organization.

Governance Roles and Responsibilities Governance structure, policy development, fiduciary accountability, and the relationship between governance and organizational leadership.

Leading Within a Complex Workforce Environment Navigating contractual obligations, formal processes, and employee relations in a represented workforce while sustaining a professional and accountable organizational culture.

B. PROPOSAL REQUIREMENTS

Proposals must include:

• Provider background and qualifications, including direct K-12 executive or governance experience

• Description of all services offered, including format, delivery method, and duration

• Topics addressed and methodology for each

• Evidence of effectiveness, including a portfolio of outcomes, case studies, or documented results from prior K-12 engagements

• Qualifications of all individuals who deliver services

• Proposed pricing structure

III. SCHEDULE OF EVENTS

A. Schedule*

Action Responsibility Date/Time (MDT)

1. Issue RFP District March 13, 2026

2. Deadline to Submit Written Questions Potential Offerors March 19, 2026 at

12:00 PM

3. Response(s) to written questions

Procurement Manager

March 20, 2026 at

5:00 PM

4. Deadline to Submit Proposals Offerors May 24, 2026, at

2:00PM

5. Proposal Evaluation

Evaluation Committee

March 23 – March 26,

6. Recommendation for Award to Governing Body

Procurement Manager April 6, 2026

7. Notice of Award District April 6, 2026

8. Protest Deadline Offerors April 21, 2026

*Schedule Subject to Change

IV. INSURANCE

A. Contractor shall obtain and maintain throughout the life of this contract, insurance at contractor's expense. Contractor shall name GMCS as additional insured (Certificate Holder) in regard to General Liability coverage and include an endorsement by the insurer that the policy may not be cancelled nor allowed to lapse without ten (10) days’ notice thereof first being given to GMCS. All policies shall be endorsed to provide GMCS with ten (10) days’ notice prior to any cancellation or lapse in coverage.

B. Worker’s Compensation: The Contractor shall maintain adequate Workman’s Compensation Insurance with agencies licensed to do business in the State of New Mexico, for all employees.

C. Other required coverage: The Contractor shall maintain Public Liability and Property Damage Insurance as shall protect the Contractor and the school district for all claims for damages, personal injury, wrongful death as well as claims for property damages which may arise from work covered under this contract, as such work be performed by anyone directly or indirectly employed the Contractor.

D. Coverage Required: The kinds and amounts of insurance required are as follows:

1. Commercial General Liability Insurance with combined limits of liability for bodily injury or property damage as follows:

$1,000,000 Per Occurrence $2,000,000 Policy Aggregate $1,000,000 Products liability/Completed Operations $1,000,000 Personal and Advertising Injury $ 50,000 Fire Legal (Damage Rented Premises) $ 5,000 Medical Payments

Said Policy of insurance must include coverage for contractual liability and all operations performed for the school district by the Contractor.

2. The District shall accept coverage in excess of those limits stated above if successful Contractor carries larger limits.

E. Increased Limits: During the life of the Contract (agreement) the school district may require the Contractor to increase the maximum limits of any insurance required herein. In the event that the Contractor is so required to increase the limits of such insurance, an appropriate adjustment in the contract amount will be made.

F. Certificates, renewals, and notice of cancellation shall be sent to:

Gallup-McKinley County Schools Procurement & Business Services Director PO Box 1318 Gallup, New Mexico 87301-1318

V. RESPONSE FORMAT AND ORGANIZATION

A. Number of Responses – Only one (1) proposal may be submitted by each individual entity in response to this solicitation. FAX and email proposals will not be accepted.

B. Required Forms or Input Information – Offerors shall upload forms in Portable Document File (pdf) format and input information which are stated to be required on the GMCS Bonfire eBidding portal.

C. Optional Forms or Input Information – Offerors may upload forms in Portable

Document File (pdf) format or input information which are optional, but applicable to the Offeror, i.e., NM Resident Preference Certificate, NM Veteran’s Resident

Certificate, other certification(s), etc.

D. Proposal Format – All proposals must be typewritten or printed and limited to twenty

(20) sheet faces of text and/or graphic material and uploaded into the GMCS Bonfire platform in PDF format. If there is any question as to format requirements they shall be directed to the Procurement Manager in the GMCS Bonfire eBidding portal for clarification, prior to submittal of documents.

1. Cost Proposal – only one (1) cost proposal is to be submitted.

a. Offerors are cautioned that disclosing cost information in other parts of their proposal, other than where requested to be input/submitted, may result in declaring the proposal as Non- Responsive, and will not be evaluated or considered for award.

2. Exclusions from Page Limitation – the required forms and optional forms are excluded from the maximum page count.

3. Non-Conforming Proposal – Any proposal deemed non-conforming by the Procurement Manager and/or Evaluation Committee regarding format will be considered non-responsive. Offerors shall contact the Procurement Manager to clarify questions concerning format prior to submission.

4. Transmittal Letter – Each proposal must be accompanied by a transmittal letter which must include the following information:

a. Identify the submitting organization;

b. Identify name, title, telephone and fax numbers, and e-mail address of the person(s) authorized by the company to contractually obligate the organization for the purpose of this solicitation;

c. Identify the name, title(s) telephone and fax number(s), and e-mail address(es) of the person authorized to negotiate the contract on behalf of the organization;

d. Identify the names, titles, telephone and fax numbers, and e-mail addresses of persons to be contacted for clarification questions regarding this RFP;

e. Be signed by a person authorized to contractually obligate the organization;

f. Acknowledge receipt of any and all Amendments to this solicitation.

VI. EVALUATION

A. Process: The purpose of the evaluation of proposals is to assess the relative merits of the proposals submitted and to make an award to the responsible Offeror(s) whose proposal(s) is/are determined to be the most advantageous to the District, taking into consideration the evaluation factors as set forth below

1. Short List – A maximum total of 100 points are possible in scoring each proposal for the shortlist evaluation. The Evaluation Committee will evaluate the proposals and if it is determined that Offerors will be interviewed, the District will notify the Shortlist Finalists as to the date, time, and place that interviews will be conducted. Offerors that do not make the Shortlist will also be notified.

If the Evaluation Committee determines that interviews will be held, the Shortlist rankings will be weighted 40% and rankings from the interviews will be weighted 60% in determining the final selections. The Offeror(s) with the highest scores will be awarded a Professional Services contract.

2. Finalists/Interviews, if applicable – A maximum total of 100 points are possible in scoring finalists in the interview process.

3. Shortlist rankings are weighted 40% and rankings from the interviews are weighted 60% in determining the final selections. The firm with the highest combined ranking (lowest numerical score) from shortlist and interview shall be awarded the selection for the geographical area(s) defined in their proposal(s).

4. Final Rankings – All committee rankings (not individual scores) are public record and will be available for public inspection at the District offices after final award of contract(s). Individual scores and rankings by each committee member shall be confidential. Ties in ranking by individual committee members and by collective committee rankings shall be scored using the sum of the ranking places, divided by the number of firms in a tie. The following is an example of scoring for a tie at first:

Scoring Numerical Ranking

Firm A Tie (1st + 2nd/2) = 1.5 Firm B Tie (1st + 2nd/2) = 1.5 Firm C 3rd = 3

A tie for first, at the end of the final rankings after the completion of evaluation of proposals shall be broken by a separate ranking by the committee members, only ranking the firms involved in the tie. If a tie still exists after ranking only the tied firms, the tie shall be broken by the chairman of the Evaluation Committee.

5. Point Calculations - All calculations of point standings, including any addition or deduction of points to Offeror submittals shall occur at a meeting of the Evaluation Committee, with all members in attendance. The Committee’s points for each Offeror shall be totaled and averaged, and the average translated into a rank score. The highest rank(ed) Offerors shall be considered for interviews. The District reserves the right to award a contract or contracts without holding interviews.

B. Evaluation Criteria

1. Experience:

a. Provide information that documents your firm’s, team’s, and/or joint ventures overall qualifications, experience, background, capacity, and number of years of experience regarding the type of services required in a K-12 specific organization.

5 Points

b. Key Personnel/Program – Provide information that documents key personnel’s qualifications, background, experience, and availability to perform all aspects of the work. Provide key research that supports your specific program’s implementation at school sites.

15 Points

2. Approach/Methodology – Provide an in-depth response to the requested Scope of Work with detailed description of services to be offered and an indication of capabilities to provide these services. Provide the professional development scope and sequence proposed for school leadership development. The scope should detail how professional development builds upon each preceding session to develop overall leadership competency and a change-oriented school improvement plan.

30 Points

3. Project Performance – Describe projects performed within the past five (5) years as well as any current projects or contracts with other school districts with respect to such factors as control of costs, quality of work, and ability to meet schedules. Provide the name of the firm/agency, address, telephone number and a contact person for projects listed. Provide the data around improvement efforts associated with the services delivered.

20 Points

4. Other Value-Added Services – Offerors are encouraged to thoroughly describe any other value-added services they feel may contribute to the success of the program.

These should be identified and listed separate from the response to the Technical Approach.

5 Points

5. Cost Proposal – Provide a breakdown of costs to perform the work. This must be submitted in a sealed envelope that is identified with your firm’s name and “COST PROPOSAL”. Costs proposed should be in direct relationship to the services offered in relation to the Technical Approach and Other Value-Added Services listed separately. The following formula will be used to evaluate the Cost Criteria.

25 Points Lowest Responsive Offer Cost Offeror’s Points = -------------------------------------------- X Maximum Points This Offeror’s Cost

The Lowest Responsive Offeror’s Cost will be divided by other Offeror’s cost, and then multiplied by the number of available points in the evaluation process to arrive at the final ranking of Offerors.

6. Interview/Oral Presentation – If the Evaluation Committee determines that there are sufficient responsive, responsible Offerors submitted for a geographical area, notice will be given to those Offerors to attend a pre-interview meeting (if held) and participate in the Interview Process. Total points, based on a total of ten questions for the interview, will be a possible 100 Points. Questions will be distributed prior to the Oral Presentation or at the pre-interview meeting. Dates, times, and location for events will be in the notification of short-listed finalists.

100 Points

GRAND TOTAL 200 POINTS

C. Cost Proposal – The Cost Proposal shall provide a breakdown of costs for project milestones and deliverables in direct relation to the Technical Approach and Scope of Work. Include proposed costs for each of the following:

1. Professional Development

a. Directors and District Leadership (multiple training sessions throughout the year)

b. Individualized Director Support to include feedback/training (multiple sessions throughout the year)

c. Director of Instruction to include feedback/coaching to help guide continuous improvement (at least one (1) time per semester)

Lowest Responsive Offer Cost