Solicitation

DQ1-2016000406

Search Firm

For Selection of President/CEO

The Colorado Historical Society

Table of Contents

SECTION 1. OVERVIEW

SECTION 2. ADMINISTRATIVE INFORMATION

A. POINT OF CONTACT

B. COMMUNICATIONS

C. TAX EXEMPTION

D. PERFORMANCE OUTSIDE THE STATE OF COLORADO AND/OR

THE UNITED STATES

E. LEGAL RESIDENTS

F. SERVICE DISABLED VETERAN OWNED SMALL

BUSINESSES (SDVOSBS)

G. DQ TIMELINE

H. SELECTION

I. TERM

J. WORK LOCATION

K. RIGHTS IN DATA, DOCUMENTS, AND COMPUTER SOFTWARE .. 6

L. ADDITIONAL REQUIREMENTS

SECTION 3. STATEMENT OF WORK

SECTION 4. OFFEROR QUALIFICATIONS

A. QUALIFICATIONS

SECTION 5. COSTS/COMPENSATION

SECTION 6. EVALUATION

SECTION 7. SUBMISSION REQUIREMENTS

A. RESPONSES

B. SUBMIT

SECTION 8. AWARD INFORMATION

ATTACHMENT A - SIGNATURE PAGE

ATTACHMENT B – W-9

ATTACHMENT C - PURCHASE ORDER TERMS AND CONDITIONS

SECTION 1. OVERVIEW

The Colorado Historical Society, dba History Colorado (HC) is a twenty-first century historical society. Established in 1879, History Colorado is a 501(c) (3) charitable organization and an agency of the State of Colorado under the Department of Higher Education. We offer public access to cultural and heritage resources of Colorado, including statewide museums and special programs for individuals and families, collection stewardship of Colorado’s historic treasures, educational resources for schools, students and teachers, services related to preservation, archaeology and history, and the Stephen H. Hart Research Library.

HC seeks competitive quotations from vendors to assist HC with the selection process (President/CEO Search). HC will be reviewing submissions, conducting interviews and selecting the vendor.

SECTION 2. ADMINISTRATIVE INFORMATION

A. Point of Contact

The points of contact for this solicitation are:

Michael Carrara, Jennifer Clayman, Contracts and Purchasing Manager Human Resources Director Phone: (303) 866-4293 Phone: (303) 866-2136 E-mail: michael.carrara@state.co.us E-mail: jennifer.clayman@state.co.us Fax: (303) 866-2271 Fax: (303) 866-2137

History Colorado (HC) 1200 Broadway

Denver, CO 80203

B. Communications

All communication from CDE will be via postings on the State’s Colorado Vendor Self Service (ColoradoVSS) website located at www.colorado.gov/vss.

C. Tax Exemption

CDE will post notices that will include, but are not limited to, any modifications to requirements; answers to questions received, and notice of award. It is the responsibility of the vendor to carefully and regularly monitor ColoradoVSS for any such postings.

The State of Colorado, as purchaser, is exempt from all federal excise taxes under Chapter 32 of the Internal Revenue Code (Registration No. 84-730123K) and from all state and local government use taxes (Section 39-26-704, C.R.S.). The State and Local Sales Tax Exemption Number for the State of Colorado is 98-02565.

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D. Performance Outside the State of Colorado and/or the United States

Following the issuance of a Purchase Order, Contractor shall provide written notice to the State if Contractor intends to perform or subcontract for the performance of Services outside the State of Colorado and/or the United States. Such notice shall specify the type of services to be performed outside the State of Colorado and/or the United States and the reason why it is necessary or advantageous to perform such Services at such location or locations. All notices received by the State shall be posted on the Colorado Department of Personnel & Administration’s website. Knowing failure by Contractor to provide notice to the State under this provision shall constitute a material breach of any contract/purchase order awarded pursuant to this solicitation.

E. Legal Residents

1. By responding to this solicitation, the offeror certifies that it shall comply with the provisions of Section 8-17.5-101, C.R.S. et seq. The successful offeror shall not knowingly engage an illegal alien to perform work under the resulting State purchase order (PO), or enter into a contract with a subcontractor that fails to certify to the successful offeror that the subcontractor shall not knowingly engage an illegal alien to perform work under the purchase order/contract. The offeror represents, warrants, and agrees that it (i) will verify that it does not engage any illegal aliens through participation in the federal Basic Pilot Employment Verification Program and (ii) otherwise will comply with the requirements of Section 8-17.5-102(2)(b), C.R.S. The offeror shall comply with all reasonable requests made in the course of an investigation under Section 8-17.5-102, C.R.S. Failure to comply with any requirement of this provision or Section 8- 17.5-101 et seq. C.R.S. shall be cause for termination for breach and the offeror shall be liable for actual and consequential damages.

2. The offeror, if a natural person eighteen (18) years of age or older, hereby swears or affirms under penalty of perjury that he or she (i) is a citizen or otherwise lawfully present in the United States pursuant to federal law, (ii) shall comply with the provisions of Section 24-76.5-101 et seq. C.R.S., and (iii) shall produce one form of identification required by Section 24-76.5-103, C.R.S. prior to the effective date of the resulting purchase order/contract.

F. Service Disabled Veteran Owned Small Businesses (SDVOSBs)

1. C.R.S. Section 24-103-211 sets a Service-Disabled Veteran Owned Small Business (SDVOSB) goal of at least 3% of all contracts by dollar value be awarded to SDVOSBs who must be incorporated or organized in Colorado or they must maintain a place of business or have an office in Colorado and must be officially registered and verified as a SDVOSB by the Center for Veteran Enterprise within the U.S. Department of Veterans Affairs. See www.vip.vetbiz.gov.

2. By responding to this solicitation, the vendor certifies that it shall comply with the provisions of C.R.S. Section 24-103-211

3. Documented Quotes (DQ) and Information for Bids (IFB) may give a 5% preference. HC intends to give a 5% preference to SDVOSBs. See Section 6 http://www.vip.vetbiz.gov/� http://www.vip.vetbiz.gov/� http://www.vip.vetbiz.gov/�

Evaluation below regarding how the preference will be applied in evaluating offeror responses. Only SDVOSBs that meet minimum specifications can be considered for the percentage preference.

4. SDVOSBs must submit documentation of SDVOSB certification issued through the U.S. Department of Veterans Affairs in their response to the solicitation.

G. DQ Timeline

1. The deadline for responses to this solicitation is October 5, 2015 at 8:00 AM, Mountain Time.

2. Late responses will not be considered. It is the responsibility of the offeror to ensure that their response is received in the manner prescribed in Section 7.0, Submission Requirements on or before the response due date and time.

Responses may be modified or withdrawn prior to the response due date and time.

H. Selection

1. Selection will be made of the responsible Offeror whose acceptable response is determined to be the most advantageous to HC, at the HC’s sole discretion, cost/price being the primary consideration. This solicitation will result in a fixed-price contract or purchase order. HC reserves the right to make an award without further discussion of responses received. Therefore, it is important that responses be submitted in the most complete terms possible from both the technical and cost/price standpoint.

2. Upon selection of a vendor by HC, a State contract or purchase order (PO) will be offered to the vendor. In the event that the vendor’s forms (or parts of forms) are included in the vendor’s response and included as attachments or exhibits to the final contract or PO, the vendor agrees that, where there are contradictions or inconsistencies, the terms of the contract or PO shall always supersede, manage, and control those of any such attachment or exhibit. HC’s purchase order terms and conditions are published with this solicitation on VSS as Attachment C.

By submitting a proposal for this solicitation, the vendor agrees to and accepts all the terms and conditions in the purchase order.

The contents of the response, including persons specified to implement the project, of the Offeror will become contractual obligations of the contract or purchase order. Failure of the selected successful Offeror to accept these obligations may result in cancellation of the selection.

3. Any restrictions on the use or inspection of material contained within the response shall be requested prior to the submission of the response itself.

Written requests for confidentiality shall be submitted to the Purchasing Agent by the Offeror prior to the proposal submission date. The Offeror must state specifically what portion(s) of the response it is requesting to be considered confidential/proprietary with an explanation of the reasons that the materials are considered confidential/proprietary. The Purchasing Agent will inform the Offeror in writing which portions of the confidentiality/proprietary request will be honored and which will not. Requests shall adhere to the following:

a. Confidential/proprietary information must be readily identified marked and separated/packaged from the rest of the response.

b. Co-mingling of confidential/proprietary and other information is NOT acceptable. Neither a response in its entirety nor the response cost/price information will be considered confidential and/or proprietary.

4. Any information that will be included in any resulting contract / purchase order cannot be considered confidential.

5. Upon Offeror selection and contract or PO issuance, the responses shall be open to public inspection subject to any continued prohibition on the disclosure of confidential data, C.R.S. Title 24, Article 72, Part 2, as amended.

I. Term

The anticipated term of the contract/PO resulting from this solicitation is October 26, 2015 or upon final execution of the contract/PO through April 30, 2016.

J. Work Location

Some consulting activities may be performed on-site at HC’s headquarters located at 1200 Broadway, Denver Colorado. However, the majority of the consulting activities can be performed remotely at vendor’s place of business.

K. Rights in Data, Documents, and Computer Software

Any software, research, reports, studies, data, photographs, negatives or other documents, drawings, models, materials, or work product of any type, including drafts, prepared by Offeror in the performance of its obligations under the resulting PO (the Work Product) shall be the exclusive property of the State and Offeror shall deliver all such Work Product to the State upon completion, termination, or cancellation of the PO.

The rights of the State with respect to such Work Product shall include, but not be limited to, the right to copy, publish, display, transfer, prepare derivative works, or otherwise use such Work Product. The parties acknowledge that any Work Product developed from Federal funds may be the property of the Federal government, in which case the State reserves a royalty-free, non-exclusive, irrevocable license to reproduce, publish and otherwise use, and authorize others to use, such Intellectual Property for the purposes of the State and the Federal government. The State desires to avoid the use of proprietary systems for this project. The Awarded Offeror shall not use, willingly allow, cause or permit such Work Product to be used for any purpose other than the performance of Awarded Offeror’s obligations under the purchase order, without the prior written consent of the State. The rights of the State with respect to such Work Product shall include, but not be limited to, the right to copy, publish, display, transfer, prepare derivative works, or otherwise use such property. The State shall be the owner of all licenses to third party proprietary operating and vendor software packages provided by Offeror.

L. Additional Requirements

1. At HC’s option, offerors submitting a proposal may be required, during the evaluation of this solicitation, to make a formal presentation to and/or attend a meeting to discuss their proposal/work experience with members of HC evaluation team. HC anticipates that formal presentations, if necessary, will be made during the week of October 19, 2015.

2. It will be the responsibility of the successful Offeror to meet the scope of the project by providing appropriate information as well as adequate resources to ensure the successful implementation of this project.

SECTION 3. STATEMENT OF WORK

The successful Offeror shall:

A. Assist HC with its statutory requirements, including those set forth in Section 24-6- 402(3.5) (the Colorado Sunshine Law) to establish the following with regard to the President/CEO Search: (1) Job search goals, including the writing of the job description,

(2) deadlines for applications; (3) requirements for applicants; (4) selection procedures, and (5) time frame for appointing or employing a President/CEO at open meeting. In order to meet these statutory requirements, the successful Offeror shall:

1. Conduct an initial consensus building process with HC to identify the top criteria for selection of the new President/CEO.

2. Solicit input from HC on the critical qualifications, main characteristics and job expectations of the President/CEO, taking into consideration Section 24-80-202.5, C.R.S.

3. Develop a proposed timeline for the President/CEO search.

4. Develop a process and timeline to engage HC board members.

5. Solicit input from other entities and individuals, including cultural organizations, national history museum entities and national historic preservation entities and within the State of Colorado, the Office of the Governor, the Department of Higher Education, the members of the General Assembly, statewide historic preservation entities, non-profit and not-for-profit entities, cultural institutions, tribal representatives, and other interested persons.

6. Finalize President/CEO job description and review with HC.

7. Oversee publication of President/CEO job posting, including developing advertising content, and working with media on state and national levels.

8. Develop rating instrument for candidates.

9. Recruit candidates, receive and process applications, correspond with candidates.

10. Gather and compile data on leading candidates.

11. Establish interview format and schedule interviews with candidates and HC.

12. Provide professional due diligence background report.

13. Conduct HC tutorial on interview procedures, present slate of semifinalist candidates to HC.

14. Continue to work with HC until a final candidate is selected.

B. Throughout the process, work with HC staff and board members to facilitate a smooth process on each step of the project.

C. Schedule

The vendor shall meet with HC after final selection of the executive search firm (anticipated in November 2015) to discuss the Scope of Work and conduct a consensus building exercise set forth in 3 A. above, and determine a timeline for the President/CEO candidate search. The expectation is that the President/CEO would begin employment no later than May 1, 2016. Special HC meetings could be called as needed.

D. Provide the following specific representations and warranties:

1. Standard and Manner of Performance. Vendor shall perform its obligations hereunder in accordance with the highest standards of care, skill, and diligence in Vendor’s industry, trade, or profession.

2. Legal Authority - Vendor Signatory. Vendor warrants that it possesses the legal authority to enter into a contract and that it will have taken all actions required by its procedures, and by-laws, and/or applicable laws to exercise that authority, and to lawfully authorize its undersigned signatory to execute a contract, or any part thereof, and to bind vendor to its terms.

3. Licenses, Permits, Etc. Vendor represents and warrants that has and shall maintain, at its sole expense, all licenses, certifications, approvals, insurance, permits, and other authorizations required by law to perform the work required.

SECTION 4. OFFEROR QUALIFICATIONS

A. Qualifications

1. All personnel assigned to this project must be available to perform the tasks and duties assigned to them for the corresponding duration set forth in the project plan. Vendor shall not change such personnel unless HC reasonably requests such a change; in the event of a termination (voluntary or involuntary), resignation, grave personal circumstance, illness or disability or death involving the vendor personnel; or required by law.

2. Vendor shall provide appropriate resources to fulfill the requirements of this Statement of Work.

3. The vendor must have:

a. Demonstrated success in executive level placement.

b. Familiarity with the Colorado community and executive placements within Colorado, including those specifically in the cultural non-profit sector.

c. Ability to provide a principal consultant who will work with HC.

d. Ability to provide staff support to principal consultant.

e. Recent placements at an executive level, including those specifically in the cultural non-profit sector.

SECTION 5. COSTS/COMPENSATION

A. Provide a detailed budget specific to each deliverable in Section 3.0 Statement of Work of this solicitation.

B. State whether HC would be charged if the first search is unsuccessful and a second search becomes necessary.

C. Provide a statement of exclusions, i.e., those expenses arising from an executive search which are not included in the quote.

D. Submit a firm, fixed-price for the deliverables described in Section 3.0 Statement of Work of this solicitation. Quotes which exceed $50,000.00 will not be considered for award.

E. The cost/price quotation(s) shall include all costs incurred by the vendor and its personnel in the performance of the Project work. NO ADDITIONAL COSTS WILL BE

REIMBURSED.

The resulting contract/PO is subject to and contingent upon the continuing availability of state funds for the purpose hereof. The successful Offeror recognizes that it is to be paid, reimbursed or otherwise compensated with funds provided to HC for the purpose of contracting for the services provided herein. The successful Offeror expressly understands and agrees that all its rights, demands and claims to compensation arising under the resulting contract/PO are contingent upon receipt of such funds by HC. In the event that HC does not receive such funds, or any part thereof, HC may immediately terminate the contract/PO without liability, including liability for termination cost.

SECTION 6. EVALUATION

The evaluation committee will be the board members of History Colorado. The committee will use criteria to determine the proposal(s) that will be most advantageous to the state for the tasks, and/or deliverables described in the Statement of Work, Section 3, Offeror Qualifications, Section 4 and Submission Requirements Section 7. Submitted proposals must clearly address how all tasks in the Statement of Work will be achieved. Proposals should speak directly to each of the tasks required in the Statement of Work. The focus will be determining how well the offeror’s proposal meets the state’s needs in its:

A. Cost proposal.

B. Project approach – (approach used to ensure timelines and deliverables are met).

C. Technical approach - (approach used to ensure scope is met).

D. Experience.

Proposals from offerors that qualify as SDVOSBs will be given additional consideration by the evaluation committee.

SECTION 7. SUBMISSION REQUIREMENTS

A. Responses.

Responses will be accepted via e-mail only until October 5, 2015 at 8:00 a.m. MST.

Send one (1) electronic version to michael.carrara@state.co.us. In the body of the e-mail, include:

1. The solicitation number.

2. The solicitation title.

3. The solicitation due date and time.

Please limit your response to this DQ to 25 pages, excluding documented evidence of experience.

Unnecessarily lengthy responses are not desired. Responses exceeding 40 pages for entire proposal (including resumes) may disqualify Offerors from consideration. Font size for basic narrative descriptions must be no smaller than 12 characters per inch.

B. Submit

1. An affirmation that neither the vendor nor any of the vendor's agents (principals, employees or subcontractors) has presently or will have during the term of the resulting PO or contract an actual or potential conflict of interest or lack of objectivity pertaining to the Scope of Work.

2. A proposal that addresses all work or project requirements necessary to perform the services set forth above, including a complete description of the proposed approach and methodology for the project, all project requirements, and the tasks required to accomplish the project. The plan must be in sufficient detail to convey to the evaluation team the vendor’s knowledge of the subjects and skills necessary to perform the services.

3. The proposal must include:

a. A narrative detailing the vendor’s background and experience.

b. A complete action plan for providing services by timeframes outlined in this solicitation. At a minimum, the action plan should include:

1) Detailed timelines and deadlines for the provision of services;

2) A communication plan with the HC office; and

3) Curriculum vitae for key personnel to be assigned to the project.

All key personnel must be available and committed for the duration of the project.

4. The proposal shall specifically address the following qualifications:

a. The requirement that the vendor have at least five (5) years of experience in executive level placement, including placement as a public official in the cultural non-profit sector.

b. Familiarity with the Colorado community and executive placements within Colorado, including those specifically in the cultural non-profit sector.

c. Ability to provide a principal consultant who will work with HC and on the President/CEO Search.

d. Ability to provide staff support to principal consultant.

e. Recent placements at an executive level, including those specifically in the cultural non-profit sector.

f. Ability to solicit diverse candidates.

5. A response to the solicitation with a maximum 25 page narrative detailing the vendor’s background and experience as it relates to Section 3.0 Statement of Work of this solicitation.

6. A firm, fixed cost proposal to complete all tasks contained in the SOW not to exceed the cap described in Section 5.

7. Three references from current and/or past customers for the last five years, of comparable size and scope, who can attest to the vendor’s experience and qualifications as it relates to the scope of the work described above. Each reference must include the following information:

a. Client Name

b. Project Name

c. Contact Name

d. Contact Title

e. Contact Phone Number

8. Resumes of the individuals proposed to perform the work and/or vendor’s owner.

9. Listing of vendor’s job awards/assignments for the last six months.

10. HC reserves the right to independently identify and contact other references in addition to those listed above.

11. Complete, sign and submit the “Signature Page”, which is Attachment A of this solicitation.

12. Complete, sign and submit page 2 “W-9 form”, which is Attachment B of this solicitation.

SECTION 8. AWARD INFORMATION

A. This is a fixed price solicitation. Pricing must remain firm for the entire term of the contract/PO. Any unique changes or modifications to the contract/PO will be negotiated on a case-by-case basis ONLY, with final determination made by HC.

B. HC reserves the right to reject all quotes and re-solicit at any time prior to the contract/PO start date. HC reserves the right to cancel this solicitation in its entirety at any time without penalty. Illegible quotes or writing shall be deemed non-responsive and will not be evaluated. A quote with missing or inconsistent information may be considered non-responsive and may not be evaluated. History Colorado will be the sole judge in determining the acceptability of an offer. HC also reserves the right to reject any or all quotes in part or in whole and to waive technicalities as allowed in the Procurement Rules.

C. Because of the limited competition expected from registered vendors on the State’s Colorado Vendor Self Service (ColoradoVSS) website located at www.colorado.gov/vss for this solicitation, HC intends to use both ColoradoVSS and additional methods of vendor notification and may make the specifications available to non-registered vendors through additional means. However, quotes submitted by non-registered vendors will not be opened or considered (except as necessary to determine ColoradoVSS registration status) unless, after examination of quotes submitted by ColoradoVSS registered vendors, it is determined that there is not adequate competition among ColoradoVSS registered vendors. If adequate competition exists among registered vendors, quotes from non-registered vendors will not be considered. A vendor is considered registered if its registration is received in the ColoradoVSS system prior to the bid opening time or the due date for receipt of quotes.

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SECTION 8. Award Information