Provost Search Firm RFP1.pdf

Documented Quote

Solicitation/Bid No: WCU–5497 for a Provost and Vice President of Academic Affairs Search Firm

Proposals Due: October 30, 2025 Time: 5:00 P.M. MST/MDST

Contact: Brett McClure

EMAIL Proposals To: bmcclure@western.edu Phone: (970) 943-2161

Proposals are to be sent electronically to bmcclure@western.edu and must be properly marked in the email subject line with Solicitation/Bid No., Due Date and Time, and will be subject to the conditions herein stipulated in accordance with specifications set forth and/or attached hereto. NO LATE

RESPONSES WILL BE ACCEPTED.

The contractor herein noted has carefully examined all components, instructions and requirements of this documented quote and proposes to furnish the services described herein. The undersigned hereby agrees to provide those services in accordance with the specifications, terms and conditions contained herein for the amounts quoted below or attached hereto. The undersigned certifies that all representations, certifications, and statements within its proposal are true and accurate as of the date of the proposal submission. The person signing this Vendor Response Form, Cover Page, certifies that he/she is a duly authorized officer of the proposer’s company and that the information and any materials enclosed with this proposal represent the capabilities of the company to provide the services described in the RFP.

This Vendor Response Form (Cover Page) MUST be signed for a proposal to be VALID. SUBMIT THIS PAGE WITH YOUR PROPOSAL.

Fed Empl ID No.:

Date:

Company Name:

Authorized Signature:

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Address:

City/State/Zip:

Phone No.: FAX No.:

Contact for Clarifications:

Name:

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Email:

Ordering address (if different from above):

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mailto:sford@western.edu

Provost and Vice President of Academic Affairs Search Firm

1. PROJECT OVERVIEW

Western Colorado University (WCU) is seeking proposals from professional search firms with particular expertise to assist the in the search for candidates for the Provost and Vice President of Academic Affairs with the end result being a successful hire.

2. BACKGROUND

Established in 1901, Western Colorado University of Colorado was the first college on Colorado’s Western Slope and the fourth oldest public college in the State of Colorado. Open for classes in 1911 as the Colorado State Normal School, the WCU’s role changed in 1923 when it became Western State College of Colorado. For many years, WCU was known for its graduates who became teachers. Western State was also the first Colorado college designated to primarily teach a liberal arts and sciences curriculum which remains a core of WCU’s academic mission. In 2020, the Colorado General Assembly changed the University’s name to Western Colorado University, reflecting its growing offerings of graduate degrees. In 2020-21, WCU forged a unique partnership with the University of Colorado to open new academic programs in Computer Science and Engineering, located in the newly constructed Paul M. Rady School of Science & Engineering building. Today, Western serves more than 3,600 students in its undergraduate and graduate programs, with more than 20,000 alumni worldwide.

3. SCHEDULE OF ACTIVITIES

Schedule of Activities Timeline

(Mountain Standard/Daylight Savings Time)

Documented Quote Released October 16, 2025

Proposal Submission Deadline October 30, 2025, at 5:00 PM

Proposal Selection (estimated) November 14, 2025

Contract Finalized (estimated) November 21, 2025

4. STATEMENT OF WORK

The University intends to hire a new Provost / Vice President of Academic Affairs (Provost / VPAA) by July 1, 2026. Our goal is to gather information about the capabilities, competency, and cost of hiring a higher education executive search firm to assist the Search Committee and President in hiring the best-qualified individual. The search firm is expected to work with the Committee and President to:

Provost and Vice President of Academic Affairs Search Firm

A. Refine a leadership profile (the Profile) that reflects the skills, leadership and management experience, and vision needed to inspire and lead academic operations at WCU, and the firm’s knowledge of the higher education marketplace, specifically within the area of academic program administration.

B. Advertise the Profile and build a diverse, highly qualified applicant pool (the First Pool), including engaging qualified passive candidates.

C. Provide guidance on the Committee’s timeline to hire. This deliverable is not seeking legal advice, rather input regarding the structure of the timeline itself, which has been styled to comply with Colorado’s Equal Pay Act, Open Meetings Law, and Open Records Act.

D. Assist the committee in developing a data-based scoring matrix or candidate screening instrument, based on the criteria identified in the Profile to screen the First Pool, to determine which candidates are qualified for interview (the Second Pool).

E. Assist in the coordination and scheduling of Second Pool interviews for the Committee.

F. Assist the Committee in developing interview questions and protocols for the Second Pool interviews, based on the criteria identified in the Profile, and applicable law. This deliverable is not seeking legal advice, but the questions and protocol should be structured in a compliant manner.

G. Conduct comprehensive and extensive background, reference, and character checks of Third Pool candidates (Second Pool candidates ranked favorably during the interviews) from which the Committee will create a list of Finalist(s) for on-campus visits.

H. Assist in the coordination and scheduling of Finalist(s) on-campus stakeholder meetings.

I. Assist the Committee in developing interview questions and protocol for the Finalist(s) interviews during the on-campus visit.

J. Administer a survey instrument to each stakeholder group after its respective on-campus meeting with the Finalist(s) and provide the data to the Committee.

5. VENDOR QUALIFICATIONS

Below are the minimum mandatory qualifications along with the desired qualifications for this project.

5.1 Mandatory: Minimum qualifications

A. Firm must have performed successful, senior level searches for at least three (3) higher education clients within the last five (5) years.

B. The individual consultants assigned to this project must have capability and prior experience with positions in higher education and with successful searches at the senior level for a university, particularly those related to academic affairs.

Provost and Vice President of Academic Affairs Search Firm

C. Firm has never filed for bankruptcy, been in loan default, and does not have any pending liens or claims with merit against the firm.

5.2. Preferred: Desired qualifications

A. Firm has performed successful searches for senior level academic positions at higher education institutions (i.e., Provost, Vice President of Academic Affairs, Chief Academic Officer, etc.)

B. Firm has a minimum of five (5) years of experience in recruiting diverse, highly qualified candidates for senior level positions.

6. DELIVERABLES REQUIREMENTS

The project scope has been stated in the Statement of Work, Section 4. Those deliverables will be required at the completion of identified tasks/milestones.

7. RESPONSIBILITIES

7.1 Search Firm’s Responsibilities:

The professional search firm must have the ability to:

A. Function in the higher education sector. The firm must provide professional guidance to the

Committee and President in effectively targeting a diversity of outstanding candidates for this position.

B. Work with the Committee to cultivate a diverse, qualified applicant First Pool. Then narrow the First Pool to the Second and Third Pools, in order for the Committee to select Finalist(s). Search Committee will provide feedback and/or pros/cons to the President who is the hiring authority.

C. Communicate with candidates and Finalist(s). The firm shall work closely with the Committee to evaluate and communicate with Second and Third Pool candidates.

D. The firm may be expected to travel to meet with candidates and University representatives. It should be noted that reimbursements and expenses may be subject to the University’s Travel Policy and Approved Rates.

E. The firm shall be asked to conduct additional personal and professional background and reference checks, verifying facts and performance data provided by Finalist(s) and assessing the Finalist(s)’s overall leadership and management ability.

F. The firm may be required to assist in the negotiations with Finalist(s) as requested by the President and/or Committee. The President reserves the right to announce the hiring of the new Provost / VPAA.

Firms must keep this information confidential until given written notice from the President.

Provost and Vice President of Academic Affairs Search Firm

G. The firm must keep complete records of its search activities under this award and shall share those records with the University, upon request. The firm shall retain records relating to this award for three

(3) years after final payment by the University and shall make them available for inspection and audit by authorized representatives of the University. Confidentiality of search information and material will be maintained at all time, especially concerning the identity of individual candidates.

H. Certify that no real or potential conflicts of interest are known. If there is a perceived conflict of interest, please include a statement identifying the conflict and proposed remedial actions that would be taken to eliminate it. The University will disqualify a potential firm if, in the University’s sole judgment, such conflicts would preclude effective representation by that firm.

I. The firm may assist the President and/or Committee in any additional step of the University’s search process, if requested.

7.2 University’s Responsibilities:

A. Search Authorization – The University shall charge the Committee and give search authorization. The

President will serve as the sole hiring authority.

B. Candidate Selection – The Committee will focus on attracting diverse, qualified candidates, maximizing transparency about and stakeholder participation in the search process, faithfully administering the matrix to First Pool candidates, interviewing Second Pool candidates, recommending Finalist(s) for campus consideration and providing pros/cons of finalists to the President.

7.3 Reporting and Meetings:

The firm shall maintain contact with designated representatives of the University and Committee, in particular the Search Committee’s Chair throughout the term of this award to report progress on the project and to ensure work is progressing in a timely, satisfactory manner. Such contact shall be by telephone, video conferencing, email, or upon reasonable notice to the firm in person at place and times determined by the President and/or Committee, and may also include participating in the Committee’s weekly update meetings.

Per mutual agreement additional or more frequent status reports may be requested at any time during the project.

8. COST RESPONSES

The University anticipates this to be an approximately 6-month effort and cost response must be a firm, fixed-price.

Cost responses to include all required expenses to fulfill the project’s scope, i.e. supplies, travel, lodging, phone calls, etc. NO ADDITIONAL COSTS WILL BE REIMBURSED.

9. TERM OF CONTRACT

This DQ will result in a 6-month contract. The services shall commence when the purchase order/contract is issued to contractor, approximately November 21, 2025, and expire approximately May 21, 2026. Proposals

Provost and Vice President of Academic Affairs Search Firm over this range will not be accepted. All deliverables are required to be received by Western by May 21, 2026, in order to permit the University to extend an offer to a Finalist prior to July 1, 2026.

10. PAYMENT

Payments will be made when work is completed. All work must be documented in monthly reports listing activities and deliverables. All deliverables must be accepted by the University prior to payments being made.

11. QUESTIONS AND ANSWERS

All questions regarding this solicitation must be submitted by 5:00 P.M. on October 23, 2025 are to be emailed to bmcclure@western.edu.

12. PROPOSAL SUBMITTAL

All responses are required to be sent electronically to bmcclure@western.edu and properly marked in the Subject Line with Solicitation/Bid No., Due Date, and Time. All responses are subject to the conditions herein stipulated in accordance with specifications set forth and/or attached hereto.

All responses must be received no later than October 30, 2025, at 5:00 PM MST/MDST via email to bmcclure@western.edu. Late bids will not be accepted. It is the vendor’s responsibility to confirm receipt of emailed bids.

13. PROPOSAL RESPONSE REQUIREMENTS

A. The VENDOR RESPONSE FORM: Complete and sign the COVER PAGE.

B. Firm’s Background & Experience:

Please provide a summary of the firm’s background and experience in the area of executive search consulting for higher education, business, government, non-profit sector, or other similar markets, with the last five (5) years. Highlight searches related to senior-level academic positions within higher education. Please include the founding date of your company, parent/subsidiary/affiliation relationship with other firms, and indications of success at recruiting women and minorities into relevant positions.

C. Names(s) of Consultant(s) and Experience:

Provide the name(s) of consultant(s) who will be assigned to this project including person(s) who will be the Project Director for the firm and directly responsible for any day-to-day work with the President and/or Committee and a brief resume of each consultant’s qualifications and experience, including conducting searches for senior-level academic positions within higher education.

D. Assisting the President and Search Committee:

Please discuss how you will assist the President and Committee in each step of the search process and those deliverables as stated in the Statement of Work. Provide a narrative response discussing mailto:bmcclure@western.edu

Provost and Vice President of Academic Affairs Search Firm solutions to the requirements of the Statement of Work, including Deliverables.

E. Timetable:

Please indicate the timetables you would propose for a thorough search process, keeping in mind compliance with Colorado’s Equal Pay Act and the University’s compliance therewith.

F. Qualifications (Mandatory & Preferred):

Provide justification that you meet the mandatory and, if applicable, preferred qualifications as stated in Section 5.

G. Documentation which clearly demonstrates the firm’s understanding of Western Colorado University’s mission and the ability to effectively assist the President and Committee in identifying and recruiting candidates who can carry out that mission. The firm must be able to demonstrate their experience in finding qualified, successful and diverse candidates for high-level executive positions within higher education and/or private industry, particularly those related to academic operations.

H. Documentation demonstrating how the firm will ensure that diverse and highly qualified applicants are included in the prospect pool.

I. Documentation demonstrating how the firm will provide uniform and objective evaluations of all potential candidates, both internal and external to the University.

J. Documentation demonstrating how the firm will identify and actively solicit applications from professionals who meet the identified search criteria using the firm’s proprietary files, nationwide networks, other educational institutions, and such other resources as may be required. Firm must demonstrate how they will research the background of individuals brought to its attention by the University.

K. References: Provide three (3) references for which the vendor has provided similar work from current and/or past customers for the last three (3) 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:

• Client Name

• Project Name

• Contact Name

• Contact Title

• Contact Phone Number

The University reserves the right to include the University and other known customers as additional references. The University further reserves the right to call references only for the intended awarded vendor as a determination of responsibility.

Provost and Vice President of Academic Affairs Search Firm

L. Fees/Costs: Outline your general fee policy and projected expenses. Fees/Costs must be firm, not-to-exceed price of the project and include all expenses. Cost Responses to include all required expenses to fulfil the project SOW, i.e. supplies, firm’s travel, lodging, phone calls, etc.

The University strongly suggests that you do not bill separately for general office expenses and overhead (e.g. administrative assistance, copies, etc.), but rather include them in your fee. However, if you insist on billing separately for such expenses, you must provide a maximum, not to exceed amount for such expenses.

M. Any other information which the firm feels will assist the University in evaluating its proposal pursuant to the evaluation criteria below, including any anticipated requests to modify that State’s standard contract, attached hereto as Exhibit A.

N. Oral Presentation/Interview: In addition to submissions of the proposal, vendors submitting a proposal may, at the option of the President, be required during the evaluation of this solicitation to make a formal presentation of their proposal with the review committee.

14. EVALUATION

If more than one responsive, responsible bidder sufficiently meets or exceeds the specification requirements, the University reserves the right to compare the relative value of these bids and award the bid which is most advantageous to the University, cost being only one of many considerations. The University shall be the sole judge in determining the acceptability of a proposal and will also consider payment terms, delivery date, and conditions, and any exceptions taken to any requirement of the solicitation and its terms and conditions. While a numerical evaluation method may be used as an aid to evaluation, the selection ultimately is a business judgment that will reflect an integrated assessment of the relative merits of the proposals using the factors identified below.

14.1 Evaluation Factors:

The Firm selected for an award will be the Firm whose proposal is the most advantageous to the University. WCU is not bound to accept the lowest priced proposal if that proposal is not in the best interests of the University as determined by WCU in its sole discretion. Proposals will be evaluated on the following minimum criteria which are presented in no particular order of importance:

• Firm’s appropriateness and completeness of response

• Capability and experience of the firm with higher education related searches, and particularly those related to senior-level academic positions

• Capability and experience of the personnel assigned to this engagement

• Ability to meet the time schedule

• Fee for service and related expenses

15. TERMS AND CONDITIONS

This solicitation is governed by the Western Colorado University Terms & Conditions and Procurement Rules and not by the State of Colorado Procurement Code; however, this solicitation is governed by the State of Colorado Solicitation Instructions/ Terms and Conditions https://western.edu/wp-content/uploads/New-Word-WCU-TCs_Accessible.pdf https://westernstatecoloradou-my.sharepoint.com/:b:/g/personal/bmcclure_western_edu/ESqgpmoebBBJuCaoOboRdBABDMe9ogxen3bL3U__7kcPQQ?e=G5ztFy https://westernstatecoloradou-my.sharepoint.com/:b:/g/personal/bmcclure_western_edu/ESqgpmoebBBJuCaoOboRdBABDMe9ogxen3bL3U__7kcPQQ?e=G5ztFy

Provost and Vice President of Academic Affairs Search Firm

(https://www.rockymountainbidsystem.com), except when they are inconsistent with the terms and conditions stated in this solicitation’s, Colorado BIDS Notice, or in this solicitation’s specification document(s). A submission of a response to this solicitation acknowledges acceptance by the vendor of these rules, terms, and conditions and agreement to comply with them.

Modifications: If any modifications (including amendments or addenda) to this solicitation are issued, they will be posted on the BIDS web site at https://www.rockymountainbidsystem.com. Vendors will not be automatically notified of the existence of a modification. It is the vendor's responsibility to monitor the Colorado BIDS listing regularly to see if any modifications have been issued. Failure to retrieve such modifications and include their provisions in the solicitation response may result in rejection of the quote/bid/proposal.

The award shall be made to one vendor. Western Colorado University reserves the right to reject any or all bids, to waive informalities or irregularities, and to contract in the best interest of the University.

16. TERMS AND FUNDING

The anticipated term resulting from this DQ will be from the issuance of the purchase order/contract, approximately November 21, 2025, and expire, approximately, on May 21, 2026.

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

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16. TERMS AND FUNDING