Response to Offeror Questions Document.docx

Questions and Answers for RFP USD10072026 – Executive Recruitment and Search Services for Health Affairs

1. What position titles does USD anticipate recruiting for?

A: Currently the Chair of Surgery and/or Senior Associate Dean of Biomedical and Translational Sciences

2. Could IT or technology leadership positions within Health Affairs also fall under this contract?

A: This contract is specific for healthcare or medical leadership related searches.

3. How many searches are anticipated annually, and is there an estimated annual or per-search budget?

A: Anticipated searches will vary annually based on organizational hiring needs. While there is not a dedicated annual or per-search budget, funding is identified and allocated based on specific search needs and scope of each search.

4. Will any activities require our representatives to attend in person? If so, where and for which activities? May any pre-award presentation be conducted virtually?

A: In person attendance is not required and all activity with the representatives can be conducted virtually.

5. Does USD anticipate awarding to one firm or multiple firms? If multiple, how will searches be assigned?

A: USD anticipates selecting one search firm.

6. Please confirm the inquiry and proposal cutoff times and time zone, whether pricing should be submitted separately, and whether scanned ink signatures are acceptable. Are there overall page limits or file specifications?

A: The cutoff time for the inquiry was 10/14/2026 at 11:59 pm CST. The cutoff time for proposal submission is 11/4/2026 at 11:59 pm CST. Pricing can be submitted separately or included in the technical proposal. Scanned ink or electronic signatures are acceptable. There are no page limits. Preference is that files should be submitted in pdf form or using Microsoft Office Suite applications.

7. How should exceptions to the standard contract terms be submitted?

A: Offerors should identify the clause(s) that they have exceptions to in their proposal. Alternative language will be negotiated in contract discussion.

8. Section 3.0 states the firm should have demonstrated experience conducting searches within the healthcare or medical field and higher education. Is this mandatory? For references, can we provide commercial references, or must the references be from healthcare/medical and higher education? Please also clarify how many references are required and what exact details you need for each reference.

A: Yes, experience within the healthcare or medical field and higher education is required. Two of the three references should be within the healthcare or medical field and higher education. The reference should include a general overview of the quality of the service provided and whether the needs and expectations were met. Please refer to 4.3 bullets a, b, and c.

9. For the video, is it required or optional? What should the video include, and what length and format do you prefer?

A: This is optional and there are no specific requirements. A brief video showcasing your search firm’s qualifications and capabilities would be sufficient.

10. Are the positions that searches will be conducted for only include executive-level roles, or also administrative, IT, and other staff roles?

A: The positions will generally be higher level leadership positions (deans, associate deans, & chairs) within Health Affairs.

11. Please provide the positions expected to be filled under this contract.

A: Currently the Chair of Surgery and/or Senior Associate Dean of Biomedical and Translational Sciences and searches for future vacancies of deans, associate deans or chairs.

12. Will the contract cover faculty-level recruitment in addition to executive and administrative leadership positions?

A: The intent is for assistance recruiting leadership positions as vacancies arise.

13. Does USD require background checks, credential verification, or reference checks as part of the firm’s scope? If so, should those costs be included in the cost proposal?

A: Yes, this will be part of the firm’s scope. Reasonable direct search-related expenses including advertising and background checks may be billed separately when applicable. Those anticipated costs can be listed as a separate line item and invoiced separately.

14. Please provide the total amount USD Health Affairs spent on executive search services in each of the last three fiscal years, and the number of searches completed in each year.

A: Historical expenditure amounts for executive search services will not be provided. Spending varies annually based on organizational search needs and should not be considered indicative of future expenditures.

List of previous searches in the past three years:

Chair of Family Medicine Chair of Emergency Medicine Chair of Neurosciences Dean of Health Sciences

15. Who is the incumbent of this contract?

A: USD does not currently have an executive search firm under contract.

16. Does USD prefer a particular fee structure (for example, fixed fee per search, percentage of first-year cash compensation, or tiered fixed fees by position level)?

A: A tiered fixed fee structure by role is preferred.

17. Please provide the relative weightage of points for each evaluation criterion.

A: Each evaluation criteria listed in the proposal are equally weighted.

18. Will USD accept executive searches done for healthcare organizations outside higher education, or for higher-education institutions outside healthcare?

A: No. The primary focus is a firm with experience within the healthcare or medical field and higher education.

19. Is this a new arrangement or a replacement of an existing contract? If replacing one, please share any available incumbent details, historical spend, fees, and service improvements sought.

A: This is a new contract for USD. However, the South Dakota Board of Regents, which governs USD, currently has 3 firms under contract. The University has used those contracts under separate Statements of Work (SOW).

20. When is the first search expected to begin? Are there target hiring dates or likely concurrent searches?

A: The first search, Chair of Surgery, will begin immediately. Target hire date is Summer 2027.

21. Please provide us with an estimated NTE budget allocated for this contract.

A: While there is not a dedicated annual or per-search budget, funding is identified and allocated based on specific search needs and scope of each search.

22. Is there any mandatory subcontracting requirement for this contract? If yes, Is there any specific goal for the subcontracting?

A: No mandatory subcontracting. If an offeror wishes to use subcontractors they will need to get prior consent from USD.

23. How many positions will be required per year or throughout the contract term?

A: The number of recruitments will depend on vacancies within Health Affairs.

24. Can we provide hourly rate ranges in the price proposal?

A: A tiered fixed fee structure by role is preferred.

25. Will the University allow mid-contract price adjustments (e.g., for agency fees or wage rates) during the three-year term, and if so, under what conditions?

A: The University does not accept mid-contract price adjustments during the three-year term. Vendors should account for anticipated inflation, wage changes, agency fees, and other expected cost increases in their initial proposal. Pricing may vary by contract year if those rates are proposed in advance and incorporated into the final contract; however, additional adjustments during the contract term are not allowed.

26. If adjustments are permitted, is there a specified mechanism (e.g., annual review, CPI-based increase, or mutual negotiation) that governs such changes?

A: The University does not accept mid-contract price adjustments during the three-year term. Vendors should account for anticipated inflation, wage changes, agency fees, and other expected cost increases in their initial proposal. Pricing may vary by contract year if those rates are proposed in advance and incorporated into the final contract; however, additional adjustments during the contract term are not allowed.

27. Should the initial proposal reflect fixed pricing for the entire term, or can adjustments be proposed in advance as part of the contract?

A: The University does not accept mid-contract price adjustments during the three-year term. Vendors should account for anticipated inflation, wage changes, agency fees, and other expected cost increases in their initial proposal. Pricing may vary by contract year if those rates are proposed in advance and incorporated into the final contract; however, additional adjustments during the contract term are not allowed.

28. What are invoice/payment terms (NET 30, NET 45, etc.) and required invoice fields?

A: All invoices are due within forty-five (45) days of receipt. Invoices should include standard information customary for professional services billing, with no unusual or specialized invoice field required.

29. Are resumes required at the time of proposal submission? If yes, Do we need to submit the actual resumes for proposed candidates or can we submit the sample resumes?

A: Yes, include the resumes of the recruiters who would be supporting USD Health Affairs under this contract. Candidate resumes are not needed at this time.

30. Can USD provide the anticipated position titles, seniority levels, job descriptions, and key qualification requirements for the positions expected to be filled? Will these details be provided only after contract execution as vacancies arise?

A: Anticipated positions currently include Chair of Surgery and/or Senior Associate Dean of Biomedical and Translational Sciences. The positions will generally be higher level leadership positions (deans, associate deans, & chairs) within Health Affairs. Details will be provided after contract execution and as vacancies arise.

31. The RFP requires all service costs, including travel, to be incorporated into the total cost rather than listed separately. Should the proposed fee cover all recruitment activities through placement, including sourcing, screening, interviews, reference checks, and candidate presentation? Are any additional expenses reimbursable?

A: The proposed fee should include all service costs related to sourcing, screening, interviews, reference checks, and candidate presentation. Reasonable direct search-related expenses including advertising and background checks may be billed separately when applicable. Candidate travel is generally arranged and paid directly by the University.

32. Please clarify the expected payment structure and milestones. Will payment be made upon completion of each search, successful placement, or achievement of agreed deliverables? How should fees be calculated if a search is discontinued or does not result in a placement?

A: A milestone-based payment structure is acceptable. Vendors may propose a payment schedule tied to defined deliverables, such as commencement of the search, presentation of qualified candidates, finalist interviews, and candidate acceptance. Proposed milestones and associated fees should be clearly identified in the proposal and will be subject to agreement as part of the final contract.

Fees for a discontinued or unsuccessful search should reflect the work performed and milestones completed. Vendors should describe their proposed fee structure for these circumstances in their proposal.

33. Are any specific firm-level licenses, registrations, permits, or recruiter certifications mandatory to provide executive recruitment services under this RFP? If so, must these be submitted with the proposal or provided before contract award?

A: No specific requirements

34. Section 2.6 specifies commercial general liability, professional liability, business automobile liability, and workers’ compensation coverage. Please confirm whether insurance certificates must accompany the proposal or may be provided before work begins following award. Are any additional insurance coverages required?

A: Insurance certificates will be expected prior to work beginning. They are not required with proposal submission. No other additional insurance coverages will be required.

35. Must the proposal include resumes of the actual recruitment professionals who will manage and conduct the searches? Are live resumes of prospective executive candidates required at submission, or will candidate resumes be presented only during the recruitment process?

A: Yes, include the resumes of the recruiters who would be supporting USD Health Affairs under this contract. Candidate resumes are not needed at this time.

36. The RFP seeks firms with demonstrated healthcare/medical and higher-education search experience and requires details of at least three similar service contracts. Must all three references demonstrate experience in both sectors, or will relevant experience in either sector be acceptable?

A: Experience in either sector will be acceptable.

37. Are client reference letters required, or are the client names, contact details, contract dates, and descriptions of previous services sufficient? Must all references relate specifically to executive-level recruitment?

A: The reference should include a general overview of the quality of the service provided and whether the needs and expectations were met. Please refer to 4.3 bullets a, b, and c.

38. Are subcontractors or specialist recruitment partners permitted? If so, must they be identified in the proposal, and are any prior approvals or separate qualifications required?

A: Offerors should indicate in their proposal if they intend on using subcontractors. Subcontractors will be subject to the same contractual requirements as the awarded vendor.

39. Is a specific conflict-of-interest disclosure form required with the proposal? If no prescribed form exists, should the offeror provide a written declaration of any actual or potential conflicts?

A: There are no specific conflict-of-interest forms required with the proposal. Offerors should identify any actual or potential conflicts of interest within their proposal.

40. The RFP requires the proposal to be organized under the prescribed headings: RFP Form, Executive Summary, Detailed Response, and Cost Proposal. Please confirm whether the cost proposal must be submitted as a separate attachment or file from the technical response, and whether any page limits apply to the proposal sections.

A: We will accept the cost proposal as a standalone document or included in the technical response. There are no page limits set for any proposal section.

41. Does USD have a standard expected timeline for each executive search, including candidate sourcing, shortlisting, interviews, and final selection? Are there mandatory minimum numbers of qualified candidates or specific deliverables required for each search?

A: No standard timeline, variable depending on the situation. No minimum number and specific deliverables would depend on search.

42. The contract provides for an initial one-year term and two optional one-year extensions. Must the proposed fees remain fixed throughout all renewal periods, or may pricing be renegotiated before an extension is exercised?

A: The University does not accept mid-contract price adjustments during the three-year term. Vendors should account for anticipated inflation, wage changes, agency fees, and other expected cost increases in their initial proposal. Pricing may vary by contract year if those rates are proposed in advance and incorporated into the final contract; however, additional adjustments during the contract term are not allowed.

43. Does USD require a replacement search or guarantee period if a selected candidate declines the offer, withdraws, or leaves the position within a specified period? If so, please clarify the applicable period and whether the replacement search must be provided without additional fees.

A: Current BOR contracts include this language: If the person selected leaves during the first year from the date he or she first occupies the position (i.e., is on the payroll of the University) the search firm will assist in a follow-up search for no additional charge other than out-of-pocket expenses incurred in connection with the subsequent search. Open to alternative suggestions.

44. Section 7.0 requires all costs be included in the cost proposal. Will retained search structures be accepted, including separate billing for reimbursable search-related costs such as advertising and candidate travel?

A: A retained search fee structure is acceptable. Reasonable direct search-related expenses including advertising and background checks may be billed separately when applicable. Candidate travel is generally arranged and paid directly by the University.

45. Will milestone based billing be acceptable?

A: A milestone-based payment structure is acceptable. Vendors may propose a payment schedule tied to defined deliverables, such as commencement of the search, presentation of qualified candidates, finalist interviews, and candidate acceptance. Proposed milestones and associated fees should be clearly identified in the proposal and will be subject to agreement as part of the final contract.

Fees for a discontinued or unsuccessful search should reflect the work performed and milestones completed. Vendors should describe their proposed fee structure for these circumstances in their proposal.

46. Is a fixed fee rate required and if so, can these be tiered based on role?

A: A tiered fixed fee structure by role is preferred.