RFP 25-0001 Superintendent Executive Search_Informal_Final.pdf

25-0001

INFORMAL REQUEST FOR PROPOSALS

Solicitation No: 25-0001

For the Provision of

School District Superintendent Executive Search Services

RFP Closing (Due Date & Time):

September 15, 2025, 4 p.m. PST

Issued by:

Beaverton School District 48J

1260 NW Waterhouse Ave

Beaverton, Oregon 97006

August 28, 2025

Business Services Procurement and Contracting

1260 NW Waterhouse Ave Beaverton, OR 97006

RFP 25-0001

INFORMAL REQUEST FOR PROPOSALS (RFP)

RFP 25-0001

Summary

The purpose of this Request for Proposals (“Solicitation”) is obtain competitive Proposals from qualified Proposers interested in the provision of executive search services for the position of Superintendent for Beaverton School District.

A virtual Non-Mandatory Pre-Proposal Conference will be held on September 2, 2025 at 11:00 AM PST. The primary purpose of this Pre-Proposal Conference is to walk through the Solicitation Documents and process. This conference is an optional opportunity for prospective proposers to improve their familiarity with the District’s solicitation documents and process so as to help avoid making technical errors in preparing and submitting a Proposal. The access link/info for this conference is below:

Join Zoom Meeting https://beavertonk12.zoom.us/j/81567715542?pwd=AFcr2p6AYTbHJAPa9DMsjbVaiXLldK.1

Meeting ID: 815 6771 5542 Passcode: 970157 One tap mobile

+12532050468,,81567715542#,,,,*970157# US

+12532158782,,81567715542#,,,,*970157# US (Tacoma)

Interested Proposers must submit a Proposal pursuant to the provisions of this Solicitation by email only to: contracts@beaverton.k12.or.us NOT LATER THAN:

SOLICITATION DUE DATE AND TIME (CLOSING):

September 15, 2025, 4 p.m. PST

No public opening will occur.

Proposers are solely responsible for ensuring that the Beaverton School District receives its Proposal.

LATE PROPOSALS MAY BE REJECTED.

Prospective Proposers must obtain the Solicitation documents from Oregon Buys – http://oregonbuys.gov/ .

All questions and comments regarding this solicitation must be directed ONLY BY EMAIL to:

contracts@beaverton.k12.or.us

PROPOSALS MUST BE PURSUANT TO THE PROVISIONS OF THIS SOLICITATION. THE DISTRICT MAY

REJECT ANY PROPOSAL NOT IN COMPLIANCE WITH ALL PRESCRIBED REQUIREMENTS.

https://beavertonk12.zoom.us/j/81567715542?pwd=AFcr2p6AYTbHJAPa9DMsjbVaiXLldK.1 mailto:contracts@beaverton.k12.or.us http://oregonbuys.gov/ mailto:contracts@beaverton.k12.or.us

SECTION I –INTRODUCTION

Solicitation No: RFP 25-0001

1. INTRODUCTION:

This Solicitation is issued pursuant to ORS 279A, ORS 279B and the Oregon Attorney General Model Rules Divisions 46 and 47.

2. DEFINITIONS:

The term "District" or “Owner” throughout this document means the Beaverton School District (BSD). The term “Proposer” means the person or firm that submits a Proposal in response to this Solicitation. The term “Proposal” or “Offer” means a written response to provide Goods or Services in response to this Solicitation. “Closing” means the date and time specified in the Solicitation as the deadline for submitting Proposals. “Contractor” or “Supplier” means the firm awarded a Contract as a result of this Solicitation.

3. SOLICITATION REVIEW:

Proposers must carefully review the Solicitation documents and are responsible for knowing and understanding all terms and conditions. Any defects, ambiguities, omissions, or errors must be brought to the District's attention by protest or request for change, as provided under Section V of the Solicitation.

4. BACKGROUND:

a. The Beaverton School District encompasses approximately 57 square miles in northwestern Oregon in Washington County. The District, located in the Portland, Oregon metro area, is the third largest school district in Oregon.

b. The Beaverton School District has nearly 5,000 employees. The District is responsible for educating approximately 37,500 students in kindergarten through grade 12 at thirty-four (34) elementary schools, nine (9) middle schools, six (6) high schools, and five (5) option schools.

5. SCOPE OF WORK:

The general scope of this Solicitation is the provision of executive search services for the position of Superintendent for Beaverton School District. See Section II and applicable attachments for additional details.

6. CONTRACT:

The successful Proposer, selected by the District, will receive a Personal Services Contract. A sample is enclosed herein (see SECTION V - ATTACHMENTS).

a. Proposers are advised to thoroughly review and familiarize themselves with the standard contract.

Certain contract terms reflect state statute and may not be altered.

b. The Contractor will be expected to promptly sign a contract including all standard terms and conditions contained in the sample contract.

c. The District may, at its sole discretion, negotiate any contract terms suggested in Proposals and/or any other contract terms it finds to be in its best interest to negotiate. The forgoing does not limit the District’s right to terminate contract negotiations as provided under applicable rules/laws.

7. AMENDMENTS:

The District may amend a Contract without additional competition pursuant to OAR 137-047-0800.

8. CONTRACT PERIOD/EXTENSION:

a. The selected Proposer will be issued a Contract that is anticipated to be effective upon full execution, through June 30, 2026.

b. The District may, at its option, execute a contract with a different term than that stated above, as the District may deem necessary to achieve the outcome of the general scope.

c. The Provider's pricing and rates must remain firm through June 30, 2026. If the term extends beyond that date, then the provider shall be entitled to pricing and rate increases, subject to (d.) below.

SECTION I –INTRODUCTION

d. Any annual price increases hereunder shall not exceed the prior year’s percentage increase in the applicable sub-category of the Consumer Price Index – Western Region. The District may, at its sole discretion, consider price increases in excess of the foregoing limit if the provider can demonstrate that such increases are due to actual cost increases/industry-specific market conditions.

9. CONTRACT ADMINISTRATOR:

The Contract Administrator for this Contract will be the Purchasing Manager, or designee.

10. DISTRICT REPRESENTATIVE:

The District Representative for the project is the Chief of Staff, Kerry Delf, kerry_delf@beaverton.k12.or.us, or designee.

11. SOLICITATION SCHEDULE:

The milestones for the selection process are set forth below. The dates are specific and will be followed to the extent reasonably possible. The purpose of this schedule is for Proposer information only. The District reserves the right to deviate from this schedule.

Solicitation Milestone Completion Date

Publish RFP August 28, 2025 Non-Mandatory Pre-Proposal Conference September 2, 2025 at 11:00 AM PST Deadline for Questions September 12, 2025 at 4:00 PM PST Submit Proposals September 15, 2025 at 4:00 PM PST Evaluation Meeting September 18, 2025 Interviews September 25, 2025 Board Selection of Finalist Firm September 26, 2025 Contract Executed not later than October 6, 2025

12. CONTACT DURING SOLICITATION:

a. Method of Inquiry: All inquiries and questions related to this solicitation must be submitted in writing via email to contract@beaverton.k12.or.us as indicated on the summary page of this Solicitation.

b. Point of Contact: Communications may be routed through contracts@beaverton.k12.or.us during the RFP process. Email communications are preferred. No other points of contact are authorized.

c. External Communication: Other than the methods authorized above and herein, it is prohibited to engage in any form of communication with Beaverton School District employees, officials, or their representatives, regarding this RFP. This prohibition includes, but is not limited to, any attempts to influence or contact members of the evaluation team. Such conduct by the Proposer may result in the rejection of the proposal.

mailto:contract@beaverton.k12.or.us

SECTION II – SCOPE OF WORK

1. PURPOSE AND INTRODUCTION:

The District is requesting Proposals for a search and recruitment firm to assist the Beaverton School Board of Directors (“the Board”) with their efforts to identify a permanent, full-time superintendent. The current superintendent, Dr. Gustavo Balderas, will be transitioning to a new position with a different organization no later than July 1, 2026.

2. BACKGROUND:

The Beaverton School District encompasses approximately fifty-seven (57) square miles of northwestern Oregon in Washington County. The District, located in the Portland, Oregon metro area, is the third largest school district in Oregon, with nearly 37,500 students and 5,000 staff members. The District includes thirty-four (34) elementary schools, nine (9) middle schools, six (6) high schools, and five (5) option schools. There are also two (2) charter schools located in the District. The District serves a culturally and linguistically diverse community.

Proposers should review the District’s website for important background information pertaining to the District’s Board, Strategic Plan, culturally and linguistically diverse community, and other important information. This information may provide context for Proposals.

3. MINIMUM REQUIREMENTS:

■ The District requires a clear and comprehensive pricing proposal. Incomplete or unclear pricing may be reason for Proposals to be rejected or for contract negotiations to be terminated.

4. DESIRED QUALIFICATIONS:

The District desires the following Firm qualifications:

■ Significant experience identifying and placing permanent superintendents of K-12 school districts.

■ Recent experience identifying and placing a permanent superintendent for a school district in the Pacific

Northwest region that is of similar size or larger than Beaverton School District.

■ Demonstrated success with search processes leading to recruitment and selection of diverse, highly qualified candidates and selected leaders with strong results in increasing achievement and closing opportunity gaps.

■ Firm-level support for staff providing services (e.g., tools, resources, processes, access to firm services, etc.).

■ Firm mission/practice alignment with District (e.g., mission, goals, values, etc.)

The District desires the following Key Personnel qualifications:

■ Significant, recent experience identifying and placing a permanent superintendent for a school district in the Pacific Northwest region that is of similar size or larger than Beaverton School District.

■ Key Personnel have successfully worked together for recent placements.

■ Together, Key Personnel have successfully provided the full scope of services.

5. DESCRIPTION OF SERVICES:

Proposers have latitude to offer an approach to achieving the desired outcome of this RFP that best meets the District’s needs. The below information provides a general description of the services, and may be used for pricing assumptions. Should Proposers have additional questions necessary for pricing, they are encouraged to submit questions prior to the deadline stated in the Solicitation Schedule.

The successful Proposer will generally be responsible for activities including:

● Working with the Board or Board Subcommittee to develop a superintendent search process, hiring procedures and timeline with a transparent process that builds community trust.

● Demonstrating a candidate identification process that ensures a diverse pool of highly qualified candidates reflective of our community.

● Gathering input from staff and community members to ensure stakeholders are represented.

● Facilitating community engagement that incorporates culturally responsive outreach methods and actively includes historically underrepresented voices.

● Collaborating with the Board to develop and refine a superintendent profile that incorporates the leadership characteristics that the Board and community consider requisite for success.

● Advising the Board on a compensation package that facilitates successful recruitment of a superintendent of the desired quality and experience.

● Developing and distributing recruitment materials that will encourage qualified candidates to apply.

● Conducting a national search that includes advertising the position broadly and conducting personal outreach recruiting to ensure the applicant pool includes highly qualified candidates with diverse backgrounds and experiences.

● Presenting a diverse pool of candidates who meet the established profile, demonstrate the desired leadership qualities, and would be willing to accept the position and employment terms if offered.

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

● Advising the Board regarding identification and assessment of candidates with objective and equitable evaluation tools and processes.

● Assisting the Board with prescreening candidates based on clearly delineated criteria and evaluating applicants against the qualifications and criteria to create a group of candidates for interviews.

● Supporting the Board to develop an interview process with explicit methods to reduce bias in candidate evaluation and consider evidence-based criteria such as candidates’ experience in advancing equity, raising academic achievement, addressing disparities, and building community trust.

● Coordinating candidate interviews and finalist selection activities.

● Supporting the Board in the hiring of the new superintendent.

● Assisting the Board in contract negotiations with the selected candidate.

● Ensuring a satisfactory conclusion to the search.

● Maintaining the confidentiality of all information collected as appropriate.

6. TIMING AND PRICING

Timing With the current superintendent scheduled to transition to a new position no later than July 1, 2026, and the District seeking a new superintendent to begin on July 1, 2026 or an earlier date, the District will rely on the successful Proposer to tailor the recruitment approach/schedule to meet the District’s needs. The successful Proposer will be required to adapt its approach and provide additional resources as may be necessary to account for possible changes during the process (e.g., changes to criteria, failed placement, etc.). The District desires a Proposed schedule/approach that fosters excellent board engagement and recruitment services without exposing the District to risk of failed placement within timing parameters.

Pricing In addition to the minimum requirements, the District desires a pricing proposal that has the following attributes:

● Clearly articulates the value of the services relative to the cost.

● Demonstrates competitiveness within the market.

● Clearly describes payment and related terms that are favorable to the District.

● Clearly articulates reasonable terms for what would require a change order for added costs.

7. ADDITIONAL REQUIREMENTS:

a. Background Checks. All personnel on-site will be required to be badged and must be subject to a background check per District Standards. See sample Contract attached to this Solicitation.

b. Contractor must employ only persons duly licensed by the State of Oregon to perform the Work required under this Contract for which applicable Oregon Law requires a license.

SECTION III – RESPONSE AND EVALUATION

1. INTRODUCTION:

This section prescribes the mandatory format for the presentation of a Proposal in response to this Solicitation. The purpose of this format is to ensure uniformity of the information from each Proposer and to aid in clear understanding and evaluation of each Proposal. Failure to provide any information requested in this Solicitation may result in rejection of the Proposal.

2. PROPOSAL FORMAT:

a. A Proposer’s submitted Proposal should be submitted in searchable MS Word or PDF format to contracts@beaverton.k12.or.us. Elaborate artwork and visuals are not necessary. Any spreadsheet attachments may be submitted in MS Excel format. Brochures or other promotional presentations beyond that sufficient to present a complete and effective Proposal are not desired.

b. The recommended page limit is 25 digital pages, not including Attachments A through F.

c. Proposals should be organized in the order items appear in the below item number 4. DETAILED

PROPOSAL CONTENT REQUIREMENTS.

3. PROPOSAL CONTENT REQUIREMENTS:

a. Proposers must submit a complete Proposal that includes all the information and documents specified in the Proposal Submission Checklist.

b. Proposers are strongly encouraged to provide detailed information that clearly demonstrates capabilities, qualifications, and experience in delivering the services described in this Solicitation.

Proposal must be self-contained; do not assume the District has prior knowledge of the Proposer or its past performance.

c. Quality of proposal: The proposal must be responsive to all the Solicitation requirements, terms and conditions, and should be presented in a format that is clear, concise, organized and professional. The Proposal should be easy to read and logically structured, providing a thorough yet efficient summary of the Proposer’s ability to meet the District’s needs.

4. DETAILED PROPOSAL CONTENT REQUIREMENTS:

a. EXPERIENCE AND QUALIFICATIONS.

i. Provide a short summary 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.

ii. Describe the capacity of your firm to perform the scope of work provided in Section II. Describe how many superintendent searches for comparable districts your firm has completed in the last six years, and how many were in Oregon.

iii. Share the practices and track record behind the firm’s diversity, equity and inclusion plan.

Describe and quantify the firm’s success with search processes leading to recruitment and selection of highly qualified diverse candidates.

iv. Note the longevity and success of superintendents hired by members of this team or firm over the past six years, including results in advancing equity, increasing academic achievement and closing opportunity gaps. Describe any particularly noteworthy accomplishments of the superintendents placed.

v. 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.

vi. 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.

Specify the number of superintendent searches in which each member has participated and in what capacity. Include experience of staff with recruitment for a position in Oregon.

b. APPROACH AND OPERATIONS.

Describe in detail how the services will be provided. Address each item in SECTION II – SCOPE OF WORK.

Provide details on the following:

i. Describe the proposed search activities and approach.

ii. Describe how your firm would recruit for Oregon and the Pacific Northwest region. Describe your understanding of what is unique or particular about education and school finance in Oregon.

iii. Describe the methods you would use to recruit a diverse candidate pool, 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.

iv. Describe how you would effectively engage 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 selecting a superintendent.

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

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

vii. Estimate a reasonable timeline that the project team would use to guide the search process for a superintendent to begin July 1, 2026, and a timeline for a search process for a superintendent to begin earlier, in January–March.

viii. Describe the methods you would use to communicate and work with the Board and/or Board Subcommittee.

ix. Describe the information, services and assistance you will require from the Board and District staff to enable you to conduct the search.

c. PRICE SCHEDULE.

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:

i. Estimated cost by each scope of work section

ii. Estimated hours spent by each member of the project team and their fees

iii. Estimated travel expenses

iv. Estimated advertising expenses required to distribute information regarding the vacancy

v. Any other expenses

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

Pricing will be compared among all responsive Proposals submitted.

d. REFERENCES.

i. Provide five professional references from projects similar to the scope of this Solicitation, and from accounts of similar size and complexity. K-12 school district references shall be preferred. Use of the provided Proposer Reference Form (see SECTION V – ATTACHMENTS) is required.

ii. Provide the name, telephone number, and email address of the client for each of these five references. These contacts will be used by the District for reference checks. References should be prepared to address the firm’s ability to meet deadlines, accuracy of estimates, and quality of work.

iii. Provide a statement of litigation record, indicating if within the last five years the firm or key personnel have 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.

e. INSURANCE REQUIREMENT.

i. Provide a statement of agreement to the insurance clause in the sample Personal Services Contract

(see SECTION V – ATTACHMENTS).

5. EVALUATION CRITERIA MATRIX:

Each Proposal will be scored by reviewing and evaluating the Proposal content requirements outlined above, to inform the selection of Proposals to recommend for interviews and consideration by the Board. The following table indicates how the total points in the scoring will be assigned by required Proposal item.

Failure to meet minimum requirements for any individual item may disqualify the Proposal regardless of the total points scored for the other items. Each item will be evaluated as follows:

EVALUATION CRITERIA MATRIX Maximum Points Possible a.

Experience and Qualifications

– Demonstrated Success in Recruitment and Selection of Highly Qualified Diverse Candidates

b. Approach and Operations 35

c. Price Schedule 20

d. References 5

e. Insurance Pass/Fail

TOTAL 100

SECTION III – RESPONSE AND EVALUATION

6. EVALUATION COMMITTEE: The Proposals will be evaluated by the Evaluation Committee consisting of not less than three (3) knowledgeable individuals (Evaluators) to review and score Proposals according to the evaluation criteria set forth in this Solicitation. The District may assign certain Evaluators to evaluate specific Proposal categories in keeping with the Evaluators’ area of expertise. Working as a Committee or independently (at the discretion of the District) with copies of the written Proposals, the Evaluators will independently assign scores to each Proposal received in accordance with the evaluation criteria defined herein. Evaluators will measure the merit of each Proposal received in accordance with the evaluation criteria to determine which Proposal(s) would provide the District with the most advantageous and best overall value, and will recommend finalist firms for the Board to interview and consider for selection. The recommendations of this committee may be made by consensus or by obtaining a majority vote of the committee members and will be final; provided, however, that the Board may elect to interview additional Proposers if agreed by a majority of the Board.

7. INTERVIEWS:

a. A subcommittee of the Board will evaluate all proposals and recommend finalists to be interviewed by the full Board. The interview process will be used to supplement and clarify the information contained in the proposal.

b. Based upon factors including proposal scoring, the interview, and the results of reference checks, the Board will at their sole discretion select a finalist Proposer to award a contract.

c. Such interviews and any presentation materials will be at the Proposer’s expense.

8. PROPOSAL EVALUATION:

a. RESPONSIVENESS AND RESPONSIBILITY: The District will utilize the following objective factors to determine if Proposals are Responsive and Proposers are Responsible:

i. RESPONSIBILITY OF PROPOSER Before awarding a Contract, the District may determine that the

Proposer submitting the most Advantageous Proposal is Responsible. The District shall use the standards set forth in ORS 279B.110 and OAR 137-047-0640(1)(c)(F) to determine if a Proposer is Responsible. In the event the District determines a Proposer is not Responsible, it shall prepare a written determination of non-Responsibility as required by ORS 279B.110 and shall reject the Proposal.

b. CONTINGENT PROPOSALS. The Proposer must not make its Proposal contingent upon the District's acceptance of any terms or conditions (including Specifications) other than those contained in this Solicitation.

c. CLARIFICATION OF PROPOSALS. After Opening, the District may conduct Discussions with apparent Responsive Proposer(s) for the purpose of clarification and to assure full understanding of the Proposal.

d. NEGOTIATION. The District may only conduct Discussions or Negotiate with Proposers.

e. OBJECTIVE CRITERIA. The District may allow, at its discretion, certain other objective evaluation criteria.

SECTION IV – ATTACHMENTS

PROPOSAL SUBMISSION CHECKLIST

ALL CERTIFICATIONS, FORMS, AFFIDAVITS AND DETAILED PROPOSAL CONTENT REQUIREMENTS

AS SPECIFIED IN SECTION IV MUST BE INCLUDED IN PROPOSALS.

REQUIRED AFFIDAVIT, CERTIFICATIONS AND FORMS

The following certifications and forms must be completed and signed by the person authorized to represent the Proposer regarding all matters related to the Proposal and authorized to bind the Proposer to the agreement.

Failure to submit any of the required, completed and signed certifications or forms shall result in disqualification of the proposing firm.

Please note that the required attachments (Attachments A through F are not counted toward the Proposal page limit.

___ PROPOSER CERTIFICATION. (Attachment A) This serves as the cover sheet for your Proposal.

___ INDEPENDENT CONTRACTOR CERTIFICATION. (Attachment B)

___ AFFIDAVIT OF NON-COLLUSION / COMPLIANCE WITH TAX LAWS. (Attachment C)

___ NON-CONFLICT OF INTEREST CERTIFICATION. (Attachment D)

___ PROPOSER RESPONSIBILITY FORM – All Pages. (Attachment E)

___ PROPOSER REFERENCE FORMS. (Attachment F)

___ PRICE SCHEDULE. (Attachment G)

____ DETAILED PROPOSAL CONTENT REQUIREMENTS

Detailed Proposal Content Requirements are specified in SECTION IV – RESPONSE AND EVALUATION.

The following attachment(s) are NOT to be returned with the Proposal. The content of these attachment(s) must be reviewed by the Proposer. The terms and conditions are incorporated in this Solicitation and will apply to the Contract to be executed for the work.

ATTACHMENT H Sample Personal Services Contract

ATTACHMENT A

PROPOSER CERTIFICATION

Legal Name of Proposer (Firm):

Physical Address:

Mailing Address:

The Proposer certifies and agrees:

1. The prices in this Proposal have been arrived at independently, without, for the purpose of restricting competition, any consultation, communication, or agreement with any other Proposer relating to the intention to submit a Proposal, or the methods or factors used to calculate the prices Proposed.

2. The Proposer has read and understands all terms and conditions of this Solicitation.

3. The Proposer agrees to provide insurance as required in the sample Contract Terms and Conditions (see

Attachments).

4. The Proposer has, or has available, the equipment, personnel, materials, equipment, facilities, and equipment as well as the technical and financial ability necessary to complete and execute all Work in a sound and suitable manner for the use specified and intended.

5. The Proposer agrees to execute the formal Contract within ten (10) days from date of Notice of Intent to Award.

6. The Proposer acknowledges that the person that signs this Certification is fully authorized to sign on behalf of the

Proposer listed and to fully bind the Proposer to all conditions and provisions thereof.

7. The Proposer certifies that Proposer has complied or will comply with all requirements of local, state, and national laws, and that no legal requirement has been or will be violated in making or accepting this Proposal.

8. The Proposer, pursuant to ORS 279A.120 (1), (check one) is ____ / is not ____ a resident Proposer.

If not, indicate State of residency________________________.

9. The Proposer certifies that it has not discriminated and will not discriminate, in violation of ORS 279A.110, against any disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055 in obtaining any required subcontract.

10. The Proposer agrees to comply with Oregon tax laws in accordance with ORS 305.385.

11. The Proposer acknowledges receipt of the following addenda: (list by number and date appearing on addenda.)

Addendum Number Date Addendum Number Date

Respectfully submitted this __________day of ________________________, 20_____.

Signature: ___________________________________ Printed Name: ___________________________________

Title: _______________________________________ Email Address: ____________________________________

Phone: _____________________________________ Fax: ____________________________________________

ATTACHMENT B

INDEPENDENT CONTRACTOR CERTIFICATION

Proposer: ________________________________________________

Employer Identification Number: _____________________________

If Proposer signs Part A, the remainder of this Certification Statement does not need to be completed.

Part A. Proposer is a Corporation:

The Proposer/Firm is a corporation authorized to do business in the State of Oregon.

Proposer Signature: _________________________________________________Date: _____________________

Part B. Proposer is an Independent Contractor:

I, under penalties of perjury, certify that I am an independent contractor as defined in ORS 670.600 and that the following statements are true and correct:

1. I have filed Federal and State income tax returns in the name of my business or a business Schedule C as part of the personal income tax return, for the previous year, or expect to file federal and state income tax returns, for labor or services performed as an independent contractor in the previous year.

2. I will furnish the tools or equipment necessary for the contracted labor or services.

3. I have the authority to hire and fire employees who perform the labor or services.

4. I represent to the public that the labor or services are to be provided by my independently established business as four (4) or more of the following circumstances exist.

(Please check all that apply):

_____ A. The labor or services are primarily carried out at a location that is separate from my residence or is primarily carried out in a specific portion of my residence, which is set aside as the location of the business.

_____ B. Commercial advertising or business cards are purchased for the business, or I have a trade association membership with ________________________________________.

_____ C. Telephone listing is used for the business that is separate from the personal residence listing.

_____ D. Labor or services are performed only pursuant to written contracts.

_____ E. Labor or services are performed for two or more different persons or agencies within a period of one year.

_____ F. I assume financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omissions insurance or liability insurance relating to the labor or services to be provided.

Proposer Signature: _____________________________________________Date: _____________________

ATTACHMENT C

AFFIDAVIT OF NON-COLLUSION / COMPLIANCE WITH TAX LAWS

(Proposer)

I state that:

(1) The correct taxpayer identification numbers are: A. Federal Employer ID Number (EIN):

____________________ B. Employer’s Oregon ID Number: __________________

(2) Proposer is not subject to backup withholding because (i) Proposer is exempt from backup withholding, (ii)

Proposer has not been notified by the IRS that Proposer is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified Proposer that Proposer is no longer subject to backup withholding;

(3) The price(s) and amount of this Proposal must be arrived at independently and without consultation, communication or agreement with any other Supplier, Proposer or potential Proposer, except as disclosed on the attached appendix.

(4) That neither the price(s) nor the amount of this Proposal, and neither the approximate price(s) nor approximate amount of this Proposal, will be disclosed to any other firm or person who is a Proposer or potential Proposer, before the Proposal submission deadline.

(5) No attempt has been made or will be made to induce any firm or person to refrain from proposing on this Solicitation, or to submit any noncompetitive Proposal or other complementary Proposal.

(6) The Proposal of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive Proposal.

(7) _________________________________________ (name of firm), its affiliates, subsidiaries, officers, directors and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted of or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to proposing on any public contract, except as described in the attached appendix.

I state that ________________________________________________(name of firm) understands and acknowledges that the above representations are material and important and will be relied on by the Beaverton School District in awarding the contract(s) for which this Proposal is submitted. I understand and my firm understands that any misstatement in this affidavit is and will be treated as fraudulent concealment from the Beaverton School District of the true facts relating to the submission of Proposals for this contract. I am authorized to act on behalf of Proposer, and have authority and knowledge regarding Proposer's payment of taxes, and to the best of my knowledge, Proposer is not in violation of any Oregon tax laws, including, without limitation, those tax laws listed in ORS 305.380(4), the elderly rental assistance program under ORS 310.630 to 310.706; and any local taxes administered by the Oregon Department of Revenue under ORS 305.620.

(Affiant’s Signature)

STATE OF OREGON

County of _________________________________

Signed and sworn to before me on ___________________________ by ____________________________________ (date) (Affiant’s name)

Notary: ____________________________________ My Commission Expires: _________________________

ATTACHMENT D

Solicitation No: RFP 25-0001

NON-CONFLICT OF INTEREST CERTIFICATION

Issuing Agency: Beaverton School District

I, __________________________________________ (proposer name) hereby certify I have read the statement defining conflict of interest as quoted below; that I understand the statement; that no conflict of interest exists as therein defined, which precludes an impartial Bid/Proposal to be submitted by myself or the entity/company for which the Bid/Proposal is submitted, and that if such a conflict should arise, I will immediately notify the Beaverton School District and disqualify my Bid/Proposal.

"NO OFFICER, EMPLOYEE, OR AGENT OF THE BIDDER/PROPOSER HAS ANY PERSONAL FINANCIAL INTEREST, DIRECT OR INDIRECT, IN THE OPERATION OF THE BEAVERTON SCHOOL DISTRICT DIRECTLY

OR INDIRECTLY."

Proposer Name (signature)

Proposer Name (printed)

Proposer Title (printed)

Entity/Company Name (printed)

Date

ATTACHMENT E

Solicitation No: RFP 25-0001

PROPOSER RESPONSIBILITY FORM

(PROPOSER’S QUALIFICATIONS AND FINANCIAL INFORMATION)

DECLARATION AND SIGNATURES

The undersigned hereby declares that he or she is duly authorized to complete and submit this Proposer Responsibility Form and that the statements contained herein are true and correct as of the date set forth below. Incomplete, incorrect or misleading information will be reason for a determination by the District of Proposer non-responsibility.

Date:

By:

(Signature of authorized official)

Name:

(Please type or print)

Title:

(Please type or print)

For:

(Firm’s name) (Please type or print)

Instructions

1. The information provided in this form is part of the District inquiry concerning proposer responsibility. Please print clearly or type.

2. If you need more space, use plain paper. Submit completed form with Proposal response.

3. Answer all questions. Submission of a form with unanswered questions, incomplete or illegible answers may result in a finding that the Proposer is not a responsible Proposer.

RELIABILITY

Has your company ever been declared in breach of any contract for unperformed or defective work? ☐ Yes. ☐ No.

If “yes”, explain.

Has any employee or agent of your company ever been convicted of a criminal offense arising out of obtaining, attempting to obtain, or performing a public or private contract or subcontract? ☐ Yes. ☐ No.

If “yes,” explain.

Has any employee or agent of your company been convicted under state or federal law of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property or any other offense indicating a lack of business integrity or business honesty? ☐ Yes. ☐ No.

Has your company or any employee or agent of your company been convicted under state or federal antitrust laws?

☐ Yes. ☐ No.

Has any Officer or Partner of your organization ever been an Officer or Partner of another Organization that failed to complete an awarded contract? ☐ Yes. ☐ No.

FINANCIAL RESOURCES

Has your firm ever been at any time in the last ten years the debtor in a bankruptcy case? ☐ Yes. ☐ No.

Does your firm have any outstanding judgments pending against it? ☐ Yes. ☐ No.

In the past ten years, has your firm been a party to litigation, arbitration or mediation where the amount in dispute exceeded $10,000? ☐ Yes. ☐ No.

If “yes,” explain. (Include court, case number and party names.)

In the past ten years, has your firm been a party to litigation, arbitration or mediation on a matter related to payment to subcontractors or work performance on a contract? Check “yes” even if the matter proceeded to arbitration or mediation without court litigation. ☐ Yes. ☐ No.

If “yes,” explain. (Include court, case number and party names.)

Have you or any of your affiliates discontinued business operation with outstanding debts? ☐ Yes. ☐ No.

KEY PERSONNEL

List the principal individuals of your company and key personnel proposed to perform the Work, their current job title, the total years of experience they have in the industry and their current primary responsibility for your company. Corporations list current officers and those who own 5% or more of the corporation’s stock. Limited liability companies list members who own 5% or more of the company. Partnerships list all partners. Joint ventures list each firm that is a member of the joint venture and the percentage of ownership the firm has in the joint venture.

ITEM Principal Individual

A. Name

B. Position

C. Years in Position

D. Current Primary Responsibility

ITEM Principal Individual

A. Name

B. Position

C. Years in Position

D. Current Primary Responsibility

ITEM Principal Individual

A. Name

B. Position

C. Years in Position

D. Current Primary Responsibility

ITEM Principal Individual

A. Name

B. Position

C. Years in Position

D. Current Primary Responsibility

Person(s) who will be in direct charge of work if your company is awarded this Contract:

ITEM PERSON IN DIRECT CHARGE

A. Name

B. Position

C. Years in Position

D. Superintendent Searches Performed (list district and year)

ATTACHMENT F

Solicitation No: RFP 25-0001

PROPOSER REFERENCE FORM

PROPOSER REFERENCE FORM FOR

(Insert Name of Proposer)

Proposer must provide five references and must use a separate copy of this form for each reference.

Date(s) Work Performed:

Name(s) of Project(s):

Value of Project(s): $

Name of Client Organization :

Address:

Contact Name:

Telephone:

Email:

Method: Subjective Evaluation

Each reference may be checked for, but not limited to, adherence to contract terms and conditions, timelines, quality standards, overall customer service, project being of similar size, scope and complexity.

ATTACHMENT F

School District Superintendent Executive Search Services [title

PRICE SCHEDULE

Provide a clear budget with a total not-to-exceed cost of services and payment terms and a breakdown of costs as identified in Section III.4.c. Price Schedule above.

ATTACHMENT H

Sample Contract [title

[The SAMPLE CONTRACT is attached as a Separate Document in OregonBuys]

SECTION V – INSTRUCTIONS TO PROPOSERS

1. INTERMEDIATE PROCUREMENT: This Solicitation is an intermediate procurement for personal services. This

Solicitation is pursuant to District Policy DJCA, Administrative Regulation DJCA-AR, and OAR 137-047-0270.

2. PRE-PROPOSAL CONFERENCE:

a. Purpose. The District may hold pre-Proposal conferences with prospective Proposers prior to Closing, to explain the procurement requirements, obtain information, and/or to conduct site inspections.

b. Statements Not Binding. Statements made by the District's representative at the Pre-Proposal conference do not change the Solicitation Document unless the District confirms such statements with a Written Addendum.

3. PROPOSALS ARE OFFERS:

A Proposal submitted in response to this Solicitation is the Proposer’s offer to enter into a Contract.

a. By signing and submitting a Proposal, the Proposer acknowledges it has read, understands and agrees to be bound by the terms and conditions contained in this Solicitation.

b. The Proposal is a "firm offer," and must be held open by the Proposer for the District's acceptance for sixty (60) days.

c. The District's Award of a Contract constitutes acceptance of the Proposal and binds the Proposer to the

Contract.

d. The Proposer must not make its Proposal contingent upon the District's acceptance of any terms or conditions (including Specifications) other than those contained in this Solicitation.

4. PROPOSAL PREPARATION:

A Proposer must sign and submit its Proposal in accordance with the instructions set forth in this Solicitation. Failure to submit Proposals in accordance with the provisions of this Solicitation will be grounds to declare the Proposal as non-Responsive. Proposers must:

a. Submit a complete Proposal (a Proposal that meets all requirements of this Solicitation);

b. Provide the District with all required and requested documents and descriptive literature;

c. Initial any corrections or erasures to their Proposal prior to Closing;

d. Identify (on the Proposer Certification) whether the Proposer is/is not a "resident Proposer” as defined in ORS 279A.120(1);

e. Provide (on the Proposer Certification) certification of nondiscrimination in obtaining any required subcontractors in accordance with ORS 279A.110(4); and

f. Provide (on the Proposer Certification) Written acknowledgment of receipt of all Addenda.

5. PROPOSAL SUBMISSION:

a. To ensure proper identification and handling, Proposals must be submitted appropriately marked with the Proposer’s name and the Solicitation number clearly legible in large block numbers. Proposals must be emailed to contracts@beaverton.k12.or.us. Facsimile and hard copy Proposals will not be accepted.

b. The District is not responsible for Proposals submitted in any manner, format or to any delivery point other than as required in this Solicitation.

c. Proposers are solely responsible for ensuring that the District receives their Proposal at the required delivery point prior to Closing.

6. ADDENDA:

a. Issuance; Receipt. The District may change this Solicitation only by Written Addenda. A Proposer must provide written acknowledgement of receipt of all issued Addenda in the space provided on the Proposer Certification.

b. Notice and Distribution. The District will publish notice of any and all Addenda on the Oregon Buys website. Addenda may be downloaded from the Oregon Buys website. It is the Proposers’ responsibility to inquire about Addenda. Proposers should frequently check the Oregon Buys website until the Solicitation Closing (due date and time) about any Addenda issued, i.e., at least once weekly until the week of Closing and at least once daily the week of the Closing.

c. Timelines; Extensions. The District will issue Addenda within a reasonable time to allow prospective Proposers to consider the Addenda in preparing their Proposal. The District may extend the Closing if the District determines prospective Proposers need additional time to review and respond to Addenda.

Except to the extent required by public interest, the District will not issue Addenda less than 72 hours before the Closing unless the Addendum also extends the Closing.

d. Request for Change or Protest. Unless a different deadline is set forth in the Addendum, a Proposer may submit a written request for change or protest to the Addendum by the close of the District's next business day after issuance of the Addendum, or up to the last day allowed to submit a request for change or protest specified in the Solicitation, whichever date is later. Any such requests must be submitted to contracts@beaverton.k12.or.us. If the date established in the previous sentence falls after the deadline for receiving protests to the Solicitation, then the District may consider a Proposer’s request for change or protest to the Addendum only, and the District will not consider a request for change or protest to matters not added or modified by the Addendum.

7. QUESTIONS/CLARIFICATIONS/CHANGES AND SOLICITATION PROTEST:

Proposers may request changes or clarifications to, or protest, any provision, specification or Contract term contained in this Solicitation:

a. Questions, Clarifications, Changes. All questions regarding this Solicitation must reference the

Solicitation number and must be submitted in writing via email to contracts@beaverton.k12.or.us

b. Protest. A Proposer may protest the Procurement Process or the Solicitation Document. Written protests must include:

i. A detailed statement of any legal and/or factual grounds for the change, clarification, or protest;

ii. A description of the resulting prejudice to the Proposer; and

iii. A statement of the form of relief requested or any proposed changes to the Solicitation provisions, specifications, or contract terms and conditions.

Written protests must be clearly marked with the Solicitation number and submitted in writing to the Purchasing Manager by email to contracts@beaverton.k12.or.us.

c. Deadline. Questions, changes, clarifications, or protests must be received by the District no later than the date/time stated in the Solicitation Schedule. The District will not consider any protest or request for change that is submitted after the submission deadline.

d. Response. Responses to questions/clarifications and notice of the District’s protest determination will be provided in written addenda pursuant to ADDENDA above. The District’s response to a Proposer, whether orally or in Writing, does not change the Solicitation and is not binding on the District unless the District amends the Solicitation by written Addendum.

e. The District’s response to any protests or request for change are final.

8. MODIFICATION OR WITHDRAWAL OF PROPOSALS:

A Proposer may modify or withdraw its Proposal in writing prior to Closing. After Closing, a Proposer may request to withdraw its proposal. Modification or withdrawal notices/requests must:

a. Be clearly marked “Proposal Modification” or “Proposal Withdrawal” and marked and delivered as described in PROPOSAL SUBMISSION above;

b. If a modification, include the Proposer's statement that the modification amends and supersedes the prior Proposal;

c. The District will decide to grant a Proposer’s requests to withdraw a Proposal after closing in its sole discretion.

d. Proposers are responsible for ensuring that the District receives its modification or withdrawal.

Modifications and/or withdrawals must be prepared and submitted on the Proposer's letterhead, signed by an authorized representative of the Proposer.

9. RECEIPT, OPENING, AND RECORDING OF PROPOSALS:

a. The District’s email system will electronically time-stamp each Proposal and any modification upon receipt.

b. The District will not be responsible for the premature opening or failure to open a Proposal that is not properly addressed and/or identified.

c. Proposals will be opened and recorded.

10. LATE PROPOSALS, LATE WITHDRAWALS, AND LATE MODIFICATIONS:

Any Proposal received after Closing is late. A Proposer’s request for withdrawal or modification of a Proposal received after Closing is late.