RFP_4140RC_Superintendent_Search_Services.pdf

1 An Equal Opportunity School District Rev. 46 - 2/4/25

THE SCHOOL BOARD OF MARION COUNTY, FLORIDA

PURCHASING DEPARTMENT

REQUEST FOR PROPOSAL (RFP) WITH INVITATION TO NEGOTIATE

REQUIRED RESPONSE FORM (Pgs. 1 & 2)

RFP # 4140RC

DATE: JUNE 9, 2025

TITLE: SUPERINTENDENT SEARCH SERVICES

This proposal must be submitted to The School Board of Marion County, Florida (District or School Board), Purchasing Department, 2091 NE 35th Street, Ocala, Florida 34479, no later than 2:00 PM, Wednesday, July 9, 2025 and plainly marked “RFP 4140RC - Superintendent Search Services”.

Proposals are due and will be opened at that time. School Board Approval Date: September 9, 2025

CONFIDENTIAL, PROPRIETARY, OR TRADE SECRET MATERIAL

The District takes its public records responsibilities, as provided under Chapter 119, Fla. Stat. (2024) and Article 1, Section 24 of the Florida Constitution, very seriously. If Proposer considers any portion of the documents, data or records submitted in response to this solicitation to be confidential, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, Fla. Stat. (2024), the Florida Constitution or other legal authority, Proposer must also simultaneously provide District with a separate redacted copy of its complete response. That redacted copy must contain the District solicitation name, RFP number, and the name of the Proposer on the cover, which must be clearly titled “Redacted Copy.” The Redacted Copy must be provided to the District at the same time Proposer submits its response to the solicitation and must only exclude or obliterate those exact portions that are claimed to be confidential, proprietary, or trade secret. In compliance with § 119.07(1)(e), Fla. Stat. (2024), Proposer must “state the basis for the exemption” that Proposer “contends is applicable to the record, including the statutory citation to an exemption created or afforded by statute.”

Proposer will be responsible for defending its determination that the redacted portions of its response are confidential, proprietary, trade secret or otherwise exempt from disclosure. Further, Proposer shall protect, defend, and indemnify the District for any and all claims arising from or related to Proposer’s determination that the redacted portions of its response are confidential, proprietary, trade secret or otherwise exempt from disclosure.

The District will have no responsibility or duty to verify whether any redacted material is exempt from Chapter 119, Fla. Stat. (2024). Proposer must have and retain full exemption verification responsibility.

If the Proposer fails to submit a Redacted Copy with its response, District is authorized to produce the entire documents, data or records submitted by Proposer in its response to a public records request for such records.

I have read and understand my responsibilities regarding any purported confidential, proprietary or trade secret material contained in this proposal.

Is there any confidential, proprietary, or trade secret information contained within this submitted proposal? (Y/N) _____

I have included a redacted copy with my submitted response (Y/N) _____

Signature of Proposer Signing Agreement

RFP #4140RC, Superintendent Search Services

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REQUIRED RESPONSE FORM (continued)

PROPOSAL CERTIFICATION

I certify that I am submitting the following information as my company's proposal. I further understand that by virtue of executing and returning with this proposal this REQUIRED RESPONSE FORM, I certify full, complete and unconditional acceptance of the contents of Pages 1 through 35 inclusive of this Request for Proposal, as well as all appendices and contents of any subsequent Addendum released hereto. Proposal must be signed by an officer or employee having legal authority to bind Proposer. I, the undersigned Proposer, have not divulged, discussed, or compared this proposal with any other Proposer. Proposer further certifies that Proposer has not colluded with any other proposer or entity in the preparation of this Proposal in order to gain an unfair advantage in the award of this proposal. Proposer’s execution of this document will initiate employee investigations’ procedures in accordance with § 1012.32, Fla. Stat. (2024).

PROPOSER (firm name): ___________________________________________________________________

STREET ADDRESS: _______________________________________________________________________

PRINTED NAME OF AUTHORIZED REPRESENTATIVE: __________________________________________

SIGNATURE OF AUTHORIZED REPRESENTATIVE: _____________________________________________

TITLE: ______________________________________________ DATE: ______________________________

CONTACT PERSON: ______________________________________________________________________

CONTACT PERSON'S ADDRESS: ___________________________________________________________

TELEPHONE: ________________________________ TOLL FREE: ________________________________

FAX: ________________________________________________

E-MAIL ADDRESS: ________________________________________________________________________

INTERNET URL: __________________________________________________________________________

PROPOSER TAXPAYER IDENTIFICATION NUMBER: ___________________________________________

NOTE: Entries must be completed in ink or typewritten. An original manual signature is required.

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THE SCHOOL BOARD OF MARION COUNTY, FLORIDA

REQUEST FOR PROPOSAL #4140RC

FOR SUPERINTENDENT SEARCH SERVICES

INDEX

1.0 INTRODUCTION

2.0 INSTRUCTIONS TO PROPOSER

3.0 TIME SCHEDULE

4.0 AWARD

5.0 TERM OF CONTRACT / RENEWAL

6.0 RFP INQUIRIES

7.0 CONE OF SILENCE

8.0 PROHIBITION AGAINST CONTRACTING WITH SCRUTINIZED COMPANIES

9.0 SCOPE OF SERVICES, SPECIFICATIONS, ETC.

10.0 EVALUATION COMMITTEE MEETINGS

11.0 PREPARATION AND SUBMISSION

12.0 PROPOSAL EVALUATION PROCESS

13.0 EVALUATION CRITERIA

14.0 CANCELLATION OF AWARD / TERMINATION / FUNDING OUT

15.0 DEFAULT

16.0 LEGAL REQUIREMENTS

17.0 FEDERAL AND STATE TAX

18.0 CONFLICT OF INTEREST

19.0 INSURANCE REQUIREMENTS

20.0 INDEMNIFICATION / HOLD HARMLESS AGREEMENT

21.0 PUBLIC RECORDS LAW

22.0 PERMITS AND LICENSES

23.0 INTELLECTUAL PROPERTY RIGHTS

24.0 COST INCURRED IN RESPONDING

25.0 SUB-CONTRACTS

26.0 INDULGENCE

27.0 JOINT PROPOSAL

28.0 PUBLIC ENTITY CRIMES

29.0 USE OF OTHER CONTRACTS

30.0 ASSIGNMENT OF CONTRACT AND/OR PAYMENT

31.0 POSSESSION OF FIREARMS / DRUG FREE WORKPLACE

32.0 AGREEMENT

33.0 POSTING OF RFP TERMS & CONDITIONS / SPECIFICATIONS

34.0 POSTING OF RFP RECOMMENDATION / TABULATIONS

35.0 BACKGROUND SCREENING REQUIREMENTS

36.0 PRESS RELEASES AND PUBLICITY

37.0 FEDERAL FUNDS

ATTACHMENTS

A. Drug-Free Workplace Certification Form B. Acknowledgment of Addenda C. Division of Corporations Registration Requirements D. Certification Regarding Debarment, Suspension Ineligibility and Voluntary Exclusion – Lower Tier

Covered Transaction (with Instructions for Certification) E. Statement of No Bid F. Proposer Cost Worksheet

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THE SCHOOL BOARD OF MARION COUNTY, FLORIDA

REQUEST FOR PROPOSAL #4140RC

FOR SUPERINTENDENT SEARCH SERVICES

1.0 INTRODUCTION

1.1 This is a Request for Proposal (RFP) to The School Board of Marion County, Florida (“District or School Board”).

1.2 The District desires to engage a qualified firm to provide Superintendent Search Services. The awarded firm will perform a nation-wide search for qualified Superintendent candidates on behalf of the School Board. In addition to performing the search, the awarded firm must also provide the District with assistance in recruiting, vetting, screening, evaluating and selecting qualified applicants for this position.

1.3 All terms and conditions of this RFP, any addenda, Proposer's submissions and negotiated terms, are incorporated into the contract by reference as set forth herein.

1.4 Document files may be examined, during normal working hours; thirty (30) days after proposals have been opened or once a notice of an intended decision is made, whichever comes first.

1.5 Unless otherwise indicated in the proposal document, any solicitation downloaded from sources other than www.myvendorlink.com may not be the official and final version, and may result in the rejection of a quote/submittal/bid/proposal if not based upon an accurate rendition of the solicitation.

2.0 INSTRUCTIONS TO PROPOSER

2.1 All proposals must be received no later than 2:00 PM, Wednesday, July 9, 2025. If a proposal is transmitted by U.S. Mail or other reliable delivery medium, the Proposer(s) will be responsible for its timely delivery to the Purchasing Department, 2091 NE 35th Street, Ocala, Florida 34479. Proposer(s) must mark each envelope with the RFP number and Title of the RFP. Proposals cannot be emailed.

2.2 Any proposal received after the stated time and date will not be considered and will be returned unopened to the Proposer(s).

2.3 One (1) manually signed, individually bound original (marked as original), six (6) individually bound photocopies of the original proposal (marked as copy), and six (6) USB flash drives containing your complete proposal in PDF format are required and must be sealed in one package and clearly labeled "RFP 4140RC – Superintendent Search Services" on the outside of the package. The legal name, address, Proposer's contact person, and telephone number must also be clearly annotated on the outside of the package.

Please note: it is the sole responsibility of each proposer to assure all proposal copies are EXACT duplicates of the original proposal. USB Flash Drives will be utilized by the Evaluation Committee for the purpose of evaluation of proposals. Any information contained in the original proposal which has not been transferred to the USB Flash Drive or photocopies will NOT be considered. The original document will be used solely for official record keeping purposes.

2.4 All proposals must be signed by an officer or employee having full, current authority to legally bind Proposer(s).

2.5 Any corrections of unit prices must be initialed by Proposer(s), including corrections made using opaque correction fluid or any other usual and generally acceptable method of correction.

http://www.myvendorlink.com/

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2.6 Proposer should become familiar with any local conditions which may affect the services required.

Proposer(s) must carefully examine the RFP terms to become thoroughly familiar with any and all conditions and requirements that may in any manner affect the work to be performed under the contract.

No additional allowance(s) will be permitted due to lack of knowledge of such conditions.

2.7 Proposals not conforming to the instructions provided herein will be subject to disqualification at the sole option of the District.

2.8 Any proposal may be withdrawn prior to the date and time the proposals are due. Any proposal not withdrawn will constitute an irrevocable offer, for a period of ninety (90) consecutive calendar days, to provide the District with the services specified in the proposal.

2.9 DELIVERY OF RFP’s: Proposers must follow District's security access procedures if hand-delivering any RFP, which are as follows:

District supports and complies with the Americans with Disabilities Act of 1990 and will take all reasonable steps to accommodate individuals using District’s services, programs and activities. Where applicable, all goods and/or construction must meet the provisions of the Americans with Disabilities Act of 1990, as adopted in January 1992. Requests for reasonable accommodations must be made at least two (2) business days in advance of the event or stated requirement.

A. Proceed to the Purchasing Department located at 2091 NE 35th Street, Ocala, Florida 34479.

B. Parking lot is located on the north side of building.

C. Enter building through the front door.

D. Present RFP to Purchasing Department receptionist for official date/time stamping.

E. Pre-Bid Meetings and Openings will be held in the Purchasing Conference Room, located at 2091 NE 35th Street, Ocala, Florida 34479.

3.0 TIME SCHEDULE

3.1 District will attempt to use the following time schedule for selection of Proposer(s):

All written questions and inquiries must be submitted via www.myvendorlink.com by:

Wednesday, June 25, 2025

Proposals due not later than 2:00 PM Wednesday, July 9, 2025

Evaluation Committee Meeting Wednesday, July 16, 2025 @ 9:00 AM, MCPS Board Room, located at 1614 E Fort King Street, Ocala, FL 34471

Proposer Interviews (if needed) Wednesday, July 23, 2025

Interview Evaluation Committee Meeting (if needed) Wednesday, July 23, 2025 @ 1:00 PM, MCPS Board Room located at 1614 E Fort King Street, Ocala, FL 34471

Submit Evaluation Results to School Board Friday, August 22, 2025

School Board Approval Date Tuesday, September 9, 2025

3.2 Notification of any changes to the time schedule will be made via www.myvendorlink.com.

4.0 AWARD

4.1 District reserves the right to accept or reject any or all proposals.

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4.2 District reserves the right to waive any irregularities and technicalities and may, at its sole discretion, request a clarification or other information to evaluate any or all proposals.

4.3 District reserves the right, before awarding the contract, to require Proposer(s) to submit evidence of qualifications or any other information District may deem necessary.

4.4 District reserves the right, prior to School Board approval, to cancel the RFP or portions thereof, without penalty.

4.5 District reserves the right to: (1) accept the proposals of any or all of the items it deems, at its sole discretion, to be in the best interest of District; and (2) District reserves the right to reject any and/or all items proposed or award to multiple Proposers.

4.6 The proposal with the highest rating will be ranked first; however, nothing herein will prevent the District from making multiple awards and to deem all proposals responsive and to assign work to any firm deemed responsive.

4.7 District reserves the right to further negotiate any proposal, including price, with the highest rated Proposer. If an agreement cannot be reached with the highest rated Proposer, District reserves the right to negotiate and recommend award to the next highest Proposer or subsequent Proposers until an agreement is reached.

5.0 TERM OF CONTRACT / RENEWAL

5.1 The term of this contract will be from September 10, 2025 through December 31, 2026, and may, by mutual agreement between District and the awardee(s), be renewable for up to three (3) additional, one

(1) year periods. If needed, the contract will be extended beyond the contract expiration date. Once School Board has approved, the final results will be posted on www.myvendorlink.com. All prices must be firm for the term of this contract. The awardee agrees to this condition by signing their proposal.

6.0 RFP INQUIRIES

6.1 Any questions concerning conditions and specifications must be submitted in writing and received through www.myvendorlink.com. The deadline to submit questions is Wednesday, June 25, 2025.

Answers to questions will be provided through VendorLink as well. District staff is not authorized to interpret any portion of this RFP or give information as to the requirements of the RFP in addition to that contained in the written documents.

6.2 If necessary, any addenda will be posted on www.myvendorlink.com.

6.3 Copies of addendum will be made available for inspection at District's Purchasing Department where proposal documents will be kept on file.

6.4 No addendum will be issued later than three calendar days prior to the date for receipt of proposals except an addendum withdrawing the request for proposals or one, which includes postponement of the date for receipt of proposals.

6.5 No verbal or written information which is obtained other than by information in this document or by addendum to this RFP will be binding on District.

7.0 CONE OF SILENCE

7.1 A cone of silence is hereby established for this Request for Proposal (RFP) pursuant to Board Policy http://www.myvendorlink.com/

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6324. The cone of silence is designed to protect the integrity of the procurement process by shielding it from undue influences prior to the recommendation of contract award. The cone of silence commences at the time of advertisement of the RFP. Competitive procurements are advertised on the Purchasing Department, www.myvendorlink.com website, or in a local, regional, or statewide publication of wide distribution. The cone of silence terminates at the time the Board acts on a written recommendation from the Purchasing Department regarding contract award; or at termination of selection process; provided, however, that communications are permitted when the Board receives public comment at the meeting when the recommendation is presented. Violation of this policy by a particular bidder, proposer, respondent, and/or representative may, at the discretion of the District, result in rejection of said bidder, proposer, respondent, and/or representative's bid, proposal, or offer and may render any contract award to said bidder, proposer, or respondent voidable. Likewise, a violation may also result in the bidder, proposer, or respondent being debarred as further described in Board Policy 6322.01.

The cone of silence prohibits any communication regarding this ITB between:

A. a potential vendor, service provider, bidder, lobbyist, or consultant and the staff of the District, including school principals; and

B. a potential vendor, service provider, bidder, lobbyist, or consultant and any one (1) or more of the

School Board members or member-elects.

Unless specifically provided otherwise in this RFP, the cone of silence does not apply to the following:

A. Communications between a potential vendor, service provider, bidder, lobbyist, or consultant and the District's Purchasing Department.

B. Communications between a potential vendor, service provider, bidder, lobbyist, or consultant and the District's staff attorney or Board attorney.

C. Communications at duly noticed pre-bid meetings and site visits prior to bid opening or post-bid-opening meetings and site visits, which are administered by the Purchasing Department, prior to issuance of a written recommendation of contract award.

Any bidder who is adversely affected by the recommended award may file a protest within the time prescribed in §120.57(3), Fla. Stat. (2024). Failure to post bond with School Board or to adhere strictly to the requirements of statutes and state board rules pertaining to protests will result in summary dismissal by the Purchasing Department.

8.0 PROHIBITION AGAINST CONTRACTING WITH SCRUTINIZED COMPANIES

8.1 PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL INTEREST IN GOVERNMENT CONTRACTING. Bidders are hereby notified of the provisions of §287.05701, Florida Statutes, as amended, that the School Board will not request documentation of or consider a Bidder's social, political, or ideological interests when determining if the Bidder is a responsible Bidder. Bidders are further notified that the School Board’s governing body may not give preference to a Bidder based on the Bidder's social, political, or ideological interests except as expressed in §287.135(2), Fla. Stat. (2024) where, "A company is ineligible to, and may not, bid on, submit a proposal for, or enter into or renew a contract with an agency or local governmental entity for goods or services of: (a) Any amount if, at the time of bidding on, submitting a proposal for, or entering into or renewing a contract, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to §215.4725, Fla. Stat. (2024), or is engaged in a boycott of Israel; or (b) one million dollars or more if, at the time of bidding on, or submitting a proposal for, or entering into or renewing such contract, the company: 1.) is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum

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Energy Sector List, created pursuant to §215.473, Fla. Stat. (2024), or 2.) is engaged in business operations in Cuba or Syria."

§215.473, Fla. Stat. (2024) defines a company to include "all wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations that exists for the purpose of making profit." By submitting a response to this solicitation, a respondent certifies that it and those related entities of respondent as defined above by Florida law above are not on the Scrutinized Companies that Boycott Israel List, created pursuant to §215.4725, Fla. Stat. (2024), and are not engaged in a boycott of Israel. In addition, if this solicitation is for a contract for goods or services of one million dollars or more, by submitting a response to this solicitation, a respondent certifies that it and those related entities of respondent as defined above by Florida law are not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to §215.473, Fla. Stat. (2024), and are not engaged in business operations in Cuba or Syria. Any respondent awarded a Contract as a result of this solicitation will be required to recertify the aforementioned certifications at each renewal of the Contract. The School Board may terminate any contract resulting from this solicitation if respondent or any of those related entities of respondent as defined above by Florida law are found to have submitted a false certification or any of the following occur with respect to the company or a related entity: (i) it has been placed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or (ii) for any contract for goods or services of one million dollars or more, it has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or it is found to have been engaged in business operations in Cuba or Syria. Notwithstanding the preceding, the School Board reserves the right and may, in its sole discretion, on a case by case basis, permit a company on such lists or engaged in business operations in Cuba or Syria to be eligible for, bid on, submit a proposal for, or enter into or renew a contract for goods or services of one million dollars or more, or may permit a company on the Scrutinized Companies that Boycott Israel List to be eligible for, bid on, submit a proposal for, or enter into or renew a contract for goods or services of any amount, should the School Board determine that the conditions set forth in §287.135(4), Fla. Stat. (2024) are met.

9.0 SCOPE OF SERVICES, SPECIFICATIONS, ETC.

9.1 The School Board desires to receive proposals for services of a qualified firm to perform a search for Superintendent candidates for the District. The services will include, but not be limited to:

A. In cooperation with the Board, develop a timeline that prioritizes having the new Superintendent in place on or before July 1, 2026.

B. In cooperation with the Board, develop a candidate profile and criteria evaluation/selection of the successful candidate for Superintendent.

C. At the direction of the Board, develop and implement a plan and a schedule/calendar of events to provide and facilitate community input and engagement. All media releases, public announcements, and public disclosures by either party, including promotional or marketing material, shall be coordinated with and approved by the other party prior to release (which party may withhold such consent in its sole discretion), and each party shall provide its reasonable consent to the use of their respective marks/logos on the approved promotional and marketing materials. In addition to the foregoing, the Board will provide a District Contract Administrator to coordinate the activities among the Board, the Proposer (recruiting firm), and any third parties.

D. In cooperation with the Board, develop and implement a candidate marketing and recruitment plan (which includes the distribution of materials), and conduct a national search (including advice to the Board on an appropriate compensation package for a new Superintendent).

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E. Establish a process by which unsolicited applicants may participate for consideration.

F. Recruit candidates from both traditional and non-traditional backgrounds. Non-traditional background areas may include private for-profit companies; non-profit agencies; military;

governmental departments/agencies, etc.

G. Pre-screen candidates for qualifications and background information. Validate all qualifications and credentials on the finalists.

H. Present to the Board a list of finalists and provide to the Board a process to narrow the pool of qualified candidates for Board interviews.

I. In cooperation with the Board, develop interview questions. In cooperation with the Board, develop and implement a public information and participation program to ensure access by interested citizens in providing constructive input to the Board in defining criteria and qualifications, skills and competencies to be sought by the Board, and providing constructive input during the interview and final selection process. Arrange candidate on-site visits if needed.

J. Prepare any relevant reports as may be requested by the Board.

K. Maintain complete documentation regarding the search and selection process. At the conclusion of the process, such documentation shall be relinquished to and become the property of the District.

L. Provide any other necessary related services, including but not limited to support during the contract negotiations process relating to compensation and benefits. If any services, functions or responsibilities not specifically described in this RFP are necessary for the proper performance and provision of the services, they shall be deemed to be implied by and included within the scope of services to the same extent and in the same manner as if specifically described herein.

10.0 EVALUATION COMMITTEE MEETINGS

10.1 As stated in Section 3.1 and Section 12.5, a committee will convene to review and evaluate responsive proposals, for the purposes of making a decision as to an intended award. Per §119, Fla. Stat. (2024) this is an open public meeting. Notification will also be posted for review by interested parties at the District’s Purchasing Department, 2091 NE 35th Street, Ocala, Florida 34479, and website.

11.0 PREPARATION AND SUBMISSION

11.1 In order to maintain comparability and enhance the review process, it is requested that proposals be organized in the manner specified below. Include all information in your proposal. It is required that One

(1) manually signed, individually bound original (marked as original), six (6) individually bound photocopies of the original proposal (marked as copy), and six (6) USB flash drives containing your complete proposal in PDF format are required and must be sealed in one package and clearly labeled "RFP 4140RC – Superintendent Search Services" on the outside of the package. The legal name, address, Proposer's contact person, and telephone number must also be clearly annotated on the outside of the package.

Please note: it is the sole responsibility of each proposer to assure all proposal copies are EXACT duplicates of the original proposal. USB Flash Drives will be utilized by the Evaluation Committee for the purpose of evaluation of proposals. Any information contained in the original proposal which has not been transferred to the USB Flash Drive or photocopies will NOT be considered. The original document will be used solely for official record keeping purposes.

11.2 Required Response Form: Required response form (page 1 and 2 of the RFP) with all the required

10 An Equal Opportunity School District Rev. 46 – 2/4/25 information completed and all signatures as specified; Name of the Proposer, Address, Signature, Title, Contact Person, Contact Person’s Address, Telephone and Fax number, email address and Taxpayer ID Number.

11.3 Table of Contents: Include a clear identification of the material by section and by page number.

11.4 Letter of Transmittal: Give the names of the persons who will be authorized to give and support information, both in writing and oral presentation, for your company. Provide their titles, addresses and telephone numbers.

11.5 Prepared Response: Prepare your response submission in the manner outlined in the Scope of Services and ensure your response addresses each evaluation criteria indicated in Section 13.0.

11.6 EEO Statement: The District does not discriminate in admission or access to or treatment or employment in its programs and activities on the basis of race, color, religion, gender, pregnancy, national origin, age, handicap, or marital status, or any other reason prohibited by law. Provide statement of EEO Compliance.

11.7 Insurance: Provide proof of your company's insurance as required in this RFP or submit a letter of your intention to have the required insurance within ten days of notification by the District.

11.8 Required Attachments: Complete and provide Attachments A – F., complete Attachment E. only if not submitting a proposal.

11.9 Estimated Travel: Although the Proposers are directed in Section 13.0 and Attachment F. (Proposer Cost Worksheet) to not set forth a specific travel cost; Proposers are directed to set forth in the Proposal the Proposer’s anticipated travel to provide the services. Such estimate should include the number of trips to the district (and indicate airfare or auto), number of nights where hotel and lodging are required, and number of persons traveling.

12.0 PROPOSAL EVALUATION PROCESS:

12.1 The Evaluation Committee is comprised of The School Board of Marion County, Florida.

12.2 All proposals received by the submission deadline will be reviewed by the Purchasing Specialist or designee for responsiveness. Once reviewed, responsive proposals will be distributed to the Evaluation Committee members. The Evaluation Committee members will be expected to independently review and score each proposal in accordance with the evaluation criteria listed in the Evaluation Criteria section below. The Evaluation Committee will convene at the published date and time to discuss the proposals and any differences they may have. It is possible for the committee members scores to change during this meeting based on a better understanding of the facts presented in the proposals. Once discussion is completed, the committee members will submit their individual score sheets to the Purchasing Representative for compilation of the overall ranking of the proposals.

12.3 The District reserves the right to invite the Proposers in for interviews/oral presentations. Prior to the presentations, the District will provide each Proposer with a standard set of questions to be addressed in their interview/oral presentation. Only members of the proposed project team can participate in the interview/oral presentations.

12.4 RFPs are received and publicly opened. Only names of Proposers are read at this time.

12.5 An Evaluation Committee, consisting of District personnel, will convene, review and discuss all proposals submitted. Purchasing personnel will participate in an advisory capacity only.

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12.6 The Evaluation Committee will assign ratings in the evaluation and recommendation process in accordance with the evaluation criteria listed in Evaluation Criteria, Section 13.0.

12.7 The Evaluation Committee reserves the right to interview any or all Proposers and to require a formal presentation with the key people who will administer and be assigned to work on the contract before recommendation of award. This interview is to be based upon the written proposal received.

12.8 The Evaluation Committee reserves the right to negotiate further terms and conditions, including price with the highest ranked Proposer. If the Evaluation Committee cannot reach a mutually beneficial agreement with the first selected Proposer, the Committee reserves the right to enter into negotiations with the next highest ranked Proposer and continue this process until agreement is reached.

12.9 The Purchasing Department will prepare and submit an agenda item to the Superintendent of the District.

12.10 The Superintendent will recommend to the School Board, the award or rejection of any and/or all proposal(s).

12.11 The School Board will award or reject any or all proposal(s).

13.0 EVALUATION CRITERIA

The Evaluation Committee shall score all proposals received which meet the submittal requirements. The following factors will be considered in scoring the proposals received:

A. Experience and Qualifications (30 point maximum) – Provide clear, detailed response to each criteria below.

1. Provide general information about your firm including the location of the principal office and/or significant branch offices, which office would be directly responsible for the contract, if awarded and number of years providing candidate search services.

2. Designate the principal and other individual(s)/key personnel who would be assigned to this project, giving their professional qualification and experience.

3. Describe superintendent searches the firm has performed in the past three (3) years and methodology used to identify and attract qualified candidates for the positions. Indicate the name of each district, number of enrolled students (size of district), and the search timeframe.

Also describe the results of the search process and length of time the successful candidate served as superintendent.

4. Describe the strategy and methodology used in searches over the past three (3) years to identify and attract candidates from non-traditional sources – such as private firms, non-profit organizations, military or other governmental agencies.

5. Provide a minimum of three references, clients either past or current, for whom your firm has provided superintendent search services. Include, at a minimum, client name and address, contact name and contact telephone number.

6. Provide a list of all current or pending contracts for similar executive search services for K-12 education systems. Include district name, location, student population, anticipated completion timeframe and district contact name/title/telephone number.

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7. Provide a list of all current or pending contracts for executive search services for non-education employers within the past two (2) years. Include entity’s name, location, anticipated completion timeframe and contact name/title/telephone number.

8. Provide a list of any contracts that have been terminated unfavorably or that have been unsuccessful within the past five (5) years. Explain the reason for termination and include contact names, titles and phone numbers.

9. Provide a statement of any litigation or regulatory action that has been filed against your firm(s) in the last three (3) years. If an action has been filed, state and describe the litigation or regulatory action filed, and identify the court or agency before which the action was instituted, the applicable case or file number, and the status or disposition for such reported action. If no litigation or regulatory action has been filed against your firm(s), provide a statement to that effect.

10. Provide a schedule of retention of candidates your firm has placed since January 1, 2021 in the following format: total number of candidates hired (under an employment contract or otherwise) since January 1, 2021. Of this list of candidates hired since January 1, 2021, how many candidates “left” the employment (for any reason) within: (i) 12 months; (ii); within 24 months;

and (iii) within 36 months.

B. Scope of Services Provided (30 point maximum): Clearly describe in detail how your firm will accomplish each of the required elements of the contract, as described in Section 9.1. Minimum must include the following:

1. Detail specific tasks to be performed by your firm and the timeline within which each task shall be accomplished.

2. Describe your firm’s recruitment strategy (including your firm’s process that must include both solicited and unsolicited candidates), and explain how this methodology will assure inclusion of the most qualified candidates.

3. Describe in detail your candidate evaluation and screening process.

4. Provide a description of your firm’s planned action to recruit traditional and non-traditional candidates, as described in Section 9.0.

5. Describe the public participation program proposed and how it will enhance public contribution to the process.

6. Describe the methods you will employ to assure compliance with Chapters 119 and 286, Florida Statutes, concerning public records and public meetings requirements.

C. Cost of Services (10 point maximum):

Proposers are directed to complete Attachment F. (Proposer Cost Worksheet) outlining the Proposer’s fees and costs, as aligned to section 9.1 of this RFP. Failure to utilize the format mandated in Attachment F. could result in no points being awarded pursuant to this section and the Proposal being deemed unresponsive.

Do not include specific expenses for travel, lodging or meal costs in Attachment F.; however, Proposers are directed to provide an estimated schedule/amount of travel required to provide the services (see section 11.9 above for specific direction). These costs will be on a direct reimbursable basis utilizing

13 An Equal Opportunity School District Rev. 46 – 2/4/25 allowable rates consistent with the District’s travel policies, and the District will only be responsible for amounts it has specifically approved in advance. However, any other costs and expenses (e.g., document duplication or reproduction costs) shall be deemed included in the responses provided in Attachment F. Payment shall be made monthly on a percentage of task completion basis, with final payment invoiced upon completion of the Superintendent selection process.

D. Interviews (if needed) (30 point maximum):

Interviews (if needed), will carry an additional scoring of up to 30 points which will be added to the initial scoring. Only those Proposers selected by the Evaluation Committee to provide presentations / interviews will be eligible for points in this category. The Proposers selected for the interviews under this section shall be notified in writing, and shall be prepared to make its presentation to the Committee according to the schedule in section 3.1 above. The Proposer’s presentations shall be based only upon information as provided in each Proposer’s submitted response. No new or previously un-submitted information may be presented during the interview.

14.0 CANCELLATION OF AWARD/TERMINATION/FUNDING OUT

14.1 In the event any of the provisions of this proposal are violated by the Proposer(s), the Superintendent or designee will give written notice to the Proposer(s) stating the deficiencies and unless the deficiencies are corrected within ten (10) days, recommendation will be made to the District for immediate cancellation.

Upon cancellation hereunder, the District may pursue any and all legal remedies as provided herein and by law.

14.2 School Board will terminate this Agreement if the vendor is placed on the State of Florida Forced Labor Vendor list.

14.3 The District, reserves the right to terminate any contract resulting from this RFP, at any time and for any reason, upon giving thirty (30) days prior written notice to the other party. If said contract should be terminated for convenience as provided herein, the District will be relieved of all obligations under said contract. The District will only be required to pay to the Proposer(s) that amount of the contract actually performed to the date of termination.

14.4 The awarded Proposer(s) of this RFP will have the option to terminate the contract upon written notice to the Purchasing Specialist. Such notice must be received at least ninety (90) days prior to the effective date of termination.

14.5 Cancellation of contract by awarded Proposer may result in removal from the District’s Bidders/Proposers list for a period of three (3) years.

14.6 Section 1011.14, Fla. Stat. (2024) prohibits School Board from creating obligations on anticipation of budgeted revenues from one fiscal year to another without year to year extension provisions in the agreements.

14.7 It is necessary that fiscal funding out provisions be included in all proposals in which the terms are for periods longer than one (1) year.

Such prior written notice will state:

A. That the lack of appropriated funds is the reason for termination, and B. Agreement not to replace the services being terminated with services similar to those covered in this proposal from another vendor in the succeeding funding period.

14 An Equal Opportunity School District Rev. 46 – 2/4/25

“This written notification will thereafter release the District of all further obligations in anyway related to the services covered herein”.

14.8 The Funding Out statement must be included as part of any agreement. No agreement will be considered that does not include this provision for “funding out”.

15.0 DEFAULT

15.1 In the event that the awarded Proposer(s) should breach this contract the District reserves the right to seek remedies in law and/or in equity.

16.0 LEGAL REQUIREMENTS

16.1 It is the responsibility of the Proposer to be knowledgeable of all federal, state, county and local laws, ordinances, rules and regulations and School Board Policy that in any manner affect the items covered herein which may apply. Specifically, Proposer(s) is to adhere to School Board Policies, pursuant to the following, with respect to any criminal arrests and convictions, and is on notice thereto that any employees involved in any Chapter 435, Fla. Stat. (2024) offenses are precluded from continuing to work on the project and must be replaced. Failure to comply may result in the immediate termination of the Proposer’s contract at the sole discretion of the District. Lack of knowledge by the Proposer(s) will in no way be a cause for relief from responsibility.

16.2 Proposer(s) doing business with the District are prohibited from discriminating against any employee, applicant, or client because of race, color, religion, gender, pregnancy, national origin, age, disability, marital status, or genetic information with regard to, but not limited to, the following: employment practices, rates of pay or other compensation methods, and training selection.

16.3 The person signing the Proposal Certification agrees that employee background investigations will be adhered to in accordance with §1012.32, Fla. Stat. (2024).

17.0 FEDERAL AND STATE TAX

17.1 The District is exempt from federal and state taxes for tangible personal property. The Purchasing Department Specialist will sign an exemption certificate submitted by the successful Proposer(s).

Proposer(s) doing business with the District will not be exempted from paying sales tax to their suppliers for materials to fulfill contractual obligations with the District, nor will any Proposer be authorized to use the District's Tax Exemption Number in securing such materials.

18.0 CONFLICT OF INTEREST

18.1 All Proposers must disclose the name of any officer, director, or agent who is also an employee of the District. All Proposers must disclose the name of any District employee who owns, directly or indirectly, any interest in the Proposers' business or any of its branches.

18.2 All Proposers must list all and any affiliations they have with other firms. The proposal for any Proposer found to have an affiliation with other potential Proposers will be considered non-responsive and not be evaluated.

19.0 INSURANCE REQUIREMENTS

19.1 Proof of the following insurance will be furnished by the awarded Proposers to the District by Certificate of Insurance. All insurance must be issued by a company or companies approved by the District.

15 An Equal Opportunity School District Rev. 46 – 2/4/25

19.2 Original Certificates of Insurance meeting the specific required provision specified within this contract/agreement must be forwarded to the District’s, Purchasing Department, and approved prior to the start of any work or the possession of any school property. Renewal certificates must be forwarded to the same department prior to the policy renewal date.

19.3 Thirty (30) days written notice must be provided to the District via certified mail in the event of cancellation. The notice must be sent to the Purchasing Department.

19.4 The awarded Proposer(s) must provide complete copies of any insurance policy for required coverage within eleven (11) days prior to the Board approval date referenced in this solicitation.

19.5 Failure to submit the required insurance documentation does not relieve the awarded Proposer(s) of the obligation outlined in this section.

19.6 Receipt of certificates or other documentation of insurance or policies or copies of policies by the District, or by any of its representatives, which indicate less coverage than required does not constitute a waiver of the Proposer’s obligation to fulfill the insurance requirements herein.

A. WORKERS' COMPENSATION: Proposer(s) must comply with Chapter 440, Fla. Stats. (2024), Workers’ Compensation and Employees’ Liability Insurance with minimum statutory limits.

B. COMMERCIAL GENERAL LIABILITY: Awarded Proposer(s) shall procure and maintain, for the life of this contract/agreement, Commercial General Liability Insurance. This policy must provide coverage for death, bodily injury, personal injury, products and completed operations liability and property damage that could arise directly or indirectly from the performance of this agreement. It must be an occurrence form policy. THE SCHOOL BOARD OF MARION COUNTY, FLORIDA MUST BE NAMED AS AN

ADDITIONAL INSURED ON THE CERTIFICATE AND AN ENDORSEMENT FOR ADDITIONAL

INSURED PROVIDED FOR COMMERCIAL GENERAL LIABILITY INSURANCE.

The minimum limits of coverage must be $1,000,000 per occurrence, Combined, Single Limit for Bodily Injury Liability and Property Damage Liability.

C. BUSINESS AUTOMOBILE LIABILITY: Awarded Proposer(s) must procure and maintain, for the life of the contract/agreement, Business Automobile Liability Insurance issued by a company licensed in the state of Florida with a financial rating of A- or better. THE SCHOOL BOARD OF MARION COUNTY, FLORIDA

MUST BE NAMED AS ADDITIONAL INSURED ON THE CERTIFICATE AND AN ENDORSEMENT FOR

ADDITIONAL INSURED PROVIDED FOR BUSINESS AUTOMOBILE LIABILITY.

The minimum limits of coverage must be $1,000,000 per occurrence, Combined Single Limit for Bodily Injury Liability and Property Damage Liability. This coverage must be an "Any Auto" form policy. The insurance must be an occurrence form policy.

In the event the Proposer does not own any vehicles, the School Board will accept hired and non-owned coverage in the amounts listed above. In addition, the School Board will require an affidavit signed by the Proposer indicating the following:

{Company Name} does not own any vehicles. In the event we acquire any vehicles throughout the term of this contract/agreement, {Company Name} agrees to purchase "Any Auto" coverage as of the date of acquisition.

D. PROFESSIONAL LIABILITY: The awarded Proposer(s) must procure and maintain Professional Liability Insurance for the life of this contract/agreement, plus two years after completion. This insurance must provide coverage against such liability resulting from this contract. The minimum limits of coverage

16 An Equal Opportunity School District Rev. 46 – 2/4/25 must be $500,000 with a deductible not to exceed $25,000. The deductible will be the responsibility of the Proposer. Professional liability policies must include an endorsement whereby the awarded Proposer holds harmless the District and each officer, agent and employee of the District against all claims, against any of them, for personal injury or wrongful death or property damage arising out of the negligent performance of professional services or caused by an error, omission or negligent act of the awarded Proposer or anyone employed by the awarded Proposer.

This policy must be continued or tail coverage provided for two (2) years after completion of the project.

20.0 INDEMNIFICATION / HOLD HARMLESS AGREEMENT

20.1 The Proposer indemnifies the District from any and all liability, loss or damage the District may suffer as a result of any claim, demand, cost, or judgment against it, related directly or indirectly to the performance of the Proposer’s obligations under the terms of this Contract. Said indemnity includes, but is not limited to, interest, court costs and attorney’s fees incurred by the District as a result of any action brought against it, as well as all attorney’s fees, court costs and any other costs incurred by the District in establishing the right to indemnification and collecting any judgment against the Proposer. The Proposer is not required to indemnify the District for the proportion of liability a court determines is attributable to the negligence or willful misconduct of the District. The District agrees to notify the Proposer in writing within ten (10) days of receipt of any notice of any action against the District pertaining to this matter. Such notice will be by certified mail, return receipt requested, or by overnight courier. A notification will be deemed given on the date such notice is postmarked regardless of whether the Proposer actually received said notification.