Request for Proposals For Issued by: Pennsylvania State System of Higher Education RFP # 2009-HR-LAV-09 Issue Date: October 12, 2009 Response Date: November 19, 2009
Table of Contents Page Part I General Information... 1 Part II Description of the Organization... 6 Part III Work Statement... 7 Part IV Information Required From Suppliers... 10 Part V Criteria for Selection... 13 Appendix A Appendix B Appendix C Appendix D Commonwealth of Pennsylvania Contract Technical Proposal Form Cost Proposal Form Proposal Signature Form
Part I General Information I-1 Purpose The purpose of this Request for Proposals (RFP) is to select qualified firms that are capable of providing support services for executive searches for the Pennsylvania State System of Higher Education (PASSHE). This RFP will result in multiple participation award contracts, the first step in a two-step procurement process. Qualified Suppliers shall enter into a Master Agreement with PASSHE whereby the 14 universities and the will execute purchase orders against these Master Agreements if services are required. Successful placement on the Qualified Supplier list provides eligible firms with the ability to provide services on an as needed basis only. It is not a guarantee that PASSHE will request the supplier to provide the services. The second step involves the solicitation of a written quotation for each assignment requested. The requestor (one of the 14 PASSHE Universities or the ) will issue individual purchase orders for each assignment. Each purchase order will incorporate the terms and conditions as set forth in the Master Agreement. Each university will be responsible for supplier payments. I-2 Issuing Office This RFP is being issued for PASSHE by the issuing office listed below. The issuing office is the sole point of contact for this RFP. Please refer all inquiries to: Ms. Linda Venneri Collaborative Contracts Manager Pennsylvania State System of Higher Education Dixon University Center 2986 North Second Street Harrisburg, PA 17110 V: 717-720-4135; F: 717-720-4111 Email: lvenneri@passhe.edu Web site: www.passhe.edu Only information supplied by the issuing office, including responses to questions regarding the RFP, should be used in preparing proposals. Any and all other contracts or information received regarding PASSHE s requirement for executive search services prior to the release of this RFP should be disregarded in preparing responses. From the issue date of this RFP until a determination is made regarding the selection of qualified suppliers, all contacts concerning this RFP must be made through the issuing office. Any violation of this condition is cause for PASSHE to reject a supplier s proposal. If it is later discovered that any violations have occurred, PASSHE may reject the proposal. I -3 Response Date/Open Enrollment In order to be considered for initial review and award, proposals must be received at the issuing office by 2:00 P.M. on November 19, 2009. Questions must be submitted via email to the issuing office no later than November 10, 2009 to ensure sufficient time to prepare responses. Suppliers may seek to be added to the Qualified Supplier list after the initial review period during the open enrollment period which ends on November 19, 2009. Page 1 of 13
I-4 Scope This RFP contains instructions governing the responses to be submitted and the material to be included therein, a description of the products to be provided, requirements which must be met to be eligible for consideration, and contract terms and conditions. I-5 Pre-Proposal Conference There is no pre-proposal conference currently scheduled. I-6 Rejection of Proposals PASSHE reserves the right to reject any and all responses received from suppliers as a result of this RFP and to cancel this solicitation at any time prior to the execution of any contract. I-7 Contract It is proposed that, if a contract is entered into as a result of successful negotiations, the selected supplier will be required to sign a standard Commonwealth of Pennsylvania contract. This agreement will contain the provisions shown in the sample document attached as Appendix A. Proposal/contract negotiations may be undertaken with Suppliers whose proposals show them to be qualified, responsible, and capable of performing the work. The Work Statement, as negotiated, will be incorporated into the standard contract. (Note: Appendix A is a sample document only and is not required to be returned with your proposal.) Contract terms and conditions are negotiated upon issuance of intent to award to the supplier. However, some of the terms are not negotiable as they are required to do business with the Commonwealth. Prohibited contract clauses include assignment clauses, law of the contract, attorney s fees, court costs, entry of judgment, indemnity and hold-harmless clauses, arbitration clauses, payment in advance and payment of insurance. I-8 Incurring Costs PASSHE is not liable for any costs or expenses incurred by suppliers in the preparation or submission of their proposals or for attendance at any conferences or meetings related to this RFP. I-9 Supplier Responsibilities Each proposal must be signed by the individual representative of the supplier who has contracting authority (see Appendix D.) That individual will be the sole point of contact with regard to contractual matters. I-10 Prime Contractor/Subcontracting Eligible suppliers will be considered prime Contractors with respect to any work they are awarded. Any use of sub-contractors must be approved in writing by PASSHE. Prime Contractors are encouraged to solicit quotes from Minority and Women-Owned Business Enterprises when requiring sub-contractors. I-11 Economy of Preparation Proposals should be prepared simply and economically, providing a straightforward, concise description of the Supplier s ability to meet the requirements of this RFP. Page 2 of 13
I-12 Disclosure of Proposal Contents Suppliers proposals will become part of the contract award resulting from this RFP and are not, therefore, confidential. PASSHE has the right to use any other concepts presented in any reply to this RFP. Selection or rejection of a proposal does not affect this right. Please be advised that effective January 1, 2009, all responses to procurement opportunities are subject to Pennsylvania Right-to-Know Law, 65 P.S. 67.101 et seq., (Act 3 of 2008). Refer to Section I-19 for more information. I-13 Addenda to the RFP If it becomes necessary to revise any part of this RFP, addenda will be posted at the following web site: http://www.passhe.edu/content/?/office/finance/procurement/opportunities. The information contained on this website is current and accurate. It is the supplier s responsibility to check this site periodically to obtain any changes to the solicitation. Suppliers must acknowledge any and all addenda in their proposal response. Suppliers who fail to submit current copies of the solicitation may be deemed non-responsive. I-14 Debriefing Conference Suppliers whose proposals are not selected will be notified and will be given the opportunity to be debriefed. The purpose of the debriefing is not to compare proposals, but to provide information that may assist individual suppliers in preparing future proposals. The issuing office will schedule the date, time, and location of all debriefing conferences. I-15 News Releases News releases pertaining to this RFP may not be made without PASSHE S approval, and then only in coordination with the issuing office. I-16 Proposals To be considered, proposals must consist of a complete response using the format provided in Appendices A, B, and C, Proposal Submittal Forms. Proposals must be submitted as an electronic submission only. Paper (hard copy) proposals will not be accepted. Proposals must consist of a complete response to the requirements outlined herein and shall be submitted as an email response sent to the following electronic bid box: SSHEbidbox3@passhe.edu. Submit proposals via e-mail as follows: 1. EMAIL #1 : - Technical Proposal Includes: Appendix B: Technical Proposal Form Appendix D: Supplier Proposal Signature Form 2. EMAIL #2: Cost Proposal Includes: Appendix C: Cost Proposal Form No other distribution of proposals will be made by the supplier. Proposal contents will become contractual obligations if and when a contract is executed. For this RFP, the proposal, as submitted, must remain valid during the entire solicitation, award, and contract finalization processes. Page 3 of 13
I-17 Cost Data All cost data for the proposal shall be submitted via a separate email apart from the technical proposal. Failure to meet this requirement will result in automatic disqualification of the proposal. I-18 Supplier Responsibility Program Suppliers must certify that they are not currently under suspension or debarment by the Commonwealth of Pennsylvania, any other state, or the federal government to the best to their knowledge. Additionally, suppliers must certify that they are not tax delinquent with either the Pennsylvania Department of Revenue or the Pennsylvania Department of Labor and Industry to the best of their knowledge. Suppliers must acknowledge that, if they are currently under suspension or debarment, or if they owe delinquent taxes, their proposal may not be accepted or considered. Suppliers must disclose whether they are currently in any litigation involving contract default (see Appendix B, Section IV-1, Item II). I-19 Open Records Please be advised that effective January 1, 2009 all responses to any procurement opportunity are subject to the Pennsylvania Right-to-Know Law, 65 P.S. 67.101 et seq., (Act 3 of 2008). The Right-to-Know Law permits any requestor to inspect and/or copy any record prepared and maintained or received in the course of the operation of a public office or agency that is not subject to the enumerated exceptions under the law. If your response to a procurement opportunity contains a trade secret or confidential proprietary information, you should include with your proposal a separate signed written statement to that effect. Should your proposal become the subject of a Pennsylvania Right-to-Know Law request, you will be notified by the procurement office to identify all trade secrets or confidential and proprietary information that are included in your proposal. The procurement office will then determine whether the claimed trade secret or confidential and proprietary information is subject to disclosure. I-20 Type of Contract Contracts entered into as a result of this RFP are eligible for (optional) use by all 14 universities and the. Interested Suppliers agree to supply services to the universities with the same terms and conditions listed herein and in any resulting Master Agreement. To the extent that any university procures from any resulting Master Agreement, the university shall assume liability for payment to the supplier(s). 1. One contract (Master Agreement) will be issued to each qualified supplier. Universities will issue individual release purchase orders against the Master Agreements. 2. Any resulting contract shall be awarded based upon PASSHE s Qualified Collaborative Contract (QCC) process. Refer to Section I-21. 3. This RFP shall not result in any exclusive rights contracts. 4. Terms and conditions are negotiated upon issuance of intent to award to the supplier. However, some of the terms are not negotiable as they are required to do business with the Commonwealth. Prohibited contract clauses include assignment clauses, law of the contract, attorney s fees, court costs, entry of judgment, indemnity and hold-harmless clauses, arbitration clauses, payment in advance and payment of insurance. Page 4 of 13
I-21 Qualified Collaborative Contract Process Pennsylvania State System of Higher Education 1. Proposal due dates listed in Section I-3 of this RFP shall apply. This RFP will be posted and remain open until November 19, 2009. It will be re-opened in June and December in subsequent years for a one month period to allow for other suppliers to qualify. 2. Proposals will be reviewed and rated by an evaluation team comprised of PASSHE end users. 3. Suppliers must achieve the minimum qualifying point level to be awarded a contract. Supplier qualifications may vary by the competency area but standard qualifications include experience level, service level, references, and cost. Award of a contract does not guarantee business. 4. When selecting a Qualified Supplier for a search, the following criteria will be applied in selecting a firm to work with: a. Position Recruiting Experience, e.g. Academic, Administrative, Development, etc. for public universities. b. Ability to promote the organization s goals, e.g. Diversity. c. Pre, during and post search business processes that meet organization requirements. 5. First year contracts will be created for a period not to exceed five years. Subsequent year contracts will be created up through the end date of the initial contracts. (For example, all suppliers who qualify in 2009 will receive contracts through 2014. All suppliers who qualify in subsequent years will still have a contract end date of 2014.) Suppliers will agree to set pricing for the first year with the opportunity to update pricing upon the yearly review of the contracts. Increases in pricing will be reviewed to ensure the supplier is not exceeding the qualification level. Supplier s contracts may be cancelled if the pricing becomes uncompetitive or if service issues result in the supplier not being utilized within a two year period. Suppliers whose contracts are cancelled for non-utilization may re-qualify by submitting a proposal in response to the next scheduled issued RFP. Page 5 of 13
Part II Description of the Organization II-1 PASSHE Fact Sheet http://www.passhe.edu/executive/finance/procurement/documents/factsheet9-09.pdf Page 6 of 13
Part III Work Statement III-1 Overview The Pennsylvania State System of Higher Education wishes to procure executive search consultant services from Qualified Suppliers on an as needed basis. Selected firms will be required to conduct executive, senior academic and administrative management and specialist position searches for PASSHE Universities and the. Suppliers will be expected to act as independent counsel and provide executive search advice and research. While executive searches for each university will follow PASSHE guidelines, the process is not fixed and may vary by university goals and institutional needs. While working closely and confidentially with selected search committees and other PASSHE constituencies, firms may be asked to provide the following services: University leadership needs assessment. Assistance in planning the executive search including position description development, goals clarification and organization structure. Comprehensive search services, including identification, recruitment, selection assistance, of candidates and offer development and management. Candidate background and credential validation. Documenting search results/outcomes. III-2 Scope of Services 1. University Leadership Needs Assessment Based on its strategies for assisting the search committee and the Office of the Chancellor in identifying the leadership needs of the University, the firm will assist in developing: A needs profile. The executive position description. Methods of soliciting a diverse applicant pool, appropriate nominations and applicant and candidate tracking. Methods of assessing applicants. Methods of assuring equal opportunity to candidates and affirmative action. The firm will also: Conduct an extensive review of relevant documents, including, but not limited to, planning reports, organizational charts, and catalogs. Conduct thorough site visits and meet with search committees. Draft position descriptions, advertisements, and institutional profiles to be used during the search process. Advertisements will be placed in locations as agreed upon by universities and the PASSHE. PASSHE will review and approve all drafts of all materials prior to finalization. Page 7 of 13
2. Assistance in Planning the Executive Search The firm will be required to plan for on-site visits, as needed, throughout the search process and provide frequent and direct contact with the, Council of Trustees, and search committee. The firm may well be asked to: Develop institutional and trustee understanding of the executive position. Develop sources of applicants. Develop the executive search process. Develop a work plan including timelines and milestones to conclude the search. Prepare place and monitor the value/success of position announcements. Develop specific criteria forms and reports for the assessment of applicants and nominations. The firm will also: Maintain applicant and candidate files. Arrange candidate interview, travel and manage the reimbursement of travel expenses. Organize all aspects and details of the interview processes. In addition to advertising, generate direct mailings in search of nominations and prospects with colleague institutional presidents, chancellors, association heads, and others. Establish review materials to assist in reading résumés, interviews, and checking references. Provide and recommend rating scales to be used in the selection process. All ratings submitted by committee members are to be gathered and summarized so a ranking may be established, thereby eliminating unsuitable candidates and focusing on more promising candidates. 3. Comprehensive Search Services, Including Identification, Recruitment, Selection of Candidates As the search gets underway, the firm may be asked to: Make confidential contacts with potential nominators, nominees, and references. Generate nominations and applications. Render professional selection judgments. Assist selected applicants in understanding the processes of both the University and PASSHE. Arrange interviews, campus visits, and travel for candidates. Assist management with public information about the search process, the final candidates, and the announcement of the executive appointment. Assist in record-keeping and verification of information. Provide other services appropriate to the search process. The firm will also: Plan and arrange logistics for interviews. Prepare briefing books for all committee members for the interviews. Provide initial reference checks on the candidates. Page 8 of 13
Guide the search committee as they prepare to host the visiting candidates. Ensure that candidates have a full and clear understanding of the position, relevant PASSHE employment policies, total rewards including pay, benefits and performance management process for the position and other related information. Guide the preparation of materials between the University and the Office of the Chancellor to convey effectively the process and conclusion of the search committee. Arrange for additional background information to be gathered on finalists, including verification of degrees, review of credit history, and criminal records. Assist in finalizing the terms and conditions of employment of the final candidate, if requested. Inform candidates, in writing, about the outcome of the search. III-3 Qualifications Suppliers must have at least 10 years of experience in executive recruitment for higher education institutions. Suppliers must meet all of the qualification requirements outlined in section IV-1. III-4 III-5 Reporting Qualified Suppliers must maintain all records in compliance with federal and state regulations. Qualified Suppliers must provide to PASSHE quarterly volume reports for searches that have been conducted. The will request university comments and opinions as to the supplier s performance on these searches. Cost Problem All cost data for the proposal shall be submitted as a separate email (see Section I-16) and must be kept separate from the technical proposal. Failure to meet this requirement will result in the automatic disqualification of the proposal. Page 9 of 13
Part IV Information Required From Suppliers To be considered, proposals must respond, at a minimum, to all requirements in this part of the RFP. Any other information thought to be relevant, but not applicable to the enumerated categories, should be provided as appendices to the proposal. Appendices may include sample materials such as recruiting specifications, recruitment brochures, invitee letters, announcements, etc. IV-1 Statement of Qualifications Suppliers shall complete Appendix B (Technical Proposal Form.) Instructions for completion are as follows: 1. Business References. Three business references, including the company name, address, contact person, email address, and telephone number. Include a description of the services provided to these clients and how they relate to the requirements of this RFP. Highlight any higher education references, if applicable. 2. Company Profile. Description of your organization and a history of the past year s business. Provide a list, with résumés, of individuals who will provide executive search consultant services for PASSHE. Demonstrate each individual s general role and responsibility within your organization. Identify those persons with particular abilities and experience to perform the services required by this RFP. 3. Experience. Information on the depth, breadth, and historical experience your firm has in conducting executive searches, particularly in higher education. Factors such as the age of your organization, number and kind of searches, prior experience, and flexibility in meeting the demand for services should be addressed. IV-2 Work Plan Suppliers shall complete Appendix B (Technical Proposal Form.) Instructions for completion are as follows: 1. General Statement. Provide a general statement reflecting your understanding of PASSHE, how it functions, and its need for the services requested herein. 2. Work Plan. Describe in narrative form your firm s plan to accomplish a sample search. Provide a scope of services and a proposed outline of tasks, deliverables to be performed, duration for each task, and project schedule. Include an implementation plan that describes in detail the methods, including controls by which your firm manages projects of the type sought by this RFP. 3. Client Satisfaction. Include a detailed description of efforts your firm will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Services" section of this RFP. Explain how your firm would address compensation and process issues related to early termination of the search and selection process, if necessary. Page 10 of 13
IV-3 Acknowledgments Suppliers must complete Appendix D (Supplier Proposal Signature Form) and acknowledge that they meet/understand the items listed: 1. Company Information. Include the signature that certifies the supplier s proposal is being submitted in accordance with the terms and conditions as outlined in the RFP. 2. Type of Organization. Complete as required. 3. Supplier Responsibility Program. Complete as required (reference RFP Section I-18 for additional information.) 4. Cost Proposal. Complete as required. 5. Appendices. Complete as required and list any appendices that are being submitted. Attach appendices to the Technical Proposal Form email. IV-4 Response to Cost Problem Suppliers shall complete Appendix C (Cost Proposal Form.) Instructions for completion are as follows: All cost information must be submitted separately from the technical portion of the proposal. 1. Fee Schedule. Provide a fee schedule associated with providing executive search consultant services as described herein. Include specific items such as retainer fees, administrative fees, minimum fees, etc. Cost proposals shall include all charges that may be imposed in fulfilling the terms of this RFP, Master Agreement and any resulting university purchase order. Qualified Suppliers must provide the universities with itemized invoices that specify actual services provided. 2. Payment Schedule. Reimbursement of travel expenses will be made in accordance with the Board of Governors Policy 1986-07-A, Travel Expense Regulations. Other expenses including telephone, fax, copying, and postage, if applicable, will be reimbursed at cost. Include your organization s requirements with regard to payment schedules. Candidate travel will be included in the Master Agreement and any resulting university purchase order, and will be paid by PASSHE upon acceptance of itemized receipts. 3. Overhead fees and indirect costs will not be considered. 4. Fees are to be invoiced on a monthly basis based on services provided, but shall not exceed 70% of the total Fixed Fee until after the candidate is hired. Fees shall not include expenses incurred on behalf of PASSHE. 5. Direct expenses shall be billed separately, at cost (including taxes) on a monthly basis for such items as travel and advertising. The Supplier will be compensated in accordance with PASSHE s travel regulations in effect at the time of the expense. Travel expenses shall include, but are not limited to hotel expenses, subsistence, gas mileage, airfare, rental car fees, parking and tolls. Candidate travel shall be paid directly to the Supplier in accordance with PASSHE s Board of Governors Travel Regulations in effect at the time of the expense. Page 11 of 13
6. Administrative expenses are included in the Supplier s professional fee. 7. Fees and expenses are not contingent upon successful placement of a candidate. PASSHE reserves the right to cancel the Master Agreement and any subsequent purchase order(s) at any time, at which time only accrued fees and expenses will be due and payable. 8. Should a failed search occur, whereby the candidate declines the employment offer or no candidate is found acceptable, the Supplier will continue the search on an accelerated basis and will develop a new pool of candidates in a four to six week period, at which time accrued fees as mutually agreed upon by the parties would be paid. 9. The Supplier provides a performance guarantee in that if, for whatever reason other than death or disability, the successfully recruited candidate leaves within the first year of employment, the Supplier will conduct the search again for no additional professional fee. 10. The Supplier expressly agrees and understands that any resulting contract shall not be an exclusive one, and that PASSHE may obtain the services listed herein from any other Supplier on the award list. IV-5 Format for Required Information To be considered for evaluation, proposals must respond to all requirements in Section III of this RFP. Proposals are to be submitted as follows: Identified in the Subject Line on each electronic submission: 1. - Technical Proposal (include Signature Form) 2. Cost Proposal Consisting of: 1. The responses to sections IV-1 through IV-4. 2. A completed Supplier Proposal Signature form MUST be signed by an individual with contracting authority. 3. Separate appendices containing supporting materials as necessary. Page 12 of 13
Part V Criteria for Selection V-1 Evaluation of Proposals All proposals will be reviewed and evaluated by a committee of qualified personnel selected by PASSHE. Please Remember to: Check our website for addenda at: http://www.passhe.edu/content/?/office/finance/procurement/opportunities. Indicate in the Subject Line of your electronic submissions the following reference numbers: o Technical o Cost Carefully review all listed requirements to ensure compliance with the RFP. V-2 Selection Criteria The following areas of consideration will be used in qualifying suppliers: 1. Completeness of supplier response 2. Supplier profile, qualifications and experience 3. Cost Page 13 of 13