State Board subcommittee widens search-firm qualifications, sets deadline for suggested bidders

The State Board of Education RFP Subcommittee on Friday agreed to revise the qualifications for a search firm to lead the statewide search for commissioner of education to include firms experienced in private business executive searches, and set a deadline for board members to submit suggested bidders.

Madam Chair Cathy, who opened the meeting as the RFP subcommittee, said the group would circulate the revised qualifications and invited board members to email suggested search firms to staff by 10 a.m. Monday so the additional firms can be included when the Office of Procurement and Contracts posts the solicitation.

The subcommittee’s legal/staff adviser, Doctor Hess, said the panel should require that “the selected vendor must have a demonstrated history of successfully leading national searches for chief executive officers of public agencies, private nonprofit organizations, or private business organizations.” He also told the group he would compile suggested firms and submit the package to procurement on Monday, if members provide additional names by the deadline.

Members discussed how the scope of work mirrors the previous search contract: advertising the vacancy, recruiting and screening applicants, coordinating interviews, helping design interview questions and focus groups, and assisting with transition planning for the incoming commissioner. The draft scope was taken from the prior contract used for the 2014 search and was adjusted at the meeting to broaden eligible vendor experience.

Subcommittee members agreed not to include a target contract amount in the public solicitation. Doctor Hess explained procurement rules allow the agency to request “best and final offers” from vendors if proposals come in higher than expected, or to ask firms to revise scopes to reduce cost.

The subcommittee set procedural steps for vendor outreach. Staff will submit a recommended bidder list to the Office of Procurement and Contracts; the office then notifies those firms when the RFP posts. Board members may forward firm names to staff for inclusion; staff said they will keep procurement informed and can add additional firms to the notification list before posting. The group agreed that while only two subcommittee members are required to serve on the procurement negotiating committee and sign procurement paperwork, additional board members can sign nondisclosure agreements to review proposals.

The subcommittee identified the following logistics and contingencies: the solicitation posting typically takes several days after submission to procurement; the advertised proposal period is thirty days; if the agency finds none of the bids responsive it may request reposting; and timeline decisions (including any start date) will be set later in consultation with the full board and the selected firm.

At the meeting’s close the subcommittee confirmed consensus on the revised qualifications language, the Monday 10 a.m. deadline for suggested firms, and the appointment of two officers to sign procurement paperwork. Doctor Hess said he would email the revised specifications to the full board and forward any additional suggested firms to procurement on Monday.

The subcommittee did not record a formal vote during the meeting; members stated consensus on the actions described above.