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A
REQUEST FOR PROPOSAL (RFP)
For: Executive Search Services
RFP# 06-2075
Issued by:
STATE OF WISCONSIN
UNIVERSITY OF WISCONSIN
SYSTEM ADMINISTRATION
October 4, 2006
Proposals must be submitted
no later than 2:00 PM C.D.T.
November 1, 2006
For further information regarding this
RFP contact Rich Lampe (608)262-9138.
LATE PROPOSALS WILL BE REJECTED
There will be no public opening
1.0 GENERAL INFORMATION
1.1 Introduction and background
The University of Wisconsin System (UWS) conducts executive searches for a number of chief higher
education administrators for its campus-based institutions and its System Administration offices every
academic year. The UWS oversees all of Wisconsin’s public universities, including two (2) doctoral
universities, eleven (11) comprehensive universities, thirteen (13) freshman-sophomore Colleges, and
a statewide University Extension. The System serves approximately 160,000 students. Historically,
the UWS does two to four searches for chief executives per year.
The UWS is seeking comprehensive consultation services of professional executive recruiters to
advise and assist search and screen committees throughout the search process. We expect each search
to be tailored to the individual institution’s needs and requirements, while working within the general
guidelines established by the UW Board of Regents.
Because of the range of academic institutions within the UWS, we are seeking separate proposals that
address the following two target pools for institutional recruitment.
1. Executive officers (President and Vice President) of the UW System Administration, and
executive officers and chief academic officers (Chancellor and Vice Chancellor) of the UWS
doctoral and research institutions with student populations ranging from 26,000-40,000.
2. Executive officers and chief academic officers (Chancellors, Vice Chancellors, Provosts, and
Deans) of the UW’s 13 comprehensive institutions (enrollments ranging from 2,800 to
11,000), UW Colleges (12,000 enrollment at 13 campuses), and UW-Extension (a statewide
service with over 1.3 million contacts per year.)
Search consultants may submit proposal for both levels of search, but each proposal must specifically
address the distinct strategies that they propose to be utilized for each type of search.
1.2 Scope of Work
1.2.1 Assessing the UWS or a UW institution’s competitive strengths and weaknesses in the
national market for executive leaders,
1.2.2 Evaluating our current search and screen processes, and providing alternative “best practices”
and models which might enhance the search process and its effectiveness,
1.2.3 Assessing the UWS or a UW institution in order to identify the key issues and challenges
which it faces, and the type of leadership needed for that institution,
1.2.4 Devising a national recruitment strategy tailored to the institution’s mission,
1.2.5 Training and advising the search and screen committee in effective recruitment and evaluation
strategies,
1.2.6 Providing special recruitment and outreach efforts which will assist the UWS or a UW
institution in recruiting a diverse pool of outstanding candidates,
1.2.7 Assisting with the evaluation and screening of candidates, including providing detailed
background information and assessments of finalists which may include and not be limited to:
criminal background checks, Lexis/Nexis searches on legal issues as well as personal
financial background checks.
1.2.8 If requested, assist with the negotiations to encourage a selected individual to accept the
position.
1.2.9 Provide all candidate information electronically.
1.3 Procuring and contracting agency
This Request for Proposal (RFP) is issued by the University of Wisconsin System Administration,
Office of Administration, Division of Administrative Services, which is the sole point of contact for
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the UWS during the selection process. The person responsible for managing the procurement process
is Rich Lampe.
The contract resulting from this RFP will be administered by the University of Wisconsin System
Administration. The contract administrator will be Al Christ, Associate Vice President for Human
Resources.
1.4 Clarification and/or revisions to the specifications and requirements
Any questions concerning this RFP should be directed either to:
Rich Lampe
Senior Program Administrator
Telephone (608) 262-9138
FAX (608) 262-8589
Proposers are expected to raise any questions, exceptions, or additions they have concerning the RFP
document. If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or
other deficiency in this RFP, the vendor should immediately notify the above named individuals of
such error and request modification or clarification of the RFP document.
In the event that it becomes necessary to provide additional clarifying data or information, or to revise
any part of this RFP, revisions/amendments and/or supplements will be provided to all recipients of
this initial RFP. Each proposal shall stipulate that it is predicated upon the terms and conditions of
this RFP and any supplements or revisions thereof.
1.5 Calendar of events
DATE EVENT
October 4, 2006 Date of issue of the RFP.
October 10, 2006 Last day for questions.
November 1, 2006 Proposals due from proposers.
Week of November 13, 2006 (est.) Oral interviews by invited proposers if needed.
November 20, 2006 (est.) Notification of intent to award sent to proposers.
January 1, 2007 (est.) Contract start date.
1.6 Contract term and funding
The contract shall be effective from the date of signing and shall run for one year from that date, with
an option by mutual agreement of the UWS and contractor(s), to renew for four additional one-year
periods.
The UWS is not liable for any cost incurred by proposers in replying to this RFP.
2.0 PREPARING AND SUBMITTING A PROPOSAL
2.1 General instructions
The evaluation and selection of a contractor will be based on the information submitted in the
proposal plus references and oral interviews. Failure to respond to each of the requirements in the
RFP may be the basis for rejecting a response.
2.2 Submitting the proposal
Proposers must submit an original and four (4) copies of all materials required for acceptance of their
proposal by 2:00 P.M. CDT, October 25, 2006 to:
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Rich Lampe
Senior Program Administrator
780 Regent Street, Rm. 145
Madison, WI 53715
All proposals received at the address above will be date and time stamped. Receipt of a proposal by
the UWS mail system does not constitute receipt of a proposal by the above named individual.
All proposals must be packaged, sealed and show the following information on the outside of the
package:
Proposer's name and address
Request for proposal title
Request for proposal number
Proposal due date
2.3 Proposal organization and format
Proposals should be typed and submitted on 8.5 by 11-inch paper bound securely. Proposal should
be organized and present the sections in the order and by the number assigned in the RFP. The RFP
sections, which should be submitted or responded to, are:
1. Request for Proposal form cover sheet, signed.
2. Organizational capabilities (4.1)
3. Staff qualification (4.2)
4. Proposal Content (4.3)
5. References (4.4)
6. Costs (4.5)
7. Required forms (Affidavit and the Designation of confidential and proprietary information)
2.4 Oral interviews
Selected proposers may be invited to oral interviews to supplement their proposals, if requested by the
UWS. The UWS will make every reasonable attempt to schedule each interview at a time and
location that is agreeable to the proposer. Failure of a proposer to appear for an interview on the date
scheduled may result in rejection of their proposal.
2.5 Fixed price period
All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance
for 120 days starting on the due date for proposals.
2.6 Price adjustments
2.6.1 Price adjustments
Price adjustments shall not be made without the express written approval of the Contract
Administrator.
2.6.2 Any cost savings realized through innovation by the provider or any other means shall be
returned to the University as fee reductions.
2.7 All costs represented
The cost response should represent all costs to be considered in making comparisons in order to
award the contract. In addition, Providers may add additional items as necessary. The University will
not pay fees for services not detailed except as outlined in unanticipated services.
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2.8 Unanticipated services
It is specifically understood and agreed that such items relative to Executive Search Services which
are not herein covered may be added to this RFP and resulting contract by the University without
voiding in any manner the provisions of the existing contract. Such additional items shall be
furnished the University by the contractor with such additional consideration as is necessary to make
it legally enforceable. The University reserves the right to negotiate with the awarded provider(s)
reasonable fees for services unanticipated or not existing at the time of the awarding of the contract.
The University may, at its option, contract for such services, outside of the contract with the awarded
provider(s)
3.0 PROPOSAL SELECTION AND AWARD PROCESS
3.1 Pre-qualification review
Proposals will be reviewed to ensure that they meet the pre-qualification criteria for the category(ies)
that are proposed. If proposals do not meet the pre-qualification requirements, they will not advance
to the evaluation process.
3.1.1 Pre-qualification criteria for category I
3.1.1.1 Firm must have conducted searches for executive officers (President, Senior Vice
Presidents, and Vice Presidents) and/or have done at least one executive search for a
state higher education system and at least three executive searches for Research I and/or
Research II institutions.
3.1.1.2 Firm must provide background and work experience of staff assigned. Experience
should include searches in the higher education area.
3.1.1.3 Firm must provide references.
3.1.2 Pre-qualification criteria for category II
3.1.2.1 Firm must have conducted searches for Chief Executive Officers and Chief Academic
Officers at comprehensive four (4) and /or two (2) year institutions and/or extension.
3.1.2.2 Firm must provide background and work experience of staff assigned. Experience
should include searches in the higher education area.
3.1.2.3 Firm must provide references.
3.2 Proposal evaluation
Proposals will be reviewed by an evaluation committee and scored against the stated criteria. The
committee may review references and request oral interviews and use the results in scoring the
proposals. Proposals from certified Minority Business Enterprises may have points weighted by a
factor of 1.00 to 1.05 to provide up to a five percent (5%) preference to these businesses. The
evaluation committee's scoring will be tabulated and proposals ranked based on the numerical scores
received.
3.3 Right to reject proposals and negotiate contract terms
The UWS reserves the right to reject any and all proposals. The UWS may negotiate the terms of the
contract, including the award amount, with the selected proposer(s) prior to entering into a contract.
If contract negotiations cannot be concluded successfully with the highest scoring proposer(s), the
agency may negotiate a contract with the next highest scoring proposer(s).
3.4 Evaluation criteria-
The proposals will be scored using the following criteria:
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Description Percent
1. Organization Capabilities 20
2. Staff Qualifications 25
3. Proposal Content 35
4. Cost 20
Total: 100
Cost is one of the categories listed above and will be a percentage of the total RFP evaluation. After
the final grading of the proposal requirements, cost will be prorated with the lowest cost proposal
given the highest score for that category. Calculation of points awarded to subsequent proposals will
use the lowest dollar bid amount as a constant numerator and the dollar amount of the firm being
scored as the denominator. The result is then multiplied by the number of points given to the cost
section of the RFP.
3.5 Contract Award
The award may be made to the proposer(s) whose proposal(s) are best determined to be the most
appropriate and advantageous to the University System as determined by the University, taking into
consideration the evaluation criteria listed above. The University may consider multiple awards.
3.6 Notification of intent to award
All vendors who respond to this RFP will be notified in writing of the State's intent to award the
contract(s) as a result of this RFP.
After notification of the intent to award is made, and under the supervision of agency staff, copies of
proposals will be available for public inspection from 8:00 a.m. to 4:30 p.m. at the Division of
Administrative Services, 780 Regent Street, Madison, Wisconsin. Vendors should schedule reviews
with Rich Lampe at (608) 262-9138.
3.7 Appeals process
The appeals procedure applies to only those request for proposal that are over $25,000. Notices of
intent to protest and protest must be made in writing. Protesters should make their protest as specific
as possible and should identify statutes and Wisconsin Administrative Code provisions that are
alleged to have been violated
The written notice of intent to protest the intent to award a contract must be filed with
Ruth Anderson, Assistant Vice President
780 Regent Street, Rm. 145
Madison, WI 53715
Telephone (608) 263-4378
and received in her office no later than five (5) working days after the notices of intent to award are
issued.
The written protest must be received in her office no later than ten (10) working days after the notice
of intent to award is issued.
The decision of the UWS may be appealed to the Secretary of the Department of Administration
within five (5) working days of issuance, with a copy of such appeal filed with the UWS. The appeal
must allege a violation of a statute or a provision of a Wisconsin Administrative Code.
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4.0 GENERAL PROPOSAL REQUIREMENTS
4.1 Organization capabilities
Describe your firm's experience and capabilities in providing services similar to those in this RFP.
4.2 Staff qualifications
Provide resumes describing the educational and work experiences for each of the key staff who would
be assigned to the project. All key personnel assigned to this contract shall not be changed without
written approval of the University. Failure to comply may result in termination of this contract.
4.3 Proposal Content
4.3.1 Describe in detail your process for assessing an institution’s competitive strengths and weaknesses
in the national market for outstanding executive leaders.
4.3.2 Describe in detail your process for assessing an institution in order to identify the key issues and
challenges, which it faces, and the type of leadership needed for that institution.
4.3.3 Describe in detail the components of a national recruitment strategy tailored to a particular
institution’s mission.
4.3.4 Describe in detail the training and advising process so search and screen committees can develop
effective recruitment and evaluation strategies.
4.3.4.1 Describe your special recruitment and outreach efforts to build a diverse pool of
outstanding candidates.
4.3.5 Describe how you would assist the UWS in the evaluation and screening of candidates, and your
ability to provide detailed background information and assessments of finalists.
4.3.5.1 What are your procedures for verifying an individual's credentials? How far back
do you verify individuals' credentials?
4.3.6 What is your company’s policy in assisting with the negotiations to encourage a selected individual
to accept the position?
4.3.7 What is your company’s policy in replacing the individual selected if the individual leaves for any
reason within one year? Two years?
4.3.7.1 What is your company’s policy in replacing the individual selected if the
individual’s performance is unsatisfactory within six months? One year?
4.3.7.2 What is your company’s policy in contacting individuals previously placed by your
firm for additional opportunities?
4.3.8 Describe, in detail your methods for doing background checks i.e. criminal, personal, financial,
educational etc. on candidates.
4.3.9 Describe your ability to submit candidate material electronically (e-mail).
4.3.10 Describe your familiarity and experience working with public, multi campus systems.
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4.4 References
Provide a list of all major university clients within the last five years for which you have provided
similar services to those requested. Include the dates of the projects (begin/end), the results of the
projects and the names, addresses and phone numbers of contacts for these projects. The University
reserves the right to determine which references to contact.
4.5 Fee Structure
Please explain your fee structure for:
4.5.1 Retainer fee
4.5.2 Direct Expenses
4.5.2.1 Advertising costs
4.5.2.2 Travel expenses
4.5.2.3 Background investigations
4.5.3 Allocable Costs
4.5.4 Other costs of any kind
In order to calculate the point assignment for the cost portion of your proposal please provide a cost
breakdown for the following two recruitment scenarios which represent consultation in both of the
identified target pools.
Scenario One:
Recruitment for the Senior Vice President for the University of Wisconsin System. The System
consists of fifteen public institutions: two doctoral universities, eleven comprehensive, thirteen
freshman-sophomore colleges and a statewide University Extension. The System serves 160,000
students. The Senior Vice President reports to the System President and is responsible for the overall
strategic planning and management for System Administration Salary range $211,000-$258,000.
Scenario Two:
Recruitment for the Chancellor of a comprehensive university with an enrollment of 5,700. Campus
is located in the northwest portion of the State approximately 60 miles from Minneapolis. Salary
range $176,000-$215,000
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AFFIDAVIT
THIS COMPLETED AFFIDAVIT MUST BE SUBMITTED WITH THE PROPOSAL.
PROPOSER PREFERENCE Please indicate below if claiming a proposer preference.
Minority Business Preference (s. 16.75(3m), Wis. Stats.) - Must be certified by the
Wisconsin Department of Commerce. If you have questions concerning the
certification process, contact the Wisconsin Department of Commerce, 8th Floor,
123 W. Washington Ave., P.O. Box 7970, Madison, Wisconsin 53707-7970,
(608) 267-9550.
AMERICAN-MADE MATERIALS
The materials covered in our proposal were manufactured in whole or in substantial part within the United States, or
the majority of the component parts thereof were manufactured in whole or in substantial part in the United States.
Yes No Unknown
In signing this proposal we also certify that we have not, either directly or indirectly, entered into any agreement or
participated in any collusion or otherwise taken any action in restraint of free trade; that no attempt has been made to
induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently
arrived at without collusion with any other proposer competitor or potential competitor; that this proposal has not
been knowingly disclosed prior to opening of proposals to any other proposer or competitor; that the above statement
is accurate under penalty of perjury.
We will comply with all terms, conditions, and specifications required by the state in this Request for Proposal and
the terms of our proposal.
Authorized Representative ___________________________________ Title______________________________
Type or Print
Authorized Representative ___________________________________ Date______________________________
Signature
Company Name ___________________________________________ Telephone ________________________
This document can be made available in accessible formats to qualified individuals with disabilities.
STATE OF WISCONSIN
DOA-3027 N(R09/96)
DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION
The attached material submitted in response to Bid/Proposal #06-2075 includes proprietary and confidential information which qualifies as a
trade secret, as provided in s. 19.36(5), Wis. Stats., or is otherwise material that can be kept confidential under the Wisconsin Open Records
Law. As such, we ask that certain pages, as indicated below, of this bid/proposal response be treated as confidential material and not be released
without our written approval.
Prices always become public information when bids/proposals are opened, and therefore cannot be kept confidential.
Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s. 134.90(1)(c), Wis. Stats. as follows: "Trade
secret" means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the
following apply:
1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily
ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.
2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.
We request that the following pages not be released
Section Page # Topic
________________________________________________________________________________________________________________________________
________________________________________________________________________________________________________________________________
________________________________________________________________________________________________________________________________
________________________________________________________________________________________________________________________________
________________________________________________________________________________________________________________________________
________________________________________________________________________________________________________________________________
IN THE EVENT THE DESIGNATION OF CONFIDENTIALITY OF THIS INFORMATION IS CHALLENGED, THE UNDERSIGNED
HEREBY AGREES TO PROVIDE LEGAL COUNSEL OR OTHER NECESSARY ASSISTANCE TO DEFEND THE DESIGNATION OF
CONFIDENTIALITY.
Failure to include this form in the bid/proposal response may mean that all information provided as part of the bid/proposal response will be
open to examination and copying. The state considers other markings of confidential in the bid/proposal document to be insufficient. The
undersigned agrees to hold the state harmless for any damages arising out of the release of any materials unless they are specifically identified
above.
Company Name ___________________________________________
Authorized Representative ___________________________________________
Signature
Authorized Representative ___________________________________________
Type or Print
Date ___________________________________________
This document can be made available in accessible formats to qualified individuals with disabilities.
