Executive Search Firm Services for Superintendent

Purchasing Department
P. O. Box 13145 * Roanoke, VA 24031
(540) 853-1348 * Fax (540) 853-2836
August 25, 2026
REQUEST FOR PROPOSAL
RFP 3204
Notice is hereby given of the intention of the School Board of the City of Roanoke, Virginia, to contract for:
EXECUTIVE SEARCH FIRM SERVICES - DIVISION SUPERINTENDENT
Proposal Submission Requirements
Proposals must be received by the Due Date and Time at bids.purchasing@rcps.info.
Due Date and Time: September 14, 2026; 3:00 P.M. (EST)
Announcement of Award: Upon the award or the announcement of the decision to award a contract
as a result of this Request for Proposal ("RFP"), the Director of Purchasing will publicly post such notice on the
Roanoke City Public Schools' website (https://www.rcps.info/departments/fiscal-services/purchasing) (Click on
"Current Opportunities") for a minimum 10-day period.
ROANOKE CITY SCHOOL BOARD
Eric Thornton
Purchasing Director
******************************************************************************************
Electronic Invitation to Bid/RFP Retrieval Instructions: Full copies of Requests for Proposals, Bids, and
Addenda must be retrieved over the Internet at the following address:
https://www.rcps.info/departments/fiscal-services/purchasing.
Click on "Current Opportunities"
***********************************************************************************************
This Public Body does not discriminate against Faith-Based Organizations
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TABLE OF CONTENTS
REQUEST FOR PROPOSAL
RFP 3204
EXECUTIVE SEARCH FIRM SERVICES - DIVISION SUPERINTENDENT
PAGE
I. PURPOSE 3
II. BACKGROUND AND OVERVIEW 3
III. SCOPE OF SERVICES 3
IV. CONTRACT PERIOD 4
V. CALENDAR OF EVENTS 4
VI. PROPOSAL SUBMITTAL REQUIREMENTS AND PREPARATION 5
VII. EVALUATION AND AWARD OF CONTRACT 6
VIII. GENERAL TERMS AND CONDITIONS 8
IX. SPECIAL TERMS AND CONDITIONS 10
X. ADDITIONAL FORMS 13
ATTACHMENT A - SUPERINTENDENT'S QUALIFICATIONS 22
ATTACHMENT B - SCHOOL DIVISION BACKGROUND INFORMATION 24
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RFP 3204
EXECUTIVE SEARCH FIRM SERVICES - DIVISION SUPERINTENDENT
I. PURPOSE
The purpose and intent of this Request for Proposal ("RFP") is to solicit sealed proposals and through
competitive negotiation establish a contract with a contractor ("Offeror," "Proposer", "Consultant", or
"Contractor") to provide Executive Search Firm Services for Division Superintendent for the School
Board of the City of Roanoke ("Owner," "Roanoke City Public Schools," "RCPS," "Board", or "Division").
The School Board of the City of Roanoke is seeking proposals from qualified Executive Search Firms to
work directly with the Board to develop a pool of qualified candidates and assist in the selection
process for the position of Division Superintendent.
This document establishes the anticipated services to be performed and outlines the evaluation and
selection process. RCPS will select the contractor who, in the aggregate, best meets the Division's
needs. The selection process, based on the evaluation criteria listed in the RFP, should result in a
Proposer being awarded a contract; however, this document does not guarantee that a contract will
be awarded.
II. BACKGROUND AND OVERVIEW
School Division background and overview information is presented in Attachment B to this RFP.
III. SCOPE OF SERVICES
The School Board is seeking proposals from experienced executive search firm consultants to assist in
recruiting applicants for the position of Division Superintendent. The successful proposer will work
with the Board to conduct an extensive search for highly qualified candidates. The scope of work may
include, but is not limited to:
* Engage the Board members in a methodical and synergistic process.
* Meet with the Board as needed to ensure a high-quality search process.
* The School Board is committed to an open, transparent, and inclusive superintendent search
process. The Consultant should obtain staff and community input, ensuring that all
stakeholders are represented. Methods of engagement opportunities should include, but
are not limited to:
Surveys of key stakeholders, such as RCPS central office leaders, RCPS teachers,
o
PTA/parent representatives, local employers, and workforce development leaders.
Community listening sessions to gather input on the qualities and priorities desired
o
of the next superintendent.
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* Develop and maintain the community's trust in the process.
* Meet with the Board and the current Superintendent to refine a profile of the next
superintendent for our division.
* Update and revise, as necessary, the existing leadership profile (Attachment A) based on
stakeholder input.
* Develop a position description and strategies to recruit ideal candidates.
* Develop recruitment materials.
* Conduct and engage in extensive state and limited national advertising, professional
networking, and other search activities, including social media outlets, as appropriate, to
generate a diverse pool of highly qualified prospective candidates.
* Screen and interview prospective candidates and prepare written summaries on qualifications,
competence, and experience.
* Develop objective measurement tools.
* Coordinate selection activities for finalists.
* Assist the Board with the final interviews and employment of the new superintendent.
* Conduct independent and comprehensive reference and background checks for finalists and
provide a written report to the Board, which should include a validation process of professional
credentials, including academic employment, consumer credit, and criminal history.
* Advise the Board on salary and benefit expectations and negotiating terms of the employment
contract.
* Guide the Board as to best practices the Consultant has witnessed for a successful transition
process, including the transfer of knowledge from the outgoing superintendent to the incoming
superintendent.
The Consultant's staff must be available for consultation with the School Board and project
administrators on an as-needed basis between 7:00 AM and 6:00 PM EST, Monday through Friday.
IV. CONTRACT PERIOD
The contract period will be from the execution of the contract through June 30, 2027. The Division
reserves the right to exercise its discretion to extend the term of the contract as needed.
V. CALENDAR OF EVENTS
Date
Release RFP August 25, 2026
Receive Written Inquiries (no later than)* September 1, 2026 (5:00 P.M.)
Answer Written Inquiries (anticipated)** September 8, 2026 (5:00 P.M.)
Due Date for Proposals September 14, 2026 (3:00 P.M.)
Evaluation of Proposals September 15-October 15, 2026
Evaluation Committee Scores Proposals October 20, 2026 (anticipated)
Presentations by Top Ranked Responders (if required) October 30, 2026 (anticipated)
Contract Award November 3, 2026 (anticipated)
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*Questions regarding this RFP should be emailed to bids.purchasing@rcps.info.
**Answers will be posted to the RCPS Purchasing Department website as an addendum.
Oral Presentations: Offerors who submit a proposal in response to this RFP may be required
to give an oral presentation of their proposal to RCPS. This provides an opportunity for the
Offeror to clarify or elaborate on the proposal. This is a fact-finding and explanation session
and does not include negotiations. RCPS will schedule the time and location for these
meetings. These meetings are at the option of RCPS and may or may not be conducted.
VI. PROPOSAL SUBMITTAL REQUIREMENTS AND PREPARATION
To be considered for selection, Offerors must electronically submit a complete response to
this RFP. Specifically, Offerors must provide one (1) original and one (1) redacted copy that omits
any proprietary or confidential information that the Offeror requests to be withheld from public
view.
Proposals shall be signed by an authorized representative of the Offeror. All information requested
should be submitted. Failure to submit all information requested may result in RCPS requiring
prompt submission of missing information and/or giving a lower evaluation of the proposal.
Proposals should be prepared simply and economically, providing a straightforward, concise
description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on
completeness and clarity of content. Proposals should be organized in the order in which the
requirements are presented in the RFP. All pages of the proposal should be numbered. Each
paragraph in the proposal should reference the paragraph number of the corresponding section of
the RFP. It is also helpful to cite the paragraph number, sub-letter, and repeat the text of the
requirements as it appears in the RFP. If a response covers more than one page, the proposal
should contain a table of contents that cross-references the RFP requirements. Information
that the Offeror desires to present that does not fall within any of the requirements of the RFP
should be inserted at an appropriate place or be attached at the end of the proposal and
designated as additional material.
Responses must be delivered not later than 3:00 P.M. on September 14, 2026, to
bids.purchasing@rcps.info.
Interested firms should submit a proposal that responds to the items listed below.
1. A description or profile of the Consultant and any information or materials that would be
helpful to the Board in making its decision, i.e., a statement of qualifications, including an
understanding of the requirements of Virginia State Law regarding the appointment of
Superintendents.
2. A summary of strategies to engage all stakeholder communities in this search process.
3. The proposed process/approach, including identifying strategies unique to our division versus
other searches the consultant has conducted.
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4. A detailed description of how the required confidentiality will be ensured throughout the
process.
5. A detailed summary of similar services that the Consultant has provided to other public-school
divisions comparable to our division, including sample postings and other documents used in
the process.
6. Name of lead Consultant and professional resumes of principals and other employees who will
render services in this process.
7. A detailed description and line-item breakdown of all proposed fees and estimated expenses to
be charged to the Division, including a listing and breakdown of fees and expenses for any
optional services.
8. A list of references, including names, addresses, telephone numbers, and email addresses for
contacts for five (5) recently completed superintendent searches.
9. Successful Consultant must be able to begin work within five (5) days of contract award and
continue to work on project until the superintendent position is successfully filled, the new
superintendent is on site, and all necessary follow-up items have been completed.
10. Indicate the firm's qualifications as a locally owned business enterprise ("LBE"), minority
business enterprise ("MBE"), and/or women business enterprise ("WBE") as each is defined
within this RFP.
11. Offerors shall submit a proposal addressing the above specifications, including a full list of
services to be provided. The Certification of Proposal page of this RFP must be completed,
signed, and returned with the proposal for the proposal to be valid.
Please note that, prior to an award, RCPS shall have the right to request any information to
provide evidence that an Offeror responding to this RFP can deliver the items specified in the
Scope of Services.
VII. EVALUATION AND AWARD OF CONTRACT
A. Evaluation Criteria: Proposals shall be evaluated using the following criteria.
Criteria Points
1. Understanding of scope of services to be provided
and plan to provide those services. 30
2. Rate/Fee Structure. 30
3. Demonstrated professional skill and credentials 20
4. Related experience and references. 14
5. Certified locally owned business enterprise ("LBE"). 2
6. Certified minority business enterprise ("MBE"). 2
7. Certified women business enterprise ("WBE"). 2
Total Points 100
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B. Award:
The Division will select the consultant who best meets the Division's needs to perform the
superintendent search process as described in this RFP. The criteria on which the Division will
make its selection determination will not be limited to the amount of the proposed fees, but
also the ability and experience of the consultant, as described in their proposal. Of particular
interest to the Board is employing a consultant who will be strategic in determining how to
approach this search in a manner that is best suited to finding the best candidate for our
division versus searches in other areas. Each consultant submitting a proposal must submit an
overall cost for performing the services, and the selected consultant will be required to sign
the Division's contractual agreement.
Selection shall be made of one or more Offeror(s) deemed to be fully qualified and best suited
among those submitting proposals based on the evaluation factors included in the Request for
Proposal. Negotiations shall be conducted with the Offeror(s) selected. After negotiations
have been conducted with each Offeror(s) so selected, RCPS shall select the Offeror(s) which,
in its opinion, has made the best proposal, and shall award the contract to that Offeror(s).
RCPS may cancel this Request for Proposal or reject proposals at any time prior to an award
being made. RCPS is not required to furnish a statement of the reason why a particular
proposal was not deemed to be the most advantageous to RCPS (Section 2.2-4319 and Section
2.2-4359, Code of Virginia).
C. Definitions: LBE, MBE, WBE.
"Local owner" - an individual who has an ownership interest in a business enterprise and
whose primary residence is within the Roanoke Metropolitan Area. For the purposes of this
policy, the Roanoke Metropolitan Area shall include all cities, counties, and towns within the
Commonwealth of Virginia that are within a 50-mile radius of the City of Roanoke.
"Locally owned business enterprise (LBE)" - a business that(i) is privately held, (ii) has Local
Owners that own at least fifty-one percent of the business, (iii) has Local Owners that control
the management and daily operations of the business, (iv) is registered in Virginia with no
corporate headquarters outside of the Commonwealth, and (v) has completed the certification
steps set forth below.
In order to be placed on the Purchasing Department's list as an LBE, a business must provide
the Purchasing Director with (i) a copy of its local business license, (ii) a copy of its articles of
incorporation or partnership agreement, and (iii) a completed sworn certification form (found
in the "Additional Forms" section of this RFP).
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"Minority business enterprise (MBE)" - a business that has been certified by the Virginia
Department of Small Business and Supplier Diversity (www.sbsd.virginia.gov) as a business
that is both owned and controlled by minorities.
"Women business enterprise (WBE)" - a business that has been certified by the Virginia
Department of Small Business and Supplier Diversity (www.sbsd.virginia.gov) as a business
that is both owned and controlled by women.
VIII. GENERAL TERMS AND CONDITIONS
1. Taxes: State sales and use tax certificate of exemption, Form ST-12 will be issued upon request, if
you do not have same on file. Deliveries against this proposal shall be free of excise or transportation
taxes.
2. Mandatory use of RCPS Forms and Terms and Conditions: Failure to submit a proposal on the official
forms provided for that purpose shall be a cause for rejection of the proposal. Return of the
completed document is required. Modification of or additions to any portion of the solicitation may
be cause for rejection of the proposal; however, RCPS reserves the right to decide, on a case-by-case
basis, in its sole discretion, whether or not to reject such a proposal as non-responsive.
Supplementary data and information which respond to inquiries, demonstrate qualifications and
expertise, etc., may be attached to the proposal forms.
3. Precedence of Terms: Except for Paragraphs 1 and 2 of the General Terms and Conditions for
Professional Services, which shall apply in all instances, in the event there is a conflict between the
General Terms and Conditions for Professional Services and any Special Terms and Conditions used
in a particular procurement, the Special Terms and Conditions shall apply.
4. Default: In case of failure to deliver the reports, documents or services in accordance with the
contract terms and conditions, RCPS, after due oral and written notice, may procure from other
sources and hold Consultant responsible for any resulting additional procurement and administrative
costs. This remedy shall be in addition to any other remedies which RCPS may have.
5. Assignment of Contract: A contract shall not be assignable by the Contractor in whole or in part
without the written consent of RCPS.
6. Antitrust: By entering into a contract, the Offeror conveys, sells, assigns, and transfers to RCPS all
rights, title, and interest in and to all causes of the action it may now or hereafter acquire under the
antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular
goods or services purchased or acquired by RCPS under said contract.
7. Ethics in Public Contracting: By submitting the proposal, all Offerors certify and warrant that their
proposals are made without collusion or fraud and that they have not offered or received any
kickbacks or inducements from any other Offeror, supplier, manufacturer, or subcontractor in
connection with their proposal, and that they have not conferred with any public employee having
official responsibility for this procurement transaction any payment, loan, subscription, advance,
deposit of money, services or anything, present or promised, unless consideration of substantially
equal or greater value is exchanged.
8. Anti-Discrimination: By submitting their proposal, all Offerors certify to RCPS that they will conform
to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair
Employment Act of 1975, as amended, where applicable, and Section 11-51 of the Virginia Public
Procurement Act, which provides:
a. In every contract over $10,000, the provisions 1 and 2 below apply:
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i. During the performance of this contract, the Contractor agrees as follows:
1. The Contractor will not discriminate against any employee or applicant for employment
because of race, religion, color, sex or national origin, except where religion, sex or
national origin is a bona fide occupational qualification reasonably necessary to the
normal operation of the Contractor. The Contractor agrees to post in conspicuous places,
available to employees and applicants for employment, notices setting forth the
provisions of this nondiscrimination clause. The Contractor, in all solicitations or
advertisements for employees placed by or on behalf of the Contractor, will state that
such Contractor is an equal opportunity employer. Notices, advertisements, and
solicitations placed in accordance with federal law, rule or regulation shall be deemed
sufficient for the purpose of meeting the requirements of this section.
2. The Contractor will include the provisions of paragraphs 1, above, in every subcontract or
purchase order over $10,000 so that the provisions will be binding upon each
subcontractor or Contractor.
9. Debarment Status: By submitting a proposal, all Offerors certify that they are not currently debarred
from submitting proposals on contracts by any agency of the Commonwealth of Virginia, nor are they
an agent of any person or entity that is currently debarred from submitting proposals on contracts
by any agency of the Commonwealth of Virginia.
10.Applicable Law and Courts: Any contract resulting from this solicitation shall be governed in all
respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall
be brought in the courts of the Commonwealth. The Contractor shall comply with applicable federal,
state, and local laws and regulations.
11.Qualifications of Offerors: RCPS may make such reasonable investigations as deemed proper and
necessary to determine the ability of the Offeror to perform the work and the Offeror shall furnish
to RCPS all such information and data for this purpose as may be requested. RCPS reserves the right
to inspect the Offeror's physical plant prior to award to satisfy questions regarding the Offeror's
capabilities. RCPS further reserves the right to reject any proposal if the evidence submitted by, or
investigations of, such Offeror fails to satisfy RCPS that such Offeror is properly qualified to carry out
the obligations of the contract and to complete the work contemplated therein.
12.Anti-Collusion Certification: By signing the proposal, the Offeror certifies that the proposal is made
without prior understanding, agreement, or connection with any corporation, firm or person
submitting a proposal for the same materials, supplies, or equipment, and is in all respects fair and
without collusion or fraud. The Offeror understands that collusive bidding is a violation of the Virginia
Governmental Frauds Act and Federal Law and can result in fines, prison sentences, and civil damage
awards. The Offeror agrees to abide by all conditions of the proposal and certifies that the individual
signing the proposal is authorized to do so.
13.Payment Terms: Any payment terms requiring payment in less than 30 days will be regarded as
requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers
of discounts for payment in less than 30 days.
14.Immigration Reform & Control Act of 1986: By submitting a proposal, Offerors certify that they do
not and will not, during the performance of this contract, employ illegal alien workers or otherwise
violate the provisions of the Federal Immigration Reform and Control Act of 1986.
15.Relationship of Offeror to Owner: After the Contract for services has been fully executed, the
Offeror shall be the professional advisor and consultant to the Owner for technical matters related
to the project and shall be responsible directly to and only to the Owner. The Owner shall
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communicate all approvals, rejections, change requirements and other similar information to the
Offeror.
16.Code and Regulatory Compliance: Review, comments and approvals by Owner or the staff of RCPS,
in no way absolve any other person, firm or corporation involved in a project from their full
responsibilities under the applicable laws, codes, and professional practice as required in projects for
Roanoke City Public Schools.
17. Contract Incorporation: These terms and conditions are made a part of any resulting contract.
IX. SPECIAL TERMS AND CONDITIONS
1. Insurance:
Before the start of any work under the contract, the Contractor shall provide to RCPS Certificate
of Insurance Forms approved by RCPS and maintain such insurance until the completion of all
project orders issued under the contract. The minimum limits of liability shall be:
A. Workers' Compensation. Workers' Compensation insurance covering
Contractor's statutory obligation under the laws of the Commonwealth of Virginia and
Employer's Liability insurance shall be maintained for all its employees engaged in work
under this Agreement.
B. Automobile Liability. The minimum limit of liability for automobile liability
insurance shall be $1,000,000 combined single limit applicable to owned or non-owned
vehicles
C. Commercial General Liability Broad Form insurance shall insure against all
claims, loss, cost, damage, expense, or Contractor's performance under this contract.
The minimum limits of liability for this coverage shall be $2,000,000 combined single
limit for any one occurrence.
2. Audit: The Offeror agrees to retain all books, records, and other documents relative to this
contract for five (5) years after final payment, or until audited by RCPS. RCPS shall have full access
to and the right to examine any of said materials during said period.
3. Termination of Contract: RCPS reserves the right to cancel and terminate any resulting contract,
in part or in whole, without penalty, upon 60 days' written notice to the Contractor. Any contract
cancellation notice shall not relieve the Contractor of the obligation to deliver any outstanding
orders issued prior to the effective date of cancellation.
4. Modification of Contract: RCPS may, upon mutual agreement with the Offeror, issue written
modifications to the statement of needs as a part of this contract, except that no modifications
can be made which will result in an increase of the original project order contract price by $50,000
or a cumulative amount of more than 25%, whichever is greater, without the advance written
approval of the School Board.
5. Ownership of Materials: Ownership of all data, materials, and documentation originated and
prepared for the Roanoke City School Board pursuant to the proposal shall belong exclusively to
the Roanoke City School Board and be subject to public inspection in accordance with the Virginia
Freedom of Information Act. Trade secrets or proprietary information submitted by the Offeror
shall not be subject to public disclosure under the Freedom of Information Act, unless otherwise
required by law or a court; however, the Offeror must invoke the protection of Section 2.2-
4332(F) of the Code of Virginia, in writing, either before or at the time the data or other material
is submitted. The written notice must SPECIFICALLY identity the data or materials to be protected
and state the reason why protection is necessary. The proprietary or trade secret material
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