West Virginia Council for Community and Technical College Education

REQUEST FOR PROPOSALS
RFP #26276
SECTION 1: GENERAL INFORMATION
1.1 Introduction
The West Virginia Council for Community and Technical College Education ("Council") is
seeking proposals from qualified firms to design and facilitate a year-long Academic Leadership
Development Program for aspiring academic leaders across the state's nine public community
and technical colleges. The program will serve faculty members, department chairs, and deans
who seek to strengthen their leadership skills in their current roles or prepare for advancement to
higher levels of academic leadership responsibility within their institutions.
The selected vendor will be responsible for designing a comprehensive, cohort-based
professional development experience that includes two in-person seminars and a series of virtual
learning sessions, all facilitated by subject matter experts with demonstrated expertise in
academic leadership development. The program must actively engage participants through
applied learning, reflection, and peer collaboration rather than passive lecture-based instruction.
The Council anticipates partnering with a West Virginia university to offer graduate college
credit for participants who are pursuing advanced credentials and would benefit from earning
such credit.
1.2 Instructions to Bidders
See Exhibit A for bidder instructions.
1.3 General Terms and Conditions
See Exhibit B.
1.4 Schedule of Events
Event Date
Release of RFP May 4, 2026
Question Deadline 3:00 PM (EDT) May 21, 2026
Addendum/Response to Questions May 27, 2026
Proposal Due Date 3:00 PM (EDT) June 3, 2026
1.5 Posting of Information
This RFP and any addenda, including answers to questions, will be posted
to: https://www.wvhepc.edu/resources/purchasing-and-finance/
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1.6 Proposal Validity
Proposals shall remain in effect ninety (90) days from the submission date.
1.7 Expenses
The Council will not be held liable for any expenses incurred by any bidder responding to this
RFP, including expenses to prepare or deliver the proposal or attend any oral presentation.
1.8 Interviews
Discussions and/or interviews may be held with bidders under final consideration prior to
making a selection for award; however, the RFP may be awarded without such discussions or
interviews.
1.9 Award
It is anticipated that a single contract will be awarded for all services. However, the Council
reserves the right to configure the contract in whatever manner is in its best interests.
SECTION 2: EXECUTIVE SUMMARY AND BACKGROUND INFORMATION
2.1 Executive Summary
The West Virginia Council for Community and Technical College Education is committed to
investing in the professional growth and development of employees across the community and
technical college system. Strong academic leadership is essential to institutional effectiveness,
student success, and the long-term vitality of West Virginia's public two-year colleges. By
cultivating leadership talent from within, the Council seeks to build a robust pipeline of future
academic leaders who are prepared to guide their institutions with confidence, vision, and
purpose.
To advance this commitment, the Council is seeking a qualified vendor to design and deliver a
year-long Academic Leadership Development Program for up to 30 participants drawn from
faculty, department chairs, and deans across the system's nine institutions. The program will
provide structured, hands-on professional development that strengthens participants' leadership
competencies, enhances their understanding of academic administration, and prepares them to
excel in their current roles or advance to positions of greater responsibility.
The Council envisions a program that inspires participants to embrace leadership opportunities
while building practical skills in communication, conflict management, team leadership, strategic
thinking, and navigating the complexities of academic governance. Ultimately, this initiative
aims to foster lasting culture change across the system-driven by shared purpose, collective
goals, and a deep commitment to student and institutional success.
2.2 Background Information
West Virginia's community and technical college system comprises nine institutions serving
students and communities in every region of the state. These colleges play a vital role in
expanding access to postsecondary education, preparing students for careers in high-demand
fields, and strengthening the state's workforce.
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Effective academic leadership is critical to fulfilling this mission. Faculty members, department
chairs, and deans serve on the front lines of academic decision-making, curriculum development,
student success initiatives, and institutional planning. Yet many individuals who step into these
roles-or who aspire to do so-have limited access to formal leadership development
opportunities tailored to the unique context of community and technical colleges.
The Academic Leadership Development Program will address this gap by providing a sustained,
cohort-based learning experience that combines in-person seminars with ongoing virtual
engagement throughout the academic year. The program will be grounded in evidence-based
leadership frameworks and facilitated by experienced practitioners who understand the
challenges and opportunities facing academic leaders in two-year institutions.
The Council seeks a vendor partner that shares its commitment to building leadership capacity
from within, fostering inclusive and collaborative learning environments, and delivering
measurable results that strengthen academic leadership across the system.
SECTION 3: SCOPE OF SERVICES
This RFP may contain mandatory provisions identified by the use of the words "must," "will,"
and "shall." Failure to comply with a mandatory term in the RFP will result in bid
disqualification.
3.1 Program Overview
The selected vendor will design and facilitate a year-long Academic Leadership Development
Program that includes the following components:
3.1.1. Fall Semester:
1. One two-day in-person seminar (September or October)
2. Two virtual learning sessions of at least 90 minutes each
3.1.2. Spring Semester:
1. Two virtual learning sessions of at least 90 minutes each
2. One two-day in-person capstone seminar (late spring or early summer)
The program will serve up to 30 participants, including but not limited to faculty members,
department chairs, and deans from across the nine community and technical colleges.
3.2 Required Deliverables
The vendor must provide the following deliverables as part of the proposal and subsequent
contract:
3.2.1 Proposed Learning Objectives and Outcomes
The proposal must include a list of proposed learning objectives and outcomes for the
program. These objectives should address the knowledge, skills, and competencies
participants will develop through the program and should be appropriate for academic leaders
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at the faculty, department chair, and dean levels. Learning objectives may address, but are
not limited to, such topics as:
* Self-awareness and personal leadership development
* Leading and managing others effectively
* Building and leading high-performing teams
* Navigating institutional systems, governance, and change
* Communication, conflict resolution, and difficult conversations
* Strategic thinking and aligning departmental and institutional priorities
* Budget fundamentals and resource management for academic leaders
* Faculty development, evaluation, and performance management
* Curriculum development and program quality
* Work-life balance and sustainable leadership practices
3.2.2 Draft Agendas for In-Person Seminars
The proposal must include high-level draft agendas for both in-person seminars. Agendas
need not be extremely detailed but should provide a clear overview of proposed topics,
session formats, and the flow of each day. Suggested topics may be modified in collaboration
with the Council following vendor selection.
3.2.3 Fall Kickoff Seminar (Two Days):
The fall seminar should establish a strong foundation for the cohort, build community among
participants, and introduce core leadership concepts and frameworks. Sample topics may
include, but are not limited to:
* Defining leadership in the academic context
* Self-assessment and understanding personal leadership strengths
* Building trust and psychological safety
* Giving and receiving feedback effectively
* Navigating difficult conversations
* Foundations of team leadership
3.2.4 Spring Capstone Seminar (Two Days):
The spring seminar should synthesize learning from the year, deepen skill development, and
prepare participants to apply their growth in their home institutions. Sample topics may
include, but are not limited to:
* Leading change in academic environments
* Strategic planning and aligning priorities
* Building coalitions and influencing across the institution
* Governance, faculty relations, and shared decision-making
* Participant presentations (e.g., personal philosophy of leadership)
* Action planning for continued growth
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3.2.3 Description of Virtual Learning Sessions
The proposal must describe the proposed content and format for the four virtual learning
sessions (two per semester). Each session must be at least 90 minutes in length and should be
highly interactive, building on the in-person seminars and sustaining cohort engagement
throughout the year.
Sample topics for virtual sessions may include, but are not limited to:
* Career advancement and professional goal-setting
* Time management and boundary-setting for academic leaders
* Influencing up, down, and across the institution
* Managing personnel issues and problem behaviors
* Budget and financial management fundamentals
* Accreditation and program review
* Student success and enrollment management
* Mentoring and developing others
3.2.4 Participant Engagement Strategies
All seminars and virtual sessions must be designed to actively engage learners. Passive,
lecture-based instruction is not acceptable. The proposal must explain how participants will
be engaged throughout the program, including but not limited to:
* Interactive exercises and simulations
* Case studies and scenario-based learning
* Small group discussions and peer learning
* Role-playing and practice opportunities
* Reflection activities
* Action planning and application exercises
3.2.5 Assessment and Evaluation Plan
The proposal must describe the assessments that will be built into the program to measure
participant learning and program effectiveness. This may include, but is not limited to:
* Pre-program and post-program assessments to measure growth in knowledge and
competencies
* Formative assessments or feedback mechanisms during the program
* End-of-session evaluations for each seminar and virtual session
* A culminating assessment or capstone activity (e.g., personal leadership philosophy
presentation)
* A summary report to the Council at the conclusion of the program
3.2.6 Program Design and Finalization Process
The proposal must describe the process through which the vendor will work with the Council
to finalize the program design following contract award. This may include, but is not limited
to:
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* A front-end needs assessment or discovery process to understand the specific context,
challenges, and priorities of West Virginia's community and technical colleges
* Opportunities for Council staff to provide input on curriculum, topics, and session
design
* A timeline for finalizing agendas, materials, and logistics
* Communication and coordination protocols throughout the program year
3.2.7 Facilitator Qualifications
The vendor must provide expert facilitators who are subject matter experts in the topics
covered. Facilitators should have demonstrated experience in academic leadership
development, preferably with experience in community college or two-year institution
contexts. The proposal must include:
* Names and qualifications of proposed facilitators
* Brief biographies highlighting relevant experience
* Description of the facilitation philosophy and approach
3.2.8 References
The proposal must include three references from institutions or organizations for which the
vendor has provided similar academic leadership development services. For each reference,
provide:
* Name of the institution or organization
* Contact name, title, phone number, and email address
* Brief description of the nature of the work performed
3.3 Logistics and Coordination
The Council will be responsible for:
* Selecting and securing venues for in-person seminars
* Coordinating participant registration and communication
* Covering venue costs and allowable travel expenses for participants
* Coordinating with a partner university regarding graduate credit options
The vendor will be responsible for:
* All program design, content development, and facilitation
* Providing all participant materials, handouts, and resources
* Facilitator travel expenses (to be included in the proposal budget or billed separately as
specified)
* Virtual session technology and platform (or coordination with Council-provided
platform)
3.4 Dates of Service
Unless otherwise specified, work shall begin within 30 days of the final execution of a contract.
The fall kickoff seminar should be scheduled for September or October 2026. The spring
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capstone seminar should be scheduled for late spring or early summer 2027. All program
activities must be completed by June 30, 2027.
SECTION 4: VENDOR INFORMATION AND QUALIFICATIONS
Provide a statement or response to each of the following:
4.1 Describe the firm's size, organizational structure, and history, illustrating its ability to fulfill
the terms of the RFP.
4.2 Describe the firm's experience in designing and delivering leadership development programs
for academic leaders, particularly in community college or two-year institution settings. Include
examples of similar work completed for state agencies, multi-campus systems, or higher
education institutions.
4.3 Describe the firm's facilitation philosophy and approach to adult learning, including how
sessions are designed to actively engage participants.
4.4 Provide a proposed timeline and schedule that ensures successful completion of all program
components within the dates of service.
4.5 Provide the names, telephone numbers, and email addresses of at least three clients from
whom references may be obtained. References should be from clients for whom the firm has
provided services comparable in type and scope to those solicited in this RFP. For each
reference, include a brief description of the work performed.
SECTION 5: BIDDER RESPONSE AND EVALUATION CRITERIA
5.1 Economy of Preparation
Proposals should be prepared simply and economically, providing a straightforward, concise
description of the bidder's ability to satisfy the requirements of the RFP. Emphasis should be
placed on completeness and clarity of content.
NOTE: ALL PRICES ARE TO BE PROVIDED IN A SEPARATE EMAIL LABELED AS
PRICING INFORMATION. NO PRICING IS TO BE SU BMITTED WITH TECHNICAL
PROPOSAL.
5.2 Proposal Length
Proposals should be limited to twenty (20) pages, excluding resumes, sample materials, a nd
required exhibits. Additional material may be presented as exhibits to the main proposal.
5.3 Evaluation Criteria
The proposal wi ll be evaluated on a one hundred (100) point scale with points assigned as
outlined below.
Vendors failing to score at least 70% (49 points) for Sections 5.3.1 and 5.3.2 combined will not
be considered to have met the minimum acceptable score. Any vendor not meeting the minimum
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acceptable score will NOT have their prices opened and will NOT be considered for award of the
bid.
5.3.1 Qualifications, Experience, and Company Background - 20 points
Responses to Section 4 will be reviewed and evaluated here. Evaluation will consider the firm's
relevant experience, facilitator qualifications, and demonstrated ability to deliver high-quality
academic leadership development programs.
5.3.2 Proposed Program Design and Services - 50 points
Responses to Sections 2 and 3 will be reviewed and evaluated here. Evaluation will consider:
* Quality and appropriateness of proposed learning objectives and outcomes
* Strength of draft agendas and proposed topics for in-person seminars
* Quality of proposed virtual session content and format
* Effectiveness of participant engagement strategies
* Robustness of assessment and evaluation plan
* Clarity of the program design and finalization process
* Overall alignment with the Council's goals and vision for the program
5.3.3 Price - 30 points
The low bid will receive the full 30 points. Each higher bid will receive a percentage of the 30
points on a ratio basis compared to the low bid cost.
5.4 Award
Award will be made to the bidder receiving the highest point total.
5.5 Negotiations
In the event that mutually acceptable terms cannot be reached within a reasonable period of time
with the highest-ranked bidder, the Council reserves the right to undertake negotiations with the
next highest-ranked bidder, and so on, until mutually acceptable terms can be reached.
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Exhibit A
INSTRUCTIONS TO BIDDERS
1. REVIEW DOCUMENTS THOROUGHLY: The attached documents contain an RFP/RFB
for bids. Please read these instructions and all documents attached in their entirety. These
instructions provide critical information about requirements that if overlooked could lead to
disqualification of a vendor's bid. All bids must be submitted in accordance with the provisions
contained in these instructions and the Request for Proposals (RFP) or Request for Bids (RFB).
Failure to do so may result in disqualification of vendor's bid.
2. MANDATORY TERMS: The RFP/RFB may contain mandatory provisions identified by
the use of the words "must," "will," and "shall." Failure to comply with a mandatory term in the
RFP/RFB will result in bid disqualification.
3. PREBID MEETING: The item identified below shall apply to this RFP/RFB.
[X ] A pre-bid meeting will not be held prior to bid opening
[ ] A MANDATORY PRE-BID meeting will be held at the following place and time:
All vendors submitting a bid must attend the mandatory pre-bid meeting. Failure to attend the
mandatory pre-bid meeting shall result in disqualification of the vendor's bid. No one
individual is permitted to represent more than one vendor at the pre-bid meeting. Any
individual that does attempt to represent two or more vendors will be required to select one
vendor to which the individual's attendance will be attributed. The vendors not selected will
be deemed to have not attended the pre-bid meeting unless another individual attended on
their behalf.
4. VENDOR QUESTION DEADLINE: Vendors may submit questions relating to this
RFP/RFB. Questions must be submitted in writing. All questions must be submitted on or
before the date listed below and to the e-mail address listed below to be considered.
Submitted e-mails should have RFP/RFB number in the subject line.
A written response will be published in an RFP/RFB addendum if a response is possible and
appropriate. Non-written discussions, conversations, or questions and answers regarding this
RFP/RFB are preliminary in nature and are nonbinding.
Submit Questions by Deadline in Schedule of Events to: bid.receipt@wvhepc.edu
5. VERBAL COMMUNICATION: Any verbal communication between the vendor and any
Commission/Council/Institution personnel is not binding, including verbal communication at
the mandatory pre-bid conference. Only information issued in writing and added to the
RFP/RFB by an official written addendum is binding.
6. BID SUBMISSION: All bids must be submitted electronically to the e-mail address
identified in the bid document bid.receipt@wvhepc.edu.
Form Origination Date: 03/30/2022