The selected firm will conduct a multi-phase assessment, including: Current State Assessment • Review existing bond office organizational structure, staffing, and roles/responsibilities. • Analyze funding mechanisms and budget allocations related to bond-funded projects. • Evaluate communication strategies between the bond office, district leadership, school sites, and external stakeholders. • Examine bid processes, contract award procedures, and compliance with procurement policies. • Assess department operations for efficiency, redundancies, and areas of improvement. Discovery Phase • Conduct interviews with key stakeholders, including bond office staff, district leadership, board members, bond oversight committee and external partners. • Review relevant documentation, including past bond reports, procurement policies, contract agreements, and financial records. • Benchmark against best practices from similar-sized school districts in Oklahoma and nationally. Outcomes and Recommendations • Identify inefficiencies and provide recommendations to streamline operations. • Propose strategies to enhance transparency and accountability in bond management. • Suggest improvements in bid processes, contract administration, and vendor management. • Recommend adjustments to personnel structure to enhance productivity and oversight. • Outline best practices for communication between departments and external stakeholders. Presentation to Senior Leadership and Board Members • Develop a comprehensive report outlining findings and recommendations. • Present key insights and proposed solutions to district senior leadership. • Provide a formal presentation to the Board of Education, including an executive summary.
