Learning Space IntegratorThe LSI category

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Procurement

How to hire a Learning Space Integrator

Select an LSI on qualifications, methodology, and fit with your district's vision, not on price alone. Most districts can complete the process in about three months.

Four phases from kickoff to contract

  1. Month 1

    Prepare your district

    Assemble a committee that includes purchasing, legal, curriculum, facilities, special education, technology, teachers, and students. Confirm state procurement rules and secure leadership approval.

  2. Months 1–2

    Develop and issue the RFQ

    Write a school-by-school scope, publish weighted evaluation criteria, invite 3–5 qualified firms, and answer every question in writing to all firms.

  3. Month 3

    Evaluate proposals

    Score independently, then reach consensus. Check references and interview the top 2–3 finalists with the same questions in the same order.

  4. Months 3–4

    Award and kick off

    Document your rationale, notify every firm in writing, execute a contract with site-by-site milestones, and hold a kickoff within a week.

RFQ or RFP?

Both are valid qualifications-based approaches. Decide before you issue the solicitation, publish your choice, and apply it consistently.

RFQ: Request for QualificationsRFP: Request for Proposals
How it worksFirms are ranked on qualifications only. The district negotiates fees with the top-ranked firm.Technical and fee proposals are scored together using weights published in advance.
Best whenThe scope is complex or not fully defined, and you want to shape it with your partner before pricing.The scope is well defined, or board or state policy requires price to be scored.
Watch forIf negotiation with the top firm fails, move to the second-ranked firm and document it.Price is typically 10–25% of the score and should never outweigh the technical evaluation.

Procurement law varies by state. Confirm your approach with your purchasing director and legal counsel, and check whether a cooperative purchasing program you belong to already offers a suitable contract.

Nine criteria to score every firm

Your committee sets the weight for each criterion before issuing the solicitation. The weights must total 100% and cannot change after proposals arrive.

  1. Relevant Experience & Past PerformanceComparable K-12 projects, outcomes, references
  2. Educational / Learning Environment ApproachVision first, learning science, universal design
  3. Stakeholder Engagement & DiscoveryBreadth of voices, student voice, resolving disagreement
  4. Design & Planning MethodologySite-specific, integrated, flexible
  5. Implementation & Project ManagementSchool-by-school accountability, change management
  6. Budget, Cost Transparency & ValueClear fees, realistic budgets, justified value
  7. Product Sourcing & Procurement TransparencyVendor relationships disclosed, objective recommendations
  8. Partnership, Governance & CommunicationResponsiveness, continuity, trust
  9. Outcomes, Evaluation & Continuous ImprovementUtilization, adoption, perception, learning loops
Measure what matters. Ask firms how they measure space utilization, educator adoption, changes in teaching practice, and student and staff perception. Standardized test scores are not a valid measure of a learning environment.

Get the full process, ready to use

The free LSI Toolkit includes the complete guide, an editable RFQ, the scorecard with an Excel calculator, and the finalist interview guide.

Get the free toolkit