RFP for Human Resources (Final)

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RFP for Human Resources (Final)

  1. 1. V i l l a g e o f M i d l o t h i a n R F P f o r H R C o n s u l t i n g S e r v i c e s Page 1 Village of Midlothian Request for Proposals HUMAN RESOURCES CONSULTING SERVICES Publication of Proposal October 29 2015 Submission of Proposal Deadline November 30, 2015
  2. 2. V i l l a g e o f M i d l o t h i a n R F P f o r H R C o n s u l t i n g S e r v i c e s Page 2 Table of Contents SUMMARY.....................................................................................................................................................3 INTRODUCTION.............................................................................................................................................3 INSTRUCTIONS FOR SUBMITTING PROPOSALS.............................................................................................4 Format...................................................................................................................................................4 Signatures and Date..............................................................................................................................4 Failure to Comply and Required Documents........................................................................................4 Ex Parte Communication.......................................................................................................................4 SCOPE OF SPECIFICATIONS ...........................................................................................................................5 SCOPE OF SPECIFICATIONS (CONT’D) ...........................................................................................................6 REQUIREMENTS ............................................................................................................................................7 PROPOSAL REVIEW AND EVALUATION.........................................................................................................8 AWARD OF CONTRACT..................................................................................................................................8 PROPOSAL COVER PAGE INSTRUCTIONS ......................................................................................................8 PROPOSAL COVER PAGE ...............................................................................................................................9 AFFIRMATION .............................................................................................................................................10
  3. 3. V i l l a g e o f M i d l o t h i a n R F P f o r H R C o n s u l t i n g S e r v i c e s Page 3 SUMMARY The Village of Midlothian hereby issues a Request for Proposals (“RFP”) for Human Resources consulting services to review and make recommendations on the Village of Midlothian’s current Human Resources management practices, policies and procedures, and other related functions, programs and procedures. The intent of this RFP is to retain a consultant with the requisite experience and expertise to manage the Village of Midlothian’s human resources functions and operations and to provide support to supervisory personnel within the Village. INTRODUCTION The Village of Midlothian desires to retain a consultant to provide Human Resources management to the Village of Midlothian. Responses should be in accordance with the guidelines as specified in this Request for Proposals. Services may include but are not limited to: recruiting/staffing, employee orientation, employee relations, performance management, salary administration, oversight of the dismissal of employees, analysis of exit interviews, compliance with federal, state, local laws and statutes, regulations and policies related to employment and compliance with internal policies and procedures. The Village of Midlothian reserves the right to cancel all or part of this Request for Proposals (RFP) at any time without prior notice. This RFP does not commit the Village of Midlothian to accept any submitted proposals, nor is the Village of Midlothian responsible for any costs incurred in the preparation of responses to this RFP. The Village of Midlothian reserves the right to reject any or all proposals, to accept or reject any or all items in the proposals, and/or to award the contract in whole or in part as is deemed to be in the best interest of the Village of Midlothian. The Village of Midlothian reserves the right to cancel, delay, amend or reissue the RFP at any time. In addition, the Village of Midlothian retains the right to waive any non-conformities or deficiencies in any proposal submitted in response to this RFP in its sole discretion.
  4. 4. V i l l a g e o f M i d l o t h i a n R F P f o r H R C o n s u l t i n g S e r v i c e s Page 4 INSTRUCTIONS FOR SUBMITTING PROPOSALS Format Completed proposals shall consist of typewritten pages utilizing 12 point font. There is no limit to the number of pages. Signatures and Date Signature of an individual authorized to represent the respondent shall sign and date proposal cover sheet. The signatory agent’s name must be printed; enter the signatory agent’s title and the name of the organization. Failure to Comply and Required Documents Failure to address all elements within this Request for Proposal, omission of signatures or the following of instructions provided in the Request for Proposal shall result in the application not being accepted for consideration. Ex Parte Communication The Village of Midlothian discourages ex parte communication with any elected official within the Village including the Village President, Village Trustees or the Clerk (“Elected Official”) and/or Village employee after the deadline for the publication and receipt of proposals regarding a person, firm or company’s submission or the Village’s decision to accept, contract or retain any person or firm to perform the services set forth in this RFP. No Elected Official and/or Village employee shall initiate or accept oral communication with any person, firm or company, including any persons affiliated with such, regarding the substance of any proposal under consideration with the exception of any communication which are administrative in nature. Any written communication made by any person, firm or company, and any persons affiliated with such or acting on his/her/its behalf, to any Elected Official and/or Village employee from responding persons, firms or companies will be distributed to the Village Board for review and possible disqualification. Any responding person, firm or company whom the Village Board determines attempted to improperly influence the proposal review and evaluation process in any way may be disqualified by the Village Board.
  5. 5. V i l l a g e o f M i d l o t h i a n R F P f o r H R C o n s u l t i n g S e r v i c e s Page 5 SCOPE OF SPECIFICATIONS Each proposal should contain a general description of the techniques, approaches and methods to be used to satisfy the following scope of the requirements and specifications in the following areas:  Create and recommend a Village Hiring Policy to be approved by the Corporate Authorities taking into consideration the employees, departments and labor agreements involved. The proposal should also provide recommended procedures to assist the Village employees in implementing the recommended policy.  Provide on-site training to supervisory personnel on an as-needed basis in order to enable these employees to properly execute the policy and recommended procedures.  Provide frequent process/status reports to the Corporate Authorities with a minimum of one (1) report expected per month in a form acceptable and approved by the Corporate Authorities.  It is expected that the consultant will supply these reports to the identified Trustee Liaison by the Friday before the first committee meeting of each month for review by the Corporate Authorities.  Conduct a full audit of current human resource policies and practices to ensure applicable Federal, State and local laws are being followed and that best business practices are being followed. The proposal shall also include the proposer’s ability and proposed methodology to present recommendations to the Corporate Authorities regarding any policies or practices which it believes should be modified, the reasons for the proposed modification and further provide guidance and support in creating new policies and practices which it recommends be created and followed.  This audit and review should include, but is not limited to, the following areas: records retention, termination/discipline procedures, discrimination (Title VII, ADEA, ADA, FMLA, etc.), compensation and benefits and confidentiality of records.  Conduct a study of the compensation and benefits provided to Village employees and similar municipal employees in comparable surrounding Villages and present findings in writing to the Corporate Authorities regarding the appropriateness of the compensation and benefits currently provided and potential cost-savings measures which will enhance the Village’s ability to attract and retain highly qualified individuals in its employ. This process should include a review of the current and historical compensation programs and philosophies utilized by the Village.  Create discipline and termination policies and procedures which include processes for investigation of incidents which may lead to potential discipline and provide procedures for issuing disciplinary consequences including, voluntary and involuntary termination of employees.  Provide training and support to Departmental supervisors on the appropriate implementation of such policies and procedures on an as-needed basis.  Facilitate and develop the creation of an employee handbook outlining the practices and procedures of the Village for all employees. It is contemplated that this employee handbook will be created in conjunction with the Departmental supervisors and the Corporate Authorities. This handbook needs to be approved by the Corporate Authorities.  Identify areas and mechanisms for improvement of employee relations and communications to maximize productivity while limiting potential exposure for employee related claims.
  6. 6. V i l l a g e o f M i d l o t h i a n R F P f o r H R C o n s u l t i n g S e r v i c e s Page 6 SCOPE OF SPECIFICATIONS (CONT’D)  Job Descriptions:  Review existing job descriptions and recommend revisions if necessary.  Where job descriptions do not exist, conduct an analysis of each specified position and recommend comprehensive job descriptions with the assistance of Departmental supervisors and/or Village Trustee liaisons.  Recommend an internal organizational chart of the Village, its elected officials, committees, Departments and employees to be approved by the Corporate Authorities.  Develop a performance appraisal process, including appropriate forms and timelines, for employees and Department Heads incorporating the values of the Village and in conjunction with the Corporate Authorities.  Provide training to supervisory personnel on goal setting with employees, appropriate evaluation techniques and appropriate manners to implement the recommended appraisal process and forms to ensure high-level performance and fairness in the evaluation process.  Determine and recommend appropriate training for management staff.  Provide administrative support to deliver such training on an as-needed basis.  Recommend, facilitate and/or provide training classes on an as-needed basis.  Update employee recruiting and selection strategies and provide support to Departmental supervisors and Trustee liaisons in implementing such strategies.  Design and implement new employee orientation program for new Village employees.  Provide ongoing Human Resources management and oversight.  It is the Village of Midlothian’s desire that a primary consultant be identified to provide Human Resources management and oversight and, further, that the identified consultant work with Village of Midlothian on an as needed but routine basis. The schedule of services is intended to vary based upon assignments, workload and Village need. The scope of specifications represents the Village of Midlothian’s initial concept of the work anticipated and deliverables requested for this RFP. This scope of work will be discussed in detail with the selected respondent to develop an agreed upon plan that incorporates the respondent’s approach and the Village of Midlothian’s objectives and monetary constraints. The respondent may submit a proposal in its entirety or for individual sections as described above. Changes in scope may be necessary in order to allow the select respondent to meet the contractual project scope with the available funding.
  7. 7. V i l l a g e o f M i d l o t h i a n R F P f o r H R C o n s u l t i n g S e r v i c e s Page 7 REQUIREMENTS To be considered responsive, a proposal must contain the following, referenced by number and in the following order: 1) Proposal cover page containing Organization/Agency information. 2) Affirmation Page containing authorization information. 3) A summary page with a general description of the services to be provided to demonstrate an understanding of the requirements as describe in the scope of specifications. 4) A detailed cost proposal, including hourly rates for each person and/or rank of person(s) proposed to work with the Village and which further sets forth any and all costs and/or reimbursements which may be sought including, but not limited to, travel costs, mileage reimbursement, food, lodging, copying, and research. A detailed billing practice and proposed payment terms should be provided. 5) A brief description of the respondent’s work history and previous experience as a Human Resource consultant. 6) A description of similar projects completed by the respondent within the past five (5) years. 7) References with contact information from organizations that have used respondent’s services for similar projects/installations. 8) Copies of business licenses, professional certifications or other credentials, mandatory insurance required by law, together with evidence that respondent, if a corporation, is in good standing and qualified to conduct business in the state of Illinois. Please note, proposals may not be sent via e-mail or facsimile. Provide one (1) original, unbound response and two (2) stapled or bound copies of the proposal’s response, in a sealed package to the following address: Village of Midlothian Attention: Michael Kohlstedt, Village Clerk 14801 S. Pulaski Rd. Midlothian, IL 60445 Phone: (708) 389-0200 x244 Fax #: (708) 389-0255 E-mail address: mkohlstedt@villageofmidlothian.org Please submit all questions regarding this RFP to Nicole Faber at the following e-mail address: nfaber@villageofmidlothian.org
  8. 8. V i l l a g e o f M i d l o t h i a n R F P f o r H R C o n s u l t i n g S e r v i c e s Page 8 PROPOSAL REVIEW AND EVALUATION Proposals shall be reviewed and evaluated by Village of Midlothian based upon the following criteria: 1) Management and personnel qualifications 2) Application to delivery of services 3) Relevant experience of firm 4) Price for the Scope of Services requested 5) The value of any cost-saving option(s) presented to the extent the options are acceptable to the Village of Midlothian at its sole discretion. 6) Other factors that may be determined by Village of Midlothian to be necessary or appropriate in its sole discretion. AWARD OF CONTRACT Each respondent submitting a proposal will be notified in writing or via e-mail of the Village of Midlothian’s decision concerning their proposal. Final approval of any proposal submitted herein by a person, firm or company will be subject to the following conditions: 1) Negotiation between the selected vendor and the designated official of the Village of Midlothian of a contractual agreement that is deemed appropriate by the Corporate Authorities; 2) A determination of the availability and proper appropriation of funding as determined by the Corporate Authorities; 3) Approval of the contractual agreement by the Corporate Authorities of the Village of Midlothian. PROPOSAL COVER PAGE INSTRUCTIONS The following organization/agency information must be completed on the Proposal Cover page: A. Name - Provide the name of the organization/agency responding to this RFP. B. Address - Provide your agency or organization’s main office address. C. E-Mail Address - Provide the e-mail address of agency submitting RFP. D. Copy of Current Business License – Provide copy of local business license E. Federal Tax I.D. # - Provide your current federal tax I.D. number. F. Phone Number - Provide phone number of agency and also phone number of contact person where the Village of Midlothian can submit information regarding the proposal. G. Fax Number- Provide fax number of agency where the Village of Midlothian can submit information regarding the proposal. H. Contact-Provide name and phone number of contact person regarding this RFP. I. References - at least two (2) current references and their contact information.
  9. 9. V i l l a g e o f M i d l o t h i a n R F P f o r H R C o n s u l t i n g S e r v i c e s Page 9 PROPOSAL COVER PAGE Organization/Agency Information: (Please print all information on this page) Name: _______________________________________________________________________ Agency’s Address: _____________________________________________________________ E-Mail Address: _______________________________________________________________ Copy of Current Business License: _______________________________________________ Federal Tax I.D. #: _____________________________________________________________ Phone #: ______________________________ Fax#: ______________________________ Contact Person: _______________________________________________________________ References: (1) ___________________________________________________________________________ (2) ___________________________________________________________________________ 2. Type of Organization: (Check One) __ Business, for profit __ Private, nonprofit __ Public Agency __ Other _____________________________
  10. 10. V i l l a g e o f M i d l o t h i a n R F P f o r H R C o n s u l t i n g S e r v i c e s Page 10 AFFIRMATION I affirm that the information within this proposal, to the best of my knowledge, is true and accurate. Further, I am duly authorized to sign and submit this proposal on behalf of this firm or company and recognize that the Village of Midlothian intends to rely upon this representation. Signatory Name: _______________________________________________________________ (Print) Name of Organization: _________________________________________________________ (Print) Signature: __________________________________________ Date: ___________________ *Signature by authorized person(s) is required. Failure to sign this page may cause the proposal to be rejected.

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