Request for Proposal (RFP)

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1 Request for Proposal (RFP) For the Provision of Professional Consulting Services For a Human Resources (HR) Review Including Pay Equity, Compensation Review and Planning October 2012 Page 1 of 15

2 INFORMATION AND INSTRUCTIONS Closing Date and Time Proposals must be received by the Manager, Corporate Services or designate before 12:00 noon local time on Thursday, October 25, SSMEDC will not accept submission of any proposals after the closing date and time and any received will be returned to the vendor unopened. Proposal Submission Responses to this RFP need to be concise with a maximum of 10 pages, a detailed budget and the supporting attachments, resumes of team members, examples of previous work, etc. are required to be received in electronic format (MS Word or PDF file) with no single being over 4 MG. In addition to the electronic copy, four paper copies of the complete package must be submitted to: Proposal Contents Sault Ste. Marie Economic Development Corporation C/o Debbie LaFleur Manager, Corporate Services 99 Foster Drive, Level 1 Sault Ste. Marie, ON P6A 5X6 (705) Proposals must include the following components, each in appropriate detail: A description of the vendor s firm along with any other firms which will be taking part in the work on behalf of the primary vendor. A description of the vendor s experience in similar projects along with the expertise of any other firms that will be involved as part of the vendor s team. Respondents should include at least three (3) references that outline previous projects of a similar nature that have been completed by vendor. This will include the client names and contact information including telephone numbers. The SSMEDC reserves the right to contact these references. Resumes of key staff proposed to work on the project. The resumes should identify achievements relevant to the project at hand. An indication of the vendor s understanding of the project scope and requirements, including how each of the specific requirements will be performed. A proposed timetable for completing the project. Proposed meeting dates, other key events and major project deliverables should be identified on the project timetable. A breakdown of all project costs, including an estimate of anticipated expenses. Vendors may include any additional information regarding their firm and/or services that may prove beneficial to the evaluation of the proposal. This information would be provided in the form of appendices. Pricing and Additional Work The Vendor will provide a Guaranteed Maximum Price for all project work, and shall abide by the price stated. No further payments beyond the contract amount will be made for any additional services required to provide a satisfactory deliverable. If additional requirements are requested by SSMEDC beyond the scope of work described in this RFP, the cost of these services would be negotiated between SSMEDC and the company that has been selected to perform the work. Any additional work will only be undertaken based on a request in writing from the SSMEDC. October 2012 Page 2 of 15

3 Invoicing SSMEDC will work with the vendor to determine a payment schedule acceptable to both parties. SSMEDC s Internal Use of the Proposal SSMEDC may reproduce the vendor s proposal and any supporting documentation for internal use. Errors and Omissions The information contained within this RFP is supplied solely as a guideline for responding vendors. The information is not necessarily comprehensive or exhaustive and nothing in the RFP is intended to relieve vendors from forming their own opinions and conclusions with respect to the matters addressed in the RFP. Should a vendor feel that there are errors, omissions or discrepancies in any of the proposal documents or should the vendor be in doubt as to the meaning of any part of such documents, the vendor should notify Manager, Corporate Services or designate without delay. Addenda If required, addenda will be posted on SSMEDC website It is the vendor s responsibility to ensure all addenda has been read and noted. Vendor Expense Any expenses incurred by the vendor in the preparation of the proposal submission are entirely the responsibility of the vendor and will not be charged to SSMEDC. Acceptance or Rejection of Proposal SSMEDC reserves the right to reject any or all proposals and to waive formalities as the interest of SSMEDC may require without stating reasons. Notwithstanding and without restricting the generality of the statement immediately above, SSMEDC will not be required to award and accept a proposal: When only one (1) proposal has been received a s a result of the current Request for Proposals; Based on price (i.e. lowest price); Where the lowest quotation by a vendor substantially exceeds the estimated cost of the project; When all proposals received fail to comply with the specifications or proposal terms and conditions; Where a change in the scope of work or specifications is required; and/or Where the proposal documents do not state a definite work schedule and a submitted proposal is based on an unreasonable work schedule. Responsibility for Damages The successful vendor will indemnify and save harmless SSMEDC against all claims, demands, loss, cost, damages, actions, suits or other proceedings by whomsoever made, brought or executed by, or attributed to any such damages, injury or infringement as a result of activities under this proposal. Protection of Work and Property The successful vendor will provide continuous and adequate protection of all work from damage and will protect SSMEDC s property from injury or damage arising from or in connection with this work. The successful vendor will make good any such damage or injury. October 2012 Page 3 of 15

4 Cancellation SSMEDC reserves the right to immediately terminate the contract for sufficient cause, including but not limited to such items as non-performance, late deliveries, inferior quality etc. If the vendor should neglect to execute the work properly or fail to perform any provision of this award, SSMEDC after three (3) days written notice to the vendor, may without prejudice to any other remedy in existence, make good such deficiencies and may deduct the cost thereof from any payment then and thereafter due to the vendor. Continued failure of the vendor execute the work properly will result in the termination of the contract following written notice. Either party may terminate the contract by giving the other party thirty (30) days written notice, giving reasons acceptable to the other and subject to approval by both parties involved in the contract. Failure to maintain the required documentation during the term of this contract may result in suspension of the work activities and/or cancellation of the contract. Confidentiality Understanding The successful vendor and its employees/associates may have access to information confidential to SSMEDC. This information may include, but is not limited to, terms of the agreement, business methods and systems, contractual terms, pricing, personal information etc. subject to disclosure by law, the successful vendor agrees that it and its employees/associates who have access to this information will not either during the term of the agreement or at any time thereafter reveal to any third party any of this confidential information or use in any way, whether on the successful vendor s behalf or on behalf of any third party, any such information. The obligations of this section survive the expiration or termination of this agreement indefinitely. Freedom of Information The content of the proposal and all documentation of information submitted shall be held in confidence by SSMEDC subject only to the provision of freedom of information and privacy legislation, including without limitation the Municipal Freedom of Information and Protection of Privacy Act. All written proposals received by SSMEDC become a public record, once a proposal is accepted by SSMEDC and a contract is signed, all information contained in it is available to the public including personal information. Any personal information required in the proposal is received under the authority of SSMEDC. This information will be an integral component of the quote submission. Sub-Consultants The use of appropriate and credible sub-consultants by the vendor to perform portions of the project is permitted. Ownership The information, reports, documentation, plans, etc. that are a product of this award by the successful vendor, will become the exclusive property of SSMEDC. However, intellectual property, such as specific tools, templates, processes, etc. that the vendor has provided as part of the deliverables for this project (i.e. job descriptions) remains the property of the vendor and the vendor is free to use any of such material in other contexts and with future clients. October 2012 Page 4 of 15

5 Introduction The Sault Ste. Marie Economic Development Corporation is issuing this Request for Proposal for Professional Consulting Services to undertaking a comprehensive study that will: a) Enable the SSMEDC to be in compliance with Pay Equity legislation; and b) Review and assess the SSMEDC organizational structure, and existing human resource complement, current and anticipated human resources requirements and complementary compensation study in order to make recommendations on human resources planning, development, changes and improvements as required. SSMEDC Overview Sault Ste. Marie Economic Development Corporation (SSMEDC) is a not-for-profit Corporation, funded by public and private partners. It is the community s leader in supporting sustainable growth and development of the local economy. (Attachment 3 SSMEDC Strategic Plan Update ) Vision Statement Our community, City Council and other partners recognize and value the Corporation as their source for leadership and support in shaping and creating a competitive, sustainable and thriving economy for Sault Ste. Marie. By 2020, Sault Ste. Marie will be recognized as a leading community having an increasingly diverse, sustainable and globally competitive economy supported by energy, manufacturing, innovation, research, small business and tourism sectors. We are a high-performing economic development organization and strive to continually improve. Mission Statement To support the sustainable growth and the further development of a diversified community economy through activities and undertakings, which facilitate: the creation and retention of wealth in the community; increasing productivity and global competitiveness; inward investment and trade; and, the marketing and promotion of local business development and tourism. Project Background The purpose of the current RFP is to ensure compliance with the Pay Equity Act; enable the SSMEDC to attract and retain qualified employees, have a workforce that enables the Corporation to develop and deliver its strategic plan, as well as its mandate and mission plan for the City s economic development within an appropriately organized corporate structure.. Overall Project Goals The goal of the project is to ensure SSMEDC is: in compliance with the Pay Equity Act; a competitive employer; delivers service effectively, through an appropriately staffed organizational structure, complementary work planning and processes. maintains internal equity Meeting these goals requires a review of the compensation program, the job descriptions for each position (with the exception of CEO), a market analysis of comparable employers including their compensation structure, as well as an organizational review, development of pay equity plan and internal equity plan. October 2012 Page 5 of 15

6 Project Objectives 1. Assess SSMEDC in terms of roles, responsibilities and working relationships 2. Evaluate SSMEDC organization structure and recommend changes as required 3. Prepare or update position descriptions in support of any organization requirement or change 4. Establish a plan to comply with / maintain Pay Equity 5. Survey prevailing market rate compensation (salaries and benefits) and provide for internal equity and appropriate market comparable rates (number of comparator organizations or benchmark positions to be determined) 6. Based upon findings, ensure the salary structure and program is consistent with current and future needs. 7. Remain competitive in the labour market to attract, retain and motivate a professional, productive and diverse workforce. The scope of the work entails the listing of position descriptions shown on Attachment 1. A copy of the current organization chart is provided as Attachment 2. Purpose and Scope of Work The purpose of this project is to review and report on: a) SSMEDC compliance with Pay Equity legislation that may impact the HR Review b) Human resources review including working/reporting relationships, roles and responsibilities, compensation (including salary and benefits) and employment practices to effectively recruit and retain top talent. The scope of the work includes but is not limited to the compensation, organization design and Pay Equity based requirements of SSMEDC. Project Assumptions 1. The Consultant will have access to the appropriate people, reports, files and information. 2. Any decision regarding approach and results will be made in consultation with SSMEDC. Parties The parties to be involved in the project and acceptance of the Report are the Executive Committee or designate and the CEO. Point of contact during the project will be the CEO or designate. October 2012 Page 6 of 15

7 Method and Approach The project is comprised of two parts. Part A is comprised of SSMEDC s compliance with Pay Equity legislation. Part B is comprised of a review of HR and assessment. Upon the completion of Part A, SSMEDC will determine whether and how to proceed with Part B. At this time, and in accordance with any decision to proceed, Part B will be reviewed and adjusted as necessary to incorporate findings and results of Part A. The Consultant will work with SSMEDC staff and Board on a collaborative basis in undertaking this project. Communication is a key step in both parts of this approach and will be developed in accordance with SSMEDC objectives to be transparent and open. The following methods to complete the project will include: Part A Compliance with Pay Equity Legislation The successful firm(s) will be responsible for all or part of the following: 1. The Consultant will collect information on all positions (based on 20 or fewer distinct positions). This will involve conducting one-on-one interviews in order to capture correct duties, responsibilities and activities. A job questionnaire will be developed and used to gather information. Information will also be used to update all position descriptions. 2. SSMEDC will assemble historical information for job evaluation and pay equity purposes. This information will include but not be limited to: A list of applicable jobs and corresponding job history, since SSMEDC employed ten (10 people or date legislation took effect. A portfolio of job descriptions: All job descriptions in effect since the effective date for Pay Equity (PE) and the effective date for each new job. If formal job descriptions do not exist, a history of changes to the job(s) and the effective date for any/all changes will be prepared. A history of every person in each job from start to end date: name, title, gender, annual compensation. A history of training, certifications required for each job by SSMEDC (not the incumbent). 3. The Consultant will conduct job evaluation. Activities will involve: Select the job evaluation system Develop the job information questionnaire Collect any job related information via questionnaires and on-site interviews Evaluate jobs Apply job evaluation results to pay data Develop / propose PE plan if necessary, and identify any liability and/or redress required to achieve compliance Transfer information to SSMEDC designate 4. The Consultant will identify any pay inequity. Activities will involve: Comparing female dominated jobs to male dominated jobs Identify any pay inequities 5. The Consultant will calculate any pay equity payment, if required October 2012 Page 7 of 15

8 6. SSMEDC and the Consultant will prepare Pay Equity Plan if required 7. Should the Pay Equity Plan require interactions with the Ontario Pay Equity Commission, the consultants may be required to represent SSMEDC interests. 8. SSMEDC will adopt Pay Equity Plan including recommendations for a maintenance program. Deliverables: The following deliverables can be expected from Part A Compliance with Pay Equity Legislation: 1. An interim report submitted at the project mid-point to the CEO/Executive Committee or designate(s) 2. A final Summary Report on the Pay Equity Plan submitted as part of completing the project, to the CEO/Executive Committee or designate(s) Upon the completion of Part A, SSMEDC will determine whether and how to proceed with Part B. At this time, and in accordance with any decision to proceed, Part B will be reviewed and adjusted as necessary to incorporate findings and results of Part A. Should SSMEDC decide to proceed with Part B SSMEDC may review terms of reference for this element of the Study; as a consequence, the consultant may be asked to submit a quote for any new work. Part B Conduct HR Review and Assessment The successful firm will be responsible for the following undertaking, taking into consideration the information provided in the Introduction, SSMEDC Overview, Project Goals, Objectives, Purposes and Scope previously described: Job Profiles Descriptions and Evaluations 1. Validate position descriptions as necessary to ensure compliance with an legal requirement by position / incumbent Pay Structure a) Conduct one-on-one interviews with each staff member and as necessary b) Change/update position description if necessary c) Review job titles to ensure that they are effective and consistent The fundamental question being addressed in this section is Does the current staff complement, associated job descriptions and organizational structure best enable the Corporation to fulfill its role and work? The goals in reviewing and possibly updating the pay structure are to establish a system that attracts and retains well qualified staff and maintains competitive compensation practices with those of comparable employers. 1. Develop compensation strategy 2. Conduct compensation study a) Establish scope of work: salary, benefits, employment practices b) Develop survey instrument c) Identify comparators (up to ten comparator organizations or 5 benchmark positions) d) Survey comparators e) Collect results f) Conduct interviews as appropriate (up to four) October 2012 Page 8 of 15

9 g) Analyze findings and compare to current compensation h) Report on findings 3. Develop compensation program a) Compare internal to external compensation b) Compare internal to internal compensation c) Apply compensation strategy to position compensation relative to market d) Develop recommendations: salaries, salary ranges, placement on range, benefits, employment practices 4. Develop salary administration program Organizational Review a) Develop process to advance through salary range b) Determine treatment for new hires, any employee below range minimum or above range maximum 1. Develop organization design approach and criteria 2. Evaluate organization design and structure with respect to its vision, mission and strategic plan 3. Recommend any changes to organization design and structure as well as any human resource development measure 4. Recommend transition plan for implementing any organizational changes, including cost considerations (note: cost considerations will be based on results of compensation study and any resulting change to the current program) Communications Plan The Consultant will work with SSMEDC to create the Communications Plan for Part B: 1. Develop communications in accordance with SSMEDC objectives to be transparent and open 2. Identify internal communications resource Deliverables The following deliverables can be expected from Part B - HR Review and Assessment including Communication Plan: 1. An interim report on the Review and Assessment of HR and Communication Plan; submitted at the project mid-point to the CEO/Executive Committee or designate(s) 3. A draft final Summary Report on the Review and Assessment of HR and Communication Plan: submitted towards the conclusion of the project, to the CEO/Executive Committee or designate(s) 4. A final Summary Report on the Review and Assessment of HR and Communication Plan; submitted as part of completing the project, to the CEO/Executive Committee or designate(s). Intellectual Property The Report and all information in the Human Resources Review and Assessment is the intellectual property of SSMEDC and may be used at the sole discretion of SSMEDC. Proposal Selection Process October 2012 Page 9 of 15

10 A consultant selection committee may be comprised of Executive Committee designate, SSMEDC CEO, and senior managers. The Sault Ste. Marie Economic Development Corporation has the right to negotiate with the proponents who presented the most attractive proposal. The Sault Ste. Marie Economic Development Corporation shall have the final authority on all matters regarding the Request for Proposal. October 2012 Page 10 of 15

11 Selection Criteria While the following are the selection criteria that will guide SSMEDC s evaluation of the vendor proposals, SSMEDC may not limit it to these criteria, and may also take into account additional considerations. The sequencing of the criteria does not suggest or imply their relative weighting. The criteria include: Vendor s demonstrated knowledge, experience, and successes with Pay Equity legislation Vendor s demonstrated knowledge, experience and successes overall and particularly in relation to similar projects. This will include the qualifications of individuals assigned to the project and their availability. Vendor s project management experience in supervising any subcontractors and delivering a seamless product to the client. Client references for relevant projects. Provide at least three (3) references from three (3) different organizations with current contact information. Quality of proposal. This includes the level of detail and quality/thoroughness of recommendations and providing a clear project plan that identifies critical milestones. Ability to stay within project budget and meet project completion target date. Any features of advantages uniquely proposed by the vendor with SSMEDC has not identified in the project deliverables or description. Vendor s financial proposal (including itemized breakdown of costs for Parts A and B, fee structure, projected expenses) Evidence of local content in support of small business in Sault Ste. Marie. Upon ranking of the RFP, the top firms may be contacted by phone or if clarification is needed and to explore any gaps in information. Budget Proponents are advised that the general budget allocation for all parts of this project will not exceed a combined total of $ 70,000 CDN inclusive of all taxes and disbursements. Proponents are advised that explicit agreement should be provided indicating that the quoted price is good for sixty (60) days. Attachments 1. List of Position Descriptions, SSMEDC Organization Chart, September SSMEDC Strategic Plan Update SSMEDC Website October 2012 Page 11 of 15

12 ACTIVE POSITIONS Attachment 1 List of Position Descriptions, Business Sault Ste. Marie (6) Executive Director Director, Industrial Marketing Director, International Relations/Global Logistics General Manager, Enterprise Services Small Business Development Advisor Youth Business Development Coordinator Corporate Services (6) Accounting Clerk Controller Reception Information & Technology Communications Coordinator Manager, Corporate Services Tourism Sault Ste. Marie (5) Executive Director Meetings and Conventions Coordinator Reception, Administrative Assistant Tourism Partnership Coordinator Sports Tourism Coordinator INACTIVE POSITIONS Business Sault Ste. Marie (formerly Development SSM) (20) Executive Director Economic Development Officer Executive Assistant Economic Development Marketing Researcher International Relations Officer Intern Economic Development Administrator October 2012 Page 12 of 15

13 Italian Mission Communication Assistant Industrial Marketing Strategy Intern Industrial Marketing Researchers Industry Researcher Administrator Industry Researcher Enterprise Centre (now under Business SSM) Small Business Administrator Small Business Advisor/Researcher Youth Development Coordinator Marketing and Event Coordinator Marketing and Communications Coordinator GIS Coordinator Intern Economic Development Liaison/Labour Development Conference Coordinator CCIP Assistant CORPORATE SERVICES (6) Communications Coordinator, SSMEDC and Destiny Intern Communications Coordinator Jr Finance / Administration Officer Corporate Services Assistant Researcher Project Administration Casino Intern TOURISM SSM (10) Manager, Tourism Sales and Marketing Coordinator Meetings, Conventions and Travel Trade Coordinator, Meetings, Conventions and Sports Tourism Reception / Administrative Assistant (v.1) Coordinator, Special Projects Festival/Events Network Coordinator Festival/Events Researcher Tourism Researcher Trails Coordinator Tourism Development Officer October 2012 Page 13 of 15

14 Attachment 2 Organization Structure October 2012 Page 14 of 15

15 Attachment 3 SSMEDC Strategic Plan Update Can be viewed at October 2012 Page 15 of 15

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