Response to Questions Human Capital Management Program RFP

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1 January 25, 2013 Response to Questions Human Capital Management Program RFP 1. How large is the current organization? How many employees? What is the allocated budget for the office? How many branches does it have? Do you currently have any HR staff in place? Currently, BUSA consists of twenty- two (22) Full- Time Employees, five (5) Temporary Employees and three (3) Interns. BUSA only has one branch based in Washington DC; however, utilizes contractors / vendors in various other locations and countries to complete the mission of the organization. Currently, an executive assistant is managing the HR function until a firm is selected via this RFP, process. The firm that is selected will be provided the financials. 2. Projected staff count by 4/1/2013; 7/1/2013, 10/1/2013, 12/31/2013? It is estimated that BUSA will consist of fifty (50) to seventy- five (75) Full- Time Employees when fully operational. A timeline for implementation of the positions has yet to be determined. 3. Is there a targeted budget and timeline for this proposed project? There is no targeted budget for the Human Capital Management Program. The timeline and project start is immediate and implementation should begin as soon as possible. 4. Where is Brand USA located? 1725 Eye St NW, Washington DC

2 5. Can Brand USA provide an organization chart and a list of job families with approximate number of employees? Can a detailed description of the current HR structure be provided? Currently, an executive assistant is managing the HR function (which is basic employee files) until a firm is selected via this RFP, process to implement a HR structure. An organizational chart will be provided to the firm selected. 6. Can we compete as a company? We are a small business human resource consulting and outsourcing firm. Is it possible to compete for the Brand USA Human Capital Management program as a company? Yes, your company can compete. 7. What HR systems are used by Brand USA for recruitment, onboard, performance management, training, etc.? Currently, BUSA is without an HR system (minus basic employee files), thus the need for the Human Capital Management Program Consultant. 8. Will there be one point of contact at your company for this project, or will we deal with multiple contact points? BUSA will designate one point of contact to manage this project; however, frequent communication with various BUSA employees may occur. 9. Do you prefer us to bid an hourly rate, day rate, and comprehensive project fee rate? Proposer must submit an annual fee for service with an amount not to exceed. Proposer must submit an appropriate and realistic sample budget, outlining each of the duties described in the Scope of Work, including all services, hourly rates, out- of- pocket costs, reimbursements and administrative fees (these costs shall include telephone, postage, travel, shipping, research, etc. if applicable). 10. If travel and expenses are involved do you prefer us to account for them separately, or wrap into the project pricing? All fees should be included within your RFP submission, including travel and any anticipated reimbursement (see above). 11. Does Brand USA have a strategic/operational plan that can be shared? Do you have a current staffing plan tied to your business strategy? If so, how many years out does it project? BUSA has been in operation for short period of time and recently hired a new CEO and V.P. of Operations. Therefore, the strategic /operational plan and business strategy is currently is revision / development. With that said, the mission of BUSA is to encourage increased international visitation to the United States and to grow America's share of the global travel market. In doing so, we 2

3 aim to bring millions of new international visitors who spend billions of dollars to the United States, creating tens of thousands of new jobs to America. 12. What is the expected period of performance? The expected period of performance shall begin immediately and the goal is to have the HR function is fully operational within one (1) year. 13. What is the place of performance (onsite or contractor site)? The place of performance shall be the BUSA Executive Office (1725 Eye St NW, Washington DC 20006). However, it is understood that some of the work might be prepared at the selected contractors site. 14. Has Brand USA identified comparable organizations/ agencies for benchmarking? Not in regards to the HR function. Thus the recruitment for an HR consultant with HR best practices and expertise. 15. Has there been any similar initiatives in the past addressing these requirements? If so, what contractor(s) provided services supporting these initiatives? No, this is the first time BUSA is going out to bid for a complete Human Capital Management Program. 16. How did you hear of the firms or come in touch with firms? A regional Human Capital consultant search was performed, recommendations, were obtained and associations were reviewed. 17. What are some of the attributes and characteristics of the HR firm you are looking to partner with? A firm that has its certifications, understands HR best practices, has over 10 years of HR working experience, has implemented change management, has project management experience, has task execution experience and facilitation experience. 18. Would it be easiest for you to have a single point of contact at our company? A single point of contact is required for the Human Capital Management Program. 19. Would the consultant(s) we assign to this project need to be onsite daily? If so, what are the work locations for the project? Initially yes. Once a review of current operations and the schedule for implementation plan is completed, this onsite requirement will be revisited. 3

4 20. If the project may be conducted virtually, will Brand USA have a formal training or onboarding for us to get acclimated and kick off the project? Initially the selected consultant will need to be onsite. BUSA will conduct a kickoff highlight what is currently in place and introduction to staff. 21. Has a time frame been determined, once a vendor has been selected, to complete the work, or is this an ongoing outsource relationship? If so, is there an annual re- vetting process as a vendor? The expected period of performance shall begin immediately and the goal is to have the HR function fully operational within one (1) year. It is expected that the relationship will be ongoing in excess of one (1) year. The contract will be written for one (1) year with renewable one (1) year terms. 22. Please provide additional clarification regarding your request for an annual fee for service and a sample budget. Some of the deliverable are one- time builds are you seeking a consultant that will provide ongoing HC consulting services once a new HR function is designed and a workforce strategy plan and talent management model are developed? It is expected to have the HR function fully operational within one (1) year. It is expected that the relationship will be ongoing in excess of one (1) year to manage the new HR function once implemented. 23. Are there current job openings? If so, what are they? There is currently only one vacancy: 1. Executive Administrative Assistant - Office of the President & CEO and the Corporate Communications Department 24. There is no mention of employment compliance matters. Does Brand USA wish to include this in the assessment? In addition, there is no specific mention of employee benefits. For purposes of this RFP are they considered part of compensation and will thus be reviewed and benchmarked? The RFP calls for the consultant to implement a high- performance Human Resource Function utilizing benchmarks against both local and nationally recognized Best in Class practices for Human Capital. The RFP also notes the selected consultant shall review the current service delivery and conduct a gap analysis and assess the best opportunities for implementation. It is BUSA s expectation that these items would be highlighted and yes, they would be assessed / benchmarked. 25. Under Deliverable A, #4, it requests that job descriptions be revised to support "the future Brand USA organization design to support the overall Human Capital Strategy as follows:" Does this requirement mean job descriptions only for the human resource organization as developed under Deliverable A as part of the Human Resource Function, or is it a broader requirement based on a new organization structure that is not part of this project? Are the job 4

5 descriptions specific to the HR function, or for the whole organization? How many job descriptions are there currently? For the purpose of this RFP, it shall be anticipated that all job descriptions will be reviewed and revised as needed based off the current structure. However, with this said, there may be new positions in the future. Currently, there are thirty- one (31) job descriptions. 26. Under Deliverable B, #3-5, are these deliverables new systems to be developed, or discussions within the workforce strategy? The deliverables are new systems to be developed. 27. What are the titles of the current employees? Director- Public Policy Liaison President - CEO In- Kind Coordinator Staff Accountant VP. Partnership Develp.NA Manager Intl. travel trade Manager Intl. travel trade Financial Consultant Chief Communications Officer Operations- In- house Counsel Office Manager Marketing Project Manager Senior System Engineer VP Global Partnership Dev. Partnership Marketing Receptionist Business Development Asst. Digital Director Executive Assistant Manager of Soc. Media Dir. of Partnership Development VP of Operations VP Partnership Marketing Director of Public Affairs Chief Business Dev. Officer Coordinator of Bus. Development Partner Marketing Manager Manager of Advertising Marketing Social Media Business Development 28. Deliverables A, B, C specifically state defining and designing HR function, and creating plans and processes only. There is a brief mention of implementation in other parts of the RFP but not in the scope. Is it the intent of Brand USA to also include support for implementation of recommendations in this proposal? Within the RFP, Attachment #2, Scope of Work, the second paragraph highlights that the project manager shall maintain continuous project management in support of the RFP (both assessment and implementation). For purposes of this RFP, the selected consultant shall have the responsibility of implementation on all deliverables, once the presented recommendations are approved by the appropriate BUSA authority (i.e. Executive Staff or Board of Directors). 29. Are we able to meet with members of management to better understand the RFP, work environment and work culture? Initially BUSA will conduct their initial assessment of the submitted proposals and develop a shortlist of potential consultants. At this time, BUSA may choose to meet with the shortlist of firms, which would allow for a question and answer 5

6 period. 30. What are the key objectives of this project Is it to modify the existing program to meet certain business objectives or develop a brand new HC Management Program? The key objective is to develop a brand new HC Management Program. 31. Does Deliverable C include development of new Competency model and a Career Architecture? Yes, it shall be assumed that this will be an anticipated objective of the RFP. 32. Does Deliverable C include developing recommendations for training & executive coaching strategies? Yes, it shall be assumed that this will be an anticipated objective of the RFP. 33. Currently, is there a career model/competency in place? If not, what type of tools methods do managers use to assess employee performance and assist with development? Currently BUSA is without a career / competency model. Currently, there is not an organization wide method that managers are using for employee performance and development. 34. Deliverable B please clarify if a business case has been built for the change in business or marketing strategy? The BUSA business or marketing strategy is not part of the Human Capital Management Program RFP. 6

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