REQUEST FOR PROPOSAL (RFP)

Transcription

1 REQUEST FOR PROPOSAL (RFP) Update and development of UNB Human Resource Management Systems for Salary Administration and Staff evaluation Upper Nicola Band 2155 Village Road Douglas Lake, BC November 4, 2014

2 1. SUMMARY AND BACKGROUND Upper Nicola Band is currently accepting proposals to contract a Registered Human Resources (HR) practitioner to assist Upper Nicola Band to update and develop Human Resources systems. The scope of work will include development and update of Upper Nicola Band s job descriptions, development of salary scales, and development of standardized employment contracts for staff and non-employees (consultants and contractors), a staff performance evaluation system and a salary administration policy. Upper Nicola Band has a staff of 60 employees. We currently do not have a Human Resource Manager in place. Senior Managers (Administrator, responsible for Administration, and the Senior Executive Co-ordinator, responsible for Governance activities) are developing job descriptions and employment contracts for new employees, and non-employees such as contractors and consultants. A UNB Finance Staff member is responsible for basic human resource management function: payroll, remittance of employment insurance, WCB, liaison with company responsible for benefits, pension. Finally, this individual assists Senior Managers to implement UNB Personnel Policy as required. The 60 UNB employees work in the following three areas of employment: a) Administration that delivers the AANDC programs and services, and health programs as funded by First Nations Health Authority. b) Governance that assists Chief and Council with consultation, accommodation, protection of syilx title and rights. c) Economic Development: revenue generating arm that presently operates under the Band, with the plans to transition to Upper Nicola Indian Band Limited Holdings, a corporate structure that is becoming operational. 2. PROJECT PURPOSE AND DESCRIPTION The purpose of this project is as follows: UNB would like to update a portion of our HR Systems to ensure best Human Resources practices in the areas of organizational development, organizational effectiveness and total compensation. Project Description: Upper Nicola Band requires the assistance of a Registered Human Resources (HR) practitioner to assist Upper Nicola Band to review and update 35 existing job descriptions and to develop 25 new job descriptions. 1

3 After job descriptions are finalized, the Registered HR practitioner will be requested to identify salary scales for clusters of job families, utilizing: a) The finalized job descriptions, b) AFOA B.C. FIRST NATIONS SALARY SURVEY REPORT 2013 EDITION 1 and The National Occupational Classification Labour Market Indicators and Pay scales. Furthermore we would like to have the Registered HR practitioner develop an employee performance based evaluation system that will serve as objective vehicle for salary reviews of existing staff. This will include a review of existing employment contracts and the development of standard employment contracts for permanent and term employees, and will include templates of agreement for service aimed at non-employees such as consultants and contractors. 3. PROJECT SCOPE The following table summarizes the need for updated and development of job descriptions and employment agreements/contracts UNB Pillars/ Areas of Employment # of Permanent Positions Positions with Job Description Positions with employment Administration, including Band Administration, Capital Works, Lands, Education, Social Development, N kwala School, Health Governance; including Cultural Heritage Economic Development: including Forestry, Silviculture 50: 32 Full Time 18 Part Time contract Full Time Full Time 4 Seasonal 2 2 The scope of work will include development and update of Upper Nicola Band s job descriptions, development of salary scales, and development of standardized employment contracts. 1 AFOA B.C. FIRST NATIONS SALARY SURVEY REPORT 2013 EDITION salary-survey.pdf 2

4 UNB requests the selected bidder to be responsible for the following steps: Development and update job descriptions: 1. Receive current job descriptions for review. Identification of gaps in existing job descriptions. (December 2014) 2. Meet with Upper Nicola Band Managers to discuss job descriptions that need to be updated, and or developed. Registered HR practitioner will collect required information to draft job descriptions. (December 2014) 3. Draft Job descriptions, (January February, 2015) 4. Review draft job descriptions with UNB Administrator and/or Managers to make any necessary changes.(january-february, 2015) Development of salary scales UNB Salary Scale 5. Identify salary scales for job family clusters, utilizing the finalized job descriptions and AFOA/National Occupational Classification Pay scales as a reference. These scales will be noted in the job descriptions (February- March, 2015) Development of standardized employment contracts, Salary Administration Policy and Staff evaluation system 6. Review existing employment contracts, create a Salary/Wage Administration Policy and Staff evaluation system. Draft standardized employment agreement for all Upper Nicola Band permanent and term positions will be drafted, that will align with best practices and applicable labour legislation. (March 2015) Deliverables that will result from the project will be: 1. Updated job descriptions for all permanent UNB positions. 2. Salary scale for each position. 3. Standardized employment contracts for all UNB permanent and term positions. 4. Templates for agreement for service for contractors and consultants. 5. An employee evaluation system and salary administration policy to service as a vehicle for staff salary administration and review. 4. REQUEST FOR PROPOSAL AND PROJECT TIMELINE Request for Proposal Timeline: All proposals in response to this RFP are due no later than 4pm November 21,

5 The selection decision for the winning bidder will be made no later than November 28, Upon notification, the contract negotiation with the winning bidder will begin immediately. Project Timeline: Project will take place between December 1, 2014 and March 16, BUDGET Please identify a detailed budget to carry out scope of work listed in table. Scope of Work Review 35 existing job descriptions Develop 25 new job descriptions Budget Develop UNB Pay Scale for each position Review existing employment contracts Draft standardized employment agreement for all Upper Nicola Band permanent and term positions. Provide templates for agreements for service for consultants and contractors. Provide a salary administration policy and staff evaluation system. Travel Total NOTE: All costs and fees must be clearly described in each proposal. 4

6 6. BIDDER QUALIFICATIONS Bidders should provide the following items as part of their proposal for consideration: Registered Human Resources (HR) practitioner Description of experience in Human Resources Management; List of how many full time, part time, and contractor staff in your organization Examples of 3 or more human resource management projects by your organization Testimonials from past clients on human resource management work Timeframe for completion of the project 7. PROPOSAL EVALUATION CRITERIA Upper Nicola Band will evaluate all proposals based on the following criteria. To ensure consideration for this Request for Proposal, your proposal should be complete and include all of the following criteria: Overall proposal suitability: proposed solution(s) must meet the scope and needs included herein and be presented in a clear and organized manner Organizational Experience: Bidders will be evaluated on their experience as it pertains to the scope of this project Previous work: Bidders will be evaluated on examples of their work pertaining to human resource management projects as well as client testimonials and references Value and cost: Bidders will be evaluated on the cost of their solution(s) based on the work to be performed in accordance with the scope of this project Technical expertise and experience: Bidders must provide descriptions and documentation of staff technical expertise and experience Each bidder must submit their proposal to the address below by 4 pm November 21, Upper Nicola Band admin@uppernicola.com 5