Request for Proposal for Employee Engagement Survey (RFP-0087)

Transcription

1 Request for Proposal for Employee Engagement Survey (RFP-0087) March 15, 2016 The following forms Addendum No. 1 to RFP-0087 for Employee Engagement Survey: 1. Questions and Answers. All other details of the RFP remain unchanged. Q1. When was the last time the IESO and OPA conducted an engagement program? (What year?) A1. OPA 2013; IESO Q2. Who was the vendor providing the survey engagement services the last time for both the IESO and OPA surveyed? A2. This information will not be provided as part of the RFP process. Q3. Does the IESO have a total budget in mind for each program conducted yearly or biannually? If so, what is the budget? A3. This information will not be provided as part of the RFP process. Q4. To confirm, is the total number of employees across both Toronto and Mississauga locations 700 employees? A4. This is correct. Q5. Will all employees have an address? If not, what percentage do you think will need to complete by paper? A5. All employees have an address. Q6. Will the survey be completed in English only? If other languages, please state? A6. The survey should be conducted in English. RFP-0087 Page 1 of 5

2 Q7. Is the IESO looking to use an established survey instrument from a vendor with the ability to add some customized questions, or are they looking for the vendor to completely customize the survey utilizing vendors core questions A7. IESO wants to use an established survey tool with the ability to add some customized questions. Q8. In section , the survey tool must have the capability to conduct mini pulse surveys for selected employee populations. Is the IESO looking to conduct Pulse surveys during the year or between survey periods? A8. Yes smaller pulse surveys may be conducted between survey periods. Q9. Should pricing for Pulse surveys be included in the RFP response? A9. Yes however this pricing will be information only purposes. Q10. In section of the RFP, the survey tool is to have the capability to breakdown and report upon data in various forms that include business units, departments, and other demographics. For reporting purposes, besides the overall executive report, how many department & business unit reports will the IESO require or anticipate they need? A10. One (1) per Business Unit = 6, one (1) per Director with min number of respondents = approximately 22. Q11. In section it states year over year results should be included in the report. Is the IESO looking to the last survey period, or do they want more than one previous period shown on the reports? A11. More than one previous period is preferable. Q12. Regarding the presentation of results and meetings, could you confirm how many presentations you would like in total? Is the presentation of results to the IESO HR Team, CEO & Executive leadership, and the IESO Board and Committee all separate meetings? A12. Approximately 3-5 presentations. Q13. In section 3.2 the IESO would like a list of companies used for benchmarking purposes. Could you please define or provide a description of the companies you would like to be compared to for benchmarking purposes? (i.e. non-profits, utilities, government agencies, etc.)? A13. For benchmarking purposes, we would like our results to be compared to information from a large database of organizations including utilities, public and private companies, government and non-government organizations Q14. In section 3.3 there is a request for a Gantt chart to illustrate the proposed schedule for livery of the deliverables. Is this the only chart acceptable or are other charts acceptable to illustrate the proposed schedule? If so, what other charts are acceptable RFP-0087 Page 2 of 5

3 A14. Other charts are acceptable as long as they specify deliverables and time frames. Q15. To clarify, for submission of the proposal, could you confirm how many files in total are to be sent to the IESO. In section 4.3 it states one (1) original of the proposal in either.doc or searchable.pdf and submit three separate electronic files. Would this be a total of 4 files? A15. That is correct. Appendices A&B, Appendix E and the pricing submission should be submitted as separate files. Q16. Is it possible to get an extension on the proposal submission deadline? A16. Due to the project timelines an extension is not possible. Q17. Form of Contract, Section 8 (c) - We understand that privacy is paramount to the IESO. We ensure our client data privacy by only working with the strictest of confidentiality laws and regulations. Our current situation has our data stored out of country, in Germany, which has much stricter privacy legislation than Canada. Would this be acceptable to the IESO? A17. Please see Part 2.1 iii. of the RFP regarding proposed changes to the Standard Form of Agreement. Q18. Page 16, item Custom questions are generally developed before programing the tool, so the tool can incorporate as many custom questions as needed. Can you clarify what is meant by the survey tool will have the capability to develop additional custom questions? A18. We require a few custom questions where responses can be recorded in text boxes; we are not looking at adding custom questions to the survey tool itself. Q19. Page 16, item How many free text field questions are you looking at incorporating into your questionnaire? A19. A final number is not determined yet, likely between three (3) and six (6). Q20. Page 17, item What level of communication support are you requiring? Is it a full fledge communications strategy incorporating the development of communications (e.g. Web banners, posters, short movies, etc) or just a high level strategy with key messages and announcements? A20. High level strategy with key messages, announcements, etc Q21. Page 17, item What do you mean by survey database and mapping. Are you referring to a mapping with previous surveys that you have conducted in the past. If so can you please: a. Confirm to how many surveys you wish to be compared? b. What is the rating scale that has been used on each of those past surveys? A21. We will not be mapping to a past survey data for our 2016 survey. We will require data base and mapping going forward e.g. for the 2017 or 2018 survey. RFP-0087 Page 3 of 5

4 Q22. Page 17, item Are the presentations to the IESO HR team, CEO and ELT considered as one presentation (conducted at the same time) or do we need to account to for separate presentation for each audience? a. Also on that same point, do we consider that the Board and Committees are to be presented to separately? If so how many separate committee presentations do we need to account for? A22. Approximately three (3) to five (5) presentations; conducted at separate times with similar content. Q23. Page 17, item, What is meant by written responses? Is it the answers retained on the free field questions? If so: A23. a. Yes b. Yes IESO RFP EMPLOYEE ENGAGEMENT SURVEY RFP-0087 Page 2 a. Please confirm if you would like us to anonymize the answers to preserve confidentiality (e.g. reading them individually to ensure that respondents did not mention anything that points to their identity). b. Review them for spelling and grammar. Q24. Page 17, item, Do we need to account for full action planning as part of our response or just the recommendations of key areas? A24. Just the recommendations of key areas. Q25. Page 18, section 3.2 bullet 6 Are you expecting the service provider to advise you on the norms that best suit your organization or would you like to user norms that you already have in mind (something that has been used in the past?). Also, please let us know how many norms you would need to consider. Advice from the vendor on norms best suited to our organization would be welcome. Generally, we would like our results to be compared to those from a large database of organizations including utilities, public and private companies, government and nongovernment organization. Q26. Can you please let us know if the survey needs to be administered in any language other than English? A26. Please see the response to Q6. Q27. Can you confirm that all employees participating will be able to complete the survey online and that no paper surveys would be required? A27. Please see the response to Q5. RFP-0087 Page 4 of 5

5 Q28. Can you confirm that all employees can complete the survey and interpret the results in English? A28. Please see the response to Q6. Q29. Is it expected that the ½ day kick-off meeting and the presentation of results will be held at one of the three IESO offices? Would it be helpful to have these conversations at the vendor s Toronto office? A29. The meetings will be held at one of the IESO offices. Q30. We understand that prior to the merger IESO conducted Employee Engagement Surveys. Would previous data from those surveys be made available to the selected vendor or is it expected to not consider that data moving forward? A30. We will not be considering that data going forward. Q31. Are the two unions familiar with this initiative? How have the unions been involved in this process in the past (ex. review questions, communication, etc.)? A31. Unions are familiar with the initiative and will become involved when we are reviewing the questions for the survey. Q32. Please confirm if IESO will contribute content criteria, knowledge in preparation of first survey design draft? A32. IESO will not contribute content criteria. RFP-0087 Page 5 of 5