MONTGOMERY COLLEGE PROCUREMENT OFFICE. Dated: February 3, 2015 ADDENDUM #1

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1 THE PURPOSE OF ADDENDUM: MONTGOMERY COLLEGE OFFICE OF PROCUREMENT MONTGOMERY COLLEGE PROCUREMENT OFFICE Dated: February 3, 2015 ADDENDUM #1 1. To extend RFP closing date to the following: February 17, To extend deadline for question submittal: February 10, To provide attached questions and answers. 4. To provide attached copy of pre-proposal conference sign-in sheet. 5. To replace original Proposal Evaluation & Award section with attached Amended Proposal Evaluation and Award ************ALL ELSE REMAINS UNCHANGED************ PLEASE SIGN BELOW TO ACKNOWLEDGE RECEIPT OF ADDENDUM AND RETURN WITH BID RESPONSE. NOTE: BID ADDENDA WILL NOT BE ACCEPTED BY FACSIMILE. Company Name Date Authorized Signature Typed Signature 1

2 QUESTION ANSWER Will the vendor be required to be onsite or is offsite okay? If onsite, will they provide an office What is the client s expectation in terms of team size to support the recruitment effort? Is that being left to the vendor or do they have a specific requirement?. Is there a current vendor providing these services for Montgomery College? We would like the vendor to be off-site. That is left to the vendor as long as service deliverables are being satisfactorily met. What is the budget for this Staff Augmentation? Budget information is not available What type of roles would fall under Tier 3? Any role that doesn t fall under Tiers I & II. For the most part, Tiers I & II covers most of our positions. When will the contract be awarded? April or May of 2015 Would Montgomery College be willing to trial a vendor in order to mutually determine the amount and kind of work needed? We usually work on a fixed, firm pricing model. Is MC willing to use this kind of pricing instead of a price per hire model? In regards to temp staffing, our company will not take temp workers on our payroll. Will these workers be put on MC s payroll or are they to be put on the vendor s payroll? In section 2.1.A.2, the RFP talks about Finlley. What is Finlley? Does MC currently track advertising ROI via Taleo? If so, by what method (source code, candidate selfselection)? Is this work to be full time or only as-needed? For Statement of Qualifications Bullet #3: Key Business Relationships - What are you looking for here? Do you want to see references of where we ve done this type of business before or key business relationships/partnerships that we will use to help support the account? So that the College can equally compare vendor pricing, it must be submitted in the format listed in the RFP document These will be considered Montgomery College employees, and as such, will be on the College s payroll Finlley is an application (cloud based) that assist with talent acquisition, particularly with social media and mobile applications. It helps to simplify the process of finding qualified passive candidates. Full-time References shall be that of those firms that your firm has provided this service to. In addition, key business relationships should be provided. 2

3 On page 8 of the RFP, section 2.3 item M, You say that we must be multi lingual including but not limited to Spanish. Do you want to see what percentage of our staff is multi lingual and what languages they speak? For Section 5-Price Proposal, do we have the latitude to price the positions individually, or do you require we bid on all the positions in each tier as a group? On the requirements checklist, you state we must have access to a network of experienced professionals and industry leaders. What would this network do? Will they act as contract or temporary employees, or internal colleagues and staff? On the requirements checklist, number 6, you state we must have a record of successful recruitment process outsourcing and proven performance. Do you want references of where we ve done this or do you want us to show our process? How does it differ from question number 2 on the requirements checklist? Is there prior year s spend available for the past 3 years? I see the table of past applicants and hires, but knowing each year s associated spend would be helpful. Do you require a refund guarantee period for placements who do not work out within a certain amount of time (i.e. 30, 60 days)? Can you share the compensation plan in place for the positions on this RFP? Will the contractor be able to utilize Montgomery College s licenses for LinkedIn, Monster/CareerBuilder, WashingtonPost.com, etc? Or will the contractor be expected to provide licenses/access to these tools, as part of the contract? Will the contractor have the ability to utilize Montgomery College s branding materials (logo, marketing collateral, etc.) for the purposes of advertising positions, job boards, etc. What will be the reporting structure (chain of command) look like for performance of the contract? We want to understand the language capabilities of the team assigned to the contract Submitted pricing shall be based on the three different tiers listed on Price Proposal. Presumably, it contributes to your knowledge of various industries and types of positions that we need represented in our workforce. It is important that our partner can effectively screen positions from accounting to STEM, nursing, allied health, cybersecurity, and more. The spectrum of positions is vast. Both Optimally, we would want a guaranteed period of 90 days (probationary period). We would anticipate transitioning to the contractor s licenses. Lisa Anderson, Director of HR Operations will oversee and manage the vendor relationship 3

4 Is it permissible to provide references/past performance examples for contract/direct hire staffing services (as opposed to Recruitment Augmentation Services) if the client organization is within the higher education industry (this is listed as a preferred qualification on Section 2.4)? Please provide a breakdown of the positions titles and job descriptions within each category; Administrator, Office Support, Academic Support, Professional, Faculty, Facilities, Security How many resumes on average annually do the Washington Post and Chronicle of Higher Education drive to Montgomery College? There are too many job descriptions to provide across the entire College. These positions are standard positions that would be in a College/University setting. We would be willing to provide access to our job descriptions to the winning vendor. Approx. 150 to 300 candidates per year (both sources combined). How many hires in 2013 and 2014 came from The Washington Post and Chronicle of Higher Education? What other recruiting vehicles are used by Montgomery College that delivered hires in 2013 and 2014? How many virtual job fairs occurred in 2013 and 2014? How many hires came from these? What was the 2014 recruitment budget for Montgomery College? Does Montgomery College want the RPO provider to negotiate recruitment packages leveraging our relationships and clout as well as yours and direct bill you the recruitment expense without mark-up? Please define Montgomery College s reference, background and education checking process today, requirements for the checks and if you possess the appropriate forms, who is your current provider? What is the 90 day and one year turnover of new hires for all job categories in scope? What were the reference, background and education check pass/fail percentages by job category in Less than 10% of the above quantity. Most of the recruiting activity has been through our website and referrals from MC employees. ne. Budget information is not available This can be provided as offered as an alternative, and identified as such. Our current provider is HireRight. We run CJIS background checks on our safety and security positions as well as any position that will be working with minors. Less than 10% Approx. 10% of candidates overall have issues/fail the background check process. 4

5 Are non-selection letters sent from your Taleo ATS? When was Taleo installed at the school, do you have a systems administrator / subject matter expert? How accurate is the data in Taleo and do you have confidence in the integrity of the reports you generate from it today? Besides English and Spanish what are other common languages you are exposed to in the recruiting process? What is the Hiring Manager Interview to Hire Ratio? Please provide a detailed review of the current hiring process by position in scope. How many temporaries does Montgomery College use annually? What is your annual spend on temporary employment and what positions are used for temporary roles from largest percent to smallest percentage? How many hires came from a recruitment agency or executive search in 2013 and 2014? How much spend went to recruitment agencies or executive search in 2013 and 2014? What positions are used for recruitment agencies or executive searches? Do you have an Exit Interview program in place today? Please provide a detailed review of the exit interview process What are the primary drivers of volunteer leaves? What is your goal of an Exit Interview program? Taleo was implemented at Montgomery College in January We do not have a system administrator (technical) dedicated to Taleo. We are not utilizing Taleo in its full capacity, we are looking for a vendor that has experience with the system and could possibly assist with best practices. Spanish, Chinese, Vietnamese, Korean, French, or Amharic, in addition to English. For Associates and Support Staff Positions 5 to 7; For Administrator positions around 10; and for full-time faculty around 10. We can provide an overall hiring process, not by position. That information is not applicable to the scope of work in this RFP. This information is not applicable to the scope of work in this RFP. more than 5. Overall spend related to executive searches is not available. Certain Administrator positions or VP and above., exit interviews are handled by our Employee Relations area. N/A To gather information to assess trends and take corrective/preventative action if warranted. 5

6 What are your goals and objectives for an RPO partnership to accomplish in year one? We would like the RPO to assist us with back end operations so our Recruiters can establish strategic partnerships with hiring managers. How many hiring managers would the RPO provider work with? What is the Employee Value Proposition that Montgomery College offers candidates? Is your employment brand strong or weak? Are you able to pull in top talent from competitors and win candidates from your competitors hiring process today? Explain the Primary and Secondary award. Does the Insurance Requirement apply to automobile insurance needs for recruits? Is the proof of coverage required before or after contract award? What is the required method for submitting exceptions to Montgomery College requirements? Will a copy of the sign-in sheet from today s pre-bid meeting be made available? How many job fairs does the College have or participate in on an annual basis? Does the College require that the winning vendor continue to advertise opportunities in the Chronicle of Higher Ed or can vendor utilize its own resources? Is there a breakdown of hires per campus? Will the vendor awarded the contract have access to recruitment pages or is it external to that? ne. We are an excellent place to work and build careers. We invest in our faculty, staff, and administrators, encourage everyone to be productive and do meaningful work that support our students, and make meaningful connections at work and within the community. We are mission-driven, have an excellent total rewards package, mutual respect and appreciation, great work-life balance and opportunities for career exploration and growth. The employment brand is strong in Montgomery County and the surrounding area. We continue to enhance our employment brand., we are able to pull in top talent. Should primary contractor not able to fulfill a contractual need, the secondary contractor will be call upon to fill that particular need. After On a separate document entitled Exceptions to RFP, and prominently located in submitted proposal, see attached In the past, the College has participated in approximately 3 job fairs per year. We anticipate revisiting recruitment strategies moving forward. Do not understand this question 6

7 Will the College give access to the College s social media pages such as LinkedIn to the awarded vendor? Is it required that all support functions be based in the United States? What does the acronym RPO stand for? Which edition of Taleo does the College work with? Is it permissible to provide past performance qualifications? How recent does past experience have to be? How much of the College s current staff is multilingual? Is there a list of other agencies that use the College s contracts? Regarding the Rider Clause included in page 22 of the bid document, check the agencies of interest. Can a vendor bid on sections of the contract or in its entirety? Expand on what the College is looking for in State of Qualifications related to business or College related. Explain the monthly management fee. Our social media strategy is under review and we anticipate soliciting feedback from the vendor. The vendor will have access to whichever social media pages emerge. This is preferred Recruitment Process Outsourcing Enterprise Edition The past performance requirement is based on current qualifications. Experience shall be within past five years. Unknown. This is information is available on the MID Atlantic Purchasing Team Rider Clause included in the RFP document Bidder would simply check each agency it would extend this contract to, if awarded.. Bidder must bid on entire bid. Qualifications of firm include, but is not limited to: education levels, certifications, experience, etc. A management fee is a fixed monthly fee. It is not a mandatory feature, but is sometimes used in RPO pricing structures. Direct hires Is the bid/contract for direct hires and contract staffing? Will awardee be allowed to provide input or data We welcome information sharing. Final decisions regarding salaries? reside with Classification and Compensation. Please provide time frame for award. April of May of 2015 At what point in the hiring process would the Salary negotiation will reside with MC recruiters College s HR Department take over salary negotiation process? Is awardee entirely responsible? Is the College open to outside technologies being brought in or utilized to help with the recruitment process? Alternative technologies would be considered. 7

8 What s driving the RFP (the idea behind the bid)? Enhance back office support, continuous improvement of business processes, optimization of MC talent acquisition services, and customer satisfaction Is there a projected size of support staff preferred? Will there be space dedicated on one of the campuses Awardee will work remotely for the awardee to work or will it be remotely? Will there be required meetings for the Primary awardee to come on campus? What roles fall under the Tiers I, II and III? Refer to section 2.5 of RFP. Is there a suggested page limit for the proposal? Will there be a final presentation required? Bidder presentations will be required. This is reflected in attached amended Proposal Evaluation & Award Will the deadline for questions be extended given the anticipated addendum to the bid document? How many are handling staff in the HR Department? Is it the job of the awardee to present candidates to the College? Will the College recruit concurrently or will this process be handled exclusively by the awardee? Will executive searches be excluded? How are annual hiring numbers determined? Should the cost of advertising be factored into Price proposal? Regarding minimum requirement Must have implemented a minimum of five RPOs (Recruitment Process Outsourcing) Would not meeting this requirement disqualify a potential bidder? Is there an anticipated schedule for hiring the 100+ position and/or has there historically been a peak hiring season at Montgomery College? How have recruiting efforts been delegated in the past and what were their major areas of success and need for improvement? section. There are 5 recruiters, Candidates will be presented to the recruiters. The recruiters interface with hiring managers. For the most part, this will be managed by the awardee. However, there may be some exceptions based on business need. A combination of actual data from prior years, current turnover projections, and future growth projections. Hiring will occur as needed. 8

9 What positions have traditionally been considered Nursing, IT, Cybersecurity, Allied Health hardest positions to fill? Will Montgomery College require services to be Awardee will work remotely provided on-site? If so, will accommodations be made with regards to office space? ******************************END OF QUESTIONS & ANSWERS**************************** 9

10 AMENDED SECTION 3 PROPOSAL EVALUATION AND AWARD 3.1 EVALUATION All proposals submitted will first be examined for responsiveness and completeness by the College evaluation team. Those proposals which do not clearly respond to the proposal submission requirements may be rejected at the discretion of the College. Those proposals not rejected will be evaluated to determine which offer best meets the requirements in the RFP and is in the best interest of the College. The College will recommend award to the highest ranked offeror based on the evaluation criteria listed below. 3.2 EVALUATION CRITERIA The evaluation criteria will be combined for a total score. The maximum possible proposal score is 125 points. The point value to be awarded for a Bidder's Proposal is provided below: Statement of Qualifications 50 (Maximum available points) Past Performance 20 (Maximum available points) Bidder Presentation 25 (Maximum available points) Pricing 30 (Maximum available points) The maximum available 3.3 REJECTION OF PROPOSAL The College reserves the following rights to be exercised at the College s sole discretion: a. To make such investigation as deemed necessary to determine the qualifications of the Bidder and to determine the ability of the Bidder to perform the desired scope of services. The Bidder will furnish to the College all such information and data as the College may request. The College reserves the right to reject any offer if the evidence submitted by, or investigation of, such Bidder fails to satisfy the College that such Bidder is properly qualified to carry out the obligations of the contract and to complete the scope of services contemplated herein. The College reserves the rights to restrict requesting proposals to such Bidders who the College determines are qualified by experience and finances to successfully perform the scope of services. Conditional bids will not be accepted. b. To reject any or all proposals and to make awards in the best interest of the College, in the name of the Board of Trustees. The College also reserves the right to cancel the Request for Proposals in its entirety. c. To accept or reject any item of proposal. 10