Description: The New River Valley Regional Jail Authority (NRVRJA) values and appreciates the contributions and efforts of its employees. Toward this end, the NRVRJA is committed to providing a supportive, collaborative and responsive environment that will enable its employees to achieve optimum performance of their duties and the services they provide to our member agencies and our communities. In an effort to improve the work environment for our employees, the NRVRJA is seeking to engage the services of a human resources consultant (Consultant) to work with the NRVRJA in conducting an Employee Satisfaction Survey (Survey) and to prepare a comprehensive report of its findings, to assist in an action plan for improvement and to conduct exit interviews of all personnel who leave employment with NRVRJA after the survey. This Request for Proposal (RFP) is an invitation by the New River Valley Regional Jail Authority for consultants to submit an offer, which may be subject to subsequent discussion. It is not a request for competitive bid. Submittal of a proposal does not create any right in or expectation to a Contract with the NRVRJA. The NRVRJA reserves the right to reject any or all proposals and it will incur no financial obligations for any costs by any company in preparation of their proposal. Publication Date: 9/21/2015 Closing Date/Time: Open Until Contracted Submittal Information: On or before 5:00PM on Friday, October 23, 2015 Contact Person: Sheriff Mark R. Armentrout Chairman New River Valley Regional Jail Authority 619 Second Street, Suite 8 Radford, VA 24141 Related Documents: NRVRJA RFP 1
New River Valley Regional Jail Authority Request for Proposal For Employee Satisfaction Survey The New River Valley Regional Jail Authority (NRVRJA) values and appreciates the contributions and efforts of its employees. Toward this end, the NRVRJA is committed to providing a supportive, collaborative and responsive environment that will enable its employees to achieve optimum performance of their duties and the services they provide to our citizens, our businesses and our communities. In an effort to improve the work environment for our employees, the NRVRJA is seeking to engage the services of a human resources consultant (Consultant) to work with the NRVRJA in conducting an Employee Satisfaction Survey (Survey) and to prepare a comprehensive report of its findings and to assist in an action plan for improvement. This Request for Proposal (RFP) is an invitation by the New River Valley Regional Jail Authority for consultants to submit an offer, which may be subject to subsequent discussion. It is not a request for competitive bid. Submittal of a proposal does not create any right in or expectation to a Contract with the New River Valley Regional Jail Authority. The New River Valley Regional Jail Authority reserves the right to reject any or all proposals and it will incur no financial obligations for any costs by any company in preparation of their proposal. Qualified firms may submit their sealed proposal responses to: Sheriff Mark R. Armentrout Chairman New River Valley Regional Jail Authority 619 Second Street, Suite 8 Radford, VA 24141 on or before: 5:00 p.m. on Friday, October 23, 2015 Statement of Qualifications and Approach To be considered, a vendor must have experience and expertise in the performance of Employee Satisfaction Surveys. The consultant should be able to demonstrate that its past experience has resulted in positive and productive outcomes directly attributable to the Employee Satisfaction Survey. NRVRJA RFP 2
Criteria for Selection The Chairman of the NRVRJA Authority will appoint a selection committee. The selection committee will recommend a contract with one firm to the NRVRJA. The NRVRJA will provide final approval of the selection. All proposals submitted will be evaluated using the following criteria: 1. Compliance with the RFP 2. Understanding of the project 3. Services to be provided 4. Ability to complete the work within the time specified 5. Qualifications of the firm, including but not limited to its experience and personnel assigned to the project and any subcontractors, if any 6. Cost Cost and Fee Arrangements The consultant must provide a proposal with maximum cost for the project based on the project as described herein and the project plan as recommended by the consultant. To the extent desired, additional recommendations and services or options may be included as additions to the project on an optional basis. These optional items shall be priced separately from this Request for Proposal. Specifications for Job Evaluation System Scope of Work The successful consultant may be required to meet in person or via a video interface with the Committee to begin the survey process in a prompt and timely manner. The survey process must include an online completion process. The consultant will monitor the entire survey process. The Survey will be directed at obtaining meaningful employee opinions about a range of topics. Topics should include: Teamwork (within and between departments, sections and teams) Career Opportunities (promotions, training, conferences) Competitive Benefits (rate of pay, pay increases, health insurance, leave) Effective Communication (within and between department, sections and teams) Employee Management Relations Executive Leadership Job Satisfaction and Stress Performance Standards Organizational Culture Participation in decision making NRVRJA RFP 3
Feedback from supervisors Clear line of sight from personal to organizational goals Opportunities to innovate Trust in immediate supervisors, senior management and co-workers Pride in the organization Work environment Overall job satisfaction This listing in not all-inclusive, but should provide a framework for the depth and breadth of the desired survey instrument. The NRVRJA is committed to this process and will utilize the feedback provided by the survey to improve and enhance those aspects of the New River Valley Regional Jail environment, as well as assisting the NRVRJA in the development of a Strategic Plan for the jail and its employees. The Consultant s survey questions must specify the roles and/or organizational level to which each question is being asked (for example): Employee Manager/Supervisor Senior Leadership The Survey should take no more than 15 minutes to complete per employee. The Survey should be online-based and hosted by Consultant on a secured site The Survey process should be structured to provide a safe, anonymous and supportive process where all employees feel comfortable to provide open and honest feedback to its leadership. Only employees who have been employed by the New River Valley Regional Jail for a period of 90 days or longer at the date of initiation of the survey will be included. Consultant will analyze the data and provide an analysis report via e-mail to Chairman within thirty (30) days of survey close. The report will include all data splits and recommendations. The analysis of survey results must also include a comparison of organization data to other relevant organizations and recommendations for improving employee engagement throughout organization. Exit interviews are conducted when employees leave New River Valley Regional Jail employment. The Consultant will assist in the development of an exit interview form that will be used to continue to collect this information on an ongoing basis. The Consultant will collect exit interview information for a period of two (2) years and periodically provide an overview of the data gathered from the exit interviews to the NRVRJA. The NRVRJA will work with the Consultant to refine and finalize the Survey document and processes to maximize the probability for a positive and rewarding process. NRVRJA RFP 4
The NRVRJA has a total of 244 full-time and 4 part-time employees, the majority of which are assigned to security operations. The remaining personnel serve in a variety of administrative support capacities including records, maintenance, medical, food services, warehouse, etc. Some NRVRJA employees are scheduled to perform work on a rotating shift basis while others work a fixed shift. The survey process will need to be structured to ensure that all employees are included in the process and are provided the same opportunity to participate and provide feedback. The Consultant will be expected to directly receive the survey results completed by all employees and will need to compile the results of the survey and provide a management overview report to the NRVRJA. In addition, the Consultant will be required to work with the NRVRJA during the data analysis process and the preliminary problem solving effort to assist in the creation of an action plan to improve employee satisfaction. Timetable for the Employee Opinion Survey The Consultant should provide a timetable for completion of the survey process. New River Valley Regional Jail Authority Support The NRVRJA will provide limited support and the NRVRJA will coordinate the access and use of meeting space to be utilized for the project if necessary Specification for Proposals All proposals submitted in response to this RFP must contain the following information in the stated order: a. Name, address and telephone number of the firm. b. Description of the firm (corporation, partnership, etc.) and year established c. State of incorporation, if any, and type of ownership. d. Name(s) of all partner(s), principal(s) and/or owner(s) of the firm. Name and biography of all proposed consultant(s)/facilitator(s). f. Name, title and business address of person responsible for submitting this proposal. g. Copy of the most recent annual report (if applicable). h. Listing of proposed subcontractors, if any, and the scope of work they will perform to include student assistants. NRVRJA RFP 5
i. Description of the scope of involvement of NRVRJA staff. j. Narrative proposal on what approach and techniques the consultant will use for the performance of the survey, a sample of the proposed preliminary survey instrument, the format for the compilation of the data and how the consultant proposes to assist the NRVRJA in the data analysis and problem solving processes. k. Narrative proposal on scope of work as identified above. l. An estimate of time required to complete the project and a proposed timeline of work tasks, with the date of final completion of the project. m. A breakdown of the firm's rates, fees and charges for services (by phase and for total project), and a proposed payment schedule. n. At least three references, including individual contact name, name of company and phone number, the NRVRJA may contact regarding the performance of an Employee Satisfaction Survey in an organization of comparable size and demographics to New River Valley Regional Jail Authority. Timetable for Submission For consideration to be given to any proposal submitted pursuant to this RFP, three copies of the submittal materials must be received by 5:00 p.m. on Friday, October 23, 2015 at the address listed on the first page of this RFP. Contact with NRVRJ Personnel At no time shall the consultant, its agents, representatives or contracted personnel contact or otherwise communicate with New River Valley Regional Jail departmental personnel without prior arrangement with the Chairman of the NRVRJA, or her designee, for the purposes of negotiating, modifying, changing or interpreting the proposal or specifications. Any changes, modifications or interpretations must be handled by one source uniformly for all consultants. All questions relating to the statements contained in the RFP are to be addressed in writing (letter or email) to: Sheriff Mark R. Armentrout Chairman New River Valley Regional Jail Authority 619 Second Street, Suite 8 Radford, VA 24141 mark.armentrout@radfordva.gov NRVRJA RFP 6
Letter of Transmittal The letter of transmittal should be physically signed by an officer of the firm(s) and include the following: a. Name, address, email, telephone and FAX number. b. Name, title, email and telephone number of the individual authorized to commit the respondent. c. Names, title, email, telephone and FAX numbers of the individual to be the official contact person regarding all matters concerning the proposal. d. A statement ensuring validity of the proposal for at least ninety (90) days. Preparation of Proposal Each proposal will be prepared simply and economically avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete, accurate and reliable presentation. Disposition and Disclosure of Proposals All proposals submitted in response to this RFP will become the property of the New River Valley Regional Jail Authority and a matter of public record. The vendor must identify, in writing, all copyrighted material, trade secrets, or other proprietary information that it claims is exempt from disclosure. Any firm claiming such an exemption must also state in its proposal that the firm agrees to hold harmless, indemnify and defend the NRVRJA and its agents, officials, and employees in any action or claim brought against the NRVRJA for its refusal to disclose such materials, trade secrets or other proprietary information to any party making a request therefor. Any firm failing to include such a statement shall be deemed to have waived its right to an exemption from disclosure. Addenda to the RFP If it becomes necessary to revise any part of this RFP, addenda will be supplied to all firms receiving this RFP only if the firm has registered their email address with the Chairman of the NRVRJA. All firms wishing to register their email must submit an email to the Chairman of the NRVRJA at mark.armentrout@radfordva.gov with the subject line of Employee Satisfaction Survey. All questions and addenda will be communicated via email only to firms who registered their email address with the Chairman. NRVRJA RFP 7
Presentations Any vendor who submits a proposal may be required to make an on-site presentation of its capability to perform as described in its proposal to the NRVRJA. Such a presentation will be at the vendor's expense and will provide an opportunity for the firm to clarify its proposal to ensure a thorough mutual understanding. The Chairman will schedule such presentation if deemed necessary. Termination Clause The NRVRJA shall have the right to terminate the Contract at any time, upon 30 days written notice to the consultant, whenever the NRVRJA determines that the performance of the vendor is unsatisfactory, whenever the funds are not appropriated by the NRVRJA to pay for such services, or for cause or the convenience of the NRVRJA. News Releases News releases pertaining to this project shall not be made without prior approval by the Chairman of the NRVRJA. Respondents Independence Consultant is an independent contractor with respect to all services performed under this Contract. Consultant accepts full and exclusive liability for the payment of any and all premiums, contributions, or taxes for workers compensation, Social Security, unemployment benefits, or other employee benefits now and hereinafter imposed under any state or federal law which are measured as wages, salaries or other remuneration paid to persons employed by Consultant on work performed under the terms of this Contract. Consultant shall defend, indemnify and save harmless NRVRJA from any claims or liability for such contributions or taxes. Nothing contained in this Contract or any act of NRVRJA, or Consultant, shall be deemed or construed to create any third-party beneficiary or principal and agent association or relationship involving NRVRJA. Consultant is not NRVRJA's agent and Consultant has no authority to take any action or execute any documents on behalf of the NRVRJA. NRVRJA RFP 8
Restrictions of Communications From the date of this RFP until a determination is made regarding the selection of a proposal, all contacts between the New River Valley Regional Jail employees associated with the project and respondent must be cleared through the Chairman of the NRVRJA or her designee. Respondent will not approach New River Valley Regional Jail or Authority personnel with respect to employment during this period; however, this clause does not prohibit communications between the New River Valley Regional Jail employees and vendors currently conducting business with the New River Valley Regional Jail as long as these communications are restricted to conducting current business. Verbal Communication In no case will verbal communication between the NRVRJA and a respondent override written communications or documentation. All communications must be in writing to be considered part of this RFP. Duty of Notification Upon filing for bankruptcy or insolvency proceeding by or against the vendor, whether voluntary or involuntary, or upon appointment of a receiver, trustee, or assignee for the benefit of creditors, the vendor must notify the Chairman of the NRVRJA immediately. Upon learning of the actions herein identified, the NRVRJA reserves the right, at its sole discretion, to either cancel the Contract or reaffirm the Contract. Contract Contents The Contract between the NRVRJA and the respondent shall include (1) the Request for Proposal (RFP) and any amendments thereto, and (2) the proposal submitted by the respondent in response to the RFP and (3) any additional information supplied by the respondent in response to requests for additional information by the NRVRJA. In the event of a conflict in language between the documents referenced above, the provisions and requirements set for and/or referenced in the RFP shall govern. The NRVRJA, however, reserves the right to clarify any contractual relationship in writing with the concurrence of the consultant, and such written clarification shall govern in case of conflict with the applicable requirements stated in the RFP or the vendor's proposal. In all other matters not affected by the written clarification, if any, the RFP shall govern. Respondents are cautioned that their proposals may be subject to acceptance by the New River Valley Regional Jail Authority without further clarification. NRVRJA RFP 9
Written Notice Parameters Any written notice to the vendor shall be deemed sufficient when deposited in the United States mail, postage prepaid and addressed to the vendor at its address as listed on the signature page of the Contract, or at such address as the vendor may have requested in writing; or sent by facsimile device to the FAX telephone number provided in the letter of transmittal and with a "RECEIVED CONFIRMATION REPORT" provided to show that the document was properly transmitted to the respondent. Disputes Should any disputes arise with respect to this Contract, the consultant and the NRVRJA agree to act immediately to resolve any such disputes. Time is of the essence in the resolution of disputes. The Consultant agrees that the existence of a dispute notwithstanding, it will continue without delay to carry out all its responsibilities under this Contract in the accomplishment of all non-disputed work, any additional costs incurred by the consultant or NRVRJA as a result of such failure to process shall be borne by the vendor; and the respondent shall not make a claim against the NRVRJA for such costs. Price Changes All prices shall be firm and not subject to increase during the period of the Contract. Examination of Records Consultant shall maintain all books, documents and records relating to this Contract during the Contract period and for three (3) years after the date of final payment. During such time, Consultant agrees the NRVRJA Treasurer, or other designee, shall have the right to audit this Contract to inspect the books, documents and records of the Consultant relating thereto. Said records shall be available for inspection and audit within ten (10) working days after request is made. Modification or Withdrawal of Proposals Responses to this Request for Proposal (RFP) may be modified or withdrawn by written notice prior to the exact hour as specified for receipt of proposals. A proposal may be withdrawn in person or via email by the vendor or its authorized representative prior to the exact hour and date set for receipt of proposal. Telephone withdrawals are not permitted. NRVRJA RFP 10
Mistake in Proposals If the apparent best qualified consulting firm discovers a mistake in its proposal of a serious and significant nature which is unfavorable to it prior to the issuance of a purchase order or a Contract, it may request consideration be given to modifying or withdrawing the proposal. The mistake must be evident and provable. The NRVRJA reserves the right to reject any and all requests for correction or withdrawal of proposal received after the hour and date shown in the specifications. In all cases, the decision of NRVRJA is final. A MISTAKE IN PROPOSAL CANNOT BE CONSIDERED ONCE A PURCHASE ORDER OR CONTRACT IS ISSUED. Reservation of Rights The New River Valley Regional Jail Authority reserves the right to: a. Accept or reject any and all proposals received in response to this RFP, and to re-advertise for new submittals. b. Waive or modify any irregularities in proposals received after prior notification to the vendor. c. Request the submission of proposal modifications at any time before the award is made, if such is in the best interest in the NRVRJA. d. Consider proposals or modifications received at any time before the award is made, if such is in the best interest of the NRVRJA. e. Request clarification and/or additional information from the vendor during the evaluation process. f. Utilize any and all ideas submitted in the proposals received unless those ideas are covered by legal patent or proprietary rights and the patent of those rights is indicated by the vendor. Proposals will become the property of the New River Valley Regional Jail Authority. g. In the event of Contract termination, enter into Contract negotiations with other qualified firms that submitted acceptable proposals, rather than redoing the proposal process for the project. h. Negotiate with the selected Consultant to include further services not identified in this RFP. NRVRJA RFP 11
Expiration of the Proposal By submitting a proposal the vendor offers to enter into a Contract, the form and content of which shall be agreed upon by both parties. The vendor's proposal shall not be revocable for ninety (90) days following the response deadline indicated above. The NRVRJA reserves the right to waive any defects in the offer of any vendor, to reject any or all offers, and to request additional information from any or all vendors. Proprietary work The work results and the reports will be considered confidential and proprietary and cannot be released by the Consultant without prior written consent of the New River Valley Regional Jail Authority. NRVRJA RFP 12
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