REQUEST FOR PROPOSAL (RFP) TOWN OF WEST BOYLSTON MASSACHUSETTS October 24, 2011 REQUEST FOR PROPOSAL (RFP) TOWN OF WEST BOYLSTON, MA
1 GENERAL INFORMATION: The Town of West Boylston is soliciting proposals from qualified firms to conduct an audit of human resources operations and practices for the Town of West Boylston, Massachusetts. Proposals documents are available from the Town of West Boylston, Attn: Leon A. Gaumond Jr., Town Administrator, 127 Hartwell Street, Suite 100, West Boylston, MA 01583, Phone: 508-835-3490, lgaumond@westboylston-ma.gov. Proposal documents and updates may also be accessed online through www.westboylston-ma.gov, select the E-Government tab, then select the link labeled: RFP s & RFQ s then select the RFP documents by title: RFP: Human Resource Compliance Audit. Those that download documents from online are encouraged to register with the Leon A. Gaumond Jr. to receive updates and addenda if issued. Sealed proposals should be delivered to the office of Leon A. Gaumond Jr. at the Town address listed above. Sealed proposals will be accepted until the proposal deadline of Friday, December 7, 2011 at 11:00 a.m. Late proposals will be rejected. Immediately following the proposal deadline, the names of those that submitted proposals will be available. Proposals will be evaluated based on Massachusetts municipal and state government experiences performing Human Resource (HR) Audit services, and the experience and qualifications of the proposed staff to be involved in the West Boylston HR audit. Proposal pricing will also be taken into consideration in the process of determining which proposal is the most advantageous based on the evaluation of the proposal evaluation committee. The Town of West Boylston is an Equal Employment Opportunity employer and encourages Minority Business Enterprises and Women Business Enterprises to submit proposals. The Town of West Boylston acting through the Town Administrator, the Awarding Authority, reserves the right to reject any or all proposals, waive minor informalities, and to award a contract in the best interest of the Town. 2 SCOPE OF SERVICES The Town seeks a qualified human resources consultant to conduct an audit of human resources operations and practices inclusive of the following: I. A comprehensive review of the Town s Human Resource framework and core functions. The work to be performed includes a benchmark survey of Human Resources operations of communities with similar employee/retiree size regarding: organizational structure, staffing levels, services, and various department policies. II. III. A review of the payroll processes and procedures. A review of the overall HR organizational structure, responsibilities, and practices. In addition, the consultant should be able to review human
resources operations alignment and organizational practices, for efficiency and effectiveness. The methodology should include: interviews with management, employees and benefited retirees to identify current policies, procedures, and practices; questionnaires to be completed by key personnel and management related to this analysis. Successful firms should conduct a thorough review and analysis of all human resource operations and identify areas in need of improvements and recommend actions. IV. Specific compliance assessments including, but not limited to: Americans with Disabilities Act, COBRA, Affirmative Action/EEO, FLSA, FMLA, HIPPA, Personnel Records Management, Insurances, Personnel Bylaw/Personnel Policies, Recruitment/Selection/Promotion, HR initiated Town-wide Training, Employee Relations. V. Identify procedures and practices which if modified, would result in improved operations and/or direct time and cost savings to the town while ensuring legal compliance, including specific recommendations to the Personnel Bylaws of the Town for improvements in efficiency. One bound copy of the final report should be prepared and supplied to the Town, and one electronic copy on a CD or thumb drive should be provided to the Town. The completion of the auditing services should also be inclusive of one presentation (possibly in the evening) to present and answer questions on the report content. Expenses associated with the report supply and presentation should be inclusive in the proposal pricing. 3. PROPOSAL SUBMISSION INSTRUCTIONS Sealed proposals should be delivered to the office of Leon A. Gaumond Jr. at the Town address listed above. Sealed proposals will be accepted until the proposal deadline of Friday, December 7, 2011 at 11:00 a.m. Late proposals will be rejected. All questions should be submitted to Leon A. Gaumond Jr. in writing. Questions can be submitted by fax: 508-835-4102 or by email: lgaumond@westboylston-ma.gov. All questions must be received no later than 36 hours before the proposal submission deadline. Based on the estimated value of the solicited services the Town is able to solicit quotes, however, we feel that the evaluation of proposer experience and qualifications is important. The town will accept proposals containing both technical and price proposal information in a single document submission. Proposal content should include: 1. A summary cover letter. 2. Documentation of the relative experience and qualifications of the proposing organization as it applies to the Scope of Services outlined in Section 2- Scope of Services- line items I through V. 3. The resumes and detailed information on the proposed staff s experience and qualifications that will be utilized in performing the West Boylston HR audit.
4. A client listing of other Massachusetts municipal and state government organizations for which the HR audit services have been provided within the past 3 years. Provide a brief description of the audit services performed including contact information. The supply of contact information by the proposer is authorization for the Town to perform reference checks. 5. A timeline for completing the proposed audit services (ideally by March 1, 2012) 6. A price proposal. It is preferred that pricing is provided by category type of work as opposed to providing a single lump sum total. In the event that the Town does not have enough funds for all proposed services, we would like to be able to prioritize the services selected. Supply an hourly rate if hourly rate services are available. The Town has set a not-to-exceed price of $8000 for this project. 7. A completed Proposal Submission Form and Certificate of Non-Collusion is mandatory.
ATTACHMENT A: PROPOSAL SUBMISSION FORM REQUEST FOR PROPOSAL (RFP) CERTIFICATE OF NON-COLLUSION: REQUIRED FORM The undersigned certifies under the penalties of perjury that this bid or bid has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word person shall mean any natural person, business partnership, corporation, union, committee, club or other organization, entity or group of individuals. Signature of person submitting contract/bid Date Name of Business CERTIFICATE OF TAX COMPLIANCE Pursuant to M.G.L. c. 62C, 49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support. Social Security Number or Federal Identification Number Signature of Individual or Corporate Name ACKNOWLEDGEMENT OF ADDENDA: Corporate Officer (if applicable) Acknowledge the receipt of addenda (if any).,,,