Request for Proposals. Develop a New Personnel Policy Manual. for the. Red Wing Housing and Redevelopment Authority

Transcription

1 Request fr Prpsals t Develp a New Persnnel Plicy Manual fr the Red Wing Husing and Redevelpment Authrity March 20, 2015 Red Wing Husing and Redevelpment Authrity 428 West Fifth Street Red Wing, MN

2 TABLE OF CONTENTS Cver Page.Page 1 Table f Cntents.Page 2 Annuncement Page 3 Invitatin... Page 4 Wrk Assignment Descriptin... Page 4 Additinal Services... Page 5 Award Cntingencies... Page 5 Payment Prcedure... Page 6 Submissin Requirements... Page 6 Organizatin f Submissin... Page 6 Criteria fr Evaluating Request fr Qualificatins... Page 8 Prcedure fr Selectin f Firm... Page 9 Prcedures fr Executin f Cntract... Page 9 2

3 Request fr Prpsals T Develp a New Persnnel Plicy Manual fr the Red Wing Husing and Redevelpment Authrity THE RED WING HOUSING AND REDEVELOPMENT AUTHORITY (HRA) will accept prpsals t develp a new Persnnel Plicy manual fr the HRA until 2:00 PM n Friday, April 24, 2015, at Red Wing HRA, lcated at 428 West Fifth Street, Red Wing, MN Cpies f the Request fr Prpsals may be btained at the same lcatin free f charge beginning Friday, March 20, Yu may als request an electrnic cpy by frm randal.hemmerlin@ci.red-wing.mn.us. Questins regarding the Request fr Prpsals can be addressed t Randal Hemmerlin, Executive Directr at (651) Where apprpriate, the bidder must cmply with Executive Order 11246, Federal Labr Standards, Equal Opprtunity requirements, and related prgram requirements as detailed in the Cntract Dcuments. THE HOUSING AUTHORITY IS AN EEO/AA/ADA EMPLOYER. RED WING HRA 428 WEST FIFTH STREET RED WING, MN

4 I. INVITATION Request fr Prpsals t Develp a New Persnnel Plicy Manual fr the Red Wing Husing and Redevelpment Authrity The Red Wing Husing and Redevelpment Authrity (hereinafter referred t as HRA) is requesting prpsals frm qualified individuals and firms (hereafter called firm) t enter int a cntract t Request fr Prpsals t develp a new Persnnel Plicy manual fr use by the Red Wing Husing and Redevelpment Authrity. It is intended that the selected firm prvide diverse, prfessinal services and perfrm any and all requirements and necessary actins t develp the manual. The successful firm will be expected t engage with and wrk with Staff and the Bard f Cmmissiners and ther Stakehlders in the develpment f the manual. The HRA s wrk is funded by the U.S. Department f Husing and Urban Develpment (HUD) r ther funding. All wrk in this cntract must adhere t the apprpriate federal, state, and lcal regulatins, including Sectin 3 f the Husing and Urban Develpment Act f 1968 as amended (12 U.S.C. 1701u). One f the purpses f Sectin 3 is t give t the greatest extent feasible, and cnsistent with existing federal, state and lcal laws and regulatins, jb training, emplyment, cntracting, and ther ecnmic pprtunities t Sectin 3 residents and Sectin 3 business cncerns. II. WORK ASSIGNMENT DESCRIPTION The wrk assignment will cnsist f prducing an acceptable Persnnel Plicy manual fr use by the HRA. Examples f wrk t be accmplished, but nt limited t, are listed belw: The Persnnel Plicy Manual will be develped in a frmat as is cnsidered custmary t ur industry and cver all related tpics in the existing Persnnel Plicies. Hwever, the new plicy manual shuld exclude unnecessary verbiage r add needed language t cver all tpics apprpriately. The Persnnel Plicy Manual shuld cnfrm t pertinent legal standards. Review the HRA s existing manual fr a histric perspective f persnnel plicies. Cnduct at least ne ffice visit at the HRA t discuss relevant infrmatin with Staff. Meet with the Persnnel Cmmittee f the HRA t discuss the develpment f the Persnnel Plicies. Give a presentatin f the Persnnel Plicy manual t the Persnnel Cmmittee and t the HRA Bard f Cmmissiners at a regular scheduled HRA Bard meeting prir t the acceptance f the Manual by the Bard f Cmmissiners. Prvide a minimum f ten written cpies f the final plicy t the HRA. Prvide an electrnic versin f the plicy in a frmat acceptable fr use by the HRA. 4

5 III. AWARD CONTINGENCIES A. INSURANCE REQUIREMENTS The agreement will require that the firm will prvide the fllwing insurance: Cverage Amunt Wrker's Cmpensatin Statutry Cmprehensive General Liability BI $1,000,000 per ccurrence Autmbile Liability Prfessinal Liability $ 1,000,000 (Errrs and Omissins) PD $ 100,000 per ccurrence BI/PD $1,000,000 cmbined single limit The HRA shall be named as an additinal insured, except n Prfessinal (Errrs and Omissins) and Wrker s Cmpensatin cverage, and will be given thirty (30) days ntice in advance f cancellatin, nn-renewal, r material change in any cverage. A certificate f insurance evidencing such cverage shall be apprved by the HRA and placed n file with the HRA prir t cmmencement f wrk under this cntract. The firm shall indemnify and hld harmless the HRA, f any lsses, damages, csts, expenses, judgments, r decrees arising ut f, r resulting frm, the negligent acts f the firm. In the event any actin in curt is brught against a party s indemnified, the HRA shall tender the defense f any such claim r actin at law r in equity t the firm r firm s insurer, and upn such tender it shall be the duty f the firm r firm s insurer t defend such claim r actin withut cst r expense t the HRA. B. Evidence that yur firm r the participating prfessinals fr this wrk are nt debarred, suspended, r prhibited frm prfessinal practice by any gvernmental agency. C. Firm must adhere t the HRA Cde f Cnduct. IV. SUBMISSION REQUIREMENTS Yur prpsal must be received at Red Wing HRA, lcated at 428 West Fifth Street, Red Wing MN 55066, n r befre Friday, April 24, 2015 at 2:00 PM. The Deadline is firm as t date and hur. Fax r submissins will nt be accepted. All timely submissins will becme prperty f the HRA and will nt be returned t the prpser. Prpsals received after this time will nt be cnsidered. One riginal and tw (2) cpies f the Prpsals shuld be submitted. Yur Prpsals must be addressed t Randal Hemmerlin, Executive Directr, Red Wing HRA, 428 West Fifth Street, Red Wing, MN and must be placed in the mail in time t be received at the time required. V. ORGANIZATION OF SUBMISSION The instructins belw prvide guidance n the preparatin f submissins. Their purpse 5

6 is t establish the requirements, rder and frmat f respnses s that qualificatins cntain all essential infrmatin and can be evaluated easily. 1) Letter f Interest 2) Prfile f Firm r Key Members: List f principals r key members f the firm wh will be invlved in the develpment f the manual, their backgrund, and experience, particularly the backgrund, experience, r qualificatins in fields related t the requirements f this prpsed cntract. List prfessinal licenses held and applicable r pertinent certificatins. Prvide the same infrmatin requested abve fr any firms that will be prviding any f the prfessinal requirements f this prpsal as a sub cntractr t yur firm. Include infrmatin abut yur firm's facilities and resurces fr perfrming this wrk. 3) Experience and Capacity: Give a brief histry f the firm, including a list, and apprximate dllar value f related type cntracts cmpleted r in prgress and the type f services perfrmed by yur firm in cnnectin with the cntracts. Include the names, the address, their phne numbers, and the persn(s) within the wner's rganizatin wh were respnsible fr the cntract. Explain capability t prvide services in a timely manner. Explain past perfrmance in terms f cst cntrl, quality f wrk and cmpliance with perfrmance schedules. Specifically list writing persnnel manuals within the past five years with entities similar t the City f Red Wing HRA, Prt Authrities r ther City Cmmissins. 4) References: Quality f references (3 minimum). Evidence f yur firm s ability t successfully cmplete audit services. This may include specific examples f successful experiences. The degree t which the references are relevant t the prpsal and the degree t which reference checks prvide affirmatin f the fferr s cmpetence with respect t develpment, and management f a Strategic Plan. 5) MBE/WBE/Sectin 3: The degree t which respndent demnstrates the ability and experience t prvide fr MBE/WBE/Sectin 3 participatin. 6) Fee Schedule: Fr instance: Dllars per Cntract thrugh cmpletin f the cntract Dllars per hur fr specific services Reimbursables Other Csts VI. CRITERIA FOR EVALUATING REQUEST FOR QUALIFICATIONS Yur Prpsal submittal shuld include infrmatin abut yur firm's capabilities and past experiences, particularly relative t the type f wrk being undertaken (Persnnel Plicy 6

7 Manual develpment), and any ther infrmatin that will demnstrate yur firm's abilities t perfrm the required services. Yur qualificatin submittal must include cmplete infrmatin n each f the fllwing. (Nte: Each area will be evaluated as indicated.) List f principals r key members f the firm wh will be invlved in the prcess, their backgrund, and experience, particularly the backgrund, experience, r qualificatins in fields related t the requirements f this prpsed cntract. List prfessinal licenses held and applicable r pertinent certificatins. Prvide the same infrmatin requested abve fr any firms that will be prviding any f the prfessinal requirements f this prpsal as a sub cntractr t yur firm. Include infrmatin abut yur firm's facilities and resurces fr perfrming this wrk. Capability t prvide services in a timely manner. Past perfrmance in terms f cst cntrl, quality f wrk, and cmpliance with perfrmance schedules. Knwledge f wrking with gvernment entities is desired. Descriptin f the develping persnnel plicy manuals/services ffered by yur firm. Histry f the firm, including a list, and apprximate dllar value f related type prjects cmpleted r in prgress and the type f services perfrmed by yur firm in the past tw years. Include the names f the rganizatins, the city lcatin, their phne numbers, and the persn(s) within the rganizatin wh were respnsible fr the prject, and the lcatins f the prjects. References as prvided. Evidence f yur firm s ability t successfully prduce a Persnnel Plicy Manual. Review f examples prvided. Cst f Cmpleting the Services as per afrementined fee schedule (Sectin VII 6) Yu are encuraged t include any ther infrmatin that yu feel will pint ut qualificatins f yur firm relative t the type f wrk being cnsidered. Yur resume must include cmplete infrmatin cvering all f the abve items t enable the HRA t make accurate determinatins regarding the qualificatins f yur firm. VII. PROCEDURE FOR SELECTION OF A FIRM Staff f the HRA will evaluate all f the prpsal submittal against the evaluatin factrs stated in this Request fr Prpsals and will/may invite firms t participate in an interview. An interview culd mdify the riginal pints assigned t a firm. In determining the firm t be selected, the HRA will select the highest ranking firm and present the Prpsal t the HRA Bard f Cmmissiners fr apprval. Final authrity t accept a firm rests with the HRA Bard f Cmmissiners. The HRA reserves the right t reject all prpsals. 7

8 The HRA reserves the right t negtiate the Cntract Fees with the highest ranking firm. After the cntract is awarded, all f the firms wh submitted a prpsal will receive a written acknwledgement f their prpsal. The HRA will nt reimburse firms fr any expenses assciated with the submissin f prpsals r participatin in the interviews. VIII. PROCEDURES FOR EXECUTION OF CONTRACT Once the HRA Bard f Cmmissiners has apprved a firm, staff will cntact the successful firm and present a cntract t that firm fr signature. Once the cntract is signed by all parties, the firm will be expected t perfrm n the cntract. If there are any questins cncerning this Request fr Prpsals, cntact Randal Hemmerlin, (651) r at 8