Human Resources Structure Review Proposal No. P14/9860 Date: June 9, 2014

Transcription

1 Answers to Vendor Questions - Questions are in black, answers are in red. 1. Question: There is an indication that the project should be completed within 60 days. Does that mean 60 calendar days (2 months) or 60 business days (3 months)? Answer: 60 business days. 2. Question: Also what is the projected award date and start date for the project to begin? Answer: August 1, Question: System resources can be construed many different ways--how are you defining "systems resources" within the scope of the project? (Item 1 at top of page 4.) Answer: Primarily software packages used by HR, i.e., Banner, Hire Right, People Admin. 4. Question: This will be a very broad and detailed project requiring HR to produce various documentation and forms, staff to schedule and/or participate in surveys and interviews, employees will need time to participate, and consultants need time to collect and analyze the data. Is there any latitude to extend the completion period beyond "60 days from the date of the award"? (Item 3 at bottom of page 4.) Answer: No, but see #1 above. 5. Question: What major areas of responsibility/functions currently report through to the Chief HR officer? Answer: Talent management (recruitment, employment, records), professional development, employee relations, EEO & AA, classification & compensation. 6. Question: Is Pima CC considering adding or transferring any areas of responsibility regardless of the findings of the study? Answer: We can expect some decentralization of service provision to the campuses and sites. 7. Question: Who does the Chief HR person currently report to within the College structure? Answer: Chancellor 8. Question: Is Pima an AQIP accredited institution through the Higher Learning Commission or do they use the traditional approach? Answer: Not yet, but that is our goal. Page 1 of 5

2 9. Question: Is Pima singularly accredited or is each campus individually accredited? Answer: Singularly accredited. 10. Question: Is the college expecting a specific number of comparison institutions of similar size and diversity? after review of similar institutions of like size and diversity. The firm will provide centralized vs. decentralized structural options in its recommendations. (Item 4 at bottom of page 4) 11. Question: Currently, the college has an Interim Vice Chancellor of Human Resources. The position is not advertised on PCC s open jobs listing. When will the college begin the process of filling that position permanently? Answer: Information not available at this time. 12. Question: The college s website lists 26 employees in the Human Resources Department. Is that directory list current? Answer: There are 29 FTE assigned to HR. Project Engagement 13. Question: What are Pima Community College s main drivers for assessing the HR function? Answer: Efficiency, effectiveness, responsiveness and quality. 14. Question: What are the most important trait you are seeing a consulting partner for this project? Answer: See selection criteria on Page 9 of RFP. Current Service Delivery Model 15. Question: Are all HR roles listed in Attachment E? 16. Question: What are the current technologies used to deliver HR services? Please include both core and ancillary systems/data bases. Answer: Banner, Hire Right, People Admin, e-verify among others. 17. Question: Has the HR function experienced any recent changes in leadership, structure, staffing, technology and/or outsourcing vendors? Page 2 of 5

3 Answer: Leadership (Chief HR Officer) 18. Question: What activities or services, if any, are currently outsourced to a third-party vendor or managed by another agency? Answer: None, other than some executive search firm assistance. Project Timing 19. Question: What are the drivers for the project needing to be completed within 60 days? Is there flexibility on this timing? Answer: 60 business days (3 months), the time is driven by a reaccreditation review by our accrediting body. Project Scope 20. Question: What is meant by an assessment of job classification? Answer: Are KSA s appropriate for the work needing to be done; are the levels and positioning of jobs appropriate, among other types of assessments. 21. Question: Is there an expectation to review total HR costs and comparing to industry and broad-based benchmarks? Answer: No, but this could be part of the overall assessment. 22. Question: Is a potential change of HR technology considered in scope for recommendations? Answer: Yes, except for the college wide Banner system. 23. Question: Is Pima also considering a follow-on project, Phase II, for the potential implementation recommendations? Answer: That would depend on the needs and required actions surfaced through this review. 24. Question: Is there an expectation to review satisfaction with any 3 rd party vendors (if applicable)? Project Delivery 25. Question: Do we anticipate relevant on-site work to be conducted centrally? Is there an expectation for the consulting partner to conduct project activities at each campus? Answer: Both would be expected. Page 3 of 5

4 26. Question: Will we have access to all members of the HR function for interviews, workshops and/or surveys to obtain key assessment information? 27. Question: Are their HR satisfaction scores available for review as part of the project? 28. Question: Is there a specific impetus for this study and if so, what is it? Answer: The practices of HR were cited as a concern by our accrediting body. 29. Question: Who is the designated project champion and/or project manager for this project and what is this person s role within the organization? Answer: Not available at this time. 30. Question: The Project Scope listed in Section 2 on page 4 of the RFP indicates that the HR functions to be analyzed include those performed in the HR office as well as employee benefits and services delivery please clarify: a. Where the employee benefits function reports within the institution. b. What is meant by services delivery is this in relation to employee benefits administration? Or referring to the HR service delivery outside of HR? Answer: a. Employee Service Center (Finance); b. Benefits service delivery. 31. Question: Section 3, #3. Proposal Copies on page 5 indicates, the firm must submit one (1) digital.pdf copy of the proposal on media suitable for copying and distributing electronically. Would it be acceptable for us to a.pdf version? If yes, what address should we send it to? 32. Question: Section 3, #5. Response on page 6 states, Responses must follow the numbering format used in the Request For Proposal. Would you clarify the numbering format? For example, would Qualifications be item 4 in the proposal submittal even though item #3 does not require any content be provided for the proposal submittal? Or should Qualifications be item 3? Answer: Should be item # Question: The RFP Completion Checklist in Section 5 on page 10, indicates one of the required components of the RFP is a Response to Scope of Work, in addition to Qualifications. How does the Response to Scope of Work response differ from the Overview of approach and Page 4 of 5

5 description of methodology to be used requested as part of the Qualifications in Section 3 number 4.f. on page 6? Answer: Can be one in the same depending on the project. 34. Question: Do we need to respond to or address Attachment A Scope of Services (page 18) and Attachment B Fee Schedule (page 19) to the agreement in our proposal submittal or will that be negotiated upon award? Answer: Proposals should include the proposer s list of services being offered and a firm price for all work to be performed, (inclusive of all fees and incidental expenses). This will be incorporated as Attachments A and B in the final agreement. Page 5 of 5