ADDENDUM No. 1 for. Leadership & Management Development Program RFP

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1 OFFICE OF PROCUREMENT SERVICES 2039 KENNEDY BOULEVARD, ROOM# H-111 JERSEY CITY, NEW JERSEY TELEPHONE NO. (201) FAX NO. (201) ADDENDUM No. 1 for Leadership & Management Development Program RFP Date: December 3, 2018 Addendum is issued for the purpose of amending, revising and clarifying certain requirements of the Contract Documents, such requirements are hereby made part of said Documents as though they were originally included (or excluded) as indicated herein. All bidders shall be guided accordingly. CLARIFICATION: Please see Section 6. New Jersey City University s Terms and Conditions: The following questions were presented from potential bidders and have been answered in this addendum: 1. How many administrative and academic supervisors will be included in this program? this time. 2. Why is NJCU moving forward with the leadership and management development program at this time? What are the driving factors? As a result of the Great Colleges Survey feedback, there was a request from faculty and staff for ongoing leadership development. Also, senior Leaders, Deans, and Department Heads want to provide their supervisors and managers with skills to maximize their effectiveness, support their success, and improve overall performance. 1

2 3. Has NJCU funded a similar project in the past? If yes, when? If yes, please provide the identity of the incumbent and the price. Yes, a previous RFP was issued in 2015 and awarded to Cavanaugh and Leahy, for pricing you would need to submit an OPRA request; Contract Terms. This section mentions price and other factors considered as evaluation criteria for selection of the bidder. May we know what the other factors are and how price and the other factors will be weighted in selection of the bidder? In addition to pricing, the University will also evaluate vendor s ability to provide the full Scope of Services, Section 2 and the Submission Deliverables, Section Proposals are due December 11, When is the anticipated date of award? The University intends to issue an award January February Is there any issue with a program that might run across the University s fiscal year beginning/ end (i.e., June 30, July 1)? There is no foreseeable issue as long as all services provided through June 30 th are billed accordingly states The University does not assume responsibility for the completeness or the accuracy of any information presented in this RFP. If this is the case, where may we find accurate information? If there is no other place, we are unclear how we might go about writing a proposal since there may be information of which we are not aware. The standard RFP Language indicates that the University has done it due diligence in providing accurate information at the time the RFP was issued. However, the University cannot anticipate changes that may occur during the procurement process So that we may include them in the budget, what is the number of meeting hours anticipated for item The number may vary and cannot be estimated at this time : Regarding the survey, is this a survey that the University has developed and needs to have administered, or is the University requesting development and administration of a survey plus analysis of results? What is the number of program participants that will complete the survey mentioned in 2.1.2? The University is requesting the development and administration of this survey plus analysis of results. Any of the 100 eligible individuals in this program may be surveyed. 10. What is the number of program participants in the first, second, and third years of the project? Numbers will vary, but the University estimates a minimum of 100 individuals eligible for this program. Participation will be at the supervisors discretion and therefore an actual number is not available at this time. 2

3 11. What are the specific skills that the University wishes administrative and academic supervisors to acquire within the broad areas of communication skills, team building, and performance management? Having candid conversations Setting smart goals Provide coaching and mentoring Listening / Active Listening Delegation Effective Time and Meeting Management Making requests Providing feedback Strategies for dealing with difficult employees Establishing developmental plans Problem solving 12. The university has couched its purpose in terms of U skills, i.e., participants will learn communication skills, team building, and performance management. What are the outcome goals that the university expects to see once the participants are using these skills in the workplace? That is, once participants use these skills, what changes in the workplace environment does the university expect to see as a result of the skills usage? Higher employee job satisfaction Increased accountability and goal achievement Alignment and understanding on goals and objectives Meeting deadlines More effective meeting management Reduced complaints and grievances Reduced safety incidents Increased positive responses on future Great Colleges surveys Ultimately to support overall Student Success 13. We are a woman-owned small business, but are not a minority business enterprise. To what extent would that detract from our firm being chosen as your vendor given your statements in 1.2.2? Is it a requirement that the selected vendor represent a SMWBE? It is not required that the awarded vendor represent an S/M/W/BE. 14. What is meant by Design and Modify academic and administrative programs and material? The University intends to have customized new materials and/or updates to exiting materials. 15. How should we bid on Personalized training if/when necessary? Are you referring to 1-on-1 coaching here? If yes, must this be in person or could it be via Skype or phone? How many hours is the University planning to need? If unknown, should we provide an 3

4 hourly rate? Is there a cap on the amount that the University is willing to spend on personalized training? Yes, the University is referring to 1 on 1 coaching. The University does require in person coaching. As the needed time cannot be estimated at this time, bidders should provide an hourly rate. The University does not have a cap lists 5 areas of training which represent small subsets of the broader areas of communication skills and performance management (team building is not included). Are there other areas within the broad areas that the University would like to have included? The University expects the awarded bidder to bring industry best practices and provide insight as to what additional areas should be targeted States that training modules should not go over 4 hours. How many training module does the University wish to have developed? Over what time period and how often would they be delivered? The University intends for this to be answered by the bidder in their proposal What is the purpose of post training consultation? With whom would the posttraining consultation be conducted? Is this the same as personalized training in 2.1.4? For purposes of bidding, how much time does the University require for the post training consultation. The post training consultation refers to the need for post training follow up that may be needed with certain individuals on a one to one basis. These may be individuals that were not originally identified as needing personalized training. As such, the University cannot estimate how much time will be needed. 19. What is the budget the University has set aside for the first year of this program? The University has not determined this at this time. 20. Does the University forsee a program that includes monthly 4 hour training modules with the same people completing all of the modules, or is this a drop-in/drop-out program where different modules would have differing participants? The University is open to the bidder s recommendations. 21. May the vendor assign prework and post-work practice and reporting by participants? Yes. 22. Is there a preference for a local vendor? No. 23. In 1.[3] we see NJCU Response to Bidders with advertised Addendum #1.. December 3. Are re correct in interpreting this as the date on which responses to questions will be provided. What does advertised Addendum mean? Yes, Addendum No. 1 will answer all questions posed by potential bidders prior to the listed last date for questions in Section 1.3. The term Advertised Addendum refers to all addendum being advertised in a legal newspaper. 4

5 24. What is the page limitation of the proposal? There is none. 25. What insurance requirements does the University have of its bidders? Please read section in the New Jersey City Terms and Conditions (link provided in the clarifications). 26. How long after the bid opening will bid proposals be considered public information. What actions should we take in order to receive a copy of the winning proposal if we are not the winners? Do we need to submit a proposal in order to receive a copy of the winning proposal? Bids are public information, an OPRA request will be responded to within 7 business days of receipt to the University s custodian. In order to submit an OPRA request go to In what is meant by bid tabulations. This refers to the listing of all financial proposals received and evaluated by the University. 28. Section 5 states The proposal should detail all costs related for the services but provide a cost grid with only 8 cells. Please specify the level of detail required in the financial proposal. The grid is meant as a guide to provide pricing, bidders are advised to amend the format as it fits for the requested services. 29. How many participants will be involved in the program? this time. 30. How many half-day presentations do you desire or is this up to us to propose? The University intends for this to be answered by the bidder in their proposal. 31. Will you consider full-day presentations? We charge for consultant time by the day, since we are unable to sell consultant time for the remaining half-day. Yes. 32. Please advise the budget range that you have for subject RFP. While we recognize this is a sensitive question, our experience has been that when a client provides budget guidance, we are able to price specific services within that budget. The University has not determined this at this time. 33. Does the project represent a continuation of a past or current effort or is this a new initiative? If you have used a similar process in the past, what parts do you wish to retain, and which parts do you wish to improve or discard? This is a continuation of a previous effort. The University will discuss the details they wish to discard and/or retain with the awarded vendor. 5

6 34. Do you have an incumbent who provides similar services to those described in the RFP? If yes, what advantage, if any, would such a vendor have in competing for the current project? What was most and least useful about the experiences? Yes there is an incumbent. All bids are open to the public, and therefore the incumbent is weighted to the same evaluation criteria as all other bidders. The University will discuss the previous experience with the awarded bidder. 35. If there is a face-to-face trainer, can there also be a virtual trainer? The University prefers a face-to-face training. 36. What is your preferred modality for meetings (in-person, virtual)? Will all meetings be conducted using the same modality? Initially the University prefers in-person meetings, however follow-up and post training can be proposed as a teleconference. 37. What is your budget or budget range or how much have you spent on similar work in the past? The University has not determined this at this time. 38. What is your estimate of the number of individuals who would be served by the project? What are their titles? Are you anticipating individual services, group services, or a mixture of both? this time. The University would like bidders to propose the approach they think would be best based on the scope of services. 39. Is the proposed project based on similar programs that have been developed elsewhere or used by other organizations? If yes, could you please provide 1) contact information for two or three such programs or 2) references to literature or published reports that we might consult? The University is looking for a program specifically developed for the NJCU community. 40. Why are you choosing to outsource this project rather than staffing it internally? The University is seeking different approaches from bidders than what can be done in house. 41. Will answers to questions from all potential vendors be shared among them? Yes, this addendum will be posted on the website and ed to all bidders who downloaded the RFP. 42. Will we be able to learn who the other bidders are? The bid opening is public, after the bid opening an OPRA request must be submitted for bidding results; 6

7 43. How many people is this for specifically, FTE and/or headcount? this time. 44. Are you specifically looking for in-person training and modules? Yes. 45. Are online courses at your own pace allowed? No. 46. What time frame (overall) do you want the training completed? The University will discuss this with the awarded vendor. 47. What time frame do you want training to be started (calendar)? The schedule will be discussed with the awarded vendor. 48. Are certifications required to prove completion of the training? Only for group training, one on one coaching does not require certification. The RFP proposal due date is Tuesday, December 11, 2018, at 2 p.m. All other terms and conditions of the bid specifications shall remain the same. END OF ADDENDUM 7