HOUSING AUTHORITY OF THE COUNTY OF LEBANON REDEVELOPMENT AUTHORITY OF THE COUNTY OF LEBANON

Transcription

1 HOUSING AUTHORITY OF THE COUNTY OF LEBANON REDEVELOPMENT AUTHORITY OF THE COUNTY OF LEBANON REQUEST FOR PROPOSALS FOR HUMAN RESOURCE MANAGEMENT SERVICES March 28, 2016 Housing and Redevelopment Authorities of the County of Lebanon P.O. Box Chestnut Street Lebanon, PA Telephone: Fax: TDD: , Ext

2 STOP EXTREMELY IMPORTANT Before proceeding further you MUST complete this form and return it via fax to the Housing Authority at the number listed below. ALL vendors who obtain the Human Resource Management Services Solicitation MUST register with the Authority. IF YOU DO NOT COMPLETE THIS FORM AND RETURN IT TO THE AUTHORITY YOUR PROPOSAL WILL NOT BE CONSIDERED. Company Name: Company Address: Contact Name: Contact Telephone: Contact Fax: Contact Return this form to Mrs. Karen Raugh either by fax to or by to: Once this form is received by the Authority you will be added to the list of firms who have received the RFP and who are authorized to submit a proposal for this solicitation. You will receive a return fax or from the Authority acknowledging receipt of you registration. If you have any questions please contact the Authority staff member referenced in the solicitation. FOR AUTHORITY USE ONLY The Authority hereby acknowledges receipt of your registration for the above referenced solicitation. Received for the Authority by: Date Received:

3 TABLE OF CONTENTS Introduction Section I Authority Profiles Section II Summary of Human Resource Services Required Section III Factors for Award Section IV Proposal Contents Section V Fee Proposal Section VI Sample Contract

4 INTRODUCTION The Housing and the Redevelopment Authorities of the County of Lebanon hereby give public notice of their intent to utilize competitive negotiation procedures for the procurement of Human Resource Management Services for the period July 1, 2016 to June 30, Such services shall include (but are not limited to): assistance with day to day Human Resource related functions (such as guidance on employee relations, compliance with federal, state and local laws, compliance with internal policies and procedures and benefit claims) and general consultation and advisement on Human Resource related matters. Consultants who possess the ability to successfully perform under the terms and conditions as specified by the Housing and Redevelopment Authorities of the County of Lebanon are invited to submit a proposal for a fixed-rate professional services contracts with the Housing Authority of the County of Lebanon and the Redevelopment Authority of the County of Lebanon. The Housing and Redevelopment Authorities of the County of Lebanon solicit and encourage Minority Business Enterprise (MBE), Women Business Enterprise (WBE), and Section 3 Business Enterprise participation in all their contracts. Proposals will be evaluated in accordance with the criteria in this Request for Proposals and the Human Resource Professional whose proposal is most advantageous to the Authorities will be selected, subject to negotiation of fair and reasonable compensation. All proposals, including qualifications, hourly rates and any other pertinent information, must be submitted in writing to the Housing and Redevelopment Authorities of the County of Lebanon, P.O. Box 420, 303 Chestnut Street, Lebanon, Pennsylvania 17042, no later than 4:00 p.m. April 27, Copies of the solicitation documents are available for download at the Authority s website Questions concerning this solicitation should be directed to Lebanon County Housing & Redevelopment Authorities, Mrs. Karen Raugh, CFO, P.O. Box 420, Lebanon, PA 17042, x 111, kraugh@lebanoncountyhousing.com Bryan Hoffman, Executive Director Lebanon County Housing Authority Elizabeth Bowman, Executive Director Lebanon County Redevelopment Authority March 28, 2016

5 Section I AUTHORITY PROFILES The Redevelopment Authority of the County of Lebanon (RACL) was created in 1959 in accordance with the Pennsylvania Urban Redevelopment Law. The Redevelopment Authority was created to address conditions of slums and blight which affected various communities in Lebanon County. Since its creation, the Redevelopment Authority has administered a wide variety of Urban Renewal and Community Development Programs. Presently the Redevelopment Authority is administering the Community Development Block Grant (CDBG) and HOME Programs on behalf of the County of Lebanon and portions of the CDBG program for the City of Lebanon. The Redevelopment Authority s staff consists of a five member board of directors and approximately 4 full time employees. Employees are based at 39 North Twelfth Street, Lebanon, PA. The Housing Authority of the County of Lebanon (HACL) was incorporated in 1966 under the Housing Authorities Law of 1937 of the Commonwealth of Pennsylvania. The mission of the Housing Authority of the County of Lebanon is to provide eligible families with safe, decent, and affordable housing opportunities as they strive to achieve self-sufficiency and improve the quality of their lives. Furthermore, the Housing Authority endeavors to provide accessible facilities to persons with disabilities. The Housing Authority is committed to operating in an efficient, ethical, and professional manner as well as creating and maintaining partnerships with its clients and appropriate community agencies. The Housing Authority provides affordable housing to lower income families through various programs: Public Housing, Section 202 Housing, Tax Credit Housing and the Section 8 Housing Choice Voucher program. The Authority s staff consists of a five member board of directors and approximately 25 full time and 2 part time employees. Clerical and administrative positions within the Housing Authority are governed by the rules and regulations of the PA State Civil Service Commission. Employees are based in a variety of offices and work sites. None of the employees of either Authority are unionized. Currently Human Resource services are provided by a third party vendor.

6 Section II SUMMARY OF HUMAN RESOURCE SERVICES REQUIRED Provide Human Resource consultant time based upon the specific needs of RACL/HACL. The number of hours the Authorities expects to utilize the consultant (on-site/off-site) per month varies depending on need, but the proposal should provide a cost for 8 hours per month on site and 8 hours per month off site and an hourly cost for on and off site hours exceeding those hours. The services/functions to be conducted (on-site/off-site) may include, but are not limited to: assistance with day to day Human Resource related functions/issues such as providing guidance on employee relations; compliance with federal, state and local laws and regulations related to employment; as well as compliance with internal policies and procedures; performance management; Human Resource systems; unemployment compensation claims; Worker's Compensation claims/issues; recruitment activities; Pennsylvania State Civil Service Commission matters; training of employees and/or mangers; benefits and leave of absence administration; HR record keeping tasks; general consultation and advisement on Human Resource related matters; review and revise Human Resource related policies, processes and documentation as necessary; attend monthly meetings, provide guidance and recommendations to the workplace safety initiatives committee members; access by phone and/or e- mail for consultant/advisement on any Human Resource related issues or questions that may arise during the contract. Additional Human Resources and Legal Services backup should be available. To the greatest extent possible a single Human Resource professional shall be assigned to provide the routine monthly services to the Authorities. The Authorities will provide the consultant with internet access and adequate space to perform duties on-site.

7 Section III FACTORS FOR AWARD The Authorities will evaluate each written proposal and determine whether oral discussions of the offeror s are necessary. The Authorities will assign points for each segment of the proposal based on the content of the written proposal and any oral discussions. Points will be assigned based on the criteria set forth in this offering document. The offeror with the highest total points will be selected for purposes of awarding both the Housing Authority and the Redevelopment Authority Human Resource Management contract. The Authority reserves the right to include within the usual discussions, adjustments to the offeror s proposal, including but not limited to, fee schedules. The points to be awarded are set forth below: 1. Offeror s qualifications and experience (40 points) a. The overall experience of the human resource firm/professional (15 points) b. Knowledge of or experience with human resource issues specific to housing and redevelopment authorities; e.g. civil service requirements, HUD wage rate requirements, etc. (15 points) c. Familiarity with the Authority s operational jurisdiction - Lebanon County, PA. (10 points) 2. Management and work plans (20 points) a. The ability to perform all required professional services on a timely basis (10 points) b. The technical resources of the firm (10 points) 3. Participation by Small, Minority, Women, Section 3 and Labor Surplus Area Firms (15 points) Any offeror who meets any one of the following factors shall receive three points: a. Small business firm b. Minority owned business firm c. Women owned business firm d. Section 3 business firm e. Labor surplus area business firm 4. Basis for Compensation (25 points) a. General Human Resource Services (15 points) - fifteen points will be awarded to the offeror with the lowest annual proposed fee for the required 8 hours of on-site and 8 hours of off-site services each month. Point awards to the remaining offerors will be in proportion to their relationship with the lowest offeror.

8 b. Additional Human Resource Services - (10 points) Ten points will be awarded to the offeror with the lowest hourly rate for services beyond the required 16 hours of monthly service. Point awards to the remaining offerors will be in proportion to their relationship with the lowest offeror.

9 Section IV PROPOSAL CONTENTS All offerors are required to submit three paper copies and one electronic copy (in PDF format) of their proposal no later than April 27, 2016 at 4:00 P.M. prevailing time. Such proposal shall include at a minimum responses to at least the following: 1. Offeror s method for providing the requested services: (Your understanding of the Authorities Human Resource service needs.) 2. Offeror s qualifications and experience: (The previous experience of the firm/professional; knowledge/experience of human resource issues specific to Housing and Redevelopment Authorities; familiarity with the County of Lebanon, PA) 3. Management and work plans: a. The ability of the firm/professional to perform all required professional services on a timely basis; b. The technical resources of the firm/professional that will be made available to complete the assignments; 4. Basis for Compensation (refer to Section V Fee Proposal):

10 Section V FEE PROPOSAL It is requested that this form be completed and included with each Proposal for Human Resource Services in response to the Request for Proposals by the Housing and Redevelopment Authorities of the County of Lebanon dated March 28, Firm Name: Monthly fee for the required 16 hours monthly general Human Resource Services as described in Section II. Monthly Fee Contract Year 1: July 2016 June 2017 $ Monthly Fee Contract Year 2: July 2017 June 2018 $ Monthly Fee Contract Year 3: July 2018 June 2019 $ Hourly Rates for all additional Human Resource Services beyond 16 hours per month as described in Section II. Hourly Rate Contract Year 1: July 2016 June 2017 $ Hourly Rate Contract Year 2: July 2017 June 2018 $ Hourly Rate Contract Year 3: July 2018 June 2019 $ Signature: Date: Title:

11 Section VI SAMPLE CONTRACT CONTRACT FOR HUMAN RESOURCE SERVICES LEBANON COUNTY HOUSING and REDEVELOPMENT AUTHORITIES THIS AGREEMENT entered this day of, 2016, by and between the HOUSING and REDVELOPMENT AUTHORITIES OF THE COUNTY OF LEBANON, hereinafter referred to as the The Authorities, and, hereinafter referred to as the Contractor, W I T N E S S E T H The Authorities desire to engage the Contractor to provide Human Resource services and the parties hereto do mutually agree as follows: 1. Scope of Services The contractor shall provide human resource services which the Housing Authority or Redevelopment Authority may require in relation to the day to day operations of its various business activities. Such services shall include, but not be limited to the following: Assistance with day to day Human Resource related functions/issues such as providing guidance on employee relations; compliance with federal, state and local laws and regulations related to employment; as well as compliance with internal policies and procedures; performance management; Human Resource systems; unemployment compensation claims; Worker's Compensation claims/issues; recruitment activities; Pennsylvania State Civil Service Commission matters; training of employees and/or mangers; benefits and leave of absence administration; HR record keeping tasks; general consultation and advisement on Human Resource related matters; review and revise Human Resource related policies, processes and documentation as necessary; attend monthly meetings, provide guidance and recommendations to the workplace safety initiatives committee members; access by phone and/or for consultant/advisement on any Human Resource related issues or questions that may arise during the contract. 2. Time and Performance The services of the Contractor shall commence July 1, 2016 and terminate on June 30, 2019, subject to cancellation as hereinafter set forth. Either party may cancel this agreement with sixty (60) days prior written notice of such intention to cancel. 3. Compensation The Authorities agree to pay, and the Contractor agrees to accept compensation for actual services in accordance with Contractor s Fee Proposal dated which shall be included as an attachment to this contract.

12 4. Method of Payment For general Human Resource Services the Contractor shall submit to the Authorities an invoice for the required sixteen hours of monthly services no less often than quarterly. Payment shall be made upon approval of the Contractor s statement by the Authorities. For all Human Resource Services beyond the provided sixteen (16) hours per month, the Contractor shall submit to the Authorities a statement of account which clearly sets forth by dates (year, month, day): the nature of the work performed; the designated times of work; and by whom performed. Such statements shall be submitted monthly except that the Authorities may waive such submission if unbilled fees do not exceed Two Hundred ($200) Dollars and a fee statement is submitted in any event not less often than quarterly. 5. Termination of Contract for Cause If, through any cause, the Contractor shall fail to fulfill in timely and proper manner his/her obligations under this Contract, or if the Contractor shall violate any of the covenants, agreements or stipulations of this Contract, the Authorities shall thereupon have the right to terminate this Contract by giving written notice to the Contractor of such termination and specifying the effective date thereof at least five (5) days before the effective date of such termination. In such event, all finished or unfinished documents, data, studies and reports prepared by the Contractor under this Contract shall, at the option of the Authorities, become its property, and the Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents. Notwithstanding the above, the Contractor shall not be relieved of liability to the Authorities for damages sustained by the Authorities by virtue of any breach of the Contract by the Contractor, and the Authorities may withhold any payments to the Contractor for the purpose of set-off until such time as the exact amount of damages due the Authorities from the Contractor, is determined. 7. Termination for Convenience of the Authorities The Authorities may terminate this Contract at any time by giving at least sixty (60) days notice in writing to the Contractor. If the Contract is terminated by the Authorities, as provided herein, the Contractor will be paid an amount which bears the same ratio to the total compensation as the services actually performed bear to the total services of the Contractor covered by this Contract, less payments of compensation previously made: provided, however, that if less than sixty percent (60%) of the services covered by this Contract have been performed upon the effective date of such termination, the Contractor shall be reimbursed (in addition to the above payment) for that portion of the actual out-ofpocket expenses (not otherwise reimbursed under this Contract) incurred by the Contractor during the Contract period which are directly attributable to the uncompleted portion of the services covered by this Contract. If this Contract is terminated due to the fault of the Contractor, Section 5 hereof relative to termination shall apply. 8. Changes The Authorities may, from time to time, request changes in the scope of the services of the Contractor to be performed hereunder. Such changes, including any increase or decrease in the amount of the

13 Contractor s compensation, which are mutually agreed upon by and between the Authorities and the Contractor, shall be incorporated in written amendments to this Contract. 9. Personnel The Contractor represents that he/she has, or will secure at their own expense, all personnel required in performing the services under this Contract. Such personnel shall not be employees of or have any contractual relationship with the Authorities. All the services required hereunder will be performed by trained personnel who shall be fully qualified under state and local law to perform such services. No person who is serving sentence in a penal or correctional institution shall be employed on work under this Contract. 10. Anti-Kickback Rules Salaries of personnel performing work under this Contract shall be paid unconditionally and not less often than once a month without deduction or rebate on any account except only such payroll deductions as are mandatory by law or permitted by the applicable regulations issued by the Secretary of Labor pursuant to the Anti-Kickback Act of June 13, 1934 (48 Stat. 948; 62 Stat. 740; 63 Stat. 108; Title 18 U.S.C., Section 874; and Title 40 U.S.C., Section 276c). The Contractor shall comply with all applicable Anti-Kickback regulations and shall insert appropriate provisions in all subcontracts covering work under this Contract to insure compliance by subcontractors with such regulations, and shall be responsible for the submission of affidavits required of subcontractors there under, except as the Secretary of Labor may specifically provide for variations of or exemptions from the requirements thereof. 11. Withholding of Salaries If, in the performance of this Contract, there is any underpayment of salaries by the Contractor or any subcontractor thereunder, the Authorities shall withhold from the Contractor, out of payments due to him, an amount sufficient to pay to employees underpaid, the difference between the salaries required hereby to be paid and the salaries actually paid such employees for the total number of hours worked. The amounts withheld shall be disbursed by the Authorities for and on account of the Contractor or subcontractor to the respective employees to whom they are due. 12. Claims and Disputes Pertaining to Salary Rates Claims and disputes pertaining to salary rates or to classifications of those performing work under this Contract shall be promptly reported in writing by the Contractor to the Authorities for the latter s decision which shall be final with respect thereto. 13. Equal Employment Opportunity During the performance of this Contract, the Contractor agrees as follows:

14 The Contractor will not discriminate against any employee or applicant because of race, color, religion, sex, age, physical handicap, national origin or sexual orientation. The Contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, religious, sex, age, physical handicap, national origin or sexual orientation. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor agrees to post in conspicuous places available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, physical handicap, national origin or sexual orientation. The Contractor will cause the foregoing provisions to be inserted in all subcontracts for any work covered by this Contract so that such provisions will be binding upon each subcontractor, provided that the foregoing provisions shall not apply to contracts or subcontracts for standard commercial supplies or raw materials. 14. Discrimination Because of Certain Labor Matters No person employed on the work covered by this contract shall be discharged or in any way discriminated against because he/she has filed any complaint or instituted or caused to be instituted any proceeding or has testified or is about to testify in any proceeding under or relating to the labor standards applicable thereunder to his/her employer. 15. Compliance with Local Laws The Contractor shall comply with all applicable laws, ordinances and codes of the state and local governments, and shall commit no trespass on any public or private property in performing any of the work embraced by this Contract. 16. Subcontracting None of the services covered by this Contract shall be subcontracted without the prior written consent of the Authorities. The Contractor shall be as fully responsible to the Authorities for the acts and omissions of his/her subcontractors, and of persons either directly or indirectly employed by them, as he/she is for the acts and omissions of persons directly employed by him/her. The Contractor shall insert in each subcontract appropriate provisions requiring compliance with the labor standards provisions of this Contract. 17. Assignability The Contractor shall not assign any interest in this Contract, and shall not transfer any interest in the same (whether by assignment or novation) without the prior written approval of the Authorities; provided, however, that claims for money due or to become due the Contractor from the Authorities

15 under this Contract may be assigned to a bank, trust company, or other financial institution, or to a Trustee in Bankruptcy, without such approval. Notice of any such assignment or transfer shall be furnished promptly to the Authorities. 18. Interest of Members of the Housing Authority or Redevelopment Authority No member of the governing body of the Housing Authority or Redevelopment Authority, and no other officer, employee, agent of the Authorities who exercises any functions or responsibilities in connection with the carrying out of the Project to which this Contract pertains, shall have any personal interest, direct or indirect, in this Contract. 19. Interest of Other Local Public Officials No member of the governing body of Lebanon County, and no other public official of such locality, who exercises any functions or responsibilities in the review or approval of the carrying out of the Project to which this Contract pertains, shall have any personal interest, direct or indirect, in this Contract. 20. Interest of Certain Federal Officials No member of or Delegate to the Congress of the United States, and no Resident Commissioner, shall be admitted to any share or part of this Contract or to any benefit to arise herefrom. 21. Interest of Contractor The Contractor covenants that he/she presently has no interest and shall not acquire any interest, direct or indirect, real or apparent, in business interests of the Housing or Redevelopment Authority, or any other interest which would conflict in any manner or degree with the performance of his/her services hereunder. The Contractor further covenants that in the performance of this Contract, no person having any such interest shall be employed. 22. Findings Confidential All of the reports, information, data, etc., prepared or assembled by the Contractor under this Contract, are confidential and the Contractor agrees that they shall not be made available to any individual or organization without the prior written approval of the Authorities. 23. Maintenance of Records The Contractor shall maintain all records generated under this Contract for a period of three (3) years after the Authorities make final payment hereunder and all other matters are closed. 24. Additional Provisions The Contractor agrees to comply with all applicable Federal laws and regulations, state and local laws, ordinances and codes in performing the services hereunder. This contract is subject to and incorporates herein the provisions of The Request for Proposals for Human Resource Management Services dated March 28, 2016.

16 IN WITNESS WHEREOF, the Housing Authority of the County of Lebanon, The Redevelopment Authority of the County of Lebanon and the Contractor have executed this Agreement as of the date first above written. HOUSING AUTHORITY OF THE COUNTY OF LEBANON WITNESS: By: Bryan D. Hoffman, Executive Director REDEVELOPMENT AUTHORITY OF THE COUNTY OF LEBANON WITNESS: By: Elizabeth Bowman, Executive Director Contractor Name Name: Title: WITNESS: By: Signature