DATE: June 7, 2016 TO: FROM: RE: All Prospective Proposers Beth Kirk Assistant Director, Goods and Non-Technology Services 301-985-7618 RFP 91420 Fair Labor Standards Act (FLSA) and Consulting Services Addendum #1 dated 06/7/2016 As a result of questions received, the following amends the above referenced RFP documents. Receipt of this addendum is to be acknowledged by completing the enclosed "Acknowledgement of Receipt of Addenda Form and including it in the Technical Proposal. As well, the addendum number and date should be noted in the appropriate space on the Price Proposal form. Last day for questions was June 3, 2016, by 4:00 P.M. EDT. The Proposal Due date REMAINS the same, June 13, 2016, by 4:00 P.M. EDT. 1. How is this FLSA Review RFP different from the FLSA review included in the RFP #91418 for Pay Structures and Incentive Plan Consulting Services? What is driving a separate RFP for these 85 positions? These 85 positions have some employees below the new FLSA salary threshold. We would like to expedite the review to prepare for new FLSA regulations effective December 1, 2016. 2. Have any preliminary FLSA reviews taken place? Yes, UMUC reviewed based on the new FLSA salary requirement. This analysis would be to test the positions against the duties exam. 3. Does the review only include the identified 85 positions, or is there a need to review any additional positions? The review only includes the 85 position. Page 1 of 8
4. What documentation exists today that can support this activity (e.g., job descriptions)? UMUC has job description templates. Are job descriptions complete, up-to-date, and accurate? The majority of the job descriptions have been reviewed within the past two years. UMUC will work with managers to collect missing job descriptions or to confirm accuracy. 5. In addition to federal review requirements, do you also expect the vendor to review state requirements as well? Only the federal requirement. 6. Will HR/manager interviews be required to gather additional information on the identified jobs? UMUC would prefer a price costing with interviews for identified jobs and a costing without interviews. If UMUC conducts the interviews, UMUC may request the Contractor to provide a sample questionnaire template. 7. Does the scope of work include overtime cost modeling for impacted positions? No, the review will only include recommendations for exemption status. 8. Will the UMUC legal department be involved in the review to protect attorney/client privilege? Yes. 9. What are UMUC s anticipated challenges in complying with the final FLSA regulations? The outcome of this review will determine UMUC's course of action to include possible cost and communication. 10. Can you provide additional detail on the 85 positions in scope of this study? Do they primarily come from a specific area(s), and if so, what are the area(s)/function(s)? The 85 positions vary from different departments throughout UMUC. The departments range from Advising (Military and Non-Military students) to Student Accounts (Bursar). 11. Does UMUC desire any additional communications and implementation support as part of this work? No. 12. To what extent does UMUC desire a detailed cost impact analysis as part of this engagement? This is not required. Page 2 of 8
13. Is there any overlap of the scope of services as far as positions and/or employee population covered in the Solicitation 91418 Pay Structures and Incentive Plan Consulting Services? Once the review process and recommendations are completed for any given position(s). UMUC will not require further FLSA review services for position(s) that have already been completed under the contract resulting from this Solicitation 91420. 14. Are the 85 targeted positions single-incumbent positions or do they have multiple incumbents in some or all of the positions? Refer to attached chart, herein referred to as Attachment A to this Addendum One. 15. If some or all of the positions are multi-incumbent, can you please provide the total number of incumbents in the targeted review? Refer to Attachment A. 16. If possible could you provide a list of the job titles with the number of incumbents in each role/position? Refer to Attachment A. 17. Please confirm that the incumbents in the targeted positions all work in the state of Maryland. If outside of Maryland, please indicate the number of incumbents by position by state(s). All incumbents are located in Maryland. 18. Do you have accurate and validated job descriptions for each of the targeted positions? The majority of the job descriptions have been reviewed within the past two years. UMUC will work with managers to collect missing job descriptions or to confirm accuracy. 19. The RFP references three (3) one (1)-year renewal options at the sole discretion of UMUC with a maximum fee for the contracts not to exceed $100,000.00. Is UMUC asking the contractor to commit to three additional annual FLSA reviews for a total fee not to exceed $100,000 or is UMUC stating that this review of 85 positions is capped at $100,000? The maximum spend for this contract cannot exceed $100,000.00. If UMUC requires additional services, at a later date, the contract may be renewed for three, one-year renewals, at UMUCs sole discretion, if the maximum spend of $100,000.00 has not been met. 20. Given the 1-month time frame requested to complete to the FLSA review project (July 1 to August 1, 2016) and the 1-year contract duration that will cover this project (July 1, 2016, to June 30, 2017), please confirm the time frame and scope of services the $100,000 fee max is intended to cover. Page 3 of 8
The maximum spend for this contract cannot exceed $100,000.00. If UMUC requires additional services, at a later date, the contract may be renewed for three, one-year renewals, at UMUCs sole discretion, if the maximum spend of $100,000.00 has not been met. It is UMUC s expectation and intent to have the required services described in this Solicitation 91420 completed for 85 positions by August 1, 2016. 21. Please advise regarding the anticipated services that may be requested or covered by the 1-year contract renewals and the process that will be used to determine fees that cover the contract renewal periods. Services may be in similar scope to the Services described in this Solicitation 91420 or as amended at a later date. The quoted rates and fees provided in the Contractor s Proposal shall be valid for the initial term of the Contract and will remain in effect throughout the renewal terms of the contract, unless otherwise mutually agreed to by both Parties to modify pricing in order to reflect the level of work and services required for additional work/services. 22. Please provide a list of job titles that the FLSA review will cover or indicate the category of jobs or job families covering these positions. Refer to Attachment A. 23. Please confirm if the firm selected to complete the scope of services will be prohibited from using offshore resources. No, the selected firm is not prohibited from using off shore resources. However, Proposers should state within their proposals if they intend to utilize off shore resources. 24. Please confirm if bidders can suggest exceptions to the University of Maryland sample contract terms and conditions without automatic disqualification from UMUC s bidder selection process. Proposals containing exceptions to UMUC s sample contract terms and conditions will not be automatically disqualified. However, Potential Proposers shall not assume that any term and condition of the Contract is negotiable. Proposals containing exceptions to UMUC s Contract may be deemed less favorable than those Proposals not including exceptions to UMUC s Contract. 25. Please confirm if UMUC will allow a bidder to pair with another service provider to deliver the scope of services. UMUC is seeking the best firm/consulting team to deliver the scope of services. Teaming arrangements are at the discretion of the primary firm. 26. Please confirm if all positions that will be covered by the project have a unique and current job description. Most of the positions have job descriptions. We are collecting the missing job descriptions. Page 4 of 8
Attachment A 91420 FLSA Review and Consulting Services No Full Position Title Total EE 1 Academic Advisor 55 2 Account Analyst 1 3 Accountant I 18 4 Administrative Coordinator I 4 5 Administrative Coordinator II 4 6 Admissions Counselor 18 7 Advanced Admissions Counselor 1 8 Advanced Advisor 5 9 Advanced Certification Specialist 2 10 Advanced Evaluator 1 11 Advanced Military Education Coordinator 2 12 Advanced Transcript Evaluator 14 13 Writing Advisor 1 14 Alumni Specialist 1 15 Benefits Associate 1 16 Campaign Outreach Specialist 1 17 Compliance Coordinator 1 18 Content Compliance Specialist 1 19 Content Specialist 4 20 Coordinator Scheduling & Registration 1 21 Coordinator, Academic Program Articulation 1 22 Coordinator, Accessibility Services 1 23 Coordinator, Career Services 1 24 Coordinator, Executive Talent Acquisition 1 25 Coordinator, Grad Certification 1 26 Coordinator, Grades/Academic Progress 2 27 Coordinator, Grants & Donor Relations 1 28 Coordinator, Incoming Trans 1 29 Coordinator, Mentor Program 1 30 Coordinator, Program Articulation 1 31 Coordinator, Student Record Reconstructions 1 32 Coordinator, Student Resolution & Judicial Affairs 1 No Full Position Title Total EE 33 Coordinator, Student Engagement 1 34 Coordinator, Student Services & Administrative Operations 1 Page 5 of 8
35 Customer Relations Supervisor 1 36 Education Coordinator 26 37 Education Representative 1 38 Event Coordinator 2 39 Faculty Support Specialist I 2 40 Faculty Support Specialist II 1 41 Federal Programs Analyst 3 42 Financial Aid Accountant 3 43 Financial Aid Counselor 9 44 Functional Coordinator 1 45 Functional Analyst I 2 46 Human Resources Business Center Associate 3 47 Human Resources Coordinator 1 48 Instructional Designer I 1 49 Junior Web Programmer 1 50 Lead Accountant II 3 51 Lead Admissions Counselor 1 52 Lead HRBC Associate III 1 53 Lead Solution Advisor 4 54 Master Advisor 5 55 Master Degree Auditor 1 56 Master Transcript Evaluator 1 57 Military Education Coordinator 47 58 Military Programs Coordinator 4 59 National Test Center Coordinator 2 60 Outreach Coordinator 1 61 QA Evaluator & Trainer 4 62 Quality Assurance Specialist 1 63 Recruitment Coordinator 2 64 Research & Records Coordinator 1 65 Researcher & Lead Generation Coordinator 1 No Full Position Title Total EE 66 Scholarship Analyst 2 67 Senior Advisor 10 68 Senior Auditor 1 69 Senior Certification Specialist 7 70 Senior Degree Auditor 4 71 Senior Financial Aid Accountant 3 72 Senior Financial Aid Counselor 3 73 Senior Transcript Evaluator 3 74 Senior Transcript Evaluator/Degree Auditor 1 75 Senior Writing Advisor 2 Page 6 of 8
76 SOC Coordinator 6 77 Solution Advisor 5 78 Staff Accountant I 1 79 Student Acct Operations Analyst 4 80 Supervisor, Document Management 1 81 Test Coordinator 2 82 Textbook Coordinator 3 83 Training Coordinator 2 84 Transcript Evaluator 4 85 Transfer Credit Specialist 1 Total Incumbents 352 End of Addendum Two dated 06-7-2016 Page 7 of 8
RFP NO.: 91420 ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA FORM TECHNICAL PROPOSAL DUE DATE: June 13, 2016, on or before 4:00 P.M. EDT RFP FOR: Fair Labor Standards Act (FLSA) and Consulting Services NAME OF PROPOSER: ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA The undersigned, hereby acknowledges the receipt of the following addenda: Addendum No. 1 dated 06-7-2016 Addendum No. _ dated Addendum No. Addendum No. Addendum No. dated dated dated As stated in the RFP documents, this form is included in our Technical Proposal. Signature Name Printed Title Date END OF FORM Page 8 of 8