Human Resources Consultant Compensation and Pay Equity Request for Proposal

The Township of Nipissing 45 Beatty Street Nipissing, ON P0H 1W0 Lead Contact: Charles Barton, CAO-Clerk Email: admin@nipissingtownship.com Phone: 705-724-2144 Fax: 705-724-5385 Human Resources Consultant Compensation and Pay Equity Request for Proposal Date of Issue: Wednesday, March 23, 2016 Proposal Submission Deadline: Wednesday, April 13, 2016

Section 1 Introduction and General Instructions 1.01 Introduction The Township of Nipissing is inviting proposals for the work of a Human Resources Consultant (hereinafter referred to as the Bidder ) to perform a compensation and pay equity review and to update the Township of Nipissing s human resources policy. The Bidder shall also include a detailed list of their areas of expertise and related fees, as the Township of Nipissing is considering contracting a Human Resources professional or company as a Consultant of Record for a two-year term. This Request for Proposals document (and any other applicable attachments or addenda) is available in PDF format through the Township of Nipissing s website at http://nipissingtownship.com/web/?page_id=1478 Any information contained in the Request for Proposal that is changed by the Bidder (except for filling in the blanks) will be grounds for disqualification. 1.02 Submission of Proposals Proposals must be submitted in the form and format specified in Section 3 and must include the completed Form of Proposal included as Section 5 at the end of this document. A designated signing officer authorized to bind the Bidder to the provisions of their Proposal must sign the Form of Proposal. Any addenda issued by the Township of Nipissing in accordance with Subsection 1.06 must be acknowledged by the Bidder on the Form of Proposal. Each Bidder is asked to submit TWO (2) identical sets of the Proposal. All Proposals must be signed, sealed and received by: The Township of Nipissing 45 Beatty Street Nipissing, ON P0H 1W0 Project Name: Human Resources Consultant Compensation and Pay Equity Proposals must be received no later than 4:00 p.m., local time, on Wednesday, April 13, 2016. Proposals must not be restricted by a statement added to the Form of Proposal or by a covering letter, or by alterations to the Form of Proposal supplied unless otherwise provided in the RFP. The onus unequivocally remains with the Bidder to ensure that the Township of Nipissing receives Proposals delivered or sent by courier prior to the Proposal Submission Deadline, in accordance with the submission process described in this section. Proposals received after the Proposal Submission Deadline will not be considered and will be returned unopened. Faxed or electronic submissions will not be accepted in response to this RFP. Page 2 of 10

1.03 Contacts All questions or inquiries must be made in writing or email to the Lead Contact named below, by no later than 4:00 p.m. on Friday, April 8, 2016: Charles Barton, CAO-Clerk 45 Beatty Street Nipissing, ON P0H 1W0 admin@nipissingtownship.com IMPORTANT: A Bidder may be disqualified if they make inquiries, between the Proposal issue date and the notification of the Award, in a manner other than that described in this RFP or to anyone involved in the process who is not the Lead Contact, including but not limited to the members of Council. This is to ensure that each Bidder receives the same information and that no Bidder receives unfair treatment during the RFP process. 1.04 Schedule The schedule set out herein represents the Township of Nipissing s best estimate of the schedule that will be followed, and it is intended to be a guideline. The approximate schedule is as follows: RFP issue date Wednesday, March 23, 2016 Deadline for submission of questions (see Section 1.05) Addenda posted on Township website (see Section 1.06) Proposal Submission Deadline (see Section 1.02) Notification of Award by the Township of Nipissing Friday, April 8, 2016 Monday, April 11, 2016 Wednesday, April 13, 2016 ** Tuesday, April 19, 2016 ** ** Note ** - Award of this contract is dependent on Council approval of funding in the 2016 budget 1.05 Required Review and Clarification Bidders should carefully review this solicitation. If questions concerning clarification of the contents of this document arise, the questions must be made in writing and received by the Lead Contact by 4:00 p.m. on Friday, April 8, 2016. This will allow time for the issuance of any necessary addenda. Protests based on any omission or error or on the content of the RFP will be disallowed if these perceived faults have not been brought to the attention of the Lead Contact. In submitting a Proposal, the Bidder acknowledges that they have read, completely understood, and accepted the terms and conditions of the RFP in full. The Township of Nipissing is not responsible for any misunderstanding of the RFP. 1.06 Amendments to the RFP The Township of Nipissing may issue addenda to clarify and/or modify certain aspects of the RFP prior to the Proposal Submission Deadline. Addenda shall be posted by Monday, April 11, 2016 to http://nipissingtownship.com/web/?page_id=1478 and shall be available in the Township office. Page 3 of 10

1.07 Opening of Proposals There will be no formal opening of proposals. Typically, a Request for Proposals is evaluated on a more comprehensive set of criteria than a tender. As such, the contract will not be awarded at the opening, but only after the evaluation committee has examined all Proposals in detail and presented their recommendation to Council. Bidders will be notified of the date for the Council meeting at which the Award will be decided, and they are welcome to attend. 1.08 Reserved Rights of the Township of Nipissing The Township of Nipissing reserves the right to: a. make public the names of any or all Bidders and their quoted price; b. request written clarification or the submission of supplementary written information in relation to the clarification request from any Bidder and incorporate a Bidder s response to that request for clarification into the Bidder s Proposal; c. adjust a Bidder s scoring or reject a Bidder s Proposal on the basis of i) a financial analysis; ii) information provided by references; iii) the Bidder s past performance on previous contracts awarded by the Township of Nipissing; iv) the information provided by a Bidder pursuant to the Township of Nipissing exercising its clarification rights under this RFP process; or v) other relevant information that arises during the RFP process; d. verify with any Bidder or with a third party any information set out in a Proposal; e. check references other than those provided by any Bidder; f. disqualify any Bidder whose Proposal contains misrepresentations or any other inaccurate or misleading information, or any qualifications; g. disqualify any Bidder or the Proposal of any Bidder who has engaged in conduct prohibited by this RFP; h. make changes, including substantial changes, to this RFP provided that those changes are issued by way of addenda in the manner set out in this RFP; i. select the Bidder other than the Bidder whose Proposal reflects the lowest cost to the Township of Nipissing or the highest overall score; j. cancel this RFP process at any stage; k. cancel this RFP process at any stage and issue a new RFP for the same or similar deliverables; l. accept or reject any or all Proposals in whole or in part; m. discuss with any Bidder different or additional terms to those contemplated in this RFP or in any Bidder s Proposal; n. if a single Proposal is received, reject the Proposal of the sole Bidder and cancel this RFP process or enter into direct negotiations with the sole Bidder. These reserved rights are in addition to any other expressed rights or any other rights which may be implied in the circumstances. 1.09 Not Responsible for Costs The Township of Nipissing shall not pay any costs associated with the preparation, submission, or presentation of the Bidder s Proposal. The Township of Nipissing shall not be liable for any expenses, costs or losses suffered by the Bidder or any third party resulting from the Township of Nipissing exercising any of its expressed or implied rights under this RFP. Page 4 of 10

1.10 Proposal Expiry Date Bidders hereby acknowledge that their Proposals shall be irrevocable for a period of 90 days from the Proposal submission deadline. Extensions to this period may be granted with the mutual agreement of the Township of Nipissing and the successful Bidder and may be initiated by either party. 1.11 Confidentiality and Ownership Any information provided to the Bidder by the Township of Nipissing before, during or after the project is completed shall be treated as confidential and shall not be used or communicated by the Bidder or any third party in any way unless otherwise identified by the Township of Nipissing. The information, reports, documentation, plans, etc. that are produced by the successful Bidder in response to this project shall become the exclusive property of the Township of Nipissing. However, intellectual property, such as specific tools, templates, processes, etc. that the Bidder provides as part of the deliverables remains the property of the Bidder. 1.12 Pricing and Additional Work The Bidder shall provide Four (4) Component Prices and a Total Tender Price for all project work, and shall abide by the prices stated. No further payments beyond these Prices shall be made for any additional services required to provide the deliverable(s) to the satisfaction of the Township of Nipissing. Any additional work will only be undertaken following request in writing from the Township of Nipissing. 1.13 Invoicing The Bidder shall provide monthly invoices to the Township of Nipissing for work performed the previous month. Invoices shall clearly state the work performed. It should be noted that the Township of Nipissing s standard terms of payment are net 30 calendar days from the date of invoice. 1.14 Freedom of Information Any personal information required in the Proposal is received under the authority of the Township of Nipissing. This information shall be an integral component of the submission. All written Proposals received by the Township of Nipissing become a public record. Once a Proposal is accepted by the Township of Nipissing and the contract has been awarded, all information contained in the Proposals may be available to the public, including personal information. Questions about the collection of personal information and the Municipal Freedom of Information and Protection of Privacy Act, 1989, R.S.O. 1990, as amended may be directed to the Lead Contact. 1.15 Additional Requirements (a) The use of appropriate and credible sub-contractors by the Bidder to perform portions of the project is permitted only if the Bidder declares such use in the Proposal; (b) The successful Bidder shall, throughout the term of the contract, obtain and maintain in force a General Liability Insurance and/or Professional Liability Insurance coverage of not less than $2,000,000 per occurrence inclusive, to indemnify and hold harmless the Township of Nipissing against any liability for property damage or personal injury, including death, which may arise from the Bidder s operations under this contract; (c) The successful Bidder shall ensure that all services and products provided in respect to this proposal are done so in accordance with and under the authorization of all applicable authorities, municipal, provincial, and/or federal legislation, including but not limited to WSIB and all applicable responsibilities under Occupational Health and Safety Act. Page 5 of 10

1.16 Cancellation The Township of Nipissing reserves the right to immediately terminate the contract for sufficient cause, including but not limited to such items as non-performance, late deliveries, inferior quality, and pricing problems. If the successful Bidder should neglect to execute the work properly or fail to perform any provision of the Contract, the Township of Nipissing, after written notice to the Bidder, may, without prejudice to any other remedy in existence, make good such deficiencies and may deduct the cost thereof from any payment then and thereafter due to the Bidder. Continued failure to execute the work properly will result in termination of the Contract. The Township will then provide written notice of the termination. The Township of Nipissing may elect to terminate the Contract if the original terms and conditions are significantly changed, giving 30 days written notice to the Bidder. Either Party may terminate the Contract by giving the other Party 60 days written notice. Section 2 Scope of Work and Project Requirements 2.01 Township of Nipissing Description The Township of Nipissing is situated in the northeast portion of the District of Parry Sound in the Province of Ontario. Governed by a Mayor and four members of Council, the Township of Nipissing is staffed by nine (9) full-time, one (1) contract, two (2) seasonal part-time and one (1) part-time employee, including: Administration (2-FT, 1-Contract CAO-Clerk 3 days per week); Public Works (5-FT); Fire: (1-FT); Landfill (1-FT, 1 PT), Outdoor Rink (1 Seasonal PT), Museum (1 Seasonal PT). The Township of Nipissing also shares a Chief Building Official and Fire Chief with the Municipality of Callander. These positions will not be included in this review. The last formal review of the Township of Nipissing s compensation, pay equity and human resources policies was undertaken in 2009. However, the Township of Nipissing has made every possible effort to keep these up to date in house. 2.02 Overall Goals This project sets out to ensure that the Township of Nipissing: is in compliance with the Pay Equity Act; continues to be a competitive employer; and delivers its services effectively, through an appropriate organizational structure and work processes. has comprehensive and effective position descriptions for all members of staff. 2.03 Scope of Work Meeting the above-stated goals will require a review of the current compensation program including the position descriptions for each classified position, a market analysis of comparable employers, the pay structure and pay equity plan. The successful Bidder will also review the Township of Nipissing s existing Human Resources Policy and report on potential areas of improvement. Following completion of the project, the successful Bidder may be contracted to provide ongoing Human Resources support as a Consultant of Record. The successful Bidder shall prepare a written report that includes all project components and deliverables, and they shall provide two (2) copies to the Township of Nipissing along with one (1) electronic copy. The successful Bidder shall attend a meeting of Council to discuss the results. Page 6 of 10

2.03 Project Components and Deliverables The Project Components are separated into four different categories. The Township of Nipissing reserves the right to award the contract for one or more of these Project Components, dependent on funds being allocated in the 2016 budget. As such, the Bidder shall consider and price each Project Component separately. 1. Job Profiles and Evaluations Update position descriptions including ensuring compliance with any legal requirements; Prepare and administer job analysis questionnaire to all employees; Conduct interviews with employees and their respective supervisors to verify/clarify the information contained in the position descriptions and collected from the questionnaires. Conduct a job evaluation, compensation revision, and pay grade study for all positions that provides for a job evaluation plan that properly values the duties, responsibilities, and qualifications for all positions; and Provide to the Township of Nipissing all job questionnaires, classification descriptions, and related information upon completion of the project. 2. Pay Structure Identify and define appropriate external labour market comparables considering size, population, economic climate, proximity, etc.; Conduct, tabulate, analyze and summarize the survey of identified benchmark positions against appropriate comparators; Conduct a compensation review with salary range assignments for each job classification that defines number of pay steps and minimum/maximum for each range for all permanent full-time and part-time positions; Establish a competitive market position for comparative purposes; Complete internal salary relationship analysis including the development of appropriate internal relationship guidelines to ensure internal equity; Prepare an analysis of the financial impact for implementation and identify the most costeffective way to implement any recommended changes; and Recommend and describe in detail the methodologies to be utilized for the ongoing and long-term maintenance of the classification and compensation system. 3. Pay Equity Review existing male, female, and gender neutral job classes; Identify appropriate comparator changes; Review pay equity plan and appeal process; Make recommendations regarding a maintenance program for the pay equity plan; Recommend corrective actions for inequities that may be identified through the review; Should the pay equity plan require interactions with the Ontario Pay Equity Commission, the successful Bidder may be required to represent municipal interests. 4. Human Resources Policy Review Review the existing Human Resources Policy; and Recommend improvements. 2.04 Human Resources Consultant of Record Following successful completion of the project as described, the Township of Nipissing may contract the successful Bidder as a Consultant of Record. This would entail responding to miscellaneous questions from the Township of Nipissing and providing ongoing and varied support, information, and assistance with projects in the field of Human Resources for a two (2) year term. Page 7 of 10

Section 3 Proposal Submission Requirements For the Township of Nipissing to evaluate Proposals fairly and completely, Bidders shall provide all of the information requested in the format set out in the RFP. Failure to provide all required information as detailed in this section may result in the Bidder being disqualified or scoring poorly in the evaluation. Each Proponent shall submit two (2) identical sets of their Proposal, containing the following items: An overview of the Company submitting the proposal, along with an overview of any other firms which will be taking part in the work on behalf of the Bidder, and their legal/contractual relationship to the Bidder; An overview of the Bidder s experience in projects similar to the one outlined in this document, along with the expertise of any other firms that will be involved as part of the Bidder s team. For each project component, the Bidder shall include at least two (2) references that outline previous projects of a similar nature that have been successfully completed by the Bidder, including a contact name, email, and telephone number. The Township of Nipissing reserves the right to contact these or any other references where appropriate; Resume/Curriculum Vitae for the Bidder s Project Manager and any other staff proposed to be working on the project in a significant role; An indication of the Bidder s understanding of the project scope and requirements, including how each of the specific requirements will be performed; A suggested timeline for completing the project, including proposed meeting dates, key events, and major project deliverables; A financial breakdown of all project costs, including an estimate of anticipated expenses (i.e., travel, meals, etc.), with each Project Component priced separately; The anticipated level of participation required by the Township of Nipissing staff and at what stages of the project this participation will be required; and A comprehensive list of the areas in which the Bidder could provide additional Human Resources expertise as the Consultant of Record, including a fee schedule that details the Bidder s hourly rate(s) for service in such areas. The Total Tender Price to be quoted on the Form of Proposal is for the project requirements only, not for any activities related to the Consultant of Record. Section 4 Evaluation of the Proposals 4.01 Evaluation Criteria, Process and Award As part of the evaluation process, the Township of Nipissing may contact one or more Bidders to clarify or obtain more information about their Proposal or to request the Bidder to exhibit or otherwise demonstrate the information contained therein. The purpose of these discussions will be to ensure full understanding of the requirements of the RFP and Proposal. Discussions will be limited to specific sections of the RFP identified by the evaluation committee. The Lead Contact will only hold discussions with Bidders who have submitted a proposal deemed to be reasonably acceptable for Award. The Township of Nipissing may make an Award on the basis of the Proposals received without further discussion with the Bidders. Therefore, each initial offer should contain the Bidder s best terms/information, including all required documentation as listed in this RFP. The evaluation committee will recommend Award to Council for the Bidder achieving the highest combined score based on the rated criteria in 4.02 below. Page 8 of 10

4.02 Maximum Evaluation Points Summary Understanding of Project Demonstration that the needs of the Township of Nipissing are understood and will be met; any features or advantages uniquely proposed by the Bidder which the Township of Nipissing has not identified in the project description. Proposal and Methodology Quality of the proposal including level of detail and quality/thoroughness of recommendations; project plan including schedule is clear, comprehensive, and manageable. Company Background, Experience, and References The Bidder s experience overall and particularly in relation to similar projects; qualifications of individuals assigned to the project; references and ability to stay within project budget and timeline. Breakdown of Costs Breakdown of Costs is complete and reasonable Maximum Points Available 10 points 25 points 25 points 40 points 100 points The successful Bidder will be notified of the Award in writing to the address given on the Form of Proposal, and/or may be contacted verbally by the Lead Contact. Page 9 of 10

Section 5 Form of Proposal The Township of Nipissing is inviting Proposals for the work of a Human Resources Consultant to perform a compensation and pay equity review, among other items. I/We, the Undersigned, having examined this Request for Proposals, do hereby offer to enter into an Agreement with the Township of Nipissing to perform the tasks as identified in this RFP. I,We (Name-Print) (Position) of (Company Name) Dated at this day of, 2016. AUTHORIZED SIGNATURE STREET ADDRESS CITY PROVINCE POSTAL CODE TELEPHONE NO. FACSIMILE NO. E-MAIL ADDRESS Receipt of any issued addenda shall be acknowledged by initialing in the space provided below. Addendum No. 1 Addendum No. 2 Addendum No. 3 Component 1 (CDN$) Component 3 (CDN$) Component 2 (CDN$) Component 4 (CDN$) Total Tender Price (CDN$) HST (CDN$) Grand Total Price (CDN$) Company Seal Signature in the designated space, by an authorized officer of the Bidder s company affirms acceptance of the Request for Proposal requirements set forth in this document, the associated costs attributed to the business arrangement between the Bidder and the Township of Nipissing, and hereby certifies that the information supplied in this proposal to be true and complete in all respects. Page 10 of 10