Alabama A & M University Sealed Solicitation
Title: Faculty and Staff Compensation Study RFP
Deadline: 1/31/2018 2:00 PM (UTC-06:00) Central Time (US & Canada)
Status: Awarded
Solicitation Number: Human Resources RFP: 2K18-04B
Description: Alabama A&M University is soliciting proposals from Proposers to provide the University a compensation study. This compensation study is to fulfill the following project objectives: 1. Develop clearer and more competitive job title and compensation structures. 2. Ensure job titles accurately reflect duties and responsibilities. 3. Provide sustainable methods to maintain market-informed title and compensation structures. 4. Enhance recruitment and retention. 5. Ensure Alabama A&M University has strong comparison compensation data. 6. Ensure individuals are paid fairly based on job title, job description, faculty rank, and number of FTE reporting to individuals, etc.
Addition 1
Posted: 12/8/2017
Type of Addition: Amendment No. 1
Overview: Amendment No. 1 has been issued to address several of the questions vendors have posed while reviewing the original RFP. Effective immediately, vendors should discontinue use of the original Faculty and Staff Compensation Study RFP and review and submit an RFP Response to the Human Resources RFP - Bid No. 2K18-04B - Amendment # 1.pdf.
Deadline: 1/31/2018 2:00 PM
Solicitation #: Human Resources RFP - 2K18-04B
Documents:
Addition 2
Posted: 2/20/2018
Type of Addition: Award Information
Overview: The Segal Company dba Sibson Consulting has been named the lowest responsible bidder of Faculty and Staff Compensation Study RFP: Bid No. 2K18-04B
Amount: $150,000.00
Documents:
Question 1
Posted: 11/20/2017
Question: Confirm the desired start and completion dates for the project.
Response: Estimated Start Date: February 2018; Completion date will be determined by data from the first phase.
Question 2
Posted: 11/20/2017
Question: How many job classifications does the University have?
Response: Estimated 404 unique job titles.
Question 3
Posted: 11/20/2017
Question: Does the University have a preferred timeframe to complete the first phase of project?
Response: A preferred timeframe has not been determined.
Question 4
Posted: 11/20/2017
Question: Confirm the current total number of unique faculty and staff job titles covered by the study.
Response: Estimated 404 unique job titles.
Question 5
Posted: 11/20/2017
Question: Will the University provide the budget for this project?
Response: Question is unclear
Question 6
Posted: 11/20/2017
Question: Please define the following for the population of the employees covered by the study: - Number of distinct positions or number of job titles - Number of distinct salary structures and/or ranges used to manage pay for employees covered by the study
Response: Estimated 404 unique job titles. Distinct salary structures: Two (2)
Question 7
Posted: 11/20/2017
Question: Does the study cover part-time employees?
Response: No
Question 8
Posted: 11/20/2017
Question: Can you please specify which employee segments you are most concerned with and why?
Response: Staff employees, the current salary schedule does not allow for competitive salary offers.
Question 9
Posted: 11/20/2017
Question: Does the University have any specific requirements related to MWBE certification? Can you provide a current set of organization charts?
Response: No specific requirements related to MWBE certification. Organizational Charts - http://aamu.biz/orgchart.asp
Question 10
Posted: 11/20/2017
Question: Are position descriptions current?
Response: Some descriptions are current.
Question 11
Posted: 11/20/2017
Question: Can you confirm that there is no request for an estimated price to complete this project; hence, the reference to “not a bid” on Page 1 of the RFP?
Response: The language provided that said, "not a bid" has been removed. Project pricing should be provided in Amendment No. 1.
Question 12
Posted: 11/20/2017
Question: Can you provide details on the evaluation process you will follow, including your evaluation criteria?
Response: Unfortunately, this information cannot be shared.
Question 13
Posted: 11/20/2017
Question: Confirm the Alabama A&M staff that will provide project support and the hours per week they will dedicate to project activities.
Response: Staff will be available to assist with project activities. Before providing hours per week, specific project activities would need to be identified.
Question 14
Posted: 11/20/2017
Question: Confirm the number of unique salary structures used to manage pay for the jobs covered by the study.
Response: There are two unique salary structures. One for staff employees and one for faculty.
Question 15
Posted: 11/20/2017
Question: Confirm if current job descriptions are available for the jobs covered by the study.
Response: Some job descriptions are available.
Question 16
Posted: 11/20/2017
Question: Confirm the university stakeholders and leaders that will need to review and approve project deliverables.
Response: Human Resources Director, Vice President for Business and Finance, the President and the President’s cabinet members and the Board of Trustees.
Question 17
Posted: 11/20/2017
Question: Confirm if the University intends to award a one-year or multi-year contract for these services.
Response: TBD
Question 18
Posted: 11/27/2017
Question: Can you confirm the number of jobs in scope of the study?
Response: ~404 Unique Job Titles
Question 19
Posted: 11/27/2017
Question: Are union employees part of this population? If so, can you also provide information on the name of the union(s) and the number of jobs and employees in the union that are in scope of the study?
Response: No. N/A
Question 20
Posted: 11/27/2017
Question: Are you facing any recruiting challenges or turnover for specific positions or in a particular functional area(s)?
Response: Information Technology Services and Department of Public Safety
Question 21
Posted: 11/27/2017
Question: Does the institution currently have a compensation philosophy in place for employees? If so, can you describe this philosophy?
Response: No, compensation philosophy in place. N/A
Question 22
Posted: 11/27/2017
Question: Does the institution have an identified list of organizations that are peer competitors for compensation? If so, can you provide us with any information on how this peer list was developed, and the list of organizations?
Response: List of organizations that are peer competitors for compensation? No If so, can you provide us with any information on how this peer list was developed, and the list of organizations? N/A
Question 23
Posted: 11/27/2017
Question: Does the institution currently have a salary structure in place? If so, is this structure for all employees or a subset of employees? What are the current challenges with this structure?
Response: Yes, AAMU has a salary structure in place. Structure is for all employees. Current challenges within structure does not allow for competitive salary offers.
Question 24
Posted: 11/27/2017
Question: How current and accurate are the institution’s job descriptions today? Is there a desire for the consultant to assist in updating job descriptions as part of this study?
Response: Job descriptions are updated as employees leave the university. Yes, there is a desire for the consultant to assist in updating job descriptions as part of this study.
Question 25
Posted: 11/27/2017
Question: To what extent does the institution need to follow state salary structure and process for maintaining compensation?
Response: There are no requirements to follow the State of Alabama structure.
Question 26
Posted: 11/27/2017
Question: For the faculty population in scope of the study, does this include tenured/tenure-track, non-tenure track, and adjunct faculty?
Response: It includes tenured, tenure-track and non-tenure. Adjunct faculty is not included.
Question 27
Posted: 11/27/2017
Question: Is a detailed FLSA audit desired as part of this study?
Response: Yes
Question 28
Posted: 11/27/2017
Question: Does the institution have a specific timeframe in mind for completion of the study as well as the implementation?
Response: Not, not at this time.
Question 29
Posted: 11/27/2017
Question: Does the institution have a performance management system in place? If so, how well is it working? Is pay linked with performance today?
Response: Yes. AAMU does have a performance management system in place. Performance Management system is meeting the purpose at this point. No, pay is not linked with performance today.
Question 30
Posted: 11/27/2017
Question: Who are the key stakeholders or groups that will be involved in working with the consultant and/or approving the outcomes of this study?
Response: Human Resources Director, and the Vice President for Business and Finance, President, President’s cabinet members, and the Board of Trustees.
Question 31
Posted: 11/27/2017
Question: Is their faculty pay differentiated by discipline?
Response: Yes
Question 32
Posted: 11/28/2017
Question: How are proposals to be submitted and how many originals and copies? Thank you.
Response: An amendment will be released that will provide all of this information.
Question 33
Posted: 11/28/2017
Question: Please provide any and all terms and conditions, sample contracts (if available).
Response: Terms and conditions are provided in Amendment No. 1
Question 34
Posted: 11/28/2017
Question: Pricing is not included in this RFP. How are vendors to submit their pricing?
Response: Vendors should provide project pricing in Amendment No. 1.
Question 35
Posted: 1/11/2018
Question: • Can you please confirm we only need to submit 1 hard copy for the response? • Are the e-verify forms and affidavit, the W9 form, and the Disclosure Statement form required for submittal or are those to be completed upon award of the contract? • Can you please confirm the Execution of Proposal form can be found at the bottom of page 11 of the RFP? • Can you please confirm that the Cost Proposal sheet is on page 49 of the RFP? • On page 10, H. Vendor’s standard form of agreement: If we move forward to the contracting phase, which contract will take precedence? We have an agreement we can use but is not mandatory. Our legal department can work with AAMU’s terms and conditions and ensure we are in alignment.
Response: Yes, one copy of the response is sufficient. However, for our convenience, it would be much appreciated if all vendors would send two copies of their bid response. E-Verify forms, E-Verify affidavit, W-9 form, and Disclosure Statement are required for all bidders, not just upon award of the contract. Yes, the Execution of Proposal Form is found at the bottom of page 11 of the RFP. Yes, the Cost Proposal sheet is found on page 49 of the RFP. It is requested that the awarded vendor issue their standard agreement, which will be reviewed by Alabama A&M University's Office of the General Counsel. It is to be understood that after Alabama A&M University's Office of the General Counsel reviews the awarded vendor's contractual terms and conditions that an addendum may be issued to the contract to reflect terms for which Alabama A&M University must mandate.
Posted: 12/8/2017
Type of Addition: Amendment No. 1
Overview: Amendment No. 1 has been issued to address several of the questions vendors have posed while reviewing the original RFP. Effective immediately, vendors should discontinue use of the original Faculty and Staff Compensation Study RFP and review and submit an RFP Response to the Human Resources RFP - Bid No. 2K18-04B - Amendment # 1.pdf.
Deadline: 1/31/2018 2:00 PM
Solicitation #: Human Resources RFP - 2K18-04B
Documents:
Posted: 2/20/2018
Type of Addition: Award Information
Overview: The Segal Company dba Sibson Consulting has been named the lowest responsible bidder of Faculty and Staff Compensation Study RFP: Bid No. 2K18-04B
Amount: $150,000.00
Documents:
Posted: 11/20/2017
Question: Confirm the desired start and completion dates for the project.
Response: Estimated Start Date: February 2018; Completion date will be determined by data from the first phase.
Posted: 11/20/2017
Question: How many job classifications does the University have?
Response: Estimated 404 unique job titles.
Posted: 11/20/2017
Question: Does the University have a preferred timeframe to complete the first phase of project?
Response: A preferred timeframe has not been determined.
Posted: 11/20/2017
Question: Confirm the current total number of unique faculty and staff job titles covered by the study.
Response: Estimated 404 unique job titles.
Posted: 11/20/2017
Question: Will the University provide the budget for this project?
Response: Question is unclear
Posted: 11/20/2017
Question: Please define the following for the population of the employees covered by the study: - Number of distinct positions or number of job titles - Number of distinct salary structures and/or ranges used to manage pay for employees covered by the study
Response: Estimated 404 unique job titles. Distinct salary structures: Two (2)
Posted: 11/20/2017
Question: Does the study cover part-time employees?
Response: No
Posted: 11/20/2017
Question: Can you please specify which employee segments you are most concerned with and why?
Response: Staff employees, the current salary schedule does not allow for competitive salary offers.
Posted: 11/20/2017
Question: Does the University have any specific requirements related to MWBE certification? Can you provide a current set of organization charts?
Response: No specific requirements related to MWBE certification. Organizational Charts - http://aamu.biz/orgchart.asp
Posted: 11/20/2017
Question: Are position descriptions current?
Response: Some descriptions are current.
Posted: 11/20/2017
Question: Can you confirm that there is no request for an estimated price to complete this project; hence, the reference to “not a bid” on Page 1 of the RFP?
Response: The language provided that said, "not a bid" has been removed. Project pricing should be provided in Amendment No. 1.
Posted: 11/20/2017
Question: Can you provide details on the evaluation process you will follow, including your evaluation criteria?
Response: Unfortunately, this information cannot be shared.
Posted: 11/20/2017
Question: Confirm the Alabama A&M staff that will provide project support and the hours per week they will dedicate to project activities.
Response: Staff will be available to assist with project activities. Before providing hours per week, specific project activities would need to be identified.
Posted: 11/20/2017
Question: Confirm the number of unique salary structures used to manage pay for the jobs covered by the study.
Response: There are two unique salary structures. One for staff employees and one for faculty.
Posted: 11/20/2017
Question: Confirm if current job descriptions are available for the jobs covered by the study.
Response: Some job descriptions are available.
Posted: 11/20/2017
Question: Confirm the university stakeholders and leaders that will need to review and approve project deliverables.
Response: Human Resources Director, Vice President for Business and Finance, the President and the President’s cabinet members and the Board of Trustees.
Posted: 11/20/2017
Question: Confirm if the University intends to award a one-year or multi-year contract for these services.
Response: TBD
Posted: 11/27/2017
Question: Can you confirm the number of jobs in scope of the study?
Response: ~404 Unique Job Titles
Posted: 11/27/2017
Question: Are union employees part of this population? If so, can you also provide information on the name of the union(s) and the number of jobs and employees in the union that are in scope of the study?
Response: No. N/A
Posted: 11/27/2017
Question: Are you facing any recruiting challenges or turnover for specific positions or in a particular functional area(s)?
Response: Information Technology Services and Department of Public Safety
Posted: 11/27/2017
Question: Does the institution currently have a compensation philosophy in place for employees? If so, can you describe this philosophy?
Response: No, compensation philosophy in place. N/A
Posted: 11/27/2017
Question: Does the institution have an identified list of organizations that are peer competitors for compensation? If so, can you provide us with any information on how this peer list was developed, and the list of organizations?
Response: List of organizations that are peer competitors for compensation? No If so, can you provide us with any information on how this peer list was developed, and the list of organizations? N/A
Posted: 11/27/2017
Question: Does the institution currently have a salary structure in place? If so, is this structure for all employees or a subset of employees? What are the current challenges with this structure?
Response: Yes, AAMU has a salary structure in place. Structure is for all employees. Current challenges within structure does not allow for competitive salary offers.
Posted: 11/27/2017
Question: How current and accurate are the institution’s job descriptions today? Is there a desire for the consultant to assist in updating job descriptions as part of this study?
Response: Job descriptions are updated as employees leave the university. Yes, there is a desire for the consultant to assist in updating job descriptions as part of this study.
Posted: 11/27/2017
Question: To what extent does the institution need to follow state salary structure and process for maintaining compensation?
Response: There are no requirements to follow the State of Alabama structure.
Posted: 11/27/2017
Question: For the faculty population in scope of the study, does this include tenured/tenure-track, non-tenure track, and adjunct faculty?
Response: It includes tenured, tenure-track and non-tenure. Adjunct faculty is not included.
Posted: 11/27/2017
Question: Is a detailed FLSA audit desired as part of this study?
Response: Yes
Posted: 11/27/2017
Question: Does the institution have a specific timeframe in mind for completion of the study as well as the implementation?
Response: Not, not at this time.
Posted: 11/27/2017
Question: Does the institution have a performance management system in place? If so, how well is it working? Is pay linked with performance today?
Response: Yes. AAMU does have a performance management system in place. Performance Management system is meeting the purpose at this point. No, pay is not linked with performance today.
Posted: 11/27/2017
Question: Who are the key stakeholders or groups that will be involved in working with the consultant and/or approving the outcomes of this study?
Response: Human Resources Director, and the Vice President for Business and Finance, President, President’s cabinet members, and the Board of Trustees.
Posted: 11/27/2017
Question: Is their faculty pay differentiated by discipline?
Response: Yes
Posted: 11/28/2017
Question: How are proposals to be submitted and how many originals and copies? Thank you.
Response: An amendment will be released that will provide all of this information.
Posted: 11/28/2017
Question: Please provide any and all terms and conditions, sample contracts (if available).
Response: Terms and conditions are provided in Amendment No. 1
Posted: 11/28/2017
Question: Pricing is not included in this RFP. How are vendors to submit their pricing?
Response: Vendors should provide project pricing in Amendment No. 1.
Posted: 1/11/2018
Question: • Can you please confirm we only need to submit 1 hard copy for the response? • Are the e-verify forms and affidavit, the W9 form, and the Disclosure Statement form required for submittal or are those to be completed upon award of the contract? • Can you please confirm the Execution of Proposal form can be found at the bottom of page 11 of the RFP? • Can you please confirm that the Cost Proposal sheet is on page 49 of the RFP? • On page 10, H. Vendor’s standard form of agreement: If we move forward to the contracting phase, which contract will take precedence? We have an agreement we can use but is not mandatory. Our legal department can work with AAMU’s terms and conditions and ensure we are in alignment.
Response: Yes, one copy of the response is sufficient. However, for our convenience, it would be much appreciated if all vendors would send two copies of their bid response. E-Verify forms, E-Verify affidavit, W-9 form, and Disclosure Statement are required for all bidders, not just upon award of the contract. Yes, the Execution of Proposal Form is found at the bottom of page 11 of the RFP. Yes, the Cost Proposal sheet is found on page 49 of the RFP. It is requested that the awarded vendor issue their standard agreement, which will be reviewed by Alabama A&M University's Office of the General Counsel. It is to be understood that after Alabama A&M University's Office of the General Counsel reviews the awarded vendor's contractual terms and conditions that an addendum may be issued to the contract to reflect terms for which Alabama A&M University must mandate.