Request for Proposals (RFP)

Transcription

1 Request for Proposals (RFP) EXECUTIVE COMPENSATION STUDY FILE NO HR December 15, 2015 Detroit Zoological Society 8450 W. 10 Mile Rd. Royal Oak, MI Attention: Purchasing Department

2 Table of Contents I. Introduction.... p. 2 II. DZS at a Glance. p. 2 III. Project Objective p. 2 IV. Scope of Services (SOS).... pp. 2-3 V. Insurance... pp. 3-4 VI. Selection Process.... p. 4 VII. Selection Process Schedule.. p. 4 VIII. Instructions..... pp. 4-5 IX. Questions Regarding The RFP p. 5 X. Official Communication..... p. 5 XI. RFP Required Information and Scoring... p. 6 Page 1 of 6

3 1. Introduction The Detroit Zoological Society (herein referred to as DZS ) is requesting proposals from qualified consulting firms ( Offeror ) to provide Consulting Services ( Services ) to conduct an executive compensation study as described herein for all executive non-union positions of the DZS in accordance with the terms and conditions specified in this Request for Proposals ( RFP ). The last compensation study and survey for these job classifications were performed by a third-party consultant in It is in the DZS s sole discretion to select one or more Offerors from submitted bid proposals for this RFP to negotiate a formal agreement (a Contract ) to perform the Scope of Services (SOS) as described in this RFP. The DZS advises prospective Offerors to read the information in this RFP carefully prior to submitting a proposal. The DZS anticipates that the Offeror who receives the bid award will begin providing Services upon receipt of a DZS approved agreement. 2. DZS at a Glance The DZS is a non-profit organization that operates the Detroit Zoo (Zoo) and Belle Isle Nature Zoo (BINZ). The organization has over 56,000 member households, about 220 full and part-time employees, and over 1,100 volunteers, docents and gardeners who donate more than 100,000 hours of service each year. Accredited by the Association of Zoo & Aquariums, the DZS s statement of purpose is Celebrating and Saving Wildlife. The Zoo is the largest and one of the most beloved family attractions in Michigan with over one million visitors annually. Situated on 125 acres of naturalistic exhibits, it is home to approximately 2,500 animals representing 270 species. Major exhibits include the Arctic Ring of Life, Australian Outback Adventure, Great Apes of Harambee, National Amphibian Conservation Center, Holden Reptile Conservation Center, Penguinarium and Butterfly Garden, among others. The BINZ sits on many acres of undisturbed natural wetland habitat and provides year-round educational, recreational and environmental conservation opportunities for the community. It features a deer encounter, turtle exhibit with native Michigan turtles and indoor beehive allowing year-round viewing of bee behavior. Future plans include nature trails, small mammal exhibits, Great Lakes aquatic life exhibit, wetland pond and outdoor classroom. For more information, visit 3. Project Objective The purpose of the Executive Compensation Study is to update our Executive Compensation Plan (last performed in 2014) as well as address changes in DZS operations and staffing over the last two years, which may have affected the type, scope and level of work being performed. The objective is to have a credible Executive Compensation Plan that recognizes these changes; ensures positions performing similar work with essentially the same level of complexity, responsibility, and knowledge, skills and abilities are classified together; provides salaries commensurate with assigned duties; provides recognizable compensation growth; provides justifiable pay differential between individual classes; and maintains currency with relevant labor markets. 4. Scope of Services (SOS) The Offeror will provide, but is not limited to the following services: 4.1 Update current salary ranges and/or create class specifications as needed to uniformly reflect Page 2 of 6

4 distinguishing characteristics, essential job functions, minimum qualifications, working conditions for all executive level job classifications (a total of six). 4.2 Draft and submit proposed salary adjustments for review by the DZS. Consultant will recommend, if appropriate, the adjustments needed to be made to current salary ranges for each existing or proposed position based on the compensation survey results, and internal relationships and equity. 4.3 Provide instructional information to allow DZS staff to conduct individual salary audits and adjustments consistent with study methods until the next formal study is conducted. 4.4 Attend meetings, if requested, throughout the process with DZS staff and/or DZS Compensation Committee to explain methodology, survey results and recommendations. 5. Insurance Requirements 5.1 Offeror and any subcontractor utilized by Offeror will maintain in force at all times, during the term of a contract with the DZS, insurance of the types customary to Offeror s field of service with minimum coverage levels as indicated below. Table 1 TYPE AMOUNT NOT LESS THAN Worker s Compensation/Employer s Liability $500, Commercial General Liability Insurance (Broad Form Comprehensive) Automobile Liability Insurance (covering all owned, hired and non-owned vehicles with personal and property protection insurance, including residual liability insurance under Michigan no fault insurance law) Professional Liability (Errors and Omissions) $1,000, per occurrence $2,000, aggregate $1,000, combined single limit for bodily injury and property damage (for Offeror s vehicles utilized on DZS grounds) $1,000, per occurrence The DZS will be an additional insured on the Commercial General and Automobile Liability insurance policies and the certificate of insurance must be issued by an insurance company acceptable to the DZS on the proper ACORD form, including the following provisions: i. The insurer will not cancel or non-renew the insured s coverage without giving thirty (30) days prior written notice to the DZS, and ii. The DZS, it officers, agents, employees, and affiliates are included as additional insureds, but only with respect to work performed for the DZS under this Contract. Specifically, the additional insured status under the General Liability will be provided by an endorsement including coverage for the DZS for the work of the General Contractor The Offeror and any subcontractor agree that the insurance required herein will remain in effect at all times during the Term. In the event said insurance coverage expires at any time or times during the term of the Contract, the Offeror agrees to provide, at least thirty (30) calendar days before said expiration date, a new certificate of insurance evidencing insurance coverage as provided for herein for not less than the remainder of the Term. New certificates of insurance are subject to the Page 3 of 6

5 6. Selection Process approval of the DZS, and the Offeror agrees that no work or Services will be performed prior to such approval The DZS will not be responsible for any premiums, deductibles, or assessments on any insurance policies required by Offeror or subcontractor under a Contract. The DZS will select an Offeror(s) using the following process: A Request for Proposals (RFP) will be posted to the DZS Purchasing Department s webpage and sent to a list of predetermined companies. A review panel ( Selection Committee ) of subject matter experts will serve as the selection committee that will review all proposals submitted in response to the RFP to evaluate and score them. The Offeror that is awarded the most points based on, but not limited to, available resources, experience/expertise, capability and cost will receive the bid award. The judgment of the selection committee in this selection process is not subject to protest or an appeal. If the selection committee does not award a contract, the Offeror will not be entitled to recover any monetary awards of any kind whatsoever. The DZS reserves the right to reject all responses to this RFP. 7. Selection Process Schedule Indicated below is a proposed schedule for the RFP process that is subject to change or correction. Any changes or corrections to this schedule for the RFP process, or the RFP, will be issued to all potential bidders via ed amendment or addendum. The schedule dates and times are very aggressive; we need to hire a consultant soon. 8. Instructions Table 2 Process Activity Schedule RFP announced/posted to web page Tuesday, December 15, 2015 Last day to submit RFP questions Monday, December 21, 2015 No later than 1 p.m. EST Deadline for proposals Wednesday, December 30, 2015 No later than 1 p.m. EST Bidders notified via (successful and The week of January 4, 2016 unsuccessful bidders) Notice To Proceed The week of January 4, 2016 Agreement Executed The week of January 4, 2016 All responses must be received by the DZS Purchasing Manager no later than the date specified in the aforementioned schedule (Table 2). Offerors responding to this RFP shall submit a proposal in accordance with the following instructions: 1. Provide all information requested by this RFP in a clear and concise, readable document. 2. Submit one (1) original, one (1) copy of the proposal in an 8 ½ x 11 format; submit an electronic PDF file. Please mark the original as an ORIGINAL. The PDF file must be ed to purchasing@dzs.org by the deadline indicated in Table 2, or may be saved to a USB flash drive and included with the manual proposal copies. Page 4 of 6

6 3. When referencing projects that were joint ventures indicate such and explain your company s role in the project. 4. Attach any information that was not requested in this RFP, but that you believe will add value or is relevant, as an exhibit. 5. Please provide complete contact information when requested, inclusive of the company name, business entity type, business address (inclusive of city, state and zip code), telephone, address and website if available. 6. Please place proposal copies in a sealed envelope and ensure that it is delivered to the DZS no later than the date and time specified within Table 2. Proposals may be delivered via hand delivery, express mail carrier, or USPS mail. 7. The proposal must be signed by an official authorized to bind the Offeror's company and must include a statement that the Offeror s proposal will be valid for a period of 60 days from the date received by the DZS. The Offeror's proposal must indicate the name and phone number of the individual authorized to conduct negotiations on behalf of the Offeror. 8. The Offeror's proposal shall be submitted only to the DZS s Purchasing Manager designated in sections 9 and 10 of this RFP. Offeror is cautioned not to disclose any information related to its proposal to any other employees of the DZS without express prior approval of the DZS Purchasing Manager. Failure to comply with this requirement could result in rejection of Offeror's proposal. 9. All proposals submitted pursuant to this RFP shall, upon receipt, become the property of the DZS and will not be returned. 10. The DZS will not provide compensation for any expenses associated with the preparation and submittal of Offerors proposals. 11. Any contract awarded as a result of this RFP will be awarded to that responsible Offeror whose proposal, conforming to the RFP, will be most advantageous to the DZS. Price and other factors will be considered. Therefore, a contract may not necessarily be awarded to the Offeror with the lowest price. 9. Questions Regarding RFP Questions regarding the RFP process must be directed to the Purchasing Manager via to purchasing@dzs.org no later than the date indicated in Table 2 of this RFP. Questions must be for clarification purposes only. Only questions received by the deadline indicated will receive a response. A response to all questions will be provided to all Offerors via . The Office for the RFP Selection process is: Name Alicia Lindsey, CPP, CPPM Purchasing Manager Address (mailing) 8450 W. 10 Mile Rd., Royal Oak, MI Telephone (248) purchasing@dzs.org Purchasing Web Page (RFP notifications): Official Communication All official inquiries, discussions or other communications pertaining to the disposition or execution of any Contract will be conducted by the DZS Purchasing Manager. Once a contract is awarded, the official communication will be further defined. Page 5 of 6

7 11. RFP Required Information and Scoring Provide the information indicated in the table below in your proposal. Each criterion will be scored against an ideal response which, in the opinion of the Selection Committee, would receive the maximum number of points possible, as indicated herein. Information contained within a proposal must follow the same order as the Criteria specified in Table 3 below. Table 3 # Required Information (Criteria) Total Possible Points 1 Cover letter confirming that your Company s submittal is in response to this RFP and agrees to enter 0 into a contract if selected. 2 Identify your Company s full legal name, business entity (corporation, sole-proprietor, limited liability 1 company, etc.), address, office number, fax number and website address. Include an organization chart of your company. 3 Provide the address of the office that will provide the service. Identify names of individuals that will 1 be assigned to service the DZS, their title(s) and role(s). 4 Identify your Company s qualifications and experience providing Executive Compensation Study 20 Services. List up to three assignments and provide contact information. Identify if any challenges were encountered and how they were overcome. Provide a description of your company s overall expertise in providing Compensation Study Services. 5 Identify your Company s unique qualifications to provide services to the Detroit Zoo? 5 6 What does your Company require of the DZS as a customer? 1 7 What external delays may affect service and how can they be avoided in advance? 5 8 What is your Company s conflict resolution approach? 1 9 Identify your Company s process for assuring service costs are within budget, as well as provided 15 when required. 10 During the past five (5) years did your Company fail to fulfill the terms of a contract? 5 11 Do you anticipate that your Company will be sold or have filed bankruptcy proceedings? 3 12 Does your Company have any outstanding claims or litigation pending? 3 13 Does your Company have experience servicing a tourist destination comparable to the Detroit Zoo 5 environment? 14 What other projects are your company currently committed to that may impact your performance 10 for the DZS? 15 Provide a cost proposal to provide services to the Detroit Zoo. The proposal shall identify personnel 25 (identify title and short description of capabilities) and any other cost associated with providing he requested services. Total Possible Maximum Points 100 Page 6 of 6