Request for Services: Compensation and Benefits Review

Organization NameJob CategoriesPosition TypeRegion and Location(s)Career LevelSalaryAd Online SinceApplication Deadline
Service Coordination Support for People with Developmental Disabilities
  • Consulting
Request for Proposal
  • Ontario - Ottawa Area - Ottawa
Experienced (Non-manager)N/A2019-11-292019-12-16
RFS-HR

1.0    GENERAL INSTRUCTIONS

1.1       Timetable

 

Process

Deadline

RFS Issuance

November 29, 2019

Vendor Questions & Answers

December 2-10, 2019

Requested Vendor Submission

December 16, 2019

Interviews (if applicable)

December 18-20, 2019

RFS Start Date

January 8, 2020

The RFS timetable is subject to change without notice.

1.2       Reimbursement of Expenses

The parties will pay for their own costs associated with the process outlined in section 1.2 i.e. no expenses will be refunded by SCS to any parties.

1.3       Inquiries

All inquiries should be directed in writing to the SCS Representative. Questions will be answered until December 10, 2019.

2.0    VENDOR SUBMISSIONS

2.1       Submission Process

Submissions must be sent to the email address: procurement@scsonline.ca  on or before the “Requested Vendor Submission” deadline. SCS shall not be responsible for any issues related to the delivery of the submission. Late submissions will not be accepted.

2.2       Budget Estimate

A budget estimate must be completed detailing the amount of time required per task and submitted as a separate page. The submission will be rejected if not compliant.

2.3      Amendment or Withdrawals

Submissions may be amended at any time prior to the Requested Submission Date. You may withdraw your submission at any time prior to the execution of the Statement of Work (SOW).Withdrawals or Amendments may impact your selection as a Vendor or eligibility to participate in future RFS processes.

2.4       Evaluation Process

Submissions will be evaluated on the basis of the Vendor’s response to all information requested in the RFS, including but not limited to deliverables and milestones, pricing, qualifications of the subcontractor(s) (including reference checks unless they are referred to by SCS), schedule for completing the services, and knowledge transfer process.

2.5       Additional Submission Requirements

  • Vendors must clearly describe the Deliverables and milestones and, any other supporting information required by SCS.
  • Vendors must specify the number of hours/days required to complete each task/deliverable.
  • Vendors must propose the number of contractor(s), the Roles and experience levels, and the estimated number of days required by each consultant to complete the project within the timeframe specified by SCS. Vendors must specify all contractor(s) required for each deliverable.
  • The Vendor must identify the process for replacing a sub/contractor if SCS is not satisfied with the quality of the service.
  • The Vendor must identify any methodologies that will be used to complete each deliverable. . The methodology is subject to approval by SCS.
  • Knowledge Transfer - The Vendor must provide a clear transition plan for the transfer knowledge to SCS internal staff.

3.0    EXECUTION OF AGREEMENT

3.1       Selection of Vendor

The selected Vendor will be expected to enter into a service agreement on or before the Anticipated Start Date set out in subsection 1.2. Failure to do so may result in the disqualification the Vendor and, may adversely impact the Vendor’s eligibility to participate in future RFS processes.

3.2       Conflict of Interest

The Vendor must not engage in any Conflict of Interest. "Conflict of Interest" includes, but not limited to, any situation or circumstance where:

(a)       in relation to the RFS process, the Vendor has an unfair advantage or engages in conduct, directly or indirectly, that may give it an unfair advantage, including (I) having, or having access to, information in the preparation of its submission that is confidential to SCS and not available to other Vendors; (ii) communicating with any person with a view to influencing preferred treatment in the RFS process including the giving of a benefit of any kind by or on behalf of the Vendor to anyone employed by or otherwise connected with Ontario or SCS; or (iii) engaging in conduct that compromises, or could be seen to compromise, the integrity or competitiveness of RFS process and render that process non-competitive and unfair; or

(b)       in relation to the performance of its contractual obligations with Ontario or SCS, the Vendor’s other commitments, relationships or financial interests (I) could, or could be seen to, exercise an improper influence over the objective, unbiased and impartial exercise of its independent judgement; or (ii) could or could be seen to compromise, impair or be incompatible with the effective performance of its contractual obligations.

4.0    TERMS OF REFERENCE

These provisions apply to this RFS:

  • the vendor is informed whether successful or not. If successful, the vendor is requested to enter into a SOW;
  • this RFS process is not intended to create a formal legally-binding procurement process and shall not give rise to the legal rights or duties applied to a formal legally-binding procurement process;
  • neither party shall have the right to make claims against the other (including any application or other proceeding for a review by any court or other body) with respect to this RFS process, the selection of any Vendor, the failure to be selected to enter into a SOW, or the failure to honour submissions prior to the execution of a SOW;
  • no legal relationship or obligation regarding the procurement of any services shall be created between any Vendor and SCS prior to the execution of a service agreement;
  • SCS may make public the names of any or all Vendors;
  • you consent to SCS’s collection of the information as contemplated under this RFS for the uses contemplated under this RFS;
  • SCS may elect not to consider a Vendor whose submission contains misrepresentations or any inaccurate, misleading or incomplete information;
  • SCS may cancel this RFS process at any time; and
  • the vendor agrees to all of the terms of the procurement process set out in this RFS. 

SUPPLEMENT A - SCS INFORMATION AND REQUIREMENTS

1.1    CLIENT & CONTACT INFORMATION

SCS Representative:         Helene Bard

 Title:                                       Human Resources Advisor          

 Phone number:                   613-748-1788 ext. 343

 E-mail address:                procurement@scsonline.ca

1.2    BACKGROUND INFORMATION

 Service Coordination for People with Developmental Disabilities (SCS) is the initial contact for individuals who have a developmental disability or autism in the Ottawa region. We help people find the supports and services in the community that are needed to assist them in their daily lives. One of our important goals is to empower families/individuals to make informed choices about the supports they seek.

SCS has identified the need to review our compensation strategy in comparison with community partners within and outside of our sector as well as update our policies and procedures to reflect best practices.  This investment is in support of the agency’s review of its retention strategy which focuses on valuing people, work-life balance, offering competitive compensation and benefit package and encouraging the development of our staff. 

Current State:

SCS currently has 76 employees with 32 job functions.

  • DSOER (Regional) – 23 employees currently across Ottawa, Prescott-Russell, Stormont, Dundas & Glengarry, and Renfrew County.
  • Support Services – 3 employees
  • Adult Case Management – 11employees
  • Children’s Case Management – 10 employees
  • Residential and Community Services – 7 employees
  • Corporate Services – 10 employees
  • Executive Office – 7 employees

Currently, SCS is primarily funded by the Ministry of Children, Community and Social Services (MCCSS) with the majority of our funding “flowed through” to the individuals and families we serve.

Scope of Work

Due to the high work load of current day to day operational demands on the HR department, we require an experienced consultant to perform a comprehensive analysis complete with recommendations as to how SCS can maintain or enhance its compensation strategy today and into the foreseeable future.

  • Major tasks associated with the analytical review include but are not limited to the following:
  • Review compensation survey questions developed by Human Resources and augment interview methodology as applicable;
  • Assist with an introductory letter to launch the project
  • Review impact of Bill 124 on the agency’s compensation structure;
  • Obtain a good understanding of the compensation issues prevalent in the developmental services sector and solution potential mitigation strategies;
  • Convene 1-2 meetings with staff to determine the strengths and weaknesses of the current compensation structure;
  • Engage with partner agencies across the region and province that have mandates similar to that of SCS and collect data for survey.
  • Conduct compensation survey for all staff positions in identified organizations as approved by Human Resources;
  • Research trends regarding variable pay and come up with recommendations to implement.

Main Deliverable

After a thorough analysis, the contractor will prepare a detailed report of observations and recommendations that includes the following components:

  • The name of all the organizations that participated in the survey and for which positions
    • Organizational risks of implementing the proposed recommendations
    • Resource requirements (including financial)
    • Major deliverables of all recommendations
    • Impact of the Ontario Bill 124 on recommendations

It is expected that a draft report will be presented to agency leadership and once approved, a final report would need to be crafted for staff and partners. There may be multiple presentations required to different audiences once the report has been finalized.

1.3    SCS REQUIREMENTS

Qualifications:

  • CCP designation with expert knowledge of compensation strategy best practices
  • Recent and significant experience performing compensation analyses; non-profit and governmental experience will be considered highly desirable;
  • Strong business writing and presentation skills are required;
  • Demonstrated commitment to a professional work ethic, working cooperatively and collaboratively with internal and external customers, clients, and partners while demonstrating compassion and a strong customer/client focus;
  • Self-direction with superior organizational and time management skills;
  • Strong interpersonal and conflict management skills;

Facility Management Plan SCS will provide a workspace and a laptop (if necessary) and arrange for meeting spaces within its facility for all required contractor meetings. 

Working Hours: SCS’ normal working hours are between 8:30 a.m.to 4:30 p.m., Monday to Friday inclusive. If required, the Vendor must provide Services outside of these normal working hours and on non-business days. The Vendor will not be entitled to charge more than the agreed upon Fixed Price or daily per diem set out in the proposal as a result of providing Services outside of normal working hours or on a non-business day.

Travel, Meal and Accommodation Expenses - SCS is not responsible for any travel or accommodation expenses incurred by the Vendor that are not pre-approved in writing by SCS and charged in accordance with Management Board of Cabinet's Travel, Meal and Hospitality Expenses Directive, as may be amended or replaced from time to time.  Accommodation arrangements may only be made with those facilities listed in the Ontario government's Travel, Meal and Hospitality Expenses Directive, as may be amended or replaced from time to time.

Period of Performance - The expected date of completion of this work is February 18, 2020. Any modifications or extensions to this deadline must be submitted in writing to the SCS Representative with justification as to why the work cannot be completed as planned. 

Work Requirements - SCS will only consider a sub-contract arrangement for this work. As such, the selected candidate shall have no entitlement to statutory or employment benefits such as health insurance, life insurance, retirement, or unemployment insurance.

Any and all information obtained in the development of the deliverable(s) shall be deemed proprietary information of SCS and remains the property of the SCS at all times, and may not be shared with or used to benefit another organization or individual without the express written permission of SCS.

1.4    EVALUATION OF SUBMISSIONS

 This Section 1.6 sets out the framework that will guide the evaluation process. A successful Vendor may be selected to enter into a service agreement based on this RFS, the Vendor’s submission, its evaluation by SCS, and other factors leading to an award decision

  • Submission quality and completeness
  • The number of days required by the Vendor to complete the project/service.
  • The reasonableness of the cost proposed by the Vendor.
  • The extent to which each of the Vendor’s proposed Personnel has the appropriate skills to provide the services required (years of experience, project(s) undertaken, understanding of the Deliverables, non-profit experience etc.).
  • The suitability of each of the Vendor’s Personnel (how well the individual understands the project, the working environment, management culture, working with staff and management, etc.).

1.5    REFERENCE CHECKS

At SCS’s sole discretion, SCS may check references of the Vendor and/or any of its proposed contractors at any stage of the evaluation process.  Without limiting the right of SCS to check references provided by the Vendor, SCS reserves the right to check references other than those provided by the Vendor.  Award of a service agreement to a Vendor is subject to satisfactory reference checks, if required by SCS.

1.6    BID DISPUTE

The vendor has the opportunity to raise concerns through the question and answer period of the procurement process or after the contract award.

If the Vendor is not satisfied with SCS’ response, it may file a complaint via email to feedback@scsottawa.on.ca.

Once a complaint has been received, the SCS Quality Assurance Officer will initiate a review. The Vendor will receive a written response to the complaint once the review is complete.

Please note that filing a complaint does not affect the Vendor’s ability to participate in ongoing or future procurement or seek any other legal recourse that may be available. If the Vendor has already initiated legal action related to the complaint, however, the Vendor may not use this bid dispute process.

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