REQUEST FOR PROPOSAL (RFP)
Development of Compensation Strategy Tools for Sustainability
CURVE LAKE FIRST NATION
22 WINOOKEEDAA ROAD
CURVE LAKE, ONTARIO K0L 1R0
Issued: February 6, 2019
Request For Proposal: 161-02-2019
1. SUMMARY AND BACKGROUND
Curve Lake First Nation (CLFN) is seeking proposals from qualified consultants to develop and design essential tools to aid Administration with sustainably managing and implementing its organization wide compensation strategy. Additionally, CLFN would like to ensure that its compensation strategy and salary grid complies with new legislation.
The purpose of this Request for Proposal (RFP) is to solicit proposals from specific individuals or firms, conduct a fair and extensive evaluation based on criteria listed herein, and select the Proposal that best represents the knowledge and experience needed to complete the task.
The total registered population of Curve Lake First Nation is 2314. There are 952 members who live on reserve while 1362 live off of the reserve.
The Council is comprised of one (1) Chief and eight (8) Councilors.
First Nation operations are currently organized into five departments. These are Administration and Finance, Health and Family Services, Education, Economic Development and Public Works. Curve Lake First Nation employs approximately 80 full time employees and 25 short term contracts and casual staff.
Several Council committees have been established to assist the operating departments. These include Finance, Health & Family Services, Education, Economic Development, Public Works, Housing, Lands and employee Health and Safety. Additional Council Committees include, Gaming Revenue Fund, Claims, Petroglyphs, Pow Wow, Recreation, Rights and Resources and Youth Council.
Curve Lake First Nation delivers a number of essential and non-essential programs and services to both member and non-member residents of the community.
In 2010/11 Curve Lake First Nation commissioned a comprehensive review of its organization. Among the 78 recommendations put forth included the development of an organizational wide compensation strategy.
In 2015/16, a Framework Design for the Implementation of the Organization’s Compensation
Strategy was developed by an independent consultant that clearly provided direction on options for implementation. Specifically, this included:
- Identifying key components of the Compensation Strategy
- Direct Compensation (Salaries)
- Indirect Compensation (Pension Plan, Group Insurance Benefits and Paid Leave)
- Non-Financial Compensation (Job Descriptions, Training and Development and Unpaid Leave of Absence)
- Providing Options to finance incremental costs
- Implement cost efficiencies within existing budgets
- Redirect eligible program expenditures to alternate funding sources
- Seek funding increases for salaries and benefits
- Dedicate indexing to compensation increases
- Apply to the Gaming Revenue Fund
- Providing Options to implement the Strategy
- Implement 100% in 2016/17
- Phase implementation over 2 years
- Defer salary increases until cost efficiencies are verified
- Providing recommendations on process of implementation
- Providing recommendations to monitor the strategy
CLFN’s compensation strategy was implemented in two phases: 66% in fiscal year 2016/17 and 34% in 2017/18.
While much progress has been made with respect to the Strategy, Administration is lacking the tools and instructions needed to manage, update and consistently apply compensation elements. Specifically, enhancements are needed in the areas of:
- Staff training and clear instructions on how to use, maintain and amend the salary grid
- Monitoring the Strategy
- Methods to track changes to costs
- Verification of legal compliance
2. PROPOSAL GUIDELINES
This Request for Proposal represents the requirements for an open and competitive process. Proposals will be accepted until 12 pm (noon) Friday February 22, 2019. Any proposals received after this date and time will be returned to the sender.
If the firm or organization submitting a proposal must outsource or contract any work to meet the requirements contained herein, this must be clearly stated in the proposal. Additionally, all costs included in proposals must be all-inclusive to include any outsourced or contracted work. Any proposals which call for outsourcing or contracting work must include a name and description of the organizations being contracted.
All costs must be itemized to include an explanation of all fees and costs.
Contract terms and conditions will be negotiated upon selection of the winning bidder for this RFP. All contractual terms and conditions may be subject to review by Curve Lake First Nation Administration and will include scope, budget, schedule, and other necessary items pertaining to the project.
All questions, requests for information, instructions or clarifications regarding any part of this RFP must be set out in writing and directed to:
Stephen Conway, General Manager
22 Winookeedaa Street
Curve Lake First Nation, ON, K0L 1R0
All questions related to this RFP or any clarification with respect to this RFP must be made no later than 3 Business Days prior to the closing date of this RFP in order that staff may have sufficient time to respond. Curve Lake reserves the right to extend the deadline for questions, if required, regarding this RFP.
Written answers or clarifications to issues of substance shall be shared with all Proponents and shall be issued as part of the RFP in the form of an Addendum. This RFP and all addendum(s), if any, shall also be posted on Curve Lake’s website.
Submissions and Closing Date
The closing date for proposals is set for Friday February 22, 2019 at noon. Only proposals that are mailed or emailed will be accepted. If packages are mailed, please send 3 copies of the Proposal. Packages should be clearly marked “Proposal” for Development of Compensation Strategy Tools for Sustainability.
Proposals should be submitted to the attention of:
Stephen Conway, General Manager
22 Winookeedaa Street
Curve Lake First Nation, ON, K0L 1R0
3. PROJECT PURPOSE AND DESCRIPTION
The purpose of this project is as follows:
A Compensation Strategy is a key component in the development of an overall Human Resource Management Plan. It is also vital to ensure overall organizational effectiveness and the objectives of Curve Lake First Nation are being met.
- Review of the current salary grid and its appropriateness considering CLFN’s profile.
- Staff training and development of the tools to use, maintain and amend the salary grid which includes:
- How salary ranges for new employees are determined and inserted into the grid
- How employees move across levels within the range
- How cost of living increases are applied to the grid
- How changes to the grid are recommended and approved
- How to manage red circled employees
- Monitoring of the Strategy
- Identify an annual method of verifying how incremental costs to compensation are being paid for and how they can be sustained in the future
- Accuracy of Cost
- Identify significant changes to direct, indirect and non-financial compensation elements to ensure Administration knows the actual cost of the Strategy from Year to Year
- Legal Compliance
- With respect to the new salary grid, verification that it complies with amended and or new legislation
The overriding goal of this project is to create a path forward whereby the compensation strategy can be properly and sustainably managed in a manner that is understood clearly by Administration, Staff, Council and the Community.
Role of the Consultant/Firm:
The Consultant/Firm will provide independent expertise and advice on the development and design of Compensation Tools for Sustainable Implementation for the organization’s compensation strategy. The consultant will join the Organizational Review Team as a participatory member and:
- Guide, manage and monitor the progress of the project
- Provide ongoing direction and support to the Organizational Review Team
- Assist in the formulation of options for compensation strategy implementation
- Provide expert advice on each key decision and recommendation
The consultant or firm will be required to make 1 presentation to Council.
The consultant will prepare and submit electronic progress reports for the General Manager for each milestone in the approved work plan.
The consultant will prepare a final report for consideration detailing a clear strategy on how CLFN is to move forward with the implementation of its compensation strategy. The final report will include an implementation plan that provides detailed recommendations as well as a detailed monitoring plan.
Electronic copies of all reports are to be provided to the Curve Lake First Nation. Additionally, 16 hard copies will need to be provided once the final report is approved by Chief and Council.
The consultant or firm should, at the very least incorporate the following activities into its proposal:
- Review current reports that were produced internally and by outside service providers
- Organizational Review Report
- Compensation Strategy Framework Final Report
- Participate in half day meeting with ORT to discuss areas requiring added direction and tools as well as specific concerns
- Take the necessary time to become acquainted with the current compensation strategy elements
- Provide regular progress reports
- Exploration and development of options inclusive of funding implications and offsetting funding options
- Development of final report containing useable tools for sustainable implementation and management of the current compensation strategy
5. REQUEST FOR PROPOSAL AND PROJECT TIMELINE
Request for Proposal Timeline:
All proposals in response to this RFP are due no later than 12:00 pm (noon) EST Friday
February 22, 2019.
Evaluation of proposals will be conducted the week of on February 25, 2019.
If additional information or discussions are needed with any bidders during this time, the bidder(s) will be notified.
Notifications to bidders who were not selected will occur by March 15, 2019.
Project Timeline: Project must be completed by May 1, 2019.
The maximum limit is $20,000 including professional fees, administration, and other disbursements.
The invoicing schedule will be as follows:
- 25% upon acceptance of proposal by Council and contract signed by General Manager
- 25% upon completion of one-quarter of work · 25% upon completion of half of work
- 25% upon the acceptance of the final report as deemed satisfactory by Curve Lake First Nation
NOTE: All costs and fees must be clearly described in each proposal.
7. BIDDER QUALIFICATIONS
Proposals should include, but not be limited to, the following components:
- Outline the consultants understanding of the work to be undertaken
- Outline the consultant’s experience in developing and reviewing compensation strategies for First Nations and other public bodies
- Identify appropriate accreditation (CPHR, CHRP, CHRL or CHRE)
- Outline the consultant’s approach and strategies to the project
- Outline how the options will be developed and evaluated
- Identify the tasks to be undertaken by Curve Lake First Nation leadership, management and staff
- Identify the stages of interim reporting
- Identify the final reporting methods and products
- Provide an itemized cost estimate to achieve each milestone within the consultant’s recommended approach, including consulting fees (hourly and per diem rates for each member of the team, miscellaneous expenses and disbursements)
- The names and contact information for three referrals
8. EVALUATION CRITERIA
Curve Lake First Nation will evaluate all proposals based on the following criteria. To ensure consideration for this Request for Proposal, your Proposal should be complete and include all of the following criteria:
- Firm: Experience and satisfactory performance on similar contracts
- Project Team: The number, qualifications and experience of personnel to be assigned or made available
- Proposal: The depth and detail of the submission which indicates the understanding of the requirements of the Terms of Reference and the size, complexity and time constraints of the job
- Schedule: The turnaround time established for dealing with requests from the Curve Lake First Nation
- Control: Overview of the Quality Assurance and Conflict of Interest mandates of the consultant
- Costs: Evaluation of the proposed fees and disbursements
- First Nation Experience: The degree of experience that the consultant has in working with First Nation clients
- Referrals: Listed referrals will be contacted by the First Nation to ensure that the firm has the experience and qualifications to undertake the work
9. PREPARATION OF SOLICITATION
If a proposing company, individual, or subcontractor was involved in the preparation of the RFP solicitation that proposal is disqualified.
10. PRIVILEGE CLAUSES
Curve Lake First Nation reserves its right:
- Not to award the contract
- Not to award the contract necessarily to the lowest priced bidder, but rather to the best “value”
- To conduct negotiations with one or more bidders in the event the negotiations with the first bidder are unsuccessful
- To conduct a survey of potential bidders to obtain clarification of their proposals as part of the evaluation process
- To cancel and reissue the RFP
- To extend any deadlines and amend the proposal process
11. EXCLUSIONARY CLAUSES
The proposal writer shall be liable for all costs associated with preparation and submission of the proposal up to the final award of the contract.
Curve Lake First Nation shall not be liable for any costs, expenses, loss or damage incurred, sustained or suffered by any bidder prior, or subsequent to, or by reason of the acceptance or the non-acceptance by CLFN of any proposal, or by reason of any delay in acceptance of a proposal, except as provided in the tender documents.