Bid Addendum 1.pdf

Guilford Technical Community College 601 E. Main Street

Jamestown, NC 27282

ADDENDA 1

IFB/RFQ NO. 99-MP25046

Commodity: Organizational Structure Consulting

Using Agency Name: GTCC

Date: Tuesday, July 7, 2026

This addendum addresses the following:

Response to Vendor Questions:

Vendor Question GTCC Response Reference: Section 5.3, Span of Control Assessment (p.

15–16) Question: What is the College's total current employee headcount, and approximately how many positions carry supervisory responsibility within the scope of this assessment?

The College currently has approximately 785 regular positions, of which approximately 100 positions have supervisory responsibilities. These figures are approximate and may vary slightly, as organizational changes and position reallocations are periodically implemented. The College does not anticipate including temporary employees, student workers, or work-study positions in this assessment unless the selected Vendor recommends otherwise.

Reference: Section 5.1 / 5.3 (p. 15) Question: How many divisions and departments are included in the scope, and which campuses or sites (e.g.

Jamestown, Greensboro, High Point, Aviation) are to be included in the review?

7 divisions, 30 departments – for focus groups we typically do two at Jamestown (largest concentration of employees) and one each at Greensboro and High Point. Employees from the Cameron, Aviation, and Small Business Center campuses can be asked to attend one of those sessions.

Reference: Section 5.3, Administrative Support Assessment (p. 16) Question: Approximately how many administrative support positions are to be assessed, and how are they currently distributed across divisions and campuses?

The College currently has approximately 49 administrative support positions, along with a limited number of additional positions that perform administrative support functions as part of their assigned responsibilities. Most administrative support positions are located at the Jamestown Campus, with approximately ten (10) positions distributed across other campus locations. For stakeholder engagement activities, employees located at smaller campuses may be asked to participate in sessions conducted at the Jamestown, Greensboro, or High Point campuses.

Reference: Section 5.3, Data Collection and Stakeholder Engagement (p. 16) Question: Does the College have an expected volume or target for stakeholder engagement — for example, the approximate number of interviews, focus groups, or listening sessions, and the stakeholder groups to be represented?

Other than the focus group considerations described in the response above, the College does not have a prescribed number of interviews, focus groups, or listening sessions and will rely on the selected Vendor's professional judgment and experience in recommending an appropriate stakeholder engagement strategy. For the College's recent Strategic Plan initiative, a representative sample of employees was selected from across the institution, and four focus groups were conducted for faculty and staff, with approximately 25 participants per session.

The College views that approach as one possible model; however, Vendors may propose alternative engagement strategies. The College also recognizes that separate stakeholder groups may be appropriate for discussions related to supervisory structures and administrative support functions.

Reference: Section 5.3, Project Initiation and Planning (p.

15) Question: Are current organizational charts, job descriptions, and staffing or HRIS data available to the selected Vendor, and in what format will they be provided?

Yes. Current organizational charts, job descriptions, and staffing data will be made available to the selected Vendor. Organizational charts are maintained in Microsoft Visio and are supported by underlying data that can be provided in Excel or CSV format. Job descriptions are maintained as Microsoft Word documents, and HRIS data reports can be provided in Excel or CSV format. Vendors should note that organizational charts are the most reliable source for current department and division alignment, as HRIS department and division listings may not always reflect the College's current organizational structure.

Reference: Section 5.1 / 5.3 (p. 15) Question: Has the College conducted a prior organizational, span-of-control, or administrative staffing study that the selected Vendor should reference or build upon?

No. The College has not conducted a prior institution-wide organizational, span-of-control, or administrative staffing study that the selected Vendor is expected to reference or build upon.

Reference: Section 5.3, Data Collection and Stakeholder Engagement (p. 16) Question: Has the College identified a defined set of peer or comparator institutions for benchmarking, or is the Vendor expected to propose the comparator set?

The College has identified a comparison group that includes neighboring institutions and North Carolina community colleges with among the largest student enrollments. Vendors may utilize this group as part of their benchmarking approach and may recommend additional comparator institutions if warranted. The College's identified comparison group includes:

• A-B Tech Community College

• Alamance Community College

• Cape Fear Community College

• Central Carolina Community College

• Central Piedmont Community College

• Davidson-Davie Community College

• Durham Technical Community College

• Fayetteville Technical Community College

• Forsyth Technical Community College

• Gaston College

• Randolph Community College

• Rockingham Community College

• Rowan-Cabarrus Community College

• Wake Technical Community College

Reference: Section 5.3, Final Presentation and Implementation Discussion (p. 16) Question: Is the final presentation to the College Leadership Team expected to be delivered in person or virtually, and does the College anticipate a draft report review prior to the final deliverable?

The College prefers that the final presentation be delivered in person; however, a virtual presentation is also acceptable. The College anticipates reviewing a draft report prior to the final presentation and expects the selected Vendor to incorporate feedback, as appropriate, before submitting final deliverables.

Section 4.3 HUB PARTICIPATION, Is it a requirement for the vendor to be a certified HUB entity, or will a proposal be considered compliant by demonstrating good faith efforts?

HUB certification is not required for a Vendor to be considered for award under this RFP. Consistent with N.C.G.S. § 143-48, the State encourages HUB participation, but certification is not a condition of responsiveness. The College will consider HUB participation information as part of its review; however, proposals will not be disqualified solely based on HUB certification status.

Section 5.0 Specifications and Scope of Work, page 15- The study includes approximately 785 regular

How many employees are included in the study? How many of these are faculty?

positions, of which approximately 304 are faculty positions.

Section 5.0 Specifications and Scope of Work, page 15- How many job classifications are included in the study?

The study includes regular positions, consisting primarily of full-time employees with a limited number of part-time positions. Positions in scope include both exempt and non-exempt employees. Administrative positions currently span approximately four (4) pay grades, and supervisory positions are also included in the assessment. Additional information regarding job classifications and position categories will be provided to the selected Vendor during project initiation.

Could you please confirm if proposals should be submitted to this email address?

Proposals may not be submitted via email and submissions sent in that manner will not be accepted.

All proposals must be submitted in strict accordance with the instructions outlined in the RFP, including submission through the electronic Vendor Portal (eVP). Please review the Proposal Submittal section of the RFP for the required submission method and requirements.

Section 5.1, Page 15 Has GTCC previously engaged an external consultant to support an organizational structure review, span of control assessment, administrative support assessment, or similar institution-wide consulting engagement?

No. The College has not previously engaged an external consultant to conduct an institution-wide organizational structure review, span of control assessment, administrative support assessment, or similar engagement.

Section 4.1 and Attachment A, Pages 11 and 21 Can GTCC share the anticipated budget, budget range, or any funding parameters established for this engagement?

GTCC is not disclosing a budget, budget range, anticipated cost, or funding allocation for this project at this time. Vendors are encouraged to submit their most competitive pricing based on the requirements and scope of work described in the RFP and any applicable addenda. Proposed pricing should reflect the Vendor's recommended approach to successfully completing the project objectives.

Reference: Section 4.1 / Attachment A, Pricing Question: Does GTCC have an established budget or not-to-exceed amount for this engagement?

GTCC is not disclosing a budget, budget range, anticipated cost, or funding allocation for this project at this time. Vendors are encouraged to submit their most competitive pricing based on the requirements and scope of work described in the RFP and any applicable addenda. Proposed pricing should reflect the Vendor's recommended approach to successfully completing the project objectives.

Reference: Section 5.1 / 5.3, Scope of Work Question: To help vendors accurately size the engagement, can GTCC share the approximate number of divisions/departments, total employees, and the number of supervisory and administrative support positions within the scope of this review?

The scope of the review includes approximately seven

(7) divisions and thirty (30) departments. The College currently has approximately 785 regular positions, of which approximately 100 positions have supervisory responsibilities. These figures are approximate and may vary slightly as organizational changes and position reallocations occur. Temporary employees, student workers, and work-study positions are not anticipated to be included in the assessment unless the selected Vendor recommends otherwise.

The College currently has approximately 49 administrative support positions, along with approximately 14 additional positions that perform administrative support functions as part of their assigned duties.

5.1: General The College currently has approximately 785 regular

Can you provide estimated position counts of the number of supervisory positions that will be included in the span of control assessment (by division) and the number of administrative support positions (by type and division) covered by the engagement?

positions, of which approximately 100 positions have supervisory responsibilities. These figures are approximate and may vary slightly as organizational changes and position reallocations occur. Temporary employees, student workers, and work-study positions are not anticipated to be included in the assessment unless the selected Vendor recommends otherwise.

The College currently has approximately 49 administrative support positions, along with approximately 14 additional positions that perform administrative support functions as part of their assigned duties. More detailed information regarding supervisory and administrative support positions, including organizational alignment by division, will be provided to the selected Vendor during project initiation.

4.1: Pricing & Attachment A Is there an established budget that can be shared?

GTCC is not disclosing a budget, budget range, anticipated cost, or funding allocation for this project at this time. Vendors are encouraged to submit their most competitive pricing based on the requirements and scope of work described in the RFP and any applicable addenda. Proposed pricing should reflect the Vendor's recommended approach to successfully completing the project objectives.

5.1: General Are administrative services currently principally centralized, decentralized or a hybrid model?

Administrative support services are currently structured primarily under a decentralized model, with certain functions receiving oversight and coordination from centralized administrative offices, such as Purchasing and the Business Office. The College does not currently consider its administrative support structure to be a true hybrid model.

RFP Section 4.3 HUB PARTICIPATION, Page 12 For vendors that are not Historically Underutilized Business (HUB)-certified and intend to perform all services with their own staff, is subcontracting with a HUB-certified firm required to be considered responsive to this solicitation, or is HUB participation and achievement of the 10% utilization goal encouraged but optional?

HUB certification is not required for a Vendor to be considered for award under this RFP. Consistent with N.C.G.S. § 143-48, the State encourages HUB participation, but certification is not a condition of responsiveness. The College will consider HUB participation information as part of its review; however, proposals will not be disqualified solely based on HUB certification status.

Page 10, Section 3.4 Do you have a sense of the anticipated cost of this service?

GTCC is not disclosing a budget, budget range, or funding allocation for this project at this time. Vendors are encouraged to submit their most competitive pricing based on the requirements and scope of work described in the RFP and any applicable addenda.

Proposed pricing should reflect the Vendor's recommended approach to successfully completing the project objectives.

Page 15, Section 5.3 We read this RFP to endeavor to consider the span of control of all functions. Our assumption is that it is inclusive of all roles and functions including faculty - can you confirm this is the case?

The primary focus of the assessment is the College's supervisory span of control and administrative support structure. Faculty positions are generally not expected to be included in the span of control analysis; however, faculty members who have supervisory responsibilities for staff or administrative functions may be considered as part of the assessment where relevant. The College has generally found faculty-to-faculty supervisory relationships to be appropriately structured and does not anticipate that those relationships will be a primary focus of this engagement.

Page 15, Section 5.3 Will the board of trustees be presented and reading this report? Or is this executive leadership only?

The final report and presentation are intended primarily for College leadership. Information, findings, or recommendations resulting from the engagement may be shared with the Board of Trustees, as appropriate;

however, the Board is not expected to serve as the primary audience for the assessment. The Board's role is focused on governance and policy oversight, while operational and administrative matters are generally managed by College leadership.

Section 5.1, Page 15 Can GTCC provide the approximate number of employees, supervisors/managers, divisions, departments, and administrative support positions expected to be included in the institution-wide review?

The scope of the review includes approximately seven

(7) divisions and thirty (30) departments. The College currently has approximately 785 regular positions, of which approximately 100 positions have supervisory responsibilities. These figures are approximate and may vary slightly as organizational changes and position reallocations occur. Temporary employees, student workers, and work-study positions are not expected to be included in the assessment unless the selected Vendor recommends otherwise.

The College currently has approximately 49 administrative support positions, along with approximately 14 additional positions that perform administrative support functions as part of their assigned duties.

Section 5.3, Page 16 The Administrative Support Assessment requires the vendor to “assess job duties, workload, and alignment with institutional needs.” Can GTCC clarify the expected level of analysis for this requirement, including whether the College expects review of job descriptions only, interviews/workload input from employees and supervisors, analysis of task volume or service demand data, or position-by-position workload assessment?

The College expects the assessment to include a review of job descriptions, as well as interviews and/or stakeholder input regarding workload, as appropriate.

Focus groups may be used as part of the data collection process. The specific approach and level of analysis will be determined in consultation with the selected Vendor based on its recommended methodology.

Section 5.1, Page 15 Does GTCC expect the span-of-control assessment to include faculty supervisory structures, academic departments, and instructional leadership roles, or is the focus primarily on administrative and operational units?

The assessment is expected to focus primarily on administrative and operational units. The College does not anticipate including faculty supervisory structures as a primary area of review, as those structures are generally considered effective. However, faculty members who supervise administrative support personnel may be included in the assessment where relevant.

Section 5.3, Page 16 For purposes of the Administrative Support Assessment, which position types should be included in scope, such as executive assistants, administrative assistants, departmental support staff, academic program support roles, student-facing clerical roles, temporary roles, part-time roles, or student workers?

Executive Assistants, Administrative Assistants, and Program Assistants constitute the College's primary administrative support classifications and are expected to be included in the assessment. These positions are currently full-time. In addition, the College has several positions that perform administrative support functions as part of their assigned duties, and inclusion of those positions in the assessment may be beneficial.

Temporary employees, student workers, and work-study positions are not currently anticipated to be included in scope.

Section 5.3, Pages 15–16 Should recommendations be developed at the functional/organizational model level, or does GTCC expect position-specific recommendations tied to individual roles, reporting lines, and staffing changes?

The College primarily expects recommendations at the functional and organizational model level. The focus of the assessment is on organizational structure, span of control, administrative support models, and related reporting relationships rather than position-specific recommendations for individual employees.

Section 5.3, Page 16 How many stakeholder interviews, focus groups, and/or listening sessions does GTCC expect the vendor to include in the base scope, and are there specific stakeholder groups that must be included?

The College has not established a required number of stakeholder interviews, focus groups, or listening sessions and will consider the selected Vendor's recommended approach. For the College's recent Strategic Plan initiative, a representative sample of employees was used, and four focus groups were conducted for faculty and staff, with approximately 25 participants per session. The College views that approach as one possible model for this engagement.

The College anticipates that stakeholder groups may differ depending on the topic being assessed (e.g., supervisory structures versus administrative support functions). For focus groups, the College typically conducts two sessions at the Jamestown Campus and one session each at the Greensboro and High Point campuses. Employees from the Cameron, Aviation, and Small Business Center locations may be asked to participate in one of those sessions.

Section 5.3, Pages 15–16 Referring to “institutions of similar size and complexity, whom does GTCC consider to be peers? Aspirational peers?

The College has identified a comparison group that includes neighboring institutions and North Carolina community colleges with among the largest student enrollments. Vendors may utilize this group as part of their benchmarking approach and may recommend additional comparator institutions if warranted. The College's identified comparison group includes:

• A-B Tech Community College

• Alamance Community College

• Cape Fear Community College

• Central Carolina Community College

• Central Piedmont Community College

• Davidson-Davie Community College

• Durham Technical Community College

• Fayetteville Technical Community College

• Forsyth Technical Community College

• Gaston College

• Randolph Community College

• Rockingham Community College

• Rowan-Cabarrus Community College

• Wake Technical Community College

Section 5.3, Page 16 Is this engagement expected to include compensation review, classification review, job evaluation, or formal position reclassification recommendations?

The primary focus of this engagement is organizational structure, span of control, and administrative support functions. The College does not anticipate a formal compensation study; however, classification review and job evaluation considerations may be included where relevant to the assessment and the Vendor's recommendations.

Section 5.3, Page 16 Will GTCC require onsite work for kickoff, stakeholder engagement, validation, or final presentation, or may the engagement be completed virtually?

The College prefers that stakeholder engagement activities, including focus groups, be conducted onsite.

The final presentation is also preferred to be delivered onsite. Other project activities may be performed virtually, as appropriate and in coordination with the College.

Section 4.1, Page 11 and Attachment A, Pages 21–22 Because pricing is required to be all-inclusive, including travel, should vendors include anticipated travel

Vendors shall include all anticipated travel expenses and any other costs necessary to perform the services in their proposed pricing. As stated in Section 4.1 and expenses in the base cost, or will GTCC consider travel as a separate reimbursable expense?

Attachment A, pricing must be all-inclusive and include all labor, travel, materials, administrative costs, and other expenses required to perform the Scope of Work. Travel expenses shall be included in the proposed cost and will not be reimbursed separately.

Section 5.4, Page 16 and Section 6.1, Page 17 Who will serve as GTCC’s executive sponsor and day-to-day project lead for this engagement?

The College's Executive Sponsor for this engagement will be Dr. Anthony Clarke, President. The day-to-day project lead will be April Sandoval, Special Assistant to the President and Board of Trustees.

By providing signature on the next page, the vendor is indicating that they have reviewed the question(s) and answer(s) for IFB/RFQ No. 99-MP25046. This Addendum should be signed and returned with the IFB/RFQ package.

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