ESBD_524780_1782509376982_FY26-02 HR Consultant Q&A_260626.pdf

1. Please provide the annual spend for Human Resources consulting services during each of the previous three fiscal years.

This is a new solicitation. No funds have been spent on consulting services in the last three years.

2. Approximately how many consulting hours does the Board anticipate utilizing annually under this contract?

A Master Services Agreement ('Agreement') will be awarded to one proposer and set forth the general terms and conditions governing the provision of services. The specific services to be provided are divided into two distinct engagements. The scope, deliverables, timelines, and compensation proposed for each engagement will be incorporated into and made a part of the Agreement:

Engagement A: Provision of requested deliverables including compliance audit of 10 personnel files, compensation benchmarking, update current job descriptions, revise/update evaluation tools, conduct HR compliance audit of existing personnel handbook and related policies.

o Total for this engagement not to exceed $12,000 o Effective dates will be for a specific timeframe as indicated by submitted proposal and will not be subject to renewal Engagement B: Provide ongoing HR support and training, as needed.

o Compensation will be limited to the negotiated hourly rate proposed o The Board anticipates an average of 1-2 hours per month for support and training o Effective dates will be August 1, 2026 through July 31, 2027; with the potential for four one-year renewal options

3. Is there an incumbent provider currently performing these services? If so, please provide the incumbent's name, annual contract value, and contract expiration date.

Not applicable.

4. Does the Board anticipate utilizing the selected consultant primarily for project-based deliverables (e.g., handbook review, personnel file audits, onboarding development, training) or for ongoing monthly HR advisory support?

A Master Services Agreement ('Agreement') will be awarded to one proposer and set forth the general terms and conditions governing the provision of services. The specific services to be provided are divided into two distinct engagements. The scope, deliverables, timelines, and compensation proposed for each engagement will be incorporated into and made a part of the Agreement:

Engagement A: Provision of requested deliverables including compliance audit of 10 personnel files, compensation benchmarking, update current job descriptions, revise/update evaluation tools, conduct HR compliance audit of existing personnel handbook and related policies.

o Total for this engagement not to exceed $12,000 o Effective dates will be for a specific timeframe as indicated by submitted proposal and will not be subject to renewal

Engagement B: Provide ongoing HR support and training, as needed.

o Compensation will be limited to the negotiated hourly rate proposed o The Board anticipates an average of 1-2 hours per month for support and training o Effective dates will be August 1, 2026 through July 31, 2027; with the potential for four one-year renewal options

5. Does the Board expect a formal compensation study utilizing market salary survey data, or would high-level compensation benchmarking recommendations satisfy this requirement?

The Board is seeking high-level compensation benchmarking recommendations rather than a formal compensation study. Given the Board's small staff of 10 employees, the selected consultant should review the current and complete compensation structure, compare it to relevant market data for similarly sized nonprofit organizations, workforce development boards, and comparable public-sector organizations serving rural Texas communities or similar rural labor markets, and provide recommendations regarding the overall competitiveness and appropriateness of the Board's compensation practices. A detailed position-by-position market salary study is not required.

6. Does the Board currently maintain employee handbooks, performance evaluation systems, onboarding procedures, and job descriptions that require revision, or is the selected consultant expected to develop these materials from the ground up?

The Board currently has these documents and systems. The selected consultant will be required to review and provide recommendations for revision/updates.

7. Does the Board currently have personnel responsible for HR administration? If so, what role will those individuals play in supporting the selected consultant?

The Board does have a Human Resources Manager responsible for HR administration. The HR Manager will be the main contact supporting the selected consultant.

8. Will the personnel file audit be limited to the Board's current workforce of approximately 10 employees, or are there additional historical personnel files that will require review?

Review will be limited to the ten current employees.

9. Does the Board prefer virtual, onsite, or hybrid delivery for supervisor training and HR/leadership training activities?

Virtual is the preferred service delivery method for training activities.

10. Please confirm if this is a new initiative or a re-bid of an existing contract?

This is a new initiative.

11. Please confirm the budget allocated for this project.

A Master Services Agreement ('Agreement') will be awarded to one proposer and set forth the general terms and conditions governing the provision of services. The specific services to be provided are divided into two distinct engagements. The scope, deliverables, timelines, and compensation proposed for each engagement will be incorporated into and made a part of the Agreement:

Engagement A: Provision of requested deliverables including compliance audit of 10 personnel files, compensation benchmarking, update current job descriptions, revise/update evaluation tools, conduct HR compliance audit of existing personnel handbook and related policies.

o Total for this engagement not to exceed $12,000 o Effective dates will be for a specific timeframe as indicated by submitted proposal and will not be subject to renewal Engagement B: Provide ongoing HR support and training, as needed.

o Compensation will be limited to the negotiated hourly rate proposed o The Board anticipates an average of 1-2 hours per month for support and training

12. Are there any specific challenges, pain points or areas of concern that you are currently experiencing with the existing vendors?

Not applicable.

13. Please clarify the anticipated number of awards expected under this RFP.

A Master Services Agreement ('Agreement') will be awarded to one proposer and set forth the general terms and conditions governing the provision of services. The specific services to be provided are divided into two distinct engagements. The scope, deliverables, timelines, and compensation proposed for each engagement will be incorporated into and made a part of the Agreement:

Engagement A: Provision of requested deliverables including compliance audit of 10 personnel files, compensation benchmarking, update current job descriptions, revise/update evaluation tools, conduct HR compliance audit of existing personnel handbook and related policies.

o Total for this engagement not to exceed $12,000 o Effective dates will be for a specific timeframe as indicated by submitted proposal and will not be subject to renewal Engagement B: Provide ongoing HR support and training, as needed.

o Compensation will be limited to the negotiated hourly rate proposed o The Board anticipates an average of 1-2 hours per month for support and training

14. Is there a local preference in connection with this RFP?

No, but the organization must be based in the United States.

15. The evaluation criteria listed in Section 1.6 total 75 points (Experience in HR Consulting: 30;

Adequacy of HR Services Proposed: 30; Fees: 15). Are there additional evaluation criteria or weighting factors beyond those listed that will be applied, or is 75 points the maximum score available?

The maximum points possible is seventy-five (75).

16. Please confirm the evaluation criteria and weighting (e.g., technical vs. cost).

An evaluation team will select the vendor based on a total review of the proposer’s qualifications, work plan, and proposed cost. Specifically, the evaluation team will base their recommendation on the following elements in the review process:

Experience in the field of Human Resource Consulting 30 points Adequacy of Human Resource Services proposed 30 points Fees 15 points

17. Will there be an opportunity for a virtual/on-presentation or negotiation meeting during the evaluation process?

In the event that multiple proposals result in similar scores, virtual presentations and negotiations from each applicable proposer may be used to determine final selection.

18. What is the expected timeline for award notification and contract execution?

A Master Services Agreement ('Agreement') will be awarded to one proposer and set forth the general terms and conditions governing the provision of services. The specific services to be provided are divided into two distinct engagements. The scope, deliverables, timelines, and compensation proposed for each engagement will be incorporated into and made a part of the Agreement:

Engagement A: Provision of requested deliverables including compliance audit of 10 personnel files, compensation benchmarking, update current job descriptions, revise/update evaluation tools, conduct HR compliance audit of existing personnel handbook and related policies.

o Total for this engagement not to exceed $12,000 o Effective dates will be for a specific timeframe as indicated by submitted proposal and will not be subject to renewal Engagement B: Provide ongoing HR support and training, as needed.

o Compensation will be limited to the negotiated hourly rate proposed o The Board anticipates an average of 1-2 hours per month for support and training

19. What is the anticipated volume of staffing requests (e.g., estimated number of requisitions per year)?

This is not included as part of the scope of work.

20. Could you please provide details on the job categories, labor classifications or skill sets most requested?

Job classifications including, Standard Occupational Classification number:

General/Operations Manager: 11-1021 : 1 employee

Financial Manager: 11-3031: 1 employee

Computer and Information Systems Managers: 11-3021 : 1 employee

Project Management Specialist: 13-1082: 4 employees

Accountants and Auditors: 13-2011: 1 employee

Payroll and Timekeeping Clerks: 43-3051 : 1 employee

Computer User support specialists: 41-1012 : 1 employee

Organization is an office workplace. Skillsets include, but are not limited to: Microsoft office, communication, time management, organization, budgeting/financial tracking, process improvement, data analysis, document management, project management, and marketing

21. Is there an employee conversion policy (i.e., can the department directly hire contractor staff after a defined period)?

Not applicable

22. Will timekeeping be handled through the department’s system or will vendors be required to provide a platform?

This is not included as part of the scope of work.

23. In the event of a contract award, please clarify whether awarded vendors will be permitted to directly engage with individual departments/agencies for staffing requests or if all requirements will be routed through a centralized system?

The selected consultant will directly engage with the HR Manager for all requests.

24. Will the consulting services described in the scope of work be expected to be performed on-site in Texarkana, TX, remotely, or through a combination of both? If on-site presence is required or anticipated, will reasonable travel expenses be reimbursable, or should travel costs be incorporated into the proposed fee schedule?

Most, if not all, services can be performed remotely. If on-site presence is required reasonable travel expenses incurred while providing services under this agreement will be reimbursed by the Board in accordance with the GSA’s Federal Domestic Maximum Per Diem Rate. Travel reimbursement should not be incorporated in consulting fee schedules.

25. If a proposer anticipates engaging subcontractors for specific components of the scope, is it sufficient to describe those arrangements by role and credential (e.g., "compensation benchmarking will be performed by a Certified Compensation Professional") in the proposal, with named subcontractor identification provided prior to contract execution?

Yes

26. Must a proposer be currently registered to conduct business in the State of Texas at the time of proposal submission, or is registration required only prior to execution of a resulting contract?

Refer to section 1.3 Eligible Proposers of the procurement document. Requirement is that proposer is able to be registered to conduct business in the State of Texas; meaning while registration is not required, the selected proposer must not be on the debarment list for the state of Texas.

27. Which of the services within the scope of work can be provided virtually? We typically provide virtual services for the employee handbook, personnel file audit, HR audit, onboarding program development, market pricing and compensation services, job analysis/updated job descriptions, updates to performance evaluations, and technical assistance.

Most, if not all, services can be performed remotely.

28. Do you have current compensation structures and pay ranges for all job titles? When was the last time you market priced your jobs and do you have a base pay administration policy? Will the current pay structures and pay ranges be available to the awarded bidder?

The Board utilizes the Texas Comptroller's State Auditor's Office Classification Salary Schedule as a general guide for establishing compensation ranges for its positions. While the Board maintains salary ranges for employee positions, it has not conducted a formal market compensation study specific to the organization in recent years and does not maintain a formal base pay administration policy.

The current salary schedule, compensation information, and related documentation will be made available to the awarded consultant.

29. When were the current job descriptions last updated? Are you willing to have job incumbents and their supervisors complete a job analysis process to ensure the job descriptions are accurate, follow best practices, and align with employment-related statutes, i.e., DOL/FLSA status, EEO and State specific non-discrimination threshold, job requirements (KSA’s) supporting successful performance of essential job functions?

The Board's job descriptions were last comprehensively reviewed and updated as part of an external consulting engagement in 2012. Since that time, job descriptions have been updated as needed to reflect new positions, changes in duties and responsibilities, and additional programmatic and contractual requirements.

The awarded consultant will be provided with all existing job descriptions for review. The Board is willing to have job incumbents and their supervisors participate in a reasonable job analysis process to validate and, where appropriate, update job descriptions to ensure they accurately reflect current duties and responsibilities, align with HR best practices, and comply with applicable employment laws and regulations, including FLSA classification and equal employment opportunity requirements.

30. Is the current performance evaluation document consistently used for all employees and is the form aligned with your strategic plan or is it a qualitative or quantitative generic type of form?

Do employees like the existing performance evaluation?

The Board consistently utilizes a performance evaluation process that incorporates both quantitative and qualitative measures. Employee evaluations include numerical ratings for established performance criteria as well as narrative comments addressing accomplishments, areas for improvement, and professional development. Current performance evaluation documents will be made available to the awarded consultant as part of the engagement. The Board has not conducted a formal assessment of employee satisfaction with the current performance evaluation form. However, the Board has not received any concerns or complaints regarding the existing evaluation process or form. As part of this engagement, the awarded consultant may review the current performance evaluation process and provide recommendations for improvements, if appropriate.

31. How many pages is your employee handbook?

32. How many supervisory personnel need training and when is the last time they receive training?

What training topics are you considering? Do you want training to be onsite/face-to-face or a combination of virtual and face-to-face (blended learning)?

The Board has three supervisory employees. In addition, the Human Resources Manager, although not a supervisor, would participate in applicable supervisory training to support consistent implementation of HR policies and best practices across the organization.

The Human Resources and applicable staff plan to attend the Texas Business Conference hosted by the Texas Workforce Commission on July 10, 2026, which provides training on employment law and related human resources topics. However, the Board has not conducted a comprehensive supervisory training program for its management team in recent years and is seeking training for supervisors and the HR Manager consistent with the scope outlined in the RFP. Training topics include:

Managing employee performance, including setting expectations, coaching, mentoring, providing feedback, documenting performance, conducting disciplinary actions, and conducting terminations.

Risk management and employee relations.

Effective communication

Emotional intelligence.

Virtual is the preferred service delivery method for training activities.

33. How many HR staff and supervisors need to be trained on employment risk mitigation and the three other topics? Do you want the training to be onsite/face-to-face or a combination of onsite and virtual? Have the HR staff and supervisors taken an Emotional Intelligence Behavioral Self-Assessment for the EI training?

The Board has three supervisory employees. In addition, the Human Resources Manager, although not a supervisor, would participate in applicable supervisory training to support consistent implementation of HR policies and best practices across the organization.

Virtual is the preferred service delivery method for training activities.HR staff and supervisors have not taken an Emotional Intelligence Behavioral Self-Assessment.

34. How many personnel policies do you have in addition to the employee handbook? When was the last time you had an HR and Personnel policy audit completed?

Including the employee handbook, the Board has 9 personnel policies. The policies are reviewed consistently by the HR Manager, but an external audit has not been completed since the external HR Consultant was hired in 2012.

35. We are certified by the Texas Department of Transportation as a small business enterprise (SBE).

Would you like a copy of the directory attached to the proposal?

Please attach any certifications relevant to your proposal or that you would like to have reviewed and considered when your submission is evaluated.

36. Does the Board have a preferred or maximum hourly rate range budgeted for this engagement?

As the recipient of a grant awards that include DOL funds, any consultant fees paid under that award or under any subgrant financed by that grant award must not exceed the applicable consultant fee limit imposed by the DOL Employment & Training Administration (ETA)—except with prior written approval from our funding agency. The U.S. Department of Labor (DOL) Employment and Training Administration (ETA) limits consultant fees paid using WIOA Title I funds to a maximum of $815 per day (based on an 8-hour workday, or roughly $101.88 per hour). This rate excludes fringe benefits, travel, or per diem expenses.

37. Does the Board require the selected consultant to be a Texas resident, or is out-of-state business registration sufficient?

The consultant does not need to be a Texas resident.

38. Can Workforce Solutions Northeast Texas provide copies of the current employee handbook, performance evaluation form, job descriptions, and onboarding materials for review prior to proposal submission? If these materials cannot be shared, can the Board provide the current employee handbook page count and the approximate number of job descriptions requiring review or revision so proposers may more accurately estimate project hours?

The Board will not be able to provide internal human resources documents, including the employee handbook, performance evaluation form, job descriptions, or onboarding materials, during the proposal process. These materials will be made available to the awarded consultant.

To assist proposers in estimating project effort, the Board provides the following information:

Employee handbook: Approximately 39 pages.

Number of employees: 10.

Number of current job descriptions: 10 (one for each position), with revisions anticipated as needed rather than complete redevelopment.

Performance evaluation process: One evaluation form utilized for all employees.

Onboarding materials: Standard onboarding documents and checklists currently in use.

Respondents should base their proposed level of effort on this information and the scope of services outlined in the RFP.

39. Has Workforce Solutions Northeast Texas completed a recent compensation benchmarking or classification review? If so, when was the last study conducted and can those results be shared with proposers?

No, the Board has not completed a recent compensation benchmarking or classification review.

The Board utilizes the Texas State Auditor’s Office Classification Salary Schedule as a general guide in establishing compensation ranges; however, a formal market-based compensation benchmarking or classification review has not been conducted in recent years.

40. What format and delivery method are preferred for the supervisory and HR training components (virtual, onsite, hybrid), and approximately how many participants are expected?

Virtual is the preferred service delivery method for training activities

41. Why are you in need for these HR Services? Are there any compliance/risk management/legal concerns?

The Board is seeking human resources consulting services as part of its commitment to maintaining current, compliant, and effective human resources practices. The Board has a stable workforce with low employee turnover and does not have significant ongoing human resources issues. This procurement is not driven by any compliance/risk management/legal concerns, but rather by a desire to proactively review and strengthen the Board's HR policies, procedures, and practices.

The Board's last comprehensive human resources review was conducted in 2012. As a small, rural Workforce Development Board/nonprofit organization with 10 employees, the Board seeks access to experienced HR consulting services on an as-needed basis to support periodic policy reviews, compensation benchmarking, job description updates, supervisory training, and guidance on employment-related matters.

42. Is there an area within the scope of work that is a priority or needs to be addressed immediately?

Review and recommendation of the evaluation form and job descriptions are the priority.

43. Have you outsourced HR Consulting Services before? If so, when and with whom?

Yes, in 2012 the Board contracted with Silver Creek HR Solutions, LLC.

44. What do you anticipate your annual budget or range for these services?

A Master Services Agreement ('Agreement') will be awarded to one proposer and set forth the general terms and conditions governing the provision of services. The specific services to be provided are divided into two distinct engagements. The scope, deliverables, timelines, and compensation proposed for each engagement will be incorporated into and made a part of the Agreement:

Engagement A: Provision of requested deliverables including compliance audit of 10 personnel files, compensation benchmarking, update current job descriptions, revise/update evaluation tools, conduct HR compliance audit of existing personnel handbook and related policies.

o Total for this engagement not to exceed $12,000 o Effective dates will be for a specific timeframe as indicated by submitted proposal and will not be subject to renewal Engagement B: Provide ongoing HR support and training, as needed.

o Compensation will be limited to the negotiated hourly rate proposed o The Board anticipates an average of 1-2 hours per month for support and training

45. What would you anticipate the average or range of monthly hours needed for these services?

general terms and conditions governing the provision of services. The specific services to be provided are divided into two distinct engagements. The scope, deliverables, timelines, and compensation proposed for each engagement will be incorporated into and made a part of the Agreement:

Engagement A: Provision of requested deliverables including compliance audit of 10 personnel files, compensation benchmarking, update current job descriptions, revise/update evaluation tools, conduct HR compliance audit of existing personnel handbook and related policies.

o Total for this engagement not to exceed $12,000 o Effective dates will be for a specific timeframe as indicated by submitted proposal and will not be subject to renewal

Engagement B: Provide ongoing HR support and training, as needed.

o Compensation will be limited to the negotiated hourly rate proposed o The Board anticipates an average of 1-2 hours per month for support and training

46. Pertaining to the organization of the final RFP submission – is Section D where we would advise on how we intend to perform the requested services?

Yes, Attachment D is the outline of information that must be included in proposals.

47. The contract start date is listed as August 1st, which is a Saturday – when is the work expected to begin?

A Master Services Agreement ('Agreement') will be awarded to one proposer and set forth the general terms and conditions governing the provision of services. The specific services to be provided are divided into two distinct engagements. The scope, deliverables, timelines, and compensation proposed for each engagement will be incorporated into and made a part of the Agreement:

Engagement A: Provision of requested deliverables including compliance audit of 10 personnel files, compensation benchmarking, update current job descriptions, revise/update evaluation tools, conduct HR compliance audit of existing personnel handbook and related policies.

o Total for this engagement not to exceed $12,000 o Effective dates will be for a specific timeframe as indicated by submitted proposal and will not be subject to renewal Engagement B: Provide ongoing HR support and training, as needed.

o Compensation will be limited to the negotiated hourly rate proposed o The Board anticipates an average of 1-2 hours per month for support and training

48. Is there a preferred order in which the requested items listed in the RFP should be completed, or will all items be turned in simultaneously when all work is finished on the project?

Preference is for requested items to be provided and billed for as they are completed. The timeline should be reflected in proposal submissions as that will be the basis for deliverable dates included in Engagement A of the Master Service Agreement.

49. Are we working at one central location when auditing files and other requested items, or would we be working across multiple counties?

All Board staff are located at one central location.

50. Are the 10 personnel files reflective of the entire workforce? If so, are the 10 employees spread out among the listed counties in terms of their locations and work product?

Yes. All employees are located in one office in Texarkana, TX. Board staff provides oversight and administration of the subrecipient who provides services throughout the multi-county service region.

51. What was the impetus for undertaking this project at this time? Have they had issues recently or in the past, or are there plans for expansion in the future driving this initiative?

The Board's decision to undertake this project is driven by a proactive commitment to maintaining effective and compliant human resources practices rather than by any specific personnel issues or organizational challenges. Workforce Solutions Northeast Texas has a stable workforce with low employee turnover and has not experienced significant human resources issues that prompted this initiative.

This project is not driven by anticipated organizational expansion but rather by the Board's commitment to continuous improvement and sound organizational governance.

52. Does the point of contact remain the same as we work through updates to the RFP items such as the personnel files or the handbook, or will there be multiple points of contact working with us on these updates?

The main contact will be with the Human Resources Manager.

53. Would you like us to interview supervisors regarding changes to job descriptions?

Yes.

54. Would you prefer the job descriptions to be completed first prior to completing the compensation analysis?

Yes.

55. Would we be able to interview the person / persons who provide performance evaluations currently as to how they use their existing evaluation document / system?

Yes, the Human Resources Manager can set up those interviews.

56. Is the current on-boarding process documented, and will it be available for revision?

Yes

57. What is the preferred training method for new processes—training on a zoom meeting, in-person training, or training developed on an LMS system? If training on an LMS system is preferred, would we need to account for that LMS system charge in our quote?

Virtual is the preferred service delivery method for training activities.

58. How are current policies and training methods implemented for employees, HR personnel, and supervisors? Will the current methods be made available for us to evaluate?

The Board implements its human resources policies and procedures through a combination of the employee handbook, new employee onboarding, supervisory guidance, periodic staff meetings, and training opportunities as appropriate.

Current policies, procedures, training materials, and related documentation will be made available to the awarded consultant for review and evaluation as part of the engagement. These materials will not be distributed during the proposal process.

59. Would “consistent availability” (p. 4) require in-person assistance, or electronic availability?

Electronic availability

60. With reference to the outsourced support consultant—would an ongoing retainer be the best way to support this request? Would the Consultant be needed throughout the course of the contract, or for a shorter period?

Retainer fees are not the preference as grant requirements are very limited as to allowable pre-payments for services. The preference would be that the Board is invoiced as deliverables are completed (Engagement A) and at the time training or support is provided (Engagement B).

A Master Services Agreement ('Agreement') will be awarded to one proposer and set forth the general terms and conditions governing the provision of services. The specific services to be provided are divided into two distinct engagements. The scope, deliverables, timelines, and compensation proposed for each engagement will be incorporated into and made a part of the Agreement:

Engagement A: Provision of requested deliverables including compliance audit of 10 personnel files, compensation benchmarking, update current job descriptions, revise/update evaluation tools, conduct HR compliance audit of existing personnel handbook and related policies.

o Total for this engagement not to exceed $12,000 o Effective dates will be for a specific timeframe as indicated by submitted proposal and will not be subject to renewal Engagement B: Provide ongoing HR support and training, as needed.

o Compensation will be limited to the negotiated hourly rate proposed o The Board anticipates an average of 1-2 hours per month for support and training

61. How much detail is preferred per section of the RFP – would sample docs be welcome / required?

Answer all sections of the RFP with complete and relevant information. Attachment D outlines information that must be addressed in your proposal. Provide any additional information considered relevant or beneficial to the proposal.

62. When was the last time an audit of this nature was conducted for the organization?

63. Are there known HR compliance concerns resulting from a prior audit that still need to be addressed?

No

64. What is the compensation philosophy currently followed by the organization? Does the current philosophy fall short of key issues you need addressed more adequately?

The Board's current compensation philosophy is to provide fair, equitable, and fiscally responsible compensation that supports the recruitment and retention of qualified employees while remaining consistent with available funding. The Board utilizes the Texas State Auditor's Office Classification Salary Schedule as a general guide in establishing compensation ranges.

The Board has not identified significant concerns with its current compensation philosophy.

However, because a formal organization-specific compensation benchmarking review has not been conducted in recent years, the Board is seeking an external assessment to determine whether its compensation practices remain competitive, equitable, and appropriate for a small, rural non-profit organization and to identify any recommendations for improvement.

65. Are there mandatory training issues and needs that are not being addressed adequately for complying with federal or state mandates? Are there recognizable skill deficits that need to be addressed by a more robust and targeted training and talent development initiative?

There are no mandatory training deficiencies or compliance issues related to federal or state employment requirements. The Board's objective is to strengthen supervisory knowledge and skills through targeted training in the areas identified in the RFP, including performance management, coaching, mentoring, documentation, employee relations, risk management, effective communication, and emotional intelligence. This initiative is intended to support continuous improvement and promote consistent supervisory practices rather than to address identified compliance deficiencies or organizational performance issues.

66. Can Workforce Solutions Northeast Texas provide an estimated annual volume of consulting hours anticipated under this contract, including ongoing HR advisory support and project-based work?

general terms and conditions governing the provision of services. The specific services to be provided are divided into two distinct engagements. The scope, deliverables, timelines, and compensation proposed for each engagement will be incorporated into and made a part of the Agreement:

Engagement A: Provision of requested deliverables including compliance audit of 10 personnel files, compensation benchmarking, update current job descriptions, revise/update evaluation tools, conduct HR compliance audit of existing personnel handbook and related policies.

o Total for this engagement not to exceed $12,000 o Effective dates will be for a specific timeframe as indicated by submitted proposal and will not be subject to renewal Engagement B: Provide ongoing HR support and training, as needed.

o Compensation will be limited to the negotiated hourly rate proposed o The Board anticipates an average of 1-2 hours per month for support and training o Effective dates will be August 1, 2026 through July 31, 2027; with the potential for four one-year renewal options

67. Among the services identified in the RFP, are there priority initiatives or preferred timelines for completion (e.g., handbook updates, performance management revisions, onboarding development, compliance audits, compensation benchmarking)?

A Master Services Agreement ('Agreement') will be awarded to one proposer and set forth the general terms and conditions governing the provision of services. The specific services to be provided are divided into two distinct engagements. The scope, deliverables, timelines, and compensation proposed for each engagement will be incorporated into and made a part of the Agreement:

Engagement A: Provision of requested deliverables including compliance audit of 10 personnel files, compensation benchmarking, update current job descriptions, revise/update evaluation tools, conduct HR compliance audit of existing personnel handbook and related policies.

o Total for this engagement not to exceed $12,000 o Effective dates will be for a specific timeframe as indicated by submitted proposal and will not be subject to renewal Engagement B: Provide ongoing HR support and training, as needed.

o Compensation will be limited to the negotiated hourly rate proposed o The Board anticipates an average of 1-2 hours per month for support and training o Effective dates will be August 1, 2026 through July 31, 2027; with the potential for four one-year renewal options

68. Please provide additional information regarding the current HR environment, including existing policies, HR systems, and any recent compliance findings or organizational challenges that should be prioritized.

The Board is a small public organization with approximately 10 Board employees. Human resources functions are currently supported through established personnel policies, procedures, and standard HR practices. The Board utilizes payroll, benefits administration, and other HR systems appropriate for its operations.

The selected consultant will be expected to review existing HR policies, procedures, and practices and identify opportunities to strengthen compliance, improve consistency, and incorporate current best practices. This includes evaluating policies for alignment with applicable federal and state employment laws, Texas Workforce Commission requirements, and sound human resources practices.

The Board has not identified any significant recent HR compliance findings that require corrective action. However, as with any organization, maintaining compliance with evolving employment laws, updating policies, supporting organizational effectiveness, and providing guidance on complex personnel matters are ongoing priorities.___

69. Does the Board anticipate compensation benchmarking for all positions, selected benchmark positions, or leadership roles only?

All positions.

70. Approximately how many job descriptions currently exist, and what level of revision is anticipated (minor updates versus substantial redevelopment)?

The Board maintains 10 job descriptions, one for each employee position. The awarded consultant will perform a review and validation of the existing job descriptions, with revisions made as needed to ensure they accurately reflect current job duties, responsibilities, and HR best practices. Most revisions should consist of minor to moderate updates rather than substantial redevelopment of all job descriptions.

71. Is the expectation to conduct a compliance review and update of the existing handbook, or a more comprehensive modernization and rewrite of policies and procedures?

The expectation is to conduct a compliance review and update of the existing handbook and current policies and procedures.

72. Does the requested performance evaluation update involve revisions to the evaluation form only, or a broader redesign of the performance management framework, process, and supporting practices?

The Board anticipates that this engagement will focus primarily on reviewing and updating the existing performance evaluation form and related documentation, rather than a complete redesign of the performance management framework. The Board currently has an established performance evaluation process and evaluation form that incorporates both quantitative and qualitative measures.

The awarded consultant should evaluate the current performance evaluation process and provide recommendations for improvements, as appropriate, to ensure alignment with updated job descriptions, HR best practices, and the Board's organizational needs. Any recommended enhancements to the overall performance management process should be practical and appropriate.

73. Please clarify the expected scope of the HR compliance audit, including whether it encompasses personnel files, policies, employment practices, leave administration, compensation practices, records management, and employee relations processes.

A Master Services Agreement ('Agreement') will be awarded to one proposer and set forth the general terms and conditions governing the provision of services. The specific services to be provided are divided into two distinct engagements. The scope, deliverables, timelines, and compensation proposed for each engagement will be incorporated into and made a part of the Agreement:

Engagement A: Provision of requested deliverables including compliance audit of 10 personnel files, compensation benchmarking, update current job descriptions, revise/update evaluation tools, conduct HR compliance audit of existing personnel handbook and related policies.

o Total for this engagement not to exceed $12,000 o Effective dates will be for a specific timeframe as indicated by submitted proposal and will not be subject to renewal Engagement B: Provide ongoing HR support and training, as needed.

o Compensation will be limited to the negotiated hourly rate proposed o The Board anticipates an average of 1-2 hours per month for support and training o Effective dates will be August 1, 2026 through July 31, 2027; with the potential for four one-year renewal options

74. For the personnel file audit, are files maintained electronically or in hard copy, and are there any specific compliance concerns or focus areas the Board would like addressed?

All files are maintained electronically. There are no specific compliance concerns.___

75. Please clarify the anticipated training requirements, including delivery format (virtual, onsite, or hybrid), audience size, frequency, and any location-specific considerations.

The Board anticipates that training will be provided to a small group consisting of four participants, including three supervisors and the Human Resources Manager. Additional employees may participate in selected training sessions if appropriate to the topic.

Virtual is the preferred service delivery method for training activities.

Training should address the topics identified in the RFP, including performance management, coaching, mentoring, documentation, disciplinary actions, employee relations, risk management, effective communication, and emotional intelligence.

76. What specific deliverables are expected as part of the onboarding process development effort (e.g., workflows, checklists, supervisor guides, orientation materials, or related documentation)?

The Board currently utilizes onboarding checklists for new employees. The Board anticipates that the awarded consultant will review the existing onboarding process and provide recommendations for improvements, as appropriate, rather than develop a completely new onboarding program.

Expected deliverables may include revisions or enhancements to onboarding checklists, orientation materials, supervisor guidance, and related documentation to promote consistency, compliance, and an effective onboarding experience for new employees. Respondents may recommend additional practical tools or resources they believe would be beneficial.

77. Please clarify expectations regarding response times, business-hour availability, and any requirements for after-hours HR support.

The Board expects the selected consultant to be reasonably accessible during normal business hours (Monday through Friday, excluding recognized holidays) to provide timely guidance on routine human resources matters.

The consultant should respond to routine inquiries within a reasonable timeframe based on the nature and complexity of the request. Matters requiring immediate attention, such as employee relations issues, workplace investigations, or other time-sensitive HR concerns, should receive priority attention, with an initial response as soon as reasonably practicable.

The Board does not anticipate a need for ongoing after-hours HR support

78. For proposal pricing, should respondents assume travel expenses will be reimbursed separately, or incorporated into hourly rates?

Most, if not all, services can be performed remotely. If on-site presence is required reasonable travel expenses incurred while providing services under this agreement will be reimbursed by the Board in accordance with the GSA’s Federal Domestic Maximum Per Diem Rate. Travel reimbursement should not be incorporated in consulting fee schedules.

79. Does the Board have a not-to-exceed budget or annual funding estimate for this engagement?

A Master Services Agreement ('Agreement') will be awarded to one proposer and set forth the general terms and conditions governing the provision of services. The specific services to be provided are divided into two distinct engagements. The scope, deliverables, timelines, and compensation proposed for each engagement will be incorporated into and made a part of the Agreement:

Engagement A: Provision of requested deliverables including compliance audit of 10 personnel files, compensation benchmarking, update current job descriptions, revise/update evaluation tools, conduct HR compliance audit of existing personnel handbook and related policies.

o Total for this engagement not to exceed $12,000 o Effective dates will be for a specific timeframe as indicated by submitted proposal and will not be subject to renewal Engagement B: Provide ongoing HR support and training, as needed.

o Compensation will be limited to the negotiated hourly rate proposed o The Board anticipates an average of 1-2 hours per month for support and training

80. For purposes of developing the work plan, should target dates be presented relative to contract award?

Yes

81. How will success be measured during the first year of the engagement?

Success during the first year of the engagement will be measured by the consultant's timely completion of the agreed-upon project deliverables, the quality and practicality of recommendations provided, and the Board's satisfaction with the services performed. Primary measures of success include completion of the review and update of human resources policies and procedures, employee handbook, job descriptions, performance evaluation process, onboarding materials, compensation benchmarking recommendations, personnel file audit, and supervisory training, as applicable. The Board will also evaluate the consultant's responsiveness, communication, adherence to agreed-upon timelines, and ability to provide practical guidance tailored to the needs of our organization.

82. The RFP requires submission of the name and SSN for each individual with at least 10% ownership. Please confirm:

a. the specific purpose for collecting SSNs, The purpose is to ensure that no contracts are awarded that may present a conflict of interest.

b. whether SSNs are required at proposal submission or only from the apparent awardee after selection, Only the SSNs individuals that could create an apparent conflict of interest will be required from awardee.

c. how SSNs will be transmitted securely (given proposals are submitted by email), and SSNs are not required to be listed in proposals submitted.

d. how the Board will store, restrict access to, and dispose of SSNs, including whether SSNs will be redacted prior to any release under the Texas Public Information Act.

Information is stored in our secure document management system and SSNs would be redacted if ever requested under Tx PIA.