RFP# 155503-SA USM Compensation Consulting Services.pdf

Affidavits over 200K; V.1 Revised 11-29-16 1

University of Maryland

College Park

Request for Proposal (RFP) No. 155503-SA

For

COMPENSATION CONSULTING SERVICES

Issue Date: May 15, 2024 Pre-Proposal Conference: June 4, 2024 at 10:00 AM Deadline for Questions: June 11, 2023 at 3:00 PM Proposal Due Date: July 2, 2024 at 3:00 PM

Contractors who have received this document from a source other than the Issuing Office must immediately contact the Issuing Office and provide their name and mailing address in order that amendments to the RFP or other communications can be sent to them. Contractors who fail to notify the Issuing Office with this information assume complete responsibility in the event that they do not receive communications from the Issuing Office prior to the closing date.

Contractors are cautioned not to make changes to any of the terms and conditions in this solicitation. Doing so may render a Contractor’s proposal unacceptable and subject to rejection. Questions and comments may be addressed to the point of contact identified in Section A-1, Item 9 of this document.

UNIVERSITY OF MARYLAND RFP# 155503-SA

TABLE OF CONTENTS

SECTION 1

Introduction Background Information

SECTION 2

Instructions and Notices to Contractors

2.1 Issuing Office

2.2 Pre-Proposal Conference

2.3 Questions

2.4 Submission of Proposals

2.5 Due Date and Time

2.6 Late Proposals

2.7 Durations of Proposal Offer

2.8 Amendments to the RFP

2.9 Alternate Proposals

2.10 Economy of Preparation

2.11 Unable to Propose

2.12 Public Information Act Notice

2.13 Cancellation of the RFP

2.14 Technical Proposal

SECTION 3

Evaluation, Award, Contract Formation, Debriefing of Unsuccessful Proposers, Protests and Claims, Contract Implementation Meeting

3.1 Evaluation of Proposal

3.2 Evidence of Responsibility

3.3 Solicitation, Proposal, Acceptance, Award and Discussion

3.4 Negotiation

3.5 Basis of Award

3.6 Formation of Agreement/Contract with Successful Contractor

3.7 Debriefing of Unsuccessful Proposers

3.8 Protests and Claims

3.9 Contract Implementation Meeting

SECTION 4

Mandatory Requirements

4.1 Contractor Data

4.2 Contractor Qualifications

4.3 Minority Business Enterprise (MBE) Participation

4.4 Technical Requirements Matrix/Specifications/Scope of Work

SECTION 5

Proposal and Contract Terms and Conditions Affidavits Corporate Diversity Addendum IT Accessibility Addendum Sensitive and Secure Data Addendum Section 889 of Public Law 115-232 Affidavit Insurance Addendum Certification Regarding Investment Activities In Iran Exhibit 1

SECTION 1

INTRODUCTION AND BACKGROUND INFORMATION

Purpose

This request for proposal (RFP) is being issued by the University System of Maryland (USM). The purpose of this RFP is to select a consulting firm/company who has proven success in supporting higher education institutions in reviewing and designing strategic compensation programs and conducting pay equity studies. The consultant must be able to meet all of USM’s needs outlined in the scope of work and requirements included in this RFP.

Intent

The USM intends to establish an agreement with one consulting firm to provide the required services. The USM desires to select a firm that is creative to the various needs of USM, and not beholden to the same ways of developing compensation programs.

BACKGROUND INFORMATION

A. USM Background

The University System of Maryland (USM) is the state’s public higher education system. USM’s

12 institutions, 3 regional higher education centers, and system office work closely together to leverage their collective expertise and resources, share best practices, increase the System’s effectiveness and efficiency, and advance USM’s mission to improve the quality of life in

Maryland.

Benefiting students, as well as Maryland and its citizens, USM:

• Offers expansive access to affordable, high-quality educational opportunities.

• Performs groundbreaking research.

• Instills a culture of innovation and entrepreneurship.

• Promotes economic growth and workforce development.

• Provides vital services to communities and individuals.

• Partners with business, governmental, nonprofits, and organizations to improve quality of life.

As a system of higher education, USM creates a dynamic environment that is helping to power

Maryland, the nation, and the world forward. USM is a recognized leader in many areas. These include academic and research excellence, innovation, economic and workforce development, and the effective and efficient use of resources.

Highly ranked universities and programs, outstanding faculty and staff, and innovative academic models are all hallmarks of USM. Providing high quality and affordable academic programs and increasing student retention and completion rates are among the system’s top priorities. USM offers hundreds of undergraduate, graduate, professional, and certificate programs.

Furthermore, USM’s William E. Kirwan Center for Academic Innovation is researching, developing, and implementing strategies and practices to help increase students’ academic success.

Additional information about USM, its multiple locations and institutions is available at https://www.usmd.edu/

Please reference the below tables reflecting the current number of regular staff employees and also the number of employees covered by an exclusive bargaining representative at each USM institution.

Institution Regular Staff Employees

Bowie State University 553 3.1%

Coppin State University 309 1.7%

Frostburg State University 504 2.8%

Salisbury University 1,034 5.8%

Towson University 1,461 8.2%

University of Baltimore 445 2.5%

University of Maryland Center for Env Sci 182 1.0%

University of Maryland Global Campus 1,583 8.9%

University of Maryland, Baltimore 4,056 22.9%

University of Maryland, Baltimore County 1,249 7.0%

University of Maryland, College Park 5,815 32.8%

University of Maryland, Eastern Shore 449 2.5%

University System of Maryland Office 95 0.5%

TOTAL 17,735 100.0%

USM Employees Covered by Labor Unions as of 9-25-2023

Nonexempt Exempt Police

Total 3,406 2,616 217

Bowie State University 106 71 10

Coppin State University 46 41 8

Frostburg State University 154 86 14

Salisbury University 264 - 12

Towson University - - 26

University of Baltimore 95 - -

University of Maryland, Baltimore 783 - 58

University of Maryland, Baltimore County 281 - 15

University of Maryland Ctr for Env Science 33 - -

University of Maryland, College Park 1,411 2,317 67

University of Maryland Eastern Shore 179 101 7

University of Maryland Global Campus 54 - -

Please note that “-” indicates no Union for the referenced institution.

http://www.usmd.edu/

B. Goals

USM is seeking the services of an established compensation consulting firm to design and install an entirely new compensation plan for nearly 18,000 USM exempt and non-exempt employees. In doing so, the USM seeks to establish a compensation philosophy with written guidelines and policies as a foundation for its pay policies that drive decisions from base pay to variable compensation. The compensation plan design must consider everything from USM’s

(and individual institutional) budget to its strategic goals and competitive market rates in the various labor markets in which it competes for staff talent.

USM also desires recommended pay structure(s) (if any), the review and revision of pay policies/ guidelines for employees, and to receive recommendations on a pay structure that provides a mechanism for employees to progress through their position’s pay range/band. In addition, USM desires a review of the current compensation policies and procedures with recommendations to improve compensation delivery mechanisms, generally, and in specific areas listed below, based on industry best practices. The review of the compensation policies are expected to ensure that USM’s pay practices are equitable and uphold the System’s mission, values, and vision. The recommended pay plan must be transparent and be easy to understand and administer.

C. Scope of Work

The compensation consultant is expected to provide the following services:

Ongoing review and assessment of effectiveness of overall compensation philosophy, pay program, design and management of recommendations

Provide recommendations for a time based and/or performance-based pay structure with a mechanism for employees to progress through pay range/bands

Conduct an evaluation of current job codes, job titles, and non-exempt job specifications and offer recommendations to create a more cohesive methodology that can be accessed and implemented among all participating institutions within the USM

Assess external market competitiveness of compensation in conjunction with benefit programs versus industry peer groups and broader general industry competitors

Conduct ongoing evaluation of appropriate peer group(s) for pay and performance Evaluate market data where USM and associated institutions compete for market share and talent Provide guidance on market trends, regulatory/legislative changes, and corporate governance trends (to include guidance as it relates to collective bargaining agreements/Unions)

Assist and/or manage ad hoc projects and analyses as needed Participate in-person (preferred) or via virtual attendance at regular and special

Compensation Committee meetings Participate in-person or via virtual meetings with the Compensation Committee Chair prior to each meeting

Review and provide input on draft and final materials distributed to the Committee such as agendas, presentations, program analyses and meeting minutes

Liaise with HR or other USM staff prior to each Committee meeting to coordinate information provided to the Committee.

D. Term of Contract

The contract term shall be for two (2) years starting from the date listed on the contract.

At the sole discretion of the University, the contract may be renewed for up to five (5) additional separately exercisable one (1) year terms under the same terms and conditions.

SECTION 2

Instructions and Notices to Contractors

2.1 Issuing Office

The sole point of contact at the University of Maryland, College Park (UMCP), for purposes of this Request for Proposal (RFP), is the Issuing Office. The Issuing Office as identified on the Solicitation/Contract Form provided as Exhibit 1 is:

The University of Maryland Department of Procurement & Business Services 2113-R Chesapeake Building College Park, MD 20742

All contact throughout the process is to be made in writing, via email, throughout the RFP process with the exception of information received as a result of a Pre-Bid Conference.

Responses to inquiries will be made in writing and issued to all known participants.

The Point of Contact is

Name Salem Alsai

Title Procurement Category Manager

Email Address salsai@umd.edu

Phone Number 301-405-5815

2.2 Pre-Proposal Conference/Site visit

An optional pre-proposal conference will be held on June 4, 2024 at 10:00 AM at the Zoom link noted below:

https://umd.zoom.us/j/6944230119?pwd=MVBhRTVSWkRBN2VhZUczV0pPV21XQT09&o mn=99361770557

2.3 Questions

The Contractor is responsible for carefully reading and fully understanding the requirements, terms, and conditions of this RFP. All contact between Contractors and the University will be made formally at scheduled meetings or in writing through the Issuing Office with the identified Point of Contact.

Requests for clarification or additional information must be submitted in writing, via email, to the Point of Contact and received by the Issuing Office no later than June 11, 2024 at 3:00 PM. These requests are to contain the following subject line: “QUESTIONS:

RFP #155503-SA”. Outside of the Pre-bid meeting, only written communications relative to the procurement will be responded to. It is incumbent upon the Contractor to verify University receipt of their questions.

mailto:salsai@umd.edu https://umd.zoom.us/j/6944230119?pwd=MVBhRTVSWkRBN2VhZUczV0pPV21XQT09&omn=99361770557 https://umd.zoom.us/j/6944230119?pwd=MVBhRTVSWkRBN2VhZUczV0pPV21XQT09&omn=99361770557

All questions will be answered in writing. Questions and answers will be distributed, without identification of the inquirer(s), to all Contractors who are on record with the Procurement Officer as having received this RFP. Oral communications are not to be relied upon for proposal purposes. Any communication received from parties other than the identified Point of Contact are to be considered non-authoritative in nature.

To the extent that a question causes a change to any part of this RFP, an amendment shall be issued addressing such.

2.4 Submission of Proposals

Proposals must be:

(1) submitted in the designated format

(2) made in the official name of the firm or individual under which Contractor's business is conducted (including the official business address),

(3) signed by a person duly authorized to commit Contractor to the proposal, electronic signatures are acceptable

(4) submitted electronically clearly marked with the assigned RFP number and Contractor name as described below

(5) addressed to the Procurement Officer identified as the Point of Contact in the Issuing

Office

The Contractor must submit one electronic version of the Technical Proposal to the following Box folder:

https://umd.app.box.com/f/3e185ebf0ec44c90a9bf5148f6e0753b

The submission to be considered, must be clearly identified as the RFP # 155503-SA - Contractor Name - Technical Proposal.

NOTE: PROPOSALS SUBMITTED THROUGH MEANS OTHER THAN IDENTIFIED WILL NOT

BE ACCEPTED.

2.5 Due Date

Proposals must arrive at the location identified in Section 2.4 of this document on or before July 2, 2024 at 3:00 PM. EST/EDT as applicable, in the designated format.

Depending upon the subject matter of the RFP, Contractors may be required to submit hard copy proposals. In these instances, Contractors are to allow sufficient time for delivery to ensure timely receipt by the Issuing Office.

Proposals, amendments to proposals, or requests for withdrawal of proposals arriving after the closing time and date shall not be considered.

https://umd.app.box.com/f/3e185ebf0ec44c90a9bf5148f6e0753b

There shall be no public opening of the proposals. The names of Contractors will not be released until after award.

2.6 Late Proposals

Any proposal, request for withdrawal, or modification of a proposal including a Best and Final Offer (BAFO) that is not received at the designated location at the designated due date and time will be considered late and will be rejected as non-acceptable. Delivery of the proposal to the specified location by the prescribed date and time is the sole responsibility of the Contractor. Exceptions may be authorized, at the sole discretion of the Procurement Officer, when the reason for the late proposal, late request for withdrawal, late modification of a proposal or BAFO is due to the action or inaction of the University. A record of the late proposal, request for withdrawal, modification of a proposal or BAFO will be retained in the appropriate procurement file.

2.7 Duration of Proposal Offer

Proposals will be valid for a minimum of 120 days following the closing date of this RFP. If an award is not made during that period, the proposal will automatically extend for another 120 days, unless the Contractor gives specific written notice to the Procurement Officer at least 15 days before the expiration of the then current 120 day period. Proposals will automatically renew for an additional 120 days until such time as an award is made or proper written notice is given to the University of Contractor's intent to withdraw its proposal. By submission of a proposal, Contractor guarantees that its offer shall be firm for the period specified in this clause.

2.8 Amendments to the RFP

If it becomes necessary to revise any part of this RFP, notice of the revision will be issued in the form of an Amendment to Contractors on record with the Procurement Officer as having received this RFP. All Amendments shall become a part of this RFP. Each Contractor is required to acknowledge receipt of Amendments. Failure of a Contractor to acknowledge any Amendment will not relieve the Contractor of responsibility for complying with the content of the Amendment.

2.9 Alternate Proposals

Alternate proposals shall not be allowed or accepted, nor will they be considered, for this solicitation.

2.10 Economy of Preparation

Each proposal is to be prepared simply and economically, providing a straightforward, concise description of the Contractor's offer and capabilities to satisfy the requirements of this RFP.

Emphasis is to be placed on clarity of content and providing a complete response.

2.11 Unable to Propose

If Contractor is unable or unwilling to submit a proposal in response to the requirements, Contractor must indicate this in writing to the Procurement Officer on or before the proposal due date. Electronic mail is an acceptable delivery method for submittal of the Contractor’s inability to submit a proposal. UMD requests that Contractors who are unable to respond include a brief explanation of the rationale for non-submission of a proposal.

2.12 Public Information Act Notice

Contractors are required to specifically identify those portions of their proposals that they deem to contain confidential, proprietary information, or trade secrets. The Contractor is further required to provide specific justification, with respect to each separate portion identified, as to why the materials, upon request, should not be disclosed by the State under the Access to Public Records Act, State Government Article, Title 10, Subtitle 6, Annotated Code of Maryland.

For claims of confidentiality to be considered, Contractors must clearly identify and provide individual justification for each and every section that is claimed to contain confidential, proprietary information or trade secrets. It is not sufficient to preface your proposal with a proprietary statement, or to use a page header or footer that arbitrarily marks some or all pages as confidential. General claims of confidentiality or similar blanket designations will not be accepted and may result in a proposal being deemed non-acceptable, at the discretion of the Procurement Officer.

2.13 Cancellation of the RFP

The University may cancel this RFP, in whole or in part, or reject any or all proposals submitted in response to the RFP when such action is determined to be fiscally advantageous to the University and/or the State or otherwise in the best interest of the University and/or the State.

2.14 Technical Proposal - Contractor Qualifications, Technical Requirements/Specifications, Business Requirements

Executive Management Summary

The Contractor’s response is to contain an Executive/Management Summary. This section of the Contractor’s offer is to contain a brief synopsis of how the Contractor's proposal meets the needs of the University.

Technical Proposal

Contractors are expected to read the specifications, requirements, and qualifications very carefully and to submit questions, in writing, by the due date for questions.

Misinterpretation of specifications, requirements, or qualifications by the Contractor do not relieve the Contractor of responsibility to accurately address these components of this RFP or to perform the contract, if awarded.

The information/items specified as Specifications, Requirements, and/or Qualifications must be addressed in the technical proposal. The proposal must expressly indicate that it satisfies each point of the RFP Requirements, Specifications and/or Qualifications referenced in Section 4. Simple YES or NO responses to stated requirements are insufficient. The Contractor must describe in detail how the proposed products and/or services meet or exceed the stated requirements. The Contractor must explain any exception or deviation from the requirements. In cases where the Contractor cannot or does not meet a requirement, this must be clearly stated along with the reason for not meeting the Requirement, Specification, or Qualification.

Technical Proposal Contents The Technical Proposal must contain:

2.14.1.1 Exhibit 1, Solicitation/Contract Form

Contractors must complete Exhibit 1 - Solicitation/Contract Form Offer Section as part of the Technical Proposal. Failure to submit this document, signed by a person duly authorized to commit Contractor to the proposal may cause the Contractor’s proposal to be rejected, at the sole discretion of the University.

2.14.1.2 Completed Section 4 Mandatory Requirements

2.14.1.2.1 All required information listed as Contractor Data Requirements (Section 4.1) including but not limited to required demographic information, resumes, references, past performance documentation

2.14.1.2.2 All required information listed in Technical Requirements Matrix (Section 4.4)

2.14.1.2.3 All affidavits, addenda, and disclosures included as Exhibits

2.14.1.2.4 Additional support documentation, as required

The University may make a final determination regarding a proposal’s acceptability solely on the basis of the proposal as submitted. The University is under no obligation to seek clarification for missing information or to repair responses that are deemed to be incomplete

SECTION 3

Evaluation of Proposals, Award, Contract Formation, Debriefing of Unsuccessful Proposers, Protests and Claims, Contract Implementation Meeting

3.1 Evaluation of Proposals

3.1.1 The University will utilize the Qualifications Based Selection (QBS) approach to select the

Contractor for this project. The selection process will follow the guidelines established in

USM’s Procurement Policies and Procedures (USM-PP&P) – Revised, dated July 1, 2016.

There are four (4) phases of the solicitation process:

3.1.1.1 PHASE I - Technical Proposal Submission:

Proposers shall submit a technical proposal per the instructions in Section 2.14 of this RFP.

The Procurement Officer shall establish a Qualification Committee composed of representatives from the Institution(s). The Qualification Committee will evaluate each firm’s technical proposal based on the specified evaluation criteria. After the Qualification Committee completes its evaluation of technical proposals, a rank shall be assigned to each one. Proposers may be invited to an interview/oral presentation with the Committee if applicable.

Only the proposer ranked number one will be invited to proceed to Phase II of the solicitation process.

3.1.1.2 PHASE II – Price Proposal Negotiation:

The candidate firm will submit a detailed price proposal to the University. A

Negotiation Committee appointed by the Procurement Officer will negotiate the price with the candidate firm (if applicable).

If negotiation of the price is successfully concluded, the Negotiation Committee will recommend to the Procurement Officer that the candidate firm move forward in the solicitation process.

If the Negotiation Committee is unable to negotiate a satisfactory price agreement, it may recommend to the Procurement Officer that price negotiations be terminated with the candidate firm. If the recommendation is accepted by the Procurement Officer, the University may proceed with negotiations with the next-highest ranked firm and so on, or may re-advertise the procurement as it deems appropriate.

3.1.1.3 PHASE III – Review:

The Procurement Officer will review the ranking of the firms and the final price proposal negotiations with an executive review group. Upon approval of the executive review group, the Procurement Officer will proceed to the award phase.

3.1.1.4 PHASE IV – Award:

The Procurement Officer will perform all required due diligence and prepare the documents needed to execute the agreement on behalf of the University.

3.1.2 Evaluation Criteria

The following minimum technical requirements must be met for the Contractor proposal to be considered technically acceptable. These evaluation criteria w be used to evaluate the proposals

1. Proposer Approach (30%): The proposer’s detailed approach and plans to perform the services required by the Scope of Work Section of this RFP.

2. Qualification & Experience (40%): The qualifications and experience of the bidder’s management, supervisory or other key personnel assigned to the contract, to include level of experience, background and references of the consulting team to be assigned to this project.

3. Proposer Performance (30%): The overall ability of the bidder to mobilize, undertake and successfully provide the services requested by this RFP. This judgement will include, but not be limited to, the following factors: the number and qualifications of management, supervisory and other staff proposed by the bidder to provide the services requested by this RFP, the availability and commitment to the contract of the bidder’s management, supervisory and other staff proposed and the bidder’s contract management plan, including the bidder’s contract organizational chart.

The terms "must" or "shall” and “required” are used throughout this document to indicate mandatory requirements. Contractors must meet all the requirements and specifications; that is, that the Contractor is fully capable of delivering the items and providing the services as specified in this RFP.

3.1.3 Oral Presentations

3.1.3.1 At the sole discretion of the Procurement Officer, short-listed Proposers may be invited to provide an oral presentation and product demonstration. Information provided during this phase will be used to supplement the prior evaluation of the written technical proposal and the final evaluation of technical capabilities will take into account both the written technical proposal and the oral presentation/product demonstrations.

3.1.3.2 The University reserves the right to waive the Oral Presentation/Product Demonstration, in which case the technical evaluation will be based on the written technical proposal submittal alone. Proposers are therefore encouraged to submit the best possible proposal at each opportunity for submittal

3.1.3.3 The due date and time of the oral presentation/product demonstration will be determined by the University upon evaluation completion of Technical Proposals.

The actual date will be verified with the applicable Proposers at the time the presentation is requested. Refer to the Solicitation Schedule for tentative dates.

Proposers are advised to set these dates aside so as to avoid a conflict

3.1.3.4 The oral presentation will be informal, as the University is not interested in a marketing presentation, rather, it will be a casual and informal format in which to view the Proposers presentations, etc.

3.1.3.5 The purpose and parameters of the Oral Presentation/Product demonstration will be defined by the Procurement Officer at the time of scheduling. This information may be included in Technical requirements in those instances when it is a requirement for short-listed Contractors.

3.1.3.6 The criteria and format of the demonstration will be provided with the written request to conduct an oral presentation.

3.2 Evidence of Responsibility

Prior to the award of a contract pursuant to this RFP, the Procurement Officer may require

Contractor to submit such additional information bearing upon Contractor's ability to perform the contract as the Procurement Officer deems appropriate. The Procurement Officer may also consider any information otherwise available concerning the financial, technical, and other qualifications or abilities of the Contractor.

3.3 Solicitation, Proposal, Acceptance, Award and Discussion

This RFP creates no obligation on the part of the University to award a contract or to compensate

Contractors for proposal preparation expenses. The University reserves the unilateral right to cancel this solicitation at any time and to accept or reject any and all proposals, in whole or in part, received in response to this RFP; the unilateral right to award a contract in whole or in part;

to award a contract to one Contractor; and to waive or permit cure of minor irregularities; and to conduct discussions with Contractors in any manner necessary to serve the best interest of the University.

Discussions may be conducted with those Contractors who submit proposals initially judged by the Procurement Officer to be reasonably susceptible of being selected for award. However, the University reserves the right to award a contract based upon the proposals received without further discussions.

3.4 Negotiation

The University has the right to accept the best proposal as submitted, without discussion or negotiation. Contractors are not to rely on having a chance to discuss, negotiate and adjust their proposals.

Contractors who submit proposals initially judged by the Procurement Officer to be reasonably susceptible of being selected for award may be asked to discuss their proposals with the University to facilitate arrival at a contract most advantageous to the University. If the Procurement Officer determines that discussion is in the best interest of the University, the Procurement Officer will advise contractors to submit a best and final offer for consideration after discussions are held.

However, discussions may not be conducted if the Procurement Officer determines either that discussions are not in the best interests of the University or that discussions need not be conducted: (a) with respect to prices that are fixed by law or regulation, although consideration shall be given to competitive terms and conditions; (b) because the time of delivery or performance does not permit discussions; or (c) because it can be demonstrated clearly from the existence of adequate competition or accurate prior price experience with the particular item that acceptance of an initial offer without negotiation would result in a fair and reasonable price.

3.5 Basis of Award

The University will award a contract resulting from this solicitation to the responsible offeror whose offer conforms to the solicitation and is determined to be the top ranked offeror, after a successful price negotiation.

Recommended contract awards, if any, resulting from this RFP, may be subject to State and University approvals.

3.6 Formation of Agreement/Contract with Successful Contractor This RFP and any resulting contract shall be governed by the University System of Maryland

Procurement Policies and Procedures. These policies and procedures may be viewed at the following web site: https://www.usmd.edu/usm/procurement/procedures.html.

3.7 Debriefing of Unsuccessful Proposers

A debriefing of an unsuccessful proposer shall be conducted upon written request submitted to the Procurement Officer within ten (10) days of the date on which the proposer knew, or should have known, its proposal was unsuccessful. The debriefing shall be limited to a discussion of the proposer’s unsuccessful proposal. The debriefing will be oral and shall provide information on areas in which the proposal was deemed weak or insufficient. The debriefing will NOT include discussion of a competing offeror’s proposal or discussion, thoughts, notes or ranking from individual evaluation committee members. A summary of the Procurement Officer’s rationale for the selection may be given. Debriefings shall be conducted at the earliest feasible time.

3.8 Protests and Claims

Any protest regarding the award of this contract or claim arising out of this contract shall be administered in accordance with the University System of Maryland Procurement Policies and Procedures, Section X - Protests and Claims. Detail is available by accessing the following web site https://www.usmd.edu/usm/procurement/procedures.html.

3.9 Contract Implementation Meeting

Contractor receiving an award under this solicitation may be required to attend a Contract

Implementation Meeting to be held after contract award, as scheduled by the Procurement about:blank

Officer. The location and agenda for this meeting will be communicated to the Contractor by the Procurement Officer.

SECTION 4

Mandatory Requirements Contractor is required to provide the information listed below. Failure to comply with this instruction may result in disqualification of Contractors proposal.

4.1 Contractor Data

The Contractor’s proposal must include the following information

4.1.1 Contractor/Company Details

4.1.1.1 Contractor (Company/Corporate) Name (as it appears on current W-9)

4.1.1.2 Contractor Primary Business Location/Address

4.1.1.3 Contractor to provide company organization chart and staffing profile including tenure for staff

4.1.1.4 Contractor Main Point of Contact (POC)

4.1.1.4 Contractor POC Contact Information, location, telephone number, cell phone number, email address

4.1.1.5 Contractor Office that will service the University

4.1.1.6 Contractor Tax Identification Number and current W-9

4.1.1.7 Contractor Parent Company (if applicable)

4.1.1.8 Parent Company business location

4.1.1.9 Contractor Authorized Signer for contractual purposes

4.1.1.10 Name and Address for delivery of notices

4.1.1.11 Contractor Small Business status and Maryland Small Business Certification

Number with certificate provided as attachment

4.1.1.12 Contractor MBE status and if MBE company provide State of Maryland MDOT

MBE certification number and date of certification

4.1.1.13 If proposing company is not publicly traded, identify principal owners of company

4.1.2 Company Size

4.1.2.1 Identify the number of people employed by Contractor

4.1.2.2 Identify the current number of customers serviced by Contractor

4.1.2.3 Identify the number of customers serviced by the location that will service the

University

4.1.3 Customer Service

4.1.3.1 Overview of customer service program

4.1.3.2 Customer Service key contact information

4.1.3.3 Location Customer Service is conducted from (if off-shore provide

Country/State/Province/City customer service is delivered from)

4.1.3.4 Hours of operation for Customer Service location servicing the University

4.1.4 Business Inclusion and Supplier Diversity Program Information

4.1.4.1 Identify whether Contractor has a Business Inclusion and Supplier Diversity Program, provide website link describing the Program, goals, and achievement

4.1.4.2 Identify ability to provide detailed sub-contractor/Tier 2 reporting to customers

4.1.4.3 For all offers for which a MBE Participation Goal has been established in section 4.3, contractors must complete and submit, as part of their financial proposal, the MBE forms contained in Exhibit X. All forms shall be completed as instructed in RFP Supplemental Document 1. Failure to submit the required forms will render a proposal not susceptible for award and cause it to be rejected.

4.2 Contractor Qualifications

The Contractor’s proposal must include the following information.

4.2.1 Financial Viability

The University reserves the right to require, during proposal evaluation, that the

Contractor provide a copy of its most current Annual Report or audited Statement of Financial Condition to include a Balance Sheet, Income Statement and Cash Flow Statement or other acceptable financial information. These documents may be relied on in any determination regarding Contractor financial responsibility and suitability for contract award.

4.3 Minority Business Enterprise (MBE) Participation

MBE goal is not applicable for this procurement.

4.4 Technical Requirements

The Contractor is required to complete the Technical Requirements Matrix below. If additional space is required for attachments, etc., that information is to be provided in the appropriate space in the matrix (ie. see Attachment I etc) and the attachment is to refer to section in the matrix to which it applies. Technical Requirements Matrix is also attached as a separate work document.

Requirements/Specifications will be identified by a code designating its level of importance.

Priority Codes are as follows:

M=Mandatory I=Information HD=Highly Desired D=Desired

/C=contractor must confirm agreement to this requirement /E=contractor must explain how their solution meets this requirement

Failure to complete the Requirements Matrix will result in disqualification of the Contractor’s proposal.

Item

DESCRIPTION

Evaluation Criteria PRIORITY

RESPONDENT

COMMENTS

4.4.1 Executive Summary:

Provide a 1-2 pages executive summary describing how your firm plans to provide the services set forth in this RFP to the Compensation Committee, including a full listing of services provided by your firm and the structure of the team you would propose to deliver these services including back up support.

1 M/E

4.4.2 Key Competencies:

Provide a clear description of the key competencies of your firm and the services your firm offers focusing on compensation and compensation related services..

3 M/E

4.4.3 Technical Resources:

Provide detailed information regarding your technical resources, including database depth within the higher educational sector and across general public/private industries.

If your firm does not maintain its own compensation database, please explain how you will acquire the necessary data to support the the work to be done for the Committee.

4.4.4 Applicable consulting experience & background:

Describe, in detail, your firm’s relevant higher education experience in the compensation area and the lead consultant’s prior experience in managing comparably sized compensation engagements for similar institutions.

Include a minimum of 3 examples of experience working with complex R1 higher education institutions.

2 M/E

Criteria PRIORITY

RESPONDENT

COMMENTS

4.4.5 Thought Leadership:

Provide a description of thought leadership provided by your firm and/or lead consultant that have influenced and shaped trends in higher educational institutions in the area of compensation.

4.4.6 Overall Philosophy:

Identify the three biggest issues facing compensation committees with regard to compensation structuring and how your firm can help them face these challenges.

Identify best practices being used by leading compensation committees to monitor the effectiveness of reward/incentive programs.

Describe your firm’s philosophy in advising committees regarding prioritization of market data

vs. internal considerations.

4.4.7 Provide the following references and Sample Work

Product:

Provide three (3) references for the lead consultant from clients for whom he/she/they has provided compensation services in the last year, including contact information. References and the work performed must be of a comparable size and scope to that of the University System of Maryland.

Provide a list of your current key clients within higher education.

4.4.8 Provide the following items in regard to Service

Detail:

Biographical information on all consultants who will be engaged in the work with USM, including contact information, project roles and office location

Criteria PRIORITY

RESPONDENT

COMMENTS

A sample of the consulting contract your firm utilizes for engagements similar to the work covered by this RFP, including confidentiality terms (or other key terms in the consultant contract)

4.4.9 Provide the following items in regard to

independence:

Full disclosure of the business and/or personal relationships your firm and/or individual consultants have with USM, its associated institutions, and any of its officers or directors.

Include services provided to other companies or boards on which any USM’s officers or directors serve as an officer or director

Description of policies and procedures your firm has in place to prevent conflicts of interest (if applicable)

Description of any other actual or potential conflict of interest with USM or any of its associated institutions, officers, directors or other affiliates

Disclosure of what percentage of your firm’s revenue is derived from compensation consulting and related services

4.4.10 Explain your experience conducting compensation

studies for higher education institutions.

4.4.11 The new system must create pay equity for each

position, as accurately as possible. The new system must be easy to administer. Describe how your firm proposes to accomplish both pay equity across positions and ease of administration.

Identify the features of your approach/systems methodology that lends itself to accomplishing these elements in a final deployment.

Criteria PRIORITY

RESPONDENT

COMMENTS

4.4.12 Describe your firm’s approach regarding

geographical location as a basis for establishing compensation for the same jobs at different institutions (i.e., different compensation schedules due to variable market conditions across different geographical areas) As part of your response and based on the information you currently have, describe how this would be considered for the

USM.

1 M/E

4.4.13 Describe how you propose to establish market-

based pay schedules including the key criteria in establishing such pay schedules.

4.4.14 The current system has ranges with minimums, mid-points, and maximums. If an employee starts at the minimum and receives limited merit increases, they may never get caught up to the maximum or even to the midpoint. Describe the approach your firm would take to solve this problem.

4.4.15 Identify and describe the technical tools that can

be created to keep USM’s system competitive with similar systems.

4.4.16 Provide a description of the central data source

your firm envisions for all USM institutions to use.

As part of your response, identify the solution/repository your firm recommends to accomplish this.

1 M/E

4.4.17 In a system with institutions of varying budgets

(some with larger budgets than others), describe the type of compensation system you propose to design that would address the needs of each institution while providing flexibility for each institution.

4.4.18 As your firm contemplates developing a new

compensation structure for USM, identify the key data sets and information your firm will require

Criteria PRIORITY

RESPONDENT

COMMENTS

access to as part of the assessment and development process for the new system.

Identify how your firm will address gaps in typical data required for an engagement of this nature.

Include in your response the USM resources you will need access to and estimated number of hours for each USM resource identified.

4.4.19 Given the information shared in this RFP, identify

what you would propose as the pillars of a new compensation structure for USM.

SECTION 5

Proposal and Contract Terms and Conditions

The University of Maryland Standard Terms and Conditions apply to University of Maryland College Park (UMD) procurements.

AFFIDAVITS, ADDENDA, AND FEDERAL FLOW DOWNS- The following affidavits, addenda, and Federal flow downs may apply to this Contract and will automatically attach based upon the nature of the procurement and/or funding source. All Affidavits and Addenda requiring signature must be completed by the Contractor and returned to the UMD Procurement and Business Services and must reference the associated Purchase Order Number or transaction number (if ordered by credit card).

UMD ACCESSIBILITY ADDENDUM (for any and all web-based deliverables (including, but not limited to, off the shelf software, custom developed software, and related goods or services used to create, maintain or update the University’s Web pages, Web content, Web-based applications, online instructional content, services and resources.)

UMD CONTRACT AND BID/PROPOSAL AFFIDAVITS (for all Contracts exceeding $200,000, Contractor shall execute the Bid/Proposal and Contract Affidavit required by the University, which shall be in substantially the same form as the Maryland forms at the time the Contract is executed by the University. Additional University certifications may be required for Contracts of any dollar amount. Any additional required documents and certifications, not included herein, will be identified and provided by the Procurement Officer as part of the procurement process.)

UMD FEDERAL FLOW-DOWN CLAUSES (for any Contract funded by a federal contact, grant, or cooperative agreement.) https://purchase.umd.edu/umd-federal-uniform-guidance-flowdown-provisions or https://purchase.umd.edu/umd-federal-government-flowdown-provisions

UMD SECURE/SENSITIVE DATA ADDENDUM (for contracts involving sensitive data, including but not limited to Personal Data and identifiers, FERPA Data, Cardholder or other PCI Data, or Health Information.)

UMD PROCUREMENT INSURANCE ADDENDUM (for contracts over $200,000, or for work performed on University premises, or using equipment or facilities owned, occupied or used by the University, or as otherwise required by the University.)

SECTION 889 AFFIDAVIT (for procurements for equipment/devices or services that include video surveillance, cameras, telecommunications. This federally required affidavit must be completed by the Contractor and returned to the buyer.

ANTI-BRIBERY

Contractor warrants that neither it nor any of its officers, directors, or partners nor any of its employees who are directly involved in obtaining or performing contracts with any public body has been convicted of bribery, attempted bribery, or conspiracy to bribe under the laws of any state or of the federal government or has engaged in conduct since July 1, 1977, which would constitute bribery, attempted bribery, or conspiracy to bribe under the laws of any state or the federal government.

COMPLIANCE WITH LAWS

Contractor hereby represents and warrants that:

It is qualified to do business in the State of Maryland (whether a domestic business or a foreign corporation subject to registration under the Corporations and Associates Article of the Maryland Annotated Code) and that it will take such action as, from time to time hereafter, may be necessary to remain so qualified;

It is not in arrears with respect to the payment of any moneys due and owing the State of Maryland, or any department or unit thereof, including but not limited to the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of this Contract;

It shall comply with all federal, State, and local laws, regulations, and ordinances applicable to its activities and obligations under this Contract, including but not necessarily limited to: Maryland Building Codes, Americans with Disabilities Act, and the Maryland Occupational Safety and Health Act and related regulations; and

It shall obtain, at its expense, all licenses, permits, insurance and governmental approvals, if any, necessary to the performance of its obligations under this Contract.

CONFIDENTIALITY; DISSEMINATION OF INFORMATION

Contractor shall not release any information related to services or performance of the services under this Contract, nor publish any final reports or documents without the prior written approval of the University.

Contractor shall indemnify and hold harmless the State and the University, its officers, agents and employees from all harm which may be incurred by reason of dissemination, publication, distribution or circulation, in any manner whatsoever, of any information, data, documents, or materials pertaining in any way to this Contract by Contractor, its agents or employees.

CONFLICTING TERMS AND ORDER OF PRECEDENCE

Any proposal for terms in addition to or different from those set forth in the Solicitation or Contract or any attempt by the Contractor to vary any of the terms of this offer by Contractor's acceptance shall not operate as a rejection of this offer, unless such variance is in the terms of the description, quantity, price or delivery schedule, but shall be deemed a material alteration thereof, and this offer shall be deemed acceptable by the Contractor without the additional or different terms. If this Solicitation or Contract is an acceptance of a prior offer by the Contractor, the acceptance is expressly conditioned upon Contractor's assent to any additional or different terms contained herein. The Contractor understands and agrees that the terms and conditions of this Solicitation or Contract may not be waived.

In the event of a conflict, the University of Maryland's Terms and Conditions shall take precedence over any terms specifically identified in Contractor's proposal or any other forms or documents provided by Contractor. The University is not, and shall not be, bound by any other terms in or referenced by Contractor's proposal, invoices, form(s), or online terms and conditions unless such terms are specifically incorporated herein.

CONTRACTOR'S INVOICES

Contractor shall include the Purchase Order Number and its Taxpayer Identification Number on the face of each invoice billed to the University. Failure to provide this information on invoicing may result in delayed payment.

DELAYS AND EXTENSION OF TIME

The Contractor agrees to perform the work continuously and diligently and no charges or claims for damages shall be made by it for any delays or hindrances from any cause whatsoever during the progress of any portion of the work specified in this Contract.

Time extensions will be granted only for excusable delays that arise from unforeseeable causes beyond the control and without the fault or negligence of the Contractor, including but not restricted to, acts of God, acts of the public enemy, acts of the State in either its sovereign or contractual capacity, acts of another Contractor in the performance of a contract with the State, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, or delays of subcontractors or suppliers arising from unforeseeable causes beyond the control and without the fault or negligence of either the Contractor or the subcontractors or suppliers.

DELIVERY AND ACCEPTANCE

Delivery shall be made in accordance with the specifications in the Solicitation and Contract. The University, in its sole discretion, may extend the time of performance for excusable delays due to unforeseeable causes beyond the Contractor's control. The University unilaterally may order in writing the suspension, delay, or interruption of performance hereunder. The University reserves the right to test any materials, equipment, supplies, or services delivered to determine if the specifications have been met.

Materials shall be delivered FOB to the point or points specified in the bid or proposal, on the date either agreed to in advance or specified in the bid or proposal. Any material that is defective or fails to meet the terms of the specifications may be rejected. Rejected materials shall be promptly replaced.