RFP 26-004 JR - Employee Compensation Study.pdf

Request for Proposal

No. 26-004-JR

Employee Compensation Study

RFP Release Date: Tuesday, September 9, 2025

Proposal Due Date: Tuesday, September 30, 2025 @ 2:00PM EDT Prepared By:

Jessica Ritchie-Smola, Purchasing Manager Purchasing & Auxiliary Service Department 2900 Featherstone Rd., Auburn Hills, MI 48326-2845 Phone: 248-341-2082 Fax: (248) 341-2085 Email: jjritchi@oaklandcc.edu mailto:jjritchi@oaklandcc.edu

2900 Featherstone Rd.

Purchasing & Auxiliary Services Department Auburn Hills, MI 48326-2845 RFP No. 26-004-JR – Employee Compensation Study Phone: 248-341-2082 RFP Due Date: Tuesday, September 30, 2025 @ 2:00PM EDT Fax: 248 341-2085

1.0 Proposal Invitation

Oakland Community College (“College” and/or “OCC”) seeks proposals from qualified Suppliers of compensation studies. The major goal of the project is to conduct compensation studies for multiple staffing groups and review performance evaluation forms.

The selected supplier(s) will be able to provide all service/specifications outlined in the RFP.

The proposal must be comprehensive by including all services, products and costs necessary to meet the business / technical requirements of the College as outlined in this RFP. In addition, the proposal must specify a detailed approach/methodology, supplier and College staffing (if any) requirements, and any other expectations to complete the proposed work. The College would like the project completed no later than April 2026.

The College intends to enter into a contract effective upon signature of contract through April 2026.

The College prefers to maintain one (1) contact throughout the proposal process. Please appoint one (1) representative of your company with the responsibility for communicating with the College on all matters relative to this request for proposal. During this proposal process, all communications must be channeled through the Purchasing Services Department to ensure proper documentation and dissemination of information. Do not contact the departments directly.

Award of a contract will be based on the best overall proposal. Criteria for award of a contract include, but are not limited to, the proposal that includes the specifications contained herein, previous customer references, portfolio samples, and the recommendations put forth by the Supplier. The College reserves the right to request follow-up information such as questions, demos and site visits prior to awarding the contract.

Supplier will be evaluated on the following criteria:

CRITERIA WEIGHT

Proposed Solution

45 Points

Supplier Timeline 10 Points

References 5 Points

Company Information 10 Points

Cost Proposal 30 Points

Total 100 Points

The College reserves the right to waive any irregularities; accept the whole, part of, or reject any or all proposals; and to select the Supplier which, in the sole opinion of the College, best meets the College's needs. The College also reserves the right to negotiate with potential Supplier(s) so that its best interests are served.

As a public institution, the College is subject to the terms and conditions of the Freedom of Information Act (FOIA). Supplier shall assume that FOIA SHALL APPLY TO ALL RESPONSES AND CORRESPONDENCE SENT TO THE PURCHASING DEPARTMENT. Proposals and pricing may be subject to review after issuance of a final purchase order by the College. Any responses, materials, correspondence, or documents provided to the College are subject to the State of Michigan Freedom of Information Act and may be released to third parties in compliance with that Act.

The College cannot be responsible for any expenses incurred in the preparation of any proposal or presentation, nor does OCC assume any contractual obligations by issuing this request for proposal.

2.0 Planned RFP Schedule

RFP Issued – Tuesday, September 9, 2025

Voluntary Pre-bid Q&A Meeting – Tuesday, September 16, 2025 @ 1:30 PM EST This is a virtual Meeting ZOOM Information Time: Sep 16, 2025 01:30 PM Eastern Time (US and Canada) Join from PC, Mac, iOS or Android: https://oaklandcc.zoom.us/j/86025258423 Or join by phone:

+1 312 626 6799 or +1 646 558 8656 (US Toll) Meeting ID: 860 2525 8423 International numbers available: https://oaklandcc.zoom.us/u/kdxY7M7Yh

Submission of Written Questions from Suppliers – Thursday, September 18, 2025

Written Questions Responded by the College – Monday, September 22, 2025

RFP Due Date – Tuesday, September 30, 2025 @ 2:00PM EDT

Supplier Presentations (If Required) – October 13th and 14th, 2025 if needed.

Awarding of Contract – October 2025

3.0 Background of the College and Project

Oakland Community College was established in 1964 and has five campuses. The College’s current student enrollment is approximately 13,500 students for the fall semester, and is one of the largest institutions of its type in Michigan. OCC offers degrees and certificates in approximately 100 career fields and university transfer degrees in business, science and liberal arts.

Oakland Community College is located in Oakland County, Michigan and has five campuses:

Auburn Hills Campus, 2900 Featherstone Rd., Auburn Hills, MI 48326-2845 Highland Lakes Campus, 7350 Cooley Lake Rd., Waterford, MI 48327-4187 Orchard Ridge Campus, 27055 Orchard Lake Rd., Farmington Hills, MI 48334-4579 Royal Oak Campus 739 S. Washington Ave., Royal Oak, MI 48067-38988 Southfield Campus, 22322 Rutland Dr., Southfield, MI 48075-4793

The College’s Human Resources Department is responsible for managing all human resources functions across the College, including, but not limited to: job classifications, compensation rates, and employee benefits for all employees.

4.0 Project Scope / Objective

Supplier will conduct three separate compensation studies and one consulting service project.

Study 1 will be Classification and compensation study for AFSCME Classified Union employees and Study 2 will be for Non-Union Administrative/Management employees. Study 3 will be for certain Teamsters Union Classifications as determined by the College and the consulting service project consisting of reviewing and offering recommendations to implement a performance/merit based annual raise process for the college for non-union employees.

5.0 Project Specifications / Requirements

The successful supplier will have experience with compensation studies that focus on union employees specifically in a community college environment. Preference will be given to Suppliers with Michigan experience.

Supplier shall provide a timeline as to the ability to conduct the services beginning upon award of contract and completed by April 2026. If additional time is needed then supplier should outline that in the timeline. Timeline should also include estimated time required of College staff. It is preferred that study 1 be completed as soon as possible with study 2 and study 3 having additional time if needed. All studies can be done at the same time.

Study 1 -A market analysis, classification and compensation study done for the non-union/management employees at the College (The market analysis and Class & Comp study should be a comparison of equally situated employees at similar state-wide community colleges).

• Approximately 63 job titles consisting college administrative leadership, administrative assistants and other non-union employees.

Study 2 - Classification and compensation study done for the AFSCME Classified Bargaining unit (with comparisons to equally situated employees at state-wide community colleges).

• Approximately 33 job titles – estimated 74 unique job descriptions.

• 162 total employees

Study 3 – Classification and compensation study done for selected Teamsters Bargaining Unit positions. This service should be priced based on a unit base.

• 148 total employees

Consulting Service - The College is seeking the service to tie performance evaluations to the following: 1) annual non-union exempt salary increases 2) the College’s Strategic Plan and Chancellor’s Annual Strategic Priorities, and 3) to employee growth and development (for those employees participating in the current Career Progress Check-In Performance Management Program). Attachment E – Sample Evaluation Forms are included for reference of current evaluation process.

A copy of the current AFSCME Classified and Teamsters Bargaining agreements can be viewed at https://www.oaklandcc.edu/about/transparency-at-occ/

Contracts show current pay structures and classification pay grades.

AFSCME Classified contract also shows minimum qualifications for different pay levels.

Attachment C – OCC Organization Chart is a copy of the colleges most recent organization chart.

This will identify how many employees hold the same position in each department and reporting structure.

Attachment D – Job Titles List is a list of job titles for informational purpose. And more detail can be provided to the awarded supplier.

The Supplier shall prepare and produce detailed and comprehensive Compensation Studies to enable the College to understand the current labor market, including analysis (when requested) and position within the market as it relates to salary and benefits and shall include the following:

1. Provide professional services to evaluate and analyze the College’s current pay schedules and benefit package compared to the current market. Including all elements of compensation (salary, retirement formula, health and other ancillary benefits).

2. Conduct a total compensation labor market analysis (salary and benefits) using established or revised benchmarked classifications from comparable community colleges. The analysis should take into consideration the cost of living and/or cost differences due to geographic locations and make the necessary adjustments to formulate a fair comparison.

3. Confirm validity of current job families, classification series, and career ladders to ensure accuracy of internal alignments.

4. Develop a communication plan regarding the compensation study to include consultation with supervisors, department heads, and union representatives on the objectives, processes, and progress of the study.

5. Provide monthly progress reports outlining the scope of work completed to date, scope of work completed during the period, and summary statement of project progress.

6. Prepare a draft report of all compensation findings and recommendations, including supporting data for recommendations.

https://www.oaklandcc.edu/about/transparency-at-occ/

7. Present draft results of the survey to management and the bargaining unit in a group meeting setting.

8. Upon the conclusion of the study, provide summary report with detailed analysis and recommendations, salary ranges (salary schedules), Health and Welfare Benefits, benchmark listing, market survey agency listing, and all materials associated with the implementation of the study in electronic format using Microsoft Office software (Word, Excel, PowerPoint, etc.)

9. Work with stakeholders to assist in the implementation of the agreed upon recommendations.

10. Recommend an employee appeal process for study findings.

For consulting service, the Supplier should be able to show the ability to create a performance evaluation system that will allow the following:

1. Annual non-union exempt salary increases system.

2. The College’s Strategic Plan and Chancellor’s Annual Strategic Priorities are being achieved

3. For those employees participating in the current Career Progress Check-In Performance

Management Program – that employee growth and development is being achieved.

For all studies, some individual job audits may be required.

6.0 Pricing

Supplier shall complete Attachment A - Pricing Spreadsheet Supplier shall provide pricing for each study/service separately. Supplier shall itemize where options to save cost may be considered. Pricing shall include all anticipated fees including travel.

Provide, in narrative form, an explanation of the comprehensive cost proposal for this project as well as any assumptions being made.

7.0 RFP Submittal Requirements

The following requirements must be met when responding to this RFP:

A. A comprehensive solution to achieve the project specifications listed above.

Solution should outline each study and service separately.

B. Supplier Company Information

1. Background - Brief history and background of your company as well as the length of time you have supplied services requested in this RFP. Describe the product(s) and service(s) being offered for this solution.

2. Industry Recognition - What industry recognition has your company received?

3. Customers- Who are your key customers? Do you specialize in a certain vertical?

C. Project Timeline -Please describe how you go about implementing services requested in the RFP. Time is of the essence. Preference can be given to Suppliers that have the ability to accelerate the timeline.

D. References - The Supplier must provide 3-5 current customer references. References should reflect organizations that have similar requirements and business goals, scope of work and contract value. In addition, we would prefer at least two references from the higher education region.

E. Proof of Insurance – Supplier shall provide a sample certificate to the College in their proposal. No changes are permitted in the insurance coverage unless agreed to in writing by the College. Awarded supplier will need to provide insurance as outlined in the Sample MOA, noting the College as a certificate holder.

F. A statement acknowledging the supplier’s understanding of the scope of this RFP.

Signature Page)

G. The supplier must provide a comprehensive price proposal that outlines costs of products or services, rates by individual, travel expenses and any other costs incurred, as well as all assumptions. Include license fees, maintenance fees, all hardware, software, and training costs required to meet the primary objectives as stated in this RFP. Refer to section 6.0 Pricing.

Oakland Community College holds a tax-exempt status and shall not be charged any Federal or State taxes where allowed. Tax-exempt documentation shall be presented when required.

8.0 Submission Directions

A. Submission – OCC will receive online proposals on or before Tuesday, September 30, 2025 @ 2:00 PM EDT. Late proposals will NOT be accepted. Proposals shall follow the format outlined in this document.

Online Response ONLY: It is the supplier's/respondent’s responsibility that the responses are entered/uploaded into the Bidnet/MITN system ‐ www.bidnetdirect.com//oaklandcommunitycollege prior to the due date and time specified. Supplier shall submit Attachment A - Pricing Spreadsheet as a separate excel file when uploading files.

Allow sufficient time to go through the uploading process. For assistance on how to upload, contact Bidnet directly at (800) 835-4603. The Bidnet/MITN system will not allow for late submittals and a submittal must be completed before the due date and time. This responsibility rests entirely with the Respondent, regardless of delays resulting from the uploading process.

B. Questions

Discrepancies in, omissions from, or any uncertainties regarding the specifications, along with any questions shall be submitted online at www.bidnetdirect.com//oaklandcommunitycollege.

The deadline to submit questions Thursday, September 18, 2025 by 2:00 pm EDT. All questions received by the deadline date will responded to by Monday, September 22, 2025 by 4:00 pm EDT. Questions received after the deadline may not be responded to.

https://urldefense.proofpoint.com/v2/url?u=http-3A__www.bidnetdirect.com_oaklandcommunitycollege&d=DwMFog&c=una-pXNGImYYzRFBqkF0Hz9PeRCFg3resbd87RWzT8U&r=iHJG0Hm9KBs1XA5pupNaO8plq7yqAH0SLMPnw3z-M0A&m=ZrZqGO6VZgvBijo10x3LU18OSmZoVbqa2KSOp90mR9FoEYHDb3MFcGW2pX4IggOr&s=JRWlu8XpHY67mBixinzLCFaF5QUqqI3iq5rCcYNYjm0&e= http://www.bidnetdirect.com/oaklandcommunitycollege

Suppliers are not always notified when answers are posted. Please review Bidnet’s Communications tab after the response date and time.

9.0 Exceptions to the College’s Terms and Conditions

While it is OCC’s preference that the supplier sign the standard College’s standard contract template (Attachment B – OCC Sample Agreement) “as is” and in fact the College may consider extensive changes to the agreement as a reason to exclude a supplier from further consideration; supplier may take select exception to terms and conditions. The supplier must clearly set forth each exception in its proposal, referencing the affected RFP or Agreement section, paragraph and page. The supplier must set forth the reason(s) for the exception and indicate what (if any) alternative is being offered by the supplier. OCC will determine (at its sole discretion) the acceptability of any proposed exception(s).

This RFP and any subsequently offered contracts will be governed by the laws of the State of Michigan. Any and all applicable valid executive orders, Federal, State or local laws, ordinances or rules or regulations shall apply to any contract if and when offered and are deemed incorporated herein.

10.0 Proposal Submission Format

The following table is a summary of the required proposal submission format for this RFP.

Please structure your proposal submission per the content and sequence below. Where noted under “Template for Submission”, utilize the attachments provided with this RFP for inputting your responses.

Proposal Section

Section Title Template for Submission

Intro Title Page

Open-Ended Responses

(see proposal sections for overview of content required)

Table of Contents

1.0 Comprehensive solution - Ability to meet

Project Scope and General Specifications

2.0 Supplier Company Information

3.0 Project Timeline

4.0 References

5.0 Proof of Insurance

6.0 Exception to College Terms and Conditions

7.0 Signature Page

8.0 Cost Proposal

Attachment A - Pricing Spreadsheet (Submit as a separate file)

SIGNATURE PAGE

This page must be signed and submitted with the proposal to ensure a valid response. PROPOSALS

SUBMITTED WITHOUT THIS SIGNATURE PAGE CAN BE RENDERED INVALID.

By virtue of submittal of a proposal, Supplier acknowledges:

• That all of the requirements of this RFP have been read and understood.

• That Supplier is presently not debarred, suspended, proposed for debarment, declared ineligible, nor voluntarily excluded from covered transactions by any State or Federal department or agency.

• Any responses, materials, correspondence, or documents provided to OCC are subject to the State of Michigan Freedom of Information Act and may be released to third parties in compliance with the Act.

• Is NOT an Iran linked business as defined in MCL 129.312

• By signing below the Supplier warrants that the information submitted is complete and factual.

• The individual signing below has authority to enter into this on behalf of Supplier.

• Proposal shall remain valid for a minimum of one-hundred twenty (120) days.

Company Name

Signature

Date

Printed Name

Title Address

City, State, Zip

Email Phone

EIN D & B No.