RFP Questions_V3.docx
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- Solicitation number
- S-KE0010-00001226
- Issued by
- Lane County, Oregon
About this file
This file contains Questions and Answers documentation for a state contract solicitation (S-15000-00001227) issued for HR Classification Analysis Consulting Services. The agency seeks consultant services to conduct a comprehensive classification study of approximately 50 position descriptions impacting 166 employees within the state's existing classification system. The project must be completed by January 31, 2022, with a notice of intent to award anticipated around December 3, 2021. The agency confirmed that all position descriptions are current, accurate, and have been reviewed and signed by employees, and that desk audits will not be required for the majority of positions. The consultant's work will be limited to allocating incumbents to appropriate classifications within the state's existing system structure; new classifications cannot be created through this engagement. The agency indicated openness to conducting the study virtually rather than on-site, which can reduce costs while maintaining project effectiveness.
The solicitation initially referenced several required forms—including a Disclosure Exemption Affidavit, Reference Check form, COBID Certification/Outreach Plan, and Responsibility Inquiry—however, these were listed in error and have been removed from the revised RFP documentation. The agency did not disclose a specific budget for the study when questioned. The consultant selection process will follow the state's standard classification analysis methodology, which typically includes position description questionnaires completed by incumbents, interviews with representative samples of employees per job classification, and recommendations based on established factors within the existing classification framework. No information regarding set-asides, incumbent contractors, or specific funding sources was disclosed in this Q&A documentation.
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S-15000-00001227– HR CLASSIFICATION ANALYSIS CONSULTING SERVICES
Questions and Answers
1. The RFP indicates that the project must be completed by January 31st, 2022. Considering that the notice of intent to award will be issued around December 3, 2021, this is not a realistic timeline. Is there any flexibility around the completion timeline and is the agency open to bidders proposing a more achievable timeline? For approximately 50 position descriptions we believe the allotted time is sufficient.
2. Please provide a list of the 40 positions to be studied and the number of employees allocated to each. This information will be critical in determining the scope of the project and being able to develop a precise project budget. We have approximately 50 position descriptions impacting 166 employees. Please see the attached list.
3. Our normal process for conducting classification studies includes incumbents completing position description questionnaires, our classification analysts conducting interviews with at least a representative sample of employees per job classification, based on that developing recommendations including considering the factors listed in the RFP, and allocating incumbents to the appropriate position/job classification. Is this the process that the agency has envisioned? Managers were to review PD updates with employees prior to submitting updated copies to HR. We have been told all PDs are up to date and signed and reviewed by employees for accuracy. At this time we believe desk audits will not be needed on the majority of positions but may be required in certain circumstances.
4. Does the agency foresee that one potential outcome for certain positions may be the recommendation for new classifications? Or is the expectation that the consultant will only work within the State’s currently already existing classification system? Consultants must work within the existing classification system. New classifications cannot be created through this project.
5. Does the agency expect that any, or all, position descriptions will need to be updated/revised? If so, how many? No, we have been told the PDs on hand are accurate and up to date.
6. Does the agency have a budget for this study and if yes, can you share it with us? No reply.
7. Is the agency open to conducting the study virtually instead of on-site? We find during COVID this is often preferred and also is a cost savings for the agency. We would say yes; we weren’t envisioning desk audits at all, but if necessary they could be done virtually.
8. I am unable to locate the following attachments referenced in the RFP: Disclosure Exemption Affidavit, Reference Check form, COBID Certification / Outreach Plan and Responsibility Inquiry. Please indicate how I may obtain these forms. We apologize, as these forms were listed in error and are not required as part of this solicitation. The RFP Document is being revised to remove the reference to them.
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