RFP Special Provisions RFP-COTPA-25-007 HR Consultant Services.pdf

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The Central Oklahoma Transportation and Parking Authority

Request for Proposals

RFP-COTPA-25-007

HR Consultant Services

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Special Provisions (Special Instructions and Scope of Services)

Special Provisions are deemed to be part of the Professional Services Agreement and shall supersede any conflicting term, requirement or condition in the Professional Services Agreement.

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The Opportunity Project Summary The Central Oklahoma Transportation and Parking Authority (COTPA) is seeking a consultant to provide HR services to promote, enhance and further the development of our front-line, division leadership and executive leadership team.

Background The Central Oklahoma Transportation & Parking Authority (COTPA), dba EMBARK, is the public transportation trust for the City of Oklahoma City. COTPA provides bus transit, paratransit, streetcar, bike share transit and ferry services. COTPA currently manages four COTPA owned garages and three surface lots. COTPA’s Board of Trustees are the governing body for the oversight of COTPA, downtown off-street public parking, and Oklahoma River Cruises

Scope of Services Description of Services

COTPA anticipates a need for the following services, but are not limited to:

1. Individualized Leadership and Executive Coaching - Provide executive and leadership team members with the tools to set and achieve organizational and professional development objectives and goals through a leadership and/or executive coaching process.

2. Team Building –Provide team building exercises, and/or coach division managers on effective team building.

3. Leadership and Supervisor Training – Collaborate with the EMBARK executive leadership team or designee to determine programs, presentations, training materials, course objectives, train the trainer programs and any reference material to develop consistent, effective and impactful leadership and supervisory training.

4. Equity, Diversity, and Inclusion Training – Provide guidance, training, professional development and programs to the Executive Leadership or their designee to further EMBARK’s strong focus on culture transformation through our Employee Resource Group, the Culture Compass, and our Affirmative Action Plan.

5. Workforce Development and Planning – Develop a working plan with EMBARK executive leadership team to analyze the existing employee talent base and plan for future staffing and skills requirements through talent gap assessment, employee development, recruitment strategies and succession planning.

6. Feedback and Assessment Reviews for Leaders – Develop a working model with the EMBARK executive leadership in the creation of Individualized Develop Plans utilizing 360-degree feedback and assessment tools to focus on the areas of opportunities identified in the assessment, promoting professional development of front line and key leaders in the organization.

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7. Investigations – Conduct internal investigations to provide an external party to neutrally investigate a subject or matter. This may include interviewing front-line employees and members of management, reviewing internal policies and procedures, providing legal references and providing a summary report of the events, findings and recommended actions to the executive leadership team and/or Business Manager/Senior Manager of People and Strategy and/or People Manager.

8. Facilitation- Facilitate group discussions and/or workshops focused on, but not limited to strategic planning, culture enhancement, leadership, management, process development and/or improvement.

9. General HR Consulting Services – Provide external counsel on employee personnel matters, HR best practices, etc. to the executive leadership team.

Minimum Qualifications Any Human Resources, Training or Consulting Services must be provided by an individual with at least 5 years of experience and certified by the proper accreditation body in the area of service offered (i.e., SHRM, ICF, etc.)

Contract Management Expectations Services shall be requested through purchase orders issued by the Assistant Director of Administration or their authorized designee, on an as needed basis upon the Scope of Work set forth in this informal request for quotes, which would include identification of need, project consultant, anticipated pricing, timeframe for delivery and other project specific details.

Performance Management

Providers agree to provide attendance reports and post-training/coaching evaluations of relevance of services, materials, structure and delivery to participants and provide results to COTPA within seven days of the event.

Contract Payment COTPA issues payment in accordance with the Professional Services Agreement. Proposer(s) should invoice COTPA at the email address that appears in the Notice to Proposers.

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Compensation Table Proposals submitted in response to this Request for Proposals should include the complete Compensation Table below.

Please only complete the services your organization is qualified to provide.

Services- Per Hour 2025 2026 2027 2028 2029 General Consulting Training/Facilitation Coaching- Leadership

Coaching- Executive

Workplace Investigations

Strategic Planning Workforce Planning

Other Services 2025 2026 2027 2028 2029 Printing Per Page Mileage Lodging Per Diem Miscellaneous-

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Proposal Instructions & Content

TIMELINE

TIME (CT)

& DATE LOCATION / ADDITIONAL INFORMATION

Proposer(s) Selection 5/1/2025 Selected Proposer(s) will be notified in writing.

Any award is contingent upon the successful negotiation of final Professional Services Agreement terms. If negotiations cannot be concluded successfully, COTPA reserves the right to negotiate a Professional Services Agreement with another Proposer or withdraw the RFP.

Negotiations shall be confidential and not subject to disclosure to competing Proposer(s) unless and until a Professional Services Agreement is reached.

Estimated Professional Services Agreement Execution

6/6/2025 Subject to COTPA approval.

The above dates are tentative and subject to change. The Proposal Release date, Pre-Proposal meeting, if applicable, Question-and-Answer period, and Proposal submission deadline are available to view on Bidnet Direct and the Notice to Proposers.

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Proposal Content Proposers are encouraged to use this table to ensure all components are included in their Proposal.

Complete proposals will include the following:

Proposal

☐ Cover Letter A simple letter of submittal.

☐ Company History Describe historical background and track record of company.

☐ Project Team Describe team that will be working on this project. Include contact information, titles, and office locations.

☐ Technical Proposal

Describe your company’s ability to perform the services as requested in the Special Provisions, including pricing.

☐ Customer References

A minimum of 3 references are required. Provide references from other local government customers when possible.

☐ Compensation Table

Complete Compensation Table

Additional Documents Upon Award: Awarded Proposer(s) will be required to submit the following upon award. We encourage you to take note of these requirements. Please review sample documents in Bidnet Direct prior to proposal submission.

☐ Professional Services Agreement

☐ Acord Form

☐ Letter of Authorization, if applicable