RFP26_0015Add5.pdf

Addendum No. 5 RFB No. 26-0015 Page 1 of 13

Course Instructors for the HR Department/The Learning Center (Annual Contract)

FINANCE DEPARTMENT

PURCHASING DIVISION 1111 First Avenue, P. O. BOX 1340

COLUMBUS, GEORGIA 31902-1340

706-225-4087 | www.columbusga.gov

November 18, 2025

ADDENDUM No. 5

COURSE INSTRUCTORS FOR THE HR DEPARTMENT/THE LEARNING CENTER

(ANNUAL CONTRACT)

RFP No. 26-0015

Use the form provided in the solicitation to acknowledge receipt of this addendum. Failure to do so may result in your submittal being deemed non-responsive and not receiving further consideration for award.

Vendors are informed that the above subject solicitation is hereby modified, corrected, or supplemented as specified, described and set forth in this Addendum:

I. QUESTION(S)/RESPONSE(S)

Question 1: Can you please clarify what type of course you are requiring under the “documentation” recommendation? Please provide content on what objectives you would like achieved in the session.

Response: The "Documentation" course should focus on creating legally-defensible performance records for supervisors and managers. Key objectives include: Writing clear, factual documentation of employee performance and conduct issues; Understanding how proper documentation supports evaluations, discipline, and legal compliance;

Applying objective documentation techniques (fact-based, specific, and consistent);

Connecting documentation processes to coaching, corrective action, and termination procedures; Using proper formats for memos, incident reports, and conversation records. The course should complement other leadership topics in the curriculum.

Question 2: Courses being “as needed”, can you clarify the number of courses per year, per week, or would they be required quarterly?

Response: Deliver a minimum of twelve (12) training sessions over the year. It is the intent of

The Learning Center to schedule one (1) session per month; however, the specific timing and frequency will be based on needs. If we anticipate the need for additional sessions beyond this minimum, then we will request to schedule them as operational needs demand.

COLUMBUS CONSOLIDATED GOVERNMENT

Georgia’s First Consolidated Government http://www.columbusga.gov/

Addendum No. 5 RFB No. 26-0015 Page 2 of 13

Question 3: Is $50,000.00 the total allocated funds for this entire program?

Response: $50,000.00 refers to Procurement Ordinance 3-110 and is the threshold for City purchases/solicitations which require City Council approval.

The HR Department has budgeted $25,000.00 for these services annually.

Question 4: Will the City allow or consider virtual or hybrid delivery options, or must all sessions take place at the Learning Center?

Response: For the program session we will require the session to be held in-person only and if we require additional sessions, we are open to hybrid and virtual sessions.

Question 5: What is the anticipated volume of classes per year (average number of sessions requested, or budget allocated for training)?

Response: Twelve (12) classes per year that are definite.

Question 6: Are instructors expected to create new, customized courses beyond the sample list provided, or should proposals only include off-the-shelf topics?

Response: Proposers should focus their submissions on established, off-the-shelf training courses. Our standard process is to utilize the pre-defined topics and descriptions provided by the vendor in their proposal. Should a need for customization arise, The

Learning Center will discuss it with the vendor. If the vendor can accommodate the request, that is excellent, but if not, it is not a problem and will not impact the business relationship.

Question 7: Are there any priority training areas the City wants covered first (e.g., compliance, leadership, customer service)?

Response: While our overall goal is to maintain a diverse training catalog, there is an initial priority for leadership-focused sessions. However, the specific needs of the Columbus

Consolidated Government are dynamic. We reserve the right to request training in other areas to accommodate the evolving needs of the organization.

Question 8: How far in advance will instructors be notified of training requests or assignments?

Response: To ensure a smooth partnership, The Learning Center typically provides a schedule of training requests for the entire year well in advance for the instructor's convenience and planning. While we strive to maintain this schedule, we will also proactively work with our vendors to accommodate any last-minute requests, though these situations are rare.

Question 9: If fewer than 10 employees register, will the City cancel the class, combine groups, or expect the class to proceed?

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Response: The City does not have a rigid policy of canceling classes solely based on low registration. Our decision is based on a balance of cost-effectiveness and training needs. We will proactively discuss each situation with the vendor, taking into account the agreed-upon group rates, minimum and maximum participant numbers, and the overall value of proceeding with the session. Our goal is to be flexible and find a mutually agreeable solution.

Question 10: Will the City provide participant evaluation and attendance tracking systems, or is the contractor expected to manage this independently?

Response: Yes, the City's Learning Center will handle the primary tracking of attendance and participant evaluations for all sessions. However, vendors are welcome to distribute their own evaluation forms at the end of their sessions to gather additional feedback for their own purposes. We would ask that vendors share a summary of these results with us upon our request. For official attendance records, we track them internally and are happy to provide a copy to the vendor upon request.

Question 11: How will the City allocate training assignments among multiple awardees—rotation, specialty, or cost-based selection?

Response: The allocation of training assignments will be dynamic and based primarily on the operational needs of the organization and the expressed interests of our employees.

We will assess each training request and select the vendor best suited for that specific topic, audience, and timing. This flexible approach ensures we are always matching the right resource to the City's most current needs.

Question 12: Does the City anticipate awarding all three renewal years, or will renewal depend on specific performance metrics? If so, what metrics are most important?

Response: Per page 13, II. Term of Contract: “Contract renewal shall be contingent upon the mutual agreement of the City and the Contractor.”

Question 13: Should pricing be structured per class, per hour, or per participant?

Response: Our typical pricing structure is based on two key factors: the duration of the session and the size of the participant group. All proposed pricing should be for training delivered in-person. For any additional sessions requested beyond the initial schedule, please provide a clear cost structure that includes options for both in-person and virtual delivery.

Question 14: Does the City reimburse for travel and materials separately, or should these costs be bundled into the course fee?

Response: These costs should be bundled into the course fee.

Question 15: Will instructors be compensated if a class is scheduled but canceled late (e.g., due to low enrollment)?

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Response: Sessions that are part of a core, mandatory program will not be cancelled. For other scheduled sessions, such as open-enrollment electives, our typical approach is not to cancel. Instead, we will proactively work with the vendor to either reschedule the session for a later date or change the delivery method (e.g., from in-person to virtual) in an effort to secure higher enrollment. We will discuss the best path forward directly with the vendor should this situation arise.

Question 16: What is the process for background checks on instructors—who pays for them, and how long is clearance valid?

Response: Background checks are not conducted for instructors.

Question 17: Can the city confirm whether insurance requirements (all $1 million limits) are flexible for smaller vendors or sole proprietors?

Response: The Insurance requirements as specified, or amended by addenda, will apply to all vendors.

Question 18: Will contractors be responsible for marketing classes (flyers, promotions), or will this be handled by HR/The Learning Center?

Response: Contractors are welcome to use their own flyers for marketing, provided they are submitted to The Learning Center for review and approval well in advance for distribution. However, The Learning Center can create and distribute promotional materials to City employees and will request the necessary details from you, such as the topic title, instructor name, course description, and any other relevant information needed for the flyer.

Question 19: How many trainings are anticipated in a year?

Response: We anticipate a minimum of 12 course sessions for the year. Any additional sessions beyond this initial commitment will be scheduled based on the specific topic and the evolving needs of the organization.

Question 20: What is the total number of employees and how many/number of employees are expected to attend these trainings?

Response: The City employs approximately 2,500 full and part-time employees. For the main scheduled sessions, we anticipate an attendance of 15 to 25 employees per class. For any additional sessions that are scheduled based on organizational need, we expect a range of 10 to 25 employees. Anything exceeding this amount will be discussed with vendor for costs accrued for services provided.

Question 21: Can you confirm if Columbus Consolidated Government has an intern program?

Response: The Columbus Consolidated Government does not have an intern program.

Question 22: What is the anticipated annual budget or estimated total value for this contract?

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Response: The anticipated annual budget for this contract is $25,000.

Question 23: Is there an estimated number of training sessions or total training hours anticipated per year across all vendors?

Response: We have a core program of at least 12 sessions planned for the year, and currently have up to 20 sessions scheduled in total. We are actively looking to incorporate additional sessions to meet organizational needs, but all scheduling will be managed to stay within the allocated annual training budget.

Question 24: Are there any specific topics from the list provided (e.g., Business Writing, Project

Management, etc.) that are a higher priority for the City at this time?

Response: Our primary focus typically centers on leadership development and compliance training. However, we remain responsive to the needs of our departments. If there is a high volume of requests for other topics, we will arrange sessions to accommodate those specific needs.

Question 25: What is the typical demographic of the employees who will be attending these sessions

(e.g., new managers, senior leadership, individual contributors)?

Response: The typical demographic for these training sessions consists primarily of managers, supervisors, and entry-level managers and supervisors. We also frequently include employees who are identified as having the potential and are looking to advance into a management or supervisory role in the future.

Question 26: Could you provide more detail on the proficiency testing mentioned? Is the contractor expected to develop and administer these tests, or will the City provide the framework?

Response: Proficiency testing is not a standard requirement for our typical courses. It is only considered when a specific, external certification or professional license mandates a test as part of the curriculum. In those rare cases, the expectation for who provides the test—whether it's the contractor or the City—would be discussed and agreed upon based on the specific certification's requirements. For the vast majority of our training sessions, no testing is held.

Question 27: The RFP mentions awarding the contract to “multiple contractors”. Is there an anticipated number of vendors you plan to select?

Response: We do not have an anticipated number of contractors. All proposals will be reviewed and an award will be made in the best interest of the City.

Question 28: Regarding marketing assistance, what is the expected format and timeline for submitting class descriptions for the Human Resource Department’s quarterly brochure?

Response: To be included in our quarterly marketing brochure, we request that vendors provide the following information for each class: the topic title, a brief course description, the

Addendum No. 5 RFB No. 26-0015 Page 6 of 13 session duration, delivery method (e.g., in-person, virtual), instructor name and credentials, approximate costs, the minimum and maximum audience size, and details on any affiliated CEU credits. This information should be submitted according to the deadlines we will communicate for each quarterly publication.

Question 29: Would it be possible to receive any high-level feedback or lessons learned from past training programs that could help us tailor our proposal to best meet the City’s needs?

Response: We do not distribute detailed historical data or evaluations from past training programs. Our scheduling decisions are driven by the current, identified needs of the organization and specific, high-volume inquiries from our departments. We recommend crafting your proposal to be responsive to the general topics and competencies outlined in the RFP.

Question 30: The Insurance Checklist includes multiple coverages marked optional. Can you confirm which coverages are strictly mandatory beyond Worker’s Comp, General Liability and

Auto Liability?

Response: All required coverages are indicated by an “X” on Form 8, Insurance Checklist.

Question 31: What is the estimated number of training classes projected per month, or per year, under this contract?

Response: We anticipate a minimum of 12 course sessions for the year. Any additional sessions beyond this initial commitment will be scheduled based on the specific topic and the evolving needs of the organization.

Question 32: What would be the number of awards you intend to give (approximate number)?

Question 33: What are the estimated funds that are estimated to be allocated for this contract?

Response: The anticipated annual budget for this contract is $25,000.

Question 34: What is the tentative start date of this engagement?

Response: The current contract runs through January 17, 2026. The new contract is expected to begin January 18, 2026, or later if an extension to the current contract is needed to complete this RFP process.

Question 35: What is the work location of the proposed candidates?

Response: For in-person sessions, the primary work location will be at Columbus City Hall.

Specific details, including room assignments and directions, will be provided to the assigned instructor prior to the scheduled session.

Question 36: Is this a new contract or are there any incumbents? If there is an incumbent, could you please let us know the incumbent name and pricing and are the incumbents eligible to

Addendum No. 5 RFB No. 26-0015 Page 7 of 13 submit the proposal again?

Response: The current contract was awarded to The Leadership Institute at Columbus State

University. The contract went into effect on June 18, 2019. To date, the City has spent an average of $7,209 per year on the services.

Incumbent(s) are eligible to submit a proposal for the new RFP.

Question 37: Are there any pain points or issues with the current vendor(s)?

Response: There are no significant pain points or issues with our current vendor relationships.

Question 38: Could you please share the previous spending on this contract, if any?

Response: The contract went into effect on June 18, 2019. To date, the City has spent an average of $7,209 per year on the services.

Question 39: Is there any mandatory subcontracting requirement for this contract? If yes, is there any specific goal for subcontracting?

Response: No.

Question 40: How many positions were used in the previous contract (approximate)?

Response: One vendor was awarded in previous contract.

Question 41: How many positions will be required per year or throughout the contract term?

Question 42: If the resources we provide at the time of proposal submission are not available at the time of a potential contract award could vendors replace them with equally qualified resources?

Response: To ensure a smooth and efficient process, it is imperative that proposals only include instructors and resources that are confirmed to be available for the contract term.

We strongly advise against proposing resources whose availability is uncertain.

Question 43: Can we provide hourly rate ranges in the price proposal?

Response: Per page, Section 11: Cost Proposal: “Provide the total cost for each course. Itemize all costs (i.e. instructor fee, material cost, equipment cost and travel).”

Question 44: Is it entirely onsite work, or can it be done remotely to some extent? Do the services need to be delivered onsite, or is there a possibility for remote operations and performance?

Response: A minimum of 12 courses are required to be delivered in-person. The possibility for remote delivery of additional sessions can be discussed on a case-by-case basis, based

Addendum No. 5 RFB No. 26-0015 Page 8 of 13 on the topic and organizational need.

Question 45: Are resumes required at the time of proposal submission? If yes, do we need to submit the actual resumes for proposed candidates or can we submit the sample resumes?

Response: Yes, actual resumes are required at the time of proposal submission. These must be detailed and include the individual's full work history, relevant experience, specific qualifications, certifications, and education. Sample or generic resumes will not be accepted.

Question 46: Could you please provide the list of holidays?

Response: See Attachment A for the FY26 Holiday Schedule.

Question 47: Are there any mandated Paid Time Off, Vacation, etc?

Response: This does not apply to the awardee(s).

Question 48: Can you clarify the payment structure (per hour, per class, per participant, etc)?

Response: Our typical pricing structure is based on two key factors: the duration of the session and the size of the participant group. All proposed pricing should be for training delivered in-person. For any additional sessions requested beyond the initial schedule, please provide a clear cost structure that includes options for both in-person and virtual delivery.

Question 49: What are the specific data privacy/confidentiality requirements for participant information?

Response: To protect the confidentiality of our personnel, vendors will only be provided with the participant's name, position, department, and email address necessary for course administration. No further personal or sensitive information will be distributed.

Vendors are expected to handle this information with confidentiality and use it solely for the purpose of delivering the training.

Question 50: What reporting requirements (attendance, outcomes, incident reports) are expected beyond invoicing?

Response: Beyond invoicing, the primary reporting requirements for vendors are submitting a final attendance roster, distributing and collecting participant evaluations, and issuing any completion certificates. We also request that you provide copies of all training handouts and materials used during the session.

Question 51: At what frequency are invoices due (after each completed session)?

Response: Invoices are to be submitted after each completed training session. Each invoice must clearly list the course name and the date(s) on which the session was delivered as itemized line items.

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Question 52: Is there a training schedule, blackout dates? How is registration communicated to the instructor?

Response: We will discuss all potential course dates with the vendor to confirm availability and avoid any blocked dates before finalizing the schedule. Once a session is scheduled and registration is complete, The Learning Center will provide the instructor with a final roster of registered attendees. A copy of the registration list is also available to the vendor upon request.

Question 53: Are there ADA accommodation requirements instructors must be prepared to handle?

Response: Yes, all instructors must be prepared to comply with ADA accommodation requirements. The Learning Center will provide advance notice to the instructor if any specific accommodations have been requested for registered participants and will assist and coordinate with the vendor to ensure the session can be adjusted accordingly.

Question 54: How much advance notice will be given if the City needs to modify or suspend training program?

Response: The City will provide notice of any modification or suspension of the training program at least 30 days in advance whenever possible. In circumstances where this is not feasible, we will communicate the change and provide notice to the vendor as soon as possible.

Question 55: What constitutes “force majeure” that would excuse performance delays?

Response: Refers to unforeseen and extraordinary circumstances beyond the reasonable control of a party that prevent or delay the performance of their obligations.

Question 56: Who’s responsible for the following fees? If [awarded] the contract, should this be listed as a billable expense: Background checks for instructors, E-Verify compliance costs?

Response: The City does not require background checks for instructors. Background checks performed by vendor, as part of their employment criteria, are not billable to the

City.

The E-Verify program is free to use for enrollment and verification. The City will not pay compliance costs. Visit https://www.e-verify.gov/ for program information.

Question 57: Will the contract allow a mix of delivery modalities including pre-work, in-person sessions, synchronous virtual, asynchronous self-paced modules, and individual learning pathways?

Response: We are open to any and all delivery modalities—including pre-work, in-person sessions, synchronous virtual training, asynchronous self-paced modules, and individual learning pathways—to best suit the needs of our employees and the https://www.e-verify.gov/

Addendum No. 5 RFB No. 26-0015 Page 10 of 13 requirements of the course content. Our primary goal is to provide effective and accessible training.

Question 58: May proposers include enhancements to existing Columbus coursework and/or wholly new course development as part of the proposal?

Response: Yes, we are open to enhancements to existing coursework as well as proposals for the development of wholly new courses that align with our training objectives.

Question 59: Are there mandatory content constraints, preferred frameworks, or required community/stakeholder priorities such as equity- or bias-related topics, emotional intelligence or micro-aggressions?

Response: While there are no rigid mandatory content constraints that apply to every single course, the City's priorities and preferred frameworks are clearly guided by its operational needs.

Question 60: Section 1 of the specifications indicates services are provided “as needed”. Will the City confirm minimum guaranteed engagement levels, a retainer, or a not-to-exceed minimum payment schedule to ensure baseline revenue?

Response: The City will not confirm a minimum guaranteed engagement level, retainer, or a not-to-exceed minimum payment schedule.

Question 61: Please confirm the required insurance coverages and minimum limits, including General

Liability and Worker’s Compensation, and whether certificates of insurance will be accepted in lieu of naming the City as an additional insured?

Response: The required coverages and minimum limits are identified on Form 8 – Insurance

Checklist.

The City is required to be covered as an additional insured.

Question 62: Will the City accept a mutual indemnity clause that apportions liability based on each party’s negligence and limits indemnity to direct damages?

Response: No.

Question 63: For clarification, would our proposal satisfy the auto liability requirements by noting only privately insured personal vehicle will be used for travel to training sites? Given that our firm’s services under this contract are limited to onsite instruction, we will not be transporting City employees and using personally owned vehicles.

Response: Yes.

Question 64: Could you provide clarification regarding the anticipated frequency of training sessions under this contract?

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Response: The anticipated frequency is based on a projected schedule, not a guaranteed minimum. The City plans for a core program of at least 12 sessions per year, typically scheduled at a rate of approximately one session per month. However, this is an "as-needed" contract, and the actual frequency for any single vendor will depend entirely on organizational demand. We anticipate scheduling up to 20 or more total sessions annually across all vendors, with assignments allocated based on the specific topic and departmental need at the time.

Question 65: The RFP specifies in-person training at the Learning Center. Would the City be open to occasional virtual delivery if it becomes beneficial or necessary for scheduling flexibility or accessibility?

Response: Yes, the City is open to virtual delivery. While a minimum of 12 core courses are required to be delivered in-person, we recognize the value of flexibility. We are willing to discuss and approve virtual delivery for additional sessions or under specific circumstances where it proves beneficial for scheduling, accessibility, or the specific nature of the training topic.

Question 66: Are businesses who are out-of-state eligible to apply to the RFP

Response: Yes, out-of-state businesses are eligible to submit a proposal.

Question 67: Are they required to apply for a Georgia license in order to apply to the RFP?

Response: Vendors must be properly licensed to do business in the State of Georgia See page

17, section 15: Business License (Occupation License).

Question 68: Are there specific months/seasons when training demand is higher?

Response: Training demand is consistent year-round with no specific peak seasons.

Question 69: How far in advance will instructors typically receive notice of scheduled classes?

Response: Notice is typically given well in advance for the year, with last-minute requests being rare.

Question 70: Do you have preferred curricula or learning objectives for each training topic?

Response: No, we do not provide preferred curricula. We are seeking new and innovative training, with learning objectives focused on leadership and management competencies.

Question 71: What skill levels are you targeting (entry-level, mid-career, supervisory)?

Response: The primary demographic is managers, supervisors, and those aspiring to such roles.

Question 72: Are there any mandatory certifications or accreditations instructors must have?

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Response: No, unless a specific certification is part of the course itself (e.g., for a licensed trade).

Question 73: Do you require post-training assessments or competency testing?

Response: No, proficiency testing is not typical unless required for a specific certification.

Assessments are encouraged and results should be shared with HR.

Question 74: What’s the cancellation policy if minimum enrollment (10 people) isn’t met?

Response: We do not automatically cancel for low enrollment. We discuss rescheduling or delivery changes with the vendor.

Question 75: Do you have existing training curricula or materials that instructors must use, or are we expected to develop original content?

Response: You are expected to develop original content. We are open to new course development.

Question 76: What level of curriculum documentation do you require (detailed lesson plans, learning objectives, assessment rubrics)?

Response: We require high-level learning objectives and course outlines. Detailed lesson plans are not necessary.

Question 77: If instructors develop an original curriculum, who owns the intellectual property rights to the material(s)?

Response: The City retains IP rights for any custom-developed curriculum. Vendors retain IP for their pre-existing materials.

Question 78: Are there any compliance requirements (HR policies, legal guidelines, industry standards) that must be integrated into specific courses?

Response: We will provide any necessary internal compliance information to support instruction delivery, if topic relates to internal procedures and processes.

Question 79: Do you have preferred training duration formats (half-day, full-day, multi-session series)?

Response: We are flexible but prefer 3-hours of training duration or half-day.

Question 80: Are there existing employee competency frameworks or job description that should guide curriculum development?

Response: No, we do not have formal competency frameworks. Training should target practical leadership and supervisory skills.

Question 81: Are there any City-specific policies, procedures, or case studies that should be incorporated into the training materials?

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Response: No, we do not provide city-specific case studies. Training should use general public sector examples.

II. ACKNOWLEDGEMENT

Indicate that your company has received this Addendum on the appropriate form and include with electronic response. Failure to acknowledge receipt of this addendum may render your response “Incomplete”.

Andrea J. McCorvey

Purchasing Manager

FY26 Holiday Schedule (July 1, 2025 - June 30, 2026)

Holiday Date Waste Collection Make Up Day

Make Up Routes Collected

Independence Day Friday, July 4, 2025

Wednesday, July 2, 2025

Friday Collections Routes

Labor Day Monday, September 1, 2025

Wednesday, September 3, 2025

Monday Collections Routes

Columbus Day Monday, October 13, 2025

Wednesday, October 15, 2025

Monday Collections Routes

Veteran’s Day Tuesday, November 11, 2025

Wednesday, November 12, 2025

Tuesday Collections Routes

Thanksgiving Day Thursday, November 27, 2025

Wednesday, November 26, 2025

Thursday Collections Routes

Day After Thanksgiving

Friday, November 28, 2025

Garbage Service Running Friday Regular Routes

No Make Up Day

Christmas Holiday Thursday, December 25, 2025

Wednesday, December 24, 2025

Thursday Collections Routes

Floating Holiday Friday, December 26, 2025

Garbage Service Running Friday Regular Routes

No Make Up Day

New Year’s Day Thursday, January 1, 2026

Wednesday, December 31, 2025

Thursday Collections Routes

Martin Luther King Jr. Birthday

Monday, January 19, 2026

Wednesday, January 21, 2026

Monday Collections Routes

Memorial Day Monday, May 25, 2026

Wednesday, May 27, 2026

Monday Collections Routes

Juneteenth Friday, June 19, 2026

Wednesday, June 17, 2026

Friday Collections Routes

ATTACHMENT A