RFQ 2025_008 Personnel Policy and Procedure M.pdf

REQUEST FOR

QUALIFICATIONS

FOR

Personnel Policy and Procedure Manual Update

RFQ 2025-008

Issue Date: May 28, 2025

Due Date: June 27, 2025

1. Introduction The City of Douglasville is seeking proposals from qualified and experienced consultants to perform a comprehensive update of the Municipality's Personnel Policy and Procedure Manual.

The Municipality requires a comprehensive update that enhances readability, ensures compliance with current federal and state laws, and creates a user-friendly document for all levels of the organization.

2. Project Background The City of Douglasville’s current Personnel Policy and Procedure Manual has not undergone a comprehensive update, though it has received minor revisions over time. As a result, full revision is needed to ensure alignment with current federal and state employment laws, modern human resources best practices, and the evolving operational needs of the organization. The manual serves as the primary policy reference for approximately 370 employees across 44 departments. The updated manual must be clear, comprehensive, and accessible to all levels of staff.

3. Project Objectives The objectives of this project include:

• Conduct a comprehensive review and update of the existing manual found here:

o https://library.municode.com/ga/douglasville/codes/personnel

• Ensure compliance with all current federal and Georgia state employment laws

• Enhance readability and user-friendliness for employees at all levels

• Incorporate best practices in municipal/public human resources management

• Develop a format that allows for easy future updates

• Create supplementary materials, such as quick reference guides, if appropriate

4. Scope of Services The selected consultant will be expected to provide the following services:

4.1 Legal Review and Compliance

• Review and analyze existing policies to identify gaps, inconsistencies, and compliance issues.

• Update policies to comply with current federal and state employment laws, including but not limited to:

o Fair Labor Standards Act (FLSA) https://library.municode.com/ga/douglasville/codes/personnel o Family and Medical Leave Act (FMLA) o Americans with Disabilities Act (ADA) o Age Discrimination in Employment Act (ADEA) o Equal Employment Opportunity (EEO) requirements o Georgia employment laws

• Address new legal developments and emerging issues in public sector employment

4.2 Content Development and Organization

• Reorganize content for logical flow and ease of reference

• Rewrite policies in clear, concise, and accessible language

• Eliminate redundancies and resolve inconsistencies

• Develop standard formatting throughout the document

• Create a comprehensive table of contents and index

• Incorporate visual elements to enhance understanding where appropriate

4.3 Implementation and Training

• Develop a plan for introducing the updated manual to employees

• Prepare presentation materials for management briefings

• Create communication templates for distributing the new manual

• Conduct training sessions for department heads and supervisors in person and/or virtual o The consultant shall provide two (2) training sessions for department heads and supervisors, followed by one (1) training session for all employees. Additional training sessions can be scheduled as needed at an extra cost.

o Each training session will last approximately two (2) hours. Sessions may be scheduled over multiple days to ensure maximum participation.

o The training will be conducted in a hybrid format, with both in-person and virtual options available to ensure accessibility for all employees. Virtual sessions will be conducted via Zoom or Teams.

o The consultant will provide feedback surveys to gauge employee understanding and satisfaction after each training session. Adjustments to the training approach may be made based on feedback.

o Training sessions will be conducted within four (4) weeks of the completion of the final manual draft.

• Prepare FAQ documents to address common questions o The consultant shall provide presentation slides, handouts, and FAQs as part of the training materials. Materials should be accessible electronically and/or in print.

• Conduct a follow-up support session o A follow-up support session will be offered within 30 days of training to address any questions and provide additional clarification. Consultants will also be available via email for ongoing support.

4.4 Deliverables

• Comprehensive updated Personnel Policy and Procedure Manual in both digital (editable) and print-ready formats

• Executive summary highlighting key changes and updates

• Implementation and training materials

• Quick reference guides for supervisors and employees

4.5 Performance Metrics and Reporting

• Bi-weekly progress reports summarizing completed tasks, ongoing activities, and any issues affecting the project timeline

• Key milestones and deliverables including the Draft Manual Review, Final Draft Review, and Final Manual Delivery

• Timely submission of deliverables with feedback incorporated within 7 business days after each review

• Client satisfaction evaluations based on alignment with project objectives, content clarity, legal compliance, and communication effectiveness

• Corrective action plan for addressing delays or deficiencies, submitted within 5 business days if performance issues arise

• Updated project timeline reflecting progress and any adjustments made throughout the project

5. Qualification Requirements Respondents must demonstrate the following qualifications:

5.1 Expertise and Experience

• Minimum of five (5) years of experience in developing and updating personnel policies for public sector organizations

• Demonstrated knowledge of federal and Georgia employment laws applicable to municipalities

• Experience working with organizations of similar sizes and complexity

5.2 Personnel

• Project team must include individuals with expertise in:

o Human resources management o Employment law o Technical writing/document design o Training and implementation

5.3 References

• Provide a minimum of three (3) references from municipal or public sector clients for whom similar services have been performed within the past five years

6. Submission Requirements

Interested consultants must submit the following information:

6.1 Firm Profile

• Brief history and organizational chart of the firm

• Size, resources, and capabilities

• Primary contact: name, phone number and email.

6.2 Project Approach

• Detailed methodology for completing the scope of services

• Proposed project timeline with key milestones

• Description of the firm's approach to creating user-friendly policy documents

• Quality control procedures

6.3 Project Team

• Identification of project manager and key team members

• Resumes of all proposed personnel

• Description of each team member's role and responsibilities

• Availability of personnel for the duration of the project

6.4 Relevant Experience

• Description of similar projects completed within the past five years

• Examples of policy manual formats or structures (redacted as necessary)

• Demonstrated experience with municipal or public sector clients

• Approach to ensuring legal compliance while maintaining readability

6.5 References

• Name, title, organization, phone number, and email address for at least three references

• Brief description of services provided to each reference

6.6 Fee Structure

• Itemized pricing by task or deliverable

• Hourly rates for optional or out-of-scope services

• Estimated expenses (travel, printing, etc.)

• Payment schedule tied to project milestones

7. Evaluation Criteria Proposals will be evaluated based on the following criteria:

Criteria Points

Qualifications and experience of firm and personnel 30

Understanding of project objectives and quality of proposed approach 25

Demonstrated experience with similar projects 20

References and past performance 15

Cost proposal 10

Total Points 100

8. Selection Process The selection process will include:

1. Review of written proposals by evaluation committee

2. Selection of finalists for interviews

3. Interviews with finalists

4. Reference checks

5. Final selection and contract negotiation

9. Estimated Timeline

Action Item Points

RFQ Issued May 28, 2025

Question Deadline June 09, 2025, by 4:00 PM EDT

Responses to Questions Posted June 16, 2025

Proposals Due June 27, 2025, by 4:00 PM EDT

Finalists Interviews TBD

Consultant Selection TBD

Project Commencement TBD

Action Item Points

RFQ Issued May 28, 2025

Draft Manual Submission TBD

Final Manual Delivery TBD

10. Procurement Process and Information

• Request for Proposal Documents

All RFQ documents are available in electronic format at Bidnet Direct www.bidnetdirect.com.

• Availability of Request for Qualifications The RFQ is open to all qualified candidates and is available free of charge.

• Request for Information All requests for information and clarifications regarding this project shall be submitted to Bidnet Direct (www.bidnetdirect.com) no later than June 09, 2025, at 4:00 PM EDT. Questions and answers will be issued in the form of an addendum to all interested and will be available on Bidnet Direct (www.bidnetdirect.com). It is the proposer’s responsibility to check the website for any addenda issued for this RFP.

• Communication From the issue date of this (RFP) solicitation until a successful proposer is selected and announced, proposers are forbidden to communicate about this solicitation or this Project for any reason with any members of the City of Douglasville administration and government, except for submission of questions as instructed in the RFP, or during the pre− proposal conference, or as provided by any existing work agreement(s). For violation of this provision, the City reserves the right to reject the proposal of the offending proposer. If additional assistance is needed, please contact Alyssa Gordon – Senior Accounting Specialist at gordona@douglasvillega.gov.

11. Submittal Date and Information All bids must be submitted electronically in one (1)PDF file via Bidnet Direct (www.bidnetdirect.com) no later than 4PM EDT on June 27, 2025. Electronic http://www.bidnetdirect.com/ http://www.bidnetdirect.com/ http://www.bidnetdirect.com/ mailto:gordona@douglasvillega.gov http://www.bidnetdirect.com/ submittals must include a reference to Personnel Policy and Procedure Manual Update RFQ 2025-008. Late proposals will not be accepted.

1. It is the sole responsibility of the Proposer to assure delivery by the specified deadlines to Bidnet Direct at www.bidnetdirect.com; the City cannot accept responsibility for incorrect or late deliveries, regardless of reason.

2. A list of firms submitting responsive Proposals will be available on Bidnet Direct (www.bidnetdirect.com) website after the stated deadline.

3. Every proposal shall include price for all labor. Proposals may not be withdrawn for a period of 60 days after the due date for receipt of proposals.

4. The selected consultant must maintain the following insurance coverage for the duration of the project:

• Professional Liability Insurance: minimum $1,000,000 per occurrence

• General Liability Insurance: minimum $1,000,000 per occurrence

• Workers' Compensation Insurance as required by state law

• Automobile Liability Insurance: minimum $500,000 per accident

5. The Municipality is an Equal Opportunity Employer and encourages proposals from minority and women-owned businesses.

6. Proposals may be withdrawn by written or email request, provided such withdrawals are received prior to the time and date of the bid closing. Prior to beginning services, Consultant shall present a Liability Insurance Certificate naming the City of Douglasville as an Additional Insured.

7. All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The City is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the City. Labeling information provided in submittals “proprietary” or “confidential” or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until the final award.

8. The City of Douglasville reserves the right to waive all technicalities, formalities, or irregularities in bids. The City may reject the Bid of any vendor that has previously failed to perform properly or complete contracts of a similar nature to the City of Douglasville on time.

http://www.bidnetdirect.com/

9. The selected consultant will be required to enter into a written agreement with the City of Douglasville and comply with all applicable federal, state, and local laws and regulations.

12. Proposal Response Proposals must include the following:

• Firm name, address, and contact information.

• Overview of qualifications and relevant experience.

• Detailed project approach, including a proposed timeline and staffing plan.

• Cost proposal, including a breakdown of labor.

• References (minimum of three).

• Required certifications (e.g., Georgia E-Verify Compliance).

13. General Conditions

• The City reserves the right to accept or reject any or all proposals.

• Proposals must remain valid for 60 days following submission.

For questions or clarifications, submit inquiries via Bidnet Direct (www.bidnetdirect.com) by June 09, 2025, at 4:00 PM EDT.

Fee Proposal Sheet

RFQ 2025-008

Personnel Policy and Procedure Manual Update

Consultant Name: ___________________________ Date: ___________________________

1. Overview of Proposed Fees Task/Deliverable Description of

Task/Deliverable Cost per Task/Deliverable Estimated Completion

Date Milestone (if applicable)

Project Kickoff Initial meeting with the city to discuss project scope and expectations

$____________________ __________________ N/A

Draft Manual Review

Delivery of the first draft of the Personnel Policy Manual for review

$____________________ __________________ Milestone

Final Draft Review

Revised draft after feedback is incorporated

Final Manual Delivery

Final delivery of the updated manual in editable and print-ready formats

Training for Supervisors and Department Heads

Two (2) training sessions for department heads and supervisors

$____________________ __________________ N/A

Training for All Employees

One (1) training session for all employees

$____________________ __________________ N/A

Training Materials

Presentation slides, handouts, and FAQs

$____________________ __________________ N/A

Follow-Up Support Session

Follow-up support session and email consultation within 30 days

$___________________ __________________ N/A

Final Report and Executive Summary

Executive summary highlighting key changes and updates

$___________________ __________________ N/A

2. Total Project Cost Total Cost for All Tasks and Deliverables: $______________________________

3. Additional Fees (Optional/Out-of-Scope Services) Additional Service Description Cost

Example: Additional Training Session

Additional training session requested by City after project completion

Example: Travel Expenses Travel for consultant(s) to attend in-person sessions

4. Payment Schedule Milestone/Deliverable Payment Amount Due Date/Completion Date

Milestone 1 - Project Kickoff

Milestone 2 - Draft Manual Review

Milestone 3 - Final Manual Delivery

Training and Support $______________________ ____________________________

5. Additional Information Please include any additional fees or notes here if relevant to the pricing structure:

BIDDER hereby submits this Bid as set forth above:

Bidder:

(typed or printed name of organization) By:

(individual’s signature) Name:

(typed or printed) Title:

(typed or printed) Date:

(typed or printed) If Bidder is a corporation, a partnership, a limited liability company, or a joint venture, attach evidence of authority to sign.

Attest:

(individual’s signature) Name:

(typed or printed) Title:

(typed or printed) Date:

(typed or printed) Address for giving notices:

Bidder’s Contact:

Name:

(typed or printed) Title:

(typed or printed) Phone:

Email:

Address:

BIDDERS’ DISCLOSURE STATEMENT

All bidders should be aware that the Project is a public project, and the City is a public agency. Pursuant to the laws, rules and Executive Orders of the State of Georgia, the City of Douglasville shall make every effort to avoid even the appearance of a conflict of interest or any impropriety in both the selection process for this project and the negotiation and performance of any resulting contract. As part of any submittal, you intend to make for this project, you must include a Disclosure Statement with your submittal which answers the following specific questions:

1. Describe any business transactions occurring within the prior two years between your firm and the

City of Douglasville.

2. Describe any gift, hospitality, or benefit of any sort that your firm has provided to the City of Douglasville, within the prior one-year period.

3. A conflict of interest or potential conflict of interest is defined as any action, decision, or recommendation by a person acting in a capacity as a public official, the effect of which is or could be to the private monetary or financial benefit or detriment of the person, the person’s relative, or any business with which the person or a relative of the person is associated. The potential conflict of interest is viewed from the perspective of a reasonable person who has knowledge of the relevant facts. Based upon this definition, describe any conflict of interest or potential conflict of interest that your firm has with the City of Douglasville.

This Disclosure Statement should be dated and signed by an authorized signer for the bidder and submitted with the Bidder’s submittal.

Name of Firm

Authorized Signature Date

Printed Name and Title of Authorized Agent

Georgia Security and Immigration Compliance.

Compliance with the requirements of O.C.G.A. 13-10-91 and Georgia Department of Labor Rule 300-10-1-.02 are conditions of this contract. Contractor certifies that it has the following number of employees (check one appropriate box):

_____500 or more employees, or

_____100 or more employees, or

_____fewer than 100 employees, as identified in O.C.G.A. 13-10-91. In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from the subcontractor(s) such subcontractor(s’) indication of the employee-number category applicable to the subcontractor. The contractor’s compliance with the requirements of O.C.G.A. 13-10-91 and Rule 300-10-1-.02 is attested by the execution of the contractor affidavit as shown in Rule 300-10-1-.07, or a substantially similar contractor affidavit, which document is attached to this Contract, and is a part of this Contract.

In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from such subcontractor(s) attestation of the subcontractor’s compliance with O.C.G.A. 13-10-91 and Rule 300-10-1-.02 by the subcontractor’s execution of the subcontractor affidavit shown in Rule 300-10-1-.08 or a substantially similar subcontractor affidavit, and maintain records of such attestation for inspection by the City at any time. Such subcontractor affidavit shall become a part of any contractor/subcontractor agreement.

CONTRACTOR AFFIDAVIT AND AGREEMENT REGARDING GEORGIA SECURITY

AND IMMIGRATION COMPLIANCE.

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. 13- 10-91, stating affirmatively that the individual, firm, or corporation which is contracting with the City of

Douglasville has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with the City of Douglasville, contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. 13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the City of Douglasville at the time the subcontractor(s) is retained to perform such service.

Company ID Number: EEV/Basic Pilot Program * Authorization Date

Name of Contractor Name of Project

Name of Public Employer

Signature by Authorized Officer or Agent Date

Printed Name of Authorized Officer/Agent of Contractor

Title of Authorized Officer/Agent of Contractor

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE ___ DAY OF ______________________, 20____

Notary Public

My Commission Expires: ________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV / Basic Pilot Program” operated by the U. S.

Citizenship and Immigration and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA).

CERTIFICATION FORM

I, , being duly sworn, state that I am

(title) of (firm) and hereby duly certify that I have read and understand the information presented in the attached bid and any enclosure and exhibits thereto.

I further certify that to the best of my knowledge the information given in response to the request for bids is full, complete and truthful.

I further certify that the bidder and any principal employee of the bidder have not, in the immediately preceding five years, been convicted of any crime of moral turpitude or any felony offense, nor has had their professional license suspended, revoked or been subjected to disciplinary proceedings.

I further certify that the bidder has not, in the immediately preceding five years, been suspended or debarred from contracting with any federal, state or local government agency, and further, that the bidder is not now under consideration for suspension or debarment from any such agency.

I further certify that the bidder has not in the immediately preceding five years been defaulted in any federal, state or local government agency contract, and further, that the bidder is not now under any notice of intent to default on any such contract.

I acknowledge, agree and authorize, and certify that the bidder acknowledges, agrees and authorizes, that the City of Douglasville may, by means that the City of Douglasville deems appropriate, determine the accuracy and truth of the information provided by the bidder and that the City of Douglasville or their agents may contact any individual or entity named in the RFB for the purpose of verifying the information supplied therein.

I acknowledge and agree that all the information contained in the RFB is submitted for the express purpose of inducing the City to award a contract.

A materially false statement or omission made in conjunction with this bid is sufficient cause for suspension or debarment from further contracts, or denial of rescission of any contract entered into based upon this bid thereby precluding the firm from doing business with, or performing work for, the State of Georgia. In addition, such false statement or omission may subject the person and entity making the bid to criminal prosecution under the laws of the State of Georgia of the United States, including but not limited to O.C.G.A. §16-10-20, 18 U.S.C. §§1001 or 1341.

Signature

SWORN AND SUBSCRIBED BEFORE ME

This (day) of (month), 20 (year)

NOTARY PUBLIC SIGNATURE

My Commission Expires:

NOTARY SEAL

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