Request for Proposal (RFP) RFP # 03-KTADM17 Amendment …

1 1 (Revised 1/8/16) Request for Proposal (RFP) Human Resource Management Consultants Klamath Tribal Health & Family Services and Klamath Tribes Administration RFP # 03-KTADM17 Amendment #1 Introduction: The Klamath Tribes workforce has grown significantly over the years since Restoration. Growth has exceeded a structure that was put in place when the Tribe had less than 50 employees. The current systems are no longer adequate with today s workforce requirements . The Klamath Tribes will need to develop a comprehensive structure for its workforce that is able to grow with the organization.

2 The Tribes must have a strong foundational structure to manage the expansion of services and manage the Human Resource capital in a comprehensive manner. Background/Business Case As always the workforce is the largest expense in any business. Properly managing the human capital is essential to success and growth. The Klamath Tribes can no longer be competitive in today s workforce without a formal system for compensation, job classification, and performance management and recruiting. Having a properly structured workforce will help recruit and retain employees.

3 Turnover in key positions in an organization is a huge expense in loss of services, recruitment costs, and lost institutional knowledge. Having comprehensive systems in place to manage the workforce is critical to success. A one size fits all policy manual is no longer working. Klamath Tribal Health & Family Services and Klamath Tribal Administration provides the following employment information to use in the development of the RFP: Information for Klamath Tribal Heath & Family Services: 122 employees at Tribal Health & Family Services (KTH&FS), includes Administration, Tribal Clinic, Behavioral Health, Youth and Family Guidance.

4 102 job descriptions (various or unique). KTH&FS has current job descriptions that can be used as a starting point. 11 identified positions requiring succession plans. KOSS for HRIS, an in house built program is used at KTH&FS. Organization chart is up-to-date for 2016. There is a current compensation structure in place. Information for Tribal Administration: 128 employees at Klamath Tribes Administration. 97 job descriptions (various or unique). 12 identified positions requiring succession plans. Administration has current job descriptions that can be used as a starting point.

5 MIP HR Module, connected to the Finance Department. Organization chart is up-to-date for 2016. There is a current compensation structure in use. The Klamath Tribes Personnel Policy and Procedures Manual has a formal annual performance evaluation process. 2 (Revised 1/8/16) The Klamath Tribes follows the Fair Labor Standards Act (FLSA) for all positions. A total of 23 positions will need a succession plan with a mentorship program to be developed. The quote pricing should include a two-year succession/mentoring plan. The redesign of The Klamath Tribes Policy and Procedure Manual used by KTH&FS and Administration should be related to human resources only.

6 Tribal Health & Family Services, and Tribal Administration will be the only two branches to be included in this project. The Klamath Tribes Personnel Policy and Procedures Manual provides for a Compensation policy. This will be the first review and update of the current compensation structure for The Klamath Tribes. Scope of Work: Described below are the technical requirements for the material, product, or service to be procured, including the minimum essential characteristics and standards which it must meet to satisfy its intended use. There are several key areas that need to be addressed immediately: Compensation Analysis & Design External Market Pricing Salary Survey (specific to local area, southern Oregon) Job Analysis Job descriptions Job Classifications Performance Management System - Performance Evaluations Succession Planning Corrective Actions Grievances Length of time from screening to hire Policy and Procedures Deliverables Described below are the required deliverables that must be addressed in the RFP.

7 The RFP cost can be delivered in one single price, but it is preferred to a cost for each branch. Assessment: An onsite evaluation of current compensation and classification structure; including meeting with HR, Managers and Directors, Tribal Council. A review of existing policies and procedures, organizational charts, and mission statement. Job Analysis: Develop comprehensive job descriptions; modifying as appropriate, including job titles. Provide an external market salary survey to ensure position salaries are comparable to industry standards (benchmark).

8 Job Evaluation: Focus on a comprehensive evaluation and ranking system for all positions. Develop a formalized base compensation plan; including ranking and evaluating each position s impact and contribution to the organization, based on general and specific job qualifications, responsibilities, and characteristics. Slotting positions into salary grades based on their experience, education, performance and 3 (Revised 1/8/16) specialized skills; including interpersonal skills, independent judgment, mental processing/problem solving, and working environment.

9 Succession Planning: Identify key positions that will require succession plans. Design plans to identify, and train employees for succession, (with adherence to the Indian Preference policy). Performance Evaluation: Develop a new system for performance management that integrally links performance to compensation in a strategic, fiscally appropriate manner. Policy & Procedures: With an Employment Law attorney develop and implement a Tribal Employment Law Ordinance, which covers all Tribal employment rules which must be uniform across all Klamath Tribes entities, and redesign the policy and procedure manual(s) to fit each branch of the Tribe.

10 Formalize compensation policies and procedures, including how and when a COLA would be implemented. Redesign the corrective action and grievance policies. Implementation: Develop an implementation and communication strategy for the integrating the new Tribal law, policies and structure. Additional Information for Deliverables: Willing to travel and perform work at Klamath Tribal Health & Family Services and Klamath Tribal Administration offices, if requested. Provide in the RFP, total cost for labor, travel, supplies, and other necessary costs to complete the project, including any expenses that may be needed for a legal review of the policy.