Process & Organizational Improvement Con

Agency: Fairfax County
State: Virginia
Type of Government: State & Local
Caegory:
  • R - Professional, Administrative and Management Support Services
Posted Date: Nov 7, 2018
Due Date: Nov 26, 2018
Solicitation No: RFP2000002691
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Process & Organizational Improvement Con
BID NUMBER: RFP2000002691
CLOSING DATE/TIME: Nov 26, 2018 @ 02:00 PM


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NOTE: Fairfax County Public Schools conducts all procurement activities in accordance with
delegated authority from the Purchasing Agent of Fairfax County Government. Bids and
proposals in response to FCPS solicitations must be delivered to the address above on or
before the date and time stipulated in the solicitation.
RFP 2000002691
Process and Organizational Improvement Consulting Services
All questions pertaining to this RFP should be submitted in writing to the contract administrator, Delphine
G. Lambert at dglambert@fcps.edu no later than November 16, 2018 at 5:00 p.m. Eastern Time.
Office of Procurement Services
8115 Gatehouse Road, Suite 4400
Falls Church, VA 22042
ISSUE DATE:
REQUEST
FOR
PROPOSAL TITLE: Process and Organizational Improvement
November 7, 2018 NUMBER: 2000002691
Consulting Services
DEPARTMENT:
ERFC
DUE DATE/TIME:
November 26, 2018 at 2:00 p.m.
CONTRACT ADMINISTRATOR: Delphine G.
Lambert at dglambert@fcps.edu
Proposals - In accordance with the following and in compliance with all terms and conditions, unless otherwise noted,
the undersigned offers and agrees, if the proposal is accepted, to furnish items or services for which prices are quoted,
delivered or furnished to designated points within the time specified. It is understood and agreed that with respect to
all terms and conditions accepted by Fairfax County the items or services offered and accompanying attachments shall
constitute a contract.
Note: Fairfax County does not discriminate against faith-based organizations in accordance with the Code of Virginia, §
2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other
basis prohibited by state law relating to discrimination in employment in the performance of its procurement activity.
NAME AND ADDRESS OF FIRM:
Telephone/Fax No.:
E-Mail Address:
Federal Employer Identification No:
OR
Federal Social Security No.
(Sole Proprietor)
Prompt Payment Discount:
State Corporation Commission
(SCC) Identification No.
__% for payment within
___days/net ___ days
By signing this proposal, Offeror certifies, acknowledges, understands, and agrees to be bound by the conditions set forth
in the General Conditions and Instructions to Bidders as described in Appendix A, the Certification Regarding Ethics in
Public Contracting set forth in Appendix B, and by any other relevant certification set forth in Appendix B.
BUSINESS CLASSIFICATION – Described in Appendix B - CHECK ONE: LARGE (Y) SMALL (B)
MINORITY-OWNED SMALL (X)
MINORITY OWNED LARGE (V)
WOMEN-OWNED SMALL (C)
WOMEN OWNED LARGE (A)
NON PROFIT (9)
CHECK ONE:
INDIVIDUAL
PARTNERSHIP
CORPORATION
Vendor Legally Authorized Signature
Date
Print Name and Title
Sealed proposals subject to terms and conditions of this Request for Proposal will be received by the Director of the Office of
Procurement Services at 8115 Gatehouse Road, Suite 4400, Falls Church, VA 22042-1203 until the date/time specified above.
AN EQUAL OPPORTUNITY PURCHASING ORGANIZATION
(DPSM32) rev FCPS 12/16
SPECIAL PROVISIONS
RFP 2000002691
1. SCOPE OF SERVICES:
1.1. The purpose of this Request for Proposal is to solicit sealed proposals to establish a contract
through competitive negotiation for the provision of Process and Organizational Improvement
Consulting Services to The Educational Employees’ Supplementary Retirement System of
Fairfax County (ERFC).
1.2. The following tentative schedule is provided to the Offerors as a means of planning. Offerors
are advised that this schedule may change during the solicitation process.
Milestones
Questions Due
RFP Due Date
Finalist Interviews
Award Contract
Target Date
11/16/18
11/26/18 at 2 p.m.
1/11/19
1/28/19
1.3. Finalists are expected to be available for the finalist interview date—which will be held in
person at an ERFC selected location or via teleconference on January 11, 2019. Offerors
shall ensure that a representative who can bind the firm is available for both the finalist
interviews and negotiations.
2. MINIMUM QUALIFICATIONS
2.1. The following are the minimum qualifications an Offeror must meet or exceed, at the time of
submission, in order for FCPS to accept a proposal as responsive. Each Offeror must address
how it meets each of the below minimum qualifications when submitting its Technical Proposal.
If an Offeror fails to respond to each qualification, or if FCPS determines from the response that
an Offeror does not meet any one of the minimum qualifications, its proposal may be deemed
non-responsive and disqualified from further consideration.
a. Bidder must have provided process and organizational improvement consulting services
comparable to those detailed in this RFP to at least two (2) clients with a staff size of 20 to
50 employees who are in a service related industry, and one or more of which must have
had at least $3 billion in assets or a $3 billion market cap as of June 30, 2018.
b. The bidder must designate an approved lead consultant with at least 15 years of
experience in the field of process and organizational improvement, and at least 5 years
providing consulting services in the same field, for institutional or corporate clients. The
process and organizational improvement consultant must be an employee of the firm.
c. The bidder will provide at least one Lean Six Sigma Master Black belt consultant as part of
the engagement. The Lean Six Sigma Master Black belt must be an employee of the firm.
3. CONTRACT PERIOD AND RENEWAL:
3.1. This contract will begin on date of award and terminate on February 28, 2020.
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SPECIAL PROVISIONS
RFP 2000002691
3.2. The obligation of the County to pay compensation due the contractor under the contract or any
other payment obligations under any contract awarded pursuant to this Request for Proposal is
subject to appropriations by the Fairfax County Board of Supervisors to satisfy payment of such
obligations. The County’s obligations to make payments during subsequent fiscal years are
dependent upon the same action. If such an appropriation is not made for any fiscal year, the
contract shall terminate effective at the end of the fiscal year for which funds were appropriated
and the County will not be obligated to make any payments under the contract beyond the
amount appropriated for payment obligations under the contract. The County will provide the
contractor with written notice of non-appropriation of funds within thirty (30) calendar days after
action is completed by the Board of Supervisors. However, the County’s failure to provide such
notice shall not extend the contract into a fiscal year in which sufficient funds have not been
appropriated.
4. BACKGROUND:
4.1. FCPS is the largest school system in the Commonwealth of Virginia and the 10th largest in the
United States. The school system consists of approximately 196 schools and centers serving
almost 190,000 students from kindergarten through 12th grade and covers approximately 440
square miles. There are approximately 24,000 full-time employees and additional 12,000 part-
time employees.
4.2. ERFC is a public sector defined benefit plan, which operates under terms incorporated in a
Fairfax County Ordinance and the ERFC Plan Document. ERFC is governed by a seven-
member Board of Trustees and administered by the Executive Director. ERFC operates as a
supplementary plan serving over 30,000 members via three different benefit structures. ERFC
benefit structures and membership are outlined below.
1. ERFC (Legacy) for members hired prior to July 1, 2001
2. ERFC 2001 Tier 1 for members hired on or after July 1, 2001, but before July 1, 2017
3. ERFC 2001 Tier 2 for members hired on or after July 1, 2017
ERFC Membership
As of December 31, 2017
Retirees
Deferred Vested Members
Active Plan Members
ERFC (Legacy)
ERFC 2001 Tier 1
ERFC 2001 Tier 2
11,729
4,759
4,488
15,683
1,670
4.3. The ERFC benefit structure was designed specifically to supplement the benefits that members
receive from Social Security and the Virginia Retirement System. ERFC 2001 is a simplified
defined benefit structure. ERFC 2001 Tier 2 raised retirement eligibility, increased the period
for calculating a member’s final average salary and changed the cost of living adjustment to be
based on the Consumer Price Index.
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SPECIAL PROVISIONS
4.4. ERFC’s staff composition is as follows:
Manager/Supervisor
Departments by Function Count
Positions
Executive
2
2
Member Services
12
2
Information Systems
3
0
Financial Services
8
2
Communications
2
1
Administrative Support
2
0
Totals
29
7
RFP 2000002691
Full Time (FT)/Part Time
(PT)
2 FT
12 FT
3 FT
6 FT, 2 PT
2 FT
2 FT
27 FT, 2 PT
4.5. The pension fund’s assets are managed externally by approximately 27 investment
management firms and advisors under contract to the Board and monitored by the general
investment consultant and ERFC’s CIO.
4.6. Detailed information about ERFC is contained in its Comprehensive Annual Financial Report, a
copy of which is available on ERFC’s website at www.fcps.edu/ERFC. The objectives,
guidelines and performance standards for the assets of the Fund are available on ERFC
website.
4.7. ERFC is a legally separate single-employer retirement system and fund established under
Virginia Code Section 51.1-801 to provide pension benefits to all full-time educational and
administrative support employees who are employed by Fairfax County Public Schools (FCPS)
and who are not covered by another Fairfax County plan.
4.8. The System contains two primary benefit structures, ERFC and ERFC 2001. Both are defined
benefit structures. The original structure, ERFC, became effective July 1, 1973, and is
coordinated with the benefits members expect to receive from the Virginia Retirement System
(VRS) and Social Security. It remains in effect; however, it was closed to new members
employed after June 30, 2001. Effective July 1, 2001, all newly hired full-time educational and
administrative support employees were enrolled in ERFC 2001, hereinafter referred to as ERFC
2001 Tier 1. Tier 1 was closed to new members employed after June 30, 2017 but remains in
effect as well. For ERFC members hired on or after July 1, 2017, ERFC 2001 Tier 2 was
established.
4.9. The Board of Trustees is the governing body of ERFC. The ERFC Board comprises seven
members—three appointed by the School Board, three elected by the System’s active
membership, and one trustee who is neither affiliated with, nor employed by FCPS, its School
Board, nor by any union or similar organization representing FCPS employees. The initial six
trustees annually select and recommend the seventh ERFC Board member, or “individual
Trustee,” for approval by the FCPS School Board. The ERFC executive committee comprises
the chairperson and treasurer.
4.10. The goal of the project is to perform a comprehensive review of ERFC’s processes and
organizational structure in order to improve customer service, streamline processes, and
significantly reduce the overall costs of administering the pension fund.
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