Strategic Human Resources Related Function Assessment

* . The Board of Governors of Missouri State University
Missouri Office of Procurement Services
State. 901 South National Avenue
UNIVERSITY Springfield, MO 65897

" Telephone: 417.836.5260

REQUEST FOR PROPOSAL (RFP) 8460-18

April 6, 2026

Strategic Human Resources Related Functions Assessment
Contract Period: August 1, 2026, through July 31, 2027

This document constitutes a request for SEALED responses from qualified Contractors
to provide Strategic Human Resources Related Functions Assessment as specified
herein, in accordance with the requirements, terms and conditions of this Request for
Proposal.

Date and Time Returnable: 3:00 p.m. on May 18, 2026
John Banion E-mail: JBanion@missouristate.edu_ Telephone: 417.836.5356

By signing below and submitting a response to this RFP, Contractor agrees to furnish
items and/or services pursuant to all requirements and specifications contained in this
RFP, upon either the receipt of an authorized purchase order from Missouri State
University, or receipt of a countersigned copy of the RFP.

Either occurrence shall be agreed on by the parties as forming a binding contract
pursuant to the terms of the RFP set forth herein. Contractor agrees that, subject to the
terms of this RFP, any exceptions to the RFP, or other changes. could disqualify the
Contractor from consideration in University's final award.

Contractor Company Name Date

Mailing Address Telephone

City State Zip Code | Facsimile
Contact Person(s) E-Mail(s)

Printed Name Authorized Signature Title

For University Use Only: Contract Number:
Accepted by the Missouri State University as Follows: In its entirety.

BUYER DATE DIRECTOR

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RFP 8460-18

1.0 INTRODUCTION AND GENERAL INFORMATION
1. Introduction

This document constitutes a request for competitive, sealed responses from qualified
Contractors to provide responses as specified herein for Missouri State University (also
teferred to herein as the University) for the purpose of assisting the University with a
comprehensive Strategic Human Resources Related Functions Assessment, in
accordance with the terms and conditions set forth in this Request for Proposal.

2. Organization

This document, referred to as a Request for Proposal (RFP), is divided into the following
parts:

1.0 INTRODUCTION AND GENERAL INFORMATION...

2.0 SCOPE OF WORK

3.0 RESPONSE SUBMISSION INFORMATION..........:sssssssssesseneneunenes 12
4.0 PRICING PAGE....csssssssssssssesssessssssssssssssssssssesssssesssesseneesseseesessesesesessseestesseeeeeensearenencessenestasuansssvenses, 20
5.0 GENERAL TERMS AND CONDITIONS q.....cccsssssssssesesssecsssesseneesseseseeeensenensesseseusensessessessene 22
6.0 AFFIDAVIT OF WORK AUTHORIZATION .vvscsssssssssssssssssesesssenussssssssesssseusanssseeseessesssase 30
7.0 AFFIDAVIT FOR ANTI-DISCRIMINATION AGAINST ISRAEL ACT ......ssccsssssssssssenses 31

LINK - VENDOR REGISTRATION FORM, SERVICE CODE SE250
https://apps.missouristate.edu/financialservices/Forms/APVendorRegForm.pdf.
3. Questions

It is the Contractor's responsibility to ask questions, request changes or clarification, or
otherwise advise the Procurement Office if any language, specifications, or
requirements of the RFP/RFQ/RFI appear to inadvertently restrict or limit the
requirements of the RFP/RFQ/RFI to a single source.

All communication from bidders regarding the RFP/RFQ/RFI and the procurement
process must be directed to the Buyer identified on the first page of the RFP/RFQ/RFI.

Contractors are assumed to understand the RFP/RFQ/RFI and to have accepted all
terms upon signature. Any questions regarding the RFP/RFQ/RFI must be submitted in
writing.

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RFP 8460-18

Written questions should be directed to the attention of John Banion,
JBanion@MissouriState.edu and should be received no later than April 15, 2026, at
5:00 p.m.

The University will review questions submitted by the Contractor and determine whether
a response is warranted.

4. Timetable

For informational purposes only, Contractors are advised that the University anticipates
following the timetable set forth below regarding this Request for Proposal:

Deadline for Questions April 15, Wednesday | 2026
Deadline for RFP Response May 18, Monday 2026
Consultant Selected for Recommendation | June (Estimated) -_-_| 2026 __|
Board of Governors Review and Approval _| July (Estimated) 2026

5. Right to Modify or Cancel
5.1. University's Right to Modify or Cancel

The University reserves the right to officially modify or cancel the RFP/RFQ/RFI after
issuance. Contractors will be notified of any such modification or cancellation by
issuance of an addendum from the University's Office of Procurement Services.

5.2 Contractor May Modify or Withdraw a Submitted proposal Prior to Proposed Close
Time.

Contractor may modify or withdraw a submitted proposal prior to the Proposed Close
Date and Time by providing the University with adequate notice. For purposes of
withdrawing or modifying a proposal, adequate notice can be achieved in one of the
following ways:

(1) By signed, written notice received by the University's Office of Procurement Services
prior to the Response Close Date or

(2) In person, notification by the Contractor or its authorized representative, provided
proper identification is presented before the Proposal Close Date and Time. Telephone
requests to withdraw or modify a response will not be honored. No withdrawal or
modification will be accepted following the Proposed Close Date.

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RFP 8460-18

2.0 SCOPE OF WORK

1. General

Contractor shall provide a strategic human resource-related functions assessment as
specified herein in accordance with the terms and conditions of this Request for
Proposal.

1.1. Purpose of Procurement

The purpose of the Request for Proposal (RFP) is to solicit responses from firms for a
strategic human resource related functions assessment service.

1.2 Definitions
For the purposes of this contract, the following terms have the following meaning:
1.2.1 Accessibility Standards

Means the following nationally and state accepted accessibility standards, the MO ICT
Standards, the Web Content Accessibility Guidelines (WCAG) developed by the Web
Accessibility Initiative (WAI) of the Worldwide Web Consortium (WC3), Level A and AA,
and Appendixes A, B, and C of Section 508 and 255 Subparts to the Rehabilitation Act
of 1973.

1.2.2 Information Communication Technology (ICT)

Means any information technology, equipment, or interconnected system or subsystem
of equipment for which the principal function is the creation, conversion, duplication,
automatic acquisition, storage, analysis, evaluation, manipulation, management,
movement, control, display, switching, interchange, transmission, reception, or
broadcast of data or information. For the purposes of this definition, ICT includes
Information Technology.

1.2.3 Information Technology (IT)

Means any electronic information equipment or interconnected system that is used in
the acquisition, storage, manipulation, management, movement, control, display,
switching, interchange, transmission, or reception of data or information, including
audio, graphic and text.

1.2.4 Sandbox

Means a testing environment wherein the University may utilize the features of the
Service/Product for the purposes of testing the Service/Product for compliance with this
RFP/RFQ/RFI.

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RFP 8460-18
1.3 Alternative Documentation
1.3.1 Master Service Agreement
Do you have a Master Service Agreement or other document typically distributed to
customers seeking to engage the Services/Product underlying your RFP/RFQ/RFI

response?

OYes or LINo
1.3.2

If yes, will you agree to provide the Services/Products pursuant to this RFP/RFQ/RFI
and the Contract Documents identified herein and not your Master Service Agreement.

Yes or LINo

1.3.3. Edits to Master Service Agreement

If not, will you accept edits to your Master Service Agreement including but not limited to
the incorporation of your Master Service Agreement into this RFP/RFQ/RFI.

Oyes or LINo

1.3.4 Editable Version of Master Services Agreement

If yes, please provide an editable version of the Master Services Agreement sufficient
for editing by the University.

1.4. Background

Missouri State University is a comprehensive institution offering undergraduate and
graduate programs, including the professional doctorate. The university educates
students to be global citizen scholars committed to public affairs.

With system enrollment of 26,000+ students across three campuses, the University is
structured to address the special needs of the urban and rural populations it serves.
Missouri State University, Springfield is a selective admission, graduate level teaching
and research institution. Missouri State University, West Plains is an open admissions
campus serving seven counties in south central Missouri. Missouri State University,
Mountain Grove serves Missouri's fruit industry through operation of the State Fruit
Experiment Station. The University's Extended Campus provides a variety of
opportunities for study that align with the needs of today's mobile student.

The University also operates additional facilities, such as the Darr Agricultural Center in
southwest Springfield, Jordan Valley Innovation Center in downtown Springfield, Bull
Shoals Field Station near Forsyth, Baker's Acres and Observatory near Marshfield,
Missouri State University Graduate Center in Joplin, and a branch campus at Liaoning

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RFP 8460-18

Normal University in Dalian, China. Missouri State's Department of Defense and
Strategic Studies program is located near Washington, D.C., in Fairfax, Virginia.

When developing, procuring, maintaining or using Information Communication
Technology (ICT), or when administering contracts or grants that include the
procurement, development, or upgrading of ICT, the University must ensure that the ICT
allows all users (e.g. employees, program participants, and members of the general
public) with a disability have access to and use of Information Technology (IT) and ITC
that is comparable to the access by users without disabilities. Accordingly, all ICT
procured by the University must comply with the Accessibility Standards as defined
herein.

Successful Contractors MUST reflect compliance with the Accessibility Standards and
provide the requested information set forth below. Failure to satisfactory provide this
information will result in Contractor's exclusion from consideration.

2. Scope of Service

Missouri State University's Director of Human Resources is soliciting proposals to
acquire a comprehensive human resource related functions assessment service. The
purpose of this Request for Proposal is to establish a contract with a Strategic Human
Resources Related Functions Assessment Contractor.

2.1 Missouri State University will engage a consultant to evaluate human resource
related functions, structures, workflows, and coordination practices across the university
and to develop clear, actionable recommendations to improve efficiency, compliance,
service delivery, and organizational alignment.

2.2 Note: references to employees include faculty, staff, graduate assistants, student
workers (both domestic and international), teaching assistants, research assistants, and
adjunct (formerly per course), unless otherwise specified or not applicable.

This review will also include specific consideration for:

e The optimal delivery model for employment resources across the University.
Improvements to coordination, compliance, data quality, and communication
across administrative and academic leadership for the following:

o Training and tracking hours for foreign national student employees.

o The Personnel Action Form process to facilitate the timely
notification/change of employee status (e.g., change in title,
compensation, foreign national employee's status, change of supervisor
form, integration with budget approval and payroll approval changes).

o Timely submission and consistent compliance of time entry and leave
reports.

o Employee onboarding and offboarding.

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RFP 8460-18

(C) Verification of work eligibility upon hire (i.e., |-9, E-Verify, EAD verification)
to improve consistent management and enforcement of associated
requirements.

o Employee relations, including investigations into allegations of workplace
misconduct other than allegations of protected class discrimination and
guidance on employee hiring, performance improvement, disciplinary
action, and termination.

(C) Benefits management (e.g. FMLA management, including management of
"paid" FMLA for faculty).

o Employee recruitment and search processes, including search committee
preparation and training.

2.3 Overarching Objectives

e Improve operational efficiency and clarity of roles in human resources functions
for the university. For those human resource functions/roles that remain
separate across the university: improve communication and coordination.

e Strengthen compliance and risk mitigation for human resource functions.

e Enhance service experience for employees as it relates to human resource
functions.

e Develop a practical implementation roadmap for recommended improvements
with measurable milestones.

2.4 Human Resource Functions

Consultant will conduct a comprehensive review of human resource functions across
the university with the purpose of identifying which functions are working well and what
areas need to be improved using benchmark comparative data. The consultant will
develop recommendations for specific changes that should be considered to address
areas of improvement. The consultant will provide a list of which functions are working
well and meet or exceed industry standards. Recommendations will be realistic,
specific, and actionable. Resource considerations should also be included in the
analysis (e.g., staffing implications, system needs, etc.).

2.5 Employment Resource Model

Consultant will evaluate and develop a recommendation for the most effective delivery
model for employment resources, including consideration for whether or not the
university should adopt a more centralized employment resource model, whether or not
a structured cross-functional team with defined roles, streamlined workflows, and
integrated data systems would be more effective, or whether or not there are other
approaches that would be more effective.

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RFP 8460-18

The chief concern for this area is the current state of disparate employment resource
management across the organization, including a lack of a unified framework for
coordination, oversight, and integration which has been a source of confusion for hiring
departments and data quality and consistency issues. For example, Human Resources
currently oversees employee relations issues for staff members, but not faculty,
graduate assistants, or student employees.

Consultant will assess the current model and recommend the most effective structure
based on_ institutional needs, resource availability, compliance obligations/risks,
efficiency, scalability, and service quality.

2.6 Coordination and Compliance Improvements

Consultant will evaluate and recommend improvements related to:

e Training and tracking hours for non-exempt employees, including international
and domestic student employees and graduate assistants.

e Personnel Action Form (PAF) processes, including timely status notifications.

e Timely and compliant time entry and leave reporting.

e Employee onboarding and offboarding.

e Work eligibility verification processes.

e Ownership of guidance/oversight related to employee hiring, employee and labor
relations, performance improvement, disciplinary action, and termination.

Personnel investigations (except those involving allegations of protected-class
discrimination).

e Management of FMLA (currently the Faculty Handbook contemplates "paid"
FMLA for faculty that is not managed by Human Resources).

Employee recruitment and search processes, including search committee
preparation and training.

Recommendations will include clarified roles and accountability, streamlines workflows,
improved communication protocols, enhanced data integration, and compliance
safeguards.

2.7 HR Technology and Process Efficiency

Consultant will review and evaluate the current HRIS systems, workflows, manual
versus automated functions and how HR analytics are used in decision making.

Specific actions to take include compiling an HR process map (hire-to-retire lifecycle),
identifying redundant approvals, measuring cycle times for position approval, hiring,
promotion, classification review, and addressing data quality between systems that do
not integrate (e.g., Selerix and Banner).

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RFP 8460-18

2.8 Governance and Reporting Structure Review

Consultant will review the current governance and reporting structure, provide best
practice assessment and peer group review. The review should include consideration
for whether the current span of control is optimal, whether the functions are currently
grouped, and whether centers of excellence should be formalized.

Specific attention should be given to how best to position and empower Human
Resources for current and future service expectations.

2.9 Deliverables
Consultant will produce:

e A current-state assessment of human resource functions across the university,
identifying what is working well, what needs to be addressed, and
recommendations for how to address concerns identified.

A recommended future-state human resources organizational model with
supporting rationale.

e Specific risk exposure summary (retention, morale, compliance) with prioritized
recommendations to improve coordination, compliance, and service delivery for
human resource functions within the scope of work.

Recommendations for human resources technology and process improvements,
including a report of findings and automation roadmap.

e A recommended governing restructuring with representative organizational
charts.

e Aphased implementation roadmap with resource considerations.

e Suggested performance metrics to monitor progress and accountability.

Roadmaps will include a prioritized recommendation list (high/medium/long-term),
estimated resource implications (when possible and appropriate), governance structure
recommendations, and change management strategies.

2.10 Additional Requirements

Consultant shail:

1. Conduct interviews, including:
Members of the President's Cabinet
Office of the Provost personnel
Deans of colleges
Human Resources (as appropriate)

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RFP 8460-18

e International Payroll (as appropriate)

e Payroll and Finance (as appropriate)

e Compliance/legal representatives (as appropriate)

e Faculty and staff (as appropriate)

e Student Employment Services (as appropriate)

e Information Services (as appropriate for HRIS systems)

. Incorporate research on how other peer and aspirational institutions and industry
best practices have addressed the outlined areas of concern effectively. Some prior
work on this exists and can be provided upon request.

2.11 Consultant Qualifications
Selected consultant should demonstrate:

e Experience in higher education organizational design and human resources
operations.

Deep understanding of employment law, and best practices related to
compensation, benefits, and employee relations.

Knowledge of shared service models for administrative functions in higher
education.

Process improvement expertise (e.g., Lean, Six Sigma, workflow redesign).

e Strong facilitation and stakeholder engagement skills.

e Experience developing practical, implementable road maps.

xperience aligning human resources practices with organizational goals,
along with proficiency in human resource information system and
technologies.

Ability to manage organizational changes, navigate sensitive topics with
empathy and discretion.

e Ability to analyze roles, identify core competencies, and evaluate how jobs
add value.

While not required, experience designing, configuring, and implementing with the

Ellucian Banner ERP system as it relates to human resources functions, payroll, and
employee records is preferred.

2.12 Key Performance Indicators
Success of the engagement will be measured by:
(C) Delivery of actionable, prioritized recommendations.

e Delivery of a clear and realistic implementation roadmap(s).
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