Human Resources (HR) Request for Proposals (RFP)

NEW Submission Deadline: March 24, 2024 | 11:59 PM ET

(Former Deadline: March 17, 2024 | 11:59 PM ET)

Scope

About Carbon A List

Carbon A List is a climate action instigator specialized in navigating the burgeoning opportunities for climate action, especially, but not limited to, the land sector. Our mission is to help clients and partners unlock climate action in a way that creates equity, transparency, and continuous improvement. Carbon A List offers strategic consulting, methodology development and design, and project development services to a wide range of climate-centric organizations. 

About the Grant

We are leveraging our expertise and positioning to deliver on a $70 million U.S. Department of Agriculture Partnership for Climate Smart Commodities grant (“the Grant”). Serving as a collaboration between industry partners, the Grant is designed to develop end-to-end supply chain partnerships with the goal of both producing climate smart commodities and marketing them via brands and retailers to consumers. In coordination with its Project Partners and Service Providers, Carbon A List aims to enroll more than 350 participating farms in its climate-smart commodity incentive programs.

About the Request

Carbon A List requires Human Resources (HR) services to assess compliance, assist with benefits election and enrollment, and provide ongoing communication, collaboration, and advisory support to ensure compliance with federal regulations and Grant stipulations.

This Request for Proposals (RFP) seeks Service Providers with expertise in comprehensive HR management, including strategic planning, compliance, benefits management, and employee development. Carbon A List aims to partner with a provider that excels in creating and implementing HR strategies that enhance compliance, improve the employee experience, and align with organizational objectives.

The ideal Service Provider will demonstrate proficiency in assessing and advising on HR practices, expertise in change management and organizational design, proficiency in helping organizations reach and maintain an amazing, supportive culture, advising on benefits, supporting recruitment and retention, leading performance management efforts, and facilitating effective communication and stakeholder engagement. We are looking for a partner committed to collaborating with our fully remote team to offer strategic HR solutions and maintain a supportive, compliant workplace environment.

Scope of Work

Strategic HR Management:

Assess HR practices, policies, and procedures to identify gaps with employment laws, regulations, and best practices.
Collaborate with Carbon A List to develop and implement a strategic HR plan that addresses organization and change management.

Contribute to continuous improvement in the employee and cultural experience, including benefit selections, performance appraisals, and HR communications.

Benefits Selection & Enrollment:

Provide expert advice on benefits policies and communication strategies, including the selection of benefits brokers, platforms, and benefits elections.
Actively manage the preparation and input/facilitation for benefits selections, working closely with finance and other departments to ensure informed and strategic benefits recommendations.

Recruitment & Retention:

Support the development of job descriptions, interview questions, and onboarding materials that reflect and enhance Carbon A List's culture and operational needs.
Manage office hours for listening sessions, mediation, and preparation for employee advancement, fostering an environment of support and growth.
Lead the active management and continuous improvement of the performance review framework and process, ensuring it aligns with organizational goals and employee development.

Communication:

Facilitate effective communication strategies and platforms to ensure all stakeholders are well-informed and engaged with HR-related matters, including regular updates on HR issues, risks, and compliance.
Conduct recurring strategy sessions with Carbon A List to discuss ongoing HR affairs and ensure alignment between HR initiatives and organizational objectives.

Expected Deliverables

HR strategy and timeline for implementing recommendations.
Regular, structured updates on HR issues, risks, and compliance matters.
A summary of discussions and action items from recurring HR strategy calls with Carbon A List.

The specific timeline for the delivery of services will be determined in collaboration with Carbon A List. 

Budget

The total anticipated budget for this work is expected to remain under $80,000, and will not exceed $249,999 for the duration of the contract, which has a maximum length of 4.5 years. Providers are encouraged to demonstrate cost-efficiency and value in their financial proposals without compromising the quality and comprehensiveness of the services offered.

We invite proposers to consider offering tiers of service within their proposed budget. This approach should delineate a range of service options, from basic compliance and reporting to comprehensive HR management and strategic advisory services, allowing Carbon A List to select the level of service that best aligns with our current needs and financial constraints.

Proposals should clearly outline the scope of services provided at each proposed tier, including a detailed breakdown of costs associated with each level of service. This tiered offering will enable us to make an informed decision that balances our financial limitations with our requirements for effective and efficient accounting services.

Submissions

Proposal Submission Deadline

NEW Date: March 24, 2024 (extended from March 17, 2024)

Time: 11:59 PM ET

Proposals received after the stated deadline will not be considered.

Submission Format

Proposals must be submitted in PDF format, Arial or Times New Roman, 12-point font. The proposal should not exceed 10 pages in length, including graphics, figures, and/or tables.

Proposals must cover the following information:

Executive Summary: Provide a concise overview of your firm’s proposal, highlighting your understanding of our needs and your solution's value proposition.
Approach to Scope of Work:
- Detail your experience in strategic HR planning, particularly in addressing organization, change management, and improving the employee experience.
- Describe your experience in providing HR services specific to Carbon A List’s needs. How have you tailored your services to meet the unique needs of remote teams and/or small businesses?
- Outline any unique qualifications, certifications, or experiences that set you apart in providing HR services
Risk Management Strategy: Describe your strategy for identifying and mitigating risks related to this grant.
Communication Plan: Outline your plan for maintaining regular, effective communication with Carbon A List and other stakeholders, including frequency of updates, reports, and meetings.
Key Personnel: Identify key personnel who will support this contract, including their roles, qualifications, and relevant experience.
Cost Breakdown: Offer a detailed cost breakdown by scope area (Strategic HR Management, Benefits Election & Enrollment, Recruitment & Retention, and Communication) and anticipated staff support, including hourly rates or fixed costs associated with each segment of the work.
Experience with Similar Projects: Provide examples of previous projects with similar team dynamics (e.g., small business, fully remote) and needs (e.g., Grant-based, organizational).
References: Include references from previous clients for whom you've performed similar accounting services, particularly those involving federal grants or contracts.

Evaluation Criteria

Qualification and Experience (30%)

Qualifications: The Service Provider must have a minimum of 5 years of comprehensive experience in HR services, with at least 3 years dedicated to supporting small businesses, including those with remote teams.
Experience: Specific knowledge of challenges and resource needs for small businesses and/or remote teams; evidence of successful change management projects.
Resource Adequacy: Availability of adequate resources, including advanced tools and a capable workforce, to deliver the required services efficiently.

Approach and Methodology (30%)

Risk Mitigation: Robust strategies for identifying, managing, and mitigating mitigating risks specific to the Carbon A List team (e.g., fully remote, small business, hybrid business focus across consulting and grant-funding).
Process Optimization: Innovative and evidence-based solutions and methodologies to streamline operations.
Responsiveness and Support: A commitment to providing timely and effective responses to tactical questions and operational support needs.
Innovation Partnership: A commitment to actively contribute to exploring innovative approaches and guiding Carbon A List through new endeavors with confidence.

Proposal Feasibility and Budget Alignment (25%) 

Implementation Feasibility: A realistic, well-defined plan ensuring that the proposed services can be effectively implemented within the set timelines and organizational constraints of Carbon A List.
Cost-Effectiveness: A competitive cost structure that delivers value without compromising service quality.
Budget Compliance: A detailed and transparent budget proposal that aligns with Carbon A List's financial needs.

References and Past Performance (15%)

Client Testimonials/Case Studies: Evidence of successful delivery of similar services, as demonstrated through client testimonials, case studies, or references.

Additional Criteria: Commitment to Sustainability, Equity and Climate Goals

Alignment with Carbon A List's mission and climate objectives.
Sustainable practices within the firm or proposed approach.

Please note if you are a Registered Disadvantaged Business Enterprise for our records.

Review Process

Carbon A List is committed to a transparent, equitable procurement process designed for integrity and compliance. Our aim is to select the most suitable service provider through a structured and impartial evaluation.

Scoring Round: We employ a standardized scoring rubric and an evaluation panel to ensure unbiased proposal assessments. Panel reviewers disclose any potential conflicts of interest to prevent bias. Proposals must meet a defined minimum score to advance, ensuring only the top candidates proceed to the interview stage.

Interview Round: Carbon A List will interview selected proposers using scenario-based questions directly linked to project needs. Responses will be evaluated per the RFP evaluation criteria, guaranteeing relevance and fairness.

Terms and Conditions

Contract duration

The contract will be negotiated by Carbon A List and the selected proposer not to exceed 4.5 years.

Payment terms

Payment is made depending on the contractor’s compliance with payment standard operating procedures and processes.

Federal Procurement Standards Compliance

Generally, Contractor shall comply with

all laws applicable to Contractor in its performance and delivery of services; and
all policies and procedures related to this Grant published by Carbon A List from time to time and delivered to Contractor.

Conflict of Interest

Please outline your organization's policy on conflicts of interest and attest there are no material conflicts of interest impacting delivery of services.

Regulatory Changes

In the event of a change in regulations that have a direct impact on the Contractor’s ability to provide the Services or Deliverables in a timely manner, the Parties agree to meet and confer on adjustments to processes and procedures or modifications this agreement.

During the meet and confer period, Parties agree to use reasonable efforts to comply with current and new regulations, policies, and procedures using interim guidance, in writing, from Carbon A List on how to proceed.

Non-Disparagement

Recipients may not engage in any advertising deemed by USDA as disparaging to another agricultural commodity or competing product, or in violation of the prohibition against false and misleading advertising. Disparagement is defined as anything that depicts other commodities in a negative or unpleasant light via overt or subjective video, photography, or statements. Comparative advertising is allowable, provided the presentation of facts is truthful, objective, not misleading, and supported by a reasonable basis.

Additional Information

Note this opportunity is open to U.S. businesses. Please state that your business is located in and licensed to operate within the United States. This opportunity is only open to businesses that do not have pending or current lawsuits that would impact ability to deliver services.

Budget

Questions?

To ensure fairness and transparency during the open Request for Proposals (RFP) process, Carbon A List observes a "quiet period," which begins when the RFP is issued and ends upon the contract award announcement.

To support proposers in their submission process, we have established an FAQ site for this RFP and we encourage you to submit any questions you might have via the FAQ Form. We strive to answer all submissions promptly and thoroughly, and may elect to combine similar questions and responses; however, Carbon A List will not respond to inquiries or engage in one-on-one conversations about specific proposals.

Our goal is to conduct a fair, transparent, and efficient selection process, and we thank you for your understanding and cooperation. We appreciate your interest in collaborating with Carbon A List and your adherence to these guidelines during the RFP process.

Ready to Submit?

Please take a moment to ensure all sections of the RFP have been reviewed:

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