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HomeMy WebLinkAboutElement 8, Inc Employee Handbook RFP Submittal Stacy A.Collette,Chief Strategy Officer 2047 N. Last Chance Gulch#355 Helena MT 596ol 4o6.202.1309 stacyacollette@gmail.com Bethany Jorgenson, Ifinnan Resource Manager City of Bozenian, Hunian Resources Department 121 North Rouse Avenue PO Box '1.230 Bozenian, MT 159771--1230 RESPONSE TO REQUEST FOR PROPOSAL IN FRO 1)U C 110 N It is my pleasure to submit this document as a response to The City of Bozeman, Montana's request for proposal to update the employee handbook. Element 8, Incorporated received notice of the RFP on Friday, April 5, 2013 and has submitted the following response for consideration.The following information provides background and experience as well as a project approach to the RFP. I look forward to further discussing an opportunity to work with you. Thank you for the opportunity. Sincerely, Stacy A. Collette, Chief Strategy Officer Element 8, Incorporated BACKGROUND Element 8 is a business services company with over 18 years of experience in human resource and labor relations work. Chief Strategy Officer, Stacy Collette works with both private and public sector employers across the Pacific Northwest. EXPERIENCE WI I'll MON FANA EMPLOYMEN FLAW Stacy Collette has over 18 years of experience working with Montana Employment Law. She is a recognized labor relations specialist and has successfully advocated for employers across the Pacific Northwest through difficult human resource issues and complex staffing challenges. She has facilitated statewide pay plan changes and developed merit based pay systems, as well as facilitated the development of new performance management systems in several environments. She is proficient in human resource policies and current on State and Federal Laws. She understands the unique Montana environment and how it applies in action within the local governments and local school districts across the State. Stacy has worked extensively with state government agencies, local cities and towns, county governments, school districts and private employers in finding human resource solutions. Most recently, as the Manager of Organizational Development at Blue Cross and Blue Shield, Stacy was responsible for assisting her counterparts in the Human Resource Department with policy revisions, updates and the development of an employee handbook. She was able to combine years of old policies and conflicting procedures into a workable employee-friendly document that better met the organization's needs. Prior to that experience, she served clients by review policies, rewriting policy language including: Family and Medical Leave, Performance Based Pay, Overtime, Construction Bureau Allowance, Shift Differential, Pay and Hours, Health Insurance Benefits, Vacation Accumulation, Sick Leave Use, Discipline and Discharge, Absenteeism, American with Disabilities Act, Accommodations,Workers Compensation, Safety and Injury Policies, Email and Equipment Use Policies, Dress Code, Conflict of Interest, Leaves of Absence,Transfer and Promotion, Employee Development, Education Funding and Training, Licensure and Registration Requirements, Harassment, Addiction and Medical Condition Policies, Grievance Procedures, Whistleblower Policies,Affirmative Action and Equal Opportunity Policies, Personal Responsibility Policies, Sexual Harassment, etc... EXPERIENCE WORKING WI I'll LOCAL GOVERNMEN FS Stacy has worked with several local governments directly and indirectly as an advisor for human resource and labor relations issues. She has been serving public sector clients since 1995 and is familiar with local government policy, regulation and the relationship with state and federal laws unique to those environments. She has provided human resource consulting services to several cities across Montana including: The City of Forsyth, City of Missoula, City of Whitefish and City of Great Falls. She has also spoken to large groups of elected City Officials and serves as a resource across the state. She has worked with several county governments including: Butte Silver Bow County, Cascade County, Missoula County, Yellowstone County, and Gallatin County. In addition she has provided human resource and labor relations consulting services to 62 school districts, 14 state agencies/entities, 9 universities and 13 private sector employers. EXPERIENCE W11"I'll DYNAMIC DOCUMEN'TPRODUC11TION, HOSTING OR Element 8, Incorporated has a broad network of professional organizations including professional information technology firms who provide online searchable document programs both hosted and self- managed. Stacy Collette is familiar with technology solutions that may be compatible with the needs of The City of Bozeman. 2 RESUME STACY A. COLLETTE, CHIEF STRATEGY OFFICER Experienced human resources and labor relations leader with 18+years of experience in public and private industries • Human Resource Consulting including policy changes, adaptation,revision and alignment • Recruitment and retention experience • Managed small and large teams • Trained human resource staff and managers and executives on labor relations and human resource policy • Proven leadership skills with technical and professional teams • Labor Negotiations for large (5oo+)and small clients(<100) • Successful history of crisis management and advisory services including public relations, community involvement,and mediation • Strategized with clients on organizational risk,strategy and business focus Education Master of Arts, Organizational Management University of Phoenix, 2007 Master of Science, Labor Relations University of Massachusetts, Amherst, '8996 2000 Coursework.Complete Coursework— non-degree, Labor Relations George Meany Center .extension program of University of Massachusetts, Amherst, 1995 2001 National Education Association Coursework.'a996 2001 American Federation of Feachers Coursework.,8996 20M B.A. Communications Conzaga University, 1992 Employment Element 8, Incorporated C.N°r ef Str'a:Aegy Off. cer', N....Ilw.unic :in Resource Cons w.ultaint, 2012-Prr.sent Blue Cross and Blue Shield of Montana Ma:imiger', Or'rp^:inr za:i uomfl Development, N....Ilw.unic :in Resources, 2008-2012 3 /\Ode[5OOZU[K8UehleO Markedng Cmmrdfinatmr', zOO7-2OO8 COldWire, LLC Owner, PrMc�p|e. CMefNegcdeAmr and AdvmcaAe. Human Resource Cons u|uant, zOO4-zOO9 Montana School Boards Association D�rec1mrmfTreWno and Persmnne| Serv�ces. CMefNegcd�:Amr and AdvmceAe. zOOz-zOO4 State OfMontana Department OfAdministration LabmrRe|admnsSpec�a|�s1. zOO1-z003 yWEA-yWFT La6mrRe|admnsFMdCmnsukant. Organ�'zer.1gg5-zOO1 Publications • Collette,Stacy A.,Montana School Boards Association Governance Newsletter, quarterly publications aooa'aoo4:HunnunResounceUpdutes, Suoessfu//Nedk/tion, Negotk/tionsvvithPutients,/Nun4ging Grievances and Employment Disputes,Just Cause and Termination, Governance and Leadership, Preparing for Arbitration,Advocacy and Business,Managing an Organizing Campaign,Strike Preparation • Collette,Stacy A.,/NEA'/NFT Newsletter, quarterly publications 1995'2001: Grievance Filing, Effective Advocacy, Negotiations, Working with Management, Negotiation Strategy, Investigations,Just Cause and Discipline, Effective Leadership,Management Rights vs. Union Rights—Making Sense of It, Union Leadership, Winning un Election, Union Security Clause and Dues • Collette,Stacy A.,State of Montana Department of Administration Newsletter, monthly publication 2001-2002: Labor Management Committees, Negotiation Strategies, Preparing for a Just Cause Termination, Discipline, Grievance Management, Working Effectively with Unions. Legislation • Montana Collective Bargaining Act,Title 39 et seq.,various provisions and testimony, Montana Code Annotated, 1997-2009. • Montana Code Annotated,Title 45,Crimes, 45-5-415,Assault with Bodily Fluid,testimony and provision,1999. 4 Speeches, Lectures & Education Sessions • Human Resource Engagements with the various SHRM Chapters in Montana.Topics including: FMLA, Fair Labor Standards Act,Wrongful Discharge Act, Collective Bargaining in Montana, Collective Bargaining in Private Sector, Performance Reviews,Arbitration in Employment Cases, Investigations, Harassment. • Developing Leaders, Blue Cross and Blue Shield of Montana,zoog • Employee Development, Blue Cross and Blue Shield of Montana,zoog • Effective Performance Management, Blue Cross and Blue Shield of Montana, zoog • Discipline, Discharge and Employee Performance, Blue Cross and Blue Shield of Montana,zoog • Effective Grievance Management, Executive Forum for Mayors and City Managers, Local Government Center&Montana Municipal Insurance Authority, March 2013 • Interest Based Problem Solving Methodology, City of Colstrip and Montana Public Employees Association, March 2013 • Facilitation and Mediation Services, Blue Cross and Blue Shield of Montana, 2010 • Effectively Using Mediation in Disputes,State of Montana 2004 • Arbitration Trends and Analysis, Facilitator, State of Montana 2001 • Collective Bargaining in the Construction Industry—A management discussion, Montana Contractors Association, 20o6 • Union Advocacy in the tot"Century, 1999 • The Changing Face of Labor,2001 • Leadership Roundtable—Current Issues and Impact,Thought Leader/Facilitator-Blue Cross and Blue Shield of Montana, 2010-2012 • Alternative Dispute Resolution,SHRM 2000 5 SCOPE OF AGREEMEN F Element 8, Inc.will provide a consultant (Stacy Collette) to facilitate the development of the following project for The City of Bozeman: 1. Review of the current Employee Handbook 2. Update the Employee Handbook with best-practice-based policy 3. Update the Employee Handbook with administrative orders 4. Provide a short list of tested online solutions for an online searchable document program 5. Facilitate the acquisition of such program and employee training and adaptation planning 6. Provide regular content updates at intervals mutually agreed upon Note that any and all deliverables noted above are subject to change by The City of Bozeman and Element 8, Inc.,through mutual agreement. TIMELINE AD SCHEDULE ULE Beginning May 1, 2013, Stacy will be onsite for 1-2 days to gather information and begin the project. Most work will be done remotely; however, throughout the term of the agreement, travel may be required to facilitate the most effective delivery and working relationship.An estimated project initiation timeline is provided below and is subject to discussion and change. ESTIMATED PROJECT INITIATION TIMELINE *subject to change with client discussion and mutual agreement WEEKS ACTIVITIES 1 (May 1) Review current Employee Handbook On-site—Bozeman 1-2 Days Review policies and procedures Research amended administrative processes Interview key staff for project 2 (May 6) Begin revisions of Handbook Remote work Research online programs for solution 3 (May 13) Continue Revisions of Handbook Remote work 3 (May 20) Continue Revisions of Handbook Initial draft of changes to be Research online programs for solution submitted by May 24, end of business On-site, 1 day 4 (May 27) Review changes and potential online Remote work solutions with key staff 6 5 (June 3) Finalize Employee Handbook Deliver final product and if agreed, Prepare delivery models and documents facilitate online solution adaptation and delivery On-site, I day 6 (June 10) *if agreed, contract may be extended On-site, variable dates Remote consultation and Ongoing updates will be made under the adjustments available direction of the City of Bozeman. 101"FESAND PAYMj T Rates and fees associated with the project are subject to discussion and agreement.The following Options offer two sample rate structures. .............................................. The City of Bozeman agrees to pay Element 8, Incorporated at a rate of$100.00 per hour for actual hours worked not to exceed $6,000.00 for the initial deliverables.Time worked beyond the initial engagement including future updates to the Employee Handbook and Policy Review and Revisions or any implementation of a software or online program will be billed separately at a mutually agreeable rate. Any time worked in excess will be discussed in advance and agree to with mutual agreement. Travel will reimbursed for actual expenses including lodging, meals and mileage at the federal rate. Upon engagement, City of Bozeman will submit a retainer payment of$2,000.00(estimated roughly 1/3 the engagement fees)to Element 8, Inc. All work will be billed and paid within 30-calendar days. Payments shall be submitted to Element 8, Inc., 2047 N. Last Chance Gulch#355, Helena, MT 59601. OP..I.. O N E .............................................. The City of Bozeman agrees to pay Element 8, Incorporated a flat rate of$7,500.00. Future updates and revisions to the Employee Handbook will be billed at$100.00 per hour for actual hours worked.The implementation of an online tool will be billed at a rate of$100.00 per hour for actual hours worked. Upon engagement, City of Bozeman will submit a retainer payment of$2,000.00(estimated roughly 1/4 the engagement fees)to Element 8, Inc. All work will be billed and paid within 30-calendar days. Payments shall be submitted to Element 8, Inc., 2047 N. Last Chance Gulch#355, Helena, MT 59601. 7