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1. Background and Overview
1.1 Organizational Overview
Company Z is multinational corporation producing engines, power generation systems and related products with its headquarters in Columbus, Indiana, USA. Company Z has nearly 35,000 employees in countries including the U.S, China, Brazil, India, U.K, Canada, Mexico in over 25 business lines.
Company Z has a strong in-house survey department (Survey Store). Surveys are administered in 13 languages using a variety of survey tools. Company Z’ Survey Store currently conducts up to 17 surveys a month; this number is expected to grow. Since many employees work on shop floors globally, they do not have a corporate email address or access to a computer during work hours. As a result, over 65% of these employee surveys are conducted on paper.
1.2 Request for Proposal (RFP) Overview
Company Z is seeking information from qualified vendors who can provide a software solution for conducting global employee satisfaction surveys, exit interviews and surveys at the on boarding process. The scope for this project will encompass the following responsibilities for the potential vendor:
• Provide software for Company Z to develop employee surveys – satisfaction, exit, onboarding
• Facilitate the development of paper survey questionnaires, the collection of paper responses and reporting/analysis on data from paper based surveys
• Provide reporting tools for Company Z to develop reports
• Provide standard reporting and analytics including dashboard views of survey results
• Provide access to survey related consulting support as needed including access to benchmark data from related industries, geographies, etc…
Company Z currently utilizes multiple vendors to meet employee satisfaction survey and exit interview survey software needs. Company Z creates customized surveys and survey data are stored in multiple ways (current vendor’s database and internal servers). This software will be used by Human Resources team members for global employees.
Company Z is interested in implementing solutions necessary to deliver these surveys and to realize its goals quickly and cost-effectively. These goals include:
• Simplify and consolidate tools for survey creation, programming and testing
• Centralize and integrate data collected from all surveys into a single repository to facilitate data analysis
• Simplify survey administration
• Expand capabilities for data reporting and analysis
• Provide HR and business leaders with relevant industry benchmarks
Please refer to the Scope of Functionality in Appendix A of this RFP for a detailed list of the requirements that Company Z is seeking.
1.3 Implementation Timeframe
Function Desired Go-Live Date
Employee Satisfaction Survey(s) 1/1/2011
Employee On boarding Surveys 1/1/2011
Employee Exit Surveys Spring 2011
Customer Satisfaction Survey
(HR as the provider) TBD
Employee Engagement Survey TBD
Culture Survey TBD
Customer Surveys TBD
1.4 RFP Timetable
Company Z has established the following schedule for soliciting and evaluating vendor proposals:
July 23, 2010 Issue RFP
August 4, 2010 Last day vendor questions
August 11 RFP due
Complete by August 20 Evaluate proposals
Week of August 23 or 30 Vendor demos/presentations
Week of September 13 Vendor selection
Please note that Company Z reserves the right to amend this schedule at its sole discretion.
1.5 Submission Procedures
Proposals must be delivered to all recipients via e-mail by 2:00 pm. ET, on August 11 hard copies are due by 1:00 p.m. ET on August 12, 2010.
Please note that Company Z’s email system has a 10MB size limit; any files greater than 10MB will not pass through our Exchange SMTP connector.
Listed below are the filename extensions that are blocked at Company Z’s internet mail gateway. Because security risks can change rapidly, this list may be modified without advanced notice.
Zip files can be sent & received however please note that Company Z’ virus scanners interrogate the zip files so be careful not to include a blocked file extension in the zip file.
Please provide original copies of your proposal to each of the following recipients:
One (1) paper copy and one (1) electronic copy to:
Yancey Jones
Sourcing Manager-Corporate Indirect Purchasing
Company Z Inc.
301 Jackson Street - MC 91672
Columbus, IN 47201
E-mail: yancey.jones@Company Z.com
One (1) paper copy and one (1) electronic copy to:
Ms. Andri Sujono
Hager Strategic, Inc.
1301 Connecticut Avenue, NW - Suite 501
Washington, DC 20036
U.S.A.
E-mail: [email protected]
Important Note Regarding Electronic Copies: The electronic copy of your response to the questionnaire portion of this RFP should be submitted in a Microsoft Word format that is devoid of any graphics that are not core to your proposal response. For example, organizational charts or other pictorials that directly respond to a question may be included; marketing graphics in the headers and footers of your document should not be included. Any additional attachments to your proposal should be submitted in any generally accepted electronic format, such as a Microsoft Office product or Adobe Acrobat.
1.6 Proposal Contact
Any questions regarding this RFP should be submitted no later than August 4 in writing via e-mail to Andri Sujono at [email protected]. To ensure a fair bidding process, responses to vendor questions will be distributed to all vendors (without disclosing the source of the question).
Please do not contact anyone other than Andri Sujono about this RFP.
1.7 Instructions for Completing Proposal
1. Proposal Format
Please present your fee quotation in the format requested.
2. Scope of Vendor Proposal
Please indicate which portions of the RFP your organization is bidding on by completing the checklist in Section 3 of this RFP – ‘RFP Response.’
3. Questionnaire
In responding to the questionnaire, please reproduce each question in order, followed by your response. Please be direct and concise in your responses, noting that excessive marketing may overshadow your qualifications and expertise. References to any information about your capabilities that you may have previously submitted to Company Z separately from your proposal will not be considered.
4. Time for Acceptance
Your organization agrees to be bound by its proposal from August 11, 2010 through the following nine months, during which time Company Z may request clarification or correction of the proposal for the purpose of evaluation.
5. Basis for Cost of Proposal
Any costs of proposal preparation must be borne by your organization and are not the responsibility of Company Z.
6. Completeness
Your proposal must be complete and comply with all aspects of these specifications.
7. Proposal Binding
All representations made in your proposal will be binding and it will be assumed that your organization has agreed to all requirements set forth in this RFP, unless specifically stated otherwise in your response to the “Scope of Functionality” section of the RFP questions. Amendments or clarifications will affect only that portion of the proposal that has been amended or clarified.
Furthermore, the original proposal submitted by your organization, as well as any follow-up information or correspondence transmitted during the proposal process, may be incorporated into a contract executed between Company Z and your organization.
8. Reservation of Rights
This is only a request for proposal and is in no way to be construed as a commitment to license solutions on the part of Company Z. Even though your proposal may be rejected, all information and documents submitted will become the property of Company Z, and Company Z reserves the right to use any of the concepts or ideas contained therein without incurring any liability.
9. Prime Contractor and Sub-Contractors
Company Z reserves the right to accept or reject any sub-contractor you may include in your proposal. The prime contractor and all sub-contractors and related services must be clearly identified in your proposal.
10. Withdrawal
Proposals may be withdrawn by written notice only, provided such notice is received prior to the closing date and time, at the address indicated in Section 1.6 above.
1.8 Vendor Selection Process
The review of vendor responses to this RFP will include the objective evaluation of each vendor’s ability to meet Company Z’s requirements as set forth in this RFP, and each vendor’s demonstrated experience providing similar solutions to other clients. Company Z’s selection criteria are outlined further in the “Selection Criteria” section of this RFP.
Company Z may also hold additional follow-up/due-diligence discussions with finalist vendor(s), and will begin contract negotiations in advance of selecting its vendor of choice to ensure that the vendor ultimately selected is able to meet all of Company Z’s requirements.
Proposals submitted will be irrevocable and open for acceptance for 120 (one hundred and twenty) days following the closing date.
The award of a contract, if any, shall be based on an evaluation of Proposals by Company Z, through consideration of any criteria deemed important by Company Z in its sole discretion.
Company Z reserves the right to award a contract in respect of all or only a portion of the Proposal or to award multiple contracts to different Vendors or to Vendors not included in this RFP process.
Company Z reserves the right to reject any or all Proposals received in response to this RFP without giving any notice or reasons. Company Z also reserves the right to accept any Proposal, notwithstanding informalities or irregularities contained in such Proposal.
The Proposal containing the lowest price or any Proposal will not necessarily be accepted. Company Z reserves the right, without restriction, of sole discretion in determining the best value and whether or not any Proposal received provides the necessary level of value to the company to result in the awarding of a contract.
Company Z reserves the right, in its sole discretion, to seek further information from, or clarification of, any Proposal submitted by any Vendor, and to negotiate with any Vendor, or with more than one Vendor concurrently, the terms and conditions of Proposals. Company Z is not required to offer any modified terms and conditions to any other Vendor and Company Z incurs no liability to any Vendor in exercising its discretion under this paragraph.
Company Z’s decision with respect to the selection of the successful Proposal(s), if any, will be final. Once the decision has been made and the successful Vendor(s), if any, have been notified, Company Z will not accept modified Proposals from the unsuccessful Vendors or requests to reconsider the choice that has been made.
1.9 Disclosure of Company Z’s HR Strategy, Policies and Practices
Except to provide response to this RFP, vendors may not use data on Company Z’s survey programs without written consent from Company Z. Any breach of this requirement could lead to termination of the contract and the exercise of other appropriate remedies by Company Z.
This RFP is both confidential and proprietary to Company Z. Vendors may not, and agree that they will not, duplicate, distribute or otherwise disseminate or make available this document or the information contained in it without the express written consent of Company Z, which may be withheld for any reason within Company Z’s sole discretion. Consent shall be granted only if provided by a Company Z employee. Notwithstanding the foregoing, Vendors may make this document available to those employees who have a need to know its contents in order to participate in the preparation of a proposal and who are bound by contract to keep it confidential.
Vendors shall not or reference this RFP in any publicity without prior written consent from Company Z which may be withheld for any reason, within Company Z’s sole discretion and which, if granted, shall be provided only by the Company Z.
Vendors shall not use or disclose to any third person any data, designs, drawings, specifications or other information belonging to or supplied by or on behalf of Company Z. Upon Company Z’s request, this RFP document together with all such confidential information, including any copies thereof, shall be returned to Company Z.
2. Proposal Selection Criteria
Company Z is seeking reliable, financially stable companies that have the ability to meet or exceed Company Z’ stringent quality, service and cost requirements. Company Z’ evaluation of proposals will be based on all elements of each response, including the supplier’s ability to meet Company Z’ requirements as set forth in this RFP. Factors that Company Z will consider in its evaluation of vendors include:
2.1 Vendor Solution’s Functionality
• The breadth and depth of the application solution in meeting the functionality required by Company Z including multiple language translation support.
• Comprehensive, intuitive and end-user friendly survey tool
• Reporting Capability and Data Analysis Capability
• Technical Support
• Ease of customization
• Provisions for data protection and information security
• The level of integration of the technology/tools to support the entire end-to-end survey process.
2.2 Vendor Organization
• Viability and years of operation
• Customers with profiles similar to Company Z
• Market acceptance of proposed solution
• Product strategy, investment and roadmap
• Customer references
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| Please indicate which of the following your organization is prepared to provide by checking the appropriate box(es) below: |
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| How long has your organization been in business? How long have you been providing your proposed solutions to clients? Briefly describe how your organization got into this business | | |
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| What is the legal entity that will be contracting with Company Z to provide the solutions outlined in the RFP? | | |
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| Are the service lines shown in your response to question #3 independent profit and loss centers?
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| Company Z would like to be able to grant departments temporary access to the tool to develop surveys, collect data and generate reports using only the data they’ve collected. How could this be accomplished with your tool? | | |
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| What percentage of your customers have vendor hosted versus customer hosted applications? | | |
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| Please describe your organization's capabilities and experience working with U.S. based international organizations with a global employee engagement programs. | | |
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| Please describe the data to which Company Z will have access to conduct benchmarking against its industry. How is this data presented? Is this data included in your stated fees, if not, what is the additional cost? | | |
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| What would you offer that you feel are standouts in the market and demonstrate your knowledge of employee engagement in terms of business practices and innovative/creative approaches to administering surveys and analyzing and presenting results? | | |
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