RFP # H REPOST

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May 6, 2016

CCHHS System seeks a consultant to conduct a scalable System Wide Job Classification and Compensation Study.

RFP # H16-0002 REPOST

This addendum revises RFP documents. This addendum is issued to respondents of record prior to execution of contract, and forms a part of contract documents and modifies previously issued documents. Insofar as previously issued contract documents are inconsistent with modifications indicated by this addendum, modifications indicated by this addendum shall govern. Where any part of the contract documents are modified by this addendum, all unaltered provisions shall remain in effect.

2. Addendum Acknowledgement Form

Acknowledge receipt of this addendum in the space provided on the Addendum Acknowledgement Form. Proposers must include the signed form with their response. Failure to do so will subject Proposers to disqualification.

3. Changes and Clarifications

a. Responses to Vendor Questions are provided below.

4. Attachments

a. Please see the attached Org Chart. NEXT PAGE

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ID QUESTIONS CCHHS RESPONSE

1

Can you please provide the 2015 CCHHS organization chart referenced as Appendix II?

Please see the attached Org Chart.

2

Has Cook County Health and Hospital Services (CCHHS) performed similar Fair Labor Standards Act (FLSA) assessments in the past? If so, how long ago? Was this conducted internally or with outside assistance? Will you provide a copy of the previously completed FSLA if one was completed?

Yes an internal review was completed in 2015 for all titles. Copies of results will be provided to the successful vendor for review / validation.

3

Is it CCHHS' intent to include all job titles in both the FLSA assessment and classification study?

All non- union and select union positions.

4

Are CCHHS' current FLSA classification/processes clearly/formally documented?

No, however CCHHS should follow Federal & State Guidelines.

5

Has CCHHS experienced any legal action/employee actions regarding worker classification issues?

No

6

How many employees are covered under a Collective Bargaining Agreement (CBA)?

Approx. 88% of CCHHS 6265 Employees are union members.

7 How many CBAs does CCHHS have with the union(s)? 12 different Unions 23 local agreements. 8

Does the Scope of Services include other FLSA pay practices (i.e., OT, payroll processing, paychecks, bonus inclusion in regular pay rates, etc.)

Yes

9

Does CCHHS have up-to-date job descriptions and updated, detailed organization charts?

In Most cases job descriptions, are outdated. Please include cost to review all. An Org Chart is attached.

10

Does CCHHS have particular job titles about which it is more concerned than others?

All titles

11

Given confidentiality agreements with Ernst & Young LLP clients, we would like to defer providing letters of recommendation upon selection as a finalist. Is this acceptable?

Yes

12 Does CCHHS currently have a performance appraisal system?

No automated system, however written performance evaluations are generally completed on an annual basis for clinical staff.

13 If the answer to question 12. is yes, is a talent review part of this? 14

If the answer to question 12. is yes, how frequently does CCHHS complete performance appraisals?

Annually for clinical staff.

15 Does CCHHS do a forced ranking? No

16 What percentage, if any, of compensation is tied to the performance appraisal?

None – Unionized employees receive annual step increases per their respective CBA’s etc. Would like to explore performance based

appraisals for non-union staff members – currently COLA adjustments are approved by the County Board.

17 Does CCHHS tie analytics to performance appraisal metrics? No

18

Per Section 6.1B, item 6., what would CCHHS currently include in a "Total Rewards Summary?" Is CCHHS also requesting a competitive benefits analysis in addition to a competitive salary analysis?

Healthcare (Medical, Dental, Eye), Retirement Plan, Tuition Reimbursement (Nurses Only), paid vacation / holidays etc. No

19

For non-union and union management positions, is CCHHS also requesting a competitive analysis of annual and/or long-term incentives?

For non-union Yes

20

Please confirm what CCHHS organizational structures and/or groups are part of the scope of Organizational Planning?

All Departments should be reviewed.

21

The RFP indicates that the project leader must have a Ph.D. in

Industrial/Organizational Psychology or education and experience. What does CCHHS consider to be equivalent education and experience to a Ph.D.? Can you please provide examples? Additionally, would the CCHHS consider a project a lead with a Ph.D. in another area of study other than

Industrial/Organizational psychology?

CCHHS will consider Project Leaders who not have a PhD, but have comparable experience working on projects of this nature.

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ID QUESTIONS CCHHS RESPONSE

22

Why does CCHHS require the project leader to have a Ph.D. in

Industrial/Organizational Psychology Ph.D., when it appears the majority of the requested services relate to classification and compensation?

CCHHS will consider Project Leaders who not have a PhD, but have comparable experience working on projects of this nature.

23 Who will be reviewing the responses to the RFP at Cook County Hospital? Internal CCHHS Evaluation Team

24

The RFP states that the CCHHS has established a goal that MBE/WBE

firms retained as subcontractors received a minimum of 35% of this

procurement. Do the MBE/WBEs have to be registered specifically as

Cook County/City of Chicago MBE/WBEs or will any MBE/WBE

certification qualify?

The MBE/WBEs have to be registered specifically as Cook County/City of Chicago MBE/WBEs.

25

Who from CCHHS will review the proposals and select the consultant? Internal CCHHS Evaluation Team

26

Will the CCHHS Board be involved in project decision making and/or what is their role on the project?

Once a vendor is selected the CCHHS, proposal to proceed will be presented to the CCHHS Board for review / approval.

27

What is the current level of communication and awareness of the project among CCHHS leadership, physicians, medical staff, and employees?

Concept has been discussed with CCHHS leadership / Board members.

28

The RFP states the scope of work will be 12 months. Is this preferred timeline for analysis, design, and/or implementation activities? Does the DHR have a target timeline for this work to be completed?

We anticipate the project will take approx. 12 months to complete – however we will consider the vendors recommended timelines.

29

Does any documentation exist on the current state operating model/bureau, division, department structure?

Org chart will be provided to successful vendor

30

Are there any financial goals associated with this work (e.g., cost/head count reduction) in addition to the objectives outlined in the Current State section of the RFP?

No

31

Has CCHHS determined the list of job titles that need to be analyzed for the approximately 900 positions to be identified?

No, however proposals should include cost to cover all 900 titles..

32

How are the 700 positions and 330 job titles (non-union) and 200 positions and 50 job titles (union) dispersed across the medical centers and health care clinics? Are positions and titles expected to be consistent across locations in the future state?

66 % Clinical positions 34% Non-Clinical. Yes

33

Regarding 6.1, A3, is the recommended structure meant to be a job titling structure/guidelines vs. an organizational structure?

Yes

34

Is there an expectation to analyze the current span of control or just provide recommendation on the appropriate span of control for the future reporting structure? (6.1 Services A10)

Both

35

Regarding the request to “Design structures and divide responsibilities within CCHHS Bureaus, Divisions and Departments”, is CCHHS looking for a

recommended operation model and functional structure or an organization

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to include all the positions analyzed or just certain levels of leadership? (6.1 Services C1)

36

What does the scope entail for the type of communications plan and support expected for “defining the process for communication with CCHHS

representatives” (6.1 Services A2) and preparing and providing correspondence to all employees to communicate changes (6.1 Services A14)?

Vendor should prepare communication plan and templates to be used by Senior Leadership / HR to communicate changes / structure etc.

37

Is Change Management support expected throughout the project or are only strategic recommendations at the closure of the project needed (6.2 Services C4 - “make recommendations on change management”)?

At closure only

38

What is the process and timeline for requesting union-specific data (salary, tenure, etc.)?

Information will be provided to the successful vendor.

39

Is providing recommendations on changes to the compensation

structure and pay levels for the 200 union clinical positions (50 unique

job titles) in scope for this project or are the positions covered by these

union employees out-of-scope?

All titles are in scope, we will be flexible to scale.

40

Are physicians and other clinical providers in scope for this project?

41

Does CCHHS have existing and current job descriptions for any the

positions in scope or will the project entail job description development

for all positions covered by the study?

Yes we have most job descriptions, however in many if not most instances they will need to be reviewed/updated.

42

Does CCHHS have a single HR Information System in place to maintain

employee data?

Yes

43

Does CCHHS have a system/technology infrastructure to develop job

descriptions or is job description development a manual process in

Microsoft Word or a similar application?

Manual today – however if there are systems available – please add /separate pricing/ descriptions in your proposal.

44

Does CCHHS have access to published compensation survey data or will

CCHHS be relying on the consultant hired to provide all market data?

We are members of several organizations – however we would also expect the vendor to also have access to data / surveys as well. i.e. Mercer, Sullivan Cotter, MGMA

Each union has multiple pay scales.

45

How many salary structures are currently in place for the in-scope

positions?

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Do current organizational charts or similar documents illustrating

reporting structures exist?

Please see attached Org Chart

47

Do CCHHS have an electronic performance management system

currently in place? Is it used for all employees? Are there any

exceptions?

No

48

Will the consultant selected for the project have access to union

representatives to gather data related to unionized employees?

No. CCHHS Human Resource staff will be available to assist.

49

Will CCHHS have employee(s) who will be able to assist the selected

consultant with this project with data collection, draft deliverable

review and other similar assistance?

Yes data collection – vendor will be responsible for all deliverables.

50

Are the CCHHS leaders receptive to working sessions or focus groups to

gather insights from a number of key stakeholders at one time?

Either and or both – we will consider the recommendations of the successful vendor.

51

Please clarify how the requested Services outlined in subsections A, B

and C of Section 6.1 of the RFP need to align to the seven items in the

Pricing Proposal framework outlined in section 6.5 of the RFP.

Items 1.01, 1.02, 1.04 align with Sec 6:1 A Items 1.03, 1.05 align with Sec 6:1 B Items 1:06 align with Sec 6:1 C

52

Please confirm if a bidder can propose exceptions to the contract terms

and conditions in the RFP and not have it result in disqualification of

their proposal.

Yes, a Proposer may propose exceptions to the Contract terms and Conditions.

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ADDENDUM ACKNOWLEDGEMENT FORM

As required by the RFP, Proposers must submit this acknowledgement form with their response. One

acknowledgement form per response, listing all addenda, is appropriate.

Addendum No.: _____

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Company Name:

_____________________________________________________________

Representative’s Name: ____________________________________________________________

Signature:

______________________________________________________________

Date:

______________________________________________________________

END OF ADDENDUM

COOK COUNTY HEALTH & HOSPITALS SYSTEM

ORGANIZATIONAL STRUCTURE

Chief Executive Officer Corp. Compliance &

Privacy

Officer

General Counsel Dir. Internal Audit

Executive Dir. Government Affairs Executive Director

Communications

Employment Plan Officer COO Cook County Dept. of

Public Health Chief of Staff

Dir. Marketing & Brand Management Dir. Multicultural Affairs

Dir. Policy

Deputy CEO Operations Executive Medical

Dir./Medical Dir. Stroger

Executive Dir. Nursing Deputy CEO

Finance and Strategy

Dir. Community Affairs

Chief Financial Officer Chief of Human Resources

Executive Dir. Managed Care(CountyCare)

COO Hospital-Based Services/Site Admin. Stroger

Chief Information Officer

Dir. Decision Support

Senior Dir. Integrated Care Management Executive Dir. Supply Chain

Management

Dir. Managed Care (CCHHS) COO Ambulatory Services

Chief Quality Officer

Dir. of Project Management and Operational Excellence

Director of Media Dir. of Pt. Experience

Dir. Hospitality Services Site Admn. Cermak

Executive Dir. Facilities Sr Dir. Clinical Shared

Services Site Admn. Provident

Chief Medical Information Officer

Sr. Dir. Sponsored Programs & Clinical Research

Dir. Professional Education

Dir. Reg South Clin Cluster Dir. Reg NW Cluster Dir. Reg Ops Cen Camp Dir. Clinical Service Lines

Dir. Reg Ops OFHC SSC

Med. Dir. Provident Med. Dir. Cermak Med. Dir. Ambulatory Services

Dir. Employee Health Services Dir. Credentialing Dir. of Support Services