Questions Regarding RFP: Personnel Manual
- Your current manual, how many pages is it?
82 pages.
And how old is it?
Last updated in 2016; in 2022, the Board approved an additional holiday and changed (extended) the probationary period. - The training with stakeholders, rolling it out etc. do you anticipate that being in person training (usually my first choice) or will that be an online training?
We prefer in-person training as well. What is the anticipated total on-site training hours and total cost charged to RMHA?
- (Current Manual) When was the existing personnel manual last comprehensively updated, and approximately how many pages or sections does it contain? Is it currently maintained in a digital format (e.g., Word, PDF) or primarily in hard copy?
Last updated in 2016 in 2022, the Board approved additional holidays and changed (extended) the probationary period. Yes, a digital format is available. - (Known Compliance Gaps) Are there specific policy areas or compliance concerns that have prompted this update (e.g., recent audit findings, changes in HUD guidance, NC legislative updates), or is this a general modernization effort?
This is part of a broader personnel policy modernization effort. As part of this review, we want to ensure that employee longevity and annual leave accrual are aligned with the practices recognized by the Local Governmental Employees' Retirement System (LGERS), in which we participate. Specifically, when an employee joins the Authority with prior credited service under LGERS, we would like to recognize that service for annual leave accrual purposes, allowing the employee to earn leave at the same rate that would be applicable based on their total LGERS service with a participating local government employer. This approach promotes consistency, supports employee recruitment and retention, and recognizes an employee's accumulated public service experience. Ensure the policy meets local, state and federal employment guidelines. - (Stakeholder Sessions) The RFP references up to three stakeholder engagement sessions. Could you clarify the anticipated participants (e.g., department heads, front-line staff, union representatives, Board members) and whether these sessions should be conducted on-site in Rocky Mount, virtually, or a combination?
The primary audience for this project would include Executive Staff, the Board of Commissioners, and potentially our frontline staff during the initial rollout phase. Following implementation, ongoing administration and the annual policy review process would become an internal responsibility that I would oversee. We do not have a unionized workforce. While our preference would be for in-person training to facilitate engagement and discussion, we would also be open to a hybrid approach that combines in-person and virtual training components if necessary. - (Board Presentation) For the Board of Commissioners presentation, is there a preferred meeting date or cycle we should plan around? Should the presentation occur at a specific project milestone (e.g., final deliverable review) or at an earlier checkpoint?
The Board presentation would be scheduled during one of our regular Board meetings, and we are currently targeting October 12, 2026. The Board meets on the second Monday of every other month (February, April, June, August, October, and December). October is our preferred timeframe, as it would provide sufficient opportunity to submit the newly approved Personnel Manual to HUD as part of our Annual Plan submission, which is due each October. - (HUD Program Considerations) Beyond the Public Housing and Housing Choice Voucher programs referenced, has RMHA undergone or planned any RAD conversions, or does RMHA participate in any Moving to Work (MTW) or other special HUD designations that would affect personnel policies?
RMHA is considering various repositioning options that will include RAD conversions. - (Collective Bargaining) Are any RMHA employee groups covered by a collective bargaining agreement or represented by a union? If so, are there specific provisions that must be preserved or addressed in the updated manual?
No. - (HRIS and Technology) What HRIS or payroll system does RMHA currently use? This will help us ensure the updated manual aligns with your existing technology and workflows.
We currently utilize Lindsey Software, which also includes a resident housing portal component. At this time, employee timekeeping is maintained through manual timesheets rather than an automated time and attendance system. - (WCAG 2.1 AA Deliverable Format) For the WCAG 2.1 AA accessible final document, does RMHA envision a tagged accessible PDF, a web-based/HTML version hosted on your site, or both?
Tagged accessible PDF, Word, and manual version for HR for reference, we also print a copy for new staff. A side-by-side redline version and summary of revisions. - (On-Site Expectations) Beyond the stakeholder sessions and Board presentation, are there additional on-site visits expected during the engagement (e.g., kickoff meeting, document review sessions), or is remote work acceptable for the balance of the project?
No, not at this point. - (Preferred Timeline)Does RMHA have a target completion date or internal deadline driving the project timeline? Understanding any Board-mandated or fiscal-year deadlines will help us propose a realistic work plan.
October 2026, no later than January 2027.
- Is there an anticipated budget range or funding allocation established for this effort?
We are not allowed to give that information. - Does RMHA expect any in-person meetings, stakeholder sessions, or board presentations, or should firms assume a primarily remote engagement?
We would like a mixture of both, maybe one in-person to present to the Board and Executive Staff. - If in-person work is expected, how many on-site visits should be included in the proposal?
One, no more than two - Can RMHA provide a copy of the current Personnel Manual and identify any priority areas of concern (e.g., compliance gaps, grievance processes, classification/compensation)?
Please see the attached. - Will RMHA's legal counsel be engaged throughout drafting, or only at the final review stage?
Only at the final review stage. - What level of post-delivery support is expected (e.g., training sessions, revisions after rollout)?
Possible training session at first launch of the personnel manual.