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Employee Handbook Consultant RFP

NASTAD RFP for an Employee Handbook Consultant


Project Overview

NASTAD seeks a Human Resources consultant with extensive not-for-profit experience to develop and create an updated Employee Handbook that reflects NASTAD’s values and culture and represents a progressive non-profit association in the 21st century. Racial justice, equity, anti-racism and anti-white supremacy culture are essential to the success of our work, and we prioritize individuals and organizations that have lived experience and share these values. The consultant must possess the knowledge and ability to advance progressive organizational policies and procedures. It is expected that the new Employee Handbook will operationalize diversity, equity, inclusion, anti-racism, and related principles.


The consultant will be managed by NASTAD’s Director of Human Resources and Administration and collaborate with members of NASTAD’s Anti-Racism Work Group (ARW) and the Intramural Advisory Committee (IAC), which are committees of staff representatives, other staff when necessary and the Executive Leadership Team (ELT), to develop custom-tailored policies along with the necessary language to facilitate compliance with all federal and District of Columbia employment laws and legislation.


NASTAD Background

Our Mission & Vision

NASTAD is a leading non-partisan non-profit association that represents public health officials who administer HIV and hepatitis programs in the U.S. Our mission is to advance the health and dignity of people living with and impacted by HIV/AIDS, viral hepatitis, and intersecting epidemics by strengthening governmental public health and leveraging community partnerships. Our vision is a world committed to ending HIV/AIDS, viral hepatitis, and intersecting epidemics. We want to center racial justice, anti-racism and anti-white supremist principles as we think about, approach and conduct our work.


Our Values

NASTAD believes that:

·       every person has equal value and dignity;

·       access to quality healthcare is a basic human right;

·       we have an obligation to dismantle systems that perpetuate social and racial injustice.


Our Guiding Principles

Equity – we advance the right and dignity of all people by dismantling oppressive systems and centering those most impacted by the syndemic.

Harm Reduction – we ensure people are free to make their own choices and we empower them to live safe, healthy lives.

Personal Growth and Development – we invest in opportunities for entry into and advancement within NASTAD and the public health workforce.

Community – we continually engage with public health and community leaders to learn, connect, empower and ultimately improve lives.

Evidence Informed Innovation – we use data-driven and community informed strategies to provide technical assistance, capacity building and advocacy,

Accountability and Transparency – we hold ourselves accountable to people living with and impacted by HIV/AIDS, viral hepatitis and intersecting epidemics; and we provide comprehensive, timely and accurate information to our staff, members and external partners.


Our Strategic Priorities

1.     Strengthen public health systems for HIV and hepatitis prevention, surveillance, and care.

2.     Advance health and racial equity, and stigma elimination, focusing on disparately impacted communities.

3.     Strengthen organizational excellence within NASTAD and its member jurisdictions.

4.     Implement integrated approaches HIV, hepatitis, STIs, harm reduction, and the social determinants of health.


Our Work

NASTAD is a $15 million member association comprised of health departments’ HIV/AIDS and hepatitis program directors in all 50 U.S. states, the District of Columbia, Puerto Rico, the U.S. Virgin Islands, seven local jurisdictions receiving direct funding from the Centers for Disease Control and Prevention (CDC), and the U.S. affiliated Pacific Island jurisdictions. The local jurisdictions are Baltimore, Chicago, Los Angeles County, Houston, New York City, Philadelphia, and San Francisco. The U.S. affiliated Pacific Island jurisdictions are American Samoa, Guam, the Marshall Islands, the Federated States of Micronesia, Northern Mariana Islands, and Palau.


NASTAD’s seven programmatic teams—Health Care Access, Health Systems Integration, Policy & Legislative Affairs, Hepatitis, Prevention, Health Equity, and Drug User Health—interpret and influence policies, conduct trainings, offer technical assistance, and provide advocacy mobilization for health departments to improve health outcomes for people living with HIV and hepatitis. NASTAD’s operations team (finance, human resources, administration, etc.) is an integral part of its work and supports programs to advance NASTAD’s mission and values. The organization is governed by, and works closely with, a Board of Directors composed of 23 elected public health department members.


NASTAD is largely funded by federal grants from HRSA (Health Resources and Services Administration) and the CDC. Our current staff headcount is 66, including 19 staff working remotely outside of the DC/Maryland/Virginia area. NASTAD follows a flexible remote work policy allowing staff to work from the office, telework, and work remotely. NASTAD has one office located in the District of Columbia. At this time, NASTAD does not have any operations or staff overseas.


Employee Handbook Overview


As a part of NASTAD’s commitment to becoming an anti-racist organization and advancing equity through our mission, we recognize the need to create a new Employee Handbook. The new Employee Handbook should be a “living” document that reflects NASTAD’s mission, guiding principles, and values.  It should fully align with and outline the employees’ experience at NASTAD, which is built around a culture of mutual respect, staff-led decision-making, and professional growth. While being reflective of NASTAD’s values and organizational culture, the Handbook should also inform employees about organizational expectations and support, employee benefits, labor protections, emergency responsiveness, NASTAD’s legal obligations - including COVID-related and multi-state compliance) and best practices that are required for a growing federally funded organization.



?      Research on an intersectional approach to anti-racism, trans-affirmation, class-consciousness etc. employment policy best practices and compliance language.

?      Creation and management of the Employee Handbook document.

?      Availability for frequent, collaborative discussions with various NASTAD staff committees such as the Anti-Racism Workgroup (ARW) and the Intramural Advisory Committee (IAC) as well as the Organizational Leadership Team (OLT),  including an introductory / planning session.

?      Availability for presentations to all staff.




We anticipate that the consultancy will begin in late May, with the Employee Handbook research and drafting to be completed by August 31, 2022.  The consultant will also be available for continued editing and updating and meetings through December 2022.  The new Handbook will be released at the end of 2022. 


Proposal Requirements

We are seeking a consultant who has demonstrated experience working with diverse groups of people and perspectives. We will prioritize proposals from individuals and organizations that share NASTAD values, value those with lived experience and actively implement strategies to support NASTAD’s desire for a Handbook that reflects current world realities.


Please provide the following in your proposal:


·       Organization information: Share your name, address, email address, and telephone number. Please include a personal statement that speaks to your experience and whether it possesses any of the attributes below.  Preference will be given to those proposals with one or more of the following attributes:

o   Person of Color-led organization/business

o   Woman-led organization/business

o   LGBTQIA2S-led organization/business

o   Organization/business certified as minority-owned or woman-owned

o   Strategies to support workforce diversity, equity, and inclusion within your organization/business

·       Project approach: Explain your project approach, style, and process.

·       Staffing: Provide biographies of key consultants (if applicable, organizational leadership, project managers, and trainers). Include a summary of experience of all key staff.

·       Experience: Proposals should include a list of projects that are similar in scale to NASTAD’s and operationalize anti-racism in employee management. Please include URLs and/or copies of your work. Please also provide at least two recent references who can speak to your creation of Employee Handbooks.

·       Schedule and timeline: Proposals should include the estimated project duration, broken down by phases and/or deliverables.

·       Cost: Proposals must include the estimated cost for all work and list anticipated expenses. Please break out the costs by phases and/or deliverables.



Other requirements:

·       NASTAD requires that all independent contractor consultants/vendors carry professional liability insurance. Prior to contract execution, the selected consultant must provide proof of insurance.

·       The selected vendor will be required to disclose any potential conflicts of interest and sign a confidentiality and non-disclosure agreement.


Deadline and Contact Information

The deadline to receive proposals is 11:59 pm on May 9, 2022. Please send proposals to Suzanne LaFlair, Director of Human Resources and Administration at  Suzanne is also happy to answer any questions through her email address.


All submitted RFPs will be reviewed by the staff Handbook Committee. Top candidates will be invited to a Zoom interview with the Handbook Committee and executive leadership. The consultant selection will happen no later than May 20 and all applicants will be notified.

Salary Range
$70,000.00 - $108,000.00
per Year
Salary range estimated by
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Washington, DC, 20001, US