City Of Hammond Purchasing Department PROVIDE A COMPREHENSIVE CLASSIFICATION AND COMPENSATION STUDY FOR THE CITY OF HAMMOND RFP 17-06

Transcription

1 1 City Of Hammond Purchasing Department PROVIDE A COMPREHENSIVE CLASSIFICATION AND COMPENSATION STUDY FOR THE CITY OF HAMMOND RFP # Proposals Shall Be Received by the Purchasing Department, 310 East Charles Street P.O. Box 2788 Hammond, LA Until 10:00 A.M. November 14, 2016 For Additional Information or Questions, Contact: Loretta Severan, Human Resources Director (985) Severan_LS@hammond.org

2 2 SPECIFICATIONS PROVIDE COMPREHENSIVE CLASSIFICATION AND COMPENSATION STUDY SERVICES FOR THE CITY OF HAMMOND IN ACCORDANCE WITH THE ATTACHED CITY OF HAMMOND SPECIFICATIONS FOR COMPREHENSIVE CLASSIFICATION AND COMPENSATION STUDY AND ALL THE TERMS AND CONDITIONS FOUND IN THIS DOCUMENT. LIABILITY The Consultant shall assume the defense of and indemnify and save harmless the City and its Officers and Agents from all claims relating to work. The Consultant shall be responsible for any and all damages or claims for damages or injuries or accidents done or caused by him or his employees, or resulting from the execution of the work, or any operations, or caused by reason of existence or location or condition of facilities or of any materials, supplies, or machinery used thereon or therein, or neglect or omission on his part, or all of the several acts or things required to be done by them, under and by these conditions, and covenants, and agrees to hold the City harmless and indemnified for all such damages and claims for damages. The Consultant shall indemnify and save harmless the City from and against all losses and all claims, demands, payments, suits, all attorney fees, actions, recoveries and judgments of every nature and description made, brought or recovered against the City by reason of any act or omission of the Consultant, his agents or employees, in the execution of his work. The Consultant shall name the as an insured. INSTRUCTIONS TO OFFEROR Potential offerors are urged to promptly review the requirements of all specifications and submit questions for resolution as early as possible during the RFP period. Questions or concerns must be submitted in writing to the Contact listed during the RFP package and shall become part of the Consultant s proposal package. Otherwise, this will be construed as acceptance by the prospective offeror that the intent of the specifications is clear and that competitive proposals may be obtained as specified herein. Protests with regard to the specification documents shall not be considered after proposals are opened.

3 3 RFP packages are mailed only as a courtesy. The does not assume responsibility for prospective offerors to receive RFP packages. Potential offerors can pick up RFP packages with specifications at the Purchasing Office, the website ( electronic bidding website ( or we will fax upon request. The RFP number, Offeror/Firm name, address, and RFP opening date shall be clearly printed or typed on the outside of the proposal envelope. Only one (1) proposal shall be accepted from each offeror. Alternates shall not be accepted unless specifically requested in the RFP specifications. Submission of more than one (1) proposal or alternates not requested may be grounds for rejection of all proposals by the offeror. The method of delivery of proposals is the responsibility of the offeror. All proposals shall be received by the Purchasing Department, Hammond City Hall Complex, 310 East Charles Street, Hammond, Louisiana, on or before the specified RFP opening date and time. Late proposals shall not be accepted under ANY circumstances. It is the offeror s sole responsibility to ensure that their proposal has been delivered and accepted with ample time to meet all specified deadlines. All proposals must be typed or written in BLUE/BLACK INK. Any erasures, strikeover and/or changes to prices shall be initialed by the offeror. Failure to initial shall be cause for rejection of the proposal as non-responsive. All proposals shall be signed. Failure to do so shall cause the proposal to be rejected as non-responsive.

4 4 RFP # Form Proposal Description: Provide all Labor and Equipment to Provide a Comprehensive Classification and Comprehensive Study for the in accordance with all documents. As a qualified offeror for the project, I have carefully examined all of the Documents and have examined the conditions and specifications of the work to be done, and I hereby propose to furnish all labor, materials, equipment, tools, etc., as called for by the specifications. I hereby acknowledge that I have received the following Addenda and they are reflected as part of this proposal, List by date and Addendum number Offeror agrees to deliver services in complete accordance with all Specifications for the sum indicated on the Professional Fee Breakdown found in the sealed envelope per Specification instructions. Signature of Name of Company Date The above signature on this RFP certifies that offeror has carefully examined the instructions to offeror, terms and specifications applicable to and made a part of this proposal Package. Offeror further certifies that the prices shown are in full compliance with the conditions, terms and specifications of this proposal.

5 5 CITY OF HAMMOND SPECIFICATIONS FOR COMPREHENSIVE CLASSIFICATION AND COMPENSATION STUDY PROJECT OVERVIEW In a growing environment, the is not exempt from the complexities of remaining economically viable and competitive while providing public services. And in this era of change, the crucial issue is how to absorb the impact of both organizational and budgetary constraints while preserving an employee s commitment to the City and its constituents. Just as important, the City will need to prepare for how the everchanging economy is going to affect talent management and how it will adjust its past strategies to ride out uncertainty in the economic climate. The City requests a qualified Consultant to provide a proposal for services to conduct a study of the City s current compensation and classification system, and Americans with Disability Compliant Job Descriptions with the exception of Fire and Police classified positions. The proposal should identify and define the essential issues and methodology as well as state the Consultant s professional qualifications and personalized approach to project management and execution. The City s contact for questions regarding specifications is Loretta Severan, Director of Human Resources at (985) COMPENSATION STUDY: SALARY SURVEY This project will involve determining the pay levels of incumbents in similar positions in selected organizations using reliable published and custom compensation surveys. This will also include determining what organizations the City wants to include in its pay comparisons and the City s desired relationship to those comparisons. Identifying positions that are commonly found in other local governments as well as other competitive employers will primarily determine the selection of benchmark jobs. All City positions will be reviewed through Position Description Questionnaires except Municipal Fire and Police personnel. State and local Municipal Fire and Police classification plans govern Police and Fire personnel; however, job descriptions for Municipal Fire and Police will be provided to bidders. Salary recommendations for Municipal Fire and Police personnel must follow Louisiana Revised Statues 33:1992 and 33:2212. Based on results of the salary survey, the Consultant will make recommendations as to the external competitiveness of all salary schedules developed during the study. They

6 6 will also provide a written report of the results of the survey including charts and graphs comparing the City to survey participants. At some point, refinement of the compensation plan to comply with the changing needs of the City will be necessary. The Consultant shall also furnish the City with recommendations for essential management tools and software for redesigning and updating it. DEVELOPING A COMPENSATION STRUCTURE After each surveyed job has been priced in the competitive market, the Consultant will develop a salary structure (or structures) for all positions in the study. It is anticipated that the compensation structure will be a blend of internal equity decisions (i.e. the current pay hierarchy) coupled with external equity input (i.e. the salary survey data). Design issues in the development of the compensation plan include: Multiple structures for different job categories (Exempt, Non-Exempt, Municipal Police and Fire Classified Positions) The width of the salary ranges The midpoint progression from one grade to the next The overlap of one grade with adjacent grades to ensure promotional equity The weight of salary survey results Integration of all items listed above with management pay philosophy and organizational financial resources During this phase, the Consultant will analyze the City s current salary plan and recommend viable alternatives for all positions. The Consultant will prepare a pay schedule and recommend allocation of jobs to salary ranges as a final result of this effort. After each surveyed position has been priced in the competitive market, the Consultant will develop a draft salary structure for all jobs in the City. During this time, the Consultant will work very closely with the City s Director of Administration, Human Resources Director, and Project Team in the discussion of job placement, market comparisons and budget impact. The Consultant will provide the City with the results of initial findings and recommendations for City s review and comment. After the review phase is complete, the Consultant will further analyze the City s current salary plan and recommend viable alternatives and budget impact scenarios for consideration during the implementation phase. The Consultant will prepare a final pay

7 7 schedule and recommend allocation of positions to salary ranges. Additionally, the Consultant will develop a plan for the implementation and the effect on employees. The Consultant will provide the following data on each employee: Employee s current salary Exact position of each employee in the proposed range Relationship of the employee s salary to the midpoint of the range Whether the employee is below the minimum of the range or above the maximum of the range The Consultant will present the proposed salary structure to the Mayor, Director of Administration and Human Resources Director for a secondary review. The Consultant will continue to work closely with the City to facilitate their review of the results. Incorporating comments from the Project Team, the Consultant will adjust the structure for the Final Report. The structure will be a blend of a market-based strategy coupled with the management philosophy, culture, values and goals of the. The result will be a structure that incorporates input from a variety of sources, including but not limited to: Market comparisons from the salary survey data The Mayor, Director of Administration, Human Resources Director, and Project Team through the review of the resulting salary structure The Mayor and City Council through the review of results (through optional update sessions), policy decisions in the overall positioning of the organization in the market, and administrative guidelines The external objectivity of a professional Consultant throughout the review and facilitation of the entire process TRAINING OF CITY STAFF The Consultant will train the Director of Administration and the Human Resources Director as well as the designated staff members on the future maintenance of the compensation system. The Consultant will accomplish this through the delivery of a comprehensive Final Report to include project recommendations and administrative guidelines for future maintenance.

8 8 DEVELOPMENT AND PRESENTATION OF FINAL REPORT WITH RECOMMENDATIONS AND ADMINISTRATIVE GUIDELINES The is an Equal Employment Opportunity Employer. For the City to effectively maintain and administer the newly created compensation program, it is necessary to develop administration guidelines that reinforce the objectives of the program. With this in mind, the Consultant will prepare and present a Draft Final Report to the Director of Administration and Human Resources Director. The report will summarize project elements, contain relevant recommendations on adoption and implementation of the pay system, and will discuss ongoing administrative guidelines. The report will also include an assessment or need for suggested changes based on discussions and observations and analysis throughout the project to improve the overall effectiveness of attracting and retaining employees. In addition, all recommended changes to the current compensation system will also be included in this preliminary report including detailed salary structure reports, salary survey findings, individual employee data, and the job/position hierarchy results of the job evaluation process. The Report will include a phased implementation plan with options to consider based on budget impact. Based on meetings with and input from the Mayor, Director of Administration, and Human Resources Director, the Consultant will develop the Final Report and will present it to the Mayor and Council in a formal session. The Final Report will: Define the salary policy and salary plan objectives Set forth procedures for maintaining an externally competitive salary structure Define the salary policy concerning promotions, transfers, etc. Support the City s goals and philosophy in the area of total compensation All recommended changes in the current system would also be included in the Final Report. The Final Report will include the following elements: 1. Executive Overview 2. Project Summary 3. Implementation Plan and Recommendations 4. Salary Administrative Guidelines

9 9 SUMMARY OF MAJOR STUDY ELEMENTS The project consists of the following major study elements: Meet to discuss study objectives, benchmarks, and survey target agencies; Collect employee s data in a database (salaries, hire/promotion dates; job titles); Capture employee data through a job questionnaire process; Evaluate job data provided by employees; Conduct a survey of other agencies (cities, parishes, etc.); Integration of survey data and job data in a classification system; Reclassification of incumbents as needed; Reassignment of positions to the appropriate pay grades; Provision of recommended ranges for all positions; Identifications of implementation costs; Deliverables 10 copies of the completed plan and classifications manual, including but not limited to an introduction, description of the methodology used, finalized position descriptions, survey results, and a final recommended classification and compensation schedule for each employee group. And finally, an electronic copy of the completed plan and classification manual in Microsoft Work and/or Microsoft Excel. Presentation of findings. The Proposal shall include the following: THE PROPOSAL Listing of recent clients including contact names and phone numbers. Resumes of the Consultant s staff that would be working on the project List of Project Services and Deliverables that would be provided to the City of Hammond. One (1) year of Professional Support to assist the City in any speed bumps that may occur with the integration of new jobs into the system. Travel-related expenses, such as lodging or mileage or airfare will be paid at cost (supported by invoices), business-class only. Listing of cost and time estimate on a separate sheet. This sheet must be in a sealed envelope marked FEES and attach to the bid documents for return to the City. See example.

10 10 EXAMPLE Cost and Time Estimate General Description of Services Hours Time Frame Cost Salary Survey Process Developing Compensation Structure Training Final Report Listing of Travel Expenses Totals EVALUATION CRITERIA All proposals will be evaluated based upon two sets of criteria minimum and comparative. Minimum Evaluation Criteria - Each proposal shall meet all the following criteria in order to be considered further: 1. Consultant shall have a minimum of three (3) years of experience in conducting wage and classification studies, developing and recommending salary structures, reviewing and developing position descriptions, and recommending the placement of positions within the salary structure. 2. Consultant shall have completed at least five (5) classification and compensation studies, three (3) of which such plans shall have been for a municipality. 3. Consultant shall have demonstrated knowledge of applicable federal and state statutes and regulations governing employment and personnel activities. Comparative Evaluation Criteria - Each proposal shall meet all the following criteria in order to be considered further: A. Professional Qualifications/Experience 1. Level of experience in conducting Compensation and Classification Studies: A rating of HIGHLY VALUABLE will be given to Consultants who have ten (10 (10) or more years experience in conducting wage and classification studies, developing and recommending salary structures, reviewing and developing position descriptions, and recommending placement of positions within the salary structure and have completed more than ten (10) such studies comparable to this project, of which seven (7) or more have been for municipalities.

11 11 A rating of VALUABLE will be given to the Consultants who have more than five (5) but less than ten (10) years of experience in conducting wage and classification studies, developing and recommending salary structures, reviewing and developing position descriptions, and recommending placement of positions within the salary structure and have completed more than seven (7) such studies comparable to this project, of which more than five (5) but less than seven (7) have been for municipalities. A rating of NOT VALUABLE will be given to Consultants who have more than three (3) but less than five (5) years of experience in conducting wage and classification studies, developing and recommending salary structures, reviewing and developing position descriptions, and recommending placement of positions within the salary structure and have completed more than five (5) such studies comparable to this project, of which at least three (3) have been for municipalities. 2. Staff A rating of HIGHLY VALUABLE will be given to Consultants who assign a principal Consultant to this project who has participated in at least six (6) comparable studies for municipalities. A rating of VALUABLE will be given to Consultants who assign a principal Consultant to this project who has participated in at least four (4) but less than six (6) comparable studies for municipalities. A rating of NOT VALUABLE will be given to Consultants who assign a principal Consultant to this project who has participated in at least two (2) but less than four (4) comparable studies for municipalities. 3. Demonstrated experience regarding specific items outlined in this RFP: A rating of HIGHLY VALUABLE will be given to Consultants with a well-defined and developed Plan for Scope of Services as set forth in this Request for Proposals and clear, understandable and focused implementation strategy. A rating of VALUABLE will be given to Consultants with a sufficiently defined and developed Plan for Scope of Services as set forth in response to this Request for Proposals and adequate, but not exceptional implementation strategy. A rating of NOT VALUABLE will be given to Consultants with inadequately defined and developed Plan for Scope of Services as set forth in response to this Request for Proposals and sketchy and undefined implementation strategy.

12 12 4. Demonstrated ability to complete projects on a timely basis: A rating of HIGHLY VALUABLE will be given to Consultants who provide a timeline that illustrates completion of the project by March 15, A rating of VALUABLE will be given to Consultants who provide a timeline that illustrates completion of the project after March 15, 2017 but before May 1, A rating of NOT VALUABLE will be given to Consultants who provide a timeline that illustrates completion of the project after May 1, 2017 but before June 1, B. References 1. Evaluator s degree of satisfaction with the Consultant s references: A rating of HIGHLY VALUABLE will be given to Consultants when all of their references indicate that the projects were completed to their satisfaction, on time, they were professional and responsive to requests of the employing entity and reference would use Consultant again on another project. A rating of VALUABLE will be given if to Consultants if only one of their references indicates that the project was not completed to their satisfaction. A rating of NOT VALUABLE will be given to Consultants if two of their references indicate that the project was not completed to their satisfaction. C. Materials Submitted 1. Quality of Consultant s presentation and manner of presentation: A rating of HIGHLY VALUABLE will be given to Consultants when their presentation was extremely clear and well organized and demonstrated their superior ability to present information effectively. A rating of VALUABLE will be given if to Consultants when their presentation was clear and well organized and demonstrated their ability to present information effectively. A rating of NOT VALUABLE will be given to Consultants when their presentation was unclear and disorganized and did not demonstrate their ability to present information effectively.

13 13 2. Description of Services A rating of HIGHLY VALUABLE will be given to Consultants when their presentation excels in addressing the scope of service requested in the RFP; method and approach is proven, detailed, comprehensive and effectively presented. A rating of VALUABLE will be given if to Consultants when their presentation fully addresses the scope of services requested in the RFP; method and approach is detailed and comprehensive. A rating of NOT VALUABLE will be given to Consultants when their presentation describes a less than adequate response to the scope of services requested in this RFP; method and approach is not detailed or comprehensive. 3. Consultant s apparent breadth of knowledge and experience in conducting Compensation and Classification studies: A rating of HIGHLY VALUABLE will be given to Consultants when their presentation demonstrated their superior level of knowledge and experience in the field. A rating of VALUABLE will be given if to Consultants when their presentation demonstrated their high level of knowledge and experience in the field. A rating of NOT VALUABLE will be given to Consultants when their presentation did not demonstrate a high level of knowledge and experience in the field. GENERAL PROVISIONS A. The reserves the right to contact any Consultant individually for the purpose of clarifying his/her proposal. Each Consultant who submits a response to this RFP may be required to make an oral presentation of the submitted proposal to the City. Such presentations, which provide an opportunity for the Consultant to clarify its proposal and to ensure mutual understanding, will in no way change the Consultant's original proposal response. No expenses or fees will be paid for any oral presentations, or other services related to competition. B. The reserves the right to accept or reject any or all proposals if deemed to be in the best interests of the City. C. All proposals, once submitted to the, may become public records according to Louisiana State Law.