Comprehensive Employee Compensation Study - RFP Questions and Answers July 26, 2016

Transcription

1 Comprehensive Employee Compensation Study - RFP Questions and Answers July 26, 2016 Q1. Regarding number of positions and titles, we understand the library wants pricing for 100, 150, 200 positions. There are only around 200 non-union employees. Our compensation work typically involves titles and not exactly tied to number of employees since more than 1 employee can hold the same title. It is normal for an organization to have a smaller number of titles compared to employees. Is the library looking for pricing for 100 to 200 distinct titles? A1. There are a few titles that are similar and may not need individual evaluations, but we anticipate at least 100 titles may need to be evaluated. Please provide pricing as requested in RFP section VII. PROPOSAL REQUIREMENTS, B. Cost in accordance to the requirements of the RFP and cost table. Failure to provide your cost proposal as requested will be grounds for determining a proposal to be non-responsive. Q2. Has the library done any study since 1998? A2. The Library has asked for compensation studies for yearly merit increases every few years since 1998 but not a full comprehensive study of our compensation structure since Q3. Are there issues in benefits? Are non-union employee benefits different from union employee benefits? A3. All Queens Library employees are eligible for the same benefits that are offered by the City of New York. Q4. Are all job descriptions available? Is the library expecting pricing for updating job description for each of the 200 employees? A4. We have job descriptions available for most positions. We are not expecting pricing for updating all job descriptions as most are updated. Q5. Is the president/ceo the same person for executive compensation study? Is the library separating the positions into 2 for 2 separate positions? A5. The President and CEO position is one position. Q6. Is the Queens Library a member of the ARL - Association of Research Libraries? A6. No. 1

2 Q7. Is the Queens Library considered a 'research' library? A7. No. Q8. Is the Queens Library a member of the ALA - American Library Association? A8. Yes. Q9. Does the Queens Library have access to the ALA-APA Salary Survey? If so, which year? A9. The Queens Library has not utilized this survey. Q10. Does the Queens Library have access to the ALA-APA Benefits Survey? If so, which year? A10. The Queens Library has not utilized this survey. Q11. What salary survey databases has the Queens Library used in previous years? A11. The Queens Library has used the Economic Research Institute database and Mercer for executive compensation. Q12. Can interviews of top-qualifying candidates take place via skype or will they be held on site? A12. If the Queens Library performs interviews in connection with this RFP, the Library will make a determination at that time if interviews are to be in person, via telephone or by some other means. Q13. Regarding Benefits - it is noted that the Queens Library has the same benefit package as the City of New York who is the NYC Benefit Advisors? A13. Proposers who require this information should visit the website of the New York City Office of Labor Relations- Q14. Regarding a recommendation for the CEO - Do you need a "Reasonableness Opinion Letter" to comply with Intermediate Sanction Requirements? or are you looking for a salary recommendation only? A14. This RFP seeks proposals from firms that can best advise the Library of the methods that can best achieve the stated Scope of Services. Proposers should detail in their proposal their recommended plans. 2

3 Q15. While the study might encompass up to 200 non-union full-time employees, how many distinct jobs does this entail (i.e., is every position unique or are there multi-incumbent jobs)? A15. Please see the attached listing of job titles. Q16. In your Q&A, you stated that you are not expecting pricing for updating all job descriptions as most are updated. Can you please clarify what you are looking for in #1 of the scope, Review all non-union employee job descriptions and make recommendations for new job descriptions or updates to existing job descriptions according to the function each employee actually performs compared to his or her stated job description? A16. The Queens Library requires the successful proposer to review and update the job description to fully capture the actual job duties performed by the employee. Proposers are to include their maximum pricing to perform these services for each table. Q17. What is the desired level of analysis for the benefits review? For example, we can conduct a high-level review of the types of benefits offered and the programs competitiveness versus the market. At the other end of the continuum, we can conduct a sophisticated quantitative benchmarking of each benefit component including a comparison of rates A17. The Queens Library is looking for competitiveness versus the market analysis. Q18. Can you provide more detail on what you mean by Executive Compensation Policy for the President and CEO position? For example, is it pay components and levels and/or pay administration guidelines or philosophy? A18. The Queens Library is looking for firm with the experience and qualifications that can best recommend an executive compensation policy. Proposers should provide their maximum pricing for their recommendation. Q19. What other executive roles are included within the scope? A19. General Counsel, Chief Financial Officer, Chief Operating Officer, Chief of Staff and Chief Librarian. Q20. Do you currently have a compensation philosophy (or strategy) for the non-union fulltime positions? A20. The purpose of the RFP is for the Queens Library to obtain these professional services and secure a strategy. 3

4 Q21. Do you currently have a defined comparison market or group for benefits/compensation comparisons? If yes, are you able to share the details of that group? A21. The Queens Library has used the Economic Resource Institute for comparisons. Q22. Do you currently market price the non-union full-time positions? If so, what surveys do you use? A22. Please see the answer to question 21. Q23. In Attachment 1, Form #2, at the bottom of the form, starting with Company Name and including the Owners Representative, should that contain the contact information for the proposing firm? A23. Yes. Q24. When do you anticipate award of contract (or anticipated project start date)? We notice the completion date is within six months of the performance of the contact. By when do you need a final report with cost recommendations? A24. The RFP requires that proposers state in their cover letter to be bound by the terms and conditions of the RFP and that their proposal is valid for 180 days. The Library expects to make its selection within that time period. The award and start date of a contract would then follow. Q25. Other than ensuring that your salaries and benefits for non-union staff are competitive, are there other issues motivating the project at this time? A25. Please see RFP sections IV. BACKGROUND and V. SCOPE OF SERVICES. Q26. Would you like the consultant to recommend streamlining titles? A26. Proposers should include recommendations in their proposals and detail the benefits of the recommendations. Q27. Can you share a list of titles at this time? A27. Please see the attached list of titles. 4

5 Q28. Level of staff involvement: a. Employee interviews? If yes, how many? b. Staff committee for the project? c. Position description questionnaire process? A28. Proposers should factor employee interviews and provide maximum pricing as per the table in RFP section VII. PROPOSAL REQUIREMENTS, B. Costs for each of the not-to exceed fees for up to 100 employees, up to 150 employees and up to 200 employees. The Queens Library s Director of Human Resources will be coordinating the activities of the Successful Proposer. If proposers approach to the scope of services includes a position description and questionnaire process then proposer should include this information in their proposals and detail the benefits of this process. Proposer should include this cost in their not-to exceed fees. Q29. What is the budget for this project? A29. This question seeks information that is not required to submit a responsive proposal. Listing of Titles Accountant Assistant Accounting Associate Accounts Payable Associate Accounts Payable Manager Administrative Assistant Adult Education Volunteer Adult Services Coordinator Applications Development Assistant Coordinator of Youth Services Assistant Coordinator, Children & Youth Enrichment Programing Assistant Director of CLDC & Teen Center Assistant Director of Human Resources Assistant Director of Job and Business Academy Assistant Director, Creative Services Assistant Director, ISD Assistant Manager Assistant Director, Govt & Community Affairs Associate General Counsel Associate HR Generalist Building Operations Manager Business/QA Analyst 5

6 CAD Drafter Capital Program Coordinator Case Manager CFO, SVP Chief Librarian, SVP Chief of Staff, SVP Chief Operating Officer, SVP Children's Services Coordinator CLS Administrative Specialist Communications & Editorial Associate Communications Manager, Ethnic Media Community Affairs Manager Community Health Coordinator Controller Coordinating Librarian Coordinator for Outreach Services Coordinator of Acquisitions Coordinator of Collection Development Coordinator of Materials Management Coordinator of Metadata Services Coordinator Of Operational Library Facility Planning Copy Editor Customer Service Manager Data Management & Budget Coordinator Department Assistant Desktop Manager Desktop Support & Operations Coordinator Desktop Support & Operations Specialist Director Community Library Services Director of Adult Svcs & Cultural Programs Director of Children & Youth Programs & Svcs Director of Communications Director of Donor Relations Director of Government Affairs Director of Human Resources Director of Interactive Customer Experience Director of Learning & Literacy Director of Marketing Director Of Operational Library Facility Planning 6

7 Director of Procurement Management Director of Volunteer Services Director. Flushing Library Donor Relations Manager Donor Relations Specialist Early Learning Coordinator Employment Counselor ESOL Program Assistant ESOL Program Coordinator ESOL Program Specialist Executive Assistant Executive Asst to Chief Librarian Executive Director Executive Secretary Facilities Manager Facilities Services Coord Field Services Manager Fire & Safety Officer General Counsel, SVP Government Affairs Manager Grants Accountant Grants Manager HR Business Partner HR Specialist HSE Program Specialist Interactive & Visual Designer Interactive Exhibit Supervisor Job & Business Academy Manager Job & Business Academy Manager Job and Business Academy Job Search Training Coordinator Jr Infrastructure Engineer Labor Counsel & Director Of Labor & Employee Relations Lead Pre-K Teacher Library Applications Specialist Library Literacy CM Library Planner Library Services Facilities Coordinator Manager After School Svcs Manager Central Circulation Services 7

8 Manager of Facilities Maintenance Manager of Grants & Capital Finance Marketing Manager Mgr of Organizational Assessment Mobile Application Developer Mobile Device Administrator Network Administrator New Americans Program Asst Director Of New Initiatives/Partnership Liaison New Americans Program Asst Director of Programming & Operations New Americans Program Coord Occupational Risk Specialist Office Administrator Office Coordinator Office Manager/Executive Assistant Older Adult Mail-A-Book Coordinator ONA Community Outreach Coordinator Payroll & Employee Benefits Manager Payroll Associate Payroll/Benefits Specialist Pre-K Office Assistant Pre-K Office Assistant PreparationsSupv-2nd Shift President & CEO Prin Admin Assoc 1 Principal Librarian Procurement Coordinator Program Assistant Program Coordinator Program Counselor Program Standards Performance Mgr Programmer Project Manager Purchasing Agent Recruitment Assistant Reprographics Supervisor SAP & Web Development Manager SAP BW Specialist SAP/R3 Systems Engineer Secretary 2 8

9 Secretary 3 Senior Grants Manager Senior HR Coordinator/HRIS Analyst Senior Investigator Senior Library Custodian Senior Project Manager Service Request Systems Mgr Shipping Supervisor Social Media Manager Software Development Manager Sr Donor Relations Manager Sr Donor Relations Specialist Sr Interactive & Print Designer Sr. Application Specialist Sr. Compensation/HRIS Analyst Sr. Executive Asst to President/CEO Sr. Investigator Sr. Network Administrator Sr. Operations Mgr. Sr. Project Manager Sr. Investigator Sr. Project & Quality Assurance Mgr Sustainability Initiatives & Facilities Program Mgr. Systems Engineer Talent Acquisitions Specialist Talent Development & Training Manager Technical Business Analyst Technology Trainer UPK Pre-Kindergarten Asst Vice President, Logistics and Security Management VP, Capital Projects & Facilities Management VP, Library Programs & Services VP, Risk Management Web & Applications Programmer Web Content Specialist Workers' Compensation Administrator 9