Town of Falmouth. Request for Proposals: Employee Compensation and Classification Study. Submission Deadline

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1 Town of Falmouth Request for Proposals: Employee Compensation and Classification Study Submission Deadline July 6, 2018

2 I. PURPOSE OF REQUEST The Town of Falmouth seeks proposals from qualified professional personnel management consulting firms to conduct a Salary Market Analysis and a Classification and Compensation Study for various municipal positions, as outlined below. The purpose of the project is to review the current salary market in comparison to the town of Falmouth and to review existing classification/ compensation plans and make recommendations for ensuring that these positions are internally equitable and externally competitive. The study will be conducted in two phases as outlined below: Phase 1: A. Compensation Market Analysis: Development of a detailed market analysis for all positions requested in the study, which will include an external equity market comparison of the Town of a Falmouth salaries and pay rates for two (2) units and a total compensation market study, to include a salary and benefits market analysis for one (1) unit. Please see scope of work for more details. B. Supplemental Services Job Description Review During Phase 1, the town will be conducting an independent review/update of select job descriptions. Depending on the cost, the town may request additional services from the consultant as outlined in the scope of services Phase 2: Recommendations for Updated Classification and Compensation Plans, which will ensure internal and external marketability; and a review and recommendation of a modernized position evaluation factor tool. Please see scope of work for more details. The precise nature of the recommended plan depends upon various compensation policies and decisions made by the Town, which will be provided to the successful bidder. II. BACKGROUND The Town of Falmouth is a full service municipality located in Cape Cod, MA, approximately 70 miles south of Boston. Falmouth is a seaside community, with a population of 32,000, which swells to 100,000 during the tourist season. There are approximately 350 regular status employees within the Town of Falmouth. Town services are administered by a Town Manager. Over the past 20+ years, the Town of Falmouth has used the MA Municipal Consulting Group classification system to rate and compensate employees. The groups to be considered under this classification and compensation study constitute several different unions and functions: AFSCME A-Clerical, AFSCME B- Management and DPW Union. 2

3 III. SCOPE OF WORK PHASE 1 A. SALARY MARKET ANALYSIS The consultant shall perform a market salary survey of communities comparable, for AFSCME Unit A & B. Such salary market survey should include the hours worked per week by employees in the various positions in those comparable communities in an effort to address external comparability and internal equity. For DPW, the consultant shall perform a total compensation market survey of comparable communities. Such total compensation survey should include not only the salary but also the benefits associated with each position. The hours worked per week by employees in the various position in those comparable communities shall be included in an effort to address external comparability and internal equity. 1.1 Consultant will recommend 7-10 comparable communities for market analysis based upon location, population, economic climate, proximity to a major city and other factors based on Consultant s knowledge of best practices. The final selection of communities will be approved by the Town. 1.2 When analyzing the market data, the Consultant will consider job titles, duties, span of control, educational/licensing requirements, experience required and responsibilities. For the DPW, the consultant will evaluate similar benefits amongst the communities, including but not limited to: time off benefits, various stipends including licensure stipends, health and dental contribution rates, longevity, call back and on call pay. 1.3 The number of positions to be analyzed are listed below: *AFSCME Unit A (Clerical) 55 *AFSCME Unit B (Management) 7 **DPW Union Local ** *a salary market survey only where salary only will be studied **a total compensation survey, where salary and benefits are studied will be required 2.0 Additional Requirements for phase 1: A minimum of four (4) meetings will take place with management, including the Town Manager, Assistant Town Manager, Human Resources Director as follows: Meeting # 1: to be held at the beginning of the project to outline the project and scope of work, explain the methodology to be used, answer questions and receive general comments; Meeting #2: to be held midway through Phase 1 to discuss progress to date; Meeting #3: to be held at completion of Phase 1 to discuss the work product generated 3

4 Meeting #4: Consultant will present findings to employee representatives In addition, there will be work sessions and communication with the Town as appropriate and agreed upon, which will be scheduled for the purpose of communicating the aspects and stages of the project to the Human Resources Director and anyone else as designated by the Town until the project is completed. The consultant shall coordinate the completion of the Scope of Services with the Human Resources Director and the Assistant Town Manager. All meetings will be included in the basic fee for services with no additional travel or expenses to be charged for attendance. 2.1 The consultant shall provide five (5) printed copies of the final report, which should include introduction, detailed explanation of methodology used and the survey results. In addition, the consultant will provide the Town with an electronic final report, data generated during the survey, and relevant job descriptions. The data will be provided in Excel or an agreed upon format that allows for updating and editing. 2.2 The consultant will offer other recommendations for the compensation and classification plans based on best practices and knowledge of the regional labor market. 2.3 The successful proposer must be ready to commence project work within 14 calendar days of the executed contract. Any deviation from this schedule must be clearly stated in the proposer s response to the proposal and any delay to start should be negotiated between the parties. Commence work shall be defined as (1) holding the first meeting required under phase #1 and (2) beginning the salary market survey within 5 business days after the town and consultant have agreed to the 7-10 comparable communities. 2.4 All work on Phase 1 is expected to be completed in 45 calendar days from the start of work. If, due to the scope of this project contained herein, the consultant believes that this timeframe is not adequate, the consultant may propose an alternate timeline and shall clearly state their reasoning. PHASE 2: The consultant shall develop recommendations for a compensation and classification system of positions included in this RFP, including production of the items below. The number of positions to be classified are listed below: AFSCME Unit A (Clerical) 55 AFSCME Unit B (Management) 7 DPW Union Local B. CLASSIFICATION PLAN The consultant shall review and recommend to the Town Manager appropriate classification structures based on position titles, and include a recommendation for updated position titles as necessary to reflect current duties and responsibilities where applicable. The classification 4

5 structure will include the recommended assignment of each position within the classification structure utilizing a standardized rating system that analyzes each position against multiple evaluation criteria. The final result may be an update to the current classification structure or a proposal for a new system. C. COMPENSATION SCHEDULE The Town will provide the Consultant with budget parameters for proposed compensation plans and salary schedules to be prepared by the Consultant. Utilizing these budget parameters, market survey results and comparable job descriptions, the consultant shall prepare recommended compensation plans and salary schedules to correspond to the applicable classification plans.. D. FINANCIAL IMPACT ANALYSIS An analysis will be provided of the financial impact of implementation of the recommendations. The analysis will include a narrative explanation identifying all assumptions used for computing the costs of implementing the proposed classification and compensation plans. The Consultant will submit an excel spreadsheet showing all calculations. The precise nature of the financial impact analysis will be based upon various compensation policies and decisions made by the Town, which will be provided. E. POSITION EVALUATION MANUAL At the conclusion of the study, the consultant shall provide a classification manual to be utilized by the Town of Falmouth to objectively evaluate new or revised positions following the conclusion of the study. The manual shall describe the methodology used by the consultant to undertake the study and how it can be maintained and utilized by the Town in the future, including the detailed rating structure and evaluation criteria. The final result may be an update to the current Position Evaluation Manual or a detailed new Position Evaluation Manual system. 3.0 Additional Requirements for phase 2: A minimum of three (3) meetings will take place with management, including the Town Manager, Assistant Town Manager, Human Resources Director and Finance Director as follows; Meeting # 1: to be held at the beginning of phase 2 to outline the project and scope of work, explain the methodology to be used, answer questions and receive general comments; Meeting #2: to be held midway through phase 2 to discuss progress to date; Meeting #3: to be held at completion of phase 2 to discuss the work product generated Meeting #4: Consultant will present findings to employee representatives In addition, there will be work sessions and communication with the Town as appropriate and agreed upon, which will be scheduled for the purpose of communicating the aspects and stages of the project to the Human Resources Director and anyone else as designated by the Town until the project is completed. The consultant shall coordinate the completion of the Scope of Services with the Human Resources Director and the Assistant Town Manager. All meetings will be included in the basic fee for services with no additional travel or expenses to be charged for attendance. 5

6 3.1 The successful proposer must be ready to commence project work immediately following the completion of phase #1. Any deviation from this schedule must be clearly stated in the proposer s response to the proposal and any delay to start should be negotiated between the parties. 3.2 All work on Phase 2 of the study is expected to be completed in 45 calendar days from the start of work. If, due to the scope of this project contained herein, the consultant believes that this timeframe is not adequate, the consultant may propose an alternate timeline and shall clearly state their reasoning. F. SUPPLEMENTAL SERVICES JOB DESCRIPTIONS 4.0 During Phase 1, the town will be conducting an independent review/update of job descriptions. The town will be distributing job descriptions and a short survey to each employee within AFSCME for their completion. The town may request additional services from the consultant for reviewing of job descriptions which includes: 4.1 Determining whether the duties performed by each employee actually reflect the duties of the job title/description assigned to that employee and, if not, recommend the appropriate job title and description for the employee. 4.2 The town will advise the consultant, if it decides to procure these supplemental services from the consultant. The consultant will provide a supplemental cost per job description on the price proposal form (attached). 4.3 Additional Requirements these supplemental services will be completed within the timelines associated in phase 1, section 2.3 and 2.4. V. CONTRACT AND PROPOSAL INFORMATION 5.1 Proposal Preparation The Prospective Consultant must follow the instructions contained in this document in preparing and submitting their response to the RFP. 5.2 Economy of Preparation Proposals should be prepared simply, providing a straightforward description of the Prospective Consultant's ability to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of contents. 5.3 Cost Liability The Town of Falmouth assumes no responsibility and no liability for costs incurred by the Prospective Consultant in preparation of the RFP and participation in the selection process prior to issuance of a contract. 5.5 All travel costs, printing costs and related project expenses will be included in the lump sum price proposal. 6

7 5.6 The successful proposer will indemnify the Town of Falmouth at the time of contract execution against any and all losses and damages by providing liability insurance in the amount of one million dollars ($1,000,000) and by providing evidence of Worker s Compensation Insurance as required by law. 5.7 Revisions to the Request for Proposal If the RFP is revised, the revisions will be provided to all Prospective Consultants to whom the Town has mailed or distributed electronically copies of the RFP. The Town of Falmouth shall bear no responsibility or liability if copies of the RFP or any revisions are lost in the mail or misdelivered due to unforeseen circumstances. 5.8 Response Date and Address Responses must be submitted in two separate sealed envelopes labeled marked respectively technical proposal and cost proposal. Proposals must be received no later than 12:00pm on 07 /6/18. Proposals must be addressed and delivered to: Town of Falmouth 59 Town Hall Square Falmouth, MA Julian Suso, Town Manager Proposals submitted after this time will be disqualified from consideration. The Town assumes no responsibility for late submissions due to mail, courier or delivery problems of any kind. 5.9 Number and Distribution of Proposals The Prospective Consultant must submit a complete response to the RFP. One (1) original and five (5) copies as well as a PDF of the technical proposal must be submitted. The Prospective Consultant shall make no other distribution of the proposals. The proposals shall consist of both separate and sealed price and technical (non-price) information. Proposals shall provide all the information required in this RFP and the attached proposal forms, and may include additional information, such as narrative summaries, business brochures, letters of recommendation, etc Successful Consultant Responsibilities The successful Consultant will be required to assume sole responsibility for delivering the services requested by this RFP. Subcontracting will not be permitted for the services required by this RFP Assignment The successful Consultant is prohibited from assigning, transferring, conveying, subletting, or otherwise disposing of the contract or its rights, title, or interest therein or its power to execute such contract to any other person, company, or corporation without prior written consent and approval by the Town of Falmouth Ownership of Material All rights, titles to and ownership of all data, material, and documentation resulting from this project and/or prepared for the Town of Falmouth pursuant to this contract shall remain exclusively with the Town of Falmouth. 7

8 VI. SUBMISSION REQUIREMENTS Proposals submitted in response to this Request for Proposals must include the following information: 6.1 Proposals must be submitted in two separately sealed sections labeled Cost Proposal and Technical Proposal. The proposed lump sum fee for services shall be submitted in a separate, sealed and clearly labeled envelope labeled Cost Proposal. All remaining information shall be submitted in a separate, sealed and clearly labeled envelope labeled Technical Proposal. The Technical Proposal shall include all remaining required submittal items outlined in this Request for Proposals. 6.2 The Consultant must provide this information in approximately the following order so that the proposal evaluation and selection process proceeds in an orderly, timely, and equitable manner. a. The qualifications of the consultant for performing the Scope of Services. This shall include a detailed description of the consultant s familiarity with the MA General Laws dealing with municipal personnel. b. Responses to this RFP should contain a detailed description of the market survey method(s) to be utilized. c. The consultant s address, the name and resume of the project lead, a telephone and address at which the contact person may be reached during business hours. The resume shall identify similar projects for which the project leader served in a similar capacity, including the name, telephone and address of a reference for each such project. d. A list of six (6) municipal projects of similar nature performed by the consultant within the past 5 years. e. A description of the municipal projects previously completed by the consultant, the name, and telephone numbers of persons who can be contacted concerning this work. f. A plan of services for completion of the project including, but not limited to, a description of the consultant s internal operations, its management systems, a list of personnel with an organization chart, and the names and qualifications of personnel who will be assigned to the project. The plan of services shall include a description of the manner in which the consultant will fulfill the project, and a schedule for completion of the Scope of Services with detailed timelines. The consultant shall commit to beginning the work on the project as outlined in section 2.3, 2.4, 3.1 and 3.2. g. A signed non-collusion certificate and tax compliance certificate. If the proposer is a corporation, a certificate of vote must also be submitted (forms attached). h. The cost for services required under this Request for Proposal. The consultant shall submit a lump sum cost for all services required. ALL INFORMATION RELATED TO THE COST OF SERVICES MUST BE SUMITTED IN A SEPARATELY SEALED ENVELOPE CLEARLY MARKED COST PROPOSAL WHICH SHALL BE INCLUDED IN THE CONSULTANT S PROPOSAL. NO REFERENCE TO THE COST OF THE SERVICES SHALL BE CONTAINED IN THE TECHNICAL PORTION OF THE CONSULTANTS PROPOSAL. VII. MINIMUM QUALIFICATIONS All prospective consultants must possess the following minimum qualifications. Any prospective consultant not meeting these minimum criteria shall be considered non responsive: 8

9 7.1 The prospective consultant must demonstrate a minimum of five (5) years of experience in providing comprehensive compensation and classification services (including market and internal equity studies) to municipalities, including all elements identified in this RFP. 7.2 Key staff persons assigned to this project must be experienced and have completed at least four (4) projects of similar size and scope to this project, all of which shall involve a Massachusetts municipality. 7.3 Proposers must have knowledge of employment regulations and all related state and federal statutes. VIII. TECHNICAL COMPARATIVE EVALUATION/CRITERIA FORM Proposer: Evaluator: Directions to Evaluator: This form is to be completed by each evaluator for each proposal. Please review all proposals submitted before completing this form for each, so that you will be better able to perform a relative evaluation of each. Consider the following aspects/features of the proposal and rate its relative comparison to the same aspects/features of the other proposals. Please circle either Highly Advantageous, Advantageous, or Not Advantageous, for each of the subcategories. Once this initial determination has been made for each proposer, give each proposer a ranking for that subcategory as compared with the other proposers. The ranking from each subcategory will then be considered for each proposer to determine the proposer s overall ranking. The highest ranked proposal will be considered the most advantageous technical proposal. 8.0 Professional Qualifications/Experience Staff Experience: Highly Advantageous: Proposer assigns a principal consultant to the project who has completed at least ten (10) comparable studies including six (6) Massachusetts municipalities. Advantageous: Proposer assigns a principal consultant to the project who has completed at least six (6) comparable studies including (3) Massachusetts municipalities. Not Advantageous: Proposer assigns a principal consultant to the project who has completed five (5) or fewer comparable studies in Massachusetts municipalities. a. Demonstrated experience with unionized positions: Highly Advantageous: Involved in Compensation and Classification projects of a similar size and scope to this project and demonstrates considerable work with unionized positions. Advantageous: Involved in a Compensation and Classification projects of a similar size and scope to this project and demonstrates some work with unionized positions. 9

10 Not Advantageous: Not involved in Compensation and Classification projects of a similar size and scope to this project that involve unionized positions. 8.2 Plan of Operations a. Plan for conducting the project in accordance with the Request for Proposals: Highly Advantageous: The proposal demonstrates superior understanding of project needs, contains a clear and comprehensive plan that addresses all of the project objectives stated in the Request for Proposals, staffing appears adequate and indicates all necessary is available for the project. Advantageous: The proposal has a sufficiently defined and developed Plan of Services in response to this Request For Proposals and an adequate but not exceptional implementation strategy. Not Advantageous: The proposal does not contain an inadequately defined and developed Plan of Services, or a defined implementation strategy. b. Timeline: 8.3 Materials submitted Highly Advantageous: The proposal provides a timeline that illustrates completion of the project prior to November 22, Advantageous: The proposal provides a timeline that illustrates completion of the project after November 22, 2018 but before November 29, 2018 or alternately proposes a reasonable schedule with clearly stated reasoning for such extension. Not Advantageous: The proposal does not provide indication that the project will be completed before November 29, 2018, and/or does not provide an adequate schedule for completion. Overall Rank for Plan of Operations: a. Quality of proposer s presentation and manner of presentation: Highly Advantageous: The proposer s presentation was extremely clear and well organized and demonstrated the proposer s superior ability to present information effectively. Advantageous: The proposer s presentation was clear and well organized and demonstrated the proposer s ability to present information effectively. Not Advantageous: The proposer s presentation was unclear and disorganized and did not demonstrate the proposer s ability to present information effectively. 10

11 8.4 References Highly Advantageous: The Consultant lists three or more references who provide positive references for engagements which entailed preparing comprehensive compensation/classification plan studies. Advantageous: The Consultant lists three or more references who provide positive references for engagements related to compensation not all of which are specific to comprehensive compensation/classification plan studies. Not Advantageous: The Consultant lists fewer than three references who provide positive references for engagements related to compensation/classification plan studies. Overall Rank for Materials: OVERALL RANK FOR TECHNICAL PROPOSAL: Notes/Comments: IX. CONTRACT AWARD AND TIMELINE 9.1 The Town will select and execute a contract with the successful consultant within thirty (30) days of the submission deadline. The consultant must be ready to commence the project within fourteen (14) calendar days of the executed contract and complete the project within the time frame established within this RFP, as outlined in section 2.3, 2.4, 3.1 and 3.2. Any deviation from this expected schedule must be clearly indicated in the consultant s proposal. 9.2 The Town will make the contract award to the party submitting the most advantageous proposal, taking into consideration the technical evaluations, references, and price proposal. The Town expressly reserves the right to make an award to a party other than the one submitting the lowest price proposal. The Town also reserves the right to reject all proposals and make no award, if it is deemed in the Town s best interest to do so. 11

12 9.3 The awarding authority reserves the right to waive minor deviations, insignificant mistakes and matters of form rather than substance of the bid, which can be waived or corrected without prejudice to other bidders or the awarding authority. 9.4 The successful bidder shall furnish the Town with certificates of insurance from a responsible company qualified to do business in Massachusetts showing the following: Comprehensive General Liability of at least $1,000,000 Bodily Injury and Property Damage Liability, Combined Single Limit with a $3,000,000 Annual Aggregate Limit. The Town of Falmouth should be named as an Additional Insured. 9.5 In the event that the Town and the first ranked proposer are unable to finalize negotiations via a fully executed contract agreement within fifteen (15) calendar days of the Notice of Award, the Town may terminate its negotiations with that proposer and proceed to enter into negotiations with the next ranked proposer. 9.6 The Town of Falmouth is an equal opportunity employer. X. QUESTIONS/INQUIRES 10.1 Inquiries concerning any part of this document shall be made at least seven (7) days prior to the date proposals are due. Questions should be submitted in writing to: Denise Coleman, Human Resources Director Town of Falmouth 59 Town Hall Square Falmouth, MA Alternatively via to dcoleman@falmouthmass.us. The Town will respond to inquiries in writing and is not responsible for oral information. Revisions and any supplementary information to the Request for Proposals shall only be effective if the Town issues an addendum. 12

13 Positions to be included in study: AFSCME Unit A (Phase 1 & 2) Administrative Clerk (Assessors, Building, Conservation, Fire) Animal Control Officer Fisheries Technician Data Collector/Field Appraiser Assistant Zoning Enforcement Officer Conservation Agent Conservation/MES Technician Principal Office Assistant (Town Clerk, Collectors, Public Works, Health, Human Services, MES, Planning Veterans) Parking Control Officer Parking Meter Mechanic Switchboard Operator/Receptionist Office Assistant (Building) Custodian Maintenance Worker - MES Mini Bus Driver COA Senior Office Assistant (Accounting, Police, Recreation, Zoning Board of Appeals) Program Director - Recreation SR Animal Control Officer Administrative Assistant (Building, COA, Public Works/Utilities) Asst Director of Recreation Assistant Town Clerk Engineering Technician Town Carpenter Assistant Town Collector Natural Resources Officer Payroll Coordinator Town Carpenter/Crew Leader-Facilities Mgt Working Foreman Facilities Assistant to Assessor/Treasurer/Finance - Administration Civil Engineering Tech Field Supervisor - Natural Resources Town Electrician-Facilities Maintenance Assistant Health Agent Electrical Inspector Local Inspector Plumbing & Gas Inspector Assistant Assessor Staff Engineer 13

14 IT Computer Tech Construction Inspector Positions to be included in study: DPW (Phase 1) Parks Crew Leader Laborer (Public Works, Highway, Parks) Master Mechanic/Welder HW Mechanical Equipment Operator I, II, III Tree Maintenance Worker Utilities Crew Leader Utilities Meter Reader/Laborer Utilities Maintenance Worker Wastewater Maintenance Worker Wastewater Operator I Wastewater Operator II DPW (Phase 2) Assistant Water Utilities Supervisor Assistant Superintendent of Highways Parks Crew Leader Laborer (Public Works, Highway, Parks) Master Mechanic/Welder HW Mechanical Equipment Operator I, II, III Tree Maintenance Worker Utilities Crew Leader Utilities Meter Reader/Laborer Utilities Maintenance Worker Wastewater Maintenance Worker Wastewater Operator I Wastewater Operator II Water Utilities Supervisor Water Operator 1 Working Foreman-Highway Field Supervisor Parks AFSCME Unit B,(Phase 1 & Phase 2) Deputy Director of Marine & Environmental Services Director of Assessing Director of Marine & Environmental Services Director of Veterans Services Facilities Manager Health Agent Zoning Administrator 14

15 Appendix A Town of Falmouth Request for Proposals Employee Compensation and Classification Study PRICE PROPOSAL FORM The PRICE PROPOSAL FORM must be submitted in a separate sealed envelope, separate from the Technical Proposal Form, and clearly marked. The Town of Falmouth is seeking proposals based upon the following parameters: Total Cost Phase #1 & Phase 2: Additional cost per job description (supplemental) Hourly rate for Supplemental Services as assigned $ $ $ Name of business: Designated Contact Person: Address: City / State: Telephone: Zip: Fax: BY: Name of person signing bid or proposal SIGNATURE: DATE: SEAL, required if proposer is by corporation 15

16 Appendix B Town of Falmouth Request for Proposals Employee Compensation and Classification Study CERTIFICATE OF NON-COLLUSION The undersigned hereby certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word person shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals. Executed under and as a sealed instrument this day of, Respectfully submitted, (Name & title of person signing bid or proposal) (Signature) Date: SEAL, required if proposer is by corporation 16

17 Appendix C Town of Falmouth Request for Proposals Employee Compensation and Classification Study CERTIFICATE OF TAX COMPLIANCE Pursuant to M.G.L. c. 62C, 49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth of Massachusetts relating to taxes, reporting of employees and contractors, and withholding and remitting child support. Social Security Number or Federal Identification Number Signature of Individual or Corporate Name By: Corporate Officer (if applicable) 17