REQUEST FOR PROPOSALS FOR COMPENSATION STUDY Proposals Due: November 3, 2016, 4:00 PM
1.0 OBJECTIVE SECTION 1 SUBMITTAL PROCEDURES & DEADLINE The City of Signal Hill is seeking proposals from qualified firms for consulting services to conduct a City-wide. 2.0 PROPOSAL SUBMITTAL SECTION 2 PROPOSAL REQUIREMENTS Four (4) bound copies of the proposal; one (1) unbound reproducible copy; and one (1) electronic version (USB flash drive) must be received no later than 4:00 PM on Thursday, November 3, 2016. Please submit your proposal in a sealed envelope labeled RFP Response for Do Not Open with Regular Mail. Proposals must be mailed or delivered to: Hannah Shin-Heydorn, Deputy City Manager City of Signal Hill 2175 Cherry Avenue Signal Hill, California 90755 Proposals received after the submittal deadline stated above will not be considered. Facsimile and e-mail proposals will not be accepted. Once received, the proposal and supplementary documents become the property of the City and may be subject to public records laws. 2.1 INQUIRIES For all questions and inquiries related to this Request for Proposals (RFP), please contact: Hannah Shin-Heydorn, Deputy City Manager City of Signal Hill 2175 Cherry Avenue Signal Hill, California 90755 (562) 989-7375 2.2 TENTATIVE SCHEDULE Provided below is the tentative schedule for the RFP process. Note that the schedule is tentative and that aside from the RFP release date and due date, the schedule may be subject to change. Page 2 of 9
Date RFP Release Date October 13, 2016 RFP Submission Deadline November 3, 2016 at 4:00 PM Interviews for Selected Finalists November 14-18, 2016 Contract Preparation/Negotiations November 21-25, 2016 City Council Authorization December 13, 2016 3.0 ABOUT SIGNAL HILL SECTION 3 BACKGROUND The City of Signal Hill ( City ) is located centrally within the southwestern coastal area of Los Angeles County. It is the County s 41 st city, encompassing 2.25 square miles and serving a population of approximately 12,000. The City of Signal Hill was incorporated as a general law city in 1924 and became a charter city in 2000. The City operates under the Council/City Manager form of government. The City of Signal Hill s fiscal year begins on July 1 and ends on June 30. City Hall is located at 2175 Cherry Avenue, Signal Hill, California 90755. The City s main telephone number is (562) 989-7300 and the City s website can be found at www.cityofsignahill.org. 3.1 BACKGROUND The City has 72 full-time and 13 part-time job classifications, with 96 full-time employees and 43 part-time employees. The City intends to complete a comprehensive compensation study that will determine whether the existing salary and compensation schedule is competitive in today s market as well as address the internal relationships within the organization to help determine proper equity. The City currently has two different bargaining units, consisting of the following number of classifications: Signal Hill Police Officers Association 12 Signal Hill Employees Association 41 The City currently designates 19 classifications as Management. Employees are organized into seven (7) departments: Administration, Community Development, Community Services/Parks and Recreation, Economic Development, Finance, Police, and Public Works. Page 3 of 9
SECTION 4 SCOPE OF SERVICES 4.0 OVERVIEW The Scope of Services, as may be modified through negotiation and/or by written addendum issued by the City, will be made a part of the Agreement. The Scope of Services is expected to be completed within 4 months. Positions to be analyzed in the study include all full-time and part-time position classifications. The scope of services for the includes the following essential tasks: Conduct a comprehensive total compensation survey using the City s pre-defined comparable survey agencies, using not only job titles, but duties and responsibilities based upon the classification specifications from the City of Signal Hill. Conduct a total compensation analysis to provide the City with an accurate assessment of how its compensation plan compares with the selected labor market agencies. The total compensation analysis includes the employer cost for benefits including but not limited to: base salary, cash supplements, certification pay, auto allowance, standby pay, PERS, Social Security, etc. Conduct analysis of employer paid insurance premium contributions for health, dental, vision insurance, life insurance, and AD&D insurance. Conduct an analysis of leave benefits including holidays, sick leave, administrative leave, and vacation. Complete an internal base salary relationship analysis, including the development of appropriate internal relationship and equity guidelines. Develop external competitive and internal equitable salary recommendations for each classification included within the study. Assign a salary range to each classification which reflects the results of the market survey and the analysis of the internal relationships. This will include an explanation of the specific methodology used in determining salary range. Present results of survey to department heads and relevant bargaining groups in small group meetings. Be able to discuss and defend all challenges to the survey. Assist in the development of a strategy for implementing the compensation recommendations and plan. Provide instructional information to allow City staff to conduct individual salary audits and adjustments consistent with the study methods until the next formal study is conducted. 4.1 TERM OF THE AGREEMENT The agreement for services shall be for the term of one (1) year, commencing from the date the agreement is approved by the City Council, subject to certain conditions, with the ability to extend the agreement for up to two (2) additional years at the City s sole Page 4 of 9
discretion. The City s template for professional services agreement is attached for review. Any comments on or objections to this template agreement must be noted in your proposal. SECTION 5 PROPOSAL CONTENT 5.0 DATA TO BE SUBMITTED WITH PROPOSALS In order to be considered for selection, each proposing firm shall submit a proposal which includes the following: 1. A brief cover letter summarizing key points of the proposal. It must be signed by an individual with authority to bind the proposer and should state that all conditions contained in the attached proposal are valid for a period of at least 90 days. 2. The firm shall state why it believes it is qualified to provide the services described in this Request for Proposal. Provide a summary of your firm s qualifications, including background and experience. Please indicate your firm s experience in undertaking similar projects and the experience of the team proposed for this project. 3. The number of years the firm has been in business. 4. Provide a list of at least three (3) references with name of organization, job title, addresses and phone numbers. References should be for cities or other public agencies for which the firm is currently providing compensation study services or has provided compensation study services in the last five years. 5. Provide a project staffing organizational chart listing proposed personnel assigned to this project. Include assigned duties and resumes for each individual listed. Resumes must list education, training, professional work experience, and a list of work performed comparable to that described within this RFP. Indicate in your proposal any portion of work that would be performed by a sub-contractor. 6. Provide a description of your firm s understanding of the project and a detailed scope of services. Discuss your firm s methodologies used and/or approaches taken to prepare the study. Indicate features, skills, and/or services which distinguish your firm and make it the better choice for the City. Indicate how the resources of your firm will be allocated for this project (e.g., number and type of personnel allocated by hours). 7. Provide a project schedule identifying start and end dates include milestones, submittal of deliverables, and each task required for the successful and timely Page 5 of 9
5.1 FORM completion of the project. Note: The desired time schedule for the completion of the compensation study is 4 calendar months. 8. A fee proposal. In preparing the fee proposal for this project, the consultant shall take into consideration the following: a. Compensation for services provided will be on a time and materials not-to-exceed amount. b. The consultant's standard billing rates for all classifications of staff likely to be involved in the project shall be included with the fee proposal along with the mark-up rate for any non-labor expenses and sub-consultants. 9. The Consultant shall review the City s attached sample contract agreement and insurance requirements. The proposal shall specify that Consultant will meet the insurance requirements and execute contract if selected. Proposals and materials shall be submitted in bound copies suitable for evaluation. Legibility, clarity and completeness are essential. Proposals shall provide assurance that the firm has the professional capacity to satisfactorily complete all tasks as described in Section 3 of this RFP. Each firm shall also provide a statement that the firm agrees to provide proof of insurance as required. 5.2 OBJECTIVITY Services are to be objective and unbiased. Proposals shall certify that the firm has the capacity to provide objective and unbiased services. 5.3 ACCEPTANCE OF PROPOSAL CONTENT If a contract is awarded as a result of a response to this request, the City will select the successful firm as quickly as possible after the final date for receipt of the proposals and completion of the interview and selection process. It is likely that the content of the proposal of the successful proposer will be used in a legal contract of agreement. Proposers should be aware that methods and procedures proposed could become contractual obligations. SECTION 6 EVALUATION PROCESS The City will conduct a two-tiered evaluation process to select the ideal firm. The initial evaluation will consist of a review of all timely submitted proposals with a focus on qualifications, proposed methodologies, and consideration of cost estimates. Following Page 6 of 9
the initial evaluation, the pool of candidates will be reduced to a short list of no more than the top three (3) to five (5) firms. The secondary evaluation will consist of interviews and reference checks for each of the short list candidates. The weighted criteria for each level are: 6.0 Initial Evaluation: The following criteria (as weighted) will be used to evaluate all timely submitted proposals. 1. Qualifications and Relevant Experience (40 points) Years in business and qualifications of individuals and team Experience providing similar services for local government agencies 2. Thoroughness and Organization of Proposal (25 points) Includes all elements of the proposal The proposal is organized, concise and thorough Demonstrates understanding of the scope of work Consultant s approach to accomplishing the scope of work 3. Methods and Procedures (20 points) Demonstrated ability to provide qualified and experienced personnel Availability of lead and all proposed team members Consultant s general approach to providing services Description of procedures and methods for services Demonstrated ability to deliver services in a timely manner 4. Cost Estimates (15 points) Costs for providing the proposed scope of services Quality of work to be delivered based on consultant s fee 6.1 Secondary Evaluation: The following criteria will be used to evaluate the short list of selected consultants: 1. Qualifications and Relevant Experience (40 points) Demonstrated qualifications of individuals and the team Experience providing similar services for local government agencies Demonstrated understanding of the scope of work 2. Preparedness and Understanding of the Project (40 points) Page 7 of 9
Demonstrated ability to provide sufficient qualified and experienced personnel, including supplemental personnel Demonstrated availability of lead and all proposed team members Consultant s general approach to providing services Communication skills 3. Reference Checks (20 points) Customer satisfaction Cost versus product level of service Communication strengths and analytical skills Other SECTION 7 ADDITIONAL PROPOSAL INFORMATION 7.0 LEGAL RESPONSIBILITIES The consultant shall keep itself informed of all local, State, and Federal laws and regulations, including but not limited to those pertaining to conflicts of interest, which in any manner affect those employed by it or in any way affect the performance of its duties under the scope of work. The consultant shall at all times observe and comply with all such laws and regulations. 7.1 COSTS FOR PROPOSAL PREPARATION The City shall not be responsible for any costs incurred by any firm for the preparation of any proposals, including interviews. No obligation, either expressed or implied, exists on the part of the City to make an award or to pay any costs incurred in the preparation or submission of a response. All costs associated with the preparation or submission of a proposal are solely the responsibility of the candidate. 7.2 RESERVATION OF RIGHTS TO REJECT, WAIVE, AND REISSUE The City reserves the right to reject any and all submittals, waive any irregularities, reissue all or part of this Request for Proposals, and not award any contract, all at its discretion and without penalty. The City also reserves the right to accept a proposal and enter into an agreement as a result of the initial proposals received, or alternatively, it may elect to negotiate requested modifications to the Contract Services Agreement included herein as Exhibit A, conduct interviews or request presentations from proposers who are within an acceptable competitive range, as determined by the City. All submittals will become the property of the City. Information in responses will become public property and will be subject to applicable public records laws. The City reserves the right to make use of any information or ideas in the responses. All proposals will be Page 8 of 9
maintained as confidential working papers until officially placed on the City Council meeting agenda. 7.3 LIABILITY INSURANCE REQUIREMENTS FOR CONSULTANTS As a condition of awarding a contract, the firm will be required to have general liability insurance at a minimum of one million dollars ($1,000,000) per occurrence and two million dollars ($2,000,000) aggregate, professional liability insurance at a minimum of one million dollars ($1,000,000) per occurrence, worker s compensation at state-mandated minimums, no less than one million dollars ($1,000,000), and vehicle coverage including comprehensive and collision insurance at a minimum of one million dollars ($1,000,000). The consultant must name the City and its officers, employees and agents as additional insureds. The proposal shall state whether such insurances are currently in force or will be at the time of contract execution. Attachment A: Sample Agreement Page 9 of 9