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HomeMy WebLinkAboutItem 05 Consideration of RFP #05-001, to Conduct a Comprehensive Compensation & Classification Study to HR Mgt Partners, Inc. in the Amount of $27,576.16; and Auth the Transfer of $12,576.16 from General Fund Contingency to HR Dept Contractual Services AGENDA ITEM COVER SHEET Meeting Date: 3/15/05 S Item # Contact Name: Contact Number: Joyce Tolbert 1516 Reviewed By ~ ~ Department Director: . ~ _ ~ City Manager: ~ Subject: Award of RFP #05-001 To Conduct a Comprehensive Compensation and Classification Study Background Summary: In compliance with policies and procedures of the City of Ocoee Purchasing Code Chapter 21, a Request for Proposals (RFP) was advertised with the intention to select a firm deemed to be the most highly qualified to conduct a comprehensive compensation and classification study. The budget contains $15,000 for these services. Therefore, Staff is requesting transfer of $12,576.15 from the general fund contingency to the Human Resources Department's contractual services account to fund these services. Issue: A ward the comprehensive compensation and classification study to HR Management Partners, Inc., as recommended by the Selection Committee. Recommendations Staff recommends that the City Commission: 1) A ward RFP #05-001 to HR Management Partners, Inc., per the selection committee recommendation, and to authorize the Mayor, City Clerk, and staff to execute all necessary contract documents between the City and HR Management Partners for $27,576.15, once the consultant has obtained the required insurance coverage. 2) Authorize the transfer of $12,576.15 from the general fund contingency to the Human Resources Department's contractual services account to fund these services. Attachments: 1. RFP #05-001 2.-5. Proposals 6. RFP Checklist 7. RFP Evaluation Form 8. Draft of Contract Financial Impact: The budgeted $15,000 plus additional $12,576.15 from contingency. Type of Item: o Public Hearing o Ordinance First Reading o Ordinance First Reading o Resolution For Clerk's Deoi Use: o Consent Agenda o Public Hearing o Regular Agenda t8I Commission Approval o Discussion & Direction o Original Document/Contract Attached for Execution by City Clerk cg] Original Document/Contract Held by Department for Execution Reviewed by City Attorney Reviewed by Finance Dept. Reviewed by ( ) o N/A o N/A o N/A City Manager Robert Frank Commissioners Dannv Howell. District 1 Scott Anderson. District 2 Rusty Johnson. District 3 Nancv J. Parker. District 4 Mayor S. Scott Vandergrift STAFF REPORT TO: The Honorable Mayor and City Commissioners Joyce Tolbert, Purchasing Ageno/' March 7, 2005 FROM: DATE: RE: Award ofRFP #05-001, To Conduct a Comprehensive Compensation and Classification Study ISSUE A ward the comprehensive compensation and classification study to HR Management Partners, Inc., as recommended by the Selection Committee. BACKGROUND/DISCUSSION In compliance with policies and procedures of the City of Ocoee Purchasing Code Chapter 21, a Request for Proposals (RFP) was advertised with the intention to select a firm deemed to be the most highly qualified to conduct a comprehensive compensation and classification study. The budget contains $15,000 for these services. Therefore, Staff is requesting transfer of $12,576.15 from the general fund contingency to the Human Resources Department's contractual services account to fund these services. Please note this amount includes a custom survey instead of a general published market study. The scope of services will include quantitative job analysis, market analysis, FLSA analysis, update job descriptions, career ladder development, and make recommendations on compensation related policies and practices, and deliver and install a licensed version of the Compensation Manager Software, which will be maintained and updated by HR Management Partners annually. The Finance Department reviewed the proposals and all were considered responsive. Complete copies of all proposals are available in the Finance Department for your review. All four (4) proposals were evaluated by the RFP selection Committee, which consisted of six (6) members: Commissioner Nancy Parker; former HR Director Fran Diedrich (replaced by Acting HR Director, Debbie Bertling); Wanda Horton, Finance Director; Richard Firstner, Fire Chief; Steve Goclon, Police Chief; and Robert Zaitooni, Public Works Director. The public RFP selection committee meeting was held on February IS, 2005 to short-list the firms based on their proposals. Each member of the Selection Committee evaluated and ranked the firms from 0-100 points on specific evaluation criteria, with a total of 600 possible points. Please see the attached evaluation form and checklist. The short- listed firms and their cost proposals were as follows: 1. MGT of America 2. OR Management Partners, Inc. 3. Compensation Services, Inc. 4. The Temple Group $28,000.00 $23,901.15 or $27,576.15 $13,000 plus expenses $20,000-$24,000 A second public selection committee meeting was held on March 1,2005 to interview the top two short-listed firms. After interviews and committee discussion, the selection committee voted unanimously to select OR Management Partners, Inc. to conduct the City's Compensation and Classification Study. CONSULTING AGREEMENT and, day of , 2005, by and the City of Ocoee (the "Client"), THIS AGREEMENT, entered into and effective this between HR Management Partners, Inc. (the "Consultant") WITNESSETH THAT: re urces management technical assistance; NOW THEREFORE, the parties hereto mutually agree as follows: 1. Employment of Consultant. The Client agrees to engage the Consultant and the Consultant hereby agrees to conduct a classification and compensation study. 2. Scope of Services. The Consultant shall do, perform and carry out in a professional manner quantitative job analysis, market analysis, FLSA analysis, update job descriptions, career ladder development, make recommendations on compensation related policies and practices and deliver and install a licensed version of Compensation Manager Software@. 3. Time of Performance. The Client and Consultant will select mutually agreeable dates to perform services hereunder. Services performed by the Consultant shall be undertaken and completed in such sequence as to assure their expeditious completion and best carry out the purposes of the Agreement. 4. Compensation. The Client agrees to pay the Consultant a total sum of $27.576.15, which includes professional fees and expenses. 5. Method of Payment. The Consultant's fee will be due and payable in four installments, $6,894.04 (25%) payable at the initiation of the project, $8,272.85 (30%) at the completion of the market analysis, $8,272.85 (30%) at the submission of the draft report, $4,136.42 (15%) at the submission of the final report. Client agrees to provide payment within thirty (30) days of receipt of an invoice by Consultant. 6. Chanqes. The Client may, from time to time, require changes in the scope of the services of the Consultant to be performed hereunder. Such changes, which are mutually agreed upon by and between the Client and the Consultant, shall be incorporated in written amendment to this Agreement. 7. Services and Materials to be Furnished by Client. The Client shall furnish the Consultant with all necessary payroll and job classification information pertinent to the execution of this Agreement. The Client shall cooperate with the Consultant in scheduling and carrying out the work herein. 8. Riqhts to Terminate Contract. If, through any cause, the Consultant shall fail to fulfill, in a timely and proper manner, its obligation under this Agreement, the Client shall, thereupon have the right to terminate this Agreement, by giving written notice to the Consultant of such termination at least five (5) business days before the effective date of such termination pursuant to this paragraph. Consultant shall be entitled to compensation for services rendered and expenses incurred through the effective date of termination. 9. Indemnification. Each party shall be responsible for its own acts and will be responsible for all damages, costs, fees and expenses which arise out of the performance of this Agreement and which are due 1 to that party's own negligence, tortuous acts and other unlawful conduct and the negligence, tortuous acts and other unlawful conduct of its respective agents, officers and employees. In the absence of negligence or wrongful conduct in Consultant's performance herein, the Client shall defend, indemnify and hold Consultant free and harmless from and against any claims, demands or actions brought by third parties which are related in any way to the Client implementation of Consultant's recommendations. 10. Limitation of Liabilitv. The Client agrees that Consultant's total aggregate limit of liability hereunder (whether contract statutory, in tort or otherwise) for damages on anyone or more or all claims (regardless of the number of different or other claims, claimants or occurrences) shall not exceed the total of professional fees paid under this Agreement. Client further agrees that Consultant shall not be liable to Client for any indirect, incidental, special or consequential damages, any lost profits or any claim or demand against Client by any other party, arising out of or in connection with the performance of services hereunder. 11. Accomplishment of Proiect. The Consultant shall commence, carry on, and complete the project with all practicable dispatch, in a sound economical and efficient manner, in accordance with the provisions thereof and all applicable laws. In accomplishing the project, the Consultant shall take such steps as are appropriate to ensure that the work involved is properly coordinated with related work being carried on within the Client organization. 12. Provisions Concerninq Certain Waivers. Subject to applicable law, any right or remedy which the Client may have under this Agreement may be waived in writing by the Client if, in the judgement of the Client, this Agreement, as so modified, will still conform to the terms and requirements of pertinent laws. 13. Matters to be Disreqarded. The titles of the sections, subsections, and paragraphs set forth in this Agreement are inserted for convenience of reference only and shall be disregarded in construing or interpreting any of the provisions of this Agreement. 14. Completeness of Aqreement. This Agreement and any additional or supplementary document or documents incorporated herein by specific reference contain all the terms and conditions agreed upon by the parties hereto, and no other agreements, oral or otherwise, regarding the subject matter of this Agreement, or any part thereof, shall have any validity or bind any of the parties hereto. 15. Client Not Obliqated to Third Parties. The Client shall not be obligated, nor liable hereunder to any party other than the Consultant. 16. Personnel. The Consultant represents that it has, or will secure at its own expense, all personnel required in performing the services under this Agreement. All of the services required hereunder will be performed by the Consultant and all personnel engaged in the work shall be fully qualified to perform such services. 17. Certificate of Insurance. Prior to the performance of services hereunder, Consultant shall provide Client with a certificate of insurance policies. Consultant agrees to maintain in full force and effect during the term hereof. 18. Notices. Any notices, bills, invoices, or reports required by this Agreement shall be sufficient if sent by the parties hereto in the United States mail, postage paid, to the addresses noted below: 2 Juana Ayers President HR Management Partners, Inc. 1938 Westpointe Circle, Suite 350 Orlando, FL 32835 Robert Frank City Manager City of Ocoee 150 North Lakeshore Drive Ocoee, FL 34761 IN WITNESS WHEREOF, the Client and the Consultant have executed this Agreement as of the date first written above. HR MANAGEMENT PARTNERS, INC. By: Juana Ayers, President CITY OF OCOEE By: Robert Frank, City Manager 3 RFP #05-001 TO CONDUCT A COMPREHENSIVE COMPENSATION AND CLASSIFICATION STUDY 1/11/052:00 pm 1 The Temple Group yes yes $20,000-$24,000 2 CSI - Compensation Services, Inc. yes yes $13,000 + Expenses $23,901.15- 3 HR Management Partners, Inc. yes yes $27,576.15 4 MGT of America, Inc. yes yes $28,000 Listed in the order opened. EVALUATION FORM RFP 05-001 TO CONDUCT A COMPREHENSIVE COMPENSATION CLASSIFICATION STUDY COMBINED TOTALS....FOR FINANCE DEPT USE ONLY COMBINED TOTALS \.I~I- Compensation HR Management MGT of Evaluation Criteria The Temple Group Services, Inc. Partners, Inc. America, Inc. 'T:.,;?!';~til~L" '., " ,,' , """,'" , L;,' ""'" "u'!,'",;, ',':"i,':; ,', Kesponslveness or the proposal related to the scope of services & specific City proposal requirements (0-180 points) 135 140 159 166 uuallty ana extent or experience with similar government/public projects in the State of Florida (0-150 points) 85 78 132 149 AOlllty, capacity, & skill of the proposer to make this project a priority (0-120 points) 64 86 101 106 I otal l,;ost, Inclualng expenses, for completion of study (0-60 points) 37.5 49 34 32 LJegree or imagination, creativity, innovation, cost-effectiveness and efficiency reflected in the proposal (0-60 points) 40 43 55 56 The degree of participation by qualified minorities within the firm and/or subcontracts with Minority or Women owned Business Enterprises (0-30 points) 3 16 29 13 ,r",:iL;',l, ';.";"'', L ii';- ,,}i','if! ,"', '"'ii~i,,T'!;<~ I')';:r;(,',,;~~l':i;' ;'. ';I;,i~'!>l\' lilll.@,"K;1~w:i' , ", ',,; COMBINED TOTAL ALL EV ALUA TORS 364.5 412 510 522 (0-600) 4 3 **2 **1 EVALUATION FORM RFP 05-001 TO CONDUCT A COMPREHENSIVE COMPENSATION CLASSIFICATION STUDY **After the firms were shortlisted, the top two firms were invited to be interviewed by the selection committee Mavor S. Scott Vandergrift center of Good Li <t~e tr/~ Commissioners Danny Howell, District 1 Scott Anderson, District 2 Rusty Johnson, District 3 Nancy J. Parker, District 4 City Manag-er Robert Frank CITY OF OCOEE REQUEST FOR PROPOSAL RFP #05-001 TO CONDUCT A COMPREHENSIVE COMPENSATION AND CLASSIFICATION STUDY City ofOcoee. 150 N Lakeshore Drive. Ocoee, Florida 34761 phone: (407) 905-3100. fax: (407) 656-8504. www,ci,ocoee.f1.us LEGAL ADVERTISEMENT CITY OF OCOEE REQUEST FOR QUALIFICATIONS "RFP" #05-001 TO CONDUCT A COMPREHENSIVE COMPENSATION AND CLASSIFICATION STUDY Ocoee City Commission The City of Ocoee, Florida, in compliance with the policies and procedures of the City of Ocoee (City), is soliciting proposals from qualified Human Resources Consulting firms, or other qualified companies or consultants, that are interested in conducting a comprehensive compensation and classification study, as defined in the RFP. Sealed Proposals must be received no later than 2:00 p.m. (local time) on January 11,2005. Any proposal received after the above noted time will not be accepted under any circumstances. Any uncertainty regarding the time a proposal is received will be resolved against the Respondent. Proposals submitted after this designated time will be returned unopened. Consultants interested in providing the comprehensive compensation and classification study services shall submit one (1) original and seven (7) copies of their proposal to the City of Ocoee Finance Department by the submission deadline to the attention of: Purchasing Agent City of Ocoee Finance Department 150 N. Lakeshore Drive Ocoee, Florida 34761 Phone: (407) 905-3100 x 1516 FAX number: (407) 656-3501 jtolbert@ci.ocoee.fl.us No fax or electronic submissions will be accepted. The City through written inquiries directed to the Purchasing Agent, will receive questions regarding the RFP. Deadline for receipt of written inquiries will be January 5, 2005. Interested firms may secure a copy of the RFP documents through Demandstar by accessing the City's website at www.ci.ocoee.fl.us under BidsNendors, or copies are available from the Purchasing Agent for a non-refundable reproduction and/or administrative fee of $20.00. Checks should be made payable to the City of Ocoee. Copies via e-mail are not available and partial sets of RFP documents will not be issued. To ensure fair consideration for all proposers, firms or companies interested in providing the comprehensive compensation and classification study may be disqualified if they have contacts RFP #05-001 2 with the Mayor, City Commissioners, or any City staff, other than the Purchasing Agent about the RFP during the submission or selection process. Pursuant to Section 287. 133 (2)(a), Florida Statutes, interested firms who have been placed on the convicted vendor list following a conviction for public entity crimes may not submit a Proposal on a contract to provide services for a public entity, may not be awarded a consultant contract and may not transact business with a public entity for services, the value of which exceeds $15,000 for a period of 36 months from the date of being placed on the convicted vendor list. City Clerk December 12, 2004 RFP #05-001 3 CITY OF OCOEE, FLORIDA REQUEST FOR PROPOSAL "RFP" #05-001 TO CONDUCT A COMPENSATION AND CLASSIFICATION STUDY A. INTRODUCTION I. The City of Ocoee, Florida (the "City") shall receive Proposals from qualified Human Resources Consulting firms, or other qualified companies or consultants, for the purpose of contracting professional services for the establishment of a Comprehensive Compensation and Classification Study. 2. All Proposals must be received by the City at the location stated in paragraph 4 of the RFP not later than 2:00 P.M. Local Time on January 11, 2005. Any proposals received after the above stated time and date shall not be considered. Envelopes containing the proposals must bear the name of the respondent making the proposal and have written on the face of the envelope "Proposal for Compensation and Classification Study." It shall be the sole responsibility of the Respondent to have the proposal delivered to the Ocoee City Hall by U.S. mail, hand delivery, or any other method available. Delay in delivery shall not be the responsibility of the City. Proposals received after the deadline shall not be considered and may be returned only at the Respondent's request and expense. 3. Each Respondent shall examine the Request for Proposal Package and shall determine all matters relating to the interpretation of such documents. All contacts shall be made to the Purchasing Agent, in writing, no later than January 5, 2005. Potential Respondents should na1 contact City staff, with the exception of the Purchasing Agent, for information during the selection process. Any contact with any other member of the City Staff, City Commission, or it Agents during this time period may be grounds for disqualification. 4. One (1) original, seven (7) copies of the firm's proposal must be submitted to the Ocoee City Hall Finance Department in one sealed package, clearly marked on the outside with the appropriate RFP number and closing date and time, and sent or delivered to: Joyce Tolbert, Purchasing Agent City of Ocoee Finance Department 150 N. Lakeshore Drive Ocoee, Florida 34761 Phone: (407) 905-3100 x 1516 FAX number: (407) 656-3501 jtolbert@ci.ocoee.fl.us No fax or electronic proposals to the RFP will be accepted. RFP #05-001 4 5. Proposals shall clearly indicate the legal name, Federal taxpayer identification number, address, and telephone number of the Respondent (firm, corporation, partnership, individual). Proposals shall be submitted in portrait orientation (unless already formatted for landscape), single-sided, 12 point font, 8 112" x 11" size paper, and not to exceed a total of sixty (60) pages (excluding front and back covers, dividers, Table of Contents, and a 2-page cover letter). The person signing the proposal on behalf of the Respondent shall have the legal authority to bind the Respondent to the submitted Proposal. 6. All expenses for providing Proposals to the City shall be borne by the Respondent. The cost for proposal development is the sole responsibility of the Respondent. 7. Action on Proposals is expected to be taken within thirty (30) days of the due date; however, no guarantee or representation is made herein as to the time between receipt of the Proposals and subsequent Commission action. No proposal may be withdrawn for a period of ninety (90) days after the time and date scheduled for the proposal closing. 8. The City reserves the right to accept or reject any or all proposals, to waive informalities or irregularities, to request clarification of information submitted in any proposal, or to readvertise for new proposals. The City may accept any item or group of items of any proposal, unless the respondent qualifies his/her proposal by specific limitations. Award, if made, will be to the most responsible and responsive proposer whose proposal, in the City's opinion, will be most advantageous to the City, price and other factors considered. The City reserves the right, to aid it in determining which proposal is responsible, to require a respondent to submit such evidence of respondent's qualifications as the City may deem necessary, and may consider any evidence available to the City of the financial, technical, and other qualifications and abilities of a respondent, including past performance (experience) with the City and others. The City Commission shall be the final authority in the award of any and all proposals. 9. All applicable laws and regulations of the United States, the State of Florida, and the City of Ocoee will apply to any resulting agreement. 10. The successful Respondent shall be required to execute an agreement, in form and content acceptable to the City, indemnifying and holding harmless the City, its officials, officers, employees, and agents from all claims. 11 . Any response by the City to a request by a respondent for clarification or correction will be made in the form of a written addendum that will be mailed, e-mailed or faxed by Demandstar to all parties to whom the RFP packages have been issued. The City reserves the right to issue Addenda, concerning date and RFP #05-00 I 5 time of RFP closing, clarifications, or corrections, at any time up to the date and time set for proposal closing. In this case, proposals that have been received by the City prior to such an addendum being issued, will be returned to the respondent, if requested, unopened. In case any respondent fails to acknowledge receipt of any such Addendum in the space provided on the Addendum and fails to attach the Addendum to the respondent's proposal, its' proposal will nevertheless be construed as though the Addendum had been received and acknowledged. Submission of a proposal will constitute acknowledgment of the receipt of the RFP Documents and all Addenda. Only interpretations or corrections provided by written Addenda shall be binding on the City. Respondents are warned that any other source by which a respondent receives information concerning, explaining, or interpreting the RFP Documents shall not bind the City. 12. Any of the following causes may be considered as sufficient for the disqualification of a respondent and the rejection of its proposal: a) Submission of more than one (1) proposal for the same work by an individual, firm, partnership or corporation under the same or different name. For purposes of this subparagraph, firms, partnerships or corporations under common control may be considered to be the same entity; b) Evidence of collusion between or among respondents; c) Being in arrears on any of its existing contracts with the City or in litigation with the City or having defaulted on a previous contract with the City; d) Poor, defective or otherwise unsatisfactory performance of work for the City or any other party on prior projects which, in the City's judgment and sole discretion, raises doubts as to Respondent's ability to properly perform the work; or any other cause which, in the City's judgment and sole discretion, is sufficient to justify disqualification of Respondent or the rejection of its proposal. 13. Any bidder who disputes the reasonableness, necessity, or competitiveness of the terms and/or conditions of the Invitation to Bid, selection of award recommendation shall file a protest in writing to the Purchasing Agent not later than seventy-two (72) hours after award. 14. The Respondent certifies that their firm operates as a Drug-Free Work Place as evidenced by an implemented drug-free workplace program. 15. The respondent declares that the only persons, or parties interested in their proposal are those named herein, that this proposal is, in all respects, fair and without fraud and that it is made without collusion with any other vendor or official of the City of Ocoee. Neither the Affiant nor the above named entity has directly or indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive pricing in connection with the entity's submittal for the above project. This statement restricts the discussion of pricing data until the completion of negotiations and execution of the Agreement for this project. RFP #05-001 6 The respondent certifies that no City Commissioner, other City Official or City employee directly or indirectly owns assets or capital stock of the responding entity, nor will directly or indirectly benefit by the profits or emoluments of this RFP. (For purposes of this paragraph, indirect ownership or benefit does not include ownership or benefit by a spouse or minor child.) The respondent certifies that no member of the entity's ownership or management is presently applying for an employee position or actively seeking an elected position with the City. In the event that a conflict of interest is identified in the provision of services, the respondent agrees to immediately notify the City in writing. The respondent further declares that a careful examination of the scope of services, instructions, and terms and conditions of this RFP has occurred, and that the proposal is made according to the provisions of the proposal documents, and will meet or exceed the scope of services, requirements, and standards contained in the RFP documents. Respondent agrees to abide by all conditions of the negotiation process. In conducting negotiations with the City, respondent offers and agrees that if this negotiation is accepted, the respondent will convey, sell, assign, or transfer to the City all rights, title, and interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of Florida for price fixing relating to the particular commodities or services purchased or acquired by the City. At the City's discretion, such assignment shall be made and become effective at the time the City tenders final payment to the respondent. The proposal constitutes a firm and binding offer by the respondent to perform the services as stated. 16. All invitation to bids, as defined by Section 287.012(11), Florida Statutes, requests for proposals as defined by Section 287.012(16), Florida Statutes, and any contract document described by Section 287.058, Florida Statutes, shall contain a statement informing persons of the provisions of paragraph (2)(a) of Section 287.133, Florida Statutes, which reads as follows: "A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subconsultant, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO, ($15,000), for a period of 36 months from the date of being placed on the convicted vendor list. " RFP #05-001 7 17. The successful Respondent shall be required to provide evidence of both General (Public & Property) Liability and Professional (Design Errors and Omissions) Liability Insurance in the form of a certificate of insurance issued on behalf of the City of Ocoee by companies acceptable to the City at the following minimum limits and coverage's with deductible amounts acceptable to the city: Comprehensive General Liability Insurance: $1,000,000.00 (The City of Ocoee is to be named as an additional insured) Professional Liability Insurance: $1,000,000.00 (Design Errors and Omission) The contract shall also require that the consultant provide Worker's Compensation Insurance, in the amount required by Florida law, for all employees engaged in this project. The following is the City's Standard Insurance Requirements: The selected Consultant shall not commence any work in connection with an Agreement until all of the following types of insurance have been obtained and such insurance has been approved by the City, nor shall the Selected Consultant allow any Subconsultant to commence work on a subcontract until all similar insurance required of the subconsultant has been so obtained and approved. Policies other than Workers' Compensation shall be issued only by companies authorized by subsisting certificates of authority issued to the companies by the Department of Insurance of Florida which maintain a Best's Rating of "A" or better and a Financial Size Category of "VII" or better according to the A.M. Best Company. Policies for Workers' Compensation may be issued by companies authorized as a group self-insurer by F.S. 440.57, Florida Statutes. a) Loss Deductible Clause: The City shall be exempt from, and in no way liable for, any sums of money which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of th~ General Contractor and/or subconsultant providing such insurance. b) Workers' Compensation Insurance: The Selected Consultant shall obtain during the life of this Agreement, Worker's Compensation Insurance with Employer's Liability Limits of $500,000/$500,000/$500,000 for all the Selected Consultant's employees connected with the work of this project and, in the event any work is sublet, the Selected Consultant shall require the subconsultant similarly to provide Workers' Compensation Insurance for all of the latter's employees unless such employees are covered by the protection afforded by the Selected Consultant. Such insurance shall comply fully with the Florida Workers' Compensation Law. In case any class of employees engaged in hazardous work under this contract for the City is not protected under the Workers' Compensation statute, the Selected Consultant shall provide, and cause each subconsultant to provide adequate insurance, satisfactory to the City, for the protection of the Selected Consultant's employees not otherwise protected. . Include Waiver of Subrogation in favor of the City of Ocoee c) Public Liability and Property Damage Insurance: The Selected Consultant shall obtain during the life of this Agreement COMMERCIAL AUTOMOBILE COVERAGE, this policy should name the City of Ocoee as an additional insured, and shall protect the Contractor from claims for damage for personal injury, including accidental death, as well as claims for property RFP #05-001 8 damages which may arise from operations under this Agreement whether such operations be by the Selected Consultant or by anyone directly or indirectly employed by the Selected Consultant, and the amounts of such insurance shall be the minimum limits as follows: 1) Automobile Bodilv Iniury Liability & Property Damage Liability · $1,000,000 Combined single limit per occurrence (each person, each accident) . All covered automobile will be covered via symbol 1 · Liability coverage will include hired & non-owned automobile liability · Include Waiver of Subrogation in favor of The City of Ocoee 2) Comprehensive General Liability (Occurrence Form) - this policy should name the City of Ocoee as an additional insured and should indicate that the insurance of the Selected Consultant is primary and not contributory over the insurance of the City ofOcoee. · $2,000,000 GENERAL AGGREGATE . $1,000,000 PER OCCURRENCE · $1,000,000 PERSONAL & ADVERTISING INJURY . Include Waiver of Subrogation in favor of the City of Ocoee 3) Subconsultant's Comprehensive General Liability. Automobile Liability and Worker's Compensation Insurance: The Selected Consultant shall require each subconsultant to procure and maintain during the life of this subcontract, insurance of the type specified above or insure the activities of these subconsultants in the Selected Consultant's policy, as specified above.. 4) Contractual Liability - Work Contract: The Selected Consultant's insurance shall also include contractual liability coverage. NOTE: PUBLIC LIABILITY INSURANCE AND AUTOMOBILE LIABILITY INSURANCE, THE CITY SHALL BE NAMED AS ADDITIONAL INSURED. · $1,000,000 PER OCCURRENCE · $2,000,000 AGGREGATE 5) Certificates of Insurance: Certificate of Insurance Form, naming the City of Ocoee as an additional insured will be furnished by the Selected Consultant upon notice of award. These shall be completed by the authorized Resident Agent and returned to the Office of the Purchasing Agent. This certificate shall be dated and show: · The name of the Insured selected Consultant, the 'specific job by name and job number, the name of the insurer, the number of the policy, its effective date, its termination date. · Statement that the Insurer shall mail notice to the Owner at least thirty (30) days prior to any material changes in provisions or cancellation of the policy. B. BACKGROUND The City of Ocoee is a high growth Orlando area community operating in a diverse and competitive labor market. The City must provide a competitive compensation and classification system in order to attract and retain qualified personnel. The City has 344 full and part time employees serving in 121 classifications in the following areas: RFP #05-001 9 Office of the City Manager, Office of the City Clerk, Finance Department, Information Systems Department, Human Resources Department, Community Development Department (Building and Planning), Utilities Department (Engineering and Water/Wastewater Utilities), Public Works Department, Parks and Recreation Department, Police Department and Fire Department. Ninety-eight (98) sworn Police and Fire personnel are represented by bargaining units. The remainder of employees are not covered by bargaining units and include both non- exempt and exempt employees. Refer to Exhibit" A" and Exhibit "B" of this RFP. C. SCOPE OF SERVICES Obiectives The City of Ocoee invites proposals from qualified firms experienced in conducting Compensation and Classification studies. This study is to include all employees. The consultant will assist the City in identifying and implementing a job evaluation and pay plan approach that will meet the needs of the organization, attract, and retain employees. The system must be fair and equitable, place the City in a competitive posture when compared to the relevant labor market, and provide the needed guidelines and controls to allow for the effective and efficient implementation and subsequent administration and maintenance thereof by City staff. Proposals will give consideration to current professional compensation strategies, personnel practices and research; as well as applicable laws, statutes, regulations, and current issues (e.g., The Equal Pay Act, Fair Labor Standards Act, the Equal Employment Opportunity Act, Comparable Worth Issues, the Americans with Disabilities Act, etc.) The selected Consultant will evaluate the existing job specifications, salary schedules, job evaluation tools, and manuals. Proposals shall provide for reasonable movement within salary ranges and innovative methods of pay delivery systems as may be applicable and/or desirable. Human Resources Management staff members will work with consultant on all phases of the study; thus ensuring understanding of methodology ability to apply and explain resulting systems to others, and duplicate process if, and when, required to do so. Human Resources Staff members will be trained by successful proposer to properly administer and maintain specifications, pay schedules and job evaluation tools. RFP #05-001 10 The selected Consultant will provide a comprehensive report, documenting the entire study and outlining implementation costs and alternatives. The selected Consultant will be expected to make a fmal executive presentation for implementation of the proposal to the City Commission. Requirements 1. Review all positions using a valid job audit instrument and conduct interviews as necessary with employees, supervisors, and department directors. Personal employee interviews should be conducted in no less than 10 percent (10 %) of current job classifications including sampling managerial, general, and public safety personnel. 2. Identify the relevant labor market for the various groups and conduct necessary salary surveys. 3 . Defme classes, develop specifications, evaluate and place positions in appropriate classes. Develop a salary structure and assign pay levels/ranges to each job class. 4. Review job specifications and develop competitive "career ladders" within Departments to encourage professional growth and development. 5 . Examine and make recommendations reference the current assignments of exempt and non-exempt positions as they relate to the FLSA and make necessary recommendations regarding updating the City's job specifications to insure compliance with the ADA. 6. Respond to any requests for reconsideration of position classification and/or pay grade assignment. 7. Conduct and complete training for Human Resources staff to insure understanding of methodology, ability to apply resulting system, and ability to train employees or duplicate process when required to do so. Training shall include software applications, training materials and manuals. 8. Evaluate the City's existing job evaluation system and recommend specific methodologies and approaches to insure the establishment and maintenance of a job evaluation and pay system based on internal equity and competitiveness with similar organizations. RFP #05-001 11 D. SUBMITTALS A. Cover Letter B. Company Information/Signature Form C. Table of Contents D. Sections (Start Sixty (60) page limit): 1. Define in detail the methodology to be used to achieve the above-stated requirements and objectives. 2. Describe the firm's experience in the conduct of such compensation and classification studies for other similar organizations. 3. Describe the background, experience and qualifications of the staff participating in study and the person who will act as senior project manager. 4. Provide five (5) recent, last five (5) years, state or local government client references and contact information for similar studies. 5. Provide timeline required for study completion. 6. Provide a total cost for completing the study, inclusive of all expenses, and specifying type and amount. E. SELECTION CRITERIA The City desires to award the contract to the Respondent that demonstrates the ability to provide the highest quality of service at the most reasonable cost. To accomplish this goal, the City's criteria for selection shall include, but is not limited to: 1) Responsiveness of the proposal related to the scope of services and specific City proposal requirements. 30% 2) Quality and extent of experience with similar government/public projects in the State of Florida. 25% 3) Ability, capacity, and skill of the proposer to make this project a priority. 20% 4) Total Cost, including expenses, for completion of the study. 10% 5) Degree of imagination, creativity, innovation, cost-effectiveness and efficiency reflected in the Proposal. 10% RFP #05-001 12 6) The degree of participation by qualified minorities within the ftrm and/or subcontracts with Minority or Women owned Business Enterprises. 5% F. SELECTION AND RANKING The City Manager will appoint a six (6) member Committee to review all Proposals submitted. After evaluations, discussions, and, if required, formal presentations and/or personal interviews are completed; the Selection Committee will rank the proposals based on the total number of points received on the above selection criteria. The City reserves the right, before awarding the contract, to require a Respondent to submit such evidence of its qualifications, as it may deem necessary. The City shall be the sole judge of the competency of the Respondents. The Selection Committee will make a recommendation to the City Commission to contract with the highest ranked firm. The City Commission's decision shall be final. Selection Committee meetings shall be open to the public pursuant to Horida Statute; however, such meetings shall not constitute a public hearing. G. NEGOTIATIONS AND CONTRACT AWARD The successful Respondent shall be required to execute an agreement, in form and content acceptable to the City, indemnifying and holding harmless the City, its officials, officers, employees, and agents from all claims. A formal contract will be prepared and submitted to the City Commission for approval, and executed by both parties. H. DISCLOSURE OF PROPOSAL CONTENTS No reports, information, or data given to or prepared by the firm under the contract shall be made available to any individual or organization by the firm without the prior written approval of the City. This provision shall only apply insofar as it does not conflict with the provisions of Chapter 119, Florida Statutes (Public Records Law). All material submitted becomes the property of the City of Ocoee. The City has the right to use any or all ideas presented in any reply to this RFP. Selection or rejection of the proposal does not affect this right. RFP #05-001 13 COMPANY INFORMATION/SIGNATURE SHEET RFP #05-001 FAILURE TO COMPLY WITH THESE RFP INSTRUCTIONS WILL RESULT IN DISQUALIFICATION OF YOUR RFP PACKAGE. PLEASE SIGN BELOW ATTESTING THAT YOU HAVE READ AND UNDERSTAND ALL RFP INSTRUCTIONS, AND THAT YOU UNDERSTAND THAT THE SUCCESSFUL RESPONDENT WILL BE REQUIRED TO ENTER INTO A LEGALLY BINDING CONTRACT WITH THE CITY OF OCOEE. COMPANY NAME TELEPHONE (INCLUDE AREA CODE) FAX (INCLUDE AREA CODE) E-MAIL ADDRESS IF REMITTANCE ADDRESS IS DIFFERENT FROM PURCHASE ORDER ADDRESS, PLEASE INDICATE BELOW: AUTHORIZED SIGNATURE (manual) NAMErrITLE (PLEASE PRINT) STREET ADDRESS CITY STATE ZIP FEDERAL ID # _Individual _Corporation _Partnership _Other (Specify) Sworn to and subscribed before me this day of ,20_, Personally Known or Produced Identification Notary Public - State of County of (Type ofIdentification) Signature of Notary Public Printed, typed or stamped Commissioned name of Notary Public RFP #05-001 14 Exhibit "A" CITY OF OCOEE SUMMARY OF POSITIONS BY PAY GRADE GENERAL EMPLOYEES EFFECTIVE 10-1-04 PAY GRADE POSITION EMPLOYEES IN CLASS o Intern Pool Attendant 1 Administrative Aide Custodian Lifeguard Recreation Aide School Crossing Guard 3 Recreation Leader 4 Administrative Assistant I Athletic Groundskeeper Maintenance Worker I Parks Service Worker I Tradesworker I Utility Service Worker I 5 Equipment Operator I 6 Administrative Assistant II Communications Operator Customer Service Clerk Evidence and Property Specialist Irrigation Specialist I Parks Service Worker II Permitting Clerk I Records Clerk Utility Service Worker II RFP #05-001 N/A 2 5 4 5 10 22 5 o 1 7 6 .1 6 5 5 10 2 1 1 1 3 6 2 15 Summary of Positions by Pay Grade Page 2 PAY GRADE POSITION EMPLOYEES IN CLASS 7 Accounting Clerk I 2 Equipment Operator II 7 Lift Station Operator 1 Mechanic I 1 Purchasing Clerk 1 Sanitation Driver 1 Tradesworker II 1 Traffic Technician 1 Wastewater Treatment Plant Operator "c" 3 Water Treatment Plant Operator "c" 3 8 Administrative Assistant III 9 Information Systems Technician 1 Irrigation Specialist II 1 Landscaper 1 Parks Service Worker III 1 Permitting Clerk II 1 Wastewater Treatment Plant Operator "B" 0 Water Treatment Plant Operator "B" 0 9 Code Enforcement Officer 4 Communications Supervisor 4 Crew Chief 3 Crime Analyst 1 Wastewater Treatment Plant Operator "A" 0 Water Treatment Plant Operator "A" 0 10 Aquatic Supervisor Athletic Supervisor Executive Assistant Human Resources Specialist Recreation Supervisor Tradesworker III Water Conservation Coordinator 1 1 1 2 1 2 1 11 Assistant Supervisor Cross Connection Control Coordinator Permit and Inspections Coordinator 1 1 1 RFP #05-001 16 Summary of Positions by Pay Grade Page 3 PAY GRADE POSITION EMPLOYEES IN CLASS 12 Fleet Mechanic Records Specialist 1 1 13 Chief Communications Supervisor 1 Chief Wastewater Treatment Plant Operator 1 Chief Water Treatment Plant Operator 1 Collection/Distribution Supervisor 1 Customer Service Supervisor 1 Development Review Coordinator 1 Facilities Maintenance Supervisor 1 Municipal Inspector 5 Parks Supervisor 1 Solid Waste Supervisor 1 Stormwater Operations Supervisor 1 Streets and Traffic Supervisor 1 Utility Electrical Supervisor 1 Utility Inspector 3 Zoning Inspector 1 14 Accountant Budget Analyst Deputy City Clerk Human Resource Analyst Plans Examiner/Building Inspector Purchasing Agent 1 1 1 2 1 1 16 GIS Technician Senior Planner Utilities Superintendent 1 2 1 17 Deputy Building Official/Chief Plans Examiner 1 18 Technical Support/Trainer 2 RFP #05-001 17 Summary of Positions by Pay Grade Page 4 PAY GRADE POSITION EMPLOYEES IN CLASS 19 Engineer I Multimedia/Community Events Manager Principal Planner 2 1 1 20 City Clerk Finance Manager Planning Manager 1 1 1 21 Information Systems Director 1 22 Assistant to the City Manager Building Official 1 1 23 Parks & Recreation Director Deputy Fire Chief 1 1 24 Human Resources Director 1 25 Fire Chief 1 26 Finance Director .' 1 27 Community Development Director Police Chief Public Works Director Utilities Director/City Engineer 1 1 1 1 30 City Manager 1 RFP #05-001 18 RFP #05-001 Exhibit "B" SWORN PUBLIC SAFETY POSITIONS SWORN FIRE PERSONNEL Position Firefighter/EMT FirefighterlParamedic Engineer/EMT EngineerlParamedics Fire Inspector Fire Marshal Fire Lieutenant/EMT Fire LieutenantJParamedic Battalion Chief 10-1-04 Emplovees in Class 21 3 7 2 I 1 8 1 3 SWORN POLICE PERSONNEL Position Police Officer Officer First Class Police Sergeant Police Lieutenant Police Captain 10-1-04 Emplovees in Class 53 1 10 3 1 19 Classification & Compensation Study Proposal @@~~ City of Ocoee, Florida January 11, 2005 HR Management Partners, Inc. HR MANAGEMENT PARTNERS, INC. . 193B WESTPOINTE CIRCLE, SUITE 350 . ORLANDO, F'L 32B35 PHONE: 407-765-4979 I FAX: 407-532-4B23 I EMAIL: SOLUTIONS@HRMP.NET I WES: WWW.HRMP.NET City of Ocoee, Florida Classification & Compensation Study Proposal TABLE OF CONTENTS 1. Letter of Interest ---------------------------------------------------------------------------------------- 3 2. Narrative Description of Firm ----------------------------------------------------------------------- 5 3. Method & Plan For Completing Scope of Study ------------------------------------------------- 7 4. Personnel Assigned to Project ---------------------------------------------------------------------- 13 5. Current Projects Distribution ---------------------------------------------------------------------- 17 6. Experience & References ---------------------------------------------------------------------------- 18 7. Meeting Mandatory Deliverable Requirements ------------------------------------------------ 21 8. Itemized Cost Proposal ------------------------------------------------------------------------------- 22 @ HR Management Partners, Inc. 2005 2 City of Ocoee, Florida Classification & Compensation Study Proposal 1 - LE'lTEROFINTEREST HR Management Partners, Inc. (HRMP) is pleased to submit this proposal to conduct a Classification & Compensation Study for the City of Ocoee, Florida. HRMP agrees to perform all specifications as outlined in the request for proposal. HRMP understands the study scope includes the following: . Update of the current Classification & Compensation System, to include job analysis, analysis of current system, assessment of current job descriptions, and recommendations for modifications to the plan to enhance the City's pay administration. . Revise current compensation plan to reflect the relevant labor market, to include other local labor market competitors in the City's demographic and private industry statistics. (The City can choose a custom market surveyor can elect to use published data in the relevant labor market and supplemented by private sector data. Cost differentiation for this option is outlined in the cost proposal.) . Provide automated tools and software training to City staff to maintain and administer the system, and for replicating the process at a future time. Sub-tasks for the afore-mentioned scope will include, but not necessarily be limited to: o Conduct interviews in no less than 10% of current job classifications, including sampling managerial, general, and public safety personnel; o Develop or update compensation and grade structure based on internal equity and external competitiveness; o Provide recommendations for special compensation issues, e.g., seniority, promotions, market conditions, plan maintenance, salaries above maximum, education; o Provide various implementation options that comply with the City's project goals and objectives, taking into account the unique circumstances and challenges of the City; o Develop competitive career ladders within Departments to encourage professional growth and development. o Provide recommendations for updates to existing job descriptions; draft new descriptions if any new classifications are identified as a result of the study, considering pertinent regulatory standards, e.g., ADA, EEO, FLSA, EP A. ~ HR Management Partners, Inc. 2005 3 City of Ocoee, Florida Classification & Compensation Study Proposal The remaining body of this narrative details how HRMP products and services can benefit the City. The following narrative will further show that HRMP is fully capable of meeting all requirements as set forth in the RFP. Any structures that are recommended will enhance City systems that ensure competitive positioning to attract, retain, and reward the most skilled and qualified workforce. Furthermore, HRMP will ensure that all recommendations will be totally nondiscriminatory and provide for compliance with all pertinent federal, state and local requirements. QUALIFYING STATEMENTS HR Management Partners, Inc. has implemented and maintains a drug-free workplace In accordance with and in compliance with Federal, State, and Local regulatory standards. This proposal, submitted in full, remains valid, including quote, for a minimum ninety (90) days. HR Management Partners, Inc. is the legal name of the firm and maintains corporate address at: 1938 Westpointe Circle / Suite 350 / Orlando, Florida 32835 / Phone #: (407) 765-4979 / Fax #: (407) 532-4823 / Email Address: Solutions@hrmp.net / Federal Tax ID #: 59-3610348 No person or affiliate of HR Management Partners has been placed on the convicted vendor list. No person or affiliate of HR Management Partners has been accused or convicted of a public entity crime. Thank you for the opportunity to submit this proposal and for taking the time to review our approach. As you evaluate your options, we strongly encourage you to contact any of our previous and on-going clients to discuss our services, products and reputation. We would be delighted to develop a successful working relationship with the City. Sincerely, Juana "JC" Ayers, President, HR Management Partners, Inc. <1) HR Management Partners, Inc. 2005 4 City of Ocoee, Florida Classification & Compensation Study Proposal 2 - NARRA1TVEDESCRIPJ10NOJiF1RM HRMP is a national firm, headquartered in Orlando, Florida. Regional offices are located in Lantana, Florida and Columbus, Georgia. Our Technical Services division is located in St. Petersburg, Florida. Our affiliate office is located in Brookfield, Wisconsin. We partner with our clients to develop and establish legally compliant systems that are both internally equitable and externally competitive. HRMP employs an integrated, strategic approach for the purpose of tailoring systems to fit the unique needs of each organization. . HRMP was founded in 1997, and is incorporated, licensed and insured to do business in the State of Florida. . HRMP is established as a Minority-owned Business Enterprise (MlWBE) and acquired minority- owned business status under the Florida Small and Minority Business Assistance Act through the State of Florida and the City of Orlando, Florida. (Certification # 010056). . All HRMP project consultants are required to acquire and maintain certification as Certified Compensation Professionals (CCP). . Since 1999, HRMP has the distinguished honor of being the developer, administrator, and Official Sponsor ofthe Florida Public Personnel Association's (FPPA) interactive website. . HRMP conducts FPPA's automated annual Statewide Salary Survey, which includes over two- hundred-fifty (250) benchmark jobs and a comprehensive compensation practices survey. . As of fiscal year 2002, HRMP incorporated the Florida League of Cities (FLC) annual Statewide Salary Survey with the annual FPP A survey to provide a comprehensive statewide, regional and local survey database to the public sector serving more than 400 state of Florida agencies. HRMP is distinguished by its state-of-the-art windows-based software and web-based utilities. HRMP's classification and compensation software can accommodate quantitative methods of position evaluation, such as point factor analysis, and traditional ranking/classification evaluation methods. HRMP's web- based salary and benefits survey utility is user-friendly and guides participants through the survey in a step-by-step process. An equally friendly "Search and Download" section makes data downloading for both clients and participants quick and efficient. To maintain and continually enhance these cutting-edge applications, HRMP maintains a fully dedicated Technical Services Division. HRMP's works with each client to develop plans that are best suited to their situation and helps them to accomplish their organizational goals and objectives. Our consultants possess the in-depth experience and expertise in both the public and private sectors. This enables us to offer our clients multiple solutions for their problems/issues and provide "best practices" to ensure that the plan(s) we recommend will be both internally equitable and externally competitive. ~ HR Management Partners, Inc. 2005 5 Corinna Gonzalves Lead Technical Writer Software & Web Services Technical Services 4258 Cardinal Way S., 1 st Floor St. Petersburg, FL 33712 Arkadi Coletti Software Systems Engineer Programming Staff Software Support Staff Jack Coletti Web Systems Engineer Programming Staff Web Support Staff @ HR Management Partners, Inc. 2005 City of Ocoee, Florida Classification & Compensation Study Proposal Juana "J.C." Ayers, President Corporate Headquarters Central Division 11938 Westpointe Circle, Ste. 350 Orlando, FL 32835 Affiliate Division Consulting Services 200 S Executive Drive, Ste 10 1 Brookfield, WI 53005 Jim Bastian Managing Partner HR Audit, Inc. Staff Consultants Technical Writers Y Administrative Staff I Organizational Design... Admin Assistant Claudia Fernandes Regional Office Consulting Services 3190 Mariner Way, Suite 100 Lantana, FL 33462 Lorri Barefoot Senior Project Manager Technical Writers Staff Consultants Regional Office Consulting Services 107 Brostrom St, Ste A Columbus, GA 31905 Beth Campbell Senior Project Consultant 6 City of Ocoee, Florida Classification & Compensation Study Proposal 3 - MEmOD&PLANFOlt~GSCOPEOFSTUDY* * Timelines outlined herein are based on a project initiation during the first week of February 2005. These dates may be modified based on the City's desired dates for project initiation and completion. Upon award of a contract, the project will commence with a first week of February 2005 strategy meeting between the HRMP project manager and the City's Administration and Management Staff. The City's objectives, current compensation philosophy, and current issues/problems will be discussed during the initial meeting. The City provides HRMP with electronic job descriptions, current pay administration data and current policies and procedures. During the strategy meeting, benchmark jobs will be identified for the purposes of the City's competing market study, and the list of survey organizations will be established. Based on strategy discussion and determinations, the project time line and work plan will be refined and finalized accordingly. HRMP is fully capable and qualified to perform the scope of services as outlined in the RFP, and has identified the following key elements that will ensure a successful project: . HRMP will establish open lines of communication and work in concert with City staff and the employee population included in the scope of study; . HRMP will ensure a full understanding of the unique circumstances facing the City and a thorough understanding of the City's strategic goals and objectives for the project; . HRMP will ensure that all Project Consultants be certified as Certified Compensation Professionals (CCP), and will possess a minimum of 10 years experience in the industry conducting similar projects for organizations similar in agency type and size; . HRMP will ensure availability of staff, means, and tools necessary to develop multiple and alternative implementation options based on the City's unique needs; . HRMP will ensure all necessary tools and knowledge are transferred to designated City Staff to enable them to successfully maintain the classification and compensation system. Market Analvsis & Competitive Stance Timeline: 2nd week of February 2005 through 3rd week of March 2005 During the 2nd week of February, 2005 HRMP will initiate the City's comparative market analysis and survey phase. HRMP has spent several years developing an innovative online survey utility that has revolutionized the way market surveys are conducted. For conducting market surveys, HRMP utilizes our automated online survey utility available through the Internet. HRMP custom surveys are designed to provide our clients with reliable data that will assist them in determining the most competitive market values for their demographic. The wage data applied to the City's study shall be current for the Fiscal Year 2005/2006. <<.;l HR Management Partners, Inc. 2005 7 City of Ocoee,Florida Classification & Compensation Study Proposal Participants who take part in HRMP studies find a user-friendly utility that guides them through the I survey in a step-by-step process. An equally friendly "Search and Download" section makes data downloading for both clients and participants quick and efficient. The organizations that are selected for participation in the market survey are formally invited by HRMP, on behalf of the City to participate. I Participants are provided detailed step-by-step instructions and a login password for accessing the survey. Respondents are first directed to visit HRMP's website at www.surveys.us. I I I HAVE BEEN ASKED TO Upon first reaching the website, the Survey Login link appears. PARTICIPATEThe respondent logs into the survey using an assigned password. IN ANONUNEMARKET SURVEY For the market survey, the respondent matches their i Click��°tO1A�"' organization's jobs to the survey's benchmark job descriptions. (SURVEY LOW ... An example of a completed benchmark job record appears below. 111 Fin Account Clerk II} Ad „ t t Hourly: Al 1 LTIt1 e:lACOUflt Clerk IlIll Reports To:lChiefAccountant Min Mid - Max Average Math #Positions FLSA BB � t 132593 140226 147860 1133082 ' I Loa, -I I'2 I Non-Exernpt - r Notes / Years of Service: I , LastModified: Are I ' The online survey utility allows clients to monitor, comment, and raise questions regarding the survey data during the course of study. The automated utility incorporates all criteria that are identified as necessary data to solicit. Participants appreciate online participation for several reasons: I • Participants may contribute data in one session or at any time before the survey deadline. Many participants will spend a little time each day to complete the survey. • The utility automatically identifies many typos and statistical outliers and alerts the participant to verify their input. ©HR Management Partners,Inc.2005 8 p it ICity of Ocoee,Florida Classification & Compensation Study Proposal • Hourly rates may be converted to annual with the click of a check box. This assists participants Ithat maintain compensation systems in hourly versus annual range format. • Email and telephone technical support is available for all surveys. Email is also used to remind Iparticipants of the survey through weekly messages of the survey deadline. • The survey remains open and available 24 hours a day 7 days a week, so participants complete Ithe survey at their own convenience. • In the event that a survey participant does not have Internet access, alternate methods of data Iinput(spreadsheet/hardcopy)are available and are provided. IMarket Report At the close of five (5)weeks HRMP will extract the market data, perform the data analysis, and develop I and submit an analysis of regional labor market issues in the City's market recommendations report. Each organization has preferences regarding the reporting and display of survey and study related data. For this reason HRMP has built several different reporting tools and features into Surveys.us to accommodate diverse needs. Graphs, charts, tabulated data and downloadable spreadsheets are all Ireporting tools available to both the City and the participants that are part of the survey. The market study methodology serves as a model database with appropriate survey sources for the City to I utilize in conducting future market studies. Following is an example of one download format that provides averages and medians for the sample job of Accountant: I I Accountant Min Mid Max Avr Participant data are individually Participant A 27,200 37,000 57,000 33,507 displayed. Participant B 33,075 40,866 48,657 I Participant C 36,000 45,500 55,000 51,130 Participant D 36,683 45,854 55,025 36,683 Participant E 38,459 45,729 52,998 Participant F 34,505 49,955 65,405 44,144 I Participant G 31,500 37,856 44,211 Participant H 30,344 37,321 43,999 Participant I 28,771 31,871 34,971 34,971 Participant] 31,190 39,141 47,092 35,541 I Participant K 32,550 37,748 44,871 35,537 Participant L 36,795 42,660 50,918 Accountant Min Mid Max y Avr The overall data averages and I AVERAGES 33,089 40,958 50,012 38,788 medians are calculated. MEDIAN 32,813 40,004 49,788 35,541 The Client's percentage difference a Client Pay Range Data 33031 41552 49002 37392 to the averages and medians are difference vs Averac 0% l% -2% -4% %difference vs Medlar 1% 4% -2% 50/0 calculated. I 0 HR Management Partners,Inc.2005 9 City of Ocoee, Florida Classification & Compensation Study Proposal Internal Position Evaluation Process & Instrument Timeline: 2nd week of February 2005 through 15t week of April 2005 To achieve internal equity, it is necessary to use a valid and reliable position evaluation system to determine the relative worth of each classification. Equal pay for equal work and equal pay for comparable work must be established through a valid system that is objective and defensible. HRMP uses the employee interviews and the Position Description Questionnaires (PDQ's) to conduct job analysis and Fair Labor Standards Act (FLSA) analysis. Position Description Questionnaire (PDQ) During the initial project meeting, HRMP provides the City with a comprehensive position questionnaire (PDQ) in both electronic and hard copy format for distribution to all classifications included in the scope of the study. The PDQ serves as a comprehensive data-gathering instrument, to be used as the basis for several study objectives. PDQs are distributed to employees during the 2nd week of February 2005. Both employees and their supervisors complete and review the content, and indicate their concurrence with the information contained therein. This approach satisfies documentation requirements for the City by showing concurrence between the two job experts, which is the job incumbent in conjunction with the job's immediate supervisor. Employees are able choose to complete the PDQ in hardcopy format, or to complete the electronic version of the PDQ on their computer desktop. Regardless of the option chosen, the employees and managers complete and submit questionnaires for each position to Human Resources by the 4th week of February 2005. Human Resources then organizes the PDQ's by department and submits them to HRMP for the internal equity analysis phase. Internal Equity Analysis Phase & Instrument HRMP is experienced in conducting such studies using quantitative position evaluation methods as well as non-quantitative evaluation methods. Regardless of the methodology used, the City will be provided all reporting and recommendations utilizing an automated tool, Compensation Manager@ to establish the proposed compensation systems. The system comes equipped with HRMP's default point factor system, or can be customized to import and utilize an organization's existing system if an in-place system currently exists. HRMP proposes to organizations that the position evaluation process be conducted by means of point factor analysis. The client may also choose to use a modified version of a different system or a new non- quantitative method. However, point factor job analysis is a quantitative evaluation methodology, and is recognized as one of the most objective, legally defensible, and statistically accurate methods available today. This method utilizes defined factors and degree levels within those factors to arrive at a total point value for each class independent of all other classes. Each class in the hierarchy is evaluated based on the same universal criteria. Point factor analysis is structured to conform with provisions as set forth by the Equal Pay Act (EPA) of 1963, which states that in conducting job analysis, each job must be evaluated for effort, skill, responsibility and working conditions associated with the job. ~ HR Management Partners.. Inc. 2005 10 City of Ocoee, Florida Classification & Compensation Study Proposal In conducting the point factor analysis method, each job is evaluated against a set of factors such as experience required, supervisory responsibility, and decision-making authority. Total point scores are then generated for each class. In this way, an equitable internal hierarchy is established by evaluating all classes using the same universal criteria. Once internal equity is established, the market data are imported into the software program. All internal job evaluations data and all market data are maintained within the same software application. The next step involves integrating point values with the market survey data using linear regression to establish a "line of best fit". The correlation between internal points and external market data is established, thereby making it possible to establish fair market values for those jobs for which reliable market data is unreliable or otherwise unavailable. The internal analysis will be initiated upon receipt of the PDQs from Human Resources, and will be completed by the 1 sl week of April, 2005. Fair Labor Standards Act (FLSA) Review The study will also include review of the current Fair Labor Standards Act (FLSA) status of each classification. FLSA, a federal law enacted in 1938, sets minimum wage, overtime pay, equal pay, record keeping and child labor standards for workers who are covered by the act. In regards to overtime, the act provides for certain exemptions. These include, but are not limited to, three major exemptions, which apply to executive, administrative and professional employees, otherwise known as the "white-collar" or "EAP" exemptions. FLSA exemptions are based on the specific job duties of the positions involved. In determining FLSA exemptions, the process of job analysis is essential. HRMP conducts an exemption analysis of each job using the Department of Labor Wage and Hour Division's test criteria, based on the most recently released regulations issued by the DOL and effective for August 23, 2004. The proposed FLSA status recommendations are detailed in the draft recommendation report. The FLSA reviews are conducted concurrently during the internal analysis phase using HRMP's Compensation Manager software. As previously mentioned, all components necessary for plan development and plan maintenance are housed in the same software. The program maintains an automated record of how the analyst arrived at the proposed FLSA recommendations. Thus, the City has a record of the process by which determinations were made, and can defend the determinations in the event a status is ever challenged. Pay Plan Design, Developing Multiple Implementation Scenarios & Viable Solutions The system is also equipped to accommodate varying pay plan designs. HRMP discusses pay plan design with the City to ascertain overall compensation goals and objectives. . Open Plan . Step Plan . Split Plan . Broad Banding · Inverted Pyramid Plan · Modified Inverted Pyramid Plan · Combination Plan · Custom Plan Design @ HR Management Partners, Inc. 2005 11 City of Ocoee, Florida Classification & Compensation Study Proposal During the 1 st week of April 2005, pay plan design parameters are determined and HRMP develops various cost implementation scenarios, taking into consideration the identified project goals and objectives. Because HRMP tailors plans to the specific needs of each organization, multiple cost scenarios for implementing the proposed plan are considered. Cost by employee to bring staff up to the pay range minimums is the most conservative option and is always provided. Other options such as length of time in classification, link to employee performance histories, and pay compression can also be used as criteria to allocate employee salaries within the assigned pay grades. Budgetary parameters and organizational goals are the forces driving the decisions each organization must make in determining a fair and objective manner for allocating employees to the proposed plan. Thus, the consultant/organization must have a tool with which to conduct multiple cost analyses. HRMP's system, Compensation Manager, easily generates and stores analysis reports for any cost scenario under consideration. The analysis reports detail statistical data for each employee according to the selected implementation scenario. The reports detail each incumbent by employee number, job code, position number, division, department, unit, location, proposed pay grade and pay range, proposed salary, and dollar amount (if any) of proposed salary adjustment. Thus, the City is provided an in-depth budget-forecasting tool to facilitate selecting the most viable implementation option. Draft Report Project Deliverables HRMP will deliver the study draft report during the 2nd week of April 2005. HRMP provides the City with the project reports that present: . Classification and compensation plan with pay grades, ranges, FLSA status and pay schedules for all positions in the City's classification and compensation plan; . Study observations/findings, statistical detail reports, recommendations for salary administration and maintenance policies and procedures, recommendations for career ladders; . Recommendations regarding implementation alternatives (if applicable), and detailed financial scenarios based on goals and objectives of the City, i.e., assignment of all employees to job class, pay grade/range, and salary; . Recommendations regarding allocation of employees to the plan with respect to entry-level compression, job group compression, pay for performance or other agreed upon criteria. All reports can be exported into multiple software formats, to include Microsoft@ applications (Word, Excel, Access), pdf, and rich text format files. During the 2nd and 3rd weeks of April 2005, the City reviews HRMP recommendations and provides comment, feedback and suggestions regarding final recommendations for the plan. During this time HRMP updates the current job descriptions to reflect the outcome of the work. At the close of the 3rd week of April HRMP receives the City's feedback and conducts any additional research as necessary and compiles the final deliverable reports to the City during the first week of May 2005. HRMP will license, install and train City staff to maintain and administer the approved plan in Compensation Manager, the automated job evaluation and plan maintenance system. <<J HR Management Partners, Inc. 2005 12 City of Ocoee, Florida Classification & Compensation Study Proposal 4 - PERSONNEL ASSIGNmrol'ROJEtT PRINCIPAL PROJECT DIRECTOR, JUANA "J.C." AYERS, C.C.P., MPA, is Principal Project Director for HR Management Partners, Inc., and is based out of the Corporate Headquarters (Orlando, FL). Ms. Ayers has been with HR Management Partners since 1997. Ms. Ayers brings to HRMP over fourteen (14) years public and private sector professional experience in the fields of compensation, performance management, labor and employment analysis, and human resources administration. Ms. Ayers is the former Florida State Manager for an international human resources consulting firm, and served as Project Director for numerous compensation and classification studies. Ms. Ayers is also a former Compensation Manager for a private sector fortune 500 hundred company as well as a national software company. She has held key HR positions in both city and county governments. She earned her Bachelor's degree in International Studies and her Master's degree in Public Administration, both from the University of West Florida. She also served as adjunct professor in HR Administration at National Luis University, Tampa, Florida. Ms. Ayers is a regularly featured conference speaker, with an on-going engagement at annual Florida Public Personnel Association (FPPA) conferences where she conducts workshops and seminars in effective development and administration of compensation, classification and performance management systems. She has also been a featured speaker for the international association of World At Work (formerly the American Compensation Association), of which she is a current member. Ms. Ayers has extensive experience in conducting classification and compensation studies in the public sector. Agencies for which she has directed studies include, but are not limited to, municipalities, counties, school districts, sheriffs offices, correctional institutions, colleges and universities, health management districts, water management districts, and waste management districts. Ms. Ayers' direction for the study comes from her wide and varied human resources expertise, which includes all facets of compensation and classification analysis, occupation and industry trending and analysis, staffing analysis and organizational development, employee and management training programs, employee communication plans, pay for performance systems, variable and incentive pay programs, and career path planning/succession planning models. JIM BASTIAN, M.B.A., based in the Wisconsin Affiliate Division brings over fifteen (15) years experience in the field of human resources administration, and is a Managing Partner of HR Audit, Inc. and a Project Consultant for HRMP. Mr. Bastian has held Senior Operations, Human Resource Management, and Vice President positions throughout his tenure as a human resource professional. His experience includes five (5) years service as an Officer and Senior Vice President for a Fortune 100 firm. He has had responsibility for comprehensive development of human resource management and organizational development solutions. His experience includes, but is not limited to, the auditing of human resource practices and policies, assessment of compensation and recruitment systems, and development of strategies for improving both organizational design and operations efficiency. Mr. Bastian holds a Master's Degree in Business Administration from Cardinal Stritch University, Wisconsin and a Bachelor's of Science Degree in Educational Psychology from Michigan State University. He is an active member of the Society for Human Resource Management (SHRM) and serves on the Business Advisory Council for Cardinal Stritch University. Mr. Bastian is also the former Chairperson of the Waukesha HR Council and is a frequent speaker and panelist. He is continuing author ~ HR Management Partners, Inc. 2005 13 City of Ocoee, Florida Classification & Compensation Study Proposal contributor to various publications as an expert in human resources and organizational development. Mr. Bastian's contributes to the study by providing assessment of in place policies/procedures affecting compensation administration, assessment of in place HRIS tools, financial implementation strategies, and communications liaison for on-site services. SENIOR PROJECT MANAGER, LORRI J. BAREFOOT, C.C.P., is based out ofHRMP's Regional office in Palm Beach County and is a Senior Project Consultant. Ms. Barefoot has been employed with HRMP since 1998. She brings to HRMP over ten (10) years experience in the field of human resources administration. Ms. Barefoot is a former HR Generalist for a national telecommunications firm, with responsibility for administration of legal compliance regarding compensation, benefits, labor relations and classification systems. Ms. Barefoot is also a former Classification & Compensation Analyst for an international consulting firm, and served as key consultant in conduct of multiple compensation studies. Ms. Barefoot's provision of consultant services includes municipalities, counties, sheriff s offices, correctional institutions, colleges, school districts and special districts. Her Bachelor's Degree is in International, Regional & Urban Geography and her contribution to HRMP comes from her background expertise, which encompasses salary and benefits survey and analyses, labor law compliance, Americans with Disabilities Act (ADA) compliance standards, and point-factor analysis systems. For HRMP, Ms. Barefoot develops market survey instruments to solicit wage, classification, employment, benefits, compensation practices, and labor relations data from the local, regional, state, and national labor market. Ms. Barefoot solicits participant response, compiles and analyzes response data, and develops recommendations for use/application of survey results. During the course of study, Ms. Barefoot analyzes labor market occupation and industry trends to address perceived economic anomalies, which are those occupations for which labor market supply and demand conditions affect compensation, recruitment and retention of skilled and qualified staff. WEB SYSTEMS ENGINEER, JACK COLETTI, with over ten (10) years experience in the field of Information Systems, is the Web Systems Engineer for HRMP and is based out of the West Regional Division (Tampa Bay/St. Petersburg, FL). Mr. Coletti has been employed with HRMP since 1998. Mr. Coletti has developed multiple commercial Internet sites that focus on end-user interactivity, custom analysis and reporting, interactive display, and database administration. Mr. Coletti was the project engineer for the development, administration and maintenance of the interactive website for the Florida Public Personnel Association (FPPA), which can be accessed at www.surveys.us.Mr. Coletti administers FPPA's annual online salary and benefits surveys with HRMP's survey utility, Surveys.us@. The survey utility is not only used to collect market data for FPPA's annual survey, it is also used to analyze, tabulate, and report data in custom formats applicable to the specific needs of each participating organization. With fiscal year 2002/2003, Mr. Coletti has integrated the annual FPPA surveys with the annual statewide Florida League of Cities (FLC) survey, resulting in a comprehensive statewide survey to service the public sector. The utility includes several web applications that calculate market results; allow for comparison and analysis on a local, county, regional, and statewide basis; and display results in downloadable custom reporting formats. The utility also includes trending features because organizations return each year to update their benchmark job values. Thus, participants are able to monitor their organization's competitive stance over time by accessing this data, which is maintained and stored on HRMP file servers. ~ HR Management Partners, Inc. 2005 14 City of Ocoee, Florida Classification & Compensation Study Proposal Additionally, Mr. Coletti developed, administers and maintains the interactive website for HRMP, which can be accessed at www.hrmp.net. HRMP's website includes the same interactive web applications and capabilities as that of the FPP A website. It is here that Mr. Coletti administers all HRMP custom surveys. Such surveys include, but are not necessarily limited to, salary & wage, benefits programs, labor and employment, and employee climate surveys. Mr. Coletti's contribution to the study includes development of market study system utilities, database administration, custom analysis and reporting, and systems and technology integration solutions. He works directly with clients and survey participants in the access and use of Surveys. us and other HRMP automated utilities, to include providing instruction, feedback, and resolution on technical issues. Mr. Coletti also developed eVaIPro@, the supervisory and employee interface for Performance Manager, HRMP's performance management system. Mr. Coletti's programming and systems administration qualifications include expertise with core Internet protocols, HTML, DHTML, Java, ASP (Active Server Pages), Perl, CGI and VB Script. His Internet server qualifications include experience with several UNIX operating systems and Windows NT and XPS systems. SOFTWARE SYSTEMS ENGINEER, ARKADI COLETTI, based out of HRMP's Technical Services Division (Tampa Bay/St. Petersburg, FL), brings over twelve (12) years experience in the field of applications development and information systems, and serves as HRMP's Software Systems Engineer. Mr. Coletti has been employed with HRMP since 1997. For HRMP, Mr. Coletti has developed several Windows™ and Internet based applications, and was the project engineer for development of Compensation Manager, HRMP's Windows™ based job evaluation and pay plan development system. The system utilizes point factor analysis for job evaluation, which is known to be one of the most objective and legally defensible job analysis methods available today. The system then provides the tools for pay plan development by allowing for integration of current market data through linear regression. The system's utilities facilitate efficient response to both organizational and market driven changes, and provide accurate, defensible analyses with multiple reporting options. Mr. Coletti formerly held key information systems positions at a private sector web and Internet systems development company, and has held key information systems positions at a Florida electric company where he developed several automated program solutions to accomplish operations sequences and resolve technology and systems integration issues. Mr. Coletti's programming and systems administration qualifications include core Internet protocols, expertise in MS@ Visual Basic, HTML, ASP (Active Server Pages), VB Script, ADODB, VB Script and Delphii programming languages, and all operating systems (up to the most recent Windows™ XPS system). He has designed multiple Windows™ based applications, as well as several interactive websites. Mr. Coletti's systems focus on end-user interactivity that is efficient, convenient, and user-friendly. His experience also includes in-depth knowledge of relational databases, database architecture, and computer hardware. Mr. Coletti also works with clients and survey participants in the access and use of HRMP software and utilities, to include providing instruction, feedback, and resolution on technical issues. Mr. Coletti applies his considerable knowledge of statistical methods to the analysis of response data, and develops the automated utilities that process and tabulate received data. ~ HR Management Partners, Inc. 2005 15 City of Ocoee, Florida Classification & Compensation Study Proposal LEAD TECHNICAL WRITER, CORINNA GONSALVES, based out of HRMP's Corporate Headquarters (Orlando, FL), brings over five (5) years experience in the field of technical writing, and has served HRMP for two (2) years as Lead Technical Writer. Ms. Gonsalves has been employed with HRMP since 2000. Ms. Gonsalves previously held key technical writing positions for a state power corporation and a national telecommunications company. For HRMP, Ms. Gonsalves is responsible for drafting legally compatible job descriptions/class specifications and overseeing the writing of said documents by coordinating HRMP's technical writing staff. The method Ms. Gonsalves uses to document jobs is consistent with standards as set forth by the EP A, the ADA, and the EEOC. Ms. Gonsalves is also responsible for assisting in drafting of marketing materials and HRMP documentation. ~ HR Management Partners, Inc. 2005 16 City of Ocoee, Florida Classification & Compensation Study Proposal 5 - CURRENTl-ROJECI'S<DlSTR1lll11'10N HRMP Current Projects Distribution - Calendar Year 2004 2004 - Closing Projects: . Palm Beach County Clerk of Court, Florida (Maintenance Client) . Lake County School District, Florida . Polk County, Florida . Niagara Frontier Transportation Authority, New York . Franklin City Schools, Virginia . San Antonio Water District, Texas . City of Oakland Park, Florida (Maintenance Client) . Town of Juno Beach, Florida . Village of Wellington, Florida - Project # 4 (Repeat & Maintenance Client) . Broward Sheriff's Office - Project # 5 (Repeat & Maintenance Client) . Broward Community College - Project # 4 (Repeat Client) . City of Ocala, Florida - Project # 4 (Repeat Client) 2005 - Active or Initiating Projects: . Escambia County School District, Florida . Clark County School District, Nevada . Purdue University, Indiana ~ HR Management Partners, Inc. 2005 17 City of Ocoee, Florida Classification & Compensation Study Proposal 6 - :REFERENCES&PEIt~gpERlENCE HRMP encourages prospective clients to contact our clients to discuss our professional qualifications, technologies, products/services, customer relations, and service delivery. Client / Com letion City of Clearwater, Florida Rick Ebelke, Assistant Dir of Human Resources (727) 562-4846 100 S. Myrtle Ave Clearwater, FL 33756 Completion: 2003 City of Maitland, Florida Theresa Walker, Human Resources Manager; 1776 Independence Lane, Maitland FL, 32751; (407) 539-6218 Com 1etion: 2002 City of Eustis Ann Isaacs, Director, HR 109-A E. Orange Avenue Eustis, FL 32727 (352) 483-5472 Com letion: 2002 City of Ocala Sandra Wilson, HR Director (352) 351-6663; 2100 NE 30th Ave, Gate 4; Oca1a, FL 34470 On-going client Marion County Sheriff Jerry Holland, Finance Dir. (352) 368-3534 P.O. Box 1987 Oca1a, FL 3478 Palm Beach County Clerk of Court (PBCOCC), Donna Bradbrook, Manager of Human Resources Manager, 301 N Olive A venue, West Palm Beach, FL 33401 (561) 355-4991 On-going client Florida Public Personnel Association (FPP A), Margie Moale, Immediate Past President, 9551 W. Sample Rd., Coral Springs, FL 33065 (954) 344- 1152; On- oin client ~ HR Management Partners, Inc. 2005 Work Performed HRMP has completed a comprehensive classification and compensation study for the City's non-represented professional staff. The City is implementing HRMP's automated job evaluation software to administer and maintain the approved plan. HRMP is scheduled to complete a comprehensive classification and compensation study for represented staff. HRMP conducted a Comprehensive Salary Survey & Related Services Study that included market analysis, classification, compensation and benefits analysis to establish internal and external equity for the City in the local and regional labor market. The City implemented HRMP's automated job evaluation software and received training to administer and maintain the approved pay plan. HRMP conducted a Comprehensive Pay, Classification & Benefits Study to establish internal and external equity for the City in the local and regional labor market, and implemented HRMP's automated job evaluation software to administer the new pay plan. Additionally, HRMP conducted workshop and training for management in effective performance appraisal principles and techni ues. HRMP conducted a Classification & Compensation Study which consolidated the City's classifications, provided a regional market survey analysis report, installed our automated job evaluation system, and conducted training for HR staff in evaluation of classifications and pay plan development. The City also implemented our 3600 performance appraisal system, and is currently a BET A site for development and implementation ofHRMP's automated Performance Manager s stem. The Ci em 10 s a roximate1 800 em 10 ees included in the stud . HRMP conducted a comprehensive market analysis, benefits, classification and compensation study to establish internal and external equity for the Sheriff in the local and regional labor market, and implemented HRMP's automated job evaluation software to administer the new pay plan. HRMP conducted a classification and compensation study for the Clerk, and developed a salary and pay administration structure for the Clerk. The study included market survey and allocation of employees to the approved pay plan. HRMP also conducts special projects for the Clerk as the need arises based on specific areas of study, e.g., Clerk Zones, Supervisors, Compensation Philosophy & Strategy Training. HRMP installed and provided training to Clerk staff in plan administration using our automated job evaluation software. The Clerk employees a roximate1 750 em 10 ees. HRMP developed and automated FPPA's web-based annual Statewide Salary and Benefits Surveys. HRMP is the developer and Official Sponsor of FPPA's web page. Surveys are conducted and updated by HRMP on an annual basis and encompasses, at a minimum, 275 benchmark job classes. The Association has 500 State of Florida members in conjunction with the Florida League of Cities (FLC). 18 City of Ocoee, Florida Classification & Compensation Study Proposal Polk County BOCC, Percy HRMP conducted a Classification & Compensation Study, which included market Harden, Personnel Director, 300 analysis, classification and compensation analysis to establish internal and external West Church Street, Bartow, FL equity for the County in the local and regional labor market. HRMP is 33831, (863) 534-6030 implementing and training staff in use of the automated job evaluation software so Completion: 2004 staff may administer the new pay plan. The County has approximately 2000 employees included in the scope of study. Broward Sheriff's Office HRMP conducted a Classification, Compensation, Benefits Review & Software Joanna Hely, Manager of Purchase study for the Sheriff's Office. Included installing HRMP's Windows™ Compensation & Classification based automated job evaluation software. HRMP completed a compensation labor (954) 321-4418 market survey for the Sheriff's local, regional, statewide, and national competing 2601 W Broward Blvd. Ft. market place. HRMP conducted job analysis for the Sheriff's Office Professional Lauderdale, FL 33312 employee group, and training for HR staff in administration and maintenance of On-going client the new pay and classification plan(s). HRMP also completed a full review and update of all job classifications for BSO (approximately 265 job descriptions). BSO employs approx. 4500 employees. Lake County School District HRMP conducted a Comprehensive Compensation Study, which included market Susan Moxley, Asst analysis, classification and compensation analysis to establish internal and external Superintendent, HR equity for the School District in the local and regiona11abor market. HRMP Administration, 201 West implemented and provided training to staff in use ofthe automated job evaluation Burleigh Blvd., Tavares, FL software so staff may administer the new pay plan. The School District has approx. 32778, (352) 253-6518 4500 employees in approx. 250 classifications. Completion: 2004 Niagara Frontier Transportation HRMP conducted a Comprehensive Compensation Study, which included market Authority, Patrick Dalton, analysis, classification and compensation analysis to establish internal and external Director of Internal Audit, 181 equity for the Transportation Authority in the local and regiona11abor market. Ellicott Street, Buffalo, NY 14203 HRMP is in process of implementing and training staff in use of the automated job 716.855.7257 evaluation software so staff may administer the new pay plan. Franklin City Schools HRMP conducted a Comprehensive Compensation Study, which included market Eileen Ritter, Finance Director analysis, classification and compensation analysis to establish internal and external (757)569-8111 (ext. 5401) equity for the School District in the local and regional labor market. HRMP is 207 W 2nd Avenue implementing and training staff in use of the automated job evaluation software so Franklin, VA 23851 staff may administer the new pay plan. The School District has approx. 240 Completion: 2004 employees in approx. 57 classifications. Marion County BOCC HRMP conducted a Comprehensive Salary & Benefits Study to establish internal Anita Driscoll, Manager of and external equity for the County in the local and regiona11abor market. HRMP is Human Resources, implementing and training staff in use of the automated job evaluation software so 521 SE 26th Court, Ocala, FL staff may administer the new pay plan. Additionally, HRMP is updating the 34471, (352) 620-3380 County's job descriptions, which includes approx. 300 classifications. The County Completion: 2003 has approx. 1000 positions. Florida League of Cities (FLC), HRMP and FPP A partnered with FLC to conduct the largest annual statewide Carol Westmorland, (850) 222- Salary Survey in Florida. This year's survey includes approximately 275 9684 301 S. Bronough Street, benchmark job classes and participation is at approximately 400 organizations Suite 300 (32301) state-wide. Post Office Box 1757 Tallahassee, Florida 32302 (850) 222-9684 On-going client <<::l HR Management Partners, Inc. 2005 19 City of Ocoee, Florida Classification & Compensation Study Proposal City of Cooper City, Susan HRMP conducted a Pay & Classification Study to establish internal and external Bernard, Director of equity for the City in the 10caVregiona11abor market, and maintains the City's Administrative Services, 9090 classification and compensation plan with HRMP's automated job evaluation Southwest 50th Place, Cooper software. As part of the study HRMP performed a benefits review and analysis are City, FL 33329, (954) 434-4300 reported fmdings to the City regarding the value of the City's benefits programs Completion: 2003 and offerings. HRMP then updated the City's classification/job descriptions. Village of Wellington HRMP conducted a Comprehensive Classification and Compensation Study to Francine Ramaglia, Dir of Admin establish internal and external equity for the Village in the locaVregional1abor & Finance Systems, market, and implemented HRMP's automated job evaluation software for the (561) 791-4000 Village to administer the new pay plan. HRMP then developed new 14000 Greenbriar Blvd. comprehensive classification/job descriptions. HRMP also conducts special Wellington, FL 33414 projects for the Village as requested. On-going client City of Palm Beach Gardens; HRMP completed a comprehensive Survey, Classification and Compensation Mary Smith, PHR, HR Manager; Study for the City's non-represented professional employee staff. Additionally, 10500 N Military Trail, Palm HRMP evaluated bargaining unit initiatives occurring simultaneously to the Beach Gardens, 33410; (561) project so as to establish a system to maintain parity across the diverse work 799-4227 Completion: 2002 groups. The City implemented HRMP's automated job evaluation software to administer and maintain the pay plan. Broward Community College HRMP conducted two (2) Classification & Pay Studies for the College. HRMP (BCC), Leslie Higgins, Personnel developed and automated BCC's online market survey to analyze compensation Operations Director, programs of the College's competing local, regional, state and national competing (954) 761-7422 labor market. HRMP implemented and conducted HR staff training in pay plan 225 East Las 01as Blvd. maintenance and administration using HRMP's automated point factor job Fort Lauderdale, FL 33301 evaluation system. The College also implemented HRMP's 3600 performance On-going Client appraisal system, Performance Manager<9. Additionally, HRMP developed approximately 300 new job descriptions for the College. City of Sarasota, Florida; Linda HRMP conducted a comprehensive Classification and Compensation Study for the McKinney, Acting Dir of Human City. The City implemented and received training on HRMP's automated job Resources; 1565 I sl Street, Room evaluation software to administer and maintain the approved pay plan. The study 301A Sarasota, 34230-1058 (941) 450 employees of the City. 954-4137 Completion: 2001 Sarasota Airport Authority HRMP conducted included approximately a Comprehensive Market Survey, Anita Eldridge, HRlFinance Classification and Compensation Study to establish internal and external equity for Manager, 6000 Airport Circle the Authority in the local and regiona11abor market. HRMP then provided Sarasota, FL 34243 Authority staff with tools and training for effective maintenance and (941) 359-5200 ext. 235 administration of the approved class and compensation plan. HRMP provides Completion: 2002 maintenance on special projects as requested. Wilton Manors, Brenda Clanton, HRMP conducted a comprehensive salary and benefits analysis and classification HR Director, (954) 390-2125 and compensation study to establish internal and external equity for the City in the 524 NE 2151 Court local and regiona11abor market. HRMP will be providing plan maintenance for Wilton Manors, FL 33305 the City moving forward. Completion: 2003 @ HR Management Partners, Inc. 2005 20 City of Ocoee, Florida Classification & Compensation Study Proposal 7 - MmrnNc MANDAT()R.Y~LE REQUIREMENTS Following is a summary recap of the estimated time line for the project. Here the City may clearly identify how all project deliverables will occur during the proposed time frame outlined in this proposal. . Timeline Summary & Project Deliverables (Outlined by Task and Sub-Tasks) Project Initial Meeting Week 1, February Work plan, study scope, benchmarks and dates Week 1, February Market Study Week 2, February - Week 3, March Develop and post on-line survey utility Week 2, February Develop and submit market report Week 3, February Internal Analysis Week 2, February - Week 4, March Questionnaire distribution Week 2, February Submit PDQs to HR (Completes data gathering) Week 4, February Submission of questionnaires to HRMP Week 4, February HRMP internal job & FLSA analysis Week 4, February - Week 1, April Pay plan design & implementation scenarios Week 1, April Submission of draft report recommendations Week 2, April City Review Week 2, April- Week 3, April City submission of feedback, comments Week 3, April HRMP finalization of report recommendations Week 4, April- Week 1, May Software installation and training To be determined C1J HR Management Partners, Inc. 2005 21 City of Ocoee, Florida Classification & Compensation Study Proposal 8 - COST PROPOSAL Option 1 Price Quote 14,883.00 Job Evaluation, Pay Study& Pay Plan Development 5,500.00 Custom Regional Market Survey 3,630.00 Class Description Updates 1,250.00 Employee Interviews 7,900.00 Compensation Manager Software*** 1,000.00 Software & Plan Maintenance Training 26,263.00 Sub-total 1,313.15 Expenses 27,576.15 Grand Total Option 2 Price Quote 14,883.00 Job Evaluation, Pay Study& Pay Plan Development 2,000.00 Published Regional Market Study 3,630.00 Class Description Updates 1,250.00 Employee Interviews 7,900.00 Compensation Manager Software*** 1,000.00 Software & Plan Maintenance Training 22,763.00 Sub-total 1,138.15 Expenses 23,901.15 Grand Total *** The Compensation Manager Job Evaluation Software will be provided to the City at no cost. The cost quoted includes transportation, onsite visits, visitation with staff, general and administrative costs, per diem and travel expenses. The fees reflect a fair price to conduct the services as outlined in the related RFP. However, we do not wish that the cost quoted be the determining factor in the decision to engage the services of HR Management Partners, Inc. We would therefore be open to discuss alternatives that would reduce costs. For this reason, the line item costs are distinguished so that the City may select those services deemed in the City's best interest. HR Management Partners,Inc.2005 22 "" .. III ~ .. years of innovative management consulting A .. .. .. .. III .. .. " II '" .. "" "" ,. ... .. .. January 7, 2005 Ms. Joyce Tolbert Purchasing Agent City of Ocoee Finance Department 150 N. Lakeshore Drive Ocoee, Florida 34761 Dear Ms. Tolbert: MGT of America, Inc. is pleased to submit this proposal to conduct a Comprehensive Compensation and Classification Study for the City of Ocoee Beach. MGT is uniquely qualified to meet the demands of this challenging project, given that our proposed team includes professionals with extensive human resources and local government experience, as well as proven ability to communicate and market new policy proposals. Working with government partners to create innovative and effective solutions in the public sector is all we do at MGT. Founded in 1974, and today with six offices across the country, MGT is one of the nation's leading public sector management consulting firms. As a Florida company, most of that experience has been right here in Florida. MGT's success is not an accident. In addition to accurate and cutting-edge analysis, we've built our reputation because of a number of value-added factors, such as: . This is all we do. MGT is committed to helping find solutions in the public sector, and we understand the realities and challenges of managing in the public sector, especially when it comes to compensation issues. . We have professionals who understand human resources. MGT's wide array of experience working with a variety of partners in the public sector across this country means that this team will, from day one, understand many of the unique challenges, terminology, personnel issues and other cultural and workplace aspects it is necessary to understand to make this project a success. . We know how to listen. Our clients are there in the trenches, and the best answers are often easy to find, if one is willing to listen to everyone. MST ~ PageA-.1 Ms. Joyce Tolbert January 7, 2005 Page 2 . We understand how government works because we have hands-on experience. All of MGT's senior staff have served in an upper-level management role within a government organization. · You will see senior staff working on this project, not just handling marketing duties. MGT partners and consultants pride ourselves on a willingness to roll up our sleeves and work on the nuts and bolts of a solution alongside our clients, who we view as partners. · Our reports are concise with findings that are thoroughly documented. In order for the study results to be productive, we pay attention to the manner in which the results are communicated. When you read our final report, every finding, commendation, recommendation, fiscal estimate and suggested implementation strategy will be well documented, detailed, justified and easily understood. We want the elected officials, employees and taxpayers of Ocoee to feel confident after reading our report that they have received their tax dollars' worth of value. Our recommendations are sensitive to the fact that resources and budgets are not unlimited, so our reports are always fiscally responsible and reasonable. And because we know who pays the bills, we make sure our recommendations are able to stand up to the toughest scrutiny and questioning from the taxpayers themselves, as well as city officials who must make the tough decisions. We look forward to working with the city's management team and employees. Please feel free to contact me at (800) 378-9565 if you have any questions or require clarification on any aspect of our proposal. We look forward to the opportunity to exceed your expectations. Sincerely, 1ST ~ PageA-2 I Compensation Service, inc. Comprehensive Compensation and Classification Study January 10, 2005 Joyce Tolbert, Purchasing Agent City of Ocoee, Finance Department 150 N. Lakeshore Drive Ocoee, Florida 34761 COpy Re: RFP #5-001 - To Conduct a Comprehensive Compensation and Classification Study Dear Ms. Tolbert: Thank you for giving Compensation Services, inc. (CSi) the opportunity to submit this proposal in response to your RFP #5-001. As I mentioned when we talked on Thurs- day, I think the RFP is thorough and contains the necessary information CSi needs to present you with a proposal we believe will assist the City in reaching its compensation objectives. Celebrating its 10th year providing compensation, benefits and human resources advise and counsel to clients, CSi's portfolio of clients ranges from the State's largest depart- ment (DCF) to municipal authorities. CSi has conducted well over fifty similar studies during this time, including six in the last two years. Our studies have been local and na- tional. While tailored to our clients' objectives and culture, our process usually includes: · Thoroughly auditing and updating our clients job descriptions (critical step since the quality of the compensation study depends on the quality of job descriptions); · Identifying peer organizations for comparison; · Designing instructions and forms; · Contacting the invited participants; · Gathering the data from participants (and as needed from commercially available data sources); · Analyzing the data; · Preparing a report of the study; · Developing compensation policies and salary ranges for the client; and, · Developing presentations for the client's board, management and staff. CSi views our assignments as partnerships with you as the client. Our objective is to present a single face to stakeholders, representing the organization, yet presenting the "validity" offered by our standing as professional consultants. Therefore, as our client, you will receive all of our worksheets and formulae, along with our source contacts. .' Compensation Services, inc. 352-243-3372 3523 Chapel Hill Blvd Page 1 Clermont, FL 34711 Fax 352-243-3373 I Compensation Service, inc. Comprehensive Compensation and Classification Study Further, we will instruct your internal staff in use of the worksheets and formulae, as well as the process utilized. This provides you with the ability to conduct the study with in- ternal staff in the future, thus avoiding consulting costs to keep the data current. Our team of professionals, consisting of former vice presidents of human resources, of compensation and of consulting, is committed to providing our clients with the highest quality, most cost-effective guidance, available. CSi and our staff are members of WorldatWork (formerly the American Compensation Association), Society of Human Resources Management (SHRM), the Orlando Regional Chamber of Commerce and the Central Florida Human Resources Association. Our principals teach certification courses for professional organizations and have standing as Adjunct professors at nu- merous universities. We have proven our ability to drive success for our clients, using total rewards pro- grams. We are eager to do the same for the City of Ocoee. In the City's case, we will assign two professionals and one support person to the pro- ject thus assuring that the talent is available to provide you with the results you need. For this assignment, I will function as the lead consultant. My personal list of clients in- clude: Florida's Department of Children and Families; the Greater Orlando Aviation Au- thority (GOM); the Chicago Housing Authority (CHA); the Dayton Ohio Public School System; and the Highline Water District in Washington. Further, I have personally ad- vised such noteworthy quasi-governmental agencies as the Orlando Regional Chamber of Commerce, the Section 8 Housing Administrator for the CHA, and the Rehabilitation Institute of Chicago. CSi is excited about the possibility of assisting the City of Ocoee in managing its human resources by conducting this comprehensive study. We believe that we are the best consultants for this project for several reasons. We have over 50 years combined ex- perience in professional compensation and human resources service to employers. Our clients have uniquely benefited from commissioning us through improved operating effi- ciency and professional staff growth. And, we have the honor of being designated a Mi- nority Business Enterprise, CSi looks forward to the opportunity to serve the City of Ocoee. Thank you again, Sincerely, f ~;/- Paul J Gonzales Managing Principal COpy << Compensation Services, inc. 352-243-3372 3523 Chapel Hill Blvd Page 2 Clermont, FL 34711 Fax 352-243-3373 THE TEMPLE GROUP Ray Temple, Executive Director 3403 Manitou Drive, Orlando, FL 32839 Phone: (407) 849-5264 January 2, 2005 Joyce Tolbert, Purchasing Agent, City of Ocoee Finance Department, 150 N, Lakeshore Drive, Ocoee, Florida 34761 Dear Ms. Tolbert: In submitting this Proposal, The Temple Group recognizes that the City is seeking proposals from qualified Human Resources Consulting firms, or other qualified companies or consultants, for the purpose of contracting professional services for the establishment of a Comprehensive Compensation and Classification Study, The Temple Group has offices in Indiana and Orlando, and for this Project, will operate out of its Orlando location. Since Ocoee is in the Orlando metro area, no overhead related costs will be accessed to this Project. Weare familiar with Ocoee through a consulting partnership with Crowne Consulting who is located in the City, Through this partnership we are able to offer our clients "total compensation programs" with The Temple Group handling the pay side, and Crowne dealing with benefits. We are the home of The Oliver System a nationally and internationally recognized compensation management system. It is our intention to provide the System to the City of Ocoee and its employees. Sincerely, ~~ Ray Temple Executive Director 2