Fort Walton Beach Council agenda — 09-10-13--regular — reading text

Schedule - By pay grade (4pgs) Appendix C: Grade / Step Listing Table (33pgs) 27. 0 23 Notice To Proposers ................................................................ .............................  15. 1. b Pay and Classification So dy for the City of Fort Walton Beach, FL UP 13 018 1. 0 REQUEST FOR PROPOSALS DEADLINE: JULY 16, 2013 2. 0 PURPOSE: The City of Fort Walton Beach seeks the services of a qualified firm or individual to perform a comprehensive survey of the City' s job classifications and pay structures; providing recommendation to the City for implementation of proposed changes. 3. 0 PROJECT BACKGROUND 3. 1 The City of Fort Walton Beach is located on Okaloosa County on the Gulf of Mexico in Northwest Florida_ The City, with a $ 33. 5 million budget and 320 employees, provides full services to its residents including Police, Fire, Public Services ( Planning, Building and Zoning, Code Enforcement), Utility Services Water and Wastewater and Engineering), Recreation and Cultural Services, Community Redevelopment Agency, and two municipal Golf Courses. The City' s population is 20, 194. The City' s fire fighters are represented by the International Association of Fire Fighters ( IAFF). 32 The current pay structure is set up in pay grades with steps ( varying in numbers, up to 20 steps). The Pay Classification -Step Plan has been frozen for the past five 5) years and has been utilized for the purpose of promotions and new hires only. A copy of the City' s current Pay and Classification Plan is attached ( Exhibit A). 4. 0 PROJECT TIMELINE - It is the intent of the City to have all required analysis and reports completed by February I, 2014. An extension of time may be granted upon mutual agreement between the City Manager and winning proposer, but will not exceed March L 2014. 5. 0 SCOPE OF SERVICES: The study will include the following items, at a minimum, and one " OPTION' listed from item Section 5. 5 below. Firms are requested to quote a fee for each OPTION. 5. 1 Meet with City management to assure an understanding of the objectives of the City. 5. 2 Review documents including policies & procedures, bargaining agreements, staff reports, organizational charts, current pay plans, job descriptions, and/ or other City records /reports, as necessary. 5. 3 Prepare a written report of recommendations, including discussion of methods, techniques, and data used to develop the Classification & Compensation Plan. 5. 4 Conduct informal presentations of findings, as necessary, with City management and a minimum of one ( 1) formal presentation with City Council as determined by the City Manager.  151 J Pay and Clazsificetion Swdy fonhc Ciry of Fan W oH. n Brnclt FL UP 13 018 5. 5 OPTIONS: ( Indicate proposal costs on Section 25. 5 — Attachment E) 5. 5. 1 OPTION # 1 — Low - SCOPE OF WORK Conduct a comprehensive survey of public and private labor market comparables designed to include salary ranges and actual salaries, to ensure the City of Fort Walton Beach' s compensation is equitable and competitive in its compensation package relative to internal factors and external markets for substantially similar classifications. Conduct analysis that addresses the issue of internal equity. Provide appropriate adjustments to account for regional cost of living variations. 5. 5. 2 OPTION #2 — High SCOPE OF WORK Conduct a job -task analysis /job audit of all employee positions to verify and validate information from existing job descriptions. Conduct personal interviews with employees, supervisors, and directors. Determine if classifications are correctly placed in organizational hierarchy and if individual positions classified correctly. Conduct a comprehensive survey of public and private labor market comparables designed to include salary ranges, actual salaries, and benefits information to ensure the City of Fort Walton Beach' s compensation is equitable and competitive in its total compensation package relative to internal factors and external markets. Conduct a comparison of existing benefits with market data and comment. Recommend and implement a classification system that can be utilized by City staff after completion of the project Group positions based upon duties performed, knowledge, skills and abilities for the position. Conduct analysis that addresses the issue of internal equity. Recommend the assignment of each classification to a pay grade. Review current job descriptions and revise/update if necessary. Review the City' s current assignment of exempt versus non -exempt status as related to the FLSA and make appropriate recommendations with justification. Provide appropriate adjustments to account for regional cost of living variations. PeG4at.P9. t02 "'  75.75. 77. . 66 Pay and Classification Study for the City of Fotl Walton Brach, FL UP 13 018 6. 0 REFERENCES 6. 1 Submit the names of at least 3 organizations that your firm has performed the same size and type of study. Give a contact name with each reference. 6. 2 The City reserves the right to conduct reference checks for firms submitting proposals. In the event that information obtained from the reference checks reveals concerns about the firm' s past performance or their ability to successfully perform the contract to be executed based on this RFP and subsequent REP, the City may, at its sole discretion, determine that the firm is not the most qualified firm and may select the next highest -ranked firm whose reference checks validate the ability of the firm to successfully perform the work. The City also reserves the right to check references from others not identified by the contractor. 6. 3 Please submit a statement that explains the methods & processes used in your previous studies. 7. 0 CITY OF FORT WALTON BEACH STUDY METHOD —State with some detail how you plan to conduct the study for the City of Port Walton Beach. 8. 0 EVALUATION PROCESS - The Request for Proposal ( REP) submitted by the proposing firm must include information documenting how the firm meets the evaluation criteria below, and will be evaluated based on the weighting identified below. Submittals will not be returned to the firms submitting their REP. 8. 1 EVALUATION CRITERIA Proposal Evaluation Form_._ Evaluator: Respondent: Date: '.. Categories / Criteria Rating* , x Weight Score: Experience with similar municipal 1 P rdects J includin g desi gn of P a y xx 0.0. 2020 plans; job & salary analysis; knowledge of comp systems ( 20 %) 2 Use of effective & appropriate xx 0.0. 2020 methodology ( 20%.) Qualifications of indivs assigned to 3 xx 0.0. 2020 this project ( 20 %) 4 Ability to meet REP requirements or xx 0.0. 2020 other evaluation. factors ( 20 %) 5 Cost of services provided ( 10 %) xx 0.0. 1010 I Local Vendor Preference (as defined 6 zz 0.0. 0505 in City' s Purchasing Policies) ( 5 %) Minority Business Enterprise (as 7 defined in City' s Purchasing xx 0.0. 0505 Policies) ( 5 %) TOTALTOTAL SCORE...'. SCORE...'.  15. 1. 6 Pay and Classification Study for the ON of Fort Walton Beach, FL RFP 13 01 - A Rating: 1 - Poor, 2 -Fair, 3 - Good, 4- Excellent, 5- Superior 8. 2 EVALUATION CRITERIA 8. 2. 1 Experience with similar projects involving municipalities and /or other municipal agencies. Knowledge of compensation systems and related