REQUEST FOR PROPOSALS
Classification and Compensation Study
City of
in cooperation with:
THE UNIVERSITY OF TENNESSEE
Municipal Technical Advisory Service
1.0 INTRODUCTION
1.1 PURPOSE
This Request for Proposal (RFP) is submitted to solicit proposals from qualified
consultants to develop a compensation plan for the City of
, Tennessee. In
order to receive consideration, a proposed plan must meet the requirements of the City of
as herein described.
1.2 PROPOSAL SUBMITTAL
Sealed proposals (2) will be accepted by
, City of
,
Tennessee no later than 5:00 p.m.,
1991. All proposals must be
submitted in accordance with the conditions and instructions provided herein.
1.3 PROPOSAL SCHEDULE
SCHEDULE
RFP release
Consultant conference
(9:00 a.m. at the
Municipal Building)
Closing date for proposal
submittal (5:00 p.m.)
DATES
Oral Presentations
Evaluation completed and
consultant selected
This schedule is intended as a guideline for the timing of various events in this effort.
Management requirements and other factors may cause these dates to vary somewhat
from the original intentions. In no event, however, shall either the deadline for proposal
submittal or the date for the consultant conference be changed.
2.0 GENERAL CONDITIONS
2.1 CONFORMITY WITH RFP
All proposals must conform with the requirements presented in this RFP.
2.2 UNIFORMITY OF PROPOSALS
To facilitate evaluation, all proposals must be submitted in a uniform format as described
in Section 6.0 of this RFP.
2.3 ADDITIONAL INFORMATION
Although this RFP and proposals resulting therefrom are of great interest to
City officials, all inquiries or requests for information relative to this RFP should
be directed to
, Tennessee.
2.4 CONTRACT
The selected consultant may be required to execute a contract written for and by the City.
The City may not execute the consultant's standard contract. All proposals should
contain a statement indicating the consultant's willingness to accept a City written
contract and to agree to the inclusion of this RFP, the consultant's proposal, and all
subsequent written material relevant thereto in the contract.
2.5 NON-COLLUSION
Each proposal shall contain a non-collusion affidavit, a copy of which is enclosed in
Appendix III.
2.6 RIGHT TO REJECT PROPOSALS
The City of
reserves the right to reject any or all proposals, to waive
technicalities or informalities and to accept any proposal deemed to be in the best interest
of the City.
2.7 IDENTIFICATION OF PRIMARY CONSULTANT
Any proposal which includes reference to more than one consultant or supplier of
services shall contain adequate definitions of said services together with adequate
identification of the proposed supplier. Furthermore, the proposal shall clearly identify a
single consultant who will have ultimate responsibility for the project with whom the
City's contract will be executed.
2.8 LIABILITY AND INSURANCE
The selected consultant will save and hold harmless the City from any and all legal
liability arising out of the infringement of any copyrights in respect to the normal use of
the proposed services.
2.9 PRICE PROTECTION
Prices quoted in the proposal shall be firm prices and not subject to increases during the
term of any contractual agreement arising between the City and consultant as a result of
the proposal. Consultants should stipulate the expiration date of their quoted price.
2.10 CONSULTANT RESPONSIBILITY
It is the responsibility of the consultant to verify the completeness, accuracy, and
suitability of his/her proposal to meet the requirements of this RFP.
2.11 RIGHTS TO SUBMITTED MATERIAL
All proposals, responses, inquiries, or correspondence relating to or in reference to this
RFP, and all reports, charts, displays, schedules, exhibits, and other documents provided
by consultants may become the property of the City of
when received. Supporting
technical documents will be returned at the request of the consultant. The City requests
the right to use any or all ideas presented in any proposal, whether amended or not.
Selection or rejection of a proposal does not affect this right.
3.0 SELECTION PROCESS
The selection by the City of
of a compensation consultant to meet its requirements
will involve both objective and subjective elements. The process to be used to make this
selection is outlined below.
3.1 REQUEST FOR PROPOSALS
This RFP is intended to provide interested consultants with uniform information
concerning the City of
's requirements for a compensation study.
In responding to this RFP, consultants must adhere to the included format and use the
included forms or reasonable facsimiles thereof.
3.2 CONSULTANT CONFERENCE
A consultant conference will be held at the
Municipal Building to allow for
clarification and amplification of the RFP. The meeting will establish the financial
obligation of the jurisdiction to the private consultant, the actual point of the private
consultant's involvement, the extent of in-house staff time that will be necessary and
available for the completion of the program and the extent of involvement and support
that will be provided by the Municipal Technical Advisory Service.
Any substantive changes in the RFP or other information that is significantly different
from or a significant expansion of the RFP resulting from the consultant conference will
be transmitted in writing to all interested consultants.
3.3 EVALUATION COMMITTEE
A committee composed of designated staff persons from the City of
will review
and evaluate all proposals. The committee will provide an initial evaluation of all
proposals. MTAS will serve as technical advisors to the City throughout the evaluation
process.
The evaluation committee will make recommendations regarding selection of a
compensation consultant to the
, and if he concurs, will forward the
recommendation to the Board of Mayor and Aldermen, whose decisions on the matter
shall be deemed final.
3.4 EVALUATION CRITERIA
The following elements will be reviewed by the committee in evaluating all propos- als:
proposal approach to the study, qualifications of professional personnel, demonstrated
past performance of the firm in similar work, time specified for performance of the
contract, and the cost of performing the work. The relative importance of each factor is a
management judgement and will include both objective and subjective analysis.
Proposals will be evaluated against the specifications presented in the RFP as well as
competitiveness. The City reserves the right to eliminate a proposal for failure to comply
with the requirements of the RFP.
3.5 ORAL PRESENTATIONS
Should oral presentations be desired by the City, the same shall be arranged in advance in
order to accommodate the scheduling requirements of City officials and the consultants.
The City and its advisors are will aware that final commitments are sometimes negotiated
during oral presentations, however, the oral presentation in this case may not be
considered as a "negotiating session." This RFP provides that only material contained in
the original formal written proposal will be considered in any subsequent evaluation
procedures.
3.4 SELECTION
Following the evaluation process described above, the evaluation committee will present
its recommendation to the Board of Mayor and Aldermen of the City of
. The
Mayor and Aldermen will make all decisions regarding selection of finalist, contract
negotiations and the award of a contract. The decisions of the Board of Mayor and
Aldermen will be considered final.
4.0 BACKGROUND
In the past, assistance with classification/compensation studies was available through the
State Department of Personnel Services of this nature are no longer federally funded. As
a result, the Municipal Technical Advisory Service (MTAS) of the University of
Tennessee’s Institute for Public Service has initiated a pilot classification/compensation
project combining the staff of MTAS, the staff of the City of
and a private
consultant.
The City of
has agreed to utilize this process for the project. Because of inflation
and changes in job descriptions and job functions, their current pay plan is out-dated.
Addition-ally, there has been low turnover in the respective departments, and a large
number of employees have "topped-out". A class/comp review is needed.
Top administrators (Department Heads, Treasurer, and the City Manager) will not be
included in the pay plan study because these salaries and incentives are deter-mined by
the Board of Mayor and Aldermen annually.
The overall concept of the pilot project is for the city staff, with the guidance of MTAS,
to collect all class specification information, prepare class specifications, and generally
categorize positions by function. A private consultant would then prepare a pay plan
based on a survey and job information.
5.0 COMPENSATION STUDY REQUIREMENTS
This section of the RFP is intended to assist the consultant in structuring proposals
appropriate to the specific needs of the city. It is essential that this study be fair and
equitable to all employees. It should recognize prevailing rates of competitors in the
labor market and adjust to changing conditions. Additionally, the study should provide
for pay for good and faithful service at an acceptable level of performance within some
limits and is within the city's financial ability to pay.
A methodology must be present which accurately and fairly measures compensable job
factors, allows proper and equitable cross comparisons of compensable factors for
classes, and which minimizes the appearance of possible prejudices on the part of the
City Administration.
5.1 WORK TO BE PERFORMED BY CONSULTANT
Services of a private consultant are needed to develop the compensation plan. This
includes executing a market analysis of similarly sized cities (by population, economic
climate and region); developing a pay schedule in view of governmental objectives
regarding pay and budgetary goals (percentages between grades and steps in addition to
showing how different percentages can effect total annual payrolls and jurisdiction
minimum wage and overtime policies); reviewing wage and salary data with the
jurisdiction's elected officials; and developing a formal pay plan (finalized pay schedules
with projected cost analysis charts based on at least two alternative plans).
5.2 WORK TO BE PERFORMED BY STAFF
The City of
, with the guidance of MTAS, will be primarily responsible for the data
collection and class specifications preparation aspects of the project. This includes the
development, distribution and collection of position questionnaires; writing job
specifications; developing organizational charts; allocating positions into broad
categories according to difficulty and levels of responsibility and developing class coding
systems.
6.0 PROPOSAL FORMAT
6.1 IDENTIFICATION
A.
______B.
Primary consultant
Secondary consultants and services rendered
6.2 QUALIFICATIONS OF PROFESSIONAL PERSONNEL
6.3 PAST PERFORMANCE
6.4 APPROACH TO COMPENSATION STUDY
A.
______B.
______C.
______D.
Weighing of compensable factors
Compensation survey method
Statistical procedures and tools
Pay structure mechanics
6.5 TIMETABLE FOR COMPENSATION STUDY
6.6 STATEMENT OF ACCEPTANCE OF A CITY WRITTEN CONTRACT
6.7 FEES FOR SERVICES RENDERED
(APPENDIX I) INTRO TO WAGE AND SALARY ADMINISTRATION PILOT
PROGRAM
(APPENDIX II) GENERAL INFORMATION ABOUT THE CITY OF
(APPENDIX III) NON-COLLUSION AFFIDAVIT
AFFIDAVIT
STATE OF:
COUNTY OF:
Before me, an officer of said State, authorized by law to administer oaths personally came
(name/company)
who, on oath, says that the attached proposal is submitted independently of any other bid or proposal, and
that he/she (name/company)
has no interest, directly or indirectly, in any other bid or proposal for said equipment and/or services
described therein and that he/she (name/company)
will
not receive any commission or any sum whatsoever, directly or indirectly, from any other party in the event
some other party, association, firm or corporation should be awarded the contract or sale for said equipment
and/or service for which said proposal is submitted.
Signature
Name
Company
Sworn to and subscribed before me,
this the day of
, 19 .
(Notary Public or other officer authorized to administer oaths.)
CONTRACT WITH PRIVATE CONSULTANT
This contract, made between the City of
, Tennessee, a municipal corporation of the
State of Tennessee, hereinafter referred to as "city", and
, private personnel consultant, with
offices at
Street,
,
, hereinafter referred to as "consulting firm".
Whereas, city from time to time is involved in matters involving employee compensation,
requiring the services of a consultant in order to adequately protect the interest of the city and the citizens
thereof; and
Whereas, the partners and associates of the consulting firm are able and learned in personnel
compensation matters, and well qualified to advise and assist the city; and
Whereas, consulting firm is ready, willing and able to act as consultant to city in personnel
compensation matters;
Now, therefore, in consideration of the mutual agreements hereinafter contained and subject to the
terms and conditions herein stated, it is understood and agreed by the parties as follows:
1.
WORK TO BE PROVIDED BY THE CONSULTING FIRM: The consulting firm
agrees to furnish the services of its' partners, associates and staff, as necessary and to the best interest of the
city, to do the following:
(insert specifics from RFP)
2.
WORK TO BE PROVIDED BY THE CITY: The city, with the guidance of the
Municipal Technical Advisory Service, will be primarily responsible for the data collection and class
specification preparation as follows:
(insert specifics from RFP)
3.
COMPENSATION AND PAYMENT: The city shall pay to the consulting firm, and
the consulting firm agrees to accept as full and complete compensation and payment for all of the work
performed under and in accordance with and pursuant to this Agreement $
, which shall be billed
to the city after all of the services have been performed and upon approval of the services by the
,
but no sooner than
, 19 . Approval by the
will not be unreasonable withheld.
4.
TERMS: The term of this agreement shall commence on
, 19 , and extend to
the timely completion of the services to be rendered by the consulting firm, but in no event later than
, 19 . Either party may consent to terminate this agreement upon fifteen (15) days written notice thereof to
the other part. In the event of cancellation, termination or expiration of this agreement for any reason, the
consulting firm shall submit or return all papers, records, memoranda, and working materials relating to the
work under this agreement. At termination, cancellation or expiration of this agreement in any manner, any
payment to the consulting firm herein to the date of termination, cancellation or expiration shall be in full
satisfaction of all claims against the city under this agreement.
5.
LOCAL LAWS: Notwithstanding any other provisions, conditions, or terms herein,
each term, conditions and provision herein is subject to the provisions of the Charter of the City of
, the ordinances enacted thereunder, the rules and regulations promulgated thereunder, and the constitution
and laws of the State of Tennessee.
In witness whereof, the parties hereto have caused this agreement to be properly executed;
Date:
, 19 .
Attest:
Recorder
Mayor
City of
City of
Approved as to form:
Countersigned:
Attorney
City of
model.rfp
CONSULTING FIRMS IN THE SOUTH/SOUTHEAST
ALEXANDER & ALEXANDER
P.O. BOX 305193
NASHVILLE, TN 37230
ASSESSMENT DESIGNS, INC
601 N FERNCREEK AVE
ORLANDO, FL 32803
305-898-9219
BALLEW, REINHARDT AND ASSOCIATES
5100 POPLAR AVE. SUITE 3118
MEMPHIS, TN 38137
901-683-4320
CARL LUTZ, CONS IN PERSONNEL
305 POLOS VERDES DR
AUSTIN, TX 78734
512-261-6010
THE CENTRE GROUP
5100 POPULAR AVE., SUITE 2812
MEMPHIS, TN 38137
901-683-4320
COLARELLI ASSOCIATES, INC.
CLAYTON TOWERS
7751 CARONDELET
CLAYTON, MO 63105
314-721-1860
DARRELL R. BROWN
603 WEST 33RD ST
RICHMOND, VA 23225
804-231-3920
GEORGE R. GAINES AND ASSOCIATES
511 UNION ST. SUITE 900
NASHVILLE, TN 37219-1742
615-377-1171
HAMILTON GROUP
P.O. Box 260
COLLEGEDALE, TN 37315-0260 615-855-8283
JAMES G. CARR
2916 GONEAWAY
CHARLOTTE, NC 64772
417-667-7294
RICHARD F. ROMICH
PERSONNEL CONSULTING CORP
101 TIMBER HILL DRIVE
HENDERSONVILLE, TN 37075 615-822-1816
KATHRYN HUDDLESTON AND ASSOCIATES
P.O. BOX 187, SUITE 200
NASHVILLE, TN 30342
404-255-9060
MANAGEMENT SERVICES
P.O. BOX 790
OOLTEWAH, TN 37363 615-396-3743
MIKE LUTCHE
P.O. BOX 1499
MORRISTOWN, TN 37816 615-581-0100
MORRIS AND MCDANIEL INC.
741 N CONGRESS
PO BOX 104
JACKSON, MS 39205
601-353-0640
MUNICIPAL ADVISORS INCORPORATED
P.O. BOX 45
VIRGINIA BEACH, VA 23458
804-422-1711
PUBLIC ADMINISTRATION SERVICE
1497 CHAIN BRIDGE RD
MCLEAN, VA 22101
703-734-8970
RALPH ANDERSEN AND ASSOCIATES
5950 BERKSHIRE
SUITE 800
DALLAS, TX 75225
214-891-3091
RASMUSSEN AND ASSOCIATES,
PO BOX 5429
KINGPORT, TN 37663
615-239-5125
SEAGROUP STRA EXE ASSESSMENT GROUP
P.O. BOX 38356
GERMANTOWN, TN 38183
901-755-6062
SEBERHAGEN AND ASSOCIATES
9021 TRAILRIDGE COURT
VIENNA, VA 22180
703-790-0796
SLAVIN, NEVINS AND ASSOCIATES, INC.
3040 HOLCOMB BRIDGE ROAD, SUITE B1
NORCROSS, GEORGIA 30071 404-449-4656
TRUMAN L. KING AND ASSOCIATES
7777 BONHOMME AVE
ST LOUIS, MO 63105
314-726-2200
YARGER AND ASSOCIATES INC.
2830 MARY ST
FALLS CHURCH, VA 22042
703-560-6900