REQUEST FOR PROPOSALS
Classification and Compensation Study
Winchester Utilities Commission
1. Purpose. This Request for Proposal (RFP) is submitted to
solicit proposals from qualified consultants to develop a
compensation plan for the Winchester Utility Commission,
hereinafter referred to as the “Commission”. In order to receive
consideration, a proposed plan must meet the requirements of
the Commission as herein described.
2. Proposal Submittal. Sealed proposals (2) will be accepted by
the Commission until 4:00 P.M., ______________, 2003. All
proposals must be submitted in accordance with the conditions
and instructions provided herein.
3. Proposal Schedule.
SCHEDULE
RFP release
Consultant conference
(9:00 A.M. at the Commission
Office)
Closing date for proposal submittal
(4:00 P.M.)
Oral Presentations
Evaluation completed and
Consultant selected
DATES
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.
4. General Conditions
4.1 Conformity with RFP. All proposals must conform to the
requirements presented in this RFP.
4.2 Uniformity of Proposals. To facilitate evaluation, all
proposals must be submitted in a uniform format as described
in Section 8.0 of this RFP.
4.3 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 Billy Garner, Manager, Winchester Utilities.
4.4 Contract. The selected consultant may be required to
execute a contract written for and by the Commission. The
Commission may not execute the consultant’s standard
contract. All proposals should contain a statement indicating
the consultant’s willingness to accept a 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.
4.5 Non-Collusion. Each proposal shall contain a non-collusion
affidavit, a copy of which is enclosed in Appendix II.
4.6 Right to Reject Proposals. The Commission 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 Commission.
4.7 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 Commission’s contract will be executed.
4.8 Liability and Insurance. The selected consultant will save
and hold harmless the Commission from any and all legal
liability arising out of the infringement of any copyrights in
respect to the normal use of the proposed services.
4.9 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 Commission and
consultant as a result of the proposal. Consultants should
stipulate the expiration date of their quoted price.
4.10
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.
4.11
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 Commission when received. Supporting
technical documents will be returned at the request of the
consultant. The Commission 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.
5. Selection Process. The selection by the Commission 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.
5.1 Request for Proposals. This RFP is intended to provide
interested consultants with uniform information concerning the
Commission’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.
5.2 Consultant Conference. A consultant conference will be held
at the offices of the Commission 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 (MTAS). 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.
5.3 Evaluation Committee. A committee of designated members
from the Commission and the Manager will review and
evaluate all proposals. The committee will provide an initial
evaluation of all proposals. MTAS will serve as technical
advisors to the Commission throughout the evaluation
process. The utility manager shall serve as chairman of the
committee and shall forward a recommendation to the full
Commission, whose decision on the matter shall be deemed
final.
5.4 Evaluation Criteria. The following elements will be reviewed
by the committee in evaluating all proposals: 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 judgment and will include both objective and
subjective analysis. Proposals will be evaluated against the
specifications presented in the RFP as well as
competitiveness. The Commission reserves the right to
eliminate a proposal for failure to comply with the requirements
of the RFP.
5.5 Oral Presentations. Should oral presentations be desired by
the Commission, the same shall be arranged in advance in
order to accommodate the scheduling requirements of utility
officials and the consultants. The Commission and its
advisors are well 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.
5.6 Selection. Following the evaluation process described above,
the utility manager will make a recommendation to the
Commission. The Commission will make all decisions
regarding selection of finalist, contract negotiations, and the
award of a contract. The decisions of the Commission will be
considered final.
6.0 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, MTAS will assist a city
in completing job questionnaires for each position in the city.
When this information is compiled and a job description written
for each position, the information will be forwarded to a private
consultant who will then prepare a classification/pay plan
based on a survey and all job information.
7.0 Compensation Study Requirements. This section of the
RFP is intended to assist the consultant in structuring
proposals appropriate to the specific needs of the
Commission. 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 Commission’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
Commission.
7.1 Work to be Performed by Consultant. Services of a
private consultant are needed to develop the
classification/compensation plan. This includes
executing a market analysis of similarly sized cities and
private businesses; developing a pay schedule in view of
governmental objectives regarding pay and budgetary
goals (percentages between payrolls and jurisdiction
minimum wage and overtime policies); reviewing wage
and salary data with the utility manager; and developing
a formal pay plan (finalized pay schedules with projected
cost analysis charts based on at least two alternative
plans).
7.2 Work to be Performed by Staff. The Commission’s
staff will be responsible for collecting job description
questionnaires and writing job descriptions. The
consultant will develop organizational charts, allocate
positions into broad categories according to difficulty and
levels of responsibility and develop class coding
systems.
8.0 Proposal Format.
8.1 Identification
________A. Primary Consultant
________B. Secondary Consultants and Services
Rendered
8.2 Qualifications of Professional Personnel
8.3 Past Performance
8.4 Approach to Compensation Study
_______A. Weighing of Compensable Factors
_______B. Compensation Survey Method
_______C. Statistical Procedures and Tools
_______D. Pay Structures Mechanics
8.5. Timetable for Compensation Study
8.6. Statement of Acceptance of a City Written Contract
8.7. Fees for Services Rendered
(APPENDIX I) GENERAL INFORMATION ABOUT THE
WINCHESTER UTILITY COMMISSION
(APPENDIX II) 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______, 2003
(Notary Public)
CONTRACT WITH PRIVATE CONSULTANT
This contract, made between the Winchester Utility
Commission, a municipal utility commission, hereinafter
referred to as the “Commission” and
___________________________________, private personnel
consultant, with offices at__________Street,
_________,______________, hereinafter referred to as
“consulting firm.”
WHEREAS, the Commission requires the services of a
consultant in order to adequately protect the utility’s interests;
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 Commission; and
WHEREAS, the consulting firm is ready, willing and able
to act as consultant to the Commission in personnel
compensation matters; and
NOW, THEREFORE, in consideration of the mutual
agreements contained and subject to the terms and conditions
herein stated, it is understood and agreed by the parties as
follows:
1.
2.
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
Commission, to do the following:
(insert specifics from RFP)
Work to be Provided by the Commission. The
Commission, with the guidance of MTAS, will be
primarily responsible for data collection for job
descriptions.
3.
4.
5.
(insert specifics from RFP)
Compensation and Payment: The Commission
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
utility commission after all of the services have
been performed and upon approval of the
services by the Manager of the Commission no
sooner than_______________, 2003. Approval
by the Manager will not be unreasonably
withheld.
Terms. The term of this Agreement shall
commence on___________, 2003, and extend to
the timely completion of the services to be
rendered by the consulting firm, but in no event
later than_________, 2003. Either party may
consent to terminate this agreement upon fifteen
(15) days written notice thereof to the other party.
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 Commission
under this Agreement.
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
Winchester and/or other local rules and
regulations, 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:____________, 2003
Attest:_______________________
Commission Secretary
________________________
Chairman
Winchester Utility Commission
Private Consulting Firm:
_______________________
Authorized Official
Attest:_________________________
CONSULTING FIRMS IN THE SOUTH/SOUTHEAST
Alexander & Alexander
P.O. Box 305193
Nashville, TN 37230
Assessment Designs, Inc.
601 Ferncreek Avenue
Orlando, FL 32803
Ballew, Reinhardt and Associates
5100 Poplar Avenue, Suite 3118
Memphis, TN 38137
Burris and Associates
P.O. Box 10187
Murfreesboro, TN 37129
The Centre Group
5100 Popular Avenue, Suite 2812
Memphis, TN 38137
Colarelli Associates, Inc.
Clayton Towers
7751 Carondelet
Clayton, MO 63105
Hamilton Group
P.O. Box 260
Collegedale, TN 37315-0260
James G. Carr
2916 Goneaway
Charlotte, NC 64772
Richard F. Romich
Personnel Consulting Corp.
101 Timber Hill Drive
Hendersonville, TN 37075
Management Services
P.O. Box 790
Ooltewah, TN 37363
Morris and McDaniel, Inc.
741 N. Congress
P.O. Box 104
Jackson, MS 39205
Municipal Advisors Incorporated
P.O. Box 45
Virginia Beach, VA 23458
Public Administration Service
1497 Chain Bridge Rd.
McLean, VA 22101
Ralph Andersen and Associates
5950 Berkshire
Suite 800
Dallas, TX 75225
Rasmussen and Associates
P.O. Box 5429
Kingsport, TN 37663
Seagroup Stra Exe Assessment Group
P.O. Box 38356
Germantown, TN 38183
Seberhagen and Associates
9021 Trailridge Court
Vienna, VA 22180
Slavin, Nevins and Associates, Inc.
3040 Holcomb Bridge Road, Suite B1
Norcross, GA 30071
Truman L. King and Associates
777 Bonhomme Avenue
St. Louis, MO 63105
Yarger and Associates, Inc.
2830 Mary Street
Falls Church, VA 22042