June 11, 2013 CITY COUNCIL Roger S. Aceves Mayor Michael T. Bennett Mayor Pro Tempore Edward Easton Councilmember Jim Farr Councilmember Paula Perotte Councilmember CITY M ANAGER Daniel Singer REQUEST FOR PROPOSALS FOR A CITY-WIDE CLASSIFICATION AND COMPENSATION STUDY The City of Goleta is requesting proposals from interested, qualified, and experienced consulting firms to design and conduct a comprehensive, citywide classification and compensation study for the City s full-time and part-time positions. A Request for Proposals (RFP), which includes instructions for its completion, is attached. Respondents to this RFP shall submit completed proposals in a sealed envelope, clearly marked with Proposal for a City-Wide Classification and Compensation Study- No. 01-13CM and the name of the firm submitting the proposal. An original and two (2) copies of the proposal must be submitted by 12:00 p.m. on July 11, 2013, to the following address: City of Goleta City Clerk s Office If you have any questions about the RFP please submit your inquiries in writing, preferably via e-mail to: Michelle Greene Deputy City Manager (805) 961-7522 (805) 961-7501 fax Monday through Friday mgreene@cityofgoleta.org
REQUEST FOR PROPOSAL FOR A CITYWIDE CLASSIFICATION AND COMPENSATION PLAN STUDY City of Goleta City Clerk s Office DUE DATE: JULY 11, 2013 BY 12:00 P.M.
CITY OF GOLETA Request for Proposals for A City-Wide Classification and Compensation Study INTRODUCTION The City of Goleta ( City ) is requesting sealed proposals for a City-wide Classification and Compensation Study. All proposals must be received by the City Clerk s Office, 130 Cremona Drive, Suite B, Goleta, California 93117, no later than 12:00 p.m. on July 11, 2013. Late proposals will not be considered. An original signed version and two copies, sealed and clearly marked No. 01-13CM, must be submitted. The RFP must show the return address and telephone number of the proposer. Proposals must be responsive to City s request. The City shall determine the most responsive and responsible consultant providing the best service at the most reasonable cost. Cost alone shall not be the determinative factor. The City reserves the right in its absolute discretion to make no award or contract. BACKGROUND The City of Goleta has a population of nearly 30,000 and is located adjacent to the University of California at Santa Barbara, the City of Santa Barbara, and the Santa Ynez mountains along the south coast of Santa Barbara County. Recently incorporated, the City of Goleta is a general law city with a council-manager form of government. Sometimes referred to as Techtopia, Goleta is fortunate to have a diverse and stable financial base aided by regional retail stores, high tech and start-up companies and a strong and growing corporate base. The largest source of revenue for the City is the Transient Occupancy Tax. Under Goleta s Council-Manager form of government, the City Manager is responsible for the administration of City affairs, and is assisted by an executive team, which includes a City Attorney, a Deputy City Manager, a City Clerk, Public Information Officer and department directors for Finance, Public Works, Planning and Environmental Review, and Neighborhood Services and Public Safety. The City s general fund operating budget for the 2013-14 fiscal year is approximately $20,726,567. In the 2013-14 fiscal year, the City will have 57 employees, 49 full time and 8 part-time, with 60 classifications, 34 of which are in active use. PURPOSE The City of Goleta is seeking proposals from interested, qualified, and experienced consulting firms to design and conduct a comprehensive classification and compensation plan study for 60 classifications. The request for proposals does not obligate the City to award a contract or complete the project, and the City reserves the right to cancel the solicitation if it is considered to be in its best interest.
GENERAL SCOPE OF SERVICE REQUIRED The City has 60 job classifications and a salary schedule that is generally organized with five (5) salary steps assigned to each salary range, with a 5% variance between the steps. The City has not conducted a comprehensive classification and compensation plan since incorporating in 2002. The City s goals in updating the compensation plan are: 1) to ensure that the City s compensation practices are competitive and consistent with those of comparable employers; 2) to establish a pay plan that is consistent with prudent public practices; and, 3) to provide a defensible and technically sound basis for compensating employees. The City anticipates that the study will involve three (3) broad phases of work comprised of the following key tasks: A. CLASSIFICATION PHASE 1. Review the background materials including organizational charts, budgets, existing job classifications, personnel rules and regulations, administrative policies, FY 2013-14 salary classification plan, and related information. 2. Conduct orientation and briefing sessions with all department directors, managers, and supervisors, as well as members of the City Manager s Employee Issues Committee in order to get a sense of the City s organizational culture and the objectives of the classification study. 3. Design an appropriate job questionnaire and conduct an orientation and briefing session(s) with employees on the purpose of the questionnaire and how to complete it. 4. Administer the completion of a job questionnaire by all employees that can be used for classification and compensation purposes. 5. Conduct interviews with a representative sample of employees and appropriate supervisory and management personnel. 6. Pay special attention to those positions identified by the department directors as requiring review and updates; due to organizational changes, technological changes, certification and/or licensing requirements, and educational requirements. 7. Verify that the classifications have the appropriate exempt and non-exempt designation under the Fair Labor Standards Act. 8. If needed, prepare up-to-date and accurate job classification specifications for City classifications as needed. 9. Incorporate recent changes in the ADA, FMLA, and other state and federal laws that impact classification, compensation, and public employment into any applicable job classifications.
10. Conduct an internal relationship analysis and review internal relationship guidelines. 11. Prepare a written report summarizing conclusions and recommendations and documenting the analysis. 12. Provide periodic status reports on progress as requested. B. COMPENSATION PHASE 1. The compensation phase will include those positions identified as benchmark classes and those identified by the City to be included. 2. The City's comparable labor market has been defined as those cities and county governments in San Luis Obispo County, Santa Barbara County and Ventura County. The City also uses the 75 th percentile of surveyed salaries at top step as a benchmark for setting pay rates. However, the City is open to using other cities to form an alternative comparable labor market (such as those with similar service levels, population, cost of living, employer size; and/or geographic location). The City is also amendable to considering other proven survey methodologies and benchmarks in setting pay rates. The consultant should make a recommendation to City staff as to the appropriate agencies and methodologies to use in re-defining a comparable labor market and benchmarks prior to conducting a comprehensive compensation survey. 3. The consultant shall conduct a comprehensive compensation survey utilizing the agreed upon labor market, of comparable positions of not only titles, but also duties and responsibilities to that of the City of Goleta s positions to establish correct base salary levels for all positions. City staff may be available to assist with data collection if it will result in reduced costs to the City in the completion of the project. 4. Included in the survey should be a collection of benefits data that can be used to determine if the City is providing comparable benefits to the cities in the labor market. Specific benefit data will include health benefits, retirement benefits, leave benefits and any extra compensation (such as auto or phone allowances, uniform allowances, bi-lingual pay, education reimbursement, license pay, etc.). 5. The consultant shall develop externally competitive and internally equitable salary recommendations for each full-time classification included within the study. 6. The consultant shall prepare a written report presenting specific salary recommendations based on the results of the market survey and internal relationship analysis. A secondary report and analysis of the benefit data must also be prepared. 7. The consultant shall also provide periodic status reports on progress as requested.
C. IMPLEMENTATION PLAN PHASE 1. The consultant shall develop a written plan for phasing the implementation of any recommended changes to job classifications, position salaries or employee benefits. 2. The consultant shall also conduct briefing sessions with the City Manager, Deputy City Manager and all department directors as well as members of the City Manager s Employee Issues Committee on the implementation of the recommended changes to the City s job classifications, salaries and benefit plan. 3. A final report and presentation of recommendations and their implementation must also be given to the City Council at a regular City Council Meeting. The consultant or the City may propose additional tasks as deemed necessary to complete the assignment. Any additional work shall be compensated as agreed upon in the consultant s contract with the City. WORK PRODUCT AND PRESENTATION Consultant shall provide two copies of the draft reports to the Deputy City Manager prior to review meetings, which describes the study s purpose, methodology, findings and recommendations. Three copies of the final report shall be provided to the City in addition to a digital copy in Microsoft Word and/or Excel format. PROPOSAL SUBMISSION REQUIREMENTS The consultant shall be responsible for preparing an effective, clear, and concise proposal. It is recommended that proposals contain the following information: A. A cover letter introducing the company and the individual who will be the primary contact person. B. On no more than one printed page, a statement of the firm s understanding of the service to be performed and a positive commitment to provide the service as indicated in this RFP. C. A statement that the consultant can meet the City s mandatory insurance requirements: The City requires Commercial General Liability insurance with limits of not less than $1,000,000 per occurrence and $2,000,000 aggregate, Professional Liability Insurance with limits of not less than $1,000.000 per occurrence if available to a professional engaged in consultant s regular course of business, Automobile Liability insurance with a minimum limit of $500,000 per accident, and Workers Compensation Insurance as required by the State of California. The City reserves the right to establish that these insurance requirements be met and complied with prior to any contractual agreement is entered into. Failure to comply could result in non-award of the contract.
D. Specific qualifications regarding experience in conducting classification and compensation studies, including the names of clients similar to the City. A reference list should be attached to the proposal, with client names, contact persons, and phone numbers. E. A discussion of any methodologies used or approaches taken to a classification and compensation study. F. A detailed timeline for completion of each phase and the total project. G. A description of the firm s organization and staff s qualifications. H. A proposed fee schedule including any incidental or hourly fees. I. The signature of an authorized individual to bind the firm. The proposal must be a firm offer for a ninety-day period. J. Submit one original and two (2) copies of proposals. SELECTION PROCESS Each of the proposals received will be evaluated and determined if it meets the stated requirements. Failure to meet these requirements will be a cause for eliminating the consultant from further consideration. The City shall not be liable in any way for any cost incurred by any consultant or in the preparation of its proposal in response to this RFP nor for obtaining any required insurance. The City reserves the right to reject any and all proposals, to waive any technicalities, informalities and irregularities, to accept or reject all of part of proposals, and to be the sole judge of the suitability of the proposals offered. Evaluation of the proposals will be made by the Deputy City Manager and appropriate staff from other departments or divisions. In addition to evaluating written proposals, oral interviews may be requested. Final selection will be made by the Goleta City Council, upon recommendation by the Deputy City Manager. Proposals will be evaluated generally on the following criteria, which is neither weighted nor prioritized: A. Demonstrated understanding of the service requested B. Prior experience in performing similar work C. Qualifications of the firm and assigned individuals D. Methodology and scope of the proposed study E. Fees charged and cost effectiveness of the proposed service
F. Reference check PROPOSAL REVIEW AND AWARD SCHEDULE RFP published and distributed 6/11/13 Publish notice on website 6/11/13 Publish notice in newspaper 6/15/13 Proposals due and opened 7/11/13 Proposals reviewed and evaluated by staff 7/15/13 Deputy City Manager submits recommendations to City Council 8/20/13 Council approval of contract 8/20/13 Contract executed/work begins Upon City Council Approval SUPPLEMENTAL INFORMATION Questions concerning this request for proposals should be in writing (e-mail preferred) and directed to: Michelle Greene Deputy City Manager (805) 961-7522 (805) 961-7501 fax Monday through Friday mgreene@cityofgoleta.org Proposals must be received by the City Clerk by 12:00 p.m., July 11, 2013. The proposing firm must submit one original and two copies of its proposal in a sealed envelope marked with Proposal for a City-Wide Classification and Compensation Study- No. 01-13CM City of Goleta City Clerk s Office