25020 Fire Classification and Compensation St.pdf

THE UNIFIED GOVERNMENT OF

ATHENS-CLARKE COUNTY(ACCGov)

DATE: September 16, 2024

TO: Classification/Compensation Consulting

SUBJECT: RFP #25020 Fire Classification and Compensation Study

You are invited to submit a proposal to provide a comprehensive classification and compensation review of all Fire-certified positions on the Fire Step Plan for the Human Resources Department.

Inquiries regarding proposals should be made to Samantha Murray, Community Business Procurement Coordinator, (706) 510-5671 or accbids@accgov.com. Technical questions may be directed to Sara Ivy, Interim Assistant Director at 706-400-6368 fax: 706-765-2514 or email: sara.ivy@accgov.com.

The estimated range of this project is between $70,000 - $75,000.

Attached hereto is the Request for Proposal (RFP) instruction document. The written requirements contained in this (RFP) shall not be changed or superseded except by written addendum from the Athens-Clarke County Unified Government, Purchasing Division of the Finance Department. Failure to comply with the written requirements for this proposal may result in rejection of the proposal by the Athens-Clarke County Unified Government (ACCGov).

One (1) USB Flash drive with a copy of the Proposal WITHOUT Pricing, one (1) paper copy(s) without pricing, and One (1) Separately Sealed paper copy of section V-D Price Proposal Schedule must be submitted. Proposals are to be sealed, marked with the offeror's name and address and labeled, “RFP #25020 Fire Classification and Compensation Study” and delivered to:

Athens-Clarke County Unified Government Finance Department, Purchasing Division 375 Satula Avenue

Athens, Georgia 30601

Not later than 3:00 P.M. ET, Tuesday, October 15, 2024

A qualified interpreter for the hearing impaired is available upon request at least 10 (ten) days in advance of the proposal opening date. Please call (706) 613-3088 for more information. This service is in compliance with the Americans with Disabilities Act (ADA).

Hand delivered copies may be delivered to the above address ONLY between the hours of 8:00 a.m. and 5:00 p.m. E.T., Monday through Friday, excluding holidays observed by the Athens-Clarke County Unified Government.

The Athens-Clarke County Unified Government reserves the right to reject any and all proposals, to waive any technicalities or irregularities, and to award the contract based on the highest and best interest of the Athens- Clarke County Unified Government.

mailto:accbids@athensclarkecounty.com mailto:sara.ivy@accgov.com

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TABLE OF CONTENTS

SECTION TITLE

I REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

II REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

III SCOPE OF SERVICES

A. INTRODUCTION AND PURPOSE

B. GENERAL REQUIREMENTS

C. ADDITIONAL REQUIREMENTS

D. DEFINITIONS

E. SPECIFIC TASKS

IV SELECTION PROCESS AND EVALUATION CRITERIA

V MANDATORY PROPOSAL FORMS

A: PROPOSAL FORM

B: ADDENDA ACKNOWLEDGEMENT

C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

CONTRACTOR AFFIDAVIT & AGREEMENT

D: PRICE PROPOSAL SCHEDULE

(Must be submitted in a separately sealed envelope)

VI DOCUMENTS CHECKLIST

ATTACHMENT A: WHAT YOUR BUSINESS NEEDS TO KNOW ABOUT GEORGIA’S E- VERIFY

REQUIREMENTS

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SECTION I - REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

ALL PROPOSALS RECEIVED WILL BECOME A PART OF THE OFFICIAL CONTRACT FILE AND

MAY BE SUBJECT TO DISCLOSURE.

A complete signed proposal must include the documents listed below:

PROPOSAL FORMAT: Offerors are expected to examine the specifications, price schedule, and all instructions. Failure to do so will be at the offeror’s risk. Each offeror shall furnish the information required by the solicitation. The proposal and price schedule must be signed by an officer of the company, who is legally authorized to enter into a contractual relationship in the name of the offeror.

All proposals received will become a part of the official contract file and may be subject to disclosure.

PROPOSAL FORMAT: All proposals should include the information outlined below and in the following order:

1. Cover Letter: A brief cover letter of introduction and interest.

2. Table of Contents: Including all sections and subsections.

3. Business Information: State the full name and address of your organization and the branch office or subordinate element that will perform the services described in this proposal. Include a telephone number, the point of contact and official signature of an authorized company representative. Indicate whether you operate as a single proprietorship, partnership, or corporation. Include the state(s) in which you are incorporated and/or licensed to operate.

4. Qualifications and Experience: Include an organization chart and summary resumes of key personnel proposed for the project, including designations of the team leader, the consultant responsible for design, the project architect, the person responsible for all proposed communications with the owner and all proposed sub-consultants and a description of their roles.

a. Current Project Assignments: Identify the current project assignment(s) and the currently identified completion date(s) for projects currently being managed by the key individuals proposed for our project.

b. Understanding of the Project: Statement of the firm's understanding of the project and proposed approach for providing requested services.

c. Additional Services Required: Based on the firm's understanding of the project, identify any additional services that might be required for a successful program.

5. References: Include a minimum of three references for contracts of a similar nature, preferably public sector references. Include the name, address, telephone number, point of contact and description of the contract for each reference. Examples of no more than three "reference projects" which represent the

Page | 4 design teams approach to design solutions for projects of similar scale and complexity, and the information on these projects must indicate the contributions of proposed key personnel in the design and development of the "referenced projects" cited in the submittal.

6. Financial Information and Documentation: Provide relevant information regarding organizational stability and strength. Documentation may include:

a. A statement of organizational structure (e.g., sole proprietorship, partnership, corporation, joint venture, etc.), information regarding the make-up of that structure (e.g., owner, partners, board of directors joint venture partners, etc.), a listing of financial references.

b. Failure to Complete Prior Projects - disclose whether the Offeror (or any general partner or joint venture of the Offeror) has ever failed to complete a similar project. If so, list the date of commencement of the project and the entity for which the project was to be performed, and explain why the project was not completed.

c. Disclose information and provide an explanation regarding any contracts involving the offeror or joint venture firm within the last three years which exceeded initial program or project budget, exceeded initial schedule, and any contract penalties or damages assessed.

7. Other Relevant Information: Include any other relevant information concerning the project in this section.

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SUBMITTAL FORMAT: ALL proposal copies must be submitted in a sealed envelope or container with the OUTERMOST container stating the company name, address, telephone number, the RFP number and TITLE (RFP #25020 Fire Classification and Compensation Study).

If you have an ACCGov Vendor Number please include it on the sealed envelope or container. If you do not know your vendor number, please email: vendor@accgov.com. If you do not have a vendor number but you are awarded this RFP, you will be invited to submit your vendor registration per the following instructions:

https://www.accgov.com/DocumentCenter/View/88465.

Please Note: The ACCGov Vendor Number is not required to submit a proposal, and new vendor registrations will not be processed for bidding/proposal purposes only.

One (1) USB Flash drive with a copy of the Proposal WITHOUT Pricing One (1) paper copies of the signed proposal WITHOUT price One (1) Separately Sealed paper copy of section V-D Price Proposal Schedule

(Must be submitted separately in a sealed envelope)

Offerors are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service.

No responsibility shall attach to the Unified Government of Athens-Clarke County for the premature opening of a proposal not properly addressed and identified, and/or delivered to the proper or Improper address. Proposals via facsimile will NOT be considered.

ALL DOCUMENTS SUBMITTED ON USB FLASH

DRIVE MUST BE IN A SINGLE PDF FILE

mailto:vendor@accgov.com https://www.accgov.com/DocumentCenter/View/88465

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THE ATHENS-CLARKE COUNTY UNIFIED GOVERNMENT

REQUEST FOR PROPOSAL (RFP)

RFP #25020 Fire Classification and Compensation Study

HUMAN RESOURCES DEPARTMENT

ATHENS, GEORGIA

SECTION II - REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

A. INTRODUCTION

PURPOSE

The Athens-Clarke County desires to solicit competitive proposals from responsible vendors to provide comprehensive classification and compensation review of all Fire-certified positions on the Fire Step Plan for the Human Resources Department.

The contractor will provide services per the scope of services as indicated in Section III of this request for proposal (RFP).

B. RFP TIMETABLE

The anticipated schedule for the RFP and contract approval is as follows:

Proposal Documents Available .......................... Monday, September 16, 2024 Deadline for submission of questions ................ Monday, September 23, 2024, by 2:00 PM (minimum 4 days prior to bid opening) Deadline for receipt of proposal ........................ 3:00 P.M. ET, Tuesday, October 15, 2024 Evaluation/Selection Process: ............................ 14 Business Days Proposals Valid Until ......................................... 60 Days from opening

C. CONTACT PERSON

The contact person for this RFP is Samantha Murray, Community Business Procurement Coordinator Explanation(s) desired by the offeror(s) regarding the meaning or interpretation of this RFP must be requested from the contact person, in writing via facsimile at (706) 400-6048 or accbids@accgov.com.

Technical questions may be directed to Sara Ivy, Interim Assistant Director at 706-400-6368, fax: 706- 765-2514 or email: sara.ivy@accgov.com.

Offerors are encouraged to contact only the contact persons stated above to clarify any part of this RFP.

Any such unauthorized contact shall not be used as a basis for responding to this RFP and also may result in the rejection of the offeror's submittal.

D. MINIMUM PROPOSAL ACCEPTANCE PERIOD

Proposals shall be valid and may not be withdrawn for a period of 60 days from the date specified for receipt of proposals.

E. ADDITIONAL INFORMATION/ADDENDA

The Athens-Clarke County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the proposal due date. Offerors should not rely on any representations, statements or explanations other than those made in this RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will prevail.

mailto:sara.ivy@accgov.com

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Request for additional information or clarifications must be made in writing no later than the date specified in the RFP Timetable. The request must contain the offeror's name, address, phone number, and fax number, and email address.

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror’s receipt of any addendum will result in the rejection of the proposal if the addendum contained information which substantively changed the Owner’s requirements

Offerors who obtain this Request for Proposal from Georgia Procurement Registry or Athens Clarke County/Purchasing (https://www.athensclarkecounty.com/Bids.aspx) or from other than the Purchasing Division are advised to re-visit the above websites to obtain any addenda which may be issued prior to the proposal closing date. The Athens-Clarke County assumes no responsibility for Offerors’ failure to acknowledge any addenda issued

F. LATE PROPOSALS, WITHDRAWALS, MODIFICATIONS AND REJECTIONS

Proposals shall not be modified, withdrawn, or canceled by the offeror for a period of sixty (60) days following the time and date designated for the receipt of proposals, and each offeror so agrees in submitting his proposal. Negligence on the part of the Offeror in the preparation of his proposal shall not be grounds for the modification or withdrawal of a proposal after the time set for proposal closing.

Proposals received after the proposal due date and time are late and will not be considered. Modifications received after the proposal due date are also late and will not be considered

G. PROPOSAL CLOSING

Proposal schedule prices will not be opened or read aloud publicly. A list of names of firms providing proposals may be obtained from Georgia Procurement Registry or Athens Clarke County Bids or via email request to E-Mail: accbids@accgov.com after the proposal due date and time stated herein. A tabulation of prices may be obtained upon award.

H. NON-COLLUSION AFFIDAVIT

By submitting a proposal, the offeror represents and warrants that such proposal is genuine and not sham or collusive or made in the interest or on behalf of any person not therein named and that the offeror has not directly or indirectly induced or solicited any other offeror to put in a sham proposal, or any other person, firm or corporation to refrain from proposing and that the offeror has not in any manner sought by collusion to secure to that offeror any advantage over any other offeror.

By submitting a proposal, the offeror represents and warrants that no official or employee of the Athens- Clarke County has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made under it, or in any expected profits to arise therefrom.

I. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

By submitting a proposal and executing the attached Affidavits, the offeror verifies its compliance with O.C.G.A. §13-10-91. The offeror further agrees to maintain records of such compliance and shall provide a copy of each such verification to Athens-Clarke County, at the time the subcontractor(s) is retained to perform such services.

J. COST INCURRED BY OFFERORS

All expenses involved with the preparation and submission of proposals to the Athens-Clarke County, or any work performed in connection therewith shall be borne by the offeror(s). No payment will be made for any responses received or for any other effort required of or made by the offeror(s) prior to the commencement of work as defined by a contract approved by the governing body of the Unified Government of Athens-Clarke County.

http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp http://www.athensclarkecounty.com/index.aspx?NID=375 http://www.athensclarkecounty.com/index.aspx?NID=375 https://www.athensclarkecounty.com/Bids.aspx http://ssl.doas.state.ga.us/PRSapp/PR_public_routing.jsp?route_code=nigp_list http://ga-athensclarkecounty.civicplus.com/Bids.aspx

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K. EQUAL OPPORTUNITY POLICY STATEMENT

It is the policy of the Athens-Clarke County government that no person or business shall be excluded from participation, denied the benefits of, or otherwise discriminated against in relation to the award and performance of any contract or subcontract on the grounds of race, color, creed, national origin, age, or sex.

L. HOLD HARMLESS AND INDEMNIFICATION

The Offeror agrees, insofar as it legally may, to indemnify and hold harmless the Unified Government of Athens-Clarke County, its officers, employees and agents from and against all loss, costs, expenses, including attorneys' fees, claims, suits and judgments, whatsoever in connection with injury to or death of any person or persons or loss of or damage to property resulting from any and all operations performed by Offeror, its officers, employees, and agents under any of the terms of this contract.

M. SITE VISIT:

Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event, shall failure to inspect the site constitute grounds for a claim after contract award.

N. AWARD OF CONTRACT

This is a past performance/technical/price trade-off source selection in which competing offeror’s past and present performance history and technical ability will be evaluated on a basis approximately equal to price. Award will be made to the responsible offeror whose proposal represents the best value after evaluation in accordance with the factors listed in Section IV herein. The Unified Government of Athens- Clarke County may reject any or all proposals if such action is in the Unified Government’s interest.

O. MULTIPLE AWARDS

The Unified Government of Athens-Clarke County reserves the right to make multiple awards or to award a contract by individual line items or alternatives, by a group of line items or alternatives, or to make an aggregate award, whichever is deemed most advantageous to the Unified Government. If the Unified Government determines that an aggregate award to one offeror is not in the Unified Government's best interest, "all or none" offers shall be rejected.

P. PLACE OF PERFORMANCE

The Unified Government of Athens-Clarke County will not contemplate traveling outside the City of Athens to the contractor’s facility for custom fitting or alterations. The offeror shall insert in the spaces provided in the price schedule the address of the plants or facilities location(s) that he intends to use.

Q. QUALIFICATION OF OFFERORS

The Unified Government of Athens-Clarke County may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to perform the work and the offeror shall furnish to the Unified Government all such information and data for this purpose as may be requested.

The Unified Government reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy the Unified Government that such offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

The Unified Government of Athens-Clarke County contractors/vendors must have a current Athens-

Clarke County business license if they are physically located in Athens-Clarke County or if they perform a service in Athens-Clarke County.

Proposals from any offeror that is in default on the payment of any taxes, license fees, or other monies due to the Unified Government will not be accepted.

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R. ALTERNATE PROPOSALS

Alternate proposals or proposals that deviate from the requirements of this solicitation will not be considered. Offerors shall not insert in their proposal any written statement which will have the effect of making any material change or changes in the Scope of Services or in any contract between the parties covering subject matter thereof.

S. OPEN RECORDS

In accordance with OCGA Section 50-18-72(a)(34) Any trade secrets obtained from a person or business entity that are required by law, regulation, bid, or request for proposal to be submitted to an agency. An entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10. If such entity attaches such an affidavit, before producing such records in response to a request under this article, the agency shall notify the entity of its intention to produce such records as set forth in this paragraph. If the agency makes a determination that the specifically identified information does not in fact constitute a trade secret, it shall notify the entity submitting the affidavit of its intent to disclose the information within ten days unless prohibited from doing so by an appropriate court order. In the event the entity wishes to prevent disclosure of the requested records, the entity may file an action in superior court to obtain an order that the requested records are trade secrets exempt from disclosure. The entity filing such action shall serve the requestor with a copy of its court filing. If the agency makes a determination that the specifically identified information does constitute a trade secret, the agency shall withhold the records, and the requester may file an action in superior court to obtain an order that the requested records are not trade secrets and are subject to disclosure;

T. NON-DISCRIMINATION ORDINANCE

Contractor agrees to abide by and be bound by Chapter 6-21 of the Code of Athens-Clarke County, Georgia, regarding Unlawful Discrimination and agrees to ensure that any and all subcontractors operating pursuant to this solicitation also agree to abide by and be bound by Chapter 6-21 of the Code of Athens-Clarke County, Georgia.”

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SECTION III - SCOPE OF SERVICES

A. INTRODUCTION AND PURPOSE

The Unified Government of Athens-Clarke County (ACCGov) is a unified city/county government located in the northeast section of the state of Georgia and is approximately sixty (60) miles northeast of Atlanta, Georgia. The Unified Government of Athens-Clarke County (the government’s official name) was formed in 1991 by a referendum which required the combining of The City of Athens and Clarke County. ACCGov serves an area population of approximately 100,000 with annual growth projected at 1% per year. ACCGov provides a multitude of local and state-funded services, which includes, but is not limited to, Public Safety, Utility, Courts, Corrections, Tax, and Fire Services. ACCGov employs approximately 1,900 people.

The Unified Government of Athens-Clarke County (ACCGov) is soliciting competitive proposals from responsible vendors to provide a review of the Fire & Emergency Services Department’s current classification and compensation plan. Final deliverables should include:

1. Review of the Current Pay Structure

2. Review of Current Fire Department Job Descriptions

3. Market Analysis

4. Recommended Pay Table Updates

5. Project Summary and Methodology Deliverables

The ACCGov Human Resources Department, Athens, Georgia is the lead department for this project with a completion date of the full project by December 1, 2024 expected implementation date of July 2025 and.

See ATTACHMENT 1 for a general timeline.

B. GENERAL REQUIREMENTS

1. Contract Performance Period: Contract performance period shall be from the date of award for up to December 1, 2024 unless terminated by either party giving to the other written notice of termination in writing thirty (30) days prior to the proposed date of termination. Termination by the Unified Government of Athens-Clarke County can be immediate upon contractor failure to comply with any of the terms.

2. Hours Of Operation: 8:00 AM to 5:00 PM Monday to Friday

3. Ordering and Payment: Performance will be ordered by issuance of a purchase order for the period of performance. Payment for work performed shall be paid monthly upon receiving invoicing with an attached copy of each certificate of receipt of service for that month signed by the Sara Ivy. The contractor shall ensure that all invoices clearly reflect the purchase order number. All original invoices must be mailed or hand-delivered to Athens-Clarke County Accounts Payable, P.O. Box 1748, Athens, GA 30603 or Athens-Clarke County Accounts Payable, 375 Satula Avenue, Room 175, Athens, GA 30601. A duplicate invoice may be submitted to the department. Failure to comply with this provision may result in delayed payments for services rendered.

a. The Contractor shall prepare and submit invoices to the Finance Office address specified on individual orders. If the invoice does not comply with these requirements, the Finance Office will return it with the reasons why it is not a proper invoice. A proper invoice must include the items listed below.

(i) Name and address of the Contractor.

(ii) Invoice date and invoice number. (The Contractor should date invoices as close as possible to the date of the mailing or transmission.)

(iii) Purchase order number for supplies delivered or services performed.

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(iv) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.

(v) Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms).

(vi) Name and address to whom payment is to be sent.

(vii) Name (where practicable), title, phone number, and mailing address of the person to notify in the event of a defective invoice.

(viii) Any other information or documentation required by the contract (e.g., evidence of shipment).

b. In the event orders are made via monthly or period purchase orders, the contractor may provide a summary invoice for all deliveries made during a billing period, identifying the delivery tickets covered therein, stating their total dollar value. A summary invoice shall be supported by receipt copies of the delivery tickets. Delivery tickets or sales slips shall contain:

(i) Name of supplier

(ii) Purchase Order number

(iii) Ship to Department and Address

(iv) Description, Quantity, unit price, and extension of each item.

(v) Date of delivery or shipment.

C. ADDITIONAL REQUIREMENTS

Note: If anticipated that requirement will result in a separate contract negotiated by the Manager’s office and contractor, remove highlighted clauses. < If anticipated that requirement will result in a separate contract, remove highlighted clauses>

1. TERMINATION FOR CAUSE: The Unified Government of Athens-Clarke County reserves the right to terminate the resulting contract, in whole or in part, for failure to comply with any provisions of the contract as outlined by providing a written notice to the successful vendor at least ten (10) days before the effective date of termination. The successful vendor will not be relieved of any outstanding responsibilities or unfinished obligations under this contract.

The successful vendor has the right to terminate this contract for cause by providing a written notice of intent to the Purchasing Administrator to terminate at least thirty (30) days prior to the effective date of the contract termination.

2. TERMINATION WITHOUT CAUSE: The Unified Government of Athens-Clarke County reserves the right to terminate the contract at any time without cause, in whole or in part, by providing a written notice to the other party at least thirty (30) days before the effective date of termination. The other party will not be relieved of any outstanding responsibilities or unfinished obligations under this contract that were incurred prior to termination.

3. REPORTING DISPUTES: The contractor shall report any contract disputes and/or problems to the Purchasing Administrator, both verbally and in writing, within 48 hours of their occurrence.

4. INDEPENDENT CONTRACTOR: The contractor shall not be an employee of the Unified

Government of Athens-Clarke County, but shall be an independent contractor. Nothing in this agreement shall be construed as authority for the contractor to make commitments which shall bind the Unified Government or to otherwise act on behalf of the Unified Government, except as the Unified Government may expressly authorize in writing.

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5. SAFETY: The contractor shall take every precaution at all times for the protection of persons and property, including the Unified Government of Athens-Clarke County's employees and property and its own. The contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work under this contract.

The contractor shall maintain an adequate safety program to ensure the safety of contractor employees, subcontractor employees, and all other individuals working under this contract. In addition, the contractor must also provide the Unified Government of Athens-Clarke County with a written safety program that he intends to follow in pursuing work under this contract. No work under this contract will be permitted until the Unified Government is assured that the contractor has an adequate safety program in effect.

6. SUBCONTRACTS: No portion of the work shall be subcontracted without the prior written consent of the Unified Government of Athens-Clarke County Purchasing Division. If a portion of the work is approved for subcontracting, the contractor shall remain fully liable and responsible for the work to be done by the subcontractor(s) and shall assure compliance with all requirements of this contract.

7. ESTIMATED QUANTITIES: The quantities of items specified in the Proposal Schedule are estimates only and are not purchased by this contract. Except as this contract may otherwise provide, if the Unified Government of Athens-Clarke County requirements do not result in orders in the quantities described as "estimated", that fact shall not constitute the basis for an equitable price adjustment. Delivery shall be made only as authorized by orders issued in accordance with the Ordering clause. Subject to any limitations in the Order clause or elsewhere in this contract, the Contractor shall furnish to the Unified Government all items specified in the Proposal Schedule and called for by orders issued in accordance with the Ordering clause

8. CHANGES: Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

9. INSURANCE & BONDING. Vendor or contractor shall procure and maintain insurance which shall protect the vendor / contractor and ACCGov from any claims for bodily injury, property damage, or personal injury which may arise out of operations under the agreement. Vendor / Contractor shall procure the insurance policies at the Vendor’s / Contractor’s own expense and shall furnish ACCGov an insurance certificate listing ACCGov as certificate holder. The insurance certificate must document that the liability insurance coverage purchased by the Vendor / Contractor includes contractual liability coverage to protect ACCGov. The certificate shall be finished no later than ten (10) business days after notification of ACCGov’s intent to award a contract. All policies must be issued by an insurance company licensed to do business in the State of Georgia, with a minimum AM Best rating of A-, and signed by an authorized agent. In addition, the insurance certificate must provide the following information:

1) Name and address of authorized agent

2) Name and address of insured

3) Name of insurance company (licensed to operate in Georgia)

4) Description of coverage in standard terminology

5) Policy period

6) Limits of liability

7) Name and address of certificate holder (ACCGov)

8) Acknowledgement of notice of cancellation to ACCGov

9) Signature of authorized agent

10) Telephone number of authorized agent

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11) Details of policy exclusions in comments section of insurance certificate

12) Additional Insured Endorsement

13) Additional Endorsements as required based on coverage

Note: It is the intent of ACCGov that certificates of insurance should comply with the pertinent Rules of the Comissioner of Insurance, which are found in Chapter 120-2-103 of the Official Compliation of the Rules and Regulations of the State of Georgia.

The minimum kinds and amounts of insurance shall be:

i. Workers Compensation (WC): Workers Compensation Insurance (per Occurrence) in the amounts of the statutory limits established by the General Assembly of the State of Georgia (a self-insurer must submit a certificate from the Georgia Board of Works Compensation stating that the supplier qualifies to pay its own workers compensation claims). In addition, the supplier shall require all subcontractors occupying the premises or performing work under the contract to obtain an insurance certificate showing proof of Workers Compensation Coverage with the following minimum coverage:

1. Bodily injury by accident – per employee $100,000

2. Bodily injury by disease – per employee $100,000

3. Bodily injury by disease – policy limit $500,000

ii. Commercial General Liability (CGL):

1. Each Occurrence Limit $1,000,000

2. Personal & Advertising Injury Limit $1,000,000

3. General Aggregate Limit $2,000,000

4. Products/Completed Ops. Aggregate Limit $2,000,000

iii. Automobile Liability:

1. Combined Single Limit $1,000,000

iv. Professional Liability: $1,000,000

v. Umbrella Liability: $2,000,000

vi. Additional Insured: The vendor or contractor shall add “the Unified Government of

Athens-Clarke County, its officers, employees, and agents” as an additional insured under the commercial general liability, automobile, and umbrella liability policies.

D. SPECIFIC TASKS:

1. Review of the Current Pay Structure Objective: Obtain consultant recommendations on enhancement to the current ACCGov Fire & Emergency Services Department job architecture and how best to maintain it over time.

Proposed Deliverable: Revised ACCGov Fire & Emergency Services Department Pay Plan structure, rationale, and guidance for implementation and maintenance in the form of policy, procedure, and rules yielding a plan that is easy for certified Fire Department employees to understand and for ACCGov to administer.

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Task:

a. Consider feasibility of establishing a modified or new approach to the current job architecture if needed.

2. Review of Current Fire Department Job Descriptions Objective: Conduct complete evaluation of all jobs requiring Firefighter certification in the ACCGov Fire & Emergency Services Department.

Proposed Deliverables: (1) Custom Job Analysis Questionnaires encompassing the inventory of current Firefighter-certified positions; (2) Completed Questionnaires and accompanying data in Excel format; (3) Summary report of job analysis methodology; and (4) Overall results to include revised job descriptions as needed and approved by the Fire Chief; and (5) Schema for modification and version control.

Tasks:

a. Inventory of current positions for evaluation: Review all current job classifications that require

Firefighter certification. Analyze, document, and validate classifications for knowledge, skills, abilities, essential functions, education and experience, relevance and hierarchical consistency, supervision received and exercised, any special requirements, licensing and/or certifications and FLSA status of each position.

b. Conduct interviews with employees and appropriate supervisory and management personnel to validate job descriptions and allow input into the development or revision as needed.

c. Development of Job Analysis Questionnaire.

d. Meet with Department Directors, Union Officials, Human Resources employees, organization leadership, and/or supervisors to ensure accuracy of responses.

e. Compilation and analysis of Job Analysis Questionnaire responses.

f. Summary of job analysis process, methodology, and overall results to include revisions, as needed for any existing job descriptions. All job descriptions must include, at a minimum:

o Minimum qualifications;

o Essential job duties standardized across job families;

o Core competencies standardized across job families;

o Americans with Disabilities Act minimum qualifications;

o FLSA designation;

o Classification (grade) under the Fire & Emergency Services Department Pay Plan; and o Schema for modification and version control.

3. Market Analysis Objective: Assess external equity such that ACCGov can readily maintain competitiveness with other comparable Fire Departments / agencies in order to recruit and retain top talent into our department.

Proposed Deliverables: (1) Peer group development and summary; (2) Methodology and guiding principles summary; (3) Summary of purpose and minimum experience and education/training of jobs reviewed; (4) Summary of data collection sources and identification of gaps in data; (5) Summary of job mapping for each job reviewed; (6) Data analysis in Excel format and graphic depictions; (7) Competitive comparison of market to current ACCGov minimum, midpoint, and maximum for every position; and (8) Summary of key findings Tasks:

a. Determine appropriate market comparators for ACCGov’s Fire & Emergency Services Department as well as survey data sources. Acquire data from several sources to include each comparator’s compensation plan(s), any recent pay studies/surveys, recruiting materials, and job postings.

b. Align the ACCGov Fire & Emergency Services Department’s applicable jobs to peer group positions such that they share no less than 75% alignment based on the job description.

c. Comparative analysis identifying the ACCGov Fire & Emergency Services Department’s competitive position in the established labor market.

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d. Develop a market-informed strategy for annual pay increases to include pay table increases, and step increases.

4. Recommended Pay Table Updates Objective: Assess internal equity so as to enable ACCGov to provide fair and equitable salaries for Fire & Emergency Services Department Firefighter-certified employees, including the ability to reward retention, employee initiative, and professional development. Review size of pay ranges, overlap of pay ranges, groupings within pay ranges, progression through pay ranges, compression between pay ranges, and current compensation methods and establish a new or updated Pay Table.

Proposed Deliverables: (1) Updated Pay Table with appropriate pay ranges with appropriate overlap;

and (2) Progression through pay ranges with minimal to no compression between pay ranges.

Tasks:

a. Establish a fair, equitable, and defensible formula for placing each position and each incumbent into the new/updated ACCGov Fire & Emergency Services Pay Table that meets the needs of ACCGov within budgetary constraints.

b. Provide an implementation strategy to include communication materials, summaries, frequently asked questions, and an appeals process.

c. Provide training to Human Resources Department employees and supervisors to assure that the implementation and maintenance of the ACCGov Fire & Emergency Services Department’s Pay Table are accomplished as intended.

d. Lateral transfer of non-public safety employee methodology.

e. Analysis of current promotion and demotion methodology and update of formulas, if necessary.

f. Methodology for transferring employees from the ACCGov Fire & Emergency Services Department’s

Pay Table to the ACCGov Public Safety Pay Plan or Unified Plan, and vice versa.

5. Project Summary and Methodology Deliverables Objective: Presentation of results and cost of full implementation in easily understandable, transparent formats, able to be tailored to specific employees or groups of employees, and decision makers.

Proposed Deliverables: (1) Final report including estimated cost of full implementation; (2) Presentations for various meetings; (3) Implementation tool kit; (4) Templates for various employee letters; and (5) Policies and procedures manual.

Tasks:

a. Prepare written report of recommendations, including discussion of method, techniques, and data used to develop the ACCGov Fire & Emergency Services Department’s Pay Plan. Analyze the impact of any potential changes and provide explanation of potential unintended consequences of recommendations.

b. Present findings and recommendations through written and oral reports at various meetings which may include, but are not limited to, department meetings, Manager’s Office meetings, and Mayor and Commission meetings.

c. Provide compensation policies and procedures to ensure that ACCGov effectively administers and maintains the new classification and compensation plan in the future. Ensure that the classification and compensation plan is easy for the Human Resources Department to administer, maintain, and defend. It should be designed to accommodate Department change, growth, and market or economic upticks or downturns, all while remaining competitive. It should provide guidelines for plan implementation and administration, forms and procedures that are clear and understandable, and communication materials that promote employee acceptance of the process and results.

d. Personnel Ordinance Review: Identify where changes in the compensation and classification system as a result of the study would conflict with current ordinance; require additional language in existing ordinance; and/or require new paragraph or section of ordinance.

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SECTION IV - SELECTION PROCESS AND EVALUATION CRITERIA

The Unified Government of Athens-Clarke County intends to evaluate proposals and award a contract without discussions with offerors. Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a price and technical standpoint. The Unified Government reserves the right to conduct discussions if the Unified Government later determines them to be necessary.

EVALUATION CRITERIA

Evaluation criteria to be used in determining the selected firm in order of importance are:

1. EVALUATION CRITERIA: Based on the proposal format as outlined in Section II, the evaluation criteria in order of importance are as follows:

a. UNDERSTANDING OF THE PROJECT and proposed technical approach. Assesses whether the contractor has given sufficient evidence of having understood the requirements stated in the SOW. Technical Approach. Assesses whether the contractor has proposed a solution that is technically feasible and achievable within the constraints of the SOW. (25 Points per evaluator)

b. QUALIFICATIONS AND EXPERIENCE of staff assigned to the projects with Experience on

Similar Projects. Assesses whether contractor performed satisfactorily on similar projects regarding schedules, turnover rates, meeting costs and success in performing the work.

References should be requested for validation of the information provided by the vendor. (25 Points per evaluator)

c. REFERENCES & REFERENCE PROJECTS including applicable past work with the Athens-

Clarke County Government. Past Performance. Assesses customer satisfaction with the vendor on prior projects. References should be requested for validation of the information provided by the vendor. (15 Points per evaluator)

d. QUALITY ASSURANCE AND CONTROL PLAN: Assesses whether the contractor has a process of addressing quality of performance and a plan for ensuring that deliverables meet the terms of the statement of work, the request(s) of the organization and the needs of the organization. (15 Points per evaluator)

e. PROJECT TEAM Management and Staffing Approach. Assesses contractor's ability to effectively manage personnel, provide experienced and qualified key personnel and respond rapidly to staffing requirements. Qualifications of Key Personnel. Assesses the ability of the contractor to hire, retain and train qualified technical personnel similar to those required for the task. (10 Points per evaluator)

f. COST/PRICING: Assess whether the price is reasonable and in concert with the industry standards (10 points per evaluator) PLEASE NOTE: Pricing will be scored so that the lowest price receives the maximum amount of points; subsequent prices will receive a percentage of the maximum points equal to the percentage difference when compared to the lowest price. Example: Price A (Low Price) = 100 and Price B = 125. Points for Price B are calculated as (100/125)*20 = 16

PROPOSAL EVALUATION AND CONTRACT AWARD

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Athens-Clarke County intends to evaluate proposals and award a contract without discussions with offerors. Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a price and technical standpoint. Athens-Clarke County reserves the right to conduct discussions if the government later determines them to be necessary.

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SECTION V – PROPOSAL FORMS

A: PROPOSAL FORM

Proposal of___________________________________________________________

(Hereinafter called "Offeror"), organized and existing under the laws of the State of

__________________________, doing business as ________________________________*.

In compliance with your RFP, the Offeror hereby proposes and agrees to perform and furnish all work for the requirement known as RFP # 25020 Fire Classification and Compensation Study in strict accordance with the Proposal Documents, within the time set forth therein, and at the price proposed.

By submission of this Proposal, the Offeror certifies, and in the case of a joint Offer, each party thereto certifies as to its own organization that:

1. The Offeror has examined and carefully studied the Proposal Documents and the Addenda, receipt of all of which is hereby acknowledged at Section V-B.

2. The Offeror agrees that this proposal may not be revoked or withdrawn after the time set for the opening of proposals but shall remain open for acceptance for a period of sixty (60) days following such time.

Company:

Contact:

Address:

Phone: Fax

Email:

By checking this box, I acknowledge that I have read all insurance requirements and will meet requirements listed in RFP #25020 Fire Classification and Compensation Study if awarded.

Authorized Representative/Title (print or type)

Authorized Representative (Signature)

Date

MANDATORY SUBMITTAL

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B: ADDENDA ACKNOWLEDGEMENT

The Offeror has examined and carefully studied the Specifications and the following Addenda, Receipt of all of which is hereby acknowledged:

Addendum No.

dated

Acknowledgement

Initial

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror’s receipt of any addendum will result in the rejection of the proposal if the addendum contained information which substantively changes the Owner’s requirements.

Company Name (printed):

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C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

The Unified Government of Athens-Clarke County and Contractor agree that compliance with the requirements of O.C.G.A.

§ 13-10-91, as amended, and Rule 300-10-1-.02 of the Rules of the Georgia Department of Labor are conditions of this Agreement for the physical performance of services.

The Contractor further agrees that its compliance with the requirements of O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02 is attested to on the executed Contractor Affidavit and Agreement attached hereto.

If employing or contracting with any subcontractor(s) in connection with this Agreement, Contractor further agrees:

(1) To secure from the subcontractor(s) an affidavit attesting to the subcontractor’s compliance with O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02; such affidavit being in the form attached hereto; and

The failure of Contractor to supply the affidavit of compliance at the time of execution of this Agreement and/or the failure of Contractor to continue to satisfy the obligations of O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02 as set forth in this Agreement throughout the contract period shall constitute a material breach of the contract. Upon notice of such breach, Contractor shall be entitled to cure the breach within ten days, upon providing satisfactory evidence of compliance with the terms of this Agreement and State law. Should the breach not be cured, Athens-Clarke County shall be entitled to all available remedies, including termination of the contract and damages.

SEE AFFIDAVIT ON FOLLOWING PAGE

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C: CONTRACTOR AFFIDAVIT & AGREEMENT UNDER O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, as amended, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of The Unified Government of Athens-Clarke County, Georgia, has registered with, is authorized to use, and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the provisions and deadlines established in O.C.G.A. § 13- 10-91, as amended.

Furthermore, the undersigned will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization Company Identification Number Date of Authorization

Name of Contractor: _______________________________________________________________

Name of Project: _______________________________________________________________

Name of Public Employer: The Unified Government of Athens-Clarke County

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ____, ___________, 202__ in _______________________, _____________________.

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

____ DAY OF ____________, 202_

Notary Public My Commission Expires:

Company Name:_____________________________________________________________

SECTION V – PROPOSAL FORMS

D: SCHEDULE OF SUPPLIES/SERVICES OR PRICE/PROPOSAL SCHEDULE

(Must be submitted separately in a sealed envelope)

THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY

RFP # 25020 FIRE CLASSIFICATION AND COMPENSATION STUDY

Consultants/ Task Estimated Hours Required Hourly Rate Total Estimated Cost

HR $ $

TOTAL

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SECTION VI DOCUMENTS CHECKLIST:

PROPOSAL DOCUMENTS CHECKLIST:

1. Cover Letter

2. Table of Contents

3.…