26GEN065G Classification and Compensation Study RFP.pdf

Town Manager Needham Town Hall

1471 Highland Avenue Needham, Massachusetts 02492

Telephone 781-455-7500

Acknowledgement of Receipt

Release Date Thursday, September 4, 2025

Bid Title Classification and Compensation Study

Bid Number 26GEN065G

Number of Documents The Bid Package consists of one (1) PDF document.

Informational Session None

Questions Due 5:00 p.m., Thursday, September 11, 2025

Proposals Due 4:00 p.m. Thursday, September 25, 2025 to Kathleen King, Town Manager, Town Hall, 1471 Highland Avenue, Needham, Massachusetts 02492

Please provide the requested information below as acknowledgment that you have received our bid package noted above and your intention is to submit a bid. It is recommended that interested bidders complete this acknowledgment and return via email to pcentral@needhamma.gov. Only by doing this, will the Town be able to provide notification of addenda* or answered questions relating to this Bid. Only those companies or individuals shown on the Distribution Register will be sent addenda to this Bid and whose written questions will be addressed. By completing and returning this acknowledgement will ensure you are recorded on the Distribution Register. Proposals from companies or individuals not acknowledging the addenda may be rejected as not responsive.

Name of Company or Individual (Print)

Name / Title of Contact (Print)

Address (line 1) (Print)

Address (line 2) (Print)

Telephone Number

Fax Number

E-mail Address (Print)

Signature

Date

* Addenda will be posted to the website. Please check the website for addenda before submitting your bid to the Town. Bidders who access the bid package from the Town’s website are responsible for checking the website periodically for any addenda that may be issued by the Town.

mailto:pcentral@needhamma.gov

Intentionally Blank

(Advertised in the Hometown Weekly issue of Thursday, August 21, 2025) (Advertised in Goods and Services Monday, August 18, 2025)

(Advertised in COMMBUYS Thursday, August 21, 2025)

Town of Needham Request for Proposals

Parking Citation Collection and Processing Services

26GEN102G

The Town of Needham is accepting sealed proposals to provide parking citation collection and processing services and equipment. Copies of the Request for Proposals (RFP) package will be available beginning Thursday, August 21, 2025 online at the Town’s web site www.needhamma.gov/bids.aspx and will be available until submission deadline.

Please refer to the RFP for additional information. Sealed proposals must be submitted no later than 4:00 p.m.

Thursday, September 18, 2025 to Kathleen King, Town Manager, Town of Needham, Town Hall, 1471 Highland Avenue, Needham, Massachusetts 02492. LATE BIDS WILL NOT BE CONSIDERED. This legal notice is also posted on the Massachusetts Newspaper Publishers Association’s (MNPA) website at http:// masspublicnotices.org/.

The Town reserves the right to reject any and all bids as determined to be in the best interests of the Town and to waive minor informalities.

Kathleen King Town Manager

August 21, 2025 http://www.needhamma.gov/bids.aspx

ABOUT NEEDHAM

The Town of Needham is located in Norfolk County, 10 miles southwest of Boston. It is bordered on the west and northwest by the Town of Wellesley, on the north and northeast by the City of Newton, on the east by the West Roxbury section of the City of Boston, on the southeast by the Town of Dedham, and on the south by the Towns of Westwood and Dover. Needham has a population of 32,091 (2020 U.S. Census) and occupies a land area of approximately 12.75 square miles. Established as a town in 1711, Needham is governed by a representative form of town meeting and a five member Select Board. The day-to-day management is under the direction of the Town Manager. School affairs are administered by a seven-member School Committee and the Superintendent of Schools.

The Town is classified as an economically developed suburb with above average wealth levels and higher education attainment. The Town has an “AAA” credit rating from Standard and Poor’s.

The Town provides a full range of governmental services including police and fire protection; emergency medical services; collection, disposal, and recycling of solid waste; sewers; streets; water services; health and human services;

town library; and recreation. The Town also provides public education in grades kindergarten through twelve. The Town operates 1 pre-school, 5 elementary schools (K – 5), 1 sixth-grade center, 1 middle school (7 – 8), and a senior high school (9 – 12). Technical education is offered to grades nine through twelve by the Minuteman Regional Vocational Technical School District. The total expenditure in the most recent fiscal year exceeded $220 million.

DECISION TO USE COMPETITIVE SEALED PROPOSALS

The Chief Procurement Officer (CPO) has determined that in order to select the most advantageous proposal to provide a classification and compensation study for the Town, comparative judgments of non-price technical factors will be necessary, for which the Town may be willing to pay more. The Town believes that the choice of a company must possess experience not only in providing these types of services and preparing similar studies for municipalities but must also have a demonstrated ability to successfully complete the work required under this RFP. Demonstrated experience and knowledge of Massachusetts General Laws and Federal labor laws is required. The contract will be awarded in accordance with M.G.L. c.30B using the request for proposals procedure.

Parking Citation Processing Services

INDEX

Description Page

Legal Notice 3 About Needham 4 Decision to Use Competitive Sealed Proposals 4 Index 5 Procurement In Brief 7 Part 1 General Information

1.01 Quantities 9

1.02 Questions regarding the Bid 9

1.03 Information about Changes to the RFP (Addenda) 9

1.04 Bonds, Insurance, and Indemnification 9

1.05 Execution of the Contract 10

1.06 Payment and Discount Terms, Adjustments for Incomplete or Unacceptable Work 10

1.07 Bid Modifications or Withdrawals 10

1.08 Premature Opening of a Bid 10

1.09 Unexpected Closure or Delays 10

1.10 Late Submissions 11

1.11 Rejection of Bids 11

1.12 Taxes 11

1.13 Public Records 11

1.14 Conflict of Interest 11

1.15 Tie Bids 11

1.16 Contract Award 11

1.17 Other Notices 12

1.18 Clarification of Terminology 12

Part 2 Scope of Services

2.01 Purpose 13

2.02 Background 13

2.03 Scope of Work 13

2.04 Quality Requirements 16

Part 3 Selection Process

3.01 Selection Process Overview

3.02 Comparative Criteria

3.03 Bidder Presentation

3.04 Price Proposal

3.05 Recommendation

Part 4 Requirements

4.01 Technical Proposal Requirements

4.02 Technical Proposal Submission Requirements

4.03 Price Proposal Submission Requirements

4.04 Other Requirements and Notices

Part 5 Checklist and Forms for Submission Checklist Bidder Information Response (3 pages) Certificate of Good Faith Certificate of Compliance with Massachusetts Tax Laws Promise to Execute Contract Professional References Certificate of Authority Bid Price Proposal (2 pages) Non-Submittal Response Form

Specimen Contract After Last Page

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Procurement in Brief

Primary Procurement Contact Cecilia Simchak, Assistant Director of Finance email: Pcentral@needhamma.gov

Event Details

Bid Title Classification and Compensation Study

Contract Number 26GEN065G

Request for Proposal Available

Information and details of bidding requirements may be obtained at Office of the Town Manager, Needham Town Hall, 1471 Highland Avenue, Needham, Massachusetts 02492, or on-line at the Town’s website http://www.needhamma.gov/bids.aspx

Informational Session None

Written Questions*

Deadline: Thursday, September 11, 2025 @ 5:00 p.m.

By Delivery: Office of the Town Manager, Needham Town Hall, 1471 Highland Avenue, Needham, Massachusetts 02492

By Email: Pcentral@needhamma.gov

Questions are to be clearly labeled as: Classification and Compensation Study – 26GEN065G

- Questions

Exceptions

The bidder must disclose in detail any exceptions to the specimen contract and such exceptions must be specific. The bidder must state a reason for each exception and propose alternative language. The purpose of the exception process is to permit the Town to correct, prior to the opening of the bids, any technical or contractual requirement, provision, ambiguity, or conflict in the bid package. Exceptions must be submitted by the deadline for written questions stated above. Unless timely submitted as an exception, any such ambiguity, conflict or problem shall be resolved in favor of the Town of Needham.

Addenda

If any changes are made to this bid, an addendum will be issued. Addenda will be emailed to all bidders on record as having received the bid package and have provided an email address to the Town to notify the bidder. Each bidder is responsible for checking the Town’s website to determine if the Town issued any addenda.

When and Where Bids are Due*

Thursday, September 25, 2025 at 4:00 p.m.

Office of the Town Manager Town Hall 1471 Highland Avenue Needham, Massachusetts 02492 LATE SUBMISSIONS WILL NOT BE CONSIDERED (Per State Law)

Number of Required Copies One (1) original signed paper copy of the Technical and One (1) original signed paper copy of the Price Proposal each in a separately sealed envelope. The Technical Proposal must also be provided electronically on a thumb drive.

Bid Opening Bids will NOT be publicly opened. A list of submitters will be made available after the submission deadline.

Evaluation of Bids Evaluation Committee members will independently review the technical proposals.

Proposal Presentation Wednesday, October 1, 2025. Bidders deemed qualified based on the evaluation of the written technical proposals WILL be required to make a presentation before the Evaluation Committee.

Bid Surety (bond) Requirements A Bid bond is NOT required

Contract Length The contract term will commence upon execution and expires upon satisfactory completion. The Town reserves the right, prior to contract award, to determine the length of the initial contract term and each option to renew, if any.

Contract Award** The target date for award is October 15, 2025

Approval of Town Manager and Town Counsel are REQUIRED mailto:Pcentral@needhamma.gov mailto:Pcentral@needhamma.gov

Procurement in Brief

Primary Procurement Contact Cecilia Simchak, Assistant Director of Finance email: Pcentral@needhamma.gov

Event Details

Upon Award of Contract

Payment Bond Will NOT be Required

Performance Bond Will NOT be Required

Insurance

Before commencing performance of the contract, the awarded bidder will be responsible for providing and maintaining insurance coverage in force for the life of the contract in adequate amounts to secure all of the obligations under the contract and with insurance companies licensed to write insurance in the Commonwealth of Massachusetts. All policies issued shall indemnify and hold harmless the Town of Needham, its agents, and employees from any and all claims for damages to persons or property as may arise out of the performance of this contract.

Honesty Bond Will NOT be Required

Payment Terms The Town is open to a payment structure under the contract awarded from this RFP that will be based on milestones tied to outcomes. However, the Town will consider proposals to structure payments in a different manner and reserves the right to select any payment structure that is in the Town’s best interest.

* Written inquiries must be sent prior to the above date and time deadlines. The Town will respond to written questions submitted by individuals/companies who intend to submit a bid. Individuals/companies will demonstrate their intention to bid by completing and returning the Acknowledgement of Receipt form. The time/date stamp machine located in the Town Manager’s Office will govern the date and time requirements mentioned in the table above and throughout this document. Please allow enough time for hand delivery.

** The Bidder agrees that the offer is effective for (a) at least 90 calendar days from the opening date of the bids (b) a contract is executed, or (c) this bid is cancelled, whichever of (a), (b), or (c) occurs first. The time for award may be extended by the Town. The Town reserves the right to change, delay, cancel, or expedite the contract award date. The Town reserves the right to reject any and all bids as determined to be in the best interests of the Town and to waive minor informalities.

mailto:Pcentral@needhamma.gov

PART 1

GENERAL INFORMATION

1.01 Quantities

Unless otherwise stated, the quantities set forth herein are ESTIMATES ONLY. Any quantities indicated on the Bid Form or elsewhere in the bid package are estimates only and are given solely as a basis for the comparison of bids. The bidder shall have no claim for additional compensation, or refuse to do the work called for, or provide the requested items, by reason of the actual quantities involved being greater or lesser by any amount than those called for in the bid.

1.02 Questions Regarding the Bid

The bidder shall be satisfied as to the requirements to enable intelligent preparation of your bid. The bidder shall be familiar with all the bid material requirements and documents before submitting the bid to avoid any misunderstanding. Bidders shall promptly raise the issue of any ambiguity, inconsistency, or error, which they may discover upon examination of the bid documents, specifications, services, worksite, or any other conditions which may apply. No allowance will be made for any claim that the bid is based on incomplete information.

The Town will respond to written questions submitted by individuals/companies who intend to submit a bid. Individuals/companies will demonstrate their intention to bid by completing and returning the Acknowledgement of Receipt form.

Inquiries concerning any part of this bid shall be directed to the individual(s) listed under the Procurement in Brief. Bidders should note that oral communications are not binding on the Town and only written responses by the Town will be considered. All requests/questions must be submitted in writing. Questions may be delivered by hand or email as referenced under the Procurement in Brief by the deadline. Questions that may be asked during any pre-bid conference should also be sent in writing in order to receive an official response. Requests properly presented that in the opinion of the Town require interpretation, correction, or change in the bid documents will result in an issuance of an addendum to the bid documents. The Town will forward responses to all persons who are on record as receiving the bid package. Questions received after the due date will not be responded to unless the Town determines it is necessary. Bidders, please allow enough time for hand delivery.

1.03 Information about Changes to the Bid

In the event that changes/additions are made to this bid, an addendum will be issued. Addenda will be emailed if an email address was provided. Addenda will also be posted to the Town’s website where the bid package was made available. Please check back on the website for addendums before submitting your bid to the Town. Bidders may not be notified individually of Addendums.

1.04 Bonds, Insurance, and Indemnification

Bonds Bidders should refer to the Procurement in Brief for any bond (Bid (surety) Bond, Honesty Bond, Payment Bond, and/or Performance Bond) requirements.

Insurance Bidder awarded a contract under this bid must provide proof of insurances in at least the minimum amounts required in the contract and when requested shall name the Town of Needham as an additional insured for the amounts written.

The Bidder awarded a contract shall deposit with the Town Certificates of Insurance for the coverage required, in form and substance satisfactory to the Town, and shall deliver to the Town new policies and certificates thereof for any insurance about to expire at least ten (10) days before such expiration. All such insurance policies shall contain an endorsement requiring thirty (30) days written notice to the Town prior to cancellation of change in coverage, scope, or amount of any such policy or policies.

Compliance by the bidder with the insurance requirement, however, shall not relieve the Bidder from liability under the indemnity provisions.

The Certificate Holder shall read as follows:

26GEN102G Parking Citation Collection and Processing Services Town of Needham 1471 Highland Avenue Needham, Massachusetts 02492

No Town Division, Department, or individual name should appear on the Certificate. No other format will be acceptable.

Bidders should refer to the Procurement in Brief for additional insurance requirements.

Indemnification The bidder shall indemnify, defend, and save harmless the Town and all of the Town’s officers, agents and employees from and against all suits and claims of liability of every name and nature, including costs of defending any action, for or on account of any injuries to persons or damage to property of the Town or any person, consultant, corporation or association arising out of or resulting from any negligent act, omission, or negligence of the bidder, its subcontractors and its and their agents or employees in the performance of the work covered by the contract and/or failure to comply with terms and conditions of the contract, but only in respect to such injuries or damages sustained during the performance and prior to the completion and acceptance of the work covered by the contract and to the extent such injuries or damages are not covered by the Town’s insurance. The foregoing provisions shall not be deemed to be released, waived, or modified in any respect by reason of any surety or insurance provided by the bidder under the contract.

1.05 Execution of the Contract

The awarded bidder agrees and will execute the approved contract electronically. The Town will forward the contract to be executed via DocuSign.

1.06 Payment and Discount Terms, Adjustments for Incomplete Work

Payment Terms The unit bid price shall be the basis for payment for purchased items or services. Payment shall be based on the items or services purchased. Invoicing may be performed after delivery, work has been completed, or monthly, for items or services that have been fulfilled.

Invoices are to itemize charges for labor, equipment, supplies, and services. The Town will not be responsible for payment of any charges not itemized to the Town’s satisfaction. Pre-payment is NOT allowed. Invoices should include the Town’s purchase order number. The Purchase Order number may change with each fiscal year.

Invoices for additional services must include the date and times of the work, the type of services performed; the number of hours or units to be charged, and the name of the person who authorized the work. They are to be sent in duplicate directly to the Town’s designee for processing and are not to be included on the regular monthly invoice.

Invoices for additional supplies and/or materials must include the quantity, date and times of delivery, a description of the supplies or materials, unit price, shipping, and handling charges as applicable, and the name of the person who placed the order. They are to be sent in duplicate directly to the Town’s designee for processing and are not to be included on the regular monthly invoice.

Adjustments for Incomplete or Unacceptable Work The Town reserves the right to withhold payment for incomplete or unacceptable work. The Town shall provide notice of any work that is deemed to be incomplete or unacceptable. The vendor shall rectify that condition to the satisfaction of Town. The Town will also reduce the bill for any services deemed unsatisfactory. At no time will penalty assessment be recoverable by the vendor.

The vendor shall take all proper precautions to protect the Town and private property from damage and/or loss. Should any damage to, and/or loss of, property be caused by the vendor, the vendor will be required to make repairs and/or restitution immediately at its expense.

Refer to the Procurement in Brief for other payment term considerations.

1.07 Bid Modifications or Withdrawals

Bids may be corrected, modified, or withdrawn prior to the submission deadline. Requests to do so must be received in writing by the Town Manager. After the submission deadline, bids may not be changed. Minor mistakes may be waived by the Town.

1.08 Premature Opening of a Bid

The Town will not be responsible for the premature opening of any bid not properly identified. The Town may reject bids which are incomplete, not properly endorsed, not signed, or are otherwise contrary to these instructions.

1.09 Unexpected Closure or Delays

If, at the time of the scheduled bid submission deadline, the designated location for delivery of the bid is closed due to uncontrolled events such as fire, snow, ice, wind, building evacuation or other, the deadline will be postponed until 11:00 a.m. on the next normal business day (Monday through Friday, excluding Holidays). Bids will be accepted at the same location until that date and time.

1.10 Late Submissions

Late bids will not be considered. The Town assumes no responsibility for late submissions due to mail, courier, or delivery problems.

1.11 Rejection of Bids

The bid must satisfy all the submission requirements in order to be considered for award. Failure to complete the required forms, answer any questions, or provide the required documentation will be deemed NON-RESPONSIVE and result in rejection of the bid unless the Town determines that such failure constitutes a minor informality that can be corrected without prejudice to other bidders. A bid may be rejected if the Bidder:

Fails to adhere to one or more of the provisions established in the bid package.

Fails to submit its bid by the time or in the format specified herein or to supply the minimum information requested herein.

Fails to submit its bid to the required address on or before the specified submission deadline.

Misrepresents its service or provides demonstrably false information in its bid or fails to provide material information.

1.12 Taxes

Purchases made by the Town are exempt from the payment of all Federal excise tax and the payment of Commonwealth of Massachusetts sales tax and any such taxes must not be included in the bid prices. If requested, the Town will provide the awarded bidder with a copy of the Certificate of Exemption.

1.13 Public Records

Under the Massachusetts General Laws, the Town cannot assure the confidentiality of any materials or information that may be submitted by the bidder in response to this Bid. Thus, bidders who choose to submit confidential information do so at their own risk. All bids or other materials submitted by the bidder in response to this Bid will be open for inspection by any person and in accordance with M.G.L. c.66 (Public Records Law). Any statements reserving any confidentiality or privacy rights in the submitted responses or otherwise inconsistent with these statues will be void and disregarded.

1.14 Conflict of Interest

By execution of a contract with the Town of Needham, the Bidder acknowledges that the Town of Needham is a municipality for the purposes of M.G.L. c.268A (the Massachusetts conflict of interest statue), and agrees, as circumstances require, to take actions and to forbear from taking actions so as to be complying at all times with the obligations of the contractor based on said statute.

1.15 Tie Bids

In the event that there is a tie bid between two (2) responsive and responsible bidders, the award of the contract will be determined by a coin toss. The bidder’s whose submission was received earliest shall be assigned “Heads” in the coin toss. In the event that there is a tie bid with three (3) or more responsive and responsible bidders, the award shall be made by a draw by lot limited to those bidders. The coin toss/draw by lot shall be scheduled within two (2) business days from when it was determined by the Town to be a tie bid. The bidders involved shall be given an opportunity to attend. The coin toss/drawing shall be witnessed by at least three (3) Town officials. The tie breaker event shall be held at the Needham Town Hall during regular business hours.

1.16 Contract Award

The Town reserves the right to reject any and all bids as determined to be in the best interests of the Town and to waive minor informalities.

A contract is anticipated to be executed by the date indicated under Procurement Schedule for this bid. However, the Town reserves the right to change, delay, cancel, or expedite the contract execution date. The selected bidder is required to furnish all bonds and certificate of insurances required under the contract, in a form acceptable to the Town prior to the execution date.

The award may be subject to further discussions with the bidder. The making of a preliminary award to a bidder does not provide the bidder with any rights and does not impose upon the Town any obligations. The Town is free to withdraw a preliminary award at any time and for any reason. A bidder has rights, and the Town has obligations, only if and when a contract is executed by the Town and the bidder.

Changes to the terms of the Town’s contract may be requested by the bidder in writing and submitted with the bid and if, in the opinion of the Town, the requested inclusion(s) and/or deletion(s) does not materially affect the bid, they may be allowed at the sole discretion of the Town. Bidders shall NOT be allowed to request any changes to the contract terms once award of contract has been announced.

The Town herein declares its express purpose not to award the contract to any bidder unable to furnish evidence, satisfactory to the Town, that it has sufficient ability, experience, and capital to execute and complete the work in accordance with the contract. If requested, any bidder may be required to demonstrate financial stability satisfactory to the Town.

The Town Manager is the awarding authority for the contract. Further, the contract will not be binding until it has been approved as to form by Town Counsel. Award, payment, and performance obligations shall depend on the availability and appropriation of funds.

The Town reserves a period up to 90 calendar days following the opening of the bids in which to evaluate and award the contract.

1.17 Other Notices

The consideration of all bids and subsequent selection of the successful applicant shall be made without regard to race, color, sex, age, handicap, religion, political affiliation, or national origin.

The bidder shall adhere to the provisions of the Fair Employment Practices Law of the Commonwealth (M.G.L. c.151B).

The provisions relating to non-discrimination and affirmative action in employment shall flow through all contracts and subcontracts that the successful bidder may receive or award as a result of this contract.

Any services provided by the bidder shall be rendered through a professional services contract. The bidder will not be considered an employee of the Town and will not receive any benefits of an employee.

The bidder shall comply with M.G.L. c.66A if the bidder becomes a "holder" of "personal data". The bidder shall also protect the physical security and restrict any access to personal or other Town data in the bidder's possession or used by the bidder in the performance of the contract, which shall include, but is not limited to the Town's public records, documents, files, software, equipment, or systems.

1.18 Clarification of Terminology

All references in this Bid to features, functions, services, or deliverables that “should”, “must”, “will”, “has ability to”, etc. be provided by the bidder are to be construed as mandatory. Similarly, all references in this Bid to information that “should”, “must”, “will”, “has ability to”, etc. be provided in the bidder’s proposal are to be construed as mandatory.

Bidders may be referred to alternatively as “bidders”, “offerors”, “respondents”, “successful offerors”, “successful bidders”, “vendors”, etc. All such references (except for those explicitly defined otherwise) are to the primary contractor who submits a response to this bid and, if successful, who will be responsible for the successful completion of all required deliverables.

References to days are to workdays unless otherwise explicitly stated.

Reference to time as stated in this bid is based on local Eastern Standard Time.

End of Section

PART 2

SCOPE OF SERVICES

2.01 – Purpose

The Town of Needham is seeking proposals from qualified firms to conduct a classification and compensation study. The study will include all Town non-represented positions and positions within the BCTIA (Public Works Building Maintenance and Trades), ITWA (Administrative), and NIPEA (Public Works) collective bargaining agreements1 (approximately 130 positions, 270 employees) with the exception of Police & Fire Civil Service (uniformed) personnel, and positions within the Needham Public Schools. The Town’s goal is for the selected Consultant to conduct a thorough review of its current classification and compensation system and, if determined, introduce a new classification and compensation system for the Town to meet its needs over the next several years. The recommendations will allow for efficient and effective classification processes, offer fair and competitive wages, comply with state and federal laws and conform to accepted practices, which will ensure retention of qualified workers.

2.02 – Background

The Town of Needham employs approximately 410 benefited employees, both non-represented and across nine (9) collective bargaining groups, and hundreds of temporary and seasonal employees in more than 20 different departments.

The Town’s current Classification and Compensation system was developed by GovHR and implemented in July of 2021. The Classification and Compensation system established internal equity (ranking) among employees across departments in the Town based on several factors such as education and experience, decision making, supervision of others, specialized technology, etc.

Points assigned to each category resulted in an overall numerical value that groups positions within the organization’s internal equity hierarchy. Each position classification is associated with a specific salary and/or wage range. An aspect of the current system that the Town has found most valuable is that positions were analyzed on comparable criteria factors across the organization (administration, finance, public safety, public works, etc.) resulting in one classification per grade to be applied Townwide. The Town is interested in preserving this approach, if deemed most effective, and hopes to explore the addition of more classes within the system, as appropriate.

The Town’s goal is to evaluate the current system for efficiency or alternatively, implement a new classification system, and undertake a comprehensive review of all position titles under the current or new structure. The purpose of conducting this study is for the Town to ensure an ability to attract and retain qualified employees and ensure compensation is adequate with assigned duties; and that positions performing similar work with essentially the same level of complexity, responsibility, and knowledge, skills, and abilities are classified together.

In August of 2024,the Town engaged the services of the UMass Edward J. Collins Center for Public Management to conduct a comprehensive study of the Department of Public Works structure, job position titles, and job descriptions. The purpose of the project was to evaluate and recommend title changes that would reflect a modern organization, appeal to job market candidates, and address discrepancies within the organization. This project did not review the rating or classification for the positions. This Classification and Compensation study will also consider the recommendations put forth as a result of the Collin’s Center work, which will be made available upon contract award, and how these recommendations fit within the broader scope of other Town-wide recommendations.

The study will include evaluating and updating existing position descriptions and ranking them within the existing or new Classification and Compensation system. Evaluation of positions should include an analysis to determine employment status, exempt or non-exempt, in accordance with the Fair Labor Standards Act (FLSA).

2.03 – Scope of Work

This Scope of Work is to be used as a general guide and is not intended to be a complete list of all work necessary to complete the project. Bidders may include additional details as part of their technical proposal.

The selected Consultant will conduct a review of the Town’s current Classification and Compensation system and review it against comparable communities, where work similar in scope is performed and where appropriate, private industry.

Based on the analysis results, the Consultant will classify those positions according to a uniform standard, identify problem areas, recommend updates, and implement a framework for a compensation structure that enables the Town to remain competitive in the recruitment and retention of talent. The Consultant will be responsible for all data gathering and fact-checking. A final report

1 All reference CBAs are available on the Town of Needham’s website, on the Human Resources “Represented Employee Groups” Represented Employee Groups | Needham, MA https://needhamma.gov/403/Represented-Employee-Groups https://needhamma.gov/403/Represented-Employee-Groups detailing the findings and recommendations will be provided by the Consultant at the completion of the study. The Classification and Compensation study shall include but not be limited to the following, however, the Town, at its sole discretion, may choose to opt out of certain services, which will be deemed optional.

A. Classification

1. Review Review current classification grading methodology (grade levels, steps, ranges), relevant policies, collective bargaining agreements, and understand the issues with the current system and the Town’s desired outcomes and goals for the project.

2. Analysis Conduct a comprehensive evaluation of all identified positions (approx. 130) listed on Appendix A, known as Schedule A, using surveys, questionnaires, position audits, in-person or group interviews.

a. FLSA Review existing positions and identify those that may not be in compliance with Fair Labor Standards Act (FLSA) status (exempt/non-exempt).

3. Recommendations Identify class specifications and recommend appropriate classification for each group of positions, including correction of identified discrepancies between existing and proposed classification group (management vs. non-management, administrative, technical, professional, trades, skilled labor, safety-sensitive, etc.)

a. Needs Assessment Rank position descriptions in terms of how necessary or critical the description is in need of revision or complete re-write, using criteria that takes into account the relevance of actual vs. written duties or other determined criteria.

B. Compensation

1. Review

Review current compensation plan (salary, grade levels, steps, ranges) and understand current challenges in recruiting and retaining employees, and internal equity and scale compression. Review policies and procedures that address progression through the current compensation plan such as step increases, merit increases and bonuses, and performance-based increase options.

2. Analysis Survey at a minimum ten (10) but no more than twelve (12) comparable municipalities identified in conjunction with the Town to compare compensation for up to seventy (70) position titles.

3. Recommendations

a. Philosophy

Identify and recommend a philosophy for the Town's compensation system consistent with values and based on competitive market position that the Town can strive to maintain. Consider what, if any, effect the availability of remote work should have on compensation.

b. Structure Based on the analysis and survey data, recommend changes to the present compensation structure. This recommendation may include revisions to the current pay structure and step progression, and recommendations to prevent compression.

c. Position Ranges Recommend appropriate classification for each position based on results of job evaluation.

C. Implementation Make recommendations and provide implementation strategies related to placement of positions on the appropriate grade levels and steps of the new classification and compensation system including correction of identified discrepancies between existing and proposed classifications. Implementation plan should include how current employees will be affected based on recommended changes to their position’s classification.

D. Maintenance Plan The ongoing internal maintenance plan will outline any processes the Human Resources staff would use in the review of the classification of individual jobs, as needed, and it will include instructional information to allow the Human Resources staff to conduct individual salary audits and recommend adjustments consistent with the study methods. Maintenance should include the recommended frequency of regular market surveys, instructions for placement of new positions within compensation schedules, implementing cost-of-living adjustments, and maintaining internal equity. Provide recommendations on review of position descriptions each time vacancies arise, evaluation of new position requests, etc., and whether new policies/collective bargaining agreement sections will be needed or current policies (Policies #403 Step Increase payment;

#423 Rates of Compensation; #424 Promotion, Transfer and Reclassification; #503 Merit Program for Non-Represented

Employees; #504 Merit Program for Represented Employees; #512 Management Compensation Policy)2 can be used. Should include determination of starting pay for new employees based on knowledge and experience and acting assignment pay.

E. Public Presentations A minimum of two (2) board/staff presentations to discuss the recommendations and final report will be required. These presentations will take place in Needham and may occur outside of regular business hours.

F. Training & Technical Assistance Conduct a comprehensive training program for Human Resources staff to ensure that the staff can explain and administer the new system in the future. As future changes arise, Human Resources staff must be able to assess the duties of each position against established classification factors, as well as be able to compare the position to like positions within the organization and/or within comparable communities. Technical Assistance is required for first three months following completion as needed, primarily over virtual meetings or in-person when client deems necessary.

G. Other/Add-on Bidders can provide pricing on the below additional services. The Town is not required to accept these services in order to award a contract. The inclusion of these services in a contract is at the sole discretion of the Town.

1. Revision of Position Descriptions Using the needs analysis, rewrite position descriptions with greatest need, to uniformly reflect the essential job functions, minimum qualifications (education/experience and knowledge/skills/abilities), working conditions (physical demands, work environment, and travel requirements), and certification, licenses, and/or registration requirements for classification as needed. May include update of position titles as necessary to fit recommended changes to classification plan.

2. Part-Time Positions (Schedule C)

a. Compensation only – Review current compensation for part-time, temporary and seasonal positions listed on Schedule C (appendix B) and compare to comparable communities and recommend changes to the pay structure and/or step progression, as needed.

3. On-going Training/Technical Assistance (as described above):

a. 6 months (remotely, and/or in-person)

b. 1 year (remotely and/or in-person)

4. Re-evaluate Comparable Communities List

H. Deliverables

At the completion of this project, the following deliverables will be made available to the Town:

1. Kick Off The selected Consultant will be expected to commence the project within three (3) weeks of contract award. The Consultant will meet with Human Resources staff for up to fifteen (15) in-person working hours during the first three (3) weeks of the contract, as determined by Director of Human Resources, to discuss and explain the methodology and expectations.

2. Check Ins Throughout the analysis, the Consultant will have regular check-ins with the Director of Human Resources to update and notify HR staff of on-going developments as they become available and progress of the project. The frequency of these check-ins will be determined with the selected Consultant. Bidders should provide a recommendation within their proposals.

3. Draft Report Towards the conclusion of the project, the Consultant shall provide a draft report with draft recommendations. The draft report will be presented to the HR staff, the Town Manager, Deputy Town Managers, and others as determined necessary. Feedback from the Town must be incorporated into the Final Report. The Draft Report must be submitted with sufficient time for the Town to review and provide feedback.

4. Final Report The Consultant must present all findings and recommendations in a Final Report which includes detailed narrative statements that clearly describe the methodologies used to develop surveys for collection of data, the data collected and its analysis results, the review process utilized to ensure the identified position matches are accurate and comparable. The report must also explain how the approach used is statistically reliable, valid and defensible. The Final Report must be submitted by October 1, 2026.

Components of the Final Report

2 All referenced policies are available on the Town of Needham’s website, on the Human Resources “Personnel Policies” page Human Resources Policies | Needham, MA https://needhamma.gov/336/Personnel-Policies https://needhamma.gov/336/Personnel-Policies

The Final Report must contain the following:

a. An executive summary, explanation of the methodology used, data gathered, analysis, source, materials, critical observations of current processes, and recommendations for changes/updates.

b. An analysis and assignment of each position description to recommended classification. Include, if determined by the study, a list of position titles that have been determined to be under or over classified. Needs Analysis for all position descriptions ranking those descriptions from greatest to least in need of rewrite or revision.

c. Recommendation for compensation adjustments to pay scales as needed. Options for compensating employees who are deemed to have met the maximum in their salary range.

d. Implementation strategy and plan. Plan options for an updated Classification and Compensation system with the lowest financial impact on the Town’s operating process. Implementation strategies will identify appropriate compensation adjustments and recommend policies and procedures to address deficiencies, as well as a sustainable plan going forward.

e. Recommendations for existing policies and procedures related to classification and compensation to ensure plan implementation is maintained and updated appropriately.

f. Electronic copies must be provided in PDF and Microsoft Word.

2.04 – Quality Requirements

Minimum Experience Qualification: In order to be considered for an award the bidder must show it has the capacity and the experience to meet the needs of the Town. The bidder must be knowledgeable and experienced in all aspects of classification and compensation analysis for municipalities. The bidder must have a proven track record. The bidder must have a minimum of five

(5) years’ experience providing these services to municipal, county, regional district, special district, or state agency clients.

The Bidder must have completed a minimum of two (2) similar studies for governmental clients with unionized employees within the last five (5) years.

In addition to the conditions established hereunder, Bidders must also meet all provisions of the criteria as set forth below in order to qualify for consideration. Any Bidder who does not satisfy this will be rejected as non-responsive.

The Bidder must be able to document to the satisfaction of the Town that it has the available resources (financial, personnel, equipment, and experience) to provide the services requested.

PART 3

SELECTION PROCESS

3.01 Selection Process Overview

An Evaluation Committee will review the technical proposals. The technical proposals will be evaluated without knowledge of prices. Bidders who submit proposals that meet all of the requirements set forth under Quality Requirements (Part 2, satisfy the Submission Requirements (Part 4), will then be judged on Comparative Evaluation Criteria (Part 3). The criteria to be utilized for this project are shown below. Proposals will be assigned a rating of Highly Advantageous, Advantageous, Not Advantageous, or Unacceptable. After the Evaluation Committee provides a rating for the individual criteria, the Chief Procurement Officer (CPO) will assign a rating to each proposal. Qualified Bidders MAY be required to make a presentation and discuss their proposal and services with the Evaluation Committee. If necessary, the Town will contact the Bidders in the order that the proposals are received to schedule appointments. If a presentation is required, Bidders who fail to make a presentation will be deemed non-responsive and therefore the proposal will be rejected.

The price proposal (which was submitted in a separately sealed envelope) will be opened by the Chief Procurement Officer after all the presentations have been conducted.

The Chief Procurement Officer will determine the most advantageous proposal, taking into consideration the evaluation of the technical proposals by the Evaluation Committee, the quality of the references, and the price proposals. The Chief Procurement Officer will make an award recommendation to the Town Manager.

3.02 Comparative Criteria

Proposals which satisfy the Quality Requirements and complied with the Submission Requirements will be further evaluated based on the criteria. After the Evaluation Committee provides a rating for the individual criteria, the CPO will assign a rating to each proposal. Criteria that will be used for comparative purposes are the following:

Proposal

Highly Advantageous

The Bidder’s proposal is thorough, detailed, comprehensive and specific in regard to the requirements outlined in this RFP. The Bidder has described and substantiated a credible ability to provide Classification and Compensation Study and related services in excess of this RFP. The proposal clearly addresses all objectives and demonstrates a clear understanding of the Town’s needs.

Advantageous

The Bidder’s proposal is thorough. The Bidder has described a credible approach to Classification and Compensation Study and related services stated in this RFP. The proposal addresses many of the objectives and demonstrates an understanding of the Town’s needs.

Not Advantageous

The Bidder’s proposal is inadequate or deficient. The Bidder’s approach to Classification and Compensation Study and related services does not meet all of the objectives stated in this RFP. The proposal does not demonstrate sufficient understanding of the Town’s needs.

Unacceptable

The Bidder’s proposal is not clear, or it does not satisfy the criteria. The Bidder’s approach to Classification and Compensation Study services and related services does not meet the objectives nor does it demonstrate an understanding, or it demonstrates a marginal understanding of the Town’s needs.

Implementation Plan and Methodology

Highly Advantageous The implementation plan provides a detailed and logical scheme for addressing the execution of the scope of work.

Advantageous The implementation plan provides a credible scheme for addressing the execution of the scope of work.

Not Advantageous The implementation plan is not sufficiently detailed and/or does not address all execution of all objectives within the scope of work.

Unacceptable An implementation plan was not provided, or a strategy was not clearly identified.

Experienced Personnel

The Bidder has committed and identified a group of experienced personnel to assure the Town’s effective operation of all aspects of the Classification and Compensation Study scope of work and related services. The lead personnel has ten (10) or more years of experience providing similar services.

Advantageous

The Bidder has committed and identified a group of experienced personnel to assure the Town’s effective operation of all aspects of the Classification and Compensation Study scope of work and related services. The lead personnel has five (5) or more years of experience providing similar services.

Not Advantageous

The Bidder has committed and identified a group of personnel to assure the Town’s effective operation of all aspects of the Classification and Compensation Study scope of work and related services. The lead personnel has less than five (5) years of experience providing similar services.

Unacceptable The Bidder has neither committed nor identified personnel to assist the Town’s during project completion.

Relevant Experience of the Bidder

Bidder has twenty (20) or more years of experience in conducting Classification and Compensation studies, developing and recommending salary structures, reviewing and developing position descriptions and recommending placement of positions within the salary structure. Bidder has significant experience in municipal settings.

Advantageous

Bidder has more than ten (10) or more years of experience in conducting Classification and Compensation studies, developing and recommending salary structures, reviewing and developing position descriptions and recommending placement of positions within the salary structure. Bidder has experience in municipal settings.

Not Advantageous

Bidder has at least 5…