Classification_and_Compensation_Study_(Addendum_#2_Revision).pdf

undefined

2023-005 (Re-Bid)

CLASSIFICATION AND COMPENSATION STUDY

City of Edinburg

415 W. University Drive

Edinburg, TX 78541

RELEASE DATE: February 17, 2023

DEADLINE FOR QUESTIONS: February 27, 2023

RESPONSE DEADLINE: March 7, 2023, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/cityofedinburg https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Edinburg undefined

Classification and Compensation Study

I. Introduction II. Legal Notice

III. Instructions, Terms and Conditions IV. Specifications V. Vendor Questionnaire

VI. Evaluation Criteria

Attachments:

A - Sample Agreement undefined #2023-005 (Re-Bid) Title: Classification and Compensation Study

1. INTRODUCTION

1.1. Summary

The City of Edinburg Department of Human Resources is seeking proposals for the above referenced project. It is the intent of this Request for Proposal to award a Service Contract for a Classification and

Compensation Study & Analysis for the City of Edinburg. The Study & Analysis will be conducted for non-civil service, City employees. In addition, the City seeks recommendation on staff alignments and reporting relationships. Each Contractor’s performance shall be governed by the Information to

Respondents, Specifications/Requirements, and Statement of Qualifications.

1.2. Background

The City of Edinburg lies in the southern region of Texas in an area referred to as “The Rio Grande

Valley”. It is a home rule municipality serving approximately 100,243. Currently, there are 22 departments, approximately 1095 full-time employees and 369 part-time employees. There are 230 fulltime job titles (119 Full Time Exempt and 111 Full Time Non-Exempt) and 24 part-time job titles. The

City has four pay scales: One, non-exempt (“grade”) scale, two exempt (“grade”) scales, and a certification pay plan for Public Utilities, Solid Waste Management, Telecommunicators, and Building

Safety employees. Of the 1095 full-time employees, 270 of those are civil service employees. The study will be conducted on non-civil service employees, which is approximately 825 employees. It is not apparent that a classification and compensation study conducted externally by a consulting firm has been performed at the City since 2014. The Human Resources department has maintained and retained the classification and compensation plan through ad hoc position analyses in addition to performing reclassifications and new classifications. Over the years, the City has undergone tremendous growth resulting in an increase in recruitment; reorganization of some departments and periodic requests for review of positions. Consequently, a thorough study of the City’s classification and compensation plan is necessary.

1.3. Contact Information

Belinda Torres

Director of Human Resources

PO Box 1079

Edinburg, TX 78540-1079

Email: btorres@cityofedinburg.com

Phone: (956) 388-8204

Department:

Human Resources

Department Head:

Belinda Torres

Human Resources Director mailto:btorres@cityofedinburg.com tel:(956)388-8204

1.4. Timeline

Release Project Date February 17, 2023

Advertisement 1 February 17, 2023

Advertisement 2 February 24, 2023

Question Submission Deadline February 27, 2023, 5:00pm

Proposal Submission Deadline March 7, 2023, 3:00pm

2. LEGAL NOTICE

2.1. Notice to Respondents

The City of Edinburg is soliciting sealed proposals from qualified vendors for Classification and

Compensation Study.

Sealed Proposals must be submitted electronically or received by the City Secretary’s Office no later than:

3:00 pm, Tuesday, March 7, 2023.

All sealed proposals must be received either electronically or at the designated location by the deadline shown. Proposals received after the deadline will not be considered for the award of the contract and shall be considered void and unacceptable.

All proposals will be opened, and bidder’s names publicly read aloud promptly in the City Hall

Community Room, at 415 W. University Dr., Edinburg, TX 78541, at 3:00 pm, Tuesday, March 7, 2023.

To obtain a copy of the Request for Proposals or submit an electronic proposal please visit:

https://procurement.opengov.com/portal/cityofedinburg

If a Respondent chooses to submit a Hard Copy Proposal, it must be delivered in a sealed envelope with a return address and clearly marked “City of Edinburg RFP No. 2023-005 (Re-Bid)" to the City Secretary's

Office prior to the RFP opening date and time. The receiving time in the City Secretary's Office will be the governing time for acceptability of the proposals. The Respondent's firm name shall appear on the outside of the envelope.

Submit Proposals to:

If submitting Electronic: https://procurement.opengov.com/portal/cityofedinburg

If Hand-Delivering Bids: 415 W. University Drive c/o City Secretary Department (1st Floor)

RFP No. 2023-005 (Re-Bid)

If you have any questions or require additional information contained the RFP, you may contact Criselda

Lozano, Purchasing Manager, please submit your questions via OpenGov Procurement at the website listed above no later than 5:00 pm on Monday, February 27, 2023.

The City of Edinburg reserves the right to reject any or all proposals and to waive informalities or technicalities and to accept the Proposal deemed most advantageous to the City, and hold the proposal for a period of 90 days without taking action.

3. INSTRUCTIONS, TERMS AND CONDITIONS

3.1. General Instructions

PURPOSE

The purpose of these solicitation documents is to provide a Proposals for: Classification and

Compensation Study

INTENT

The services to be provided under this RFP shall be in accordance with and shall meet all specifications and/or requirements as shown in this solicitation for RFP. There is no intention to disqualify any respondent who can meet the requirements.

SUBMITTAL OF "HARD COPY" RFP

If submitting a Hard Copy RFP, it must be submitted in a sealed envelope by the vendor. Submit two (2) complete sets of the response, one (1) original marked “ORIGINAL,” and one (1) Digital Copy in a flash drive. Each RFP must be completely filled out and SUBMITTED IN ORIGINAL FORM complete with all supporting documentation. RFPs submitted by facsimile (fax) will not be accepted. Submittal of an RFP in response to this solicitation constitutes an offer by the respondent. Once submitted, RFPs become the property of the City of Edinburg and as such the City reserves the right to use any ideas contained in any

RFP regardless of whether that respondent/firm is selected. Submission of a RFP in response to this solicitation, by any respondent, shall indicate that the respondent(s) has/have accepted the conditions contained in the RFP, unless clearly and specifically noted in the RFP submitted and confirmed in the contract between the City and the successful respondent otherwise. RFPs which do not comply with these requirements may be rejected at the option of the City. RFPs must be filed with the City of

Edinburg before the deadline day and hour. No late RFPs will be accepted. Failure to meet RFP requirements may be grounds for disqualification.

If Hand-Delivering Bids: 415 W. University Drive c/o City Secretary Department (1st Floor)

If submitting Electronic: https://procurement.opengov.com/portal/cityofedinburg

AUTHORIZATION TO BIND RESPONDENT TO RFP

RFPs MUST give full firm name and address of respondent, and be manually signed. Failure to do so will disqualify your RFP. Person signing bid must show title or AUTHORITY TO BIND HIS/HER FIRM IN A

CONTRACT. Firm name and authorized signature must appear on each page that calls for this information. The legal status of the Respondent whether corporation, partnership, or individual, shall also be stated in the RFP. A corporation shall execute the RFP by its duly authorized officers in accordance with its corporate by-laws and shall also list the state in which it is incorporated. A partnership Respondent shall give full names and addresses of all partners. All partners shall execute the

RFP. Partnership and Individual Respondent shall state in the proposal the names and addresses of all persons with a vested interest therein. The place of residence of each Respondent, or the office address in the case of a firm or company, with county and state and telephone number, shall be given after the signature.

RFP PREPARATION COSTS

The City of Edinburg shall not be held liable for any costs incurred by any respondent for work performed in the preparation of and production of a RFP or for any work performed prior to execution of contract.

SYNONYM

Where in this solicitation package SERVICES is used, its meaning shall refer to the request for

Classification and Compensation Study as specified.

TIME ALLOWED FOR ACTION TAKEN

The City of Edinburg may hold RFPs 90 days after deadline without taking action. Respondents are required to hold their RFPs firm for same period of time.

RIGHT TO REJECT/AWARD

The City of Edinburg reserves the right to reject any or all RFPs, to waive any or all formalities or technicalities, and to make such awards of contract as may be deemed to be the best and most advantageous to the City of Edinburg.

ALTERATIONS/AMENDMENTS TO RFP

RFP CANNOT be altered or amended after opening time. Alterations made before opening time must be initialed by respondent guaranteeing authenticity. No RFP may be withdrawn after opening time without acceptable reason in writing and only after approval by the City of Edinburg.

NO RESPONSE TO RFP

If unable to submit a RFP, respondent should return inquiry giving reasons.

LIST OF EXCEPTIONS

The respondent shall attach to his/her RFP a list of any exceptions to the specifications/ requirements.

ASSIGNMENT

Respondents are advised that the City of Edinburg shall not allow the successful respondent to sell, assign, transfer, or convey any part of any contract resulting from this RFP in whole or in part, to a third party without the written approval of the City of Edinburg.

AWARD

Respondents are advised that the City of Edinburg is soliciting RFPs and award shall be made to the respondent that in the opinion of the City of Edinburg is the best qualified.

NUMBER OF CONTRACTS

THE CITY reserves the right to award one or no contract in response to this RFP.

PAYMENT

The City of Edinburg will execute payment by mail in accordance with the State of Texas Pay Law after

SERVICES have been completed, introduced to the City, and found to meet City of Edinburg specifications/requirements. No other method of payment will be considered.

RESPONDENT’S EMPLOYEES

Neither the Respondent nor his/her employees engaged in fulfilling the terms and conditions of this

Service Contract shall be considered employees of the City. The method and manner of performance of such undertakings shall be under the exclusive control of the vendor on contract. The City shall have the right of inspection of said undertakings at any time.

JURISDICTION

Contract(s) executed as part of this solicitation shall be subject to and governed under the laws of the

State of Texas. Any and all obligations and payments are due and performable and payable in Hidalgo

County, Texas.

VENUE

The parties agree that venue for purposes of any and all lawsuits, cause of action, arbitration, and/or any other dispute(s) shall be in Hidalgo County, Texas.

INDEMNIFICATION CLAUSE

The Respondent agrees to indemnify and save harmless the City, from all suits and actions of every nature and description brought against them or any of them, for or on account of the use of patented appliances, products or processes, and he shall pay all royalties and charges which are legal and equitable. Evidence of such payment or satisfaction shall be submitted upon request of the Purchasing

Manager, as a necessary requirement in connection with the final estimate for payment in which such patented appliance, products or processes are used.

INTERPRETATIONS

Any questions concerning the project and/or specifications/requirements with regards to this solicitation for statement(s) of Proposals shall be directed to the designated individuals as outlined in the RFP. Such interpretations, which may affect the eventual outcome of this request for statements of

Proposals, shall be furnished thru the procurement portal to all prospective Respondents via Addendum.

No interpretation shall be considered binding unless provided in writing by the City of Edinburg in accordance with paragraph entitled “Addenda and Modifications”.

STATUTORY REQUIREMENTS

It shall be the responsibility of the successful respondent to comply with all applicable State & Federal laws, Executive Orders and Municipal Ordinances, and the Rules and Regulations of all authorities having jurisdiction over the work to be performed hereunder and such shall apply to the contract throughout, and that they will be deemed to be included in the contract as though written out in full in the contract documents.

VERBAL THREATS AND OFFICIAL CONTACT

Any threats made to any employee of the City, be it verbal or written, to discontinue the providing of item/material/services for whatever reason and/or reasons shall be considered a breach of contract and the City will immediately sever the contract with the Respondent/Consultant on contract.

Respondents shall not offer gratuities, favors or any monetary value to any official or employee of the

City for purpose of influencing the selection. Any attempt by any Respondent to influence the selection process by any means, other than disclosure of Proposals and credentials through the proper channels, shall be grounds from exclusion from the selection process. Once the project is advertised, there shall be no contact with any city official or employee unless using the formal process through the Purchasing

Department. Failure to comply will result in the firm being disqualified from the process.

CONFIDENTIAL INFORMATION

Any information deemed to be confidential by the respondent should be clearly noted on the pages where confidential information is contained; however, the City cannot guarantee that it will not be compelled to disclose all or part of any public record under Texas Public Information Act, since information deemed to be confidential by the respondent may not be considered confidential under

Texas Law, or pursuant to a Court order.

PAST PERFORMANCE

Respondent’s past performance shall be taken into consideration in the evaluation of RFP submittal.

RIGHT TO AUDIT

The City of Edinburg reserves the right to audit the vendor’s books and records relating to the performance of this contract. The City of Edinburg, at its own expense, shall have the right at all reasonable times during normal business hours and upon at least twenty-four (24) hours’ advance notice, to audit, to examine, and to make copies of or extracts from the books of account and records maintained by the vendor(s) with respect to the Supply/Service and/or Purchase Contract. If such audit shall disclose overpayment by City to vendor, written notice of such overpayment shall be provided to the vendor and the amount of overpayment shall be promptly reimbursed by vendor to the City. In the event any such overpayment is not paid within ten (10) business days after receipt of such notice, the unpaid amount of such overpayment shall bear interest at the rate of one percent (1%) per month from the date of such notice until paid.

CONFIDENTIALITY OF INFORMATION AND SECURITY

Should the successful respondent become the holder of and have access to confidential information in the process of fulfilling its responsibilities in connection with an awarded contract the successful respondent agrees that it shall keep such information confidential and will comply fully with the laws and regulations of the State of Texas, ordinances and regulations of the City, and any applicable federal laws and regulations relating to confidentiality.

TERMINATION OF CONTRACT

The City of Edinburg reserves the right to terminate the contract if, in the opinion of the City of

Edinburg, the successful vendor’s performance is not acceptable, no funds are available, or if the City wishes, without cause, to discontinue this contract. Termination will be in written form allowing a 30-day notice.

ADDENDA

Respondent shall carefully examine the RFP forms, specifications/requirements, and instructions to

Respondents. Should the respondent find discrepancies in, or omissions from specifications/requirements, or other documents, or should he/she be in doubt as to their meaning, he/she should request an interpretation via the OpenGov portal:https://procurement.opengov.com/portal/cityofedinburg and obtain clarification by addendum prior to submitting any RFP. Explanations, interpretations, and supplemental instructions shall be in the form of written Addenda which shall become a part of the Contract documents. Said Addenda shall be available thru the e-procurement portal, and e-mailed, to all prospective Respondents. All Addenda issued in respect to this project shall be considered official changes to the original RFP documents.

Verbal statements in response to inquiries and/or requests for explanations shall not be authoritative nor binding. It shall be the Respondent(s) responsibility to ensure that they have received all Addenda in respect to this project. Furthermore, Respondents are advised that they must recognize, comply with, and attach a signed copy of each Addendum which shall be made part of their RFP Submittal.

Respondent(s) signature on Addenda shall be interpreted as the respondent’s “recognition and compliance to” official changes as outlined by the City of Edinburg and as such are made part of the original solicitation documents. Failure of any respondent to receive any such addendum or interpretation shall not relieve such Respondent from its terms and requirements. The City may issue a written addendum no later than five calendar days prior to the date bids must be received. Addendums are available online at https://procurement.opengov.com/portal/cityofedinburg

EQUAL EMPLOYMENT OPPORTUNITY

Respondent agrees that they will not discriminate in hiring, promotion, treatment, or other terms and conditions of employment based on race, sex, national origin, age, disability, or in any way violate Title

VII of 1964 Civil Rights Act and amendments, except as permitted by said laws.

BRAND OR MANUFACTURER REFERENCE

Unless otherwise specified, any catalog or manufacturer’s reference or brand name used in describing an item is merely descriptive, and not restrictive, and is used only to indicate type and style of product desired. Proposals on alternate brands will be considered if they meet specification requirements. If a bidder quotes on equipment other than the one(s) specified in the bid, sufficient specifications and descriptive (pictured literature) data must accompany same to permit thorough evaluation. In the absence of these Proposals, he/she will be expected to furnish the product called for.

COOPERATIVE PRICING

Respondents are advised that in addition to responding to our “local” solicitation for bids/Bids with

Dealer pricing, vendors/contractors are encouraged to provide pricing on the below referenced items/products/services based on BuyBoard, TX-MAS, H-GAC and/or any other State of Texas recognized and approved cooperative which has complied with the bidding requirements for the State of Texas. If bidding other than or in addition to “dealer” pricing, kindly duplicate the bid forms for each bid being provided from a cooperative contract. Any and all applicable fees must be included. All cooperative pricing must be submitted on or before bid opening date and hour.

ETHICAL STANDARD

No City official or employee shall have interest in any contract resulting from this proposal.

The following forms must be completed with your proposal response.

• Conflict of Interest Questionnaire

• HB 89 Verification Form

• SB 13 Verification Form

• SB 19 Verification Form

• Non-Collusion Affidavit

The forms stated above MUST be returned as part of your response. Failure to include these forms may result in your proposal being considered unresponsive and therefore disqualified. * FORM 1295

(CERTIFICATE OF INTERESTED PARTIES) is not required with the proposal submittal but will be required from the awarded party before entering into a contract with the City of Edinburg.

Confidential Information Respondents are advised that all confidential records must be submitted in a separate sealed envelope and marked accordingly.

IF YOU HAVE ANY QUESTIONS ABOUT COMPLIANCE, PLEASE CONSULT YOUR OWN LEGAL COUNSEL.

COMPLIANCE IS THE INDIVIDUAL RESPONSIBILITY OF EACH PERSON OR AGENT OF A PERSON WHO IS

SUBJECT TO THE FILING REQUIREMENT. AN OFFENSE UNDER CHAPTER 176 IS A CLASS “C”

MISDEMEANOR.

3.2. STANDARD INSURANCE REQUIREMENTS

Staff may waive insurance requirements for contracts $0 - $4,999.99, including but not limited to contracts for food, materials, supplies, and construction. Workers’ Compensation in amounts which satisfy statutory coverage shall be required for construction projects.

The following insurance requirements will be included in all City contracts of $5,000 - $14,999.99. In contracts not involving building and construction projects, as that activity is defined in TEX. LABOR CODE

§406.096, contractors may obtain alternative form of worker accident insurance with minimum limits of liability of $100,000 per claim.

Minimum Insurance Requirements

Type of Coverage Limits of Liability

Worker’s Compensation Statutory Coverage

Comprehensive General Liability

(City named as additional insured)

Bodily Injury $250,000 each person/$500,000 each occurrence

Property Damage $100,000 each occurrence/$100,000 aggregate or $500,000 combined single limits

The following insurance requirements will be included in all City contracts of $15,000 or more.

(1) The successful bidder will be required to carry the following insurance coverage and limits of coverage, as well as list the City as an additional insured to liability coverage as requested by the City. In addition, the successful bidder shall provide the City with evidence of coverage and furnish acceptable proof of payment of insurance premiums.

(2) The successful bidder will be required to secure and/or have insurance coverage in force with an admitted property and casualty insurance company licensed by the State of Texas to conduct business in the State of Texas.

(3) In contracts not involving building and construction projects, as that activity is defined in TEX. LABOR

CODE §406.096, contractors may obtain alternative form of worker accident insurance with minimum limits of liability of $100,000 per claim.

Minimum Insurance Requirements

Type of Coverage Limits of Liability

Worker’s Compensation Statutory Coverage

Employer’s Liability Bodily Injury by Accident:

$100,000 each accident

Bodily Injury by Disease:

$100,000 each employee/$500,000 policy limit

Comprehensive General Liability

Bodily Injury $250,000 each person/$500,000 each occurrence

Property Damage $100,000 each occurrence/$100,000 aggregate or $500,000 combined single limits

Comprehensive Auto Liability

Bodily Injury $100,000 each person/$500,000 each occurrence

Property Damage $100,000 each occurrence/$100,000 aggregate or $500,000 combined single limits

City’s Protective Liability

Bodily Injury $250,000 each person/$500,000 each occurrence

Property Damage $100,000 each occurrence/$100,000 aggregate or $500,000 combined single limits

Policies must name the City of Edinburg as an Additional Insured.

Certificates of insurance naming the CITY as an additional insured shall be submitted to the CITY for approval prior to any services being performed by Contractor. Each policy of insurance required hereunder shall extend for a period equivalent to, or longer than the term of the Contract, and any insurer hereunder shall be required to give at least thirty (30) days written notice to the CITY prior to the cancellation of any such coverage on the termination date, or otherwise. This Contract shall be automatically suspended upon the cancellation, or other termination, of any required policy of insurance hereunder, and such suspension shall continue until evidence that adequate replacement coverage is provided to the CITY. If replacement coverage is not provided within thirty (30) days following suspension of the Contract, the Contract shall automatically terminate.

4. SPECIFICATIONS

The City of Edinburg Department of Human Resources is seeking proposals for the above referenced project. It is the intent of this Request for Proposal to award a Service Contract for a Classification and

Compensation Study & Analysis for the City of Edinburg. The Study & Analysis will be conducted for non-civil service, City employees to include 230 fulltime job titles. In addition, the City seeks recommendation on staff alignments and reporting relationships. Each Contractor’s performance shall be governed by the Information to Respondents, Specifications/Requirements, and Statement of

Qualifications.

4.1. General Scope of Services

The firm shall conduct a comprehensive classification and compensation study of non-civil service positions. There are 230 fulltime job titles (119 Full Time Exempt and 111 Full Time Non-Exempt) and 24 part-time job titles. The study shall develop recommendations and propose options for classification and compensation as well as develop a tool to maintain the plan in the future. Recommendations shall be based on comparable cities within the employment marketplace. The City of Edinburg anticipates the study shall include, but not be limited to, work comprised of the following:

1.1 CLASSIFICATION STUDY

• Reviewing pay plans, job descriptions and other related information;

• Reviewing current job descriptions and updating them to include accurate ADA compliant language relative to essential job functions (including physical job requirements);

position definitions, purpose, distinguishing characteristics, supervision, position duties and special requirements including licensing and certification requirements;

• Meeting with City management to discuss process, timeline and progress of study;

• Meet with Department Heads and other City staff to explain philosophy and components of study;

• Conducting in-person orientation and briefing sessions for employees covered within the scope of the study;

• Conducting interviews with all (or representative sample of) covered employees;

• Classifying positions and developing new classes as appropriate;

• Identifying management, supervisory, professional, technical, and general employees, including evaluating FLSA status (exempt/non-exempt) to determine if classified correctly;

• Recommending pay grades, pay policies, salary ranges, alternatives to “grade” pay plans, deletion of outdated or unnecessary classes;

• Developing and identifying viable career progressions within the classification plan;

• Allocating all employees to an appropriate job class;

• Preparing final version of all class specifications and including that information in classification manuals. Classification manuals shall also include an introductory section that describes class concepts, and provides information about the distinctions of various levels within a class series and other pertinent information;

• Preparing appropriate implementation and maintenance manuals;

• Providing a position evaluation tool, and corresponding training, to add positions to or modify positions on the classification plan in the future as needed;

• Conducting comprehensive training sessions for key staff; as needed.

• Present (in person) before the City Council and City Management;

• Providing periodic status reports throughout the project.

• The consultant shall coordinate activities through and report to the Director of Human Resources.

• Assist the City in preparing periodic reports to the City Council, City Manager or Human Resources

Director on the progress and final plan.

• Provide a classification and compensation evaluation tool and training to evaluate job positions in the future.

• Serve the City as an advisor regarding classification and compensation to include, but not limited to, pay policies, practices, internal equity, and compensation analysis.

• Communicate the philosophy to employees and City Leaders, to include presentations to City Council.

1.2 COMPENSATION STUDY

• Reviewing current compensation practices and related issues;

• Survey compensation for benchmark titles systematically in relation to comparable Cities, including certification pay, allowances (Ex. Car and phone allowance, etc.) and longevity;

• Recommending salary survey benchmark cities in conjunction with relevant benchmark titles and classifications;

• Completing internal salary relationship analysis including the development of appropriate internal relationship guidelines (internal equity);

• Providing written report of methods, techniques, and data for the assessment of each position;

• Developing externally competitive and internally equitable salary recommendation for each job class included in the study;

• Recommending the vertical salary relationship/differentials between classes in each class series as well as a minimum and maximum salary range for each;

• Training staff in the methodology used in systematically assessing job classifications in order to maintain internal compensation equity in the future when adding, changing or deleting classifications

• Recommending compensation rules and policies.

• The consultant shall coordinate activities through and report to the Director of Human Resources.

• Provide a structure or matrix to utilize for merit increases and higher pay adjustments

• Assist the City in preparing periodic reports to the City Council, City Manager or Human Resources

Director on the progress and final plan.

• Provide a classification and compensation evaluation tool and training to evaluate job positions in the future.

• Serve the City as an advisor regarding classification and compensation to include, but not limited to, pay policies, practices, internal equity, and compensation analysis.

• Communicate the philosophy to employees and City Leaders, to include presentations to City Council.

4.2. Firm Qualifications/Required Proposal Content

o The firm shall be responsible for preparing an effective, clear, and concise proposal. All proposals must contain the following information:

o Contact information including firm name, address, telephone, email, and website;

o Name(s) and title(s) of all principals/officers of the firm (name, title, phone number);

o Briefly introduce your firm, providing a summary of the administration, organization and staffing of your firm, including multiple offices, if applicable. Provide an organizational chart indicating the positions and names of the core management team which will undertake this engagement. To include Name(s), title(s) and resumes including experience and education o Identify the project manager and each individual who will work as part of this engagement. Include resumes for each person to be assigned. Include any professional designations and affiliations, certifications and licenses (General Lines Agent for Life and Health), etc.

o Number of years your company has been conducting classification and compensation studies for municipalities;

o Firm’s understanding of the services to be provided;

o Description of the firm, including size, locations, number of years in business, and primary services provided;

o Summary of five similar studies conducted for public agencies of similar size during the past five years.

Include names, addresses, email addresses and phone numbers of a contact person at the client agency for reference checking purposes;

o Name(s), title(s) and resumes including experience and education for all staff to be assigned to this project;

o Disclosure of whether the firm will outsource this project to a third party. If so, include name of firm, address, telephone, website, firm experience, name and experience of individuals assigned to this project;

o Describe the experience of the firm in the last thirty-six (36) months in performing consulting services in similar size and scope.

o The same information must be provided for any associate firm or sub-consultant.

o Client History - Describe whether your firm (or any firm previously affiliated with your firm) has ever undergone an investigation by an outside agency pursuant to the filing of claims and describe the outcome of the investigation including ramifications to your firm or your firm's client cities.

o Describe whether your firm has ever lost an account due to concerns of improper billing practices, accusations or clients concerns of fraud as defined by applicable Federal or

State Authorities.

o Describe, in detail, whether your firm has ever lost an account due to breach of contract, or incurred any unfavorable contractual outcomes (to include any terminations, etc.)

o Complete description of job analysis and compensation methodology including study objectives, and products, process, steps and procedures;

o Provide a detailed work plan for accomplishing the work and services to be provided to the City. Work plan must describe the firm's methodology, including a detailed project plan and time frames from the award date to implementation, including conversion, if required. Include any technology requirements.

o Work plan shall clearly distinguish the firm's duties and responsibilities and those of the City. Absence of this distinction shall mean the firm is assuming full responsibility for all tasks.

o If the successful firm provides a solution that differs from that currently in use by the City, specify the steps and procedures that will be put in place to ensure there is no interruption of service during the transition.

o Detailed work plan including a step-by-step study process, which includes an itemization of tasks to be performed, and estimated number of hours, and the timeline for completing each step.

o Include the plan for communications and the employee appeal process;

o A detailed list of any information or assistance you may require from City staff;

o Description, if applicable, of how City support staff and services are expected to be used in the project;

o Provide references for similarly successful projects from five governmental agencies to include municipalities. For each reference, include the dates of service, name of the agency, contact name, telephone and email address.

o Project timing and cost. 1) A project schedule identifying beginning and end dates for each phase of work. Note: The City anticipates beginning the project March 23, 2023, or upon awarding of the RFP, and would like to expedite the compensation survey portion of the project in preparation for budget meetings to be held on June 15, 2023 with a total project completion date of August 3, 2023.

o Cost of services to include:

1) A rate schedule for computing any extra work not specified in the contracted Scope of Service, including hourly rates for all positions plus unit costs for incidental expenses.

2) If the firm has conducted a salary survey in the last 6 months (with comparable jurisdictions/positions) the amount needs to be deducted from the total cost estimate because the data can be shared rather than independently gathered.

3) Provide a detailed fee schedule for services related to the scope of work identified in this RFP.

4) Identify and list all special services and identify charges, particularly disclosure requirements. Note:

The City is amenable to considering up to three cost options provided by the firm, which include a breakdown of services to be included.

5. VENDOR QUESTIONNAIRE

5.1. Proposal*

Please upload your entire proposal here as one complete PDF document.

Please do not upload multiple files.

*Response required

5.2. Conflict of Interest & Disclosure of Interested Parties

5.2.1. Please fill out and sign the Conflict of Interest Disclosure form and upload here*

Please download the below documents, complete, and upload.

• CONFLICT_OF_INTEREST.pdf

*Response required

5.2.2. Please fill out and sign the Conflict of Interest form and upload here*

CONFLICT OF INTEREST

CHAPTER 176 OF THE TEXAS LOCAL GOVERNMENT CODE

Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with a local government entity disclose in the Questionnaire Form

CIQ, the vendor or person’s affiliation or business relationship that might cause a conflict of interest with a local government entity. By law, this questionnaire must be filed with the records administrator of the City of Edinburg not later than the 7th business day after the date the person becomes aware of facts that require the statement be filed. See Section 176.006, Local Government Code. A person commits an offense if the person violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor.

For more information or to obtain Questionnaire CIQ go to the Texas Ethics Commission web page at https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf

*Response required

5.3. Required Forms

5.3.1. Please fill out and sign the General Questionnaire and upload here*

Please download the below documents, complete, and upload.

• GENERAL_QUESTIONNAIRE.pdf

*Response required

5.3.2. Please fill out the Litigation Disclosure Form and upload here* https://government-project.s3.us-west-2.amazonaws.com/35171/95be07f1-80fd-4c92-b05d-0803eef73b61_CONFLICT_OF_INTEREST.pdf?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1677338632&Signature=VV98FSn%2FWaELhOhRedifLgXUxE4%3D&response-content-disposition=attachment%3B%20filename%3D%22CONFLICT_OF_INTEREST.pdf%22 https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf https://government-project.s3.us-west-2.amazonaws.com/35171/c69185ef-ade8-44db-b651-c53a4cfcadac_GENERAL_QUESTIONNAIRE.pdf?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1677338632&Signature=gCjLaJ6904yihyO%2BMLfNLurs%2BQQ%3D&response-content-disposition=attachment%3B%20filename%3D%22GENERAL_QUESTIONNAIRE.pdf%22

Please download the below documents, complete, and upload.

• LITIGATION_DISCLOSURE_FORM.pdf

*Response required

5.3.3. Please fill out and sign HB 89 and upload here*

HB 89

(35) The 85th Texas Legislature approved new legislation, effective Sept. 1, 2017, which amends Texas

Local Government Code Section 1. Subtitle F, Title 10, Government Code by adding Chapter 2270 which states that a governmental entity may not enter into a contract with a company for goods or services unless the contract contains a written verification from the company that it:

1) does not boycott Israel; and

2) will not boycott Israel during the term of the contract

Please download the below documents, complete, and upload.

• HOUSE_BILL_89_VERIFICATION.pdf

*Response required

5.3.4. Please fill out and sign the Senate Bill 13 and upload here*

SB 13 ENERGY COMPANY BOYCOTTS

The 87th Texas Legislature approved new legislation, effective Sept. 1, 2021, which amends Texas Local

Government Code 2274.001. Subtitle F, Title 10, Chapter 809 which states that a governmental entity may not enter into a contract with a company for goods or services unless the contract contains a written verification from the company that it:

1) does not boycott energy companies and will not boycott energy companies during the term of the

Contract. If Respondent does not make that verification, Respondent must so indicate in its Response and state why the certification is not required, or

2) the verification required by Section 2274.002 of the Texas Government Code does not apply to the contract. If circumstances relevant to this provision change during the course of the contract, Respondent shall promptly notify Agency.

Please download the below documents, complete, and upload.

• SENATE_BILL_13_VERIFICATION...

*Response required

5.3.5. Please fill out and sign the Senate Bill 19 and upload here*

SB 19 FIREARM ENTITIES AND TRADE ASSOCIATIONS DISCRIMINATIONS

https://government-project.s3.us-west-2.amazonaws.com/35171/5ab2a5cb-2670-4b00-b60a-2254370693af_LITIGATION_DISCLOSURE_FORM.pdf?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1677338632&Signature=5WE7GQwr7U7cSl6vX3wwxJOSHDY%3D&response-content-disposition=attachment%3B%20filename%3D%22LITIGATION_DISCLOSURE_FORM.pdf%22 https://government-project.s3.us-west-2.amazonaws.com/35171/c07f36ac-db17-454d-83c9-d2a2281cf51f_HOUSE_BILL_89_VERIFICATION.pdf?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1677338632&Signature=NXhKJycacsHLaHrCUGuAyEg02Pg%3D&response-content-disposition=attachment%3B%20filename%3D%22HOUSE_BILL_89_VERIFICATION.pdf%22 https://government-project.s3.us-west-2.amazonaws.com/35171/c710f55a-94d1-4c76-9283-076e75335e0b_SENATE_BILL_13_VERIFICATION.pdf?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1677338632&Signature=aJxuB7XR5BdEO3kE0o60Nl6GV8g%3D&response-content-disposition=attachment%3B%20filename%3D%22SENATE_BILL_13_VERIFICATION.pdf%22 he 87th Texas Legislature approved new legislation, effective Sept. 1, 2021, which amends Texas Local

Government Code Section 1. Subtitle F, Title 10 of the Texas Government Code 2274.002, Respondent verifies that it:

1) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association and

2) will not discriminate during the term of the contract against a firearm entity or firearm trade association.

If Respondent does not make that verification, Respondent must so indicate in its Response and state why the verification is not required. If circumstances relevant to this provision change during the course of the contract, Respondent shall promptly notify Agency.

Please download the below documents, complete, and upload.

• SENATE_BILL_19_VERIFICATION...

*Response required

5.3.6. Please fill out and sign the Non-Collusion Affidavit and upload here*

NON-COLLUSION AFFIDAVIT

Submitters, by submitting a signed submission, certify that the accompanying submission is not the result of, or affected by, any unlawful act of collusion with any other person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under Texas or United States law.

Please download the below documents, complete, and upload.

• CITY_OF_EDINBURG_NONCOLLUSI...

*Response required

5.3.7. If awarded the 1295 form will need to be provided*

CERTIFICATE OF INTERESTED PARTIES (Form 1295)

In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the

Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $1 million. The disclosure requirement applies to a contract entered into on or after January 1, 2016. For more information go to the Texas

Ethics Commission web page at https://www.ethics.state.tx.us/filinginfo/1295/

☐ Yes

☐ No https://government-project.s3.us-west-2.amazonaws.com/35171/d9b61aad-d5e5-43dd-9c94-7b21dba5c8bf_SENATE_BILL_19_VERIFICATION.pdf?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1677338632&Signature=UPhEikK1BgYExU33LnZSxthb9Ug%3D&response-content-disposition=attachment%3B%20filename%3D%22SENATE_BILL_19_VERIFICATION.pdf%22 https://government-project.s3.us-west-2.amazonaws.com/35171/f1053d7d-f287-45d2-938d-693f4e7bc62a_CITY_OF_EDINBURG_NONCOLLUSION_AFFIDAVIT.pdf?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1677338632&Signature=DTL93T%2FwM7GhexyYzrCFeQRIDdU%3D&response-content-disposition=attachment%3B%20filename%3D%22CITY_OF_EDINBURG_NONCOLLUSION_AFFIDAVIT.pdf%22

*Response required

5.4. Consultant Qualifications Questionnaire

5.4.1. Statement of Qualifications Requirements

For the purpose of this RFP, all Respondents shall submit a Statement of Qualifications, which will be utilized to demonstrate the information outlined in the Evaluation Criteria.

5.4.2. Explain what separates your company from its competitors and what specifically qualifies you to be a consultant for the City.

5.4.3. Identify the number and types of RFPs you have completed in the past 12 months for cities or public entities. Provide at least one real example of a result of a single RFP.

5.4.4. Identify three of your most significant accomplishments on behalf of a municipal organization or similar city in Texas. For each accomplishment, please include a client or former client's name and telephone number who can confirm each claim.

5.4.5. Please make sure to fill out Checklist.*

Please download the below documents, complete, and upload.

• Checklist.pdf

*Response required https://government-project.s3.us-west-2.amazonaws.com/35193/dbac5591-1cc9-4289-adb8-388d391e0c6b_Checklist.pdf?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1677338632&Signature=YUVzCg1Hs5yNzNKteaTfTeb8vAE%3D&response-content-disposition=attachment%3B%20filename%3D%22Checklist.pdf%22

6. EVALUATION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

1. Described Methodology and Ability to meet

Specified Time Frame

a. A comprehensive Proposal and Statement of

Qualification with all required signatures and attached documents.

b. Demonstrate knowledge with job analysis and compensation methodologies including study objectives, process, and procedures.

c. Project Plan and Implementation Timeline information.

d. Respondent’s ability to demonstrate successful startup implementation of requested services.

Points Based 25 (25% of Total)

2. References

a. References from other agencies (of similar size) for which Respondent has provided similar

Service(s).

Points Based 20 (20% of Total)

3. Submitted Proposal’s Clarity, Professionalism, & Completeness

a. Clarity professionalism, and completeness of

Respondent’s Proposal; as it relates to compliance with the City’s specifications/requirements.

b. Quality & Security control measures throughout the Proposed Implementation Plan

c. Proposed training program for City -employees and supervisors and Service Agent -personnel.

d. Information that demonstrates how to maintain the proposed plan systematically in the future.

Points Based 15 (15% of Total)

4. Proposed Service(s) Pricing

a. Proposed pricing shall be submitted with proposal.

b. The prices/fees submitted will be made part of a Respondent’s proposal as instructed.

Points Based 20 (20% of Total)

5. Background and Experience with Similar

Projects

a. Firm’s years of experience and expertise in conducting similar Service Projects for five (5) public agencies of similar size during the past five (5) years; to include agency name, address, contact names, email addresses.

b. Qualification of Firm and Staff demonstrated by providing proof of years of experience.

c. Demonstrate experience with public agencies that have implemented and continue to maintain similar proposed Classification &

Compensation plans.

Points Based 20 (20% of Total)