Compensation Pay Study.pdf

City of Douglasville

REQUEST FOR PROPOSALS

Compensation Pay Study

RFP 2024-010

ISSUE DATE: August 19, 2024

DUE DATE: September 20, 2024

RFP No. 2024-010 | Compensation Pay Study

Table of Contents

1. General Information

2. Background Information

3. Objectives

4. Scope of Work

5. Proposal Requirements

6. Evaluation Criteria

7. Submission Instructions

8. General Terms and Conditions

9. Requests for Information

10. Submission of Proposals

11. RFP Timeline

12. Pricing Form

13. Bidders Disclosure Statement

14. Georgia Security and Immigration Compliance

15. Contractor Affidavit

16. Certification Form

17. List of Similar Projects

1. General Information

The City of Douglasville is seeking proposals from qualified consulting firms to provide professional services to study and analyze its current compensation structure. The consultant will evaluate the present salary structure, promotion increases (percentages), and succession plans for each department compared to the specific job market for comparable positions in the public sectors.

The process is to include the development and analysis of forecasted needs and implementation strategies. Specific items to include in the study are detailed in the Scope of Work.

2. Background Information

Douglasville is located 20 miles west of Atlanta, Georgia, with a population of approximately

34,000 residents. The City employs around 300 staff across 134 distinct positions. This RFP seeks to engage a consultant to evaluate the current salary structure, identify potential improvements, and align the compensation framework with market standards and best practices.

3. Objectives

The primary objectives of the Compensation Pay Study are to:

• Evaluate the current compensation system for all positions.

• Compare the City’s pay practices with those of similar municipalities.

• Identify any pay compression issues and propose solutions.

• Develop a compensation structure that supports the City’s strategic goals and objectives.

• Provide recommendations for cost-of-living adjustments and other compensation enhancements.

4. Scope of Work

The consultant will be expected to perform the following tasks:

4.1 Initial Meetings and Orientation Sessions

• Schedule an initial meeting with the City Manager, Assistant City Manager, and HR to discuss the process and tasks to be performed.

• Meet with department heads to explain the study and process to be used.

• Provide frequent updates to the Human Resources Director and Assistant City Manager.

4.2 Job Content Questionnaire (JCQ) Administration

• Develop and administer a comprehensive JCQ to gather detailed information on job duties, responsibilities, and qualifications.

• Provide orientation sessions for employees on how to complete the JCQ.

4.3 Data Collection and Analysis

• Review current job classifications and compensation data.

• Conduct salary surveys to benchmark against comparable Georgia municipalities.

• Analyze job descriptions, organizational charts, and other relevant documentation.

4.4 Classification and Compensation Evaluation

• Evaluate the City’s current classification and compensation system.

• Identify potential pay compression issues and propose solutions.

• Develop recommendations for updating job classifications and pay scales.

4.5 Reporting and Recommendations

• Prepare a draft report with findings and recommendations for review by City officials.

• Finalize the report incorporating feedback from the City.

• Present the final report to City leadership, including cost projections and implementation strategies.

4.6 Implementation Assistance

• Provide detailed implementation strategies for transitioning to the new compensation structure.

• Offer ongoing support and consultation for 12 months following the study’s completion.

5. Proposal Requirements

Proposals should include the following information:

• Letter of Submission: Introduce the firm and its qualifications, including the name, address, and telephone number of the person(s) authorized to legally represent the firm.

• Firm Background: Provide an overview of the firm’s history, experience, and relevant expertise, particularly in preparing compensation studies for public agencies.

• Project Approach: Outline the methodology and work plan for completing the study, detailing the approach, methodology, deliverables, and client meetings.

• Personnel: Include resumes of key personnel assigned to the project, highlighting related experience.

• Timeline: Provide a proposed timeline for completing the study.

• Insurance: Summary of professional liability and errors and omission insurance coverage.

• References: A minimum of three (3) public agency references for projects of a similar nature, including client, location, contact person, contact information, and a brief project description.

• Pricing Form: Complete the provided pricing form, detailing the lump sum amount to perform the project scope.

6. Evaluation Criteria

Proposals will be evaluated based on the following criteria:

• Experience and qualifications of the firm. (25 points)

• Understanding of the project scope and objectives. (20 points)

• Methodology and approach to completing the study. (20 points)

• Qualifications and experience of key personnel. (15 points)

• Cost and timeline for project completion. (10 points)

• References and past performance on similar projects. (10 points)

7. Submission Instructions

Responses to this RFP are due by 4:00 PM EDT on September 20, 2024. All proposals are to be completed and submitted in PDF format to Bidnet Direct at https://www.bidnetdirect.com. The entire submittal should be submitted as one (1) file. Please do not submit individual documents or sections separately. Submissions must be received no later than on September 20, 2024 at 4:00 PM

EDT. Any proposal received after that time will not be considered for the award.

8. General Terms and Conditions

• The City reserves the right to accept or reject any or all proposals.

• Proposals must be valid for a period of 90 days from the submission deadline.

• The City is not responsible for any costs incurred by proposers in preparing and submitting proposals.

9. Requests for Information

All requests for information and clarifications regarding this project shall reference the above invitation name and be submitted via Bidnet Direct at http://www.bidnetdirect.com no later than https://www.bidnetdirect.com/ http://www.bidnetdirect.com/

August 28, 2024 at 4:00 PM EDT. Questions and answers will be issued in the form of an addendum to all interested parties and will be available on Bidnet Direct.

Please contact Alyssa Gordon, Senior Accounting Specialist, at gordona@douglasvillega.gov if further assistance is needed. All firms are responsible for checking Bidnet Direct regularly for updates, clarifications, and announcements.

11. RFP Timeline

RFP ESTIMATED TIMELINE

Owner issues public advertisement of RFP August 19, 2024 Deadline for written questions/requests for clarification

August 28, 2024, at 4:00PM EDT

Publish responses to questions September 04, 2024 Deadline for submission of Proposals September 20, 2024, at 4:00PM EDT

12. Pricing Form

Pricing Form for Compensation Pay Study

City of Douglasville, Georgia

RFP No. 2024-010

Instructions:

Please complete the pricing form below. Provide detailed costs for each task outlined in the Scope of Work, including professional fees and any direct expenses. The total cost should reflect the complete price for delivering the services described in the RFP.

Vendor Information:

Company Name:

Address:

City, State, ZIP:

Contact Person:

Phone Number:

Email Address:

Cost Breakdown

Task

No.

Description Hours Rate Fees Expenses Cost

1. Conduct Initial Meeting and Finalize Project

Work Plan

2. Develop and Implement a Communications

Strategy; Hold

Orientation Sessions

3. Review Existing

Classification and

Compensation System

4. Gather and Evaluate

Current Organizational and Job Data

5. Identify Relevant

Recruitment Markets

6. Conduct Market

Survey(s) & Benchmark

Positions

7. Revise and Prepare Job

Descriptions as Needed

8. Develop Compensation and Classification

System; Present Report

9. Develop Implementation

Strategies

10. Provide Ongoing

Assistance

Total

Summary of Total Cost:

Description Total Cost

Total Professional Fees $

Total Direct Expenses $

Grand Total Cost $

Authorized Signature:

By signing below, the undersigned certifies that they are an authorized representative of the company and that the information provided is accurate and binding.

Signature:

Name (Print):

Title:

Date:

Please attach any additional documentation or explanations necessary to support the pricing information provided. Thank you for your proposal.

Notes:

• Direct Expenses may include travel, surveys, postage, etc.

• The City reserves the right to request additional information to support cost proposals.

BIDDERS’ DISCLOSURE STATEMENT

All bidders should be aware that the Project is a public project, and the City is a public agency.

Pursuant to the laws, rules and Executive Orders of the State of Georgia, the City of

Douglasville shall make every effort to avoid even the appearance of a conflict of interest or any impropriety in both the selection process for this project and the negotiation and performance of any resulting contract. As part of any submittal you intend to make for this project, you must include a Disclosure Statement with your submittal which answers the following specific questions:

1. Describe any business transactions occurring within the prior two years between your firm and the City of Douglasville.

<Insert Response Here>

2. Describe any gift, hospitality, or benefit of any sort that your firm has provided to the

City of Douglasville within the prior one-year period.

3. A conflict of interest or potential conflict of interest is defined as any action, decision, or recommendation by a person acting in a capacity as a public official, the effect of which is or could be to the private monetary or financial benefit or detriment of the person, the person’s relative, or any business with which the person or a relative of the person is associated. The potential conflict of interest is viewed from the perspective of a reasonable person who has knowledge of the relevant facts. Based upon this definition, describe any conflict of interest or potential conflict of interest that your firm has with the City of Douglasville.

This Disclosure Statement should be dated and signed by an authorized signer for the bidder and submitted with the Bidder’s submittal.

Name of Firm

Authorized Signature Date

Printed Name and Title of Authorized Agent

Georgia Security and Immigration Compliance.

Compliance with the requirements of O.C.G.A. 13-10-91 and Georgia Department of Labor Rule 300-10-1-

.02 are conditions of this contract. Contractor certifies that it has the following number of employees (check one appropriate box):

_____500 or more employees, or

_____100 or more employees, or

_____fewer than 100 employees, as identified in O.C.G.A. 13-10-91. In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from the subcontractor(s) such subcontractor(s’) indication of the employee-number category applicable to the subcontractor. The contractor’s compliance with the requirements of O.C.G.A. 13-10-91 and Rule 300-10-1-.02 is attested by the execution of the contractor affidavit as shown in Rule 300-10-1-.07, or a substantially similar contractor affidavit, which document is attached to this Contract, and is a part of this Contract.

In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from such subcontractor(s) attestation of the subcontractor’s compliance with

O.C.G.A. 13-10-91 and Rule 300-10-1-.02 by the subcontractor’s execution of the subcontractor affidavit shown in Rule 300-10-1-.08 or a substantially similar subcontractor affidavit, and maintain records of such attestation for inspection by the City at any time. Such subcontractor affidavit shall become a part of any contractor/subcontractor agreement.

CONTRACTOR AFFIDAVIT AND AGREEMENT REGARDING GEORGIA SECURITY

AND IMMIGRATION COMPLIANCE.

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with the City of

Douglasville has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of

Homeland Security or any equivalent federal work authorization program operated by the United States

Department of Homeland Security to verify information of newly hired employees, pursuant to the

Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with the City of Douglasville, contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. 13-10-91 on the

Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the City of

Douglasville at the time the subcontractor(s) is retained to perform such service.

Company ID Number: EEV/Basic Pilot Program* Authorization Date

Name of Contractor Name of Project

Name of Public Employer

Signature by Authorized Officer or Agent Date

Printed Name of Authorized Officer/Agent of Contractor

Title of Authorized Officer/Agent of Contractor

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE ___ DAY OF ______________________, 20____

Notary Public

My Commission Expires: ________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the

“EEV / Basic Pilot Program” operated by the U. S. Citizenship and Immigration

CERTIFICATION FORM

I, , being duly sworn, state that I am (title) of (firm) and hereby duly certify that I have read and understand the information presented in the attached bid and any enclosure and exhibits thereto.

I further certify that to the best of my knowledge the information given in response to the request for bids is full, complete and truthful.

I further certify that the bidder and any principal employee of the bidder have not, in the immediately preceding five years, been convicted of any crime of moral turpitude or any felony offense, nor has had their professional license suspended, revoked or been subjected to disciplinary proceedings.

I further certify that the bidder has not, in the immediately preceding five years, been suspended or debarred from contracting with any federal, state or local government agency, and further, that the bidder is not now under consideration for suspension or debarment from any such agency.

I further certify that the bidder has not in the immediately preceding five years been defaulted in any federal, state or local government agency contract, and further, that the bidder is not now under any notice of intent to default on any such contract.

I acknowledge, agree and authorize, and certify that the bidder acknowledges, agrees and authorizes, that the City of Douglasville may, by means that the City of Douglasville deems appropriate, determine the accuracy and truth of the information provided by the bidder and that the City of Douglasville or their agents may contact any individual or entity named in the RFP for the purpose of verifying the information supplied therein.

I acknowledge and agree that all the information contained in the RFP is submitted for the express purpose of inducing the City to award a contract.

A materially false statement or omission made in conjunction with this bid is sufficient cause for suspension or debarment from further contracts, or denial of rescission of any contract entered into based upon this bid thereby precluding the firm from doing business with, or performing work for, the

State of Georgia. In addition, such false statement or omission may subject the person and entity making the bid to criminal prosecution under the laws of the State of Georgia of the United States, including but not limited to O.C.G.A. §16-10-20, 18 U.S.C. §§1001 or 1341.

Signature

SWORN AND SUBSCRIBED BEFORE ME

This (day) of (month), 20 (year)

NOTARY PUBLIC SIGNATURE

My Commission Expires:

NOTARY SEAL

List of Similar Projects:

1. Project Name: _________________________________________________ Project Location: __________________________________________________

Project Owner: ___________________________________________________

Owner Contact (Name and Phone): ___________________________________

Project Contract Amount: ___________________________________________

Description of Project: ______________________________________________

2. Project Name: _________________________________________________

Project Owner: ___________________________________________________

Owner Contact (Name and Phone): ___________________________________

Project Contract Amount: ___________________________________________

Description of Project: ______________________________________________

3. Project Name: _________________________________________________

Project Owner: ___________________________________________________

Owner Contact (Name and Phone): ___________________________________

Project Contract Amount: ___________________________________________

Description of Project: ______________________________________________