Comprehensive_Compensation_Study_(Addendum_#1_Revision).pdf

Request for Proposal

No. RFP No. HR-0142

FOR

COMPREHENSIVE COMPENSATION STUDY

Contact: Sara DeLeon, Human Resources Director

Email: sdeleon@santacruzca.gov

RESPONSE DEADLINE: July 18, 2024, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Santa Cruz

Comprehensive Compensation Study

I. INTRODUCTION

II. GENERAL INFORMATION FOR PROPOSERS

III. PROCESS INSTRUCTIONS

IV. EVALUATION CRITERIA

V. TERMS AND CONDITIONS

VI. PRELIMINARY SCOPE OF WORK

VII. PROPOSAL SUBMITTALS

Attachments:

B - PSA Template - State Advocacy and Lobbying Services

C - Insufficient Data 2021 Comp_Exhibit A

#RFP No. HR-0142 Title: Comprehensive Compensation Study

1. INTRODUCTION

1.1. Summary

The City’s advocacy and service priorities are reflected in the following plans: Citywide Strategic Plan and

Health In All Policies.

The City employs a diverse workforce dedicated to providing exceptional public services to its residents.

Over the years, there have been significant changes in job functions, responsibilities, and market conditions. As such, the Human Resources Department (HR) recognizes the need to thoroughly review its compensation system to maintain a motivated and high-performing workforce and, therefore, requests proposals from qualified firms with a proven track record in conducting a Compensation Study.

The services and general needs are more fully described in the Preliminary Scope of Services.

1.2. Background

The City of Santa Cruz was incorporated in 1866 and formed its current charter in 1948. It is governed under a Council/Manager form of government. A Mayor and six Council members set policy for the City and a City Manager serves as chief administrator of those policies. The City is located on the coast, 75 miles south of San Francisco, on the northern edge of the Monterey Bay. It encompasses 15.8 square miles with cultural and ethnic diversity among its population of 65,000. Santa Cruz is part of the National

Marine Sanctuary and a popular tourist destination due to its beaches, surf culture, and historical landmarks.

The City provides a full range of municipal services and facilities, including a recreational wharf, public golf course, over thirteen hundred acres of open space, full beach services, refuse management, law enforcement, fire protection, and water and wastewater utilities. The City is also home to the University of California Santa Cruz, the Santa Cruz Harbor, and the Santa Cruz Beach Boardwalk amusement park.

The last Compensation Study was completed in 2021. The City employs approximately 900 regular employees and 250 temporary employees in 326 job classifications that are currently organized in fifteen (15) job families or categories including: administration, economic development, engineering, finance, fire, human resources, information technology, library, parking, parks and recreation, planning and development, police, refuse, public works, and water.

The City includes eight (8) recognized employee groups and one (1) unrepresented group, including:

Employee Group Number of Classifications

Firefighters 7

Fire Management Association 2

Police Officer's Association 5

Police Management Association 2

Service - Regular 139 https://www.cityofsantacruz.com/home/showpublisheddocument/95406/638277711616870000 https://www.cityofsantacruz.com/government/city-departments/city-manager/health-in-all-policies

Service - Temporary 21

Supervisory Employees 44

Mid-Management Employees 91

Unrepresented 15

Additional information regarding job descriptions, salaries, benefits, and collective bargaining agreements can be found here:

A. Job descriptions: https://www.governmentjobs.com/careers/santacruz/classspecs

B. Salary Structure: https://www.cityofsantacruz.com/government/city-departments/human-resources/city-jobs/salaries

C. Benefits: https://www.cityofsantacruz.com/government/city-departments/human-resources/city-jobs/benefits

D. Memorandum of Understanding: http://www.cityofsantacruz.com/government/city-departments/human-resources/memoranda-of-understanding

1.3. Contact Information

Sara DeLeon

Human Resources Director

Email: sdeleon@santacruzca.gov

Phone: (831) 420-5042

Department:

Human Resources

Department Head:

Sara Deleon

Human Resources Director

1.4. Timeline

The City will make every effort to adhere to the following tentative schedule. All dates set forth in this

RFP are subject to change at the City’s sole discretion. Any change will be set forth in an addendum. All references in this RFP to “time” are Pacific Standard Time.

Release Project Date June 10, 2024

RFP Questions and Clarification Due Date June 21, 2024, 4:00pm https://www.governmentjobs.com/careers/santacruz/classspecs https://www.cityofsantacruz.com/government/city-departments/human-resources/city-jobs/salaries https://www.cityofsantacruz.com/government/city-departments/human-resources/city-jobs/salaries https://www.cityofsantacruz.com/government/city-departments/human-resources/city-jobs/benefits https://www.cityofsantacruz.com/government/city-departments/human-resources/city-jobs/benefits http://www.cityofsantacruz.com/government/city-departments/human-resources/memoranda-of-understanding http://www.cityofsantacruz.com/government/city-departments/human-resources/memoranda-of-understanding mailto:sdeleon@santacruzca.gov tel:(831)420-5042

Question Response Deadline July 5, 2024, 4:00pm

Proposal Submission Deadline July 18, 2024, 4:00pm

2. GENERAL INFORMATION FOR PROPOSERS

2.1. Summary Scope of Work

All applicants must provide thorough and comprehensive responses that clearly demonstrate their team’s approach to and consistency with the below-mentioned standards.

The City invites qualified firms to respond to this Request for Proposal (RFP) for the project (“Project”) titled below:

Comprehensive Compensation Study

RFP No. RFP No. HR-0142

The City anticipates awarding a contract to a vendor for a one-year term and terminating on June 30, 2025 ("Initial Term"), or upon completion of the Scope of Work. This agreement may be renewed within two years of the original contract completion date under the same contractual terms and conditions, a maximum of two times (each, a "Renewal Cycle or Term") for a total term of five years, upon the Parties' written mutual consent, unless either Party gives written notice of termination to the Party at least 30 days prior to the expiration of the renewal or termination date. The Proposer will provide the services outlined in Section PRELIMINARY SCOPE OF WORK.

The successful Proposer shall furnish all tools, equipment, materials, tax, apparatus, facilities, labor, transportation, supervision, and management, not specifically provided by the City, to complete the work described in this RFP. The successful Proposer will provide the a brief statement of services, as detailed further in Section PRELIMINARY SCOPE OF WORK.

2.2. Contact

If you have any questions concerning this solicitation, please ask questions utilizing City’s e-Procurement

Question & Answer feature. his RFP document may be downloaded from the City’s e-Procurement

Portal at https://procurement.opengov.com/portal/santacruzca/projects/98683. For technical assistance, contact OpenGov using the real-time chat feature on the Portal (located in the lower right-hand corner of the screen), or via email at procurement-support@opengov.com for support. All questions must be received by 4:00 pm on Friday, June 21, 2024.

2.3. Proposal Submittal Due Date

Proposals are due no later than 4:00 pm on Thursday, July 18, 2024, to guarantee review. Proposals received after the deadline will be deemed non-responsive. All proposals will be submitted via City’s e-

Procurement Portal at: https://procurement.opengov.com/portal/santacruzca/projects/98683.

Proposers take full responsibility for City’s receipt of its Proposal. The City will not be liable for any expenses incurred by Proposers in responding to this solicitation, including but not limited to any costs associated with interviews.

It is the responsibility of the Proposer to ensure that electronic submittals are received by the City prior to the deadline.

https://procurement.opengov.com/portal/santacruzca/projects/98683/document?section=897667 https://procurement.opengov.com/portal/santacruzca/projects/98683/document?section=897667 https://procurement.opengov.com/portal/santacruzca/projects/98683 https://procurement.opengov.com/portal/santacruzca/projects/98683 mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/santacruzca/projects/98683

2.4. Pre-Proposal Meeting

A pre-proposal meeting will not be held for this RFP.

2.5. Responsiveness and Responsibility

When determining the Responsiveness of the proposal, the City may consider any of the following but not limited to:

A. Proposal received on time and completed per instructions.

B. Proposal contains required contents, forms and signatures submitted in accordance with RFP instructions.

C. Proposal is compliant with specifications and industry standards.

When determining the Responsibility of the Proposer, the City may consider any of the following but not limited to:

A. Possession of industry standard licensing and/or certifications.

B. Financial capacity of the Proposer.

C. Experience or past performance of the Proposer.

D. Use of Subcontractors / Subconsultants.

E. Past, Present and Pending Legal Actions.

F. Exceptions with City’s Terms and Conditions.

G. Anticipated adherence with Project delivery schedule.

H. Ability to respond to City’s inquiries for proposal clarification.

Proposers have the right to take exception to the specifications or terms and conditions of this RFP, however, such exceptions may deem the proposal non-responsible. Any exceptions taken must be explained in the proposal and submitted by the submittal due date. Any exceptions that contradict the

City’s terms and conditions or contain provisions that are not in the best interest of the City will disqualify the Proposer. If exceptions are not explained, the Proposer will comply with the specifications as stated in this RFP. Exceptions submitted after the proposal due date will not be accepted.

Te City reserves the right to reject any or all proposals and to waive any informality or minor defect in proposals received.

2.6. Definitions

In this RFP document:

A. “Proposer” means contractor, firm, supplier, vendor, or consultant submitting a proposal to this

RFP.

B. “Proposal” means the complete submittal of Proposer to the City in response to this RFP, including any written documentation and oral interview responses.

C. “Subcontractor” means those performing any portion of the services as subcontractors, vendors, suppliers, and other business entities and individuals that is not the Proposer.

D. “Key Staff”, if required, means the employees of the Contractor or subcontractor(s) that will provide project leadership or expertise in lead technical services and are considered essential to the success of the Project.

E. “Contract” also means Purchase Order or Agreement.

3. PROCESS INSTRUCTIONS

3.1. Questions and Requests for Clarification and Addenda

Questions or concerns regarding any aspect of this RFP shall be sent via City’s e-Procurement Portal’s

Question & Answer feature and received by the date identified in Timeline in INTRODUCTION Section.

Any questions or objections not submitted within the time and manner stated above or to anyone other than the above-stated contact will be deemed waived. The City is not bound by the oral representation of any City employee or official. Answers to questions received will be sent out via an addendum.

The City may determine it is necessary to revise any part of this RFP. Revisions will be made by written addenda and it is the Proposer’s sole responsibility to comply with any addenda to this RFP. Addenda will be posted on the City’s e-Procurement Portal, https://procurement.opengov.com/portal/santacruzca/projects/98683, under Bidding Information.

3.2. Proposal Evaluation Criteria

RFP responses will be evaluated and ranked according to the evaluation criteria identified in the sub-sections Responsiveness and Responsibility in GENERAL INFORMATION FOR PROPOSERS section, below, by an evaluation committee composed of City staff. The evaluation committee will open and review the proposals in confidence. Proposals will be available to the public after the contract award.

After the initial proposal evaluation, the City may determine that additional information is needed to establish the final ranking of proposers. The semi-finalists will be contacted and may be asked to:

• Conduct a scenario-based demonstration of the equipment or service,

• Revise the submitted proposal for the purpose of obtaining best and final offers, and/or

• Provide additional information to assist City in determining the best value proposer.

The Evaluation Committee will use all information collected to rank the semi-finalists in order of their ability to best meet the requirements of the City. The City will begin negotiating a firm contract with the highest ranked Proposer. If no agreement can be reached, negotiations will begin with the next ranked

Proposer.

3.3. Responsiveness

Does the proposal meet the minimum requirements in Sub-Section Responsive and Responsibility of

Section GENERAL INFORMATION FOR PROPOSERS to be responsive (the submittal includes all of the required documentation).

3.4. Responsibility

Does the proposal meet the minimum requirements in Sub-Section Responsive and Responsibility of

Section GENERAL INFORMATION FOR PROPOSERS to be responsive (the submittal includes all of the required documentation).

The total maximum score for the evaluation of proposals is 100 percent (100%). Proposals will be evaluated by the EC using the Proposal Evaluation Criteria as set forth in Section EVALUATION CRITERIA.

Proposals that are deemed responsive, from a Proposer that has been deemed responsible, will be https://procurement.opengov.com/portal/santacruzca/projects/98683/document?section=897664 https://procurement.opengov.com/portal/santacruzca/projects/98683 https://procurement.opengov.com/portal/santacruzca/projects/98683/document?section=897670 https://procurement.opengov.com/portal/santacruzca/projects/98683/document?section=897669 evaluated based on the Evaluation Criteria below. Evaluation and scoring of proposals will be based on how likely the proposal content meets or exceeds the performance requirements of this RFP.

The City may conduct interviews and oral presentations with the highest scoring Proposers. The City reserves the right to waive the interview process and evaluate the Proposer based on the Proposal

Evaluation Criteria alone. Should interviews and oral presentations be conducted, proposals will be evaluated by the EC using the Interview and Oral Presentation Evaluation Criteria as set forth below.

Proposers will be responsible for all their expenses associated with the interview and oral presentation. The City reserves the right to conduct interviews and oral presentations with qualified contractors by web or teleconference.

3.5. Negotiations

Upon the City’s final ranking of proposals, the Proposers shall be prepared to enter negotiations to enter into the Contract. The City will first begin negotiations with the top-ranked Proposer(s). If the City and the top-ranked Proposer(s) do not reach an agreement, then the City may negotiate with the next highest-ranked Proposer. This process will continue until the City reaches an agreement with a

Proposer(s) or terminates the procurement. The City may begin negotiating with the next highest-ranked Proposer whenever the City determines that doing so is in its best interest, and the City may negotiate with more than one Proposer at the same time.

The failure of the highest-ranked Proposer to comply with any of the requirements of this section shall constitute grounds for the City to negotiate the agreement with the next top-ranked Proposer. Upon completion of successful negotiations, the City will issue a written Notice of Intent to Award (NOITA) letter to all Proposers which lists the “Successful Proposer” that the City recommends for award of an agreement.

3.6. Public Record

Proposals received are the property of the City. All proposals, evaluation documents, and any subsequent contracts will be subject to public disclosure per the “California Public Records Act,” (CPRA)

California Government Code, sections 6250 – 6270. All documents related to this solicitation will become public records once discussions and negotiations with proposers have been fully completed and a Notice of Intent to Award (NOITA) letter to all Proposers is issued.

If Proposer’s proprietary information is contained in documents or information submitted to City, and

Proposer claims that such information falls within one or more CPRA exemptions, Proposer must clearly mark such information “Confidential and Proprietary,” and identify the specific lines containing the information. In the event of a public request for such information, City will make best efforts to provide notice to Proposer prior to such disclosure. If Proposer contends that any documents are exempt from the CPRA and wishes to prevent disclosure, it is required to obtain a protective order, injunctive relief, or other appropriate remedy from a court of law in Santa Cruz County before the City is required to respond to the CPRA request. If Proposer fails to obtain such remedy within the time the City is required to respond to the CPRA request, City may disclose the requested information without any liability to

Proposer. Proposer further agrees that it shall defend, indemnify and hold City harmless against any claim, action or litigation (including but not limited to all judgments, costs, and attorney’s fees) that may result from denial by City of a CPRA request for information arising from any representation, or any action (or inaction), by the Proposer.

3.7. Award Protests

The City desires to foster cooperative relationships with Proposers and to reach a fair agreement in a timely manner.

The City encourages Proposers to resolve issues regarding the RFP requirements or the procurement process through written correspondence and discussions at least 5 business days prior to the proposal due date. This will allow the City time to research the validity of any stated issues and either issue an addendum to the RFP, cancel the RFP, or determine the protest to be unfounded and proceed with the solicitation. In the event the protest of specifications is denied, and the protester wishes to continue in the protest process, the protesting Proposers must still submit a proposal in accordance with the proposal submittal procedures provided in this solicitation. Questions or concerns prior to the intent to award notice will be directed to:

Sara DeLeon, Human Resources Director, sdeleon@santacruzca.gov

Any Proposer who unsuccessfully bids on a City contract or any trade association representing workers who would have potentially been employed by such contract may formally protest a contract award.

Protests letters regarding a contract award will be directed to:

City of Santa Cruz

Sara Deleon, Human Resources Director

809 Center Street

Protests regarding the contract award must be received no later than 5 business days after the written

Notice of Intent to Award is sent by the City. The award protest must be in writing and include:

The name, address, and telephone number of the protester; The Project title, RFP Number, and RFP due date; A detailed statement of the legal and/or factual grounds for the protest; and the form of relief requested. Throughout the protest review process, the City has no obligation to delay or otherwise postpone an award of a contract.

Protests regarding the award resulting from this RFP must be delivered to

Sara Deleon, Human Resources Director within 5 business days after the written Notice of Intent to

Award is sent by the City. The Human Resources Director will review the protest and issue a written response within 10 business days. The decision of the Human Resources Director is final.

3.8. Debriefing

A debriefing may be held after the contract award with the City and a Proposer for the Proposer to receive information about the evaluation of their proposal. A Proposer shall submit a written request to the City for a debriefing shall within thirty (30) days after the issuance of the NOITA. The debrief conference will be allotted a maximum of thirty (30) minutes and will consist only of evaluating the requesting Proposer’s Proposal.

3.9. Contract Implementation

Upon award notification and prior to final contract approval, the successful proposer will be required to submit:

• Proof of insurance and prevailing wage compliance documentation as specified in Sub-Section

Insurance Requirements and Sub-Section Prevailing Wage in Section Terms and Conditions of this RFP;

• Documentation of all credentials necessary to legally perform the Project specified;

• A completed W9 form and, if applicable, non-resident withholding exemption form, if not already on file with the City; and

• Proof of a current City of Santa Cruz business tax certificate if the proposer is located in, or performs services within, the city limits for more than 6 days annually.

• The finalized contract will be in the form included as Appendix A Sample Agreement herein, and include the RFP documents, the Proposer’s response to RFP and Vendor Questionnaire, the

Budget as described in Cost Proposal, and any negotiated modifications agreed to by the parties.

3.10. Reservation of Rights

The City, at its sole discretion, reserves the following rights:

• To reject any or all proposals or information received pursuant to this RFP;

• To waive any informality or minor defects in proposals received;

• To supplement, amend, substitute, or otherwise modify this RFP at any time by means of written addendum;

• To cancel this RFP with or without the substitution of another RFP or prequalification process;

• To cancel the scope of services awarded through this RFP process with or without the substitution of another RFP or prequalification process;

• To request additional information from a Proposer;

• To bid separately any item or items where it is determined by the Purchasing Manager that:

o A substantial savings in cost will result due to a large quantity purchase, or o The commodity is not appropriately classified under this specification contract.

o To verify the qualifications and experience of each Proposer;

• To require one or more Proposers to supplement, clarify, or provide additional information in order for the City to evaluate proposals submitted.

3.11. Environmental Conservation and Sustainable Living

The City of Santa Cruz has long been an advocate for environmental conservation and sustainable living.

This includes, but is not limited to, the Green Business Program, the Living Wage Ordinance, the Clean

Ocean Business Program, the Green Building Program and Climate Action Plan 2030 goals which define greenhouse gas reduction objectives to reduce community-wide greenhouse gas emissions 40 percent by 2030 and 100 percent by 2035 (compared to 1990 levels). In your proposal, please provide information about your company regarding any existing environmental conservation goals or guidelines, environmental or greenhouse gas emissions disclosures, Green Business certifications, existing alternative fuel service vehicles, superior employee benefit policies, or other applicable policies.

3.12. Financial Responsibility

The City accepts no financial responsibility for any costs incurred by a Proposer in responding to this

RFP. Proposers acknowledge and agree that their Proposals will become the property of the City and may be used by the City in any way deemed appropriate.

4. EVALUATION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

1. Adherence to RFP Requirements

To be considered responsive, the proposal shall include the information detailed in this section. Proposer must provide information in the proposal in the same order as shown below. The proposal shall be separated into the sub-headings referenced below. Failure to provide this information may result in a proposal being considered non-responsive to requirements.

0-100 Points 5 (5% of Total)

2. Firm Background Information

This section must include the following

(maximum 2 pages):

A. Legal name, addresses, telephone numbers of the principal office

(national headquarters) and local office. Include the same information if services will be provided from additional locations.

B. Year established and history.

C. Business entity status (i.e., partnership, corporation, LLC).

D. Indicate if Proposer has defaulted in its performance of an agreement or project during the past five (5) years which has led the other party to terminate the agreement and if so, the identity of the parties involved and the circumstances of the default or termination.

E. Respond to the following:

1. Explain any pending litigation, liens, or claims involving your organization.

2. Has your company filed for bankruptcy in the last ten (10) years?

0-100 Points 5 (5% of Total)

3. Firm Qualifications, Expertise, and Experience

In this section (maximum 5 pages), include the following:

A. Describe the Proposer’s qualifications and experience working on similar, relevant, or related projects that were completed, as outlined in Section

Preliminary Scope of Services.

B. Describe how the Proposer (or

Proposers if submitting a jointly prepared proposal) is organized to provide the required services as outlined in Section Preliminary

Scope of Services.

C. If utilizing any subconsultants and/or subcontractors, describe their qualifications working on similar, relevant, or related projects that were completed, as outlined in

Section Preliminary Scope of

Services.

D. Provide a list of all services Proposer has performed for the City in the past three (3) years, include a description of the services, date of engagement(s), members of the proposed team that performed the services. Indicate if Proposer served as the prime contractor or as a subcontractor.

0-100 Points 14 (14% of Total)

4. Team Qualifications, Expertise, and

Experience

In this section (maximum 5 pages), include the following:

A. Provide the names, qualifications, certifications, and relevant technical experience of personnel and subcontractors of the proposed project team who will perform the services described in Section

Preliminary Scope of

Services. Include details about their experience with similar projects with comparable magnitude.

B. Provide resumes for each member of the proposed project team and include the qualifications and experience suited to the proposed assignment. Include resumes as a separate attachment.

If awarded the contract, Proposer shall make every effort to ensure that the staff resources identified in the proposal will be available for the Project. If staff identified in the proposal are not available, the City reserves the right to review and approve alternate personnel.

0-100 Points 15 (15% of Total)

5. Technical Approach and Work Plan

A. Technical Approach: Describe your approach to completing Section

Preliminary Scope of

Services. Identify deliverables and key decision points. Provide comments regarding the proposed

Section Preliminary Scope of

Services. This may be used as an opportunity to expand upon your team’s specific experience and expertise, and to outline any changes you believe would help achieve the

Project’s goals and objectives.

B. Work Plan: Describe how the project team will fulfill the Section

Preliminary Scope of

Services. Include a detailed project schedule in the Project Schedule

Document. Provide a matrix of personnel, tasks, and an estimated effort in hours.

The work plan shall include a process for delivery of the range of services outlined in

Section Preliminary Scope of Services. To the extent possible, the proposal shall reflect the roles and responsibilities of team members in the major tasks outlined in the Section

Preliminary Scope of Services and strategies to accommodate the staffing needs for each task order. As appropriate, include tools and techniques you could use in addressing challenges and delivering services outlined in

Section Preliminary Scope of Services.

Proposers shall address all major tasks outlined in Section Preliminary Scope of Services and as appropriate, suggest supplemental tasks/sub-tasks for incorporation into the final

Section Preliminary Scope of Services.

0-100 Points 25 (25% of Total)

6. Cost Proposal

Cost/Pricing is a factor in this selection.

Proposers must complete and submit a Cost

Proposal. It is the Proposer’s responsibility to state all costs to provide the services outlined in Section Preliminary Scope of Services. Costs shall include, but not be limited to, direct labor, overhead, fringe benefits, profit, subcontractors, other direct costs (ODC) such as materials, supplies, taxes, and travel. A

Proposer’s failure to submit a Cost Proposal will deem the submittal non-responsive.

Include the Cost Proposal with the Electronic

Response.

The price will be evaluated in the following manner:

A. The responsive proposal with the lowest price will be given the full weight of points assigned to the pricing criteria.

B. Every other responsive proposal will be given points proportionately in relation to the lowest price. This point total will be calculated by dividing the lowest proposed price by the total proposed price of the proposal being evaluated with the result multiplied by the maximum weight for the price (100 %) to arrive at a price score of less than the full score for price.

Example: Lowest Total Proposed

Price Total % Price Proposer’s Total Proposed

Price X for Price = Score

0-100 Points 10 (10% of Total)

7. References

In this section (maximum 5 pages), provide the following:

A. Three (3) Client References that provide former clients and representative projects undertaken in the last five (5) years which demonstrate relevant experience with the Project.

B. For each project identified above, provide a project description, project costs, dates of engagement, project owner, and member(s) of the proposed team for this RFP that participated in the project, including any subcontractors that worked on the project.

C. For each reference, provide the name of the agency/firm, and contact person’s name, title, address, phone number, and email address. Please ensure that the contact information is accurate for each reference.

The City reserves the right to:

• Check as many references that the

City deems necessary.

• Assess a Proposer’s past performance.

• Contact references that the City determines are representative projects demonstrating experience relevant to this RFP.

• Check any other reference(s) that might be indicated through the specified contacts or that result from communication with other entities involved with similar projects.

• Include other industry sources and users of similar services known to the

City.

0-100 Points 1 (1% of Total)

• Contact client references for only shortlisted Proposers.

It is the responsibility of the Proposer to ensure the client reference contact person is available and willing to provide a reference within the timeframe stated in this section. The client reference score/weight shall have no bearing on any other evaluation criteria.

8. Project Understanding, Work Plan and

Approach

Proposers invited for the interview and oral presentations are expected to have a clear understanding of Project goals and objectives, the scope of services, the Project and City background, and the Proposer’s role.

Proposers must present their Project understanding, work plan, and approach effectively for achieving the Scope of Services on time and within budget.

0-100 Points 15 (15% of Total)

9. Quality of Presentation

Proposers invited to participate in the interview and oral presentations will be evaluated on their ability to effectively communicate the project understanding, work plan and approach, and the qualifications of subcontractors and personnel. The presentations should be informative and concise.

0-100 Points 10 (10% of Total)

5. TERMS AND CONDITIONS

The City of Santa Cruz standard Terms and Conditions shall govern this contract. Review the terms and conditions here; all terms including, but not limited to, insurance apply to the contract resulting from this RFP. A current copy of these terms will be included in the resulting contract as Exhibit A Scope of

Work. A hard copy of the Terms and Conditions is available by contacting the City’s Purchasing Division at (831) 420-5080.

5.1. Insurance Requirements

Proposer will provide Certificate of Insurance(s) for Professional Liability, Commercial General Liability, Auto Liability, and Workers’ Compensation as stated in the City’s standard Terms and Conditions. The

City reserves the right to adjust the insurance terms provided based on the type and scope of project proposed by the Proposer.

5.2. Prevailing Wages and Labor Compliance

Prevailing Wages do not apply to this contract.

5.3. Living Wage

Proposers agree to comply with the requirements of the Living Wage Ordinance as provided in Santa

Cruz Municipal Code Chapter 5.10.

5.4. Agreement (Appendix A)

The successful Proposer will be required to enter into an Agreement in the form of the Agreement attached hereto as Appendix A. The City reserves the right to adjust the terms, including insurance terms provided, based on the type and scope of the project proposed by the Proposer. If a Proposer is unable to accept City’s proposed Agreement terms substantially in the form presented, the Proposer shall include a revised copy of the Agreement with its Proposal. The revised copy must clearly mark any section to which it objects, set forth the Proposer’s proposed alternative terms, and explain the basis for each proposed change. The City reserves all rights to reject any revisions to the Agreement.

If a satisfactory contract cannot be negotiated in a reasonable time, the City in its sole discretion may terminate negotiations.

5.5. Contract Period

The term of the contract will commence upon notification of award and continue for a period of 1 year plus any renewals agreed to by the parties and made in writing.

5.6. Equal Employment Opportunity and Non-Discrimination

City’s policies promote a working environment free from abusive conduct, discrimination, harassment, and retaliation; and require equal opportunity in employment for all regardless of race, religious creed

(including religious dress and grooming practices), color, national origin (including language use restrictions), ancestry, religion, disability (mental and physical), medical condition, sex, gender (including gender identity and gender expression), physical characteristics, marital status, age, sexual orientation, genetic information (including family health history and genetic test results), organizational affiliation, and military or and veteran status, or any other consideration made unlawful by local, State or Federal http://www.cityofsantacruz.com/home/showdocument?id=9259 law. City requires Consultant to be in compliance with all applicable Federal and State and local equal employment opportunity acts, laws, and regulations and Consultant is responsible for ensuring that effective policies and procedures concerning the prevention of abusive conduct, discrimination, harassment, and retaliation exist in Consultant’s business organization. The City’s current Equal

Employment Opportunity and Non-Discrimination policies to which this Section applies may be viewed at http://www.codepublishing.com/CA/SantaCruz/?SantaCruz09/SantaCruz0983.html and http://www.cityofsantacruz.com/home/showdocument?id=59192. Copies are available upon request from the City’s Purchasing Division.

5.7. Indemnification

To the fullest extent permitted by law, Proposer agrees to indemnify, defend, and hold harmless the

City, its officials, officers, employees, agents, and volunteers (collectively, “Indemnitees”) from and against any and all liability, claim, action, loss, injury, damage, judgment, or expense, including attorneys’ fees and costs (“Losses”) caused by or resulting from the negligence, recklessness, or willful misconduct of Proposer, Proposer’s officers, employees, agents, or subcontractors in any way related to this RFP, including but not limited to Proposer’s Proposal. Proposer’s duty to indemnify and hold harmless Indemnitees shall not apply to the extent such Losses are caused by the sole or active negligence or willful misconduct of Indemnitees, as determined by an adjudicatory body or court of competent jurisdiction, if applicable. The obligation to defend shall arise regardless of any claim or assertion that Indemnitees caused or contributed to the Losses.

In the event this Agreement involves the performance of design professional services by Proposer, Proposer’s officers, employees, agents, or subcontractors, Proposer’s costs to defend Indemnitees shall not exceed the Proposer’s proportionate percentage of fault per Civil Code §2782.8. This section shall survive the termination or expiration of the Agreement.

http://www.codepublishing.com/CA/SantaCruz/?SantaCruz09/SantaCruz0983.html http://www.cityofsantacruz.com/home/showdocument?id=59192.

http://www.cityofsantacruz.com/home/showdocument?id=59192.

6. PRELIMINARY SCOPE OF WORK

6.1. Project Objectives

This project aims to conduct a comprehensive compensation analysis of the current compensation structures within the City of Santa Cruz. The study will evaluate the competitiveness of employee pay scales, benefits, and other compensatory and non-compensatory elements against similar classifications in comparable municipalities/entities and evaluate the current market standing compared to the 2021 Compensation Study's benchmarked and mapped classifications. The 2021 study used the following surveyed agencies: City of

Alameda, Daily City, Milpitas, Monterey, Mountain View, Palo Alto, Salinas, Sunnyvale, Watsonville, Central Fire Protection District, County of Santa Cruz, Santa Clara Valley Water

District. The City would also like to understand new methodologies to address the following:

• Review benchmarking and mapping methodology and recommended strategies to develop a method that captures all classifications in the system, addressing previously unmapped classifications.

• Ensure classifications identified as "insufficient data" have a methodology developed to ensure market analysis. Classifications include those related to parking, parks and recreation public works, and water. A list of classifications marked as "insufficient data" based on the 2021 Compensation Study is provided in Exhibit A (Attachment ID C).

• Explore creative approaches like alternative work schedules, such as four-day workweeks or other modified hours, and other non-monetary ideas to address compensation for City employees living in one of the most expensive housing regions in the country.

6.2. Minimum Qualifications

• At least 5 years of progressively responsible experience conducting compensation studies, with a focus on public sector organizations.

• Demonstrated experience in evaluating compensation within municipal services, including public works, utilities (water, sewer, refuse),and other specialized city services.

• Proven ability to manage large-scale projects from inception to completion, including managing project timelines, budgets, and stakeholder communications.

• Deep understanding of compensation principles, salary survey techniques, job evaluation methodologies, and benefits analysis.

• Familiarity with federal, state, and local laws and regulations related to public sector compensation and labor relations.

• Proficiency in data analysis software and tools, including advanced Microsoft Excel skills

(e.g. pivot tables, VLOOKUP, complex formulas), data visualization tools such as Power BI, and statistical software.

• Experience with Human Resource Information Systems and other technology platforms that support compensation analysis and data management.

• Strong ability to prepare comprehensive reports, including clear and concise executive summaries, findings, and actionable recommendations.

• Exceptional analytical and problem solving skills to interpret data and make informed recommendations.

• Excellent written and verbal communication skills to present findings to various stakeholders, including city officials, union representatives, and employees.

• Strong interpersonal skills to engage with a diverse group of stakeholders and facilitate consensus building.

• Meticulous attention to detail to ensure accuracy and thoroughness in all aspects of the study.

6.3. Scope of Work

The City of Santa Cruz is requesting proposals from qualified professionals experienced in conducting comprehensive compensation studies for local government agencies similar in scope and complexity as the City of Santa Cruz. The Scope of Work shall establish a competitive salary plan within adequate labor markets, conduct a cost analysis, provide a recommendation to adjust classes requiring realignment, promote fairness and equity with the City’s classifications, and exploration of creative approaches like alternative work schedules, such as four-day workweeks or other modified hours, and other non-monetary ideas to address compensation for City employees living in one of the most expensive housing regions in the country.

The Consultant shall complete the Scope of Work and, after the study, provide the City with a written report as detailed in the Deliverables section. All deliverables and recommendations must comply with applicable federal, state, and local laws. Additionally, the deliverables outlined below should not be construed as limiting factors to the best practices a consultant recommends as part of their project approach.

The consultant shall provide the following support in pursuit of the tasks and deliverables below.

• Project Management: Establish timelines, milestones, and regular progress updates.

• Compliance: Ensure all recommendations comply with relevant laws and regulations.

• Conduct meetings, workshops, and focus groups to gather feedback

• Communication and Outreach including identification of key stakeholders and development and/or coordination of a communication plan, and presenting materials orally and in writing to varying stakeholders.

The project shall include, but is not limited to, the following activities:

Task 1 - Research & Data Gathering

• Collect compensation data, including base salaries, bonuses/incentives, benefits and non-monetary perks; budgetary and staffing information, labor agreements, and other useful reference materials to gain an understanding of the City’s classification system and current market standing as last analyzed.

• Begin review of comparable organizations and jurisdictions and identify additional comparable organizations and jurisdictions for benchmarking purposes.

• Gather data on compensation trends, including salaries, benefits, and other forms of compensation.

• Review relevant policies, job descriptions, and organizational structures.

Deliverables:

• List of benchmark organizations/jurisdictions

• Comprehensive data set of current compensation details

• Report on compensation trends and polices

Task 2: Analysis & Recommendations

• Perform a market analysis comparing local government compensation with benchmark organizations.

• Analyze the total compensation package, including salary, benefits, incentives, and non monetary benefits.

• Identify discrepancies and gaps in compensation

• Fairness and Equity Assessment: Analyze and highlight any disparities or inequities in compensation across demographic groups (Ex: Full-time, part-time, seasonal, gender, etc.) with recommendations for improvement. Identify persons and/or positions for adjustments to correct any inequity that may exist as well as strategies for promoting fairness and equity in compensation practices.

• Benefits Analysis: Establish appropriate benchmarking standards for analysis of employee benefits offered by the organization, including health insurance, retirement plans, bonuses, incentives, and other forms of compensation beyond base salary.

Develop an analysis of the City’s benefits package for employees by bargaining group and provide recommendations for benefit package revisions or enhancements. Analysis should include a review of benefits offered by similar local government agencies and competitors, identification of gaps, and benchmarking against industry standards.

• Provide explorative approaches and considerations for each approach

Deliverables:

• Market analysis report with comparisons and benchmarks

• Job evaluation report detailing internal equity findings

• Comprehensive analysis of total compensation packages

• Compensation Study Report

Compensation Study Report

A detailed report summarizing the study methodology, findings of the survey, study, employer cost for pay and benefits including an analysis of current compensation practices, market competitiveness, internal equity, specialty pay, longevity pay, PERS retirement and medical plan contribution, and compliance with relevant California laws and regulations. Not limited to the following, the report will outline:

o Executive Summary (Including background and a summary of findings.)

o Scope of Study o Labor Market Agencies and Findings o Labor Market Data Analysis & Methodologies o Results of Compensation Analysis including comparisons of current market standing from the 2021 Compensation Study o Recommendations

Non-Compensatory Study Report

A detailed report summarizing explorative findings and approaches.

o Executive Summary (Including background and a summary of findings.)

o Overview of Current Non-Compensatory Benefits o Comparative Analysis and Methodologies o Potential New Non-Compensatory Approach (i.e. flexible work arrangements, telecommuting, wellness programs, etc.)

o Potential Challenges and Mitigation Strategies o Conclusion

6.4. Responsibilities of City

The City will be responsible for providing a designated City contact during the course of the project.

Access to the reports/systems/records/etc. needed to complete the work. Information regarding past work performed on this project.

6.5. Vendor’s Employee Conduct

Vendor will agree to remove any employee whose conduct is improper, inappropriate, or offensive as determined by the City. A removed employee(s) is not to work on City premises without the written consent of the City. The Vendor will remove any employee from working in, or delivering to, City facilities who is convicted of a felony during his/her employment.

7. PROPOSAL SUBMITTALS

7.1. Proposal Response*

By confirming, the proposer is affirming to the following:

The proposer, upon acceptance, agrees to furnish the following in accordance with the specifications and terms and conditions per City of Santa Cruz “Request for Proposals for Comprehensive

Compensation Study” at the prices indicated herein.

The proposer, under penalty of perjury, declares not to be a party with any other business to an agreement to propose a fixed or uniform price in connection with this proposal.

The proposer declares under penalty of perjury that she/he is authorized to submit this proposal and bind the business or organization to the terms of this Proposal.

The proposer recognizes the right of the City of Santa Cruz to reject any or all proposals received and to waive any informality or minor defects in proposals received.

The proposer declares under penalty of perjury that the information contained in this Proposal and all accompanying documents are true and correct.

☐ Please confirm

*Response required

7.2. Technical Proposal*

*Response required

7.3. Cost Proposal*

Proposers must complete and submit a Cost Proposal with their Proposal submittal by the Proposal

Submittal Due date. It is the Proposer’s responsibility to state all costs required to provide the services outlined in Section Preliminary Scope of Services. Costs shall include, but not be limited to, direct labor, overhead, fringe benefits, profit, subcontractor costs, and other direct costs (ODC) such as materials, supplies, taxes, and travel. A Proposer’s failure to submit a Cost Proposal will deem the Proposal non-responsive.

*Response required

7.4. Non-Collusion Declaration*

By confirming, the proposer, the party making the foregoing proposal declares that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the Consultant has not directly or indirectly induced or solicited any other Consultant or Sub-Consultant to put in a false or sham proposal; and has not directly or indirectly colluded, conspired, connived, or agreed with any

Consultant, Sub-Consultant or anyone else to put in a sham proposal, or that anyone shall refrain from proposing; that the Consultant has not in any manner directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the Consultant or any other

Consultant or Sub-Consultant, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other Consultant or Sub-Consultant, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the Consultant has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

☐ Please confirm

*Response required

7.5. LOCAL PREFERENCE CERTIFICATION

Local Businesses and Locally Owned Businesses must submit this certification with…