ESBD_388277_1735598125491_RFP - Compensation and Benefits Study.pdf

City of Fair Oaks Ranch

REQUEST FOR PROPOSALS

Compensation and Benefits Study

DUE BY: January 27, 2025

Companies must submit one (1) unbound original and four (4) bound copies labeled “Compensation and Benefits Study” to the City of Fair Oaks Ranch, Attention: Clayton Hoelscher at 7286 Dietz Elkhorn, Fair Oaks Ranch, Texas 78015, no later than 2:00 P.M.

on January 27, 2025.

Scope of Services

The City of Fair Oaks Ranch seeks a qualified firm to conduct a comprehensive Compensation and Salary Study for both civilian and non-civilian employees, including a review of existing policies. The most recent study was completed in 2020. The study will benchmark data from both public and private sectors to ensure market alignment. The City's population is approximately 10,000, with 85 approved Full-time Equivalent positions. The plan should detail the methodology used and should include input from City representatives. The plan should recommend and identify a competitive market position for the City to maintain. The final report should establish a philosophy the City can adopt that will help guide future decisions. All methodology should be clearly outlined to provide justification for all findings and recommendations.

Core Components

• Compensation Philosophy: Establish a compensation philosophy that outlines goals and objectives for compensation practices, ensuring alignment with internal equity and external competitiveness.

• Determine a list of at least ten benchmark employers for civilian and non-civilian market comparisons including but not limited to both public and private entities based on objective criteria such as proximity demographics, tax base, and other relevant facts.

• Compensation Salary Survey: Analyze current pay structures. including current job classifications, pay grades, and steps, for alignment with market standards.

• Provide for an analysis of every job within the City to determine internal equity and conduct a detailed compression analysis to identify pay equity disparities, if any, and recommend solutions to address internal and external competitiveness.

• Review all job classifications and recommend adjustments as needed to ensure consistency in titles, duties, qualifications, and compliance with FLSA (Fair Labor Standards Act) requirements.

• Conduct a market survey of salaries and benefits for similar roles in comparable organizations to provide recommendations based on findings to see if the City’s current salaries or hourly wages are competitive within their applicable job markets.

• Review regional labor markets that impact the City’s ability to remain competitive.

• Review all City positions and ensure that positions on the same pay plan are performing a similar amount of work with the same level of complexity.

• Conduct interviews and/or job audits with employees individually or as a group and update job descriptions based on the results.

• Recommend administrative procedures and best practice recommendations for promotions, demotions or career ladder movements.

• Conduct training sessions for key staff after the acceptance of the study.

• Provide implementation strategies the City can use to calculate the cost of implementing the plan, including short term and long-term costs.

• Benefit Survey: Evaluate existing benefits and recommend adjustments.

• Job Descriptions and Titles:

• Conduct job analyses on all positions.

• Identify areas of misalignment and deficiencies and propose corrections.

• FLSA Exemption Statuses:

• Review and provide analysis on FLSA status for each job classification.

• Pay Grades:

• Recommend competitive placement within the market for recruitment.

• Provide a compression analysis and recommendations to assist with placement of future employees on the most applicable pay plan, as well as determine if current employees should be placed on a different pay plan.

• Provide a minimum and maximum range for each grade, as well as provide analysis on what separates each grade and why positions should be placed in a particular grade.

• Recommend adjustments for market alignment.

• Provided pay differential between classes that is justifiable, and outline progression opportunities for increased compensation.

• Review and provide an analysis of the City’s organizational structure and career ladders. Identify any career ladders or promotional opportunities that are appropriate.

• Provide alternatives to step and grade plans and removal of any outdated or unnecessary steps or grades.

• Merit-Based Evaluations:

• Develop recommendations for performance-based step or merit increases, including possible alternatives to a traditional grade-step matrix, and provide a recommendation for City Council consideration.

• Develop a performance management process that incentivizes high producing employees while staying within the City’s compensation plan and overall budget.

• Provide a procedural plan for implementation, maintenance, and future adjustments.

• Supplemental Pay and Adjustments

• Assess the viability and implementation of supplemental pay (e.g., certifications, longevity, education, language, tuition reimbursement) and recommend strategies for addition, removal, or modifications.

• Recommend plans for cost-of-living adjustments and living wage considerations on an annual basis, with different scenarios based on current economic factors.

• Benefits Review

• Evaluate health benefits and identify opportunities for competitiveness.

• Review supplemental benefits (e.g., maternity/paternity leave, bereavement, sick leave) and propose adjustments based on market and demographic factors.

• Step Plans

• Develop step plans for civilian and non-civilian employees, including:

Provide tools and recommendations for initial placement of current positions on the pay scale.

Milestones for recommended increases.

Policies for annual increases, promotions, demotions, and out-of-step adjustments.

Plans for employees at the maximum step level.

• Future Planning

• Provide tools and recommendations for adding new positions to the pay scale.

• Provide policies for reclassification requests of current or new positions.

• Propose a classification tool and define approval authority for new positions.

• Provide tools to address career ladders and promotional opportunities to provide recognizable paths for employee growth within the organization.

• Presentations and Deliverables

• Present benchmark cities for civilian and non-civilian positions to City Council for approval.

• Provide at least two workshops and two meetings with the City Council.

• Specify frequency and timing of additional presentations.

• Include recommendations for implementation, strengths/weaknesses, and ongoing maintenance using narratives, charts, and graphs to make recommendations easy to understand for City Council and staff stakeholders.

• Provide detailed plans for both phased and immediate implementation for proposed recommendations including cost projections for various implementation scenarios.

• Develop and provide a robust communications plan to inform and educate employees and stakeholders about the purpose, progress, and results of the study.

The final deliverables must provide actionable recommendations tailored to the City’s needs, ensuring alignment with current and future organizational goals. Throughout the process, City leadership should be updated on a regular basis and City Council approval will be needed for study methodologies and processes prior to the study commencing. A communication plan to outline the timeframe, City involvement and all key milestones should be included as a part of the study.

Submission of Questions

Any questions should be submitted in writing to:

Clayton Hoelscher, Procurement Manager City of Fair Oaks Ranch choelscher@fairoaksranchtx.org mailto:choelscher@fairoaksranchtx.org

Addendums to the RFP

The City of Fair Oaks Ranch shall not be held responsible for any oral instructions related to the project. Any official changes to this RFP will be in the form of a written addendum, which will be published on the City website at http://tx-fairoaksranch2.civicplus.com/bids.aspx

Withdrawal of RFP

The City reserves the right to withdraw the RFP at any point. At any time prior to the specified solicitation due time and date, a firm may withdraw their Proposals by submitting a written request stating the reason for withdrawal.

General Information:

1) The City of Fair Oaks Ranch reserves the right to reject any or all proposals to waive any informality or irregularity in any proposal received, and to be the sole judge of the merits of the respective proposals received.

2) The consultant will be an integral member of the Project Team, consisting of City staff, elected officials, and a potential citizen volunteer committee which will be involved in the process.

RFP Schedule

The dates and times listed below are estimated and are subject to change without notice.

1. Deadline for written questions to be sent to choelscher@fairoaksranchtx.org at 5:00 P.M.

on January 15, 2025.

2. One (1) original and four (4) copies of the Proposals due no later than 2:00 PM (Central Time) on January 27, 2025.

3. Presentation and Interview with the selection committee (if necessary) – To Be

Determined.

4. Approximate date for City Council Meeting to approve selection and Professional Services agreement which will include the Scope of Services – To Be Determined.

Submission Instructions

Proposals should be delivered or sent to 7286 Dietz Elkhorn, Fair Oaks Ranch, Tx 78015. All proposals should be addressed to Clayton Hoelscher, Procurement Manager. The City of Fair Oaks Ranch will receive sealed proposals until 2:00 P.M. on January 27, 2025. Any proposals received after that time and date will be returned unopened to the bidder. Proposals should contain one (1) unbound original and four (4) bound copies.

http://tx-fairoaksranch2.civicplus.com/bids.aspx mailto:choelscher@fairoaksranchtx.org

Instructions to Proposers

The proposals should include the information below and shall follow the format below.

• Cover Letter/Executive Summary

• Tab 1 - Project Team:

o Resumes that describe the capabilities and experience of each team member, and include the team member’s name, title, education, licenses, certifications, professional associations, and brief overview of professional experience.

o Organizational chart identifying the key staff that will be assigned to this project.

• Tab 2 - Team Relevant Experience:

o Include a summary of at least three projects within the last five years that are similar in nature.

Identify the project owner and location including contact name, title, current phone number, and e-mail address for each of the listed projects.

Identify deliverable(s) provided to customer and what, if any, changes customers adopted.

• Tab 3 - Project Approach:

o Describe your technical plan and timeline for accomplishing the scope of services, including at a minimum:

A work plan for accomplishing the scope of services, including time estimates and identifying time needed for specific City personnel. Include a timeline for completion. Detail when each deliverable will occur.

A plan for assisting the City in future years when needed.

o Include one sample of a completed Compensation and Benefits Study.

• Tab 4 – Price Proposal Form

Include the total price to complete the project as described in the RFP. The price proposal should be filled out on the “Price Proposal Form” immediately following this Request for Proposal.

• Certificate of Interested Parties (1295) Form – A Certificate of Interested Parties Form must be submitted with the original proposal. The 1295 form and instructions for completion can be found at the following link:

https://www.ethics.state.tx.us/filinginfo/1295/

• Evidence of Insurability as detailed in Exhibit A – Standard Professional Service Agreement

Evaluation Criteria

All proposals received will be reviewed, evaluated, and ranked according to a numerical scoring system based on the responses to the criteria listed below. The City may elect to interview firms.

Proposals will be evaluated as follows:

Criteria Maximum Points Available

Project Team, Key Personnel and Relevant Experience

35 Points

Project Approach 35 Points

Price 30 Points

Questions regarding the project can be submitted to Clayton Hoelscher, via email to choelscher@fairoaksranchtx.org. Questions will be accepted until 5:00 P.M. on January 15, 2025.

Award and Negotiation

The City reserves the right to reject any or all Proposals. The highest ranked Respondent(s) may be invited to enter into Contract negotiations with the City of Fair Oaks Ranch. If an agreement cannot be reached with the highest ranked Respondent(s), the City shall notify the Respondent and terminate negotiations. The second highest Respondent may be contacted for negotiations.

The process may continue until successful negotiations are achieved. The City reserves the right to terminate negotiations with any and all Respondents should it be in the City’s best interest.

Insurance

All respondents must submit, with the RFP, proof of insurance coverage as stipulated in Exhibit A. Proof shall be by submission of copies of current policies or current Certificates of Insurance, including the effective dates of coverage. Any provisions outlined in Exhibit A will be required of the successful firm only.

https://www.ethics.state.tx.us/filinginfo/1295/ mailto:choelscher@fairoaksranchtx.org.

Anti-Collusion

In submitting an offer, Respondent certifies that they have not participated in nor have they been party to any collusion, price fixing or any other illegal or unethical agreements with any company, firm or person concerning the pricing offered.

No Prohibited Interest

Respondent acknowledges awareness of the state laws and applicable City Charter provisions regarding conflicts of interest and required disclosures. No officer, employee or agent of the City shall participate in the negotiation, selection, discussion, award or administration of a contract or procurement supported by public funds if: 1) that individual has a substantial interest in a person or entity, as defined by the City’s Charter, Code of Ordinances and/or Chapter 171 or 176 of the Texas Local Government Code, that is the subject of the contract or procurement; or 2) a conflict of interest, either real or apparent, would be involved, as defined therein.

Non-Resident Bidders/No Israel Boycott

Texas Government Code, Chapter 2252, Texas law prohibits city and governmental units from awarding contracts to a non-resident bidder/proposer unless the amount of such bid is lower than the lowest bid by a Texas resident by the amount a Texas resident would be required to underbid the non-resident bidder/proposer on a bid/proposal for goods and services in the non-resident bidder’s state. Texas Government Code, Chapter 2270 prohibits a governmental entity from entering 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.

Equal Employment Opportunity

Respondent agrees that it 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.

Anti-Lobbying Provision

During the period between RFP submission date and the contract award, respondents, including their agents and representatives, shall not directly discuss or promote their Proposal with any member of the City Council or City staff except in the course of City-sponsored inquiries, briefings, interviews, or presentations. Violation of this provision shall result in the rejection of the respondent's Proposal and disqualification from future consideration of similar RFP’s.

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 payable in Kendall

County, Texas. 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 Kendall County, Texas.

Conflict of Interest

A statement indicating the respondent has no conflict of interest with the City, including any past or present employees or past or present elected officials of the City, must be submitted with the statement of qualifications. Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with a local government entity must 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. This questionnaire must be filed, by law, with the City Secretary 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 the Questionnaire CIQ go to the Texas Ethics Commission web page at www.ethics.state.tx.us/forms/CIQ.pdf.

Confidential Information

Any information deemed to be confidential by the respondent should be clearly annotated on the pages where confidential information is contained. The City cannot guarantee that it will not be required 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 confidential under Texas Law, or pursuant to a Court order.

http://www.ethics.state.tx.us/forms/CIQ.pdf

Price Proposal Form

The price shall be for a not to exceed amount and shall include reimbursable expenses.

The City reserves the right to negotiate proposed amounts with the selected firm. A detailed breakdown of costs will be negotiated with the selected firm.

PRICE

The individual signing this certifies that he/she is a legal agent of the Company, authorized to submit on behalf of the Company, and is legally responsible for the decisions as to the supporting documentation provided.

Company Name: __________________________________________________

Authorized Representative: __________________________________________________

Signature: __________________________________________________

Printed name: __________________________________________________

Title: __________________________________________________

Date: __________________________________________________