Professional Services Solicitation No. 3509.doc

Seattle Colleges

SOLICITATION NO. 3509

PROJECT TITLE: Exempt Salary Survey Consulting Due Date for Responses: 2:00 PM PST on March 28, 2024 Questions: Any questions or requests for further information must be submitted via email no later than 2:00 PM PST on March 12, 2024, to the RFP Coordinator identified below.

Lisa Gacer, Procurement Coordinator Email: lisa.gacer@seattlecolleges.edu The Seattle Colleges hereinafter referred to as the Purchaser and the Seattle Colleges District (SCD), is soliciting proposals from prospective contractors to work with the Vice Chancelor of Seattle Colleges District Human Resources to update the Seattle Colleges District comprehensive salary plan fand algorithmic position salary benchmarking tool or exempt employees.

Background: Seattle Colleges District values its employees and the work that employees perform. SCD currently has about 430 administrative exempt (non-civil service, exempt from FLSA) positions, including approximately 325 individual position descriptions. The current salary plan was implemented in 2013- 2014 and the employment market and exempt salaries have been significantly affected by many changes since that time including Seattle City cost of living increases as well as the COVID-19 pandemic. SCD seeks a consultant to evaluate current exempt salaries, suggest changes, and build an algorithmic exempt salary benchmarking tool for SDC’s ongoing use.

SCD is a multi-college district that is the largest and most diverse community college district in the state of Washington. SCD consists of three distinctive colleges—North Seattle College, Seattle Central College, and South Seattle College and five specialty training centers located in Seattle, Washington. SCD serves approximately 45,000 students each year with a range of programs and services in college transfer, career preparation, technical education, basic studies, and continuing education. SCD is part of the Washington State Board for Community and Technical Colleges (SBCTC) system.

Scope of Work:

1. Data review & project planning. Consultant will review:

a. Current pay structure

b. Organizational information including organization charts, mission statements, etc.

c. Copies of existing classifications and/or job descriptions

d. Communications to employees about the pay system over the past twenty-four months

e. Current employee information

2. Compensation Assessment & Salary Structure Review. Consultant will be asked to:

a.

Perform a Comprehensive analysis of current, real-time salaries of all exempt employees as they exist within relevant “job families” across the Seattle Community College District VI, i.e., Academic Deans; Directors; Specialists; VPs, etc.

i.

Develop relevant internal “benchmark” positions and core descriptor criteria, i.e., key essential functions that define scope of accountability; budget; number of direct reports; reporting relationships, etc.

ii. Develop job family definitions (e.g. Director, Associate Director, Dean, Associate Dean) and guidance regarding assessment and placement of positions into effective job families for SCD.

b. Identify the appropriate surveys for data collection. Consideration will be given to sources that reflect the labor market appropriate for SCD.

c. Collect multiple pieces of data on each position from multiple survey sources when available: 25th percentile, 50th percentile, average, and 75th percentile base pay.

d. Review for “cost of labor” variances all cash compensation data collected. As salary varies by location, comparing salaries in one location to another can be misleading if cost of labor is not considered, “cost of labor” here refers to the difference in pay between similar jobs in different locations.

e. Use the results of this study to analyze the appropriateness of current range placement for jobs consistent with SCD’s pay philosophy, assess both internal equity and external competitiveness of all benchmark jobs included in the study and subsequently recommend solutions and methodologies that address the design of SCD’s salary ranges and placement of jobs into those ranges.

3. Benchmarking Tool Design. Consultant will be asked to:

a. Design a pay grade and salary range structure and algorithmic tool that reflects the above data analysis; is coherent and market relevant; and offers ease of administration and ongoing maintenance.

i.

Development and approval of an installation-ready, contemporary pay grade and salary range structure; salary administration policies and best practices; and oversight principles for ongoing maintenance and market relevance.

ii. Design techniques/practices that enable periodic updating of compensation structure(s), re-evaluation of job content, and evaluation of pay range assignment so that SCD can self-evaluate targeted positions and update the pay benchmarking for them using readily available/purchasable market salary survey data.

4. Impact Analyses. Consultant will:

a. Model the impact of any proposed changes using a variety of different assumptions, reviewing the findings with the Vice Chancellor of Human Resources to finalize recommendations. Possible analyses include costs of bringing employees to the minimums of recommended ranges, costs to maintain certain range position, and costs to mirror the desired market competitiveness level.

b. Evaluate and recommend changes to selected pay policies, practices, and procedures, as needed, to support the redesigned system structure and programs The period of performance of any contract awarded as a result of this solicitation is tentatively scheduled to begin on or about April 22, 2024 and be in force through August 22, 2024 with possible amendments extending the period of performance.

It is anticipated that any contract awarded under this solicitation shall be in an amount not to exceed $80,000.00 (including taxes, fees, and all expenses). Proposals that exceed $80,000.00 shall be considered non-responsive, and their proposals will not be evaluated.

Purchaser does not anticipate the selected contractor’s involvement beyond the end date specified above. However, if the Purchaser determines that it is necessary to increase the contractor’s involvement, Purchaser may amend the contract. Such amendment, if any, to increase or decrease the dollar value and extend the period of performance, shall be at the sole discretion of the Purchaser.

The solicitation is open to individuals or organizations that meet the following minimum criteria:

1. Respondents must be licensed to perform work in Washington State.

2. Respondents must have extensive experience providing exempt salary survey consulting.

3. Respondents must have at least three (3) customer references for whom the Respondents has provided similar services during the past thirty-six (36) months preceding the response due date.

4. In submitting a response to this solicitation, the Respondent agrees to accept the terms set forth in this solicitation which are available on the website at https://www.seattlecolleges.edu/doing-business-with-us/general-terms-and-conditions.

5. The selected contractor will be required to sign a personal service contract, including General Terms and Conditions. Under no circumstances is the Respondent to submit its own standard contract terms and conditions in response to this solicitation. Respondents who do not meet the insurance requirements may request a waiver of coverage or limits of insurance in their submittal.

Respondents who do not meet these minimum qualifications shall be considered non-responsive, and their proposals will not be evaluated.

Preferred Qualifications:

1) Experience with higher education providing exempt salary analysis.

The proposal is to be brief but should include:

1. Experience on comparable projects: Indicate the experience with high education customers that the respondent has in salary analysis identified in this solicitation. Describe any additional experience that would substantiate and enhance the qualifications of the respondent regarding the performance of a contract resulting from this solicitation;

2. Staff qualifications: Identify staff, including subcontractors, who will be assigned to the potential contract, indicating the responsibilities and qualifications of such personnel, and include the amount of time each will be assigned to the project. Provide resumes for the named staff, which include information on the individual’s particular skills related to this project, education, experience, significant accomplishments and any other pertinent information. The Respondent must commit that staff identified in its proposal will actually perform the assigned work. Any staff substitution must have the prior approval of the Purchaser.;

3. Project work plan: Include all project requirements and the proposed tasks, services, activities, etc. necessary to accomplish the scope of the project defined in this RFP. This section of the technical proposal must contain sufficient detail to convey to members of the evaluation team that the Respondent’s knowledge of the subjects and skills necessary to successfully complete the project. Include any required involvement of Purchaser staff. The Respondent may also present any creative approaches that might be appropriate and may provide any pertinent supporting documentation.;

4. Schedule to accomplish the project: Include a project schedule indicating when the elements of the work will be completed. Project schedule must ensure that any deliverables requested are met.;

5. Costs or fees: Identify all costs in U.S. dollars including expenses to be charged for performing the services necessary to accomplish the objectives of the contract. The Respondent is to submit a fully detailed budget including staff costs and any expenses necessary to accomplish the tasks and to produce the deliverables under the contract. Respondents are required to collect and pay Washington state sales and use taxes, as applicable.

Costs for subcontractors are to be broken out separately. Please note if any subcontractors are certified by the OMWBE or self-certified.

Separately list and describe any anticipated reimbursable expenses that might be included as an allowance, separate from the contract fee.

List total cost.

Computation: The score for the cost proposal will be computed by dividing the lowest cost bid received by the Consultant’s total cost. Then the resultant number will be multiplied by the maximum possible points for the cost section.; and

6. Names, addresses and telephone number of three (3) business references.

The following weights will be assigned for proposal evaluation purposes:

Proposals will be evaluated by the Purchaser based on the response to the information requested above. All three (3) items must be addressed for the proposal to be considered responsive. The deadline for submission of responses is stated on Page one of this Informal Solicitation. Proposals submitted after the deadline will not be considered.

Proposals are to be emailed to:

Lisa Gacer, Procurement Coordinator

Email: lisa.gacer@seattlecolleges.edu The Purchaser reserves the right at its sole discretion to reject any or all responses for any reason whatsoever, prior to the execution of a contract. This solicitation for Responses does not obligate the Purchaser to contract for the services specified herein. The final selection, if any, will be the response, which in the opinion of the Purchaser, best meets the requirements set forth in the solicitation and is in the best interest of the Purchaser.

The Purchaser is not obligated to select the lowest priced response. The Purchaser shall not be responsible for any costs associated with a Respondent’s preparation of a response to this Solicitation.

Proposals submitted in response to this competitive procurement shall become the property of the Purchaser. All proposals received shall remain confidential to the fullest extent permissible by law until the contract, if any, resulting from this RFP is signed by the Contract Administrator, and the apparent successful Contractor.

Any information in the proposal that the Respondent desires to claim as proprietary and exempt from disclosure under the provisions of Chapter 42.56 RCW, or other state or federal law that provides for the nondisclosure of your document, must be clearly designated. The information must be clearly identified and the particular exemption from disclosure upon which the Respondent is making the claim must be cited. Each page containing the information claimed to be exempt from disclosure must be clearly identified by the words “Proprietary Information” printed on the lower right hand corner of the page. Marking the entire proposal exempt from disclosure or as Proprietary Information will not be honored.

If a public records request is made for the information that the Respondent has marked as "Proprietary Information," the Purchaser will notify the Respondent of the request and of the date that the records will be released to the requester unless the Respondent obtains a court order enjoining that disclosure. If the Respondent fails to obtain the court order enjoining disclosure, the Purchaser will release the requested information on the date specified. If a Respondent obtains a court order from a court of competent jurisdiction enjoining disclosure pursuant to Chapter 42.56 RCW, or other state or federal law that provides for nondisclosure, the Purchaser shall maintain the confidentiality of the Respondent's information per the court order.

Any protest of the selection process shall be resolved in accordance with the Purchaser’s Protest Policy and Procedures, which can be obtained from the Procurement Coordinator. Protests after Notice to Award will be considered only after a debriefing conference; respondents have three (3) business days after Notice to Award to request a debriefing conference.