RFP 24025 ACCGov Unified Pay Plan Classific.pdf

THE UNIFIED GOVERNMENT OF

ATHENS-CLARKE COUNTY(ACCGov)

DATE: September 24, 2023

TO: Qualified Vendors

SUBJECT: RFP # 24025 ACCGov Unified Pay Plan Classification and Compensation Study

You are invited to submit a proposal to provide a comprehensive classification and compensation review of all positions of the current Unified Pay Plan to include review of an ancillary Pay Plan for Public Safety Command

Staff for integration with the Unified Plan, for the Human Resources Department.

Inquiries regarding proposals should be made to Angie Perteet, Senior Buyer (762) 400-6053 or accbids@accgov.com. Technical questions may be directed to Sara Ivy, Compensation and Payroll Administrator at (762) 400-6398, or email: sara.ivy@accgov.com.

A pre-proposal conference to respond to all inquiries with regards to this project will be held at 10:30 AM ET, Thursday, October, 19, 2023 in the Human Resources Conference Room, located at 375 Satula Ave. in Athens, Georgia. Potential offerors are strongly encouraged to attend.

The estimated price of this project is not to exceed $350,000.00.

Attached hereto is the Request for Proposal (RFP) instruction document. The written requirements contained in this (RFP) shall not be changed or superseded except by written addendum from the Unified Government of

Athens-Clarke County Purchasing Division of the Finance Department. Failure to comply with the written requirements for this proposal may result in rejection of the proposal by the Unified Government of Athens-

Clarke County.

* One (1) USB Flash drive with a copy of the Proposal WITHOUT Pricing, One (1) printed paper copy(s) without pricing

* One (1) Separately Sealed USB Flash drive with Section V-D Price Proposal Schedule, with One (1) printed paper copy(s) of section V-D Price Proposal Schedule. Both of these must be submitted in a clearly marked and separately sealed envelope.

Proposals are to be sealed, marked with the offeror's name and address and labeled, “RFP # 24025 ACCGov

Unified Pay Plan Classification and Compensation Study” and delivered to:

The Unified Government of Athens-Clarke County

Finance Department, Purchasing Division

375 Satula Avenue

Athens, Georgia 30601

Not later than 3:00 P.M. ET, Monday, November 13, 2023

A qualified interpreter for the hearing impaired is available upon request at least 10 (ten) days in advance of the proposal opening date. Please call (706) 613-3088 for more information. This service is in compliance with the

Americans with Disabilities Act (ADA).

mailto:accbids@athensclarkecounty.com

Page | 2

Hand delivered copies may be delivered to the above address ONLY between the hours of 8:00 a.m. and 5:00 p.m. E.T., Monday through Friday, excluding holidays observed by the Unified Government of Athens-Clarke

County.

The Unified Government of Athens-Clarke County reserves the right to reject any and all proposals, to waive any technicalities or irregularities, and to award the contract based on the highest and best interest of the Unified

Government of Athens-Clarke County.

Page | 3

TABLE OF CONTENTS

SECTION TITLE

I REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

II REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

III SCOPE OF SERVICES

A. INTRODUCTION AND PURPOSE

B. GENERAL REQUIREMENTS

C. ADDITIONAL REQUIREMENTS

D. SCOPE OF WORK

IV SELECTION PROCESS AND EVALUATION CRITERIA

V MANDATORY PROPOSAL FORMS

A: PROPOSAL FORM

B: ADDENDA ACKNOWLEDGEMENT

C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

CONTRACTOR AFFIDAVIT & AGREEMENT

D: PRICE PROPOSAL SCHEDULE (ATTACHED)

(Must be submitted in a separately sealed envelope)

VI DOCUMENTS CHECKLIST

ATTACHMENT A: WHAT YOUR BUSINESS NEEDS TO KNOW ABOUT GEORGIA’S E- VERIFY

REQUIREMENTS

ATTACHMENT B: JOB CLASS MASTER SPREADSHEET

ATTACHMENT C: PRICING PROPOSAL WORKSHEET

Page | 4

SECTION I - REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

ALL PROPOSALS RECEIVED WILL BECOME A PART OF THE OFFICIAL CONTRACT FILE AND

MAY BE SUBJECT TO DISCLOSURE.

A complete signed proposal must include the documents listed below:

PROPOSAL FORMAT: Offerors are expected to examine the specifications, price schedule, and all instructions. Failure to do so will be at the offeror’s risk. Each offeror shall furnish the information required by the solicitation. The proposal and price schedule must be signed by an officer of the company, who is legally authorized to enter into a contractual relationship in the name of the offeror.

All proposals received will become a part of the official contract file and may be subject to disclosure.

PROPOSAL FORMAT: All proposals should include the information outlined below and in the following order:

1. Cover Letter: A brief cover letter of introduction and interest.

2. Table of Contents: Including all sections and subsections.

3. Business Information: State the full name and address of your organization and the branch office or subordinate element that will perform the services described in this proposal. Include a telephone number, the point of contact and official signature of an authorized company representative. Indicate whether you operate as a single proprietorship, partnership, or corporation. Include the state(s) in which you are incorporated and/or licensed to operate.

4. Qualifications and Experience: Include an organization chart and summary resumes of key personnel proposed for the project, including designations of the team leader, the consultant responsible for design, the project architect, the person responsible for all proposed communications with the owner and all proposed sub-consultants and a description of their roles.

a. Current Project Assignments: Identify the current project assignment(s) and the currently identified completion date(s) for projects currently being managed by the key individuals proposed for our project.

b. Understanding of the Project: Statement of the firm's understanding of the project and proposed approach for providing requested services.

c. Additional Services Required: Based on the firm's understanding of the project, identify any additional services that might be required for a successful program.

5. References: Include a minimum of three references for contracts of a similar nature, preferably public sector references. Include the name, address, telephone number, point of contact and description of the contract for each reference.

6. Financial Information and Documentation: Provide relevant information regarding organizational stability and strength. Documentation may include:

Page | 5

a. A statement of organizational structure (e.g., sole proprietorship, partnership, corporation, joint venture, etc.), information regarding the make-up of that structure (e.g., owner, partners, board of directors joint venture partners, etc.), a listing of financial references.

b. Failure to Complete Prior Projects - disclose whether the Offeror (or any general partner or joint venture of the Offeror) has ever failed to complete a similar project. If so, list the date of commencement of the project and the entity for which the project was to be performed, and explain why the project was not completed.

c. Disclose information and provide an explanation regarding any contracts involving the offeror or joint venture firm within the last three years which exceeded initial program or project budget, exceeded initial schedule, and any contract penalties or damages assessed.

7. General Project Approach: Provide the Following:

a. A general approach your firm would take for this project, identify areas that you feel are critical to project success and how your approach to those sets you apart from other firms.

b. Describe how your team’s technical expertise applies to this project.

c. Describe the project team’s approach to assuring timely completion of this project, include reasons behind any changes in schedule.

d. Describe your firm’s plan for implementation, ensuring that ACCGov will be able to implement the plan successfully and transparently.

8. Other Relevant Information: Include any other relevant information concerning the project in this section.

Page | 6

SUBMITTAL FORMAT: ALL proposal copies must be submitted in a sealed envelope or container with the

OUTERMOST container stating the company name, address, telephone number, the RFP number and TITLE

(RFP # 24025 ACCGov Unified Pay Plan Classification and Compensation Study).

If you have an ACCUG Vendor Number please include it on the sealed envelope or container. If you do not know or have a vendor number, please note we are not entering “bid only” vendors into our database. We will set up your company if you are awarded the RFP. Please rest assured that the vendor number is not a requirement for submitting your bid and will not count against you in any way.

One (1) USB Flash drive with a copy of the Proposal WITHOUT Pricing

One (1) paper copy of the signed proposal WITHOUT price

One (1) Separately Sealed USB Flash drive with copy of section V-D Price Proposal Schedule with

One (1) paper copy of section V-D Price Proposal Schedule

(Must be submitted separately in a sealed envelope)

Offerors are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service.

No responsibility shall attach to the Unified Government of Athens-Clarke County for the premature opening of a proposal not properly addressed and identified, and/or delivered to the proper or Improper address. Proposals via facsimile will NOT be considered.

ALL DOCUMENTS SUBMITTED ON USB FLASH

DRIVE MUST BE IN A SINGLE PDF FILE

Page | 7

THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY

REQUEST FOR PROPOSAL (RFP)

ACCGov Unified Pay Plan Classification and Compensation Study

Human Resources Department

ATHENS, GEORGIA

SECTION II - REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

A. INTRODUCTION

PURPOSE

The Unified Government of Athens-Clarke County desires to solicit competitive proposals from responsible vendors to provide a comprehensive classification and compensation review of all positions of the current Unified Pay Plan to include review of an ancillary Pay Plan for Public Safety Command

Staff for integration with the Unified Plan for the Human Resources Department, Athens, Georgia.

The contractor will provide services per the scope of services as indicated in Section III of this request for proposal (RFP).

B. RFP TIMETABLE

The anticipated schedule for the RFP and contract approval is as follows:

Proposal Documents Available……………….... Thursday, October 12, 2023

Pre-Proposal Conference .................................. 10:30 A.M. ET, Thursday, October 19, 2023

Deadline for submission of questions ............... 2:00 P.M. ET, Thursday, October 26, 2023

Deadline for receipt of proposal ....................... 3:00 P.M. ET, Monday, November 13, 2023

Presentations from shortlisted firms………… (Anticipated date range)

November 27, 2023 – December 1, 2023

C. CONTACT PERSON

The contact person for this RFP is Angie Perteet, Senior Buyer, Explanation(s) desired by the offeror(s) regarding the meaning or interpretation of this RFP must be requested from the contact person, in writing accbids@accgov.com. Technical questions may be directed to Sara Ivy, Compensation and Payroll

Administrator at (762) 400-6398, or email: sara.ivy@accgov.com.

Offerors are encouraged to contact only the contact persons stated above to clarify any part of this RFP.

Any such unauthorized contact shall not be used as a basis for responding to this RFP and also may result in the rejection of the offeror's submittal.

D. MINIMUM PROPOSAL ACCEPTANCE PERIOD

Proposals shall be valid and may not be withdrawn for a period of 120 days from the date specified for receipt of proposals.

E. ADDITIONAL INFORMATION/ADDENDA

The Unified Government of Athens-Clarke County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the proposal due date.

Offerors should not rely on any representations, statements or explanations other than those made in this

Page | 8

RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will prevail.

Request for additional information or clarifications must be made in writing no later than the date specified in the RFP Timetable. The request must contain the offeror's name, address, phone number, and email address.

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror’s receipt of any addendum will result in the rejection of the proposal if the addendum contained information which substantively changed the Owner’s requirements

Offerors who obtain this Request for Proposal from Georgia Procurement Registry or Athens Clarke

County/Purchasing (https://www.athensclarkecounty.com/Bids.aspx)or from other than the Purchasing

Division are advised to re-visit the above websites to obtain any addenda which may be issued prior to the proposal closing date. The Unified Government of Athens-Clarke County assumes no responsibility for Offerors’ failure to acknowledge any addenda issued

F. LATE PROPOSALS, WITHDRAWALS, MODIFICATIONS AND REJECTIONS

Proposals shall not be modified, withdrawn, or canceled by the offeror for a period of one hundred twenty

(120) days following the time and date designated for the receipt of proposals, and each offeror so agrees in submitting his proposal. Negligence on the part of the Offeror in the preparation of his proposal shall not be grounds for the modification or withdrawal of a proposal after the time set for proposal closing.

Proposals received after the proposal due date and time are late and will not be considered. Modifications received after the proposal due date are also late and will not be considered

G. PROPOSAL CLOSING

Proposal schedule prices will not be opened or read aloud publicly. A list of names of firms providing proposals may be obtained from Georgia Procurement Registry or Athens Clarke County Bids or via email request to E-Mail: accbids@accgov.com after the proposal due date and time stated herein. A tabulation of prices may be obtained upon award.

H. NON-COLLUSION AFFIDAVIT

By submitting a proposal, the offeror represents and warrants that such proposal is genuine and not sham or collusive or made in the interest or on behalf of any person not therein named and that the offeror has not directly or indirectly induced or solicited any other offeror to put in a sham proposal, or any other person, firm or corporation to refrain from proposing and that the offeror has not in any manner sought by collusion to secure to that offeror any advantage over any other offeror.

By submitting a proposal, the offeror represents and warrants that no official or employee of the Unified

Government of Athens-Clarke County has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made under it, or in any expected profits to arise therefrom.

I. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

By submitting a proposal and executing the attached Affidavits, the offeror verifies its compliance with

O.C.G.A. §13-10-91. The offeror further agrees to maintain records of such compliance and shall provide a copy of each such verification to Unified Government of Athens-Clarke County, at the time the subcontractor(s) is retained to perform such services.

http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp http://www.athensclarkecounty.com/index.aspx?NID=375 http://www.athensclarkecounty.com/index.aspx?NID=375 https://www.athensclarkecounty.com/Bids.aspx http://ssl.doas.state.ga.us/PRSapp/PR_public_routing.jsp?route_code=nigp_list http://ga-athensclarkecounty.civicplus.com/Bids.aspx

Page | 9

J. COST INCURRED BY OFFERORS

All expenses involved with the preparation and submission of proposals to the Unified Government of

Athens-Clarke County, or any work performed in connection therewith shall be borne by the offeror(s).

No payment will be made for any responses received or for any other effort required of or made by the offeror(s) prior to the commencement of work as defined by a contract approved by the governing body of the Unified Government of Athens-Clarke County.

K. EQUAL OPPORTUNITY POLICY STATEMENT

It is the policy of the Athens-Clarke County government that no person or business shall be excluded from participation, denied the benefits of, or otherwise discriminated against in relation to the award and performance of any contract or subcontract on the grounds of race, color, creed, national origin, age, or sex.

L. HOLD HARMLESS AND INDEMNIFICATION

The Offeror agrees, insofar as it legally may, to indemnify and hold harmless the Unified Government of

Athens-Clarke County, its officers, employees and agents from and against all loss, costs, expenses, including attorneys' fees, claims, suits and judgments, whatsoever in connection with injury to or death of any person or persons or loss of or damage to property resulting from any and all operations performed by Offeror, its officers, employees, and agents under any of the terms of this contract.

M. AWARD OF CONTRACT

Award will be made to the responsible offeror whose proposal is responsive to the terms of the request for proposals and is most advantageous to the Unified Government of Athens-Clarke County.

N. QUALIFICATION OF OFFERORS

The Unified Government of Athens-Clarke County may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to perform the work and the offeror shall furnish to the Unified Government all such information and data for this purpose as may be requested.

The Unified Government reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy the Unified Government that such offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

The Unified Government of Athens-Clarke County contractors/vendors must have a current Athens-

Clarke County business license if they are physically located in Athens-Clarke County or if they perform a service in Athens-Clarke County.

Proposals from any offeror that is in default on the payment of any taxes, license fees, or other monies due to the Unified Government will not be accepted.

O. ALTERNATE PROPOSALS

Alternate proposals or proposals that deviate from the requirements of this solicitation will not be considered. Offerors shall not insert in their proposal any written statement which will have the effect of making any material change or changes in the Scope of Services or in any contract between the parties covering subject matter thereof.

P. OPEN RECORDS

In accordance with OCGA Section 50-18-72(a)(34) Any trade secrets obtained from a person or business entity that are required by law, regulation, bid, or request for proposal to be submitted to an agency. An entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10. If such entity attaches such an affidavit, Page | 10 before producing such records in response to a request under this article, the agency shall notify the entity of its intention to produce such records as set forth in this paragraph. If the agency makes a determination that the specifically identified information does not in fact constitute a trade secret, it shall notify the entity submitting the affidavit of its intent to disclose the information within ten days unless prohibited from doing so by an appropriate court order. In the event the entity wishes to prevent disclosure of the requested records, the entity may file an action in superior court to obtain an order that the requested records are trade secrets exempt from disclosure. The entity filing such action shall serve the requestor with a copy of its court filing. If the agency makes a determination that the specifically identified information does constitute a trade secret, the agency shall withhold the records, and the requester may file an action in superior court to obtain an order that the requested records are not trade secrets and are subject to disclosure;

Q. NON-DISCRIMINATION ORDINANCE

Contractor agrees to abide by and be bound by Chapter 6-21 of the Code of Athens-Clarke County, Georgia, regarding Unlawful Discrimination and agrees to ensure that any and all subcontractors operating pursuant to this solicitation also agree to abide by and be bound by Chapter 6-21 of the Code of Athens-Clarke County, Georgia.”

Page | 11

SECTION III - SCOPE OF SERVICES

The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary for a comprehensive compensation and classification as per the scope of services outlined below for the period up to 24 months from date of contract.

A. INTRODUCTION AND PURPOSE

The Unified Government of Athens-Clarke County (ACCGov) is a unified city/county government located in the northeast section of the state of Georgia and is approximately sixty (60) miles northeast of

Atlanta, Georgia. The Unified Government of Athens-Clarke County (the government’s official name) was formed in 1991 by a referendum which required the combining of The City of Athens and Clarke

County. ACCGov serves an area population of approximately 100,000 with annual growth projected at

1% per year. ACCGov provides a multitude of local and state-funded services, which includes, but is not limited to, Public Safety, Utility, Courts, Corrections, Tax and Fire Services. ACCGov employs approximately 1,900 people.

Currently, there are 1,784 authorized full-time positions and approximately 200 part- time positions

(excluding seasonal part-time) representing about 415 unique job classifications. The last comprehensive classification and compensation study was conducted in 2018 and was fully implemented in January 2019.

This study encompassed all departments of the Unified Government. In 2021, ACCGov transitioned all non-civilian public safety employees to a separate Public Safety Step Plan.

B. GENERAL REQUIREMENTS

1. Access Control: Human Resources operates within a secured space located at 375 Satula Avenue, Athens, Georgia. Vendors may gain access to individual offices only when accompanied by an authorized Human Resources employee. Shared meeting space is available upon request within the common areas of the building and in other locations throughout the government.

2. Contract Performance Period: Contract performance period shall be determined from the date of award, unless terminated by either party giving to the other written notice of termination in writing thirty (30) days prior to the proposed date of termination. Termination by the Unified Government of Athens-Clarke County can be immediate upon contractor failure to comply with any of the terms.

3. Hours Of Operation: 8:00 A.M. ET to 5:00 P.M. ET

4. Ordering and Payment: Performance will be ordered by issuance of a purchase order for the period of performance. Payment for work performed shall be paid monthly upon receiving invoicing with an attached copy of each certificate of receipt of service for that month signed by Department designee. The contractor shall ensure that all invoices clearly reflect the purchase order number.

All original invoices must be mailed or hand-delivered to Athens-Clarke County Accounts

Payable, P.O. Box 1748, Athens, GA 30603 or Athens-Clarke County Accounts Payable, 375

Satula Avenue, Room 175, Athens, GA 30601. A duplicate invoice must be submitted to the

Human Resources Department Attn: Jeff Hale and Sara Ivy. Failure to comply with this provision may result in delayed payments for services rendered.

Page | 12

a. The Contractor shall prepare and submit invoices to the Finance Office address specified on individual orders. If the invoice does not comply with these requirements, the Finance

Office will return it with the reasons why it is not a proper invoice. A proper invoice must include the items listed below.

(i) Name and address of the Contractor.

(ii) Invoice date and invoice number. (The Contractor should date invoices as close as possible to the date of the mailing or transmission.)

(iii) Purchase order number for supplies delivered or services performed.

(iv) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.

(v) Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms).

(vi) Name and address to whom payment is to be sent.

(vii) Name (where practicable), title, phone number, and mailing address of the person to notify in the event of a defective invoice.

(viii) Any other information or documentation required by the contract (e.g., evidence of shipment).

b. In the event orders are made via monthly or period purchase orders, the contractor may provide a summary invoice for all deliveries made during a billing period, identifying the delivery tickets covered therein, stating their total dollar value. A summary invoice shall be supported by receipt copies of the delivery tickets. Delivery tickets or sales slips shall contain:

(i) Name of supplier

(ii) Purchase Order number

(iii) Ship to Department and Address

(iv) Description, Quantity, unit price, and extension of each item.

(v) Date of delivery or shipment.

C. ADDITIONAL REQUIREMENTS

1. TERMINATION FOR CAUSE: The Unified Government of Athens-Clarke County reserves the right to terminate the resulting contract, in whole or in part, for failure to comply with any provisions of the contract as outlined by providing a written notice to the successful vendor at least ten (10) days before the effective date of termination. The successful vendor will not be relieved of any outstanding responsibilities or unfinished obligations under this contract.

The successful vendor has the right to terminate this contract for cause by providing a written notice of intent to the Purchasing Administrator to terminate at least thirty (30) days prior to the effective date of the contract termination.

2. CONTRACT RENEWAL TERMS

After the first year of this contract, the contract shall be automatically extended for four (4) additional periods of one (1) year each (collectively “Renewal Term”) unless either party gives written notice of its intention not to renew, or the intention to modify, the agreement ninety (90) days before expiration of the effective renewal term.

3. TERMINATION WITHOUT CAUSE: The Unified Government of Athens-Clarke County reserves the right to terminate the contract at any time without cause, in whole or in part, by providing a written notice to the other party at least thirty (30) days before the effective date of termination. The other party will not be relieved of any outstanding responsibilities or unfinished obligations under this contract that were incurred prior to termination.

Page | 13

4. INSURANCE.

a. The Contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance specified below. The insurer shall be in good standing within the state of Georgia through the Insurance

Commissioner’s Office and must be rated “A” or better, with AM Best Company.

b. Before commencing work under the contract, the Contractor shall provide to Athens Clarke

County, Attn: Purchasing Administrator, a Certificate of Insurance evidencing the required kinds and amounts of insurance. The minimum kinds and amounts of insurance shall be:

i. Workers’ Compensation – Contractors are required to comply with applicable Federal and Georgia State workers’ compensation statutes. Policies covering Workers’

Compensation liability shall provide coverage of statutory benefits and employers liability of at least $1,000,000 each accident; at least $1,000,000 each employee for disease and $1,000,000 policy limit for disease.

ii. General Liability - $2,000,000 aggregate; $1,000,000 per occurrence; 50,000 fire damage; 5,000 medical expenses; 1,000,000 products completed operations;

1,000,000 personal and advertising injury or greater. Coverage should be on a per occurrence basis.

iii. Automobile Liability – Automobile liability insurance shall be written on the comprehensive form of policy – Combined single limit of at least $1,000,000 to include Hired Autos and Non-owned Autos. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract.

iv. Excess Liability - $1,000,000 on a per occurrence basis.

v. Professional Liability - $2,000,000.00

vi. Any bid exceeding $50,000 requires a performance and payment bond for in the amount of 100% of the job. No material deviation from the language will be accepted. These documents must be filled out completely and notarized with appropriate power of attorney form attached. The bonding company must appear on the Federal register of approved companies.

c. The Certificate of Insurance evidencing required insurance coverages must be provided. An endorsement to the effect that any cancellation or any material change adversely affecting The

Unified Government of Athens Clarke County’s interest shall not be effective until 60 days after the insurer or the Contractor gives written notice to the Purchasing Administrator. An additional insured endorsement must be provided on all policies, except workers’ compensation and professional liability, naming Unified Government of Athens Clarke County as an additional insured. A primary and non-contributory endorsement must be provided on all coverages, except workers’ compensation and professional liability.

d. The Certificate of Insurance shall reference the proposal and project name as evidencing this requirement.

e. The Contractor shall insert the substance of this requirement, including this paragraph, in subcontracts under the contract that require work on The Unified Government of Athens-

Clarke County property and shall require subcontractors to provide and maintain a copy of all subcontractors’ proofs of required insurance, and shall make copies available to the Purchasing

Administrator upon request.”

Page | 14

f. The following persons or entities are to be listed on the Contractor’s general liability policy of insurance as additional insureds:

Copies of endorsements showing the Unified Government of Athens Clarke County and each additional insured identified herein have been added to the policies as additional insureds, primary and non-contributory endorsements in favor of Unified Government of Athens

Clarke County and notices of cancellation on each policy shall be attached to each of the certificates.

Page | 15

To facilitate the specific task requirements RFP submittals shall include, but not be limited to your approach to the following Scope of Work and associated deliverables:

D. SCOPE OF WORK

The Unified Government of Athens-Clarke County desires to solicit competitive proposals from responsible vendors to provide a comprehensive classification and compensation review of all positions of the current

Unified Pay Plan to include review of an ancillary Pay Plan for Public Safety Command Staff for integration with the Unified Plan, with the final deliverables to include:

1. Pay Structure and Pay Philosophy

2. Job Evaluations

3. Job Descriptions

4. Market Analysis

5. Updated Pay Table

6. Job Classification and Job Evaluation System

7. Project Summary and Methodology Deliverables

The Human Resources Department, Unified Government of Athens-Clarke County, Georgia is the lead department for this project with an expected implementation date of January 2025 and completion date of the full project by June 30, 2025. See Preliminary Tentative Timeline below.

Pay Philosophy Objective Mayor and Commission formally adopt pay philosophy to guide compensation for the Unified Plan.

Proposed Deliverable: Formal Pay Philosophy Resolution for Mayor & Commission Approval.

Tasks:

a. Conduct Facilitated Informational Sessions with ACCGov Elected Officials and Leadership to establish:

o Whether ACCGov should set salaries at, above, or below market.

o Draft formal pay philosophy resolution for adoption.

Pay Structure Objective: Obtain consultant recommendations on enhancement to ACCGov job architecture, and how best to maintain it over time.

Proposed Deliverable: Revised Unified Plan structure, rationale, and guidance for implementation and maintenance in the form of policy, procedure, and rules yielding a plan that is easy for employees to understand and for ACCGov to administer.

a. Job Architecture – consider feasibility of establishing job families or other approach such that pay can be addressed among certain groups of positions with changes in the job market (e.g. CDL drivers, skilled trades, IT positions) without impacting all classifications or creating undue complexity and administrative burden.

b. Executive Pay – consider need for an Executive/Professional Pay Plan separate from, or as part of a modified Unified Plan.

Page | 16

Job Evaluations Objective: Conduct complete evaluation of every job in the Unified Pay Plan; compile and summarize the results.

Proposed Deliverables: Custom Job Analysis Questionnaires encompassing the inventory of current positions;

Completed Questionnaires and accompanying data in Excel format; Summary Report of Job Analysis

Methodology, and Overall Results.

a. Inventory of Current Positions for Evaluation: Review all current job classifications. Analyze, document, and validate classifications for knowledge, skills, abilities, essential functions, education and experience, relevance and hierarchical consistency, supervision received and exercised, any special requirements, licensing and/or certifications and FLSA status of each position.

b. Conduct interviews with employees and appropriate supervisory and management personnel to validate job descriptions and allow input into the development or revision as needed.

c. Development of Job Analysis Questionnaire.

d. Meet with Department Directors, Elected and Appointed Officials, Human Resources employees, organization leadership, and/or supervisors to ensure accuracy of responses.

e. Compilation and Analysis of Job Analysis Questionnaire Responses.

f. Summary of Job Analysis Process, Methodology, and Overall Results.

g. Recommendations for reduction in number of job titles.

Job Descriptions Objective: Write a concise, complete, defensible, version-controlled job description for every job in the

Unified Plan.

Proposed Deliverables: Standard Format for Job Descriptions with agreed upon elements and features; Job

Descriptions for Every Position included in the Pay Study, Reviewed and Approved by Department Director, Elected or Appointed Official; Schema for Modification and Version Control.

As informed by the Job Analysis Questionnaire, for each position establish:

a. Minimum Qualifications.

b. Essential Job Duties, standardized across job families.

c. Core Competencies, standardized across job families.

d. Americans with Disabilities Act minimum qualifications.

e. FLSA designation.

f. Classification (grade) under the new Unified Plan.

g. Schema for modification and version control.

Market Analysis Objective: Assess external equity such that ACCGov can readily maintain competiveness with other comparable agencies and private companies in order to recruit and retain top talent into our organization.

Proposed Deliverables: Peer Group Development and Summary; Methodology and Guiding Principles

Summary; Summary of Purpose and Minimum Experience and Education/Training of Jobs Reviewed;

Summary of Data Collection Sources and Identification of Gaps in Data; Summary of Job Mapping for Each

Job Reviewed; Data Analysis in Excel Format and Graphic Depictions; Competitive Comparison of Market to

Current ACCGov Minimum, Midpoint, Maximum for Every Position; Summary of Key Findings.

Page | 17

a. Determine appropriate labor market for ACCGov to include public and private sector peer group comparators as well as survey data sources. Acquire data from several sources to include each comparator’s compensation plan(s), any recent pay studies/surveys, recruiting materials, and job postings.

b. Align ACCGov jobs to peer group positions such that they share no less than 75% alignment based on the job description.

c. Comparative analysis identifying the Unified Government’s competitive position in the established labor market.

d. Develop a market-informed strategy for annual pay increases, to include pay table increases, “across the board” increases and pay for performance increases.

Job Classification and Job Evaluation System Objective: Create a classification and compensation plan that is easy to understand, explain, and administer, and that will provide data for further use by ACCGov.

Proposed Deliverables: Summary of Job Architecture/Job Family Rationale; Job Architecture and Assignment of Each Position to a Job Family; Job Evaluation Methodology and Instruction Manual; Job Evaluation

Software and Training Materials; Equity Adjustment and Compression Abatement Methodology and

Procedures; Job Evaluation Appeals Process; Updated Pay Scale; Updated Career Ladders and Career Pathways with Requirement Matrices; Hiring Incentive and Reward Systems Policy and Procedure.

a. Job Architecture – establishment of appropriate Job Architecture for ACCGov.

b. Identify and recommend appropriate structure (e.g., job families), job classifications, salary ranges for existing and proposed positions.

c. Recommend appropriate job evaluation method to evaluate all classifications in developing a hierarchy of positions based on the value of each job to ACCGov.

d. Provide an updated job evaluation system, to include software and training, that is easy to use and incorporates comparative positions in each evaluation.

e. Identify potential pay compression issues and provide recommendations for solutions to include mitigation of issues related to wage floor of $15.60 in FY23.

f. Provide for an appeals process, provide appeal evaluation criteria, steps to follow and ensure the process is handled in accordance with the appeals process guidelines/criteria.

g. Provide fully updated pay scale(s).

h. Provide fully updated and/or new career ladders and career pathways.

i. Provide specific hiring incentive and reward systems practices based on specialized certifications, education, etc.

j. Provide means to address pay for single classifications, or groups of classifications when market conditions change such that pay is out of alignment, creating staffing crisis, while maintaining the integrity of the classification system.

Updated Pay Table Objective: Assess internal equity so as to enable ACCGov to provide fair and equitable salaries for employees, including the ability to reward retention, employee initiative, and professional development. For the Unified

Pay Table, review size of pay ranges, overlap of pay ranges, groupings within pay ranges, progression through pay ranges, compression between pay ranges and current compensation methods and establish a new or updated

Pay Table or Pay Tables.

Page | 18

Proposed Deliverables: Updated Pay Table(s) with appropriate pay ranges with appropriate overlap and grouping of pay grades, groupings within pay ranges, progression through pay ranges, compression between pay ranges and current compensation methods and establish a new or updated Pay Table or Pay Tables.

a. Establish a fair, equitable, and defensible formula for placing each position and each incumbent into the new/updated Unified Pay Plan that meets the needs of ACCGov within budgetary constraints.

b. Provide an implementation strategy to include communication materials, summaries, frequently asked questions, and an appeals process.

c. Provide training to Human Resources Department employees and supervisors, to assure that the implementation and maintenance of the plan are accomplished as intended.

d. Incorporation of Public Safety Pay Table (rank and file are in a Step Plan while Chiefs and other

Command Staff are in this set of classifications) into Unified Pay Table or separate Executive Pay

Plan as may be recommended.

e. Living Wage Reconciliation.

f. Lateral Transfer of Non-Public Safety Employees Methodology.

g. Analysis of current promotion and demotion methodology and update of formulas, if necessary.

h. Methodology for transferring employees from the Public Safety Step Pay Plan to the Unified Plan and vice versa.

Project Summary and Methodology Deliverables

Objective: Presentation of results and cost of full implementation in easily understandable, transparent formats, able to be tailored to specific employees or groups of employees, and decision makers.

Proposed Deliverables: Final Report including estimated cost of full implementation; Presentations for

Various Meetings; Implementation Toolkit; Templates for Various Employee Letters; Policies and Procedures

Manual.

a. Prepare written report of recommendations, including discussion of method, techniques, and data used to develop the Classification & Compensation Study. Analyze the impact of any potential changes and provide explanation of potential unintended consequences of recommendations.

b. Present findings and recommendations through written and oral reports at various meetings, which may include but are not limited to department meetings, Manager’s Office meetings, and Mayor and

Commission meetings.

c. Provide compensation policies and procedures to ensure that ACCGov effectively administers and maintains the new classification and compensation plan in the future, so that the system is easy for the Human Resources Department to administer, maintain, and defend. It should be conducive to and easily accommodate organizational change, growth, changing technologies, market or economic conditions, and stay competitive. It should provide guidelines for plan implementation and administration, forms and procedures that are clear and understandable, communication materials that promote employee acceptance of the process and results.

d. Personnel Ordinance Review: Identify where changes in the Compensation and Classification

System as a result of the study would conflict with current ordinance; require additional language in existing ordinance; and/or require new paragraph or section of ordinance.

Page | 19

Preliminary Tentative Timeline

Phase 1: Planning and Selection (3-4 months, July – November 2023)

1. Month 1-4: Project Initiation and Stakeholder Engagement

• Identify key stakeholders, including HR staff, department heads, and employee representatives.

• Establish a project team with representatives from HR, finance, and relevant departments.

• Develop a communication plan to keep stakeholders informed throughout the process.

Phase 2: Data Collection and Analysis (4-6 months, December 2023 – April 2024)

2. Month 4-6: Job Analysis and Data Gathering

• Facilitated session with M&C for adoption of pay philosophy at, above, lagging market.

• Conduct job analysis to identify and document job duties, responsibilities, and qualifications for various positions.

• Collect and review existing job descriptions, organizational charts, and compensation data.

• Create surveys and conduct interviews with employees to gather additional job-related information.

3. Month 7-8: Market Benchmarking and Data Compilation

• Define ACCGov market and positions for market survey.

• Research and gather external market data on compensation trends for comparable positions in the region or industry.

• Compile and analyze the collected data to determine the competitive position of the Unified

Government in terms of compensation.

• Report to Manager, update of Mayor & Commission.

Phase 3: Classification and Compensation Plan Development (May– August 2024)

4. Month 9-11: Job Classification and Compensation Structure

• Develop a new or revised job classification structure based on the job analysis and market data.

• Create a compensation structure that aligns with the job classifications, including salary ranges and grades.

• Develop recommendations and costing options to Human Resources, Manager, Mayor & Commission update.

5. Month 12-13: Policy and Procedure Development

• Create or update policies and procedures related to job classification, compensation, pay adjustments, and career progression.

• Ensure compliance with relevant laws and regulations.

• Provide plan for market intelligence/data and mid-FY process for addressing single classifications or groups of classifications where hiring is mission critical but pay is out of alignment with the market.

• Criteria for Manager to recommend M&C adjust pay table, provide market increase mid-FY.

Phase 4: Review and Approval (1-2 months, Sept – Oct 2024)

6. Month 14-15: Stakeholder Review and Feedback

• Present the proposed classification and compensation plan to Department Directors, Appointed/Elected, and other key stakeholders for review and feedback.

• Make necessary adjustments based on stakeholder input.

7. Month 16-17: Plan Approval and Implementation Strategy

• Obtain final approval for the classification and compensation plan from relevant authorities or decision-makers.

• Develop a strategy for communicating the plan to employees and managers.

Page | 20

Phase 5: Implementation and Communication

(2-4 months, Nov – Dec 2024: Jan 2025 full implementation for just 2nd half FY25)

8. Month 18-20: Implementation and Communication

• Roll out the new classification and compensation plan to employees and managers.

• Conduct training sessions to ensure understanding of the new structure and policies.

• Address any questions or concerns from employees during the transition.

• Payroll System Changes in Munis, individual outcome letters.

Phase 6: Comprehensive Job Description Update

9. Month 21-TBD Comprehensive Job Description Update (Feb 2025 – June 2025)

• February 2025 – Employee grace period for identification of error in dates for transition (time in position, with ACCGov) or other error.

• Reformat to include all legal and necessary elements including Core Competencies which will inform those in PerPro if consistent job family definitions can be aligned between.

o Minimum qualifications review and alignment.

o Update of titles and classifications.

o Common language for supervision, ADA, emergency, safety sensitive, merit/non merit etc.

o Department Director final approvals with their supervisors and management.

o Update Neogov, Munis.

Ongoing Monitoring and Evaluation (Additional Monitoring – Optional Renewals)

10. Post-Implementation: Monitoring and Adjustment

• Continuously monitor the effectiveness of the classification and compensation plan.

• Gather feedback from employees and managers regarding the plan's impact on recruitment, retention, and employee satisfaction.

• Make adjustments to the plan as needed to address changing circumstances.

• Annual plan table, market and merit pay maintenance and reclassification process.

Page | 21

SECTION IV - SELECTION PROCESS AND EVALUATION CRITERIA

The Unified Government of Athens-Clarke County intends to evaluate proposals and award a contract after conducting discussions with offerors whose proposals have been determined to be within the competitive range.

If it is determined that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the Unified Government may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals. Therefore, the offeror's initial proposal should contain the offeror's best terms from a price and technical standpoint.

EVALUATION CRITERIA

EVALUATION CRITERIA: Evaluation criteria to be used in determining the selected firm in order of importance are:

1. UNDERSTANDING OF THE PROJECT and proposed technical approach. Assesses whether the contractor has given sufficient evidence of having understood the requirements stated in the SOW.

Technical Approach. Assesses whether the contractor has proposed a solution that is technically feasible and achievable within the constraints of the SOW. (total 60 points)

a. Contractor response to the project timeline – 20 points

b. Understanding of the totality of the project – 20 points

c. Technically proficient solution proposed – 20 points

2. PROJECT TEAM Management and Staffing Approach. Assesses contractor's ability to effectively manage personnel, provide experienced and qualified key personnel and respond rapidly to staffing requirements. Qualifications of Key Personnel. Assesses the ability of the contractor to hire, retain and train qualified technical personnel similar to those required for the task. (total 10 points)

a. Qualifications of the team that will be assigned to ACCUG’s project – 5 points

b. Management and Staffing Approach – 5 points

3. QUALIFICATIONS AND EXPERIENCE of staff assigned to the projects. Experience on Similar

Projects. Assesses whether contractor performed satisfactorily on similar projects regarding schedules, turnover rates, meeting costs and success in performing the work. References requested for validation of the information provided by the vendor.

a. Similar projects completed successfully and within the allotted timelines – 10 points

4. REFERENCES & REFERENCE PROJECTS including applicable past work with the Athens- Clarke

County Government. Past Performance. Assesses customer satisfaction with the vendor on prior projects. References requested for validation of the information provided by the vendor. (total 10 points)

a. References from similar projects – 5 points

b. Past Performance – 5 points

5. PRESENTATION Quality of presentation. Understanding of adapting to Athens Clarke County needs and processes. Use of technology and deliverables. – 20 points

6. COST & PRICING Assesses price. Also, whether the price is reasonable…