RFP_class_pay_study_July_2014.pdf

City of DeBary

REQUEST FOR PROPOSALS

for

COMPENSATION & CLASSIFICATION

STUDY SERVICES

RFP #04-14

Proposal Return Date and Time:

Tuesday, July 22, 2014

2:00 p.m.

BACKGROUND

The City of DeBary is located in Southwest Volusia County. It has a population of 19,330 and covers 25 square miles. DeBary has 28 full-time employees serving in Administration, Finance, Parks and Recreation, Planning and Zoning, and Public Works.

There are no bargaining units. The City relies on contracts for other services including law enforcement, fire, engineering, and building permitting.

The City also has part-time employees. All part-time employees are serving in Parks and Recreation. Most of these positions are seasonal (summer camp counselors, referees for various sports, winter camp counselors, cheer coaches, etc.) Part-time employees are not eligible for benefits.

Our City will be facing an increase in service demand in the next five years as the population is expected to increase with SunRail and the development surrounding the station.

SCOPE OF SERVICES

The City of DeBary invites proposals from qualified firms experienced in conducting compensation and classification studies. The study is to include all classifications except the five elected officials with the following objectives:

• Provide questionnaires for completion by all employees. Job audits should be conducted to verify and validate the information provided on the job questionnaires.

Conduct personal interviews with employees, supervisors, and directors. This process should identify whether job classes are correctly placed in the organizational hierarchy and if individuals within the classes are correctly classified.

• Review and make any necessary recommendations regarding the City’s current job descriptions as they relate to performance evaluations, ADA compliance criteria and the assignment of Commercial Driver’s License requirements to certain positions.

Provide a mechanism for placing newly created job classifications into the City’s pay structure.

• Conduct a compensation survey of public and private labor market comparables using a survey document designed specifically for the City of DeBary. The survey should be designed to capture not only base salary information, but comprehensive benefits information (inclusive of health, life, dental, vision, and disability insurance;

deferred compensation; pension; leave plans and incentives; and salary schedules or pay plans) to ensure that the City is competitive in its total compensation package.

relative to internal factors and external markets.

• Develop a compensation plan that fairly and equitably compensates all employees. Conduct analysis that addresses the issue of internal equity. Recommend the assignment of each classification to a pay grade. Group positions based upon duties performed, knowledge, skills and abilities for the position.

• Review and make any necessary recommendations regarding the current Personnel Rules and Regulations.

• Examine the City’s current assignment of exempt versus non-exempt positions as they relate to the Fair Labor Standards Act and make appropriate recommendations with justification.

• Make presentation to Council or others as needed.

GENERAL INFORMATION

The City of DeBary anticipates entering into a contract with the firm that submits the proposal judged by the City to be most advantageous to the City. The City anticipates awarding a single contract to the firm chosen, but reserves the right to award in any fashion it, in its sole determination, decides is in its best interest.

The firms submitting a response to this request understand that this RFP does not constitute an agreement or a contract with the City. An official contract or agreement is not binding until the submission is reviewed and accepted by the City Council and executed by all parties.

The City reserves the right to reject all proposals, to waive any formality, and to solicit and advertise for other proposals.

Neither the City nor its representatives shall be liable for any expenses incurred in connection with the preparation of a response to the RFP. Firms responding should prepare their submittals simply and economically, providing a straightforward and concise description of the firm’s ability to meet the requirements of the RFP.

The City will not respond to oral inquiries. All inquiries for interpretations of this RFP should be submitted in writing to:

Kassandra Esposito Blissett Assistant City Manager 16 Colomba Rd.

DeBary, FL 32713

The City will respond to written inquiries received by 3:00 p.m. on July 15, 2014.

The City may delay scheduled due dates if it is to the advantage of the City to do so.

The City will notify respondents of all changes in the scheduled due dates by written addenda.

RULES FOR SUBMISSIONS

The submission must name all persons or entities interested in the submission as principals. The proposal must declare that it is made without collusion with any other person or entity submitting a proposal pursuant to the RFP.

SUBMISSION FORMAT

A. Letter of transmittal.

This letter will summarize in a brief and concise statement the respondent’s qualifications. An official authorized to negotiate for the respondent must sign the letter of transmittal. The letter should not exceed one page in length. Each respondent shall provide seven (7) copies of its submittal and one (1) electronic copy on CD.

B. The location of the office where the work will be prepared; and the key personnel in that office.

The respondent may identify all of its offices, but the location of the main office that will be responsible for the actual production of the work and the names of key personnel in that office who will be responsible for the completion of the work must be identified.

C. Organization Profile and Qualifications.

This section of the proposal must describe the respondent, including the size of the office responsible for the work activities. The respondent shall provide the City with the resumes of the primary individuals, outlining all qualifications of the personnel described in this section.

D. Scope of Services An express agreement to meet or except the specifications included in the RFP.

List any exceptions taken to these specifications.

E. Fee Proposal Provide a detailed cost for providing the services listed herein. The City is prepared to pay a fixed fee to be paid upon the receipt and approval of the final report by the City. The stated fee shall include all costs associated with the performance of the services. There shall be no hidden costs associated with this request. Full disclosure of nature and amount of all fees and charges is mandatory. The City shall not be responsible for the reimbursement of any costs not specifically set forth in the firm's proposal and mutually agreed upon in advance in writing. The City reserves the right to accept any part or all of the proposer’s fee schedule.

F. References.

This section of the submission must include a list of at least five (5) projects of a similar type the responsible office or individuals have completed within the last five (5) years. The list must include:

1. A brief description of the project

2. Total bid price and contract time limit.

3. The name and telephone number of a contact person.

4. The date the project was completed.

G. Deliverables/Timeline A description that outlines the approach to be taken to meet the objectives of this RFP. This should include a description of deliverable products and a projected timeframe for providing products.

H. Other Information.

Any additional information the respondent feels would be necessary for the City’s review of the submission.

INSTRUCTIONS FOR PROPOSALS

1. Sealed proposals will be received at City Hall, 16 Colomba Road, DeBary, FL 32713 no later than 2:00 p.m. on July 22, 2014. Proposals will not be accepted after this time.

2. Proposals must be delivered in a sealed envelope or sealed box with the name of the proposer and “RFP #04-14” clearly marked on the outside. No telegraphic or facsimile proposal submissions will be accepted.

3. Cost of the preparation and submittal of proposals is an operational cost of the proposer, and the City of DeBary will not be responsible for any such costs incurred.

4. Sealed Proposals, 7 signed copies and one electronic copy on CD, shall be delivered to the City. Faxed, emailed or other electronic formats will not be accepted.

5. Proposals received after the deadline will not be considered and will be placed in the file unopened. It is the sole responsibility of the Proposer to assure timely delivery of their response.

WITHDRAWAL OF PROPOSALS

Proposals may be withdrawn by notifying the City in writing at any time prior to the opening. Respondents may withdraw their submission in person or by an authorized representative. Respondents and authorized representatives must provide the letter of withdrawal, picture identification, and proof of authorization (in the case of authorized representative). Once opened, the proposals become “public record” and are subject to public disclosure in accordance with the Florida Public Records Law, F.S. 119.

ADDENDA

It is the sole responsibility of the Proposer to ensure all addenda are obtained. Should revisions to the RFP documents become necessary, the City will only post addenda information on the City’s Website. All Proposers should check the site at least 3 calendar days prior to the submission date to verify information regarding Addenda. Failure to do so could result in rejection of the proposal as unresponsive.

EQUAL OPPORTUNITY

The City recognizes fair and open competition as a basic tent of public procurement and encourages participation by minority and women business enterprises.

INSURANCE

The firm awarded the contract shall secure, maintain and present insurance coverage reflecting the minimum amounts and conditions as required by the City.

DISQUALIFICATION OF PROPOSER

A. NON-COLLUSION AFFIDAVIT: Any person submitting a proposal in response to this invitation must execute the enclosed NON-COLLUSION AFFIDAVIT. If it is discovered that collusion exists among the Proposers, the proposals of all participants in such collusion shall be rejected, and no participants in such collusion will be considered in future proposals for the same work.

B. PUBLIC ENTITY CRIME: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit Proposals on leases or perform work as a contractor, supplier, subcontractor, or contractor under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. Category Two:

$25,000.00

C. DRUG-FREE WORKPLACE FORM: Any person submitting a bid or proposal in response to this invitation must execute the enclosed DRUGFREE WORKPLACE FORM and submit it with his/her proposal. Failure to complete this form in every detail and submit it with the bid or proposal may result in immediate disqualification of the bid or proposal.

D. LOBBYING AND CONFLICT OF INTEREST ETHICS CLAUSE: Any person submitting a bid or proposal in response to this invitation must execute the enclosed LOBBYING AND CONFLICT OF INTEREST CLAUSE and submit it with his/her bid or proposal. Failure to complete this form in every detail and submit it with the bid or proposal may result in immediate disqualification of the bid or proposal.

NON-COLLUSION AFFIDAVIT

I, _______________________ of the city of _______________________ according to law on my oath, and under penalty of perjury, depose and say that

1. I am ______________________________________________ of the firm of _______________________________________________ the bidder making the Proposal for the project described in the Request for Proposals for _________________________________________ and that I executed the said proposal with full authority to do so;

2. The prices in this bid have been arrived at independently without collusion, consultation, communication or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;

3. Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to bid opening, directly or indirectly, to any other bidder or to any competitor; and

4. No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit, or not to submit, a bid for the purpose of restricting competition;

5. The statements contained in this affidavit are true and correct, and made with full knowledge that Monroe County relies upon the truth of the statements contained in this affidavit in awarding contracts for said project.

(Signature)

Date: __________________________

STATE OF: ________________________

COUNTY OF:_______________________

Subscribed and sworn to (or affirmed) before me on ______________ by

_____________________________ (name of affiant). He/She is personally known to me or has produced ___________________________ as identification.

NOTARY PUBLIC

My Commission Expires: _____________

DRUG-FREE WORKPLACE FORM

The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that:

(Name of Business)

1. Publishes a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

2. Informs employees about the dangers of drug abuse in the workplace, the business’ policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

3. Gives each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1).

4. In the statement specified in subsection (1), notifies the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contenderre to, any violation of Chapter 893 (Florida Statutes) or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

5. Imposes a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee’s community, or any employee who is so convicted.

6. Makes a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements.

(Signature) Date: __________________________

STATE OF: _____________________________

COUNTY OF:_____________________________

Subscribed and sworn to (or affirmed) before me on _______________(date) by ________________________________). He/She is personally known to me or has produced __________________________ as identification.

PUBLIC ENTITY CRIME STATEMENT

“A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or CONTRACTOR under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.”

I have read the above and state that neither ______________________ (Proposer’s name) nor any Affiliate has been placed on the convicted vendor list within the last 36 months.

(Signature)

Date: ___________________________

STATE OF: ______________________________

COUNTY OF: ______________________________

Subscribed and sworn to (or affirmed) before me on ___________________________

(date) by ___________________________(name of affiant). He/She is personally known to me or has produced _____________________________________________

(type of identification) as identification.

LOBBYING AND CONFLICT OF INTEREST STATEMENT

STATE OF FLORIDA

CITY OF___________________________

Before me, the undersigned authority, personally appeared ______________________, who was duly sworn, deposes, and states:

I am the___________________of_______________________________________with a local office in_________________and principal office in ___________________.

City City and State

The above named entity is submitting a Proposal for the City of DeBary RFP 03-14 described as: Request for Proposal to Provide COMPENSATION &

CLASSIFICATION STUDY SERVICES.

1. The Affiant has made diligent inquiry and provides the information contained in this Affidavit based upon his own knowledge.

2. The Affiant states that only one submittal for the above proposal is being submitted and that the above named entity has no financial interest in other entities submitting proposals for the same project.

3. Neither the Affiant nor the above named entity has directly or indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in restraints of free competitive pricing in connection with the entity’s submittal for the above proposal. This statement restricts the discussion of pricing data until the completion of negotiations, if necessary, and execution of the Contract for this project.

4. Neither the entity nor its affiliates, nor anyone associated with them, is presently suspended or otherwise ineligible from participation in contract letting by any local, State, or Federal Agency.

5. Neither the entity, nor its affiliates, nor anyone associated with them have any potential conflict of interest due to any other clients, contracts, or property interests for this project.

6. I certify that no member of the entity’s ownership or management is presently applying for an employee position or actively seeking an elected position with the City of DeBary.

7. I certify that no member of the entity’s ownership or management, or staff has a vested interest in any aspect of the City of DeBary.

8. In the event that a conflict of interest is identified in the provision of services, I, on behalf of the above named entity, will immediately notify the City of DeBary.

Dated this_____________________ day of____________, 2014.

Signature

Typed Name and Title

Sworn to and subscribed before me this _________ day of _____________________ , 2014.

Personally Known_______or produced identification ______ ID Type :__________

Notary Public_____________________________________________________

Printed, typed, or stamped commissioned name of notary public

My commission expires ____________________