Job Classification and Compensation Study

Description:
Request for Proposals
City of Milford
10 S. E. 2nd Street, Milford, DE 19963
January 25, 2021
Subject: Job Classification & Compensation Study

Proposal Specifications
SECTION I: INTRODUCTION

A. OBJECTIVES
City of Milford desires to enter into a contract with a highly-qualified and experienced consulting firm for the purpose of conducting a Classification and Compensation Study. The Study will assist in implementing updates to the City of Milford’s current Classification and Compensation Plan to ensure positions performing similar work with essentially the same level of complexity, responsibility, and knowledge, skills, and abilities are classified together; provides salaries commensurate with assigned duties; clearly outlines promotional opportunities and provide recognizable compensation growth; provide justifiable pay differential between individual classes; and is competitive within relevant labor markets.

B.

BACKGROUND INFORMATION
The City of Milford is a full-service municipal government located in both Kent & Sussex Counties in the State of Delaware. The current population is estimated to be approximately 10,532. The City provides utilities (water, wastewater, and electric), public services (street maintenance, solid waste collection, and utility and tax billing), police protection and operates and maintains parks and recreation programming and facilities.
City of Milford government currently has 61 position titles occupied by 121 full-time employees (not including elected officials). Positions are single or multiple incumbent positions in a job series (such as Electric Line Technician First Class, Second Class, Third Class). The City Pay Plan has 17 grades (1- 17) for a mixed hourly and salaried workforce that works 40 hours per week. Current pay ranges, pay rates, and position descriptions are available on the City of Milford’s website under the human resources department tab. The City has three collective bargaining agreements which include: Teamsters Local Union 326 (police officers through the rank of Sergeant) Teamsters (police dispatchers) and International Brotherhood of Electrical Workers, Local Union 126 (electric division employees).
A comprehensive job classification and compensation study was completed in November 2017, which created the current Pay Grade structure. The job and classification and compensation study in November 2017 recommended another study be conducted in 4 years to maintain alignment with the market value for job positions.
Over the past few years, the City of Milford has undergone changes in some operations and staffing, including the addition of the Teamster (police dispatcher) collective bargaining unit for 8 full-time employees. In addition, the City has experienced recruitment challenges for various positions including those that require Commercial Driver’s Licenses.

SECTION II. SCOPE OF SERVICES
The City of Milford requests proposals from interested, highly qualified firms experienced in the study, analysis, and design of comprehensive position classification and compensation systems to provide the following:
Goal: The selected firm will consider the objectives of the City and recommend changes necessary to establish and maintain an equitable and easy to administer classification and compensation system for the City’s full-time positions.
Base: All City employees that are not part of the Teamster (police officer union) and Teamster (police dispatcher union).

A. CLASSIFICATION STUDY
Shall include but not be limited to:
1. Review of background materials, including organizational charts, budget information related to staffing, personnel rules, existing classification and compensation plan, and other related information.
2. Meet with City Manager, Human Resources Administrator and others to discuss the study; provide options and recommendations for job evaluation methodologies; identify the advantages and disadvantages of each; and agree on methodology and process to be used in the study.
3. Meet with Department Directors and other supervisory staff to explain the study, the process to be used, and potential outcomes.
4. Develop a job analysis/position description questionnaire to be used as part of the position review process. The questionnaire must include an FLSA exempt test, an Equal Employment Opportunity (EEO) test to assure EEO compliance and an evaluation of working conditions which can be used effectively when engaging in the interactive process in compliance with the Americans with Disabilities Act (ADA). Final design of the questionnaire must be approved by the City Manager and Human Resources Administrator, prior to distribution.
5. Review all current classification specifications and analyze, document, and validate same for distinguishing characteristics, position definition and purpose, knowledge, skills, abilities, essential job functions, minimum qualifications, education and experience relevance and hierarchal consistency, conformity with ADA language relative to essential job functions (including physical and intellectual requirements), working/environmental conditions, supervision received and exercised, standby/call back responsibilities, and special requirements including licensing, regulatory, and certification requirements.
6. Recommend and develop new classes if warranted; recommend deletion of outdated or unnecessary classes as appropriate.
7. Identify management, supervisory, professional, technical, public safety, labor, and general employees (EEO category), including FLSA status (exempt/non-exempt).
8. Review and recommend, if warranted, classification series and levels within the series (i.e., I/II, Senior/Lead, etc.). Review reporting/organizational structure and make suggestions. Develop and identify viable career progressions within the classification plan.
9. Draft and submit up-to-date, uniform, and accurate class specifications for all positions within the scope of the study in a format approved by the City Manager.
10. Present proposed class specifications to supervisors, and management for review; receive and incorporate input prior to final classification determination.
11. Prepare final version of all class specifications, including correction of discrepancies identified during the review process, for review and approval by the City. Following approval, provide the City of Milford with all class specifications in an electronic (Microsoft Word or Excel) format.
12. Develop and prepare classification manual to be used by the City of Milford to objectively evaluate new or revised positions following the conclusion of the study. The Manual shall describe the methodology used by the consultant to undertake the study and how it can be maintained and utilized by the City in the future, as well as a detailed and standardized procedure or rating structure for analyzing each position against multiple evaluation criteria to determine job classifications and pay grades. The Manual shall also include a description of class concepts, information about the distinctions of various levels within a class series, and other pertinent information.
13. Develop and prepare other appropriate written training materials, including tools, matrices, and/or guidelines, to assist staff in evaluating and determining job classifications and pay grades; conduct comprehensive training sessions for key staff to ensure maintenance of the classification and compensation structure until the next formal study is conducted.
14. Provide periodic status reports on progress as requested.

B. COMPENSATION STUDY
Shall include but not be limited to:
1. Review of current compensation practice.
2. Complete internal salary relationship analysis, including the development of appropriate internal relationship guidelines (internal equity).
3. Identify and recommend appropriate salary survey labor market(s) and benchmark classes that provide relevant/meaningful comparative salary data, which can be utilized in creating a competitive pay plan. Particular benchmark classifications must be a good representation of an occupational group(s) or profession(s).
4. Conduct market salary survey of public sector organizations comparable to the City of Milford in size, population, economic climate, proximity to major cities, etc., which are selected by the consultant in consultation with the City Manager and Human Resources Administrator. In addition, if appropriate the consultant shall identify and recommend any proposed private sector benchmarking for specific positions. Market survey should include the hours worked per week by employees in each position in those comparable communities in an effort to consider both internal and external equity. Survey should compare base annual salary for each position included in the study by minimum, midpoint, and maximum for employees plus other benefits relative to the total compensation package.
5. Conduct a pay compression analysis, identify potential pay compression issues, and provide alternative solutions.
6. Utilizing the market survey results, comparable job descriptions, and other data collected, prepare a recommended compensation plan design and salary schedule to correspond to the classification plan and customized to reflect the City’s pay progression policy and compensation philosophy; recommend the vertical salary relationship and/or differentials between classes in each class series.
7. Develop externally competitive and internally equitable salary/step pay plan recommendations for each job class included in the study; provide written documentation of assessment methodology and assessment for each position.
8. Develop and prepare appropriate written training materials and conduct comprehensive training sessions for key staff in the methodology used to systematically assess job classifications in order to maintain internal compensation equity in the future when adding, changing, or deleting classifications.

C. STUDY CONCLUSION
Shall include but not be limited to:
1. Prepare written final report with specific, itemized recommendations, including discussion of methods, techniques, and data used to develop/update the Classification & Compensation Plan.
2. Prepare a fiscal impact analysis of the recommended new classification and compensation plan and, in conjunction with the City Manager and Finance Director, identify budget impacts and funding issues.
3. Provide implementation support and additional training as needed to ensure maintenance of the classification and compensation structure until the next formal study is conducted.
4. At the end of the process, a meeting will be conducted first with the City Manager and Human Resources Administrator to explain methodology, survey results, and recommendations. Then it will be presented to the City of Milford Council for approval, followed with meeting supervisors to assist in the explanation and implementation of the plan.

SECTION III. TECHNICAL PROPOSAL AND FORMAT
All proposals shall respond to all questions and requirements listed in this RFP.

A. Basic Information
1. State the name of your firm, address, telephone and fax numbers and the name and title of the person who will serve as the City of Milford’s key contact with your firm with respect to your proposal.
2. Provide a general description of the firm, including size, number of employees, primary business (consulting, etc.), other business or services, type of organization (franchise, corporation, partnership, etc.), and other descriptive material. In addition, provide a certificate of good standing from the state in which the firm is based.
3. Please provide a list of five (5) current or previous clients as references, including names, titles, affiliations, telephone numbers, and type of consulting work performed.
4. Please explain the data gathering and analysis method(s) to be used to accomplish the requirements of this RFP.
5. Please comment on what distinguishes your firm from its competitors and why it is uniquely qualified to provide the requested services.
6. Provide a description of how reports will be produced, communicated/transmitted, and the type of any special software, etc. to be utilized in the performance of the agreement.

B. Financial Condition
1. Has your firm experienced any significant financial difficulties, including any bankruptcies in the last five years, or other problems which could negatively affect its ability to carry out its duties and responsibilities to the City of Milford? If yes, please specifically identify the problem(s) and discuss why such problems should be disregarded.
2. Are there any pending or threatened investigations, litigation or pending litigation regarding the conduct or business conduct of your firm or its management? Could any of these directly or indirectly affect your role as a consultant to the City of Milford, as described in this RFP? Have there been any such investigations or litigation or threats thereof within the past three years? If so, describe thoroughly.

C. Personnel Assigned
1. Identify the individual in your firm who will be the project lead and directly involved with this engagement (for example the person who will directly report to and be responsible to the City of Milford during the course of the engagement). Please indicate the status of this individual within your organization and his/her professional background and experience. Provide other relevant information regarding this individual which you believe will enhance the prospect for selection.
2. Provide professional backgrounds for all associates and other personnel who will be involved with the project,
3. Describe your organizational approach to this project; utilize if appropriate, an organizational table. Explain how the various professionals and staff will be organized and managed. Indicate if any portion of the work is proposed to be subcontracted or assigned to another outside consultant(s) or firms.

D. Project Timetable
Submit a detailed project timetable setting forth a suggested commencement date and completion date for the project. The successful firm must be prepared to undertake commencement of the project immediately upon award of contract. All work is targeted to be completed and the final report submitted to the City of Milford by Friday, May 14, 2021, so that recommendations may be considered for inclusion during the annual budgeting process.

E. Proposal Structure
Proposals should not contain irrelevant promotional materials. Proposals will be evaluated on the basis of information presented by the Offeror and evaluation criteria listed in this RFP.

SECTION IV: EVALUATION CRITERIA

1. 40% - Total Cost of Services
1. A: Base cost proposal
2. 15% - Experience in similar consulting services and project management plan.
3. 15% - Qualification of project staff, including internal staff and/or staff that may be involved in duties being outsourced.
4. 15% - Performance History (References)
5. 15% - Demonstration of the firm’s ability to successfully complete all requirements as specified in Scope of Work within provided timeframe.

A Selection Review Committee will review RFPs received for completeness, quality, and accuracy/relevancy of information therein utilizing a standardized review and scoring process and will make an award recommendation to the Milford City Council, for the respondent whose proposal is judged to be in the best interest of the City of Milford, based upon criteria set.

Review Committee members will assign up to the maximum number of points listed for each of the five (5) evaluation areas listed below:
Evaluation Criteria Areas
1.Cost of Services-40
2.Experience/Project Management Plan-15
3.Qualification of Staff-15
4.Performance History-15
5.Ability to Complete Scope of Work-15
TOTAL POINTS POSSIBLE-100

SECTION V: COST PROPOSAL
1. Indicate Base cost proposal fee for providing services identified in the Scope of Services. Also, list any additional services that will be provided for the stated fee(s). Please explain any variables which might affect the fees or the fee structure.

SECTION VI: GENERAL INFORMATION AND INSTRUCTIONS
A. Issuing Office
1. This request for proposals is being issued through the Human Resource office in the Administration Department of the City of Milford. Unless otherwise specified, the City Manager and/or Human Resource Administrator are the sole points of contact for the purposes of the RFP and subsequent responses will be in writing.

B. Addendum to RFP
The City of Milford reserves the right to amend the RFP prior to the due date of responses. If it becomes necessary to revise any part of the RFP, an addendum shall be provided to all offerors who have been sent a copy of this RFP and posted to the City website. All offerors shall include acknowledgment of all addenda as part of this proposal. Failure to acknowledge addenda may be grounds for disqualification of the proposal.

C. Questions
All questions regarding this Request for Proposal shall be referred to:
Jamesha C. Eaddy, MBA, MSL, Human Resources Administrator
City of Milford
10 S.E. Second Street
Milford, Delaware 19963
Phone: (302) 424-5142
Email:
document.write('jeaddy'+'@'+'milford-de.gov')jeaddy@milford-de.gov
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D. Cost of Preparing Proposal
The cost of developing and submitting the proposal is entirely the responsibility of the offeror. This includes costs to determine the nature of this engagement, preparation of proposal, submission of proposal, negotiation for the contract, and all other costs associated with this RFP and responses thereto. All responses will become the property of the City of Milford and may be a matter of public record subsequent to award of the contract or rejection of all proposals.

E. Submissions of Proposals
Please email an electronic PowerPoint or PDF file to Jamesha C. Eaddy, Human Resources Administrator at
document.write('jeaddy'+'@'+'milford-de.gov')jeaddy@milford-de.gov
<i class="alert">For security reasons, you must enable JavaScript to view this E-mail address.</i> no later than 4:00 p.m., prevailing time, on Friday, February 26, 2021, at which time they will be opened and relevant information publicly read.

F. Independent Price Determination
A proposal will not be considered for award if the fees were not arrived at independently and without collusion, communication or agreement as to any matter related to such prices with any other vendor, competitor or public officer. The vendor must include a certified statement in the proposal transmittal letter certifying that the price was arrived at without any conflict of interest.

G. Preparation
Responses should provide a straightforward, concise description of offeror's capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content. Repetition of the terms and conditions of the RFP, without additional explanation, will not be considered sufficiently responsive.

H. Errors in Proposal Preparation
The City of Milford has the right to rely on any price quotes provided by offerors. The offerors may be responsible for any mathematical error or incorrect extension of any calculations leading to the offeror's price quotes. The City of Milford reserves the right to reject proposals which contain errors.

I. Appearance before City of Milford Committee
Any or all offerors may be required to appear before one or more City of Milford committee(s) to explain the offeror's understanding and approach to the project and/or respond to any questions in regard
to the proposal submitted. The project manager shall make any requested oral presentations before the City of Milford committee(s).

J. Insurance
The successful Contractor awarded the Contract pursuant to this Solicitation shall be responsible for keeping in force a general comprehensive policy insuring against personal injury and property damage in an amount no less than one million dollars ($1,000,000). In addition, the Contractor shall be required to obtain and keep in force for all non-City employees and workers, workers compensation and other required insurance in the minimum limits required by State law. The Contractor shall be required to submit a certificate of insurance, naming the City as an additional insured, prior to the signing of the final contract.

K. Indemnification
The Contractor awarded the Contract pursuant to this Solicitation shall indemnify and hold harmless the City, its officials and employees from the following:
(a) Any and all direct or indirect damages, costs, claims, actions, suits, judgments or liens resulting from the willful or negligent act or commission or omission of the Contractor, its employees, agents or subcontractors, and
(b) Any and all direct or indirect costs, claims, actions, suits, judgments or liens for damages resulting from the Contract arising from the willful or negligent act or omission of the Contractor, its employees, agents or subcontractors. The Contractor shall, upon completion of work, provide the City with a Release of Liens from any subcontractor, supplier, material, or other supplier of goods and services to the project.

L. Awards
Awards will be made by the City of Milford consistent with City Charter and based upon the best interest of the City of Milford. The City of Milford reserves the right to reject any or all responses to the RFP, for whatever reason deemed by it to be appropriate, and shall not be obligated to return any material in connection with this request.

M. Payments
Payments to successful Contractor(s) shall be contingent upon negotiation of fees and acceptance of the proposal and will be made in accordance with mutually agreeable terms by the CITY OF MILFORD.


Appendix A
Base Job Titles:
Accountant
Accountant II
Accountant III
Accounts Payable Coordinator
Administrative Assistant - Parks & Recreation Department
Administrative Assistant - Police Department
Administrative Assistant - Public Works Department
Billing Clerk
Building Code Official
City Clerk
City Engineer
Code Enforcement Official I
Code Enforcement Official II
Customer Service Clerk
Customer Service Supervisor
Deputy City Clerk
Economic Development and Community Engagement Administrator
Electric Ground Technician
Electric Lead Line Technician
Electric Line Supervisor
Electric Line Technician-1st Class
Electric Line Technician-2nd Class
Electric Line Technician-3rd Class
Electric Line Technician-Crew Leader
Electric Superintendent
Engineering Technician
Finance Director
GIS Technician
Head Mechanic
Human Resources Administrator
Information Technology Administrator
Information Technology Director
Information Technology Technician
Meter Technician I
Meter Technician II
Network Technician
Parks & Recreation Director
Parks Maintenance Coordinator
Parks Superintendent
Permit Technician
Planning Director
Police Captain
Police Chief
Police Lieutenant
Police Maintenance/Custodial Technician
Police Records Clerk
Police Terminal Agency Coordinator/Evidence Technician
Public Services Superintendent
Public Works Director
Public Works Equipment Operator
Public Works Intern
Public Works Operations Supervisor
Recreation Coordinator
Recreation Superintendent
Solid Waste & Facilities Supervisor
Solid Waste Operator/Collector
Streets & Utilities Supervisor
Superintendent of Buildings and Grounds
Technical Support Technician
Technical Services Supervisor
Warehouse Coordinator
Water & Wastewater Technician

Publication Date/Time:
1/26/2021 12:00 AM

Publication Information:
DE State News, 02/03/2021, 02/10/2021

Closing Date/Time:
2/26/2021 4:00 PM

Submittal Information:
PDF or PowerPoint to Jeaddy@milford-de.gov

Bid Opening Information:
2/26/21, 4:00 pm

Contact Person:
Jamesha C. Eaddy, MBA, MSL, Human Resources Administrator
City of Milford
10 S.E. Second Street
Milford, Delaware 19963
Phone: (302) 424-5142
Email: jeaddy@milford-de.gov