RFP: Request for Competitive Salary Comparison Review

Bid Title:RFP: Request for Competitive Salary Comparison Review Category:Professional ServicesStatus:Open Description: March 15, 2024REQUEST FOR PROPOSALSCOMPETITIVE SALARY COMPARISON REVIEWTO WHOM IT MAY CONCERN:The Town of Avon is seeking proposals from qualified consultants to conduct a competitive compensation (salary) market study in accordance with the Town of Avon’s Employee Policies.COMMUNITY OVERVIEW: Avon, Colorado is a mountain resort community situated between two international ski resorts, Beaver Creek and Vail, located in the central Rocky Mountains only 100 miles west of Denver (on Interstate 70). Avon is a family-friendly community offering opportunities for many outdoor recreation activities, (skiing, biking, hiking) and presents many arts, culture, music, and athletic special events. Incorporated in 1978, Avon has grown to a population of 6,500+ year-round residents with 2M+ visitors to the surrounding ski areas. Avon has a full-time workforce of 118 employees with

part-time employees ranging in number from 100+ serving recreation and transit departments. Please access the Town’s website, www.avon.org. for more community information.PURPOSE: The Town’s goal for this study is to analyze the public and private sector markets and recommend changes to the current salary ranges adopted in 2024 (Exhibit A). The study would propose competitive incumbent and new hire pay rates with recommendations that would suggest a structure for addressing progression/growth opportunities, and ultimately provide a strategy for reviewing and setting future salary ranges.BACKGROUND: The Town of Avon Employee Policies addresses Compensation in Section 6, (Exhibit B) with a philosophy as follows: The Town compensation philosophy is to recruit and retain employees who provide high quality and professional public service for the Avon community.Section 6.2 outlines the Town’s current salary study practice, as follows: Salaries are based upon the current salary ranges of similar resort communities in the region and throughout the State of Colorado. Salary surveys are conducted every other year. Salary ranges are calculated based upon the average salaries of the communities included in the survey. The Town may adopt a modest increase for all salary ranges on the years in between the years that salary surveys of our comparator communities is conducted. The Town strives to adopt and use at least 6 comparator communities to develop a competitive average salary range. Some employment positions may use other, towns, counties, or special districts as comparators. Some positions that compete with private sector employment may incorporate private sector salary ranges as comparators. Each job is evaluated separately for total job content, and then is reviewed against relevant salary ranges from the surveys.The 6 primary comparator communities include Breckenridge, Frisco, Silverthorne, Snowmass, Telluride and Vail. The Town would also like to include Eagle County and Steamboat Springs in this year’s survey study.In addition to using the six primary comparator communities the Town often considers comparable positions in the City of Steamboat Springs. The Town also desires a competitive salary comparison with local large employer competitors in Eagle County, including but not limited to: Eagle County government, Town of Vail, Eagle River Water and Sanitation District, ECO Transit/Eagle Valley Transportation Authority, Eagle County Schools, Beaver Creek Resorts/Beaver Creek Metropolitan District, Vail Resorts, Vail Health, and East-West Partners. Consideration of comparable private sector positions may be appropriate for several Town positions. The local labor market combined with the high cost of housing has resulted in significant competitive recruitment of existing employees within Eagle County.SCOPE OF WORK: The Town desires the following Scope of Work to be completed by June 7, 2024.Meet with designated Town Staff initially to determine appropriate comparator communities for different job positions and to finalize project goals, process, schedule and other administrative details.Meet with designated Town Staff as appropriate to review progress on competitive salary information collection and to discuss questions and provide guidance related to specific job positions, titles and duties.Conduct salary survey analysis with the primary comparator communities as stated in the Employee Polices and conduct a salary survey analysis using local larger employers based in Eagle County (i.e. the request is for two salary reviews).Advise on job titles and job duties as appropriate for accurate salary comparisons with other employers.Analyze existing individual employee compensation, identify recommendations for review and propose implementation methods to address issues/concerns.Recommend compensation levels, range spread, and range placement for positions based on market survey and internal equity analysis.Provide recommendations to address internal inequities, pay compression and market adjustments.Serve as a resource for the Human Resource Department for compensation requests (such as position classification, equity adjustments, and hiring salaries) during the project and implementation.Delivery a salary comparison report in a format approved by Town that is similar in format to past Town competitive salary comparison reviews and divided by Department and Division to allow for internal discussions with Department Directors and Division Managers.SUBMITTAL REQUIREMENTS: Submittals must include the following:1. Letter of Interest: Letter should include the firm's history and the name of the principal and/or key personnel who will be assigned to work directly with the Town on this project. It is expected that the same key personnel be assigned to this contract for the duration of the process.2. Experience and Qualifications: Include detailed experience and qualifications including previous compensation consulting services, especially for local government entities and entities in resort or high cost of living areas. Include the qualifications/experience for the team (key personnel) assigned to the project and designate the individual to serve as project manager.3. Description of the approach and plan for performing services: See requirements in the Scope of Work (above), including:3.1. Statement of Methods and Procedures – a detailed description of the plan for accomplishing the work including approach, methodology and procedures used to gather the data, analyze findings, and develop recommendations. If the consultant has a pre-designed system or resource, provide a description of the job analysis or compensation methodology.3.2. Content of Work Product – describe the way the work product will be presented upon completion, including any use of software or online resource if applicable. Provide a sample of how information will be presented or a copy of previously completed similar study. Include information that the Town will be expected to provide to enable the work to commence.3.3. Work Schedule – provide a timeline indicating the start/completion dates and indicate key tasks/milestones for implementation of the proposed plan. All components related to fiscal impacts should be completed and in final version no later than June 15 to be included in the 2023 budget process.3.4. List of recent references - include name and contact information of communities/ organizations for which the firm has provided similar services during the past five (5) years.4. Fee Schedule: Provide a detailed fee schedule outlining the services as presented in your proposal. If proposal includes any expenses to be billed separately from professional fees, provide a detailed estimate of such expenses.SELECTION CRITERIA | EVALUATION OF PROPOSALS: In addition to providing the information outlined in the submittal requirements, the proposals will be evaluated on:Proposal quality – approach to the services and demonstrated understanding of the project and needs of the Town of Avon.Background / Experience - experience in conducting compensation services and relevant experience and qualifications of personnel assigned to the project.Project Approach – alignment of firm’s approach and methodology in with the town’s objectives and philosophy and the use of creative or unique solutions in solving compensation challenges.Implementation Plan – demonstrated ability (with examples) to successfully implement a comprehensive classification and compensation study and related processes.Timeline / Schedule - clearly delineated timeline with specific milestones.References - references were satisfied with the Proposer's work and stated that all tasks were completed within the time frame required.Price/Fee Schedule – detailed fee schedule and expected expenses.NOTE: The Town of Avon reserves the right to reject any and all proposals and select a consultant firm in the Town’s sole discretion.CONTACT AND SUBMITTAL TIMELINE: Responses are due by midnight on Tuesday, April 2, 2024.Please submit electronically to Patty McKenny, Deputy Town Manager at document.write('pmckenny'+'@'+'avon.org')pmckenny@avon.org For security reasons, you must enable JavaScript to view this E-mail address.. Town will promptly review proposals, schedule on-line interviews, and make a selection by April 5, 2024.The Request for Proposal will be available on the Town’s website, www.avon.org/bids and through Bidnet www.bidnetdirect.com/colorado/townofavon. There will be no public opening of proposals.GENERAL PROVISIONS: This RFP does not commit the Town of Avon to award or contract, nor to pay any costs incurred, in the preparation and submission of proposals in anticipation of a contract. The Town of Avon reserves the right to reject all or any submittals received as a result of this request, to negotiate with any qualified sources, or to cancel all or part of the RFP. The selected consultant will be expected to sign the Town of Avon’s Independent Contractor Agreement. A sample of the agreement is available upon request and includes requirements for insurance, indemnification, a prohibition against employing illegal aliens (pursuant to Section 8-17.5-101, C.R.S., et. seq.), and other provisions. Publication Date/Time: 3/15/2024 4:15 PM Closing Date/Time: 4/2/2024 11:59 PM Related Documents: RFP: Town of Avon Competitive Salary Review Return To Main Contract Postings Page