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Request for Proposal


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Request for Proposal

  1. 1. Request for Proposal Compensation and Classification Study Request for Proposal for an Employee Compensation and Classification Study for Non-Represented Staff RFP #1665 Date Issued: February 19, 2008 -1-
  2. 2. Request for Proposal Compensation and Classification Study TABLE OF CONTENTS Description Page 1. INTRODUCTION 1(A) City Background 3 1(B) RFP Introduction and Summary 4 1(C) RFP Cover Sheet 5 1(D) No Response Form 6 2. INSTRUCTIONS AND INFORMATION 2(A) RFP Instructions and Timeline 7 2(B) Selection and Evaluation Team 8 2(C) RFP Contact 8 2(D) RFP Evaluation Criteria 9 2(E) Notices and Response Criteria 11 2(F) Non-Collusion Certification 13 3. SCOPE OF SERVICES 3(A) Objective 14 3(B) Background Information 14 3(C) Product Outcomes 14 4. QUESTIONS 4(A) Background and Scope of Services 16 4(B) General Questions 17 4(C) Summary 19 5. PROJECT BUDGET AND EXPENSES 5(A) Services 20 5(B) Lump Sum Fixed Cost 20 5(C) Reimbursable Expenses 20 5(D) Other expenses 20 6. SAMPLE CONTRACT 21 7. RFP RESPONSE SUBMITTAL CHECKLIST 27 8. EXHIBITS Exhibit 1 City of Lynnwood 2008 Salary Ordinance 28 Exhibit 2 Base Pay Plan -- 2008 31 Compensation – Classification RFP 2 2.19.08 fnl
  3. 3. Request for Proposal Compensation and Classification Study 1. INTRODUCTION 1(A) City Background The City of Lynnwood is located in South Snohomish County approximately 15 miles north of Seattle and 12 miles south of Everett. Lynnwood serves as the primary business center of south Snohomish County. The City of Lynnwood has a population of 35,230 and encompasses almost eight miles in Snohomish County. A mayor-council form of government administers the City with seven elected Council members and an elected Mayor. The City’s approximately 370 regular full-time employees and 135 part-time employees provide an array of services including police, fire protection, emergency medical services, water distribution, sewage collection and treatment, street construction and maintenance, and parks and recreational facilities including a pool, a senior center, and a golf course. The City also has a Municipal Court and a jail facility that provide services locally and to other governmental agencies. Elected Officials: Mayor Don Gough Council Members Loren Simmonds, President Ted Hikel Ruth Ross Jim Smith Mark Smith Lisa Utter Stephanie Wright The Mayor directs all City operations. The City’s address is 19100 44th Avenue West, P.O. Box 5008, Lynnwood WA 98046-5008. The City has ten central departments: Fire; Police; Human Resources; Public Works; Municipal Court; Economic Development; Administrative Services; Parks, Recreation and Cultural Arts; Neighborhoods and Community Affairs; and Community Development. For more information about the City of Lynnwood, visit Compensation – Classification RFP 3 2.19.08 fnl
  4. 4. Request for Proposal Compensation and Classification Study 1(B) RFP INTRODUCTION AND SUMMARY The City of Lynnwood requests proposals from qualified firms experienced in the design of position compensation and classification systems. The selected firm will consider the objectives of the City and recommend changes necessary to establish and maintain an equitable and easy to administer compensation and classification system for approximately 90 City of Lynnwood employees in both FLSA exempt and non-exempt positions. The current compensation system has been in use since 1998 when the city completed its last compensation and classification study. The City of Lynnwood currently offers a complete benefit package including 100% paid Medical, Dental, and Vision insurance coverages for employees and 85% paid for dependents. Washington State Retirement programs, Section 125 Cafeteria Plan, Life Insurance, Long-Term Disability, and an optional Deferred Compensation Plan are also offered. Compensation – Classification RFP 4 2.19.08 fnl
  5. 5. Request for Proposal Compensation and Classification Study 1(C) RFP Cover Sheet CITY OF LYNNWOOD RFP No. 1665 Employee Compensation and Classification Study Response Cover Sheet Yes No Has your company operated at least 1 year without interruption?   Has an owner of your company been convicted of a crime within the past 10 years?   Does any employee or official of the City have any financial or other interest in your firm?   If selected, do you agree to execute a contract essentially the same in form as the sample contract attached as Section 7?   Does your company maintain insurance in amounts specified by City contract? (if no, this does not necessarily eliminate vendor from submittal):   If no, describe differences: Are there any claims pending against this insurance policy?   If yes, describe Does your company maintain Professional Liability Insurance?   Has your company been in bankruptcy, reorganization or receivership in the last five years?   Has your company been disqualified by any public agency from participation in public contracts?   Is your company licensed to do business in the State of Washington?   Undersigned acknowledges that addenda _____ through _____ have been taken into account as part of this requirement. The undersigned hereby accepts the terms and conditions as set forth herein. This page must be signed and dated by the vendor or a representative legally authorized to bind the vendor. FULL LEGAL NAME OF COMPANY TYPE OF BUSINESS  Corporation  Partnership (general)  Partnership (limited)  Sole Proprietorship  Limited Liability Company ADDRESS CITY/STATE/ZIP EMAIL ADDRESS: PHONE FAX NAME (PLEASE PRINT) TITLE SIGNED DATE LYNNWOOD BUSINESS LICENSE Compensation – Classification RFP 5 2.19.08 fnl
  6. 6. Request for Proposal Compensation and Classification Study 1(D) RFP No Response Form CITY OF LYNNWOOD RFP No. 1665 Employee Compensation and Classification Study No Response Form Dear Prospective Vendor: If you decide not to submit a response to this RFP, we would very much appreciate your completing and returning this form for our records. Reason for not submitting a bid in response to this solicitation: FULL LEGAL NAME OF COMPANY ADDRESS CITY/STATE/ZIP EMAIL ADDRESS: PHONE FAX NAME (PLEASE PRINT) TITLE SIGNED DATE Thank you for your assistance. Please mail or fax this document to: City of Lynnwood Purchasing Division Attn: Marty Manegold, C.P.M. PO Box 5008 Lynnwood, WA 98046-5008 Fax: (425) 778-5632 Compensation – Classification RFP 6 2.19.08 fnl
  7. 7. Request for Proposal Compensation and Classification Study 2. RFP INSTRUCTIONS AND INFORMATION 2(A) RFP Timeline Day/Date Description Advertisement announcing RFP placed in Everett Herald and Tuesday, Daily Journal of Commerce. Announcement of RFP placed on February 19, 2008 City of Lynnwood website. Tuesday, RFPs available to vendors via email and website. February 19, 2008 MANDATORY Vendors’ conference to be held from 12:30 p.m. Monday to 2:30 p.m. at City of Lynnwood City Hall, 19100 44th Avenue February 25, 2008 West, Lynnwood, WA 98036. Monday, Written answers to applicable questions posed at vendors’ March 3, 2008 conference distributed to all known vendors. Thursday, RFP responses due at City of Lynnwood City Hall, 19100 44th March 6, 2008 Avenue West, Lynnwood, WA 98036. 2:00 p.m. Vendors’ responses will be analyzed and scored by the Tuesday, evaluation team. The total score will factor heavily into the March 11, 2008 City’s decision as to which vendors will be considered finalists. Friday, A decision is made as to which vendors will be named March 14, 2008 finalists. All vendors will be notified of the City’s decision. Monday, Finalists’ references may be contacted at the City of March 24, 2008 Lynnwood’s discretion. Wednesday, Finalist vendor presentations at the City of Lynnwood Utilities March 26, 2008 Maintenance Center, 20525 60th Avenue West, Lynnwood, 1:00 to 5:00 WA 98036. Specific presentation times will be announced. Friday, Award to apparent successful vendor is made subject to March 28, 2008 successful negotiation of terms and conditions. Notice of award to apparent successful vendor posted on website. Monday, Contract negotiations begin March 31, 2008 Tuesday, Development, implementation plans begun. April 15, 2008 Compensation – Classification RFP 7 2.19.08 fnl
  8. 8. Request for Proposal Compensation and Classification Study 2(B) Selection and Evaluation Team Robin Hall Team Leader John Moir Team Member William Franz Team Member Bryan Stanifer Team Member Lynn Sordel Team Member Team Member / Marty Manegold RFP Contact 2(C) RFP Contact PO Box 5008 Lynnwood, WA 98046-5008 Purchasing and Marty Manegold Contracts Manager Phone: 425.670.6602 Fax: 425.778.5632 Compensation – Classification RFP 8 2.19.08 fnl
  9. 9. Request for Proposal Compensation and Classification Study 2(D) RFP Evaluation Criteria An evaluation team composed of the members of the Selection and Evaluation Team listed in Section 2(B) and others will evaluate the RFP responses received from each vendor. Prior to the selection of the award to the apparent successful vendor, the City of Lynnwood reserves the right to conduct on-site visits of any vendors’ facilities and/or require any vendor to participate in a presentation to the evaluation team (and others) of the items contained in the RFP response and any other items deemed appropriate by the City of Lynnwood. If an award is made as a result of this RFP, it shall be awarded to the vendor whose proposal is most advantageous to the City with price and other factors including, but not limited to, 1. Responses to the RFP questions; 2. Demonstrated technical ability and expertise; 3. Professional qualifications of assigned staff 4. Experience similar types of work/projects 5. Experience in working with employee groups, management and elected officials to provide education about the background, process and outcomes of the project 6. Documented history of the firm to accomplish similar projects within time limits 7. Documented history of the firm to complete similar projects within budget limits 8. Accessibility of firm – geographically 9. Accessibility of firm’s staff 10. Financial stability; 11. Reference calls and/or recommendations; 12. Memberships, licenses, ISO Certifications or any other applicable membership or certifications; 13. Presentations to the City evaluation team and others (if applicable); on-site visits at vendor’s site (if applicable), 14. Samples which the City may, at its discretion, request as part of the RFP process; 15. Any additional criteria deemed appropriate by the City which would lend itself to establishing the viability to perform the work as outlined in this RFP. Compensation – Classification RFP 9 2.19.08 fnl
  10. 10. Request for Proposal Compensation and Classification Study When determining whether a vendor is responsible, or when evaluating a vendor’s proposal, the following factors will be considered, any one of which will suffice to determine if a vendor is either not a responsible vendor or if the vendor’s proposal is not the most advantageous to the City: 1. The ability, capacity and skill of the vendor to perform the contract or provide the service required. 2. The character, integrity, reputation, judgment, experience and efficiency of the vendor. 3. Whether the vendor can perform the contract within the time specified. 4. The quality of performance of previous public and private contracts or services, including, but not limited to, the vendor’s failure to perform satisfactorily or complete any written contract. The City’s termination for default of a previous contract with a vendor shall be deemed to be such a failure. 5. The previous and existing compliance by the vendor with laws relating to the contract or services. 6. Evidence of collusion with any other vendor, in which case colluding vendors will be restricted from submitting further bids on the subject project or future tenders. 7. The vendor is not qualified for the work or to the full extent of the RFP. 8. There is uncompleted work with the City or others, or an outstanding dispute on a previous or current contract that might hinder, negatively affect or prevent the prompt completion of the work bid upon. 9. The vendor failed to settle bills for labor or materials on past or current public or private contracts. 10. The vendor has been convicted of a crime arising from a previous public contract, excepting convictions that have been pardoned, expunged, or annulled. 11. The vendor has been convicted of a crime of moral turpitude or any felony, excepting convictions that have been pardoned, expunged or annulled, whether in this state, in any other state, by the United States, or in a foreign country, province or municipality. Vendors shall affirmatively disclose to the City all such convictions, especially of management personnel or the vendor as an entity, prior to notice of award or execution of a contract, whichever comes first. Failure to make such affirmative disclosure shall be grounds, in the City’s sole option and discretion, for termination for default subsequent to award or execution of the contract. 12. More likely than not, the vendor will be unable, financially or otherwise, to perform the work. 13. At the time of RFP opening, the vendor is not authorized to do business in Washington State, is not registered as a contractor in Washington, or otherwise lacks a necessary license, registration or permit. 14. Such other information as may be secured having a bearing on the decision to award the contract. 15. Any other reason deemed proper by the City. Compensation – Classification RFP 10 2.19.08 fnl
  11. 11. Request for Proposal Compensation and Classification Study Compensation – Classification RFP 11 2.19.08 fnl
  12. 12. Request for Proposal Compensation and Classification Study 2(E) Notices and Response Criteria 2(E)1 Good Faith This RFP has been compiled in good faith. The information contained within is selective and subject to the City’s updating, expansion, revision and amendment. 2(E)2 Right to Cancel The City reserves the right to change any aspect of, terminate, or delay this RFP, the RFP process and/or the program which is outlined within this RFP at any time, and notice shall be given in a timely manner thereafter. 2(E)3 Not an Award Recipients of this RFP are advised that nothing stated herein, or any part thereof, or any communication during the evaluation and selection process, shall be construed as constituting, offering or awarding a contract, representation or agreement of any kind between the City and any other party, save for a formal written contract, properly executed by both parties. 2(E)4 Property of the City Responses to this RFP will become the property of the City, and will form the basis of negotiations of an agreement between THE CITY and the apparent successful vendor. 2(E)5 City not Liable for Costs The City is not liable and will not be responsible for any costs incurred by any vendor(s) for the preparation and delivery of the RFP responses, nor will the City be liable for any costs incurred prior to the execution of an agreement, including but not limited to, presentations by RFP finalists to the City. 2(E)6 City’s Expectations During the review of this document, please note the City’s emphasis on the expectations, qualities, and requirements necessary to be positioned as an RFP finalist and successful vendor. 2(E)7 Waiver of Minor Administrative Irregularities The City reserves the right, at its sole discretion, to waive minor administrative regularities contained in any proposal. 2(E)8 Single Response A single response to the RFP may be deemed a failure of competition, and in the best interest of the City, the RFP may be cancelled. 2(E)9 Proposal Rejection; No Obligation to Buy The City reserves the right to reject any or all proposals at any time without penalty. The City reserves the right to refrain from contracting with any vendor. The release of this RFP does not compel the City to purchase. The City may elect to proceed further with this project by interviewing firm(s) well–suited to this project, conducting site visits or proceeding with an award. 2(E)10 Withdrawal of Proposals Vendors may withdraw a proposal that has been submitted at any time up to the proposal closing date and time. To accomplish this, a written request signed by an authorized representative of the vendor must be submitted to the RFP Contact. The vendor may submit another proposal at any time up to the proposal closing date and time. Compensation – Classification RFP 12 2.19.08 fnl
  13. 13. Request for Proposal Compensation and Classification Study 2(E)11 Non-Endorsement As a result of the selection of a vendor to supply products and/or services toe City is neither endorsing nor suggesting that the vendor's product is the best or only solution. The vendor agrees to make no reference to the City in any literature, promotional material, brochures, sales presentation or the like without the express written consent of the City. 2(E)12 Proprietary Proposal Material Any information contained in the proposal that is proprietary must be clearly designated. Marking the entire proposal as proprietary will be neither accepted nor honored. If a request is made to view a vendor’s proposal, the City will comply according to the Open Public Records Act, chapter 42.17 RCW. If any information is marked as proprietary in the proposal, such information will not be made available until the affected vendor has been given an opportunity to seek a court injunction against the requested disclosure. 2(E)13 Errors in Proposal The City will not be liable for any errors in vendor proposals. Vendors will not be allowed to alter proposal documents after the deadline for proposal submission. The City reserves the right to make corrections or amendments due to errors identified in proposals by the City or the vendor. This type of correction or amendment will only be allowed for such errors as typing, transposition or any other obvious error. Vendors are liable for all errors or omissions contained in their proposals. If, after the opening and tabulation of proposals, a vendor claims error and requests to be relieved of award, s/he will be required to promptly present certified work sheets. The RFP contact will review the work sheets and if the RFP Contact is convinced, by clear and convincing evidence, that an honest, mathematically excusable error or critical omission of costs has been made, the vendor may be relieved his/her proposal. After opening and reading proposals, the City will check them for correctness of extensions of the prices per unit and the total price. If a discrepancy exists between a price per unit and the extended amount of any proposal item, the price per unit will control. The City will use the total of extensions, corrected where necessary. 2(E)14 Bid Bond A bid bond is not required. 2(E)15 Performance Bond A performance bond is not required. 2(E)16 Response Information Information regarding this Request for Proposals, including any addenda, is available at (see Purchasing, or contact Marty Manegold at e-mail . Compensation – Classification RFP 13 2.19.08 fnl
  14. 14. Request for Proposal Compensation and Classification Study 2(F) Non-Collusion Certification CITY OF LYNNWOOD RFP No. 1665 Employee Compensation and Classification Study Non-Collusion Certification I certify that this proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting an offer for this bid/quote, and is in all respects fair and without collusion or fraud. The below signed vendor has not divulged to nor discussed or compared his/her proposal with other vendors and has not colluded with any other vendor or parties to proposal whatsoever. Note: No premiums, rebates or gratuities to any employee or agent are permitted either with, prior to, or after any delivery of materials and/or services. Any such violation will result in the cancellation of any resultant contract and/or return of material as applicable. Company Name: ______ Mailing Address: City-State-Zip: _____ Date: Authorized Signature: ______________________________ (written) Authorized Signature: ________________________ (typed/printed) Title: ___________________________________________________________________ Compensation – Classification RFP 14 2.19.08 fnl
  15. 15. Request for Proposal Compensation and Classification Study 3. SCOPE OF SERVICES 3(A) Objective The City desires to enter into a contract with a highly qualified and experienced consulting firm for the purpose of conducting an employee compensation and classification study. The study will assist in the development and implementation of a salary administration program that will enable the City to competitively recruit new employees, retain our current workforce, and motivate employee job performance. 3(B) Background Information Approximately 73 classifications are part of this project including the following: • Approximately 22 classifications in FLSA, exempt positions. • Approximately 51 classifications in FLSA, non-exempt positions. NOTE: Other City positions covered by collective bargaining agreements are not included in this study. Other positions not covered are part-time positions requiring fewer than 20 hours per week, seasonal and temporary positions, which are classified separately. The City of Lynnwood utilizes a seven (7) step salary schedule with 4% increments between steps. (See Exhibits 1 and 2). Employees are eligible for a 4% step increase on an annual basis until they reach the top step of their classification’s range. 3(C) Product Outcomes To achieve the desired results, the consulting firm selected to conduct the classification and compensation study will be expected to provide a final product that proposes components to establish a compensation system which will: 1. Attract people with initiative, strong work ethic, and who are learners 2. Create a reward system resulting in “engaged employees wanting to do a good job” 3. Be based on an objective set of standards wherever possible 4. Consider market demand and recruitment challenges for certain positions 5. Enable Lynnwood to be an attractive employer with respect to benefits, culture, reputation 6. Result in a two-tier compensation system with annual cost of living adjustment and variable factors based on performance, including a structure conducive to implementing a “Pay for Performance” system 7. Allow for a “longevity” component with options for dealing with employees topped out (e.g. longevity incentive) 8. Discuss criteria used for establishing comparables for various positions, including suggestions for comparables to be used (see also Additional Alternate. Below) Compensation – Classification RFP 15 2.19.08 fnl
  16. 16. Request for Proposal Compensation and Classification Study 9. Establish criteria and process to set a “market rate” 10. Eliminate the automatic step system and provide options for possible alternatives 11. Consider premium pay, bonuses, and/or other mechanisms to retain/recruit for positions with high turnover 12. Give options for different pay structures with pros and cons outlined 13. Consider ways to recognize employee excellence including options for implementation and associated costs 14. Define “internal” and “external” equity with associated criteria as component parts, including a means or process for evaluating the application of such within the compensation system. 15. Evaluate executive compensation for department heads and assistant department heads 16. Provide recommendations for: A. Frequency of review of this kind of compensation/classification study B. A process to deal with positions that evolve over time or require different tasks than when first created C. A process for determining cost-of-living increases D. A process and suggested actions for annually maintaining the system after study is complete 17. Additional Alternative: Data-Gathering to include Consideration of Private Sector salary and benefit information The Vendor may propose additional tasks as deemed necessary to complete the assignment. Compensation – Classification RFP 16 2.19.08 fnl
  17. 17. Request for Proposal Compensation and Classification Study 4. QUESTIONS Please type your responses in the text box underneath each question (the text box will expand to fit any size response). The parenthetical numbers(letters) are provided as a courtesy so that the Scope of Work paragraph, if applicable, can be referenced. 4(A) Background and Scope of Servoces 4A)1 The vendor will explain in detail the methodology for obtaining the Product Outcomes as described in 3(C) 1 - 15. 4(A)2 The vendor will describe in detail how recommendations in 3(C)16 will be accomplished. 4(A)3 List below any alternative data gathering as described in 3(C) 17. 4(A)4 Explain the consulting firm’s experience in conducting similar studies in the State of Washington. 4(A)5 Describe the consulting firm’s experience in compensation and classification management consulting. 4(A)6 What is the consulting firm’s experience in evaluating compensation systems for internal equity? 4(A)7 What are the consulting firm’s accomplishments in developing compensation and classification plans for public employers. 4(A)8 Explain the project manager’s experience in conducting similar studies in the State of Washington. 4(A)9 Describe the project manager’s experience in compensation and classification management consulting. 4(A)10 What is the project manager’s experience in evaluating compensation systems for internal equity? Compensation – Classification RFP 17 2.19.08 fnl
  18. 18. Request for Proposal Compensation and Classification Study 4(A)11 What are the project manager’s accomplishments in developing compensation and classification plans for public employers. Evaluation of System Validity and Content 4(A)12 Describe how the consulting firm proposes to do the study. Include descriptions and documentation of proposed methodology. Describe and outline the tasks that the vendor believes are necessary to complete the study. Study Schedule 4(A)13 Include proposed timeline, dates, and milestones. Indicate which tasks the project manager will perform and which may be performed by the other consulting firm staff. Explain in detail what, if any, work the City Staff will be required to perform. Include work City Staff might perform as a means of saving costs. Employee Relations 4(A)14 Provide proposed employee information plan for educating City employees during the study and provide proposed methods for informing and educating City employees regarding the results and validity of the study after it has been completed. Availability of Consultant Firm 4(A)15 In light of your firm’s other business obligations, indicate the extent of the firm's and project manager’s availability to perform the study. Sample of Job Incumbent Questionnaire 4(A) 16Please provide the proposed questionnaire to be used by the consulting firm to document job content. 4(B) General Questions 4(B)1 Do you meet our business size requirements? We prefer not to represent more than 30% of any vendor’s total revenue. 4(B)2How many years has your company been in business? How long have you been providing design of compensation and classification systems. What is your company’s primary line of business? Compensation – Classification RFP 18 2.19.08 fnl
  19. 19. Request for Proposal Compensation and Classification Study 4(B)3 Provide a brief overview of your company (furnish your business philosophy, mission statement, management structure, organization chart, etc.). 4(B)4 How many employees do you have? What is the total years’ experience your employees have in this profession; what is the average? 4(B)5 State the type of ownership of your company. Give the State and date of your incorporation if applicable. List headquarters and regional / full-service office locations, and website address. 4(B)6 Provide the key contact name, title, address, telephone and fax numbers. Also identify the person(s) authorized to contractually bind the organization. Provide resumes for owners and key project manager personnel. 4(B)7 Please indicate any industrial organizations to which your firm belongs. 4(B)8 Please attach your audited annual reports or certified financial statements for the past three (3) years. Include your auditor’s certifying opinion on the financial statements. 4(B)9 Are you wiling to share these financial reports with us on an ongoing basis to allow us to verify your fiscal stability? 4(B)10 Please provide credit references to demonstrate your company’s future viability. Please include your Dun & Bradstreet number (D-U-N-S number). 4(B)11 Please provide status of any current or pending litigation against your company that might affect your ability to deliver the services that you offer. 4(B)12 Do you anticipate that your company will be acquired in the foreseeable future? Is your company planning to acquire any other companies? If yes, please provide the names of the companies and the nature of the business. 4(B)13 Provide case histories of at least five (5) companies you have serviced in the last five (5) years 4(B)14 Include names of three (3) current customers (title and phone numbers) that have had projects similar to that described in this RFP and a letter of recommendation from each. Compensation – Classification RFP 19 2.19.08 fnl
  20. 20. Request for Proposal Compensation and Classification Study 4(B)15 Please include reference names of former customers, if any, (title and phone numbers) and the reasons for disengagement of your services. 4(B)16 What type of insurance coverage do you carry? Describe the amount of coverage. 4(B017 Describe any other value-added services your company is capable of providing. 4(C) SUMMARY Explain in one page or less how your solution will differentiate you from other vendors and why we should choose you as our successful vendor. List the unique features that give your company a competitive edge in this industry. Compensation – Classification RFP 20 2.19.08 fnl
  21. 21. Request for Proposal Compensation and Classification Study 5. PROJECT BUDGET AND EXPENSES 5(A) Services – Provide a detailed project budget Item Description Quantity Unit Price Total Price /hours 1 2 3 4 5 Vendor may add additional lines as needed OR 5(B) Lump Sum Fixed Cost Item Description Total Price 1 5(C) Reimbursable Expenses (including Travel) Alternate A: This contract includes no reimbursable expenses. Alternate B: This contract includes the following reimbursable expenses which will be reimbursed at cost: Type of Expense Maximum $$ Per Item Cumulative $$ Maximum Parking Meals Travel 5(D) Other Vendor must list below any and all charges, expenses, and/or costs to be incurred by the City that are not otherwise included in this section. Failure to specifically and thoroughly enumerate such items may be a cause for disqualification. Compensation – Classification RFP 21 2.19.08 fnl
  22. 22. Request for Proposal Compensation and Classification Study 6. SAMPLE CONTRACT CITY OF LYNNWOOD PROFESSIONAL SERVICES AGREEMENT Contract Title: Compensation – Classification Contract #: 1665 THIS AGREEMENT made and entered into on this       day of      ,      , by and between the CITY OF LYNNWOOD, a Washington Municipal Corporation (the "City"), and      , the CONSULTANT (the “Consultant”). Consultant Business:       Consultant Address:       Consultant Phone:       Consultant Fax:       Contact Name       Consultant e-mail:       Federal Employee ID No.:       Authorized City Representative for       this contract: WHEREAS, the City desires to obtain consulting services for a compensation and classification study WHEREAS, necessity requires the City to obtain the services of a Consultant with compensation and classification study experience; WHEREAS, the City finds that Consultant is qualified to perform and is experienced in performing the required services; and WHEREAS, the City desires to engage the Consult to perform these services and the Consultant understands and is capable of providing these services. NOW, THEREFORE, the parties herein do mutually agree as follows: 1. Employment of Consultant. The City retains the Consultant to provide the services described in Request for Proposal #1665 issued on February 19, 2008 And its response to that Request for Proposal dated xxxxxxxxxxxxx which is incorporated into this Agreement by reference (the “Work”). Any inconsistency between this Agreement and the Request for Proposal shall be resolved in favor of this Agreement. The Consultant shall perform the Work according to the terms and conditions of this Agreement. Compensation – Classification RFP 22 2.19.08 fnl
  23. 23. Request for Proposal Compensation and Classification Study SAMPLE CONTRACT The City may revise the Work and the compensation only by a written Change Order signed by the authorized City representative that shall become a part of this Agreement. The project manager(s) of the Work shall be xxxxxxxxxxxxxx. The project manager(s) shall not be replaced without the prior written consent of the City. Work shall commence when the City issues a notice to proceed and it shall be completed no later than xxxxxxxx, unless the completion date is extended in writing by the City. 2. Compensation. A. The total compensation to be paid to Consultant, including all services and expenses, shall not exceed ______________________ ($____) as shown in the Consultant’s RFP response, Section 5, which shall be full compensation for the Work. Consultant shall notify the City when its requests for payment reach eighty-five percent (85%) of the total compensation. B. The Consultant shall be paid in such amounts and in such manner as described in Exhibit B. C. Consultant shall be reimbursed for Eligible Expenses actually incurred. “Eligible Expenses” means those types and amounts of expenses listed in Exhibit C or those expenses that are approved for reimbursement by the City in writing before the expense is incurred. If overnight lodging is authorized, Consultant shall lodge within the corporate limits of City. 3. Term of Contract. A.The term of this contract shall be TBD B.At the end of each [x year] period, this contract may/may not be renewed for another [x year] period by executing an addendum. Such renewal [shall/shall not] require approval by the City Council. 4. Request for Payment. A. Not more than once every thirty days the Consultant shall file its request for payment in the form of an invoice, accompanied by evidence satisfactory to the City justifying the request for payment, including a report of Work accomplished and tasks completed, and an itemization of any Eligible Expenses with copies of receipts and invoices. B. All requests for payment should be sent to City of Lynnwood Attn: Accounts Payable PO Box 5008 Lynnwood, WA 98046-5008 5. Work Product. The Consultant shall submit all reports and other documents specified in the Scope of Services. If, after review by the City, the information is found to be unacceptable, Consultant, at its expense, shall expeditiously correct such unacceptable work. If Consultant fails to correct unacceptable work, the City may withhold from any payment due an amount that the City reasonably believes will equal the cost of correcting the work. Compensation – Classification RFP 23 2.19.08 fnl
  24. 24. Request for Proposal Compensation and Classification Study All reports, drawings, plans, specifications, and intangible property created in furtherance of the Work, and any intellectual property in such documents, are property of the City and may be used by the City for any purpose; provided that re-use without Consultant’s permission shall be at the City’s sole risk. 6. Termination of Contract. City may terminate this Agreement by sending a written notice of termination to Consultant (“Notice”) that specifies a termination date (“Termination Date”) at least fourteen SAMPLE CONTRACT (14) days after the date of the Notice. Upon receipt of the Notice, the Consultant shall acknowledge receipt to the City in writing and immediately commence to end the Work in a reasonable and orderly manner. Unless terminated for Consultant’s material breach, the Consultant shall be paid or reimbursed for all hours worked and Eligible Expenses incurred up to the Termination date, less all payments previously made; provided that work performed after date of the Notice is reasonably necessary to terminate the Work in an orderly manner. The Notice may be sent by any method reasonably believed to provide Consultant actual notice in a timely manner 7. Assignment of Contract – Subcontractors. Consultant shall not assign this contract or sub-contract or assign any of the Work without the prior written consent of the City. 8. Indemnification. To the extent provided by law and irrespective of any insurance required of the Consultant, the Consultant shall defend and indemnify the City from any and all Claims arising out of or in any way relating to this Agreement; provided, however, the requirements of this paragraph shall not apply to that portion of such Claim that reflects the percentage of negligence of the City compared to the total negligence of all persons, firms or corporations that resulted in the Claim. Consultant agrees that the provisions of this paragraph 7 apply to any claim of injury or damage to the persons or property of consultant’s employees. As to such claims and with respect to the City only, consultant waives any right of immunity, which it may have under industrial insurance (Title 51 RCW and any amendment thereof or substitution therefore). THIS WAIVER IS SPECIFICALLY NEGOTIATED BY THE PARTIES AND IS SOLELY FOR THE BENEFIT OF THE CITY AND CONSULTANT. As used in this paragraph: (1) “City” includes the City’s officers, employees, agents, and representatives; (2) “Consultant” includes employees, agents, representatives sub-consultants; and (3) “Claims” include, but is not limited to, any and all losses, claims, causes of action, demands, expenses, attorney’s fees and litigation expenses, suits, judgments, or damage arising from injury to persons or property. Consultant shall ensure that each sub-consultant shall agree to defend and indemnify the City to the extent and on the same terms and conditions as the Consultant pursuant to this paragraph. 9. Insurance. A. Consultant shall comply with the following conditions and procure and keep in force at all times during the term of this Agreement, at Consultant’s expense, the following policies of insurance with companies authorized to do business in the State of Washington. The Consultant’s insurance shall be rated by A. M. Best Company at least “A” or better with a numerical rating of no less than seven (7) and otherwise acceptable to the City. 1. Workers’ Compensation Insurance as required by Washington law and Employer’s Liability Insurance with limits not less than $1,000,000 per occurrence. If the City authorizes sublet work, the Consultant shall require each sub-consultant to provide Workers’ Compensation Insurance for its employees, unless the Consultant covers such employees. Compensation – Classification RFP 24 2.19.08 fnl
  25. 25. Request for Proposal Compensation and Classification Study 2. Commercial General Liability Insurance on an occurrence basis in an amount not less than $1,000,000 per occurrence and at least $2,000,000 in the annual aggregate, including but not limited to: premises/operations (including off-site operations), blanket contractual liability and broad form property damage. 3. Business Automobile Liability Insurance in an amount not less than $1,000,000 per occurrence, extending to any automobile. A statement certifying that no vehicle will be used in accomplishing this Agreement may be substituted for this insurance requirement. SAMPLE CONTRACT 4. Professional Errors and Omissions Insurance in an amount not less than $1,000,000 per occurrence and $1,000,000 in the annual aggregate. Coverage may be written on a claims made basis; provided that the retroactive date on the policy or any renewal policy shall be the effective date of this Agreement or prior, and that the extended reporting or discovery period shall not be less than 36 months following expiration of the policy. The City may waive the requirement for Professional Errors and Omissions Insurance whenever the Work does not warrant such coverage or the coverage is not available. 5. Each policy shall contain a provision that the policy shall not be canceled or materially changed without 30 days prior written notice to the City. Upon written request to the City, the insurer will furnish, before or during performance of any Work, a copy of any policy cited above, certified to be a true and complete copy of the original. B. Before the Consultant performs any Work, Consultant shall provide the City with a Certificate of Insurance acceptable to the City Attorney evidencing the above-required insurance and naming the City of Lynnwood, its officers, employees and agents as Additional Insureds on the Commercial General Liability Insurance policy and the Business Automobile Liability Insurance policy with respect to the operations performed and services provided under this Agreement and that such insurance shall apply as primary insurance on behalf of such Additional Insureds. Receipt by the City of any certificate showing less coverage than required is not a waiver of the Consultant’s obligations to fulfill the requirements. C. Consultant shall comply with the provisions of Title 51 of the Revised Code of Washington before commencing the performance of the Work. Consultant shall provide the City with evidence of Workers’ Compensation Insurance (or evidence of qualified self-insurance) before any Work is commenced. D. In case of the breach of any provision of this section, the City may provide and maintain at the expense of Consultant insurance in the name of the Consultant and deduct the cost of providing and maintaining such insurance from any sums due to Consultant under this Agreement, or the City may demand Consultant to promptly reimburse the City for such cost. 10. Independent Contractor. The Consultant is an independent Contractor responsible for complying with all obligations of an employer imposed under federal or state law. Personnel employed by Consultant shall not acquire any rights or status regarding the City. 11. Employment. The Consultant warrants that it did not employ or retain any company or person, other than a bona fide employee working solely for the Consultant, to solicit or secure this Agreement or pay or agree to pay any such company or person any consideration, contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, the City shall have the right either to terminate this Agreement without liability or to deduct from the Agreement price or consideration or to otherwise recover, the full amount of such consideration. Compensation – Classification RFP 25 2.19.08 fnl
  26. 26. Request for Proposal Compensation and Classification Study 12. Audits and Inspections. The Consultant shall make available to the City during normal business hours and as the City deems necessary for audit and copying all of the Consultant’s records and documents with respect to all matters covered by this Agreement. 13. City of Lynnwood Business License. Consultant shall obtain a City of Lynnwood business license before performing any Work. 14. Compliance with Federal, State and Local Laws. Consultant shall comply with and obey all federal, state and local laws, regulations, and ordinances applicable to the operation of its business and to its performance of the Work. SAMPLE CONTRACT 15. Waiver. Any waiver by the Consultant or the City of the breach of any provision of this Agreement by the other party will not operate, or be construed, as a waiver of any subsequent breach by either party or prevent either party from thereafter enforcing any such provisions. 16. Complete Agreement. This Agreement contains the complete and integrated understanding and agreement between the parties and supersedes any understanding, agreement or negotiation whether oral or written not set forth herein. 17. Modification of Agreement. This Agreement may be modified by a Change Order as provided in paragraph 1 or by a writing that is signed by authorized representatives of the City and the Consultant. 18. Severability. If any part of this Agreement is found to be in conflict with applicable laws, such part shall be inoperative, null and void, insofar as it is in conflict with said laws, the remainder of the Agreement shall remain in full force and effect. 19. Notices. A. Notices to the City of Lynnwood shall be sent to the following address: City of Lynnwood Attn:             Lynnwood, WA       B. Notices to the Consultant shall be sent to the following address:                         20. Venue. This Agreement shall be governed by the law of the State of Washington and venue for any lawsuit arising out of this Agreement shall be in Snohomish County. IN WITNESS WHEREOF, the City and Consultant have executed this Agreement as of the date first above written. CITY OF LYNNWOOD [Consultant’s Complete Legal Name] Corporation WASHINGTON By: ___________________________ By: ____________________________ Compensation – Classification RFP 26 2.19.08 fnl
  27. 27. Request for Proposal Compensation and Classification Study Don Gough, Mayor Typed/Printed Name: ______________________________ ______________________ Date Its ________________________________ ___ ______________________ ________ Date ATTEST: [Consultant’s Complete Legal Name] Partnership (general) a Washington general partnership By: ____________________________ John Moir, Finance Director ______________________________ By: ___________________________ Date Typed/Printed Name: ______________________ General Partner ______________________________ Date APPROVED AS TO FORM: [Consultant’s Complete Legal Name] Partnership (limited) a Washington limited partnership By: ____________________________ Michael P. Ruark, City Attorney ______________________________ By: ___________________________ Date Typed/Printed Name: ______________________ General Partner ______________________________ Date REVIEW This sample Agreement has been reviewed and ( ) is acceptable ( ) is acceptable as noted ________________________________________ Signed ________________________________________ Printed Name Compensation – Classification RFP 27 2.19.08 fnl
  28. 28. Request for Proposal Compensation and Classification Study ________________________________________ Vendor ________________________________________ Date Compensation – Classification RFP 28 2.19.08 fnl
  29. 29. Request for Proposal Compensation /Classification Study 7. RFP SUBMITTAL CHECKLIST Vendor shall create one original response (clearly labeled “original”) with original signature (See Tab 1) and five (5) identical copies (for a total of six (6) responses). 1. The original and each of five (5) identical copies identical copies shall be submitted in its own three-ring binder of sufficient size to contain the response. 2. The original and each of the five (5) identical copies in three-ring binders shall be sent to the procurement contact at the address shown in Section 2C, on or before the due date shown in Section 2A and in a box of sufficient size to hold all the responses. 4. In addition to the copies specified above the Vendor MUST include a CD of the entire response which shall be placed inside the front cover of the original response. 5. The RFP name must be shown on the lower left-hand corner of the box. 6. The original and each of the five (5) identical copies shall be indexed with tabs as follows: Tab 1 RFP Cover Sheet Tab 2 Non-Collusion Certification Tab 3 Scope of Services – Section 3; acknowledgement of understanding of requirements. Tab 4 Answers to Section 4(A) questions Tab 5 Answers to Section 4(B) questions Tab 6 Section 4(C) -- Summary Letter (one page only) Tab 7 Project Budget and Expenses Tab 8 Review box from last page of Sample contract This checklist is intended merely as an aid to the Vendor in providing a response to this RFP. The Vendor retains the sole responsibility for accuracy and completeness of the response. Compensation – Classification RFP 29 2.19.08 fnl
  30. 30. Request for Proposal Compensation /Classification Study SECTION 8: EXHIBITS EXHIBIT 1 CITY OF LYNNWOOD ORDINANCE NO. AN ORDINANCE AMENDING CHAPTER 2.48 OF THE LYNNWOOD MUNICIPAL CODE; AMENDING SECTION 2.48.175 RELATING TO BASIC PAY PLAN, SECTION 2.48.185 RELATING TO PAY GRADE CLASSIFICATION AND 2.48.200 LONGEVITY PAY FOR REGULAR EMPLOYEES OF THE CITY OF LYNNWOOD NOT OTHERWISE COVERED UNDER A COLLECTIVE BARGAINING AGREEMENT; PROVIDING FOR SEVERABILITY, PROVIDING AN EFFECTIVE DATE AND FOR SUMMARY PUBLICATION. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LYNNWOOD DO ORDAIN AS FOLLOWS: Section 1. Amendment. That portion of LMC 2.48.185 - Pay Grade Classification is amended as follows: 2.48.185 - Pay Grade Classification The following shall be the pay grades in the Basic Pay Plan set forth in LMC 2.48.175, assigned to the appropriate position: ADMINISTRATIVE SERVICES (EE) 28 Finance Director ( E) 25 Assistant Finance Director – Information Services ( E) 23 Assistant Finance Director – Treasury ( E) 22 Manager – Purchasing and Contracts ( E) 22 Manager – Accounting 19 Operations Supervisor 19 Computer Systems Engineer 19 Budget Coordinator BUILDING AND PROPERTY SERVICES (R) 20 Building Operations & Maintenance Supervisor (R) 14 Lead Maintenance Worker (R) 13 Maintenance Worker 12 Lead Custodian 10 Custodian COMMUNITY DEVELOPMENT (EE) 27 Community Development Director ( E) 24 Deputy Community Development Director Compensation – Classification RFP 30 2.19.08 fnl
  31. 31. Request for Proposal Compensation /Classification Study COURT ( E) 23 Court Administrator 19 Probation Supervisor 15 Court Operations Supervisor 15 Probation Officer ECONOMIC DEVELOPMENT (EE) 27 Economic Development Director 18 Project/Tourism Manager EXECUTIVE ( E) 23 Assistant City Administrator 16 Executive Assistant to the Mayor FIRE (EE) 28 Fire Chief ( E) 26 Assistant Fire Chief 6 Step 1 Reserve Firefighter HUMAN RESOURCES ( E) 25 Human Resources Director 21 Labor Relations Program Manager 17 Human Resources Analyst 13 Human Resources Technician 9 Clerk Receptionist NEIGHBORHOODS AND COMMUNITY AFFAIRS 21 Community Affairs Director 14 Administrative Assistant PARKS, RECREATION AND CULTURAL ARTS (EE) 28 Parks, Recreation and Cultural Arts Director ( E) 23 Assistant Parks, Recreation and Cultural Arts Director (R) 20 Parks Maintenance Superintendent 19 Golf Course Superintendent 17 Recreation Supervisor 16 Pro Shop Supervisor 14 Assistant Recreation Supervisor 14 Equipment Technician 13 Recreation Coordinator 13 Assistant Pro Shop Supervisor 12 Clerk Specialist (Lead) 10 Clerk Specialist 10 Pro Shop Assistant 10 Senior Guard 3 Recreation Specialist 3 Lifeguard/WSI II 3 Lead Field Attendant 2 Lifeguard/WSI I 2 Recreation Clerk 2 Weight Room Monitor 1 Lifeguard POLICE (EE) 28 Police Chief (EE) 26 Deputy Police Chief ( E) 24 Police Commander 22 Detention Commander Compensation – Classification RFP 31 2.19.08 fnl
  32. 32. Request for Proposal Compensation /Classification Study 21 Police Support Services Manager 14 Administrative Assistant 14 Domestic Violence Coordinator 6 Step 1 Reserve Police Officer Step A Police Officer Trainee (refer to current Police Officers Contract) PUBLIC WORKS (EE) 28 Public Works Director/City Engineer (EE) 25 Deputy Public Works Director (EE) 24 Operations Division Manager (EE) 24 Transportation Division Manager 22 Traffic Engineer 21 Treatment Plant Supervisor 20 Development Services Supervisor (R) 20 Streets Maintenance Supervisor (R) 20 Utilities Maintenance Supervisor 19 Automotive Shop Supervisor 17 Assistant Treatment Plant Supervisor 15 Heavy Equipment Mechanic 14 Administrative Assistant Section 2. Amendment. That portion of LMC 2.48.175 – Basic Pay Plan is amended as attached. Section 3. Amendment. That portion of LMC 2.48.200 – Longevity Pay is amended as follows: . 2.48.200 Longevity pay. Upon completion of the required time of service, employees shall be entitled to longevity pay as per the following schedule. Longevity is available to regular full-time employees only and shall be based on the employee’s date of hire for regular full-time service. A regular part-time employee moving to regular full-time service will receive credit towards longevity for his/her regular part-time service, based on a pro-rated valuation of that service as compared to full-time equivalency for the hours allocated to work. Per Pay Period Biweekly Hourly Rate* Beginning 5th Year $ 9.23 $ .115 Beginning 8th Year 18.46 .231 Beginning 11th Year 27.69 .346 Beginning 15th Year 39.23 .490 *For computation purposes. Section 4. Severability. If any section, subsection, sentence, clause, phrase, or word of this Ordinance should be held to be invalid or unconstitutional by a court of competent jurisdiction, such invalidity or unconstitutionality thereof shall not affect the validity or constitutionality of any other section, subsection, sentence, clause, phrase, or word of this Ordinance. Section 5. Effective Date. This ordinance shall take effect and be in full force January 1, 2008. Compensation – Classification RFP 32 2.19.08 fnl
  33. 33. Request for Proposal Compensation /Classification Study EXHIBIT 2 Base Pay Plan -- 2008 Grade Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 1 9.96 10.36 10.78 11.21 11.66 12.12 12.61 2 10.58 10.99 11.42 11.88 12.37 12.85 13.40 3 11.20 11.65 12.11 12.60 13.10 13.62 14.18 4 11.86 12.35 12.81 13.34 13.88 14.43 15.01 5 12.57 13.06 13.59 14.14 14.68 15.29 15.89 6 13.31 13.87 14.42 15.00 15.59 16.22 16.86 7 14.13 14.67 15.28 15.88 16.53 17.18 17.87 8 14.99 15.56 16.21 16.84 17.52 18.19 18.95 9 15.86 16.50 17.17 17.85 18.57 19.31 20.08 10 16.83 17.49 18.18 18.91 19.67 20.48 21.29 11 17.84 18.54 19.28 20.03 20.88 21.70 22.58 12 18.88 19.65 20.45 21.27 22.11 23.00 23.92 13 20.01 20.86 21.68 22.55 23.45 24.38 25.37 14 21.25 22.10 22.98 23.90 24.86 25.84 26.88 15 22.53 23.42 24.36 25.32 26.34 27.40 28.49 16 23.88 24.84 25.81 26.83 27.93 29.04 30.20 17 25.29 26.31 27.36 28.46 29.58 30.80 32.01 18 26.81 27.90 29.02 30.16 31.34 32.62 33.93 19 28.44 29.56 30.77 31.97 33.27 34.57 35.99 20 30.14 31.32 32.59 33.89 35.25 36.67 38.13 21 31.95 33.22 34.55 35.95 37.38 38.85 40.42 22 33.86 35.22 36.63 38.07 39.62 41.20 42.85 23 35.91 37.32 38.82 40.38 41.98 43.66 45.40 24 38.03 39.55 41.16 42.78 44.51 46.29 48.14 25 40.33 41.94 43.61 45.36 47.19 49.04 51.04 Compensation – Classification RFP 33 2.19.08 fnl
  34. 34. Request for Proposal Compensation /Classification Study 26 42.73 44.45 46.22 48.09 50.01 52.01 54.09 27 45.32 47.13 49.00 50.97 53.00 55.14 57.33 28 48.03 49.95 51.95 54.02 56.19 58.43 60.76 Compensation – Classification RFP 34 2.19.08 fnl