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CC 2017-01-24_09c Approve Agreement_Comp Study MEMORANDUM TO: CITY COUNCIL FROM: DEBBIE MALICOAT, DIRECTOR OF ADMINISTRATIVE SERVICES KAREN SISKO, HUMAN RESOURCES MANAGER SUBJECT: CONSIDERATION OF APPROVAL OF CONSULTANT SERVICES AGREEMENT WITH KOFF & ASSOCIATES FOR A COMPENSATION STUDY DATE: JANUARY 24, 2017 RECOMMENDATION: It is recommended the City Council approve a consultant services agreement with Koff & Associates to perform a compensation study. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The FY 2016-17 budget appropriated $40,000 for the compensation study. The proposed contract is $28,000, including $6,375 that will be reimbursed from the Five Cities Fire Authority. The study will involve a significant amount of personnel resources from the Administrative Services Department and support from all other City departments. The study supports the City Council goal of retaining and attracting employees. BACKGROUND: The City has not completed a comprehensive formal compensation review in over 20 years. Class specifications and job descriptions are established for each position. Many of these were updated as the City realigned several positions and reorganized several departments during the Great Recession and since then. In anticipation of upcoming negotiations with represented employees, the City Council directed a formal compensation study to be performed. Historically, the City of Arroyo Grande has utilized the other incorporated cities within San Luis Obispo County (Atascadero, Grover Beach, Morro Bay, Paso Robles, Pismo Beach, and San Luis Obispo) in salary and compensation surveys. Over the past few years, it has been recognized that salary and other components of compensation in the City were falling behind other comparison Cities. The City Council has been supportive of incremental adjustments in order to more closely align Arroyo Grande salaries with the median among comparison cities; although no formal policy position has been adopted that median is the desired market position. CITY COUNCIL CONSIDERATION OF AGREEMENT FOR COMPENSATION STUDY JANUARY 24, 2017 PAGE 2 In addition, the Five Cities Fire Authority is in need of similar services and a combined approach with the City’s study will provide a cost effective solution. The Five Cities Fire Authority will reimburse the City for all expenses related to that portion of the work that is attributable to their positions. ANALYSIS OF ISSUES: The City anticipates using this study as a basis for making recommendations to the Council for future changes in salaries and benefits for both represented and unrepresented employees. The goal of the study is to provide the City Council with a snapshot in time of where the City stands compared to other agencies in compensating employees. The study scope includes assisting the City with developing a strategy for implementation of the recommendations, however, changes to salaries or benefits for represented employees would need to follow the meet and confer process. The study does not obligate the City to make any changes to current compensation or benefits. Ultimately, the decisions on how to use the information gleaned from the study will be up to the City Council. In short, the study will provide the City with the “starting point” for the journey. It will not tell us where we want to go or how to get there, but unless we know where we are starting from, we will not be able to appropriately develop a plan for moving toward the final destination. The City’s portion of the study will include the following scope of services: 1. Identify survey labor market cities and classifications that represent most closely to the City of Arroyo Grande. This will include an explanation of the specific methodology (i.e. articulable factors) used to identify the survey agencies. The survey should include all cities within the County of San Luis Obispo as well as up to three other comparable agencies. 2. Conduct a comprehensive total compensation (salary and all benefits) survey using comparable survey agencies, using not only job titles, but duties and responsibilities based upon the classification specifications from the City of Arroyo Grande. 3. Complete an internal base salary relationship analysis, including the development of appropriate internal relationship guidelines. 4. Develop external competitive and internal equitable salary recommendations for each classification included within the study. 5. Assign a salary range to each classification which reflects the results of the market survey and the analysis of the internal relationships. 6. Present draft results of the survey to management and bargaining units in a group meeting. 7. Assist in the development of a strategy for implementing the compensation recommendations and plan. 8. Present the final Compensation Report to the City Council. CITY COUNCIL CONSIDERATION OF AGREEMENT FOR COMPENSATION STUDY JANUARY 24, 2017 PAGE 3 The City issued a Request for Proposal (RFP) for the service and two competent firms responded, Koff & Associates and Ralph Anderson & Associates. The proposals were evaluated by a review team and it is recommended that the City contract with Koff & Associates for the proposed scope of work. The process outlined by Koff & Associates is tailored for a smaller, engaged organization and is more inclusionary of the employee base. Their proposed stakeholder engagement most closely aligns with the City’s needs. In addition, they are very familiar with the other cities in San Luis Obispo County as they have performed similar work for Morro Bay, Paso Robles and Pismo Beach. ALTERNATIVES: The following alternatives are provided for the Council’s consideration: Approve the agreement with Koff & Associates; Do not approve agreement; or Provide direction to staff. ADVANTAGES: The consultants are well qualified to perform the scope of work of this project. They have familiarity with the City’s comparison agencies and have provided similar services for numerous other public agencies. The consultant’s proposal is within the allocated budget for the project. Completion of a compensation study will provide the City Council with valuable information related to employee compensation as the City prepares for negotiations with represented employee groups. DISADVANTAGES: There are no identified disadvantages to the City other than the resources that will be dedicated to this effort. ENVIRONMENTAL REVIEW: No environmental review is required for this item. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2. Attachments: 1.Agreement for Consultant Services with Koff & Associates AGREEMENT FOR CONSULTANT SERVICES KOFF & THIS AGREEMENT, is made and effective as of January 24, 2017, between ASSOCIATESCITY OF ARROYO GRANDE (“Consultant”), and the , a Municipal Corporation (“City”). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: TERM 1. This Agreement shall commence on January 24, 2017 and shall remain and continue in effect final completion of the included scope of services, unless sooner terminated pursuant to the provisions of this Agreement. SERVICES 2. Consultant shall perform the tasks described and comply with all terms and provisions set forth in the City’s Request for Proposal, Exhibit “A,” attached hereto and incorporated herein by this reference. PERFORMANCE 3. Consultant shall at all times faithfully, competently and to the best of his/her ability, experience and talent, perform all tasks described herein. Consultant shall employ, at a minimum generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement. AGREEMENT ADMINISTRATION 4. City’s City Manager shall represent City in all matters pertaining to the administration of this Agreement. Georg Krammer shall represent Consultant in all matters pertaining to the administration of this Agreement. PAYMENT 5. The City agrees to pay the Consultant in accordance with the payment rates and terms set forth in Consultant’s Proposal, Exhibit “B,” attached hereto and incorporated herein by this reference. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE 6. (a)The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement. (b) In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 5. TERMINATION ON OCCURRENCE OF STATED EVENTS 7. This Agreement shall terminate automatically on the occurrence of any of the following events: (a) Bankruptcy or insolvency of any party; (b) Sale of Consultant’s business; or (c) Assignment of this Agreement by Consultant without the consent of City. (d) End of the Agreement term specified in Section 1. DEFAULT OF CONSULTANT 8. (a)The Consultant’s failure to comply with the provisions of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. If such failure by the Consultant to make progress in the performance of work hereunder arises out of causes beyond the Consultant’s control, and without fault or negligence of the Consultant, it shall not be considered a default. (b) If the City Manager or his/her delegate determines that the Consultant is in default in the performance of any of the terms or conditions of this Agreement, he/she shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the Consultant fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement. LAWS TO BE OBSERVED 9.. Consultant shall: (a) Procure all permits and licenses, pay all charges and fees, and give all notices which may be necessary and incidental to the due and lawful prosecution of the services to be performed by Consultant under this Agreement; (b) Keep itself fully informed of all existing and proposed federal, state and local laws, ordinances, regulations, orders, and decrees which may affect those engaged or ’ employed under this Agreement, any materials used in Consultantsperformance under this Agreement, or the conduct of the services under this Agreement; (c) At all times observe and comply with, and cause all of its employees to observe and comply with all of said laws, ordinances, regulations, orders, and decrees mentioned above; tğŭĻЋ (d) Immediately report to the City’s Contract Manager in writing any discrepancy or inconsistency it discovers in said laws, ordinances, regulations, orders, and decrees mentioned above in relation to any plans, drawings, specifications, or provisions of this Agreement. (e) The City, and its officers, agents and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section. OWNERSHIP OF DOCUMENTS 10. (a) Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. (b) Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant’s office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, and printing computer files. INDEMNIFICATION 11. (a) Indemnification for Professional Liability. When the law establishes a professional standard of care for Consultant’s Services, to the fullest extent permitted by law, Consultant shall indemnify, protect, defend and hold harmless City and any and all of its officials, employees and agents (“Indemnified Parties”) from and against any and all losses, liabilities, damages, costs and expenses, including attorney’s fees and costs to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Consultant, its officers, agents, employees or subcontractors or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of professional services under this agreement. (b) Indemnification for Other Than Professional Liability. Other than in the performance of professional services and to the full extent permitted by law, Consultant shall indemnify, defend and hold harmless City, and any and all of its employees, officials and agents from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, tğŭĻЌ whether actual, alleged or threatened, including attorney fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Consultant or by any individual or entity for which Consultant is legally liable, including but not limited to officers, agents, employees or subcontractors of Consultant. (c) General Indemnification Provisions. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this agreement. In the event Consultant fails to obtain such indemnity obligations from others as required here, Consultant agrees to be fully responsible according to the terms of this section. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth here is binding on the successors, assigns or heirs of Consultant and shall survive the termination of this agreement or this section. INSURANCE 12. Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit “C,” attached hereto and incorporated herein as though set forth in full. INDEPENDENT CONSULTANT 13. (a) Consultant is and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant’s officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against City, or bind City in any manner. (b) No employee benefits shall be available to Consultant in connection with performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. UNDUE INFLUENCE 14. Consultant declares and warrants that no undue influence or pressure was or is used against or in concert with any officer or employee of the City of Arroyo Grande in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City of Arroyo Grande will receive compensation, directly or indirectly, from Consultant, or from any tğŭĻЍ officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES 15. No member, officer, or employee of City, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the project performed under this Agreement. RELEASE OF INFORMATION/CONFLICTS OF INTEREST 16. (a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City’s prior written authorization. Consultant, its officers, employees, agents, or subcontractors, shall not without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered “voluntary” provided Consultant gives City notice of such court order or subpoena. (b) Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request, court order, or subpoena from any person or party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the City. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding. Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to discovery requests provided by Consultant. However, City’s right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. NOTICES 17. Any notice which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice: ToCity: Cityof Arroyo Grande CityManager 300 E. Branch Street Arroyo Grande, CA 93420 tğŭĻЎ To Consultant: Koff & Associates Georg S. Krammer 2835 Seventh Street Berkeley, CA 94710 ASSIGNMENT 18. The Consultant shall not assign the performance of this Agreement, nor any part thereof, without the prior written consent of the City. GOVERNING LAW 19. The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the superior or federal district court with jurisdiction over the City of Arroyo Grande. ENTIRE AGREEMENT 20. This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, or written, are merged into this Agreement and shall be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party’s own independent investigation of any and all facts such party deems material. TIME 21. City and Consultant agree that time is of the essence in this Agreement. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL 22. Consultant is bound by the contents of the City’s Request for Proposal, Exhibit A, attached hereto and incorporated herein by this reference, and the contents of the proposal submitted by the Consultant, Exhibit B, attached hereto and incorporated herein by this reference. In the event of conflict, the requirements of City’s Request for Proposals and this Agreement shall take precedence over those contained in the Consultant’s proposals. CONSTRUCTION 23. The parties agree that each has had an opportunity to have their counsel review this Agreement and that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in the interpretation of this Agreement or any amendments or exhibits thereto. The captions of the sections are for convenience and reference only, and are not intended to be construed to define or limit the provisions to which they relate. tğŭĻЏ AMENDMENTS 24. Amendments to this Agreement shall be in writing and shall be made only with the mutual written consent of all of the parties to this Agreement. AUTHORITY TO EXECUTE THIS AGREEMENT 25. The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she has the authority to execute this Agreement on behalf of the Consultant and has the authority to bind Consultant to the performance of its obligations hereunder. IN WITNESS WHEREOF , the parties hereto have caused this Agreement to be executed the day and year first above written. CITY OF ARROYO GRANDE CONSULTANT By:__________________________ By:____________________________ Jim Hill, Mayor Georg S. Krammer Its: Chief Executive Officer Attest: ____________________________ Kelly Wetmore, City Clerk Approved As To Form: _____________________________ Heather Whitham, City Attorney tğŭĻА REQUEST FOR PROPOSAL FOR COMPENSATION STUDY DEADLINE FOR PROPOSALS: DECEMBER 28, 2016 City of Arroyo Grande Request for Proposal: Compensation Study Page 2 )­³±®£´¢³¨®­  ­£ 0±®©¤¢³ The City of Arroyo Grande is requesting proposals for qualified professional consulting services to conduct a city-wide compensation study for full-time job classifications. The City will select one firm, based on demonstrated competence and a cost effective approach to design, conduct, and assist in the implementation of a city-wide compensation study. In addition, the City is a member of the Five Cities Fire Authority, a three member Joint Powers Agreement to provide fire services to the communities of Arroyo Grande, Grover Beach and Oceano. The Five Cities Fire Authority (FCFA) is seeking similar professional consulting services and may be included in this study, as further discussed in this request for proposals. " ¢ª¦±®´­£ The City of Arroyo Grande is a scenic community with a population of about 17,252, located five miles inland from the central California coastline, mid-way between Los Angeles and San Francisco, along US Highway 101. The City contains acres of agriculturally productive land in a valley created by the Arroyo Grande creek, a Historic Village commercial core, close proximity to beaches, hiking and biking trails, Lake Lopez Recreational Area and many other desirable amenities. The community places an emphasis The City of Arroyo Grande provides some services through contracts (with both public and private agencies) s own employees. Police protection is provided by City employees, with the exception of dispatching services, which are provided by the San Luis Obispo protection services are provided through the FCFA, while Building and Life Safety services are provided by City employees. The City provides public works services, construction and maintenance of streets and other infrastructure, planning and zoning activities, recreational activities, public parks maintenance, water delivery and sewer collection, water and sewer billing services, and business licensing. Water and sewer treatment services are provided through contracts or partnerships with other agencies. #¨³¸ '®µ¤±­¬¤­³Ȁ Arroyo Grande is a General Law City that was incorporated in 1911 and operates under the Council-Manager form of government. Policy-making and legislative authority are vested in the governing City Council, which consists of five Council Members, including the Mayor and Mayor Pro- Tem. The City Council is elected on a non-partisan, at-large basis. Council Members are elected to four- year staggered terms with two Council Members elected every two years. The Mayor is elected to a two year term. The Council designates the Mayor Pro-Tem for a one-year term. The City Manager is responsible for carrying out the policies and ordinances of the governing council, for overseeing the day- to-day operations of the government, and for appointing the heads of the gove The City is currently fiscally sound and functions on a two-year budget cycle. , ¡®± &®±¢¤Ȁ The City of Arroyo Grande has 73 authorized full-time positions for Fiscal Year 2016-17, and its departments include a City Manager, Administrative Services, Legislative and Information City of Arroyo Grande Request for Proposal: Compensation Study Page 3 Technology, Community Development, Police, Public Works and Recreation Services Department. The City has a contract City Attorney. Presently there are two bargaining units that represent full time employees (police and general). Management employees and part time employees are unrepresented. There are approximately 73 full-time and 51 part-time employees. Contracts are currently in place with oyees International Union Local 620, both of which expire June 30, 2017. from this study when negotiating successor agreements with these bargaining groups, therefore time is of the essence in completing the requested scope of services. A list of all classifications is provided in Exhibit A. 3¨³´ ³¨®­ The City has not had a comprehensive formal compensation review in over 20 years. Class specifications and job descriptions are established for each position. Many were updated as the City realigned several positions and reorganized several departments during the Great Recession. Historically, the City of Arroyo Grande has utilized the other incorporated cities within San Luis Obispo County (Atascadero, Grover Beach, Morro Bay, Paso Robles, Pismo Beach, and San Luis Obispo) in salary and compensation surveys. Over the past few years, it has been recognized that salary and other components of compensation in the City were falling behind other comparison Cities. The City Council has been supportive of incremental adjustments in order to more closely align Arroyo Grande salaries with the median among comparison cities; although no formal policy position has been adopted that median is the desired market position. 3¢®¯¤ ®¥ 3¤±µ¨¢¤² The City of Arroyo Grande is seeking the services of a highly qualified consulting firm to assist in: #®¬¯¤­² ³¨®­ 0« ­Ȁ 1.Identify survey labor market and classifications that represent most closely to the City of Arroyo Grande. This will include and explanation of the specific methodology (i.e. articulable factors) used to identify the survey agencies. The survey should include all cities within the County of San Luis Obispo as well as up to three other comparable agencies. 2.Conduct a comprehensive total compensation (salary and all benefits) survey using comparable survey agencies, using not only job titles, but duties and responsibilities based upon the classification specifications from the City of Arroyo Grande. 3.Complete an internal base salary relationship analysis, including the development of appropriate internal relationship guidelines. 4.Develop external competitive and internal equitable salary recommendations for each classification included within the study. 5.Assign a salary range to each classification which reflects the results of the market survey and the analysis of the internal relationships. City of Arroyo Grande Request for Proposal: Compensation Study Page 4 6.Present draft results of the survey to management and bargaining units in a group meeting. 7.Assist in the development of a strategy for implementing the compensation recommendations and plan. 8.Present the final Compensation Report to the City Council. &¨µ¤ #¨³¨¤² &¨±¤ !´³§®±¨³¸ As previously mentioned, the City of Arroyo Grande is one of three partner agencies that comprise the Five Cities Fire Authority (FCFA). The FCFA was formed approximately six (6) years ago and employs 19 full-time and 16 part-time employees. There are 6 full-time classifications. While job descriptions are fairly updated, the FCFA is seeking consultant assistance in reviewing classification documents for compliance with the latest regulatory requirements and best practices. The FCFA is also interested in obtaining a total compensation (salary and benefit) survey for all classifications. Comparison agencies for FCFA are identified as: City of Atascadero, City of Morro Bay, City of Paso Robles, City of San Luis Obispo, Cambria Community Services District, City of Santa Maria, City of Lompoc, Carpenteria Summerland Fire District, and CAL FIRE. Proposers should indicate the additional cost to include FCFA classifications in the scope of services, as an additive alternative to the proposal. 1´ «¨¥¨¢ ³¨®­  ­£ #±¨³¤±¨  Qualifications: The City of Arroyo Grande will select one firm for all the outlined Scope of Service on the basis of qualifications, experience and cost. The following are the minimum qualifications to be used to evaluate the responses to this Request for Proposals: 1.The proposer has advanced knowledge of the laws and practices relating to employee classification and compensation within a municipal government setting. 2.The proposer has a demonstrated track record of success in handling all aspects of employee classification and compensation and at least five (5) years of providing these services to public entities in the State of California. 3.Each proposer shall provide all public agencies they have performed relevant work for in the past three (3) years. When possible, include references from cities of a similar size and characteristics to the City of Arroyo Grande. 4.The proposer can demonstrate an understanding of the assignment and knowledge of the skills necessary to serve in the role of the Classification and Compensation Consultant. 3¤«¤¢³¨®­ #±¨³¤±¨ Ȁ The City of Arroyo Grande will conduct a comprehensive, fair and impartial evaluation of the proposals received in response to the Request for Proposal. All proposals received from the vendors will be reviewed and evaluated by a committee of qualified personnel. The names, information, or experience of the individual members will not be made available to any vendor. The Evaluation Committee will first screen all proposals submitted, according to the minimum qualifications City of Arroyo Grande Request for Proposal: Compensation Study Page 5 set forth above. The following criteria will be used in reviewing and comparing the proposals and in determining the highest scoring proposal: 1.40% Qualifications, background and prior experience of the firm, experience of key staff assigned to oversee services provided to the City, evaluation of size and scope of similar work performed and success on those projects. 2.30% Cost and Fees to the City for handling matters. Cost is not the sole determining factor but will be taken into consideration. 3.20% References including past performance of proposer. 4.10% Responsiveness to the Request for Proposal and quality of the proposal. &®±¬ ³  ­£ $¤«¨µ¤±¸ ®¥ 2¤²¯®­²¤² Respondents are asked to submit six (6) copies of their proposals in sufficient detail to allow for a thorough evaluation and comparative analysis. The proposal should include at a minimum, the following information in a sectionalized format addressing all phases of work in the Request for Proposal. Format: Proposals should single sided (excluding cover letter and attachments). Proposers may attach a firm brochure, if desired, but it must be as a separate attachment and independent from the required elements noted above. #®µ¤± ,¤³³¤±Ȁ All proposals shall include a cover letter which states that the proposal shall remain valid for a period not less than ninety (90) days from the date of submittal. If the proposal contemplates the use of sub-contractors, the sub-contractors shall be identified in the cover letter. If the proposal is submitted by a business entity, the cover letter shall be signed by an officer authorized to contractually bind the business entity. With respect to the business entity, the cover letter shall also include: the identification of the business entity, including the name, address and telephone number of the business entity; and the name, title, address and telephone number of a contact person during the proposal evaluation period. Introduction: Present an introduction of the proposal and your understanding of the assignment and significant steps, methods and procedures to be employed by the proposer to ensure quality deliverables that can be delivered within the required time frames and your identified budget. '¤­¤± « 3¢®¯¤ ®¥ 7®±ªȀ Briefly summarize the scope of work as the proposer perceives or envisions it for each area proposed. 7®±ª 0« ­Ȁ Present concepts for conducting the work plan and interrelationship of all products. Define the scope of each task including the depth and scope of analysis or research proposed. Schedule: As time is of the essence for this assignment, recommend a schedule of work indicating specific milestones. City of Arroyo Grande Request for Proposal: Compensation Study Page 6 &¤¤²  ­£ #®²³²Ȁ Although an important aspect of consideration, the financial cost estimate will not be the sole justification for consideration. Negotiations may or may not be conducted with the proposer; since selection and award The fees and costs for inclusion of the Five Cities Fire Authority classifications should be clearly separated from the City of Arroyo Grande classifications. Any reduction in costs or discounts applied due to consultant performing total compensation surveys in comparison cities within the past six (6) months, the data from which can be shared rather than independently gathered, should be identified. !¡¨«¨³¸ ®¥ ³§¤ 0±®¯®²¤± ³® 0¤±¥®±¬Ȁ Provide a detailed description of the proposer and his/her qualifications, including name(s), title(s), detailed professional resume(s), and past experience in similar work efforts/products of key personnel who will be working on the assignment. Provide a list of specific related work projects that have been completed by the proposer which are directly related to the assignment described in the Request for Proposal. Note the specific individuals who completed such project(s). Identify the role and responsibility of each member of the project team. Include the amount of time key personnel will be involved in the respective portions of the assignment. Respondents are encouraged to supply relevant examples of their professional product. Provide a list of references. Delivery: Responses are due on or before 5:00 p.m. on December 28, 2016. Late responses will not be City of Arroyo Grande Attn: Karen Sisko, Human Resources Manager 300 E. Branch Street Arroyo Grande, CA 93420 If you have any questions regarding this Request for Proposal, please contact Karen Sisko at 805-473- 5410 or ksisko@arroyogrande.org. !££¤­£ Ǿ #§ ­¦¤²Ǿ  ­£ !¬¤­£¬¤­³² ³® ³§¨² 3®«¨¢¨³ ³¨®­ At any time prior to the date for the responses, the City of Arroyo Grande may make changes, amendments, and addenda to this solicitation, including the due date to allow respondents time to address such changes. Addenda, changes and amendments, if ma website (www.arroyogrande.org) which is deemed adequate notice. A proposer may make a request to any such addenda, changes or amendments by emailing Karen Sisko at ksisko@arroyogrande.org. City of Arroyo Grande Request for Proposal: Compensation Study Page 7 #®­£¨³¨®­ ¥®± 2¤²¯®­²¤² ³® 2¤°´¤²³ ¥®± 0±®¯®² « The following conditions apply to the Request for Proposal process. 1.Nothing contained in this Request for Proposal shall create any contractual relationship between the respondent and the City of Arroyo Grande. 2.This Request for Proposals does not obligate the City of Arroyo Grande to establish a list of service providers qualified as prime contractors, or award a contract to any respondent. The City of Arroyo Grande reserves the right to amend or cancel the Request for Proposal without prior notice, at any time, at its sole discretion. 3.The City of Arroyo Grande shall not be liable for any expenses incurred by any individual or organization in connection with the Request for Proposal. 4.No conversations or agreements with any officer, agent or employee of the City of Arroyo Grande shall affect or modify any terms of this Request for Proposal. Oral communications or any written/e-mail materials provided by any person other than the designated contact staff of the City of Arroyo Grande shall not be considered binding. 5.The City of Arroyo Grande reserves the right, in its sole discretion, to accept or reject any or all proposals without prior notice and to waive any minor irregularities or defects in a proposal. The City reserves the right to seek clarification on a proposal with any source. 6.The dates, times and sequence of events related to this Request for Proposal shall ultimately be determined by the City of Arroyo Grande. The schedule shown is subject to change at the sole discretion of the City of Arroyo Grande, although the City will attempt to follow it and, if it must be altered, will attempt to provide reasonable notice of the changes. 7.Respondents shall not issue any news release pertaining to this Request for Proposal, or the City of Arroyo Grande without prior written approval of the City. 8.All submitted proposals and information included herein or attached thereto, shall become public record upon delivery to the City of Arroyo Grande. 2¨¦§³ ¡¸ ³§¤ #¨³¸ ³® 7¨³§£± ¶ ³§¨² 2¤°´¤²³ The City of Arroyo Grande, at its sole discretion and for any reason whatsoever, may withdraw this solicitation at any time. 3³ ­£ ±£ 4¤±¬²  ­£ #®­£¨³¨®­² Prior to the award of any work hereunder, the City and the proposer shall enter into a written contract for consultant services, attached hereto as Exhibit B. Proposers responding to this Request for Proposal are strongly encouraged to review all the terms and conditions of the Contract. City of Arroyo Grande Request for Proposal: Compensation Study Page 8 Exhibit A FULL-TIME EMPLOYMENT CLASSIFICATIONS SEIU GENERAL UNIT Office Assistant I Water Services Worker Maintenance Worker I Fleet Maintenance Coordinator Office Assistant II Public Works Lead Person Accounting Clerk GIS Technician Maintenance Worker II Recreation Supervisor Administrative Secretary Assistant Engineer Maintenance Worker III Information Technology Specialist Recreation Coordinator Associate Engineer Senior Accounting Clerk Senior Engineer Sports Facility Coordinator Records Clerk Police Officer Property Evidence Technician Senior Police Officer Police Trainee Police Sergeant Management/Confidential Group Office Assistant I Information Technology Manager Office Assistant II Building Official Administrative Secretary Human Resources Manager Executive Secretary Director of Legislative and Information Services Executive Assistant/Deputy City Clerk Director of Recreation Services Assistant Planner Police Commander Associate Planner City Engineer Accounting Manager Director of Public Works Planning Manager Director of Administrative Services Public Works Supervisor Director of Community Development Utilities Manager Police Chief Capital Improvement Project Manager City Manager Five Cities Fire Authority Fire Chief/Executive Officer Fire Captain Fire Battalion Chief Fire Engineer Administrative Assistant/Clerk to the Board Fire Fighter II City of Arroyo Grande Request for Proposal: Compensation Study Page 9 City of Arroyo Grande Request for Proposal: Compensation Study Page 10 City of Arroyo Grande Request for Proposal: Compensation Study Page 11 City of Arroyo Grande Request for Proposal: Compensation Study Page 12 City of Arroyo Grande Request for Proposal: Compensation Study Page 13 City of Arroyo Grande Request for Proposal: Compensation Study Page 14 City of Arroyo Grande Request for Proposal: Compensation Study Page 15 City of Arroyo Grande Request for Proposal: Compensation Study Page 16 City of Arroyo Grande Request for Proposal: Compensation Study Page 17 City of Arroyo Grande Request for Proposal: Compensation Study Page 18 City of Arroyo Grande Request for Proposal: Compensation Study Page 19 Prior to the beginning of and throughout the duration of the Work, Consultant will maintain insurance in conformance with the requirements set forth below. Consultant will use existing coverage to comply with these requirements. If that existing coverage does not meet the requirements set forth here, Consultant agrees to amend, supplement or endorse the existing coverage to do so. Consultant acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amount of coverage required. Any insurance proceeds available to City in excess of the limits and coverage required in this agreement and which is applicable to a given loss, will be available to City. Consultant shall provide the following types and amounts of insurance: City of Arroyo Grande Request for Proposal: Compensation Study Page 20 Insurance procured pursuant to these requirements shall be written by insurer that are admitted carriers in the state California and with an A.M. Bests rating of A- or better and a minimum financial size VII. City of Arroyo Grande Request for Proposal: Compensation Study Page 21 City of Arroyo Grande Request for Proposal: Compensation Study Page 22 City of Arroyo Grande Request for Proposal: Compensation Study Page 23 City of Arroyo Grande Request for Proposal: Compensation Study Page 24 City of Arroyo Grande Request for Proposal: Compensation Study Page 25 Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit B Exhibit EXHIBIT C INSURANCE REQUIREMENTS Prior to the beginning of and throughout the duration of the Work, Consultant will maintain insurance in conformance with the requirements set forth below. Consultant will use existing coverage to comply with these requirements. If that existing coverage does not meet the requirements set forth here, Consultant agrees to amend, supplement or endorse the existing coverage to do so. Consultant acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amount of coverage required. Any insurance proceeds available to City in excess of the limits and coverage required in this agreement and which is applicable to a given loss, will be available to City. Consultant shall provide the following types and amounts of insurance: exact equivalent. Defense costs must be paid in addition to limits. There shall be no cross liability exclusion for claims or suits by one insured against another. Limits are subject to review but in no event less than $1,000,000 per occurrence. Business Auto Coverage on ISO Business Auto Coverage from CA 00 01 including symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event to be less than $1,000,000 per accident. If Consultant owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If Consultant or Consult provide evidence of personal auto liability coverage for each such person. Workers Compensation on a state-approved policy form providing statutory benefits as required b Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages. Any such coverage provided under an umbrella liability policy shall include a drop down provision providing primary coverage above a maximum $25,000 self-insured retention for liability not covered by primary but covered by the umbrella. Coverage sh payment by the insured first. There shall be no cross liability exclusion precluding coverage for Exhibit claims or suits by one insured against another. Coverage shall be applicable to City for injury to employees of Consultant, subcontractors or others involved in the Work. The scope of coverage provided is subject to approval of City following receipt of proof of insurance as required herein. Limits are subject to review but in no event less than $1,000,000 per occurrence. Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designated to protect against acts, errors or omissions of the include work performed under this agreement. The policy limit shall be no less than $1,000,000 before the effective date of this agreement. Insurance procured pursuant to these requirements shall be written by insurer that are admitted carriers in the state California and with an A.M. Bests rating of A- or better and a minimum financial size VII. General conditions pertaining to provision of insurance coverage by Consultant. Consultant and City agree to the following with respect to insurance provided by Consultant: 1.Consultant agrees to have its insurer endorse the third party general liability coverage required herein to include as additional insureds City, its officials employees and agents, using standard ISO endorsement No. CG 2010 with an edition prior to 1992. Consultant also agrees to require all Consultants, and subcontractors to do likewise. 2.No liability insurance coverage provided to comply with this Agreement shall prior to a loss. Consultant agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, and to require all Consultants and subcontractors to do likewise. 3.All insurance coverage and limits provided by Consultant and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations limits the application of such insurance coverage. 4.None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing. Exhibit 5.No liability policy shall contain any provision or definition that would serve to eliminate so- employee of the insured or of any Consultant or subcontractor. 6.All coverage types and limits required are subject to approval, modification and additional requirements by the City, as the need arises. Consultant shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery 7.Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the coverages required and an additional insured endorsement to Agreement. In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage is provided, City has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by Consultant or deducted from sums due Consultant, at City option. 8.Certificate(s) are to reflect that the insurer will provide 30 days notice to City of any cancellation of coverage. Consultant agrees to require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cance required) to comply with the requirements of the certificate. 9.It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Consultant or any subcontractor, is intended to apply first and on a primary, noncontributing basis in relation to any other insurance or self insurance available to City. 10.Consultant agrees to ensure that subcontractors, and any other party involved with the project who is brought onto or involved in the project by Consultant, provide the same minimum insurance coverage required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all agreements with subcontractors and others engaged in the project will be submitted to City for review. 11.Consultant agrees not to self-insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein and further agrees that it will not allow any Consultant, subcontractor, Architect, Engineer or other entity or person in any way involved in the performance of work on the project contemplated by this agreement to self- Exhibit - insured retention, the deductible or self-insured retention must be declared to the City. At the time the City shall review options with the Consultant, which may include reduction or elimination of the deductible or self-insured retention, substitution of other coverage, or other solutions. 12.The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Consultant, the City will negotiate additional compensation proportional to the increase benefit to City. 13.For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement. 14.Consultant acknowledges and agrees that any actual or alleged failure on the part of City to inform Consultant of non-compliance with any insurance requirements in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard. 15.Consultant will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. This obligation applies whether or not the agreement is canceled or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to that effect. 16.Consultant shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. A acceptable. A certificate of insurance and/or additional insured endorsement as required in these specifications applicable to the renewing or new coverage must be provided to City within five days of the expiration of the coverages. 17. obligations of Consultant under this agreement. Consultant expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials and agents. Exhibit 18.Requirements of specific coverage features or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue, and is not intended by any party or insured to be limiting or all-inclusive. 19.These insurance requirements are intended to be separate and distinct from any other provision in this agreement and are intended by the parties here to be interpreted as such. 20.The requirements in this Section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Section. 21.Consultant agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Consultant for the cost of additional insurance coverage required by this agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto. 22.Consultant agrees to provide immediate notice to City of any claim or loss against Consultant arising out of the work performed under this agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City.