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Condrey and Associates, Inc.1 1 1 1 1 1 1 1 PROPOSAL FOR A CLASSIFICATION AND COMPENSATION STUDY FOR THE CITY OF ROSEMEAD, CALIFORNIA September 15, 2008 Condrey and Associates, Inc. PO Box 7907 Athens, Georgia 30604-7907 (706) 380-7107 (phone) (586) 816-4067 (fax) steve@condrey-consulting.com www.condrey-consulting.com I 1 1 I 1 I 1 1 I 1 1 1 OA CONDREY & ASSOCIATES, INC. A Human Resources Consulting Company September 15, 2008 Mr. Matthew E. Hawkesworth Assistant City Manager City of Rosemead 8838 E. Valley Boulevard Rosemead, CA 91770 Dear Mr. Hawkesworth: 1 have enclosed a proposal to conduct a comprehensive classification and compensation study for the City of Rosemead. If selected, we plan to begin work on the project November 1, 2008, with a preliminary cost estimate submitted for your review in January 2009 and a final report submitted before February 28, 2009. The enclosed proposal outlines a thorough classification and compensation study for the city. I believe you will agree that confidence is built in a new classification and compensation system by involving management and employees in the process. If selected for this project, we would personally interview approximately 75% of position incumbents and conduct a regional salary survey including at least 25 potential responding organizations. As you will note from the enclosed proposal, in the employee interview process we utilize a variety of skilled consultants with specific subject matter knowledge of public utilities, public safety, public works, information technology, and local government administration. This process leads to a valid and expertly prepared compensation plan that is accepted by the city's employees. 1 strongly encourage you to check the references we have listed in our proposal packet. 1 believe you will find that we work very hard to deliver a thoroughly documented and competitive personnel system that meets the needs of management and employees alike. This offer of services is valid until December 31, 2008. We will be happy to revise the enclosed memorandum of agreement to meet appropriate legal requirements as deemed necessary by the city or to enter into an appropriate contract initiated by the City of Rosemead. We are looking forward to providing a high quality and competitive classification and compensation system for the City of Rosemead. I believe you will find our firm to be highly competent and responsive to the needs of your jurisdiction. Please contact me at (706) 380-7107 if I may provide further information. I will be happy to meet with you to discuss the proposed project. Sincerely, S pIt E. Comdr President 706.548.8938 0706.380.7107 0586.816.4067 PO Box 7907 Athens, GA 30604-7907 www.condrey-consulting.com 1 1 1 1 1 1 1 1 1 Table of Contents Profile of Proposer 1 Representative Client Contacts 4 Selected Clients 6 Summary of Proposer's Qualifications 9 Summary of Consultant Responsibilities and Assignments 15 Project Understanding, Proposed Approach, and Methodology 16 Summary of the Proposed Fee Structure 18 Memorandum of Agreement 19 Contract for Technical Assistance to the City of Rosemead 22 Schedule of Activities 25 I 1 1 1 1 I Condrey and Associates, Inc. City of Rosemead PROFILE OF PROPOSER Condrey and Associates, Inc. is a human resource management consulting firm providing personnel-related technical assistance to local and state government organizations. All work performed for the City of Rosemead project will be conducted on site and at the firm's offices in Athens, Georgia. The two principals associated with the project, Dr. Steve Condrey and Ms. Jan Hansford, have collaborated on over 300 similar projects for state and local governments. Consultants for this project will be chosen from among sixteen consultants with specific subject matter knowledge in local government, public safety, public utilities, and public works administration: Mr. Edward Hand, a skilled classification consultant with over thirty years of Engineering and Public Works experience, Gene Mays, Chief Deputy of the Athens-Clarke County, Georgia, Sheriff s Department and a skilled law enforcement consultant, Mr. Stephen Lanclos, a consultant with extensive experience in classification and compensation, Mr. Ellis Cadenhead, President of Electric Cities of Georgia, and a consultant skilled in conducting classification and compensation studies, Mr. James Hansford, a skilled classification consultant and former Executive Director of the Georgia Firefighter Standards and Training Commission, Dr. Douglas Watson, an experienced public administrator with over 25 years experience as a City Manager, Mr. Mark Knowles, an independent consultant experienced in financial administration and information technology, Mr. Reuben Lasseter, an independent consultant and former Human Resources Director for the State of Georgia's Department of Human Resources (health and social services agency), Mr. Keith Barker, local government training coordinator for the Vinson Institute who has held previous county and city management positions, Mr. Carl McCoy, a Project Director with the Vinson Institute who has over twenty years experience in conducting classification and compensation studies, Dr. Mark Foster, an industrial psychologist with extensive experience in law enforcement administration, Dr. Catherine Reese, a skilled human resources consultant and Associate Professor of Public Administration at Arkansas State University, Dr. Rex Facer, Assistant Professor in the Romney Institute of Public Management at Brigham Young University and a skilled statistical consultant, Dr. James M. Austin, Jr., an industrial psychologist and President of Austin Consulting, Inc., and Mr. Paul Hardy, an attorney with the Carl Vinson Institute of Government with over 27 years of experience in providing legal assistance to local governments in Georgia and other states, Mr. Brian Burke, a certified Real City of Rosemead I Estate Appraiser and Firefighter, and Dr. Greg Reece, Ms. Chrissy Kolaya, and Ms. Heather I Whitlock, skilled technical writers and consultants. 1 1 I Condrey and Associates, Inc. 2 r I reducing errors. Florida Survey Research Center City of Rosemead The Florida Survey Research Center (FSRC) has extensive experience conducting salary and benefits surveys for cities and counties throughout the U.S. Along with our research partner, Condrey & Associates, Inc., we have implemented salary and benefits analyses for a variety of local governments including Savannah, Georgia; The Personnel Board of Mobile County, Alabama; Lee, Etowah, & Walker Counties, Alabama; Minnehaha County, South Dakota; and, Rapid City, South Dakota. The FSRC utilizes a comprehensive data collection process to ensure that your organization receives the best data possible. Condrey & Associates, Inc. will work with you to establish a list of comparable organizations to survey; FSRC personnel will then personally call each of these cities, counties, and businesses to locate the proper contact person to complete the survey. Each contact is then sent a personalized email at the address they've provided, containing a link to the on-line FSRC Salary Survey System, as well as a password to access the system and instructions for completing the form. Our on-line Salary Survey protocol is customizable to your needs - your organization's logo will be uploaded to the interface and the specific job positions and descriptors included will be customized to your requirements. An adjoining set of questions about benefits (insurance, sick leave, etc.) can also be added to the Salary Survey protocol, as needed. To enhance completion rates, the FSRC Salary Survey System allows respondents to either complete all information at once, or to save any partially completed information and return at their convenience to complete the form. An "edit" function also allows respondents to change any previously entered data, As the deadline for survey completion approaches, any organizations that have not yet completed ' the survey will again be contacted by FSRC personnel and sent follow-up reminders as needed. After completion, FSRC data analysts download and compile the data into an easy-to-understand report that includes both individual comparison points and summary data by position. ' The need to collect comparable and reliable salary information on a long and varied list of job positions can be a daunting and time-consuming task for any local government. The FSRC and ' Condrey & Associates, Inc. can simplify this process for you, while providing you with valid, accurate, and reliable data collected and analyzed by a university-based research center. 1 I Condrey and Associates, Inc. L I REPRESENTATIVE CLIENT CONTACTS City of Rosemead Listed below are five representative references. Additional professional references are available upon request. All of these projects were completed since 2000. Ms. Cathy A. Druckrey Human Resources Manager City of Rapid City 300 Sixth Street Rapid City, South Dakota 57701 (605) 394-4136 ' We completed a comprehensive classification and compensation study for the City of Rapid City in 2001. Rapid City has approximately 700 employees. We completed an update of Rapid City's compensation system in 2005 and are currently in the process of completing an update of ' their system (2008). Rapid City is very pleased with our services and has recommended us to numerous other jurisdictions. Mr. Ramiro Inguanzo ' Director of Human Resources and Risk Management City of Miami Beach 1700 Convention Center Drive Miami Beach, Florida 33139 ' (305) 450-7146 ' We are in the process of completing a comprehensive classification and compensation study for the City of Miami Beach (approximately 1800 employees). Ms. Debbie Klein Robertson ' Director of Human Resources City of Green River 50 East and North Street Green River, WY 82935 (307) 872-6135 ' We recently completed a comprehensive classification and compensation system for the City of Green River (approximately 135 employees). I Condrey and Associates, Inc. I I l1 1 F I I I I I City of Rosemead Mr. Steven A. Reeves Human Resources Director City of Auburn 144 Tichenor Avenue Auburn, AL 36830 (205) 334-501-7240 We recently completed a classification and compensation study for the City of Auburn (approximately 450 employees). Mr. James Wilson, Chief Administrative Officer Ms. Rosa Franco, Human Resources Director Galveston County Government Human Resources Department 601 Tremont - Suite 301 Galveston, TX 77550 (409) 770-5350 We completed a comprehensive classification and compensation system for Galveston County Government in 2001. Galveston County has a population of 250,000 (1,400 employees). We have worked with Galveston County over the last six years to maintain their classification plan by reviewing and making recommendations concerning all classification action requests. Condrey and Associates, Inc. I 1 1 1 1 1 U I SELECTED CLIENTS Alabama Anniston Water Works and Sewer Board City of Anniston City of Auburn Curry Water Authority Etowah County City of Jasper Jasper Water Works and Sewer Board Lee County City of Madison City of Mobile Mobile County Mobile County Personnel Board Mobile County Water and Sewer Board Mobile Housing Authority City of Rainbow City Selma Waterworks and Sewer Board Walker County Arkansas City of Jonesboro City of North Little Rock Connecticut Town of Waterford Florida City of Miami Beach Georgia United Methodist Church, North Georgia Conference Kentucky Bowling Green Municipal Utilities DESA International, Inc., Bowling Green City of Morganfield Illinois Village of Forsyth City of Moline Iowa Muscatine Power and Water City of Rosemead I Condrey and Associates, Inc. 6 I 1 1 1 1 I Missouri City of Cape Girardeau City of Gladstone City of Jefferson City City of Lake Saint Louis City of Sedalia New Hampshire City of Concord Town of Hanover Manchester Employees' Contributory Retirement System New York Madison County Government Onondaga County Government Orange County Government North Carolina Braswell Memorial Library, Rocky Mount Cape Fear Public Utility Authority Town of Chapel Hill City of Hickory City of Laurinburg City of Lincolnton Lincoln County Government North Carolina League of Municipalities Orange County Government City of Rocky Mount Rutherford County Government City of Wilson North Dakota City of Mandan Mandan Parks District Oklahoma City of Broken Arrow South Carolina City of Goose Creek Town of Hilton Head Island Jasper County Government City of Rosemead 1 Condrey and Associates, Inc. 7 1 1 1 1 1 1 1 Condrey and Associates, Inc. South Dakota City of Aberdeen City of Pierre Minnehaha County City of Rapid City City of Spearfish Tennessee City of Hendersonville Texas City of Big Spring City of Beaumont City of Galveston Galveston County Government Galveston County Health District Oller Engineering, Inc., Lubbock City of Seabrook Vermont Town of Hartford Virginia City of Franklin Franklin Development and Housing Authority Town of Rocky Mount Town of Vinton Wyoming City of Green River City of Rock Springs City of Sheridan Sheridan County Government City of Rosemead 8 H F 1 1 SUMMARY OF PROPOSER'S QUALIFICATIONS City of Rosemead Dr. Stephen E. Condrey. Steve Condrey is Senior Associate and Program Director, Human Resource Management Technical Assistance with the University of Georgia's Carl Vinson Institute of Government and Adjunct Professor of Public Administration, where he teaches in the Master of Public Administration program. He has over a quarter century of professional experience in human resource management and has consulted nationally and internationally with over 500 organizations concerning personnel-related issues. He presently serves as Managing Editor of the Review of Public Personnel Administration, is on the editorial board of Public Personnel Management, has served on the publications board of the American Society for Public Administration, and on the editorial board of Public Administration Review. Dr. Condrey is the editor of the Handbook of Human Resource Management in Government, Jossey-Bass, (1998 and 2005), and Radical Reform of the Civil Service, Lexington Press, 2001. He is the 1998 recipient of the University of Georgia's Walter Barnard Hill Award for Distinguished Achievement in Public Service and Outreach and was named Hill Fellow by the University of Georgia in 2004 (the University of Georgia's highest public service faculty honor). Steve serves on the National Council of the American Society for Public Administration (ASPA) and is the immediate past Chair of ASPA's Section on Personnel Administration and Labor Relations. He holds the IPMA-CP designation from the International Public Management Association for Human Resources. Ms. Jan Hansford. Jan Hansford, Vice President of Condrey and Associates, is a Principal Human Resource Management Consultant with the Vinson Institute and Assistant Human Resources Director of Athens-Clarke County, Georgia, a consolidated government of over 1500 employees. With over 25 years of related experience, both as a practitioner and as a consultant, Jan specializes in administrative classification issues, Fair Labor Standards Act compliance, and payroll restructuring and administration. She is also well-versed in communicating complex classification and compensation issues in a clear and understandable fashion and will assist in communicating study results to department heads, elected officials, and employees. Ms. Hansford has assisted in managing over 300 personnel-related projects. Jan holds the IPMA-CP designation from the International Public Management Association for Human Resources. Mr. Edward Hand. Ed Hand, Senior Consultant with Condrey and Associates, has over 30 years ' of public works and engineering experience. Eddie has assisted with the Jasper, Alabama Waterworks and Sewer Board, Big Spring, Texas, Galveston County, Texas, Moline, Illinois, ' Auburn, Alabama, Cape Girardeau, Missouri, and Selma, Alabama Waterworks and Sewer Board, Wilson, North Carolina, Rutherford County, North Carolina, Hickory, North Carolina, Muscatine Power and Water (Iowa), Gladstone, Missouri, Jasper, Alabama, and Sheridan, ' Wyoming projects. Mr. Gene Mays. Gene Mays, Senior Consultant with Condrey and Associates, has over twenty- five years of law enforcement experience as a Patrol Officer, Corporal, Juvenile Officer, Detective, Sergeant, Internal Affairs Officer, and Captain with the Athens-Clarke County Police Department. He presently serves as Chief Deputy of the Clarke County, Georgia Sheriff ' Department. In addition to directly-related law enforcement experience, Gene is a skilled law 1 Condrey and Associates, Inc. I 1 1 1 1 I in 2003. City of Rosemead enforcement consultant, having consulted with numerous jurisdictions concerning personnel- related issues (classification and compensation, job analysis, and assessment centers). Gene coordinated the law enforcement interviews with the City of Anniston, Alabama, Orange County, North Carolina, Jefferson City, Missouri, North Little Rock and Jonesboro, Arkansas, Galveston County, Texas, Wilson, North Carolina, Auburn, Alabama, Cape Girardeau, Missouri, Sheridan, Wyoming, Gladstone, Missouri and Jasper, Alabama projects. Mr. Stephen Lanclos. Steve Lanclos, Senior Consultant with Condrey and Associates, presently serves as Assistant Human Resources Director for the City of Baton Rouge/Parish of East Baton Rouge, Louisiana. The City-Parish employs over 4400 employees. Steve has over 28 years of public Human Resources experience and has worked extensively in the area of classification and pay. Steve is a member of the International Public Management Association his entire public career serving on numerous national boards and committees. He holds IPMA-CP certification, as well as SPHR (Senior Professional of Human Resources) Lifetime certification from the Society of HR Management (SHRM). Steve has served as IPMA LA-Chapter President twice and has held every office in IPMA-Southern Region; serving as President in 1999. Steve has received the following awards and recognitions: Charles E. Dunbar, Jr. Career Service Award bestowed by the LA Civil Service League in 1996, Allen Award for outstanding member by the LA Chapter - 2001, Outstanding HR Professional Award by the Society of HR Management- Greater Baton Rouge Chapter - 1997, and IPMA-Southern Regional-Swain Award of Excellence ' Mr. Ellis Cadenhead. Ellis Cadenhead, Senior Consultant with Condrey and Associates, is Executive Director of Electric Cities of Georgia and former Assistant General Manager of Newnan Utilities (Georgia), a full-service utilities commission. Ellis is active in various state ' and national professional organizations. He assisted with the Galveston, Texas, North Little Rock, Arkansas, Bowling Green Municipal Utilities (Kentucky), Wilson, North Carolina and Muscatine Power and Water (Iowa) projects. 1 1 I Condrey and Associates, Inc. 10 Mr. James E. Hansford. Jim Hansford, Principal Consultant with Condrey and Associates, has over thirty-five years experience as a Firefighter, Lieutenant, Captain, Chief of Training and Fire Chief of a consolidated government fire department. He recently retired as the Executive Director of the State of Georgia Firefighter Standards and Training Council, where he administered the certification program for all fire departments in the State of Georgia. Jimmy is a member of the International Association of Fire Chiefs, Georgia Association of Fire Chiefs, and the Georgia Firefighters Association. Mr. Hansford is a skilled consultant, having assisted with over 100 personnel-related projects in various jurisdictions. Dr. Douglas J. Watson. Douglas Watson, Senior Associates with Condrey and Associates, is Professor of Public Administration and Public Policy at The University of Texas at Dallas. He is an experienced public administrator with over 25 years experience as a City Manager with the cities of Auburn, Alabama, Picayune, Mississippi, and Florence, South Carolina. Doug is the author of seven books and numerous scholarly articles. He is a life member of the International City-County Management Association (ICMA). I 1 1 City of Rosemead Mr. Mark Knowles. Mark Knowles, Principal Consultant with Condrey and Associates, is the founder of GovernmentBids.com - a leading online procurement monitoring system. Mark has prior experience with the Georgia Municipal Association, where he provided technical assistance to local governments. Mark has assisted with organizational management issues related to technology in several communities including the cities of Rapid City, South Dakota, and Auburn, Alabama. Mark has experience in performance benchmarking and assisted in the design and implementation of systems in communities such as Lowndes County and Dawson County, Georgia. Mark has over fifteen years of classification and compensation experience and assisted with the Rapid City, South Dakota, Beaumont, Texas, Chapel Hill, North Carolina, North Little Rock, Arkansas, Waterford, Connecticut, Orange County, North Carolina, and Madison County, New York projects. Mr. Reuben Lasseter. Reuben Lasseter, Senior Consultant with Condrey and Associates, is the former Human Resources Director of the Georgia Department of Human Resources, the 22,000 person agency charged with delivering public health and social services to the state's population. Mr. Lasseter has over 28 years experience in position classification and compensation as well as other human resource management areas. Reuben was a primary author of the 1996 legislation enacted to reform the Georgia State Merit System. Mr. Keith Barker. Keith Barker, Senior Consultant with Condrey and Associates, is a Management Development Associate with the Carl Vinson Institute of Government. Mr. Barker provides management, organizational development and leadership training for elected officials, managers, and supervisory staff in state and local governments. He is a Program Manager for the Georgia Local Government Personnel Association, Southeastern Public Works Executive Development Program, and the Southeastern Fire Chiefs Executive Development Program. Mr. Barker has held several positions in city, county, and state governments and has served as an assistant manager/administrator in both city and county government organizations. Keith assisted on the Beaumont, Texas, Rocky Mount, North Carolina and the Onondaga County, New York projects. Keith coordinates all performance appraisal projects for Condrey and Associates. Mr. Carl McCoy. Carl McCoy, Senior Consultant with Condrey and Associates, is a Project Director with the Carl Vinson Institute of Government. Mr. McCoy has over twenty years experience in conducting classification and compensation studies. Carl specializes in administrative and public works classification activities and assisted with the Anniston, Alabama, Bowling Green Municipal Utilities (Kentucky), Galveston County, Texas, Orange County, New York, Rapid City, South Dakota, Wilson, North Carolina, Auburn, Alabama, and Hickory, North Carolina projects. Dr. Mark Foster. Mark Foster, Senior Consultant with Condrey and Associates, is an industrial psychologist with over 15 years of experience in law enforcement personnel selection and promotion administration. Mark has coordinated the promotional process for the Georgia State Patrol for the past twelve years, and the Georgia Bureau of Investigation for the past eight years. Additionally, he has consulted nationally with numerous other law enforcement agencies and with Fortune 500 corporations such as Georgia Pacific and Federal Express. Condrey and Associates, Inc.. 1 I I I 1 I City of Rosemead Dr. Cathy. Cathy Reese, Senior Consultant with Condrey and Associates, is Assistant Professor of Public Administration at Arkansas State University where she teaches courses in budgeting, financial administration, and human resource management. Cathy has over 15 years of experience in conducting classification and compensation studies and most recently worked on the North Little Rock and Jonesboro, Arkansas, projects. Dr. Rex Facer. Rex L. Facer II, Senior Consultant with Condrey and Associates, is an Assistant Professor in the Romney Institute of Public Management in the Marriott School at Brigham Young University where he teaches in the Master of Public Administration program. While completing his doctorate at the University of Georgia, he worked as a research coordinator at the Carl Vinson Institute of Government at The University of Georgia. He has been involved in several applied research and technical assistance projects for local governments and state agencies. He has publications in several peer-reviewed journals, including American Review of Public Administration, Public Administration Review, Journal of Public Affairs Education, and Review of Public Personnel Administration. His research interests include local government management, changes in organizational systems, public service motivation, and budgeting and public finance. Rex coordinates all salary equity analyses for Condrey and Associates. Dr. James M. Austin, Jr. Jim Austin, Senior Consultant with Condrey and Associates, is President of Austin Consulting, Incorporated. Dr. Austin has extensive experience in conducting job analysis, assessment center preparation/administration, policy development, training, and position classification activities in a variety of public and private sector organizations including Home Depot. Mr. Paul Hardy. Paul Hardy, Senior Consultant with Condrey and Associates, is an attorney with the Carl Vinson Institute of Government with over 27 years of experience in providing legal assistance to local governments in Georgia and other states. He has worked extensively with city/county consolidation efforts in Georgia and those in a number of other states. Paul is a member of the senior staff of the SouthEast Regional Directors' Institute (SERDI), a professional development organization for regional councils in the ten southeastern states. Paul is the author or co-author of a number of publications for use by local governments in Georgia and other states. His publications include Personal Liability of Public Officials Under Federal Law, Compliance Auditing in Georgia Counties and Cities, the Handbookfor Georgia County Commissioners, and the Handbook for Georgia Mayors and Councilmembers. Mr. Brian Burke. Brian Burke, Senior Consultant with Condrey and Associates, is a certified Real Estate Appraiser and Firefighter. Brian has consulted with over 20 organizations, and currently works for a local government. Ms. Linda Sea rg aves. Linda Seagraves, Principal Consultant with Condrey and Associates, is a Personnel Specialist with the Vinson Institute of Government. Ms. Seagraves specializes in payroll restructuring and is skilled in calculating project implementation costs so that accurate budget projections are provided to the client. Ms. Seagraves has consulted with over 450 organizations. I Condrey and Associates, Inc. 12 City of Rosemead ' Mr. Patrick Steed. Patrick Steed, Senior Consultant with Condrey and Associates, assists in salary data collection activities and in calculating the costs of project implementation plans. ' Patrick has consulted with over 30 organizations. Dr. Greg Reece. Greg Reece, Principal Consultant with Condrey and Associates, is a skilled technical writer, author and consultant. He holds graduate degrees from Vanderbilt University (M.Div.) and Claremont Graduate University (Ph.D). He teaches courses in Ethics at the ' University of Alabama, Birmingham. Ms. Christine Koyala. Chrissy Kolaya, Senior Consultant with Condrey and Associates, is a ' skilled technical writer, editor and author. She has a bachelor's degree in English from Loyola University Chicago and a Master's Degree in Creative Writing from Indiana University. ' Ms. Heather Whitlock. Heather Whitlock, Senior Consultant with Condrey and Associates, is a skilled technical writer and consultant. She has a Bachelor of Arts Degree in Political Science and a Masters of Public Administration from the University of Georgia. Mrs. Whitlock ' previously served as the Strategic Workforce Development Coordinator for the U.S. Centers for Disease Control and Prevention in Atlanta, Georgia. I 1 I Condrey and Associates, Inc. 13 I I I Condrey and Associates, Inc. 14 City of Rosemead FLORIDA SURVEY RESEARCH CENTER PROFILE Michael J. Scicchitano, Ph.D. Michael J. Scicchitano is an associate professor of political science and the director of the Florida Survey Research Center (FSRC) at the University of Florida. As Director of the FSRC he has implemented hundreds of survey research and program evaluation projects in the past ten years including projects related to housing and real estate. He has extensive knowledge of the implementation of telephone, mail, and in-person surveys. He brings expertise in survey design, sampling, and data analysis to this project. Dr. Scicchitano earned a BA in political science and masters in public administration from Pennsylvania State University. He received his Ph.D. in political science from the University of Georgia in 1984. Since 1984 he has been on the faculty at West Virginia University, the University of Connecticut and the University of Florida. In addition to his work with the FSRC, he is director of the masters program in public administration. He is also editor of State and Local Government Review, which is the official journal for American Society for Public Administration's section on intergovernmental management. His research on issues related to public policy and public affairs has been published in Journal of Politics, Publius, Leeislative Studies Quarterly, Policy Studies Journal, Administration and Society and many others. He has taught courses on public budgeting, computer applications, and public policy and administration to graduate and undergraduate students at the University of Florida. Tracy L. Johns, Ph.D. Tracy Johns is an Adjunct Instructor for the Departments of Sociology and Political Science and the Research Director at the Florida Survey Research Center (FSRC) at the University of Florida. As Research Director of the FSRC, she has designed and overseen the implementation of hundreds of surveys. Dr. Johns is responsible for the creation and design of survey instruments, population sampling, managing survey implementation, supervising data analysis, and writing summary reports of research conducted by the FSRC. She has an extensive background in conducting mail, telephone, and in-person surveys as well as secondary data analysis and program evaluations. Dr. Johns earned a B.A. and M.A. in sociology from the University of Florida, and completed her Ph.D. in sociology at the University of Florida in 2001. Dr. Johns has published, in journals such as Journal of Research in Crime and Delinquency and Security Journal, and presented papers on a variety of topics, including: crime and deviance on college campuses, disaggregated homicide results, racism in America, and survey methodology. Dr. Johns' research focuses on issues related to alcohol use and abuse, date rape, and white collar crime. She has initiated and overseen several large-scale studies on alcohol and drug use and she is currently studying shoplifting behaviors. Dr. Johns teaches courses in deviant behavior and general sociology at the University of Florida. I City of Rosemead I SUMMARY OF CONSULTANT RESPONSIBILITIES AND ASSIGNMENTS ' Steve Condrey will serve as project director and will coordinate all direct contacts with ' the client in conjunction with Jan Hansford and Mark Knowles. He will also coordinate the classification interview schedule, personally interview top administrative personnel, be responsible for constructing the overall classification plan, direct the salary survey, calculate ' project implementation costs, review the proposed classification plan with appropriate city officials, conduct employee classification appeals (if any), and be available on an as-needed basis for follow-up technical assistance and training during the first year of project ' implementation. Jan Hansford and Mark Knowles will serve as assistant project directors and will assist Steve Condrey in the above outlined duties. Jan and Mark will also coordinate the classification interviews in conjunction with consultants assigned to the project. ' Dr. Greg Reece and Chrissy Kolaya will comprise the writing team for the project. Linda Seagraves and Patrick Steed will coordinate salary data collection activities conducted by the University of Florida as part of this project and will calculate the costs of various project implementation plans. City of Rosemead staff support required for the project will be minimal. We request that ' one person be appointed to serve as our principal contact for the purpose of communicating project plans and schedules, gathering current payroll information, and disseminating and collecting position questionnaires and draft job descriptions. I I Condrey and Associates, Inc. 15 ' City of Rosemead ' PROJECT UNDERSTANDING, PROPOSED APPROACH, AND METHODOLOGY For a full description of project activities please see the enclosed draft contract. Individual ' employees will be apprised of project activities through a series of project orientation sessions as well as personally during the time that they are interviewed for classification purposes. ' * We anticipate collecting salary data from published sources such as the U.S. Bureau of Labor Statistics, Compensation 2008, published by the International City/County Management Association, Compensation Report 2008, published by the International Public Management ' Association for Human Resources, as well as other relevant and appropriate published sources. * Condrey and Associates will conduct a salary survey specifically for this project. ' Approximately 25 public and private organizations will be invited to participate in the survey. Please see the enclosed salary survey for the Mobile County Personnel Board, Mobile, Alabama. * We will provide the City of Rosemead with three implementation plans showing the relative impact of differing funding levels on the compensation plan. This will provide the city with a degree of flexibility in implementing the project. Back-up data will provide individual employee ' salary calculations for placement in the new plan. Additionally, Condrey and Associates will discern the need for and, if necessary, detail the cost of any equity adjustment to ease employee pay compression. I 1 1 I * Three months following project implementation, Condrey and Associates will conduct an employee appeals process. The appeals process will provide employees an opportunity to provide written justification for appealing their classification. Condrey and Associates will reply to all appeals in writing and will conduct telephone or onsite reviews to ascertain the nature of the appeals. We normally have few (if any) classification appeals. * We will conduct extensive interviews or desk audits with full-time position incumbents (approximately 75%). This will help assure an accurate and internally equitable classification plan that is accepted by management as well as the city's employees. * Condrey and Associates utilizes a modified version of the Factor Evaluation System (FES). FES is the most widely utilized point-factor evaluation system and is the basis for most all other point-factor job evaluation systems. We have utilized FES in over 500 organizations of differing functions and degrees of administrative sophistication. We find that FES, when applied skillfully and properly, produces an internally equitable classification plan that is highly acceptable to management as well as the organization's employees. Training in FES application will be provided to the City of Rosemead human resources staff. Also, we provide a full year of follow-up technical assistance to include additional training to insure that the system is properly maintained. Please note that all FES data calculations are available in electronic format. Also, since FES is in the public domain, there are no copyright or royalty fees associated with its use. Condrey and Associates, Inc. 16 I 1 1 1 1 1 1 I City of Rosemead * Condrey and Associates utilizes a system of career ladders as an overlay to the classification system developed through our job evaluation system. These career ladders provide avenues for managerial flexibility as well as individual employee incentive and achievement. We believe this methodology is superior to traditional broad-banding and avoids that system's potential flaws, including those related to equal pay. * All job descriptions will be written specifically for the City of Rosemead. We employ only one writer and one editor per project to provide a set of job descriptions that is consistent, content valid, and legally acceptable. These job descriptions can be used as a basis for anew job-based performance appraisal system Condrey and Associates will provide to the city. * Condrey and Associates is very familiar with the Americans with Disabilities Act (ADA). In addition to providing advice to clients in the practical application of ADA, one of the firm's principals conducted the most extensive survey to date of ADA implementation in America's cities. Approximately 300 cities responded to the survey. The results appear in the American Review of Public Administration (March 1998). * As part of the project, and with no additional cost to the client, Condrey and Associates will supply the City of Rosemead with a job-based performance appraisal system. The appraisal system will become the property of the City of Rosemead. The city may choose to select Condrey and Associates to conduct related performance appraisal training or may contract with another consultant of its choosing. * All written products produced for the City of Rosemead project will become the property of the city. This includes the job evaluation system, job descriptions, position questionnaires, performance appraisal system, salary survey data, and all training materials. These products will also be provided to the client in disk form. Our current software includes Word, WordPerfect, Excel, Lotus, and the Statistical Package for the Social Sciences (SPSS+). There is no additional charge for this service. Condrey and Associates, Inc. 17 ' City of Rosemead ' SUMMARY OF THE PROPOSED FEE STRUCTURE Condrey and Associates will provide the services outlined in the enclosed draft contract for the fixed fee of $37,500. This fee includes one full year of follow-up technical assistance as well as ajob-based performance appraisal system at no additional cost to the City of Rosemead. 1 1 1 1 1 1 Condrey and Associates, Inc. 18 I 1 1 1 1 1 1 1 MEMORANDUM OF AGREEMENT City of Rosemead This agreement is made and entered into this day of 2008, by and between the City of Rosemead, California, party of the first part, hereinafter called the COOPERATOR and Condrey and Associates, Inc., party of the second part, hereinafter called the CONSULTANT. All obligations under this agreement will be performed by Condrey and Associates, Inc. WITNESSETH, inasmuch as the COOPERATOR is desirous of setting up a cooperative service with Condrey and Associates and inasmuch as the CONSULTANT is willing to undertake and conduct such a cooperative service, the purpose of this agreement is to establish the terms and conditions under which such a cooperative service will be accomplished pursuant to the conditions herein set forth. The CONSULTANT is an independent contractor. Furthermore, the parties hereto agree that any information gathered from the COOPERATOR or its employees, and the documents prepared therefrom, shall be the property of the COOPERATOR. They shall remain confidential and shall not be used by CONSULTANT other than in its duties and responsibilities hereunder. NOW, THEREFORE, in consideration of the following mutual promises, covenants, and conditions, it is agreed as follows: Section I Condrey and Associates will: a. Carry on the cooperative service onsite and in the offices of Condrey and Associates substantially as set forth in the attached outline marked "Appendix A" and made a part of this ' agreement. 1 ' Condrey and Associates, Inc. 19 I 1 1 I 1 1 1 I City of Rosemead b. Preserve all of its records bearing upon the amounts payable under this agreement, and further agrees that any specifically authorized representative of the COOPERATOR shall, until the expiration of one year after final payment under this agreement, have access to and the right to examine any directly pertinent books, documents, papers, and records of Condrey and Associates involving transactions related to this agreement. Section II COOPERATOR will pay Condrey and Associates a fixed fee of $37,500 upon receipt of of billing. The invoices should be directed to: Mr. Matthew E. Hawkesworth, Assistant City invoices. This amount will be paid in two equal installments, within twenty (20) days of receipt Manager, City of Rosemead, 8838 E. Valley Boulevard, Rosemead, CA 91770. The billings shall occur on November 15, 2008, and February 15, 2009. Section III The term of this agreement shall be from November 1, 2008 through February 28, 2009. However, it may be terminated by either party by written notice of such intent submitted 30 days in advance. In the event of such termination, the COOPERATOR will pay Condrey and Associates a prorated portion of the upcoming installment consistent with the revised termination date. Condrey and Associates will continue to work on the project until the revised termination date and will provide to the COOPERATOR interim findings and summary notes that reflect the status of the project at the time of revised termination. I Condrey and Associates, Inc. 20 1 1 1 1 City of Rosemead Section IV This agreement may be modified at any time by mutual consent of the parties hereto. Any modification hereto shall be in writing and signed by both parties. Section V Neither party to this agreement will discriminate against any person, employee or applicant for employment because of race, creed, color, religion, sex, national origin, ancestry, age, veteran status, or disability. IN WITNESS WHEREOF, this agreement is entered into on the date first-above written. FOR CONDREY AND ASSOCIATES: FOR THE CITY OF ROSEMEAD: Stephen E. Condrey President Date: Date: Jan H. Hansford Vice President/Treasurer Date: Corporate Seal Condrey and Associates, Inc. 21 I updating of the job classification system and pay plan for selected jobs covered under its APPENDIX A City of Rosemead Contract for Technical Assistance to the City of Rosemead, California: Proposal for Reviewing and Revising the City's Classification and Compensation System The administration of the City of Rosemead has determined the need for a review and personnel system. 1 Objectives [1 Condrey and Associates proposes the following schedule of activities to accomplish four objectives: Review and revise the current personnel classification system and pay plan for all employees covered under this agreement; Produce an updated description of each job and produce a classification system based on job content analysis; 3. Collect salary data and produce a recommended pay plan based onjob analysis, job evaluation, and survey data; and 4. Train designated personnel in each step of classification and pay plan development to help insure the implementation and maintenance of the system. I Phase I Developing a Work Plan and Schedule of Activities I 1.1 Condrey and Associates, in cooperation with appropriate officials, will generate a work plan of activities and target dates for completion. 1 I 1.2 During this phase all the documents detailing the current personnel policies and procedures, job classification system and pay plan will be made available to Condrey and Associates for review and analysis. Phase II Job Analysis Survey 2.1 Condrey and Associates will develop a detailed job survey form to be completed by position incumbents. This data will serve as the basis for generating updated job descriptions, job classifications, and job evaluations (ranking of jobs). Condrey and Associates, Inc. 22 I ' City of Rosemead 2.2 Condrey and Associates will determine the number of interviews and/or job audits that ' will need to be conducted to insure adequate data for generating a complete and valid description of each job and job classification. It is anticipated that approximately 75% of full-time position incumbents will be interviewed concerning theirjob duties and ' responsibilities. 2.3 After the job survey, job audits and interview data are analyzed, a properly formatted job ' description will be completed for each job. The written job description will draw on four sources of information: (1) current job descriptions, (2) information from the job survey, (3) supervisors' review and critique, and (4) interviews and job audits. Phase III Job Evaluation ' 3.1 Condrey and Associates will furnish a job evaluation format of established procedures for ranking jobs and measuring differences in job content. 3.2 Condrey and Associates and appropriate officials will select a format best suited for measuring different levels of knowledge, skills, and abilities required to perform the jobs to be evaluated. ' Phase IV Marketplace Compensation Survey 4.1 Condrey and Associates will conduct a salary survey of public and private organizations ' specifically for this project. 4.2 Condrey and Associates will collect, review, and format published salary data covering ' relevant public and private organizations. 4.3 Condrey and Associates will analyze and format the survey data for use in establishing competitive pay levels. 4.4 After the survey data is compiled, Condrey and Associates will review all data generated to this point with appropriate officials to determine what additional information needs to be considered before moving to the next phase. Phase V Developing a Pay Plan ' Condrey and Associates will: ' 5.1 Establish recommended pay grades based on the job evaluation results (Phase III) and the wage survey (Phase IV). 1 Condrey and Associates, Inc. 23 I L P i I City of Rosemead 5.2 Establish pay steps or ranges in each grade and present the complete recommended pay plan to appropriate officials for review. At this point the plan will reflect the data from Phases III and IV as well as cost-of-living data and the jurisdiction's financial condition and compensation policy. Phase VI Implementing and Administering the Program Condrey and Associates will: 6.1 Recommend a series of career ladders and lattices as appropriate. 6.2 Determine the proper FLSA designation of each position. 6.3 Provide general recommendations concerning the organization and structure of city government. 6.4 Recommend rules and procedures for implementing and administering the classification and compensation system. 6.5 Be available to provide a reasonable level of ongoing technical assistance necessary to maintain the program. Cost and Duration The cost to Condrey and Associates to provide the services specified in this proposal will be a fixed fee of $37,500. Considering the scope of the project, we anticipate a four (4) month work plan beginning November 1, 2008, with final reports submitted on or before February 28, 2009. Follow-up technical assistance will be provided through February 28, 2010 at no additional cost to the jurisdiction (with the exception of travel-related costs). Formal involvement would terminate February 28, 2009. I Condrey and Associates, Inc. 24 1 1 1 1 1 1 i 1 1 1 1 i 1 i 1 i 1 1 1 City of Rosemead City of Rosemead Schedule of Activities DATE ACTIVITY November 2008 o Distribute position questionnaires o Conduct project orientation for human resources staff and department heads o Completed position questionnaires returned to Condrey and Associates o Conduct salary survey December 2008 o Conduct employee interviews January 2009 o Develop preliminary cost estimate o Present preliminary classification and pay report February 2009 o Publish final report March 2009 - o Provide follow-up technical assistance in pay plan implementation February 2010 Project Director: Dr. Steve Condrey, President Condrey and Associates, Inc. PO Box 7907 Athens, GA 30604-7907 (706) 380-7107 (Phone) (586) 816-4067 (FAX) steve@condrey-consulting.com www.condrey-consulting.com Condrey and Associates, Inc. 25