CC - Item 4H - Classification and Compensation StudyE M f
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ROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: OLIVER CHI, CITY MANAGER .Q'
DATE: AUGUST 26, 2008
SUBJECT: CLASSIFICATION AND COMPENSATION STUDY
SUMMARY
Staff would like to request proposals from qualified professional consultants to conduct
a City-wide classification and total compensation study. The classification and
compensation processes provide the foundation for all personnel functions within the
City. The purpose of the study is to define job duties, responsibilities, qualifications,
ensure equal pay for equal work, aid in organizational planning, performance
evaluations, staff development, training, and salary and budget administration.
A classification study is the process of thoroughly researching, analyzing, determining,
and documenting the responsibilities, duties, knowledge, skills, and abilities related to a
position. It serves as a legal and official written record identifying the basic parameters
of any job in the classification plan. The compensation component will establish internal
and external equities and ensure that our team members are compensated fairly with
the labor market.
The City's classification plan needs to be developed with class specifications that are
consistent with current changes and requirements in the law. It needs to reflect current
job duties and requirements of the, position, including physical requirements and
essential job functions to comply with the Americans with Disabilities Act (ADA). In
addition, the compensation plan needs to be examined to determine comparable survey
agencies, benchmark classes, internal and external salary relationships, and to assign a
salary range to each classification. By aligning job duties with job titles and
descriptions, the results of the study will assist in developing a fair, consistent and
competitive total compensation program in order to attract and retain quality staff.
The City plans to select the consultant by October 14, 2008 and the completion of the
study is to be on or before April 15, 2009.
APPROVED FOR CITY COUNCIL AGENDA: O' ITEM NUMBER:
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City Council Meeting
January 22, 2008
Page 2 of 2
Staff Recommendation
Staff recommends that the City Council approve the request for a classification and
compensation study.
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process.
FISCAL IMPACT
Funds for the study have been included in the 2008-2009 budget.
Submitted by:
Matthew E. Hawkesworth
Assistant City Manager - Internal Business Units
MAYOR:
JOHNTRAN
MAYOR PRO TEM:
JOHN NUNEZ
COUNCILMEMBERS:
MARGARETCLARK
POLLY LOW
GARY A. TAYLOR
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August 27, 2008
9
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8838 E. VALLEY BOULEVARD • P.O. BOX 399
ROSEMEAD, CALIFORNIA 91770
TELEPHONE (626) 569-2100
FAX (626) 307-9218
The City of Rosemead is requesting proposals from qualified professional
consultants to conduct a City-wide classification and total compensation study.
The City of Rosemead is a general law city that was incorporated in 1959 and
operates under the City Council/City Manager forms of government. 65 regular
full-time and 140:part7time team members serve 60,000 residents. Details of the
Classification and Compensation Study are on the attached Request for
Proposals. ,
We welcome your proposals for the project, as well as your assistance in
forwarding this information to those you think might be interested in submitting a
proposal. Proposals are due by 11:00 a.m. on September 24, 2008 and the City
of Rosemead plans to conduct interviews on October 2, 2008. The final selection
will be made on October 14, 2008..
If you have any questions or need additional information, please do not hesitate
to contact me at the following:
Matthew E. Hawkesworth, Assistant City Manager
City of Rosemead
.8838 E. Valley Blvd.
Rosemead, CA 91770
Email: mhawkesworth(a)cityofrosemead.org
(626) 569-2107
Thank you very much. We look forward to hearing from you!
Sincerely,
Matthew E. Hawkesworth
Assistant City Manager
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City of Rosemead
Request for Proposals for Classification and Compensation Study
REQUEST FOR PROPOSAL
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Human Resources Unit
8838'E. Valley Boulevard
Rosemead, CA 91770
PROPOSAL DUE: SEPTEMBER 24, 2008
RFP#: 2008-04
' RPORATED
BACKGROUND
The City of Rosemead is requesting proposals for qualified professional
consulting services to conduct a City-wide classification and total compensation
study. The City of Rosemead is a general law City incorporated in 1959, serves
60,000 residents, and operates under a City Council/City Manager form of
government. The City offers a wide range of municipal services administered by
the following business units:
City Manager's Office
Administration
Public Affairs
Internal Business Unit -
City Clerk
Finance
Human Resources
External Business Unit-
Parks & Recreation
Development Services
Public Works Services
Public Safety
SITUATION
The City has approximately 65 regular full-time and 140 part-time team
members. Currently there are 3 executive management classifications, 18
management, supervisory and professional classifications, 20 general team
member classifications and 19 part-time classifications. Out of the 140 part-time
positions which are considered "at will", 16 are benefited positions, and 124 are
non-benefited. Police and Fire services are provided through contracts with the
County and will not be part of this study. However, there are ancillary public
safety services that are provided by the City of Rosemead team members and
are part of this study.
The City's classification plan needs to be developed with class specifications that
are consistent with current changes and requirements in the law. Class
specifications need to be developed to reflect current job duties and
requirements of the position, including physical requirements and essential
functions to comply with ADA. '
The City of Rosemead implemented a merit based compensation system for all
full-time and % time team members. The city's labor agreement provides for an
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annual salary survey of all positions in March and has agreed to set the hourly
rate at 4% above average as of July 1 of each year.
SCOPE OF SERVICES REQUIRED
The scope of services shall include, but not be limited to, the following:
Classification Plan
1. Meet with City Classification team to validate scope of services,
methodology, timelines, and other deliverables.
2. Develop a classification structure that reflects the City's overall
classification and compensation strategy including the clear definition of
terms and position titles, and the development of career ladders for full-
time and part-time classifications.
3. Review the background materials including organizational charts,
budgets, personnel rules and regulations, and related information.
4. Conduct orientation and briefing session(s) with team members.
5. Conduct orientation and briefing session(s) with department heads,
managers, supervisors and employee association representatives.
6. Develop an appropriate position description questionnaire.
7. Administer the completion of the position description questionnaire by all
team members that can be used for classification and compensation
purposes.
8. Conduct interviews with a representative sample of team members and
appropriate supervisory and management staff.
9. Allocate all team members included within the scope of the study to an
appropriate job title, job class and exempt and non-exempt designation
for FLSA purposes.
10. Update classification specifications to reflect current duties,
requirements of the position, including physical requirements and
essential functions in compliance with the ADA.
11. Prepare up-to-date and accurate job classification specifications for all
positions.
12. Design and administer a team member review process.
13. Assist the City in defining an appeals process to resolve possible
disagreements about the findings.
14. Participate in the appeals process to resolve possible disagreements
about the findings.
15. Provide an implementation plan.
16. Provide a final report with findings and recommendations.
Compensation Plan
1. Identify survey labor market and benchmark classes.
2. Conduct a comprehensive total compensation survey utilizing comparable
survey agencies, using not only job titles, but duties and responsibilities
based upon the classification specifications from the City of Rosemead.
3. Complete internal salary relationship analysis, including the development
of appropriate internal relationship guidelines
4. Develop externally competitive and internally equitable salary
recommendations for each class included within the study.
5. Access spreads based on organizational value of positions.
6. Assign a salary range to each classification which reflects the results of
the market survey and the analysis of internal relationships.
7. Present results of survey to management and Rosemead Employee
Association in group meeting.
8. Assist in the development of a strategy for implementing compensation
recommendations.
9. Add effectively present data-driven rationale for recommendation in
written report, present findings orally and thoroughly defend all challenges
to the survey.
10. Provide an implementation plan.
11. Present final classification and total compensation report to City
Management.
Performance Evaluation System
1. Review the current performance evaluation system.
2. Revise and modify system to incorporate performance standards as they
relate to the class specifications, and to adhere to current employment
related laws.
The consultant or the City may propose additional tasks as deemed necessary to
complete the assignment. Any additional work shall be compensated as agreed
upon in the consultant's contract with the City.
CONTENT OF PROPOSALS
Proposals should include a brief history and introduction of the company or firm,
and it's understanding of the services to be performed.
Proposals should be'divided into three components: The Classification Plan, the
Compensation Plan, and the Performance Evaluation System. Proposal should
include the cost of each component of the study, specifically, those components
which may be performed by either City staff or the consulting firm. Alternative
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costs must be identified if the consulting firm or City staff will conduct each of the
following components:
a. distribution and collection of job analysis/position description
questionnaires
b. salary survey of comparable jurisdictions (once identified)
Proposals should also include the methodologies to be used for each
component. Cost of each component should be identified. Completion of the
three components of the study is to be on or before April 15, 2009.
A proposed time schedule including the number and description of the meetings
to be held in the City should be specified. The proposal should also address the
implementation of the findings of the final report including time frames and
implementation steps.
QUALIFICATIONS OF CONSULTANTS
All proposals should include names of references from other public jurisdictions
for which comparable services have been rendered. Resumes summarizing the
qualifications of the individuals who will be conducting the study must be
provided.
PROPOSED DEADLINE
The deadline for receiving proposals is 11:00 a.m. on September 24, 2008.
Proposals should be signed by an authorized individual to bind the firm, and must
be valid for at least 60 days.
Please submit 5 copies of the proposal to:
Gloria Molleda, City Clerk
City of Rosemead
8838 E. Valley Boulevard
Rosemead. CA 91770
CORRESPONDING REGARDING THE RFP
All questions or request for information should be directed to:
Matthew E. Hawkesworth
Assistant City Manager
City of Rosemead
8838 E. Valley Blvd.
Rosemead, CA 91770
(626) 569-2107
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The City reserves the right to reject any or all proposals. The City will not be
liable for, nor pay any cost incurred by responding firms relating to the
preparation of proposal or the making of presentations.
An explicit provision of the RFP is that any oral communication is not binding on
the City's proposal processed or award of the contract. .
AWARD CRITERIA
The proposal will be evaluated on various criteria including and not limited to:
1. A detailed work plan outlining how you propose to complete all
assignments and satisfy City expectations.
2. Understanding of scope of work.
3. Demonstrated professional skills and credentials of staff to be assigned
to the study.
4. Quality of past work and the proposal.
5. Demonstrated understanding of working with team member committees.
6. Approach to the performance of the study.
7. Overall costs and fees to be charged.
8. A schedule of various elements of the work plan and proposed
completion date.
Approximately three firms will be selected for final consideration and will be
required to attend a review meeting at City Hall, tentatively scheduled for October
2, 2008, at no cost to the City. The interview panel may include staff from city
management and the employee association. The City plans to select the
consultant by October 14, 2008.
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CONSULTANTS FOR CLASSIFICATION & COMPENSATION STUDY
Public Sector Personnel Consultants
149 S. Barrington Avenue #726
Los Angeles, CA 90049
Phone: 888.522.7772
Website: www.compensationconsulting.com
Fox Lawson & Associates
Attn: Bruce Lawson
P.O. Box 32985
Phoenix, AZ 85064
Phone: 602.840.1070
LB Hayhurst & Associates
Attn: Carolyn Hayhurst
1014 Hopper Avenue #506
Santa Rosa, CA 95403
Phone: 415.884.0544
Email: Carolyn(o)Ibhayhurst.com
Koff & Associates, Inc.
6400 Hollis Street Suite #5
Emeryville, CA 94608
Phone: 510.658.5633
Toll Free: 800.514.5195
Fax: 510.652.5633
Website: www.koffassociates.com
The Mercer Group, Inc.
P.O. Box 546
Weimar, CA 95736
Phone: 530.637.4559
Email: cwurzberger(a)excite.com
Nash and Company, Inc.
6453 Via De Anzar
Palos Verdes, CA 90275
Phone: 310.831.4874
Email: mnash484(()aol.com
Barry Newton
Creative Management Solutions, Inc.
8205 E. Somerset
Anaheim, CA 92808
Phone: 714.281.7300
Email: barrycrosc)adelphia.net
CPS Human Resource Services
Attn: Debbie Owen
241 Lathrop Way
Sacramento, CA 95815
Phone: 800.822.4277
Email: dowen(a)cps.ca.gov
Jacobson, Betts & Company
Attn: Vance Jacobson
600 First Avenue Suite 426
Seattle, WA 98104
Phone: 206.624.4944 or 206.619.2716
Fax: 206.624.4954
Email: vbi(o)iacobsonbetts.com
Renne, Sloan, Holtzman, Sakai LTD
Attn: Geoff Rothman
350 Sansome Street Suite #300
San Francisco, CA 94104
Phone: 415.678.3800
Condrey & Associates, Inc.
P.O. Box 7907
Athens, GA 30604
Phone: 706.548.8938
Fax: 586.816.4067
Website: www.condrey-consulting.com
Email: steve(cDcondrey-consulting.com