1. IntroductionThe Indian River Mosquito Control District (IRMCD) is accepting Requests for Proposals (RFP) for a Compensation and Benefits Study and Analysis. The objective of this RFP is to solicit formal proposals from qualified and experienced individual(s) or firms with a proven record of accomplishment in similar public sector projects. The approved entity will conduct a comprehensive compensation and benefits study and analysis for all positions at IRMCD, to analyze current employee benefits, to provide recommendations to address any anomalies within current pay structures and address future wage compression. Proposals shall be submitted electronically to Lisa Ridley, via L.Ridley@irmosquito2.org by 12:00PM EST on November 18, 2022. Proposals received after deadline will not be considered. 2. Organizational BackgroundThe IRMCD is an independent taxing district which was legislatively established in 1925 and provides mosquito control services for Indian River County. IRMCD government has been organized according to the Council–Administrator form of government. As such, the Board of Commissioners (Board) sets policy, adopts legislation, and approves the budget. The Board appoints an administrator to conduct the day-to-day district business, to prepare the budget, to oversee department heads, and to recommend policy to the board. IRMCD employs 30 full-time employees. IRMCD’s operating budget is approximately $7.3 million which is generated primarily by ad valorem property taxes. (Refer to www.irmosquito.com for more information about IRMCD) 3. Goals and ObjectivesThe goal of the study is to develop an updated compensation model, update current pay scales, analyze wage compression, analyze benefits, and provide guidance documents to ensure that all positions within IRMCD are internally equitable and externally competitive. IRMCD’s objectives include:
•Attract and retain qualified employees
•Ensure that compensation within the organization is equitable and transparent
•Ensure positions performing similar work with the same level of complexity, responsibility,knowledge, skills, and abilities are classified together
•Provide salaries commensurate with assigned duties
•Clearly outline promotional opportunities and provide recognizable compensation growth
•Provide justifiable pay differential between individual classes
•Ensure accountability in the IRMCD’s expenditure of public funds on employee compensation
•Develop a compensation model that is financially sustainable given IRMCD’s budget
•Maintain competitive compensation with other comparable government entities and privateemployers within the same geographic areas and/or industries.
•Address wage compression due to the minimum wage changes in the State of Florida.
•Maintain a competitive benefit package comparable to government entities and privateemployers within the same geographic areas and/or industries.
IRMCD RFP 2022-04
3
The Executive Director, Director of Finance and Support Services, Human Resources, and other key personnel will be involved, as necessary. Regular presentations and meetings with these individuals or groups, incorporating their input into the process, are expected. Presentation to the IRMCD Board upon completion of the project may be required.
The Classification and compensation structure recommended by the Consultant should meet the following requirements:
•The structure must be easy for management to administer, maintain and justify.
•The structure must easily accommodate organizational changes and growth.
•The structure should be based on sound compensation principles in which internal and externalequity are considered within the pay structure, as well as the concepts of equal pay for equalwork, equal pay for similar work, and equal pay for comparable work.
•The structure should provide for new positions to be incorporated into the compensation plan, aswell as regular adjustments to maintain the plan’s competitiveness.
4.Scope of Services
The scope of work shall include, but is not limited to, a process which includes the following:
•Meet with key IRMCD staff to review/discuss and finalize project goals, process, schedule, andother administrative details.
•Identify and select an appropriate number of comparable organizations and classifications fromsurrounding public agencies and applicable private sector competitors for inclusion in thecomprehensive benchmark analysis of wages and benefits for all IRMCD positions, including, butnot limited to, the collection and analysis of the following data:
A.Title of Comparable Classifications
B.Minimum and Maximum Annual Salary
C.Longevity Pay
D.Education/Certification Pay
E.Acting Assignment Pay
F.Date and amount of last and next cost of living increase
G.Promotional opportunities and recognizable compensation growth
H.Employer paid benefits, retirement savings programs, paid time off benefits
I.Health, dental and vision insurance, disability insurance, life insurance-employer paid levels,employee premium, and plan design options.
•Analyze potential internal equity issues, including pay compression, and provide potentialsolutions
•Review, update, and provide recommendations of the IRMCD classification system, includingreview of existing positions descriptions to ensure accurate FLSA status, essential job functions,minimum qualifications, required KSA’s and compliance with federal, state, and local regulations.
•Integrate the results of the benchmark and internal analyses into an updated classification andcompensation model, which includes a revised salary schedule, identifying the proposedplacement of all IRMCD positions within the schedule, and support for the proposed placement.Provide justifiable pay differential between individual classes.
IRMCD RFP 2022-04
4
•Develop recommendations for the administration and maintenance of the updated classificationand compensation model, including:
A.Transparent and easy to understand salary determination methodology (e.g., scoringsystem)
B.Methodology for employee progression through the update of the salary schedule
C.Annual monitoring for market position, cost of living adjustments, and internal equity.
D.Updates to other policies and procedures related to compensation
E.Recommend implementation strategies including calculating the cost of implementingthe plan
F.Present final report, findings, tables, job descriptions, charts, spreadsheets, salarysurveys, updated classifications, revised salary schedule and other materials andrecommendations necessary for the implementation and maintenance of thecompensation/classification system in a written report and electronic medium.
•Final presentation of study results to IRMCD BC as requested
5.Timeline
The tentative schedule for selection of a consultant to perform the work is as follows:
Action Item
Date(s)
Issue Request for Proposals
11/1/2022
Deadline for Proposal Submissions
11/18/2022
Consultant Recommendation and Approval by Board of Trustees
TBA
Execute Contract and Notice to Proceed
TBA
6. ProposalProposals should not include any material to be returned to the responding firm and should be a concise statement. All Proposals must be emailed to Lisa Ridley by 12:00pm EST on Novemer 18, 2022. Hard copy proposals will not be accepted. Proposals must include the following information:
A.Organizational Information
•Legal name of firm
•Type of entity
•Contact name
•Contact address, phone number, email
•Website
•Name of person authorized to enter into contact on behalf of firm
•Primary services
•Primary market/customers
•Number of years in business
IRMCD RFP 2022-04
5
B.Statement of Methods and Work Product: Provide a statement describing the scope ofwork as you understand it. Describe the approach, means, methods, and procedures to beused to gather the data, analyze findings, and develop recommendations as requested.Provide a description of the study products that will be provided, and a sample of suchproducts. Describe how the final product will be structured and presented upon completion.Firms may elect to include in the section any innovative methods or concepts that might bebeneficial to IRMCD.
C.Work Schedule: Provide a timeline indicating tasks required and the start and completiondates for each. It is expected that the work will commence as soon as possible after thecontract is awarded.
D.Cost of Services: Provide a total cost estimate, including travel expenses, and “not toexceed” amount for the work described in scope of work, a rate schedule for computing anyextra work not specified in the contracted scope of work, and an amount to be deducted fromtotal cost estimate because consultant is conducting (or has conducted in the past six months) salary surveys of comparable jurisdictions, the data from which can be shared rather thanindependently gathered.
E.Key Personnel: Identify the key personnel and their back-ups, if any, that will be assignedto provide services. Include project experience of each person, responsibilities, years ofexperience (both overall and with current firm), any applicable licenses and /or certifications,and specific projects.
F.References: Please provide at least three references from customers with similaroperations to IRMCD. Include contact names, phone numbers, email addresses and industry.
G.Insurance: Verify that your firm can fulfill the insurance requirements as described
H.Debarment or other Disqualification: Respondent must disclose any debarment or otherdisqualification as a supplier of vendor at the federal, state, or local government level.Respondent must describe the nature of the debarment/ disqualification, including whereand how to find such detailed information.
7. Questions Regarding SolicitationIRMCD will respond to questions and requests for clarification to the Request for Proposal in written Addendum(s) as needed, these responses will be posted via BidNet Direct: (https://www.bidnetdirect.com/florida/indianrivermosqutocontrol) solicitation inquiries should be directed by electronic mail to Lisa Ridley (L.Ridley@irmosquito2.org). No verbal requests will be accepted. All requests for clarification must be received by 12:00 PM EST on 11/14/2022. 8. Response PreparationIRMCD is not liable for any cost, fee, or expense incurred by any of the respondents in replying to this RFP, whether selected or not. Each responding consultant shall protect, defend, indemnify, and hold harmless IRMCD from any and all liability, claims, and expenses whosoever incurred by, or on behalf of the entity participating in the preparation of its response to this RFP. Such non-reimbursable, fees, and expenses include, but are not limited to, each of the following:
IRMCD RFP 2022-04
6
A.Preparing the proposal and related information in response to this RFP.
B.Negotiations with the IRMCD on any matter related to this procurement.
C.Costs associated with interviews, meetings, travel, or presentations.
D.All other expenses incurred by responding consultant prior to the date of award and aformal notice to proceed
9.Insurance Requirements
Respondent, at respondent’s sole cost and expense and for the full term of the resultant contract or any extension, shall obtain and maintain at least all of the insurance requirements of IRMCD.
Proof of insurance coverage shall be provided as part of the proposal and shall include the insurance types and required coverages specified below. Upon award of the contract IRMCD shall be named as an additional insured by separate endorsement.
•General Liability
•Workers’ Compensation
10.General Conditions and Requirements
A.IRMCD reserves the right to conduct contract negotiations with any consultant(whether or not it has submitted a proposal), to verify the information in any proposal, towaive any informality in the process, to alter the selection process in any way, to requestadditional information or clarifications, to allow corrections of errors or omissions, to revisethe scope of services and work, to extend the deadline for submission, to withdraw thisrequest for proposals at any time without prior notice, to reject any and all proposals, andto decide whether or not to contract with any consultant.
B.IRMCD makes no representation that any contract will be awarded to any consultantresponding to this request. Nothing in this request for proposals shall be construed toobligate IRMCD to negotiate or enter into a contract with any particular firm. This requestfor proposals is not an offer to contract.
C.All submitted proposals shall become the property of the IRMCD. IRMCD shall have theright to copy, publicly review and discuss, retain, and dispose of each proposal. All responsesreceived by IRMCD will be considered public records subject to disclosure under the FloridaPublic Records Act.
D.Proposals may be submitted electronically as a PDF. Please be succinct. Unnecessarilyelaborate or lengthy responses or other presentations beyond those needed to givesufficient and clear response to the request for proposals requirements are not desired.Proposals should not exceed 25 pages.
11.Evaluation Criteria
The following factors will be used when evaluating the proposals. The factors are not listed in order of importance.
A.Responsiveness to Request for Proposal Specifications
IRMCD RFP 2022-04
7
B.Pricing
C.Qualifications of firm
D.Qualifications of staff
E.References
F.Demonstrated capability to perform work as requested
12.Public Records
All Proposals submitted in response to this RFP become the property of IRMCD. Information in the Proposal, unless specified as trade protected, may be subject to public review. Any information contained in the Proposal that is proprietary must be clearly designated. Marking the entire Proposal as proprietary will be neither accepted nor honored. Proprietary information submitted in response to this Proposal will be overseen in accordance with § 815.045, Fla. Stat. (2012).
13.Payment and Invoicing
The consultant shall submit all invoices to Indian River Mosquito Control District. Failure to submit accurate and complete invoices may cause invoice to be rejected. All invoices shall list a single unique invoice number for processing, it may contain letters and/or numbers. Partial payments may be made upon satisfactory delivery of items/services and receipt of invoices. Invoices are normally paid with (20) calendar days of receipt of an invoice, except in the case where items being billed are called into question. IRMCD will notify the contractor within (5) days of receipt of an invoice for any items questioned. The consultant shall prepare verification data for the amount claimed and provide complete cooperation during such investigation.
