Summary of Specifications:
CITY OF MONROE, MICHIGAN REQUEST FOR PROPOSAL FOR CLASSIFICATION & COMPENSATION STUDY MARCH 14, 2014 The City of Monroe invites qualified personnel management consultants to submit proposals to perform a review of the existing classification plan(s), perform a salary survey, and prepare one or more pay plan schedules. All work will be done with regular involvement of the City’s Human Resources Director or designee. Regular presentations and meetings with this individual or groups, incorporating their input into the process, are expected. Presentations to Monroe City Council may also be part of this project. SCOPE OF WORK: Review existing City of Monroe classification and pay plan(s) and benefits for appropriateness, internal equity, and external competitiveness. The following describes the various tasks that are expected to be completed to meet the requirements of this Request for Proposal: 1. Begin task by May 1, 2014 and complete task by July 1, 2014. 2. Meetings with key City employees to discuss any specific concerns with respect to the development of a compensation and classification plan. The City desires meaningful participation of key employees in the compensation/classification process and year-to-year maintenance of the system. 3. A comprehensive evaluation of every job, excluding Public Safety, within the municipality to determine relative worth within the organization (internal equity) and for the establishment of pay ranges, including but not limited to updating existing job descriptions. Also included should be a comparison and analysis of salaries, wages, and benefits of like or similar jobs (external equity) in comparable government entities and private employers in the Monroe County area for which the municipality competes for a labor supply. 4. Recommend needed changes to existing plan and implementation options that consider available revenue sources. 5. Work with senior management to review current compensation procedures, policies, and philosophies and make recommendations for modification. 6. Provide a procedure manual and training for Human Resources Director and key City management staff (5-8) enabling them to maintain the recommended classification and pay plans. 7. The classification/compensation and position evaluation system to be developed as the product of this scope of services must adhere to the following basic elements and characteristics: a) Must meet all legal requirements, be nondiscriminatory, and provide for compliance with all pertinent federal, state, and local requirements. b) The system must be easy for management to administer, maintain, and defend. c) The system must easily accommodate organization change. d) The system should be based upon sound compensation principles in which both internal and external equity are considered within the pay structure as well as the concepts of equal pay for equal work, equal pay for similar work, and equal pay for comparable work. e) The system must address pay compression. f) The system should provide for new positions to be incorporated into the compensation plan as well as appropriate adjustments to maintain the pay plan's competitiveness. PROPOSAL REQUIREMENTS: Proposals are to be organized to facilitate evaluation by the City according to the following outline: I. A statement of your understanding of the work, descriptions of the approach and illustrations of the procedures to be employed. II. A synopsis, prepared for management review, covering the salient features of the proposal including overall costs and term of work. III. A detailed breakdown and description of the specific steps, services and study products that will be provided as a result of the Scope of Work previously listed in this RFP. Firms may elect to include in this section any innovative methods or concepts that might be beneficial to the City of Monroe as long as the minimum requirements set out in this RFP are met. IV. All study costs to include professional services, supplies, etc., proposed contract terms and conditions are to be submitted. Also, the not-to-exceed fees for performing each phase of the study, including out-of-pocket and travel expenses. Do not include cost of "Additional Services" outside the scope of work with response to this item. V. The proposed implementation schedule to include specific milestones. VI. Additional Services (Optional) - any other related and recommended products or services not specified in this RFP, which may be considered essential or beneficial by the firm. These services should be priced separate from item "IV" above and shown here. VII. A brief introduction, limited to no more than four (4) typewritten pages describing the firm's organization and services. A list identifying the project manager and/or staff who would be assigned to this project as well as their professional experiences, qualifications, responsibilities, functions, and work of similar size and scope. Promotional literature and other public relations documents should NOT be included. VIII. Client References - a list of clients the firm has provided compensation/classification services to since January 1, 2004, including the organization, contact person, address, telephone number, fax number and a brief description of the compensation/classification services provided. IX. A statement that the proposer agrees to: 1. Deliver at least ten (10) copies of the final report to the Human Resources Director; 2. Provide the final report, tables, schedules, job descriptions, charts, spreadsheets, procedures manual, salary surveys and other materials necessary for the implementation and maintenance of the compensation/classification system in an electronic medium (CD) in Microsoft Office 2007 format with PDF; and 3. Appear at a scheduled Council meeting to discuss the recommendations and final report. REPORT: The following final report elements are expected, as a minimum, at the completion of the study. 1. Recommended classification plan; 2. Recommended compensation plans; 3. Methods used to conduct the salary survey and to develop recommended pay plans; 4. Implementation options to include cost (yrs. 1-5); 5. System maintenance and procedures manual to include proposed schedule of action steps, instruction on utilization of future salary survey results and methodology of job evaluation and equity determination. BACKGROUND INFORMATION: The City’s non-union staff consists of twelve (12) full-time and two (2) part-time employees, ranging from one part-time secretary, one administrative assistant, one part-time Accountant, ten managerial positions, and one elected official. Currently there is no position evaluation, classification and wage schedule system in place for the non-union group. The union groups (excluding Public Safety) consist of COMEA Unit I/general group (45 members, 44 classifications), COMEA Unit II/mid level supervisory group (6 members, 6 classifications), and Teamsters Local 214/general labor & skilled craft (64 members, 26 classifications). Currently there is no position evaluation and classification system in place for COMEA Unit II. There is an evaluation and classification system in place for COMEA Unit I (established back in 2000) and one for the Teamsters that is over 40 years old. The City’s present policy allows for an automatic step increase July 1 each year for COMEA Unit I bargaining group. All other groups receive an annual step increase on their anniversary date of hire or date of promotion. The Monroe City Council approved a 2% increase for July 1, 2014. Many of the job descriptions are out-dated and will need to be updated. GENERAL INFORMATION: 1. All inquiries concerning this RFP shall be directed in writing to: Peggy A. Howard, Director of Human Resources City of Monroe 120 E. First St. Monroe, Michigan 48161 Phone: (734) 384-9173 FAX: (734) 243-8683 Email: Peggy.Howard@monroemi.gov 2. The consultant shall furnish the necessary qualified personnel, materials and services, and work closely with the City of Monroe and its Administrative Department as well as other City Departments as required to accomplish the work. Upon request, the City will furnish an on-site office space. INSTRUCTIONS TO PROPOSERS: 1. SUBMISSION OF PROPOSALS: Four (4) copies of the proposal must be submitted to the City Clerk/Treasurer no later than 4:00 p.m., April 4, 2014. a) Submittal in Person: Proposals submitted must be in sealed envelopes and clearly marked as follows: Request for Proposal/Classification & Compensation Study City of Monroe Attn: City Clerk/Treasurer b) Submittal by Mail: Proposals submitted by mail should be addressed as follows: City of Monroe Attn: City Clerk/Treasurer Request for Proposal/Classification & Compensation Study 120 E. First St. Monroe, Mi. 48161 If the proposals are mailed, it is the sole responsibility of the consultant to have the proposal delivered to the City of Monroe by the date and time specified in the RFP. Any proposals received later than the specified date and time will not be accepted nor considered. SELECTION/CRITERIA & PROCESS: 1. PROCESS: The consultant will be selected by the City Council following recommendation of the City Manager and a review and ranking by a committee consisting of the City Manager, Finance Director, and the HR Director. The committee may require an interview of the top three (3) proposers to be held in Monroe the week of April 7, 2014. 2. CRITERIA: a) Demonstration of the firm's ability to successfully complete all requirements as specified in the Scope of Work; b) Cost of Services; c) Experience in Similar Consulting Services; d) Qualifications of Project Staff;
