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HomeMy WebLinkAboutO-2006-2874 10 REQUEST FOR CITY COUNCIL AGENDA ITEM Appropriation Source of Funds: Account Number: \-" Vrl..... S \5-Sb-- 04 Amount Budgeted: $ Amount Requested: $40,500 Budgeted Item: YES NO Agenda Date Requested: Februarv 1. 2006 Requested By: Robert Swanal!an "tZ.. \... $ Department: Administration! Humar Resources Report: XX Resolution: Ordinance: Exhibits: Bid Tabulation Exhibits: Bidder's List Exhibits: SUMMARY & RECOMMENDATION Advertised, sealed proposals for RFP #06501 - Compensation and Classification Study were opened on January 19, 2006. Proposals were mailed to eight (8) consultants with three (3) returned. City staff members evaluated the proposals, checked references and interviewed two (2) of the consultants. Based on the award criteria established in the specifications, staff unanimously determined that The Mercer Group, Inc. would provide the best services at the best price to the City. The total pricing for all requested services is $40,500. Staff Recommendation: Based on the award criteria established in the specifications, staff recommends awarding the compensation and classification study to The Mercer Group, Inc. Action Required bv Council: Award RFP #06501 - Compensation and Classification Study in the amount of$40,500. Approved for City Council A2enda ~-~l-of Date ORDINANCE NO. 2006-~D7 t AN ORDINANCE APPROVING AND AUTHORIZING AN AGREEMENT BETWEEN THE CITY OF ~A PORTE AND THE MERCER GROUP, INC., FOR A COMPENSATION AND CLASSIFICATION STUDY, APPROPRIATING THE SUM NOT TO EXCEED $40,500.00, TO FUND SAID CONTRACT, MAKING VARIOUS FINDINGS AND PROVISIONS RELATING TO THE SUBJECT, FINDING COMPLIANCE WITH THE OPEN MEETINGS LAW, AND PROVIDING AN EFFECTIVE DATE HEREOF. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF LA PORTE: Section 1. The City Council hereby approves and authorizes the contract, agreement, or other undertaking described in the title of this ordinance, a copy of which is on file in the office of the City Secretary. The city Manager is hereby authorized to execute such document and all related documents on behalf of the Ci ty of La Porte. The City Secretary is hereby authorized to attest to all such signatures and to affix the seal of the City to all such documents. City Council appropriates the sum not to exceed $40,500.00 from the city of La Porte Fund No. 1-6146-515-50- 04, to fund said contract. Section 2. The City Council officially finds, determines, recites, and declares that a sufficient written notice of the date, hour, place and subject of this meeting of the City Council was posted at a place convenient to the public at the City Hall of the City for the time required by law preceding this meeting, as required by the Open Meetings Law, Chapter 551, Texas Government Code; and that this meeting has been open to the public as required by law at all times during which this ordinance and the subject matter thereof has been discussed, considered and formally acted upon. The City Council further ratifies, approves and confirms such written notice and the contents and posting thereof. Section 3. This Ordinance shall be effective from and after its passage and approval, and it is so ordered. PASSED AND APPROVED, this JJrl-day of '1~/()tfYY , 2006 By: CITY OF LA PORTE ~L~~ Alton E. Porter Mayor ATTEST: ~~ fl, ~4 Marth A. Gillett City Secretary APPROVED: Ck:<:~k::-~ City Attorney 2 CITY OF LA PORTE NOTICE TO OFFERORS SEALED RFP #06501- COMPENSATION AND CLASSIFICATION STUDY SEALED PROPOSALS SHALL BE SUBMITTED AND CLEARLY MARKED WITH BID NUMBER AND DESCRIPTION. ONE (1) ORIGINAL AND FIVE (5) COPIES WILL BE RECEIVED AT THE PURCHASING OFFICE, 2963 N. 23RD STREET, LA PORTE, TX, 77571 UNTIL 2:00 P.M. THURSDAY, JANUARY 5,2006 . PROPOSALS WILL BE OPENED AND NAMES, ONLY, PUBLICLY READ IN THE UPSTAIRS TRAINING ROOM IMMEDIATELY AFTER THE CLOSING HOUR FOR THE PROPOSALS ON SAID DATE. AN ELEVATOR IS NOT AVAILABLE. PLEASE CONTACT PURCHASING AT 281-470-5126 IF ACCOMODATIONS ARE NEEDED. NO LATE PROPOSALS WILL BE CONSIDERED FORMS FURNISHED BY THE CITY OF LA PORTE MAY BE OBTAINED WITHOUT DEPOSIT FROM THE PURCHASING OFFICE LOCATED AT 2963 N. 23RD STREET, LA PORTE, TX 77571. THE CITY RESERVES THE RIGHT TO REJECT ANY AND/OR ALL BIDS, TO WAIVE ANY AND ALL TECHNICALITIES AND TO ACCEPT ANY BID OR PART THEREOF, WHICH IN THE OPINION OF THE CITY COUNCIL, IS MOST ADVANTAGEOUS TO THE CITY. FOR INFORMATION CONCERNING THIS BID, PLEASE CONTACT SUSAN KELLEY, PURCHASING MANAGER, AT 281-470-5126. PUBLISHED: DECEMBER 14. 2005 DECEMBER 21. 2005 1 DIRECTIONS To drop off bids and/or attend bid opening, follow these directions: ~ Turn North from Spencer Hwy. ~ 2963 N. 23rd Street is on the right, past the storage facility ~ Turn right into parking lot and drive through the entrance gate, turn left immediately and park in the last aisle on the right. ~ The Purchasing Office is located on the southwest side of the parking area. Look for the signage. 2 CITY OF LA PORTE The foregoing prices shall include all labor, materials, equipment, removal, overhead, profit, freight, insurance, etc., to cover the finished work specified in this proposal. All items proposed and installed under this procurement must be new and unused and in undamaged condition. The City of La Porte is tax exempt and no taxes shall be included in the pricing of this proposal. Offeror understands that the Owner reserves the right to reject any or all offers and to waive any informalities in the proposal. The offeror agrees that this proposal shall be good and may not be withdrawn for a period of ninety (90) calendar days after the scheduled closing time for receiving proposals. The undersigned affirms they are duly authorized to represent this firm, that this proposal has not been prepared in collusion with any other firm, and that the contents contained herein have not been communicated to any other firm prior to the official opening. Respectfully submitted: Signature Name (please print) Business E-mail Address Office Phone City, State, Zip Code Fax Number 3 CITY OF LA PORTE GENERAL TERMS & CONDITIONS 1. RECEIPT AND OPENING OF PROPOSALS The City of La Porte, (hereinafter called the "Owner"), invites proposals on the form attached hereto. Proposals shall be retumed, in duplicate, in the envelope provided, bearing the name and address of offeror. Owner will receive proposals at the Purchasing Office, 2963 N. 23rd Street, La Porte, TX 77571. Proposals will be publicly opened immediately after the closing hour of said date. Vendor name only will be read aloud so as to avoid disclosure of contents. Any proposal received after the time and date specified shall not be considered. Each proposal must be submitted, in duplicate, on the prescribed form. All blank spaces for proposal prices must be filled in, in ink or typewritten figures, and must be fully completed and executed when submitted. The Owner may not consider any proposal not prepared and submitted in accordance with the provisions hereof and may waive any informalities or reject any and all proposals. Any proposal may be withdrawn prior to the scheduled time for the opening of proposals or authorized postponement thereof. 2. PROPOSAL MODIFICATIONS Any offeror may modify his proposal by written communication at any time prior to the scheduled closing time for receipt of proposals, provided such communication is received by the Owner prior to closing time. The communication should not reveal the proposal price, but should provide the addition or subtraction or other modification so that the Owner will not know the final prices or terms until the sealed proposal is opened. 3. QUALIFICATIONS OF OFFEROR At the time of the opening of proposals, each offeror will be presumed to be thoroughly familiar with the plans and contract documents (including all addenda). The failure or omission of any offeror to examine any form, instrument, or document shall in no way relieve any offeror from any obligation in respect of his proposal. The Owner may make such investigations as he deems necessary to determine the ability of the offeror to perform the work, and the offeror shall fumish to the Owner all such information and data for this purpose as the Owner may request. The Owner reserves the right to reject any proposal if the evidence submitted by, or investigation of, such offeror fails to satisfy the Owner that such offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional proposals will not be accepted. 4 General Terms & Conditions Continued Page 2 of 3 4. ADDENDA AND INTERPRETATIONS No interpretation of the meaning of the plans, specifications or other pre-proposal documents will be made to any offeror orally. Every request for such interpretation should be in writing addressed to the Purchasing Manager, 2963 N. 23rd Street, La Porte, TX 77571. All requests shall be received at least five (5) days prior to the date fixed for the opening of proposals. Any and all such interpretations and any supplemental instructions, will be in the form of written addenda to the specifications which, if issued, will be submitted to all prospective offerors not later than three (3) days prior to the date of opening proposals. Failure of any offeror to receive any such addendum or interpretation shall not relieve such offeror from any obligation under his proposal as submitted. All addenda so issued shall become part of the contract documents and must be acknowledged as received. 5. METHOD OF AWARD The best proposal submitted by a responsible offeror will be negotiated with the City of La Porte. If proposal amounts exceed the available funds to finance the contract, the Owner may reject all proposals or may award the contract on a negotiated proposal with deductible alternates applied in numerical order in which they are listed on the Form of Proposal, as produces a net amount that is within the available funds. 6. CONDITIONS OF WORK Each offeror must inform himself fully of the conditions relating to the construction of the project and the employment of labor thereon. Failure to do so will not relieve a successful offeror of his obligation to furnish all material and labor necessary to carry out the provisions of his contract. Insofar, as possible contractor, in carrying out his work, must employ such methods or means as will not cause any interruptions of or interference with the work of any other contractor. 7. LAWS AND REGULATIONS The offeror's attention is directed to the fact that all applicable state laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over construction of the project shall apply to the contract throughout, and they will be deemed to be included in the contract the same as though herein written out in full. 8. SUBCONTRACTS The offeror is specifically advised that any person, firm, or other party to whom it is proposed to award a subcontract under this contract must be acceptable to the Owner. 5 General Terms & Conditions Continued Paae 3 of3 9. SAFETY STANDARDS AND ACCIDENT PREVENTION With respect to all work performed under this contract, the Contractor shall: (1) Comply with the safety standards provisions of applicable laws, building and construction codes and the "Manual of Accident Prevention in Construction" published by the Associated General Contractors of America, and the requirements of the Occupational Safety and Health Act of 1970 (Public Law 91-596). (2) Exercise every precaution at all times for the prevention of accidents and the protection of persons (including employees) and property. 10. FUNDING OUT CLAUSE The City of La Porte warrants that funds are available to pay for this contract until the end of its current fiscal year and warrants funds will be requested to make payment in each appropriation period from now until the end of the last renewable option year. However, if funds are not made available after such request, then the City of La Porte may terminate this agreement with thirty (30) days written notice. 11. SUPPLEMENTAL INFORMATION A. All prices to be F.O.B., Destination, City of La Porte, La Porte, Tx 77571. B. The City of La Porte is exempt from all taxes in the State of Texas, including sales tax. A tax-exempt form will be provided upon request. C. Use of brand names in specifications is descriptive and not restrictive, and any product of equal quality will be considered. D. All exceptions to the specifications and/or brand names must be so stated on the proposal. It is requested that vendors electing not to bid, submit a "NO BID" response in order to remain on the bidder's list. 6 CITY OF LA PORTE, TEXAS SPECIFICATIONS RFP #06501 COMPENSATION AND CLASSIFICATION STUDY INTRODUCTION The City of La Porte is seeking requests for proposals from qualified firms to conduct a comprehensive compensation and classification study on City jobs, including civil service positions in the Police Department. The study shall consider and study both internal and external equity and include the level of compensation and the internal relationship of positions and structure of the pay plan. BACKGROUND INFORMATION The City of La Porte is a home rule city with a Council - Manager type of government. The City provides a full array of services to a population of approximately 33,000 citizens. The City is governed by a nine-member Council, which is responsible for setting City operating policies, creating needed ordinances, and balancing the City's annual budget. The City Manager is the chief administrative officer for the City. The City employs approximately 400 full-time employees and part-time employees within eight (8) departments. The last major compensation and classification study was performed in 2001. The City of La Porte has approximately 171 different classifications. City employees receive an evaluation and merit increase after successful completion of six months and on an annual basis, thereafter. GOALS AND OBJECTIVES ~ Accurately reflects value the City of La Porte places on jobs, both internally and compared to market. ~ Provides method by which the City can establish future pay plans. ~ Results in higher level of satisfaction that work is compensated fairly. ~ Improved productivity. ~ Provides flexibility for managers to reward deserving employees. PROPOSAL REQUIREMENTS The proposed systems must meet all legal requirements, be completely non-discriminatory, and provide for compliance with all pertinent federal, state, and local requirements, including but not limited to, ADA, FLSA, EEO/AA. The systems must be easy for management to administer, maintain, and defend. The systems 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, similar and comparable work. The systems should provide for 7 new positions to be incorporated into the compensation plan as well as regular adjustments to maintain the plan's competitiveness. The systems should consider the unique nature of certain functions and responsibilities, which are characteristic of certain jobs and departments in government. Consultants are encouraged to be creative and resourceful in proposing the most cost-effective and efficient solutions for the requirements outlined, herein. Services may include, but not be limited to: ~ Work with City Staff to identify a market position and pay philosophy for the City of La Porte; consider and study both internal and external equity. ~ Identify a survey labor market and benchmark classifications and conduct a customized market survey of appropriate labor markets. ~ Review current salary structures as to the number of salary schedules, number of pay grades, intervals between pay grades, ranges of pay grades, and make written recommendations. ~ Allocate positions to the proper classifications by analyzing job descriptions by interviewing incumbent employees if necessary. Any requests for confidentiality must be respected. ~ Meet with City representatives to discuss proposed plan. Revise as necessary and recommend implementation strategies. ~ Present final plan to City Council. ~ Provide staff training on maintenance of the revised system. ~ Provide maintenance manuals for future in-house job analyses and adjustment of compensation levels. ~ Provide report for an adverse impact analyses. Optional Services: ~ Provide a projection of job turnover in strategic positions ~ Review part-time salary structure ~ Recommend salary compensation for contract employees The City of La Porte reserves the right to request any combination of services to be provided. INFORMATION REQUESTED FROM OFFERORS Each proposal shall contain all the items listed below. Incomplete proposals may be rejected during review by the Evaluation Committee. 1. Letter of Transmittal A. Briefly State your understanding of the services requested. B. Provide the names of the persons authorized to make representations for your firm, their titles, addresses, telephone numbers, fax numbers, and e-mail addresses. 2. Title Page - Show the subject, name of your firm, address, telephone number, fax number, name of contact person and date. 8 3. Table of Contents - Include a clear identification of the material by section and page number. 4. Profile of Proposing Firm A. State whether the firm is local, regional, national, or international. B. Briefly describe the firm's experience in providing the services being requested. Provide names and qualifications of staff members committed to this project. C. Give the location of the office(s) that will provide the service to the City. Identify the specific individuals who will do the work and describe their qualifications and experience. D. Provide a list of current clients and description of ongoing projects. E. Provide a list of references familiar with the firm's capability to deliver the services requested. A minimum of five (5) must be submitted, including addresses, telephone numbers, fax numbers, and contact persons. 5. Scope of Work A. Explain in detail how the services will be performed. Include tasks expected of City personnel during the project. B. Outline a time frame for completing the services and setting appropriate deadlines. Within this schedule, the Consultant shall clearly identify the milestones and tasks they deem most critical. Discuss the support required from City staff in terms of estimated man-hours. The successful consultant shall complete all work and provide a report to City Council within 60 days of notice award. C. Furnish the City with any additional information considered essential to your proposal. Firms may elect to include any innovative methods or concepts beneficial to the City of La Porte, as long as the minimum requirements set forth in this RFP are met. D. Provide the names and qualifications of subcontractors if any are proposed to be used. E. Provide details of any instances in which Offeror has ever had to legally defend themselves for services provided. 6. Detailed Cost Proposal - Include a breakdown of all costs for each level of services to be provided. NOTE: If the cost for completed all levels of this RFP exceed budgeted funds, a reduction in the scope of services may be negotiated with the successful Consultant. Optional services specified, and any other additional services proposed by the Offeror shall be priced separately. EVALUATION CRITERIA The award of this contract will be made to the responsible Offeror whose proposal is determined to be the highest evaluated offer resulting from negotiation, taking into consideration the importance of the evaluation criteria factors set forth below: 9 25% - Experience in providing similar services to other governmental agencies; professional qualifications and experience of project staff 20% - Proposed methodology for completing the services 20% - Proposed fees 20% - Performance history - (references) 15% - Project completion schedule Proposals will be publicly opened and names of offerors read aloud at the date and time as specified. Contents of the competing offerors' proposals will not be disclosed during the evaluation and negotiating phases. Proposals shall be available for public inspection after award of the contract, except for proprietary or confidential information identified by the Offeror as "CONFIDENTIAL". Requests for additional information shall be in writing and shall be faxed to the Purchasing Manager at 281-470-5127 or e-mail tODurchasina@ci.la-Dorte.tx.us. 10 OFFEROR OBLIGATION CHECK LIST D Authorized Signature D Multiple Copies as Required D Pre-Bid Meeting Noted, if Applicable D Bonds, Cashier's Checks Enclosed, if Applicable D Amendment Acknowledged and Enclosed, if Applicable Failure to meet these obligations may cause your proposal to be considered non-responsive 11 CITY OF LA PORTE Target Dates RFP #06501- COMPENSATION AND CLASSIFICATION STUDY To Dept for Review 12/05/05 Dept Return 12/12/05 Mail-Out Bids 12/12/05 Advertising 12/14/05 & 12/21/05 Opening 01/05/06 Evaluation Period 01/06/06 - 01/09/06 Meetings 01/10/06 - 01/13/06 Agenda Deadline 01/16/06 Council Award 01/23/06 Award Notification 01/24/06 12