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