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HomeMy WebLinkAbout25D - AGMT - CLASSIFICATION STUDYREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: NOVEMBER 15, 2016 TITLE; AGREEMENT WITH PUBLIC SECTOR PERSONNEL CONSULTANTS TO CONDUCT A CLASSIFICATION AND COMPENSATION STUDY OF SEIU CLASSIFICATIONS {STRATEGIC PLAN NO. 7,4} CITY MANAGER f7_*Z0761Jil4k'10A»7_��31TC+7�1 CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 18` Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute an agreement with Public Sector Personnel Consultants to provide a Classification and a Compensation Study of selected Service Employees International Union classifications, in an amount not to exceed $100,000 from November 15, 2016 through November 15, 2017, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION The City has not conducted a complete review of its job classifications and salaries in more than 25 years, although many classes have been reviewed on a case-by-case basis. During the contract negotiations that occurred in 2015, the City and the Service Employees International Union (SEIU) agreed that a Classification and Compensation Study would be conducted and the parties would meet and confer over the implementation of the study findings. A Classification and Compensation Study will ensure that current position descriptions and total compensation are in line with work assignments and expectations. The study will include performing a job analysis on a select number of SEIU classifications and making recommendations on position description revisions to create the most accurate job descriptions for the organization that reflect current job duties and requirements of the positions. Additionally, job ladders and career development paths will also be a component used when designing the new classification plan. Also included in the scope of the study will be a compensation analysis designed to ensure the SEIU employees are paid competitive and sustainable wages and benefits package. Six firms submitted proposals to the classification and compensation study for the City. The firms included Ralph Anderson & Associates, Public Sector Personnel Consultants, CPS HR Consulting, Koff and Associates, Arthur J. Gallagher & Co. and Creative Management Solutions. The proposals were reviewed and evaluated by a team consisting of the Personnel Director, the 25D-1 Agreement with Public Sector Personnel Consultants November 15, 2016 Page 2 Assistant Personnel Director and a committee of SEIU members. The proposals were reviewed and rated on the following criteria: • Qualifications of firm staff availability 15%: • Project Experience and Approach 30%: • Understanding of the Scope of Works 30%: • Cost Controls 20%: • Compliance with RFP requirements 5%: The committee ranked the firms as follows: Public Sector Personnel Consultants 84.66 Ralph Anderson & Associates 84.33 Koff & Associates 83.5 Arthur J. Gallagher & Co. 67.83 Cooperative Personnel Services 67.33 Creative Management Services 67.5 Public Sector Personnel Consultants is the highest ranked firm to conduct the classification and compensation study per the attached agreement (Exhibit 1). STRATEGIC PLAN ALIGNMENT Approval of this item allows the City to meet Goal #7 Team Santa Ana, Objective #4 (Establish employee compensation that attracts and retains a highly qualified workforce). FISCAL IMPACT Funds in the amount of $100,000 are budgeted in the 2016-17 Personnel Service account no. 01109050-62300. APPROVED AS TO FUNDS AND ACCOUNTS: Edward S. Raya Francisco Gutierree- Executive Director Executive Director Personnel Services Finance & Management Services Agency Exhibit: 1. Agreement with Public Sector Personnel Consultants 25D-2 CONSULTANT AGREEMENT THIS AGREEMENT is made and entered into this 15th day of November, 2016 by and between Public Sector Personnel Consultants ("Consultant") and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. The City desires to retain a consultant and having special skill and knowledge in the field of conducting employee classification and compensation. City put out a request for proposals for an employee classification and compensation study. B. Consultant responded to City's request for proposal and was selected as the most qualified. Consultant represents that Consultant is able and willing to provide such services to the City as outlined in its proposal in response to City's request for proposal. C. In undertaking the performance of this Agreement, Consultant represents that they are knowledgeable in their field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Generally, Consultant shall provide a classification and total compensation survey for SEN classifications. See Exhibit A. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services, the rates and charges identified in Exhibit B. The total sum to be expended under this Agreement shall not exceed $ 100,000.00 during the term of this Agreement. b. Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing work, performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. Exhibit 1 25D-3 3. TERM This Agreement shall commence on. November 15, 2016 and terminate on November 15, 2017, unless terminated earlier pursuant to Section 12, below. The term of this Agreement may be extended upon a writing executed by the City Manager and the City Attorney for up to one (1) year. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to its employees and shall be responsible for all applicable withholding taxes. 5. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. Consultant shall supply City with a fully executed additional insured endorsement in substantially the form attached hereto as Exhibit C upon execution of this Agreement. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. 25D-4 C. Worker's Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self-insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. if Consultant is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. C. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: (i) Consultant shall maintain all. insurance required above in full force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon. execution of this Agreement and shall be approved by the City. (iii) Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. f. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's electron, to forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 25D-5 6. INDEMNIFICATION Consultant agrees to and shall indemnify, defend, and hold harmless the City, its officers, agents, employees, consultants, counsel, and representatives from liability for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims: (1) for personal injury, including death, and claims for property damage, arising from the direct or indirect operations of the Consultant or its contractors, subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in Section I of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for counsel to be selected by the City, regarding any action by a third party asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. 7. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the satne degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (,a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 8. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interest and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 25D-6 9. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, California 92702-1988 Fax (714) 647-6956 Copies to: Executive Director of Personnel City of Santa Ana 20 Civic Center Plaza (M-24) P.O. Box 1988 Santa Ana, California 92702-1988 Fax (714) 647-6930 City Attorney City of Santa Ana 20 Civic Center Plaza (M-29) P.O. Box 1988. Santa Ana, California 92702-1988 Fax (714) 647-6515 To Consultant: Matt Weatherly Public Sector Personnel Consultants, Inc. 1215 W. Rio Salado Parkway 9109 Tempe, Arizona 85281 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. if sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. if sent by facsimile, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting fax machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 25D-7 10. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant regarding the subject matter herein, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terns of this Agreement shall prevail and will serve to fully supersede existing Agreement. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, that terms or conditions hereof, shall not bind or obligate Consultant nor the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any parties, which are not embodied herein. It. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. ti. TERMINATION This Agreement may be terminated by the City with thirty (30) clays written notice of termination to the Consultant. a. As a condition of such payment, the City may require Consultant to deliver to the City the entire work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work that fails to meet the standard of performance specified in the Recitals of this Agreement. 13. NON DISCRIMINATION Consultant shall not discriminate because of race, color, creed, relation, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities or any activities under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 25D-8 14. JURISDICITON - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 15. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United Sates, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of her inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 16. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 25D-9 IN WITNESS WHEREOF, the patties hereto have executed this Agreement the date and year first above written. ATTEST: MARIA D. HUIZAR Clerk ot'the Council APPROVED AS TO FORNt: Sonia R. Carvalho City Attorney By: Laura A. Rossini Senior Assistant City Attorncy RECOMMENDED FOR APPROVAL: Edward S. Raya EXeCUtive Director Personnel CITY OF SANTA ANA David Cavazos City Manager CONSULTANT Matthew 4Veather(y President Is 25D-10 Exhibit A PROJECT UNDERSTANDING: SUMMARY OF SERVICES PUBLIC SECTOR PERSONNEL CONSULTANTS (PSPQ proposes the following; program of consulting services and implementation support to conduct a classification and compensation study. Project Planning and Communication 1. Project planning and scheduling meeting with Personnel, project designee(s) 2. Policy input and project direction meeting with Personnel and designee(s) 3. Project briefing presentation for all included employees, Officials, project leaders 4. Management and employee communication and Personnel progress reports Classification Proiect Tasks 5. Occupational familiarization by review of current class specs, pay plans 6. Organizational familiarization by review of org charts, budgets, MOUS 7. Position Description Questionnaire (PDQ) customized for gathering job data 8. Meetings to distribute and explain the PDQ and project for included employees 9. Worksite job desk audits / field observations with representatives of each class 10. Interpretation of job classification and FLEA Exempt / Nan -Exempt designations 11. Recommended title modifications and reclassifications for consideration 12. Review of position classification recommendations with project team(s) 13. Preparation of updated class specifications for each City job class 14. Resolution of employee reviews of titles and draft class specifications Custom and Comprehensive Market Compensation Survey 15. identification of competitive employment areas for compensation surveys 16. Identification of occupations to utilize as survey benchmarks - est. 125+ 17. Solicitation of comparator employers and agencies for participation in surveys 1$. Extraction of data from public employer compensation plans, questionnaires 19. Consolidation of data from all sources and calculation of prevailing rates 20. Computation of extent City's total comp varies from external prevailing rates 21. Review of competitiveness analysis with City Officials and project designees Comnensation Plan Development 22. Construction of optional salary range structures for review and selection 23. Assignment of job classes to salary ranges — internal / external methods 24. Assistance with identification of desired, affordable salary competitiveness policy 25. Fiscal impact estimates at various levels of external prevailing rates 26. Review and critique of draft salary and implementation plans with Personnel 2501-11 Communication of Results and Implementation Strategies 27. Preparation and presentation of a final project reports for the Council, Officials 28. Development of a plan for implementation of class and comp plan 29. Uploading of EZ COMPrnr program files on an HR Department computer 30. Assistance with communicating the updated plans for employees, Officials PROJECTAPPROACH AND METHODOLOGY Following is our overall work plan and approach to achieving the City's objectives for the conduct of classification and compensation study. A. OBJECTIVES OF THE PROJECT The recommended plans, programs, systems and administrative procedures will meet these ten most important criteria. - internally equitable - Financially responsible - Externally competitive - Efficiently administered - Readily understood - Inclusive of employee input - Easily updated & maintained Reflective of City's values - Legally compliant & defensible Reflective of "best practices" B. SCOPE OF THE PROJECT The project includes a management and employee communication pian, partnership with the City's Personnel staff, City Manager, Council, and project designee(s); occupational, organizational, and operational familiarization; Position Analysis Questionnaire (PDQ) and job analysis for all classifications; worksite job information interviews; position classification and job title recommendations for all employees and classifications; FLSA designations; updated class specifications; EZ COMP""; internal equity and external competitiveness evaluation; total compensation survey and competitiveness analysis; salary range recommendations; fiscal impact estimates and multiple implementation scenarios; updated classification and compensation plan and one year of classification and compensation plan implementation. C. PROJECT METHODOLOGY I. Q'ualityAssurance To ensure a high quality project, we have built in several layers of procedural and statistical controls, in addition to those already in EZ COMP"'. Internally, we follow a prescribed series of steps in each project phase, which are reviewed by our Project Director. We request that the Personnel team and City's Project Manager(s) review our work to minimize the chance of errors and to ensure that it reflects the City's organizational values. 10 2501-12 2. Project Planning Meetings and Communication Plan Development We will consult with the Executive Director of Personnel and City Officials or representatives on a communication strategy, plan, and materials, beginning prior to the project and extending to the post -project information meetings. We can conduct group pre -project meetings for all City officials and employees where we will discuss the project's scope, answer questions, and distribute and explain the Position Analysis Questionnaire. D. POSITION CLASSIFICATION REVIEW 1. Review ofEssential Tasks — Position Description Ouestionnaire We will review and analyze the current essential tasks, duties and responsibilities, and minimum qualifications of each included position through the Position Description Questionnaire (PDQ) to be completed by each employee (or group of employees with identical jobs) in print or electronic formal. if the information on the PDQ does not clearly delineate the position's scope of responsibilities, we may return the PDQ to the position's incumbent for additional information, or focus on the data gap during a worksite job information interview. 2. Employee Worksite Job Information Interviews —160 bzcluded We will conduct a worksite job information interview with a representative incumbent of everyjob classification. The purpose of these interviews is to verify the data on the PDQ, obtain additional insight into the scope and complexity of the job duties, observe technical processes and working conditions, and to provide employees with an additional method of participation in the project. This process also ensures that we make all internal and external comparisons on the basis of actual job content and not merely job title. 3. FLSA Status Deterrninatiozz We will review the essential tasks and minimum qualifications of each of the City's job classifications and subject them to the Pair Labor Standards Act tests to determine their exempt or non-exempt status. 4. Position ClassiReation Each of the City's positions will be analyzed and evaluated to determine their primary characteristics, including: - Is there a current City occupational job group comprised of job classes with essential functions similar to the subject position; if so: 25D-13 - To which of the group'sjob classes, and at what level, are the subject position's essential functions similar to the subject position, and if so: Are they sufficiently comparable (+/- 20% guideline) to be allocated to thatjob class, utilize the same job title, require the same minimum qualifications, and be assigned to the same salary range, If the City does not currently have a sufficiently comparable job class, what should be the subject position's occupational job class and title, and: What should the recommended occupational classification action be, No Change (N), Title Change (T), Merge With Other Job Class (M), New Job Class (J). We may find that ajob class is overly broad and encompasses several job activities which are regarded with significant salary difference in the marketplace. In such an instance, we will recommend "splitting" the job class into the current job class and a new job class which encompasses the different job activities. 5. Undated Class Specifications — 1601ncluderl We can prepare an updated classification specification in the City's standard or other selected format for each occupational job class. Focus will be on the Essential Functions and Minimum Qualifications. The specifications or descriptions may include (not limited to) the following components: Job Title — Definition Education, Training and Physical Requirements Distinguishing Characteristics Essential Functions Experience Licenses and Certifications FLSA Exempt/Nott-Exempt Status Non -Essential Functions Mental Requirements Desired Knowledge and Skills Supervision Exercise/Received Working Conditions 6. Draft Classification Pian Review with Personnel and Department lleads We will conduct a review of our initial position classification recommendations and draft class specifications with the City's Project Team and respective department beads to identify possible errors, obtain feedback, and solicit suggestions for clarification. IN 25D-14 E. COMPREHENSIVE AND SUST'AINABLECOMPENSATION PLAN City Involvement in Compensation Plan Develomnent We will obtain policy direction from the City Council, Personnel staff, and/or City Officials on the following; key components of the salary plan development process: - Comparator Employer Selection Linkage - Benchmark Job Class Selection - Job Evaluation Method -Salary Plan Draft Compensation. Plan Review / Critique - Compensation Competitiveness Policy - Compensation Points for Analysis - Salary Structure Selection - Project implementation Plan 2. Comprehensive Compensation Sarvevs We do not subscribe to or recommend the use of databases or data warehouses used or hosted by other firms! We will collect the complete pay plans from each of the City's comparators and build a custom survey database to ensure accuracv and completeness unique to the City's job classifications. a. Data Collection Protocol will be developed in consultation with the City's project leaders to determine which salary data elements to include, such as: Total Comp Information (to be finalized by City approval) Salary range structure Minimum, Midpoint, and Maximum City -sponsored or supported items s/a pension, health insurance Certification pay, education incentive pay, safety pay Paid time off practices, longevity pay, other items to be named b. Benchmark Job Selection will be made by identifying City job classes common to its employment -competitive public and private employers in the immediate area and throughout the region or State, clearly identifiable, and representative of standard occupational job groups. c. Comparator Employers Identification will be made in consultation with the City's Project Manager(s) or City Council. Criteria include their degree of competition to the City in obtaining and retaining high quality staff, their location in the City's traditional recruitment areas, and their organizational size and complexity. 13 25D-15 d/. Compensation Data Collection will be made by one or more of the following methods. - Pre -survey contact with the selected comparator employers to solicit participation in the City's compensation survey(s) Extraction from the pay plans of designated public employers Customized salary survey requests for local governments and other public and private employers, distributed by mail, fax, and c -mail. As desired, additional data extraction from established salary surveys and commercial survey sources such as Watson Wyatt, ERI, etc. c. Data Quality Control includes editing data for accuracy and proper matching to the City's survey benchmark jobs, and phone/fax/E-mail follow=ups for data clarification and to obtain comparators' benchmark job descriptions. 3. Prevailinu Rates Calculation We will consolidate the compensation data from all sources, enter the information into the EZ COMPrm program, and compute the prevailing rates, inclusive of cost of living differentials, as the statistical mean of the survey data for each benchmark job class. Data will be projected forward from the date of collection to a common date relating to the City's salary plan year by the annual Prevailing Rate increase Factor (PRI) applicable at that time. A. Compensation Competitiveness Comparison We will provide the City with charts comparing its current salary structures to those of the selected public and private comparator employers. We will calculate the extent that the City's offerings vary from the prevailing rates and practices of other relevant employers. 5. Compensation Competitiveness Policy We will assist the City to select a compensation competitiveness policy which best fits its compensation strategy and financial resources, by providing fiscal impact estimates at various percentage relationships to the prevailing rates. 14 2501-16 6. Salary Plan Structure Development We will review the City's current employee agreements and wage plans and 1) utilize the City's current wage plan structures to identify internally equitable and externally competitive salary ranges for each City job class or 2) prepare alternative salary range structures and schedules for the City to select the best fit for its competitiveness strategy, with these optional criteria: - Method of administration, i.e.: measured job performance, longevity, or skill - Width of the salary ranges, grades, or broad bands, from Min to Max - Varying salary range widths for FLSA non-exempt or exempt positions - If steps within the salary ranges, number of steps, percentage separation - Number of salary ranges, grades, or broad bands in the salary schedule - Percentage of separation between salary ranges, grades or broad bands - Recognition for longevity, unique assignments, and special skill requirements - Remuneration for required special licenses, certifications and registrations 7. Salary RaM Assiyiment Development We will assign each job classification to a salary range in the City's current or selected new salary structure on the basis of a combination of factors, including: - the prevailing rates for the benchmark job classes - its current relationship to similar or occupationally related job classes - the 15% guideline for salary range separation between sequential job classes - the 25% guideline for salary separation of a department head job class - its quantitative evaluated internal job worth value (job evaluation points) 8. tniglementation Plan Develomnent We will consult with the Personnel staff and Project Team on a plan for transition to the recommended plan, including a timetable for the principal activities, employee communication, impact on bargaining processes, and estimates of required financial resources. F. FINAL REPORTS AND PRESENTATIONS 1. Draft and Final Report Preparatiort We will provide the City's project leader(s) with a draft of our report for review and critique, including the classification plan, FLSA designations, compensation market data, salary comparison tables, fiscal estimates, salary range listings, and implementation procedures. We will incorporate their critique into the development of final report summarizing the project's findings, recommendations, and detailed description of the City's updated position classification and compensation plans. is 25D-17 2. Final Report Presentations We will conduct a workshop or formal presentation of our final report and recommendations to the Personnel staff, City Officials, and employees. 3. EZ COMPr"Pro,2rantn dnsiallation We will install our EZ COMFn' program and project tiles on one of the Personnel Department's computers and provide training to key staff in the maintenance and update of the classification and compensation plan. 4. Implementation Warranty To ensure effective implementation of the new plan, we will analyze, evaluate, and provide a salary range recommendation for any new or changed job class, at no cost to the City for one year. G. EXTENSI VE EMPLOYEE INCLUSION AND COMMUNICATION Very important factors for successful implementation of new or updated classification and compensation plans are 1) extensive employee inclusion, and 2) extensive employee communication. City officials and employees will participate in one or more of the following activities: - Attending pre -project briefings and question and answer sessions - Completing a Position Analysis Questionnaire (PDQ) describing their position - Elaborating on their jobs in individual or group job information interviews - Receiving information pamphlet/booklet describing the updated salary plan H. MINIMAL CITY SUPPORT REQUIRED We are completely self-sufficient in projects of this nature and do not require any substantive staff support from the City other than payroll data, and arrangements for group and individual meetings and interviews. We appreciate, but do not require, any office space, telephone, clerical assistance, computers, or office equipment. We will provide all data entry, data processing, duplicating, and related report preparation functions. Santa Ana Public Sector Personnel Consultants 10/16 16 25D-18 Exbibit B Fee Schedule and Project Cost Estimate Major Project Components Cost Estimate* Position classification and job titlin}/includin $10,000 briefings/kick off On-site iob information interviews -Desk Audit $17,50 Ll Updated class specifications (assuming 160 $17 500 Compensation and benefits survey (target 125+- $45000 benchmarks) Compensation plan, draft reviews, final I7 500 resentation Total: 12Z 500 • standard hourly rate $125-150/hour 17 25D-19 25D-20