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HomeMy WebLinkAboutR-2002-016 Authorizing the City Manager to contract for the purchase of services and materials RESOLUTION NO. 2002-016 A RESOLUTION OF THE CITY OF DANIA BEACH, FLORIDA AUTHORIZING THE CITY MANAGER TO CONTRACT FOR THE PURCHASE OF SERVICES AND MATERIALS IN THE AMOUNT OF $25,375.00 FROM HR MANAGEMENT PARTNERS, INC.; AUTHORIZING THE PROPER CITY OFFICIALS TO EXECUTE AN AGREEMENT WITH HR MANAGEMENT PARTNERS, INC. FOR A PAY AND CLASSIFICATION STUDY AND DEVELOPMENT OF A PAY FOR PERFORMANCE SYSTEM; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING AN EFFECTIVE DATE, WHEREAS, the Charter of the City of Dania Beach, Part III, Article 3, Section 4, Subsection (J), authorizes that contracts for the purchase of supplies, services, equipment and materials for the city government in excess of fifteen thousand dollars ($15,000.00) shall not be entered into or let except by authorization and approval of the city commission, after advertisement for bids in a newspaper published in Broward County, Florida, with such publication to be published weekly for two (2) consecutive weeks with the first publication to be not less than fifteen (15) days prior the reception of bids; and WHEREAS, the city manager has determined that it is necessary to perform a classification and pay study and develop a performance management system, and WHEREAS, the city manager has determined that such purchase can be made at the least cost to the city by awarding the bid to HR Management Partners, Inc. in the amount of twenty-five thousand three hundred seventy-five and 00/100 dollars ($25,375.00) and the city manager is hereby authorized to pay the total sum from the general fund; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA: Section 1. That the proper City officials are authorized to execute an Agreement between the City of Dania Beach, Florida.and HR Management Partners, Inc. for a pay 1 RESOLUTION NO. 2002-016 and classification study and the development of a pay for performance system, which Agreement, in substantial form as Exhibit "A", attached, is approved. Section 2. That the City Manager and City Attorney are authorized to make minor revisions to such Agreement as are deemed necessary and proper for the best interests of the City. Section 3. That all resolutions and parts of resolutions in conflict with this resolution are hereby repealed to the extent of such conflict. Section 4. That this resolution shall be in force and take effect immediately upon its passage and adoption. PASSED AND ADOPTED THIS 12th day of FEBRUARY, 2002. xcl • PATRICIA FLURY MAYOR — COMMISSIONER AT EST' ROLL CALL: COMMISSIONER BERTINO - YES COMMISSIONER MCELYEA - YES C LENE J NSON COMMISSIONER MIKES - YES CITY CLERK VICE-MAYOR CHUNN - YES MAYOR FLURY - YES APPROVED AS TO F RM AND CORRECTNESS: BY: I THOMAS J. ANSBRO CITY ATTORNEY • 2 RESOLUTION NO. 2002-016 AGREEMENT s THIS IS AN AGREEMENT (the "Agreement") entered into on , J , 2002, between: THE CITY OF DANIA BEACH, FLORIDA, a municipal corporation (the"City")and HR MANAGEMENT PARTNERS, INC., a Florida corporation (the "Consultant"). In consideration of the mutual covenants, terms and conditions contained in this Agreement, and other good and valuable consideration, the adequacy and receipt of which are acknowledged, the parties agree as follows: 1. Scope of Services. The Consultant agrees to perform consultant services for the City in accordance with the scope of services described in Exhibit A. 2. Commencement Date. This Agreement shall be effective upon its complete execution by both parties. 3. Methodology of Analysis. In all analyses, the Consultant will incorporate methodologies commonly accepted by human resource consultants industry-wide in the United States. 4. Project Schedule. Consultant agrees to complete the work within the completion timeframes established in the scope of services attached and incorporated by this reference as Exhibit A. With respect to such completion timeframes, performance must be timely under this Agreement since time is of the essence. However, the completion timeframes shall be extended for periods of delay resulting from strikes, natural disasters and similar circumstances over which the Consultant has no control, if such extensions are approved by the City in writing. 5. Subcontracts. If subcontractors or subconsultants are necessary to be utilized to accomplish the scope of services, the Consultant will obtain written approval from the City prior to such utilization. Consultant acknowledges and agrees that it bears the ultimate responsibility for all work product of the Project regardless of whether it or any portion of it is prepared by Consultant or one of the subcontractors or subconsultants. 5.1 The Consultant shall be fully responsible to the City for all errors and omissions of any City-approved subcontractors or subconsultants. Subcontractors or subconsultants shall have the general liability, professional liability, and Workers' Compensation insurance as required by the City, or be covered by Consultant's insurance. Upon the Commencement Date, the Consultant shall furnish the City with the appropriate proofs of insurance from all subcontractors or subconsultants in connection with the work performed. Page 1 6. Payment for Services. (a) City agrees to pay Consultant for services provided by Consultant, as described in Exhibit A, an agreed upon lump sum amount of Twenty Five Thousand Three Hundred Seventy Five Dollars ($25,375.00) (the "Fee"). The Fee includes full payment, including all labor, overhead, other costs (including but not limited to document reproduction costs, review fees, travel and mileage and telephone expenses as per Exhibit "A"), Consultant fees and profit. (b) The Consultant's fee will be due and payable in four equal installments of Six Thousand Three Hundred Forty Three Dollars and Seventy Five Cents ($6,343.75), payable at the initiation of the project, at the completion of the market analysis, at installation of the Compensation Manager software and at the submission of the final report. City agrees to provide payment within thirty (30) days of receipt of invoice by Consultant. If any errors or omissions are discovered in any invoice, City will inform Consultant within ten (10) business days of receipt of the document(s)and request revised copies of all such documents. If any disagreement arises as to payment of any portion of an invoice, City agrees to pay all undisputed portions and the parties agree to cooperate by promptly conferring to resolve the disputed portion. (c) Any invoice which is not timely paid as prescribed above will be subject to the accrual of interest at the statutory rate prescribed by applicable Florida law. O 7. Indemnification of City. (a) Each party shall be responsible for its own acts and will be responsible for all damages, costs, fees and expenses which arise out of the performance of this Agreement and which are due to that party's own negligence, tortious acts and other unlawful conduct and the negligence, tortious acts and other unlawful conduct of its respective agents, officers and employees. (b) It is specifically understood and agreed that the consideration inuring to the Consultant for the execution of this Agreement consists of the promises, payments, covenants, rights and responsibilities contained in this Agreement. (c) The execution of this Agreement by the Consultant shall obligate the Consultant to comply with the foregoing indemnification provision; however, the collateral obligation of providing insurance must be also complied with as set forth below. 8. Insurance. Consultant shall provide, pay for and maintain in force at all times during the term of this Agreement, such insurance as stated below: Page 2 (a) Professional Liability. Consultant shall furnish professional liability insurance coverage in an amount not less than $1,000,000 with a deductible of$25,000, per claim. Consultant shall be responsible for maintaining this professional liability insurance for a minimum of three (3) years from the date of execution of this Agreement. Upon request of City, Consultant shall make available for inspection copies of any claims filed or made against the policy during the policy term. Consultant shall additionally notify City, in writing, within thirty (30) calendar days of any claims filed or made against this policy in excess of $250,000 during the policy term. (b) Comprehensive General Liability, 1 Million per occurrence 2 Million Aggregate (c) If Consultant hires a subcontractor for any portion of any work, then each such subcontractor shall provide the same insurance as specified above. (d) Upon the Commencement Date, the Consultant shall provide the Risk Manager of the City Certificates of Insurance for coverages and policies required by this Agreement. All applicable certificates shall state that the City shall be given thirty (30) days' advance notice prior to expiration or cancellation of any policy. Such policies and coverages shall not be affected by any other policy of insurance which the City may carry in its own name. (e) City relies upon Consultant representation that Worker's Compensation insurance and comprehensive general automobile liability insurance are not necessary and applicable. Consultant shall indemnify and hold the City harmless for any damages resulting from failure of Consultant to take out and maintain such insurance. 9. Liability Consultant acknowledges and agrees that Consultant shall be fully responsible to the City for all negligent acts, errors or omissions in its performance under this Agreement, and Consultant shall be directly liable to City for such negligent acts, errors or omissions. Consultant shall be responsible for all damages, losses, claims, liabilities, and expenses, direct, indirect or consequential arising out of or alleged to have arisen out of or in consequence of such acts, errors or omissions. Page 3 10. Assignment of Agreement. (a) It is understood and agreed by both parties that this Agreement, in whole or in part, cannot be assigned, sublet or transferred by the Consultant without the prior written consent of City. The City is relying upon the apparent qualifications and expertise of Juana Ayers, Consultant's President, and such person's familiarity with the City's circumstances and desires. In the event Consultant wishes to re-assign or replace such individual, the Consultant shall tender one or more substitutes acceptable to City. In the event the City is not, for any reason or no reason at all, satisfied with any such substitute, Consultant shall be considered in breach of this Agreement. Violation of the terms of this paragraph shall constitute a breach of Agreement by Consultant and City may, at its discretion, terminate this Agreement for cause and all rights, title and interest of Consultant in this Agreement shall then cease and terminate. (b) The Consultant acknowledges, understands and agrees that its performance under this Agreement is contingent upon the City receiving timely services from the Consultant. The Consultant agrees to use its best efforts to coordinate its services with the services of any City-approved subcontractor or subconsultant, if applicable, and further agrees that in the event the rendition of any services of any of the subcontractor or subconsultant is delayed, such delay will not entitle the Consultant to any additional compensation or payment of any kind. Furthermore, the Consultant shall not be entitled to an increase in compensation, or be entitled to payment of any kind from the City, for damages or expenses incurred which are direct, indirect or consequential or impact fees or other costs and lost profits of any kind including, but not limited to, costs of acceleration, inefficiency or extended overhead, arising because of any other delay, disruption, interruption, interference or hindrance from any cause whatsoever, whether such delay, disruption or interference be reasonable or unreasonable, foreseeable or unforeseeable, or avoidable or unavoidable; provided, however, that this provision shall not preclude recovery of damages by the Consultant for hindrances or delays caused solely by fraud, bad faith or active malicious interference on the part of the City. (c) City acknowledges, understands and agrees that its timely provision of readily available background data, review of draft work products, and consideration of Project findings and recommendations at staff and public meetings is essential to the completion of this Project within the timeframes stated in Exhibit A. Any undue or unreasonable delay by the City in performing these activities may cause the Consultant to exceed the Exhibit A timeframes. Consultant will not be held responsible for such delays and may incur additional costs. Payment of such additional costs, if any, will be mutually agreed upon in writing between the City and the Consultant. 11. Examination of Records. Consultant shall maintain books, records, documents and other evidence directly pertinent to performance of work under this Agreement in accordance with generally accepted accounting principles and practices. The City shall have access to such books, records, documents and other evidence for inspection, audit and copying during normal business hours. The Consultant will provide • Page 4 proper facilities for such access and inspection. Audits conducted under this section shall observe generally accepted auditing standards and established procedures and guidelines of the City. The Florida Public Records Act, Chapter 119 of the Florida Statutes, may have application to records or documents pertaining to this Agreement and Consultant acknowledges that such laws have possible application and agrees to comply with all such laws. 12. Termination. (a) Termination of Agreement for Convenience. It is expressly understood and agreed that the City may terminate this Agreement at any time for any reason or no reason at all by giving the Consultant notice by certified mail, return receipt requested, directed to the principal office of the Consultant, thirty (30) days in advance of the termination date. In the event that the Agreement is terminated pursuant to this provision, the Consultant shall be entitled to be compensated for the services rendered from the effective date of execution of the Agreement up to the termination date. Such compensation shall be based on the fee percentage of work completed, as fairly and reasonably determined by City after conferring with Consultant. (b) Termination of Agreement for Cause. If City elects to terminate the Agreement for cause, City will provide Consultant advance written notice. If Consultant promptly cures the matter giving rise to the cause within that time, this Agreement shall continue. If not cured within fifteen (15) days of written notice, the Agreement will stand terminated and the City will pay Consultant for work completed less any costs, expenses and damages incurred by City as a result of such termination. If a court of competent jurisdiction determines that the termination was not authorized under the circumstances then the termination shall be deemed to be a termination for convenience. 13. Ownership of Documents. All correspondence, studies, data, analyses, documents, instruments, applications, memoranda and the like, including drawings and specifications prepared or furnished by Consultant (and Consultant's independent professional subcontractors or subconsultants) pursuant to this Agreement shall become owned by and be the property of the City and the City, upon payment being made to Consultant as provided in this Agreement, shall consequently obtain ownership of them by any statutory common law and other reserved rights, including copyright. 14. Notices. Except as provided above, whenever either party desires to give notice to the other, it must be given by written notice, sent by certified U.S. mail, with return receipt requested, addressed to the party for whom it is intended, at the place last specified and the place for giving of notice in compliance with the provisions of this paragraph. For the present, the parties designate the following as the respective persons and places for giving of notice: Page 5 City: Ivan Pato, City Manager City of Dania Beach 100 West Dania Beach Boulevard Dania Beach, Florida 33004 With a copy to: Thomas J. Ansbro, City Attorney Weiss Serota Helfman Pastoriza & Guedes 3107 Stirling Rd., Suite 300 Ft. Lauderdale, FL 33312 Consultant: HR Management Partners, Inc. Attention: Juana Ayers 1938 Westpointe Circle, Suite 350 Orlando, FL 32835 15. Consent to Jurisdiction. The parties agree that the jurisdiction for any legal action arising out of or pertaining to this Agreement shall be the applicable Court for the Seventeenth Judicial Circuit in and for Broward County, Florida, orthe federal District Court in the Southern District of Florida. Each party further agrees that venue of any action to enforce this Agreement shall be in Broward County, Florida. 16. Governing Law. The parties agree that this Agreement shall be construed in accordance with and governed by the laws of the State of Florida. 17. Attorneys' Fees and Costs. If City or Consultant incurs any expense in enforcing the terms of this Agreement, whether suit is brought or not, each party shall bear its own costs and expenses including, but not limited to, court costs and reasonable attorneys' fees. 18. Headings. Headings in this document are for convenience of reference only and are not to be considered in any interpretation of this Agreement. 19. Exhibits. Each exhibit referred to in this Agreement forms an essential part of this Agreement. Each such exhibit is a part of this Agreement and each is incorporated by this reference. 20. Severability. If any provision of this Agreement or the application of it to any person or situation shall to any extent be held invalid or unenforceable, the remainder of this Agreement, and the application of such provisions to persons or situations other than those as to which it shall have been held invalid or unenforceable, shall not be affected, shall continue in full force and effect, and shall be enforced to the fullest extent permitted by law. . Page 6 21. All Prior Agreements Superseded. This document incorporates and includes all prior negotiations, correspondence, conversations, agreements and understandings applicable to the matters contained in this Agreement and the parties agree that there are no commitments, agreements or understandings concerning the subject matter of this Agreement that are not contained in this document. Accordingly, it is agreed that no deviation from the terms of this Agreement shall be predicated upon any prior representations or agreements, whether oral or written. 22. Consultant and its employees and agents shall be and remain independent contractors and not employees of City with respect to all of the acts and services performed by and under the terms of this Agreement. This Agreement shall not in any way be construed to create a partnership, association or any other kind of joint undertaking, enterprise or venture between the parties to this Agreement. 23. The Consultant understands and agrees that the City, during any fiscal year, is not authorized to expend money, incur any liability, or enter into any contract which, by its terms, involves the expenditure of money in excess of the amounts budgeted as available for expenditure during such fiscal year and that any contract, verbal or written, made in violation of this subsection is null and void and that consequently, no money may be paid on such contract beyond such limits. Nothing contained in this Agreement shall prevent the making of contracts for periods exceeding one (1) year, but any contract so made shall be executory only for the value of the services to be rendered or agreed to be paid for in succeeding fiscal years. Consultant shall not proceed with services under this Agreement without City's written verification that the funds necessary for Consultant • compensation and other necessary expenditures are budgeted as available within the appropriate fiscal year budget. 24. Consultant warrants and represents that no elected official, officer, agent or employee of the City has a financial interest, directly or indirectly, in this Agreement or the compensation to be paid under it and, further, that no City employee who acts in the City of Dania Beach as a "purchasing agent" as defined in Chapter 112, Florida Statutes, nor any elected or appointed officer of the City of Dania Beach, nor any spouse or child of such purchasing agent, employee or elected or appointed officer, is a partner, officer, director or proprietor of the Consultant and, further, that no such City employee, purchasing agent, City elected or appointed officer, or the spouse or child of any of them, alone or in combination, has a material interest in the Consultant. Material interest means direct or indirect ownership of more than five percent (5%) of the total assets or capital stock of the Consultant. 25. Consultant shall use its best efforts to endeavor to comply with all applicable federal, state and City laws applicable to the Consultant services and specifically those covering Equal Opportunity Employment, the Americans With Disabilities Act("ADA") and the South Florida Building Code. The Consultant is expected to fully comply with all applicable provisions of such laws and the City reserves the right to verify the Consultant's Page 7 compliance with them. Failure to comply with any laws will be grounds for termination of this Agreement. • 26. In the event of any conflict between any provisions of this Agreement and any provision in Exhibit "A", the parties agree that the provisions of this Agreement are controlling (including, but not limited to, all terms and provisions governing compensation). IN WITNESS OF THE FOREGOING, the parties have set their hands and seals the day and year first above written. CITY OF DANIA BEACH, FLORIDA ATTEST: BY: 4� Ex4A', Mayor- Co7i ioner BY. BY: JJ C o ,arlene Johns City Clerk / 71v—arT ; City Manager APPROVED AS TO LEGAL SUFFICIENCY: BY: i �l �, ; :`�.!'� DATED: 7� / ,,2 Thomas J. Ansbro,-City Attorney Signed, sealed and delivered HR MANAGEMENT PARTNERS, INC. in the pre ence of: it.ess r BY: Witness �4 Ayers, esident STATE OF FLORIDA COUNTY OF kOIc 64Q I) The foregoing instrument was acknowledged before me on / , 2002, by Juana Ayers, President of HR Management Partners, Inc., a Florida d6rporation, on behalf of the corporation. She is imiaaallv known tome or has produced as identification and did (did not) take an oath. My Commission Expires: ',,J .c•,� Ryan Thomson My Commission CC946312 otary Public, State of Florida *�* / Expires June 18,2004 Page 8 PROUD SPONSOR OF 7HE ANNUAL FPPA COMPENSA77ON &BENEFITS HR Management Partners,Inc. Corporate Office,Central Division 1938 Westpointe Circle,Suite 350 x F'°"" Orlando,Florida 32835 mow" Phone: (407)765.4979 `nf`m Pe—and Website: http://hrmp.net A Email:Solutions@hrmp.net w p S I I ® ® r =aaSTWI 5 ¢ • CI i b®1'ft, & Compensato, Study Rroposal for a CftoyC N City of Dania Beach, Florida Classification & Compensation Study Proposal TABLE OF CONTENTS • I. Proposal & Scope of Services Summary-------------------------------------3 II. Scope of Work Approach & Methodology --------- a. Total Compensation Systems Review and Evaluation b. Position Description Questionnaire (PDQ) c. iMarketPro®Survey Utility& Market Study b. Compensation Manager®Classification & Pay Analysis c. Fair Labor Standards Act(FLSA)Analysis d. Pay Plan Design e. Pay For Performance f. Statistical Details and Report of Study Conclusions g. Pay Plan Administration & Maintenance h. Job Descriptions i. Project Close • III. Recent Governmental Client References --------—------------------------------ 17 a. Local Completed b. Extended Completed c. Scheduled Completions IV. Consulting Firm Profile ------------------- 20 a. Business Qualifications b. Project Director c. Project Manager d. Web Systems & Services Engineer e. Software Systems &Services Engineer V. Fee Schedule ------------------------------—-----—-------------—--------------------------24 Attachment Sample Project Timeline ©HR Management Partners, Inc.2001 2 City of Dania Beach, Florida Classification & Compensation Study Proposal November 1, 2001 To: City of Dania Beach From: HR Management Partners, Inc. C/O Sheryl Chapman, Admin Services Dir Lord Barefoot, Project Manager 100 West Dania Beach Blvd. 3190 Mariner Way, Suite 100 Dania Beach, FL 33004 Lantana, FL 33462 Phone: (561) 968-4359 Fax: (561) 642-8817 Email: lbarefoot@hrmp.net Re: Proposal/Scope of Work Summary Dear Proposal Committee Members: HR Management Partners, Inc. is pleased to submit this proposal summary and attached proposal to conduct a Classification and Compensation Study for the City of Dania Beach, Florida. We understand that the primary purpose of this project is to conduct a comprehensive compensation and classification study for all jobs in the City. We understand the City's primary objective is to ensure that the classification and compensation system recommended will be based on sound compensation principles in which both internal equity and external competitiveness are considered within the pay structure as well as concepts of equal pay for equal work, equal pay for similar work and equal pay for comparable work. To accomplish this, HRMP proposes to conduct the following project milestones and schedule: 1. Conduct meetings with City officials and key staff to ascertain specific objectives and concerns of the City regarding development of a new pay for performance plan. 2. Review and analyze the City's current classification and compensation systems; to include compensation philosophy, pay for performance mechanisms, plan maintenance policies, link to economic indicators, and total compensation and rewards strategy. 3. Conduct orientation meetings with City management and supervisory staff to provide an overview of the study objectives, outline project milestones and schedule, discuss data collection and employee participation requirements, and respond to general questions regarding overall project goals. 4. Conduct a market study or gather published data for compensation and pay rates for comparable jobs; the data will include comparable employers in the region for which the City competes for its labor supply (external competitiveness); the data will be matched to the City's comparable jobs for the purpose of establishing pay ranges. 5. Conduct job classification analysis of every job within the City to assess relative worth and ensure Equal Pay Act of 1963 statutory compliance (internal equity); this will include interviewing select job classes (exempt/non-exempt) as appropriate; and will include evaluating essential duties, job responsibilities, specific requirements of the work, and FLSA status for each job. 6. Recommend in writing a complete and competitive Classification & Compensation System; such plan will include proposed classifications, pay ranges, pay grades, and detailed allocation of each employee within the recommended pay plan according to agreed upon study goals and objectives (determined at the outset of the study); such report shall include detailed plan implementation costs (if applicable). ©HR Management Partners,Inc.2001 3 City of Dania Beach, Florida Classification & Compensation Study Proposal 7. Develop new job descriptions based on the results of the study; this will include ensuring the City's job descriptions are current, reflect the essential functions of the work, outline minimum qualifications for entry into the job class, and provide for statutory compliance with regulatory guidelines. 8. Ensure the timely and complete delivery-of all project deliverables as outlined herein according to the agreed upon performance schedule for effective implementation. HRMP is able to complete a project of this nature within ninety (90) days of agreement to proceed. Furthermore, HRMP will ensure that all recommendations will be totally nondiscriminatory and provide for compliance with all pertinent federal, state and local requirements. The following information outlines the total cost to the City for items 1 through 8. The final work products shall be provided to the City in electronic format (floppy disk) as well as bound hard copy. At the close of the project, an HRMP representative will train appropriate staff in the maintenance and administration of the plan. Thank you for taking the time to consider our proposal. As you evaluate your options, we would like to encourage you to contact any of the clients that we have worked with to discuss our professional qualifications, technology systems, products and services, customer relations and service delivery. We look forward to hearing from you and would be delighted to develop a successful working relationship with the City. Sincerely, Lord Barefoot, Project Manager HR Management Partners, Inc. Cost Summary Option 1* Option 2** Grand Total $13,887 $17,875 Guaranteed for 90 days from Proposal Deadline *Option 1 — denotes cost saving measures whereby the City can elect to use published data for the market study phase, and eliminate personal employee interviews. **Option 2 — includes maximum cost for all services, to include a custom online market survey and employee interviews for 20% of the employee population. NOTE.Employee Interviews may be added to Option 1 for$1,125.00. The sub-total would then amount to $13,750, expenses would be$1,375 and the Grand Total would be$15,125. ©HR Management Partners,Inc.2001 4 City of Dania Beach, Florida Classification & Compensation Study Proposal SCOPE OF WORK APPROACH &METHODOLOGY In developing an effective compensation and classification structure, the overriding goal is to establish a system that is internally equitable and externally competitive. To ensure internal equity, each position must be reviewed by evaluating effort, skill, responsibility and working conditions in accordance with the Equal Pay Act of 1963. External competitiveness must be achieved through the analysis of current competing labor market data. The pay plan(s) should be evaluated for vertical and horizontal consistency according to these criteria. Equal pay for equal work and equal pay for comparable work must be established within the pay structure to ensure internal equity. Total Compensation Systems Review & Evaluation... Upon agreement to proceed with this project, an HRMP representative meets with the City to discuss study goals and objectives, outline intended strategies, and ascertain concerns and issues regarding the development of a new pay for performance system. During the initial meetings, HRMP gathers current job descriptions, organizational charts, pay policies and procedures, pay rates and salary schedules, pay administration data, benefit plan descriptions and plan summaries, and related employee rewards data. HRMP reviews and evaluates all rewards systems to ascertain the City's in place philosophy with respect to Total Rewards Strategy. Such evaluation focuses on the efficiency and effectiveness of the City's: • Current compensation philosophy and pay plan administration practices and policies; ■ Pay for performance strategy and in place mechanisms that facilitate administering a pay for performance system; ■ Link to economic indicators to measure ability to monitor and maintain market competitive stance; ■ Benefit programs and related rewards to measure competitive stance and relative percentage of total rewards package. Based on discussion during the initial meeting and review of the City's total rewards strategy, HRMP provides recommendations regarding all aspects of the total rewards program. Such recommendations may include, but are not necessarily limited to, program enhancements, policy modifications, or new systems or programs to assist the City in achieving the overall goals established at the outset of the study. • ©HR Management Partners,Inc.2001 5 City of Dania Beach, Florida Classification & Compensation Study Proposal Position Description Questionnaire (PDQ)... During the initial meeting, HRMP provides the City with a comprehensive Position Description Questionnaire (PDQ) in both electronic and hard copy format for distribution to all employees included in the scope of the study. During the market study phase of the project, employees and management are involved with filling out the questionnaires and submitting completed questionnaires to Human Resources. Human Resources organizes the questionnaires by department in preparation for submission to HRMP for the job analysis phase. The PDQ is a comprehensive data gathering instrument that serves as the basis for job analysis. Both employees and their direct supervisors complete and review the content, and indicate their concurrence with the information contained therein. This approach satisfies statutory requirements for the City, which state that the job incumbent in conjunction with the job's immediate supervisor comprise the job's "Subject Matter Expert". By distributing the questionnaires at the outset of the study, employees are allowed sufficient time to complete the questionnaires and compile any supplemental job related data that is considered pertinent to the proper classification and analysis of all jobs. Thus, by the close of the market study, HRMP is in receipt of the job data in a time efficient manner and can initiate the job analysis. During the initial meeting HRMP and assigned project staff establish a calendar for conducting management and supervisory orientations and employee interview schedules (if applicable). The orientation sessions accomplish several important objectives: ■ The City's positive efforts in conducting a comprehensive compensation and classification study are communicated to employees at the outset of the study, thereby gaining the support and cooperation necessary to conduct a successful study. ■ Management/supervisory staff are provided an overview of the study goals and objectives, thereby ensuring all staff are apprised of the City's intentions to develop an internally and externally competitive compensation system. • Study approach and critical aspects of the project are outlined so City staff is made aware and understands the project's important milestones and schedule, as well as their contribution to adhering to established timelines. ■ Participation required by employees is discussed in detail so that all employees in the scope of the study understand their specific contribution to the project and the importance of their participation. ■ Employees are offered techniques and strategies for completing the PDQ, thus enabling HRMP to receive the most useful and reliable information for the job analysis phase. ■ Employees are given an opportunity to ask general questions concerning the project so that concerns can be addressed at the outset of the study. ©HR Management Partners, Inc.2001 6 City of Dania Beach, Florida Classification & Compensation Study Proposal iMarketPro®Survey Utility... HRMP provides client organizations with two (2) options for acquiring market data necessary to establish external competitiveness (and, thereby, competitive pay ranges): 1. HRMP can conduct a custom automated online survey, or 2. As a cost saving measure, the City can choose to use published data. Regardless of the chosen option, HRMP compiles current data from within the City's competing labor market. (Cost differentiation is outlined in the attached fee schedule.) If the City elects a custom survey, HRMP has developed and utilizes our online state-of-the-art survey utility, iMarketPro. HRMP developed and designed the survey utility to virtually eliminate error rate, expedite compilation of survey results, and establish the client organization as a collaborative and necessary part of the project work effort. HRMP provides direction and assistance in the selection of appropriate competing labor market competitors. The online survey utility allows clients to monitor, comment, and raise questions regarding the survey data during the course of study. The automated utility incorporates all criteria that are identified as necessary data to solicit. iMarketPro is the utility HRMP uses in conducting the Florida Public Personnel Association's (FPPA) Annual Statewide Salary and Benefits Surveys. ke "" o da 1 0 L tJWL J L The graphic below represents a compilation of various aspects of the survey instrument. X Simple entry fY 5�.LKw fro Sanm+icala H b - - ___....... forms make Pass::ord How 5�a� Nexape s«� ;� survey responses _.... _. prbtECIEG >'e«k^�{• . ce�: .Ro , - tP#'w :adze. quick and easy access SALARY SURVEY Page 7 of DATA ENTRY FOR HRMP One-Click for 1 arketPr® Page I of� yob Descriptions _ SECRETARY &Qualifications USER LOGIN �. m. rrtle: O Reponsb: Convert Customizable REGISTERED USER LOGIN �: O © O O O O a"�"°C1_ Hourly to Annual Q^y'n form USER ID NCITES"= e'Ds balance Passwoa0 Survey results Privacy. Sur�,eyACCur SEARCH&DOWNLOAD RESULTS are automatically ac.,r N�usER�.GcrN = ' INSTITURON Select search criteria from the form below I tabulated MPAMMr PAsswoac. 08tirtE ALLJOes t ' Search results by 1 various criteria �� -�;s•�Dpt3ANp�,ATIOH"ac ALL ORGANIZATIONS t Help& iY aE�` r �+'�<• ALL SIZES t Do,,unload results instructions are AilREGIONs t in MS Excel format , r a� ava lable from wll HELP INSTRUCTIONSr 4 s t ALL YEARS t (, areas of tr;e aril tv .. ._-.4 mean Chart Co son s ©HR Management Partners, Inc.2001 7 City of Dania Beach, Florida Classification & Compensation Study Proposal HRMP's iMarketPro®utility resolves two historically problematic areas for market surveys: 1. Survey participants are able to expeditiously and conveniently respond to survey content, thereby significantly raising the response rate. 2. Survey results are continuously processed and simultaneously monitored for that data which fall outside the boundaries of "useful and valid" information. Because the client can monitor the data as it is compiled, issues can be highlighted and addressed prior to the survey's final reporting and presentation. HRMP recognizes that not all employers have online access to this utility. For those entities, HRMP provides the survey content in a format compatible with their in-use systems (electronic or hardcopy). Data received from these employers are processed and integrated into the survey compilation within twenty-four (24) hours of receipt. Within two (2) weeks of the initial meeting, HRMP develops the market survey instrument, contacts target organizations to solicit survey participation, and provides the survey instrument and target list to the City for review, comment and suggestions. Upon City approval of the survey format, HRMP posts the survey instrument and notifies participants of the survey's availability. Hard copy and electronic formats are provided to those participants that do not have online access or prefer to respond in an alternative format. At the close of five (5) weeks, HRMP analyzes the received survey response data and compiles market study results for the City's review, evaluation, and comment. Once final results are calculated, HRMP submits the completed market report and recommendations to the client organization. The market report includes: ■ Overall raw data and response from the survey participants and HRMP's analyses of the received data, ■ HRMP's recommendations for use of the received data in development of the subsequent pay plan(s) and salary schedule recommendations, and ■ Discussion regarding any observations made by HRMP during the market survey that are deemed applicable to the overall objectives of the study. Upon agreement to proceed with HRMP's recommendations for the market results, HRMP initiates the job analysis phase. Just as critical to establishing external competitiveness, an organization must also establish internal equity, thereby adhering to provisions of the Equal Pay Act. To achieve this goal, it is necessary to use a valid and reliable position classification and evaluation system to determine the relative worth of each position. ©HR Management Partners,Inc.2001 8 City of Dania Beach, Florida Classification & Compensation Study Proposal Compensation Manager@... HRMP utilizes and proposes to client organizations that the position evaluation process be conducted by means of a quantitative job evaluation system. HRMP has developed and utilizes a WindowsTm based system, Compensation Manager, an evaluation system that utilizes Point Factor Analysis and integrates current market data through Linear Regression Modeling. The system's utilities facilitate efficient response to both organizational and market driven changes and requirements, and provide accurate, defensible analyses with multiple reporting and tracking options. HRMP's system is used to evaluate each job classification in Compensation Manager to determine a point value. The evaluations provide a quantitative score and identify similar jobs in the current plan(s). For each job, the following factors are measured to establish internal equity: Training&Education Decision Making Related Experience Complexity Communications Organizational Impact Leadership Physical Effort Occupational Hazards Working Environment 0 A 6 x ire tdi.,Y iod+;yewn rep•:: ....:: , e x� �.bacaee � .wn7c,e � P« •� eatrFaearrawa ore.rme NNRI iJl tMl'UkfHtU TKt D �, fHf3'fLJ 71L`N?L fAFF :. �./ '` UeV. 191 NYA 'Ua9r PfL• f�Oer MpNaTIL. errgam ceeon l i-�rro ,�a.a i �7•r , rd . , ,F 21 V `Releld/EcperbCe i',IS D I w >. •Lettlbir alfae'0- I'�5 _I.�U 'WfkEmimmM,..:.1 1 ,.t' "E tp � ..wneeees I I' �rE(; Cwsae�ar -I,� sn roc-arorw waaas":1� n 3. �9 Be+ca+awrk.,- T:;- Mrket Year-1� �Td.IPb.�— ERF sno.. •A�.Td>r am p�py n a .. . .r ., - .» ��F y;¢, YetYSaMneI MM+M a��"� �,d c rwya.c+r.a+a+z tx eaen e o�rneawyraa m�+or swvs S,�R..s. � �' w.enve oe.mm.,ca cr-1,a.a«.>a. taw.nrmekVnwwron.:,,o.aa:.+m.wa.a,ow.c a_�.rr a.a«.,.i aum. �" ..a.mrr,xrenEms nsca mma.wrmenworrurenr«eoa.+..r.a r.e rereeann,eeev..v+nar+.,.ne ""x sin y dY NMnS tet tl R.kvsl M Ua'S Merl' f e.liV araHC N,vM hW l +T' eaM MetleE 1'.r°j� _^` f, ned tc V! dn! eROe teM fk eY 4 NbN e.1 Meted � � � 4 . WAm: Ready oropeC IGkIPMP1C/MaW°ApvtiCocoMo^�"�µca: :i11129/46 ..� -_,.1__.. • Pay plan administration and maintenance Update your entire pay plan by percentage increments in one easy step. • Extensive reporting, including internal. external and custom reports. a Ensure internal and external competitiveness via linear regression modeling. e Design Open, Step or Split pay plans. • Multiple cost scenarios/implementation options ©HR Management Partners, Inc.2001 9 City of Dania Beach, Florida Classification & Compensation Study Proposal The software utilizes the HRMP default system factors, as noted above. However, the program can incorporate an organization's current point factor evaluation system if a system is in place. In addition to point factor analysis, classifications should also be reviewed for economic anomalies within the marketplace. Economic anomalies are those positions for which market values are inflated or otherwise inconsistent due to shifting supply and demand conditions. As both private and public sector organizations compete to attract and retain incumbents in such positions, market indicators fluctuate in high and low extremes that make it difficult to secure reliable market data. HRMP has developed strategies for addressing these types of positions while still maintaining the internal integrity and validity of the pay structure. One such strategy is application of the Economic Adjustment Factor (EAF), applied in the Compensation Manager® software. This feature allows an organization to address recruitment/retention issues without violating the horizontal and vertical consistency and integrity of the point values of the classification system. Fair Labor Standards Act(FLSA) Analysis... The Fair Labor Standards Act (FLSA), a federal law enacted in 1938, sets minimum wage, overtime pay, equal pay, record keeping and child labor standards for workers who are covered by the act. In regards to overtime, the act provides for certain exemptions. These include, but are not limited to, three major exemptions, which apply to executive, administrative and professional employees, otherwise known as the "white-collar" or"EAP" exemptions. FLSA exemptions are based on the specific job duties of the positions involved. In determining FLSA exemptions, the process of job analysis is essential. HRMP conducts an in-depth analysis of each position, using the Thompson Publishing Group's FLSA Employee Exemptions Handbook©. Information is solicited using the FLSA section of the PDQ, developed and used exclusively by HRMP. Thus, the questionnaires serve as a legal record of the analysis, thereby showing "due diligence" on the part of the employer in making said determinations. Additionally, HRMP has automated the FLSA analysis process by incorporating the Wage and Hour Division of the Department of Labor's FLSA Long Test in the Compensation Manager© program. This allows HRMP or the job analyst to concurrently conduct job evaluations and FLSA analyses. Thus, considerable time is saved in the overall process and the same data that are referenced for job analysis are applied to FLSA determination. Finally, the program maintains an automated record of how the analyst arrived at the proposed FLSA recommendations. Thus, the City maintains a permanent electronic record of the process by which such determinations were made, and can appropriately defend the determinations in the event a status determination is ever challenged. 4 ©HR Management Partners,Inc.2001 10 City of Dania Beach, Florida Classification & Compensation Study Proposal Pay Plan Design.,, • At the outset and during the course of study, HRMP discusses specific pay plan design with the City so as to ascertain the City's goals and objectives. Through such discussion, several pay plan models can be designed according to the City's needs: ■ Open Plan ■ Inverted Pyramid Plan 0 Step Plan . Modified Inverted Pyramid Plan ■ Split Plan ■ Combination Plan ■ Broadbanding ■ Custom Plan Design The graphic below illustrates the flexibility with which the Compensation Manager system allows HRMP to develop and the City to consider several plan models to determine the best plan type for the City's short and long term compensation goals. Pay Plan Parameters. NO 0 1 29,999r 5V i 15 1 28 j .. 30,000 44,999 ; 5 15 i 31 .'. 45,000 64,999 ; 5 i 15 I 35 _65,000 1,000,000 5 15 ! 38 f Consequently, the most appropriate plan design is determined and applied to the City's proposed pay plan. During the market analysis and classification analysis process, the following goals are accomplished: 1. The nature of work is identified and appropriately classified for each job, as well as minimum training and educational requirements, 2. Economic anomalies in the marketplace are identified and addressed, 3. Internal classification/jobs are evaluated, thereby establishing an internally equitable organizational hierarchy, 4. External market data is integrated into the pay structure, thereby establishing an externally competitive pay plan, 5. The feasibility of various pay plan designs are evaluated, and pay ranges are established for each job, to include minimum, midpoint, and maximum range values, 6. All study group employees are allocated to the recommended pay plan, to include pay range, job title, and (where applicable) any recommended salary adjustments. ©HR Management Partners,Inc.2001 11 City of Dania Beach, Florida Classification & Compensation Study Proposal Pay For Performance... ® Once the pay plan structure is established and employees are allocated to the plan, the methodology for advancing employees through the pay ranges must be determined. Methods for pay range progression fall into two primary categories: 1) Traditional Pay Range Progression, and 2) Variable Pay Range Progression. Traditional systems for pay range progression include, but are not necessarily limited to: 1. General Wage Increases (GWI) whereby all employees are allocated the same percentage increase to current base salaries; 2. Step Increases whereby employee salaries progress through the range via a series of pre-determined steps segregated at specific percentage junctures in the range; 3. Cost of Living Adjustments (COLA) whereby all employees receive equal percentage increases that are tied to one or more pre-determined economic indicators, e.g., CPI, ECI. Variable pay systems for pay range progression are as broad and varied as the label implies. Variable pay systems include, but are not necessarily limited to, the following: 1. Skill / Knowledge Based Pay (S/KBP) whereby employees are rewarded according to acquired skill/knowledge sets applicable to their job classification; 2. Competency Based Pay whereby employees are rewarded for displaying those competencies deemed essential to accomplishing organizational goals; ® 3. Piece Rate Pay whereby employees are rewarded for volume of "work units" successfully completed, e.g., $1 for every widget completed; 4. Pay For Performance whereby employees are distinguished and rewarded according to pre- determined performance standards/levels. Increasingly the public sector is transitioning to variable pay systems, the most prevalent of which is pay for performance. The move away from "entitlement" pay plans and towards "pay for performance" pay plans is occurring due to employers' desire to maintain a competitive stance within the marketplace, and also to achieve the overall goal of any compensation system: To facilitate an employers' ability to cost-effectively, leverage its most valuable resource— it's workforce. The first strategy HRMP employs is to determine whether pay equity among employees currently exists. If inequities are identified, HRMP applies the Compensation Manger© Merit Matrix. This feature of the system generates "one-time equity adjustments" by allocating employee salaries within the recommended pay ranges according to each employee's length of time in the job class and their recent performance record. ©HR Management Partners,Inc.2001 12 City of Dania Beach, Florida Classification & Compensation Study Proposal 1 b y A�reraqe Performance Rating 0' ( 0.00 1 0.00 0.00 0.00 € .� 0.25 0.15 ; 0.00 0.00 2 0.25 9 0.15 0.00 3 0.75 0.50 0.25 0.00 4 3 1.00 0.75 0.25 0.00 5 0 1.00 0.50 0.00 The chart above illustrates an example wherein the segregation strategy moves effective performers to the pay-range midpoint/market value in five years. HRMP works with clients to determine the most equitable and fiscally responsible approach. The value of such an approach is that an organization can use performance history as a tool to address compression issues that may have resulted over time. Compression occurs when newer or "under-performing" employees earn salaries that are at or near the compensation of longer term and/or "high- performing" employees. By allocating all employees according to the Merit Matrix, each employee's longevity and performance is taken into account. Once equity adjustments have been made (as necessary), a pay for performance maintenance system must be instituted. An effective pay for performance system provides an organization with a viable mechanism that distinguishes and rewards high performance. Successful pay for performance plans motivate employees to display desired behaviors and achieve organizational goals and objectives. Such a system ultimately results in a more productive and empowered workforce. In designing a pay for performance plan, an organization must first establish what competitive stance it chooses to have within the market. Second, they must determine what behaviors, goals and objectives are desirable. Next, the reward system must be designed in such a way that performance levels are distinguished and compensated accordingly. Ultimately however, the success of even the best laid-out plan hinges upon thorough understanding, trust and buy-in by the management team and employees. HRMP assists organizations in evaluating and modifying, if necessary, their current system or in custom designing a system that meets the specific needs and objectives of the employer. HRMP works with clients to identify several key considerations when developing a pay for performance system. These include the following: 1. Competitive stance within the market (e.g., positioning the organization at market or at the 75th percentile, etc.) 2. Performance measures (e.g., universal and/or job specific behavioral factors and/or goals and objectives) 3. Rate and method of salary range penetration/performance rewards (e.g., accelerated range penetration to mid-point/market value) 4. Pay plan communication strategy for management and employee buy-in (e.g., written and verbal communication that outlines the organizations compensation philosophy, market competitiveness, internal equity and a detailed description of the plan design) 5. Post plan implementation effectiveness analysis (e.g., management/employee surveys, compa-ratio analysis) ©HR Management Partners,Inc.2001 13 City of Dania Beach, Florida Classification & Compensation Study Proposal Statistical Details & Report of Study Conclusions... Because HRMP tailors plans to the specific needs of each organization, several cost analyses ® for implementing proposed study recommendations can be considered. Cost by employee to bring staff up to the proposed pay range minimums is the most conservative option and is always provided. As previously discussed, other options such as length of time in classification and performance histories can be used as criteria to assign employees to the proposed compensation and classification plan. Budgetary parameters and organizational goals are the primary forces driving the decisions each organization must make in determining a fair and objective manner for allocating employees to the new pay plan. Thus, the organization must have a tool with which to conduct cost analyses. HRMP generates analysis reports for each scenario under consideration for implementation. The analysis report details statistical data for each employee according to the selected implementation scenario. The report details each incumbent by employee number, job code, position number, division, department, proposed pay grade and pay range, proposed salary, and dollar amount (if any) of proposed salary adjustment. Thus, the City is provided an in-depth budget review and forecasting tool to facilitate selection of the most viable and appropriate implementation strategy. Once an implementation strategy is determined, HRMP initiates the final reporting phase of the project. Within seventy-five (75) days of agreement to proceed with the study, HRMP provides the City ® with a proposed pay and classification plan report that presents: ■ Revised pay rates and salary schedules for all classifications in the scope of the study, • Study findings, statistical detail reports, and detailed financial impact scenarios based on identified goals and objectives of the City, ■ Implementation options and strategies regarding maintenance and costs of the proposed elements of the plan, ■ Recommendations for pay administration practices for all issues and elements identified as useful to the City during the course of study, ■ Assignment of all employees to the plan, e.g., job class, pay grade/range, and salary, • Recommendations for a one- , two- , or three-year implementation basis (if applicable), ■ Recommendations regarding segregation of employees with respect to entry level compression or other agreed upon criteria. All implementation recommendations and other reports can be exported into multiple software formats, to include Microsoft Excel, Microsoft Word, Microsoft Access, WordPerfect, Lotus 123, pdf and txt formats. All other project related reports/documentation are provided in the client's in-use formats, e.g., Microsoft Word or Excel, WordPerfect, Lotus 123 etc.. These files are provided both on floppy disk and in hard copy. ©HR Management Partners,Inc.2001 14 City of Dania Beach, Florida Classification & Compensation Study Proposal Pay Plans Administration & Maintenance... Subsequent to acceptance of the proposed Compensation & Classification Plan, the City has several options for on-going maintenance and administration of the plan. (Cost differentiation for these options is outlined in the attached fee schedule). 1. The City may receive training to manually maintain/administer the plan; 2. The City may enlist the services of HRMP to maintain/administer the plan; or 3. HRMP will provide and install a licensed version of the automated Compensation Manager® system. The system will contain the completed study data and pay plan, and City staff will receive eight (8) hours of training in use, administration, and maintenance of the plan. The system includes a comprehensive user-friendly documentation manual with step-by-step procedures for the on-going administration of the plan. Regardless of the option chosen, HRMP ensures the City is provided with the tools and training necessary to administer/maintain the plan. Staff is trained in proper procedures and methods to ensure the plan remains in line with market indicators and organizational changes and/or growth. Thus, the City's plan will remain fair and competitive with the competing labor market. HRMP staff remains available as an on-going resource in administration of the plan. Job Descriptions... ® Once final recommendations are approved, HRMP initiates the job description phase. For job description writing and review services, HRMP utilizes the primary resource used during the course of study to conduct job evaluations and FLSA analysis, the Position Description Questionnaire (PDQ). HRMP recognizes the following purposes for developing and maintaining current and legally compatible job descriptions. A good job description: ■ Assigns duties and responsibilities within the organization ■ Clarifies relationships between the organization's different work classifications, thereby minimizing overlaps and gaps in responsibility ® Establishes a rational basis for the organization's internal hierarchy, career path models, and career succession planning ■ Assists employees in better understanding the criteria of their current jobs, and the expectations of their employer ■ Assists in the process of organizational planning or redesign of work units, divisions, departments, and, ultimately, the organization itself ■ Assists reviewers in conducting work performance evaluations ■ Serves as a resource for training needs and requirements v Serves as a basis for planning needs, such as staffing and budgeting ©HR Management Partners,Inc.2001 15 City of Dania Beach, Florida Classification & Compensation Study Proposal HRMP reviews, updates and/or develops the job descriptions based on identified goals and objectives of the organization. Through discussion with City staff, HRMP ensures job descriptions incorporate (at a minimum) the following elements: ■ A general description of duties to reflect the nature of work performed in the job classification and level of responsibility associated with the job Minimum education, training and/or experience requirements necessary for entry into the work classification ■ Special requirements necessary for entry into or continuance in the work classification ■ Essential functions of the work classification ■ Additional functions of the work (when applicable) • Accepted compatibility language applicable to provisions of the Equal Pay Act of 1963 (EPA), the Americans with Disabilities Act (ADA), and Equal Employment Opportunity Commission (EEOC) guidelines and regulatory standards. Project Close... Within ninety (90) days of agreement to proceed with the study, HRMP provides the City with all final job descriptions and project documentation to facilitate a timely and effective close to the ® project. HRMP understands that all documentation relevant to the performance of the study is the rightful and sole property of the City. Such information at a minimum includes, but is by no means limited to, project reports, employee documentation, supplemental information, market reports, research, and employee questionnaires. Upon satisfactory completion of HRMP's obligations to the City, all such information shall be returned to the City. HRMP further understands that the City Administration shall have access to all employee related study documents upon request during the course of the study. ©HR Management Partners,Inc.2001 16 City of Dania Beach, Florida Classification & Compensation Study Proposal RECENT GOVERNMENTAL CLIENT REFERENCES ® HRMP::,.strongly, encourages prospective clients to contact our, previous clients to discuss.HRMP's professional..qualific..tions, technology systems, products and services, customer relations, and service delivery. Local Client/Completion Work Performed Florida Public Personnel HRMP developed and automated FPPA's web-based annual Statewide Salary Association (FPPA), Survey, and has partnered with the Gehring Group to automate FPPA's 2001 Margie Moale, Immediate Statewide Benefits Survey. HRMP is the developer and Official Sponsor of Past President, (954) 344- FPPA's web page. Surveys are conducted and updated by HRMP on an annual 1152 basis and encompasses, at a minimum, 250 benchmark job classes. The Association has 500 State of Florida member organizations. Broward Community HRMP developed and automated BCC's web-based online market survey to College (BCC), Elizabeth analyze compensation programs of the College's competing local, regional, Campbell, Compensation state and national competing labor market. HRMP conducted a comprehensive Administrator; Leslie classification and pay study for BCC Administration and Career Employee Higgins, HR Director, groups, and implemented and conducted HR staff training in pay plan (954) 761-7422 maintenance and administration using HRMP's WindowsTM based point factor 225 East Las Olas Blvd. job evaluation system. The College also implemented HRMP's 3601 Fort Lauderdale, FL 33301 performance appraisal system, Performance Manager@. The College employs approximately 750 employees included in the study. ® Broward Sheriff's Office Installed HRMP's WindowsTm based automated job evaluation software. HRMP Joanna Hely, Comp & completed a compensation labor market survey for the Sheriffs local, regional, Classification Manager; statewide, and national competing market place. HRMP conducted job analysis (954) 321-4418 for the Sheriffs Office Professional employee group, and training for HR staff in 2601 W Broward Blvd. Ft. administration and maintenance of the new pay and classification plan(s). The Lauderdale, FL 33312 Sheriffs Office employs approx. 3500 employees. City of Tamarac, HRMP maintains the City's classification and compensation study through Maria Swanson, Personnel quantitative point factor analysis. HRMP conducts market review and analysis, Director, 7525 NW 881h Ave job analysis, new classification development, and reclassifications. HRMP has Tamarac, FL 33321 maintained the City's pay and classification plan for two (2) years. City of Coral Springs HRMP developed an automated custom job evaluation system that Margie Moale, HR incorporated the City's current job analysis methodology. HRMP installed the Manager, (954) 344-1152 automated system and trained HR staff in on-going maintenance and 9551 W Sample Road administration of the City's pay and classification plan. The City employs Coral Springs FL, 33075 approximately 475 employees that were included in the study. ©HR Management Partners, Inc.2001 17 City of Dania Beach, Florida Classification & Compensation Study Proposal Extended Client/Com letion Work Performed Village of Wellington HRMP conducted a comprehensive market analysis and classification and Leigh McPhail, compensation study to establish internal and external equity for the Village in HR Director, the local and regional labor market, and implemented HRMP's automated (561) 791-4000 job evaluation software for the Village to administer the new pay plan. HRMP 14000 Greenbriar Blvd. then developed new comprehensive classification/job descriptions. The Wellington, FL 33414 Village employs 200 employees that were included in the scope of study. City of Ocala HRMP consolidated the City's classifications, provided a regional market Sandra Wilson, analysis report, installed our automated job evaluation system, and HR Director conducted training in evaluation of classifications and pay plan development. (352) 351-6663 The City also implemented our 3601 performance appraisal system, and is 2100 NE 30th Ave, currently a BETA site for development and implementation of HRMP's Gate 4; Ocala, FL 34470 automated Performance Manager system. The City employs approximately 800 employees included in the study. City of Eustis HRMP conducted a comprehensive market analysis, benefits, classification Ann Isaacs, Dir, HR and compensation study to establish internal and external equity for the City 109-A E. Orange Avenue in the local and regional labor market, and implemented HRMP's automated Eustis, FL 32727 job evaluation software to administer the new pay plan.Additionally, HRMP (352) 483-5472 conducted a Performance Management workshop for City management in effective performance appraisal and management systems. Sarasota Airport Authority HRMP conducted a comprehensive market analysis and classification and Anita Eldgridge, HR/Finance compensation study to establish internal and external equity for the Village in Manager the local and regional labor market. HRMP then provided Authority staff with 6000 Airport Circle tools and training for effective maintenance and administration of the Sarasota, FL 34243 approved class and compensation plan. 941 359-5200 ext. 235 Pinellas County HRMP developed and conducted an employee bi-directional scale survey Chester Johnson, rating importance and difficulty of identified BFOQ's, and conducted a HR Supervisor, workshop on skill-based pay to assist the County in implementing an (727) 464-5070; 400 South alternate pay system for the Utilities Department. HRMP conducted job Ft. Harrison Street, Clearwater evaluation/classification of the County's exempt MIS management positions. FL, 33756-5113 Southwest Florida Water HRMP developed a customized online automated wage and benefits market Management District, Donna survey utility to analyze the total compensation and benefits programs of the Parkin-Welz, CCP, Sr. Comp District's local, regional, state, and national competing labor market. HRMP Analyst; solicited, compiled and analyzed employer responses. HRMP reported (352) 796-7211 ext, 4710; detailed findings and recommendations to the District for modifying current 2379 Broad Street compensation and benefit programs to ensure the District's competitive Brooksville, FL 34609 stance in the competing labor market. The District employs approximately 750 employees that were included in the study. ©HR Management Partners,Inc.2001 18 City of Dania Beach, Florida Classification & Compensation Study Proposal Scheduled Completions Work Performed ® City of Palm Beach Gardens HRMP is scheduled to complete a comprehensive, market survey, classification Mary Smith, PHR, HR and compensation study for the City's non-represented professional employee Manager 10500 N Military staff. The City is implementing HRMP's automated job evaluation software to Trail, Palm Beach Gardens, administer and maintain the approved pay plan. 33410 (561) 799-4227 City of Sarasota, Florida HRMP is scheduled to complete a comprehensive, market study and Linda McKinney, Deputy Dir classification and compensation study for the City-wide staff. The City is of Human Resources Dept implementing HRMP's automated job evaluation software to administer and 1565 1st Street, Room 301A maintain the approved pay plan. Sarasota, 34230-1058 (941)954-4137 ©HR Management Partners, Inc.2001 19 City of Dania Beach, Florida Classification & Compensation Study Proposal CONSULTING FIRM PROFILE Business Qualifications... HR Management Partners, Inc. (HRMP) develops the systems that provide today's Human Resources Professionals with the skills and tools necessary to remain progressive, automated, and adaptive to organizational and market driven changes. We partner with our clients to develop and establish legally compliant systems that are both internally equitable and externally competitive. HRMP employs an integrated, strategic approach for the purpose of tailoring systems to fit the unique needs of each organization. • HRMP is a Florida based company with three (3) service offices strategically located throughout the state to best serve the needs of our clients. Our Corporate Headquarters are located in the greater Orlando area, our East Regional Office is located in Palm Beach County, and our West Regional Office is located in the Tampa Bay/St. Petersburg area. • HRMP has the distinguished honor of being the Official Sponsor of the Florida Public Personnel Association (FPPA) web page, and conducts FPPA's annual Statewide Salary and Benefits Survey, which includes over two-hundred-fifty (250) benchmark jobs each year. • HRMP was founded in 1997, and is incorporated, licensed and insured to do business in the State of Florida. • HRMP is a M/WBE and has acquired minority-owned business status under the Florida ® Small and Minority Business Assistance Act. (Certification # 010056) • HRMP's primary focus is to provide all manner of Human Resources consulting services, to include providing such to both public and private sector entities. Our list of services includes, but is not limited to, classification and pay studies; wage and benefit surveys; performance appraisal systems; policies and procedures review and development; handbooks, reference manuals, and job descriptions; management training and development systems; and variable and incentive compensation plans. • HRMP is distinguished from the competition by application of state-of-the-art technologies to the products and services provided to our clients. HRMP employs traditional systems of qualitative and quantitative analysis. HRMP's quantitative measures, however, far exceed the accuracy rates of the competition due to continual application of technological innovations. This approach results in valid, reliable, and legally defensible products and services for our clients. To maintain this cutting-edge strategy, HRMP maintains a fully dedicated Technical Services Division to fulfill our three-fold purpose: 1. To provide clients with easy and timely access to technical support for HRMP products and services; 2. To research, monitor, and apply emerging technology innovations to HRMP products and services; and 3. To provide clients with accurate and timely automated human resources solutions. ©HR Management Partners,Inc.2001 20 City of Dania Beach, Florida Classification & Compensation Study Proposal Project Director... Juana "J.C." Ayers is President and Project Director for HR Management Partners, Inc., and is based in the Central Division Corporate Headquarters (Orlando). Ms. Ayers brings to HRMP over twelve (12) years public and private sector professional experience in the fields of compensation, performance management, labor and employment analysis, and human resources administration. Ms. Ayers is the former Florida State Manager for an international human resources consulting firm, and served as Project Director for numerous compensation and labor studies. Ms. Ayers is also a former Compensation Manager for a national software company and an international restaurant chain. She has held key HR positions in both city and county governments. She earned her bachelor's degree in International Studies and her Master's degree in Public Administration, both from the University of West Florida. She also served as adjunct professor in HR Administration at National Luis University, Tampa, Florida. Ms. Ayers is a regularly featured conference speaker, with an on-going engagement at annual Florida Public Personnel Association (FPPA) Conference where she conducts workshops and seminars in effective administration of compensation, classification and performance management systems. She has also been a featured speaker for the World At Work (formerly the American Compensation Association), of which she is a current member. Ms. Ayers brings to HRMP comprehensive expertise in HR administration and systems management solutions. Ms. Ayers' direction for the study comes from her human resources expertise, which includes all facets of compensation, occupation and industry trending and development, staffing analysis ® and development, employer and management training programs, pay for performance systems, variable and incentive pay programs, and career path/succession planning models. Project Manager... Lorri J. Barefoot, based out of HRMP's East Regional Division (Palm Beach County), brings to HRMP over eight (8) years experience in the field of human resources administration. Ms. Barefoot is a former Human Resources Generalist for a national publicly held telecommunications firm, with responsibility for development and administration of legal compliance regarding compensation, benefits, labor law, employee relations and classification systems. Ms. Barefoot is also a former Classification & Compensation Analyst for a human resources consulting firm, and served as key consultant in development and implementation of numerous compensation and classification studies. Ms. Barefoot's provision of consultant services includes numerous municipalities, counties, school districts and special districts. Ms. Barefoot's contribution to the study comes from her background expertise, which encompasses salary, wage and benefits survey and analyses, labor law compliance, Americans with Disabilities Act (ADA) compliance standards, point-factor analysis systems, and development of organization wide class and job descriptions. ©HR Management Partners,Inc.2001 21 City of Dania Beach, Florida Classification & Compensation Study Proposal For HRMP, Ms. Barefoot develops compensation and market survey instruments to solicit wage, classification, employment, labor relations and benefits data from the local, regional, state, and national labor market. Ms. Barefoot solicits participant response, compiles and analyzes response data, and develops final recommendations for client organizations. During the course of study, Ms. Barefoot analyzes labor market occupation and industry trends to address perceived economic anomalies, which are those occupations for which labor market supply and demand conditions affect compensation, recruitment and retention of skilled and qualified staff. With completed market results, Ms. Barefoot conducts classification audits and job analysis using HRMP's automated point factor analysis job evaluation software. She then develops subsequent pay and classification models and recommends implementation strategies for approved plan(s). Web Systems & Services Engineer... Jack Coletti, with over ten (10) years experience in the field of Information Systems, is the Web Systems & Services Engineer for HR Management Partners and is based out of the West Regional Division (Tampa Bay/St. Petersburg). Mr. Coletti has developed multiple commercial Internet sites that focus on user interactivity, custom analysis and reporting, interactive graphics, and database administration. Mr. Coletti developed, administers and maintains HRMP's sponsorship of the web site for the Florida Public Personnel Association (FPPA). Additionally, he developed and administers the annual online salary survey utility, iMarketPro® for FPPA, as well as all wage, benefits, labor and employment surveys for HRMP clients. Mr. Coletti's contribution to the study includes development of system utilities, database administration, custom analysis and reporting procedures, and systems and technology integration solutions. He works directly with clients and survey participants in the access and use of iMarketPro® and other HRMP automated utilities, to include providing instruction, feedback, and resolution on technical issues. Mr. Coletti applies his considerable knowledge of statistical methods to the analysis of response data, and develops the automated iMarketPro® utilities that process and tabulate received data. Mr. Coletti also developed eValPro®, the supervisory and employee interface for Performance Manager®, HRMP's performance management system. Mr. Coletti's programming and systems administration qualifications include expertise with core Internet protocols, HTML, DHTML, Java, ASP (Active Server Pages), Perl, CGI and VB Script. His Internet server qualifications include experience with several UNIX operating systems as well as Windows NT systems. Mr. Coletti's database programming experience includes ADODB and SQL protocols. In addition to Internet programming, Mr. Coletti has developed database software for several HRMP WindowsTm based systems using MS® Visual Basic. His computer graphics experience spans ten (10) years and includes knowledge of all standard Bitmap/Vector graphics formats as well as experience with dozens of commercially available computer graphics utilities. ©HR Management Partners,Inc.2001 22 City of Dania Beach, Florida Classification & Compensation Study Proposal Software Systems & Services Engineer... Arkadi Coletti, based out of HRMP's Technical Services Division, brings over ten (10) years experience in the field of applications development and information systems, and serves as HRMP's Software Systems & Services Engineer. For HRMP, Mr. Coletti has developed several WindowsTm and Internet based applications, to include Compensation Manager®, HRMP's automated point factor job evaluation and pay plan development system. Additionally, Mr. Coletti has developed the HR administration and analytics interface of Performance Manager®, HRMP's automated performance management system. These systems enable HR professionals to objectively develop quantifiable and legally defensible compensation plans, as well as administer compensation plans in an internally equitable manner that rewards top performance and productivity. Mr. Coletti formerly held key information systems positions at a private sector web and Internet systems development company, and has held key information systems positions at a Florida electric company where he developed several automated programming solutions to accomplish operations sequences and resolve technology and systems integration issues. Mr. Coletti's programming and systems administration qualifications include core Internet protocols, expertise in MS® Visual Basic, HTML, ASP (Active Server Pages), VB Script, ADODB, VB Script and Fortran programming languages. He has designed multiple WindowsTM based applications, as well as several interactive websites. Mr. Coletti's products and systems focus on end-user interactivity that is efficient, convenient, and user-friendly. His experience also includes in-depth knowledge of relational databases, database architecture, and computer hardware. For HRMP, Mr. Coletti supports the Compensation Manager@ job evaluation system and the Performance Manager@ performance appraisal system, as well as database development activities, which includes administration and maintenance of client organization databases. He works directly with clients and survey participants in the access and use of HRMP software and online utilities, to include providing instruction, feedback, and resolution on technical issues. Mr. Coletti applies his considerable knowledge of statistical methods to the analysis of response data, and develops the automated utilities that process and tabulate received data. Lead Technical Writer... Corinna Gonsalves, based out of HRMP's West Regional Office, brings over five (5) years experience in the field of technical writing, and serves as HRMP's Lead Technical Writer. Ms. Gonsalves previously held key technical writing positions at Florida Power Corporation and Verizon. For HRMP, Ms. Gonsalves is responsible for drafting legally compatible job descriptions/class specifications and overseeing the writing of said documents by support technical writing staff. The method Ms. Gonsalves uses to document jobs is consistent with legal requirements as set forth by the Equal Pay Act, The Americans with Disabilities Act and the Equal Employment Opportunity Commission. Ms. Gonsalves is also responsible for assisting in the drafting of marketing materials and technical software documentation for HRMP. ©HR Management Partners,Inc.2001 23 City of Dania Beach, Florida Classification & Compensation Study Proposal FEE SCHEDULE SOption 1* Option 2** Initial Meeting & Project Set-up $ 500.00 Management Orientation 500.00 Job Analysis 6,000.00 *Based on 60 current job classifications FLSA Analysis 1,125.00 Final Report & Implementation Scenarios 500.00 Job Descriptions 2,500.00 Final Executive Presentation 500.00 Market Study 1,000.00 3,500.00 Employee Interviews 1,125.00 .................................................................................................................................................................................................................................................................................. Subtotal $12,625 $16,250 Expenses 1,262 1,625 Grand Total $13,887 $17,875 *Guaranteed for 90 days from Proposal Deadline Additional Products andY"Services Cos ts.at the:Cs 's DIscretlOn „ ..� ,. tY Compensation Manager Job Evaluation System $7,500 HR Management Partners Maintenance of Pay Plan @ $125 per hour Performance Manager (hard-copy) Instrument $2,500 Performance Manager 2.0 Automated System $9,000 *Option 1 — denotes cost saving measures whereby the City can elect to use published data for the market study phase, and eliminate personal employee interviews. **Option 2 — includes maximum cost for all services, to include a custom online market survey and employee interviews for 20% of the employee population. NOTE: Employee Interviews may be added to Option 1 for$1,125.00. The sub-total would then amount to • $13,750, expenses would be$1,375 and the Grand Total would be$15,125. ©HR Management Partners,Inc.2001 24 C LO N p (V (D mcc Z c y z N Y L F c z as Y .ty. 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