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Personnel Classification and Compensation Study RFQ 2
TOWN OF WEST BOYLSTON

Personnel Classification and Compensation Study
Request for Quotations


PURPOSE

The Town of West Boylston seeks quotations from qualified professional personnel management consulting firms to conduct a Personnel Classification and Compensation Study for municipal positions listed in the West Boylston Personnel Bylaw, § AA Classification and Compensation Plan (attached).  The study shall cover the positions in the areas of General Government, Public Works, Public Safety (Dispatch, Fire), Library Services and the Council on Aging.  The purpose of the project is to review the existing classification and compensation plan as well as to ensure that all positions within the Town are internally equitable and externally competitive.  The end product of the study, as detailed in the Scope of Services, will include recommendations for the following: a classification schedule, job descriptions, a wage comparison with comparable communities, and a compensation plan.


II.     BACKGROUND

The Town of West Boylston currently employs approximately fifty (50) full and part-time municipal employees under approximately thirty five (35) job titles classified into eleven (11) compensation grades as identified in the Town’s Personnel Bylaw.  School Department positions are not governed by the Personnel Bylaw and will not be examined for the purpose of this proposal.  The Town has two collective bargaining units – police and DPW – which will also not be reviewed under this RFP. The Town’s Personnel Bylaw governs the non-contractual employees, which includes managerial and Department Managers, as well as clerical and secretarial positions.  Annual cost of living increases for non-union employees are tied to the municipal budget, and if appropriated are awarded on or about July 1.

The Town has appropriated $7500 for this project to be completed.




III     SCOPE OF SERVICES

The consultant shall develop recommendations for a compensation and classification system of positions included in the Town’s Personnel Bylaw.

Job Descriptions

Create, modify and/or update job descriptions for all positions in compliance with the ADA and other applicable federal and state statutes.  Specifically, essential functions will be identified in each job description.  

Orientation sessions will be held to explain the process.

All employees shall complete a questionnaire.  The questionnaire should enable employees to list job duties, requirements and responsibilities.  The employee’s immediate supervisor and department head shall review each questionnaire.  The supervisor and Department Managers shall add any comments he/she feels are appropriate and necessary.  The Town Administrator will review all Department Manager responses either as the appointing authority or with applicable appointed boards.  The Town Administrator is a contractual employee appointed by the Board of Selectmen.

The consultant shall compare the questionnaires with existing job descriptions.

The consultant shall conduct interviews with employees to verify/clarify the information received through the questionnaires.  Department Managers shall be interviewed to verify information gained from the interviews of employees. The Town Administrator will be interviewed to verify information gained from the interviews with Department Managers.

The consultant shall determine whether the duties performed by each employee actually reflect the duties of the job title/description assigned to that employee and, if not, recommend the appropriate job title and description for the employee.

The consultant shall prepare draft job descriptions to be reviewed by the Administrator’s Office and Department Managers for accuracy.  Comments may be submitted to the consultant prior to the finalizing of the job descriptions.  

Final job descriptions will be written by the consultant and presented to the Personnel Board for approval.


2.      Classification Structure

The consultant shall review and recommend to the Town Administrator a classification structure based on the job descriptions, and include additional duties and responsibilities where applicable to individual positions.  The classification structure will include the recommended assignment of each position within the classification structure utilizing a standardized rating system that analyzes each position against multiple evaluation criteria. The final result may be an update to the current classification structure or a proposal for a new system.

3.        Market Survey

The consultant shall perform a market salary survey of communities comparable to West Boylston in size, population, economic climate, proximity to a major city, etc., which are selected by the consultant in consultation with the Town.  Such market survey should include the hours worked per week by employees in the various positions in those comparable communities in an effort to consider both internal and external equity.  

4.       Compensation  Schedule

Utilizing the market survey results and comparable job descriptions, the consultant shall prepare a recommended compensation plan and salary schedule to correspond to the applicable classification plan.

5.       Classification Manual

At the conclusion of the study, the consultant shall provide a classification manual to be utilized by the Town of West Boylston to objectively evaluate new or revised positions following the conclusion of the study.  The manual shall describe the methodology used by the consultant to undertake the study and how it can be maintained and utilized by the Town in the future, including the detailed rating structure and evaluation criteria.

6.       Financial Impact

The consultant shall prepare an analysis of the financial impact for implementation of the new classification and compensation plan.


V.      ADDITIONAL REQUIREMENTS

The consultant must provide fifteen (15) printed copies of the completed report, which should include an introduction, explanation of methodology, survey results, job descriptions and classification recommendations.  In addition, the consultant shall provide the Town with the documents, including job descriptions generated during the study on computer diskettes compatible with the hardware and software utilized by the Town.

The consultant shall conduct a minimum of three (3) meetings; one at the beginning of the project to outline the project, explain the methodology to be used, answer questions, and receive general comments; one midway through the project to discuss progress to date; and one at project completion to discuss the work product generated.  Additionally, upon request, the consultant shall provide two additional meetings to present the final product – one to the Personnel Board and one to the Board of Selectmen.  The consultant shall coordinate the completion of the Scope of Services with the Town Administrator.  All of the meetings shall be included in the basic fee for services with no additional travel or expenses to be charged for attendance. Since the Personnel Board and Board of Selectmen are comprised of Town residents, such meetings may be held outside of normal business hours.

The consultant must commence work on the project within two weeks of execution of a contract with the Town.  "Commence work" shall be defined as (1) holding the first meeting required above, and (2) distributing job questionnaires to employees.  The project shall be completed within three months of commencement of the project.

All travel and related expenses associated with this project shall be included in the lump sum price proposal.

The successful vendor will indemnify the Town of West Boylston at the time of contract execution against any and all losses and damages by the provision of liability insurance in the amount of five hundred thousand dollars ($500,000), and evidence of the required Worker’s Compensation Insurance as required by law.  The liability coverage shall name the Town as an additional insured, and provide the Town 15 days prior written notice of any modification or cancellation of coverage.  Certificates evidencing such insurance coverage shall be provided to the Town prior to commencement of work on the project.


VI.     CONTENTS OF QUOTATION

Quotations submitted in response to this Request for Quotations must include the following information:

1.      The qualifications of the consultant for performing the Scope of Services.  This shall include a detailed description of the consultant's familiarity with the Federal and State (MA) General Laws dealing with municipal personnel.

2.      The consultant's address, the name and resume of a project leader and a telephone number (and email address if available) at which the contact person may be reached during business hours.  The resume shall identify similar projects for which the project leader served in a similar capacity, including the name and telephone number of a reference for each such project.  

3.      A list of projects of similar nature performed by the consultant.  

4.      A description of the municipal projects previously completed by the consultant, the name and telephone number of persons who can be contacted concerning this work.

5.      A plan of services for completion of the project including, but not limited to, a description of the consultant's internal operations, its management systems, a list of personnel with an organizational chart, and the names and qualifications of all personnel who will be assigned to the project.  The plan of services shall include a description of the manner in which the consultant will fulfill the project, and a schedule for completion of the Scope of Services with detailed timelines.  The consultant shall commit to beginning work on the project within two (2) weeks of execution of the contract.

6.      A signed non-collusion certificate and tax compliance certificate.  If the proposer is a corporation, a certificate of vote must also be submitted.  (forms attached)

7.      The cost for services required under this Request for Quotations.  The consultant shall submit a lump sum cost for all services required.

ALL INFORMATION RELATED TO THE COST OF SERVICES MUST BE SUBMITTED IN A SEPARATELY SEALED ENVELOPE CLEARLY MARKED "COST QUOTATION" WHICH SHALL BE INCLUDED IN THE CONSULTANT'S QUOTATION. NO REFERENCE TO THE COST OF THE SERVICES SHALL BE CONTAINED IN THE TECHNICAL PORTION OF THE CONSULTANT'S QUOTATION.

VII.    REJECTION OF QUOTATIONS

The Town reserves the right to accept or reject any or all quotes.

VIII.   SUBMISSION OF QUOTATIONS

Technical submissions will be received, evaluated, accepted or rejected by the Town of West Boylston.  (The Technical submissions shall consist of all submissions related to the performance of the Scope of Services excluding only the cost of said services.)  Fifteen (15) copies of the quotation clearly marked on the front of the envelope "QUOTATION - PERSONNEL CLASSIFICATION STUDY" shall be submitted to the Administrator’s Office by 2:00 p.m. on April 13, 2007.  The mailing address is 120 Prescott Street, West Boylston, MA 01583.

The Technical Submission and Cost Quotation must be submitted in separately sealed envelopes clearly marked with the respondent’s name and address, and the identification “Technical Submission for Personnel Classification Study” and “Cost Submission for Personnel Classification Study”, respectively.  Both envelopes must be enclosed in a third sealed envelope clearly marked with the proposer’s name and address and the identification “QUOTATION - PERSONNEL CLASSIFICATION STUDY”.

Award of the contract will be made within sixty (60) days of the date for submission of quotations.

IX.     EVALUATION OF SUBMISSIONS

The Town shall review and evaluate all Technical (non_cost) submissions in accordance with the criteria contained herein.  All Technical Submissions shall be reviewed and ranked prior to the opening of the Cost Quotations.

Consultants failing to meet or comply with one or more of the Minimum Evaluation Criteria will be disqualified from further consideration.  The applicable Minimum Evaluation criteria shall be as follows:

Consultant must have at least three (3) years of experience in conducting classification and compensation studies, developing and recommending salary structures, reviewing and developing job descriptions, conducting comparable salary surveys, and recommending placement of positions within the salary structure.

Consultant must have completed at least four (4) classification and compensation studies in Massachusetts, preferably for a municipality.

Consultant must have demonstrated knowledge of applicable federal and Massachusetts state statutes and regulations governing employment and personnel activities.

Consultant must be able to commit to a definite start date within two weeks of the execution of a contract for the project.

Those consultants who submit quotations that meet the minimum evaluation criteria will then be evaluated and rated on the basis of Comparative Evaluation Criteria as judged by the selection team.  The Comparative Evaluation Criteria to be utilized for this project are as follows:

Experience

A rating of HIGHLY ADVANTAGEOUS will be given to consultants who have five (5) or more years experience in conducting classification and compensation studies, developing and recommending salary structures, reviewing and developing job descriptions, and recommending placement of positions within the salary structure, and have completed more than ten (10) such studies comparable to this project, of which five (5) or more such studies have been for Massachusetts municipalities.

A rating of ADVANTAGEOUS will be given to consultants who have more than one (1) but less than five (5) years experience in conducting classification and compensation studies, developing and recommending salary structures, reviewing and developing job descriptions, and recommending placement of positions within the salary structure, and have completed more than four (4) but less than ten (10) such studies comparable to this project, of which some of which have been for Massachusetts municipalities.

A rating of NOT ADVANTAGEOUS will be given to consultants whose experience is less than described above as Advantageous.

Plan of Services

A rating of HIGHLY ADVANTAGEOUS will be given to consultants whose Plan of Services as set forth in the response to the Town’s RFP is highly defined and developed, and whose implementation strategy is exceptionally clear, understandable and focused.

A rating of ADVANTAGEOUS will be given to consultants whose Plan of Services as set forth in the response to the Town’s RFP is sufficiently developed, and whose implementation strategy is adequate but not exceptional.

A rating of NOT ADVANTAGEOUS will be given to consultants whose Plan of Services as set for the in the response to the Town’s RFP is inadequately developed, and whose implementation strategy is sketchy, unclear or ill-defined.

3.      Determination of Best Prices

The Town Administrator shall open the Cost Proposals and, with the Town’s Personnel Board, determine the "best price" in connection with the submissions.  Price alone will not be the determinative factor in the awarding of a contract.  The Town Administrator and Personnel Board shall consider both the rating received by a consultant on the technical submission and the price proposed in making an award.

The Town reserves the right to contact an Applicant for clarification of information submitted, to contact references, and to use other sources of obtaining information regarding the Offerer that is deemed appropriate and would assist in the evaluation.  In evaluating the submissions, the Town reserves the right to accept or reject all or any part of any submission, waive minor technicalities, and award the contract to the Applicant deemed to best serve the interests of the Town; and adopt any part or all of a quotation if it is judged in the best interests of the Town.  

X.      QUESTIONS

All questions concerning requirements must be submitted in writing to Town Administrator Leon A. Gaumond Jr., 120 Prescott Street, West Boylston, MA 01583.  The Town will consider questions received prior to the close of business on April 4, 2007.  Written responses to those questions will be provided by April 9, 2007 to all parties who have requested a copy of this offering.  No verbal interpretation of these requirements will be provided.


CERTIFICATE OF NON-COLLUSION


The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person.  As used I this certification, the word “person” shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.


                                                        
Printed name of person signing bid or proposal


                                                        
Signature of person signing bid or proposal


                                                        
Name of business




CERTIFICATE OF TAX COMPLIANCE


Pursuant to Chapter 62C of the Massachusetts General Laws, Section 49A(b), I,

__________________, authorized signatory for ______________________ do hereby
                                                        (Name of Contractor)

certify under the pains and penalties of perjury that said contractor has complied with all the

laws of the Commonwealth of Massachusetts relating to taxes.


Contractor:

By:                                             
        Signature of Authorized Representative

                                                
        Title                                   
                                                
                                                
        Date



CERTIFICATE OF VOTE


At a duly authorized meeting of the board of Directors of the _________________________,
                                                                        (Name of Corporation)


Held on, _________, it was VOTED, that ___________________ , __________________,
            (Date)                                      (Name)          (Title)


of this company, be and hereby is authorized to execute contracts and bonds in the name and on behalf of said company, and to affix its corporate seal thereto; and such execution of any contract or obligation in this company’s name on its behalf by such officer under seal of the company,  shall be valid and binding upon this company.


I certify that I am the clerk of the above named corporation and that _________________ is the duly elected officer as above of said company, and that the above vote has not been amended or rescinded and remains in full force and effect as of the date of this contract.



                                                                                                
(Date)                                                                  (Clerk)


Corporate Seal:



 
Town of West Boylston 127 Hartwell Street, Suite 100, West Boylston, MA 01583
Phone: 508-835-6240 Fax: 508-835-4102
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