HomeMy WebLinkAboutAgenda - 06-25-2001-9d~ ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 25, 2001
Action Agenda
Item No. ~ ~ --
SUBJECT: RFP Award: Countywide Classification and Pay Study __
DEPARTMENT: Personnel
PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Copy of Request for Proposals
INFORMATION CONTACT:
Elaine Holmes, Personnel Director,
Extension 2550
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider awarding the Request for Proposals (RFP) far a countywide
classification and pay study to Condrey and Associates and to authorize the Manager to
execute the contract for the study.
BACKGROUND: At the April 16, 2001 Board of Commissioners' work session, the Board
authorized the Personnel Director to seek proposals and identify a consultant to conduct a
Classification and Pay Study of the County's 725 permanent positions. The Board also asked
the Personnel Director to include in the request for proposals the option of a Pay Equity Study
in addition to the Classification and Pay Study, contingent on availability of funding.
RFP Process
Personnel developed a Request for Proposals (attached) to solicit consultant proposals for the
studies. The RFP was distributed to five consultants most noted in this area for performance of
classification and pay studies. Four consultants submitted proposals. These were Condrey
and Associates, DMG Maximus (formerly David M. Griffith Associates), Fox Lawson and
Springsted, Inc (formerly Municipal Advisors, Inc). One (the MAPS Group) did not.
A committee made up of Purchasing Director Pam Jones, Personnel Analyst Elgin Lane and
Personnel Director Elaine Holmes reviewed each proposal and interviewed each consultant.
The interview step was extremely important in determining the quality of service and level of
experience to be provided by each consultant. Factors considered in the consultant selection
included price, quality of past studies, including timeliness and responsiveness to local needs,
effectiveness in working with employees, supervisors and management to accomplish study
work and experience levels of staff to be used in the study.
Prices quoted for the study ranged from about $64,000 to $106,000. As a result of the review
and assessment process, staff recommends the RFP be awarded to Condrey and Associates at
a price of $71,250.
Condrey and Associates
Condrey and Associates is a human resources consulting firm located in Athens, Georgia. This
firm specializes in services to state and local government. Dr. Steve Condrey is President of
Condrey and Associates, Program Director for Human Resource Management Technical
Assistance with the University of Georgia's Carl Vinson Institute of Government and an adjunct
professor at the University of Georgia where he teaches in the Master of Public Administration
program. Dr. Condrey will serve as project manager for the study and be present throughout all
phases of the study.
Staff believes that Condrey and Associates will best meet the County's classification and pay
study needs and recommends the selection of this firm for the following reasons:
^ Best combination of price and value of services.
^ Commitment to doing the study the way the County needs to have it done.
^ Commitment to interviewing 75 percent or more of County employees as part of the study to
assure strong employee involvement in the process.
^ Excellent references including those from the classification and pay study that this firm
conducted last year for the Town of Chapel Hill.
^ Use of experienced staff in local government classification and pay studies supplemented
with job content experts in areas such as public safety, social work and others.
Condrey and Associates proposes to complete the classification and pay study, incorporating all
steps set out in the County's request for proposals, for a fixed price of $71,250. Condrey
commits to completing the work within the Coun#y's required time schedule to have results
ready for consideration as part of the budget process for 2002-03.
Pay Equity Study
As the Board requested, Personnel incorporated a request for pay equity study proposals in the
RFP. Of the four consultants submitting proposals, three (Condrey, DMG Maximus, and Fax
Lawson) also submitted pay equity study proposals. The prices quoted for the pay equity study
proposals ranged from $8,875 to $43,000. The prices quoted reflected the wide range of haw
consultants might approach and conduct such a study. All of the consultants pointed out in
their classification and pay study proposals their belief that the valid internal alignment of
positions through well designed jab classification methodology and assignment of
compensation rates in accordance with the relative value of each job determined through the
job classification system will address most equity issues.
Condrey and Associates offered at no additional charge beyond that quoted for the
classification and pay study to conduct statistical analyses to evaluate the relative equity of the
recommended job classification plan resulting from the classification and pay study.
Given the funding available, difficulty of projecting at this time the specific pay equity study
needs that will remain after completion of the classification and pay study and wide divergence
of proposals, staff recommends the County hold off for now on attempting to contract for a pay
equity study. Staff recommends that the County complete the classification and pay study, take
advantage of Dr. Condrey's offered statistical analysis, identify the specific pay equity
issues/needs remaining, if any, and issue a request for proposals tailored to those needs.
FINANCIAL IMPACT: Condrey and Associates fee for the classification and pay study is
$71,250. This is inclusive of all the services to be provided. The recommended budget far
2001-02 includes $65,000 in funding for the classification and pay study. Personnel has funds
available within the recommended Personnel Department budget for 2001-02 that can be
realigned to make up the funding shortfall of $6,250.
RECOMMENDATIONS): The Manager recommends that the Board approve awarding the
RFP for the classification and pay study to Condrey and Associates, authorize the Personnel
Director to draft the contract for services, subject to the review of staff and the County Attorney,
and authorize the Manager to execute the contract.
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Attachment
May 11, 2001
Request for Proposals to Conduct
a Position Classification and Pay Study and a Pay Equity Study
for Orange County, North Carolina
Orange County is seeking proposals for a Classification and Pay Study (Item A) and a Pay Equity
Study (Item B). Proposals are to be submitted to the Orange County Personnel Department by
Monday, June 4,2001 (Item C). Consultants may submit proposals on either the Classification and
Pay Study or Pay Equity Study or both studies.
A. Classification and Pay Study
Purpose
Orange County is seeking a consulting firm to conduct a countywide, comprehensive Classification
and Pay Study for approximately 725 Permanent County positions.
Objective
To develop a competitive and equitable classification and pay system including:
• Reassessing internal salary relationships among the approximately 725 positions and
• Establishing or re-establishing the County's position in the labor market in relation to other
employers.
Background
The' Orange County Board of Commissioners has authorized the Orange County Personnel Director
to seek proposals and identify a consultant to conduct a Classification and Pay Study. The County
Commissioners plan to appropriate funds for the study as part of the 2001-02 budget and authorize
the contract with the consultant selected at the Board's final meeting in June 2001.
The Board of Commissioners also may be interested in pursuing a Pay Equity Study, contingent
upon the cost to do so and available funding. To that end, respondents are requested to include as a
separate amount, a quotation to conduct the Pay Equity Study. Consultants are requested but not
required to submit pricing for both studies. The Classification and Pay Study and Pay Equity Study
may be awarded separately.
Orange County has about 725 positions in a total of 29 departments. The largest departments are
Social Services, the Health Department and the Sheriff s Department. The attachment shows the
number of full time equivalent positions for each department.
Existing Classificatian and Pay Plan
The last comprehensive classification and pay study was conducted in 1990 and was implemented
in 1991. Presently there are 251 classes and written class specifications for each class. The current
classification plan uses point/factor rating methodology and is administered by Personnel
Department staff.
Each classification is assigned to a salary grade in the County pay plan from Salary Grade 58 to
Grade 88. The salary grades are about five percent apart. Within each salary grade there are
predefined steps from Step 1 through Step 11B with a total spread of 59 percent from each salary
range minimum to maximum.
Scope of the Study -Classification Portion
Orientation meetings. The consultant with the participation of the Personnel Director and
Personnel Analyst will meet with Department Heads and employees to discuss the study
objectives, explain the study plan and methodology and to discuss the work components of the
study. This will include requesting completed position description questionnaires. There are
about 670 employees (725 positions) located in Hillsborough and Chapel Hill. Multiple
sessions (approximately 10) will be needed on several different days and at different times.
Timeframe: Begin in July and complete no later than mid-August.
2. Position descriptions, salary Izandbooks, organization charts, existing class specifications and
other job-related information. Personnel will coordinate requesting and receiving an updated
position description completed by each permanent employee. Personnel will provide these
descriptions to the consultant for use in reviewing the duties and responsibilities of positions.
The County has an existing position description questionnaire that may be used for this purpose
or the consultant may use its own position description form, with the advance review and
approval of the Personnel Director.
In addition to the position descriptions, Personnel will provide the consultant with a copy of the
County salary handbook, organization charts, existing class specifications and other job-related
information.
Timeframe: Position descriptions to be received by September 30, 2001. Different deadlines
for receipt of information could be established for different groups, but all should be completed
by the end of September.
3. Desk Audits/Interviews. The consultant will conduct desk audits/interviews with representative
employees in each class and supervisors to review, clarify and understand duties and
responsibilities. In order to assure good information gathering, a smooth process and
acceptance by employees, a high percentage of interviews is expected (at least 50 percent and
preferably more). If there are several positions assigned to a class, the consultant may choose to
conduct a group interview or interview a representative number of employees. However, at
least one interview will be conducted far each class of positions.
The consultant will conduct a conference with each department head to review and verify
information presented on the position description questionnaires and in the interviews and to
receive the department head's input on any position classification and pay issues in that
department.
Timeframe: Interviews may begin in September and are to be completed by mid-December.
4. Classification Recommendations and Class specificativns. Following the review and field audit
of existing positions, the consultant will identify class groupings and tentative allocations and
review these with Personnel. The consultant then will draft class specifications for any
recommended new classes and will update existing class specifications for any classes where the
information on the existing class specification has changed. The present format for the
County's class specifications is as follows: General Definition of Work; Typical Tasks;
Knowledge, Skills and Abilities; Education and Experience; and Special Requirements such as
licensure (if applicable).
The consultant will deliver class specifications as a draft, review these with Personnel and
departments and incorporate any necessary changes.
Timeframe: Draft allocations are to be ready for discussion with Personnel staff by early
January 2002.
Scope of the Study -Pay Portion
1. Labor Market Survey. The consultant will conduct a market salary survey by gathering
comparable salary information from 12 other North Carolina counties and four Research
Triangle area municipalities.
/ The twelve counties are Alamance, Cabarrus, Chatham, Durham, Forsyth, Gaston, Guilford,
Mecklenberg, Ferson, Rowan, Union and Wake. These counties are either located in or very
close to the three major developing economic regions of the state -Research Triangle,
Fiedmont Triad and Metrolina.
/ The four area municipalities are the Town of Cary, Town of Chapel Hill, City of Durham
and Raleigh.
The survey will include benchmark classes and in addition should incorporate a variety of
specialized positions as determined in conjunction with the Personnel Director. Salary survey
data collected must include salary range minimums and maximums, actual salaries paid and the
number of positions so that weighted averages may be determined.
2. Analysis affindings and recommendations. The consultant will evaluate the salary grade
assignment for each class based on the review of duties and responsibilities and salary survey.
From this analysis, the consultant will recommend a classification and salary grade assignment
for each position in the existing County salary schedule. The consultant also will recommend a
salary implementation plan for the study results along with estimated costs.
Timeframe: Draft allocations are to be ready for discussion with Personnel staff along with
salary data and tentative implementation cost figures by the end of February 2002.
Communications
Preliminary results to Personnel and Department Heads. The consultant will present
preliminary findings and recommendations to Personnel. The consultant will meet with
Personnel, the Manager, department heads and supervisors of major units to explain findings
and present recommendations. Before information is distributed to employees the department
heads will review class specifications and pay recommendations and suggest any changes
needed. The consultant must be available for individual meetings with department heads to
discuss questions or issues related to recommendations, as needed. The consultant will consider
and respond to any feedback or issues arising from the department head reviews and provide
Personnel with any updating to preliminary results following the department head reviews.
2. Preliminary Results to Employees. The departments and Personnel will carry out most of the
communication with employees. A limited number of telephone calls or meetings may be
required by the consultant to explain recommendations. General information to employees and
explanation to employees of decisions are considered a part of the basic project.
3. Final results and reconzmendatians to Personnel. The consultant will advise Personnel of final
results and recommendations. The consultant, Personnel Director and Personnel Analyst will
inform department heads of final study results.
4. Final Results to Employees. Personnel and department heads will inform employees. Again at
this stage a limited number of telephone calls or meetings may be required by the consultant to
explain recommendations and address initial employee appeals. Again, general information to
employees and explanation to employees of decisions are considered a part of the basic project.
Timeframe: Communications completed and classification and pay information ready for inclusion
in the Manager's Recommended Budget by the end of March 2002.
Appeals
For employee appeals not resolved by communications and discussion at the preliminary and final
results steps above, Personnel may request additional information from the consultant (either
written or oral) as to the basis for recommendations. This will be considered part of the basic
project. For more extensive appeals requiring steps such as re-interviews, second meetings with
employees ar additional market data once the study is completed, the County would contract
separately with the consultant for such work on a hourly basis.
Timeframe: By the end of May 2002
Presentation to Board of County Commissioners
The consultant, Personnel Director and Personnel Analyst will present the classification and pay
study results and recommendations to the Board of County Commissioners. A follow-up
presentation may be necessary.
Timeframe: Mid April 2002
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Products Ta Be Delivered
1. A written report (10 copies) that includes, but may not be limited to the following:
a) Description of study methodology
b) Summary of findings and recommendations, including position classifications, assignment
of classes to salary grades; description of recommended salary implementation plan and the
like.
c) Salary survey analysis worksheets, including raw salary data and data analyzed showing
averages and weighted averages
2. Lists of recommended classes and salary grade assignments:
a) In alphabetical order by class
b) By occupational grouping
c) By salary grade
This shall be provided as hard copy and electronically in Excel format. Data submitted in other
than Excel format must be compatible with and easily converted to Excel format.
3. Updated and/or new class specification for each recommended class using Orange County's
present specification format of General Definition of Work; Typical Tasks; Knowledge, Skills
and Abilities; Education and Experience; and Special Requirements. This should be provided as
both hard copy and electronically in Word format. Data submitted in other than Word format
must be compatible with and easily converted to Ward format.
4. An allocation list by department showing each employee by name, present classification,
proposed classification, present salary grade, proposed salary grade, present, step and salary and
proposed step and salary (under the recommended salary implementation plan). This shall be
provided as a hard copy and electronically in Excel format. Data submitted in other than Excel
format must be compatible with and easily converted to Excel format.
5. Estimated implementation costs under the recommended salary implementation plan.
Consultant Expectations
• The selected consultant must have knowledge of current position evaluation and pay
methodologies.
• The consultant must have prior experience in completing classification and pay studies in public
sector organizations.
• The consultant shall not subcontract any portion of this study without the express written
agreement of the County.
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• The consultant shall involve the Orange County Personnel Director and the Personnel Analyst in
all phases of the study.
• The consultant will orient the Personnel Director and the Personnel Analyst to the job
evaluation methodology that will be used.
• Orange County expects the consultant's project manager to be a strong participant in the study
so that he or she can answer detailed questions from Personnel, department heads and
employees about the study results and recommendations.
Proposal Requirements
Proposals submitted must include the following information:
1. Indication that the consultant will meet the requirements outlined in this request for proposals.
2. Information describing the consultant's plan for conducting the study, including a projected
timetable specifying the projected time far study completion, as well as each phase of the study.
3. A description of the specific job evaluation methodology that the consultant will use. In this,
indicate specifically whether points or a numerical rating system are used in the job evaluation
rnethodolagy.
4. A list of items and/or additional support needed from Persomiel staff, including functions that
are anticipated to be completed solely by Personnel staff.
5. Name of the person who will direct the study, conduct interviews, and attend meetings.
Background information on this person's qualifications.
6. Name(s) of the person(s) who will assist in the study and background information on these
persons. Orange County retains the right to pre-approve any other consultants who might assist
with the interviews or other portions of the study that involve interactions with County
employees and officials.
7. A brief history of the consulting firm and North Carolina local government references.
8. The total cost for the classification and pay study.
B. Pay Equity Study
Purpose
Orange County is requesting that consultants submit proposals to complete a Pay Equity Study
either as part of the Classification and Pay Study or as immediate follow on to the study.
Background
The Board of Commissioners also may be interested in pursuing a Pay Equity Study, contingent
10
upon the cost to do so and available funding. To that end, respondents are requested to include as a
separate amount, a quotation to conduct the Pay Equity Study. Consultants. are requested but not
required to submit pricing for both sections of the study. The Pay Equity Study and the
Classification and Pay Study may be awarded separately.
Objective
Orange Counity wishes to assure that its job evaluation and pay system treats all employees in an
equitable manner without regard to race or gender. To this end, the County wishes to evaluate the
internal equity of jobs within the recommended Classification and Fay Plan resulting from the
comprehensive Classification and Pay Study and identify any recommended adjustments and the
associated costs to provide that jobs which involve comparable skill and responsibility are
compensated equally. The County is seeking to assure that jobs are not undervalued because the
work is performed predominantly by women and,minorities.
Scope oI' the Study
For the approximately 725 County positions, the Pay Equity Study would include at least the
following elements:
l . Pay Equity Analysis
Using as a base the job information from the Classification and Pay Study, objectively measured
criteria such as job evaluation points and employee data provided by the Personnel Department,
assess the internal equity relationships, including whether jobs predominantly held by minorities
or women are undervalued in relation to other jobs.
2. Pay Equity Recommendations
From the pay equity analysis, identify any recommendations necessary to provide that jobs that
involve comparable skill and responsibility are paid at similar rates without regard to the
predominant race or sex of employees in the class.
3. Pay Equity Salary Implementation Plan and Costs
Starting from the base of the recommended salary implementation plan for the Classification
and Pay Study, develop a recommended salary implementation plan for the Pay Equity Study
results and estimated implementation costs under the recommended plan.
Communications
1. Preliminary Results
The consultant will present preliminary findings and recommendations to Personnel. As needed
the consultant will meet with Personnel, the Manager, and department heads to explain findings,
discuss recommendations and receive feedback.
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2. Final Results
The consultant will advise Personnel of final results and recommendations. Personnel and
department heads will inform employees.
Presentation to Board of County Commissioners
The consultant, Personnel Director and Personnel Analyst will present the pay equity study results
and recommendations to the Board of County Commissioners. A follow up presentation may be
necessary.
Products to be Delivered
1. A written Pay Equity Study report (10 copies) that includes but may not be limited to the
following:
/ Description of specific methodology
/ Summary of findings
/ Summary of recommendations
/ Recommended salary implementation plan
2. List of classes and recommended salary grade assignments:
/ In alphabetical order by class
/ By occupational grouping
/ By salary grade
This shall be provided as hard copy and electronically in Excel format. Data submitted in other
than Excel format must be compatible with and easily converted to Excel format.
3. Worksheet showing estimated implementation costs under recommended salary implementation
plan. This shall be provided as hard copy and electronically in Excel format. Data submitted in
other than Excel format must be compatible with and easily converted to Excel format.
Proposal Requirements
Proposals submitted must include the following:
1. Information describing the consultant's plan for conducting the study, including a projected
timetable for study completion as well as each phase of the study. (Nate: The County desires
that the study be completed no later than May 1, 2002.)
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2. A specific description of the pay equity study methodology that the consultant will use in
arriving at findings and recommendations.
3. A list of items and /or additional support needed from Personnel staff, including any functions
that are anticipated to be completed solely by Personnel staff.
4. Name of the person who will direct the study, conduct interviews, and attend meetings.
Background information on this person's qualifications.
5. Name(s) of the person(s) who will assist in the study and background information on these
persons. Orange County retains the right to pre-approve any other consultants who might assist
with the interviews or other portions of the study that involve interactions with County
employees and officials.
6. A brief history of the consulting firm and North Carolina local government references. In this
cite any specific pay equity study experience.
7. The total cost for the Pay Equity Study.
C. Proposal Submission and Award
Proposals for the Classification and Pay Study and/or Pay Equity Study shall be submitted to:
Elaine Holmes, Persomnel Director
Orange County Personnel Department
P.O. Box S 181
Hillsborough, NC 2727$
Telephone: (919) 245-2552 Fax Number: (919) 644-3009
Proposals must. be, received in_the Personnel Department not later than 5:00_pm EST on
Monday, June 4, 2001 T
Basis for Award -- Consultants may submit proposals on either the Classification and Pay Study or
Pay Equity Study ar both studies. Proposals may be awarded to either a single consultant or to two
separate consultants, at the County's sole discretion. The County may choose to accept or reject
any and all proposals. The selection process may include an interview for the top candidate(s) with
the Personnel Director and other County staff. The interview and staff recommendation process is
anticipated for completion no later than June 20, 2001 with Board of County Commissioners
consideration slated for June 25, 2001. The successful candidate will be notified of the Board's
action within two days.
Questions about the Request for Proposals may be addressed to Elaine Holmes, Personnel Director
at (919) 242-2552.
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Attachment
Full Time Equivalent Positions By Department
Function
Department Full Time Equivalent As
Of April 2000
Comm Maint Commissioners Office 4.00
Comm Maint Elections 4.00
Comm Maint Soil and Water 5.00
Subtotal 13.00
Comm Planning Planning 28.00
Comm Plannin Economic pevNisitor Ser 9.75
Comm Plannin Environment/Resource Conservation 4.00
Subtotal 41.75
General Admin Manager's Office 11.00
General Admin Personnel 7.00
General Admin Finance 5.75
General Admin Budget 3.00
General Admin Purchasing/ Central Services 6.00
General Admin Information Systems 6.60
Subtotal 39.35
Human Services Social Services 134.70
Human Services Health 95.46
Human Services Coop Extension 10.00
Human Services Recreation 12.00
Human Services Aging/Org Public Trans 29.50
Human Services Human Rights/Relations 5.75
Human Services Housing 6.00
Human Services Library 12.33
Human Services Child Support 12.00
Subtotal 317.74
Public Safety Sheriff 122.50
Public Safety Emer ency Management 54.00
Subtota! 176.50
Public Works Public Works 52.00
Public Works Solid Waste 30.00
Subtotal 82,00
Tax and Records Register of Deeds 15.75
Tax and Records Tax Assessor 15.00
Tax and Records Land Records 7.00
Tax and Records Revenue 10.00
Subtotal 47.75
Other (CETA)
Tota I 718.085