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Home My WebLink About32-02 RESOLUTION• RESOLUTION NO, 32-02 A RESOLUTION APPROVING A CONTRACT WITH HAY GROUP, INC. IN AN AMOUNT NOT TO EXCEED TWENTY-FIVE THOUSAND DOLLARS ($25,000.00) TO ACCOMPLISH THE COMPENSATION ANALYSIS PROJECT STEPS. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council hereby approves a contract with Hay Group, Inc. in an amount not to exceed Twenty -Five Thousand Dollars ($25,000.00) to accomplish the Compensation Analysis Project Steps. A copy of the contract, marked Exhibit "A" is attached hereto, and made a part hereof. Section 2. That the City Council authorizes the Mayor to sign such a contract with Hay Group, Inc. PASSED and APPROVED this 5th day of March, 2002. v. R WOODRUFF, Clerk • APPROVED: By DAN COODY, Mayo NAME OF FILE: CROSS REFERENCE: Resolution No. 32-02 03/05/02 Resolution No. 32-02 04/23/02 Original Contract with the I lay Group, Inc. 12/31/01 Copy of letter to Mayor Coody from Paul Glogowski 03/05/02 Staff Review Form 03/07/02 Memo to Hugh Earnest, Urban Dev. Director, from Heather Woodruff, City Clerk 04/18/02 Letter to Hugh Earnest from Leigh Johnson, Finance Assistant, Flay Group, Inc. NOTES: CONTRACT c sRes. 32-02 ORICINAL The City of Fayetteville, Arkansas (hereinafter "Fayetteville") and Hay Group, Inc. agree as follows: The City of Fayetteville agrees to hire the Hay group, Inc. to accomplish the Compensation Analysis Project Steps as set forth in the letter of December 13, 2001, to Mayor Dan Coody from Mr. Paul Glogowski of the Hay Group, Inc. (attached as Exhibit A to this Contract). The City of Fayetteville agrees to pay and the 1 -!ay Group, Inc. agrees to accept the sum of Twenty -Five Thousand Dollars ($25,000.00) as full payment to accomplish all Compensation Analysis Project Steps outlined in the December 13th letter (Exhibit A). The City of Fayetteville will pay the Hay Group, Inc. Twelve Thousand Five Hundred Dollars ($12,500.00) upon full execution of this contract by both parties. Fayetteville will pay Hay Group, Inc. the second Twelve Thousand Five Hundred Dollars ($12,500.00) payment upon its satisfactory completion of all Compensation Analysis Project Steps as stated in Exhibit A including receipt by Fayetteville of the Hay Group, Inc.'s final report with recommendations. Agreed to and accepted by: City of Fayetteville Aft is DAN COODY, May Date Date .FAYETTEVI!LE THE CITY OF FAYETTEVILLE, ARKANSAS March 12, 2002 Mr. Paul Glogowski Hay Group, Inc. 8350 North Central Expressway Dallas, TX 75206 Dear Paul: Enclosed please find the original Contract between the City of Fayetteville and the Hay Group, Inc. This contract was approved by the City Council at their meeting on March 5, 2002. Please sign the original copy and return it for the Mayor's signature. A signed copy will then be returned for your files. Sincerely, Hugh Earnest Urban Development Director HEks Enc. 113 WEST MOUNTAIN 72701 501 521-7700 FAX 501 575-8257 02/04/2002 16:11 9729346810 • December 13, 2001 Confidential Mr. Dan Coody Mayor City of Fayetteville 113 W. Mountain Fayetteville, AR 72701 HAY GROUP PAGE 02 • Dear Dan: I wanted to follow up with you regarding the meetings held in Fayetteville last week. To better prepare for presenting you a written proposal to conduct the compensation study, I have asked Mr. Bailey to send me complete documentation from the survey he conducted with the cities and municipalities used previously. This will help in gaining a better understanding of the types of information previously gathered and give us the opportunity to make improvements if needed. As you recall we discussed getting started with this project in January. Therefore I have outlined below the key project steps that would be required to complete the study and get the credible results needed. Compensation Analysis Project Steps • Selection of Internal Oversight Team — The City should be working on formulating the team of people to oversee the project and guide the study This would preferably be no more than 5-6 employees. These employees should include Mr. Bailey, Ted Webber, a Police Department representative, a Fire Department Representative, and a few other employees the City believes are important to ensure the results are acceptable. • Team Meering — This meeting, facilitated by the Hay Group, would establish the criteria for the cities to be used in the study, begin the selection process to pick the cites for the study, develop the data requirements of what information should be collected from each city, and formulate a recommendation as to what should constitute `competitive pay' for the City. • Internal Approval — Once the team selects a list of cities, there will need to be an internal approval process for the City. The city should select the method for this process that would ensure all interested parties involved had input to the cities selected. • Market Data Gathering — Once all the information above is approved by the City, we will gather the necessary data from the selected cities, compile the information and present our initial findings to the team for review and approval to move forward with the next step. 02/04/2002 16:11 9729346910 Mr. Dan COoddyy February 4, 2002 Page 2 HAY GROUP PAGE 03 • • Internal Approval — Once reviewed and approved by the team, the preliminary findings should be reviewed and approved by those in the City you feel need to see the data prior to the study to moving to the final step, which is preparing the final report and recommendations. • Final Report & Recommendations — Once the City is ready to move forward we will produce our final report to the City complete with recommendations. I would like to begin working with someone in the City will that be the main contact for this project. This will enable us to begin organizing the project in more detail in order to get started promptly after the first of the year. Please let me know who this individual will be so 1 can contact them as soon as possible. In addition, in reviewing the work steps and processes anticipated, and assuming we would complete the analysis for all three employee groups (1 -executives 2 - Police & Fire, and 3- all others), I have estimated the consulting fees for the project to be $25,000. Thank you for your time. I look forward to hearing from you soon. Sincerely, Paul Glogowski 110 STAFF REVIEW FORM X AGENDA REQUEST _ CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council meeting of March 5. 2002 ACTION REQUIRED: A resolution authorizing a contract with the Hay Group for an amount not to exceed $25,000 and for other purposes. COST TO CITY: $ 25.000 $ Cost of this Request Category/Project Budget Category/Project Name Account Number Project Number Funds Used to Date Program Name $ Remaining Balance Fund _BUDGET REVIEW Attached Budgeted Item _ Budget Adjustment Budget Coordinator Administrative Services Director CONTRACT/GRANT/LEASE REVIEW GRANTING AGENCY Accounting Manager Date ADA Coordinator Date City Attorney Date Internal Auditor Date Purchasing Officer Date STAFF RECOMMENDATION Division Head Depart mnt Director Admi• Strative Services Direc Date .-1 Date Cross Reference New item: Yes No Prev Ord/Res /. orig Contract Date 41111 STAFF REVIEW FORM 41110 Page 2 Description Meeting Date Comments: Budget Coordinator Reference Comments: Accounting Manager Reference Comments: City Attorney Reference Comments: Purchasing Officer Reference Comments: ADA Coordinator Reference Comments: Internal Auditor Reference Comments: Grants Offcier Reference Comments: FAYETTEVILLE TNT CITY OF fAYETTIVIIIE. ARKANSAS DEPARTMENTAL CORRESPONDENCE • To: Hugh Earnest, Urban Development Director From: Heather Woodruff, City Clerk Date: March 7, 2002 Please find attached a copy of Resolution No. 32-02 approving a contract with Hay Group, Inc. to accomplish the compensation analysis project steps. I gave the only original to Kay Swanner in the Mayor's Office to mail to Paul Glogowski, Hay Group, Inc. for his signature. The original will be microfilmed and filed with the City Clerk cc: Nancy Smith, Internal Auditor 010 03 Update Document Reference RES Date 3052002 City of Fayetteville ndex Maintenance Itellr Action Ref. Taken Brief Description 32-02 • 3/12/2002 8:27:15 COMPENSATION ANALYSIS PROJECT STEPS Enter Keywords • RES. 32-02 CONTRACT HAY GROUP, INC. $25,000.00 COMPENSATION ANALYSIS PROJECT STEPS File Reference # • MICROFILM Security Class Retention Type: Expiration Date **** Active **** Date for Cont/Referred: Name Referred to • Cmdl-Return Cmd8-Retention Cmd4-Delete Cmd3-End Press 'ENTER' to Continue CmdS-Abstract Yes No (c) 1986-1992 Munimetrix Systems Corp. • • Hay Group, Inc. Suite 825 8350 North Central Expressway Dallas, TX 75206 USA HayGroup April 18, 2002 RECEIVED APR ' 9 2002 Mr. Hugh Earnest Director of Urban Development City of Fayetteville 113 West Mountain Fayetteville, AR 72701 ea rc Dear Hugh: In March, we sent you an invoice in the amount of S25,000 (#275-53310). Per the contract enclosed, please disregard that invoice, as we have enclosed a new invoice in the amount of 512,500 for the commencement of the project. We will be invoicing the second half of the total amount of the project ($12,500) at the conclusion of the project. Please forward a fully executed copy of the enclosed contract, either to the address above or a faxcd copy to #469-232-3888, for our records. If you have any questions, you can reach me at #469-232-3828. Sincerely, Leigh ohnson Finance Assistant Tel +1.469.232.3800 Fax 41 469.232.3888 www.haygroup.com r • •Aq�Aall�af 1=aYETTEVILLE City of Fayetteville • CITY CLERK'S OFFICE 113 W. Mountain St. Phone: (501) 575-8323 To: Fayetteville, AR 72701 Fax #: (501) 718-7695 Fax Cover Sheet nden � Sad Com anY� �/�+�� P Fax # 47P9-• Sr — 3 57R(S? From: .,4,44- Date: -2D0.7 Number of Pages (including cover sheet)• 3 Qx �rO D ri A t_ izSzei-/f DA. Notes: If transmission cannot be read clearly, please call back as soon as possible. Thank you.