HomeMy WebLinkAbout77-06 RESOLUTIONRESOLUTION NO. 77-06
A RESOLUTION APPROVING A CONTRACT IN THE
AMOUNT OF $30,000.00 WITH JOHANSON GROUP TO
IDENTIFY SALARY SURVEY BENCHMARK JOBS AND
DEVELOP UPDATED JOB DESCRIPTIONS FOR ALL CITY
POSITIONS.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves a
contract in the amount of $30,000.00 with Johanson Group to identify salary survey benchmark
jobs and develop updated job descriptions for all city positions A copy of the contract, marked
Exhibit "A" is attached hereto and made a part hereof.
PASSED and APPROVED this 25th day of Apnl, 2006.
ATTEST:
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By: .c.0.) /YiTh0.
SONDRA SMITH, City Clerk
•
CONTRACT FOR SERVICES
Classification and Compensation System, Phase One -Job Descriptions
This Agreement is made and entered into by and between the CTTY OF FAYE11'EVILLE,
Arkansas, 113 W. Mountain Street, Fayetteville, AR, 72701 and JOHANSON GROUP, 2928
McKee Circle, Suite 123, Fayetteville, AR 72703; and
WHEREAS, the Fayetteville City Selection Committee, after reviewing responses to Request
for Proposal 06-06 and interviewing finalists, selected JOHANSON GROUP on April 21, 2006, to
conduct a Classification and Compensation System, Phase One: Job Descriptions for the CITY OF
FAYETTEVILLE; and,
WHEREAS, 'the JOHANSON GROUP desires to conduct the Classification and
Compensation System, Phase One: Job Descriptions for the consideration set forth below.
NOW THEREFORE, the CITY OF FAYEI ILVILLE and JOHANSON GROUP agree to
the promises, conditions, terms and agreements set forth below:
1. JOHANSON GROUP. agrees to provide all the stag facilities, materials, equipment and
labor necessary to cavy out, in good faith, the complete requirements of the project specified in
stnct conformity with all sections of the RFP # 06-06, whose program services together with the
Consultant's Proposal, the Advertisement for Bids, Instructions to Proposers, General Conditions,
Representations, this Agreement, and all addenda hereto, shall form essential parts of this
Agreement as if fully set forth and contained herein.
2. JOHANSON GROUP agrees to commence the project included in this Contract on a date
to be specified in a wntten Notice to Proceed and shall be fully completed with the project no later
than June 30U', 2006.
3. JOHANSON GROUP agrees to submit a progress report to Fayetteville City Council at
each of their regular agenda sessions to keep them informed .of the status of the project until its
completion.
4. CITY OF FAYE I1'EVILLE agrees to pay JOHANSON GROUP, for the performance of
this Contract in accordance with the Fee Schedule, attached, in an amount not to exceed Thirty
Thousand Dollars, ($30,000.00).
5. CITY OF FAYETTEVILLE and JOHANSON GROUP agree that the RFP #06-06, the
Consultant's Proposal, the Advertisement for Bids, Instructions to Proposers, General Conditions,
Representations, this Agreement, and all addenda hereto annexed or attached, form the Contract
and are as fully a part of the Contract as if attached or herein repeated.
CITY OF FAYEI JEVILLE
RFP 06-06, Contract for Services
Page l of 3
6. CITY OF FAYETTEVILLE shall have 30 working days from approval by the Project
Manager inwhich to pay JOHANSON GROUP; subject to any documentation requests by CITY
OF FAYETTEVILLE as necessary to allow CITY OF FAYETTEVILLE to evaluate the
completeness and accuracy of monies due.
7. To the fullest extent permitted by laws, statutes, rules and regulations, JOHANSON
GROUP shall indemnify and hold harmless CITY OF FAYEI IEVILLE, and its Officers,
Directors, Employees, Agents, and other Consultants of each and any of them from and against
claims, costs, damages, losses, and expenses, including but not limited to all fees and charges of
attorneys and other professionals and all court costs, ansing out of or resulting from performance
of the Work, but only to the extent caused m whole or in part by acts or omissions of JOHANSON
GROUP, its Officers, Directors, Employees, Agents, and anyone directly, or indirectly employed
by them or anyone for whose acts they may be liable, regardless of whether or not such claim, cost,
damage, loss, or expense is caused in part by a party indemnified hereunder, except that no party
shall indemnify any other party for the other party's sole negligence. Such obligation shall not be
construed to negate, abridge or reduce other rights or obligations of indemnity which would
otherwise exist as to a party or person described in this Paragraph nor to have any effect upon the
city's statutory immunity.
8. JOHANSON GROUP agrees to comply with the laws of the State of Arkansas.
JOHANSON GROUP agrees to subject itself to the jurisdiction and venue of the Courts of
Washington County, State of Arkansas as to all matters and disputes arising or to arise under this
Agreement and the performance thereof, including all issues relating to liability for taxes, licenses
or fees levied by the State.
9. JOHANSON GROUP assumes sole responsibility for completion of the work undertaken
pursuant to this Agreement. CITY OF FAYETTEVILLE shall consider JOHANSON GROUP the
sole point of contact with regard to contractual matters. Subcontracting of any part of the work or
service contemplated by this Agreement may not be entered in by JOHANSON GROUP without
prior written approval by CITY OF FAYETTEVILLE.
10. No assignment or transfer of this Agreement or any right accruing here under shall be
made in whole or in part by JOHANSON GROUP without the express written consent of CITY
OF FAYE1'IEVILLE.
11. Freedom of Information Act: CITY OF FAYETTEVILLE contracts and documents
prepared while performing city contractual . work are subject to the Arkansas Freedom of
Information Act. If a Freedom of Information Act request is presented to the CITY OF
FAYETTEVILLE, the contractor will do everything possible to provide the documents in a
prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A.
25-19-101 et. Seq.). Only legally authorized photocopying costs pursuant to the FOIA may be
assessed for this compliance. ,
CITY OF FAYETTEVILLE
RFP 06-06, Contract for Services
Page 2 of 3
12. Changes in scope or price: Changes, modifications, or amendments in scope, price or
fees to this contract shall not be allowed without a prior formal contract amendment approved by
the Mayor and the Fayetteville City Council in advance of the change in scope, cost or fees.
13. A waiver by either party of any breach of the provisions hereof shall not be deemed a
waiver of any succeeding breach of such provision or any other provision of this Agreement.
Should any term, provision or other part of this Agreement be declared illegal or unenforceable, it
shall be excised or modified to conform to the appropnate laws or regulations, and the remainder
of the Agreement shall not be affected but shall remain in full force and effect.
14. The provisions, covenants, and conditions in this Agreement apply to and bind the parties,
their legal heirs, representatives, successors and assigns.
15. No modification or amendment of the terms hereof shall be effective unless written and
signed by the authorized representatives of all parties hereto.
16. This Agreement constitutes the final and complete agreement and understanding between
the parties regarding the subject matter hereof. All prior and contemporaneous Agreements and
understandings, whether oral or written, are to be without effect in the construction of any
provisions or term of this Agreement if they alter, vary or contradict this Agreement. JOHANSON
GROUP and CITY OF FAYE ITLVILLE, their successors, executors, administrators and assigns
hereby agree to the full performance of the covenants herein contained.
WITNESS our hands this „,51h day of
JOHANSON GROUP
By:
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Punted Name & Title
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Printed Name & Tiile
April , 2006.
CI n F FAYE
EVILLE
Mayor
ATTEST:
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Sondra Smith, City Clerk
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CITY OF FAYETTEVILLE
RFP 06-06, Contract for Services
Page 3 of 3 ,
CITY OF FAYETTEVILLE
Attention: Purchasing Manager, Room 306
113 W. Mountain St.
Fayetteville, AR 72701
(479) 575-8220
CLASSIFICATION AND COMPENSATION SYSTEM
PHASE ONE - JOB DESCRIPTIONS
RFP #: 06-06
FEE PROPOSAL
VOLUME 2
Submission By:
JOHANSON 1 GROUP
2928 McKee Circle, Suite 123
Fayetteville, AR 72703
April 18, 2006
City of Fayetteville
CLASSIFICATION AND COMPENSATION SYSTEM
PHASE ONE - JOB DESCRIPTIONS
RFP #: 06-06
Time and Fees Summary
Estimated Hours:
Lead Consultant:
Co -Lead Consultant:
Job Description Developer
Employee Interviewer
Employee Interviewer
Professional Fees:
168 hours @ $125 per hour
60 hours @ $125 per hour
135 hours @ $40 per hour
24 hours @ $75 per hour
24 hours @ $75 per hour
Total Fixed Cost for Phase One Completion: Not to Exceed $30,000
Payment Schedule:
Invoice #1: $15,000
Invoice #2: $15,000
Due: June 1, 2006
Due: June 30, 2006
* Invoice #2 may be less than $15 000 based on the number of hours
associated with the employee interviews.
2
•
3
Position Title
Tenure
with
"JG"
Education
Resumes
Follow Table
Experience
Project Task
Estimated Hours
Billable
Hourly
Rate
Project
Consultant
Lead
7
years
M.B.A.
BSBA, H.R.
Ops:
27 years
& H.R.
Initial Planning Mtgs. - 12 Hrs.
$125
Review of Current City Position s
—16 Hrs.
Meetings
Managers
with Supervisors,
and Directors
— 8 Hrs.
Development of PAQ template
and Cover Letter —.4 Hrs.
Interview with Employees and
Mgmt. — 24 Hrs.
Review of PAQ's - 16 Hrs.
Benchmark Positions — 8 Hrs.
Job Descriptions Review -16 Hrs.
External Position Study — 24. Hrs.
Position Study Findings —16 Hrs.
Project One Reports —16 Hrs.
Project One Presentation - 8 Hrs.
Co -Lead
Consultant
20
years
M.B.A.
BSBA, H.R.
27 years
H.R. - Train.
Initial Planning Mtgs. - 8 hours
$125
Review of Current City Positions
— 8 Hrs.
Meetings with Supervisors,
Managers and Directors — 8 Hrs.
Interview with Employees and
Mgmt. —24 Hrs.
Benchmark Positions — 4 Hrs.
External Position Study — 4 Hrs.
Position Study Findings -4 Hrs.
Job
Developer
Descriptions
11
years
Equivalent to
; 2 yrs. College
15 years
Admin. Mgr..
Review of PAQ's and
Development of Draft Job
Descriptions — 120 Hrs..
$40
Finalized Job Descriptions-15Hrs.
Employee
Interviewer
2
years
M.B.A.
BSBA, Mgmt.
20 years
Interview employees to review
and validate PAQ's — 24 Hrs.
$75
Employee
Interviewer
2
years
M. Ed.
BSBA, Bus.
18 years
Interview employees to review
and validate PAQ's — 24 Hrs.
$75
•
Michele Bechhold
Submitted By
City of Fayetteville
Staff Review Form
City Council Agenda Items
or
Contracts
April 25, 2006
City Council Meeting Date
Human Resources
Division
Action Required:
R65
Y/7-5/66
77-06
JohaA§oa
&muP/Say
Operations
Department
Staff recommends approval of a contract with Johanson Group in the amount of $30,000 for the identification of
salary survey benchmark jobs and development of updated job descriptions for'all City positions.
$30,000
Cost of this request
1010.1210.5314.00
Account Number
Project Number
Budgeted Item
XX
97,529.00
Category / Project Budget
21,847.00
Funds Used to Date
$ 75,682.00
Remaining Balance
Budget Adjustment Attached
Services and Charges
Program Category / Project Name
Human Resources
Program / Project Category Name
General
Fund Name
Department erector
City Attorney
Financeand Internal Service Director
r
Comments:
Date
6 A Previous Ordinance or Resolution #
Original Contract Date:
Original Contract Number:
4-2 4
Date
Date
Received in Cit
MEr
Y �a e eviAle
ARKANSS
CITY COUNCIL AGENDA MEMO
Special City Council Meeting April 25, 2006
TO:
THRU: Gary Dumas, Operations Direct
FROM: Michele Bechhold, Human Resources
DATE. April 18, 2006
SUBJECT: Approval of a Contract with Johanson Group for Consulting Services
Mayor Dan Coody and the City Council
•
Recommendation
Staff recommends approval of a contract with Johanson Group in the amount of $30,000 for the
identification of salary survey benchmark jobs and development of updated job descriptions for
these positions and all other City positions. Scope of work for this contract also includes a
comparative study of the numbers and titles of position descriptions within the City and within
other cities offering similar services.
Background
In February, Staff made a recommendation to Council that the City retain a consulting firm to
completely rework the classification and compensation program. Through the 2005 salary
survey process a number of questions were raised about the City's compensation practices.
• What is the City's compensation philosophy?
•What are the appropriate labor markets to survey?
• Should cost of living oncost of labor adjustment factors be applied to survey data?
• How should the value of benefits be considered?
• Should the voluntary quit rate impact implementation of the salary survey results?
In March, Mayor Coody appointed four Council members to serve on an Ad Hoc Compensation
Committee. This Committee is charged with developing a recommendation which offers a
citywide compensation philosophy and defines labor markets for the salary survey process for
Council consideration. Members of this Committee will also participate in the selection of
consulting firms to update the City's entire.classification and compensation system.
The Committee has encouraged employees to provide them with feedback about the
compensation and benefit plans by email, comment forms and scheduled group meetings. The
last employee feedback meeting is scheduled for April 20. The Committee has also requested
management's position on key policy components. Following the April 20 meeting, the
Committee will begin to formulate its recommendations to City Council.
Discussion
At the March 30 committee meeting the project timeline was discussed. The City's stated goal
is to have the consultant's report of implementation costs for the new classification and
compensation program by September 15, 2006. The Committee and Staff discussed bidding
the project out in phases in order to keep moving forward while the Committee continues its
work on the recommendation to Council. It was determined that this approach would best
support the City's timeline. The Committee directed Staff to initiate the professional selection
process for a consultant to define the benchmark jobs for the salary survey and update these
job descriptions as well as all City job descriptions. The Request for Proposals was issued on
April 4 and the bid opening was set for April 19 at 4:OOpm. On April 21 the Selection Committee
met and selected the Johanson Group.
Procurement Method
This firm was selected following a professional selection method which included the required
notification/advertisement process. Three proposals were received and are listed below.
Firm
Location
The Archer Company
Rock Hill, South Carolina
Johanson Group
Fayetteville, Arkansas
K.R. Moore & Associates
The Woodlands, Texas
Budget Impact
The 2006 Human Resources budget contains $30,000 for the review of the City's compensation
plan.
Staff is available to answer any questions you may have.
RESOLUTION NO.
A RESOLUTION APPROVING A CONTRACT IN THE AMOUNT
OF $30,000.00 WITH JOHANSON GROUP TO IDENTIFY SALARY
SURVEY BENCHMARK JOBS AND DEVELOP UPDATED JOB
DESCRIPTIONS FOR ALL CITY POSITIONS.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas
hereby approves a contract in the amount of $30,000.00 with Johanson Group to
identify salary survey benchmark lobs and develop updated job descriptions for
all city positions. A copy of the contract, marked Exhibit "A' is attached hereto
and made a part hereof.
PASSED and APPROVED this 25th day of April, 2006.
DAN COloDY, Mayor
ONDRA SIVIITHOICity Cl r
CONTRACT FOR SERVICES
Classification and Compensation System, Phase One -Job Descriptions
This Agreement is made and entered into by and between the CITY OF FAYETTEVILLE,
Arkansas, 113 W. Mountain Street, Fayetteville, AR, 72701 and JOHANSON GROUP, 2928
McKee Circle, Suite 123, Fayetteville, AR 72703; and
WHEREAS, the Fayetteville City Selection Committee, after reviewing responses to Request
for Proposal 06-06 and interviewing finalists, selected JOHANSON GROUP on April 21, 2006, to
conduct a Classification and Compensation System, Phase One: Job Descriptions for the CITY OF
FAYETTEVILLE; and, _
WHEREAS, the JOHANSON GROUP desires to conduct the Classification and
Compensation System, Phase One: Job Descriptions for the consideration set forth below.
NOW THEREFORE, the CITY OF FAYETTEVILLE and JOHANSON GROUP agree to
the promises, conditions, terms and agreements set forth below:
1. JOHANSON GROUP agrees to provide all the staff, facilities, materials equipment and
labor necessary to carry out, in good faith, the complete requirements of the project specified in
strict conformity with all sections of the RFP # 06-06, whose program services together with the
Consultant's Proposal, the Advertisement for Bids, Instructions to Proposers, General Conditions,
Representations, this Agreement, and all addenda hereto, shall form essential parts of this
Agreement as if fully set forth and contained herein.
2. JOHANSON GROUP agrees to commence the project included in this Contract on a date
to be specified in a written Notice to Proceed and shall be fully completed with the project no later
than June 30`s, 2006.
3. JOHANSON GROUP agrees to submit a progress report to Fayetteville City Council at
each of their regular agenda sessions to keep them informed of the status of the project until its
completion.
4. CITY OF FAYE 11EVILLE agrees to pay JOHANSON GROUP, for the performance of
this Contract in accordance with the Fee Schedule, attached, in an amount not to exceed Thirty
Thousand Dollars, ($30,000.00)
5. CITY OF FAYETTEVILLE and JOHANSON GROUP agree that the RFP #06-06, the
Consultant's Proposal, the Advertisement for Bids, Instructions to Proposers, General Conditions,
Representations, this Agreement, and all addenda hereto annexed or attached, form the Contract
and are as fully a part of the Contract as if attached or herein repeated.
CITY OF FAYETTEVILLE
RFP 06-06, Contract for Services
Page 1 of 3
6. CITY OF FAYETTEVILLE shall have 30 working days from approval by the Project
Manager in which to pay JOHANSON GROUP; subject to any documentation requests by CITY
OF FAYETTEVILLE as necessary to allow CITY OF FAYETTEVILLE to evaluate the
completeness and accuracy of monies due.
7. To the fullest extent permitted by laws, statutes, rules and regulations, JOHANSON
GROUP shall indemnify and hold harmless CITY OF FAYETTEVILLE, and its Officers,
Directors, Employees, Agents, and other Consultants of each and any of them from and against
claims, costs, damages, losses, and expenses, including but not limited to all fees and charges of
attomeys and other professionals and all court costs, arising out of or resulting from performance
of the Work, but only to the extent caused in whole or in part by acts or omissions of JOHANSON
GROUP, its Officers, Directors, Employees, Agents, and anyone directly, or Indirectly employed
by them or anyone for whose acts they may be liable, regardless of whether or not such claim, cost,
damage, loss, or expense is caused in part by a party indemnified hereunder, except that no party
shall mdemnlfy any other party for the other party's sole negligence. Such obligation shall not be
construed to negate, abridge or reduce other rights or obligations of indemnity which would
otherwise exist as to a party or person described in this Paragraph nor to have any effect upon the
city's statutory immunity.
8. JOHANSON GROUP agrees to comply with the laws of the State of Arkansas.
JOHANSON GROUP agrees to subject itself to the jurisdiction and venue of the Courts of
Washington County, State of Arkansas as to all matters and disputes ansing or to anse under this
Agreement and the performance thereof, including all issues relating to liability for taxes, licenses
or fees levied by the State.
9. JOHANSON GROUP assumes sole responsibility for completion of the work undertaken
pursuant to this Agreement. CITY OF FAYE1 IEVILLE shall consider JOHANSON GROUP the
sole point of contact with regard to contractual matters. Subcontracting of any part of the work or
service contemplated by this Agreement may not be entered in by JOHANSON GROUP without
prior written approval by CITY OF FAYETTEVILLE.
10. No assignment or transfer of this Agreement or any right accruing here under shall be
made in whole or in part by JOHANSON GROUP without the express written consent of CITY
OF FAYETTEVILLE.
11. Freedom of Information Act: CITY OF FAYETTEVILLE contracts and documents
prepared while performing city contractual work are subject to the Arkansas Freedom of
Information Act. If a Freedom of Information Act request is presented to the CITY OF
FAYETTEVILLE, the contractor will do everything possible to provide the documents in a
prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A.
25-19-101 et. Seq.). Only legally authorized photocopying costs pursuant to the FOIA may be
assessed for this compliance.
CITY OF FAYETTEVILLE
RFP 06-06, Contract for Services
Page 2 of 3
12. Changes in scope or price: Changes, modifications, or amendments in scope, price or
fees to this contract shall not be allowed without a prior fornial contract amendment approved by
the Mayor and the Fayetteville City Council in advance of the change in scope, cost or fees.
13. A waiver by either party of any breach of the provisions hereof shall not be deemed a
waiver of any succeeding breach of such provision or any other provision of this Agreement.
Should any term, provision or other part of this Agreement be declared illegal or unenforceable, it
shall be excised or modified to conform to the appropriate laws or regulations, and the remainder
of the Agreement shall not be affected but shall remain in full force and effect.
14. The provisions, covenants, and conditions in this Agreement apply to and bind the parties,
their legal heirs, representatives, successors and assigns.
15. No modification or amendment of the terms hereof shall be effective unless written and
signed by the authorized representatives of all parties hereto.
16. This Agreement constitutes the final and complete agreement and understanding between
the parties regarding the subject matter hereof. All prior and contemporaneous Agreements and
understandings, whether oral or written, are to be without effect in the construction of any
provisions or term of this Agreement if they alter, vary or contradict this Agreement. JOHANSON
GROUP and CITY OF FAYETTEVILLE, their successors, executors, administrators and assigns
hereby agree to the full performance of the covenants herein contained.
WITNESS our hands this day of , 2006.
JOHANSON GROUP CITY OF FAYETTEVILLE
By: By:
DAN COODY, Mayor
Printed Name & Title
ATTEST: ATTEST:
Printed Name & Title
Sondra Smith, City Clerk
CITY OF FAYETTEVILLE
RFP 06-06, Contract for Services
Page 3 of 3
Mayor: Department Direct2 Purchasing Manager:
Finance & Internal Services Director: Budget Manager: IT Manager:
Dispatch Manager: - Utilities Manager: Other:
Special Instructions:
-sNc(0 m V 0) 0 a Cu N
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3
Requester:
Pam Ferguson••• -•
7
'Vendor#:
City Of Fayetteville
(Not a Purchase Order)
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CO
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Consultant for Job
Classification system
rDescription -_
Quantity
Vendor Name:
Johanson Group -
Lot
Unit of Issue
State:
Unit Cost I
1
0
o
o
$0.00
a
0
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to
0
0
0
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0
0
0
$0.00
99
0
0
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0
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$0.00
$0.00
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0
.
0
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Extended Cost
1010 1210 533
14.00
Account Numbers
Requester's .Employee #
2134
N
0
0
0
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CD
Fob Point:
II -
0
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0
Subtotal: $30,000.00
Tax:
Total: . $30,000.00
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Inventory #
Quotes Attached
Yes: No:
Expected Delivery Date:
Date:
4/21/2006
Fixed Asset #
Clarice Pearman - Res. 77-06 Page 11
From: Clarice Pearman
To: Bechhold, Michele
Date: 4.27.06 4:15PM
Subject: Res. 77-06
•
Michele,
Attached is a copy of the above resolution passed by City Council, April 25, 2006. I will forward to you
one of two original agreements via interoffice mail and I will also forward your original purchase requisition
to audit.
CC: Audit