Comprehensive Salary Study RFP - City of Waterville

CITY OF WATERVILLE

REQUEST FOR PROPOSALS

COMPREHENSIVE BENEFIT AND SALARY STUDY

  1. PURPOSE

The City of Waterville invites qualified consulting firms to submit proposals to conduct a comprehensive benefit and salary study, as described in this request for proposals (RFP).  All questions relative to the RFP should be directed to:

Bobbie-Jo Green

Human Resource Officer

6 Wentworth Court

Waterville, ME 04901

(207) 680-4215

bgreen@waterville-me.gov

City HR office hours are Monday through Friday, 7:00 a.m. to 4:00 p.m. Eastern Time.  

  1. DEADLINE FOR THE SUBMISSION OF PROPOSALS

All proposals must be submitted to SalarySurvey@Waterville-me.gov no later than 4:00 p.m. Eastern Time on Tuesday, October 5, 2021 via email as two (2) password protected PDF files labeled as follows:

  • Comprehensive Benefit and Salary Study – Technical Proposal Narrative
  • Emails must contain contact information of submitters. Waterville HR will contact submitters of timely received proposals to acquire passwords. Late proposals, any not containing contact information or any whose contacts prove to be unreachable to obtain passwords will not be opened and submitters will be so informed via email. 

Properly submitted proposals will be publicly opened at 9:00 a.m. Eastern at Waterville HR on Wednesday, October 6, 2021.

Narrative Proposals will be evaluated on the basis of the following criteria:

  • Their conformance with the requirements of this RFP
  • Their completeness, clarity, and quality
  • The soundness of their proposed methodology
  • The Proposer’s length of time performing such studies
  • The experience of the Proposer based on the number of similar studies performed
  • The Proposer’s experience in Northern New England municipal environments, Maine in particular
  • The reports of contacted references

The City will open only those Cost Proposals of the highest scoring Narrative Proposals. An award will be made to the Proposer whose Narrative and Cost combined best match the needs of the City.

  1. BACKGROUND

The City of Waterville, located in the heart of Central Maine, with a population of 16,600, is the service center of the upper Kennebec River valley. Nestled on the banks of the Kennebec and equidistant from mountain skiing and the coast of Maine, Waterville is a bustling small city experiencing a major cultural and economic renaissance. As home to Colby College, one of the country’s leading private small liberal arts colleges, and Thomas College, Maine’s leading business higher education institution, the city presents a blended academic, commercial, and manufacturing economy on the move.

The need for this study is brought about by the changing economy in Central Maine, with which the City has not kept pace for over a decade, and which has led to difficulties recruiting and retaining city staff.

The City maintains a workforce of 110 full-time and 3 part-time employees. The positions held by this workforce are those to be evaluated (see Attachment C).

       The City offers the following benefits (see Attachment A for details):

  • Health Insurance
  • Dental Insurance
  • Life Insurance
  • Vision Insurance
  • Income Protection
  • Health Reimbursement Accounts
  • AFLAC
  • Tuition Reimbursement
  • Health Facility Memberships
  • Disability Insurance
  • Medical/Dependent Care Reimbursement Accounts
  • MainePERS Retirement System
  • 457 Deferred Compensation Plan
  • Roth IRA
  • Employee Assistance Program

 

  1. OBJECTIVES

The City seeks proposals from qualified consulting firms experienced in the conduct of comprehensive personnel and salary studies.  This study is to include all employee classes listed in Appendix C. 

The study has the following objectives:

  1. Determine the degree of compliance of all existing job descriptions with applicable Federal and State laws and regulations
  2. Determine the accuracy of job descriptions to the nature and extent of work being performed
  3. Determine the appropriateness of listed tasks to title and description
  4. Categorize positions based on degrees of responsibility
  5. Using a market survey and research into pay and benefits provided in surrounding and area municipalities and private companies, determine reasonably competitive salary ranges and benefits for all categories
  6. Recommend adjustments to City job descriptions and pay scales consistent with the results of Objective #5
  1. DELIVERABLES

Listed below are the required deliverables of the study.

  1. A complete package of updated and compliant job descriptions for all categories of positions
  2. A data set of all information used to develop the recommended compensation ranges
  3. A compendium of recommended pay ranges and benefits for each category of positions along with an explanation of the logic employed to arrive at the recommendations
  4. A public presentation of the results of the study and the accompanying recommendations
  1. PRE-PROPOSAL CONFERENCE – ATTENDANCE REQUIRED

A conference for firms interested in submitting proposals will be held via Zoom at 2:00pm Eastern, on Tuesday, September 21, 2021.  ATTENDANCE IS REQUIRED to be pre-qualified as a Proposer. The conference will be recorded and be available for viewing on the City’s website.

  1. INFORMATION REQUIRED OF PROPOSERS

Proposals must contain the following.

  • In the Technical Proposal PDF …
  1. An Introduction and Overview of the proposal containing:
  1. Firm name and address
  2. Contact Name and reliable contact information
  3. A narrative of the Proposer’s understanding of the work to be done
  4. The names, titles and contact information of persons authorized to make representations for the Proposer
  5. A general description of the firm, including form of ownership, organizational structure, types of consulting services rendered, types of clients, number of professional employees, areas of specialization, and location of office(s) which will perform the work
  6. Resumes of persons assigned to the study
  1. A description of relevant consulting assignments similar to the type requested herein completed by the firm within the last three (3) years.  The description must include:
  1. Name of client
  2. Year of the engagement, and length of time to complete the study
  3. Nature of the services rendered
  4. Size and nature of work performed by the workforce     
  5. Professionals assigned to the engagement who are also proposed to serve on this engagement
  6. Client references including contact person and contact information
  1. A summary of the approach that will be employed in undertaking and completing this assignment
  2. A proposed timeline for each part of the work involved in this study
  3. Identification of the extent, if any, to which City of Waterville employees will be needed to perform any functions involved in this study
  • In the Cost Proposal PDF …
  1. A lump sum, all costs included fee to be charged, listing all direct and indirect costs by category of expense
  2. The following additional information on firm letterhead:
  1. Name of the firm
  2. Certified, signed proposal by a person authorized to represent the firm, submit the bid, and sign the contract with the City of Waterville
  3. Progress payment schedule, if any
  1. EVALUATION PROCEDURES

Proposal evaluators will be the City Manager, the Finance Director, the Human Resources Officer, and other designee(s) as appointed by the City Manager.

A point formula will be used during the review process to score the technical proposal. The technical proposal will be assigned a maximum of seventy (70) points while a maximum of thirty (30) points will be assigned to cost proposal. 

Each evaluator will independently grade the technical proposal.  After all evaluations of the technical proposal have been completed, the scores from the individual evaluators will be tabulated and an average score assigned to each firm’s proposal and a natural breakpoint among the scores will determine those proposals to be involved in cost proposal consideration. 

The proposal with the lowest price will be awarded 30 points. Others being considered will be assigned lesser points on a proportional scale.

A composite score will be assigned and a recommendation, if one is to be made, will be made based on the overall evaluation process.  Should two proposals be very close it may be possible that those proposers may be called upon to make presentations.

The basis for awarding points will be as follows:

  • For the Technical Proposal – Maximum of 70 points
  1. The firm’s experience and performance on similar studies involving other municipalities in Maine (Maximum – 15 points)
  2. The firm’s experience and performance on similar studies involving municipalities outside of Maine (Maximum – 5 points)
  3. The firm’s experience and performance on similar studies for other governmental non-profit agencies both inside and outside of Maine (Maximum – 10 points)
  4. The firm’s experience and performance on similar studies for private sector business concerns (Maximum – 10 points)
  5. The caliber of the firm’s professional personnel proposed to be assigned to this engagement (Maximum – 15 points)
  6. Clarity and adequacy of proposed approach to performance of the study (Maximum – 15 points)
  • For the Price Proposal – Maximum of 30 points

Cost alone will not be the determining factor in selection of the recommended firm.

Final Selection

The final decision as to the firm selected, if any, rests with the Waterville City Council.

Right to Reject Proposals

Submission of a proposal indicates acceptance by the proposing firm of the terms and conditions stated herein unless any exception is clearly and specifically noted in the letter of transmittal of the RFP.  Any such exception must be mutually agreed upon by the firm and the City of Waterville in any final contract.

The City of Waterville reserves the right without prejudice to reject any or all proposals.

For more information, please visit https://www.waterville-me.gov/request-for-proposals-comprehensive-benefit-and-salary-study/





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