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HomeMy WebLinkAboutAgreements/Contracts - Human ResourcesGRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT: Human Resources DATE: 3/12/25 REQUEST SUBMITTED BY: Decorah Anderson -Cook PHONE: 4909 CONTACT PERSON ATTENDING ROUNDTABLE: Decorah Anderson -Cook CONFIDENTIAL INFORMATION: ❑YES ©NO UT •JJL =_ :41 ------ ­1111111-IN-1 -3 ®Agreement / Contract ❑AP Vouchers ❑Appointment / Reappointment ❑ARPA Related Fol Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget ❑Computer Related ❑County Code ❑Emergency Purchase El Employee Rel. ❑ Facilities Related ❑ Financial ❑ Funds ❑ Hearing ❑ Invoices / Purchase Orders ❑ Grants — Fed/State/County ❑ Leases ❑ MOA / MOU ❑ Minutes ❑ Ordinances ❑ Out of State Travel ❑ Petty Cash ❑ Policies ❑ Proclamations R Request for Purchase ❑ Resolution ❑ Recommendation ❑ Professional Serv/Consultant ❑ Support Letter ❑ Surplus Req. ❑Tax Levies ❑Thank You's ❑Tax Title Property ❑WSLCB *zajg-��* �3 lilt - -------------------- -------- NNINW1 TiLl M*yf:: 4 IN A M11 As requested, by the BOCC an RFP was for the Wage --- -- --- Compensation study was posted. As result we received one submission for $230,400. Please see attached. If necessary, was this document reviewed by accounting? ❑ YES legalLEGAL REVIEW: It this document requires legal '#r revie-w. prlq- If necessary, was this document reviewed by legal? © YES ❑ NO DATE OF ACTION: APPROVE: DENIED ABSTAIN D1: tz D2: D3: El NO ON/A DEFERRED OR CONTINUED TO: LTl ■ j :. , ❑ N/A 4/23/24 z < I ; 'A'- t T CO\ Z Or WASVING/ Request for Proposal Compensation Study Consulting Services (RFP No. GC-2025-HR1) Project Approach Prepared for: Grant County Prepared by: Compensation Connections LLC Shannon Drohman, Principal shannon@compensationconnections.com 206-946-8056 8830 Norman Ave SE Snoqualmie, WA 98065 February 25, 2025 Grant County Request for Proposal Compensation Study Consulting Services Project Approach Table of Contents Methodology................................................................................................................. 3 Project Workplan and Schedule ................................................................................... 5 WorkHistory ................................................................................................................. 9 (fen cation Grant County onmnpections* RFP No. GC-2025-HR1 Compensation Study Consulting Services C Task 1 — Project Kick Off We will begin the project with a kickoff meeting with the County's project team to discuss the deliverables, timeline, communication and transparency about the project, leadership engagement, the County's competitive market, and current issues that may affect the work. We will also examine the organization's classification and compensation program documentation, any prior pay analysis, any existing total rewards philosophy and strategy documents, labor agreements, and other relevant and related documents, analysis, policies, and procedures. We will provide the County with recommendations for comparator organizations based on population, budget size, and our learnings of the County's competitive market. As part of Task 1, we will finalize a detailed project workplan with milestones, project activities, and target due dates. We'll also schedule regular project update meetings. During these meetings, we can discuss the status of the project including any risks or derailers related to communication and/or engagement. We like to identify potential issues as soon as possible, while there is time to avoid or mitigate the situation. (4. 1.b.a. 1) We would review all 497 positions in the Job Grade Structure. Jobs will be organized into job families, and placement will be confirmed on the job worth hierarchy. We will create job leveling guides and/or job matrixes as part of the job worth hierarchy, which will help ensure consistency across the organization and provide a structure which can be maintained long-term. (4.1.b.b.1) We will review the County's policy and procedures for maintaining the classification program and make recommendations for improvements including creating a standardized format and guideline for HR to manage position change requests. (4.1.b.b.2) We will also review the County's current appeal procedure and make recommendations for the appeals process. (4.1.b.b.2.a.) All recommendations will be summarized into a report and presented to the project team for review. (4.1.b.b.3) Task 3 —Compensation Study Market Research Once the classifications/job descriptions are grouped into job families, we will meet with the project team to finalize the comparable organizations list. (4.1.b.c.1) It is common practice to identify a subset of jobs to include in a compensation study. Employers usually do this because the total number of jobs they have isn't practical to include in a study, one► en ation s Grant County C�nnection RFP No. GC-2025-HR1 Compensation Study Consulting Services especially a study involving custom research and direct outreach to other err suggest utilizing 200 benchmark classifications for this study. Working with the County's project team, we will identify the 200 classifications for benchmarking and determine up to 8 comparable employers. We will also work with the project team to identify the best approach for the County's market position. (4.1.b.c.2,3) We will then develop the data collection template which will include base salary and additional pay information for each comparator as specified by the County. (4.1.b.c.4) The research will include an initial search for information from each comparable organization's website and outreach to the comparator agencies, as needed, to fill any gaps in the data. We will compare the County's job descriptions/classifications with the job documents at the comparator organizations to determine appropriate job matches. We will focus on the purpose, essential functions, and qualifications to identify comparable jobs and we will ask the County's project team to validate our job matching. (4. 1. b. c. 6) Compile and Analyze Data Once job matching reviews are final, we will compile, scrub, and analyze all the market research data. If we identify anything unusual in the data, we will follow up with the comparable employer to clarify the data to ensure its accuracy and validity. We anticipate utilizing the Economic Research Institute's geographic cost of labor assessor to determine applicable geographic differentials for the comparable pay data. This will normalize pay to the Grant County labor market. We will work with the County's project team to arrive at those differentials. We will preview the analysis and initial findings with the project team once the data is prepared. (4.1.b.c.6.a) Salary Structure and Pay Placement Using the base pay market data as an anchor, we will review the existing salary structure and recommend updates that align with the external market and any applicable policies. (4.1.c.6.a) We will meet with the project team to discuss potential options for the salary structure design and work together to reach a recommended approach, including slotting non -benchmark jobs into the structure. As part of assigning positions to the structure, we will pay particular attention to compression and the relationship of positions to each other within a job family (job hierarchy) and across the organization. (4.1.b.c.5) An analysis will then be performed, comparing employees' current pay to the proposed grade/range for their positions within the recommended salary structure. (4.1.b.c.7) We will meet with the County's project team to review the initial findings of the pay analysis. Recognition and Rewards Guidance We will also work with the project team to identify your goals and priorities for recognizing and rewarding increased competencies, skills, and performance. We will review the County's desired outcome and make recommendations based on industry best practice. mp n'Mi n Grant County C�nnecfions' RFP No. GC-2025-HR1 Compensation Study Consulting Services In addition, we will review the County's compensation policies and practices recommendations including starting pay placement, step progression d1 1u 1 1 1c1 1` increases, promotional increases, pay compression, employee retention, hard -to -fill positions, and market adjustments. (4. 1.b.c.8, 10. a-e, 11.a-g.) Initial recommendations will be presented to the project team. (4.1.b.c.9.a.) FLEA Assessment For the FLSA assessment, we will work with the project team to create a list of positions to review as not all positions will pass the salary threshold and some executive level positions clearly meet the exemption criteria. We estimate that 250 positions will need an FLSA assessment. We will assess the position job documentation of each selected position against our exempt test rubric to determine the status that best fits the position. The rubric is based on the current job duties test and considers Federal and State regulations and guidance. Throughout the FLSA assessment phase, we will ask the project team to clarify job content as needed to accurately evaluate exempt status. After the positions have been analyzed for FLSA designation, we will prepare a summary report that includes our methodology, a list of each position and its recommended status including those that were not assessed because of the salary threshold or executive status, and the FLSA analysis rubric for each completed assessment. (4. 1.b.c. 1 O.f) Task 4 - Implementation Options We will present the project team with different options including costs, budget impact data, and implementation strategies. We will work with the project team to develop the final recommendation for implementation. For the conclusion of the project, we will finalize the market study report summarizing the project methodology, findings, and recommendations. The County's project team will be asked to review the report and provide feedback. In addition to the narrative in the report, we will provide a detailed Excel workbook that contains all the market research, pay structures, employee pay analysis, and pay implementation options/costing. All recommendations will be discussed with the County's project team before being finalized. (4.1.b.g.1-5) Project Workplan and Schedule The following chart outlines the major project activities and milestones, key deliverables, and our proposed timing. The dates in the table below may change depending on when the project starts. We will work with the County's project team to determine the final project timeline and detailed workplan during Task 1 - Project Kick Off. &nnedions' `mP ation Grant County RFP No. GC-2025-HR1 Compensation Study Consulting Services Project Proposed Timing Task 1 — Project Kick Kickoff meeting April (project Off • Detailed project workplan start date is • Regularly scheduled status meetings TBD) Task 2 — Drafts a is new and revised April -June Classificationof Study classification ss Icatlon specifications • Job family matrixes • Report findings and recommendations Task 3 — List of comparable jurisdictions p J July- October Compensation Stud p y Benchmark jobs list Market Research • Initial job matching • Final job matching • Market data research Task 3 — Study CompensationScrubbed/analyzed market data October Compile and Analyze p y • List of geographic cost of labor Data differentials • Initial findings Task 3 — . Salarystructure options p November Compensation Stud p y • Recommended salarystructure Salary Structure and Job hierarchy Pa Placement y job Outline of slottin•slotting process • Compression mitigation recommendations Task 3 — Compensation Study Recognition n r g a d awards analysis and November Recognitiondesign and g n Guidance • Support and guidance on findings andRewards remediation • Report on recommendations • Maintenance plan Task 3 — FLSA Assessment October - ComCompensation Stud p y Summary report December FLSA Assessment Task 4 — Implementation p Initial recommendations / December Options implementation options p p • Draft market study report • Final market study report • Excel workbook with details • Draft project summary presentation • Final project summary presentation omp nsation Grant County &nnections'RFP No. GC-2025-HR1 Compensation Study Consulting Services The chart below provides a visual representation of the proposed project estimated time to complete the project is based on the client's ability tc N, vV,u1—,- Qs, necessary information or resources on a timely basis. Any delay in the provision of the necessary materials will result in the project schedule being amended. 41/9025 .'Ya'z 212= 5 & 2i'a.yt..a ,.3, .., s5 10%4122 t 22 Task 1: Ptcled Kick Off lask -,sir4.` ptement-doi..Options FUILA A`sessm"Pit Risk Management At the beginning of the project, we will discuss potential speedbumps and derailers with the project team. It would also be helpful to understand roadblocks encountered in past projects. Throughout the project, we will periodically and proactively assess the project for potential issues. The project team may also surface possible issues. Areas of concern could be related to schedule, communication, and scope creep. While we will raise significant issues immediately with the project team, our plan is to track potential problems/risks/challenges and discuss them during regular project update meetings. As part of these conversations, we will assess each issue's status and determine the priority of new ones. We will work with the project team as needed to evaluate potential issues. Our process will include determining the root cause(s), potential scope of impact, severity of impact, and likelihood of occurrence. We would then assess each issue against a risk matrix to establish priorities - addressing high risk items first. To move toward resolution, we would work with the project team to identify who needs to be involved to determine possible solutions, investigate/research if needed, develop options for resolving or mitigating the issue as applicable, and present to the project team for consideration. Pricing Please refer to our transmittal letter for Exhibit A, which summarizes our pricing proposal. The chart below provides more detailed pricing information, including an outline of the major project activities and the estimated hours and cost for each. This estimate is based on a rate of $240 per hour. We do not differentiate billable rates by consultant. Our standard practice with public sector organizations is to invoice on a monthly basis for work completed in the month. We are open to other invoicing arrangements. o pen sat i n Grant County C;nnedion RFP No. GC-2025-HR1 Compensation Study Consulting Services We made our best efforts to estimate hours based on the scope of work in t can adjust the hours up or down given the needs of the County. Project Activity, Hours, and Cost Project Activity Hours Cost Task 1 — Project Kick Off Kick-off meeting. Project workplan. Regularly 25 $6,000 scheduled status meetings. Task 2 — Classification Study Job family and job worth hierarchy review including job level guide/matrixes. Position change request 200 $48,000 guidelines and appeal process review. Report of findings. Task 3 — Compensation Study Market Research List of comparable jurisdictions. Select benchmark 535 $1281400 jobs. Initial job matching for up to 200jobs. Final job matching. Market data research for up to 8 comparator organizations. Task 3 — Compensation Study Compile and Analyze Data 10 $2,400List of geographic cost of labor differentials. Scrubbedlanalyzed market data. Initial findings. Task 3 — Compensation Study Salary Structure and Pay Placement Salary structure options. Recommended salary 30 $7,200 structure. Alignment with job hierarchy. Outline of Job slotting process. Compression mitigation recommendations. Task 3 — Compensation Study Recognition and Reward Guidance 15 $3,600 Policy analysis and recommendations. Compensation philosophy. Maintenance plan. Report on findings. Task 3 — Compensation Study FLSA Assessment 125 $30,000 FLSA assessment for up to 250 jobs. Report of findings. Sub -Total for Task 3 715 $171,600 Task 4 — Recommendations and Report Initial recommendations / implementation options. Draft market study report. Final market study report. 20 $4,800 Excel workbook with details. Draft project summary presentation. Final p ect summaT presentation. Total 960 $2301400 ornpensation Grant County C;nnections' RFP No. GC-2025-HR1 Compensation Study Consulting Services Compensation Connections is a Seattle -area consulting firm advising organizations in matters related to total rewards. We are a woman -owned small business started by Nancy Kasmar and Shannon Drohman in 2014. Our team also includes twelve staff members who serve as consultants or analysts. All team members are employees of the firm; we do not use subcontractors. We have assisted hundreds of organizations with the overall design of compensation and rewards programs, market studies, pay equity analysis, job descriptions, FLSA assessment, classification systems, internal job evaluation, custom pay surveys, benchmarking studies, development or revision of pay structures, incentive plans, performance management systems, employee impact analysis, budget impact analysis, and implementation support. We have also led compensation policy and practice assessments for our customers. Most of our clients are in Washington, although we have clients across the U.S. Our clients vary in size from small start-ups to well -established organizations with thousands of employees. In addition to public sector employers, our client mix includes non-profit, engineering consulting, environmental science, education, construction, manufacturing, financial services, professional services, and healthcare. The following list highlights the public sector employers we have worked with in the last couple of years on projects relevant to the scope of work included in the RFP. ■ City of Edmonds ■ City of Seattle ■ City and County of Denver ■ Kitsap County ■ Snohomish County ■ Yakima County ■ ESD 101 Spokane ■ ESD 123 Tri-Cities ■ ESD 171 Wenatchee ■ PenMet Parks District ■ Puget Sound Clean Air Association ■ Olympic Region Clean Air Association ■ King County Library System ■ Kitsap Regional Library ■ Everett Housing Authority ■ King County Housing Authority ■ Port of Seattle ■ Tacoma Housing Authority Kitsap County: Denise Greer, HR Director: 360-337-4824 1 DGreer@kitsap.ov Compensation, key benefits, and pay practices market study. Included comparable organization research, pay structure design, and classification program support. Yakima County: Mayling Chin, Benefits & Compensation Manager: 509-574-2217 I mayling.chin@co.yakima.wa.us Compensation and benefits study including comparable organization, pay structure and classification design updates, implementation modeling. King County Library System: Tambra Dugaw, Human Resources Analyst: 206-317-78901 tddugaw a@kcls.ogr Compensation and benefits market study, classification program study, guidelines and standardizations, salary structure analysis and recommendations. C07nnections° ompensation Grant County RFP No. GC-2025-HR1 Compensation Study Consulting Services ..Connections'! ar�ipensation Cover Letter and Executive Summary February 25, 2025 Grant County Human Resources C/O Board of County Commissioners 35 C Street NW Ephrata, WA 98823 Attention: Decorah Anderson -Cook —Human Resources Director Djanderson@grantcounty.wa.gov Re: Response to RFP No.GC-2025-HR1 Compensation Study Consulting Services Compensation Connections LLC is pleased to respond to Grant County's Request for Proposal for Compensation Study Consulting Services. The study is expected to be a review of the countywide classification in job families and job worth hierarchy, FLEA assessment, and a review of the County's compensation program. The services will include a market study of comparable organizations, salary structure review and recommendations, and recommendations for a recognition and rewards program. Founded in 2014, Compensation Connections is a woman -owned small business advising public sector, non-profit, and for -profit organizations on their total rewards programs. We have worked with hundreds of employees that range in size from small start-ups to well -established organizations with more than 10,000 people. We've completed projects similar in scope to the County's study with other public sector employers. Compensation Connections has a proven track record of managing large classification and compensation study projects with multiple interested parties. Our clients consider us trusted and reliable partners and we are proud of the positive impact we've made by helping them achieve their goals. Since Grant County is seeking a variety of consulting support services, we propose staffing our engagement team with several people who can "mix and match" depending on the specific activities your organization needs at any given point in time. The proposed project team members all have experience working with public sector organizations, and most of the proposed team members have presented to leadership and elected officials. They demonstrate high technical competence in compensation, job analysis, pay equity, and total rewards. The attached narrative related to our approach intends to provide Grant County with a general understanding of how we approach the type of work described in the RFP. We understand that the activities included in the RFP are not an exhaustive list. Thank you for considering our response to your RFP. Please let us know if we can any questions or provide additional information. Best regards, t f �'--- Shannon ®rohman, Principal Compensation Connections LLC shannon@compensationconnections.com Office:206-946-8056 Cell:206-459-0119 8830 Norman Ave SE Snoqualmie, WA 98065 Attached: Exhibit A Exhibit B Project Approach EXHIBIT "All ACKNOWLEDGMENT, PROPOSAL PRICE AND SIGNATURE SHEET REQUEST FOR PROPOSAL TO Provide Compensation Study Consulting Services for GRANT COUNTY, WA I hereby acknowledge total familiarity with the entire Request for Proposals package for proposal GC- 2025-HR1. I am attesting I represent the firm submitting this proposal, that I am legally authorized to sign, execute, and bind the below named firm to said work and to complete this work and furthermore attest to any attached forms provided in the submission that they are current, complete, and represent the firm. Pricing will remain valid for 90 days from the submission date of the RFP. With my initials I acknowledge receipt of all addendums and understand it is the firm's responsibility to ensure all addendums were received. Addendums received (numbers, if any) Task 1 $ $6,000 Task 2 $ $48,000 Task 3 $ $171,600 Task 4 $ $4,100 Total $ $230,400 Interlocal Purchasing: It is also the intent of this bid document to make available to other local government entities of the State of Washington, by mutual agreement with the successful bidder and properly authorized interlocal purchasing agreements as provided by RCW 39.34, the right to purchase the same services, at the prices quoted, for the period of this contract. Each bidder shall 'Indicate on the Bid form in the space provided below if the firm will honor Political Subdivision orders in accordance with contract terms and conditions, in addition to orders from the county. (Zes:) we Grant County is an equal opportunity employer. Any successful Proposer must be so dedicated Date Signed. 2/24/25 Firm name: Compensation Connections LLC Representative: Shannon Drohman Signature: 3--- t 1--------7 MUST BE SUBMITTED WITH PROPOSAL EXHIBIT B NON -COLLUSION AFFIDAVIT (Fill out and return with proposal) N State of k-��A5W' County of ­11 �'�`01AA04being first duly sworn, deposes and says that: (1 (S)He is 0 L4 (Owner, Partner, Officer, Representative, or Agent) of e o t*,sAX% ro C 0,A A f t- ► s L the Respondent that has submitted the attached response. (2) (S)He is fully informed respecting the preparation and contents of the attached response and of all pertinent circumstances respecting such response. (3) Such a response is genuine and is not a collusive or sham. (4) Neither the said Respondent nor any of its officers, partners, owners, agents, representative, employees or parties in interest, including this affidavit, has in any way colluded, conspired, connived, or agreed, directly or indirectly, with any other Respondent, firm, or person to submit a collusive or sham respondent in connection with such contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Respondent, firm, or person, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against any person interested in the proposed contract. Signed 1—Y Title— Subscribed and sworn to before me this day of 2025 t0 f i.11 - i1522Title commission epres: 3' \IJ I MUST BIB SUBMITTED WITH PROPOSAL Canned contract subject to change -- Page 11 U KU N 20 '0 4.1 tkOTAR W IJ13LIC A A� 0