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:4IHIZJ
REQUEST SUBMITTED BY:Decorah Anderson -Cook PHONE: Ext 4909
CONTACT PERSON ATTENDING ROUNDTABLE: Decorah Anderson -Cook
CONFIDENTIAL INFORMATION: ❑YES ONO
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Approval and signatures are requested for the contract between Grant County and
Compensation Connections LLC, regarding wage compensation, totaling $230,400.
If necessary, was this document reviewed by accounting? ❑ YES ❑ NO 0 N/A
11111IF-% HAM
9
If necessary, was this document reviewed by legal? 0 YES ❑ NO ❑ N/A
DATE OF ACTION:
APPROVE: DENIED ABSTAIN
D 1:
D2:
D3:
DEFERRED OR CONTINUED TO:
WITHDRAWN:
RECEIVE
4/23/24 APR - 8 2025
GRANT COUNTY COMMISSIONERS
CONTRACT
THIS CONTRACT ("Contract"), entered into by and between GRANT COUNTY, duly
organized and operating under and by virtue of the Constitution and the laws of the State of
Washington, ("County"), and the Compensation Connections LLC ("Consultant"). This
agreement is for the project to develop services consistent with the attached Scope of Services
with budget and schedule.
WHEREAS, Compensation Connections LLC was the successful bidder responding to
the Request for Qualifications that was released and advertised by Grant County on January 31,
2025, for services to create a comprehensive compensation analysis of Grant County,
Washington.
WHEREAS, Grant County desires to contract with the Consultant to perform the
services described in the Scope of Services attached to this agreement in accordance with the
terms and conditions thereof;
NOW THEREFOR, the parties hereby agree as follows:
In consideration of the mutual promises and covenants contained herein, the parties
hereto agree as follows:
1.0 GOVERNING LAW
This agreement is entered into pursuant to and under the authority granted by the laws of
the State of Washington and any applicable federal laws. The provision of this
agreement shall be construed to conform to those laws. The Parties agree to comply with
all applicable local, state, federal laws, orders, regulations, and permits. Any action to
enforce the terms of this agreement shall be in the Superior Court of Grant County.
2.0 GENERAL SCOPE OF SERVICES
Task 1 — Project Kick Off
The consultant will provide compensation consulting services, starting with a project
kick-off 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.
The consultant will 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. The consultant 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, the consultant will finalize a detailed project work plan with
milestones, project activities, and target due dates. The consultant will schedule regular
Grant County RFP No. GC-2025-HR1
Compensation Study Consulting Service
Contract 04/01 /2025
project update meetings. During these meetings, they will discuss the proj ect's status,
including any risks or derailers related to communication and/or engagement. They will
identify potential issues as soon as possible while there is time to avoid or mitigate the
situation. (4. Lb.a. 1) "APPENDIX "B"
Task 2 — Classification Study Recommendations
The consultant will 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.
The consultant 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 that can be maintained long-term. (4. Lb.b. 1)
The consultant 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. Lb.b.2) The consultant will also review the County's current appeal procedure and
make recommendations for the appeals process. (4. Lb.b.2.a.) All recommendations will
be summarized into a report and presented to the project team for review. (4. Lb.b. 3)
Task 3 -- Compensation Study
Market Research
Once the classifications/job descriptions are grouped into job families, the consultant will
meet with the proj ect team to finalize the comparable organizations list. (4. Lb. c.1)
Identifying a subset of jobs to include in a compensation study is common practice.
Employers usually do this because the total number of jobs they have isn't practical to
include in a study, especially a study involving custom research and direct outreach to
other employers.. The consultant shall use 200 benchmark classifications unless
otherwise negotiated beforehand with the County.
Working with the County's project team, the consultant will identify the 200
classifications for benchmarking and determine 8 comparable County employers, unless
eight cannot be identified. If it is the case that eight cannot be identified it shall be
communicated to the County and a number of comparable counties shall be discussed
and agreed upon before proceeding. The consultant will work with the project team to
identify the best approach for the County's market position. (4. l.b.c.2,3) and develop the
data collection template, which will include base salary and additional pay information
for each comparator as specified by the County. (4. l.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. The consultant will compare the County's job
descriptions/classifications with the job documents at the comparator organizations to
determine appropriate job matches. The consultant will focus on the purpose, essential
Grant County RFP No. GC-2025-HR1
Compensation Study Consulting Service
Contract 04/01 /2025
functions, and qualifications to identify comparable jobs and will ask the County's
project team to validate our job matching. (4. Lb. c. 6)
Compile and Analyze Data
Once job matching reviews are final, the consultant will compile, scrub, and analyze all
the market research data. If the consultant identifies anything unusual in the data, they
will follow up with the comparable employer to clarify the data to ensure its accuracy
and validity. The consultant will utilize the Economic Research Institute's geographic
cost of labor assessor to determine applicable geographic differentials for the comparable
pay data. This will normalize pay for the Grant County labor market. The consultant will
work with the County's project team to determine those differentials. Once the data is
prepared, the consultant. will preview the analysis and initial findings with the project
team. (4.1.b.c.6.a)
Salary Structure and Pay Placement
Using the base pay market data as an anchor, the consultant will review the existing
salary structure and recommend updates that align with the external market and any
applicable policies. (4. I.c.6.a). The consultant 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, they will pay particular attention. to
compression and the relationship of positions to each other within a job family 0 ob
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. l .b.c.7) The
consultant will meet with the County's project team to review the initial findings of the
pay analysis.
Recognition and Rewards Guidance
The consultant will also work with the project team to identify the County's goals and
priorities for recognizing and rewarding increased competencies, skills, and performance.
The consultant will review the County's desired outcome and make recommendations
based on industry best practices. In addition, the consultant will review the County's
compensation policies and practices and provide recommendations, including starting
pay placement, step progression, merit increases, promotional increases, pay
compression, employee retention, hard -to -fill positions, and market adjustments.
(4.l.b.c.8, 10. a-e, I La-g.) Initial recommendations will be presented to the project team.
(4. Lb. c.9.a.)
FLSA Assessment
For the FLSA assessment, the consultant 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. It is estimated that 50
positions will need an FLEA assessment.
Grant County RFP No. GC-2025-HR1
Compensation Study Consulting Service
Contract 04/01 /2025
The consultant will assess each selected position's job documentation against their
exempt test rubric to determine the status that best fits the position. The nibric is based
on the current job duties test and considers Federal and State regulations and guidance.
Throughout the FLSA assessment phase, they 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, the consultant will prepare a summary report that
includes the 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.10.f)
Task 4 - Implementation Options
The consultant will present the project team with different options, including costs,
budget impact data, and implementation strategies. The consultant will work with the
project team to develop the final recommendation for implementation. For the conclusion
of the project, they 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, the
consultant 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)
3.0 PROFESSIONAL FEES
Fees for services for all professional, technical, and clerical personnel are based on the
time expended on the project consistent with established hourly rates for consultants and
subconsultants as expressed in Appendix A.
4.0 WARRANTY
In addition to any special warranties provided elsewhere in the Contract Document
and/or companion or applicable documents, the consultant warrants that all services it
performs pursuant to this Contract will conform to the care and skill ordinarily used by
members of the subject profession practicing under similar circumstances at the same
time and in the same locality.
The obligations under this Section shall survive completion.
5.0 INVOICES
Invoices for services performed will be submitted regularly. Payment will be due within
30 days of the date of the invoice.
6.0 TAXES
Fees for services and charges for reimbursable expenses are exclusive of any taxes or
similar assessments now or hereinafter imposed by any Federal, State, County or other
Grant County RFP No. GC-2025-HR1
Compensation Study Consulting Service
Contract 04/01 /2025
competent taxing authority (other than taxes assessed on any profit of Consultant). Any
such applicable assessments are in addition to amounts otherwise referred to herein.
7.0 EARLY TERMINATION OF SERVICES
The obligation to provide fiirther services under this agreement may be terminated by
either party upon thirty days' written notice in the event of substantial failure by the
other party to perform in accordance with the terms hereof through no fault of the
terminating party. In the event of any termination, Consultant will be paid for all
services rendered to the date of termination, all reimbursable and termination expenses.
8.0 SUCCESSORS AND ASSIGNS
The County and Consultant respectively bind themselves, their partners, successors,
assigns, and legal representatives of such other party hereto and to partners, successors,
assigns, and legal representatives of such other party in respect to covenants, agreements,
and obligations contained in the contract. Neither party shall assign the work without
written consent of the other. If either party attempts to make such an assignment without
such consent, that party shall nevertheless remain legally responsible for all obligations
set forth in the Contract.
9.0 NO AGENCY RELATIONSHIP
Neither the Contract, nor any agreement implied therefrom, constitutes the Consultant as
an agent or legal representative of the County for any purpose whatsoever, and the
relationship of the Consultant to the County by reason of the Contract Document shall be
that of an independent Consultant. The Consultant is not granted any express or implied
right or authority to assume or create any obligation or responsibility on behalf of or in
the name of the County or to bind the County in any manner or thing whatsoever.
10.0 SURVIVAL
In the event any clause or provision of this Contract shall be held to be invalid, then the
remaining clauses and provisions shall nevertheless be and remain in full force and
effect.
11.0 ENTIRE AGREEMENT
The Contract embodies the entire agreement between the parties, all other agreements,
oral or written, are hereby merged into and superseded by the Contract. There are no
other agreements which modify or affect the terms hereof. No amendment hereto shall
be binding unless the terms thereof are in writing and signed by both parties. No verbal
or other agreements modify or affect the Contract.
12.0 NOTICES
All notices which may be required pursuant to the terms hereof are to be in writing and
delivered personally to the party to receive the same or mailed by regular mail, postage
prepaid to the address specified adjacent to the parties' signatures. All notices shall be
deemed served upon delivery thereof for three (3) days following deposit of the certified
notice in the U.S. mail as required herein.
Grant County RFP No. GC-2025-HR1
Compensation Study Consulting Service
Contract 04/01 /2025
1. Indemnity and Hold Harmless. The Consultant shall defend, indemnify, and hold the
County, its officers, officials, employees, and volunteers harmless from any claims,
injuries, damages, losses, or suits, including attorney fees, arising out of or in
connection with liabilities, injuries, and damages caused by the Consultant in the
performance of the contract.
It is further specifically and expressly understood that the indemnification provided
herein constitutes the Consultant's waiver of immunity under Industrial Insurance, Title
51 RCW, solely for the purpose of indemnification. The parties have mutually negotiated
this waiver. The provisions of this section shall survive the expiration of termination of
this contract.
13.0 INSURANCE
l.The Consultant shall procure and maintain for the duration of this Contract, insurance
against claims for injuries to persons or damage to property which may arise from or in
connection with the performance of the work hereunder by the Consultant, its agents,
representatives, employees of sub -consultants. The Consultant shall provide a
Certification of Insurance evidencing:
• .Automobile Liability insurance with no less than $1,000,000 combined single limit
per accident for bodily injury and property damage; and
• Commercial General Liability insurance written on an occurrence basis with limits
no less than $1,000,000 combined single limit per occurrence and $2,000,000
aggregate for personal injury, bodily injury, and property damage. Coverage shall
include but not be limited to blanket contractual; products/competed operations;
broad form property damage; explosion, collapse and underground, if applicable; and
employer's liability.
• Worker's Compensation insurance at the limits established by the State of
Washington.
Any payment of deductible or self -insured retention shall be the sole responsibility of the
Consultant. The county shall be named as an additional insured on the insurance policy,
as respects work performed by or on behalf of the consultant and a copy of the
endorsement naming the County as additional insured shall be attached to the Certificate
of Insurance. The Consultant's insurance shall be primary insurance with respect to the
county and the County shall be given thirty (30) days prior written notice of any
cancellation, suspension or material change in coverage.
2. Payments Withheld. The County may withhold or, on account of subsequently
discovered evidence, nullify the whole or part of any payment to such extent as may be
necessary to protect the County from loss or damage for reasons including but not
limited to:
• Work not in accordance with the Contract;
• Reasonable evidence that the work required by the Contract cannot be completed for
Grant County RFP No. GC-2025-HR1
Compensation Study Consulting Service
Contract 04/01 /2025
the unpaid balance of the contract sum;
Failure by the Consultant to perform in accordance with the Contract; or
Cost or liability that may occur to the county as the result of the Consultant's fault or
negligent acts or omissions.
PROVIDED: In any case where part or all of the payment is going to be withheld for
unsatisfactory performance, the county shall notify the Consultant in accordance with RCW
39.76.011(b).
14.0 GOVERNING LAW, VENUE
The performance and interpretation of the Contract Document shall be governed and
interpreted in accordance with the laws of the State of Washington. Any litigation arising out of
or in conjunction with this Contract shall be conducted in Grant County, Washington.
Grant County RFP No. GC-2025-HRI
Compensation Study Consulting Service
Contract 04/01 /2025
PACKNOWLEDGMENT, F�IROPOSAL PRICE AND SIGNATURE SHEET REQUEST
FOR PROPOSAL TO
Provide Compensation Study Consulting Services, for
GRANT COUNTY, WA
Addendum$ received, (numbers, if any
Task 1$...�1611011
Task 2 S $48,000
Task 3
Task 4
NMI
00
Grant County is an equal opportunity employer., Any successAil Proposer must be so dedicated
Date Signed., 2J24125
Firm name: Cwnectiors LLC
S.#lannon Drolimn
Representafive.
Al
Signature,
Grant County RFP No. GC -2025-HRI
Compensation Study Consulting Service
Contract 04/01/2025
ProjectActivity,s 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
$128;400
jobs. Initial job matching for up to 200 jobs. Final job
matching. Market data research for up to 8 comparator
organizations.
Task 3 — Compensation Study
Compile and Analyze Data
10
$21400
List of geographic cost of labor differentials.
Scrubbed/analyzed 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 ofjob
slotting process. Compression mitigation
recommendations.
Task 3 — Compensation Study
Recognition and Reward Guidance
15
$37600
Policy analysis and recommendations. Compensation
philosophy. Maintenance plan. Report on findings.
Task 3 — Compensation Study
FLSA Assessment
100
$24,000
FLSA assessment for up to 50 jobs. Report of findin s.
Additional Consulting Services
25
$67000
Miscellaneous consultingservices not covered above.
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. Excel
20
$42800
workbook with details. Draft project summary
presentation. Final project summary presentation.
Total
960
$230,400
Grant County RFP No. GC-2025-HRI
Compensation Study Consulting Service
Contract 04/01/2025
Dated the 8th of April, 2025.
CONSULTANT:
Compensation Connections LLC
By: ~r• f S '----
.�
Shannon Drohman, Principal
License No. 47-1585101 (EIN)
UBI No. 603-427-157
ATT12ST:
Barbara J. Vasquez
Clerk the Board
Approved as to form:
Barbara G. Duerbeck
WSBA # 53946
Deputy Prosecuting Attorney
Date:
04/08/2025
BOARD OF COUNTY COMMISSIONERS
GRANT COUNTY, WASHINGTON
Kevin Burgess, Dis t 1
4 „a
Dated the of , 2025.
Grant County RFP No. GC-2025-HR1
Compensation Study Consulting Service
Contract 04/01 /2025