CITY OF POMONA
COUNCIL REPORT
May 15, 2023
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: René Anderson, Human Resources/Risk Management Director SUBJECT: AWARD OF CONTRACT TO KOFF AND ASSOCIATES FOR A CLASSIFICATION AND COMPENSATION STUDY OF NON-SWORN POSITIONS RECOMMENDATION:
It is recommended that the City Council take the following actions:
Approve the award of a one-year contract with one, one year extension to Koff and Associates, a division of Gallagher Company, to conduct a Classification and Compensation Study for citywide non sworn positions for total authorized expenditure not to exceed $300,000; and Authorize the City Manager to execute a contract with Koff and Associates and any extensions thereto, subject to review by the City Attorney.
EXECUTIVE SUMMARY: Approval of this item will authorize a one-year contract with Koff and Associates, with the option of a one-year extension. Awarding this contract will provide the City with an updated Classification Plan, which is the foundation of a personnel management system. An updated Classification Plan will provide defensible and understandable rationale for assigning individuals to classifications and provide a basis for compensating employees according to the duties and responsibilities they perform.
FISCAL IMPACT: The estimated cost of this contract is not to exceed $300k. The City anticipates that minimal costs will be incurred in Fiscal Year (FY) 2022-23 and funding is currently available in the General Fund Human Resources Department Budget (101-701-52285-00000). The majority of the cost will be paid from the proposed Fiscal Year 2023-24 Operating Budget that per the final approval includes a total amount of $300k in the same line mentioned above.
PREVIOUS RELATED ACTION: None
DISCUSSION: The last Classification and Compensation Study for non-sworn City classifications was conducted in 2002. Awarding this contract will provide the City with an updated Classification Plan, which is the foundation of a personnel management system. An updated Classification Plan will provide defensible and understandable rationale for assigning individuals to classifications and provide a basis for compensating employees according to the duties and responsibilities they perform. The scope of work from Koff and Associates will include reviewing job duties of the City’s classifications to ensure employees are properly classified, updating job descriptions (some which have not been updated since 2002), updating the list of labor market comparator agencies, and surveying against the City’s comparator labor market. In addition to updating antiquated job descriptions, this Study will allow the City to assess the competitiveness of our classifications in order for the City to recruit the best and brightest candidates.
On January 10, 2023, a Request for Proposal (RFP) was issued on the City’s electronic bidding platform Planet Bids. The solicitation notified 362 vendors, of which 29 downloaded the bid resulting in four (4) submissions. Upon initial review of the bids, it was deemed that Ewing Consulting’s bid was unresponsive for failure to follow submission instructions. Three companies provided responsive proposals to the RFP and those were Koff and Associates, a Gallagher Company; Baker Tilly, LLP.; and Management of America Consulting. The responses were reviewed and scored by City staff with the results reflected in the chart below:
Rank
Firm
Total Score
1 Koff and Associates, a Gallagher Company
205.54
2 Baker Tilly LLP
188
3 Mgmt. of America Consulting
171.95
All three firms were qualified to complete the project; however, based on the overall experience conducting similar studies for similar classifications, including other public agencies, staff determined Koff and Associates is the most qualified to conduct the study at this time.
In summary, it is recommended that the City Council award the contract to Koff and Associates and authorize the City Manager to execute the contract and any extensions thereto, subject to review by the City Attorney.
Prepared by: Chris Munoz, Human Resources Manager
Award of Contract to Koff and Associates for a Classification and Compensation Study