Agenda packet, regular meeting, first session — Santa Fe Springs City Council, December 6, 2022 (part 3 of 3)

CITY OF SANTA FE SPRINGS

PROFESSIONAL SERVICES AGREEMENT
WITH
PUBLIC SECTOR PERSONNEL CONSULTANTS, INC.

This Professional Services Agreement (“Agreement”) is made and effective as of January 1, 2023 (“Effective Date”), by and between the City of Santa Fe Springs, a California municipal corporation, (“City”) and Public Sector Personnel Consultants, an Arizona corporation (“Consultant”). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:

1. TERM
This Agreement shall commence on January 1, 2023 and shall remain and continue in effect until the services described herein are completed, but in no event later than December 31, 2023 unless sooner terminated pursuant to the provisions of this Agreement.

2. SERVICES
Consultant shall perform the services described and set forth in Exhibit A (“Services”).

Consultant shall complete the Services according to any schedule of performance set forth in Exhibit A.

3. PERFORMANCE
Consultant shall at all times faithfully, competently and to the best of Consultant’s ability, experience, and talent, perform all tasks described herein. Consultant shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant under this Agreement.

4. CITY MANAGEMENT
The City Manager or designee shall represent the City in all matters pertaining to the administration of this Agreement, including review and approval of all products submitted by Consultant.

5. PAYMENT
A. City agrees to pay Consultant an amount not to exceed One Hundred Thousand Dollars ($100,000.00) for the total term of the Agreement unless additional payment is approved as provided in this Agreement.

B. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein, unless such additional services are authorized in advance and in writing

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by the City Manager or designee. Consultant shall be compensated for any additional services in the amounts and in the manner as agreed to in writing by the City and Consultant at the time the City’s written authorization is given to Consultant for the performance of said services.

C. Consultant will submit invoices monthly for actual Services performed. Payment shall be made within thirty (30) days of receipt of each invoice as to all nondisputed fees. If the City disputes any of Consultant's Services or fees, it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. Any final payment under this Agreement shall be made within forty-five (45) days of receipt of an invoice therefor.

6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE A. The City may at any time, for any reason, without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon Consultant at least ten (10) days’ prior written notice. Upon receipt of said notice, Consultant shall immediately cease all Services under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement, such suspension or termination shall not make void or invalidate the remainder of this Agreement.

B. In the event this Agreement is terminated pursuant to this section, the City shall pay to Consultant the actual value of the Services performed up to the time of termination, unless the City disputes any of the Services performed or fees.

Upon termination of the Agreement pursuant to this section, Consultant will submit an invoice to the City pursuant to Section 5.

7. DEFAULT OF CONSULTANT
If the City determines that Consultant is in default in the performance of any of the terms or conditions of this Agreement, the City shall serve Consultant a written notice of the default. Consultant shall have seven (7) days after service of said notice to cure the default. In the event that Consultant fails to cure the default within such period of time or fails to present the City with a written plan for the diligent cure of default if such default cannot be cured within seven days, the City shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement. The City shall also have the right to offset against the amount of any fees due to Consultant any costs incurred by the City as a result of Consultant’s default.

8. OWNERSHIP OF DOCUMENTS
A. Consultant shall maintain complete and accurate records with respect to tasks, costs, expenses, receipts, and other such information required by the City that relate to the performance of Services under this Agreement. Consultant shall

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maintain adequate records of Services provided in sufficient detail to permit an evaluation of Services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of the City or its designees at reasonable times to such books and records; shall give the City the right to examine and audit said books and records; shall permit the City to make transcripts or copies therefrom as necessary; and shall allow inspection of all Services, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment.

B. Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the Services shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant's office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, copying and/or printing computer files. Consultant hereby grants to the City all right, title, and interest, including any copyright, in and to the documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared by Consultant in the course of providing the Services under this Agreement.

9. INDEMNIFICATION AND DEFENSE
A. Indemnity.

To the fullest extent permitted by law, Consultant shall indemnify and hold harmless the City and any and all of its officials, officers, employees, agents, and/or volunteers (“Indemnified Parties”) from and against any and all losses, liabilities, damages, costs and expenses, including attorney’s fees and costs, caused in whole or in part by the acts, errors, or omissions of Consultant, its officers, agents, employees, or subconsultants (or any agency or individual that Consultant shall bear the legal liability thereof) in the performance of Services under this Agreement.

B. Duty to Defend.

In the event the City, its officials, officers, employees, agents, and/or volunteers are made a party to any claim, action, lawsuit, or other adversarial proceeding (“Action”) arising from the performance of the Services under this Agreement, whether or not Consultant is named in such Action, and upon demand by the City, Consultant shall defend the City at Consultant’s sole cost, or at the City’s option, to reimburse the City for its costs of defense, including reasonable attorney’s fees and costs incurred in the defense.

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C. Payment by the City for Services is not a condition precedent to enforcement of this section. Consultant’s duty to defend, indemnify, and hold harmless the City shall not extend to the City’s sole or active negligence. In the event of any dispute between Consultant and the City as to whether liability arises from the sole or active negligence of the City or its officials, officers, employees, agents, and/or volunteers, Consultant will be obligated to pay for the City’s defense until such time as a final judgment has been entered adjudicating the City as solely or actively negligent. Consultant will not be entitled in the absence of such a determination to any reimbursement of defense costs including, but not limited to, attorney’s fees, expert fees and costs of litigation.

10. INSURANCE
Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit C attached hereto and made a part of this Agreement.

11. INDEPENDENT CONTRACTOR
A. Consultant is and shall at all times remain as to the City a wholly independent consultant and/or independent contractor. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither the City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that Consultant or any of Consultant’s officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against the City, or bind the City in any manner.

B. No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, the City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for the City. The City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. Consultant shall secure, at its sole expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for Consultant and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. Consultant shall indemnify and hold the City harmless from any and all taxes, assessments, penalties, and interest asserted against the City by reason of the independent contractor relationship created by this Agreement. Consultant further agrees to indemnify and hold the City harmless from any failure of Consultant to comply

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with the applicable worker’s compensation laws. The City shall have the right to offset against the amount of any fees due to Consultant under this Agreement as a result of Consultant’s failure to promptly pay to the City any reimbursement or indemnification arising under this paragraph.

C. In the event that Consultant or any employee, agent, or subconsultant of Consultant providing Services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (CalPERS) to be eligible for enrollment in CalPERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless the City for the payment of any employee and/or employer contributions for CalPERS benefits on behalf of Consultant or its employees, agents, or subconsultants, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of the City.

D. Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, Consultant and any of its employees, agents, and subconsultants providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by the City, including but not limited to eligibility to enroll in CalPERS as an employee of the City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for CalPERS benefits.

12. LEGAL RESPONSIBILITIES
Consultant shall keep itself informed of State and Federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of Services pursuant to this Agreement. Consultant shall at all times observe and comply with all such laws and regulations. The City and its officials, officers, employees, and agents, shall not be liable at law or in equity occasioned by failure of Consultant to comply with this Section.

13. UNDUE INFLUENCE
Consultant declares and warrants that no undue influence or pressure was used against or in concert with any officer or employee of the City in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City has or will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with this Agreement or any Services to be conducted as a result of this Agreement. Violation of this section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity.

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14. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of the City, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the Services during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any Agreement or sub-agreement, or the proceeds thereof, for Services to be performed under this Agreement.

15. RELEASE OF INFORMATION/CONFLICTS OF INTEREST
A. All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without the City's prior written authorization, unless the information is clearly public.

Consultant, its officers, employees, agents, or subconsultants, shall not without written authorization from the City Manager or designee, or unless requested by the City’s attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the Services performed under this Agreement or relating to the City. Response to a subpoena or court order shall not be considered “voluntary” provided Consultant gives the City notice of such court order or subpoena.

B. Consultant shall promptly notify the City should Consultant, its officers, employees, agents, and/or subconsultants be served with any summons, complaint, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request (“Discovery”), court order, or subpoena from any person or party regarding this Agreement and the Services performed hereunder or the City, unless the City is a party to any lawsuit, arbitration, or administrative proceeding connected to such Discovery, or unless Consultant is prohibited by law from informing the City of such Discovery. The City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding as allowed by law.

Unless the City is a party to the lawsuit, arbitration, or administrative proceeding and is adverse to Consultant in such proceeding, Consultant agrees to cooperate fully with the City and to provide the opportunity to review any response to discovery requests provided by Consultant. However, the City's right to review any such response does not imply or mean the right by the City to control, direct, or rewrite said response, or that the City has an obligation to review any such response or verifies any response it has reviewed.

16. NOTICES
Any notices which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mail by the United States Postal Service, certified mail, postage prepaid,

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return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice:

To the City: City of Santa Fe Springs
11710 E. Telegraph Road
Santa Fe Springs, CA 90670
Attention: Travis Hickey
To Consultant: Public Sector Personnel Consultants, Inc. 2924 N. Power Road #113-486
Mesa, AZ 85215
Attention: Matthew Weatherly

17. ASSIGNMENT
Consultant shall not assign the performance of this Agreement, nor any part thereof, nor any monies due hereunder, without prior written consent of the City. Before retaining or contracting with any subconsultant for any services under this Agreement, Consultant shall provide the City with the identity of the proposed subconsultant, a copy of the proposed written contract between Consultant and such subconsultant which shall include and indemnity provision similar to the one provided herein and identifying the City as an indemnified party, or an incorporation of the indemnity provision provided herein, and proof that such proposed subconsultant carries insurance at least equal to that required by this Agreement or obtain a written waiver from the City for such insurance.

18. LICENSES
At all times during the term of this Agreement, Consultant shall have in full force and effect all licenses required of it by law for the performance of the Services described in this Agreement.

19. GOVERNING LAW
The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the municipal, superior, or federal district court with jurisdiction over the City.

20. ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, oral or written and pertaining to the subject of this Agreement or with respect to the terms and conditions of this Agreement shall be of no further force or effect. Each party is entering into this

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Agreement based solely upon the representations set forth herein and upon each party’s own independent investigation of any and all facts such party deems material.

21. AMENDMENTS
Any amendments to this Agreement must be in writing and executed by the parties hereto, or their respective successors and assigns, in order to be valid.

22. NON-EXCLUSIVE AGREEMENT
Consultant acknowledges that the City may enter into agreements with other consultants for services similar to the services that are subject to this Agreement or may have its own employees perform services similar to those services contemplated by this Agreement.

23. ATTORNEYS’ FEES
In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof.

24. CONSTRUCTION
The parties hereto have participated jointly in the negotiation and drafting of this Agreement. In the event an ambiguity or question of intent or interpretation arises with respect to this Agreement, this Agreement shall be construed as if drafted jointly by the parties and in accordance with its fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement.

25. WAIVER
The delay or failure of any party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.

26. SEVERABILITY
If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision

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in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party, is materially impaired, which determination made by the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations.

27. COUNTERPARTS
This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement.

28. AUTHORITY TO EXECUTE THIS AGREEMENT
The persons executing this Agreement on behalf of the parties warrants and represents that they have the authority to execute this Agreement on behalf of said parties and has the authority to bind the parties to the provisions of this Agreement.

29. ELECTRONIC SIGNATURES
The parties acknowledge and agree that execution of this Agreement by electronic signatures or electronic transmittal of signatures are the same as handwritten signatures for the purposes of validity, enforceability, and admissibility.

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written.
[If Consultant is a corporation, two signatures are required: Signature 1 – the Chairperson of the Board, the President, or any Vice President; Signature 2 – the Secretary, any Assistant Secretary, the Chief Financial Officer, or any Assistant Treasurer (Corp. Code § 313).]

CITY OF SANTA FE SPRINGS CONSULTANT
____________________________ ____________________________ Raymond R. Cruz, City Manager Matthew Weatherly, President Date: ______________________ Date: _______________________ ATTEST: CONSULTANT
__________________________ ____________________________ Janet Martinez, City Clerk Kay Tilzer, Vice President
Date: _______________________

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APPROVED AS TO FORM:
_________________________
Ivy M. Tsai, City Attorney
Attachments: Exhibit A Services
Exhibit B Fee Schedule
Exhibit C Insurance Requirements

EXHIBIT A - SERVICES

SUMMARY OF SERVICES FOR THE CITY
PUBLIC SECTOR PERSONNEL CONSULTANTS (PSPC) will provide the following program of consulting services and implementation support to conduct a classification and compensation study.

Project Planning and Communication

1. Project planning and scheduling meetings with the City’s Human Resources Staff, project designee(s)

2. Policy input and project direction meeting and briefing with Council, Human Resources and designee(s)

3. Project briefing presentation for all employees, Council, City officials, City’s project leaders

4. Management and employee communication, progress reports throughout all project phases

5. Assistance with development and communication with a committee of employee representatives Classification Project Tasks

6. Occupational familiarization by review of City’s current class specifications and compensation plans

7. Organizational familiarization by review of City organization charts, budgets, and annual reports

8. Position Analysis Questionnaire (PAQ) customized for gathering City employee occupation data

9. Meetings to distribute and explain the PAQ and the project for all City officials and employees

10. Job interviews, desk audits / field observations with representatives of each class (140 included)

11. Recommended title modifications and reclassifications for consideration by department heads

12. Modeling of job families and career ladders to include possible job title consolidation / clean up

13. Review of position classification recommendations with City’s project staff and respective departments

14. Facilitation of employee participation and feedback process on any proposed classification changes

15. Preparation of updated classification specifications for each included job classification (140 included) Compensation Survey(s)

16. Confirmation of survey cities to include in external total compensation comparisons (up to 15)

17. Identification of City occupations to utilize as survey benchmark job classifications

18. Solicitation of comparator employers and agencies for participation in external compensation surveys

19. Extraction of data from public employer compensation plans, questionnaires, reliable published surveys

20. Total compensation and benefits survey by bargaining unit for comparisons per RFP

21. Consolidation of data from all sources and calculation of prevailing rates for benchmark jobs

22. Computation of extent City’s compensation offerings vary from external prevailing rates and practices

23. Review of competitiveness analysis with Human Resources, City Officials and City’s project designees Compensation Plan Development

24. Construction of optional salary range structures for review and selection by City’s project leaders

25. Assignment of job classes to salary ranges by internal equity and external competitiveness

26. Assistance with City Council identification of desired, affordable salary competitiveness policy

27. Fiscal impact estimates at various levels of external prevailing rates competitiveness policies

28. Review and critique of draft salary and implementation plans with Human Resources, project leaders Communication of Results and Implementation Strategies

29. Preparation and presentation of final project reports for the City Council, staff, and City Officials

30. Development of a plan for the implementation of City’s updated classification and compensation plan

31. Uploading of EZ COMPTM program files on a Human Resources Department computer, staff training

32. Development and provision of process for ongoing plan maintenance and subsequent plan updates

33. Assistance with communicating the City’s updated plans for all City officials and employees TS 11/22PROJECT APPROACH AND METHODOLOGY
Following is our overall work plan and approach to achieving the City’s objectives for the conduct of a classification and compensation study.

A. OBJECTIVES OF THE PROJECT
The recommended plans, programs, systems and administrative procedures will meet these ten most important criteria.
- Internally equitable - Financially responsible
- Externally competitive - Efficiently administered
- Readily understood - Inclusive of employee input
- Easily updated & maintained - Reflective of City's values - Legally compliant & defensible - Reflective of prevailing “best practices” B. SCOPE OF THE PROJECT
The project includes a management and employee communication plan; partnership with the City’s Human Resources Manager, City Manager, Council, and project designee(s); occupational, organizational, and operational familiarization; Position Analysis Questionnaire (PAQ) and job analysis for all classifications; worksite job information interviews; position classification and job title recommendations for all employees and classifications; FLSA interpretations; updated class specifications; EZ COMP™; internal equity and external competitiveness evaluation; total compensation survey and competitiveness analysis; salary range recommendations; fiscal impact estimates and multiple implementation scenarios; updated classification and compensation plan and classification and compensation plan implementation support for all included employees in all job classifications.

C. PROJECT METHODOLOGY

1. Quality Assurance
To ensure a high-quality project, we have built in several layers of procedural and statistical controls, in addition to those already in EZ COMP™. Internally, we follow a prescribed series of steps in each project phase, which are reviewed by our Project Director. We request that the Human Resources and City’s Project Manager(s) review our work to minimize the chance of errors and to ensure that it reflects the City's organizational values.

2. Project Planning Meetings and Communication Plan Development We will consult with the Human Resources Team and City Officials or representatives on a communication strategy, plan, and materials, beginning prior to the project and extending to the postproject information meetings. We plan to conduct group pre-project meetings for all City officials and employees where we will discuss the project’s scope, answer questions, and distribute and explain the Position Analysis Questionnaire.

SFSCA PUBLIC SECTOR PERSONNEL CONSULTANTS 11/22
D. POSITION CLASSIFICATION ANALYSIS

1. Review of Essential Tasks – Position Analysis Questionnaire We will review and analyze the current essential tasks, duties and responsibilities, and minimum qualifications of each included position through the Position Analysis Questionnaire (PAQ) to be completed by each employee (or group of employees with identical jobs) in print or electronic format. If the information on the PAQ does not clearly delineate the position’s scope of responsibilities, we may return the PAQ to the position’s incumbent for additional information or focus on the data gap during a worksite job information interview.

2. Employee Job Information Interviews
We will conduct up to 140 job information interviews with a representative incumbent of every requested job classification or for those we propose to change. The purpose of these interviews is to verify the data on the PAQ, obtain additional insight into the scope and complexity of the job duties, observe technical processes and working conditions, and to provide employees with an additional method of participation in the project. This process also ensures that we make all internal and external comparisons on the basis of actual job content and not merely job title.

3. FLSA Status Interpretation
We will review the essential tasks and minimum qualifications of each of the City's job classifications and subject them to the Fair Labor Standards Act tests to determine their exempt or non-exempt status.

4. Position Classification
Each of the City’s positions will be analyzed and evaluated to determine their primary characteristics, including:
- Is there a current City occupational job group comprised of job classes with essential functions similar to the subject position; if so:
- To which of the group’s job classes, and at what level, are the subject position’s essential functions similar to the subject position, and if so:
- Are they sufficiently comparable (+/- 20% guideline) to be allocated to that job class, utilize the same job title, require the same minimum qualifications, and be assigned to the same salary range. - If the City does not currently have a sufficiently comparable job class, what should be the subject position’s occupational job class and title, and:
- What should the recommended occupational classification action be, No Change (N), Title Change (T), Merge With Other Job Class (M), New Job Class (J). - We may find that a job class is overly broad and encompasses several job activities which are regarded with significant salary difference in the marketplace. In such an instance, we will recommend "splitting" the job class into the current job class and a new job class which encompasses the different job activities.

SFSCA PUBLIC SECTOR PERSONNEL CONSULTANTS
11/22

5. Updated Classification Specifications
We will prepare an updated job description in the City’s standard or other selected format for each occupational job class. Focus will be on the Essential Functions and Minimum Qualifications. The specifications or descriptions may include (not limited to) the following components:

Job Title – Definition Education, Training and Experience Physical Requirements Distinguishing Characteristics Licenses and Certifications Non-Essential Functions Essential Functions FLSA Exempt/Non-Exempt Status Mental Requirements Desired Knowledge and Skills Supervision Exercise/Received Working Conditions

6. Draft Classification Plan Review with Human Resources and Department Heads We will conduct a review of our initial position classification recommendations and draft job descriptions with the City’s Project Team and respective department heads to identify possible errors, obtain feedback, and solicit suggestions for clarification.

E. COMPENSATION SURVEY AND ANALYSIS

1. City Involvement in Compensation Plan Development
We will obtain policy direction from the City Council, Human Resources staff, and/or City Officials on the following key components of the salary plan development process:
- Comparator Employer Selection - Job Evaluation Method-Salary Plan Linkage - Benchmark Job Class Selection - Draft Compensation Plan Review / Critique - Compensation Competitiveness Policy - Total Compensation Points for Analysis - Salary Structure Selection - Project Implementation Plan

2. Comprehensive Compensation Survey
We will collect the complete pay plans from each of the City’s comparators and build a custom survey database to ensure accuracy and completeness, unique to the City’s job classifications. a. Data Collection Protocol will be developed in consultation with the City’s project leaders to determine which salary data elements to include, such as:

Total Compensation Information (including items contained in RFP) - Salary grade/step or open range salary plan structure - Salary range structure Minimum, Midpoint, and Maximum - City-supported benefits such as health insurance premiums and pension contributions - Paid time off, add pay, certification pay, longevity, flexible work, telework b. Benchmark Job Selection will be made by identifying City job classes common to its employmentcompetitive public and private employers in the immediate area and throughout the region or State, clearly identifiable, and representative of standard occupational job groups. c. Comparator Employers Identification or Confirmation of up to 15 Agencies will be made in partnership with City staff, or per agreed upon lists from bargaining, and/or by research and input from PSPC.

SFSCA PUBLIC SECTOR PERSONNEL CONSULTANTS 11/22
d. Compensation Data Collection will be made by one or more of the following methods. - Pre-survey contact with the selected comparator employers to solicit participation in the City’s compensation survey(s)
- Extraction from the pay plans of designated public employers. - Customized salary and total compensation and benefits survey requests for local governments and other public employers, distributed by mail, fax, and e-mail. - As desired, additional data extraction from established salary surveys and commercial survey sources such as Watson Wyatt, ERI, etc.
e. Data Quality Control includes editing data for accuracy and proper matching to the City’s survey benchmark jobs, and phone/fax/E-mail follow-ups for data clarification and to obtain comparators’ benchmark job descriptions.

3. Prevailing Rates Calculation
We will consolidate the compensation data from all sources, enter the information into the EZ COMP™ program, and compute the prevailing rates, inclusive of cost-of-living differentials, as the statistical mean of the survey data for each benchmark job class. Data will be projected forward from the date of collection to a common date relating to the City’s salary plan year by the annual Prevailing Rate Increase Factor (PRI) applicable at that time.

4. Compensation Competitiveness Comparison
We will provide the City with charts comparing its current salary structures to those of the selected public and private comparator employers. We will calculate the extent that the City’s offerings vary from the prevailing rates and practices of other relevant employers.

F. PAY PLAN DEVELOPMENT

1. Compensation Competitiveness Policy
We will assist the City to select a compensation competitiveness policy which best fits its compensation strategy and financial resources, by providing fiscal impact estimates at various percentage relationships to the prevailing rates.

3. Salary Range Assignment Development
We will assign each job classification to a salary range in the City’s current or selected new salary structure on the basis of a combination of factors, including:
- the prevailing rates for the benchmark job classes
- its current relationship to similar or occupationally related job classes - the 15% guideline for salary range separation between sequential job classes - the 25% guideline for salary separation of a department head job class

4. Implementation Plan Development
We will consult with the Human Resources Manager and Project Team on a plan for transition to the recommended plan, including a timetable for the principal activities, employee communication, impact on budget processes, and estimates of required financial resources.

G. ENSURING THE CITY’S SELF-SUFFICIENCY
The City will be self-sufficient in all aspects of maintenance of the updated position classification and compensation plan through these services.

1. Procedure Manuals
- PSPC Position Classification Procedure Guide
- PSPC Salary Administration Procedure Guide
- City of Santa Fe Springs EZ COMP™ Procedure Guide

2. Training Workshop – for City staff in position classification, job evaluation, compensation surveys, and compensation plan design and administration.

3. Electronic Class Specification Library – we will provide the City with all updated classification specifications in hard copy and electronic library format for internal maintenance.

4. EZ COMP™ – program and project files on one of the City’s computers, a custom user’s manual, and system training for key City and Human Resources staff.

5. Initial Year’s Implementation Warranty Support – we will analyze, evaluate, classify, and provide a salary range recommendation for any new or changed position or entire job classification, at no cost to the City for one year.

H. EXTENSIVE EMPLOYEE INCLUSION AND COMMUNICATION
Very important factors for successful implementation of new or updated classification and compensation plans are 1) extensive employee inclusion, and 2) extensive employee communication. City officials and employees will participate in one or more of the following activities:
- Attending pre-project briefings and question and answer sessions - Completing a Position Analysis Questionnaire (PAQ) describing their position - Elaborating on their jobs in individual or group job information interviews SFSCA PUBLIC SECTOR PERSONNEL CONSULTANTS 11/22
J. REPORTS AND PRESENTATIONS

1. Draft and Final Report Preparation
We will provide the City’s project leader(s) with a draft of our report for review and critique, including the classification plan, compensation market data, salary comparison tables, fiscal estimates, salary range listings, and implementation procedures. We will incorporate their critique into the development of a final report summarizing the project’s findings, recommendations, and detailed description of the City’s updated position classification and compensation plans.

2. Final Report Presentations
We will conduct a workshop or formal presentation of our final report and recommendations to the Human Resources staff, City Officials, and employees.

3. EZ COMP™ Program Installation
We will install our EZ COMP™ program and project files on one of the Human Resources Department's computers and provide training to key staff in the maintenance and update of the classification and compensation plan.

4. Implementation Warranty
To ensure effective implementation of the new plan, we will analyze, evaluate, and provide a salary range recommendation for any new or changed job class, at no cost to the City for one year.

SFSCA PUBLIC SECTOR PERSONNEL CONSULTANTS 11/22

EXHIBIT B - FEE SCHEDULE

ILLUSTRATIVE BILLING COMPONENTS
A. PROJECT COST
The project's total cost, including all fees for professional services and reimbursement for out-of-pocket expenses, will not exceed the indicated amounts.

EXHIBIT C

INSURANCE REQUIREMENTS
Without limiting Consultant’s indemnification of the City, and prior to commencement of Services, Consultant shall obtain, provide, and maintain at its own expense during the term of this Agreement, policies of insurance of the type and amounts described below and in a form satisfactory to the City. If Consultant maintains higher limits than the minimum limits shown below, the City requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.

General liability insurance. Consultant shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.

Automobile liability insurance. Consultant shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Services to be performed under this Agreement, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident.

Professional liability (errors & omissions) insurance. Consultant shall maintain professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this Agreement and Consultant agrees to maintain continuous coverage through a period no less than three (3) years after completion of the services required by this Agreement. [Note: May need to delete workers' compensation and employer's liability insurance requirements for certain sole proprietorships, partnerships, or corporations without employees.]
Workers’ compensation insurance. Consultant shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000 per accident for bodily injury or disease).

Consultant shall submit to the City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of the City, its officers, agents, employees, and volunteers.

Other provisions or requirements
Proof of insurance. Consultant shall provide certificates of insurance to the City as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by the City’s Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with the City at all times during the term of this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies at any time.

Duration of coverage. Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Services hereunder by Consultant, or Consultant’s agents, representatives, employees or subconsultants.

Primary/noncontributing. Coverage provided by Consultant shall be primary and any insurance or self-insurance procured or maintained by the City shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of the City before the City’s own insurance or self-insurance shall be called upon to protect it as a named insured.

The City’s rights of enforcement. In the event any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, the City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by the City will be promptly reimbursed by Consultant or the City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, the City may immediately terminate this Agreement.

Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VI (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the City’s Risk Manager.

Waiver of subrogation. All insurance coverage maintained or procured pursuant to this Agreement shall be endorsed to waive subrogation against the City, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against the City, and shall require similar written express waivers and insurance clauses from each of its subconsultants.

Enforcement of Agreement provisions (non estoppel). Consultant acknowledges and agrees that any actual or alleged failure on the part of the City to inform Consultant of noncompliance with any requirement imposes no additional obligations on the City nor does it waive any rights hereunder.

Requirements not limiting. Requirements of specific coverage features or limits contained in this Agreement are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type.

Notice of cancellation. Consultant agrees to oblige its insurance agent or broker and insurers to provide to the City with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage.

Additional insured status. General liability policies shall provide or be endorsed to provide that the City and its officers, officials, employees, agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies.

Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to the City and approved of in writing.

Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability.

The policy(ies) shall not contain any cross-liability exclusions.

Pass through clause. Consultant agrees to ensure that its subconsultants, subcontractors, and any other party involved with the Services who is brought onto or involved in the Services by Consultant, provide the same minimum insurance coverage and endorsements required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all agreements with consultants, subconsultants, and others engaged in the Services will be submitted to the City for review.

The City’s right to revise specifications. The City reserves the right at any time during the term of the Agreement to change the amounts and types of insurance required by giving Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to Consultant, City and Consultant may renegotiate Consultant’s compensation or come to some other agreement to address the additional cost.

Self-insured retentions. Any self-insured retentions must be declared to and approved by the City. The City reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by the City.

Timely notice of claims. Consultant shall give the City prompt and timely notice of claims made or suits instituted that arise out of or result from Consultant’s performance under this Agreement, and that involve or may involve coverage under any of the required liability policies.

Additional insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the Services.

REQUEST FOR PROPOSAL

CLASSIFICATION AND COMPENSATION STUDY
JULY 29, 2022
The City of Santa Fe Springs is requesting proposals from qualified individuals or consulting firms to design, conduct, and assist in the implementation of a comprehensive Classification and Compensation Study for all positions within the City. A request for proposal that includes guidelines for completion is attached.

Inquiries concerning this request for proposal should be addressed via email to:

Debbie Ford
Human Resources Manager
City of Santa Fe Springs
11710 Telegraph Road
Santa Fe Springs, CA 9070
[email protected]
1 CITY OF SANTA FE SPRINGS

REQUEST FOR PROPOSALS
FOR

CLASSIFICATION AND COMPENSATION STUDY
July 29, 2022
KEY RFP DATES:

The schedule below is tentative and subject to change at the discretion of the City, with appropriate notice to prospective firms.

Event Date
RFP Release Date 7/29/2022
Proposal Due Date 8/31/2022
Evaluation Period 9/5/2022 - 9/30/2022
Anticipated Contract Award Week of October 24, 2022
I. INTRODUCTION
A. General Information
The City of Santa Fe Springs (hereinafter referred to as “City”), incorporated in 1957 under the general laws of the State of California and is a commercial center and residential city located within the southeast area of Los Angeles County. The City provides a full range of municipal services including public safety (police services contracted with the City of Whittier), street construction and maintenance, water services, community and recreational programs, public infrastructure improvements, planning & zoning, and general administrative and support services. The City occupies a land area of 8.9 square miles and serves a population of 18,260.

B. Background
The City of Santa Fe Springs (“City”) is seeking proposals from qualified individuals or consulting firms to design, conduct, and assist in the implementation of a comprehensive 2 Classification and Compensation Study to include approximately 117 full-time (nonsworn), 50 full-time (sworn) and 107 part-time employees/incumbents.

All questions, concerns, comments regarding this RFP should be emailed to Debbie Ford, Human Resources Manager [email protected].

During the evaluation process, the City reserves the right, where it may serve the City’s best interest, to request additional information or clarifications from interested vendors, or to allow corrections of errors or omissions. The City reserves the right to retain all proposals submitted. Submission of a proposal indicates acceptance by the firms of the conditions contained in this RFP, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City and the firm selected. There is no expressed or implied obligation for the City to reimburse responding firms for any expenses incurred in preparing bids in response to this invitation. The City reserves the right without prejudice to reject any or all bids.

II. GENERAL TERMS AND CONDITIONS
A. Proposal Requirements

1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal shall meet all of the terms and conditions of the RFP specifications.

By virtue of its proposal submittal, the provider acknowledges agreement with and acceptance of all provisions of the RFP specifications.

2. Proposal Submittal. Each proposal must include responses to the service requirements under the Scope of Work section and shall be accompanied by any other required submittals or supplemental materials. Proposals must be submitted by email (in PDF file format) to [email protected] and received no later than 5:00 p.m on August 31, 2022. It is the firm’s responsibility to confirm receipt. Proposals received after the above date and time will not be considered. Please see Exhibit A for a summary of key dates for this RFP.

3. Proposal Withdrawal. A firm may withdraw its proposal prior to the deadline submission, by submitting a written request to the Human Resources Manager for its withdrawal.

4. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested in more than one proposal, except an alternative proposal when specifically requested.

5. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 90 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal and 3 accept the other, except to the extent that proposals are qualified by specific limitations.

6. Proposal Evaluation and Selection. Proposals will be evaluated based on the following criteria:
a. Proposed Fees;
b. Understanding of the work required by the City;
c. Quality, clarity and responsiveness of the proposal; d. Demonstrated competence and professional qualifications necessary for successfully performing the work required by the City; e. Recent experience in successfully performing similar services; f. Background and related experience of the specific individuals to be assigned to this project.
g. Timeline for project completion/proposed schedule.

The contract award will not be based solely on fees, but on a combination of factors as determined to be in the best interest of the City. After evaluating the proposals and discussing them further with the finalists or the tentatively selected vendor, the City reserves the right to further negotiate the proposed work and/or method and amount of compensation.

7. Questions and Communications. All questions, concerns or comments regarding this RFP can be emailed to Debbie Ford, Human Resources Manager, ([email protected]).

8. Contract Requirement. The selected firm to whom the award is made shall execute a written contract with the City within thirty (30) calendar days after notice of the award has been sent by mail to the address given in its proposal.

The contract shall be made in the form adopted by the City and shall incorporate the proposal and these specifications.

9. Insurance Requirements. The selected firm shall maintain professional liability, workers’ compensation and any other insurance coverage required by the City. The firm shall provide proof of insurance in the form, coverages and amounts specified in the contract within thirty (30) calendar days after notice of contract award as a precondition to the contract execution.

III. Scope of Services
The City has a diverse workforce that includes a combination of full-time benefited and hourly (part-time) benefited and non-benefited personnel. Below is the breakdown of employee types and job classifications by employee unit:
4 Bargaining Unit/Group # of Incumbents # of Job
Classifications
Santa Fe Springs City Employee
Association (SFSCEA)
82 66
Santa Fe Springs Fireman’s
Employee Association (SFSFA)
50 13
Executive/Management/Confidential
Association (EMC)
21 29
Non-Benefited Personnel 128 32
Totals 281 140
*Note: some of these job classifications are unoccupied and may no longer be relevant, but class specifications may still need to be established and/or revised.

Also, the City has provided a listing of all job classifications titles and salary ranges (Attachment 1) sorted by executive positions, management/general full-time positions, hourly benefitted positions and hourly positions. The City anticipates that the study will involve two (2) broad phases of work composed of the following key tasks:

1. Classification Phase
A. Develop a classification structure that ensures compliance with Federal and State regulations, which includes clear definitions, and provides for the development of career ladders for full-time and hourly (part-time) personnel.

B. Review background materials including organizational charts, budgets, personnel rules and regulations, and related information.

C. Conduct orientation and briefing session(s) with all department heads, managers and supervisors.

D. Conduct orientation and briefing session(s) with all employees covered within the scope of this study.

E. Design an appropriate job-related questionnaire to be completed by all employees that will be used for classification and compensation purposes.

F. Conduct interviews with a representative sample of employees and appropriate supervisory and management personnel covered within the scope of this study.
5 G. Allocate all employees included in the scope of this study to an appropriate job title, job class and with the appropriate FLSA designation.

H. Prepare up-to-date and accurate job classification specifications for all full-time and hourly (part-time) classifications within the study, and prepare class specifications for positions that may be vacant but are still relevant to the City’s operations.

I. Design and administer an employee classification review/appeals process.

J. Prepare appropriate implementation and maintenance manuals.

K. Prepare a comprehensive report on the Classification Study findings and recommendations for submittal to bargaining group leadership, executive staff, and ultimately the City Council.

2. Compensation Phase
A. Identify an appropriate survey labor market and benchmark classifications. Note: The final listing of survey agencies to be utilized may require City Council approval.

B. Conduct a comprehensive total compensation survey utilizing the appropriate survey labor market while working closely with City Human Resources staff.

C. Elements of Total Compensation should include:

1. Base Salary

2. Premium Pays, including:
i. Bilingual Pay
ii. Shift Differential Pay
iii. Education Incentive Pay
iv. Certification Pay
v. Longevity Pay

3. Employer contributions towards Medical, Dental, and Vision Insurances, and Opt-out cash;
6 4. Employer contributions towards Cafeteria plan if provided in Lieu of # 3 above

5. Employers-paid contributions toward employee CalPERS pension benefits (excluding contributions made toward
Employer rate)

6. Employee-paid contributions toward CalPERS Member rate (including Employee contributions made toward Employer
rate)

7. Paid Leave Benefits, including:
i. Vacation Accrual, including any cashout programs
ii. Sick Leave Accrual, including any cashout programs
iii. Fixed Holidays
iv. Floating/Flex Holidays
v. Administrative / Executive Leave

8. Employer paid contributions toward Deferred Compensation benefits, if any

9. Employer paid Automobile Allowance, if any

10. Employer paid Cell Phone Allowance or Reimbursement, if any

11. Employer paid Retiree Medical Contribution, if any

12. Employer provided Life Insurance ( policy value only)

13. Employer Provided Long Term Disability Insurance (policy value only)

14. Any other significant Employer-paid elements of
compensation or benefits
D. Complete an internal salary relationship analysis including the development of appropriate internal equity relationship guidelines.

E. Develop externally competitive and internally equitable salary recommendations for each class of work within the scope of this study.
7 F. Assign a salary range to each classification that reflects the results of the market survey and the analysis of internal relationships.

G. Prepare implementation and maintenance manuals.

H. Assist in the development of a strategy for implementing compensation recommendations.

I. Prepare a comprehensive report on the Compensation Study findings and recommendations for submittal to bargaining group leadership, the executive staff, and ultimately the City Council.

The Consultant may propose additional tasks as deemed necessary to complete the assignment. Any additional work will be compensated as agreed upon in the Consultant’s contract with the City of Santa Fe Springs.

IV. Deliverables
A. Weekly Reports: Contractor is to provide weekly project status reports to the Human Resources Manager and Finance & Administrative Services Director, outlining the following information:
 The specific accomplishments achieved during the reports period.  Specific tasks completed pursuant to the provisions of the contract.  The project completion dates for the remaining specific tasks required by the consultant.
 Any project component, activity, or problem that could result in a delay of the project.
 Any current or future changes in project personnel or their assignments.  Delays caused by City personnel.
 A statement from the contractor certifying the status report is true and accurate and that it reflects the project’s progress to date.

B. Benchmark Reports: Benchmarks of project completion are measured by the following deliverables:
 Completion of all department and employee interviews.  Results of data gathering phase.
 Draft of preliminary findings and recommendations.
 Final report of findings and recommendations.
 Recommendations for improvements including proposed classification specifications, proposed compensation plan, proposed evaluation process, and proposed manual revisions.
 Methodology for implementation and administration.
 Costs
8 C. Training: The Consultant will provide all necessary on-site training to ensure that the Human Resources staff is adequately trained to implement and maintain the completed project.

V. Proposal Submission Requirements and Response Format The Consultant is responsible for preparing an effective, clear, and concise proposal.

In order to be considered for selection, vendors must submit a complete response to this Request For Proposal that includes the following mandatory information and/or requirements in the following format. Failure to provide any of the information requested below may be cause for the proposal to be rejected.

1. A Request For Proposal cover letter introducing the Consultant and/or Firm and the individual who will be the primary contact person.

2. Background information including specific qualifications and experience in the conducting Classification and Compensation studies for similar government / Public sector entities. Information below must be included. Failure to provide this information may be cause for the proposal to be rejected:
a. Describe your organizational structure and explain how your organization qualifies to be responsive to the requirements of this Request For Proposal.
b. Describe your qualifications and experience providing similar services as required in this Request For Proposal.
c. Provide proof of financial stability enabling the Firm to be capable of meeting the requirement of this Request For Proposal.
d. Provide one (1) copy of a Classification and Compensation study you have completed that is closely related to the work contemplated in this Request For Proposal.
e. Provide a project staffing organizational chart listing proposed personnel assigned to this project. Include assigned duties, and comprehensive resumes for each individual listed. Resumes must list education, training, professional work experience, and a listing of work performed comparable to that described within this Request For Proposal.
f. References: Provide a list of at least three (3) clients for whom you have conducted a comprehensive Classification and Compensation study within the last three (3) years comparable to that described within this Request For Proposal. Indicate client organization name, contact person, and phone number
9 3. Provide on no more than one (1) printed page, your firm’s understanding of the requirements stated in this Request For Proposal.

4. A discussion of any methodologies used or approaches taken for a Classification and Compensation study.

5. A time line for the project completion:
a. Provide a project schedule identifying start and end dates - include milestones, submittal of deliverables, and each task required for the successful and timely completion of the project.
b. Indicate the earliest date you would be able to commence work on this project.
c. Indicate what, if any, guarantees your firm can make to ensure the project will be completed on time, as proposed.

6. Indicate any portion of the work that would be performed by a subcontractor.

Provide information on all subcontractors as required in section 2 above.

7. A proposed fee schedule of costs to perform all work and obligations described within this Request For Proposal. Include incidental or hourly fees/rates. a. Fees should be broken down by: 1) Cost to conduct the Classification study; 2) Cost to conduct the Compensation study; and 3) Total cost for both components of this study.

8. The signature of an authorized individual to bind the firm. The proposal must be a firm offer good for a 60-day period.

9. Submit one (1) original and three (3) copies of the proposal. Also include one copy in Microsoft Word or PDF format via e-mail.

Thank you very much for taking your valuable time to respond to this Request For Proposal.

VI. Attachments
o Attachment #1: Classification & Salary Listing Sorted by Unit & Class Title as of July 3, 2022.
10 EXHIBIT A
Classification and Compensation Schedule
Event Date
RFP Release Date 7/29/2022
Proposal Due Date 8/31/2022
Evaluation Period 9/5/2022 - 9/30/2022
Anticipated Contract Award Week of October 24, 2022

PROPOSAL TO CONDUCT A

CLASSIFICATION AND COMPENSATION STUDY

FOR THE

CITY OF SANTA FE SPRINGS
SEPTEMBER 2022

PREPARED BY
Matthew Weatherly, President

PROPOSAL TO CONDUCT A

CLASSIFICATION AND COMPENSATION STUDY

FOR THE CITY OF SANTA FE SPRINGS

TABLE OF CONTENTS
Section Page
1 LETTER OF TRANSMITTAL 1
2 QUALIFICATIONS OF OUR FIRM
HISTORY AND FACTS ABOUT OUR FIRM 2
RECENT CALIFORNIA EMPLOYERS SERVED 3
RECENT MUNICIPAL EMPLOYERS SERVED 3
3 QUALIFICATIONS OF OUR STAFF
PROJECT TEAM ORGANIZATION CHART 4
RESUMES OF PROJECT TEAM MEMBERS 4
4 CLIENT REFERENCES 7
5 WORK STATEMENT - SCOPE OF WORK
PROJECT UNDERSTANDING – SUMMARY OF SERVICES 8
PROJECT SCOPE AND METHODOLOGY 9
A. OBJECTIVES OF THE PROJECT 9
B. SCOPE OF THE PROJECT 9
C. PROJECT METHODOLOGY 9

1. Quality Assurance 9

2. Project Planning Meetings and Communication Plan Development 9 D. POSITION CLASSIFICATION ANALYSIS 10

1. Review of Essential Tasks – Job Analysis Questionnaire 10

2. Employee Job Information Interviews 10

3. FLSA Status Determination 10

4. Position Classification 10

5. Updated Classification Specifications 11

6. Draft Classification Plan Reviews 11
E. TOTAL COMPENSATION SURVEY AND ANALYSIS 11

1. City Involvement in Compensation Plan Development 11

2. Comprehensive Compensation Surveys 11

3. Prevailing Rates Calculation 12

4. Compensation Competitiveness Comparison 12
F. COMPENSATION PLAN DEVELOPMENT 12

1. Compensation Competitiveness Policy 12

2. Salary Plan Structure Development 12

3. Salary Range Assignment Development 13

4. Implementation Plan Development 13
G. ENSURING THE CITY’S SELF-SUFFICIENCY 13
H. EXTENSIVE EMPLOYEE INCLUSION AND COMMUNICATION 13
I. MINIMAL CITY SUPPORT REQUIRED 13
J. FINAL REPORTS AND PRESENTATIONS 14
PROJECT TIMELINE ILLUSTRATION – GANTT CHART 15
6 COST PROPOSAL 16

WORK SAMPLE
PSPC BROCHURES – COMMUNICATING THE PROJECT; EZ COMPTM APPLICATION Please visit www.pspc.us for work samples and additional resources

PUBLIC SECTOR PERSONNEL CONSULTANTS

PROPOSAL TO CONDUCT A

CLASSIFICATION AND COMPENSATION STUDY

FOR THE CITY OF SANTA FE SPRINGS

LETTER OF TRANSMITTAL
________________________________________________

PUBLIC SECTOR PERSONNEL CONSULTANTS

August 29, 2022
Ms. Debbie Ford
Human Resources Manager
City of Santa Fe Springs
11710 Telegraph Road
Santa Fe Springs, CA 90670
Dear Ms. Ford and Selection Team,
Pursuant to your request, we are pleased to provide you with a proposal and qualifications to assist the City with a classification and compensation study. We specialize in these services and have implemented classification and compensation plans for more than 1,100 public employers nationwide, including more than 450 municipal employers and over 100 public employers in California.

Current and recently completed studies include those for the Cities of Riverside, Colton, San Bernardino, Banning, Ventura, Huntington Beach, Escondido, San Juan Capistrano, Montebello, Thousand Oaks, Bell Gardens, La Verne, Westlake Village, Azusa, and Salinas.

We believe our firm is uniquely qualified for this study. We will utilize only full-time, certified Human Resources professionals for the study, with combined greater than 100 years of experience in the fields of human resources, compensation, and labor relations. We have been providing customized classification and consulting services to the public sector since 1991.

Our proposed approach will be customized to meet the City’s needs. We are confident that our extensive public employers classification and compensation experience, knowledge of public employers in California, large specialized and highly qualified full-time staff, proven methods, unique EZ COMPTM application to ensure your self-sufficiency, and one year of implementation support and assistance at no cost, will achieve all of the City’s objectives for an important project of this nature.

Thank you for your interest in our firm’s services. If we can provide any additional information, such as samples of recent similar studies, or if you would like to visit further or in person about the City’s project needs, please contact me at any time.

Sincerely,
Matthew Weatherly, President
(888) 522-7772
[email protected]

Page 1 ends

Regionally: 149 S. Barrington Avenue #726 Los Angeles, CA 90049 888.522.7772 • www.pspc.us

PROPOSAL TO CONDUCT A

CLASSIFICATION AND COMPENSATION STUDY

FOR THE CITY OF SANTA FE SPRINGS

QUALIFICATIONS OF OUR FIRM

HISTORY AND FACTS ABOUT OUR FIRM

RECENT CALIFORNIA EMPLOYERS SERVED

RECENT MUNICIPAL EMPLOYERS SERVED
________________________________________________

PUBLIC SECTOR PERSONNEL CONSULTANTS

HISTORY AND FACTS ABOUT OUR FIRM
• HISTORY OF OUR FIRM
Public Sector Personnel Consultants (PSPC) originated in 1972 with the Public Sector Group of the international human resources consulting firm of Hay Associates. PSPC was established as an independent firm in 1982. We are a single-owner, debt-free subchapter-S corporation. • REGIONAL STAFF
We have regional offices or affiliates in Los Angeles, CA, Sacramento, CA, Austin, TX, Dallas, TX, Chicago, IL, St. Paul, MN, and Phoenix (Mesa), AZ.
• SPECIALIZED IN COMPENSATION SERVICES
We are “super-specialists" in compensation, providing services in job analysis, position classification, job content evaluation, compensation, and directly related services. Over 98% of our classification and compensation studies have been successfully implemented by our clients. • SPECIALIZED IN PUBLIC SECTOR CLIENTS
We provide services exclusively to public sector employers including municipalities, counties, utility districts, library districts, special districts, state governments, housing and redevelopment agencies, airport authorities, school districts, higher education, and tribal governments. • SPECIALIZED COMPENSATION STAFF
Our staff is comprised of eight (8) full time and an additional five (5) part time senior human resources professionals with very extensive experience as compensation managers and consultants for public employers. Our staff has more than 100 years of combined experience working for and consulting to public sector employers.
• OVER 1,100 PUBLIC EMPLOYERS SERVED
Our staff members have provided compensation, human resources, training and related consulting services to more than 1,100 public and 200 private employers throughout the U.S. • AMERICAN COMPENSATION ASSOCIATION PARTICIPATION (ACA) (NOW WORLDATWORK) Our consultants are active members of ACA, including serving as instructors for the ACA certification courses.
• SPECIALIZED COMPENSATION AND RELATED RESOURCES
We utilize our EZ COMPTM salary survey and plan program, modified FES point-factor job evaluation system, AEP
TM performance evaluation plan, and SNAPTM staffing needs analysis program. • FIRST YEAR IMPLEMENTATION WARRANTY
We provide our clients with extensive implementation support during the first year, and we will analyze, evaluate, classify, and provide a salary range recommendation for any new or changed position or entire job class, at no additional cost.

PUBLIC SECTOR PERSONNEL CONSULTANTS
2 RECENT CALIFORNIA EMPLOYERS SERVED BY MEMBERS OF OUR STAFF Apple Valley, Town of Sacramento Housing Authority
Azusa, City of Salinas, City of
Bell Gardens, City of San Bernardino, City of
Banning, City of San Clemente, City of
Capitol Area Development Authority San Juan Capistrano, City of Colton, City of, CA Santa Ana, City of (SEIU)
Commerce, City of Santa Cruz Port District
Culver City, City of South Gate, City of
Indian Wells, City of Upland, City of
Monterey/Salinas Transit Vernon, City of
Monterey, City of Victorville, City of
Riverside, City of Westlake Village, City of
Active 2022: Huntington Beach, Escondido, Ventura, Rancho Palos Verdes

ADDITIONAL RECENT MUNICIPAL EMPLOYERS SERVED BY OUR STAFF Addison, Town of, TX Frisco, City of, TX Odessa, City of, TX Aliso Viejo, City of, CA Georgetown, City of, TX Pearland, City of, TX Allen, City of, TX Grand Forks, City of, ND Plano, City of, TX Benbrook, City of, TX Grapevine, City of, TX Prosper, Town of, TX Bothell, City of, WA Haltom City, City of, TX Rio Rancho, City of, NM Bozeman, City of, MT Highland Park, Town of, TX Rockwall, City of, TX Carrollton, City of, TX Kerrville, City of, TX Roswell, City of, NM Casa Grande, City of, AZ Killeen, City of, TX Rowlett, City of, TX Centralia, City of, WA Lamar, City of, CO Scottsdale, City of, AZ Dallas, City of, TX Las Cruces, City of, NM Tomball, City of, TX Denton, City of, TX Lisle, Village of, IL Winslow, City of, AZ Edmonds, City of, WA Maricopa, City of, AZ Woodlands Township, TX El Paso, City of, TX Minot, City of, ND University Park, City of, TX Fairview, Town of, TX Mountain Village, Town of, CO
Fort Worth, City of, TX Oak Brook, Village of, IL

PUBLIC SECTOR PERSONNEL CONSULTANTS
3 PROPOSAL TO CONDUCT A

CLASSIFICATION AND COMPENSATION STUDY

FOR THE CITY OF SANTA FE SPRINGS

QUALIFICATIONS OF OUR STAFF

PROJECT TEAM ORGANIZATION CHART

RESUMES OF PROJECT TEAM MEMBERS
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PUBLIC SECTOR PERSONNEL CONSULTANTS
Human Resources Department
City Officials / Project Team
PSPC

PROJECT DIRECTOR
Matthew Weatherly

DEPARTMENT DIRECTORS
Quality Control
Client Communication
Project Management
Implementation Support

CITY EMPLOYEES

PROJECT TEAM ORGANIZATION CHART

COUNCIL

PROJECT STAFF

COMPENSATION PLAN

IMPLEMENTATION PLAN
L. Talamonti, CCP
M. Weatherly
B. Longmire, PMP
K. Tilzer, SPHR
M. Weatherly
B. Longmire, PMP
L. Talamonti, CCP
K. Tilzer, SPHR
S. Heinz, PHR, MPA

COMPENSATION SURVEY

SURVEY ANALYSIS

POSITION CLASSIFICATION

REVIEW AND DESIGN
Review Job Description Questionnaires
Desk Audits / Interviews
Updated Class Specifications
Job Analysis and Position Classification
Implementation Support
Competitiveness Strategy
Salary Range Assignments
Fiscal Impact Analysis Scenarios
EZ COMP Installation
Staff Training
Implementation Support
Market Definition
Benchmark Definitions
Data Collection & Validation
Statistical Reports
Market Comparison
Implementation Support

CITY OF SANTA FE SPRINGS

CLASSIFICATION AND COMPENSATION STUDY
MATTHEW E. WEATHERLY, PRESIDENT, PROJECT LEADER
Overall Project Communication, Compensation Survey QC and Review; Presentations Mr. Weatherly has over 20 years of experience as a human resources management professional and consultant, specializing in position classification, compensation, recruitment and selection. He has served as a Human Resources Manager with Employee Solutions, Inc. and Staffing Consultant with Initial Staffing Services.

He has completed projects in staff development, recruitment, selection, job descriptions, salary survey, and salary plan development. Among his current and recently completed consulting projects are those for:

Banning, City of, CA Monterey, City of, CA Salinas, City of, CA Big Bear Lake, City of, CA North County Fire, CA San Clemente, City of, CA Commerce, City of, CA Redwood City, City of CA Scottsdale, City of, AZ Inglewood, City of, CA Rialto, City of, CA Westlake Village, City of, CA Mr. Weatherly holds a BS degree in Human Resources Management from Arizona State University’s WP Carey School of Business. He has been a featured speaker at City Manager and HR meetings throughout the US.

SFSCA PUBLIC SECTOR PERSONNEL CONSULTANTS 9/22
4 ELIZABETH J. LOCURTO, CCP, VICE PRESIDENT
Position Classification; Compensation Survey QC and Review Ms. LoCurto has over 30 years of experience as a compensation manager and consultant for public and private employers, specializing in job analysis, salary surveys, and salary plan development. She has served as Compensation Research Associate for Hayes/Hill, Inc., Senior Compensation Analyst for AON Corporation, Compensation Manager for Loyola University, and Project Manager for the American Compensation Association.

She has conducted projects in job audits, job descriptions, salary surveys, compensation database management, compensation plan development, compensation training course development, and compensation trend research. Among her consulting projects are:

Apple Valley, Town of, CA Highland, City of, CA Sacramento, City of, CA California Family Health Council Midland, City of, TX Seaside, City of, CA El Paso, City of, TX Oakland, City of, CA State Bar of Texas Fresno, City of, CA Pomona, City of, CA Stockton, City of, CA Ms. LoCurto holds a BS degree in Business Administration from Arizona State University. She holds the Certified Compensation Professional (CCP) designation from the American Compensation Association.

KATHERINE TILZER, SPHR, VICE PRESIDENT
Position Classification; Job Description Writing Supervision; Career Ladders and Job Families Ms. Tilzer has more than 25 years of experience as a human resources manager and consultant, specializing in employee relations, compensation, and recruitment. She has served as Personnel Manager for Laboratory Corporation of America, Director of Human Resources for Plaza Healthcare, Inc., and Director of Human Resources for American Baptist Homes.

Agoura Hills, City of, CA Indian Wells, City of, CA Sacramento City Schools, CA Azusa, City of, CA Lake Havasu City, AZ San Bernardino Assn of Govt’s, CA Castro Valley Sanitary Dist., CA Monterey Transit Dist., CA Victorville, City of, CA Culver City, City of, CA Pacific Grove, City of Water Facilities Authority, CA She holds a BS degree in Management from the University of Phoenix, and certification as Senior Professional in Human Resources from the Society for Human Resources Management.

BOB LONGMIRE, PMP, PROJECT LEADER
Total Compensation Survey; Data Integrity; Project Communication Mr. Longmire has more than 15 years of project management experience and consulting for public employers, specializing in employee development, classification, and compensation. He has served as National Sales Director for Connexion Technologies and Brand Marketing Manager for Plink.

He has completed projects in job analysis, position classification, compensation surveys and plan development.

Among his consulting projects are those for:

Bell Gardens, City of, CA Montebello, City of, CA Pitkin County, CO Colton, City of, CA Salinas, City of CA Riverside, City of, CA La Verne, City of, CA Greater Orlando Airport, FL San Bernardino, City of, CA Monterey, City of, CA King County Library Systems, WA Santa Ana, City of, CA Mr. Longmire holds a BS degree in Administration from Colorado Christian University and designation as Project Management Professional from the Project Management Institute.

SFSCA PUBLIC SECTOR PERSONNEL CONSULTANTS 9/22
5 SAMUEL HEINZ, MPA, PHR
Position Classification; Job Description Writing Supervision; Career Ladders and Job Families Mr. Heinz has conducted projects in job analysis, position classification, job evaluation, compensation surveys, and compensation plan development. Among his recent client projects are those for:

Addison, Town of, TX DeSoto, City of, TX Prosper, Town of, TX Apache Junction, City of, AZ Galveston, City of, TX Teton County, WY Bismarck, City of, ND Midland, City of, TX The Colony, City of, TX Carrollton, City of, TX Odessa, City of, TX Williston, City of, ND Mr. Heinz holds a MA degree in Public Administration from Texas Tech.

PUBLIC SECTOR PERSONNEL CONSULTANTS proposes to utilize only full-time members of our firm to complete all of the project tasks and objectives. In order to maintain complete control of the project tasks and deadlines, we will not utilize subcontractors for the completion of the project.

SFSCA PUBLIC SECTOR PERSONNEL CONSULTANTS 9/22
6 PROPOSAL TO CONDUCT A

CLASSIFICATION AND COMPENSATION STUDY

FOR THE CITY OF SANTA FE SPRINGS

REFERENCES

COUNTY GOVERNMENTS SERVED BY OUR STAFF
1,000+ PUBLIC EMPLOYERS SERVED
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PUBLIC SECTOR PERSONNEL CONSULTANTS

REPRESENTATIVE PROJECT REFERENCES
Following is a listing of agencies which are representative of more than 1,100 employers, for whom members of our firm have services similar to those requested by the City.

MONTEBELLO, CITY OF, CA
Mr. Nicholas Razo, Director of HR
1600 W. Beverly Blvd
Montebello, CA 90640
(323) 887-1377
[email protected]
FY 2021/22 Classification and Comp Study

SAN JUAN CAPISTRANO, CITY OF, CA
Mr. Sam Penrod, HR / Risk Manager
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
(949) 234-4565
[email protected]
Classification and FY 2017 Compensation Study

RIVERSIDE, CITY OF, CA
Ms. Miriana Gonzalez, Deputy HR Director
3900 Main Street
Riverside, CA 92522
(951) 826-5808
[email protected]
FY 2020 SEIU, 2022 POA Compensation Study

ESCONDIDO, CITY OF, CA
Ms. Jessica Perpetua, HR Director
201 N. Broadway
Escondido, CA 92025
(760) 839-4016
[email protected]
FY 2022 Classification and Compensation Study

DALLAS, CITY OF, TX
Ms. Carmel Fritz, Deputy Director
1500 Marilla Street
Dallas, TX 75201
(214) 670-7391
[email protected]
FY 2022 Class and Compensation Study

SCOTTSDALE, CITY OF, AZ
Mr. Jim Thompson, City Manager
3939 N. Drinkwater Blvd
Scottsdale, AZ 85251
(480) 312-2800
[email protected]
FY 2022 Compensation Study Update
FY 2018 Class and Compensation Study
SFSCA PUBLIC SECTOR PERSONNEL CONSULTANTS 9/22
7 PROPOSAL TO CONDUCT A

CLASSIFICATION AND COMPENSATION STUDY

FOR THE CITY OF SANTA FE SPRINGS

WORK PLAN

SUMMARY OF SERVICES AND APPROACH
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PUBLIC SECTOR PERSONNEL CONSULTANTS
PROJECT UNDERSTANDING: SUMMARY OF SERVICES FOR THE CITY PUBLIC SECTOR PERSONNEL CONSULTANTS (PSPC) proposes the following program of consulting services and implementation support to conduct a classification and compensation study.