Project Description: Classification and Compensation Study RFP Summary of other pertinent details:The Office of the Wood County Engineer is seeking Proposals to re-evaluate the Job Descriptions, Classification and Compensation for it's full-time, part-time and summer intern positions. The County provides a range of employee benefit programs including health and life insurance, paid sick and vacation leave, retirement, and longevity. The County Engineer’s current Classification and Compensation plan was adopted in 2014. Many of the positions evaluated at that time have been reviewed and updated when necessary. Some new positions have been created and have been incorporated into the plan. Other positions have been eliminated. Since the plan was adopted, inequities and compression have developed, and the criteria and weighting of various factors of the system need to be updated. I. Goals and Objectives The purpose of the Classification and Compensation Study is to address changes in Engineer’s operations and staffing over the past decades, which may have affected the type, scope, and level of work being performed. The Engineer’s objectives are to: a. Attract and retain qualified employees; b. Ensure positions performing similar work with essentially the same level of complexity, responsibility, knowledge, skills, and abilities are classified together; c. Provide salaries commensurate with assigned duties; d. Clearly outline promotional opportunities and provide recognizable compensation growth; e. Provide justifiable pay differential between individual classes; f. Maintain a competitive position with other comparable government entities and private employers within the same geographic areas. g. Ensure the total compensation and benefits package is competitive. The study shall evaluate the present salary structure as compared to the specific job market for comparable positions in the public sectors. The consultant shall perform or provide the following: II. Scope of Services a. Provide a comprehensive evaluation of every job within the Engineer’s Office to determine relative worth within the organization for internal equity and for the establishment of pay ranges and step progressions within the ranges. b. Review all current job classifications, confirm, and recommend changes to hierarchical order of jobs using your evaluation system. c. Establish appropriate benchmark standards and conduct salary surveys as needed for similar positions with comparable Ohio counties as required. d. Identify potential pay compression issues and provide potential solutions. e. Analyze and recommend changes to the present compensation structure to meet market analysis. This recommendation shall include recommendations for individual positions as well. f. Compare and analyze the Engineer’s current operational needs to industry standards and best practices of other counties of similar size. g. Recommend effective recruitment strategies for hard to fill, and high turnover positions. Recommendations should include criteria for designating positions as hard-to- fill/critical (e.g., not being able to fill after repeated advertising, competent talent not applying, gaps in talent as compared to position needs, internal talent not available). Additionally, recommending potential opportunities for pay for performance or bonus structure. h. Provide a brief review of payroll processes and identifying potential best practices. III. Classification Study The Consultant shall: a. Review current classification grade methodology and propose recommended strategies for the Engineer’s Office. b. Conduct interviews and/or job audits as appropriate. Interviews and/or job audits may be conducted individually or in groups based upon classification. c. Update job descriptions to uniformly reflect the distinguishing characteristics, essential job functions, minimum qualifications (education/experience and knowledge/skills/abilities), working conditions (mental abilities, physical demands, work environment, and travel requirements), and certification/licenses/registrations requirements for classification as needed. d. Identify Officials and Administrators, Professionals, Technicians, Paraprofessionals, Administrative Support, Skilled Craft Workers, and Service employees, including Fair Labor Standards Act (FLSA) status (exempt/non-exempt). e. Present proposed recommendations to the County Engineer and Financial Manager/HR Coordinator for review prior to making any final classification determinations. f. Finalize class specifications and recommend appropriate classification for each employee, including correction of identified discrepancies between existing and proposed classifications. g. Identify career ladders/promotional opportunities as deemed appropriate. h. Submit recommendations for appropriate implementation measures staff will need to take. i. Provide a straightforward, easily understood maintenance system the staff will use to keep the classification system current and equitable. The classification system should be provided in an electronic medium. Maintenance should include annual activities, as well as the process we would use in the review of the classification of individual jobs, as needed. IV. Compensation Study The Consultant shall: a. Review current compensation plan (salary grade levels, steps and available benefits) and understand current challenges in recruiting and retaining employees. b. Recommend and identify a consistent and competitive market position the County Engineer can strive to maintain. c. Recommend comparable labor markets, including both private and public sector employers for compensation survey. d. Develop and conduct a comprehensive compensation and benefits survey. e. Recommend appropriate salary range for each position based on the classification plan, the compensation survey results, and the internal relationships and equality. Prepare a new salary structure based on the results of the survey and best practices. f. Develop guidelines to assist County Engineer staff with determining the starting pay for new employees based on knowledge and experience above the minimum requirements of the position, how difficult the position is to fill, and market competitiveness. g. Recommend implementation strategies including calculating the cost of implementing the plan. h. Identify any extreme current individual or group compensation inequities and to provide a recommended corrective action plan and process to remedy these situations. i. Make recommendations and to provide implementation strategies related to other key compensation practices, based on market demands, including pay for performance, skill pay, special assignment pay, certification pay, bilingual pay, promotional pay, and acting assignment pay. j. Conduct a compression analysis to include any recommendations for implementation. V. County Engineer Resources The County Engineer will provide copies of all pay ranges, job classifications, and any other available in- house information requested by the selected consultant that may be required to complete the study. VI. Proposal Format and Requirements The Consultant shall submit one (1) electronic version and may submit two (2) hardcopies of their written proposal that presents their qualifications and understanding of the work to be performed. Include all information requested, organized in tabbed sections clearly identified in a table of contents as described in the paragraphs that follow. Any other information thought to be relevant, but not applicable to the enumerated categories, may be provided as a separate appendix to the proposal. The following information/documents shall be included in the proposal package to be considered responsive to the Request for Proposals: 1. Agents and Address Identify who will be the project manager and key staff assigned if awarded. Provide resumes summarizing the qualifications and experience of the individuals who will be conducting the study. Include specific information on the staff’s experience with public sector compensation including public safety. Describe successful outcomes. List the address, e-mail address, and telephone number of the office from which the services are to be provided. Promotional literature and other public relations documents should NOT be included. 2. Statement of Methods and Procedures Provide a statement describing the scope of work as you understand it. Describe the approach, means, methods, and procedures to be used to gather the data, analyze findings, and develop recommendations as requested. Provide a sample of reports and/or other correspondence. 3. Management Synopsis Provide a synopsis prepared for management review covering the significant features of the proposal including overall costs and terms of work. 4. Structure and Content of Work Product Provide a detailed breakdown and description of the specific steps, services, and study products to be provided. Describe how the final product will be structured and presented upon completion. Include any computer/software compatibility information. Firms may elect to include in the section any innovative methods or concepts that might be beneficial to the County Engineer as long as the minimum requirements set out in this RFP are met. 5. Work Schedule Provide a timeline indicating tasks required and the start and completion dates for each. It is expected the work will commence as soon as possible after the contract is awarded. 6. References Include the name, address, telephone number, and e-mail address for contact persons at five (5) other public entities for which comparable services have recently been rendered. 7. Cost of Services Provide a total cost estimate, including travel expenses, and “not to exceed” amount for the work described in scope of work; a rate schedule for computing any extra work not specified in the contracted scope of work; and an amount to be deducted from total cost estimate because Consultant is conducting (or has conducted in the past six (6) months) salary surveys of comparable jurisdictions, the data from which can be shared rather than independently gathered. VII. Final Product a. Deliver at least one original, two copies, and a flash drive of the final report to the County Engineer and Financial Manager/HR Coordinator. Proposal may be mailed to: One Courthouse Square, Bowling Green, OH 43402. b. Provide the final report, tables, schedules, job descriptions, charts, spreadsheets, salary surveys, and other materials necessary for the implementation and maintenance of the compensation/classification system in an electronic medium; and c. Meet with County Engineer and Financial Manager/HR Coordinator to discuss the recommendations and final report. VIII. Additional Services (Optional) Provide any other related and recommended products or service not specified in the RFP which may be considered essential or beneficial to the County Engineer. IX. Cost Proposal This request for information does not, under any circumstance, commit the County Engineer to pay any costs incurred by any Consultant in the submission of qualifications. The Consultant is responsible for all costs associated with response to this request.