07/12/1984 - City Council SpecialSPECIAL
CITY COUNCIL MEETING
THURSDAY
JULY 12, 1984
5:00 P.M.
I. ROLL CALL
II. COMPENSATION/JOB EVALUATION STUDY TO
INTERVIEW CONSULTANTS
--5:15
- 6:00
--6:00
- 6:30
--6:30
- 7:15
--7:30
- 8:15
III. OTHER BUSINESS
IV. ADJOURNMENT
Arthur Young
Lunch
Stanton
Loren Law
MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: JULY 9, 1984
SUBJECT: SPECIAL CITY COUNCIL MEETING/JULY 12, 1984
A special City Council meeting was scheduled at the June 19,
1984, regular City Council meeting to interview three (3) consul-
tants for the purpose of selecting one to perform a compensation/
job evaluation study for City of Eagan personnel.
The RFP was developed by Administration and a copy is available
for your review. The RFP was sent to six (6) consultants on
April 26, 1984. The City Administrator then conducted a meeting
with all prospective consultants to review the RFP on Tuesday,
May 8. An interview team was comprised of the City Administrator,
Administrative Assistant Duffy, Director of Finance VanOverbeke,
and Parks and Recreation Director Vraa to review the applicants
as a final prescreening for interviews by the City Council.
These interviews were scheduled and conducted on June 12, 1984.
The three finalists were selected and are being presented to
the City Council. There are many questions that the City Council
may wish to consider asking each of the consultants and the follow-
ing is a sample:
1) How will comparable worth legislation requirements
be satisfied by your position evaluation/compensation
study?
2) How involved should we as City Councilmembers
become in the position evaluation/salary compensation
study?
3) What comprises the majority of your consulting
time when performing a compensation/position evalua-
tion study? In other words, is it job evaluation,
organizational studies, salary surveys - what is
the percentage?
4) Who will actually perform most of the study and
what experience does that person have within your
firm?
5) What is the role of the Evaluation Committee?
6) Do you find that salary compensation/job evaluation
studies are implemented and become a positive working
tool for a City?
The aforementioned questions are basic to the task of hiring
a consultant for the job evaluation/compensation study. The
detail of how a study will be performed will be outlined by each
of the consultants and therefore, specific questions addressing
those details were not provided as sample questions. The City
Administrator will arrange for a type of lunch that will substitute
for your traditional evening dinner at 6:00 p.m.
SPECIAL CITY COUNCIL MEETING/JULY 12, 1984
JULY 9, 1984
PAGE TWO
There is a provision for other business on the agenda, however,
City Councilmember Smith may need to attend the Joint Cable Commis-
sion meeting, which will be in progress when the last interview
is completed. Since his meeting is at City Hall, it might be
possible to discuss some other business; in any event, we will
remain flexible until Thursday evening. Another special City
Council meeting is scheduled for Monday, July 16, and there will
be time to review a number of extra items that require workshop
attention that evening.
Enclosed are copies of the three (3) proposals. If you have
time to review those proposals, it will be helpful prior to each
consultant reviewing them in detail as a part of their presentation
on Thursday.
City Administrator
'FSA
SPECIAL
CITY COUNCIL MEETING
THURSDAY
JULY 12, 1984
5:00 P.M.
I. ROLL CALL
II. COMPENSATION/JOB EVALUATION'STUDY TO
INTERVIEW CONSULTANTS
--5:15.- 6:00 Arthur Young
--6:00 - 6:30 Lunch
--6:30 - 7:15 Stanton
--7:30 - 8:15 Loren Law
III. OTHER BUSINESS
IV. ,ADJOURNMENT
MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: JULY 9, 1984
SUBJECT: SPECIAL CITY COUNCIL MEETING/JULY 12, 1984
A special City Council meeting was scheduled at the June 19,
1984, regular City Council meeting to interview three (3) consul-
tants for the purpose of selecting one to perform a compensation/
job evaluation study for City of Eagan personnel.
The RFP was developed by Administration and a copy is available
for your review. The RFP was sent to six. (6) consultants on
April 26, 1984. The City Administrator then conducted a meeting
with all prospective consultants to review the RFP on Tuesday,
May 8. An interview team was comprised of the City Administrator,
Administrative Assistant Duffy, Director of. Finance VanOverbeke,
and Parks and Recreation Director Vraa to review the applicants
as a final prescreening for interviews by the City Council.
These interviews were scheduled and conducted on June 12, 1984.
The three finalists were selected and are being presented to
the City Council. There are many questions that the City Council
may wish to consider asking each of the consultants and the follow-
ing is a sample:
1) How will comparable worth legislation requirements
be satisfied by your position evaluation/compensation
study?
2) How involved should we as. City Councilmembers
become in the position evaluation/salary compensation
study?
3) what comprises the majority. of your consulting
time when performing a compensation/position evalua-
tion study? In other words, is it job evaluation,
organizational studies, salary surveys - what is
the percentage?
4) Who will actually perform most of the study and
what experience does that person have within your
firm?
5) What is the role of the Evaluation Committee?
6) Do you find that salary compensation/job evaluation
studies are implemented and become a positive working
tool for a City?
The aforementioned questions are basic to the task of hiring
a consultant for the job evaluation/compensation study. The
detail of how a study will be performed will be outlined by each
of the consultants and therefore, specific questions addressing
those details were not provided as sample questions. The City
Administrator will arrange for a type of lunch that will substitute
for your traditional evening dinner at 6:00 p.m.
SPECIAL CITY COUNCIL MEETING/JULY 12, 1984
JULY 9, 1984
PAGE TWO
There is a provision for other business on the agenda, however,
City Councilmember Smith may need to attend the Joint Cable Commis-
sion meeting, which will be in progress when the last interview
is completed. Since his meeting is at City Hall, it might be
possible to discuss some other business; in any event, we will
remain flexible until Thursday evening. Another special City
Council meeting is scheduled for Monday, July 16, and there will
be time to review a number of extra items that require workshop
attention that evening.
Enclosed are copies of the three (3) proposals. If you have
time to review those proposals, it will be helpful prior to each
consultant reviewing them in detail as a part of their presentation
on Thursday.
City Administrator
M:
3830 PILOT KNOB ROAD. P.O. BOX 21199
EAGAN. MINNESOTA 55121
PHONE: (612) 454-8100
April 26, 1984
Dear Sir or Madam:
BEA BLOMQMT
Mara
THOMAS EGAN
JAMES A SMITH
JERRY THOMAS
THEODORE WACHTER
Cann Mernome
THOMAS HEDGES
GN Aa ftala
EUGENE VAN OVERBEKE
ON Cie.
The City. of Eagan is inviting independent personnel evaluation
and compensation consultants to submit proposals to provide con-
sulting services for the development and performance of a job
evaluation study for employees of the City of Eagan in accordance
with the enclosed "Request for Proposal". In the event your firm
is interested in submitting a proposal, please comply with the
RFP.
Eugene Vanoverbeke, the Director of Finance/City Clerk, as autho-
rized by the City Council is responsible for issuance of the RFP.
Should any proposer have any doubts as to any terms, conditions
or provisions of the RFP or the meaning or interpretation there-
of, requests for information or clarification shall be submitted
in writing to the City Clerk. All responses will be made at a
pre -proposal conference or will be mailed to all firms on the
attached mailing list. Please do not verbally request any infor-
mation.
However, if there are any questions regarding the City's
procedure, contact Holly Duffy, Administrative Assistant in
charge of personnel, at 454-8100.
Once a proposal has been received, the City accepts it as
evidence that there are no unanswered questions and the proposer
cannot modify the proposal on the basis of misunderstanding.
For your information, the Request for Proposal has been sent to
the firms listed on the attached page. Any additional requests
by other firms for a copy of the proposal will be honored when
and if received. Thank you for your consideration.
Sincerely,
ck6 Moob
Z kQ D?W
Thomas L. Hedges
City Administrator
Attachments
THE LONE OAK TREE... THE SYMBOL OF STRENGTH AND GROWTH IN OUR COMMUNITY
IT
LOREN L LAW & ASSOC
7300 FRANCE AVE S
MPLS MN 55435
DIERCKS CONSULTANTS INC
415 SHELARD PLAZA SO
MPLS MN 55426
STANTON & ASSOCIATES INCE
2525 NEVADA AVE
GOLDEN VALLEY MN 55427
KAREN OLSON
LABOR RELATIONS ASSOC
7501 GOLDEN VALLEY RD
MPLS MN 55427
JOHNSON & HIGGINS-SIBSON
SUITE 2324
100 WASHINGTON SQ
MPLS MN 55401
ARTHUR YOUNG & CO
1000 PILSBURY CRT
MPLS MN 55402
CITY OF EAGAN
REQUEST FOR PROPOSALS
JOB EVALUATION STUDY
APRIL 1984
TABLE OF CONTENTS
I. INFORMATION FURNISHED BY THE CITY OF EAGAN. . . .
A. City Overview. . . . . . _. . .
B. Nature of Services Required. . . . . . . . .
C. Assistance Available to Proposer. . . . . . .
D. Study Phase Implementation. . . . . . . . . .
E. Report Requirements . . . . . . . . . . . . .
F. Time Considerations & Requirements. . . . . .
G. Report Review . . . . . . . . . . . . . . . .
H. Right to Reject . . . . . . . . . . . . . . .
II. INFORMATION NEEDED FROM PROPOSER. . . . . . . . . . .
A. Title Page . . . . . . . . . . . . . . . . . . . . .
B. Table of Contents . . . . . . . . . . . . . . .
C. Letter of Transmittal . . . . . . . . . . . . . . .
D. Profile of the Proposer . . . . . . . . . . . . . .
E. Summary of the Proposer's Qualifications. .
F. Proposer's Approach to the Examiniation. . . . . .
G. Compensation . . . . . . . . . . . . . . . . . . . .
H. Alternates . . . . . . . . . . . . . . . . . . .
I Additional Data
. 1
2
3
3
3
4
4
4
5
5
5
5
5
6
6
6
6
. . . . . . . . . . . . . . . . . . . . . . 6
III.EVALUATION OF PROPOSALS . . . . . . . . . . . . . . . . . . . . 8
APPENDIX A . . . . . . . . . . . . . . . . . . . . . . . . . . .9
I. INFORMATION FURNISHED BY THE CITY OF EAGAN
A. CITY OVERVIEW
THE CITY
The City of Eagan was originally incorporated as a Village in
1972. In 1974, Eagan was incorporated as a City and instituted a
statutory plan A council -administrator form of government. The
City covers an area of 34 square miles and is approximately 408
developed. The City's population has been increasing dramatical-
ly as set forth in the following table.
1970 U.S. Census t 10,398
1977 Special U.S. Census 19,276
1980 U.S. Census 1 20,700
1984 Population Projection 30,000
The City provides a full array of municipal services including
water, sewer and street lighting utilities. The City has a
volunteer fire department and a volunteer fire relief associa-
tion. The City is involved in a Housing and Redevelopment
Authority.
THE CITY COUNCIL
The City Council is composed of four members, each of whom are
elected at large for four year terms,; and the Mayor who is
elected for a two year term, and is the legislative and policy
making body of the City. Set forth on 'the following table is
certain information pertaining to the City Council.
Name
Beatta Blomquist
Thomas Egan
James Smith
Jerry Thomas
Theodore Wachter
Title
Mayor
Councilmember
Councilmember
Councilmember
Councilmember
CITY ORGANIZATION
Occupation
Chemist
Attorney
Insurance Agent
Rancher
Contractor
The administration of the City is controlled by the City Council
through the City Administrator and carried out in 15 departments
by the City Administrator and 8 additional department heads. A
complete administrative organizational chart is included as
Appendix A for your information.
Four employee groups within the City are organized into unions
and contracts are negotiated for each 'of these groups, deter-
mining salary and benefits. These groups include maintenance
workers (public works and parks and recreation departments),
clerical workers, police officers, andlpolice dispatchers. The
Fire Department is volunteer and is classified separately.
Under union contract, the maintenance worker group has only one
job classification, that of maintenance worker. The workers are
divided into three divisions: streets, utilities,, and parks.
There are 19 employees in this bargaining group.
The clerical workers contain the following position classifica-
tions: Account Clerk (2 employees), Senior Account Clerk (2
employees), Secretary (2 employees), Clerk -Typist (3 full-time
employees and 5 part-time employees) and receptionist (No one
presently is classified as such).
The police officers are classified as such under their contract
and all officers (23 employees) work under the same classifica-
tion with the exception that two employees are classified as
sergeants and one as investigator with an additional amount added
to the base pay rate.
There are 9 employees in the police dispatcher bargaining unit
and all operate under the same classification, police dispatcher.
B. NATURE OF SERVICES REQUIRED
The City Council of the City of Eagan has approved the hiring of
a consultant to assist in and direct the development of a Job
Evaluation Study for employment positions within the City of
Eagan with the exception of the Volunteer Fire Department and
elected officials. The purposes for developing this study in-
clude: (1) the development of a job evaluation program for
positions within the City of Eagan which will properly reflect
differences in responsibilities and individual performance and
allow earning opportunities competitive with rates paid by others
for similar responsibilities and performance; and (2) the de-
velopment of a performance evaluation mechanism through which
municipal employees may be annually evaluated.
The study will be conducted as a base study with alternates, with
the base study covering the non-union employees. The time consi-
derations as noted in these requirements cover only the base'
study section of the study (non-union employees). Alternate bids
will be requested for the further implementation of the study
covering those employees now working under collective bargaining
contracts.
Non-union employees of the City include the City Administrator,
Director of Finance/City Clerk -Treasurer, Director of Public
Works, City Planner, Chief Building Official, Director of Parks &
Recreation, Assistant Finance Director, Administrative Assistant
(Finance Department), Administrative Assistant (Administration),
Planner I, Assistant City Engineer, Engineering Tech III, Engi-
neering Tech II, Assistant Building Inspector/Fire Marshal/Civil
Defense Director, Plumbing Inspector, Construction Analyst,
Recreation Programmer, Chief of Police, Administrative Captain
(Police Department), Operations Captain (Police Department),
Animal Warden, Secretary to the Chief of Police/Office Manager,
Building Maintenance Man, Superintendent ' of Streets and Equip-
ment, Superintendent of Utilities, Assistant Park Director and
Park Foreman.
The objectives of this study include: (1) developing comprehen-
sive job descriptions for each position, (2) developing job
evaluations for all positions as they exist and in relationship
to other positions within the city, (3) conducting a comparable
survey of municipal and private sector specific job responsibili-
ties and salary and benefit equivalents,, (4) using the data to
set salary ranges for each position recognizing internal and
external equity, (5) developing performance evaluation criteria,
(6) establishing where evaluation results would be placed on the
salary range, and (7) developing a method by which the job
description and evaluation system may be updated, so that new
positions may be integrated into the system.
C. ASSISTANCE AVAILABLE TO PROPOSER
The City of Eagan will render all possible assistance to the
selected consultant, will respond promptly to requests for
information and will provide the physical facilities needed for
interviews and meetings.
D. STUDY PRASE IMPLEMENTATION
Depending on budgetary considerations, the job evaluation will
begin with all non-union employees. The, following time consi-
derations (See F.) are applicable for the study covering these
positions only. Further phases covering each of the union groups
will be implemented when and if financially feasible and/or
required by union contracts.
NOTE: All bargaining units presently have active contracts
covering present salary and benefit stipulations.
E. REPORT REQUIREMENTS
1. Method for compiling job descriptions for each position.
2. Job evaluation system for evaluating,job descriptions.
3. Job evaluation system for evaluating relationship of
different positions within the City to each other.
4. Salary and benefit survey -- municipal and private
sector equivalents.
5. Salary and benefit ranges as established for each position.
6. Establishment of criteria for evaluating the performance of
employees in order to place them on a salary range.
3
7. Method for updating the study so that new, positions may be
integrated into the system.
F. TIME CONSIDERATIONS S REQUIREMENTS
1. May 8, 1984 (1:30 p.m.) - Pre -proposal Conference.
2. May 25, 1984 - Proposals accepted until 3:00 p.m.
3. Many 25 - June 15, 1984 - Proposals evaluated.
4. June 19, 1984 - Engagement awarded by City Counicil.
G. REPORT REVIEW
During each step of the study and prior to the submission of the
final report and recommendations to the City, the consultant will
be required to review a draft of the proposed report with the
City Administrator.
H. RIGHT TO REJECT
The City of Eagan reserves the right to reject any and all
proposals submitted and to request additional ,information from
all proposers. Any award will be made to the firm which in the
opinion of the City of Eagan City Council is best qualified.
4
II. INFORMATION NEEDED FROM PROPOSER
In order to simplify the review process and to obtain the maximum
degree of comparison, proposals must be organized in the manner
stated below. A minimum of eight (8) copies of the proposal
shall be submitted to:
E. J. VanOverbeke
Director of Finance/City Clerk
City of Eagan
3830 Pilot Knob Road
Eagan, MN 55122
A. TITLE PAGE
Show the RFP subject, the name of the proposer's firm, local
address, telephone number, name of the contact person, and the
date.
B. TABLE OF CONTENTS
Include a clear indentification of the material by section and by
page number.
C. LETTER OF TRANSMITTAL
Limit to one or. two pages.
1. Briefly state the proposer's understanding of the work to be
done and make a positive commitment to perform the work
within the time period.
2. State the all-inclusive fee for phase one of the study (non-
union employees) and additional ;fees for each of the
bargaining units (union contract groups).
3. State the names of the persons who will be authorized to make
representations for the proposer, their titles, addresses,
and telephone numbers.
4. State that the person signing the letter will be authorized
to bind the proposer.
D. PROFILE OF THE PROPOSER
1. State whether the firm is local, regional, national, or
international.
2. State the location of the office from which the work is to be
done and the number of partners, managers, supervisors,
seniors, and other professional• staff employed at that
office.
5
3. Describe the range of activities performed by the local
office such as job compensation studies, labor consultant
services, salary surveys, or labor management services.
4. List all municipalities for which work has been performed in
the State of Minnesota with a specific description of the
type of service performed.
E. SUMMARY OF THE PROPOSER'S QUALIFICATIONS
Identify the supervisors who will work on the job evaluation
study, including staff from other than the local office. Resumes
including relevant experience and continuing education for each
supervisory person to be assigned to the study should be in-
cluded. (These resumes may be included as an appendix.)
F. PROPOSER'S APPROACH TO THE EXAMINATION
Submit a work plan to accomplish the scope defined under "Nature
of Services Required" of these guidelines. The work plan should
include time estimates for each significant segment of the work
and the staff level to be assigned. Where possible, individual
staff members should be named. The planned use of City staff for
portions of the work plan should be thoroughly described.
G. COMPENSATION
State the total hours and hourly rate required by staff classifi-
cation and the resulting all-inclusive maximum fee for which the
requested work to accomplish phase one (non-union employees) of
the job evaluation study.
H. ALTERNATES
List alternate additional fees to accomplish further phases of
the study on those employee positions now covered by colletive
bargaining contracts:
1. Maintenance Workers
2. Clerical Workers
3. Police Officers
4. Police Dispatchers
State the amount and type of work the City will be expected to
perform.
I. ADDITIONAL DATA
Since the preceding sections are to contain only data that is
specifically requested, any additional information considered
essential to the proposal should be included in this section.
If there is no additional information to present, state, "There
0
is no additional information we wish to pr,esent."
8
III. EVALUATION OF PROPOSALS
A predetermined method of evaluation will be utilized and ,is
described as follows:
1. The City Administrator and the Administrative Assistant who
handles Personnel will review all proposals.
2. Representatives of approximately three (3) proposing firms
will be interviewed by the City Administrator, the
Administrative Assistant in charge of personnel and
representative department heads.
3. The City Administrator will recommend that additional
interviews be held before the City Council.
4. The City Council will award the job evaluation and
compensation study.
The evaluation of the proposals will be based on the criteria
listed below:
1.
2.
3.
4.
Skill and time commitment.
Demonstrated understanding of the City of Eagan's
requirements and a plan for meeting them.
Minnesota municipal
experience.
Cost.
5. Time Frame.
job evaluation and compensation study
0
April 26, 19851
APPENDIX A
CITY OF EAGAN
ADMINISTRATIVE ORGANIZATIONAL CHART
MTOR
• CITY COOVCIL
CITE
RONItl15TRATOP
[III CP
CITT CLEPP/
NINI:TMTIVL
PARI •
CITf
DIPOI7OR
Fiat
CIII LI 01 pOLltl.
OV IIDIXO
DIRECTOR 01
I55PQTOP
IIXAI&C
RESISTANT
0LCAKATW.
PLANXEC
01
OIPECTOP
"on"C NDRRS
IIRC
XM 514E
1/]
IVIL
IIY.Y. _p l_R.5QC
CTRPI
A59T
NUIIS Inu
I}I
PWINCR 1
SQRRAPY
IIII I'E'CTpR
INSPECTORS
COIISTPIILTION
SUI LOINC
I}1
AXRLTST
MIrTCMQC
MN
R55T. PMC
RECREATION
LLY PLIAPY
OIPCCttIP
SYPCPVISOR
RCIIIT[R/PYNXEI
1
SECRETARY
AOX INISTMTIVE
OPCPATIOtl9
FORESTER
PARIS
TEXPORMT
DIIICC MNACER
CAPTAIN
CAPTAIN
FORY.NM
PQ. PORKERS
pApR
SUPT. 01
MSCSSNNT
ASSISTAXT
LUPI. 01
L LIHVESTICATOR9
PATROL
CITY
CNGINCEP
WMIT189
ROA09
CLERK
r.1.
ROCN
OIIIC[P9
MIMLNANCB
ME1
41
[NGIXCLRING
CNLINCEP ItS
CLERC
RSSCS•+NEXT
p151•ATC11[R
111
T]<N. 11
TTPI LT
CLLPC AIDB
A.SIST. Y.—.
..MINI LTPATIVL
TQU.
RQBPTIOMI4} DI6PATC NCRB PELORO CL[RR
DIRECTOR
ASSIGTANT
IR ILITT
ROM
4.
M TNTCNAXCB
MINTCNAIItt
5[NIOR
AQOUM
ACCOUNT
IIEAO
RECEPTIONIST
CLLR{
CLE.E/TTPIOT
CLERK
PQIATIONIST
ACTDIIMT CLEA,
CLCRA/TYPIST
May 11, 1984
Dear Job Evaluation Study Proposer:
On Tuesday, May 8, at the Eagan Municipal Center, a pre -proposal
conference was held regarding the Job Evaluation Study Request
for Proposals (RFP) from the City of Eagan. The following is a
summary of questions and answers discussed at that meeting:
Q. what is the time frame for completion of this project?
The City of Eagan is looking for estimates of a time frame from
each of the proposers. However, the City would prefer that the
study be completed at the end of September for budgetary planning
and because of the possibility of retroactive pay for the 1984
year.
Q. How important is municipal experience?
It will carry some weight.
Q. What provision should be made for those employees found to be
over or under suggested salary ranges?
Administration guidelines could include methods for adjustments
for those employees.
Q. Has the City of Eagan lost key personnel?
No.
Q. Has the City of Eagan experienced difficulty in attracting
key personnel?
Yes, lower salaries have been a concern; however, growth manage-
ment is a main reason for attracting department heads.
Q. How have salary increases been handled in the past?
A straight across the board percentage increase has been given,
plus the City Administrator has provided "equity or performance
adjustment" recommendations for certain personnel many of which
were approved. These adjustments were based on job comparisons
1
as reviewed in the Stanton Report and a survey of other cities.
Q. Does the Council approve every salary increase?
Yes.
Q. Does the City presently have an informal or formal system for
the personnel evaluation?
Informal. However, the Police Department presently conducts
evaluations for its own personnel, but these evaluations are not
for compensation purposes.
Q. Should the job description evaluation!be done totally "from
scratch' or are there existing job descriptions which can be
used?
The City is looking for ideas from proposers as to how they would
conduct the study. However, the City does have written position
descriptions for every position within the City. Most of these
were compiled in 1979 and probably need to be revised. They are
available for use.
Q. Can the City furnish the proposers with sample copies of
present position descriptions?
Yes. (See Attachment A.)
Q. Is the City satisfied with the present organization
structure?
Yes. However, the City is open to suggestions for change. But
budgetary restraints would preclude a major reorganizational
study at this time.
Q. will the consultant evaluate jobs or will an internal
committee?
This has not been determined. The City will listen to concepts
and advise as presented by the proposers.
Q. Have the unions asked for this kind of study?
Not to date.
Q. Has the City of Eagan compared its number of employees to
that of.other cities of like size?
Not specifically. A brief comparison was made in 1982 when a
bond referendum was considered to build the new city hall. At
that time, the City of Eagan seemed to have less employees per
number of residents than other cities of like size.
Q. Who would be the main staff contact (coordinator) for this
project for the City?
I
Holly Duffy, Administrative Assistant, to the City Administrator,
in Charge of Personnel.
Q. Who suggested that this study be made?
The City Administrator suggested it to the City Council in order
.to insure, provide and develop objectivity in the City's
compensation plan and to institute a comprehensive personnel
evaluation study.
Q. Does Eagan have a long term Council?
Fairly long term. Two Council members have served since 1972,
one since 1978, and one since 1982. The mayor took office in
1980 (she is now in her second term) but before that she served
on the City's Advisory Planning Commission.
Q. Do you want a new salary survey or a 'creative use' of the
Stanton Survey?
In the past, the Council has not been convinced that the
"marketable rate" as presented in the Stanton Survey should
determine salaries for City of Eagan personnel. By and large,
the Council is a conservative council and some members have been
serving since the City was considerably smaller. The Council has
tended to trust their own judgement rather than the Stanton
figures if a question arises.
If key personnel are to be attracted to the City and to`remain
with the City, competitive salaries will be necessary for all
positions and not just arbitrarily set as in the past. Use of
the Stanton Survey would be acceptable if it is done in such a
way that the Council could understand the direct applications to
the City of Eagan.
Q. What is the philosophy of the City Council as to pay?
Very conservative, except in a few cases for top level positions.
However, they are beginning to comprehend the market competition
and that they will have to pay to retain good personnel.
Q. Can you provide copies of the current salary program and of
the presentation method used in the past to suggest levels or
salary raises?
Yes. (See attachments B s C.)
Q. Does the City identify overtime and non -overtime personnel?
Yes.
Q. Is the City satisfied with the overtime pay setup?
There is a possible disparity in some cases, especially in the
3
.J
maintenance division between supervisors and workers.
Q. How has the City handled the above?
The City has looked at the dollar amount paid to both groups and
tried to compensate supervisory personnel, 'but the method is not
as clear cut as it should be.
Q. Is there a compensatory time program for management?
Yes. Before 1982, it was accumulated and recorded. In 1982, the
Council approved a new program whereby compensatory time was
limited to 100 hours which must be used up before the end of 1985
and new stipulations were instigated for all non-union personnel.
(See Attachment D.)
Q. Can you send copies of union contracts?
Yes. The contracts are basically the same as far as most provi-
sions are concerned, so we have sent one complete contract and
then have included the pages which contain different provisions
for the different groups (salaries, etc.). (See Attachment E.)
Q. How is sick leave pay handled?
Sick leave is accumulated at the rate of 8 hours per month and
there is no limit to the amount which may be accumulated.
Employees who leave the employment of the City after serving five
years receive 508 of sick leave as severance pay.
Q. How do you want the personnel evaluation set up?
The City is looking for objective criteria that can be used to
evaluate all positions within the City (as opposed to subjective
criteria).
Q. When are salaries reviewed annually?
All salaries are reviewed in annually during budget development
(August -October), however, typically approved in December.
Does the Council want full say on every employee's salary?
At present, they do. However, they could be agreeable in the
future to another type of program with budgetary controls.
Q. How does the comparable worth/pay equity legislation that was
passed by the legislature affect the requirements of this study?
The idea for the study and the writing of the request for
proposals occurred before the legislation was passed. However,
since one of the main objectives of the study is to create
internal pay equity within the City of Eagan, it would seem
apparent that the job evaluation criteria should naturally be
designed in such a way that comparablejworth/pay equity study
4
requirements would be satisfied (as required by Minnesota
Statutes, Chapter 471.994, JOB EVALUATION SYSTEM).
However, this specific request for proposals does not contain
provisions for any of the various reports as required by the
legislation (Minnesota Statutes, Chapter 471.995, REPORT
AVAILABILITY, and Chapter 471.998, REPORT TO COMMISSIONER) and
these reports are not required as part of the proposal.
Q. what is the level of importance for salary comparison to the
private sector?
If the proposer believes this data is less relevant and not
available in significant amounts, the proposer should so state.
What is more important is taking salary information that is
available and that is applicable to positions in Eagan and
applying that information to positions in the City. The proposer
should state his intentions with regard to private sector salary
comparisons in his proposal.
SPECIAL NOTE: The Mayor and all members of the City Council are
private contractors and do not receive a regular salary and
benefits from their own occupations as do the employees of the
City.
Q. Does the Council compare their own salaries to those of City
personnel?
If so, it is not noticeable.
At approximately _11:00 a.m. on Tuesday, May 8, a list of 20
questions was received from Arthur Young & Company relating to
the RFP. The following is a list of those questions and the
answers to them:
1. Please explain B.6. page 3 which asks the consultant to place
a job on the salary range according to the evaluation results.
The consultant is not asked to place a job on the salary range
but to show where different evaluation criteria or steps would be
placed on the salary range which has already been established for
the job.
2. Are job descriptions currently available for any of the non-
union positions? How about the union positions?
Job descriptions are currently available for all positions within
the City. However, some may be out of date.
3. In the union positions, is there a concern that one or more
of the employees is misclassified?
Union positions are classified according to classifications as
5
set up in and included in current union clntracts. To date, no
concern has been received concerning misclassification.
4. How many reclassification requests have there been in the
last 2 years for union and non-union positions?
There has been only one request fo'r a union position
reclassification in the past one to two years and one for a non-
union positon. However, there has been reorganization within the
City and new positions have been added.
S. What has been the turnover rate in the last 2 years for the
union and non-union positions? What have been the reasons for
leaving? Has pay been one of the reasons?
The turnover rate has been very limited within the past 1 to 2
years. Four employees have resigned. The one non-union position
resigned to go into business for himself. One union position had
a resignation due to career advancement. Two union positions had
resignations that were for personal reasons but which could be
partially attributed to pay.
6. From what industries or public sector organizations have you
attracted employees? ,
Either general employment or municipal backgrounds. Management
position personnel usually come from other municipalities.
7. How would you characterize the competitiveness of your salary
structure now? What other cities and/or counties do you now
compare yourself to for salary purposes? '
The salary structure is probably lowerlthan average for most
positions, with a few possible exceptions. Cities of like size
are used for comparison and the Stanton�Survey is used to make
the comparison.
S. Please explain your interest in comparing your salary prac-
tices to the private sector.
The City would like to be competitive with the private sector so
that it can attract personnel from that sector and, more
importantly, so that personnel is not'lost to that sector if
possible.
9. Do you now have a structure of salary ranges and grades? How
have salaries been set in the past?
Non-union salaries are set by the City Council upon
recommendation of the City Administrator, with no ranges and/or
grades being established except for newlpositions in some cases.
Union salaries are set by step levels, according to longevity.
10. Is there a performance plan now in effect?
i
There is no formal performance plan now in effect Citywide;
however, the police department does conduct performance reviews.
11. With regard to the performance plan ... do you want the
consultant to set up the criteria for the plan for later
development by the City or do you want the consultant to fully
develop the criteria and administrative procedures so that all
the city has to do is implement?
This has not been determined. The City is looking for ideas
concerning the method the proposer would suggest. The City does
intend, however, to actually perform the performance evaluations.
12. What level of assistance will the consultant have from the
City? Will one person be assigned for our use?
The Administrative Assistant in Charge of Personnel will be in
charge of-coordinating the study. She will be available to
supply what information she can and will schedule interviews with
all other personnel upon request.
13. Do you want the consultant to evaluate the jobs or do you
prefer an internal committee with guidance from the consultant?
This has not been determined. The City is looking for ideas from
the proposers.
14. Refer to D.2 on page 5. Does this refer only to those that
will be 'assigned to the project or to the entire organization
from which the work will be performed?
This refers to the office from which the work is to be done and
not just the staff assigned to the project.
15. Refer to D.3 on page 6. Does this refer only to the
organizational unit which performs this study or to all personnel
in the applicable office.
To all personnel in the applicable office.
16. The pay equity law has recently been passed by the
legislature. Do you want this study to be in compliance with the
law? If so would this also include assistance in preparing the
'plan' for review by the Commissioner of Employee Relations?
The City would expect that the job evaluation plan portion of the
study should be in conformance with the pay equity law as
previously stated. Assistance in preparing the "plan" for review
by the Commissioner of Employee Relations is not included in the
RFP. '
17. If pay equity will be part of this study, this will require
a different set of tasks and activities than the ones you are
requesting. Do we have to respond to the tasks which you have
requested and for the pay equity as well?
7
. • J
Pay equity reports as required by the new law are not included in
this RFP. However, the original. RFP ori page 3, Section B.
states, "Objectives of this study include: . . (2) developing
job evaluations for all positions as they exist and in relation-
ship to other positions within the city. : . (4) using the data
to set salary ranges for each position recognizing internal and
external equity". Proposers should respond to these require-
ments.
18. Are you interested in the qualifications of our personnel
only is the State of Minnesota?
Yes.
19. If we have questions or clarifications while we are
preparing the proposal, who should we direct these to?
Please submit them in writing to Holly Duffy and the questions
and the answers will be distributed to all proposers.
20. Has the city already determined approximately how much this
study will cost?
No.
The above questions and answers represent information that has
been requested to date. Please submit any further inquiries in
writing to us and we will answer them as soon as possible.
Sincerely,
-#41� Al b
Holly Duffy
Administrative Assistant
Attachments
3
SPECIAL
CITY COUNCIL MEETING
THURSDAY
JULY 12, 1984
5:00 P.M.
I. ROLL CALL
II. COMPENSATION/JOB EVALUATION STUDY TO
INTERVIEW CONSULTANTS
--5:15
- 6:00
--6:00
- 6:30
--6:30
- 7:15
--7:30
- 8:15
III. OTHER BUSINESS
IV. ADJOURNMENT
Arthur Young
Lunch
Stanton
Loren Law
MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: JULY 9, 1984
SUBJECT: SPECIAL CITY COUNCIL MEETING/JULY 12, 1984
A special City Council meeting was scheduled at the June 19,
1984, regular City Council meeting to interview three (3) consul-
tants for the purpose of selecting one to perform a compensation/
job evaluation study for City of Eagan personnel.
The RFP was developed by Administration and a copy is available
for your review. The RFP was sent to six (6) consultants on
April 26, 1984. The City Administrator then conducted a meeting
with all prospective consultants to review the RFP on Tuesday,
May 8. An interview team was comprised of the City Administrator,
Administrative Assistant Duffy, Director of Finance VanOverbeke,
and Parks and Recreation Director Vraa to review the applicants
as a final prescreening for interviews by the City Council.
These interviews were scheduled and conducted on June 12, 1984.
The three finalists were selected and are being presented to
the City Council. There are many questions that the City Council
may wish to consider asking each of the consultants and the follow-
ing is a sample:
1) How will comparable worth legislation requirements
be satisfied by your position evaluation/compensation
study?
2) How involved should we as City Councilmembers
become in the position evaluation/salary compensation
study?
3) What comprises the majority of your consulting
time when performing a compensation/position evalua-
tion study? In other words, is it job evaluation,
organizational studies, salary surveys - what is
the percentage?
4) Who will actually perform most of the study and
what experience does that person have within your
firm?
5) What is the role of the Evaluation Committee?
6) Do you find that salary compensation/job evaluation
studies are implemented and become a positive working
tool for a City?
The aforementioned questions are basic to the task of hiring
a consultant for the job evaluation/compensation study. The
detail of how a study will be performed will be outlined by each
of the consultants and therefore, specific questions addressing
those details were not provided as sample questions. The City
Administrator will arrange for a type of lunch that will substitute
for your traditional evening dinner at 6:00 p.m.
SPECIAL CITY COUNCIL MEETING/JULY 12, 1984
JULY 9, 1984
PAGE TWO
There is a provision for other business on the agenda, however,
City Councilmember Smith may need to attend the Joint Cable Commis-
sion meeting, which will be in progress when the last interview
is completed. Since his meeting is at City Hall, it might be
possible to discuss some other business; in any event, we will
remain flexible until Thursday evening. Another special City
Council meeting is scheduled for Monday, July 16, and there will
be time to review a number of extra items that require workshop
attention that evening.
Enclosed are copies of the three (3) proposals. If you have
time to review those proposals, it will be helpful prior to each
consultant reviewing them in detail as a part of their presentation
on Thursday.
City Administrator
'FSA
SPECIAL
CITY COUNCIL MEETING
THURSDAY
JULY 12, 1984
5:00 P.M.
I. ROLL CALL
II. COMPENSATION/JOB EVALUATION'STUDY TO
INTERVIEW CONSULTANTS
--5:15.- 6:00 Arthur Young
--6:00 - 6:30 Lunch
--6:30 - 7:15 Stanton
--7:30 - 8:15 Loren Law
III. OTHER BUSINESS
IV. ,ADJOURNMENT
MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: JULY 9, 1984
SUBJECT: SPECIAL CITY COUNCIL MEETING/JULY 12, 1984
A special City Council meeting was scheduled at the June 19,
1984, regular City Council meeting to interview three (3) consul-
tants for the purpose of selecting one to perform a compensation/
job evaluation study for City of Eagan personnel.
The RFP was developed by Administration and a copy is available
for your review. The RFP was sent to six. (6) consultants on
April 26, 1984. The City Administrator then conducted a meeting
with all prospective consultants to review the RFP on Tuesday,
May 8. An interview team was comprised of the City Administrator,
Administrative Assistant Duffy, Director of. Finance VanOverbeke,
and Parks and Recreation Director Vraa to review the applicants
as a final prescreening for interviews by the City Council.
These interviews were scheduled and conducted on June 12, 1984.
The three finalists were selected and are being presented to
the City Council. There are many questions that the City Council
may wish to consider asking each of the consultants and the follow-
ing is a sample:
1) How will comparable worth legislation requirements
be satisfied by your position evaluation/compensation
study?
2) How involved should we as. City Councilmembers
become in the position evaluation/salary compensation
study?
3) what comprises the majority. of your consulting
time when performing a compensation/position evalua-
tion study? In other words, is it job evaluation,
organizational studies, salary surveys - what is
the percentage?
4) Who will actually perform most of the study and
what experience does that person have within your
firm?
5) What is the role of the Evaluation Committee?
6) Do you find that salary compensation/job evaluation
studies are implemented and become a positive working
tool for a City?
The aforementioned questions are basic to the task of hiring
a consultant for the job evaluation/compensation study. The
detail of how a study will be performed will be outlined by each
of the consultants and therefore, specific questions addressing
those details were not provided as sample questions. The City
Administrator will arrange for a type of lunch that will substitute
for your traditional evening dinner at 6:00 p.m.
SPECIAL CITY COUNCIL MEETING/JULY 12, 1984
JULY 9, 1984
PAGE TWO
There is a provision for other business on the agenda, however,
City Councilmember Smith may need to attend the Joint Cable Commis-
sion meeting, which will be in progress when the last interview
is completed. Since his meeting is at City Hall, it might be
possible to discuss some other business; in any event, we will
remain flexible until Thursday evening. Another special City
Council meeting is scheduled for Monday, July 16, and there will
be time to review a number of extra items that require workshop
attention that evening.
Enclosed are copies of the three (3) proposals. If you have
time to review those proposals, it will be helpful prior to each
consultant reviewing them in detail as a part of their presentation
on Thursday.
City Administrator
M:
3830 PILOT KNOB ROAD. P.O. BOX 21199
EAGAN. MINNESOTA 55121
PHONE: (612) 454-8100
April 26, 1984
Dear Sir or Madam:
BEA BLOMQMT
Mara
THOMAS EGAN
JAMES A SMITH
JERRY THOMAS
THEODORE WACHTER
Cann Mernome
THOMAS HEDGES
GN Aa ftala
EUGENE VAN OVERBEKE
ON Cie.
The City. of Eagan is inviting independent personnel evaluation
and compensation consultants to submit proposals to provide con-
sulting services for the development and performance of a job
evaluation study for employees of the City of Eagan in accordance
with the enclosed "Request for Proposal". In the event your firm
is interested in submitting a proposal, please comply with the
RFP.
Eugene Vanoverbeke, the Director of Finance/City Clerk, as autho-
rized by the City Council is responsible for issuance of the RFP.
Should any proposer have any doubts as to any terms, conditions
or provisions of the RFP or the meaning or interpretation there-
of, requests for information or clarification shall be submitted
in writing to the City Clerk. All responses will be made at a
pre -proposal conference or will be mailed to all firms on the
attached mailing list. Please do not verbally request any infor-
mation.
However, if there are any questions regarding the City's
procedure, contact Holly Duffy, Administrative Assistant in
charge of personnel, at 454-8100.
Once a proposal has been received, the City accepts it as
evidence that there are no unanswered questions and the proposer
cannot modify the proposal on the basis of misunderstanding.
For your information, the Request for Proposal has been sent to
the firms listed on the attached page. Any additional requests
by other firms for a copy of the proposal will be honored when
and if received. Thank you for your consideration.
Sincerely,
ck6 Moob
Z kQ D?W
Thomas L. Hedges
City Administrator
Attachments
THE LONE OAK TREE... THE SYMBOL OF STRENGTH AND GROWTH IN OUR COMMUNITY
IT
LOREN L LAW & ASSOC
7300 FRANCE AVE S
MPLS MN 55435
DIERCKS CONSULTANTS INC
415 SHELARD PLAZA SO
MPLS MN 55426
STANTON & ASSOCIATES INCE
2525 NEVADA AVE
GOLDEN VALLEY MN 55427
KAREN OLSON
LABOR RELATIONS ASSOC
7501 GOLDEN VALLEY RD
MPLS MN 55427
JOHNSON & HIGGINS-SIBSON
SUITE 2324
100 WASHINGTON SQ
MPLS MN 55401
ARTHUR YOUNG & CO
1000 PILSBURY CRT
MPLS MN 55402
CITY OF EAGAN
REQUEST FOR PROPOSALS
JOB EVALUATION STUDY
APRIL 1984
TABLE OF CONTENTS
I. INFORMATION FURNISHED BY THE CITY OF EAGAN. . . .
A. City Overview. . . . . . _. . .
B. Nature of Services Required. . . . . . . . .
C. Assistance Available to Proposer. . . . . . .
D. Study Phase Implementation. . . . . . . . . .
E. Report Requirements . . . . . . . . . . . . .
F. Time Considerations & Requirements. . . . . .
G. Report Review . . . . . . . . . . . . . . . .
H. Right to Reject . . . . . . . . . . . . . . .
II. INFORMATION NEEDED FROM PROPOSER. . . . . . . . . . .
A. Title Page . . . . . . . . . . . . . . . . . . . . .
B. Table of Contents . . . . . . . . . . . . . . .
C. Letter of Transmittal . . . . . . . . . . . . . . .
D. Profile of the Proposer . . . . . . . . . . . . . .
E. Summary of the Proposer's Qualifications. .
F. Proposer's Approach to the Examiniation. . . . . .
G. Compensation . . . . . . . . . . . . . . . . . . . .
H. Alternates . . . . . . . . . . . . . . . . . . .
I Additional Data
. 1
2
3
3
3
4
4
4
5
5
5
5
5
6
6
6
6
. . . . . . . . . . . . . . . . . . . . . . 6
III.EVALUATION OF PROPOSALS . . . . . . . . . . . . . . . . . . . . 8
APPENDIX A . . . . . . . . . . . . . . . . . . . . . . . . . . .9
I. INFORMATION FURNISHED BY THE CITY OF EAGAN
A. CITY OVERVIEW
THE CITY
The City of Eagan was originally incorporated as a Village in
1972. In 1974, Eagan was incorporated as a City and instituted a
statutory plan A council -administrator form of government. The
City covers an area of 34 square miles and is approximately 408
developed. The City's population has been increasing dramatical-
ly as set forth in the following table.
1970 U.S. Census t 10,398
1977 Special U.S. Census 19,276
1980 U.S. Census 1 20,700
1984 Population Projection 30,000
The City provides a full array of municipal services including
water, sewer and street lighting utilities. The City has a
volunteer fire department and a volunteer fire relief associa-
tion. The City is involved in a Housing and Redevelopment
Authority.
THE CITY COUNCIL
The City Council is composed of four members, each of whom are
elected at large for four year terms,; and the Mayor who is
elected for a two year term, and is the legislative and policy
making body of the City. Set forth on 'the following table is
certain information pertaining to the City Council.
Name
Beatta Blomquist
Thomas Egan
James Smith
Jerry Thomas
Theodore Wachter
Title
Mayor
Councilmember
Councilmember
Councilmember
Councilmember
CITY ORGANIZATION
Occupation
Chemist
Attorney
Insurance Agent
Rancher
Contractor
The administration of the City is controlled by the City Council
through the City Administrator and carried out in 15 departments
by the City Administrator and 8 additional department heads. A
complete administrative organizational chart is included as
Appendix A for your information.
Four employee groups within the City are organized into unions
and contracts are negotiated for each 'of these groups, deter-
mining salary and benefits. These groups include maintenance
workers (public works and parks and recreation departments),
clerical workers, police officers, andlpolice dispatchers. The
Fire Department is volunteer and is classified separately.
Under union contract, the maintenance worker group has only one
job classification, that of maintenance worker. The workers are
divided into three divisions: streets, utilities,, and parks.
There are 19 employees in this bargaining group.
The clerical workers contain the following position classifica-
tions: Account Clerk (2 employees), Senior Account Clerk (2
employees), Secretary (2 employees), Clerk -Typist (3 full-time
employees and 5 part-time employees) and receptionist (No one
presently is classified as such).
The police officers are classified as such under their contract
and all officers (23 employees) work under the same classifica-
tion with the exception that two employees are classified as
sergeants and one as investigator with an additional amount added
to the base pay rate.
There are 9 employees in the police dispatcher bargaining unit
and all operate under the same classification, police dispatcher.
B. NATURE OF SERVICES REQUIRED
The City Council of the City of Eagan has approved the hiring of
a consultant to assist in and direct the development of a Job
Evaluation Study for employment positions within the City of
Eagan with the exception of the Volunteer Fire Department and
elected officials. The purposes for developing this study in-
clude: (1) the development of a job evaluation program for
positions within the City of Eagan which will properly reflect
differences in responsibilities and individual performance and
allow earning opportunities competitive with rates paid by others
for similar responsibilities and performance; and (2) the de-
velopment of a performance evaluation mechanism through which
municipal employees may be annually evaluated.
The study will be conducted as a base study with alternates, with
the base study covering the non-union employees. The time consi-
derations as noted in these requirements cover only the base'
study section of the study (non-union employees). Alternate bids
will be requested for the further implementation of the study
covering those employees now working under collective bargaining
contracts.
Non-union employees of the City include the City Administrator,
Director of Finance/City Clerk -Treasurer, Director of Public
Works, City Planner, Chief Building Official, Director of Parks &
Recreation, Assistant Finance Director, Administrative Assistant
(Finance Department), Administrative Assistant (Administration),
Planner I, Assistant City Engineer, Engineering Tech III, Engi-
neering Tech II, Assistant Building Inspector/Fire Marshal/Civil
Defense Director, Plumbing Inspector, Construction Analyst,
Recreation Programmer, Chief of Police, Administrative Captain
(Police Department), Operations Captain (Police Department),
Animal Warden, Secretary to the Chief of Police/Office Manager,
Building Maintenance Man, Superintendent ' of Streets and Equip-
ment, Superintendent of Utilities, Assistant Park Director and
Park Foreman.
The objectives of this study include: (1) developing comprehen-
sive job descriptions for each position, (2) developing job
evaluations for all positions as they exist and in relationship
to other positions within the city, (3) conducting a comparable
survey of municipal and private sector specific job responsibili-
ties and salary and benefit equivalents,, (4) using the data to
set salary ranges for each position recognizing internal and
external equity, (5) developing performance evaluation criteria,
(6) establishing where evaluation results would be placed on the
salary range, and (7) developing a method by which the job
description and evaluation system may be updated, so that new
positions may be integrated into the system.
C. ASSISTANCE AVAILABLE TO PROPOSER
The City of Eagan will render all possible assistance to the
selected consultant, will respond promptly to requests for
information and will provide the physical facilities needed for
interviews and meetings.
D. STUDY PRASE IMPLEMENTATION
Depending on budgetary considerations, the job evaluation will
begin with all non-union employees. The, following time consi-
derations (See F.) are applicable for the study covering these
positions only. Further phases covering each of the union groups
will be implemented when and if financially feasible and/or
required by union contracts.
NOTE: All bargaining units presently have active contracts
covering present salary and benefit stipulations.
E. REPORT REQUIREMENTS
1. Method for compiling job descriptions for each position.
2. Job evaluation system for evaluating,job descriptions.
3. Job evaluation system for evaluating relationship of
different positions within the City to each other.
4. Salary and benefit survey -- municipal and private
sector equivalents.
5. Salary and benefit ranges as established for each position.
6. Establishment of criteria for evaluating the performance of
employees in order to place them on a salary range.
3
7. Method for updating the study so that new, positions may be
integrated into the system.
F. TIME CONSIDERATIONS S REQUIREMENTS
1. May 8, 1984 (1:30 p.m.) - Pre -proposal Conference.
2. May 25, 1984 - Proposals accepted until 3:00 p.m.
3. Many 25 - June 15, 1984 - Proposals evaluated.
4. June 19, 1984 - Engagement awarded by City Counicil.
G. REPORT REVIEW
During each step of the study and prior to the submission of the
final report and recommendations to the City, the consultant will
be required to review a draft of the proposed report with the
City Administrator.
H. RIGHT TO REJECT
The City of Eagan reserves the right to reject any and all
proposals submitted and to request additional ,information from
all proposers. Any award will be made to the firm which in the
opinion of the City of Eagan City Council is best qualified.
4
II. INFORMATION NEEDED FROM PROPOSER
In order to simplify the review process and to obtain the maximum
degree of comparison, proposals must be organized in the manner
stated below. A minimum of eight (8) copies of the proposal
shall be submitted to:
E. J. VanOverbeke
Director of Finance/City Clerk
City of Eagan
3830 Pilot Knob Road
Eagan, MN 55122
A. TITLE PAGE
Show the RFP subject, the name of the proposer's firm, local
address, telephone number, name of the contact person, and the
date.
B. TABLE OF CONTENTS
Include a clear indentification of the material by section and by
page number.
C. LETTER OF TRANSMITTAL
Limit to one or. two pages.
1. Briefly state the proposer's understanding of the work to be
done and make a positive commitment to perform the work
within the time period.
2. State the all-inclusive fee for phase one of the study (non-
union employees) and additional ;fees for each of the
bargaining units (union contract groups).
3. State the names of the persons who will be authorized to make
representations for the proposer, their titles, addresses,
and telephone numbers.
4. State that the person signing the letter will be authorized
to bind the proposer.
D. PROFILE OF THE PROPOSER
1. State whether the firm is local, regional, national, or
international.
2. State the location of the office from which the work is to be
done and the number of partners, managers, supervisors,
seniors, and other professional• staff employed at that
office.
5
3. Describe the range of activities performed by the local
office such as job compensation studies, labor consultant
services, salary surveys, or labor management services.
4. List all municipalities for which work has been performed in
the State of Minnesota with a specific description of the
type of service performed.
E. SUMMARY OF THE PROPOSER'S QUALIFICATIONS
Identify the supervisors who will work on the job evaluation
study, including staff from other than the local office. Resumes
including relevant experience and continuing education for each
supervisory person to be assigned to the study should be in-
cluded. (These resumes may be included as an appendix.)
F. PROPOSER'S APPROACH TO THE EXAMINATION
Submit a work plan to accomplish the scope defined under "Nature
of Services Required" of these guidelines. The work plan should
include time estimates for each significant segment of the work
and the staff level to be assigned. Where possible, individual
staff members should be named. The planned use of City staff for
portions of the work plan should be thoroughly described.
G. COMPENSATION
State the total hours and hourly rate required by staff classifi-
cation and the resulting all-inclusive maximum fee for which the
requested work to accomplish phase one (non-union employees) of
the job evaluation study.
H. ALTERNATES
List alternate additional fees to accomplish further phases of
the study on those employee positions now covered by colletive
bargaining contracts:
1. Maintenance Workers
2. Clerical Workers
3. Police Officers
4. Police Dispatchers
State the amount and type of work the City will be expected to
perform.
I. ADDITIONAL DATA
Since the preceding sections are to contain only data that is
specifically requested, any additional information considered
essential to the proposal should be included in this section.
If there is no additional information to present, state, "There
0
is no additional information we wish to pr,esent."
8
III. EVALUATION OF PROPOSALS
A predetermined method of evaluation will be utilized and ,is
described as follows:
1. The City Administrator and the Administrative Assistant who
handles Personnel will review all proposals.
2. Representatives of approximately three (3) proposing firms
will be interviewed by the City Administrator, the
Administrative Assistant in charge of personnel and
representative department heads.
3. The City Administrator will recommend that additional
interviews be held before the City Council.
4. The City Council will award the job evaluation and
compensation study.
The evaluation of the proposals will be based on the criteria
listed below:
1.
2.
3.
4.
Skill and time commitment.
Demonstrated understanding of the City of Eagan's
requirements and a plan for meeting them.
Minnesota municipal
experience.
Cost.
5. Time Frame.
job evaluation and compensation study
0
April 26, 19851
APPENDIX A
CITY OF EAGAN
ADMINISTRATIVE ORGANIZATIONAL CHART
MTOR
• CITY COOVCIL
CITE
RONItl15TRATOP
[III CP
CITT CLEPP/
NINI:TMTIVL
PARI •
CITf
DIPOI7OR
Fiat
CIII LI 01 pOLltl.
OV IIDIXO
DIRECTOR 01
I55PQTOP
IIXAI&C
RESISTANT
0LCAKATW.
PLANXEC
01
OIPECTOP
"on"C NDRRS
IIRC
XM 514E
1/]
IVIL
IIY.Y. _p l_R.5QC
CTRPI
A59T
NUIIS Inu
I}I
PWINCR 1
SQRRAPY
IIII I'E'CTpR
INSPECTORS
COIISTPIILTION
SUI LOINC
I}1
AXRLTST
MIrTCMQC
MN
R55T. PMC
RECREATION
LLY PLIAPY
OIPCCttIP
SYPCPVISOR
RCIIIT[R/PYNXEI
1
SECRETARY
AOX INISTMTIVE
OPCPATIOtl9
FORESTER
PARIS
TEXPORMT
DIIICC MNACER
CAPTAIN
CAPTAIN
FORY.NM
PQ. PORKERS
pApR
SUPT. 01
MSCSSNNT
ASSISTAXT
LUPI. 01
L LIHVESTICATOR9
PATROL
CITY
CNGINCEP
WMIT189
ROA09
CLERK
r.1.
ROCN
OIIIC[P9
MIMLNANCB
ME1
41
[NGIXCLRING
CNLINCEP ItS
CLERC
RSSCS•+NEXT
p151•ATC11[R
111
T]<N. 11
TTPI LT
CLLPC AIDB
A.SIST. Y.—.
..MINI LTPATIVL
TQU.
RQBPTIOMI4} DI6PATC NCRB PELORO CL[RR
DIRECTOR
ASSIGTANT
IR ILITT
ROM
4.
M TNTCNAXCB
MINTCNAIItt
5[NIOR
AQOUM
ACCOUNT
IIEAO
RECEPTIONIST
CLLR{
CLE.E/TTPIOT
CLERK
PQIATIONIST
ACTDIIMT CLEA,
CLCRA/TYPIST
May 11, 1984
Dear Job Evaluation Study Proposer:
On Tuesday, May 8, at the Eagan Municipal Center, a pre -proposal
conference was held regarding the Job Evaluation Study Request
for Proposals (RFP) from the City of Eagan. The following is a
summary of questions and answers discussed at that meeting:
Q. what is the time frame for completion of this project?
The City of Eagan is looking for estimates of a time frame from
each of the proposers. However, the City would prefer that the
study be completed at the end of September for budgetary planning
and because of the possibility of retroactive pay for the 1984
year.
Q. How important is municipal experience?
It will carry some weight.
Q. What provision should be made for those employees found to be
over or under suggested salary ranges?
Administration guidelines could include methods for adjustments
for those employees.
Q. Has the City of Eagan lost key personnel?
No.
Q. Has the City of Eagan experienced difficulty in attracting
key personnel?
Yes, lower salaries have been a concern; however, growth manage-
ment is a main reason for attracting department heads.
Q. How have salary increases been handled in the past?
A straight across the board percentage increase has been given,
plus the City Administrator has provided "equity or performance
adjustment" recommendations for certain personnel many of which
were approved. These adjustments were based on job comparisons
1
as reviewed in the Stanton Report and a survey of other cities.
Q. Does the Council approve every salary increase?
Yes.
Q. Does the City presently have an informal or formal system for
the personnel evaluation?
Informal. However, the Police Department presently conducts
evaluations for its own personnel, but these evaluations are not
for compensation purposes.
Q. Should the job description evaluation!be done totally "from
scratch' or are there existing job descriptions which can be
used?
The City is looking for ideas from proposers as to how they would
conduct the study. However, the City does have written position
descriptions for every position within the City. Most of these
were compiled in 1979 and probably need to be revised. They are
available for use.
Q. Can the City furnish the proposers with sample copies of
present position descriptions?
Yes. (See Attachment A.)
Q. Is the City satisfied with the present organization
structure?
Yes. However, the City is open to suggestions for change. But
budgetary restraints would preclude a major reorganizational
study at this time.
Q. will the consultant evaluate jobs or will an internal
committee?
This has not been determined. The City will listen to concepts
and advise as presented by the proposers.
Q. Have the unions asked for this kind of study?
Not to date.
Q. Has the City of Eagan compared its number of employees to
that of.other cities of like size?
Not specifically. A brief comparison was made in 1982 when a
bond referendum was considered to build the new city hall. At
that time, the City of Eagan seemed to have less employees per
number of residents than other cities of like size.
Q. Who would be the main staff contact (coordinator) for this
project for the City?
I
Holly Duffy, Administrative Assistant, to the City Administrator,
in Charge of Personnel.
Q. Who suggested that this study be made?
The City Administrator suggested it to the City Council in order
.to insure, provide and develop objectivity in the City's
compensation plan and to institute a comprehensive personnel
evaluation study.
Q. Does Eagan have a long term Council?
Fairly long term. Two Council members have served since 1972,
one since 1978, and one since 1982. The mayor took office in
1980 (she is now in her second term) but before that she served
on the City's Advisory Planning Commission.
Q. Do you want a new salary survey or a 'creative use' of the
Stanton Survey?
In the past, the Council has not been convinced that the
"marketable rate" as presented in the Stanton Survey should
determine salaries for City of Eagan personnel. By and large,
the Council is a conservative council and some members have been
serving since the City was considerably smaller. The Council has
tended to trust their own judgement rather than the Stanton
figures if a question arises.
If key personnel are to be attracted to the City and to`remain
with the City, competitive salaries will be necessary for all
positions and not just arbitrarily set as in the past. Use of
the Stanton Survey would be acceptable if it is done in such a
way that the Council could understand the direct applications to
the City of Eagan.
Q. What is the philosophy of the City Council as to pay?
Very conservative, except in a few cases for top level positions.
However, they are beginning to comprehend the market competition
and that they will have to pay to retain good personnel.
Q. Can you provide copies of the current salary program and of
the presentation method used in the past to suggest levels or
salary raises?
Yes. (See attachments B s C.)
Q. Does the City identify overtime and non -overtime personnel?
Yes.
Q. Is the City satisfied with the overtime pay setup?
There is a possible disparity in some cases, especially in the
3
.J
maintenance division between supervisors and workers.
Q. How has the City handled the above?
The City has looked at the dollar amount paid to both groups and
tried to compensate supervisory personnel, 'but the method is not
as clear cut as it should be.
Q. Is there a compensatory time program for management?
Yes. Before 1982, it was accumulated and recorded. In 1982, the
Council approved a new program whereby compensatory time was
limited to 100 hours which must be used up before the end of 1985
and new stipulations were instigated for all non-union personnel.
(See Attachment D.)
Q. Can you send copies of union contracts?
Yes. The contracts are basically the same as far as most provi-
sions are concerned, so we have sent one complete contract and
then have included the pages which contain different provisions
for the different groups (salaries, etc.). (See Attachment E.)
Q. How is sick leave pay handled?
Sick leave is accumulated at the rate of 8 hours per month and
there is no limit to the amount which may be accumulated.
Employees who leave the employment of the City after serving five
years receive 508 of sick leave as severance pay.
Q. How do you want the personnel evaluation set up?
The City is looking for objective criteria that can be used to
evaluate all positions within the City (as opposed to subjective
criteria).
Q. When are salaries reviewed annually?
All salaries are reviewed in annually during budget development
(August -October), however, typically approved in December.
Does the Council want full say on every employee's salary?
At present, they do. However, they could be agreeable in the
future to another type of program with budgetary controls.
Q. How does the comparable worth/pay equity legislation that was
passed by the legislature affect the requirements of this study?
The idea for the study and the writing of the request for
proposals occurred before the legislation was passed. However,
since one of the main objectives of the study is to create
internal pay equity within the City of Eagan, it would seem
apparent that the job evaluation criteria should naturally be
designed in such a way that comparablejworth/pay equity study
4
requirements would be satisfied (as required by Minnesota
Statutes, Chapter 471.994, JOB EVALUATION SYSTEM).
However, this specific request for proposals does not contain
provisions for any of the various reports as required by the
legislation (Minnesota Statutes, Chapter 471.995, REPORT
AVAILABILITY, and Chapter 471.998, REPORT TO COMMISSIONER) and
these reports are not required as part of the proposal.
Q. what is the level of importance for salary comparison to the
private sector?
If the proposer believes this data is less relevant and not
available in significant amounts, the proposer should so state.
What is more important is taking salary information that is
available and that is applicable to positions in Eagan and
applying that information to positions in the City. The proposer
should state his intentions with regard to private sector salary
comparisons in his proposal.
SPECIAL NOTE: The Mayor and all members of the City Council are
private contractors and do not receive a regular salary and
benefits from their own occupations as do the employees of the
City.
Q. Does the Council compare their own salaries to those of City
personnel?
If so, it is not noticeable.
At approximately _11:00 a.m. on Tuesday, May 8, a list of 20
questions was received from Arthur Young & Company relating to
the RFP. The following is a list of those questions and the
answers to them:
1. Please explain B.6. page 3 which asks the consultant to place
a job on the salary range according to the evaluation results.
The consultant is not asked to place a job on the salary range
but to show where different evaluation criteria or steps would be
placed on the salary range which has already been established for
the job.
2. Are job descriptions currently available for any of the non-
union positions? How about the union positions?
Job descriptions are currently available for all positions within
the City. However, some may be out of date.
3. In the union positions, is there a concern that one or more
of the employees is misclassified?
Union positions are classified according to classifications as
5
set up in and included in current union clntracts. To date, no
concern has been received concerning misclassification.
4. How many reclassification requests have there been in the
last 2 years for union and non-union positions?
There has been only one request fo'r a union position
reclassification in the past one to two years and one for a non-
union positon. However, there has been reorganization within the
City and new positions have been added.
S. What has been the turnover rate in the last 2 years for the
union and non-union positions? What have been the reasons for
leaving? Has pay been one of the reasons?
The turnover rate has been very limited within the past 1 to 2
years. Four employees have resigned. The one non-union position
resigned to go into business for himself. One union position had
a resignation due to career advancement. Two union positions had
resignations that were for personal reasons but which could be
partially attributed to pay.
6. From what industries or public sector organizations have you
attracted employees? ,
Either general employment or municipal backgrounds. Management
position personnel usually come from other municipalities.
7. How would you characterize the competitiveness of your salary
structure now? What other cities and/or counties do you now
compare yourself to for salary purposes? '
The salary structure is probably lowerlthan average for most
positions, with a few possible exceptions. Cities of like size
are used for comparison and the Stanton�Survey is used to make
the comparison.
S. Please explain your interest in comparing your salary prac-
tices to the private sector.
The City would like to be competitive with the private sector so
that it can attract personnel from that sector and, more
importantly, so that personnel is not'lost to that sector if
possible.
9. Do you now have a structure of salary ranges and grades? How
have salaries been set in the past?
Non-union salaries are set by the City Council upon
recommendation of the City Administrator, with no ranges and/or
grades being established except for newlpositions in some cases.
Union salaries are set by step levels, according to longevity.
10. Is there a performance plan now in effect?
i
There is no formal performance plan now in effect Citywide;
however, the police department does conduct performance reviews.
11. With regard to the performance plan ... do you want the
consultant to set up the criteria for the plan for later
development by the City or do you want the consultant to fully
develop the criteria and administrative procedures so that all
the city has to do is implement?
This has not been determined. The City is looking for ideas
concerning the method the proposer would suggest. The City does
intend, however, to actually perform the performance evaluations.
12. What level of assistance will the consultant have from the
City? Will one person be assigned for our use?
The Administrative Assistant in Charge of Personnel will be in
charge of-coordinating the study. She will be available to
supply what information she can and will schedule interviews with
all other personnel upon request.
13. Do you want the consultant to evaluate the jobs or do you
prefer an internal committee with guidance from the consultant?
This has not been determined. The City is looking for ideas from
the proposers.
14. Refer to D.2 on page 5. Does this refer only to those that
will be 'assigned to the project or to the entire organization
from which the work will be performed?
This refers to the office from which the work is to be done and
not just the staff assigned to the project.
15. Refer to D.3 on page 6. Does this refer only to the
organizational unit which performs this study or to all personnel
in the applicable office.
To all personnel in the applicable office.
16. The pay equity law has recently been passed by the
legislature. Do you want this study to be in compliance with the
law? If so would this also include assistance in preparing the
'plan' for review by the Commissioner of Employee Relations?
The City would expect that the job evaluation plan portion of the
study should be in conformance with the pay equity law as
previously stated. Assistance in preparing the "plan" for review
by the Commissioner of Employee Relations is not included in the
RFP. '
17. If pay equity will be part of this study, this will require
a different set of tasks and activities than the ones you are
requesting. Do we have to respond to the tasks which you have
requested and for the pay equity as well?
7
. • J
Pay equity reports as required by the new law are not included in
this RFP. However, the original. RFP ori page 3, Section B.
states, "Objectives of this study include: . . (2) developing
job evaluations for all positions as they exist and in relation-
ship to other positions within the city. : . (4) using the data
to set salary ranges for each position recognizing internal and
external equity". Proposers should respond to these require-
ments.
18. Are you interested in the qualifications of our personnel
only is the State of Minnesota?
Yes.
19. If we have questions or clarifications while we are
preparing the proposal, who should we direct these to?
Please submit them in writing to Holly Duffy and the questions
and the answers will be distributed to all proposers.
20. Has the city already determined approximately how much this
study will cost?
No.
The above questions and answers represent information that has
been requested to date. Please submit any further inquiries in
writing to us and we will answer them as soon as possible.
Sincerely,
-#41� Al b
Holly Duffy
Administrative Assistant
Attachments
3