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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