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03-16-04 Item 19CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER - OFFICE MEMORANDUM To: Honorable Mayor, Vice Mayor and City Commission 4 From: Maria V. Davis City Manager REQUEST Date: March 16, 2004 s Subject: Agenda Item # Commission Meeting 03/16/04 Re: Comparative Salary Survey A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA AUTHORIZING COLIN, BAEZINGER AND ASSOCIATES TO PERFORM A COMPARABLE SALARY SURVEY FOR AN AMOUNT NOT TO EXCEED $8500 PROVIDING FOR EFFECTIVE DATE. Background and Analysis Prior to the last election, the Commission expressed a desire to have a comparative salary survey done by an outside firm. This survey would compare salaries of comparable positions in similar sized cities along with analyses of job descriptions and actual work performed to ensure that comparisons are made on an apples -to- apples basis. An RFP was sent out resulting in four proposals being returned from the following companies: Colin Baezinger & Associates Cody & Associates HRMP Management Partners MGT of America After review, it was determined that Colin, Baezinger and Associates would supply the most cost effective and comprehensive audit for this survey, which would include a desk audit of each job classification within the City of South Miami. RECOMMENDATION Your approval is recommended. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 RESOLUTION NO. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA AUTHORIZING COLIN, BAEZINGER AND ASSOCIATES TO PERFORM A COMPARABLE SALARY SURVEY FOR AN AMOUNT NOT TO EXCEED $8500; PROVIDING FOR EFFECTIVE DATE WHEREAS, the Mayor and City Commission requested that the City Manager contract with a consulting firm to perform a comparable salary survey for all job classifications within the City; and WHEREAS, this survey would evaluate and compare the salaries of City of South Miami employees to salaries paid to employees in similar position with other public sector entities; and WHEREAS, approximately 66 positions would be included in this desk audit; and WHEREAS, after requesting proposals from qualified firms, four proposals have been received ranging in cost from $18,000 to $8,500 for the type of survey desired, with Colin, Baezinger and Associates being the lowest bidder; and WHEREAS, the amount not to exceed $8,500 would come from the City's General Fund Contingency Account #001 -2100 -519 -9920 currently showing a balance of $96,907. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA: SECTION 1. That the City Manager is authorized to contract with Colin, Baezinger and Associates to perform an in -depth comparable salary study of approximately 66 city employee positions, for an amount not to exceed $8,500, which amount is to be paid from the City's General Fun Contingency Account, # 001- 2100 -519 -9920. SECTION 2. That this Resolution shall take effect immediately upon approval. PASSED AND ADOPTED THIS DAY OF , 2004. ATTEST: APPROVED: 39 CITY CLERK 40 41 42 43 44 45 46 READ AND APPROVED AS TO FORM: CITY ATTORNEY 1519"61 Commission Vote: Mayor Russell: Vice Mayor Palmer: Commissioner Wiscombe: Commissioner Birts- Cooper: Commissioner Sherar: CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER - OFFICE MEMORANDUM TO: Maria V. Davis, City Manager FROM: Jeanette Enrizo, HR SUBJECT: Comparative Salary Survey DATE: October 20, 2003 South miatyll U44W12M. zaot We have received proposals for the Comparable Salary Survey. The list and description are as follows: Company Name Colin, Baezinger & Associates — • In Depth Analysis — $8500 —Would review each of the job descriptions, consult with department heads to ensure descriptions are accurate, identify similar positions in each of the organizations. Overview Approach -$4500 — This comparison is based on the assumption that the position title and relative placement in the organization are a valid indicator of the duties and complexity of the position. Cody & Associates • Class /Comparison Study - $13,500 — position evaluation of all jobs, salary market survey including fringe benefits, updating job descriptions, development of new pay ranges and pay plans, internal equity analysis and implementation plan cost analysis. • Salary Survey$ 7,500 — salary market survey including fringe benefits, development of pay ranges and pay plan, internal equity analysis and implementation plan and cost analysis. HRMP Management Partners • $15,903 — internal job analysis, drafting of job descriptions and conducting a custom external salary survey. • $12,663 — internal job analysis, drafting job descriptions and using public market data — fppa, flcities as well as other published surveys. • $9,828 — drafting job description and conducting a custom salary survey. MGT of America • Survey - $18,000 — will contain hiring rates minimum, maximum and midpoint. For each survey class the analysis should contain a rating of the match, number of incumbents and average years of service. Develop a proposed salary range for each class based on market data. Objective is to produce an analysis to include comparable positions in local government and commissions. CoLINBAENZIGER & ASSOCIATES Visit Our Website at: www. ch -asso. corn October 14, 2003 Ms. Jennette Enrizo- Navarro Human Resources Director City of South Miami 6130 Sunset Drive South Miami, FL 33143 Dear Ms Enrizo- Navarro, Per our discussion, I am providing the following proposal to assist the City of South Miami in conducting a compensation study. By way of introduction, we have completed salary comparisons for Lauderdale Lakes and Tamarac in addition to running our annual compensation survey for South Florida City Managers. Our Understanding of the Project The City of South Miami is interested in having a third party evaluate the salaries that its employees are being paid to similar employees of other public sector entities, ideally those that it competes with to obtain the services of employees. At the present time, South Miami has approximately 66 positions that it wishes to compare. General Approach In our experience, we generally select eight other governmental organizations to compare to the subject city (in this case, South Miami). Generally speaking, we select cities of similar size located in Miami -Dade County as well as some larger organizations such as the County. Depending on the position, we would use some or all of these organizations for comparison. For example, it is probably reasonable to compare an administrative assistant in South Miami to an administrative assistant in virtually every other city as well as in the County. It would not, however, be reasonable to compare an assistant city manager in South Miami to an assistant county manager in the Miami -Dade County government. Once we have selected the organizations and obtained your approval of them, we will obtain organization charts, position descriptions and salary schedules from each organization for each of the positions that has designated for review. At this point, there are two approaches we can utilize. They are described below and will result in significantly different price quotations. In- Depth Analysis Under this approach we would review each of the City's position descriptions to ensure that the title accurately reflects what our experience would tell us are the duties of the position. We 12970 DARTFORD TRAIL • SUITE 8 WELLINGTON, FL 33414 (561) 793 -2624 would also consult with the City's department heads to verify that the position descriptions are. Where they are not accurate, we would identify what is different and then make note of it. Our next step would be to identify similar positions in each of the other organizations. We would do so by reviewing their position descriptions and comparing them to what we have found the duties to be in South Miami. Where there is a question, we will contact the organization to be certain that we understand the precise range of duties. Once we have established similar position descriptions, we will average the salary ranges for the positions and establish a range to compare with the current range for South Miami. Overview Approach In the overview approach, we assume that the position title and relative placement in the organization are a valid indicator of the duties and the complexity of the position. For example, if we were to compare an Accountant I, we would look at where Accountants Is fall in the South Miami organization chart, compare it to where they fall in other charts and do the comparison. We would expect to find some differences — another city might call the position a Junior Accountant instead of an Accountant I for example. By using the organization chart, however, we have found we can generally deduce what comparable positions are. Where that is not possible, we will review the position descriptions to establish comparability. We find this approach works extremely well for senior and lower level positions. Where we generally must review position descriptions is for mid -level managers. Their duties frequently vary and norms are less common. Again, where necessary, we will contact the organizations to ensure we understand the nature of the positions. Report and City Review Our next step will be to compile the data into a report, review it with the City and make changes as are appropriate. Presentation of Findings We will then present our findings in a City Council meeting or other forum as designated by the City. Project Staff and Costs In both cases, Colin Baenziger of Colin Baenziger & Associates will act as the project manager. Ms. Teresa Timms of the firm will perform the analysis under his guidance. We anticipate that the project can be completed in 60 days if we use the Overview Approach and 90 days if we use the In -Depth Approach. The cost for the former is $4,500 and the cost of the latter is $8,500. 12970 DARTFORD TRAIL • SUITE 8 WELLINGTON, FL 33414 (561) 793 -2624 Very truly yours, Colin Baenziger Principal 12970 DARTFORD TRAIL • SUITE 8 WELLINGTON, FL 33414 (561) 793 -2624 Page 1 of ]. Personnel From: CodyAssociates @aol.com Sent: Monday, October 27, 2003 1:55 PM To: personnel @cityofsouthmiami.net Subject: Study Quotes The following are the quotes requested: A. Classification/Compensation Study,includes: 1. Position evaluation of all jobs 2. Salary (market) survey( including fringe benefits); 3. Updating job descriptions; 4. Development of new pay ranges /pay plan; 5.1ntemal Equity Analysis; 6. Implementation plan and cost analysis. f B. Salary survey: Includes 2,4,5,and 6 above. If you have any questions please call. Nick Pellegrino 10/27/03 Page 1 of I Personnel From: CodyAssociates @aol.com Sent: Monday, October 27, 2003 2:19 PM To: personnel @cityofsouthmiami.net Subject: STUDYQUOTES The following are the quotes requested. A. Class /Compensation Study ($13,500) B. Salary Survey ($7500) Prior E -mail explains the contents of each study. Mick Pellegrino Cody & Associates 10/27/03 Page 1 of 1 Personnel From: Teresa Brower Timms [tbethb@yahoo.com] Sent: Wednesday, September 17, 2003 3:25 PM To: Personnel @cityofsouthmiami.net o Subject: attn: Ms Enrizo, Director of Personnel _ C� Dear Ms Enrizo, This email shall server to memorialize our conversation on Wednesday, September 17, 2003. Colin Baenziger & Associates can perform the requested Salary Comparison for $ 4500. In bidding this price, we are assuming that we are dealing with basic 29 position types. If you can email us a list of the positions /classifications that you want us to analyze, we can be more precise with the bid. We have completed salary comparisons for Lauderdale Lakes and Tamarac in addition to running our annual salary survey for manager compensation. A reference from both can be provided, if you need one. Please contact us if you have any questions. We look forward to working with you. Very truly yours, Teresa Brower Timms Research Associate Colin Baenziger & Associates Page 1 of 2 Personnel Hi Jeanette, please respond to this email to let me know that you received it as well as the two attachments. Thanks. JC Ayers HR Management Partners, Inc. - - - -- Original Message---- - From: JC Ayers [mailto:jcayers @hrmp.net] Sent: Friday, September 19, 2003 2:43 PM To: Navarro, Jeanette Subject: RE: request for quote for a salary survey Dear Ms. Navarro, As per your request, below are several options available to the city of South Miami. ption 1: To conduct a full study that includes internal job analysis, drafting of job descriptions and conducting a custom external salary survey would cost $15,903. Option 2: To conduct a full study that includes internal job analysis, drafting job descriptions and using published market data (FPPA/Florida League of Cities annual salary survey as well as other publish ed - surveys) would be $12,663. pk1�a k4 � °_chi- �c «u g C (C, Option 3: To conduct a study that does not include internal job a alysis but does include drafting jobs -4 descriptions and conducting a custom external salary survey wo Id be $9,828. Caption 4: We would be glad to tailor any other option for you a your organization. S'° L L Typically, a study of this size would take 90 days to complete.f�LS� i have attached a general information document about our se ices and products as well as a recent client list to this emall. We encourage you to contact any of our previo -!current clients to find out more about our customer service and products /services. If there is any additi nal information 1 can provide you with or if you Would like for one of our representatives to meet with you to iscuss the options listed above, please don't hesitate to contact us. We would be pleased to develop a pr fessional relationship with the city of South Miami. Sincerely, JC Ayers Juana "JC" Ayers Project Director HR Management Partners, Inc. 1938 Westpointe Circle, Suite 350 Orlando FL 32835 USA Phone: 407.765.4979 Fax: 407.532.4823 icayersChrmp.net www.hrmp.net Add this card to your address book 10/6/03 :HFZ 3` Wia9z . 3M 1 ont Aartner-... 90.3 4 Company Background Services & Products Information Packet June, 2003 JMMbwgemeWPm*zers Inc. 1938 Westpointe Circle, Suite, 350 • Orlando, FL 32835 407.765.4979 • Fax 407.532.4823 vmw.hrm SERVICES & PRODUCTS I. Company Background . --------------------------------------------------------------------- - - - - -- 3 II. Officer Qualifications -------------- - - - - -- ------------------------------------------------------ 4 Ill. Organizational Chart ---------------------------------------------------------------------------- - - - - -- 5 IV. Products & Services — Proprietary Information --------------------------------------- - - - - -- 6 a. Surveys.us O Web -based Salary and Benefits Survey Utility b. Compensation Manager® Job Evaluation System c. Performance Manager® Evaluation System d. Job Description Writing Services e. Incentive Pay Programs f. Additional Products and Services 0 HR Management Partners, Inc. 2003 2 SERVICES & PRODUCTS HR Management Partners; Inc. (HRMP) develops the systems that provide today's Human Resources professionals with the skills and tools necessary to remain progressive, automated, and adaptive to organizational and market driven changes. We partner with our clients to develop and establish legally compliant systems that are both internally equitable and externally competitive. HRMP employs an integrated, strategic approach for the purpose of tailoring systems to fit the unique needs of each organization. • HRMP was founded in 1997, and is incorporated, licensed and insured to do business in the State of Florida. • HRMP was established as a Minority - owned Business Enterprise (M/WBE) and acquired minority -owned business status under the Florida Small and Minority Business Assistance Act through the City of Orlando, Florida. (Certification # 010056) • Since 1999, HRMP has conducted FPPA's automated annual Statewide Salary & Benefits Survey, which includes over two hundred and fifty (250) benchmark jobs and fifteen primary employee benefits categories. • HRMP is distinguished by application of state -of- the -art technologies to the products and services provided to our clients. HRMP employs traditional systems of qualitative and quantitative analysis. HRMP's quantitative measures, however, far exceed the accuracy rates of other systems due to continual application of technology innovations. This approach results in more valid, reliable, and legally defensible products and services for our clients. To maintain this cutting -edge strategy, HRMP maintains a fully dedicated Technical Services Division to fulfill our three -fold purpose: 1. To provide clients with easy and timely access to HRMP products and services; 2. To research, monitor, and apply emerging technology innovations to HRMP products and services; and 3. To provide clients with accurate and timely automated human resources solutions. 0 HR Management Partners, Inc. 2003 3 SERVICES & PRODUCTS Juana "J.C." Ayers, CCP, is President of HR Management Partners, Inc., and brings to HRMP fifteen (15) years public and private sector professional experience in the fields of compensation, performance management, Fair Labor Standards Act (FLSA) analysis, and human resources administration. Ms. Ayers is the former Florida State Manager for an international human resources consulting firm, and served as Project Director for numerous compensation and labor studies. Ms. Ayers is also a former Compensation Manager for a national software company and an international restaurant chain. She has held key HR positions in both city and county governments. She earned her bachelor's degree in International Studies and her Master's degree in Public Administration, both from the University of West Florida. Ms. Ayers is frequently a featured conference speaker at the annual Florida Public Personnel Association (FPPA) Conference where she conducted seminars on compensation, and performance management systems. She has also been a featured speaker for WordatWork, of which she is a current member. Lorri J. Barefoot, CCP, based out of HRMP's East Regional Division (Palm Beach County) brings to HRMP over eight (10) years experience in the field of human resources administration. Ms. Barefoot is a former Human Resources Generalist for a national publicly held telecommunications firm. Ms. Barefoot is also a former Classification & Compensation Analyst for a human resources consulting firm, and served as key consultant in development and implementation of numerous compensation and classification studies. Ms. Barefoot's background expertise encompasses salary, wage and benefits survey and analyses, labor law compliance, Americans with Disabilities Act (ADA) compliance standards, point- factor analysis systems, and development of organization wide class specifications and job descriptions. Jack Coletti based out of the West Regional Division (Tampa Bay /St. Petersburg) brings to HRMP over ten (10) years experience in the field of Information Systems and is the Web Systems & Services Engineer for HR Management Partners. Mr. Coletti developed, administers and maintains HRMP's sponsorship of the web site for the Florida Public Personnel Association (FPPA). Additionally, he developed and administers the annual online salary survey utility, Surveys.us® for FPPA, as well as all wage, benefits, labor and employment surveys for HRMP clients. Mr. Coletti's works directly with clients and survey participants in the access and use of Surveys us®, to include providing instruction, feedback, and resolution on technical issues. Mr. Coletti also developed eValPro®, the supervisory and employee interface for Performance Manager®, HRMP's performance management system. Arkadi Coletti, based out of HRMP's Technical Services Division, brings over ten (10) years experience in the field of applications development and information systems and is HRMP's Software Systems & Services Engineer. Mr. Coletti has designed multiple WindowsTm based applications, as well as several interactive websites. For HRMP, Mr. Coletti has developed several WindowsTm and Internet based applications, to include Compensation Manager® (HRMP's automated point factor job evaluation and pay plan development system.) Mr. Coletti works directly with clients in the design of custom reports and programs. Additionally, Mr. Coletti has developed the HR administration and analytics interface of Performance Manager@, HRMP's automated performance management system. HR Management Partners, Inc. 2003 4 SERVICES & PRODUCTS HRMP is a Florida based company with three (3) service offices strategically located throughout the state to best serve the needs of our clients. Our Corporate Headquarters are located in the greater Orlando area, our East Regional Office is located in Palm Beach County, and our West Regional Office is located in the Tampa Bay /St. Petersburg area. Juana "J.C." Ayers President Corporate Headquarters Central Division 1938 Westpointe Circle, Ste. 350 Orlando, FL 32835 Admin Assistant Claudia Fernandes I Software & Web Services Consulting Services Consulting Services Technical Services Central Division East Regional Division 4258 Cardinal Way S., 1st Floor 1938 Westpointe Circle, Ste. 3190 Mariner Way, Suite St. Petersburg, FL 33712 350 Orlando, FL 32835 100 Lantana, FL 33462 Arkadi Coletti William Campbell Lord Barefoot Software Systems Senior Project Senior Project Engineer Consultant Consultant Programming Staff Staff Consultants Staff Consultants Software Support Staff 1 4 Technical Writers Technical Writers Jack Coletti Administrative Staff Web Systems Engineer Programming Staff Web Support Staff 0 HR Management Partners, Inc. 2003 5 SERVICES & PRODUCTS Compensation Manager®... In developing an effective compensation and classification structure, the overriding goal is to establish a system that is internally equitable and externally competitive. To achieve this goal, it is necessary to use a valid and reliable position classification and evaluation system to determine the relative worth of each position. To ensure internal equity, each position must be reviewed by evaluating effort, skill, responsibility and working conditions in accordance with the Equal Pay Act of 1963. The pay plan(s) should be evaluated for vertical and horizontal consistency according to these criteria. Equal pay for equal work and equal pay for comparable work must be established within the pay structure to ensure internal equity. HRMP has developed and utilizes a WindowsTm based system, Compensation Manager®, an evaluation system that utilizes Point Factor Analysis and integrates current market data through Linear Regression Modeling. The system's utilities facilitate efficient response to both organizational and market driven changes and requirements, and provide accurate, defensible analyses with multiple reporting and tracking options. Internal Job Analysis To begin the process, jobs are evaluated against the same universal criteria and a total point score is generated for each classification, thereby creating an internally equitable hierarchy, as illustrated below in Figure 1. Figure 1 The evaluations provide a quantitative score for each position and identify similar positions in the current plan. For each job, the following factors are measured in the software to establish internal equity: Training & Education Related Experience Communications Leadership Occupational Hazards Decision Making Complexity Organizational Impact Physical Effort Working Environment 0 HR Management Partners, Inc. 2003 6 SERVICES & PRODUCTS The software utilizes the HRMP default system factors, as noted in the above illustration. However, the program is also able to incorporate an organization's current point factor evaluation methodology if such a system is in place. External Market Analysis External competitiveness must be achieved through the analysis of current competing labor market data. HRMP conducts an annual market survey for the Florida Public Personnel Association (FPPA) that includes over 250 benchmark positions. HRMP also conducts custom surveys for clients. Surveys, us® Survey Utility... Market studies are conducted by means of an online state -of- the -art surrey utility, Surveys,us®. HRMP developed and designed the automated survey utility to virtually eliminate error rate and expedite compilation of survey results. HR Management Partners, Inc. 2003 7 SERVICES & PRODUCTS The online survey utility allows clients to monitor, comment, and raise questions regarding the survey data during the course of study. The automated utility incorporates those criteria identified as necessary data to solicit. The following screen is an example approach for a custom survey format designed in Surveys.us& . HRMP's Surveys.us® utility resolves two historically problematic areas for surveys: 1. Survey participants are able to expeditiously and conveniently respond to survey content, thereby significantly raising the response rate. 2. Survey results are continuously processed and simultaneously monitored for that data which fall outside the boundaries of "useful and valid" information. Because the client can monitor the data as it is compiled, issues can be "highlighted" and addressed prior to the survey's final reporting and presentation. 0 HR Management Partners, Inc. 2003 8 SERVICES & PRODUCTS HRMP recognizes that not all employers have online access to this utility. For those entities, HRMP provides the survey content in a format compatible with their in -use systems (electronic or hardcopy). Data received from these employers are processed and integrated into the survey compilation within 24 hours of receipt. Thus, all data received (regardless of format) are processed into the survey utility, thereby allowing the client to monitor survey activity. Regression Analysis Once the internal hierarchy is established and the external market data is collected, Compensation Manage►@ then integrates both sets of data for the benchmark job classifications using linear regression. The purpose of linear regression is to establish a correlation between the internal point scores and the external market values and creates a "line of best fit ". This becomes the pay line (also referred to as the regression line) upon which the subsequent pay structure is based. The purpose of point factor and linear regression analysis is to establish a pay regression line for incorporating all jobs of an organization into an internally and externally equitable pay structure. Thus, a foundation is established in the Compensation Manager@ system that serves as a tool to predict market values for those jobs for which reliable market data is difficult to secure or otherwise unavailable. This process is illustrated in Figure 2. Figure 2 Economic anomalies within the marketplace are also identified during this phase of a project. Economic anomalies are those positions for which market values are inflated or otherwise inconsistent due to shifting supply and demand conditions. HRMP's strategy for addressing these types of positions is application of the Economic Adjustment Factor (EAF), available in the job evaluation screen of the Compensation Manager@ software. This feature allows an organization to address recruitment/retention issues without violating the integrity of the evaluation system. Pay Plan Development Next, the pay fine is used as the foundation for the development of the actual pay structure. It is at this phase of a project that various pay plan designs would be considered. HRMP and HR administration would discuss the client's goals and objectives and consequently the applicability of various plan designs, to include broadbanding, inverted pyramid, modified inverted pyramid, etc. Once the pay structure is designed, all employees 0 HR Management Partners, Inc. 2003 9 SERVICES & PRODUCTS are allocated to recommended classifications and pay ranges. Finally, the financial impact and plan implementation is developed. Implementation Options & Strategies Because Compensation Manager® enables HR professionals to tailor their compensation plan(s) to the specific needs of each organization, several cost scenarios can be considered. Cost by employee to bring staff up to the proposed pay range minimums is the most conservative option and is always provided. The analysis report details each employee by employee number, job code, position number, division, department, proposed pay grade and pay range, proposed salary, and dollar amount (if any) of proposed salary adjustment. Thus, Administration is provided a tool with which to conduct in -depth internal review of the proposed plan. Additionally, the system has the capability to allocate employees within the proposed pay ranges according to longevity or time in classification. This feature of the system allows organizations to address the issue of entry-level compression, which often occurs when pay ranges are adjusted. Entry-level compression occurs when newer employees are proposed for a salary increase (due to pay range adjustment) that places the newer employee's compensation at or near the compensation of longer term more experienced employees. By allocating all employees according to time in classification, each employee's longevity and experience in the classification is taken into account. The system also has the capability to allocate employees within the proposed pay ranges according to performance history. This allows an organization to reward "excellent' performers, "successful" performers, "development required" performers, and "substandard" performers according to agreed upon proportionate range penetration percentages. Another option is to allocate employee salaries within pay ranges based on both time in position and performance scores. Thus, in the event two (2) employees are working in a classification for the same length of time, the employee that has achieved the higher performance rating history will be slotted further into the range than the employee who has lower performance scores. All implementation recommendations and other reports can be exported into multiple software formats, to include Microsoft Excel, Microsoft Word, Microsoft Access, WordPerfect, Lotus 123, pdf and txt formats. Pay Plan Administration & Maintenance Compensation Manager® includes tools and utilities that make pay plan administration and maintenance easy and expedient. New and modified jobs are easily integrated into the pay plan. Regression line updates and percentage increment increases of the pay plan are readily accomplished within the maintenance module of the program. Clients also have the option of retaining the services of HRMP on an on -going basis to address new job classifications, reclassifications, market updates and general plan maintenance. 0 HR Management Partners, Inc. 2003 10 SERVICES & PRODUCTS Performance Manager®... HRMP has developed and utilizes a 3600 performance appraisal system, Performance Manager®. SERVICES & PRODUCTS Job Descriptions... HRMP drafts job descriptions that consider the legal requirements of applicable employment laws. Job content data is collected from both the position incumbent and the immediate supervisor, who are jointly considered to be the "subject matter experts ". Job descriptions include the following information: ■ A general description of duties to reflect the nature of work performed in the job classification and level of responsibility associated with the job ■ Minimum education, training and /or experience requirements necessary for entry into the work classification ■ Essential functions of the work classification ■ Additional functions of the work (when applicable) ■ Accepted compliance standards and language applicable to provisions of the Americans with Disabilities Act (ADA) and EEOC guidelines and regulatory standards (when applicable). Incentive Pay Programs ... Incentive pay programs are visible and powerful communicators of organizational goals, priorities and values. HRMP develops incentive /variable pay systems that effectively address the goals and objectives of an organization. The plans include short -term incentives at the individual or team non - management level through long -term executive plans that are tied to strategic organizational objectives. Incentive plans include, but are not limited to Pay for Skill /Knowledge, Piece -Rate Pay, Gainsharing /Profit Sharing and Individual/Team Bonus Plans. • Pay for Skill /Knowledge • Piece -Rate Pay • Gainsharing /Profit Sharing • Individual/Team Bonus Plans Additional Products & Services ... HRMP partners with clients to address a wide range of Human Resource issues. Guidance, assistance and full service packages are available for the following: • Employee Handbooks • Personnel Policy Manuals • Management Training Programs. © HR Management Partners, Inc. 2003 12 Client Work Performed Dania Beach, Mary HRMP conducted a comprehensive market analysis and classification and McDonald, HR Director compensation study to establish internal and external equity for the City in (954) 924 -3630 the local and regional labor market HRMP then provided City staff with 100 W. Dania Beach Blvd tools and training for effective maintenance and administration of the Dania Beach, FL 33004 approved class and compensation plan. Wilton Manors, Brenda HRMP conducted a comprehensive salary and benefits analysis and Clanton, HR Director classification and compensation study to establish internal and external (954) 390 -2125 equity for the City in the local and regional labor market. HRMP will be 524 NE 21 st Court providing plan maintenance for the City moving forward. Wilton Manors, FL 33305 Broward Community HRMP developed and automated BCC's web -based online market survey College (BCC), Elizabeth to analyze compensation programs of the College's competing local, Campbell, Compensation regional, state and national competing labor market. HRMP conducted a Administrator; Leslie comprehensive classification and pay study for BCC Administration and Higgins, HR Director, Career Employee groups, and implemented and conducted HR staff training (954) 761 -7422 in pay plan maintenance and administration using HRMP's Windows' 225 East Las Olas Blvd. based point factor job evaluation system. The College also implemented Fort Lauderdale, FL 33301 HRMP's 360° performance appraisal system, Performance Manager©. The College employs approximately 750 employees included in the study. Broward Sheriffs Office Installed HRMP's Windows"m based automated job evaluation software. Joanna Hely, Comp & HRMP completed a compensation labor market survey for the Sheriffs Classification Manager; local, regional, statewide, and national competing market place. HRMP (954) 321 -4418 conducted job analysis for the Sheriffs Office Professional employee group, 2601 W Broward Blvd. Ft. and training for HR staff'in administration and maintenance of the new pay Lauderdale, FL 33312 and classification plan(s). The Sheriffs Office employs approx. 3500 employees. City of Tamarac, HRMP maintains the City's classification and compensation study through Maria Swanson, Personnel quantitative point factor analysis. HRMP conducts market review and Director, 7525 NW 88th Ave analysis, job analysis, new classification development, and reclassifications. Tamarac, FL 33321 HRMP has maintained the City's pay and classification plan for two (2) years. City of Coral Springs HRMP developed an automated custom job evaluation system that Margie Moale, HR incorporated the City's current job analysis methodology. HRMP installed Manager, (954)344 -1152 the automated system and trained HR staff in on -going maintenance and 9551 W Sample Road administration of the City's pay and classification plan. The City employs Coral Springs FL, 33075 approximately 475 employees that were included in the study. HR Management Partners, Inc. 1 of 4 Village of Wellington HRMP conducted a comprehensive market analysis and classification and Leigh McPhail, compensation study to establish internal and external equity for the Village HR Director, in the local and regional labor market, and implemented HRMP's automated (561) 791 -4000 job evaluation software for the Village to administer the new pay plan. 14000 Greenbdar Blvd.- HRMP then developed new comprehensive classificationrob descriptions. Wellington, FL 33414 The Village employs 200 employees that were included in the scope of study. City of Cooper City, Florida HRMP conducted a comprehensive market analysis and classification and Michelle Alvarez compensation study to establish internal and external equity for the City in 9090 SW 50th Place the local and regional labor market. Cooper City, FL 33329 (954) 434 -4300 City of Palm Beach HRMP has completed a comprehensive, market survey, classification and Gardens Mary Smith, PHR, compensation study for the City's non - represented professional employee HR Manager 10500 N staff. The City is implementing HRMP's automated job evaluation software Military Trail, Palm Beach to administer and maintain the approved pay plan. Gardens, 33410 (561) 799- 4227 Florida Public Personnel HRMP developed and automated FPPA's web -based annual Statewide Association (FPPA), Linda Salary Survey, and has partnered with the Gehring Group to automate Skelton President, (954) FPPA's 2001 Statewide Benefits Survey. HRMP is the developer and 344 -1152 Official Sponsor of FPPA's web page. Surveys are conducted and updated by HRMP on an annual basis and encompasses, at a minimum, 250 benchmark job classes. The Association has 500 State of Florida member organizations. Florida League of Cities HRMP and FPPA partnered with FLC to conduct the largest annual (FLC), Carol Westmorland, statewide Salary Survey in Florida. This years survey includes (850) 222 -9684 approximately 275 benchmark job classes and participation is at approximately 282 organizations state -wide. City of Sarasota, Florida HRMP is scheduled to complete a comprehensive, market study and Linda McKinney, Deputy classification and compensation study for the City -wide staff. The City is Dir of Human Resources implementing HRMP's automated job evaluation software to administer and Dept 15651St Street, Room maintain the approved pay plan. 301 A Sarasota, 34230- 1058 (941)954 -4137 Sarasota Airport Authority HRMP conducted a comprehensive market analysis and classification and Anita Eldgridge, compensation study to establish internal and external equity for the HR/Finance Manager Authority in the local and regional labor market. HRMP then provided 6000 Airport Circle Authority staff with tools and training for effective maintenance and Sarasota, FL 34243 administration of the approved class and compensation plan. 941 359 -5200 ext. 235 HR Management Partners, Inc. 2of4 City of Clearwater, Florida Rick Ebelke, Assistant Dir of Human Resources (727) 562 -4846 100 S. Myrtle Ave Clearwater, FL 33756 Pinellas County Chester Johnson, HR Supervisor, HRMP has completed a comprehensive classification and compensation study for the City's non - represented professional staff. The City is implementing HRMP's automated job evaluation software to administer and maintain the approved plan. HRMP is scheduled to complete a comprehensive classification and compensation study for represented staff. HR Management Partners, Inc. 3 of 4 J� y10101D October 10, 2003 Jeannette Enrizo City of South Miami 6130 Sunset Drive South Miami, FL 33143 Dear Jeannette: MGT of America, Inc. is pleased to submit this letter proposal to assist the City of South Miami with a comprehensive salary survey. We believe you will find that MGT is uniquely qualified to conduct this important work for you. We offer a highly qualified team of professionals who have worked with a number of local governments across the country on compensation issues. We are currently working with the City of Miami in a similar capacity and feel that we can leverage that experience to offer a high quality, yet cost effective solution to your needs. We possess proven innovative, yet practical, tools that provide a solid foundation for making decisions on overall compensation issues. We have divided our response into three major sections: our understanding of your needs, approach and methodology, and proposed cost. Understandin_g Your Needs We have summarized your needs and important supporting information to include: ■ The City of South Miami desires to conduct a market salary analysis for all of its approximately 68 job titles (classes). To properly conduct the salary analysis, it will be necessary to obtain comparable salary information from similar organizations. Some of the classes will require national comparisons while others will require local, regional or state comparisons. The determination of the proper salary peers will need to be made by the consultant with maximum input from City personnel. ■ Our survey will obtain hiring rates, minimums, maximums, and midpoints for the relevant City classes. For each surveyed class, the analysis should contain a rating of the match, number of incumbents, and average years of service. ■ In addition to obtaining the pertinent salary information, we believe that the selected consultant should develop a proposed salary range for each class based on the market data and existing internal equity relations. This information could be used by the City to assess the cost ramifications of any changes to the current pay plan. ■ Overall, the objective of the study is to produce an analysis that includes comparable positions in local governments, agencies and commissions, and, where relevant, the private sector. This information serves as the foundation for recommendations on altering levels of compensation to produce a pay system that is market driven and internally equitable. ADDroach and Methodo% Recruitment and retention of quality personnel will be among the greatest organizational performance challenges of the 21St century. MGT, in an effort to assist our public sector clients in dealing with this challenge, has developed an approach that helps human resources professionals ascertain the labor market value for its classifications and put this information into context and perspective. Firm Qualifications MGT was founded in 1974 as a public sector consulting firm with an emphasis on providing quality public sector consulting. Today, MGT continues to serve hundreds of clients through comprehensive consulting engagements throughout the public sector. Since our inception, MGT of America, Inca has partnered with public sector entities to help develop innovative solutions for the challenges and problems they face. The firm has provided services to over 2,500 clients in 49 states, Puerto Rico, and several foreign nations. MGT employs more than 140 professionals in our offices in Texas, California, Washington, South Carolina, as well as our corporate headquarters in Florida. The proposed team for this project is based in Tallahassee, Florida and works in South Florida throughout the year. Helping to create innovative solutions to public sector challenges is all we do. MGT holds firmly to the concept that our job is to help clients become more proficient and progressive than others in their field. We have conducted studies for a wide range of public and private sector clients, including: ■ state, regional, and local governments; ■ school boards and state departments of education; • community colleges, universities, Governors' offices, blue ribbon committees, legislatures, and Boards of Regents; and • specialized districts (such as transportation, aviation, parks, water management authorities) and health and human service organizations (including state hospitals, medical facilities, aging and elder affairs, mental and public health, social services, juvenile justice, and drug and substance abuse centers). The Human Resources Practice at MGT has performed over 100 compensation studies. Primary fields of emphasis include classification and compensation analysis, benefits studies, strategic planning, human resources audits and executive searches. Based on its work in Memphis, Tennessee, Oklahoma City, Oklahoma, Miami, Florida and Baton Rouge, Louisiana, the Human Resources practice at MGT has become a recognized leader in compensation analysis. Work Plan We have designed a straightforward, practical work plan presented in a proposed sequence of work tasks beginning at the selection date and ending with a final report. Objectives: ■ Agree on the scope and breadth of the study. ■ Establish a project management plan. ■ Gain a comprehensive understanding of your specific objectives and expectations. ■ Finalize schedules. • Determine the positions to be included in the study. • Determine the knowledge, skills, expertise, certifications, and experience essential to full job performance. Work Activities: 1.1 Meet with the appointed Project Manager and designated officials to accomplish the following: ■ review the technical approach and work plan to make any necessary modifications; • finalize the project schedule and assign project responsibilities; and • establish a schedule for communicating project activities. 1.2 Meet with the Project Manager, and, as appropriate, any other top staff to review the objectives of the study and identify policy and issue concerns to be addressed while conducting the study. The data collection methodology should be discussed during this meeting. 1.3 Revise the original work plan and finalize the time lines for each project task, adjusting the following elements, as needed: ■ data collection approach, in terms of questionnaires related documentation; ■ tentative project schedule; ■ revised time schedule for deliverables; and ■ monitoring procedures. 1.4 Obtain pertinent reports and background materials relevant to the review, including: ■ turnover reports and other relevant operational documents; ■ tables of organization and class /job descriptions of included staff; ■ elements of any personnel policies that relate to position classification, class descriptions, benefits, and pay plan issues; ■ any previous human resource studies, program evaluations, or other reports that are applicable to this project; and ■ if available, any materials used in determining the scope and direction of this study. , 1.5 Meet with the Project Manager to discuss (if desired) the approximately 50 positions identified by CITY for assessment. Provide any questions related to the positions to the Project Manager for feedback. 1.6 Review the approximately 68 positions provided (if desired) and the documents collected in Activity 1.4. Produce an occupational group listing that demonstrates the internal equity relationships present in the current pay plan. Deliverables: ■ Initiation meetings ■ Revised work plan and time lines ■ Occupational Group Listing Objectives: ■ Determine approach for comparison. ■ Determine targets for comparison. ■ Collect compensation, salary trend, and pay plan method data from targets Activities: 2.1 Discuss and determine the approach for comparison. Meet with the Project Manger to discuss which classes will be compared at the local, regional, state and national levels. 2.2 Assemble a preliminary list of organizations with positions similar to those identified in Task 1.0. Create a stratification report to illustrate the division of targets between state agencies, local governments, and private organizations. Differentiate between primary and secondary sources for the data to be gathered. Gain approval of the list and the source of the data from the project manager. 2.3 Create a survey instrument to collect the primary data needed. The surveys should ask questions regarding each of the selected positions, salary trends and pay plan approach. At a minimum, the survey instrument should request data on minimums, maximums and typical hiring rates for each position. Gain approval of the survey instrument and the associated response rate projection from the Project Manager. 2.4 Issue the survey to the targets. 2.5 Use proactive response rate techniques to ensure that representative data will be collected. MGT utilizes pre- and post- postcards and a -mails to alert potential respondents of the arrival and deadline associated with the survey instrument. 2.6 Collect data from secondary sources, such as trade associations, professional associations, MGT databases, and national /regional human resource associations. Our approach to secondary data collection centers on collecting two redundant data sources to ensure accuracy and comparability when dealing with compensation. 2.7 Merge data from the returned survey instruments and secondary sources into a single compensation and trends database. 2.8 Analyze the compensation differentials for the selected, positions. Produce actual and percentage differences from mean and median. Indicate the level of similarity of each computation and maximize the compatibility in the final analysis. 2.9 Produce descriptive statistics to summarize the compensation analysis. 2.10 Provide descriptive statistics to the Project Manager for review. Deliverables: ■ Target List ■ Survey Instrument ■ Summary Statistics Objectives: ■ Prepare final report. ■ Prepare presentation. Activities: 3.1 Combine the data and information collected from Task 2.0. 3.2 Write a draft report that summarizes the methods used, compensation comparisons, trends, and recommendations. 3.3 Supply the draft to the Project Manager for feedback. 3.4 Incorporate the feedback and issue a final draft. 3.5 Prepare a presentation summarizing the findings and recommendations of the report. 3.6 Present the presentation and the report to the City. Deliverables: ■ Draft Report ■ Final Report ■ Presentation Schedule of Work The schedule is built around starting in August 2003 and reaching completion by October 31, 2003. Assigned Consultants We have selected a team with extensive experience working with compensation issues and making recommendations for public sector clients. Partner -in- Charge: Dr. Jeff Ling. Dr. Ling's consulting experience includes human resource management, strategic planning, research methodology, statistical analysis, and data management. He also has extensive experience conducting classification and compensation studies for government agencies. Dr. Ling taught at the College of Wooster and Iowa State University and has worked in domestic and international market analysis. Since joining MGT, Dr. Ling has made a significant contribution to the firm's Human Resources practice area, designing statistical analyses to ensure equal employment opportunities for state and local government employees nationwide. Recently, Dr. Ling was Partner -in- Charge for a comprehensive classification and compensation for the City- Parish of Baton Rouge. For this project, MGT surveyed the labor market for 49 classifications and produced a new classification and compensation system for the City- Parish. The project was the first comprehensive classification and compensation project conducted by the City- Parish since 1990. His project experience includes serving as:. ■ Project Director for a comprehensive salary survey for the State of Florida Department of Management Services. Over 100 benchmark positions were included in the survey of over 300 public and private employees across the southeastern United States to capture current salary practice data and to 0 1 October 2003 2 November 2003 3 December 2003 Assigned Consultants We have selected a team with extensive experience working with compensation issues and making recommendations for public sector clients. Partner -in- Charge: Dr. Jeff Ling. Dr. Ling's consulting experience includes human resource management, strategic planning, research methodology, statistical analysis, and data management. He also has extensive experience conducting classification and compensation studies for government agencies. Dr. Ling taught at the College of Wooster and Iowa State University and has worked in domestic and international market analysis. Since joining MGT, Dr. Ling has made a significant contribution to the firm's Human Resources practice area, designing statistical analyses to ensure equal employment opportunities for state and local government employees nationwide. Recently, Dr. Ling was Partner -in- Charge for a comprehensive classification and compensation for the City- Parish of Baton Rouge. For this project, MGT surveyed the labor market for 49 classifications and produced a new classification and compensation system for the City- Parish. The project was the first comprehensive classification and compensation project conducted by the City- Parish since 1990. His project experience includes serving as:. ■ Project Director for a comprehensive salary survey for the State of Florida Department of Management Services. Over 100 benchmark positions were included in the survey of over 300 public and private employees across the southeastern United States to capture current salary practice data and to study various pay administration practices of state employees. The salary survey was a high - profile study for the State of Florida, and was presented to the State of Florida Legislature and the Governor's Office for review. ■ Partner -in- Charge of a comprehensive classification and compensation analysis for the Memphis Public School District. The study resulted in the consolidation of classes and changes to the pay plan that made the District's salaries more in line with market rates while maintaining internal equity relationships. ■ Project Director on a study for the Florida Office of the Attorney General to determine salary levels for public sector attorneys. Dr. Ling performed a statistical analysis of the current pay structure and provided evidence necessary for making changes to the attorney pay scale at the OAG. Project Director. Mr. Todd Osburn. Mr. Osburn brings valuable experience in organizational effectiveness, human resource management, and performance management. He has experience in project management, database management, and qualitative and quantitative research. Prior to joining MGT, he taught courses in Public Policy and Research Methodology at Florida State University and previously served as Vice President of Operations at Imco Div. Inc., a mid - sized private sector manufacturing and distribution company. He gained experience in human resource management as the company's Human Resources Director. Some of his recent projects are included below. • Project Director for a comprehensive classification and compensation project for the City- Parish of Baton Rouge. • Project Director for a comprehensive and compensation project for St. Clair County, Michigan. The study resulted in a broadband solution that led to a performance- oriented classification system. • Project Director for a classification and compensation project for Fayette County, Georgia. The study, ratified by unanimous approval by the Board of County Commissioners, was the first classification and compensation study implemented by the suburban Atlanta county since 1998. • Consultant on a study for Memphis City Schools to assist with a compensation and classification study of all administrative and clerical staff. • Project Manager for a compensation study for the Florida Public Defender Association. The project resulted in increased revenue allocation for public defenders in Florida and improved compensation for the attorneys working in these offices. Project Team Member. Ms. Stephanie Alien. Ms. Allen has served as team member, research assistant, and analyst for MGT's Human Resources Management Consulting Practice, and has participated in a wide variety of research and analysis tasks since joining our staff in 1999. She holds a B.S. degree and has applied much of her training to classification and compensation studies. Some of her past experience includes: ■ Analyst on a classification and compensation study of approximately 900 positions in approximately 212 classifications for the Daytona Beach Community College. ■ Analyst on a comprehensive classification of jobs for Southern Polytechnic State University. Completed an analysis of each non - instructional job within the university for the purpose of determining specific duties, responsibilities, job requirements, and the need to create new job descriptions. ■ Project Manager on a study for Memphis City Schools to assist with a compensation and classification study of all administrative and clerical staff. The study involved making classification revisions, correcting internal equity issues, and recommending external equity options. ■ Lead Analyst on a study to assist the Alachua County Property Appraiser's Office in the classification of 10 key positions. In addition to the classification work, MGT conducted a market salary surrey and provided the County Appraiser's Office with a total compensation and classification plan. Proposed Cost Our proposed cost for completing the Compensation Analysis is contingent upon the number of classes surveyed. The cost of the study will be $18,000. This includes all hours and expenses associated with the project. Once more, we appreciate this opportunity to provide our plan for addressing City's needs. We are very interested in working with you and will be happy to discuss any facet of this proposal. Should you have any questions about this proposal, please contact me via any of the following means: Dr. Jeffrey Ling Partner and Director of the National Human Resources Practice Phone # 850 - 386 -3191 Cell #: 512 - 799 -6345 Fax # 850 - 385 -4501 Email Address jling @mgtamer.com Again, I thank you for your consideration of this proposal. Sincerely, Dr. Jeffrey Ling Partner and Director of the Human Resources National Practice Page 1 of 1 Personnel From: Todd Osburn [tosburn @mgtamer.coml Sent: Monday, October 13, 2003 4:24 PM To: Personnel @cityofsouthmiami.net Cc: Jeff Ling Subject: letter proposal Jeannette, Please find attached the letter proposal that Jeff indicated he would send. Thank you for considering MGT of America. If you have any questions, please call Jeff at 512- 799 -6345. Todd Osburn Consultant MGT of America 10/14/03 ,�, �,�,� ��t�c� � i999aC�