RFQ Compensation and Classification Finalr• / .. r _ I
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CITY OF SCHERTZ
REQUEST FOR QUALIFICATIONS
COMPENSATION AND CLASSIFICATION STUDY
Sealed Requests for C>U8|ihC8tioD8 /FlFO's\ addressed b3 the Purchasing D8pertKleOt, will be
received on November 20L 2014 until 2:00 pm., at the Purchasing and Asset K8eO@QenleDt
Department, 1400 SCh8rtz Parkway, Bldg. #2, SChedz, T8X8S 78154. All Requests for Qualifications
must be in the City of Schertz's possession on or before the scheduled date and time (no late RFQ's
will b8o:CBpted).
Respondents receiving a "REQUEST FOR QUALIFICATIONS", notice in the mail, or reading
the announcement in the newspaper are advised that the RFQ documents can be obtained by
registering as a Schertz vendor with Public Purchase at 3ffl8y.publicpurchase.com.
Request for Qualifications responses received after the deadline will not be considered. The City shall
evaluate the Request for Qualifications on the basis of the ability to meet specifications and delivery
schedule, experience, and (the[ factors identified within the attached request for Request for
Qualifications solicitation.
The City of SchertZ reserves the right to refuse and reject any or all r8GpQDSeG' waive any Or all
formalities or technicalities, accept the [eopODSe OF pV[UnOG Of the response determined to be the
best and most adV8D{3QeoUs to the City, and hold the responses for @ period of 120 days without
taking action. The City Of 8chertz F8S80es the right to accept neGpVDSeS from more than one f/An
determined t0be the best option for the City. Respondents are required tn hold their responses firm
for the same period Oftime.
Hand-deliver Bids: Purchasing & Asset Management Department, 1400 Schertz Parkway,
Bldg # 2, Schertz, TX 78154
If using Land Courier (i.e., FedEx, UPS)- Purchasing & Asset Management Department,
1400 Schertz Parkway, Bldg. #2, Schertz, Texas 78154.
LABELING INSTRUCTIONS: Envelopes must be clearly marked:
COMPENSATION AND CLASSIFICATION STUDY
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CITY OF SCHERTZ
INSTRUCTIONS TO RESPONDENT1.1
Please read the requirements thoroughly and be sure that your response complies with all
requirements /specifications noted. Any variation from the solicitation requirements/specifications must
be clearly indicated by letter, on a point by point basis, attached to and made a part of your RFQ. If
no exceptions are noted, and you are the successful respondent, the City of Schertz will require that
the service(s) be provided as specified.
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The purpose of these specifications/requirements and RFQ documents are to award an agreement
for:
The product to be provided under this RFQ shall be in accordance with and shall meet the scope,
specifications and/or requirements as shown in this RFQ solicitation (attached). There is no intention
to disqualify any respondent who can meet the requirements.
RFQ's shall be submitted in sealed envelopes as referenced on the attached solicitation. One (1)
signed original marked "ORIGINAL", five (5) complete sets marked "COPY 1, COPY 2, etc." and (1)
DVD or US IB of the response is to be submitted complete with all supporting documentation. RFQ's
submitted by facsimile (fax) or electronically WILL NOT be accepted. Submittal of a response to this
Request for Qualifications (RFQ) constitutes an offer by the respondent. Once submitted, RFQ's
become the property of the City of Schertz and as such the City reserves the right to use any ideas
contained in any response regardless of whether that respondent/firm is selected. Submission of
qualifications in response to this solicitation, by any respondent, shall indicate that the respondent(s)
has accepted the conditions contained in the RFQ, unless clearly and specifically noted in the RFQ
submitted and confirmed in the contract between the City and the successful respondent. RFQ's
which do not comply with these requirements may be rejected at the option of the City. RFQ's must
be filed with the City of Schertz before the deadline day and hour. No late RFQ's will be accepted.
They will be returned to respondent unopened (if properly identified). Failure to meet RFQ
requirements may be grounds for disqualifying your Qualifications.
Hand-deliver RFQ's: Purchasing & Asset Management Department, 1400 Schertz Parkway, Building
#2, Schertz, TX 78154
If using Land Courier (i.e., FedEx, UPS): Purchasing & Asset Management Department,
1400 Schertz Parkway, Building #2, Schertz, Texas 78154
R8SpOOd8Qt'o are advised that the {|hv OfGChert2shall not allow the SUCceSGfU| respondent to sell,
assign, transfer, O[ convey any part 0f any contract resulting from this RFQ'sin whole 0rin part, tna
third party without the written approval Df the Purchasing and Asset Management Department for the
City ofGchertz.
Responses MUST give full firm OoOne and address Qf respondent, and be Dl@OU8|k/ signed. Failure to
do so VNU disqualify your GUhrAitt8i P8rgOD signing the response must show title or /\UTlf[)R|TY TO
0N[) HIS/HER FIRM IN A CONTRACT. The legal status Of the Respondent/Bidder whether
CorpDratioO, partnership, or individual, oho# also be stated in the SUbOnitt@i /\ corporation ah@U
execute the submittal by its duly authorized officers in accordance with its corporate by-laws and shall
also list the state in which it is iDCO[pO[8t8d. A partnership Respondent/Bidder Sh8|| give fU|| O80eS
and business addresses of all partners. All partners shall execute the GVb0h±a|. Partnership and
Individual Respondent/Bidder shall state in the submittal the names and addresses of all persons with
@ vested interest therein. The place Of residence Of each respondent/ bidder, or the Off/CS address in
the case of firm or C0OOp8DV' with county and state and telephone number, ehG|| be given after the
signature. Any COStS 8S5OCi8t8d with assembling this submittal will be at the sole expense of the
respondent.
The City of Schertz may hold RFQ responses 120 days after submittal deadline without taking action.
Respondents are required to hold their submittal firm for same period of time.
The {]fv Of SCh8dz reserves the right to reject any or all to VV8k/e any Or all formalities or
technicalities' and to make such awards of contract as may be deemed to be the best and most
advantageous to the City of Schertz.
Respondents are advised that the City of Sdlertz is soliciting Requests for {]V8|dic@tioDG. /\yV@[d
shall he made to the respondent(s) that in the Opinion of the City of 'Chertz is the most highly
qualified provider 0fthose services 0nthe basis of demonstrated competence and qualifications.
RFQ's CANNOT be altered or amended after the opening deadline. Alterations made before opening
time DlQ8t be initialed by respondent guaranteeing authenticity. No RFC> may be vVithd[BvvD after
opening time without reasonable exception in writing and only after approval by the City of Schertz.
The respondent shall attach to his/her RFQ8list of any exceptions to the specifications/requirements,
on a point by point basis.
Any questions concerning the requirements or scope of work with regards to this solicitation for
Requests for {juG|UhCgtk)Ds shall be submitted using the "(]U8GtiOnG" bUthzO on the FOF{J for
COMPENSATION AND CLASSIFICATION STUDY bid portal at ,
|Oteq}Gt@fioOG, regarding this request for Request for Qualifications, shall be furnished via 8MOai| to all
registered Respondents via Public Purchase. No interpretation shall be considered binding unless
provided in vVdtiOA by the City of 8chedZ in accordance with paragraph eDUU8d "Addenda and
���-IT11i ��
Where h1 this document, "RFQ'iS used; its meaning shall refer to:
REQUEST FOR QUALIFICATIONS
COMPENSATION AND CLASSIFICATION STUDY
Th& City wishes to obtain a comprehensive Job Description Development, Job Classification Analysis,
Compensation Analysis and staff training on the Job Classification Analysis and Development.
The intent of this Project isto:
1. To ensure the city's total compensation strategy for its labor force is competitive in the
competing regional and statewide labor market.
2. To ensure internal equity through the alleviation of existing compression issues between existing
incumbents and the incoming workforce.
S` To attract a competent workforce as the City of Schertz continues to grow.
4. To minimize and control attrition through competitive wages and benefits
The City ofSchertz Texas, with a population of 35,000, is located 10 miles northeast of San Antonio
in the Texas Hill Country. The City has experienced tremendous growth over the past ten years and
is home to four fortune 100 companies. The City's operations include typical general governmental
operations including police and fire as well as operations including surface water and waste water
utilities. The City currently employs 326 people and has approximately 170 different position
classifications.
1. Conduct job analysis on approximately 170 municipal job classifications.
2. Conduct G review of all job c|assifimatons8ndUsetheinputofkevsQbkectnoatterexpertsto
update classifications in order to reflect actual work performed and tOreflect key skills and
experience for the respective positions.
3. Qualify the FLSA status .for each job classification.
4. Ensure job descriptions are updated and i0 line with the appropriate labor market and best
practices.
5. Ensure Schertz is compliant with the current rules and statutes under the Americans with
Disabilities Act.
O. Provide training to Department Heads, Supervisors, and other key staff members on how to
complete job description and/or job analysis questionnaires.
1. Develop a cost effective, affordable total compensation structure that compares data with
competing labor markets.
2. Create e compensation plan that must be internally fair, externally competitive, and realistic
3. Create a compensation plan that contains policies and procedures on how the compensation
plan should be implemented over a3-4 year period.
4. Include description, methodology, and justification of the pay philosophy and a complete
pay structure and rules for moving employees through that pay structure toalleviate pay
compression and maintain internal and external equity.
5. Provide recommendations onre-structuring license pay and certification pay.
6 Make recommendations for multiple-year, incremental implementation strategies for salary
and compression based on financial parameters provided by the City. This implementation
strategy will be effective within the 20I4-2Ol5 fiscal years and could possibly gO through the
2OlO-2Dl7 fiscal year.
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Respondents are encouraged tQsubmit concise, clear responses bJ this solicitation. Responses 0f
excessive length and/or complexity are discouraged. Each RFQmust address, but not telimited to'
the following requested information. Qualifications that do not include the required information may
be deemed non-responsive and may not b8 considered for contract award.
Respondent must b88firm nO[0aUv engaged in these services. Respondents are encouraged to
be specific about the firms' expertise as it relates to the request for Request for {}U@1Uic8tono. All
documents and information must be complete.
1. Firm D8Dle. including the addresses of bUSiR8Ss. identifying |OCodoD of offices where the
plan will be formulated.
2. Name, pOSKiOn' phone (including C8|| phOOe), fax mJnlb8[n, e-mail contact of contact
person(s).
3. Names of principals and the number of years the company has been in business.
4. Number Of staff |nthe company that will be working tD provide @ Compensation and
Classification Study to the City. Respondents shall provide a description of the experience,
and workload Of the employees assigned t0 the City plan.
5. List and briefly describe 8t least 3 reference clients, with dates and performance results for
each client. Include D@OneS' addresses and phone DUDlbeFS of representatives of these
clients who may be contacted GS references.
O. Current delivery schedule and capacity tUpnoV|dethep[Dduotin8ti[Ue|yDlaOO8r.
7. DBE/ MBE/ VVBE and Affirmative Action status Ofcompany.
8. Name and phone number of direct contact person who would be responsible for
interacting with City Staff OOthis F{F(].
0. Any other items, which the respondent deems necessary.
After the d88d|kle for receipt of RFC}'s, an evaluation ConlDlbtGe will review all SUbmieGi0O8 utilizing
the evaluation criteria noted below,
The following criteria and weight factors will generally be used to evaluate the RFQ:
1. Understanding 0f the requirement /O-2O\
2. Experience in providing similar services to the City of Schertz or any other government entity
and success iD performing this service /O-25\
3. Samples and references (0-20)
4. Key personnel professional background, certifications, and experience iD providing the
requested services /O'20\
5. Proposed timeline Of events iD completing the project (U-15)
Based OO the EyG|UatkoD Committee review, several companies may be short-listed,
consideration, and may be required to submit supplemental information and/or an interview or
presentation. The City reserves the right to reject all submissions.
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VIII. CONTRACT AWARD
The selected vendor must be willing and able to execute an Agreement with the City of Schertz, TX.
The City does not guarantee that a contract (or contracts) will be awarded as a result of the RFQ. In
the event that a contract award is made, but the contract is not executed, the City does not
guarantee that the contract will be re- awarded.
IX. RESPONSE DEADLINE
Responses to the RFQ must be addressed to Nancy Tumlinson, Purchasing & Asset Management,
City of Schertz, and received at the Purchasing and Asset Management Department, 1400 Schertz
Parkway, Building #2, Schertz, TX 78154, by 2:00 p.m., November 20, 2014 for consideration. One
(1) signed Original, five (5) complete sets of the response and a DVD or USB copy must be
submitted no later than this date and time in a sealed envelope indicating that its contents are in
response to the Request for Qualifications Request, please refer to Notice for Labe/in_g
instructions.
RFQ's will be accepted in person, by United States Mail, or by private courier service. RFQ's will
not be accepted by oral communication, telephone, electronic mail, telegraphic transmission, or
facsimile transmission. RFQ's may be withdrawn prior to the above scheduled time set for closing.
Alterations made before RFQ closing must be initiated by respondents guaranteeing authenticity.
Hand - deliver Bids: Purchasing & Asset Management Department, 1400 Schertz Parkway,
Building #2, Schertz, TX 78154
If using Land Courier (i.e., FedEx, UPS): Purchasing & Asset Management Department,
1400 Schertz Parkway, Building #2, Schertz, TX 78154
There is no expressed or implied obligation on the part of the City of Schertz to reimburse
responding firms for any expenses incurred in preparing Request for Qualifications in response to
the request.
X. CLARIFICATION OF REQUIREMENTS
All requests for additional information or clarification concerning this RFQ must be submitted, in
writing, no later than 10:00 A.M., November 1, 2014 using the eProcurement site at
. Pu bligpgrchase. com.
Any changes, additions, or clarifications to the RFQ are made by amendments (addenda) and will
be posted on the Public Purchase website. Any respondent in doubt as to the true meaning of any
part of the RFQ or other documents may request an interpretation from the Purchasing and Asset
Management Department. At the request of the respondent, or in the event the Purchasing and
Asset Management Department deems the interpretation to be substantive, the interpretation will be
made by written addendum issued by the Purchasing and Asset Management Department. Such
addendum will be attached to the original RFQ in the Public Purchase file and will become part of
the RFQ package having the same binding effect as provisions of the original RFQ. It shall be the
respondent(s) responsibility to ensure that they have received all Addenda in respect to this project.
Furthermore, respondents are advised that they must recognize, comply with, and attach a signed
copy of each Addendum which shall be made part of their Submittal. Respondent(s) signature on
Addenda shall be interpreted as the respondent's "recognition and compliance to" official changes
as outlined by the City of Schertz and as such are made part of the original RFQ documents.
Failure of any respondent to receive any such addendum or interpretation shall not relieve such
Respondent from its terms and requirements. Addenclums are available online at
no V8[b8/ explanations or interpretations will be binding. In order to have
@ request for interpretation considered, submit the request in writing via the Public Purchase bid
site. The request nlVGt be received by the City OfGchertZ Purchasing and Asset Management
Department DO later than 10:0¢A.88.,November 13,2O14. The City does not assume responsibility
for the receipt of any addendum sent tDrespondents,
X|[ REQUEST FOR QUALIFICATIONS PREPARATION COSTS
|GsU@DQe of this PlF{} dO8S not coOODlh the City OfGChertz, in any way, to pay any costs iDCU[[8d in
the preparation and SUbDlisSiOO of an RFC}` All costs related to the preparation and aubDliSSiOD Of
this RF{] shall be borne hy the respondent.
Neither the Respondent nor his/her employees engaged iO fulfilling the terms and conditions ofany
8VV8Pded contract shall be employees Ofthe Ohv. The method and manner of performance of such
undertakings shall be under the exclusive control Of the vendor UD contract. The City shall have the
right Of inspection oƒ said undertakings @t any time.
State Certified "HUB are required tO provide G copy of their certification, if they have not
previously done 80. Fax information to the Purchasing 8' Asset MaD8gerO8[d DeD@d[DeOt at 210-
619-1169.
XVll. VERBAL THREATS
Any threats Dl8d8 to any employee of the {}it«' be it Ve[b@| or written, to discontinue the providing of
item/material/services for whatever reason and/or reasons shall be considered a breach of contract
and the City will immediately sever the contract with the vendor.
XlX CONFIDENTIAL INFORMATION
Any information deemed t0 be confidential by the respondent should be C|e8dv annotated on the
pages where confidential |Ofo[DOGtiOn is contained. The City cannot guarantee that it will not be
required to disclose all or part Of any public record under Texas Public |AfOrOl81iOD /\Ct, since
information deemed to be confidential by the bidder may not be confidential under Texas Law, Or
pursuant fO3 Court order.
XX RIGHT TO AUDIT
The City of Schertz reserves the right to audit the vendor's books and records relating to the
performance ofthis contract. The City Of8ChBdz' at its OvvD 8XpeDoe. SheU have the right at all
reasonable bDleS during Do[Dl8| bUSiDeSG hours and UpOO at |88sd twenty-four (24) hours' advance
ODtiCe, to audit, to examine, and to Dl@he Copies of or extracts from the books of account and
F8cVndS [D@iOt8iO8d by the vendor(s) with respect to the contract. U such audit shall disclose
overpayment by City to vendor, written notice of such overpayment shall be provided to the vendor
and the amount of the OVe[p8yD0eO[ shall be pr0Dl[t|V reimbursed to the City. In the 8w8Ot any such
overpayment is not paid within ten (10) business days after receipt of such notice, the unpaid
amount of such overpayment shall bear interest at the rate of one percent (1 %) per month from the
date of such notice until paid.
8:14MISIZIT,
Respondents past performance will be taken into consideration in the evaluation of the Request for
Qualifications submittal.
Contract(s) executed as part of this solicitation shall be subject to and governed under the laws of
the State of Texas. Any and all obligations and payments are due and performable and payable in
Guadalupe County, Texas.
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Number of dove required for the successful respondent to execute @ CODt[GCt for "(}ornpeDGotVD
and Classification Study" after receiving notification of award of contract shall be thirty (30) days.
XXV|D. PERSONNEL
The GUCCeSefu| respondent shall 8DSUnB that the VvOrh being performed in response to an executed
agreement shall be performed bv competent and qualified personnel.
XX|DK. CONTRACT
Successful Bidder shall be required to execute a contract with the City.
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