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Home My WebLink About1978-01-03; City Council; 5289; Retain Consultant for Classification Plan Study• " CITY OF CARLSBAD AGENDA BILL 140._ ,�$"a Q� _ Initial: Dent.Hd. DATE: January 3, 19711 C. Atty. DEPARTMENT: PERSONNEL C. Mgr. r Subject: RECOMMENDATION TO RETAIN CONSULTANT FOR CLASSIFICATION PLAN STUDY Statement of the Matter The City Council approved funds in the Fiscal Year 1977-78 Budget of the Personnel Department (Fund #1-112-2450) for a Classification Plan Study. The request for review of and recommendations concerning a consultant to accomplish -the study are the subject of the exhibited memorandum. If the City Council.concurs with the staff recommendation the attached resolution should be adopted. Exhibit- 1. Personnel Director Memorandum with three (3) enclosures, , dated December 19, 1977. 2. Resolution No. �. Council action 1-3-78 Resolution #5284 was adopted, authorizing and directing the City Manager to execute contract with Ralph Andersen and Associates for purpose of conducting classification plan study. DATE: DECEMBER 19, 1977 TO: CITY MANAGER FROM: Personnel Director SUBJECT: REVIEW OF PROPOSALS FOR CLASSIFICATION PLAN STUDY I. On October 11, 1977 the City issued a Request for Proposal for a Classification Plan Study. It was requested that proposals be submitted by November 4, 1977. The announcement and the Request for Proposal is shown as Enclosure (1). The Request for Proposal was sent to seventeen agencies. The mailing list for the RFP is shown as Enclosure (2). By November 4, 1977 ten responses were received. Of the ten responses, one from Booz, Allen, Hamilton stated they wonld not submit a proposal due to current staff commitments. P.,:oposals were received from the following: Hay Associates Public Administration Limited Ralph Andersen & Associates Public Personnel Consultants Cooperative Personnel Services Public Management Services, Incorporated Public Administration Service SUA, Incorporated Yarger and Associates, Incorporated All nine of the proposals received provided the minimum information requested in the proposals. II. On November 22, 1977 a review board consisting of William Baldwin, Assistant City Manager; Jerome N. Pieti, Assistant to the City Manager; and Frank N. Mannen, Administrative Assistant to the City Manager, convened to review the propo3als received. A spread sheet 'listing the submittals and the announced evaluation criteria was provided to each member of the board, Enclosure (3). Subject: Review of Proposals for Classification Plan Study December 19, 1977 Page 2 Quantitative information which could be extracted from the proposals, was placed on the spread sheets; the proposed fee and the proposed time to accomplish the study. Each of the nine proposals 'was reviewed in detail by the members of the board. Three of the proposals were eliminated because of cost. These were Hay Associates with a fee estimate of $24,000; Public Administration Service with a fee proposal of $12,960; Yarger and Associates, Incorporated with a fee proposal of $11,950. These fee estimates exceeded the $10,000 approved in the Personnel Budget 1-112-2450 for fiscal year 1977-78 for the purpose of a Classification Plan Study. Of the remaining six proposals, two were eliminated for the following reasons: Public.Personnel Consultants' proposal was rejected because: 1. There was no method for introduction and orientation of the study for employees. 2. There was no specific method proposed for responding to appeals of employees after study was complete and before it was final. 3. The City was requested to provide the consultan'- with private working space and telephone service foi local calls related to the study. 4. Limited experience in the public sector personnel function. 1 Public Administration Limited's proposal was rejected because: 1. There was no method proposed for introduction and orientation of the study for employees. 2. There were no interviews with employees provided for in the organization of work. 3. There was heavy reliance on the City Staff to accomplish distribution and collection of study questionnaires. 4. Public Administration Limited has limited experience in public sector personnel functions and none in California were listed. Y1_1 Subject: Review of Proposals for Classification Plan Study December 19, 1977 Page 3 Four proposals remained which were considered superior: Ralph Andersen & Associates, Cooperative Personnel Services, Public Management Services, Incorporated and SUA, Incorporated. These organizations were invited to send a representative to be interviewed by the review board. The review board met with representatives of three of the companies on Thursday, December 8, 1977 and the fourth company on Friday morning, December 9, 1977. Bob Dennis, representing Cooperative Personnel Service, was interviewed by the board at 10:30 a.m., December 8, 1977. Cooperative Personnel Service proposal provided for interviewing 30% of the City's personnel. They would review all classes, would coordinate the study and its acceptance with the employees and their associations. Cooperative Personnel Service ha-- c particular interest in the Affirmative Action purposes of a Classification Plan Study and stated they could possibly make available additional grant funds to the City as a follow-on to adapt the Classification Plan to the Affirmative Action Plan of the City. The proposal presented by Mr. Dennis was attractive, particularly with the carrot of additional grant money being available to adapt the classification study to our Affirmative Action Plan. There was, however, a tenor of advocacy in the presentation which lead the board to conclude that objectives of the Cooperative Personnel Service being served might conflict with the City's objectives. At 1:00 p.m. on December 8, 1977, the panel interviewed Mr. Ralph Andersen, representing Ralph Andersen and Associates. Mr. Andersen proposed interviewing all City personnel as well as providing for orientation of employees and their organizations. He.proposed reviews of the study with all elements of the organizations throughout the study procedure. A specific appeal system and a maintenance procedure capable of being accomplished by City personnel was proposed. Ralph Andersen and Associates have excellent experience coupled with a thorough approach to the study. Subject: Review of Proposals for Classification Plan Study December 3.9, 1977 Page 4 At 2.30 p.m., SUA was represented by Howard R. Geisler. SUA's proposal is to interview 15 to 20% of the total City employees. The balance of the proposal was similar to that of Ralph Andersen except in providing for employees' appeals and study reviews. SUA is a multiservice consulting firm with limited experience in public personnel functions. On Friday, December 9, 1977, at 10:00 a.m., the Board interviewed Public Management Services Representative, Mr. Lyle Cunningham. PMS would interview all regular personnel, review all classes, but did not provide positive statements'as to how orientation of employees toward the study and the results of the study would be accomplished, nor did they provide a method of handling the appeals of the employees after the classification plan was accomplished. Public Management Services did not provide for a system of internal audit and update of the plan. III. Summary and Conclusion of the Committee is that Ralph Andersen and Associates should be retained to complete the study of the City's existing classification plan. the key points in favor of Ralph Andersen arid -Associates, the fact that they would interview all employees, would provide employee orientation, would provide coordination with employee groups, would provide a very positive and definite appeal procedure once classifications are accomplished. Ralph Andersen has excellent experience, having served as consultant with many other agencies. Although Andersen proposes a fee of $8200.00 as opposed to SUA's fee of $7200.00, the fact that all personnel would be interviewed and the very positive approach to the introduction, the collection, the review, writing the presentation of the new classification plan, as well as the method of locally updating that plan, appears to best serve the needs of the City Administration. JEROME N. PIETI Personnel Director JNP:vm Enclosures (1) , (2) and (3) 1200 ELM AVENUE CARLSUAD. CALIFORNIA 92008 Up of CarlOab Enclosure (1) ,,-ersonnel Director MEMO, dated 12/19%•77. TELEPHONE: (714) 729-1181 NOTICE - The original mailing of the attached REQUEST FOR PROPOSAL was on September 10, 1977. The due date for proposals was October 7, 1977. .As the due date approached and no proposals -were received anxiety developed. On October 7, 1977 anxiety -gave way to nervous frustration as:. no proposals were received. in checking with addressees of the REQUEST FOR PROPOSAL it was learned that the requests had not been received. Therefore, the requests are being reissued as of October 11, 1977, with a due date of November 4, 1977. JEROME N. PIETI Personnel Director I 1200 ELM AVENUE CARLSBAD, CALIFORNIA 92008 i M -October 11, 1977 Issues REQUEST FOR PROPOSAL CLASSIFICATION PLAN'STUDY TELEPHONE: (714) 729.1181 I. Backqround. The City of Carlsbad is a General Law City With a council-manager form of government. The city established a merit system for its employees in June, 1970, concurrent with the adoption of a classification -and salary plan. A Personnel Board serves as an advisory body for grievances and administrative appeals. The existing classification plan consists of approximately 100 classifications, supporting a work force of 335 personnel. Many amendments have been made to the classifi- cation plan and it is considered outdated. The city has an affirmative action plan. The city negotiates with three (3) employee associations under the provisions i of the Meyers-Milias-Brown Act of the State of California. The city expects to increase its work force by 31 positions in the current fiscal year. II. Scope of the Study. it is the desire of the city to have the present classification plan reviewed and to receive recommendations for changes to format and content for a new classification plan. The recommendations will include the following items. 1. A reformat of individual classifications in series, which will communicate requirements for that classification in terms generally paralleling skills, knowledges and abilities. 2. The classifications described in the plan will be related to a specific Dictionary of Occupational Titles code. Page 2 of :', RFP - Classification Plan Study • 3. The classification plan will provide for ladders and lattices for career development within and between series. r.- 4. The classification plan will contain new titles where existing titles are sex -specific, reference to titles in Dictionary of Occupational Titles preferred. 5. The classification plan will provide information from which minimum medical standards can be derived for each classification. 6. The classification plan will provide for a method of indicating the sensitivity and legal character required for classifications as pertaining, but not limited, to handling of city funds, committing funds, handling public information and public ; contact. 7. The classification plan will readily identify various series, under major categories, such as, but not limited to, professional, technical and occupational. 8. The classification plan will provide for a maintenance system whereby, annually, a given number of classi- t' fications can be audited and updated by the Personnel t Department of the city. 9. The classification plan will provide the relative position of classifications within the plan for purposes of preparing salary schedules. 4 , III. The Proposal. The following information should be presented with your proposal. { 1. A narrative statement clearly explaining how the above work will be organized and will be conducted. 2. A reasonably detailed schedule showing target dates for completing various segments and work items. 3. A total lump sum fee and a proposed schedule of payments for work outlined above. Provision for final fee payment to be made subsequent to Carlsbad City Council adoption of the plan. 4. A list of clients, preferably iki California, for whom the consultant provided similar services. Page 3 of 3, RFP - Classification Plan Study The proposal submitted in response to this request will be evaluated by a committee composed of appropriate members of the city staff. Consideration will be given to the quali- fications of the consultants, the manner in which the work will be organized and conducted, the work program, and schedule and the fee Zor the services provided. Following evaluation of the proposals by city staff, responding firms may be 'requested to make a verbal presentation to a city screening committee. Selection will be made by the screening -committee, stiibject to the approval of the City Council. The City of% Carlsbad reserves the right to reject all proposals, should none meet the qualifications sought by the evaluation committee. IV. Criteria for Evaluating Pr posals. Proposals submitted will be evaluated'upon the following criteria. 1. Responsiveness to the Request for Proposal. 2. Practicality and logic of methodology. 3. Competancy of a study team. 4. Fee. 5. Comments from references. j V. Deadline and Inquiry. The deadline for receipt of proposals is 5:00 p.m., Friday, November 4, 1977. Three.(�:)•copies of the proposal should be submitted to the Personnel Director, City of Carlsbad, 1200 Elm Avenue, Carlsbad, CA, 92008. Please direct any questions regarding this Request for Proposal to JEROME N. PIETI; Telephone (714) 729-1181, Ext. 50. JNP/vs r 1200 ELM AVENUE CARLSBAD, CALIFORNIA 92008 QCitp of CarWbab October 5, 1977 MAILING LIST RFP CLASS. PLAN STUDY HAY ASSOCIATES Los Angeles Offices One East Wacher Drive Chicago, Illinois 60601 McCANN ASSOCIATES 2763 Pilmont Avenue Huntingdon Valley, PA 19006 EXECUTIVE MANAGEMENT SERVICE, INC. I West Coast Offices 22011 Wilson Blvd Arlington, VA 22201 YARGER AND ASSOCIATES, INC. West Coast Offices 2830 Mary Street Falls Church, VA 22042 PUBLIC ADMINISTRATION SERVICE 3711 Long Beach Blvd Long Beach, CA 90807 MACRAE AND ASSOCIATES Box 447 Saratoga, CA 95070 URBAN ASSOCIATES Box 8442 San Marino, CA 91108 GRIFFENHAGEN & KROEGER 351 California Street San Francisco, CA 94102 C69F ZVE :&SAPiNEL SERVICES Sa amento, CA 958 Enclosure (2) - Personnel Director MEMO, dated 1-2%19 7 7 . TELEPHONE, 1714) 729.1181 ARTHUR LITTLE INC. 1 Maritime Plaza San Francisco, CA 94111 PUBLIC MANAGEMENT SERVICES INC. 630 W. Duarte Road Arcadia, CA 91006 TECHNICAL PERSONNEL SERVICES 714 West Olympic Blvd, Roam 645 Los Angeles, CA 90015 G1tu,4l;.e.. K PR•sf� f1 ca(' f f" C` PUBLIC ADMINISTRATI0N LIMITED P. O. Box 19537 San Diego, CA 92119 PUBLIC PERSONNEL CONSULTANTS 909 Kane Circle Walnut Creek, CA 94598 SUA INCORPORATED 10100 Santa Monica Blvd Los Angeles, CA 90067 BOOZ, ALLEN, HAMILTON 555 California Street San Francisco, CA 94104 PUBLIC MANAGEMENT SERVICE 37 East Huntington Drive Arcadia, CA 91006 RALPH ANDERSEN & ASSOCIATES 3500 American River Drive, Suite 21; Sacramento, CA 95825 a: 1200 ELM AVENUE CARLSBAU, CALIFORNIA 92008 (Lit? of CarWbal) November 23, 1977 RFP Class, Plan Study RESPONSE 1 CLC'rnvCvc: (714) 729.1181 COOPERATIVE PERSONNEL SERVICES 909 12th Street Sacramento, CA 95814 °�`Will be contacted letter 11/23/77 PUBLIC MANAGEMENT SERVICE, Inc. 7 Suite 302, 630 W. Duarte Road ! Arcadia, CA 91006 RALPH ANDERSEN and ASSOCIATES 3500 American River Drive Sacramento, CA 95825 SUA INCORPORATED 2 S� 10100 Santa Monica Blvd Los Angeles, CA 90067 _ PUBLIC PERSONNEL CONSULTAlWAo 909 Kane Circle Walnut Creek, CA 94598 • Attn: R. W. Battey HAY ASSOCIATES Sorry Ietter 11/23/77 3435 Wilshire Blvd Los Angeles, CA 90010 Attn: Ira Podnos PUBLIC ADMINISTRA7 3711 Long Beach B] Long Beach, CA 90E YARGER & ASSOCIATI r 2830 Mary Street Falls Church, VA PUBLIC ADMINISTRA' P. 0. Box 19537 San Diego, CA 921: Attn: Frank A. W. N s V- PUEEiC r%:,UIDH PUDUC 1 C:MPLPxr,IVE , i'uLoilC ( Fv �l'1'Ji1�C:1 T 1 _, t�.T_0\�11DEIZSCO = i r I"T 1, pi"!z tip RATILUN cir !iil'i'1 `i'" SERVsCr SGh INtOT. ::: �r :3 ---- s �' jC ^Tiyfr;' T,jr!j� � FSSJC ATES_ r CXNELf1%'t��dS i SEMCES SnM�CFS,:CI\'C. '' ------ - 13 Weeks j 8 Weeks 17 Weeks 10 Weeks 14 Weeks 12 Weeks 12 Weeks 1 10 Weeks L2 weeks ? Sc eaule i I + I + T C.Fee i I 0 D.Client List I i i Ei-10DOL•OGY I A.:_acticalitV • B.-Logic I i T . COMP T NCY ----- F•• B. EducationFJ O • ,t1 _.-- 24,000 12,960 ( 11,950 rt' .OtTF, 10,000ft 4,000 8,200 9,975 i 9,540 8,950 ; 7,200. N 0 V . REFERENCES _ t I w RESOLUTION NO. 5284 A RESOLUTION OF THE ''ITY COUNCIL OP THE CITY DIRECTING BTHE CITY FMANAGER TOEXECUTE ORIZING 2 ANDA CONTRACT WITH RALPH ANDERSEN AND 3 ASSOCIATES FOR THE PURPOSE C'" CONDUCTING A CLASSIFICATION PLAN STUDY. 4 WHEREAS, the City Council has de�::tmined the need to 5 have the current City Classification Plan studied; and 6 funds for a WHEREAS, the City Council has approved 7 Classification Plan Study in the Fiscal. Year 1977-78 Budget 8 of the Personnel Department; and WHEREAS, the City Council has reviewed the staff report 10 and concurs in the staff recommendations regarding a consultant; 11 NOW, THEREFORE, BE IT RESOLVED by the City Council o 12 the City of Carlsbad as follows: 13 1. That the above statements are true and correct. 14 2. That the City Manager is aut-orized and directed o 15 retain RALPH ANDERSEN AND ASSOCIATES as consultant to 16 accomplish a Classification Plan Study as outlir,;d in the 17 Request For Proposal for a fee of $8,200.00. 18 PASSED, APPROVED AND ADOPTED at a regular meeting of the 19 1978, City Council on the 3rd day of January 20 by the following vote to wit: 21 AYES: Councilmen Frazee, Lewis, Packard, Skotnicki and 22 Councilwoman Casler NOES: avnc 23 ABSENT: None 24 ROBERT C. F'RAZEE►aay 25 26 ATTEST: 27 �� I , al 0 28 R AR E. AU& ity Clerk (SEAL) 4