Comprehensive Classification Compensation Study

The City of Garden City is accepting proposals for professional services required to conduct a comprehensive classification compensation study which will include an option to provide a salary survey every three years thereafter to ensure the pay plan remains competitive.

Goals and Objectives

The goal of the City is to update the current classification and compensation system utilizing accepted practices in the management and design of compensation systems. The objectives of the City are: to attract and retain qualified workers who will be paid equitable salaries; to provide fair salaries for all workers of the City; and to provide the City with a salary structure that enables the City to maintain a competitive position with other cities and companies within the same geographic area.

Present Condition of Compensation System

The City's job analysis and classification was last conducted ”in house” by the Human Resources Director in 2011. Since that time, inequities have likely developed between a number of the City's positions. Staff believes the criteria and weighting of various factors of the system must be updated or the current system replaced.

Scope of Comprehensive Compensation Study

The compensation study shall include an examination of the City's current compensation plan and related components. This study shall be made in accordance with generally accepted compensation methods and in accordance with applicable federal and state laws.

The City employs approximately 99 management, professional, technical, public safety, administrative, clerical, and general labor full time and 4 regular part-time positions (excluding contract, seasonal and non- regular part-time employees) in 28 Job Classifications. A listing of all current Garden City Job Titles can be found in Exhibit A at the end of this RFP.

Preparation of Working Papers and Reports

It is intended for the Human Resources Director to be actively involved in the preparation of the project; however, it is expected the time available for such involvement will be limited. Therefore, as part of the proposal, the consultant shall be required to reach an agreement as to which portions of the study shall be the responsibility of the Human Resources staff. It shall be the Consultant's responsibility to complete all other supporting documentation and reports.

The preparation of the Comprehensive Compensation Plan shall use accepted compensation methodologies and shall be in the format approved by the Human Resources staff.

Study Requirements

The consultant will analyze the City of Garden City compensation system and update or design a system to achieve the goal and objectives outlined. The following list outlines specific requirements.

  1. Review the City's existing compensation classification system.
  2. Gather necessary information through the use of questionnaires, job audits, personal interviews or other accepted method.
  3. Work with the City's management staff to identify a market position for the Garden City.
  4. Develop a comprehensive labor market salary survey for the Chatham County area and surrounding municipalities that reflects both cities and private industry.
  5. Analyze existing internal hierarchy based on job relationships, identify problem areas within the internal hierarch system, and propose implementation methods to correct identified problems.
  6. Review current classification grade methodology, and propose recommended strategies for the City of Garden City.
  7. Develop a pay plan identifying specific parameters (i.e., percent spreads between ranges and within ranges).
  8. Review and assign all positions to an appropriate pay grade.
  9. Recommend implementation strategies including calculating the cost of implementing the study.
  10. Provide staff training to maintain and revise system as needed.
  11. Provide system documentation and computer formats as approved by the Human Resources staff.
  12. Prepare cost analysis for positions that fall below the proposed minimum salaries following reclassification.
  13. Develop recommendations and an instrument for the ongoing internal administration and maintenance of the proposed classification/compensation plan.
  14. Develop a comprehensive classification/compensation plan for City employees based upon an objective analysis and evaluation of job content. Such compensation plan must provide internal equity and yet be competitive in the marketplace in attracting and retaining qualified employees.

Expected Outputs

  1. Established job families and criteria for entrance.
  2. All original documentation of job analysis.
  3. Recommendations concerning consolidation/expansion of job titles.
  4. Access to manuals for conducting in-house job analyses/classification.
  5. Pay scale chart and appropriate level of compensation for each job title.
  6. Maintenance manual for adjustment of compensation levels including computerized calculations.
  7. Progress reports and final reports.
  8. Computerization of information, processes, and procedures where possible.
  9. Listing of all research documentation used and information complied when determining the City of Garden City's market and its position in the market.
  10. Copies of employee survey distributed and copy of findings and results of the survey.
  11. Presenting the results of study to City Council at a meeting to be determined.

Proposal Requirements

  1. A detailed description of the plan to achieve the necessary requirements and a plan for accomplishing this work.
  2. A detailed description of job analysis and compensation methodology to be used if the consultant has a pre-designed system.
  3. A proposed fee schedule and break-down of the firm's not to exceed fees to complete the Compensation study.
  4. Proposed time line to include start and completion dates for the study and identify specific milestones.
  5. Experience of the firm in conducting similar reference studies for Governmental entities and other comparable studies. This will include 3 previous clients for whom the firm has performed a comprehensive classification and compensation study.
  6. Professional resumes of all personnel to be involved in the study and a clear indication of the responsibilities of each. It is understood by the City that the individuals specified in the consultant's proposal are the individuals who will do the work associated with the compensation study, as described in the proposal.
  7. A description of any pending legal issues facing the firm/individual.
  8. Any additional information which the consultant deems appropriate.

Other Requirements

The City shall provide the space and facilities necessary for the consultant to conduct the study. In addition, all information, data, reports, and records necessary for carrying out the work shall be furnished to the consultant without charge and the City shall cooperate with the consultant in every reasonable way to ensure completion of the study.

The City has limited funding allocated for the completion of this project. The consultant may choose to submit its proposal for completion of the studying phases. The associated costs should be identified for each phase.

Instructions for Submitting Proposals

Firms interested in responding to this proposal should direct all questions for clarification to Pamela H. Franklin, Human Resources Director, at 912-963-2766 or pfranklin@gardencity-ga.gov before or by September 20, 2014.

Final proposal shall be addressed to:

City of Garden City
Pamela H. Franklin
100 Central Avenue
Garden City, GA 31405

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