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Current Council Agenda and Past Meeting Information

 

CITY COUNCIL AGENDA ITEM NO. 4

Meeting Date: March 9, 2004

Subject/Title: Approve an agreement between the City of Brentwood and Johnson and Associates to conduct a citywide classification and compensation study for Brentwood’s job classification and compensation plan

Prepared by: Patti Standley, Human Resources Manager

Submitted by: Karen Stein, Assistant City Manager

RECOMMENDATION
Approve a Resolution to enter into an agreement with Johnson & Associates, LLC to conduct a citywide classification and compensation study for Brentwood’s job classification and compensation plan. Funding this study is included in the approved 2003/04 City Budget.

PREVIOUS ACTION
The City Council approved $50,000 for the completion of a citywide classification and compensation study of Brentwood’s classification and compensation plan as part of the 2003/04 City Budget. The budget also includes $15,000 for a review of the Fair Labor Standards Act status of City classifications. Additionally, effective July 1, 2003, the City Council approved Memoranda of Understanding with its various bargaining units that include a provision to conduct a citywide classification and compensation study.

BACKGROUND
Staff prepared and distributed a Request for Proposals (RFP) document to eleven consulting firms on December 2, 2003. Six consulting firms responded with comprehensive proposals. Staff reviewed the six proposals taking the following criteria into consideration: budget, quality of proposal document, content of proposal document, and location of consulting firm. Based on this review, staff selected two firms to interview.

Staff, including one representative from each bargaining unit, met with two consulting firms on February 17, 2004. Based on the quality and content of each of the consultant’s presentations and interaction with staff, Johnson & Associates LLC was unanimously selected.

Staff recommends approval of the attached resolution approving the expenditure of funds for the completion of a citywide classification and compensation study of Brentwood’s classification and compensation plan by Johnson & Associates LLC. The study will include a review of the Fair Labor Standards Act status of City classifications.

FISCAL IMPACT
Costs for the classification and compensation study to be conducted by Johnson & Associates LLC, will not exceed $67,000. Funds are available in the approved 2003/04 City Budget.

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING AN AGREEMENT BETWEEN THE CITY OF BRENTWOOD AND JOHNSON & ASSOCIATES LLC TO CONDUCT A CITYWIDE CLASSIFICATION AND COMPENSATION STUDY FOR BRENTWOOD’S JOB CLASSIFICATION AND COMPENSATION PLAN

WHEREAS, staff prepared and distributed a Request for Proposals (RFP) document to eleven qualified consulting firms on December 2, 2003; and

WHEREAS, six consulting firms responded with comprehensive proposals; and

WHEREAS, staff reviewed the proposals and selected two firms to meet with based on budget, quality of proposal document, content of proposal document, and location of consulting firm; and

WHEREAS, staff, including one representative from each bargaining unit, met with two consulting firms on February 17, 2004; and

WHEREAS, based on the quality and content of the consultant’s presentations and interaction with staff, Johnson & Associates LLC was selected.

NOW, THEREFORE BE IT RESOLVED the City Council authorizes the City Manager to enter into an agreement with Johnson & Associates LLC for the preparation of a citywide classification and compensation study for Brentwood’s job classification and compensation plan.

BE IT FURTHER RESOLVED the City Council authorizes an expenditure to Johnson & Associates LLC for the total fixed cost of professional service fees and expenses to complete the study, in an amount not to exceed sixty-seven thousand dollars ($67,000), payable per the terms of the agreement.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 9th day of March, 2004 by the following vote:

PROFESSIONAL SERVICES AGREEMENT
This Agreement is made by and between the City of Brentwood (“the City”) and Johnson & Associates LLC (“the Consultant”).
1. Project Engagement. The City agrees to engage the Consultant to perform those services described below, for completion of the project described as follows: Classification and Compensation Study (the “Project”). The analyses will include approximately 255 positions.
2. Services. The Consultant agrees to perform certain services necessary for completion of the Project, which services shall include, without limitation, the following:
Phase I - Study Initiation
Prepare for initial meetings
Conduct project initiation meeting
Conduct employee briefings

Phase II - Classification Analysis
Conduct management conferences
Employees complete questionnaires
Prepare for job analysis interviews
Conduct job analysis interviews with approximately 70% to 80% of available staff
Prepare and review draft classification report
Prepare class specifications
Undertake management/employee review process
Finalize the classification plan

Phase III - Compensation
Conduct compensation policy review meeting
Collect compensation data
Compile and format data
Audit and finalize compensation data
Conduct internal relationship analysis
Develop salary recommendations
Develop implementation strategies and compute implementation costs
Prepare and submit draft and final compensation report

Phase IV - Implementation /Administration
Submit administrative guidelines
Conduct employee debriefings
Provide technical assistance.
This Classification and Compensation Study will be conducted as described in the work plan submitted by Johnson & Associates LLC to the City of Brentwood dated January 7, 2004.
3. Relationship. The Consultant is an independent contractor and is not to be considered an agent or employee of the City.
4. Compensation. As full compensation for the Consultant’s services performed hereunder, the City shall pay the Consultant the total fixed amount of $____________ (____________________ Dollars) (“fixed fee”), including both professional services and project expenses. The cost of professional services is based upon the work plan that has been developed and includes five (5) field trips. If additional trips are required, these will be billed at the firm’s standard rate of $110 per hour, portal to portal, plus expense reimbursement.
5. Method of Payment. Progress payment of the Consultant’s professional services fees and expenses shall be made on a monthly basis by the City upon receipt of billings from the Consultant.
6. Term. The term of this agreement shall commence on March15, 2004 at which time the Consultant shall begin work on the Project and shall continue, subject to the termination provisions of Paragraph 7, until the date that the Consultant completes the Project. The time of completion of the Project is estimated to be sixteen weeks.
7. Termination. This agreement may be terminated: (a) by either party at any time for failure of the other party to comply with the terms and conditions of this Agreement; (b) by either party upon 10 days prior written notice to the other party; or (c) upon mutual written agreement of both parties. In the event of termination, the Consultant shall stop work immediately and shall be entitled to compensation for professional service fees and for expense reimbursement to the date of termination.
8. Insurance. The Consultant shall maintain in force during the term of the agreement, Comprehensive General Liability Insurance with the Extended Liability Endorsement, including Personal Injury; Commercial Umbrella Liability; Automobile Liability Insurance, including Non-Owned and Hired Liability; and Workers’ Compensation and Employers’ Liability Insurance. Such insurance shall be in amounts reasonably satisfactory to the City.
9. Hold Harmless. The Consultant shall be responsible for its acts of negligence, and the City shall be responsible for its acts of sole negligence or willful misconduct. The Consultant agrees to indemnify and hold the City harmless from any and all claims, demands, actions and causes of action caused by the negligent acts of the Consultant, its officers, agents and employees, by reason of the performance of this agreement. This indemnity shall be construed to require indemnification of the City, it’s boards, and employees, except for Workers’ Compensation.
10. Miscellaneous.
a) The entire agreement between the parties with respect to the subject matter hereunder is contained in this agreement.
b) Neither this agreement nor any rights or obligations hereunder shall be assigned or delegated by the Consultant without the prior written consent of the City.
c) This agreement shall be modified only by a written agreement duly executed by the City and the Consultant.
d) Should any of the provisions hereunder be found to be invalid, void or voidable by a court, the remaining provisions shall remain in full force and effect.
e) This agreement shall be governed by and construed in accordance with the laws of the State of California.
f) All notices required or permitted under this agreement shall be deemed to have been given if and when deposited in the United States mail, properly stamped and addressed to the party for whom intended at such party’s address listed below, or when delivered personally to such party. A party may change its address for notice hereunder by giving written notice to the other party.

APPROVED:
Dated: , 2004 JOHNSON & ASSOCIATES LLC

By
Title

5800 Stanford Ranch Road, Suite 420
Rocklin, California 95765

Dated: , 2004 City of Brentwood
By
Title

150 City Park Way
Brentwood, California 94513
 

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