CITY COUNCIL AGENDA ITEM
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
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.
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
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.
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.
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,
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
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.
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
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
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
Dated: , 2004 JOHNSON & ASSOCIATES LLC
5800 Stanford Ranch Road, Suite 420
Rocklin, California 95765
Dated: , 2004 City of Brentwood
150 City Park Way
Brentwood, California 94513