City of Albany, Oregon

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1 City of Albany, Oregon REQUEST FOR PROPOSALS PROFESSIONAL SERVICES FIRM FOR CLASSIFICATION/COMPENSATION & EQUAL PAY STUDIES Issue Date: December 29, 2017 Due Date: January 30, 2018, 2:00 p.m. (local time) Human Resources Director.David Shaw, SHRM-SCP,IPMA-CP Danette Jamison, Sr. HR Programs Coordinator, SHRM-SCP, GBA Purchasing Coordinator... Diane Murzynski, CPP0, CPPB For more information regarding this, contact Diane Murzynski HUMAN RESOURCES

2 CITY OF ALBANY TABLE OF CONTENTS TABLE OF CONTENTS... 1 PROPOSER S SUBMITTAL CHECKLIST... 2 REQUEST FOR PROPOSALS (RFP)... 3 SECTION 1 PROCUREMENT REQUIREMENTS... 4 SECTION 2 GENERAL PROVISIONS SECTION 3 SCOPE OF WORK SECTION 4 PROPOSAL SUBMITTAL REQUIREMENTS SECTION 5 EVALUATION CRITERIA SECTION 6 CONTRACT REQUIREMENTS ATTACHMENT A SAMPLE CONTRACT EXHIBIT A - COST PROPOSAL EXHIBIT B - REFERENCES EXHIBIT C - NON-COLLUSION AND CONFLICT OF INTEREST CERTIFICATION EXHIBIT D CERTIFICATION STATEMENT FOR CORPORATION OR INDEPENDENT CONTRACTOR EXHIBIT E - PROPOSER REPRESENTATIONS AND CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS EXHIBIT F CERTIFICATION OF INSURANCE REQUIREMENTS TABLE OF CONTENTS Page 1 of 35

3 PROPOSER S SUBMITTAL CHECKLIST Proposals must be submitted by the time designated and the address listed in the advertisement for the at the City Hall Parks and Recreation Department/Information counter and marked received by City staff indicating the time and date as shown on the City Bid Clock in the Parks Department. Any proposals submitted after the designated closing time or to any other location will be determined nonresponsive and will not be opened. If the Proposer submits a proposal via a delivery service (FedEx, UPS, etc.) the required sealed envelope must be enclosed in the delivery service packaging and the Project Title of the proposal should be written on the outside delivery service packaging. The City will not accept bids sent via USPS. Proposals must be delivered to and stamped received by the Parks & Recreation Department Counter staff at City Hall to be considered Responsive. Proposer is solely responsible for the Proposal Response to be delivered to the correct location by the correct time. Proposers must submit four (4) copies of their proposal. In addition to the hard copy (printed paper) version of Proposal, Proposer shall provide an electronic version of the Proposal on a USB drive in noneditable, Adobe format. All proposals should include the following submittals to be considered responsive: Transmittal Letter Project Approach and Understanding Qualifications and Experience Project Schedule and Proposer Availability Cost Proposal (Exhibit A) References (Exhibit B) Non-Collusion and Conflict of Interest Certification (Exhibit C) Certification Statement for Corporation or Independent Contractor (Exhibit D) Proposer Representations and Certification Regarding Debarment, Suspension and Other Responsibility Matters (Exhibit E) Certification of Insurance Requirements (Exhibit F) Signed Addenda (if applicable) PROPOSER S SUBMITTAL CHECKLIST Page 2 of 35

4 CITY OF ALBANY, OREGON REQUEST FOR PROPOSALS (RFP) Professional Services Firm for Proposals Due by 2:00 p.m., January 30, 2018 Notice is hereby given that the City of Albany (City), Oregon, is seeking proposals from experienced professional classification and compensation firms for classification/compensation and equal pay studies. The City is seeking one vendor who will concurrently complete both projects. Contract documents are available for review in the Finance Department, City Hall, 333 Broadalbin Street SW, Albany, Oregon, Monday through Friday, between the hours of 8:00 a.m. and 5:00 p.m.; downloaded from the City of Albany website at or a printed copy can be obtained by phoning There is a $35 charge for printed RFP documents. It is imperative that those who download the solicitation documents check the website regularly for addenda, clarifications, and other notifications that may be pertinent. All Interested Proposers known by the City of Albany to have received a complete set of the proposal documents will receive notification when additional items are posted to the website. For questions or clarifications regarding this RFP or to be added to the Interested Proposer s list contact Diane M. Murzynski, CPPO, CPPB, Purchasing Coordinator, at Sealed proposals must be received by the City of Albany, at the Parks & Recreation Counter, not later than 2:00 p.m. (local time), Tuesday, January 30, 2018, addressed to the City of Albany, Attention: Diane Murzynski, CPPO, Purchasing Coordinator, 333 Broadalbin Street SW, Albany, OR On the outside of the envelope, please reference Professional Services for Classification/Compensation & Equal Pay Studies along with the name and address of the applicant. Faxed or electronic ( ) responses will not be accepted. Proposals received after the closing date and time will not be opened or reviewed. The City may reject any proposal not in compliance with all prescribed solicitation procedures and requirements and other applicable law, and may reject any or all proposals in whole or in part when the cancellation or rejection is in the best interest of the City, and at no cost to the City. DATED THIS 29TH DAY OF DECEMBER Diane M. Murzynski, CPPO, CPPB Purchasing Coordinator Publish: Albany Democrat-Herald, Friday, December 29, 2017 Daily Journal of Commerce, Friday, December 29, 2017 REQUEST FOR PROPOSALS (RFP) Page 3 of 35

5 1.1 INTRODUCTION SECTION 1 PROCUREMENT REQUIREMENTS The City of Albany is a municipal governmental entity providing a full range of services, including fire and police protection; sewer services; water services; construction and maintenance of highways, streets, and infrastructure; recreational activities, and cultural events. The City of Albany, with a population of 52,540, is the eleventh largest City in Oregon. Located at the confluence of the Willamette and Calapooia Rivers, the city of Albany lies within both Benton and Linn counties. Albany is the largest city in Linn County and serves as the county seat. Albany is also the second largest city in Benton County. From its river town beginnings, Albany has grown south and east with the railroads, state highways and Interstate 5, and across the Willamette into the farms and wooded hillsides of North Albany. Albany operates under a home-rule charter in a Council-Manager form of government. Albany is led by an elected, non-partisan seven member Council. Albany employs approximately FTE employees and up to an additional 100 temporary employees seasonally. Employees work in one of nine departments. The departments are: Police, Fire, Parks & Recreation, Library, Human Resources, Finance, Information Technology, Public Works Engineering & Community Development, and Public Works Operations. The 2018 fiscal year adopted budget is $189,144,900, including a General Fund of $38,909,100. Approximately 82% of City employees are represented by one of three unions, comprising four bargaining units. The remaining employees are considered non-bargaining or executive. The City strives to be competitive externally with the public sector labor market while maintaining equitable internal alignment within the organization. Additionally, the 2017 Oregon Legislature passed The Equal Pay Law (House Bill 2005) which amends ORS and ORS 659A. The Legislation suggests that employers should conduct an equal pay analysis every three years. The City believes it is in its best interest to conduct such a study concurrent with modifying its compensation structure as an outcome of the classification and compensation study. The proposed classification/compensation study will include classifications represented by AFSCME General Unit (77 classifications, 174 employees); AFSCME Transit Unit (2 classifications, 9 employees); non-bargaining (52 classifications, 65 employees) and executives (9 classifications, 9 employees). The equal pay study will include all of the above classifications plus classifications represented by the Albany Police Association (10 classifications, 79 employees) and the Albany Fire Fighters, IAFF (10 classifications, 74 employees). The objective of requesting proposals is for the City to determine which Contractor can offer the highest quality of service at a cost representing the best value to the City. More information is available at the following: ISSUING OFFICE AND SUBMITTAL LOCATION The City Purchasing Coordinator will issue the document and will be the sole point of contact for the City for questions, concerns, and protests. Proposals must be received by the City of Albany, at the Parks & Recreation Department/Information Counter not later than 2:00 p.m., local time, on January 30, Submittal Address & Process Questions: Technical Questions/Scope of Work: City of Albany David Shaw, SHRM-SCP, IPMA-CP Finance Department Human Resources Director Diane Murzynski, CPPO, Purchasing Coordinator david.shaw@cityofalbany.net 333 Broadalbin Street SW Albany, OR diane.murzynski@cityofalbany.net, Phone: SECTION 1 PROCUREMENT REQUIREMENTS Page 4 of 35

6 Telephone, facsimile, or electronically transmitted Proposals will not be accepted. Proposals received after the specified date and time will not be given further consideration. Proposers submitting Proposals are solely responsible for the means and manner of their delivery and are encouraged to confirm delivery with the City Purchasing Coordinator prior to the deadline. 1.3 RFP SCHEDULE The City anticipates the following general timeline for receiving and evaluating proposals and selecting a Contractor. The timeline listed below may be changed if it is in the City s best interest to do so. RFP Advertised & Issued December 29, 2017 Date to Submit Changes or Solicitation Protests January 11, 2018, 2:00 p.m. Last Date for Addenda January 25, 2018, 12:00 p.m. Proposal Due Date January 30, 2018, 2:00 p.m. Evaluate Proposals January 30 February 2, 2018* Optional Interviews February 5-9, 2018* Notice of Intent to Award February 12, 2018* Protest Period ends (seven calendar days) February 19, 2018*, 2:00 p.m. Contract Award February 2018 *Dates approximate 1.4 CHANGES TO THE SOLICITATION BY CITY ADDENDA The City of Albany reserves the right to make changes to the RFP by written addendum, which shall be issued to all prospective Proposers known to the City of Albany to have received the Proposal Document. A prospective Proposer may request a change in the RFP by submitting a written request to the address set forth above. The request must specify the provision of the RFP in question, and contain an explanation for the requested change. All requests for changes or additional information must be submitted to the City of Albany no later than the date set in the RFP Schedule. The City of Albany will evaluate any request submitted, but reserves the right to determine whether to accept the requested change. If in the Purchasing Coordinator s opinion, additional information or interpretation is necessary, such information will be supplied in the form of an Addendum as stated above. Any addenda shall have the same binding effect as though contained in the main body of the RFP. Oral instructions or information concerning the scope of work of the project given out by City of Albany managers, employees, or agents to the prospective Proposers shall not bind the City of Albany. a) All addenda, clarification, and interpretations will be posted on the City of Albany s website at City of Albany Bids, ITBs, RFQs. b) No addenda will be issued later than the date set in the RFP Schedule, except an addendum, if necessary, postponing the date for receipt of Proposals, withdrawing the invitation, modifying elements of the proposal resulting from a delayed process, or requesting additional information, clarification, or revisions of proposals leading to obtaining best offers or best and final offers. c) Each Proposer shall ascertain, prior to submitting a Proposal, that the Proposer has received all Addenda issued, and receipt of each Addendum shall be acknowledged in the appropriate location on each Addendum and included with the Proposal submittal. SECTION 1 PROCUREMENT REQUIREMENTS Page 5 of 35

7 1.5 TRADE SECRETS AND PUBLIC RECORDS LAW All information submitted by Proposers shall be public record and subject to disclosure pursuant to the Oregon Public Records Act, except such portions of the Proposals for which Proposer requests exception from disclosure consistent with Oregon Law. All requests shall be in writing, noting specifically which portion of the Proposal the Proposer requests exception from disclosure. Proposer shall not copyright, or cause to be copyrighted, any portion of any said document submitted to the City of Albany as a result of this RFP. Proposer should not mark the whole proposal document confidential. If a Proposal contains any information that is considered a trade secret under ORS (2), Proposers must mark each sheet of such information with the following legend: This data constitutes a trade secret under ORS (2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192. Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only unless the public interest requires disclosure in the particular instance. Therefore, non-disclosure of City documents or any portion of a City document submitted as part of a Proposal may depend upon official or judicial determination made pursuant to the Public Records Law. In order to facilitate public inspection of the non-confidential portion of the Proposal, material designated as confidential shall accompany the Proposal, but shall be readily separable from it. Prices, makes, model or catalog numbers of items offered, scheduled delivery dates, and terms of payment shall be publicly available regardless of any designation to the contrary. Any Proposal marked as a trade secret in its entirety will be considered nonresponsive. 1.6 CANCELLATION ORS 279B.100 provides for cancellation, rejection, or delay of proposals when the cancellation or rejection is in the best interest of the Contracting Agency as determined by the Contracting Agency. The City of Albany reserves the right to cancel award of this contract at any time before execution of the contract by both parties if cancellation is deemed to be in the City of Albany s best interest. In no event shall the City of Albany have any liability for the cancellation of award. 1.7 LATE PROPOSALS Proposals must be submitted by the time designated in the RFP Schedule at the City Hall Parks and Recreation Department/Information counter and marked received by City staff indicating the time and date as shown on the City Bid Clock in the Parks & Recreation Department. Any Proposals submitted after the designated closing time or to any other location will be considered late and determined nonresponsive and will not be opened. Delays due to mail and/or delivery handling, including, but not limited to delays within City of Albany s internal distribution systems, do not excuse the Proposer s responsibility for submitting the Proposal to the correct location by the stated deadline. 1.8 CONDITIONS OF SUBMITTAL By the act of submitting a response to this RFP, the Proposer certifies that: a) The Proposer and each person signing on behalf of any Proposer certifies, and in the case of a sole proprietorship, partnership or corporation, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of their knowledge and belief, no elected official, officer, employee, or person, whose salary is payable in whole or in part by the City of Albany, has a direct or indirect financial interest in the Proposal, or in the services to which it relates, or in any of the profits thereof other than as fully described in the Proposer s response to this solicitation. SECTION 1 PROCUREMENT REQUIREMENTS Page 6 of 35

8 b) The Proposer has examined all parts of the Request for Proposal, including all requirements and contract terms and conditions thereof, and, if its Proposal is accepted, the Proposer shall accept the contract documents thereto unless substantive changes are made in same without the approval of the Proposer. c) The Proposer, if an individual, is of lawful age; is the only one interested in this Proposal; and that no person, firm, or corporation, other than that named, has any interest in the Proposal, or in the proposed contract. d) The Proposer has demonstrated quality experience providing the required goods and services. e) The Proposer has examined the scope of services and conditions thoroughly and can provide the appropriate insurance, deposits, and bonds, if applicable. f) The Proposer will comply fully with the scope of services for the agreed contract. g) The Proposer can meet any and all registration and certification requirements as set forth and required in the Oregon Revised Statutes and this RFP. 1.9 PROPOSER REQUESTS INTERPRETATION OF RFP DOCUMENTS a) Proposers shall promptly notify the City of Albany of any ambiguity, inconsistency or error, which they may discover upon examination of the Proposal Documents. b) Proposers requiring clarification or interpretation of the Proposal Documents shall make a written request for same to the Purchasing Coordinator at the submittal location listed above. c) The City of Albany shall make interpretations, corrections, or changes of the Proposal Documents in writing by published Addenda. Interpretations, corrections, or changes of the Proposal Documents made in any other manner will not be binding, and Proposers shall not rely upon such interpretations, corrections, and changes. d) Should any doubt or difference of opinion arise between the City of Albany and a Proposer as to the items to be furnished hereunder or the interpretation of the provisions of this solicitation, the decision of the City of Albany shall be final and binding upon all parties PROPOSER REQUESTS FOR ADDITIONAL INFORMATION Requests for information regarding City of Albany services, programs, or personnel, or any other information shall be submitted in writing directly to the Purchasing Coordinator at the address in the. All requests for additional information shall be submitted in writing. Answers shall be provided to all Proposers of record on the date that answers are available COMPETITION Proposers are encouraged to comment, either with their Proposals or at any other time, in writing, on any specification or requirement within this RFP, which the Proposer believes, will inordinately limit competition SOLICITATION PROTESTS A protest of any provision in this RFP must be made in writing and directed to the Purchasing Coordinator at the address listed in the RFP and shall be received no later than the date listed in the RFP Schedule. Any protest must address the requirement, provision or feature of this RFP or its attachments, that the potential Proposer believes is ambiguous, unclear, unfair, contrary to law or likely to limit competition. Such submittals will be reviewed upon receipt and will be answered in writing. No such protests or requests will be considered if received after the deadline. No oral, telegraphic, telephone protests or requests will be accepted. SECTION 1 PROCUREMENT REQUIREMENTS Page 7 of 35

9 1.13 COST OF RFP AND ASSOCIATED RESPONSES This RFP does not commit the City of Albany to paying any costs incurred by any Proposer in the submission or presentation of a Proposal, or in making the necessary studies for the preparation thereof. Responses to this solicitation are purely voluntary. Proposers shall not include any such expenses as part of their Proposals CITY TO REQUEST CLARIFICATION, ADDITIONAL RESEARCH, AND REVISIONS a) The City of Albany reserves the right to obtain clarification of any point in a Proposal or to obtain additional information necessary to properly evaluate a particular Proposal. Failure of a Proposer to respond to such a request for additional information or clarification could result in a finding that the Proposer is nonresponsive and consequent rejection of the Proposal. b) The City of Albany may obtain information from any legal source for clarification of any Proposal or for information on any Proposer. The City of Albany need not inform the Proposer of any intent to perform additional research in this respect or of any information thereby received. c) The City of Albany may perform, at its sole option, investigations of the responsible Proposer. Information may include, but shall not necessarily be limited to credit history, recent financial statements, current litigation, bonding capacity and related history, and contacting references. All such documents, if requested by the City of Albany, become part of the public records and may be disclosed accordingly. d) The City reserves the right to investigate references including customers other than those listed in the Proposer s submission. Investigation may include past performance with respect to its successful performance of similar projects, conformance to Owner s budget, compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, and its lawful payment to employees and workers or other criteria as determined by the City. e) The City of Albany reserves the right to request revisions of proposals after the submission of proposals and before award. f) The City of Albany reserves the right to negotiate revisions to the final contract, as well as price, with the successful proposer. Revisions may include, but are not limited to, enhanced or reduced services that the City determines in its sole discretion is in its best interests. g) To the maximum extent allowed by law, the City may waive proposal/bid irregularities or strict compliance with any requirement herein if it concludes such action to be in its best interest REJECTION OF PROPOSALS The City of Albany reserves the right to reject any or all Proposals received as a result of this request. Proposals may be rejected for one or more of the following reasons, including but not limited to: a) Failure of the Proposer to adhere to one or more of the provisions established in this RFP. b) Failure of the Proposer to submit a Proposal in the format specified herein. c) Failure of the Proposer to submit a Proposal within the time requirements established herein. d) Failure of the Proposer to adhere to ethical and professional standards before, during, or following the Proposal process. The City of Albany may reject any Proposal not in compliance with all prescribed public procurement procedures and requirements, and may reject for good cause any or all Proposals upon a finding of the City of Albany that it is in the public interest to do so. SECTION 1 PROCUREMENT REQUIREMENTS Page 8 of 35

10 1.16 MODIFICATION OR WITHDRAWAL OF PROPOSAL BY PROPOSER a) A Proposal may not be modified, withdrawn, or canceled by the Proposer for 90 calendar days following the time and date designated for the receipt of Proposals. b) Proposals submitted early may be modified or withdrawn only by notice to the City of Albany Purchasing Coordinator, at the Proposal submittal location, prior to the time designated for receipt of Proposals. Such notice shall be in writing over the signature of the Proposer. All such communications shall be so worded as not to reveal the amount of the original Proposal or any other material contents of the original Proposal. c) Withdrawn Proposals may be resubmitted up to the time designated for the receipt of Proposals provided that they are then fully in conformance with these Instructions to Proposers. d) The City of Albany reserves the right to request revisions of proposals after the submission of proposals and before award for the purpose of obtaining best offers or best and final offers PROPOSAL OWNERSHIP a) All Proposals submitted become and remain the property of the City of Albany and, as such, are considered public information and subject to public disclosure within the context of the federal Freedom of Information Act and Oregon Revised Statutes (ORS) and ORS , public records exempt from disclosure. b) Unless certain pages or specific information are specifically marked proprietary and qualify as such within the context of the regulations stated in the preceding paragraph, the City of Albany shall make available to any person requesting information through the City of Albany's processes for disclosure of public records, any and all information submitted as a result of this solicitation without obtaining permission from any Proposer to do so after the Notice of Intent to award has been released DURATION OF PROPOSAL Proposal prices, terms and conditions shall be firm for a period of at least 90 days from the deadline for receipt of submittal. The successful proposal shall not be subject to future price escalation or changes of terms if accepted during the 90 day period. Price decreases or changes in terms by others after the acceptance of a proposal will not be considered AFFIRMATIVE ACTION By submitting a proposal, the Proposer agrees to comply with the Fair Labor Standards Act (FLSA); Title VI of the Civil Rights Act of 1964; Executive Order 11246, (as amended); Fair Employment Practices; Equal Employment Opportunity Act; Section 503 of the Rehabilitation Act of 1973, as amended; Vietnam Era Veterans Readjustment Assistance Act of 1974; Americans with Disabilities Act; Age Discrimination in Employment Act of 1967 (ADEA); and Oregon Revised Statutes (ORS) DISADVANTAGED, MINORITY, WOMEN, & EMERGING SMALL BUSINESSES (DMWESB) Albany encourages the participation of Target Businesses. These businesses are defined as Disadvantaged, Minority-Owned, Women-Owned, and Emerging Small Businesses (DMWESB) certified by the State of Oregon (OMWESB), and businesses certified as Small Disadvantaged Businesses by the Small Business Administration. Proposers may not discriminate in the award of a subcontract because the subcontractor is a minority, women or emerging small business enterprise (MWESB) certified under ORS By submitting a proposal, the Proposer specifically certifies, under penalty of perjury, that the Proposer has not discriminated against minority, women or emerging small business enterprises in obtaining any required subcontracts, if applicable. SECTION 1 PROCUREMENT REQUIREMENTS Page 9 of 35

11 1.21 COMPLIANCE WITH STATE OF OREGON LAWS By submitting a response to this solicitation, Proposer agrees that any terms and conditions stated within any Agreement awarded as a result of this solicitation shall include the following laws of the State of Oregon, and are hereby incorporated by reference into the Agreement: ORS 279B.220, 279B.225, 279B.230, and 279B NOTIFICATION OF INTENT TO AWARD All Proposers to this RFP will be notified of the Selection Review Committee s recommendation and the City s intent to award an agreement not less than seven (7) days prior to award of agreement. The notice of intent to award an agreement will be directed to the person who has signed the Proposal on behalf of the Proposer PROTEST OF NOTICE OF INTENT TO AWARD A Proposer may protest the award of a contract or the intent to award such a contract, whichever occurs first, if the following conditions are satisfied: (1) The Proposer must be adversely affected because the Proposer would be eligible to be awarded the contract in the event the protest is successful; (2) The reason for the protest is that all the lower bids or higher ranked Bids are nonresponsive; (3) The City has failed to conduct the evaluation of Bids in accordance with the criteria or processes described in the Solicitation Document; (4) The City has abused its discretion in rejecting the protestor's bid as nonresponsive; (5) The City's evaluation of the Proposals or the subsequent determination of award is otherwise in violation of ORS 279A or 279B. The Proposer must deliver the written protest to the Purchasing Coordinator within seven (7) days after issuance of the notice of intent to award the contract or if no notice of intent to award is issued, within forty-eight hours after award. A Proposer's written protest shall specify the grounds for protest to be considered by the City pursuant to ORS 279B.410 (2). A Proposer's written protest shall specify the grounds for protest. The City shall not consider a Proposer's contract award protest submitted after the above timeline OBLIGATION TO AWARD The City s obligation to award this RFP is contingent upon appropriation or approval of funds AGREEMENT The Successful Proposer will be required to sign an Agreement to deliver to the City at the cost proposed providing the scope of services and conditions set forth herein. It is the City s intent to award an Agreement in substantially the form of the Agreement attached to this Proposal document. Proposers may submit an alternative Agreement for City s review. The City, at its sole determination, may approve the Proposer s offered Agreement as is, require modifications, or reject the Proposer s Agreement and require that the City s Agreement be executed for the purpose of this RFP NOTICE TO PROCEED Work under the Agreement may not begin until the Notice to Proceed has been issued. The City will issue the Notice to Proceed after execution of the Contract. The Notice to Proceed will state the date work under the Agreement shall begin. SECTION 1 PROCUREMENT REQUIREMENTS Page 10 of 35

12 1.27 RECIPRICAL PREFERENCE LAW Oregon s reciprocal preference law, ORS 279A.125, requires public contracting agencies, in determining the lowest responsible Proposer, to add a percent increase to each out-of-state Proposer s bid price which is equal to the percent of preference given to local Proposers in the Proposer s home state. The list prepared and maintained by the Oregon Department of Administrative Services pursuant to ORS 279A.120(4) will be used to determine whether the nonresident Bidder's state gives preference to in-state Bidders and the amount of such preference. For details, check Oregon s Reciprocal Preference Law website at: SECTION 1 PROCUREMENT REQUIREMENTS Page 11 of 35

13 SECTION 2 GENERAL PROVISIONS 2.1 DEFINITIONS (as used in these contract documents, except where the context otherwise clearly requires) CITY means the City of Albany, Oregon. CITY S REPRESENTATIVE or DESIGNEE, or CONTRACT ADMINISTRATOR means the person or persons designated by the Department Director to administer this contract and monitor compliance hereunder. CONTRACT DOCUMENTS means all written documents existing at the time of execution of this Contract and setting forth the obligations of the parties, including the, Personal Services Agreement, Scope of Services, Non-Collusion and Conflict of Interest Certification, Certification Statement for Corporation or Independent Contractor, Proposer Representations and Certification Regarding Debarment, Suspension and Other Responsibility Matters, Certification of Insurance Requirements, References, Cost Proposal, Proposal Response, and other attachments, exhibits, or addenda applicable to the final Contract Documents. In addition, written amendments to the Contract Documents executed by the parties from time to time, and any documents expressly incorporated by reference elsewhere in the Contract Documents enumerated above. CONTRACTOR, CONSULTANT, PROPOSER, RESPONDENT means the person or firm that has undertaken to perform the work subject of this contract and by whom or on whose behalf the contract was signed. DELIVERABLE means the acceptable product or service as identified in the statement of work; received as requested at the right: time, place, quality, quantity, and price. A deliverable must be measureable to determine that all conditions and acceptable performance are met. OAR means Oregon Administrative Rules. ORS means Oregon Revised Statutes. RESPONSIBLE PROPOSER means a Person that has submitted an Offer and meets the standards set forth in OAR and that has not been debarred or disqualified by the Contracting Agency under OAR When used alone, Responsible means meeting the aforementioned standards and is also defined in ORS 279B.110. RESPONSIVE PROPOSAL means an Offer or Proposal that substantially complies in all material respects with all prescribed procurement procedures and applicable solicitation requirements. When used alone, Responsive means having the characteristic of substantially complying in all material respects with applicable solicitation requirements. SPECIFICATIONS means the directions, requirements, explanations, terms and provisions pertaining to the various features of the work, the manner and method of proposing for the work, the manner and method of performance of the work, and the manner and method of payment all as they appear in the contract documents. STATEMENT OF TIME means a period of time, unless stated as a number of City business days, shall include Saturdays, Sundays, and holidays. The word day as used in this RFP document, and any resulting contract awarded as a result of this process, shall constitute a calendar day of 24 hours measured from midnight to the next midnight. SECTION 2 GENERAL PROVISIONS Page 12 of 35

14 SUBSTANTIAL COMPLETION means a stage in the progress of the Work when the Work or designated portion thereof is sufficiently complete in accordance with the Contract Documents so that the Owner can occupy or use the Work or a portion thereof for its intended use. WORK means all tasks specified or necessarily implied in these Contract Documents to perform and complete their intended result. The term encompasses all labor, materials, supplies, tools, equipment, fuel, administrative and support services, overhead, and other direct and indirect expenses necessary to achieve the result intended by the Contract Documents. 2.2 CITY REPRESENTATIVE OR CONTRACT ADMINISTRATOR The City s Representative or designee shall have full authority to act on behalf of the City with respect to administration of the provisions of this Contract, including the authority to stop the work whenever such stoppage may be necessary to ensure the proper execution of the Contract. The Representative or designee shall also have authority to reject all work that does not conform to the Contract Documents. The Representative for the purpose of administering this Contract will be: David Shaw, SHRM-SCP, IPMA-CP Human Resources Director Phone: (541) ; Fax: (541) The City s Representative shall observe, monitor, and inspect the work to the extent required to determine the provisions of the Contract Documents are being properly fulfilled. The inspection of the work completed shall not relieve the Contractor of his/her obligation to perform acceptable work in conformance with these Contract Documents. 2.3 NOTICES, INVOICES, AND PAYMENTS All notices, invoices, and payments shall be made in writing and may be given by personal delivery, , or by mail. Notices, bills, and payments sent should be addressed as follows: CITY OF ALBANY: 333 Broadalbin Street SW P.O. Box 490 Albany, Oregon accountspayable@cityofalbany.net And when so addressed, shall be deemed given upon deposit in the United States mail, postage prepaid. In all other instances, notices, bills, and payments shall be deemed given at the time of actual delivery. SECTION 2 GENERAL PROVISIONS Page 13 of 35

15 SECTION 3 SCOPE OF WORK 3.1 PROJECT BACKGROUND The City of Albany is seeking proposals from experienced professional classification and compensation firms for a comprehensive study of the City s AFSCME-represented, non-bargaining and executive classification and compensation plans and concurrently conduct an equal pay analysis that complies with House Bill 2005 and its implementing administrative rules for all City classifications. Current job descriptions can be found on the City s website at: SCOPE OF WORK The Consultant will review the current job descriptions and compensation structures to determine the need for modifications to assure external competiveness and internal equity. Proposers are expected to meet the following objectives within their submittals. Review current job descriptions to analyze knowledge, ability, education, experience, relevance, and hierarchical consistency. Develop, distribute, and analyze job specific questionnaires, as needed, and conduct in-person interviews of select staff, if necessary to complete analysis. Propose, where appropriate, broad-banding of classifications, or combining classifications into a series, if beneficial to achieve alignment of similar positions. Recommend additions, deletions, or modifications to existing classifications. Make recommendations to FLSA exempt or non-exempt status of positions. In conjunction with City staff, identify benchmark classifications, representative of occupational groups, families, or professions, to be used for market survey and analysis. In conjunction with City staff, identify external comparator jurisdictions to survey for both wages and total compensation. Survey comparator jurisdictions for both wages and total compensation. Analyze results and develop appropriate pay structures for City taking into account compression and internal equity. Conduct equal pay analyses of recommended pay structures that comply with House Bill (HB) 2005 and its implementing administrative rules. (NOTE: At time of issue of this RFP, the Oregon Bureau of Labor and Industries (BOLI) has not released administrative rules for HB Proposers should provide a well thought out methodology for an equal pay study; and commit to making necessary modifications to that methodology to comply with BOLI s administrative rules, when promulgated.) Train City HR staff on methodology used to assess job classifications in order to maintain internal equity when adding, deleting, or modifying jobs in the future. Train City HR staff on methodology used to conduct equal pay analysis. Provide written documentation of assessment methodology and equal pay analysis and tools necessary to support City staff for on-going maintenance and administration of the classification and compensation structures and future equal pay analyses. Provide periodic status reports to City as requested, but no less frequently than monthly. Provide eighteen (18) copies of the final detailed, comprehensive report with executive summary and presentation materials for distribution to executive staff, City Council, and union representatives as directed by the Human Resources Director. Provide an electronic copy of report on a USB-drive. SECTION 3 SCOPE OF WORK Page 14 of 35

16 3.3 INDEPENDENT CONTRACTOR (ORS ) The Contractor shall provide all labor, equipment, material, and supervision necessary to perform the scope of services described in this RFP. The parties intend that Contractor, in performing the services specified in this contract, shall act as an independent contractor and shall have the control of the work and the manner in which it is performed. Contractor is not considered an agent or employee of the City of Albany, and is not entitled to participate in any pension plan, insurance, bonus, or similar benefits the City of Albany provide its employees. 3.4 DELIVERY SCHEDULE The City expects the Proposer selected for award of contract to start work as soon as a contract is signed. Please refer to Attachment A for the City s standard form of contract. The City anticipates all work will be completed by May 1, 2018 in order to support collective bargaining with AFSCME bargaining units which will commence around April The City may select a phased approach to assure meeting the priority of the service needs listed in Section 3 - Scope of Work. The City reserves the right to add or delete services based on the availability of project funding. 3.5 PROPOSER REQUIREMENTS Proposers should demonstrate they have the experience, skills, and understanding to conduct classification and compensation and equal pay studies of the magnitude described herein. Each Proposer shall provide the following in addition to describing their qualifications and commitment to providing the required scope of services: 1) A clear understanding of the work to be performed, demonstrated by the comprehensiveness and appropriateness of the Proposal; and 2) Specific qualifications of the Proposer and specific prior work experience within a governmental environment. Failure to complete any question or request for information, in whole or in part, or any deliberate attempt by the Proposer to mislead the City, may disqualify the Proposer. 3.6 PROJECT SCHEDULE AND PLAN TIMELINE The specific dates for events and the deliverable timelines will be determined after Proposer selection and will be outlined in the Statement of Work. A detailed Project Schedule and an explanation of how the Proposer will meet the project requirements and desired timeline should be determined at the first Work Plan Meeting. The selected Proposer will coordinate with the City to implement the Project Schedule. Any specific duties the City will perform for the Project shall be identified by the Proposer. Proposals should reflect a coordinated approach and should specify the type and level of support anticipated from City staff. At all times, the City will do its utmost to provide timely responses regarding all project issues and questions that might arise. SECTION 3 SCOPE OF WORK Page 15 of 35

17 SECTION 4 PROPOSAL SUBMITTAL REQUIREMENTS 4.1 SUBMITTAL PROCESS Each Proposer shall provide four (4) total copies of their proposal with one copy marked Original. In addition to the hard copy (printed paper) version of Proposal, Proposer shall provide an electronic version of the Proposal on a USB drive in non-editable, Adobe format. The outside of the envelope should reference Professional Services for RFP. Sealed proposals must be received by the City of Albany, at the Parks & Recreation Counter, not later than the listed due date and time in Section 1.3. A corporate officer who has been authorized to make such a commitment must sign the proposals. Each proposal must include, at a minimum, the items listed in Section 3, Scope of Work. The proposal must also contain the mandatory submittal content requirements requested below. Proposals not including this information may be considered nonresponsive and will not be evaluated. A completeness check will be conducted for each proposal. 4.2 PROPOSAL FORMAT Proposals should be printed double-sided and prepared in a simple, economical manner, without stiff binders or covers, fastened in the top left-hand corner, with the sections tabbed to match those in the RFP, and with all pages numbered within each section. The proposal should be prepared succinctly, providing a straight forward, concise description of the Proposer s ability to meet the requirements of the RFP. There should be no unnecessary attachments or exhibits. City reserves the right to reject Proposals that are deemed illegible or too difficult to read. 4.3 PROPOSER REPRESENTATIONS The Proposer further agrees to examine the scope of services and conditions thoroughly; provide for appropriate insurance, deposits, and bonds, if required; comply fully with the scope of services for the agreed contract; and ensure any and all registration and certification requirements are met as set forth and required in the Oregon Revised Statutes and this RFP. 4.4 JOINT PROPOSALS If Proposer is a partnership or joint venture, information must be provided for each partner or joint ventures, and each partner or joint ventures must sign the Proposal and any contracts on behalf of both itself and the Proposer, and each will be jointly and severally liable. In the case of a legal partnership or joint venture, a written Memorandum of Understanding between the parties must be submitted with the Proposal setting forth the business and service delivery agreements between the parties. 4.5 KEY PERSONNEL The Proposer shall acknowledge and agree that if selected, the Proposer is entering into this contract because of the special qualifications of the Proposer s key personnel. In particular, through this contract, the City, is engaging the expertise, experience, judgment, and personal attention of key personnel. The Proposer shall not reassign or transfer the key personnel to other duties or positions without notifying the City. In the event that a replacement of key personnel is necessary, the replacement must be acceptable to the City Contract Administrator. Proposer will provide City with key personnel who have experience with the Proposer s company and services. SECTION 4 PROPOSAL SUBMITTAL REQUIREMENTS Page 16 of 35

18 4.6 MANDATORY PROPOSAL SUBMITTAL CONTENT Each Proposal will be scored separately and shall include the following: 1. Transmittal Letter a. Summarize the key points of the proposal and provide an expression of interest in the project. b. Provide a statement affirming the Proposer s ability and willingness to focus on Albany s recruitments. c. Indicate a willingness to enter into a contract with the City based on the terms and conditions contained in the Sample Agreement, Attachment A, and to meet the requirements of this RFP. Any exceptions to the agreement must be provided within this Letter. d. Include the name(s) of the person(s) authorized to represent the Proposer in any negotiations and the name and title of the person(s) legally authorized to sign any contract that may result. The letter shall be signed by an authorized representative of the firm. Include , telephone, and fax numbers. e. If Proposer is exempt from providing Workers Compensation, Proposer should include the information within the Transmittal Letter. 2. Project Approach and Understanding a. Describe the Proposer s proposed approach to a successful classification/compensation and equal pay studies, including a description of project requirements and the methodology to be followed. b. Discuss how your firm will facilitate and analyze input from staff. c. Provide recommendations of suggested deviations from the Scope of Work listed in Section Qualifications and Experience Proposer shall provide the following: a. A brief profile of the Proposer s background and qualifications in conducting classification/compensation and equal pay studies for local governments, including information on such studies conducted within the past three years, and the number of years your firm has been providing classification and compensation services. b. Background and qualifications of all personnel, including key personnel, who will be assigned to Albany s project, as well as their work history, pertinent professional qualifications and certifications, and availability for this Project. Include successful classification/compensation studies of key personnel, if different than the firm. c. Sample work products such as employee questionnaires, sample pay structures, final reports, etc. d. A list and description of any lawsuits filed against the firm during the preceding three calendar years. e. Total number of years the firm has been in business, the general scope of services the firm provides, the current number of employees, and current principal areas of expertise. f. A narrative description of the firm s organization and its relationship to any larger business entity. Include an organizational chart depicting the information provided. g. A description of similar work performed involving the items called out in the Scope of Work and/or referenced in the RFP. SECTION 4 PROPOSAL SUBMITTAL REQUIREMENTS Page 17 of 35

19 h. A summary of the firm s management and organizational capabilities, particularly regarding organizational resources to deliver complex projects on short notice and/or a hard deadline. 4. Project Schedule and Proposer Availability a. Provide a schedule to accomplish the Work Plan tasks including methods to be used and target dates for completion of each step. b. Include any required involvement of City Staff necessary to perform the services required in this Request for Proposal. c. Provide Proposer s key personnel s availability during the duration of the project. 5. Cost Proposal Proposer shall include the following within their Cost Proposal. Attach a cost breakdown on Exhibit A - Cost Proposal. a. Separate total costs for the performance of classification/compensation study and equal pay study, and anticipated costs for reimbursable items, broken out by steps in the process, if applicable. b. List personnel costs by hourly rate and estimated hours required of all personnel assigned to the Project. c. All travel or other related expenses must be pre-approved in writing by the City and are a pass through without markup. Copies of all receipts must accompany invoice for all preapproved reimbursable expenses. 6. References Proposer shall provide a list of references on Exhibit B. This list should include the names and contact information of three clients for whom the Proposer performed classification/compensation and/or equal pay studies within the past three years. 4.7 ADDITIONAL ATTACHMENTS (REQUIRED) a) Non-Collusion and Conflict of Interest Certification (Exhibit C) b) Certification Statement for Corporation or Independent Contractor (Exhibit D) c) Proposer Representations and Certification Regarding Debarment, Suspension and Other Responsibility Matters (Exhibit E). d) Certification of Insurance Requirements (Exhibit F). e) Addenda - All addenda of this RFP should be submitted as part of the Proposal Response. Receipt of each addendum shall be acknowledged by the Proposer by signing in the appropriate designated location. Each Proposer should ascertain, prior to submitting a Proposal, that the Proposer has received all addenda issued by the City of Albany. Addenda are posted on the City of Albany s website. SECTION 4 PROPOSAL SUBMITTAL REQUIREMENTS Page 18 of 35