HomeMy WebLinkAbout2020-02-21 - Request for Proposals - Non Represented Employees Classification SystemCity of Tukwila
Request for Proposal
Market Based Classification & Compensation System
Due Friday, February 21, 2020, at 5:00 p.m. (PST)
The City of Tukwila (“City”) invites you to respond to a Request for Proposal (“RFP”) to design a
comprehensive market‐based classification and compensation system for non‐represented positions.
The purpose of this RFP is to solicit proposals from consultants experienced in designing compensation
systems and conducting market surveys and classification analysis. This proposal request may potentially
include conducting a market compensation survey for Administrative/Technical union represented
positions.
Please review the full RFP following this notice for details.
Responses are due no later than Friday, February 21, at 5:00 p.m. Pacific Standard Time. Respondents
must submit one electronic copy (either flash drive or email), and three (3) paper copies, limited to no
more than thirty (30) pages front and back, of their proposal to:
City of Tukwila
Attn: Juan Padilla, Human Resources Director
6200 Southcenter Blvd.
Tukwila, WA 98188
Juan.padilla@tukwilawa.gov
Proposals must be received at the address above on or before the deadline. Responses received after
such time will be disqualified. The City will not be liable for delays in delivery of proposals due to
handling by the US Postal Service or any other type of delivery services. Please reference the RFP title on
all communications and mailing labels. “Market Based Classification & Compensation System.”
Questions regarding the proposal will be accepted by email ONLY to Juan Padilla, Human Resources
Director at juan.padilla@tukwilawa.gov. Questions received after February 14, 2020 may not be
answered.
Published Seattle Times – January 30, 2020
Published Daily Journal of Commerce – January 30, 2020
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City of Tukwila
Request for Proposal
Market Based Classification & Compensation System
PURPOSE
The City of Tukwila is soliciting proposals for interested, qualified, and experienced consultants to design
a comprehensive market‐based classification and compensation system for non‐represented positions.
The purpose of this system is to ensure that the compensation for non‐represented positions is
competitive with the marketplace, consistently and easily administered, conforms to Council‐adopted
policy, accounts for internal parity, gender pay equity, and is fiscally sound.
The City is also interested in receiving a proposal for potential consideration of conducting a market
compensation study for thirty‐eight (38) represented positions within the Teamster’s
Administrative/Technical bargaining unit consisting of sixty‐nine (69) employees.
BACKGROUND
The City of Tukwila is a dynamic suburb of Seattle, Washington and is a full‐service city that provides
Community Development, Fire, Municipal Court, Police, Parks & Recreation, and Public Works services.
Tukwila has a resident population of 20,930, and a vibrant business district, including the largest retail
mall in the Pacific Northwest, where more than 47,000 work in the City every day and more than
150,000 go in and out of the city daily. The City has a total of 330 FTEs, 90 temporary extra labor
employees, and nine labor unions. There are thirty‐eight (38) non‐represented job classifications with
forty (40) employees in those classifications (see Attachment A). Non‐Represented positions range from
technical and administrative support up to the City Administrator.
The City has utilized the Decision Band Method® for job classification and compensation for non‐
represented positions for more than twenty (20) years and due to challenges with keeping the system in
synch with the marketplace and a noted inability to benchmark numerous positions, the City desires to
conduct a comprehensive review of the non‐represented positions and move to a market‐based
classification and compensation system.
SCOPE OF WORK
The non‐represented project shall include, but is not limited to the following activities:
1.Develop a comprehensive market‐based compensation plan that aligns with Council‐adopted
policy for non‐represented positions based on an objective analysis and evaluation of job
content. Ensure that the proposed compensation plan will be competitive with the market and
will attract and retain qualified employees.
Page 2 of 9 City of Tukwila
2. Perform job audits of all non‐represented positions and draft up‐to‐date, accurate class
specifications to uniformly reflect distinguishing characteristics, essential job functions,
minimum qualifications, working conditions, license requirements, regulatory requirements,
desired qualifications, etc., and recommend, if appropriate, classification series and levels within
the series (i.e., I/II/III, Senior/Lead).
3. Conduct a thorough market compensation survey for the non‐represented positions and
recommend appropriate salary ranges based on the market survey results, internal
relationships, compression, and pay equity. (As a guide, market comparison parameters for non‐
represented positions are defined in City of Tukwila Resolution #1951. See Attachment B,
Section 1.B.1.).
4. Calculate the cost of implementing the market survey and provide analysis and comparison of
the fiscal impact of proposed changes to the current classification system.
5. Allocate all non‐represented employees included within the scope of the study to the
appropriate classification and pay rate.
6. Conduct multiple communication sessions to explain the process and progress of the project to
the Admin Team, managers, supervisors, and employees to include providing written reports on
the methodology and goals of the study and potential outcomes.
7. Create and manage an appeals process, provide written response to appeals and meet with non‐
represented staff to summarize and explain decisions and the results.
8. Present the findings, recommendations, and anticipated costs of implementation to the Mayor,
City Administrator, Admin Team, and City Council.
9. Provide specific job audit/evaluation tools and guidance for use in maintaining the pay equity,
internal parity, and external competitiveness of the market‐based classification and
compensation system.
10. Evaluate and determine FLSA status for each non‐represented position based on current Federal
and State regulations. Provide written documentation of these recommendations.
11. Prepare a comprehensive written report to include the following:
a. Analysis of results of the data from the external market survey to include information
showing the salary relationship to other like organizations and identifying impacts and
possible issues regarding internal equity.
b. Discussion of methods, techniques and data used to develop the market‐based
classification and compensation system.
c. Recommendations and supporting data for making alternate wage comparison
calculations, such as using weighted average salaries.
d. Recommendations regarding other pay practices consistent with market findings.
e. Recommendations on best practices in choosing criteria to determine comparable
markets in the public sector.
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f. Recommendations for appropriate market compensation implementation measures
that the City will need to take to include guidance on how to address positions identified
above or below market value.
g. Recommend percentage of market match to guide parameters of how to assess
competitiveness and address positions identified above or below market value.
h. Analysis and recommendation regarding merit/performance/bonus incentive pays in the
public sector and how these programs work to attract, reward, and retain employees.
QUALIFICATIONS
The successful consultant must demonstrate that it possesses experience to successfully complete the
project, capability to competently produce the required elements of the project, and the ability to work
in a responsive and cooperative manner with the City staff and City Council.
PROPOSAL SUBMISSION INSTRUCTIONS & TIME SCHEDULE
All applicants shall submit a proposal package, limited to no more than thirty (30) pages, front and back,
that includes the following information in the order indicated:
1. A transmittal letter providing a summary of the overall approach to the scope of work and a
description of the consultant’s qualifications, experience and capabilities pertaining to their
experience with classifications/compensation studies and any relevant experience that would
pertain to such involvement in the public sector.
2. A detailed fee schedule separately itemizing the cost of the non‐represented
classification/compensation system project and a potential market survey of the Teamster’s
Administrative/Technical positions. Include hourly rates, overhead costs, number of hours to be
provided, etc.
3. A listing of all consulting staff to be assigned to this project including biographies and experience
of the team proposed to handle our project.
4. A consultant lead contact name, email address, and telephone number.
5. A reference list including names and contact information (email addresses and telephone
numbers) from three (3) client cities of similar size and nature for which the consultant has
provided similar services within the last 36 months. The City of Tukwila reserves the right to
contact references without prior notification.
6. A statement indicating the number of calendar days the proposal shall be valid. The City’s
minimum number of days is 60.
7. A brief statement on anything else would you like us to know about your firm and the services
you provide.
Page 4 of 9 City of Tukwila
Proposal Due Date/Time:
Responses are due no later than Friday, February 21, 2020, at 5:00 p.m. Pacific Standard Time (PST).
Respondents must submit their proposal via one (1) electronic copy (either flash drive or email
attachment), and three (3) paper copies via U.S. mail to:
City of Tukwila
Attn: Juan Padilla, Human Resources Director
6200 Southcenter Blvd.
Tukwila, WA 98188
Juan.padilla@tukwilawa.gov
Proposals must be received at the address above on or before the deadline. Responses received after
such time will be disqualified.
Proposals should be prepared simply and economically. For paper copies, special bindings, colored
displays, promotional materials, etc., are not desired. Emphasis should be on completeness and clarity
of content. Use of both sides of paper sheets for any submittals to the City is desirable whenever
practicable.
The tentative City of Tukwila schedule for the Request for Proposal is as follows:
January 30, 2020 – Proposal advertised in Seattle Times and Daily Journal of Commerce
February 21, 2020, 5:00 p.m. PST – Proposal deadline
February 24, 2020 – Staff begin review of proposals
March 4‐6, 2020 – Interview top candidates
March 23, 2020 to April 20, 2020 – City Council Review
April 21, 2020 ‐ Notify Firm Chosen
All costs for developing proposals in response to this RFP are the obligation of the consultant and are
not chargeable to the City. All proposals and accompanying documentation will become property of the
City and will not be returned. Proposals may be withdrawn at any time prior to the published close date,
provided notification is received in writing to the above listed City agent. Proposals cannot be
withdrawn after the published close date.
QUESTIONS/INQUIRIES:
If you have questions concerning the RFP or our selection process, your questions should be submitted
to Juan Padilla, Human Resources Director via email to juan.padilla@tukwilawa.gov. No questions will
be accepted verbally or in written format other than email. Questions received after February 14, 2020
may not be answered.
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SELECTION & AWARD
The City shall evaluate the proposal based on the firm’s qualifications, experience, capabilities, and plan
of work for this project. The City reserves the right to conduct interviews with selected respondents as
necessary to complete its evaluation. Upon selection of a Consultant, the City intends to enter into an
agreement using its standard, Consulting Services Agreement which shall be used to secure these
services. The consultant shall be required to present proof of insurance and indemnify the City of
Tukwila.
The City reserves the right to reject any proposal, which is in any way incomplete or irregular. In making
a decision to award a contract, the City may consider any and all factors and information which the City
feels has bearing on the decision. The final decision is the sole decision of the City of Tukwila and the
respondents to this request have no appeal rights or procedures guaranteed to them. This RFP does not
constitute any binding agreement upon the City. All proposals must be signed by an official agent or
representative of the company submitting the proposal.
If the organization submitting a proposal must outsource or contract any work to meet the
requirements contained herein, this must be clearly stated in the proposal. Additionally, all costs
included in proposals must be itemized to include an hourly rate and any outsourced or contracted
work. Any proposals which call for outsourcing or contracting work must include a name and
description of the organizations being contracted.
The City of Tukwila does not discriminate on the basis of race, creed, color, national origin, sex, age,
marital status, disability, sexual orientation/gender identity, veteran status, or military status.
PUBLIC DISCLOSURE NOTICE
All materials provide by the Consultant are subject to State of Washington public disclosure laws.
Marking the entire proposal as proprietary or confidential, and therefore, exempt form disclosure will
not be accepted or honored, and may result in disclosure of the entire proposal or disqualification of the
proposal solely at the discretion of the City. Documents identified as confidential or proprietary will not
be treated as such if: public disclosure laws take precedence, the information is publicly available, the
information is in possession of the City, the information is obtained from third parties, without
restrictions on disclosure, or the information was independently developed without reference to the
confidential information.
Page 6 of 9 City of Tukwila
ATTACHMENT A
NON‐REPRESENTED JOB CLASSIFICATION TITLES
Classification Title Job Title Range
Office Technician Human Resources Technician B21
Office Specialist Assistant to the Chief B22
Administrative Assistant Deputy City Clerk
Assistant to the Director
B23
Executive Coordinator Executive Coordinator C41
Program Coordinator Information Technology Systems Administrator C41
Management Coordinator C42
Management Analyst Council Analyst
Human Resources Analyst
Parks & Recreation Analyst
Public Works Analyst
Public Safety Analyst
C42
Program Administrator IT Systems Engineer C43
Project Manager Business Relations Manager
Community Engagement Manager
C51
Program Manager Building Official
Communications/Government Relations Manager
Senior Manager Police Support Operations
Technology Integration Manager
Records Governance Manager/City Clerk
D61
Administrative Manager Development Manager
Maintenance Operations Manager
D62
Assistant Director Deputy Community Development Director
Deputy Finance Director
Municipal Court Administrator
D63
Department Manager Assistant Fire Chief
Deputy Public Works Director/City Engineer
D72
Department Administrator Economic Development & Strategic Planning Manager E81
Deputy Police Chief Deputy Police Chief E82
Department Head Human Resources Director
DCD Director
Finance Director
Technology Services Director
Parks & Recreation Director
E83
Department Director Fire Chief
Police Chief
Public Works Director
Deputy City Administrator
E91
City Administrator City Administrator F102
Title Table Revised: 12/23/2019
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ATTACHMENT B
RESOLUTION #1951
City of Tukwila
Washington
Resolution No.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, ESTABLISHING A
COMPENSATION POLICY FOR CITY OF TUKWILA EMPLOYEES AND REPEALING RESOLUTION NO. 1796.
WHEREAS, the City believes that the purpose of a compensation program is to facilitate recruiting,
retention, development and productivity of employees; and
WHEREAS, the City desires to utilize standardized policies, procedures and processes, wherever possible,
for compensating all employee groups, both represented and non‐represented; and
WHEREAS, the City recognizes that current economic conditions and forecasts, long‐range City budget
forecasts, and position rates for comparable jurisdictions, as well as internal equity considerations,
should assist in guiding the compensation of employees; and
WHEREAS, the City has made a determination to, when economic conditions allow, review and adjust
non‐represented employee salaries via a market analysis to that of the average of comparable
jurisdictions in even‐numbered years, and to provide a cost‐of‐living (COLA) allowance in odd‐numbered
years; and
WHEREAS, the City has made a determination to, when economic conditions and negotiations allow,
provide represented employees with salaries that reflect the average of comparable jurisdictions; and
WHEREAS, the City has made a determination to, when economic conditions allow, provide benefits to
represented and non‐represented employees that are slightly above the average of comparable
jurisdictions; and
WHEREAS, the City Council will participate in setting negotiation expectations and reviewing and
approving represented employee group contracts;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES
AS FOLLOWS:
Section 1. The following statements and processes are adopted for the purpose of guiding compensation
programs for employees of the City of Tukwila.
A. Information to be provided to the City Council.
1. For Represented Employees. A written presentation of current internal and
local external public agency salary and benefit trends, including a salary and benefits market
Page 8 of 9 City of Tukwila
survey of comparable jurisdictions, as defined herein, will be provided to the City Council.
This presentation must be made to the Council prior to the commencement of negotiations
with the bargaining units regarding salary and benefits. The City Council and Administration
will discuss represented employee group negotiation expectations, negotiating points,
salary and benefit change floors and/or ceilings prior to the beginning of, and at appropriate
points during, negotiation sessions.
2. For Non‐Represented Employees. A written presentation of current internal
and local external public agency salary and benefit trends, including a salary and benefits
market survey of comparable jurisdictions, as defined herein, will be provided to the City
Council by Administration every year by the end of the third quarter that a non‐represented
salary increase is due. Relevant Association of Washington Cities (AWC) data from the
previous year's Washington City and County Employee Salary and Benefit Survey, for the
comparable jurisdictions, will be used in the salary market survey.
B. Compensation Policy.
1. All Puget Sound jurisdictions with +75/‐50% of Tukwila's annual assessed
valuation, using the most current data from County Assessors, will be used to create the list of
comparable jurisdictions for evaluation of salary information. A second criteria to be used to
refine comparable jurisdictions is to only include cities with their own police department. It is
desirable to use the same comparable jurisdictions for both represented and non‐represented
employee groups.
2. For non‐represented employees, the City desires to pay the average salary for
the particular pay scale, as derived from the comparable jurisdiction data described in Section B.
1. If the City's pay scale for any classification does not re present the average of comparable salary
ranges (+/‐5%), written justification must be provided to the City Council. For represented
employees, the City desires to pay salaries that are competitive to the City's comparable
jurisdictions.
3. Positions that are 5% below the market and up to 10% above the market are
considered competitive with the market and will receive a market adjustment the year the survey
is to occur. Those positions more than 10% above the market will not receive an adjustment
during the year the market adjustment is to occur and will warrant further evaluation.
Documented justification of potential reclassification will be provided to the City Council for
review and approval. If the documented justification results in reclassification, any adjustments
will be made in alignment with City policy.
4. The cost‐of‐living adjustment (COLA) in odd‐numbered years for non‐
represented employees shall be based upon 90% of the Seattle‐Tacoma‐Bellevue Consumer Price
Index (CPI‐W) Average (June to June). It is desirable to calculate represented cost‐of‐living
adjustments the same way, unless a different method is authorized by the Council. Considerations
for cost‐of‐living adjustment for odd numbered years will be based upon internal equity with
represented groups to determine if an adjustment is warranted. Administration will provide a
written justification documenting that an adjustment is warranted for the City Council's review
and approval prior to implementation.
5. The goal of the City is to establish parity between represented and non‐
represented employees' benefits. The City desires to provide employee benefits that are
competitive to the comparable cities described herein. The City will endeavor to keep increases
to annual health care costs under market averages. If costs exceed market averages, adjustments
will be made to reduce benefit costs.
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6. The goal of the City is to mitigate or avoid salary compression issues where
possible. An example of salary compression is when there is onl y a small difference in pay between
employees regardless of their skills, level, seniority or experience. Administration will provide a
written justification documenting that an adjustment is warranted for the City Council's review
and approval prior to implementation.
7. The City Council shall review the compensation policy described herein on an
annual basis to assess efficacy and make adjustments if warranted, If the Administration
determines that a deviation from the above process (in its entirety or for individual positions) is
necessary, it will provide justification to the City Council for review and approval prior to the
adoption of any process change.
Section 2. Resolution No. 1796 is hereby repealed.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this 19th day of
November, 2018. ATTEST/AUTHENTICATED: