HomeMy WebLinkAboutR-1999-082 CONSULTING SERVICES AGREEMENT FOR OBTAINING CLASSIFICATION/RECLASSIFICATION SERVICES & STUDIES.RESOLUTION NO. R-99- 82
A RESOLUTION authorizing the City Manager of the City of Yakima to execute a
Consulting Services Agreement with Prism Works, LLC, for the
purpose of obtaining classification/reclassification services and
studies.
WHEREAS, the City of Yakima employs a work force of over 600 people: and
WHEREAS, in accordance with the Charter Civil Service Rules and Regulations
and the Yakima Municipal Code, the City requires that classification/reclassification
services and studies be performed and conducted for certain employment positions;
and
WHEREAS, the City does not have the staffing levels or specialized expertise
necessary to provide said classification/reclassification services and studies; and
WHEREAS, in early 1999, the City requested proposals from interested parties to
provide said classification/reclassification services and studies; and
WHEREAS, Prism Works, LLC, submitted a proposal to the City on March 24,
1999 and was selected as the successful proposer; and
WHEREAS, Prism Works, LLC, is willing to provide the required
classification/reclassification services and studies in accordance with the terms and
conditions of the attached agreement; and
WHEREAS, the City Council deems it to be in the best interest of the City of
Yakima to authorize execution of the attached agreement with Prism Works, LLC, for
the purpose of obtaining classification/reclassification services and studies, now,
therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager of the City of Yakima is hereby authorized and directed to
execute the attached and incorporated Consulting Services Agreement with Prism
Works, LLC, for the purpose of obtaining classification/reclassification services and
studies.
ADOPTED BY THE CITY COUNCIL this 15th day of June, 1999.
A'_H EST:
City Clerk
John Puccinelli Mayor
CONSULTING SERVICES AGREEMENT
THIS CONSULTING SERVICES AGREEMENT, hereinafter the "Agreement",
is made and entered by and between the City of Yakima, a Washington municipal
corporation, hereinafter the "City", and Prism Works, LLC, a Washington limited
liability corporation, hereinafter the "Consultant."
WHEREAS, in accordance with the Charter Civil Service Rules and Regulations
and the Yakima Municipal Code, the City requires that classification/reclassification
services and studies be performed and conducted for certain employment positions;
and
WHEREAS, in early 1999, the City requested proposals from interested parties to
provide said classification/reclassification services and studies (hereinafter "RFP"); and
WHEREAS, Consultant submitted a proposal to the City on March 24, 1999
(hereinafter the "Proposal") and was selected as the successful proposer; and
WHEREAS, Consultant is willing to provide the required
classification/reclassification services and studies in accordance with the terms and
conditions of this Agreement.
NOW, THEREFORE, in consideration of the mutual covenants, promises, and
conditions set forth herein, it is agreed by and between the City and Consultant as
follows:
1. Professional Services. Consultant shall provide the City with the
classification/reclassification services and studies described in the RFP and in the
Consultant's Proposal. A copy of the RFP and the Proposal are attached hereto as
Exhibits "A" and "B" respectively and incorporated herein by this reference.
2. Resolution of Conflicting Language. Any inconsistencies or conflicts between
the language of this Agreement, the RFP, and the Proposal shall be resolved in the
following order: the language of the Agreement shall prevail over the language of the
RFP and the Proposal; and the language of the RFP shall prevail over the language of
the Proposal.
3. Term. The term of this Agreement shall be for a period of three (3) years,
commencing upon full execution of this Agreement by the parties. The Agreement shall
terminate on midnight, , 2001, unless sooner terminated by either party
in accordance with Section 20 of this Agreement.
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4. Compensation.
a. Compensation for Services. As consideration for the professional services
performed pursuant to this Agreement, the City agrees to compensate the Consultant in
accordance with the fee schedule provided in Exhibit "B". The total fee to the
Consultant for all services provided under this Agreement during the term of the
Agreement shall not exceed Fifty -Four Thousand and Seventy -Five Dollars ($54,075.00).
b. Payment for Compensation. The Consultant shall provide the City with
an itemized invoice/billing no later than thirty (30) calendar days after services are
provided. The City shall make payment to the Consultant within thirty (30) calendar
days upon receipt of each invoice/billing. All payments are expressly conditioned
upon the Consultant providing professional services hereunder which are satisfactory
to the City.
c. Payment in the Event of Termination. In the event that either party
terminates this Agreement under Section 20, the Consultant shall be compensated in
accordance with the above terms for all satisfactory services provided to the City under
this Agreement up to the effective termination date.
d. Maintenance of Financial Records/Documents. When requested to do so
by City representatives, the Consultant shall make the cost records, accounts and
related financial documents pertaining to this Agreement available for inspection by
City representatives during the term of this Agreement and for a period of three (3)
years following the final payment to the Consultant by the City. In the event that any
audit or inspection identifies any discrepancy in such financial records, the Consultant
shall provide the City with appropriate clarification and/or financial adjustments
within thirty (30) calendar days of notification of the discrepancy.
5. Status of Consultant. Consultant and the City understand and expressly agree
that Consultant is an independent Consultant in the performance of each and every part
of this Agreement. Consultant and its employees shall make no claim of City
employment nor shall claim against the City any related employment benefits, social
security, and/or retirement.
6. Taxes and Assessments. Consultant shall be solely responsible for
compensating its employees and for paying all related taxes, deductions, and
assessments, including but not limited to, federal income tax, FICA, social security tax,
assessments for unemployment and industrial injury, and other deductions from
income which may be required by law or assessed against either party as a result of this
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Agreement. In the event the City is assessed a tax or assessment as a result of this
Agreement, Consultant shall pay the same before it becomes due.
7. Nondiscrimination. During the performance of this Agreement, Consultant
shall not discriminate on the basis of race, color, sex, religion, national origin, creed,
marital status, political affiliation, or the presence of any sensory, mental or physical
handicap in violation of any applicable federal, state and/or local law and/or
regulation. This provision shall include but not be limited to the following:
employment, upgrading, demotion, transfer, recruitment, advertising, layoff or
termination, rates of pay or other forms of compensation, selection for training, and the
provision of services under this Agreement.
8. The Americans with Disabilities Act. The Consultant shall comply with the
Americans with Disabilities Act of 1990, 42 U.S.C. § 12101 et seq. (ADA), and its
implementing regulations with regard to the activities and services provided pursuant
to this Agreement. The ADA provides comprehensive civil rights to individuals with
disabilities in the area of employment, public accommodations, public transportation,
state and local government services, and telecommunications.
9. Compliance with Law. Consultant agrees to perform all services under and
pursuant to this Agreement in full compliance with any and all applicable laws, rules,
and regulations adopted or promulgated by any governmental agency or regulatory
body, whether federal, state, local, or otherwise.
10. No Conflict of Interest. Contractor represents that it or its employees do not
have any interest and shall not hereafter acquire any interest, direct or indirect, which
would conflict in any manner or degree with the performance of this Agreement.
Contractor further covenants that it will not hire anyone or any entity having such a
conflict of interest during the performance of this Agreement.
11. No Insurance. It is understood that the City does not maintain liability
insurance on Consultant and/or its employees.
12. Hold Harmless and Indemnity.
a. Consultant agrees to protect, defend, indemnify, and hold harmless the
City, its elected officials, officers, employees and agents from any and all claims,
demands, losses, liens, liabilities, penalties, fines, lawsuits, and other proceedings and
all judgments, awards, costs and expenses (including reasonable attorneys' fees and
disbursements) caused by or occurring by reason of any negligent act, error and/or
omission of the Consultant, its officers, employees, agents, and/or subcontractors,
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arising out of or in connection with the performance or non-performance of the services,
duties, and obligations required of the Consultant under this Agreement.
b. In the event that the Consultant and the City are both negligent, the
Consultant's liability for indemnification of the City shall be limited to the contributory
negligence for any resulting suits, actions, claims, liability, damages, judgments, costs
and expenses (including reasonable attorney's fees and disbursements) that can be
apportioned to the Consultant, its officers, employees, agents, and/or subcontractors.
c. Nothing contained in this Section or this Agreement shall be construed to
create a liability or a right of indemnification in any third party.
13. Insurance provided by Consultant.
a. Commercial Liability Insurance. On or before the date this Agreement is
fully executed by the parties, the Consultant shall provide the City with a certificate of
insurance as proof of commercial liability insurance with a minimum liability limit of
One Million Dollars ($1,000,000.00) combined single limit bodily injury and property
damage. The certificate shall clearly state who the provider is, the amount of coverage,
the policy number, and when the policy and provisions provided are in effect (any
statement in the certificate to the effect of "this certificate is issued as a matter of
information only and confers no right upon the certificate holder" shall be deleted).
Said policy shall be in effect for the duration of this Agreement. The policy shall name
the City, its elected officials, officers, agents, and employees as additional insureds, and
shall contain a clause that the insurer will not cancel or change the insurance without
first giving the City thirty (30) calendar days prior written notice (any language in the
clause to the effect of "but failure to mail such notice shall impose no obligation or
liability of any kind upon the company" shall be crossed out and initialed by the
insurance agent). The insurance shall be with an insurance company or companies
rated A -VII or higher in Best's Guide and admitted in the State of Washington.
b. Commercial Automobile Liability Insurance. On or before the date this
Agreement is fully executed by the parties, the Consultant shall provide the City with a
certificate of insurance as proof of commercial automobile liability insurance with
minimum liability limit of One Million Dollars ($1,000,000.00) combined single limit
bodily injury and property damage. The certificate shall clearly state who the provider
is, the amount of coverage, the policy number, and when the policy and provisions
provided are in effect (any statement in the certificate to the effect of "this certificate is
issued as a matter of information only and confers no right upon the certificate holder"
shall be deleted). Said policy shall be in effect for the duration of this Agreement. The
policy shall name the City, its elected officials, officers, agents, and employees as
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additional insureds, and shall contain a clause that the insurer will not cancel or change
the insurance without first giving the City thirty (30) calendar days prior written notice
(any language in the clause to the effect of "but failure to mail such notice shall impose
no obligation or liability of any kind upon the company" shall be crossed out and
initialed by the insurance agent). The insurance shall be with an insurance company or
companies rated A -VII or higher in Best's Guide and admitted in the State of
Washington.
c. Insurance provided by Subcontractors. The Consultant shall ensure that
all subcontractors it utilizes for work/services required under this Agreement shall
comply with all of the above insurance requirements.
14. Delegation of Professional Services. The services provided for herein shall be
performed by Consultant, and no person other than regular associates or employees of
Consultant shall be engaged upon such work or services except upon written approval
of the City.
15. No Assignment. This Agreement, or any interest herein, or claim hereunder,
shall not be assigned or transferred in whole or in part by Consultant to any other
person or entity without the prior written consent of the City. In the event that such
prior written consent to an assignment is granted, then the assignee shall assume all
duties, obligations, and liabilities of Consultant stated herein.
16. Damages. If for any reason Consultant fails to provide the services specified in
this Agreement and the City is forced to secure such services from another person or
entity, Consultant shall be liable for any and all additional expenses to fulfill their
obligation to the City under this Agreement. This provision shall not serve as a
limitation upon other damages that may be available to the City pursuant to statutory
and/or common law.
17. Integration and Modification. This Agreement sets forth all of the terms,
conditions, and agreements of the parties relative to the subject matter hereof and
supersedes any and all such former agreements which are hereby declared terminated
and of no further force and effect upon the execution and delivery hereof. No changes
or additions to this Agreement shall be valid or binding upon either party unless such
change or addition be in writing and executed by both parties.
18. Severability. If any portion of this Agreement is changed per mutual agreement
or any portion is held invalid, the remainder of the Agreement shall remain in full force
and effect.
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19. Non -Waiver. The waiver of either the City or Consultant of the breach of any
provision of this Agreement by the other party shall not operate and/or be construed as
a waiver of any subsequent breach by either party or prevent either party thereafter
enforcing such provision.
20. Termination. Either party may terminate this Agreement, with or without
cause, by giving the other party sixty (60) calendar days prior written notice of
termination. In the event of termination, the City shall compensate Consultant for the
services rendered through the termination date.
21. Notices. Unless stated otherwise herein, all notices and demands shall be in
writing and sent or hand delivered to the parties to their addresses as follows:
TO CITY:
TO CONSULTANT:
Chief Examiner
Civil Service Commission
City of Yakima
129 North 2nd Street
Yakima, WA 98901
Kathryn Lerner, President
Prism Works, LLC
22109 NE 27th Place
Redmond, WA 98053
or to such other addresses as the parties may hereafter designate in writing. Notices
and/or demands shall be sent by registered or certified mail, postage prepaid, or hand
delivered. Such notices shall be deemed effective when mailed or hand delivered at the
addresses specified above.
22. Survival. Any provision of this Agreement which imposes an obligation after
termination or expiration of this Agreement shall survive the term or expiration of this
agreement and shall be binding on the parties to this Agreement.
23. Governing Law. This Agreement shall be governed by and construed in
accordance with the laws of the State of Washington.
24. Venue. The venue for any action to enforce or interpret this Agreement shall lie
in the Superior Court of Washington for Yakima County, Washington.
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CITY OF YAKIMA
By:
Dated:
Dick Zais, City Manager
June 17, 1999
City Clerk
Dated: June 17, 1999
City Contract No. 99-80
Resolution No. R-99-82
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PRISM WORKS, LLC
By:
Acikm *0.0
I!athryn Lerner, President
Dated:
Exhibit A
CITY OF YAKIMA
REQUEST FOR PROPOSAL FOR
CHARTER CIVIL SERVICE
CLASSIFICATION/RECLASSIFICATION SERVICES
1. PURPOSE
The City of Yakima Charter Civil Service requires classification and
reclassification services regarding various employment positions. This
document is intended to provide qualified firms with sufficient
information to allow preparation and submission of a written proposal to
the City of Yakima for consideration to provide these classification and
reclassification services. Interested firms are hereby requested to submit a
written proposal (Proposal") to the City of Yakima in accordance with the
requirements, terms and conditions of this Request for Proposals ("RFP").
2. MINIMUM QUALIFICATIONS FOR SELECTION
A firm submitting a successful Proposal should have substantial
experience performing classification/reclassification services of the type
described in this RFP.
3. COSTS
A firm submitting a Proposal in response to this RFP is solely responsible
for all costs and expenses associated with preparation and submission of
such Proposal.
4. RESPONSE DATE
In order to be considered for selection, a Proposal must be delivered to the
City of Yakima, Carol Bates, Chief Examiner, Charter Civil Service
Commission, 129 North 2nd Street, Yakima, WA 98901, on or before 5:00
p.m., Friday, March 26, 1999. All Proposals that are not
received/ delivered by said time shall be considered non-responsive and
shall be rejected by the City.
5. ORAL PRESENTATION
Any firm that submits a Proposal that is selected for final evaluation may
be requested to make an oral presentation regarding the Proposal to
appropriate City representatives. Such presentation will provide an
opportunity for the firm to clarify and answer questions concerning the
Proposal.
6. PUBLIC DISCLOSURE
All material submitted in response to this RFP will be subject to public
disclosure in accordance with the Washington State Public Disclosure Act,
RCW Chapter 42.17, and all other applicable state and federal disclosure
laws and regulations.
7. ADDENDUM TO THE REQUEST FOR PROPOSALS
In the event that it becomes necessary for the City to revise any part of this
RFP, the addendum to the RFP will be published and provided to
interested firms in the same manner that this RFP is published and
provided to interested firms.
8. DUTIES AND RESPONSIBILITIES OF THE CLASSIFICATION AND
RECLASSIFICATION CONSULTANT
a. Conduct approximately 10-25 reclassifications of City employment
positions per year.
b. Provide fair and objective classification/reclassification services in
accordance with the Charter Civil Service Rules and Regulations of
the City of Yakima, specifically Chapter IV, Classification Plan.
Any interested firm may request a copy of said Rules and
Regulations from the Chief Examiner.
c. Provide classification/reclassification services in a manner
consistent with the standard compensation/ classification
methodologies as established by the American Compensation
Association.
d. Review documents submitted regarding establishment of new job
classification or reclassification of current position.
e. Conduct on site job audit interviews with the job incumbents and
supervisor.
f. Conduct a salary survey of local public and private jurisdictions
and/ or regional public agencies, as appropriate to proposed new
classification or a classification under review and as appropriate to
the recruiting base, to measure external market equity and to
appropriately reflect local labor market conditions.
g.
Develop class specification for new positions and update class
specifications under review for reclassification, including ensuring
that class specifications are consistent and in compliance with the
Americans With Disabilities Act, RCW Chapter 49.60, and other
applicable state and/or federal law and regulations.
h. Conduct a comparison of new classifications and classifications
under review for reclassification with other City positions to
evaluate internal equity.
i. Prepare a comprehensive allocation and classification report and
recommendations for each new classification or classification under
review for reclassification. Such report shall include a description
of job duties and responsibilities; if, applicable, primary changes in
position; description of comparison with similar City positions;
salary survey analysis; proposed class specification; and salary
recommendation.
When requested, prepare necessary agenda statement and
ordinance for City Council consideration in order to implement
classification and/ or reclassification recommendations.
k. When directed by the Chief Examiner, attend meetings of the
Charter Civil Service Commission and/ or the City Council in order
to make a presentation and answer questions concerning any
recommendations for a new classification or classification under
review for reclassification.
When directed by the Chief Examiner, report to the City Council
regarding consultant's overall observations and recommendations
concerning the existing classification plan for City employees.
9. INFORMATION REQUIRED IN PROPOSALS
Proposals should address the following subjects and questions:
a. Provide firm name, business address, date established and
description of historical business background, including prior
classification/reclassification experiences and services.
b. List the volume of classifications/reclassifications provided during
the previous five -(5) years.
c. Costs of classification/reclassification services. Itemize
approximation by hours, average hours, number, and fees
regarding the following items:
i. Review of documents submitted in support of
reclassification of current position or new job classification.
ii. Job audit interview with incumbent and supervisor.
iii. Salary survey(per position).
iv. Preparation of comprehensive of allocation and classification
report.
v. Presentation of report to Charter Civil Service Commission.
vi. Presentation of report to City Council.
vii. Total fees on annual basis.
viii. Estimated annual expenses (travel, lodging as necessary).
ix. Total annual fees and expenses (maximum).
d. Attach a list of current clients and former clients, which are public
entities, political subdivisions or private clients similar to the City
of Yakima, serviced during the last five (5) years. With respect to
each client, list the person with the public entity, political
subdivision or account, who was responsible for meeting with your
principals in dealing with the classification and reclassification
needs of the entity.
e. Specify the name of the person in your firm who may be contacted
directly to discuss the Proposal.
f. Include the type of report that your office would provide on
classification and/or reclassification activities beyond what has
earlier been described as duties and responsibilities of the
consultant.
g. Include the local services your firm will or could provide in
overseeing the City's classification and reclassification needs.
h. Based on the aforementioned requirements set forth by the City,
describe in a detailed statement the services which you feel would
be needed by the City and how your firm would meet those needs.
Set forth any other information you deem necessary to make a
complete Proposal.
i. Proposals must be effective for a period of 90 days from date of
submission to permit review by City staff and award by the City
Council. Cost quotes contained in Proposal should be verified
before submission. The City will not be responsible for errors or
omissions in Proposals nor will corrections be permitted
subsequent to RFP opening.
10. ADDITIONAL MATERIAL
a. The City reserves the right to determine which classification
and/ or reclassifications will be assigned to the consultant.
b. Evaluation of Proposals. The City reserves the right to make an
award directly based on the Proposals or to negotiate further with
one or more of the firms. The firm selected for the award will be
chosen on the basis of the greatest benefit to the City of Yakima.
c. Rejection of Proposals. The City of Yakima reserves the right to
reject any and all Proposals and to waive informalities. Any
information obtained by the City from any sources may be utilized
in determining the suitability of the consultant firm.
d. Notification of Unsuccessful Proposals. Any Firm whose Proposal
is rejected will be notified in writing.
e. Contractual Obligations. The contents of the selected Proposal,
together with this request, shall be considered as an irrevocable
offer to contract and may be incorporated by reference into any
final negotiated contract. Firms are invited to submit a contract
document as part of the Proposal. The successful firm must be
willing to incorporate all the results of contract negotiations into a
final contract.
f. Contract Term. The City expects to retain the selected consulting
firm for a period of three years; provided, however, that either
party shall have the right to terminate the contract with or without
cause upon sixty (60) calendar days written notice.
g.
Communications. All communications with the City of Yakima
concerning this RFP can be accomplished through Carol Bates,
Chief Examiner (509-575-6090).
h. Contact point. Each consulting firm submitting a Proposal should
identify a single point of communication. The identified individual
must be a person authorized to negotiate a contract on behalf of the
firm submitting the Proposal. The submitting firm must also
specify a person who will act as a contract administrator should an
award be made, who will have full authority to resolve any dispute
which may arise with the City concerning the performance
contract.
11. SELECTION CRITERIA
Final selection and recommendation to the City Council will be based on
the following criteria:
a. Responsiveness of Proposal to this R.F.P.;
b. The demonstrated ability and capacity of the firm to provide
services requested;
c. The experience of the firm; and
d. Costs of services offered by the firm.
Exhibit B
Proposal to Provide Reclassification/Classification Services for
The City of Yakima
Submitted March 24, 1999 by:
Prism Works, LLC
A Full Spectrum of Human Resource Services
Kathryn Lerner
President
22109 NE 27th Place
Redmond, WA 98053
425-898-9604 Phone
425-898-9734 Fax
Kathryn@prism-works.com
Table of Contents
Section Page
I. Introduction 3
II. Required Information
a. General company information and background 4
b. Past reclassification/classification experience 5
c. Estimated fees for requested services 5
d. Current and former clients 6
e. Company contact for purposes of this proposal 6
f. Sample report 6
g. Local services to be provided by Prism Works 7
h. Statement on classification methodology 7
III. Consultant Biography 9
Appendices
A — Sample Study Format
2
Section 1— Introduction
Prism Works, LLC is excited to present the following proposal to provide reclassification
and classification services to the City of Yakima. Suzanne Elshult, President and owner
of HRNow, forwarded your RFP to Prism Works. HRNow and Prism Works have been
working together over the past year on a variety of assignments, and Suzanne felt the
experience and background of Prism Works would be a good match for the City of
Yakima.
Likewise, at Prism Works, we believe we have the depth of experience you require and
we look forward to an opportunity to discuss further our qualifications and experience in
the area of compensation consulting. We are available to make an oral presentation,
should the City require this step, in your search for a consultant to provide
reclassification/classification services.
Our proposal format is brief, simple and clean with the intent of making it as easy as
possible for you to review. Please do not hesitate to call us at 425-898-9604 if you have
any questions. Please ask for Kathryn Lerner, President and owner of Prism Works,
LLC.
3
Section 2 — Required Information
a. General company information and background
Firm name• Prism Works, LLC
Address: 22109 NE 27th Place
Redmond, WA 98053
Date established: April 3, 1998
Historical background:
I founded prism Works, LLC on April 3, 1998. After ten years of experience working in
the area of compensation/classification as both a practitioner and a consultant, I decided
to open my own business. Prior to going into business for myself, I worked for the
following companies in the positions listed below:
• Frederick & Nelson — Compensation Analyst
• Recreational Equipment, Inc. — Senior Compensation Analyst/HR Consultant
• William M. Mercer, Inc. — Compensation Analyst/Compensation Consultant
• Howard Johnson & Company — Compensation Practice Manager/Consultant
My consulting experience spans across both the private and public sectors. In response to
your needs, my public sector clients and experience have included:
The City of Seattle — market pricing for over 75 different positions, conducting focus
groups with managers to analyze the effectiveness of the city's compensation
philosophy and salary administration program
The City of Everett — custom salary survey to determine external equity for all city
classifications
- Snohomish County — job evaluation project for the Planning Department (all
positions were interviewed and audited, internal equity was determined using the
county's classification system, external equity was determined by conducting a
custom salary study, a final report with recommendations was prepared and delivered
to key county officials and employees)
The City of Bellevue — job evaluation projects for various departments (interviews
and audits, internal equity analysis, external equity analysis, and final
recommendations)
Although Prism Works is only one year old, we have already successfully serviced eight
different companies and organizations, including our largest client, the Port of Seattle.
During the past year, our assignments have included traditional
compensation/classification work, strategic human resource program design and general
HR compliance work.
4
At Prism Works, we believe our success during the past year can be attributed to the
following reasons:
• We listen to our clients better than anyone else we know. Understanding our clients'
business environment and identifying their true needs is our specialty. We frequently
receive feedback that our clients feel truly heard and understood.
• We offer creative solutions to solve both simple and complex personnel problems;
always keeping in mind the financial and staffing resources of our clients to
implement our recommendations.
• We operate efficiently.
• We offer very competitive consulting rates.
• Proven experience prior to being on my own has led to multiple referrals and business
opportunities.
b. Past reclassification/classification experience
During the past five years, I have conducted job evaluation/classification and market -
pricing work for an estimated 300 to 500 positions a year. Some of this work has been in
the public sector as described in the previous answer. Prior to that, I was the primary
person responsible for job evaluation work at both REI and Frederick & Nelson. Hence,
my entire career has centered around job evaluation and classification work.
Due to non -compete agreements with both William Mercer and Howard Johnson &
Company, I am unable to provide you with an actual sample study from a previous client.
A sample report format is included as Appendix A. Additionally, I have outlined the
classification methodology used by our firm in answer of 'h' of this section. Also, I am
providing on-going job evaluation support to the Port of Seattle and I encourage you to
contact them as a reference.
c. Estimated fees for requested services
Step
Average
Hours
Estimated Fees for
15 Classifications
Per Year
Estimated Fees for
25 Classifications
Per Year
Review of documents submitted in
support of reclassification of current
position or new job classification.
1 hour
$1125
$1875
Job audit interview with incumbent and
supervisor.
2 hours (1
hour each)
$2250
$3750
Salary survey per position.
2 hours
$2250
$3750
Preparation of comprehensive allocation
and classification report.
2 hours
$2250
$3750
Presentation to report to Charter Civil
Service Commission.
1/2 hour
$562
$937
Presentation of report to City Council.
1/2 hour
$562
$937
Total Fees on annual basis.
8 hrs/job
$600/job
$9,000
$15,000
Estimated annual expenses (includes
travel, mileage, lodging, food and
copying/mailing).
Current
Based on 3 trips
$1815
Based on 5 trips
$3025
Total annual fees and expenses.
Labels Plus
$10,815
$18,025
Maximum Fees
d. Current and former clients
Client
Contact Person
Current/Past Client
Port of Seattle
Tammy Woodard
206-728-3277
Current
Seattle Community Development
Collaborative
Jennifer Horan
206-521-8965
Current
Labels Plus
Tracy Carter
206-523-0477
Current
Productivity Professionals, Inc.
Liz Wallace
206-953-1667
Current
American Cancer Society
Barbara Carazzo
Past
City of Everett
Retired
Past
Snohomish County
Bill Grant
Past
City of Seattle
Claudia Gross
Past
e. Company contact for purposes of this proposal
Kathryn Lerner
President & Owner
425-898-9604 phone
425-898-9734 fax
kathrvnAprism-works. c om
f. Sample report
Please see Appendix A
g. Local services to be provided by Prism Works
We will come to Yakima to conduct employee and supervisor interviews and make
presentations to the Charter Commission and/or City Council. Depending on how we set
the schedule for conducting classifications, it is possible to do most of the work locally.
It is recommended that we identify the positions that will be reclassified/classified and
determine a schedule for completing the work ahead of time. This will allow our firm
ample opportunity to plan the process and conduct as much of the work in Yakima as
possible using a lap top computer.
h. Statement on classification methodology
The following table outlines the classification process typically used by our firm.
However, as an initial step, I recommend that Prism Works comes to Yakima to spend a
day with the Charter Commission and other key city contacts to discuss the current state
of classification within the City of Yakima. In other words, does the current system work
well? Are employees and supervisors generally satisfied with classification results? Are
there any particular issues surrounding pay at this time? Which jobs have been
historically difficult or easy to classify? What is the local labor market like? Who do
you consider to be local employers that you compete with for employees? And, many
more questions. Additionally, I would enjoy taking a tour of the City offices and
locations to get a feel for the entire organization and its structure. Taking the time to
understand how the City of Yakima operates and the community it serves will increase
my ability to deliver high quality results.
Step
Description
Planning and
•
Identify all positions to be reclassified/classified
Preparation Work
•
Notify supervisors/employees
•
Identify any scheduling/budgeting issues within the organization
that may impact the work
•
Set schedule for conducting work
•
Identify list of comparable positions for internal equity
•
Identify list of comparable organizations/companies for external
equity — this is based on where you draw qualified candidates.
•
Request appropriate documentation — job description, current pay
range, FLSA status, union status, current incumbent(s), last
classification review, why is the job being considered for
reclassification/classification?
•
Send job analysis questionnaire and instructions to supervisor and
employee
Job Analysis
•
Review current job documentation and results of job analysis
questionnaire
•
Identify questions for supervisor and employee interviews
•
Conduct supervisor and employee interviews
•
Draft initial comments on position
7
Internal Equity
•
•
Compare position to other positions within the City to identify
similarities in level of accountability, type of work, etc.
Note appropriate comparisons and why they are applicable
External Equity
•
•
Compare position to jobs located at other public entities of a similar
size and/or private sector companies with employees doing similar
jobs
Note comparable positions, the salary range, and the level of match.
Is the City position larger in scope? Similar in scope? Or smaller in
scope?
Reconciliation
•
Using the internal and equity analyses, make a recommendation for
classifying the position within the City's system. Draft a
comprehensive report outlining all supporting documentation and
the reasons for the recommendation. Note any concerns
Approval
•
Present report and obtain approval from appropriate sources.
Implementation
•
Deliver any necessary materials to human resources/payroll for
making appropriate changes in pay status or employee status.
Follow-up
•
Check back in six months to one year to ensure the position was
appropriate classified — this is a quick phone call to the supervisor.
Additionally, I should point out that I have access to the survey libraries of three major
consulting firms. This allows me the ability to obtain salary survey data for many
different types of jobs locally, regionally and nationally. The firms are Milliman &
Robertson, William M. Mercer, Inc. and Buck Consultants.
8
Section 3 — Consultant Biography
Kathryn Lerner
Kathryn Lerner is the President/Owner of Prism Works, LLC — a company offering a full
spectrum of human resource consulting services.
Ms. Lerner has over ten years of human resource management experience with extensive
expertise in the areas of compensation plan design and policy development, performance
appraisal systems and total compensation communication strategies. Other areas of
expertise include executive compensation and employee relations. Kathryn has worked
as both a practitioner and a consultant in the human resources field, and her experience
crosses public, private and non-profit organizations.
Specific assignments have included the design of job evaluation programs and market-
based pay systems, competency -based systems, various alternative reward plans, total
compensation philosophy statements, custom salary surveys, executive compensation
plan design, communication materials, and employee handbooks. In all cases, Kathryn
works to ensure that pay plans and other human resource management programs are in
alignment with the needs of the business, fiscally prudent, and as simple as possible to
administer and communicate to employees.
Ms. Lerner is a Board Member for the Lake Washington Chapter of the Northwest
Human Resource Management Association, a member of the Society for Human
Resource Management, and a member of the American Compensation Association.
Additionally, she is a member of the Northwest Venture Group and the Redmond
Chamber of Commerce.
9
Appendix A — Sample Report Format
A final report format typically follows the outline of the classification process. Here are
the essential elements of a final report:
• Introduction
- Background on position, job description, reason for reclassification/classification
Executive summary of final recommendation
• Job Analysis Documentation
- Job analysis questionnaire results
- Key points gathered in the supervisor and employee interviews
- Revised job description
• Internal Analysis Results
Summary of internal comparisons
• External Analysis Results
- Summary of job matches to comparable organizations
How the position currently compares against the market
• Final Recommendation
- Job classification grade
- Salary range
- FLSA status
Job description
- Any suggestions for communicating results to the supervisor/employee
10
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 1 `f
For Meeting Of June 15, 1999
ITEM TITLE: A resolution authorizing the Execution of a Professional Services
Agreement for Conducting Classification/Reclassification Studies
SUBMITTED BY: Carol Bates, Chief Examiner
CONTACT PERSON/TELEPHONE: Carol Bates, x6090
SUMMARY EXPLANATION:
This resolution authorizes the execution of a Professional Services Agreement with
Prizm Works, LLC for conducting annual recurring classification/reclassification studies
in compliance with Chapter IV, Section D, of the Charter Civil Service Rules and
Regulations. This agreement will assist with alleviating the backlog of reclassifications,
which currently exists City wide. The total cost for this service provided under this
agreement during the three-year term shall not exceed $54,075.00. The cost may be
accommodated within existing budget appropriation.
Resolution Ordinance X Contract Other (Specify) Personal Services Contract
Funding Source Human Resources
APPROVED FOR SUBMITTAL:
City Manager
BOARD/COMMISSION RECOMMENDATION: Recommend Approval
STAFF RECOMMENDATION:
COUNCIL ACTION:
Recommend Approval
