HomeMy Public PortalAbout2013-26 Selecting Cody and Associates, Inc to provide professional personnel consulting servicesRESOLUTION NO. 2013-26
A RESOLUTION OF THE VILLAGE COUNCIL OF THE
VILLAGE OF KEY BISCAYNE, FLORIDA, SELECTING
CODY & ASSOCIATES, INC., TO PROVIDE PROFESSIONAL
PERSONNEL CONSULTING SERVICES; AUTHORIZING
THE VILLAGE MANAGER TO ENTER INTO AN
AGREEMENT RELATED TO THE SAME; AND PROVIDING
FOR AN EFFECTIVE DATE.
WHEREAS, the Village Manager has recommended that the Village retain the professional
services of Cody & Associates, Inc., a Florida corporation (the "Consultant") to provide certain
personnel consulting services (the "Services") for the Village; and
WHEREAS, the Consultant shall provide the Services to the Village pursuant to a
Professional Services Agreement between Consultant and the Village; and
WHEREAS, the Village Council finds that retaining the Consultant to provide the Services
and the approval of the Professional Services Agreement (the "Agreement") between Consultant and
the Village is in the best interest of the Village.
NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE VILLAGE COUNCIL
OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, AS FOLLOWS:
Section 1.
and confirnied.
Section 2.
Recitals Adopted. That each of the recitals stated above is hereby adopted
Consultant Selected. That the Village hereby selects the Consultant to
provide the Services as set forth in the Agreement.
Section 3. Agreement Approved. That the Agreement, in substantially the form
attached hereto as Exhibit "A," between the Consultant and the Village is hereby approved and the
Village Manager is authorized to execute the Agreement, once the Agreement has been approved
by the Village Attorney as to foiiii, content and legal sufficiency.
VILLAGE ATTORNEY
Section 4. Effective Date. That this Resolution shall be effective immediately upon
adoption hereof.
PASSED AND ADOPTED this 2nd day of July , 2013
AT
IAY•' FRANKLIN H. - APLAN
v
CONCHITA H. ALVAREZ, MMC, VILLAGE CLERK
APPROVED AS TO FORM AND LEGAL SUFFICIENC
2
MEMORANDUM
Village Cor ndi
Franklin H. Caplan, Mgor
Mayra P. Lindsay, Via 1lajo?DAT E:
Michael W. Davey
Theodore J. Holloway
Michael E. Kelly
Ed London
James S. Taintor
Village Manager
John C. Gilbert
TO:
FROM:
RE:
RECOMMENDATION
Office of the Village Manager
July 2, 2013
Honorable Mayor and Members of the Village Council
John C. Gilbert, Village Manager
Award- Request for Proposal Classification and
Compensation Study
It is recommended that Village Council approve the accompanying Resolution and
Agreement which provide for the formulation of job descriptions for each position within
the Village detailing functional responsibilities together with a survey and detailed
analysis of current compensation as compared to other regional municipalities based on
comparable community size and private sector job markets.
BACKGROUND
At the May 14, 2013 Council Meeting, the Village Council authorized the Village
Manager to accept Request for Proposals soliciting the services of qualified firms within
the State of Florida which specialize in human resources functions. The closing date for
the RFP was May 30th, 2013. The proposed contracted amount will be funded by the
General Fund Reserved Carry -Forward line item.
The Village received two (2) responses to the RFP:
1. Cody and Associates, Inc. with a total bid of $7,600
2. Evergreen Solutions with a total bid of $26,000
It is recommended that the contract be awarded to Cody & Associates, see attached
proposal as Exhibit W.
Mr. Eduardo M. Soto from Weiss Serota Helfman Pastoriza Cole & Boniske prepared
the attached Resolution and Agreement.
88 West McIntyre Street • Suite 210 • Key Biscayne, Florida 33149 • (305) 365-5514 • Fax (305) 3658936
MISSION STATEMENT; "TO PROVIDE A SAFE. QUALITY COMMUNITY ENVIRONMENT POR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT"
www keybfacayncJ.gor
EXHIBIT "A"
VILLAGE OF KEY BISCAYNE
AGREEMENT
FOR
PROFESSIONAL SERVICES
THIS AGREEMENT, made and entered into this , day of Tk , 2013, by
and between the VILLAGE OF KEY BISCAYNE (the "VILLAGE") and Cody & Associates, Inc.,
a Florida corporation (the "CONSULTANT').
RECITALS:
The VILLAGE wants to engage the CONSULTANT to perform certain professional
personnel services as specifically described in the proposal which is provided in Exhibit "A" to this
Agreement ("Specified Services"). The CONSULTANT wants to provide such Specified Services.
In consideration of the mutual covenants set forth in this Agreement, the parties agree as
follows:
1. SCOPE OF SERVICES
The CONSULTANT agrees to provide the Specified Services as set forth in Exhibit "A"
upon written request from the Village Manager.
2. FEES FOR SERVICES
The CONSULTANT agrees to charge the VILLAGE for the Specified Services which are
provided by CONSULTANT, a total fee Seven Thousand Six Hundred Dollars ($7,600), subject to
the terms of Section 8 hereof, CONSULTANT shall charge the VILLAGE the rate of $95 per hour
for services provide beyond the Specified Services, provided however that CONSULTANT must
obtain the VILLAGE's prior written consent prior to performing any such services and shall specify
to the VILLAGE that such services are not part of the Specified Services.
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3. TERM
The duration of the term of this Agreement shall expire on October 1, 2013 unless extended
by the Village Manager or earlier terminated pursuant to Section 8 hereof.
4. RECORDS
All original details, reports, work papers and other documents and plans that result from the
CONSULTANT providing Specified Services shall be the property of the VILLAGE. Upon
termination of this Agreement or upon request of the VILLAGE during the term of this Agreement,
any and all such documents shall be delivered to the VILLAGE by the CONSULTANT.
5. INSURANCE
CONSULTANT shall secure and maintain throughout the duration of this
Agreement insurance of such types and in such amounts not less than those specified below as
satisfactory to the VILLAGE, naming the VILLAGE as an Additional Insured, underwritten by a
firm rated A -X or better by A.M. Best and qualified to do business in the State of Florida. The
insurance coverage shall be primary insurance with respect to the VILLAGE, its officials,
employees, agents and volunteers naming the VILLAGE as additional insured. Any insurance
maintained by the VILLAGE shall be in excess of the CONSULTANT'S insurance and shall not
contribute to the CONSULTANT'S insurance. The insurance coverages shall include at a
minimum the following amounts set forth in this Section 5:
(a) Commercial General Liability coverage with limits of liability of not less
than a $1,000,000 per Occurrence combined single limit for Bodily Injury and Property Damage.
This Liability Insurance shall also include Completed Operations and Product Liability coverages
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and eliminate the exclusion with respect to property under the care, custody and control of
CONSULTANT. The General Aggregate Liability limit (including Products/Completed
Operations) shall be in the amount of $2,000,000.
(b) Workers Compensation and Employer's Liability insurance, to apply for
all employees for statutory limits as required by applicable State and Federal laws. The
policy(ies) must include Employer's Liability with minimum limits of $1,000,000.00 each
accident. No employee, subcontractor or agent of the CONSULTANT shall be allowed to provide
Work pursuant to this Agreement who is not covered by Worker's Compensation insurance.
(c) Business Automobile Liability with minimum limits of $1,000,000 per
Occurrence, combined single limit for Bodily Injury and Property Damage. Coverage must be
afforded on a form no more restrictive than the latest edition of the Business Automobile
Liability policy, without restrictive endorsements, as filed by the Insurance Service Office, and
must include Owned, Hired, and Non -Owned Vehicles.
(d) CONSULTANT acknowledges that it shall bear the full risk of loss for any
portion of the Work damaged, destroyed, lost or stolen until final completion has been achieved
for the Project, and all such Work shall be fully restored by the CONSULTANT, at its sole cost
and expense, in accordance with the Agreement Documents.
(e) Certificate of Insurance. On or before the Effective Date of this and
prior to commencing of any Work, Certificates of Insurance shall be provided to the VILLAGE,
reflecting the VILLAGE as an Additional Insured. Each certificate shall include no less than (30)
thirty -day advance written notice to VILLAGE prior to cancellation, termination, or material
alteration of said policies or insurance. The CONSULTANT chat] be responsible for assuring
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that the insurance certificates required by this Section remain in full force and effect for the
duration of this Agreement, including any extensions or renewals that may be granted by the
VILLAGE. The Certificates of Insurance shall not only name the types of policy(ies) provided,
but also shall refer specifically to this Agreement and shall state that such insurance is as required
by this Agreement. The VILLAGE reserves the right to inspect and return a certified copy of
such policies, upon written request by the VILLAGE. If a policy is due to expire prior to the
completion of the Work, renewal Certificates of Insurance shall be furnished thirty (30) calendar
days prior to the date of their policy expiration. Acceptance of the Certificate(s) is subject to
approval of the VILLAGE.
6. ASSIGNMENT
This Agreement shall not be assignable by the CONSULTANT.
7. PROHIBITION AGAINST CONTINGENT FEES
The CONSULTANT warrants that it has not employed or retained any company or person,
other than a bona fide employee working solely for the CONSULTANT, to solicit or secure this
Agreement, and that it has not paid or agreed to pay any person(s), company, corporation,
individual or firm, other than a bona fide employee working solely for the CONSULTANT any fee,
commission, percentage, gift, or any other consideration, contingent upon or resulting from the
award or making of this Agreement.
8. TERMINATION
This Agreement may be terminated by the VILLAGE upon twenty days written notice with
or without cause and by the CONSULTANT upon 45 days written notice with or without cause. If
this Agreement is terminated by either party, the CONSULTANT shall be a prorated amount of the
total fee as set forth in Section 2 hereof for all acceptable work performed up to the date of
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termination, and any unearned fees which have been advanced by VILLAGE shall be refunded
upon demand by Village.
9. NONEXCLUSIVE AGREEMENT
The services to be provided by the CONSULTANT pursuant to this Agreement shall be
nonexclusive and nothing herein shall preclude the VILLAGE from engaging other firms to
perform the same or similar services for the benefit of the VILLAGE within the VILLAGE'S sole
and absolute discretion.
10. ENTIRE AGREEMENT
The parties hereby agree that this is the entire agreement between the parties. This
Agreement cannot be amended or modified without the express written consent of the parties. The
Village Manager shall act for VILLAGE hereunder.
11. WARRANTIES 01? CONSULTANT
The CONSULTANT hereby warrants and represents that at all times during the term of this
Agreement it shall maintain in good standing all required licenses, certifications and permits
required under Federal, State and local laws necessary to perform the Specified Services.
12. NOTICES
All notices and communications to the VILLAGE or CONSULTANT shall be in writing
and shall be deemed to have been properly given if transmitted by registered or certified mail or
hand delivery. All notices and communications shall be effective upon receipt. Notices shall be
addressed as follows:
Village: John C. Gilbert
Village Manager
Village of Key Biscayne
88 West McIntyre Street
Key Biscayne, FL 33149
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With a copy to:
Consultant:
Village Attorney
Weiss Serota Hoffman Pastoriza
Cole & Boniske, P.L.
2525 Ponce de Leon Blvd.
Suite 700
Coral Gables, Florida 33134
Cody & Associates, Inc.,
305 Jack Drive
Cocoa Beach, FL 32931
13. GOVERNING LAW
This Agreement shall be construed in accordance with the laws of the State of Florida.
IN WITNESS WHEREOF, the parties hereto have accepted, made and executed this
Agreement upon the terms and conditions above stated on the day and year first above written.
CONSULTANT:
Cody & Associates, Inc.,
a Florida corporation
By:
Name:
Title. c-\nc_A E k Ci)cdr -►
K1DorsV11D3Vf411131d3434.DOC
(!r
Approved as to Legal Sufficiency:
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VILLAGE:
VILLAGE OF KEY BISCAYNE
88 West McIntyre Street
Key Biscayne, FL 33149
EXHIBIT A
SPECIFIED SERVICES
A. Classification Plan
1. Consultant to meet with staff to discuss study and agree on methodology and
Position Questionnaire to be used.
2. Consultant to meet with Department Heads and staff to explain study and
processes to be used.
3. Consultant to meet with employees to explain the study methodology.
4. Employees to complete Position Description Questionnaires (PDQ); supervisors,
managers and/or department directors to review and comment. Copies of the
completed PDQs will be returned to employees following supervisor, manager
and/or department director review and comment.
5. Consultant to conduct interviews and/or job audits as appropriate. Interview
and/or job audits may be conducted individually or in groups based upon
classification.
6. Consultant to compare PDQ, interview and job audit results to existing job
descriptions.
7. Consultant to update and/or create class specifications as needed to uniformly
reflect distinguishing characteristics, essential job functions, minimum
qualifications, working conditions, license requirements, regulatory requirements,
standby/call-out responsibilities, etc., for all classifications.
8. Consultant to identify management, supervisory, professional, technical, and
general employees, including FLSA status (exempt/non-exempt).
9. Consultant to draft and submit proposed class specifications for review by Village
management.
10, Consultant to present proposed class specifications to employees and supervisors
for review and receive and incorporate input prior to classification determination.
11. Consultant to finalize class specifications and recommend appropriate
classification for each employee, including correction of identified discrepancies
between existing and proposed classifications.
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B. Compensation Survey
1. Consultant to survey cities based on a comparable community size and job market
- both within and outside our economic area.
2. Consultant to conduct salary survey by comparing monthly maximum base salary
for each existing classification.
3. Consultant to recommend appropriate salary range for each existing or proposed
position in the Classification Plan and on the compensation survey results, and
internal relationships and equity.
4. Consultant is to recommend salary range for each position based on median and
mean salary of the comparable cities. In addition, consultant shall prepare a new
salary plan using existing minimum -maximum Village salary ranges and/or step
plans.
C. Study Conclusion
1. Consultant to prepare written report of recommendations, including discussion of
methods, techniques and data used to develop the Classification and
Compensation Plan.
2. Consultant to provide instructional information to allow Village staff to conduct
individual salary audits and adjustments consistent with study methods until the
next formal study is conducted.
3. Consultant to attend meetings, if requested, throughout the process with
employees. The Village Manager and/or the Village Council to explain
methodology, survey results and recommendations. The consultant should budget
for attending Council meetings and meetings with employees.
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COSTS FOR SERVICES
1. The Total Cost of the Comprehensive Classification and Compensation Study will
not exceed Seven Thousand Six Hundred Dollars ($7,800.00). This Includes all
costs and expenses for the Study.
2. The rate for providing extra work not specified in the contracted scope of work is
$95.00 per hour. Onsite billing begins when actual work begins onsite.
3. Above cost was calculated after consideration of recent work completed.
Cody & Associates, inc.
PROPOSAL FOR A
CLASSIFICATION and COMPENSATION STUDY
Village of Key Biscayne
2013
Cody & Associates, Inc.
MANAGEMENT CONSULTANTS
305 Jack Drive, Cocoa Beach, FL 32931
(321) 7$3-3720; FAX (321) 783-4353
Cody & Associates, Inc.
MANAGENENT CONSULTANTS
305 Jack Drive, Cocoa Beach, Florida 32931
(321) 783-3720; FAX (321) 783-4353
E-mail: CodyAssociates@aol.com
May 28, 2013
Conchita H. Alvarez, Village Clerk
Village of Key Biscayne
88 W. McIntyre St.
Suite 220
Key Biscayne, FL 33149
Dear Ms. Alvarez:
Cody & Associates, Inc. is pleased to submit this proposal to conduct a Cllassiflcadon and
Compensation Study for the Village.
The approach to the project and detailed work plan is included in this proposal. We understand an
can perform the scope of services requested and the assistance you require in this Study.
Cody & Associates, Inc. is well qualified to perform this project because of our experience in
conducting similar studies for many other governmental clients in Florida. We understand statewide
and nationwide trends in compensation and in job analysis systems.
Thank you for the opportunity to assist the Village in this study. We look forward to discussing our
proposal with you in greater detail.
The person who Is authorized to make representations for Cody & Associates, Inc. is: N.E.
Pellegrino, Principal Partner; Address: 305 Jack Drive, Cocoa Beach, FL 32931; (321) 783-3720.
The terms, conditions, and prices for this study are valid for a period of one hundred twenty (120)
days. Fee quotes for this study are enclosed in a separate sealed envelope attached to the original
proposal.
Sincerely,
41Fee.eatorli
N. E. Pellegrino
Principal Partner
PROPOSAL FOR A CLASSIFICATION AND COMPENSATION STUDY
Village of Key Biscayne
Table of Contents
Section
LETTER OF INTENT
I INTRODUCTION 1
II ASSIGNED STAFF QUALIFICATIONS 2
11I CLIENT LISTING 4
IV METHODS, PROCEDURES, AND CONSULTANTS APPROACH TO THE PROJECT 8
V WORK SCHEDULE 15
VI REFERENCES 16
ENCLOSURE 1- Position Description Questionnaire
Cody & Associates, Inc
1
INTRODUCTION
Cody & Associates, Inc. is a Florida based and incorporated management consulting
company which was established in 1969. Our Florida offices are located in Cocoa Beach
and Lakeland, Florida. We are presently negotiating for a location in the North Miami area.
The Cocoa Beach location will be the primary office for this protect. Cody & Associates,
Inc. has a Florida staff of six (6) Senior Consultants and five (5) support specialists and
numerous support staff.
Cody & Associates, Inc. has provided Wage, Salary and Classification services to over
950 clients including industry and businesses; municipal, county, and state government
agencies; public school systems; colleges and universities; trade associations; treatment
centers; housing authorities; and, utility authorities throughout Florida.
Our company is known for its outstanding work product and works very closely with our
clients to resolve their problems and fulfill their needs. Cody & Associates, Inc.
communicates with our clients to render a personalized management consulting service.
Each consulting project is under the direction of a Senior Partner of the firm.
1
11
SIGNED STAFF QUALIFICATIONS
It is important that you know the specific consultants to be assigned to the day-to-day
conduct of the study. Regardless of the size of the organization selected, the consultants
on the job will set the theme for the final product. Our resources will be organized in the
following manner for this assignment.
NICHOLAS. PELLEGRINO, Principal Partner, has a B.S. from Florida Southem College
and a Master's Degree in Administration from the University of Miami. Nick will function as
the Project Team Manager.
Mr. Pellegrino has been a Senior Partner since 1970 and specializes in the areas of
personnel administration, organization and management studies, performance evaluation
programs, supervisory training, management development and productivity studies. Nick
works out of our Cocoa Beach Office, which will be the primary work site for the study.
He has worked with over 900 local public sector clients in the United States as our Project
Manager and has installed over 900 studies and projects.
Nick's background includes over 40+ years' experience in human resource management
positions with industry and government. He has served as an Employee Relations
Manager for a large international airline, a major electronics industry, various government
agencies, and a large public hospital (Jackson Memorial Hospital in Miami -Dade)
Mr. Pellegrino's specific responsibilities on this project:
-Direct the Project Management Plan
-Work directly with the Client's staff on a day-to-day basis.
-Authority to speak for the Consultant in all study areas.
-Conduct the on -site analysis and develop recommendations.
-Direct the data collection_
LINDA BUNTING, PHR Senior Consultant, has a Bachelor's in Business Administration
from University of Phoenix.
Linda has over 12 years of professional experience in classification analysis, wage and
salary administration, and benefit analysis and administration. Linda has been one of the
principals of Cody & Associates, Inc. over the past seven years. Linda will be the Assistant
Project Manager on this study.
Ms. Bunting's specific responsibilities on this project:
-Assist in the overall direction of the Project Plan.
-Work directly with the client's staff.
-Conducts data collection and develops recommendations.
-Authority to speak for the Consultant in all study areas.
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CLIENT LISTING
The following is a list of clients Cody & Associates, Inc. has provided services over the
years. The projects include job analysis, position classification, ADA compliance, design
and writing job descriptions, broadbanding, salary plan development, benefit surveys,
performance appraisal, management studies, organization studies, staffing analysis, rules
and regulations design and updating, etc.
BOARD OF COUNTY COMMISSIONERS
ALACHUA MADISON
BAY MANATEE
BREVARD MARION
CITRUS MARTIN
COLLIER MONROE
DESOTO NASSAU
DIXIE OCALA
FLAGLER ORANGE
GADSDEN OSCEOLA
GLADES PASCO
HAMILTON PINELLAS
HARDEE POLK
HERNANDO PUTNAM
HIGHLANDS ST. LUCIE
HILLSBOROUGH SANTA ROSA
INDIAN RIVER SARASOTA
JACKSON SEMINOLE
LAFAYETTE SUMTER
LAKE TIFT, GA
LEON VOLUSIA
LIBERTY. GA
4
APOPKA
ATLANTIC BEACH
AUBURNDALE
AVON PARK
BARTOW
BELLEVIEW
BLOUNTSTOWN
BOCA RATON
BRADENTON
CALLAWAY
CAPE CANAVERAL
CASSELBERRY
CLEARWATER
CLERMONT
COCOA
COCOA BEACH
COOPER CITY
CORAL GABLES
CRYSTAL RIVER
DANIA
DAYTONA BEACH
DEERFIELD BEACH
DELAND
DELRAY BEACH
DUNDEE
EDGEWATER
FELLSMERE
FERNANDINA BEACH
FLAGLER BEACH
FORT MEADE
FORT PIERCE
FORT WALTON BEACH
GAINESVILLE
GULFPORT
HAINES CITY
HALLANDALE
HOLLY HILL
HOLLYWOOD
HOLMES BEACH
MUNICIPALITY GOVERNMENTS
INDIAN HARBOUR BEACH POMPANO BEACH
INDIAN RIVER SHORES PORT ORANGE
INDIAN ROCKS BEACH
INVERNESS
JACKSONVILLE
JUNO BEACH
JUPITER
KISSIMMEE
LAKE CITY
LAKE MARY
LAKE WALES
LAKELAND
LAKE WORTH
LAUDERHILL
LYNN HAVEN
MARIANNA
MELBOURNE
MIAMI SHORES
MIAMI SPRINGS
MILTON
MIRAMAR
MOUNT DORA
NAPLES
NEPTUNE BEACH
NEW PORT RICHEY
NEW SMYRNA BEACH
NORTH LAUDERDALE
NORTH MIAMI
NORTH PORT
OAKLAND PARK
OCALA
OLDSMAR
ORMOND BEACH
OAKLAND PARK
PANAMA CITY
PARKER
PEMBROKE PINES
PLANTATION
PLANT CITY
5
PORT ST. JOE
PORT ST. LUCIE
PUNTA GORDA
QUINCY
RIVIERA BEACH
ROCKLEDGE
ROYAL PALM BEACH
SAFETY HARBOR
ST. CLOUD
ST. PETE BEACH
SANIBEL
SARASOTA
SEBASTIAN
SEBRING
SNELLVILLE, GA.
SOUTHWEST RANCHES
STUART
SURFSIDE
SUNRISE
TALLAHASSEE
TAMARAC
TARPON SPRINGS
TAMPA
TAVARES
TEMPLE TERRACE
TIFTON, GA
TITUSVILLE
TREASURE ISLAND
VENICE
VERO BEACH
WAUCHULA
WILTON MANORS
WINTER HAVEN
WINTER PARK
WINTER SPRINGS
OTHER COUNTY OFFICIALS
Bay Clerk of Courts
Bay Sheriff
Bay Tax Collector
Broward Sheriff
Citrus Tax Collector
Charlotte Property Appraiser
Collier Clerk of Courts
Collier Tax Collector
Collier Property Appraiser
Gilchrist Clerk of Courts
Hendry Tax Collector
Highlands Clerk of Courts
Highlands Property Appraiser
Highlands Sheriff
Highlands Tax Collector
Indian River Clerk of Courts
Indian River Tax Collector
Lake Tax Collector
Lee Tax Collector
Manatee Property Appraiser
Manatee Tax Collector
Marion Clerk of Courts
Marion Property Appraiser
Monroe Clerk of Courts
Monroe Property Appraiser
Monroe Tax Collector
Osceola Clerk of Courts
6
Osceola Property Appraiser
Osceola Sheriff
Osceola Supervisor of Elections
Osceola Tax Collector
Palm Beach Tax Collector
Pasco Tax Collector
Pasco Sheriff
Pasco Supervisor of Elections
Polk Clerk of Courts
Polk Property Appraiser
Polk Tax Collector
Santa Rosa Clerk of Courts
Santa Rosa Property Appraiser
Santa Rosa Sheriff
Santa Rosa Tax Collector
Sarasota Clerk of Courts
Sarasota Property Appraiser
Sarasota Tax Collector
Seminole Property Appraiser
Seminole Tax Collector
Volusia Clerk of Courts
Volusia Property Appraiser
Volusia Sheriff
SCHOOL DISTRICTS & COLLEGES
Brevard Community College
Broward Community College
Central Florida Community College
Daytona Beath Community College
First Coast Technical College
Florida Gateway College
Florida Keys Community College
Florida Virtual School
Gulf Coast Community College
Highlands School District
Hillsborough Community College
Indian River School District
Jefferson School District
Lake -Sumter Community College
Manatee Community College
Manatee School District
Palm Beach Community College
Polk Community College
Polk School Board
Santa Rosa School District
St. Johns River Community College
St Petersburg Junior College
Seminole Community College
PRIVATE SECTOR AND OTHER CLIENTS
Brevard Housing Authority
Cedar Hammock Fire District
Citrus & Chemical Bank
Coordinated Benefits Plans, Inc.
Daytona Beach Housing Authority
East Coast Migrant Program, Fl
East Coast Migrant Program, Va
Florida Assoc of Insurance Agents
Florida League of Cities
Florida Tile
Fort Pierce Housing Authority
Fort Pierce Utilities Authority
Gainesville Housing Authority
Gainesville Regional Utilities
Heartland Private Industry Council
Hillsborough Area Rapid Transit
Hillsborough Private Industry Council
Orlando -Orange County Expressway Authority
Volusia TPO
7
Iv
METHODS. PRQCEDURESI. AND CQNSULTANT'S
APPROACH TO THE PROJECT
This section describes the work plan that Cody & Associates, Inc. will utilize for the project and
includes specific tasks or steps. Our consultants will work closely with the Village's staff to ensure
that they have complete understanding of the study.
In the proposed work plan the following tasks will be included:
A. Introduction and Project Orientation
B. Coordination with Village Staff
C. Point Factor Job Evaluation System
D. Position Description Questionnaires
E. Employee Interviews/Position Evaluations
F. Preparation of Job Descriptions
G. Salary Survey/Market Pricing
H. Fair Labor Standards Act Review
Interpretation of Salary Data
J. Development of Pay Grades and Salary Structure
K. Analysis of Post Maximum Recommendations and Programs
L. Compensation Methodology
M. Preparation of Report
N. Staff and Employee Orientation and Training
O. Communication/Coordination Summary
P. Implementation and Follow-up Assistance
8
A. INTRODUCTION AND PROJECT ORIENTATION
1. The Consultant will conduct initial meetings with the Village's management staff and
others. Cody & Associates, Inc. will discuss the current classification and pay plan,
philosophy of compensation and pay administration and other specific areas of the
project
2. Our staff will conduct meetings with supervisors and key employees to explain the
objectives and approach to the study (if desired).
3. Ali employees should be notified of the study by the Village requesting cooperation
and explaining the scope of the project
B. COORDINATION WITH STAFF
1. Cody & Associates, Inc. will meet with the Village's staff to clarify and finalize the
scope of work and timetable.
2. The Consultant will meet with the Village's staff to discuss the methodology to be
employed, and other project elements.
3. The Village's staff and the Consultant will discuss the benchmark positions and
appropriate tabor market to be surveyed during the study.
4. The present salary administration program will be reviewed during these meetings.
C. POINT FACTOR JOB EVALUATION SYSTEM
1. BASIC CONCEPTS
a. The Cody & Associates, Inc. Point Factor Job Evaluation System is a logical,
systematic and orderly method of gathering facts about jobs. It requires the
application of value judgments in a standardized and understandable way.
The objective is to Insure consistency and equity of results in evaluating jobs.
b. One purpose of this quantitative job evaluation system is to set the value of a
position by determining a numerical score for each job based on job -related
tasks, duties and conditions of work performed.
c. All jobs are evaluated by a trained technician by assigning points to each
factor using a set of job related factors.
d. These factors are recognized criteria used to measure knowledge and skill
requirements, supervision, responsibility for policy and methods, effect of
actions, personal contacts on the job, responsibility for records and reports,
and mental, physical and environmental demands.
e. A range of degree levels is possible within each factor. The higher points
correspond with higher degrees of difficulty and responsibility.
f. The job related factors represent what are professionally considered to be "of
value" In determining job worth.
g. This Point Factor Job Evaluation System is similar to job evaluation systems
9
used for many years In both the private and public sectors. The system used
by Cody & Associates, Inc. has been updates( to include state-of-the-art
technology and trends in comparable worth determination.
h. The major function of the Point Factor Job Evaluation System is to make
explicit which components of work are valued by the employer and to allow
for the quantitative measurement of these components. It assists in
justifying the policy of the employer with regard to pay and job value in an
orderly system.
D. POSITION DESCRIPTION QUESTIONNAIRES
1. Cody & Associates, Inc. will provide a Position Description Questionnaire (PDQ) to
be used in the job analysis and evaluation of positions specified in the RFP.
2. The Position Description Questionnaire will be submitted to and completed by alt of
the employees included in the study.
3. The PDQ will request employees to explain their position, duties, responsibilities and
related job data.
4. Questionnaires will also be completed for all proposed and/or vacant positions.
5. The employee -originated Position Description Questionnaires will be routed to the
supervisor of the employee for comments relating to the assigned job content of the
position.
6. Management and supervisory staff will be asked to make comments concerning the
duties of the position without discussing the abilities of the incumbent.
E. EMPLOYEE INTERVIEWS/POSiT tON EVALUATIONS
1. The objectives of the employee interviews will be to evaluate position duties,
responsibilities and functions. Job audits will be made to:
a. Determine the relationship and comparable worth of each position to others
in the Village's organizational structure.
b. Analyze the features of each position which distinguishes the levels of
difficulty and responsibility between it and other positions In the study.
c. Supplement job information not clear in the Position Description
Questionnaire.
d. Gain a more detailed understanding of the levels of responsibility in each
unit.
e. Receive input from incumbents regarding the type of work and scope of
duties assigned.
f. Receive information from the managers and supervisors about the relative
levels of difficulty of jobs under their supervision.
2. Each position will be evaluated either through a job audit, observation of work,
analysis of the PDQ, discussion with the supervisor, or a combination of these job
analysis methods.
3. Positions will be analyzed utilizing the Point Factor Job Evaluation System. Cody &
Associates, Inc. will evaluate each position based only on the job -related factors
required to perform the duties of the position.
4. The Consultant will develop the structure for the Classification Plan based on results
of the job analysis and evaluation (traditional or broad banding).
5. The Consultant will identify and relabel mis-labeled positions.
6. Out of place or misclassified positions will be identified and relocated.
7. Each position will be given a quantitative rating based upon our Point Factor Job
Evaluation System.
8. All positions will be tentatively allocated (assigned) by our staff to specific classes
based on the job analysis phase. The tentative allocation lists and job rankings (or
broad banding) will then be reviewed with the Village's staff and others. If a further
study of certain jobs or survey data is requested by the Village at this time, the
Consultant will accomplish this task within the scope of the study.
9. All changes in classifications and pay grades shall also include proposed conversion
methods for adopting the changes into the proposed system.
10. Conversion methods will include the financial costs to the Village of the various
placements and possible other problems associated with placements.
11. Recommendations will be developed regarding employees who are topped out in
their present classification.
F. PREPARATION OF JOB DESCRIPTIONS
1. The study shall insure that job descriptions match actual duties performed on the
job. The Consultant will insure that the minimum qualifications are job related,
nondiscriminatory and that the same standards of classifications are used across the
various departments.
2. All job descriptions affected by the classification review shall be updated. The
format will be designed with the Village's staff during the study.
3. The job descriptions will comply with all State and Federal guidelines, including the
Department of Labor, Health and Human Services, the Equal Opportunity
Commission Guidelines, and the Americans With Disabilities Act. The descriptions
will be job related, without false barriers for employment or promotion, and pertain
specifically to the tasks of the job. The minimum qualifications will be realistic and
defensible.
4. Drafts of the position descriptions will be submitted to the Village for review prior to
finalization. The consultant will also provide completed descriptions on a compatible
computer diskette (if desired).
G. SALARY SURVEY/MARKET PRICING
The objective of this survey will be to determine what must be provided in terms of salaries
11
in order to be competitive with other employers recruiting in your labor market.
1. The Consultant will select "benchmark" classes from the classification plan to be
utilized in the salary survey. These jobs will represent a cross-section of
occupations and pay levels within the pay system. The benchmarks will include
those occupations which can be accurately compared with other employers included
In the survey.
2. In cooperation with the Village's staff, the relevant labor market to be surveyed will
be identified. Some positions may be recruited in the local operating area and will
be surveyed in the region. Jobs, which are recruited on a statewide, regional or
national basis, will be identified and data collected from the appropriate employers.
3. Cody & Associates, Inc. will compile a list of salary survey participants. The
Consultant will organize any required mailing to statewide, regional, or national
employers, including the initial contact with participants and mailing of any survey
instrument utilized.
H. FAIR LABOR STANDARDS ACT REVIEW
The consultants will analyze each job using the test in the Fair Labor Standards Act to
determine which jobs are exempt or non-exempt from overtime compensation. The results
will be included in the over-all recommended pay plan.
1. INTERPRETA77ON OF SALARY DATA
This is the most important step in the salary schedule design. Since the Consultant has
conducted several similar studies for many similar agencies, Cody & Associates, Inc.
understands what jobs are comparable, regardless of titles assigned.
The Consultant will provide a report showing results of the salary data and various statistical
analysis of the information compiled.
J. DEVELOPMENT OF PAY GRADES AND SALARY STRUCTURE
1. Based on the job evaluation and analysis of the salary survey data, Cody &
Associates, Inc. will design a salary structure for all jobs. This step will transform the
data from the salary survey into specific salary ranges that progress in a regular
manner across all levels.
2. Salary compression and other pay related problems will be addressed during this
step. Recommendations will be developed to alleviate these conditions.
3. The Consultant will review the tentative salary ranges and pay grade assignments
with the Village's staff.
K. ANALYSIS OF POST MAXIMUM RECOAMOENDATIONS AND PROGRAMS
The consultant will recommend alternative methods/programs to deal with employees who
have reached the maximum of their pay range. This will aide the Village in the retention of
l2_
long term employees who are still productive and valuable to the organization.
L. :COMPENSATION METHODOLOGY
The consultant will review the methodology for calculating compensation including regular,
incentive, holiday, overtime pay, etc.
M. ANALYSIS/RECOMMENDATIONS - ORGANIZATIONAL STRUCTURE, STAFF
ALIGNMENT, AND REPORTING RELATIONS
As a result of the above work functions the Consultant will make appropriate
recommendations on organizational structure, staffing alignment, and reporting
relationships, if needed.
N PREPARATION OF REPORT
Cody & Associates, Inc. will prepare and present reports which will include all the details of
the project. A separate confidential report will be prepared for bargaining unit positions.
The final products will include:
1. Detailed discussion of the methodology used in the study and the ultimate findings
(Will be sent in a PDF file, combining Microsoft Word and Excel reports).
2. Recommendations including the Classification Plan and Salary Schedule (sent in
PDF, could also send the Excel spreadsheets).
3. Recommended Salary Plan.
4. Job Desaiptions. (Under separate cover)
5. Implementation methods and timetable.
O. STAFF AND EMPLOYEE ORIENTATION AND TRAINING
Staff of the Village will receive orientation and training by Cody & Associates, Inc. in the
following areas:
1. Methodology used in developing the classification system.
2. Job analysis techniques utilizing the Point Factor Job Evaluation System.
3. Principles of the proposed Compensation Plan and how to maintain it.
4. Cody & Associates, Inc. will also be on call during the year to assist further in this
process.
P. COMMUNICATION/COORDINATION SUMMARY
1. Cody & Associates, Inc. will attend a meeting of im management to explain the
objectives and approach to the study if desired by the Village.
2. Employees will be notified of the study and its scope, requesting cooperation.
3. Our staff will meet individually with all department directors and other management
staff to discuss their positions during the course of the Study.
4. Classifications will be interviewed as required in the RFP.
5. Input will be received from supervisors during the job analysis step.
13
6. Management staff will be fully informed of the study details.
7. At several points in the study, the Consultant will brief the staff on the progress of the
study.
8. Our company will personally present and explain a final report to the staff and assist
in communicating the findings and recommendations by working with the staff in
developing a written plan.
9. The Consultant will be available to attend an meetings as requested by the
Village during the course of the Study.
Q. IMPLEMENTATION AND FOLLOW-UP ASSISTANCE
1. Cody & Associates, Inc. will develop a complete implementation plan covering
various workable alternative and cost features.
2. Cody & Associates, Inc. will assist the Village during the implementation phase and
answer any questions that arise after completion of the project.
3. Cody & Associates, Inc. will have a staff member available to answer any questions
for a twelve (12) month period concerning recommendations resulting from the
project and provide continuing assistance during this period.
14
V
WORK SCHEDULE
1. INITIATION DATE
This Study could be initiated within five (5) days from your notification
to proceed.
2. COMPLETION DATES
This Study will be completed and submitted no later than August 13,
2013.
3. PROJECT TIMELINE:
a. Introduction and Classification Phase — From 6/17 to 7/5.
b. Compensation Phase — From 7/8 to 7/28.
c. Report Preparation Review and Presentation Phase — From
7/29 to 8/13
We can, however, modify our time period to fit the needs of the Village, if requested.
15
VI
REFERENCES
The following reference list is submitted by Cody & Associates, Inc. to represent some of
the clients where similar studies (classification/compensation) have been performed within
the past year. The Consultant invites you to contact any of the following clients to verify
our experience and quality of our work product.
MARTIN COUNTY BOCC
Garry Gierlicz, Administrative Services Division Administrator
2401 S.E. Monterey Rd, Stuart, FL 34996
ggiedicz[tmartin.fl.us
ORLANDO -ORANGE COUNTY EXPRESSWAY AUTHORITY
Laura Kelley, Deputy Executive Director
4974 ORL Tower Road, Orlando, FL 3280
Ke1lsyL@oocea com
FT. PIERCE UTILITIES AUTHORITY
Ed Cox, Human Resources Manager
206 S. 6th St, Ft. Pierce, FL 34950
ecoxitapua.com
CITY OF FERNANDINA BEACH
Robin Marley, HR Director
204 Ash Street, Fernandina Beach, FL 32034
rmarleyilfbfl.orq
CITY OF GULF BREEZE
Robin Marley, Human Resources Director
204 Ash St., Fernandina Beach, FL 32034
dszymansiClIoulibreezefl.gov
TOWN OF SURFSIDE
Mike Crotty, County Manager
9293 Harding Avenue, Surfside FL 33154
mcrottvatownofsurfsidefl.gov
CITY OF IMIAMI GARDENS
Taren Kinglee, Human Resources Director
1515 NW 167" St. Miami Gardens, FL 33189
tkinvieeemiarn igerdepa-fl gov
phone: (772) 221-1320
fax: (772) 223-4812
phone: (407)890-5000
fax: (407)690-5011
phone: (772)468-1600 x3268
fax (772)429-2035
phone: (904)277-7305
fax (904)321-5750
phone: (850)934-5106
fax: (850)934-5114
phone: (305) 861-4863
phone: (305) 622-8030
16
TOWN OF SOUTHWEST RANCHES
Sandy Luongo
13400 Giffin Rd, SVVR, FL 33330
sluonoo@aouthweetranches.org
Phone; (054) 343-7478
We are also completing similar studies for cities of Jacksonville Beach, Satellite Beach, and Atlantic
Beach
12
POSITION DESCRIPTION QUESTIONNAIRE
Cody & Associates, Inc.
MANAGEMENT CONSULTANTS
POSITION DESCRIPTION QUESTIONNAIRE
This form wiI provide you with the opportunity to describe the kind of work you presently perform. The information will be supplemented by
discussions with supervisors and in some cases by interviews with employees at work locations.
PART I: TO BE COMPLETED BY THE EMPLOYEE
1. NAME:
(First) (addle initial)
2. OFFICIAL JOB TITLE:
3. AGENCY NAME:
4. DEPARTMENT: 5. DIVISION:
S. IMMEDIATE SUPERVISOR:
(Name) (rniy
7. GENERAL DESCRIPTION: (summarize the Major Dudes of Your Job)
8. ESSENTIAL. JOB FUNCTIONS; (List only those fundamental job dudes and not those that are marginal or secondary. The dms
spent an each function should be expressed in peroentage or fractions of the week, month, or year.)
TIME 0E10
9. ESSENTIAL PHYSICAL SKILLS
TO PERFORM
DURING THE WORK
CHECK THE BLOCKS TO SHOW THE TYPES OF PHYSICAL SKILLS REQUIRED
ESSENTIAL JOB FUNCTIONS AND HOW FREQUENTLY THEY OCCUR
THE
WEEK.
CODE CONSTANT: More than 80% (614 hours or more per 8 hours per day.)
VERY FREQUENT: 51% - 79% (4'% - 6 hours per 8 hours day.)
FREQUENT: 21% - 50% (2'/s - 4 hours per 8 hours day.)
OCCASIONAL: 6°%- 20% (i — 2 hours per 8 hours day.)
RARELY: 0% - 5% (Less than 1 hour per 8 hours day.)
TYPES OF PHYSICAL SKILLS
CONSTANT
VERY
FREQUENTLY
FREQUENT
OCCASIONAL
RARELY
Heavy lifting (45 pounds and over)
Moderate ffiing115 to 44 pounds)
Light lifting (under 15 pounds)
Heavy carrying (45 pounds and
over)
Moderate carrying (15 to 44
pounds)
Light carrying (under 15pounds)
Reaching above shoulder
Use of Angers
Both hands required
CNmbing (use of legs and arms)
Climbing (legs only)
Good near vision
Good distant vision
Both eyes required
Depth perception
Distinguishing basic colas
Distinguishing shades of colors
Good hearing (with hearing aid)
Good hearing (without hearing aid)
Straight Pang
Pulling hand over hand
Pushing
Walking
Standing
Crawling
Kneeling
Bending
Balancing
Smelting
Staaging
Jumping
Running
Throwing
Driving (ears. smell vane, pldc-rpe. eta)
Driving/operating heavy equipment,
et.
OTHER (List belowt
10. ENVIRONMENTAL CONDITIONS
CHECK THE BLOCKS TO SHOW THE ENVIRONMENTAL CONDITIONS UNDER WHICH YOU PERFORM
THE ESSENTIAL JOB FUNCTIONS AND HOW FREQUENTLY THEY OCCUR DURING THE WORK WEEK.
CODE CONSTANT: More than 80% (6% hours or more per 8 hours per day.)
VERY FREQUENT: 51% - 79% (4% - 8 hours per 8 hours day.)
FREQUENT: 21%-50% (2%% - 4 hours per 8 hours day.)
OCCASIONAL: 6% - 20% (1- 2 hours per 8 hours day.)
RARELY: 4e%- 5% (Less than 1 hour per 8 hours day.)
TYPES OF
ENVIRONMENTAL CONDITIONS
CONSTANT
VERY
FREQUENTLY
FREQUENT
OCCASIONAL
RARELY
Works inside
works outside
In heat
in cold
In high humidity
In dampness orchiLrress
In dry conditions
In or with noisy conditions
In darkness — Where?
in or with dusty conditions
With SBca, Asbestos, etc.
With fumes or gases
Nth chemicals — What types?
With solvents —What types?
With grease or oils
With radiant energy
Wdr electrical energy
On slippery surfaces
On uneven surfaces
ki or with moving obiecte
In or with moving vehicles
On or with Iadderslecalfoking
At heights above ground level up
to feet
Below grounds level (caches,, twee etc.)
With feet, legs, or hands in water
With explosives
Nth vibrations
Working closely with others
Worldng alone
With poor fighting — Where?
With poor venttl68on — Where?
With odors —Where?
OTHER (Desalbe any other conditions not covered above in this block)
WORK HAZARDS:
SAFETY EQUIPMENT USED OR NEEDED:
11. OTHER JOB FUNCTIONS: (List all other job tasks which are not included In the Essential Job Function List Show the amount of time
spent on each function.)
TIME SPENT
1 I
1 1
1
1
1 1
1 1
1
1 1
12. Number of people you supervise? List name and titles. (If over 7, list title only.)
13. Scheduled hours worked per week? (Hours)
14. Machines/equipment used regularly in your work and average times daily.
EQUIPMENT
TIME
EQUIPMENT
EQUIPMENT
TIME
the forgoing statements en this form are complete and accurate to the but of my knowledge.
EMPLOYEE SIGNATURE; DATE:
PART II: TO BE COMPLETED BY THE SUPERVISOR
1. Indicate If you agree or disagree with the list of Essential Job Functions as stated by the employee. If you
disagree, explain why.
2. List any Essential Job Functions which may have been omitted by the employee. Indicate time spent on each
function.
3. Denote additions or modifications to the employee's statements relating to Essential Physical Skills and
Environmental Conditions and any other section completed by the employee.
4. List the Knowledge. Abilities and Skills needed to perform the Essential Job Functions of this positions:
Knowledge:
,Ibllltles:
S
5. State the minimum qualifications needed to perform the Essential Job Functions of this positions:
Education:
EtoperienCIE (Length In yews and type of)
licenses. Certifications. or Registrations:
SUPERVISOR: DATE:
Name Title
PART 11I: STATEMENT OF DEPARTMENT OR OTHER ADMINISTRATOR
SIGNATURE DATE:
JOB ANALYST NOTES AND COMMENTS: