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PR 23890: CONTRACT WITH EVERGREEN SOLUTIONS, LLC, COMPREHENSIVE CLASSIFICATION AND COMPENSATION STUDY
Energy City of Cis )4) nrt rthur Texas INTEROFFICE MEMORANDUM Office of Safety & Risk Management Date: November 25, 2024 To: Ron Burton, CPM, City Manager From: Trameka A. Williams, Director of Human Resources RE: A Resolution Authorizing the Execution of a Contract with Evergreen Solutions, LLC to Conduct a Comprehensive Classification and Compensation Study for the City of Port Arthur in an Amount Not to Exceed $64,500 Nature of the request: The City advertised proposals for a comprehensive classification and compensation study for the City of Port Arthur. The Purchasing Department advertised for said study on April 27 and May 4, 2024, and received two (2)proposals on May 29, 2024, during a bid opening process in the Council Chambers of City Hall at 3 pm. Staff Analysis, Considerations: City staff reviewed the two (2) proposals and scored each using the published evaluation criteria, found Evergreen Solutions, LLC of Tallahassee, Florida as possessing the highest ratings to perform the requested comprehensive classification and compensation study for the City of Port Arthur. Recommendation: I recommend approval of Proposed Resolution No. 23890 authorizing the City Manager to execute a contract with Evergreen Solutions, LLC to complete a comprehensive classification and compensation study for the City of Port Arthur. Budget Considerations: The funds will be available in the Human Resources Professional Services Account—001-11-025-5420-00-10-000. "Remember we are here to serve the Citizens of Port Arthur" P.R.No.23890 12/13/2024 evd/taw RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH EVERGREEN SOLUTIONS,LLC OF TALLAHASSEE,FLORIDA TO CONDUCT A COMPREHENSIVE CLASSIFICATION AND COMPENSATION STUDY FOR THE CITY OF PORT ARTHUR FOR AN AMOUNT NOT TO EXCEED $64,500(HUMAN RESOURCES PROFESSIONAL SERVICES FY 24-25 ACCOUNT 001-11-025-5420-00-10-000) WHEREAS,the City advertised for proposals for a comprehensive classification and compensation study for the City of Port Arthur; and, WHEREAS,the Purchasing Department advertised on April 27 and May 4,2024; and, WHEREAS,the City received two(2)proposals on May 29, 2024; and, WHEREAS,City Staff reviewed the two(2)proposals, as delineated in Exhibit"A" attached hereto; and, WHEREAS,City staff having reviewed such proposals and scoring each using the published evaluation criteria, finds Evergreen Solutions,LLC of Tallahassee,Florida has the highest rating(see Exhibit"A");and, WHEREAS Evergreen Solutions, LLC can perform the requested services for an amount not to exceed sixty-four thousand five hundred dollars($64,500)for the City. WHEREAS,on December 13,2024, Evergreen Solutions,LLC submitted a letter continuing to honor the bid price and assume the work schedule tentatively to begin January 2, 2025,and complete no later than June 30, 2025, as delineated in Exhibit"C". BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT,the facts and opinions in the preamble are true and correct; and THAT,the City Council of the City of Port Arthur hereby approves the contract to Evergreen Solutions, LLC of Tallahassee,Florida for a comprehensive classification and compensation study for the City of Port Arthur in an amount not to exceed Sixty-Four Thousand Five Hundred Dollars($64,500). THAT,the City Manager is hereby authorized to execute a contract with Evergreen Solutions,LLC of Tallahassee,Florida(attached as Exhibit"B")for a comprehensive classification and compensation study for the City of Port Arthur for an amount not to exceed $64,500, in substantially the same form as attached hereto as Exhibit'B';and THAT, funding is available in Human Resources Professional Services Account 001-11-025- 5420-00-10-000; and, THAT,a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ,ADOPTED AND APPROVED on this day of 2024 at a Regular Meeting of the City Council of the City of Port Arthur, Texas,by the following vote: AYES: Mayor: Councilmembers: NOES: Thurman Bill Bartie, Mayor ATTEST: Sherri Bellard City Secretary APPROVED AS TO FORM: Roxann Pais Cotroneo City Attorney APPROVED FOR ADMINISTRATION: Trameka A. Williams Director of Human Resources Ron , PM City Manager 4-4-Jecti, Lynda oswell Director of Finance A � r Clifton illiams, CPPB Purchasing Manager Exhibit "A" z =, ' y lir° '° al`' i i x c� , i, CD CC c _ d" N (A CZ g O CSC V CL E k. O E O V N t "' N O O O� o. Q = O O G ~ �• t N 00 M U r.+t. O [- O C ad �_ G,, Z". .a et a N E� cr.w u64 a 7A Cd v W V ct .� 7) d o at N p O O sr) s. E 3 � o a z .o 0 v Co Z �'c C of .. ' W ° c, czt El' 1 Zz v: V '" =i y e CITY OF PORT ARTHUR TEXAS Bid Tabulation Request for Proposals Comprehensive Classification and Compensation Study for the City of Port Arthur Opening: May 29, 2024 Bid Location: City Hall, 5th floor Council Chamber P24-036 Firm Name Location Evergreen Solutions, LLC. Tallahassee, Florida Gallagher Benefit Services, Inc. Rolling Meadows, IL YoCakida <S ywiom-Gor/idea& /7P/2024 Yolanda Scypion- oudeaux,Purchasing Assistant Date on City of ), *Pt.t rth u�_ Texas CITY OF PORT ARTHUR, TEXAS 444 4th Street Port Arthur, Texas 77641 REQUEST FOR PROPOSALS (RFP) COMPREHENSIVE CLASSIFICATION AND COMPENSATION STUDY Proposal Due Date: May 29, 2024 Bid Number P24-036 THURMAN BILL BARTIE,MAYOR RONALD BURTON TIFFANY HAMILTON,MAYOR PRO TEM .� CITY MANAGER Cityof _. COUNCIL MEMBERS: �� A` SHERRI BELLARD,TRMC WILLIE BAE LEWIS • ! CITY SECRETARY DONEANE BECKCOM HAROLD L.DOUCET,SR n r t r t h u _ VAL TIZENO THOMAS KINLAW III CITY ATTORNEY DONALD FRANK,SR. Texas APRIL 30,2024 REQUEST FOR PROPOSAL COMPREHENSIVE CLASSIFICATION AND COMPENSATION STUDY DEADLINE: Sealed Proposal submittals must be received and time stamped by 3:00 p.m., Central Standard Time,Wednesday, May 29,2024 (The clock located in the City Secretary's office will be the official time.) All proposals received will be read aloud at 3:15 p.m.on Wednesday,May 29,2024 in the City Council Chambers,City Hall, 5th Floor, Port Arthur,TX. You are invited to attend. MARK ENVELOPE:P24-036 DELIVERY ADDRESS: Please submit one(1) original and three (3) exact duplicate copies of your RFP&USB to: CITY OF PORT ARTHUR CITY OF PORT ARTHUR CITY SECRETARY or CITY SECRETARY P.O. BOX 1089 444 4TH STREET,4th Floor PORT ARTHUR,TEXAS 77641 PORT ARTHUR,TEXAS 77640 POINTS OF CONTACT: Questions concerning the Request for Proposal or Scope of Work should be directed in writing to: City of Port Arthur,TX Clifton Williams P.O. Box 1089 Port Arthur,TX 77641 clifton.williams(a�portarthurtx.gov Purchasing Division/Finance Department I Purchasing Manager,Clifton Williams P.O.Box 1089 1 444 4th Street 1 Port Arthur,Texas 77641 1409.983.8160 I Fax 409.983.8291 The-,enclosed Invitation to Proposal (RFP) and accompanying General Instructions, Conditions and Specifications are for your convenience in submitting proposals for the enclosed referenced services for 'the City•of Port Arthur. Proposals must be signed by a person having authority to bind the firm in a contract. Proposals shall be `; pladed in a sealed envelope, with the Vendor's name and address in the upper left-hand corner of the envelope. ALL'PROPOSALS MUST BE RECEIVED IN THE CITY SECRETARY'S OFFICE BEFORE 'OPENING DATE AND TIME. It is the sole responsibility of the firm to ensure that the sealed RFP �,, •` 'submittal arrives at the above location by specified deadline regardless of delivery method chosen by the - •firin.'..Fixed or electronically transmitted RFP submittals will not be accepted. Clifton Williams Purchasing Manager • 1' t t• ', r n • N. • • 5 , y Request for Proposals Comprehensive Classification and Compensation Study • TABLE OF CONTENTS DOCUMENT A: PERTINENT INFORMATION 4 1.0 EVENT SUMMARY 4 2.0 DEFINITIONS 5 3.0 PRE-PROPOSAL CONFERENCE• 5 4.0 INQUIRIES AND ADDENDA 6 DOCUMENT B—GENERAL CONDITIONS 7 1.0 RESERVATIONS 7 2.0 COMPETITON 7 3.0 PERIOD OF VALIDITY 7 4.0 GOVERNING LAW 8 5.0 NON-WAIVER 8 6.0 COMPLIANCE WITH LAWS 8 7.0 HOLD HARMLESS/INDEMNIFICATION 9 8.0 TERMINATION 9 9.0 TEXAS REGISTRATION 10 10.0 AVAILABILITY OF FUNDS 10 11.0 INTEGRATION AND MODIFICATION 10 12.0 NON-ASSIGNMENT OF CONTRACT 10 13.0 RESPONSIBILITY 10 14.0 AFFIDAVIT 10 15.0 PUBLIC INFORMATION/PROPRIETARY/CONFIDENTIAL INFORMATION 11 16.0 CONTRACT SERVICES AGREEMENT 11 17.0 AWARD NOTIFICATION 11 DOCUMENT C—SPECIAL CONDITIONS 12 1.0 CONTRACTOR'S QUALIFICATIONS 12 2.0 AWARD 12 3.0 AGREEMENT PERIOD 12 4.0 INSURANCE REQUIREMENTS 12 5.0 DEFAULT 12 6.0 REFERENCES 12 7.0 ADDITIONS/DELETIONS 13 Page 2 of 55 Request for Proposals Comprehensive Classification and Compensation Study DOCUMENT D—SPECIFICATIONS 14 1.0 BACKGROUND 14 ' 2.0 OBJECTIVES 15 3.0 OVERSIGHT 15 4.0 STATEMENT OF WORK 15 DOCUMENT E—EVALUATION OF OFFERS 23 1.0 EVALUATION ... 23 2.0 CRITERIA 23 3.0 PRESENTATION AND INTERVIEW: 24 4.0 NEGOTIATIONS 25 5.0 CONTACT 25 DOCUMENT F—SUBMISSION REQUIREMENTS 26 1.0 MAILING/DELIVERY 26 2.0 PROPOSAL OPENING 26 3.0 INSTRUCTIONS 26 4.0 SUBMISSION OF PROPOSAL DOCUMENTS 27 5.0 ELECTRONIC AND HARD COPIES 28 ATTACHMENT 1 —AGREEMENT 29 COMPREHENSIVE CLASSIFICATION AND COMPENSATION STUDY 29 ATTACHMENT 2—TECHNICAL PROPOSAL SIGNATURE PAGE 47 ATTACHMENT 3—ACKNOWLEDGEMENT OF ADDENDA 48 ATTACHMENT 4-CONTRACTOR'S REFERENCE INFORMATION 49 ATTACHMENT 5—AFFIDAVIT 50 ATTACHMENT 6—TWO (2) CERTIFICATIONS OF COMPLIANCE 51 ATTACHMENT 7—INSURANCE REQUIREMENTS 52 ATTACHMENT 8—PRICE PROPOSAL COVER PAGE 54 IMPORTANT:ADVISE THE DEPARTMENT OF PROCUREMENT AND CONTRACTING IMMEDIATELY IF ANY OF THE ABOVE DOCUMENTS ARE NOT ENCLOSED Page 3 of 55 Request for Proposals Comprehensive Classification and Compensation Study DOCUMENT A: PERTINENT INFORMATION 1.0 EVENT SUMMARY: RFP: RFP P24-037, Comprehensive Classification and Compensation Study Issue Date: April 29, 2024 Buyer. Clifton Williams Clfton.williams@portarthurtx,gov 409-983-8160 Pre-Proposal Date*: May 7, 2024,at 10:00 a.m. Pre-Proposal Conference Call: Email Clifton.williams@portarthurtx.gov to receive invite.On Subject Line state Comprehensive Plan Pre-Bid Pre-Proposal Location City of Port Arthur Council Chamber and Registration City Hall, Fifth Floor 444 4th Street, Port Arthur,Texas 77640 Presentations: Contractors selected for presentations will be notified on or before June 7, 2024 Questions Due Questions due no later than 1:00 PM on May 20,2024. and to Whom: Submit questions to Buyer. RFP Due**: Before 3:00PM on May 29, 2024 Mail/Deliver City of Port Arthur Proposals to City Secretary Office the Issuing Office: 444 4th Street Port Arthur,Texas 77640 409-983-8115 Note:TECHNICAL AND PRICE PROPOSALS SHALL BE PLACED IN SEPARATE SEALED ENVELOPES. Note:THE CITY ASSUMES NO LIABILITY FOR MAILED RESPONSES.All proposals received after the opening time shall be rejected and returned unopened to the Contractor. Agreement Term: 180 Days with two six-month renewal options * Be advised: If City administrative offices have been officially closed for any reason, the Pre-Proposal Conference will be rescheduled via Addenda posted on the website the morning after the closing event. ** Be advised: In the event that City administrative offices are closed or delayed on the date that submissions are due,the solicitation will be opened the next business day at the same time indicated in the Event Summary section at the front of this document. Page 4 of 55 Request for Proposals Comprehensive Classification and Compensation Study 2.0 DEFINITIONS: 2.1 Addenda — Formal alteration of a solicitation or Agreement in writing (When applicable, Addenda are available on the Department of Procurement & Contracting website.) 2.2 Agreement — The Request for Proposal Documents and any addenda, the Contractor's response to this solicitation, and subsequent Purchase Orders 2.3 Alternate Proposals—A second proposal for a single item that intentionally offers a substitute product or service that varies from the stated specifications 2.4 Buyer—The City's Department of Procurement & Contracting Representative for the solicitation and/or the resulting Agreement 2.5 Comparable Jurisdictions—A City-approved list of jurisdictions that will be utilized for comparison purposes 2.6 Contractor—Any offeror; most often the successful offeror 2.7 City—Jefferson City,Texas 2.8 Designee—Specifically appointed alternate signatory or decision maker 2.9 DHR—Department of Human Resources 2.10 DP—The Division of Purchasing 2.11 ELSA— Fair Labor Standards Act 2.12 Interested Party—An actual or prospective offeror or Contractor that may be interested in the award of a contract 2.13 Issuing Office—The Division of Purchasing,444 4`h Street, Port Arthur,Texas 77640 2.14 Offeror—Any entity that submits a response to this solicitation 2.15 Project Timeline—A City-approved timeline of due dates for all tasks required and the City personnel necessary to assist 2.16 Proposal—All information submitted by the Contractor in response to this solicitation 2.17 Purchase Order—The document by which the Contractor receives formal notification to perform work or deliver goods 2.18 Request for Proposals (REP)—All documents identified in the Table of Contents, including any addenda 2.19 Starting Pay Guidelines—A spreadsheet provided by the awarded Contractor detailing all positions required by DHR and the recommended starting salaries 2.20 Solicitation—The Request for Proposal 2.21 User Agency—City division,department, or office for which goods and/or services are being purchased 3.0 PRE-PROPOSAL CONFERENCE: 3.1 A Pre-Proposal Conference will be held to discuss objectives and answer questions relating to this solicitation. Contractor's attendance is not required but is strongly encouraged. Additionally, attendance may facilitate the Contractor's understanding of the requirements. Page 5 of 55 Request for Proposals Comprehensive Classification and Compensation Study 3.2 It is recommended that Contractors read the solicitation prior to attending the conference and bring a copy to the conference. 3.3 In order to ensure adequate seating at the pre-proposal conference,please confirm attendance by emailing the Buyer and referencing this solicitation and number. 3.4 If there is a need for language interpretation and/or other special accommodations, please advise the Buyer via email so that reasonable efforts may be made to provide special accommodations. 3.5 CONFERENCE CALL LINE:In lieu of in-person participation, Contractors wishing to listen via telephone may call 866-818-0460, participant login 7070570#,at the time of the Pre-Proposal Conference and they will be conferenced into the meeting. 3.6 If City administrative offices have been officially closed or delayed for any reason, the Pre-Proposal Conference will be rescheduled via Addenda posted on the website the morning after the closing event. 4.0 INQUIRIES AND ADDENDA: 4.1 The Buyer in DP is the sole point of contact for this solicitation. Questions concerning this solicitation must be addressed in writing to the Buyer and delivered no later than 10 days in advance of the solicitation's due date. 4.2 Addenda to solicitations often occur prior to the proposal opening, sometimes within a few hours of the opening. It is the potential Contractor's responsibility to visit the City of Port Arthur website at https://www.portarthurtx.gov/bids.aspx to obtain Addenda. Page 6 of 55 Request for Proposals Comprehensive Classification and Compensation Study DOCUMENT B—GENERAL CONDITIONS 1.0 RESERVATIONS: 1.1 The City reserves the right to reject any or all proposals or parts of proposals when, in City's reasoned judgment,the public interest will be served thereby. 1.2 The City may waive formalities or technicalities in proposals as the interest of the City may require. 1.3 The City reserves the right to increase or decrease the quantities to be purchased at the prices offered. The quantity intended to be purchased and the period and percentage amount of any such reservation will be stated in the solicitation. 1.4 The City reserves the right to award contracts or place orders on a lump sum or individual item basis, or such combination as shall, in City 's judgment, be in the best interest of the City. 1.5 The City maywaive minor differences in specifications provided these differences do not violate the specification intent nor materially affect the operation for which the item or items are being purchased,nor increase the estimated cost of maintenance and repair to the City. 1.6 The City may reject any proposal which shows any omission,irregularity,alteration of forms, additions not called for, conditional or unconditional unresponsiveness, or proposals obviously unbalanced. 1.7 Responsibility and responsiveness of any Contractor's proposal will be determined at the sole discretion of the City. 2.0 COMPETITON: 2.1 A Contractor may offer only one price on each item though it may have two or more types that meet specifications. Contractors must determine for themselves which to offer. Submission by a single Contractor of more than one price for a single item shall be sufficient cause for rejection of all prices for that item submitted by the Contractor. 2.2 All proposals must be accompanied by descriptive literature as may be called for by the specifications or proposal. Specifications provided are based on City needs and uses, estimated costs of operation and maintenance, and other significant and/or limiting factors to meet City requirements and shall be consistent with City policies.Minimum specifications,and maximum specifications,where included,are not established arbitrarily to limit competition or to exclude otherwise competitive Contractors. 3.0 PERIOD OF VALIDITY: Unless otherwise specified,all formal proposals submitted shall be irrevocable for 120 days following the proposal opening date, unless the Contractor agrees to an extension. Proposals may not be withdrawn during this period. Page 7 of 55 Request for Proposals Comprehensive Classification and Compensation Study 4.0 GOVERNING LAW: 4.1 This contract shall be governed by and construed in accordance with the laws of the State of Texas without regard to any choice of law principles that would dictate the laws of any other jurisdiction. The parties agree that the exclusive venue for any and all actions related hereto shall be the appropriate Federal or State court located within the State of Texas. 4.2 The laws of the State of Texas and Jefferson City shall govern the resolution of any issue arising in connection with the contract, including, but not limited to, all questions on the validity of the contract,the capacity of the parties to enter therein, any modification or amendment thereto, and the rights and obligations of the parties hereunder. 5.0 NON-WAIVER: Any waiver of any breach of covenants herein contained to be kept and performed by the Contractor shall not be deemed or considered as a continuing waiver and shall not operate to bar or prevent the City from declaring a forfeiture for any succeeding breach either of the same condition of covenant or otherwise. 6.0 COMPLIANCE WITH LAWS: 6.1 If awarded a contract, the Contractor hereby represents and warrants that it: 6.1.1 Is qualified to do business in the State of Texas and that it will take such action as, from time-to-time hereafter, may be necessary to remain so qualified. 6.1.2 Is not in arrears with respect to the payment of any monies due and owing the City,or any department or agency thereof,including,but not limited to, the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of the contract. 6.1.3 Shall comply with all federal, state, and local laws, ordinances, and legally enforceable rules and regulations applicable to its activities and obligations under the contract. 6.1.4 Shall eschew any and all forms of employment discrimination and promote equal opportunity in hiring practices as well as the selection of subcontractors for use in any of its projects. 6.1.5 Shall procure, at its expense, all licenses, permits, insurance, and governmental approvals, if any, necessary to the performance of its obligations under the contract;and 6.1.6 Agrees that the facts and matters set forth hereafter in the contract and made a part hereof are true and correct. 6.2 In addition to any other remedy available to the City, breach of any of the paragraphs of this clause shall, at the election of the City, be grounds for termination. Failure of the City to terminate the contract shall not be considered or construed as a.waiver of such breach nor as a waiver of any rights or remedies granted or available to the City. • Page 8 of 55 Request for Proposals Comprehensive Classification and Compensation Study 7.0 HOLD HARMLESS/INDEMNIFICATION: 7.1 The Contractor shall indemnify and hold the City harmless from and against all liability and expenses, including reasonable attorney's fees, howsoever arising or incurred, alleging damage to property or injury to, or death of, any person arising out of or attributable to the Contractor's performance of the contract awarded, provided that the Contractor shall not be responsible for acts of negligence or willful misconduct committed by the City, its employees,agents and officials. 7.2 Any property or work to be provided by the Contractor under this contract will remain at the Contractor's risk until written acceptance by the City; and the Contractor will replace, at Contractor's expense, all property or work damaged or destroyed by any cause whatsoever. 8.0 TERMINATION: 8.1 Termination Prior to Expiration of Term: The City reserves the right to terminate the resulting Agreement at any time, with or without cause, upon thirty (30) days' written notice to Contractor, except that where termination is due to the fault of the Contractor, the period of notice may be such shorter time as may be determined by the Contract Officer. Upon receipt of any notice of termination, Contractor shall immediately cease all services hereunder except such as may be specifically approved by the Contract Officer. The Contractor shall be entitled to compensation for all services rendered prior to the effective date of the notice of termination and for any services authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract Officer. In the event of termination without cause pursuant to this provision,the City need not provide the Contractor with the opportunity to cure. 8.2 Termination for Default: If termination is due to the failure of the Contractor to fulfill its obligations under this Agreement, City may take over the work and prosecute the same to completion by contract or otherwise, and the Contractor shall be liable to the extent that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated(provided that the City shall use reasonable efforts to mitigate such damages),and City may withhold any payments to the Contractor for the purpose of set-off or partial payment of the amounts owed the City as previously stated. 8.3 Termination for Non-appropriation: If the City or other funding source fails to appropriate funds or if funds are not otherwise made available for continued performance for any fiscal period or part thereof of the resulting Agreement, the Agreement shall be cancelled automatically as of the beginning of the fiscal year or part thereof for which funds were not appropriated or otherwise made available; provided, however, that this will not affect either the City's rights or the Contractor's rights under any termination clause in this Agreement. The effect of termination of the Agreement hereunder will be to discharge both the Contractor and the City from future performance of the Contract,but not from their rights Page 9of55 Request for Proposals Comprehensive Classification and Compensation Study and obligations existing at the time of termination. The Contractor shall be reimbursed for the reasonable value of any non-recurring costs incurred but not amortized in the price of the Agreement. The City shall make a good faith effort to notify the Contractor as soon as it has knowledge that funds may not be available for the continuation of this Agreement for each succeeding fiscal period or part thereof beyond the first fiscal year. 9.0 TEXAS REGISTRATION: Contractors must be registered to do business in, and must be in good standing with,the State of Texas.Contractors not registered must obtain registration information from the Texas Department of Assessments and Taxation website at: http://dat.Texas.gov or by calling 410-767-1184 or Toll Free 888-246-5941. 10.0 AVAILABILITY OF FUNDS: The contractual obligation of the City under this contract is contingent upon the availability of appropriated funds from which payment for this contract can be made. 11.0 INTEGRATION AND MODIFICATION:These proposal documents, Contractor's response to this solicitation,and subsequent purchase order(s)to the successful Contractor contain the entire understanding between the parties and any additions or modifications hereto may only be made in writing executed by both parties. 12.0 NON-ASSIGNMENT OF CONTRACT:Neither the City nor the Contractor shall assign,sublet, or transfer its interest or obligations under the resulting contract to any third party,without the written consent of the other. Nothing here shall be construed to create any personal or individual liability upon any employee,officer,or elected official of the City, nor shall the resulting contract be construed to create any rights hereunder in any person or entity other than the parties to this contract. 13.0 RESPONSIBILITY: The Contractor has the burden of demonstrating affirmatively its responsibility in connection with this solicitation. A debarred Contractor or one with documented poor performance or one with questionable reputation, integrity or key personnel as solely determined by the City , may automatically be considered non- responsible in connection with this solicitation. At the sole discretion of the City, a Contractor that has previously failed to perform properly, has failed to timely complete contracts of a similar nature, has failed to complete contracts of a similar nature within budget or with an unreasonable quantity of change orders, or one that investigation reveals is unable to perform the requirements of the contract may be excluded from consideration for award. DP may request that a Contractor provide documentation necessary for the determination of responsibility. Failure of a Contractor to provide the required documentation may exclude it from further consideration. Final determination of responsibility is determined at the sole discretion of the City. 14.0 AFFIDAVIT: The attached affidavit is provided to facilitate compliance with the applicable law and is to be completed and returned with response. Page 10 of SS Request for Proposals Comprehensive Classification and Compensation Study 15.0 PUBLIC INFORMATION/PROPRIETARY/CONFIDENTIAL INFORMATION: 15.1 The City operates under the public information law,which permits access to most records and documents. 15.2 Proposals will be available for public inspection after the award announcement, except to the extent that a Contractor designates trade secrets or other proprietary data to be confidential. Material designated as confidential must be readily separable from the remainder of the proposal to facilitate public inspection of the non-confidential portion of the proposal.A Contractor's designation of material as confidential will not necessarily be conclusive, and the Contractor may be required to provide justification why such material should not be disclosed, on request, under the Texas Public Information Act,General Provisions Article, Sections 4-101 through 4-601 of the Annotated Code of Texas. 16.0 CONTRACT SERVICES AGREEMENT: The Contractor shall execute a Contract Services Agreement and include it in their proposal response.No Exceptions to the City's standard Agreement will be considered for this proposal. The Contractor's submission of an executed Agreement with their proposal response in no way obligates the City to purchase. Failure to submit an executed Agreement will nullify Contractor's response. Page 11 of 55 Request for Proposals Comprehensive Classification and Compensation Study DOCUMENT C— SPECIAL CONDITIONS 1.0 CONTRACTOR'S QUALIFICATIONS: 1.1 Contractors must be engaged in the provision of classification and compensation studies and the creation of comprehensive reporting and advisement on such matters. 1.2 Contractors shall have been actively engaged in this field for a minimum of five years. 1.3 Contractors shall have significant work experience with governmental jurisdictions. 1.4 The City reserves the right to investigate the Contractor's background and previous projects to ensure that the Contractor has the qualifications necessary to perform and complete the tasks defined herein. 2.0 AWARD: The City intends to award the responsive and responsible Contractor whose proposal represents the best value to the City. Responsibility and responsiveness are determined at the sole discretion of the City. 3.0 AGREEMENT PERIOD:The contract period shall be for 180 days from the date of award with the option of two six-month renewals. 4.0 INSURANCE REQUIREMENTS:The Contractor shall be required to provide the insurance as outlined in the Attachment. All documentation of insurance shall be submitted prior to contract start date.In the event that the necessary insurance cannot be obtained,the City reserves the right to revoke the contract award and award to anotherfirm. 5.0 DEFAULT: Upon non-performance or violation of the contract terms,the Contractor will be given one chance,via written communication,to correct deficiencies. Failure to correct the deficiencies stated in the written communication will be cause for the contract to be cancelled or annulled by Jefferson City,Texas whole by written notice of default to the Contractor. An award may then be made to the next low Contractor. In either event, the defaulting Contractor for its surety)shall be liable to the City for costs to the City in excess of the defaulted contract prices.Failure of the Contractor to deliver services within the time stipulated on its proposal,unless extended in writing by the City shall constitute contract default. In the event that a Contractor exempted from posting a Bid or Performance Guarantee fails to execute and perform any contract awarded to it, it shall forfeit the right to respond on any future City contract for a period of time determined by the City and it shall be liable for any costs incurred by the City as a result of its default. 6.0 REFERENCES: References will be verified by the Buyer and the results utilized as part of the determination of a Contractor's responsibility. Any negativity or uncertainty expressed by . references may be used to exclude the Contractor from further consideration for award Page 12 of 55 Request for Proposals Comprehensive Classification and Compensation Study at the sole discretion of the City. It is in the best interest of the Contractor to CONTACT THE REFERENCES IN ADVANCE to ensure that they are aware that they are being utilized as a reference for this solicitation. Contractors may not use the City as a reference. Any work history the Contractor has with the City will automatically be utilized as part of the evaluation process. 7.0 ADDITIONS/DELETIONS:The City,at its option, may add or delete like or related services or sites as needed at the sole discretion of the City. All specifications and requirements of this solicitation will apply to any additions made during the contract term. Page 13 of 55 Request for Proposals Comprehensive Classification and Compensation Study DOCUMENT D—SPECIFICATIONS 1.0 BACKGROUND: 1.1 Port Arthur, Texas, the official "Cajun Capital of Texas" is located in Jefferson City in the southeast region of the state adjacent to the Texas/Louisiana border.Its 2020 Census population was 56,000+, an increase from the 2010 Census. The City features an ethnically and socio-economically diverse population. 1.2 Port Arthur founded in 1898 celebrated its "Quasquicentennial" or 125th birthday in 2023 with a yearlong series of community events. 1.3 Port Arthur boasts a significant presence in the petrochemical world providing a significant portion of the nation's refined goods as well as being home to the largest refineries in the world and a growing LNG presence. 1.4 The Port of Port Arthur continues to expand and currently provides 1.5 The City of Port Arthur is a full-service city providing police, fire, water and wastewater, drainage, streets, garbage and trash, and landfill services operating under the Council-Manager form of governance. 1.6 The City of Port Arthur employs a total of 714 FTEs; however, this RFP does not include sworn (civil service) police and fire as these employees are covered by collective bargaining agreements. 1.7 The City of Port Arthur has a general operating budget of 1.8 The existing wage and compensation plan covers all non-civil service personnel and is an integral part of the City's Personnel Policy which covers all except where specifically accepted. 1.9 The current wage and compensation plan was implemented circa 1985. It was a completely new wage and compensation plan featuring the development of revised job descriptions for all positions and the placement of all positions within appropriate range/step. It also provided a mechanism for the calculation of range/step for new positions as well as for positions which experience a change in job factors. 1.10 The wage and compensation plan provides an internal mechanism for an annual analysis of the plan's market parity via the Benchmark Survey which is overseen by the Department of Human Resources. 1.11 In addition to the Benchmark Survey adjustments to the Plan via an independent study conducted by professional vendor was done 1.12 The Department of Human Resources is full-service overseeing all aspects of human resources management including, but not limited to: hiring, recruitment, compensation, talent management,health and property insurance,civil service. Page 14 of 55 Request for Proposals ive Classification and Compensation Study pe 1.13 The purpose of this wage and compensation RFP is to obtain cost estimates for wage and compensation analysis of the City of Port Arthur's Wage and Compensation as follows: 1. Wage analysis of non-civil service positions, ranges, and steps to determine current market comparability and placement accuracy. 2. Construction of a new wage and compensation plan for all non-civil service positions using the Position Description Questionnaire (PDQ) or similar tool. 3.Cost if a vendor is selected to do both items 1.14 RFP respondents would be expected to provide projected timelines for each element in item 13. 1.15 RFP respondents would be expected to provide for full integration of the presented plan with Tyler Munis 1.16 The point of contact and site director for this project will be the Director of Human Resources. • Page 15 of 55 Request for Proposals Comprehensive Classification and Compensation Study 2.0 OBJECTIVES:The City objectives are to... 2.1 Attract and retain qualified employees. 2.2 Ensure positions performing similar work with essentially the same level of complexity, responsibility, and knowledge, skills, and abilities are classified together. 2.3 Provide salaries commensurate with assigned duties considering span of control, complexity and autonomy. 2.4 Link compensation to performance reviews in line with best practices. 2.5 Clearly outline promotional opportunities and provide recognizable compensation growth. 2.6 Provide justifiable pay differential between individual classes;and 2.7 Maintain a competitive position with other comparable government entities and private employers within the same geographic areas. 3.0 OVERSIGHT: All work will be performed under the guidance of the Director of DHR and the DHR Administrator.The City Administration, Division Directors, Department Directors and key personnel will be involved at the discretion of the Director of DHR. The City will electronically provide information on all pay ranges, job classifications and any other available information requested by the awarded Contractor that may be required to complete the work.All reporting shall be approved by DHR prior to release or finalization and submittal for payment. - 4.0 STATEMENT OF WORK: 4.1 The awarded Contractor will be required to... 1. Establish a Project Timeline which shall include a list of activities and phases for each project with the Director of DHR. The Project Timeline shall assign submission dates for each deliverable as well as a list of City personnel necessary to complete the tasks.This shall be altered only with the approval of DHR. 2. Provide frequent updates both scheduled and upon request to the Director of DHR. 3. Meet with Division Directors and Department Directors at the beginning of the process to explain the studies and the processes to be used and get their input on processes. 4. Provide a list of Comparable Jurisdictions to be utilized in the studies and reporting. This list shall take into consideration size,location,and services to the locale.This list shall be presented to DHR for approval before being utilized. 5. Prior to finalization of reporting, present draft to Division Directors and Department Directors for feedback and buy-in, 6. Presentation and explanation of the complete findings of any study may require a presentation to elected officials and may also require one public Page 16 of 55 Request for Proposals Comprehensive Classification and Compensation Study presentation to elected officials at the sole discretion of the Director of DHR. The cost of attending and presenting shall be included in the pricing; however, travel costs may be approved by the City prior to scheduling. 7. Provide a complete Classification Study as defined in 4.2. 8. Provide a complete Compensation Study as defined in 4.3. 9. Provide a complete Benefits Study as defined in 4.4. 10. Provide a complete Performance Evaluation Study as defined in 4.5. 11. Provide Best Practices Recommendations, Merit System Recommendations and Quarterly Reporting Procedures as defined in 4.6. 4.2 CLASSIFICATION STUDY: In order to accomplish the classification study, the awarded Contractor shall conduct a comprehensive evaluation to accomplish the following at a minimum,provide an electronic classification system and training for DHR staff on its upkeep and maintenance. 1. Meet with DHR to discuss the steps involved and personnel required as well to establish a Project Timeline and Comparable Jurisdictions. 2. Conduct interviews and/or job audits as appropriate. Interviews and/or job audits may be conducted individually or in groups based upon classification. 3. Job Description Evaluation Deliverable: Provide a comprehensive evaluation of every job description for the establishment of pay ranges. 4. Hierarchical Recommendations Deliverable: Provide hierarchical recommendations to review all current job classifications, confirm, and recommend changes to hierarchical order of jobs. 5. Class Specification Updating Recommendations Deliverable:Update class specifications to uniformly reflect the distinguishing characteristics, essential job duties,span of control,upward opportunity,complexity and autonomy, minimum qualifications (education/experience and knowledge/skills/abilities), working conditions (physical demands, work environment, and travel requirements), and certification/licenses/registrations requirements for classification as needed. 6. Identify Job Titles Deliverable: Identify any job title name changes as well as the following: Officials and Administrators, Professionals,Technicians, Paraprofessionals, Administrative Support, Skilled Craft Workers, and Service employees, including FLSA status (exempt/non-exempt). These identifications should be according to both City job title and actual level of responsibility. 7. Appropriate Status Recommendations Deliverable:Identify at-will versus merit job titles and provide a recommendation of the most appropriate status for each job title. 8. If required by DHR, present proposed recommendations to DHR and potentially additional City Administrators at the discretion of DHR for review prior to making any final classification determinations. Page 17 of 55 Request for Proposals Comprehensive Classification and Compensation Study 9. Class Specification Deliverable: Finalize class specifications and recommend appropriate classification for each employee and job title, including correction of identified discrepancies between existing and proposed classifications. 10. Career Ladder Deliverable: Identify career ladders/promotional opportunities as deemed appropriate for each job family. 11. Best Practice Re-Classification Deliverable: Review the current reclassification process and note both positives and negatives and recommend best practices. 12. Implementation Deliverable: Submit recommendations for appropriate implementation measures that DHR might be required to undertake in order to implement any new class specifications. 13. Classification System Deliverable: Provide an electronic classification system that can be administered by DHR in Excel or another approved alternative. The Contractor's final recommendation for a classification system for use in the City shall comply with the following: 4.2.13.1 The system shall meet all legal requirements for the state of Texas. 4.2.13.2 The system shall be totally nondiscriminatory and provide for compliance with all pertinent federal, state, and local requirements (e.g.,ADA, FLSA, EEO,etc.). 4.2.13.3 The system must be easy for DHR to administer,maintain,and defend. 4.2.13.4 The system shall accommodate organizational changes and growth. 4.2.13.5 The system shall be based on sound compensation principles in which internal and external equity are considered within the pay structure, as well as the concepts of equal pay for equal work, equal pay for similar work, and equal pay for comparable work. 4.2.13.6 The system shall provide for new positions to be incorporated into the classification plan, as well as regular adjustments to maintain the competitiveness of the plan. 14. Maintenance System Deliverable: Provide a straightforward, easily understood, maintenance system that DHR will use to keep the classification system current and equitable. Maintenance should include annual activities as well as the process to be used in the review of the classification of individual jobs,as needed. Also,recommend a frequency by which this should occur. 15. Final Report Deliverable: A draft report shall be submitted to DHR for approval and shall contain at a minimum,all deliverables listed. This draft shall contain recommendations for immediate actions, intermediate actions that the City may take with cost estimates, and shall provide - options, as well as long term actions and cost estimates that may be Page 18 of 55 Request for Proposals 9 P Comprehensive Classification and Compensation Study available.Only upon approval of the draft may a final report be submitted. 16. The final study shall be a report containing details of all elements contained in 4.2,how they were achieved,and the recommendations in a section unto itself.This report shall be approved by DHR prior to acceptance. 17. Conduct a comprehensive training program for DHR to ensure that changes and explanations of positions are easily understood and explained in order to administer the new system in thefuture. 18. If required by DHR, conduct a comprehensive training program for Divisions and Departments to ensure that changes are understood and easily explainable. 4.3 COMPENSATION STUDY:The awarded Contractor shall perform the following at a minimum: 1. Meet with DHR to discuss the steps involved and personnel required as well to establish a Project Timeline and Comparable Jurisdictions. Recommend comparable labor markets, including both private and public sector employers for compensation comparisons. 2. Review the current compensation plans and understand current challenges in recruiting and retaining employees. 3. Recommended Strategies Deliverable: Review current compensation methodology and propose recommended strategies for the City potentially linking performance to compensation.The City is interested in any recommendations that may include a performance review that includes an individualized and position-oriented increase in salary as a structure within the performance appraisal system. 4. Market Position Deliverable: Recommend and identify a consistent and competitive market position that the City can strive to maintain. 5. Salary Range Deliverable: Recommend appropriate salary range for each job based on the Classification Study as defined in 4.2,the compensation comparisons completed in 4.3.3, the internal and external relationships required of the job,and internal equity for both the Division and the City. 6. Salary Structure Recommendation Deliverable: Prepare a new salary structure based on the results of the survey and best practices. 7. New Pay Policy Recommendation Deliverable:Review all current pay(e.g., re-class, promotional, incentive based/upgrade, demotions, annual increments, acting capacity, etc.) and provide suitable recommendations for changes to and new pay policies based on Comparable Jurisdictions. 8. Starting Pay Deliverable: Develop Starting Pay Guidelines to assist DHR with determining the starting pay for new employees based on knowledge and experience above the minimum requirements of the position, how difficult the position is to fill, and market competitiveness. 9. Pay Incentives Recommendation Deliverable: Provide recommendations regarding sign-on bonuses, annual increments, retention/ Page 19 of 55 Request for Proposals Comprehensive Classification and Compensation Study bonuses/policies, longevity increases, and other incentives that may be offered. Research incentives offered by Comparable Jurisdictions and provided recommendations for similar incentives by job title and timeline. Also make recommendations and provide implementation strategies related to other key compensation practices based on market demands, skill pay, special assignment pay, certification pay, bilingual pay, and promotional pay. 10. Merit System Recommendations: Contractor shall provide a report detailing annual merit increment percentages or amounts to include high, low,and averages for such Citywide increases based on best practices and comparable jurisdictions. Based on best practices and comparable jurisdictions,the contractor should recommend the amount of an annual merit increment which may or may not include cost of living adjustments and inflationary adjustments, and if necessary, redefine the merit increment based on best practices.Also,the Contractor shall compare the current merit increment system to one wherein Division Directors may receive merit funding and assign it to employees based on performance. 11. Pay Compression Deliverable: Identify potential pay compression issues and provide potential solutions. Provide recommendations for implementation. 12. Compensation Inequities Deliverable: Identify any extreme current individual or group compensation inequities and provide a recommended corrective action plan and process to remedy these situations. 13. Administration Recommendation Deliverable: Provide system documentation and computer formats, preferably Excel, to administer compensation plan. 14. Ongoing Maintenance Recommendation Deliverable: Provide recommendations for the ongoing internal administration and maintenance of the proposed changes. Maintenance should include annual activities such as a market survey, cost of living increases, inflationary adjustments,etc. 15. Area Median Income Deliverable: Conduct an analysis taking into consideration Area Median Income Ranking including a minimum wage phase-in plan that addresses ongoing salary compression issues. 16. Implementation Strategies Deliverable: Recommend implementation strategies including calculating the cost of implementing the plan. 17. Final Report Deliverable: A draft report shall be submitted to DHR for approval and shall contain at a minimum,all deliverables listed. This draft shall contain recommendations for immediate actions, intermediate actions that the City may take with cost estimates, and shall provide options, as well as long term actions and cost estimates that may be available.The report shall contain details of all elements contained in 4.3, how they were achieved, and the recommendations in a section unto itself.Only upon approval of the draft may a final report be submitted. Page 20 of 55 Request for Proposals Comprehensive Classification and Compensation Study 18. If required by DHR, conduct a comprehensive training program for DHR to ensure that changes and explanations of positions are easily understood and explained in order to administer the new system in the future. 19. If required by DHR, conduct a comprehensive training program for Divisions and Departments to ensure that changes are easily understood and easily explainable. 4.4 BENEFITS STUDY:At a minimum,the awarded Contractor shall: 1. Meet with DHR to discuss the steps involved and personnel required as well to establish a Project Timeline and Comparable Jurisdictions. 2. Review the current benefit offerings including retirement benefits and provide a comprehensive report comparing City benefit packages to comparable jurisdictions highlighting inadequacies. 3. Leave Accrual Deliverable: Provide a detailed analysis of leave accrual for City employees with that of employees in comparable jurisdictions. 4. Employee Perceptions Deliverable: Gauge employee perception of current benefits regarding if they meet their needs, determine which benefits are most important to employees and how City fares in relation to comparable jurisdictions.This may include an employee engagement survey. 5. Current Benefit Analysis Deliverable: Provide feedback on current state of paid and non-monetary benefits being offered,e.g.,if the right benefits are being offered,what may be missing,what is most important to employees, and which may be considered best practices. 6. Final Report Deliverable: A draft report shall be submitted to DHR for approval and shall contain at a minimum, all deliverables listed. This draft shall contain recommendations for immediate actions and intermediate actions that the City may take with cost estimates, and shall provide options, as well as long term actions and cost estimates that may be available. The report shall contain details of all elements contained in 4.4, how they were achieved, and the recommendations in a section unto itself. Only upon approval of the draft may a final report be submitted. 7. If required by DHR,conduct a comprehensive training program for DHR to ensure that changes to benefits are fully understood and easily explainable. 8. If required by DHR, conduct a comprehensive training program for Divisions and Departments to ensure that changes are easily understood and easily explainable. 4.5 PERFORMANCE EVALUATION STUDY: At a minimum,the awarded Contractor shall: 1. Meet with DHR to discuss the steps involved and personnel required as well to establish a Project Timeline and Comparable Jurisdictions. 2. Review the current performance evaluation procedures and forms. Page 21 of 55 Request for Proposals Comprehensive Classification and Compensation Study 3. Research Comparable Jurisdictions and industry best practices to determine benchmarks from which to make recommendations. 4. Performance Evaluation Recommendations Deliverable: Provide feedback on the current model of evaluation outlining positives and negatives and recommend a model for the City that will grow with it into the future. 5. Performance Evaluation Comparison Deliverable: Provide a detailed comparison of the City's current performance evaluation processes to performance appraisal methodologies among ComparableJurisdictions. 6. Performance Evaluation Implementation Deliverable: Provide a detailed implementation guideline for any recommended change to the current performance evaluation methodology. This guideline shall also include a timeline for implementation. 7. Salary Increase for Performance Deliverable: Provide DHR any recommendations for a performance appraisal model that includes a performance review with a salary increase and provide details on a recommended path for this model to work in the City. Use Comparable Jurisdictions for recommendations as well. 8. Final Report Deliverable: A draft report shall be submitted to DHR for approval and shall contain at a minimum, all deliverables listed.This draft shall contain recommendations for immediate actions,intermediate actions that the City may take with cost estimates,and shall provide options,as well as long term actions and cos estimates that may be available. The report shall contain details of all elements contained in 4.5, how they were achieved, and the recommendations in a section unto itself. Only upon approval of the draft may a final report be submitted. 9. If required by DHR, conduct a comprehensive training program for DHR to ensure that changes to the performance appraisal and evaluation methods are fully understood and easily explainable. 10. If required by DHR, conduct a comprehensive training program for Divisions and Departments to ensure that changes are easily understood and easily explainable. 4.6 ADDITIONAL SERVICES: Meet with DHR to discuss the steps involved and personnel required as well to establish a Project Timeline and Comparable Jurisdictions for each the following prior to commencement if the task is selected for completion: 1. Best Practices Recommendations: Contractor shall provide a report documenting recommendations for best practices in government human resources classification, compensation, and performance evaluation processes. 2. Quarterly Reporting Procedures: Contractor shall provide step by step procedures for a quarterly ongoing reporting process wherein: 4.6.2.1 Turnover rates are listed by position with consideration given for voluntary position changes;and Page 22 of 55 Request for Proposals Comprehensive Classification and Compensation Study 4.6.2.2 Vacancy rates are listed by position with consideration given for voluntary position changes. 4.7 ADDITIONAL RECOMMENDATIONS: Contractors may provide any information on related or recommended products or services not specified in this solicitation that it believes will benefit the City either in the continued maintenance of the schedules put into place as a result of the work of this solicitation or in another manner which it feels may be essential to the City. 5.0 WORK AND FINAL PRODUCT:All investigations,work, and reporting conducted by the awarded Contractor shall belong exclusively to Port Arthur,Texas. Page 23 of 55 Request for Proposals Comprehensive Classification and Compensation Study DOCUMENT E— EVALUATION OF OFFERS 1.0 EVALUATION: Proposals will be evaluated by discussion in a step-by-step process during which the Evaluation Team will take the steps necessary to determine the best value for the City. The first step is evaluation of the technical submittal of all information required in Paragraph 2.0 Criteria,the second,if deemed necessary,in a presentation and interview with the Evaluation Team, and the third, if deemed necessary, in negotiations which may include the request for a best and final offer. 2.0 CRITERIA:The first phase will be evaluated based on the criteria listed. Proposals shall be submitted in the sections specified according to the Evaluation Criteria. Each section is required to be numbered for the convenience of the Evaluation Team. Sections may be numbered individually or as part of the whole. Each section shall be clearly titled,have the Contractor's name, and the pages numbered in either the header or footer. PROMOTIONAL LITERATURE SHALL NOT BE INCLUDED. 2.1 QUALIFICATION OF CONTRACTOR — This document shall be clearly titled "Qualification of Contractor"on each page of the section.Each page shall also have the Contractor's name and be numbered either as an individual section oras a part of the whole.This document shall contain qualifications and technical competence of the Contractor and staff. Included shall be a statement describing the Contractor's background information, history, resources, and track record of such projects, as well as resumes for key staff highlighting specific information in their background on dealing with the public sector and on dealing with public safety organizations. 2.2 WORK PROPOSAL—This document shall be clearly titled"Work Proposal" on each page of the section. Each page shall also have the Contractor's name and be numbered either as an individual section or as a part of the whole. 2.2.1 Provide a full understanding of the City's needs as stated in this solicitation document. 2.2.2 Detail the comprehensive evaluation that will take place and include all steps necessary to complete the four studies named in the statement of work (listed in order of priority) and the approach, means, methods and procedures that the Contractor is prepared to take in order to gather data, analyze findings, and develop recommendations in order to complete the project. 2.2.3 Describe how the final product will be structured and presented upon completion. 2.2.4 List all computer compatibilities necessary to access the final products. 2.2.5 Provide detailed information on the offices from which the work will be provided and include all the information on travel intentions,if applicable. 2.2.6 Provide detailed information on the training that will be provided to DHR in order that they understand the process,the potential changes,any new Page 24 of 55 Request for Proposals Comprehensive Classification and Compensation Study structures and processes,etc.Training information shall include both how the training will be conducted and what the content of the training will be. Training shall provide DHR the knowledge to both explain and defend any changes to the classification or compensation structures. 2.3 WORK SCHEDULE—This document shall be clearly titled"Work Schedule"on each page of the section. Each page shall also have the Contractor's name and be numbered either as an individual section or as a part of the whole. This section shall provide the Contractor's schedule indicating tasks required and anticipated completion dates.This will be the basis for the milestone contract Agreement with the awarded Contractor. 2.4 REFERENCES FOR SIMILAR PROJECTS — This document shall be clearly titled "References" on each page of the section. Each page shall also have the Contractor's name and be numbered either as an individual section or as a part of the whole. 2.4.1 This document shall provide references for projects of a similar size scope and complexity that the Contractor has completed within the last five(5) years, preferably with other governmental jurisdictions of similar size or with companies of similar size, to address their expertise in projects of similar scope and size. 2.4.2 Provide names of jurisdictions or companies,addresses, phone numbers, email addresses, and names of individuals within the jurisdiction or company with whom they have worked. Contractors are encouraged to contact references in advance to ensure the phone numbers and email addresses are accurate and that the customer knows that Port Arthur, Texas will be contacting them regarding a reference. 2.4.3 Contractor shall provide examples of studies conducted in the past with a synopsis of how the project was awarded to them, the work they undertook, and which personnel completed the work, and how long the project took to complete. 2.4.4 Provide a copy of the final product (on a flash drive) provided to the jurisdiction or company as an end result of the completed study(ies). 2.5 PRICE—(Shall be in a separate, sealed envelope.) 3.0 PRESENTATION AND INTERVIEW: After identifying the short list of the most qualified Contractor(s) based on the evaluation criteria, representative(s) may be required to clarify proposals by making individual presentations in an interview with the evaluation committee.If selected.Contractor shall be available for presentations on set date. Page 25 of 55 Request for Proposals Comprehensive Classification and Compensation Study 4.0 NEGOTIATIONS: 4.1 The City may enter into negotiations with Contractors and invite best and final offers as deemed to be in the best interest of the City. Negotiations may be in the form of face-to-face, telephone, email or written communications, or any combination thereof,at the City's sole discretion. 4.2 Contractors are strongly advised not to prepare their proposal submissions based on any assumption or understanding that negotiations will take place.Contractors are advised to respond to this solicitation fully and with forthrightness at the time of proposal submission. 5.0 CONTACT: All questions shall be directed to the Buyer for this solicitation. During the solicitation process which begins with the advertisement of the Request for Proposals,and following the submittal of proposals, Contractors are strongly cautioned not to contact elected officials or members of the evaluation team regarding the selection process. Contact with any entity other than City will be deemed as an attempt to influence the award process and will disqualify the Contractor from further consideration in the award process.Inappropriate efforts to lobby or influence individuals or Contractors involved in this selection may result in dismissal from further consideration, at the City's sole discretion. Page 26 of 55 Request for Proposals Comprehensive Classification and Compensation Study SELECTION PROCESS: All applications will be screened by an evaluation committee and those applicants selected for a short list may be invited to attend an interview,at the applicant's own expense. The City shall not incur any costs for applicant preparation and/or submittal of qualifications. The City will evaluate all responses based on the qualifications,past performance and project approach. The City reserves the right to negotiate the final fee prior to recommending any business for a contract. The City's process is as follows: 1. The evaluation committee shall screen and rate all of the responses that are submitted. Evaluation ratings will be on a 100 point scale and shall be based on the following criteria: A. General Experience 30 points B. Municipal Experience 15 points C. Work Proposal and schedule 15 points D. Pricing 25 points E. Reference to Similar Projects 15 points 2. City staff shall recommend the most qualified business to the City Council and request authority to enter into a contract. 3. When services and fees are agreed upon,the selected business shall be offered a contract subject to City Council approval. 4. Should negotiations be unsuccessful,the City shall enter into negotiations with the next,highest ranked business. The process shall continue until an agreement is reached with a qualified business. 5. This RFP does not commit the City to pay for any direct and/or indirect costs incurred in the preparation and presentation of a response. All finalist(s)shall pay their own costs incurred in preparing for,traveling to and attending interviews. Page 27 of 55 Request for Proposals Comprehensive Classification and Compensation Study DOCUMENT F—SUBMISSION REQUIREMENTS 1.0 MAILING/DELIVERY: 1.1 Proposals shall be clearly marked with the Request for Proposals number P24- 036(as it appears on the cover and all upper right pages of the solicitation) and shall be mailed to: CITY OF PORT ARTHUR CITY OF PORT ARTHUR CITY SECRETARY or CITY SECRETARY P.O. BOX 1089 444 4TH STREET,4th Floor PORT ARTHUR,TEXAS 77641 PORT ARTHUR,TEXAS 77640 1.2 The use of a common carrier is strongly advised for tracking purposes and guaranteed delivery; however, hand delivery is acceptable as well. Be advised and warned that NO LATE PROPOSAL SHALL BE ACCEPTED. 2.0 PROPOSAL OPENING: 2.1 Proposal submissions are due on or before the due date and time indicated inthe Pertinent Information section at the front of this document. Late proposals shall not be accepted, opened, considered, or awarded. In the event that City administrative offices are closed or delayed the date that proposal submissions are due, the solicitation will be opened the next business day at the same time indicated in the Pertinent Information section at the front of the document. 2.2 Names of proposers will become available at the opening; however, no additional proposal information will be available. Indications that a Contractor has submitted do not reflect the responsiveness or responsibility of the Contractor and may not accurately reflect which proposals might be considered. 3.0 INSTRUCTIONS: 3.1 All proposals must be clearly identified on the front of the envelope or top of the carton with the solicitation number, title of the solicitation, and the due date and time, and the name of the Contractor submitting the proposal. Additionally, all pages of the solicitation response shall be marked with the same. 3.2 All proposals must be signed by an authorized officer or agent of the Contractor submitting the response and delivered in sealed envelopes or cartons to City no later than the time and date indicated. Responses received after the time and date indicated will not be accepted or considered. 3.3 The submission of a proposal shall be considered an agreement to all the terms, conditions, and specifications provided herein and in the various documents, unless specifically noted otherwise in an Exception. Page 28 of 55 Request for Proposals Comprehensive Classification and Compensation Study 3.4 Each proposal shall be accompanied by the Affidavit regarding price fixing, gratuities,bribery,and discriminatory employment practices. When the Contractor is a corporation, a duly authorized representative of said corporation shall execute the Affidavit.The Affidavit is provided in the Technical package. 3.5 If a discrepancy in or omission from the specifications is found, or if a Contractor is in doubt as to its meaning,or feels that the specifications are discriminatory,the Contractor shall notify City in writing not later than five clays prior to the scheduled proposal opening. Exceptions taken do not oblige the City to change the specifications.City will notify all Contractors of any changes,additions,or deletions to the specifications by Addenda posted on the City website (https://www.portarthurtx.gov/bids.aspx)1 3.6 The City will assume no responsibility for oral instructions or suggestions.All official correspondence in regard to the specifications shall be directed and will be issued by City. 3.7 If City administrative offices have been officially closed or delayed for any reason, the solicitation will be due the very next business day that City administrative offices are open. Any alternative changes to the due date will be posted on the website the morning after the closing event. 3.8 All proposals are to be submitted on and in accordance with the requirements of this solicitation. Pricing shall be submitted on the Pricing Pages. Additional supplementary documentation, when requested, shall be submitted on the Contractor's letterhead. 3.9 All proposals must be clearly identified on the front of the envelope or top of the carton with the solicitation number, title of the solicitation, and the due date and time. TECHNICAL AND PRICE PROPOSALS SHALL BE IN SEPARATE SEALED ENVELOPES. 4.0 SUBMISSION OF PROPOSAL DOCUMENTS: 4.1 Contractors are required to complete and return one (1) original and six (6) copies of the following documents, as well as any additional information required as stated in the solicitation,with its proposal: 4.1.1 Technical Proposal: ❑ Attachment 1 (COMPLETED and EXECUTED Agreement) ❑ Attachment 2 (Technical Proposal Signature Cover Page) ❑ Technical proposal consisting of the following items: ✓ "Work Proposal"document. ✓ "Work Schedule"document. ✓ "References for Similar Projects"document. ❑ Attachment 3 (Acknowledgement of Addenda) ❑ Attachment 4 (Contractor's Reference Information and Acknowledgment) ❑ Attachment 5(Affidavit) Page 29 of 55 Request for Proposals Comprehensive Classification and Compensation Study ❑ Attachment 6(Certifications of Compliance) ❑ Attachment 7(Ability to provide insurance) 2.1.2 Price Proposal (in separately sealed envelope): ❑ Attachment 8 (Price Proposal Page) 5.0 ELECTRONIC AND HARD COPIES: Contractors shall submit a CD or flash drive containing the entire, identical hard copy of the proposal along with the hard copies required above. Additionally, it is requested that a separate version, redacted in accordance with (Document B, Paragraph 15), be added to the electronic copy. Be advised that the printed copy will be utilized by the Evaluation Team.The electronic copy will only be utilized as a backup and for compiling information. Data provided electronically but NOT included in the printed copy will not be evaluated. Page 30 of 55 Request for Proposals Comprehensive Classification and Compensation Study co ATTACHMENT 1 -AGREEMENT Complete all highlighted areas and submit with proposal. JEFFERSON CITY,TEXASCONTRACT SERVICES AGREEMENT NO.20-228 FOR v COMPREHENSIVE CLASSIFICATION AND COMPENSATION STUDY a, THIS CONTRACT SERVICES AGREEMENT(herein "Agreement"), is made and entered into this day of , 2019, by and between the Port Arthur,Texas,444 4th Street,2"d Floor,Port Arthur,Texas 77640,a body corporate and politic of the State of Texas, (herein "City")and: CONTRACTOR NAME: CONTRACTOR ADDRESS: CONTRACTOR PHONE: (herein "Contractor").The parties hereto agree as follows: 1.0 SERVICES OF CONTRACTOR 1.1 Scope of Services.In compliance with all terms and conditions of thisAgreement and the request for proposal solicitation and any subsequent addenda, the Contractor shall provide those services specified in the"Scope of Services" attached hereto as Exhibit"A" and incorporated herein by this reference, which services may be referred to herein as the "services" or "work" hereunder. As a material inducement to the City entering into this Agreement,Contractor represents and warrants that Contractor is a provider of first class work and services and Contractor is experienced in performing the work and services contemplated herein and, in light of such status and experience, Contractor covenants that it shall follow the highest professional standards in performing the work and services required hereunder and that all materials will be of good quality, fit for the purpose intended. For purposes of this Agreement, the phrase "highest professional standards" shall mean those standards of practice recognized by one or more first- class firms performing similar work under similar circumstances. 1.2 Contractor's Proposal. The Scope of Service shall include the Contractor's proposal or bid which shall be incorporated herein by this reference as though fully set forth herein.In the event of any inconsistency between the terms of such proposal and this Agreement, the terms of this Agreement shall govern. 1.3 Compliance with Law. All services rendered hereunder shall be provided in accordance with all ordinances,resolutions,statutes,rules,and regulations of the City and any Federal,State or local governmental agency having jurisdiction in effect at the time service is rendered. 1.4 Licenses. Permits. Fees and Assessments.Contractor shall obtain at its sole cost and expense such licenses, permits and approvals as may be required by law for the performance of the services required by this Agreement. Contractor shall have the sole obligation to pay for any fees, assessments and taxes, plus applicable penalties and interest,which may be imposed by law and arise from or are necessary for the Contractor's performance of the services required by this Agreement, and shall indemnify, defend and hold harmless City against any such fees, assessments, taxes penalties or interest levied,assessed or imposed against City hereunder. 1.5 Familiarity with Work. By executing this Contract, Contractor warrants that Contractor(a) has thoroughly investigated and considered the scope of services to be performed, (b) has c4 carefully considered how the services should be performed, and (c) fully understands the facilities, No difficulties and restrictions attending performance of the services under this Agreement. If the services N involve work upon any site,Contractor warrants that Contractor has or will investigate the site and is or will c be fully acquainted with the conditions there existing, prior to commencement of services hereunder. Should the Contractor discover any latent or unknown conditions, which will materially affect the a) sr bD Page 31 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study N performance of the services hereunder, Contractor shall immediately inform the City of such fact and shall N not proceed except at Contractor's risk until written instructions are received from the Contract Officer. 1.6 Care of Work. The Contractor shall adopt reasonable methods during the life of the Agreement to furnish continuous protection to the work, and the equipment, materials, papers, w documents, Plan, studies and/or other components thereof to prevent losses or damages, and shall be Qresponsible for all such damages, to persons or property,until acceptance of the work by City, except such losses or damages as may be caused by City's sole negligence. 1.7 Further Responsibilities of Parties.Both parties agree to use reasonable care and diligence to perform their respective obligations under this Agreement. Both parties agree to act in good faith to execute all instruments,prepare all documents and take all actions as may be reasonably necessary to carry out the purposes of this Agreement. Unless hereafter specified, neither party shall be responsible for the service of the other. 1.8 Additional Services.City shall have the right at any time during the performance of the services,without invalidating this Agreement,to order extra work beyond that specified in the Scope of Services or make changes by altering,adding to or deducting from said work. No such extra work may be undertaken unless a written order is first given by the Contract Officer to the Contractor, incorporating therein any adjustment in(i)the Contract Sum,and/or(ii)the time to perform this Agreement. 2.0 COMPENSATION 2.1 Contract Sum. For the services rendered pursuant to this Agreement, the Contractor shall be compensated in accordance with the "Schedule of Compensation" attached hereto as Exhibit"B" and incorporated herein by this reference, but not exceeding the maximum contract amount of TOTAL FROM PRICE PAGES: $ ,(herein "Contract Sum"), except as provided in Section 1.8.The method of compensation may include: (i) a lump sum payment upon completion, (ii) payment in accordance with the percentage of completion of the services,(iii)payment for time and materials based upon the Contractor's rates as specified in the Schedule of Compensation, but not exceeding the Contract Sum or(iv) such other methods as may be specified in the Schedule of Compensation. Compensation may include reimbursement for actual and necessary expenditures for reproduction costs,telephone expense, transportation expense approved by the Contract Officer in advance, and no other expenses and only if specified in the Schedule of Compensation. The Contract Sum shall include the attendance of Contractor at all project meetings reasonably deemed necessary by the City; Contractor shall not be entitled to any additional compensation for attending said meetings.Contractor hereby acknowledges that it accepts the risk that the services to be provided pursuant to the Scope of Services may be more costly or time consuming than Contractor anticipates,that Contractor shall not be entitled to additional compensation therefore, and the provisions of Section 1.8 shall not be applicable for such services. 2.2 Method of Payment. Unless some other method of payment is specified in the Schedule of Compensation, in any month in which Contractor wishes to receive payment, no later than the first(1st)working day of such month, Contractor shall submit to the City in the form approved by the City's cv Director of Finance, an invoice for services rendered prior to the date of the invoice. Except as provided in No Section 7.3,City shall pay Contractor for all expenses stated thereon which are approved by City pursuant to N this Agreement no later than the last working day of the month. co 3.0 PERFORMANCE SCHEDULE ai N bA 3.1 Time of Essence.Time is of the essence in the performance of this Agreement. c 3.2 Schedule of Performance.Contractor shall commence the services pursuant to this °i Agreement upon receipt of a written notice to proceed and shall perform all services within the time period(s) a, bA Page 30 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study established in the Contractor's proposal and incorporated herein by this reference. When requested by the Contractor,extensions to the time period(s)specified in the Schedule of Performance may be approved in writing by the Contract Officer,but not exceeding one hundred eighty(180)days cumulatively. 3.3 Force Majeure. The time period(s) specified in the Schedule of Performance for performance of the services rendered pursuant to this Agreement shall be extended becauseof any delays due to unforeseeable causes beyond the control and without the fault or negligence of the Contractor, including, but not restricted to, acts of God or of the public enemy, unusually severe weather, fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars, litigation, and/or acts of any governmental agency, including the City, if the Contractor shall within ten (10) days of the commencement of such delay notify the Contract Officer in writing of the causes of the delay. The Contract Officer shall ascertain the facts and the extent of delay and extend the time for performing the services for the period of the enforced delay when and if in the judgment of the Contract Officer such delay is justified.In no event shall Contractor be entitled to recover damages against the City for any delay in the performance of this Agreement, however caused, Contractor's sole remedy being extension of the Agreement pursuant to this Section. 3.4 Term. Unless earlier terminated in accordance with Section 7.7 of thisAgreement, this Agreement shall continue in full force and effect for 180 days after execution of the contract documents with the possibility of two six-month renewals, or unless extended by Amendment. 4.0 COORDINATION OF WORK 4.1 Representative of Contractor. The following principal(s)of Contractor are hereby designated as being the principal(s) and representative(s) of Contractor authorized to act in its behalf with respect to the work specified herein and make all decisions in connection therewith:PRINCIPLE SIGNATORY OF CONTRACTOR: . It is expressly understood that the experience, knowledge, capability, and reputation of the foregoing principal(s)were a substantial inducement for City to enter into this Agreement. Therefore,the foregoing principal(s)shall be responsible during the term of this Agreement for directing all activities of Contractor and devoting sufficient time to personally supervise the services hereunder. For purposes of this Agreement,the foregoing principal(s) may not be replaced, nor may their responsibilities be substantially reduced by Contractor without the express written approval of City. 4.2 Contract Officer. The Contract Officer shall be such a person as may be designated by the Director of Procurement and Contracting of Jefferson City.It shall be the Contractor's responsibility to assure that the Contract Officer is kept informed of the progress of the performance of the services and the Contractor shall refer any decisions that must be made by City to the Contract Officer.Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the Contract Officer.The Contract Officer shall have authority to sign all documents on behalf of the City required hereunder to carry out the terms cq of thisAgreement. 4.3 Prohibition Against Subcontracting or Assignment.The experience,knowledge, co o capability and reputation of Contractor,its principals and employees were a substantial inducement for the c City to enter into this Agreement.Therefore, Contractor shall not contract with any other entity to perform o cu E in whole or in part the services required hereunder without the express written approval of the City. In N v addition, neither this Agreement nor any interest herein may be transferred, assigned, conveyed, aa' tib hypothecated or encumbered voluntarily or by operation of law, whether for the benefit of creditors or `g Q otherwise,without the prior written approval of City.Transfers restricted hereunder shall include the transfer aai to any person or group of persons acting in concert of more than twenty five percent(25%) of the present to' ownership and/or control of Contractor,taking all transfers into account on a cumulative basis.In the event Q of any such unapproved transfer, including any bankruptcy proceeding,this Agreement shall be Page 31 of 55 Request for Proposals 20-228 9 Comprehensive Classification and Compensation Study void.No approved transfer shall release the Contractor or any surety of Contractor of any liability hereunder without the express consent of City. 4.4 Independent Contractor. Neither the City nor any of its employees shall have any control over the manner, mode or means by which the Contractor, its agents or employees, perform the services required herein, except as otherwise set forth herein. The City shall have no voice in the selection, discharge,supervision or control of Contractor's employees,servants,representatives,or agents,or in fixing their number, compensation, or hours of service. The Contractor shall perform all services required herein as an independent Contractor of the City and shall remain at all times as to the City a wholly independent Contractor with only such obligations as are consistent with that role.The Contractor shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees of the City. The City shall not in any way or for any purpose become or be deemed to be a partner of the Contractor in its business or otherwise a joint venturer or a member of any joint enterprise with the Contractor. 5.0 INSURANCE AND INDEMNIFICATION 5.1 Insurance.The Contractor shall procure and maintain,at its sole cost and expense, in a form and content satisfactory to City,during the entire term of this Agreement including any extension thereof, the policies of insurance as set forth in Attachment "7", and attached hereto as Exhibit "C," and incorporated by reference. 5.1.1 All of the above policies of insurance required shall be primary insurance. The insurer shall waive all rights of subrogation and contribution it may have against the City, its officers, employees and agents, and their respective insurers. In the event any of said policies of insurance are canceled, the Contractor shall, prior to the cancellation date, submit new evidence of insurance in conformance with this Section 5.1 to the Contract Officer. No work or services under this Agreement shall commence until the Contractor has provided the City with Certificates of Insurance, endorsements or appropriate insurance binders evidencing the above insurance coverages and said Certificates of Insurance, endorsements, or binders are approved by the City. 5.1.2 The Contractor agrees that the provisions of this Section 5.1 shall not be construed as limiting in any way the extent to which the Contractor may be held responsible for the payment of damages to any persons or property resulting from the Contractor's activities or the activities of any person or person for which the Contractor is otherwise responsible. 5.1.3 In the event the Contractor subcontracts any portion of the work in compliance with Section 4.3 of this Agreement the contract between the Contractor and such subcontractor shall require the subcontractor to maintain the same polices of insurance that the Contractor is required to maintain pursuant to this Section. 5.2 Indemnification. The Contractor agrees to indemnify the City, its officers, agents and employees against, and will hold and save them and each of them harmless from, any and all actions, suits, claims, damages to persons or property, losses, costs, penalties, obligations, errors, omissions or liabilities,(herein"claims or liabilities")that may be asserted or claimed by any person,firm or entity arising co out of or in connection with the performance of the work,operations or activities of Contractor, its agents, employees, subcontractors, or invitees, provided for herein, or arising from the acts or omissions of No Contractor hereunder,or arising from Contractor's performance of or failure to perform any term,provision, N covenant or condition of this Agreement, but excluding such claims or liabilities arising from the sole negligence or willful misconduct of the City, its officers, agents or employees,who are directly responsible E co to the City, and in connection therewith: au cu 5.2.1 Contractor will defend any action or actions filed in connection with any of tic c said claims or liabilities and will pay all costs and expenses,including legal costs and attorneys'fees incurred `C c in connection therewith; E au s_ L Page 32 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study 5.2.2 Contractor will promptly pay any judgment rendered against the City, its officers, agents or employees resulting from any of the above claims or liabilities subject to Contractor's indemnification obligation;and 5.2.3 In the event the City, its officers,agents or employees are made a party to any action or proceeding filed or prosecuted against Contractor arising from the above claims or liabilities subject to Contractor's indemnification obligation, Contractor shall pay to the City, its officers, agents or employees, any and all costs and expenses incurred by the City, its officers, agents or employees in such action or proceeding, including but not limited to, legal costs and attorneys'fees. 6.0 REPORTS AND RECORDS 6.1 Reports. The contractor shall periodically prepare and submit to the Contract Officer such reports concerning the performance of the services required by this Agreement as the Contract Officer shall require. Contractor hereby acknowledges that the City is greatly concerned about the cost of work and services to be performed pursuant to this Agreement. For this reason, Contractor agrees that if Contractor becomes aware of any facts, circumstances, techniques, or events that may or will materially increase or decrease the cost of the work or services contemplated herein or, if Contractor is providing design services,the cost of the project being designed,Contractor shall promptly notify the Contract Officer of said fact,circumstance,technique or event and the estimated increased or decreased cost related thereto and, if Contractor is providing design services, the estimated increased or decreased cost estimate for the project being designed. 6.2 Records. The Contractor shall keep, and require subcontractors to keep, such books and records as shall be necessary to perform the services required by this Agreement and enable the Contract Officer to evaluate the performance of such services.The Contract Officer shall have full and free access to such books and records at all times during normal business hours of the City, including the right to inspect,copy,audit and make records and transcripts from such records.Such records shall be maintained for a period of three(3)years following completion of the services hereunder,and the City shall have access to such records in the event any audit is required. 6.3 Ownership of Documents and Data.All drawings,specifications,reports,records, documents,data and other materials prepared by Contractor, its employees, subcontractors and agents in the performance of this Agreement shall be the property of City and shall be delivered to City upon request of the Contract Officer or upon the termination of this Agreement in a format acceptable to the City, and Contractor shall have no claim for further employment or additional compensation as a result of the exercise by City of its full rights of ownership of the documents and materials hereunder. Contractor may retain copies of such documents for its own use. Contractor shall have an unrestricted right to use the concepts embodied therein. All subcontractors shall provide for assignment to City of any documents or materials prepared by them,and in the event, Contractor fails to secure such assignment,Contractor shall indemnify City for all damages resulting therefrom. 6.4 Release of Documents and Data. The drawings, specifications, reports, records, documents, data and other materials prepared by the Contractor in the performance of services under this co Agreement shall not be released publicly without the prior written approval of the Contract Officer. 7.0 ENFORCEMENT OF AGREEMENT CO 7.1 Texas Law.This Agreement shall be construed and interpreted both as to validity ° oN and to performance of the parties in accordance with the laws of the State of Texas.Legal actions concerning a) any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Circuit to au 1; Court of Port Arthur state of Texas,or any other appropriate court in such City,and au a) a,o Page 33 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study Contractor covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. 7.2 Disputes.In the event of a dispute between the parties to this contract involving $10,000.00 or more regarding the terms of the contract or performance under the contract, the questions involved in the dispute shall be subject to a determination of questions of fact by an officer or official body of the City selected by the Chief Administrative Officer, in his sole discretion,who may include but is not limited to any of the Directors of Jefferson City Government's Divisions of Public Works, Utilities and Solid Waste Management, or Finance. The decisions of the officer or official body selected by the Chief Administrative Officer to resolve this dispute are subject to review on the record by the Circuit Court of Jefferson City. 7.2.1 A dispute between the parties to this contract involving less than $10,000.00 regarding the terms of the contract or performance under the contract shall be determined by an officer or official body of the City selected by the Chief Administrative Officer,in his sole discretion,who may include but is not limited to any of the Directors of Jefferson City Government's Divisions of Public Works,Utilities and Solid Waste Management or Finance.The decision of the officer or official body selected by the Chief Administrative Officer to resolve this dispute shall be final and binding on the parties to the dispute,and conclusive of the issue. 7.2.2 The only parties to any proceeding to determine a dispute shall be the Contractor and the City unless the Contractor and the City otherwise agree to allow additional parties. 7.2.3 Unless otherwise agreed, the Contractor shall carry on the work and maintain its progress during any dispute proceedings as if no dispute had occurred, and the City shall continue to make payments to the Contractor in accordance with the contract documents for items not subject to the dispute. 7.2.4 Nothing herein shall limit the City's right to terminate this Agreement without cause pursuant to Section 7.8. 7.3 Retention of Funds.The Contractor hereby authorizes the City to deduct from any amount payable to the Contractor (whether or not arising out of this Agreement) (i) any amounts the payment of which may be in dispute hereunder or which are necessary to compensate the City for any losses,costs,liabilities,or damages suffered by the City,and(ii)all amounts for which the City may be liable to third parties,by reason of Contractor's acts or omissions in performing or failing to perform Contractor's obligation under this Agreement.In the event that any claim is made by a third party,the amount or validity of which is disputed by the Contractor,or any indebtedness shall exist which shall appear to be the basis for a claim of lien, the City may withhold from any payment due, without liability for interest because of such withholding,an amount sufficient to cover such claim.The failure of the City to exercise such right to deduct or to withhold shall not, however,affect the obligations of the Contractor to insure, indemnify,and protect the City as elsewhere provided herein. 7.4 Waiver. No delay or omission in the exercise of any right or remedy by a non- defaulting party on any default shall impair such right or remedy or be construed as a waiver. A party's consent to or approval of any act by the other party requiring the party's consent or approval shall not be deemed to waive or render unnecessary the other party's consent to or approval of any subsequent act. 00 Any waiver by either party of any default must be in writing and shall not be a waiver of any other default N concerning the same or any other provision of this Agreement. CN 7.5 Rights and Remedies are Cumulative. Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the parties are cumulative v No and the exercise by either party of one or more of such rights or remedies shall not preclude the exercise E by it,at the same or different times,of any other rights or remedies for the same default or any other default L E by the other party. a) au ao Page 34 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study 7.6 Legal Action.Except with respect to disputes that are subject to Section 7.2 of this Agreement,either party may take such legal action,in law or in equity,to recover damages for any material default in a party's failure to perform this Agreement,to compel specific performance of this Agreement,to obtain declaratory or injunctive relief in the event of a party's failure to perform this Agreement,or to obtain any other remedy consistent with the purposes of this Section. 7.7 Termination Prior to Expiration Of Term. This Section shall govern any termination of this Agreement except as specifically provided in the following Section for termination for cause. The City reserves the right to terminate this Agreement at any time, with or without cause, upon thirty (30) days' written notice to Contractor, except that where termination is due to the fault of the Contractor, the period of notice may be such shorter time as may be determined by the Contract Officer. Upon receipt of any notice of termination,Contractor shall immediately cease all services hereunder except such as may be specifically approved by the Contract Officer. The Contractor shall be entitled to compensation for all services rendered prior to the effective date of the notice of termination and for any services authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract Officer, except as provided in Section 7.3. In the event of termination without cause pursuant to this Section, the City need not provide the Contractor with the opportunity to cure pursuant to Section 7.3. 7.8 Termination for Default of Contractor.If termination is due to the failure of the Contractor to fulfill its obligations under this Agreement,the City may take over the work and prosecute the same to completion by contract or otherwise, and the Contractor shall be liable to the extent that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated (provided that the City shall use reasonable efforts to mitigate such damages), and the City may withhold any payments to the Contractor for the purpose of set-off or partial payment of the amounts owed the City as previously stated. 7.9 Termination for Non-appropriation. If the City or other funding source fails to appropriate funds or if funds are not otherwise made available for continued performance for any fiscal period or part thereof of this Agreement, this Agreement shall be cancelled automatically as of the beginning of the fiscal year or part thereof for which funds were not appropriated or otherwise made available;provided, however,that this will not affect either the City's rights or the Contractor's rights under any termination clause in this Agreement.The effect of termination of the Agreement hereunder will be to discharge both the Contractor and the City from future performance of the Contract,but not from their rights and obligations existing at the time of termination.The Contractor shall be reimbursed for the reasonable value of any non-recurring costs incurred but not amortized in the price of the Agreement.The City shall make a good faith effort to notify the Contractor as soon as it has knowledge that funds may not be available for the continuation of this Agreement for each succeeding fiscal period or part thereof beyond the first fiscal year. 8.0 CITY OFFICERS AND EMPLOYEES:NON-DISCRIMINATION 8.1 Non-liability of City Officers and Employees. No officer or employee of the City shall be personally liable to the Contractor,or any successor in interest,in the event of any default or breach 00 by the City or for any amount, which may become due to the Contractor or to its successor, or for breach NI N of any obligation of the terms of this Agreement.co N 8.2 Conflict of Interest. No officer or employee of the City shall have any financial N interest, direct or indirect, in this Agreement nor shall any such officer or employee participate in any c rq decision relating to the Agreement which effects his financial interest or the financial interest of any g 4 corporation, partnership or association in which he is, directly or indirectly, interested, in violation of any a�'i EState statute or regulation. The Contractor warrants that it has not paid or given and will not pay or give tx ru any third party any money or other consideration for obtaining this Agreement. o,c Page 35 of 55 i — Request for Proposals 20-228 Comprehensive Classification and Compensation Study 8.3 Covenants Against Discrimination. The Contractor covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on account of race, color,creed, religion, sex, marital status, national origin, or ancestry in the performance of this Agreement. The Contractor shall take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, color,creed, religion, sex, marital status, national origin,or ancestry. 9.0 MISCELLANEOUS PROVISIONS 9.1 Notice. Any notice, demand, request, document, consent, approval, or communication either party desires or requires giving to the other party or any other person shall be in writing and either served personally sent by prepaid,first-class mail,sent by facsimile or sent by email as follows: 9.1.1 in the case of the City,to: Port Arthur,Texas Department of Purchasing Attention to:Clifton Williams 444 4th Street,2"d Floor Port Arthur,Texas 77640 Office Phone:409-983-8162 Email: Clifton.williams@portarthurtx.gov Port Arthur,Texas Department of Human Resources Attention to:Trameka Williams 12 East Church Street Jefferson,Texas21701 Office Phone:301-600-1148 Email:whoward@JeffersonCitymd.gov 9.1.2 in the case of the Contractor,to: Contractor's Name: Representative's Name: Address: Address: Office Phone:( co ) - Email: 9.1.3 Either party may change its address by notifying the other party of the oNI change of address in writing. Notice shall be deemed communicated at the time personally delivered or in c seventy-two (72) hours from the time of mailing if mailed as provided in this Section. °) co 9.2 Interpretation.The terms of this Agreement shall be construed in accordance with cct N the meaning of the language used and shall not be construed for or against either party by reason of the ao No authorship of this Agreement or any other rule of construction which might otherwise apply. Page 36 of 55 E Request for Proposals 20-228 Comprehensive Classification and Compensation Study 9.3 Integration: Amendment. It is understood that there are no oral agreements between the parties hereto affecting this Agreement and this Agreement supersedes and cancels any and all previous negotiations arrangements, agreements and understandings, if any, between the parties, and none shall be used to interpret this Agreement. This Agreement may be amended at any time by the mutual consent of the parties by an instrument in writing. 9.4 Severability.In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement which are hereby declared as severable and shall be interpreted to carry out the intent of the parties hereunder unless the invalid provision is so material that its invalidity deprives either party of the basic benefit of their bargain or renders this Agreement meaningless. 9.5 Corporate Authority. The persons executing this Agreement on behalf of the parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Agreement on behalf of said party, (iii) by so executing this Agreement, such party is formally bound to the provisions of this Agreement, and (iv) the entering into this Agreement does not violate any provision of any other Agreement to which said party is bound. Signatures on next page. CC (NI a) a) L. ae Page 37 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study NI IN WITNESS WHEREOF, the parties have executed and entered into this Agreement as of the date first N o written above. SIGNATURE SECTION cu ai CITY: aA < ATTEST: Jefferson City,Texas A body corporate and politic of the State of Texas By: By: Jan H.Gardner,City Executive CONTRACTOR: Contractor Legal Name(as it appears on BUSINESS LICENSE):__ Contractor Address: Phone. Email: Contractor's Signatory PRINTED NAME: Check one: ❑Individual By. [Partnership Signature of Authorized Representative(notarized) OCorporation NOTARY: Notary Name. Title:_ Address: State of. City of: On this date: before me,this person: DATE PRINT NAME FROM IDENTIFICATION PROVIDED personally appeared and proved to me on the basis of this satisfactory evidence: TYPE OF IDENTIFICATION PRESENTED to be the person whose name is subscribed to herein and acknowledged to me that they executed this document in their authorized capacity as signatory for named company.WITNESS my hand and official seal, Notary Signature: Notary Seal: C a) E a) cv Page 38 of 55 tsL Request for Proposals 20-228 Comprehensive Classification and Compensation Study co EXHIBIT A N SCOPE OF SERVICES NI Statement of Work: y cu 1.0 The Awarded Contractor will be required to.. 1.1 Establish a Project Timeline which shall include a list of activities and phases for each project with the Director of DHR. The Project Timeline shall assign submission dates for each deliverable as well as a list of City personnel necessary to complete the tasks.This shall be altered only with the approval of DHR. 1.2 Provide frequent updates both scheduled and upon request to the Director of DHR. 1.3 Meet with Division Directors and Department Directors at the beginning of the process to explain the studies and the processes to be used and get their input on processes. 1.4 Provide a list of Comparable Jurisdictions to be utilized in the studies and reporting. This list shall take into consideration size, location, and services to the locale.This list shall be presented to DHR for approval before being utilized. 1.5 Prior to finalization of reporting, present draft to Division Directors and Department Directors for feedback and buy-in. 1.6 Presentation and explanation of the complete findings of any study may require a presentation to elected officials and may also require one public presentation to elected officials at the sole discretion of the Director of DHR. The cost of attending and presenting shall be included in the pricing;however,travel costs may be approved by the City prior to scheduling. 1.7 Provide a complete Classification Study as defined in 4.2. 1.8 Provide a complete Compensation Study as defined in 4.3. 1.9 Provide a complete Benefits Study as defined in 4.4. 1.10 Provide a complete Performance Evaluation Study as defined in 4.5. 1.11 Provide Best Practices Recommendations, Merit System Recommendations and Quarterly Reporting Procedures as defined in 4.6. 2.0 CLASSIFICATION STUDY: In order to accomplish the classification study, the awarded Contractor shall conduct a comprehensive evaluation to accomplish the following at a minimum, provide an electronic classification system and training for DHR staff on its upkeep and maintenance. 2.1 Meet with DHR to discuss the steps involved and personnel required as well to establish a Project Timeline and Comparable Jurisdictions. 2.2 Conduct interviews and/or job audits as appropriate. Interviews and/or job audits may be conducted individually or in groups based upon classification. 2.3 Job Description Evaluation Deliverable: Provide a comprehensive evaluation of every job description for the establishment of pay ranges. 2.4 Hierarchical Recommendations Deliverable: Provide hierarchical recommendations to review all current job classifications,confirm,and recommend changes to hierarchical order of jobs. 2.5 Class Specification Updating Recommendations Deliverable: Update class specifications to uniformly reflect the distinguishing characteristics, essential job duties, span of control, upward opportunity, complexity and autonomy, minimum qualifications (education/experience and knowledge/skills/abilities), working conditions (physical demands, work environment, and travel requirements), and certification/licenses/registrations requirements for classification as needed. Page 39 of 55 Exhibit 1-1: Texas Public Sector HR Clients -ffe tkst. t . Alvin Community College City of Kingsville Kaufman County Ance?o State University Cry of la reway Matagorda County Barton Springs/Edwards Aquifer Cons D,<_t❑t:. Cry of Missour City Midwestern State Universe Blanco County CityofOdessa New Braunfels Utilities 'p Oratorio County «,-• i:... lie Prairie View A&M Unversity, «, of Merino «ti p(��� _�, Sam Houston State Universty *y,.'pfPit ens «,of: San Patrick)County « of ; • ng of South Padre Island Sul Ross State University of Conroe Cit of Temple Tarrant County Community College District ''rF(][it{Y. .- ;;. • '. •q #. ?-,�... " ", t i E'�=r. •, Crty of Cbppell Dal:as Area Rapid Transit Texas A&M University-San Antonio :r,-�„*;.. . _ .. MI City of Del Rio Denton Co.Fresh Water Supply District Texas C P,Management Association City of Denton Fait Bend County The Woodlands Township - alla - •, of Farmers Branch Har4Galveston Subsidence District Travis County City of Fredencksbure Hood« University of Texas at Tye r , Co of GortZas „,.%. h`>i t a =•, r,+ r,°=i:44 Div,,;t Wayside Schoo,P fck ...r. 17 City of Harllnjen. _ Waller County * * * 'fit * r -�. OVERS5TEXAS PROJECTS AND OVER !goo NATIONWIDE it *,,,, 4 Evergreen Solutions,LW Page 1.3 1.2 Because Evergreen has conducted more than 1,300 comprehensive Select Relevant classification and/or compensation studies since its inception,we include in this section a list of similar local government projects that we have Experience conducted or are currently on contract to conduct in the State of Texas. Note: Evergreen has also worked for many other public sector organizations in the State of Texas as you can see in Exhibit 1-1. Compensation and Classification Study City of Coppell,Texas Evergreen Solutions was engaged with the City of Coppell to conduct a Compensation and Classification Study. Evergreen reviewed existing job functions by position as they pertained to the current and recommended structure;examined current market position using peer comparisons; developed a comprehensive labor market salary survey for the North Texas region that included other local municipalities;analyzed existing internal hierarchy based on job relationships and essential functions, identifying problem areas within the internal hierarchy system and proposed implementation methods to correct identified problems;developed a pay j plan; reviewed and recommended assignments of all positions to an appropriate pay grade,and made recommendation(s)for corresponding education and experience requirements by classification; reviewed and revised job descriptions;and recommended implementation strategies, including calculating the cost of implementing the study results. 4 I Classification and Compensation Study City of Athens,Texas Evergreen Solutions was retained by the City of Athens to conduct a Classification and Compensation Study by revising and/or creating a job classification and compensation structure to ensure a fair and equitable system both internally and externally. Evergreen performed the following tasks:conducted job evaluations to establish and/or redefine grades/ classifications groups and job relationships; identified benchmark jobs from each grade/classification to survey;determined a relevant job market; conducted a customized market salary and benefit package survey for all classification groups: performed survey data analysis and recommended pay structures;and met with City Management and key staff to determine implementation strategies(including multi-year implementation strategies if needed)to present to the City Council. In the end, Evergreen provided recommendations for the ongoing internal administration and maintenance of the proposed compensation and classification plan. .4. 4 .....,., Evergreen Solutions,LLC Page 1-4 Job Classification,Salary Survey,Compensation Plan Study Services City of Duncanville,Texas Evergreen was engaged with the City of Duncanville to provide professional Job Classification,Salary Survey,and Compensation Pay Plan Study Services that allowed the creation of a comprehensive job classification and compensation system and pay plans for employees within the City. Evergreen's consultants reviewed and analyzed the City's current structure and practices of job classifications and job descriptions including: conducting orientation sessions; providing questionnaires;conducting management and employee interviews; reviewing questionnaire responses with supervisory and management staff; performing a job analysis;and developing and/or revising job descriptions. Evergreen prepared a customized market survey of salaries of the local and area municipalities that included all of the competitive markets where the city recruited employees. Evergreen established a system for an ongoing and easily understood maintenance of the new,or updated, pay plan that was easy for employees to understand and for managers to administer. The recommended pay plan effectively balanced market and internal equity supported the classification system, and promoted an employee's perception of organizational fairness and equity in the City. Note:Evergreen was again hired in 2023 to conduct a Classification and Compensation Study Update. 4 Compensation and Classification Study City of Beaumont,Texas,Texas Evergreen Solutions was retained by the City of Beaumont to conduct a Compensation and Classification Study for its 1,295 employees. Evergreen examined internal equity to determine whether positions were properly classified as well as external equity to determine whether the City was competitive in the market. 4,,,, Classification and Compensation Study City of Kingsville,Texas Evergreen Solutions was retained by the City of Kingsville to conduct a Classification and Compensation Study for 1,172 employees. Evergreen conducted a market salary survey and job analysis to determine internal and external equity and updated the City's personnel manual. 4 4 _ Evergreen Solutions,LLC Page 1-5 Comprehensive Compensation and Classification Study City of Farmers Branch,Texas Evergreen was engaged with the City of Farmers Branch to conduct a Comprehensive Compensation and Classification Study. The primary objectives of the study were to: review and revise current classification system;determine relevant competitive markets;develop a custom compensation survey to distribute to peer organizations; propose guidelines for an improved or new compensation program and step/grade plan;and provide recommendations to keep the current pay structure competitive. Note:Evergreen was again hired in 2021 to conduct a Compensation and Benefits Study. Classification and Compensation Study City of Lockhart,Texas Evergreen was retained by the City of Lockhart to conduct a classification and compensation study of its workforce. Employees participated in focus groups, interviews,and a job analysis was conducted to determine the best classifications for the work performed. In addition, pay ranges were analyzed in the public and private sector to determine the appropriate pay levels for all included jobs. Recommendations were provided to improve the fairness and equity in the current system. Classification,Compensation&Benefits Study City of Portland,Texas Evergreen was engaged with the City of Portland (City)to conduct a Classification,Compensation and Benefits Study. Evergreen's consultants evaluated jobs within the City and the current pay and benefits structure. A market survey of salary and benefits was conducted among peers approved by the City. Based on the survey results, Evergreen's consultants made recommendations for changes to the current classification and compensation system, as well as provided a maintenance tool that the Human Resources Department could use to keep the system current and equitable. Training on this maintenance tool was also provided. Note: Evergreen was again hired in 2024 to conduct a similar study. Evergreen Solutions,LLC Page 1-6 Comprehensive Compensation and Benefits Study City of Rowlett,Texas Evergreen was engaged with the City of Rowlett to conduct a comprehensive compensation and benefits study.The primary goal of the study was to ensure that the City was recognized as an employer of choice that provides a viable,cost effective and competitive pay structure.The study measured and provided a compensation analysis on(a) base salary,(b) pay/step plans,(c)employer-provided medical benefits packages and (d)any other incentive-based compensation options,to include "on call" pay. Evergreen's consultants identified any weaknesses within the components of the City's existing compensation package that would negatively impact the organization's ability to attract and retain talented employees. 4 Comprehensive Compensation and Benefits Study City of Sachse,Texas Evergreen was hired by the City of Sachse to conduct a Comprehensive Compensation and Benefits Study. The study measured and provided an analysis on base salary, pay/step plans, employer-provided medical benefits packages and any other incentive-based compensation options, including "on call" pay.To ensure the project's validity and applicability, Evergreen conducted a compensation analysis using similar-sized local municipalities for comparison and recommended comparator cities for consideration, The following study components were compared: pay ranges with comparator r cities performing the same or similar functions;actual employee pay with comparator cities performing the same or similar functions; pay/step plans/special assignment pay with comparator cities performing the same or similar functions; and city-provided comprehensive employee benefits packages with comparator cities performing the same or similar functions. Evergreen recommended pay structure features that provided opportunities for advancement while minimizing salary overlap between levels of responsibility. Note: Evergreen was again hired to conduct a classification study for select positions. 4 Classification and Compensation Study City of Conroe,Texas Evergreen was retained by the City of Conroe to conduct a Classification and Compensation Study. The scope of the study included the following major components: review and update and/or rewrite of all city job descriptions; work with a City management team to revise the existing pay plan for both Civil Service and non-Civil Service personnel structures;and evaluate current salary structure and compensation levels for all regular,classified positions and non-classified positions,and recommend appropriate adjustments. 4 Evergreen Solutions,LLC Page 1-7 i Classification and Compensation Study "` City of Seguin,Texas Evergreen Solutions was hired to assist the City of Seguin in designing and implementing a comprehensive classification and compensation plan for its workforce of 330 full-time employees.The scope of the project included two major components:(1)Working with a City management team to revise the existing pay plan and structures;and(2)Evaluating current salary structure and compensation levels for all regular,classified positions and recommending appropriate adjustments. Specifically,Evergreen's consultants reviewed the City's current classification/compensation plan;surveyed management and identified problem areas regarding the classification and compensation system; conducted a salary survey to ensure external equity; reviewed current policies and procedures;reviewed salary structure to determine appropriateness;and provided technical assistance and training to City staff to facilitate the implementation and the maintenance of the recommended system and procedures. Note:Evergreen Solutions was again retained by the City of Seguin in 2023 to conduct a Compensation Benchmarking and Structure Analysis. Evergreen examined the City's salaries against the market and provided recommendations to allow the City to be more competitive in recruiting and retaining talented employees. 4 __ Pay Structure Study City of Fate,Texas Evergreen was hired to develop a new pay plan for the City of Fate. Evergreen performed the following tasks:reviewed the City's salary data: created a new pay plan for the City;slotted current jobs into the new play plan; and verified the internal equity of the new pay plan. 4 Classification and Compensation Study City of Pflugerville,Texas Evergreen was hired by the City of Pflugerville to conduct a Classification and Compensation Study for its workforce of over 300 full-and part-time employees. Evergreen analyzed each position within the City by conducting interviews and job audits;evaluated employee position descriptions and duties;interviewed department heads and managers;and assessed classifications within positions(I, II, Ill,or Lead, Foreman). Evergreen reviewed current job descriptions,focusing on the purpose,job scope, essential duties and responsibilities,education/training requirements, physical job requirements,and working conditions, determined FLSA status (exempt/non-exempt)for positions under federal regulations,and recommended which positions were essential positions in the event the City had a temporary closure. Based on this review, Evergreen presented a Evergreen Solutions,LLC Page 1-8 proposed classification structure to City management and incorporated input into the final classification document,including a cost analysis for positions that would require adjustments. Evergreen surveyed the cities of Georgetown,Round Rock,Hutto,Cedar Park,Leander,San Marcos,and College Station to compare compensation and benefit structures in addition to minimum and maximum rates of pay for select positions and will soon make recommendations toward appropriate ranges for rates of pay for each position identified. This included a minimum, mid-point,and maximum,with 1st and 3aquartile designations. A Salary Grade Chart was prepared based on these recommendations and was presented to management for final approval. Note:Evergreen was again hired in 2021 to conduct a staffing study for the City. Pay and Classification Study City of Fredericksburg,Texas Evergreen was engaged with the City of Fredericksburg to conduct a Pay and Classification Study and make recommendations for implementation of a revised pay plan.The study included all employees and classifications in the City. As part of the study,Evergreen consultants conducted focus groups and interviews with employees,and employees completed a Job Assessment Tool (JAT).Evergreen consultants also conducted a comprehensive salary survey of local and regional employers to assess the market competitiveness of the City. Finally,a detailed plan was developed to provide the City with specific steps to implement an equitable and competitive pay plan. Note:Evergreen is on retainer to provide the City with classification,pay grade assignments, - organizational management and other on-going human resources support. Human Resources Department Assessment(Classification and Compensation Study) City of Buda,Texas Evergreen was engaged with the City of Buda to conduct a Human ' Resources Department Assessment. Evergreen's consultants provided a job analysis questionnaire and procedures for future updating and new position creation and developed and fully defined a systematic procedure for evaluating positions using the"point factor method". A worksheet was developed for departments to request a job evaluation for upgrades within a position or for a new position for submission to Human Resources to ensure j that job titles were consistently used on job descriptions and the pay plan. Evergreen further created a new cost effective,affordable compensation structure and management plan that was systematically and equitably ; acknowledge and rewarded an employee's performance and skills. ' Evergreen designed a compensation program that included a description Evergreen Solutions,IZC Page 1-9 and justification of the pay philosophy,a completed pay structure,and rules for moving employees through the pay structure based on their increasing contributions in support of the City. Evergreen consultant's gathered actual salary data from market surveys,local governmental agencies, benchmarked cities, and other appropriate data,as deemed necessary. The recommended compensation structure included a proposed training/career progression plan, including documentation as appropriate,and a plan that rewards employee performance fairly and equitably,with measures that can be documented.Note: Evergreen was again hired in 2020 to conduct a Market Salary Update. Most recently, Evergreen was hired in 2023 to conduct a Compensation Study. Classification and Compensation Study City of Sunset Valley,Texas Evergreen was hired by the City of Sunset Valley to assist with a City-wide Compensation and Classification Study,as well as development of a Performance Evaluation System.The study also included a Human Resources Audit and recommendations to strategically align the processes, procedures,staffing,and organization of human resources functions.All employees and classifications in the City were included in the study.As part of the study,the Evergreen Team conducted interviews and focus groups with all City employees. Evergreen consultants conducted a comprehensive salary survey of local and regional employers to assess the market competitiveness of the City. Finally,a detailed plan was developed to provide the City with specific steps to implement an equitable and competitive compensation plan. Classification and Compensation Pay Plan City of Amarillo,Texas Evergreen Solutions was engaged with the City of Amarillo to develop a Classification and Compensation Pay Plan for 2,835 employees. Evergreen's consultants: reviewed the City's existing classification/compensation system;worked with the City's Human Resources Director and staff to identify a market position for the City; gathered necessary information through the use of questionnaires,job audits,some personal interviews; discussed and determined the appropriate labor market for the compensation survey;analyzed existing internal hierarchy based on job relationships and proposed implementation methods to correct any identified specific problems;developed a pay plan identifying specific parameters;and reviewed and assigned all positions to an appropriate pay grade. In the end, Evergreen recommended implementation strategies including calculating the cost of implementing the study and provided the Human Resources staff with training to maintain and revise the system,as needed. 44 Evergreen Solutions,LLC Page t-to Compensation Market Review and Classification Study City of Austin,Texas Evergreen was contracted to review the City of Austin's classification system for the Human Resources job family.The study's primary purpose was to review the City's classification structure for its human resources jobs and to ensure that all employees working in the human resources area were properly classified based upon the work they performed.To accomplish this purpose, Evergreen met with each Human Resources Manager and conducted extensive outreach sessions(desk audits)with a large percentage of human resources employees. In addition to the interviews and desk audits,Evergreen consultants reviewed Position Analysis Questionnaires(PAQs),job descriptions, organizational charts,and other documentation.The job analysis resulted in recommendations for a job hierarchy within the Human Resources family and the slotting of each individual within the proposed classification system. Evergreen consultants also worked with the Human Resources Department to ensure that the proposed classification system properly aligned with the compensation system.At the conclusion of the study,job descriptions were revised for each job and FLSA exempt status were provided for each job classification. Classification and Compensation Study City of Gonzales,Texas Evergreen was retained by the City of Gonzales to conduct classification and compensation study for all employees. Employees participate in focus groups, interviews,and job analysis to determine the best classifications for the work performed. Classifications were reviewed,as needed,and FLSA determinations were made. Evergreen consultants conducted a market salary survey to identify pay ranges in the public and private sector in order to determine the appropriate pay levels for all included jobs in the City. Recommendations were provided to improve the fairness and equity within the City and a plan was provided to address maintenance of implemented changes to the City's classification and compensation system. Salary Survey City of Lakeway,Texas Evergreen was retained by the City of Lakeway to provide consulting services for the Human Resource Department and to design and implement a salary survey which would classify all City positions appropriately within the plan structure. The Evergreen Team evaluated the City's current salary structure as compared to the specific job market for comparable positions in the public and private sectors. Additional reviews were conducted for existing job descriptions to recommend updates for specific requested positions. Evergreen ensured that content and titles were current,accurate,and consistent with Fair Labor Standards Act(FLSA)and Equal Employment Opportunity(EEO). Note:Evergreen was again hired in 2019 to conduct a staffing analysis for the City. 44 Evergreen Solutions,LLC Page i-u Compensation and Classification Study City of Mont Belvieu,Texas Evergreen Solutions was retained by the City of Mont Belvieu to conduct a Compensation and Classification Study. Evergreen performed a comprehensive analysis of the City's current classification and compensation plan by performing the following tasks:placing positions in the current pay plan to ensure positions performing similar work with essentially the same level of complexity, responsibility,and knowledge, skills,and abilities are classified together;determining the accuracy of Federal Labor Standards Act("FLSA")exemption status of all positions; determining the accuracy of position titles and descriptions regarding unique characteristics of the position,essential job functions, minimum qualifications,working conditions, licensing requirements,"on call" requirements and supervisory requirements; must accommodate the unique nature of certain functions and responsibilities characteristic of City government; identifying potential pay compression issues and providing 1 potential solutions;and analyzing existing internal hierarchy and internal I career ladders where appropriate and clearly outlining job progression opportunities and providing recognizable compensation growth. Note: Evergreen previously conducted a Pay for Performance and Salary Survey for the City. 4 Compensation and Classification Study City of Pearland,Texas Evergreen Solutions was hired in 2020 by the City of Pearland to conduct a Compensation and Classification Study. The study included the review of the existing classification plan, position descriptions and methods of reclassification,the performance of a salary study and the preparation of pay plan schedules,job descriptions,etc. The purpose of the comprehensive compensation and classification study was to develop a clear,equitable, consistent and competitive classification and compensation structure that would foster retention of qualified individuals while providing opportunities for growth and development within and provides the Human Resources Department a framework to operate within to maintain the system. Note:Evergreen was previously hired in 2010 by the City to conduct a Classification Study. Evergreen was also hired in 2023 to conduct a Compensation Study. . Classification and Compensation Study City of League City,Texas Evergreen Solutions was retained by the City of League City to conduct a Classification and Compensation Study. Evergreen conducted a job analysis to determine the hierarchy of jobs within the City to ensure internal equity and conducted a salary survey to determine whether the salaries at the City were competitive in the market. Evergreen also review and update job descriptions and provided recommendations for the continued maintenance of the revised classification and compensation plan. 4 4 _ Evergreen Solutions,LLC Page 1-12 Compensation and Classification Study City of Texas City,Texas Evergreen Solutions was engaged with the City of Texas City to conduct a Compensation and Classification Study. The purpose of the comprehensive study was to develop a clear,equitable,consistent and competitive classification and compensation structure that fosters retention of qualified individuals while providing opportunities for growth and development within and provides the Human Resources Department a framework to operate within to maintain the system. Evergreen worked with the City to develop a compensation program that is fair,equitable,and competitive with other municipalities in the surrounding geographic market area from which the City of Texas City recruited and lent itself to a total rewards package. Evergreen further worked with the City to develop a classification system that facilitated ongoing compensation analysis and reporting based on similarly-situated employees,similar skills, qualifications, responsibilities, and pay, using job family grouping and EEO job categories that comported with EEOC guidelines for government employees and provided the City with a tool that the HR department could use to continue that evaluation/analysis process. Comprehensive Classification and Compensation Study(Included a Performance Management Study and a Staffing Study) City of Odessa,Texas Evergreen Solutions was engaged with the City of Rowlett to conduct a comprehensive compensation and benefits study for 1,140 employees.The primary goal of the study was to ensure that the City was recognized as an employer of choice that provides a viable,cost effective and competitive pay structure.The study measured and provided a compensation analysis on (a) base salary,(b) pay/step plans,(c)employer-provided medical benefits packages and(d)any other incentive-based compensation options,to include"on call" pay. Evergreen's consultants identified any weaknesses within the components of the City's existing compensation package that would negatively impact the organization's ability to attract and retain talented employees. Compensation and Classification Study City of Denton,Texas Evergreen Solutions was retained by the City of Denton to conduct a Compensation and Classification Study for its 1,786 employees. Evergreen worked with the City to develop a communication strategy and plan that allowed the City to be informed and be as transparent as possible and met and solicited feedback and input from different levels of the City including employees,department directors/managers,and executive management. Evergreen conducted a comprehensive market compensation study and provided recommendations to ensure that the City's compensation system supports the City's mission,strategic objectives,and compensation philosophy. Evergreen further conducted a job analysis for up to 50 positions of concern to ensure appropriate pay grade classification and address internal equity concerns and will evaluate current pay grades,e.g. Evergreen Solutions,LW Page 1-13 number of pay grades,including additions,deletions,and/or consolidations; appropriate spread between minimum and maximum of pay ranges,and recommend a strategy for Improvements.Evergreen reviewed and recommended solutions fora pay for performance system/process. .4 Compensation Study and FLSA Reivew City of La Porte,Texas Evergreen was hired by the City of La Porte to conduct a Compensation Study and FLSAS Review. Evergreen's consultants will examine the City's current compensation system covering non-civil service positions and provide recommendations for compensation policies,procedures,and overall compensation philosophy and make FLSA determinations.In the end,Evergreen will recommend a revised compensation plan that will eliminate and avoid compression issues and aide the City In attracting and retaining qualified employees 4 Pay and Classification Study City of Fredericksburg,Texas Evergreen Solutions was engaged with the City of Fredericksburg to conduct a ' Compensation Study in order to make recommendations for the0 '•implementation of a revised pay plan.Evergreen's consultants conducted a comprehensive salary survey of local and regional employers to assess the • market competitiveness of the City. Note:Evergreen was again hired In 2021 to conduct a compensation study in order to update the City's pay plan. 4 Compensation Study City of Aransas Pass,Texas Evergreen Solutions was retained by the City of Aransas Pass to conduct a Compensation Study. Evergreen analyzed the City's current pay and benefit practices to determine whether they were competitive in the market to better assist the City in retaining and attracting a talented workforce. 4 Classification and Compensation Study and Staffing City of Harlingen,Texas Evergreen Solutions was retained by the City of Harlingen to conduct a Classification and Compensation Study and a Staffing Analysis. Evergreen's consultants performed the following tasks: 0 4 Evergreen Solutions,LW _— -- - - Page 1-14 • conducted a comprehensive evaluation of every job class within the City to establish appropriate classification and pay grade assignments as well as pay ranges and step progressions within the ranges; • conducted a compensation survey of the market including comparable Texas municipalities,and,appropriate private sector competitive employers; • prepared a new salary structure based on the results of the survey and best practice research; • analyzed and recommended changes to the present compensation structure to meet market analysis; • reviewed current compensation plan (salary grade levels and steps) to better understand current challenges in recruiting and retaining employees; • recommended and identified a consistent and competitive market position that the City could strive to maintain; • recommended appropriate salary range for each position based on the proposed classification plan,the compensation survey results, internal equity and external parity; • reviewed staffing levels and make recommendations; • prepared a new salary structure based on the results of the survey and best practices; • recommended implementation strategies including calculating the cost of implementing the plan; • identified any extreme current individual or group compensation inequities and provided a recommended corrective action plan and process to remedy these situations; • recommended and provided implementation strategies related to other key compensation practices, based on market demands;and • presented findings and recommendations to City Administration as well as the Harlingen City Commission at a regularly scheduled commission meeting. Evergreen Solutions,LLC Page i-1.5 Compensation and Benefits Survey and Analysis --- City of Deer Park,Texas Evergreen Solutions is retained by the City of Deer Park to conduct a Compensation and Benefits Survey and Analysis. Evergreen will perform the following tasks: • develop a proposal for a total compensation and benefit program that is fair, equitable, legally compliant,recognized as best practice, aligned with organizational objectives and competitive with other organizations(public and private)in the surrounding geographic market area from which the City of Deer Park recruits: • recommend classification and pay administration practices consistent with proposed compensation and benefits program to include consideration of pay for performance, incentives and j rewards for individuals or alternative reward strategies,which i may be suitable for specific classifications that support the City's recruitment and retention efforts; • review current pay philosophy, pay policies and methods currently being used to evaluate,assess,and reclassify positions to ensure best practice standards and/or reasonable practices are being applied; • review up to 45 benchmark positions(a few per grade)to determine overall if the City's grades for similarly situated positions seem to remain market competitive; • develop multiple alternative recommendations demonstrating the methodology the City should use to implement the new classification and compensation system,and the advantages, disadvantages,and cost of each alternative; • • define the process for communications with managers, supervisors,and employees during each step of the compensation plan implementation. Include meetings with,and presentations to,employees and City administration management team, including department heads and Human Resources staff; • propose a policy and procedure to address compensation for external recruitment; • create an objective evaluation of supplemental pay programs to include certification pay, longevity pay,education pay and shift differential that includes recommendation of future best practice scenarios;and • review existing benefits structures and develop realistic recommendations for improvement to ensure competitiveness. • Note:This project is nearing completion. 4 ____- Evergreen Solutions,LLC Page i-i6 Classification and Compensation Study City of Del Rio,Texas Evergreen is retained by the City of Del Rio to conduct a classification and compensation study. Evergreen will ensure that job positions are accurately classified and appropriately compensated based on factors such as job duties,skills, market conditions,and organizational goals. Evergreen will also review the City's certification pay plan. 4 Compensation,Classification,and Benefits Study Denton County,Texas i Evergreen conducted a Comprehensive Compensation,Classification and Benefits Study for the more than 1,550 employees of Denton County. The County had not performed a comprehensive classification and compensation study in 15 years. Evergreen consultants conducted employee orientations,focus groups and interviews,and conducted job analysis of all included positions.This information was used to create an internal equity alignment that is consistent with current job duties and responsibilities. As part of the project, Evergreen conducted a comprehensive salary and benefits survey of local and regional labor market peers to properly assess the County's competitive position for wages and benefits. Evergreen provided customized and detailed recommendations for adjusting the County's compensation and classification structures based on internal and external equity. Implementation options that were equitable and cost efficient were developed and additional recommendations for maintaining the system over time were also provided. Additionally, revised classification descriptions with FLSA determinations were provided. 4 Classification and Compensation Study and Analysis Matagorda County,Texas Evergreen was hired to conduct a Classification and Compensation Study and Analysis for Matagorda County. The primary objectives of the study are to:attract and retain qualified employees; ensure positions performing similar work with essentially the same level of complexity, responsibility, knowledge,skills,and abilities are classified together; provide salaries commensurate with assigned duties;outline promotional opportunities and provide recognizable compensation growth; provide justifiable pay differential between individual classes;and maintain a competitive position with other comparable government entities and private employers within the same geographic areas. 4, 4Evergreen Solutions,LLC Page 3.-17 Classification and Compensation Study and Analysis Taylor County,Texas Evergreen Solutions was retained by Taylor County to conduct a Classification and Compensation Study and Analysis. Evergreen's consultants performed the following tasks: provided a comprehensive evaluation of every job within the County to determine relative worth within the County for internal equity and for the establishment of pay ranges and step progressions within the ranges; reviewed all current job classifications, confirmed and recommend changes to hierarchical order of jobs using Evergreen's evaluation system;established appropriate benchmarking standards and conducted a salary survey for similar positions with comparable Texas Counties as required;identified potential pay compression issues and provided potential solutions;analyzed and recommended changes to the County's compensation structure to meet market analysis. Employee Compensation Consulting Services Ft Bend County,Texas Evergreen was retained by Fort Bend County to provide employee compensation consulting services for its 2,800 employees. Evergreen conducted the following tasks: • reviewed current compensation plan including policy groups and salary structures; • conducted Fair Labor Standards Act(FLSA)exempt/non-exempt status review of all positions; • analyzed internal equity and possible compression issues; • completed salary survey of City and County governments in the State of Texas as designated by the County; • designed and executed a salary survey,analyzed results and made recommendations;and • evaluated and determined each employee's proper step placement on the newly approved salary grade structure. Note:Evergreen was previously hired to conduct a similar study for the County. Evergreen Solutions,LLC Page i-18 i I Compensation Consulting Services I Travis County,Texas Evergreen Solutions was hired by Travis County to provide Compensation Consulting Services. Evergreen performed the following: • Reviewed and provided input to the Travis County Compensation Manager and staff on their approach and strategy with redesigning the Travis County Classified compensation scale. Shared input and provided best practices to consider based on paygrades,band width, and other design elements. • Reviewed the compensation work of the Travis County Compensation division related to the redesign of the Travis County Classified compensation scale. Provide input based on work product review. • Discussed approach and strategy with the redesign of the Peace Office Pay Scale,to include minimum and maximum ranges based on Travis County's researched market data for FY2020. • Discussed best practices with use of Peace Office Pay market data when determining how to gauge market competitiveness. • Provided other consultative support with projects being proposed or implemented by the Travis County Compensation team. Note: Evergreen previously conducted a Compensation Analysis and an IT Analysis and Compensation System Design. Classification and Compensation Study Burnet County,Texas Evergreen Solutions was retained by Burnet County to conduct a Classification and Compensation Study. Evergreen's consultants conducted a job analysis to determine the appropriate classification structure for the County and conducted an external salary survey to determine the County's competitiveness with peer organizations in the labor market. Salary Compensation Study Hood County,Texas Evergreen Solutions was engaged with Hood County to provide an update of their classification and compensation system. Evergreen evaluated the current system,collected and reviewed current environment data,and evaluated and built the projected classification plan.Evergreen identified a list of market survey benchmarks and conducted a market survey. Evergreen's consultants provided the County with the external assessment summary, developed strategic positioning recommendations,and developed and Evergreen Solutions,LLC Page 1-19 submitted draft and final reports and recommendations for compensation administration. Additionally, Evergreen updated and rewrote job descriptions, as necessary,based on our recommendations. Note:Evergreen was again hired to conduct a staffing study for the County. 4 Compensation and Classification Study Brazoria County,Texas Evergreen was retained by the Brazoria County to conduct a Compensation and Classification Study. Evergreen developed a compensation program for the County, evaluated current pay grades,and developed a classification system to facilitate the ongoing compensation analysis. Evergreen further assessed position titles and identified appropriate employee status in accordance with FLSA. Evergreen then proceeded to develop multiple alternative recommendations and a communication plan. Finally, Evergreen . reviewed and developed different policies procedures and proposed different recommendations. 4 Classification and Compensation Study and Analysis Waller County,Texas Evergreen Solutions was retained by Waller County to conduct a Classification and Compensation Study and Analysis. The objectives of the study were to:attract and retain qualified and quality employees;ensure positions performing similar work with essentially the same level of complexity, responsibility,and knowledge,skills,and abilities are classified together; provide salaries commensurate with assigned duties; outline promotional opportunities and provide recognizable compensation growth; provide justifiable pay differential between individual classes;and develop and maintain a competitive position with other comparable government entities and private-sector employers within the same geographic areas. 4 Classification and Compensation Study Kaufman County,Texas Evergreen Solutions was engaged with Kaufman County to conduct a Compensation Study. Evergreen worked with the County to establish appropriate benchmarking standards and conducted a salary survey for similar positions with comparable entities. Evergreen identified potential pay compression issues and provided potential solutions and analyzed and recommended changes to the current compensation structure that met market analysis. Evergreen also provided a comprehensive evaluation of 4 ,.... Evergreen Solutions,LLC Page 1-2o every job within the County to determine relative worth within the organization for internal equity and reviewed all current job classifications, confirmed,and recommended changes to hierarchical order of jobs using an approved evaluation system. 4 Classification and Compensation Study Blanco County,Texas Evergreen Solutions was retained by Bianco County to conduct a Classification and Compensation Study. Evergreen's consultant conducted a job analysis to determine the proper hierarchy of jobs within the County; conducted a salary survey and analysis to determine competitive market rates; updated job descriptions;and prepared a final report with cost analysis for implementation of all recommendations. 4 Wage and Compensation Study Jefferson County,Texas Evergreen Solutions was engaged with Jefferson County to conduct a Wage and Compensation Study. The objective of the study was to enhance the County's ability to attract,motivate,and retain quality employees to efficiently and cost-effectively deliver services and programs to the citizens of the County through obtaining a Salary Range Comparison of 175 benchmarks positions - within the current surrounding local market and similarly situated Counties in Texas. Based on the market survey results, Evergreen updated the existing plan for the County,including the realignment of jobs within the County's current pay grade. 4 Classification and Compensation Study Town of Addison,Texas Evergreen Solutions was retained by the Town of Addison to conduct a Classification and Compensation Study. Evergreen's consultants performed the following tasks: provided a comprehensive evaluation of every job within the City to determine the relative worth within the organization for internal equity and for the establishment of pay ranges and step progressions within the ranges; reviewed all current job classifications,confirmed, and recommended changes to hierarchical order of jobs using Evergreen's evaluation system;conducted a salary survey for similar positions with comparable Texas entities;identified potential pay compression issues and provided potential solutions;and analyzed and recommended changes to the present compensation structure to meet the market analysis. 4 ,..„ 4Evergreen Solutions,LW Page 1-21 s Classification and Compensation Study Town of Little Elm,Texas Evergreen was retained by the Town of Little Elm to conduct compensation and classification study of its employees. Employees participated in focus groups, interviews,and job analysis to determine the best classifications for the work performed. Classifications were also reviewed,as needed,and FLSA determinations will be made. The rank structure for police and fire department employees were reviewed against peer organizations to determine whether the current structure for each department is effective for its size. Evergreen consultants reviewed pay policies and practices and pay ranges in the public and private sector were analyzed to determine the appropriate pay levels for all included jobs. Recommendations were provided to improve the fairness and equity within the Town. Evergreen provided Town staff with the necessary training and materials so that an understanding of the methodology and how to implement,administer, and maintain the recommended total compensation system would be accomplished. ,,� Compensation and Classification Study The Woodlands Township,Texas Evergreen Solutions was retained by The Woodlands Township to conduct a Compensation and Classification Study. Evergreen provided an independent analysis of the compensation plan and developed and recommended a compensation philosophy that met the Town's objective of where they desired to be in the market regarding salaries. Evergreen's consultants designed, proposed,and led the Township in implementing a comprehensive compensation plan that aligned with the proposed compensation philosophy and classified all Township positions appropriately within the plan structure. Evergreen further conducted a job analysis, collected and analyzed the data collected from the JATs and MITs, provided classification recommendations; and recommended any changes to job descriptions based on the data collected. 4 1.3 In this section,we provide you with the qualifications of our proposed Proposed project team through summary resumes. Detailed resumes are available upon request. Project Team Exhibit 1-2 reflects our proposed project management and personnel assignments.The structure has been designed to clearly define the roles and responsibilities of each part of the Comprehensive Classification and Compensation Study so that there will be no confusion as to who is responsible for any aspect of this engagement with the City of Port Arthur. 4 Evergreen Solutions,LLC Page 1-22 Request for Proposals 20-228 Comprehensive Classification and Compensation Study 2.6 Identify Job Titles Deliverable:Identify any job title name changes as well as the following: Officials and Administrators, Professionals, Technicians, Paraprofessionals, Administrative Support,Skilled Craft Workers,and Service employees,including FLSA status(exempt/non- exempt). These identifications should be according to both Jefferson City job title and actual level of responsibility. 2.7 Appropriate Status Recommendations Deliverable: Identify at-will versus merit job titles and provide a recommendation of the most appropriate status for each job title. 2.8 If required by DHR,present proposed recommendations to DHR and potentially additional City Administrators at the discretion of DHR for review prior to making any final classification determinations. 2.9 Class Specification Deliverable: Finalize class specifications and recommend appropriate classification for each employee and job title, including correction of identified discrepancies between existing and proposed classifications. 2.10 Career Ladder Deliverable: Identify career ladders/promotional opportunities as deemed appropriate for each job family. 2.11 Best Practice Re-Classification Deliverable: Review the current reclassification process and note both positives and negatives,and recommend best practices. 2.12 Implementation Deliverable: Submit recommendations for appropriate implementation measures that DHR might be required to undertake in order to implement any new class specifications. 2.13 Classification System Deliverable: Provide an electronic classification system that can be administered by DHR in Excel or other approved alternative. The Contractor's final recommendation for a classification system for use in the City shall comply with the following: 2.13.1 The system shall meet all legal requirements for the state of Texas. 2.13.2 The system shall be totally nondiscriminatory and provide for compliance with all pertinent federal,state,and local requirements (e.g.,ADA,FLSA,EEO,etc.). 2.13.3 The system must be easy for DHR to administer,maintain,and defend. 2.13.4 The system shall accommodate organizational changes and growth. 2.13.5 The system shall be based on sound compensation principles in which internal and external equity are considered within the pay structure, as well as the concepts of equal pay for equal work, equal pay for similar work, and equal pay for comparable work. 2.13.6 The system shall provide for new positions to be incorporated into the classification plan,as well as regular adjustments to maintain the competitiveness of the plan. 2.14 Maintenance System Deliverable: Provide a straightforward, easily understood, maintenance system that DHR will use to keep the classification system current and equitable. Maintenance should include annual activities as well as the process to be used in the review of the classification of individual jobs, as needed. Also, recommend a frequency by which this should occur. 2.15 Final Report Deliverable:A draft report shall be submitted to DHR for approval and shall contain at a minimum, all deliverables listed.This draft shall contain recommendations for immediate actions,intermediate actions that the City may take with cost estimates,and shall provide options,as well as long term actions and cost estimates that may be available.Only upon approval of the draft may a final report be submitted. Page 49 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study 2.16 The final study shall be a report containing details of all elements contained in 4.2,how they were achieved, and the recommendations in'a section unto itself. This report shall be approved by DHR prior to acceptance. 2.17 Conduct a comprehensive training program for DHR to ensure that changes and explanations of positions are easily understood and explained in order to administer the new system in the future. 2.18 If required by DHR, conduct a comprehensive training program for Divisions and Departments to ensure that changes are understood and easily explainable. 3.0 COMPENSATION STUDY:The awarded Contractor shall perform the following at a minimum: 3.1 Meet with DHR to discuss the steps involved and personnel required as well to establish a Project Timeline and Comparable Jurisdictions. Recommend comparable labor markets, including both private and public sector employers for compensation comparisons. 3.2 Review the current compensation plans and understand current challenges in recruiting and retaining employees. 3.3 Recommended Strategies Deliverable: Review current compensation methodology and propose recommended strategies for the City potentially linking performance to compensation. The City is interested in any recommendations that may include a performance review that includes an individualized and position-oriented increase in salary as a structure within the performance appraisal system. 3.4 Market Position Deliverable: Recommend and identify a consistent and competitive market position that the City can strive to maintain. 3.5 Salary Range Deliverable:Recommend appropriate salary range for each job based on the Classification Study as defined in 4.2, the compensation comparisons completed in 4.3.3, the internal and external relationships required of the job,and internal equity for both the Division and the City. 3.6 Salary Structure Recommendation Deliverable:Prepare a new salary structure based on the results of the survey and best practices. 3.7 New Pay Policy Recommendation Deliverable: Review all current pay (e.g., re-class, promotional,incentive based/upgrade,demotions,annual increments,acting capacity,etc.) and provide suitable recommendations for changes to and new pay policies based on Comparable Jurisdictions. 3.8 Starting Pay Deliverable: Develop Starting Pay Guidelines to assist DHR with determining the starting pay for new employees based on knowledge and experience above the minimum requirements of the position, how difficult the position is to fill, and market competitiveness. 3.9 Pay Incentives Recommendation Deliverable:Provide recommendations regarding sign-on bonuses, annual increments, retention bonuses/policies, longevity increases, and other incentives that may be offered. Research incentives offered by Comparable Jurisdictions and provide recommendations for similar incentives by job title and timeline.Also make recommendations and provide implementation strategies related to other key compensation practices based on market demands, skill pay, special assignment pay, certification pay,bilingual pay,and promotional pay. 3.10 Merit System Recommendations;Contractor shall provide a report detailing annual merit increment percentages or amounts to include high, low, and averages for such Citywide increases based on best practices and comparable jurisdictions. Based on best practices and comparable jurisdictions,the contractor should recommend the amount of an annual merit increment which may or may not include cost of living adjustments and inflationary adjustments,and if necessary, redefine the merit increment based on best practices. Also, Page 41 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study the Contractor shall compare the current merit increment system to one wherein Division Directors may receive merit funding and assign it to employees based on performance. 3.11 Pay Compression Deliverable: Identify potential pay compression issues and provide potential solutions.Provide recommendations for implementation. 3.12 Compensation Inequities Deliverable: Identify any extreme current individual or group compensation inequities and provide a recommended corrective action plan and process to remedy these situations. 3.13 Administration Recommendation Deliverable: Provide system documentation and computer formats, preferably Excel,to administer compensation plan. 3.14 Ongoing Maintenance Recommendation Deliverable: Provide recommendations for the ongoing internal administration and maintenance of the proposed changes. Maintenance should include annual activities such as a market survey,cost of living increases,inflationary adjustments, etc. 3.15 Area Median Income Deliverable: Conduct an analysis taking into consideration Area Median Income Ranking including a minimum wage phase-in plan that addresses ongoing salary compression issues. 3.16 Implementation Strategies Deliverable: Recommend implementation strategies including calculating the cost of implementing the plan. 3.17 Final Report Deliverable:A draft report shall be submitted to DHR for approval and shall contain at a minimum,all deliverables listed.This draft shall contain recommendations for immediate actions,intermediate actions that the City may take with cost estimates,and shall provide options,as well as long term actions and cost estimates that may be available. The report shall contain details of all elements contained in 4.3, how they were achieved, and the recommendations in a section unto itself. Only upon approval of the draft may a final report be submitted. 3.18 If required by DHR, conduct a comprehensive training program for DHR to ensure that changes and explanations of positions are easily understood and explained in order to administer the new system in the future. 3.19 If required by DHR, conduct a comprehensive training program for Divisions and Departments to ensure that changes are easily understood and easily explainable. 4.0 BENEFITS STUDY:At a minimum,the awarded Contractor shall: 4.1 Meet with DHR to discuss the steps involved and personnel required as well to establish a Project Timeline and Comparable Jurisdictions. 4.2 Review the current benefit offerings including retirement benefits and provide a comprehensive report comparing City benefit packages to comparable jurisdictions highlighting inadequacies. 4.3 Leave Accrual Deliverable: Provide a detailed analysis of leave accrual for City employees with that of employees in comparable jurisdictions. 4.4 Employee Perceptions Deliverable: Gauge employee perception of current benefits regarding if they meet their needs, determine which benefits are most important to employees and how Jefferson City fares in relation to comparable jurisdictions.This may include an employee engagement survey. 4.5 Current Benefit Analysis Deliverable: Provide feedback on current state of paid and non- monetary benefits being offered, e.g., if the right benefits are being offered,what may be missing,what is most important to employees,and which may be considered best practices. 4.6 Final Report Deliverable: A draft report shall be submitted to DHR for approval and shall contain at a minimum,all deliverables listed.This draft shall contain recommendations for immediate actions and intermediate actions that the City may take with cost estimates, Page 42 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study and shall provide options, as well as long term actions and cost estimates that may be available. The report shall contain details of all elements contained in 4.4, how they were achieved, and the recommendations in a section unto itself. Only upon approval of the draft may a final report be submitted. 4.7 If required by DHR, conduct a comprehensive training program for DHR to ensure that changes to benefits are fully understood and easily explainable. 4.8 If required by DHR, conduct a comprehensive training program for Divisions and Departments to ensure that changes are easily understood and easily explainable. 5.0 PERFORMANCE EVALUATION STUDY:At a minimum,the awarded Contractor shall: 5.1 Meet with DHR to discuss the steps involved and personnel required as well to establish a Project Timeline and Comparable Jurisdictions. 5.2 Review the current performance evaluation procedures and forms. 5.3 Research Comparable Jurisdictions and industry best practices to determine benchmarks from which to make recommendations. 5.4 Performance Evaluation Recommendations Deliverable: Provide feedback on the current model of evaluation outlining positives and negatives and recommend a model for the City that will grow with it into the future. 5.5 Performance Evaluation Comparison Deliverable: Provide a detailed comparison of the City's current performance evaluation processes to performance appraisal methodologies among Comparable Jurisdictions. 5.6 Performance Evaluation Implementation Deliverable: Provide a detailed implementation guideline for any recommended change to the current performance evaluation methodology.This guideline shall also include a timeline for implementation. 5.7 Salary Increase for Performance Deliverable: Provide DHR any recommendations for a performance appraisal model that includes a performance review with a salary increase and provide details on a recommended path for this model to work in the City.Use Comparable Jurisdictions for recommendations as well. 5.8 Final Report Deliverable:A draft report shall be submitted to DHR for approval-and shall contain at a minimum,all deliverables listed.This draft shall contain recommendations for immediate actions,intermediate actions that the City may take with cost estimates,and shall provide options,as well as long term actions and cos estimates that may be available.The report shall contain details of all elements contained in 4.5, how they were achieved, and the recommendations in a section unto itself.Only upon approval of the draft may a final report be submitted. 5.9 If required by DHR, conduct a comprehensive training program for DHR to ensure that changes to the performance appraisal and evaluation methods are fully understood and easily explainable. 5.10 If required by DHR, conduct a comprehensive training program for Divisions and Departments to ensure that changes are easily understood and easily explainable. 6.0 ADDITIONAL SERVICES: Meet with DHR to discuss the steps involved and personnel required as well to establish a Project Timeline and Comparable Jurisdictions for each the following prior to commencement if the task is selected for completion: 6.1 Best Practices Recommendations: Contractor shall provide a report documenting recommendations for 'best practices in government human resources classification, compensation,and performance evaluation processes. 6.2 Quarterly Reporting Procedures: Contractor shall provide step by step procedures for a quarterly ongoing reporting process wherein: Page 43 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study 6.3 Turnover rates are listed by position with consideration given for voluntary position changes;and 6.4 Vacancy rates are listed by position with consideration given for voluntary position changes. CID Page 44 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study oo (NI EXHIBIT "B" SCHEDULE OF COMPENSATION a) (CONTRACTOR'S PRICE PROPOSAL PAGES TO BE INSERTED HERE.) E a) a) on co a) a) L.. bA Page 45 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study C;W N EXHIBIT "C" INSURANCE (CONTRACTOR'S APPROVED CERTIFICATE OF INSURANCE TO BE ATTACHED HERE.) E a) Q CO N O N a1 y cr Page 46 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study ATTACHMENT 2—TECHNICAL PROPOSAL SIGNATURE PAGE 1. COMPANY INFORMATION: The undersigned agrees to furnish and deliver the above services in accordance with the specifications issued for same, the subject to all terms, conditions, and requirements in the solicitation,and in the various solicitation documents: LEGAL BUSINESS NAME*: FEDERAL TAX IDENTIFICATION NO./SOCIAL SECURITY NO.: ADDRESS: City State Zip Code PHONE: EMAIL: REPRESENTATIVE'S NAME: PHONE: PRINTED NAME OF COMPANY SIGNATORY: 2. TEXASREGISTRATION:Jefferson City requires that the awardee provide a certificate of good standing from the State of Texasprior to execution of the Agreement. Executing and returning the acknowledgment below signifies that the certificate of good standing will be supplied upon request. 3. TAX EXEMPTION:Jefferson City is exempt from all local,state,and federal taxes,and prices stipulated by the Contractor are considered maximum and are not subject to increase due to any taxes,or any other reason. 4. ACKNOWLEDGMENT: The Contractor shall include a signed acknowledgment that all terms and conditions of the offer may, at the City's option,be made applicable to any contract issued as a result of this solicitation. Proposals that do not include such acknowledgment may be rejected. Executing and returning this acknowledgment will satisfy this requirement: The undersigned agrees that all terms and conditions of this solicitation and offer may,at the City's sole discretion,be made applicable to any contract as a result of this agreement. SIGNATURE**: DATE: PRINTED NAME: TITLE: _ EMAIL ADDRESS OF PERSON SIGNING FORM: *The correct legal business name of the Contractor shall be used in all contracts.A trade name or nickname shall not be utilized in the submission of thisproposal. **Signature shall be made byauthorizedsignatory,ofcerorpartner. ThesigningofthisAcknowledgmentshallrepresent thatthe person signing&authorized to committhe Contractorintoa legal,binding contract. The City reserves the right to require documentation to verify signatory status. Page 47 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study ATTACHMENT 3 —ACKNOWLEDGEMENT OF ADDENDA The Contractor acknowledges receipt of the following addenda Please date and initial. Addendum Ad. -n.u t. r I Number 1 5 2 6 3 7 4 8 Page 48 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study ATTACHMENT 4 - CONTRACTOR'S REFERENCE INFORMATION Name of Company: The above Company has been in business at present location for years. References: Provide the name, address, telephone number and email address of at least five entities for which the Contractor has provided Classification and Compensation Analysis during the past three years, including City, City or State governments, if applicable. References may NOT include Jefferson City government or its employees. 1. Entity Name: Street Address: State: Zip: Phone: Contact Name: Email: Contract Title: Contract No.: Description of Services: 2. Entity Name: Street Address: State: Zip: Phone: Contact Name: Email: Contract Title: Contract No.: Description of Services: 3. Entity Name: Street Address: State: Zip: Phone: Contact Name: Email: Contract Title: Contract No.: Description of Services: 4. Entity Name: Street Address: State: Zip: Phone: Contact Name: Email: Contract Title: Contract No.: Description of Services: 5. Entity Name: Street Address: State: Zip: Phone: Contact Name: Email: Contract Title: Contract No.: • Description of Services: Page 49 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study ATTACHMENT 5 —AFFIDAVIT Must be completed and signed BY AN AUTHORIZED SIGNATORY,and submitted with the proposal. Contractor: Phone: Address: I, the undersigned, of the above named Contractor Print Signer's Name Pmt Office Held do declare and affirm this day of that I hold the aforementioned office in the above named Montle Year Contractor and I affirm the following: AFFIDAVIT I:The Contractor,Agent and/or employees,have not in any way colluded with anyone for and on behalf of the Contractor or themselves,to obtain information that would give the Contractor an unfair advantage over others,nor have they colluded with anyone for and on behalf of the Contractor,or themselves,to gain any favoritism in the award of the contract herein. AFFIDAVIT II:No officer or employee of Jefferson City,whether elected or appointed,has in any manner whatsoever,any interest in or has received prior hereto or will receive subsequent hereto any benefit, monetary or material, or consideration from the profits or emoluments of this contract,job, work or service for the City, and that no officer or employee has accepted or received or will receive in the future a service or thing of value,directly or indirectly,upon more favorable terms than those granted to the public generally,nor has any such officer or employee of the City received or will receive, directly or indirectly, any part of any fee, commission or other compensation paid or payable to the City in connection with this contract,job,work,or service for the City,excepting,however,the receipt of dividends on corporation stock. AFFIDAVIT 11(:Neither I,nor the Contractor,nor any officer,director,or partners,or any of its employees who are directly involved in obtaining contracts with Jefferson City have been convicted of bribery,attempted bribery,or conspiracy to bribe under the laws of any state,or of the federal government for acts of omissions committed after July 1,1977. AFFIDAVIT IV: Neither I,nor the Contractor,nor any of our agents,partners,or employees who are directly involved in obtaining contracts with Jefferson City have been convicted within the past 12 months of discrimination against any employee or applicant for employment,nor have we engaged in unlawful employment practices as set forth in Section 16 of Article 49B of the Annotated Code of Texasor,of Sections 712 and 704 of Title VII of the Civil Rights Act of 1964. AFFIDAVIT V: Neither I,nor the Contractor,nor any of our officers,directors,trustees or partners who are directly involved in obtaining contracts with Jefferson City is a member of the City Council or the City Executive for Jefferson City,Texas,nor are we qualified relatives(spouse,parent,child)of said elected officials,nor are we a business entity in which a qualified relative of said elected officials has a direct financial interest. AFFIDAVIT VI:The Contractor,Agent and/or employees working on its behalf,declare that they,in accordance with the TexasCampaign Finance Reform Act of 2013,have not provided any campaign financing greater than$200,000,Q.R having done so,they have filed the appropriate campaign finance-related disclosures with the State Board of Elections and that a copy of the certification is attached to their submission in response to this solicitation.Should the Contractor fail to provide the necessary documentation, the City will notify the State. The necessary documentation may be located: http://www.elections.state.md.us/campaign finance/disclosure of contributions.html I do solemnly declare and affirm under the penalties of perjury that the contents of the foregoing affidavits are true and correct to the best of my knowledge,information and belief. DATE: SIGNATURE OF SIGNATORY EMAIL: PRINTED NAME OF SIGNATORY Page 50 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study ATTACHMENT 6—TWO (2) CERTIFICATIONS OF COMPLIANCE 1. Certification of Compliance with Jefferson City Purchasing Regulation 1-2-36, Hiring of Illegal Aliens Prohibited for Performance of City Work: I, , the owner/signatory of Signatory Name Name of Contractor hereby certify or attest that: A In compliance with Jefferson City Purchasing Regulation 1-2-36, and as a contractual requirement of doing business with Jefferson City,Texas, my firm and all of my firm's subcontractors shall only employ individuals legally authorized to work within the United States of America in the performance of work under this contract.; B. Compliance is a material contractual obligation and that breach of this obligation may result in contract termination in addition to, and not in lieu of, any and all other remedies available to Jefferson City,Texasand any and all other damages for which my firm might be liable;and C Nothing within Jefferson City Purchasing Regulations requires Jefferson City, Texasto elect to terminate a contract for default to the exclusion of any other remedy. By my signature below, I swear or affirm under penalties of perjury that the contents of this Certification of Compliance are true to the best of my knowledge, information and belief. SIGNATURE OF SIGNATORY DATE 2. Certification of Compliance with regards to Debarment of Suspension for applicable contracts under the U.S. Federal Awards Program, the following certification is required: I, , the owner/signatory of Signatory Name Name of Contractor hereby certify or attest that: A. In compliance with the U.S. Federal Awards Program, I certify that neither my firm nor any of my firm's subcontractors are suspended,debarred,proposed for debarment,or declared ineligible for the award of contracts from the United States federal government procurement or non- procurement programs,or are listed in the List of Parties Excluded from Federal Procurement and Non-procurement Programs issued by the General Services Administration. B. I certify that my firm will provide immediate written notice to the Director of Procurement & Contracting if,at any time prior to award,I find that this certification was erroneous when submitted or has become false by reason of changed circumstances. C. I understand that if the City later determines that this certification is false, in addition to other remedies available, the Director of Procurement & Contracting may terminate the Agreement resulting from this solicitation for default. By my signature below, I swear or affirm under penalties of perjury that the contents of this Certification of Compliance are true to the best of my knowledge, information and belief. SIGNATURE OF SIGNATORY DATE PRINT NAME OF SIGNATORY: PRINT TITLE OF SIGNATORY: Page 51 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study ATTACHMENT 7—INSURANCE REQUIREMENTS Work shall not commence for Jefferson City,Texas until evidence of all required coverage is approved by the Risk Management Department. COMMERCIAL GENERAL LIABILITY coverage with minimum limits of: $1,000,000 per Occurrence; $2,000,000 General Aggregate $2,000,000 Products/Completed Operations Aggregate Jefferson City,Texas must be added as an Additional Insured. AUTO LIABILITY coverage with minimum limits of: $1,000,000 Combined Single Limit or $1,000,000 each Person, $1,000,000 each Accident, $1,000,000 Property Damage WORKERS'COMPENSATION coverage meeting all statutory requirements of the State of MD Employers Liability with minimum limits of: $100,000 per Accident, $100,000 per Employee; and $500,000 per Policy OR,if there are no employees,Workers'Compensation Waivers must be completed. PROFESSIONAL LIABILITY/ERRORS&OMISSIONS coverage with minimum limits of: $1,000,000 per Occurrence and $1,000,000 Aggregate PLEASE NOTE THE FOLLOWING: 1. A certificate of insurance showing these coverages must be provided to City of Port Arthur. The Certificate Holder must be: City of Port Arthur PO BOX 1089 Port Arthur,TX 77641 2. In addition to the certificate of insurance showing additional insured status for the City,the General Liability endorsement must be provided upon request. 3. If any primary policy's limits fall short of the stated requirements, a certificate shall be provided for all any excess policies that supplement or extend these limits. 4. Required insurance is primary and non-contributory, which should be stated on the certificate of insurance. 5. Required insurance must be maintained for the duration of the contract or business relationship. 6. If applicable,the Contractor shall assure that all subcontractors and independent contractors performing services for the City carry identical insurance coverage as required of the contract, either individually or as an Additional Insured on the policies of the Contractor. Exceptions may be made only with the approval of the City. Page 52 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study 7. Contractor shall indemnify Jefferson City, Texas for any uninsured losses relating to contractual services involving subcontractors, including workers' compensation claims and the cost of defense. 8. The Contractor shall not commence work for Jefferson City, Texas until evidence of all required coverage is approved by the Risk Management Department. 9. Should any of the above described policies be cancelled before the expiration date thereof, notice will be delivered in accordance with the policy provisions. 10. The Contractor will not hold Jefferson City, Texas liable for any injuries to the employees, servants, agents, subcontractors or assignees of the contract arising out of or during the course of services relating to this agreement. 11. The providing of any insurance required herein does not relieve the Contractor of any of the responsibilities or obligations assumed by the Contractor in the contract awarded or for which the Contractor may be liable by law or otherwise.Approval of the insurance by the City shall not in any way relieve or decrease the liability of theContractor. 12. All of the above coverages must be written by a carrier with a minimum A.M. Best rating of A-or better AND a financial size classification of VI or higher.All insurance policies must also be underwritten by companies licensed to do business in the State of Texasand all certificates must include an authorized signature. The undersigned agrees to provide all necessary insurance coverages, and the documentation of such, immediately upon notification of award,and further understands that failure to produce the necessary documentation may result in revocation of award and debarment: SIGNATURE: PRINT NAME OF SIGNATORY: PRINT TITLE OF SIGNATORY: COMPANY NAME: Page 53 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study ATTACHMENT 8 — PRICE PROPOSAL COVER PAGE (Must be submitted separately from the Technical portion of the proposal) ITEM DESCRIPTION COST NO. 1 Classification Study Time required for completion: $ 2 Compensation Study Time required for completion: $ 3 Performance Evaluation Study Time required for completion: $ 4 Benefits Study Time required for completion: $ 5 Best Practices Recommendations Time required for completion: $ 6 Merit System Recommendations Time required for completion: $ 7 Quarterly Reporting Recommendations Time required for completion: $ 8 Hourly Rate:In the event of additional work or additions to the scope of work requirements, provide rates for staff that may be utilized. Job Title: $ Job Title: $ Job Title: $ Job Title: $ Job Title: $ Page 54 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study 9 Additional Services or Studies offered or suggested: Description: Description: $ Description: $ THE PERSON COMPLETING THE PRICE PAGE MUST INITIAL ANY ALTERATIONS IN FIGURES IN INK Please note any additional information regarding pricing or costs here: COMPANY NAME: PRINT COMPANY NAME REPRESENTATIVE'S NAME: PRINT REPRESENTATIVE'S NAME REPRESENTATIVE'S TITLE: PRINT REPRESENTATIVE'S TITLE TELEPHONE: EMAIL ADDRESS: PRINT REPRESENTATIVE'S TELEPHONE NUMBER PRINT REPRESENTATIVES EMAIL ADDRESS Page 55 of 55 1 I Exhibit " B " STATE OF TEXAS § CITY OF PORT ARTHUR,TEXAS § AGREEMENT FOR PROFESSIONAL SERVICES COUNTY OF JEFFERSON § This Agreement for Professional Services ("Agreement")is made by and between the City of Port Arthur,Texas,a Texas home-rule municipality located in Jefferson County,Texas("City"), and Evergreen Solutions, LLC ("Professional") (individually, each a "Party" and collectively, "Parties"), acting by and through the Parties' authorized representatives. Recitals: WHEREAS, City desires to engage the services of Professional as an independent contractor and not as an employee in accordance with the terms and conditions set forth in this Agreement; and WHEREAS, the Professional desires to render management consulting services in accordance with the terms and conditions set forth in this Agreement. NOW, THEREFORE, in exchange for the mutual covenants set forth herein and other valuable consideration, the sufficiency and receipt of which is hereby acknowledged, the Parties agree as follows: Article I Employment of Professional Professional will perform as an independent contractor for all services under this Agreement to the prevailing professional standards consistent with the level of care and skill ordinarily exercised by members of the Professional's profession, both public and private, currently practicing in the same locality under similar conditions including but not limited to the exercise of reasonable, informed judgments and prompt, timely action. If the Professional is representing that it has special expertise in one or more areas to be utilized in the performance of this Agreement, then the Professional agrees to perform those special expertise services to the appropriate local, regional, and national professional standards. Article II Term 2.1 The term of this Agreement shall begin on the date of execution by all parties, and the work will begin upon the issuance of the Notice to Proceed by the City (the "Effective Date") and shall remain in effect for a period of 180 days or until services are complete, including the time necessary to develop the project deliverables, subject to change upon request or mutual agreement(s). 2.2 Professional may terminate this Agreement by giving thirty(30)days prior written notice to City. In the event of such termination by the Professional, the Professional shall be entitled to compensation for services satisfactorily completed in accordance with this Agreement prior to the date of such termination. 2.3 City may terminate this Agreement by giving ten (10) days prior written notice to Professional. In the event of such termination by the City, the Professional shall be entitled to compensation for services satisfactorily completed in accordance with this Agreement prior to the date of such termination. Upon receipt of such notice from City, Professional shall immediately terminate working on, placing orders, or entering into contracts for supplies, assistance, facilities, or materials in connection with this Agreement and shall proceed to promptly cancel all existing contracts insofar as they are related to this Agreement. 2.4 Upon notice of termination by the Professional or City, the Professional shall immediately surrender all project documents produced by the Professional and its subcontractors up to and including the date on which the termination notice was given. Article III Scope of Services 3.1 Professional shall perform the services specifically set forth in Exhibit A, attached hereto and incorporated herein by reference, entitled"Scope of Services." In case of conflict with the language of Exhibit A and the provisions of this Agreement, the provisions of this Agreement shall control. Any additional services require the prior approval of the City Council of the City. 3.2 The Parties acknowledge and agree that any and all opinions provided by the Professional represent the best judgment of the Professional. Article IV Schedule of Work 4.1 Professional agrees to commence services upon written direction from City and to complete the tasks set forth in Exhibit A, Scope of Services, in accordance with a work schedule established by City(the"Schedule"),which is attached hereto and incorporated as Exhibit A. 4.2 In the event Professional's performance of this Agreement is delayed or interfered with by acts of City or others, Professional may request an extension of time for the performance of same as hereinafter provided, and City shall determine whether to authorize any increase in fee or price or to authorize damages or additional compensation as a consequence of such delays, within a reasonable time after receipt of Professional's request. 4.3 No allowance of any extension of time, for any cause whatsoever, shall be claimed or made by Professional,unless Professional shall have made a written request upon City for such extension not later than five(5)business days after the occurrence of the cause serving as the basis for such extension request, and unless City and Professional have agreed in writing upon the allowance of such additional time. Page 2 of 12 City of Port Arthur, Texas Professional Services Agreement Article V Compensation and Method of Payment 5.1 The City shall pay the Professional for the services specifically set forth in Exhibit A and in accordance with the Rate Schedule in an amount not to exceed $64,500.00. Rate Schedule: • 25% -upon completion of Task 1-2 • 25% -upon completion of Task 3-4 • 40% -upon completion of Task 5-8 • 10% -upon completion of Task 9-11 5.2 Each month, the Professional shall submit to the City an invoice supporting the amount for which payment is sought. Each invoice shall also state the percentage of work completed on the Project through the end of the then-submitted billing period, the total of the current invoice amount, and a running total balance for the Project to date. 5.3 Within thirty(30)days of receipt of each such monthly invoice,the City shall make monthly payments in the amount shown by the Professional's approved monthly invoice and other documentation submitted. 5.4 Professional shall be solely responsible for the payment of all costs and expenses related to the services provided pursuant to this Agreement, including, but not limited to, travel, copying, and facsimile charges,reproduction charges, and telephone, interne,e-mail, and postage charges, except as set forth in Exhibit A. 5.5 Nothing contained in this Agreement shall require City to pay for any services that are unsatisfactory as determined by City or which is not performed in compliance with the terms of this Agreement, nor shall failure to withhold payment pursuant to the provisions of this section constitute a waiver of any right, at law or in equity, which City may have if Professional is in default, including the right to bring legal action for damages or for specific performance of this Agreement. Waiver of any default under this Agreement shall not be deemed a waiver of any subsequent default. Article VI Devotion of Time, Personnel, and Equipment 6.1 Professional shall devote such time as reasonably necessary for the satisfactory performance of the services under this Agreement. City reserves the right to revise or expand the scope of services after due approval by City as City may deem necessary, but in such event, City shall pay Professional compensation for such services at mutually agreed upon charges or rates (a copy of the Rate Schedule is attached hereto as Exhibit A),and within the time schedule prescribed by City, and without decreasing the effectiveness of the performance of services required under this Agreement. When the Professional is directed to revise or expand the scope of services under this Agreement, the Professional shall provide the City a written proposal for the entire costs Page 3of12 City of Port Arthur, Texas Professional Services Agreement involved in performing such additional services. Prior to the Professional undertaking any revised or expanded services as directed by the City under this Agreement, the City must authorize in writing the nature and scope of the services and accept the method and amount of compensation and the time involved in all phases of the Project. 6.2 The Professional understands and agrees that any compensation not specified in this Agreement may require approval by the City Council of the City of Port Arthur and may be subject to current budget year limitations. 6.3 To the extent reasonably necessary for the Professional to perform the services under this Agreement, the Professional shall be authorized to engage the services of any agents, assistants, persons, or corporations that the Professional may deem proper to aid or assist in the performance of the services under this Agreement. The Professional shall bear the cost of such personnel and assistance exclusively. 6.4 Professional shall furnish the facilities, equipment,telephones,facsimile machines, email facilities, and personnel necessary to perform the services required under this Agreement unless otherwise provided herein. Article VII Relationship of Parties 7.1 It is understood and agreed by and between the Parties that in satisfying the conditions and requirements of this Agreement, the Professional is acting as an independent contractor, and the City assumes no responsibility or liability to any third party in connection with the services provided by the Professional under this Agreement. All services to be performed by the Professional pursuant to this Agreement shall be in the capacity of an independent contractor and not as an agent, servant,representative, or employee of the City. Professional shall supervise the performance of its services and shall be entitled to control the manner, means, and methods by which Professional's services are to be performed, subject to the terms of this Agreement. As such, City shall not train Professional, require Professional to complete regular oral or written reports, require Professional to devote his full-time services to City, or dictate Professional's sequence of work or location at which Professional performs Professional's work, except as may be set forth in Exhibit A. Article VIII Insurance 8.1 Before commencing work, the Professional shall, at its own expense, procure, pay for, and maintain during the term of this Agreement the following insurance written by companies approved by the state of Texas and acceptable to the City. The professional shall furnish the Director of Human Resources/ Civil Service Director with certificates of insurance executed by the insurer or its authorized agent stating coverages, limits, expiration dates, and compliance with all applicable required provisions. Certificates shall reference the project/contract number and be addressed as follows: Page 4 of 12 City of Port Arthur, Texas Professional Services Agreement City of Port Arthur, Texas Attention: Trameka A. Williams, Director of Human Resources/ Civil Service Director P.O Box 1089 Port Arthur, Texas 77640-1089 A. Commercial General Liability insurance, including, but not limited to Premises/Operations, Personal & Advertising Injury, Products/Completed Operations, Independent Contractors and Contractual Liability, with minimum combined single limits of $500,000 per occurrence, $500,000 Products/Completed Operations Aggregate, and $500,000 general aggregate. Coverage must be written on an occurrence form. The General Aggregate shall apply on a per project basis. B. Workers' Compensation insurance with statutory limits; and Employers' Liability coverage with minimum limits for bodily injury: 1)by accident, $100,000 each accident, and 2) by disease, $100,000 per employee with a per policy aggregate of $500,000. C. Business Automobile Liability insurance covering owned, hired and non- owned vehicles, with a minimum combined bodily injury and property damage limit of $500,000 per occurrence. D. Professional Liability Insurance to provide coverage against any claim which the Professional and all professionals engaged or employed by the Professional become legally obligated to pay as damages arising out of the performance of professional services caused by error, omission or negligent act with minimum limits of$1,000,000 per claim, $1,000,000 annual aggregate NOTE:If the insurance is written on a claims-made form, coverage shall be continuous(by renewal or extended reporting period) for not less than thirty-six (36) months following completion of this Agreement and acceptance by the City. 8.2 With reference to the foregoing required insurance, the Professional shall endorse applicable insurance policies as follows: A. A waiver of subrogation in favor of City, its officials, employees, and officers shall be contained in the Workers' Compensation insurance policy. B. The City, its officials, employees and officers shall be named as additional insureds on the Commercial General Liability policy, using endorsement CG2026 or broader. C. All insurance policies shall be endorsed to the effect that the City will receive at least thirty (30) days' notice prior to cancellation, non-renewal, termination, or material change of the policies. Page 5of12 City of Port Arthur, Texas Professional Services Agreement 8.3 All insurance shall be purchased from an insurance company that meets a financial rating of B+or better as assigned by A.M. Best Company or equivalent. Article IX Right to Inspect Records 9.1 Professional agrees that City shall have access to and the right to examine any directly pertinent books, documents, papers, and records of Professional involving transactions relating to this Agreement. Professional agrees that the City shall have access during normal working hours to all necessary Professional facilities and shall be provided adequate and appropriate workspace in order to conduct audits in compliance with the provisions of this section. The city shall give the Professional reasonable advance notice of intended audits. 9.2 Professional further agrees to include in subcontract(s),if any, a provision that any subcontractor agrees that the City shall have access to and the right to examine any directly pertinent books, documents, papers, and records of such subcontractor involving transactions related to the subcontract, and further, that City shall have access during normal working hours to all such subcontractor facilities and shall be provided adequate and appropriate workspace,in order to conduct audits in compliance with the provisions of this section. City shall give any such subcontractor reasonable advance notice of intended audits. Article X Miscellaneous 10.1 Entire Agreement. This Agreement and any and all Exhibits attached hereto constitute the sole and only agreement between the Parties and supersedes any prior or contemporaneous understandings,written agreements,or oral agreements between the Parties with respect to the subject matter of this Agreement. 10.2 Authorization. Each Party represents that it has full capacity and authority to grant all rights and assume all obligations granted and assumed under this Agreement. 10.3 Assignment. Professional may not assign this Agreement in whole or in part without the prior written consent of the City. In the event of an assignment by a Professional to which the City has consented, the assignee shall agree in writing with the City to personally assume,perform, and be bound by all the covenants and obligations contained in this Agreement. 10.4 Successors and Assigns. Subject to the provisions regarding the assignment, this Agreement shall be binding on and inure to the benefit of the Parties and their respective heirs, executors, administrators, legal representatives, successors, and assigns. 10.5 Governing Law and Exclusive Venue. The laws of the State of Texas shall govern this Agreement, and the exclusive venue for any legal action concerning this Agreement shall be Page 6 of 12 City of Port Arthur, Texas Professional Services Agreement in a District Court with appropriate jurisdiction in Jefferson County, Texas. The Parties agree to submit to the court's personal and subject matter jurisdiction. 10.6 Amendments. This Agreement may be amended only by the Parties'mutual written agreement. 10.7 Severability. In the event that any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect by a court of competent jurisdiction, such invalidity, illegality, or unenforceability shall not affect any other provision in this Agreement,and this Agreement shall be construed as if such invalid,illegal, or unenforceable provision had never been contained in this Agreement. 10.8 Survival of Covenants and Terms. Any of the representations, warranties, covenants,and obligations of the Parties,as well as any rights and benefits of the Parties,pertaining to a period of time following the termination of this Agreement, shall survive termination, including,but not limited to, Section 3.3, Article X, and, in particular, Sections 10.13 and 10.14. 10.9 Recitals. The recitals to this Agreement are incorporated herein. 10.10 Notice. Any notice required or permitted to be delivered hereunder may be sent by first class mail, overnight courier, or by confirmed telefax or facsimile to the address specified below or to such other Party or address as either Party may designate in writing and shall be deemed received three(3) days after delivery set forth herein: If intended for City: City of Port Arthur, Texas 444 4th Street Port Arthur, Texas 77640 Attn: Trameka A. Williams, Director of Human Resources/Civil Service Director Copy to: City of Port Arthur, Texas 444 4th Street Port Arthur, Texas 77640 Attn: Roxann Pais Cotroneo, City Attorney If intended for Professional: Evergreen Solution, LLC 2528 Barrington Circle, Unit 201 Tallahassee, Florida 32308 Attn: Dr. Jeff Ling, President 10.11 Counterparts. This Agreement may be executed by the Parties hereto in separate counterparts, each of which, when so executed and delivered, shall be deemed an original, but all such counterparts shall together constitute one and the same instrument. Each counterpart may Page 7 of 12 City of Port Arthur, Texas Professional Services Agreement consist of any number of copies hereof, each signed by less than all but together signed by all of the Parties hereto. 10.12 Exhibits. The exhibits attached hereto are incorporated herein and made a part hereof for all purposes. 10.13 Professional Liability. Acceptance of the Project Documents by City shall not constitute nor be deemed a release of the responsibility and liability of Professional,its employees, associates, agents, or subcontractors for the accuracy and competency of their designs, working drawings, specifications or other documents and work; nor shall such acceptance be deemed an assumption of responsibility by City for any defect in the Project Documents or other documents and work prepared by Professional, its employees, associates, agents or sub-consultants. 10.14 Indemnification. PROFESSIONAL AGREES TO INDEMNIFY AND HOLD HARMLESS CITY FROM AND AGAINST ANY AND ALL LIABILITIES, DAMAGES, CLAIMS,SUITS,COSTS (INCLUDING COURT COSTS,REASONABLE ATTORNEY'S FEES, AND COSTS OF INVESTIGATION), AND ACTIONS BY REASON OF INJURY TO OR DEATH OF ANY PERSON OR DAMAGE TO OR LOSS OF PROPERTY TO THE EXTENT CAUSED BY PROFESSIONAL'S NEGLIGENT PERFORMANCE OF SERVICES UNDER THIS AGREEMENT OR BY REASON OF ANY ACT OR OMISSION ON THE PART OF PROFESSIONAL, ITS OFFICERS, DIRECTORS, SERVANTS, AGENTS, EMPLOYEES, REPRESENTATIVES, CONTRACTORS, SUBCONTRACTORS, LICENSEES, SUCCESSORS OR PERMITTED ASSIGNS (EXCEPT WHEN SUCH LIABILITY, CLAIMS, SUITS, COSTS, INJURIES, DEATHS OR DAMAGES ARISE FROM OR ARE ATTRIBUTED TO THE NEGLIGENCE OF THE CITY). IF ANY ACTION OR PROCEEDING SHALL BE BROUGHT BY OR AGAINST THE CITY IN CONNECTION WITH ANY SUCH LIABILITY OR CLAIM, THE PROFESSIONAL, ON NOTICE FROM THE CITY, SHALL DEFEND SUCH ACTION OR PROCEEDINGS AT THE PROFESSIONAL'S EXPENSE BY OR THROUGH ATTORNEYS REASONABLY SATISFACTORY TO THE CITY. PROFESSIONAL'S OBLIGATIONS UNDER THIS SECTION SHALL NOT BE LIMITED TO THE LIMITS OF COVERAGE OF INSURANCE MAINTAINED OR REQUIRED TO BE MAINTAINED BY PROFESSIONAL UNDER THIS AGREEMENT. IF THIS AGREEMENT IS A CONTRACT FOR ENGINEERING OR ARCHITECTURAL SERVICES, THEN THIS SECTION IS LIMITED BY, AND TO BE READ AS BEING IN COMPLIANCE WITH, THE INDEMNITY SPECIFIED IN § 271.904 OF THE TEXAS LOCAL GOVERNMENT CODE, AS AMENDED. THIS SECTION SHALL SURVIVE TERMINATION OF THIS AGREEMENT 10.15 Conflicts of Interests. Professional represents that no official or employee of City has any direct or indirect pecuniary interest in this Agreement. Any misrepresentation by Professional under this section shall be grounds for termination of this Agreement and shall be grounds for recovery of any loss, cost, expense or damage incurred by City as a result of such misrepresentation. Page 8of12 City of Port Arthur, Texas Professional Services Agreement 10.16 Default. If at any time during the term of this Agreement, Professional shall fail to commence the services in accordance with the provisions of this Agreement or fail to diligently provide services in an efficient, timely, and careful manner and in strict accordance with the provisions of this Agreement or fail to use an adequate number or quality of personnel to complete the services or fail to perform any of Professional's obligations under this Agreement, then City shall have the right, if Professional shall not cure any such default after thirty (30) days written notice thereof, to terminate this Agreement. Any such act by City shall not be deemed a waiver of any other right or remedy of City. If after exercising any such remedy due to Professional's nonperformance under this Agreement, the cost to City to complete the services to be performed under this Agreement is in excess of that part of the contract sum which as not theretofore been paid to Professional hereunder, Professional shall be liable for and shall reimburse City for such excess costs. 10.17 Confidential Information. Professional hereby acknowledges and agrees that its representatives may have access to or otherwise receive information during the furtherance of Professional's obligations in accordance with this Agreement, which is of a confidential, non- public or proprietary nature. Professional shall treat any such information received in full confidence and will not disclose or appropriate such Confidential Information for Professional's use or any third party at any time during or subsequent to this Agreement. As used herein, "Confidential Information" means all oral and written information concerning the City, its affiliates and subsidiaries, and all oral and written information concerning City or its activities, that is of a non-public,proprietary or confidential nature including,without limitation,information pertaining to customer lists, services,methods, processes and operating procedures, together with all analyses,compilations, studies or other documents,whether prepared by Professional or others, which contain or otherwise reflect such information. The term "Confidential Information" shall not include such information that is or becomes generally available to the public other than as a result of disclosure to Professional, or is required to be disclosed by a governmental authority under applicable law. 10.18 Remedies. No right or remedy granted or reserved to the Parties is exclusive of any other right or remedy herein by law or equity provided or permitted;but each right or remedy shall be cumulative of every other right or remedy given hereunder. No covenant or condition of this Agreement may be waived without written consent of the Parties. Forbearance or indulgence by either Party shall not constitute a waiver of any covenant or condition to be performed pursuant to this Agreement. 10.19 No Third Party Beneficiary. For purposes of this Agreement, including the intended operation and effect of this Agreement, the Parties specifically agree and contract that: (1) this Agreement only affects matters between the Parties to this Agreement, and is in no way intended by the Parties to benefit or otherwise affect any third person or entity notwithstanding the fact that such third person or entity may be in contractual relationship with City or Professional or both;and(2)the terms of this Agreement are not intended to release,either by contract or operation of law, any third person or entity from obligations owing by them to either City or Professional. Page 9 of 12 City of Port Arthur, Texas Professional Services Agreement [The Remainder of this Page Intentionally Left Blank] Page 10 of 12 City of Port Arthur, Texas Professional Services Agreement EXECUTED this day of , 2024. CITY: CITY OF PORT ARTHUR,TEXAS, A Texas home-rule municipality, By: Ron Burton, CPM, City Manager ATTEST: Sherri Bellard,City Secretary APPROVED AS TO FORM: Roxann Pais Cotroneo, City Attorney EXECUTED this day of , 2024. PROFESSIONAL: Dr. Jeff Ling, President Evergreen Solution, LLC 2528 Barrington Circle, Unit 201 Tallahassee, Florida 32308 Page 11 of 12 City of Port Arthur, Texas Professional Services Agreement Exhibit A Scope of Services/Rate Schedule Page 12 of 12 City of Port Arthur, Texas Professional Services Agreement A Technical Proposal to Conduct a Comprehensive Classification and Compensation Study for the City of Port Arthur, TX RFP #P24-037 1 ORIGINAL ' ,4 � zJi51,r . _ Y 1 ¢ ffi 4 Eversrezn Solutions, LLC May 29, 2024 A Technical Proposal to Conduct a Comprehensive Classification and Compensation Study for the City of Port Arthur, TX RFP #P24-037 Submitted to: Ms. Sherri Bellard,TRMC City Secretary City of Port Arthur 444 4th Street, 4th Floor Port Arthur,Texas 7764o f> Submitted by: Evergreen Solutions, LLC 2528 Barrington Circle, Unit 201 Tallahassee, Florida 32308 (85o) 383-out (ph) / (85o) 383-1511 (fax) May 29, 2024 Evergreen Solutions, LLC 2528 Barrington Circle • Unit #201 • Tallahassee,Florida 32308 850.383.01 1 1 • fax 850.383.151 1 May 24,2024 Clifton Williams City of Port Arthur P.O. Box 1089 Port Arthur,Texas 77641 Dear Mr.Williams: Evergreen Solutions, LLC is pleased to submit a proposal to provide a Comprehensive Classification and Compensation Study for the City of Port Arthur.Our response is based on our review of your Request for Proposals (RFP#P24-037),our experience in working with hundreds of local governments and other public sector organizations throughout the country, our understanding of the Texas labor market,and our knowledge of best practices in local government human resources management. Evergreen is well qualified to provide the services being requested by the City of Port Arthur as we have provided similar services to more than 1,300 local governments and other public sector organizations throughout the country. Evergreen was formed in 2004 to provide an alternative to traditional consulting firms. We provide an innovative and effective option by focusing on clients needing partners and not simply another service provider. Evergreen is licensed to transact business in the State of Texas under the name Recio and Ling Consulting, LLC (#32059488299). As a national firm, Evergreen Solutions continues to grow and our territory now includes clients in 47 states, including many clients in the State of Texas. For example, Evergreen has been on contract or is currently on contract to work with the following public sector organizations in providing work similar in scope to the services being requested:City of Athens;City of Lockhart;City of Portland;City of Del Rio;City of Lakeway;City of Austin;City of Aransas Pass;City of Conroe;City of Coppell;City of Deer Park;City of La Porte;City of Rowlett;City of Seguin;City of Buda;City of Missouri City;City of Amarillo; City of Beaumont;City of Denton;City of Farmers Branch;City of Mont Belvieu;City of DeSoto; City of Fate;City of Sachse;City of Gonzales;City of South Padre Island;City of Odessa;City of Haskell;City of Duncanville; City of Harlingen;City of Kingsville;City of Pflugerville;City of Seabrook;City of Texas City;City of Fredericksburg;City of Sunset Valley; Fort Bend County; Matagorda County;Hood County;Taylor County;Randall County;Denton County; Hill County; Blanco County; Kaufman County; Burnet County;Jefferson County;Travis County; San Patricio County; Brazoria County;Town of Addison;The Woodlands Township;Town of Little Elm; Dallas Area Rapid Transit;Texas City Management Association; Brazos River Authority; Bexar Met;Denton County Fresh Water Supply District;Upper Trinity Regional Water District;Barton Springs/Edwards Aquifer Conservation District;New Braunfels Utilities; Montgomery County Emergency Communication District;Amarillo College; University of Texas at Tyler;Alvin Community College;South Texas College;Tarrant County College District;Sul Ross State University;Trinity University; Lone Star College System; El Paso Community College District;Midwestern State University;Austin Community College;Texas Southern University;Texas A&M University - San Antonio;Texas A& M University- Kingsville;Sam Houston State University;San Jacinto Community College; Parker University;Texas Wesleyan University;Angelo State University;Alamo Colleges District;Prairie View A&M University; Brazosport College; Midland College; Irving Independent School District; El Paso Independent School District;and the Wayside School District. A detailed description of the services provided to some of these clients can be found in Section 1 of our proposal. In other states, Evergreen has worked with,or is currently on contract to work with,the following local governments in a variety of human resources and management capacities:City of Santa Fe, NM;City of Carlsbad, NM;City of Albuquerque, NM;City of Flagstaff,AZ;City of Prescott,AZ;City of Page,AZ;Town of Sahuarita,AZ;Yavapai County, AZ;City of Manitou Springs,CO;City of Fountain,CO;Grand County;Ouray County,CO;Garfield County,CO;City of Camarillo,CA;City of Fresno,CA;City of Thousand Oaks,CA:City of Yucaipa,CA;City of Long Beach-Long Beach Management Association,CA; Mariposa County,CA; lnyo County,CA;Calaveras County,CA;City of Boulder City, NV; Ogden City Corporation, UT;City of Albany, OR;City of Bend,OR;City of Portland,OR; Columbia County,OR;Spokane County,WA;City of Ridgefield,WA;City of Lee's Summit, MO;City of St. Peters, MO;City of Fulton, MO;City of Branson, MO; City of Columbia, MO;City of Troy,MO;City of Jefferson,MO;City of Dardenne Prairie, MO;Jefferson County, MO;Jackson County, MO;St.Charles County, MO;Jasper County, MO;City of Broken Arrow,OK;City of Hot Springs,AR;City of Salina, KS;City of Leawood, KS;Sedgwick County, KS;Shawnee County, KS; Mahoning County, OH;Blount County,TN;City of Clarksville,TN;City of Murfreesboro,TN;City of Bloomington, IN;City of Urbana, IL;City of Moline, IL;McLean County, IL;Genesee County, MI;City of Kalamazoo, MI;City of Minneapolis, MN;City of Pittsburgh, PA;County of Montgomery, PA;Town of Bridgewater, MA;City of Manchester, CT; City of Portsmouth,NH; Genessee County, NY;City of Baltimore, MD;City of Hyattsville, MD;City of Annapolis, MD;City of Hagerstown,MD; City of Westminster, MD;Charles County, MD; Frederick County, MD; Prince George's C sTai �twh'qyn n Allegany County, MD;Washington County,MD; Kent County Levy Court, DE;City of Milford,DE;City of Newport News, VA;City of Fredericksburg,VA;City of Norfolk,VA;City of Covington,VA;City of Williamsburg,VA;City of Falls Church, VA;County of Culpeper,VA;County of York,VA;Gloucester County,VA; Essex County,VA;Surry County,VA; Isle of Wight County,VA; Prince George County,VA;James City County,VA; Louisa County,VA; Loudoun County,VA; Spotsylvania County,VA; Northumberland County,VA; Bedford County,VA;Shenandoah County,VA; Chesterfield County,VA; King George County,VA;Alleghany County,VA;Union County, NC;Gaston County,NC;Onslow County, NC; New Hanover County, NC;Guilford County, NC;Transylvania County, NC; Dare County,NC;Jackson County, NC; Franklin County, NC;Vance County, NC; Harnett County, NC; Haywood County, NC;Buncombe County,NC;City of Raleigh, NC;City of Fayetteville,NC;City of Rocky Mount,NC;City of Goldsboro, NC;City of Hendersonville, NC;Town of Clayton, NC;City of Columbia,SC;City of Greenwood,SC;City of Lancaster,SC;City of Chester,SC;City of Folly Beach,SC;City of Rock Hill,SC;City of Spartanburg,SC;City of Conway,SC;City of Myrtle Beach,SC;City of Mauldin, SC;City of Goose Creek,SC; Berkeley County,SC; Dillon County,SC; Charleston County,SC; Dorchester County,SC; Spartanburg County,SC;Town of Hilton Head Island,SC;Town of Kiawah Island,SC;City of Atlanta,GA;City of Alpharetta,GA;City of Brookhaven,GA;City of Statesboro,GA;City of Norcross,GA;City of Garden City,GA;City of Stockbridge,GA;City of Fayetteville,GA;City of Dublin,GA;City of Dunwoody,GA;City of Roswell, GA;City of Chamblee,GA;City of Savannah,GA;City of Cedartown,GA;City of Kingsland,GA;Forsyth County,GA; Lumpkin County,GA; Douglas County,GA;Columbus Consolidated Government,GA;Worth County,GA;Cherokee County,GA; City of Daphne,AL;City of Mobile,AL;City of Auburn,AL;City of Opelika,AL;City of Hartselle,AL;City of Auburn,AL; City of Foley,AL; Baldwin County,AL;Chambers County,AL;City of Sarasota, FL;City of Winter Park, FL;City of Orlando, FL;City of Sunrise, FL;City of Hollywood, FL;City of Melbourne, FL;City of Ft.Myers, FL; Miami-Dade County, FL; Palm Beach County, FL;Alachua County,FL; Manatee County, FL; Martin County, FL; Monroe County, FL;and Sarasota County, FL. The Evergreen Team is able to fully comprehend the challenges and goals of the City of Port Arthur based on our vast understanding of local government human resources,and the fact that we possess the necessary experience and knowledge. Our team has significant expertise in conducting classification and compensation studies for local governments and other public sector organizations,as evidenced in Section 1 of our proposal. Some of the human resource services Evergreen has focused on include:classification and compensation studies; performance evaluation studies;salary and benefits surveys;staffing studies;workload analyses;HR department reviews; recruitment, hiring,and retention studies;strategic and workforce planning;and labor pool availability. Through our experiences in conducting this wide range of projects,we have gained knowledge of all operations in local government human resources management. Evergreen's approach to conducting a comprehensive classification and compensation study draws not only from extensive human resources work with local government clients, but also from direct feedback of our past clients. In essence,we offer you tools that are innovative as well as those that have been proven to work in real places with real people. Some of the key facets of our approach identified in Section 2 of our proposal include: • We emphasize communication as the key to successful study completion as well as implementation. Our team understands that compensation by its very nature creates anxiety in staff and managers alike. In order to ensure a successful study process and"buy-in"at implementation,City administrators,department and division directors,and select staff need to be involved in every step of the process. This is a critical component of our communication plan.Continuous communication is ensured through the use of meetings/conference calls and the submission of written progress reports. • Our methodology utilizes the latest in technology. In order to reduce the cost to our client partners and enhance wider participation,we offer all of our tools in an electronic format. In essence, every step of the process can be done on the Web. Further,our web-based JobForce Manager tool allows our client partners to facilitate implementation and eases the ongoing maintenance of the compensation system. • We understand that one size does not fit all. Some consultants provide the same overall solution to every client; however,we provide a variety of alternatives that allow our client partners to select the solution that best meets their business and human capital needs. As President of Evergreen Solutions, I am authorized to commit our firm contractually to this engagement. We have reviewed your terms and conditions and believe we can successfully work within your requirements.Attached are the required forms,including receipt of all addendums. We appreciate this opportunjty and commit to you our best effort if selected for this engagement. If you have any questions, please feel fre to contact me at(850)383-0111 or via email at jeff@consultevergreen.com. ,...----Sincerely, Dr.I " Lin Pre ident Ever reen olutons, LLC 1' ., Request for Proposals 20-228 Comprehensive Classification and Compensation Study ATTACHMENT 2-TECHNICAL PROPOSAL SIGNATURE PAGE 1. COMPANY INFORMATION: The undersigned agrees to furnish and deliver the above services in accordance with the specifications issued for same, the subject to all terms, conditions, and requirements in the solicitation,and in the various solicitation documents: LEGAL BUSINESS NAME*: EVeY t e Oj( {�{ LL-C v�w FEDERAL TAX IDENTIFICATION NO./SOCIAL SECURITY NO.: ZO—�' 331. ADDRESS: 2-026 Beinfir1gloc, Clvcle Wilt 2.CA Tc t1ahaSSet F1OY1 da 32.30-6City _ Zip Code_. �q 1 y r r/� PHONE: �50 - 13-0111 EMAIL 3eT( e consu `n eveY3Yeen (Qr1 REPRESENTATIVE'S NAME: Ny J`y r L 1 n 1 PHONE: OSO 3 3 Q� PRINTED NAME OF COMPANY SIGNATORY: DY• j e 1!r L I h 11 2. TEXASREGISTRATION:Jefferson City requires that the awardee provide a certificate of good standing from the State of Texasprior to execution of the Agreement. Executing and returning the acknowledgment below signifies that the certificate of good standing will be supplied upon request. PIN 3. TAX EXEMPTION:Jefferson City is exempt from all local,state,and federal taxes,and prices stipulated by the Contractor are considered maximum and are not subject to increase due to any taxes,or any other reason. 4. ACKNOWLEDGMENT: The Contractor shall include a signed acknowledgment that all terms and conditions of the offer may,at the City's option, be made applicable to any contract issued as a result of this solicitation. Proposals that do not include such acknowledgment may be rejected. Executing and returning this acknowledgment wi!I satisfy this requirement The undersigned agrees that all terms al conditions of this solicitation and offer may,at the City's sole discretion, be pli able o ny ntract as a result of this agreement. SIGNATURE DATE: i 2DZ PRINTED NAME: l_ f . j e 1 (.._1 y' `` TITLE: EMAIL ADDRESS OF PERSON SIGNING FORM: U eT1'Y�/e c c}r'}S U' - eV f 'C\een• l C, *ThecorrectlegalbusinessnameoftheContractorshallbeusedinallcontracts.A trade name or nickname shall not be utilized in the submission of thisproposai "Signature shall bemadeby authorized signatory,officerorpartner The signing of thisAcknowledgment shall represent that the person signing is authorized to commit the Contractor,ntoa legal binding Contract The City reserves the right to require documentation to verify signatory status. Page 47 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study ATTACHMENT 3 —ACKNOWLEDGEMENT OF ADDENDA The Contractor acknowledges receipt of the following addenda. Please date and initial. Addendum Addendum Date Initial Number Date Initial Number 2 6 3 7 4 8 Page 48 of 55 (..n • J r -CITY OF PORT ARTHUR,TEXAS ADDENDUM NO.ONE(1) o�! tthu MAY 14,2024 BID FOR: COMPREHENSIVE CLASSIFICATION AND COMPENSATION STUDY BID#24-036 The following clarifications, amendments, deletions, additions,revision and/or modifications are made a part of the contract documents and change the original documents only in the manner and to the extent hereinafter stated and shall be incorporated in the contract documents. Provisions of this addendum shall take precedence over requirements of the original contract documents and all BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THE SUBMISSION OF THEIR BID. Addendum as follows 1. The city has approximately 391 classifications. This does not include Police and Fire, civil service classifications. If you have any questions,please contact the Purchasing Division at 409-983-8160. ""' NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID DOCUMENTS. Cl it n Williams i hasing Mana 5 29 I2Z.4 Signa f poser Date EveY een SU P1Uas, LLC Company..Vendor Name Request for Proposals 20-229 Comprehensive Classification and Compensation Study ATTACHMENT 5—AFFIDAVIT Must be completed and signed BY AN AUTHORIZED SIGNATORY,and submitted withthe proposal. Contractor. u (1 "l�D t�'`,"I4, �"�c. Phone: 8 )' )0 1 `I( ) s� P)tlfr-vit:* (:, ,i ` �p �� Z QfAddress:9' Z- GA ,UM `i l C ccY�.�'' ` ' 3o___ t.,;' ?t;i � 1"J(�� the undersigned, ..--P v"" of the above named Contractor x • - .., Print Signet's Name -_. }) Print Doke raid do declare and affirm thi day of J 6 ,i, 4 thatl hold the aforementioned office in the above named Montt Year Contractor and I affirm the following: AFFIDAVIT I:The Contractor,Agent and/or employees,have not in any way colluded with anyone for and on behalf of the Contractor or themselves,to obtain information that would give the Contractor an unfair advantage over others,nor have they colluded with anyone for and on behalf of the Contractor,or themselves,to gain any favoritism in the award of the contract herein. AFFIDAVIT II:No officer or employee of Jefferson City,whether elected or appointed,has in any manner whatsoever,any interest in or has received prior hereto or will receive subsequent hereto any benefit, monetary or material, or consideration from the profits or emoluments of this contract,job,work or service for the City,and that no officer or employee has accepted or received or will receive in the future a service or thing of value,directly or indirectly.upon more favorable terms than those granted to the public generally,nor has any such officer or employee of the City received or will receive, directly or indirectly, any part of any fee, commission or other compensation paid or payable to the City in connection with this contract,job,work,or service for the City,excepting,however,the receipt of dividends on corporation stock. AFFIDAVIT II(:Neither I,nor the Contractor,nor any officer,director,or partners,or any of its employees who are directly involved in obtaining contracts with Jefferson City have been convicted of bribery,attempted bribery,or conspiracy to bribe under the laws of any state,or of the federal government for acts of omissions committed after July 1,1977. AFFIDAVIT JV:Neither I nor the Contractor,nor any of our agents,partners,or employees who are directly involved in obtaining contracts with Jefferson City have been convicted within the past 12 months of discrimination against any employee or applicant for employment,nor have we engaged in unlawful employment practices as set forth in Section 16 of Article 49B of the Annotated Code of Texasor,of Sections 712 and 704 of Title VII of the Civil Rights Act of 1964. AFFIDAYITY: Neither I,nor the Contractor,nor any of our officers,directors,trustees or partners who are directly involved in obtaining contracts with Jefferson City is a member of the City Council or the City Executive for Jefferson City,Texas,nor are we qualified relatives(spouse,parent,child)of said elected officials,nor are we a business entity in which a qualified relative of said elected officials has a direct financial interest AFFIDAVIT VI:The Contractor,Agent and/or employees working on its behalf,declare that they,in accordance with the TexasCampalgn Finance Reform Act of 2013,have not provided any campaign financing greater than$200,000,OR having done so,they have filed the appropriate campaign finance-related disclosures with the State Board of Elections and that a copy of the certification is attached to their submission in response to this solicitation.Should the Contractor fail to provide the necessary documentation, the City will notify the State. The necessary documentation may be located: htto:;iwww.elections.state.md.us,cam,iain finance,disclosure*contributions,html I do solemnly declare and affirm under the penalties of perjury that the contents of th foregoing affidavits are true and correct to the b t�of my knowledge,information and be . DATE: qiii-/ ` SIGN UR,OF NATORY EMAIL•. l�ycc ! Ce SA 1 1�JVA 1-62altl.l rDif 'JQ-_ - lei J1� PRINTED NAME OF SIGNA ORY Page 50 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study ATTACHMENT 6—TWO (2) CERTIFICATIONS OF COMPLIANCE 1. Certification of Compliance with Jefferson City Purchasing Regulation 1-2-36, Hiring of Illegal Aliens Prohibited for Performance of City Work: • I bv f Loll` the owner/signatory of E\'e rgitci`-i \ '.I A UOt `> u-C Signatory Name Nark of contractor hereby certify or attest that A In compliance with Jefferson City Purchasing Regulation 1-2-36,and as a contractual requirement of doing business with Jefferson City,Texas,my firm and all of my firm's subcontractors shall only I employ individuals legally authorized to work within the United States of America in the performance of work under this contract.; a Compliance is a material contractual obligation and that breach of this obligation may result in contract termination in addition to, and not in lieu of, any and all other remedies available to Jefferson City,Texasand any and all other damages for which my firm might be liable;and C Nothing within Jefferson City Purchasing Regulations requires Jefferson City, Texasto elect to terminate a contract for default to the exclusion of any other remedy. By my signature below, I swear or affirm under penalties of perjury that the contents of this 'fication of Com ance are true to the best of my knowledge,information and belief. 512-11r0d—i- SIGNATU OF S NAT—RY DATE , 2. Certification of Compliance with regards to Debarment of Suspension for applicable contracts under the U.S. Federal Awards Program,the following certification is required: I �ir ,.l t, � Ll l��j the owner/signatory of "V i',.. Y 'ell •'Q iL1 i1C ns. LI( Signatory Name J Nave of Contractor i hereby certify or attest that A. In compliance with the U.S.Federal Awards Program,I certify that neither my firm nor any of my firm's subcontractors are suspended,debarred,proposed for debarment,or declared ineligible for the award of contracts from the United States federal government procurement or non- procurement programs,or are listed in the List of Parties Excluded from Federal Procurement and Non-procurement Programs issued by the General Services Administration. B. I certify that my firm will provide immediate written notice to the Director of Procurement & Contracting if,at any time prior to award,I find that this certification was erroneous when submitted or has become false by reason of changed circumstances. C I understand that if the City later determines that this certification is false, in addition to other remedies available, the Director of Procurement & Contracting may terminate the Agreement resulting from this solicitation for default By my signature below,I swear or affirm under penalties of perjury that the contents of this • cation of Corn fiance are true to the best of my knowledge,information and belief. 5 12A j LO24 SIGNATUR r NAT DATE PRINT NAME OF SIGNATORY: !V •e T {c LIn'-ii PRINT TITLE OF SIGNATORY: P i `S\1/I em t Page 51 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study ATTACHMENT 7—INSURANCE REQUIREMENTS Work shall not commence for Jefferson City,Texas until evidence of all required coverage is approved by the Risk Management Department. COMMERCIAL GENERAL LIABILITY coverage with minimum limits of: $1,000,000 per Occurrence;$2,000,000 General Aggregate $2,000,000 Products/Completed Operations Aggregate Jefferson City,Texas must be added as an Additional Insured. AUTO LIABILITY coverage with minimum limits of: $1,000,000 Combined Single Limit or $1,000,000 each Person, $1,000,000 each Accident, $1,000,000 Property Damage WORKERS'COMPENSATION coverage meeting all statutory requirements of the State of MD Employers Liability with minimum limits of: $100,000 per Accident, $100,000 per Employee;and $500,000 per Policy OR, if there are no employees,Workers'Compensation Waivers must be completed. PROFESSIONAL LIABILITY/ERRORS&OMISSIONS coverage with minimum limits of: $1,000,000 per Occurrence and $1,000,000 Aggregate PLEASE NOTE THE FOLLOWING: 1. A certificate of insurance showing these coverages must be provided to City of Port Arthur. The Certificate Holder must be: City of Port Arthur i C n _ /gam{ PO BOX 1089 ;�(Q-_ l,'�/t' Port Arthur,TX 77641 2. In addition to the certificate of insurance showing additional insured status for the City,the General Liability endorsement must be provided upon request. 3. If any primary policy's limits fall short of the stated requirements, a certificate shall be provided for all any excess policies that supplement or extend these limits. 4. Required insurance is primary and non-contributory, which should be stated on the certificate of insurance. 5. Required insurance must be maintained for the duration of the contract or business relationship. 6. If applicable,the Contractor shall assure that all subcontractors and independent contractors performing services for the City carry identical insurance coverage as required of the contract, either individually or as an Additional Insured on the policies of the Contractor. Exceptions may be made only with the approval of the City. Page 52 of 55 Request for Proposals 20-228 Comprehensive Classification and Compensation Study 7. Contractor shall indemnify Jefferson City, Texas for any uninsured losses relating to contractual services involving subcontractors, including workers' compensation claims and the cost of defense. 8. The Contractor shall not commence work for Jefferson City, Texas until evidence of all required coverage is approved by the Risk Management Department 9. Should any of the above described policies be cancelled before the expiration date thereof, notice will be delivered in accordance with the policy provisions. 10. The Contractor will not hold Jefferson City, Texas liable for any injuries to the employees, servants, agents, subcontractors or assignees of the contract arising out of or during the course of services relating to this agreement 11. The providing of any insurance required herein does not relieve the Contractor of any of the responsibilities or obligations assumed by the Contractor in the contract awarded or for which the Contractor may be liable by law or otherwise. Approval of the insurance by the City shall not in any way relieve or decrease the liability of theContractor. 12. All of the above coverages must be written by a carrier with a minimum A.M. Best rating of A-or better AND a financial size classification of VI or higher.All insurance policies must also be underwritten by companies licensed to do business in the State of Texasand all certificates must include an authorized signature. The undersigned agrees to provide all necessary insurance coverages, and the documentation of such, immedi ely upon notification of award, and further understands that failure to produce the nece sary documentation may result in revocation of award and debarment: SIGNATURE: • PRINT NAME OF SIGNATORY: e-kcy un< PRINT TITLE OF SIGNATORY: PYeS1 de1'1 r COMPANY NAME: EVeYc3YeeY1 So\uk\0Y\s LLc Page 53 of 55 4 .—, EVERSOL-01 EREDMON ACORO DATE(MM/DD/YYYY) 4.,---- CERTIFICATE OF LIABILITY INSURANCE 12/1312024 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). CONTACT PRODUCER NAME: Hub International Florida 1117 Thomasville Road (PAHIo,"N,Eat):(850)386-1111 FAX No):(850)385-9827 Tallahassee,FL 32303 E-MAILDESS: INSURER(S)AFFORDING COVERAGE NAIC# INSURER A:Cincinnati Indemnity Company 23280 INSURED INSURER B:Hartford Casualty Insurance Company 29424 Evergreen Solutions, LLC INSURER C:Twin City Fire Insurance Company 29459 2528 Barrington Circle Unit 201 INSURER D: Tallahassee,FL 32308 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUBR POLICY NUMBER POLICY EFF POLICY EXP LIMITS LTR INSD WVD IMMIDDIYYYYI IMM/DD/YYYYI A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 CLAIMS-MADE X OCCUR ENP0586601 8/17/2024 8/17/2025 DAMAGE TO RENTED 500,000 PREMISES(Ea occurrence) $ MED EXP(Any one person) $ 10,000 PERSONAL&ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER. GENERAL AGGREGATE $ 2,000,000 PX POLICY JE� LOC PRODUCTS-COMP/OP AGG $ 2,000,000 OTHER: $ A AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT 1,000,000 (Ea accident) $ — ANY AUTO EBA0586601 8/17/2024 8/17/2025 BODILY INJURY(Per person) $ OWNED SCHEDULED AUTOS ONLY AUTOS BODILYBODILY INJURY(Per accident) $ X HIREDT ONLY X AUUTOS ONLY (Per PROPERTY DAMAGE $ A X UMBRELLA LIAB X OCCUR EACH OCCURRENCE $ 2,000,000 EXCESS LIAB CLAIMS-MADE ENP0586601 8/17/2024 8/17/2025 AGGREGATE $ 2,000,000 DED RETENTION$ $ B WORKERS COMPENSATION X STATOTH- UTE ER 21 WECAB81M0 10/24/2024 10/24/2025 1,000,000 ANY OFFICER/M�MBEER/EXCLUDEDX?ECUTIVE N/A E.L.EACH ACCIDENT $ (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ 1,000,000 If yes,describe under 1,000,000 DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ C Professional Liab 21 PG 0567622-24 8/17/2024 8/17/2025 Per Claims 3,000,000 C Professional Liab 21 PG 0567622-24 8/17/2024 8/17/2025 Aggregate 3,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Cityof Port Arthur THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS, P.O.Box 1089 Port Arthur,TX 77641 AUTHORIZED REPRESENTATIVE I ACORD 25(2016/03) ©1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD Table of Contents 1.0 Qualifications of Contractor 1-1 1.1 Firm's Background and History 1-1 1.2 Select Relevant Experience 1-4 1.3 Proposed Project Team 1-22 2.0 Work Proposal 2-1 2.1 Understanding City's Needs 2-1 2.2 Approach and Methodology 2-1 2.3 Detailed Work Plan 2-11 3.0 Work Schedule 3-1 4.0 References 41 1 4 Evergreen Solutions,LLC Section 1. 0 Qualification of Contractor Evergreen Solutions,LW 1. 0 Qualification of Contractor Evergreen Solutions is well qualified to conduct a Comprehensive Classification and Compensation Study for the City of Port Arthur due to our experience in conducting more than 1,300 similar studies for local governments and other public sector organizations across the country,especially in the State of Texas. In this section,we provide you with the background and history of our firm,a list of similar studies we have conducted or are currently under contract to conduct in the State of Texas,and the qualifications of our proposed project team. 1.1 Evergreen Solutions,LLC is a national, multidisciplinary, public sector Firm's management consulting firm,which specializes in working with public sector organizations, including hundreds of local governments,across the nation.We Background and provide a unique approach,rather than the"consulting as usual"approach, History by partnering with our clients to find innovative,real-world solutions to public management. Evergreen Solutions was formed in 2004 to provide a modern,practical alternative to the typical consulting options. The firm is made up of management and human resource professionals as well as strategic partners who came together to form an innovative alternative that places clients and I their needs before any individual,model,or corporate goal. Evergreen's philosophy is based on an understanding that there is not a "one size that fits all"solution to compensation management. Our approach is built on working collaboratively with all parties to make sound, implementation-focused recommendations. Evergreen is licensed to transact business in the State of Texas under the name Redo and Ling Consulting, LLC(#32059488299). Evergreen employes 29 full-and nine part-time employees who provide a variety of human resources and management consulting. Evergreen's main focus is on people, management,and technology. This focus allows our team to provide a broad variety of services,including,but not limited to:comprehensive classification and compensation studies:salary and benefits surveys; performance management reviews;workload analyses; staffing studies;HR department reviews;disparity studies;efficiency studies; training assessments;and strategic planning. We invite you to browse our Web site at www.ConsuttEvergreen.com or visit us on Facebook at www.facebook.com or Linkedin at www.linkedin.com for more information about our services,staff,and past experience. 4 . Evergreen Solutions,LLC Page i-i . ICFind us on: Linked®' facebook. Evergreen Solutions assists public sector professionals in exercising control over the inter-related elements that determine success or failure.We do that by applying a situation-responsive discipline that emphasizes: • full visibility into the entire organization through research and discovery; • a spirit of partnership with staff and leadership; • sound recommendations based on best practices and proven methods;and • a practical go-forward plan that leads to quantifiable results. Collectively,the members of the Evergreen Solutions Team have: • extensive experience in conducting comprehensive classification and compensation studies for local governments and other public sector organizations throughout the country, including many in the State of Texas; • comprehensive experience in all components vital to the successful completion of this engagement; • knowledge of relevant Texas statutes and regulations as well as federal regulations; • objectivity and flexibility due to the fact that we have no vested interests;and • specialized analytical tools that we bring to the project. Clients nationwide have been successfully implementing recommendations from our team of professional consultants for decades. Evergreen has contracted with public sector,quasi-governmental,and non-profit organizations in 47 states throughout the country. ExhIblt 1-1 includes a sample list of public sector clients in the State of Texas that Evergreen has worked with,or is currently on contract to work with, providing work similar in scope to the services being requested. . -- Evergreen Solutions,LW Page 1-2 . a_z,. is ° Exhibit 1-1. Texas Public Sector NR_Clients 4>i,efi lflf .: `° , Alvin Community College City of Kingsville Kaufman County An,_-e o State University City of Lakeway Matagorda County i..-L' Springs/Edwards Aquifer Cons D'str t Cry of Missouri City Midwestern State University Blanco County City of Odessa New Bra:mfels Utilities . Braroria County City of Pflugerwile Prairie View A&V University ' City of Amarillo City of Rowlett Sarr Houston State Univer sity' C, of Athens City of Seabrook San Patrclo County 'n of Ing City of Soutn Padre Is and Sul Ross State Universt, _,„,,,,..; , :' �,p of Conroe City of Temple Tarrant County Corrmu •. --k•District a, of•., V.s Area Rapid Transit Texas A&M AntOnio i •, of Del Rio Denton Co Fresn Water Supply District Texas City Management Association City of Denton Fort Send County The Woodlands Township City of Farmers Branch Harris-Galveston Subsidence District Travis County 'tat� City of Fredericksburg Hood County University of Texas at Tyler City of Gorza•- . ,.i ,.pendent School DiStr`':r Wayside Sch.- ...4_ , City of Harlingen Waller County I1 IIff I- 1 * f { ► l * . s * 7 ' OVER 8 TEXAS PROJECTS t° * * AND OVER 1200 NATIONWIDE 1 k .k 44 Evergreen Solutions,LLC Page i-3 1.2 Because Evergreen has conducted more than 1,300 comprehensive Select Relevant classification and/or compensation studies since its inception,we include in this section a list of similar local government projects that we have Experience conducted or are currently on contract to conduct in the State of Texas. Note: Evergreen has also worked for many other public sector organizations in the State of Texas as you can see in Exhibit 1-1. Compensation and Classification Study City of Coppell,Texas Evergreen Solutions was engaged with the City of Coppell to conduct a Compensation and Classification Study. Evergreen reviewed existing job functions by position as they pertained to the current and recommended structure;examined current market position using peer comparisons; developed a comprehensive labor market salary survey for the North Texas region that included other local municipalities;analyzed existing internal hierarchy based on job relationships and essential functions, identifying problem areas within the internal hierarchy system and proposed implementation methods to correct identified problems;developed a pay plan; reviewed and recommended assignments of all positions to an appropriate pay grade,and made recommendation(s)for corresponding education and experience requirements by classification; reviewed and revised job descriptions;and recommended implementation strategies, including calculating the cost of implementing the study results. Classification and Compensation Study City of Athens,Texas Evergreen Solutions was retained by the City of Athens to conduct a Classification and Compensation Study by revising and/or creating a job classification and compensation structure to ensure a fair and equitable system both internally and externally. Evergreen performed the following tasks:conducted job evaluations to establish and/or redefine grades/ classifications groups and job relationships; identified benchmark jobs from each grade/classification to survey;determined a relevant job market; conducted a customized market salary and benefit package survey for all classification groups; performed survey data analysis and recommended pay structures;and met with City Management and key staff to determine implementation strategies(including multi-year implementation strategies if needed)to present to the City Council. In the end, Evergreen provided recommendations for the ongoing internal administration and maintenance of the proposed compensation and classification plan. Evergreen Solutions,LLC Page 1-4 3 Job Classification,Salary Survey,Compensation Plan Study Services City of Duncanville,Texas Evergreen was engaged with the City of Duncanville to provide professional Job Classification,Salary Survey,and Compensation Pay Plan Study Services that allowed the creation of a comprehensive job classification and compensation system and pay plans for employees within the City. Evergreen's consultants reviewed and analyzed the City's current structure and practices of job classifications and job descriptions including: conducting orientation sessions; providing questionnaires;conducting management and employee interviews;reviewing questionnaire responses with supervisory and management staff; performing a job analysis;and developing and/or revising job descriptions. Evergreen prepared a customized market survey of salaries of the local and area municipalities that included all of the competitive markets where the city recruited employees. Evergreen established a system for an ongoing and easily understood maintenance of the new,or updated, pay plan that was easy for employees to understand and for managers to administer. The recommended pay plan effectively balanced market and internal equity supported the classification system, and promoted an employee's perception of organizational fairness and equity in the City. Note:Evergreen was again hired in 2023 to conduct a Classification and Compensation Study Update. Compensation and Classification Study City of Beaumont,Texas,Texas Evergreen Solutions was retained by the City of Beaumont to conduct a Compensation and Classification Study for its 1,295 employees. Evergreen examined internal equity to determine whether positions were properly classified as well as external equity to determine whether the City was competitive in the market. Classification and Compensation Study City of Kingsville,Texas Evergreen Solutions was retained by the City of Kingsville to conduct a Classification and Compensation Study for 1,172 employees. Evergreen conducted a market salary survey and job analysis to determine internal and external equity and updated the City's personnel manual. Evergreen Solutions,LW Page 1-5 Comprehensive Compensation and Classification Study `` City of Farmers Branch,Texas Evergreen was engaged with the City of Farmers Branch to conduct a Comprehensive Compensation and Classification Study. The primary objectives of the study were to: review and revise current classification system;determine relevant competitive markets;develop a custom compensation survey to distribute to peer organizations; propose guidelines for an improved or new compensation program and step/grade plan;and provide recommendations to keep the current pay structure competitive. Note:Evergreen was again hired in 2021 to conduct a Compensation and Benefits Study. 4 Classification and Compensation Study City of Lockhart,Texas Evergreen was retained by the City of Lockhart to conduct a classification and compensation study of its workforce. Employees participated in focus groups, interviews,and a job analysis was conducted to determine the best classifications for the work performed. In addition, pay ranges were analyzed in the public and private sector to determine the appropriate pay levels for all included jobs. Recommendations were provided to improve the fairness and equity in the current system. 4 _ Classification,Compensation&Benefits Study City of Portland,Texas Evergreen was engaged with the City of Portland (City)to conduct a Classification,Compensation and Benefits Study. Evergreen's consultants evaluated jobs within the City and the current pay and benefits structure. A market survey of salary and benefits was conducted among peers approved by the City. Based on the survey results, Evergreen's consultants made recommendations for changes to the current classification and compensation system,as well as provided a maintenance tool that the Human Resources Department could use to keep the system current and equitable. Training on this maintenance tool was also provided. Note: Evergreen was again hired in 2024 to conduct a similar study. 4 4 ,..... __ Evergreen Solutions,LLC Page i-6 Comprehensive Compensation and Benefits Study City of Rowlett,Texas Evergreen was engaged with the City of Rowlett to conduct a comprehensive compensation and benefits study.The primary goal of the study was to ensure that the City was recognized as an employer of choice that provides a viable,cost effective and competitive pay structure.The study measured and provided a compensation analysis on(a) base salary,(b) pay/step plans,(c) employer-provided medical benefits packages and (d)any other incentive-based compensation options,to include "on call" pay. Evergreen's consultants identified any weaknesses within the components of the City's existing compensation package that would negatively impact the organization's ability to attract and retain talented employees. 4 Comprehensive Compensation and Benefits Study City of Sachse,Texas Evergreen was hired by the City of Sachse to conduct a Comprehensive Compensation and Benefits Study. The study measured and provided an analysis on base salary,pay/step plans,employer-provided medical benefits packages and any other incentive-based compensation options, including "on call" pay.To ensure the project's validity and applicability, Evergreen conducted a compensation analysis using similar-sized local municipalities for comparison and recommended comparator cities for consideration. The following study components were compared:pay ranges with comparator cities performing the same or similar functions;actual employee pay with comparator cities performing the same or similar functions; pay/step plans/special assignment pay with comparator cities performing the same or similar functions;and city-provided comprehensive employee benefits packages with comparator cities performing the same or similar functions. Evergreen recommended pay structure features that provided opportunities for advancement while minimizing salary overlap between levels of responsibility. Note: Evergreen was again hired to conduct a classification study for select positions. 4 Classification and Compensation Study City of Conroe,Texas Evergreen was retained by the City of Conroe to conduct a Classification and Compensation Study. The scope of the study included the following major components: review and update and/or rewrite of all city job descriptions; work with a City management team to revise the existing pay plan for both Civil Service and non-Civil Service personnel structures;and evaluate current salary structure and compensation levels for all regular,classified positions and non-classified positions, and recommend appropriate adjustments. 4 „....,, Evergreen Solutions,LI C Page i-7 Classification and Compensation Study City of Seguin,Texas Evergreen Solutions was hired to assist the City of Seguin in designing and implementing a comprehensive classification and compensation plan for its workforce of 330 full-time employees.The scope of the project included two major components:(1)Working with a City management team to revise the existing pay plan and structures;and(2)Evaluating current salary structure and compensation levels for all regular,classified positions and recommending appropriate adjustments. Specifically,Evergreen's consultants reviewed the City's current classification/compensation plan;surveyed management and identified problem areas regarding the classification and compensation system; conducted a salary survey to ensure external equity; reviewed current policies and procedures;reviewed salary structure to determine appropriateness;and provided technical assistance and training to City staff to facilitate the implementation and the maintenance of the recommended system and procedures. Note:Evergreen Solutions was again retained by the City of Seguin in 2023 to conduct a Compensation Benchmarking and Structure Analysis. Evergreen examined the City's salaries against the market and provided recommendations to allow the City to be more competitive in recruiting and retaining talented employees. 4 .,.._ Pay Structure Study City of Fate,Texas Evergreen was hired to develop a new pay plan for the City of Fate. Evergreen performed the following tasks:reviewed the City's salary data: created a new pay plan for the City;slotted current jobs into the new play plan; and verified the internal equity of the new pay plan. 4 Classification and Compensation Study City of Pflugerville,Texas Evergreen was hired by the City of Pflugerville to conduct a Classification and Compensation Study for its workforce of over 300 full-and part-time employees. Evergreen analyzed each position within the City by conducting interviews and job audits;evaluated employee position descriptions and duties; interviewed department heads and managers;and assessed classifications within positions(I, II, Ill,or Lead, Foreman). Evergreen reviewed current job descriptions,focusing on the purpose,job scope, essential duties and responsibilities,education/training requirements, physical job requirements,and working conditions,determined FLSA status (exempt/non-exempt)for positions under federal regulations,and recommended which positions were essential positions in the event the City had a temporary closure. Based on this review, Evergreen presented a .."....„ Evergreen Solutions,LLC Page 1-8 J i proposed classification structure to City management and incorporated input into the final classification document,including a cost analysis for positions that would require adjustments. Evergreen surveyed the cities of Georgetown,Round Rock,Hutto,Cedar Park,Leander,San Marcos,and College Station to compare compensation and benefit structures in addition to minimum and maximum rates of pay for select positions and will soon make recommendations toward appropriate ranges for rates of pay for each position identified. This included a minimum, mid-point,and maximum,with 1st and 3r quartile designations. A Salary Grade Chart was prepared based on these recommendations and was presented to management for final approval. Note:Evergreen was again hired in 2021 to conduct a staffing study for the City. Pay and Classification Study City of Fredericksburg,Texas Evergreen was engaged with the City of Fredericksburg to conduct a Pay and Classification Study and make recommendations for implementation of a revised pay plan.The study included all employees and classifications in the City. As part of the study,Evergreen consultants conducted focus groups and interviews with employees,and employees completed a Job Assessment Tool (JAT).Evergreen consultants also conducted a comprehensive salary survey of local and regional employers to assess the market competitiveness of the City. Finally,a detailed plan was developed to provide the City with specific steps to Implement an equitable and competitive pay plan. Note:Evergreen is on retainer to provide the City with classification,pay grade assignments, - organizational management and other on-going human resources support. Human Resources Department Assessment(Classification and Compensation Study) City of Buda,Texas Evergreen was engaged with the City of Buda to conduct a Human Resources Department Assessment. Evergreen's consultants provided a job analysis questionnaire and procedures for future updating and new position creation and developed and fully defined a systematic procedure for evaluating positions using the'point factor method". A worksheet was developed for departments to request a job evaluation for upgrades within a position or for a new position for submission to Human Resources to ensure that Job titles were consistently used on job descriptions and the pay plan. Evergreen further created a new cost effective,affordable compensation structure and management plan that was systematically and equitably acknowledge and rewarded an employee's performance and skills. Evergreen designed a compensation program that included a description _ _ _ E een Solutions ELC Page i vergr S -9 and justification of the pay philosophy,a completed pay structure,and rules for moving employees through the pay structure based on their increasing contributions in support of the City. Evergreen consultant's gathered actual salary data from market surveys,local governmental agencies, benchmarked cities,and other appropriate data,as deemed necessary. The recommended compensation structure included a proposed training/career progression plan, including documentation as appropriate,and a plan that rewards employee performance fairly and equitably,with measures that can be documented. Note:Evergreen was again hired in 2020 to conduct a Market Salary Update. Most recently, Evergreen was hired in 2023 to conduct a Compensation Study. Classification and Compensation Study City of Sunset Valley,Texas Evergreen was hired by the City of Sunset Valley to assist with a City-wide Compensation and Classification Study,as well as development of a Performance Evaluation System.The study also included a Human Resources Audit and recommendations to strategically align the processes, procedures,staffing,and organization of human resources functions.All employees and classifications in the City were included in the study.As part of the study,the Evergreen Team conducted interviews and focus groups with all City employees. Evergreen consultants conducted a comprehensive salary survey of local and regional employers to assess the market competitiveness of the City. Finally,a detailed plan was developed to provide the City with specific steps to implement an equitable and competitive compensation plan. Classification and Compensation Pay Plan City of Amarillo,Texas Evergreen Solutions was engaged with the City of Amarillo to develop a Classification and Compensation Pay Plan for 2,835 employees. Evergreen's consultants: reviewed the City's existing classification/compensation system;worked with the City's Human Resources Director and staff to identify a market position for the City; gathered necessary information through the use of questionnaires,job audits,some personal interviews; discussed and determined the appropriate labor market for the compensation survey;analyzed existing internal hierarchy based on job relationships and proposed implementation methods to correct any identified specific problems;developed a pay plan identifying specific parameters;and reviewed and assigned all positions to an appropriate pay grade. In the end, Evergreen recommended implementation strategies including calculating the cost of implementing the study and provided the Human Resources staff with training to maintain and revise the system,as needed. 4 Evergreen Solutions,LLC Page 1-to Compensation Market Review and Classification Study City of Austin,Texas Evergreen was contracted to review the City of Austin's classification system for the Human Resources job family.The study's primary purpose was to review the City's classification structure for its human resources jobs and to ensure that all employees working in the human resources area were properly classified based upon the work they performed.To accomplish this purpose, Evergreen met with each Human Resources Manager and conducted extensive outreach sessions(desk audits)with a large percentage of human resources employees. In addition to the interviews and desk audits,Evergreen consultants reviewed Position Analysis Questionnaires(PAQs),job descriptions, organizational charts,and other documentation.The job analysis resulted in recommendations for a job hierarchy within the Human Resources family and the slotting of each individual within the proposed classification system. Evergreen consultants also worked with the Human Resources Department to ensure that the proposed classification system properly aligned with the compensation system.At the conclusion of the study,job descriptions were revised for each job and FLSA exempt status were provided for each job classification. Classification and Compensation Study City of Gonzales,Texas Evergreen was retained by the City of Gonzales to conduct classification and compensation study for all employees. Employees participate in focus groups, interviews,and job analysis to determine the best classifications for the work performed. Classifications were reviewed,as needed,and FLSA determinations were made. Evergreen consultants conducted a market salary survey to identify pay ranges in the public and private sector in order to determine the appropriate pay levels for all included jobs in the City. Recommendations were provided to improve the fairness and equity within the City and a plan was provided to address maintenance of implemented changes to the City's classification and compensation system. Salary Survey City of Lakeway,Texas Evergreen was retained by the City of Lakeway to provide consulting services for the Human Resource Department and to design and implement a salary survey which would classify all City positions appropriately within the plan structure. The Evergreen Team evaluated the City's current salary structure as compared to the specific job market for comparable positions in the public and private sectors. Additional reviews were conducted for existing job descriptions to recommend updates for specific requested positions. Evergreen ensured that content and titles were current,accurate,and consistent with Fair Labor Standards Act(FLSA)and Equal Employment Opportunity(EEO). Note:Evergreen was again hired in 2019 to conduct a staffing analysis for the City. Evergreen Solutions,LLC Page a-11 Compensation and Classification Study "`- City of Mont Belvieu,Texas Evergreen Solutions was retained by the City of Mont Belvieu to conduct a Compensation and Classification Study. Evergreen performed a comprehensive analysis of the City's current classification and compensation plan by performing the following tasks:placing positions in the current pay plan to ensure positions performing similar work with essentially the same level of complexity, responsibility,and knowledge, skills,and abilities are classified together;determining the accuracy of Federal Labor Standards Act("FLSA")exemption status of all positions; determining the accuracy of position titles and descriptions regarding unique characteristics of the position,essential job functions, minimum qualifications,working conditions, licensing requirements,"on call" requirements and supervisory requirements; must accommodate the unique nature of certain functions and responsibilities characteristic of City government; identifying potential pay compression issues and providing potential solutions;and analyzing existing internal hierarchy and internal career ladders where appropriate and clearly outlining job progression opportunities and providing recognizable compensation growth. Note: Evergreen previously conducted a Pay for Performance and Salary Survey for the City. 4 Compensation and Classification Study City of Pearland,Texas Evergreen Solutions was hired in 2020 by the City of Pearland to conduct a Compensation and Classification Study. The study included the review of the existing classification plan, position descriptions and methods of reclassification,the performance of a salary study and the preparation of pay plan schedules,job descriptions,etc. The purpose of the comprehensive compensation and classification study was to develop a clear,equitable, consistent and competitive classification and compensation structure that would foster retention of qualified individuals while providing opportunities for growth and development within and provides the Human Resources Department a framework to operate within to maintain the system. Note:Evergreen was previously hired in 2010 by the City to conduct a Classification Study. Evergreen was also hired in 2023 to conduct a Compensation Study. 4 � I Classification and Compensation Study City of League City,Texas Evergreen Solutions was retained by the City of League City to conduct a Classification and Compensation Study. Evergreen conducted a job analysis to determine the hierarchy of jobs within the City to ensure internal equity and conducted a salary survey to determine whether the salaries at the City were competitive in the market. Evergreen also review and update job descriptions and provided recommendations for the continued maintenance of the revised classification and compensation plan. 4 . 4 _ ___________ Euerpreen Solutions,LLC Page 1-12 Compensation and Classification Study City of Texas City,Texas Evergreen Solutions was engaged with the City of Texas City to conduct a Compensation and Classification Study. The purpose of the comprehensive study was to develop a clear,equitable,consistent and competitive classification and compensation structure that fosters retention of qualified individuals while providing opportunities for growth and development within and provides the Human Resources Department a framework to operate within to maintain the system. Evergreen worked with the City to develop a compensation program that is fair,equitable,and competitive with other municipalities in the surrounding geographic market area from which the City of Texas City recruited and lent itself to a total rewards package. Evergreen further worked with the City to develop a classification system that facilitated ongoing compensation analysis and reporting based on similarly-situated employees,similar skills,qualifications, responsibilities, and pay,using job family grouping and EEO job categories that comported with EEOC guidelines for government employees and provided the City with a tool that the HR department could use to continue that evaluation/analysis process. 4 Comprehensive Class cation and Compensation Study(Included a Performance Management Study and a Staffing Study) City of Odessa,Texas Evergreen Solutions was engaged with the City of Rowlett to conduct a comprehensive compensation and benefits study for 1,140 employees.The primary goal of the study was to ensure that the City was recognized as an employer of choice that provides a viable,cost effective and competitive pay structure.The study measured and provided a compensation analysis on (a) base salary,(b) pay/step plans,(c)employer-provided medical benefits packages and(d)any other incentive-based compensation options,to include "on call" pay. Evergreen's consultants identified any weaknesses within the components of the City's existing compensation package that would negatively impact the organization's ability to attract and retain talented employees. 4 Compensation and Classification Study City of Denton,Texas Evergreen Solutions was retained by the City of Denton to conduct a Compensation and Classification Study for its 1,786 employees. Evergreen worked with the City to develop a communication strategy and plan that allowed the City to be informed and be as transparent as possible and met and solicited feedback and input from different levels of the City including employees,department directors/managers,and executive management. Evergreen conducted a comprehensive market compensation study and provided recommendations to ensure that the City's compensation system supports the City's mission,strategic objectives,and compensation philosophy. Evergreen further conducted a job analysis for up to 50 positions of concern to ensure appropriate pay grade classification and address internal equity concerns and will evaluate current pay grades,e.g. '%y��f __ Evergreen Solutions,LW Page 1-13 number of pay grades,including additions,deletions,and/or consolidations; appropriate spread between minimum and maximum of pay ranges,and recommend a strategy for improvements.Evergreen reviewed and recommended solutions for a pay for performance system/process. Compensation Study and FLSA Reivew City of La Porte,Texas Evergreen was hired by the City of La Porte to conduct a Compensation Study and FLSAS Review. Evergreen's consultants will examine the City's current compensation system covering non-civil service positions and provide recommendations for compensation policies,procedures,and overall compensation philosophy and make FLSA determinations. In the end,Evergreen will recommend a revised compensation plan that will eliminate and avoid compression issues and aide the City in attracting and retaining qualified employees Pay and Classification Study City of Fredericksburg,Texas Evergreen Solutions was engaged with the City of Fredericksburg to conduct a Compensation Study in order to make recommendations for the implementation of a revised pay plan.Evergreen's consultants conducted a comprehensive salary survey of local and regional employers to assess the market competitiveness of the City. Note:Evergreen was again hired in 2021 to conduct a compensation study in order to update the City's pay plan. Compensation Study City of Aransas Pass,Texas Evergreen Solutions was retained by the City of Aransas Pass to conduct a Compensation Study. Evergreen analyzed the City's current pay and benefit practices to determine whether they were competitive in the market to better assist the City in retaining and attracting a talented workforce. Classification and Compensation Study and Staffing Analysis City of Harlingen,Texas Evergreen Solutions was retained by the City of Harlingen to conduct a Classification and Compensation Study and a Staffing Analysis. Evergreen's consultants performed the following tasks: 0 — Evergreen Solutions,LW Page 1-14 • conducted a comprehensive evaluation of every job class within the City to establish appropriate classification and pay grade assignments as well as pay ranges and step progressions within the ranges; • conducted a compensation survey of the market including comparable Texas municipalities,and,appropriate private sector competitive employers; • prepared a new salary structure based on the results of the survey and best practice research; • analyzed and recommended changes to the present compensation structure to meet market analysis; • reviewed current compensation plan (salary grade levels and steps) to better understand current challenges in recruiting and retaining employees; • recommended and identified a consistent and competitive market position that the City could strive to maintain; • recommended appropriate salary range for each position based on the proposed classification plan,the compensation survey results, internal equity and external parity; • reviewed staffing levels and make recommendations; • prepared a new salary structure based on the results of the survey and best practices; • recommended implementation strategies including calculating the cost of implementing the plan; • identified any extreme current individual or group compensation inequities and provided a recommended corrective action plan and process to remedy these situations; • recommended and provided implementation strategies related to other key compensation practices, based on market demands;and • presented findings and recommendations to City Administration as well as the Harlingen City Commission at a regularly scheduled commission meeting. Evergreen Solutions,LLC Page 1-1.5 Compensation and Benefits Survey and Analysis City of Deer Park,Texas Evergreen Solutions is retained by the City of Deer Park to conduct a Compensation and Benefits Survey and Analysis. Evergreen will perform the following tasks: • develop a proposal for a total compensation and benefit program that is fair, equitable, legally compliant,recognized as best practice, aligned with organizational objectives and competitive with other organizations(public and private)in the surrounding geographic market area from which the City of Deer Park recruits; • recommend classification and pay administration practices consistent with proposed compensation and benefits program to include consideration of pay for performance, incentives and rewards for individuals or alternative reward strategies,which may be suitable for specific classifications that support the City's recruitment and retention efforts; • review current pay philosophy, pay policies and methods currently being used to evaluate,assess,and reclassify positions to ensure best practice standards and/or reasonable practices are being applied; • review up to 45 benchmark positions(a few per grade)to determine overall if the City's grades for similarly situated positions seem to remain market competitive; • develop multiple alternative recommendations demonstrating the methodology the City should use to implement the new classification and compensation system,and the advantages, disadvantages,and cost of each alternative; • define the process for communications with managers, supervisors,and employees during each step of the compensation plan implementation. Include meetings with,and presentations to,employees and City administration management team,including department heads and Human Resources staff; • propose a policy and procedure to address compensation for external recruitment; • create an objective evaluation of supplemental pay programs to include certification pay, longevity pay,education pay and shift differential that includes recommendation of future best practice scenarios;and • review existing benefits structures and develop realistic recommendations for improvement to ensure competitiveness. Note:This project is nearing completion. _ _ Evergreen Solutions,LLC Page i-16 sp Classification and Compensation Study City of Del Rio,Texas Evergreen is retained by the City of Del Rio to conduct a classification and compensation study. Evergreen will ensure that job positions are accurately classified and appropriately compensated based on factors such as job duties,skills, market conditions,and organizational goals. Evergreen will also review the City's certification pay plan. 4 Compensation,Classification,and Benefits Study Denton County,Texas Evergreen conducted a Comprehensive Compensation,Classification and Benefits Study for the more than 1,550 employees of Denton County. The County had not performed a comprehensive classification and compensation study in 15 years. Evergreen consultants conducted employee orientations,focus groups and interviews,and conducted job analysis of all included positions.This information was used to create an internal equity alignment that is consistent with current job duties and responsibilities. As part of the project, Evergreen conducted a comprehensive salary and benefits survey of local and regional labor market peers to properly assess the County's competitive position for wages and benefits. Evergreen provided customized and detailed recommendations for adjusting the County's compensation and classification structures based on internal and external equity. Implementation options that were equitable and cost efficient were developed and additional recommendations for maintaining the system over time were also provided. Additionally,revised classification descriptions with FLSA determinations were provided. 4 Classification and Compensation Study and Analysis Matagorda County,Texas Evergreen was hired to conduct a Classification and Compensation Study and Analysis for Matagorda County. The primary objectives of the study are to:attract and retain qualified employees;ensure positions performing similar work with essentially the same level of complexity, responsibility, knowledge,skills,and abilities are classified together; provide salaries commensurate with assigned duties;outline promotional opportunities and provide recognizable compensation growth; provide justifiable pay differential between individual classes;and maintain a competitive position with other comparable government entities and private employers within the same geographic areas. 24 'ELF __._ __---- F Evergreen Solutions,LLC Page 1-.7 Classification and Compensation Study and Analysis "" Taylor County,Texas Evergreen Solutions was retained by Taylor County to conduct a Classification and Compensation Study and Analysis. Evergreen's consultants performed the following tasks: provided a comprehensive evaluation of every job within the County to determine relative worth within the County for internal equity and for the establishment of pay ranges and step progressions within the ranges; reviewed all current job classifications, confirmed and recommend changes to hierarchical order of jobs using Evergreen's evaluation system;established appropriate benchmarking standards and conducted a salary survey for similar positions with comparable Texas Counties as required; identified potential pay compression issues and provided potential solutions;analyzed and recommended changes to the County's compensation structure to meet market analysis. i 4 Employee Compensation Consulting Services Ft.Bend County,Texas Evergreen was retained by Fort Bend County to provide employee compensation consulting services for its 2,800 employees. Evergreen conducted the following tasks: • reviewed current compensation plan including policy groups and salary structures; • conducted Fair Labor Standards Act(FLSA)exempt/non-exempt status review of all positions: • analyzed internal equity and possible compression issues; • completed salary survey of City and County governments in the State of Texas as designated by the County; • designed and executed a salary survey,analyzed results and made recommendations; and • evaluated and determined each employee's proper step placement on the newly approved salary grade structure. Note:Evergreen was previously hired to conduct a similar study for the County. 4 Evergreen Solutions,LLC Page i-18 Compensation Consulting Services Travis County,Texas Evergreen Solutions was hired by Travis County to provide Compensation Consulting Services. Evergreen performed the following: • Reviewed and provided input to the Travis County Compensation Manager and staff on their approach and strategy with redesigning the Travis County Classified compensation scale. Shared input and provided best practices to consider based on paygrades,band width, and other design elements. • Reviewed the compensation work of the Travis County Compensation division related to the redesign of the Travis County Classified compensation scale. Provide input based on work product review. • Discussed approach and strategy with the redesign of the Peace Office Pay Scale,to include minimum and maximum ranges based on Travis County's researched market data for FY2020. • Discussed best practices with use of Peace Office Pay market data when determining how to gauge market competitiveness. • Provided other consultative support with projects being proposed or implemented by the Travis County Compensation team. Note: Evergreen previously conducted a Compensation Analysis and an IT Analysis and Compensation System Design. 44 Classification and Compensation Study Bumet County,Texas Evergreen Solutions was retained by Burnet County to conduct a Classification and Compensation Study. Evergreen's consultants conducted a job analysis to determine the appropriate classification structure for the County and conducted an external salary survey to determine the County's competitiveness with peer organizations in the labor market. 44 Salary Compensation Study Hood County,Texas Evergreen Solutions was engaged with Hood County to provide an update of their classification and compensation system. Evergreen evaluated the current system,collected and reviewed current environment data,and evaluated and built the projected classification plan.Evergreen identified a list of market survey benchmarks and conducted a market survey. Evergreen's consultants provided the County with the external assessment summary, developed strategic positioning recommendations,and developed and Evergreen Solutions,LLC Page 1-19 submitted draft and final reports and recommendations for compensation administration. Additionally, Evergreen updated and rewrote job descriptions, as necessary,based on our recommendations. Note:Evergreen was again hired to conduct a staffing study for the County. Compensation and Classification Study Brazoria County,Texas Evergreen was retained by the Brazoria County to conduct a Compensation and Classification Study. Evergreen developed a compensation program for the County, evaluated current pay grades,and developed a classification system to facilitate the ongoing compensation analysis. Evergreen further assessed position titles and identified appropriate employee status in accordance with FLSA. Evergreen then proceeded to develop multiple alternative recommendations and a communication plan. Finally, Evergreen reviewed and developed different policies procedures and proposed different recommendations. � 3 Classification and Compensation Study and Analysis Wailer County,Texas Evergreen Solutions was retained by Waller County to conduct a Classification and Compensation Study and Analysis. The objectives of the study were to:attract and retain qualified and quality employees;ensure positions performing similar work with essentially the same level of complexity, responsibility,and knowledge,skills,and abilities are classified together; provide salaries commensurate with assigned duties;outline promotional opportunities and provide recognizable compensation growth; provide justifiable pay differential between individual classes;and develop and maintain a competitive position with other comparable government entities and private-sector employers within the same geographic areas. Classification and Compensation Study Kaufman County,Texas Evergreen Solutions was engaged with Kaufman County to conduct a Compensation Study. Evergreen worked with the County to establish appropriate benchmarking standards and conducted a salary survey for similar positions with comparable entities. Evergreen identified potential pay compression issues and provided potential solutions and analyzed and recommended changes to the current compensation structure that met market analysis. Evergreen also provided a comprehensive evaluation of Evergreen Solutions,LLC Page i-2o every job within the County to determine relative worth within the organization for internal equity and reviewed all current job classifications, confirmed,and recommended changes to hierarchical order of jobs using an approved evaluation system. 4 Classification and Compensation Study Blanco County,Texas Evergreen Solutions was retained by Blanco County to conduct a Classification and Compensation Study. Evergreen's consultant conducted a job analysis to determine the proper hierarchy of jobs within the County;conducted a salary survey and analysis to determine competitive market rates;updated job descriptions;and prepared a final report with cost analysis for implementation of all recommendations. 4 Wage and Compensation Study Jefferson County,Texas Evergreen Solutions was engaged with Jefferson County to conduct a Wage and Compensation Study. The objective of the study was to enhance the County's ability to attract,motivate,and retain quality employees to efficiently and cost-effectively deliver services and programs to the citizens of the County through obtaining a Salary Range Comparison of 175 benchmarks positions - within the current surrounding local market and similarly situated Counties in Texas. Based on the market survey results, Evergreen updated the existing plan for the County,including the realignment of jobs within the County's current pay grade. 4 Classification and Compensation Study Town of Addison,Texas Evergreen Solutions was retained by the Town of Addison to conduct a Classification and Compensation Study. Evergreen's consultants performed the following tasks: provided a comprehensive evaluation of every job within the City to determine the relative worth within the organization for internal equity and for the establishment of pay ranges and step progressions within the ranges; reviewed all current job classifications,confirmed, and recommended changes to hierarchical order of jobs using Evergreen's evaluation system;conducted a salary survey for similar positions with comparable Texas entities; identified potential pay compression issues and provided potential solutions;and analyzed and recommended changes to the present compensation structure to meet the market analysis. 4 ,...,, Evergreen Solutions,LLC Page 1-21 Classification and Compensation Study -""` Town of Little Elm,Texas Evergreen was retained by the Town of Little Elm to conduct compensation and classification study of its employees. Employees participated in focus groups, interviews,and job analysis to determine the best classifications for the work performed. Classifications were also reviewed,as needed,and FLSA determinations will be made. The rank structure for police and fire department employees were reviewed against peer organizations to determine whether the current structure for each department is effective for its size. Evergreen consultants reviewed pay policies and practices and pay ranges in the public and private sector were analyzed to determine the appropriate pay levels for all included jobs. Recommendations were provided to improve the fairness and equity within the Town. Evergreen provided Town staff with the necessary training and materials so that an understanding of the methodology and how to implement,administer,and maintain the recommended total compensation system would be accomplished. Compensation and Classification Study The Woodlands Township,Texas Evergreen Solutions was retained by The Woodlands Township to conduct a Compensation and Classification Study. Evergreen provided an independent i analysis of the compensation plan and developed and recommended a compensation philosophy that met the Town's objective of where they desired to be in the market regarding salaries. Evergreen's consultants designed, proposed,and led the Township in implementing a comprehensive compensation plan that aligned with the proposed compensation philosophy and classified all Township positions appropriately within the plan structure. Evergreen further conducted a job analysis, collected and analyzed the data collected from the JATs and MITs, provided classification recommendations; and recommended any changes to job descriptions based on the data collected. 4, 1.3 In this section,we provide you with the qualifications of our proposed Proposed project team through summary resumes. Detailed resumes are available upon request. Project Team Exhibit 1-2 reflects our proposed project management and personnel assignments.The structure has been designed to clearly define the roles and responsibilities of each part of the Comprehensive Classification and Compensation Study so that there will be no confusion as to who is responsible for any aspect of this engagement with the City of Port Arthur. Evergreen Solutions,LW Page 1-22 Exhibit 1-2 CITY OF PORT ARTHUR,TX Proposed Project of Project Manager Management and g Personnel Assignments 1 to be determined __L. EVERGREEN SOLUTIONS Project Principal Dr. Jeff Ling, CCP EVERGREEN SOLUTIONS Project Director Mr. Mark Holcombe, SHRM-SCP, PMP EVERGREEN SOLUTIONS Project Consultants Mr. Rob Williams Ms. Kelli Bracci, CPM Ms. Brenda Whurr, PHR, SHRM-CP Mr. Peter Backhaus City of Port Arthur Project Manager. With each project engagement,we work with the client to identify one specific point of contact to serve as a Project Manager. The City's Project Manager(CPM)will be our reference point throughout the engagement.We will take project direction, leadership,and guidance from the CPM and all project deliverables will be filtered through the CPM throughout the duration of the project. 4 Evergreen Solutions,LLC Page 1-23 Evergreen Solutions' Project Principal.Our Project Principal will have ultimate accountability for the success of this project. Evergreen Solutions' Project Principal is always a senior leader in our firm,typically the President. The Project Principal will have contractual authority over the contract and will be our top level of project responsibility. Evergreen Solutions' Project Director. Evergreen Solutions designates a Project Director for each HR consulting project.The Project Director will work with the Project Principal regarding the scheduling of the project with the City.The Project Director will have the most frequent contact with the City and will assign project activities to the Project Consultants and will ensure that deliverables are met within specified timelines. Evergreen Solutions' Project Consultants.Our Project Consultants are a I team of consultants who have worked together on numerous projects,and who will provide consulting and analytical work on all project activities.The !. Project Consultants will review pay plans, conduct orientation sessions and focus groups,administer the Job Assessment Tool (JAT)and Management Issues Tool(MIT), collect the data for the salary and benefits survey, review and revise job descriptions, review the current performance management system,and prepare draft and final reports. i Consultant Team Members must be thoroughly knowledgeable in the portion of the project they are responsible for,as well as have expertise in the issues that are unique to each individual client.Our firm is proposing an exceptional team of consultants who have worked together on many similar projects.We always make sure each project is sufficiently staffed to handle .-- any additional tasks or unforeseen issues that may arise during the course of the study.The combination of our individual knowledge and skills form a superior team who will be able to competently perform all of the pieces of the Comprehensive Classification and Compensation Study for the City of Port Author. Key Personnel The following paragraphs provide summaries of each team member's qualifications and experience related to his/her role in this engagement. Project Principal Dr.Jeff Ling is the President of Evergreen Solutions who has been with the Dr.Jeff Ling firm since its inception in 2004. He is a Certified Compensation Professional (CCP)who has more than 25 years consulting experience in the following areas:human resources; performance improvement; process analysis;strategic planning; statistical analysis; research methodology;data management:surveys and polling;technology analysis;change management;and risk analysis. Dr. Ling has planned, organized,and managed studies on human resources assessment,survey analysis,government efficiency,technology planning, information utilization, public opinion,market expansion,and privatization. Each of these studies dealt with summarizing major alternatives for decision makers and providing viable recommendations. He has consulting experience in public sector Evaluation, research management,efficiency analysis,survey analysis,statistical modeling,and technology planning. Evergreen Solutions,LLC Page 1-24 Dr. Ling has worked with a multitude of clients in the capacity of Project Principal. He has worked on hundreds of engagements across the nation and includes work in state and local governments,school districts, institutions of higher education, quasi-governmental agencies,and private industry. Dr.Ling has been instrumental in creating, reviewing,and evaluating the methodology employed by Evergreen Solutions on all human resource engagements. His background and skill set make him uniquely qualified for assessing organizational critical needs and strategy. He is also an expert in policy development and long-term planning. A sample of the types of studies Dr. Ling has been involved with includes: • Compensation/Classification- He developed the methodology and techniques for organizations to employ for successful data collection and implementation based on internal and external equity needs. He has been the Project Principal for numerous projects related to classification and/or compensation. Note:He has served as the Project Principal or Project Director for more than 1,300 public sector projects related to Classification and/or Compensation. • Performance Evaluation - He has provided the framework for many organizations transitioning into goal-based performance evaluation systems or fully functional merit-based pay structures. He understands the importance of a well stratified,objective based ® review process and has been instrumental in assisting a number of large organizations transition from traditional systems into merit- based pay structures with minimal transitional costs and interruption. • Market Research - He provided the basis for which market research was collected,analyzed,and review. He ensured that data collection procedures and methods were statistically reliable using his knowledge of statistics and overall market research. • Policy Development- He has a thorough and firm understanding of policy development and has assisted many clients with implementing tailored policies and practices that reflect best practices. Dr. Ling holds a Doctorate's Degree from Florida State University in Political Science and has taught courses addressing research methodology, statistical analysis,technological innovations,and political economy at various universities. Project Director Mr. Mark Holcombe has more than ten years of management and consulting Mr.Mark Holcombe, experience and is recognized as a certified Project Management PMP,SHRM-SCP Professional (PMP)and a SHRM Senior Certified Professional(SHRM-SCP). He has been at Evergreen Solutions seven years, during which time he has promoted through the organization and has led Evergreen's largest local government practice for the past two years. His academic foundation in .-b Evergreen Solutions,LLC Page 1-25 micro and macroeconomics,combined with his experience leading a business before joining Evergreen, has given him significant experience in leading teams, modeling and controlling costs,and working to provide a product that meets the needs of all stakeholders.This experience has been instrumental in ensuring that his team is able to translate complex and comprehensive data into actionable insights for his clients. At Evergreen, Mr. Holcombe's emphasis has been in compensation and classification studies of varying size and scope. He has led projects with cities and counties,colleges and universities, K-12 school districts, transportation organizations,and statewide government organizations. Some of his principal areas of expertise are: • Refining client compensation and classification systems,ensuring alignment with HR best practices and meeting specific client needs; • Leading initiatives focusing on market competitiveness for large and complex public sector clients; • Constructing reports and visuals to share complex findings in an approachable way; • Crafting complex cost models to facilitate accurate budgetary projections for clients; • In-depth assessment of market data,synthesizing information from a variety of sources to provide comprehensive compensation insights; • Redesigning classification systems to modernize and streamline titling conventions for entire organizations or within job families;and • Conducting reviews centered around gender and racial equity in compensation systems,ensuring their adherence to local,state,and federal laws and regulations. Because Mr. Holcombe has conducted more than 200 HR studies since coming to Evergreen,we have included only a sample of some of the public sector projects that he has been involved with in the western portion of the country, including: a Compensation Study for the City of Buda,TX;a Classification and Compensation Study and Analysis for Taylor County,TX;a Compensation and Classification Study for the City of Pearland,TX;a Compensation Study and FSLA Review for the City of La Porte,TX;a Compensation and Benefits Study for the City of Portland,TX;a Compensation Benchmarking and Structure Analysis for the City of Seguin, TX;a Compensation and Classification Study for the Woodlands Township, TX;a Classification and Compensation Study for Randall County,TX; Compensation Consultant Services for Dallas Area Rapid Transit,TX; Competency Modeling and Succession Planning for Dallas Area Rapid Transit,TX;a Classification and Compensation Study for the City of Mont Belvieu,TX;a Compensation and Classification for the City of Denton,TX;a Comprehensive Market Salary and Benefits Study for the City of Missouri Evergreen Solutions,LLC Page 1-26 City,TX;a Classification and Compensation Study for the City of Beaumont, TX;a Compensation and Benefits Survey and Analysis for the City of Deer Park,TX;a Compensation Study for the City of Duncanville,TX;a Compensation and Classification Study and Organizational Review of the RSMU Department for Brazos River Authority,TX;a Compensation Study for the Montgomery County Emergency Communications District,TX;a Staffing Study for the City of Pflugerville,TX;a Compensation Study for the City of Big Spring,TX;a Comprehensive Classification and Compensation Study for the City of Odessa,TX;a Compensation and Classification Study for the City of League City,TX;a Wage and Compensation Study for Jefferson County,TX;a Classification and Compensation Study and Analysis for Waller County,TX;a Classification and Compensation Study for the City of Kingsville,TX;a Classification and Compensation Study for Hill County,TX;a Classification and Compensation Study and Analysis for Matagorda County,TX:a Classification and Compensation Study for the City of Albuquerque, NM;a Compensation and Benefits Study for the Middle Rio Grande Conservancy District, NM;a Classification and Compensation Study/Gender Pay Equity Analysis for the City of Santa Fe, NM;a Classification and Compensation Study for the City of Prescott,AZ;A Compensation Study for the City of Flagstaff,AZ:a Classification,Compensation,and Benefits Study for Yavapai County,AZ:a Wage Compensation Study Services for Northern Arizona Intergovernmental Public Transportation Authority,AZ;a Performance Management Study for Northern Arizona Intergovernmental Public Transportation Authority,AZ;an Employee Engagement Survey for the Northern Arizona Intergovernmental Public Transportation Authority,AZ;a Salary Study and Analysis for the Arizona Supreme Court;a Classification and Compensation Study for the City of Yucaipa,CA;a Job Classification and Total Compensation Study Services for the Cosumnes Community Services District,CA;a Comprehensive Classification and Compensation Study for the City of Camarillo, CA;a Classification and Compensation Study for the Pleasant Valley Recreation and Park District,CA;a Classification and Compensation Study for the City of Fresno,CA;a Classification and Compensation Study for the City of Thousand Oaks,CA;a Compensation Study for the Long Beach Management Association,CA;a Compensation Review for Mariposa County, CA;a Classification and Compensation Study for lnyo County,CA:a Compensation and Benefits Study for Victor Valley Transit Authority,CA;a Classification and Compensation Study for Superior Court of California,County of Monterey,CA;a Compensation Study for Grand County, CO;a Compensation and Classification Study for Garfield County, CO;a Compensation Study for the Tri-County Metropolitan Transportation District of Oregon;a Compensation Study for the City of Bend, OR;a Professional Technical and Expert Services for the City of Portland, OR;a Classification and Compensation Study for the Nisqually Indian Tribe,WA; Compensation Study Services to Skagit Transit,WA;an Organizational Review of the Executive Team for Skagit Transit,WA;a Classification and Compensation Study for the City of Ridgefield,WA;and a Classification and Compensation Study for the North Dakota Court System, ND. Mr. Holcombe holds a Bachelor Degree in Economics with a concentration in Behavioral Economics and Criminology from Florida State University. He is a certified Project Management Professional(PMP)and holds a SHRM-SCP certification. Evergreen Solutions,LLC Page 1-27 Project Consultant Mr. Rob Williamson is a Project Manager with Evergreen. He brings more Mr.Rob Williamson than 20 years of proven leadership experience serving both private and public sector clients. His diverse leadership includes time as a business owner,County Commissioner,CEO of a mid-sized water and wastewater treatment utility, Executive Director of a three-member regional water utility provider,and most recently, Manager of the Florida Association of Counties' 23-county insurance trust. During his career, Mr.Williamson has served on boards of directors for more than two dozen public, private,civic and charitable organizations.This includes time as Chairman of the Santa Rosa County Board of County Commissioners, RESTORE Council,Tourist Development Council, Florida/Alabama Transportation Planning Organization and as a member of the Florida Gulf Consortium, Florida Association of Counties Executive Board, Leadership Santa Rosa,and the Institute for County Government to name a few. He is also a member of the Florida Rural Water Association. Hey was a Keynote speaker for the Florida American Water Works Association for its Fall Conference Opening General Session in 2023. Mr.Williamson helps organizations create new strategic pathways to solve 1 complex problems. His areas of focus include policy development,strategic planning,change management,government services,transportation planning, master planning,tourism, RESTORE Act implementation and leadership development. A sample of some of the public sector projects that Mr.Williamson has directed or been involved with include:a Job Market Survey for New — Braunfels Utilities,TX;a Compensation Study for the City of Aransas Pass, TX;a Classification and Compensation Study for the City of Del Rio,TX; a Classification and Compensation Study for Blanco County,TX;a Classification and Compensation Study for the Town of Addison,TX;a Compensation/Benefits/Pay-Practices and Classification Study and Analysis for Upper Trinity Water District,TX;a Compensation and Benefits Study for the Middle Rio Grande Conservancy District, NM;a Compensation Study for the Colorado River Water Conservation District;a Compensation Study for the Metropolitan St. Louis Water District, MO;a Compensation Study and Analysis for McLean County, IL;a Classification and Compensation Study for the City of Moline, IL;a Compensation and Classification Study for the City of Minneapolis Department of Public Works, MN; a Total Compensation Study for Genesee County, MI;a Compensation Study for the City of Morristown, TN;a Compensation Study for the City of White House,TN;a Job Classification and Compensation Study for the Town of Wethersfield,CT;a Compensation Study for the City of Portsmouth, NH;a Classification and Total Compensation Review for the City of Manchester, NH; HR Market Study for Botetourt County,VA;a Classification and Compensation Study for Ashe County, NC; a Classification and Compensation Study for the Town of Huntersville, NC;a Classification and Compensation Study for the City of Burlington, NC;a Classification and Compensation Study for the City of Southport, NC; a Classification and Compensation Study for Onslow County, NC;a Classification and Compensation Study for Dare County,NC; Classification and Compensation Study Services for Dillon County,SC;a 4 Evergreen Solutions,LLC Page 1-28 Compensation and Classification Study for Greenwood County,SC;a Compensation Study for the Town of Central,SC;a Classification and Compensation Study and Analysis for Darlington County,SC; an Employee Compensation and Classification Study for the City of Greenwood,SC;a Compensation Study for the City of Orangeburg, Department of Public Utilities, SC;a Classification Study for Cherokee County, GA; a Compensation Study for Spalding County,GA;a Classification and Compensation Study for Barrow County,GA;a Classification and Compensation Study for the City of Jackson,GA;a Compensation Study for Cherokee County,GA;a Classification and Compensation Study for the City of Johns Creek,GA;a Classification and Compensation Study for the City of Jackson,GA;a Classification and Compensation Study for the City of Calhoun,GA;a Classification and Compensation Study for the City of Hampton,GA;a Classification and Compensation Study for the City of Sylvester,GA;a Compensation Study for the City of Cedartown,GA;a Classification and Compensation Study for the City of Vienna,GA;a Compensation Study for the City of Duluth,GA;a Classification and Compensation Study for the City of Madison,AL;a Classification and Compensation Study for the City of Auburn,AL;a Compensation Study for Auburn-Opelika Tourism,AL;a Compensation Study for the City of Opelika,AL;a Compensation and Benefits Study for the City of Mobile,AL;a Compensation Study for the City of Holmes Beach, FL;a Classification and Compensation Study for the City of South Miami, FL;a Classification and Compensation Study for the City of Palm Beach Gardens, FL;a Staffing Study for the City of Naples,FL;a Compensation Study for the City of Okeechobee, FL:a Compensation Study for the City of Palmetto, FL;a Comprehensive Classification and Compensation Study for Citrus County,FL;a Classification and Compensation Study for the City of Apalachicola, FL;a Compensation Study for the City of Naples, FL;a Compensation Study for the City of New Port Richey, FL;a Classification and Compensation Study for the City of Wildwood, FL;a Classification and Compensation Study for the City of Oldsmar, FL;a Classification and Pay Plan Study for the City of Panama City Beach, FL;a Classification and Compensation Study for the City of Boynton Beach, FL;a Compensation Study for the City of Bradenton, FL;a Compensation Study for the City of Plantation, FL;a Classification and Compensation Study for the City of Kissimmee, FL;and a Compensation Study for the Town of Oakland, FL. Mr.Williamson has certifications from the Cambridge Leadership Institute and the Kenan-Flagler Business School Leadership Institute and possesses a Bachelor of Science Degree in Sociology from Florida State University. Project Consultant Ms. Kelli Bracci,CPM, is a Senior Consultant with Evergreen Solutions.She Ms.Kalil Brawl has a Bachelor's of Science in Education from Georgia Southern University and a Juris Master from Florida State University's College of Law with a concentration in Human Resources and Legal Risk Management. She is a Certified Public Manager(CPM). 1 Ms. Bracci began her career working in the classroom as a teacher before transitioning to state government.After 11 years with the state,she Evergreen Solutions,LLC Page i-zg transitioned to the private sector with Evergreen Solutions, LLC. She is -- experienced in classification and compensation, employee engagement, relationship management, process improvement,supervisory and leadership development,organizational change management,project coordination,and effective communication.She deeply believes that HR is integral in creating a positive culture in every organization. Some of the public sector projects that Ms. Bracci has recently been involved with include:a Compensation and Classification Study for the City of Denton,TX;a Classification and Compensation Study and Analysis for Taylor County,TX;a Compensation and Classification Study for the City of Coppell,TX;a Compensation and Classification Study for the City of Denton, TX;a Classification and Compensation Study and Analysis for Wailer County, TX;a Classification and Compensation Study for the City of Beaumont,TX;a Compensation and Classification Study for the Woodlands Township,TX;a Classification and Compensation Study for the City of Kingsville,TX;a Compensation Study for the City of Duncanville,TX;a Compensation and Classification Study for the City of League City,TX;a Classification and Compensation Study for the City of Seguin,TX; a Classification and Compensation Study for Randall County,TX;a Classification and Compensation Study and Analysis for Matagorda County,TX;a Classification and Compensation Study for the City of Albuquerque, NM;a Classification and Compensation Study/Gender Pay Equity Analysis for the City of Santa Fe, NM;a Classification, Compensation,and Benefits Study for Yavapai County,AZ;a Classification and Compensation Study for the City of Fresno, CA;a Classification and Compensation Study for Pleasant Valley Recreation and Park District,CA;a Compensation Review for Mariposa County,CA;a . Classification and Compensation Study for lnyo County,CA;a Professional Technical and Expert Services for the City of Portland, OR;a Classification and Compensation Study for the Nisqually Indian Tribe,WA; a Classification and Compensation Study for the North Dakota Court System, ND;a Classification and Compensation Study for the City of Leawood, KS;a Classification and Compensation and Race/Gender Equity Study for the City of Salina, KS;a Compensation Study for Sedgwick County, KS;a Classification and Compensation Study for the Town of Strasburg,VA;a Classification and Compensation Study for the City of Falls Church,VA;a Compensation and Classification Study for Bedford County,VA;a Compensation and Classification Study for Allegany County, MD;a Classification and Compensation Study for Garrett County, MD;a i Classification System and Pay Plan Development Study for Franklin County, NC;a Classification and Compensation Study for Jackson County, NC;a Position Classification and Revision Project for Harnett County, NC;a Classification and Compensation Study for the City of Myrtle Beach,SC;a Classification and Compensation Study for the City of South Fulton,GA;a Compensation Plan Update for the City of Garden City,GA;a Classification and Compensation Study and Analysis for Columbus Consolidated Government,GA;a Classification and Compensation Study for Barrow County,GA;a Classification and Compensation Study for the City of East Point, GA;a Comprehensive Position Classification and Compensation- Benefits Study and Analysis for the City of Kennesaw,GA;a Classification and Compensation Study for City of Thomasville,GA;a Compensation Study ...., Eu reen Solutions,LLC Page 1-3o erp ' for the City of Zephyrhills, FL;a Classification and Compensation Study for Jackson County, FL;a Classification and Compensation Study for Indian River State College, FL;a Classification and Compensation Study for St. Petersburg College,FL;a Pay and Classification Study for Jefferson County, FL;and a Classification and Compensation Study for the Broward County Sheriff's Office, FL. Project Consultant Ms.Brenda Whurr, PHR,SHRM-CP, is a Consultant with Evergreen who has Ms.Brenda Whurr, more than 15 years of human resource management experience.As a PHR,SHRM-CP former HR Director in both Florida and North Carolina,she led an HR team with onboarding, payroll processing and day-to-day employee issues; administered leave and workers' compensation;worked with leadership on recruiting strategies and employee relations issues;coordinated open enrollment and other benefits programs; implemented policies and procedures to assist in the transformation of a small company approach to a larger, multi-location company;transitioned the HR Department into a paperless document storage system;developed and implemented a recruiting program;and led initiatives for a Wellness Program and Family Fun Day to increase employee engagement. A sample of some of the public sector projects that Ms.Whurr has been involved with include:a Compensation Study for the City of Aransas Pass, TX;a Classification and Compensation Study for the City of Del Rio,TX; a Classification and Compensation Study for Blanco County,TX;a Classification and Compensation Study for the Town of Addison,TX;a Compensation/Benefits/Pay-Practices and Classification Study and Analysis for Upper Trinity Water District,TX;a Total Compensation Study for Genesee County, MI;a Compensation Study for the City of White House,TN;a Compensation Study for the City of Morristown,TN;a Classification and Compensation Study for the City of Moline, IL;a Compensation and Classification Study for the City of Minneapolis Department of Public Works, MN;a Classification and Compensation Study for Culpeper County,VA;a Classification and Total Compensation Review for the City of Manchester, NH;a Compensation Study for the City of Portsmouth, NH;a Job Classification and Compensation Study for the Town of Wethersfield,CT;a Classification and Compensation Study for Ashe County, NC;a Classification and Compensation Study for the Town of Huntersville, NC; a Classification and Compensation Study for the City of Burlington, NC;an Employee Compensation and Classification Study for the City of Greenwood,SC; a Classification and Compensation Study for the City of Southport, NC;a Classification and Compensation Study for Onslow County,NC;Classification and Compensation Study Services for Dillon County,SC;a Compensation and Classification Study for Greenwood County,SC;a Compensation Study for the North Charleston Sewer District,SC;a Classification and Compensation Study for Dillon County,SC;a Wage and Compensation Study for Folly Beach,SC;a Classification and Compensation Study and Analysis for Darlington County,SC;a Compensation Study for the City of Orangeburg, Department of Public Utilities,SC: a Classification and Compensation Study for the City of Madison,AL;a Compensation and Benefits Study for the City of Mobile,AL;a Classification and Compensation Study for Riviera Utilities, Evergreen Solutions,LLC Page 1-31 AL;a Classification Study for Cherokee County, GA;a Compensation Study for Spalding County,GA;a Classification and Compensation Study for the City of Atlanta,GA;a Classification and Compensation Study for the City of Jackson, GA;a Compensation Study for the City of Duluth,GA;a Compensation Study for Cherokee County, GA;a Classification and Compensation Study for the City of Johns Creek,GA;a Classification and Compensation Study for the City of Jackson,GA;a Classification and Compensation Study for the City of Hampton,GA;a Classification and Compensation Study and Analysis for Clayton County Water Authority,GA;a Compensation Study for Douglasville-Douglas County Water and Sewer Authority,GA;a Classification and Compensation Study for the City of Vienna,GA;a Compensation Study for the City of Holmes Beach, FL; a Classification and Compensation Study for the Indian River County Property Appraiser's Office, FL;a Classification and Pay Plan Study for the Peace River Manasota Regional Water Supply Authority, FL;a Pay Plan, Classification and Compensation Study for the Okaloosa Gas District, FL;a Classification and Compensation Study for the City of Wildwood, FL; a Classification and Compensation Study for the City of South Miami, FL;a Classification and Compensation Study for the City of Palm Beach Gardens, FL;a Staffing Study for the City of Naples, FL;a Compensation Study for the City of Okeechobee, FL;an Employee Classification and Compensation Survey for the Okeechobee Utility Authority, FL;a Comprehensive Compensation Study for Keys Energy Services, FL; Classification and Compensation Study for the City of Boynton Beach, FL;a Compensation Study for the City of Naples, FL;a Classification and Compensation Study for DeSoto County, FL;a Comprehensive Classification and Compensation Study for Citrus County, FL; a Compensation Study for the City of New Port Richey, FL;a Classification and Pay Plan Study for the City of Panama City Beach, FL;a Classification and Compensation Study for the City of Oldsmar, FL;and a Classification and Compensation Study for the City of Kissimmee, FL. Ms.Whurr has a Bachelor's of Science in Management Information Systems and possesses a Professional Human Resources certification(PHR)as well as a certification as a professional with SHRM. Project Consuttant Mr. Peter Backhaus is a Senior Consultant with Evergreen who specializes in Mr.Peter Backhaus salary benchmarking, pay plan design,and public safety markets. He focuses on delivering strategic compensation solutions tailored to meet the unique needs of each client. He has also assisted clients in developing innovative strategies and implementing best practices in classification and compensation. He has worked with a diverse range of clients across various areas of the public sector, including public utilities, public safety units, specialized service districts,transportation authorities,and general local governments. Mr. Backhaus began his career working in sales through various markets. He quickly transitioned into a role with Verizon's most prominent partner as an account manager,focusing on business relationships and growth. Most prominently in his sales path, he joined a startup as the sales manager to lead a team through client growth and retention,while also developing outbound strategy for adopting new verticals for the company. With the Evergreen Solutions,LLC Page 1-32 startup, projected targets were exceeded,and several notable clients were guided to successful business paths. He strongly values the relationships developed with his clients and communication through all modes of life. Some of the public sector projects that Mr. Backhaus has been involved with include:a Compensation Study for City of Aransas Pass,TX;a Classification and Compensation Study for Blanco County,TX;a Classification and Compensation Study for the City of Beaumont,TX;a Compensation Study for the City of Buda,TX;a Compensation and Benefits Study for the City of Portland,TX;a Classification and Compensation Study for Waller County,TX;a Classification and Compensation Study for the City of Kingsville,TX;Compensation Benchmarking and Structure Analysis for the City of Seguin,TX;a Compensation and Classification Study for the City of Denton,TX;a Job Market Survey for New Braunfels Utilities,TX;a Classification and Compensation Study for the City of Albuquerque, NM;a Job Classification and Total Compensation Study Services for the Cosumnes Community Services District,CA;a Classification and Compensation Study for the City of Fresno,CA;a Classification and Compensation Study for lnyo County, CA;a Compensation Study for the City of Bend,OR;a Professional Technical and Expert Services for the City of Portland, OR;a Compensation Study for the City of Jefferson,MO;a Classification and Benefits Study for the City of St. Peters, MO;a Compensation Study and Analysis for McLean County, IL;a Classification and Compensation Study for the City of Moline, IL;a Classification and Compensation Study for Culpeper County,VA;an HR Market Study for Botetourt County,VA;a Compensation and Classification Study for Mecklenburg County,VA;a Classification and Compensation Study ; for Dare County, NC; a Compensation Study for the Town of Central,SC;an Employee Compensation and Classification Study for the City of Greenwood, SC;a Classification and Compensation Study and Analysis for Darlington County,SC;a Compensation Study for the City of Orangeburg, Department of Public Utilities,SC; a Classification and Compensation Study for Barrow County,GA; a Classification and Compensation Study for the City of Jackson, GA;a Classification and Compensation Study for the City of Calhoun,GA;a Classification and Compensation Study for the City of South Fulton,GA;a I Classification and Compensation Study for the City of Hampton,GA;a Classification and Compensation Study and Analysis for Columbus Consolidated Government,GA;a Compensation Study for Cherokee County, GA;a Classification and Compensation Study for the City of Jackson, GA;a Classification and Compensation Study for the City of Sylvester,GA;a Classification and Compensation Study for the City of Rome,GA; Compensation Consulting Services to Effingham County,GA;a Classification and Compensation Study for the City of Eastpoint,GA;a Comprehensive Position Classification and Compensation/Benefits Study and Analysis for the City of Kennesaw,GA;a Classification and Compensation Study for the City of Vienna,GA;a Compensation Study for the City of Duluth,GA;a Classification and Compensation Study for the City of Johns Creek, GA;a Classification and Compensation Study for the City of Auburn,AL; a Compensation and Benefits Study for the City of Mobile,AL;a Classification and Compensation Study for Riviera Utilities,AL;a Compensation Study for the City of Bradenton, FL;a Classification and Compensation Study for Boynton Beach, FL;a Comprehensive Classification and Compensation e"',‘ ; Study for Citrus County, FL;a Classification and Compensation Study for the Evergreen Solutions,LLC Page 1-33 ....___._.______._.... IONMEENNBENIII City of Apalachicola, FL;a Compensation Study for the City of New Port Richey, FL;a Compensation Study for the City of Zephyrhills, FL;a Classification and Compensation Study for Okaloosa County, FL;a Classification and Compensation Study for Franklin County,FL;and a Compensation Study for the City of Flagler Beach, FL. Mr. Backhaus has a Bachelor's of Science in Economics with Minors in Sociology and Communication. Note:A team of experienced analytical and clerical support staff will contribute to this study,as needed. Evergreen Solutions,LLC Page 1-34 a Section 2. 0 WorkcProposal a Evergreen Solutions,LLC a • 2. 0 (Norl , Proposal In this section,we provide our understanding of City's needs;our approach and methodology for conducting a Comprehensive Classification and Compensation Study for the City of Port Arthur;and a detailed work plan—identifying the tasks,activities,and milestones necessary to accomplish the deliverables in the statement of work of the Request for Proposals. 2.1 Evergreen understands that the City's primary objectives of study are to: Understanding • attract and retain qualified employees; of City's Needs • ensure positions performing similar work with essentially the same level of complexity, responsibility, and knowledge, skills,and abilities are classified together; • provide salaries commensurate with assigned duties considering span of control, complexity and autonomy; • link compensation to performance reviews in fine with best practices; • clearly outline promotional opportunities and provide recognizable compensation growth; • provide justifiable pay differential between individual classes;and • maintain a competitive position with other comparable government entities and private employers within the same geographic areas. 2.2 Evergreen Solutions is uniquely qualified to conduct a Comprehensive Approach and Classification and Compensation Study for the City of Port Arthur as our team includes recognized experts in local government human resources Methodology management and understands that there is not a "one size fits all"solution to compensation management. Our approach is built on working collaboratively with all parties to make sound, implementation-focused recommendations.Specifically, we have developed a methodology that: • focuses on market competitiveness; • is based on the organization's compensation philosophy; • recognizes that compensation is comprised of more than just base pay levels; • reflects changes in recent compensation strategies; Evergreen Solutions,LLC Page 2-1 • designs custom solutions that take into account the diversity of needs present in the organization and allows you to select the components and options that best meet your overall needs;and • produces a structure that improves the organization's ability to recruit, reward, motivate,and retain talent in a competitive environment that includes both public and private sector employers. We will work closely with the City's designated Project Manager, Director of DHR,and the DHR Administrator throughout the process to ensure constant communication of issues,concerns,and potential outcomes. We work closely with your staff to gain a solid understanding of your current operational realities,challenges,and desired outcomes. Moreover, Evergreen will work with you to balance your need to meet your performance goals while carefully managing your resources. Compensation management has undergone significant transformation in the private sector and over time public sector organizations have mirrored these changes. While compensation once centered on the separate administration of base pay and core benefits,a shift has occurred that has transformed compensation management. Progressive organizations now recognize that to effectively recruit,reward, motivate,and retain employees,compensation management requires strategic thinking and planning. Compensation management must support l an organization's overall strategic direction.To accomplish this,effective organizations design a compensation philosophy that details where an organization wants to be in relation to the market in key areas.These key areas include cash compensation, benefits,and work/life balance. Compensation is thus a reflection of the organization's philosophy. Evergreen realizes that we will need to tailor our approach to fit the operating,fiscal,and competitive needs of the organization. Recommendations must always reflect competitive needs while supporting the organization's overall mission. Listed below is an overview of the typically recommended approach that Evergreen takes when conducting a study of this nature. Kick Off Meeting Evergreen begins each engagement by meeting with our client's leadership team. Frequently,this initial meeting will accomplish several goals, including: • finalizing the project work plan; • identifying milestone and deliverable dates; • gaining insight into the management structure and approach; • collecting classification, compensation,and benefits data; • identifying additional data needs;and • developing preliminary schedules for subsequent tasks. At this time, we will also request a copy of the employee database that reflects current classification and compensation data. Evergreen Solutions,LLC Page 2-2 Communication Communication is a critical component of any Comprehensive Classification Plan and Compensation Study. Communicating with employees directly and early in the process builds support for the process and the accompanying outcomes. As part of our communication plan,we meet first with key project staff to fully understand the nature and scope of the project.The results of these meetings are then communicated to employees during the project outreach through employee orientation sessions,focus groups,and interviews. Regular updates are provided to the client's Project Manager and can be posted on the client's intranet site,if available and desired. Additionally,the communication plan for the distribution of the end product, particularly how the results will be distributed to employees,is also critical. Employee Based on client feedback and a review of best practices,we have designed Orientation and an orientation curriculum that provides employees insight into the process as Focus Groups well as provides a forum for answering questions and soliciting participation. Following the orientation sessions,we begin the focus group process. Focus groups are used to gain detailed insight into employee perceptions,concerns, and issues. The protocol for the sessions is provided to your project team in advance and refined to meet your needs. We have found that employee orientation sessions and focus groups are critical venues for building employee participation and buy-in.Since they take place at the outset of the project,they are a critical introduction to the project and the question-and-answer formats allow employees to become engaged in the process. During these sessions, Evergreen's consultants can also help to manage expectations since some employees may have unrealistic expectations based on anecdotal information. Department Head ! Evergreen staff conduct one-on-one interviews with department heads(in Interviews addition to any other employees the client determines is necessary)to identify challenges for consideration. These interviews will allow our staff to add details to our understanding of the organization and its needs. They also allow our consultants the opportunity to better understand the organizational structure of each department as well as the unique recruiting and retention issues that may be present in each department. Frequently, department directors and senior management serve as invaluable resources in explaining how internal equity relationships have evolved over time and explaining the nuances between the differences in jobs. Job Assessment Another important activity undertaken at this time is the distribution of g Tool and Evergreen's Job Assessment Tool©(JAT).These questionnaires are central Management Issue components of the job evaluation process. The JAT asks a series of Tool questions regarding an employee's job that captures the nature of the job and how it interacts with work within the organization. The JAT contains questions that ask about each of the following areas: • scope of duties; • complexity of work; • supervision received and exercised; • physical requirements; Evergreen Solutions,LLC Page 2-3 • • financial responsibilities; • analytical/mental requirements; • knowledge and skills required for the job; and • level of responsibility/reporting relationships. Evergreen will contact the client's Project Manager should there be a need to clarify question responses or issues with information collected from the JAT. Due to budgetary constraints faced by many of our clients,we have designed the JAT as a web-based tool so that data can be collected electronically. If requested,we can also provide a paper-based version of the tool. Exhibit 2-1 below depicts a screenshot of the JAT home screen showing the levels of access for a Supervisor.Supervisors have access to their own surveys in addition to the ability to review and approve the surveys of their direct reports.The supervisor review process ensures validation of the JAT data collected from employees and prevents comments made by employees from being taken out of context. Exhibit 2-1 Supervisor's JAT Home Screen To gel started please use the btAtons below You may a and return to the survey es often as you would We over t+e course of the coerptetton perVe ir Tv animate,phase ed MTefeaarak..r-e a.`ae q Source:Evergreen Solutions,2024 Exhibit 2-2 illustrates how Evergreen uses the JAT to collect functional details of employee's jobs.Seeking to understand how employees summarize their responsibilities in their own words allows our analysis to ; expand beyond what may be conveyed in a traditional job description.An informal survey of municipal employees revealed that 90 percent felt that the job descriptions held on file with their employers were inaccurate or incomplete representations of their duties. Understanding this, Evergreen designed the JAT to fill in those gaps to ensure that the entirety of an employee's job is analyzed within the context of the study. .04 Evergreen Solutions,LLC Page 2-4 Exhibit 2-2 Job Description and Responsibilities Bask lob-Related information er...r.n brwMOrOIM u.pm MO.MauN•ti•wer.Mar memo.lferhpw boy.Omit you o rn.. aa :u encOo a beyeM0.'M p4 e.e1p6en.h*W Mr.net..M1.N ¢.fie e net l0.r1111aa 3.wer. rc,.,.um.w..r,....—mw,..w+.�...s.�..,.A..... ",...n..wr.c.r..•.w.........e.....1.ai.w.....w.....*eV P.men.•MOO*..e..kt r.n we.. e.e.ee..wr*se ID*wal..wsaew•••. QM./Mr..w. .r.www tors.a e.ww.*mom nwr.......meant e..reme.tt um..........oyn .. ..m.m....a.run,n.�sen...�...w B...rae�rLi�el.•• ..wee.u.,yea:orea.ma....wnee..e+n....r«zsn......++,dsa.q„«ea e.,.w w 4.64 w 11 Loewe wlpMeAeu WM.a,amp NYa...arlMsibm you WI.*COO a MOW n 1.1ornaS out mu Kann Memo Jet Source:Evergreen Solutions,2024 Exhibit 2-3 shows a similar page in which employees are asked to list the Essential Functions of their job.These are the tasks and activities that define the classification and make it unique.Gathering information such as this allows Evergreen to assess the validity of the present classification structure and identify classifications or individuals within classifications that need to be restructured or reclassified. Evergreen Solutions,LLC Page 2-5 Exhibit 2-3 Job Functions tariour -. . .: CtionS a...n+...�......•....r w...ow r.......•.,..e..n..............e....,..... ......a.e....r...•...w.K a.a...........•...r A..tv r.....w.P.......•..r lb.•. ..... N.., m. Y..f ,.... ..... w. r.... ^..+ I w• ...... ^.^. —I ... r...r ,. CO l ►.•. ..w r...s r ...... g D.NI Moat ..r '. Source:Evergreen Solutions,2024 sa In addition to the JAT, Evergreen will also distribute our Management Issues Tool (MIT).The MIT is distributed to supervisors and managers and is used to collect specific information from supervisors and managers related to such issues as recruitment and retention problems,classification issues, pay equity issues, problems with titles,and other related issues. Each MIT will be logged and a specific response will be provided.The MIT process is designed to allow supervisors and managers to give direct input into the process and they serve as"red flags"to Evergreen staff during the analysis portion of the project. Preliminary As a starting point for analysis, Evergreen's project consultants review the Assessment client's database in comparison to the pay plan and information collected from the JATs to produce a preliminary assessment.The preliminary assessment summarizes the strengths and weaknesses of your human resource management system. The compensation analysis focuses on the number of pay grades, range widths, percentage differences between grades,step plans versus open range plans,and the expected time to reach full job competency. The overall analysis focuses on structure, movement, and equity(internal)as well as specific concerns such as turnover,longevity, 4 Evergreen Solutions,LW Page 2-6 compression,and range anomalies. The issues we identify in the assessment become core considerations in creating the potential solutions later in the process. Job Evaluation The next step in the process is to review responses to the JATs and identify any possible misclassifications. Once the review of the JATs has been completed, Evergreen's consultants will evaluate all jobs on each of the compensatory factors,score each position,and determine if there is any need for further investigation of specific positions. If serious discrepancies exist, Evergreen's consultants will work directly with the Client Project Manager to resolve any issues. Once work has been properly classified,changes in the current classification system rankings can be recommended. Our goal is to produce a classification system that reflects the internal equity relationships suggested by the JAT scoring conducted earlier. Compensation Our approach to compensation analysis is based on the belief that compensation should be organization-specific,fair,equitable,and directly tied to strategic goals.To ensure that all these criteria are met,we will conduct an extensive analysis on the relevant labor market,the internal structure and inter-relatedness of jobs within the organization,and the relative worth of jobs within the organization vis-à-vis the compensation philosophy. The most traditional component of a total compensation program is base pay(fixed pay). However, inclusion of benefits in total compensation strategy is not a new concept. Provision of benefits was originally a recruitment tool,though over time the provision of core benefits has become an expectation. Research shows that public sector organizations commonly use superior benefits packages as a way to offset structural disadvantages in base pay.The purpose of the survey is to collect information for comparison to current offerings,and making recommendations for change consistent with the parameters of the organization's compensation philosophy. Market and A key component of assessing compensation is to consider market position, Benefits Survey which is sometimes referred to as external equity or competitiveness. Evergreen's consultants wait until well into the classification analysis to design the market survey to ensure that jobs are understood,anomalies in classification characteristics are documented,and sufficient input has been received.The market survey will obtain standard range information related to minimum, midpoint,and maximum salaries. Data collection will focus on the public sector,but will include information from the private sector where applicable. Further,we will look to include any employers to whom the organization has recently lost employees. In addition,a benefits survey will also be administered in tandem with the market survey. Special consideration can be given to select highly competitive, market-driven positions if necessary. Evergreen Solutions,LLC Page 2-7 i Benchmarks One of the most important components of the external assessment is in the selection and utilization of benchmark positions for the labor market survey. We will work with the client to identify the appropriate number of benchmark positions to best suit the client's needs in the labor market survey. Based on our experience,we have found that it is simply not practical to survey all positions within the organization—the resulting surveys become too cumbersome for labor market peers to complete,and the response rate on the whole suffers. We ensure,through multiple checks and balances,that the benchmark positions chosen will represent a broad spectrum of positions across the organization,from all job families,pay levels, and functional areas. Targets To conduct an external labor market assessment, we work with the client to identify the most appropriate targets to survey. Evergreen selects peer organizations based on the local labor competition, regional markets,and class-specific markets. Peer organizations should be those organizations that compete with the client for labor in at least one job family. An appropriate mix of peers in the public and private sectors will be included in the survey,and if necessary,augmented with published secondary data sources. Typically, Evergreen waits until the outreach process has been completed to identify the complete list of market peers.This is because we often will uncover specific information during the focus group and interview sessions that identifies potentially critical survey targets. Ideally,we would like to work with the client after the outreach has been concluded to identify the 4. final list of potential market peers. An important factor of our methodology is that the client has the final approval of all aspects of the study. We will not proceed with the analysis unless the client is completely comfortable with the survey targets chosen. Often,there are different factors impacting an organization,such as proximity to a major metropolitan area,technology corridor,or specific market(i.e., military base),that have a direct effect on its ability to recruit and retain employees in specific positions. These factors have to be taken into account when selecting survey targets. Once the targets are selected and approved,the survey instrument is developed and sent to the client for final approval.Subsequent to client approval,the survey is then distributed to the targets in both paper and electronic formats. Evergreen uses a four-fold method of communicating with respondents. Our staff notifies the target group that the survey is being sent or made available,confirms receipt, and encourages participation.Once the data are received,they are cleaned,validated,and summarized. A separate report is issued that shows the results of the salary survey. Unifying the After determining the appropriate division of work and market position,the Solution compensation structure can be created. There is not a single,perfect solution for every client partner. The nuances and unique characteristics of each client necessitate a customized solution to best meet the organization's needs. 4 vEvergreen Solutions,LLC Page 2-8 1 The Evergreen Team has considerable experience in developing multiple solutions and working with client partners to determine the one that best meets their needs. Our analytical team uses a variety of tools to produce various potential solutions: regression analysis, market thresholds,and other human resource models.Several major options are presented to the client's team before the implementation plan is created. tt is at this stage in the process that we typically meet with the client to identify the direction of the final solution. We will present to the client a draft report for review and comment. We typically ask the client to examine the draft solution objectively and provide insights and recommendations on the direction of the report. When this process is completed, Evergreen's consultants will proceed with the final solution. The solution also contains information regarding fiscal impact and implementation. Compensation In order for clients to maintain the recommended compensation system, Administration Evergreen develops compensation administration guidelines for use by the Guidelines client after completion of the study.The guidelines will include recommendations on installation and continuing administration of the system. The team first conducts a review of current practices and procedures then assesses their effectiveness, compliance with legal guidelines,and applicability to the recommended system. Once this review and assessment are complete,revisions to the current practices and/or new guidelines can be recommended,as needed.At a minimum,the recommendations will address areas such as: • how employees will move through the pay structure/system as a result of transfers, promotions,or demotions; • how to pay employees whose base pay has reached the maximum of their pay range or value of their position; • the proper mix of pay and benefits; • how often to adjust pay scales and survey the market; • timing of implementation;and • how to keep the system fair and competitive over time. System Our goal is to produce recommendations that are effective and that can be Maintenance maintained by our clients. We are strongly committed to providing transparent and replicable solutions. In essence,when we complete our core assignment,our goal is that our client's staff can maintain and update the system on their own. We are readily available to provide assistance, but our goal is to give our clients all the tools and training that are needed. Towards this end we will provide the Human Resources Department with all necessary tools and training to maintain the system over time. Based on client needs and industry best practices, Evergreen has developed a compensation and classification maintenance tool to assist our clients with implementing,managing,and updating the solutions:JobForce Manager. This tool allows our clients to estimate future pay plan changes, update market information, make determinations on reclassifications,and create new jobs. By automating these tasks,JobForce Manager allows our Evergreen Solutions,LLC Page 2-9 ''~f clients to not only streamline, but also increase the fairness and transparency of regular compensation and classifications tasks after solution implementation. Exhibit 2-4 displays the interface from JobForce Manager for determining a positions pay grade;additional features include a job scoring tabulation sheet, market survey results database and summary report, pay plan report, and employee salary calculators for modeling fiscal impacts of compensation changes at the employee level.All data and reports are downloadable and printable,so they can be provided to key decision makers. Exhibit 2-4 JobForce Manager Tool PAY CV& San StEirq CXceliaT' A /tur.f*Ant 1 0 2t36 130 027 t61A O243 127.51 Of SO! 32210221 a1fl$ 14032517 /t... AA** IV 2P.2 11B.f0O $3437142 ACM* 110 ALM 42 MIAS 15146254 of kowcg!pawl k Er Say 142.3A73 14011.E 144336.30 14.2 P4.5442 1112g6.10 16ttt7x /i Amon 0444034 0, 101A 167,311.02 101360.k Ku7253 223 $ 0101 la77152 Mar /Ix 42002:07Vaaa er $ay W.11173 1t 610 144335 0 to 13224411 14433520 16672754 /t 400010000e474 FA 1123 144133233 134412474 $4433110 to 13J244.22 s443255 I6c727.74 /t IaaVdwtNada03700 132.1 1G7Mt0 $. ue4x VAC 2t2 34lht3 WAS 21330413 /t 24010110010A0 Amoy l F3 244:2 rs.aesi Muni 13UB4 17 tr% =A732 MINA 14233e33 /t 9lldgdy011711 FP Ail 1:32..441A 131,0131 134.7133 eel s26A213s KN,M 1 s4"42'4 /t., Savo iMldl ONWT MI 2*3 MOM 197.701X I16.2A4334 101 WAN A 143$.21431 141C10Y /t: tavamatWartI ES4 221.3 3043V 83230002 317.25413 106 Y312732 mosi.0 1423142, /E.. Aalaklltot s47atYr l er 2013 1.21216 3 t32 AUI SUM 13 fib $2337732 13331472 147.33oso /t. 1 01101011101071 0 2223 13234331 13353134 134,73433 y07 $2 SA p4.73132 E44447.3 /$- A{111aeibo f01fA4t1 5' 2372 1X'34331 Kati 04 134,3133 107 12&*11 134.n133 144.u70 I Ada1>7est 5g404y0 0 2S43 835.ta IC 4363:203 s LM01 100 137$441 MOM 141002A /t 10+r1nme$tmabt 24203004 2213 1 2331 6 1471233 131,422 A 204 3433101 t344 2e 147717/4 /e:• tavola,*Voislotndtoo totem" 2711 AMU W$IAI 1C.X1t 207 $2,2*3 136,63U1 Ilsoc21 /t« Vain Source:Evergreen Solutions,2024 4 Evergreen Solutions,LLC Page s-io 2.3 The detailed work plan that Evergreen proposes to use to conduct the Detailed Work Comprehensive Classification and Compensation Study for the City of Port Arthur is provided in this section. Evergreen understands the City has 482 Plan non civil service employees in 391 classifications that will be included in the study. Note:Evergreen understands that Police and Fire will not be included in this study. Our work plan consists of the following 11 work tasks: • Task 1: Project Initiation • Task 2: Evaluate the Current System • Task 3: Collect and Review Current Environment Data • Task 4: Evaluate and Build Projected Classification Plan and Make FLSA Determinations • Task 5: Identify List of Market Survey Benchmarks and Approved List of Targets • Task 6: Conduct Market Salary and Benefits Survey and Provide External Assessment Summary • Task 7: Develop Strategic Positioning Recommendations • Task 8: Conduct Solution Analysis • Task 9: Develop and Submit Draft and Final Reports • Task 10: Develop Recommendations for Compensation Administration • Task 11: Conduct a Performance Evaluation Study Task 1.0 TASK GOALS Project Initiation • Finalize the project plan with the City. • Gather all pertinent data. • Finalize any remaining contractual negotiations. • Establish an agreeable final timeline for all project milestones and deliverables. TASK ACTIVITIES 1.1 Discuss with the City's Project Manager(i.e., Director of DHR),the DHR Administrator and any other key personnel the following objectives: • the classification and pay plan study process; • understand mission and current compensation philosophy; • review our proposed methodology,approach,and project work plan to identify any necessary revisions; • reach agreement on a schedule for the project including all assignments and project milestones/deliverables;and Evergreen Solutions,LLC Page 241 • establish an agreeable communication schedule. 1.2 Identify potential challenges and opportunities for the study.Discuss the strategic direction of the City and some of the short-and long-term priorities.This activity serves as the basis for assessing where the City is going and what type of pay plan will reinforce current and future goals. 1.3 Obtain relevant materials from the City,including: • any previous projects, research,evaluations,or other studies that may be relevant to this project; • organizational charts for the departments and divisions,along with related responsibility descriptions; • current position and classification descriptions,salary schedule(s), benefits plans,and classification system;and • personnel policies and procedures, including step placement policies. 1.4 Review and edit the project work plan and submit a timeline for the completion of each project task. 1.5 Provide frequent updates to the City's Project Manager(CPM)and the DHR Administrator throughout the study. KEY PROJECT MILESTONES • Comprehensive project management plan • Comprehensive database of City non civil service staff Task 2.0 TASK GOAL Evaluate the • Conduct a comprehensive preliminary evaluation of the existing Current System comprehensive classification and compensation system. TASK ACTIVmES 2.1 Obtain the existing pay structure and compensation philosophy(if any). -Review the existing pay structure and look for potential problems and issues to be resolved. 2.2 Identify the strengths and weaknesses of the current pay plan(s)for the City. 2.3 Identify any pay compression issues that may exist. 2.4 Complete an assessment of current conditions that details the nature of the current system for the City as well as highlights areas for potential improvement in the final adopted solution. _— Evergreen Solutions,LLC Page 2-12 KEY PROJECT MILESTONES . • Review of existing compensation plan(s) • Assessment of current conditions Task 3.0 TASK GOALS Collect and Review Current • Conduct statistical and anecdotal research into the current Environment Data environment within the City. • Guide subsequent analytical tasks. TASK ACTIVITIES 3.1 Schedule and conduct employee and orientation sessions to describe the scope of work and methodology. 3.2 Interview division and department directors to obtain relevant information on specific compensation issues and policies. Obtain insight into perceived current compensation and classification system strengths and weaknesses. 3.3 Hold focus groups with a sample of employees to obtain additional relevant information on specific compensation issues and policies. 3.4 Work with the CPM and Human Resources staff to administer the JATs and MITs. Our staff utilizes a web-based tool for data collection, but we can provide paper copies as well as those for classifications without computers or Internet access. We will seek approval from the CPM before distribution of the JAT/MIT questionnaire. 3.5 Review any data provided by the Client that may provide additional relevant insight. KEY PROJECT MILESTONES • JAT/MIT distribution • Division and department director interviews • Employee focus groups and orientation sessions Task 4.0 TASK GOALS Evaluate and Build • Identify the classification of existing positions utilizing the approved Projected method for job evaluation. Classification Plan and Make FLSA • Characterize internal equity relationships within the City. Determinations Evergreen Solutions,LI.0 Page a-13 TASK ACTM T1ES 4.1 Ensure that all draft class specifications are provided to Evergreen by the CPM. 4.2 Review the work performed by each classification and score based on job evaluation,including an evaluation of supervisory comments. 4.3 Review job evaluation scores and identify the classification of positions. 4.4 Schedule and conduct additional follow-up with employees for jobs where uncertainty exists over data obtained from job evaluation, 4.5 Develop preliminary recommendations for the classification structure and discuss with the CPM.The classification system designed at this point would be based solely on internal equity relationships and would be guided by the job evaluation scores for each classification. Essentially,a structure of classifications would be established,and classifications with similar scoring would be grouped and spacing between jobs would be determined. • 4.6 Develop recommendations of FLSA(exemption and qualifications) status based on results of the job evaluation(JAT)review and federal requirements. 4.7 Identify career ladders/promotional opportunities as deemed appropriate for the CPM. KEY PROJECT MILESTONES • Job evaluation scores by class • Recommended classification changes • Recommended FLSA status • Preliminary job structure based on internal equity Task 5.0 TASK GOALS Identify List Of • Reach an appropriate number and identify the proper benchmark Market Survey positions for the external labor market assessment of salary and Benchmarks and benefits. Approved List of Targets • Identify and develop a comprehensive list of targets for conducting a successful external labor market assessment of salary and benefits. TASK ACTMTI ES 5.1 Identify,from the initial review,a list of classifications(benchmarks)to include in the labor market survey. Note: Evergreen will work with the CPM to select up to 125 classifications to use as benchmarks for the market salary survey Evergreen Solutions,LLC Page 2-14 5.2 Finalize the list of positions with the CPM. 5.3 Develop a preliminary list of organizations for the external labor market survey of salary and benefits, placing a comparative emphasis on characteristics such as: • size of the organization; • geographic proximity to the Port Arthur area; • economic and budget characteristics;and • other demographic data. 5.4 For each employee group review with the CPM peer organizations to use as targets for the salary its and benefits survey. Note:Evergreen will work with the CPM to select up to 20 targets for the salary and benefits survey. 5.5 Develop a list of survey targets by employee group. Develop a system for use of secondary data including potential sources and weighting of secondary data, if necessary. 5.6 Review survey methodology with the CPM and refine survey methodology prior to distribution of surveys. 5.7 After approval of survey methodology,develop contact list of peer organizations and notify peers of impending surveys. KEY PROJECT MILESTONES • Final list of benchmark positions for the external labor market assessment salary and benefits survey • Initial list of survey peers • Survey methodology • Final list of survey organizations and contacts Task 6.0 TASK GOALS Conduct Market Salary and • Conduct the external labor market salary survey. Benefits Survey • Conduct a benefits survey. and Provide External • Provide a summary of the market salary and benefits survey results to Assessment the CPM. Summary Evergreen Solutions,LLC Page a-i5 TASK ACTM11ES 6.1 Prepare a customized external labor market salary survey and discuss questions and categories for the market survey. Note: Evergreen will request current pay policies from peer organizations (e.g., re-class, promotional, incentive based/upgrade,demotions, annual increments,acting capacity,etc.). Evergreen will further gather information from peer organizations on the merit systems/performance evaluation systems utilized. 6.2 Develop a listing of the current benefits provided by the City(i.e., leave accrual)for comparisons with peer organizations. 6.3 Using the list of City provided benefits and major benefits offerings not provided by the City develop a list of benefits to include in the external labor market survey. 6.4 Evergreen will collect data during outreach(i.e.,Task 3 of our detailed work plan) regarding employee perceptions of the benefits they receive and whether they meet their needs. A summary of employee perceptions regarding their benefits will be included in Evergreen's final report. 6.5 Prepare benefits survey to be included with salary survey developed in Task 6.1. 6.6 Contact the targets for electronic completion of the survey. Provide paper copies by fax,if requested. 6.7 Conduct necessary follow-up through e-mails,faxes,and phone calls. 6.8 Collect and enter survey results into Evergreen's electronic data analysis tools. 6.9 Validate all data submitted. 6.10 Develop summary report of external labor market salary and benefits assessment results. 6.11 Submit summary report of external labor market salary and benefits assessment results to the CPM. KEY PROJECT MILESTONES • Market survey instrument • Benefits survey instrument • Summary report of external labor market salary and benefits assessment results Evergreen Solutions,LLC Page 2-t6 Task 7.0 TASK GOALS �~ Develop Strategic Positioning • Determine the compensation philosophy for the City. Recommendations • Develop a plan for non civil service employees, providing issue areas and preliminary recommendations for strategic improvement. TASK ACTIVITIES 7.1 Identify the compensation philosophy and accompanying thresholds. 7.2 Using the market salary survey data collected in Task 6.0,and the classification data reviewed in Task 4.0, recommend the appropriate pay plan(s)for the City. 7.3 Provide recommendations for changes to current pay policies and merit systems. Evergreen will provide a report detailing annual merit increment percentages or amounts to include high,low,and averages for Citywide increases based on best practices and data collected from comparable jurisdictions. 7.4 Provide step by step procedures for a quarterly ongoing reporting process based on best practices to include turnover rates and vacancy rates. 7.5 Produce a pay plan for the City that meets its needs from an internal and external equity standpoint. KEY PROJECT MILESTONES • Proposed compensation strategic direction,taking into account external equity • Plan for addressing unique,highly competitive positions Task 8.0 TASK GOALS Conduct Solution Analysis • Conduct analysis comparing job evaluation values. • Survey results for the benchmark positions. • Produce several possible solutions for implementation. TASK ACTIVITIES 8.1 Conduct regression analysis or other appropriate techniques to properly slot each classification into the proposed pay plan. 8.2 Place all classifications into pay grades based on Task Activity 8.1. Sort alphabetically by job class title,in descending order by range, and by old class title and new class specifications. .04 Evergreen Solutions,LLC Page 2-17 8.3 Create implementation solutions for consideration that take into account the current position of the Client as well as the findings from the classification and compensation analysis. Identify and prepare a range of compensation policy alternatives. 8.4 Discuss with the CPM potential solutions. 8.5 Determine the best solution to meet the needs of the City in the short-term and long-term. 8.6 Document the accepted solution. KEY PROJECT MILESTONES • Potential solutions • Documented final solution Task 9.0 TASK GOALS Develop and Submit Draft and • Develop and submit a draft and Final Report of the Comprehensive Final Reports Classification}and Compensation Study for the City of Port Arthur. • Present the Final Report. TASK ACTMTIES , 9.1 Produce a comprehensive draft report that captures the results of each previous step,including a complete listing of the allocation of job classes to salary range requirements. Provide the CPM with a draft final report for review that will include all costs associated with recommendations as well as implementation strategies. Note: Evergreen will present the draft report to Division Directors and Department Directors for feedback and buy in. 9.2 Make edits and submit necessary copies of the Final Report to the CPM. 9.3 Present the Final Report. 9.4 Develop a communication plan for sharing study results with employees of the City. 9.5 Develop a plan for maintaining recommendations over time. KEY PROJECT MILESTONES • Draft and final reports • Final presentation • Communication plan • Implementation and maintenance database Evergreen Solutions,LLC Page 2-18 Task 10.0 TASK GOALS Develop Recommendations • Develop recommendations for continued administration by City staff to sustain the recommended compensation and classification for Compensation system. Administration • Conduct training. TASK ACTMTIES 10.1 Develop recommendations and guidelines for continued administration and maintenance of the classification and compensation system by City staff, including recommendations and guidelines related to: • how employees will move through the pay structure/system as a result of transfers, promotions,or demotions; • how to pay employees whose base pay has reached the maximum of their pay range or value of their position; • the proper mix of pay and benefits; • how often to adjust pay scales and survey the market; • the timing of implementation;and • how to keep the system fair and competitive over time. 10.2 Present recommendations to the GPM for review. 10.3 Finalize recommendations. 10.4 Provide training and instructional tools to Human Resources Department staff to ensure that staff can conduct individual salary audits/adjustments consistent with study methods until the next formal study is conducted using Evergreen's JobForce Manager tool that will enable Human Resources staff to estimate future pay plan changes, update market information, make determinations on reclassifications,and create new jobs - allowing for streamlining, and an increase in fairness and transparency of regular compensation and classification tasks after solution implementation. KEY PROJECT MILESTONES • Recommendations for compensation administration • Training on Evergreen's JobForce Manager tool Task 11.0 TASK GOALS Conduct a Performance • Review and revise current performance evaluation procedures. Evaluation Study • Create performance evaluation tools. Evergreen Solutions,LLC Page 249 TASK ACTIVITIES 11.1 Discuss with the CPM the type of performance evaluation system that will support the City's compensation philosophy. 11.2 Review, recommend,and provide solutions for a new pay for performance evaluation process. Note:Evergreen will include data collected from peer organizations regarding the type of performance evaluation system used. 11.3 Design new performance evaluation system if needed as well as effective performance evaluation tools to evaluate employees. 11.4 Discuss with the CPM evaluation procedures and processes that should be followed by employees regarding the new or revised performance evaluation system. KEY PROJECT MILESTONE • New or revised performance evaluation system and tools Evergreen Solutions,LLC Page 2-20 Section 3. 0 WorkSched"ule .4 Evergreen Solutions,LLC W. 3. 0 Wor&Schedule Evergreen possesses the ability,staff,skills,and tools to conduct the Comprehensive Classification and Compensation Study for the City of Port Arthur in approximately 4.5 months of the project start date and following the signing of the contract. This is based on a tentative start date of July 15, 2024,and a completion date of December 31, 2024. This proposed work schedule,as identified in Exhibit 3-1,can be modified in any way to best meet the needs of the City of Port Arthur. Exhibit 3-1 Proposed Work Schedule 2024 PROJECT TASKS JULY 1 AUG SEPT NOV DEC 1.0: Project Initiation I 2.0: Evaluate the Current System 3.0: Collect and Review Current Environment Data t 4.0: Evaluate and Build Projected Class cation Plan and Make FLSA Determinations 5.0: Identify List of Market Survey Benchmarks and Approved list of Targets 6.0: Conduct Market Salary and Benefits Survey and Provide External Assessment Summary 7.0: Develop Strategc Positioning Recommendations 110111 8.0: Conduct Solution Analysis • } i 9.0: Develop and Submit Draft and Final Reports ill • 10.0: Develop Recommendations for Compensation Administration 11.0: Conduct a Performance Evaluation Study riN 4 _ Evergreen Solutions,iLLC Page 3-1 j Section 4. 0 References 4 i,...) Evergreen Solutions,LLC 4. 0 references As required in the Request for Proposals,we have provided five references on Attachment 4 of the RFP—Contractor's Reference Information that we feel demonstrate the breadth and quality of the work our team has performed as it relates to the services being requested by the City of Port Arthur. We invite you to contact our client references as to the quality and timeliness of our consulting projects. Additional references are available upon request. C o Evergreen Solutions,LLC Page 4-1 Request for Proposals 20-228 Comprehensive Classification and Compensation Study ATTACHMENT 4 -CONTRACTOR'S REFERENCE INFORMATION Name of Company: Eve9icen .SO\UtV4nS: LLC The above Company has been in business at present location for RI years. References: Provide the name, address, telephone number and email address of at least five entities for which the Contractor has provided Classification and Compensation Analysis during the past three years, including City, City or State governments, if applicable. References may NOT include Jefferson City government or its employees. 1. Entity Name: IVN1 Oc K rc\SvtlIe ; 7CXCAS Street Address: 400 V\). '' .t raj P ye MA e State: lex(S` Zip: 1'% 3103 Phone: L 3t 1 5(45 - $o 11 Contact Name: DIama (ion]oln Email: d cSon-m es c (190f ungsviiie-fa i Contract Title: tAurn an wo UY(es b i e(I(j✓ Contract No... t Description of Services: (tpcsI t(Gll�to 11 C,n i 1 Q(Ytp eYl\afton ](Ud 2. Entity Name: IA\ Q'f Demo Street Address: Clot B. Irx(x kree\_ rl /� R State: 1 eX(S Zip: (OZ.0 Phone: LCi iO l\ MCI - U 1�`{ Contact Name: ( OIYYi (' ii�4. S1W.Xfl-1C Email: (err1.N1(iotihjo corm (c Contract Title: YY 1S01 Contract No.: . Description of Services: , { 3. Entity Name: C kIN oc: '�tc (noell + Street Address: ��)l `}iaw St apt i kik toe 12.5 State: leXA Zip: 1110 t Phone: LiOC I B Q' i 04 Contact Name: crvY 1S (a10151 Email: t )y1%.(a lgy Cll ne roQr'1+TP1SA .30v Contract Title: QeYSQme 1 Dlf f my, Human l °.n` riS•: Description of Services: (om 51^, - c (4(-1y 4. Entity Name: C.,1k Se U►ln Street Address: 2.00 $. 9 Nev State: 7 f X01S Zip: —I?j 150 Phone: �. . 1 5 O 3 tom+— 25i d Contact Name: lCY\ \'\ t�t1Y\tyv Email: K1 hr�.e>± 0Sr(1AtnirX( . (30/ Contract Title:met)(ff Au nn �.el'UUJ rie� Contract No.: Si J Description of Services: corn per ,Sion 1:.,e ft(Y?'L'Lt.S1sicin9 (.,r,CI S t YL4(I t i ye P\'t\Cw fS 5. Entity Name: v4(1 f Icy COUY�N \\ 1 w�_ Street Address: $3� U1}I� n sweets SVil e 2-\(0 State: ?et m Zip: 11 Phone: l Cfl (A) B 2—to " 11'1-q Contact Name: n p, . Email: , p t(h 0 Am f • DU ni . .S Contract Title: '41 f(1\( a II( anii fin. Contract No.: Description of Services: on an I 4\NN. Page 49 of 55 Viiiiiiis Exhibit " C " Evergreen Solutions, LLC 2528 Barrington Circle • Unit #20 I • Tallahassee, Florida 32308 850.383.01 I I • fax 850.383.151 I December 13, 2024 Elizabeth Villarreal Diaz Assistant Director of Human Resources City of Port Arthur P.O. Box 1089 Port Arthur, Texas 77641 SUBMITTED VIA EMAIL:elizabeth.villarreal@oortarthurtx.gov Dear Ms. Diaz: Thi letter proposal serves to honor Evergreen's proposal submitted on May 29, 2024 to the City of Port Arthur to conduct a Comprehensive Classification and Compensation Study at a cost of $64,500. Evergreen agrees to conduct the study within 180 days from a Notice to Proceed. This revised work schedule, as identified below, assumes a tentitive start date of January 2, 2025, and a compeltion date no later than June 30, 2025. PROJECT TASKS 2025 JAN FEB MAR APR MAY JUN 1.0: Project Initiation ' 2.0: Evaluate the Current System ■ 3.0: Collect and Review Current Environment Data 4.0: Evaluate and Build Projected Classification Plan and Make FLSA Determinations 5.0: Identify List of Market Survey Benchmarks and Approved List of Targets 6.0: Conduct Market Salary and Benefits Survey and Provide External Assessment Summary 7.0: Develop Strategic Positioning Recommendations 8.0: Conduct Solution Analysis 9.0: Develop and Submit Draft and Final Reports ■ 10.0: Develop Recommendations for Compensation Administration 11.0: Conduct a Performance Evaluation Study Please let me know if you have any questions. I can be reached at(850)383-0111 or via email at jeff@consultevergreen.com. Sincerely, Jeffrey Ling, PhD, President Evergreen Solutions, LLC www.ConsultEvergreen.com