HomeMy WebLinkAboutPR 24395: NOT TO EXCEED 120 DAY EXTENSION TO THE CONTRACT WITH EVERGREEN SOLUTIONS, LLC AT NO COST City f
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DEPARTMENT OF HUMAN RESOURCES
INTEROFFICE MEMORANDUM
Date: June 13, 2025
To: The Honorable Mayor and City Council
Through: Ronald "Ron" Burton, CPM, City Manager
From: Dr. Albert Thigpen, Assistant City Manager—Administration
RE: P.R. NO. 24395 — A Resolution authorizing a 120-Day Extension to
Evergreen Solutions, LLC Contract for Classification and Compensation
Study
Introduction:
The purpose of this memorandum is to request the City Council's approval of Proposed
Resolution No. 24395, authorizing a 120-day extension to the current contract with
Evergreen Solutions, LLC of Tallahassee, Florida, for the comprehensive Classification
and Compensation Study for the City of Port Arthur. This extension is being requested at
no additional cost to the city.
Background:
On December 17, 2024, the City Council approved Resolution No. 24-502, authorizing
the City Manager to enter into a professional services agreement with Evergreen
Solutions, LLC, to conduct a comprehensive classification and compensation study in an
amount not to exceed $64,500.
Following Council approval, the Notice to Proceed was issued, and Evergreen has since
initiated the necessary phases of the project. The work is progressing steadily; however,
the firm has communicated the need for additional time due to the extensive volume of
data required to complete the study accurately and responsibly.
The classification and compensation study involves several critical components,
including:
• Collection of detailed job descriptions and employee data across all departments.
• Evaluation of internal equity and external competitiveness.
• Benchmarking of comparable positions with peer cities and organizations.
• Staff surveys, interviews, and review of current compensation practices.
• Development of a comprehensive classification plan and updated pay structure.
Due to the breadth and complexity of this effort, significant collaboration between
Evergreen and City staff is essential. The firm has completed preliminary data collection
and begun analytical phases; however, several challenges have required additional
coordination:
• Gathering of complete, up-to-date job data and verifying job content with
departments.
• Securing and analyzing peer city responses for benchmark comparisons.
• Conducting collaborative discussions with staff regarding data accuracy, position
hierarchy, and policy alignment.
• Ensuring all findings are reflected in a fully developed, adoptable compensation
framework.
To ensure the city receives a fully vetted and implementable classification and
compensation plan, additional time is needed for:
• Finalizing data analysis and incorporating feedback.
• Reviewing and refining job classification groupings.
• Completing benchmarking against regional and market competitors.
• Collaborating on plan design, implementation strategies, and policy implications.
City staff concurs that a 120-day extension is both reasonable and necessary to ensure
the plan's accuracy, sustainability, and overall usefulness. Evergreen has communicated
its intent to deliver a usable draft aligned with the City's upcoming budget planning cycle.
Budget Impact:
None
Recommendation:
The City Council is recommended to approve Proposed Resolution No. 24395,
authorizing a 120-day extension to the current contract with Evergreen Solutions, LLC of
Tallahassee, Florida, for the comprehensive Classification and Compensation Study for
the City of Port Arthur. This extension is being requested at no additional cost to the
city.
P.R.No. 24395
06/10/25 ATT
RESOLUTION NO.
A RESOLUTION AUTHORIZING AN EXTENSION TO THE
CONTRACT WITH EVERGREEN SOLUTIONS, LLC TO
CONDUCT A COMPREHENSIVE CLASSIFICATION AND
COMPENSATION STUDY FOR THE CITY OF PORT ARTHUR
NOT TO EXCEED 120 DAYS AT NO ADDITIONAL COST
WHEREAS, the City Council pursuant to Resolution 24-502 approved a contract with Evergreen
Solutions, LLC, to conduct a comprehensive classification and compensation study on December 17,
2024; and,
WHEREAS, Evergreen Solutions, LLC has begun the process, data collection, and staff interface
to gather the necessary information to prepare and deliver said comprehensive classification and
compensation study ; and,
WHEREAS, Evergreen Solutions, LLC has requested additional time to complete the
comprehensive classification and compensation study beyond the June 30, 2025 contract end date;and,
WHEREAS, the staff of the City of Port Arthur having reviewed said request, taking into account
on-site data response delays, the need for complete benchmarking, necessary collaborative review and
plan design concur with, and recommend, said extension, and;
WHEREAS, after due consideration and review City staff recommends to the City Council of the
City of Port Arthur the approval of a contract extension with a not to exceed limit of one hundred twenty
(120) days;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
PORT ARTHUR,TEXAS:
Section 1. That, the facts and opinions in the preamble are true and correct.
Section 2. That,the City Council of the City of Port Arthur hereby authorizes an extension to the
contract with Evergreen Solutions LLC approved pursuant to Resolution 24-502 of a not to exceed
amount of one hundred twenty(120)days at no additional cost.
Section 3. That, City staff take all requisite actions to ensure completion and delivery of the Study
within the allotted extension period.
Section 4. That, a copy of this Resolution be spread upon the minutes of the City Council.
READ,ADOPTED,AND APPROVED this day of ,AD,2025,at a
Meeting of the City Council of the City of Port Arthur, Texas,by the
following vote: AYES:
Mayor
Councilmembers
NOES:
Hon. Thurman Bill Bartie
Mayor
ATTEST:
Sherri Bellard,TRMC, City Secretary
APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION:
144*Plmr‘
Roxann Pais Cotroneo,Esq. Ron BurtI 1'M r1
City Attorney City Manager