Item C06M
C ounty of f Monroe
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BOARD OF COUNTY COMMISSIONERS
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Mayor George Neugent, District 2
The Florida. Ke Se
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Mayor Pro Tern David Rice, District 4
Danny L. Kolhage, District 1
Heather Carruthers, District 3
Sylvia J. Murphy, District 5
County Commission Meeting
May 17, 2017
Agenda Item Number: C.6
Agenda Item Summary #2900
BULK ITEM: Yes DEPARTMENT: Employee Services
TIME APPROXIMATE: STAFF CONTACT: Pam Pumar (305) 292 -4459
N/A
AGENDA ITEM WORDING: Approval of Agreement with Evergreen Solutions, LLC in the
amount of $123,000.00 plus attendance at in- person meetings for an additional $2,000 per meeting
up to seven (7) meetings to conduct a Compensation and Classification Study; cost for County
implementation with variable options; and publication of analysis.
ITEM BACKGROUND: On September 17, 2013, the Contractor and the County entered into an
agreement to perform a Compensation and Classification study for County non -union employees and
employees within the Teamsters bargaining unit; and at a May 1, 2014 meeting, the Monroe County
Board of County Commissioners (BOCC) accepted and approved the implementation of the results
contained in the Contractor's 2013 study; and one of the recommendations contained in the
Contractor's 2013 report was to conduct a pay plan analysis every 3 -5 years; and three (3) years
having elapsed since the acceptance and implementation of the prior study, it is appropriate to
conduct another compensation and classification study, in order to assist the County in ensuring that
its employees are paid competitive wages and benefits and that County employees are appropriately
classified; and the County wishes to include County firefighters in the International Association of
Firefighters (IAFF) bargaining unit in the upcoming study; and in consideration of the mutual
covenants contained herein the parties agree to the agreement.
PREVIOUS RELEVANT BOCC ACTION: On May 1, 2014, the BOCC implemented a new pay
plan which was part of a Classification and Compensation Study. The recommendations were
implemented on June 1, 2014.
CONTRACT /AGREEMENT CHANGES:
Agreement to engage Evergreen to perform a Compensation and Classification Study
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
Evergreen Agreement Rev 4.4.2017
Exhibit A. Scope of Services, Letter Proposal for Monroe County
FINANCIAL IMPACT:
Effective Date: May 17, 2017
Expiration Date: April 17, 2018
Total Dollar Value of Contract: $123,000.00
Total Cost to County: $95,000.00 to County, $28,000.00 to Fire & Rescue
Current Year Portion:
Budgeted: Yes
Source of Funds: Ad Valorem
CPI: No
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: No If yes, amount:
Grant: No
County Match: No
Insurance Required:
General Liability $500,000 CSL /If split limits $250,000 per person, $500,000 per Occurrence.
$50,000 Property Damage
Vehicle Liability $300,000 CSL /If split limits $100,000 per person, $300,00 per Occurrence,
$50,000 Property Damage
Worker's Compensation/Employer's Liability $500,000 Bodily Injury by Accident, $500,000
Bodily Injury by Disease, policy limits, $500,000 Bodily Injury by Disease, each employee
Professional Liability $500,000 per occurrence /$1,000,000 Aggregate
Additional Details:
$123,000.00 plus $2000.00 for in- person meetings.
REVIEWED BY:
Christine Hurley
Completed
04/25/2017 11:46 AM
Budget and Finance
Completed
04/26/2017 4:49 PM
Cynthia Hall
Completed
04/27/2017 3:45 AM
Maria Slavik
Completed
04/27/2017 10:08 AM
Kathy Peters
Completed
04/27/2017 12:10 PM
Board of County Commissioners
Pending
05/17/2017 9:00 AM
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SETIVICES
THIS AGREEMENT ("Agreement") is made and entered into this — day of P
2017, by and between MONROE COUNTY ("COUNTY"), a political subdivision of the State of
Florida, whose address is 1100 Simonton Street, Key West, Florida 0 0 and Evergreen
Solutions, LLC ("CONTRACTOR"), whose address is 2878 Remington Green Circle,
Tallahassee, Florida 32312.
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to perform a Compensation and Classification study for County non-union employees and
employees within the Teamsters bargaining unit; and
WHEREAS, at a May 1, 2014 meeting, the Monroe County Board of County Commissioners
(BOCC) accepted and approved the implementation of the results contained in the Contractor's
2013 study; and
WHEREAS, three (3) years having elapsed since the acceptance and implementation of the
prior study, it is appropriate to conduct another compensation and classification study, in order
io assist the County in ensuring that its employees are paid competitive wages and benefits and
that County employees are appropriately classified; and
WHEREAS, the County wishes to include County firefighters in the International Association of
Firefighters (IAFF) bargaining unit in the upcoming study; and
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agree to the agreement as follows:
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as described in the Scope of Services - Exhibit A - which is attached hereto and made a part of this
agreement.
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herein described, subject to the terms and conditions set forth in these Agreement documents.
The CONTRACTOR shall at all times exercise independent, professional judgment and shall
assume professional responsibility for the services to be provided. Contractor shall provide
services using the following standards, as a minimum requirement:
X The CONTRACTOR shall maintain adequate staffing levels to provide the services
required under the Agreement.
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2A The County will provide such data as is required by the Contractor and is mutually agreed
22 The County will make payments as outlined in Section 4 of this Agreement.
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4.1 The flat fee for the services described in Exhibit A to this Agreement will be one hundred
twenty -three thousa nd dollars ($123,000 ®00), broken dawn as follows:
Task
Task
Rose
IAFF
Tatar
No.
employees other
than Fire Rescue
Task 1
Project Initiation
$3,000
$500
$3,500
Task 2
Collect and review
$5500
$3,0oo
$11,500
environment data
Task 3
Evaluate the current system
$3500
$1,000
$4,500
Task 4
Evaluate and build projected
$13,500
$2,000
$15,500
classification plan
Task 5
Identify list of market survey
$750
$250
$1,000
benchmarks
Task 6
lderrtif}o approved list of
$750
$250
$1,000
survey targets
Task 7
Conduct market salary and
$32,000
$13,000
$45,000
benefits survey and provide
external assessment
summary
Task 6
Develop strategic positioning
$6,500
$1,500
$7,000
recommendations
Task 9
Conduct solution analysis
$5,500
$1,250
$6.750
Task 10
[develop and submit draft
$6,000
$2,250
$10,250
and final reports
Task 11
Develop recommendations
$5,500
$1,000
$6,500
for compensation
administration
Task 12
provide revised class
$3 # 500
$2,000
$10,500
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Either party may terminate this Agreement because of the failure of the other party to perform its
obligations under the Agreement. COUNTY may terminate this Agreement with or without cause
upon thirty (30) days' notice to the CONTRACTOR. COUNTY shall pay CONTRACTOR for work
performed through the date of termination.
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Any notice required or permitted under this agreement shall be in writing and hand delivered or
mailed, postage prepaid, to the other party by certified mail, returned receipt requested, to the
following:
To the County: an Gastesi, Monroe County Administrator
1100 Simonton St., Suite 2-268
Key West, FL 33040
To the Evergreen Solutions, LLC
Contractor: 2878 Remington Green Circle
Tallahassee, FL 32312
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.2. Keep and maintain public records required by Monroe County in order to perform the
service.
b. Upon request from the public agency's custodian of public records, provide the public
agency with a copy of the requested records or allow the records to be inspected or copied
within a reasonable time at a cost that does not exceed the cost provided in Florida Statutes,
Chapter 119 or as otherwise provided by law.
c. Ensure that public records that are exempt or confidential and exempt from public records
disclosure requirements are not disclosed except as authorized by law for the duration of the
contract term and following completion of the contract if the contractor does not transfer the
records to the public agency.
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The terrns, covenants, conditions, and provisions of this Agreement shall bind and inure to the
benefit of the COUNTY and CONTRACTOR and their respective legal representatives,
successors, and assigns.
Each party represents and warrants to the other that the execution, delivery and performance of
this Agreement have been duly authorized by all necessary County and corporate action, as
required by law.
COUMTT'and CONTRACTOR agree that all disputes and disagreements shall be attempted to
be resolved by meet and confer sessions between representatives of each of the parties. If no
resolution can be agreed upon within 30 days after the first meet and confer session, then any
party shall have the right to seek such relief or remedy as may be provided by this Agreement or
by Florida law. This Agreement shall not be subject to arbitration.
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COUNTY and CONTRACTOR covenant that neither presently has any interest, and shall n
acquire any interest, which would conflict in any manner or degree with its perfon und
this Agreement, and that only interest of each is to perform and receive benefits as recited
this Agreement. I
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For the breach or violation of the provision, the CONTRACTOR agrees that the COUNTY sh
have the right to terminate this Agreement without liability and, at its discretion, to offset fro
monies owed, or otherwise recover, the full amount of such fee, commission, percentage, gi
or consideration. I
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CONTRACTOR agrees to execute such documents as the COUNTY may reasonably require,
including, but not being limited to, a Public Entity Crime Statement, an Ethics Statement, and a
Drug-Free Workplace Statement, Lobbying and Conflict of Interest Clause, and Non-Colluslor
Agreement.
this Agreement.
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Prior to the commencement of work governed by this contract, the CONT?- shall obtal
General Liability Insurance. Coverage shall be maintained throughout the life of the contra
and include, z,= minimum:
• Premises Operations
• Bodily Injury Liability
• Expanded Definition of Property Damage
The minimum limits acceptable shall be:
$500,000 Combined Single Limit (CSL)
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$250,000 per Person
$500,000 per Occurrence
An Occurrence Form policy is preferred. If coverage is provided on a Claims iTlade policy, I
provisions should include coverage for claims filed on or after the effective date of this contra
In addition, the period for which claims may be reported should extend for a minimum of twel Ell
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(12) months
following the acceptance of work by the County.
The Monroe County Board of County Commissioners shall be named as Additional Insured on
all policies issued to satisfy the above requirements.
Recognizing that the work governed by this contract requires the use of vehicles, the
CONTRACTOR, prior to the commencement of work, shall obtain Vehicle Liability Insurance.
Coverage shall be maintained throughout the life of the contract and include, as a minimum,
liability coverage for:
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$100,000 per Person
$300,000 per Occurrence
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The Monroe County Board of County Commissioners shall be named as Additional Insured on
all policies issued to satisfy the above requirements.
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In addition, the CONTRACTOR shall obtain Employers' Liability Insurance with limits of not less
than:
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IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed on
this day of - .2017.
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
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Mayor/ Chairperson
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Evergreen Solutions, LLC
2878 Remington Green Circle -Tallahassee, Florida 32308
850.383.0111 - fax 850,383,151 1
March 30, 2017
Ms. Christine Hurley
Assistant County Administrator
Monroe County
1100 Simonton Street
Key West, Florida 33040
SUBMITTED VIA EMAIL BmrIe4-_Chr 2—Man—rQe—Co—u—n-LL-FL.—Gov
Dear Ms. Hurley.
We appreciate the opportunity to again work with Monroe County to conduct a Pay and Classification
Study. I have prepared a detailed work plan outlining the tasks, activities, and milestones necessary
to successfully conduct the study as well as our proposed cost and timellne. Evergreen understands
that the County is seeking a study for County and Fire and Rescue employees.
Detailed Work Plan
Task 1.0
Project Inklation
TASK ACTIVITIES
1.1 Discuss the following objectives with the County's Project
Manager (CPI" ):
0 establish an agreeable communication schedule.
www.ConsultEvei°green.com
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Identify potential challenges and opportunities for the study.
Discuss the strategic direction of the County and some of the short
and long-term priorities. This activity serves as the basis for
assessing where the County is going and what type of pay plan will
reinforce current and future goals.
13
Obtain relevant materials, 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 classifi cation descriptions, salary
schedule(s), and classification system; and
• personnel policies and procedures.
1.4
Review and edit the project work plan and submit a schedule for
the completion of each project task.
KEY PROJECT MILESTONES
•
Comprehensive project management plan
•
Comprehensive database of County employees (including County
and Fire and Rescue employees)
Task 2.0
TASK GOALS
Coiled and Review
Current Environment
a
Conduct statistical and anecdotal research into the current
Data
environment within the County.
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Guide subsequent analytical tasks.
TASK ACTIVITIES
2.1
Schedule and conduct employee orientation sessions.
2.2
Meet with department heads to obtain relevant information and
statistical/anecdotal data on specific compensation issues and
policies. Obtain insight into perceived current compensation
system strengths and weaknesses.
2.3
Hold focus groups with a sample of employees to obtain
additional relevant information and statisticalyanecdotal data on
specific compensation issues and policies.
2.4
Work with the CPM to administer the Job Assessment Tools (JATs)
and Management Issues Tools (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.
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4.2
Review the work performed by each classification and score.
Include an evaluation of supervisory comments.
4.3
Review AT scores and identify the classification of positions.
4.4
Schedule and conduct additional follow up with employees for jobs
There uncertainty exists over data obtained from the JATs.
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Develop preliminary recommendations for the classification
structure. The classification system designed at this point would be
based solely on internal equity relationships and would be guided
by the AT scores for each classification. Essentially, a structure of
classifi cations would be established, and classifications with
similar scoring would be grouped into pay grades. Spacing
between jobs would be determined, and each classification would
be assigned to a pay grade. The final decision on the minimums
and maximums of the pay grades would be determined after the
market data have been collected.
4.6
Review recommendations with the CPM.
KEY PROJECT MILESTONES
•
AT scores by class
•
Recommended classification changes
•
Preliminary job structure based on internal equity
Task 5.0
TASK GOAL
Identify List at
Market Survey
Reach an appropriate number and identify the proper benchmark
Benchmarks
positions for the external labor market assessment. Note: We will
work with the CPS to identify up to 65 total benchmark positions it
include a representative number of classifications within the Count
and all six classifications with Fire and Rescue).
TASK ACTIVITIES
5.1
Conduct a thorough review of all materials to date, including
employee database, classification listing, interviews,
compensation review, and meetings with the CPM.
52
Identify, from the initial review, a list of classifications
(benchmarks) to include in the labor market survey.
5.3
Submit the proposed list of positions to the CPM for review.
5.4
Based on the CPM's review, make revisions to the benchmark list
and finalize consistent with Evergreen's analysis.
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KEY PROJECT MILESTONES
• Preliminary list of benchmark classifications
• Final list of benchmark positions for the external labor market
assessment
Task 6.0
TASK GOAL
Identify Approved
List of Survey
Identify and develop a comprehensive list of targets for conducting
Targeta
a successful external labor market assessment. Note'. We will
work with the CPM to identify up to 25 targets for the survey.
TASK ACTIVITIES
6.1 For each employee group, review with the CPM peer
organizations that must be included in the survey.
6,2 Develop a preliminary list of organizations for the external labor
market survey, placing a comparative emphasis on
characteristics such as:
• size of the organization
• geographic proximity to the Monroe County area;
• economic and budget characteristics, and
• other demographic data.
6.3 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.
6.4 Review survey methodology with the CPM and refine survey
methodology prior to distribution of survey.
6.5 After approval of survey methodology, develop contact list of peer
organizations and notify peers of impending survey.
KEY PROJECT MILESTONES
• Initial list of survey peers
• Survey methodology
• Final list of survey organizations and contacts
Task 7.0
TASK GOALS
Conduct Market
SaIAR and Benefits
a Conduct the external labor market salary survey.
Survey and Provide
External
a Conduct a benefits survey.
Assessment
Summary
a Provide a summary of the survey results to the CPM for review.
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PROJECT KEY 1 OBEs
0 Market survey instrument
0 Summary report of external labor market assessment results
Summary report of external labor market benefits assessment
results
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Task 10.0
Develop and Submit
Draft and Final
Reports
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0 Initial regression analysis
® Potential solutions
0 Documented final solution
Develop and submit a draft and final report of the Pay and
Classification Study to Monroe County.
0 Present the final report to the Board of County Commissioners.
TASK ACTIVNIES
10.1 Produce a comprehensive draft report that captures the results
of each previous step. The report will include recommendations
and the costs associated with implementing the recommendations
for the County and Fire and Rescue.
10.2 Submit the comprehensive draft report to the CPM.
10,3 Make edits and submit necessary copies of the final report which
will describe the classification and pay plan for employees (County
and Fire and Rescue) and will recommend implementation
procedures as well as procedures for the continuing maintenance
and administration of the plan.
10.4 Present the final report to the Board of County Commissioners.
10.5 Develop a plan for maintaining recommendations over time.
KEY PROJECT MILESTONES
a Draft and final reports
& Final presentation
0 Implementation and maintenance database
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12.2 Revise classification descriptions based on data gathered from the
AT process.
12.3 Create new class descriptions for new classifications, as needed®
Provide complete listing of the allocation of job classes to salary
range assignments.
12.4 Make FLEA determinations based on work performed and federal
requirements.
115 Recommend a systematic, regular process for reviewing job
descriptions.
KEY PROJECT MILESTONES
0 Updated class descriptions
0 New class descriptions as needed.
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aosed_CQg.a ij�d�ge
We have provided the following breakdown our cost of $123,000 by task and by agency:
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We would love the opportunity to again work with the County on this important comprehensive study. If
you need any additional information, please feel free to contact me at (850) 383-0111 or via email at
jeff@consultevergreen.com.
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Dr. Jeffrey Ling
Executive Vice President
Evergreen Solutions, LLC
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