Item N1BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: November 20, 2013 Division: Employee Services
Bulk Item: Yes _ No X Department: Human Resources
Staff Contact Person: Teresa Aguiar X4458
AGENDA ITEM WORDING: Discussion and approval to amend the Monroe County Contract for
Compensation & Classification Study Services agreement with Evergreen Solutions, LLC by revising
Exhibit A (scope of services) to allow an additional thirty (30) days for completion of the Study to
provide additional review times for County staff, management, advisory committee, and Board of
County Commissioners, finalized job descriptions to be completed at the end of the study, after review
by the County, and to allow the County Administrator or his authorized designee to approve additional
meetings as necessary as outlined in "Optional Services" on Exhibit A of the Agreement for committee
meetings and briefings as needed.
ITEM BACKGROUND:
1. Shortly after the BOCC approved the agreement at the September 17, 2013 meeting, it was realized
that Exhibit A should reflect that the completion of the job descriptions be accomplished at the end of
the contract term and not at the beginning.
2. An extension of the current contract is needed at this time to allow supervisors time to appropriately
review the employees' responses in the Job Assessment Tools (JAT). This would allow the
supervisors two weeks instead of a one week review and allow for committee meetings and briefings
on the Draft Pay Plan. Further, after developing a detailed timeline and working on scheduling
management committee, and board of county commission briefings, it became evident that further
review time would be needed.
3. Also added is an optional availability for additional meetings (other than the three already included)
which is being included in the contract at a fee of $3,000 per Evergreen representative for the first 24
hours, with $1,200 per additional day over and above the existing contractual three (3) visits.
PREVIOUS RELEVANT BOCC ACTION: The current contract was approved by the BOCC on
September 17, 2013.
CONTRACT/AGREEMENT CHANGES Extend from 120 days to 150 days; revise Exhibit A to
reflect the completion of job descriptions in Phase V instead of Phase I; extend supervisor review time
from one week to two weeks; and allow for additional in -person meetings as needed.
STAFF RECOMMENDATIONS: Approval.
TOTAL COST: $82,000_INDIRECT COST: BUDGETED: Yes No X
+ add'1 cost of $1,200 - $6,000 per additional in person meetings as necessary
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY: $_82,000 SOURCE OF FUNDS:
+ add'l cost of $1,200 - $6,000 per additional in person meetings as necessary
REVENUE PRODUCING: Yes _ No _ AMOUNT PER MONTH Year
0
APPROVED BY: County Atty OMB/Purc asing Risk Managemen
DOCUMENTATION: Included X Not Required
DISPOSITION:
Revised 2/27/01
AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: Evergreen Effective Date:9/23/13
Expiration Date:2/27/14
Contract Purpose/Description: First amendment to contract between Evergreen Solutions LLC
and Monroe County for compensation and classification study.
Contract Manager:Teresa Aguiar
(Name)
for BOCC meetine on
4458 Employee Services
(Ext.) (Department)
Deadline:
CONTRACT COSTS
Total Dollar Value of Contract: $82,000 + add'l Current Year Portion: $0
visits $1,200 - $6,000
Budgeted? Yes❑ No ® Account Codes: 001-00101-530-340-
Grant: $
County Match: $
ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries. e
CONTRACT REVIEW
Changes
Needed evie er
Division Director t YesO No
Date Out
Risk Management P a Yes❑ No
O.M.B./Purchasing Yes❑ No0VIff
County Attorney Yes❑ No
Comments:
OMR Fnr Ro.A-4 n/7 l inc *irvi ran
Amendment (first Amendment) to ;agreement
THIS FIRST AMENDMENT to agreement dated the 20th day of November, 2013, is
entered into by and between the Board of County Commissioners for Monroe County,
hereinafter called the "COUNTY" and Evergreen Solutions, LLC hereinafter referred to as
"CONTRACTOR".
WHEREAS, there was an agreement entered into on September 17, 2013 between
the parties, awarding $82,000 to Evergreen Solutions, LLC to conduct a Job Classification
and Compensation Study; and
WHEREAS, it comes to the attention of the parties that the revision to Class
Descriptions (aka job descriptions) and FLSA determinations should be the last task
accomplished in order to ensure accuracy and quality; and
WHEREAS, it has become necessary to revise Exhibit A within the Agreement; and
WHEREAS, it has become necessary to revise Section 3.1 within the agreement to
extend the projection completion date from 120 days of project start date of September 23, 2013
to 150 days of project start date of September 23, 2013. This will allow for one extra week for
supervisors to review the Job Assessment Tools completed by subordinate employees; allow for
Committee meetings and briefings on the Draft Pay Plan to begin after the new year; and allow
for Evergreen to attend additional meetings, in person, as necessary; and
WHEREAS, it is necessary to amend the contract to provide the option for additional
meetings between the Consultant and County senior staff, the Compensation Study Committee,
and/or the Board of County Commission for discussions and training at an additional cost to the
County;
NOW, THEREFORE, in consideration of the mutual covenants contained herein the
parties agree to the amended agreement as follows:
1. Paragraph 3.1 in the September 17, 2013 Agreement is revised to read as follows:
3.1 Except as noted below, this agreement shall begin on the 23'd day of
September, 2013 and will conclude with delivery of the final deliverable outlined in
Section 1 of this agreement. Evergreen will complete all work within 150 days of project
start date of September 23, 2013.
2. Exhibit A in the September 17, 2013 Agreement is replaced with a new Exhibit A,
attached hereto and incorporated by reference.
3. In all other respects the terms and conditions of the September 17, 2013 Agreement
remain in full force and effect.
[THE BALANCE OF THIS PAGE INTENTIONALLY LEFT BLANK.]
Evergreen Solutions, LLC
Page i
IN WITNESS WHEREOF, the parties hereto have executed this Amendment
this day of 2013.
(SEAL)
Attest: Amy Heavilin, Clerk
Deputy Clerk
Evergreen Solutions, LLC
By:
Name and Title
Witness:
Board of County Commissioners
of Monroe County
Mayor/Chairman
By:
Signature
Print Name Signature
MO ROE COUNTY ATTORNEY
PRO ERAS 0
YNTHIA L. ALL
ASSI N COUNTY ATTORNEY
Date
4 Evergreen Solutions, LLC
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EXHIBIT A
Phase 1: Project Kick Off and Outreach ($10,000)
• Task 1: Project Initiation
• Task 2: Collect and Review Current Environment Data
Phase II: Place Jobs in Appropriate Classifications ($12,000)
• Task 3: Evaluate and Build Projected Classification Plan
Phase III: Establish Pay Ranges for each Classification ($30,000)
• Task 4: Evaluate the Current System
• Task 5: Develop Compensation Philosophy
• Task 6: Identify Market Survey Benchmarks
• Task 7: Identify Approved List of Survey Targets
• Task 8: Conduct Market Salary Survey and Provide External
Assessment Summary
• Task 9: Conduct Market Benefits Survey
• Task 10: Develop Strategic Positioning Recommendations
• Task 11: Conduct Solution Analysis
Phase IV: Place Employees within the Appropriate Pay Range ($5,000)
• Task 12: Develop Recommendations for Compensation Administration
Phase V: Make Recommended Improvements/Alternatives to County's Existing
Classification and Compensation Structure ($25,000)
Task 13: Develop and Submit Draft and Final Reports
Task 14: Provide Revised Class (job) Descriptions and FLSA Determinations
Optional Services:
Evergreen staff (up to 2 persons) will appear in person for additional meetings within
Monroe County as necessary with Monroe County senior management, the Compensation
Study Committee, and/or the Board of County Commissioners. The meetings will be
arranged at mutually satisfactory times, on no less than seven (7) days notice to Evergreen.
The flat fee all inclusive price for this additional service will be $3,000 (one person) or
$6,000 (two persons) for the first 24 hours of on -site visit. Additional on -site visit days will
be at the flat fee all inclusive price of $1,200 (one person) or $2,400 (two persons).
4 Evergreen Solutions, LLC
Page 3
Task 1.0 TASK GOALS
Project Kick Off
• Finalize the project plan with Monroe County (County).
• Gather all pertinent data.
• Finalize any remaining contractual negotiations.
• Establish an agreeable final time line for all project milestones
and deliverables.
TASK ACTIVITIES
1.1 Meet with the designated County Project Manager (CPM) to
discuss the following objectives:
• understand the County's mission and current
compensation philosophy (if any);
• 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
• establish an agreeable communication schedule.
1.2 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 organization is going and what type of
pay plan will reinforce current and future goals.
1.3 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 classification descriptions, salary
schedule(s), and classification system;
1 • strategic business plans, budgets, and performance
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Task 2.0
Collect and Review
Current Environment
Data
evaluation forms; and
• personnel policies and procedures, and the step placement
policies.
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
TASK GOAL
• Conduct statistical and anecdotal research into the current
environment within Monroe County.
• Guide subsequent analytical tasks.
TASK ACTIVITIES
2.1 Schedule and conduct employee orientation sessions.
2.2 Meet with department heads and/or division level directors 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 statistical/anecdotal data
on specific compensation issues and policies.
2.4 Work with the CPM 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.
2.5 Review any data provided by the County that may provide
additional relevant insight.
2.6 Review internal career ladders and make preliminary
recommendations to keep positions competitive.
KEY PROJECT MILESTONES
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Task 3.0
Evaluate and Build
Projected
Classification Plan
JAT and MIT distribution
Department head and/or division level director interviews
Employee focus groups and employee orientation sessions
TASK GOALS
• Identify the classification of existing positions utilizing
Evergreen's job evaluation system.
• Review JAT responses.
• Characterize internal equity relationships within Monroe
County.
TASK ACTIVITIES
3.1 Review all draft class specifications with the CPM.
3.2 Review the work performed by each classification and score.
Review includes evaluation of supervisory comments.
3.3 Review JAT scores and identify the classification of positions.
3.4 Schedule and conduct additional follow up with employees for
jobs where uncertainty exists over data obtained from the JATs.
3.5 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 JAT scores for each classification. Essentially, a
structure of classifications 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. Final decision
on the minimums and maximums of the pay grades would be
determined after the market data has been collected.
3.6 Review recommendations with the CPM.
3.7 Discuss questions and categories for the market survey.
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KEY PROJECT MILESTONES
• JAT scores by class
• Recommended classification changes
• Preliminaryjob structure based on internal equity
Task 4..0
TASK GOAL
Evaluate the Current
System
• Conduct a comprehensive preliminary evaluation of the
County's existing compensation plan.
TASK ACTIVITIES
4.1 Obtain the existing pay structure and classification and
compensation philosophy. Review the existing pay structure
and look for potential problems to be resolved.
4.2 Determine the strengths and weaknesses of the current pay
plan(s) and the methods used in determining individual pay for
hires, demotions, promotions, methods of progression through
pay ranges, etc.
4.3 Complete an assessment of current conditions that details the
pros and cons of the current system as well as highlights areas
for potential improvement in the final adopted solution.
KEY PROJECT MILESTONES
• Review of existing compensation plan(s)
• Assessment of current conditions
Task 5.0
TASK GOAL
Develop
Compensation
• Facilitate the development of the County's initial compensation
Philosophy
philosophy.
TASK ACTIVITIES
5.1 Conduct a thorough review of all background materials related
to the County's compensation system.
5.2 Review information from department head interviews.
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5.3 Review results of previous steps with the CPM and present
various options for compensation philosophy components.
Coordinate this meeting with the CPM.
5.4 Develop initial compensation philosophy based on input from
previous steps.
KEY PROJECT MILESTONE
• Initial compensation philosophy
Task 6.0 TASK GOAL
Identify List of Market
Survey Benchmarks • Identify the proper benchmark positions for the external labor
market assessment to reach an appropriate number.
TASK ACTIVITIES
6.1 Conduct a thorough review of all materials to date, including
employee database, classification listing, interviews,
compensation review, and meetings with CPM.
6.2 Identify, from the initial review, a list of classifications
(benchmarks) to include in the labor market survey.
6.3 • Submit the proposed list of positions to the CPM for review.
6.4 Based on CPM review, make revisions to the benchmark list
and finalize consistent with Evergreen Solutions analysis.
KEY PROJECT MILESTONES
• Preliminary list of benchmark classifications
• Final list of benchmark positions for the external labor market
assessment
Task 7.0 TASK GOAL
Identify Approved List
of Survey Targets • Identify and develop a comprehensive list of targets for
conducting a successful external labor market assessment.
TASK ACTIVITIES
7.1 For each employee group, review with the CPM peer
organizations that must be included in the survey.
7.2 Develop a preliminary list of organizations for the external
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Task 8.0
Conduct Market
Survey and Provide
External Assessment
Summary
(Concurrent with
Task 9.0)
labor market survey, placing a comparative emphasis on
characteristics such as:
• size of the organization;
• geographic proximity to the Key West area;
• economic and budget characteristics; and
• other demographic data.
7.3 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.
7.4 Review survey methodology with CPM and refine survey
methodology prior to distribution of survey.
7.5 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 GOALS
• Conduct the external labor market salary survey.
• Provide a summary of the survey results to the CPM for review.
TASK ACTIVITIES
8.1 Prepare a customized external labor market salary survey for
the CPM's approval.
8.2 Contact the targets for electronic completion of the survey.
Provide paper copies by fax, if requested.
8.3 Conduct necessary follow-up through e-mails, faxes, and
phone calls.
8.4 Collect and enter survey results into Evergreen Solutions
electronic data analysis tools.
8.5 Validate all data submitted.
8.6 Develop summary report of external labor market assessment
4 -
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Task 9.0
Conduct Market
Benefits Survey
(Concurrent with
Task 8.0)
results.
8.7 Submit summary report of external labor market assessment
results to CPM.
KEY PROJECT MILESTONES
• Market survey instrument
• Summary report of external labor market assessment results
TASK GOALS
• Conduct an external labor market benefits survey.
• Provide a summary of the survey results to the CPM for review.
TASK ACTIVITIES
9.1 Develop a listing of the benefits provided by the County and
review current vacation, sick leave, holiday, and leave policies
as compared to competitive employers.
9.2 Using the list of County provided benefits and major benefits
offerings not provided by the County to develop a list of benefits
to include in the external labor market survey.
9.3 Develop benefits survey to be included with salary survey
developed in Task 9.0.
9.4 Conduct a survey of benefits in use by competitive employers,
to include both private and public employers, and make
recommendations regarding the benefits which the County
might competitively employ in its market.
9.5 Submit benefits survey to CPM for review.
9.6 Revise benefits survey, as needed.
9.7 Distribute benefits survey in conjunction with salary survey.
9.8 Develop and submit summary report of external labor market
benefits results to CPM. Report will include recommendations
regarding how long employees should work before receiving benefits.
KEY PROJECT MILESTONES
• Catalogue of existing County benefits
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• Benefits survey instrument
• Summary report of external labor market benefits results
Task 10.0 TASK GOALS
Develop Strategic
Positioning • Assess the appropriateness of the County's current
Recommendations compensation philosophy.
• Plan for all employees, providing issue areas and preliminary
recommendations for strategic improvement.
TASK ACTIVITIES
10.1 Identify the accepted compensation philosophy and
accompanying thresholds.
10.2 Using the market salary and benefits data collected in Tasks 8
and 9 and the classification data reviewed in Task 3, determine
the proper pay plan including number of grades, steps, and
ranges.
10.3 Identify highly competitive positions within the County and
customize recommendations for compensation where required.
10.4 Produce a pay plan(s) that best meets the needs of the County
from an internal equity and external equity standpoint.
KEY PROJECT MILESTONES
• Proposed compensation strategic direction, taking into account
internal and external equity
• Plan for addressing unique, highly competitive positions
Task 11.0 TASK GOALS
Conduct Solution
Analysis • Conduct analysis comparing JAT values.
• Survey results for the benchmark positions.
• Produce several possible solutions for implementation.
TASK ACTIVITIES
4
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Task 12.0
Develop
Recommendations
for Compensation
Administration
11.1 Conduct regression analysis or other appropriate techniques to
properly slot each classification into the proposed pay plan.
11.2 Place all classifications into pay grades based on Task Activity
11.1. Sort alphabetically by job class title, in descending order
by range, and by old class title and new class specifications.
11.3 Create implementation solutions for consideration that take into
account the current position of the organization as well as the
findings from the classification and compensation analysis.
Identify and prepare a range of compensation policy
alternatives.
11.4 Meet with the CPM to discuss the potential solutions.
11.5 Determine the best solution to meet the County's needs in the
short-term and long-term.
11.6 Document the accepted solution.
KEY PROJECT MILESTONES
• Initial regression analysis
• Potential solutions
• Documented final solution
TASK GOAL
• Develop recommendations for the continued administration by
County staff to sustain the recommended compensation and
classification structure.
TASK ACTIVITIES
12.1 Develop recommendations and guidelines for the continued
administration and maintenance of the classification and
compensation structure, including recommendations and
guidelines related to:
• how employees will move through the pay structure/system
as a result of transfers, promotions, or demotions;
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Task 13.0
Develop and Submit
Draft and Final
Reports
• 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 overtime.
12.2 Recommend recruitment/retention strategies, where
appropriate.
12.3 Present recommendations to the CPM for review.
KEY PROJECT MILESTONES
• Recommendations for compensation administration
• Recommendations for recruitment/ retention policies
TASK GOALS
• Develop and submit a draft and final report of the Compensation
and Classification Study Services to Monroe County.
• Deliver a presentation to the County.
• Provide training to the County.
• Provide consultation at no cost to the County for up to one year
following project completion.
TASK ACTIVITIES
13.1 Produce a comprehensive draft report that captures the results
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of each previous step. Provide the draft report to the CPM for
review. The report will include any detailed costs associated
with the implementation of any recommended changes resulting
from this study.
13.2 Submit the comprehensive draft report to the CPM.
13.3 Make edits and submit necessary copies of the final report.
13.4 Deliver a formal presentation of the final report to senior staff
and County Commissioners, as needed.
13.5 Develop a communication plan for sharing study results with
employees
13.6 Develop implementation database to communicate the process
and progress of this project to the CPM and any other employee
or groups designated by the CPM.
13.7 Develop a plan for maintaining recommendations over time.
13.8 Train in-house staff on sustaining the recommended
classification/compensation system.
13.9 Provide consultation by phone at no cost to the County for a
period of 12 months after project completion to ensure that all
aspects of the study results, recommendations, and
implementation plan are clear and maintainable.
KEY PROJECT MILESTONES
• Draft and final reports
• Final presentation
• Communication plan
• Implementation and Maintenance database
• Training
• Consultation
Task 14.0
Provide Revised
Class Descriptions
and FLSA
Determinations
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TASK GOALS
• Update existing class descriptions.
• Create new class descriptions as needed, ensuring FLSA,
EEO/ADA requirement satisfaction.
• Provide final version of all class descriptions/specifications in
electronic format (i.e., MS Word) after approval by the CPM.
TASK ACTIVITIES
14.1 Assess current class descriptions for form, content, validity, and
ADA compliance.
14.2 Discuss new class description format with the CPM.
14.3 Revise classification descriptions based on data gathered from
the JAT process.
14.4 Create new class descriptions for new classifications, as
needed. Provide complete listing of the allocation of job classes
to salary range assignments.
14.5 Make FLSA determinations based on work performed and
federal requirements.
14.6 Recommend a systematic, regular process for reviewing job
descriptions.
KEY PROJECT MILESTONES
• Updated class descriptions
• New class descriptions as needed
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AMENDMENT (FIRST AMENDMENT) TO AGREEMENT
THIS FIRST AMENDMENT to agreement dated the 20th day of November, 2013, is entered
into by and between the Board of County Commissioners for Monroe County, hereinafter called the
"COUNTY" and Evergreen Solutions, LLC hereinafter referred to as "CONTRACTOR".
WHEREAS, there was an agreement entered into on September 17, 2013 between the parties,
awarding $82,000 to Evergreen Solutions, LLC to conduct a Job Classification and Compensation
Study: and
WHEREAS, it come to the attention of the parties that the revision to Class Descriptions (aka
job descriptions) and FLSA determinations should be the last task accomplished in order to ensure
accuracy and quality: and
WHEREAS, it has become necessary to revise Exhibit A within the agreement: and
WHEREAS, it has become necessary to revise Section 3.1 within the agreement to extend the
projection completion date from 120 days of project start date of September 23, 2013 to 150 days of
project start date of September 23, 2013. This will allow for one extra week for supervisors to review
the Job Assessment Tools completed by subordinate employees: allow for Committee meetings and
briefings on the Draft Pay Plan to begin after the new year; and allow for Evergreen to attend
additional meetings, in person, as necessary: and
WHEREAS, it is necessary to amend the contract to provide the option for additional meetings
between the Consultant and County senior staff, the Compensation Study Committee, and/or the
Board of County Commission for discussions and training at an additional cost to the County:
NOW, THEREFORE, in consideration of the mutual covenants contained herein the parties
agree to the amended agreement as follows:
1. Paragraph 3.1 in the September 17, 2013 Agreement is revised to read as follows:
3.1 Except as noted below, this agreement shall begin on the 23�d day of September,
2013 and will conclude with delivery of the final deliverable outlined in Section 1 of this
agreement. Evergreen will complete all work within 150 days of project start date of
September 23, 2013.
2. Exhibit A in the September 17, 2013 Agreement is replaced with a new Exhibit A. attached
hereto and incorporated by reference.
3. In all other respects the terms and conditions of the September 17, 2013 Agreement
remain in full force and effect.
RHE BALANCE OF THIS PAGE INTENTIONALLY LEFT BLANKI
IN WITNESS WHEREOF. the Parties hereto have executed this Amendment this day
of .2013.
(SEAL) Board of County Commissioners
Attest: Amy Heavilin. Clerk of Monroe County
Deputy Clerk Mayor/Chairman
Evergreen Solutions, LLC
By: By:
Name and Title Signature
Witness:
Print Name Signature
EXHIBIT A
1. Phase I: Project Kick Off and Outreach $10 000
($26,A0A)
• Task 1: Project Initiation
• Task 2: Collect and Review Current Environment Data
Phase II: Place Jobs in Appropriate Classifications ($12,000)
• Task-43: Evaluate and Build Projected Classification Plan
Phase III: Establish Pay Ranges for each Classification ($30,000)
• Task 6-4: Evaluate the Current System
• Task 6-5: Develop Compensation Philosophy
• Task -7 6: Identify Market Survey Benchmarks
• Task 8 7: Identify Approved List of Survey Targets
• Task 8 8: Conduct Market Salary Survey and Provide External Assessment Summary
• Task 48 9:Conduct Market Benefits Survey
• Task 4410: Develop Strategic Positioning Recommendations
• Task 42 11: Conduct Solution Analysis
Phase IV: Place Employees within the Appropriate Pay Range ($5,000)
• Task 4.3-12: Develop Recommendations for Compensation Administration
Phase V: Make Recommended Improvements/Alternatives to County's Existing Classification
and Compensation Structure ($25,000)
• Task 4313: Develop and Submit Draft and Final Reports
• Task 4414: Provide Revised Class figbLDescriptions and FLSA Determinations
Optional Services:
Evergreen staff (up to 2 persons) will appear in person for additional meetings within Monroe County
as necessa with Monroe County senior management, the Compensation Study Committee and/or
the Board of County Commissioners The meetings will be arranged at mutually satisfactory times
on no less than seven (7) days notice to Evergreen The flat fee all inclusive price for this additional
service will be $3,000 (one person) or $6 000 (two persons) for the first 24 hours of on site visit
Additional on -site visit days will be at the flat fee all inclusive price of $1 200 (one person) or $2 400
(two persons).
Task LO I TASK GOALS
Project Kick Off
• Finalize the project plan with Monroe County (County).
• Gather all pertinent data.
• Finalize any remaining contractual negotiations.
• Establish an agreeable final time line for all project milestones
and deliverables.
TASK ACTIVITIES
1.1 Meet with the designated County Project Manager (CPM) to
discuss the following objectives:
• understand the County's mission and current compensation
philosophy (if any);
• 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
• establish an agreeable communication schedule
1.2 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 organization is going and what type of
pay plan will reinforce current and future goals.
1.3 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 classification descriptions, salary
schedule(s), and classification system;
• strategic business plans, budgets, and performance
evaluation forms; and
• personnel policies and procedures, and the step placement
policies.
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
Task 2.0 TASK GOAL
Collect and Review
Current Environment Data . Conduct statistical and anecdotal research into the current
environment within Monroe County.
• Guide subsequent analytical tasks.
TASK ACTIVITIES
2.1 Schedule and conduct employee orientation sessions.
2.2 Meet with department heads and/or division level directors 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 statistical/anecdotal data
on specific compensation issues and policies.
2.4 Work with the CPM 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.
2.5 Review any data provided by the County that may provide
additional relevant insight.
2.6 Review internal career ladders and make preliminary
recommendations to keep positions competitive.
KEY PROJECT MILESTONES
• AT and MIT distribution
• Department head and/or division level director interviews
• Employee focus groups and employee orientation sessions
Task 8. TASK GAA6S
DeteFminatiens
Task 4:0-M
Evaluate and Build
Projected Classification
Plan
AM INN L-rTnrrrr
I �
I
TASK GOALS
• Identify the classification of existing positions utilizing
Evergreen's job evaluation system.
• Review JAT responses.
• Characterize internal equity relationships within Monroe
County.
TASK ACTIVITIES
4.43.1 Review all draft class specifications with the CPM.
4 23.2 Review the work performed by each classification and score.
Review includes evaluation of supervisory comments.
Task 6:0 4,,Q
Evaluate the Current
System
4.33.3 Review JAT scores and identify the classification of positions.
4:43.4 Schedule and conduct additional follow up with employees for
jobs where uncertainty exists over data obtained from the JATs.
463.5 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 JAT scores for each classification. Essentially, a
structure of classifications 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: Final decision
on the minimums and maximums of the pay grades would be
determined after the market data has been collected.
4 63.6 Review recommendations with the CPM.
4 73.7 Discuss questions and categories for the market survey.
KEY PROJECT MILESTONES
• JAT scores by class
• Recommended classification changes
• Preliminaryjob structure based on internal equity
TASK GOAL
• Conduct a comprehensive preliminary evaluation of the
County's existing compensation plan.
TASK ACTIVITIES
&.-14.1 Obtain the existing pay structure and classification and
compensation philosophy. Review the existing pay structure
and look for potential problems to be resolved.
&.-24.2 Determine the strengths and weaknesses of the current pay
plan(s) and the methods used in determining individual pay for
hires, demotions, promotions, methods of progression through
pay ranges, etc.
&.-34.3 Complete an assessment of current conditions that details the
pros and cons of the current system as well as highlights areas
for potential improvement in the final adopted solution.
KEY PROJECT MILESTONES
• Review of existing compensation plan(s)
• Assessment of current conditions
Task6.&,U
TASK GOAL
Develop Compensation
Philosophy
• Facilitate the development of the County's initial compensation
philosophy.
TASK ACTIVITIES
6.5.1 Conduct a thorough review of all background materials related
to the County's compensation system.
"5.2 Review information from department head interviews.
�5.3 Review results of previous steps with the CPM and present
various options for compensation philosophy components.
Coordinate this meeting with the CPM.
6 45.4 Develop initial compensation philosophy based on input from
previous steps.
KEY PROJECT MILESTONE
• Initial compensation philosophy
Task 77M4
TASK GOAL
Identify Ust of Market
Survey Benchmarks
• Identify the proper benchmark positions for the external labor
market assessment to reach an appropriate number.
TASK ACTIVITIES
746.1 Conduct a thorough review of all materials to date, including
employee database, classification listing, interviews,
compensation review, and meetings with CPM.
a.26.2 Identify, from the initial review, a list of classifications
(benchmarks) to include in the labor market survey.
7—.36.3 Submit the proposed list of positions to the CPM for review.
7.46.4 Based on CPM review, make revisions to the benchmark list
and finalize consistent with Evergreen Solutions analysis.
KEY PROJECT MILESTONES
• Preliminary list of benchmark classifications
• Final list of benchmark positions for the external labor market
assessment
Task "y Q TASK GOAL
Identify Approved Ust of
Survey Targets • Identify and develop a comprehensive list of targets for
conducting a successful external labor market assessment.
TASK ACTIVITIES
8.7.1 For each employee group, review with the CPM peer
organizations that must be included in the survey.
8 27.2 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 Key West area;
• economic and budget characteristics; and
• other demographic data.
"7.3 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.
8.47.4 Review survey methodology with CPM and refine survey
methodology prior to distribution of survey.
"7.5 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 9.08.0 TASK GOALS
Conduct Market Survey
and Provide Extemal • Conduct the external labor market salary survey.
Assessment Summary
(Concurrent with Task 9.0 • Provide a summary of the survey results to the CPM for review.
TASK ACTIVITIES
8 -8.1 Prepare a customized external labor market salary survey for
the CPM's approval.
9-.28.2 Contact the targets for electronic completion of the survey.
Provide paper copies by fax, if requested.
9.38.3 Conduct necessary follow-up through e-mails, faxes, and
phone calls.
9-.48.4 Collect and enter survey results into Evergreen Solutions
electronic data analysis tools.
8.58.5 Validate all data submitted.
9-.68.6 Develop summary report of external labor market assessment
results.
9-.78.7 Submit summary report of external labor market assessment
results to CPM.
KEY PROJECT MILESTONES
• Market survey instrument
• Summary report of external labor market assessment results
Task 10. .0 TASK GOALS
Conduct Market Benefits
Survey (Concurrent with . Conduct an external labor market benefits survey.
Task 98.0)
• Provide a summary of the survey results to the CPM for review.
TASK ACTIVITIES
8.49.1 Develop a listing of the benefits provided by the County and
review current vacation, sick leave, holiday, and leave policies
as compared to competitive employers.
&.29.2 Using the list of County provided benefits and major benefits
offerings not provided by the County to develop a list of benefits
to include in the external labor market survey.
"9.3 Develop benefits survey to be included with salary survey
developed in Task 9.0.
9.49.4 Conduct a survey of benefits in use by competitive employers,
to include both private and public employers, and make
recommendations regarding the benefits which the County
might competitively employ in its market.
"9.5 Submit benefits survey to CPM for review.
8.69.6 Revise benefits survey, as needed.
8.9.7 Distribute benefits survey in conjunction with salary survey.
"9.8 Develop and submit summary report of external labor market
benefits results to CPM. Report will include recommendations
regarding how long employees should work before receiving
benefits.
KEY PROJECT MILESTONES
• Catalogue of existing County benefits
0 Benefits survey instrument
• Summary report of external labor market benefits results
Task 4"10.0
Develop Strategic
Positioning
Recommendations
Task 4Z..A110
Conduct Solution Analysis
TASK GOALS
• Assess the appropriateness of the County's current
compensation philosophy.
• Plan for all employees, providing issue areas and preliminary
recommendations for strategic improvement.
TASK ACTIVITIES
41.110.1 Identify the accepted compensation philosophy and
accompanying thresholds.
-210.2 Using the market salary and benefits data collected in
Tasks 8 and 9 and the classification data reviewed in Task 3,
determine the proper pay plan including number of grades,
steps, and ranges.
14-410.3 Identify highly competitive positions within the County
and customize recommendations for compensation where
required.
1410.4 Produce a pay plan(s) that best meets the needs of the
County from an internal equity and external equity standpoint.
KEY PROJECT MILESTONES
• Proposed compensation strategic direction, taking into account
internal and external equity
• Plan for addressing unique, highly competitive positions
TASK GOALS
• Conduct analysis comparing JAT values.
• Survey results for the benchmark positions.
• Produce several possible solutions for implementation.
TASK ACTIVITIES
IQ.411.1 Conduct regression analysis or other appropriate
techniques to properly slot each classification into the proposed
pay plan.
1-2-.211.2 Place all classifications into pay grades based on Task
Activity 11.1. Sort alphabetically by job class title, in
descending order by range, and by old class title and new class
specifications.
1-2-311.3 Create implementation solutions for consideration that
take into account the current position of the organization as
well as the findings from the classification and compensation
analysis. Identify and prepare a range of compensation policy
alternatives.
4-2:411.4 Meet with the CPM to discuss the potential solutions.
4"11.5 Determine the best solution to meet the County's needs
in the short-term and long-term.
-1"11.6 Document the accepted solution.
KEY PROJECT MILESTONES
• Initial regression analysis
• Potential solutions
• Documented final solution
Task 4"12.0
TASK GOAL
Develop
Recommendations for
Compensation
. Develop recommendations for the continued administration by
Administration
County staff to sustain the recommended compensation and
classification structure.
TASK ACTIVITIES
4S412.1 Develop recommendations and guidelines for the
continued administration and maintenance of the classification
and compensation structure, 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 overtime.
13:212.2 Recommend recruitment/retention strategies, where
appropriate.
1"12.3 Present recommendations to the CPM for review.
KEY PROJECT MILESTONES
• Recommendations for compensation administration
• Recommendations for recruitment/retention policies
Task-- 13.0 TASK GOALS
Develop and Submit Draft
and Final Reports . Develop and submit a draft and final report of the Compensation
and Classification Study Services to Monroe County.
• Deliver a presentation to the County.
• Provide training to the County.
• Provide consultation at no cost to the County for up to one year
following project completion.
TASK ACTIVITIES
44-113.1 Produce a comprehensive draft report that captures the
results of each previous step. Provide the draft report to the
CPM for review. The report will include any detailed costs
associated with the implementation of any recommended
changes resulting from this study.
1-4413.2 Submit the comprehensive draft report to the CPM.
14413.3 Make edits and submit necessary copies of the final
report.
4"13.4 Deliver a formal presentation of the final report to
senior staff and County Commissioners, as needed.
14.513.5 Develop a communication plan for sharing study results
with employees
4"13.6 Develop implementation database to communicate the
Process and progress of this project to the CPM and any other
employee or groups designated by the CPM.
3.4-713.7 Develop a plan for maintaining recommendations over
time.
4"13.8 Train in-house staff on sustaining the recommended
classification/compensation system.
-14913.9 Provide consultation by phone at no cost to the County
for a period of 12 months after project completion to ensure
that all aspects of the study results, recommendations, and
implementation plan are clear and maintainable.
KEY PROJECT MILESTONES
• Draft and final reports
• Final presentation
• Communication plan
• Implementation and Maintenance database
• Training
• Consultation
• Update existing class descriptions
• Create new class descriptions as needed ensuring FLSA
EEO/ADA requirement satisfaction
• Provide final version of all class descri tions/specifications in
electronic format (i a MS Word) after approval by the CPM
TASK ACTIVITIES
14.1 Assess current class descriptions for form conten validity. and
ADA compliance
14.2 Discuss new class descrir)tion format with he CPM.
14.3 Revise classification descriptions based on data gathered from
the AT process
14.4 Create new class descriptions for new classifications as
needed Provide complete listing of the allocation of iob classes
to salary range assignments,
14.5 Make FLSA determinations based on work erformed and
federal requirements
14.6 Recommend a systematic regular process for reviewingjob
descriptions
• Ur)dated class descriptions
0 New class descriptions as needed
AGREEMENT
MONROE COUNTY
CONTRACT FOR
Compensation & Classification Study
SERVICES
THIS AGREEMENT Is made and entered into this 17t' day of September, 2013, by
MONROE COUNTY ("COUNTY"), a political subdivision of the State of Florida, whose
address is 1100 Simonton Street, Key West, Florida 33040 and Evergreen Solutions,
LLC CCONTRACTOR"j, whose address is 2878 Remington Green Circle, Tallahassee,
Florida 32312.
Section 1. SCOPE OF SERVICES
CONTRACTOR shall do, perform and carry out in a professional and proper manner
certain duties as described in the Scope of Services — Exhibit A — which is attached
hereto and made a part of this agreement.
CONTRACTOR shall provide the scope of services in Exhibit A for COUNTY.
CONTRACTOR warrants that it is authorized by law to engage in the performance of
the activities 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:
A. The CONTRACTOR shall maintain adequate staffing levels to provide the
services required under the Agreement resulting from the RFP process.
B. The personnel shall not be employees of or have any contractual
relationship with the County. To the extent that Contractor uses
subcontractors or independent contractors, this Agreement specifically
requires that subcontractors and independent contractors shall not be an
employee of or have any contractual relationship with County.
C. All personnel engaged in performing services under this Agreement shall
be fully qualified, and, if required, to be authorized or permitted under
State and local law to perform such services.
Section 2. COUNTY'S RESPONSIBILITIES
2.1 The County will provide such data as is required by the Contractor and is
mutually agreed upon.
2.2 The County will make payments as outlined in Section 4 of this Agreement.
1 of 36
Section 3. TERM OF AGREEMENT
3.1 Except as noted below, this Agreement shall begin on 3`e)day of
2013 and will conclude with delivery of the final deliverab eoutlined in S,ection 1
of this Agreement. Evergreen will complete all work within 120 days of project
start date LRJJ%%-- -e ern _ f
Section 4. PAYMENT TO CONTRACTOR
4.1 Payment will be made according to the Florida Local Government Prompt
Payment Act, Section 218.70, Florida Statutes. The Provider shall submit to the
County an invoice with supporting documentation in a form acceptable to the
Clerk. Acceptability to the Clerk is based on generally accepted accounting
principles and such laws, rules and regulations as may govern the Clerk's
disbursal of funds. The Director of Employee Services will review the request,
note his/her approval on the request and forward it to the Clerk for payment.
Payment will be made in phases as each phase is completed Cl shown in Exhibit
A, Detailed Work Plan.
4.2 Any extension of this Agreement beyond the term noted in Section 3 is
contingent upon annual appropriation by Monroe County.
Section & CONTRACT TERMINATION
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.
Section 6. CONTRACTOR'S ACCEPTANCE OF CONDITIONS
A. CONTRACTOR hereby agrees that he has carefully examined the RFP, his
response, and this Agreement and has made a determination that he/she has the
personnel, equipment, and other requirements suitable to perform this work and
assumes full responsibility therefore. The provisions of the Agreement shall
control any inconsistent provisions contained in the
specifications have been read and carefully considered by CONTRACTOR, who/
understands the same and agrees to their sufficiency for the work to be done.
Under no circumstances, conditions, or situations shall this Agreement be more
strongly construed against COUNTY than against CONTRACTOR.
B. Any ambiguity or uncertainty in the specifications shall not be construed against
the drafter.
C. The passing, approval, and/or acceptance by COUNTY of any of the services
furnished by CONTRACTOR shall not operate as a waiver by COUNTY of strict
compliance with the terms of this Agreement, and specifications covering the
services.
2' of 36
D. CONTRACTOR agrees that County Administrator or his designated
representatives may visit CONTRACTOR'S facility (ies) periodically to conduct
random evaluations of services during CONTRACTOR'S normal business hours.
E. CONTRACTOR has, and shall maintain throughout the term of this Agreement,
appropriate licenses and approvals required to conduct its business, and will at
all times conduct its business activities in a reputable manner. Proof of such
licenses and approvals shall be submitted to COUNTY upon request.
Section 7. NOTICES
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: Employee Services Director
1100 Simonton Street, Suite 2-268
Key West, Florida 33040
To the CONTRACTOR: Evergreen Solutions
2878 Remington Green Circle_
Tallahassee Florida 32312
Section 8. RECORDS
CONTRACTOR shall maintain all books, records, and documents directly pertinent to
performance under this Agreement in accordance with generally accepted accounting
principles consistently applied. Each party to this Agreement or their authorized
representatives shall have reasonable and timely access to such records of each other
party to this Agreement for public records purposes during the term of the agreement
and for five (5) years following the termination of this Agreement. If an auditor
employed by the COUNTY or Clerk determines that monies paid to CONTRACTOR
pursuant to this Agreement were spent for purposes not authorized by this Agreement,
the CONTRACTOR shall repay the monies together with interest calculated pursuant to
Section 55.03 of the Florida Statutes, running from the date the monies were paid to
CONTRACTOR.
Section 9. EMPLOYEES SUBJECT TO COUNTY ORDINANCE NOS. 010 AND 020-
1990
The CONTRACTOR warrants that it has not employed, retained or otherwise had act on
its behalf any former County officer or employee subject to the prohibition of Section 2
of Ordinance No. 010-1990 or any County officer or employee in violation of Section 3
of Ordinance No. 020-1990. For breach or violation of this provision the COUNTY may,
in its discretion, terminate this agreement without liability and may also, in its discretion,
deduct from the agreement or purchase price, or otherwise recover the full amount of
any fee, commission, percentage, gift, or consideration paid to the former County officer
or employee.
3 of_36
Section 10. CONVICTED VENDOR
By signing this agreement, CONTRACTOR represents that the execution of this
Agreement will not violate the Public Entities Crime Act (Section 287.133, Florida
Statutes). Violation of this section shall result in termination of this Agreement and
recovery of all monies paid hereto, and may result in debarment from County's
competitive procurement activities.
A person or affiliate who has been placed on the convicted vendor list following a
conviction for public entity crime may not submit a bid on a Agreement with a public
entity for the construction or repair of a public building or public work, may not perform
work as a CONTRACTOR, supplier, subcontractor, or CONTRACTOR under
Agreement with any public entity, and may not transact business with an
in excess of the threshold amount provided in Section 287.017 of the Florida Statutublic es,
for the Category Two for a period of 36 months from the date of being placed on the
convicted vendor list.
Section 11. GOVERNING LAW, VENUE, INTERPRETATION, COSTS AND FEES
This Agreement shall be governed by and construed in accordance with the laws of the
State of Florida applicable to Agreements made and to be performed entirely in the
State.
In the event that any cause of action or administrative proceeding is instituted for the
enforcement or interpretation of this Agreement, the COUNTY and CONTRACTOR
agree that venue shall lie in the appropriate court or before the appropriate
administrative body in Monroe County, Florida.
Section 12. SEVERABIUTY
If any term, covenant, condition or provision of this Agreement (or the application
thereof to any circumstance or person) shall be declared invalid or unenforceable to any
extent by a court of competent jurisdiction, the remaining terms, covenants, crondltions
and provisions of this Agreement, shall not be affected thereby; and each remaining
term, covenant, condition and provision of this Agreement shall be valid and shall be
enforceable to the fullest extent permitted by law unless the enforcement of the
remaining terms, covenants, conditions and provisions of this Agreement would prevent
the accomplishment of the original intent of this Agreement. The COUNTY and
CONTRACTOR agree to reform the Agreement to replace any stricken provision with a
valid provision that comes as close as possible to the intent of the stricken provision.
4of36
Section 13. ATTORNEY'S FEES AND COSTS
The COUNTY and CONTRACTOR agree that in the event any cause of action or
administrative proceeding Is initiated or defended by any party relative to the
enforcement or interpretation of this Agreement, the prevailing party shall be entitled to
reasonable attorney's fees, and court costs, as an award against the non -prevailing
party. Mediation proceedings initiated and conducted pursuant to this Agreement shall
be in accordance with the Florida Rules of Civil Procedure and usual and customary
procedures required by the Circuit Court of Monroe County.
Section 14. BINDING EFFECT
The terns, 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.
Section 15. AUTHORITY
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.
Section 16. ADJUDICATION OF DISPUTES OR DISAGREEMENTS
COUNTY 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.
Section 17. COOPERATION
In the event any administrative or legal proceeding Is instituted against either party
relating to the formation, execution, performance, or breach of this Agreement,
COUNTY and CONTRACTOR agree to participate, to the extent required by the other
party, in all proceedings, hearings, processes, meetings, and other activities related to
the substance of this Agreement or provision of the services under this Agreement. COUNTY and CONTRACTOR specifically agree that no party to this Agreement shall
be required to enter into any arbitration proceedings related to this Agreement.
Section 18. NONDISCRIMINATION
COUNTY and CONTRACTOR agree that there will be no discrimination against any
person, and it is expressly understood that upon a determination by a court of
competent jurisdiction that discrimination has occurred, this Agreement automatically
I of 36
terminates without any further action on the part of any party, effective the date of the
court order. COUNTY or CONTRACTOR agree to comply with all Federal and Florida
statutes, and all local ordinances, as applicable, relating to nondiscrimination. These
Include but are not limited to: Title VII of the Civil Rights Act of 1964 (PL 88-352) which
prohibits discrimination on the basis of race, color or national origin; Title IX of the
Education Amendment of 1972, as amended (20 USC ss. 1681-1683, and 1685-1686).
which prohibits discrimination on the basis of sex; Section 504 of the Rehabilitation Act
of 1973, as amended (20 USC s. 794), which prohibits discrimination on the basis of
handicaps; The Age Discrimination Act of 1975, as amended (42 USC ss. 6101-6107)
which prohibits discrimination on the basis of age; The Drug Abuse Office and
Treatment Act of 1972 (PL 92-255), as amended, relating to nondiscrimination on the
basis of drug abuse; The Comprehensive Alcohol Abuse and Alcoholism Prevention,
Treatment and Rehabilitation Act of 1970 (PL 91-616), as amended, relating to
nondiscrimination on the basis of alcohol abuse or alcoholism; The Public Health
Service Act of 1912, ss. 523 and 527 (42 USC ss. 690dd-3 and 290ee-3), as amended,
relating to confidentiality of alcohol and drug abuse patent records; Title VIII of the Civil
Rights Act of 1968 (42 USC s. at seq.), as amended, relating to nondiscrimination in the
sale, rental or financing of housing; The Americans with Disabilities Act of 1990 (42
USC s. 1201 Note), as may be amended from time to time, relating to nondiscrimination
on the basis of disability; Any other nondiscrimination provisions in any Federal or state
statutes which may apply to the parties to, or the subject matter of, this Agreement.
Section 19. COVENANT OF NO INTEREST
COUNTY and CONTRACTOR covenant that neither presently has any Interest, and
shall not acquire any interest, which would conflict in any manner or degree with its
performance under this Agreement, and that only interest'of each is to perform and
receive benefits as recited in this Agreement.
Section 20. CODE OF ETHICS
The parties understand that officers and employees of the COUNTY are required to
comply with the standards of conduct for public officers and employees as delineated in
Section 112.313, Florida Statutes, regarding, but not limited to, solicitation or
acceptance of gifts; doing business with one's agency; unauthorized compensation;
misuse of public position, conflicting employment or contractual relationship; and
disclosure or use of certain information.
Section 21. NO SOLICITATION/PAYMENT
The COUNTY and CONTRACTOR warrant that, In respect to itself, it has neither
employed nor retained any company or person, other than a bona fide employee
working solely for it, to solicit or secure this Agreement and that it has not paid or
agreed to pay any person, company, corporation, individual, or firm, other than a bona
fide employee working solely for it, any fee, commission, percentage, gift, or other
consideration contingent upon or resulting from the award or making of this Agreement.
6 of 36
For the breach or violation of the provision, the CONTRACTOR agrees that the
COUNTY shall have the right to terminate this Agreement without liability and, at its
discretion, to offset from monies owed, or otherwise recover, the full amount of such
fee, Commission, percentage, gift, or consideration.
Section 22. PUBLIC ACCESS
The COUNTY and CONTRACTOR shall allow and permit reasonable access to, and
inspection of, all documents, papers, letters or other materials In its possession or under
its control subject to the provisions of Chapter 119, Florida Statutes, and made or
received by the COUNTY and CONTRACTOR in conjunction with this Agreement; and
the COUNTY shall have the right to unilaterally cancel this Agreement upon violation of
this provision by CONTRACTOR.
Section 23. NON -WAIVER OF IMMUNITY
Notwithstanding the provisions of Sec. 768.28, Florida Statutes, the participation of the
COUNTY and the CONTRACTOR in this Agreement and the acquisition of any
liability insurance pool coverage shall not be deemed a waiver of immunity to
commercial liability insurance coverage, self-insurance coverage, or local government extent
the
of liability coverage, nor shall any Agreement entered into by the COUNTY be required
to contain any provision for waiver.
Section 24. PRIVILEGES AND IMMUNITIES
All of the privileges and immunities from liability, exemptions from laws, ordinances, and
rules and pensions and relief, disability, workers' compensation, and other benefits
which apply to the activity of officers, agents, or employees of any public agents or
employees of the COUNTY, when performing their respective functions under this
Agreement within the territorial limits of the COUNTY shall apply to the same degree
and extent to the performance of such functions and duties of such officers, agents,
volunteers, or employees outside the territorial limits of the COUNTY.
Section 25. LEGAL OBLIGATIONS AND RESPONSIBILITIES
Non -Delegation of Constitutional or Statutory Duties. This Agreement is not intended to,
nor shall it be construed as, relieving any participating entity from any obligation or
responsibility imposed upon the entity by law except to the extent of actual and timely
performance thereof by any participating entity, in which case the performance may be
i
offered in satisfaction of the obligation or responsibility. Further, this Agreement s not
intended to, nor shall it be construed as, authorizing the delegation of the constitutional
or statutory duties of the COUNTY, except to the extent permitted by the Florida
constitution, state statute, and case law.
7 of 36
Section 26. NON -RELIANCE BY NON-PARTIES
No person or entity shall be entitled to rely upon the terms, or any of them, of this
Agreement to enforce or attempt to enforce any third -party claim or entitlement to or
benefit of any service or program contemplated hereunder, and the COUNTY and the
CONTRACTOR agree that neither the COUNTY nor the CONTRACTOR or any agent,
officer, or employee of either shall have the authority to inform, counsel, or otherwise
indicate that any particular individual or group of individuals, entity or entities, have
entitlements or benefits under this Agreement separate and apart, inferior to, or superior
to the community in general or for the purposes contemplated in this Agreement.
Section 27. ATTESTATIONS
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 -Collusion Agreement.
Section 28. NO PERSONAL LIABILITY
No covenant or agreement contained herein shall be deemed to be a covenant or
agreement of any member, officer, agent or employee of Monroe County In his or her
individual capacity, and no member, officer, agent or employee of Monroe County shall
be liable personally on this Agreement or be subject to any personal liability or
accountability by reason of the execution of this Agreement.
Section 29. EXECUTION IN COUNTERPARTS
This Agreement may be executed in any number of counterparts, each of which shall be
regarded as an original, all of which taken together shall constitute one and the same
instrument and any of the parties hereto may execute this Agreement by signing any
such counterpart.
Section 30. SECTION HEADINGS
Section headings have been inserted In this Agreement as a matter of convenience of
reference only, and it is agreed that such section headings are not a part of this
Agreement and will not be used in the interpretation of any provision of this Agreement.
Section 31. INSURANCE POLICIES
31.1 General Insurance Requirements for Other Contractors and
Subcontractors.
As a pre -requisite of the work governed, the CONTRACTOR shall obtain. at his/her o
expense, insurance as specified In any attached schedules, which are mwn
ade part of this
8 of 36
contract. The CONTRACTOR will ensure that the insurance obtained will extend
protection to all Subcontractors engaged by the CONTRACTOR. As an alternative, the
CONTRACTOR may require all Subcontractors to obtain Insurance consistent with the
attached schedules; however CONTRACTOR is solely responsible to ensure that said
insurance Is obtained and shall submit proof of insurance to COUNTY. Failure to
provide proof of Insurance shall be grounds for termination of this Agreement.
The CONTRACTOR will not be permitted to commence work governed by this contract
until satisfactory evidence of the required insurance has been famished to the COUNTY
as specified below. Delays In the commencement of work, resulting from the failure of
the CONTRACTOR to provide satisfactory evidence of the required insurance, shall not
extend deadlines specified In this contract and any penalties and failure to
assessments shall be imposed as if the work commenced on the specified date and time, except for the CONTRACTOR's failure to provide satisfactory evidence.
The CONTRACTOR shall maintain the required insurance throughout the entire term of
this contract and any extensions specified in the attached schedules. Failure to comply
with this provision may result in the immediate suspension of all work until the required
insurance has been reinstated or replaced and/or termination of this Agreement and for
damages to the COUNTY. Delays in the completion of work resulting from the failure of
the CONTRACTOR to maintain the required insurance shall not extend deadlines
specified In this contract and any penalties and failure to perform assessments shall be
imposed as if the work had not been suspended, except for the CONTRACTOR's failure
to maintain the required insurance.
The CONTRACTOR shall provide, to the COUNTY, as satisfactory evidence of the
required insurance, either:
• Certificate of Insurance
or
• A Certified copy of the actual insurance policy.
The County, at its sole option, has the right to request a certified copy of any or all insurance
Policies required by this contract.
All Insurance policies must specify that they are not subject to cancellation, non -renewal,
material change, or reduction in coverage unless a minimum of thirty (30) days prior notificcation
is given to the County by the insurer.
The acceptance and/or approval of the Contractor's insurance shall not be construed as
relieving the Contractor from any liability or obligation assumed under this contract or imposed
by law.
The Monroe County Board of County Commissioners, its employees and officials will be
Included as "Additional Insured" on all policies, except for Workers' Compensation.
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31.21nsurance Requirements For Contract Between County And Contractor
Prior to the commencement of work governed by this contract, the CONTRACTOR shall obtain
General Liability Insurance. Coverage shall be maintained throughout the life of the contract
and include, as a minimum:
• Premises Operations
• Bodily Injury Liability
• Expanded Definition of Property Damage
The minimum limits acceptable shall be:
$500-000 Combined Single Limit (CSL)
If split limits are provided, the minimum limits acceptable shall be:
$250,000 per Person
$500,000 per Occurrence
$ 50,000 Property Damage
An Occurrence Form policy is preferred. If coverage is provided on a Claims Made policy, its
Provisions should include coverage for claims filed on or after the effective date of this contract.
In addition, the period for which claims may be reported should extend for a minimum of twelve
(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.
31.3 Vehicle Liability Insurance 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.
• Owned, Non -Owned, and Hired Vehicles
The minimum limits acceptable shall be:
$300,000 Combined Single Limit (CSL)
If split limits are provided, the minimum limits acceptable shall be:
$100,000 per Person
$300,000 per Occurrence
$ 50,000 Property Damage
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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31.4 Workers' Compensation Insurance Requirements
Prior to commencement of work govemed by this contract, the CONTRACTOR shall
obtain Workers' Compensation Insurance with limits sufficient to respond to the
applicable state statutes.
In addition, the CONTRACTOR shall obtain Employers' Liability Insurance with limits of
not less than:
$500,000 Bodily Injury by Accident
$500,000 Bodily Injury by Disease, policy limits
$500,000 Bodily Injury by Disease, each employee
Coverage shall be maintained throughout the entire term of the contract.
Coverage shall be provided by a company or companies authorized to transact
business in the state of Florida.
31.5 Professional Liability Requirements
Recognizing that the work governed by this contract involves the furnishing of advice or
services of a professional nature, the Contractor shall
nce which will respo d urchase and Ito
throughout the life of the contract, Professional Liability Insurace of professional
damages resulting from any claim arising out of the performansi services or any error or omission of the Contractor arising out of work governed this
contract.
The minimum limits of liability shall be:
$500,000 per occurrence/$1,000,000 Aggregate
Section 32. INDEMNIFICATION
The CONTRACTOR does hereby consent and agree to Indemnify and hold harmless
the COUNTY, its Mayor, the Board of County Commissioners, appointed Boards and
Commissions, Officers, and the Employees, and any other agents, individually and
collectively, from all fines, suits, claims, demands, actions, costs, obligations, attorney's
fees, or liability of any kind arising out of the sole negligent actions of the
CONTRACTOR or substantial and unnecessary delay caused by the willful
nonperformance of the CONTRACTOR and shall be solely responsible and answerable
for any and all accidents or injuries to persons or property arising out of its performance
of this contract. The amount and type of insurance coverage requirements set forth
hereunder shall in no way be construed as limiting the scope of indemnity set forth in
this paragraph. Further the CONTRACTOR agrees to defend and pay all legal costs
attendant to acts attributable to the sole negligent act of the
CONTRACTOR.
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At all times and for all Purposes hereunder, the CONTRACTOR is an Independent
contractor and not an employee of the Board of County Commissioners. No statement
contained in this agreement shall be construed so as to find the CONTRACTOR or any
of his/her employees, contractors, servants or agents to be employees of the Board of
County Commissioners for Monroe County. As an independent contractor the
CONTRACTOR shall provide Independent, professional judgment and comply with all
federal, state, and local statutes, ordinances, rules and regulations applicable to the
services to be provided.
The CONTRACTOR shall be responsible for the completeness and accuracy of its
work, plan, supporting data, and other documents Prepared or compiled under its
obligation for this project, and shall correct at its expense all sign cant errors or
omissions therein which may be disclosed, The cost of the work necessary to correct
those errors attributable to the CONTRACTOR and any damage incurred by the
COUNTY as a result of additional costs caused by such errors shall be chargeable to
the CONTRACTOR. This provision shall not apply to any maps, official records,
contracts, or other data that may be provided by the COUNTY or other public or semi-
public agencies.
The CONTRACTOR agrees that no charges or claims for damages shall be made by it
for any delays or hindrances attributable to the COUNTY during the progress of any
portion of the services specified in this contract. Such delays or hindrances, if any, shall
be compensated for by the COUNTY by an extension of time for a reasonable period for
the CONTRACTOR to complete the work schedule. Such an agreement shall be made
between the parties.
PONROE
ESS WHERf�OF, the arties hereto have caused these ��sentso
on the day of j�L 2013. f; �
BOARD OF COUNTY COMMISS.ipNEFiR3' Q
Amy Heaviiln, CLERK z m
COUNTY, FL RIDA '•`.' o
B
y by �+ Q 1.e.��.
a' WePutyClerk Mayor/Chairman
Evergreen Solutions, LLC
---._ by Dr. Jeff Ling
Title: Executive Vice-president
MONROE COUNTY ATTORNEY
APOV DA� To .
KALL
12 of 36 TAL
YN N
ASSIST NII COUNTY ATTORNEY
Date Y' (� l3
EXHIBIT A
The detailed work plan that Evergreen Solutions proposes to use to provide the
Compensation and Classification Study Services to Monroe Cou rovided below.
Note: Evergreen understands that according to Addendum #3, thris study
is will Include
approximately 265 non -union employees in 178 classifications as well as 124 union
employees in 46 classifications who are represented by the Teamsters bargaining unit.
Our work plan is comprised of the following five phases and 14 tasks. We have
included a cost for each phase that upon completion of that phase will be billed to the
County.
Phase 1: Review and Update Job Descriptions ($25,000)
• Task 1: Project Initiation
• Task 2: Collect and Review Current Environment Data
• Task 3: Provide Revised Class Descriptions and FLSA
Determinations
Phase II: Place Jobs in Appropriate Classifications ($12,000)
• Task 4: Evaluate and Build Projected Classification Plan
Phase III: Establish Pay Ranges for each Classification ($30,000)
• Task 5: Evaluate the Current System
• Task 6: Develop Compensation Philosophy
• Task 7: Identify Market Survey Benchmarks
• Task 8: Identify Approved List of Survey Targets
• Task 9: Conduct Market Salary Survey and Provide External
Assessment Summary
• Task 10: Conduct Market Benefits Survey
• Task 11: Develop Strategic Positioning Recommendations
• Task 12: Conduct Solution Analysis
Phase IV: Place Employees within the Appropriate Pay Range ($5,000)
• Task 13: Develop Recommendations for Compensation
Administration
Phase V: Make Recommended Improvements/Alternatives to County's Existing
Classification and Compensation Structure ($10,000)
• Task 14: Develop and Submit Draft and Final Reports
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Task 1.0 TASK GOALS
Project Kick Off
• Finalize the project plan with Monroe County (County).
• Gather all pertinent data.
• Finalize any remaining contractual negotiations.
• Establish an agreeable final time line for all project
milestones and deliverables.
TASK ACTIVITIES
1.1 Meet with the designated County Project Manager
(CPM) to discuss the following objectives:
• understand the County's mission and current
compensation philosophy (if any);
• 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
milestonesldeliverables; and
• establish an agreeable communication schedule.
1.2 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
organization is going and what type of pay plan will
reinforce current and future goals.
1.3 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;
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2.5 Review any data provided by the County that may
provide additional relevant insight.
2.6 Review internal career ladders and make preliminary
recommendations to keep positions. competitive.
KEY PROJECT MILESTONES
• JAT and MIT distribution
• Department head and/or division level director
interviews
• Employee focus groups and employee orientation
sessions
Task 3.0 TASK GOALS
Provide Revised
Class Descriptions • Update existing class descriptions.
and FLSA
Determinations • Create new class descriptions
FLSA, EEO/ADA requirent satisfaction. ensuring
• Provide final version of all class
descriptions/specifications in electronic format (i.e., MS
Word) after approval by the CPM.
TASK ACTIVITIES
3.1 Assess current class descriptions for form, content,
validity, and ADA compliance.
3.2 Discuss new class description format with the CPM.
3.3 Revise classification descriptions based on data
gathered from the JAT process.
3.4 Create new class descriptions for new classifications,
as needed. Provide complete listing of the allocation of
Job classes to salary range assignments.
3.5 Make FLSA determinations based on work performed
and federal requirements.
3.6 Recommend a systematic, regular process for
reviewing job descriptions.
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KEY PROJECT MILESTONES
Updated class descriptions
New class descriptions as needed
Task 4.0 TASK GOALS
Evaluate and Bulid
Projected • Identify the classification of existing positions utilizing
Classification Plan Evergreen's job evaluation system.
• Review JAT responses.
• Characterize internal equity relationships within Monroe
County.
TASK ACTIVITIES
4.1 Review all draft class specifications with the CPM.
4.2 Review the work performed by each classification and
score. Review Includes 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 where uncertainty exists over data
obtained from the JATs.
4.5 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 JAT
scores for each classification. Essentially, a structure of
classifications 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. Final
decision on the minimums and maximums of the pay
grades would be determined after the market data has
been collected.
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