HomeMy WebLinkAboutRFP - P1014 PAY FOR PERFORMANCE SERVICESREQUEST FOR PROPOSAL
P1014 Pay for Performance System
Written proposals, seven (7) will be received at the City of Fort Collins' Purchasing Division, 215
North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00 p.m.
(our clock), March 15, 2006. Proposal No. P1014. If delivered, they are to be sent to 215 North
Mason Street, 2"d Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort
Collins, 80522-0580.
Questions concerning the scope of the project should be directed to Project Manager Rick
DeLaCastro, 970-221-6845.
Questions regarding proposals submittal or process should be directed to James B. O'Neill, II, CPPO,
FNIGP, (970) 221-6775.
A copy of the Proposal may be obtained as follows:
Download the Proposal/Bid from the BuySpeed Webpage,
https:Hsecure2.fcqov.com/bso/login.msp
2. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a
copy of the Bid.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a
financial interest in the sale to the City of any real or personal property, equipment, material, supplies
or services where such officer or employee exercises directly or indirectly any decision -making
authority concerning such sale or any supervisory authority over the services to be rendered. This
rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor,
entertainment, kickback or any items of monetary value from any person who has or is seeking to do
business with the City of Fort Collins is prohibited.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be
rejected and reported to authorities as such. Your authorized signature of this proposal assures that
such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Sincerely,
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
215 North Mason Street • 2nd Floor 0 P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • Fax (970) 221-6707 www.fe2ov.com
6. Compensation. [Use this paragraph or Option 1 below.] In consideration
of the services to be performed pursuant to this Agreement, the City agrees to pay
Professional a fixed fee in the amount of
All such fees and costs shall not exceed
($ ) plus reimbursable direct costs.
($ ). Monthly partial payments
based upon the Professional's billings and itemized statements are permissible. The
amounts of all such partial payments shall be based upon the Professional's City -verified
progress in completing the services to be performed pursuant hereto and upon the City's
approval of the Professional's actual reimbursable expenses. Final payment shall be
made following acceptance of the work by the City. Upon final payment, all designs,
plans, reports, specifications, drawings, and other services rendered by the Professional
shall become the sole property of the City.
6. Compensation. [Option 1] In consideration of the services to be
performed pursuant to this Agreement, the City agrees to pay Professional on a time and
reimbursable direct cost basis according to the following schedule:
Hourly billing rates:
Reimbursable direct costs:
with maximum compensation (for both Professional's time and reimbursable direct costs)
not to exceed ($ ). Monthly partial payments based upon the Professional's
billings and itemized statements of reimbursable direct costs are permissible. The
amounts of all such partial payments shall be based upon the Professional's City -verified
progress in completing the services to be performed pursuant hereto and upon the City's
approval of the Professional's reimbursable direct costs. Final payment shall be made
following acceptance of the work by the City. Upon final payment, all designs, plans,
reports, specifications, drawings and other services rendered by the Professional shall
become the sole property of the City.
10
7. City Representative. The City will designate, prior to commencement of
work, its project representative who shall make, within the scope of his or her authority,
all necessary and proper decisions with reference to the project. All requests for
contract interpretations, change orders, and other clarification or instruction shall be
directed to the City Representative.
8. Project Drawings. Upon conclusion of the project and before final
payment, the Professional shall provide the City with reproducible drawings of the
project containing accurate information on the project as constructed. Drawings shall be
of archival, prepared on stable mylar base material using a non -fading process to
provide for long storage and high quality reproduction. "CD" disc of the as -built
drawings shall also be submitted to the owner in and AutoCAD version no older then the
established city standard.
9. Monthly Report. Commencing thirty (30) days after the date of execution
of this Agreement and every thirty (30) days thereafter, Professional is required to
provide the City Representative with a written report of the status of the work with
respect to the Scope of Services, Work Schedule, and other material information.
Failure to provide any required monthly report may, at the option of the City, suspend the
processing of any partial payment request.
10. Independent Contractor. The services to be performed by Professional
are those of an independent contractor and not of an employee of the City of Fort
Collins. The City shall not be responsible for withholding any portion of Professional's
compensation hereunder for the payment of FICA, Workers' Compensation, other taxes
or benefits or for any other purpose.
11. Personal Services. It is understood that the City enters into this
Agreement based on the special abilities of the Professional and that this Agreement
shall be considered as an agreement for personal services. Accordingly, the
11
Professional shall neither assign any responsibilities nor delegate any duties arising
under this Agreement without the prior written consent of the City.
12. Acceptance Not Waiver. The City's approval of drawings, designs, plans,
specifications, reports, and incidental work or materials furnished hereunder shall not in
any way relieve the Professional of responsibility for the quality or technical accuracy of
the work. The City's approval or acceptance of, or payment for, any of the services shall
not be construed to operate as a waiver of any rights or benefits provided to the City
under this Agreement.
13. Default. Each and every term and condition hereof shall be deemed to be
a material element of this Agreement. In the event either party should fail or refuse to
perform according to the terms of this agreement, such party may be declared in default.
14. Remedies. In the event a party has been declared in default, such
defaulting party shall be allowed a period of ten (10) days within which to cure said
default. In the event the default remains uncorrected, the party declaring default may
elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as
continuing and require specific performance; or (c) avail himself of any other remedy at
law or equity. If the non -defaulting party commences legal or equitable actions against
the defaulting party, the defaulting party shall be liable to the non -defaulting party for the
non -defaulting party's reasonable attorney fees and costs incurred because of the
default.
15. Binding Effect. This writing, together with the exhibits hereto, constitutes
the entire agreement between the parties and shall be binding upon said parties, their
officers, employees, agents and assigns and shall inure to the benefit of the respective
survivors, heirs, personal representatives, successors and assigns of said parties.
16. Law/Severability. The laws of the State of Colorado shall govern the
construction, interpretation, execution and enforcement of this Agreement. In the event
12
any provision of this Agreement shall be held invalid or unenforceable by any court of
competent jurisdiction, such holding shall not invalidate or render unenforceable any
other provision of this Agreement.
17. Special Provisions. [Optional] Special provisions or conditions relating to
the services to be performed pursuant to this Agreement are set forth in Exhibit "_",
consisting of ( ) page[s], attached hereto and incorporated herein by this
reference.
THE CITY OF FORT COLLINS, COLORADO
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
DATE:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
[Insert Professional's name] or
[Insert Partnership Name] or
[Insert individual's name]
Doing business as [insert name of business]
am
Title:
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST:
Corporate Secretary
(Corporate Seal)
13
City of Fort Collins
Request for Proposal
P1014 Pay for Performance System
I. BACKGROUND
The City of Fort Collins ("The City') is interested in developing an employee Pay for Performance
(PFP) system. The City is seeking a system that will fairly and accurately assess employee
performance and provide a basis for linking that performance measurement to pay. The City
desires a system of rewarding excellent performance and holding employees accountable for poor
performance. It is in need of a standard evaluation system that will assess, manage and track
employee performance while providing management and supervisors ease of use, universal
competency measurement and the flexibility to adequately assess unique performance criteria.
Additionally, the City understands the importance of providing a system that is understood and
accepted by employees, and meets the expectations of the City's executive leadership and
elected officials. This system will be affordable and consistent with budget constraints.
The City is requesting proposals to work with the City Manager, the Executive Lead Team (ELT)
and the Department of Human Resources (HR) to design, develop and implement a system that
will interface with current Human Resource, Payroll and IT systems. Based on the proposals
received, the City may select a vendor to provide consulting services for the design, development
and implementation of a PFP system.
II.
SERVICES TO BE PROVIDED
A. Expected Services
The City of Fort Collins is looking for a vendor to work with the ELT and HR to develop a
program for the successful implementation of employee Pay for Performance (PFP). The
system will include:
• PFP internal policy document
• On-line performance appraisal tool
• Integrated pay system
1. Overview
City Organization
The City of Fort Collins is a municipal organization. It is a "full service" Council -Manager
form of government, organized into the following major service providers:
• Information Services and Technology
• Community Planning & Environmental Services
• Cultural, Library and Recreational Services
• Executive, Legal and Judicial Services
• Police Services
• Transportation Services
• Utility Services
City Council and City management are interested in connecting employee pay with
performance for the purposes of:
2/9/00
• rewarding excellent performance
• holding employees accountable for poor performance
• providing incentive for performance improvement
• defining training and development opportunities
• establishing and assessing goals, and
• paying employees in a fair and consistent way
Employee Classification and Pay
The City of Fort Collins employs approximately 1,400 people. The employee population
is broken into the following categories:
1. Classified — authorized, budgeted exempt or non-exempt, part-time or full-time
positions. Classified employees who complete an introductory period can only be
terminated for cause.
2. Unclassified Management - authorized, budgeted management, part-time or full
time positions.
3. Contractual — supplementary, exempt or non-exempt, part-time or full-time
positions,
4. Hourly with No Benefits — department designated positions typically associated
with a shorter duration of employment or sporadic work schedule.
5. Hourly with Benefits — department designated positions.
Employment for Unclassified Management, Contractual and Hourly employees is at the
mutual consent of the City and the employee.
The City currently provides merit increases ranging from 0-4% of base pay to Classified
and Unclassified Management employees who demonstrate acceptable performance via
a performance evaluation. The increase amount is at the discretion of the employee's
supervisor, but must be within the range set by Compensation Administration Policies.
Increases typically occur once per year. (Most positions were subject to a wage freeze
from 2003 — 2005.) Contractual and Hourly employees are eligible to receive
consideration for pay increases. These increases are typically determined at the time of
contract renewal or re -hire and are based on performance, department budget, internal
equity and market value of the job.
In 2006, employees on the merit pay system received a 04% merit increase, and a
1.9% cost of living increase. Employees on the skills -based pay system were eligible to
receive up to an increase of 10%.
2. PFP Information
Performance Evaluation
The City piloted a common, on-line performance evaluation form in 2005. This form is
being used to standardize the way supervisors evaluate employee performance across
the City. It includes sections for goals and objectives, evaluation of general
competencies, training and development planning and a statement about how the
position supports the broader mission and vision of the organization. This form will need
further review and modification in light of Section B.3 below (form attached).
In 2004, the City's Executive Leadership Team met to define criteria for a planned
implementation of PFP. The implementation was cancelled due to employee concerns
and pending changes in the management of the organization.
2/9/00
B. Specific Requirements
The City is looking for vendors who can meet the following requirements.
1. Project Management
Vendor selection will be dependent upon the vendor's ability to:
• Confirm and understand the pay and performance management philosophies of
the Council and City Management by meeting with management representatives;
• Assess the organization's culture, needs and desires. This includes gaining
insight into the concerns and objectives of employees by conducting employee
focus groups;
• Provide options, recommendations and possible associated outcomes for
management and Council to evaluate
• Develop a system that is consistent with current infrastructure, system and
budget constraints;
• Develop, deliver and implement the PFP system for use by January 1, 2007;
• Work in conjunction with HR to provide employee communication and
opportunities for involvement throughout the process;
• Work in conjunction with the management team and employees to evaluate the
success of the PFP system post implementation
2. System Requirements
Proposed performance evaluation tools must utilize or be capable of interfacing with
Oracle's (formerly JDEdwards) Enterprise Resource Planning system and specifically
the JDEdwards Performance Management module. The City will be moving to the Web
Client Version, 8.11 in June 2006.
3. Performance Evaluation Tool
The City is seeking online performance appraisal system options that will provide the
following:
• Be compatible with above system requirements;
• Provide for evaluation of standard, universal competencies;
• Offer flexibility to include assessment of additional job specific competencies;
• Provide options on how assessment of employee performance is made (text,
numeric, rating scale, weighted ratings);
• Allow for electronic approval and signature;
• Provide potential for 360-degree feedback;
• Be easy to use and update.
III. QUESTIONNAIRE
Instructions:
This section is intended to provide additional information for evaluating which vendors best meet
the City's needs. All explanations should be labeled in the response to the RFP.
2/9/00
If you are unable to answer a question, please indicate why you cannot. If you are unwilling to
disclose particular information asked in a question, please indicate why you will not respond.
General
1. Briefly describe your experience in designing and implementing PFP systems.
2. What methods have you used to initiate a PFP project with a new client? What
information would you gather initially? Who would you contact and how?
3. Why are you qualified to serve as the vendor for this project with the City?
4. How much experience do you have implementing PFP systems within a government
setting?
5. Do you recommend that organizations involve employees in the PFP development
process? Why or why not?
6. If your experience suggests that employees should be involved in the development
of PFP, how have you done so? In your experience, what works best?
7. Describe your approach to employee communication throughout the project? How
do you keep employees informed? Who provides the communication and how?
8. Provide several examples of how you have linked specific levels of employee
performance to pay. What obstacles presented themselves in the examples you
provide?
9. Provide an example of a timeline you've used for a similar project. Will you be able
to deliver and implement a PFP system for use by January 1, 2007?
10. Name the online systems with which you have experience. Are you capable of
implementing the recommended system or would you need to sub -contract with
another firm?
11. What specific concerns do you see in implementing a PFP system in a City which
historically has provided across-the-board pay increases to all employees? Describe
what steps you have taken in similar situations to overcome resistance from
employees.
12. Please provide a list of 10 references that are willing to comment on your firm's
ability to successfully implement a PFP system. At least five of these references
should be in the public sector, preferably municipal governments.
13. Please provide an itemized schedule of each service proposed and the cost
associated with that service (include an itemization for the system integration with
Oracle's [formerly JDEdwards] Enterprise Resource Planning system and specifically
the JDEdwards Performance Management module). Is there flexibility in this
schedule?
2/9/00
14. Please provide a detailed list of the qualifications of the principal consultant to be
assigned to this project and all other associates who will provide assistance.
IX. REVIEW AND ASSESSMENT
Professional firms will be evaluated on the following criteria. These criteria will be the basis for
review of the written proposals and interview session.
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and
5 being an outstanding rating.
WEIGHTING
QUALIFICATION
STANDARD
FACTOR
2.0
Scope of Proposal
Does the proposal show an understanding of the
project objective, methodology to be used and
results that are desired from the project?
2.0
Assigned Personnel
Do the persons who will be working on the project
have the necessary skills? Are sufficient people of
the requisite skills assigned to the project?
1.0
Availability
Can the work be completed in the necessary time?
Can the target start and completion dates be met?
Are other qualified personnel available to assist in
meeting the project schedule if required? Is the
project team available to attend meetings as
required by the Scope of Work?
1.0
Motivation
Is the firm interested and are they capable of doing
the work in the required time frame?
2.0
Cost and
Do the proposed cost and work hours compare
Work Hours
favorably with the project Manager's estimate? Are
the work hours presented reasonable for the effort
required in each project task or phase?
2.0
Firm Capability
Does the firm have the support capabilities the
assigned personnel require? Has the firm done
previous projects of this type and scope?
2/9/00
X. Reference evaluation (Top Ranked Firm)
The project Manager will check references using the following criteria. The evaluation
rankings will be labeled Satisfactory/Unsatisfactory.
QUALIFICATION
STANDARD
Overall Performance
Would you hire this Professional again? Did
they show the skills required by this project?
Timetable
Was the original Scope of Work completed
within the specified time? Were interim
deadlines met in a timely manner?
Completeness
Was the Professional responsive to client
needs; did the Professional anticipate
problems? Were problems solved quickly and
effectively?
Budget
Was the original Scope of Work completed
within the project budget?
Job Knowledge
a) If a study, did it meet the Scope of Work?
b) If Professional administered a construction
contract, was the project functional upon
completion and did it operate properly?
Were problems corrected quickly and
effectively?
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below, by
and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation,
hereinafter referred to as the "City" and , [insert either a corporation, a partnership
or an individual, doing business as 1, hereinafter referred to as
"Professional".
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is
agreed by and between the parties hereto as follows:
1. Scope of Services. The Professional agrees to provide services in
accordance with the scope of services attached hereto as Exhibit "A", consisting of
() page[s], and incorporated herein by this reference.
2. The Work Schedule. [Optional] The services to be performed pursuant
to this Agreement shall be performed in accordance with the Work Schedule attached
hereto as Exhibit "B", consisting of ( ) page[s], and incorporated herein by
this reference.
3. Time of Commencement and Completion of Services. The services to be
performed pursuant to this Agreement shall be initiated within ( ) days
following execution of this Agreement. Services shall be completed no later than
Time is of the essence. Any extensions of the time limit set forth above must be agreed
upon in writing by the parties hereto.
4. Early Termination by City. Notwithstanding the time periods contained
herein, the City may terminate this Agreement at any time without cause by providing
written notice of termination to the Professional. Such notice shall be delivered at least
C
fifteen (15) days prior to the termination date contained in said notice unless otherwise
agreed in writing by the parties.
All notices provided under this Agreement shall be effective when mailed, postage
prepaid and sent to the following addresses:
Professional: City: With Copy to:
In the event of any such early termination by the City, the Professional shall be paid for
services rendered prior to the date of termination, subject only to the satisfactory
performance of the Professional's obligations under this Agreement. Such payment shall
be the Professional's sole right and remedy for such termination.
5. Design, Project Indemnity and Insurance Responsibility. The
Professional shall be responsible for the professional quality, technical accuracy, timely
completion and the coordination of all services rendered by the Professional, including
but not limited to designs, plans, reports, specifications, and drawings and shall, without
additional compensation, promptly remedy and correct any errors, omissions, or other
deficiencies. The Professional shall indemnify, save and hold harmless the City, its
officers and employees in accordance with Colorado law, from all damages whatsoever
claimed by third parties against the City; and for the City's costs and reasonable
attorneys fees, arising directly or indirectly out of the Professional's negligent
performance of any of the services furnished under this Agreement. The Professional
shall maintain commercial general liability insurance in the amount of $500,000
combined single limits, and errors and omissions insurance in the amount of
so