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Professional Services Agreement wtih BDPA for Human Resources Servicesn~. A Human Resources Consulting Group CONTRACT AGREEMENT Between the City of Meridian, Idaho and BDPA, Inc. SECTI+UN UNE Client Identification made this 8 da of ~ r ~ 2012 between City of Meridian, a Corporation organized and Contract a Y herein existin under the laws of the State of Idaho, and herein referred to as City, and BDPA, Inc., of Boise, Idaho, g referred to as Consultants. SECTIQN Two Recitals 1. The Ci is a overnment or anization in the business of providing municipal services to its citizens, and in the ty g g conduct of such business desires to have the following services/tasks performed or provided by Consultants: Professional Human Resources Management Consulting Services 2. S ecific work under this contract will be described in an attached Scope of work entitled Attachments) with p appropriate signatures from the City and Consultants. Proiect Cost Consultants will conduct all work as described for a professional hourly rate of $90. work requested and agreed to beyond the scope of this project will be charged at the professional hourly rate of $90. SECTIQN THREE Status of Consultant This contract calls for the Consultants to perform professional services as an independent contractor and Consultants will not be considered an employee of the City for any purpose. SECTIQN FUUR Insurance In erformance of rofessional services, Consultants will use that degree of care and skill ordinarily exercised p P under similar circumstances by members of the human resources management consulting profession; no other warran ,either expressed or implied, is made in connection with rendering Consultants' services. Consultants shall maintain automobile insurance and statutory Worker's Compensation insurance coverage, employer's liability, and comprehensive general liability insurance coverage. SECTIQN El[VE Limitation of Liability The Consultants will perform the specified work on behalf of the City and only for such specified purposes as described in the Attachments. Under no circumstances will Consultants' liability to the City for any negligent act or omission relating to or arising out of the project exceed the Consultants' total fee for the services rendered. Further it is understood and agreed that Consultants are not liable or responsible for the results of any projects, curve s or other tasks and data collection undertaken as a part of and necessary to the completion of the project. Y a Contract Agreement Between City of Meridian and BDPA, Inc. - 2012 Page 1 nc. A Humsn Resources Consulting Group SECTION SIX ConfidentialitylProprietary Interests and the Ci reco ize that the Consultants may, in the course of performing its services, acquire The Consultants ty gn to information and data that ma be confidential or personal to the individuaUentitydlsclosing such or have access ~ y uire disclosure of such information or data. while the Consultants tasks and the project being undertaken may req tion to the Ci in a eneral, statistical or other non-specific. manner, the City understands and accepts the informa . ty $ . nsultants' limitation that in order to obtain the information and data necessary to perform the assigned tasks and Co coin lete the ro'ect in uestion, all or some of the information specifically obtained by the Consultants in to p p ~ q c in out and coin letin the project is confidential and proprietary to Consultants and may not subject to arry g p g disclosure to the Ci as art of the roject. The Consultants guarantee that .information from or about the City will ty p P be kept confidential. SECTION SEVEN Cancellation The arties a ee that the Ci may cancel the project at any time upon thirty (30} days written notice to consultant, p ~ ~ and subject to a ent to the Consultants for all services rendered by the Consultants toward the completion of J p Yin the ro'ect, u to the time of cancellation, bused on the benchmarks or percentages of completion of the total project pJ p set forth in this proposal, plus a termination charge of 25% of the total remaining value of the contract. SECTION EIGHT' Legal Assistance The Consultants do not render legal advice or legal opinion in its services or products. Such advice may only be iven b a licensed, practicing attorney. Therefore, the Consultants request that the City confers with its g Y .. representing counsel on any issues requiring legal review. SECTION NINE Equal Opportunity Employer The Consultants certify that it is an equal opportunity employer and agrees to provide all. services called for by this contract in accordance with all state and federal statutes governing civil rights and employment discrimination. The Consultants shall further comply with such other relevant acts as may be required by the City. In witness hereof, by the signatures below, the parties agree to all parts, sections and conditions of this contract as stated herein. BDPA, Inc, City of Meridian By ~. By • Title ~,~,.~ ~~~ ~~.~.:.~' Titlc ~~~~ - Date ~d - ~ ~ _ a ~ ~~ Date ~ - ~,~ ~ Zo ~ ~-. © Contract Agreement Between City of Meridian and BDPA, Inc. - 2012 Page 2 ;,: nc. A Human Resources Consulting Group ATTACHMENT 1 TO CONTRACT AGREEMENT For a Classification and Compensation Project Between the City of Meridian and BDPA, Inc. SCOPE OF WORK: Conduct a Review of Internal Alignment ' rnal Ali ment will include a thorough review of the hierarchy of jobs across occupational A review of Irate gn ' levels of res nsibili in the Ci of Meridian. This enables BDPA and the City to provide categones and po tY tY ' 'non how em to ees are aid and validation for the Equal Pay Act. Using common evaluation ~ ustificatio p y p ' abs are eventuall assi ed to a ades. Job valuation essentially has little relationship with factors, ~ y gr- p Y ~ com ensation exce t that the rocess of valuing a j ob results in that j ob being assigned to a pay grade. p ~ p p The E ual Pa Act re wires that 'obs of equal value should be paid equitably and to -use at least four q Y q ~ factors in determinin a 'ob's value: scope of responsibility, level of effort, skill and working conditions. g J In the ast BDPA has worked with City leaders to identify other factors that exist in all fobs; the factors p are essential to differentiate levels of job worth. Having a well documented job valuation process is also beneficial to the Ci should an challenges occur based on federal statutes, including the Lilly Ledbetter tY Y . Fair Pa Act aased in 2009 b Con ess. BDPA will use the City's current fob valuation factors or work Y p y ~ with Human Resources staff to refine new factors. BDPA icall utilizes the whole Job Method of position evaluation to determine internal equity, ~ Y because it considers the internal hierarchy within departments, conforms to regulatory compliance, and still maintains some flexibili while complying with regulations. As .with any job valuation method, tY consistenc in irate retation and application of the evaluation factors is extremely important. when fobs Y ~ . are evaluated using the defined factors, consideration must be given. for the line of progression or hierarch of ositions within an occupational or job series. On face value, each job could be evaluated y P h based on a similar interpretation of any given ~ ob factor. However, in consideration of rank and hierarc y, the 'obs must be evaluated at different levels. Jabs must be viewed globally for the City as a whole and ~ . BDPA will engage in this process as an independent, objective group. Eve classification s ecifcation will be analyzed as though it is vacant: the incumbent's skills, education, rY p .. or ex rience are not considered; the focus is on the fob s primacy functions and minimum qualifications. ~ . As each s ecification is analyzed, BDPA will also evaluate the fob s classification under the Fair Labor p .. Standards Act FLSA) to recommend the positron as Exempt orNon-Exempt (covered under the Act). t BDPA will conduct the review using current job descriptions that we understand have been kept up-to- date. In order to ensure accuracy however, we will ask each department head to review the current job descri tiara with em to ees and determine if they accurately portray the primary function of the job and p pY the minimum qualifications of the job, as if it were vacant. BDPA will work with the City's Human Resources staff to answer questions about a j ob's primary function, required skill set, and other minimum quali.ficatipns. ©Contract Agreement Between City of Meridian and BDPA, Inc. ~ ZoIZ Page 3 A Human Resources Consulting Group We antici ate that several of the upper tier City jobs may have significantly changed in primary function p and minimum ualifications durin the past few years, and those would need to be thoroughly reviewed. q g We assume that a roximatel 15 positions may need to have new class specifications. For these fobs pp y .. BDPA ma have the em to ee complete a Position Description Questionnaire and then interview the y pY em to ee and/or mono er. We will then draft new class specifications,. if necessary, for review by Human pY g Resources before they are finalized. BDPA will re are a report outlining our recommendations to the Human Resources Director. pp Ezpected Outcomes As a result of this project, the City may expect to receive: • An evaluation of all classification specifications in accordance with the Equal Pay Act; • A 'ob valuation s stem and rocess that establishes and maintains internal equity and that can be ~ Y P used in the future by human resources staff for new or re-defined jobs; • A Kinds and Levels Chart that shows the alignment of jobs throughout the City; • A detailed ex lanation of j ob valuation methodology and all original documentation of j ob P analysis; and • Recommendations for ad'ustments, title changes, and/or other important considerations by the City. J Pro'eet Timeline BDPA antici ates this ro' ect will take abut a month to complete, with final recommendations by March p pJ ~~, Zo~z. Fee Pro osal BDPA, Inc. will perform all tasks based on an hourly rate of $90.00 per hour. Hours Services ~ Project Description ~includ~ mee~ngs $90lhour TOTAL wls Review approximately 14Q class specs (grade levels A-P}and 22 ~$ Public Safe "Clvlhan" class s cS Prepare approximately 1 ~ new class $ s ecs, if needed Develop recommendations and 10 review with Human Resources ~, TtJT 4fi 4,140 4,140 4 Contract Agreement Between City of Meridian and BDPA, Inc. - 2012 Page 4 .. n~. A Numan Resources Conauiting Group ' si atures below the .artier agree to all pets, sections and cond~ons of this Attachment 1 1n witness hereof, by the gn ~ P of the contract as stated herein. BDPA, Inc. ~` ~. By ~~ ~-~ ~,.~ Title ~ ~sr~~ ~~. City of Meridian By Tale C..~ou ~ Date ~ - ~ ~~Z. Date ~. • ~, ~ - 2~ ~ 2 4 Contract regiment Between City of Meridian and BDPA, inc. - Zo12 Page 5 ~` 11C. A Human Resources Conauttinq Grasp ATTACHMENT 2 TO CONTRACT AGREEMENT For a Classification and Compensation Project Between the City of Meridian and BDPA, Inc. SCOPE OF WORK: Evaluate and Redesign Compensation Plan The Cit of Meridian's Legal and Human Resources staff have been tasked by the Mayor to explore a Y re-desi n of the Cit 's compensation plan with the goal of developing aplan/system that is fairly g Y . redictable and standardized for budgeting and implementation purposes. The plan must be easily p understandable b all employees, not only about how it works but how it was developed and how it will Y be administered regarding market rates. The Le al and Human Resources staff asked BDPA to assist in this project by interviewing all g department heads to determine their goals and challenges; to analyze the current three pay structures (Police, Fire and General); to consider the costs of implementation,. particularly in light of recent economic conditions; and to recommend a pay structure design that reasonably integrates all of these elements. BDPA will work with the City's Human Resources staff to set up interviews, meet with the City's mans ement team as a group, discuss compensation methodology and debate several alternative g .. approaches and recommendations, and prepare a report for the Mayor s consideration. We anticipate meeting individually with every department head, meeting with the management team at least twice, meeting at least once with the Mayor, and meeting at least three times with the LegallHR staff. BDPA will prepare a final report outlining our recommendations to the Legal/Human Resources Director and Mayor. Proiect Timeline BDPA anticipates this project will take about six weeks to complete, with final recommendations by February 1, 2013. Fee Proposal BDPA, Inc. will perform all tasks based on an hourly rate of $90.00 per hour. Project Description Hours Services @ $90/hour TOTAL Meet with dept. heads/mgt. team 20 1,800 Meet with LegallHR 12 1,080 Prepare recommendationslfinalrepom 12 1,080 TOTAL - 44 3,960 $ 3,960 ©Contract Agreement Between City of Meridian and BDPA, Inc., Attachment 2 - 2012-2013 Page 1 Mar 261311;47a .Brazier 12083888650 p~2 l,.; ~~~~ ~~~• s A Human Resaurcca Caaeuliinq G-oug sections and conditions of this ~n witness hereof, by the signatures beiflw, th.e partiies agree to ail parts, Attachment 1 of the contract as stated herein. BUPA, Inc, / i ,r By ..~~ ,~ Title t r~.. ~, f .~~,'~ - ~_____. owe .~-~7-ao~3 City Meridian By C '~ Title Date ~In ~13 ~ Con#rae# Agreement Be#ween City a~''V~eridian and ~3DP~, Znc., Attachment 2 - 20~Z-2013 Page 2 12083888650 p.1 Mar2613 02;13p Brazier ~~f ., ,... .,. ~~cr B[~~~ A Human R4sourceg Consul8na Group ATTACHMENT 3 TO CONTRACT AGREEMENT For a Classification and Compensation Project Between the City of Meridian and BDPA, Inc, SCOPE OF WORK: Evaluate and Redesign Compensation Plan This project has included more meetings and preparation time khan originally e~,pected and projected in Attachment 2 to the Contract Agreen~ez~t. Attachment 3 adds $1,Oa0 to c~~er the professional hours needed to complete the project. to witness hereof, by the signatures below, the parties agree to all parts, sections and. cond~tians of this Attachment 3 Qf the contract as stated herein. BDPA, Inc. :- I ~~ ~ t Date ~ "~ ~ ~' ~ ~ ~ Title Date ~1tV e~idian ~ Contract Agreement Between City of Meridian and BDPA, tnc., Attachment -2412 2Qt3 Page I