HomeMy WebLinkAboutAgenda Report - July 21, 2021 C-28AGENDA ITEM C4929
CITY OF LODI
COUNCIL COMMUNICATION
TM
AGENDA TITLE: Adopt Resolution Approving a Total Compensation Survey on Classifications in the
International Brotherhood of Electrical Workers Bargaining Unit Conducted by CPS
HR Consulting
MEETING DATE: July 21, 2021
SUBMITTED BY: Human Resources Manager
RECOMMENDED ACTION: Adopt Resolution Approving a Total Compensation Survey on
Classifications in the International Brotherhood of Electrical Workers
Bargaining Unit Conducted by CPS HR Consulting.
BACKGROUND INFORMATION: The Memorandum of Understanding (MOU) between the City and
International Brotherhood of Electrical Workers (IBEW) Local Union
1245 expires on December 31, 2021. The City and IBEW are
entering into negotiations for a successor MOU and the City desires to have a comprehensive total
compensation survey completed to use during the negotiation process.
Recently, the labor market for electric utility positions has become highly competitive and the City has
experienced significant challenges to attract and retain qualified workers in many of the IBEW positions.
It will be instrumental to the City's bargaining process to understand where our wages and benefits
compare with the current labor market for these specialized classifications. In addition, it has been over
ten (10) years since the City contracted for a comprehensive total compensation study and having a
study performed will benefit the City for several years.
The City received a proposal from CPS HR Consulting to prepare a comprehensive study. The proposed
cost to prepare the study is not to exceed $24,750.
Staff requests to that Council approve the proposal with CPS HR Consulting to complete the study.
FISCAL IMPACT: The cost is not to exceed $24,750
FUNDING AVAILABLE: Funding to be split between Public Works and Electric Utility on a pro -rata
basis as follows: $928.12 (53053001); $928.13 (56052001) and $22,893.75
(50060001.72450)
Andrew Keys (111 13, 202114:15 PDT)
Andrew Keys, Deputy City Manager/Internal Services Director
Adele Post, Human Resources Manager
APPROVED: Steve Schwabauer
Stephen Schwabauer, City Manager
AGREEMENT FOR PROFESSIONAL SERVICES
ARTICLE 1
PARTIES AND PURPOSE
Section 1.1 Parties
THIS AGREEMENT is entered into on 2021, by and between the CITY
OF LODI, a municipal corporation (hereinafter "CITY"), and CPS HR Consulting, a
California Joint Powers Authority (hereinafter "CONTRACTOR").
Section 1.2 Purpose
CITY selected the CONTRACTOR to provide the services required in
accordance with attached Scope of Services, Exhibit A, attached and incorporated by
this reference.
CITY wishes to enter into an agreement with CONTRACTOR for Total
Compensation Study for up to thirteen (13) benchmarked IBEW positions and up to
seven (7) labor markets (hereinafter "Project") as set forth in the Scope of Services
attached here as Exhibit A. CONTRACTOR acknowledges that it is qualified to provide
such services to CITY.
ARTICLE 2
SCOPE OF SERVICES
Section 2.1 Scope of Services
CONTRACTOR, for the benefit and at the direction of CITY, shall perform the
Scope of Services as set forth in Exhibit A.
Section 2.2 Time For Commencement and Completion of Work
CONTRACTOR shall commence work pursuant to this Agreement, upon receipt
of a written notice to proceed from CITY or on the date set forth in Section 2.6,
whichever occurs first, and shall perform all services diligently and complete work under
this Agreement based on a mutually agreed upon timeline or as otherwise designated in
the Scope of Services.
CONTRACTOR shall submit to CITY such reports, diagrams, drawings and other
work products as may be designated in the Scope of Services.
CONTRACTOR shall not be responsible for delays caused by the failure of CITY
staff to provide required data or review documents within the appropriate time frames.
The review time by CITY and any other agencies involved in the project shall not be
counted against CONTRACTOR's contract performance period. Also, any delays due to
weather, vandalism, acts of God, etc., shall not be counted. CONTRACTOR shall
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remain in contact with reviewing agencies and make all efforts to review and return all
comments.
Section 2.3 Meetings
CONTRACTOR shall attend meetings as may be set forth in the Scope of
Services.
Section 2.4 Staffing
CONTRACTOR acknowledges that CITY has relied on CONTRACTOR's
capabilities and on the qualifications of CONTRACTOR's principals and staff as
identified in its proposal to CITY. The Scope of Services shall be performed by
CONTRACTOR, unless agreed to otherwise by CITY in writing. CITY shall be notified
by CONTRACTOR of any change of Project Manager and CITY is granted the right of
approval of all original, additional and replacement personnel at CITY's sole discretion
and shall be notified by CONTRACTOR of any changes of CONTRACTOR's project staff
prior to any change.
CONTRACTOR represents it is prepared to and can perform all services within
the Scope of Services (Exhibit A) and is prepared to and can perform all services
specified therein. CONTRACTOR represents that it has, or will have at the time this
Agreement is executed, all licenses, permits, qualifications, insurance and approvals of
whatsoever nature are legally required for CONTRACTOR to practice its profession, and
that CONTRACTOR shall, at its own cost and expense, keep in effect during the life of
this Agreement all such licenses, permits, qualifications, insurance and approvals, and
shall indemnify, defend and hold harmless CITY against any costs associated with such
licenses, permits, qualifications, insurance and approvals which may be imposed against
CITY under this Agreement.
Section 2.5 Subcontracts
Unless prior written approval of CITY is obtained, CONTRACTOR shall not enter
into any subcontract with any other party for purposes of providing any work or services
covered by this Agreement.
Section 2.6 Term
The term of this Agreement commences on July 22, 2021 and terminates upon
the completion of the Scope of Services or on October 31, 2021, whichever occurs first.
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ARTICLE 3
COMPENSATION
Section 3.1 Compensation
CONTRACTOR's compensation for all work under this Agreement shall conform
to the provisions of the Fee Proposal, attached hereto as Exhibit B and incorporated by
this reference.
CONTRACTOR shall not undertake any work beyond the scope of this
Agreement unless such additional work is approved in advance and in writing by CITY.
Section 3.2 Method of Payment
CONTRACTOR shall submit invoices for completed work on a monthly basis, or
as otherwise agreed, providing, without limitation, details as to amount of hours,
individual performing said work, hourly rate, and indicating to what aspect of the Scope
of Services said work is attributable. CONTRACTOR's compensation for all work under
this Agreement shall not exceed the amount of the Fee Proposal.
Section 3.3 Costs
The Fee Proposal shall include all reimbursable costs required for the
performance of the Scope of Services. Payment of additional reimbursable costs
considered to be over and above those inherent in the original Scope of Services shall
be approved in advanced and in writing, by CITY.
Section 3.4 Auditing
CITY reserves the right to periodically audit all charges made by CONTRACTOR
to CITY for services under this Agreement. Upon request, CONTRACTOR agrees to
furnish CITY, or a designated representative, with necessary information and assistance
needed to conduct such an audit.
CONTRACTOR agrees that CITY or its delegate will have the right to review,
obtain and copy all records pertaining to performance of this Agreement.
CONTRACTOR agrees to provide CITY or its delegate with any relevant information
requested and shall permit CITY or its delegate access to its premises, upon reasonable
notice, during normal business hours for the purpose of interviewing employees and
inspecting and copying such books, records, accounts, and other material that may be
relevant to a matter under investigation for the purpose of determining compliance with
this requirement. CONTRACTOR further agrees to maintain such records for a period of
three (3) years after final payment under this Agreement.
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ARTICLE 4
MISCELLANEOUS PROVISIONS
Section 4.1 Nondiscrimination
In performing services under this Agreement, CONTRACTOR shall not
discriminate in the employment of its employees or in the engagement of any sub
CONTRACTOR on the basis of race, color, religion, sex, sexual orientation, marital
status, national origin, ancestry, age, or any other criteria prohibited by law.
Section 4.2 ADA Compliance
In performing services under this Agreement, CONTRACTOR shall comply with
the Americans with Disabilities Act (ADA) of 1990, and all amendments thereto, as well
as all applicable regulations and guidelines issued pursuant to the ADA.
Section 4.3 Indemnification and Responsibility for Damage
CONTRACTOR to the fullest extent permitted by law, shall indemnify and hold
harmless CITY, its elected and appointed officials, directors, officers, employees and
volunteers from and against any claims, damages, losses, and expenses (including
reasonable attorney's fees and costs), arising out of performance of the services to be
performed under this Agreement, provided that any such claim, damage, loss, or
expense is caused by the negligent acts, errors or omissions of CONTRACTOR, any
subcontractor employed directly by CONTRACTOR, anyone directly or indirectly
employed by any of them, or anyone for whose acts they may be liable, except those
injuries or damages arising out of the active negligence, sole negligence, or sole willful
misconduct of the City of Lodi, its elected and appointed officials, directors, officers,
employees and volunteers. CITY may, at its election, conduct the defense or participate
in the defense of any claim related in any way to this indemnification. If CITY chooses at
its own election to conduct its own defense, participate in its own defense, or obtain
independent legal counsel in defense of any claim related to this indemnification,
CONTRACTOR shall pay all of the costs related thereto, including without limitation
reasonable attorney fees and costs. The defense and indemnification obligations
required by this Agreement are undertaken in addition to, and shall not in any way be
limited by the insurance obligations set forth herein.
Section 4.4 No Personal Liability
Neither the City Council, nor any other officer or authorized assistant or agent or
City employee shall be personally responsible for any liability arising under this
Agreement.
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Section 4.5 Responsibility of CITY
CITY shall not be held responsible for the care or protection of any material or
parts of the work described in the Scope of Services prior to final acceptance by CITY,
except as expressly provided herein.
Section 4.6 Insurance Requirements for CONTRACTOR
CONTRACTOR shall take out and maintain during the life of this Agreement,
insurance coverage as set forth in Exhibit C attached hereto and incorporated by this
reference.
Section 4.7 Successors and Assigns
CITY and CONTRACTOR each bind themselves, their partners, successors,
assigns, and legal representatives to this Agreement without the written consent of the
others. CONTRACTOR shall not assign or transfer any interest in this Agreement
without the prior written consent of CITY. Consent to any such transfer shall be at the
sole discretion of CITY.
Section 4.8 Notices
Any notice required to be given by the terms of this Agreement shall be in writing
signed by an authorized representative of the sender and shall be deemed to have been
given when the same is personally served or upon receipt by express or overnight
delivery, postage prepaid, or three (3) days from the time of mailing if sent by first class
or certified mail, postage prepaid, addressed to the respective parties as follows:
To CITY: City of Lodi
221 West Pine Street
P.O. Box 3006
Lodi, CA 95241-1910
Attn: Adele Post, Human Resources Manager
To CONTRACTOR: CPS HR Consulting
2450 Del Paso Road, Suite 220
Sacramento, CA 95834
Attn: Vicki Quintero Brashear
Section 4.9 Cooperation of CITY
CITY shall cooperate fully and in a timely manner in providing relevant
information it has at its disposal relevant to the Scope of Services.
Section 4.10 CONTRACTOR is Not an Employee of CITY
CONTRACTOR agrees that in undertaking the duties to be performed under this
Agreement, it shall act as an independent contractor for and on behalf of CITY and not
an employee of CITY. CITY shall not direct the work and means for accomplishment of
the services and work to be performed hereunder. CITY, however, retains the right to
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require that work performed by CONTRACTOR meet specific standards without regard
to the manner and means of accomplishment thereof.
Section 4.11 Termination
CITY may terminate this Agreement, with or without cause, by giving
CONTRACTOR at least ten (10) days written notice. Where phases are anticipated
within the Scope of Services, at which an intermediate decision is required concerning
whether to proceed further, CITY may terminate at the conclusion of any such phase.
Upon termination, CONTRACTOR shall be entitled to payment as set forth in the
attached Exhibit B to the extent that the work has been performed. Upon termination,
CONTRACTOR shall immediately suspend all work on the Project and deliver any
documents or work in progress to CITY. However, CITY shall assume no liability for
costs, expenses or lost profits resulting from services not completed or for contracts
entered into by CONTRACTOR with third parties in reliance upon this Agreement.
Section 4.12 Confidentiality
CONTRACTOR agrees to maintain confidentiality of all work and work products
produced under this Agreement, except to the extent otherwise required by law or
permitted in writing by CITY. CITY agrees to maintain confidentiality of any documents
owned by CONTRACTOR and clearly marked by CONTRACTOR as "Confidential" or
"Proprietary", except to the extent otherwise required by law or permitted in writing by
CONTRACTOR. CONTRACTOR acknowledges that CITY is subject to the California
Public Records Act.
Section 4.13 Applicable Law, Jurisdiction, Severability, and Attorney's Fees
This Agreement shall be governed by the laws of the State of California.
Jurisdiction of litigation arising from this Agreement shall be venued with the San
Joaquin County Superior Court. If any part of this Agreement is found to conflict with
applicable laws, such part shall be inoperative, null, and void insofar as it is in conflict
with said laws, but the remainder of this Agreement shall be in force and effect. In the
event any dispute between the parties arises under or regarding this Agreement, the
prevailing party in any litigation of the dispute shall be entitled to reasonable attorney's
fees from the party who does not prevail as determined by the San Joaquin County
Superior Court.
Section 4.14 Captions
The captions of the sections and subsections of this Agreement are for
convenience only and shall not be deemed to be relevant in resolving any question or
interpretation or intent hereunder.
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Section 4.15 Integration and Modification
This Agreement represents the entire understanding of CITY and
CONTRACTOR as to those matters contained herein. No prior oral or written
understanding shall be of any force or effect with respect to those matters covered
hereunder. This Agreement may not be modified or altered except in writing, signed by
both parties.
Section 4.16 Contract Terms Prevail
All exhibits and this Agreement are intended to be construed as a single
document. Should any inconsistency occur between the specific terms of this
Agreement and the attached exhibits, the terms of this Agreement shall prevail.
Section 4.17 Severability
The invalidity in whole or in part of any provision of this Agreement shall not void
or affect the validity of any other provision of this Agreement.
Section 4.18 Ownership of Documents
All documents, photographs, reports, analyses, audits, computer media, or other
material documents or data, and working papers, whether or not in final form, which
have been obtained or prepared under this Agreement, shall be deemed the property of
CITY. Upon CITY's request, CONTRACTOR shall allow CITY to inspect all such
documents during CONTRACTOR's regular business hours. Upon termination or
completion of services under this Agreement, all information collected, work product and
documents shall be delivered by CONTRACTOR to CITY within ten (10) calendar days.
CITY agrees to indemnify, defend and hold CONTRACTOR harmless from any
liability resulting from CITY's use of such documents for any purpose other than the
purpose for which they were intended.
Section 4.19 Authority
The undersigned hereby represent and warrant that they are authorized by the
parties to execute this Agreement.
Section 4.20 Federal Transit Funding Conditions
❑ If the box at left is checked, the Federal Transit Funding conditions attached as
Exhibit D apply to this Agreement. In the event of a conflict between the terms of this
Agreement or any of its other exhibits, and the Federal Transit Funding Conditions, the
Federal Transit Funding Conditions will control.
Section 4.21 Counterparts and Electronic Signatures
This Agreement and other documents to be delivered pursuant to this Agreement
may be executed in one or more counterparts, each of which will be deemed to be an
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original copy and all of which, when taken together, will be deemed to constitute one and
the same agreement or document, and will be effective when counterparts have been
signed by each of the parties and delivered to the other parties. Each party agrees that
the electronic signatures, whether digital or encrypted, of the parties included in this
Agreement are intended to authenticate this writing and to have the same force and
effect as manual signatures. Delivery of a copy of this Agreement or any other document
contemplated hereby, bearing an original manual or electronic signature by facsimile
transmission (including a facsimile delivered via the Internet), by electronic mail in
"portable document format" (".pdf') or similar format intended to preserve the original
graphic and pictorial appearance of a document, or through the use of electronic
signature software will have the same effect as physical delivery of the paper document
bearing an original signature.
IN WITNESS WHEREOF, CITY and CONTRACTOR have executed this
Agreement as of the date first above written.
ATTEST:
JENNIFER CUSMIR
City Clerk
APPROVED AS TO FORM:
JANICE D. MAGDICH, City Attorney
CITY OF LODI, a municipal corporation
STEPHEN SCHWABAUER
City Manager
CPS HR Consulting, a California
Joint Powers Authority
By:
Name
Title:
Vicki Quintero Brashear
Director of Products and Services
Attachments: `-
Exhibit A — Scope of Services
Exhibit B — Fee Proposal
Exhibit C — Insurance Requirements
Exhibit D — Federal Transit Funding Conditions (if applicable)
Funding Source: 50060001.27450 $22,893.75, 53053001 $928.12, 56052001 $928.13
(Business Unit & Account No.)
Doc ID:
CA: Rev.01.2021_elecsing
8
PROPOSAL
City of Lodi
Total Compensation Study
Originally submitted: June 29, 2021
Updated: July 9, 2021
SUBMITTED BY:
VICKI QUINTERO BRASHEAR
Director of Products and Services
CPS HR Consulting
2450 Del Paso Road, Suite 220
Sacramento, CA 95834
P: 916-471-3481
vbrashear@cpshr.us
Tax ID: 68-0067209
www.cpshr.us
Your Path to Performance
CPS HIR � CONSULTING
Table of Contents
Experience and Qualifications.............................................................3
About CPS HR Consulting........................................................................ 3
Distinguishing Characteristics............................................................ 3
Methodology and Approach..............................................................4
Compensation Study Work Plan............................................................. 4
Timeline....................................................................................................7
FeeStructure...........................................................................................8
Professional Fixed Fee..............................................................................8
Pricing Assumptions............................................................................ 8
BillingTerms.......................................................................................... 8
PricingPhilosophy.................................................................................... 9
2450 Del Paso Road, Suite 220, Sacramento, CA 95834 www.cpshr.us Page I i
CPS HIS A=,,CONSULTING
July 9, 2021
Adele Post
Human Resources Manager
City of Lodi
221 W. Pine Street
Lodi, CA 95241
Submitted via e-mail to: apost@lodi.gov
Subject: Total Compensation Study
Dear Ms. Post:
CPS HR Consulting (CPS HR) is pleased to submit this updated proposal to the City of Lodi (City)
to provide compensation consulting services.
With a rich history of assisting government agencies with their compensation studies, we at CPS
HR are confident that we can provide expert solutions to meet the City's requirements and
objectives.
At CPS HR, we pride ourselves in establishing and nurturing long-term relationships with the
agencies we serve as we live out our mission of bringing excellence in Human Resources to the
public sector. We look forward to the opportunity to work with the City of Lodi on this important
project and to partner with your organization into the future.
Thank you for this opportunity; we welcome the opportunity to discuss adjustments to scope to
best meet the needs of the City, while still ensuring the accuracy and integrity of the project.
Should you have any questions, please do not hesitate to contact me or Justin at the contact
information above.
Sincerely,
Vicki Quintero Brashear
Director of Products and Services
2450 Del Paso Road, Suite 220, Sacramento, CA 95834 www.cpshr.us Page I ii
Proposal to City of Lodi
Total Compensation Study
Experience and Qualifications
About CPS HR Consulting
CPS HR is an innovative, client -centered human resources and management consulting firm
specializing in solving the unique problems and challenges faced by government and non-profit
agencies. As a self-supporting public agency, we understand the needs of public sector clients and
have served as a trusted advisor to our clients since 1985. Our mission is to promote human resource
excellence in the public sector and our vision is to enable people to realize the promise of public
service.
CPS HR has been providing classification and compensation services to state, federal, and local
governments along with special districts and non-profit organizations for over 35 years. We have
performed many studies with agencies of similar size and scope as the City of Lodi. Additionally, the
references and project list we have included provide further clarity around the type of classification
and compensation projects with which we have worked. With these examples, we have shown how
we have collected data, performed analyses on said data, made recommendations, and worked
successfully with our partners/clients.
Distinguishing Characteristics
Depth of experience working in public agencies. CPS HR is a joint powers authority, and as such, our
charter mandates that we provide services exclusively to public agencies and non -profits. CPS HR has
conducted hundreds of classification and compensation related studies for cities, counties, courts,
special districts, water and utilities, and higher education institutions.
CPS HR staffing. CPS HR employs the most experienced staff members. Many of our staff have both
public and private classification and compensation experience, they are diligent in their work, listen
to and understand the needs of our clients, and possess advanced education and certifications such
as SHRM, IPMA, World at Work, etc.
Automated Solution. CPS HR utilizes a proprietary system called Comp Calculator for the
management and analysis of compensation survey data. The Comp Calculator is a web -based
program that allows for the data entry of survey data on an agency -by -agency basis and then
generates a separate datasheet within Excel for each surveyed classification. We can also provide
access to shared documents through our SharePoint"' website and collaborate through Microsoft
TeamsTM
Use of best practices. CPS HR applies best practices and utilizes proven classification and
compensation principles in all our engagements.
Quality and tailored services. CPS HR delivers quality and tailored classification and compensation
services to better meet each client's unique study goals and objectives.
CPS HR CONSULTING Page 13
Proposal to City of Lodi
Total Compensation Study
Methodology and Approach
Compensation Study Work Plan
The compensation work plan outlined in this section is intended to define all tasks within a
comprehensive total compensation study from labor market selection to final reports, and
the types of deliverables associated with each task. CPS HR identifies data points collected
for base salary studies in addition to total compensation.
Task 1— Review the City's Background Materials. Upon contract execution, CPS HR will request
background information from the City to ensure our Project Manager and Project Team are
prepared for the initial meeting.
• Compensation philosophy and • Budget Information
strategy • Memorandums of Understanding
• Salary schedules (MOUS)
• Benefits summaries • Compensation policies and procedures
• Other documents relevant to the study
The CPS HR Project Manager will coordinate activities through and report to the City's Internal
Project Manager and other designated key stakeholders.
Client Responsibilities and/or Pricing Assumptions Associated with Task:
■ The client will upload electronic copies of all documents to a shared online site provided
by CPS HR.
Task 2 — Initial Project Meeting/Labor Market Agency and Benchmark Classifications
Confirmation. The CPS HR Project Manager will meet with the City's Internal Project Manager
and any other designated stakeholders to discuss the study methodologies, deliverables,
timelines, communication, and data collection methods. The CPS HR Project Manager will seek
to understand the City's compensation philosophy in this meeting. Additionally, the CPS HR
Project Manager will discuss the following elements of compensation policy:
■ Labor Market Agency Selection —We understand that the City has an identified list which
will be utilized for this study
■ Additional topics include:
• Labor market position (i.e., median, mean, or other percentile)
• Benchmark classifications — We understand that the City has an identified list which
will be utilized for this study
• Elements of total compensation to be surveyed
CPS HR CONSULTING Page 14
Proposal to City of Lodi
Total Compensation Study
Client Responsibilities and/or Pricing Assumptions Associated with Task:
■ It is assumed that no more than 13 benchmark classifications will be identified (and will
be provided by the client).
■ It is assumed that no more than 7 labor market agencies will be selected for comparison
(and will be provided by the client).
Task 3 — Design, Develop, and Distribute the Survey Instrument. The CPS HR Project Team will
develop a comprehensive survey instrument to ensure the effective collection of compensation
data from each of the survey agencies.
For a total compensation study, the following elements of total compensation are added to the
base salary survey: (i) Cash add-ons premium pays such as longevity pay and deferred
compensation; (ii) Agency contribution to medical, dental, and vision programs; (iii) Agency
contributions to defined -benefit retirement programs and Social Security practices; and (iv) Paid
time off practices such as Holiday leave, vacation and sick leave, and administrative leave.
Additional benefits and/or policies can be collected as agreed upon.
Task 4 — Review, Analyze, and Validate Labor Market Survey Data. CPS HR begins labor market
data collection by researching available information online to make preliminary classification
matches and obtain benefits data. The CPS HR Project Team will reach out to labor market
agencies to confirm and/or complete survey data after completing as much pre -work as possible.
We find that this initial collection effort results in greater participation from the labor market
agencies. Once CPS HR has completed their survey analysis tasks, the CPS HR Project Manager
will audit the final data as part of our quality review process.
Classification matching includes reviewing agency background materials such as copies of
classification specifications, organization charts, staffing information, and other useful materials
to substantiate the accuracy of the comparability of the matches. It is critical that the CPS HR
Project Team review such documents since titles alone can often be misleading and should not
be relied upon.
To determine whether a match from a labor market agency is comparable to the City's
benchmark, CPS HR utilizes a whole job analysis methodology; this commonly used methodology
analyzes the job as a whole, rather than by individual factors, by evaluating the core duties and
responsibilities, the nature and level of work performed, and the minimum qualifications to
determine whether the classification is comparable enough to be utilized as a match. The
methodology recognizes slight differences in duties assigned to matches from other labor market
agencies which do not impact the type, nature, and level of work performed.
Matches should not be so broad that they include classifications performing dissimilar work, or
work done at a higher or lower level, but they also should not be so narrow that they exclude
matches doing comparable work, with slight differences in work that do not change the level and
nature of work.
CPS HR CONSULTING Page 15
Proposal to City of Lodi
Total Compensation Study
Client Responsibilities and/or Pricing Assumptions Associated with Task:
■ Should any labor market agencies be non-responsive to requests for information, we will
provide the City with contact information and request that they use their professional
contacts to follow up on CPS HR's behalf. We have found this approach to be beneficial.
■ The City may add additional labor market agencies should any in the initial selection be
non-responsive or not provide sufficient matches at an additional cost.
■ Responsiveness of labor market agencies is absolutely critical to maintaining the agreed
timeline. An amended timeline will be provided by the CPS HR Project Manager if the
data collection period is pushed out. Any contract amendment needed due to timeline
shift will be discussed with the City at the appropriate point.
Task 5— Design and Develop Data Spreadsheets. CPS HR will develop an individual data sheet
for each survey classification that presents the comparable classification used in each agency
with the relevant data associated with that classification, such as the position ranking within
the labor market and salary range minimum and maximum.
The labor market data analyses will be conducted based upon the labor market position
affirmed within the City's compensation philosophy (e.g., median, mean, or other
percentile). Each comparable match for each survey classification is reported in the relevant
data sheet for full disclosure and review by others. We find this level of transparency in
matching provides for a better understanding and acceptance of study results.
Task 6 — Conduct Benefits Analysis. The benefit data submitted from the labor market agencies
will be analyzed quantitively and qualitatively.
In the quantitative analysis, specific benefits will be incorporated into the base salary data sheets
to provide a total compensation analysis. This analysis of program costs will provide the City with
an understanding of how the study classes compare against their market when the costs of
benefits programs are taken into consideration. Within these data sheets, four different analyses
can be conducted based on how our clients wish to view the data:
1. An analysis of the survey classification's position within the labor market for base salary
2. An analysis of the survey classification's position within the labor market when the cost
of cash add-ons is taken into consideration (total cash)
3. An analysis of the survey classification's position within the labor market when the cost
of cash add-ons and health programs are taken into consideration
4. An analysis of the survey classification's position within the labor market when the cost
of cash add-ons, health program costs, and retirement contributions are taken into
consideration (total compensation)
The qualitative analysis will include a write-up of the general trends of benefits offered across
CPS HR CONSULTING Page 16
Proposal to City of Lodi
Total Compensation Study
the agencies as well as summary tables showing the practices of each agency.
Task 7 — Prepare and Present Draft Data. The CPS HR Project Team will develop draft summaries
and tables detailing the results of the labor market survey. These items will include the following:
■ List of labor market agencies
■ List of study benchmarks
■ Labor market data analysis/methodologies
■ Results of the base salary survey
■ Results of the benefits analyses
■ Results of the total compensation analysis
CPS HR will discuss the draft items with the Internal Project Manager and designated stakeholders.
Task 8 — Research and Resolve Issues/Prepare and Discuss Final Documents. Based upon the
City's review, the CPS HR Project Team will follow-up and resolve any outstanding compensation
issues. CPS HR will prepare final summaries and tables and will discuss with the Internal Project
Manager.
Timeline
While some efficiency will be realized with the use of previously collected data from a
comparator agency's project conducted by CPS HR in January 2021, there are many data
points that still need to be gathered from the labor market agencies. We estimate that the
data gathering, quality control, and analyses can be conducted within 10 weeks, depending
on the timeliness of response from the labor market agencies. The timeline may be
protracted given that this project may fall over the summer vacation months. Every effort
will be made to expedite the study for completion by September 2021.
CPS HR CONSULTING
Proposal to City of Lodi
Total Compensation Study
Fee Structure
Professional Fixed Fee
CPS HR has prepared the following professional fixed feel based on the scope of work outlined
and further detailed in the assumptions.
Pricing Assumptions
Billing Terms
CPS HR will bill the project in equal installments on the following schedule:
■ After kick-off meeting
■ Provision of draft matches
■ Provision of draft data tables
■ Provision of final data tables
1 This fee includes a discount since some benchmarks and labor market agencies overlap from a recent
comparator utility agency project conducted by CPS HR, as discussed with the City of Lodi.
CPS HR CONSULTING Page 18
ScopeGeneral
Number of Benchmarks
Up to 13
Number of Labor Markets
Up to 7
Not included in the fixed fee:
Materials Production
CPS HR provides all documents electronically. Hard copy printing of
documents for this engagement will be the responsibility of the City.
Consultant Expenses
Travel expenses have not been budgeted for this scope as all work is
expected to occur remotely.
Billing Terms
CPS HR will bill the project in equal installments on the following schedule:
■ After kick-off meeting
■ Provision of draft matches
■ Provision of draft data tables
■ Provision of final data tables
1 This fee includes a discount since some benchmarks and labor market agencies overlap from a recent
comparator utility agency project conducted by CPS HR, as discussed with the City of Lodi.
CPS HR CONSULTING Page 18
Proposal to City of Lodi
Total Compensation Study
Pricing Philosophy
CPS HR is flexible with the proposed work plan; alternate approaches may be discussed with the
City which may in turn change the proposed cost of the project. As described in this proposal,
the methods, approach, timelines, as well as the proposed fee, have been prepared as accurately
as possible based upon the services requested and study objectives described in the information
provided to CPS HR.
The proposed professional fees reflect the steps and time necessary to conduct the study in a
sound, thorough, and sustainable manner, including important input and review by the City's
Internal Project Manager and designated stakeholders to accomplish the study objectives. If
changes or additional services are required, we will be happy to discuss changes to the project
activities, and/or fee proposal.
CPS HR CONSULTING Page 19
PROPOSAL
City of Lodi
Total Compensation Study
Originally submitted: June 29, 2021
Updated: July 9, 2021
SUBMITTED BY:
VICKI QUINTERO BRASHEAR
Director of Products and Services
CPS HR Consulting
2450 Del Paso Road, Suite 220
Sacramento, CA 95834
P: 916-471-3481
vbrashear@cpshr.us
Tax ID: 68-0067209
www.cpshr.us
Your Path to Performance
CPS HIR � CONSULTING
Table of Contents
Experience and Qualifications.............................................................3
About CPS HR Consulting........................................................................ 3
Distinguishing Characteristics............................................................ 3
Methodology and Approach..............................................................4
Compensation Study Work Plan............................................................. 4
Timeline....................................................................................................7
FeeStructure...........................................................................................8
Professional Fixed Fee..............................................................................8
Pricing Assumptions............................................................................ 8
BillingTerms.......................................................................................... 8
PricingPhilosophy.................................................................................... 9
2450 Del Paso Road, Suite 220, Sacramento, CA 95834 www.cpshr.us Page I i
CPS HIS A=,,CONSULTING
July 9, 2021
Adele Post
Human Resources Manager
City of Lodi
221 W. Pine Street
Lodi, CA 95241
Submitted via e-mail to: apost@lodi.gov
Subject: Total Compensation Study
Dear Ms. Post:
CPS HR Consulting (CPS HR) is pleased to submit this updated proposal to the City of Lodi (City)
to provide compensation consulting services.
With a rich history of assisting government agencies with their compensation studies, we at CPS
HR are confident that we can provide expert solutions to meet the City's requirements and
objectives.
At CPS HR, we pride ourselves in establishing and nurturing long-term relationships with the
agencies we serve as we live out our mission of bringing excellence in Human Resources to the
public sector. We look forward to the opportunity to work with the City of Lodi on this important
project and to partner with your organization into the future.
Thank you for this opportunity; we welcome the opportunity to discuss adjustments to scope to
best meet the needs of the City, while still ensuring the accuracy and integrity of the project.
Should you have any questions, please do not hesitate to contact me or Justin at the contact
information above.
Sincerely,
Vicki Quintero Brashear
Director of Products and Services
2450 Del Paso Road, Suite 220, Sacramento, CA 95834 www.cpshr.us Page I ii
Proposal to City of Lodi
Total Compensation Study
Experience and Qualifications
About CPS HR Consulting
CPS HR is an innovative, client -centered human resources and management consulting firm
specializing in solving the unique problems and challenges faced by government and non-profit
agencies. As a self-supporting public agency, we understand the needs of public sector clients and
have served as a trusted advisor to our clients since 1985. Our mission is to promote human resource
excellence in the public sector and our vision is to enable people to realize the promise of public
service.
CPS HR has been providing classification and compensation services to state, federal, and local
governments along with special districts and non-profit organizations for over 35 years. We have
performed many studies with agencies of similar size and scope as the City of Lodi. Additionally, the
references and project list we have included provide further clarity around the type of classification
and compensation projects with which we have worked. With these examples, we have shown how
we have collected data, performed analyses on said data, made recommendations, and worked
successfully with our partners/clients.
Distinguishing Characteristics
Depth of experience working in public agencies. CPS HR is a joint powers authority, and as such, our
charter mandates that we provide services exclusively to public agencies and non -profits. CPS HR has
conducted hundreds of classification and compensation related studies for cities, counties, courts,
special districts, water and utilities, and higher education institutions.
CPS HR staffing. CPS HR employs the most experienced staff members. Many of our staff have both
public and private classification and compensation experience, they are diligent in their work, listen
to and understand the needs of our clients, and possess advanced education and certifications such
as SHRM, IPMA, World at Work, etc.
Automated Solution. CPS HR utilizes a proprietary system called Comp Calculator for the
management and analysis of compensation survey data. The Comp Calculator is a web -based
program that allows for the data entry of survey data on an agency -by -agency basis and then
generates a separate datasheet within Excel for each surveyed classification. We can also provide
access to shared documents through our SharePoint"' website and collaborate through Microsoft
TeamsTM
Use of best practices. CPS HR applies best practices and utilizes proven classification and
compensation principles in all our engagements.
Quality and tailored services. CPS HR delivers quality and tailored classification and compensation
services to better meet each client's unique study goals and objectives.
CPS HR CONSULTING Page 13
Proposal to City of Lodi
Total Compensation Study
Methodology and Approach
Compensation Study Work Plan
The compensation work plan outlined in this section is intended to define all tasks within a
comprehensive total compensation study from labor market selection to final reports, and
the types of deliverables associated with each task. CPS HR identifies data points collected
for base salary studies in addition to total compensation.
Task 1— Review the City's Background Materials. Upon contract execution, CPS HR will request
background information from the City to ensure our Project Manager and Project Team are
prepared for the initial meeting.
• Compensation philosophy and • Budget Information
strategy • Memorandums of Understanding
• Salary schedules (MOUS)
• Benefits summaries • Compensation policies and procedures
• Other documents relevant to the study
The CPS HR Project Manager will coordinate activities through and report to the City's Internal
Project Manager and other designated key stakeholders.
Client Responsibilities and/or Pricing Assumptions Associated with Task:
■ The client will upload electronic copies of all documents to a shared online site provided
by CPS HR.
Task 2 — Initial Project Meeting/Labor Market Agency and Benchmark Classifications
Confirmation. The CPS HR Project Manager will meet with the City's Internal Project Manager
and any other designated stakeholders to discuss the study methodologies, deliverables,
timelines, communication, and data collection methods. The CPS HR Project Manager will seek
to understand the City's compensation philosophy in this meeting. Additionally, the CPS HR
Project Manager will discuss the following elements of compensation policy:
■ Labor Market Agency Selection —We understand that the City has an identified list which
will be utilized for this study
■ Additional topics include:
• Labor market position (i.e., median, mean, or other percentile)
• Benchmark classifications — We understand that the City has an identified list which
will be utilized for this study
• Elements of total compensation to be surveyed
CPS HR CONSULTING Page 14
Proposal to City of Lodi
Total Compensation Study
Client Responsibilities and/or Pricing Assumptions Associated with Task:
■ It is assumed that no more than 13 benchmark classifications will be identified (and will
be provided by the client).
■ It is assumed that no more than 7 labor market agencies will be selected for comparison
(and will be provided by the client).
Task 3 — Design, Develop, and Distribute the Survey Instrument. The CPS HR Project Team will
develop a comprehensive survey instrument to ensure the effective collection of compensation
data from each of the survey agencies.
For a total compensation study, the following elements of total compensation are added to the
base salary survey: (i) Cash add-ons premium pays such as longevity pay and deferred
compensation; (ii) Agency contribution to medical, dental, and vision programs; (iii) Agency
contributions to defined -benefit retirement programs and Social Security practices; and (iv) Paid
time off practices such as Holiday leave, vacation and sick leave, and administrative leave.
Additional benefits and/or policies can be collected as agreed upon.
Task 4 — Review, Analyze, and Validate Labor Market Survey Data. CPS HR begins labor market
data collection by researching available information online to make preliminary classification
matches and obtain benefits data. The CPS HR Project Team will reach out to labor market
agencies to confirm and/or complete survey data after completing as much pre -work as possible.
We find that this initial collection effort results in greater participation from the labor market
agencies. Once CPS HR has completed their survey analysis tasks, the CPS HR Project Manager
will audit the final data as part of our quality review process.
Classification matching includes reviewing agency background materials such as copies of
classification specifications, organization charts, staffing information, and other useful materials
to substantiate the accuracy of the comparability of the matches. It is critical that the CPS HR
Project Team review such documents since titles alone can often be misleading and should not
be relied upon.
To determine whether a match from a labor market agency is comparable to the City's
benchmark, CPS HR utilizes a whole job analysis methodology; this commonly used methodology
analyzes the job as a whole, rather than by individual factors, by evaluating the core duties and
responsibilities, the nature and level of work performed, and the minimum qualifications to
determine whether the classification is comparable enough to be utilized as a match. The
methodology recognizes slight differences in duties assigned to matches from other labor market
agencies which do not impact the type, nature, and level of work performed.
Matches should not be so broad that they include classifications performing dissimilar work, or
work done at a higher or lower level, but they also should not be so narrow that they exclude
matches doing comparable work, with slight differences in work that do not change the level and
nature of work.
CPS HR CONSULTING Page 15
Proposal to City of Lodi
Total Compensation Study
Client Responsibilities and/or Pricing Assumptions Associated with Task:
■ Should any labor market agencies be non-responsive to requests for information, we will
provide the City with contact information and request that they use their professional
contacts to follow up on CPS HR's behalf. We have found this approach to be beneficial.
■ The City may add additional labor market agencies should any in the initial selection be
non-responsive or not provide sufficient matches at an additional cost.
■ Responsiveness of labor market agencies is absolutely critical to maintaining the agreed
timeline. An amended timeline will be provided by the CPS HR Project Manager if the
data collection period is pushed out. Any contract amendment needed due to timeline
shift will be discussed with the City at the appropriate point.
Task 5— Design and Develop Data Spreadsheets. CPS HR will develop an individual data sheet
for each survey classification that presents the comparable classification used in each agency
with the relevant data associated with that classification, such as the position ranking within
the labor market and salary range minimum and maximum.
The labor market data analyses will be conducted based upon the labor market position
affirmed within the City's compensation philosophy (e.g., median, mean, or other
percentile). Each comparable match for each survey classification is reported in the relevant
data sheet for full disclosure and review by others. We find this level of transparency in
matching provides for a better understanding and acceptance of study results.
Task 6 — Conduct Benefits Analysis. The benefit data submitted from the labor market agencies
will be analyzed quantitively and qualitatively.
In the quantitative analysis, specific benefits will be incorporated into the base salary data sheets
to provide a total compensation analysis. This analysis of program costs will provide the City with
an understanding of how the study classes compare against their market when the costs of
benefits programs are taken into consideration. Within these data sheets, four different analyses
can be conducted based on how our clients wish to view the data:
1. An analysis of the survey classification's position within the labor market for base salary
2. An analysis of the survey classification's position within the labor market when the cost
of cash add-ons is taken into consideration (total cash)
3. An analysis of the survey classification's position within the labor market when the cost
of cash add-ons and health programs are taken into consideration
4. An analysis of the survey classification's position within the labor market when the cost
of cash add-ons, health program costs, and retirement contributions are taken into
consideration (total compensation)
The qualitative analysis will include a write-up of the general trends of benefits offered across
CPS HR CONSULTING Page 16
Proposal to City of Lodi
Total Compensation Study
the agencies as well as summary tables showing the practices of each agency.
Task 7 — Prepare and Present Draft Data. The CPS HR Project Team will develop draft summaries
and tables detailing the results of the labor market survey. These items will include the following:
■ List of labor market agencies
■ List of study benchmarks
■ Labor market data analysis/methodologies
■ Results of the base salary survey
■ Results of the benefits analyses
■ Results of the total compensation analysis
CPS HR will discuss the draft items with the Internal Project Manager and designated stakeholders.
Task 8 — Research and Resolve Issues/Prepare and Discuss Final Documents. Based upon the
City's review, the CPS HR Project Team will follow-up and resolve any outstanding compensation
issues. CPS HR will prepare final summaries and tables and will discuss with the Internal Project
Manager.
Timeline
While some efficiency will be realized with the use of previously collected data from a
comparator agency's project conducted by CPS HR in January 2021, there are many data
points that still need to be gathered from the labor market agencies. We estimate that the
data gathering, quality control, and analyses can be conducted within 10 weeks, depending
on the timeliness of response from the labor market agencies. The timeline may be
protracted given that this project may fall over the summer vacation months. Every effort
will be made to expedite the study for completion by September 2021.
CPS HR CONSULTING
Proposal to City of Lodi
Total Compensation Study
Fee Structure
Professional Fixed Fee
CPS HR has prepared the following professional fixed feel based on the scope of work outlined
and further detailed in the assumptions.
Pricing Assumptions
Billing Terms
CPS HR will bill the project in equal installments on the following schedule:
■ After kick-off meeting
■ Provision of draft matches
■ Provision of draft data tables
■ Provision of final data tables
1 This fee includes a discount since some benchmarks and labor market agencies overlap from a recent
comparator utility agency project conducted by CPS HR, as discussed with the City of Lodi.
CPS HR CONSULTING Page 18
ScopeGeneral
Number of Benchmarks
Up to 13
Number of Labor Markets
Up to 7
Not included in the fixed fee:
Materials Production
CPS HR provides all documents electronically. Hard copy printing of
documents for this engagement will be the responsibility of the City.
Consultant Expenses
Travel expenses have not been budgeted for this scope as all work is
expected to occur remotely.
Billing Terms
CPS HR will bill the project in equal installments on the following schedule:
■ After kick-off meeting
■ Provision of draft matches
■ Provision of draft data tables
■ Provision of final data tables
1 This fee includes a discount since some benchmarks and labor market agencies overlap from a recent
comparator utility agency project conducted by CPS HR, as discussed with the City of Lodi.
CPS HR CONSULTING Page 18
Proposal to City of Lodi
Total Compensation Study
Pricing Philosophy
CPS HR is flexible with the proposed work plan; alternate approaches may be discussed with the
City which may in turn change the proposed cost of the project. As described in this proposal,
the methods, approach, timelines, as well as the proposed fee, have been prepared as accurately
as possible based upon the services requested and study objectives described in the information
provided to CPS HR.
The proposed professional fees reflect the steps and time necessary to conduct the study in a
sound, thorough, and sustainable manner, including important input and review by the City's
Internal Project Manager and designated stakeholders to accomplish the study objectives. If
changes or additional services are required, we will be happy to discuss changes to the project
activities, and/or fee proposal.
CPS HR CONSULTING Page 19
RESOLUTION NO. 2021-210
A RESOLUTION OF THE LODI CITY COUNCIL APPROVING THE
CONTRACT WITH CPS HR CONSULTING, OF SACRAMENTO, TO
COMPLETE A TOTAL COMPENSATION STUDY FOR CERTAIN
POSITIONS WITHIN THE INTERNATIONAL BROTHERHOOD OF
ELECTRICAL WORKERS BARGAINING UNIT
WHEREAS, the Lodi City Council approved a successor Memorandum of
Understanding (MOU) with the International Brotherhood of Electrical Workers (IBEW 1245) on
August 21, 2019, that expires on December 31, 2021; and
WHEREAS, representatives from the City and IBEW 1245 are entering into the
negotiation process for a successor MOU; and
WHEREAS, the labor market for electric utility positions is highly competitive and the
City is experiencing difficulty in attracting qualified applicants; and
WHEREAS, the City believes a comprehensive total compensation study will be
instrumental to the negotiation process and received a proposal from CPS HR Consulting, not
to exceed $24,750 to conduct the study; and
WHEREAS, it is recommended that Council approve the contract with CPS HR
Consulting to perform a total compensation study for positions within the IBEW bargaining unit.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby approve
the contract with CPS HR Consulting, of Sacramento, California, to perform a total
compensation study for certain positions within the International Brotherhood of Electrical
Workers bargaining unit, in an amount not to exceed $24,750.
Dated: July 21, 2021
------------------------------------------------------------------------
------------------------------------------------------------------------
I hereby certify that Resolution No. 2021-210 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held July 21, 2021, by the following vote:
AYES: COUNCIL MEMBERS — Chandler, Hothi, Khan, Kuehne, and
Mayor Nakanishi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
J NIFE USMIR
City Clerk
2021-210