HomeMy WebLinkAboutAgenda Report - May 15, 2002 E-124
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CITY OF LODI COUNCIL COMMUNICATION
AGENDA TITLE:
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Adopt Resolution Authorizing the City Manager to Execute an Agreement
with Cooperative Personnel Services to Develop Performance Examinations
for the Positions of Firefighter and Fire Engineer
MEETING DATE: Wednesday, May 15, 2002
SUBMITTED BY: Human Resources Director
RECOMMENDED ACTION:
BACKGROUND INFORMATION:
That City Council adopt the attached resolution authorizing the
City Manager to execute an agreement with Cooperative
Personnel Services to develop performance examinations for
the positions of Firefighter and Fire Engineer.
Currently the City of Lodi uses a Firefighter physical agility examination dating back to 1975 - it is time to
re-evaluate this test. The need to ensure that the City is using valid examinations is a legal requirement.
The examinations for both positions incorporate a complex series of exercises designed to test several
required physical or performance dimensions. These examinations will ensure that candidates possess the
ability to do the job, protect employees from on-the-job injuries, protect the City from workers
compensation losses, and provide valuable information for use during pre-employment medical evaluations.
The development of performance examinations is a major undertaking that requires specialized expertise
and staff not currently available in the Human Resources Department. Cooperative Personnel Services
(CPS), a public sector testing consultant, has reviewed the City's current examination methods. They have
prepared a proposal to develop new performance examinations for the City at a cost of $24,000.
Originally a state agency, and now a non-profit Joint Powers Agency, CPS has provided testing and human
resource management services to public agencies for over 60 years. They offer a full range of human
resource services with an emphasis on occupational and licensing/certification testing. Over 1,200 public
agencies are CPS clients. Their network of consultants includes former state and local government human
resource executives with extensive expertise and hands-on experience. They also offer highly skilled
psychometricians with doctorates in related fields and extensive experience in assessment such as
occupational analysis and test development.
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APPROVED: X.). Dixon Flynn — C y Manager
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CITY OF LODI COUNCIL COMMUNICATION
At the present time there are no eligibility lists for the positions of Firefighter or Fire Engineer. The
development of these performance examinations is being done in anticipation of new recruitments which
will be performed soon. This work should be completed before the end of the current fiscal year.
COST: $ 24,000
FUNDING: Contingency Fund
Vicky McAthie, Finance Director
cc: City Attorney
Fire Chief
Finance Director
APPROVED:
Respectfully submitted,
fyg
Joan#`11"e/M Narloch, Tillman Resources Director
H. Dixon Flynn - City Manager
Iluman Rcsourcc Scrviccs for Public Agencies
241 Lathrop Way • Sncrowc,,lo, Califor 95515 • (916)263-36(10 • (800)322-4277 (Outside C.4) • Fax (916)263-3613
May h, 2002
LETTER OF AGREEMENT FOR PROFESSIONAL SERVICES
1.0 Parties
This agreement covers professional services performed by CPS 1-luman Rcsourcc Scrviccs (CPS)
on behalf of the City of Lodi. It is understood that the City of Lodi is the client for which
services will be performed and that CPS will bill the City of Lodi Human Resources Department
for said services. It is further understood that employees of CI'S arc not employees of the City
of Lodi. CPS is responsible for all compensation, taxes, benefits, and insurance of such
employees.
2.0 Scope
CPS agrees to collect validity evidence for the CPS Firefighter Work Sample Test for the City of
Lodi, as set forth herein.
The City of Lodi !Inman Resources Department shall bc responsible for activities listed in
Section 2.1 hereof. CPS shall bc responsible for activities listed in Section 2.2 hereof.
2.1 The City of Lodi Human Resources Department shall ensure, coordinate and be responsible
for the following:
• Attending information and job analysis training meetings.
• Administering and ensuring the completion of the Job Analysis Questionnaires and Linkage
Questionnaires by incumbent firefighters and imnmediate supervisors (lire captains) in a
timely and accurate manner.
• Providing CPS with documentation of the demographic composition of all lire
suppression/EMS staff.
• Ensuring firefighters in the City of Lodi Fire Department perform the Work Sample test
through the incumbent norming session.
• Documenting firefighters who did not participate in the norming session, but were selected
to participate.
• Establishing a passing score on the test.
• Payment of appropriate fees following the payment schedule in Section 3.0 below.
2.2 CI'S shall be responsible for the following:
• Coordinating and facilitating the meetings as identified in Section 2.3 below.
• Developing and printing the Job Analysis Questionnaires.
• Statistical analysis of all Job Analysis data collected.
• Statistical analysis of all incumbent norming data collected.
• Creating a Job Analysis results report that summarizes all Job Analysis data.
• Coordination of the incumbent norming session.
• Training of up to 10 staff in the administration of the test.
• Providing information to assist the City of Lodi Human Resources Department to determine
a passing score.
2.3 Work Plan Activities - Dates to be established
• Information Meeting (CI'S): May 7, 2002
• Distribution and Administration ()Hob Analysis Questionnaires (Clients): May 7, 2002
• Analysis of Job Analysis data (CI'S): TBD
• Development ofiob Analysis report (CI'S): TBD
• Test Development (CPS and Client to be held at CPS): TBD
• Incumbent Norming Session (CPS and Client): TBD
• Analysis of Incumbent Norming Times (CPS): TBD
• Distribution and Administration of Linkage Forams (CPS and Client): TBD
3.0 Fees
3.1 Participant Fees
Phase 1
Informational Meeting/.lob Analysis Training
Phase 11
Test Development
Phase 111
Norming
Phase IV
Analyze norming data
Provide passpoint information and
Validity Documentation Report
Project Management Costs
Total Costs
$ 2,000
$ 2,800*
$ 3,000
$ 6,600
$ 2.460
$ 16,860
*'fest Development meeting to be hosted by CI'S at our offices in Sacramento.
Note: The above costs include all CI'S staff travel expenses and travel time.
3.2 Scope of Fees
These lees do not include time or costs needed due to labor problems, agency -caused delays,
pre-existing legal problems, administrative differences at different levels causing additional
work, other extra meetings, additional data analysis due to poor incumbent response on the job
analysis, or the like. Additional consultant time necessary beyond what is included in the fees or
defined under Section 2.2 will be billed al the rale of $90 per hour liar the consultant's Icc, plus
travel time and expenses.
3.3 Expert testimony
CI'S will provide consultant assistance if the lest is challenged. Consultant time will be billed at
the rale of $150 per hour for the consultant's time for preparation and $250 per hour lir actual
testimony plus expenses.
3.4 Payment terms
The City of Lodi Human Resources Department will be billed as each project phase is
completed. Other payment options may be available by written agreement between both parties.
3.5 Additional Tests
The client is permitted unlimited lest use. If the client wishes to conduct any future incumbent
norming sessions, the charge will be at the Consultant hourly billing rate in place at that time in
addition to travel costs and travel time.
4.0 Miscellaneous Information
The City of Lodi I luman Resources Department agrees not to share or provide the test design or
other designated confidential inlorination to others without permission from CI'S.
If additional services, not encompassed within the scope of this agreement arc requested of CI'S,
this agreement shall be suitably amended in writing by mutual agreement of the parties. The
terms of this agreement shall commence upon signature of CI'S and the City of Lodi and shall
terminate upon completion of the contract. This agreement may be terminated by either party
upon giving the other party tiflccn clays written notice or -termination.
In the event of termination, CI'S shall he paid for all work completed under this contract up to
and including the effective date of termination.
Signature
H. Dixon Flynn
Name
City Manager
Title
Approved as to Torun
5/15/02
Date Signature Dile
v Attorney
Name
Title
Human Resource Services for Public Agencies
24I Lath' op Way • Sacramcnlo. California 95815 • (916)263-3600 • (800)822-4277 (Outside ('A) • Fax (916)263-3613
May 8, 2002
LETTER OF AGREEMENT
1.0 Parties
This agreement is to cover consulting services performed by CPS Human Resource
Services (CPS) on behalf of the City of Lodi ("the City"). It is understood that the City is
the client for which services will bc performed, and that CPS will bill the City for said
services. It is further understood that employees of CPS arc not employees of the City,
and CPS is responsible for all compensation, taxes, benefits, and insurance of such
employees.
2.0 Scope
CPS agrees to assist the City of Lodi in developing and validating a performance
examination for Fire Engineer, as sct forth herein. The City of Lodi shall be responsible
for all activities contained in Section 2.1, and CPS shall be responsible for all activities
contained in Section 2.2 hereof.
2.1 The City of Lodi shall bc responsible for:
a. Providing the time of subject matter experts (SMEs) and other city employees to
assist with project activities.
b. Providing the site, materials, and equipment needed for project activities.
c. Obtaining the exam raters and covering their expenses.
2.2 Cl'S shall be responsible for:
a. Conducting a Eire Engineer job analysis.
b. Working with the city's SMRs to design and develop the examination components.
c. Rater training.
d. Exam facilitation and oversight.
2.3 Workplan activities - - dates to be established:
a. Review olio() Info
b. Distribution of job analysis questionnaires.
c. Analysis of job analysis data.
d. SME Meeting — Rcvicw JA info, administer linkage questionnaire, and design exam
activities.
c. SME Meeting — Rcvicw and finalize exam activities.
{. Exani facilitation and oversight.
3.0 Fees
Project costs arc divided into two types: 1) Fixed costs associated with the conduct of a
Fire Engineer job analysis, and the design, development, and facilitation of a job-related
performance examination, and 2) Variable costs associated with out-of-pockct project
cxpcnscs for items such as printing, shipping, and travel.
a. Fire Enginccr Performance Examination: $ 7500.00
b. Travel & Expenses $ 500.00
Total Costs $ 8,000.00
3.1 Expert Testimony
CPS will provide consultant assistance if the test is challenged. Consultant time will bc
billed at the rate of $150.00 per hour for general consultant time, and $250.00 per hour
for court preparation and/or testimony (plus cxpcnscs).
4.0 Miscellaneous Information
This Letter of Agreement contains the complete terms agreed to by the parties. If
additional services, not encompassed within the scope of this agreement arc requested of
CI'S, this agreement shall bc suitably amended in writing by mutual agreement of the
parties.
This agreement shall commence upon signing this Letter of Agreement
and shall remain in effect until completion of the project. This
agreement may bc terminated by either party upon giving the other party
thirty (30) days written notice of termination. In the event the project is
terminated early, CPS will be paid such amount as is due for professional
services performed and out-of-pocket expenses incurred up to and
including the effective date of termination.
City of Lodi Matt Gruver, Mgr., Assess Services
CPS Human Resource Scrviccs
Approved as to form
RESOLUTION NO. 2002-95
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE
CITY MANAGER TO EXECUTE AN AGREEMENT WITH
COOPERATIVE PERSONNEL SERVICES TO DEVELOP
PERFORMANCE EXAMINATIONS FOR THE POSITIONS
OF FIREFIGHTER AND FIRE ENGINEER
NOW, THEREFORE, BE IT RESOLVED, that the Lodi City Council does hereby
authorize the City Manager to execute an agreement with Cooperative Personnel
Services to develop performance examinations for the positions of Firefighter and Fire
Engineer.
Dated: May 15, 2002
I hereby certify that Resolution No. 2002-95 was passed and adopted by the Lodi
City Council in a regular meeting held May 15, 2002 by the following vote:
AYES: COUNCIL MEMBERS — Howard, Land, Nakanishi, and Mayor
Pennino
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Hitchcock
ABSTAIN: COUNCIL MEMBERS — None
SUSAN J. BLACKSTON
City Clerk
2002-95