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HomeMy WebLinkAbout2024-035 Agrmt - McGrath Human Resources GroupASH LAN D City Information City of Ashland Attn: Molly Talyor 20 East Main St. Ashland, OR 97520 Personal Services Agreement Consultant Information Firm Name: McGrath Human Resources Group Contact: Dr. Victoria McGrath Address: PO Box 865 Jamestown, TN 38556 Phone: 541.552.2060 Phone Email: Molly.taylor@ashland.or.us Email: Contract Summary Procurement Method: Request for proposals Completion Date: December 31, 2024 E:�iF�•1;:�'Sfi�il victoriaphd@mcgrathconsulting.com Contract Amount: $127,304 (One hundred twenty-seven thousand three hundred & four) Description of Services: Compensation, Classification and Pay Equity Study Supporting Documents: Technical Proposal Dated: April 5, 2024 Cost Proposal Dated: April 5, 2024 This Personal Services Agreement (hereinafter "Agreement") is entered into by and between the City of Ashland, an Oregon municipal corporation (hereinafter "City") and the Consultant listed under Consultant Information above, ("hereinafter "Consultant"), for the services listed under Description of Services and Supporting Documents as noted in the Contract Summary above. In the event of conflict between provisions of the Supporting Documents, the Supporting Documents shall be given precedence in the order listed above. This Agreement, the Exhibits and the Supporting Documents shall be construed to be mutually complementary and supplementary wherever possible. In the event of a conflict which cannot be so resolved, the provisions of this Agreement itself shall control over any conflicting provisions in any of the exhibits or supporting documents. The Consultant's initialsf vM 1 herein signify acknowledgment and agreement to this provision, if applicable, or if not sign "N/A". Consultant's services are collectively referred to in this Agreement as the "Work." Page 1 of 7 Personal Services Agreement Between the City of Ashland and McGrath Human Resources Group NOW THEREFORE, in consideration of the mutual covenants contained herein, the City and Consultant hereby agree as follows: 1. Effective Date and Duration: This Agreement shall become effective on the date of execution on behalf of the City, as set forth below (the "Effective Date"), and unless sooner terminated as specifically provided herein, shall terminate upon the City's affirmative acceptance of Consultant's Work as complete and Consultant's acceptance of the City's final payment therefore, but not later than the Completion Date listed under the Contract Summary in the table one page one of this agreement. 1.1. Time is of the essence. Time is of the essence for Consultant's performance of each and every obligation and duty under this Agreement. City, by written notice to Consultant of default or breach, may at any time terminate the whole or any part of this Agreement if Consultant fails to provide the Work called for by this Agreement within the time specified herein or within any extension thereof. 2. Compensation: City shall pay Consultant the sum listed as the "Contract Amount" under the Contract Summary on page one of this document as full compensation for Consultant's performance of all Work under this Agreement. In no event shall Consultant's total of all compensation and reimbursement under this Agreement exceed the Contract Amount without the express, written approval from the appropriate Department Head or City Manager. Payments shall be made within thirty (30) days of the date of receipt by the City of Consultant's invoice. Should this Agreement be terminated prior to completion of all Work, payments will be made for any phase of the Work completed and accepted as of the date of termination. 3. Consultant Obligations: 3.1. Independent Contractor Status. Consultant is an independent contractor and not an employee of the City for any purpose. Consultant shall have the complete responsibility for the performance of this Agreement. Consultant shall provide workers' compensation coverage as required in ORS Chapter 656 for all persons employed to perform Work pursuant to this Agreement. Consultant is a subject employer that will comply with ORS 656.017. 3.2. Qualified Work. Consultant has represented, and by entering into this Agreement now represents, that all personnel assigned to the Work to be performed under this Agreement are fully qualified to perform the services to which they will be assigned in a skilled manner and, if required to be registered, licensed, or bonded by the State of Oregon, are so registered, licensed, or bonded. 3.3. Assignment. Consultant shall not assign this Agreement or subcontract any portion of the Work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Consultant shall be fully responsible for the acts or omissions of any assigns or subcontractors and of all persons employed by them, and the approval by City of any assignment or subcontract of the Work shall not create any contractual relation between the assignee or subcontractor and City. Page 2 of 7 Personal Services Agreement Between the City of Ashland and McGrath Human Resources Group 3.4. Work Performance Obligation. Consultant shall, at its own risk, perform the Work described in the Description of Services and in the Supporting Documents and, unless otherwise specified in this Agreement, furnish all labor, equipment, and materials required for the proper performance of such Work. 3.5. Certification. Consultant agrees to and shall sign the certification attached hereto as "Exhibit U and incorporated herein by this reference. 4. Insurance: Consultant shall, at its own expense, maintain the following insurance: 4.1. Worker's Compensation. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers. 4.2. Workers' Compensation Exemption. If applicable, Consultant affirms and certifies that it is exempt from providing Workers' Compensation per ORS 656.027. Exemption criteria: Enter criteria here or delete if not applicable Consultant initials if exempt: na Date: 07/05/24 4.3. Professional Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars) per occurrence. This is to cover any damage caused by error, omission or negligent acts related to the Work to be provided under this Agreement. 4.4. General Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars) per occurrence for Bodily Injury, Death, and Property Damage. 4.5. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than $1,000,000 (one million dollars) for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non -owned vehicles, as applicable. 4.6. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without thirty (30) days' prior written notice from the Consultant or its insurer(s) to the City. 4.7. Additional Insured/Certificates of Insurance. Consultant shall name the City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies, excluding Professional Liability and Workers' Compensation, required herein, but only with respect to Consultant's services to be provided under this Agreement. The consultant's insurance is primary and non-contributory. As evidence of the insurance coverages required by this Agreement, the Consultant shall furnish acceptable insurance certificates prior to commencing the Work under this Agreement. The certificate will specify all of the parties who are Additional Insureds. Insuring Page 3 of 7 Personal Services Agreement Between the City of Ashland and McGrath Human Resources Group companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies; trust agreements, etc. shall be provided to the City. The Consultant shall be financially responsible for all pertinent deductibles, self -insured retentions, and/or self-insurance. 5. Termination: 5.1. Mutual Consent. This Agreement may be terminated at any time by the mutual consent of both parties. 5.2. City's Convenience. This Agreement may be terminated by City at any time upon not less than thirty (30) days' prior written notice delivered by certified mail or in person. 5.3. For Cause. City may terminate or modify this Agreement, in whole or in part, effective upon delivery of written notice to Consultant, or at such later date as may be established by City under any of the following conditions: If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; or If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this Agreement or are no longer eligible for the funding proposed for payments authorized by this Agreement; or If any license or certificate required by law or regulation to be held by Consultant to provide the services required by this Agreement is for any reason denied, revoked, suspended, or not renewed. 5.4. For Default or Breach. Either City or Consultant may terminate this Agreement in the event of a breach of the Agreement by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and its intent to terminate. If the party committing the breach has not entirely cured the breach within fifteen (15) days of the date of the notice, or within such other period as the party giving the notice may authorize in writing, then the Agreement may be terminated at any time thereafter by a written notice of termination by the party giving notice. 5.4.1. Default: The Consultant shall be in default of this Agreement if Consultant: commits any material breach or default of any covenant, warranty, certification, or obligation under the Agreement; institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Agreement; or attempts to assign rights in, or delegate duties under, this Agreement. Page 4 of 7 Personal Services Agreement Between the City of Ashland and McGrath Human Resources Group 5.5. Obligation/Liability of Parties. Termination or modification of this Agreement pursuant to subsections 2.1, 2.2, or 2.3 above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. However, upon receiving a notice of termination (regardless of whether such notice is given pursuant to subsection 2.1, 2.2, 2.3, or 2.4 of this section, Consultant shall immediately cease all activities under this Agreement, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Consultant shall deliver to City all documents, information, works -in -progress and other property that are or would be deliverables had the Agreement been completed. City shall pay Consultant for Work performed prior to the termination date if such Work was performed in accordance with this Agreement. 5.6. The rights and remedies of City provided in this subsection are not exclusive and are in addition to any other rights and remedies provided by law or under this Agreement. 6. Indemnification: Consultant hereby agrees to defend, indemnify, save, and hold City, its officers, employees, and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, or other damages resulting from injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this Agreement by Consultant (including but not limited to, Consultant's employees, agents, and others designated by Consultant to perform Work or services attendant to this Agreement). However, Consultant shall not be held responsible for any losses, expenses, claims, costs, judgments, or other damages, caused solely by the gross negligence of City. 7. Consultant's Compliance with Tax Laws: Consultant represents and warrants to the City that: Consultant shall comply with all Oregon tax laws, including but not limited to ORS 305.620, ORS 305.380(4), and ORS Chapters 316, 317, 318, in addition to any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions and any tax provisions imposed by a political subdivisions of the State of Oregon. 8. Living Wage Requirements: If the amount of this Agreement is $25,335.05 or more, Consultant is required to comply with Chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in that chapter, to all employees performing Work under this Agreement and to any Subcontractor who performs 50% or more of the Work under this Agreement. Consultant is also required to post the notice attached hereto as "Exhibit B" predominantly in areas where it will be seen by all employees. 9. Notice: Whenever notice is required or permitted to be given under this Agreement, such notice shall be given in writing to the other party by personal delivery, by sending via a reputable commercial overnight courier, by mailing using registered or certified United States mail, return receipt requested, postage prepaid, or by electronically confirmed at the addresses set forth on page one of this agreement with a copy to: Page 5 of 7 Personal Services Agreement Between the City of Ashland and McGrath Human Resources Group City of Ashland — Legal Department 20 E. Main Street Ashland, Oregon 97520 Phone: (541) 488-5350 10. General Provisions: 10.1. Ownership of Work/Documents: All Work, work product, or other documents produced in furtherance of this Agreement belong to the City, and any copyright, patent, trademark proprietary or any other protected intellectual property right shall vest in and is hereby assigned to the City. 10.2. Non -appropriations Clause - Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this Agreement within the City's fiscal year budget. Consultant understands and agrees that City's payment of amounts under this Agreement attributable to Work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this Agreement. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this Agreement without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further liability to Consultant. 10.3. Statutory Requirements: The following laws of the State of Oregon are hereby incorporated by reference into this Agreement: ORS 27913.220, 27913.230 and 27913.235. 10.4. Nondiscrimination: Consultant agrees that no person shall, on the grounds of race, color, religion, creed, sex, marital status, familial status or domestic partnership, national origin, age, mental or physical disability, sexual orientation, gender identity or source of income, suffer discrimination in the performance of any Work under this Agreement when employed by Consultant. Consultant agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. Further, Consultant agrees not to discriminate against a disadvantaged business enterprise, minority -owned business, woman -owned business, a business that a service -disabled veteran owns or an emerging small business enterprise certified under ORS 200.055, in awarding subcontracts as required by ORS 279A.110. 10.5. Governing Law: This Agreement shall be governed by the laws of the State of Oregon without regard to conflict of laws principles. Exclusive venue for litigation of any action arising under this Agreement shall be in the Circuit Court of the State of Oregon for Jackson County unless exclusive jurisdiction is in federal court, in which case exclusive venue shall be in the federal district court for the district of Oregon. Each party expressly waives any and all rights to maintain an action under this Agreement in any Page 6 of 7 Personal Services Agreement Between the City of Ashland and McGrath Human Resources Group other venue, and expressly consents that, upon motion of the other party, any case may be dismissed, or its venue transferred, as appropriate, so as to effectuate this choice of venue. 11. Merger: This agreement and the attached exhibits constitute the entire understanding and agreement between the parties. No waiver, consent, modification or change of terms of this agreement shall bind either party unless in writing and signed by both parties. Such waiver, consent, modification or change, if made, shall be effective only in the specific instance and for the specific purpose given. There are no understandings, agreements, or representations, oral or written, not specified herein regarding this agreement. Consultant, by signature of its authorized representative, hereby acknowledges that he/she has read this agreement, understands it, and agrees to be bound by its terms and conditions. Page 7 of 7 Personal Services Agreement Between the City of Ashland and McGrath Human Resources Group WITNESS WHEREOF, the parties have executed this Agreement in their respective names by their duly authorized representatives as of the dates indicated below. This Agreement may be executed in two counterparts, each of which shall be deemed an original, with equal force and effect as if executed in a single document. City of Ashland: By:r.cm Sabrina Cotta, Interim City Manager 07/05/24 Date Purchase Order No. APPROVED AS TO FORM: City Attorney Date McGrath Human Resources (Consultant): By: vm s �,u Signature Victoria McGrath Printed Name Victoria McGrath Title 07/05/24 Date (. --9 is to be submitted with this signed Agreement) Page 8 of 7 Personal Services Agreement Between the City of Ashland and McGrath Human Resources Group CITY OF ASHLAND, OREGON City of Ashland LIVING WAGE per hour, effective June 30, 2023. The Living Wage is adjusted annually every rRalfal June 30 by the Consumer Price Index. For all hours worked under a service contract between their employer and the City of Ashland if the contract exceeds $25,335.05 or more. For all hours worked in a month, if the employee spends 50% or more of the employee's time in fiat month working on a project or portion of the business of their employer, ff the employer has ten or more employees, and has received financial assistance for the project or business from the City of band over $25,335.05-1 If their employer is the City of Ashland; including the Parks and Recreation Department In calculating the living wage, employers may add the value of health care, retirement, 4011K, and IRS eligible cafeteria plans (including childcare) benefits to the employee's amount of wages. i Note: For temporary and part-time employees, the Living wage does not apply to the first 1040 boos worked in any calendar year. For more details, please see Ashland Municipal Code Section 3.12.020. Cal the Ashland City Manager's office at 54148ff-6002 or write to the City Manager, City Hal, 20 East Main Street, Ashland, OR 97520, or visit the Citys website at www_ashland.or.us. Notice to Employers: This notice must be pasted in areas where it can be seen by all employees. CITY OF -AS H LA N D Page 1 of 1: Exhibit B FYhihit C Certifications/Representations: Consultant, by and through its authorized representative, under penalty of perjury, certifies that (a) the number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be issued to it and (b) Consultant is not subject to backup withholding because: (i) it is exempt from backup withholding, or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified it that it is no longer subject to backup withholding. Consultant further represents and warrants to City that: (a) it has the power and authority to enter into this Agreement and perform the Work, (b) the Agreement, when executed and delivered, shall be a valid and binding obligation of Consultant enforceable in accordance with its terms, (c) the work under the Agreement shall be performed in accordance with the highest professional standards, and (d) Consultant is qualified, professionally competent, and duly licensed (if applicable) to perform the Work. Consultant also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, it is an independent contractor as defined in the Agreement, it is authorized to do business in the State of Oregon, and Consultant has checked four or more of the following criteria that apply to its business. vm (1) Consultant carries out the work or services at a location separate from a private residence or is in a specific portion of a private residence, set aside as the location of the business. vm (2) Commercial advertising or business cards or a trade association membership are purchased for the business. vm (3) Telephone listing is used for the business separate from the personal residence listing. vm (4) Labor or services are performed only pursuant to written contracts. vm (5) Labor or services are performed for two or more different persons within a period of one year. vm (6) Consultant assumes financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission (professional liability) insurance or liability insurance relating to the Work or services to be provided. Consultant's signature 07/05/24 Date Page 1 of 1: Exhibit C Professional Proposal Prepared for the City of Ashland, Oregon �•CITY • ASHLAND Compensation, Classification & Pay Equity Study Technical Proposal Submitted By: McGrath Human Resources Group PO Box 865 Jamestown, TN 38556 Dr. Victoria McGrath, CEO victoriaphd@mcgrathconsulting.com 815.728.9111 April 5, 2024 2:00 P.M. PST McGrath HUMAN RESOURCES GROUP t:rv) McGrath HUMAN RESOURCES GROUP April 4, 2024 Molly Taylor Human Resources Director City of Ashland 20 E. Main Street Ashland, OR 97520 Dear Molly Taylor: Thank you for the opportunity to submit our qualifications to become your compensation business partner and provide a Compensation, Classification and Pay Equity Study for the City of Ashland, Oregon. Developing and maintaining a competitive compensation and classification plan in today's current environment is extremely challenging, yet essential to attract, motivate, engage, and retain a qualified workforce. McGrath Human Resources Group understands the issues public sector entities are facing as our firm provides human resources consulting services primarily for the public sector, with emphasis on compensation. We offer a transparent, engaging, and collaborative approach to develop a compensation solution built specifically for each client, which aligns with your compensation philosophy and strategy to attract and retain competent professionals, conform to all legal requirements, and fit within the City's fiscal reality. Detailed information regarding our firm, consulting team, scope of work, work plan, methodology and process, proposed work schedule, project fees, and other required information are presented within this proposal. All conditions contained in the attached proposal are valid for a minimum of 90 days from April 5, 2024. 1 am the authorized individual to contractually bind the Firm and principal contact for this project. As you review the proposal, if you have any questions or require additional information, please do not hesitate to ask. We look forward to the opportunity to work with the City of Ashland and its employees on this important project. Sincerely, Victoria J. McGrath, Ph.D., CEO PO Box 865 Jamestown, TN 38556 815.728.9111 (office) 931.214.2262 (direct) 815.331.0215 (fax) victoriaphd@mcgrathconsulting.com ' City of Ashland, Oregon —Compensation, Classification and Pay Equity Study Contents ProposalSubmission Form..................................................................................................... 4 Qualificationsand Experience................................................................................................ 5 PublicSector Project History.......................................................................................................... 6 ConsultantQualifications.............................................................................................................. 8 TaskList and Timeline..........................................................................................................13 MethodsOverview...................................................................................................................... 13 ProposedProject Plan.................................................................................................................14 1. Project Orientation........................................................................................................................... 14 2. Project Initiation and Assessment..................................................................................................... 14 3. Classification Analysis (Job Analysis)................................................................................................. 15 Job Description Document Updates/Development........................................................................................ 16 4. Compensation Analysis..................................................................................................................... 16 5. Benefits and Rewards Analysis.......................................................................................................... 17 6. McGrath 360CompT" Integration....................................................................................................... 17 7. Systems Update and Review............................................................................................................. 18 8. Finalization........................................................................................................................................18 9. Presentation and Communication..................................................................................................... 19 10. Ongoing Support and Training........................................................................................................... 19 ProposalTimeline........................................................................................................................ 20 ProjectProgress Communication.................................................................................................................... 20 References........................................................................................................................... 22 Contractual Terms and Conditions....................................................................................... 24 Certificateof Compliance............................................................................................................. 24 City of Ashland, Oregon —Compensation, Classification and Pay Equity Study 2 EXTERNAL MARKET compensation philosophy 1 competitiveness • benefit stipend comparisons 1 1 1 1 POLICY DEVELOPMENT* provide instruction write actual policies METRICS* • assess success of HR program — EMPLOYEE ENGAGEMENT; , , - targeted surveys focus group facilitation INTERNAL EQUITY ! • hierarchy of positions / -career progressionladders I I TOTAL BENEFIT ANALYSIS* impact of compensation and benefits ORGANIZATION IMPACTS i •turnover ' worforce demographics community and/or geography FAIR LABOR STANDARDS exempt/non-exempt status • overtime calculations • , , GENDER EQUITY* collect, analyze data determine compliance • OPTIONAL City of Ashland, Oregon —Compensation, Classification and Pay Equity Study Proposal Submission Form The undersigned proposer submits this proposal in response to the City's Request for Proposals (RFP) for Compensation, Classification & Pay Equity Study released on February 20, 2024. The proposer warrants that the proposer has carefully reviewed the RFP and that this proposal represents the proposer's full response to the requirements described in the RFP. The proposer further warrants that if this proposal is accepted, the proposer will contract with the City, agrees to the terms and conditions found in the attached contract and RFP or has submitted terms and conditions acceptable to the City, and will provide all necessary labor, materials, equipment, and other means required to complete the work in accordance with the requirements of the RFP and contract documents. Cost Proposal — Compensation, Classification, & Pay Equity Study Fee Categories Amount Compensation, Classification and Pay Equity Study See Cost Proposal Benefits Add -on Job Description Documents ($xxx per document x est 207 documents)* Travel - Not to exceed based upon actual expenses** Hourly Rate for Additional Services Principal Senior Consultant Hourly Rate: Consultant The proposer hereby acknowledges the requirement to carry or indicates the ability to obtain the insurance required in the contract. Indicate in the affirmative by initialing here: VJM The proposer hereby acknowledges receipt of Addendum Nos. 1,_ _ to this RFP. City of Ashland, Oregon —Compensation, Classification and Pay Equity Study 4 Qualifications and Experience McGrath Consulting Group, Inc. was started in 2000, specializing in public sector consulting in the fields of human resource management and public safety (fire, EMS, police, and communications). Our Firm has over 20 professional consultants who are assigned to projects based upon their professional background and skillset they bring to each client. McGrath Human Resources Group is the Human Resources Division overseen by Dr. Victoria McGrath. Since 2000, McGrath has conducted hundreds of comprehensive compensation and classification studies nationwide. The Human Resources consulting team is comprised of experienced human resources practitioners from both the private sector and local city and county government. Company Name McGrath Human Resources Group Parent Organization McGrath Consulting Group, Inc. Established May 1, 2000 of Service 23 _Years Type of Firm Private Corporation Company Mailing P.O. Box 865 Address Jamestown, TN 38556 Responsible Party and Dr. Victoria McGrath, Ph.D., SPHR Project Manager CEO Email Address victoriaphd@mcgrathconsulting.com Website www.mcgrathhumanresources.com Phone Number (815) 728-9111 Fax Number (815) 331-0215 Insurance State Farm: Auto Erie Insurance: General Liability AmTrust: Workers Compensation Mount Vernon: Professional Liability Chubb: Cyber Security Liability Office Locations Aberdeen, SD Chippewa Falls, WI Columbia, MO Jamestown, TN We do not offer an off -the -shelf Strongsville, OH work product, but rather, we approach each client with the goal to understand your organization, culture, current and future needs, and fiscal reality to develop total compensation solutions that are developed uniquely for you, align with your compensation philosophy and strategy, while using a collaborative and transparent process. Our Firm also provides related human resources consulting which includes but is not limited to benefit analysis, job description development, HR Audits, performance management program development, training, policy development, operational studies, and staffing studies. Our Human Resources team is also involved in organizational studies related to public safety. Why Choose McGrath Human Resources Group? We do not ask you to adapt to an off -the -shelf solution. ❖ Even in municipalities that appear to be similar, each entity has unique qualities, culture and needs. We work hard to understand your goals, fiscal realities, and compensation history so we can offer practical and sustainable options for a compensation solution that addresses your needs while holding to best practices that maintain validity and compliance in the system. City of Ashland, Oregon —Compensation, Classification and Pay Equity Study 5 We specialize in and understand public employment and local municipalities. We specialize in public sector consulting; thus, we are in a unique position to understand and work with your stakeholders to make a sound investment that will benefit the City. Our consulting team is comprised of individuals with previous local government city and county work experience. s An investment in your employee's compensation plan is an investment in your community, and we recognize the investment you are making is with taxpayer dollars. Our long history brings a unique breadth of experience. We have experience with the development of innovative or traditional approaches, with the knowledge of climates where those approaches usually succeed to help us tailor the best solutions for you. We wish to foster a partnership with our clients by pursuing a depth of understanding of your philosophy, culture, challenges, and successes so the synergy outcome provides a compensation system that makes sense philosophically and fiscally for your organization. We are successful. ❖ In our 24th year in business, with over 550 clients in 40 states, we are proud that 99% of our projects have been fully adopted and implemented. Our success stems from sound principles and best practices throughout our work and the relationships we build through collaboration and transparency with the project. Public Sector Project History McGrath primarily works with public -sector organizations including counties, cities, villages, townships, districts, and even State agencies. The following is a list of compensation and classification type projects this consulting team has worked on and completed over the last five (5) years. Oregon clients are provided first, followed by out of state projects. City of LaPine, OR City of Stayton, OR Clatsop County, OR Coos County, OR — in process AODAMHS of Montgomery County, OH Codington County, SD Burnett County, WI Caroline County, VA Community Library Network, ID County of Delaware, PA City of Alamosa, CO Cowley County, KS City of Alcoa, TN Cumberland County, NC City of Bloomer, WI Cy Fair Volunteer Fire Department, TX City of Carthage, MO Daniel Boone Regional Library, MO City of Ashland, Oregon —Compensation, Classification and Pay Equity Study 6 City of Chanhassen, MN Davison County, SD City of Chetek, WI Dodge County, WI City of Clayton, MO Douglas County, WI City of Columbus, KS Ford County, KS City of Dennison, TX Forest Preserve District of DuPage County, IL City of Derby, KS Harvey County, KS City of Dodge City, KS Kansas Sentencing Commission, KS City of Duvall, WA Kent County, MI City of Eau Claire, WI Lawrence Public Library, KS City of Excelsior Springs, MO Marathon County, WI City of Flint, MI Merrimac Center, VA City of Garden City, KS Mid -Columbia Libraries, WA City of Goodland, KS Monroe County, WI City of Huber Heights, OH Montgomery County, OH City of Kirkwood, MO Montgomery County, TN City of Lacrosse, WI New Kent County, VA City of Lake Geneva, WI New River Valley Juvenile Detention Home, VA City of Lansing, KS Outagamie County, WI City of Lawrence, KS Polk County, WI City of Manor, TX Portage County, WI City of Marshfield, WI Pueblo City -County Library District, WI City of Merriam, KS Roanoke Valley Juvenile Detention Center, VA City of Monroe, WI Rock County, WI City of North Kansas, MO Saginaw Charter Township, MI City of Northfield, MN Sauk County, WI City of Ottawa, KS Sedgwick County, KS City of Pleasant Valley, MO Somerset School District, WI City of Prairie Village, KS South County Fire Department, WA City of Richmond, MO Sumner County, TN City of River Falls, WI Town of Blacksburg, VA City of Roeland Park, KS Town of Fairview, TX City of Smithville, MO Town of Greeneville, TN City of Topeka, KS Town of Holly Springs, NC City of Tukwila, WA Town of Prescott Valley, AZ City of Union, MO Vernon County, WI City of Webster Groves, MO Village of Lake in the Hills, IL City of West Bend, WI Village of Mount Pleasant, WI City of White Bear Lake, MN Wasatch County, UT City of Woodstock, IL Wisconsin Employee Trust Funds, WI Clearfield City, UT Winnebago County, WI City of Ashland, Oregon —Compensation, Classification and Pay Equity Study 7 Consultant Qualifications All consultants are McGrath consultants, and there is no subcontracting. The Consultants were selected for this project based upon their areas of expertise, specialties, and related project experience. We operate under the philosophy of total team involvement and each team member has experience in all facets of project work and will work together to meet the goals of your project. Further, we have the flexibility to involve other consultants with our organization to bring their unique perspective and expertise as needed. Principal: A principal of the company is actively involved in every project and is accountable for the project. This position will have authority over the contract and to bind the Firm. Project Manager: This role has project oversight, will coordinate all work with the consulting team, will have direct routine communication with the City's project designee, and will be hands on in all aspects of the project's activities, leads the consulting team on targeted project activities, and performs duties of a project consultant. Project Consultant: This role works on various project activities, which will include communication documents/tools, interviews, position questionnaire analysis, job description review, market data collection and analysis, pay plan review, compensation system development, costing, and drafting reports. Advisor: This role has specific subject matter expertise that may be called upon for additional consultation for the consulting team for public safety positions, as needed. City of Ashland, Oregon —Compensation, Classification and Pay Equity Study v Victoria McGrath, Ph.D., SPHR Chief Executive Officer and Principal Dr. Victoria McGrath has an extensive background in the field of human resources, predominately in the public sector; but she also has a number of years in the private sector having worked in health care, banking, and education. She brings over 19 years as an HR practitioner in all phases of human resources prior to her years as a consultant. Her professional experience includes the City of Brookfield, WI, which had over 500 employees, including five (5) labor unions; the Elmbrook School District, WI — the 2"d largest school district in Wisconsin, also with 5 labor unions; and Citicorp Banks. She has dealt with labor/employee relations; policy, procedure and labor compliance; benefits and compensation; recruitment and staff development. Dr. McGrath's local government experience touched all local services including police/sheriff, fire, public works/highway, engineering, library, health department, administration, courts, jail, and more. Dr. McGrath has provided management assistance to more than 200 local government clients on a variety of management issues. In addition to working with government, she has been a speaker for a number of professional organizations and worked with two (2) organizations in developing courses in human resource management to current and upcoming supervisors. Further, she is an adjunct professor — teaching in areas such as human resources, organizational development, management, and research — at Northwestern University (Master's in Public Policy Administration Program). Dr. McGrath's doctoral dissertation dealt with Government as a Learning Organization. Her research dealt with government efficiency in providing services and how governmental services can become more effective. YEARS WITH FIRM: 24 EDUCATION Ph.D. — Municipal Government as a Learning Organization, University of Wisconsin — Milwaukee, WI Master of Science — Management, Cardinal Stritch College, WI Bachelor of Science — Industrial Relations & Finance, University of Wisconsin — Milwaukee, WI PROFESSIONAL AFFILIATIONS • Society for Human Resources Management • Illinois Public Employer Labor Relations Association • National Public Employer Labor Relations Association • International City/County Manager Association ' City of Ashland, Oregon —Compensation, Classification and Pay Equity Study Malayna Halvorson Maes Senior Consultant and Project Manager Malayna Halvorson Maes has served as a human resource professional in both the private and public sectors for over 20 years. She worked previously in health care human resources, then as the Human Resources Director and senior advisor for a large county in northwestern Wisconsin. Thus, she has direct experience with the many challenges facing municipal employers. During her time in county government, Ms. Maes advised the organization through the significant changes at the State level (referred to as Act-10) that resulted in a reduction from five (5) collective bargaining units to one (1) unit, due to reduced legal authority of organized labor in the public sector. As a change agent, she facilitated the development of significant policy changes for the organization. This included conducting a complete evaluation of the compensation system for the county which included implementation of a pay for performance evaluation system. This system was created through the work of a combined employee — manager committee and included the implementation of a performance management software system to streamline the 360-evaluation process. She brings a practical understanding to the development and implementation of complex compensation systems. As a former Wisconsin Human Resources Director, she is knowledgeable of all facets of local government, including police, public works, engineering, health services, and more. She has been active in a number of professional organizations including SHRM, Chippewa Valley Society of Human Resource Management; WIPFLI Senior HR Forum; Wisconsin Association of County Personnel Directors, and the National Public Employer Labor Relations Association. In addition, she served on the WACPD training Committee, Chair of the Legislative Affairs Committee, a Board of Director member as well as a member of the Services Committee for WPELRA; thus, she takes an active role in defining the profession. YEARS WITH FIRM: 10 EDUCATION • Bachelor of Arts— Psychology, Luther College, Decorah, IA PROFESSIONAL AFFILIATIONS • Society for Human Resources Management • National Public Employer Labor Relations Association • World at Work, Total Rewards Association CERTIFICATION • Certified Compensation Professional (in process) ' City of Ashland, Oregon —Compensation, Classification and Pay Equity Study 10 Michelle Lach Project Consultant — Data Ms. Lach provides critical research and analytical skills to our compensation and benefits studies. Ms. Lach had ten (10) years of professional human resources experience prior to her time with the Firm in the private sector as an HR Director for a manufacturing company and a pharmaceutical company. Her professional experience with the Firm includes the development of employee handbooks and job descriptions, but now works exclusively with compensation and benefit survey designs and execution, and market research. These critical responsibilities include obtaining, compiling, and analyzing complex data and other information for projects, and supporting the project manager as needed. She has been with the Firm for 19 years. YEARS WITH FIRM: 19 EDUCATION • Bachelor of Arts— Communication and Organizational Development Bowling Green State University, Bowling Green, OH • Human Resources Program Certification — Baldwin Wallace College, Berea, OH Melanie Henry Project Consultant — Position Analysis Melanie Henry has served as a human resource professional in both the non-profit and public sectors for over 25 years. She worked as the Human Resources Manager for a stand-alone public library in mid Missouri for the majority of her time prior to joining McGrath in 2023. During her time in local government, Ms. Henry advised the organization through evaluations and implementations of defined benefit retirement benefits, paid leave conversion, timekeeping audit and systems, Library Board liaison for Executive Director recruitment and annual performance evaluation, classification and compensation plan, policy development and employee development program. She also provided guidance during a unionization effort and negotiations of the collective bargaining agreement. She has been active in a number of professional organizations including SHRM and Human Resource Association of Central Missouri (SHRM chapter). In addition, she served on a local City Personnel Advisory Board, and the Human Resources Association of Central Missouri Board. EDUCATION • Bachelor of Arts— Psychology, University of Missouri - Columbia • Human Resource Management Certificate — University of Missouri — St. Louis PROFESSIONAL AFFILIATIONS • Society for Human Resources Management • Human Resources Association of Central Missouri (HRACMO) • World at Work, Total Rewards Association ' City of Ashland, Oregon —Compensation, Classification and Pay Equity Study 11 Jillaine Smith Project Consultant —Job Descriptions Jillaine Smith has served as a human resource professional in both the private, public, and higher education sectors for over 12 years. Her professional focus has been on innovative thinking, leadership, and guidance for her organizations. Ms. Smith has developed and implemented HR policies and procedures, classification and compensation studies, job description development, and other proficiencies for efficient operations. In addition, Ms. Smith's background includes consultation with key executive individuals responsible for performance and professional development to help provide experience -based strategies designed to enhance and reinforce organizational development. Ms. Smith joined McGrath in 2022. Ms. Smith has served as a committee member of the Aberdeen Area Human Resources Association in the past and served as their President in 2019. She is currently the membership director for SoDak SHRM. She was a 2016 graduate of Leadership Aberdeen, a 2019 graduate of the N21nstitute Leadership Academy, and has also been an adjunct instructor for the Social Work department at Presentation College in Aberdeen, SD. EDUCATION • Master of Social Work— University of North Dakota- Grand Forks • Bachelor of Science — Psychology, Northern State University - Aberdeen PROFESSIONAL AFFILIATIONS • Society for Human Resources Management PUBLIC SAFETY ADVISOR McGrath Human Resources will partner with the parent company— McGrath Consulting Group in the areas of public safety, as needed. • Dr. Tim McGrath has over 30 years of experience in fire, EMS, communications and emergency management and currently heads the Fire Division, performing operational studies throughout the United States. He served as Chief of fire departments in Gurnee, Illinois and Brookfield, Wisconsin. Dr. McGrath has been an independent consultant since 1997 and is a speaker well- known for his motivational presentations in the United States and internationally. He earned a doctorate in management, a dual master's degree in public administration and management, a bachelor's degree in industrial education, and an associate degree in fire science management. • Ron Moser has over 30 years of experience in law enforcement serving six municipalities in three states. Serving as Chief for departments within a metropolitan area. Mr. Moser also served as Director of Emergency Management and Village Manager for Hanover Park, Illinois, a municipality of Cook County. He currently heads the law enforcement division performing operational studies throughout the United States. Mr. Moser has two master's degrees in Criminal Justice and Corrections and Law Enforcement Administration. �� City of Ashland, Oregon —Compensation, Classification and Pay Equity Study 12 Task List and Timeline Methods Overview In any governmental organization, salaries and benefits are typically the largest budget item. An investment in your employee's compensation plan is an investment in your community, and we recognize the investment you are making is with tax dollars. We also understand a competitive compensation system is an important element for the City's ability to hire, cultivate, and retain employees who provide service and value to all City stakeholders, regardless of the organization's size. Similarly, internal equity, proper classification, career opportunities and addressing of any compression issues serves to enhance the employee's feeling of value and willingness to actively engage in their work for the organization. Therefore, it is important for the City to have a system that promotes the active engagement of employees, is non-discriminatory, is legally defensible, is efficient to manage, and can accommodate organizational growth and change. Thus, we tailor our services to meet the needs and unique structure and culture of the City. Our methodology and approach are characterized by a systematic, logical series of tasks aimed at assuring thoroughness, consistency, and objectivity. After conducting a needs assessment with the City, confirming the City's compensation philosophy with City leaders, and analyzing the current System in place, our Firm utilizes Best Practices throughout the process, which includes salary data and job content data from multiple City sources and its mutually identified comparables. Data analysis is then utilized to put this information into a meaningful summary format which is shared with the City. A visual summary of the project plan is provided. A detailed methodology and work plan follows. City of Ashland, Oregon —Compensation, Classification and Pay Equity Study 13 Proposed Project Plan We tailor our projects to meet the needs and unique structure and culture of your organization, with the principles of collaboration, communication and transparency in mind while developing a sound work plan with identified deliverables. The proposal steps can be discussed and adjusted to meet the projects needs for the City. 1. Project Orientation ❖ Communicate with the City's project designee to: o Provide a list of documents and data needed to begin the project. o Discuss project expectations and milestones. o Begin developing a communication plan. o Schedule initial meetings. We develop a communication plan at the onset of the project so the Firm can provide routine updates on progress as well as discuss any issues that may result in a delay or a challenge within the project. Our Project Manager coordinates meetings, data sharing, and ensures the work plan is progressing according to the designed work plan so the deliverables are met within the scope and timeline of the project. 2. Project Initiation and Assessment The consultants will conduct the first visit to meet with City confersorions " a- --leaders and all Department Directors/Managers to: administration to identify challenges ❖ Explore your organization's current compensation and concerns with the current system system, compensation philosophy and strategy. and future needs; so we may develop Gain an understanding of the goals, values and structure comprehensive recommendations to of the overall organization. best address those needs. ❖ Gather information for each individual department including any unique responsibilities associated with positions, strengths and weaknesses of the current system, or issues with recruitment/retention. Identify future needs. ❖ Review provided documents and data. ❖ Finalize project communication expectations and strategies, project timeline, and identifiable milestones. Other Introductory communications are recommended: ❖ Conduct introductory meetings with elected officials to discuss elements of compensation philosophy and expectations. Introductory union and/or employee communications and/or meetings to explain the process of a compensation study, introduce the consulting team, expected assistance, describe the general outcome of the Study, and other related topics as desired by the City. Communication with elected officials and/or employees during the project allows engagement and offers factual information. A 0 \ 14 City of Ashland, Oregon —Compensation, Classification and Pay Equity Study From first site visit, the consulting team will identify: ❖ The strengths of the current compensation system. ❖ Areas that need to be addressed or are concerns to the current programs. ❖ Current compensation program success and challenges. ❖ Other characteristics about the City and its geographic location which may impact compensation. An analysis of this information as well as external data collection will be the basis of developing a compensation philosophy that will guide the design and complexity of the City's compensation program. A consistent philosophy will provide a strong foundation for the City. Without a philosophy, leaders often find themselves unsure what to offer as a total compensation package. 3. Classification Analysis (Job Analysis) A job analysis objectively evaluates the duties, responsibilities, tasks, and authority level of each City position and identifies hierarchy, career progression opportunities, and internal equity. The job analysis would include completion of a Position Questionnaire (PQ), which is a standardized tool used to analyze each position on between positions. identified factors. The McGrath 360CompT"' PQ has been developed specifically for use in public sector organizations. This Questionnaire is recommended to be completed on all job titles for purposes of: Expounding upon information provided in job descriptions. ❖ Evaluating position responsibilities regarding necessary competencies, experience, education, finances, judgement, decision -making and other expectations which provide value to the City. ❖ Clarifying instances where statements in the existing job descriptions are vague or absent. ❖ Updating and aligning classification changes. ❖ Identifying career progression opportunities. ❖ FLSA Designation. Job Description Updates. The McGrath 360CompTM point factor process used to complete the job analysis goes beyond the typical "Knowledge, Skills and Abilities" (KSA's) and explores factors that are unique to public sector positions including the following aspects of a job: ❖ Records, Reports and Programs ❖ Impact of Decisions and Consequents of Errors ❖ Contact with Others (both inside and outside the organization) Equipment, Machines and Tools Budget, Financial, and Cash Handling ❖ Education, Experience, Lice nsure/Certifications ❖ Complexity and Judgment ❖ Confidential Data Stress (degree of mental or emotional fatigue or stress inherent to the job) Technology Leadership and Supervisory Responsibilities Work Environment and Physical Requirements ' City of Ashland, Oregon —Compensation, Classification and Pay Equity Study 15 Supervisory Review/Verification. Each incumbent's supervisor or Department Director will be given time to review the completed PQ for content and accuracy, and to comment in a designated area of the document. They will sign off on their review prior to submission to the Consultants. If needed, the consulting team may speak with Department Directors, Supervisors, and Human Resources for additional position clarification. Outcomes. From this process, the current classification system will be updated, as needed. The point factor system for job analysis is teachable, so our clients can continue to use this methodology on their own should they choose. Compensation systems are more likely to be kept up-to-date and relevant which extends the lifecycle of a plan with this tool. Job Description Document Updates/Development The Position Questionnaire process will identify job description updates that may be needed to make updates. If desired by the City, the Firm can either update the current job descriptions in their current format, or the Firm can completely rewrite all job descriptions with a tailored yet standardized and compliant format to meet the needs and desires of your organization. The template is developed cooperatively between the City and McGrath. Any descriptions that are updated will be submitted in draft form and one edit is included in the price before being turned over to the organization as final. The cost for updating documents will be outlined in the Cost Proposal section as a standalone option. 4. Compensation Analysis A Compensation analysis determines the organization's relative position in the comparable labor market. This analysis allows City leaders to understand the organization's compensation as a whole and by position, allowing them to make sound compensation decisions. Compensation Analysis will consist of the following: The City and consulting team will cooperatively identify Comparable Organizations as the labor market. The City will have input into the list and must approve prior to starting the external market survey. ❖ McGrath consultants will prepare and conduct a tailored compensation survey specific to the City's positions to collect external market data in real-time. ❖ The consultants will analyze salary data. The market survey collects minimum, midpoint, maximum, and incumbent salary information for each benchmark position; and other data points as needed. A statistical analysis is conducted on each dataset to ensure consistent and objective analysis. The outcome is then calculated into a ratio between the market and the City to measure the City's alignment against the market. ❖ The consultants will examine the status of your current compensation systems including structural analysis, special pay analysis, compression analysis, and incumbent pay analysis to give guidance to the consultants for compensation and implementation recommendations and will also provide �� City of Ashland, Oregon —Compensation, Classification and Pay Equity Study 16 information to the City regarding overtime, promotional and retention opportunities, internal equity, and how multiple pay plans are working together. ❖ The consultants will review your compensation -related policies for compliance and best practices. We will make recommendations for policy updates or considerations that impact the City. The consultants will also gather and analyze external and internal demographic data and workforce metrics to define: o Employee's tenure within the organization as well as tenure in current position. o Turnover rate for the organization. o Local geographic and economic factors impacting the attraction and retention of employees. Understanding your employee demographics and external challenges allows for the development of strategic recommendations. The outcome of this portion of the project is very important because it identifies current trends and future predictors. This information guides the consulting team in developing strategy options and recommendations for the City's current and future needs. 5. Benefits and Rewards Analysis When data is received through the benefits and Rewards survey to the identified labor market, the Consultants will analyze the findings and identify any trends and/or areas of concern as compared with the Market. A Benefits and Reward Analysis identifies the City's position in the market for the offering of insurance, retirement, paid leave, holiday, and other benefits and rewards identified in a Total Rewards Inventory conducted with the City. 6. McGrath 360Comp"m Integration Upon completion of the compensation analysis and job analysis, etc. the consultants will engage the City to: ❖ Confirm the recommended compensation philosophy. ❖ Discuss the data obtained and share summary findings and trends found in the analysis as it compares to the current Compensation System. ❖ Discuss the future compensation system. Discuss the tie between the compensation system, performance, and tenure, and provide recommendations to strengthen the City's desired compensation model. Upon completion of the analysis phases, providing the oversight committees with a project update would also be appropriate. ' City of Ashland, Oregon —Compensation, Classification and Pay Equity Study 17 7. Systems Update and Review The Compensation System(s) will be updated with the following information: Market Job Analysis Findings i 5 Internal Compression Comparability The consultants will develop a detailed fiscal impact of the Compensation System(s) and will present implementation strategy options that fit the fiscal needs, culture, and compensation strategy of the City. While some entities can fully implement the compensation system immediately, some clients have utilized a phased approach. We will work with the City to assure that any phased approach fits with best practices and your fiscal realities. The proposed price includes up to three (3) salary schedule and costing iterations. Once the System is updated, the consultants will meet with appropriate City personnel to review the draft Compensation System(s). This visit will include meetings with the City's project designee and each Department Director to review placements to identify any concerns prior to finalization. This provides an opportunity to discuss any concerns in placement in the current system and/or ensure proper placement if the System(s) are redesigned. 8. Finalization A Compensation Policy/Procedure Manual will be developed for Administration/Human Resources. This report details: a. Study methodology and summary findings. to maintoinlintegrate. b. Recommended compensation structure modifications. c. Recommended position title, classification specification or career progression changes. d. Fiscal impact and implementation strategies. e. Policies and procedure modifications or to adopt to administer and maintain the system in-house going forward. An Executive Summary Report for governing body and public distribution may be provided as appropriate. These reports will first be provided to City Administration in draft form to allow for feedback before the reports are placed into final form and provided electronically. City of Ashland, Oregon —Compensation, Classification and Pay Equity Study 18 9. Presentation and Communication The Study includes a presentation to the City Council and employees. The consulting team will also be available to introduce the recommendations to employee groups to the depth, and in the manner, you prefer and offer suggestions and recommendations on how to best communicate this information. We prepare correspondence and notices tailored to our client, whether for written, verbal or electronic presentation. 10. Ongoing Support and Training McGrath Human Resources Consultants will continue to work with your organization to provide support and guidance on the compensation system at no additional cost. The City may also consider its future needs as follows: ❖ McGrath Human Resources believes in providing our clients with the tools to be able to manage their Compensation System independently, if the client desires. ❖ Alternatively, some clients prefer that McGrath Human Resources set current and future pay grade placements, position changes, and job description development rather than completing that in-house. This can be done for a nominal fee depending upon the time involved in the placement. ' City of Ashland, Oregon —Compensation, Classification and Pay Equity Study 19 Proposal Timeline With the current labor market conditions, it is important we take the time necessary to provide the City with a quality end product that will be successful for the City. The timeliness of the market data collection is heavily dependent upon the workload and staffing of the comparable organizations we are asking to participate, so additional time is built into the schedule for better survey participation/timely responses to capture current data. Considering these factors, our proposed timeline is customarily a 6-month process for the size of the City. The completion date of the project will be heavily driven by the date the City starts the project among other factors. We recommend the following schedule: Activity Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 1 2 3 4 1 1 1 1 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 Task 1- Project orientation/planning Task 2- Project Kickoff meetings with identified stakeholders for information meetings Task 3 —Position Questionnaire distribution/collection and Job Analysis Task 4 - Market Data collection and Analysis Task 6 - Review Findings with City Task 7— Develop/Update Compensation and Classification Systems Task 7 - Review Recommendations and Cost with City Task 8 -Finalize changes. Provide Draft Reports for City review. Finalize Reports. Task 9 - Presentations This timeline will be adjusted based on the agreed upon Project Initiation date. There are factors that impact this schedule that may be out of the control of the consultants. The proposed time frame is contingent upon timely receipt of data from the City, timely participation from external comparable organizations; and timely receipt of information and/or feedback from the City. This is monitored by the consulting team and communicated with the City on an ongoing basis. Project Progress Communication Since we work closely with our clients, open communication and collaboration between the consulting team and project designee is critical for the project to be most successful. Because of that, we will develop ' City of Ashland, Oregon —Compensation, Classification and Pay Equity Study 20 a communication plan at the onset of the project so the Firm can provide routine updates on progress as well as discuss any issues that may result in a delay or a challenge within the project. Our designated project manager coordinates meetings, data sharing, and ensures the work plan is progressing according to the designed work plan so the deliverables are met within the scope and timeline of the project. ' City of Ashland, Oregon —Compensation, Classification and Pay Equity Study 21 References McGrath Consulting is proud to list over 550 clients in 40 states. Below are a few compensation studies either within the region and/or are similar to your project Additional client names, projects and locations are viewable on our website at www.mcgrathhumanresources.com and their contact information will be provided upon request. City of Stayton, OR Conducted a comprehensive compensation analysis of all Contact: Alissa Angelo union and non -union positions within the City. Included the Title: Assistant City Manager development of separate salary schedules for union and non - Phone: 503-769-3425 union, keeping internal equity. Market update in 2022. Email: aangelo@staytonoregon.gov Ongoing assistance as needed. Mid -Columbia Libraries, WA Updated the compensation plan and classification series for Contact: Celina Bishop all union and non -union positions within the library. Title: Human Resources Director Phone: 509-737-6358 Email: cbishop@midcolumbialibraries.org Town of Prescott Valley, AZ Comprehensive compensation and classification analysis was Contact: Teri Traaen completed with development of new salary schedule for Title: Human Resources Director implementation in January 2023. Phone: 602-510-3989 Email: ttraaen@prescottvalley-az.gov City of Tukwila, WA Comprehensive compensation, and classification for non - Contact: TC Croone union positions. To be approved in November 2024 Title: Chief People Officer Phone: 206-886-6390 Email: tc.croone@tukwilawa.gov City of Burlington, WA Conducted a comprehensive compensation program for all Contact: Brittany Johnson positions within the City. Title: Human Resource Specialist Phone: 360-755-0535 Email: brittanyj@burlingtonwa.gov City of Arlington, WA Conducted comprehensive compensation analysis of all Contact: Paul Ellis union and non -union positions within the City. Included the Title: City Manager development of separate salary schedules for police, fire, Phone: 360-403-3447 union, and non -union — however, keeping internal equity and Email: pellis@arlingtonwa.gov compression issues in line. City of Union, MO Developed a new compensation and classification system for Contact: Jonathan Zimmerman the city. Title: City Administrator Phone: 636-583-3600 Email: cityadministrator@unionmissouri.gov City of Manor, TX Comprehensive compensation schedule for all City positions Contact: Tracey Vasquez was developed in 2023. Title: Human Resources Director Phone: 512.272.5555 ' City of Ashland, Oregon —Compensation, Classification and Pay Equity Study 22 Email: tvasquez@manortx.gov City of North Kansas City, MO Contact: Casey Campbell Title: Human Resources Manager Phone: 816-412-7809 Email: ccampbell@nkc.org New Kent County, VA Contact: Rodney Hathaway Title: County Administrator Phone: 804-966-9683 rahathaway@newkent-va.us Comprehensive compensation and classification analysis was completed with development of new salary schedule for implementation in January 2023. Comprehensive compensation schedule was developed in 2022. Adoption of the schedule, with a phased -in implementation schedule was approved. City of Ashland, Oregon —Compensation, Classification and Pay Equity Study 23 Contractual Terms and Conditions We acknowledge and accept the contract provisions outlined by the City in the Personal Services Agreement. Our team has thoroughly reviewed the terms and conditions and is prepared to comply with all requirements and obligations as specified. Certificate of Compliance Compliance with Oregon Tax Laws In compliance with OAR 137-047-0260(2)(e), I hereby attest or affirm under penalty of perjury: That I am authorized to act on behalf of the proposer in this matter, that I have authority and knowledge regarding the payment of taxes, and that contractor is, to the best of my knowledge, not in violation of any Oregon Tax Laws, as defined in ORS 305.380. Compliance with Nondiscrimination Laws In compliance with ORS 279A.110(4), OAR 137-046-0210(2) and OAR 137-047-0260(2)(a)(E), I hereby attest or affirm under penalty of perjury that I am authorized to act on behalf of proposer in this matter, and to the best of my knowledge the proposer has not discriminated and will not discriminate, in violation of ORS 279A.110(1), against a minority, women or emerging small business enterprise certified under ORS 200.055 or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225 in obtaining a required subcontract. Corporate Officer: By: Signature Victoria J. McGrath, Ph. D. Print Name Title: CEO Date: April 4, 2024 V:. � 24 City of Ashland, Oregon —Compensation, Classification and Pay Equity Study Professional Proposal Prepared for the City of Ashland, Oregon - ,CITY OF ASHLAND 3&t-Tooa Compensation, Classification & Pay Equity Study Cost Proposal Submitted By: McGrath Human Resources Group PO Box 865 Jamestown, TN 38556 Dr. Victoria McGrath, CEO victoriaphd@mcgrathconsulting.com 815.728.9111 April 5, 2024 2:00 P.M. PST McGrath HUMAN RESOURCES GROUP Cost Proposal Cost Proposal — Compensation, Classification, & Pay Equity Study Fee Categories Amount Compensation, Classification and Pay Equity Study 75,654 Benefits Add -on 5,250 Job Description Documents ($200 per document x est 207 documents)* 41,400 Travel - Not to exceed based upon actual expenses** 5,000 Hourly Rate for Additional Services Hourly Rate: Principal 250 Senior Consultant 225 Consultant 195 McGrath Human Resources does not identify, or bill based on the number of hours needed to complete a project, as the Firm will work the project based on the scope of work. Instead, McGrath sets project fees based on the total project, which ensures the project comes in at the budgeted amount. Therefore, the fees listed below include all consulting professional fees and administrative costs. Compensation, Classification and Pay Equity Study $75,654 Benefits Add -on $ 5,250 Job Description Documents ($200per document x est 207 documents)* $ 41,400 Travel - Not to exceed based upon actual expenses** $ 5,000 *Job Descriptions are billed based on actual documents developed. City of Ashland, Oregon —Compensation, Classification and Pay Equity Study "Travel: In -person site visits may not be needed nor desired. Travel expenses will be billed only if incurred and based on actual expenses, not to exceed the price listed. This would be limited to airfare, mileage/car rental, hotel and dinner. All in person site visits will be determined with the City in advance and based upon the needs of the project. Terms of Payment Payment for the Project will be made in three (3) installments ($80,654): $ 10,000 upon completion of the signed contract; $ 64,904 upon submission of the draft report; and $ 6,000 upon submission of the final report plus any incurred travel expenses. The job description project will be billed in two (2) installments: $10,000 upon the start of the project and the balance (based on the actual number of job description titles) upon submission of all draft job descriptions. All invoices are due within 30 days of receipt. Proposal cost is good for a minimum of 90 days from April 5, 2024. Dr. Victoria McGrath is the individual with the authority to negotiate and contractually bind McGrath Human Resources in any type of negotiations and contracts. Optional Services In most compensation studies, there are areas that must be addressed that are not planned for. In the 24 years McGrath Consulting Group, Inc., has been in business, it has never increased the agreed upon price and will address these areas. In the event the work is so beyond the scope of the original project, the Consultant will work with the City to either bill the service at an hourly rate, plus travel fees; or determine a fixed price. However, no work will begin until an agreement with the City has been approved. ' City of Ashland, Oregon —Compensation, Classification and Pay Equity Study 2 Personal Services Agreement - McGrath Human Resources Group Final Audit Report 2024-05-07 Created: 2024-05-07 By: Dana Mason (dana.mason@ashland.or.us) Status: Signed Transaction ID: CBJCHBCAABAAwUgxwVoF1ilzwuTcmOttnVaDiz_041B- "Personal Services Agreement - McGrath Human Resources Gr oup" History Document created by Dana Mason (dana.mason @ashland.or.us) 2024-05-07 - 4:43:13 PM GMT C'y Document emailed to Victoria McGrath (victoriaphd@mcgrathconsulting.com) for signature 2024-05-07 - 4:43:20 PM GMT Document emailed to Sabrina Cotta (sabrina.cotta@ashland.or.us) for signature 2024-05-07 - 4:43:20 PM GMT P-4 Document emailed to Dana Mason (dana.mason@ashland.or.us) for approval 2024-05-07 - 4:43:20 PM GMT Email viewed by Victoria McGrath (victoriaphd@mcgrathconsulting.com) 2024-05-07 - 4:47:19 PM GMT b© Document e-signed by Victoria McGrath (victoriaphd@mcgrathconsulting.com) Signature Date: 2024-05-07 - 4:51:53 PM GMT - Time Source: server Email viewed by Sabrina Cotta (sabrina.cotta@ashland.or.us) 2024-05-07 - 5:14:19 PM GMT !S© Document e-signed by Sabrina Cotta (sabrina.cotta@ashland.or.us) Signature Date: 2024-05-07 - 5:14:35 PM GMT - Time Source: server 6© Document approved by Dana Mason (dana.mason@ashland.or.us) Approval obtained using URL retrieved through the Adobe Acrobat Sign API Approval Date: 2024-05-07 - 7:24:50 PM GMT - Time Source: server 0 Adobe Acrobat Sign Agreement completed. 2024-05-07 - 7:24:50 PM GMT 0 Adobe Acrobat Sign