Request For Proposal: Compensation Consultant

REQUEST FOR PROPOSAL:

COMPENSATION PROJECT

Date Issued: 03/01/2024

Submittals Accepted Through: 03/07/2024

Contact Person: Kristin Ahern

PhoneNumber: 971-224-1001

Email: Kristin.ahern@ocdc.net

PROJECT: Compensation and Job Structure Redesign

Oregon Child Development Coalition (OCDC) is seeking a seasoned Compensation Consultant to evaluate its existing staff salary structure, salary issues (e.g., inversion, compression, and stagnation), and career architecture (job families, pay banding and job titling). The consultant will develop and recommend a program, estimate the financial implications of the recommendations and prepare the organization for a change, including a roll out plan of the new compensation program.

Start Date: March 2024

Project Length: 4 to 6 months

Purpose

To create an updated compensation and pay program that fosters predicable and equitable pay in order to:

• Attract and retain qualified talent to support the OCDC’s mission today and into the future;
• Recognize length of time in the position and professional growth over time; and
• Recognize employees’ commitment to public service, contributions, and accomplishments.

Objectives:

To complete a comprehensive staff compensation program study with specific recommendations. This engagement would include:

• Data and discovery: Gather and review OCDC data on pay, structures, and administration of pay practices. Review current practices within education, public and/or not-for-profit institutions in the state of Oregon, and general industry best practices. Conduct listening sessions with staff employees and their direct management and listen to ODCD stakeholders to understand the current state. A survey may also be administered to obtain broader views on pay and career frameworks. (Market Data has been formulated by Mercer in 2023 as a foundation to this discovery.)
• Job framework: Review the current classification system of ODCD to identify opportunities to align work performed at the OCDC and appropriate job groupings with the external market.
• Review current job families and provide market best practices on updated job titling framework in order to be market competitive.
• Salary Compression/Inversion Analysis: Conduct a thorough review of ODCD’s staff employee salaries to compare internal alignment of pay among OCDC employees.
• Market benchmarking: Establish a consistent methodology to match all staff job families and levels to relevant external market data.
• Gap Analysis: Incorporate a market gap analysis to understand alignment to the external marketplace. (Performed by Mercer in 2023)
• Salary structure design alternatives: Recommend two salary structure models (traditional grade/step/tenure structure and pay for performance model); recommend advantages and policy/procedure implications with the project team; and help team determine the preferred future salary structure.
• Alignment and model selection: Build change management and roll out materials so that OCDC leadership can conduct strategy sessions with the Board, union and leadership to discuss findings, the recommended program changes, and required investment to implement the recommendations.

Scope of Project (Four Phases)

• Job Architecture and Structure (Designing an integrated leveling structure including job families, position titling, and career ladders)
• Market Pricing & Salary Structure Creation (Developing a market positioning strategy, pricing all jobs, and creating pay ranges to reflect new job architecture)
• Pay Analysis and Adjustment Planning (Reviewing employee pay against new structures, and creating plans for needed adjustments)
• Communications and Transition Management (Designing and delivering comprehensive training, tools, and communications to ensure smooth rollout)
• Pay and Job Structure Maintenance Plan (Providing tools and documentation to sustain the pay and jobs structures)

SUBMISSION REQUIREMENTS

Proposals are to include a letter of interest, resume and quote.

EVALUATION PROCESS

1.1.1 Responsiveness and Responsibility Determination

1.1.2 Responsiveness Determination

A Proposal received prior to the Bid Opening Date for this RFP will be reviewed to determine if it is Responsive to all RFP requirements including compliance with the Submission Requirements section. If the Proposal is unclear, the Purchaser may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the Purchaser finds the Proposal non-Responsive, the Proposal may be rejected.

1.1.2.1 Responsibility determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract.

At any time prior to award, Agency may reject a Proposer found to be not Responsible.

The Proposer awarded the contract will be required to sign a Non-Disclosure Act.

1.1.3 Evaluation Criteria

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below in this section up to the maximum points available listed for each scored item.

Purchaser may request further clarification to assist the Evaluation Committee in gaining additional understanding of a Proposal. A response to a clarification request may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

1.1.3.1 Evaluation Item 1 - Project Approach

Max Points: 30

· Given the information provided with this solicitation, describe your approach for the prospective project to meet the Agency’s deliverables/objectives in the timeline needed. Describe what you believe are the most critical elements of this Project for a successful outcome.

1.1.3.2 Evaluation Item 2 - General Qualifications

Max Points: 30

· Describe you or your firm’s qualifications, knowledge, and experience to complete the requested Services. Include a resume and letter of interest.

1.1.3.3 Evaluation Item 3 - Experience on Similar Projects (“Project Samples”)

Max Points: 20

· (15 points) For a total of 1-3 of the most recent projects or contracts (“Project Samples”), include a brief description of project type, size, location, duration and objectives; a chronological timeline describing the tasks performed by the Proposer to fulfill the project objectives; and the actual project budget.

· (15 points) For each of the 1-3 Project Samples above, indicate whether the services were accomplished within Proposers’ original estimated budget and schedule, or needed to be revised. Briefly explain the reason for any revisions.

1.1.3.4 PRICE EVALUATION

Max Points: 10

Following a scoring and ranking of Proposals based on the qualifications-based criteria, the Purchaser will conduct a price evaluation.

1.2 POINT AND SCORE CALCULATIONS

Scores are the points assigned by each evaluator.

The maximum points possible for each evaluation item are listed in the table below.

The Purchaser will average all scores for each evaluation criterion.

RFP Section Description (Points)

1.1.3.1 Project Approach (30)

1.1.3.2 General Qualifications (30)

1.1.3.3 Experience on Similar Projects (“Project Samples”) (30)

1.1.3.4 Price Evaluation (10)

TOTAL POINTS POSSIBLE 100

Job Type: Full-time

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Wilsonville, OR: Relocate before starting work (Required)

Work Location: In person