HomeMy WebLinkAbout092517_ca10Consent Agenda
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Leslie Locke, Executive Assistant
DATE: September 25, 2017
SUBJECT: AGREEMENT re: Total Compensation Study; Amount not to Exceed
$41,570; Jefferson County Administrator; Cabot Dow Associates, Inc.
STATEMENT OF ISSUE:
The County Commissioners have determined a need for a total compensation study for all County positions.
ANALYSIS:
In August, a request for proposals was advertised and the County received six (6) responses. The proposals
were reviewed by the RFP evaluation team which included the Prosecuting Attorney, Superior Court Clerk,
Auditor, County Administrator, Central Services Director and Human Resource Manager. The RFP team
unanimously determined that the consultant Cabot Dow Associates, Inc. ranked the highest of all the
consultants based on the evaluation criteria, as well as the fact that they are local and experienced in
conducting similar work for many public sector agencies in Washington State. On September 11, 2017 a bid
award was approved by the County Commissioners awarding the bid to Cabot Dow, Inc. The agreement has
been reviewed by the County Administrator and the Chief Civil Prosecuting Attorney.
FISCAL IMPACT:
This service is budgeted in an amount not to exceed $41,570.
RECOMMENDATION:
The Commissioners are being asked to approve the agreement with Cabot Dow Associates, Inc.
REVIEWED BY:
7
Phi p MorleyZ?n
Admini t� ratox Date
PROFESSIONAL SERVICES AGREEMENT
BY AND BETWEEN
JEFFERSON COUNTY, WASHINGTON
AND
CABOT DOW ASSOCIATES, INC.
THIS AGREEMENT is entered into by and between JEFFERSON COUNTY referred
to as the "CLIENT," and CABOT DOW ASSOCIATES, INC., P.O. Box 1806, Bellevue,
WA 98009, a consultant providing salary compensation study services, hereinafter
referred to as the "CONSULTANT."
WHEREAS, the CLIENT is desirous of obtaining the services of a salary and
compensation consultant to perform a 2017 salary and compensation study covering its
represented and non -represented employees;
WHEREAS, the CONSULTANT has the knowledge and experience to apply the
statutes, assist and represent the CLIENT in said salary and compensation study;
NOW, THEREFORE, the CLIENT and the CONSULTANT agree to the scope of
services set forth in Exhibit A, attached hereto, the extent to which such services may be
required by the CLIENT:
1. CONSULTANT shall be compensated for such professional services under this
agreement at the rate of one -hundred sixty-five dollars ($165.00) per hour for
work performed on behalf of the CLIENT. The maximum cost under this
Agreement shall not exceed $41,570.00, unless expressly authorized by the
CLIENT.
2. Each party shall be responsible for any damages, losses, costs and penalties
arising out of, in connection with, or incident to the work under this Agreement
and caused by the negligence of such party.
3. This Agreement maybe terminated by either party upon thirty (30) days written
notice.
4. Upon termination of this Agreement all work product paid for under this
Agreement shall become property of Client and shall be delivered promptly
however, Consultant may retain copies for its use.
5. Consultant shall be insured for at least $1,000,000 in general liability insurance
and shall be solely liable for any damages to any party as a result of Consultants
performance of any activity in furtherance of this Agreement
6. Consultant represents it is an Employer of its employees and provides all required
workers benefits. The Client shall be indemnified for any claims by any
employee of Contractor against Client.
The CLIENT agrees to pay the CONSULTANT upon appropriate billings. This
Agreement shall remain in effect through the date of project completion or March 31,
2018, whichever is earlier.
DATED this day of 12017.
CABOT DOW ASSOCIATES, INC. JEFFERSON COUNTY, WASHINGTON
BOARD OF COUNTY COMMISSIONERS
Cabot Dow, President Kathleen Kler, Chair
APPROVED AS TO FORM:
. 0=/14, � , " ,/"
Philip Hunsucker, Chief Civil Deputy
Prosecuting Attorney
2
Exhibit A
Jefferson County
SCOPE OF WORK:
The Compensation Study will include data from the following compensation
components:
1. Comparable agencies contribution to employee deferred compensation accounts,
if any excluding state and federal mandated contributions.
2. Special pays, to include but not be limited to: longevity pay, incentives, shift
differentials, educational or other reimbursement programs, stipends noted in
table form by employee unit.
3. Accrual of paid vacation/annual leave, annual holidays, sick leave for all
classifications reviewed.
4. Both employer and employee contributions for health, dental, vision, life, and
STD/LTD insurance (or for a cafeteria benefit plan, if applicable) by group or unit
if not applied jurisdiction wide
5. Negotiated increases/enhanced benefits that may be known, but not yet enacted or
made effective
The survey will include approximately 209 Jefferson County classifications listed on
Attachment A. This list of classifications is tentative, subject to further input from
Consultant to County Administration. The contractor will also gather and report in table
format directly from the comparable Counties listed on Attachment B as it may be
amended, comparable county salary schedules (number of pay ranges/schedules, number
of steps within ranges, percent spread between ranges and steps, and salary
differential/gap between supervisory/management classifications and the classifications
they supervise.)
The contractor's methodology should include the following steps:
1. For each classification in the study, obtain directly from the comparable Counties
listed on Attachment B or as may be amended, pertinent classifications and/or job
descriptions, job series information, organizational charts, benefits information
(including all options available), collective bargaining agreements (as applicable),
and salary schedules.
2. Gather directly from the comparable Counties listed on Attachment B or as may
be amended, all key compensation components specified above.
3. Visit and meet with comparable counties in person or by electronic media, as
needed to ensure that data gathered is accurate, up-to-date, and pertinent.
3
4. Examine, analyze, summarize and report the data gathered, along with rationales
for each classification identified as comparable.
5. Prepare spreadsheet (using format and software approved by the County) with
comparative data and pertinent information gathered for each County listed
classification.
6. Meet in person or by telephone/video no less than twice per month (at pre -
scheduled intervals and dates) with County Administration to discuss and clarify
the study, its progress and status, and to resolve any issues.
7. Provide written findings, including all spreadsheet data, subject to refinement
and/or enhancement based upon input from County Administration.
8. Provide to the County all documents associated with the project that verify
information in the study.
The consultant shall provide to the County proposed data comparison methods such as:
Entry and top step; or mid -point; or 5th, 10th, 15th and 20th year compensation; or other
data analysis methods. The County shall, after review with consultant, determine the data
presentation methods to be used for the classifications included in the study.
Regardless of methodology proposed for other classifications, in keeping with the historic
method of data presentation for "Issue Arbitration" for eligible Deputy Sheriffs and for
Corrections Officers, a total cost of compensation method shall be used for the 5th year,
10th year, 15th year and 20th year Deputy. (See Attachment C Sample Methodology -
Deputy Comparison)
PROPOSED PROJECT SCHEDULE:
Event or Task
Meet with County Administration to finalize study approach, data needed, reporting
format, project schedule and deliverable deadlines
Submit for County review and approval a preliminary draft of all comparable data
gathered, organized, formatted and ready for initial report -out meeting with County
Administration
Submit for County review and approval overall study and written report refined into
final draft, following meeting(s) and consultation with Count
Consultant presents findings to County Administration
Presentation to Board of County Commissioners
All deliverables complete, study is completed
4
UNIT
ATTACHMENT 'A'
# CLASSIFICATIONS
Teamsters Central Services
9
Teamsters Public Works
42
Teamsters Sheriff Admin.
1
Teamsters Sheriff Deputies
1
Teamsters Sheriff Command Staff
1
FOP Sheriff Uniformed Support Services
2
UFCW
110
Exempt
43
Total Classifications: 209
CLASSIFICATION TITLES:
All UFCW Departments: Secretary/Receptionist
Administrative Clerk
Administrative Clerk - SR
Account Clerk I
Account Clerk II
Administrative Assistant
Assessor: Cartographer
Assessor Technician I
Assessor Technician II
Assessor Technician III
Appraiser Trainee
Residential Appraiser
Senior Residential Appraiser
Commercial Appraiser
Auditor: Elections Technician
Elections Specialist
Audit Specialist
Elections Coordinator
Clerk: Superior Court Clerk I
Superior Court Clerk I/Courthouse Facilitator
Superior Court Clerk II
Superior Court Clerk II/Courthouse Facilitator
Juvenile Court Coordinator
Community Development
ATTACH M ENT 'A'
Planning Clerk I
Planning Clerk II
Planning Technician
Community Development Technician I
Community Development Technician II
Community Development Technician III
Office Coordinator
Assistant Planner
Associate Planner
Senior Planner
Code Compliance Coordinator
Plans Examiner I
Plans Examiner II
Building Inspector I
Building Inspector II
Senior Building Inspector
Cooperative Extension: Program Assistant I
Program Assistant II
Noxious Weed Control Coordinator
District Court: Judicial Support Specialist I
Judicial Support Specialist II
Judicial Support Specialist - Lead
Adult Probation Clerk I
Adult Probation Clerk II
Probation Assistant
Probation Counselor I
Probation Counselor II
Facilities: Custodian Aide
Custodian
Lead Custodian
Juvenile Services: Juvenile Court Services I
Juvenile Court Services II
Fiscal & Grants Coordinator
Family Court Program Assistant
Probation Assistant
Community Services Coordinator
Guardian Ad Litem Coordinator
Probation Counselor I
Probation Counselor 11
Page 2 of 6
ATTACHMENT 'A'
Parks & Recreation: Recreation Aide Supervisor
Lead Recreation Supervisor
Recreation Assistant Director
Assistant Recreation Manager
Public Health: Receptionist
Women/Infant/Child Program Clerk
Public Health Assistant
Medical Records Clerk/Clinical Support
Medical Records Clerk
Insurance Billing Clerk
Medical Records/Data Specialist
Financial Support Specialist
Financial Operations Coordinator
Nutritionist
Community Health Nurse
Community Health Analyst
Community Health Educator
Public Health Nurse I
Public Health Nurse II
Public Health Nurse III
Public Health Assessment & Program Coordinator
Nurse Practitioner
Permit Technician I
Permit Technician II
Permit Technician III
Environmental Health Technician
Environmental Health Specialist I
Environmental Health Specialist II
Environmental Health Specialist III
Environmental Health Educator
Substance Abuse Coordinator
Prevention Specialist
Development Disability Coordinator
Water Quality Environmental Specialist I
Water Quality Environmental Specialist II
Prosecuting Attorney: Legal Technician
Legal Assistant
Senior Legal Assistant
Paralegal
Support Enforcement Officer
Page 3 of 6
ATTACH M ENT 'A'
Crime Victim Advocate
Crime Victim/Witness Coordinator
Treasurer: Tax Account Specialist
Revenue/Foreclosure Clerk
Investment Specialist/Accountant
Central Services: Central Services Administrative Assistant I
Central Services Administrative Assistant
Facility Maintenance
Facility Maintenance Foreman
Information Services I
Information Services II
Information Services III
Information Services IV
Information Services V
Public Works: Architectural Projects Planner
Development Review Planning Project Coordinator
Right of Way Representative
Architectural Projects Coordinator
Human Resources/Grants Analyst
MRW Coordinator
Solid Waste Coordinator
Traffic Sign Technician
Hadlock Shop Administrator
Administrative I
Administrative II
Administrative III
Administrative Assistant
Bookkeeperl
Bookkeeperll
Bookkeeperlll
Engineering Technician I
Engineering Technician II
Engineering Technician III
Engineer I
Engineer II
Engineer III
Engineer IV
Scale Attendant
Solid Waste Laborer
Solid Waste Attendant I
Page 4 of 6
ATTACH M ENT 'A'
Solid Waste Attendant II
Solid Waste Operator II
Solid Waste Operator III
Solid Waste Operations Coordinator
Flagger
Road Crew Laborer
Operator I
Operator II
Operator III
Area Road Supervisor
Parks Maintenance I
Parks Maintenance II
Parks Maintenance III
Central Services: Mechanic I
Mechanic II
Mechanic III
Sheriff: Jail Cook
Records Officer
Commissioned Deputy
Commissioned Sergeant
Uniform Services Deputy
Uniform Services Sergeant
Superior Court: Court Administrator Lead
Deputy Court Administrator
Exempt: Executive Secretary I
Executive Secretary II
Executive Assistant
Deputy Clerk of the Board
Superior Court Administrator
Confidential Secretary/Office Manager - Sheriff
Public Records Administrator
District Court/Adult Probation Administrator
Chief Deputy/Office Supervisor - Assessor
Chief Deputy/Office Supervisor - Auditor
Chief Deputy/Office Supervisor - Clerk
Chief Deputy/Office Supervisor - Treasurer
Payroll Services Manager
Parks & Recreation Manager
Financial Manager
Page 5 of 6
ATTACH M ENT 'A'
Page 6 of 6
Public Health Chief Operations Director
Accountant - Auditor
Water Quality Manager
Public Health Supervisor
Solid Waste Manager
Road Maintenance Superintendent
ER&R Manager
Emergency Management Director
Building Permit & Administrative Services Manager
Engineering Services Manager/Assistant Public Works Director
Clerk of the Board/Human Resources Manager
Community Health Director
Environmental Health Supervisor
Planning Manager
Jail Superintendent
Chief Criminal Deputy
Chief Civil Deputy
Juvenile Services Director
Community Development Director
Public Health Director
Deputy Prosecuting Attorney I
Deputy Prosecuting Attorney II
Deputy Prosecuting Attorney III
Chief Civil Deputy Prosecuting Attorney
Chief Deputy Prosecuting Attorney
County Engineer/Public Works Director
Central Services Director
County Administrator
ATTACHMENT `B'
Seven (7) Comparable Counties:
1. Chelan
2. Clallam
3. Douglas
4. Island
5. Lewis
6. Mason
7. Pacific
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