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Basic Information

Reference Number

0000300317

Issuing Organization

Indian River Mosquito Control District

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

IRMCD RFP 2022-04 (2)

Title

IRMCD RFP 2022-04 Compensation Study

Source ID

PU.AG.USA.2111901.C13333476

Details

Location

United States, Florida, Indian River County

Piggyback Contract

Description

Introduction

The Indian River Mosquito Control District (IRMCD) is accepting Requests for Proposals (RFP) for a Compensation and Benefits Study and Analysis. The objective of this RFP is to solicit formal proposals from qualified and experienced individual(s) or firms with a proven record of accomplishment in similar public sector projects. The approved entity will conduct a comprehensive compensation and benefits study and analysis for all positions at IRMCD, to analyze current employee benefits, to provide recommendations to address any anomalies within current pay structures and address future wage compression.
Proposals shall be submitted electronically to Lisa Ridley, via L.Ridley@irmosquito2.org by 12:00PM EST on October 24, 2022. Proposals received after deadline will not be considered.

Organizational Background

The IRMCD is an independent taxing district which was legislatively established in 1925 and provides mosquito control services for Indian River County. IRMCD government has been organized according to the Council–Administrator form of government. As such, the Board of Commissioners (Board) sets policy, adopts legislation, and approves the budget. The Board appoints an administrator to conduct the day-to-day district business, to prepare the budget, to oversee department heads, and to recommend policy to the board. IRMCD employs 30 full-time employees. IRMCD’s operating budget is approximately $7.3 million which is generated primarily by ad valorem property taxes. (Refer to www.irmosquito.com for more information about IRMCD)

Goals and Objectives

The goal of the study is to develop an updated compensation model, update current pay scales, analyze wage compression, analyze benefits, and provide guidance documents to ensure that all positions within IRMCD are internally equitable and externally competitive.
IRMCD’s objectives include:

Attract and retain qualified employees
Ensure that compensation within the organization is equitable and transparent
Ensure positions performing similar work with the same level of complexity, responsibility, knowledge, skills, and abilities are classified together
Provide salaries commensurate with assigned duties
Clearly outline promotional opportunities and provide recognizable compensation growth
Provide justifiable pay differential between individual classes
Ensure accountability in the IRMCD’s expenditure of public funds on employee compensation
Develop a compensation model that is financially sustainable given IRMCD’s budget
Maintain competitive compensation with other comparable government entities and private employers within the same geographic areas and/or industries.
Address wage compression due to the minimum wage changes in the State of Florida.
Maintain a competitive benefit package comparable to government entities and private employers within the same geographic areas and/or industries.

The Executive Director, Director of Finance and Support Services, Human Resources, and other key personnel will be involved, as necessary. Regular presentations and meetings with these individuals or groups, incorporating their input into the process, are expected. Presentation to the IRMCD Board upon completion of the project may be required.
The Classification and compensation structure recommended by the Consultant should meet the following requirements:

The structure must be easy for management to administer, maintain and justify.
The structure must easily accommodate organizational changes and growth.
The structure should be based on sound compensation principles in which internal and external equity are considered within the pay structure, as well as the concepts of equal pay for equal work, equal pay for similar work, and equal pay for comparable work.
The structure should provide for new positions to be incorporated into the compensation plan, as well as regular adjustments to maintain the plan’s competitiveness.

Scope of Services

The scope of work shall include, but is not limited to, a process which includes the following:

Meet with key IRMCD staff to review/discuss and finalize project goals, process, schedule, and other administrative details.

Identify and select an appropriate number of comparable organizations and classifications from surrounding public agencies and applicable private sector competitors for inclusion in the comprehensive benchmark analysis of wages and benefits for all IRMCD positions, including, but not limited to, the collection and analysis of the following data:

Title of Comparable Classifications
Minimum and Maximum Annual Salary
Longevity Pay
Education/Certification Pay
Acting Assignment Pay
Date and amount of last and next cost of living increase
Promotional opportunities and recognizable compensation growth
Employer paid benefits, retirement savings programs, paid time off benefits
Health, dental and vision insurance, disability insurance, life insurance-employer paid levels, employee premium, and plan design options.

Analyze potential internal equity issues, including pay compression, and provide potential solutions
Review, update, and provide recommendations of the IRMCD classification system, including review of existing positions descriptions to ensure accurate FLSA status, essential job functions, minimum qualifications, required KSA’s and compliance with federal, state, and local regulations.
Integrate the results of the benchmark and internal analyses into an updated classification and compensation model, which includes a revised salary schedule, identifying the proposed placement of all IRMCD positions within the schedule, and support for the proposed placement. Provide justifiable pay differential between individual classes.
Develop recommendations for the administration and maintenance of the updated classification and compensation model, including:
1. Transparent and easy to understand salary determination methodology (e.g., scoring system)
2. Methodology for employee progression through the update of the salary schedule
3. Annual monitoring for market position, cost of living adjustments, and internal equity.
4. Updates to other policies and procedures related to compensation
5. Recommend implementation strategies including calculating the cost of implementing the plan
6. Present final report, findings, tables, job descriptions, charts, spreadsheets, salary surveys, updated classifications, revised salary schedule and other materials and recommendations necessary for the implementation and maintenance of the compensation/classification system in a written report and electronic medium.
Final presentation of study results to IRMCD BC as requested

Timeline

The tentative schedule for selection of a consultant to perform the work is as follows:
Action ItemDate(s)
Issue Request for Proposals 10/3/2022
Deadline for Proposal Submissions 10/24/2022
Consultant Recommendation and Approval by Board of TrusteesTBA
Execute Contract and Notice to ProceedTBA

Proposal

Proposals should not include any material to be returned to the responding firm and should be a concise statement. All Proposals must be emailed to Lisa Ridley by 12:00pm EST on October 24, 2022. Hard copy proposals will not be accepted. Proposals must include the following information:

1. Organizational Information
  - Legal name of firm
  - Type of entity
  - Contact name
  - Contact address, phone number, email
  - Website
  - Name of person authorized to enter into contact on behalf of firm
  - Primary services
  - Primary market/customers
  - Number of years in business

1. Statement of Methods and Work Product: Provide a statement describing the scope of work as you understand it. Describe the approach, means, methods, and procedures to be used to gather the data, analyze findings, and develop recommendations as requested. Provide a description of the study products that will be provided, and a sample of such products. Describe how the final product will be structured and presented upon completion. Firms may elect to include in the section any innovative methods or concepts that might be beneficial to IRMCD.

Work Schedule: Provide a timeline indicating tasks required and the start and completion dates for each. It is expected that the work will commence as soon as possible after the contract is awarded.

1. Cost of Services: Provide a total cost estimate, including travel expenses, and “not to exceed” amount for the work described in scope of work, a rate schedule for computing any extra work not specified in the contracted scope of work, and an amount to be deducted from total cost estimate because consultant is conducting (or has conducted in the past six months) salary surveys of comparable jurisdictions, the data from which can be shared rather than independently gathered.

Key Personnel: Identify the key personnel and their back-ups, if any, that will be assigned to provide services. Include project experience of each person, responsibilities, years of experience (both overall and with current firm), any applicable licenses and /or certifications, and specific projects.

1. References: Please provide at least three references from customers with similar operations to IRMCD. Include contact names, phone numbers, email addresses and industry.

Insurance: Verify that your firm can fulfill the insurance requirements as described

1. Debarment or other Disqualification: Respondent must disclose any debarment or other disqualification as a supplier of vendor at the federal, state, or local government level. Respondent must describe the nature of the debarment/ disqualification, including where and how to find such detailed information.
Questions Regarding Solicitation

IRMCD will respond to questions and requests for clarification to the Request for Proposal in written Addendum(s) as needed, these responses will be posted via BidNet Direct: (https://www.bidnetdirect.com/florida/indianrivermosqutocontrol) solicitation inquiries should be directed by electronic mail to Lisa Ridley (L.Ridley@irmosquito2.org). No verbal requests will be accepted. All requests for clarification must be received by 12:00 PM EST on 10/20/2022.

Response Preparation

IRMCD is not liable for any cost, fee, or expense incurred by any of the respondents in replying to this RFP, whether selected or not. Each responding consultant shall protect, defend, indemnify, and hold
harmless IRMCD from any and all liability, claims, and expenses whosoever incurred by, or on behalf of the entity participating in the preparation of its response to this RFP. Such non-reimbursable, fees, and expenses include, but are not limited to, each of the following:

1. Preparing the proposal and related information in response to this RFP.

Negotiations with the IRMCD on any matter related to this procurement.

1. Costs associated with interviews, meetings, travel, or presentations.

All other expenses incurred by responding consultant prior to the date of award and a formal notice to proceed

Insurance Requirements

Respondent, at respondent’s sole cost and expense and for the full term of the resultant contract or any extension, shall obtain and maintain at least all of the insurance requirements of IRMCD.
Proof of insurance coverage shall be provided as part of the proposal and shall include the insurance types and required coverages specified below. Upon award of the contract IRMCD shall be named as an additional insured by separate endorsement.

General Liability
Workers’ Compensation

General Conditions and Requirements
1. IRMCD reserves the right to conduct contract negotiations with any consultant (whether or not it has submitted a proposal), to verify the information in any proposal, to waive any informality in the process, to alter the selection process in any way, to request additional information or clarifications, to allow corrections of errors or omissions, to revise the scope of services and work, to extend the deadline for submission, to withdraw this request for proposals at any time without prior notice, to reject any and all proposals, and to decide whether or not to contract with any consultant.

IRMCD makes no representation that any contract will be awarded to any consultant responding to this request. Nothing in this request for proposals shall be construed to obligate IRMCD to negotiate or enter into a contract with any particular firm. This request for proposals is not an offer to contract.

1. All submitted proposals shall become the property of the IRMCD. IRMCD shall have the right to copy, publicly review and discuss, retain, and dispose of each proposal. All responses received by IRMCD will be considered public records subject to disclosure under the Florida Public Records Act.

Proposals may be submitted electronically as a PDF. Please be succinct. Unnecessarily elaborate or lengthy responses or other presentations beyond those needed to give sufficient and clear response to the request for proposals requirements are not desired. Proposals should not exceed 25 pages.

Evaluation Criteria

The following factors will be used when evaluating the proposals. The factors are not listed in order of importance.

Responsiveness to Request for Proposal Specifications
Pricing
Qualifications of firm
Qualifications of staff
References
Demonstrated capability to perform work as requested

Public Records

All Proposals submitted in response to this RFP become the property of IRMCD. Information in the Proposal, unless specified as trade protected, may be subject to public review. Any information contained in the Proposal that is proprietary must be clearly designated. Marking the entire Proposal as proprietary will be neither accepted nor honored. Proprietary information submitted in response to this Proposal will be overseen in accordance with § 815.045, Fla. Stat. (2012).

Payment and Invoicing

The consultant shall submit all invoices to Indian River Mosquito Control District. Failure to submit accurate and complete invoices may cause invoice to be rejected. All invoices shall list a single unique invoice number for processing, it may contain letters and/or numbers. Partial payments may be made upon satisfactory delivery of items/services and receipt of invoices. Invoices are normally paid with (20) calendar days of receipt of an invoice, except in the case where items being billed are called into question. IRMCD will notify the contractor within (5) days of receipt of an invoice for any items questioned. The consultant shall prepare verification data for the amount claimed and provide complete cooperation during such investigation.

Dates

Publication

10/03/2022 01:35 PM EDT

Bid Intent

Not Available

Question Acceptance Deadline

10/20/2022 12:00 PM EDT

Questions are submitted online

Yes

Closing Date

10/24/2022 12:00 PM EDT

Contact Information

Lisa Ridley

772-562-2393

l.ridley@irmosquito2.org

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

In attached document

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	Yes	No
No entries

Additional Bidding Instructions

Proposals shall be submitted electronically to Lisa Ridley, via L.Ridley@irmosquito2.org by 12:00PM EST on October 24, 2022. Proposals received after deadline will not be considered.

Disclaimer Thank you for your interest in our bid opportunities and we welcome you to submit a response. Please be sure to review and comply with all specifications and requirements.