Signed Contracts_Carlson Dettmann Consulting Professional Services Agreement for Assessment of Classification and Compensation ProgramCity of Dubuque
City Council Meeting
Consent Items # 09.
Copyrighted
June 20, 2023
ITEM TITLE: Signed Contract(s)
SUMMARY: Proposal for Classification and Compensation Study with Carlson
Dettmann Consulting; Proposal for the Police/Fire Classification and
Compensation Study and Benefit/Total Rewards Survey with Carlson
Dettmann Consulting; Professional Services Agreement with Carlson
Dettmann Consulting for an assessment of the city's classification and
compensation program; Professional Services Agreement with Carlson
Dettmann Consulting for market measurement for Fire and Police
positions and Benefits/Total Rewards Survey; Vendor Service
Agreement with Carlson Dettmann Consulting for Classification and
Compensation Study; Vendor Service Agreement with Carlson Dettmann
Consulting for Police/Fire Classification and Compensation Study and
Benefit/Total Rewards Survey.
SUGGESTED Suggested Disposition: Receive and File
DISPOSITION:
ATTACHMENTS:
Description Type
Proposal for Classification and Compensation Study Supporting Documentation
Proposal for the Police/Fire Classification and
Compensation Study
Professional Services Agreement
Professional Services Agreement - Fire and Police
Vendor Service Agreement
Vendor Service Agreement - Police/Fire
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
PROFESSIONAL SERVICE AGREEMENT BETWEEN
CITY OF DUBUQUE, IA
AND
CARLSON DETTMANN CONSULTING
This professional service agreement (hereinafter the "Agreement") is made and entered
into by and between City of Dubuque, IA (hereinafter "the Client") and Carlson Dettmann
Consulting, a division of Cottingham & Butler Insurance Services, Inc., an Iowa corporation
(hereinafter "Consultant").
WHEREAS, The Client wishes to enter into an agreement with Consultant to provide
professional consulting services for an assessment of the Client's classification and
compensation program for up to 246 classification titles, including job analysis and
evaluation, a market analysis for wages in comparable jobs in the Client's competitive
market, and recommendations on any changes to its salary plan; and
WHEREAS, Consultant has an established history of providing similar services to similar
public and private sector employers, and is willing to provide the above -referenced
professional consulting services to the Client.
THEREFORE, consistent with Consultant's response to the Client's Request for Proposals,
the Client and Consultant agree to the following:
1. Term. The term of this Agreement shall be from the date of the last signature of this
Agreement and remain in force until all services contemplated hereunder are
completed.
2. Scope of Services. The Consultant shall provide to the Client consulting services as
follows:
a) Review and analyze the Client's relevant organizational values and concerns.
Determine current organizational needs in regards to a classification and
compensation system.
b) Utilize the Carlson Dettmann Consulting Job Description Questionnaire (JDQ),
supplemented by the Client's job descriptions, to analyze, document and
validate the job information for the Client's jobs.
c) Quantitatively evaluate the job content of up to 246 job classifications using
the Carlson Dettmann Point Factor Job Evaluation System.
d) Conduct management (i.e. department head) interviews, onsite or virtually, to
ensure internal ratings are accurate and concerns are addressed.
e) Analyze base salary market data for an appropriate set of benchmark
positions.
f) Develop recommendations for any changes in pay plan structure.
g) Present to the Client an overall plan and final presentation that is clear and
understandable, and summarizes the information gathering process,
recommended framework for policy and procedure revisions, and findings
and recommendations.
h) Provide onsite services, anticipated to cover two (2) trips, for purposes of
a. One (1) onsite meeting for presentation to the appropriate decision -making
body for action;
b. One (1) onsite meeting (if needed) to be determined at a later date.
c. Additional on -site meetings will be billed at an hourly rate of $125 during
travel time and $250 per hour while on -site, plus travel expenses.
i) Conduct employee classification appeals (up to 5) after plan adoption in
accordance with the appeals process mutually agreed upon and adopted by
the Client.
3. Job Documentation. The Client shall provide Consultant with accurate job
descriptions that have been updated within the last twelve (12) months or
completed JDQ's, and Consultant will use this information for job evaluation. The
Client understands that the job documentation must contain sufficient information
for Consultant to not only evaluate jobs for content, but also to serve as the basis for
revised job descriptions (as applicable).
4. Base Project Fee. Unless noted elsewhere, the project fee includes those items
identified in the Scope of Services. The County shall pay the Consultant a project
price of $102,200, inclusive of travel expenses for up to two onsite meetings, to
conduct the full study for up to 246 job classifications.
5. Additional/Optional Fees.
a) Job Evaluations Different Than the Established Number. Consultant's fee shall
be adjusted by $450 per job evaluation over the 246 classification evaluations
upon which the project fee was based.
b) Employee Interviews. Department head interviews are included as part of the
project fee, but if the Client requires employee interviews for specific
position(s), the Client will be billed at our hourly rate of $250 per hour for said
interview(s).
c) Appeals Process. If the Client desires to incorporate an appeals process, the
Client will be invoiced $225 per appeal/review submitted for our review and
recommendation, plus travel expenses.
d) FLSA Exemption Status. The City may request verification of an evaluation of
positions for proper FLSA exemption placement. The City may choose to
complete this portion of the project after implementation of the Classification
and Compensation plan adoption. We provide this as an optional service that
would be agreed upon and would be invoiced at $150 per position.
e) Work Beyond the Scope of Services. Consultant services agreed upon that are
beyond the Scope of Services identified above (e.g. consulting on
organizational management matters; onsite meetings in excess of those
defined above; locating records or otherwise responding to public records
requests made to the Client relating to the project; etc.), shall be at the rate of
$250 per hour, unless agreed upon otherwise by the Client and Consultant.
a. Upon mutual agreement of the parties, periodic status conferences and/or
other meetings may be conducted via phone conferences or web -based
technology (e.g. Zoom). Subject to scheduling and mutual agreement,
meetings conducted by telephone and/or web conference are not
subject to any additional fee.
6. Payment. Consultant shall submit invoices in five (5) equal installments of the agreed
upon project fee: initial payment due upon execution of a professional services
agreement, second payment due at the start of the second month of the project,
third payment due at the start of the third month of the project, fourth payment due
at the start of the fourth month of the project, and the final payment due upon
delivery of CDC's findings and recommendations to the Client.
7. Performance Requirements of Consultant. The Consultant shall complete the
services as stated above. The Consultant shall furnish all labor, materials,
administration, services, supplies, equipment, transportation, and quality control
necessary to provide professional consulting services. Consultant shall provide
progress reports at reasonable intervals in the project.
a) Confidential Client Information. Consultant agrees to keep confidential
information and data provided by Client to Consultant for the purpose of
enabling Consultant to complete the Scope of Work detailed above.
8. Performance Requirements of Client. The Client shall provide and make available
to the Consultant access to its human resources and related systems of record, or
sufficient related data, as necessary to fulfill said services. Client shall take care that
all data and documentation provided to Consultant is accurate and complete.
9. Independent Contractor. It is mutually understood and agreed, and it is the intent
of the parties hereto, that an independent contractor relationship be and is hereby
established under the terms and conditions of this Agreement. The Consultant shall
remain an independent contractor under this Agreement. All employees of
Consultant or subcontractors shall remain the responsibility of the Consultant and
shall not become employees of the Client under this Agreement. No tenure or any
rights or benefits, including worker's compensation, unemployment insurance,
medical care, sick leave, vacation leave, severance pay, withholding taxes or other
benefits available to Client employees shall accrue to the Consultant or its
employees performing services under this Agreement.
10. Indemnification. The Consultant agrees it shall defend, indemnify, and hold harmless
the Client, its officers, and its employees against any and all liability, losses, costs,
damages, and expenses, including attorney fees that the Client, its officers or its
employees, may hereafter sustain, incur or be required to pay arising out of the
negligent or intentional acts or omissions of the Consultant, its officers or employees,
in the performance of its duties under this Agreement. The Client agrees it shall
defend, indemnify, and hold harmless the Consultant, its officers, and its employees
against any and all liability, losses, costs, damages, and expenses, including
attorney fees that the Consultant, its officers or its employees, may hereafter sustain,
incur or be required to pay arising out of the: (i) negligent or intentional acts or
omissions of the Client, its officers or employees; and (ii) any allegation that Client's
compensation program or structure is administered in any way noncompliant with
local, state or federal law. As to Client's duty to indemnify, this provision shall in no
way be construed as a waiver of any statutory or common law immunity or limitation
on liability.
11. Insurance Coverage. Consultant is required to carry professional liability insurance
coverage that would cover the nature and type of service that is being provided
to the Client. Before commencement of work, Consultant will provide Client with a
certificate of insurance naming Client as an additional insured. Consultant shall
provide 30 days advance notice of any changes to such policy.
12. Trade Secrets. The Carlson Dettmann Point Factor Job Evaluation System and
methodology, marketplace surveys performed, Total Rewards Method, and job
point evaluation data collected and analyzed to perform the Scope of Services is
owned by Consultant, is confidential and proprietary, and is a trade secret pursuant
to Wis. Stats. s. 134.90. The Client (including its officers, employees, agents and
representatives) shall not disclose, disseminate, or otherwise misappropriate these
trade secrets without the express consent of Consultant.
13. Assignment. Client may not assign or transfer this Agreement, or any part thereof,
without the written consent of the Consultant, which shall not be unreasonably
withheld.
14. Severability. If any provision of this Agreement is held to be illegal, invalid or
unenforceable, such provision shall be fully severable and this Agreement shall be
construed and enforced as if such illegal, invalid or unenforceable provision had
never comprised a part of the Agreement. The remaining provisions shall remain in
full force and effect and shall not be affected by the illegal, invalid or
unenforceable provision or by its severance.
15. Interpretation of Law. This contract is to be interpreted under the laws of the State
of Wisconsin. Venue of any action filed to enforce this Agreement shall be in a court
in Southeastern Wisconsin.
16. Entire Agreement. This Agreement sets forth the entire understanding of the parties
and supersedes all prior arrangements and/or understandings, whether written or
oral, with respect to the subject matter contained in this Agreement.
CITY OF DUBUQUE
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CARLSON DETTMANN CONSULTING
By. � J
Matt Shefchik, Assistant Vice
President
Date: 06/07/2023 Date: 06/07/2023