Salary Survey and Compensation Study

The Town of Newmarket is seeking proposals from qualified consulting firms experienced in the review and analysis of salary and overall compensation systems.

If any part of your proposal is printed and delivered to the Town, the envelopes shall be clearly marked "Salary Survey and Compensation Analysis Response". All proposals must conform to this requirement of the Request for Proposals (RFP).

Copies of the RFP will be on file for inspection and may be obtained at the offices of the Town of Newmarket.

Questions and requests for clarification shall be submitted via email to  ssrfp@newmarketnh.gov.  Question submissions must be no later than 12:00 p.m. EST on May 2, 2022

The Town reserves the right to reject any and all proposals, or any part of any proposals, or to waive informalities or defects in proposals, as the Board of Trustees of the Town deems to be in the best interests of the Town.

Scope of Work

The successful consultant will be required to meet with the Management Team at the initiation of the study and provide a written presentation to the Management Team at the conclusion of the study. The Town expects ongoing and open communications between designated Town representatives and the consultant over the course of the study. All products and recommendations must comply with applicable State and Federal laws and enhance the Town’s ability to obtain and retain qualified personnel.

The Town of Newmarket will provide the following information to the successful consultant:

·            Copies of all existing job descriptions

·            Copies of all wage and salary schedules

·            Copies of all employee benefit schedules

·            Copy of the Town’s Personnel Policies and Procedures Manual

·            Copy of the Town’s Organizational Chart

·            Job Performance Evaluation document

·            Access to in-house contact (the Human Resources Manager) to discuss procedures, policies, problems and concerns and to provide a liaison between the Town and the consultant.

Services to be provided:

1.  The consultant will review the current job descriptions and compensation system and determine whether a new compensation system would be needed to assure internal equity and external competitiveness.

2.   Conduct a comprehensive survey of external regional labor markets impacting market competitiveness for all positions in the Town.

a.         This shall include public sector and private sector jobs with the same essential duties and functions.

b.         This will include a review and market analysis of salary and benefits.

c.          Make recommendations for changes to current classification system or adoption of a newly designed compensation system, which assures internal equity and external competitiveness.

d.         The method in which to perform this analysis is to be determined by the consultant, but should be based on wages and benefits established for the 2023 calendar year.

e.         The consultant will provide the Town with a copy of the final compensation study and proposed salary structure.

3.   Design an implementation strategy for any updated compensation system with the lowest financial impact and greatest gain to positions that fall outside of a designated range. The implementation plan should contain the total cost for implementation beginning in early July 2022. The consultant will provide the Town with a copy of the implementation strategy.

4.  If the compensation system is implemented, provide training to the Management Team on the utilization and maintenance of the system. Additionally, provide necessary documentation and other materials for the Town to maintain the system independently of the consultant following the implementation of the job evaluation/compensation plan. Provide the Town with soft copies of training materials and policies and procedures for the maintenance of the system.

5.   As an option, provide a proposal for an annual review and update of the market analysis for each position including a description of the factors to be reviewed, methodology, final report, and staff training.

6.   Provide pricing for future individual job description grading on an as-needed basis.

Proposal Instructions

Proposals must be received by The Town Manager’s Office at the Newmarket Town Hall by 12:00 p.m. ET, May 20, 2022. Proposals shall be emailed to ssrfp-newmarketnh.gov. or via US Mail in sealed envelopes addressed to:

Salary Survey and Compensation Analysis Response

The Town of Newmarket

186 Main Street

Newmarket, NH 03857

The Town’s intention is to enter into a contract as soon as practicable after the proposals are evaluated and approved by the Town Council.  The successful vendor shall enter into a contract with the Town of Newmarket within ten days of the notification of award or as soon as practicable thereafter as determined by the Town. Work is expected to begin no later than July of 2022 for a target completion by the end of August 2022.

Proposals will be evaluated on several factors including the respondent’s understanding of the engagement to be performed, previous relevant experience of both the respondent firm and the individuals on the team performing studies of this nature, the firm’s ability and the flexibility to “customize” their services to meet the Town’s needs and the associated costs.

The proposal should include the resumes of the members of the team and references from other municipalities or government agencies where similar work was performed.

The Town reserves the right to reject any and all proposals, or any part of any proposal, or to waive informalities or defects in proposals, as the Town Council shall deem to be in the best interests of the Town. By submitting a proposal, each respondent is ensuring that complete confidentiality of all Town information will be maintained by all vendor personnel.

By submitting a proposal, each respondent is ensuring that they are an Equal Opportunity Employer and that their employees and applicants for employment are not discriminated against because of their race, creed, color, sex, sexual orientation, gender identity, gender expression, genetic information or national origin. By signing a contract with the Town, the successful vendor guarantees that they comply, or will comply with the above provision and all other applicable state and federal laws regarding public contract work, and agrees to indemnify and hold the Town of Newmarket harmless from any claims or damages incurred against or by the Town of Newmarket resulting from any non-compliance by the successful vendor.

AFFIDAVITS – Signed form to be returned with proposal

NONCOLLUSION AFFIDAVIT

1.      Vendor fully understands the preparation and contents of the attached offer and of all pertinent circumstances respecting such offer;

2.      Neither the said vendor nor any of its officers, partners, owners, agents, representatives, employees or parties interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly, with any other responder, firm, or person to submit a collusive or sham offer in connection with the contract or agreement for which the attached offer has been submitted or to refrain from making an offer in connection with such contract or agreement, or collusion or communication or conference with any other firm, or, to fix any overhead, profit, or cost element of the offer price or the offer price of any other firm, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against the Town of Newmarket or any person interested in the proposed contract or agreement; and

3.      The price or prices quoted in the attached offer are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the firm or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

AFFIDAVIT OF ELIGIBILITY

1.      The vendor is not ineligible for employment on public contracts as a result of a conviction or guilty plea or a plea of nolo contender to violations of the Sherman Anti-Trust Act, mail fraud or state criminal violations with a contract let by the State of New Hampshire or any political subdivision of the State of New Hampshire.

2.      No councilman or officer of the Town of Newmarket or other person whose duty it is to vote for, let out, overlook or in any manner superintend any of the work for the Town of Newmarket has a direct interest in the responder.

CONFLICTS OF INTEREST CERTIFICATION

No employee, officer or agent shall participate in the selection, or in the award or administration
of a contract if a conflict of interest, real or apparent, would be involved. Such a conflict would
arise when:

·      The employee, officer or agent,

·      Any member of immediate family,

·      An organization which employs, or is about to employ, any of the above, has a financial or other interest in the firm selected for award.

Officers, employees or agents will neither solicit nor accept gratuities, favors or anything of monetary value from vendors, potential vendors, or parties to sub-agreements.  By submission of this form, the vendor is certifying that no conflicts of interest exist.

The undersigned hereby acknowledges receipt of the above applicable laws and verifies that the bid submitted in response to this solicitation is in full compliance with the listed requirements.

Signature:____________________________________________

Printed Name;________________________________________

Title:________________________________________________

NOTARY:

Subscribed and sworn to before me this date:___________________________________

BY:  ________________________________________________________     
Notary Public

My Commission Expires On: ____________________________________