Exhibit 1 - Agenda Information SheetCity of Denton
______________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
CFO: Cassey Ogden
DATE: October 25, 2022
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with Evergreen Solutions, LLC, to provide the
compensation and classification study for non-civil service City of Denton employees; providing for the
expenditure of funds therefor; and providing an effective date (RFP 8052 – awarded to Evergreen Solutions,
LLC, in not-to-exceed amount of $95,000.00).
INFORMATION/BACKGROUND
The City of Denton’s current compensation program was implemented in 2016. Human Resources staff
worked with a third-party consultant to complete the last comprehensive pay plan revision in 2016 which
included a review of all job descriptions, a salary survey for those positions, and new pay plans. The Human
Resources department is responsible for administering the compensation plan.
To administer a complete compensation and classification study, the City typically contracts with a third-
party consultant for this specific service and may use the services on an as-needed basis afterward. The
current funds to conduct the study are included in the FY 2023 budget, thus necessitating the Request for
Proposal (RFP) process.
The City submitted RFP #8052 to the market and received five (5) responses from vendors:
• Baker Tilly Virchow Krause
• Evergreen Solutions Solutions Solutions
• JER HR Group
• Public Sector Personnel Consultants
• RightSourcing
The five (5) proposals were reviewed and scored by an interdepartmental evaluation team that included
representatives from the Library, Water Utilities, and Environmental Services departments and staff
members from Human Resources.
As part of the evaluation process, each member of the evaluation team completed a detailed evaluation of
each bid received. Criteria for the evaluation included responsiveness, project plan, approach, and general
experience. After the initial evaluations, the team had additional questions that were sent to the vendors.
Vendors were asked to prepare a presentation to answer the questions during a virtual interview with the
City Hall
215 E. McKinney
Street
Denton, Texas
www.cityofdenton.co
m
evaluation team that included follow-up questions and clarifications. Based on the interviews, the evaluation
team provided any updates to their evaluation details and scoring.
Evergreen Solutions had strong experience with providing market analysis and compensation and
classification studies for municipalities across the nation, including for other municipalities in the DFW
metroplex. Evergreen Solutions provided a detailed plan for the project and proposed an experienced team
for the project. Evergreen Solutions Solutions also had the lowest costs for completing options A and B of
the proposal. Finally, Evergreen Solutions Solutions had favorable references from other organizations that
have used their services.
The evaluation team ranked Evergreen Solutions as the proposal that provided the best overall value for the
City. The main differentiator between Evergreen Solutions and the other bidders was the total cost, a clear
plan that included engagement with the organization, and frequent communications throughout the project.
Project Description Estimated Expenditure
Option B $ 86,330
Contingency for additional support $ 8,670
Total $ 95,000
Request for Proposals was sent to 985 prospective suppliers of this item. In addition, specifications were
placed on the Procurement website for prospective suppliers to download and advertised in the local
newspaper. Five (5) proposals were received, references were checked, and proposals were evaluated based
upon published criteria including responsiveness, project plan and approach, general experience, and price.
Based upon this evaluation, Evergreen Solutions, LLC, was ranked the highest and determined to be the
best value for the City.
NIGP Code Used for Solicitation: 918 – Consulting Services, 946 –
Financial Services, 952 – Human
Services
Notifications sent for Solicitation sent in IonWave: 985
Number of Suppliers that viewed Solicitation in IonWave: 33
HUB-Historically Underutilized Business Invitations sent out: 108
SBE-Small Business Enterprise Invitations sent out: 406
Responses from Solicitation: 5
RECOMMENDATION
Award a contract with Evergreen Solutions, LLC, to provide the compensation and classification study for
non-civil service City of Denton employees, in a not-to-exceed amount of $95,000.
PRINCIPAL PLACE OF BUSINESS
Evergreen Solutions, LLC
Tallahassee, FL
ESTIMATED SCHEDULE OF PROJECT
The estimated completion of the project is April/May 2023.
FISCAL INFORMATION
These services will be funded from the Consultant Fees account 150001.7854 Requisition #157491 has
been entered into the Purchasing software system in the amount of $86,330. The budgeted amount for this
item is $95,000.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: LLC Members
Exhibit 4: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Sarah Kuechler, 940-349-8356.
Legal point of contact: Marcella Lunn at 940-349-8333.