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RFP: Quality Assurance and Process Management Group Classification and Compensation

The Los Angeles County Employees Retirement Association (“LACERA”) administers a defined benefit retirement plan and Other Post-Employment Benefit Program. LACERA has a need for organizational, classification, and compensation studies for its Member Operations Group (MOG). The Quality Assurance and Metrics Division (QA) performs three main functions on behalf of MOG, which are those divisions that provide retirement benefit services to LACERA’s members.

The consultant will help redefine how QA operates within the organization as the functions have evolved. QA’s services consist of:

  • Independent transactional audits of work processed by MOG staff for our members
  • Technical benefits training for MOG staff, from new hires to veterans
  • Special projects as assigned by the Executive Office and consistent with QA’s independent quality assurance function.

The Process Management Group (PMG) is currently a Unit within the Benefits Division that serves to improve organizational effectiveness through project initiatives, cross-divisional process integration, and the development of business process rules, procedures, and metrics. The Unit was initially created to consolidate all MOG process development and/or improvement efforts, business rule and/or operating instruction development and maintenance under one unit to work with Benefits, Member Services, Disability Retirement, Communications, and QA Divisions. The current job classifications have not been updated to reflect this function. The consultant will assist with defining PMG and how it will operate within the organization.

Key Milestones are:

  • Organizational Structure and Design Analysis
  • Classification Study
  • Compensation Study
  • Findings and Recommendations

Scope of Work

Organizational Structure and Design Analysis

LACERA is seeking assistance in the analysis of its MOG organizational structure and design; development and purpose of QAM and PMG; development of duties and responsibilities for positions, unit, division; development of career paths and succession plans; and the development of a plan for implementation.

  1. Work with key stakeholders to determine MOG needs, define QA and PMG, and provide guidance on best practice solutions to ensure that organizational goals related to process improvement, accuracy, and efficiency are met now and in the future.
  2. Evaluate the current organizational structure of MOG, including current classifications, functions, and staffing levels. Identify roles for QA and PMG functions.
  3. Provide a detailed report on how QA and PMG should operate within the organization, including recommendations related to improvement opportunities, increased effectiveness of the operations, modifications to processes or changes in job design and structure, and alternative options. The report should also provide recommendations on whether consolidating PMG should be pursued and impact to other divisions, staff members, and succession planning.
  4. Provide a proposed MOG organizational chart and organizational model of the ideal structure with specific roles, span of control, and processes, and at which level they should be executed.
  5. Provide strategies for creating opportunities, cross divisional career paths, and succession planning for MOG classifications.
  6. Develop an implementation plan.

Classification Study

  1. Review and update the classification plan ten (10) classifications, thirty-four (34) positions, represented and non-represented, management and non-management, allocated to various Divisions. Class specs can be searched at https://www.governmentjobs.com/careers/lacera/classspecs

Quality Assurance and Metrics Division

  1. Chief, Quality Assurance and Metrics
  2. Division Manager
  3. Senior Quality Auditor
  4. Quality Auditor II
  5. Quality Auditor I

Benefits Division, Process Management Group

  1. Section Head
  2. Senior Retirement Benefits Specialist
  3. Retirement Benefits Specialist III

Human Resources Division

  1. Training Coordinator
  2. Human Resources Analyst

Retiree Healthcare Division

  1. Quality Auditor I

Member Services Division, Quality Control Unit

  1. Senior Retirement Benefits Specialist
  2. Retirement Benefits Specialist III
  1. Review background materials including existing classifications, organizational charts, budgets, salary resolutions and schedules, Civil Service Rules, LACERA Personnel Handbook, and related information.
  2. Conduct orientation and briefing session(s) with staff members, and LACERA Management.
  3. Develop a comprehensive questionnaire to be completed by all studied positions. Additional positions may be included to provide the consultant with a thorough understanding of LACERA and MOG operations and organizational structure, as needed.
  4. Conduct interviews with all staff members requiring additional clarification of information provided and appropriate management personnel to validate the information.
  5. Allocate all staff members included within the scope of the study to an appropriate job title, job classification and exempt/non-exempt designation pursuant to the FLSA.
  6. Review existing class specifications for possible matches. Update current class specifications or develop new class specifications in accordance with LACERA guidelines to reflect current duties and requirements of the positions, including physical requirements and essential job functions, as needed.
  7. Prepare revised or new class specifications for future roles identified in the proposed MOG organizational plan for implementation, as needed.
  8. The class specifications shall include the following items:
  • Definition of the job classification;
  • Classification Standards delineating each job level including:
    • Primary function or purpose;
    • Level of responsibility;
    • Reporting relationships;
    • Supervision exercised and received;
    • Differentiation between similar classifications;
    • Knowledge, skills and abilities; and
    • Working environment and/or conditions.
  • Example of Duties;
  • Minimum Requirements (Education and Experience);
  • Working environment and/or conditions;
  • Licenses, certifications, driving requirements and physical requirements in compliance with the ADA; and
  • Appropriate exempt and non-exempt designation under the FLSA.
  1. The consultant will coordinate the presentation styles of the project team to ensure a unified philosophy, standardization, and alignment with LACERA classifications.
  2. Present draft class specifications to management for review and approval.
  3. Present the final classification and listing showing the recommended allocation of each position.
  4. The classification plan shall include an introductory section that describes class concepts and provides information about distinctions of various levels within a class series and other pertinent information.
  5. Provide appropriate implementation and maintenance manuals.

Compensation Study

  1. Identify private survey and public labor market data, including classifications that most closely match LACERA. This will include an explanation of the specific methodology used to identify the survey agencies.
  2. Meet with LACERA to finalize the list of comparable agencies data to be used in the survey.
  3. Conduct a comprehensive compensation survey using comparable agencies, using not only job titles, but duties and responsibilities based upon the class specifications from LACERA. Provide comprehensive data sheets for each classification surveyed listing comparable agencies, comparable titles, salaries, and market median, midpoint, and 75th percentile.
  4. Complete an internal base salary relationship analysis, including the development of appropriate internal relationship guidelines for positions.
  5. Develop external competitive and internal equitable salary recommendations for each classification included within the study to ensure competitive recruitments.
  6. Allocate to a salary range each classification which reflects the results of the market survey and the analysis of the internal relationships.
  7. Present draft results of the survey to management in a group meeting.
  8. Assist in the development of a strategy for implementing the compensation recommendations and plan.

Findings and Recommendations

  1. Consultant to prepare written reports of recommendations, including discussion of methods, techniques and data used to develop the Organizational Structure, Classification, and Compensation Plans.
  2. Consultant to prepare written reports of recommendations, including discussion of methods, techniques and data used.
  3. Consultant to provide draft of full reports for LACERA review prior to finalizing.
  4. Consultant to provide instructional information to allow LACERA staff members to conduct individual salary audits and adjustments consistent with study methods until the next formal study is conducted.
  5. Consultant to attend meetings, if requested, throughout the process with LACERA Staff to explain methodology, survey results and recommendations. The Consultant should budget for two Board meetings, one Union meeting, and seven meetings with LACERA staff members, not including one kick-off meeting with staff members for the Classification and Compensation study.

Solicitation Registration Procedures – LACERA Vendor Gateway Portal

Accessing the Vendor Gateway Portal

  1. Go to the LACERA Vendor Gateway Portal by clicking on the following link: https://lacera.cobblestone.software/gateway/SolicitationPublicSearch.aspx.

Account Registration

  1. Create an account by providing the company information and user details. Complete the account verification process as instructed.

Accessing the Solicitation

  1. Look for the login information confirmation email from Contract Insight Alerts and proceed to sign in to the LACERA Vendor Gateway Portal using the provided credentials
  2. Navigate to the ‘Solicitations’ tab and select ‘Search All Solicitations’.
  3. Locate the specific solicitation by clicking on the View link associated with Secure Access Service Edge

Responding to the Solicitation

  1. On the left-hand side, find the ‘Page Actions’ section and select ‘Register as Respondent’.
  2. Click the ‘Refresh’ button located above the ‘Register as Respondent’ option to ensure the page is up to date.
  3. Scroll down to the ‘Response Status’ section at the bottom of the page. Change the response status to ‘Interested in Responding’ to indicate the intention to bid.
  4. Click the ‘Submit’ button to save the response. Then, refresh the page by clicking on ‘Refresh’ on the left-hand side above ‘Page Actions’.
  5. If the response status has changed, navigate back to the ‘Response Status’ section on the Opportunity Details page and make any required adjustments.

Additional Information

  1. Access all registered solicitations by selecting the ‘My Dashboard’ tab after logging in.
  2. Download all necessary solicitation documents from the ‘Public Files’ section located within the Opportunity Details page.

Submission Requirements

Minimum Qualifications submission: Ensure the completed proposal is uploaded to the ‘My Files’ section of the LACERA Vendor Gateway Portal by 5:00 PM PST, August 22, 2025. Proposals received after the designated deadline will not be considered.

Please note: Email, mailed, or faxed submissions will not be accepted unless specified otherwise.

If the proposal requires any confidential information to be exempt from public disclosure, upload an additional electronic copy marked “CONFIDENTIAL”. The redacted copy should exclude all material from the proposal that is believed in good faith to be exempt from disclosure under the California Public Records Act (Cal. Gov. Code Sections 7920.000, et. Seq.) (described in solicitation). Redactions should appear as blacked out material or blank page(s) with the word “CONFIDENTIAL” or “PROPRIETARY” inserted.

Questions Related to This Solicitation

Please submit all questions, inquiries, and requests for additional information regarding this solicitation through the ‘My Questions/Answers’ section of the Opportunity Details page n the LACERA Vendor Gateway Portal. Ensure the submissions are made no later than 5:00 PM PST, August 1, 2025.

All Questions received, along with their corresponding responses, will be posted in the ‘Questions & Answers’ section of the Opportunity Details page in the LACERA Vendor Gateway Portal on or about 5:00 PM PST, August 6, 2025.

Tentative Timetable

Bid release date

July 21, 2025

Written questions from Respondents due date

August 1, 2025

LACERA’s response to Respondents’ questions

August 6, 2025

RFP Proposals due date

August 22, 2025

Finalist Interviews (as needed)

September 2025

Selection Notification (estimate)

October 2025

Commencement of work

Upon Contract execution