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418 East 2nd Street · PO Box 158 · Whitefish, MT 59937 (406) 863-2406 · Fax : (406) 863-2419 www.cityofwhitefish.org REQUEST FOR PROPOSALS (RFP) CONSULTANT TO CONDUCT A WAGE MARKET STUDY CITY OF WHITEFISH, MONTANA Proposals Due: December 14, 2023 Interviews: TBD (likely January 4 or 5, 2024) Contact: Sherri L. Baccaro, Human Resources Director Phone Number: [PHONE REDACTED] Email Address: [EMAIL REDACTED] ---PAGE BREAK--- Request for Proposals WAGE MARKET STUDY Page I 2 of 4 ANNOUNCEMENT In accordance with Title 18, Chapter 8 (MCA) and adopted City policy for consultant selection, The City of Whitefish, Montana (City) is seeking proposals from experienced, qualified firms to conduct a comprehensive wage market study to analyze current compensation levels and trends within our industry and geographical region. The wage market study will include all City of Whitefish positions (union and non-union) and provide guidance and direction for incorporating the results into our existing wage matrix and classification system. SCOPE OF WORK The Consultant will be responsible for the following tasks: 1. Market Research and Analysis: Gather data on wage trends, compensation structures, and benefits within the industry. Analyze the data to identify market benchmarks for positions. 2. Competitive Analysis: Compare our organization’s compensation packages with those of similar organizations in the western region. The City of Whitefish defines “market wages” being reflective of the relative competitive labor market to include any applicable combination of geographic location, and in similar employer size and type, qualifications required of positions, and competitive nature of positions. The geographic location may include other resort communities in and out of the State of Montana but should be comparable to the unique market of Whitefish and Flathead Valley. 3. Employee Surveys and Interviews: Conduct surveys and interviews with employees to gather feedback on compensation satisfaction and expectations. 4. Recommendations: Provide recommendations for adjustments to our compensation structure based on the findings of the study. 5. Deliverables: The Consultant will be expected to provide the following deliverables: A comprehensive report detailing the findings of the Wage Market Study, including benchmark data and analysis. Recommendations for potential adjustments to our compensation structure. After review by the City’s project team, the Consultant will present the report at a public meeting to the Whitefish City Council. ---PAGE BREAK--- Request for Proposals WAGE MARKET STUDY Page I 3 of 4 Timeline: Advertising: November 26, 2023 – December 6, 2023 Proposals Due: December 14, 2023 Interviews: TBD, likely January 4 or 5, 2024 City Council Award Consultant Contract: January 16, 2024 (Subject to Change) Deliverables Due to City Council: March 18, 2024 (City Council Meeting) Proposal Submission: Interested Consultants should submit their proposal by December 14, 2023, to Sherri L. Baccaro, Human Resources Director, 418 E. Second Street (PO Box 158), Whitefish, MT 59937. Evaluation Criteria: Proposals will be evaluated based on the following criteria: Relevant experience and expertise in conducting Wage Market Studies. Approach and methodology for data collection and analysis. Proposed timeline and budget. FORMAT AND CONTENT OF SUBMITTAL Five copies of the firm’s proposal shall be submitted to the Human Resources Director, Sherri L. Baccaro, 418 East 2nd Street, Whitefish, MT 59937, no later than 4:00 PM Thursday, December 14, 2023. Proposals shall be delivered in a sealed envelope marked “Proposal for Whitefish Wage Market Study “in the lower left-hand corner of the envelope. Faxed proposals will not be considered. In order to be responsive, all proposals must follow the format and contain information listed in this section. Unnecessarily elaborate brochures and other presentations beyond those sufficient to present a complete and effective response to the solution are not desired. 1. Cover Letter – Provide a letter of transmittal introducing your firm. 2. Overview - Provide an abstract of your firm’s submittal summarizing the nature of the proposal and demonstrating your understanding of the project. 3. Key Personnel – Include brief resumes of the staff who will be assigned to the project. Discuss experience and how experience will be applied to this project. 4. Experience – Provide details of up to three prior projects your firm has completed which relate to this assignment. 5. References - Provide names and telephone numbers of three references who will attest to your firm’s ability to undertake and complete projects similar to this on time and within budget. ---PAGE BREAK--- Request for Proposals WAGE MARKET STUDY Page I 4 of 4 EVALUATION, SELECTION PROCESS AND CONTRACT NEGOTIATIONS Proposals will be ranked by a Selection Committee and the highest ranked firms will be invited to present their proposal to an interview committee. Contract negotiations will begin with the highest ranked firm as soon as possible following the interviews. If the City determines acceptable terms cannot be reached, the City will terminate negotiations and continue with the next highest ranked firm. The City may choose to expand a contract resulting from this selection process to include similar or related work. Each Proposal will be ranked according to the following criteria. 30% - Qualifications of personnel who would be assigned to the project and the project team’s experience, as a group, with wage market studies. 20% - The firm’s past work for the City of Whitefish or references for similar work with other communities, including but not limited, to timeliness, experience, responsiveness, budget compliance, and general overall project success. 20% - Capability to meet time and project budget requirements and manage current workload. 10% - Knowledge of the City of Whitefish and its unique employment and economic market. 20% - Clarity of submittal and responsiveness to the Request for Proposals. Questions may be referred to the Human Resources Director, Sherri L. Baccaro, by telephone at [PHONE REDACTED] or by email at [EMAIL REDACTED]. ADDITIONAL CONSIDERATIONS City reserves the right to reject any or all proposals. City reserves the right to request clarification of information submitted and to request additional information from the firm(s). If a contract and fee cannot be successfully negotiated with the selected firm, the City may choose to enter into negotiations with another prospective firm, or it may re-advertise for new proposals. The successful firm shall provide and maintain professional liability, worker’s compensation, property damage, errors and omissions, and any additional lines of coverage required by the City. Respondents are prohibited from lobbying the City Council, Mayor, or members of the selection committee relative to the respondent’s proposal or response to this RFP. Advertisement Published: November 26 & December 3, 2023 – Daily Interlake November 29 & December 6, 2023 – Whitefish Pilot