Request for Proposals for Compensation Study

Closed February 23, 2022, 12:00 PM

Overview

The City of Merriam, Kansas is seeking proposals from qualified firms for consulting services to conduct a compensation study.

City of Merriam Profile

Merriam is one of 20 incorporated cities in Johnson County. The City has a residential population of approximately 11,100 within 4 ½ square mile city limits. The City operates under a Mayor-Council form of government with an appointed professional City Administrator. The City is divided into four wards with two councilpersons elected from each ward to serve staggered four-year terms.

The City’s formal relationship with its employees is excellent. In 2018, the City received national recognition by receiving the “When Work Works” award provided by the Society of Human Resource Management. The City does not recognize any unions for the purpose of collective bargaining.  

Merriam has within its structure five functional departments, which are: Administration, Public Works/CIP, Police Department, Community Development, and Parks and Recreation. The City Administrator serves as the Chief Executive Officer. The remaining programs are led by a Department Head who reports to the City Administrator or Assistant City Administrator. The City has 123 total employees of which 88 are regular full-time employees, a FY2022 total adopted budget of $28.1 million - $10.5 million of which is for personal services.   

The City has 68 unique positions currently organized within a salary structure with 23 salary ranges. The current system was developed in 2013, when the last comprehensive compensation analysis was completed. Each year, the salary ranges are increased in accordance with the CPI.    

Scope of Work

The City intends to complete a comprehensive compensation study that will determine whether the existing salary and compensation schedule is competitive within today’s market, as well as address the internal relationships within the organization to help determine proper equity.  

As such, it is anticipated that the following tasks will be completed by the selected consultant:

  • Assist the City with determining comparable cities and similar positions within the Kansas City Metropolitan area, including review of private sector employers for certain high turnover job classifications in public works.
  • Conduct a comprehensive compensation and benefits survey using the selected agencies, based not only on job titles, but duties and responsibilities based upon the classification specifications from the City of Merriam.
  • Evaluate the existing salary ranges and grouped positions based on the results of the compensation study plus job duties and responsibilities.
  • Complete an internal salary relationship analysis. 
  • Provide a detailed proposal for recommended changes.
  • Assist in the development of a strategy for implementing the compensation recommendations and plan.
  • Provide instructional information to allow City staff to conduct individual salary audits and adjustments consistent with the survey methods until the next formal study is conducted. 
  • Conduct a financial analysis of recommended changes

Provide a presentation to the City’s management team and to the City Council on findings.

Submittal Instructions

All materials listed below must be received by 12 p.m. on Wednesday, February 23, 2022. Incomplete or late submissions will not be accepted.

Please provide the following information in a single PDF document using the prescribed format:

  • Section 1: Letter of Interest.
  • Section 2: Team Overview.  Include the role and resume of each member, and identify who the primary point of contact will be. 
  • Section 3: Project Approach. Provide an overview of the project approach, including methodologies used and/or approaches taken to prepare the study.  Indicate features, skills, and/or services which distinguish your firm. 
  • Section 4: Project Schedule.  Provide a project schedule overview.  Note: it is anticipated the notice to proceed will be issued by March 15 and the desired time frame for completion is three months or less. 
  • Section 5: References. Provide contact information for three references for projects similar to this in scope, preferably other governmental agencies.  Please provide a short summary of the project with each reference.  

In a separate PDF document, provide:

  • Total fee with cost breakdown, including hourly rates
  • Estimate the total hours or work need based off the scope of services 
  • Standard payment schedule

 

Attach both documents to one email and submit electronically to: 
Jennifer Jones-Lacy, Assistant City Administrator
jjoneslacy@merriam.org

Timeline

  • January 27, 2022 – City issues RFP
  • February 14, 2022 – Last day to submit questions on RFP
  • February 16, 2022 – Responses to all questions will be posted on the city website
  • February 23, 2022 – Proposals are due by noon
  • Week of February 28th – Interviews with finalists will be scheduled
  • March 14th – Recommended consultant with proposed agreement goes to City Council for approval
  • Mid-March – Work begins on compensation study
  • May 20th – Completion for the 2022 budget prep 

 

City Contracting Requirements

Once a consultant is selected, the following documents will be required:

  • Fully executed contract (See Exhibit A)
  • Completed W-9 Form
  • Proof of insurance per contract with the City named as additional insured  
  • City Occupational License (fee waived)
  • Kansas Tax Clearance Letter

RFP: Compensation Study(PDF, 191KB)