CITY OF MERCER ISLAND
REQUEST FOR PROPOSALS
CLASSIFICATION AND COMPENSATION STUDY
I. PURPOSE OF REQUEST
The City of Mercer Island (“City”) is requesting proposals from qualified consultants to conduct
a Classification and Compensation Study to examine and evaluate the City’s current salary
schedule for non-represented employees, develop a classification system for all positions, and
recommend improvements or changes to be implemented. The City’s needs are outlined in the
following Request for Proposal (“RFP”).
The purpose of this Request for Proposal (RFP) is to solicit proposals from various consultants,
conduct a fair and extensive evaluation based on criteria listed herein, and select a qualified
and experienced consultant. Responding consultants should have significant experience
conducting salary surveys and comparative analysis. Preferable consultants will have
experience involving a range of sizes of jurisdictions including cities that are similar in size to
the City of Mercer Island and offer a similar set of programs and services.
The following is a tentative time schedule:
Deadline for Submittal of Proposals
Preliminary Selection of Firm
Notify Firm Chosen
February 21, 2020
March 20, 2020, 5:00 PM PST
April 3, 2020
April 15, 2020
III. CITY BACKGROUND
Just over five miles long and two miles wide, the City of Mercer Island is a true island
community consisting of high-quality residential areas, preserved parks and open space, as well
as miles of developed shoreline. Incorporated in July 1960, the Island has its own sense of
identity, distinct from its neighbors, Seattle and Bellevue. With a population of just over 24,000,
Mercer Island has been widely recognized as one of the premier residential communities in the
State of Washington.
The City of Mercer Island has a Council-Manager form of government with seven City Council
members, who are all elected at large for staggered four-year terms. The Council elects the
Mayor from its members. The City Manager, who serves as the chief executive officer, is
responsible for implementing the policies and goals of the City Council and provides leadership,
coordination and development of City departments. The City Manager is appointed by, reports
directly to, and serves at the pleasure of the City Council.
The City provides a full range of municipal services including:
· Parks and Recreation
· Youth and Family Services
· Public Works
· Planning and Community Development
· General Administrative Services
The City has employs approximately 100 non-represented employees in 12 classifications.
IV. PROJECT PURPOSE AND DESCRIPTION
A. The City of Mercer Island has not completed a comprehensive classification and
compensation study in over 20 years. Job descriptions are updated in a consistent format,
and market studies have been conducted for non-represented employees throughout the
years while represented employees’ duties and wages are addressed during labor
B. Mercer Island leadership aims to ensure employee confidence, provide a work environment
that promotes wellbeing and work-life balance and provide departments with the ability to
recruit and retain qualified employees by ensuring the City’s classification and
compensation structure is relevant, accurate, and competitive in the market.
C. The City of Mercer Island is seeking a qualified consultant to examine and evaluate the
City’s current salary schedule for non-represented employees, develop a classification
system for all positions, and recommend improvements or changes to be implemented
D. The City of Mercer Island anticipates selection of a consultant in April and would like to
have the project completed the first quarter of 2021.
V. INSTRUCTIONS TO PROPOSERS
A. Proposals must be submitted electronically in PDF format via email. When a proposal has
been received, a response email will be sent to confirm receipt. Proposals should be marked
as follows and sent to:
Subject: Classification and Compensation Study RFP
B. Proposals should be prepared simply and economically, providing a straightforward, concise
description of provider capabilities to satisfy the requirements of the request. Emphasis
should be on completeness and clarity of content.
C. Proposals delivered after the posted deadline will not be considered for selection.
D. All proposals must include the following information:
1. A brief description of the organization.
2. The names of individuals from those firms who will be working on the project and their
areas of responsibility.
3. Specific experience and qualifications of individuals relative to the proposed project.
4. A proposed outline of tasks, products and project schedule, including the number of
hours required to complete each task or product.
5. A proposed budget based on the above outline of tasks, products, and schedules.
6. A list of cities for which the consultant has conducted comprehensive classification and
compensation studies within the past five years.
7. A list of three recent client references, including telephone and fax numbers, email
addresses, and addresses.
A. Please present detailed information on the firm’s proposed fee schedule for the
specifications proposed and for any variation for non-routine services, inclusive of
Washington state sales tax and any other applicable governmental charges. Please provide
specifics as to definitions of routine versus non-routines tasks, what is fixed as opposed to
variable, and how costs are adjusted according to that classification.
B. Payment by the City for the services will only be made after the services have been
performed, an itemized billing statement is submitted in the form specified by the City and
approved by the appropriate City representative, which shall specifically set forth the
services performed, the name of the person performing such services, and the hourly labor
charge rate for such person. Payment shall be made on a monthly basis, thirty (30) days
after receipt of such billing statement.
VII. SELECTION CRITERIA
Staff expertise and overall experience of personnel assigned to the work.
Thoroughness and understanding of the tasks to be completed. Overall
content quality and responsiveness to RFQ requirements.
Background and experience in organizational analysis and evaluation.
Recent public sector experience, preferably in a municipal setting,
conducting similar studies.
VIII. TERMS AND CONDITIONS
A. The City reserves the right to reject any and all proposals, and to waive minor irregularities
in any proposal.
B. The City reserves the right to request clarification of information submitted, and to request
additional information from any proposer.
C. The City reserves the right to award any contract to the next most qualified contractor, if
the successful contractor does not execute a contract within thirty (30) days after the award
of the proposal.
D. Any proposal may be withdrawn up until the date and time set above for opening of the
proposals. Any proposal not so timely withdrawn shall constitute an irrevocable offer, for a
period of ninety (90) days to sell to the City, the services described in the attached
specifications, or until one or more of the proposals have been approved by the City
administration, whichever occurs first.
E. The contract resulting from acceptance of a proposal by the City shall be in a form supplied
or approved by the City and shall reflect the specifications in this RFP.
F. The City shall not be responsible for any costs incurred by the firm in preparing, submitting
or presenting its response to the RFP.
All communication concerning this RFP should be directed in writing to:
Ali Spietz, Chief of Administration
Any oral communications will be considered unofficial and non-binding on the City.
Notice of this Request for Proposals will be published in the Mercer Island Reporter on March 4,
2020 and in the Seattle Daily Journal of Commerce on February 25, 2020.
A. Scope of Services
B. Sample Professional Services Contract
C. 2020 Job Classifications for Non-Represented Employees
D. Non-Represented Classification Descriptions
Current Job Descriptions and Organizational Charts are available upon request.