Organizational Assessment

The City of Milpitas (City) is soliciting responses to this Request for Qualifications (RFQual) from qualified firms (Consultant, Proposer) to provide comprehensive professional services for the evaluation of the City’s overall organizational structure, staffing levels, job roles, and duties. This assessment aims to identify thorough and actionable insights for enhanced efficiencies, the effective use of technology, training needs, and practical changes that can improve organizational effectiveness and service delivery. The assessment will be a multi-faceted approach that incorporates analysis of positions, hierarchies, processes, and training needs, setting the foundation for an improved organizational structure that fosters growth, innovation, and quality service delivery for the community.

The City departments and offices (Department or collectively Departments) involved in this assessment include:
• Building
• Economic Development
• Finance
• Fire
• Housing
• Human Resources
• Information Technology
• Planning
• Police
• Public Information
• Public Works
• Recreation and Community Services

The City recognizes the diverse needs across our Departments, and as such, we invite qualified vendors to propose on:

Full Organization: A comprehensive solution that addresses the needs of all Departments and/or functional areas.

Partial Engagements: The City aims to identify solutions that can be implemented swiftly, and bidding on smaller segments of work may expedite the review and selection process. Responses can concentrate on specific Departments, a combination of Departments, or specific functional areas in which they have expertise.

The City encourages consultants to suggest how to effectively organize and focus on distinct Departmental "clusters," as well as recommend specific Departments that align with their expertise and submit a respective proposal(s). For instance, a Consultant might be engaged to evaluate Departments related to land use and the built environment – including residential, commercial, and infrastructure services like streets, roads, and public parks – while a separate award could be allocated for internal administrative support services such as finance, human resources, and information technology.

Consultants also are encouraged to submit proposals that address specific functional areas in which they have expertise, such as class and compensation studies, project management for public construction, business incentive programs or revenue management.

Qualifications and Consultant Pool:
There will also be an opportunity for selected firms to be included in a pre-qualified list of consultants that may be utilized for additional work as necessary, particularly to align with the City FY 2026-27 budget cycle in the December 2025/January 2026 timeframe.

Focus on Efficiency and Process Improvement:
In alignment with the City's goal of enhancing operational efficiency, we request that responses include a review of current manual processes identified as inefficient within the organization. Recognizing that our list of manual processes may be extensive, we expect consultants to collaborate closely with our team to pinpoint which processes to prioritize for improvement.

RFQual responses should clearly articulate how your approach will assist in identifying these key processes and the methods you will employ to facilitate the review and optimization. See the remainder of this RFQual, including, but not limited to, the Scope of Work and attachments for further information and requirements.