Organizational Staffing Needs Assessment
| Agency: | City of Missoula |
|---|---|
| State: | Montana |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Aug 11, 2026 |
| Due Date: | Sep 5, 2026 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Description
| Bid Title: |
Organizational Staffing Needs Assessment
|
| Category: | Request for Proposals (RFPs) |
| Status: | Open |
|
Attachment Preview
Organizational Staffing Needs Assessment
Parks & Recreation Department
City of Missoula
Request for Proposals
Deadline for responses:
Friday September 5th, at 11:59 pm MT
Please submit any questions to
Ryan Applegate at applegater@ci.missoula.mt.us
by Monday, August 24, 2026. All responses to questions will be provided by Friday, August 28, 2026
Advertisement Published: August 11, 2026
Section 1 – General Information
1.1 Background and Purpose
As the Missoula Parks & Recreation Department continues to grow and expand its programs, leadership
recognizes the need for a comprehensive evaluation of the Department’s organizational structure, staffing
levels, reporting relationships, and job descriptions. This assessment will help ensure that the Department’s
current structure effectively supports high-quality service delivery, provides appropriate spans of control, and
aligns staffing resources with operational responsibilities and long-term strategic priorities. The recently
adopted 2040 Parks, Recreation, Open Space and Trails (PROST) Master Plan documents community needs,
summarizes the current system, and outlines recommendations to guide the next fifteen years. Together, this
staffing assessment and the guidance in the Master Plan will provide a clear, actionable foundation for aligning
the Department’s organizational structure, operational systems, and long-term strategy with the community’s
evolving needs. The Department is seeking a qualified consultant to conduct a comprehensive evaluation and
deliver coordinated, sequenced recommendations to inform future structural, staffing, and job description
decisions.
1.2 Purpose of the Request for Proposals
To solicit interest from qualified firms or consultants experienced in conducting organizational and staffing
needs assessments for public-sector agencies, capable of providing this service to the City of Missoula's Parks &
Recreation Department.
1.3 Project Budget
Project budget will be determined based on the final scope and deliverables negotiated with the selected
consultant. Respondents should propose fee structures appropriate to the scope described in this RFP; see
Section C, Cost Proposal, below.
1.4 Single Point of Contact
Interested firms should direct all communications and questions regarding this solicitation to the Project
Manager identified below. Please submit all questions or requests for clarification in writing via email.
Ryan Applegate | e: applegater@ci.missoula.mt.us
Questions submitted after August 24, 2026, are not guaranteed to be answered before the proposal deadline.
Answers to questions received will be distributed to all firms who have indicated interest by August 28, 2026.
Section 2 – Rules Governing Competition
2.1 RFP Submission
Electronic responses are due September 5, 2026, by 11:59 PM, Mountain Standard Time. Proposals shall be
submitted as a single file in PDF format and under 20MB in size.
Responses shall be submitted through the City of Missoula SOQ/RFW/RFP Submittal Form:
www.ci.missoula.mt.us/FormCenter/Parks-Department-13/Missoula-Parks-Recreation-SOQRFQRFP-Subm-268.
2.2 Proposal Format and Submission Requirements
To achieve a uniform review process and obtain the maximum degree of comparability, proposals shall be
organized as specified below. Each section shall not exceed the page limit noted. One page is interpreted as one
side of a single-spaced, typed 8½” x 11” sheet using no less than an 11-point font. Resumes may be included in
an appendix and do not count toward the page limits below.
• Cover Letter (1 page)
State the team's interest in the project and approach to client needs and communication.
• Title Page (1 page)
Include team name, address, phone number, contact person, and date. Must be signed by an individual
authorized to bind the team.
• Table of Contents (1 page)
Clearly identify sections and sub-sections with page numbers.
• Firm Qualifications and Capacity (2 pages)
o Organizational background: Brief history, mission, core areas of expertise, and relevant past
organizational/staffing assessment projects completed by key staff assigned to this project,
particularly for parks and recreation departments or other public-sector agencies. Include at
least three (3) example projects from the last five (5) years, with scope, budget, and client
contact information.
o Project team: Qualifications of consultants assigned to this project, including an organizational
chart of roles. Include resumes and relevant credentials for the project manager and any staff
conducting interviews, data analysis, or benchmarking.
o Availability: Present and projected workload of the project team through Q1 2027 and any
potential limitations in meeting the project's time requirements.
o References: At least three (3) references from comparable engagements, preferably with
municipal governments or parks and recreation agencies.
• Approach and Methodology (3–4 pages)
o Assessment approach: Proposed methodology for evaluating organizational structure, span of
control, staffing levels, and workload across multiple divisions.
o Stakeholder engagement: Approach to engagement and communication with Department
leadership, supervisors, and staff throughout the assessment.
o Benchmarking: Approach to benchmarking staffing levels and span-of-control ratios against
comparable municipalities or park districts.
o Deliverables: Format and content of the final report and recommendations, including how
findings will be presented to Department leadership.
o Timeline: Proposed project timeline and key milestones, including estimated hours by phase.
• Cost Proposal (1–2 pages)
o Fee proposal: Not-to-exceed fee for the full scope of work.
o Additional services: Billing rates for any additional or optional services outside the core scope of
work.
• Appendix
Resumes for all key personnel, arranged alphabetically. Does not count toward page limits.
The City shall not be responsible for proposal preparation costs, nor for costs including attorney fees associated
with any administrative, judicial, or other challenge to the selection determination. By submitting a proposal,
each firm agrees to be bound by this provision and waives all claims to such costs and fees.
Section 3 – Description of Work
3.1 Scope of Work
The following scope of work represents the City's minimum expectations. Consultants are encouraged to
recommend additional analyses, engagement strategies, or work products they believe are necessary to achieve
the project objectives. The consultant will provide a comprehensive evaluation of the Department’s
organizational structure and staffing model. At a minimum, the consultant will:
• Review job descriptions, reporting relationships, spans of control, position counts (full-time and
variable/seasonal), workload distribution, and division responsibilities.
• Conduct interviews with staff and leadership and review key documents such as existing org charts,
PROST Master Plan priorities, non-union pay plan FY27 Budget and associated materials and Community
Improvement Planning documents to understand operational needs, communication structures,
workflows, and supervisory expectations.
• Benchmark organizational structure and staffing levels against comparable parks and recreation
agencies using NRPA or other relevant data.
• Evaluate internal communication and decision-making systems, including the structure, purpose, and
frequency and outcomes of routine team meetings, to identify opportunities to improve coordination
and information flow.
• Identify inconsistencies or outdated elements in forty-two (42) nonunion pay plan and eleven (11)
variable scheduled intermittent pay plan job descriptions and recommend updates that align duties and
supervisory roles with current and proposed organizational structure.
• Identify training and professional development needs for each role to support effective service delivery
and long-term staff growth.
• Develop one or more recommended organizational structures that address reporting relationships,
division/branch alignment, spans of control, staffing levels (including ratios of supervisors to non-
supervisors and fulltime to seasonal staff), and resolution of split reporting or dual authority situations.
3.3 Desired Deliverables
The consultant will provide the following work products:
• A written assessment of the Department’s current organizational structure and staffing model, including
strengths, challenges, and opportunities for improvement.
• Recommended organizational structure(s) that address reporting relationships, staffing levels, spans of
control, and program alignment across divisions.
• Recommended updates to job descriptions that clarify duties, supervisory expectations, and consistency
across the Department.
• Recommendations to improve supervisory capacity, communication flow, and staff development
opportunities within the organizational structure.
• A practical implementation plan outlining recommended sequencing, priorities, and an estimated
timeline for adopting the proposed structure.
3.4 Timeline and Submission
This RFP is available to all qualified firms with demonstrated experience conducting organizational and staffing
assessments for public-sector agencies. Proposed project schedule:
Milestone
RFP issued
Deadline for questions
Answers to questions distributed
Proposals due, 11:59 pm MT
Anticipated consultant selection / contract award
Final report delivered to Department leadership
Date
08/11/2026
08/24/2026
08/28/2026
09/05/2026
10/01/2026
No later than Spring 2027
Section 4 –Selection Process
4.1 Evaluation Criteria
A Selection Committee appointed for this purpose will evaluate and rank proposals in accordance with the
requirements above. Points will be assigned as follows, with up to 100 points available:
Criterion
Points
Qualifications and experience with comparable
organizational/staffing assessments
25 pts.
Experience of key personnel assigned to the project
20 pts.
Proposed approach and methodology
20 pts.
Demonstrated ability to engage stakeholders across a large,
decentralized department
10 pts.
Past performance for the City of Missoula and/or comparable
municipalities
10 pts.
Ability to meet schedule requirements and budget constraints
10 pts.
Local preference (see below)
5 pts.
Local preference scoring shall be applied as determined by Missoula City Council:
• Firms located within Missoula County — 5 pts.
• Firms within the State of Montana or within 150 miles of Missoula city limits — 3 pts.
• Firms located outside the State of Montana or greater than 150 miles from Missoula city limits — 1 pt.
This page summarizes the opportunity, including an overview and a preview of the attached documents.
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