RFP-25-26-040-Compensation Study
| Agency: | City of Danville |
|---|---|
| State: | Virginia |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Nov 4, 2025 |
| Due Date: | Dec 2, 2025 |
| Solicitation No: | 25-26-040 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
25-26-040
|
| Bid Title: |
RFP-25-26-040-Compensation Study
|
| Category: | Purchasing Miscellaneous Bids |
| Status: | Open |
|
Attachment Preview
REQUESTS FOR PROPOSALS
Proposal No RFP 25-26-040
Title:
“Compensation Study “
Last Day for
Questions:
Proposal Closing
Date:
Direct Bidding
Procedures
Inquiries to:
Project Owner:
Email questions to purchasing@danvilleva.gov by no later than
Friday, November 21, 2025, by 5:00 PM.
Sealed proposals shall be accepted no later than Tuesday,
December 2, 2025, at 4:00 PM.
Mail or Hand-Deliver to:
Purchasing Department
427 Patton Street, Room 304
Danville, VA 24541
Electronic Proposals will be accepted on eVA
(www.eva.virginia.gov)
Carol Henley, VCA, CPPO
Director of Purchasing
(434) 799-6528
purchasing@danvilleva.gov
Sara Weller, Director of Human Resources
Sara.weller@danvilleva.gov
RFP 25-26-040
“Compensation Study”
1.0 Intent
The City of Danville is seeking a firm to conduct a comprehensive compensation study.
1.1 Submit invoice(s) to:
City of Danville
Accounts Payable
PO Box 3300
Danville, VA 24543
Attention : Sara Weller, Director of Human Resources
1.2 Deadline
Sealed Proposals shall be submitted no later than Tuesday, December 2, 2025,
at 4:00 PM to:
City of Danville
Purchasing Department
Attn.: Carol Henley, Director of Purchasing
427 Patton Street, Room 304
Danville, VA 24541
Proposals will not be accepted both electronically and on paper. The bid with the
latest time stamp received prior to the due date and time will be evaluated for each
Bidder.
1.3 Proposal Inquiries: The last day for questions will be Friday, November 21, 2025,
until 5:00 PM. Email: Carol Henley at purchasing@danvilleva.gov
1.4 Owner’s Representative: Sara Weller, Director of Human Resources
Sara.weller@danvilleva.gov
2.0 SCOPE OF WORK
The City’s classification and compensation system was last reviewed and updated in 2023.
The project includes a review of the City’s current system, a market study and analysis of
comparable public and private sector positions, recommendations for changes and
improvements to the compensation system and policies governing it, and a cost analysis with
recommendations for implementing changes to the system. The City’s current compensation
structure contains assigned pay grades with a minimum, midpoint, and maximum, with the
market rate set at the minimum. The City’s classification system has been maintained and
kept up to date since the last review. However, classifications should be reviewed, as
RFP 25-26-040
“Compensation Study”
necessary, to ensure the compensation study is successful and results in a competitive pay
structure. The City utilizes pay-for-performance.
The City’s objectives include updating its current compensation system to:
1. Attract and retain qualified employees.
2. Ensure positions performing similar work with essentially the same level of complexity,
responsibility, and required education, knowledge, skills, and abilities are classified
together.
3. Provide salaries commensurate with assigned duties.
4. Maintain a competitive position with other comparable government entities and private
employers; and,
5. Review the current pay philosophy and practices for competitiveness and analyze the
lowest minimum salary within the system to determine if it continues to produce a living
wage.
At a minimum, the firm selected is expected to:
1. Review the City’s current compensation plan and understand current challenges with
recruiting and retaining employees.
2. Meet with each department director and appropriate departmental staff to understand
departmental recruitment and retention challenges as they relate to compensation,
general hierarchy, and classification structure.
3. Review specific classification groupings, conduct a job analysis (if needed), review
position placement within the compensation system, and recommend appropriate
changs for groups that are identified as having possible misalignment (e.g.,
administrative positions).
4. Identify and recommend comparable labor markets, including both public and private
sector employers, for a compensation survey. The recommendations should be
provided prior to implementation of the study for approval by City administration.
5. Develop and conduct a comprehensive compensation survey for City positions.
6. Review the current compensation structure and recommend appropriate changes to
salary ranges for each position based on the classification plan, compensation survey
results, and internal relationships and equity.
7. Review and update the City’s current salary structure using the results of the survey
and best practices.
8. Develop new or recommend changes to current policy to assist City staff with
determining the starting pay for new employees based on knowledge and experience
RFP 25-26-040
“Compensation Study”
above the minimum requirements of the positions, how difficult the position is to fill,
and market competitiveness.
9. Recommend implementation strategies including calculating the cost of implementing
changes to the plan with current employees, if necessary, and the future impact of the
recommended changes.
10. Identify any unique current individual or group compensation inequities and provide a
recommended corrective action plan and process to remedy these situations.
11. Create updated job clarifications and structure documents, as appropriate.
12. Recommend and provide implementation strategies related to other key compensation
practices, based on market demands, including pay for performance, skill pay, special
assignment pay, certification pay, etc.
13. Provide system documentation and computer formats/software to administer the pay
plan.
14. Provide recommendations for the ongoing internal administration and maintenance of
the proposed compensation plan.
15. Review the current methods and forms for new classifications and guidelines for adding
them to the compensation system appropriately to ensure continued relevancy.
16. Conduct a compression analysis and include recommendations for addressing
concerns and the cost for doing so, with the understanding that the City utilizes pay for
performance and pay is individualized.
17. Provide comprehensive training to identified members of City staff to ensure the new
system can be explained and administered appropriately in the future.
18. Provide the Human Resources Director with regular updates regarding the project
status.
19. Conduct and lead meetings with City administration and/or City Council as required at
specific milestones (to be determined based on project plan) and at the end of the
project.
20. Create letters and other necessary communication templates for sharing survey results
with employees.
21. Provide and adhere to a project timeline agreed to by the City.
Optional Services- City would like pricing on the following services if they were not included
in the compensation study:
1. Firm shall quote option of a comprehensive benefit survey with the compensation
study.
RFP 25-26-040
“Compensation Study”
2. Firm shall quote optional services that may not be identified with the scope of work but
support the objectives of the project
3.0 SUPPLEMENTAL GENERAL CONDITIONS
3.1 Compliance: The Contractor shall comply with the provisions of the following:
This procurement process is governed by the "PROCUREMENT CODE OF THE
CITY OF DANVILLE, VIRGINIA". Copies of the Procurement Code may be obtained
by writing the City of Danville, Purchasing Department, PO Box 3300, Danville,
Virginia 24543
3.2 Award:
A selection committee shall review the proposals submitted. After each proposal has
been evaluated, short-listing procedures will narrow the list of candidates to the best
qualified firms. These firms may then be invited to an interview, at which time each
will be expected to conduct a presentation on their proposal and to answer the
questions of the selection committee. The committee reserves the right to select the
best qualified firm without conducting an interview.
The City reserves the right to reject any proposals submitted and to waive any
informality in them. The right is also reserved to award the contract where it appears
to be in the best interest of the City of Danville. The right is also reserved to negotiate
with multiple firms. The City is not responsible for reimbursement of any costs
associated with work undertaken by the Firm to respond to this RFP.
3.3 Evaluation
Vendors will be evaluated on:
• Experience and history of the vendor in the areas covered by the RFP- samples
of work should be provided
• Specific knowledge and actual experience with the City of Danville’s current
compensation and classification systems and pay practices
• Project team experience with Virginia local government compensation systems
including conducting market studies, analysis, and implementations
• Cost of the services to be provided
• The overall qualifications, experience, and availability of the firm
• References
• The degree of completeness of the vendor’s response to the specific
requirements of the RFP
3.4 Authority:
A. The Director of Purchasing as the designee of the City Manager has the sole
responsibility and authority for negotiating, placing, and when necessary
This page summarizes the opportunity, including an overview and a preview of the attached documents.
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