2025-36 Addendum (1).pdf

ADDENDUM #1

RFP #2025-36 Efficiency & Organizational Review

RFP Due Date: February 19, 2026 @ 2:00 PM (CST)

This Addendum must be acknowledged on Form B – Submittal Checklist with your response.

The purpose of this addendum is to clarify questions received from vendors and notify vendors of changes made to the specifications on this bid. Vendors must acknowledge receipt of any and all addenda in the space provided in the bid documents. Failure to do so may result in rejection of the bid. All requirements of the proposal documents remain unchanged except as cited herein.

Information contained in this addendum will be included in any subsequent contractual agreement between the City and the successful bidder(s).

Questions & Answers, Clarifications, or Modifications Below.

1. Question: Sworn vs. Civilian Scope: Are the Police and Fire Departments included in the staffing and efficiency review? If so, does this include sworn personnel (officers/firefighters) or is it limited to administrative/civilian support staff?

Answer: Police Officer and Fire Fighters will not be included in the staffing and efficiency review. Due to the State of Wisconsin’s maintenance-of-effort requirements tied to shared revenue, sworn staffing levels must be maintained. The review may include civilian and administrative staff within the Police and Fire Departments.

2. Question: Metro Transit Inclusion: Green Bay Metro Transit is listed as a department. Given its unique federal/state funding models, is the consultant expected to review route efficiency/ridership, or strictly organizational/back-office staffing?

Answer: Strictly organizational/back-office staffing.

3. Question: Prior Work: Has the City conducted similar organizational or efficiency studies in the last 5-7 years? If so, what were the barriers to implementing those previous recommendations?

Answer: No.

4. Question: Implementation Expectation: Does the scope strictly end at the delivery of the "Final Report and Roadmap," or should the proposal include an option for "Implementation Support" (e.g., change management, policy drafting) in Phase 2?

Answer. The base scope of work ends with the delivery of a final report and roadmap.

Proposers may include an optional phase 2 for implementation, but services should be clearly identified as optional and priced separately.

5. Question: Union Engagement: Which collective bargaining units (unions) will be impacted by this review? What is the City’s expectation regarding the consultant’s direct engagement with union leadership during the discovery phase?

Answer: Multiple collective bargaining units represent City employees. The city anticipates that the consultant’s primary engagement will be with City leadership and management. The city will determine and direct any engage with union leadership as deemed necessary.

6. Question: Budget Guidance: While we understand competitive bidding applies, does the City have a not-to-exceed budget or a specific funding source (e.g., ARPA funds) allocated for this project?

Answer: The City does not have a not-to-exceed budget or a specific funding source.

7. Question: Savings Targets: The RFP mentions identifying "cost savings or tax reductions." Does the Mayor’s Office have a specific target (e.g., "5% reduction in operating opex") or a dollar figure in mind that defines success?

Answer: No. The City has not established a predefined cost savings or tax reduction target.

Proposers are expected to identify and quantify potential savings or fiscal impacts as part of their analysis and recommendations.

8. Question: Headcount Policies: Are there any existing "no-layoff" pledges or political constraints regarding Reduction in Force (RIF) that the consultant must adhere to when making staffing recommendations?

Answer: The city has not adopted a no-layoff policy. Proposers should be mindful of operational continuity, collective bargaining obligations, and applicable laws and regulations when making staff recommendations.

9. Question: Current Tech Stack: To accurately propose "technology leverage" opportunities, what are the City’s current core systems for ERP (Finance), HRIS (Human Resources), and WFM (Workforce Management)?

Answer: The City uses Tyler Munis for its budgeting software. More detailed information regarding the City’s ERP, HRIS, and workforce management systems will be provided to the selected consultant during project initiation.

10. Question: Data Readiness: Are current job descriptions, organizational charts, and standard operating procedures (SOPs) up-to-date and available digitally, or will the consultant need to dedicate hours to updating/creating this baseline documentation?

Answer: These are up to date and updating or creating baseline documentation will not be necessary.

11. Question: IT Strategy: Is there an existing IT Strategic Plan or Digital Transformation Roadmap that this review should align with, or is this review expected to create that roadmap?

Answer: The City has IT initiatives and the consultant is not expected to create a roadmap.

12. Question: Remote Access: Will the consultant be granted remote access (VPN) to the City’s financial and HR systems for data analysis, or will all data queries need to be routed through City staff?

Answer: The consultant should assume that data access will be primarily facilitated through City staff. Direct system access is not guaranteed and will be evaluated on a case-by-case basis following the award.

13. Question: Benchmarking Peers: Does the City have a defined list of "comparable" municipalities (peer cities) it currently uses for benchmarking, or is the consultant expected to propose the peer group?

Answer: The city does not have a defined list of comparable municipalities, and the proposers are expected to recommend an appropriate peer group based on population size, service complexity, and governance structure if that is necessary for the vendors proposal and/or work. The City can provide suggestions of comparable municipalities but does not have a defined list.

14. Question: Interview Volume: The City lists ~11 departments. Does the project team anticipate interviewing only Department Heads/Directors, or should we budget time for focus groups with mid-level management and frontline staff?

Answer: At a minimum, the City anticipates interviews with department heads and senior leadership. Proposers may recommend additional interviews or focus groups with staff as part of their proposed methodology.

15. Question: Onsite Requirements: What is the expectation for onsite presence? Can the data analysis and report writing be performed remotely to reduce travel costs, with onsite visits limited to "Key Milestone" presentations and interviews?

Answer: The City anticipates a hybrid approach of having a mix of on-site and off-site analysis.

It’s anticipated that data analysis and report development will be done remotely and an onsite presence may be required for interviews, workshops, and presentations.

16. Question: Strategic Plan Alignment: Is the City’s current Strategic Plan available for review now so we can align our proposed methodology with the Mayor’s stated long-term goals?

Answer: Relevant strategic planning documents will be made available to the selected consultant. Proposers should describe how their methodology will align with City leadership priorities and long-term organizational goals.

Generally speaking, long term initiatives center around: (1) Organizational Excellence and Fiscal Responsibility; (2) Balanced and Equitable Community Development; (3) Invest in Essential Public Safety; (4) 21st Century Infrastructure and Recreation; and (5) Employee Engagement and Recruitment.

17. Question: Budget Cycle Timing: Is there a specific date by which the Final Report must be delivered to impact the Fiscal Year 2027 budget planning process?

Answer: The City intends for the final report to be completed in time to inform the fiscal year 2027 budget planning, though a specific delivery date has not been established.

18. Question: Project Champion: Who will serve as the primary "Project Champion" or day-to-day contact? Will it be the Chief of Staff, HR Director, or a dedicated Project Manager?

Answer: The City has not designated a primary point of contact following the award. The project will be coordinated through the Mayor’s Office with support from relevant departments.

19. Question: Success Metrics: Beyond financial savings, what operational Key Performance Indicators (KPIs) (e.g., reduced hiring time, permit processing speed) is the City most eager to improve?

Answer: The city is interested in improvements related to operational efficiency, service delivery, staffing alignment, process effectiveness, and organizational clarity. Proposers may recommend relevant performance metrics as part of their approach.

20. Question: Are City staff aware of the upcoming organizational review and its purpose? Or should the selected consulting firm expect to conduct initial communication and readiness activities?

Answer: No. The City anticipates initiating the broader communication to staff and proposers should anticipate supporting, but not independently leading, communication and readiness activities.

21. Question: What is the staff’s level of engagement and/or buy-in for this project?

Answer: Departmental and staff engagement will be facilitated through City leadership.

22. Question: Has the City conducted any previous organization reviews, assessments, or performance audits, and if so, what were the findings and outcomes?

Answer: No

23. Question: Are there any recent customer satisfaction or employee engagement surveys that can be shared?

Answer: The City has conducted engagement surveys and any relevant and available survey data will be shared with the selected consultant during the project, as appropriate.

24. Question: Does the City expect that some departments will require more attention or a deeper dive due to complexity or current operational status?

Answer: The City anticipates that some departments may require a deeper level of analysis due to operational complexity, service delivery demands, or staffing structure. Specific focus areas will be refined in collaboration with the selected consultant during project initiation.

25. Question: Can the City provide an FTE count by department?

Answer: The City of Green Bay 2026 Budget will have the FTE for each department and organizational charts. https://www.greenbaywi.gov/ArchiveCenter/ViewFile/Item/728

26. Question: What data, reports, or information access will be available to support the assessment? Are there anticipated challenges with data availability or quality?

Answer: The City will provide access to relevant financial, staffing, and organizational data to support the assessment. As with many municipal environments, data completeness and consistency may vary by department, and some validation may be required.

27. Question: Does the City have a preferred timeline or deadline in mind for completion of the project?

Answer: The City intends for the project to be completed in a timeframe that allows findings to inform Fiscal Year 2027 budget planning. A specific deadline will be established in coordination with the selected consultant.

28. Question: Does the City have a budget or budget range for the project that can be shared?

Answer: The City has not established a budget or budget range for this project.

29. Question: Does the City have a budget for this project?

Answer: The City has not established a budget or budget range for this project.

What is expected date of completion for the project?

The City intends for the project to be completed in a timeframe that allows findings to inform Fiscal Year 2027 budget planning. A specific deadline will be established in coordination with the selected consultant.

30. Question: At the conclusion of the project, will the consultant be expected to make one or more presentation summarizing their analysis and recommendations?

https://www.greenbaywi.gov/ArchiveCenter/ViewFile/Item/728

Answer: Yes.

31. Question: Do you have a budget cap or not-to-exceed amount for this project?

Answer: The City has not established a budget or budget range for this project.

32. Question: Do you have a desired timeframe for project completion?

Answer: The City intends for the project to be completed in a timeframe that allows findings to inform Fiscal Year 2027 budget planning. A specific deadline will be established in coordination with the selected consultant.

33. Question: Is there an expectation for the number of on-site visits or in-person visits? How much of the work, including interviews and data gathering, would be acceptable to be conducted remotely?

Answer: There is no expectation of number of on-site visits or in-person visits. The City anticipates a hybrid approach of having a mix of on-site and off-site analysis. It is anticipated that data analysis and report development will be done remotely and an onsite presence may be required for interviews, workshops, and presentations.

34. Question: Has the City had a project similar to this one completed in the past? If yes, please share the results.

Answer: No.

35. Question: Has the City recently completed a strategic plan? If yes, please share the results.

Answer: Relevant strategic planning documents will be made available to the selected consultant. Proposers should describe how their methodology will align with City leadership priorities and long-term organizational goals.

Generally speaking, long term initiatives center around: (1) Organizational Excellence and Fiscal Responsibility; (2) Balanced and Equitable Community Development; (3) Invest in Essential Public Safety; (4) 21st Century Infrastructure and Recreation; and (5) Employee Engagement and Recruitment.

36. Question: Are all departments listed in Section 2.1 expected to be included in the review, or does the City anticipate prioritizing specific departments or functions?

Answer: All departments listed in Section 2.1 are expected to be included in the review. The City anticipates that some departments may require a deeper level of analysis due to operational complexity, service delivery demands, or staffing structure. Specific focus areas will be refined in collaboration with the selected consultant during project initiation.

37. Question: Does the City expect equal depth of analysis across all departments, or a tiered approach with deeper review of high-impact or high-cost areas?

Answer: The City anticipates that some departments may require a deeper level of analysis due to operational complexity, service delivery demands, or staffing structure. Specific focus areas will be refined in collaboration with the selected consultant during project initiation

38. Question: Should the organizational review focus exclusively on operational efficiency and staffing, or should governance, policy constraints, and ordinance-driven requirements also be evaluated where they affect efficiency?

Answer: The City anticipates that the primary focus will be operational efficiency and staffing.

Governance, policy constraints, and ordinance driven requirements may be considered where they directly affect efficiency or service delivery.

39. Question: Are there collective bargaining agreements, civil service rules, or statutory staffing requirements that proposers should explicitly account for when developing staffing recommendations?

Answer: Yes. Proposers should anticipate these will impact staffing and organizational recommendations. More detailed information can be provided to the consultant who is awarded the project.

40. Question: Should staffing analysis reflect anticipated retirements, succession planning considerations, or projected service changes over the next three to five years?

Answer: Yes.

41. Question: What types of data will be made available to the selected consultant, such as organizational charts, job descriptions, workload metrics, budget data, overtime data, or service level indicators?

Answer: The City anticipates providing access to relevant data such as job descriptions, organizational charts, staffing and FTE data, budget data, and any workload or service level indicators that are available.

42. Question: Has the City conducted any prior organizational, efficiency, or workload studies within the past five to ten years that the selected consultant may reference or build upon?

43. Answer: No.

44. Question: Does the City have preferred peer cities for benchmarking, or should proposers propose a peer set based on population, service mix, governance structure, and budget size?

45. Answer: The city does not have a defined or preferred list of comparable municipalities, and the proposers are expected to recommend an appropriate peer group based on population size, service complexity, and governance structure if that is necessary for the vendors proposal and/or work. The City can provide suggestions of comparable municipalities but does not have a defined list.

46. Question: Who is the primary intended audience for the final deliverables, Mayor’s Office, Common Council, Department Directors, or a combination?

Answer: The primary intended audience will be a combination of the Mayor’s Office, Common Council, and Department Directors.

47. Question: Does the City prefer high-level strategic options or detailed, department-specific recommendations that include staffing counts, role changes, and implementation considerations?

Answer: The City is seeking actionable, department specific recommendations while also providing an overall strategic framework.

48. Question: Is there a target completion timeframe that aligns with upcoming budget planning or other strategic initiatives?

Answer: The City intends for the project to be completed in a timeframe that allows findings to inform Fiscal Year 2027 budget planning. A specific deadline will be established in coordination with the selected consultant.

49. Question: Does the City anticipate interim deliverables or checkpoints prior to submission of the final report?

Answer: Yes. The City anticipates interim deliverables or checkpoints prior to submission of the final report to ensure alignment, validate findings, and allow for feedback and any course correction if needed.

***End of Addendum***