2026 10 16 AOC Request for Proposal RFP Compensation and Pay Equity Study 2027-2028.pdf

Request for Competitive Proposals:

Professional Services

COMPENSATION AND PAY EQUITY STUDY

Submission deadline:

November 19, 2026 at 5:00 p.m.

Issuing Office:

Association of Oregon Counties

1212 Court Street NE

Salem, OR 97301

(503) 585-8351

REQUEST FOR PROPOSAL – COMPENSATION AND PAY EQUITY STUDY (Association of Oregon Counties)

I. GENERAL INFORMATION

A. Introduction

The Association of Oregon Counties (“the Association” or “AOC”) is seeking proposals from experienced professional compensation firms for a comprehensive study of the Associations represented and non-represented positions, while also conducting an equal pay analysis for all Association classifications.

B. Schedule

The closing date and time for submission of a Proposal is Thursday, November 19, 2026 at 5:00 p.m., after which proposals will not be accepted.

The Association may cancel the procurement or reject any or all proposals in accordance with ORS 279B.100. Untimely or non‐compliant proposals will be rejected.

The table below represents a tentative schedule of events. All dates are subject to change.

Advertisement/Release of RFP Document October 16, 2026 Deadline to Submit Written Questions, Requests, and Protests November 2, 2026 Last Day to Issue Addenda November 2, 2026 Proposal Submission Due Date November 19, 2026 Notice of Intent to Award December 16, 2026 Deadline to Protest Award January 7, 2027 Tentative Contract Period January 2027 – December

C. Single Point of Contact

The Single Point of Contact (“SPC”) is identified below:

McKenzie Farrell Association of Oregon Counties 1212 Court Street NE Salem, Oregon 97301

(503) 585-8351 mfarrell@oregoncounties.org

All communication related to this RFP must be submitted in writing only to the SPC, including all questions, clarifications and protests of proposal terms, conditions, or specifications.

D. Definitions

As used in this Request for Proposal (“RFP”), unless the context requires otherwise:

“AOC,” “Association,” “Association of Oregon Counties,” or “Owner” means Association of

Oregon Counties.

“Contract” or “Contract Documents” includes the Purchase Order, if any; the Contract between AOC and Contractor; the RFP; any Instructions to Proposers; the General Conditions of the Contract, if applicable; and the Addenda, if any, incorporated in the Contract Documents before their execution, together with all contracts of a supplemental nature entered into during the progress of the work whether by change order or otherwise, modifying or supplementing any of the Contract Documents.

“Contractor” means the person or persons with whom a Contract is entered into by the Association for the performance of work or the providing of described services.

“Proposer” means the person or persons who submits a Proposal to the Association in response to this RFP.

“Proposal” means a written response to this RFP.

“ORS” means Oregon Revised Statutes.

II. OVERVIEW AND PURPOSE

A. Background

The Association is a governmental entity formed in 1906 through intergovernmental agreement. It currently operates as an intergovernmental entity pursuant to Oregon Revised Statutes Chapter 190. AOC was formed in 1906 to share information and build consensus among Oregon counties. AOC is dedicated to improving the ability of county government to serve Oregonians and has expanded on that mission since 1906. Working with counties, other local government associations and county affiliate and associate organizations, AOC advocates and coordinates on behalf of counties with the state legislature, state agencies, Congress and federal agencies. AOC staff members are experienced and energized by their work with and for counties at the various levels of government.

AOC gathers information about current trends, issues and challenges facing Oregon counties and shares that information in a timely manner. AOC provides county officials with unique opportunities to interact with their colleagues from across the state in regional and statewide gatherings. Great value is found in these gatherings through information sharing, discussion of common concerns and in building a network of contacts for future reference.

B. Purpose

The purpose of this RFP is to solicit for a qualified and dependable professional services firm that can provide compensation and pay equity proposals for represented and non-represented classifications.

C. Scope of Work

For information and details about the Scope of Work, refer to Attachment A.

D. Association Responsibilities

The Association intends to provide project management services, specifically the coordination of the work, contract management, and timely review of Contractor submittals.

III. PROCUREMENT REQUIREMENTS

A. Pre‐Qualification

Pre‐qualification is not required for the performance of this work.

B. Proposal Submissions

The Proposal should follow the format and reference the sections below. The Proposal should be no more than 20 pages long, excluding supporting documents. The Proposal must contain:

1. A separate transmittal letter signed by an authorized representative that includes:

a. A statement that the Proposer understands the Scope of Work;

b. An identification of the specific types of services to be provided by the Proposer;

c. A statement, in sufficient detail, of the resources, personnel, and operations that the Proposer will utilize to achieve the Scope of Work;

d. A statement that the Proposer accepts all the terms and conditions contained in the RFP;

e. A statement that, if selected, the Proposer and any subcontractors or subconsultants will satisfy the insurance coverage requirements for the services offered;

f. A statement that, if selected, the Proposal will enter into a Contract with the Association consistent with the RFP and the Proposal;

g. A certification that Proposer shall comply with the provisions of the Immigration Reform and Control Act of 1986 regarding the verification of employment eligibility;

h. A disclosure of any and all judgments, pending or expected litigation, or other real or potential financial reversals that might materially affect the viability or stability of the proposing organization, or a representation that no such condition is known to exist;

i. If Proposer is a national firm, they need to disclose the above information for their region and all material judgments and pending or expected litigation on a nation‐wide basis. If no such terminations for default have occurred, so indicate;

j. A demonstration of the Proposer’s legal capacity to do business in the State of Oregon, including its federal tax identification number and Secretary of State Corporation Division Business Registry number;

k. A certification no director, officer, agent, or employee of the Association who has a pecuniary interest in the Proposal has participated in the contract negotiations on the part of the Association, that the Proposal is made in good faith without fraud, collusion or connection of any kind with any other proposer of the same call for proposals, and that the Proposer is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or firm; and

l. If applicable, a statement of qualification as a minority‐owned, women‐owned, and emerging small business enterprises.

2. Identification of Key Personnel and Contact Information:

a. The name, address, and telephone number of Proposer;

b. If appropriate, the names, business address and telephone number of Proposer’s officers, directors and associates and the names and addresses of any parent or subsidiary. This information should describe the nature of the work and the line of authority of these individuals and/or companies as they relate to this project;

c. Identification of the individuals comprising the team assigned to this project and what specific role each will take in completing the work;

d. Names and qualifications of outside consultants and associates that will be employed to assist on this project; and

e. As applicable, a statement of the professional qualifications, education, licensure, and credentials of the personnel who will be performing the Scope of Work

3. Satisfactory evidence of ability to meet the Scope of Work:

a. A statement of relevant current and past experience as it relates to the Scope of Work, including a list of comparable projects performed for local governments and/or associations;

b. A minimum of three (3) business references, including names, addresses and phone numbers plus a description of the type of work you performed for them;

c. A work plan describing your approach to designing, managing and coordinating this project. The description should, at a minimum, include all tasks listed in the Scope of Work;

d. A tentative schedule for completion of the Scope of Work;

e. Identification of any steps/tasks not included in the Scope of Work that you think would materially affect the quality of the project;

f. A written summary identifying the types of information, data and assistance expected from the Association in order to complete this project; and

g. Any additional information the Association may reasonably use to formulate an opinion about the stability and financial strength of Proposer.

4. Pricing

a. A statement of the total price for the Scope of Work;

b. A statement of all costs for which the Association shall be directly responsible;

c. A standard fee schedule for the project costs, including labor rates; and

d. A separate itemized statement of any promotional or discounted rate.

Proposals that do not provide all required information, in the form specified, may be rejected.

IV. SOLICITATION PROCESS

A. Notices

The RFP package with minimum specifications and required proposal documents may be obtained from the AOC website www.oregoncounties.org or by contacting AOC at (503) 585- 8351, or email at info@oregoncounties.org. Documents will not be mailed to prospective Proposers.

B. Pre-Proposal Conference

A Pre-Proposal conference will not be held for this RFP.

C. Questions/Requests for Clarification

All inquiries, whether relating to the RFP process, administration, deadline, or method of award, or to the intent or technical aspects of the RFP must:

• Be delivered to the SPC via email;

• Identify Proposer’s name and contact information;

• Refer to the specific area of the RFP in question (i.e. page, section and paragraph number)

Questions and requests for clarification must be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section I.B.

D. Protests

Proposer may submit a written protest of anything contained in this RFP, including but not limited to, the RFP process, specifications, scope of work, and the proposed Contract Documents. This is Proposer’s opportunity to protest the provisions of the RFP.

All protests must:

• Be submitted to the SPC email;

• Identify Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest, including (a) the grounds that demonstrate how the procurement process is contrary to law or unnecessarily restrictive; and (b) evidence or documentation that supports the grounds on which the protest is based; and

• State the proposed change(s) to the RFP or other relief sought.

Protests must be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section I.B.

E. Proposal Modification or Withdrawal

If a Proposer desires to make modifications to a submitted Proposal, the Proposer must submit its modification to the SPC prior to the date and time identified in the Schedule in Section I.B.

If a Proposer desires to withdraw a submitted Proposal, it must submit to the SPC a written notice signed by an authorized representative of its intent to withdraw, prior to the date and time identified in the Schedule in Section I.B.

V. SELECTION PROCESS AND EVALUATION CRITERIA

A. Evaluation Criteria

The Association will act as the sole judge of all proposals. Final selection will be made based upon the following criteria:

1. Demonstrated qualifications and capacity of the firm and primary project staff. This will include: years in business, service capabilities and experience of the firm in providing compensation studies for local government or association entities. Verification of positive references with other clients will be considered in the evaluation process. (35 points).

2. Demonstrated understanding, approach, and explanation of the services offered as it relates to the desired outcomes as outlined in the scope of services. This will include:

demonstrated ability to provide qualified and experienced personnel, availability of lead and all proposed team members, consultant’s general approach to providing services, description of procedures and methods for services, demonstrated ability to deliver services in a timely manner. (25 points).

3. Thoroughness and organization of Proposal. This will include: all elements of the proposal; proposal is organized, concise and thorough; demonstrates understanding of the scope of work; consultant’s approach to accomplishing the Scope of Work. (25 points).

4. Cost Estimate. This will include: the total costs for providing each phase of the project and the quality of work to be delivered based on Proposer’s fee (15 points).

After any applicable preference has been applied, the Association will determine the rank of each Proposal, with the highest score receiving the highest rank and successive rank order determined by the next highest score.

B. Selection/Evaluation Process

The selection process will involve the following steps:

A. The Association, or its designees, will evaluate responses to this RFP. Emphasis will be placed on identifying firms whose qualifications best meet the project’s Scope of Work.

B. Interviews with finalists may be held at the discretion of the Association.

C. Based on an evaluation of all materials pursuant to the above criteria, the Association will award the contract to the responsible proposer whose proposal the Association determines is the most advantageous to the Association.

D. The Association will pursue the development of a service agreement covering fees, timetable, performance standards, etc.

If an agreement cannot be reached, the Association will consider the next most advantageous proposal.

VI. AWARD OF CONTRACT

A. Notices

The Association shall mail a written notice of award to all proposers. The written notice of award of the contract shall constitute a final decision of the Association to award the contract if no written protest of the notice of award is submitted within fourteen (14) calendar days of the notice of award is emailed/mailed.

If a protest is timely filed, the notice of award is a final decision of the agency only upon issuance of a written decision denying the protest and affirming the award. The notice of award and any written decision denying or approving a protest shall be sent to every proposer.

B. Protest of Award

Any actual proposer who is adversely affected or aggrieved by the Association’s notice of award to another Proposer on the same solicitation shall have fourteen (14) calendar days after notice of award to submit to the Association a written protest of the notice of award. The Association shall not entertain a protest submitted after the time period established in this rule. A Proposer is adversely affected or aggrieved only if the Proposer is eligible for award of the contract as the next highest‐ranked responsible proposer and is next in line for award; i.e., the protester must claim that all higher‐ranked proposers are ineligible for award because they are nonresponsive or non‐responsible.

All protests must:

• Be submitted to the SPC via postal mail or email;

• Identify Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the grounds upon which the protest is based; and

• Include any supporting evidence to support the grounds on which the protest is based.

An issue that could have been, but was not, raised as a request for clarification or protest of a specification shall not be grounds for a protest of award.

C. Reservation of Agency Rights

The Association expressly reserves the following rights:

1. To reject all proposals;

2. To reject any proposal or proposals not in compliance with all prescribed public proposal procedures and requirements;

3. To reject any proposal or proposals not meeting any specifications set forth herein;

4. To waive any or all irregularities in proposals submitted;

5. To award any or all items or services contained in the RFP;

6. To consider the competency and responsibility of proposers in making any award.;

7. In the event any proposer or proposers to whom a contract is awarded shall default in executing said formal contract, to re‐award the contract to another proposer or proposers;

8. To obtain proposals from other firms for specific jobs and to select any firm for a given job; and

9. To supply or specify materials, equipment and subcontracting.

D. Contract

Should the Association select a firm in response to this RFP, the awarded Proposer is required to enter into a Contract with the Association. A copy of the Contract Documents is available upon request by contacting the SPC. Any modifications to the terms will be determined by the Association.

VII. MISCELLANEOUS

A. Right to Cancel/Reject/Modify

The Association may, at its sole discretion, may reject any or all Proposals, in whole or in part, or may cancel or modify this RFP when the rejection, cancellation, or modification is in the best interest of the Association, as determined by the Association. The Association may waive any irregularities without disqualifying the proposal. The issuance of this RFP does not bind the Association to award a service agreement for services described herein.

B. Ownership of Materials

Upon delivery, all proposals received in response to this RFP shall become the property of the Association. All proposals shall become a matter of public record and shall be regarded as public records except for those parts of each proposal which are defined by the Proposer as business or trade secrets, provided that said parts are submitted in a sealed envelope and clearly marked as “trade secret”, “confidential” or proprietary.” The above designation shall not include cost or price information, which must be open to public inspection. Proposals, including supporting materials, will not be returned to the Proposer.

C. Reasonable Inquiry

The Association may conduct any reasonable inquiry to determine the responsibility of the Proposer. The submission of a Proposal constitutes permission by the Proposer for the Association to verify all information contained therein. If the Association deems it necessary, additional information may be requested from any Proposer. Failure to comply with any such request may disqualify a Proposer from consideration.

D. Governing Law

This RFP is governed by the laws of the State of Oregon. In no event shall anything in this RFP be construed as a waiver by the Association of any form of defense or immunity to or from any claim.

ATTACHMENT A: SCOPE OF WORK

Overview The Association of Oregon Counties (the Association) is seeking proposals from experienced professional classification and compensation firms for a comprehensive study of non-represented and represented employees, while also conducting a pay equity analysis/audit for all classifications.

The Association is a governmental entity formed in 1906 through intergovernmental agreement. It currently operates as an intergovernmental entity pursuant to Oregon Revised Statutes Chapter 190.

The Association was formed in 1906 to share information and build consensus among Oregon counties.

The Association is dedicated to improving the ability of county government to serve Oregonians and has expanded on that mission since 1906. Working with counties, other local government associations and county affiliate and associate organizations, the Association advocates and coordinates on behalf of counties with the state legislature, state agencies, Congress and federal agencies.

The Association staff members are experienced and energized by their work with and for counties at the various levels of government. The Association gathers information about current trends, issues and challenges facing Oregon counties and shares that information in a timely manner. The Association provides county officials with unique opportunities to interact with their colleagues from across the state in regional and statewide gatherings. Great value is found in these gatherings through information sharing, discussion of common concerns and in building a network of contacts for future reference. The Association is responsible for the County Road Program, which was established in 1990 as a cooperative program with the Oregon Association of County Engineers and Surveyors (OACES). Its purpose is to enhance county road department capabilities through the development of management programs and shared technical assistance. In addition, the Road Program runs the Integrated Road Information System (IRIS) to acquire and maintain data concerning county roads and related objects.

Every three years the Association completes a compensation and pay equity study for non-represented and represented positions. The association will be entering into collective bargaining in January 2029, therefore, an updated compensation and pay equity study is needed in advance of January 2029 for reference during collective bargaining.

Work will be completed in a phased approach over the course of two years, with compensation adjustments for non-represented positions completed in 2027, and all other aspects of the report completed in 2028.

Proposers should outline the needs for each phase, cost estimate, timeline, and staff that will support this work, along with the primary contact for the project.

Positions Included in Phase 1 (January - May 2027) Non-Represented

1. Director, Administrative Services (1), exempt salary

2. Director, County Road Program (1), exempt salary

3. Director, Legislative Affairs (1), exempt salary

4. Director, IT, County Road Program (1), exempt salary

5. Director, Member Services (1), exempt salary

6. Director, Operations (1), exempt salary

7. Executive Director (1), exempt salary

8. Fiscal Services and Human Resources Clerk (1), non-exempt salary

9. Legislative Affairs Manager (4), exempt salary

10. Senior Accountant (1), non-exempt salary

Recommend methods and guidelines by which merit increases, market adjustments, classification increases, promotional increases, etc. might be made.

Review classifications of non-represented staff and job descriptions/duties to understand current classifications and match them to comparable classifications from the market surveys and comparable organizations.

In conjunction with Association, identify benchmark positions in the association industry and government sectors with similar characteristics (i.e. budget, # of staff, geographic location, etc.) that can be used to best analyze compensation comparisons.

Conduct a market analysis to provide the Association with an accurate assessment of how its compensation plan compares with the selected labor market agencies.

Develop external competitive and internal equitable salary recommendations for each classification included within the study.

Provide a cost analysis and timeline for implementing salary compensation adjustments.

Consider any need to update data to reflect any changes by the time the phase is completed, and again by the time the final report is completed to ensure the final report reflects timely and accurate needs of the association.

Positions Included in Phase 2 (January - May 2028) Represented

1. Administrative Assistant p/t (1), non-exempt salary

2. Communications Coordinator (2), non-exempt salary

3. Information Technology Specialist I, II, III (4), exempt salary

4. Legislative Affairs Coordinator (1), non-exempt salary

5. Member Services Coordinator (2), non-exempt salary

6. Office Administrator (1), non-exempt salary

7. Policy Analyst (1), non-exempt salary

Review the Association’s current collective bargaining agreement and compensation practices to gain a thorough understanding of the current compensation program for non-represented staff.

Review classifications of represented staff and job descriptions/duties to understand current classifications and match them to comparable classifications from the market surveys and comparable organizations.

In conjunction with the Association, identify benchmark positions in the association industry and government sectors with similar characteristics (i.e. budget, # of staff, geographic location, etc.) that can be used to best analyze compensation comparisons.

Conduct a market analysis to provide the Association with an accurate assessment of how its compensation plan compares with the selected labor market agencies.

Develop external competitive and internal equitable salary recommendations for each classification included within the study.

Provide a cost analysis and timeline for implementing salary compensation adjustments.

Positions Included in Phase 3 (June - December 2028) Non-Represented

1. Director, Administrative Services (1), exempt salary

2. Director, County Road Program (1), exempt salary

3. Director, Legislative Affairs (1), exempt salary

4. Director, IT, County Road Program (1), exempt salary

5. Director, Member Services (1), exempt salary

6. Director, Operations (1), exempt salary

7. Executive Director (1), exempt salary

8. Fiscal Services and Human Resources Clerk (1), non-exempt salary

9. Legislative Affairs Manager (4), exempt salary

10. Senior Accountant (1), non-exempt salary

Represented

1. Administrative Assistant p/t (1), non-exempt salary

2. Communications Coordinator (2), non-exempt salary

3. Information Technology Specialist I, II, III (4), exempt salary

4. Legislative Affairs Coordinator (1), non-exempt salary

5. Member Services Coordinator (2), non-exempt salary

6. Office Administrator (1), non-exempt salary

7. Policy Analyst (1), non-exempt salary

Benefits The compensation analysis should include the employer cost for benefits including, but not limited to, base salary; taxable benefits; retirement; leave benefits including holidays, sick leave, administrative leave, comp time and vacation; employer paid insurance premium contributions for health, dental, vision insurance, life insurance and AD&D insurance.

Pay Equity Review current position descriptions and classifications to analyze and identify jobs entailing work of comparable character including work that requires substantially similar knowledge, skill, effort, responsibility, ability, education, experience, relevance, working conditions and hierarchical consistency, regardless of title.

Review and revise current position descriptions and classifications using questionnaires and interviews to analyze and identify jobs entailing work of comparable character including work that requires substantially similar knowledge, skill, effort, responsibility, ability, education, experience, relevance, working conditions and hierarchical consistency. A function of this process will be to conduct an FLSA review for exempt status of each position. This process will yield recommendations on titles, class requirements in accordance with state and federal law.

Develop, administer, and analyze position questionnaires, as needed to ensure compliance with Oregon's pay equity law, and conduct in-person interviews of select staff, if necessary to complete analysis.

Gather and analyze any other necessary information such as staff demographics, bona fide factors that may contribute to pay differentials and/or job application materials to assess any wage disparities among employees who perform work of comparable character to assist the agency in assessing compliance with Federal and/or State Pay Equity laws.

Review and update the classification maintenance system that the Association uses to keep the classification system current and equitable. The classification system should be provided in an electronic medium in Word, Excel and PDF format. Maintenance should include annual activities, as well as the process to be used in the review of the classification of individual jobs, as needed. The system should provide for new positions to be incorporated into the compensation plan as well as appropriate adjustments to maintain the compensation plan’s effectiveness.

Recommend modifications (if any) to compensation philosophy, structure, systems, policies and/or individual compensation to eliminate any and all unlawful wage disparities identified by the study as guided by federal and State law.

Conduct an equal-pay analysis of both compensation structures and individual compensation to identify whether any wage disparities exist among employees performing work of comparable character.

Provide written documentation of assessment methodology and equal- pay analysis and tools necessary to support HR staff for on-going maintenance and administration of the classification and compensation structures and future Equal Pay Analyses.

Assist the Association by reviewing the pay structure for non-represented employees to guide compensation decisions to enable the Association to easily implement, administer and maintain a pay grade and salary range structure over the life of the system and in compliance with the Oregon Pay Equity Act.

Assist the Association by reviewing the pay structure for represented employees (AFSCME) to guide compensation decisions to enable the Association to easily implement, administer and maintain a pay grade and salary range structure over the life of the system and in compliance with the Oregon Pay Equity Act.

Provide legal counsel an opportunity to review and approve any draft report and equal-pay analysis for review prior to finalization.

Recommend actions to correct any unlawful wage differentials that were identified by the study, if any.

The intent of the Pay Equity portion of this scope of work, is in part to document the Association’s efforts to meet the requirements of ORS 652.230(1)(a)(A)-(B), thereby providing for a good-faith pay equity analysis with reasonable detail and scope in light of the Association’s size, and that the work expressly included a review of practices designed to eliminate unlawful wage differentials.

Pay Structure Review the non-represented and represented pay structure and make recommendations to align with industry best practices.

Include recommended updates to the non-represented and represented pay structure to align with the market/comparators, noting the average pay structure midpoint.

Outline potential fiscal impact of implementing adjustments to the non-represented and represented pay structure.

Training and Reporting Provide training for the Association on the market and the study methodology to staff and members of the Board of Directors if needed.

Meet monthly, at a minimum with the operations director to keep the association up-to-date on the project status and ensure the project timeline is met.

Recommend implementation strategies including calculating the cost of implementing the plan.

Provide electronic copy of the final detailed, comprehensive report with executive summary, compensation philosophy, methodology and data, benefits and pay practices, compensation recommendations and presentation materials to the executive director.

Present findings to the Association Executive Director.

Present findings to the Association Executive Committee and/or the Association Board of Directors.