4-Pay Equity Study, IRFP 26-41906.docx

EXHIBIT C

RELEVANT PROVISIONS OF ORS CHAPTER 279B

CITY OF BEND

INFORMAL REQUEST FOR PROPOSALS

Pay Equity Study

SOLICITATION NO. 26-41906

The City of Bend is requesting informal proposals for Pay Equity Study. The scope of services can be found in more detail in Exhibit A.

Presentation of Response to Request for Proposal

· Please propose on your own letterhead

· Response must include company contact information (name, title, phone, email and authorized signatory).

· The response should describe the proposed approach to the project outlined in Exhibit A.

· A cost proposal to perform the scope of work including any estimated expenses must be included. Clearly describe any deviation from the included scope of work that would significantly affect costs. Separate the cost of any proposed optional services from the cost of the services requested.

· Please respond (agree or disagree) to the terms of agreement outlined in the sample City of Bend Personal Services Contract, Exhibit C. If requesting changes to the terms, please include them in your response.

Additional Submittal Requirements

1. Please provide a letter stating the firm’s interest, qualifications and experience with similar engagements.

2. List of three references of similar work within the last five years including contact name and phone number.

Proposal Evaluation Criteria and Scoring

The evaluation and scoring will be based on technical and administrative capabilities in relation to the needs of the project. The Proposer with the highest total score shall be selected assuming all other applicable criteria are met. If interviews are conducted, there will be an additional 100 points available. The following criteria will be used in scoring the proposals:

· Project Understanding and Approach Max. Points: 250

Evaluate the consultant’s project understanding and approach to accomplish the objectives and tasks set forth in the Scope of Work. Consider methodologies proposed to accomplish the work, including the types of information or data required. Review the proposed schedule for compliance with stated milestone dates and/or suggested schedule enhancements or deviations.

· Project Team, Experience and Quality of Service Max. Points: 250

Evaluate the proposed team’s qualifications, experience, skills and commitment to perform the work. Evaluate the firm’s recent projects experience, specifically for this type of work, level of complexity, and comparable size with the proposed project. Were proposed team members actively involved in many of the referenced projects? Consider the quality of the firm’s completed projects and the quality of service the firm provided on previous projects for the City of Bend.

· Cost Max. Points: 100

The proposal that accomplishes the stated objectives and tasks at the lowest cost will receive the highest points for this criterion.

· Interview Score _____

If an interview is held, the interview will be scored separately as a stand-alone score (100 points available, if held).

Governing Laws This procurement and any resulting contract are governed by Oregon Law (ORS 279A and 279B) and the City of Bend Code. The City’s contract terms are included as Exhibit B.

Issuing Officer – Mitch Calhoun The Senior Procurement Analyst is the issuing officer for this Informal Request for Proposal (IRFP) and the point of contact for the City for all process and contract questions as well as protests.

City of Bend Mitch Calhoun Senior Procurement Analyst 710 NW Wall Street, 2nd Floor Bend, Oregon 97703

Phone: 541-385-6677 E-mail: mcalhoun@bendoregon.gov

Submission for Questions Any questions including technical questions must be directed to the Issuing Officer and are encouraged to be submitted via the Portal by clicking on the Messages, Vendor Discussions tab of the desired solicitation. The City’s written response to Questions and/or Requests for Clarification will be posted on the Portal. Responses to questions received less than five business days prior to the deadline for submitting Proposals will be at the discretion of the City. Please contact the Issuing Officer for accessibility options.

Submission Date and Location The deadline for submitting Proposals is: «Proposal_Closing» at «Proposal_ _Closing_Time». One (1) copy shall be submitted in electronic form through the City of Bend eProcurement Bonfire Portal (Portal). The City’s Portal can be found at (https://bendoregon.bonfirehub.com)). If technical assistance is needed, please contact Bonfire at 800-354- 8010 ext. 2, email support@GoBonfire.com or visit Bonfire’s help forum at https://bonfirehub.zendesk.com/hc.

Proposals will be received online as instructed on the City Portal. Proposals may also be submitted to the City, via mail, email, or in person, by contacting the Issuing Officer no later than two (2) business days prior to Proposal due date to make arrangements ahead of time for an in-person submission. Hard copies will not be accepted unless the Proposer has made arrangements ahead of time. If a hard copy of the Proposal is submitted without prior coordination with the Issuing Officer, the Proposal will be returned (unopened) to the Proposer without consideration. No faxed or emailed submissions will be accepted.

Obtaining Solicitation Documents and Addenda The solicitation documents are available for download on the Portal (https://bendoregon.bonfirehub.com). In order to download and respond to posted solicitations, Bidders will need to register as a vendor by visiting: (https://bendoregon.bonfirehub.com). Once registered, follow the instructions to download the documents:

1) Log in to the Portal.

2) Under “Action” column of “Open Public Opportunities” page, click on “View Opportunity” next to Project.

3) Scroll down to “Supporting Documentation” section to download documents.

Any clarifications or revisions will be addressed and issued in addenda; City must receive requests for changes, via the Portal, a minimum of five working days prior to the deadline for submitting Bids. Responses to questions received after this date will be at the discretion of the City.

Only documents issued as Addenda by the City of Bend serve to change the RFP in any way. No other direction received by the Bidder, written or verbal, serves to change the RFP document. Note: If you intend to submit a Bid, the Bidder should consult the Portal to assure that you have not missed any Addenda announcements.

Pay Equity Study, Solicitation No. 26-41906 Page 1 of 5

EXHIBIT A

SCOPE OF WORK

Objectives: The City’s objective is to conduct an Equal Pay Analysis guided by federal and state law, including the Oregon Equal Pay Act and administrative rules, for all classification descriptions utilized by the organization. Completion of major objectives and deliverables outlined in the scope of work must be completed before the end of the calendar year 2026.

General Information on the employee population: The City workforce consists of four labor associations and a group of non-represented employees. The requested professional services will include analysis of all employee groups. Non-represented employees’ pay, benefits, and conditions of employment are set by personnel policies and the employee handbook, while represented employees’ terms are defined through collective bargaining agreements negotiated between the City and the applicable bargaining unit.

The International Association of Fire Fighters (IAFF) Local #227 represents two groups: about 113 employees responsible for fire prevention, fire suppression, and emergency paramedic services, and an additional group of 25 support staff and basic emergency medical service and transport personnel are under a separate collective bargaining agreement. The Bend Police Association represents both sworn police officers and support staff, with a current headcount of approximately 129 employees. The City of Bend Employees Association (COBEA) represents approximately 305 employees across departments such as Public Works, Information Technology, Community Development, and Administration. Total headcount at the City of Bend is over 800.

Services to be Provided

Assist the City in conducting an Equal Pay Analysis for all classification descriptions. For the purpose of this IRFP, please refer to Exhibit B for a complete list of classifications.

The selected consultant will review all pertinent information necessary to complete the analysis, including but not limited to classification descriptions, job descriptions, salary schedules, and the organizational structure.

Consultant will partner will the City on all components of the Analysis that will include:

· Data and Information Aggregation: Meet with the City to review, collect, and discuss the information needed to complete the requested equal pay analysis. This will require the exchange of information, housing of information and the methods and needs for safely storing, transmitting, and collecting information. Work with the City to identify information gaps and propose actions and processes to collect missing information.

· Project Outline: Partner with the City to identify a roadmap for completing the study. This should include projected milestone dates and timelines. The roadmap should also identify the project team and establish a schedule for regular check-ins with the project manager. Project meetings will occur either in person or virtually, depending on the meeting’s purpose and content.

· Methodology & Application: Collaborate with the City to develop and implement a sound methodology for conducting an equal pay analysis that aligns with state and federal regulations. Work with the City to ensure the methods, workflows, and analyses can be replicated in the future to maintain ongoing pay equity.

· Recommendations & Reporting: Prepare recommendations for presentation to the project team. Revise materials as needed based on team feedback. Partner with the City to create the final report and present it as needed to staff and City executives.

· Implementation: Work with the City to develop processes and methods for implementing changes to compensation, classifications, and pay practices. Develop a process for evaluating employee appeals, which may include direct consultant participation in the appeal process. Update the final report as necessary based on appeal outcomes.

Deliverables:

1. Project Plan: This plan will provide a detailed overview of all components of the project, including resource gathering, analysis, reporting, and communication. It should include a projected timeline outlining anticipated completion dates for major project milestones. The project plan must also include an overview of the assigned project team and a proposed cadence for project check-ins with the City of Bend. Meetings will be conducted in person or virtually, depending on the audience, subject matter, and topic.

2. Equal Pay Analysis: Collect and review classifications, job descriptions, and other relevant characteristics to determine positions of comparable character as defined by the State of Oregon and federal law. Provide the City with a reliable methodology and/or tool for evaluating positions of comparable character to ensure consistent application moving forward. Develop and administer a process for collecting the information necessary to accurately identify positions of comparable character; this may include the use of questionnaires and meetings with staff.

3. Gather and analyze any additional information needed—such as staff demographics, bona fide factors contributing to pay differentials, and job application materials—to assess potential wage disparities among employees performing work of comparable character. This analysis will support the City in evaluating compliance with federal and state Pay Equity laws.

4. Analyze the City’s compensation practices, including but not limited to recruitment practices, compensation increases outlined in collective bargaining agreements, and benefit offerings, to identify disparities or practices that may be inconsistent with state or federal equal pay regulations.

5. Identification & Recommendations: Utilize the equal pay study findings to identify areas, individuals, and practices where adjustments are needed. Partner with the City to develop an action plan that outlines required changes and ensures compliance with state and federal regulations. The plan should include a communication strategy, a process for tracking necessary adjustments, and a clear timeline for implementation.

6. Appeal Process: Develop and formalize an employee review and appeal process that ensures employees clearly understand the required procedures and the types of responses they can expect after submitting an appeal. All appeals and recommended resolutions shall be thoroughly documented.

7. Future Application: Provide training to designated staff on the tools, systems, and methods used to conduct future equal pay analyses, ensuring ongoing maintenance and compliance of the compensation structure beyond the scope of this project.

8. Deliverables 1 through 5 must be completed within the calendar year 2026.