Addendum_1_Q_A.pdf

City of Minneapolis – Procurement Office 505 Fourth Ave S, Room 310

Minneapolis, MN 55415

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Addendum # 1 Issued Date: August 4, 2026 Event #0000004229 RFP Title: HR – Workplace Investigations

Change(s) to RFP

Change in Response Due Date Change in Terms and Conditions Change to Scope of Services

Responses to Questions Received Other

Please Note the Following Addition(s)/Change(s)/Clarification(s):

Please Note: In order for Procurement staff to assist you in case there is an issue with the submission of your proposal, please attempt to log in to the eSupplier portal at least two hours in advance of the 2:00 pm Minneapolis time deadline on August 25, 2026.

If you need assistance with your eSupplier login or registration, please contact eprocurement@minneapolismn.gov

The following questions were submitted to the RFP. Please see responses below.

mailto:eprocurement@minneapolismn.gov

Question 1: May City of Minneapolis employees be interviewed in reference to workplace investigations remotely via video conference or teleconference, or must such interviews only be conducted in-person?

Yes, we primarily conduct investigative interviews via videoconference, although some investigations do require in-person interviews.

Question 2: What is the anticipated annual volume of investigations assigned to external investigators?

There was an average of approximately 12 externally conducted investigations per year from 2022-2025 assigned to multiple consultants, and a similar volume is expected for the contract duration. Some investigations may require multiple reports based on the number of employee subjects.

Question 3: What is the typical complexity mix (e.g., percentage of single-allegation vs. multi-party, document-intensive cases)?

There is a wide range of how complex an investigation might be. Roughly 25% of complaints from 2022-2025 involved multiple parties, and many complaints include more than one allegation.

Question 4: May witness interviews be conducted via secure video conference, or does the City require all interviews to be conducted in person?

We primarily conduct investigative interviews via videoconference, although some investigations do require in-person interviews.

Question 5: Does the City have a preferred template or format for the Investigative Report, or is the consultant's format acceptable?

The City does not require a specific template for investigative reports. We can provide our internal report template upon request, but the consultant’s format is acceptable as long as it includes all relevant information needed to support the findings.

Question 6: What is the expected maximum number of concurrent active investigations for a single external consultant/firm?

There is no maximum number of concurrent active investigations set for a single external consultant/firm, but we would typically not expect more than 3-5 active investigations per consultant at a time.

Question 7: Could you provide the point values or percentage weights assigned to each evaluation criterion listed in Section VII of the RFP?

Each evaluation criterion is equally weighted towards the total score.

Question 8: Does the City require investigators to hold a Juris Doctor (JD) or be licensed attorneys, or are credentialed HR professionals (e.g., SPHR, SHRM-SCP, AWI-CH) equally considered for this engagement?

The City does not require investigators to hold a Juris Doctor (JD) or be licensed attorneys.

Applicants will be considered on the basis of their experience and qualifications.

Question 9: Delivery model: Does the City expect investigators to be physically present in Minneapolis for interviews, or is a remote/hybrid delivery model (with in-person presence as needed for specific cases) acceptable?

We primarily conduct investigative interviews via videoconference, although some investigations do require in-person interviews.

Question 10: Volume and frequency: Can the City provide an estimate of the anticipated number of investigations per year, or the historical volume handled under prior contracts, to help proposers scope capacity and pricing appropriately?

There was an average of approximately 12 externally conducted investigations per year from 2022-2025 assigned to multiple consultants, and a similar volume is expected for the contract duration. Some investigations may require multiple reports based on the number of employee subjects.

Question 11: AI Tool disclosure: Regarding Section 29 of Attachment A (Artificial Intelligence Technology Use), is a specific certification or disclosure required at the proposal stage, or does this provision apply on a case-by-case basis to work product delivered under an active contract?

No specific certification or disclosure is required at the proposal stage, however applicants should be aware that investigations generally involve the use of confidential and not-public data, so there may be restrictions on the use of AI tools, as described in Section 29.

Question 12: Number of awards: The RFP notes the City intends to award multiple contracts. Is there a target number of Consultants the City expects to select, or will that be determined based on the pool of qualified respondents?

The number of contracts awarded is dependent on the pool of qualified respondents, however, the City expects to award between two and four contracts.

Question 13: Can the City provide an estimate of the anticipated annual number of investigations expected to be assigned under this contract, as well as any historical range of investigation volume over the past three years?

There was an average of approximately 12 externally conducted investigations per year from 2022-2025 assigned to multiple consultants, and a similar volume is expected for the contract duration. Some investigations may require multiple reports based on the number of employee subjects.

Question 14: Is all work expected to be performed at the City’s location, including interviews, or may the selected party perform work, as needed and as approved by the City, virtually?

We primarily conduct investigative interviews via videoconference, although some investigations do require in-person interviews.

Question 15: If onsite interviews are expected, will the City provide suitable private meeting space for conducting confidential interviews?

We primarily conduct investigative interviews via videoconference; however, the City is able to provide private meeting space as needed for in-person interviews. Arrangements for in-person interviews can be coordinated with the City point of contact.

Question 16: Will investigative assignments primarily originate from Human Resources, or should consultants anticipate investigations involving multiple City departments, including public safety, utilities, public works, or elected offices?

Investigations will ordinarily be assigned by the point of contact in Human Resources; however, consultants should expect that investigations may involve employees from any of its departments.

Question 17: How does the City anticipate utilizing external investigators in relation to its internal Workplace Investigations team? For example, are external consultants primarily engaged due to workload capacity, conflicts of interest, specialized expertise, or other circumstances?

There are a number of circumstances in which an external investigator may be utilized rather than an internal investigator, including all of the reasons referenced in the question.

Question 18: If multiple consultants are awarded contracts, how does the City anticipate assigning investigations (e.g., rotational assignment, investigator expertise, availability, department familiarity, conflict considerations, or another methodology)?

Consultants are assigned investigations based on a number of factors, including those identified in the question.

Question 19: Approximately what percentage of anticipated investigations involve employees represented by collective bargaining agreements?

More than 90% of the City’s workforce is represented by a union, however external investigations may involve employees who are not represented.

Question 20: If additional allegations arise during an investigation, should consultants anticipate expanding the scope with City approval, or will those matters typically be assigned as separate investigations?

Consultants should seek direction from their City point of contact if the scope may need to be expanded. The course of action will depend on the nature of the additional allegations.

Question 21: Can the City provide a general expectation regarding the typical level of detail or average length of investigative reports submitted under this contract?

Investigative report length and level of detail vary greatly dependent on the consultant’s format, the complexity of the investigation, and/or the amount of documentation. The City has had reports that are less than 10 pages and reports that are well over 100 pages, including exhibits.

Question 22: Does the City anticipate any investigations involving concurrent external agency matters (e.g., EEOC, MDHR, OSHA, law enforcement, or licensing agencies) where coordination expectations should be considered?

On occasion, there may be investigations of matters that are also the subject of an external agency complaint or investigation. Consultants will receive direction from their City point of contact if such a situation arises. Consultants are not expected to interface with such external agencies (absent a subpoena or other legal process requiring information to be provided from consultants).

Question 23: In the event an investigator is required to participate in litigation or other legal proceedings arising from an assigned investigation, what role does the City anticipate its legal counsel will have in coordinating with the consultant? How should proposers account for those services in their pricing?

The City Attorney's Office will coordinate with the consultant if there is litigation. The City will reimburse the consultant at their hourly rate if the City requests that the consultant participate in legal proceedings arising from an investigation, or the consultant is subpoenaed for documents or to testify and the subpoenaing party in not legally obligated to compensate the consultant.

Question 24: Can the City provide information regarding its current inventory of pending investigations or any existing backlogs that may be assigned under this contract? If so, approximately how many matters are anticipated?

This Request for Proposals is for future investigations only.

Question 25: If a consultant’s investigative methodology includes assigning two investigators to a matter, how should those services be reflected in the proposed pricing and subsequent billing?

Consultants should include their proposed staffing structure and pricing in their proposals.

City of Minneapolis – Procurement Office