Provide_Professional_Services_for_Class_and_Compensation_Study-City_of_Gallup,_NM_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSAL

RFP 2025/2026/01

PROVIDE PROFESSIONAL SERVICES FOR CLASS AND

COMPENSATION STUDY-CITY OF GALLUP, NM

City of Gallup

110 W Aztec Ave.

Gallup, NM 87305

RELEASE DATE: August 22, 2025

DEADLINE FOR QUESTIONS: September 8, 2025

RESPONSE DEADLINE: September 18, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Request For Proposal #RFP 2025/2026/01 Title: Provide Professional Services for Class and Compensation Study-City of Gallup, NM https://procurement.opengov.com/portal/gallupnm

City of Gallup

REQUEST FOR PROPOSAL

Provide Professional Services for Class and Compensation Study-City of

Gallup, NM

I. Advertisement for Proposals II. General Conditions

III. ESCALATION CLAUSE

IV. ADDTITIONAL TERMS AND CONDITIONS

V. SPECIAL TERMS AND CONDITIONS

VI. BACKGROUND INFORMATION & SCOPE OF WORK

VII. SCOPE OF SERVICES

VIII. PROPOSAL EVALUATION

IX. PROPOSAL EVALUATION CRITERIA

X. Vendor Questionniare/Proposal Submission

Attachments:

B - Gallup Sample RFP Contract 2025

1. Advertisement for Proposals

CITY OF GALLUP

Provide Professional Services for Class and Compensation Study-City of Gallup, NM CITY OF GALLUP, NEW MEXICO

REQUEST FOR PROPOSAL NO. RFP 2025/2026/01

1.1. Public Noltice

Public notice is hereby given that the City of Gallup, New Mexico, is accepting sealed proposals for the following:

Provide Professional Services for Class and Compensation Study-City of Gallup, NM

GALLUP, NEW MEXICO

As more particularly set out in the RFP documents, copies of which may be obtained via the City's eProcurement Portal. Copies are also available for viewing

Electronically submitted proposals shall be received via electronic bidding platform before 2:00 pm(LOCAL TIME) on or before Thursday, September 18, 2025 where proposals will be received and recorded by the City of Gallup Purchasing Department via virtual conference/video calls or through other virtual means.

The City of Gallup has transitioned to a new e-Bid/RFP software system powered by OpenGov. All solicitations will be released electronically through OpenGov and responses from proponents must be submitted electronically through this online platform. By using OpenGov, prospective proponents will be provided with all information regarding a bid including addendums and changes to the project requirements. OpenGov is a completely free service for all respondents. Prior to submitting a proposal, respondents are required to set up their free account with OpenGov. Register your company at City's eProcurement Portal. Only ELECTRONICIALLY SUBMITTED PROPOSALS will now be accepted; system will not accept proposals submitted AFTER due date and time.

Plans, Specifications, and Proposal Documents may be examined at the office of the Purchasing

Director located at 110 West Aztec, Gallup, NM 87301, phone number (505) 863-1334.

Additional information regarding this bid may also be viewed at:

https://procurement.opengov.com/portal/gallupnm/projects/192858.

Dated: 19th of August, 2025 https://procurement.opengov.com/portal/gallupnm/projects/192858

By:/S/ By: Louis Bonaguidi , Mayor

Classified Legal Column:

Gallup Sun Publishing Date: Friday-August 22, 2025

Albuquerque Journnal Publishing Date: Sunday-August 24, 2025

2. General Conditions

2.1. PROJECT

The City of Gallup is inviting qualified providers to submit proposals to provide Provide Professional

Services for Class and Compensation Study-City of Gallup, NM in Gallup NM.

2.2. ELECTRONIC PROPOSALS

All proposal must be submitted ELECTRONICIALLY via CIty's eProcurement Portal, the City of Gallup’s electronic bid/proposal platform at https://procurement.opengov.com/portal/gallupnm prior to the time specified for the proposal opening. System will not accept proposals submitted after due date and time. Proposal must be submitted using the proposal document forms furnished by the City of

Gallup. Receipt of proposals will be acknowledged and recorded electronically in the Purchasing

Department via virtual means. Meeting information will be posted via the City's eProcurement Portal in the timeline section of this specific solicitation, via addendum or notice posted to the eProcurement

Portal.

2.3. PROPOSAL OPENING DATE AND TIME

Proposla shall be received until Thursday, September 18, 2025 at 5:00 pm local time via the City's eProcurement Portal.

2.4. NON-DISCRIMINATION:

The City of Gallup does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in the employment or provision of services. Contractors shall be in compliance with ADA requirements.

2.5. MODIFICATIONS OR WITHDRAWAL

Proposals deposited with the City may be withdrawn or modified prior to the time set for opening of proposals via the City's eProcurement Portal. Offerors submitting proposals may be afforded an opportunity for discussion and revision after submission and prior to award for the purpose of obtaining best and final offers.

2.6. PROPOSAL OPENING

The opening of proposals shall be conducted in private to maintain the confidentiality of the contents of all proposals. Proposals will remain confidential during the negotiation process.

These documents constitute a “Request for Proposal” or RFP. It is a request for an offer. As such, it allows alternate offers or proposals to be considered and the terms and conditions may be subject to negotiations to reach best and final offers. All information requested for submittal should be included with the offer, and exceptions or alternates clearly noted.

2.7. INQUIRIES

Communications regarding this procurement, including issuance of amendments, may be conducted by electronic means via the City's eProcurement Platform. Electronic submittals of the proposal whether by fax or other electronic means are NOT acceptable; proposals shall ONLY be electronically submitted through the City's eProcurement Platform as previously stated in the General Conditions.

The only approved contact shall be with the above referenced purchasing individual via the Question/Answer process of the City's eProcurement Portal. Offerors making contact with any other City official, evaluation committee member, or other City employee regarding this RFP may be disqualified.

Offerors shall have no claim against the City for failure to obtain information made available by the City which the Offeror could have remedied through the exercise of due diligence.

2.8. AMENDMENTS:

If any questions or responses require revision to the solicitation as originally published, such revisions will be by Formal Addendum only. If the solicitation includes a contact person for technical information, Offerors are cautioned that any oral or written presentations made by this or any person that appear to change materially any portion of the solicitation shall nor be relied upon unless subsequently ratified by a Written Amendment to this solicitation issued by the Purchasing Office. For determination as to whether any representation made requires that an amendment be issued, contact the Purchasing

Office.

2.9. CONFIDENTIALITY

Offerors may request in writing non-disclosure of confidential data. Such data should accompany the proposal and be readily separable from the proposal in order to facilitate eventual public inspection of the non-confidential portion of the data.

2.10. NEGOTIATIONS:

Negotiations may be conducted with all responsible Offerors who submit proposals found to be reasonably likely to be selected for award. Offerors submitting proposals may be afforded an opportunity for discussion and revision after submission and prior to award for the purpose of obtaining best and final offers. After obtaining best and final offers, the award shall be made to the responsible

Offeror(s) whose proposals are most advantageous to the City of Gallup.

Proposals shall be evaluated on the basis of demonstrated competence and qualification for the type of service required, and based on the criteria set forth in the Request for Proposal. For purposes of conducting discussions, proposals may initially be classified as:

A. Acceptable

B. Potentially acceptable, that is, reasonably likely of being made acceptable or;

C. Unacceptable

The review committee will evaluate all proposals, determine the need for, and conduct any negotiations. Negotiations may be conducted to:

A. Promote understanding of the City’s requirements and the Offeror’s proposal.

B. Obtaining best and final offers.

C. Facilitate arrival at a contract that will be most advantageous to the City of Gallup taking into account the factors set forth in the proposal.

The City is under no obligation to conduct any negotiations or discussions with an Offeror.

The City of Gallup’s designee shall negotiate a contract with the Highest Qualified Offeror at compensation determined in writing to be fair and reasonable, taking into account the estimated value of the services and the scope, complexity and nature of the services.

Should the designee be unable to negotiate a satisfactory contract with the Offerors considered to be the most qualified at a price determined to be fair and reasonable, negotiations with that business shall be terminated. Negotiations shall then be undertaken with the second most qualified business. This process shall continue until a satisfactory contract is negotiated with a qualified business or the procurement process is terminated and a new Request for Proposal is initiated.

If the highest ranked Offeror cannot fulfill the conditions as outlined the award will go to the next highest ranked responsible Offeror whose offer was judged responsive.

This request and all attachments will be considered part of the resultant contract and/or purchase order.

2.11. TAXES

The proposal total shall exclude all applicable taxes. The City will pay any taxes due on the contract based upon billing submitted by the contractor, at the applicable tax rate. Taxes shall be shown as a separate amount on any billing or request for payment. The City of Gallup is non-taxable on tangible goods.

2.12. APPROPRIATIONS

The terms of this agreement are contingent upon sufficient monies being made available by the City of Gallup for the performance of this agreement. If sufficient appropriations and authorizations are not made by the City of Gallup, this agreement shall terminate upon written notice being given by the City to the contractor. The City’s decision as to whether sufficient appropriations are available shall be accepted by the contractor and shall be final.

2.13. MANDATORY REQUIREMENTS:

Mandatory requirements may be waived by the evaluation committee if all the otherwise responsive

Offerors failed to comply with the same mandatory requirement and the failure to do so does not otherwise materially affect the procurement. The evaluation committee shall have the right to request subsequent information from the otherwise responsive Offerors.

2.14. SPECIFICATIONS:

If, in the opinion of the evaluation committee a specification is poorly worded or confusing, the evaluation committee may waive the specification for all Offerors, and if points were assigned reduce the total points by the number of points assigned to the specification.

2.15. CONTRACT TERMS AND CONDITIONS

The contract between the City and Offeror will follow the format specified by the City and contain the terms and conditions set forth in this RFP. The contents of this RFP, as revised and/or supplemented, and the successful Offeror’s proposal will be incorporated into the contract. Should an Offeror object to any of the City’s terms and conditions, that offeror must propose specific alternative language that would be acceptable to the City. Offerors must provide a brief discussion of the purpose and impact, if any, of each proposed change followed by the specific proposed alternate wording. General references to the Offeror’s terms and conditions or attempts at complete substitutions are not acceptable to the

City and will result in disqualification of the Offeror’s proposal.

2.16. OFFEROR’S TERMS AND CONDITIONS:

Offerors must submit with the proposal a complete set of any additional terms and conditions which they expect to have included in a contract negotiated with the City. Any additional terms and conditions which may be the subject of negotiation, will be discussed only between the City and the selected Offeror and shall not be deemed an opportunity to amend the Offeror’s proposal.

2.17. PROCUREMENT CODE VIOLATIONS

The Procurement Code imposes civil and criminal penalties for its violation. In addition, the New Mexico

Statutes impose felony penalties for illegal bribes, gratuities, and kick-backs.

2.18. AWARD

The award shall be made to the responsible and responsive Offeror of Offerors whose proposal is most advantageous to the City of Gallup, taking into consideration the evaluation factors set forth in the Request for Proposals.

2.19. PREFERENCES

A preference of the total points used in evaluating the Request for Proposal shall be awarded to a City of Gallup Resident Business in accordance with the City of Gallup Resident Business Ordinance.

A preference of the total points used in evaluating the Request for Proposal shall be awarded to a business that has registered with the State of New Mexico Department of Taxation and Revenue as a resident New Mexico business or Resident New Mexico Veteran’s business, and in any case shall be applied in accordance with the provisions of New Mexico Statute 13-1-21 and 13-1-22 NMSA 1978.

The City of Gallup Resident Business preference, State of New Mexico Resident Business Preference, or State of New Mexico Resident Veteran’s Business will be factored into the Request for Proposal scores where applicable. However, the preferences are not cumulative and no offeror will receive more than one of the applicable preferences.

For information on State of New Mexico resident business or veteran’s resident business bidder’s certification call 505‐827‐0951 or to download applications at:

http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference- certification.aspx

You must submit a copy of your NM Resident Business or Resident Veteran’s Business Certificate with proposal in order to qualify for the New Mexico Residence preference.

2.20. PROTESTS

Any bidder or offeror who is aggrieved in connection with a solicitation or award of a contract may protest to the central purchasing office. The protest must be submitted in writing within seven (7) calendar days after knowledge of the facts or occurrences giving rise thereto. Any protest based on the terms of this Request for Competitive Sealed Bid Proposals will be conclusively deemed waived if an Offeror does not specifically raise and address the protest its bid proposal submitted to the City’s Procurement Office. All Offerors will be conclusively deemed to have knowledge of the facts or occurrences giving rise to a protest respecting an award at the time a contract is awarded by the City to an Offeror or Offeror.

2.21. NOTICE TO OFFERORS

Unnecessarily elaborate responses beyond that sufficient to present a complete and effective response to the solicitations are not desired and may be construed as an indication of the Offeror’s lack of cost consciousness. Unless specifically requested in the solicitation, elaborate art work, corporate brochures, lengthy narratives, expensive paper, specialized binding, and other extraneous presentation materials are neither necessary nor desired.

THE CITY RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS IN WHOLE OR IN PART, TO WAIVE INFORMALITIES OR TECHNICALITIES AT ITS OPTION, AND TO ACCEPT THE PROPOSAL IT DEEMS TO BE

IN THE BEST INTEREST OF THE CITY OF GALLUP.

2.22. NOTICE TO BIDDERS

As of October 5, 2011 applications for Resident New Mexico in-state bidders will no longer be processed through the State Purchasing Division. All resident business and contractors will have to obtain a new preference number with the New Mexico Department of Taxation and Revenue as of January 1, 2012.

It will be the sole responsibility of the Bidders requesting consideration for the New Mexico Resident Business Preference to obtain approval and a certification from the New Mexico Department of Taxation & Revenue prior to the bid opening date. You must furnish a copy of the Resident Business Certificate with each proposal in order to be considered for the in-state preference.

As of July 1, 2012 a New Mexico Resident Veteran’s Business preference number may be obtained from the New Mexico Department Taxation and Revenue Department. In order to be considered for the New Mexico Veteran’s Business preference a copy of the Certificate must be included with each proposal as per Sections 13-1-22 (A) NMSA 1978.

http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-%20%20%20%20certification.aspx

For additional information please call 505-827-0951, or to download applications log on at:

http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx

3. ESCALATION CLAUSE

3.1. ESCALATION CLAUSE

Price escalations may be considered only under the following conditions:

A. Offered prices must be firm for at least ninety (90) calendar days after written notification of contract.

B. All requests for price increases shall be in writing and accompanied by:

1. A letter from the Contractor’s supplier certifying the price increase to the Contractor; or

2. Evidence of verifiable market conditions resulting in increased costs such as mandated labor rate increases and significant fuel or energy cost increases.

C. All invoices of the offered items, from suppliers to the Offeror, shall be subject to auditing by the City and furnished without delay upon request.

D. The City reserves the right to purchase on the open market or cancel a contract resulting from this request and solicit a new contract if the escalated price is above the current open market price for the same item. Cancellation of the contract shall not affect any outstanding orders.

E. All revisions of the price list shall become effective when they are accepted by the Purchasing

Office of the City, provided that they do not conflict with paragraph (F) or (G).

F. All approved price changes resulting from this escalation clause shall be firm for a period of ninety (90) calendar days after acceptance in writing from the City.

G. The Offeror shall be limited to a maximum of two (2) price escalations per contract period unless otherwise specified in this request.

H. The Offeror shall provide to the City written notice of any requested price changes, which shall become effective upon acceptance by the City of Gallup Purchasing Office.

I. If the Offeror receives any price de-escalations from the supplier of goods sold to the City through a contract resulting from this request, the Offeror is responsible for notifying the City of such de-escalations, and passing those price changes on to the City immediately.

4. ADDTITIONAL TERMS AND CONDITIONS

4.1. DEBARRED OR SUSPENDED CONTRACTORS

A business (contractor, subcontractor or supplier) that has either been debarred or suspended pursuant to the requirements of .13-1-177 through .13-1-180, and .13-4-11 through .13-4-17 NMSA 1978 as amended, shall not be permitted to do business with City of Gallup and shall not be considered for award of the contract during the period for which it is debarred or suspended.

4.2. ASSIGNMENT

Neither the order, nor any interest therein, nor claim there under, shall be assigned or transferred by the Vendor, except as expressly authorized in writing by the City of Gallup Procurement Administrator.

No such assignment or transfer shall relieve the Vendor from the obligations and liabilities under this order.

Vendor agrees that any and all claims for overcharge resulting from antitrust violations which are borne by the City of Gallup as to goods, services, and materials purchased in connection with this bid are hereby assigned to the City of Gallup.

4.3. INSPECTION

Final inspection and acceptance will be made at the site. Goods rejected at the site for non-conformance with specifications shall be removed, at the Vendor's risk and expense, promptly after notice of rejection.

4.4. INSPECTION OF PLANT

The City of Gallup Procurement Administrator may inspect, at any reasonable time, the part of the contractor's, or any subcontractor's plant or place of business, which is related to the performance of this contract.

4.5. LIABILITY

The Vendor agrees that City of Gallup shall not be held liable for any costs incurred in preparation of this

RFP.

4.6. DEFAULT

The City of Gallup reserves the right to cancel all or any part of services without cost to the City of

Gallup, if the Contractor fails to meet the provisions of this order and, except as otherwise provided herein, to hold the Contractor liable for any excess costs if failure to perform the order arises out of causes beyond the control and without the fault or negligence of the Vendor, such causes include but are not restricted to acts of God or the public enemy, acts of the State or Federal government, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, unusually severe weather, and defaults of subcontractors due to any of the above, unless the City of Gallup shall determine that the supplies or services to be furnished by the subcontractor were obtainable from other sources in sufficient time to permit the Contractor to meet the required delivery schedule. The rights and remedies of the City of Gallup provided in this paragraph shall not be exclusive and are in addition to any other rights now being provided by law or under this order.

4.7. NON-COLLUSION

In, signing this proposal, the Contractor certifies that he/she has not, either directly or indirectly, entered into any action in constraint of free competitive bidding in connection with this proposal submitted to the City of Gallup Procurement Administrator.

4.8. NON-DISCRIMINATION

Vendors doing business with City of Gallup must be in compliance with the Federal Civil Rights Act of

1964 and Title VII of the Act, (Rev.,1979), and the Americans Disabilities Act of 1990. (Public Law 101-

336).

4.9. METHOD OF AWARD

A contract will be awarded on a Total All or None basis where indicated based on pricing and compliance with the specifications and requirements for each group of materials. City of Gallup reserves the right to waive irregularities, reject offers in whole or in part, and award this Bid in the best interest of the City of

Gallup.

4.10. RIGHT TO DISCONTINUE PROCUREMENT

The City of Gallup reserves the right to cancel this Request for Proposal at any time, and to reject any or all proposals, or otherwise to proceed in the best interests of the City of Gallup. This in no manner obligates the City of Gallup or any of its agencies to the eventual purchase of any product or service, whether explicitly described or implied herein, until confirmed by a written contract and/or Purchase

Order.

4.11. LATE PROPOSALS

Any proposal received after the specified time and date will be declared a "Late Proposal" and will NOT be considered.

5. SPECIAL TERMS AND CONDITIONS

5.1. LAWS / CODES / STANDARDS / REGULATIONS

Contractor will be responsible for complying with all applicable local, state and federal regulations regarding transportation of materials, as well as all fees, permits and/or authorization required for delivery. Contractor will provide all supervision of employees required and be responsible for maintenance, insurance, mileage, fuel, permits, licenses, etc. required for the operation of the vehicles or equipment used for transportation. These requirements and all associated costs for providing the services shall be included in the bid price.

Equipment materials, or services supplied under this solicitation shall meet and comply will all current applicable Federal, State, and local laws, codes, standards, and regulations, and applicable industry safety standards and requirements.

The Contractor shall be properly licensed and qualified to furnish services and to perform the required work under applicable licensing statutes of the State of New Mexico and other applicable regulatory agencies.

Contractor shall comply with all applicable Federal, State and local government codes, laws, regulations, and requirements in the performance of the work described herein.

5.2. INDEPENDENT CONTRACTOR

The proposal awarded an agreement under this solicitation is an independent contractor and shall perform its obligations under this agreement, as it deems necessary and appropriate. The successful

Contractor and its officers, directors, agents and employees, are independent contractors performing services for the City of Gallup and are not employees of the City of Gallup. The successful Contractor, and its officers, directors, agents, and employees, shall not accrue leave, retirement, insurance bonding, use of City of Gallup vehicles or any other benefits afforded to employees of the City of Gallup. The successful Contractor covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the required services.

5.3. INDEMNITY

The Contractor agrees, as material consideration for this Agreement, to defend, indemnify, and hold harmless the City of Gallup, its Elected Officials, Agents, and employees from and against any and all claims arising out of any asserted negligent act, error or omission of the Contractor, its officers, directors, employees or agents or arising in any way from this agreement or the Contractor’s activities hereunder. The indemnity agreed to in this paragraph shall not extend to liabilities, claims, damages, losses or expenses, including attorney fees arising out of: The preparation or approval of maps, drawings, opinions, reports, surveys, change orders, designs or specifications by the City of Gallup, or the agents or employees of the City of Gallup, or the giving of or the failure to give directions or instructions by the City of Gallup, or the agents or employees of the City of Gallup, where such giving or failure to give directions or instructions is the primary cause of bodily injury to persons or damage to property.

5.4. TERMINATION OF CONTRACT

In the event of a breach on any provision of the Agreement, the City of Gallup shall notify the Contractor of the fault within a reasonable time. If the Contractor fails to cure the breach or make other arrangements satisfactory to the City of Gallup, the City of Gallup may immediately terminate the Price

Agreement or take other steps, as it deems necessary. Safety related items must be corrected within twenty-four (24) hours. The Contractor shall pay the City of Gallup all costs and expenses, including reasonable attorney’s fees incurred by the City of Gallup, in exercising any of its rights or remedies in connection with enforcement of the Agreement.

The City of Gallup may terminate this Agreement for Convenience at any time, without penalty of any kind, by giving notice in writing to the Contractor. Said termination shall not nullify any payments due contractor for costs and work completed incurred through the date of termination.

5.5. APPROPRIATIONS

The terms of this Agreement are contingent upon sufficient monies being made available by the City of

Gallup for the performance of this Agreement. If sufficient appropriations and authorizations are not made by the City of Gallup, this Agreement shall terminate upon written notice being given by the City to the Contractor. The City's decision as to whether sufficient appropriations are available shall be accepted by the Contractor and shall be final.

5.6. GOVERNING LAW

The contract awarded to a Contractor as a result of this solicitation shall be governed in accordance with the laws of the State of New Mexico and the City of Gallup Ordinances.

6. BACKGROUND INFORMATION & SCOPE OF WORK

6.1. SUMMARY

The City of Gallup, NM is seeking proposals from qualified consultants to conduct a comprehensive Class and Compensation Study. This study aims to evaluate and update the city's current job classification system and compensation structure, ensuring that they are competitive, equitable, and aligned with public sector practices, and develop recommendations for a new pay strategy. The resulting analysis will provide the City with actionable recommendations to attract, retain, and motivate a qualified workforce. The consultant will be responsible for evaluating the existing pay structure, conducting market analysis, conducting job analysis, reviewing job classifications, and proposing a cohesive pay strategy.

6.2. SCOPE OF SERVICES

PLEASE SEE FOLLOWING SCOPE OF SERVICES SECTION

6.3. SUBCONTRACTS AND OTHER CONTRACTUAL ARRANGEMENTS

The use of subcontracts or other contractual arrangements to provide the requested services is permitted. The City, however, is looking for a single contracting entity that provides a technically and financially capable firm to be fully responsible to the City for all contractual obligations.

All existing or anticipated subcontracting and other arrangements relating to the entity that will contract with the City and to the services to be provided by such entity must be fully and clearly disclosed in proposals and are subject to further clarification by the Offeror, and the review and approval by the City.

6.4. INSURANCE REQUIREMENTS

The Contractor or their subcontractor shall not commence work under this contract until their subcontractors have obtained the insurance required under this paragraph, and certificates of insurance coverage have been filed with and approved by the Owner. All Certificates of

Insurance required herein shall state that ten (10) days written notice will be given to the

Owner before the policy is cancelled or changed. Extent of insurance carried and minimum coverage shall be as follows:

• Worker's Compensation Insurance: The Contractor shall obtain and keep in force during the life of the contract, Worker's Compensation Insurance covering all their employees engaged in work under this contract; and if any portion of the work is sublet, the subcontractor shall carry similar coverage for all of their employees engaged in the project. Worker's Compensation Insurance shall provide coverage for not less than the following amounts or greater where required by law:

Workers' Compensation: Statutory

Employer's Liability: $1,000,000

• Comprehensive General Liability Insurance: The Contractor and his/her subcontractor shall obtain and maintain in effect during the life of the contract, Comprehensive

General Liability Insurance including premise/operations; explosion, collapse and underground property damage; products/completed operations, broad form contractual independent contractors, broad form property damage and personal injury liabilities:

Bodily Injury: $1,000,0000 each occurrence

$1,000,000 annual aggregate

Property Damage: $1,000,000 each occurrence

$1,000,000 annual aggregate

Personal Injury, with

Employment exclusion deleted: $1,000,000 annual aggregate

• Comprehensive Automobile Liability Insurance: The Contractor and his/her subcontractors shall obtain and maintain in effect during the life of the contract comprehensive automobile liability insurance including all owned (private and others) hired and non-owned vehicles:

Bodily Injury: $1,000,000 each person

$1,000,000 each accident

Property Damage: $1,000,000 each occurrence

• Professional Liability: (Errors and Omissions) Insurance appropriate to the

CONTRACTOR’S profession, with limit of no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate.

Professional Liability $1,000,000 each occurrence

$2,000,000 general aggregate

6.5. Response Format and Organization

A. Number of Responses/Copies

1. Offerors shall provide one (1) electronically submitted copy via solicitation online platform at https://procurement.opengov.com/portal/gallupnm

B. Proposal Format

1. The proposal shall be limited in format and length; length of the proposal shall be limited to a maximum of twenty-five (25) numbered pages. If there are any question as to format requirements contact the Purchasing Director at purch@gallupnm.gov for clarification, prior to submittal of the proposal.

a. Material excluded from the twenty-five (25) page maximum count is limited to:

b. Front cover (photos with captions on inside cover allowed)

c. Divider pages (blank except for title information)

d. Back cover (photos with captions on inside of back cover allowed)

e. Tables of Contents page (two-page maximum)

f. Letter of Transmittal

g. Resumes

h. Certificate(s) of insurance

i. Copy of New Mexico Resident Preference Certificate (if applicable)

j. Current I.R.S. W-9 Form

k. Cost Proposal (Separate File)

C. Submit Responses to the PROPOSAL EVALUATION CRITERIA (Section 6) and organized in the same order as follows:

1. History and Experience: Provide a brief overview of your company, highlight your history, core values, and areas of specialization relevant to the project at hand. Examples of proven experience in conducting employer class and compensation studies.

2. Qualifications, Capacity, and Capability to Provide Services: Detailed qualifications of the consulting team, including relevant experience with municipal classification and compensation studies.

3. Past Record and Performance/References: A minimum of threes (3) references from previous clients to highlight any feedback or testimonials that show case your ability to deliver value and meet their requirements effectively.

4. Proposal Overview: A brief overview of the consultant’s approach to the study, including methodology and proposed work plan.

5. Cost Proposal: Provide a detailed cost proposal, including all fees, expenses, and payment schedule.

7. SCOPE OF SERVICES

7.1. Provide Professional Services for Class and Compensation Study-City of Gallup, NM

1. Summary

The City of Gallup, NM local municipality is seeking proposals from qualified consultants to conduct a comprehensive Class and Compensation Study. This study aims to evaluate and update the City's current job classification system and compensation structure, ensuring that they are competitive, equitable, and aligned with public sector practices, and develop recommendations for a new pay strategy. The resulting analysis will provide the City with actionable recommendations to attract, retain, and motivate a qualified workforce. The consultant will be responsible for evaluating the existing pay structure, conducting market analysis, conducting job analysis, reviewing job classifications, and proposing a cohesive pay strategy.

2. Detailed Specifications

The selected consultant shall possess expertise in municipal classification and compensation studies, with demonstrated experience conducting similar assessments for governmental organizations. The study should encompass the following activities:

a. Job Analysis:

o Conduct a comprehensive job analysis of all positions within the city government, including but not limited to administrative, technical, supervisory, and managerial roles.

o Develop and employ a standardized methodology for job evaluation that considers factors such as complexity, responsibility, impact on the organization, and required qualifications.

o Create accurate job descriptions for each position based on analysis findings, outlining essential duties, responsibilities, required knowledge, skills, abilities, and qualifications.

b. Market Analysis:

o Identify and recommend comparable public sector entities for competitive analysis, considering geographic location, size, and service delivery.

o Gather salary and benefits data from identified entities to perform a competitive market analysis.

o Utilize statistical methods to analyze salary data and identify market trends, compression issues, and discrepancies in compensation.

c. Compensation Structure Evaluation:

o Assess the current compensation structure, including salary schedules, pay grades, and step increases, for effectiveness and fairness.

o Develop recommendations for an updated compensation framework that aligns with market data and internal equity.

d. Classification System Review:

o Evaluate the existing class structure and recommend improvements or revisions based on job evaluations and market analysis.

o Ensure that the classification system promotes career ladder development and allows for employee growth within the organization.

o Review the existing job descriptions for all positions within the City of Gallup

e. Development of New Pay Strategy:

o Provide recommendations for a new compensation structure that reflects findings from market analysis and job evaluation.

o Design a pay strategy that addresses internal equity and external competitiveness.

o Propose plans for periodic reviews of the pay structure to ensure ongoing relevance and competitiveness.

f. Final Report and Presentation:

o Prepare a comprehensive final report detailing the methodology, findings, and recommendations for job classifications and compensation structures.

o Present the findings and recommendations to city leadership, staff, and interested stakeholders.

3. Relevant Standards

The consultant agrees to adhere to the following relevant standards and guidelines throughout the study:

a. National Compensation Association (NCA) Guidelines: Follow the professional standards and practices as defined by recognized associations.

b. American Society for Public Administration (ASPA) Standards: Ensure that all analyses align with public administration ethics and standards.

c. Equal Employment Opportunity (EEO) Compliance: Ensure that job classification recommendations support equitable compensation, free from discrimination.

d. Fair Labor Standards Act (FLSA): Ensure compliance with wage and hour regulations for all positions evaluated in the study.

4. Service Requirements

The selected consultant must deliver the following services:

a. Consultation and Communication:

o Provide regular updates to city management throughout the study process.

o Engage with employees through surveys and focus groups to gather input related to job classification and compensation.

b. Data Analysis:

o Utilize proven analytical tools and techniques for accurately interpreting job and compensation data.

o Ensure data integrity and confidentiality compliant with all applicable laws and ethical standards.

c. Final Presentation:

o Deliver a presentation of findings and recommendations to city officials and stakeholders, addressing any questions or concerns.

5. Delivery Requirements

The project is expected to adhere to the following delivery requirements:

a. Timeline for Completion:

o The entire study must be completed within a timeline of 180 days from the date of contract execution.

o Key milestones will be established and included as part of the final contract deliverables.

b. Progress Reports:

o Monthly progress reports shall be submitted to the City Manager, detailing completed tasks, upcoming activities, and any challenges encountered.

c. Final Submission:

o The final report must be submitted no later than 30 days following the completion of the study.

o The report must be provided in both digital and hard copy formats, including an executive summary and appendices containing all relevant data and methodologies.

6. Submission Requirements

Proposal submissions must include the following information:

a. History and Experience: Provide a brief overview of your company, highlight your history, core values, and areas of specialization relevant to the project at hand.

Examples of proven experience in conducting employer class and compensation studies.

b. Qualifications, Capacity, and Capability to Provide Services: Detailed qualifications of the consulting team, including relevant experience with municipal classification and compensation studies.

c. Past Record and Performance/References: A minimum of threes (3) references from previous clients to highlight any feedback or testimonials that show case your ability to deliver value and meet their requirements effectively.

d. Proposal Overview: A brief overview of the consultant’s approach to the study, including methodology and proposed work plan.

e. Cost Proposal: Provide a detailed cost proposal, including all fees, expenses, and payment schedule.

7. Contact Information

For any inquiries related to this solicitation, please contact:

City of Gallup

Name: Frances Rodriguez

Title: Purchasing Director

Email: frodriguez@gallupnm.gov

Phone: 505-863-1334

8. Conclusion

The City of Gallup seeks to enhance its workforce management through a thorough and systematic Class and Compensation Study. This scope of work outlines the essential components necessary for conducting this study. Proposals should meet all requirements outlined herein, demonstrating the consultant's capacity to deliver a comprehensive and effective analysis and recommendations.

8. PROPOSAL EVALUATION

8.1. Evaluation

Offerors submitting proposals may be afforded the opportunity for discussion and revision of proposals. Revisions may be permitted after submissions of proposals and prior to award for the purpose of obtaining best and final offers. Negotiations may be conducted with responsible

Offerors who submit proposals found to be reasonably likely to be selected for award.

8.2. Shortlisting

A maximum total of 100 points are possible 108 points with application of City of Gallup or State of New Mexico Resident Business preference, and up to 110 points with Application of the State of New Mexico Resident Veterans Business Preference in scoring each proposal. The Selection Committee will evaluate the proposals and may develop a shortlist of the top ranked respondents. The evaluation criteria to be used by the Selection Committee and the corresponding point values for each criterion are listed below.

8.3. Scoring

Utilizing the materials provided by the Purchasing Section, and the criteria outlined within the request for qualification or proposal, each committee member will complete the evaluation form included in the materials. This evaluation shall be completed prior to a committee discussion meeting scheduled by the Procurement Manager.

At the committee meeting, the Procurement Manager will poll members of the committee to provide any comments relative to the proposals that influenced their scores, and whether to seek clarification from Offerors.

Following discussion by the members, each member shall review their scores, may make any changes and confirm point totals on the evaluation forms. The committee will submit their evaluation forms to the Procurement Manager who will compile and total all scores. Scoring make take place over several rounds. Based upon the results of scoring, the committee will determine whether interviews will be conducted, whether to solicit Best and Final Offers from the top respondents, or both. Interviews will be conducted if:

A majority of the members present at the meeting determine whether interviews are in the best interest of the City.

Should the committee elect to conduct interviews, the top respondents may be interviewed. The Purchasing staff will coordinate the interviews with each interviewee as to the time, date and place the committee will conduct interviews and the time allowed for each presentation. The Committee members may question each interviewee during or after its presentation. Interviews will be closed to any persons not representing the interviewee. At the conclusion of all interviews, each member shall freshly rate each interviewee in accordance with the criteria and standards stated. The City is under no obligation to conduct interviews with any Offeror.

Only the final combined committee score for each firm shall be available for public inspection after award of the contract. Individual committee members score sheets and rankings shall be confidential.

8.4. Oral Interviews

Based upon the results of scoring, the committee will determine whether interviews will be conducted. Interviews will be conduced if a majority of the members present at the meeting determine whether interviews are in the best interest of the City.

Should the committee elect to conduct interviews, the top respondents will be interviewed.

The Purchasing staff will coordinate the interviews with each interviewee of the time, date and place the committee will conduct interviews and the time allowed for each presentation. The committee members may question each interviewee during or after its presentation. At the conclusion of all interviews, each member shall freshly rate each interviewee in accordance with the criteria and standards stated. A Maximum of 10 additional points may be awarded a firm based on oral presentation/interviews. If oral presentations are not held, no additional points shall be awarded. The City is under on obligation to conduct interviews with any Offeror and may award a contract with our conducting interviews.

Only the final combined committee score for each offeror shall be available for public inspection after award of the contract. Individual committee members score sheets and ranking shall be confidential.

8.5. Cost/Fee Proposal

Cost or Hourly fee schedule for all key personnel and services requested, including indirect expenses and incidental, exclusive of taxes. All cost or fees will remain firm and fixed of the term of the contract, including renewals. Fee proposals shall be submitted separately in separate file in OpenGov

The offeror with the lowest hourly rate for their primary personnel for each area of expertise will receive a total of TBD points. Each succeeding offer will receive a quota of points computed as follows:

Lowest responsive offeror's cost ($)

Offeror's Points = __________________________________ X Maximum Points

This offeror's cost ($)

8.6. Best and Final Offers from Finalists

Shortlist offerors may be asked to submit revisions to their proposals for the purpose of obtaining best and final offers. Best and Final offers may include an opportunity to revise prices or clarify their proposal.

8.7. Application of State of New Mexico Resident Business or Resident Veterans Business Preference

A. Pursuant to Section 13-1-21(C) (2), NMSA 1978. When a public body makes a purchase using a formal request for proposals process.

1. If the contract is awarded based on a percent-based system, a resident business shall be awarded the equivalent of (8) eight percent of the total possible points to be awarded based on the resident business possessing a valid resident business certificate. A resident

Veteran’s business may be awarded up to a (10) ten percent preference of the total possible points.

2. The City’s RFP award process is based on a point system with 100 points possible. With the in-state preference applied, 108 points will be possible; with the resident Veteran’s preference applied a maximum of 110 points are possible.

B. Pursuant to Section 13-1-21 (D), NMSA 1978. When a joint bid or joint proposal is submitted by both resident and nonresident businesses, the resident business preference provided pursuant to Subsection B or C of this section shall be reduced in proportion to the percentage of the contract, based on the dollar amount of the goods or services provided under the contract, that will be performed by a nonresident business as specified in the joint bid or proposal.

C. Please respond to "vendor questionnaire" to complete the following table if submitting a joint proposal:

Firm Name, Location Of Resident Business

Work to be Performed

% of Work Performed Compared to Total Contract Cost

Firm Name, Location Of Non-Resident Businesses

Work to be Performed

% of Work Performed Compared to Total Contract Cost

Points shall be distributed by the percent of work identified above calculated as follows:

Example: 35% of work will be performed by the certified resident business: 35% of 5 points = 1.75 points.

9. PROPOSAL EVALUATION CRITERIA

The proposal will be evaluated based on the following criteria:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications, Capacity, and Capability to

Provide Services

Detailed qualifications of the consulting team, including relevant experience with municipal classification and compensation studies.

Points Based 25 (22.7% of Total)

2. History and Experience

Provide a brief overview of your company, highlight your history, core values, and areas of specialization relevant to the project at hand.

Examples of proven experience in conducting employer class and compensation studies.

Points Based 20 (18.2% of Total)

3. Past Record of Performance/References

A minimum of threes (3) references from previous clients to highlight any feedback or testimonials that show case your ability to deliver value and meet their requirements effectively.

Points Based 15 (13.6% of Total)

4. Proposal Overview

A concise overview of the consultant's approach to the study, including methodology and proposed work plan.

Points Based 10 (9.1% of Total)

5. Cost Proposal

Provide a detailed cost proposal, including all fees, expenses, and payment schedule.

Points Based 30 (27.3% of Total)

6. Local/NM Resident/Veterans Preference

Local/NM Resident/Veterans/ Native American

Preference (Total Possible)

Points Based 10 (9.1% of Total)

10. Vendor Questionniare/Proposal Submission

10.1. Upload COST proposal only*

Only upload COST proposal

Technical proposal will be uploaded in a separate entry (question).

*Response required

10.2. Upload TECHNICAL proposals only *

Only upload TECHNICAL proposal

Cost proposal will be uploaded via a separate Vendor Question.

*Response required

10.3. Acknowledgement *

Proposer acknowledges having read and agreed to all Terms and Conditions contained in the RFP.

☐ Please confirm

*Response required

10.4. New Mexico Residence preference

You must submit a copy of your NM Resident Business or Resident Veteran’s Business Certificate with proposal in order to qualify for the New Mexico Residence preference.

10.5. Offeror confirmation of City's Right to reject proposals* THE CITY RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS IN WHOLE OR IN PART, TO WAIVE

INFORMALITIES OR TECHNICALITIES…