Request_for_Proposal_for_Professional_Consulting_Services_for_Comprehensive_Classification_&_Compensation_Work.pdf

REQUEST FOR PROPOSAL

26-050

REQUEST FOR PROPOSAL FOR PROFESSIONAL CONSULTING

SERVICES FOR COMPREHENSIVE CLASSIFICATION &

COMPENSATION WORK

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: May 20, 2026

DEADLINE FOR QUESTIONS: June 4, 2026

RESPONSE DEADLINE: June 25, 2026, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/hayward-ca https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Hayward

REQUEST FOR PROPOSAL

Request for Proposal for Professional Consulting Services for

Comprehensive Classification & Compensation Work

I. Introduction II. Project Details

III. Scope of Work IV. Evaluation Criteria V. Vendor Submissions

Attachments:

A - City of Hayward Professional Services Agreement – EXAMPLE

B - General Provisions

C - Non-Collusion Affidavit

D - Nondiscriminatory Affirmative Action Cert Statement

E - Non-nuclear

Request For Proposal #26-050 Title: Request for Proposal for Professional Consulting Services for Comprehensive Classification & Compensation Work

1. Introduction

1.1. Summary

NOTICE IS HEREBY given that the City of Hayward invites sealed proposals for 26-050 Request for

Proposal for Professional Consulting Services for Comprehensive Classification & Compensation

Work. Each proposal shall be in accordance with the general provisions for purchase of work and services on file in the office of the HR, 777 B Street, Hayward, CA 94541-5114. All proposals must be submitted to the City's eProcurement Portal by 4:00 pm on Thursday, June 25, 2026 and clearly identified with RFP title, number, company name and due date. It is the sole responsibility of the proposing firm to ensure that proposals are received prior to the closing time, as late bids will not be accepted and deemed nonresponsive.

1.2. Background

The City of Hayward, California (the City) is located in Alameda County and is known as the “Heart of the

Bay” because of its central and convenient location to San Francisco, Oakland, and San Jose. It is served by an extensive network of freeways and bus lines and has two BART stations and an Amtrak station. Currently, it is estimated that there are 160,000 residents of the City of Hayward with the City growing by approximately three percent since 2000.

The City is governed by a City Council / City Manager form of government. The City Council is made up of six members plus a mayor that serves as the head of the City Council. The City Council appoints a City

Manager to oversee the City’s twelve departments.

Background Summary

• Population: 162,954

• Current Number of Employees: 831

• Proposed 2026/2027 Annual City Operating Budget (including General Fund): $539.8 M

• Proposed 2026/2027 Annual General Fund Budget: $248.5 M

• Fiscal Year: July 1 – June 30

• Number of Departments: 14

• Governance Structure: City Council / City Manager

• Utility Customers: 34,240

• MOUs: 9

• Housing Units: 49,000

Additional information regarding the City of Hayward may be obtained at: http://www.hayward-ca.gov

Additional information regarding the City of Hayward, including copies of Memoranda of Understanding

(MOU)

https://procurement.opengov.com/portal/hayward-ca http://www.hayward-ca.gov/

Title: Request for Proposal for Professional Consulting Services for Comprehensive Classification & Compensation may be obtained at: https://www.hayward‐ca.gov/your‐government/departments/human‐ resources/mous

1.3. Contact Information

Any administrative questions regarding bidding procedures should be directed to:

Project Contact:

Salina Flores

HR Manager

777 B St.

HR Department

Hayward, CA 94541

Email: salina.flores@hayward-ca.gov

Phone: (510) 583-4593

Procurement Contact:

Rita Perez

Purchasing Manager

777 B Street

Hayward, CA 94541-5114

Email: rita.perez@hayward-ca.gov

Phone: (510) 583-4801

Department:

HR

Department Head:

Ian Tecson

Director of Human Resources

1.4. Timeline

Release Project Date May 20, 2026

Question Submission Deadline June 4, 2026, 4:00pm

Question Response Deadline June 18, 2026, 4:00pm

Submission Deadline June 25, 2026, 4:00pm

Review Period of Proposals June 29, 2026 https://www.hayward/ mailto:salina.flores@hayward-ca.gov tel:(510)583-4593 mailto:rita.perez@hayward-ca.gov tel:(510)583-4801

Title: Request for Proposal for Professional Consulting Services for Comprehensive Classification & Compensation

Contractor Selection Date July 20, 2026

Title: Request for Proposal for Professional Consulting Services for Comprehensive Classification & Compensation

2. Project Details

2.1. Important Instructions for Electronic Submittal

The City of Hayward is accepting electronic bid submissions. Bidders shall create a FREE account with

OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

2.2. General Conditions and Instructions to Bidders

No bid proposals shall be considered by the City of Hayward for RFP No. 26-050 unless submitted in accordance with the following instructions:

It is the responsibility of the bidder to ensure that the bid proposal is received by the City of Hayward prior to the specified bid opening date and time. Proposals received after the deadline will not be accepted.

Late, unlabeled, incomplete, or non-compliant bids—including those not meeting the General

Conditions of this Invitation to Bid—will be rejected. By submitting a response, the bidder acknowledges and agrees to the General Conditions and all terms and conditions contained in this RFP.

All bid proposals must include the company name and address and must be signed by an authorized representative of the company. Signatures must be original or provided via an original signature stamp.

The City of Hayward reserves the right, at its sole discretion, to correct arithmetic or extension errors and to request clarification, as necessary.

If no discount terms are offered, the terms section of the bid form shall state “NET.” Any modifications, corrections, or additions to a bid proposal received after the deadline will not be considered. Telephone or facsimile submissions will not be accepted.

By submitting a response to this Invitation to Bid, the bidder acknowledges and accepts the City of

Hayward’s standard terms and conditions.

2.3. Communication Regarding this RFP

All communication from prospective proposers regarding this RFP must be submitted in the Question &

Answer portal within the City's project posting. Please submit each question SEPARATELY. Questions not submitted separately will be rejected. Communication by telephone or in person will not be accepted. Attempts by or on behalf of a prospective or existing vendor to contact or to influence any member of the selection committee, any member of the City Council, or any employee of the City of

Hayward with regard to the acceptance of a proposal may lead to elimination of that vendor from further consideration.

2.4. Last Day for Questions

All questions must be submitted to the Question & Answer portal within the City's project posting by

4:00 pm Thursday, June 4, 2026. This will allow sufficient time for any addenda to be issued by the City to all bidders. Please submit each question SEPARATELY.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca/projects/258906 https://procurement.opengov.com/portal/hayward-ca/projects/258906

Title: Request for Proposal for Professional Consulting Services for Comprehensive Classification & Compensation

2.5. Modifications

Changes in or additions to the Bid, recapitulations of the work bid upon alternative proposals, or any other modifications of the Bid which is not specifically called for in the contract documents may result in the rejection of the bid as not being responsive to the Bid.

No oral or telephonic modification of any bid submitted will be considered.

2.6. Addenda or Notices

Any addenda or notices issued during the time of bidding shall form a part of the information and specifications issued to bidders for the preparation of their proposals and shall constitute a part of the contract documents. Initials of bidders on the bid form shall reflect receipt of all addenda prior to submittal of the bid.

2.7. Withdrawal of Bid Proposals

Bid proposal may be withdrawn by the bidder prior to the time fixed for the opening of bids but may not be withdrawn for a period of ninety (90) days after the opening of bids. A successful bidder shall not be relieved of the bid submitted without the City's consent or bidder's recourse to Public Contract Code sections 5100 et. seq.

2.8. Award of Contract

The City reserves the right to reject any and all proposals, to contract work with whomever and in whatever manner the City decides, to abandon the work entirely and to waive any informality or non-substantive irregularity as the interest of the City may require and to be the sole judge of selection process. The City also reserves the right to negotiate separately in any manner to serve the best interest of the City. The City retains the right at its sole discretion to select a successful vendor.

2.9. City's Rights Reserved

• The City reserves the right to select the proposal which in its sole judgment best meets the needs of the City. The lowest proposed cost will not be the sole criterion for recommending the contract award. The recommended selection of the evaluation committee is final and subject only to review and final approval by the Steering Committee and the City Council.

• The City reserves the right to reject any or all proposals and to waive technicalities and informalities when such waiver is determined by the City to be in the City’s best interest.

• The City reserves the right to retain all accepted proposals, including proprietary documentation, regardless of which proposal is selected. No proposals will be returned to vendors.

• The City reserves the right to request any supplementary information it deems necessary to evaluate proposer’s experience or qualifications. This may include supplemental financial information, additional interview(s), and/or additional presentation by the proposer.

Title: Request for Proposal for Professional Consulting Services for Comprehensive Classification & Compensation

• The City reserves the right to reconsider any proposal submitted at any stage of the procurement. It also reserves the right to meet with select proposers at any time to gather additional information. Furthermore, the City reserves the right to delete or add functionality

(i.e., modules and components) until the final contract signing.

• The City reserves the right to cancel, in part or in its entirety, this RFP, including, but not limited to: selection schedule, submittal date, and submittal requirements. If the City cancels or revises this RFP, all proposers will be notified in writing by the City.

• The City reserves the right to revise the RFP prior to the date that proposals are due. The City will communicate changes through addendum to this RFP. All registered proposers will be notified of revisions to the RFP. The City reserves the right to extend the date by which the proposals are due.

• The City reserves the right to split the award from this RFP between multiple proposals when such split award is determined to be in the best interests of the City.

• The City reserves the right, in its sole discretion, to reject any and all proposals and to waive informalities and minor irregularities in any proposals received. Failure to furnish all information requested or to follow the format requested herein may disqualify the proposer, in the sole discretion of the City. False, incomplete, misleading or unresponsive statements in a proposal may also be sufficient cause for a proposal’s rejection.

• This RFP does not commit the City to award a contract. All proposals submitted in response to this RFP become the property of the City and public records, and as such, may be subject to public review.

• The City shall not be liable for any pre-contractual expenses incurred by prospective vendors or selected contractors, including but not limited to costs incurred in the preparation or submission of proposals. The City shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this

RFP.

• If the successful proposer defaults, the City may award this RFP to the next best proposal and may recover the loss occasioned by the successful proposer against a surety bond, if any, or by suit against the successful proposer.

• The City reserves the right to cancel, in part or in its entirety, this RFP including, but not limited to: selection procedures, submittal date, and submittal requirements. If the City cancels or revises the RFP, all interested firms will be notified.

• All proposals submitted in response to this RFP become the property of the City and public records and, as such, are subject to public review.

Title: Request for Proposal for Professional Consulting Services for Comprehensive Classification & Compensation

2.10. Protest

Should any proposer question or protest the award of the contract, such question or protest must be furnished in writing to the Purchasing Manager within three (3) calendar days after the City notifies all proposers of its Intent to Award. Such submittal must fully explain the basis of the objection supported by all relevant information facts and details. Letter must be signed by an authorized representative stating specific reason(s) for the protest including all relevant facts (law, rule, regulation, and criteria).

Questions or protests not furnished in writing as prescribed will not be accepted.

2.11. Prevailing Wage

All vendors bidding/quoting on Public Works-Prevailing Wage projects exceeding $15,000 for maintenance and $25,000 for new construction, alteration, installation, demolition or repairs, must be registered with the DIR in order to submit a bid/quote.

Title: Request for Proposal for Professional Consulting Services for Comprehensive Classification & Compensation

3. Scope of Work

3.1. Scope of Work

Project Overview:

A. Project Description: The City desires the following services may be required as part of this project:

o Conduct total compensation salary surveys utilizing the City’s comparator survey agencies;

current comparator agencies may be adjusted during the scope of service at the City’s discretion.

o The consultant will be expected to compile all data related to total cash compensation and total compensation surveys in accordance with each applicable MOU, utilizing appropriate comparator agencies and classifications, and applying best classification and compensation practices to account for lack of available data.

The following salary survey projects are being considered for inclusion in this Request for

Proposal (RFP):

Hayward Association of Management Employees (HAME) SurveyA total compensation survey for up to approximately eighty-eight (88) represented classifications within the

Hayward Association of Management Employees (HAME) to be completed no later than

December 1, 2026.Unrepresented Employees A total compensation survey for all unrepresented classifications to be completed no later than December 31, 2026.

Local 1021 - SEIU Maintenance Survey A total compensation survey that includes all benchmarks for SEIU Maintenance classifications, to be completed no later than December

31, 2026.

Local 1021- SEIU Clerical

▪ A total compensation survey that includes all benchmarks for SEIU Clerical classifications, to be completed no later than December 31, 2026.

Classification and Compensation Services Final Work ProductThe consultant shall provide:

• A table for each position with total cash compensation and total compensation

• Columns identifying each form of compensation offered and the value for each position from each comparable agency

Title: Request for Proposal for Professional Consulting Services for Comprehensive Classification & Compensation

• Identification of the market salary for each City position based on survey results

▪ Definitions

Total Cash Includes:

• Base salary

• Employer-paid member contributions to retirement

• Car allowances

• Employer contributions to deferred compensation programs

• Employer contributions to VEBA

• Educational incentives

• Longevity Pay

• Administrative leave

• Uniform allowance

• Sick and vacation leave

▪ Total Compensation Includes:

• Total cash, plus employer-provided benefits including but not limited to:

o Medical, dental, vision o Short- and long-term disability insurance o Life insurance o Other industry-standard benefits as recommended by the consultant

1. Project Goals: The primary goal of this project is to conduct a comprehensive salary survey and provide recommendations that ensure the City’s classification and compensation structure is equitable, competitive, aligned with organizational needs, and meets MOU standards.

• Specific Goals:

o Identify and analyze a mutually agreed-upon list of comparable agencies o Assess Hayward’s market position relative to comparator agencies o Review MOUs, rules, and charters to support compliance of the salary survey o Deliver defensible findings to support good-faith bargaining

Title: Request for Proposal for Professional Consulting Services for Comprehensive Classification & Compensation o Provide a final report and findings o Support City management and bargaining units as needed

2. Project Deliverables:

a. The project includes the following deliverables:

i. Project Work Plan and Timeline

ii. Identification and validation of comparator agencies

iii. Data collection and verification (salary, specialty pays, compensation elements)

iv. Base salary analysis (min/max/average and market position)

v. Total Compensation Analysis

vi. Internal Equity Review - Identify potential salary issues and recommend alternative solutions

vii. Draft Findings and Recommendations

viii. Final Report

ix. Presentation of Results

Title: Request for Proposal for Professional Consulting Services for Comprehensive Classification & Compensation

4. Evaluation Criteria

The City will review all proposals received as part of a structured evaluation process. For each decision point in the process, the City will evaluate proposers according to specific criteria and will then elevate a certain number of proposers to compete in the next level.

The sole purpose of the proposal evaluation process is to determine which solution best meets the City’s needs. The evaluation process is not meant to imply that one proposer is superior to any other, but rather that the selected proposer can provide and has proposed the best solution and implementation approach for the City’s current and future needs.

A review committee will evaluate all responses to the RFP that meet the submittal requirements and deadline. Submittals that do not meet the requirement or deadline will not be considered. The review committee will rank the proposals and arrange next steps with the finalist prior to selection.

The table below describes the criteria that will be used to review and evaluate proposals. The proposals will be reviewed by City staff. The City reserves the right to select a consultant based on written proposals alone (i.e., without an interview). The City also reserves the right to not select a consultant.

No

Evaluation Criteria Scoring

Metho d

Weight

(Points

1. Proper submittal of ALL documentation as required by this proposal Points

Based

(12.5% of

Total)

2. The greatest benefits to the City as it pertains to: Related experience in the areas covered in the RF

P Points

Based

(12.5% of

Total)

3. Responsiveness of the proposal to the Scope of Work required Points

Based

(12.5% of

Total)

4. Experience of the business and individual members of the business in accomplishing similar services Points

Based

(12.5% of

Total)

5. Organization of proposal and completeness of request Points

Based

(12.5% of

Total)

Title: Request for Proposal for Professional Consulting Services for Comprehensive Classification & Compensation

6. Management approach Points

Based

(12.5% of

Total)

7. Compensation Points

Based

(12.5% of

Total)

8. Other information that may be required or secured Points

Based

(12.5% of

Total)

Title: Request for Proposal for Professional Consulting Services for Comprehensive Classification & Compensation

5. Vendor Submissions

5.1. Proposal Requirements*

Did you read through and confirm that you met all of the proposal requirements including the sections:

A. General Conditions

B. Special Provisions and Specifications

☐ Yes

☐ No

*Response required

5.2. Do you have issue with any particular clause(s) of the City’s standard Professional Services Agreement?*

If any portion of the City’s standard Professional Services Agreement is unacceptable to your firm, please identify the particular clause(s) in a separate letter to the City submitted with your proposal.

*Response required

5.3. Proposal (without Cost Proposal)*

Please Upload your COMPLETE Proposal here. Upload fee proposal separately in the next step.

*Response required

5.4. Separate Cost Proposal*

Confirm that your fee proposal is not attached in your Proposal and is attached separately here.

*Response required

5.5. Local vendor, or minority/women-owned business*

Please state whether you are a local, minority, and/or women-owned business.

*Response required