RFP 26-053 Compensation-Markeet Study.pdf

REQUEST FOR PROPOSAL

PROFESSIONAL SERVICES FOR CONDUCTING A

COMPENSATION/MARKET STUDY

RFP No. 26-053

Purchasing Department

Phone: (979) 209-5500 ● e-Fax: 800-296-4077

Date Issued:

August 25, 2026

ELECTRONIC or SEALED PROPOSALS DUE:

September 22, 2026 by 2:00 PM CST

RFP 26-053 Professional Services for Conducting a Compensation/Market Study Page 1 of 25

DISCLOSURE REQUIREMENTS

INTRODUCTION

DEFINITIONS, TERMS AND CONDITIONS

GENERAL INFORMATION

INTENT AND SCOPE OF WORK

FORMAT REQUIREMENT

EVALUATION FACTORS

CERTIFICATION AND AUTHORIZATION

STANDARD FORM OF CONTRACT

EXHIBIT C – INSURANCE REQUIREMENTS

CONTENTS

RFP 26-053 Professional Services for Conducting a Compensation/Market Study Page 2 of 25

Chapter 176 of the Texas Local Government Code mandates the public disclosure of certain information concerning persons doing business or seeking to do business with the City of Bryan, including affiliations and business and financial relationships such persons may have with City of Bryan officers. An explanation of the requirements of Chapter 176, applicable forms and a complete text of the new law are available at:

http://www.bryantx.gov/purchasing-services/#vendorethics

If you are unable to obtain such information online, please contact the City of Bryan Purchasing Department, 2611 N. Earl Rudder Fwy, Texas 77803 or call (979) 209-5500.

BY DOING BUSINESS OR SEEKING TO DO BUSINESS WITH THE CITY OF BRYAN, YOU

ACKNOWLEDGE THAT YOU HAVE BEEN NOTIFIED OF THE REQUIREMENTS OF

CHAPTER 176 OF THE TEXAS LOCAL GOVERNMENT CODE AND THAT YOU ARE

SOLELY RESPONSIBLE FOR COMPLYING WITH THEM.

DISCLOSURE OF INTERESTED PARTIES

Section 2252.908 of the Government Code states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $1MM. The disclosure requirement applies to a contract entered into on or after January 1, 2016. The process as implemented by the Texas Ethics Commission is as follows:

1. A business entity must use the application to enter the required information on Form 1295 and print a copy of the form and a separate certification of filing that will contain a unique certification number.

2. An authorized agent of the business entity must sign the printed copy of the form and have the form notarized. The completed Form 1295 and certification of filing must be filed with the city “at the time the business entity submits the signed contract” to the city.

3. The city must notify the Commission, using the Commission’s filing application, of the receipt of the filed Form 1295 and certification of filing not later than the 30th day after the date the contract binds all parties to the contract.

For more information regarding how to file Form 1295, please click on the following link:

https://www.ethics.state.tx.us/filinginfo/1295

DISCLOSURE REQUIREMENTS

RFP 26-053 Professional Services for Conducting a Compensation/Market Study Page 3 of 25 http://www.bryantx.gov/purchasing-services/#vendorethics https://www.ethics.state.tx.us/filinginfo/1295

INTENT

The City is seeking proposals from qualified proposers to conduct a salary/market study for the City of Bryan. This will include a comparison of actual base pay rates, possibly total compensation, for similar positions in identified geographical areas within the State of Texas, surveying approximately 10-12 entities as agreed upon by the client and consultant.

PROPOSALS

In order to ensure a fair and objective RFP process and evaluation, all questions and inquiries related to this Request for Proposal shall be addressed in writing, via the Brazos Valley Online Bidding System (http://brazosbid.ionwave.net/). The deadline for written questions and inquiries is Tuesday, September 15, 2026 at 2:00 PM CST. Contact with any City of Bryan employee or elected official is prohibited without prior written consent from the Purchasing Department or their designee. Offeror(s) contacting any other employee(s) or elected official(s) without prior written consent, risk elimination of their submittal from further consideration.

Electronic responses in the format prescribed herein, shall be uploaded to Brazos Valley Online Bidding System at https://brazosbid.ionwave.net/. Responses will be accepted until 2:00 PM CST on Tuesday, September 22, 2026.

Please note: The City of Bryan is not responsible for high internet traffic or technical issues at or near the submission deadline. Respondents who submit during peak traffic times assume the risk that their response may not be received by the due date and/or time.

Alternatively, if you choose to respond in writing, one (1) original response must be returned in a sealed envelope clearly bearing the RFP name, RFP number, and the name and address of the respondent on the outside of the envelope or package. Sealed responses will be accepted until 2:00 p.m. CST on Tuesday, September 22, 2026 and shall be delivered to the below location and addressed to:

City of Bryan, Purchasing Department Catherine Benavides, Buyer

RFP #26-053

2611 N. Earl Rudder Fwy

Bryan, Texas 77803

Proposals will be publicly acknowledged via Zoom at the scheduled date and time, but the contents will not be read aloud https://us02web.zoom.us/j/84076959007?pwd=ZZn3lp14vJaokhBnlJXVtFQazfd0yT.1 Meeting ID: 840 7695 9007

Passcode: 696160 Dial In: 346 248 7799

The RFP is on file and may be examined online at http://brazosbid.ionwave.net. The city believes that the data contained in this RFP is sufficient for the preparation of an RFP.

Requests for additional information will be considered depending on the RFP timeframe and the availability of the requested information. Such information will be submitted to all known offerors simultaneously.

INTRODUCTION

RFP 26-053 Professional Services for Conducting a Compensation/Market Study Page 4 of 25 http://brazosbid.ionwave.net/ https://brazosbid.ionwave.net/?utm_source=chatgpt.com https://us02web.zoom.us/j/84076959007?pwd=ZZn3lp14vJaokhBnlJXVtFQazfd0yT.1 http://brazosbid.ionwave.net/

Definitions In order to simplify the language throughout this request for qualification, the following definitions shall apply:

CITY OF BRYAN/CITY – A home rule Municipal Corporation of the State of Texas.

CITY COUNCIL – The elected officials of the City of Bryan, Texas, given the authority to exercise such powers and jurisdiction of all City business as conferred by the State Constitution and Laws.

CONTRACT – An agreement between the City and a Supplier to furnish supplies or services over a designated period of time during which repeated purchases are made of the commodity or service specified.

COOPERATIVE AGREEMENT – Any governmental entity(s) that has entered into a joint interlocal purchasing cooperative agreement with the City of Bryan, Texas.

CONSULTANT//OFFEROR/PROPOSER – Organization offering a proposal in response to this RFP.

SERVICE PROVIDER/CONSULTANT/FIRM – The successful Respondent of this RFP request

PARTICIPATING ENTITIES – The City of Bryan and any other local entity who may elect to participate in the future.

RFP – Request for Proposal

Proposals The submitted proposal(s) must be received by the Purchasing Department prior to the time and date specified herein. The mere fact that the proposal was dispatched will not be considered; the Consultant must ensure that the proposal is actually delivered and received on time.

Proposals received after the date and time specified shall be returned unopened and will be considered void and unacceptable. The City of Bryan is not responsible for lateness of mail carrier, etc., and time/date stamp in the Purchasing Department shall be the official time of receipt.

Proposals cannot be altered or amended after the closing date. Alterations made before closing must be initialed by Offeror guaranteeing authenticity. Proposals may not be withdrawn after proposal closing date and Offeror so agrees upon submittal of their proposal.

Proposals will be publicly acknowledged virtually via Zoom at the specified date and time.

The proposals received will be publicly opened but not read aloud. Proposals shall remain

DEFINITIONS, TERMS AND CONDITIONS

RFP 26-053 Professional Services for Conducting a Compensation/Market Study Page 5 of 25 valid for a period of one hundred twenty days (120) days from the date and time of the proposal submission deadline date of the submission deadline date, with the same terms, conditions and negotiated fee schedule.

Proposal must be submitted as instructed in the Introduction on page four (4).

By submitting a proposal, the vendor certifies that he has fully read and understands this “Request for Proposal” and has full knowledge of the scope, quantity, and quality of the services to be furnished and intends to adhere to the provisions described herein. Failure to do so will be at the Offerors own risk, and he cannot secure relief on pleas or error.

Neither law nor regulations make allowance for error of omission or commission on part of Vendors.

Any proposal which does not contain all of the information requested in this RFP will be considered incomplete and may be rejected by the City of Bryan.

The City of Bryan by statute is exempt from State Sales Tax and Federal Excise Tax, and the proposal price shall not include taxes.

The Offeror shall furnish any additional information as the City of Bryan may require. The City of Bryan reserves the right to make investigation of the qualifications of the Offerors as they deem appropriate.

This proposal, when properly accepted by the City of Bryan, shall constitute a contract equally binding between the successful Vendor and the City of Bryan. No different or additional terms, including the vendors’ subscriber agreement, will become part of this Contract with the exception of a Change Order.

This Request for Proposal does not commit the City of Bryan to award a contract, to pay any cost incurred in the preparation of a proposal, or to procure or contract for services.

Successful offeror agrees to extend prices and terms to all entities who have entered or will enter into joint purchasing inter-local cooperation agreement(s) with the City of Bryan.

Reservations The City of Bryan reserves the right to accept or reject any or all proposals as a result of this request, to negotiate with all qualified sources, or to cancel, in part or in its entirety, this Request for Proposal if found in the best interest of the City of Bryan. All proposals become the property of the City of Bryan.

The City of Bryan reserves the right to waive any informalities and technicalities and to accept the offer considered most advantageous in order to obtain the best value for the City. Causes for rejection of a proposal may include but shall not be limited to the Offeror’s current violation of any City ordinance, the Offeror’s current inability to satisfactorily perform the work or service, or the Offeror’s previous failure to properly and timely perform its obligations under a contract with the City. Offeror’s may be disqualified and rejection of proposals may be recommended for any (but not limited to) of the following causes: 1) Failure to use the proposal forms furnished by the City; 2) Lack of signature by an authorized representative on the Certification form; 3) Failure to properly complete the

RFP 26-053 Professional Services for Conducting a Compensation/Market Study Page 6 of 25 proposal; 4) Evidence of collusion among proposers; 5) Omission of uncertified personal or company check as a proposal guarantee (if Bid Bond required); or 6) Any alteration of the language contained within the RFP forms. City of Bryan reserves the right to waive any minor informality or irregularity.

The City reserves the right to retain all proposals submitted and to use any idea in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the Consultant of the terms and conditions contained in this request for proposals, unless clearly and specifically noted in the proposal submitted and confirm in the contract between the City of Bryan and the Consultant selected.

The City of Bryan may conduct reference checks as needed to evaluate proposals. The City may contact those listed, and inclusion of this listing in your proposal is agreement that the City may contact the named reference. The City reserves the right to contact other companies or individuals that can provide information to the City that will assist the City in evaluating the capability of the Consultant.

Reimbursements There is no expressed or implied obligation for the City of Bryan to reimburse responding Consultants for any expenses incurred in preparing proposals in response to this Request for Proposal, and the City of Bryan will not reimburse responding Consultants for these expenses, nor will they pay any subsequent costs associated with the provision of any additional information or presentation, or to procure a contract for these services.

Certification RFPs must be completed and submitted as required in this document. Certification form must be fully completed. Failure to submit the certification form within the sealed RFP will result in the RFP being rejected as non-responsive.

By submitting a RFP, the Offeror’s certifies that he has fully read and understands this "Request for Proposals" and has full knowledge of the scope, quantity, and quality of the services to be furnished and intends to adhere to the provisions described herein. Failure to do so will be at the Offerors own risk, and he cannot secure relief on pleas or error.

Neither law nor regulations make allowance for error of omission or commission on part of Offeror’s.

Communication The City of Bryan shall not be responsible for any verbal communication between any employee of the City or City Official and any potential Consultant. Only written and properly submitted proposals will be considered.

Negotiations During the evaluation process, City of Bryan reserves the right, where it may serve the City of Bryan’s best interest, to request additional information or clarifications from proposers. At the discretion of the City, all Consultant(s) reasonably susceptible of being selected based on criteria set forth in this RFP, may be requested to make oral presentations. Each proposal must designate the person(s) who will be responsible for answering technical and contractual questions. Preliminary negotiations may be conducted with responsible Offeror(s) who submit proposals that are reasonably

RFP 26-053 Professional Services for Conducting a Compensation/Market Study Page 7 of 25 susceptible of being selected. At the discretion of the City, all Offeror(s) reasonably susceptible of being selected based on criteria set forth in this RFP may be given an opportunity to make a presentation and/or interview with the Selection Committee.

Firms will be ranked in order of preference and final contract negotiations will begin with the top ranked Firm. Should negotiations with the highest ranked Firm fail to yield a contract, or if the Firm is unable to execute said contract, negotiations will be formally ended and then commence with the second highest ranked Firm, etc.

Cooperative Agreements Successful Offeror agrees to extend prices and terms to all governmental entities that has entered into, or will enter into, joint purchasing interlocal cooperation agreements with the City of Bryan.

Disclosure At the public opening, there will be no disclosure of contents to competing Firms, and all proposals will be kept confidential during the negotiation process. Except for trade secrets and confidential information which the Firm identifies as proprietary, all proposals will be open for public inspection after the contract award. Proprietary information must clearly be identified by typing the word “CONFIDENTIAL” in bold fourteen (14) point font on the bottom margin and indicate what information is protected.

Legislative Acts Pursuant to Texas Government Code 2252.152, contracts with companies engaged in business with Iran, Sudan, or foreign terrorist organizations are prohibited; a governmental entity may not enter into a governmental contract with a company that is identified on a list prepared and maintained under Government Code Sections 806.051, 807.051, or 2252.153.

Pursuant to Government Code 2270.002, a governmental entity may not enter into a contract with a company for goods or services unless the contract contains written verification the company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the contract.

Basic Safeguarding of Consultant’s Information Systems A. The Consultant shall apply basic safeguarding requirements and procedures to protect the Consultant’s information systems whenever the information systems store, process or transmit any information, not intended for public release, which is provided by or generated for the City. This requirement does not include information provided by the City to the public or simple transactional information, such as that necessary to process payments. These requirements and procedures shall include, at a minimum, the security control requirements “reflective of actions a prudent business person would employ” which are outlined in the Federal Acquisition Regulations FAR 52.204- 21(b) and codified in the Code of Federal Regulations at 48 C.F.R. § 52.204-21(b) (2016).

RFP 26-053 Professional Services for Conducting a Compensation/Market Study Page 8 of 25

B. Consultant shall include the substance of this clause in subcontracts under this contract (including subcontracts for the acquisition of commercial items other than commercially available off-the-shelf items) in which the subcontractor may have City contract information residing in or transiting through its information system.

If Proposal Results in a Contract, the Following Terms and Conditions Will Apply:

Proposers should be aware that the RFP and the contents of the successful proposal will become a part of any subsequent contractual document that may arise from this RFP. In case of discrepancy between the RFP and the Offeror’s proposal, the RFP will rule.

Award of the contract shall be based on demonstrated competence and qualifications, so long as the professional fees are consistent with, and not higher than the published recommended practices and fees of the various professional associations and do not exceed any maximums provided by state law.

The contract will remain firm for a minimum twelve (12) month period from the date of contract award.

The opportunity for City of Bryan to enter into contract with the successful Offeror(s) will remain open for a period of ninety (90) days from the date and time of the proposal submission deadline date, with the same terms, conditions and negotiated fee schedule.

The City of Bryan will not accept any contract terms that require pre-payment for services, supplies or equipment. Limited exceptions may be considered for operating leases or software maintenance and support agreements. Software maintenance and support fees may not be assessed for any system that is not installed, operational and available for use by the City of Bryan.

No oral statement of any person shall modify or otherwise change, or affect the terms, conditions, or specifications stated in the resulting contract. All Change Orders to the contract will be made in writing by the Purchasing Department for the City of Bryan.

Should there be a change in ownership or management, the Contract shall be cancelled unless a mutual agreement is reached with the new owner or manager to continue the contract with its present provisions and prices. This Contract is nontransferable by either party.

Payment will be made in accordance with a negotiated fee schedule.

All invoicing shall be submitted in duplicate to the City of Bryan. If invoices are subject to cash discount, discount period is to be taken from the date of completion of order or date of receipt of invoice, whichever occurs last regardless of whether or not correct discount terms appear on invoice. All invoices are to be paid in full within 30 days after satisfactory delivery of services and billing.

RFP 26-053 Professional Services for Conducting a Compensation/Market Study Page 9 of 25

No public official or City employee shall enter into a contract with the City that violates Local Government Code, Section 171.003.

Offerors are advised that all contracts are subject to all legal requirements provided in the City Charter and applicable City Ordinances, State, and Federal Statutes.

This Request for Proposal includes the City’s Standard Form of Agreement Contract. The Firm should review this agreement thoroughly. If Firm has any exceptions to the standard terms and conditions, Firm must identify any provision they are not prepared to satisfy in their proposal submission. The enclosed “Certification Authorization Acknowledgment” Form must be properly executed and provided with the sealed proposal indicating the Firm’s willingness to execute the City’s Standard Form of Agreement Contract.

The City of Bryan operates and is funded on a fiscal year basis; accordingly, the City of Bryan reserves the right to terminate, without liability, any contract for which funding is not available.

Addenda In the event of a needed change in the published RFP documents, it is understood that all the foregoing terms and conditions and all performance requirements will apply to any published addendum. All published addenda shall be signed and included with your response package as acknowledgement of the addendum. Firms are responsible for obtaining all published addenda from the City of Bryan on-line bid system at brazosbid.ionwave.net or from the City of Bryan Purchasing office. The City assumes no responsibility for the Firms failure to obtain and/or properly submit any addendum. Failure to acknowledge and submit any addendum may be cause for the proposal to be rejected.

The City’s decision to accept or reject any particular proposal due to a failure to acknowledge and submit addenda shall be final.

RFP 26-053 Professional Services for Conducting a Compensation/Market Study Page 10 of 25

Background The City of Bryan is located in central Texas Brazos County between Austin and Houston.

The City of Bryan was incorporated in 1872. The original square-mile town site now consists of more than 53.8 square miles. Based upon the most recent population estimates, Bryan has a population of 92,210. The community also is home to Texas A & M University and Blinn College, which when combined, includes over 80,000 college students.

The City of Bryan is a home-rule city that operates under the Council-Manager form of government. The City provides a full range of municipal services as prescribed by statute or charter. These services include police, fire and emergency medical services, parks and recreational facilities, library services, street maintenance and construction, public improvements, general administrative services and electrical, water, sewer, and sanitation systems.

City Charter, Council minutes, Budget information, maps and a wealth of miscellaneous information about the City of Bryan can be found online at www.bryantx.gov.

GENERAL INFORMATION

RFP 26-053 Professional Services for Conducting a Compensation/Market Study Page 11 of 25 http://www.bryantx.gov/

RFP #26-053 – COMPENSATION/MARKET STUDY

1. Scope of Services

1.1. Conduct a salary/market study for the City of Bryan. This will include a comparison of actual base pay rates, possibly total compensation, for similar positions in identified geographical areas within the State of Texas, surveying approximately 10-12 entities as agreed upon by the client and consultant. This scope of service may include a comprehensive analysis of the results of the survey and additional recommendations, an option to be priced separately.

1.2. Categories to be included:

• General City Positions Supervisory/Managerial Professional/Exempt Specialties Business Operations/Administrative Technical Operations/Skilled Labor

• Electric Utility Positions Supervisory/Managerial Professional/Exempt Specialties Technical Operations/Skilled Labor

• Sworn Fire and Police Positions

Pricing should include options for a complete survey to include all categories, or proposals for single categories can be submitted as well. Separate proposals for general city positions, electric utility positions, and/or sworn police and fire may be submitted.

1.3. City Positions, Electric Utility Positions, Police/Fire Positions Approximately 30-40 General City Positions in departments such as finance, legal, human resources, administrative, field operations, water/wastewater, public works, information technology, planning & development, and parks & recreation.

Approximately 20-30 Electric Utility Positions in distribution, transmission, production, energy management, and customer service. Up to ten (10) sworn police and fire positions.

1.4. Consult with City to determine any current projected issues with the current compensation program and hiring challenges to finalize positions to include in survey. A preliminary listing of positions to be surveyed has been identified by City.

Work with City to prepare and/or finalize appropriate job summaries to be included for matching within the survey, finalize survey population and participants (with a minimum of 10 and maximum of 12 entities in each category).

INTENT AND SCOPE OF WORK

RFP 26-053 Professional Services for Conducting a Compensation/Market Study Page 12 of 25

Conduct surveys including direct contact with entities, follow up to ensure timely completion of surveys, and compile data received into a final report. Utilize current salary information (2026) as relevant. Note any discrepancies in salaries (such as aged information, recent pay plan changes if relevant to the final results). Include geographical differentials, as relevant.

Compile the results of the survey to include comparisons at the job summary level, as appropriate, and note where matches are less than 70% or where blended positions are utilized for a match.

Provide a written report to include information on the survey methodology and how the wages and salaries paid in City compares to other entities in the area and the industry.

Following completion of the compensation/market study, provide a final report and conduct an overview (in person) with Human Resources and key leaders within the organization to review the report of findings and general recommendations.

The optional scope of services, to be priced separately, for recommendations should include: current competitive levels within the markets/categories defined, potential risks and issues related to recruitment and retention of these positions, and potential implementation strategy for updating the current salary structure, with specific emphasis on hard to fill, critical positions. Identification of a 3-5 year plan to focus on future workforce planning, salary budgets, and other key factors trending in specific job markets.

Provide costs for each phase and segment of the survey, with alternative pricing included if City personnel takes on responsibility for task.

Timetable for the Compensation/Market Study shall be included in the proposal with anticipated completion of the project within 60-90 days.

The City will provide:

• Copies of current salary structures and pay ranges

• Copies of all relevant job descriptions

• Copies of citywide pay policies, as needed

• Access to in-house HR personnel to discuss procedures and policies and to serve as liaison to the successful consultant.

RFP 26-053 Professional Services for Conducting a Compensation/Market Study Page 13 of 25

Responses to the following items will be used for proposal evaluation. Proposals which do not contain responses to each of the requirement items will be considered incomplete and may be rejected by the City of Bryan.

Proposal documents should provide a straightforward, concise description of the Consultant’s capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness, clarity of content, and conveyance of the information requested by the City of Bryan. The requirements stated do not preclude Offerors herein from furnishing additional reports, functions, and costs as deemed appropriate.

To facilitate the review of the responses, Consultant shall follow the described proposal format:

TAB A Qualifications and experience

1. Briefly introduce your Firms, providing a summary of the administration, organization and staffing of your Firm, including multiple offices, if applicable. Provide an organizational chart indicating the positions and names of the core management team which will undertake this engagement.

2. If your Firm has multiple office locations, specify which location you propose to service our account.

3. Describe the experience of the Consultant in the last thirty six (36) months in performing services in similar size and scope. Particular emphasis will be placed on Firms that have performed compensation studies for municipalities.

4. Identify the project manager and each individual who will work as part of this engagement. Include resumes for each person to be assigned. Include any professional designations and affiliations, certifications and licenses, etc.

5. Describe the organization of the proposed team, detailing the level of involvement, field of expertise, and estimated hours for each member of the team.

6. Describe what municipal staff support you anticipate for the project.

7. Identify the number and type of compensation studies presently being conducted by the Firm.

8. Address any performance related litigation that your Firm may be, or has been, involved in over the last five (5) years.

9. Identify if your Firm has had any contracts terminated due to non-performance over the last five (5) years.

10. Identify adverse actions sanctioned by any regulatory authorities over the last five (5) years.

FORMAT REQUIREMENT

RFP 26-053 Professional Services for Conducting a Compensation/Market Study Page 14 of 25

TAB B Rates and expenses

1. Provide a proposed fee schedule. Express your administrative fee in lump sum not-to-exceed maximum amount and a separate price for travel and related expenses.

2. Indicate your specific expectations concerning reimbursement for travel, per diem expenses, printing, video conferences, and other incidental expenses for the Firm.

3. Firm shall incur no travel or related expenses chargeable to the City without prior approval by an authorized City representative.

4. Related expenses chargeable to the City, such as supplies, printing, binders, etc. shall be passed through at Consultant’s cost. Related expenses shall not include postage, copies, telephone toll charges, or other charges incurred in the normal course of business and shall not be charged.

5. Expenses not specifically listed will not be considered reimbursable.

TAB C Project time-line

1. Proposals must include a time-line that includes as a minimum, each decision point and milestones for each step of the process.

2. Proposals must provide chronological time-line of each task or event and the estimated time required to complete the engagement.

TAB D Project Design and Methodology including technical approach and understanding of the scope of the project.

1. Proposals must indicate a clear understanding of the scope of the work, including a detailed project plan for this engagement outlying major tasks and responsibilities, time frames, and staff assigned for each category of the scope of work identified above.

2. Proposals shall identify progress reports that will be made available during the process and key decision points.

3. Proposals shall clearly distinguish the Firms’ duties and responsibilities and those of the City. Absence of this distinction shall mean the Firm is assuming full responsibility for all tasks.

TAB E References Provide references for similarly successful projects from three government agencies, including the name of the agency, contact name, telephone, fax and email address.

TAB F Purchasing Required Forms

Certification page, acknowledgement of any Addenda issued and a statement of willingness to sign the City’s Standard Form of Agreement.

RFP 26-053 Professional Services for Conducting a Compensation/Market Study Page 15 of 25

The City of Bryan will review all proposals to determine compliance with the requirements as specified in the RFP. Only proposals which, in the opinion of the Selection Committee, meet the requirements of the RFP will be further evaluated.

Proposals that pass the preliminary review will be evaluated on how well the proposal meets the needs of the City of Bryan as described in the Firm’s response to each requirement listed in the RFP. The Selection Committee will review all written proposals that meet the minimum requirements and will select what it deems to be the top two to four proposals for further review. It is important that the responses be clear and complete so that the Selection Committee can adequately understand all aspects of the proposals.

After receipt of proposals, the City of Bryan will use the following criteria in the selection process:

Selection Criteria: (Firm may submit additional information relevant to the Selection Criteria listed below. Failure to submit all required documentation in the following order may lead to the rejection of the Proposal.)

DESCRIPTION PERCENTAGE

VALUE

TAB A

Qualifications and Experience: The Consultant’s experience and qualifications of the personnel assigned to provide the services listed under the scope of services.

30%

TAB B Rates and Expenses (associated costs identified for each phase and segments). 15%

TAB C

Project Time-Line: The Consultant’s plan and process for successfully completing the study, including the timeline’s ability to meet the City’s project schedule.

30%

TAB D

Project design and methodology including technical approach and understanding of the scope of the project, and management approach and philosophy on compensation plans.

20%

TAB E References 5%

TAB F Purchasing Required Documents (no percentage value however, required for a complete proposal 0

EVALUATION FACTORS

RFP 26-053 Professional Services for Conducting a Compensation/Market Study Page 16 of 25

The undersigned certifies that he has fully read RFP #26-053 and understands this "Request for Proposal" and has full knowledge of the scope, quantity, and quality of the services to be furnished including the Texas Ethics Commission Certificate of Interested Parties Form 1295 and intends to adhere to the provisions described herein.

The undersigned also affirm that they are duly authorized to submit this proposal, that this proposal has not been prepared in collusion with any other Vendor, and that the contents of this proposal have not been communicated to any other Vendor prior to the official opening of this proposal. Additionally, the undersigned affirms that the Firm is willing to sign the enclosed Standard Form of Agreement Contract.

By signing below, the FIRM certifies that neither the signatory, nor any co-owner of the FIRM, is related to a member of the City Council of the City of Bryan within the third degree of consanguinity (blood) or within the second degree of affinity (marriage).

Signed By: Title:

Printed Name: Company Name:

Phone No.: Fax No.:

Email:

Proposal Address:

P.O. Box or Street City State Zip

Order Address:

Remit Address:

Federal Tax ID No.:

Date:

Payment Notice: The City of Bryan has partnered with PaymentWorks to automate our vendor management process for payments related to goods and services provided to the city. This protects the financial information of our payees, eliminates payment fraud, and ensures regulatory compliance.

All new vendors and/or vendor updates must be invited to register by the City of Bryan through the PaymentWorks secure site. Existing vendors will be invited to register over the next several months but this will not preclude conducting business prior to registration through PaymentWorks. For more information, please contact us at VendorInfo@bryantx.gov

CERTIFICATION AND AUTHORIZATION

RFP 26-053 Professional Services for Conducting a Compensation/Market Study Page 17 of 25 mailto:VendorInfo@bryantx.gov

CONTRACT FOR

COMPENSATION/MARKET STUDY

This Contract, dated , 2026 is between the City of Bryan, a Texas home-rule municipal corporation (City) and CONSULTANT, a STATE OF CORPORATION (CONSULTANT). City and Consultant, in consideration of the mutual covenants set forth herein, agree as follows:

1. Scope of Services

The Consultant agrees to provide salary and market study consulting services in response to RFB #26-053, incorporated herein by reference. The services are more particularly described in the Scope of Work and Specifications in attached Exhibit A.

2. Payment

The City shall pay the Consultant as set forth in attached Exhibit B. Except in the event of a duly authorized change order, approved by the City in writing, the total cost of all services provided under this Contract may not exceed $XXX,XXX.

3. Time of Performance

A. All work and services provided under this Contract must be completed by Month Date, Year.

B. Time is of the essence of this Contract. The Consultant shall be prepared to provide the services in the most expedient and efficient manner possible in order to complete the work by the time specified in Section 3.A.

4. Warranty, Indemnification, and Release

A. As an experienced and qualified Consultant, the Consultant warrants that the services provided by the Consultant reflect high professional and industry standards, procedures, and performances. The Consultant warrants that the performance of all services under this Contract will be pursuant to a high standard of performance in the profession. The Consultant warrants that the Consultant will exercise diligence and due care and perform in a good and workmanlike manner all of the services pursuant to this Contract. Approval of the City shall not constitute, or be deemed, a release of the responsibility and liability of the

STANDARD FORM OF CONTRACT

RFP 26-053 Professional Services for Conducting a Compensation/Market Study Page 18 of 25

SAMPLE

Consultant, its employees, agents, or associates for the exercise of skill and diligence to promote the accuracy and competency of their services, nor shall the City's approval be deemed to be the assumption of responsibility by the City for any defect or error in the services provided by the Consultant, its employees, associates, agents, or subcontractors.

B. The Consultant shall promptly correct any defective services provided by the Consultant at no cost to the City. The City's approval, acceptance, use of, or payment for, all or any part of the Consultant’s services hereunder or of the scope of work itself shall in no way alter the Consultant’s obligations or the City's rights hereunder.

C. In all activities or services performed hereunder, the Consultant is an independent contractor and not an agent or employee of the City. The Consultant and its employees are not the agents, servants, or employees of the City. As an independent contractor, the Consultant shall be responsible for the services and the final work product contemplated under this Contract. Except for materials furnished by the City, the Consultant shall supply all materials, equipment, and labor required for the services to be provided under this Contract. The Consultant shall have ultimate control over the execution of the services.

The Consultant shall have the sole obligation to employ, direct, control, supervise, manage, discharge, and compensate all of its employees or subcontractors, and the City shall have no control of or supervision over the employees of the Consultant or any of the Consultant’s subcontractors.

D. The Consultant must at all times exercise reasonable precautions on behalf of, and be solely responsible for, the safety of its officers, employees, agents, subcontractors, licensees, and other persons, as well as their personal property, while in the locations where services are performed. It is expressly understood and agreed that the City shall not be liable or responsible for the negligence of the Consultant, its officers, employees, agents, subcontractors, invitees, licensees, and other persons.

E. Responsibility for damage claims (indemnification): Consultant shall defend, indemnify and save harmless the City and all its officers, agents, and employees from all suits, actions, or claims of any character, name and description brought for or on account of any injuries or damages received or sustained by any person or persons or property resulting from the Consultant’s negligent performance of the work, or by or on account of any claims or amounts recovered under the Workmen’s Compensation Law or any other law, ordinance, order or decree, and his sureties shall be held until such suit or suits, action or actions, claim or claims for injury or damages as aforesaid shall have been settled and satisfactory evidence to the effect furnished the City. Consultant shall defend, indemnify and save harmless the City, its officers, agents and employees in accordance with this indemnification clause only for that portion of the damage caused by Consultant’s negligence.

F. Release. The Consultant releases, relinquishes, and discharges the City, its officers, agents, and employees from all claims, demands, and causes of action of every kind and character, including the cost of defense thereof, for any injury to, sickness or death of the Consultant or its employees and any loss of or damage to any property of the Consultant or its employees that is caused by or alleged to be caused by, arises out of, or is in connection with the Consultant negligent performance of the work. Both the City and the Consultant expressly intend that this release shall apply regardless of whether said claims, demands, RFP 26-053 Professional Services for Conducting a Compensation/Market Study Page 19 of 25 and causes of action are covered, in whole or in part, by insurance.

5. Termination

A. The City may terminate this Contract at any time upon thirty (30) calendar days’ written notice. Upon the Consultant’s receipt of such notice, the Consultant shall cease work immediately. The Consultant shall be compensated for the services satisfactorily performed prior to the termination date.

B. If, through any cause, the Consultant fails to fulfill its obligations under this Contract, or if the Consultant violates any of the agreements of this Contract, the City has the right to terminate this Contract by giving the Consultant five (5) calendar days’ written notice. The Consultant will be compensated for the services satisfactorily performed before the termination date.

C. No term or provision of this Contract shall be construed to relieve the Consultant of liability to the City for damages sustained by the City because of any breach of contract by the Consultant. The City may withhold payments to the Consultant for the purpose of setoff until the exact amount of damages due the City from the Consultant is determined and paid.

6. Insurance Requirements

Consultant agrees to have and maintain the policies set forth in the insurance requirements attached as Exhibit C. All policies, endorsements, certificates, and/or binders shall be subject to approval by the City as to form and content. These requirements are subject to amendment or waiver only if so approved in writing by the City. A lapse in any required coverage shall be a breach of this Contract.

7. Governmental Contract Requirement

Consultant verifies that it is not engaged in business with Iran, Sudan, or a foreign terrorist organization, as prohibited by Section 2252.152 of the Texas Government Code.

8. Miscellaneous Terms

A. This Contract has been made under and shall be governed by the laws of the State of Texas. The parties agree that performance and all matters related thereto shall be in Brazos County, Texas. Venue for any disputes arising under this Contract shall be in the court of competent jurisdiction in Brazos County, Texas.

B. Notices shall be mailed to the addresses designated herein or as may be designated in writing by the parties from time to time and shall be deemed received when sent postage prepaid U.S. Mail to the following addresses:

RFP 26-053 Professional Services for Conducting a Compensation/Market Study Page 20 of 25

The City of Bryan Consultant Attn: Kari French Attn: Name PO Box 1000 Mailing Address Bryan TX 77805 City State Zip Code

Email Address

C. No waiver by either party hereto of any term or condition of this Contract shall be deemed or construed to be a waiver of any other term or condition or subsequent waiver of the same term or condition.

D. This Contract represents the entire and integrated agreement between the City and the Consultant and supersedes all prior negotiations, representations, or agreements, either written or oral. This Contract may only be amended by written instrument approved and executed by the parties.

E. This Contract and all rights and obligations contained herein may not be assigned by the Consultant without the prior written approval of the City.

F. The Consultant, its agents, employees, and subcontractors must comply with all applicable federal and state laws, the charter and ordinances of the City of Bryan, and with all applicable rules and regulations promulgated by local, state, and national boards, bureaus, and agencies. The Consultant must obtain all necessary permits and licenses required in completing the work and providing the services required by this Contract.

G. The exhibits attached to this Contract are incorporated herein and shall be considered part of this Contract. In the event of a conflict between this Contract and any exhibits to this Contract, the provision of this Contract shall prevail.

H. The Consultant shall apply basic safeguarding requirements and procedures to protect the Consultant’s information systems whenever the information systems store, process or transmit any information, not intended for public release, which is provided by or generated for the City. This requirement does not include information provided by the City to the public or simple transactional information, such as that necessary to process payments. These requirements and procedures shall include, at a minimum, the security control requirements “reflective of actions a prudent business person would employ” which are outlined in the Federal Acquisition Regulations FAR 52.204-21(b) and codified in the Code of Federal Regulations at 48 C.F.R. § 52.204-21(b) (2016) as amended. Consultant shall include the substance of this subsection in subcontracts under this contract in which the subcontractor may have City contract information residing in or transiting through its information system.

I. The parties acknowledge that they have read, understood, and intend to be bound by the terms and conditions of this Contract.

[Signature Page Follows]

RFP 26-053 Professional Services for Conducting a Compensation/Market Study Page 21 of 25

CITY OF BRYAN:

PREPARED AND RECOMMENDED: APPROVED:

Kari French, Human Resources Director Bobby Gutierrez, Mayor

APPROVED FOR PROCESSING: ATTEST:

Lindsey Guindi, Assistant City Manager Melissa Brunner, City Secretary

APPROVED AS TO FORM: Date:

Thomas A. Leeper, City Attorney

APPROVED FOR COUNCIL:

Andrew Nelson, City Manager

CONSULTANT:

By:

Printed Name:

Title:

Date:

RFP 26-053 Professional Services for Conducting a Compensation/Market Study Page 22 of 25

EXHIBIT C

Insurance Requirements

Consultant shall procure and maintain for the duration of this contract insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, his agents, representatives, employees, or sub–contractors.

If the Consultant fails to maintain the required insurance, the City shall have the right to cancel the contract or no payments will be made to Consultant until satisfactory evidence of insurance is received.

MINIMUM SCOPE AND LIMIT OF INSURANCE

Coverage shall be at least as broad as:

1. Commercial General Liability (CGL). Consultant shall maintain CGL insurance with a limit of not less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or CG 25 04) or the general aggregate limit shall be twice the required occurrence limit.

1.1 CGL insurance shall be written on ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, products-completed operations, property damage, bodily injury, and personal and advertising injury, and liability assumed under an insured’s contract.

1.2 The City, its officers, officials, employees, and volunteers are to be covered as additional insureds with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts or equipment furnished in connection with such work or operations. This can be provided in the form of an endorsement to the Consultant’s insurance.

2. Business Automobile Liability (AL). Consultant shall maintain automobile liability with a limit not less than $1,000,000 per accident for bodily injury and property damage.

2.1. Such insurance shall cover liability arising out of any auto (including owned, hired, and non-owned autos).

2.2. Coverage shall be written on ISO form CA 00 01, CA 00 08, CA 00 09.

3. Workers’ Compensation (WC). Consultant shall maintain workers’…