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RFP

Request for Professional Services Proposals

To Provide a Compensation Study For The Eagle Valley Library District


OVERVIEW

The Eagle Valley Library District (“District”) is located in Eagle County, Colorado.  The District provides service to all of Eagle County with the exception of Vail, Basalt and El Jebel.  The population served is approximately 44,000.  

The District employs 23 full-time and 26 part-time staff members. A copy of the District’s current job descriptions and organizational chart are linked for your reference.

An external compensation study was last completed in 2015.  The new compensation study should review existing positions, pay ranges and benefits for competitiveness in both attracting and retaining a talented pool of candidates and employees.


PERIOD OF PERFORMANCE

The compensation study shall be completed and the final report prepared and presented to the Pay Plan Committee and Library Board of Trustees no later than twelve weeks from the date the agreement is entered into.


SCOPE OF SERVICES

The District anticipates that the study will involve but not be limited to the following tasks:

  • Review of the District’s compensation and benefits with comparable entities including resort-town libraries, government agencies, and local private organizations.
  • Review of the District’s data compared to resort town libraries with cost of living analysis and an explanation of indicators used to determine cost of living.
  • Preparation of a draft report with results of the compensation and benefits analysis including findings, conclusions and recommendations.
  • Presentation of the draft report to the Board of Trustees.
  • Development of a communication plan to inform staff and educate stakeholders.
  • Preparation of a final report with recommendations that are affordable, resourceful and competitive.

QUALIFICATIONS/REQUIRED CONTENT

The consultant is responsible for preparing an effective, clear, and concise proposal. All proposals must contain the following information:

  • A brief cover letter describing the consultant’s organization and services. Address any qualifying statements or comments regarding the proposal. The signed letter should include a paragraph stating that the consultant is unaware of any conflict of interest in performing the proposed work.
  • Consultant’s understanding of the services to be provided.
  • Number of years the consultant has been conducting compensation studies for public entities.
  • Summary of three similar studies conducted for public entities during the past five years. Include client name and contact information for reference purposes.
  • Resumes of experience and education for all staff to be assigned to this project.
  • Description of compensation methodology including study objectives, processes and end products.
  • Detailed work plan which includes an itemization of the tasks to be performed, an estimated number of hours, and an integrated timeline. Also include the communication plan to comparable entities.
  • Detailed list of all data required from library staff and as well as any other library staff assistance that may be needed.
  • Fee proposal and reimbursable expenses. The fee schedule shall include the hourly rate for each personnel category and other additional charges to complete the services required of the contract. Provide a list of any reimbursable expenses that may apply. The District will use the fee proposal in the selection process, reserves the right to negotiate the final fee with the consultant, and will not consider any additional expenses or fees not identified in the proposal.
  • The consultant shall coordinate activities through and report to the Human Resources Director/Business Manager or designee.


Note: The issuance of this solicitation does not constitute an award commitment on the part of the District and the District shall not pay for costs incurred in the preparation or submission of proposals. The District reserves the right to reject any or all proposals or portions thereof if the District determines that it is in the best interest of the District to do so. 

Failure to furnish all information requested or to follow the format requested herein, or the submission of false information, may disqualify the proposer, at the sole discretion of the District. The District may waive any deviation in a proposal. The District’s waiver of a deviation shall in no way modify the RFP requirements nor excuse the successful proposer from full compliance with any resultant agreement requirements or obligations.


KEY CONSIDERATIONS & EVALUATION CRITERIA 

Consultants demonstrated expertise in classification and compensation studies on behalf of clients similar to Eagle Valley Library District.

Perceived ability of the consultant to meet the needs of the District including, but not limited to, ability of the consultant to perform high quality work, costs of services and ability to control costs.

Consultant's availability and accessibility to work within the proposed schedule.

The experience, professional credentials and references of staff assigned to this project.

Consultant's conceptual approach and process related to customer service as well as how the project will be managed and consultant's ability to work effectively with library staff.


PROPOSAL FORMAT AND INSTRUCTIONS 

Consultants who submit a proposal may be required to make a presentation to the Pay Plan Committee. The Pay Plan Committee reserves the right, at their sole discretion, to reject any and all proposals. 

Proposals are to be submitted in completion and must be signed by an official authorized to bind the consultant to its provisions. The proposal must include a statement as to the period during which the proposal remains valid. This period must be at least sixty (60) days.

Proposals must be received by aclarke@evld.org on or before September 30, 2021. NO LATE SUBMITTALS WILL BE ACCEPTED


ASSISTANCE

Questions relative to the development of a proposal or for additional clarification may be emailed to Anne Clarke at aclarke@evld.org

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