Project Information

Bid Title

RFP-25-26-040-Compensation Study

Issuing Agency

City of Danville

Location

Virginia

Published Date

Nov 4, 2025

Closing Date

Dec 2, 2025

Government Level

State & Local

Status

Closed

Ref. #

25-26-040

Original Source

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Bid Documents

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Project Description

Bid Number:	25-26-040
Bid Title:	RFP-25-26-040-Compensation Study
Category:	Purchasing Miscellaneous Bids
Status:	Open

Description: RFP-25-26-040-"Compensation Study" Publication Date/Time: 11/4/2025 12:00 AM Closing Date/Time: 12/2/2025 4:00 PM Contact Person: Carol Henley Purchasing Director 427 Patton Street Danville, VA 24541 Phone: 434-799-6528 Option 4 Fax: 434-799-5102 E-Mail: purchasing@danvilleva.gov Related Documents: 25-26-040-Compensation Study

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REQUESTS FOR PROPOSALS

Proposal No RFP 25-26-040

Title:

“Compensation Study “

Last Day for

Questions:

Proposal Closing

Date:

Direct Bidding

Procedures

Inquiries to:

Project Owner:

Email questions to purchasing@danvilleva.gov by no later than

Friday, November 21, 2025, by 5:00 PM.

Sealed proposals shall be accepted no later than Tuesday,

December 2, 2025, at 4:00 PM.

Mail or Hand-Deliver to:

Purchasing Department

427 Patton Street, Room 304

Danville, VA 24541

Electronic Proposals will be accepted on eVA

(www.eva.virginia.gov)

Carol Henley, VCA, CPPO

Director of Purchasing

(434) 799-6528

purchasing@danvilleva.gov

Sara Weller, Director of Human Resources

Sara.weller@danvilleva.gov

RFP 25-26-040

“Compensation Study”

1.0 Intent

The City of Danville is seeking a firm to conduct a comprehensive compensation study.

1.1 Submit invoice(s) to:

City of Danville

Accounts Payable

PO Box 3300

Danville, VA 24543

Attention : Sara Weller, Director of Human Resources

1.2 Deadline

Sealed Proposals shall be submitted no later than Tuesday, December 2, 2025,

at 4:00 PM to:

City of Danville

Purchasing Department

Attn.: Carol Henley, Director of Purchasing

427 Patton Street, Room 304

Danville, VA 24541

Proposals will not be accepted both electronically and on paper. The bid with the

latest time stamp received prior to the due date and time will be evaluated for each

Bidder.

1.3 Proposal Inquiries: The last day for questions will be Friday, November 21, 2025,

until 5:00 PM. Email: Carol Henley at purchasing@danvilleva.gov

1.4 Owner’s Representative: Sara Weller, Director of Human Resources

Sara.weller@danvilleva.gov

2.0 SCOPE OF WORK

The City’s classification and compensation system was last reviewed and updated in 2023.

The project includes a review of the City’s current system, a market study and analysis of

comparable public and private sector positions, recommendations for changes and

improvements to the compensation system and policies governing it, and a cost analysis with

recommendations for implementing changes to the system. The City’s current compensation

structure contains assigned pay grades with a minimum, midpoint, and maximum, with the

market rate set at the minimum. The City’s classification system has been maintained and

kept up to date since the last review. However, classifications should be reviewed, as

RFP 25-26-040

“Compensation Study”

necessary, to ensure the compensation study is successful and results in a competitive pay

structure. The City utilizes pay-for-performance.

The City’s objectives include updating its current compensation system to:

1. Attract and retain qualified employees.

2. Ensure positions performing similar work with essentially the same level of complexity,

responsibility, and required education, knowledge, skills, and abilities are classified

together.

3. Provide salaries commensurate with assigned duties.

4. Maintain a competitive position with other comparable government entities and private

employers; and,

5. Review the current pay philosophy and practices for competitiveness and analyze the

lowest minimum salary within the system to determine if it continues to produce a living

wage.

At a minimum, the firm selected is expected to:

1. Review the City’s current compensation plan and understand current challenges with

recruiting and retaining employees.

2. Meet with each department director and appropriate departmental staff to understand

departmental recruitment and retention challenges as they relate to compensation,

general hierarchy, and classification structure.

3. Review specific classification groupings, conduct a job analysis (if needed), review

position placement within the compensation system, and recommend appropriate

changs for groups that are identified as having possible misalignment (e.g.,

administrative positions).

4. Identify and recommend comparable labor markets, including both public and private

sector employers, for a compensation survey. The recommendations should be

provided prior to implementation of the study for approval by City administration.

5. Develop and conduct a comprehensive compensation survey for City positions.

6. Review the current compensation structure and recommend appropriate changes to

salary ranges for each position based on the classification plan, compensation survey

results, and internal relationships and equity.

7. Review and update the City’s current salary structure using the results of the survey

and best practices.

8. Develop new or recommend changes to current policy to assist City staff with

determining the starting pay for new employees based on knowledge and experience

RFP 25-26-040

“Compensation Study”

above the minimum requirements of the positions, how difficult the position is to fill,

and market competitiveness.

9. Recommend implementation strategies including calculating the cost of implementing

changes to the plan with current employees, if necessary, and the future impact of the

recommended changes.

10. Identify any unique current individual or group compensation inequities and provide a

recommended corrective action plan and process to remedy these situations.

11. Create updated job clarifications and structure documents, as appropriate.

12. Recommend and provide implementation strategies related to other key compensation

practices, based on market demands, including pay for performance, skill pay, special

assignment pay, certification pay, etc.

13. Provide system documentation and computer formats/software to administer the pay

plan.

14. Provide recommendations for the ongoing internal administration and maintenance of

the proposed compensation plan.

15. Review the current methods and forms for new classifications and guidelines for adding

them to the compensation system appropriately to ensure continued relevancy.

16. Conduct a compression analysis and include recommendations for addressing

concerns and the cost for doing so, with the understanding that the City utilizes pay for

performance and pay is individualized.

17. Provide comprehensive training to identified members of City staff to ensure the new

system can be explained and administered appropriately in the future.

18. Provide the Human Resources Director with regular updates regarding the project

status.

19. Conduct and lead meetings with City administration and/or City Council as required at

specific milestones (to be determined based on project plan) and at the end of the

project.

20. Create letters and other necessary communication templates for sharing survey results

with employees.

21. Provide and adhere to a project timeline agreed to by the City.

Optional Services- City would like pricing on the following services if they were not included

in the compensation study:

1. Firm shall quote option of a comprehensive benefit survey with the compensation

study.

RFP 25-26-040

“Compensation Study”

2. Firm shall quote optional services that may not be identified with the scope of work but

support the objectives of the project

3.0 SUPPLEMENTAL GENERAL CONDITIONS

3.1 Compliance: The Contractor shall comply with the provisions of the following:

This procurement process is governed by the "PROCUREMENT CODE OF THE

CITY OF DANVILLE, VIRGINIA". Copies of the Procurement Code may be obtained

by writing the City of Danville, Purchasing Department, PO Box 3300, Danville,

Virginia 24543

3.2 Award:

A selection committee shall review the proposals submitted. After each proposal has

been evaluated, short-listing procedures will narrow the list of candidates to the best

qualified firms. These firms may then be invited to an interview, at which time each

will be expected to conduct a presentation on their proposal and to answer the

questions of the selection committee. The committee reserves the right to select the

best qualified firm without conducting an interview.

The City reserves the right to reject any proposals submitted and to waive any

informality in them. The right is also reserved to award the contract where it appears

to be in the best interest of the City of Danville. The right is also reserved to negotiate

with multiple firms. The City is not responsible for reimbursement of any costs

associated with work undertaken by the Firm to respond to this RFP.

3.3 Evaluation

Vendors will be evaluated on:

• Experience and history of the vendor in the areas covered by the RFP- samples

of work should be provided

• Specific knowledge and actual experience with the City of Danville’s current

compensation and classification systems and pay practices

• Project team experience with Virginia local government compensation systems

including conducting market studies, analysis, and implementations

• Cost of the services to be provided

• The overall qualifications, experience, and availability of the firm

• References

• The degree of completeness of the vendor’s response to the specific

requirements of the RFP

3.4 Authority:

A. The Director of Purchasing as the designee of the City Manager has the sole

responsibility and authority for negotiating, placing, and when necessary

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541612Human Resources Consulting Services
• NAICS 541618Other Management Consulting Services
• NAICS 541690Other Scientific and Technical Consulting Services

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