Project Information

Bid Title

Compensation and Classification Study

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

Feb 9, 2026

Closing Date

Mar 13, 2026

Government Level

State & Local

Status

Closed

Ref. #

26102

Original Source

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Bid Documents

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Project Description

Bid Number:	26102
Bid Title:	Compensation and Classification Study
Category:	Purchasing Bid Board Posting
Status:	Open

Description: The City seeks qualified firms for a compensation and classification study for City employees. Publication Date/Time: 2/9/2026 12:00 AM Closing Date/Time: 3/13/2026 3:00 PM Contact Person: Jay Smigielski jsmigielski@suffolkva.us 757-514-7523 Related Documents: RFP 26102 Compensation Study

Attachment Preview

In compliance with this Request for Proposals, and subject to all the conditions thereof, the

undersigned offers, if the offer is accepted within one hundred and eighty (180) calendar days

from the date of the receipt of proposals, to furnish any or all of the items and/or services upon

which prices are quoted, at the price set, to be delivered at the time and place specified herein.

The above signed certifies the offeror has read, understands, and agrees to all terms, conditions,

and requirements of this Request for Proposals, and is authorized to contract on behalf of firm on

the previous page.

SOLICITATION DOCUMENTS

Request for Proposal documents are available on the Purchasing website:

https://www.suffolkva.us/Bids.aspx?CatID=17 or on the Commonwealth’s bid board (eVA), or at

Demandstar.com. An e-mail request for the complete RFP may be sent to the Contract Officer

listed on the front page.

An electronic document shall be submitted by e-mail attachment to proposals@suffolkva.us with

the RFP number and title in the subject line. Electronic copies (CD or thumb drive) may be

delivered to the Purchasing Office, 442 West Washington Street, Room 1086, Suffolk, Virginia

prior to the closure date shown, if desired. Documents should be saved as a .pdf document and

should conserve disk space to allow transfers of data. ZIP files cannot be accepted; they do not

work in the City’s system. To receive confirmation of receipt of proposal, send request to the

contracting officer at jsmigielski@suffolkva.us Do NOT send proposal directly to contracting

officer. Paper proposals will not be accepted. Do not send printed copies of proposal.

Proposals may also be submitted to eVA.

Do not send Zip files. Zip files cannot be accepted.

Questions concerning this project must be in writing (email is preferred) and addressed to the

Contract Officer listed on the front page of this solicitation, and, should be received no later than

five (5) business days preceding the date that the proposals are to be received. E-mail is the

preferred method and will get a faster response.

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN

ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS

SOON AS POSSIBLE.

RFP 26102-JS

Page 2

RFP 26102

Compensation and Classification Study

Table of Contents

1.0 PURPOSE............................................................................................................ 4

2.0 BACKGROUND ................................................................................................... 4

3.0 COMPETITION INTENDED ................................................................................. 5

4.0 TERM OF CONTRACT ........................................................................................ 5

5.0 SCOPE OF SERVICES........................................................................................ 5

6.0 DELIVERABLES.................................................................................................. 6

7.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS ........................................... 8

8.0 SPECIFIC PROPOSAL REQUIREMENTS ........................................................ 10

9.0 EVALUATION AND AWARD CRITERIA........................................................... 12

10.0 ADDITIONAL INSTRUCTIONS ......................................................................... 13

11.0 CONTRACT TERMS AND CONDITIONS.......................................................... 16

SIGNATURE SHEET ................................................................................................... 26

PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION ........................ 27

EXCEPTIONS TO RFP ................................................................................................ 28

ANTICOLLUSION........................................................................................................ 29

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA ......................... 30

Attachment – Compensation & Classification Plan FY 2025-2026

RFP 26102-JS

Page 3

1.0 PURPOSE

A. The City of Suffolk seeks a firm to conduct a comprehensive compensation and

classification study to evaluate the City’s current classification and salary structures

as compared to similar municipalities and in the private sector where applicable. It is

expected that the study will indicate what actions should be taken, if any, to avoid loss

of qualified staff and difficulties in recruiting new employees for City employment, while

competitively compensating its current employees. It is expected that the study will

recommend adjustments to the City’s pay plan rules, policies, and salary structure to

rectify compression/equity issues; and a total compensation comparison; and an

executive compensation comparison.

B. The City of Suffolk also seeks an objective, data-driven efficiency study and evaluation

to ensure appropriate staffing levels, deployment models, compensation structures,

and related pay practices (including overtime and special pays) align with operational

needs, fiscal sustainability, legal requirements, and best practices for similarly situated

public sector organizations.

C. The City further seeks an objective evaluation of whether staffing levels are

appropriately aligned with service demands across programs, whether any

departments are overstaffed or understaffed, and whether overtime usage reflects

legitimate operational needs rather than avoidable scheduling practices or incentive-

driven behaviors. The consultant shall identify root causes of excessive overtime

where it exists and recommend corrective actions that improve efficiency, fairness,

and fiscal responsibility. Because a significant portion of the City’s workforce consists

of sworn public safety personnel operating under unique work periods, shift structures,

and pay systems, the City requires that the consultant possess demonstrated

expertise in public safety compensation practices, including overtime, special pays,

work cycles, and deployment models commonly used in fire, law enforcement, and

emergency services.

D. The study shall also include a focused analysis of staffing levels, backfilling practices,

and overtime utilization patterns to determine whether staffing is appropriately

allocated, whether overtime is being driven by operational necessity or discretionary

practices, and whether any pay or scheduling practices create incentives that

contribute to excessive overtime or inefficient use of personnel. The selected

consultant must demonstrate substantive expertise in public safety compensation,

work periods, overtime structures, and supplemental pay practices, including those

applicable to fire suppression, law enforcement, and other sworn personnel.

2.0 BACKGROUND

The City of Suffolk has approximately 1,770 employees, which includes 1450 full-time, 320

part-time and seasonal employees. This number also includes 521 full-time Sworn Public

Safety employees. Pay rates offered upon hire are dependent on qualifications and

experience for many positions. This study does not include Suffolk Public Schools.

RFP 26102-JS

Page 4

Full-time employees of Fire Protection and Law Enforcement are currently paid a fixed salary

semi-monthly on the 15th and the 31st of the month. The standard work period for fire

suppression employees is 21 days and for 14 days for law enforcement.

3.0 COMPETITION INTENDED

It is the City’s intent that this Request for Proposal (RFP) permits competition. It shall be

the offeror’s responsibility to advise the Purchasing Agent in writing if any language

requirement, specification, etc., or any combination thereof, inadvertently restricts or limits

the requirements stated in this RFP to a single source. Such notification must be received

by the Purchasing Agent not later than five (5) business days prior to the date set for

acceptance of proposals.

4.0 TERM OF CONTRACT

Services shall commence upon conveyance of a fully executed agreement. The term of

this agreement shall be from the date of the agreement through completion of all tasks as

determined by the City required for completion of this project. The City reserves the right

to purchase additional related services on an as-needed basis for three years from the

date of signed contract execution, not to exceed $50,000 per year. For each additional

service proposed by the City, the Offeror shall provide a written description of the services

to be provided. Fees and schedules for additional projects shall be subject to negotiation;

if mutually acceptable terms are not achieved, the City reserves the right to obtain the

necessary services from other sources.

5.0 SCOPE OF SERVICES

The City’s objectives are to:

• attract and retain highly qualified employees;

• ensure positions performing similar work with essentially the same level of complexity,

responsibility, and required knowledge, skills, and abilities are classified together;

• provide salaries commensurate with assigned duties;

• clearly outline promotional opportunities and provide recognizable compensation growth;

• provide justifiable pay differential between job classifications;

• maintain a competitive market position with other comparable government entities and

private employers (as applicable) within the same geographic areas, and

• address pay compression and equity issues;

• ensure staffing levels are appropriately aligned with workload, service demand, and best

practices, identifying areas of potential overstaffing or understaffing; and identify root

causes of overtime, including scheduling, backfilling, pay structures, and/or deployment

practices;

• ensure programs offered by the City align with operational needs, fiscal sustainability,

legal requirements, and best practices for similarly situated public sector organizations.

RFP 26102-JS

Page 5

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541612Human Resources Consulting Services

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