Project Information

Bid Title

Classification & Compensation Study

Issuing Agency

City of Colonial Heights

Location

Virginia

Published Date

Nov 6, 2025

Closing Date

Dec 8, 2025

Government Level

State & Local

Status

Closed

Ref. #

25-120802-7157

Original Source

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Bid Documents

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Project Description

Bid Number:	25-120802-7157
Bid Title:	Classification & Compensation Study
Category:	Colonial Heights Bids & RFPs
Status:	Open

Description: Sealed Proposals, subject to the specifications and conditions contained herein  and attached hereto, will be received in the City of Colonial Heights VA Purchasing Department, City Hall - 201 James Avenue 2nd Floor, Colonial Heights VA., until but no later than 2:00 PM EDT, December 8 2025, , for a classification & compensation study.. The City's goal is to have a thorough classification and compensation study, utilizing accepted practices in the management and design of compensation systems. The City's objectives are: To attract and retain qualified workers who will be paid equitable salaries. To provide equitable salaries for all workers of the City; and To provide the City with a salary structure that enables the City to maintain a competitive position with other governmental entities within a regional geographic area/ Publication Date/Time: 11/5/2025 5:10 PM Closing Date/Time: 12/8/2025 2:00 PM Bid Opening Information: December 8 2025, 2:00 PM EDT Pre-bid Meeting: None Contact Person: Jennifer Carpenter Director of Human Resources Office: 804-524-8749 Email: carpenterj@colonialheightsva.gov Plan & Spec Available: Larry Melvin Purchasing Agent Office: 804-520-9333 Email: melvinL@colonialheightsva.gov Business Hours: 8:30AM - 5:00 PM EDT Related Documents: Proposal - Classification and Compensation Study Leadership Organizational Chart Administrative Organizational Chart General Employee Pay Plan Public Safety Pay Plan

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CITY OF COLONIAL HEIGHTS, VIRGINIA

PROPOSAL # 25-120802-7157

CLASSIFICATION & COMPENSATION STUDY

REQUEST FOR PROPOSAL

PROPOSAL DUE: 2:00 PM, DECEMBER 8, 2025

City of Colonial Heights VA

Contact: Ms. Jennifer Carpenter, Director of Human Resources

Office: 804-524-8749, email: carpenterj@colonialheightsva.gov

2

City of Colonial Heights

Purchasing Department

201 James Avenue – P.O. Box 3401

Colonial Heights, VA 23834-9001

Larry H. Melvin, Purchasing Agent

(804) 520-9333 melvinL@colonialheightsva.gov

November 5, 2025

25-120802-7157

Sealed Proposals, subject to the specifications and conditions contained herein and attached hereto, will be

received at the above office until, but no later than 2:00 PM, December 8, 2025, for a classification &

compensation study, for the City of Colonial Heights VA

Your proposal to be considered must be submitted in the format requested herein. If for any reason you deviate

from this Request for Proposal, indicate the reason in detail. Other than minor deviations, no alternative

proposal will be considered. Five (5) copies of your proposal must be submitted in a sealed envelope. All

firms shall sign their proposal and return by the specified time. Failure to comply with these requirements may

be cause for rejection of proposal.

Time is of the essence, and any proposal received after the announced time and date for submittal, whether by

mail or otherwise, will be rejected. It is the sole responsibility of the offeror for ensuring that their proposals are

stamped by Purchasing Department personnel or designated personnel before the deadline outlined above.

Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On

the contrary, all responsible firms are encouraged to submit proposals. The City of Colonial Heights

encourages all businesses, including minority and women-owned businesses to respond to all invitations to Bid

and Request for Proposals.

The City may, if deemed necessary, ask for interviews/video calls with all or several of the firms submitting

proposals. It is not the City’s intent to provide interviews prior to receipt and evaluation of written proposals.

The right is reserved to reject any or all proposals submitted and also, to make award where it appears it will be

to the best interest of the City.

Any proposal submitted MUST be signed by an individual authorized to bind the offeror. All proposals

submitted without such signature will be deemed non-responsive and will not be accepted.

Questions relating to this Request for Proposal should be directed to Mr. Larry Melvin, Purchasing Agent,

Office (804) 520 – 9333, email: melvinL@colonialheightsva.gov. Questions relating to the Nature of Services

and/or additional information should be directed to Ms. Jennifer Carpenter, Director of Human Resources

Office: 804-524-8749, carpenterj@colonialheightsva.gov

3

City of Colonial Heights

Purchasing Department

201 James Avenue – P.O. Box 3401

Colonial Heights, VA 23834-9001

Larry H. Melvin, Purchasing Agent

(804) 520-9333 melvinL@colonialheightsva.gov

November 5, 2025

25-120802-7157

Proprietary Information

Section 2.2-4342(F) of the Code of Virginia provides that trade secrets or proprietary information submitted by

a bidder, offeror, or contractor in connection with a procurement transaction shall not be subject to public

disclosure under the Virginia Freedom of Information Act; however, the bidder, offeror, or contractor must

invoke the protections of this section prior to or upon submission of the data or other materials, and must

identify the data or other materials to be protected and state the reasons why protection is necessary.

Minority Bidders

The City of Colonial Heights Purchasing Department encourages all businesses, including minority and women-

owned business to respond to all invitations to Bid and Requests for Proposals.

Availability of Funds

It is understood and agreed between the parties that the City of Colonial Heights shall be bound here under only

to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

Choice of Law and Venue

Any disputes under a resulting contract, that cannot be resolved between the City of Colonial Heights and the

contractor, must be resolved in the Circuit Court of the City of Colonial Heights. Any resulting contract shall be

governed by the laws of the Commonwealth of Virginia. The contractor shall comply with all applicable

federal, state and local laws and regulations now in effect or hereafter adopted.

Termination of Contract

It shall be the sole right of the City to terminate any contract upon written thirty (30) day notification to the

contractor.

Nondiscrimination Clause

In accordance with Section 2.2-4311 of the Code of Virginia, every contract for goods or services over $10,000

shall include the following provisions:

1. The contractor will not discriminate against any employee or applicant for employment because of

disability, race, religion, color, age, sex or national origin, or other basis prohibited by state law relating

to discrimination in employment, except where there is a bona fide occupational qualification reasonably

necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places,

available to employees and applicants for employment, notices setting forth the provisions of this

nondiscrimination clause.

4

City of Colonial Heights

Purchasing Department

201 James Avenue – P.O. Box 3401

Colonial Heights, VA 23834-9001

Larry H. Melvin, Purchasing Agent

(804) 520-9333 melvinL@colonialheightsva.gov

November 5, 2025

25-120802-7157

2. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the

contractor, will state that such contractor is an equal opportunity employer.

3. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall

be deemed sufficient for the purpose of meeting the requirements of this section.

The contractor shall include the provisions of the foregoing paragraphs 1, 2 and 3 in every subcontract or

purchase order over $10,000 so that the provision will be binding upon each subcontractor or vendor.

Ethics in Public Contracting

By submitting their proposal, all offerors certify that their proposal is made without collusion or fraud and that

they have not offered or received any kickbacks or inducements from any other offer, supplier, manufacturer or

sub-contractor in connection with their proposal, and that they have not conferred on any public employee

having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit

of money, services or anything of more than nominal value, present or promised unless consideration of

substantially equal or great value was exchanged.

Drug Free Workplace

In accordance with Section 2.2-4312 of the Code of Virginia, during the performance of this contract, the

contractor agrees to:

1. Provide a drug-free workplace for the contractor’s employees.

2. Post in conspicuous places, available to employees and applicants for employment, a statement notifying

employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled

substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be

taken against employees for violations of such prohibition.

3. State in all solicitations or advertisements for employees placed by or on behalf of the contractor that the

contractor maintains a drug-free workplace.

4. Include the provisions of the foregoing clauses in every subcontract or purchase order over $10,000, so that

the provisions will be biding upon each subcontractor or vendor.

For the purpose of this section, “drug free workplace” means a site for the performance of work done in

connection with a specific contract awarded to a contractor.

5

City of Colonial Heights

Purchasing Department

201 James Avenue – P.O. Box 3401

Colonial Heights, VA 23834-9001

Larry H. Melvin, Purchasing Agent

(804) 520-9333 melvinL@colonialheightsva.gov

November 5, 2025

25-120802-7157

Faith-Based Organizations

In accordance with Code of Virginia, Section 2.2-4343.1, the City of Colonial Heights does not discriminate

against faith-based organizations.

Insurance

The chosen Contractor, shall be required to indemnify and hold harmless the City of Colonial Heights. The

Contractor shall purchase and maintain in force, at his own expense, such insurance as will protect him, the City

from claims which may arise out of or result from the Contractor’s execution of the work, whether such

execution be by himself, his employees, agents, subcontractors, or by anyone whose acts any of them may be

liable. The insurance coverage shall be such as to fully protect the Owner, the Engineer (if applicable) and the

general public from any and all claims for injury and damage resulting by any actions on the part of the

contractor or his forces as enumerated above. The contractor shall furnish a copy of an original Certificate of

Insurance, naming the City of Colonial Heights as additional insured. Should any of the polices be canceled

before the expiration date, the issuing company will mail 30 days written notice to the certificate holder. The

contractor shall furnish insurance in satisfactory limits on forms and of companies which are acceptable to the

Owner’s Attorney and or Risk Management and shall require and show evidence of insurance coverage on

behalf of any sub-contractors (if applicable), before entering into any agreement to sublet any part of the work

to be done under this contract.

The contractor will provide a minimum of liability insurance as follows:

 Workmen’s Compensation – Statutory Limits

 Contractors’ liability covering all operations performed by the contractor or any subcontractor with

limits of not less than $1,000,000 combined single limit. Sub-contractors are subject to the same limits

and must submit certificates of insurance to this office. All certificates of insurance must name the City

of Colonial Heights as additionally insured.

 Automobile liability insurance-all owned, non-owned and hired automobiles with same limits as above.

Certification of above insurance requirements will be required before the issuance of an award. Also required

to be submitted with the insurance certificate is the complete address, phone number and contact person for the

insurance company. The authorized agent signing on behalf of the Insurance Company must submit

certification that they are a licensed agent to do business for the Company within the State of Virginia.

Commodity Codes

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

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