Request for Proposals Human Resources Consulting Services City of Macon, Missouri

Request for Proposals Human Resources Consulting Services City of Macon, Missouri The City of Macon and Macon Municipal Utilities, Inc. (MMU) are soliciting Requests for Proposals from qualified firm(s) to provide Human Resource (HR) Consulting Services. 1. Project Overview Responses are requested from companies capable of providing the City and its staff with Human Resources Consulting Services. Upon review of the proposals, a final decision as to which specific services will be performed and the timeline of performance will be identified. The possible specific services are listed in the Scope of Work. 2. Background The City of Macon is the county seat of Macon County and home to approximately 5,500 citizens. City staffs consist of Fire, Police, Administration and Streets/Parks City of Macon has a staff of around 40 employees. MMU is a public utility organization serving the City of Macon, Missouri and the surrounding area. MMU was established in 1890. It is governed by a Macon Board of Public Works, appointed by Macon City Council. MMU provides Natural Gas, Electricity, Water & Sewer services to customers. MMU has a staff of over 40 employees. 3. Scope of Work The city is seeking a Human Resources firm that is knowledgeable in the human resource field and can take a proactive approach in completing the work below and advising the city on all aspects of its current practices, while making recommendations for continuous improvement. The city is seeking an annual contract with the possibility to extend it yearly as needed. This contract scope may be just with MMU, or be expanded to provide similar services to the City of Macon staff, to include City Collector, City Clerk, Code Compliance, Streets, Public Grounds and Parks, Police and Fire departments. This would add approximately 40 additional employees to the scope. The City of Macon is an Equal Opportunity Employer. Below is a list of specific services that may be sought by MMU. A. Review of employee handbook/policy manual and recommendations for changes. B. Review of annual performance review process, with recommendations for improvement. C. Assistance with development and delivery of staff training programs related to employee conduct, supervision, teamwork, leadership and succession planning. D. Technical assistance (on call) with other Human Resource tasks or needs as deemed necessary by MMU. 4. PROPOSAL FORMAT GUIDELINES Interested proposers are to provide the City of Macon and MMU with two (2) proposals. One proposal for only MMU services, and one proposal for MMU and City of Macon services combined. It will be determined at a later date which scope will be contracted. Each proposal will follow these guidelines: The proposal should contain no more than ten (10) pages, including a cover letter and resumes of key people. Emphasis should be concentrated on conforming to the RFP instructions, responding to the RFP requirements, and providing a complete and clear description of what is being offered. The following should be addressed in the proposer's response: A. Cover letter The proposal shall be accompanied by a cover letter, which should summarize the key elements of the proposal. The letter must stipulate that the proposal shall be valid for a period of at least ninety (90) days. Indicate the address and telephone number of the proposer's office located nearest to the City of Macon and the office from which the project will be managed. B. Approach Provide a detailed description of the approach and methodology to be used to accomplish the Scope of Work of this RFP. Included should be a detailed implementation plan with the project schedule. Also included should be a detailed description of specific tasks you will require from client staff and explain what the respective roles of client staff and your staff would be to complete the tasks specified in the Scope of Work. Proposers are encouraged to provide additional innovative and/or creative approaches for providing services that maximizes efficiency and cost- effectiveness. C. Staffing Provide a list of personnel who will be working on this project and indicate the functions that each will perform. Include a resume for each designated individual. Upon award and during the contract period, if different personnel is assigned to the project, those names and qualifications must be submitted to MMU/City of Macon. The successful Proposer shall not employ any subcontractor to fulfill any of the duties herein specified without the express, prior written approval of client. D. Qualifications Describe the qualifications of the proposer and key staff who have performed projects similar in size and scope within the past five years to demonstrate competence to perform these services. Included should be names of key staff that participated on those projects and their specific responsibilities, and a summary of the proposer's demonstrated capability, including the length of time that the services in the Scope of Work have been provided. All proposers should provide at least three references, including name and contact information, which have received similar services. MMU reserves the right to contact the references listed. E. Training Experience Proposal should list types of training and experience delivering training to client staffs. Be aware that once a contract is executed, it may take some time, up to 6 months, for MMU and the City of Macon to build a relationship with the selected firm, and more clearly identify needs and tailor service delivery to those needs. 5. PROCESS FOR SUBMITTING PROPOSALS All proposals received by MMU in response to this RFP will be retained. A. Content The proposal must be submitted using the format as indicated in the Proposal Format Guidelines. B. Preparation of Proposal Each proposal should be prepared concisely to provide a complete and accurate presentation. MMU will not be liable for any costs incurred by a firm in the preparation or submission of a proposal. C. Number of Proposals Submit a digital and four (4) hard copies. So, for two separate proposals, this would be a total submittal of two digital proposals and eight (8) hard copies. D. Submission of Proposals Proposals can be submitted electronically via flash drive or equivalent. Mailed proposal packages must be sent to: MMU, PO BOX 569, Macon, MO 63552. Submittal packages can be hand delivered to: 106 W. Bourke St., Macon, MO 63552. The subject clearly marked "RFP, Human Resource Consulting Services" no later than 1:00 P.M. on Friday, April 10, 2026. Proposals received after this date and time will be rejected. E. Inquiries Questions about this RFP must be made in writing, via e-mail to Mr. Dana Ulmer, GM, dulmer@maconutilities.com. MMU reserves the right to amend or supplement this RFP prior to the proposal due date. MMU endeavors to answer all written questions in a timely manner, but also reserves the right to not answer all questions. From the date that this RFP is issued until a firm or entity is selected and the selection is announced, proposers are not allowed to communicate outside the process set forth in this RFP with any MMU employee other than the contracting officer listed regarding this RFP. MMU reserves the right to reject any proposal for violation of this provision. No questions other than written will be accepted, and no response other than written will be binding upon MMU. Conditions for Proposal Acceptance This RFP does not commit MMU to award a contract or to pay any costs incurred for any services. MMU, at its sole discretion, reserves the right to accept or reject any or all proposals received as a result of this RFP, to negotiate with any qualified proposer, or to cancel this RFP in part or in its entirety. MMU may waive any irregularity in any proposal. All proposal submissions and materials shall become the property of MMU and will not be returned. If any proprietary information is contained in the proposal, it should be clearly identified. The contents of the successful proposal may, at the MMU's option, become part of the contract entered into by the successful proposer and MMU. 6. EVALUATION CRITERIA Evaluation of all proposals received by the MMU shall be based on the following criteria: A. Qualification of Entity and Key Personnel - 25% Includes the proposer's ability to provide the requested scope of work, recent experience conducting work of similar scope, complexity, and magnitude for other agencies of similar size, references. B. Approach to Providing the Requested Scope of Work - 25% Includes an understanding of the RFP and of the project's scope of work; knowledge of applicable laws and regulations related to the scope of work. C. Experience Delivering Employee And Supervisor Training - 25% Proposals will be evaluated on the basis of the described experience with training client staffs. D. Innovative and/or creative approaches to providing the services that provide additional efficiencies or increased performance capabilities - 25%. 7. EVALUATION OF PROPOSALS AND SELECTION PROCESS A selection committee will screen and review all proposals according to the weighed criteria set forth above. A. Responsiveness Screening Proposals will first be screened to ensure responsiveness to the RFP. MMU may reject as non-responsive any proposal that does not include the content required to be submitted by this RFP. At any time during the evaluation process, MMU reserves the right to request clarification or additional information from any or all proposers regarding their proposals. B. Initial Proposal Review The Committee will initially review and score all responsive written proposals based on the Evaluation Criteria set forth above. The Committee may also contact Proposer's references. Proposals that receive the highest evaluation score may be invited to the next stage of the evaluation process, or MMU may conclude the evaluation process at this point and make a recommendation for award. Alternatively, MMU may elect to negotiate directly with one or more proposers to obtain the best result for MMU prior to making a recommendation or selection. C. Interviews, Reference Checks, Revised Proposals, Discussions Following the initial screening and review of proposals, the proposers included in this stage of the evaluation process may be invited to participate in an oral interview. Interviews, if held, will be in April and/or May 2026 and will be conducted in person. This date is subject to change. The individual(s) from the proposer's firm that will be responsible for carrying out the contract, if awarded, should be present at the interview. Following the conclusion of this stage of the evaluation process, the Committee will again rank all proposers according to the Evaluation Criteria set forth above. The Committee may conclude the evaluation process at this point, and make a recommendation for the award. MMU may accept the proposal or negotiate the terms and conditions of the agreement with the highest-ranked firm. The recommendation for the award is contingent upon the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure of competing proposers unless an agreement is reached. If contract negotiations cannot be concluded successfully, MMU may terminate negotiations and commence negotiations with the next highest scoring proposer, or withdraw the RFP. 8. CONDITIONS TO AGREEMENT The selected proposer will execute a Service Agreement with the MMUs describing the Scope of Work to be performed, the schedule for completion of the services, compensation, and other pertinent provisions. Prior to the contract, the winning proposer will be required to show evidence of insurance coverage of a kind and in an amount satisfactory to MMU. MMU's insurance requirements are attached to this RFP in Appendix A. MMU shall be named additional insured under the proposer's policies as noted in the agreement. Submittal of a proposal shall be deemed acceptance of all the terms set forth in this RFP unless the Proposer includes with its proposal, in writing, any conditions or exceptions requested by the Proposer to the Agreement. Any contract entered into by MMU and the successful proposer shall provide that MMU may terminate the contract upon thirty (30) days' notice to the proposer. 9. INDEMNIFICATION To the fullest extent permitted by law, the proposer shall indemnify and hold harmless MMU and their respective consultants, agents, and employees from and against all claims, damages, losses, and expenses, direct, indirect or consequential (including but not limited to fees and charges of engineers, attorneys and other professionals and court and arbitration costs) arising out of or resulting from the performance of the proposer's work, provided that such claim, damage, loss or expense is caused in whole or in part by any negligent act or omission by the proposer, or breach of its obligations herein or by any person or organization directly or indirectly employed or engaged by the proposer to perform or furnish either of the services or anyone for whose acts the proposer may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder. As to any and all claims against the MMU or any of its consultants, agents or employees by any employee of the proposer, by any person or organization directly or indirectly employed by the proposer to perform or furnish any of the work, or by anyone for whose acts proposer may be liable, the indemnification obligation under this requirement shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for proposer under worker's or workman's compensation acts, disability benefit acts or other employee benefit acts. 10. NON-DISCRIMINATION The proposer agrees and warrants that in the performance of the contract pursuant to this solicitation he/she will not discriminate or permit discrimination against any person or group of persons on the grounds of sex, race, color, religion, age, marital status, ancestry, national origin, past history of mental disorder, mental retardation or physical disability or other basis in any manner prohibited by the laws of the United States, the State of Missouri, or MMU. APPENDIX A HUMAN RESOURCE CONSULTING SERVICES REQUEST FOR PROPOSAL (RFP) INSURANCE REQUIREMENTS The proposer shall, at its own expense and cost, obtain and keep in force during the entire duration of the Project or Work the following insurance coverage covering the proposer and all of its agents, employees, sub-proposers and other providers of services and shall name the City of Macon or MMU, its employees and agents as an Additional Insured on a primary and noncontributory basis to the proposer's Commercial General Liability and Automobile Liability policies. These requirements shall be clearly stated in the remarks section on the proposer's Certificate of Insurance. Insurance shall be written with Carriers approved in the State of Missouri. In addition, all Carriers are subject to approval by MMU. Minimum limits and requirements are stated below: Successful proposer is requested to carry insurance coverage for the duration of the contract in the following amounts. Lower coverages may be accepted. $1,000,000 Liability$2,000,000 Aggregate$5,000 MedicalWorkers' Compensation The successful contracted firm will be required to provide a certificate of insurance listing Macon Municipal Utilities as additional insured, and sign a hold-harmless agreement. Contracted firms are informed that pursuant to Section 285.530, RSMo, as a condition of the award of any contract in excess of five thousand dollars ($5,000), the Proposer shall, by sworn affidavit and provision of documentation, affirm its enrollment and participation in a federal work authorization program with respect to the employees working in connection to the contracted services. Proposer shall also sign an affidavit affirming that it does not knowingly employ any person who is an unauthorized alien in connection to the contracted services. March 10 2026 LCLM0472762