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HomeMy WebLinkAboutCORRESPONDENCE - RFP - P671 TEMPORARY PERSONNEL SERVICES (2)POLICY MEMORANDUM DATE June 22, 1998 TO Department Heads Protect Managers Secretaries FROM James B O'Neill 11, CPPO SUBJECT PROCEDURES FOR TEMPORARY PERSONNEL SERVICES I am pleased to report that effective July 1, 1998, the City has entered into contracts with a primary and backup provider of Temporary Personnel Services Primary Manpower, Inc Secondary Express Personnel Services The scope of work for these contracts is attached These contracts are available for use by all departments and were developed by a review and evaluation team that included representation form Human Resources, Purchasing, Advanced Planning, and the City Clerk's office These contracts are for one year, with renewal options by mutual consent for up to a total of five years Departments may complete existing temporaries currently on assignment Departments should follow the procedures outlined for new temporaries The purpose of this memorandum is to outline the procedures by which departments may utilize these contracts Listed below are procedures to be followed in ensuring that departmental temporary personnel needs are satisfied by contractors INSTRUCTIONS 1 Any City department that determines a need for temporary personnel services, beyond the department's and the City's internal resources, shall contact the primary contractor regrading the specifics of the need Requests for temporary personnel support will go directly to the contractor from each individual department If the primary contractor is unable to meet that need with sufficient personnel in the time frame required, the secondary contractor would be contacted If neither contractor is able to meet the need, other contractors would be contacted When necessary, contact the Purchasing Department (221-6775) for information on additional vendors supplying temporary personnel services 2 Each separate assignment requiring temporary employee(s) for a department will be authorized through the issuance of a Purchase Order based on the Service Agreement Contractor quotations will be based on criteria outlined in Section 4 of the attached scope of work 3 Should the department requesting temporary personnel services feel that a temporary employee is not suitable for assignment, that department will notify the contractor, who will in turn be responsible for removing the employee from City assignment In addition, contractor will provide employee evaluation forms to the City department for each assignment completed Employee listings and reporting records will be supplied by the contractor to the Human Resources and the Purchasing Division on a quarterly basis Thank you for your attention to these procedures Please do not hesitate to call me or any of the Purchasing Division staff if you have any questions or suggestions at any time Attachments Scope of Work GENERAL SCOPE OF SERVICES This section is intended to outline and define the categories in the general scope of work that may be needed by the City The items or tasks listed in each category are examples of the types of specific services that the City anticipates are likely to be required or may potentially be required It is possible that additional or extended similar services may be required at some point of time and the City may choose to utilize the Professional under such circumstances However, the City makes no assurance that any specific service described in this section will be needed during the initial one-year term of any contract that may be awarded pursuant to this Request for Proposal, or during any extension of such a contract 4 Provide support for various departments whenever the support workload exceeds the time available to City staff Requests for temporary employees may come from a wide range of City agencies and departments, covering temporary personnel categories representing a diversity of skills and duties Requests for temporary personnel support will go directly to the Professional from each individual department or agency The Professional will then work directly with the department to meet the need The Professional's project manager will need good communication skills and a focus on customer service Pursuant to the Request for Proposal, the highest -ranked Professional will serve as the primary contractor and the second -highest ranked Professional will serve as the secondary (backup) contractor As a standard practice, it is the intent of the City that a City department that determines that it needs temporary personnel services, beyond the department's and the City's internal resources, would contact the primary contractor regarding the specifics of the need If the primary contractor is unable to meet that need with sufficient qualified personnel in the time frame required, the secondary contractor would be contacted If neither contractor is able to meet the need, other contractors would be contacted The Professional will maintain a listing of all temporary employees who have worked on assignments with the City This list shall include, at a minimum, the following information a The employee's name and social security number, b The employee's position classification, and training or skill level(s), as appropriate, c The agency / department assignment, d The employee's total hours worked, salary per hour and cost per hour, and total cost, e The supervisor's performance rating of the employee, f The total hours assigned per classification, and g The total cost to the City for all employees provided Utilizing this listing, the Professional will report all activity with the City to the Human Resources Department and the Purchasing Division on a quarterly basis, within two weeks after the end of the quarter 7 Each separate assignment requiring temporary employee(s) for a department will be authorized through the issuance of a Purchase Order based on the Service Agreement To provide the back-up information needed for each specific Purchase Order, the Professional will work with the department involved to provide a quotation for each temporary -employee assignment that includes a A description of the work to be performed, b The number and categories of employees required, c The location and time for initiation and performance of the work, d The payment procedures and amounts, e A description of the labor, materials, and support to be supplied by the City, f Identification of the supervisor / project manager for the department, and g Any other special circumstances relating to the performance of the work assignment 8 The Professional shall have available and/or be able to provide an adequate number of qualified, dependable personnel in each category for temporary employment by the City on request The exact requirements in a given situation, such as the number of temporary employees, the categories required, days, dates, hours, and so on, will be determined by the various departments and agencies as needs may arise, and will be specified by Purchase Order The Professional will provide an employee evaluation form to the City department protect manager for each assignment Completed evaluation forms shall be maintained by the Professional and copies shall be provided to the Human Resources Department on request In addition, the Professional will also provide a company evaluation form (for evaluation of the Professional's performance) to the City department project manager for each assignment Completed evaluation forms shall also be maintained by the Professional, and copies shall be provided to the Human Resources Department on request