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HomeMy WebLinkAboutRFP - P671 TEMPORARY PERSONNEL SERVICESCity of Fort Collins Admit, ative Services Purchasing Division REQUEST FOR PROPOSALS CITY OF FORT COLLINS TEMPORARY PERSONNEL SERVICES PROPOSAL NO. P-671 The City of Fort Collins is requesting proposals for contractor(s) to provide temporary employees in a variety of classifications and categories, as may be required by various City departments and agencies on an as -needed basis The City anticipates selecting up to two companies as the service providers, with the highest -ranked proposer serving as the primary contractor and the second -highest ranked proposer serving as the secondary (backup) contractor Written proposals, four (4) copies, will be received at the City of Fort Collins Purchasing Division, 256 West Mountain Avenue, Fort Collins, Colorado 80521 Proposals will be received before 3 00 p.m (our clock), Thursday, May 21, 1998, identified as Proposal No. P-671 Questions regarding proposal submittal and procedures should be directed to James B O'Neill II, CPPO, Director of Purchasing & Risk Management, Purchasing Division 970-221-6779 E-mail address joneill@ci fort -Collins co us After contract award pursuant to the RFP, each City department and agency will request necessary services directly from the contractor However, during the RFP process, questions concerning the scope of work should be directed to Joan Busch, Project Manager, Fort Collins Human Resources Department, 970-221-6829 E-mail address jbusch@ci fort-collins co us A copy of the Request for Proposals may be obtained as follows 1 Call the Purchasing Fax -line, 970-416-2033, and follow the verbal instructions to request document 6671 2 Download the Request for Proposals from the Purchasing Webpage at www.ci.fort-collins.co.usicity_hallipurchasing then via the "Current Requests for Proposal" push-button 3 Come to the Purchasing Division office at 256 W Mountain Ave , Fort Collins, and request a copy of RFP No P-671 Sales prohibited / conflict of interest No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies, or services where such officer or employee exercises directly or indirectly any decision -making authority concerning 256 W Mountain Avenue • PO Box 580 • Fort Colhns, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 Proposal No P-671 TEMPORARY PERSONNEL SERVICES 211 Partial Performance & Unsatisfactory Employees If any person provided by the contractor fails to work for at least the first four hours of the assignment, the contractor will not charge the City for any hours Should the City feel that the temporary employee is not suitable for the assignment, the City will notify the contractor, who will in turn be responsible for removing the employee from the City assignment If, in the opinion of the City in any specific situation, the contractor is unable to meet the time frame required for the delivery of sufficient qualified personnel, or fails to provide sufficient qualified personnel, or proposes personnel that the City does not find to possess sufficient or applicable skills and experience, or if for any reason the City is not satisfied with the performance of the contractor, the City reserves the right to utilize other temporary -personnel service contractors and employment agencies 2 12 Employee & Contractor Evaluation The contractor will provide an employee evaluation form to the City department project manager for each assignment Completed evaluation forms shall be maintained by the contractor as provided above in Section 2 9, and copies shall be provided to the Human Resources Department on request In addition, the contractor will also provide a company evaluation form (for evaluation of the contractor's performance) to the City department protect manager for each assignment Completed evaluation forms shall also be maintained by the contractor, and copies shall be provided to the Human Resources Department on request The contractor must maintain an overall satisfactory rating for the duration of the contract term Please include your standard employee and company evaluation forms with your proposal 213 Insurance & Bonding All contractors who provide services under a contract issued pursuant to this RFP must present proof of insurance prior to the award of such a contract, and, at the City's request, must be prepared to bond temporary employees they provide to the City Please see the attached sample Service Agreement for information regarding general insurance requirements In addition, the contractor will be expected to provide any specific insurance necessary to provide for the indemnification and protections outlined in Section 2 7 above Proposal No P-671 TEMPORARY PERSONNEL SERVICES 214 Employee Request Procedures 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 contractor from each individual department or agency The contractor will then work directly with the department to meet the need The contractor's protect manager will need good communication skills and a focus on customer service As noted above in the introduction to Section 2, if the primary contractor is unable to meet the department's specific need in the time -frame required, the department will contact the secondary contractor The City reserves the right to utilize other contractors if neither the primary nor secondary contractor is capable of meeting the requirements 7 Proposal No P-671 TEMPORARY PERSONNEL SERVICES Section 3: Pricing Options In your proposal, please provide detailed information regarding the following three possible pricing options The purpose of these options is to provide you with the best opportunity to present the capabilities and costs of your firm, while giving the City a variety of potential mechanisms for optimum cost-effectiveness For each option, please incorporate any other relevant information or suggestions for alternatives Temporary -employee pay rates should be appropriate to enable the contractor to attract qualified, capable, and reliable employees for the classification and type of need to be filled The City reserves the right to request quotations for whichever option(s) appear to best meet the City's need in any specific situation As described above, temporary -personnel services will be requested only through a Purchase Order, each Purchase Order will specify the pricing option, specific scope of services, and fixed or estimated total price 31 Fixed Houma Rates by Category This option provides generally for traditional temporary employees at a fixed cost per hour, for whatever period of time the employee is required At a minimum, please provide the following ♦ Personnel categories you can supply ♦ Skill levels, qualifications, and typical job duties for each category ♦ Employee pay rate for each category ♦ Contractor billing rate for each category 32 Fixed Mark -Up Percentage This option is generally an alternative to the first option, fixed hourly rates by category, and can either substitute for or supplement the first option It provides generally for a fixed percentage of mark-up on the employee pay rate (or a set of percentages, varying with the level of the employee pay rate or the duration of the utilization) This option is sometimes used for personnel categories that are used less frequently or are more difficult to fill with qualified employees (therefore making fixed hourly rates by category more difficult to guarantee) At a minimum, please provide the following ♦ Personnel categories for which this option may be appropriate ♦ Skill levels, qualifications, and typical job duties for each such category ♦ Estimated employee pay rate for each such category ♦ Contractor mark-up percentage for each such category Proposal No P-671 TEMPORARY PERSONNEL SERVICES 33 Fixed Fee Per Protect This option provides generally for protect -based or longer -term temporary employees, at a fixed fee per protect Typically, this would be based on a mutually -agreed -upon scope of employment services and number of hours required, with the City providing protect specifications, documentation, and City -staff availability to ensure that the contractor thoroughly understands the protect before providing a quotation for a Purchase Order This option would typically be appropriate for higher -level technical or professional temporary -employee requirements At a minimum, please provide the following ♦ Additional personnel categories you can supply ♦ Skill levels, qualifications, and typical job duties for each category ♦ Methodology you would use to calculate the employee pay rate ♦ Methodology you would use to calculate your total fixed fee 34 Other Pricing Options Please discuss or recommend other pricing options, if appropriate �J Proposal No P-671 TEMPORARY PERSONNEL SERVICES Section 4• Evaluation 41 Evaluation and Assessment of Proposals An evaluation committee will rank the interested firms based on their written proposals using the qualification criteria, standards, and rating system set forth below The rating scale is from 1 to 5, with 1 being a poor rating, 3 an average rating, and 5 an outstanding rating Weighting factors for the qualification criteria are listed adjacent to them Weighting Qualification Standard Factor 2 Scope of Proposal Does the proposal show an understanding of the City's requirements, the methodology to be used, and the results desired? 2 Assigned Personnel Do the persons who will manage the contract and those who will work through the contract have the necessary skills? Are sufficient people of the requisite skills available for assignment to the City? 1 Availability Can the services be provided in the necessary time frame? Can target start dates be met? Are other qualified personnel available if required? 1 Motivation Is the firm interested? Does the firm demonstrate a desire to provide the City with top-quality service? 2 Cost Do the proposed costs compare favorably to the City's estimates and in comparison to other respondents and industry rates? 2 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm previously provided services of this type and scope? actively recruit to maintain a pool of qualified temporary employees? 42 Reference Evaluation (Top -ranked Firms) The Protect Managers will check references using the following criteria The evaluation rankings will be labeled Satisfactory / Unsatisfactory Qualifications and Standards a Overall Performance - Would you hire this company again? b Temporary -Employee Performance - Were assigned employees capable and qualified? c Completeness - Was the company responsive to client needs? Did the company anticipate problems? Were problems solved quickly and effectively? d Costs - Were rates competitive and were charges billed accurately? 10 SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City° and hereinafter referred to as "Service Provider" WITNESSETH In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows I Scope of Services The Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of (_) page [s], and incorporated herein by this reference 2 The Work Schedule [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of ( ) page[s], and incorporated herein by this reference 3 Time of Commencement and Completion of Services The services to be performed pursuant to this Agreement shall be initiated within ( ) days following execution of this Agreement Services shall be completed no later than Time is of the essence Any extensions of the time limit set forth above must be agreed upon in a writing signed by the parties 4 Contract Period [Option 1] This Agreement shall commence upon the date of execution shown on the signature page of this Agreement and shall continue in full force and effect for one (1) year, unless sooner terminated as herein provided In addition, at the option of the City, the Agreement may be extended for an additional period of one (1) year at the rates provided with written notice to the Professional mailed no later than ninety (90) days prior to contract end 4 Contract Period [Option 21 This Agreement shall commence 199, and shall continue in full force and effect until _ 199, unless sooner terminated as herein provided In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed (_) additional one year periods Pricing changes shall be negotiated by and agreed to by both parties and may not exceed the Denver - Boulder CPI-U as published by the Colorado State Planning and Budget Office Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end 5 Delay If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented SA 10/97 1 Ash shall be excused from whatever performance is prevented by such cause To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition [Early Termination clause here as an option 6 Early Termination by City/Notice Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses City Service Provider In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement Such payment shall be the Service Provider's sole right and remedy for such termination 7 Contract Sum [Option 11 The City shall pay the Service provider for the performance of this Contract, subject to additions and deletions provided herein, the sum of Dollars ($ ) [Option Cost Breakdown is attached Exhibit "C"] 7 Payments [option 2] a The City agrees to pay and the Service Provider agrees to accept as full payment for all work done and all materials furnished and for all costs and expenses incurred in performance of the work the sums set forth for the hourly labor rate and material costs, with markups, stated within the Bid Schedule Proposal Form, attached hereto as Exhibit "", consisting of (_) page[s], and incorporated herein by this reference b Payment shall be made by the City only upon acceptance of the work by the City and upon the Service Provider furnishing satisfactory evidence of payment of all wages, taxes, supplies and materials, and other costs incurred in connection with the performance of such work 8 City Representative The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement All requests concerning this agreement shall be directed to the City Representative 9 Independent Service provider The services to be performed by SA 10/97 2 Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose 10 Personal Services It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City 11 Acceptance Not Waiver The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement 12 Warranty (a) Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature (b) Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City (c) Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City -furnished materials, equipment and labor, against defects and nonconformances in design, materials and workership for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City 13 Default Each and every term and condition hereof shall be deemed to be a material element of this Agreement In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof 14 Remedies In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to SA 10/97 3 cure said default In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages, (b) treat the Agreement as continuing and require specific performance, or (c) avail himself of any other remedy at law or equity If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non - defaulting party's reasonable attorney fees and costs incurred because of the default 15 Binding Effect This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties 16 Indemnity/Insurance a The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder b The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property c Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit consisting of O pages [s], attached hereto and incorporated herein by this reference The Service Provider before commencing services hereunder, shall deliver to the city's Director of Purchasing and Risk Management, 256 West Mountain Avenue, Fort Collins, Colorado 80521 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City 17 Entire Agreement This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties Covenants or representations not contained in this Agreement shall not be binding on the parties 18 Law/Severability The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement 19 Special Provisions [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit consisting of ( ) page[s], attached hereto and SA 10/97 4 incorporated herein by this reference CITY OF FORT COLLINS, COLORADO a municipal corporation By James B O'Neill II, CPPO Director of Purchasing and Risk Management Date [Insert Corporation's name] or [Insert Partnership name] or [Insert individual's name] Doing business as [insert name of business] M PRINT NAME CORPORATE PRESIDENT OR VICE PRESIDENT Date ATTEST (Corporate Seal) CORPORATE SECRETARY SA 10/97 5 Proposal No P-671 TEMPORARY PERSONNEL SERVICES such sale or any supervisory authority over the services to be rendered This rule also applies to subcontracts with the City Soliciting or accepting any gift, gratuity favor, entertainment, kick -back or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited Collusive or sham proposals Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such Your authorized signature on this proposal assures that such proposal is genuine and is not a collusive or sham proposal The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities Sincerely, S�g.O i I" James B O'Neill II, CPP V Director of Purchasing & Risk Management EXHIBIT INSURANCE REQUIREMENTS 1 The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement "The insurance evidenced by this Certificate will not be canceled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins " In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement The City, its officers, agents and employees shall be named as additional insureds on the Service Provider's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement 2 Insurance coverages shall be as follows A Workers' Compensation & Employer's Liability The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement 1 Workers' Compensation insurance with statutory limits as required by Colorado law 2 Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee B Commercial General & Vehicle Liability The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement Coverage for property damage shall be on a "broad form" basis The amount of insurance for each SA 10/97 6 coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property damage In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance SA 10/97 7 0 REQUEST FOR PROPOSALS CITY OF FORT COLLINS TEMPORARY PERSONNEL SERVICES PROPOSAL NO P-671 The City of Fort Collins is requesting proposals for contractor(s) to provide temporary employees in a variety of classifications and categories, as may be required by various City departments and agencies on an as -needed basis The City anticipates selecting up to two companies as the service providers, with the highest -ranked proposer serving as the primary contractor and the second -highest ranked proposer serving as the secondary (backup) contractor Written proposals, four (4) copies, will be received at the City of Fort Collins Purchasing Division, 256 West Mountain Avenue, Fort Collins, Colorado 80521 Proposals will be received before 3:00 p.m. (our clock), Thursday, May 21, 1998, identified as Proposal No. P-671 Questions regarding proposal submittal and procedures should be directed to James B O'Neill II, CPPO, Director of Purchasing & Risk Management, Purchasing Division 970-221-6779 E-mail address toneill@ci fort-collins co us After contract award pursuant to the RFP, each City department and agency will request necessary services directly from the contractor However, during the RFP process, questions concerning the scope of work should be directed to Joan Busch, Protect Manager, Fort Collins Human Resources Department, 970-221-6829 E-mail address tbusch@ci fort-collins cc us A copy of the Request for Proposals may be obtained as follows 1 Call the Purchasing Fax -line, 970-416-2033, and follow the verbal instructions to request document 6671 2 Download the Request for Proposals from the Purchasing Webpage at www.ci.fort-collins co us/city_halllpurchasing then via the "Current Requests for Proposal" push-button Come to the Purchasing Division office at 256 W Mountain Ave , Fort Collins, and request a copy of RFP No P-671 Sales prohibited / conflict of interest No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies, or services where such officer or employee exercises directly or indirectly any decision -making authority concerning Proposal No P-671 TEMPORARY PERSONNEL SERVICES such sale or any supervisory authority over the services to be rendered This rule also applies to subcontracts with the City Soliciting or accepting any gift, gratuity favor, entertainment, kick -back or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited Collusive or sham proposals Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such Your authorized signature on this proposal assures that such proposal is genuine and is not a collusive or sham proposal The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities Sincerely, mes B O'Neill II, CPPO Director of Purchasing & Risk Management Proposal No. P-671 Temporary Personnel Services Section 1 • Proposal Requirements 1 1 General Description The City of Fort Collins is soliciting proposals for contractor(s) to provide temporary employees in a variety of classifications and categories, as may be required by various City departments and agencies on an as -needed basis The City anticipates selecting up to two companies as the service providers, with the highest -ranked proposer serving as the primary contractor and the second -highest ranked proposer serving as the secondary (backup) contractor 1 2 Proposal Submittal The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal Firms submitting proposals shall submit four (4) copies of the proposal with the following information a Company history and experience in providing temporary personnel, as described in Section 2 below, Background Information & Scope of Work b Responses to the additional items and issues identified under Section 2 below, Background Information & Scope of Work c The name and resume of the company's representative(s) — both primary and backup — who would be responsible for coordinating with the City Human Resources Department on all aspects of the requested services d Cost, as requested in Section 3 below, Pricing Options e References from five or more organizations which have used your company for similar services within the last two years, see Section 4 below, Evaluation The proposal must be signed by a duly -authorized representative of the firm submitting the proposal, including the title of the individual signing 1 3 Proposal Acceptance All proposals shall remain subject to initial acceptance 90 days after the day of submittal Award may be made on the basis of written proposals, or up to three firms may be selected for further interviews Evaluation criteria for any interviews will be the same as that for written proposals Proposal No P-671 TEMPORARY PERSONNEL SERVICES Section 2: Background Information & Scope of Work The City occasionally needs experienced personnel to provide support for various departments whenever the support workload exceeds the time available to City staff The Human Resources Department maintains a small pool of former or retired City employees who may sometimes be available for temporary part-time or full-time clerical or receptionist assignments, however, this internal pool typically cannot meet all City needs (see Section 2 6 below) For example, at the time of issuance of this RFP, the Human Resources internal pool consists of one to three people Pursuant to this Request for Proposals, the City intends to enter into contracts with up to two contractors regularly established in the business of providing temporary personnel services, the highest -ranked proposer will serve as the primary contractor and the second -highest ranked proposer 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 21 Proposal Discussion Information Your proposal should detail these items, in a proposal and presentation format that you select ♦ Include the time your company has been in the temporary -personnel services business, and your company ownership structure (public, private, franchise, partnership, etc) ♦ Describe your company's methods for recruiting, selecting, and screening employees for assignment to your customers Describe how you ensure that you are attracting qualified temporary employees Describe your program for drug testing and background investigations on the temporary employees you provide ♦ Describe how you ensure Equal Employment Opportunity and prevent discrimination in employment and in the referral of employees to your customers Describe how you ensure compliance with the Immigration Reform and Control Act of 1996 Describe any programs you have in place locally and nationally for partnering with minority vendors ♦ What is your average placement turn -around time after receiving an order? Explain your service and performance guarantees ♦ Explain the extent of training you offer for both your full-time staff and for temporary employees Describe any testing you perform on temporary -employee applicants Proposal No P-671 TEMPORARY PERSONNEL SERVICES ♦ Describe how you can help to assess the City's needs in terms of both the numbers of temporaries and the requisite skill levels for a specific situation Explain how you flex your permanent staff's time to meet customer needs, including volume increase or decrease ♦ Describe any arrangements for subcontracting with other contractors if additional resources were required to meet the City's needs Explain how you handle emergency recruiting efforts ♦ List benefits available to your temporary workers Describe any on-the-job support that you provide to them Explain how you evaluate your employee job satisfaction, and the satisfaction level of your customers ♦ Describe how you evaluate your temporary employee's performance while on assignment Describe the systems you have in place to deal with performance problems or misconduct of temporary employees ♦ Describe the information tracking you provide, and provide examples of reports you have provided to your customers ♦ Describe the current extent of operations automation, and additional automation currently planned or in development, including the time frames to which you can commit Describe your electronic data interchange (EDI) and/or electronic funds transfer (EFT) capabilities As part of (or in addition to) your proposal discussion for the items described above, please review the items below and incorporate any additional discussion appropriate to presenting a complete proposal 22 Service Agreement Required A sample Service Agreement is attached, the contractor(s) will be required to execute this agreement with the City Please review it carefully prior to submitting your proposal 23 Purchase Order for Each Project 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 contractor will work with the department involved to provide a quotation for each temporary -employee assignment that includes ♦ a description of the work to be performed, ♦ the number and categories of employees required, ♦ the location and time for initiation and performance of the work, ♦ the payment procedures and amounts, ♦ a description of the labor, materials, and support to be supplied by the City, ♦ identification of the supervisor / project manager for the department, and 3 Proposal No P-671 TEMPORARY PERSONNEL SERVICES ♦ any other special circumstances relating to the performance of the work assignment 24 Contract Term Renewal, & Pricino The initial term of any agreement will be for one year At the City's option, any such contract may be renewed for an additional one-year term, not to exceed a total of four (4) additional one- year terms Pricing changes for terms subsequent to the first year shall be negotiated by and agreed to by both parties and may not exceed the Denver - Boulder CPI-U as published by the Colorado State Planning and Budget Office 25 Ability to Provide Personnel As Required The contractor(s) selected pursuant to this RFP is expected to 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 As noted above, 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 26 Prior Expenditure — No Guarantee of Utilization In 1996, the City spent approximately $50,000 with several temporary -personnel service vendors for temporary employees in a variety of categories In 1997, the City spent approximately $60,000 (These figures do not include long-term contract personnel ) However, it is important to note that the City makes no guarantee of any specific amount or general level of expenditure under any contract(s) that may result from this RFP, similarly, the City cannot predict or guarantee the frequency of use of any specific job classification 27 Permanent Employment Completion of Employment & Liability The City will assume no liability should a temporary employee seek or be granted permanent employment in the City personnel system No fees to a contractor under this RFP will be considered or paid in any such situation Similarly, upon completion of any given temporary -employee assignment and proper payment to the contractor for the hours of service provided, the City will have no further obligation, responsibility, or liability with respect to the temporary personnel Temporary employment will in no way confer any of the rights of permanent employment with the City The City shall have no liability whatsoever for any claims or disputes between the temporary employee and the contractor, and the contractor shall fully indemnify the City against any such potential for or claims of liability In addition, the contractor shall provide all insurance necessary to protect the City, see Section 2 13 below Proposal No P-671 TEMPORARY PERSONNEL SERVICES 28 Employee Listings & Reporting The contractor will maintain a listing of all temporary employees who have worked on assignments with the City This list should include, at a minimum, the following information ♦ the employee's name and social security number, ♦ the employee's position classification, and training or skill level(s), as appropriate, ♦ the agency / department assignment, ♦ the employee's total hours worked, salary per hour and cost per hour, and total cost, ♦ the supervisor's performance rating of the employee, ♦ the total hours assigned per classification, and ♦ the total cost to the City for all employees provided Utilizing this listing, the contractor 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 29 Employee Resumes, Testing & Personnel Information As requested by the City department prior to the assignment or acceptance of any temporary employee, the contractor shall provide copies of resumes, employment applications, test results, and other relevant information to the department As necessary, the contractor will test all potential temporary employees to be sent to the City, so that the City may determine if they meet the requirements of the job assignment To the extent permissible by law, the contractor will also maintain application forms, r6sum6s, references, and other information provided to the contractor by temporary employees in the contractor's hiring process, similarly, the contractor will maintain evaluation forms and other information received from City departments and agencies regarding each employee The contractor will maintain this information on all temporary employees assigned to the City for a period of one year after the completion of the employee's work assignment and one year after the completion or termination of the contractor's contract with the City (whichever is later) To the extent permissible by law, all or any part of this information will be provided to the Human Resources Department upon request at any time (before, during, or after the work assignment) 210 Employee Background Checking To the extent permissible by law, the contractor will perform appropriate background checks on the contractor's employees, and will accept full responsibility for the accuracy and completeness of such background checks The contractor will not assign to the City any person for whom the contractor has any background or other information which, in the contractor's opinion, would lead a reasonable person to question the suitability of that person for any specific City assignment or project To the extent permissible by law, the City reserves the right to conduct appropriate background checks of contractor's employees who are to be or have been assigned to service with the City, and to provide the results of such background checks to the contractor if appropriate