Loading...
HomeMy WebLinkAboutCORRESPONDENCE - RFP - 7418 TEMPORARY PERSONNEL SERVICESCONTRACT CHECKLIST FOR COMPETITIVE PROPOSALS RFP No./Title: 7418 Temporary Personnel Services Checklist Item Contract File Comments Location 7) Independent Cost Estimate 7418 bid file Completed 7/31/12 The City made and documented an independent cost estimate before receipt of proposals. 9) Unreasonable Qualification Correct Requirements This solicitation did not contain unreasonable requirements placed on firms in order for them to qualify to do business. 10) Unnecessary Experience and Correct Excessive Bonding Unnecessary experience and excessive bonding requirements were not included in this solicitation or contract documents. 11) Organizational Conflict of NA Interest (OCI) If there is an apparent or potential OCI the solicitation contains provisions to eliminate or mitigate the conflict (e.g. by inserting a clause that prohibits the contractor from competing for the follow-on contract to the current design or research contact) and OCI Certification is submitted by the contractor. 12) Arbitrary Action Correct There was no arbitrary action in the procurement process. (An example of arbitrary action is when award is made to other than the contractor who most satisfied all the City requirements as specified in the solicitation and as evaluated by staff. 13) Brand Name Restrictions NA Brand Name or Equal. When it is impractical or uneconomical to provide a clear and accurate description of the technical requirements of the property to be acquired, a "brand name or equal" description may be used to define the performance or other salient characteristics of a specific type of property. The City must identify the salient characteristics of the named brand that offerors must provide. When using a "brand name" specification, the City does not need to reverse -engineer a complicated part to identify precise measurements or specifications in order to describe its salient characteristics. FT A's "Best Practices Procurement Manual," (BPPM) contains additional information on preparation of specifications including examples with specific language. 14) Geographic Preferences Correct The solicitation contains no in -State or local geographic preference except where Federal statutes mandate or encourage them. 15) Contract Term Limitation Correct Excluded Parties Lisb System ? . . Search Results Excluded By Firm, Entity, or Vessel : Volt Workforce Solutions as of 04-Oct-2012 5:12 PM EDT Your search returned no results. VOLT NEW CUSTOMER PROFILE Completed documents must be faxed to the Credit Department to 877-331-7190. Existing Customer #: Volt Customer #: (Completed by Volt Credil Department) Volt Customer Group: Section 1 - Branch Information —Volt Branch to Complete Volt Branch Contact: Michelle Bates Volt Department ID: 102049021 Volt Branch City and State: Fort Collins CO. Phone: 970-494-2000 Cell: Section 2A - Customer Information — Customerto Complete Company Name: City of Fort Collins Billing Street Address: 2 15 N M R S 0 t�l Contact Manager Name: E P Be,n neTTe Phone Number and Ext.: Cl 10- Lk %6 - 2 Z LA9 D&B Number. CU1- f33I,- ? S91 In Business Since (Month/Year): Feb 3 1 IS 13 Is this a Div. or Subsidiary of Another Company? ❑ Yes [jrNo DBAfrrade Name: IV ( H City/State/zIP: Folic OlnffiNs Cb 805?4 Email: �6onnetTC� ��er1o�.G0(i� Fax: q 10-Z21-10101 Web Site Address: hItoJ/www.PcGov.CAM Parent Company Name: N I A Phone Number: D&B Number: Address: City/State/ZIP: Section 2B - Customer Bank Information — Customer to Complete Bank Name: F i R9T N w'C t0 N P l Checking Account #1: Ci3008 Tax ID: S4- 16000 50'1 Bank Address: 205 l-t, 40 w k ST City/State/ZIP: FtizT C1 Ill r ims 00 b0S24 Bank Contact Name: Bank Phone Number: 910- r-ISZ- ` b61 Bank Fax Number: Customer May Attach Additional Page(s) of Information -- (Example: Customer Credit Summary / Trade References) Section 3 - Branch Information — Volt Branch to Complete Temporary Help: Expected Start Date: Type of Positions: Number of People (open orders): Hourly or Avg. Bill Rate: Length of Service: Direct Placement: Number of Direct Placements: Fee Amount For Each Direct Placement: $ Attach applicable VTC385 forms for all Direct Placement business. Payroll Service (Referred Employees): ❑ Yes ❑ No VTC614 Submitted to Contracts Department: ❑ Yes ❑ No Sec ' n 4 - Author tlon /VA Ale e//1)4Tre/NS Aclml�Cle ) ,e /6-m-/2 Cu om, ii horized Sign ture Print Name I Title Date Michelle Bates BDM 10-10.2012 Volt Branch Authorized Signature Print Name Title Date Volt Credit Authorized Signature Credit Line Date Your signature above, or on a Volt time card, implies compliance with Volt Credit and other Terms as set forth on page 2, and authorizes Volt to obtain Business Credit Information including, but not limited to, D&B, Equifax, Bank Information, Trade Information, and Financial Statements. By providing the fax number(s) and email addresses above, Customer hereby provides its consent to receive faxes and annals sent by or on behalf of Volt and its affiliates in the future. Note: A Fax Copy of this Form is Considered to be an Original. VTC 340A (06/01/2011) The contract period of performance for rolling stock and replacement parts does not exceed five (5) years inclusive of options without prior written FTA approval. For all other types of contracts, the procurement file contains evidence that the contract term is based on sound business judgment. 16) Written Procurement Selection Correct Procedures The City has written selection procedures and the solicitation also identifies all requirements that offerors must fulfill and all other factors to be used in evaluating bids or proposals. 17) Solicitation Prequalification NA Criteria The solicitation required prequalification of persons, firms, or products. The list is current includes enough qualified sources to ensure maximum full and open competition, and potential bidders are not precluded from qualifying during solicitation period from issuance of the solicitation to its closing date. If the solicitation does not contain a prequalification requirement, check NA. 18) Award to Responsible Contractor The City made a determination that it was awarding to a responsible contractor considering such matters as contractor integrity, compliance with public policy, record of past performance, and financial and technical resources. 1. Yes 1. Appropriate Financial, equipment, facility 2. Yes and personnel. (YIN) 3. Yes 2. Ability to meet delivery schedule. (YIN) 4. Yes 3. Satisfactory period of performance. (YIN) 5. Yes 4. Satisfactory record of integrity, not on declined or suspended listings. (YIN) 5. Receipt of all necessary data from vendor. (YIN) 19) Sound and Complete Agreement Yes This contract is a sound and complete agreement. In addition, it includes remedies for breach of contract and provisions covering termination for cause and convenience. 24) Clear, Accurate, and Complete Yes Specification A complete, adequate, and realistic specification or purchased description was available and included any specifications and pertinent attachments which define the items or services sought in order for the bidder to properly respond, 25) Two Bidders Yes Two or more responsible bidders were willing and able to compete effectively for the business. 26) Firm Fixed Price Yes A firm fixed price contract was appropriate for this procurement. 29) Advertising Yes The Invitation for Bids was publically advertised. 30) Adequate Number of Sources Yes; via BuySpeed system Solicited Bids were solicited from an adequate number of known suppliers. 36) Evaluation Yes A method is in place for conducting technical evaluations of the proposals received and the solicitation has evaluation factors identified along with their relative importance. 37) Price and Other Factors Yes For this procurement, award was made to the responsible firm whose proposal is most advantageous to the grantee's Program with rice and other factors considered. 40) Evaluation of Options NA The option quantities or periods contained in the contractor's bid or offer were evaluated in order to determine contract award. (To be eligible for Federal funding, options must be evaluated as part of the price evaluation of offers, or must be treated as sole source awards. 41) Cost or Price Analysis Yes Either a cost analysis or a price analysis was performed and documented. The price was determined to be fair and reasonable. 42) Written Record of Procurement History The file contains records detailing the history of this procurement. At a minimum, these records include: 1.Yes (1) the rationale for the method of procurement, 2.Yes (2) Selection of contract type, 3. Yes (3) reasons for contractor selection or 4. Yes rejection, and 4 the basis for the contract price. 43) Exercise of Options NA The grantee exercised an option on this contract adhering to the terms and conditions of the option stated in the contract and determined that the option price was better than prices available in the market or that the option was a more advantageous offer at the time the option was exercised. If an option was not exercised under this contract, check NA. 44) Out of Scope Changes NA The grantee amended this contract outside the scope of the original contract. The amendment was treated as a sole source procurement (complying with the FTA requirements for a justification, cost analysis and profit negotiation). 45) Advance Payment Provisions NA The contractor did not receive an advance payment utilizing FTA funds and the contract does not contain advance payment provisions or, if it did, prior written concurrence was obtained from FTA. 46) Progress Payment Provisions NA The contract contains progress payments based on costs incurred (as opposed to percent of completion) and the contract contains a provision giving the grantee title to property (materials, work in progress, and finished goods) for which progress payments are made. The contract may contain other security in lieu of obtaining title. 47) Time and Materials Contracts NA This is a time and materials contract; the grantee determined that no other type of contract is suitable; and the contract specifies a ceiling rice. 48) Cost Plus Percentage of Cost It is a cost plus percentage of cost This is not a cost plus a percentage of cost contract. type contract. 49) Liquidated Damages Provisions NA This contract contains liquidated damages provisions and the assessment for damages is specified in the contract at a specific rate per day for each day of overrun in contract time. 50) Piggybacking 1. Yes 1) The file contains: Assignability provisions. 2. Yes 2) The procurement file contains: Price reasonableness determination. 56) Clauses Yee - This contract contains the appropriate FTA required clauses. Exclude Parties Search Yes 10/4/12. EPS run and include in the file SUPPLEMENT FOR ARCHITECT & ENGINEERING SERVICES Checklist Item Contract File Comments Location 8) A&E Geographic Preferences NA Geographic location is not a selection criterion or it is a selection criterion and its application leaves an appropriate number of qualified firms, given the nature and size of the project, to compete for the contract. 51) Qualifications Exclude Price NA The City evaluated the offeror's qualifications and excluded price as an evaluation factor. 52) Serial Price Negotiations NA The City conducted negotiations with only the most qualified offeror and failing agreement on price would conduct negotiations with the next most qualified offeror until contract award could be made to the most qualified offeror whose price is fair and reasonable to the grantee. FEDERALLY REQUIRED AND OTHER MODEL CLAUSES APPLICABILITY OF THIRD PARTY CONTRACT CLAUSES (excluding micro -purchases, except for construction contracts over $2,000) TYPE OF PROCUREMENT - X Clause Professional Operations/ Rolling Stock Construction Materials & Services/A& E .Management Purchase Supplies No Federal Government Obligation To Third Parties X All All All All All (by Use of a Disclaimer) False Statements or Claims X All All All All All Civil and Criminal Fraud Access To Third Party X All All All All All Contract Records Changes to Federal X All All All All All Requirements Termination X All All All All All Civil Rights (Title VI, EEO, ADA) X >$10,000 >$10,000 >$10,000 >$101000 >$10,000 Disadvantaged Business X All All All All All Enterprises (DBEs) Incorporation of (FTA) Terms X All All All All All Suspension and Debarment X >$25,000 >$25,000 >$25,000 >$25,000 >$25,000 Buy America NA >$100,000 >$100,000 >$100,000 Resolution of Disputes, X >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Breaches, or Other Litigation Lobbying X >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Clean Air X >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Clean Water X >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Cargo Preference NA All All All Fly America X Involves foreign Involves foreign air Involves foreign Involves foreign Involves foreign air transport or travel transport or travel air transport or air transport or transport or travel b air travel travel Davis -Bacon And Copeland Anti- NA >$2,000 (including Kickback Acts ferry vessels Contract Work Hours And Safety X >$2,500 (except >$2,000(including Standards Act transportation >$2,500 ferry vessels) services) Bonding NA $100,000 Seismic Safety NA A & E for New Buildings & New Buildings & Additions Transit Employee Protective X Transit Operations Agreements Charter Bus X All School Bus X All Drug Use - Testing and Alcohol X Transit Operations Misuse - Testing Patent Rights and Rights in Data NA Research & and Copyright Requirements Development Energy Conservation X All All All All All Recycled Products X Contracts for items Contracts for items Contracts for items designated by designated by designated by EPA,when EPA, when EPA, when procuring $10,000 procuring $10,000 procuring $10,000 or more per year or more per year or more per year Conformance With ITS National X ITS Projects ITS Projects ITS Projects ITS Projects ITS Projects Architecture ADA Access X A & E All All All All Bus TestingNA All Pre -Award And Post Delivery NA All Audits Cltyof For, t�s Date of Estimate: 24-Jul-12 Contract Type: Temporary Personnel Services contract Existing Contract or PO (Y/N): Y Description of Goods (A) or Services (B): B Independent Cost Estimate I have obtained the following estimate from; Published Price List / Past Pricing (date) Pricing obtained from current contracts for P1081 Temporary Personnel Services Engineering or Technical Estimate (performed by) Independent Third Party Estimate (performed by) Other (specifiy) Cost Estimate Details: (Estimate calculated in US Dollars) Signature of Preparers Cost of Standard Items Product Cost ($/ea) Cost ($/ea) Notes/Data Source Delivered No Freight Total Cost of Services, Repairs, or Non -Standard Items Ilem/Task: Materials or Work Description Other Direct Costs Average Hourly Labor Rate with Markup ($) Labor Hours Labor Class Allocated Overhead SG&A' Profit TOTAL Clerical & Administrative (Express Personnel contract Cost Plus .4300 $ 16.26 $ 16.42 7750.00 General Office $ 125,990 Non -Clerical Administrative (Express Personnel contract Cost Plus .4467 37.00 General Office $ 608 Technical (Adecco Technical contract) Cost Plus .4200 $ 32.49 2524 Technical $ 82,008 Total I $ 208,605,54 'Selling, General and AdminiStrairve Expanses Ed Bonnette From: Joan Busch Sent: Tuesday, July 31, 2012 11:33 AM To: Ed Bonnette Subject: RE: Attached - ICE template -Prior RFP for Temporary Personnel Services Attachments: Copy of Copy of ICE - template (2).xls Hi Ed, I'm not sure I completed the template exactly as it should be — but here are the numbers— and maybe you will know how they should actually fit in the spreadsheet. I'm basing this on 2011 data only. I'm not including anything for 2012 — so let me know if I need to. Also, I changed the heading for "Labor Rate" to "Average Hourly Labor Rate with Markup' Because the labor rate will vary depending on the job, I just calculated the average by dividing the total amount by the number of labor hours . I sort of worked backwards. Just call me if I've totally did this wrong. This explains the spreadsheet: Express: 2011 Paid $126,598 (total) Clerical Hrs Billed: 7750 - Average Labor Hourly Rate including Markup: $16.26 (Employee's average paid hourly rate: $11.37) Non -Clerical Hrs Billed: 37 Average Labor Hourly Rate including Markup: $16.42 (Employee's average paid hourly rate: $11.35) Adecco: 2011 Paid $82,008 (total) Technical Hrs Billed: 2524 Average Labor Hourly Rate including Markup: $32.49 (Employee's average paid hourly rate: $22.88) From: Ed Bonnette Sent: Tuesday, July 24, 2012 3:26 PM To: Joan Busch Cc: Ed Bonnette Subject: RE: Prior RFP for Temporary Personnel Services Joan, Here's an ICE template. On this one we have existing contracts that were awarded with Markup Percentages. Express Personnel has two markups; 43% for Clerical & Administrative, 44.67% for Non -Clerical Administrative. Adecco Technical has one markup; 42% for all Technical personnel. I think if you could estimate how many hours were in each category and how many dollars you spent in each category in the last year to arrive at a Total spend in the last year, that might be sufficient. This one will probably be awarded with markup percentages again this time; so it is basically a "cost-plus" contract that floats with the prevailing market labor rate. If you would please take a shot at that and send it back to me; then I will review it with John to see if he thinks that'll be sufficient for the FTA auditors. Thanks, Ed Search Results Excluded By Firm, Entity, or Vessel : Express Employment Professionals as of 04-Oct-2012 5:09 PM EDT Your search returned no results.