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HomeMy WebLinkAboutRESPONSE - RFP - 7418 TEMPORARY PERSONNEL SERVICESAugust 20, 2012 Mr. James B. O’Neill II, CPPO, FNIGP Director of Purchasing and Risk Management City of Fort Collins Purchasing Division 215 North Mason Street Fort Collins, CO 80521 Dear Mr. O’Neill: Thank you for considering Express Employment Professionals as an ongoing solution to your staffing challenges. After many years of working with the City of Fort Collins and after reviewing your recent Request for Proposal, we are positive we have the resources to remain the vendor for General Service workers. We welcome the opportunity of continuing to provide quality temporary employees to you and the City of Fort Collins. Enclosed is the proposal as requested. If you have any questions or concerns, please do not hesitate to contact either of us. Express Employment strives to stay abreast of employment changes and processes and would like to call your attention to the following improvements since our last proposal:  Express is now ISO Certified. A Certificate is included.  Express was recently again awarded a Contract with the State of Colorado and is the number one provider in the state.  Express has through the years worked with many departments of the Federal Government and has held a GSA contract. Express agrees to comply with applicable FTA regulations and maintain the necessary records and documentation.  Express is continually addressing the challenges of recruiting and offers training and seminars to in house staff on the most up to date methods of attracting qualified candidates. We would like to invite you to tour our facility, so you can gain a first-hand look at our automated testing system and other screening and training tools, as well as meet our team. This should give you good insight into the caliber of service and support you can continue to expect as an Express client. We are very interested in continuing our partnership with the City of Fort Collins and, in an effort to remain competitive, are reducing our proposed fixed hourly mark-up percentage. We welcome the opportunity to make a presentation to your committee in person. Sincerely, Jeanne Fangman Paul Fangman Franchise Owner/Manager Franchise Owner/Manager City of Fort Collins General Service Provider Staffing Proposal August 20, 2012 CONTACT INFORMATION Paul and Jeanne Fangman, Owners & Managers Express Employment Professionals 2850 McClelland Drive, Suite 1100 Fort Collins, CO 80525 (970) 226-4300 (970) 226-1260 Hours of Operation: 8:00 a.m. to 5:00 p.m. -- Monday - Friday 24-Hour Answering Service Statement of Intent At Express Employment Professionals we are committed to providing you with the highest quality strategic staffing services available today. It is our mission to assist you in building an effective and high-performance organization, NOT just by providing you workers on a short-term basis, but by joining your bottom-line human resource efforts and assisting you with strategic staffing solutions. We have the resources to service your organization with short- or long-term temporary help, productivity-focused flexible or facility staffing, full-time recruiting and placement of core or contract employees, and executive- and management-level professionals. TABLE OF CONTENTS 2.1.A FIRM CAPABILITY 2.1.B METHODS & APPROACH FOR RECRUITING, SELECTING & SCREENING B.1. Recruiting Methods B.2. Express Selection & Screening Process B.3 Drug Testing B.4 Background Checks i. EEOC & Affirmative Action Plans ii. Express Service & Performance Guarantee & Turnaround Time iii. Training and Testing for In-House Staff and Temporary Employees a. Full Time Staff Training Plans b. Training for Temporary Employees c. Testing for Temporary Employees iv. Assessing the City’s Needs v. Subcontracting Arrangements & Emergency Recruiting vi. Temporary Benefits & On the Job Support vii. Satisfaction & Performance Assessment: Client and Associate viii. Information Tracking & and Reporting ix. Operations Automation 2.1.C ASSIGNED PERSONNEL FROM EXPRESS 2.1.D AVAILABILITY OF EXPRESS PERSONNEL 2.7 COMPLETION OF EMPLOYMENT/TEMP TO HIRE 2.12 EMPLOYEE & CONTRACTOR EVALUATIONS 2.13 EXPRESS TEMPORARY & CITY DEPARTMENT ORIENTATION 2.14 INSURANCE & BONDING 3.2 FIXED MARK-UP PERCENTAGE OPTION EXHIBIT 1 - LIST OF TYPICAL JOB TITLES & JOB DESCRIPTIONS EXHIBIT 2 - EXPRESS SYSTEM Risk Management Invoicing Payroll Information EXHIBIT 3 - LETTERS OF REFERENCE A. FIRM CAPABILITY about us.... EXPRESS EMPLOYMENT PROFESSIONALS is a locally owned temporary and full-time placement service affiliated through a franchise network with over 590 other Express Employment Professionals offices worldwide. The affiliation with a national corporation allows Express to stay abreast of the latest issues in our industry and gives us a strong foundation. Being locally owned, Express has a vested interest in fulfilling our clients’ needs, as well as a commitment to “Excellence”. Our office was recently recognized as one of the staffing firm’s most outstanding franchises. This commitment provides our clients with the finest quality of service in the personnel industry. about our office.... EXPRESS EMPLOYMENT PROFESSIONALS has served local temporary and full-time placement needs for over twenty- eight years working with over 300 area businesses annually. Our weekly placement is 150 to 200 temporary associates working in the northern Front Range area. The positions we fill vary from typist, secretary, bookkeeper, and data entry operator to assemblers, mechanical and electronic technicians, janitors, landscapers and machine operators of all types. Our full-time placement division fills positions primarily in the areas of administrative support varying from entry-level to mid-management. EXPRESS EMPLOYENT PROFESSIONALS can fill any need! our experienced owners.... Paul Fangman has over forty years of experience in the temporary help industry and personnel field, owning and operating a temporary service for over twenty of those years. Jeanne Fangman has been actively involved in the 1.2 CORPORATE BACKGROUND Express was founded in 1983 by Robert A. Funk, James R. Gray and William H. Stoller. The founders were long-time executives and/or franchise owners with an international personnel firm established after World War II. By the end of the first year, Express was up and running fast. The first year of operation produced 13 franchise locations and $2 million in revenues. Although the new company had many unique elements, the primary distinction was the fact that it was wholly franchised. The decision to build one of a few 100-percent franchised staffing firms would soon be recognized as a principal reason for the organization’s rapid success. Express Employment Professionals has been named in 2012 to the Best of Staffing Client List. Less than 1% of all staffing firms made the final list. Express Employment Professionals’ officers, franchisees, and employees sit on boards of directors and serve as trustees of such organizations as the International Franchising Association (IFA), the American Staffing Association (ASA), as well as state and local organizations. The staffing company has won many honors, including the coveted Blue Chip Award and nearly 600 national and international awards for its marketing and advertising programs. The mission of Express Employment Professionals, from its staff and founders to its franchisees, is to reflect a common desire to help people succeed. For many people who have lost their jobs, often through no fault of their own, we provide great hope. Our mission is to help people find jobs and our client companies find good employees, and to help those clients make those jobs and those employees even better. B. METHODS & APPROACH FOR RECRUITING, SELECTING & SCREENING EMPLOYEES B.1 Recruiting Methods One of the primary functions of Express is to recruit the highest quality and most skilled workers available in the marketplace. Because Express has been in operation since 1984 we have developed a professional reputation that draws candidates. Applicants are often referred by friends and family with the knowledge that their treatment as an Express employee is one of fairness and respect. Our Express Selection Process recruiting methods are designed to target specific fields, skills, education and a number of other criteria to select and hire employees. As a full-service staffing provider, we understand the importance of an effective and affordable recruiting program and want to assure you that we will hire and assign the most experienced workers available. We use an array of methods to attract and retain our associates. Below are a few of Express’ standard recruiting techniques:  Express Employment Professionals Web Page Job Postings & Tips to Find Employment  Employee Referrals  Internet Based Advertising and Recruitment  Local College Web Boards  State Funded Employment Services  National Print and Broadcast Advertising  Local Print and Broadcast Advertising  Educational Job Fairs  Military  Classified Advertising B.2 Express Selection & Screening Process When you use a staffing company, sometimes the most important thing isn’t who we send you, it’s who we don’t send you. We don’t want to waste your time sending you people who don’t meet your needs or aren’t ready to work. We’ve focused a vast amount of our resources on perfecting our selection process to provide you the highest quality associates. In a committed effort to guarantee the skill level and work history of all Express associates, every applicant is required to complete our comprehensive Express Selection Process. All portions of our process have been EEOC approved.  Application Verification – The applicant is pre-qualified over the telephone or in person and then completes an application on line.  Interview – The Staffing Consultant conducts an overview interview uncovering what the person can do and will do. The interview also covers work history, availability and salary requirements.  Skills Evaluations - The Staffing Consultant determines the tests needed to validate the applicant’s skills noted during the interview and administers the tests.  Evaluation Review – The Staffing Consultant reviews the test scores with the applicant.  Skills Profile – The Staffing Consultant enters specific data about the applicant into the computer that will be used during searches to bring forward the most likely associates for a position.  Decision – Based on the interview, test scores, skills and availability, a decision is made as to how to proceed to work with the applicant. Employment Verification - - It is our policy to conduct reference checks of no fewer than two previous employers before assigning an associate to any client company. The reference check is normally done by phone but mail or email methods are also used. This helps confirm that Express associates possess the work ethic, skills and education they present on the application and during the interview. Degree/Certification Verification -- Each associate signs a degree/certification verification form authorizing Express to verify education. This form also provides degree/certification types, dates and institutions where earned. Our staff then calls each institution to verify. This service is conducted on a client specific basis. B.3 Drug Testing Policy and Process Express is committed to maintaining a safe and productive work environment at your worksite. Therefore, at the client’s request, Express associates will be required to undergo drug screening, as within the scope of the law, as a condition of employment by Express to determine or rule out the presence of non-prescribed or prohibited dangerous, controlled substances or alcohol in the body. This may be in the form of routine testing or as a result of critical events (i.e. work-related accident and/or unusual behavior). Within the scope of applicable state laws, it is the policy of Express not to hire, rehire or retain any individuals who test positive for any illegal drug or alcohol or who use illegal drugs or a controlled drug, in any amount, regardless of frequency, without a medically acceptable prescription. Because concern for the safety of all Express employees is paramount, the signing of the drug and alcohol testing consent form, constituting agreement and cooperation with this policy, is required by Express (when allowed under state law, as a condition of employment). B.4 Background Checks Criminal History Check– Each associate signs a disclosure form authorizing Express to perform background checks. These background checks are sometimes limited by state law, but can include driving records, criminal records and credit information. This service is conducted on a client specific basis. i. Equal Employment Opportunity An equal opportunity employer, Express develops a broad array of marketing and recruiting strategies and materials targeting diverse groups. Express ensures optimized use of small business, small disadvantaged business, woman-owned small business, veteran owned, service disabled veteran owned, hub zones, universities, and minority institutions. Being a 100% franchised company, our Express office is a registered small business and is one of the over 200 Express offices that qualify as a Minority Women’s Business Enterprise. Express regularly teams with diversified small business when pursuing federal government contracts and participates with multiple companies in various teaming arrangements as both a prime- and sub-contractor. The effort we have put forth in small business relationships has served us well in providing first class services to our federal government clients and we look forward to even greater future success. Examples of Express diversity outreach include:  Providing contact information for employment purposes to local churches, non-profit organizations, and multi-cultural institutions.  Participating in recruiting fairs at local community centers, malls, and universities.  Using various print and broadcast media that target groups of all ages, races, and ethnicities, as dictated by the Equal Employment Opportunity commission. Express acknowledges, understands and adheres to the Americans With Disabilities Act (ADA). We also believe that through working together, we can ensure that each of us is in compliance with ADA requirements. ADA prohibits discrimination against qualified people with disabilities who are able to perform all of the essential functions of a job. Employers may be asked to make “reasonable accommodations” that allow qualified people with disabilities to perform the job. Employers are not required to make accommodations which cause them an “undue hardship.” Locally, we have been implementing the Department of Homeland Security’s E- Verify Program since the beginning of 2007 to confirm that an applicant’s legal name and social security number match. Every associate of our office has been proven eligible to work in the United States prior to starting work. Employing illegal workers is a serious problem, one that can destroy businesses and reputations. ii. Express’ Service and Performance Guarantee At Express we want you to expect excellence -- excellence in our service and in our associates. Our goal is to perform above and beyond your expectations to ensure your satisfaction. Our average turn-around time after receiving an order is typically within 24 hours. For positions requiring high level skill sets and specific experience, resumes and candidates are presented within 48 hours. We not only want to continue to be your primary staffing provider, but also to assist you in refining and enhancing your strategic staffing solutions. You can be assured that we’ll continue to work hard to earn your trust and business. Value, quality, and commitment – these are essential elements of the Express philosophy. However, it’s more than just a philosophy, it’s a way of doing business. It means personalizing services, customizing solutions, listening, being consistent, following up, following through, and being personally accountable. One of the goals of Express Employment Professionals is to develop a reputation as a workforce and workplace problem solver and the preferred staffing service in Fort Collins . We strive to be more than just another vendor, but a consultant, and helping the departments in the City of Fort Collins achieve their goals. iii. a. Full-Time Staff Training Plans Express University offers both individual training plans and a team training plan to help develop and grow staff in an Express office. The individual training plans offer ongoing education for a specific job role with Express beginning on the first day of employment. The EU team training plan focuses a team of staff members on studying one subject per week, completing group learning exercises specific to that subject and additionally, weekly repetition-based learning exercises. Individual Training and Development Plans: Power Train - The First 2 Weeks of Training:A new employee’s first 10 days of employment is spent completing the Power Train plan, which is designed to get new internal staff members started in their new jobs so that they can become productive as quickly as possible. This plan covers the first two weeks with Express. EU Development Plans - Continued Education: After the Power Train plan has been completed, the employee begins taking the online courses listed in the Continued Education Development Plan. This Development Plan is a continuing education plan that will provide the employee with effective and efficient ongoing training. This plan also maps out the training needed to earn EU Certification. EU Certification is an award and recognition program through Express University. OnLine Procedures Manual: An OnLine Procedures Manual is available at each workstation used by an Express Employment Professionals in house employee. This provides immediate access to the necessary information to effectively and efficiently use the Express system of Recruiting, Sales, and Service. LearnLink - A Team Training Plan: LearnLink is a team training and development plan. The purpose of this plan is to conduct weekly team training activities that will sharpen skills while keeping the focus on mastering the basics of the business. LearnLink is a three-tier training plan (minimum-preferred-optimal) that is made up of activities that include eLearning courses, videos, exercises, role-plays, and reading assignments. iii. b Training for Temporary Employees Express offers computer-based tutorials in 1-hour, 2-hour and 4-hour increments, for novice and advanced levels of learning in the following computer formats and software applications. These tutorials are used to improve and refresh skills of our temporary associates: Microsoft Access Microsoft Excel Microsoft Internet Explorer 5.0 Microsoft Office Integration Microsoft Office XP Integration Microsoft Outlook Microsoft PowerPoint Microsoft Windows Microsoft Windows XP Microsoft Word Microsoft Word Advanced Documents QuickBooks Pro All Express associates have the opportunity to improve and increase their skills, at no cost, with our on-line training. Associates simply call their staffing consultant to arrange time to train on one of the many tutorial software applications. Training can be done in our office or remotely. To ensure associates are ready to work the first day of an assignment, Express can prepare them with Employee Readiness Training (ERT). ERT trains associates on communication and interpersonal skills, basic safety education and policies and procedures specific to you and Express. The goal of ERT is to improve on- the-job communication and human relations skills, providing you with associates ready to work. Benefits of ERT Training:  Decreased turnover because the associate is better informed and trained.  The associate understands more about each client’s and Express Personnel’s goals and expectation so they feel like they are part of the team from the beginning.  The associate has the opportunity to learn more about the job and to back out before starting. This eliminates turnover due to the associate not liking the work, the environment or the expectations of the job.  Increased production because pre-trained associates are ready to work immediately.  Cost savings from the increased productivity, decreased turnover, less retraining and reduced labor costs. iii.c Testing for Temporary Employees The Express Selection Process is an interactive testing and training system which was designed exclusively for use by Express, on behalf of its clients, to evaluate employee skills and skill levels. The Prove It Skills Evaluations are presented in a hands-on process. The person being evaluated must actually perform the functions in order to complete the process. The results are then provided in comprehensive, detailed reports that include error rate, completion time, percentage of test completed, number of key strokes, forms per minute, and much more. Two distinct formats for testing are provided and both are interactive:  ESP computerized Skills Evaluation for office services associates  ESP Performance Predictor for technical and light industrial skilled associates. But, the Express evaluation system goes one step farther than simply evaluating skills. Express offers specialized office staffing solutions and experienced associates in a wide range of industries, including, but not limited to:  Finance  Insurance  Legal  Information Systems  Sales/Marketing An associate’s knowledge of a certain industry is measured through thorough questioning during the interview, as well as complete reference checking to verify the information. Express associates’ office skills are measured through the ESP Skills Evaluation System. The skills evaluation component tests include, but are not limited to, the following:  Knowledge of Software Applications  Speed, Law and Statistical Typing  Standard Letter Form  Transcription  10-Key Speed  Alphanumeric Data Entry  Numeric Data Entry With the computerized Skills Evaluation System for office services employees, you can be assured the associates we assign to help you will possess the administrative and office services skills you request. In addition to standard word processing functions, our Computer Skills Evaluation System evaluates basic, intermediate and advanced knowledge of the following software applications just to name a few. There are actually hundreds of evaluations: Windows Operating Systems Microsoft Office Suite (All Versions) including: Word Access Outlook Excel PowerPoint Accounting Functions from Clerk to Financial Statements QuickBooks Peachtree Performance Predictor In addition to skills testing, Express can test applicants to determine potential performance and integrity issues. We can evaluate an applicant’s likelihood of success in a particular position and if it is something they will enjoy doing. We also recognize that a common problem in hiring is finding workers who are not only qualified, but also have high standards. Our employees complete integrity testing so we can determine the probability of violent, dishonest, fraudulent, undependable behavior or theft and avoid placing people with these tendencies. iv. Assessing the City’s Needs for Assignments & Assigned In House Personnel Express has an excellent working relationship with the City of Fort Collins Human Resources Department. Jeanne Fangman will continue managing any communication with the City of Fort Collins. As Co-Owner and manager of the Fort Collins office, she has extensive experience with the Human Resources Department as well as many other departments within the City. In addition, Candice Chavez, Staffing Consultant, will be at the ready to assist with any current and future requests for temporary workers. With the ups and downs of the economy locally and nationally in the past few years, we have learned to flex our staff to the daily needs of our clients. We have been able to respond quickly and within reasonable lengths of time to meet special needs or projects. Several examples follow: April 2010 and December 2012: The Lincoln Center needed stage hands to help set up and tear down stage props for upcoming performances. With less than 4 days. Express was able to provide workers. In both instances, there was inclement weather both rain, snow and cold. Our workers reported and project was completed successfully. June 2012: A client in Loveland was awarded a contract that required 12-14 associates with Administrative Assistant II skills. This meant that they would require strong computer and customer service skills with attention to detail and the ability to make decisions. Within 3 days, we needed to qualify and present qualify candidates who would possess these skills and also pass extensive security clearances. All candidates were accepted, qualified and are currently working. This meant meeting candidates on a Saturday to complete the paperwork and working longer hours in order to meet our client’s needs. v. Subcontracting Arrangements & Emergency Recruiting In an effort to achieve the goal of going above and beyond your expectations, we have designed specific procedures to provide the highest quality service and support to every client. If Express is unable to respond with a qualified candidate within a reasonable period of time after receiving the order, we want to assure the City of Fort Collins that priority would be given to find someone quickly. We have an excellent working relationship with several local temporary services and would handle communication appropriately. As the primary vendor for several companies in Fort Collins and Loveland, we will call the secondary vendor with the order eliminating that call for you. Express is continually recruiting and interviewing candidates in an effort to be proactive and maintain of pool of qualified candidates in the event of unexpected and immediate needs. Since we have been in business for over twenty-eight years, we have seen many situations requiring talented workers at the last moment. In the recruiting section of this proposal, our normal and emergency recruiting practices have been outlined. vi. Temporary Benefits & On the Job Support Salary Administration To ensure prompt payment, Express associates utilize either a manual or electronic timekeeping system weekly. Associates are required to present their time cards to their City of Fort Collins supervisor for approval and a signature at the end of each work week and turn the signed timecard to our office each Monday. Direct deposit and direct pay options are also available. Retirement Savings Express Employment Professionals associates at all locations are eligible to participate in a 401(k) retirement savings plan. Individuals who meet the IRS definition of a highly compensated employee are not eligible. Associates may enroll in the plan the first day of any month. The plan allows for contributions of up to 100% of total pay to an annual maximum amount as stipulated by the IRS. Medical Benefits Express Employment Professionals offers associates insurance through Essential StaffCARE, a medical plan administered by Planned Administrators, Inc., a subsidiary of Blue Cross Blue Shield. Associates are immediately eligible to enroll in medical benefits:  Medical Coverage for weekly cost of $19.98 for employee  Annual deductible of $200 for an individual or $500 for a family  Physician Office Co-Pay of $15.00  Includes prescription drug coverage of 80%  Largest independent PPO network  No out-of-network penalties  Includes accidental death and dismemberment benefits for associate, spouse and children up to twenty-four years old  Access to a 24-hour nurse call line  Online benefit tools Life Insurance Express also offers term-life insurance in the following amounts:  Associate - $10,000  Spouse - $5,000  Child - $5,000 (6 months to 26 years)  Child - $1,000 (15 days to 6 months) Life insurance rates range from $0.60 per week for the associate individually up to $1.80 for the associate plus their family. Associates are immediately eligible for this service. Dental, Vision and Short-Term Disability Insurance Express offers dental and vision coverage to associates and their dependents enrolled in the medical plan. Short-term disability is an option for associates covered by the medical plan. Holiday Pay Express Personnel observes the following holidays: New Year’s Day Labor Day Memorial Day Thanksgiving Day Independence Day Christmas Day To be eligible for holiday pay, the associate must:  Work 500 hours (excluding overtime) in the 16 consecutive week period ending one full week prior to the holiday week  Be on an Express assignment during the week of the holiday  Work on the scheduled work day before and after the holiday Holiday pay is in accordance with the associate’s current pay rate and scheduled hours per day. Vacation Pay Vacation pay is earned and administered during a 52-week period beginning with the first day worked. After the associate has worked 52 weeks, their vacation accrual will start over. Vacation pay is in accordance with the associate’s current pay rate and scheduled hours per day, including overtime. Regular Hours Worked Days of Vacation Pay 1,000 including overtime .............Two (2) days 1,500 including overtime .............One (1) additional day 2,000 including overtime .............Two (2) additional days Max. Total per 52-week period .....Five (5) days National Discounts Express associates received national discounts on banking accounts, car rentals, clothing stores, florists, Target purchases, and Dell purchases just to name a few of the vendors. Easy on-line signup qualifies them for the discounts. Scholarship Program To recognize and encourage achievements in higher education, Express Employment Professionals has established a fund for Express Employment Professionals associates, their spouses and children. Scholarships of up to $1,000 each will be available through the Express Employment Professionals Scholarship Program for Associates. Awards are not renewable, but students may reapply to the program each year they meet eligibility requirements. Awards are for undergraduate study only. On The Job Support Every Express associate is given a Welcome Brochure that outlines our Policies and Procedures so they know what is expected of them when on an assignment. In addition there is a section outlining when they should call their Staffing Consultant to answer questions and give advice. Some of the areas of support include:  If there is a change in the job description or duties  If the assignment is being extended or ended  When any problem arises on the job  If they feel that additional training is needed to properly perform the duties of the assignment  If they believe they have been subjected to any type of discrimination, harassment or retaliation. vii. Satisfaction & Performance Assessment: Client and Associate Express Employment Professionals provides the City of Fort Collins with quality performance measurement tools. These tools help you to measure our associate’s individual performance. It is expected that our associates meet or exceed certain performance measurements. Associates are considered for future assignments based on skills, availability and previous performance. The critical steps to ensuring your satisfaction and reinforcing our commitment to quality staffing and service include:  Confirmation Call  Arrival Call  Guarantee Call – 4 Hour  Second-Day Performance Call  Friday Call  Assignment Completion Call Associates are reviewed on the following performance factors: Productivity Quality of Work Initiative Teamwork Punctuality Professionalism Attendance Safety Additionally, we interact with our associates during an assignment and afterwards to determine whether the position they have been assigned to is a fit either skill- wise or in a workplace environment level. Following are forms used by Express Employment Professionals to assess the overall satisfaction of our clients and the performance of individuals assigned to work at the City. Performance Problems or Misconduct of Temporary Employees: Staying in contact with our clients and the temporary associates on assignment is the best way to discover and handle any performance or misconduct problems. Once the key issues of performance have identified, then Express determines whether a solution can be developed to help the temporary associate improve their performance. To help a poor performer the following steps are taken: 1. Define the Situation Clearly - gather facts and identify performance results. 2. Counsel - meet with the temporary associate and make it clear that your goal is to help them improve their performance. 3. Design a Mutually Agreed-on Plan - this plan should be a comprehensive, clearly defined, results-oriented plan. The plan should include activity goals and results or production goals that both parties can agree to. 4. Set a Follow-Up- following agreement on the plan, the temporary associate must understand that Express will closely scrutinize future actions and results. If the performance issues have not improved, the associate will be removed and replaced on the assignment. Obviously, if time to complete a project that an temporary worker is assigned to is critical, immediate replacements will be made. For misconduct issues, immediate action will be taken to remove the associate from the assignment. A thorough list of Grounds for Dismissal is outlined in the Welcome Brochure given to each Express temporary associate. A copy of the brochure is included for your review. In addition to providing quality assurances regarding the performance of Express associates, Express wants to ensure the highest quality support given by internal staff as well by committing to a customer-focused quality program, the Express Quality Improvement Process. The innovation of the customer-driven, strategic and systematic approach of the QIP program has continued to improve the efforts of Express by strengthening professional and mutually beneficial relationships with clients. Express’ quality control follow-up system is a proven method that has been developed over the years. It is a method by which clients and associates are reminded not only of Express Employment Professionals’ dedication to quality service, but also that the company has procedures in place to ensure the delivery of this service for every single job order. Our Staffing Consultants are the critical link in this follow-up process and must know who is on assignment at all times. If there is ever a problem with performance or misconduct of an Express Associate, it is our responsibility to rectify the situation to your satisfaction. Part of this process also involves making sure that our temporary associates are pleased with their assignment. Communication is the key to accomplishing the task of assuring quality for both the client and the temporary associate. viii. Information Tracking/Reporting Express Employment Professionals can help you:  Determine staffing usage by category, department or time-frame  Review reports annually, quarterly, monthly or weekly, depending on your needs  Examine past usage to plan for the future  Receive easy-to-read, concise reports Express has the ability to create reports according to any client’s specifications or needs. We are able to generate numerous reports which assist in the management of your temporary workforce, including:  Individual Time Card Report  Time Card Summary Report  Daily Time Report  Department/Task Summary Report  Monthly, Quarterly and Yearly Summary Report Currently we are also creating special spreadsheet reports for clients that require specialized tracking of information. These can be tailored to your specific needs. We also have the capability of electronically transmitting these reports to you and are presently doing so for several clients. ix. Operations Automation In our continued effort to provide our clients with the most advanced staffing solutions and highest caliber customer service, we have an Automated Office System called Quest 4. This automated system enables our staff to more effectively and efficiently screen, select and place our associates on job assignments, as well as maintain complete client usage records. When you contact your Express representative, simply request the skills you require to get the job done; we’ll input those skills and within seconds can scan a list of Express associates who match those requirements. Not only does this help us provide you with immediate and more accurate service, but it also provides us with a detailed history of your account, including all Express associates who have worked for you, as well as their tasks, pay level, length of assignment and much more. We invite you to visit our facility and view our automated system firsthand. We want to continue to be your primary staffing provider, and we’ll go the distance to earn and keep your business. Express Employment Professionals currently has the following automated procedures. We are currently using some or all of these with numerous clients: ● Electronic Data Interchange (EDI) -- Express currently can email invoices or any additional usage information that you choose. ● Electronic Funds Transfer (EFT) -- ACH and EFT Processes currently available. ● Payment of invoices can be made by Visa. C. Assigned Personnel Jeanne Fangman, Co-Owner of Express Employment Professionals, will continue as the main contact City of Fort Collins. Additional contacts to support the department needs of the City of Fort Collins are:  Paul Fangman, Co-Owner  Candice Chavez, Staffing Consultant and Payroll Coordinator  Michelle Hendrickson, Front Office Coordinator All Express Employment in-house staff have completed the Express University Certification Program. EU Certified individuals demonstrate high levels of industry knowledge including legal, EEOC and federal compliance and other human resource issues. Four plans are available:  Power Train for New Hire Training (Customized to each job role)  Express University Certification (Customized to each job role)  EUC Professional  LearnLink for Weekly Team Training and Building D. Availability In the effort of ensuring quality service and communication, the entire staff of Express Employment will continue to make the needs of the City of Fort Collins a priority. Our offices are open 8am to 5pm Monday through Friday and we have voice mail that is checked regularly after hours. If we are in the process of filling a request for temporary workers, personal cell numbers will be given to the contact at the City. We are also able to access our database and emails remotely to provide immediate service and information needed. 2.7 COMPLETION OF EMPLOYMENT/TEMP-HIRE The Express Evaluation Hire program allows The City of Fort Collins the flexibility to evaluate prospective employees for 420 hours prior to placing them on their payroll. Evaluation Hire not only allows you the opportunity to work with the prospective employee and review their skills and work habits, but it also serves to protect you from the employee/employer liabilities associated with releasing workers from duty within an evaluation period. Evaluation Hire also benefits Express associates. Our associates get a chance to see the company work environment and interact with company team members. Therefore, when a joint hiring decision is made, the result is a longer term employee. Our Evaluation Hire program can be utilized in several ways: you can hire an Express associate full-time after they have worked temporarily for you for a minimum of 420 hours or you could elect to use our Evaluation Hire program in recruitment and placement of core, full-time employees. If you elect to convert the associate to your core staff immediately after placement, Express’ transfer fee is $750 per individual for entry level clerical and production workers. For candidates with higher skill levels, we will work with the City of Fort Collins on a case by case basis. 2.12 Employee and Contractor Evaluations The success of a temporary assignment and of future assignments is ensured by communication and feedback. Attached are copies of forms that Express currently uses in addition to normal communication during an assignment. 2.13 Express and Client Department Orientation Once a temporary associate accepts a position with the City of Fort Collins through Express, they are given a letter as a guide that outlines policies and procedures that they will follow while on assignment. When a department within the City contacts Express Employment about a potential temporary assignment, we immediately send them information about rates and how to request and use the services of Express Employment in addition to phone calls explaining the most convenience ways to proceed. 2.14 INSURANCE AND BONDING Following is current information about insurance and bonding held by Express Employment Professionals. 4.3 Harassment Policy Express prohibits any form of employee harassment based on race, color, religion, sex, national origin, age, disability, status as a Vietnam-era or special disabled veteran, or status in any group protected by federal, state or local law. Any interference with Express employees’ ability to perform their assigned job duties is not tolerated. With respect to sexual harassment, Express prohibits the following: 1. Unwelcome sexual advances, requests for sexual favors and all other verbal or physical conduct of a sexual or otherwise offensive nature, especially where:  Submission to such conduct is made either explicitly or implicitly a term or condition of employment;  Submission to or rejection of such conduct is used as the basis for decisions affecting an individual’s employment; or  Such conduct has the purpose or effect of creating an intimidating, hostile or offensive working environment. 2. Offensive jokes, comments, innuendoes and other sexually-oriented statements. If harassment is reported, Express will conduct a prompt, thorough and confidential investigation. If an investigation confirms the harassment to have taken place, corrective action will be taken, including disciplinary action up to and including termination. Express also prohibits any form of retaliation against any employee for filing a bona fide complaint or assisting in the investigation of a bona fide complaint. ● ● April, 2007: The same project was being managed by a City of Fort Collins employee who had not been in a supervisory role before. We helped orient him and completed the project successfully as before. ● August, 2007: We recruited and assigned 15 people to help coordinate the bus pass project at CSU for Transfort. The project was also completed successfully. We have outlined on the following page departments within the City of Fort Collins with which we have worked within the past several years. EXPRESS’ EXPERIENCE WITH THE CITY OF FORT COLLINS Express has serviced the City of Fort Collins in a variety of areas and departments since 1984. We feel we have a good understanding of the working environment and culture within the various departments of the city. Just to give you an idea of our experience with the City of Fort Collins, we have listed a partial list of departments we have serviced in the past. Many of our temporary associates have also been hired full-time by the City of Fort Collins. DEPARTMENT ASSIGNMENT Advance Planning Receptionist/Admin 1 & 2 City Manager’s Office Receptionist/Secretary Admin Support to City Manager Clerical Finance Accountant Receptionist/Admin 1 & 2 Data Entry Sales Tax Rebate Project Admin Human Resources Filing Clerical Receptionist Secretary Inventory of Files Neighborhood/Bldg Svcs Receptionist/Admin 1 & 2 Parks Receptionist/Admin 1 & 2 Streets Receptionists Scale House Attendant Transfort Clerical - Bus Usage Project Receptionist/Admin 1 & 2 Traffic Count Marketing Outreach Program Utilities Customer Service Representative Receptionist Neighborhood Resources Receptionist Clerical ICS Secretary/Receptionist Planning Receptionist/Secretary Filing Candidates must meet one of these eligibility requirements: 1. Be an associate with a minimum of 500 hours employment accumulated in the two-year period prior to the May 31 deadline. 2. Be a spouse or child of an associate who meets the above requirements All candidates must be a high school senior or graduate who plans to enroll or a student who is enrolled in a full-time or part-time undergraduate course of study at an accredited two-year or four-year college, university or vocational-technical school. Students with a GED or equivalent are eligible to apply. 4.4 Family Leave Policy Express adheres to the Family and Medical Leave Act of 1993 for all eligible employees. Eligible employees are entitled to leaves of absence of up to 12 weeks in any 12- month period (or longer if required by applicable state or local law, or in the case of a leave for an employee’s serious health condition, where a leave extension is requested and approved). 12. STAFFING STRATEGIES People are the greatest resource in any organization. Unfortunately, recruiting, interviewing, hiring, managing and firing are the challenges associated with that resource. Express Employment Professionals offers its clients simple and strategic staffing solutions to solve nearly every challenge associated with human resource management. Following an analysis of your labor condition and current production situation and goals, we can work together to develop strategic staffing solutions designed to meet your organizational objectives, including some or all of the following staffing options. 12.1 Flexible Staffing/Temporary Help 12.2 Categories of Employee Skills 12.3 Evaluation Hire 12.4 Full-Time Recruiting and Placement 12.5 Professional Search and Contract Staffing 12.1 Flexible Staffing/Temporary Help The use of temporary workers has been a staple of American business since the 1940s and still serves as a primary solution to employee sick leave, vacations, maternity and other leaves of absence, as well as peak work seasons. In an effort to better serve as your full-service staffing provider, Express offers its workforce to you on a temporary or full-time basis. You can access our workforce to help get you back on target or to keep you there. Additionally, we provide our Evaluation Hire option, which allows our clients to offer Express associates full-time employment after an evaluation period. All Express associates are thoroughly screened and evaluated via our proprietary Express Selection Process (ESP) before being assigned to a client company. Categories of Employee Skills OFFICE SERVICES: Accountant, Bookkeeper, Payables/Receivables, Payroll, Cashier/Teller, 10-Key Clerk, Administrative Assistant, Secretary, Legal Secretary, Receptionists, File Clerk, PBX Operator, Copier Operator, Mail Clerk, Junior/Senior/Technical/Statistical/Dictaphone Typist, Word Processing/Data Entry Operator, Legal And Medical Transcriptions. LIGHT INDUSTRIAL: Warehouse Worker, Stock Clerk, Shipping/Receiving Clerk, Inventory Clerk, Laborer, Shop Worker, Maintenance Worker, Parking Attendant, CNC Machinist, Lathe Operator, Production Welder, Assembler, Packaging Help, General Production Machine Operator. TECHNICAL: Electronic Assembler/Technician, Computer Operator, Computer Programmer, CAD Operator, Systems Analyst, Project Engineer, Draftsperson, Quality Control Technician. MARKETING: Broadcast Monitor, Confidential Shopper, Market Surveyor, Product Demonstrator, Telemarketer, Host/Hostess, Exhibit Attendant. EXHIBIT 1 Job Descriptions & Duties for the Most Commonly Requested Assignments for the City of Fort Collins: Accounting Clerk:  Perform combinations of calculating, posting, and verifying financial data to maintain accounting records  Knowledge of accounting principles not always required  In some cases an accounting clerk specializes in one area of accounting (payables, receivables, etc.)  An accounting clerk can be a pivotal position, assisting some or all of the Accounting Department personnel  Examine, verify, and reconcile bank statements, expense reports, invoices, inventory, and company-specific reports to substantiate business transactions  Verify/post details of business transactions, such as funds received/disbursed, using calculator or computer  Compute and record charges, refunds, lost/damaged goods costs, freight charges, rentals, and similar items  Type vouchers, invoices, checks, account statements, reports/records, using typewriter and/or computer Administrative Assistant I:  Perform secretarial duties  Supervise other clerical staff  Aid executive by coordinating office services, such as personnel, budget preparation and control, housekeeping, records control, and special management studies  Coordinate collection and preparation of time and attendance records, special compensation such as commissions/bonuses, terminations, new hires, transfers, budget expenditures, and statistical records of performance data  Develop, prepare, and manage reports  Coordinate teleconferences, presentations, and meetings  Facilitate communication between executive and other company personnel  Use advanced computer software skills Administrative Assistant II/Secretary:  Compose/type correspondence  Compose, type, and prepare reports/presentations  Set and maintain appointment schedules  Assist with scheduling and coordinating meetings  Schedule and coordinate travel arrangements  Route and coordinate incoming/outgoing mail  Use email system  Set up and maintain files and other records  Screen calls prior to forwarding call  Provide information to callers  Greet visitors, ascertain nature of business, and direct visitors to appropriate person  Serve as Key Operator for particular office equipment  Order and maintain office supply inventory  Provide dedicated assistance to particular department OR individual within the organization Data Entry Clerk:  Use keyboard to enter alphabetic, numeric, and/or symbolic data from source documents into computer  Perform repetitive, production-oriented work  Verify accuracy of data to be entered  Keep record of work completed Receptionist:  Receive callers at establishment, determine nature of business, and direct callers to destination  Take messages  Keep visitor sign-in log and issue visitor passes or badges  Receive and process courier deliveries  Send email messages to internal employees  Perform light data entry, typing, or filing  Perform a variety of clerical duties and other duties pertinent to the establishment  Schedule appointments or call to confirm appointments  Possess excellent communication and grammar skills as well as a pleasant speaking voice 12.4 Full-Time Recruiting & Placement Express offers outstanding recruiting and placement services to assist in obtaining the highest quality full-time employees for your core workforce. Because Express is in the people business, we can provide the right person for the right job, and we have access to professionals in a variety of specialized fields. The role of Express is to recruit, screen, interview and select the candidates who best match your corporate philosophy and job criteria. We then submit the most qualified candidates’ resumes to you for consideration and organize personal interviews with the candidates you select. It’s that simple. After you select the ideal candidate for the position, we suggest utilizing our Evaluation Hire strategy to ensure both parties’ satisfaction with the employment arrangement, guaranteeing the best possible match of employee with employer. 12.5 Professional Search and Contract Staffing Express Employment Professionals provides its clients the opportunity to confidentially recruit highly skilled professionals for both core and contract positions within four primary business niches:  Accounting/Financial  Information/Technology  Engineering/Manufacturing/Technical  Sales/Marketing Since our recruiters have experience and knowledge in the industries they serve and spend every hour of every business day working and networking within those industries, they become more knowledgeable, they move quicker when you have a need and their network of contacts grow exponentially. Let our recruiters join in your strategic staffing efforts to provide you with professional who can help you enhance your business and improve your bottom line. NATSS Code of Ethics and Good Practices In addition to its own equal opportunity policy, Express also supports and complies with the Code of Ethics and Good Practices of the National Association of Temporary and Staffing Services (NATSS). As a member of NATSS, Express pledges itself to adhere to the following code:  To comply with all laws and regulations applicable to our business and to maintain the highest standards of ethical conduct in the operation of that business and in our dealing with employees, customers and competitors;  To treat all applicants and employees with dignity and respect, and to provide equal employment opportunities, based on bona fide job qualifications, without regard to race, color, religion, national origin, sex, age or disability;  To maintain the highest standards of integrity in all advertising, and to assign the best qualified employees to fill customers’ needs;  To determine the experience and qualifications of applicants and employees as the staffing firm deems appropriate to the circumstances, or as may be required by law;  To explain to employees prior to assignment their wage rate, applicable benefits and hours of work -- And to promptly pay any wages and benefits due in accordance with the terms of the individual’s employment and applicable legal requirements;  To satisfy all applicable employer obligations, including payment of the employer’s share of social security, state and federal unemployment insurance taxes and workers’ compensation -- And to explain to employees that the staffing firm is responsible for such obligations;  To determine that employees are assigned to work sites that are safe, that they understand the nature of the work the customer has called for and can perform such work without injury to themselves or others and that they receive any safety training that may be necessary or required;  To take prompt action to address employee questions, concerns or complaints regarding unsafe work conditions, discrimination or any other matter involving the terms and conditions of their employment; and  When customer accounts change hands, to ensure that any employees currently assigned to the account are given an opportunity to accept an assignment with another customer of the outgoing firm if one is available, or to apply to stay on their current assignment with the new staffing firm. NAPS Standards of Ethical Practices Express also supports and complies with the Standards of Ethical Practices of the National Association of Personnel Services. As a member of NAPS, Express pledges itself to adhere to the NAPS code, including the following: Relations Between Temporary Services and Clients  A temporary employee’s experience and qualifications shall be stated as accurately and fully as possible, or as requested.  A temporary employee shall be referred to the client for a work assignment only with the prior verbal or written authorization of the client unless other specific arrangement has been made.  Confidential information relating to the business policy of the client, which is imparted as an aid to the effective fulfillment of the job requirements, shall be treated accordingly.  Communications, written or verbal, with clients regarding temporary workers shall represent bona fide temporary employees. Relations Between Personnel Service Firms, Clients, Candidates, Employees and Each Other  A candidate, employee, personnel service or employer who has a complaint about a personnel service should be directed to file the complaint with the Chairperson of the Ethics Committee of his/her state or in care of NAPS headquarters in Alexandria, Va. The firm receiving the complaint should not become involved.  The Association provides adequate means for assuring adherence by members to its standards of ethics. To further the effectiveness of these procedures, each member shall be responsible for bringing to the attention of the Association’s Ethics Committee (or local counterpart) any violations of these standards. The Ethics Committee shall process any such complaint in accordance with its usual procedure, and, where the facts warrant it, the Ethics Committee shall bring the matter to the attention of the appropriate government authority for its action.  A member shall not, in the course of advertising, public relations efforts, or any other activity, permit the demeaning or criticizing in any manner whatsoever of any other personnel service firm. EXHIBIT 2 EXPRESS SYSTEM Risk Management Express International provides its offices nationwide a staff of Risk Management professionals who are responsible for providing asset protection for the company, its employees and its franchisees. This is accomplished through the reduction and control of risk, as well as insurance protection. Additionally, the Risk Management team provides assistance to individual franchises through the control of safety management, workers’ compensation and unemployment costs. Safety & Health Policy: Express believes in the dignity and importance of the individual employee, including his or her right to derive personal satisfaction from the job. The prevention of occupational injuries and illnesses is of such a consequence to this belief, that it will be given a top priority at all times. Express expects all clients where Express associates are assigned will have an accident prevention program in place that emphasizes the integration of safety and health measures into each job task so that safety, health and job performance become inseparable. Each client should provide a work environment which complies with Occupational Safety and Health Administration (OSHA) standards. All employees must follow the Industrial Safety and Health Act requirements, as well as the safety policies and procedures of our client. Express will provide associates with general OSHA orientation and training. Each client will provide site-specific orientation and training in safety policies and procedures. All Express associates are provided workers’ compensation insurance covering any injury arising out of and within the scope of employment, as required by the governing state laws. Hazard Communication Standard “Right to Know” Act: The Hazard Communication standard implements the “Right to Know” Act related to the work place. The code sets requirements for information and training on hazardous chemicals used in the workplace. Federal law requires all states to comply with hazard communication regulations. Clients of Express are asked to:  Advise Express associates of any operation in the area where they will be working involving hazardous chemicals.  Advise Express associates of the location and availability of their written hazard communication program, including the list of hazardous chemicals and data sheets.  Train Express associates, whose work involves any exposure to hazardous chemicals on: 1. How to detect the presence or release of hazardous chemicals. 2. Physical and health hazards of hazardous chemicals in the work area. 3. How to protect themselves through safe work practices, emergency procedures and personal protective equipment. 4. Details of the hazard communication program, including explanation of the labeling system and materials safety data sheets, and instruction on how to obtain and use hazard information. Workers’ Compensation: With regard to workers’ compensation, Express asks that all clients immediately report any injuries or accidents involving Express associates. Express associates are also aware they need to report any on-the-job injuries they sustain to their Express staffing consultant immediately, as well as the supervisor of the client company. Express will immediately direct the associate to a selected medical provider and complete the First Report of Injury. In addition to ensuring the Express associate receives medical attention, Express will maintain weekly contact with the associate. If there is lost time from work due to the injury, Express will confirm the associate knows the name of the claim management company handling the claim and the adjuster’s name. As the employer of record, Express will complete and submit all Workers’ Compensation reports, as well as manage all workers’ compensation claims. Unemployment Claims: Express Employment Professionals will file and manage all unemployment claims. It is the policy of Express to minimize the cost of unemployment by keeping all eligible employees working. Invoicing: Express distributes invoices on a weekly basis for any payroll processed during that week. All invoices are due within 30 days net. Invoices to the City of Fort Collins can be directed to any single department initially or directly to the Purchasing Department. We can input the corresponding purchase order directly into our system so it will appear on each invoice. If you have any questions or concerns regarding your invoice, contact your Express representative. Associate Payroll Information: Express, as the employer of record for all Express associates, assumes responsibility for withholding and distributing FICA, FUTA, federal and state taxes and other payments as required by governmental statutes and agencies. Express associates are paid on a weekly basis. Associates for Express are instructed to obtain your signature before we will process their hours worked. The Express Time Card not only serves as a record of hours worked, but our Terms and Conditions for doing business are detailed on the back of the Associate Time Card. 3.2 FIXED MARK-UP PERCENTAGE PRICING OPTION All clerical and administrative support positions will be billed using the formula of the pay rate plus forty-one and one-half (41.50%) of the pay rate. The fixed mark-up percentage for payment of invoices by credit card will be forty-three percent (43%) of the pay rate. Following are several pay and bill rate examples: CATEGORIES PAY RATE BILL RATE Receptionist $ 10.00 - $11.00 $ 14.15 – $15.57 Data Entry Clerk $ 10.50 - $11.50 $ 14.86 - $16.28 Administrative Assistant I $ 11.00 - $12.00 $ 15.57 - $16.98 Administrative Assistant II/Secretary $ 13.00 -$15.00 $ 18.40 - $21.23 For positions that are non-clerical, we will use a similar formula of the pay rate plus forty- four and seventy hundredths percent (44.7%) of the pay rate. The fixed mark-up percentage for payment of invoices by credit card will be forty-two and seventy hundredths percent (42.7%) of the pay rate. Following are examples of temporary workers that we have provided in the past for the City of Fort Collins: CATEGORIES PAY RATE BILL RATE General Laborer $ 10.00 $ 14.47 Stagehand $ 12.00 $ 17.37 Express Employment Professionals bills for services rendered on a pay-per-hour basis. The following rates will apply to the positions discussed. These rates are applicable through August 31, 2013, barring any unforeseen changes. EXPRESS EMPLOYMENT PROFESSIONALS CITY OF FORT COLLINS _____________________________ ___________________________ Signature Signature _____________________________ ___________________________ Title Title _____________________________ __________________________ Date Date Spirit of the Agreement It is the philosophy of Express Employment Professionals to abide by this agreement not only to the letter, but also in the spirit, of the agreement. We are committed to providing you with flexible and responsible service, enabling you to focus on your core business. business since 1984. Locally, Paul and Jeanne have lived in the Fort Collins/Loveland area for over thirty years and have owned Express Services since 1984. devoted to our community.... All of Express’ internal employees are actively engaged in community service. Company policy encourages involvement in organizations including the Fort Collins and Loveland Chambers of Commerce, Rotary, Leadership Fort Collins, Fort Collins Foundation, Northern Colorado Economic Development Corporation, Front Range Community College Advisory Board, Poudre R-1 School District, Northern Colorado Human Resource Association and various church organizations. devoted to our associates.... Our associates also play an essential role in the success of our business and we are dedicated to keeping quality employees. To that end, we offer several benefits. Express associates have the option of participating in a 401(k) retirement plan. Associates are also eligible to participate in our Health Insurance Plan which has Medical, Dental and Vision options as well as Short Term Disability and Term Life Coverage. Express also offers holiday and vacation pay benefits to qualifying associates. professional affiliations.... Express is a member of all relevant professional organizations, including the National Association of Temporary Services, (NATS), National Association of Personnel Consultants, (NAPC), Colorado Association of Temporary Services (CATS), and the Colorado Association of Personnel Consultants (CAPC).