REQUEST FOR PROPOSALS TEMPORARY STAFFING SERVICES RFP # NCT-2015-05 Issued: July 14, 2015 Submission Deadline: August 12, 2015 NOTICE TO PROPOSER(S): ANY FURTHER INFORMATION OR AMENDMENTS TO THIS SOLICITATION SHALL BE POSTED ON THE NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS’ WEBSITE AT http://www.nctcog.org/aa/rfp.asp. AMENDMENTS SHALL NOT BE FAXED, EMAILED OR MAILED. IT IS THE PROPOSER(S)’S RESPONSIBILITY TO CHECK THE WEBSITE FOR ANY SOLICITATION CHANGES DURING THE RFP RESPONSE TIME.
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REQUEST FOR PROPOSALS TEMPORARY STAFFING SERVICES · staffing rates for each as established in the Master Contract, to the individual identified in the Request for Services within
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REQUEST FOR PROPOSALS
TEMPORARY STAFFING SERVICES
RFP # NCT-2015-05
Issued: July 14, 2015
Submission Deadline: August 12, 2015
NOTICE TO PROPOSER(S): ANY FURTHER INFORMATION OR AMENDMENTS TO THIS SOLICITATION
SHALL BE POSTED ON THE NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS’ WEBSITE AT
http://www.nctcog.org/aa/rfp.asp. AMENDMENTS SHALL NOT BE FAXED, EMAILED OR MAILED. IT IS
THE PROPOSER(S)’S RESPONSIBILITY TO CHECK THE WEBSITE FOR ANY SOLICITATION CHANGES
2.02 Business Plan ............................................................................................................................................. 7
2.08 Written Questions .................................................................................................................................... 11
SECTION 3 - Proposals Evaluation and Award .......................................................................................... 12
Notary Public in and for ________________________(County),
State of _________________ Commission expires: ________
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RFP # NCT-2015-05
EXHIBIT A:
NCTCOG MEMBER ENTITIES AND MAP* (*This is not an exhaustive list of potential Participants.)
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RFP # NCT-2015-05
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RFP # NCT-2015-05
EXHIBIT B:
NCTCOG PAST UTILIZATION OF TEMPORARY STAFFING SERVICES* (*These figures are intended to provide more detail on NCTCOG’s past utilization of temporary staffing services. This does not include figures from
potential Participants.)
NCTCOG Temporary Staffing Services
Utilization
Year Expenditures
2007 $128,000.00
2008 $405,000.00
2009 $108,000.00
2010 $240,000.00
2011 $442,000.00
2012 $294,000.00
2013 $613,000.00
2014 $325,000.00
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RFP # NCT-2015-05
EXHIBIT C:
SHARED SERVICES INITIATIVES AND PARTICIPATING ENTITIES
Below is a representative list of past services coordinated by NCTCOG’s Shared Services Program and the
approximate number of governmental agencies participating in each.
NCTCOG’s Shared Services program that allows cities to accept electronic warrant payments on behalf of
other participating cities.
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RFP # NCT-2015-05
EXHIBIT D:
POSITION CATEGORIES AND ASSOCIATED JOB TITLES* (*This is not an exhaustive list of positions. This list is intended to highlight the variety of positions NCTCOG or Participant(s) may utilize. Some of
these positions will be outlined more in the Cost Proposal.)
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RFP # NCT-2015-05
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RFP # NCT-2015-05
EXHIBIT E:
REQUEST FOR SERVICES TEMPLATE (EXAMPLE)
REQUEST FOR SERVICES
Organization:
Address:
Name of Contact:
Phone:
Email:
Category of Requested Position:
Specific Position Requirements:
How many desired positions? ________________________
Full-time ______ Part-time______
Desired Response Time: (defaults to 2 business days)
Start Date ____________________ End Date ___________________
attending applicable and relevant program meetings, and assisting in contract compliance and negotiations. Other
duties include administering management reports for the programs.
12. Payroll Administrator
The purpose of this position is to administer company-wide payroll and employee benefits while assisting the HR
department with related issues. This is accomplished by processing payroll, overseeing employee master files and
benefits maintenance, providing labor statistic information to various departments and creating, maintaining and
distributing various department specific report and information. Other duties include maintaining tax files and
information and assisting the HR department in employee issues.
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RFP # NCT-2015-05
13. Senior Accountant
The purpose of this position is to manage the Grant Funds and Budgets under multiple funding sources and streams.
This is accomplished by overseeing and administering purchase requisitions, timesheets and accounts payable vouchers;
completing funding agency financial reports and billing statements to funding agencies, assisting with duties related to
fixed assets for the Workforce Centers; and preparing monthly reports for management usage and analysis. Other
duties include reconciling the General Ledger accounts assigned or accounts specific to assigned grants, reviewing
requests for payments, assisting in the completion of CAFR’s and providing various support duties for the department.
General Labor/Maintenance
14. Crewleader
Leads and participates in the work of crew performing equipment operations, manual labor and semi-skilled tasks in
City Public Works projects. Education: High School/GED diploma, Experience: 3 years’ experience.
15. Custodian
Performs a variety of routine cleaning tasks for buildings and surrounding grounds. Experience: None.
16. Heavy Equipment Operator
Responsible for the safe and efficient operation of heavy construction equipment such as front-end loaders, bulldozers,
graders or heavy trenching machines. Education: High School/GED diploma; License/Certificate: Class A Driver’s
License; Experience: 2 years.
17. Laborer
Under immediate supervision, completes manual labor following basic routines in the construction, repair and
maintenance of city services, facilities and grounds. Experience: 3 months.
18. Maintenance Worker- Parks
Performs semi-skilled duties in parks including equipment operation and maintenance and minor repair of buildings,
parks, recreational, and other facilities. Education: High school diploma/GED; Experience: up to one year of experience
related to maintenance and repair of municipal streets, utilities, parks, or equivalent.)
19. Maintenance Worker- Streets
Performs typically semi-skilled work in the maintenance and repair of streets, drainage ways, traffic signs, and gravel
roads. Specific duties may include performing heavy physical labor including lifting, carrying heavy objects, shoveling,
raking, and pushing asphalt; clearing and cleaning roadsides, gutters, culverts, and other drainage facilities; and
participating in the removal, repair, and replacement of storm drainage pipes. Education: High school diploma/GED;
Experience: up to one year of experience with trucks, light equipment and general maintenance. May require Class A or
B driver's license.)
20. Utilities Technician
Performs and often leads other staff in a variety of semi-skilled and skilled activities regarding the repair and
maintenance of commercial and residential utility services and distribution systems. Assists utility crews and
contractors in utility shut downs and repair projects. May install utility distribution lines. Participates in the location of
utility main lines and valves. Education: High School/GED diploma; Experience: 1 year.
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RFP # NCT-2015-05
Technical
21. GIS Technician II
The purpose of this position is to provide advanced GIS and technology support to the Department and Agency. This is
accomplished through the use of a myriad of PC-based or web-based applications including GIS, Internet, and other
technology initiatives. This position also provides project management support through the direction and organization
of resources and technologies.
22. Network Administrator
The purpose of this position is to manage the daily administration and user support of the agency computing
system/network, including networking to remote offices. This is accomplished by maintaining network servers, routers,
switches and other equipment, coordinating and overseeing installation of network-related hardware and software,
providing network-related user support and monitoring network performance. Other duties include defining network-
project goals and ensuring data integrity.
23. Network Specialist
The purpose of this position is to provide technical equipment, software, advice and support. This is accomplished by
planning and implementing the provision of technology infrastructure; providing tier 1 and tier 2 user technical support;
training and assisting users in the use of equipment, software, and procedures; tracking resources and their usage and
assignment; providing other support services as requested or required. Other duties include supervising the activities of
vendors and contract staff and serving as an organizational representative on technology initiatives as required.
24. Web Developer
This position will have responsibility for creating and maintaining Agency website and associated customer web
applications. Primary responsibilities include but are not limited to: programming to support existing Web sites,
building new web applications, maintaining third party support applications such as web statistics and shopping cart
software, applying consistent NCTCOG branding (look and feel) to all projects, managing all infrastructure
configuration, creating, tracking and maintaining domain registration for the Agency, and project management for all
program activities related to the creation and maintenance of a web site for NCTCOG or one of the member agencies.
Type of work will include coding Web pages, including forms, for maximum usability and to ensure a high level of
functionality and creating and maintaining databases as needed for Web site content and functionality. In addition, the
developer will assist in maintaining Agency web servers, supporting Agency staff, and administering the Macromedia
Web Publishing System.
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RFP # NCT-2015-05
EXHIBIT F CONTINUED:
Worksheet 5- Remuneration
Description Proposed Administrative Fee Rate (%)
Provide a reasonable and fair market Administrative Fee,
in the form of a percent of cost, that will apply to all
contracts resulting from the RFP and will be remitted by
the awarded Contractor(s) to NCTCOG on a quarterly
basis, along with the required quarterly reporting.
REQUEST FOR PROPOSALS: TEMPORARY STAFFING SERVICES #NCT-2015-05
ADDENDUM 1: QUESTIONS AND ANSWERS
1. Who is/are the current vendor/vendors? Who are the incumbents and how long were they in service of the
contract?
This is a new initiative so there are no vendors currently being utilized on behalf of the cooperative program.
NCTCOG currently utilizes Robert Half for their temporary staffing needs which was acquired using the Houston-
Galveston Area Council of Governments (HGAC) cooperative contract.
2. What are the current mark-up fees %?
Historically, the markup fee has varied by position.
3. How may we obtain a copy of the Bid Tabulation showing the amounts Bid by each responder the last time
this RFP was open for response?
This is a new initiative so there was no previous RFP released and therefore no corresponding bid tabulation.
Interested parties may contact HGAC for bid tabulation information.
4. Please identify if any of the temporaries utilized by St. Johns County will be required to
i. Hydroblasting
ii. Working on Roofs
iii. Work on/or erect Scaffolding more than (6' feet) off the ground or work surface
iv. Heavy Demolition Work
v. Work More Than (6) feet above the Ground or Work Surface Above Ground
vi. Tunneling
vii. Asbestos Abatement
viii. Mold Removal
ix. Working With Hot Chemicals
x. Tree Trimming
xi. Operating Heavy Equipment/Motorized Equipment
xii. Work on Garbage Trucks
xiii. Driving Vehicles on Public Streets?
The purpose of this procurement process is to provide a mechanism for participating governmental entities to have
access to preferred pricing for temporary staffing services. NCTCOG and its participating governmental entities
may use some, none or all of these services during the life of the contract. NCTCOG cannot speak to each individual
entity and their need. For NCTCOG, the only requirement listed that would be required could possibly be xiii-
driving vehicles on public streets.
5. Can there be increases in the contract after the initial 3 year term and if so what are the conditions for
increases? If there are increases in the State/ Federal Minimum Wage or the Affordable Care Act will the
Contractor be allowed to pass those increases on to the NCTCOG at their effective date?
Increases in the contract will not be allowed during the initial 3 year term unless the increase is based upon a Federal
or State mandate. Market-based or other operational increases may be considered by NCTCOG upon expiration of
the initial term.
6. Are all members of the NCTCOG subject to the Texas Prompt Payment Law? NCTCOG is subject to the Texas Prompt Payment Law. For more information on other potential participants’
obligation to the law, please refer to the statute. http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm
7. If there are any members of the NCTCOG not subject to the Texas Prompt Payment Law, what are their
terms of payment?
The Master Services Agreement will outline standard payment terms of net 30. Participating entities requesting to
have extended payment terms will negotiate directly with the Contractor.
8. What is NCTCOG’s historical usage and yearly spend of this contract? Which job categories are primarily
used? What is the percentage breakdown of that spend by category? What is the required/expected volume/
total estimated annual spend?
This is a new initiative so there are no previous contracts associated with cooperative temporary staffing services.
Exhibit B in the RFP provides historical spend for NCTCOG only.
NCTCOG’s current vendor reported the following breakdown for temporary staffing during the last two years:
Please note that the breakdown above is for NCTCOG only and does not include the potential requests from
participating entities. While there is no required volume, NCTCOG anticipates participation levels similar, if not
greater, than other shared services initiatives as identified in Exhibit C.
9. For the amount of affiliate member entities that have access to the Contracted Suppliers for Temp Labor
the spend was fairly low the past few years. How many orders were placed last year?
The previous spend information is for NCTCOG’s own utilization of temporary staffing services. There was not
a contract available for Participants and therefore there were no orders placed last year by affiliate member
entities.
10. Should the costs for pre-employment screenings be built into our pricing?
Unless otherwise defined in the proposal, Contractors will be responsible for costs of pre-employment screenings.
See Section 1.05, Pre-Employment Checks for more information.
11. “Participant(s) may request additional checks based on the type of staff person being requested…” Does this
refer to types of screenings not specifically listed in the RFP? If the “additional checks” involve screenings
not explicitly listed in the RFP, can the costs for these screenings be passed through to NCTCOG at no
additional mark-up? Please clarify.
Additional screening services not identified in the proposal may be included as a line item in the Statement of Work
16. If government-mandated costs or expenses are enacted during the contract term, will firms be allowed to
request rate increases to cover these higher rates?
Increases in the contract will not be allowed during the initial 3 year term unless the increase is based upon a Federal
or State mandate. Market-based or other operational increases will be considered at the point of contract extension
and outlined in the Master Services Agreement.
17. With respect to Worksheet 2, for the proposed conversion fee, are we allowed to stipulate the term of
conversion (i.e., after a specific number of hours worked)? Please clarify.
Please identify any stipulations associated with your conversion fee.
18. What is the process for submitting a requisition?
NCTCOG will provide a portal which allows Participants to enter in pertinent information regarding their temporary
staffing needs. This requisition will then be distributed to the appropriate vendors based on category and/or vendor
selection by the Participant. Communication will then be between the vendor(s) and the Participant. Invoices will
be submitted directly to the Participant.
19. When a requisition goes out, will it reference what city is making the request? Will the staffing agencies be
able to reach out directly to a city following a requisition should they need more information?
Participants will include their contact information when making a request which allows the vendor to contact
Participants directly should they need additional information.
20. What is the projected “go live” date for this project?
NCTCOG projects awarding the contracts and “going-live” in October 2015.
21. Will there be any type of scorecard kept that will be used in future years?
Yes, the NCTCOG will communicate performance measures and will request that vendors provide regular reporting
in accordance with the RFP Section 1.06.
22. How does invoicing work?
Invoicing for temporary staffing services will occur directly between the vendor and the Participant(s). Any
services secured by NCTCOG will be invoiced directly to NCTCOG. Terms of this invoicing will be outlined in
the Master Services Agreement.
23. Can you explain the administrative fee? Aside from the acquiring of contracts, are there any additional
responsibilities that NCTCOG will be handling that need to be taken into consideration when determining
the Administrative Fee? Is the Administrative fee, as defined on p.41 of the RFP, to be paid by the staffing
service or NCTCOG? How would administrative fees to NCTCOG work if invoicing is done directly to the
cities?
The administrative fee is to be paid by the staffing agency and is meant to be a mechanism for NCTCOG to recover
the costs associated with administering the program which includes, but is not limited to: contract management,
executing Interlocal agreements, educational efforts/informational events, etc. NCTCOG will establish a periodic
reporting requirement that will be submitted along with the administrative fee for that period of time.
The administrative fee will be reported to NCTCOG as part of the required reporting activity and will identify the
total spend for the reporting period and subsequent administrative fee based on the negotiated Master Services
Agreement.
24. “The administrative fee will be remitted by the Contractor(s) to NCTCOG on a quarterly basis, along with
required quarterly reporting.” Is the payment period negotiable?
NCTCOG desires to standardize processes wherever possible; however, please present your preferred reporting
parameters as part of your proposal. Final terms will be negotiated and included as part of the Master Services
Agreement.
25. Would you share the rate of Administrative Fee paid by the present vendor/contractor?
This is a new initiative, therefore, there is no current administrative fee paid to the NCTCOG.
26. Will a tiered Administration Fee be accepted based on volume? NCTCOG will consider any proposed structure of the administrative fee. Final terms will be negotiated and
included as part of the Master Services Agreement.
27. What was the feedback from cities when approached about the program?
NCTCOG strategically approached cities to poll if there was an interest in pursuing a temporary staffing cooperative
program. Based on those conversations, there was interest in NCTCOG leading this initiative.
28. Are you also interested in direct-hire services?
As part of the Master Services Agreement, there is interest in including direct-hire services.
29. What happens if a city already has a contract with a temporary staffing agency? Does this circumvent the
process?
A participant would not be precluded from participating in the NCTCOG contract if they have other existing
contract(s) with vendors. A participant also would not be required to use NCTCOG’s contact for a vendor with
whom they have an existing agreement.
30. Is the portal meant to be a full Applicant Tracking System (ATS)?
The purpose of the portal is to be a mechanism to facilitate the submission of requisitions. It also allows NCTCOG
reporting capabilities regarding number of requests, etc. It is not meant to be an applicant tracking system.
31. Is this the first program of its type that NCTCOG has done?
This is the first cooperative for Temporary Staffing Services that NCTCOG has initiated. The NCTCOG, however,
has several other shared services programs that follow a similar model. A sample of those initiatives can be found
in Exhibit C of the RFP or on our website at www.nctcog.org.
32. Are there any other programs similar to what we are trying to accomplish?
There are similar cooperative purchasing initiatives for temporary staffing services in existence. Our goal for this
initiative is to provide more local options than currently exist with other cooperatives.
33. In terms of General/Maintenance- are these meant to be the same position types?
NCTCOG is aware that this category may be separate industries within the temporary staffing agencies; however,
it is common for Participants to refer to general labor as maintenance workers, therefore, they were consolidated
into one category. The requisition will provide clarification and what the job duties and requirements are for each
position.
34. RFP response due date is indicated as 3:00 p.m. CDT, Monday, August 12, 2015. However, August 12 is a
Wednesday. Please confirm response due date.
Proposals are due Wednesday, August 12, 2015.
35. How will addendums be issued as the website provided is not valid?
The website provided, http://www.nctcog.org/aa/rfp.asp, is a valid web address. The Questions and Answers, as
well as any other addendums, will be posted on this website. If you have any issues accessing this site, please
36. Will the questions proposed at the conference be disclosed along with their responses via addendum?
This document contains all questions submitted during the inquiry period, including those presented at the Pre-
Proposal conference.
37. As an out-of-state Staffing Agency, are we allowed to submit proposals?
Yes. Out-of-state agencies are not precluded from submitting proposals but are expected to be able to provide local
candidates and local results.
38. Is the Base Staffing Rate "hourly" or "annual salary"?
NCTCOG recommends presenting rate information on an hourly basis for temporary staff. If there direct placement
services proposed, please present in the manner that best meets industry practices.
39. What are the average length of assignments?
The length of assignment is highly variable depending on various needs.
40. Is holiday pay a requirement for contractors?
Holiday pay is not a requirement for contractors.
41. Is there any driving required, and if so, for which positions?
Since this is a new initiative that will include participants outside NCTCOG, it is not known how many (and
which) positions will require driving. The requisition portal will allow for Participants to include this information
when submitting a requisition.
42. If chosen as a Vendor will we see all requisitions, or is that at the discretion of the requestor?
The portal will allow the requestor the option to 1) send the requisition to all vendors that provide services in the
requested category (i.e. accounting finance/ information technology) or 2) pre-select which vendors to send the
requisition to.
43. Do you require resumes of Key personnel or will you accept employee bio's? An employee bio will suffice if it gives adequate background on the individual’s ability to meet the needs of the
contract.
REQUEST FOR PROPOSALS: TEMPORARY STAFFING
SERVICES #NCT-2015-05
ADDENDUM 2: PROPOSAL DEADLINE (Issued August 5, 2015)
The following includes changes to the RFP SUBMISSION (2.04) and SOLICITATION SCHEDULE (2.06) portions
of the original RFP. The changes are bold and underlined in italics.
2.04 RFP SUBMISSION Please submit one physical copy and one electronic copy (on compact disk or USB flash
drive) of your response no later than 3:00 p.m. CST, Friday, August 21, 2015. Electronic copy of proposal must
be one PDF file and not submitted as separate sections. Mark outside envelope “Sealed Proposal –Staffing
Services NCT-2015-05” and send to:
North Central Texas Council of Governments
Agency Administration
Attn: Jessie Shadowens-James
616 Six Flags Drive, CP II
Arlington, TX 76011
Faxed, emailed or late proposals will be ineligible and not accepted for consideration.
It is the responsibility of the Proposer(s) to ensure that the proposal is received in NCTCOG’s office by the
designated due date and time. NCTCOG assumes no responsibility for delays caused by postage, mail courier
deliveries, email delays or any other form of delivery.
Proposal information is restricted and not publicly available until after award of a contract. All documents
associated with the RFP, unless the Proposer indicates a portion of the proposal is proprietary, will be subject
to public inspection in accordance with the Public Information Act. All information obtained in the course of
this RFP will become property of the NCTCOG.
Proposals will be publicly opened at 3:15 p.m. CST on August 21st in the Pecan Conference Room of the
NCTCOG offices. Only the names of the Proposer(s) will be read aloud. No other information will be disclosed
at this time.
2.06 SOLICITATION SCHEDULE The schedule for the RFP process and the work is given below. All times
indicated are Central Standard Time (CST). NCTCOG may change this schedule at any time through the
addenda process. It is each Proposer’s responsibility to check the website question and answer area for this RFP
for current information regarding this RFP and its Calendar of Events through award of the Contract.