COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL NO.: 10186/EP/05

SPECIFICATIONS, TERMS & CONDITIONS

for

SUPPLEMENTAL TEMPORARY EMPLOYEE SERVICES

NETWORKING/BIDDERS CONFERENCES

At

10:00 A.M.
on
April 19, 2005
At
1401 Lakeside Drive, Suite 1107
Oakland, CA94612 / 2:00 P.M.
on
April 20, 2005
At
2400 Stevenson Blvd, Fukaya Room B4825 Gleason Drive
FremontDublin, CA9453894568

RESPONSE DUE

by

2:00 p.m.

on

May 20, 2005

at

AlamedaCounty, GSA-Purchasing

1401 Lakeside Drive, Suite 907

Oakland, CA 94612

12/17/04

Specifications, Terms & Conditions

DRAFT for SUPPLEMENTAL TEMPORARY EMPLOYEE SERVICES

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL NO.: 10186/EP/05

SPECIFICATIONS, TERMS & CONDITIONS

For

SUPPLEMENTAL TEMPORARY EMPLOYEE SERVICES

TABLE OF CONTENTS

Page 1 of 2

Page

I.ACRONYM AND TERM GLOSSARY...... (#4)

  1. STATEMENT OF WORK

A.Intent...... 5(#)

  1. Scope/Background...... 5-6(#)
  2. Specific Requirements...... 6-10(#)
  3. Deliverables/Reports...... 10-13(#)

III.INSTRUCTIONS TO BIDDERS

E.County Contacts...... 13-14(#)

F.Calendar of Events...... 14(#)

G.Networking/Bidders Conference...... 14-15(#)

H.Submittal of Bids...... 16-17(#)

I.Response Format...... 17(#)

J.Evaluation Criteria/Selection Committee ...... 18-19(#)

Job Ordering…………………………………………………………..19-22. (#)

Payrolling Services……………………………………………………. 22(#)

K.Contract Evaluation and Assessment...... (#)

KL.Contact Evaluation and AssessmentNotice of Award...... 23-26(#)

LM.Notice of Award...... Bid Protest / Appeals Process 26(#)

M.Bid Protest/ Appeals Process………………………………………...26-27

IV.TERMS AND CONDITIONS

N.Term / Termination / Renewal...... 27-28(#)

  1. QuantitiesPricing...... 28(#)
  2. PricingAward...... 28-30(#)
  3. AwardMethod of Ordering...... 30(#)
  4. Method of OrderingInvoicing...... 31(#)
  5. InvoicingLiquidated Damages...... 31-32…………………………………………………... (#)
  6. Liquidated DamagesCounty Provisions...... 32(#)
  7. County ProvisionsAccount Manager/Support Staff...... 32-35(#)
  8. Account Manager/Support StaffGeneral Requirements...... 35(#)
  9. General Requirements...... 35-36
ATTACHMENTS

Exhibit A - Acknowledgement

Exhibit B-1 – B-8 - Bid Forms

Exhibit C - Insurance Requirements

Exhibit D1- Current References

Exhibit D2 -Former References

Exhibit E – SLEB Certification Application Package

Exhibit F – Small and Local Business Partnering Information

Exhibit G – Request for Small and Local or Emerging Preference

Exhibit H – First Source Agreement

Exhibit I – Exceptions, Clarifications, Amendments

Exhibit J – Standard Agreement Contract Draft

Exhibit K –Intentionally Omitted

Exhibit L – RFP Vendor Bid List

Exhibit M – Response/Content Submittal; Completeness Check List

Exhibit N-1 – RFP Rating Scale for Job Orders

Exhibit N-2 – RFP Rating Scale for Payrolling Services

I:/’’PURCHASE/PurchContract/Word/E. Perez/Supplementary Temp. Serv.Page1 of 36512/17/04

Specifications, Terms & Conditions

DRAFT for SUPPLEMENTAL TEMPORARY EMPLOYEE SERVICES

I.ACRONYM AND TERM GLOSSARY: Unless otherwise noted, the terms below may be upper or lower case. Acronyms will always be uppercase.

Bid / Shall mean the bidders’/contractors’ response to this Request
Bidder / Shall mean the specific person or entity responding to this RFP
Board / Shall refer to the County of Alameda Board of Supervisors
CSC / Shall refer to County Selection Committee
Contractor / When capitalized, shall refer to selected bidder that is awarded a contract
County / When capitalized, shall refer to the County of Alameda
Federal / Refers to United States Federal Government, its departments and/or agencies
F.O.B / Shall mean without charge for delivery to destination and placing on board a carrier at a specified point (Free On Board)
GSA / As used herein shall refer to the County General Services Agency
HRSD / Refers to the County Human Resource Services Department
IRS / Refers to United States Internal Revenue Service
Labor Code / Refers to California Labor Code
OSHA / Refers to California Occupational Safety and Health Administrations
Payrolled Employee / Defined as a person who is recruited by the County to perform specific tasks, but is paid through a temporary employee service provider or an agency performing a payrolling function.
Payrolling Services / Refers to those services provided facilitating the County’s employment of a payrolled employee.
Proposal / Shall mean bidder/contractor response to this RFP
Request for Proposal / Shall mean this document, which is the County of Alameda’s request for contractors’/bidders’ proposal to provide the goods and/or services being solicited herein. Also referred herein as RFP
Response / Shall refer to bidder’s proposal or quotation submitted in reply to RFP
RFP / Request for Proposal
SLEB / As used herein shall refer to a County certified Small Local Emerging Business
State / Refers to State of California, its departments and/or agencies
TAP or TAP Program / As used herein shall refer to a Temporary Assignment Pool. This is a County program utilizing County employees to fill certain temporary employment positions within County departments and/or agencies
Temporary Employee / An individual who is recruited, employed and supplied by Contract at the request of the County

II.STATEMENT OF WORK

  1. INTENT

It is the intent of these specifications, terms and conditions to describe the County of Alameda’s (County) requirement for supplemental temporary employee and payrolling services. The services shall include furnishing the County with temporary personnel staffing, on an “as needed” basis, to supplement the County’s Temporary Assignment Pool (TAP) as administered by the County Human Resource Services Department (HRSD). The County intends to receive bids and award three (3) year renewable contract(s) to qualified contractor(s) in accordance with the terms and conditions set forth in this RFP.

Contractor(s) awarded a contract as a result of this RFP will be placed on an approved Contractor list managed by HRSD. Contractor(s) awarded a contract as a result of this RFP is not guaranteed to place temporary employee staffing with the County.

  1. SCOPE/BACKGROUND

The County’s current temporary employee services contracts provide for administrative, clerical, light janitorial, health care therapists, payroll and other temporary services. The County may require additional clerical, technical and professional staffing to deliver services to the community and provide administrative support. Over the last one year period the County has contracted for approximately Four Million Five Hundred Thousand Dollars ($4,5000,000) in temporary services.

It is the goal of the County to reduce and minimize the usage of temporary staffing whenever possible. However, supplemental temporary employee services continue to be required to provide a constant level of service delivery to County residents and operations when positions are left vacant by employee absences, when special projects require short-term services and/or whenever sudden growth or organizational changes occur. Since trends are impossible to predict and budget considerations could greatly impact these areas of expenditure in the future, the County guarantees no maximum and no minimum amounts to be expended against any contract, which may result from this RFP.

The County intends to award contracts to multiple vendors to provide supplemental temporary services. However, while it may be unlikely that any one agency can provide all the temporary services requested, the County reserves the right to award a single contract if a capable vendor presents itself and is determined to be in the County’s best interest to do so. Supplemental temporary employee services required include, but are in no manner limited to, the following:

  • Office Clerical, Secretarial and General Administrative (Exhibit B-1);
  • Fiscal, Financial and Professional Accounting Services (Exhibit B-2);
  • Information Technology (Exhibit B-3);
  • Skilled Crafts and Maintenance Services (Exhibit B-4);
  • Health Care and Medical Services (Exhibit B-5);
  • Legal Services (Exhibit B-6);
  • Library Services (Exhibit B-7); and
  • Payrolling Services (Exhibit B-8).

Bidders may bid on any one, several or all of the job categories as more fully set forth in Exhibits B-1 through and including Exhibit B-8 attached hereto. However, Bidder must bid all jobs listed within the category being bid.

For detailed descriptions of the above noted classifications and any other County positions, please refer to:

The maximum term for non-County employee individual temporary assignments is ninety (90) days pursuant to California Government Code§31000.4.

  1. SPECIFIC REQUIREMENTS

1.Transition of Supplemental Temporary Employees

Contractor(s) shall agree to allow current County supplemental temporary employees to transition to a new Contractor upon termination of their contract for any reason.

In the event that multiple contracts are awarded as a result of this RFP, Contractor shall agree to allow any County supplemental temporary employee to transition to a new Contractor if requested to do so by the temporary employee.

  1. Contractor shall agree to hire an existing County supplemental temporary employee as may be requested by County at such pay rates and benefit levels then currently provided to such employee.
  1. Supplemental temporary employees may be hired by the County or by other contractors to perform work during the term of any contract which may arise as a result of this RFP or upon termination of any contract arising hereby. Contractor agrees to release all temporary employees from any obligations owing to the Contractor which would prevent or delay continued County employment. Contractor shall not be entitled to any additional compensation, fees, and/or penalties or liquidated damages from either the County or from such employee as a result of such employment with the County.

2.Recruitment

  1. Contractor and/or its employees shall not engage in the recruitment of County employees or of any supplemental temporary County employee not a part of Contractor’s organization when providing services to the County. The County deems such activity as non-productive and disruptive and, therefore, the Contractor may be immediately terminated for cause.
  1. Contractor shall notify the County if any County employee is attempting to recruit any of Contractor’s employees.
  1. The County is required to make available and publicly post job opportunities currently available within the County. The County will not prohibit or dissuade any of Contractor(s) employees from applying for any publicly posted job opportunity.
  1. Restriction of Employment of CountyEmployees: Contractor shall not employ County employees to provide supplemental temporary personnel to the County nor will the County pay or reimburse the Contractor for such services.
  1. Response Time: Contractor shall provide qualified supplemental temporary personnel at the time and location specified by County when given at least eight (8) business hours advance notice by County. In cases where prior notification is less than eight (8) business hours, Contractor shall make reasonable attempts to provide personnel as requested and shall keep County informed as to its progress in providing such supplemental temporary employee.
  1. Job Descriptions

a.Current job titles and job descriptions for identification of skills and clarification of duties required by supplemental temporary employee personnel are available on the County website at

b.Additional skills and duties required by supplemental temporary personnel may be identified during the term of any contract which may result from this RFP and/or at the time such order is placed.

c.The County may add job titles during the contract term. Pay and bill rates for additional job titles shall be mutually agreed upon by the County and Contractor at the time of such inclusion, if any.

  1. Background Checks
  1. Contractor shall screen all County supplemental temporary employment candidates to ensure competency for and compatibility with the County’s request for service. In the event that any particular licensing is required of such applicant, Contractor shall warrant that such specialized licensure has been complied with.
  1. County shall perform background checks, at its own expense, which may include fingerprinting, on Contractor provided personnel whenever the County, in its sole discretion, deems advisable. However, should the County discover criminal or other unsuitable history not previously disclosed or contrary to the employment information provided to the County, Contractor shall bear the cost of such background investigation and, in addition, County shall not be responsible for the payment of any employee related expense, including, but not limited to, compensation for services for any such individual.
  1. County reserves the right to reject any candidate for supplemental employment purposes for any reason.
  1. Health Screening Requirements

Contractor shall provide supplemental temporary employees meeting the below noted health screening requirements, when required, for placements located at Juvenile Hall, County jail facilities and health care clinics. Costs incurred for providing health screening requirements shall be the responsibility of the Contractor.

  1. Tuberculosis: Contractor shall provide County (annually) acceptable proof of Mantoux skin test for tuberculosis or chest x-ray (14” x 17”) for all personnel providing on-site services. Initial proof shall be provided prior to the provision of service. Acceptable proof shall be a statement signed by a physician of a negative Mantoux test or a signed negative chest x-ray. Any affected employees of Contractor, including Contractor, who convert from a negative Mantoux test to a positive test, must provide a signed physician’s statement indicating they are free from the presence of infectious disease. Contractor shall provide proof of such immunization within ten (10) days of the annual date of contract commencement to the County department requiring proof of such test.
  1. Rubella and Rubeola Immunity: Prior to assignment, the Contractor shall provide acceptable proof of rubella and rubeola immunity and other immunities as may be required by law for all individuals who will be providing on-site services. Acceptable proof of immunity (positive titer and/or vaccination) shall be a signed statement from an official health provider or a signed health certificate such as for marriage or international travel. Contractor shall provide proof of such immunization within ten (10) days of the annual date of contract commencement to the County department requiring proof of such test.
  1. Termination or Cancellation of Temporary Personnel
  1. If at any time, and in its sole discretion, the County finds the performance of a supplemental temporary employee to be unsatisfactory, the Contractor shall be notified and shall immediately terminate the employee’s assignment with the County.
  1. In the event that an employee termination is made due to unsatisfactory performance within the first eight (8) hours worked, the County shall not reimburse the Contractor for any cost incurred in connection with such employee, including but not limited to, mobilization or relocation costs, wages, employer’s statutory tax and insurance contributions and any profit or overhead for such employee. This is not to be construed as a penalty, but as an offset for damages incurred by the County associated with the termination of assignment and the efforts required to refill such position.
  1. County shall pay Contractor for actual hours worked, except as indicated in paragraph b) above; in the event the County cancels an order after an employee has arrived at the job site. In such cases the County shall have the right to re-assign such employee.
  1. Employee Benefits
  1. Contractor shall not be required to provide its employees assigned to the County any greater benefits than it typically accords its employees. Contractor need not provide its employees benefits equivalent to those provided to County employees.
  1. Contractor shall pay supplemental temporary employees weekly, bi-weekly or monthly.
  1. When bi-lingual skills have been requested by the County, Contractor shall pay bi-lingual supplemental temporary employees an additional amount to be determined by the County when bilingual abilities are required for those County positions.
  1. Where applicable, prevailing wages shall be paid to supplemental temporary employees involved in public works projects.
  1. Hiring Practices

a.Contractor shall have in place acceptable affirmative action policies and procedures which meet minimum County standards and are followed when recruiting supplemental temporary employees for County.

  1. Contractor shall provide to County a copy of its affirmative action policies and procedures, upon request.
  1. Supplemental temporary employees provided by Contractor shall, at a minimum, meet the specifications and qualifications identified for County positions. Specifications and qualifications for existing County positions are posted on the County website at Any and all positions posted on this website may be subject to required temporary placements.
  1. In the event that supplemental temporary employees are required for positions that do not have County specifications and qualifications identified, Contractor shall provide staffing that, at a minimum, meets the requirements indicated by the County at the time the County request is made.
  1. DELIVERABLES/REPORTS

1.Contractor shall agree to utilize standardized report formats as required.

2.Contractor shall provide two (2) copies of detail and summary reports identified in this section to HRSD on a monthly basis, no later than the 15th of each month and upon request, for supplemental temporary services, payrolling services, invoice information and ad hoc reports.

  1. Contractor shall provide current Bay Area salary surveys to HRSD on a quarterly basis and upon request.
  1. Supplemental Temporary Services Detail Activity Report by Position shall include:

a.Position title;

b.Employee(s) name(s);

c.Name of contractor or sub-contractor providing employee;

d.County purchase order number;

e.Week ending;

f.Wage code (regular time, over time);

g.Number of hours worked per week;

h.Bill rate;

i.Dollars billed per wage code per week;

j.Subtotal of hours and dollars by position title;

k.Subtotal of hours and dollars by contractor and sub-contractor;

l.Grand total of hours and dollars;

m.Special skills for assignment; and

n.Start and end date of assignment.

  1. Contractor shall provide one (1) copy of the Supplemental Temporary Services Detail Activity Report by Department to HRSD, quarterly, that shall include:
  1. County purchase order number;
  1. County department name;
  1. Week ending;
  1. Employee(s) name(s;
  1. Position title;
  1. Start and end date of assignment;
  1. Name of contractor or sub-contractor providing employee;
  1. Wage code (regular time, over time);
  1. Number of hours worked per week;
  1. Bill rate;
  1. Dollars billed per wage code per week;
  1. Subtotal of hours and dollars by department;
  1. Subtotal of hours and dollars by contractor and sub-contractor;
  1. Grand total of hours and dollars;
  1. Special skills for assignment; and
  1. Start and end date of assignment.
  1. Temporary Services Summary Activity Report by Department, monthly, shall include:

a.County department number;