REQUEST FOR PROPOSALS

FOUR YEARCONTRACT FOR

TEMPORARY EMPLOYEE SERVICES FOR INFORMATION SYSTEMS POSITIONS

BID NO: 12-1363

ADDENDUM 1

BIDS DUE: December 7, 2012 @ 3:00 PMCentral Time

RFP/RFQ/RFQ Template FormSan Antonio Water System

Rev. 04/15/06Request for Qualifications

Page 1 of 11

Addendum 1 has been issued to address the following:

  1. Provide Requirements Section of RFP in MS Word format to facilitate ease of response. No changes have been made to this section.

2.Provide the questions asked, and the responses to those questions. You will see duplicate questions, as all questions and responses received were recorded and responded to.

YOU DO NOT NEED TO RETURN ADDENDUM WITH YOUR PROPOSAL

1.Requirements Section of the RFP is provided below.

The following information shall be submitted as minimum qualifications for performance of the services. Within your proposal, please answer the following questions regarding your organization and the ability to provide temporary employees or services. Each answer must be preceded with the text of the question being answered. Failure to respond completely to any of these requests for information may result in rejection of the entire proposal.

General Information

  1. Provide an Organizational Overview to include a description of the firm's operational history which reflects that the Contractor shall have been actively engaged for a minimum of sixty (60) consecutive months providing similar services to those defined in the Scope of Services of this Contract. Appropriate documents shall be included to describe the Contractor's organizational setup and an organizational chart, its services, and any general information that the Contractor feels is relevant or necessary in the consideration of its proposal. Provide a point of contact, name and title, who will be assigned for direction and guidance throughout the contract period. It is your responsibility to notify SAWS in case of any changes.
  1. Please provide a resume or biography of the assigned account manager(s). Assigned account manager(s) must have at least five (5) years agencystaffing experience.
  1. Provide a minimum of three (3) current and three (3) past references, of similar size to SAWS, which include company name, address, contact person's name and telephone number. In addition, provide a customer satisfaction score for the last two years for the local office.SAWS reserves the right to contact references and take into consideration prior SAWS experience.
  1. Provide a list of names of any subcontractors (if any) who the contractor may use for segments of the services and the specific service to be performed by the subcontrator.
  1. Provide resumes of resources currently employed by contract or availableto contract which depicts depth and qualifications of resources for each Information Systems positiondepicted in Exhibit A.
  1. SAWS has current contracted employees that are critical to the continuity of ongoing projects. The awarded Contractor must be willing to hire personnel or subcontract with existing firms for one year or until December 31, 2013.
  1. Provide a letter from the Contractor's firm's insurance carrier stating that the Contractor is able to provide the type and level of insurance required herein. Certificate(s) of Insurance must be provided by the selected vendor(s) at least five (5) days after notification of selection.
  1. Providea copy of the drug screening policy, inclusiveof the facilities utilized to perform the testing and the interpretation of results.
  1. Provide a copy of the background check policy to be used for potential SAWS temporary employees, which identifies criminal convictions and educational verification. Include protocol, agencies and location(s) (i.e. Bexar County, Statewide) used to verify education level and investigate criminal background of candidate.
  1. List and describe all litigation over the last five (5) years relating to the primary company name and or any subsidiaries.
  1. Provide a sample of any standard management reports provided to the employer. Please describe your ad hoc reporting capabilities. SAWS will require monthly status reports of all personnel under contract to SAWS. Failure to provide monthly reports could result in a loss of the contract with SAWS. See Item G in Scope of Services.
  1. List any additional services your organization provides that are not listed and related pricing.
  1. Provide a compensation schedule (Exhibit B) to be attached that shall include the minimum to maximum proposed hourly pay rates and not to exceed bill rates for the requested job summaries (Exhibit A) under this agreement. Please provide your mark-up/margin percentage of pay rate for jobs listed in this document.Provide what costs are included in your mark-up percentage.
  1. Provide mark-up/margin percentage of pay rate for jobs not listed in this document in case SAWS requires a position(s) not listed on this contract.
  1. Include any additional job summaries that are available including maximum not to exceed rates for year 1, year 2, year 3 and year 4.
  1. Describe how your organization plans to use, as much as applicable, small, minority and women owned businesses as subcontractors or as an active party in a joint venture.

Temporary Assignments

  1. Provide the method(s) used to notify SAWS when a temporary assignment has been filled. Please indicate the turnaround times for the positions listed in Exhibit A.
  1. Provide method(s) used in determining qualifications and skill level of temporary employees.
  1. Provide at least three (3) current candidate resumes for at least two (2) positions listed in Exhibit A.
  1. Indicate how performance of temporary employees on assignment is monitored.

Temporary to Hire

  1. Describewhat the process is for converting temporary employees to full time SAWS employeesand include options and pricing schedulefor early conversions to include number of hours needed.

Direct Hire

  1. Describe the direct hire process, the fee and the amount refundable if a hire leaves within a designated timeframe.

Payrolling

  1. Provide margin/markup rate charged when SAWS refers an individual to the contractor for payrolling.

2.QUESTIONS AND RESPONSES

  1. Are we able to bid only on the payrolling services needed by SAWS?

Response: No. Staffing agencies need to be able to provide Temporary Services Employees as well.

2.What did the SAWS spend on temporary staffing in 2011 and 2012?

Response: (IT Staffing ONLY) 2011 = $3,031,876; 2012 = (through 10/2012) = $1,389,383

2.a.What is the projected spend in 2013?

Response: We expect to spend between $800,000 - $1,200,000. This is an estimate only, and is in no way binding on SAWS.

  1. How many employees did the SAWS convert from temp to perm in 2012?

Response: None

4.How many direct hires were hired through staffing firms in 2012?

Response: None

5.Can you please provide payroll amounts for 2011 and 2012?

Response: SAWS does not have payrolling services for 2011 or 2012. For total dollars spent in 2011 and 2012, please see answer to question #2.

5.a.What is your projected payroll amount for 2013?

Response: See answer to question 5.

5.b.What is your current payroll provider charging for payroll services?

Response: We do not currently have a payroll provider.

6.Can you please provide current pay and bill rates for all temporary positions?

Response: Pricing on the previous RFP was based upon fully loaded billing rates. Positions not listed were quoted based upon a markup per vendor, however, this information was provided as a response to a Request for Proposal, thus no Bid Tabulation is available.

  1. What are your current suppliers’ temporary employment markups?

Response: The markups vary by provider and position filled. Pricing on the previous RFP was based upon fully loaded billing rates. Positions not listed were quoted based upon a markup per vendor, however, this information was provided as a response to a Request for Proposal, thus no Bid Tabulation is available.

  1. What are your current temp to perm conversion fees?

Response: Temp to perm conversion was not a requirement of the previous RFP.

  1. What are your current suppliers charging as a direct hire fee?

Response: Current contracts do not currently have a direct hire fee.

  1. Can you provide the total number of hours worked by all temporary personnel in 2011 and 2012?

Response: We do not have this breakout.

  1. How many temporary employees worked for the SAWS in 2011 and 2012?

Response: We do not have this breakout.

  1. Will the SAWS require us to pay the temporary workers vacation, holiday and sick time?

Response: This is not required by SAWS. However, staff may be required to work occasionally after hours or on holidays and weekends. SAWS will not pay overtime or holiday wages to contracted employees.

  1. Will temporary employees be required to work on overtime, weekends and holidays?

Response: On some projects, extended hours may be necessary for a short time.

  1. How many employees in 2012 needed protective equipment to perform their job while supporting SAWS?

Response: That information is not available. The SAWS Safety Department determines appropriate PPE by position. If contractor is asked to provide staffing for a position requiring PPE, the information will be provided at the time of request.

  1. What will the SAWS charge us if a badge and parking tag need to be replaced?

Response: See Security Procedures, Page 36.“A replacement fee may be charged for lost or damaged badges or parking tags. As a condition of final payment, the Contractor shall return all badges and parking tags to the Security Office. In the event the Contractor fails to return all security badges and parking tags, in addition to any other rights or remedies to which SAWS may be entitled at law or in equity, SAWS may withhold from payment to the Contractor the sum of $500.00 dollars per badge or parking tag as liquidated damages.”

  1. Regarding the Bid for Temporary Employee Services For Information Systems Positions, who is the current vendor(s) and their current rates?

Response: We have multiple providers. Currently they are: Leading Edge, RFD & Associates, Randstand, Strategic Staffing, Today’s Staffing and Advantage Staffing. The previous RFP included non IT positions as well, where this RFP does not.

The markups vary by provider and position filled. Pricing on the previous RFP was based upon fully loaded billing rates. Positions not listed were quoted based upon a markup per vendor, however, this information was provided as a response to a Request for Proposal, thus no Bid Tabulation is available.

  1. Requirement #3 includes “provide a customer satisfaction score for the last two years for the local office”. Can you provide more details on what you mean by a customer satisfaction score? Do you want a score from each of our references? Do you want this on a numeric scale? Or letter grade?

Response: Please provide overall ratings for any customer satisfaction surveys or questionnaires your company has received from customers in the past 2 years.

  1. Requirement #5 asks for resumes that depict depth and qualification of resources for each position in Exhibit A. Does this mean that we need to provide at least one resume for each of the 16 listed positions?

Response: Please provide at least 1 resume for each position your firm would be able to fill.

  1. Requirement #19 asks for three resumes that are related to two of the 16 listed positions. How does this relate to the resumes requested in requirement #5?

Response: This is a separate request to demonstrate your company’s ability to fill a position if previous candidates are not the right fit for SAWS.

  1. Is this opportunity solely for staffing, or is there opportunity here (or in the future) for project solutions support?

Response: Please provide information on all staffing and services your company can provide. SAWS will utilize the contracted firms to fill any positions and needs as necessary.

  1. Please provide the total anticipated annual spend for this opportunity.

Response: Response: We expect to spend between $800,000 - $1,200,000. This is an estimate only, and is in no way binding on SAWS.

  1. Please provide job titles and/or descriptions.

Response: Please see Exhibit “A” in the RFP.

  1. Does SAWS have a set markup in mind for payroll deals?

Response: No. Each response should include their markup as a part of their bid.

  1. Job Summaries: What is the minimum and maximum level of experience required for the referred job positions?

Response: Requirements are different for each position. Entry level positions require a minimum of 3 years experience. More advanced positions require 8 years minimum.

  1. How many resources is the agency anticipating to hire over a period of 1 year (Both temporary and Direct hire)?

Response: We estimate 10-15 resources will be needed.

  1. Would the contract be awarded to a single vendor or multiple vendors?

Response: SAWS may award to multiple vendors.

  1. Regarding SMWB-We are certified by NMSDC and State of NY/NJ Minority Supplier Development Council. Would this help or do we still need to get certified by State of Texas?

Response: Yes, you can receive your certification from the South Central Texas Regional Certification Agency:

Unfortunately, SAWS does not recognize the Minority Supplier Development Council network.

  1. What technologies does SAWS use? Please provide names of front end, middle tier, database software ERP and other systems.

Response: Cobol, .NET, HTML, Coldfusion, & SQL,IBM Mainframe, UNIX, SQL, Oracle, Crystal XI, SSRS,Quality Center (HP), Quicktest Professional, Java, Hansen 8, Lawson

29.For the Senior level positions (Example: Sr. Web Developer or Sr. Networks Developer) how many years of experience are you looking for to denote the position as Senior level?

Response: 8 years experience

30.Question 17: "Provide the method used to notify SAWS when a temporary assignment has been filled." Since the SAWS hiring authority would be making the decision to hire one of our consultants, who else within SAWS would need to be notified?

Response: The question is asking, how will your company correspond with the hiring officials? Email, phone, etc?

31.Please explain the difference between Question #5 and Question #19 in the Requirements section? They appear to be asking for the same thing – the provision of sample resumes. Do you want 3 resume examples for each of the positions depicted in Exhibit A?

Response: Question 19 is a separate request to demonstrate your company’s ability to fill a position if previous candidates are not the right fit for SAWS.

32.With regards to resumes, are you looking for one resume of each job summary (as stated on page 2, #5) or are you looking for three resumes of two positions (as stated on page 3, #19)?

Response: Please provide at least 1 resume for each position your firm would be able to fill. Question 19 is a separate request to demonstrate your company’s ability to fill a position if previous candidates are not the right fit for SAWS.

33.Would you like the name and contact details of each candidate on the resumes submitted?

Response: This information is not necessary.

34.Can we provide internal San Antonio Water System managers as part of our references?

Response: Yes

35.What are you looking for us to provide under the “Caliber of Resources” section?

Response: Please provide a synopsis of your resources’ current knowledge and skills, experience, education, and certifications to demonstrate your company’s ability to fill required positions with high quality personnel.

36.With regards to page 4 “Additional Requirements” what exactly are you looking for with regards to a full page of detailed job categories to which we are providing?

Response: Please provide a detailed list of Job Categories (positions) your company will be able to fill.

37.Do we need to fill out Exhibit E “Conflict of Interest” if there is no conflict of interest?

Response: Yes

38.Do you know what the IT spend on an annual basis is?

Response: (IT Staffing ONLY) 2011 = $3,031,876; 2012 = (through 10/2012) = $1,389,383

39.How many contract or temporary IT positions do you predict for next year?

Response: We estimate 10-15 resources will be needed.

40.With regards to Similar Prior Experience you are asking to provide at least 3 current and 3 previous projects with the name of the contact person who can provide a reference. Are you looking for six unique companies or can multiple projects be with one contact name?

Response: Please provide 6 unique references

  1. What is the dollar value (annual) of this contract?

Response: In 2013 we expect to spend between $800,000 - $1,200,000. This is an estimate only and may be split amongst several vendors, and is in no way binding on SAWS. We do not know for future years, as projects and budgets are yet defined.

  1. How many suppliers may be selected by SAWS for this contract?

Response: SAWS does not have a defined number of suppliers to be selected, however, we do reserve the right to award to more than one.

  1. How many temporary employees are currently on assignment at SAWS?

Response: Currently, the I.S. department is utilizing 9 contracted employees. This, however, does not dictate the number that will be needed in 2013. As needs are determined, resources will be needed.

  1. Will SAWS be transitioning temporary employees currently on assignment to newly selected suppliers?

Response: SAWS has several contracted employees that are critical for project continuity. Please detail in your response how your firm will be able to accommodate this requirement.

  1. Could you identify the positions from amongst the list provided that are most often requested for fulfillment?

Response: Currently, we contract the following positions: Web Development, System Administrator, Desktop Support Technician, Project Manager, Report Writer, QA Software Testing Specialist. This is not an indication of the jobs that will potentially be required in 2013.

  1. Under Section A, SAWS requires that Contractor fills request within a “reasonable timeframe”. Could give more clarification on a timeframe considered reasonable by SAWS?

Response: Each position fulfillment may have different turnaround timeframes.

  1. Under Section D, could you describe the type of training that Contractors are responsible for?

Response: The company is responsible to ensure that the contractor assigned to a SAWS position has completed all training necessary for the position to meet minimum qualifications.