Appendix A Technical Specifications ITN Managed Services Provider (MSP) and Vendor Management Solution (VMS)

Transcription

1 Appendix A Technical Specifications ITN Managed Services Provider (MSP) and Vendor Management Solution (VMS) JEA has identified the need to better manage all aspects of contingent labor including risk mitigation, cost reduction, process standardization and increased spend visibility. In order to meet this need, JEA intends to contract with a Managed Services Provider ( MSP ). The selected MSP will utilize a Vendor Management System ( VMS ) to be used for sourcing, payment, and reporting. JEA prefers to contract solely with the MSP. In this approach, the MSP is responsible for management of the VMS. For the purposes of this solicitation, the MSP may submit a Response with one or more suggested VMS companies. JEA prefers a no cost solution utilizing a supplier-funded model. The MSP responsibilities will include, but not be limited to the following: Implement a Managed Services Provider Program Develop communications and training plans Onboard various staffing agencies, ensuring they meet JEA requirements Assist JEA in developing a contingent workforce strategy Provide a no cost solution to JEA utilizing a supplier-funded model where the MSP takes a portion of the markup that is paid to the staffing agencies. Provide JEA with qualified candidates. Lead the requisition process from initial composition through review/approval, to posting Eliminate risk (co-employment, right to work in USA, background checks, etc ) Provide consistent reporting with improved data management. Types of reporting and cadences will be determined during implementation. Work with the VMS Supplier to implement the VMS and ensure a smooth transition Ensure that the VMS Supplier can integrate smoothly with Oracle R12 Meet the needs of each department requiring contingent labor as each department requires very different qualities Provide one (1) point of contact to JEA, not necessarily onsite full time. Work with JEA to develop Service Level Agreements to be measured quarterly. Deliver savings through improved markups and improved efficiencies. Current State of Program JEA currently spends approximately $18 million annually on contingent labor. The current contingent staff is recruited and employed using multiple contracted suppliers. The current suppliers are listed below: Company Contract Type Number of contingent workers Contract Expires Randstad * Technology Services 16 3 rd party/12 direct Randstad 12/31/18 Randstad * General 1 3 rd party/124 direct Randstad 07/31/19 Aerotek Customer Call Center 7 3 rd party/72 direct Aerotek 11/13/19 SGS Technologie LLC IT Project Management 3

2 Emtec Desktop Support Services 6 01/11/19 CGI Tech CAD upgrade project 1 11/30/18 *A 3rd party is utilized when JEA asks for specific skill sets. Examples of these third parties include Global PTM, Dak Resources, Meridian Technologies, Matrix Resources, IT Resources, Touch Point Staffing, etc. Current Markup Contract Type New Hire Regular 3 rd Party Randstad Technology Services 22.74% 22.74%/18% * 5% Randstad General 23.41% 22.38% 5% Aerotek Customer Call Center 33% 30% 4% SGS Technologie IT Project Management Unknown Unknown Unknown LLC Emtec Desktop Support Services Unknown Unknown Unknown CGI Tech CAD upgrade project Unknown Unknown Unknown *18% is a special rate negotiated in certain circumstances See Appendix A List of Titles, Pay Rates, and Mark Ups

3 APPENDIX B MINIMUM QUALIFICATIONS FORM MANAGED SERVICES PROVIDER (MSP) AND VENDOR MANAGEMENT SOLUTION (VMS) GENERAL THE MINIMUM QUALIFICATIONS SHALL BE SUBMITTED ON THIS FORM. IN ORDER TO BE CONSIDERED A QUALIFIED RESPONDENT BY JEA YOU MUST MEET THE MINIMUM QUALIFICATIONS LISTED BELOW, AND BE ABLE TO PROVIDE ALL THE SERVICES LISTED IN THIS SOLICITATION. THE RESPONDENT MUST COMPLETE THE RESPONDENT INFORMATION SECTION BELOW AND PROVIDE ANY OTHER INFORMATION OR REFERENCE REQUESTED. THE RESPONDENT MUST ALSO PROVIDE ANY ATTACHMENTS REQUESTED WITH THIS MINIMUM QUALIFICATIONS FORM. THE RESPONDENT SHALL SUBMIT ONE (1) ORIGINAL PROPOSAL, THREE (3) DUPLICATES (HARDCOPIES), AND ONE (1) CD. RESPONDENT INFORMATION COMPANY NAME: BUSINESS ADDRESS: CITY, STATE, ZIP CODE: TELEPHONE: FAX: PRINT NAME OF AUTHORIZED REPRESENTATIVE: SIGNATURE OF AUTHORIZED REPRESENTATIVE: NAME AND TITLE OF AUTHORIZED REPRESENTATIVE: MINIMUM QUALIFICATIONS FOR SUBMISSION Proposer shall have the following Minimum Qualifications to be considered eligible to submit a Proposal in response to this Solicitation. It is the responsibility of the Proposer to ensure and certify that it meets the Minimum Qualifications stated below. A Company not meeting all of the following criteria shall not have their Proposals considered for Award: The Respondent shall provide two (2) account references for similar services as referenced in Appendix A Technical Specification. References should cover work within the last three (3) years ending July 31, o o A similar account is defined as a Managed Services Provider (MSP) as described in the Technical Specifications stated herein where the Respondent implemented or transitioned a new program, including a VMS. The account references must include the reference company name, contact person, phone number, address and a summary of the scope of work provided. JEA will contact and verify the account references. Page 1 of 2

4 APPENDIX B MINIMUM QUALIFICATIONS FORM MANAGED SERVICES PROVIDER (MSP) AND VENDOR MANAGEMENT SOLUTION (VMS) REFERENCE 1 Reference Company Name Reference Contact Name Reference Phone Number Reference Address Address of Work Lead Consultant Description of Work REFERENCE 2 Reference Company Name Reference Contact Name Reference Phone Number Reference Address Address of Work Lead Consultant Description of Work Page 2 of 2

5 Appendix B Questionnaire Managed Services Provider (MSP) and Vendor Management Solution (VMS) Managed Services Provider Questions Company Profile and Experience: 1. Please provide the following information about your company Legal name of company Mailing address Country Federal Tax ID Year company was founded D&B number Web site URL Number of employees Company (Headquarters) Parent (if applicable) 2. Please provide a brief company overview. 3. How many MSP programs does your organization currently have deployed? 4. How many years have you been delivering MSP to clients? 5. Describe your experience (if any) working with utilities. 6. Is your MSP owned by a staffing company? If so, describe how you separate your MSP practice from your staffing practice. Supplier Management: 1. How many staffing suppliers (temp labor agencies) typically work within your network? 2. Provide a list of staffing suppliers you partner with. 3. What strategies do you employ to align the supplier base to specific skill sets? 4. What is the typical timeline for finding a candidate and filling the position? 5. What service level agreements do you measure for the staffing companies? 6. Describe your approach for building a tiered supplier program. Do you recommend that approach for JEA? Design and Approach: 1. Describe your approach to transitioning JEA from a self-managed, multiple contract program, to a MSP program. Please include an implementation timeline. How will you assist JEA with change management? 2. Please provide the names, job descriptions, and experience of the team that would support JEA if awarded this contract. Will there be an on-site presence? If so, please describe and provide requirements needed from JEA. 3. Describe your process for sourcing and retaining the most competitive and qualified candidates, at the best cost. 4. Describe your process for candidate and resume pre-screening for hiring managers and how does your program manage the interview process?

6 5. Detail your experience managing the onboarding process, including background checks, drug screening and immigration process, when applicable. 6. Please describe your company's contingent labor market intelligence capabilities including access to industry accepted information sources that address wage rates, supplier mark-ups, statutory changes, and changes in supply and demand in a given geographic location. 7. Describe your risk management approach to reduce risk of co-employment, etc. 8. Do you recommend JEA work with a particular VMS? 9. Describe your approach to managing pay rates, billing rates, etc. 10. Describe the payment process and timing. How often will JEA pay you? When does your company pay the staffing agencies? 11. How do you handle conversions from contingent workforce to full-time JEA? Is there a fee? 12. Provide an estimated savings you think JEA will see in the first 12 months and how that savings will be achieved and measured. Vendor Management Solution (VMS) Questions 1. As an MSP, do you have your own VMS that you are proposing? If not, please provide information regarding the company that you plan to team with for this contract. If you are neutral as to which VMS is used, please list which companies you are willing to work with. 2. Can the VMS integrate with Oracle R12? 3. Is the VMS an Oracle Partner and member of the Oracle Partner Network? If so, are they a silver, gold or platinum partner? Also, if so are they part of the OVI (Oracle Vendor Integration) network? 4. Describe the requisition process, including workflows and approvals. 5. Describe the process for candidate selection including any interview capabilities. 6. Describe the timekeeping submission and approval process. 7. Can time be tracked by multiple projects and tasks? 8. Provide examples of your standard reports. 9. Explain your business intelligence or workforce analytics capabilities. 10. Describe user roles and permissions. 11. How do you train the users (suppliers, JEA, candidates, etc.)? 12. Describe the implementation process, including a timeline. What resources will be required from JEA and how much time will be required for each resource? 13. All shortlisted companies will be required to complete the JEA Cloud Security Matrix (Appendix C) which has two critical minimum requirements. Can you meet the requirements listed below? a. Can you provide a SOC 2 Type 2 Report? b. Will all of the JEA data be stored in the United States?

7 APPENDIX B - RESPONSE FORM MANAGED SERVICES PROVIDER (MSP) AND VENDOR MANAGEMENT SOLUTION (VMS) RESPONDENT INFORMATION: COMPANY NAME: BUSINESS ADDRESS: CITY, STATE, ZIP CODE: TELEPHONE: FAX: NAME & OF CONTACT: WEBSITE: PERCENTAGE OF MARKUP (35 Points) Respondent shall provide the total percentage markup they believe JEA will have to pay once the program is implemented. In the blanks below, detail what percentage will go to the staffing agency, the MSP and the VMS. For example, if JEA pays a total markup of 25%, and 23% goes to the staffing agency, 1% goes to the MSP and 1% goes to the VMS, then Respondent shall insert 25% in the TOTAL below. Please note that if the MSP is implemented prior to the VMS, then JEA will only pay the MSP and staffing agency portion until the full program is implemented. This section is worth a total of 20 points. Percent for VMS % Percent for MSP % TOTAL % Percent for Staffing Agency % Please note, the percentage quoted by Respondent for VMS and MSP are firm-fixed percentages. The Staffing Agency percentage is estimated. While only an estimate for the purposes of this Response, this percent shall represent the Respondent s best estimate and goal for the program. Once the program is fully implemented, this Total percentage will measured as a service level agreement (SLA). Prescreening, drug testing (when required), background checks, onboarding (badging, access approvals, etc) shall be included in this markup. In instances where JEA requests use of a specific worker from a 3 rd party, JEA expects to pay a much lower markup rate. Please see Appendix A Technical Specification and Appendix A List of Titles, Pay Rates and Markups for examples of what JEA currently pays. In the 3 rd PARTY box below, please provide your markup for 3 rd party placement. There could be cases where JEA asks for a specific contingent worker that is independent (not connected to a 3 rd party) and JEA will require the Respondent to onboard and payroll that contingent worker. For this scenario, JEA also expects a much lower percentage markup. In the PAYROLL box below, provide your markup for payroll placement. This section is worth a total of 10 points. 3 rd Party Markup (includes VMS & MSP markup) % Payroll Markup (includes VMS & MSP markup) % Page 1 of 2

8 APPENDIX B - RESPONSE FORM MANAGED SERVICES PROVIDER (MSP) AND VENDOR MANAGEMENT SOLUTION (VMS) PAST PERFORMANCE/COMPANY EXPERIENCE (30 POINTS) In this section, please expand on the two (2) account references provided in the Minimum Qualifications section that JEA deems to meet the requirements as written for this ITN. Describe the pre-planning, implementation, and end results. Was the timeline met? What obstacles had to be overcome? What were the deliverables? What were the savings and how were they measured? How did you handle change management? What was the improvement in overall markup paid? What other savings did you find (examples: training, onboarding, retention, etc)? ABILITY TO DESIGN AN APPROACH AND WORK PLAN TO MEET THE PROJECT REQUIREMENTS (35 POINTS) Complete the Questionnaire in Appendix B I have read and understood the Sunshine Law/Public Records clauses contained within this solicitation. I understand that in the absence of a redacted copy my proposal will be disclosed to the public as-is. Respondent's Certification By submitting this Response, the Respondent certifies (1) that it has read and reviewed all of the documents pertaining to this ITN and agrees to abide by the terms and conditions set forth therein, (2) that the person signing below is an authorized representative of the Respondent, and (3) that the Respondent is legally authorized to do business and maintains an active status in the State of Florida. The Respondent certifies that its recent, current, and projected workload will not interfere with the Respondent s ability to work in a professional, diligent and timely manner. The Respondent certifies, under penalty of perjury, that it holds all licenses, permits, certifications, insurances, bonds, and other credentials required by law, contract or practice to perform the Work. The Respondent also certifies that, upon the prospect of any change in the status of applicable licenses, permits, certifications, insurances, bonds or other credentials, the Respondent shall immediately notify JEA of status change. We have received addenda through Signature of Authorized Officer of Respondent or Agent Date Printed Name & Title Phone Number Page 2 of 2