REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS FOR TEMPORARY STAFFING SERVICES Proposals must be received and receipted no later than 3:00 p.m. PDT, April 12, 2012 ABSOLUTELY NO EXCEPTIONS San Diego Workforce Partnership, Inc University Ave. Suite 400 San Diego, CA (619) TDD (619) An Equal Opportunity Employer Auxiliary Aids and Services are Available Upon Request To Individuals with Disabilities

2 Request for Proposals for TABLE OF CONTENTS BACKGROUND INFORMATION... 3 One-Stop Career Center Network... 3 Youth Programs... 3 Workforce Data... 4 TEMPORARY STAFFING NEEDS... 5 Proposal Format/Questionnaire... 5 Vendor Required Information... 5 General Information... 5 Customer Service... 6 Quality of Temporary Staff... 6 Pricing... 6 EVALUATION PROCESS... 7 Appeals Process and Access to Evaluation Information... 7 Access to Score Sheet and Comments... 8 Ex-Parte Communication... 8 Negotiation/Contract... 8 Term of Agreement... 9 Right to Cancel... 9 PROCUREMENT SCHEDULE AND TIMELINE... 9 Optional Bidders Conference RFP Questions Request for Qualifications Submittal of Proposals INSURANCE Funding Warranty Restrictions on Disclosure

3 SAN DIEGO WORKFORCE PARTNERSHIP, INC. BACKGROUND INFORMATION The Workforce Partnership is a 501(c) (3) tax exempt organization chartered by the County and the City of San Diego to fund job training programs in the San Diego region. The organization s primary funding is allocated by the Department of Labor under the provisions of the Workforce Investment Act (WIA). WIA provides funds for the employment and training needs of adults, dislocated workers and youth. For more information see The Workforce Partnership serves as a source of information on the region's current and projected labor market. Research specialists analyze workforce needs and trends in San Diego County, offering jobseekers, employers, educators, trainers, and researchers data on topics such as wages and salaries, occupational projections, employment statistics, and San Diego County s economy. The organization s mission is to foster economic growth and prosperity through education, training, and lifelong learning. The vision of the Workforce Partnership is that the San Diego region will be home to the world s most highly educated and skilled workforce; where a corporate and community-wide commitment to lifelong learning will fuel unprecedented innovation, creativity and economic achievement. For additional information, please visit One-Stop Career Center Network Currently, the Workforce Partnership oversees the operation of a network of six uniquely designed One-Stop Career Centers and six branch sites located throughout San Diego County. The One-Stop Career Center Network provides employment services to the general public, including career assessment, job training, and job search assistance for San Diego City and County residents whether unemployed or employed. The network also provides placement services for businesses looking to hire skilled, pre-qualified workers, as well as planning services for businesses facing layoffs or plant closures. From time-to-time, the Workforce Partnership procures grants and/or receives funding for special projects and initiatives that successful bidders will be required to deliver services. Bidders are encouraged to view the Workforce Partnership s current funded partners at to learn more about current special projects and initiatives. Youth Programs Through our collaboration with service providers, the San Diego Workforce Partnership funds programs that provide eligible youth, ages 14-21, with work experience and assistance with work readiness. Funded programs serve eligible youth who are interested in furthering their education and career goals

4 Workforce Data The San Diego Workforce Partnership serves as a vital source of information on the region s present and projected labor market. Our research team analyzes workforce needs and trends in San Diego County for educators, trainers, employers and researchers. We report on San Diego County s overall economy, including wages and salaries, occupational projections, and employment statistics. For additional information, please visit

5 Request for Proposals For TEMPORARY STAFFING SERVICES San Diego Workforce Partnership TEMPORARY STAFFING NEEDS Through this Request for Proposals (RFP), the Workforce Partnership is soliciting proposals from vendors who are interested in providing cost effective temporary staffing services. The Workforce Partnership must receive proposals in response to this RFP no later than 3:00 p.m. Pacific Standard Time (PDT) Thursday, April 12, The Workforce Partnership is committed to equal opportunity in its procurement and contracting process. The Workforce Partnership utilizes temporary staffing services to fill short-term staffing needs, mainly in the area of administrative support. We require qualified individuals to assist Workforce Partnership staff in project completion, or for interim placement necessary because of employee turnover or individual leave/vacation. The positions most often required include but are not limited to: data entry clerk, customer service representative, receptionist/switchboard, administrative assistants, and executive assistants. While most of our staffing needs are administrative we do on occasion require temporary placement of finance and/or accounting positions. These positions may also require an individual to be bilingual (English/Spanish fluency). While our demands are hard to predict, it is anticipated that we would require at least one administrative temporary staff person for 40 out of 52 weeks of the year. We would rarely have the need for more than a total of 6 temporary staff at any given time. Duration of temporary staff assignments is usually from 1 to 6 weeks. Normally we do not use temporary staff for long-term assignments exceeding 3 months however; depending on our staffing needs assignments may exceed the 3-month timeframe. In addition to regular temporary staffing services, we would also have the occasional need to payroll staff through the temporary staffing agency. In this case, the Workforce Partnership would select an individual and send them to the agency for payrolling. Through the proposal evaluation process, the Workforce Partnership will develop a First Call Agreement and a Back-up Agreement with the most responsive and qualified Temporary Staffing Agencies. Proposal Format/Questionnaire Proposers are required to respond to information requests in the order listed in this section so that the Workforce Partnership can evaluate all proposals on an equal and timely basis. Responses to the Proposal Questionnaire may not exceed 5 pages in total. Vendor Required Information General Information Provide a brief description of the proposer organization. List the contact name, address, phone number, fax number, and address of your facilities in San Diego County - 5 -

6 that would service the Workforce Partnership s account. Include how long your company has been doing business in San Diego County and submit at least three (3) references of companies that utilize your service exclusively for temporary staffing. Customer Service Please provide a brief description of the services that you would provide to the Workforce Partnership. Include a description of the individual(s) that would be responsible for servicing the Workforce Partnership s account including their qualifications and length of service in their current position. Please tell us what you would do to ensure consistency of service to the Workforce Partnership in the event that there is a change in the primary contact assigned to the Workforce Partnership. Describe how your agency would ensure the quality and timeliness of communication with the Workforce Partnership. Include guaranteed response times for the following: Response to telephone or voice mail messages; Filling of routine temporary staffing requests; and Reporting of temporary staff absences and same-day replacement if requested How would your organization respond to the Workforce Partnership if these guarantees were not met? Quality of Temporary Staff Please describe the ongoing recruitment and selection process used to maintain an ample pool of qualified temporary staff. Include in your response the total number of individuals you currently have available to fill temporary staff positions. Describe the process that your organization uses to ensure the workplace readiness of temporary staff personnel including: Professional appearance; Reliability - punctuality, attendance; and Basic workplace skills including communication skills, telephone skills, customer service, and time management; Describe the process that your organization uses to assess the job specific skill levels of temporary staff. Pricing Please provide rate ranges that would be guaranteed for the term of this agreement for the following positions: Data Entry Clerk Receptionist/Switchboard Customer Service Representative Administrative Assistant Executive Assistant Employee Pay-rate Bill Rate Low High Low High * Please provide the markup percentage rate for payrolling a worker with your organization

7 EVALUATION PROCESS Workforce Partnership staff will screen all proposals for completeness and compliance with the terms and conditions of the RFP. Proposals clearly inconsistent with the RFP requirements will be eliminated from consideration. SUMMARY POINT TOTAL Points Available 1. General Information Customer Service Quality of Temporary Staff Pricing EVALUATED BY FINANCE 150 TOTAL POINTS 1000 Points Awarded A review panel will evaluate all proposals, which pass the initial compliance review. Bidders shall refer to each section for specific criteria and shall be aware that points will be awarded by the review panel based on responses to this RFP. Through this evaluation, the panel will determine 3-4 finalists. Based on the results the panel may choose to interview the finalists in order to make a final selection. The panel will make recommendations to the SDWP Board of Directors on May 2, 2012 for a contract award to the First Call Agency, and the Back-up Agency. Bidders are advised that the Board of Directors, based upon the results of the evaluation process and the recommendations of the review panel, must approve the final selection. Appeals Process and Access to Evaluation Information The information below outlines the appeals process and procedure to access evaluation information. Valid criteria for an appeal will be a violation of the one of the following: The procurement process as outlined by RFP; and/or Federal and/or Workforce Partnership procurement guidelines. An appeal would not be allowed: To contest scores, rating system, or dissatisfaction with the evaluation results unless there is a violation of the process; or By those other than RFP bidders

8 The appeals process shall consist of the following steps: A written letter of appeal shall be delivered to San Diego Workforce Partnership s Interim President and Chief Executive Officer The written appeal shall specify evidence for appeal; The written appeal must be received by the Workforce Partnership within five (5) business days from the date when the RFP recommendation is publicly posted on Workforce Partnership s website and/or other means of communication with bidder; Workforce Partnership shall have 72 hours to determine if the criteria for an appeal are met and to respond to a written appeal; A valid appeal would be brought through the same recommendation/governance structure as referenced in the RFP for approval of contract awards and presented along with options to address the appeal as developed by Workforce Partnership staff; and Final resolution of a valid appeal shall end with the San Diego Consortium Policy Board. Access to Score Sheet and Comments Individual score sheets and ranking used during the evaluation process may be provided in the form of summaries as prepared by Workforce Partnership staff. Actual individual scores sheets will not be disclosed. These summaries will be provided to applicants of the RFP who submit a written request. Requests for this information shall be responded to within ten (10) business days of the Policy Board reviewing the final contract recommendations and any appeals submitted. The purpose for releasing this information is for technical assistance and continuous improvement and not for purpose of an appeal. Ex-Parte Communication The ex-parte communication prohibition restricts RFP respondents from contacting members of the San Diego Consortium Policy Board, San Diego Workforce Investment Board (WIB), San Diego Workforce Partnership Board, Youth Council, Workforce Advancement Committee (WAC), Workforce Partnership staff or other persons serving as evaluators, once identified, during the RFP process. Respondents directly contacting a board member or evaluator risk elimination of their proposals from further consideration. Any written communication to a board member or evaluator from potential respondents will be made available to all board members by the Workforce Partnership President & CEO. Negotiation/Contract All bidders shall designate an authorized negotiator. (The name and contact information for this person must be included on the title page of the proposal.) This designated person must be empowered to make binding commitments for the successful bidder and its subcontractors, if any. The Workforce Partnership reserves the right to negotiate the final terms of the contract agreements with the successful bidder(s). Items that may be negotiated include, but are not limited to, the scope of work, the staff as proposed, the implementation schedule, and the final award amount

9 Term of Agreement The First Call Agreement and the Back-up Agreement will be effective from July 1, 2012, through June 30, The Workforce Partnership reserves the right to negotiate one-year extensions of the agreements for a total period not to exceed three years. Right to Cancel The Workforce Partnership reserves the right to delay, amend, reissue, or cancel, all or any part of this RFP at any time without prior notice. Workforce Partnership also reserves the right to modify the RFP process and timeline as deemed necessary. This RFP does not commit Workforce Partnership to accept any proposal, nor is the Workforce Partnership responsible for any costs incurred by the Bidder s in the preparation of responses to this RFP. Workforce Partnership reserves the right to reject any or all proposals, to accept or reject any or all items in the proposal, and to award the contracts in whole or in part as is deemed to be in the best interest of the Workforce Partnership. Workforce Partnership reserves the right to negotiate with any bidder after proposals are reviewed, if such action is deemed to be in the best interest of the Workforce Partnership. PROCUREMENT SCHEDULE AND TIMELINE Starting March 08, 2012, The RFP for will be available to be downloaded from the Workforce Partnership s website If you are unable to download the RFP please contact Shrai Arzt, Human Resources Manager at (619) Hard copies of the RFP are available at: San Diego Workforce Partnership, Inc University Ave. Suite 400 San Diego, CA Timeline: ACTION DATE Issue RFP March 8, 2012 Optional Bidders Conference March 20, 2012 Last Day to Submit Questions April 3, 2012 Last Day Answers Posted to Website April 5,

10 Request for Qualification Due by 3 P.M. (PDT) April 12, 2012 Proposals Due by 3 P.M. (PDT) April 12, 2012 Evaluation Panel Reviews Proposals April 16-20, 2012 Recommendations Complete April 23, 2012 Contract Recommendations to the SDWP Board of Directors May 2, 2012 Effective Date of Service Agreement July 1, 2012 San Diego Workforce Partnership Optional Bidders Conference An optional Bidders Conference will be held on Tuesday, March 20, 2012 from 1:00 p.m. 3:00 p.m., at 3910 University Avenue, San Diego, CA in the Julie Benedict Community Room. Administrative questions and technical questions about the scope of work will be answered at the Bidders Conference. Those not attending the Respondents Conference may submit questions via to TSProposals@workforce.org or in writing to the Workforce Partnership, addressed to: San Diego Workforce Partnership, Inc University Ave. Ste. 400 San Diego, CA Attention: Shrai Arzt Respondents should note that no other individuals are to be contacted in this regard. No other sources of responses or clarification are considered valid. Answers to questions from the Bidders Conference and to questions submitted, will be posted on the Workforce Partnership s website by April 5, RFP Questions To ensure a fair and objective evaluation, all questions related to the RFP that arise after the Bidders Conference must be submitted via to: TSProposals@workforce.org. Questions will be accepted through 5:00 P.M. (PDT) on Tuesday April 3, Questions received after the April 3, 2012 deadline will not be answered. Written responses to questions received by the Workforce Partnership will be posted on the website ( within three (3) business days of the day the question was submitted. It is the bidder s responsibility to check the website on a regular basis for updated information and written responses to all questions submitted. NOTE: With the exception of the Bidders Conference, phone calls and oral questions will NOT be accepted

11 Only the responses on the website are considered clarifications to the instructions contained in this RFP. In the event that responses modify any of the terms, conditions, or provisions of this RFP, documentation will be given via a subsequent amendment to the RFP. Bidders are warned that no other individuals are to be contacted in this regard. No other sources of responses or clarification are considered valid. Request for Qualifications The Workforce Partnership is using a Request for Qualifications (RFQ) to establish a bidder s qualifications to bid for workforce development funds. This is a required step in the process. Organizations establishing their capacity to administer funds are placed on the Qualified Agencies List and are eligible to respond to RFP s and to contract with the Workforce Partnership. The RFQ must be updated annually and filed with the Workforce Partnership. One (1) original and one (1) copy of all RFQ documents are due no later than 3:00 P.M. (PDT), Thursday, April 12, 2012 to: Attn: Eve Angle, Procurement/Operations Analyst San Diego Workforce Partnership 3910 University Avenue, Suite 400 San Diego, CA Detailed information and the necessary forms are available for download from the Workforce Partnership s website If you have difficulty or problems downloading the document please contact Shrai Arzt at (619) or TSProposals@workforce.org. Submittal of Proposals The Workforce Partnership must receive the proposal(s) marked (Name of Agency) Proposal no later than Thursday, April 12, 2012, at 3:00 P.M. Pacific Standard Time (PDT). Submit one (1) proposal with original signature, three (3) copies of the original signed proposal to the address noted below, and one (1) electronic PDF copy to EveAngle@workforce.org: Eve Angle, Procurement/Operations Analyst San Diego Workforce Partnership 3910 University Avenue, Suite 400 San Diego, CA Late proposals will not be accepted. The Workforce Partnership will provide a receipt verifying the time and date the proposal is received. If bidders send their proposals via U.S. Postal Service, UPS, or any other type of delivery service, bidders are responsible for requesting proof of delivery date and time from their chosen carrier. Proposals delivered by hand will be received at the above address, at the Reception Desk of Suite

12 Please contact Eve Angle at (619) if you have questions regarding delivery of the Proposal. INSURANCE Funding Warranty Bidders, by submitting a proposal(s), warrant that in the preceding three (3) years they have not had one or more public transactions (federal, state, or local) terminated for cause or default. Restrictions on Disclosure Confidential Information: Any information deemed confidential or proprietary by bidder must be clearly marked and identified by bidder as such and include an explanation of why such information is exempt from disclosure under applicable law. Such clearly marked and identified confidential or proprietary information will be protected and treated with confidentiality only to the extent permitted by law. Information not protected from disclosure by law will be considered a public record. If bidder does not mark information as confidential or proprietary, Workforce Partnership will assume that bidder believes such unmarked data should be released to the public. Bids submitted in response to a Request for Proposals (RFP), amounts actually paid by the government under a contract, and cost and pricing data incorporated into a contractual document such as line item prices, contract award prices, and modifications are released. Explanatory material and headings associated with costs and pricing data are normally released unless bidder can justify their deletion. Proposals will be received, maintained, and disclosed to the public consistent with the California Public Records Act and the Freedom of Information Act. In general, proposals will be exempt from disclosure until the evaluation and selection process has been completed. Bidders should be aware that the Workforce Partnership is required by law to make its records available for public inspection and copying, with certain exceptions (see California Public Records Act, California Government code Section 6250 et.seq. and the Freedom of Information Act - 5 U.S.C. Sec. 552). Workforce Partnership will not notify bidder of requests for release of information or that Workforce Partnership released data unless Workforce Partnership receives a request for information previously marked and identified by bidder as confidential or proprietary. If Workforce Partnership receives a request for release of such previously marked and identified confidential or proprietary information, Workforce Partnership will notify bidder of such request to allow bidder to challenge such request consistent with applicable law. Bidder, by submission of materials marked confidential or proprietary, expressly acknowledges and agrees that neither the Workforce Partnership nor the City or County of San Diego will have any obligation or liability to the bidder in the event a court of competent jurisdiction compels the disclosure of these materials

13 Any data to be returned should be so marked by bidder and will be returned if not essential to the proposal or contract record