RLHR , Temporary Staffing Services Questions Submitted by Respondents January 27, 2017

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1 RLHR , Temporary Staffing Services Questions Submitted by Respondents January 27, 2017 Question # Document Document Section Document Page # Questions* Responses 1 Attachment D Price Sheet Summary 1 Are there specific job titles and descriptions for positions you now have people working in, or expect to have in the future? In the recent past, we have used temporary staff designated as the following: Computer Support Claims Adjuster File Clerk Laborer 2 SOW Section 2 4 Can you provide an estimate as to what the # of positions will be needed within each of the nine groups? The number of positions needed depends on the workload, for an example of positions that might be needed, see #1 above. In the past two years, we have engaged approximately 15 persons, approximately half of whom were IT personnel. Page 1 of 15

2 3 SOW Section 1 Introduction 6 Is this a new contract or are there incumbent vendors? The incumbent vendor is Continental Staffing. 4 Attachment D Price Sheet Summary 1 What is the anticipated dollar spend for this contract? 5 SOW Section 2 4 Since an agreement already exists to obtain IT contract personnel ( ), why is IT included in this RFP? 6 SOW Section 2 4 Can you estimate the durations of the assigned contractors, as an average, within each group or job category? 7 Attachment D Price Sheet Summary 1 What %, if any, of the positions convert to FTE s at DMS? 8 SOW Section 1 3 Other than Tallahassee, what other Florida locations would likely utilize this agreement? 9 RFP Introduction 6 Is there any service provider for similar service currently? If yes, please share the name along with last year expenditure. 10 RFP Introduction 6 Please share the historical level of efforts in the current contract? It depends on workload, but last fiscal year we spent $133, We wish to have all temporary staffing services contracted through one provider. The durations vary widely from one day upward. No positions convert to Department of Management Services FTE s. Potentially all counties in Florida, but typically Leon and Dade. Continental Staffing and the amount of last fiscal year s expenditure was $133, The meaning of this question is not clear. 11 Price Response Form 12 Price Response Form Pricing 1 Do you have not to exceed budget limit or any maximum rate for this position Pricing 1 Could you please provide us bill rate for consultant(s) working on this position? No. The Department does not have a prespecified bill rate. Page 2 of 15

3 13 RFP Timeline 9 In the RFP document the due date is mentioned 2/3/2017 however, in the VBS portal the due date is mentioned as Advertisement End Date/Time: 01/19/ :00 P.M. Please let us know the correct due date. 14 SOW Section 2 4 What are the detailed job descriptions for the positions sought in the RFP? Initially, the advertisement end date was 01/19/17. The advertisement end date has been changed to 03/24/17. See the VBS for updates. The date for Respondents to provide their proposals is 02/03/17. See #1. 15 SOW Section 2 4 Can a Vendor submit for only certain job categories, or must we submit for all if we do bid? 16 RFP Section 3 14 How long is the period for bondable temporary staff? 17 RFP Section 2 9 Is there any possibility for getting the answer of questions before the date 01/27/17 as mentioned in the RFP document? 18 RFP Section 3, #14 12 Please explain why the payments will be paid under receivership funds? The purpose is to award to one vendor that can provide the temporary staffing services needed. Bondable through the duration of employment. The answers to questions will be provided as soon as possible, but no later than 01/27/17. For the purpose of this contract, the Division of Rehabilitation and Liquidation makes contract payments utilizing funds from the estates we manage, not state funds. Page 3 of 15

4 19 RFP Section 3, # RFP Section 3, # RFP Section 3, # RFP Section 1, # May the copies of Volumes 1, 2, and 3 be in the same binder i.e. all copies of Volume 1 in one binder tabbed, Volume 2 in another binder tabbed etc.? See the instructions for submitting your response in the Request for Proposal document, page Do the individual binders need to be sealed? See the instructions for submitting your response in the Request for Proposal document, page Our company is capable of placing hundreds of positions based on our client s job requirements. So the State does not have to filter through for positions relevant to the State, should we concentrate on providing some positions for the each job type listed in Section 2, 2.1. Based on the sections at our division and our needs, we are interested in finding out what types of positions that your company can provide. 16 What positions need bonding? None of the positions need to be bonded, but they must be bondable. 23 RFP Section 1, # RFP Section 1, # We have a $5M crime policy which provides coverage for dishonest acts for our employees. Will this be a considered substitute for bonding 16 Do all positions require fingerprinting? Yes. None of the positions need to be bonded, but they must be bondable. A crime policy is not a substitute for bonding. 25 RFP Section 1, # It is stated that assignment fulfillment should be completed within 3 days. With background checks including fingerprinting, criminal history and DMV search, are temporary employees allowed to start an assignment prior to receiving background results? Temporary employees will not be allowed to start work prior to the Department reviewing and approving the background check. Page 4 of 15

5 26 SOW Section 2, #2.2 4 Are there any drug testing screens needed. If so, what type of screen? 27 Attachment Section 7 2 Please define nonperformance as this seems 1, Standard open to interpretation. Would this be as Terms and granular as the inability to fill a position Conditions within a specific timeframe? Resumes are to be submitted to the Department within five (5) business days of request. Once a temporary staff person is selected, the Contractor has seven (7) business days to submit the background check to the Department. After the Department reviews the background check, if it is acceptable, we will make a request for the temporary staff person. The Contractor has three (3) business days to confirm a mutually agreed upon start date to fulfill the request. See updated Statement of Work. No. The standard terms and conditions state that the state of Florida (State) reserves the right to withhold payment when the Contractor has failed to perform/comply Page 5 of 15

6 28 Attachment 1, Standard Terms and Conditions 29 Attachment D, Price Response Section 11 4 Please define fail to perform, as it too seems open to interpretation. Please clarify if column BEFORE MARKUP RATE PER HOUR is to be interpreted as Pay Rate to the employee 30 SOW The types of temporary staff in the SOW are generically given. Please detail the types of personnel and levels of skill required for proper bidding. with provisions of this Contract. Yes. See #27. The column before mark-up is the pay rate to the temporary staff person. See #1. 31 RFP 3.8 Volume 3, Price Response 32 Attachment G 33 Attachment B, Evaluator Score Sheet 16 There are no Job Titles mentioned in the RFP documents. Should we(vendors) pitch job positions by ourselves. Is this bid only open to Florida vendors or In state vendors will be given some preference. Please mention the evaluation points 1-8 Is it for vendor reference or vendors needs to respond in the comment section and include in its proposal response. OR vendors have to answer these question in Volume 1 The Division is interested in obtaining the list of temporary staffing that your company can provide. All responsive proposals will be considered and evaluated per the evaluation criteria See Attachment B. Attachment B, Evaluator Score Sheet was provided as a reference (see page 5 of the Request for Proposal document). The information in this document details how the submissions will be rated. Page 6 of 15

7 34 SOW Section 2 Page 4 Is the State able clarify the exact labor categories that require bidding under the functional areas or is this at the discretion of the offeror? See #1. 35 Attachment E, Business Reference Form 36 Attachment D, Price Response Form What information is expected to be provided in Business Reference Form? Should there be any financial data? What does "rate before markup" mean? See #29. The information that is expected to be provided is for your business references to fill out the form and answer the information within the form. The form asks for reference information, business relationship with respondent and performance of respondent. Financial information is not requested on Attachment E, Business Reference Form. 37 Attachment D, Price Response Form Is there a specific list of positions and scope levels that vendors should provide their price structure for? The Division is interested in obtaining the list of temporary staffing that your company can provide. See #1. Page 7 of 15

8 GENERAL QUESTIONS 38 I know Florida put out an RFP for contingent labor last year and am wondering if or how this is connected to that RFP 39 I am also interested in knowing if we have to already have a contract in place with the State of Florida to bid/win an award here. 40 Lastly, I only see references to temp staffing and very little detail as to what type of roles will be run through this contract aside from claims staff and bondable staff. Can you give any other info on types of roles? 41 Is there a current incumbent for the Temporary Staffing Services - RLHR No, this RFP is not connected to any other temporary staffing services procurement that you may have seen on the Vendor Bid System. This RFP is solely for the Department of Financial Services, Division of Rehabilitation and Liquidation. No, you do not have to have a contract inplace with the State of Florida to submit a proposal or be awarded the contract; however, you must register through the DMS (link on page 15 of this document) and be registered at the time the contract is executed. See #1. Continental Staffing The current contract is Page 8 of 15

9 16014 RFP? If yes, what is the name of the company and what are the rates of pay for their current job titles? 42 I have a query in regards to the subject mentioned Project, what will be the final due date to submit the response? 43 Is this RFP replacing a current staffing contract for Department of Financial Services, Division of Rehabilitation and Liquidation? If yes, can we get copies of the previous contract and what was the previous year s spend on this contract?? 44 Is there an annual budget planned for this contract? If so, what is the projected spend at this time. 45 Do you have any information on the number of potential position based on the nine functional areas? How many office would use this contract and where are they located? What are the average length of service for the positions? 46 Is there a list of job descriptions with each functional areas, that the State may request? Example Secretary Level 1, 2 and 3? The level of expertise may impact the pay. 47 Will you be posting a comprehensive Q&A document, which will have all questions and their corresponding answers to this RFP? attached and includes the current rates of pay for current job titles. Respondents who wish to submit a proposal to provide temporary staffing services must do so by February 3, See #41 and #4. There is not an annual budget; last year we spent $133, See #2; locations of staffing could be anywhere in Florida see #8; see #6. See #1. Yes, please see the Request for Proposal document, page 9, Timeline. The posting Page 9 of 15

10 48 We are headquartered in Iselin, NJ and have no office in the State of FL. Are we eligible to respond to the RFP? 49 If Yes, shall we need to register our business with the State of FL now or in future in order to do business and execute the contract, as we are currently not? 50 There is no information about requirements? Like, Type of requirements, Job Description, No of Positions available for each requirement? 51 What are the various IT positions available in the project? date for answers to vendor questions on the VBS-01/27/17. Yes, also see #39. Yes, see #39. See #1 and #2. See #1. 52 Is it mandatory to bid on all categories or can we bid on a single category? 53 Can we get an idea of the Interview/Screening Process for qualifying the candidates? 54 Would candidates be interviewed on Tele screen, Skype, Face to Face etc.? See #31 The Division is interested in obtaining the list of temporary staffing that your company can provide. We choose the most appropriate candidate from the resumes that are provided. There is not a predetermined media that would be used for candidate interviews. Page 10 of 15

11 55 What kind of turnaround can we expect for feedback on Resumes? 56 How many staffing contractors do you currently have? 57 What is your current contractor turnover in IT? 58 How many requisitions do you expect to see in the next / coming year(s)? 59 What s your total spend (in amount), in a year, on contractors hired through agency like ours? 60 Is there any current service provider for similar services, if yes, then please share the name of the service provider along with the last year expenditure? It varies depending on the position. Two. See #2. See #2. See #9. See #9. 61 What is the normal lead time allowed to make the resource available? 62 How many temporary employees do you have on average daily? Three (3) business days from the date the request is made by the Department. On average we have approximately one to two temporary staff at any time. 63 Who is your current vendor(s)? Continental Staffing. 64 What are your current contracted pay rates and mark-ups? 65 Will you be transitioning current temporary employees to the new vendor(s) if chosen? See #41. The new vendor can propose such a Page 11 of 15

12 transition if desired on a case by case basis. 66 What was your contract spend in 2016? See #9. 67 Are there any guarantees/slas that vendors must meet? 68 Do you have any challenges with your program today? Anticipated requirements can be found in the RFP and/or documents associated with the RFP by reference. No. 69 Why are you going out to bid at this time? The current contract is expiring 06/01/ Can you break out your expenditures by job type? 71 Is this a new RFP or follow up? If this is a follow Up, please provide us the previous incumbent name and value of the contract? No, but for the overall expenditure, please see #4. RLHR is a new RFP. See #9. 72 What will be the budget for this project? See # Are those the same regions that the current State Contract utilizes? 74 What region is the one that has the most requests for augmented personnel? 75 What are the transaction fees currently that the awarded respondent will be required to pay? See #8. Leon County. Transaction fees are not applicable to this contract. See the RFP, page 12, Section 3.1 Page 12 of 15

13 76 Since the funds for this contract are being paid out of the DOFS Division of Rehabilitation and Liquidations accounting system, and not through the standard State Accounting System (FLAIR) are the transaction fees still applicable? 77 Will a VECHS certified level 2 background suffice? 78 Are all positions being requested by augmented staffing required for Level 2 clearance? 79 However Section 8 Background checks clearly refers us to the FDLE website which charges $24 for a background check. These seem to be conflicting information Is it Level 1 through FDLE website? Or Level 2 fingerprinting? 80 Is the fingerprinting billable to the DOFS Division of Rehabilitation and Liquidation department as the only background requirement we are to incur is the $24 level 1 background through FDLE? 81 Does the DOFS Division of Rehabilitation and Liquidations already have a preferred vendor that they wish us to utilize? and the SOW, Page 7, Section 9, b. See #75. No. See #24. The background check in Section 8 of the SOW is one component of the screening required in Section 2.2 of the SOW. All expenses related to background checks, credit checks, and/or fingerprinting are to be borne by the vendor. See #79. No. 82 Who incurs the cost for the credit check? See #80. Page 13 of 15

14 83 Are all positions being requested required to have a credit check? 84 Historically what has been the most requested position required? 85 Is there a current price sheet with pay and bill rates being utilized? 86 Are job descriptions available for your requests? 87 Please offer the current/recent providers being utilized 88 What is the amount of money spent by the DOFS Division and departments over the past year? 89 Over the past contract currently in place if applicable? At this time, the Department will request credit checks for Accounting, IT, and certain supervisory positions. IT computer support is the most-requested position. See #41. See #1. See #9. See #9. See #9. 90 We wanted to look at the current and/or past contract(s) for the positions contained in the above RFP, as per Florida FOIA guidelines. We shall greatly appreciate your prompt help/guidance on this. The current contract with Continental Staffing is attached. 91 Is it an SOW? The current contract with Continental Staffing is attached. Page 14 of 15

15 92 What is the contract budget? OR the spend for last contracts See #9. 93 Is there an incumbent? See #9. Questions*-questions received from Respondents were copied and pasted into this chart as they were received. Link for vendor registration: _registration Page 15 of 15

1) Please share the last years expenditure under this contract. Answers: LIPA expects to spend approximately $1.2 million a year.

RFP for Information Technology Services- Questions Due: 8/11, 3pm, Answers due 8/16 Questions/Answers 1) Please share the last years expenditure under this contract. Answers: LIPA expects to spend approximately