14-Part B - RFP 2022 Scope of Work Final.pdf

City of Alexandria Request for Proposals

Temporary Staffing Services RFP No.: 2022

Part B – Scope of Work

1. General Overview This section provides an overview of the scope of services and/or goods described in this Solicitation. This Request for Proposals (“RFP”) is issued in accordance with the Virginia Public Procurement Act using the competitive negotiation method of source selection.

Proposals will be evaluated against the evaluation criteria set forth herein to determine the proposal most advantageous to the City.

Detailed requirements governing contract administration, performance, scheduling, acceptance, and payment are addressed in Part C – Special Terms and Conditions, which supplement the City’s Part D – General Terms and Conditions.

2. Purpose The City of Alexandria, Virginia (the “City”) issues this Request for Proposals (“RFP”) to solicit proposals through the competitive negotiation process to establish a contract for the provision of temporary staffing services to the City, as described in this Solicitation.

3. Background

The City is an urban community of 15.75 square miles and a population of 156.8k. With its stable residential neighborhoods, its historic districts, and its proximity to Washington, D.C., the City continues to attract new residents, tourists, and businesses. The City provides a comprehensive range of municipal services including: education, health, welfare, housing and human services programs; public safety and administration of justice; community development, recreation, library, consumer assistance, cultural and historic activities; and transportation, environmental services and planning.

Historically, the City has used approximately one hundred seventy-five (175) to two hundred (200) temporary employees to work on a daily basis to fill City positions.

Additionally, the expenditures for temporary staffing have averaged eight million, two hundred eighty-two thousand, seven hundred and fifty-five dollars ($8,282,755) annually.

However, the City does not guarantee any utilization in terms the number of temporary employees or amount of expenditures during the term of any Contract issued pursuant to the RFP. Any utilization pursuant to a Contract will be based strictly on the City’s requirements and needs.

4. Objectives The objectives of this RFP include, but are not limited to:

4.1. Delivering effective, reliable, and timely services

4.2. Achieving operational efficiency and value

4.3. Ensuring compliance with applicable laws and City standards

5. Deliverables Deliverables may include, as applicable:

Temporary Staffing Services

5.1. Reports

5.2. Data outputs

5.3. Service performance results

5.4. Documentation

5.5. Other items identified by the City

6. Performance Period, Location, and Workdays/Hours

6.1. Period of Performance

If an award (s) is made, the City will issue a Contract(s) for an initial period of three

(3) years, with six (6) one (1) year option periods. Option years may be exercised one (1) period at a time by mutual agreement of both parties. The Contract period shall commence on the date of award and shall not exceed a nine (9) year period.

6.2. Place of Delivery

6.2.1 Services shall be performed in accordance with all requirements contained herein, and per all specifications incorporated by reference and specified in solicitation/Contract. Additional locations may be identified and authorized by change order signed by the Contracting Officer during the Contract term.

7. Specifications

7.1. Required Services

7.1.1 The Contractor(s) shall provide recruitment, training, testing, and referral of well-qualified individuals to meet City full-time and part-time temporary employment requirements in the following job categories:

• Executive;

• Medical;

• Financial;

• Health;

• Professional;

• Non-professional;

• Technical;

• Administrative Support;

• Skilled; and

7.1.2 Upon request from the City, the Contractor shall provide the City a resume and credentials for any temporary employee to be assigned to perform Work for the City.

7.1.3 The City requires a criminal background check for all positions and a drug test for selected positions (e.g., positions of trust) prior to temporary staff being assigned to the position(s). The City will inform the Contractor when a position requires a drug test prior to the Contractor providing temporary staff for a particular position. The Contractor shall provide, at its own expense, drug testing, and criminal background checks for temporary

Temporary Staffing Services employees to be assigned to selected City positions. The Contractor must provide a copy of the criminal/background check required to the City of Alexandria. Additionally, the Contractor will supply the City a driving record background/required certification check for applicable positions. Failure to meet required background check, credentialing, or eligibility requirements shall constitute grounds for immediate removal.

7.1.4 The Contractor shall furnish the necessary supervision, labor, and other services necessary to perform the Work requested by the RFP.

7.1.5 Any temporary staff provided by the Contractor to the City pursuant to a

Contract shall be subject to the following requirements:

7.1.6 All temporary staff shall be employees of the Contractor, and the Contractor shall be responsible for benefits (including but not limited to, health insurance, vision and/or dental insurance, retirement package, etc.), all payroll taxes, workers’ compensation, payroll reports, applicable insurance, and other applicable federal, state, and local employment requirements for temporary staff.

7.1.7 Temporary staff shall report to his or her assigned location attired in accordance with the duties assigned or as instructed by the City.

7.1.8 Temporary staff shall be available to perform work for the City for the entire length of an assignment. If temporary staff cannot complete an assignment, the Contractor shall provide the City with two (2) week notice, unless emergency circumstances dictate shorter notice, that the temporary staff cannot complete the assignment and replacement temporary staff will be necessary. Additionally, the Contractor, at the sole option and discretion of the City’s user-agency, shall provide replacement temporary staff acceptable to the City on a prompt basis to ensure continuous service and no interruption to business activities of the City.

The City reserves the right, at any time, to reject or request the removal of any temporary staff provided by the Contractor for any job-related deficiency, failure to meet performance standards, violation of City policies, failure to meet required background or credentialing requirements, or for any other lawful reason. In cases involving misconduct, safety concerns, or breaches of confidentiality or policy, the City may require immediate removal of the temporary employee. The City will not reject temporary staff on the basis of race, color, religion, sex, age, national origin, disability, political affiliation, or any other protected characteristic in accordance with applicable federal, state, and local laws.

7.1.9 Regular City working hours for temporary staff shall be 8:00 a.m. to 5:00 p.m, prevailing local time, Monday through Friday, excluding City observed holidays. However, temporary staff may be required to provide services at other times and may be required to work twelve (12) hour day shifts Sunday

Temporary Staffing Services through Saturday, and provide evening, weekend, holiday, and overtime services.

7.1.10 Overtime shall be defined as the number of hours worked during the period of one (1) week in excess of forty (40) hours. A week shall begin at 12:00 a.m., prevailing local time, Sunday and shall end at the following Saturday at 11:59 p.m., prevailing local time.

7.1.11 Lunch periods for temporary staff range from thirty (30) to sixty (60) minutes during a work day. However, the specific lunch period for a temporary employee will be established by the user department. Temporary staff shall not use a lunch period to end the workday early or to begin the workday late.

No payment shall be made by the City for temporary staff for a lunch period.

7.1.12 In the absence of an emergency, the Contractor will be given twenty-four

(24) to forty-eight (48) hours to confirm the availability of temporary staff to fill a City job request. In the event the Contractor is unable to fill a job request, the City may cancel the request and place the request with another Contractor. In the event of an emergency requirement by the City, the Contractor shall respond to the City’s request in the timeframe established by the City.

7.1.13 The City reserves the right to refer candidates to the Contractor for assignment as temporary staff under the Contract for placement at City departments.

7.1.14 The Contractor shall supply temporary staff with time cards. All hours worked by temporary staff shall be listed by day on a time card for each temporary staff performing Work under the Contract on a weekly basis. The time card shall be signed by the temporary staff and approved by the authorized City designee. The Contractor shall provide the City with a copy of all signed time cards upon submission of invoices to the City. The City shall not be liable for paying any invoice that cannot be substantiated by the Contractor with signed time cards.

7.1.15 The Contractor shall not charge the City or any authorized user of the

Contract any placement fees or agency fees, if a temporary employee submits an application for employment with the City or any authorized user of the Contract and is selected for employment by the City.

7.1.16 On a weekly basis, the Contractor shall submit an invoice to each user department for which the temporary staff performed services. For each temporary employee, the invoice shall include the employee's name, department and division for which the temporary employee worked, dates and hours worked, purchase order number, and the employee’s billing and pay rate. Additionally, the Contractor shall attach to the back of the invoice a time card for each employee listed on the invoice. The City shall not be liable for paying an invoice that is not proper and is without supporting documentation.

Temporary Staffing Services

7.1.17 For each temporary staff assigned to the City by the Contractor, the first four

(4) hours of service by the temporary staff shall constitute a probationary period for the temporary staff. If the City notifies the Contractor during the probationary period that the temporary staff is unacceptable, the Contractor shall remove the temporary staff from the assignment at no charge to the City for any of the services provided by the temporary staff prior to removal by the Contractor. Upon the removal of temporary staff pursuant to this paragraph, the Contractor shall provide a suitable replacement pursuant to the requirements set forth in section C-3.

7.1.18 The Contractor and/or its temporary employee shall be responsible for transportation of the temporary employee to assigned location(s) at the City.

The City shall not be responsible for any parking or transportation costs related to temporary staff assigned to the City.

7.1.19 The Contractor shall not assign temporary staff to the City if the temporary staff had a criminal conviction after reaching eighteen (18) years of age that is incompatible with the position to which the temporary staff shall be assigned. The City will contact the Contractor when criminal records or other evidence indicates that an employee of the Contractor assigned to the City had a criminal conviction which is incompatible with the City position to which the Contractor’s employee is assigned, and may request the removal and replacement of the temporary staff with the incompatible criminal conviction. Upon the removal of temporary staff pursuant to this paragraph, the Contractor shall provide a suitable replacement pursuant to the requirements set forth in section C-3.

7.1.20 All temporary staff provided by the Contractor shall possess all applicable required credentials, licenses, registrations, and/or certifications prior to providing services under the Contract. The Contractor shall maintain a current file of credentials, licenses, registrations, and certifications for all temporary staff. Upon request of the City, the Contractor shall provide a copy of a temporary employee’s credentials, licenses, registrations, or certifications.

7.1.21 The Contractor may be required to coordinate the transition of existing temporary staff to the Contract from the previous Contract in order to provide a seamless transition and to prevent any administrative burden to the City.

A previous contractual agreement may be extended by the City for some or all existing temporary staff in order to ensure a seamless transition.

7.1.22 The City uses Microsoft’s Office 2010 Suite which includes Word, Excel, PowerPoint, Access, and Outlook (Microsoft Office). Temporary staff provided by the Contractor shall be expected to utilize Microsoft Office with little or no instruction.

7.1.23 The Contractor shall ensure that a temporary employee provided to the City has the ability to read, write, speak, and comprehend the English language

Temporary Staffing Services in accordance with the minimum requirements of any position description(s) relevant to the position in which a temporary employee is to be assigned.

7.2 Contractor’s Personnel Requirements

The Contractor shall meet the following personnel requirements:

The Contractor shall be responsible at all times for the actions and work of its personnel;

The Contractor shall ensure that all personnel provided by the Contractor maintain a courteous and respectful attitude at all times. The Contractor also shall ensure temporary and permanent employees are cordial, punctual and responsible. The Contractor shall ensure that its employees are respectful of all people, with whom they interact, including City employees and members of the public. The Contractor shall ensure that all personnel provided by the Contractor avoid loud and profane language at all times during the performance of their duties;

The Contractor shall employ suitably trained and skilled professional personnel to perform all services under the Contract; and

Prior to changing any key personnel, the Contractor shall obtain the written approval of the City.

7.3 Contractor Reporting Requirements

The Contractor shall have the following reporting requirements:

The Contractor shall maintain current information regarding changes in staff and for each individual who will be assigned to administer the Contract on a day-to-day basis. At a minimum, the Contractor must provide the individual’s name, job title, qualifications, education, and work experience.

The Contractor shall submit a monthly usage report by the 10th of each month.

The usage report shall provide, by City department, agency, and office, the following information for employees of the Contractor who performed Work during the preceding month:

Employee’s name;

Employee’s position (assigned by the City);

Temporary Staffing Services

Length of the current assignment with the City;

Hours worked;

Billing rate per hour; and Total invoiced for the employee.

The monthly usage report shall provide the total amount invoiced for each user department, agency, or office, and the total amount invoiced for the City.

Additionally, the contractor must submit temporary employee reports to the department Contracting Officer every 6 months stating a list of staff that are currently working within that department and the length of their service.

Within five (5) Business Days of a request from the City, the Contractor shall submit additional reports to the City that provide information requested by the City, which may or may not include information required by paragraph above.