242591PB_Parts_I,_II,_III.pdf

REQUEST FOR PROPOSALS (“RFP”) – PART I

RFP Template Revised 10/11/23 Page 1 of 5

RFP #: 242591PB RFP TITLE: DECLARED EMERGENCY TEMPORARY STAFFING

SERVICES

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive proposals on the date indicated in OpenGov Procurement (OpenGov), the County’s electronic procurement portal, for the purpose of selecting qualified Proposer(s) to provide the County with declared emergency temporary staffing services. Proposers are required to comply with Part II, Scope of Services and Attachment A, Disaster Related Contract Provisions.

OpenGov is located at https://procurement.opengov.com/portal/scgov

2.0 PROPOSER

2.1 For the purpose of this RFP, the term “Proposer” is defined as the legal entity submitting a proposal.

2.2 Proposers intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Proposer.

3.0 QUALIFICATIONS

3.1 The Proposer must demonstrate experience providing declared emergency temporary staffing services during declared emergencies.

4.0 MEETINGS & SCHEDULE

An anticipated schedule is provided in the Timeline posted in OpenGov. All meetings will take place at the time, date, and location specified in the solicitation Timeline.

Short-listed Proposers should be prepared to attend presentations and/or interviews either in Sarasota, Florida or virtually, at the County’s discretion.

5.0 SUBMITTAL INSTRUCTIONS

Refer to Submittal Instructions section in OpenGov for instructions on how to submit a proposal. Proposers are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

6.0 VENDOR QUESTIONNAIRE

6.1 All proposers must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with proposer’s submittal in OpenGov. Proposers who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

6.2 Grant Documents

6.2.1. This project includes FEMA grant funding. All applicable grant documents will be included in OpenGov. Grant documents that https://procurement.opengov.com/portal/scgov

RFP Template Revised 10/11/23 Page 2 of 5 require Proposer’s signature will be available in the Vendor Questionnaire section.

7.0 WRITTEN PROPOSALS

The information requested in each section below will be used by the evaluation committee to evaluate and score written proposals. All proposal documents must be submitted in the Vendor Questionnaire section in OpenGov in the format requested.

7.1 Qualifications

7.1.1. Single page Letter of Interest summarizing Proposer’s

qualifications.

7.1.2. Required and preferred Licenses and Certifications.

7.1.3. Resumes of key personnel, including subcontractors, demonstrating individual qualifications and experience

7.2 Experience

7.2.1. Narrative – Provide a narrative that describes the Proposer’s experience, including, but not limited to the number of years in business, pertinent capabilities, and evidence of experience and resources necessary to successfully provide the requested services.

7.2.2. Customer List - Provide a list of customers who have been provided services similar to the services described in this RFP in the last 5 years. Customer list should include contact information for a minimum of 1 and a maximum of 10 customers. At a minimum, include customer name, a brief description of services provided, contract start and end dates, and the name, email, and telephone number of a contact person who can verify information. When possible, include the dollar value of the contract. If unable to provide detailed information regarding private sector customers due to confidentiality concerns, provide as much information as possible for those customers.

7.3 Approach

7.3.1. Project Approach - Provide a detailed project approach, including the proposed strategy for providing the requested services.

Anticipated resources, including, but not limited to, staffing levels, technology and equipment should be provided.

7.3.2. Sample Invoice: Provide a sample invoice form that contains all information required in the section, “Invoicing”, noted in Scope of Work.

7.3.3. Time Sheet/Payroll Schedule: Provide a schedule that notes pay-period dates and procedures, including payroll disbursement dates and procedures.

RFP Template Revised 10/11/23 Page 3 of 5

7.3.4. Schedule/Timeline – Provide a graphical representation of the proposed schedule/timeline indicating major milestones and deliverables.

7.3.5. Organization – Provide an organizational chart identifying all key personnel and their role in providing the requested services.

7.4 Compensation

Provide proposed fees using the Pricing Table in OpenGov.

8.0 SELECTION PROCESS

8.1 Written Proposals

8.1.1. All timely responses meeting the criteria set forth in this RFP shall be considered by the County.

8.1.2. Written proposals will be evaluated and scored using the evaluation criteria in the Evaluation Criteria section of OpenGov.

8.1.3. Only proposers who submit required documentation will be eligible to receive Local and American Preference points.

8.1.4. When evaluating written proposals, the evaluation committee will use the scale below to score each criterion. Only whole numbers are to be used when scoring. Scores will be given weight as indicated in the evaluation criteria in OpenGov.

Score Description

5 Excellent

4 Very Good

3 Good

2 Satisfactory

1 Unsatisfactory

8.2 Presentations

8.2.1. If any member of the evaluation committee requests presentations, presentations shall be scheduled.

8.2.2. If presentations are requested or required, the evaluation committee shall determine the number of Proposers to be short-listed for presentations prior to scoring. The format of the presentation will be determined by the County and may consist of presentations, interviews, or a combination of presentations and interviews. Presentations will be required from no fewer than the

RFP Template Revised 10/11/23 Page 4 of 5 three highest scoring Proposers (or all responsive and responsible Proposers if there are 3 or fewer) under the following circumstances.

1. The estimated costs of services are in excess of $350,000 (either annually or for the total project); or

2. Scoring results in 5 points or less between the highest scoring proposer and the 2nd highest scoring proposer; or

3. The solicitation documents specify that presentations or interviews will be required.

4. The Procurement Official has determined that presentations are required for this solicitation.

If this box is checked, the Procurement Official has determined that presentations are required for this solicitation.

8.3 Ranking

Following presentations, the evaluation committee will rank the short-listed proposers. The ranking shall be based on the written proposals, clarifications (if any), and information presented during presentations.

8.4 Evaluation Committee Recommendation of Award

8.4.1. If presentations are not requested or required, the evaluation committee will recommend the highest scoring Proposer for award.

8.4.2. If presentations are requested or required, following presentations the evaluation committee will rank the short-listed Proposers, and recommend the first ranked Proposer for award.

9.0 AWARD

9.1 It is the intent of the County to award up to 3 contracts to the Proposer(s) who, in the sole opinion of the evaluation committee are most qualified to provide the scope of services required and will provide the best value to the County.

9.2 The County reserves the right to contract for a term less than or greater than the duration indicated in OpenGov.

9.3 The successful Proposer(s) shall be required to submit proof of licenses or certifications as required by the County.

9.4 In the event of a tie, the RFP tie-breaking procedures identified in the Sarasota County Procurement Manual will apply. To be considered, tied Proposers will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

RFP Template Revised 10/11/23 Page 5 of 5

9.5 Preferences

Proposers wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this RFP, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply to the award of this RFP, due to Grant funding requirements.

9.6 Contract

A draft of the contract that the successful Proposer(s) will be expected to sign (a Term Contract) is posted on the Procurement website, shown below.

The County may, in its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

10.0 CHANGES IN KEY PERSONNEL

10.1 A change in the key personnel of a short-listed firm after the submission of the response to this RFP could result in reconsideration of the scoring of applicable evaluation criteria, at the sole discretion of the County.

10.2 Any changes in the key personnel of a short-listed firm should be brought to the attention of the County as soon as possible after the change is made.

The changes, the reasons for the changes, and resumes for the individuals being substituted for an individual identified in the response, must be submitted, prior to oral presentations, to the Procurement Analyst identified on the Solicitation Summary.

10.3 Decreases in scoring may result from the reconsideration of changes in the key personnel of a short-listed firm. No increases in scoring will result from the reconsideration of changes in the key personnel of a short-listed firm.

10.4 After award of a contract, the successful Proposer(s) shall not be allowed to substitute key personnel named in this response, including subcontractors, without the prior written permission of the County. Substitution may, in the sole opinion of the County, be grounds for cancellation of selection, or termination of contract.

[END OF PART I]

https://www.scgov.net/government/procurement/contract-templates

PART II

SCOPE OF WORK

Revised 10/07/20 Prepared by Human Resources Department Part II - Page 1 of 5

1. General Staffing Information

a. Sarasota County is requesting proposals from staffing firms for the provision of declared emergency temporary staffing services.

The County anticipates that some jobs, which are grant-based or project-focused, will employ persons who are interviewed and selected by the staffing agency in coordination with the County hiring authority responsible for the temporary assignment. In these cases, County staff may interview a pool of staffing-agency candidates before making a final choice. Other assignments will follow a more traditional temporary-staffing model, whereby the staffing agency provides a person registered with the firm to fill the County’s job requisition or subcontracts for specialized jobs with other firms that focus on specific roles, such as evacuation center management or other emergency roles.

*EXAMPLE POSITION TYPES Potential Annual Expenditure

(May be higher or lower based on nature of event)

Laborers (Attendant, Landscaper, Equipment Operator (non-CDL), Skilled Trades Worker)

$100,000.00

Office/clerical (Reception, Admin, CSR, Date Entry)

$25,000.00

Project Manager/Professional $25,000.00

Healthcare Workers (Temperature Takers, Nurses)

$25,000.00

* Additional position types may be added to the resulting contract as the need arises. An amendment signed by both parties will be required to memorialize any such change.

2. Location of Services

a. Temporary services will be provided by the selected Proposer in Sarasota County, Florida.

3. Payroll Administration and Taxes

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The selected Proposer will be responsible for the administration and maintenance of all employment and payroll records, payroll processing, providing appropriate tax documents and reporting, and electronic time tracking for all temporary employees provided under this agreement. The deductions and remittance of all payroll taxes and the matching contributions (mandated employer portion of social security, Medicare, and unemployment compensation) are the sole responsibility of the selected Proposer. The selected Proposer must cover all personnel placed on County worksites under the selected Proposer Worker’s Compensation Insurance.

4. Employment Screening (pre-hire and post-accident)

a. The selected Proposer will be responsible for employment verification and reference checks, national and local criminal background checks, SSN, and eligibility to work verification through the U.S. Department of Homeland Security’s e-Verify system, sexual predator database checks (if applicable), skills evaluations, advertising (if necessary), recruitment, performance evaluations, and disciplinary actions for temporary employees.

b. Substance Screenings/Reasonable Suspicion. Pre-hire and post-accident will be in accordance with the Sarasota County Employee Health Center Guidelines.

c. Sarasota County Government does not expect to have any temporary employees performing in any positions requiring a Commercial Driver License (CDL).

d. If a position is filled requiring Criminal Justice Information Services (CJIS) clearance, the successful Proposer will work with Sarasota County Government Human Resources to secure the clearance.

5. Acceptability/Suitability of Temporary Employees

The County reserves the right to determine the acceptability or suitability of all temporary employees provided to the County. The County also retains the right to determine the acceptability of the job performance of all temporary employees. The selected Proposer will bear any loss resulting from the dishonest acts of its workers.

6. Employment of Workers by the County

If, after using the selected Proposer’s worker(s), the County should, at any subsequent time, decide to employ or hire a worker, the

Revised 10/07/20 Prepared by Human Resources Department Part II - Page 3 of 5 selected Proposer will not be owed any additional compensation outside of hours worked by the temporary employee regardless of whether the worker was originally referred by the County or recruited by the selected Proposer.

7. Non-Discriminatory Practices

The selected Proposer is required to adhere to hiring practices that do not discriminate based on race, color, gender identification or expression, genetic information, religion, national origin, marital status, age, or disability and to comply with the provisions of the Americans with Disabilities Act (ADA).

8. Invoicing

a. The selected Proposer will provide detailed invoices to the County on a schedule to be agreed on by the selected Proposer and the County. Minimum information required on invoices includes:

i. Purchase order (PO) numbers

ii. Employee name

iii. Hours worked

iv. Bill rate

v. Payrate

vi. Copy of time sheet/detailed summary of approved hours worked

vii. Invoice total

viii. Special invoicing may be required at the end of the County’s fiscal year (for example, invoices may need to be faxed or hand delivered by a particular date).

b. Reimbursable expenses (such as mileage, per Diem meal expenses or other incidental expenses) required by the County to fulfill the requirements of the temporary assignment, should be invoiced in the week in which they are paid by the Proposer to the employee. The Proposer will reimburse the employee using the County's travel guidelines and itemize expenses on the invoice.

c. Cellular telephone monthly stipend shall be provided in accordance with County Administrative Directive 06-020 and must be a separate line on the PO.

d. Authorization for Payment

Payment for services performed must be approved by the County

Revised 10/07/20 Prepared by Human Resources Department Part II - Page 4 of 5 and the selected Proposer agrees to monitor submittals for this information.

9. Transitioning of Declared Emergency Staff In the event the resulting contract(s) expire(s) or is terminated during a declared emergency, the Proposer may be required to transition staff at the County’s direction.

10. Reporting Requirements The selected Proposer agrees to provide monthly, quarterly, and/or annual reports to the County that track declared emergency temporary employees by name, purchase-order number, supervisor, location, job title, hours worked, or other data as requested.

11. Quotes/Purchase Orders The selected Proposer shall provide the department with a quote for the requested temporary, which should include the assignment title, pay rate and bill rate. The County department will request a PO (reflecting quote number, classification, and department) which the selected Proposer shall include on all invoices for staffing services. Only invoices that reference a valid PO number will be paid.

12. Billing Rates The selected proposer should include a billing rate for each declared emergency temporary employee category on a fee schedule to be included as part of the RFP. All applicable costs should be included with the individual billing rates for each declared emergency temporary employee category. The billing rates must include all the selected Proposer’s costs, including but not limited to salary, mandated payroll taxes and the appropriate workers’ compensation coverage. Please note that the selected Proposer’s billing rate must be stated by a percentage markup. For example: Office/clerical – mark-up 30%.

13. Vendor Operating Procedures The selected Proposer must provide an outline of their operating procedures and/or requirements for recruitment, skills testing, criminal background search, evaluations, and disciplinary actions.

14. Requirements

a. Proposer shall provide all personnel and equipment necessary to perform the services described herein.

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b. All employees of the Proposer shall be considered to be, at all times, the sole employees of the Proposer, under the Proposers sole direction.

c. Proposer shall ensure conditions on the work site reflect good housekeeping and safety practices at all times. The Proposer shall be responsible for all trash and debris disposal from the work site.

15. Response Time

a. Services – Proposer shall verbally respond to each request for service within 2 hours of notification.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $100,000.00 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract. Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability with limits not less than $500,000.00 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.