25-8398_-_Solicitation.pdf

Procurement Services Division

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

REQUEST FOR PROPOSAL (RFP)

FOR

TEMPORARY/CONTRACT EMPLOYMENT SERVICES

SOLICITATION NO.: 25-8398

JAKE BOND, ASSISTANT DIVISION DIRECTOR

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8987

Jake.bond@colliercountyfl.gov (Email)

Any alterations to this document made by the Vendor may be grounds for rejection of the proposal, cancellation of any subsequent award, or any other legal remedies available to the Collier County

Government.

SOLICITATION PUBLIC NOTICE

REQUEST FOR PROPOSAL (RFP)

NUMBER:

25-8398

PROJECT TITLE: TEMPORARY/CONTRACT EMPLOYMENT SERVICES

PRE-PROPOSAL CONFERENCE: N/A

LOCATION:

PROCUREMENT SERVICES DIVISION, CONFERENCE ROOM A, 3295

TAMIAMI TRAIL EAST, BLDG C-2, NAPLES, FLORIDA 34112

DUE DATE: July 24, 2025, at 3:00 PM EST

PLACE OF RFP OPENING:

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System:

https://procurement.opengov.com/portal/collier-county-fl.

INTRODUCTION

As requested by the Human Resources Division (hereinafter, the “Division or Department”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Request for Proposal (hereinafter, “RFP”) with the intent of obtaining proposals from interested and qualified Vendor(s) in accordance with the terms, conditions and specifications stated or attached. The Vendor, at a minimum, must achieve the requirements of the Scope of Work stated herein.

It is the County’s intent to award to a single Vendor. However, the County reserves its right to award to multiple Vendors. Once awarded, the results of this solicitation may be used by other County divisions/departments according to the Board of County Commissioners' Procurement Ordinance.

Historically, County divisions/departments have spent approximately $9.8 million annually; however, this may not be indicative of future buying patterns.

TERM OF CONTRACT

The contract term, if an award is made is intended to be for five (5) years with three (3) one (1) year renewals.

Percentage mark-up shall remain firm for the initial five (5) year term after the contract has been awarded. Requests for consideration of a percentage adjustment must be made prior to the contract renewal date thereafter and submitted in writing to the County.

Percentage adjustments depend upon the most recent 12-month Consumer Price Index for all Urban Consumers (CPI-U) for the Miami-Fort. Lauderdale area, budget availability, and the County’s approval, and cannot exceed 3% annually, whichever is less.

Rates of pay for temporary staff will be within a range as provided in the detailed description contained in Exhibit A, as attached, with a fixed Vendor markup for each category of temporary workers for the initial term of the contract. Rates of pay may be adjusted from time to time by the County.

The County Manager, or designee, may, at her discretion, extend the contract under all of the terms and conditions contained in this contract for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Vendor a written notice of the County's intention to extend the contract term not less than ten (10) days prior to the end of the contract term then in effect.

DETAILED SCOPE OF WORK

The County is seeking a Vendor to provide temporary staff to perform a variety of unskilled, semi-technical, and skilled work functions for various Divisions and Departments within the County.

The job titles included within the categories in Exhibit A are representative of positions currently requiring temporary staffing from time to time, but are not exhaustive of all County positions. Additional job titles may be added to a category based on the County’s need, with notice provided to the Vendor under the resultant contract, with approval of the County. No contract amendment will be required to add, remove, or revise job titles.

The Vendor shall provide temporary employees within three (3) weeks from contact with the County. The County may ask for as many interviewees from the Vendor as it takes to satisfy management. Assignments shall not exceed one fiscal year (October 1 through September 30); however, in areas where special work/project(s) are required to meet business needs, the Vendor will obtain https://procurement.opengov.com/portal/collier-county-fl authorization from the County’s designated representative at the start of the staffing assignment. Contract employees shall be assigned according to the categories, titles, and hourly pay/ranges described in Exhibit A.

1. STAFFING CRITERIA

In no case will a Vendor’s employee be permitted to perform supervisory responsibilities over County personnel or other Vendor’s workers.

The Vendor’s employees may, upon receipt of licensure or certifications, be eligible to move to a different category of work or different position title located in Exhibit A and be paid at a different base pay rate. Changes will be permitted only per the request of the County’s designated representative overseeing the Vendor’s employee. All other protocols regarding the placement of the Vendor’s workers will be followed with a change of position. If the Vendor does not supply the services for the requested position title, the Vendor’s workers may be required to become employed by a different Vendor.

The Vendor may, at its discretion, pay for training or travel for the Vendor’s worker to receive licensure or certification(s). The Vendor’s workers may also pay for training or travel related to attaining a license or certification. At no time will the County pay, or reimburse the Vendor or their worker, for training or travel associated with the attainment of a license or certification.

The Vendors workers may, upon approval of the County’s Division Director or designee requesting the services is responsible for oversight of the system or program (Human Resources, Information Technology, Procurement, Risk Management, etc.), receive approval to drive a County vehicle; have access to a network account; be granted authority for elevated system privileges; or have authorization to make purchases. Additional background screenings may be required prior to granting permission for these activities.

In addition, the Vendor is expected to provide and/or adhere to the following terms and conditions:

1. Fixed Vendor mark-up for each category for the duration of the contract, which may include overhead, benefits, insurance, Workers’ Compensation, employee travel, testing/screening fees, etc.

2. No additional surcharges or fees will be allowed except as noted at the annual rate adjustment period.

3. Provide a quote in advance of placement for each worker that includes a resume, a brief description of the assignment, the category selected, the employee's hourly rate, and the contractor’s markup.

4. Notify the Vendor’s worker of his/her work assignment, location of work, and directions to the work location.

5. The Vendor's workers shall be neat, clean, well-groomed, and courteous, and shall be fully dressed, including shirts and shoes. Workers must conform to CMA 5309, “Appearance and Personal Hygiene”. (See Exhibit D). The County may, at its discretion, provide uniforms to the workers at no cost to the Vendor or assigned workers.

6. The Vendor’s workers may be required to work at various locations throughout Collier County, including, but not limited to, Marco Island, Copeland, Everglades City, Orange Tree/Ave Maria, Immokalee, and North Naples.

7. Per IRS and Florida Retirement System (FRS) requirements, any employee who has retired from a position with an FRS-covered employer may not be re-employed by an FRS agency or a vendor/third party providing services to an FRS employer in the first six months following their separation date through the Deferred Retirement Option Program (DROP), normal retirement, or date on which they have taken a distribution from their FRS account. The Vendor must confirm that the worker being assigned is not an FRS retiree nor has the individual taken a withdrawal in the previous 6-month period.

8. Confirm, prior to placement, that workers can verbally receive and understand instructions in English.

9. Both the Vendor and workers shall comply with all applicable regulations of the County, the State, and the Federal government; full cooperation is expected and required. Should the minimum employee pay rate fall below the Federal or State minimum wage, the contractor shall notify the County so that compensation is commensurate with all wage practices.

10. In the event the Vendor’s employee does not arrive for work, the Vendor shall be responsible for assigning a new employee before the next scheduled workday. Repetitive failures to perform shall subject the Vendor to be found in default of the Contract.

11. Overtime must receive pre-approval from the County and shall only apply when worked in excess of forty (40) hours per week by the same employee at the request of the County. Hours worked on weekends will be treated as straight time unless they are in excess of a forty (40) hour work week. All overtime will be paid at one and one-half (1.5) times the agreed-upon employee’s hourly rate of pay. In the event of a declared emergency, contracted employees will be paid in accordance with the provisions of County CMA 5900, Cessation of Normal Government Activities, if called to work before, during, or after the emergency. (See Exhibit E).

12. Submit invoices for all the Vendor’s workers detailing the following information:

a. The Division to which the worker is assigned.

b. The purchase order number.

c. The name of the worker and the employee's hourly rate.

d. Signed and approved time sheet/card with the number of hours worked by the employee during a date range (i.e., week, month, etc.).

e. Approval from the County for overtime (if applicable).

f. The contractor's markup.

g. Total cost assessed to the County.

13. Provide monthly reports via email by the 10th business day of every month, preferably in Excel format, to the County that include the following details for active staff: name, position/title assigned, business unit (Department/Division) assigned, date of hire, division point of contact (requestor name), hourly rate of pay, and percentage mark-up.

14. Temporary staffing work with the County is at will unless otherwise stated in a written agreement signed by the Board of County Commissioners. This means that either the County or the worker can terminate the employment of the Vendor worker at any time and for any reason, with or without notice.

15. Contract Transition Plan: As the County currently has existing temporary clerical and labor services under contract, any new

Vendor shall be required to accommodate a transfer/hire of those workers which the County deems necessary at an hourly rate (to the worker) equal to or above their current hourly rate. This shall NOT affect incoming or new workers, only existing, transitioning clerical workers or laborers previously working under the current contract #20-7715. Transfer of existing staff, including an orientation to the vendor’s employment practices, must be conducted prior to the official start of the awarded contract to ensure seamless County operations. The transition plan must also include information on the Vendor’s timekeeping practices and requirements, as well as the invoice process.

16. Buy Out/Purchase: If the Vendor’s worker is offered and accepts a position with the County, there shall be no requirement of the County to “buy out” or purchase any remaining contractual term between the worker and the employing agency. The County will not guarantee the current contracted pay rate upon hire to a County position.

17. Upon award/activation of this contract, the County requires the Vendor’s project manager to be assigned and on-site within an agreed-upon response time and for this individual to be dedicated to this project until completion. If requested, the project manager or another staffing agency representative may be required to be on site throughout Collier County (Marco Island, Everglades City, Immokalee, etc.) to recruit and onboard new temporary staff. The Vendor must have a project manager available to assist the County for the duration of the agreement to resolve issues that may arise between the County and the staffing agency. The County expects all Vendors to conduct business in compliance with applicable local, state, and federal employment laws and regulations.

18. Upon separation of a Vendor’s worker, ensure that any property that was issued by the County to perform the job functions is returned to the County (uniforms, personal protective equipment, badge, cellular phone, etc.).

2. VENDOR REQUIREMENTS

The Vendor shall have extensive experience in employment staffing in the category/categories listed and must be able to verify their staffing capabilities. The Vendor will be responsible for all recruitment and outreach activities necessary to identify and refer qualified candidates.

The Vendor shall provide the following services:

1. Provide a timely and effective sourcing strategy that identifies qualified candidates for referral.

2. Provide a timely and effective screening process that ensures all referred candidates fit the knowledge, skills, and experience requirements for the position, possess the personal characteristics required for successful job performance, and are a salary fit.

3. Conduct at least one face-to-face interview with each potential candidate prior to referral and provide a resume to the County for each referred candidate.

4. Conduct reference checks with individuals who are or have been in a position to evaluate the candidate’s performance on the job. Through these reference checks, verify that the candidate possesses the knowledge, skills, and experience to meet the requirements of the job and has the personal characteristics required for successful job performance.

5. Finalize a process with the County for interviews and coordinate the applicant’s participation in interviews.

6. Debrief with the County following interviews and identify additional candidates, if necessary.

7. Verify the selected candidates’ educational background, the possession of any required licenses and certifications, if applicable, and conduct a background investigation. Costs of any background screenings performed to confirm a candidate’s eligibility to work will be at the sole expense of the Vendor.

8. If politically sensitive or potentially embarrassing issues arise in the candidate’s background, conduct in-depth interviews with the principal parties to clarify the event and contact the County for review.

9. Notify rejected applicants.

BACKGROUND SCREENING REQUIREMENTS

The County requires that temporary personnel provided to perform work for the County successfully complete a drug test and National Criminal Records Check prior to commencing employment with the County.

The Vendor’s employees are required to successfully pass a Urine Drug Screen before starting employment with the County. The County utilizes Advance Medical for these screenings. However, if a different laboratory is proposed for use, prior written approval must be obtained from the County before any screenings are scheduled or conducted. Failure to secure this approval in advance may result in the screenings being deemed invalid for County employment purposes. Any temporary staffing agency applicant who refuses to take the test for the presence of Amphetamines/Methamphetamines, Cannabinoids-THC/Marijuana, Cocaine, Opiates, and PCP (5-Panel Test) or tests positive for any of these substances will be ineligible to work for the County for a period of one year from the date of the positive drug test. Costs of the Urine Drug Screen test(s) performed to confirm a candidate’s eligibility to work will be at the sole expense of the Vendor.

The Vendor’s employees must undergo and successfully pass the following national criminal records checks (All background checks must be screened by the County’s Facilities Management): National Federal Criminal Search; National Criminal Database; County Criminal Database; National Sex Offender Registry and Violent Abuse Registry. The County reserves the right to require a Level II background check through the Florida Department of Law Enforcement (FDLE), Department of Elder Affairs (DOEA), or Department of Children and Family Services (DCF), based on the nature of the temporary assignment. The Vendor will be responsible for tracking and sending contracted employees to be rescreened after 5 years to adhere to the County Ordinance 2007-64 (See Exhibit B). The Vendor will be responsible for paying the County fingerprint background check fee regardless of whether the worker is contracted or fails the background screening. For individuals who will be assigned to work in the Sheriff’s facilities, the worker must pass the Collier County Sheriff’s Office background screening prior to being contracted. All applicable fees, if any, will be the responsibility of the Vendor.

The Vendor that provides personnel for positions/categories that require a driver’s license shall ensure that the individual possesses a valid Florida license, with no more than three (3) moving violations in the previous three (3) year period. During the period of the assignment, the Vendor employee who is required to drive must continue to have a driving record that complies with the County driving requirements. (See Exhibit C).

When considering candidates who will ultimately be referred to the County for employment, Vendor agrees to contact the County, specifically the Human Resources Division, for additional guidance if candidates fall into one or more of the following categories:

• The candidate is unable to successfully pass a five (5) panel drug screen.

• The candidate has a first-degree misdemeanor conviction (or equivalent from another state) within the past ten (10) years.

• The candidate has had any level felony conviction within the past ten (10) years.

• The candidate has a felony conviction that involves violence or weapons, regardless of when it occurred; drug sale, drug manufacturing, or drug trafficking convictions; battery; or any offense against a minor.

• If the candidate is a former County employee, the Vendor shall contact the County to verify the employee left in good standing and/or is eligible for rehire.

REQUEST FOR PROPOSAL (RFP) PROCESS

1.1 The Vendors will submit a qualifications proposal, which will be scored based on the criteria in Evaluation Criteria for Development of Shortlist, which will be the basis for short-listing the Vendors.

The Vendors will need to meet the minimum requirements outlined herein in order for their proposal to be evaluated and scored by the County. The County will then score and rank the Vendors and enter into negotiations with the top-ranked Vendor to establish the cost for the services needed. The County reserves the right to issue an invitation for oral presentations to obtain additional information after scoring and before the final ranking. With successful negotiations, a contract will be developed with the selected Vendor, based on the negotiated price and scope of services, and submitted for approval by the Board of County Commissioners.

1.2 The County will use a Selection Committee in the Request for Proposal selection process.

1.3 The intent of the scoring of the proposal is for respondents to indicate their interest, relevant experience, financial capability, staffing, and organizational structure.

1.4 The intent of the oral presentations, if deemed necessary, is to provide the Vendors with a venue where they can conduct discussions with the Selection Committee to clarify questions and concerns before providing a final rank.

1.5 Based upon a review of these proposals, the County will rank the Vendors based on the discussion and clarifying questions on their approach and related criteria, and then negotiate in good faith an Agreement with the top-ranked Vendor.

1.6 If, in the sole judgment of the County, a contract cannot be successfully negotiated with the top-ranked Vendor, negotiations with that Vendor will be formally terminated, and negotiations shall begin with the Vendor ranked second. If a contract cannot be successfully negotiated with the Vendor ranked second, negotiations with that Vendor will be formally terminated, and negotiations shall begin with the third-ranked Vendor, and so on. The County reserves the right to negotiate any element of the proposals in the best interest of the County.

RESPONSE FORMAT AND EVALUATION CRITERIA FOR DEVELOPMENT OF SHORTLIST:

For the development of a shortlist, this evaluation criterion will be utilized by the County’s Selection Committee to score each proposal. Vendors are encouraged to keep their submittals concise and to include a minimum of marketing materials.

Proposals must address the following criteria:

Evaluation Criteria Maximum Points

1. Ability of Professional Personnel 20 Points

2. Local Vendor Preference 10 Points

3. Certified Minority Business Enterprise 5 Points

4. Past Performance 15 Points

5. Day-to-Day Management 15 Points

6. Transition Plan 15 Points

7. Cost/Markup to County 20 Points

TOTAL POSSIBLE POINTS 100 Points

Tie Breaker: In the event of a tie at final ranking, the award shall be made to the Vendor with the lower volume of work previously awarded. Volume of work shall be calculated based upon the total dollars paid to the Vendor in the twenty-four

(24) months prior to the RFP submittal deadline. Payment information will be retrieved from the County’s financial system of record. The tie-breaking procedure is only applied in the final ranking step of the selection process and is invoked by the Procurement Services Division Director or designee. In the event a tie still exists, selection will be determined based on random selection by the Procurement Services Director or designee, before at least three (3) witnesses.

Each criterion and methodology for scoring is further described below.

***Proposals must be assembled, at minimum, in the order of the Evaluation Criteria listed, or your proposal may be deemed non-responsive***

EVALUATION CRITERIA NO. 1: ABILITY OF PROFESSIONAL PERSONNEL (20 Total Points Available)

This criterion evaluates the qualifications and experience of the Vendor based on their performance on similar projects in terms of type, size, and complexity. It also assesses how well the Vendor is staffed and organized to meet the County’s temporary labor needs, and their overall capability to successfully deliver the requested services. As part of your response, please include a copy of your corporate Business Plan, along with a detailed project approach outlining major tasks and sub-tasks, a comprehensive timeline for project completion, and a sample report from a referenced project to demonstrate the quality of your work.

EVALUATION CRITERIA NO. 2: LOCAL VENDOR PREFERENCE (10 Total Points Available)

Local business is defined as the vendor having a current Business Tax Receipt issued by the Collier or Lee County Tax Collector prior to proposal submission to do business within Collier County, and that identifies the business with a permanent physical business address located within the limits of Collier or Lee County from which the vendor’s staff operates and performs business in an area zoned for the conduct of such business.

EVALUATION CRITERIA NO. 3: CERTIFIED MINORITY BUSINESS ENTERPRISE (5 Total Points Available)

Submit certification with the Florida Department of Management Services, Office of Supplier Diversity, as a Certified Minority Business Enterprise.

EVALUATION CRITERIA NO. 4: PAST PERFORMANCE (15 Total Points Available)

This criterion evaluates the Vendor’s qualifications and past experience in providing temporary labor services of similar size, scope, and complexity to this solicitation. Preference will be given to contracts fulfilled within the last five (5) years.

Vendors should demonstrate their firm’s and any subcontractors’ ability, capacity, skill, financial strength, and years of experience relevant to the required services. Please include descriptions of successful collaborations among team members on prior projects. The County requests that the Vendor submit no fewer than three (3) and no more than five (5) completed reference forms (Form 5) from clients whose projects closely match this solicitation. For each referenced project, Vendors may include up to two (2) additional pages to highlight relevant aspects that showcase the Vendor’s experience and effectiveness in delivering comparable work.

EVALUATION CRITERIA NO. 5: DAY-TO-DAY MANAGEMENT (15 Total Points Available)

The Vendor’s approach to management and execution of work with respect to the location of various key contract team members will be evaluated under this criterion. The Vendor shall demonstrate from contract kick-off how they will establish the contract location in order to manage day-to-day information collection and distribution between internal and external team members, and County staff involved in providing temporary labor to Collier County. The Vendor must have a local office in Naples/Ft. Myers Area within thirty (30) days of contract award.

EVALUATION CRITERIA NO. 6: TRANSITION PLAN (15 Total Points Available)

This criterion measures the Vendor’s proposed resources for the transition of current temporary labor resources from the expiring contract to this contract. Plan to address timelines for ensuring no gap in providing resources; availability of Vendor’s staff for this effort; and a recruitment plan for filling all current requests for temporary labor that may be open at the time of contract award.

EVALUATION CRITERIA NO. 7: COST/MARK-UP TO COUNTY (20 Total Points Available)

Vendors must submit their percentage mark-up for all the categories listed in Exhibit F. The percentage mark-up must be all-inclusive, covering all costs such as Vendor services, administrative overhead, tools, equipment, travel, fuel, and any other related expenses. The County reserves the right to review, select, and negotiate these mark-ups prior to contract execution.

VENDOR CHECKLIST

***Vendor should check off each of the following items as the necessary action is completed (please see Vendor Check List) ***

EXHIBIT A

25-8398 – RFP CATEGORIES & JOB TITLES

EXHIBIT B

Ordinance 2007-64 – Collier County Fingerprinting Ordinance

EXHIBIT C

CMA 5805 Eligibility to Drive County-Owned Vehicles

EXHIBIT D

CMA 5309 Appearance and Personal Hygiene

EXHIBIT E

CMA 5900, Cessation of Normal Government Activities, Personnel Roles and Responsibilities During Emergencies and Emergency Pay

EXHIBIT F

Fee Schedule by Category