5-01 - Temporary Sanitation Field Labor - Scope of Work.pdf

City of Dallas

Request For Competitive Sealed Proposals (RFCSP) Project Title: Temporary Sanitation Field Labor

Buyer Solicitation Number: BT25-00028774 http://www.dallascitynews.net/

I. Introduction, Purpose and Intent

The City of Dallas is requesting proposals for a three-year Indefinite Delivery/Indefinite Quantity (ID/IQ) service price agreement to provide temporary day labor for the Department of Sanitation Services. The temporary day laborers will assist in the daily operations of collections and post-collections for sanitation as supplemental staff. This will be primarily for trash collection and disposal, but other actions will be included. An ID/IQ agreement is established when quantities of services and/or delivery schedules cannot be determined. Services under this agreement will be ordered on an as-needed basis for the term of the agreement.

II. Pre-Proposal Meeting Schedule, Questions, and Inquiries

During the solicitation process proposers are required to limit their communication regarding this project to the Procurement Specialist referenced herein. A preproposal meeting will be held by the City whereby the proposers will have an opportunity to ask the requesting department(s) questions and/or obtain clarification. The preproposal meeting will be the only time when proposers and requesting department(s) will communicate directly, thereafter, all communication associated with this project shall be addressed to the assigned Procurement Specialist. Proposers may submit their questions electronically through the City solicitation portal, https://dallascityhall.bonfirehub.com/login. All questions shall be submitted electronically; the City will respond to all questions by way of addendum which will be posted as part of the solicitation. The City, its agents, and employees shall not be responsible for any information given by way of verbal communication.

III. Minimum Qualifications

The successful proposer should have:

1. Three (3) years of experience in the field of placement of temporary employees daily to organizations with 600 or more employees, preferably with public jurisdictions.

2. Sufficient staff to provide service to organizations with 600 or more employees.

3. A listing of at least three clients, with which the proposer is currently providing temporary employee services or has provided temporary employees in the past three years successfully.

4. Current training programs and proposer’s safety handbook for all employees.

5. A full description of the firm’s hiring and employee screening processes.

6. A full description of firm software used to hire, track and schedule employees and the variety of reports available to the customer.

7. A full description of benefit programs available to employees and other promotional opportunities.

8. Providing opportunities for temporary employees to gain full-time employment is important to the City of Dallas. Information should include any benefits or programs that the vendor or vendor contracted partner supplier provides to the employees, including ex-offender case management assistance, assistance for ex-offenders and others to clear up or resolve employment barriers such as a suspended license, life skills training, social services resources and/or classes or programs to help employees gain full time employment.

https://dallascityhall.bonfirehub.com/login

IV. Scope of Work

Pre-Employment/Onboarding Services

1. All temporary employees provided by the awarded supplier shall be at least eighteen years of age.

2. Awarded supplier will ensure temporary employees are trained to communicate with City employees and citizens in a pleasant and professional manner.

3. Awarded supplier will provide temporary employees who are able to understand and follow specific oral and/or written instructions in the English language.

4. All temporary employees provided by the awarded supplier must be authorized to work in the United States. Awarded Supplier shall use the E-Verify System through the Department of Homeland Security to verify the work status of all temporary employees assigned to work for the City. Awarded supplier shall provide certification signed by an officer of supplier to the City Representative of the temporary employee’s authorization to work in the United States before the temporary employee can report to work.

5. All temporary employees must be fully screened by a criminal background check and sex offender check. Awarded supplier shall provide certification signed by an officer of supplier to the designated contract in the Department of Sanitation Services that the employee background checks have been conducted and the employees meet the criteria as listed below before the temporary employee can report for work.

6. Even if a temporary employee was suggested by City management, the awarded supplier must do a complete background check.

a. A complete background check will include:

i. SSN Validation

ii. National Criminal Database Search

iii. 50 State Sex Offender Search

iv. Must include primary (legal) name searches as well as any aliases

7. Temporary employees must be able to: bend, stoop, stand for extended periods of time, walk for extended periods and distances, lift and carry up to (50) pounds, push and or pull up to (90) pounds, work outdoors continuously under all weather conditions and be able to tolerate foul odors.

8. Due to the danger of severe injury or death resulting from an assigned temporary employee not being able to hear an audible warning sound from backing trucks and equipment in the assigned work area or to hear warning calls from other workers, temporary employees must be able to meet standard hearing acuity: perceiving the nature of sounds at normal speaking levels with or without correction, and having the ability to receive detailed information through oral communication, and making fine discriminations in sound.

9. Awarded agency shall provide hearing tests on temporary employees before being assigned to a work location. A statement certified by an officer of the awarded agency affirming that each temporary employee assigned to work at the City has successfully passed the hearing screening test shall be submitted to the City Representative before the temporary employee can report to work.

The following background check restrictions must be met before assignment to work with the City:

a. Misdemeanors Charges – Non-Aggravated - NO Waiting Period

b. Felony Charges – Non-Aggravated – 6-month Waiting Period

c. Felony Charges – Aggravated - 2-year minimum Waiting Period

d. Other Felony Charges – 5-year minimum Waiting Period

e. Pending cases will not be considered until the case is dissolved

f. Deferred Adjudication allowed

10. The City of Dallas expects that all temporary employees will be responsible for getting to the job site and/or work location, be punctual, be dressed appropriately with required safety equipment, and will be able to perform the assigned job duties. The individual job sites will vary and may be located throughout the city.

11. Alcohol/Drugs: Awarded supplier will provide temporary employees to the City who are free of drugs and alcohol and who maintain a level of cleanliness consistent with the City staff in the same work environment. In compliance with the requirements of the Federal Drug Free Workplace Act of 1988, all temporary employees are required to refrain from the use of alcohol and/or drugs.

a. City of Dallas rules and regulations prohibit the use or possession of drugs or alcohol while on duty or on City property or in a City vehicle.

b. Temporary employees shall not report for duty or remain on duty with a blood alcohol level of 0.02 or greater or under the influence of any drug.

c. A drug test will be conducted if the City has reasonable suspicion to believe the temporary employee is under the influence of drugs or above the blood alcohol level of 0.02. The drug test will be provided by the awarded supplier through an authorized drug testing facility.

d. The results will be reported to the City’s representative.

e. Random drug tests may also be required during the term of the Contract.

f. Awarded supplier shall provide notice to all temporary employees that both for cause and random drug testing will be conducted and supplier must maintain the appropriate employee paperwork to permit such drug testing.

g. Alcohol or any beverage containing more than one-half of one percent of alcohol by volume, which is capable of use for beverage purposes, either when alone or when diluted.

h. Pre-Employment - Awarded supplier shall provide the City evidence of a negative pre-employment drug screen on all temporary employees provided. The negative results of the tests shall be certified in writing by an officer of the awarded supplier as to all temporary employees assigned to work with the City and submitted to the City’s representative before the temporary employee can report to work. A weekly report, from the awarded supplier, of the drug tests conducted or screenings may be requested by the City’s representative.

i. The City of Dallas rules and regulations prohibit the use or possession of drugs or alcohol while on duty, on City property, or in a City vehicle. In accordance with Administrative Directive 6-2: Fleet and Equipment Utilization, Section 1.1, smoking and the use of any smokeless tobacco products—including vaping—are strictly prohibited in all City vehicles, while operating specialty equipment, using outside rentals, or while on duty.

12. The City has a zero-tolerance for workplace violence. Awarded supplier will ensure that all temporary employees refrain from reporting for duty or having at any time in their possession of City property or in a City vehicle a weapon as classified by the City while performing duties specified herein. The City will not tolerate loud, boisterous, rude and/or disrespectful treatment of others.

13. Weapons - an instrument capable of causing bodily injury. Possession of such an instrument is prohibited on City property, unless it is specifically authorized and work related. Prohibited weapons can include but are not limited to:

a. Any firearm.

b. Any illegal knife, including but not limited to:

i. A knife with a blade over five and one-half inches.

ii. A hand instrument designed to cut or stab another by being thrown.

iii. A dagger, including but not limited to a dirk, stiletto, or poniard.

iv. A bowie knife.

v. A sword; and

vi. A spear

vii. A switchblade knife

c. Any type of club; including but not limited to:

i. A blackjack.

ii. A nightstick

iii. A mace

iv. A tomahawk

d. Any explosive weapon or device.

e. A firearm silencer.

f. Brass knuckles.

g. Ammunition.

h. A zip gun.

i. Any chemical dispensing device; and

j. Any caustic or corrosive liquid, such as acid or lye, capable of causing serious bodily harm.

14. It is the awarded supplier’s sole responsibility to handle pay issues with their employees.

Any pay issues are to be resolved with awarded supplier management or on-site coordinator within 24 hours but shall be addressed “off the clock” and shall not disrupt daily operations.

Awarded Supplier shall notify temporary employees that any pay issues must be raised with the Awarded Supplier directly and not the City of Dallas or their supervisor/manager with the Department of Sanitation Services.

15. Pay issues not corrected within 24 hours (1 workday) will be considered non-performance.

A penalty of $75.00 per day for each occurrence for each employee involved will be deducted from the supplier’s invoice for non-performance. Repeated instances shall be considered a breach of the contract.

16. Temporary employees may, upon the City’s preapproval, regularly work over 40 hours per work week. The City acknowledges that temporary employees working more than 40 hours per week will have all hours over 40 billed at time and a half. It is the awarded supplier’s responsibility to review and calculate employee’s time to account for regular and overtime regardless of work assignments at multiple locations. If a temporary works for more than one supervisor during a week, it is the awarded firm’s obligation to notify the second and any subsequent supervisor of the hours already worked, so the temporary is not inadvertently scheduled for more than 40 hours.

17. The City will pay the regular hourly rate for temporary employees who work during these holidays: Thanksgiving, Christmas, and New Year’s Day. The City will not pay for laborers who are not working during these holidays.

18. Awarded supplier will be responsible for fully complying with all laws and rules applicable to the provision of health insurance for temporary employees. The City will not provide any additional funding for such compliance, and City will not provide City health or any other City benefits to temporary employees.

19. Photo ID’s - Awarded supplier - will provide temporary employees with a photo I.D. badge as a means of identification to verify that the temporary employee is employed by the awarded supplier. ID card will include the supplier’s company name, the temporary employee’s name, and employee number (this number cannot be a Social Security Number). If subcontractors are used the subcontractor employee IDs must be distinguishable by color.

a. Temporary employees without proper identification will not be allowed entry into Sanitation facilities. It will be the responsibility of the awarded supplier to replace any temporary employee rejected by the City for lack of proper identification within two (2) hours. A penalty of $75.00 per occurrence assessed for each temporary employee not replaced within the 2-hour limit; the penalty will be deducted from the awarded supplier’s invoice for non-performance. Repeated instances shall be considered a breach of the contract.

20. Use of City Equipment/Vehicles - Temporary employees will not be allowed to drive City equipment/vehicles on behalf of the City of Dallas. “City Equipment” includes trucks, backhoes, cranes, bicycles, boats, aircraft, and all automotive equipment, both licensed and non-licensed, on-or off-the-road vehicles whether City-owned, leased, rented, loaned to, or donated to in which the operator or driver may ride upon and drives or controls the equipment and shall also refer to and include privately owned vehicles which are driven in the course and scope of City business. However, temporary employees are authorized to operate on behalf of the City, small non-automotive motorized equipment and hand tools, including but not limited to, push or walk behind lawn mowers, edger’s, weed eaters, and hedge trimmers and truck hoppers.

a. Awarded firm’s laborers will sign for any equipment provided by the City. In the event awarded firm’s laborers lose and/or damage equipment, the City reserves the right to recover the cost to replace the equipment from the awarded firm. In the event awarded firm’s laborers leave a jobsite and does not return the equipment back to the City, the City reserves the right to charge the awarded firm for the replacement cost of the equipment.

21. Injuries - Awarded supplier will provide detailed medical instructions to all temporary employees and it’s designated on-call company representative, for any medical emergencies and Workers’ Compensation related injuries that occur while its employee is assigned to work under a contract. In the event of an injury to a temporary employee, the City’s representative will immediately notify the awarded supplier and the user Department’s Workers’ Compensation representative of the injury. The awarded supplier is required to manage all work-related injuries once notified of the injury, the awarded supplier’s designated on-call representative is required to immediately report to the medical facility where the temporary employee is being treated and begin assisting the injured employee with obtaining the correct level of medical care necessary and completing appropriate related documents/forms. The awarded supplier will also be required to provide a drug screen on the injured temporary employee and submit the results back to the City’s representative. It is the responsibility of the awarded supplier to establish the correct legal procedures and paperwork for all assigned employees regarding the requirement for a mandatory post-injury drug screen.

a. The awarded supplier will be responsible for any injuries to these personnel, including all state and federal reporting and insurance requirements relating to the injured temporary employee.

b. Upon notification of a workplace injury, the awarded supplier’s on-site coordinator shall be responsible for immediately transporting the injured employee to the medical facility, along with their replacement to the designated worksite. The awarded supplier’s designated on-call representative must report to the medical facility to assist the injured employee in receiving appropriate medical care and to complete all necessary documentation and forms. The supplier must ensure that a replacement temporary staffer is dispatched without delay. If time permits and resources are available, City staff may assist with transportation and the replacement process.

c. The City may require the awarded supplier to provide updates on injured employees; the awarded supplier will provide written updates to the Sanitation representative within 2 days.

22. Uniforms/Personal Protective Equipment Requirements - Awarded supplier will provide temporary employees that are dressed appropriately for the type of work assigned or as requested by the department. Standard requirements for proper attire include a shirt and pants.

a. Shirts must have sleeves (short or long), be in good condition and cannot contain unacceptable slogans or language that could be deemed hostile or offensive. Pants should come to the ankles (no shorts or capris), be made of durable material (i.e.

denim, cotton, polyester or mixed).

b. All clothing should fit the temporary employee properly and cannot be worn in an unacceptable manner. Loose clothing is not acceptable.

c. Footwear shall meet safety standards (as determined by Sanitation Services) for the type of work being performed or as required by the department. Footwear should be closed-toed, hard-soled, steel-toed shoes or boots for all temporary employees as required for the department. Tennis or athletic shoes are NOT acceptable at any location.

d. Baseball caps are acceptable but cannot contain unacceptable slogans or language that could be deemed hostile or offensive.

e. The City is not responsible for providing and replacing clothing or footwear.

Temporary employees are not allowed to wear clothing or hats with the City Logo.

f. For safety and security purposes, all temporary personnel who choose to bring bags or backpacks must carry their personal belongings in clear, see-through backpacks or bags while on duty at any worksite covered under this contract. This requirement is non-negotiable and must be strictly enforced by the contractor.

g. The awarded firm shall provide safety related equipment on an “as needed” and per location basis,

i. Eye protection that meets ANSI Z87.1 + standards and splash proof goggles

ii. Hearing protection

iii. Respiration devices such as 3M brand 8210 or equal

iv. Hard hats

v. Gloves (appropriate for specific daily jobs)

1. Refuse and recycling collection staff must have the option to have gloves with adjustable wrist straps

vi. Rain suits (Pants and coat with hood)

vii. Back braces

viii. Disposable neoprene gloves (chemical resistant) for the landfill and environmental spill team crews in addition to the other gloves listed above

ix. And any additional personal protection supplies needed.

x. Class II high visibility safety vest with agency Name clearly printed in 3” black letters front and back as a means of identifying the temporary employee as an employee of the agency and a City contractor.

23. Temporary employees that are not correctly attired or that do not have proper safety equipment or unsuitable equipment will be rejected by the City and not used. It is the responsibility of the awarded agency to replace, within two (2) hours, any temporary employees due to inappropriate attire, lack of proper safety equipment, or refusal to wear safety equipment. The awarded agency shall fill in all orders for temporary employees within the 2-hour period. A penalty of $75.00 per occurrence for each temporary employee not replaced within the 2-hour limit will be imposed and the penalty will be deducted from the agency’s invoice for non- performance. Repeated instances shall be considered a breach of the contract.

24. In the event additional safety items are needed, the awarded agency will deliver the supplies to the requesting division/location within 24 hours of request. A penalty of $75.00 per day for each occurrence will be imposed, and the penalty will be deducted from the agency’s invoice for non- performance and considered a breach of the contract. The City may agree to store personal protection supplies for the award supplier employees in district offices.

25. Overtime - It is the City’s goal to minimize overtime hours of Temporary Employees. The Awarded Vendor should monitor weekly hours, and alert Sanitation representatives of the option to assign alternative Temporary Employees to assignments as each Temporary Employee accumulates 36 hours in a work week with one or more workdays remaining in the work week.

a. Temporary Employees may, upon the City’s pre-approval, work over 40 hours per work week. The City acknowledges that Temporary Employees working more than 40 hours per week will have all hours over 40 billed at time and a half. It is the Awarded Vendor’s responsibility to review and calculate employee’s time to account for regular and overtime regardless of work assignments at multiple locations.

b. Sanitation Services crews work eight (8), ten (10), and twelve (12) hour days, four

(4) days or five (5) days a week. Overtime will be charged only for Temporary

Employees working over forty (40) hours in a work week. The work week is Sunday through Saturday.

c. Each Tuesday during the contract term, the awarded vendor shall provide Sanitation with a report of overtime hours worked from the previous week, and a summary of alerts sent to Sanitation representatives regarding impending overtime of Temporary Employees.

d. Failure by the Awarded Vendor to provide such alert will result in a fine equal to the overtime premium paid to Awarded Vendor for each Temporary Employee for which an alert was not provided for the subject work week. Failure by the Awarded Vendor to provide an alternative Temporary Employee following an alert and request for such alternative Temporary Employee by a Sanitation representative will result in a fine equal to one-half of the overtime premium paid to the Awarded Vendor for each Temporary Employee for the subject work week. Failure by the Awarded Vendor to provide a weekly overtime report as described above will result in a $75.00 fine for each day the report is past due and may constitute a breach of contract, as determined by the City.

26. Any of the above violations are grounds for removal of the temporary employee from assignment at all Sanitation locations and City facilities.

Temporary Employee Placement Services

1. A weekly meeting will be hosted by Sanitation Contract Management in an effort to forecast the staffing needs for the week. The supplier will be notified of any changes in staffing needs immediately. Additional staff requests should be met within two hours.

2. Temporary employees that are not correctly dressed or that do not have proper safety equipment will not be permitted on the job site.

3. It is the responsibility of the awarded agency to replace any temporary employee due to inappropriate attire or lack of safety equipment within two (2) hours.

4. Awarded agency will assign all temporary employees to work in specific locations for Sanitation Services. Temporary employees will not be allowed to work outside of their assigned work location without the approval of assigned work location Manager or his/ her assigned representative.

5. There will be no unauthorized access to work sites by temporary employees at any City facility. Awarded agency will provide a contact person(s) that can be reached during the City’s business day beginning at 6:00 am for (8-hour, 10 hour or 12-hour work schedules) for placement needs or issues regarding assigned temporary employees.

6. While temporary employees are employed by the awarded agency, temporary employees will respond to, and receive directions from the City of Dallas managers, supervisors, crew leaders, and truck drivers. Temporary employees are to observe all rules, regulations, instructions, etc. of the City employees designated as their supervisor. If a City department manager or supervisor deems a temporary employee’s performance unsatisfactory, the awarded agency will be expected to immediately remove the temporary employee from the work site and provide a replacement within two (2) hours of notification at no additional cost to the City.

7. All fees and charges are to be included in the proposed rates. The City of Dallas will not pay any additional fees or charges if the City hires a temporary employee any time after twelve (12) consecutive weeks of work as a temporary employee.

8. Training - Awarded agency will provide temporary employees who are trained and knowledgeable of Sanitation Services operations prior to reporting for duty. An agency’s officer will certify that the training has been provided prior to submitting the temporary employee for duty.

a. A copy of awarded agency’s safety and training manual, including policies and procedures, must be made available to the Sanitation Services representative within 3 days of the contract award. The training manual must include the safety and operation data for the equipment on which the temporary employee will be assigned. The awarded agency is solely responsible for providing all required safety equipment for temporary employees, and the awarded agency may not charge the employee for such safety equipment. Awarded agency will provide updated training for temporary employees at the request of the Sanitation representative or manager. Training records must be made available to the City of Dallas within 3 days of the written request.

9. Transition Employees - Awarded agency may choose to offer employment to any or all personnel from the current contractor, if applicable, who chose to be employed by the awarded agency with the approval of Sanitation Services, and agency understands that at the conclusion of the term of the contract or the termination of the contract by the City, the same opportunity must be provided to a successor agency without charge for the hiring by the new agency of any temporary employee who elects to continue a temporary assignment with the City. The required hiring process must be followed with regard to all such transition employees.

10. When a Sanitation Department manager or his/her assigned representative places an order for a temporary employee(s), he or she will give the awarded agency the City department and “unit” code that will be used in billing. The City will inform the awarded agency of any special skills or workload requirements for specific tasks. All temporary employees are expected to arrive properly attired.

11. Initial placement requests are to be filled within two (2) business days of the request (the two (2) business days applies only to the start of the contract or a newly created division(s) of Sanitation Services). The request will specify the quantity and duration of temporary employee needs. In emergency situations, outside normal daily operational needs, the City may request temporary employees with as little as four hours’ notice. The awarded agency will attempt to fill these “short notice” requests, and if unable to do so, will communicate immediately with the City representative as to how quickly temporary employee (s) will be placed. These timelines apply to only the Initial start-up of the contract and or the creation of a new Sanitation division.

Sanitation Services Collections Positions Responsibilities

1. Lift and carry filled garbage bags and other debris from alleys/front yards to garbage trucks. Ride on the back of garbage trucks and get off and on to retrieve bags of garbage, roll carts, and other debris.

2. Operate mechanical compactor mechanism for loading and dumping garbage, refusing, and roll carts.

3. Directing (forward and backward) the movement of Sanitation vehicles to ensure safe operations.

4. Performance of custodial duties such as:

a. Sweep, mop, vacuum, wax and/or scrub floors.

b. Clean walls, windows and restrooms fixtures.

c. Empty, prepare, and clean trash receptacles.

d. Pick up litter on facility grounds.

5. Operation of a variety of small power and hand operated lawn maintenance equipment, such as hand mowers, edger’s, hedge clippers, weed eaters, etc.

6. Use of shovels, hoes, pruning shears, rakes, saws, fertilizer spreaders, etc.

7. Plant grass, flowers, trees, shrubs, and prepare color beds for planting. Water lawns, flowers, trees and shrubs etc.

8. Perform alley maintenance, including trimming of alleys using a variety of small power and hand operated lawn maintenance equipment.

9. Assemble and distribute large plastic garbage containers (roll carts).

10. Rake and bag grass clippings and other debris, load and unload filled bags on and off garbage and or dump trucks.

11. Collate packets for door-to-door distribution of Sanitation, Disposal and Recycling education materials.

12. Load, lift and move storeroom inventory, boxes, packets, supplies, filled garbage bags, etc.

13. Contain and clean up environmental spills on City facility parking lots, City streets, or other properties as designated by the City.

14. Other duties consistent with the work of the Sanitation Services Department may be included.

Work Locations –

• District 1, 2721 A Municipal St, Dallas TX

• District 2, 2423 Valeria, Dallas TX

• District 3, 9811 Harry Hines Blvd, Dallas TX

• District 4, 9811 Harry Hines Blvd, Dallas TX

• District 5, 3112 Canton St, Dallas TX

Sanitation Services Disposal Positions Responsibilities

1. Direct City, residential and commercial waste haulers to daily work areas at disposal facilities.

2. Directing (forward and backward) the movement of vehicles to areas for loading and dumping to ensure safe vehicle operations.

3. Performance of custodial duties such as:

a. Sweep, mop, vacuum, wax and/or scrub floors.

b. Clean walls, windows and restrooms fixtures.

c. (Empty, prepare, and clean trash receptacles.

d. Pick up litter on facility grounds.

4. Operation of a variety of small power and hand operated lawn maintenance equipment, such as hand mowers, edger’s, hedge clippers, weed eaters, etc.

5. Use of shovels, hoes, pruning shears, rakes, saws, fertilizer spreaders, etc.

6. Plant grass, flowers, trees, shrubs, and prepare color beds for planting. Water lawns, flowers, trees and shrubs etc.

7. Assemble and distribute large plastic garbage containers (roll carts).

8. Rake and bag grass clippings and other debris, load and unload filled bags on and off of garbage and or dump trucks.

9. Collate packets for door-to-door distribution of Sanitation, Disposal and Recycling education materials.

10. Load, lift and move storeroom inventory, boxes, packets, supplies, filled garbage bags, etc.

11. Contain and clean up environmental spills on City facility parking lots, City streets, or other properties as designated by the City.

12. Other duties consistent with the work of the Sanitation Services Department may be included.

Work Locations –

• McCommas Bluff Landfill, 5100 Youngblood, Dallas, TX

• Bachman Transfer Station, 9500 Harry Hines, Dallas, TX

• Fair Oaks Transfer Station, 7677 Fair Oaks, Dallas TX

• Oak Cliff Transfer Station, 4610 S. Westmoreland, Dallas, TX

Day Labor Supplier On-Site Coordinator

1. Awarded Vendor must schedule coordinators to be on-site at each work location listed in these specifications below for the first two (2) hours of each business day shift (crew-out), and a minimum of three (3) coordinators to be on-call to assist all work locations for the remainder of each business day.

2. Provide orientation, job and safety training for all temporary employees.

3. Assure that the appropriate # of temporary employees report to each work site daily.

4. Locate and assign additional temporary employees as required by the City to provide proper staffing levels.

5. Meet weekly or upon request with City representatives to discuss work assignments and address any issues.

6. Assure that all temporary employees always have proper Personal Protective

Equipment (PPE) and maintain adequate PPE inventory at each work site.

7. Supervise timekeeping processes and ensure that timekeeping is accurate to support efficient payroll process.

8. Report for City representatives on when employees will start earning OT each pay period.

9. Manage temporary employee performance and conduct disciplinary actions.

10. Conduct frequent field observations and formally address any safety or performance issues.

11. Respond to reported incident/injury immediately and manage all post-injury oversight and reporting.

12. Address all temporary employee issues in a manner that does not interfere with work assignments (before or after assigned work hours).

13. Report hours spent weekly on field observations.

Performance Certificate The City of Dallas has created a pilot program for temporary employees which includes a modified criminal background requirement. This allows temporary employees to compete for open positions in Sanitation Services, Street Services, Dallas Water Utilities and Trinity Watershed

Management. Temporary employees will have a reduced wait period from their release from prison/jail or date of disposition/conviction of crime, then the standard required by the City for City positions. Awarded agency will review temporary employee performance and work history for the criteria below and issues certificates to qualified temporary employees:

a. Has worked as a City of Dallas Sanitation Temporary Day Laborer for one (1) year.

b. No more than 6 absences annually.

c. No more than 9 tardy occurrences annually.

d. No preventable accidents/injuries with lost time.

e. No significant incidents of unacceptable performance or conduct noted by agency or the City of Dallas supervisory staff.

f. Certificates will be valid for 6 months; reviews and recertification will be conducted by awarded agency every April and October.

Subcontracted Services

1. If the awarded agency proposes using a subcontractor to provide a portion of the Temporary employees, the awarded agency is responsible to the City for ensuring the subcontractor meets all the qualifications and requirements of these specifications. The City expects all temporary employees, whether from awarded agency or a subcontractor, to meet the same prime contractor requirements listed in these specifications, including but not limited to being paid a “living wage”, certification of having passed the hearing, background screening, drug screening and authorization to work in the United States, being properly attired, receiving any required safety equipment, following written and oral directions, having received safety training, having received training in the case of a medical emergency, etc. Prior to placing temporary employees through a subcontractor, the awarded agency must ensure that the subcontractor provides an insurance certificate that meets the same requirements of the specifications to the City for approval. The City reserves the right to make final determination on the usage of any subcontractor.

Subcontractor temporary employees will report to a work location designated by the City Representative.

2. Initial placement requests are to be filled within two (2) business days of the request (the two (2) business days applies only to the start of the contract or a newly created division(s) of Sanitation Services). The request will specify the quantity and duration of temporary employee needs. In emergency situations, outside normal daily operational needs, the City may request temporary employees with as little as four hours’ notice. The awarded agency will attempt to fill these “short notice” requests, and if unable to do so, will communicate immediately with the City representative as to how quickly temporary employee (s) will be placed. These timelines apply to only the Initial start-up of the contract and or the creation of a new Sanitation division.

V. Communication

It is essential that the awarded Contractor respond clearly after receiving a telephone call or email from the City. Written correspondence from the City of Dallas shall be answered within twenty-four (24) hours. The awarded Contractor shall respond to phone calls and emails from the City within four (4) hours of receipt.

VI. Commencement Date

This contract will commence upon the approval of the Dallas City Council or upon Notice to Proceed from the Director.

VII. Reporting

1. Awarded agency will supply biometric (fingerprint scanning) time clocks to each reporting facility listed in this RFCSP. The awarded agency is responsible for ensuring network connectivity for each time clock utilizing the agency’s own network cards or “hotspots”.

The awarded agency will provide electronic copy of time clock data to the City’s manager at each location for time reporting reconciliation. All Time keeping will be done electronically.

2. In addition to the certification provided prior to a temporary employee being sent for an assignment, awarded agency will provide a new temporary employee electronic verification report monthly signed by an authorized representative of the company. The report should include in alphabetical order the employee’s name and ID number, assignment date, negative drug screening, hearing and background checks and completion of required training. Awarded agency will keep all records regarding temporary employees and make them available upon City’s request.

3. Awarded firm shall supply each laborer with a daily timecard which includes the contractor’s name, address, telephone and fax numbers, the laborer’s name, laborer’s signature line, assigned location, an area to record actual time worked and a supervisor signature line. This card will provide a signed document for the contractor, laborer and the City representative.

VIII. Award Method

The City’s intent is to award this solicitation in its entirety, but the City reserves the right to award in the method that is most advantageous to the City.

The City reserves the sole discretion to determine whether a solicitation response is responsive.

City reserves the right to reject any or all bids and to waive minor irregularities or discrepancies in any solicitation response as may be in the best interest of City. Late bids will not be considered for awards.

IX. Location and Invoicing

The City shall pay invoices in 30 days. For the City to pay invoices in 30 days, the vendor’s invoice must be correct, and reflect the work or goods delivered to the City. The 30 days begin when the City has received a correct invoice reflecting the work or goods delivered. If the City receives an invoice that is not correct and/or reflective of work or goods that have been delivered, the City will request a corrected invoice, and the 30-day period will begin once the correct invoice has been received. All work described in the vendor invoice must have been delivered in compliance with the terms of the contract.

Invoices shall be submitted monthly to the City for payment, unless both parties agree to alternative arrangement based on project milestones. Each invoice submitted for payment shall include, at a minimum, the following information:

• Name and address of the department for which services were provided

• Contact information of City staff who placed order (name, phone number, department)

• Date of order or Service

• Detailed description of each service

• Price goods or services (charges for all services covered by this contract are to be separately stated and explained

• Total cost of goods/services

Submitting invoices without the above information may cause delays in payment processing.

Incorrect invoices or invoices sent to the wrong address will delay payment. Vendors who fail to follow this procedure risk having the contract with the City cancelled.

Invoice Disputes

1. The awarded agency will submit all documentation clearly indicating the reason for the dispute to the Sanitation representative and be available to meet with the Sanitation representative. The City representative will notify agency of the schedule for the meeting a minimum of 5 days prior to the meeting date, unless otherwise agreed to by both parties in writing. The City will charge agency a $25.00 per hour fee for the research/ review of all disputed invoices, which will be deducted from the City’s payment to the agency.

2. Awarded agencies must make financial records, related to invoicing, available 3 days after written request to the City for review or audit.

3. The City contracts with and pays the awarded agency only. Subcontractors should bill and receive payments from the awarded agency. The City will not pay subcontractors directly.

Temporary employees supplied by a subcontractor must use the awarded agency’s electronic time clock. Agency will be responsible for providing timely information to its subcontractors to allow timely payment of subcontractor employees.

4. Sanitation Services will review the awarded agency’s weekly “time sheets” for each designated district and division of Sanitation Services, within 48 hours of completion of the work period. The awarded agency is responsible for any corrections to the time sheet and must complete the revisions within 24 hours (workdays) for review and approval by Sanitation Services. This information is to be used for Invoice billing.

5. A copy of each employee’s timecard, signed by a City department manager or supervisor, must accompany invoices. If more than 40 hours are worked by any employee, a copy of the City’s approval for overtime must be included. Sub-contractors should bill and receive payments from the awarded firm. The City will not pay sub-contractors directly. Laborers supplied by a sub-contractor must use the awarded firm’s timecards.

6. Invoices will be submitted weekly to the Sanitation Services department electronically.

Separate invoices should be submitted for each “unit” and/or division within the department. Invoices will list all temporary employees working in each division during the billing period, the Unit code for the assigned work area, and the total hours worked by temporary employees (split by regular, and overtime).

7. Sanitation Services will provide awarded agency a formatted Excel spreadsheet that the agency must complete and attach to each invoice which must contain in alphabetical order the temporary employee’s name, actual dates and times worked, and the unit or division where the work was performed. This spread sheet shall be generated for each district and division. A copy of each employee’s electronic timecard, signed by a City department manager or supervisor, must accompany invoices. A copy of the awarded agency’s pay log must also be attached. All modifications to invoices shall have attached to it the explanations as to why modifications were made as well as signed and dated by the designated award agency’s representative and the City department manager or supervisor.

8. Invoices will be reviewed and approved by Sanitation Services and then will be forwarded to the City Controller’s Office for payment. Payments will be made within 30 days of receipt of undisputed invoices

X. Total Cost of Goods and/or Services

Proposers shall submit pricing that represents the total cost of all goods and/or services required under this solicitation. All proposed pricing must be inclusive of all direct and indirect costs, including but not limited to labor, materials, supervision, equipment, overhead, insurance, administrative costs, required background checks, drug testing, safety compliance measures, and any other expenses necessary for complete service delivery in accordance with the Scope of Work.

Travel and mileage-related expenses will not be reimbursed unless specifically approved in writing by the City.

XI. Evaluation Criterion

Experience & Capabilities – 30 points

Proposing agency should have been in the business of providing temporary employment for a minimum of 2 years. Proposals should include a letter of demonstrated experience in the field of placement of temporary employment. The following are some examples of items that may be included in the letter which should be supported by verifiable references:

1. Number of years agency has been in business.

2. Number of years of experience of principals in the field of providing temporary help.

3. Describe experience in placing skilled industrial and day labor level employees with details regarding employee placement and replacement procedures.

4. Describe experience placing temporary workers with organizations with 5,000 or more employees.

5. Describe experience placing temporaries in Public Sector jurisdictions.

6. Memberships in the local Chamber(s) of Commerce &/or Better Business Bureau.

7. Screening and testing procedures used for prospective employees.

8. Monthly reporting mechanism(s) and types of reports that can be generated.

Approach to Filling Positions – 35 points

The necessary steps the agency takes to fill a position. Please list the steps and time taken upon notification of a vacancy to fill. While most vacancies are planned, i.e. retirement, leaving the city for another venue, or through promotions, there will still be a need for unscheduled vacancies.

Pricing – 30points

The cost of services.

Local Preference Program- 5 points

The City of Dallas aims to maximize economic return in the procurement of goods and services with the Local Preference Program. The City’s Local Preference Program values the participation of companies who have their principal place of business in the City of Dallas and who hire City of Dallas residents. 5 points will be awarded to those Suppliers that qualify for the Local Preference points on a pass/fail basis. Supplier shall fill out the Local Preference Affidavit to be eligible for Local Preference points.

XII. Performance Measures and Contract Management

If the awarded agency is unable to fulfill a specific request within the allotted time they will be in breach of contract and the contract may be terminated if the problem is not corrected in the allotted time. The awarded firm must notify the City any time a laborer is employed by a sub-contractor instead of the awarded firm. The awarded agency remains ultimately responsible for the performance of all Temporary employees provided by agency and any approved subcontractor.

A contract meeting between the awarded agency and the City may be scheduled to take place once each month from the inception of the contract until completion. Additional meetings between the City and the awarded agency may occur based upon the needs of the City.

XIII. Special Requirements

Awarded Vendor’s employees who perform work on City property shall be familiar with the City’s environmental policy, especially regarding spill response and proper chemical storage.

The City will provide the Awarded Vendor with the necessary information to share with their employees.

XIV. Transition

At the end of the Term or if the Contract is terminated by the City prior to the expiration of the Contract, the Awarded Vendor shall transition the services in a cooperative manner to the successful proposer approved by the City Council at the expiration date of the term of the Contract or on an earlier termination date. The transition shall be seamless without any break in services, and Contractor shall fully cooperate to make certain that this occurs.

XV. Closeout Procedures and Requirements

Upon termination or expiration of the contract, the awarded vendor shall fulfill the following closeout obligations within fifteen (15) business days:

1. Final Reporting: Submit a final report listing all assigned personnel, their dates of service, and a summary of services rendered.

2. Certifications: Provide written certification from an authorized company officer confirming compliance with all contract requirements, including but not limited to:

ο Background checks and work authorization verification ο Drug and alcohol screening compliance ο Injury reporting and follow-up ο Personal protective equipment (PPE) provision

3. Return of Property: Recover and return all City-owned assets, equipment, tools, and identification cards.

4. Employee Offboarding: Remove all contractor personnel from City premises and terminate all access privileges.

5. Financial Reconciliation: Submit final invoices with supporting documentation.

Address any outstanding penalties, deductions, or adjustments.

6. Records Retention: Retain all personnel and compliance records for a minimum of five

(5) years and make them available to the City upon request.

Non-compliance with closeout procedures may result in the withholding of final payment and may affect the supplier’s standing in future solicitations.

XVI. Documents Submitted with Proposals or Upon Requests

1. Business Information Form (OPS-02)

2. Conflict of Interest Policy and Questionnaire (OPS-07, State Form CIQ)

3. Statement of Insurability and Quote (OPS-04)

4. Local Preference Affidavit (OPS-31)

5. Team Make-Up and Local Workforce Form (OPS-FRM-640)

6. Living Wage Affidavit (OPS-03)

7. Sample Contract with Markups

8. Copy of contractor’s internal affirmative action plan or policy

9. Any other City documents as required

XVII. Opening Proposals

The City will open proposals during the bid reading. Proposer names will be publicly read at the bid reading which takes place at 2:00 p.m.