9049 - Request for Information Document.pdf

RFI Shell07/2018

REQUEST FOR INFORMATION (RFI) from the Florida Dept. of Transportation

The Department of Transportation, Materials Office is requesting the following information from prospective vendors about the commodities and/or contractual services described below.

Description of commodities/contractual services:

Materials Employment Services. See attached Scope of Services for additional details.

Specific Information Requested:

The Department is seeking the information below regarding the attached Scope of Services

1) Is the attached scope clear or are additional clarifications needed? If clarifications are necessary, please state where clarifications can be made.

2) Is there something within the scope that would deter you from bidding on this project?

Contact for Questions or clarification:

Please contact the following person for any questions or clarifications:

Melanie Sowers melanie.sowers@dot.state.fl.us

The requested information must be received by 12:00 pm (EST) on Friday, February 7, 2025.

Responses must be submitted via email to:

melanie.sowers@dot.state.fl.us and CO.Purch@dot.state.fl.us

NOTE:

• The agency will review responses to this Request for Information (RFI) for informational purposes. It will not be considered an offer to be accepted by the agency to form a binding contract.

• Information obtained in response to this RFI is subject to public record as defined by F.S. Ch.

119.

• By F.S. 287.057, information obtained in response to this RFI may be used to develop scope and solicitation documents for future procurements at the discretion of the Department.

• Respondents to this RFI will remain eligible for any subsequent contract with the Department.

• Any subsequent competitive solicitation from this RFI will be advertised on the Florida Vendor

Information Portal.

mailto:melanie.sowers@dot.state.fl.us mailto:melanie.sowers@dot.state.fl.us mailto:CO.Purch@dot.state.fl.us

EXHIBIT “A”

SCOPE OF ERVICES

Materials Employment Services for the State Materials Office

1) Description

a) The Florida Department of Transportation (hereinafter “Department”) is seeking proposals for

Materials Employment Services. Services under this contract will be located at The State

Materials Office (hereinafter “SMO”), 5007 NE 39th Ave., Gainesville, Florida 32609.

b) This specification describes three (3) classes of Employment Services. Employment Services covered by these Specifications shall be provided to meet the following needs:

i) To handle seasonal, peak workloads, and/or special projects.

ii) To fill in during temporary absences of permanent employees, vacation or leave requests.

iii) To supply specialized needs (laboratory staff, Informational Technical Support, etc.) on a full-time or part-time basis, as the Department deems necessary. Staff may be requested for any length of time from the beginning of the contract to the end of the contract term.

iv) To supply other positions as deemed necessary by management to complete the

Department’s mission.

2) Definitions

a) Bill rate-the rate of compensation for each position paid to the Vendor consisting of the staff pay rate and the mark-up rate.

b) Business Day- Business hours are 8:00 am to 5:00 pm EST, Monday through Friday, excluding holidays, as specified in section 110.117, Florida Statutes.

c) Department-Florida Department of Transportation.

d) Floating Days- At the discretion of the staff with Department approval which may be used for

Governor’s declared holiday, Administrative Closures that closes the SMO or other days of the staff’s choosing.

e) Full-time-30 averaged hours and above per week from date of hire.

f) Mark-up rate-amount paid to the Vendor in addition to the pay rate that includes all other cost, associated with the provision of temporary staffing services. The mark-up rate may include but is not limited to statutory rate and the amount retained by the Vendor as payment for services rendered under this contract. The mark-up rate is equal to the difference between the bill rate and the pay rate and is expressed as a percentage for the purposes of the contract.

g) Overtime- hours worked in excess of forty (40) per week.

h) Part-time- less than 30 averaged hours per week from date of hire.

i) Pay rate-the hourly rate of pay to staff before deductions. The pay rate is expressed as a range of Class I to Class III and is commensurate with the qualifications and skill level of staff.

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Exhibit A - Scope of Services

j) Staff-a person assigned to work on behalf of the Vendor for the purpose of providing temporary staffing services to the Department.

k) Statutory rate-the total amount of taxes and fees required by applicable Federal and State employment laws including but not limited Federal Insurance Contributions Act, Medicare, Florida Unemployment Compensation Act, Federal Unemployment Tax, Florida Workers

Compensation etc., liability insurance and affordable Health Care Act.

3) Pay Classifications/Vendor Fees/Overhead/Compensation

a) Pay Calculations

i) The Department will advise the Vendor of the level of experience and qualifications needed for any requested position/service and the pay rate the Department is willing to pay for the requested position/service.

ii) The Department may adjust/change the pay rate at any time during this contract.

iii) Payment to the Vendor shall be the bill rate.

(a) Example: Position 1: Materials Technician – Entry Level, rate $15.00/hr.

Vendor mark-up 30

(b) Total compensation to Vendor $19.50/hr. Staff works 40 hours at

$15.00/hr., Vendor compensation (40 x $19.5 = $780.00, staff is paid $600, less required taxes).

iv) Overtime shall be paid to the staff person 1.5% times the staff pay rate.

(1) Example: Position 1: Materials Technician – Entry Level, rate $15.00/hr. Vendor markup 30% total compensation to Vendor $19.50/hr. If staff works 41 Hours

Vendor would be compensated (40 x $19.50 = $780 and $15.00 x 1.5 x 1.3= $

29.25/hr. total Vendor compensation is $809.25; employee is paid $622.50.

b) Mark-up Rate

i) The Vendor shall not exceed the mark-up rates provided in its submitted cost proposal for both the initial and renewal terms for each Classification unless the mark-up rates are increased by a formal amendment to the contract. Mark-up rate adjustments can be made for statuary rate increases by supporting documentation of changes in taxes and fees by

Federal and State employment with a maximum of once per year.

ii) The Department reserves the right to approve or deny any mark-up rate adjustment request. Mark-up rates or adjustments will not be considered if the Vendor has any non-performance issues. Mark-up rate adjustments are effective only upon written approval by the Department and may not be applied retroactively.

c) Classification

i) The Department has the right to add or remove positions and/or classifications at any time during the contract.

ii) Position Classifications shall include, but is not limited to, the following:

(1) Class I: Materials Technician - Entry Level

(a) These positions are for entry level persons at the SMO, with minimal or no previous experience in the subject area. Staff member will perform specific tasks under direct supervision.

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(b) Required training and qualifications will be determined by the Department, paid for by the Vendor, and reimbursed to the Vendor by the Department with no mark-up applied.

(c) SALARY RANGE $ 15.00- $27.32/hour

(2) Class II: Materials Technician - Intermediate Level

(a) These positions are for Intermediate level persons at the SMO. Positions will be for an intermediate level materials laboratory worker who understands and demonstrates skills in one or more areas including the entry-level role. Staff can perform specific tasks under general supervision.

Class II staff are expected to have a working knowledge of a materials laboratory.

(b) Required training and qualifications will be determined by the department, paid for by the Vendor, and reimbursed to the Vendor by the Department with no mark-up applied.

(c) SALARY RANGE $17.00 – 32.45/hour

(3) Class III: Materials Technician - Advanced Level

(a) These positions are for advanced level persons at the State Materials Office.

Positions will be for staff that understand and demonstrate specialized skills in a variety of tasks included in the intermediate level role.

(b) Staff should be able to perform specialized tasks in limited areas or broad-based tasks with little or no daily supervision.

(c) Required training and qualifications will be determined by the Department, paid for by the Vendor, and reimbursed to the Vendor by the Department with no mark-up applied.

(d) SALARY RANGE $ 19.00 - $49.94/hour

4) Vendor Responsibilities

a) Recruit, hire and implement any assignments or terminations of staff.

b) Provide the Department with adequately qualified candidates to fill various positions, contingent upon successful interview and selection process.

i) Post job positions within two (2) business days of receiving request by the Department.

ii) Once posted, send the Department links to job advertisements.

iii) Provide the Department a weekly update of recruiting efforts, job posting information, hiring process and status of each position.

iv) If the Vendor doesn’t supply the Department with qualified candidate(s) within thirty (30) days of Departments request to advertise the Vendor will provide the Department the

Vendor’s plan to increase recruiting efforts for qualified applicants.

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v) Send the Department all resumes for review as received by the Vendor.

vi) Provide the Department staff that meet the job requirements including but not limited to the experience level identified in the contract. Retain personnel qualified to perform the contract services.

c) Vendor assumes all responsibility for their staff.

d) Maintain a recruiting and hiring program that is in compliance with applicable Federal and State employment laws and their implementing rules and regulations, including, but not limited to, Title VII of the Civil Rights Act of 1964, The Americans with Disabilities Act, the Age

Discrimination in Employment Act, the Fair Credit Reporting Act, and the Fair Employment

Protection Act.

e) Must meet all Federal, State, and local requirements regarding minimum wage and mandatory health and welfare benefits.

f) Must use the Department of Homeland Security E-Verify system to verify the employment eligibility of all new staff hired during the term of the contract.

g) Perform screenings of staffing candidate selected for hire including, a Level 1 background, credentials, any required licensure, personal history, qualifications, work history and reference at the Vendor’s expense. Any Candidate convicted of a felony, violent crime (assault/battery, robbery or crime involving a weapon) or a crime involving dishonesty or false statement within the prior 10 years will not be considered. Vendor shall provide Department verification that each new employee passed their Level 1 background check.

h) Shall require staff to report to Vendor any criminal matter in which staff assigned to the

Department has been involved. Criminal matters require reporting include an arrest, charge, indictment information, conviction, plea of guilty, or plea of nolo contendere, regardless of whether of adjudication is withheld and regardless of the criminal matter occurred within or outside the workplace. This shall occur no later than one business day after the occurrence of the event. The Vendor shall notify the Department no later than one business day after the reporting to Vendor by staff.

i) Department approved business or travel does not require prior approval from the Vendor.

j) Staff must be able to operate Department vehicles while on Department approved business, in accordance with the Department’s vehicle operation and travel rules, policies, procedures and training requirements.

i) Staff will operate Department Vehicles as required for department business and must have a valid driver’s license.

ii) If driving is required for a specific job title staff must have a valid driver's license reflective of the position requirement. Any cost associated with confirming this qualification will be borne by the Vendor. Vendor will confirm the validity of the driver’s license before staff start date and will notify the Department if a staff is no longer eligible to operate Department vehicles in accordance with Department policies.

iii) The Vendor shall provide proof of policies of insurance with an insurance company rated

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A- or higher by AM Best which provide coverage to the Vendor, the Employee, and which name the Department as an Additional Insured in accordance with the same terms and conditions as the Vendor by means of a copy of the Insurance Certificate reflecting coverage in the following amounts for each occurrence and which shall be primary to and will not seek contribution from any other insurance available to the Department.

(1) Liability – Combined Single Limit $2,000,000

(2) PIP - Total Aggregate Limit for all Personal Injury Protection Benefits, except

Death Benefits

(3) $200,000 per person

(4) Death Benefits - $5,000 each person

(5) Auto Medical Payments - $5,000 each person Collision / Property Damage-

$200,000

(6) Trailered Equipment Property Damage Insurance- $50,000

k) May not allow staff to provide services to the Department if staff doesn’t meet the qualification standards established by the Department.

l) Shall administer periodic performance evaluation and any disciplinary actions for each Staff provided under this Contract.

m) To provide staff with the Vendors employment policies and procedures, either virtual or written.

Inform staff that they are required to adhere to the policies and procedures of the State and the

Vendor. Vendor shall promptly notify Department of any human resource issues raised by staff that may affect the Department, such as threats of violence, harassment, discrimination, or retaliation.

n) Inform staff in writing that they are employed by the Vendor, not the Department.

o) Notify staff in writing that the only benefits they will receive will be from Vendor and that they are not entitled to any benefits from the Department.

p) Staff shall report to job assignment dressed appropriately and with the required personal protective equipment (PPE) equipment. Safety shoes must meet American National Standards

Institute (ANSI) and Occupational Safety and Health Administration (OSHA) standards.

i) Safety shoes shall be purchased in accordance with Department Procedures and each position requirement. Vendor shall be reimbursed up to $250.00 per contract year. Any cost over this is the responsibility of the staff. The Vendor shall submit monthly invoices for the reimbursement of such purchases with supporting documentation.

ii) Inform staff in writing that job related illness/injury reports are to be made to the Vendor.

Vendor shall notify the Department within 24 hours of job related illness/injury.

q) Provide harassment, discrimination, and retaliation training for all staff. Vendor shall maintain a record of all such training.

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r) Vendor is solely responsible for, and holding Department harmless from all administrative employment matters regarding staff including, but not limited to, all payroll and payroll income tax withholding matters; payment of workers’ compensation premiums; funding of legally required fringe benefit programs; and taking responsibility for and complying with the Affordable

Care Act with respect to staff.

s) Vendor shall pay staff in compliance with applicable wage and hour laws including, but not limited to, the Fair Labor Standards Act and Florida Employment and Labor Laws. Vendor shall maintain complete and accurate records of all wages paid to staff. Vendor shall be exclusively responsible for and will comply with applicable law governing the reporting and payment of wages and payroll-related and unemployment taxes attributable to wages paid to staff.

t) Provide support to the Department and to the Vendor’s staff as follows: Vendor shall provide telephone, email, or virtual meetings, in accordance with State business hours. The Vendor will be available to be on-site at the SMO within one-business day as request by the Department. If the Vendor observes other holidays that are not State of Florida designated holidays, the Vendor will provide sufficient staff to maintain Department operations.

u) Will pay for required training and qualifications as determined by the Department and will be reimbursed by the Department with no markup applied.

v) Issue staff, as requested by the Department, with a Vendor-issued Corporate Credit Card (VISA, MasterCard or other) or a Vendor-issued Corporate Debit Card (VISA, MasterCard or other), for purposes of charging Department preapproved commodities, services, and travel expenses incurred while providing services on behalf of the Department.

i) Obtain Department authorization in advance prior to travel using Travel Authorization

Form 300-000-01.

ii) Reimburse staff for approved travel expenses (e.g., per diem, lodging, meals, and incidental expenses). This shall occur by the staff’s next paycheck after being received by the Vendor, in accordance with State law and Department Policies and Procedures. The

Vendor shall be required to pay for expenses while the staff is in Departmental travel status (e.g., parts and/or consumables needed to accomplish the services) based on actual allowable costs incurred as authorized and approved by the Department.

iii) The Vendor may receive reimbursement for appropriate travel expenses associated with staff. Upon completion of the travel, staff will complete the Contractor Travel Form No.

300-000-06 and submit it to the Vendor. The Vendor will be responsible for ensuring the accuracy of the Contractor Travel Form.

iv) Invoices for travel expenses per staff/per trip specifically authorized in this Agreement shall be submitted to the Department. This includes but is not limited to the itemization of costs incurred for items purchased, receipts, approved Contractor Travel Form No. 300-

000-06., all documentation and Departmental pre-approvals. Invoices may be reimbursed to the Vendor in accordance with Section 112.061, F.S and the most current version of the Department’s Disbursement Handbook for Employees and Managers.

w) The Vendor shall invoice the Department monthly for reimbursement of all expenses incurred

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during the service period. Each invoice much be accompanied by detailed supporting documentation such as receipts, invoices, a copy of paystubs without personal data, and approvals.

Invoices must specify the Pay Rate, Bill Rate, and Mark-Up Rate used to determine the amount of the invoice. The Mark-Up Rate must be expressed as a percentage and dollar amount. Invoices must be submitted in detail sufficient for a proper pre-audit and post-audit thereof. Invoices will be paid in accordance with the requirement of section 215.422, Florida Statutes. Invoicing for staff hours and expenses must be separate invoices.

x) The Vendor shall be responsible for paying all expenses, to include but not limited to travel, registrations, trainings, incidentals, uniform requirements (i.e., safety shoes) during each month and invoice the Department at the end of the month to enable staff to perform the functions required in conjunction with their placement with the Department.

y) Timesheets are required to be submitted at least bi-weekly for approval by the Department. All work hours and overtime must be approved by the Department.

i) Prior to incurring overtime, the staff must obtain written approval from an authorized

Department representative in order to be reimbursable.

ii) Lunch periods will range from thirty (30) to sixty (60) minutes and will be determined by the Department. No payment shall be made for lunch periods.

iii) Staff will receive one paid fifteen (15) minute break in the morning and one paid fifteen

(15) minute break in the afternoon. The exact times of the breaks will be determined by the Department.

z) Provide vacation benefit to staff in accordance with the below:

i) Staff shall accrue 4 hours of vacation leave for every 80 hours worked against the contract.

Vacation accrual will begin from the first hour the staff works against the contract and will continue until the staff is no longer working on the contract. Staff can elect to use their vacation time in hourly, daily, weekly, or longer blocks, if approved by the

Department.

ii) The staff may elect to receive monetary compensation for their vacation pay without taking time off from work.

iii) Staff cannot carry a leave balance greater than 208 hours. Staff will be required to either take the time off from work or receive monetary compensation for any hours over 208.

Monetary compensation will be paid within one pay period in which it was accrued.

iv) Provide a way for staff to verify how much vacation leave they have used/accrued.

Contract Manager will also have access to view available vacation leave.

v) Staff vacation benefit will be paid at the staff’s current rate of pay and in conjunction in the pay period in which it occurred.

vi) In the event the contract/staff is terminated, the Vendor shall be required to pay any remaining hourly wages and vacation hours owed to the staff within one pay period of the effective date of termination.

vii) If requested by the Department, the Vendor will provide temporary staff for extended

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leave of absences.

aa) The Department recognizes Paid Holidays as specified in section 110.117, Florida Statutes. Paid holidays will begin from the first hour the staff works against the contract.

i) Staff will not be permitted to work on paid holidays and will not be paid by the

Department, unless otherwise directed by the Department.

ii) Should staff work on a holiday, regular pay shall apply to all hours under forty (40) and time and a half shall apply for hours over forty (40).

iii) Pay staff for paid holidays at Vendor’s expense at staff’s current rate of pay and in conjunction with the pay period of the holiday occurring. No holiday pay will be calculated as overtime.

iv) Paid holidays will be computed as follows:

v) Part-time staff shall be paid for 4 hours holiday pay.

vi) Full-time staff shall be paid 8 hours holiday pay.

(1) If a full-time staff works 10-hour days and the holiday falls on their regularly scheduled workday, they shall receive 10 hours holiday pay. If a full-time staff works 10-hour days and the holiday falls on their day off, they shall receive 8 hours holiday pay.

(2) If a full-time staff works 9-hour days and the holiday falls on their regularly scheduled workday, they shall receive 9 hours holiday pay. If a full-time staff works 9-hour days and the holiday falls on their half day, they shall receive 8 hours of holiday pay.

bb) Vendor shall also provide five (5) floating days per contract year for each staff.

i) Floating days will begin from the staff’s first hour worked against the contract.

ii) The contract start date will determine the reset of these floating days annually.

iii) Pay staff for floating days at Vendor’s expense at staff’s current rate of pay and in conjunction with the pay period of the floating day occurring. No floating day will be calculated as overtime.

iv) Each floating day is equal to the amount of hours the staff member is normally scheduled to work.

v) Each floating day can only be used for the requested day and hours cannot be split to use on an intermittent basis.

vi) These days shall not be paid out if unused, nor will they carry over each contract year.

vii) Vendor shall provide a way for staff to verify how many floating days they have used/accrued. Contract Manager will also have access to view available floating days.

cc) Shall be responsible for any Department unreturned items used by the staff. If such items are not returned within five (5) working days the Department shall invoice the Vendor for the exact replacement cost.

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5) Department Responsibilities

a) Shall have the right to interview all prospective staff and to accept or reject any or all based upon the required skills and the background and experience of each individual.

b) Reserves the right to hire any of the Vendor’s staff as a State of Florida employee at any time during the duration of this contract.

c) Reserves the right to have multiple Vendors on this contract due to the complexity of requirements. The Vendor is providing these contract services on a non- exclusive basis. The

Department, at its option, may elect to have any of the services set forth herein performed by other Vendors or Department staff.

6) Contract Transition

a) Approximately 50 staff will transition from the previous staffing contract to this contract. The vendor shall provide services as needed to complete the transition. The Vendor agrees to cooperate with the Department and previous Vendors to coordinate the transition, including, but not limited to attending meetings and furnishing necessary information. The Vendor shall assume all expenses related to its obligations to assist in the contract transition.

b) Upon the expiration of termination of the Contract, the Vendor shall ensure a seamless transfer of the Contract responsibilities to the Department or subsequent Vendors as necessary to transition the services provided under the contract. The Vendor agrees to cooperate with the

Department and any subsequent Vendors to coordinate the transition, including, but not limited to attending meetings and furnishing necessary information. The Vendor shall assume all expenses related to its obligations to assist in the contract transition.

7) Contract Terms

a) The Department intends to award a five-year contract(s) with the option for a renewal for a period that my not exceed three (3) years or the term of the original contract, whichever is longer, per contract (if more than one contract is awarded). Both parties will be required to state their position

(renewing or not renewing) on the renewal(s) in writing and have the contract amended no less than 120 days prior to the expiration date of the contract. The Department’s Contract Manager will contact the Vendor 150 days prior to the expiration date of the contract to begin the renewal process.

8) Financial consequences

a) Financial consequences will be assessed for each deliverable failure.

Deliverable Performance

Metric

Due Date Financial Consequence for Non-Performance

Paying Staff Hours paid timely.

Owed compensation paid timely.

Reimbursable travel.

Gross pay/overtime-at least bi-weekly; Holiday pay/Floating day/vacation -in conjunction with the pay period in which it occurs.

Monetary pay- paid within one pay period in which it was accrued. Termination-remaining hourly wages and vacation hours owed to the staff within one pay period of the effective date of termination. Reimbursement for staff approved travel expenses by the staff’s next paycheck after being received by the Vendor.

$450 per calendar day late.

Job Posting Posting of job positions

Within two (2) business days of receiving request by the

Department.

$100 per day late per position.

Vendor On-site at SMO

Vendor to be on-site as requested by the Department

Within one (1) business day. $100 per day late per request.

Submittal of

Invoice

Timely submitting invoices to the

Department.

Hours/travel/expenses/other purchases-monthly

$250 per every month late per invoice.

Weekly Update of filling positions

Updates of recruitment efforts, job posting information, hiring process, and status of each position.

Weekly $100 per week late.