How to Acquire Services Guide - Revised 2.11.22.docx

Quick Guide Revised February 11, 2022

STATE OF WISCONSIN

DEPARTMENT OF ADMINISTRATION

Division of Enterprise Operations State Bureau of Procurement

Non-IT Temporary Help Services Contract #505ENT-M21-TEMPHELPSV-XX Request for Bid #28332-BD

Contract Term Initial Contract Term: August 31, 2020 through August 30, 2021 1st Renewal Term: August 31, 2021 through August 30, 2022 2nd Renewal Term: August 31, 2022 through August 30, 2023

Scope Authorized Users may purchase non-IT temporary help services for assignments that are twelve (12) months or less. For assignments over twelve (12) months, State Agencies must follow standard purchasing policies and procedures.

Non-IT temporary help services consist of:

· Administrative Assistant

· Cashier

· Clerk

· Cook

· Custodian

· Customer Service/Phone Intake Representative

· Executive Staff Assistant

· Executive Staff Secretary

· Facilities Repair Worker

· Financial Specialist

· Fiscal Clerk

· Food Services Worker

· Laborer

· Maintenance Mechanic

· Program Assistant

· Receptionist

· Stock Clerk

Review the “Appendix B: Description of Job Classifications” attachment for details on each job classification.

Note: If services required are not listed above but are within the scope of this Contract (clerical, food services, light industrial), this Contract may be used for convenience. See page 2 for instructions on acquiring services.

How to Acquire Temporary Help Services

Determine the Appropriate Job Classification The “Appendix B: Description of Job Classifications” attachment provides a list of sample duties as a guide for each job classification. Authorized Users may assign other similar duties.

Identify the Region of Assignment Refer to the “Appendix A: Counties by Region” attachment. For onsite services, Authorized Users will choose the Region where the services are required. For remote work, Authorized Users will choose the Region in which they are located.

Identify Contractors that Offer Services for that Region Refer to the “Contractor Cost by Region” attachment.

Select a Contractor Email a completed Request for Services (RFS) form to at least one (1) Contractor awarded for that Region. Refer to the “Contact List” attachment for the Contractor’s email address.

Authorized Users may request services from one (1) Contractor or solicit quotes from multiple Contractors to facilitate competitive rates. If none of the Contractors for that Region can provide services, Authorized Users may submit a RFS to Contractors that were not awarded for that region.

The Contractor(s) may suggest a different job classification based on the duties provided on the RFS Form. It is the Contractor and Authorized Users responsibility to establish the appropriate job classification.

Determine Billing Rates Rates shall not exceed what is listed on the “Contractor Cost by Region” attachment; however, a lower bill rate may be negotiated between the Authorized User and Contractor. In such case, that rate shall remain firm for the entire engagement.

It is the Authorized Users responsibility to verify that they are receiving the agreed upon billing rates.

Place an Order The Authorized User and Contractor will have mutually agreed upon the information entered in the RFS form and have signed the form before work commences.

In accordance with the State Procurement Manual § PRO-408, a purchase order is required prior to services beginning unless the cost for the entire duration of the engagement is less than $5,000.

Authorized Users are responsible for placing their orders with the Contractor.

Additional personnel duties may be added during the duration of the engagement if the Authorized User and Contractor mutually agree upon such duties in writing prior to the start of new duties.

How to Acquire Temporary Help Services that are not Established in the Contract but Within the Scope

Determine if Services are Within the Scope If job duties relate to clerical, food service or light industrial, the requested assignment may be considered within the scope of this contract and can be used for convenience.

However, if job duties consist of some items outside of the scope of this contract (e.g., a combination of clerical duties and patient cares), the assignment is not considered within the scope and therefore cannot be used for convenience.

Identify the Region of Assignment Refer to the “Appendix A: Counties by Region” attachment. For onsite services, Authorized Users will choose the Region where the services are required. For remote work, Authorized Users will choose the Region in which they are located.

Identify Contractors that Offer Services for that Region Refer to the “Contractor Cost by Region” attachment.

Select a Contractor Email a completed Request for Services (RFS) form to ALL Contractors awarded for that Region. Authorized Users should not enter an Applicant Hourly Rate on the RFS form.

If a Contractor is willing to provide the services using an existing job classification, award to that Contractor. If none propose using an existing job classification, award to the Contractor who provides a qualified candidate at the lowest billing rate. If none of the Contractors for that Region can provide services, Authorized Users may submit a RFS to Contractors that were not awarded for that region.

Refer to the “Contact List” attachment for the Contractor’s email address.

Billing Rates It is the Authorized Users responsibility to verify that they are receiving the agreed upon billing rates.

Place an Order The Authorized User and Contractor will have mutually agreed upon the information entered in the RFS form and have signed the form before work commences.

In accordance with the State Procurement Manual § PRO-408, a purchase order is required prior to services beginning unless the cost for the entire duration of the engagement is less than $5,000.

Authorized Users are responsible for placing their orders with the Contractor.

Additional personnel duties may be added during the duration of the engagement if the Authorized User and Contractor mutually agree upon such duties in writing prior to the start of new duties.

Services that Exceed $50,000 State Agency users of this Contract must complete a CBA for an expenditure of more than $50,000. Please refer to State Procurement Manual § PRO-205, for policy and instructions.

Post Order Customer Service Applicants First Day of the Assignment The Contractor shall contact the Authorized User within thirty (30) minutes after the applicant’s scheduled starting time to confirm their arrival and at the end of the first day to discuss matters related to their work.

Communication The Contractor will interact with Authorized Users on a day-to-day basis for specific issues relating to responsiveness, security, training, and similar concerns.

The Contractor shall provide the Authorized User a single, local point of contact (and a backup) to handle questions and resolve problems that arise.

Billing

Standard Billing Rates Contractor shall bill the Authorized User only for the number of hours the applicant works on the State premises or approved remote locations and for one (1), fifteen (15) minute break time for each four (4)-hour period worked, provided the break does not occur at the beginning or at the end of the assignment or work shift.

Overtime Billing Rates The Authorized User will pay the overtime bill rate for hours worked on days recognized as holidays by the State or if overtime was mutually agreed upon with the Authorized User and Contractor in advance.

Refer to the “Contractor Cost by Region” attachment for overtime billing rates.

Travel Reimbursements If the applicant is required to travel, the only reimbursable travel costs authorized are those that are incurred for official State business and authorized in writing in advance by an Authorized User. Reimbursement will be at the prevailing State of Wisconsin travel rates.

Contract Manager Hallee Kox DOA – Bureau of Procurement 101 E. Wilson Street, 6th Floor Madison, WI 53703 Hallee.Kox@wisconsin.gov image1.png image2.gif