Request_for_Solicitation_-_latest.docx
DOCX document 96 KB Posted
- Attached to
- Staff Augmentation - Administrative
- Solicitation number
- Y26-153
- Issued by
- Orange County, Orlando City, Florida
About this file
Summary of Request for Solicitation - Staff Augmentation
This is a Request for Solicitation document submitted by Orange County, Florida's Human Resources Department for staff augmentation and administrative services under contract number Y20-191-MV. The procurement seeks contractor services to provide administrative personnel across nine position classifications, including Administrative Assistants, Administrative Office Coordinators, Administrative Specialists, Contract Specialists, Human Resources Advisors, Senior Fiscal Clerks, Sourcing Coordinators, Weighmasters, and Procurement Coordinators. The service start date is August 2025, with a contract structure consisting of one five-year term with no renewal options. The estimated budget is $10,000,000, and the procurement follows an Invitation for Bids (IFB) formal sealed solicitation process with award to the lowest responsive and responsible bidder. Potential vendors identified include AUE Staffing, Top Talent, KeyStaff, and Athena Consulting. No pre-bid conference is specified as mandatory. Respondents must submit references for substantially similar work, list available equipment and facilities, and provide personnel information by name and title. Responses are required to be submitted electronically via the OpenGov e-Procurement Platform by the deadline of Thursday, March 26, 2026, at 4:00 PM EST.
The contract operates under a firm fixed fee structure with hourly rates ranging from $17.01 to $47.30, permitting contractors to apply up to a 25% discount for marginally qualified candidates or a 25% premium for expert-level candidates. A Service Disabled Veteran Business Preference applies with bid price allowances of 3% to 8% depending on bid amount, and the procurement mandates compliance with federal standards for small, minority-owned, women-owned, and labor surplus area firms. All assignees must pass a five-panel drug screening and comprehensive background checks within 48 hours to five working days of request. The contractor bears all employment-related obligations including payroll, taxes, insurance, and workers' compensation. Required insurance includes Commercial General Liability of at least $1,000,000 per occurrence and Commercial Automobile Liability of $500,000 per accident. Federal funding through FEMA is a consideration, and the County reserves the right to approve, refuse, or immediately dismiss any assignee deemed unsatisfactory. A minimum order of $25,000 is required during the initial contract performance period, and Orange County will require contractors to execute a Business Associate Agreement for HIPAA compliance.
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Request for Solicitation or Contract Date Submitted:
4.25.25
Procurement Project Information Sheet
This Document shall be submitted to Procurement in MS Word – Do Not PDF or Submit Hardcopies
GENERAL
| Solicitation Title |
| Staff Augmentation |
Current Contract Number (if this is a rebid)
Y20-191-MV
Service Start Date OR Commodity Need Date Aug 2025
| Project Brief Summary |
| Contract services for administrative services and position |
| Department / Division |
| Human Resources |
PROJECT SPONSORS
| Project Representative Name & Title |
| Michelle Phyars – Human Resources Manager |
| Email Address |
| Michelle.phyars@ocfl.net |
| Phone Number |
| 407-836-5833 |
Authorized By Name (Mgr. or Dir.)
Ralphetta Aker-McClary
FUNDING
| Estimated Budget |
| $10,000,000 |
| Accounting Line |
| 0001-025-0283-3179, 1011-068-2610-3179, 0001-068-2422-3197 |
Commodity Code (Click for List) 97300
| Declaration of Emergency |
| ☒ This contract MAY be used to respond to disaster recovery. (COMPLETE PART 2) |
| ☐ This contract WILL NOT be used to respond to disaster recovery. |
| Federal Compliance |
| ☒Federal Funding IS a consideration of this procurement. (COMPLETE PART 2) |
| ☐Federal Funding is not a consideration of this Procurement |
| Grant Funding |
| ☒ Grant Funding IS a consideration of this procurement. (COMPLETE PART 2) |
☐ Grant Funding is not a consideration of this Procurement
COMPETITION STANDARDS
☐ RFQ - REQUEST FOR QUOTATIONS (UNDER THE BID LIMIT); INFORMAL PROCESS
Award shall be made to the lowest responsive and responsible quoter meeting all qualification requirements.
☒IFB - INVITATION FOR BIDS; FORMAL SEALED SOLICITATION
Award shall be made to the lowest responsive and responsible bidder meeting all qualification requirements.
☐ RFP – REQUEST FOR PROPOSALS; FORMAL SEALED SOLICITATION
Award shall be made to the high ranking proposer based on a series of evaluation factors.
☐ RFP3 – THREE-PHASE REQUEST FOR PROPOSALS; FORMAL SEALED SOLICITATION
Award shall be made to the high ranking proposer based on a series of escalating evaluation factors (Phase 1- Technical standards, Phase 2- on-site demonstrations & Phase 3 – Cost & Socioeconomic factors) ☐ RFQu - REQUEST FOR QUALIFICATIONS; FORMAL SEALED SOLICITATION Solicitation will result in a shortlist of firms pre-qualified for future solicitation opportunities (disallowed for Federal Grants).
☐ SOLE SOURCE (FORM REQUIRED)
☐ EMERGENCY (FORM REQUIRED)
CONTRACT TYPE
| ☐ One-Time |
| ☒ Term Contract (Multi-Year Requirement) – Specify Term / Renewals below: |
One 5-year term, with a 0 year renewal
PERFORMANCE / DELIVERY REQUIREMENTS
| Invoice Location / Contact |
| 450 E. South Street |
Orlando FL 32801
Performance Requirements
Delivery Requirements
| ☒ Non-Construction |
| ☐ Construction per Federal Definition; Click Here to View Subpart 2.1 |
“Construction” means construction, alteration, or repair (including dredging, excavating, and painting) of buildings, structures, or other real property. For purposes of this definition, the terms “buildings, structures, or other real property” include, but are not limited to, improvements of all types, such as bridges, dams, plants, highways, parkways, streets, subways, tunnels, sewers, mains, power lines, cemeteries, pumping stations, railways, airport facilities, terminals, docks, piers, wharves, ways, lighthouses, buoys, jetties, breakwaters, levees, canals, and channels. Construction does not include the manufacture, production, furnishing, construction, alteration, repair, processing, or assembling of vessels, aircraft, or other kinds of personal property.
| Fee Schedule |
| ☒ Firm Fixed Fee |
| ☐ Revenue Sharing |
| ☐Cost Plus |
(Disallowed for Federal Grants)
POTENTIAL VENDORS
| Provide Firm Name and Email Address for each Firm |
| AUE Staffing blord@auestaffing.com |
Top Talent margie@toptalentusa.com KeyStaff payroll@mykeystaff.com Athena Consulting
| Pre-Bid/Pre-Proposal/ Pre-Quote Conference |
| ☒ N/A |
| ☐ Non-Mandatory |
☐ Mandatory (Justification required; subject to Procurement approval) Justification:
VENDOR QUALIFICATIONS (Applicable to IFB/RFQ) Edit the base language (right) as required:
Consider:
Do you need a specific License Validation?
Do you require resumes to validate experience?
What factors distinguish a qualified firm from an unqualified firm?
Do you require sample goods?
Will the County make site visits before award?
| The respondent shall submit the following information with the bid: | |
| A. | List and brief description of work substantially similar in scope and magnitude satisfactorily completed with location, dates of contract, names, addresses, email addresses and telephone numbers of owners by completing the attached reference sheets. |
| B. | List of equipment and facilities available to do the work. |
| C. | List of personnel, by name and title, contemplated to perform the work. |
RESPONDENT QUALIFICATIONS (Applicable to RFP) ☒ Attached Hereto This document provides the weighted criteria and the corresponding submittals for evaluation purposes.
SPECIFICATIONS / SCOPE OF SERVICES
☒ Attached Hereto
This document defines the performance requirements, deliverables and deadlines associated with your procurement. A scope of services is the foundation of a services contract. A scope of services provides clear direction to the service provider before the work begins.
Guideline:
Y20-191-MV v1 4.2025 review
Y20-191-MV Addendum 2
SUSTAINABILITY/ENVIRONMENTAL ELEMENTS
☐ Applicable ☒ Not Applicable Detail any elements of this procurement that contribute to the County’s sustainability/environmental goals:
BID FORM/ FEE PROPOSAL FORM
☒ Attached Hereto This document provides the basis for a competitive fee comparison. Line items and descriptions shall indicate unit rates and estimated quantities to arrive at a total contract value which shall be used to determine (1) the lowest responsive and responsible bidder (2) the proposer with the lowest fee proposal subject to evaluation.
The bid form/fee proposals form shall be inclusive of all items, services and incidentals required to fulfill the scope of services.
PART 2
ADDITIONAL REQUIREMENTS FOR GRANT FUNDED PROCUREMENTS (MANDATORY)
Grant (if applicable)
☐ Not Applicable
This contact is anticipated to be used for Disaster Response and Recovery (FEMA Reimbursable)
| ☒ Direct Federal Grant |
| ☒Federal Pass-through |
| ☐ State Grant |
| ☒ Other Grant (Specify): |
| CDBG, CDBG-DR, ESG, SHIP, HUD VOUCHERS |
| Grant Start/Expiration |
| Click Here THROUGH Click Here |
☐ Attach first page of Notice of Grants Award ☐ County Funded at Risk of Non-Appropriation of Grant funds. Written approval from the Office of Management and Budget is attached.
| ☐ Provide any specific information the Grant requires to be included in the solicitation |
| List below (examples: grant number, amount, agency specific clauses, retention requirements, specific competition requirements or checklists): |
Solicitation Type Click Here to view Regulation §200.330 ☒ Contractor Solicitation The County is solely responsible for reporting on grant required outcomes.
☐ Sub-recipient Solicitation The awardee is responsible for program decisions and reporting on grant required outcomes.
Independent Estimate (Cost/Price Analysis) Click Here to view Regulation §200.323
1. Complete the document (MS Word )
2. Revise and save the document and it will attach to this form.
[Applicable to Formal Solicitations Only]
Procurement of Recovered Materials Click Here to view Regulation §200.322 If applicable, identify specific recovered materials to be used for project execution List Below:
Procurement Division Page 4 of 5 [Rev.04/18] image2.emf
Independent Estimate Final [Rev 09-18].docx Solicitation, Contract and Change Order
Independent Estimate
Grant Funded Procurements (Mandatory) Click Here to view Regulation §200.323
Solicitation/Contract Title
ANALYSIS TYPE
☐ Price Analysis (Preferred)
☐ Cost Analysis
PRICE ANALYSIS will be the usual procedure followed in a competitive situation and in situations where items are being procured which are sold in the commercial marketplace to the general public. A “price analysis” is an evaluation of the budgeted price relative to the prices being offered by other vendors and being paid by the general public for the same or similar items. The essential factors, which must be present in order to make a “price analysis,” are as follows:
The product must be a “commercial product” (i.e., one for which there is a basis of comparison in the commercial marketplace). Price analysis would not be suitable, for example, for research and development items, or for one-of-a-kind items for which there was no basis of comparison.
It is not necessary that competing products be exactly identical to the product being offered, but you must be able to compare the products’ capabilities and their respective price differences in light of those varying capabilities. By such comparisons one is able to make value judgments that a particular product’s performance capabilities warrant a higher or lower price than a competing product.
COST ANALYSIS will be required whenever a price analysis cannot be performed. A cost analysis entails the review and evaluation of the separate cost elements and the proposed profit of an offeror’s cost proposal. A cost analysis is conducted to perform an opinion on the degree to which the acceptable cost, including profit, represents what the performance of the contract ‘should cost’, assuming reasonable economy and efficiency. A cost analysis will be appropriate in the following situations:
The product or service being offered is not susceptible to being evaluated against other commercially available items of similar products or services. Examples would include a procurement for professional services where no competing price proposals are submitted or a sole-source procurement for other types of services.
When change orders are issued to contracts requiring the contractor to do work whose cost can only be evaluated by examining the various cost elements, such as labor, materials, travel, etc.
NOTE: The non-Federal entity must negotiate profit as a separate element of the price for each contract in which there is no price competition and in all cases where cost analysis is performed. To establish a fair and reasonable profit, consideration must be given to the complexity of the work to be performed, the risk borne by the contractor, the contractor's investment, the amount of subcontracting, the quality of its record of past performance, and industry profit rates in the surrounding geographical area for similar work.
PRICE ANALYSIS
NOTE: The independent estimate cannot be based on the budget. However, budgets shall be sufficiently funded to support the amount of the Independent Estimate.
Where appropriate, an analysis will be made of lease versus purchase alternatives, and any other appropriate analysis to determine the most economical approach.
Procurement Division Page 1 [Rev.09/18]
COST ANALYSIS WORKSHEET [Independent Estimate Supplement]
DESCRIPTION
MATERIALS/ EQUIPMENT
LABOR
OVERHEAD
PROFIT
SUB-TOTAL
QTY.
UNIT OF MEAS.
UNIT COST
QTY.
UNIT OF MEAS.
UNIT COST
COST ANALYSIS GRAND TOTAL ESTIMATE
Procurement Division [Rev.09/18] image1.png image1.png
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