RFP 25_0106_2 (Temporary Staffing Services).pdf

Chatham County Purchasing &

Contracting Department 1117 Eisenhower Drive, Suite C, Savannah, Georgia 31406

(912) 790-1618

REQUEST FOR PROPOSALS

RFP NO. 25-0106-2

ANNUAL CONTRACT TO PROVIDE TEMPORARY STAFFING

SERVICES (RE-SOLICITATION)

PRE-PROPOSAL CONFERENCE: 10:00 A.M., AUGUST 27, 2025

PROPOSALS RECEIVED BY: 5:00 P.M., SEPTEMBER 16, 2025

CHATHAM COUNTY, GEORGIA

OFFICE OF THE PURCHASING DIRECTOR

1117 EISENHOWER DRIVE, SUITE C

SAVANNAH, GEORGIA 31406

(912) 790-1618

DATE: AUGUST 1, 2025 RFP NO.: 25-0106-2

GENERAL INFORMATION FOR REQUEST FOR PROPOSALS

This is an invitation to submit a proposal to supply Chatham County with services as indicated herein. Proposals shall be submitted on-line on the County’s procurement portal https://chathamcountyga.bonfirehub.com/portal up to 5:00 P.M., September 16, 2025. The

Purchasing Director reserves the right to reject any and all proposals and to waive formalities.

Instructions for preparation and submission of a qualification proposal are contained in the

Request for Proposal package. Please note that specific forms for submission of a proposal are required.

A pre-proposal conference has been scheduled to discuss the specifications and resolve any questions and/or misunderstanding that may arise. The pre-proposal conference will be held via WebEx only on August 27, 2025 at 10:00 A.M. You are encouraged to attend.

Meeting Link:

https://chathamcountyga.webex.com/chathamcountyga/j.php?MTID=mbadace14743290656cc1f

2a3bd6a5893

Meeting Number: 2312 326 0774

Meeting Password: cYemv8fWi73

Join by Video System: Dial 23123260774@chathamcountyga.webex.com

Join by Phone: 1-415-655-0001

Access Code: 23123260774

Any changes to the conditions and specifications must be in the form of a written addendum to be valid; therefore, the Purchasing Director will issue a written addendum to document approved changes. For good and sufficient reason, up to 24 hours before the advertised deadline, the https://chathamcountyga.bonfirehub.com/portal https://chathamcountyga.webex.com/chathamcountyga/j.php?MTID=mbadace14743290656cc1f2a3bd6a5893 https://chathamcountyga.webex.com/chathamcountyga/j.php?MTID=mbadace14743290656cc1f2a3bd6a5893

County may extend the response schedule. An addendum will be issued setting forth the new date and time.

Chatham County has an equal opportunity procurement policy. Chatham County seeks to ensure that all segments of the business community have access to providing services needed by County programs. The County affirmatively works to encourage utilization of disadvantaged and minority business enterprises in our procurement activities. The County provides equal opportunity for all businesses and does not discriminate against any persons or businesses regardless of race, color, religion, age, sex, national origin or handicap. The County expects its contractors to make maximum feasible use of minority businesses and qualified minority employees. The terms "disadvantaged business", "minority business enterprise", and "minority person" are more specifically defined and explained in the Chatham County Purchasing

Ordinance.

SECTION I

INSTRUCTIONS TO PROPOSERS

1.1 PURPOSE: The purpose of this document is to provide general and specific information for use in submitting a qualification proposal to supply Chatham County with services as described herein. All proposals are governed by the Code of Chatham County, Chapter

4, Article IV, and the laws of the State of Georgia.

1.2 HOW TO PREPARE PROPOSALS: All proposals shall be:

A. Proposers are encouraged to review carefully all provisions and attachments of this document prior to submission. Each proposal constitutes an offer and may not be withdrawn except as provided herein.

1.3 HOW TO SUBMIT PROPOSALS: All proposals shall be:

A. Submitted on-line on the County’s procurement portal at:

https://chathamcountyga.bonfirehub.com/portal

** In submitting their proposal, the proposer certifies that he/she has carefully read all related Request for

Proposal documents and agrees to comply with all provisions.

B. If a proposer is unable to submit their proposal on-line, they should notify the procurement contact for the solicitation at least one week prior to proposals being due to receive instructions. The County is seeking to conduct all solicitations on-line. The phone number for Purchasing and Contracting is 912-790-1618.

1.4 HOW TO SUBMIT AN OBJECTION: Objections from Offerors to this Request for

Proposals and/or these specifications should be brought to the attention of the County

Purchasing Director in the following manner:

A. When a pre-proposal conference is scheduled, the Proposer may object in writing any time prior to or at the pre-proposal conference.

B. When a pre-proposal conference is not scheduled, the Proposer shall object in writing not less than five (5) days prior to the Date for submission.

C. The objections contemplated must pertain to both form and substance of the

Request for Proposal documents. Failure to object in accordance with the above procedure will constitute a waiver on the part of the business to protest this

Request for Proposal.

1.5 ERRORS IN PROPOSALS: Proposers or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the Proposer's own risk.

1.6 STANDARDS FOR ACCEPTANCE OF PROPOSERS FOR CONTRACT

AWARD: The County reserves the right to reject any or all Proposals and to waive any irregularities or technicalities in Proposals received whenever such rejection or waiver is in the best interest of the County. The County reserves the right to reject the Offer of a

Proposer who has previously failed to perform properly or complete on time contracts of a similar nature, whom investigation shows is not in a position to perform the contract.

1.7 PROPOSER: Whenever the term "Proposer" is used, it shall encompass the "person", "business", "firm", or other party submitting a proposal to Chatham County in such capacity before a contract has been entered into between such party and the County.

1.8 COMPLIANCE WITH LAWS: The Proposer shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by Federal, State or County statute, ordinances and rules during the performance of any contract between the Proposer and the County.

Any such requirement specifically set forth in any contract document between the

Proposer and the County shall be supplementary to this section and not in substitution thereof.

1.9 CONTRACTOR: Contractor or subcontractor means any person, firm, or business having a contract with Chatham County. The Contractor of goods, material, equipment or services certifies that the firm will follow equal employment opportunity practices in connection with the awarded contract as more fully specified in the contract documents.

1.10 LOCAL PREFERENCE: The Contractor agrees to follow the local preference guidelines as specified in the contract documents, which state “The CONTRACTOR hereby agrees, as part of the consideration to Chatham County for making this Contract, that the CONTRACTOR in the carrying out of this contract will give the citizens of

Chatham County preference for employment to perform all labor required by this contract; that the rate of wages to be paid shall not be less than legally required; and that in the purchase of materials to be used in the Work of the Project, preference shall be given to sources from within Chatham County to the maximum extent possible. The

CONTRACTOR will cause the forgoing provisions to be inserted in all subcontracts so that provisions will be binding upon each subcontractor.”

1.11 DEBARRED FIRMS AND PENDING LITIGATION: Any potential proposer/firm listed on the Federal or State of Georgia Excluded Parties Listing (Barred from doing business) will not be considered for contract award. It is the proposer’s responsibility to inform the County should the proposer/firm be placed on the Federal or State of Georgia

Excluded Parties Listing during the proposal process. Proposers shall disclose any record of pending criminal violations (Indictment) and/or convictions, pending lawsuits, etc., and any actions that may be a conflict of interest occurring within the past five (5) years.

Any proposer/firm previously defaulting or terminating a contract with the County will not be considered. Successful proposers with whom the County enters into a contract with for goods or services will notify the County if they become debarred during the course of the contract.

** All bidders or proposers are to read and complete the Disclosure of Responsibility

Statement. Failure to do so may result in your solicitation response being rejected as non-responsive.

Bidder/proposer acknowledges that in performing contract work for the Board, bidder/proposer shall not utilize any firms that have been a party to any of the above actions. If bidder/proposer has engaged any firm to work on this contract or project that is later debarred, Bidder/proposer shall sever its relationship with that firm with respect to

Board contract.

1.12 PERFORMANCE EVALUATION: On April 11, 2008, the Chatham County Board of

Commissioners approved a change to the County Purchasing Ordinance requiring

Contractor/Consultant Performance Evaluations, at a minimum, annually, prior to contract anniversary date.

Should Contractor/Consultant performance be unsatisfactory, the appointed County

Project Manager for the contract may prepare a Contractor/Consultant Complaint Form or a Performance Evaluation to the County Purchasing Director.

SECTION II

PROPOSAL CONDITIONS

2.1 SPECIFICATIONS: Any obvious error or omission in specifications shall not inure to the benefit of the bidder/proposer but shall put the bidder/proposer on notice to inquire of or identify the same to the County.

2.2 MULTIPLE PROPOSALS: No Proposer will be allowed to submit more than one offer. Any alternate proposals must be brought to the Purchasing Director's attention during the Pre-proposal Conference or submitted in writing at least five (5) days preceding the date for submission of proposals.

2.3 OFFERS TO BE FIRM: The Proposer warrants that terms and conditions quoted in his offer will be firm for acceptance for a period of sixty (60) days from bid date submitted, unless otherwise stated in the proposal. When requested to provide a fee proposal, fees quoted must also be firm for a sixty-day period.

2.4 COMPLETENESS: All information required by the Request for Proposals must be completed and submitted to constitute a proper proposal.

2.5 LIABILITY PROVISIONS: Where Proposers are required to enter or go into Chatham

County property to take measurements or gather other information in order to prepare the proposal as requested by the County, the Proposer shall be liable for any injury, damage or loss occasioned by negligence of the Proposer, his agent, or any person the Proposer has designated to prepare the Offer and shall indemnify and hold harmless Chatham

County from any liability arising therefrom. The contract document specifies the liability provisions required of the successful Proposer in order to be awarded a contract with

Chatham County.

2.6 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION: By

submission of this Offer, the Proposer certifies, and in the case of a joint offer, each party thereto certifies as to its own organization, that in connection with this procurement:

(1) The prices in this offer have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this offer have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by the Proposer prior to opening, directly or indirectly to any other competitor; and

(3) No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not submit an offer for the purpose of restricting competition.

2.7 AWARD OF CONTRACT: The contract, if awarded, will be awarded to that responsible Proposer whose proposal will be most advantageous to Chatham County, price and other factors considered. The Board of Commissioners will make the determination as to which proposal best serves the interest of Chatham County.

2.8 PROCUREMENT PROTESTS: Objections and protests to any portion of the procurement process or actions of the County staff may be filed with the Purchasing

Director for review and resolution. The Chatham County Purchasing Ordinance – Part 9

– Vendor Disputes shall govern the review and resolution of all protests.

2.9 QUALIFICATION OF BUSINESS (RESPONSIBLE PROPOSER): A responsible

Proposer is defined as one who meets, or by the date of the acceptance can meet, all requirements for licensing, insurance, and service contained within this Request for

Proposals. Chatham County has the right to require any or all Proposers to submit documentation of the ability to perform the service requested.

Chatham County has the right to disqualify the proposal of any Proposer as being unresponsive or unresponsible whenever such Proposer cannot document the ability to deliver the requested service.

2.10 COUNTY TAX CERTIFICATE REQUIREMENT: A current Chatham County or municipal business license (within the State of Georgia) is required unless otherwise specified. A firm need not have a Chatham County Business License prior to submitting a proposal. However, a license must be obtained by the successful vendor prior to award of contract.

Please contact the Chatham County Department of Building Safety and Regulatory Services at (912) 201-4300 for additional information.

NOTE: No contract shall be awarded unless all real and personal property taxes have been paid by the successful contractor and/or subcontractor as adopted by the Board of

Commissioners on 8 April 1994.

2.11 INSURANCE PROVISIONS, GENERAL: The selected CONTRACTOR shall be required to procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work, hereunder by the Contractor, his agents, representatives, employees or subcontractor. The cost of such insurance shall be included in the Bid.

It is every Contractor’s responsibility to provide the County Purchasing and Contracting

Department current and up-to-date Certificates of Insurance and Declaration Sheets for multiple year contracts before the end of each term. Failure to do so may be cause for termination of contract.

2.11.1 General Information that shall appear on a Certificate of Insurance:

I. Name of the Producer (Contractor’s insurance Broker/Agent).

II. Companies affording coverage (there may be several).

III. Name and Address of the Insured (this should be the Company or Parent of the firm Chatham County is contracting with).

IV. Summary of all current insurance for the insured (includes effective dates of coverage).

V. A brief description of the operations to be performed, the specific job to be performed, or contract number.

VI. Certificate Holder (This is to always include Chatham County).

Chatham County as an “Additional Insured”: Chatham County invokes the defense of “sovereign immunity.” In order not to jeopardize the use of this defense, the County is not to be included as an “Additional Insured” on insurance contracts.

2.11.2 Minimum Limits of Insurance to be maintained for the duration of the contract:

A. Commercial General Liability: Provides protection against bodily injury and property damage claims arising from operations of a Contractor or

Tenant. This policy coverage includes: premises and operations, use of independent contractor, products/completed operations, personal injury, contractual, broad form property damage, and underground, explosion and collapse hazards. Minimum limits: $1,000,000 bodily injury and property damage per occurrence and annual aggregate.

B. Worker's Compensation and Employer’s Liability: Provides statutory protection against bodily injury, sickness or disease sustained by employees of the Contractor while performing within the scope of their duties. Employer’s Liability coverage is usually included in Worker’s

Compensation policies, and insures common law claims of injured employees made in lieu of or in addition to a Worker’s Compensation claim. Minimum limits: $500,000 for each accident, disease policy limit, each employee and Statutory Worker’s Compensation limit.

C. Business Automobile Liability: Coverage insures against liability claims arising out of the Contractor’s use of automobiles. Minimum limit:

$1,000,000 combined single limit per accident for bodily injury and property damage. Coverage should be written on an “Any Auto” basis.

2.11.3 Special Requirements:

Claims-Made Coverage: The limits of liability shall remain the same as the occurrence basis, however, the Retroactive date shall be prior to the coincident with the date of any contract, and the Certificate of Insurance shall state the coverage is claims-made. The Retroactive date shall also be specifically stated on the Certificate of Insurance.

A. Extended Reporting Periods: The Contractor shall provide the County with a notice of the election to initiate any Supplemental Extended

Reporting Period and the reason(s) for invoking this option.

B. Reporting Provisions: Any failure to comply with reporting provisions of the policies shall not affect coverage provided in relation to this request.

C. Cancellation: Each insurance policy that applies to this request shall be endorsed to state that it shall not be suspended, voided, or canceled, except after thirty (30) days prior to written notice by certified mail, return receipt requested, has been given to the County.

D. Proof of Insurance: Chatham County shall be furnished with certificates of insurance and with original endorsements affecting coverage required by this request. The certificates and endorsements are to be signed by a person authorized by the insurer to bind coverage on its behalf. All certificates of insurance are to be submitted prior to, and approved by, the

County before services are rendered. The Contractor must ensure

Certificate of Insurance are updated for the entire term of the County.

E. Insurer Acceptability: Insurance is to be placed with an insurer having an A.M. Best’s rating of A and a five (5) year average financial rating of not less than V. If an insurer does not qualify for averaging on a five

(5) year basis, the current total Best’s rating will be used to evaluate insurer acceptability.

F. Lapse in Coverage: A lapse in coverage shall constitute grounds for contract termination by the Chatham County Board of Commissioners.

G. Deductibles and Self-Insured Retention: Any deductibles or self-insured retention must be declared to, and approved by, the County. At the option of the County, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as related to the County, its officials, officers, employees, and volunteers; or the Contractor shall procure a bond guaranteeing payment of related suits, losses, claims, and related investigation, claim administration and defense expenses.

2.11.4 Additional Coverage for Specific Procurement Projects:

a. Professional Liability: Insure errors or omission on behalf of architects, engineers, attorneys, medical professionals, and consultants.

Minimum Limits: $1 million per claim/occurrence

Coverage Requirement: If claims-made, retroactive date must precede or coincide with the contract effective date or the date of the Notice to

Proceed. The professional must state if tail coverage has been purchased and the duration of the coverage.

2.12 INDEMNIFICATION: The PROPOSER agrees to protect, defend, indemnify, and hold harmless Chatham County, Georgia, its commissioners, officers, agents, and employees from and against any and all liability, damages, claims, suits, liens, and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to or death of any person or persons, or damage to the property or other rights of any person or persons caused by the PROPOSER or its subproposers. The PROPOSER’s obligation to protect, defend, indemnify, and hold harmless, as set forth herein above shall include, but not be limited to, any matter arising out of any actual or alleged infringement of any patent, trademark, copyright, or service mark, or any actual or alleged unfair competition, disparagement of product or service, or other business tort of any type whatsoever, or any actual or alleged violation of trade regulations. PROPOSER further agrees to investigate, handle, respond to, provide defense for, and to protect, defend, indemnify, and hold harmless Chatham County, Georgia, at his sole expense, and agrees to bear all other costs and expenses related thereto, even if such claims, suits, etc., are groundless, false, or fraudulent, including any and all claims or liability for compensation under the Worker's

Compensation Act arising out of injuries sustained by any employee of the PROPOSER or his subcontractor or anyone directly or indirectly employed by any of them.

The PROPOSER’s obligation to indemnify Chatham County under this Section shall not be limited in any way by the agreed-upon contract price, or to the scope and amount of coverage provided by any insurance maintained by the PROPOSER.

2.13 COMPLIANCE WITH SPECIFICATION - TERMS AND CONDITIONS: The

Request for Proposals, Legal Advertisement, General Conditions and Instructions to

Proposers, Specifications, Special Conditions, Proposers Offer, Addendum, and/or any other pertinent documents form a part of the Offeror's proposal and by reference are made a part hereof.

2.14 SIGNED RESPONSE CONSIDERED AN OFFER: The submitted Response shall be considered an offer on the part of the Proposer, which offer shall be deemed accepted upon approval by the Chatham County Board of Commissioners, Purchasing Director or his designee. In case of a default on the part of the Proponent after such acceptance, Chatham County may take such action, as it deems appropriate, including legal action for damages or lack of required performance.

2.15 NOTICE TO PROCEED: The successful proposer shall not commence work under this Request for Proposal until a written contract is awarded and the Purchasing Director or his designee issues a Notice to Proceed. If the successful Proposer does commence any work or deliver items prior to receiving official notification, he does so at his own risk.

2.16 PAYMENT TO CONTRACTOR: Instructions for invoicing the County for service delivered to the County are specified in the contract document.

A. Questions regarding payment may be directed to the Finance Department at (912)

652-7905 or the County’s Project Manager as specified in the contract documents.

B. Contractor will be paid the agreed upon compensation upon satisfactory progress or completion of the work as more fully described in the contract document.

C. Upon completion of the work, the Contractor will provide the County with an affidavit certifying all suppliers, persons or businesses employed by the

Contractor for the work performed for the County have been paid in full.

D. Chatham County is a tax-exempt entity. Every contractor, vendor, business or person under contract with Chatham County is required by Georgia law to pay

State sales or use taxes for products purchased in Georgia or transported into

Georgia and sold to Chatham County by contract. Please consult the State of

Georgia, Department of Revenue, Sales and Use Tax Unit in Atlanta (404) 656-

4065 for additional information.

2.17 LICENSES, PERMITS, AND TAXES: The price or prices for the service shall include full compensation for all fees that the proponent is or may be required to pay. Chatham

County is Tax Exempt. The Purchasing & Contracting Office upon request (912) 790-

1618 will provide a Tax Exemption Certificate.

2.18 MINORITY – WOMEN BUSINESS ENTERPRISE PARTICIPATION: It is the desire of the County Board of Commissioners to increase the participation of minority (MBE) and women-owned (WBE) business in its contracting and procurement programs.

The County is committed to a policy of equitable participation for these firms by setting goals for each contract. Bidder/proposers are requested to include in their proposals a narrative describing their past accomplishments and intended actions in this area. If bidder/proposers are considering minority or women owned enterprise participation in their proposal, those firms, and their specific duties must be identified in their proposal along with the percentage(s) and dollar amount awarded to the MBE/WBE firm.

Proposers may also provide demographic information regarding their employees to show their commitment to equal opportunity. If a bidder/proposer is considered for award, he/she will be asked to meet with the County Staff so that the intended MBE/WBE participation goals can be formalized and included in the subsequent contract.

If the awarded contractor is claiming minority status, the contractor shall apply for certification by Chatham County, Georgia to the Office of Minority Business

Coordinator. The Minority Business Coordinator will provide documentation of application status once approved or disapproved by Chatham County. Certification by any other government entity is acceptable if current copy of the certification is provided with this solicitation. For information on the program or MBE/WBE contractors/vendors please contact the County’s Minority and Women Business Office 1117 Eisenhower

Drive, Suite 101, Savannah, Georgia 31406, (912) 652-7860.

REQUEST FOR PROPOSALS

SECTION III

GENERAL CONDITIONS

3.1 DESCRIPTION AND OBJECTIVES: Chatham County Board of Commissioners is soliciting proposals from qualified vendors to provide temporary staffing services. The

County presents this “Request for Proposals” to describe its needs and those criteria which will be used to determine selection of services.

3.2 METHODOLOGY: The procurement described herein may be conducted in a two-step process.

STEP ONE- ACCEPTANCE AND EVALUATION OF QUALIFICATION

PROPOSALS: All technical requirements, unless otherwise specified, must be met by the proponent or such proposal may be disqualified as being non-responsive. Proposals that are deemed incomplete as to substance and content may be returned without consideration. A shortlist of qualified firms will be developed and ranked.

STEP TWO-INTERVIEWS: The evaluation committee may request an interview with short-listed firms. If interviews are conducted, they will be scored. It will be at the discretion of the evaluation committee on the number of firms that will interview/present.

3.3 CONFIDENTIALITY OF DOCUMENTS: Upon receipt of a proposal by the County, the proposal shall become the property of the County without compensation to the proponent, for disposition or usage by the County at its discretion (except for as provided by Georgia law for proprietary information). The details of the proposal documents will remain confidential until final award or rejection of proposals and/or protected under the restraints of law. Only final points and ranking of proposals will be openly disclosed prior to approval by the Board of Commissioners. Proponent shall have no contact with any Department Representative or Evaluation Committee Member during and after the evaluation process. Any information contained in the proposal that is considered by the

Proponent as “proprietary” to remain confidential shall be clearly identified and justified.

3.4 CONE OF SILENCE: Lobbying of Procurement Evaluation Committee members, County Government employees, and elected officials regarding this product or service solicitation, Invitation to Bid (ITB) or Request for Proposal (RFP) or contract by any member of a proposer’s staff, or those people employed by any legal entity affiliated with an organization that is responding to the solicitation is strictly prohibited. Negative campaigning through the mass media about the current service delivery is strictly prohibited. Such actions may cause your proposal to be rejected.

3.5 COMPENSATION: The County has attempted in SECTION V to provide as much information about the project as possible to enable firms to structure their offer.

3.6 REJECTING PROPOSALS: The County reserves the right to reject any or all proposals and is not bound to accept any proposal if that proposal is contrary to the best interest of Chatham County. Similarly, the County is not bound to accept the lowest dollar proposal if the offer is not considered in the County's best interest.

3.7 COST TO PREPARE RESPONSES: The County assumes no responsibility or obligation to the respondents and will make no payment for any costs associated with the preparation or submission of the proposal.

3.8 INQUIRIES: Direct any questions related to this RFP to Ms. Sabrina Tippett, Procurement Specialist, and submit all questions through the County’s procurement portal https://chathamcountyga.bonfirehub.com/portal Messages - Vendor Discussions section. Include the RFP number, page, and paragraph number as a reference to each question. DEADLINE FOR ALL QUESTIONS IS noted on the procurement portal under

Project Details.

THE ONLY OFFICIAL ANSWER OR POSITION OF CHATHAM COUNTY WILL

BE THE ONE STATED IN WRITING.

3.9 METHOD OF SOURCE SELECTION: Chatham County is using the Competitive

Sealed Proposal method of source selection, as authorized by Part 3 of the Chatham

County Purchasing Ordinance for this procurement.

An award, if made, will be made to the responsible offeror whose proposal is most advantageous to Chatham County, taking into consideration price and other factors set forth in this Request for Proposal (RFP). The County will not use any other factors or criteria in the evaluation of the proposals received.

3.10 EQUAL EMPLOYMENT OPPORTUNITY: During the performance of this contract, the COMPANY agrees as follows:

The COMPANY will not discriminate against any employee or applicant for employment because of race, creed, color, sex, age, national origin, place of birth, physical handicap, or marital status.

SECTION IV

SPECIAL CONDITIONS

4.1 PENDING LITIGATION: Proposals will not be accepted from any company, firm, person, or party, parent subsidiary, against which Chatham County has an outstanding claim, or a financial dispute relating to prior contract performance. If the County, at any time, discovers such a dispute during any point of evaluation, the proposal will not be considered further.

4.2 EVALUATION FACTORS: Factors such as proponents overall capability, specialized experience, reputation, past performance on similar projects, technical competence, financial stability, ability to meet program goals, delivery under the contract terms, and fee schedule will be considered in the award recommendation. Commitment in the level of MBE/WBE firms, contractor and employees will also be considered in the evaluation of proposals.

4.3 SELECTION PROCESS: Proposals will be evaluated initially on the basis of the written document. Thus, the proposal must be complete, concise, and clear as to the intent of the respondent. Further evaluation may include an oral presentation, which will be scheduled after receipt of the written proposal and approval of the shortlist.

4.4 CONTRACT: The term of the contract will be for one (1) year with the option to renew for four (4) additional one (1) year terms.

4.5 PROPOSALS MUST BE RESPONSIVE TO:

4.5.1 INTRODUCTION/COVER LETTER: You should provide no more than a two

(2) page letter of introduction. The letter should highlight or summarize whatever information you deem appropriate as a cover letter, as a minimum, this section should include the name, address, email address, telephone number of one (1) contact to whom any correspondence should be directed. This section should include a clear statement of the Proposer’s understanding of this Request for

Proposal and the contract requirements, and how the Proposer intends to meet the requirements of this Request for Proposal.

4.5.2 EXPERIENCE & QUALIFICATIONS - TOTAL POSSIBLE POINTS: 30

A. Provide a summary of your firm’s organization including size, location of the corporate office, years in business, number of employees, and experience and qualifications to perform the requested services.

B. Provide a summary of the qualifications and experience in providing similar services outlined in this RFP. Highlight your firm’s experience with providing temporary staffing services, especially any experience with other government entities/municipalities. Identify any additional firms that may assist the primary

(if any) with this project.

C. Provide a list of similar projects performed in the last five (5) years with a brief narrative of each project, the client, services provided, value of services, status on date of completion, project management, client’s project manager, and phone number or email.

D. Provide a summary of the qualifications, experience and/or resumes of the individual(s) who will serve as the account representative or any other key personnel who will be assigned to assist in providing temporary staffing services to Chatham County and state what role each team member will play. This should include any subcontractors (if any) assisting with this project.

4.5.3 METHODOLOGY & APPROACH – TOTAL POSSIBLE POINTS: 25

A. Detail how your firm will approach the project and what resources your agency has to provide temporary staffing solutions for Chatham County. Describe how your firm will assist Chatham County with temporary staffing placement.

B. Discuss your firm’s approach to drug and background screening as well as pre-employment/assessment testing to assess candidates’ qualifications prior to placement with the County.

C. Provide a narrative on your firm’s response to short-notice vacancies and procedures for disposition of unsatisfactory temporary staff and any other information regarding your proposed services.

D. Provide samples of forms your firm uses to report test results (drug, background, pre-employment/assessment tests, etc.). Please indicate how quickly those results are made available to the County. Also provide samples of invoices, statements, and any other accounting reports. Please indicate how these can be accessed (whether online or by an account representative).

E. Describe your firm’s commitment to customer service including how your firm effectively and timely communicates with clients.

4.5.5 COST PROPOSAL - TOTAL POSSIBLE POINTS: 20

Provide your fees on the Cost Proposal Form of the RFP. Fees shall be all inclusive (labor, supplies, travel, per diem, insurance, benefits (if offered to temp staff), etc.) based on the services proposed. The County reserves the right to request cost and scope clarification at any time throughout the selection and negotiation process.

4.5.6 MBE/WBE PARTICIPATION – TOTAL POSSIBLE POINTS: 15

Commitment in the level of local MBE/WBE business/firms, subcontractors, contractors, and employees. Approach to meeting and exceeding the MBE/WBE requirements. History of Minority-owned, Women-owned business utilization.

Narrative describing past accomplishment in this area. Proposers may also provider their company’s employee demographic information regarding their company’s commitment to equal opportunity.

4.5.7 REFERENCES: TOTAL POSSIBLE POINTS: 10

Please provide a minimum of three (3) references, current or past government clients from who you have provided similar services for. Please be sure that these references can attest to the company’s knowledge, quality of work, timeliness, diligence, working relationships and flexibility. Please provide the client’s name, address, phone number, email, and the name of a contact. Chatham County is interested in the type of service(s) provided and how long that reference has been your client.

4.5.8 INTERVIEWS/PRESENTATIONS (IF REQUIRED) – TOTAL POSSIBLE

POINTS: 30

4.6 ASSIGNMENT: The PROPOSER shall not assign or transfer any interest of the contract without prior written consent of the County.

4.7 CONTRACT AWARD:

A. Successful Proponent will be asked to submit his/her firms’ contractual issues for consideration in the Chatham County contract. Proposals will become part of the contract.

B. No work shall be performed under the contract until a contract has been fully executed by both parties. A notice to proceed will be issued by Chatham County.

SECTION V

SCOPE OF SERVICES

ANNUAL CONTRACT TO PROVIDE TEMPOARY STAFFING SERVICES (RE-

SOLICITATION)

5.1 GENERAL INFORMATION: This Request for Proposals aims to define the specifications and solicit proposals for temporary administrative, clerical, and hard-to-fill positions across various County Departments. Temporary positions will be utilized as funding allows. The County reserves the right to award contracts to both a primary and a secondary contractor to ensure that all requests are fulfilled promptly. Chatham County anticipates a need for approximately 125 positions annually. These assignments are primarily clerical and administrative. Assignments may range from a few hours to several months and may lead to permanent employment within the Chatham County

Government.

Proposer will supply three (3) references for contracts in which they have supplied administrative/clerical positions. References shall be provided in your proposal response. Reference contacts should be familiar with the services performed.

For additional information concerning these specifications, please contact

ONLY Ms. Sabrina Tippett, Procurement Specialist, by visiting the Purchasing portal: https://chathamcountyga.bonfirehub.com/portal. Proposers are not to contact any County department directly.

5.2 SCOPE OF SERVICES:

5.2.1 The County reserves the right to cancel any commitment for personnel services if and when services by individuals provided to the County are determined to be unsatisfactory. The County shall not pay the contractor when the County reports to the vendor within eight (8) hours that the personnel provided for the job are not completely satisfactory. The County shall be the sole judge in this matter.

5.2.2 The Human Resources Manager will endeavor to determine the longevity of assignments and report this information to the contractor when requesting personnel. Considering the time involved in orientation and department-specific training on longer-term assignments, the contractor must provide temporary personnel in good faith who can meet longevity requirements. Consistent failure to regularly provide prompt, dependable personnel shall be grounds for contract termination.

5.2.3 An Agency must only work with the Human Resources Manager or designee in request of personnel. Once a position request is established by Human Resources, an Agency will work with a department to provide resumes and/or schedule interviews.

5.2.4 The Proposer must maintain a local office within Chatham County or no more than thirty (30) miles from its borders.

5.2.5 The Proposer must be able to process new temps in person who are referred to them by Human Resources or a department.

5.2.6 The Proposer must be able to conduct skills testing for clerical/administrative assistant temps that includes keyboarding, general office skills, and Microsoft office products proficiency.

5.2.7 The Proposer must be able to provide a high volume of temps during election cycles and other events.

5.2.8 The Proposer must be able to visit worksites with regular temp needs on at least a quarterly basis for quality assurance purposes and to ensure that temps are meeting the needs of departments.

5.2.9 The Proposer shall meet with HR contact at least monthly by phone or in person to ensure that the needs of the departments are being met.

5.2.10 The County will pay only for the level of skill requested and required.

5.2.11 The Proposer shall state a no-fee permanent placement policy and requirements with proposal documents.

5.2.12 The County wishes to obtain and maintain a given employee quality level.

Therefore, we have established hourly rates for temporary personnel. The proposal will consist of these rates plus contractor markup. The County reserves the right to request proof of compliance with the required minimum hourly rates.

5.2.13 Payment of tax obligations: Under no circumstances shall the County be held responsible for handling any tax obligation, including but not limited to, Federal

Income Tax withholding, FICA, or unemployment compensation. The County shall be responsible solely for its contractual obligation to the temporary service company. Personnel furnished by the contractor are not entitled to participate in any plans or benefits offered to County employees. Temporary personnel are not entitled to payment for County holidays or administrative pay as may be issued by the County Board of Commissioners to their employees.

5.2.14 All temporary personnel shall observe the graces of personal grooming, dress appropriately, and comply with the standard operating procedures for the type of job assigned.

5.2.15 The County and the administrators authorized to hire, reserve the right to locate personnel from other temporary service agencies if the contractor cannot supply suitable personnel in the allotted time frame. Repeated failures to provide suitable personnel may be a cause for terminating this contract.

5.2.16 The Agencies shall reimburse the County for any improper charges resulting from fraudulent timecards prepared by temporary personnel discovered within one (1) year of payment by the County. This includes but is not limited to, unauthorized long-distance phone calls, incorrect timecards, etc.

5.2.17 Temporary personnel for County assignments must have tested negative for illegal substances using a 5-panel, NIDA-approved drug screen. The Agencies shall be responsible for having the drug screen results on file for any personnel sent on County jobs.

5.2.18 Temporary personnel suspected of drug or alcohol use will be dismissed and may only return to the County with proof of a negative drug screen result from the respective Agency.

5.2.19 Temporary personnel are not authorized to operate County Vehicles.

5.2.20 If an agency cannot conduct a background check and drug screen before an individual is assigned (in cases where a County department calls the day before or the same day and cannot wait), the checks must be initiated within 24 hours of temporary personnel being assigned.

5.2.21 The Agency will be responsible for providing questionable background checks to the Human Resources Department for review. The Human Resources Manager will determine an employee’s suitability for County assignments.

5.2.22 The County shall notify the Agency and release temporary personnel from an assignment for reasons pertaining to their performance or personal conduct. An

Agency must retain a list of released personnel and not reassign them to the

County without the prior approval of the Human Resources Manager.

5.2.23 No pay deviation from the specified contracted pay rates will exist unless section

5.2.24 applies.

5.2.24 Rates will be adjusted by the Human Resources Manager within 30 days when there are changes to the County Pay Plan or when the County provides Cost of

Living Adjustments (COLA). These adjustments, along with the approval from the Board of Commission regarding pay plan changes and/or COLAs, also apply to Agency pay rates, excluding agency markup.

5.2.25 An Agency shall not place personnel or discontinue specific personnel when it may go against or is perceived to go against the County Nepotism policy as determined by the Human Resources Manager.

5.2.26 The County may add job titles to the Agency contracts, aligning with County job classifications, as necessary. Agencies will be provided with Agency pay rates, excluding agency markup.

5.2.27 The Agencies will be instructed on which positions, times and rates to apply a shift differential, as aligned with the County Pay Plan, where appropriate.

5.3 POSITIONS:

See below for class specifications of the required positions. The County will provide detailed class specifications to the awarded proposer

Grade Minimum

4 14.6577

5 15.7909

6 16.2846

7 16.8226

8 17.3274

9 17.8240

10 18.3558

11 18.9087

12 19.4817

13 20.0529

14 20.5514

15 21.1250

16 21.7413

17 22.4154

18 23.0875

19 23.7803

20 24.4303

21 25.1832

22 26.4428

23 27.7649

24 29.1534

25 30.6106

26 32.1413

Grade Title CC Salary

14 Accounting Technician I 20.55

15 Accounting Technician II 21.13

17 Accounting Technician III 22.42

19 Accounting Technician IV 23.78

14 Administrative Assistant I 20.55

16 Administrative Assistant II 21.74

19 Administrative Assistant III 23.78

21 Administrative Assistant IV 25.18

12 Animal Care Assistant 19.48 E-911 Call Taker 19.24 E-911 Call Taker Trainee 18.24

11 Cashier II 18.91

8 Cashier/Receptionist 17.33

6 Clerical Assistant I 16.28

9 Clerical Assistant II 17.82

11 Clerical Assistant III 18.91

13 Clerical Assistant IV 20.05

7 Custodian 16.82

9 Customer Service Representative I 17.82 Customer Service Representative I -

Docent

15.00

10 Customer Service Representative II 18.36

12 Customer Service Representative III 19.48

14 Customer Service Representative IV 20.55

19 Customer Service Supervisor 23.78

13 Deputy Clerk I 20.05

13 Deputy Clerk II 20.05

16 Deputy Clerk III 21.74

18 Deputy Clerk IV 23.09

20 Deputy Clerk V 24.43

12 E-911 Records Technician I 19.48

14 E-911 Records Technician II 20.55

16 Elections Coordinator 21.74

20 Event Coordinator 24.43

18 Human Resources Specialist 23.09

15 Jail Grounds Maintenance Worker 21.13

20 Jail Maintenance Mechanic 24.43

14 Legal Secretary I 20.55

16 Legal Secretary II 21.74

19 Legal Secretary III 23.78

21 Legal Secretary IV 25.18

10 Maintenance Worker I 18.36

13 Motor Vehicle Processor I 20.05 Non-Emergency Call Taker 18.24

23 Paralegal 27.76

23 Payroll Administrator 27.76

12 Records Clerk 19.48

11 Records Technician 18.91

7 Recreation Aide 16.82

11 Tax/Tag Processor 18.91

5.4 BILLING PROCEDURES:

5.4.1 Invoices to the County must include the County Department, names of temporary personnel, classification, personnel rate of pay, billing rate to the County, and number of hours worked. Invoices must be submitted to the County with signed timecards attached. Any overtime MUST be preauthorized by the County and shall be at 1 ½ times the hourly bill rate and will only be paid after 40 hours physically worked during a work week.

5.4.2 The Human Resources Manager will give departmental account numbers when requesting temporary labor. These account numbers must appear on the invoice to correlate with each employee. Weekly billing will be totaled and sorted by account number.

5.4.3 All invoices shall be sent to:

CCHRTalentManagement@chathamcounty.org mailto:CCHRTalentManagement@chathamcounty.org

5.4.4 The Agencies may offer a benefits package for their temporary personnel.

Documentation of these benefits must be included with the proposal response.

The Proposer shall be judged on whether the benefits package would enhance the

Agency’s ability to provide quality temporary employees.

REQUEST FOR PROPOSAL

RFP NO. 25-0106-2

ANNUAL CONTRACT TO PROVIDE TEMPORARY STAFFING SERVICES (RE-

SOLICITATION)

COST PROPOSAL FORM

OVERVIEW: The proposer shall provide a complete, all-inclusive cost for all services to be provided as outlined in this solicitation (labor, travel, per diem, insurance, etc).

I have read and understand the requirements of this Request for Proposal RFP NO. 25-0106-2 and agree to provide the required services in accordance with this proposal and all attachments, exhibits, etc. I understand that the County will not be responsible for the reimbursement of any costs not specifically set forth in this proposal.

*Estimated Quantities (Hours) are being used for evaluation purposes only. The County does not guarantee the number of hours to be utilized*

**% Markup shall match the difference between County Hourly Pay Rate and Contractor Billing Rate to the County**

Section 1: Mandatory – Administrative/Clerical Positions:

Item

No. Title

Estimated

Annual

QTY

(Hours)

County

Hourly

Pay Rate

Contractor

Billing Rate to the

County

Total

Estimated

Hours X

Contractor

Billing

Rate

Markup

1 Accounting

Technician I

2000 $20.55

2 Accounting

Technician II

2000 $21.13

3 Accounting

Technician III

2000 $22.42

4 Accounting

Technician IV

2000 $23.78

5 Administrative

Assistant I

2000 $20.55

6 Administrative

Assistant II

2000 $21.74

7 Administrative

Assistant III

2000 $23.78

8 Administrative

Assistant IV

2000 $25.18

9 Animal Care

Assistant

2000 $19.48

10 E-911 Call Taker 2000 $19.24

11 E-911 Call Taker

Trainee

2000 $18.24

12 Cashier II 2000 $18.91

13 Cashier/Receptionist 2000 $17.33

14 Clerical Assistant I 2000 $16.28

15 Clerical Assistant II 2000 $17.82

16 Clerical Assistant III 2000 $18.91

17 Clerical Assistant IV 2000 $20.05

18 Custodian 2000 $16.82

19 Customer Service

Representative I

2000 $17.82

20 Customer Service

Representative I -

Docent

2000 $15.00

21 Customer Service

Representative II

2000 $18.36

22 Customer Service

Representative III

2000 $19.48

23 Customer Service

Representative IV

2000 $20.55

24 Customer Service

Supervisor

2000 $23.78

25 Deputy Clerk I 2000 $20.05

26 Deputy Clerk II 2000 $20.05

27 Deputy Clerk III 2000 $21.74

28 Deputy Clerk IV 2000 $23.09

29 Deputy Clerk V 2000 $24.43

30 E-911 Records

Technician I

2000 $19.48

31 E-911 Records

Technician II

2000 $20.55

32 Elections

Coordinator

2000 $21.74

33 Event Coordinator 2000 $24.43

34 Human Resources

Specialist

2000 $23.09

35 Legal Secretary I 2000 $20.55

36 Legal Secretary II 2000 $21.74

37 Legal Secretary III 2000 $23.78

38 Legal Secretary IV 2000 $25.18

39 Motor Vehicle

Processor I

2000 $20.05

40 Non-Emergency

Call Taker

2000 $18.24

41 Paralegal 2000 $27.76

42 Payroll

Administrator

2000 $27.76

43 Records Clerk 2000 $19.48

44 Records Technician 2000 $18.91

45 Recreation Aide 2000 $16.82

46 Tax/Tag Processor 2000 $18.91

Section 2: Optional – Additional Specialized Positions:

Item No.

Title

Annual

QTY

(Hours)

Co…