Y25-1044_Scope_of_Services.docx

SCOPE OF SERVICES

1. OVERVIEW

Contractor shall provide temporary administrative labor to Orange County Divisions and Departments as needed.

Notice: This is a service contract between the County and the Contractor. Under no circumstances shall Contractor, or any of Contractor’s employees, look to Orange County as his/her employer or co-employer.

2. PERFORMANCE

a) Contractor shall maintain a dedicated account manager that shall administer the County’s assignments needs.

b) Contractor shall maintain adequate engagement and oversight for personnel on assignment at Orange County.

c) Normal working hours in Orange County are 8:00AM to 5:00PM, Monday through Friday. However, working hours and days may vary depending upon departmental requirements. Shift work may at times be required, however shift differentials will not be paid.

d) Overtime Pay - under the Fair Labor Standards Act (FLSA), overtime is defined as any hours an employee works over 40 in a single workweek. Overtime must be at least no greater than 1.5 times the employee’s regular rate of pay. Overtime shall be paid upon proper authorization from the departmental supervisor who signs the timecard for the assignee. Contractor shall pay overtime pay to the assignee when overtime is authorized, worked and paid for by the County.

e) Holiday Pay (County recognized holidays) shall be paid upon proper authorization from the departmental supervisor who signs the timecard for the assignee. Contractor shall pay holiday pay to the assignee when a holiday is authorized, worked and paid for by the County.

Per county policy and operational regulations #307 holidays are defined as:

Eligible employees on the active payroll are entitled to the following paid holidays:

· New Year's Day

· Martin Luther King, Jr. Day

· Memorial Day

· Independence Day

· Labor Day

· Veteran’s Day

· Thanksgiving Day

· Day after Thanksgiving

· Christmas Eve Day

· Christmas Day

Temporary, non-exempt employees authorized to work on an observed County holiday will receive pay for hours worked at a rate of one and one-half (1 1/2) times their regular hourly rate of pay. The holiday is observed from 12:00 am until 11:59:59 pm of the Board approved day.

When an employee does not work on a holiday but receives holiday pay, the hours are not considered as time worked to determine if an employee has satisfied the minimum hours per week required to be eligible for overtime pay.

f) Contractor shall ensure that all assignees filling the requirements of this contract report to their workplace dressed in the proper attire for the position being filled.

g) The County shall have the right of approval and refusal of any assignee. In the instance of an unsatisfactory or unqualified person being assigned, that person may be dismissed from his/her duties immediately and if deemed necessary escorted from County property. If dismissed before commencing work, billing for that assignee shall not be accepted.

h) An assignee may be dismissed from his/her assignment for infractions including but not limited to; use of alcohol or controlled substances while on duty, using profanity or being verbally abusive, disobedience of reasonable directions given by Orange County personnel, violation of safety rules and regulations and misuse of County property.

i) No assignee shall operate a County owned motor vehicle on any public roadway.

3. ASSIGNMENT LOCATION

Regardless of assignment location, mileage reimbursement shall not be paid by the County.

4. RECRUITMENT

This Contract is for staff augmentation services and not for recruitment services. However, the County has no mechanisms in place to restrict individuals from applying for consideration for jobs advertised by the County’s Career Center. Therefore, recruitment fees shall not be a consideration of this contract.

5. BASE HOURLY RATE RANGE

The following are the base hourly rate ranges for wages for any assignee assigned to work for the County. The Base Hourly Rate Range shall represent an average rate for this position description. Throughout performance of this contract the Contractor may apply up to a 25% discount to this Base Hourly Rate for marginally qualified candidates or a 25% premium for an expert level candidate. In no event shall the scope variant exceed 25% of the Base Hourly rate. The Contractor shall, at a minimum, pay to the assignee the base hourly rates listed below:

Human Resources Advisor (Restricted to the Human Resources Division) $36.38 - $47.30

Procurement Coordinator (Restricted to the Procurement Division) $21.51 - $27.96

6. BACKGROUND AND DRUG SCREENING

All prospective employees shall be required to have passed a 5-panel drug screening. The 5-panel drug screening shall include; THC, Opioids, Amphetamines, Methamphetamines, and Cocaine.

Contractor shall perform annual local, state and federal background and reference checks, including criminal background checks, on all prospective/current employees to be assigned to Orange County Government, for every county of residence, domestic or foreign, of prospective employees for the past 5-10 years (depending on level). Such checks shall include any convictions involving any violent crime or crimes against children, any crime involving theft, possession, receipt of stolen property or sale/use or possession of illegal drugs.

Contractor agrees not to refer or place at Orange County Government any individual having such a criminal record during the past 5-10 years (depending on level) preceding placement at Orange County Government, unless Orange County Government specifically agrees. Orange County Government reserves the right to have Contractor remove any employee from placement at Orange County Government if such individual is arrested, charged or convicted of such crimes while placed at Orange County Government or has determined to falsify their application to conceal their information in anyway. Orange County reserves the right to request to inspect the background and/or drug screening results to ensure compliance with contractual provisions.

BACKGROUND CHECKS

Background checks shall be performed by the Contractor on any assignee selected for assignment at Orange County. The ordering division/department shall indicate which background check is appropriate for the position being filled and shall include the description and cost of the background check as a line item on the delivery order.

Level One

The Level One background check shall include the following information from the past five years:

· Identification Verification

· Selective Service Status (registered/unregistered)

· Florida Department of Law Enforcement (FDLE) Automated Criminal Record Clerk of Courts by County of Residence

· State Attorney's Office Employment Verification

· Department of Motor Vehicles (DMV) by State of Residence Military Service Verification

· Professional License and Certification Check

Level Two

The Level Two background check shall include all of the Level One checks with the addition of the following for the past ten years:

· Fingerprint Check Credit/Fraud Check

All background checks shall be accomplished and submitted to the authorized County Representative within five (5) working days from request prior to any assignment. The County representative will determine if the individual is approved for assignment with the County. This determination is assignment specific and is not intended to influence the individual’s employment eligibility with the Contractor.

Background checks shall be re-performed, on any assignee who has not worked on a County assignment for more than ninety (90) days and is selected for a new assignment. The Contractor shall track the assignments at the County for each of their employees to ensure compliance with this requirement.

DRUG SCREEN

The following drug screen shall be performed by the Contractor on any assignee assigned to work for Orange County at any time:

· Five panel drug screen to include THC, Opioids, Amphetamines, Methamphetamines, and Cocaine.

All drug screens shall be accomplished and submitted to the authorized County Representative within forty-eight (48) hours from request.

The cost of the drug screen shall be listed as a line item on the delivery order. Drug screens shall be re-performed on any assignee who has not worked on a County assignment for more than ninety (90) days. The Contractor shall track the assignments at the County for each of their employees to ensure compliance with this requirement.

7. ORDERING OF SERVICES

The Division or Department office in need of an assignee for a clerical position will call the Contractor to ascertain the availability of a person or persons who will fill a temporary position. Depending upon the nature of the particular position an assignee from the vendor’s pool of employees may be assigned to fill a position or the County ordering office may request resumes of Contractor’s employees who may be considered for the position and may, at their discretion, ask that the Contractor’s employee to complete an interview with the appropriate County staff prior to selection for assignment.

The County will order services based on the lowest cost for a particular position (cost per line item) among the contracts that will be awarded. In the event a required position is not available from the Contractor with the lowest cost for this line item, the County will seek to obtain the position from the Contractor(s) with the next lowest cost for the line item. For each position selected, that contract’s applicable costs for background investigations and drug screenings will apply.

ADMINISTRATIVE ASSISTANT

General Functions Provides administrative support and assistance to management and/or professional staff. Assignments may involve conducting research and compiling data or administering technical systems.

Representative Duties /Assignments Duties may vary based on area of assignment.

· Performs various complex administrative and confidential duties supporting divisional manager.

· Composes, proofreads and edits division correspondences, documents, memos, spreadsheet, minutes, logs, and reports for final approval or signature of divisional manager.

· Provides information on county policies and procedures to county employees and citizens. Conducts research, data collection and analysis of information for use in reports, presentations and meetings.

· Provides administrative support for any board or committee established and maintained by department. Prepares board or committee decisions for presentation to the Board of County Commissioners. Records, transcribes and publishes from audio tapes or written notes/formal board minutes.

· Schedules, coordinate and prepares meetings and agendas; collects and provides support materials, coordinates staff reports and prepares consolidation of reports for use by appropriate staff, consultants and other interested parties.

· Ensures appeals and public hearings requests are handled in a timely manner. Interacts with elected officials, consultants, County staff members and the general public.

· Maintains data used in software applications, creates management reports and reviews information for compliance with County policy and procedures

· Participates in emergency activities/response.

Minimum Qualifications Graduation from high school or equivalent and four years of secretarial or administrative experience; or an equivalent combination of relevant education and experience.

Preferences

· Ability to type at a rate of 40 correct words per minute

· Experience with word processing, spreadsheet or presentation software

ADMINISTRATIVE OFFICE COORDINATOR

This position is responsible for coordinating division services and providing administrative support. Responsible for overseeing and coordinating staff, volunteers and interns engaged in carrying out varied assignments.

Representative Duties /Assignments Duties may vary based on area of assignment. The following are representative duties, it is not the intent to capture all duties performed by this classification.

· Coordinates projects and programs for the office, designs printed materials, facilitates County's practices, prepares special events and meetings and maintains records for past and upcoming activities.

· Coordinates meetings, prepares documents, and creates agendas and meeting minutes. Posts meetings in accordance to the Florida Sunshine State Laws. Maintains constant lines of communication with Advisory Council and subcommittees for County purposes.

· Composes correspondence to County Commissioners, County Mayor, executive staff and the general public on a regular basis.

· Prepares, researches and analyzes information for reports, projects and meetings to be delivered internally and externally.

· Provides support to reporting manager in various capacities, including but not limited to: appearing at events to represent division, giving presentations in manager's absence, performing division's annual inventory, working closely with Advisory Council members, and disseminating information to and from the fiduciary agent.

· Answers questions regarding projects, grants, and policies in addition to conducting feedback surveys and providing results.

· Coordinates office services such as clerical, reception, purchasing, personnel, budget, and travel.

· Coordinates work for support staff, volunteers, and interns for day of events.

· Performs other related duties as assigned.

Minimum Qualifications

High School graduate or equivalent and five (5) years of experience in related field; or any equivalent combination of relevant experience and training.

Intermediate proficiency in Microsoft Word, Access, Excel, PowerPoint and Publisher.

Must possess proofreading, organizational, presentation and communication skills.

ADMINISTRATIVE SPECIALIST

General Functions This position is responsible for coordinating and providing administrative/clerical support to the assigned division/section. The role is responsible for assisting with day to day functions of the assigned area and for performing a variety of administrative support tasks including communicating with internal county staff.

Representative Duties /Assignments Duties may vary based on area of assignment.

· Serves as an information resource for County employees and general public on routine matters. Routes visitors to appropriate staff members and requested location

· Performs a variety of routine clerical and receptionist duties, e.g., mail distribution, filing, appointment/meeting scheduling, purchase orders, completing standard county forms and reviewing documents etc.

· Participates in emergency activities/response.

· Coordinate with Division staff to complete payroll / Kronos timesheets.

· Responsible for handling confidential information and keeping it secure

· Performs data entry as applicable

· Performs other related duties as assigned.

Minimum Qualifications

Graduation from high school or equivalent and two years of experience in clerical or secretarial work or equivalent combination of relevant education and experience.

Preferences

· Ability to type at a rate of 40 correct words per minute.

· PC experience with word processing, spreadsheet or presentation software.

CONTRACT SPECIALIST

General Functions Performs professional work developing, monitoring and reviewing of leases and addendums to ensure the space, dates, rates, concessions, special language and policies have been incorporated into the lease agreement. Ensures the lease agreements protect and represent the County's and the Center's liability needs and concerns. Works with Orange County Risk Management, the Center's clients, general service contractors and event security staffing companies to ensure accuracy of insurance documents to protect the interests of the County and the Center.

Representative Duties /Assignments

· Develops, creates and evaluates lease agreements and addendums to ensure compliance with current booking guidelines, approval processes and operational policies of the Center.

· Ensures booking information and contractual data are in compliance with operating procedures within the booking software system.

· Works closely with Account Executives to ensure accuracy of lease documents and to reach contract resolutions with Center's clients.

· Develops, monitors and reviews insurance, indemnification and operational language in client lease agreements within the Fiscal and Operations Support Division and other center divisions.

· Assists center staff in understanding the special terms outlined in the contract committee minutes.

· Ensures signed lease agreements, rental deposits, addendums and other required documentation are received on a timely basis and clients are in compliance with the terms of their lease.

· Collects and reviews insurance certificates on a timely basis from clients, General Service Contractors, Event Security Staffing Companies and other vendors to ensure insurance certificates include Additional Insured Endorsements, Waivers of Subrogation for General Liability and Worker's Compensation and any other requirements from Orange County Risk Management.

· Analyzes special studies and research projects to evaluate the policies and procedures of other convention centers and provides updates to management staff as needed.

· Reviews current procedures, recommends changes and implements new procedures to ensure protection for the County and the Center.

· Assists supervisor with contract committee meetings including preparing the agenda and scheduling meetings.

· Performs analytical analysis on contract committee agenda items in preparation for the meeting and maintains contract committee minutes and other documents electronically in the Center's software system.

· Maintains electronic documentation of follow up with clients, traces, emails, correspondence, contract committee minutes and appropriate insurance documentation in the Center's software system.

· Performs other related duties as assigned.

Minimum Qualifications Associate's degree from an accredited institution in Event Management, Hospitality, Business, Accounting or closely related field; and two years of experience in contract administration, insurance, business administration or an equivalent combination of education or experience.

Preferences

· Experience in hospitality and sales/event management.

HUMAN RESOURCES ADVISOR

(RESTRICTED TO THE HUMAN RESOURCES DEPARTMENT ONLY)

General Functions

This position performs professional and consultative work in the design, development and administration of Countywide Human Resources programs and policies. The position provides support services in their specific areas to support the Department and Human Resources (HR) needs. Work requires independent judgment and is performed under the general supervision of the Administrator/Sr. HR Advisor. May be responsible for acting as the Administrator/ Sr. Advisor in their absence.

Representative Duties /Assignments

Duties may vary based on area of assignment. The following are representative duties, it is not the intent to capture all duties performed by this classification.

· Ensures consistent application of Human Resources' vision, polices, and key strategic initiatives and, adherence/compliance with all federal, state and local laws, rules, regulations and policies that pertain to the area of expertise/responsibility.

· Assists with the design and execution of the HR strategy to enable effective utilization of the County’s HR programs.

· Serves as lead subject matter expert in relevant HR discipline and is responsible for a variety of projects including program design, analysis, implementation of new programs, and administration.

· Provides guidance/recommendations to the departments based on current policies and practices and helps develop solutions to address department needs and concerns.

· Reviews and provides detailed analytical reports and responses as needed.

· Maintains knowledge of software systems and process flows.

· Performs other duties as required.

Minimum Qualifications

Bachelor's degree from an accredited institution in Human Resources Management, Business, Public Administration, or a closely related field and four years of professional level experience in relevant HR area or an equivalent combination of education or experience. Master’s degree from an accredited institution in a closely related field may be substituted for up to two (2) years of the required experience.

Preferences

· Professional certification in human resources or a closely related field.

· Experience with PeopleSoft Human Resources Management System and/or KRONOS.

SENIOR FISCAL CLERK

Responsible for assisting in day-to-day operations of inmate funds and property. The role requires policy administration, reviewing documents and transactions, serving customers and preparing various reports.

Representative Duties /Assignments

· Works Inmate Fiscal Operations posts as assigned. Assists Money Room Supervisor with overseeing day-to-day shift operations to include processing, control, security and accountability of inmate funds/property, shift change, post closeout, key distribution, and work assignments, etc. as assigned.

· Audits and verifies transactions and balances and prepares reports.

· Prepares the daily deposit to bank and manifest for armored car services.

· Verifies, validates, and approves Classification of Receipts for deposit items and voucher for safe replenishment and submits items to Finance.

· Serves as signing/approval authority for inmate checks being sent to other agencies.

· Assists with resolving problems and customer complaints.

· Works with assigned staff with regards to potential counterfeit monetary items.

· Assists with creation/approval of internal policies and procedures.

· Assists with transferring bond money, researching of property, funds, and other discrepancy items and the handling of inmate grievances.

· Ensures the area of operations meet fire, safety and cleanliness codes and reports deficiencies to the proper authorities.

· Assists internal & external customers as needed/requested and performs other duties as assigned to include filling in for assigned staff when shorthanded.

· Performs other related duties as assigned. May be assigned to work nights, weekends and holidays.

Minimum Qualifications

High School or equivalent and two years of experience as a cashier, fiscal clerk or a closely related position involving extensive public contact, cash transactions, issuing receipts, and maintaining records.

Must possess and maintain a valid State of Florida Driver's License

Preferences

· Experience working in a Correctional fiscal environment

· Experience with handling inventory of items.

· Supervisory or lead experience

WEIGHMASTER

Performs responsible clerical and record keeping duties to weigh vehicles using computer operated scale systems, determine appropriate rates and fees, accept payment, process charge transactions, and issue receipts.

Representative Duties /Assignments Duties may vary based on area of assignment. The following are representative duties, it is not the intent to capture all duties performed by this classification.

· Performs responsible clerical and record keeping duties weighing vehicles at the landfill and transfer stations using computer operated scale system, determines appropriate rates and fees, accepts payments, processes charge transaction, and issues receipts.

· Assesses penalty charges for uncovered loads, screens incoming waste for prohibited materials, medical waste, or other special waste and notifies environment staff of suspect loads for inspection.

· Accountability and accuracy in reconciling receipts.

· Assist and monitor unattended terminal customer transactions for accuracy.

· Answer customer questions, or refers them when necessary, answers the telephone, and radio.

· Ability to solve customers issues in a friendly manner with excellent verbal communication.

· Performs other related duties as assigned.

Minimum Qualifications

· High School diploma or equivalent and one year experience performing record keeping or cashier duties; or an equivalent combination of education and experience.

· Must possess and maintain a Florida Driver's License

SOURCING COORDINATOR

This position performs responsible work with limited supervision, specializing in the purchase of a variety of commodities, service, supplies, and equipment for Orange County. Work involves communicating with department staff, vendors and other Orange County divisions including Finance and Procurement on purchasing, receiving, shipping, invoicing problems and reviewing requisitions. The coordinator will also preparing purchase orders, request for proposals, conducting market surveys and resolving problems with vendors.

Representative Duties /Assignments Duties may vary based on area of assignment.

· Prepares and processes purchase requisitions, delivery orders and procurement card orders for materials, services and supplies from the most economical source. Maintains backorder status on purchased items and follows up on all delayed orders.

· Performs routine purchasing work according to generally accepted public procurement principles, established procedures, departmental guidelines, and regulatory requirements applicable to the work.

· Obtains price quotes for non-contract purchases from a variety of sources including vendors, websites and catalogs. Contacts vendors for availability and delivery schedules. Ensures all quotes and paperwork are in compliance with Orange County policies.

· Develops and assembles procurement documents and coordinates any required reviews to ensure consistency and accountability in County procurements.

· Processes purchase orders, delivery orders and receiving transactions in Advantage Financial System. Prepares payment packages to be forwarded to Accounts Payable.

· Reviews, interprets and monitors contract specifications to ensure compliance throughout term of contract. Monitors vendor performance and makes recommendations regarding contract renewals.

· Investigates any outstanding purchase orders; works closely with requesting divisions/offices and the supplier to reconcile problems pertaining to invoices, delivery of goods, or other procurement processes.

· Attend meetings with vendors and County personnel as required. Effectively communicates with vendors and Orange County staff regarding purchasing matters.

· Reviews and monitors expenditures and make suggestions for budget expenditures and transfers.

· Assists in the development of the specifications for Invitation for Bid process; review sole source and emergency purchases. Prepares changes orders as needed.

· Performs other related duties as assigned.

Minimum Qualifications High School diploma or equivalent and two years of experience in procurement, accounts payable, contract administration or a closely related field or an equivalent combination of experience and education.

Preferences Depending on area of assignment:

· Experience in Advantage (or other similar financial systems), MAXIMO, RSMeans, EBMS and/or Keystroke software

· Experience with Microsoft Outlook, Word and Excel, as well as Internet navigation

· Knowledge of County or Government purchasing and contract procedures

PROCUREMENT COORDINATOR

Performs technical work assisting with the administration of the Division's enterprise procurement information systems and related data. Serves as a liaison between the Division and Information Systems and Services; communicates system requirements, applications desired, automation needs and process information. Supports both internal and external customers.

Representative Duties /Assignments Duties may vary based on area of assignment. The following are representative duties, it is not the intent to capture all duties performed by this classification.

· Coordinates development and maintenance of all automated reporting systems with the ISS staff.

· Reviews and updates statistical reporting to include performance measures, spend analysis and contract lifecycle tracking.

· Gathers data and prepares reports including historical and current information.

· Manages web site and associated activities for division.

· Provides customer service and related vendor services

· Assists with procurement cycle tasks and data management

· Performs other related duties as required.

Minimum Qualifications Bachelor's degree from an accredited institution and two years of experience in information management, customer service, communication services or related field; or an equivalent combination of education, training and experience.