request for proposal # 2016-047 temporary staffing ... · 5. question: does this opportunity...

REQUEST FOR PROPOSAL # 2016-047

Temporary Staffing Services for Union County

ADDENDUM No. 1

ISSUE DATE: May 5, 2017

****************************************************************************************************

Responding offerors on this project are hereby notified that this Addendum shall be

made a part of the above named RFP document.

The following items add to, modify, and/or clarify the RFP documents and shall have the

full force and effect of the original Documents. This Addendum shall be acknowledged

by the offeror in the RFP document.

Deletions and Additions:

1. DELETE , Section 1, Item A Proposal Submission Deadline, Paragraph 3: The

proposal must be submitted in printed form and electronically on a non-returnable CD or flash

drive. One (1) original (mark “ORIGINAL”) plus five (5) hard copies of the proposal must be

submitted.

ADD Page 2, Section 1, Item A Proposal Submission Deadline, Paragraph 3: The proposal

must be submitted in printed form and electronically on a non-returnable CD or flash drive. One

(1) original (mark “ORIGINAL”) plus seven (7) hard copies of the proposal must be submitted.

2. ADD Page 5, Section 4, Item 4 TAB D- Price Form: Union County reserves the right to source additional temporary staffing positions not listed on the Price Form via contracted vendors.

3. ADD Page 21, Attachment F Job Descriptions: System Support- Information Systems. Full job

description is included under Attachment B of this Addendum.

4. DELETE Page 12 (in its entirety), Attachment A- Price Form.

ADD Page 12, Attachment A- Price Form. Turn in the updated price form included under

Attachment A of this Addendum to Union County with your proposal package. The updated price

form which should be turned into Union County is included under Attachment A of this Addendum.

Questions and Answers:

1. Question: Currently are you using Accela or Laserfiche product?

Answer: Union County currently uses Laserfiche. We do not use Accela.

2. Question: Is this a new requirement? If not, can you please provide the name of the incumbent?

Answer: Union County has decided to centralize this service and thus is going out for bid.

Incumbents include HomeCare Management Corporation, Robert Half International, Good Health

Services, Inc., McCollum Staffing, Staffmark Investment, LLC.

3. Question: When the contract for the current vendor is expiring?

Answer: Expiration dates vary by contract.

4. Question: How many vendors would be awarded contract as a part of this opportunity?

Answer: The number of awards is undetermined at this time. We reserve the right to award to

multiple vendors.

5. Question: Does this opportunity contain Local preference? If yes, please provide the details.

Answer: Union County does not have a local preference policy.

6. Question: Can work be performed on-site / off-site?

Answer: Temporary staff will need to report to on-site locations. Contract can be managed by an off-

site firm.

7. Question: What is the number of positions available for each job title?

Answer: Unknown. No work is guaranteed from this contract.

8. Question: Are there any resumes required for the job titles listed in the RFP?

Answer: Job Descriptions and requirements for each position are located under Attachment F- Job

Descriptions.

9. Question: Can we get a copy of the previous contract and copies of the winning bids?

Answer: This service has been managed on a department level and therefore has not been bid out.

Two sample copies of contracts are included under Attachment A.

10. Question: What is the estimated spend or revenue for the contract?

Answer: Contracts have not been centrally managed therefore we do not have adequate data to

provide total spend/revenue.

11. Question: What is the number of contractors currently on the contract?

Answer: Five; however, contracts have not been centrally managed.

12. Question: Is there any budget limitations for this project?

Answer: No. Budget is based upon appropriation.

13. Question: Could you provide us total spending covered for each category in last contract.


provide total spend per category.

14. Question: Could you please let us know total how many positions filled in last contract.


provide number of positions filled for all temporary staffing contracts.

15. Question: Will the County be able to use this contract vehicle to fill additional IT positions within

the organization and those can be added as needed? Or does the County only expect to have these 2

job titles available for outside staffing assistance?

Answer: Union County reserves the right to source additional temporary staffing positions not listed

on the Price Form via contracted vendors.

16. Question: If additional IT positions could be filled through this contract vehicle, can the County

please provide IT job titles that have been filled in the 2-3 years?


provide job titles filled throughout the last two to three years.

17. Question: How long does the County typically keep a contractor on assignment, before considering

conversion from the staffing entity to a full time employee for Union County?

Answer: Conversion varies based departmental needs.

18. Question: How will positions be released to your vendor community?

Answer: Positions will be released to selected agency/agencies based off departmental need.

19. Question: Pg. 4 Section 4 – A. Proposal format – Does Union County prefer the offeror use dividers

to separate the required proposal sections? Does Union County prefer the original proposal and

copies be organized and bound in notebook or loosely bound?

Answer: Proposal should be presented in accordance to the outline in the RFP document. It is

common practice to present proposals using dividers in a bound book. Please note the requirement for

proposals in both printed and electronic form.

20. Question: Attachment A- Price Form - May we use an invoice price range for the specific

positions? We have a minimum and maximum range based on the temporary staff personnel’s

experience, skills, knowledge and educational level.

Answer: Price Form has been updated. Please see Attachment A.

21. Question: Attachment A – Price Form – Under Miscellaneous Fees – What is definition of a

Conversion Fee?

Answer: A conversion fee is a fee charged by the staffing agency to Union County if Union County

decides to permanently hire a candidate provided by the staffing agency. If your agency does not

charge a conversion fee please place N/A in the space provided.

22. Question: Attachment A – Price Form – Vanguard Professional Staffing specializes in providing

varying degrees of staff and Social Workers to county agencies including child welfare/CPs

Investigators. The pricing form only has line item for Social Worker II. Are we to include Child

Welfare/CPS temporary staff pricing in this category or can we add under the SW II position for

special pricing?

Answer: Provide pricing for only positions listed on the price form.

23. Question: Attachment B – References – Length of Service: Do you want us to report the number of

years (example: 5 years) or actual dates of services (January 2012 –present).

Answer: Report in number of years of service.

24. Question: Who is your current temporary staffing provider?

Answer: Incumbents include HomeCare Management Corporation, Robert Half International, Good

Health Services, Inc., McCollum Staffing, Staffmark Investment, LLC,

25. Question: Why are you going out to bid?

Answer: Union County has decided it was in their best interest to centralize these services.

26. Question: What was to total dollar amount of your contract last year?


provide total spend for last year.

27. Question: How many hours of temporary staffing did you use?


provide total staffing hours used.

***Reminder of this page was intentionally left blank.***

28. Question: How many temporary staffers did you contract for each of the following categories:

a. Administrative

b. Finance

c. IT

d. Public Works

e. Tax Administration

f. Social Services


provide positions filled for various categories.

29. Question: Did you hire any of the temporary staffers on as full-time employees? If so, what were

their titles/job categories?


provide number of temporary staffers who were hired on as full-time employees.

30. Question: Is a softcopy of the price page available?

Answer: Yes. Please email the request to [email protected] and you will be

provided with a softcopy in excel form.

31. Question: What is the total budget?

Answer: Budget is based on appropriation.

32. Question: Do we need to provide sample / real time resumes as well?

Answer: No sample candidate resumes are needed at this time.

33. Question: Who are the incumbent Contractors?


Health Services, Inc., McCollum Staffing, Staffmark Investment, LLC.

34. Question: What are the current rates for various skill sets?

Answer: Rates vary per contract.

35. Question: What is the level of experience required against each skill set?

Answer: Please refer to Attachment F- Job Descriptions.

mailto:[email protected]

36. Question: Are there records of prior contracts/bids and who the successful bidder was in prior event?

Answer: This service has been managed at the department level and therefore has not been bid out.

Two sample copies of contracts are included under Attachment A.

37. Question: On page 5 of the RFP document, Question # 3 (a) (ii) “methodology for soliciting and

documenting views of internal and external stakeholders” Could you please clarify what this question

means? We are unsure how to answer this question.

Answer: Elaborate on the roles/relationships between your agency and Union County. Please list any

items/tasks needed to help facilitate on-boarding of a candidate through your agency.

38. Question: Could you please share the historical volume/spend for this RFP?


provide historical volume/spend.

39. Question: Could you provide the anticipated volume/spend for the scope of this RFP?


provide anticipated volume/spend.

40. Question: Are you looking only for vendors who can provide staffing for all the areas, or will you

Considering vendors who are more specialized and staff for just some of the areas?

Answer: Union County reserves the right to award to multiple vendors to fulfill staffing needs.

41. Question: Do you have an estimate of the number of billable hours temporaries make up in a year

on average?


provide an estimate of billable hours.

42. Question: On Attachment A, under hourly rate, do you want to see the bill rate charged to Union

County, or the pay rate to the employee?

Answer: The rate listed should be the rate that will be charged to Union County.

43. Question: Is there an incumbent vendor for temporary staffing services?


Health Services, Inc., McCollum Staffing, Staffmark Investment, LLC,

44. Question: What is the anticipated budget for this contract and what was the spend on the last

temporary staffing contract?

Answer: Budget is based on appropriation.Contracts have not been centrally managed therefore we

do not have adequate data to provide the historical or anticipated spend.

45. Question: Can Union County provide the hourly rates for the last temporary staffing contract?


provide historical hourly rates for all contracts.

46. Question: Will a certificate of insurance be required as part of the proposal document or upon award

before execution of the contract?

Answer: Upon contract award the selected agency/agencies will provide a certificate of insurance to

Union County.

47. Question: Does Union County anticipate awarding this contract to the lowest priced, technically

capable vendor?

Answer: The evaluation process for Requests for Proposals is outlined on page 6, Section 5-

Evaluation Criteria.

48. Question: Are contractors to be provided paid sick leave or paid holiday leave?

Answer: Providing a benefit like this would be up to the staffing service since the temporary is their

employee. Typically this is not provided to temporary employees through staffing services and it is

not something that Union County would necessarily be looking for the staffing service to provide to

their workers.

49. Question: Is it permissible to submit more than one profile for a particular job description?

Answer: The Price Form has been updated to provide for various hourly rate ranges and profile types.

Please see Attachment A.

50. Question: Is there a minimum qualification criteria and experience level (in terms of number of

years) for the roles mentioned above?

Answer: Requirements vary per position. Please see Attachment F- Job Descriptions for position

requirements

51. Question: Will preference be given to Masters Degree ?

Answer: Education requirements vary per position. Please see Attachment F- Job Descriptions for

position requirements.

52. Question: Are you looking for any specific Visa Status for the resources we intend to submit. Is there

any preference for a particular Visa for the positions?

Answer: The temporary worker needs to be eligible to work in the US and provide appropriate

documentation to complete a Form I9. In some cases a vaild NC Driver’s License may be required

for particular work. We use E-Verify for all employees, I would expect that the staffing service

would use this service to verify the worker’s status and eligibility for work in the US.

53. Question: Do you consider other special visa categories like E-3, TN-1, TN-2 ?

Answer: See answer to questions 52.

54. Question: Is “The County” looking to hire the resources on a temporary basis through the length of

the contract?

Answer: The duration of service will vary per department.

55. Question: Did the “The County” convert any of the temporary services to a permanent hire last year?


provide number of temporary staffers who were hired on as full-time employees.

56. Question: How many direct hires has the “The County” accomplish last year through staffing

agencies?


provide number of positions filled via direct hire.

57. Question: Do we need to submit pricing for all three scenarios -Temporary Contract, Contract to Hire

and Direct Hire? If yes, can we submit a separate pricing sheet for the same in lieu of the Attachment-

A?

Answer: Price Form has been updated to reflect these changes. Please see Attachment A.

58. Question: What is the anticipated spend for the contract? What was the spend for the current

contract year?


provide historical or anticipated spend.

59. Question: What has been the County’s biggest challenge with acquiring temporary labor?

Answer: Union County would like to be able to centrally manage all staffing contracts.

60. Question: When does the County expect to award a contract for these services?

Answer: Contract award will follow evaluation of proposals and completion of agency interviews (if

needed). Timeframe of award will be dependent on length of time needed to complete these

processes.

61. Question: What is the historical headcount by job discipline?


provide an accurate headcount based on job discipline.

62. Question: What is the annual spend over the past 3 years?


provide historical spend.

63. Question: What is the projected spend for 2017 and 2018?


provide anticipated spend.

64. Question: How many expected openings will there be in the first year of this contract?

Answer: Number of openings will be dependent on departmental needs. Award of contract does not

guarantee work.

65. Question: What is the current number of suppliers?

Answer: Five; however, contracts have not been centrally managed.

66. Question: Are suppliers tiered, and if so, what determines the tiers?

Answer: Price Form has been updated to reflect minimum and maximum rate ranges. Please see

Attachment A.

67. Question: Do we need to bid on all positions to be considered?

Answer: No. Agencies are not require to bid on all positions. If your firm does not offer a job

description listed please place N/A in space provided.

Attachment A

Attachment A– Price Form

Request for Proposal (RFP) #2017-047


Position

Administrative

Minimum

Rate

Maximum

Rate

Minimum

Rate

Maximum

Rate

Minimum

Rate

Maximum

Rate

Administrative Secretary/Assistant

Finance

Accounting Technician II-Finance

Financial Analyst

IT

Audio Visual Coordinator

Applications & Systems Manager

Systems Support- Information Systems

Public Works

Utility Mechanic I

General Utility Worker/ Public Works

Customer Service Specialist

Tax Administration

Office Aide- Tax

PT General Utility Worker/ Tax

Social Services

Data Entry Operator- DSS

Data Entry Operator II- Health

Income Maintenance Technician

Foreign Language Interpreter- DSS

Foreign Language Interpreter II- DSS

Community Social Services Assistant-

Children's Services

Processing Assistant III- Social Services

Social Worker II

Conversion Fee (list as a %)

Hourly Rate (to be charged to Union County)

Miscellaneous Fees

Temporary Contract Contract to Hire Direct Hire

Attachment B Attachment B- Job Descriptions

RFP 2017-047
