HomeMy WebLinkAboutDoc 387 - Intent to Award - Temp StaffingDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of July 6, 2011
Please see directions for completing this document on the next page.
DATE: June 23, 2011
FROM: Erik Kropp Administrative Services 388-6584
TITLE OF AGENDA ITEM:
Consideration and Board chair signature of "Notice of Intent to Award" letter, document 2011-387, for
Temporary Staffing Services.
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
A recent audit on temporary staffing services recommended that the County consider coordinating a
County -wide invitation to bid to minimize the cost to the County for temporary staffing services. Based
on this audit recommendation, an Invitation to Bid (ITB) was publicly advertised requesting
competitive bids to supply County departments with temporary employment services. Bids were based
solely on the proposed markup (defined as the percentage of the position's hourly pay rate charged by
the temporary staffing agency). The hourly rate paid to the temporary employee will be determined by
the department requesting the service at the time of the request.
In calendar year 2010, the County spent a total of $608,000 on temporary staffing agencies. The use of
temporary staffing agencies varies significantly by department and much of the work is seasonal
occurring during the summer months. The departments with the highest use (based on billings from
October 2009 — September 2010) of temporary staffing agencies are as follows: Road Department
(60%), Solid Waste (23%), and the Fair and Expo Center (12%). The types of temporary jobs required
during this billing period were: road crew (56%), attendant (11%), miscellaneous (8%), industrial (6%),
pilot car drivers (5%), night custodian (4%), administrative assistant (4%), driver (3%), and janitorial
(3%).
We received six proposals in response to the ITB from the following agencies: Express Employment
Professionals, Employment Source, Flex Force Staffing, Labor Ready Northwest, Mid Oregon
Personnel, and Certified Personnel Service Agency. Agencies bid on the following temporary jobs:
Road Crew, Custodian, Building Maintenance Worker/Groundskeeper, General Laborer, Landfill Site
Attendant, Public Works Equipment Operator, RV Park Attendant, Data Entry Specialist, Secretary,
Customer Service Clerk, and Accounting Technician. Proposers had an opportunity to make a different
bid on each position. The ITB was designed to determine the lowest bidder for each separate position.
Based on the bids, Express Employment Professionals had the lowest bid for Road Crew, Data Entry
Specialist, Secretary, Customer Service Clerk, and Accounting Technician; Certified Personnel Service
Agency had the lowest bid for Custodian, Building Maintenance Worker/Groundskeeper, General
Laborer, Landfill Site Attendant, Public Works Equipment Operator, and RV Park Attendant. The bid
from Mid Oregon Personnel was not submitted timely and is considered non-responsive.
"Attachment A" summarizes all bids received.
FISCAL IMPLICATIONS:
Staffing services are budgeted in department budgets. Approval of the temporary staffing contracts is
anticipated to result in a savings to the County.
RECOMMENDATION & ACTION REOUESTED:
Approve and authorize the chair to sign the "Notice of Intent to Award," document 2011-387.
ATTENDANCE: Erik Kropp, Deputy County Administrator
DISTRIBUTION OF DOCUMENTS:
original: Erik Kropp
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Express Employment
Professionals
'Employment Source
Labor Ready Northwest
Mid Oregon Personnel, non-
responsive bid
Certified Personnel Service
Agency
Flex Force Staffing
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form
electronically to the Board Secretary)
Date:
6/23/11
Please complete all sections above the Official Review line.
Department:
Contractor/Supplier/Consultant Name:
Admin. Services
Express Employment Professionals, 541-389-
1505 and Certified Personnel Service Agency, 541-504-9675
Contractor Contact:
Express Employment Professionals, Stephanie Miller
Certified Personnel Service Agency, Karisa Lousignont
Contractor Phone #:
above
Type of Document: Notice of Intent to Award
Goods and/or Services: Temporary Staffing Services.
Background & History:
A recent audit on temporary staffing services recommended that the County consider
coordinating a County -wide invitation to bid to minimize the cost to the County for
temporary staffing services. Based on this audit recommendation, an Invitation to Bid
(ITB) was publicly advertised requesting competitive bids to supply County departments
with temporary employment services. Bids were based solely on the proposed markup
(defined as the percentage of the position's hourly pay rate charged by the temporary
staffing agency). The hourly rate paid to the temporary employee will be determined by
the department requesting the service at the time of the request.
We received six proposals in response to the ITB from the following agencies: Express
Employment Professionals, Employment Source, Labor Ready Northwest, Flex Force
Staffing, Mid Oregon Personnel, and Certified Personnel Service Agency. Agencies bid
on the following temporary jobs: Road Crew, Custodian, Building Maintenance
Worker/Groundskeeper, General Laborer, Landfill Site Attendant, Public Works
Equipment Operator, RV Park Attendant, Data Entry Specialist, Secretary, Customer
Service Clerk, and Accounting Technician. Proposers had an opportunity to make a
different bid on each position. The ITB was designed to determine the lowest bidder for
each separate position.
Based on the bids, Express Employment Professionals had the lowest bid for Road
Crew, Data Entry Specialist, Secretary, Customer Service Clerk, and Accounting
Technician; Certified Personnel Service Agency had the lowest bid for Custodian,
Building Maintenance Worker/Groundskeeper, General Laborer, Landfill Site Attendant,
Public Works Equipment Operator, and RV Park Attendant. The bid from Mid Oregon
Personnel was not submitted timely and is considered non-responsive.
6/27/2011
Agreement Starting Date: On or about August 1, 2011] Ending
Date: August 1, 2013 with optional extensions of up to 3 years.
Annual Value or Total Payment:
During calendar year 2010, the County spent a total
of $608,000 on temporary staffing services. Based on the proposed contracts, it is
expected that these contracts will provide a cost savings to the County.
❑ Insurance Certificate Received check box)
Insurance Expiration Date:
Check all that apply:
® RFP, Solicitation or Bid Process
E Informal quotes (<$150K)
❑ Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
Funding Source: (Included in current budget? ® Yes ❑ No
If No, has budget amendment been submitted? ❑ Yes ❑ No
Is this a Grant Agreement providing revenue to the County? ❑ Yes ® No
Special conditions attached to this grant:
Deadlines for reporting to the grantor:
If a new FTE will be hired with grant funds, confirm that Personnel has been notified that
it is a grant -funded position so that this will be noted in the offer letter: ❑ Yes E No
Contact information for the person responsible for grant compliance:
Name:
Phone #:
Departmental Contact and Title: Erik Kropp, Deputy County Administrator, 388-6584
Department Director Approval:
Signature Date
Distribution of Document: Erik Kropp, Admin. Services
Official Review:
County Signature Required (check one): ❑ BOCC
❑ Department Director (if <$25K)
6/27/2011
❑ Administrator (if >$25K but <$150K; if >$150K, BOCC Order No.
Legal Review Date
Document Number 2011-387
)
6/27/2011
TES
July 6, 2011
Board of County Commissioners
1300 NW Wall St, Suite 200 • Bend, 0R 97701-1960
(541) 388-6570 • Fax (541) 385-3202
www.co.deschutes.or.us
board @ co. deschutes. or, us
Tammy Baney
Anthony DeBone
Alan Unger
Sent via e-mail and first class mail
RE: Deschutes County Invitation to Bid for Temporary Staffing Services
NOTICE OF INTENT TO AWARD CONTRACT
On July 6, 2011, the Board of County Commissioners of Deschutes County, Oregon, considered
proposals for the above -referenced service. The Board of County Commissioners determined the
best price for the service was as follows:
1. Express Employment Professionals for temporary staffing services for Road Crew, Data
Entry Specialist, Secretary, Customer Service Clerk, and Accounting Technician positions.
2. Certified Personnel Service Agency for temporary staffing services for Custodian, Building
Maintenance Worker/Groundskeeper, General Laborer, Landfill Site Attendant, Public
Works Equipment Operator, and RV Park Attendant positions.
This Notice of Intent to Award Contract is issued pursuant to Oregon Administrative Rule
(OAR) 137-047-0610. A copy of this Notice is being provided to each firm or person that
submitted a proposal for the service. Any firm or person, which believes they are adversely
affected or aggrieved by the intended award of contract set forth in this Notice, may submit a
written protest within seven (7) calendar days after the issuance of this Notice of Intent to Award
Contract to the Board of County Commissioners of Deschutes County, Oregon, 1300 NW Wall
Street, Suite 200, Bend, Oregon 97701. The seven (7) calendar day protest period will expire at
5:00 p.m. on Wednesday, July 13, 2011.
Any protest must be in writing and specify any grounds upon which the protest is based. If a
protest is filed, a hearing will be held at 10:00 a.m. on Wednesday, July 27, 2011, before the
Board of County Commissioners of Deschutes County, Oregon, acting as the Contract Review
Board, in the Deschutes Services Building, 1300 NW Wall Street, Bend, Oregon 97701.
Intent to Award Letter for Temporary Services Contract Document 201 1-387
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost -Effective Manner
If no protest is filed within the protest period, this Notice of Intent to Award Contract becomes
an Award of Contract without further action by the Board of County Commissioners unless the
Board, for good cause, rescinds this Notice before the expiration of the protest period. The
successful proposer will be required to sign a contract executed by Deschutes County.
If you have any questions regarding this Notice of Intent to Award Contract, or the procedures
under which the County is proceeding, please contact Deschutes County Deputy County
Administrator, Erik Kropp, 1300 NW Wall Street, Bend, Oregon 97701, telephone (541) 388-
6584 or fax (541) 385-3202.
Sincerely,
BOARD OF COUNTY COMMISSIONERS
DESCHUTES COUNTY, OREGON
Tammy Baney, Chair
cc w/enc: Transmitted by e-mail and first class mail on July 6, 2011, to all bidders
Intent to Award Letter for Temporary Services Contract Document 2011-387
Temporary Employment Services Invitation to Bid (ITB) - Bidders List
Mid Oregon Personnel
Samuel J. Lambert
Bend Manager
2248 NE Division
Bend, OR 97701
Office: 541-382-0445
Fax: 541-389-6094
email: sam@midoregonpersonnel.com
Certified Personnel Service Agency, Inc
Karisa Lousignont
1707 North Highway 97
P.O. BOX 514
Redmond, OR 97756
541-504-9675 office
541-504-0590 fax
email: klousignont@cpsagencyinc.com
FlexForce Staffing
Claudia Hamilton
2600 NE Division, Ste 103
Bend Oregon 97701
Phone: 541-749-7931
Fax: 541-749-7936
email: chamilton@flex-force.com
Labor Ready
Alan Aronson
755 NE 3rd St., Suite A
Bend Branch # 1118
Bend, OR 97701
Phone: 541- 318-7340
Fax: 541- 318-7382
email: 1118-BR@laborready.com
Employment Source, Inc
Scott Reynolds
1269 NW Wall Street
Bend OR 97701
Phone: (541) 389-1718
Fax: (541) 389-6096
email: sreynolds@esinw.com
Express Employment Professionals
Stephanie Miller
400 SW Bluff Drive Ste. 200
Bend, Oregon 97702
Phone: (541) 389-1505
Fax: 541-389-1581
email: stephanie.miller@expresspros.com
Intent to Award Letter for Temporary Services Contract Document 2011-387