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APPROVE A MOTION TO JUSTIFY EXCEPTION TO THE COMPETITIVE BID PROCESS AND ENTER INTO SERVICE AGREEMENTS WITH SIX PROVIDERS TO ESTABLISH A CITYWIDE TEMPORARY EMPLOYMENT SERVICES POOL
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve entering into service agreements with 22nd Century Tech Sled, Tryfacta, AppleOne, Info Jini Inc., Abacus, and Bolt Staffing to establish a citywide temporary employment services pool; and
2. Authorize the City Manager to execute a three (3) year service agreement with the option of two (2), one (1) year extensions to establish a citywide temporary employment services pool; and
3. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process; and
4. Authorize the City Manager to take necessary and appropriate actions to carry out the purpose and intent of the motion.
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Summary
This item is being brought before Council to approve establishing a temporary employment services pool comprised of six (6) vendors to provide temporary employment services at various levels, including Clerical, Administrative, Information Technology, Accounting and Finance, Human Resources, Project Management, Legal, Customer Service and Mid to Senior level Management Services to best meet the needs of all departments (Attachments A-F).
The City issued a Request for Proposals (RFP) for Citywide temporary services (PUR 23-036) on May 30, 2023. The City received approximately 13 completed responses from various vendors, and the RFP review committee, consisting of representatives from the City Manager, Community Services, Municipal Utilities, Information Technology, Human Resources, and Administrative Services Department, reviewed all responses.
The following vendors were deemed to be the best-evaluated agencies and were selected for a contract award:
• 22nd Century Tech Sled
• Tryfacta
• AppleOne
• Info Jini Inc.
• Abacus
• Bolt Staffing
DISCUSSION
Background
As of 2017, the City has contracted with one vendor to provide temporary employee services to various departments. The current contract with ACRO Inc. is set to expire on December 31, 2023. With the contract nearing expiration, the City issued an RFP for temporary employment services as the City may have a need to fill essential and necessary positions with temporary employees.
Present Situation
It is advantageous for the City to establish a pool of temporary services to provide for a variety of assignments requiring a wide range of skills necessary to temporarily fill positions to ensure the continuation of services citywide.
The contracts will be managed by the Human Resources Department. As needs arise for temporary staffing, Human Resources will work directly with departments to identify staffing needs, skill sets, and appropriate pay scales.
Findings
Pursuant to SMC section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. These findings include:
1. Use of the RFP process is appropriate for this contract for citywide temporary employment services because it provides the ability to bring in temporary staff and choices for selection. Establishing a pool of six (6) agencies to select temporary employment services provides a variety of skills necessary to cover different job classifications.
2. The City negotiated a contract following the solicitation of competitive proposals in accordance with SMC section 3.68.070.A.3.
FINANCIAL SUMMARY
Human Resources is requesting to enter into six (6) service agreements not to exceed a total of $500,000. The annual expenditures for Temporary Employment Services are approximately $100,000 per year. Departmental temporary staffing needs fluctuate from year to year based on staffing levels, projects, and other operational needs. The departments that utilize temporary staffing, budget for these services each year and pay through department accounts as services are being used.
Attachment A - 22nd Century Tech Sled,
Attachment B - Tryfacta
Attachment C - AppleOne
Attachment D - Info Jini Inc.
Attachment E - Abacus
Attachment F - Bolt Staffing