HomeMy WebLinkAbout9048 Scope of Work - Temporary Labor ServicesRFP # 9048 – Scope of Work Page 1 of 6
RFP # 9048
Scope of Work or Technical Specifications
Temporary Labor Services
The City of Denton, hereinafter referred to as “CITY,” is seeking to contract with a provider of
temporary labor services, hereinafter referred to as “STAFFING FIRM,” to supply temporary
laborers, hereinafter referred to as “Assigned Employees,” to work varied hours per week as
needed throughout the CITY. The CITY operates various operations throughout the CITY limits,
including but not limited to, parks services, water and wastewater utilities, street construction and
repair services, electric utility services, and landfill operations. The successful vendor must have
the requested number of Assigned Employees to the CITY within 2 hours of request, excluding
expedited requests.
Services of the Assigned Employees shall be made available seven (7) days per week. STAFFING
FIRM must provide workers at work-sites and during working hours that shall be stipulated on a
Request for Service Order from the requesting departments/divisions. Advance notice shall be
provided if any schedule changes occur. During rainy days or any other events that render the
services of Assigned Employees unnecessary, Assigned Employees’ assignments shall be cancelled,
and payment shall be based on actual hours worked only. The CITY may cancel a Request for
Services Order a minimum of thirty (30) minutes prior to the scheduled assignment time.
Assigned Employees having reported for work and once on the work site, if it is determined by the
requesting department that they are not able to satisfactorily perform the work assignment for any
reason, they shall be dismissed. If an Assigned Employee is dismissed within two (2) hours, no
payment is due to STAFFING FIRM.
The CITY shall provide no transportation services, food, or beverages other than water. Assigned
Employees are to bring their own food each day (sack lunch), as they may often be at a work site
where they cannot leave, and food is not available for purchase.
A. STAFFING FIRM RESPONSIBILITIES
1) STAFFING FIRM shall administer and maintain all employment and payroll records, payroll
processing, and payment of wages and taxes for STAFFING FIRM’s Assigned Employees,
making the deductions required of employers by state, federal, and local laws, including
deductions for social security and withholding taxes. STAFFING FIRM will also be responsible
for the distribution of payroll time sheets and checks for all STAFFING FIRM’S Assigned
Employees provided under this contract.
2) STAFFING FIRM understands and acknowledges that not all Assigned Employees are CITY
employees and any assignment to the CITY does not constitute an offer of employment to
Assigned Employees.
3) STAFFING FIRM shall make all contributions for unemployment compensation funds as
required by federal and state laws and process claims as indicated.
4) STAFFING FIRM shall provide unemployment insurance and workers’ compensation benefits;
and handle unemployment and workers’ compensation claims involving Assigned Employees to
the CITY.
5) STAFFING FIRM shall be responsible for employment screening (including background and
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motor vehicle checks), testing (including drug testing), evaluations, advertising, recruitment, and
disciplinary actions involving any STAFFING FIRM’s Assigned Employees under this contract.
6) STAFFING FIRM shall assume all financial responsibilities for pre-employment drug testing
their Assigned Employee provided to CITY. STAFFING FIRM’s internal process shall be
followed. CITY shall not be informed about any test results. The results shall remain
confidential with STAFFING FIRM. If the CITY has reasonable suspicion to think a
STAFFING FIRM’s Assigned Employee may be under the influence, STAFFING FIRM shall
be notified to pick up their Assigned Employees and process the Assigned Employee under
STAFFING FIRM’s drug-testing policy. The CITY shall be able to review STAFFING FIRM’s
drug testing policy upon reasonable notice, any time during the term of this agreement.
STAFFING FIRM warrants, represents, and guarantees that its drug-testing policy is in
compliance with all federal, state, and local ordinances.
7) STAFFING FIRM shall maintain an active policy on drugs and alcohol in the workplace that
supports a drug-free environment, and be prepared to submit such policy upon CITY request.
8) STAFFING FIRM shall perform criminal background checks on all prospective Assigned
Employees prior to the Assigned Employee being considered eligible to perform duties for the
CITY. STAFFING FIRM shall comply with current EEOC guidance regarding the process for
performing and considering the results of criminal background checks in STAFFING FIRM’s
employment decisions.
9) STAFFING FIRM shall provide proof of drug testing and background screening, but not the
results, upon request to the CITY.
10) STAFFING FIRM shall ensure Assigned Employees obtain all necessary licenses and permits.
11) STAFFING FIRM shall provide Assigned Employees who meet the minimum requirements of
the job, are knowledgeable of the job assignment, and information regarding to whom the
Assigned Employee is to report. STAFFING FIRM will provide replacement workers within
four (4) hours after receipt of the call when CITY determines that an Assigned Employee is not
acceptable for any reason. The CITY reserves the right to reject, or to have replaced, any
Assigned Employee if performance is judged to be deficient by the ordering department/division.
STAFFING FIRM guarantees replacement of the assigned employee to be on the job within two
(2) hours after receipt of the call in a non-emergency situation.
12) STAFFING FIRM shall ensure that Assigned Employees can perform the essential functions of
the job assigned and are not under the influence of altering drugs, medicine, or alcohol.
13) STAFFING FIRM shall ensure all Assigned Employees report to work at the specified facility
at the scheduled time.
14) STAFFING FIRM shall understand that once a worker is assigned, the Assigned Employee
shall complete the full assignment unless the CITY Supervisor releases the Assigned
Employee.
15) STAFFING FIRM understands that an Assigned Employee(s) who leaves an assignment,
without prior notification to the CITY, shall be replaced by STAFFING FIRM within thirty
(30) minutes. In addition, the Assigned Employee who left the assignment may not be utilized
on future assignments until approved by the Contract Administrator.
16) STAFFING FIRM understands that an assigned employee shall be expected to work the time
periods specified by the requesting department.
17) STAFFING FIRM understands that the “Hourly Rate Billed to CITY” is for up to eight (8)
hours per day, forty (40) hours per workweek (straight-time), and that the straight-time rate
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shall be increased by a factor of 1.5 for each hour worked, during a single workweek (Saturday
through Friday), in excess of forty (40) hours (overtime), provided the requesting CITY
department authorized the overtime.
18) STAFFING FIRM understands that all hours worked, compensation shall be computed to the
quarter hour.
19) STAFFING FIRM is solely responsible for the provision of, and payment for, any and all
workers’ compensation claims. The CITY does not, and shall not, assume any liability for any
workers’ compensation claims, injuries, or other claims that a STAFFING FIRM’s Assigned
Employee(s) may file. Such claims shall be the sole responsibility of STAFFING FIRM.
20) STAFFING FIRM’S Assigned Employees are NOT to be accompanied on any CITY property
by acquaintances, family members, assistants, or any person unless said person is an authorized
employee of STAFFING FIRM.
21) STAFFING FIRM MUST PROVIDE ALL OSHA/CITY-REQUIRED PERSONAL
PROTECTIVE EQUIPMENT (PPE) and comply with all applicable statutes, federal, and state
laws related to employment safety.
22) Orientation of STAFFING FIRM’s Assigned Employees by CITY department/division staff
prior to work assignment shall be at no additional cost to CITY.
23) Assigned Employees shall be paid at least the federal minimum wage.
24) Assigned Employees must have identification as a STAFFING FIRM employee visible at all
times.
25) Assigned Employees must wear highly visible vests, preferably with the logo of the
STAFFING FIRM they represent. Attire must be appropriate for outside labor, including
jeans, shirts, a hat, and appropriate footwear. Attire must be clean and may not depict
inappropriate logos, including but not limited to alcohol, tobacco products, offensive language,
or adult content.
B. CITY’S RESPONSIBILITIES
1) Properly supervise Assigned Employees performing their work and be responsible for the
business operations, products, services, and intellectual property.
2) Provide a safe work site and appropriate information, training, and equipment with respect
to any hazardous substances or conditions to which the Assigned Employee may be
exposed at the work site.
3) Do not change the assigned employee’s job duties without the STAFFING FIRM’s express
prior written approval.
4) The CITY will notify the STAFFING FIRM of a safety or security requirement for a
specific job placement.
C. REMOVAL OF STAFFING FIRM’S EMPLOYEES
STAFFING FIRM agrees to utilize only experienced people in the performance of the work. The
CITY may require that the STAFFING FIRM remove from the assignment(s) covered by this
contract, Assigned Employees who endanger persons or property, or whose continued employment
under this contract is inconsistent with the interests of the CITY.
If it is determined by the requesting department/division that the Assigned Employee(s) are not
able to satisfactorily perform the work assignment, the Assigned Employee(s) shall be dismissed.
If a STAFFING FIRM’s assigned employees are dismissed within two (2) hours of arrival at the
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work site, no payment is due the STAFFING FIRM. It is the STAFFING FIRM’s duty to find a
replacement worker to meet the CITY’s needs and notify the dismissed worker that they are not to
report back to the job assignment.
D. SKILL DEFINITIONS
Level I – entry-level position with zero to two (2) years of verifiable, applicable experience.
Level II- intermediate skill set with two (2) but less than five (5) years of verifiable, applicable
experience.
Level III – advanced skill set with at least five (5) years of verifiable, applicable experience.
The skill set level must be documented through prior work experience or a test initiated by
STAFFING FIRM to indicate the skill level. The documentation must be provided to the CITY in
advance of the assignment of an Assigned Employee to a work order in order for the CITY to
access the skill level of the proposed Assigned Employee.
E. JOB DESCRIPTIONS
General Assigned Employees
The STAFFING FIRM’s Assigned Employees shall perform general laboring or maintenance
tasks for an office, department, or work team. Tasks may include general maintenance tasks
such as debris pick up, back of truck duties (yard waste and bulky), irrigation repair, painting,
lawn maintenance, assisting ground crews, and other labor tasks. Assigned Employees may use
tools and equipment such as carts, dollies, shovels, lawn equipment, mowers, and other hand
and small power tools. Assigned Employees must adhere to all safety precautions relevant to
the use of hand and powered tools. No operation of machinery or driving of vehicles.
Assigned employees must have:
• Ability to perform strenuous labor under adverse conditions.
• Ability to perform lifting, carrying, pushing or pulling tasks associated with the specific
assignment;
• Ability to ensure that safe work habits are observed
• Ability to lift, climb, bend, and kneel in order to complete assigned tasks
• Ability to tolerate working at heights from a ladder or scaffold
• Ability to follow proper safety procedures for the job, including but not limited to proper
lifting procedures and working in high-traffic areas
• Ability to follow verbal instructions
• Must be able to lift 50 lbs.
• Ability to get along with customers and co-workers
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• Ability to work outside in various weather environments
• Ability to work independently and in group settings
Evaluation Criteria
Compliance with specifications, quality, reliability, characteristics to meet stated or implied
needs (FACTOR: 30%)
Compliance with the stated specification(s) coupled with the quality and reliability of the goods
and services such as fitness for use that meets or exceeds Owner's expectations and the
characteristics of the product or service that bear on its ability to meet the stated/implied needs.
Indicators of Probable Performance under contract (FACTOR: 30%)
Indicators of probable performance under the contract to include past vendor performance,
financial resources and ability to perform, experience or demonstrated capability and
responsibility, references, and the vendor's ability to provide reliable maintenance agreements
and support.
Price, Total Cost of Ownership (FACTOR: 40%)
The price of items includes the total cost of ownership, such as installation costs, life cycle costs,
and warranty provisions.
Proposal Requirements
1. Company Background
a. Legal business name and corporate structure
b. Years in business and locations served
c. Overview of capabilities and industry experience
2. Service Approach
a. Recruitment and sourcing strategy
b. Screening, interviewing, and selection processes
c. Background checks, drug testing, and compliance procedures
d. Onboarding and orientation process
e. Plan for managing peak demand or short-notice requests
3. Staffing Categories and Capabilities
a. List of job categories the vendor can supply
b. Minimum qualifications and skill levels for each category
c. Geographic coverage and availability
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4. Pricing Proposal
a. Bill rates by labor category (regular, OT, holiday)
b. Markup structure and any volume or tenure discounts
c. Payment terms and invoicing process
5. Performance Management
a. How the vendor ensures worker quality
b. Process for handling performance issues, no-shows, and replacements
c. Proposed KPIs or service-level commitments (fill rate, time-to-fill, retention, etc.)
6. Technology and Reporting
a. Systems used for timekeeping, scheduling, and workforce management
b. Reporting capabilities (usage, spend, performance metrics)
c. Ability to integrate with client systems if needed
7. Compliance and Risk Management
a. Proof of insurance (workers comp, liability, etc.)
b. Safety training protocols
c. Compliance with labor laws and classification requirements
d. Employee vs. contractor policies
8. Account Management
a. Proposed account team structure
b. Escalation process
c. Communication plan
9. References
a. At least 3 current or recent clients similar in size or industry