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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance ACM: David Gaines DATE: November 2, 2021 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with Buzzclan, LLC, as the primary contractor, Howroyd-Wright Employment Agency, Inc. dba AppleOne Employment Services as the secondary contractor, and Cogent Infotech Corporation as the tertiary contractor for Temporary Professional Labor Services for various City departments; providing for the expenditure of funds therefor; and providing an effective date (RFP 7717 – awarded to Buzzclan, LLC - primary, Howroyd-Wright Employment Agency, Inc. dba AppleOne Employment Services - secondary, and Cogent Infotech Corporation - tertiary, for one (1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year, not-to- exceed amount of $700,000.00). INFORMATION/BACKGROUND The proposed contract is for professional temporary labor utilized by various City departments on an as- needed basis. The contract includes administrative, clerical, financial, accounting, technical, and professional positions. The City spends approximately $130,000 for temporary professional employment services per year. Departments that primarily utilize these services include Human Resources, Capital Projects, Fleet, and Procurement. Contract Term Estimated Annual Expense Year 1 $ 130,000 Year 2 $ 130,000 Year 3 $ 130,000 Year 4 $ 130,000 Year 5 $ 130,000 Contingency $ 50,000 Total: $700,000 Vendor Award* Buzzclan, LLC Primary Howroyd-Wright Employment Agency, Inc. dba AppleOne Employment Services Secondary Cogent Infotech Corporation Tertiary City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com *If the Primary contractor fails to provide a suitable candidate for the position requested, then the Secondary contractor will be called. If the secondary contractor fails to provide a suitable candidate, the City has the right to call the tertiary contractor. Requests for Proposals were sent to 358 prospective suppliers, including 38 Denton firms. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and advertised in the local newspaper. Twenty-one (21) proposals were received and evaluated based upon published criteria including workplan, key personnel, experience, and price. Based upon this evaluation, staff recommends awarding to a primary, secondary, and tertiary vendor as follows and also shown on Exhibit 2 for a combined not-to-exceed amount of $700,000. NIGP Code Used for Solicitation: 952 - (Service Only) - Human Services & 962 - (Service Only) - Miscellaneous Services, No. 2 (Not Otherwise Classified) Notifications sent for Solicitation sent in IonWave: 358 Number of Suppliers that viewed Solicitation in IonWave: 39 HUB-Historically Underutilized Business Invitations sent out: 38 SBE-Small Business Enterprise Invitations sent out: 165 Responses from Solicitation: 21 RECOMMENDATION Award a contract with Buzzclan, LLC, Howroyd-Wright Employment Agency, Inc. dba AppleOne Employment Services, and Cogent Infotech Corporation, for Temporary Professional Labor Services for various City departments, in a one (1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $700,000. PRINCIPAL PLACE OF BUSINESS Buzzclan, LLC Dallas, TX Howroyd-Wright Employment Agency, Inc. dba AppleOne Employment Services Glendale, CA Cogent Infotech Corporation Pittsburgh, PA ESTIMATED SCHEDULE OF PROJECT This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year periods, with all terms and conditions remaining the same. FISCAL INFORMATION These products and services will be funded through the using department’s budget on an as-needed basis. The City will only pay for services rendered and is not obligated to pay the full contract amount unless needed. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Evaluation Sheet Exhibit 3: LLC Members Exhibit 4: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Christine Taylor, 940-349-7889. Legal point of contact: Marcella Lunn at 940-349-8333.