Department: Human Resources
Prepared By: Amanda Elias
Staff Member Presenting:
Angela C. Lopez, Executive Director Human
Resources
Approved By:
Submitted To: Council/OHA
Approved: _______________________________
Continued To: ___________________________
Denied: __________________________________
Item No: 17
SUBJECT: AWARD OF PROFESSIONAL SERVICE AGREEMENTS WITH TEMPORARY STAFFING
AGENCIES FOR AS-NEEDED TEMPORARY STAFFING REQUIREMENTS
CITY OF ONTARIO
Agenda Report
November 21, 2023
SECTION:
CONSENT CALENDAR
RECOMMENDATION: That the City Council takes the following actions:
A. Approve and authorize the City Manager or his designee to execute a three-year Professional Services Agreement with 22nd Century Technologies, Inc. of Somerset, New Jersey, for on-call, as-needed temporary staffing requirements for a total not-to-exceed contract amount of $1,300,000;
B. Approve and authorize the City Manager or his designee to execute a three-year Professional Services Agreement with AppleOne, Inc. of Torrance, California, for on-call, as-needed temporary staffing requirements for a total not-to-exceed contract amount of $700,000; C. Approve and authorize the City Manager or his designee to execute a three-year Professional Services Agreement with Enterprise Solutions, Inc. of Santa Clara, California, for on-call, asneeded temporary staffing requirements for a total not-to-exceed contract amount of $700,000;
D. Approve and authorize the City Manager or his designee to execute a three-year Professional Services Agreement with Resource Logistics, Inc. of East Brunswick, New Jersey, for on-call, asneeded temporary staffing requirements for a total not-to-exceed contract amount of $700,000;
E. Approve and authorize the City Manager or his designee to execute a three-year Professional Services Agreement with SoftHQ, Inc. of San Diego, California, for on-call, as-needed temporary staffing requirements for a total not-to-exceed contract amount of $1,300,000; F. Approve and authorize the City Manager or his designee to execute a three-year Professional Services Agreement with Staffing Network, LLC of Oakbrook, Illinois, for on-call, as-needed temporary staffing requirements for a total not-to-exceed contract amount of $1,300,000; and
G. Authorize a total aggregate not-to-exceed three-year contract amount of $6,000,000 with 22nd Century Technologies, Inc., AppleOne, Inc., Enterprise Solutions, Inc., Resource Logistics, Inc., SoftHQ, Inc., Staffing Network, LLC.
THE FOLLOWING COUNCIL GOALS ARE BEING ACHIEVED:
Operate in a Businesslike Manner
FISCAL IMPACT: The proposed agreements for the six (6) temporary staffing agencies have a total not-to-exceed amount for year one (1) of $2,000,000. The total not-to-exceed amount for year two (2) is $2,000,000. The total not-to-exceed amount for year three (3) is of $2,000,000 for a total of not-to-exceed contract amount of $6,000,000. The City is not obligated to expend funds or guarantee service levels for the selected staffing agencies. Actual expenditures may vary due to unforeseen vacancies and workload changes throughout the City. Each City department will assume the fiscal responsibility of actively monitoring their budgets while still meeting staffing needs effectively. This action ensures that departmental expenditures related to temporary staffing services remain within the agency’s annual budgets.
BACKGROUND & ANALYSIS: The City spent a total of $1,644,000 during Fiscal Year 2022-2023 on temporary staffing services. These costs were split among two (2) temporary staffing agencies and were incurred by various City departments utilizing the services. The City requires the ongoing use of temporary staffing agencies to fulfill operational needs for short-term increases in service demands, extended employee absences due to illness, and to fill vacancies in critical positions while recruitments are in progress. On January 30, 2023, the City solicited proposals for City-Wide Temporary Staffing Services. The purpose of the Request for Proposals (RFP) was to develop an approved list of temporary staffing agencies that will work directly with the City to provide quality temporary personnel in a timely manner at established rates. As of March 1, 2023, the City received 42 proposals in response to the RFP. The evaluation committee, comprised of staff from the Human Resources, Public Works, and Community Life & Culture Agencies, recommended Agreements with six (6) of the 42 temporary staffing agencies. The proposals were evaluated on the following criteria:
1. Clarity and conformance of proposal to RFP
2. Content of the proposal
3. Proposer’s experience and performance
4. Staffing Resources
5. Fee proposal
6. References' comments
Establishing Agreements with multiple temporary staffing agencies is recommended to ensure timely and high-quality services. The non-exclusive Agreements will be for a period of three years with the option to extend any or all the Agreements for two (2) successive one (1) year extensions, subject to budget appropriations. The City may terminate any of these Agreements with seven (7) days written notice.
The table below displays the mark-up rates charged by temporary staffing agencies for different skill categories. These rates will remain fixed for the duration of the Agreements.
Clerical/Admin. Office
Staff
Information
Technology
Light Industrial
22nd Century
Technologies, Inc.
30% 30% 30%
AppleOne, Inc. 48% 55% N/A
Enterprise Solutions,
Inc.
40% 40% N/A
Resource Logistics, Inc. 32% 38% N/A
SoftHQ, Inc. 40% 40% 40%
Staffing Network, LLC 47% 47% 52%
*Light Industrial temporary positions include maintenance worker, custodial (janitor), and integrated waste collector.