STAFF REPORT
Meeting Date:
August 4, 2026
CONSENT
CALENDAR
8 SUBJECT: AWARD OF CONTRACTS FOR ON-CALL TEMPORARY STAFFING
SERVICES CITYWIDE
RECOMMENDATION: It is recommended that the City Council:
1. Approve the selection of the five on-call temporary staffing firms to provide on-call temporary staffing services citywide;
2. Authorize the City Manager to execute Professional Services Agreements, in a form approved by the City Attorney, with the selected On-Call temporary staffing firms for an initial three-year term, with two optional one-year extensions, with contract authority of up to $250,000 per firm per fiscal year; and
3. Find that the recommended actions are not a “project” pursuant to the California Environmental Quality Act (CEQA) Guidelines Section 15378 because the actions involve administrative and organizational activities that will not result in a direct or indirect physical change in the environment.
SUMMARY OF THE MATTER
This report recommends that the City Council approve the selection of five on-call temporary staffing firms to provide supplemental temporary staffing services to City departments on an as-needed basis.
The recommended firms are Athena Consulting, LLC; HB Staffing; Temporary Staffing Professionals, Inc.; HAN dba Staff Today; and LA Business Personnel, Inc. This action follows the completion of a formal Request for Proposals (RFP) process for on-call temporary staffing services, further described below, and establishes a pool of five prequalified on-call staffing firms to meet citywide temporary staffing needs going forward. Funding for the proposed agreements is available within existing departmental operating budget appropriations, primarily through salary savings associated with the vacant or unfilled positions that temporary staff are engaged to support.
DISCUSSION
Background
City departments periodically rely on temporary staffing services to cover position vacancies, ongoing recruitments, and employee leaves of absence. Over the past year, the city has relied on a single vendor, Temporary Staffing Professionals, Inc. (TSP), for on-call services under a council approved not-to-exceed amount of $250,000. As demand for temporary staffing support has grown across departments, staff determined that the City would benefit from contracting with multiple firms rather than a single provider, particularly to gain broader access to candidates for specialized and hard-to-fill positions, such as Information Technology and other government-focused staffing needs.
Operational Need
AWARD OF CONTRACTS FOR ON-CALL TEMPORARY STAFFING SERVICES CITYWIDE August 4, 2026
Establishing a pre-qualified pool of on-call staffing firms allows departments to access qualified temporary personnel quickly, without conducting a separate competitive procurement each time a need arises. A multi-
AWARD OF CONTRACTS FOR ON-CALL TEMPORARY STAFFING SERVICES CITYWIDE August 4, 2026
vendor pool also increases the City's flexibility and responsiveness to fluctuating departmental staffing demands, while ensuring consistent oversight of contract terms and costs across all providers.
Pursuant to Assembly Bill 339, it requires that affected labor organizations receive at least 45 days' notice prior to contracting for services within represented job classifications. Consistent with that requirement, the required 45-day notice to the represented job classifications was provided in advance of this RFP on February 19, 2026.
Request for Proposal Process
On April 6, 2026, the City released a Request for Proposals (RFP) through the City's PlanetBids portal for On-Call Temporary Staffing Services. The RFP sought qualified firms capable of providing temporary personnel across a range of job classifications to support City departments on an as-needed basis.
The City received 72 proposals in response to the RFP.
Selection Process
Proposals were evaluated through a two-step process. In the first step, staff conducted a preliminary review of all 72 proposals for initial responsiveness, screening each proposal against minimum requirements, including a minimum of five years providing staffing services to government agencies, locality to the City, references, and agreement to the City's standard professional services contract template. Based on this preliminary review, the field was narrowed to 15 proposals.
In the second step, an evaluation team reviewed the 15 shortlisted proposals in greater detail, considering each firm's qualifications, relevant experience, staffing capabilities, references, and cost reasonableness.
Based on this evaluation, staff recommends approval of the following five firms to serve as the City's prequalified on-call temporary staffing pool:
• Athena Consulting, LLC
• HB Staffing
• Temporary Staffing Professionals, Inc.
• HAN dba Staff Today
• LA Business Personnel, Inc.
Notably, Temporary Staffing Professionals, Inc. (TSP), the City's current on-call temporary staffing provider under Agreement No. 25-72, is among the firms recommended for continued inclusion in the pool, ensuring continuity of service for departments currently utilizing TSP's staff.
Contract Term and Use of On-Call Staffing Services
The agreements have an initial three-year term, with two optional one-year extensions, for a maximum potential term of five years. Departments will have the ability to engage staffing firms from the pool on an as-needed basis, consistent with approved budget appropriations. Use of multiple on-call staffing firms increases the availability of qualified temporary personnel, improves responsiveness to fluctuating departmental needs, and reduces reliance on any single provider.
AWARD OF CONTRACTS FOR ON-CALL TEMPORARY STAFFING SERVICES CITYWIDE August 4, 2026
Cost
Cost reasonableness, including proposed billing rates and markups, was included as part of the selection criteria for the recommended firms. Each Agreement identifies the firm's hourly billing rates and applicable markups rather than a fixed dollar amount, since actual utilization of any given firm will vary from year to year depending on which departments have staffing needs at a given time. To provide the City with maximum flexibility to respond to fluctuating departmental vacancies and leaves, staff recommends that the City Manager be authorized to approve utilization of up to $250,000 per firm, per fiscal year, under the rates established in each agreement. However, City staff does not anticipate using each firm for the full $250,000 amount. Actual usage of any firm, and the associated cost, will be driven by departmental staffing needs and will draw on identified budget savings resulting from the vacant or unfilled positions being temporarily covered; the $250,000 figure represents the outer limit of contract authority, not an anticipated or guaranteed level of spending. In the event utilization of a firm beyond the $250,000 annual authority, any necessary contract amendment exceeding applicable purchasing thresholds would be presented to the City Council for approval.
FINANCIAL ANALYSIS
Funding for temporary staffing services provided under the recommended agreements is available within existing departmental operating budget appropriations. As with the City's prior arrangement with TSP, temporary staffing costs are generally offset by salary savings realized from the vacant or unfilled positions that temporary staff are engaged to support. Each agreement will establish billing rates and markups rather than a fixed contract amount, and the City Manager will be authorized to approve utilization of up to $250,000 per firm, per fiscal year, under those rates. This higher authority level is intended to provide the City with flexibility to respond to staffing needs as they arise across departments; actual expenditures will depend on identified departmental staffing needs and available position savings and are not expected to reach $250,000 for every firm every year. Services will be utilized on an as-needed basis subject to available appropriations and applicable purchasing authority thresholds.
ENVIRONMENTAL ANALYSIS
The recommended action has no environmental impact.
ATTACHMENTS
1. Athena Consulting LLC Agreement (pages 5-28)
2. HB Staffing Agreement (pages 29-52)
3. HAN Agreement (pages 53-76)
4. LA Business Personnel, Inc. (pages 77-99)
5. Temporary Staffing Professionals Agreement (pages 100-123)
AWARD OF CONTRACTS FOR ON-CALL TEMPORARY STAFFING SERVICES CITYWIDE August 4, 2026
Submitted By: .Michelle Bannigan Approved: .David A Kiff Michelle Bannigan, Director of
Finance
Dave Kiff, City Manager
Report Prepared By: Coordinated With:
Eva Pierce, Procurement Officer, Finance Patrick Donegan, Assistant City Attorney Jeremy Frimond, Assistant City Manager
Amy Massey, Finance Manager