CITY OF OAKLAND
OFFICE OF THE CITY ADMINISTRATOR
Sabrina Landreth, City Administrator
REQUEST FOR PROPOSALS
(RFP)
For
Temporary Employment Services - 2019
Due Date: Monday, January 6, 2020 – 2:00 p.m. (Pacific) Pre-Proposal Meeting (Highly Recommended): Wednesday, December 18, 2019 at 10:00 a.m. (PST)
Lionel J. Wilson Building, Classroom 2, 150 Frank Ogawa Plaza, 2nd Floor, Suite 2352, Oakland, CA 94612.
• Advise the Project Manager via email by December 16, 2019 if a call-in to the highly recommended pre-bid meeting is needed.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________
Revised Schedule Q 04/18/17
TABLE OF CONTENTS
I. INTRODUCTION........................................................................................1 II. SCOPE OF SERVICES ...............................................................................3 III. PROPOSAL ..................................................................................................5 A. General information .....................................................................5 B. Submittal Requirements ..............................................................18 C. Required Proposal Elements and Format ..................................18 D. Rejection of Proposal Elements ...................................................22 E. Evaluation of Proposals ................................................................22 F. Interviews of Short-listed Firms ..................................................23 G. Contract Negotiations and Award ..............................................24 H. Advisories……………………………………………………….. 25
I. Classification Specifications…………………………………… 26
IV. ATTACHMENTS
A. Sample Professional Services Agreement ...................................27 B. Stand-Alone Schedules
1) Required with Proposal:
• Schedule E - Project Consultant Team ...........................47 • Schedule O - Campaign Contribution Limits………….47
• Schedule W – Border Wall Prohibition………………...47
2) Required before full contract execution
• Schedule E-2 Oakland Workforce Verification .............53 • Schedule Q Insurance Requirements ..............................55 C. City Schedules and Policies…………………………………….. 60
The Combined Contract Schedules will be collected from the successful proposer before a final decision is made and up to full contract execution. It may be viewed at:
https://www.oaklandca.gov/documents/contracts-and-compliance-forms-and-schedules or
at 250 Frank H. Ogawa Plaza Suite 3341, Oakland, CA Contracts and Compliance Division. Also, request a copy by email from
[email protected]
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 1 I. I N T R O D U C T I O N
This Request for Proposal (RFP) is being issued by the City of Oakland, Human Resources Management Department.
Pre-proposal Meeting Date and Time (Highly Recommended ): Wednesday, December 18, 2019 at 10:00 AM at Classroom 2, 150 Frank H. Ogawa Plaza, 2nd Floor, Suite 2352, Oakland, CA 94612
Deadline for Questions: 2:00 PM, December 20, 2019 by email to the Project Manager, Greg Preece at [email protected]
Proposal Submittal Deadline Date and Time: Monday, January 6, 2020 at 2:00 PM
Deliver To: Office of the City Administrator, Contracts and Compliance Division, 250 Frank Ogawa Plaza 3
rd Floor, Suite 3341, Oakland, CA 94612
Phone: (510) 238-7524
Proposals Must Be Received and Time Stamped by Contracts and Compliance Staff No Later Than - 2:00 P.M. Proposals not received at the above location by the Proposal Submittal Deadline are late and will be returned to proposers unopened.
The Contractor shall be required to comply with all applicable City programs and policies outlined in Attachment C . Details are presented in the project documents and will be discussed at the pre-proposal meeting. Discussions will include, but may not be limited to: ♦Equal Benefits for Registered Domestic Partners ♦Campaign Contribution ♦Post- project Contractor Evaluation ♦Prompt Payment ♦Arizona Boycott ♦ 50% L/SLBE ♦ Dispute Disclosure ♦Living Wage ♦Minimum Wage ♦Professional Services Local Hire ♦and Border Wall Prohibition
Contractors who wish to participate in the RFP/RFP process are required to register in iSupplier to receive addenda, updates, announcements and notification s of contracting opportunities. We recommend updating your firm’s primary email address regularly and periodically confirming that the “Products and Services” section fully represents the scope of products and services provided. If you have any questions, please email [email protected]
.
For further information and detailed iSupplier registration instructions, please visit the following link https://www.oaklandca.gov/services/register-with-isupplier
Free copies of the RFP/ RFP documents and Addenda are available in iSupplier. Hard copies will NOT be available for purchase from the City. Please consult the City website for the Plan Holder list.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 2 1. iSupplier Registration/Login:
https://www.oaklandca.gov/services/register-with-isupplier New registrants can email [email protected] for registration instructions. Allow 3 working days for approval to access bid documents through iSupplier
iSupplier Plan Holders List:
https://www.oaklandca.gov/services/active-closed-opportunties
Contact Information: The following City staffs are available to answer questions regarding this RFP.
1. Project Manager: Greg Preece at [email protected] or (510) 238-7334
2. Contract Admin: Jasmine Chan at [email protected] or (510) 238-7524
3. Contract Compliance Officer: Sophany Hang at [email protected] or (510) 238-3723
This Request for Proposals (RFP) is being issued by the City of Oakland to identify qualified firms and solicit proposals to provide temporary employees in a variety of classifications and capacities to City departments through the Human Resources Management Department. Individual Firms/Contractors identified through this process will participate as part of a pool of multiple contractors that will provide services on an on-call basis as identified by the City and specified within this RFP. All contractors that are selected for participation will be expected to provide qualified employees who have been evaluated for the requisite skills and whose backgrounds or reference checks do not preclude them from City employment.
The Human Resources Management Department intends to enter into a number of contracts to be determined by the quantity and quality of qualified proposals received in response to this RFP. Contracts will be for a period of five -years with one, two- year option to renew at the discretion of the City.
Contracts will be awarded to provide skilled temporary services to the City of Oakland for various clerical and technical, general administrative and professional (including finance, human resources) employment services. In addition, the City see ks temporary services in various areas of Information Technology (IT), legal, general heath and nursing services to satisfy support needs throughout the City.
Beginning on Friday, December 6, 2019 and continuing through Monday, January 6, 2020 at 2:00 pm, the City of Oakland will accept proposals from qualified temporary services agencies that are able to provide temporary employment services in one or more of the areas described in this Request for Proposals (RFP).
Interested firms are invited to submit proposals describing the Agency’s ability to provide general clerical and administrative, technical and/or professional services. Technical and professional services include services in the areas of finance, human resources, information technology, legal support and health and nursing.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 3 Historically, the City of Oakland has rotated requests for temporary employees among several qualified agencies. This has proved to be an equitable and mutually beneficial method of utilizing temporary agencies to me et some of the City’s periodic needs for short-term or temporary employees. Temporary employees are used to meet the City’s short-term staffing needs when no hiring lists are available for short -term emergencies, or for special projects requiring additional staff. Temporary assignments through temporary agencies are limited to a maximum of 120 days.
Because of the heavy volume of work and special projects, the City occasionally requires qualified, customer-service oriented personnel to carry out the ass igned responsibilities with a professional and efficient style. It is critical that temporary personnel be available to meet these needs in a timely manner.
In response to this Request for Proposals, we are hoping to receive competitive rate bids as well as an assurance of quality personnel that can be placed in a timely manner.
Should any contracts be terminated during the contract period, the City may make subsequent awards as necessary to maintain as many active Contractors as are necessary to meet the City’s needs. If subsequent contracts are awarded, it will be on the basis of initial bids received in response to this RFP and must meet all the terms and conditions described herein. Agencies that do not submit an offer at the time of this bid opening will not be considered for any subsequent award.
II. SCOPE OF SERVICES
Contracts will be awarded under this RFP for a period of five -years on a non-exclusive basis with one, two-year option to renew at the discretion of the City. Award of a contract does not guarantee either that the City will call for or utilize any services under the contract and does not guarantee a Contractor a minimum amount of payment in the event no services are utilized. The contract sets the covenants conditioned upon the City’s need and request for a specific service.
For consideration for an award, proposals must be acceptable and comply with the specifications and legal requirements as delineated in this RFP. City staff will review all proposals that are submitted, make an evaluation of the proposals and recommend an award of contract to one or more Respondents. Interviews, which may include on- site visits of the bidder’s local office will be conducted as a part of the evaluation process.
An award, if made, will be determined by the City Council based upon what best serves the City of Oakland. The “Percentage Markups over Rate of Pay” will be only one factor in the evaluation process. The City reserves the right to make, and herein expresses the intention, of making multiple awards.
The City will not consider untimely proposal responses. Section III is intended to provide background information to aid in preparation of proposals.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 4 Basic Requirements and Responsibilities of Respondents:
Firms interested in submitting proposals under this request should carefully read the following basic requirements and responsibilities of Respondents. The response should specify the Respondents’ willingness to comply with eac h requirement set forth below and describe any limits on Respondents’ ability or willingness to comply.
1. Notify the City of Oakland Human Resources Management Department within one business day after receipt of each job request regarding the availability o f personnel, and the name and reporting time of the individual assigned. At the City’s discretion and agreement there may be more than one business day between receipt of request and the beginning of assignment. The City also reserves the right to contac t another agency if a 24-hour reporting time is requested and not met.
2. Furnish only qualified individuals who meet the minimum qualification listed on the City of Oakland classification specification sheets furnished to the Contractor(s).
3. Grant City the right to refuse to accept, without any obligation to Contractor(s), any temporary personnel offered by Contractor(s), under this contract, based upon any lawful reason. Prior to assignment, temporary personnel may be required to report to the appropriate personnel, in person or by telephone, for orientation.
4. Grant to the City the right to remove any temporary personnel without cause at any time it deems. Payment under these circumstances shall be pro rata and limited to only the actual time the worker per formed services. New replacements will be provided within one business day after notice is given.
5. Respondent warrants it will conduct a comprehensive pre -employment check and/or background check on all personnel recommended for potential assignment to de termine suitability for employment on the basis of such factors as qualifications for job, reliability and integrity, psychological and medical fitness.
6. Respondent warrants Oakland City business license tax will be paid and kept current.
7. Respondent warrants it will conform to and comply with all local, state and federal laws and regulations in its treatment of workers it furnishes to the City, including but not limited to: the Immigration and Control Act of 1986, the Americans with Disabilities Act of 1991, payroll taxes, minimum wages, Worker’s Compensation, City, State and Federal licensing and fair employment practices. The Respondent will withhold and pay all local, state and Federal income taxes; all unemployment insurance and disability insurance ta xes, make all social Security deductions and employer contributions and maintain all payroll records.
8. Respondent shall provide each of its workers with a weekly time card, with time recordable daily in quarter hour intervals. Each worker furnished by Re spondent shall submit a completed time card to the City’s designated representative. Submissions shall be on a weekly REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 5 basis or on termination of an assignment. Once approved in writing by the City, the worker will be responsible for forwarding the time card to the Respondent. The City of Oakland will pay only for hours actually worked in quarter hour intervals.
9. The Respondent will submit weekly invoices to the requesting City of Oakland Department indicated on the Temporary Agency Employee Requisition form. The invoice will show the City’s classification title, name of Respondent’s employee, the number of hours worked to the nearest quarter hour, and the billing rate (hourly plus mark up). Invoices will also include City fund, organization, and/or proj ect number and account code based upon information furnished by the City. Copies of all signed time cards must accompany invoices.
City’s Commitments Under Contracts to be Awarded:
1. Furnish to Respondent classification specification sheets listing the minimum requirements for each classification that will be used.
2. Furnish all supplies, equipment and work necessary for Respondent employees to perform job. Inability to provide any of the above will not relieve the City of the responsibility to pay for services.
3. The City shall monitor the temporary employee’s time in placement to insure no temporary exceeds 120 working days in any one assignment.
4. The City shall pay the Respondent for hours worked by their employees at the invoiced hourly billing rate util izing the contracted percentage mark -ups. However, billing and payment obligation shall be by quarter of hour intervals.
5. Such payments shall constitute compensation to the Respondent for services including all supervisory, overhead, general administrati ve expense and profit.
6. Upon receipt of proper invoice, Respondent shall be paid 30 days in arrears for total hourly rate services furnished. Respondent’s workers will not receive any pay for hours not worked. This includes holidays.
If required to work on a City holiday, the rate of pay will be straight time. Temporary employees will receive overtime pay based upon an eight-hour workday and upon 40 hours per week in accordance with applicable State of California law or regulation.
III. THE PROPOSAL
A. GENERAL INFORMATION
1. The successful proposer selected for this service shall obtain or provide proof of having a current City of Oakland Business tax Certificate.
2. The City Council reserves the right to reject any and all bids.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 6 3. Local and Small Local Business Enterprise Program (L/SLBE)
a) Requirement – For Professional Services, 50% Local and Small Local Business Enterprise Program (L/SLBE): there is a 50% minimum participation requirement for all professional services contracts over $50,000. Consultant status as an Oakland certified local or small local firm and subcontractor/subconsultant status as an Oakland certified local or small local firm are taken into account in the calculation. The requirement may be satisfied by a certified prime consultant and/or sub- consultant(s). A business must be certified by the City of Oakland in order to earn credit toward meeting the fifty percent requirement. The City has waived small local business enterprise (SLBE) subcontracting requirements for Oakland c ertified local businesses that apply for professional services contracts as the prime con sultant with the City.
The SLBE requirements still applies for non- certified LBEs and non- local business enterprises.
b) Good Faith Effort - In light of the fifty percent requirement, good faith effort documentation is not necessary.
c) Preference Points – Preference points are earned based on the level of participation proposed prior to the award of a contract. Upon satisfying the minimum fifty percent requirement, a consultant will earn two (2) preference points. Three additional preference points may be earned at a rate of one point for every additional ten percent participation up to eighty percent participation of the total contract dollars spent with local Oakland certified firms.
d) A firm may earn up to five (5) preference points for local Oakland business participation and additional preference points for being a long term certified business in Oakland regardless of size and for having an Oakland workforce.
e) In those instances where Very Small Local Business Enterprise (VSLBE) participation is evident, the level of participation will be double-counted towards meeting the requirement.
f) Additional Preference Points f or Request for Proposal s (RFP) and Request for Qualifications (RFP) may be earned for having an Oakland resident workforce. Prime consultants seeking additional preference points for having an Oakland resident workforce must submit a completed Schedule E -2 titled the “Oakland Workforce
Verification Form” no more than 4 days after the proposal due date.
A copy of Schedule E -2 is found on
https://www.oaklandca.gov/documents/contracts-and-compliance-forms-and- schedules.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 7 g) Earning extra preference points for having an existing work force that includes Oakland residents is considered added value. The Request for Proposal “evaluation” process allows for additional preference points over and above the number of points earned for technical expertise.
Typically 100 points may be earned for the technical elements of the RFP. Preference points are awarded over and above the potential 100 points.
h) The Exit Report and Affidavit (ERA) – This report declares the level of participation achieved and will be used to calculate banked credits. The prime consultant must complete the Schedule F , Exit Report and Affidavit for, and have it executed by, each L/SLBE sub consultant and submitted to the Office of the City Administrator, Contracts and Compliance Unit, along with a copy of the final progress payment application.
i) Joint Venture and Mentor Protégé Agreements. If a prime contractor or prime consultant is able to develop a Joint Venture or “Mentor-Protégé” relationship with a certified LBE or SLBE, the mentor or Joint Venture partners will enjoy the benefit of credits against the participation requirement. In order to earn credit for Joint Venture or Mentor-Protégé relationships, the Agreement must be submitted for approval to the Office of the City Administrator, Contracts and Compliance Unit, prior to the project bid date for construction, and by proposal due date for professional services contracts. Joint Venture Applications and elements of City approved Mentor Protégé relation are available upon request.
j) Contractor shall submit information concerning the ownership and workforce composition of Contractor’s firm as well as its subcontractors and suppliers, by completing Schedule D, Ownership, Ethnicity, and Gender Questionnaire , and Schedule E, Project Consultant Team , attached and incorporated herein and made a part of this Agreement.
k) All affirmative action efforts of Contractor are subject to tracking by the City. This information or data shall be used for statistical purposes only.
All contractors are re quired to provide data regarding the make -up of their subcontractors and agents who will perform City contracts, including the race and gender of each employee and/or contractor and his or her job title or function and the methodology used by Contractor to hire and/or contract with the individual or entity in question.
l) In the recruitment of subcontractors, the City of Oakland requires all contractors to undertake nondiscriminatory and equal outreach efforts, which include outreach to minorities and women- owned businesses as REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 8 well as other segments of Oakland’s business community. The City Administrator will track the City’s MBE/WBE utilization to ensure the absence of unlawful discrimination on the basis of age, marital status, religion, gender, sexual pref erence, race, creed, color, national origin, Acquired-Immune Deficiency Syndrome (AIDS), AIDS -Related Complex (ARC) or disability.
m) In the use of such recruitment, hiring and retention of employees or subcontractors, the City of Oakland requires all contractors to undertake nondiscriminatory and equal outreach efforts which include outreach to minorities and women as well as other segments of Oakland’s business community.
4. The City’s Living Wage Ordinance
This Agreement is subject to the Oakland Living Wage Ordinance. The Living Wage Ordinance requires that nothing less than a prescribed minimum level of compensation (a living wage) be paid to employees of service Contractors (contractors) of the City and employees of CFARs (Ord. 12050 § 1, 1998). Oakland employers are also subject to the City of Oakland Minimum Wage law (see Section 5, below), and must pay employees wages and provide benefits consistent with the Mi nimum Wage law or Oakland Living Wage Ordinance, whichever are greater.
The Ordinance also requires submission of the Declaration of Compliance attached and incorporated herein as Declaration of Compliance – Living Wage Form; and made part of this Agreement, and, unless specific exemptions apply or a waiver is granted, the contractor must provide the following to its employees who perform services under or related to this Agreement:
a. Minimum compensation – Said employees shall be paid an initial hourly wage rate of $14.35 with health benefits or $ 16.47 without health benefits. These initial rates shall be upwardly adjusted each year no later than April 1 in proportion to the increase at the immediately preceding December 31 over the year earlier level of the Bay Region Consumer Price Index as published by the Bureau of Labor Statistics, U.S. Department of Labor. Effective July 1
st of each year, Contract shall
pay adjusted wage rates.
b. Health benefits – Said full- time and part -time emp loyees paid at the lower living wage rate shall be provided health benefits of at least $2.12 per hour . Contractor shall provide proof that health benefits are in effect for those employees no later than 30 days after execution of the contract or receipt of City financial assistance.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 9 c. Compensated days off – Said employees shall be entitled to twelve compensated days off per year for sick leave, vacation or personal necessity at the employee's request, and ten uncompensated days off per year for sick leave. Employees shall accrue one compensated day off per month of full time employment. Part- time employees shall accrue compensated days off in increments proportional to that accrued by full- time employees. The employees shall be eligible to use accrued days off after the first six months of employment or consistent with company policy, whichever is sooner. Paid holidays, consistent with established employer policy, may be counted toward provision of the required 12 compensated days off. Ten uncompensated da ys off shall be made available, as needed, for personal or immediate family illness after the employee has exhausted his or her accrued compensated days off for that year.
d. Federal Earned Income Credit (EIC) - To inform employees that he or she may be eligible for Earned Income Credit (EIC) and shall provide forms to apply for advance EIC payments to eligible employees. For more information, web sites include but are not lim ited to: (1) https://www.irs.gov/ and
https://www.irs.gov/credits-
deductions/individuals/earned-income-tax-credit
e. Contractor s hall provide to all employees and to Contracts and Compliance, written notice of its obligation to eligible employees under the City’s Living Wage requirements. Said notice shall be posted prominently in communal areas of the work site(s) and shall include the above-referenced information.
f. Contractor shall provide all written notices and forms required above in English, Spanish or other languages spoken by a significant number of employees within 30 days of employment under this Agreement. g. Reporting – Contractor shall maintain a listing of the name, address, hire date, occupation classification, rate of pay and benefits for each of its employees. Contractor shall provide a copy of said list to the Office of the City Administrator, Contracts and Compliance Unit, on a quarterly basis, by March 31, June 30, September 30 and December 31 for the applicable compliance period. Failure to provide said list within five days of the due date will result in liquidated damages of five hundred dollars ($500.00) for each day that the list remains outstanding.
Contractor shall maintain employee payroll and related records for a period of four (4) years after expiration of the compliance period. h. Contractor shall require subcontractors that provide services under or related to this Agreement to comply with the above Living Wage provisions. Contractor shall include the above-referenced sections in its subcontracts. Copies of said subcontracts shall be submitted to Contracts and Compliance.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 10 5. Minimum Wage Ordinance
Oakland employers are subject to Oakland’s Minimum Wage Law, whereby Oakland employees must be paid the current Minimum Wage rate.
Employers must notify employees of the annually adjusted rates by each December 15th and prominently display notices at the job site.
The law requires paid sick leave for employees and payment of service charges collected for their services. This contract is also subject to Oakland’s Living Wage Ordinance (see Section 4, above), and must pay employees wages and provide benefits co nsistent with the Living Wage Ordinance, whichever are greater.
For further information, please go to the following website:
https://www.oaklandca.gov/topics/minimum-wage-paid-leave-service- charges
6. Equal Benefits Ordinance
This Agreement is subject to the Equal Benefits Ordinance of Chapter 2.32 of the Oakland Municipal Code and its implementing regulations. The purpose of this Ordinance is to protect and further the public, health, safety, convenience, comfort, property and general welfare by requiring that public funds be expended in a manner so as to prohibit discrimination in the provision of employee benefits by City Cont ractors (contractors) between employees with spouses and employees with domestic partners, and/or between domestic partners and spouses of such employees. (Ord. 12394 (part), 2001)
The following contractors are subject to the Equal Benefits Ordinance:
Entities which enter into a "contract" with the City for an amount of twenty- five thousand dollars ($25,000.00) or more for public works or improvements to be performed, or for goods or services to be purchased or grants to be provided at the expense of the City or to be paid out of moneys deposited in the treasury or out of trust moneys under the control of or collected by the city; and Entities which enter into a "property contract" pursuant to Section 2.32.020(D) with the City in an amount of twenty -five thousand dollars ($25,000.00) or more for the exclusive use of or occupancy (1) of real property owned or controlled by the city or (2) of real property owned by others for the city’s use or occupancy, for a term exceeding twenty-nine (29) days in any calendar year.
The Ordinance shall only apply to those portions of a Contractor’s operations that occur (1) within the C ity; (2) on real property outside the City if the property is owned by the City or if the City has a right to occupy the property, and if the contract’s presence at that location is connected to a REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 11 contract with the C ity; and (3) elsewhere in the United States where work related to a C ity contract is being performed. The requirements of this chapter shall not apply to subcontracts or sub-contractors.
The Equal Benefits Ordinance requires among other things, submission of the attached and incorporated herein as Schedule N-1, Equal Benefits- Declaration of Nondiscrimination form. For more information, see http://library.municode.com/HTML/16308/level2/TIT2ADPE_CH2.32EQ BEOR.html#TOPTITLE
7. Prompt Payment Ordinance OMC Section 2.06.070 Prompt Payment Terms Required in Notices Inviting Bids, Requests for Proposals/Qualifications and Purchase Contracts
This Agreement is subject to the Prompt Payment Ordinance of Oakland Municipal Code, Title 2, Chapter 2.06. The Ordinance requires that, unless specific exemptions apply. Contractor and its subc ontractors shall pay undisputed invoices of their subcontractors for goods and/or services within twenty (20) business days of submission of invoices unless the Contractor or its subcontractors notify the Liaison in writing within five (5) business days th at there is a bona fide dispute between the Contractor or its subcontractor and claimant, in which case the Contractor or its subcontractor may withhold the disputed amount but shall pay the undisputed amount.
Disputed payments are subject to investigatio n by the City of Oakland Liaison upon the filing of a compliant. Contractor or its subcontractors opposing payment shall provide security in the form of cash, certified check or bond to cover the disputed amount and penalty during the investigation.
If Contractor or its subcontractor fails or refuses to deposit security, the City will withhold an amount sufficient to cover the claim from the next Contractor progress payment. The City, upon a determination that an undisputed invoice or payment is late, will release security deposits or withholds directly to claimants for valid claims.
Contractor and its subcontractors shall not be allowed to retain monies from subcontractor payments for goods as project retention, and are required to release subcontractor pr oject retention in proportion to the subcontractor services rendered, for which payment is due and undisputed, within five (5) business days of payment. Contractor and its subcontractors shall be required to pass on to and pay subcontractors mobilization fees within five (5) business days of being paid such fees by the City. For the purpose of posting on the City's website, Contractor and its subcontractors, are required to file notice with the City of release of retention and payment of mobilization fees, within five (5) business days of such payment or release; and, Contractors are required to file an affidavit, under penalty of perjury, REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 12 that he or she has paid all subcontractors, within five (5) business days following receipt of payment from the City, The affidavit shall provide the names and address of all subcontractors and the amount paid to each.
Contractor and its subcontractors shall include the same or similar provisions as those set forth above in this section in any contract with a contractor or subcontractor that delivers goods and/or services pursuant to or in connection with a City of Oakland purchase contract.
Prompt Payment invoice and claim forms are available at the following City of Oakland website:
https://www.oaklandca.gov/resources/prompt-
payment-forms or at Contracts and Compliance, 250 Frank H. Ogawa Plaza, Suite 3341, Oakland, CA 94612. Invoice and claim inquiries should be directed to Vivian Inman, City of Oa kland Prompt Payment Liaison, 510- 238-6261 or email
[email protected].
8. Non-Discrimination/Equal Employment Practices
Contractor shall not discriminate or permit discrimination against any person or group of persons in any manner prohibited by federal, state or local laws. During the performance of this Agreement, Contractor agrees as follows:
a. Contractor and Contractor’s sub-contractors, if any, shall not discriminate against any employee or applicant for employment because of age, marital status, religion, gender, sexual preference, race, creed, color, national origin, Acquired-Immune Deficiency Syndrome (AIDS), AIDS-Related Complex (ARC) or disability. This nondiscrimination policy shall include, but not be limited to, the following: employment, upgrading, failure to promote, demotion or transfer, recruitment advertising, layoffs, termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship.
b. Contractor and Contractor’s Sub-contractors shall state in all solicitations or advertisements for employees placed by or on behalf of Contractor that all qualified applicants will receive consideration for employment without regard to age, marital status, religion, gender, sexual preference, race, creed, color, national origin, Acquired- Immune Deficiency Syndrome (AIDS), AIDS-Related Complex (ARC) or disability.
c. Contractor shall make its goods, services, and facilities accessible to people with disabilities and shall verify compliance with the Americans with Disabilities Act by executing Declaration of Compliance with the Americans with Disabilities Act, attached hereto and incorporated herein.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 13 d. If applicable, Contractor will send to each labor union or representative of workers with whom Contractor has a collective bargaining agreement or contract or understanding, a notice advising the labor union or workers’ representative of Contractor’s commitments under this nondiscrimination clause and shall post copies of the notice in conspicuous places available to employees and applicants for employment.
e. Contractor shall submit information concerning the ownership and workforce composition of Contractor’s firm as well as its sub-Contractors and suppliers, by completing the Ownership, Ethnicity and Gender Questionnaire.
f. The Project Contractor Team attached and incorporated herein and made a part of this Agreement, Exit Report and Affidavit, attached and incorporated herein and made a part of this Agreement.
g. All affirmative action efforts of Contractors are subject to tracking by the City. This information or data shall be used for statistical purposes only.
All Contractors are required to provide data regarding the make -up of their sub-Contractors and agents who will perf orm City contracts, including the race and gender of each employee and/or Contractor and his or her job title or function and the methodology used by Contractor to hire and/or contract with the individual or entity in question.
h. The City will immediately r eport evidence or instances of apparent discrimination in City or Agency contracts to the appropriate State and Federal agencies, and will take action against Contractors who are found to be engaging in discriminatory acts or practices by an appropriate State or Federal agency or court of law, up to and including termination or debarment.
i. In the recruitment of sub -Contractors, the City of Oakland requires all Contractors to undertake nondiscriminatory and equal outreach efforts, which include outreach to minorities and women- owned businesses as well as other segments of Oakland’s business community. The City Administrator will track the City’s MBE/WBE utilization to ensure the absence of unlawful discrimination on the basis of age, marital status, religion, gender, sexual preference, race, creed, color, national origin, Acquired-Immune Deficiency Syndrome (AIDS), AIDS -Related Complex (ARC) or disability.
j. In the use of such recruitment, hiring and retention of employees or sub- Contractors, the City of Oakland requires all Contractors to undertake nondiscriminatory and equal outreach efforts which include outreach to minorities and women as well as other segments of Oakland’s business community.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 14 9. Arizona and Arizona-Based Businesses
Contractor agrees that in accordance with Resolution No. 82727 C.M.S., neither it nor any of its subsidiaries, affiliates or agents that will provide services under this agreement is currently headquartered in the State of Arizona, and shall not establish an Ar izona business headquarters for the duration of this agreement with the City of Oakland or until Arizona rescinds SB 1070.
Contractor acknowledges it s duty to notify Contracts and C ompliance Division, Office of the City Administrator if it’s Business Entity or any of its subsidiaries affiliates or agents subsequently relocates its headquarters to the State of Arizona. Such relocation shall be a basis for termination of this agreement.
10. Border Wall Ordinance
This contract is subject to the Border Wall Ordin ance of Oakland Municipal Code (Ordinance 13459 C.M.S, passed November 28, 2017) and effective immediately upon adoption. The purpose of the ordinance is to mandate and direct the City Administrator- in instances where there is no significant additional cost, to be defined in regulations, or conflict with law- to refrain from entering into new or amended contracts to purchase professional, technical, scientific or financial services, goods, construction labor and materials or other services, or supplies from businesses that enter into contracts to provide such services, goods, materials or supplies to build the U.S.-Mexico border wall;
The City of Oakland shall be prohibited from entering into any contractual agreement for the purchase of services, goods, equipment, cyber network or cloud computing, internet, or cloud-based computer technology or services with any "BORDER WALL ENTITY" individual, firm, or financial institution who provides any services, goods, equipment or information technology or cloud- based technology or services, to construction of the a wall along any part of the United States - Mexico border.
All vendors seeking to do business with the City of Oakland must are complete and sign “Schedule W” as a statement of compliance wit h Ordinance 13459 C.M.S,
11. Pending Dispute Disclosure Policy:
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 15 Contractors are required to disclose pending disputes with the City of Oakland when they are involved in submitting bids, proposals or applications for a City contract or transact ion involving professional services. This includes contract amendments. Contractor agrees to disclose, and has disclosed, any and all pending disputes to the City prior to execution of this agreement. The City will provide a form for such disclosure upon Contractor’s request. Failure to disclose pending disputes prior to execution of this amendment shall be a basis for termination of this agreement.
12. City of Oakland Campaign Contribution Limits
This Agreement is subject to the City of Oakland Campaign Reform Act of Chapter 3.12 of the Oakland Municipal Code and its implementing regulations if it requires Council approval. The City of Oakland Campaign Reform Act prohibits Contractors that are doing business or seeking to do business with the City of Oakland from making campaign contributions to Oakland candidates between commencement of negotiations and either 180 days after completion of, or termination of, contract negotiations. If this Agreement requires Council approval, Contractor must sign and date an Acknowledgment of Campaign Contribution Limits Form.
13. Nuclear Free Zone Disclosure
Contractor represents, pursuant to the combined form Nuclear Free Zone Disclosure Form that Contractor is in compliance with the City of Oakland’s restrictions on doing business with service providers considered nuclear weapons makers. Prior to execution of this agreement, Contractor shall complete the combined form, attached hereto.
14. Sample Professional Service Agreement
This Agreement is subject to the attached Sample Professional Service Agreement.
15. Insurance Requirements
The Contractor will be required to provide proof of all insurance required for the work prior to execution of the contract, including copies of the Contractor’s insurance policies if and when requested. Failure to provide the insurance proof requested or failure to do so in a timely manner shall constitute grounds for rescission of the contract award.
The Contractor shall name the City of Oakland, its Council members, directors, officers, agents, employees and volunteers as additional insured in its Comprehensive Commercial General Liability and Automobile Liability policies. If Contractor submits the ACORD Insurance Certificate, REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 16 the additional insured endorsement must be set forth on a CG20 10 11 85 form and/or CA 20 48 - Designated Insured Form (for business auto insurance).
Please Note: A statement of additional insured endorsement on the ACORD insurance certificate is insufficient and will be rejected as proof of the additional insured requirement.
Unless a written waiver is obtained from the City’s Risk Manager, Contractors must provide the insurance as found at
https://www.oaklandca.gov/documents/contracts-and-compliance-forms- and-schedules (Schedule Q). A copy of the requirements is attached and incorporated herein by reference. Liability insurance sha ll be provided in accordance with the requirements specified.
When providing the insurance, include the Project Name and Project Number on the ACORD form in the section marked Description of Operations/Locations.
When providing the insurance, the “Certificate Holder” should be listed as:
City of Oakland , Contracts and Compliance , 250 Frank H. Ogawa Plaza, Suite 3341, Oakland, CA 94612.
16. City Contractor Performance Evaluation
At the end of the project, the Project Manager will evaluate the Contractor’s Performance in accordance with the City Contractor P erformance Evaluation program.
17. Violation Of Federal, State, City/Agency Laws, Programs Or Policies:
The City or Agency may, in their sole discretion, consider violations of any programs and policies described or referenced in this Request for Proposal, a material breach and may take enforcement action provided under the law, programs or policies, and/or terminate the contract, debar contractors from further contracts with City and Agency and/or take any other acti on or invoke any other remedy available under law or equity.
18. Contractor’s Qualifications
Contractor represents that Contractor has the qualifications and skills necessary to perform the services under this Agreement in a competent and professional manner without the advice or direction of t he City.
Contractor’s services will be performed in accordance with the generally accepted principles and practices applicable to Contractor’s trade or profession. The Contractor warrants that the Contractor, and the Contractor’s employees and sub- contractors are properly licensed, registered, and/or certified as may be required under any applicable federal, state and local laws, statutes, ordinances, rules and regulations relating to Contractor’s performance of the Se rvices. All Services provided pursuant REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 17 to this Agreement shall comply with all applicable laws and regulations.
Contractor will promptly advise City of any change in the applicable laws, regulations, or other conditions that may affect City’s program. This means Contractor is able to fulfill the requirements of this Agreement. Failure to perform all of the services required under this Agreement will constitute a material breach of the Agreement and may be cause for termination of the Agreement. Contractor has complete and sole discretion for the manner in which the work unde r this Agreement is performed. Prior to execution of this agreement, Contractor shall complete the Independent Contractor Questionnaire, Part A, attached hereto.
19. The following City staff are available to answer questions:
RFP and Project related issues:
Project Manager: Greg Preece, (510) 238-7334
Contract Analyst: Jasmine Chan, (510) 238-7524
Compliance Officer: Sophany Hang, (510) 238-3723
20. All responses to the RFP become the property of the City.
21. The RFP does not commit the City to award a contract or to pay any cost incurred in the preparation of the proposal.
22. The City reserves the sole right to evaluate each proposal and to accept or reject any or all proposals received as a result of the RFP process.
23. The City reserves the unqualified right to modify, suspend, or terminate at its sole discretion any and all aspects of the RFP and/or RFP process, to obtain further information from any and all Contractor teams and to waive any defects as to form or content of the RFP or any re sponses by any contractor teams
24. The City may require a service provider to participate in negotiations and submit technical information or other revisions to the service provider’s qualifications as may result from negotiations.
25. All documents and information submitted to the City of Oakland in response to an RFP are public records pursuant to California Government Code, Sections 6254, et seq. and City of Oakland Sunshine Ordinance, Oakland Municipal Code Chapter 2.20. The City shall disclose such documents and information upon request by any member of the public, absent a mandatory duty to withhold or a discretionary exemption that the City may choose to exercise. The City shall not in any way be liable or responsible for any disclosures of documents or information made pursuant to a request under the Public Records Act or the City of Oakland Sunshine Ordinance.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 18 26. The Fair Political Practices Act and/or California Government Code Section 1090, among other statutes and regulations may prohibit the City from contracting with a service provider if the service provider or an employee, officer or director of the service providers’ firm, or any immediate famil y of the preceding, or any sub-contractor or contractor of the service provider, is serving as a public official, elected official, employee, board or commission member of the City who will award or influence the awarding of the contract or otherwise participate in the makin g of the contract. The making of a contract includes actions that are preliminary or preparatory to the selection of a contractor such as, but not limited to, involvement in the reasoning, planning and/or drafting of solicitations for bids and RFP s, feasibility studies, master plans or preliminary discussions or negotiations.
B. SUBMITTAL REQUIREMENTS
Submit six (6) copies of proposal. The proposals are due at the Department of Contracts and Compliance, Office of the City Administrator, 250 Frank H.
Ogawa Plaza, Suite 3341, Oakland, CA 94612 time stamped by no later than 2:00 P.M. January 6, 2020. Proposals not received at the above location by the Proposal Submittal Deadline are late and will be returned to proposers unopened.
All proposals submitted via US Mail or common c arrier must be delivered in a sealed package with the project name, submittal date, time and location of the proposals on the outside of the package or the documents.
C. REQUIRED PROPOSAL ELEMENTS AND FORMAT
1. Transmittal Letter
a. For the transmittal letter, only. Addressed to Greg Preece, HRM/Recruitment, Classification and Benefits Division, 150 Frank Ogawa Plaza, 2
nd Floor, Suite 2352, Oakland, California,
94612. (Please do not submit proposals to this address or forward proposals to this address.)
b. Signed by an officer of the consultant. In case of joint venture or other joint-prime relationship, an officer of each venture partner shall sign.
2. Project Team
a. In response to this RFP, the prime contractor shall be qualified consulting firm. For LBEs/SLBEs, submit a copy of current business license and date established in Oakland.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 19 b. Sub-Consultants (if used): list addresses, telephone numbers and areas of expertise of each. Briefly describe the project responsibility of each team member. Identify which contractors are MBE, WBE, Local Business Enterprises (LBE) and Small Local Business Enterprise (SLBE). Additionally, for
LBEs/SLBEs, submit a copy of current business license and date established in Oakland.
3. Project Personnel
a. Prime(s): Provide a detailed resume of the proposed principal-in- charge, l ead person and the project manager(s). The Project Manager(s) shall be a full-time employee of the prime(s). Clearly identify experience.
b. Sub- Consultants: Provide a detailed resume of the proposed project manager, who shall be a full -time employee of each sub - contractor for this project. Clearly identify relevant experience.
He/she shall be a professional currently licensed in the State of California.
4. Relevant Experience
a. Describe experiences performing similar functions in three local government operations to include a brief description of recommendations and outcomes.
b. If the team has worked together collaboratively, please include a description of this work.
c. Describe experiences and ability to work effectively with City staff, community groups, and other stakeholders.
5. Project Approach and Organization
a. Present your concept of the approach and organization required for this project. Indicate your understanding of the critical project elements.
b. Describe how you intend to interface with City staff and the community.
6. References
a. Prime Consultant (s): Three business related references, giving name, company, address, telephone number and business
relationship.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 20 b. Proposed Project Manager(s): Two business related references, giving name, company, address, telephone number and business relationship to project manager.
7. Billing Rates
a. Provide a complete list of all staff hourly rates by category, i.e., Principal, Project Manager, Proj ect Professional, Technician, Clerical, etc. Hourly rates shall be all -inclusive, i.e., base salary, fringe benefits, overhead, profit, etc.
b. Shall be all-inclusive, i.e., base salary, fringe benefits, overhead, profit, etc.
8. Submittals are validated using the following RFP Checklist. a Schedules (Required with submission)
1. Schedule E - Project Consultant Team
2. Schedule O - Campaign Contribution Limits
3. Schedule W – Border Wall Prohibition
9. Other schedules must be submitted prior to full contract execution and are available at
https://www.oaklandca.gov/documents/contracts-and-compliance-forms-and- schedules
10. Addenda - Proposal and Acknowledgment of all Addenda – if issued, please provide signed addenda and submit with proposal.
11. Proprietary Information: All responses to the RFP become the property of the City. To withhold financial and proprietary information, please label each page as "confidential" or "proprietary".
12. Public Records Act or Sunshine Ordinance: Although a document may be labeled "confidential" or "proprietary", information is still subject to disclosure under the Public Records Act or Sunshine Ordinance, and is, at the City's discretion, based on the potential impact of the public’s interests whether to disclose "confidential" or "proprietary" information.
Proposals must include the following information about respondent(s):
1. The name and address of your agency and the branch office through which you propose to service awarded contracts. Provide the name, title, address and telephone number of the contact person from your agency that the City should contact with questions regarding your proposal.
2. A list of contracts under which the Respondent has provided similar services during the past three or more years. Names and addresses of REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 21 firms must be provided. Similar services would include providing temporary personnel or registration services for other governmental jurisdictions or private sector organizations with 3,000 or more employees. If a list of similar contracts cannot be furnished, other business references may be used. Include names and phone numbers of each individual reference.
3. A narrative statement of the proposed method of operation together with an organization chart of the Respondent’s organization indicating the flow of responsibilities of the personnel with administrative responsibilities for providing qualified temporary employees. The narrative s tatement and chart are to describe operations only at the office that will provide services if the contract is awarded to the firm.
4. Information sufficient to establish the integrity, reputation, and standing of the Respondent in the business community and that of its principal officers including their past record of performance.
5. The Respondent’s per hour pay rate by classification of workers to be provided as temporary employees and Respondent’s proposed Percentage Mark-up over hourly rate of pay (the proposed cost to the City for utilizing the required services). Such rates shall constitute compensation per worker to the Respondent for all services including all supervisory, overhead, general administrative expense and profit.
6. A narrative statement of th e proposed method of operation including the Respondent’s plans for employing Oakland residents whenever possible.
7. A statement demonstrating the financial ability of the organization to fulfill the terms of this Request for Proposal. This may be demonstr ated either on the basis of existing operations within the City of Oakland or a statement showing the financing required to establish and operate a business which would meet the specifications and the ability to secure such financing including available assets and credit references.
8. A representation that the Respondent agrees to the following clauses in the contract: “All work will be performed to the satisfaction of the Director of the Human Resources Management.”
9. Any additional information about your agency you believe the City should consider in evaluating your proposal.
Each proposal that is submitted for consideration must contain the following information about services:
1. A statement covering the Respondents’ hiring practices for temporary personnel. Please make specific references to:
a. the source of employees
b. method of recruiting
c. testing procedures
d. sample and/or description of written examinations, if administered e. screening procedures
f. interview procedures
g. placement procedures
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 22 D. REJECTION OF PROPOSAL ELEMENTS
The City reserves the right to reject any or all proposals, whether minimum qualifications are met, and to modi fy, postpone, or cancel this RFP without liability, obligation, or commitment to any party, firm, or organization. The City reserves the right to request and obtain additional information from any candidate submitting a proposal. A proposal may be rejected for any of the following reasons:
Proposal received after designated time and date.
Proposal not in compliance with the City of Oakland Local/Small Local Business Enterprise Program.
Proposal not containing the required elements, exhibits, nor organized in the required format.
Proposal considered not fully responsive to this RFP.
E. EVALUATION OF PROPOSALS – SUBJECT TO CHANGE
The following sample of criteria and the points for e ach criterion, for a total of 100 points, may be used in evaluating and rating the proposals:
1) Relevant Experience …………………………………………..20 points
Past, recently completed, or on-going local government projects to substantiate experience.
Experience on at least three (3) projects providing services like those described in this RFP.
Prior experience and ability to work with City staff, community groups, and other stakeholders.
2) Qualifications ……………………………………………….15 points
Professional background and qualifications of team members and firms comprising the team.
3) Organization ……………………………………………….20 points
Current workload, available staff and resources.
Capacity and flexibility to meet schedules, including any unexpected work.
Ability to perform on short notice and under time constraints. Cost control procedures in design and construction.
Ability to perform numerous projects at the same time. 4) Approach …………………………………………………….20 points
Understanding of the nature and extent of the services required. A specific outline of how the work will be performed. Awareness of potential problems and providing possible solutions.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 23 Special resources the team offers that are relevant to the successful completion of the project.
5) L/SLBE Certified Business Participation ............................10 Points
6) Other Factors……………………………………………….15 points
Presentation, completeness, clarity, organization, and responsiveness of proposal.
F. INTERVIEWS OF SHORT-LISTED FIRMS – SUBJECT TO CHANGE
Interviews/possible site visits of short-listed qualified candidates may be held if a selection is not made from the evaluation phase.
Overall Rating Criteria: The following specific criteria and the points for each criterion, for a total of 100 points, will be used in evaluating and rating the short-listed firms:
a) Presentation:……………………………………………..40 points
(Scoring criteria is similar to that of the proposal criteria.) Relevant Experience
Qualifications.
Organization.
Approach.
Other Factors
b) Request for Proposal Submittal:…………………………35 points
Total points from the initial review of proposals will be allocated proportionally based on a maximum allowance of 35 points.
c) Interview / Questions:……………………………………25 points
Selection Criteria:
A committee, headed by the Project Manager, will conduct the Temporary Services selection process. This committee will evaluate the responses to this Request for Proposal and select finalists to interview. Site visits may be included.
Finalist interviews and site visits are expected to be held the week of January 30, 2020. Following these interviews and site visits, the committee will make recommendations to the City Council to award a contract, or multiple contracts, in each area as determined to be in the best interest of the City.
The committee's evaluation will be based on, but not limited to:
• The ability to provide qualified temporary clerical personnel at a pay rate that minimally complies with the City’s Living Wage Ordinance.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 24 • The fees, charges and overall expenses of the contract; • Responsiveness to this Request for Proposals, including compliance with the requirements of the attached boilerplate contract.
• References and recommendations from former or existing clients;
For a proposal to be considered by the committee, each agency must respond to this request for proposal by submitting all information requested. The company must submit 6 copies of its proposal. The response must be submitted on standard 8-1/2 by 11 paper. T he proposal must be accompanied by a cover letter on the company's official letterhead, signed by an authorized representative of the company, and respond to each applicable statement or question in Section IV.
Only those contractors meeting the relevant experience and submit the RFP will be invited for interviews.
1) The City anticipates the tentative schedule of events to be as follows:
Distribution of RFP December 6, 2019
Pre-proposal Meeting 10:00 a.m., December 18, 2019 Submission of RFP 2:00 p.m., January 6, 2020 Evaluation of Rankings January 20, 2020 Notification of Interviews January 24, 2020 Interviews January 30-31, 2020 Contract Negotiations April 8, 2020 Contract Documentation Distribution April 20, 2020 Contract Award May 1, 2020
G. CONTRACT NEGOTIATIONS AND AWARD- SUBJECT TO CHANGE
1. The completion of this evaluation process will result in the contractor being numerically ranked. The contractor ranked first will be invited to participate in contract negotiations. Should the City and the first ranked contractor not be able to reach an agreement as to the contract terms within a reasonable timeframe, the City may terminate the negotiations and begin negotiations with the contractor that is next in line.
2. The contract amount (including reimbursements ) shall be a not to exceed amount, to be established based upon a mutually agreeable Scope of Services and fee schedule.
3. The City will withhold the final 10% of contract amount pending successful completion of work.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 25 4. Upon successful completion of the negotiat ions, the City Administrator will award the contract to the selected contractor.
5. A sample City standard professional services agreement is inc luded in the RFP as referenced as Attachment A “Sample Agreement ”. The selected contractor will be required to enter into a contract that contains similar terms and conditions as in the standard agreement. Please not e that the City Attorney’s Office is typically not inclined to make any modifications to the standard agreement terms and provisions.
6. Upon award the City will issue a Notice to proceed.
7. The selected contractor and its other members will be required to maintain auditable records, documents, and papers for inspection by authorized local, state and federal representati ves. Therefore, the c ontractor and its other members may be required to undergo an evaluation to demonstrate that the contractor uses recognized accounting and financial procedures.
H. ADVISORIES
The City may cancel this Request for Proposal, in whole or in part, or may reject all proposals submitted in response, or may procure service of multiple vendors, whenever such action is determined to be fiscally advantageous to the City or otherwise in its best interest.
The City reserves the right to waive or permit cure of minor informalities and to conduct discussions and negotiations with any qualified Respondent in any manner necessary to serve the best interest of the City. The City also reserves the right, in its sole discretion, to award a contract based upon the written proposals received without prior discussions or negotiations.
All proposals become the property of the City of Oakland. The City reserves the right to reject any and all proposals, and is not responsible for any costs incurred by a Respondent in preparing and submitting a proposal. It is further understood that the Respondent will have independently evaluated the information in this Request for Proposal and that the City makes no guarantee of data accuracy.
Any provision of any contract arising hereunder is voidable if that provision is in violation of laws of the State of California or the United States, or becomes inoperative due to changes in state or federal law or valid state or federal regulations.
Any award, if made, will be made on the basis of what the City believes to be in its best interest and its decision will be final. Notification will be made in writing.
The City reserves the right to award any number of contracts for any number of services.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 26 I. CLASSIFICATION SPECIFICATIONS
The list of classification specifications below represent the types of positions for which the City typically utilizes temporary services. This list is NOT all inclusive. The classification specifications below can be obtained at the following link: https://www.governmentjobs.com/careers/oaklandca/classspecs
• Office Assistant II
• Administrative Assistant I
• Administrative Assistant II
• Public Service Representative
• Human Resource Clerk
• Account Clerk II
• Accountant II
• Information Systems Specialist I
• Paralegal
• Nurse Case Manager
END OF RFP
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 27 ATTACHMENT A
SAMPLE ONLY
PROFESSIONAL OR SPECIALIZED SERVICE AGREEMENT
BETWEEN THE CITY OF OAKLAND
AND
Name of Contractor
Whereas, the City Council has authorized the City Administrator to enter into contracts for professional or specialized services if the mandates of Oakland City Charter Section 902(e) have been met.
Now therefore the parties to this Agreement covenant as follows:
1. Parties and Effective Date
This Agreement is made and entered into as of Month, date, year between the City of Oakland, a municipal corporation, (“City”), One Frank H. Ogawa Plaza, Oakland, California 94612, and Name of Contractor (“Contractor”)
2. Scope of Services
Contractor agrees to perform the services specified in Schedule A, Scope of Services attached to this Agreement and incorporated herein by reference. Contractor shall designate an individual who shall be responsible for communications with the City for the duration of this Agreement. Schedule A includes the manner of payment. The Project Manager for the City shall be Project Manager.
3. Time of Performance
Contractor’s services shall begin on Month, Date, Year and shall be completed Month, Date, Year.
4. Compensation and Method of Payment
Contractor will be paid for performance of the scope of services an amount that will be based upon actual costs but that will be “Capped” so as not to exceed $Amount, based upon the scope of services in Schedule A and the budget by deliverable task and billing rates in Schedule B. The maximum that will be charged for the entire scope of work will not exceed the Capped amount, even if the Contractor’s actual costs exceed the Capped amount.
Invoices shall state a descripti on of the deliverable completed and the amount due.
Payment will be due upon completion and acceptance of the deliverables as specified in the Scope of Services.
In the aggregate, progress payments will not exceed ninety percent (90%) of the total amount of the contract, with the balance to be paid upon satisfactory completion of the
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 28 contract. Progress, or other payments, will be based on at least equivalent services rendered, and will not be made in advance of services rendered.
In computing the amount of any progress payment (this includes any partial payment of the contract price during the progress of the work, even though the work is broken down into clearly identifiable stages, or separate tasks), the City will determine the amount that the contractor has earned during the period for which payment is being made, based on the contract terms. The City will retain out of such earnings an amount at least equal to ten percent (10%), pending satisfactory completion of the entire contract.
5. Independent Contractor
a. Rights and Responsibilities
It is expressly agreed that in the performance of the services necessary to carry out this Agreement, Contractor shall be, and is, an independent contractor, and is not an employee of the City. Contractor has and shall retain the right to exercise full control and supervision of the services, and full control over the employment, direction, compensation and discharge of all persons assisting Contractor in the performance of Contractor’s services hereunder. Contractor shall be solely responsible for all matters relating to the payment of his/her employees, including compliance with social security, withholding and all other regulations governing such matters, and shall be solely responsible for Contractor's own acts and those of Contractor’s subordinates and employees. Contractor will determine the method, details and means of performing the services described in Schedule A.
b. Contractor’s Qualifications
Contractor represents that Contractor has the qualifications and skills necessary to perform the services under this Agreement in a competent and professional manner without the advice or direction of The City. The Contractor warrants that the Contractor, and the Contractor’s employees and sub- consultants are properly licensed, registered, and/or certified as may be required under any applicable federal, state and local laws, statutes, ordinances, rules and regulations relating to Contractor’s performance of the Services. All Services provided pursuant to this Agreement shall comply with all applicable laws and regulations. Contractor will promptly advise City of any change in the applicable laws, regulations, or other conditions that may affect City’s program. This means Contractor can fulfill the requirements of this Agreement. Failure to perform all the services required under this Agreement will constitute a material breach of the Agreement and may be cause for termination of the Agreement. Contractor has complete and sole discretion for the manner in which the work under this Agreement is performed. Prior to execution of this agreement, Contractor shall complete Schedule M, Independent Contractor Questionnaire, attached hereto.
c. Payment of Income Taxes
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 29 Contractor is responsible for paying, when due, all income taxes, including estimated taxes, incurred because of the compensation paid by the City to Contractor for services under this Agreement. On request, Contractor will provide the City with proof of timely payment. Contractor agrees to indemnify the City for any claims, costs, losses, fees, penalties, interest or damages suffered by the City resulting from Contractor’s failure to comply with this provision.
d. Non-Exclusive Relationship
Contractor may perform services for, and contract with, as many additional clients, persons or companies as Contractor, in his or her sole discretion, sees fit.
e. Tools, Materials and Equipment
Contractor will supply all tools, materials and equipment required to perform the services under this Agreement.
f. Cooperation of the City
The City agrees to comply with all reasonable requests of Contractor necessary to the performance of Contractor’s duties under this Agreement.
g. Extra Work
Contractor will do no extra work under this Agreement without first receiving prior written authorization from the City.
6. Proprietary or Confidential Information of the City
Contractor understands and agrees that, in the performance of the work or services under this Agreement or in contemplation thereof, Contractor may have access to private or confidential information which may be owned or controlled by the City and that such information may contain proprietary or confidential details, the disclosure of which to third parties may be damaging to the City. Contractor agrees that all information disclosed by the City to Contractor shall be held in confidence and used only in performance of the Agreement. Contractor shall exercise the same standard of care to protect such information as a reasonably prudent contractor would use to protect its own proprietary data.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 30 7. Ownership of Results
Any interest of Contractor or its Subcontractors, in specifications, studies, reports, memoranda, computation documents prepared by Contractor or its Subcontractors in drawings, plans, sheets or other connection with services to be performed under this Agreement shall be assigned and transmitted to the City. However, Contractor may retain and use copies for reference an d as documentation of its experience and capabilities.
8. Copyright
Contractor shall execute appropriate documents to assign to the City the copyright to works created pursuant to this Agreement.
9. Audit
Contractor shall maintain (a) a full set of accounting records in accordance with generally accepted accounting principles and procedures for all funds received under this Agreement; and (b) full and complete documentation of performance related matters such as benchmarks and deliverables associated with this Agreement.
Contractor shall (a) permit the City to have access to those records for making an audit, examination or review of financial and performance data pertaining to this Agreement; and (b) maintain such records for a period of four years following the last fiscal year during which the City paid an invoice to Contractor under this Agreement.
In addition to the above, Contractor agrees to comply with all audit, inspection, recordkeeping and fiscal reporting requirements incorporated by reference.
10. Agents/Brokers
Contractor warrants that Contractor has not employed or retained any subcontractor, agent, company or person other than bona fide, full-time employees of Contractor working solely for Contractor, to solicit or secure this Agreement, and that Contractor has not paid or agreed to pay any subcontractor, agent, company or persons other than bona fide employees any fee, commission, percentage, gifts or any other consideration, contingent upon or resulting from the award of this Agreement. For breach or violation of this warranty, the City shall have the right to rescind this Agreement without liability or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of such fee, commission, percentage or gift.
11. Assignment
Contractor shall not assign or otherwise transfer any rights, duties, obligations or interest in this Agreement or arising hereunder to any person, persons, entity or entities whatsoever without the prior written consent of the City and any attempt to assign or REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 31 transfer without such prior written consent shall be void. Consent to any single assignment or transfer shall not constitute consent to any further assignment or transfer.
12. Publicity
Any publicity generated by Contractor for the project funded pursuant to this Agreement, during the term of this Agreement or for one year thereafter, will refer to the contribution of the City of Oakland in making the project possible. The words “City of Oakland” will be explicitly stated in all pieces of publicity, including but not limited to flyers, press releases, posters, brochures, public service announcements, interviews and newspaper articles.
City staff will be available whenever possible at the request of Contractor to assist Contractor in generating publicity for the project funded pursuant to this Agreement.
Contractor further agrees to cooperate with authorized City officials and staff in any City- generated publicity or promotional activities undertaken with respect to this project.
13. Title of Property
Title to all property, real and personal, acquired by the Contractor from City funds shall vest in the name of the City of Oakland and shall be accounted for by means of a formal set of property records. Contractor acknowledges it is responsible for the protection, maintenance and preservation of all such property held in custody for the City during the term of the Agreement. The Contractor shall, upon expiration of termination of this Agreement, deliver to the City all of said property and documents evidencing title to same. In the case of lost or stolen items or equipment, the Contractor shall immed iately notify the Police Department, obtain a written police report and notify the City in accordance with “Notice” section of this Agreement.
Contractor shall provide to the City Auditor all property -related audit and other reports required under this A greement. In the case of lost or stolen items or equipment, the Contractor shall immediately notify the Police Department, obtain a written police report and notify the City in accordance with the “Notice” section of this Agreement.
Prior to the disposition or sale of any real or personal property acquired with City funds, Contractor shall obtain approval by the City Council and City Administrator in accord with the requirements for disposal or sale of real or personal surplus property set forth in the Oakland City Charter and/or Oakland Municipal Code Title 2.04, Chapter 2.04.120.
Surplus supplies and equipment – Disposal or Destruction.
14. Insurance
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 32 Unless a written waiver is obtained from the City’s Risk Manager, Contractor must provide the insurance listed in Schedule Q, Insurance Requirements. Schedule Q is attached at the end of this sample agreement and incorporated herein by reference.
15. Indemnification
a. Notwithstanding any other provision of this Agreement, Contractor shall indemnify and hold harmless (and at City’s request, defend) City, and each of their respective Councilmembers, officers, partners, agents, and employees (each of which persons and organizations are referred to collectively herein as "Indemnitees" or individually as "Indemnitee") from and against any and all liabilities, claims, lawsuits, losses, damages, demands, debts, liens, costs, judgments, obligations, administrative or regulatory fines or penalties, actions or causes of action, and expenses (including reasonable attorneys' fees) caused by or arising out of any:
(i) Breach of Contractor's obligations, representations or warranties under this Agreement;
(ii) Act or failure to act in the course of performance by Contractor under this Agreement;
(iii) Negligent or willful acts or omissions in the course of performance by Contractor under this Agreement;
(iv) Claim for personal injury (including death) or property damage to the extent based on the strict liability or caused by any negligent act, error or omission of Contractor;
(v) Unauthorized use or disclosure by Contractor of Confidential Information as provided in Section 6 Proprietary of Confidential Information of the City above; and
(vi) Claim of infringement or alleged violation of any United States patent right or copyright, trade secret, trademark, or service mark or other proprietary or intellectual property rights of any third party.
b. For purposes of the preceding Subsections (i) through (vi), the term “Contractor” includes Contractor, its officers, directors, employe es, representatives, agents, servants, sub-consultants and subcontractors.
c. City shall give Contractor prompt written notice of any such claim of loss or damage and shall cooperate with Contractor, in the defense and all related settlement negotiations to the extent that cooperation does not conflict with City's interests.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 33 d. Notwithstanding the foregoing, City shall have the right if Contractor fails or refuses to defend City with Counsel acceptable to City to engage its own counsel for the purposes of participating in the defense. In addition, City shall have the right to withhold any payments due Contractor in the amount of anticipated defense costs plus additional reasonable amounts as security for Contractor's obligations under this Section 15. In no event shall Contractor agree to the settlement of any claim described herein without the prior written consent of City.
e. Contractor acknowledges and agrees that it has an immediate and independent obligation to indemnify and defend Indemnitees fr om any action or claim which potentially falls within this indemnification provision, which obligation shall arise at the time any action or claim is tendered to Contractor by City and continues at all times thereafter, without regard to any alleged or actual contributory negligence of any Indemnitee. Notwithstanding anything to the contrary contained herein, Contractor’s liability under this Agreement shall not apply to any action or claim arising from the sole negligence, active negligence or willful misc onduct of an Indemnitee.
f. All of Contractor’s obligations under this Section 15 are intended to apply to the fullest extent permitted by law (including, without limitation, California Civil Code Section 2782) and shall survive the expiration or sooner termination of this Agreement.
g. The indemnity set forth in this Section 15 shall not be limited by the City’s insurance requirements contained in Schedule Q hereof, or by any other provision of this Agreement. City’s liability under this Agreement shall be limited to payment of Contractor in accord to the terms and conditions under this Agreement and shall exclude any liability whatsoever for consequential or indirect damages even if such damages are foreseeable.
16. Right to Offset Claims for Money
All claims for money due or to become due from City shall be subject to deduction or offset by City from any monies due Contractor because of any claim or counterclaim arising out of: i) this Agreement, or ii) any purchase order, or iii) any other transaction with Contractor.
17. Prompt Payment Ordinance
This contract is subject to the Prompt Payment Ordinance of Oakland Municipal Code, Title 2, Chapter 2.06 (Ordinance 12857 C.M.S, passed January 15, 2008 and effective February 1, 2008). The Ordinance requires that, unless specific exemptions apply, the Contractor and its subcontractors shall pay undisputed invoices of their subcontractors for goods and/or services within twenty (20) business days of submission of invoices unless the Contractor or its subcontrac tors notify the Liaison in writing within five (5) business days that there is a bona fide dispute between the Contractor or its subcontractor REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 34 and claimant, in which case the Contractor or its subcontractor may withhold the disputed amount but shall pay the undisputed amount.
Disputed late payments are subject to investigation by the City of Oakland Liaison, Division of Contracts and Compliance upon the filing of a complaint. Contractor or its subcontractors opposing payment shall provide security in the form of cash, certified check or bond to cover the disputed amount and penalty during the investigation. If Contractor or its subcontractor fails or refuses to deposit security, the City will withhold an amount sufficient to cover the claim from the next Contractor progress payment. The City, upon a determination that an undisputed invoice or payment is late, will release security deposits or withholds directly to claimants for valid claims.
Contractor and its subcontractors shall not be allowed to retai n monies from subcontractor payments for goods as project retention, and are required to release subcontractor project retention in proportion to the subcontractor services rendered, for which payment is due and undisputed, within five (5) business days of payment.
Contractor and its subcontractors shall be required to pass on to and pay subcontractors mobilization fees within five (5) business days of being paid such fees by the City. For the purpose of posting on the City's website, Contractor and its subcontractors, are required to file notice with the City of release of retention and payment of mobilization fees, within five (5) business days of such payment or release; and, Contractor is required to file an affidavit, under penalty of perjury, that he or she has paid all subcontractors, within five (5) business days following receipt of payment from the City. The affidavit shall provide the names and address of all subcontractors and the amount paid to each.
If any amount due by a prime contractor or subcontractor to any claimant for goods and/or services rendered in connection with a purchase contract is not timely paid in accordance the Prompt Payment ordinance, the prime Contractor or subcontractor shall owe and pay to the claimant interest penalt y in the amount of ten percent (10%) of the improperly withheld amount per year for every month that payment is not made, provided the claimant agrees to release the prime contractor or subcontractor from any and all further interest penalty that may be cl aimed or collected on the amount paid. Claimants that receive interest payments for late payment Prompt Payment ordinance may not seek further interest penalties on the same late payment in law or equity.
Contractor and its subcontractors shall include the same or similar provisions as those set forth above in this section in any contract with another contractor or subcontractor that delivers goods and/or services pursuant to or in connection with this City of Oakland purchase contract.
Prompt Payment invoice and claim forms are available at the following City of Oakland website: https://www.oaklandca.gov/resources/prompt-payment-forms or at Contract s
and Compliance, 250 Frank H. Ogawa Plaza, Suite 3341, Oakland, CA 94612. Invoice and claim inquiries should be directed to Vivian Inman, City of Oakland Prompt Payment Liaison, 510-238-6261 or email
[email protected].
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 35 18. Arizona and Arizona-Based Businesses
Contractor agrees that in accordance with Resolution No. 82727 C.M.S., neither it nor any of its subsidiaries, affiliates or agents that will provide services under this agreement is currently headquartered in the State of Arizona, and shall not establish an Arizona business headquarters for the duration of this agreement with the City of Oakland or until Arizona rescinds SB 1070.
Contractor acknowledges its duty to notify the Purchasing Department if it’s Business Entity or any of its subsidiaries affiliates or agents subsequently relocates its headquarters to the State of Arizona. Such relocation shall be a basis for termination of this agreement.
19. Dispute Disclosure
Contractors are required to disclose pending disputes with the City of Oakland when they are involved in submitting bids, proposals or applications for a City or Agency contract or transaction involving professional services. This includes contract amendments.
Contractor agrees to disclose, and has disclosed, any and all pending disputes to the City prior to execution of this agreement. The City will provide a form for such disclosure upon Contractor’s request. Failure to disclose pending disputes prior to execution of this amendment shall be a basis for termination of this agreement.
20. Termination on Notice
The City may terminate this Agreement immediately for cause or without cause upon giving (30) calendar days’ written notice to Contractor. Unless otherwise terminated as provided in this Agreement, this Agreement will terminate on month date year.
21. Conflict of Interest
a. Contractor
The following protections against conflict of interest will be upheld:
i. Contractor certifies that no member of, or delegate to the Congress of the United States shall be permitted to share or take part in this Agreement or in any benefit arising therefrom.
ii. Contractor certifies that no member, officer, or employee of the City or its designees or agents, and no other public official of the City who exercises any functions or responsibilities with respect to the programs or projects covered by this Agreement, shall have any interest, direct or indirect in this Agreement, or in its proceeds during his/her tenure or for one year thereafter.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 36 iii. Contractor shall immediately notify the City of any real or possible conflict of interest between work performed for the City and for other clients served by Contractor.
iv. Contractor warrants and represents, to the best of its present knowle dge, that no public official or employee of City who has been involved in the making of this Agreement, or who is a member of a City board or commission which has been involved in the making of this Agreement whether in an advisory or decision-making capacity, has or will receive a direct or indirect financial interest in this Agreement in violation of the rules contained in California Government Code Section 1090 et seq., pertaining to conflicts of interest in public contracting. Contractor shall exercise due diligence to ensure that no such official will receive such an interest.
v. Contractor further warrants and represents, to the best of its present knowledge and excepting any written disclosures as to these matters already made by Contractor to City, that (1) no public official of City who has participated in decision -making concerning this Agreement or has used his or her official position to influence decisions regarding this Agreement, has an economic interest in Contractor or this Agreement, and (2) this Agreement will not have a direct or indirect financial effect on said official, the official’s spouse or dependent children, or any of the official’s economic interests. For purposes of this paragraph, an official is deemed to have an “economic interest” in any (a) for -profit business entity in which the official has a direct o r indirect investment worth $2,000 or more, (b) any real property in which the official has a direct or indirect interest worth $2,000 or more, (c) any for -profit business entity in which the official is a director, officer, partner, trustee, employee or manager, or (d) any source of income or donors of gifts to the official (including nonprofit entities) if the income or value of the gift totaled more than $500 the previous year. Contractor agrees to promptly disclose to City in writing any information it may receive concerning any such potential conflict of interest. Contractor’s attention is directed to the conflict of interest rules applicable to governmental decision -making contained in the Political Reform Act (California Government Code Section 87100 et seq.) and it’s implementing regulations (California Code of Regulations, Title 2, Section 18700 et seq.).
vi. Contractor understands that in some cases Contractor or persons associated with Contractor may be deemed a “city officer” or “public official” for purposes of the conflict of interest provisions of Government Code Section 1090 and/or the Political Reform Act. Contractor further understands that, as a public officer or official, Contractor or persons associated with Contractor may be disqualified from future City contracts to the extent that Contractor is involved in any aspect of the making of REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 37 that future contract (including preparing plans and specifications or performing design work or feasibility studies for that contract) through its work under this Agreement.
vii. Contractor shall incorporate or cause to be incorporated into all subcontracts for work to be performed under this Agreement a provision governing conflict of interest in substantially the same form set forth herein.
b. No Waiver
Nothing herein is intended to waive any applicable federal, state or local conflict of interest law or regulation
c. Remedies and Sanctions
In addition to the rights and remedies otherwise available to the City under this Agreement and under federal, state and local law, Contractor understands and agrees that, if the City reasonably determines that Contractor has failed to make a good faith effort to avoid an improper conflict of interest situation or is responsible for the conflict situation, the Cit y may (1) suspend payments under this Agreement, (2) terminate this Agreement, (3) require reimbursement by Contractor to the City of any amounts disbursed under this Agreement. In addition, the City may suspend payments or terminate this Agreement whether or not Contractor is responsible for the conflict of interest situation.
22. Non-Discrimination/Equal Employment Practices
Contractor shall not discriminate or permit discrimination against any person or group of persons in any manner prohibited by federal, state or local laws. During the performance of this Agreement, Contractor agrees as follows:
a. Contractor and Contractor’s subcontractors, if any, shall not discriminate against any employee or applicant for employment because of age, marital status, religion, gender, sexual orientation, gender identity, race, creed, color, national origin, Acquired-Immune Deficiency Syndrome (AIDS), AIDS-Related Complex (ARC) or disability. This nondiscrimination policy shall include, but not be limited to, the following: employment, upgrading, failure to promote, demotion or transfer, recruitment advertising, layoffs, termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship.
b. Contractor and Contractor’s Subcontractors shall state in all solicitations or advertisements for employees placed by or on behalf of Contractor that all qualified applicants will receive consideration for employment without regard to age, marital status, religion, gender, sexual orientation, gender identity, race, creed, color, REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 38 national origin, Acquired-Immune Deficiency Syndrome (AIDS), AIDS -Related Complex (ARC) or disability.
c. Contractor shall make its goods, services, and facilities accessible to people with disabilities and shall verify compliance with the Americans with Disabilities Act by executing Schedule C-1, Declaration of Compliance with the Americans with Disabilities Act, attached hereto and incorporated herein.
d. If applicable, Contractor will send to each labor union or representative of workers with whom Contractor has a collective bargaining agreement or contract or understanding, a notice advising the labor union or workers’ representative of Contractor’s commitments under this nondiscrimination clause and shall post copies of the notice in conspicuous places available to employees and applicants for employment.
23. Local and Small Local Business Enterprise Program (L/SLBE)
a. Requirement – For Professional Services, 50% Local and Small Local Business Enterprise Program (L/SLBE): there is a 50% minimum participation requirement for all professional services contracts over $50,000. Consultant status as an Oakland certified local or small local firm and subcontractor/ sub consultant status as an Oakland certified local or small local firm are taken into account in the calculation.
The requirement may be satisfied by a certified prime consultant and/or sub - consultant(s). A business must be certified by the City of Oakland in order to earn credit toward meeting the fifty percent requirement. The City has waived small local business enterprise (SLBE) subcontracting requirements for Oakland certified local businesses that apply for professional services contracts as the prime consultant with the City. The SLBE requirements still applies for non-certified LBEs and non-local business enterprises.
b. Good Faith Effort - In light of the fifty percent requirement, good faith effort documentation is not necessary.
c. Preference Points – Preference points are earned based on the level of participation proposed prior to the award of a contract. Upon satisfying the minimum fifty percent requirement, a consultant will earn two (2) preference points. Three additional preference points may be earned at a rate of one point for every additional ten percent participation up to eighty percent participation of the total contract dollars spent with local Oakland certified firms.
d. A firm may earn up to five (5) preference points for local Oakland business participation and additional preference points for being a long term certified business in Oakland regardless of size and for having an Oakland workforce.
e. In those instances where VSLBE participation is evident, the level of participation will be double-counted towards meeting the requirement.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 39 f. Additional Preference Points. For Request for Proposal (RFP) and Request for Qualifications ( RFP), additional Prefer ence Points may be earned for having an Oakland workforce on Non-Construction Contracts
g. Earning extra preference points for having an exist ing work force that includes Oakland residents is considered added value. The Request for Proposal “evaluation” process allows for additional preference points over and above the number of points earned for technical expertise. Typically 100 points may be earned for the technical elements of the RFP. Preference points are awarded over and above the potential 100 points.
h. The Exit Report and Affidavit (ERA) – This report declares the level of participation achieved and will be used to calculate banked credits. The prime consultant must complete the Schedule F , Exit Report and Affidavit for, and have it executed by, each L/SLBE sub consultant and submitted to t he Office of the City Administrator, Contracts and Compliance Unit , along with a copy of the final progress payment application.
i. Joint Venture and Mentor Protégé Agreements. If a prime contractor or prime consultant can develop a Joint Venture or “Mentor -Protégé” relationship with a certified LBE or SLBE, the mentor or Joint Venture partners will enjoy the benefit of credits against the participation requirement. To earn credit for Joint Venture or Mentor-Protégé relationships, the Agreement must be submitted for approval to the Office of the City Administrator, Contracts and Compliance Unit, prior to the project bid date for construction, and by proposal due date for professional services contracts.
Joint Venture Appli cations and elements of City approved Mentor Protégé relation are available upon request.
j. Contractor shall submit information concerning the ownership and workforce composition of Contractor’s firm as well as its subcontractors and suppliers, by completing Schedule D, Ownership, Ethnicity, and Gender Questionnaire , and Schedule E, Project Consultant Team, attached and incorporated herein and made a part of this Agreement.
k. All affirmative action efforts of Contractor are subject to tracking by the City. This information or data shall be used for statistical purposes only. All contractors are required to provide data regarding the make -up of their subcontractors and agents who will perform City contracts, including the race and gender of each employee and/or contractor and his or her job title or function and the methodology used by Contractor to hire and/or contract with the individual or entity in question.
l. In the recruitment of subcontractors, the City of Oakland requires all contractors to undertake nondiscriminatory and equal outreach efforts, which include outreach to minorities and women -owned businesses as well as other segments of Oakland’s business community. The City Administrator will track the City’s MBE/WBE REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 40 utilization to ensure the absence of unlawful discrimination based on age, marital status, religion, gender, sexual preference, race, creed, color, national origin, Acquired- Immune Deficiency Syndrome (AIDS), AIDS-Related Complex (ARC) or disability.
m. In the use of such recruitment, hi ring and retention of employees or subcontractors, the City of Oakland requires all contractors to undertake nondiscriminatory and equal outreach efforts which include outreach to minorities and women as well as other segments of Oakland’s business community.
24. Living Wage Ordinance
If the contract amount of this Agreement is equal to or greater than $25,000 annually, then Contractor must comply with the Oakland Living Wage Ordinance. The Living Wage Ordinance requires that nothing less than a prescribed minimum level of compensation (a living wage) be paid to employees of service contractors (consultants) of the City and employees of CFARs (Ord. 12050 § 1, 1998). Oakland employers are also subject to the City of Oakland Minimum Wage law (see Section 25, below), and must pay employees wages and provide benefits consistent with the Minimum Wage law or Oakland Living Wage Ordinance, whichever are greater. The Ordinance also requires submission of the Declaration of Compliance attached and incorporated herein as Schedule N and made part of this Agreement, and, unless specific exemptions apply or a waiver is granted, the consultant must provide the following to its employees who perform services under or related to this Agreement:
a. Minimum compensation – Said employees shall be paid an initial hourly wage rate of $14.35 with health benefits or $16.47 without health benefits. These initial rates shall be upwardly adjusted each year no later than April 1 in proportion to the increase at the immediately preceding December 31 over the year earlie r level of the Bay Region Consumer Price Index as published by the Bureau of Labor Statistics, U.S.
Department of Labor. Effective July 1
st of each year, contractor shall pay adjusted
wage rate.
b. Health benefits – Said full -time and part -time employees paid at the lower living wage rate shall be provide d health benefits of at least $2 .12 per hour. Contractor shall provide proof that health benefits are in effect for those employees no later than 30 days after execution of the contract or receipt of City financial assistance.
c. Compensated days off – Said employees shall be entitled to twelve compensated days off per year for sick leave, vacation or personal necessity at the employee's request, and ten uncompensated days off per year for sick leave. Employees shall accrue one compensated day off per month of full time employment. Part -time employees shall accrue compensated days off in increments proportional to that accrued by full -time employees. The employees shall be eligible to use accrued days off after the first six months of employment or consistent with company policy, whichever is sooner. Paid holidays, consistent with established employer policy, may be counted toward provision of the required 12 compensated days off. Ten uncompensated days off REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 41 shall be made available, as needed, for personal or immediate family illness after the employee has exhausted his or her accrued compensated days off for that year.
d. Federal Earned Income Credit (EIC) - To inform employees that he or she may be eligible for Earned Income Credit (EIC) and shall provide forms to apply for advance EIC payments to eligible employees. There are several websites and other sources available to assist you. Web sites include but are not limited to: (1) http://www.irs.gov for current guidelines as prescribed by the Internal Revenue Service.
e. Contractor shall provide to all employees and to the Division of Contracts and Compliance, written notice of its obligation to eligible employees under the City’s Living Wage requirements. Said notice shall be posted prominently in communal areas of the work site(s) and shall include the above-referenced information.
f. Contractor shall provide all written notices and forms required above in English, Spanish or other languages spoken by a significant number of employees within 30 days of employment under this Agreement.
g. Reporting – Contractor shall maintain a listing of the name, address, hire date, occupation classification, rate of pay and benefits for each of its employees.
Contractor shall provide a copy of said list to the Division of Contracts and Compliance, on a quarterly basis, by March 31, June 30, September 30 and December 31 for the applicable compliance period. Failure to provide said list within five days of the due date will result in liquidated damages of five hundred dollars ($500.00) for each day that the list remains outstanding. Contractor shall maintain employee payroll and related records for a period of four (4) years after expiration of the compliance period.
h. Contractor shall require subcontractors that provide services under or related to this Agreement to comply with the above Living Wage provisions. Contractor s hall include the above-referenced sections in its subcontracts. Copies of said subcontracts shall be submitted to the Division of Contracts and Compliance.
25. Minimum Wage Ordinance
Oakland employers are subject to Oakland’s Minimum Wage Law, whereby Oakland employees must be paid the current Minimum Wage rate. Employers must notify employees of the annually adjusted rates by each December 15 th and prominently display
notices at the job site.
The law requires paid sick leave for employees and payment of service charges collected for their services.
This contract is also subject to Oakland’s Living Wage Ordinance (see Section 24, above), and must pay employees wages and provide benefits consistent with the Living Wage Ordinance, whichever are greater.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 42 For further information, please go to the following website:
https://www.oaklandca.gov/topics/minimum-wage-paid-leave-service-charges
26. Equal Benefits Ordinance
This Agreement is subject to the Equal B enefits Ordinance of Chapter 2.32 of the Oakland Municipal Code and its implementing regulations. The purpose of this Ordinance is to protect and further the public, health, safety, convenience, comfort, property and general welfare by requiring that public funds be expended in a manner to prohibit discrimination in the provision of employee benefits by City contractors (consultants) between employees with spouses and employees with domestic partners, and/or between domestic partners and spouses of such employees. (Ord. 12394 (part), 2001)
The following contractors are subject to the Equal Benefits Ordinance: Entities which enter into a "contract" with the City for an amount of twenty -five thousand dollars ($25,000.00) or more for public works or improvements to be performed, or for goods or services to be purchased or grants to be provided at the expense of the City or to be paid out of moneys deposited in the treasury or out of trust moneys under the control of or collected by the city; and Entities which enter into a "property contract" pursuant to Section 2.32.020(D) with the City in an amount of twenty -five thousand dollars ($25,000.00) or more for the exclusive use of or occupancy (1) of real property owned or controlled by the city or (2) of real property owned by others for the city’s use or occupancy, for a term exceeding twenty-nine (29) days in any calendar year.
The Ordinance shall only apply to those portions of a contractor’s operations that occur (1) within the city; (2) on real property outside the city if the property is owne d by the city or if the city has a right to occupy the property, and if the contract’s presence at that location is connected to a contract with the city; and (3) elsewhere in the United States where work related to a city contract is being performed. The requirements of this chapter shall not apply to subcontracts or subcontractors of any contract or contractor
The Equal Benefits Ordinance requires among other things, submission of the attached and incorporated herein as Schedule N -1, Equal Benefits -Declaration of Nondiscrimination.
27. City of Oakland Campaign Contribution Limits
This Agreement is subject to the City of Oakland Campaign Reform Act of Chapter 3.12 of the Oakland Municipal Code and its implementing regulations if it requires Council approval. The City of Oakland Campaign Reform Act prohibits contractors that are doing business or seeking to do business with the City of Oakland from making campaign REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 43 contributions to Oakland candidates between commencement of negotiations and either 180 days after completion of, or termination of, contract negotiations.
If this Agreement requires Council approval, Contractor must sign and date an Acknowledgment of Campaign Contribution Limits Form attached hereto and incorporated herein as Schedule O.
28. Nuclear Free Zone Disclosure
Contractor represents, pursuant to Schedule P, Nuclear Free Zone Disclosure Form, that Contractor follows the City of Oakland’s restrictions on doing business with service providers considered nuclear weapons makers. Prior to execution of this agreement, Contractor shall complete Schedule P, attached hereto.
29. Political Prohibition
Subject to applicable State and Federal laws, moneys paid pursuant to this Agreement shall not be used for political purposes, sponsoring or conducting candidate's meetings, engaging in voter registration activity, nor for publicity or propaganda purposes designed to support or defeat legislation pending before federal, state or local government.
30. Religious Prohibition
There shall be no r eligious worship, instruction, or proselytization as part of, or in connection with the performance of the Agreement.
31. Business Tax Certificate
Contractor shall obtain and provide proof of a valid City business tax certificate. Said certificate must remain valid during the duration of this Agreement.
32. Abandonment of Project
The City may abandon or indefinitely postpone the project or the services for any or all the project at any time. In such event, the City shall give thirty (30) days written notice of such abandonment. In the event of abandonment prior to completion of the final drawings, if applicable, and cost estimates, Contractor shall have the right to expend a reasonable amount of additional time to assemble work in progress for the purpose of proper filing and closing the job. Prior to expending said time, Contractor shall present to the City a complete report of said proposed job closure and its costs, and the City may approve all or any part of said expense. Such additional time shall not exceed ten percent (10%) of the total time expended to the date of notice of termination. All charges thus incurred and approved by the City, together with any other charges outstanding at the REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 44 time of termination, shall be payable by the City w ithin thirty (30) days following submission of a final statement by Contractor.
Should the project or any portion thereof be abandoned, the City shall pay the Contractor for all services performed thereto in accordance with the terms of this Agreement.
33. Validity of Contracts
This Agreement shall not be binding or of any force or effect until it is: i) approved by resolution of the City Council as required by the Oakland City Charter, Oakland Municipal Code Title 2.04 and Oakland City Council Rules of Procedure, ii) approved for form and legality by the Office of the City Attorney, and iii) signed by the City Administrator or his or her designee.
34. Governing Law
This Agreement shall be governed by the laws of the State of California.
35. Notice
If either party shall desire or be required to give notice to the other, such notice shall be given in writing, via facsimile and concurrently by prepaid U.S. certified or registered postage, addressed to recipient as follows:
(City of Oakland) Name of Contractor
Agency/Department Address
Address City State Zip
Oakland, CA Attn: Project Manager
Attn: Project Manager
Any party to this Agreement may change the name or address of representatives for purpose of this Notice paragraph by providing written notice to all other parties ten (10) business days before the change is effective.
36. Entire Agreement of the Parties
This Agreement supersedes all agreements, either oral or written, between the parties with respect to the rendering of services by Contractor for the City and contains all the representations, covenants and agreements between the parties with respect to the rendering of those services. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not contained in this Agreement, and that REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 45 no other agreement, statement or promise not contained in this Agreement will be valid or binding.
37. Modification
Any modification of this Agreement will be effective only if it is in a writing signed by all parties to this Agreement.
38. Severability/Partial Invalidity
If any term or provision of this Agreement, or the application of any term or provision of this Agreement to a particular situation, shall be finally found to be void, invalid, illegal or unenforceable by a court of competent jurisdiction, then notwithstanding such determination, such term or provision shall remain in force and effect to the extent allowed by such ruling and all other terms and provisions of this Agreement or the application of this Agreement to other situation shall remain in full force and effect.
Notwithstanding the foregoing, if any material term or provision of this Agreement or the application of such material term or condition to a situation is finally found to be void, invalid, illegal or unenforceable by a court of competent jurisdiction, then the Parties hereto agree to work in good faith and fully cooperate with each other to amend this Agreement to carry out its intent.
39. Time of the Essence
Time is of the essence in the performance of this Agreement.
40. Commencement, Completion and Close out
It shall be the responsibility of the Contractor to coordinate and schedule the work to be performed so that commencement and completion take place in accordance with the provisions of this Agreement.
Any time extension granted to Contractor to enable Contractor to complete the work must be in writing and shall not constitute a waiver of rights the City may have under this Agreement.
Should the Contractor not complete the work by the scheduled date or by an extended date, the City shall be released from all its obligations under this Agreement.
Within thirty (30) days of completion of the performance under this Agreement, the Contractor shall make a determination of any and all final costs due under this Agreement and shall submit a requisition for such final and complete payment (including without limitations any and all claims relating to or arising from this Agreement) to the City. Failure of the Contractor to timely submit a complete and accurate requisition for final payment REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 46 shall relieve the City of any further obligations under this Agreement, including without limitation any obligation for payment of work performed or payment of claims by Contractor.
41. Approval
If the terms of this Agreement are acceptable to Contractor and the City, sign and date below.
42. Inconsistency
If there is any inconsistency between the main agreement and the attachments/exhibits, the text of the main agreement shall prevail.
City of Oakland, Name of Contractor
a municipal corporation
__________________________________ ___________________________
(City Administrator’s Office) (Date) (Signature) (Date)
____________________________________ __________________________ (Agency Director’s Signature) (Date) Business Tax Certificate No.
Date of Expiration
Approved as to form and legality:
________________________
Resolution Number
_______________________
(City Attorney’s Office Signature) (Date) Accounting Number
END OF PROFESSIONAL SERVICES CONTRACT SAMPLE
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 47 ATTACHMENT B1
(Stand-Alone Schedules Required with Proposal)
SCHEDULE E
(PROJECT CONSULTANT TEAM LISTING)
An interactive version of this form can be downloaded from Contract s and Compliance website https://www.oaklandca.gov/uploads/documents/OAK023379.pdf or request for a copy from Paula Peav at [email protected] or phone number 510-238-3190
AND
SCHEDULE O
(CAMPAIGN CONTRIBUTION LIMITS)
An interactive version of this form can be downloaded from Contract s and Compliance website https://www.oaklandca.gov/uploads/documents/OAK023287.pdf or request for a copy from Paula Peav at [email protected] or phone number 510-238-3190
AND
SCHEDULE W
(BORDER WALL PROHIBITION FORM)
An version of this form can be downloaded from Contract s and Compliance website https://www.oaklandca.gov/uploads/documents/Schedule-W-Form-Border-Wall- Prohibition.pdf or request for a copy from Paula Peav at [email protected] or phone number 510-238-3190
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 48 REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 49 REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 50 SCHEDULE W
BORDER WALL PROHIBITION
(This form is to be completed by Contractors and their sub-contractors, and all Vendors seeking to do business with the City of Oakland)
I, , the undersigned, a
(Name)
of
(Title) (Business Entity)
(hereinafter referred to as Business Entity am duly authorized to attest on behalf of the business Entity)
I. Neither this Business Entity nor any of its subsidiaries, affiliates or agents are under contract with any branch of the federal government to plan, design, build, support, repair and/or maintain any part of the border wall nor do we anticipate entering or competing for such work for the duration of a contract or contracts with the City of Oakland.
II. The appropriate individuals of authority are cognizant of their responsibility to notify the city contact person/Project Manager, invoice reviewer or the City Administrator’s Office of Contracts and Compliance if any of the iden tified above decide to compete, plan, design, build, support, repair and/or maintain any part of work or servicing the border wall.
III. To maintain compliance, upon review and approval of invoices, the contractors/vendors hereby agree to submit attached to each invoice, a declaration on company stationery that the company remains in compliance with the Border Wall Prohibition and will not seek or secure a contract related to all aspects of the Border Wall
IV. Upon close out or completion of deliverables and prior to issuance of final payment (while honoring the Prompt Payment Ordinance) I agree to submit a statement attached to the final invoice, under penalty of perjury, declaring full compliance with the Border Wall Prohibition. I understand that an invoice is not declared fully complete and accepted unless and until the declaration of compliance is accepted.
V. I declare under penalty of perjury that the above will not, have not and do not plan to participate in the building, servicing, maintenance of the operations of the so called “Border Wall”.
I declare that I understand Ordinance #13459 C.MS. Based on my understanding the above is true and correct to the best of my knowledge.
I declare that I understand Ordinance #13459 C.MS. Based on my understanding all or a portion of the above is not true and correct to the best of my knowledge.
(Printed Name and Signature of Business Owner) (Date)
(Name of Business Entity) (Street Address City, State and Zip Code)
(Name of Parent Company)
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 51 ATTACHMENT B2
(Stand-Alone Schedules Required Prior to Contract Award)
SCHEDULE E-2
(OAKLAND WORKFORCE
VERIFICATION)
An interactive version of this form can be downloaded from Contract s and Compliance website https://www.oaklandca.gov/uploads/documents/oak043692.pdf or request for a copy from Paula Peav at [email protected] or phone number 510-238-3190
AND
SCHEDULE Q
(INSURANCE REQUIREMENTS)
An interactive version of this form can be downloaded from Contract s and Compliance website https://www.oaklandca.gov/uploads/documents/OAK023255.pdf or request for a copy from Paula Peav at [email protected] or phone number 510-238-3190
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 52 REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 53 Schedule Q
INSURANCE REQUIREMENTS
(Revised 09/12/2019)
a. General Liability, Automobile, Workers’ Compensation and Professional Liability
Contractor shall procure, prior to commencement of service, and keep in force for the term of this contract, at Contractor's own cost and expense, the following policies of insurance or certificates or binders as necessary to represent that coverage as specified below is in place with companies doing business in California and acceptable to the City. If requested, Contractor shall provide the City with copies of all insurance policies. The insurance shall at a minimum include:
i. Commercial General Liability insurance shall cover bodily injury, property damage and personal injury liability for premises operations, independent contractors, products-completed operations personal & advertising injury and contractual liability. Coverage shall be on an occurrence basis and at least as broad as Insurance Services Office Commercial General Liability coverage (occurrence Form CG 00 01)
Limits of liability: Contractor shall maintain commercial general liability (CGL) and, if necessary, commercial umbrella insurance with a limit of not less than $2,000,000 each occurrence. If such CGL insurance contains a general aggregate limit, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
ii. Automobile Liability Insurance. Contractor shall maintain automobile liability insurance for bodily injury and property damage liability with a limit of not less than $1,000,000 each accident. Such insurance shall cover liability arising out of any auto (including owned, hired, and non- owned autos). Coverage shall be at least as broad as Insurance Services Office Form Number CA 0001.
iii. Workers’ Compensation insurance as required by the laws of the State of California, with statutory limits, and statutory coverage may include Employers’ Liability coverage, with limits not less than $1,000,000 each accident, $1,000,000 policy limit bodily injury by disease, and $1,000,000 each employee bodily injury by disease. The Contractor certifies that he/she is aware of the provisions of section 3700 of the California Labor Code, which requires every employer to provide Workers' Compensation coverage, or to undertake self-insurance in accordance with the provisions of that Code. The Contractor shall comply with the provisions of section 3700 of the California Labor Code before commencing performance of the work under this Agreement and thereafter as required by that code.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 54 iv. Professional Liability/ Errors and Omissions insurance, if determined to be required by HRM/RMD, appropriate to the contractor’s profession with limits not less than $ each claim and $ aggregate. If the
professional liability/errors and omissions insurance is written on a claims- made form:
a. The retroactive date must be shown and must be before the date of the contract or the beginning of work.
b. Insurance must be maintained, and evidence of insurance must be provided for at least three (3) years after completion of the contract work.
c. If coverage is cancelled or non-renewed and not replaced with another claims made policy form with a retroactive date prior to the contract effective date, the contractor must purchase extended period coverage for a minimum of three (3) years after completion of work.
v. Contractor’s Pollution Liability Insurance: If the Contractor is engaged in:
environmental remediation, emergency response, hazmat cleanup or pickup, liquid waste remediation, tank and pump cleaning, repair or installation, fire or water restoration or fuel storage dispensing, then for small jobs (projects less than $500,000), the Contractor must maintain Contractor’s Pollution Liability Insurance of at least $500,000 for each occurrence and in the aggregate. If the Contractor is engaged in environmental sampling or underground testing, then Contractor must also maintain Errors and Omissions (Professional Liability) of $500,000 per occurrence and in the aggregate.
vi. Sexual/Abuse insurance. If Contractor will have contact with persons under the age of 18 years, or provides services to persons with Alzheimer’s or Dementia, or provides Case Management services, or provides Housing services to vulnerable groups (i.e., homeless persons) Contractor shall maintain sexual/molestation/abuse insurance with a limit of not less than $1,000,000 each occurrence and $1,000,000 in the aggregate. Insurance must be maintained, and evidence of insurance must be provided for at least three (3) years after completion of the contract work.
vii. Technology Professional Liability (Errors and Omissions) OR Cyber Liability Insurance, if determined to be required by HRM/RMD, appropriate to the Consultant’s profession, with limits not less than $2,000,000 per occurrence or claim, $2,000,000 aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Consultant in this agreement and shall include, but not be limited to, claims involving infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, alteration of electronic information,
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 55 extortion and network security. The policy shall provide coverage for breach response costs as well as regulatory fines and penalties as well as credit monitoring expenses with limits sufficient to respond to these obligations.
b. Terms Conditions and Endorsements
The aforementioned insurance shall be endorsed and have all the following conditions:
i. Insured Status (Additional Insured): Contractor shall provide insured status naming the City of Oakland, its Councilmembers, directors, officers, agents, employees and volunteers as insureds under the Commercial General Liability policy. General Liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10 (11/85) or both CG 20 10 and CG 20 37 forms, if later revisions used). If Contractor submits the ACORD Insurance Certificate, the insured status endorsement must be set forth on an ISO form CG 20 10 (or equivalent). A
STATEMENT OF ADDITIONAL INSURED STATUS ON THE ACORD
INSURANCE CERTIFICATE FORM IS INSUFFICIENT AND WILL BE
REJECTED AS PROOF OF MEETING THIS REQUIREMENT; and
ii. Coverage afforded on behalf of the City, Councilmembers, directors, officers, agents, employees and volunteers shall be primary insurance. Any other insurance available to the City Councilmembers, directors, officers, agents, employees and volunteers under any other policies shall be excess insurance (over the insurance required by this Agreement); and
iii. Cancellation Notice: Each insurance policy required by this clause shall provide that coverage shall not be canceled, except with notice to the Entity; and
iv. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the City for all work performed by the contractor, its employees, agents and subcontractors; and
v. Certificate holder is to be the same person and address as indicated in the “Notices” section of this Agreement; and
vi. Insurer shall carry insurance from admitted companies with an A.M. Best Rating of A VII, or better.
c. Replacement of Coverage
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 56 In the case of the breach of any of the insurance provisions of this Agreement, the City may, at the City's option, take out and maintain at the expense of Contractor, such insurance in the name of Contractor as is required pursuant to this Agreement, and may deduct the cost of taking out and maintaining such insurance from any sums which may be found or become due to Contractor under this Agreement.
d. Insurance Interpretation
All endorsements, certificates, forms, coverage and limits of liability referred to herein shall have the meaning given such terms by the Insurance Services Office as of the date of this Agreement.
e. Proof of Insurance
Contractor will be required to provide proof of all insurance required for the work prior to execution of the contract, including copies of Contractor’s insurance policies if, and when, requested. Failure to provide the insurance proof requested or failure to do so in a timely manner shall constitute ground for rescission of the contract award.
f. Subcontractors
Should the Contractor subcontract out the work required under this agreement, they shall include all subcontractors as insureds under its policies or shall maintain separate certificates and endorsements for each subcontractor. As an alternative, the Contractor may require all subcontractors to provide at their own expense evidence of all the required coverages listed in this Schedule. If this option is exercised, both the City of Oakland and the Contractor shall be named as additional insured under the subcontractor’s General Liability policy. All coverages for subcontractors shall be subject to all the requirements stated herein. The City reserves the right to perform an insurance audit during the project to verify compliance with requirements.
g. Deductibles and Self-Insured Retentions
Any deductible or self-insured retention must be declared to and approved by the City.
At the option of the City, either: the insurer shall reduce or eliminate such deductible or self-insured retentions as respects the City, its Councilmembers, directors, officers, agents, employees and volunteers; or the Contractor shall provide a financial guarantee satisfactory to the City guaranteeing payment of losses and related investigations, claim administration and defense expenses.
h. Waiver of Subrogation
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 57 Contractor waives all rights against the City of Oakland and its Councilmembers, officers, directors, employees and volunteers for recovery of damages to the extent these damages are covered by the forms of insurance coverage required above. i. Evaluation of Adequacy of Coverage
The City of Oakland maintains the right to modify, delete, alter or change these requirements, with reasonable notice, upon not less than ninety (90) days prior written notice.
j. Higher Limits of Insurance
If the contractor maintains higher limits than the minimums shown above, The City shall be entitled to coverage for the higher limits maintained by the contractor.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 58 PLEASE READ CAREFULLY: It is the prospective primary proposer’s/bidder’s/grantee’s responsibility to review all listed City Schedules, Ordinances and Resolutions.
If you have questions regarding any of the schedules, Ordinances or Resolutions, please contact the assigned Contract Compliance Officer listed on the Request for Proposal s (RFP), Notice Inviting Bids (NIB), Request for Qualifications (RFP) and Grant announcements.
By submitting a response to this RFP/Q, NIB, or Grant opportunities, to the City of Oakland the prospective primary participant’s authorized representative hereby certifies that your firm or not -for profit entity has reviewed all listed City Schedules, Ordinances and Resolutions and has responded appropriately.
Note: additional details are available on our website as follows:
https://www.oaklandca.gov/documents/contracting-policies-and-legislation
1. Schedule B-2 - (Arizona Resolution) – Applies to all agreements and is part of the “Combined Contract Schedules”.
i. This Agreement is subject to Resolution No. 82727 C.M.S. For full details of the Resolution please go to the City’s website
https://www.oaklandca.gov/documents/contracting-policies-and-legislation
ii. Excerpt: (Resolution #82727) RESOLVED: That unless and until Arizona rescinds SB 1070, the City of Oakland urges City departments to the extend where practicable, and in instances where there is no significant additional cost to the city or conflict with law, to refrain from entering any new or amended contracts to purchase goods or services from any company that is headquartered in Arizona.
iii. Prior to execution of this agreement and/or upon request, the contractor shall complete the Schedule B-2 form and submit to the City. The form can be found on our website at https://www.oaklandca.gov/documents/contracts-and-compliance- forms-and-schedules (see Combined Schedules)
2. Schedule C-1 - (Declaration of Compliance with the Americans with Disabilities Act) – Applies to all agreements and is part of the “Combined Contract Schedules”. i. This Agreement is subject to the Americans with Disabilities Act (ADA). It requires that private organizations serving the public make their goods, services and facilities accessible to people with disabilities. Furthermore, the City of Oakland requires that all its Contractors comply with their ADA obligations and verify such
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 59 compliance by signing this Declaration of Compliance. (1) You certify that you will comply with the Americans with Disabilities Act by:
(2) Adopting policies, practices and procedures that ensure non-discrimination and equal access to Contractor’s goods, services and facilities for people with disabilities;
(3) Providing goods, services and facilities to individuals with disabilities in an integrated setting, except when separate programs are req uired to ensure equal access;
(4) Making reasonable modifications in programs, activities and services when necessary to ensure equal access to individuals with disabilities, unless fundamental alteration the Contractor’s program would result; (5) Removing archite ctural barriers in existing facilities or providing alternative means of delivering goods and services when removal of barriers is cost-prohibitive;
(6) Furnishing auxiliary aids to ensure equally effective communication with persons with disabilities;
(7) If contractor provides transportation to the public, by providing equivalent accessible transportation to people with disabilities.
ii. Prior to execution of this agreement and/or upon request, the contractor shall complete the Schedule C-1 form and submit to the City. The form can be found on our website at https://www.oaklandca.gov/documents/contracts-and- compliance-forms-and-schedules (see Combined Schedules)
For Declaration of ADA compliance for facility and other special events agreements please reference C-2 on the above web site.
3. Schedule D – (Ownership, Ethnicity, and Gender Questionnaire) – Applies to all agreements and is part of the “Combined Contract Schedules”. Please be advised that ethnicity and gender information will be used for reporting and tracking purposes ONLY.
This agreement is subject to the reporting of Ownership, Ethnicity and Gender questionnaire form. Prior to execution of this agreement and/or upon request, the contractor shall complete the Schedule D form and submit to the City. The form can be found on our website at https://www.oaklandca.gov/documents/contracts-and-compliance-forms-and-schedules (see Combined Schedules)
4. Schedule E – (Project Consultant or Grant Team). Applies to Non-Construction agreements and is a “stand alone Schedule1” and must be submitted with proposal. i. This Agreement is subject to the attached hereto and incorporated herein as Schedule E form, this form is required to be submitted with the proposal. ii. The form can also be found on our website at
https://www.oaklandca.gov/documents/contracts-and-compliance-forms-and-
1 Stand Alone Schedule is not part of the “Combined Schedule”.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 60 schedules.
iii. This form is use for establishing level of certified local Oakland for profit and not for profit participation and calculating compliance with council’s 50% local participation policy.
iv. In response to this RFP/Q or grant opportunity, the prime shall be a qualified for profit or not-for profit entity.
v. Sub-Consultants (if used) or sub-grantees must be listed to include: addresses, telephone numbers and areas of expertise/trace category of each. Briefly describe the project responsibility of each team member. Identify if contractors are certified MBE, WBE, Local Business Enterprises (LBE) and Small Local Business Enterprise (SLBE), Locally Produced Goods or Very Small Local Business Enterprise. Additionally, for LBEs/SLBEs, please submit a copy of current business license local business certificate and date established in Oakland.
5. Schedule E-2 (Oakland Workforce Verification Form) – Referenced in Attachment B.
Applies to Non-Construction agreements and is a “stand alone Schedule”, and must be submitted with proposal if seeking extra preference points for an Oakland Workforce. i. All prime consultants, contractors, or grantees seeking additional preference points for employing an Oakland workforce must complete this form and submit with "required attachments" to Contracts and Compliance no later than four (4) days after the proposal due date. For questions, please contact the assigned Compliance Officer named in the RFP/Q, NIB, and competitive grant opportunity.
ii. The Schedule E-2 form can be found on our website at https://www.oaklandca.gov/documents/contracts-and-compliance-forms-and- schedules
6. Schedule F – (Exit Report and Affidavit) – Applies to all agreements and is a “stand alone Schedule”.
i. This Agreement is subject to the Exit Reporting and Affidavit form. The Schedule F form can be found on our website at
https://www.oaklandca.gov/documents/contracts-and-compliance-forms-and- schedules.
ii. The Prime Contractor/Consultant/Grantee must complete this form as part of the close-out process. Each LBE/SLBE sub-contractor/sub-consultant and sub- grantee (including lower tier LBE/SLBE sub-contractors/sub-consultants, sub- grantees, suppliers and truckers). The Exit Report and Affidavit must be submitted to Contracts and Compliance with the final progress payment application. (Remember to please complete an L/SLBE Exit Report for each listed L/SLBE sub-contractor/sub-consultant or sub-grantee).
7. Schedule G – (Progress Payment Form) – Applies to all agreements and is a “stand alone REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 61 Schedule”.
This Agreement is subject to the reporting of subcontractor progress payments monthly. The Schedule G form can be found on our website at
https://www.oaklandca.gov/documents/contracts-and-compliance-forms-and-schedules.
8. Schedule K – (Pending Dispute Disclosure Policy) – Applies to all agreements and is part of the “Combined Contract Schedules”.
i. Prior to execution of this agreement and/or upon request the contractor shall complete the Schedule K form and submit to the City. The form can be found on our website at https://www.oaklandca.gov/documents/contracts-and-compliance- forms-and-schedules (see Combined Schedules)
ii. Policy – All entities are required to disclose pending disputes with the City of Oakland when they submit bids, proposals or applications for a City contract, contract amendments or transaction involving:
(1) The purchase of products, construction, non -professional or professional services, Contracts with concessionaires, facility or progr am operators or managers, Contracts with project developers, including Disposition and Development Agreements, lease Disposition and Development Agreements and other participation agreements Loans and grants, or acquisition, sale, lease or other conveyance of real property, excluding licenses for rights of entry or use of city facilities for a term less than thirty (30) consecutive calendar days. (2) Disclosure is required at the time bids, proposals or applications are due for any of the above-described contracts or transactions when an entity is responding to a competitive solicitation and at the commencement of negotiations when bids, proposals or applications are solicited by or submitted to the City in a non- bid or otherwise non-competitive process.
(3) The dis closure requirement applies to pending disputes on other City and Agency contracts or projects that: (1) have resulted in a claim or lawsuit against the City of Oakland (2) could result in a new claim or new lawsuit against the City of Oakland or (3) could result in a cross-complaint or any other action to make the City of Oakland a party to an existing lawsuit. “Claim” includes, but is not limited to, a pending administrative claim or a claim or demand for additional compensation.
(4) Entities required to disc lose under this Disclosure Policy include (1) any principal owner or partner, (2) any business entity with principal owners or partners that are owners or partners in a business entity, or any affiliate of such a business entity, that is involved in a pending dispute against the City of Oakland or Agency.
(5) Failure to timely disclose pending disputes required by this policy may result in (1) a determination that a bid is non- responsive and non- responsible for price-based awards, or (2) non- consideration of a bid or proposal for a professional service contract or other qualification-based award. The City may elect to terminate contracts with entities that failed to timely disclose pending disputes and/or initiate debarment proceedings against such entities.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 62 9. Schedule M – (Independent Contractor Questionnaire, Part A). – Applies to all agreements and is part of the “Combined Contract Schedules”.
Prior to execution of this agreement and/or upon request, the contractor shall complete the Schedule M form and submit to the City. The form can be found on our website at https://www.oaklandca.gov/documents/contracts-and-compliance-forms-and-schedules (see Combined Schedules)
10. Schedule N - (LWO - Living Wage Ordinance) – Applies to Non-Construction agreements and is part of the “Combined Contract Schedules”.
i. This Agreement is subject to the Oakland Living Wage Ordinance. The full details of the Living Wage Ordinance can be found on the City’s website (
https://library.municode.com/HTML/16308/level2/TIT2ADPE_CH2.28LIWAO R.html#TOPTITLE).
ii. Prior to execution of this agreement and/or upon request the contractor shall complete the Schedule N form and submit to the City. The form can be found on our website at https://www.oaklandca.gov/documents/contracts-and-compliance- forms-and-schedules (see Combined Schedules)
11. Schedule N-1 - (EBO - Equal Benefits Ordinance) – Applies to Non-Construction agreements over $25,000 and is part of the “Combined Contract Schedules”. i. This Agreement is subject to the Equal Benefits Ordinance of Chapter 2.32 of the Oakland Municipal Code and its implementing regulations. The full details of the Equal Benefits Ordinance can be found on the City website at http://library.municode.com/HTML/16308/level2/TIT2ADPE_CH2.32EQBEOR. html#TOPTITLE.
ii. Prior to execution of this agreement and/or upon request the contractor shall complete the Schedule N-1 form and submit to the City. The form can be found on our website at https://www.oaklandca.gov/documents/contracts-and- compliance-forms-and-schedules (see Combined Schedules)
12. Schedule O – (City of Oakland Campaign Contribution Limits Form) - Applies to all agreements and is a “stand alone Schedule”, and must be submitted with proposal. i. This Agreement is subject to the City of Oakland Campaign Reform Act of Chapter 3.12 of the Oakland Municipal Code and its implementing regulations if it requires Council approval. The City of Oakland Campaign Reform Act prohibits Contractors that are doing business or seeking to do business with the City of Oakland from making campaign contributions to Oakland candidates between commencement of negotiations and either 180 days after completion of, or termination of, contract negotiations. If this Agreement requires Council approval, Contractor must sign and date an Acknowledgment of Campaign Contribution Limits Form attached hereto and incorporated herein as Schedule O.
REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 63 ii. The form is also available on our website at
https://www.oaklandca.gov/documents/contracts-and-compliance-forms-and- schedules
13. Schedule P – (Nuclear Free Zone Disclosure) - Applies to all agreements and is part of the “Combined Contract Schedules”.
i. This agreement is subject to the Ordinance 11478 C.M.S. titled “An Ordinance Declaring the City of Oakland a Nuclear Free Zone and Regulating Nuclear Weapons Work and City Contracts with and Investment in Nuclear Weapons Makers”. The full details of the Ordinance 111478 C.M.S. can be found on our website at
https://www.oaklandca.gov/documents/contracting-policies-and- legislation
ii. Prior to execution of this agreement and/or upon request the contractor shall complete the Schedule P form and submit to the City. The form can be found on our website at https://www.oaklandca.gov/documents/contracts-and-compliance- forms-and-schedules (see Combined Schedules)
14. Schedule Q - (Insurance Requirements) - Applies to all agreements and is a “stand alone Schedule”, and evidence of insurance must be provided.
i. This Agreement is subject to the attached hereto and incorporated herein as Schedule Q Insurance Requirements. Unless a written waiver is obtained from the City’s Risk Manager, Contractors must provide the insurance as found at https://www.oaklandca.gov/documents/contracts-and-compliance-forms-and- schedules Schedule Q.
ii. A copy of the requirements is attached and incorporated herein by reference.
Liability insurance shall be provided in accordance with the requirements specified.
iii. When providing the insurance, include the Project Name and Project Number on the ACORD form in the section marked Description of Operations/Locations. iv. When providing the insurance, the “Certificate Holder” should be listed as: City of Oakland, Contracts and Compliance, 250 Frank H. Ogawa Plaza, Suite 3341, Oakland, CA 94612.
15. Schedule R – (Subcontractor, Supplier, Trucking Listing) – applies to Construction agreements only and is a “stand alone Schedule”.
i. This Agreement is subject to the attached hereto and incorporated herein as Schedule R form. The form can also be found on our website at https://www.oaklandca.gov/documents/contracts-and-compliance-forms-and- schedules.
ii. For establishing level of certified local Oakland for profit and not for profit REQUEST FOR PROPOSAL (RFP) – Temporary Employment Services _____________________________________________________________ 64 participation and calculating compliance with council’s 50% local participation policy.
iii. In response to this Notice Inviting Bids (NIB) opportunity, the prime shall be a qualified for profit or not-for profit entity.
iv. The contractor herewith must list all subcontractors and suppliers with values more than one-half of 1 percent of the prime contractor’s total bid or ten thousand dollars ($10,000) whichever is greater regardless of tier and all trucking and dollar amount regardless of tier to be used on the project. The contractor agrees that no changes will be made in this list without the approval of the City of Oakland. Provide the address, type of work, dollar amount and check all boxes that apply. Bidders that do not list all subcontractors and suppliers with values greater than one half of one percent and all truckers regardless of tier and dollar amount shall be deemed non-responsive.
v. Identify if contractors are certified MBE, WBE, Local Business Enterprises (LBE) and Small Local Business Enterprise (SLBE), Locally Produced Goods or Very Small Local Business Enterprise.
16. Schedule V – (Affidavit of Non-Disciplinary or Investigatory Action) - Applies to all agreements is part of the “Combined Contract Schedules”.
This Agreement is subject to the Schedule V - Affidavit of Non-Disciplinary or Investigatory Action. The form can be found on our website at
https://www.oaklandca.gov/documents/contracts-and-compliance-forms-and-schedules (see
Combined Schedules)
17. Schedule W – (Border Wall Prohibition )- Applies to all agreements and is a “stand alone Schedule”, and must be submitted with proposal.
This Agreement is subject to the Ordinance #13459 C.M.S. and its implementing regulations.
The full details of the Border Wall Ordinance are located on the City website at https://www.oaklandca.gov/documents/contracts-and-compliance-forms-and-schedules
PLEASE NOTE: By submitting an RFP/Q, NIB or Grants to the City of Oakland the prospective primary participant’s authorized representative hereby obligates the proposer(s) to the stated conditions referenced in this document.