Request for Proposals
Temporary Staffing
Services
RFP Release Date:
October 25, 2024
Qualifications Due by:
12:00 PM on November 15, 2024
Submit Qualifications through:
City of Richmond PlanetBids
RFP Contact:
Kimberly Pruitt
Senior Property Manager of the
Richmond Housing Authority
[email protected]
Table Of Contents
I. Introduction ………………………………………………………………………….………3
II. Scope of Services…………………………………………………………….…………….3-5
III. Contract Terms and Conditions ………………………………………………………..6 IV. Proposal Submittal Guidelines ..…………………………..…………….…….……….6-7 V. Required Submission Package ……………………………..…………………………..7-9 VI. Evaluation and Selection Criteria …………………………..…………………………9-10 VII. Special Conditions ……………….……………………………………………….…….10-12 Attachments
Attachment 1: Sample RHA Contract
• RHA Contract
• HUD-5370-C
• HUD-5369-C
• HUD-2992
• HUD 92010
Attachment 2: Insurance Requirements Type I
Section I: Introduction
Purpose
The Richmond Housing Authority (RHA) is seeking qualified staffing firms to provide temporary staffing services on an as-needed basis to support RHA’s residential unit turnover efforts and responding to work orders. The City of Richmond Employment and Training Department may also review respondents to this RFP process for similar support related to their residential construction programs such as RichmondBUILD and YouthBUILD. This Request for Proposals (RFP) outlines the terms and conditions under which the RHA and the City of Richmond will select a qualified list of vendors to fulfill this contract.
Richmond Housing Authority
The RHA is a municipal corporation that is federally funded and regulated primarily under the U.S. Housing Act of 1937 as amended (42 USC 1437 et seq.). Created as a state agency in 1941 under the State Housing Authorities Law (Health & Safety Code Section 34200 et seq.), the RHA is bound by federal, state, and local laws.
The RHA serves the Richmond community by providing affordable housing and support services to low-income families, individuals, and seniors. The RHA is committed to improving the quality of life for its residents and fostering strong, vibrant communities.
RFP Overview
This RFP describes the scope of work, contract terms, proposal submission requirements, and evaluation criteria for the temporary staffing services. The RHA anticipates creating a list of qualified agencies to award contracts on a as needed basis to qualified vendors. The estimated total contracts value is estimated to be up to $900,000.00 for a three-year term, with an option to extend for two additional years.
Section II: Scope of Services
The main property site, owned and managed by RHA, is known as Nystrom Village. It comprises 51 wood-frame duplexes built in 1941, totaling 100 residential units. Spread over four (4) blocks and nine (9) acres, the site is located between Florida Avenue and Virginia Avenue (north to south), and South 13th Street and South 16th Street (east to west) in Richmond, CA 94804. The property has a mix of 1-, 2-, and 3-bedroom units.
The Richmond Housing Authority (RHA) utilizes temporary staffing services to fill short-term staffing needs, primarily but not limited to the following areas:
● Renovations: This includes work associated with upgrading and modernizing RHA residential housing units. Some of these housing units could potentially be occupied, and a number of them have remained vacant for a significant amount of time. ● Unit Turnover: This includes work for preparing vacant units for new tenants and ensuring they are move-in ready in a timely and efficient manner. This process incudes tasks such as cleaning, repairing, and restoring units, and addressing any necessary repairs such as painting, carpentry, flooring, and resolving electrical or plumbing issues. ● Property maintenance: This includes tasks such as repairs, groundskeeping, and preventive maintenance for RHA-owned and operated housing units.
The RHA seeks qualified individuals to assist in these areas. The specific skills and experience required will vary depending on the position.
Skill Categories
The types of temporary staffing positions needed by the RHA may include, but are not limited to, the titles of equivalent City of Richmond positions. Please refer to the City of Richmond's Class Specifications located at the website:
https://www.governmentjobs.com/careers/richmondca/classspecs to review the job descriptions for the following positions:
● Maintenance Aide II
● Maintenance Worker I
● Maintenance Worker II
● Facilities Maintenance Worker I
● Facilities Maintenance Worker II
● Maintenance Mechanic I
● Maintenance Mechanic II
● Building Trades Worker I
● Building Trades Worker II
● Carpenter
● Electrician I
● Electrician II
These positions encompass various levels of expertise in general maintenance, facility upkeep, mechanical repairs, construction, carpentry, and electrical work, all essential for maintaining and improving residential housing units.
Selection of Temporary Employees
Agencies shall provide placement and payroll services for temporary employees to the RHA in a timely manner.
Agencies shall be responsible for the following activities related to the recruitment and selection of temporary employees:
● Recruitment: Identifying and attracting qualified candidates. ● Screening: Reviewing candidate applications and resumes. ● Testing: Administering relevant tests or assessments. ● Interviewing: Conducting interviews with candidates.
● Selection: Making hiring decisions based on candidate qualifications and the RHA's needs.
● Reference checks: Verifying candidate references.
● Criminal background checks: Conducting criminal background checks. ● Drug screening: Conducting drug screenings, if requested by the RHA.
The RHA reserves the right to approve or deny any temporary employee selected by the agency prior to the start date. Additionally, the RHA may interview any employee selected by the agency to ensure that the candidate meets the RHA's qualifications and requirements.
Furthermore, the RHA has the right to terminate any temporary employee at any time without cause or reason.
Timecards, Billing, and Invoicing
● Timecards: Each temporary employee is required to maintain a daily record of hours worked on his or her timecard. These timecards are to be approved by an RHA designee. Temporary employees will generally follow the City of Richmond's standard work schedule of 8:30 AM to 5:00 PM, with a one (1) hour lunch break. However, this schedule may be adjusted in response to emergency work orders. Additionally, temporary employees will observe the City of Richmond’s holiday schedule which can be found here: https://www.ci.richmond.ca.us/2078/Holiday-Schedule .
● Invoices: Agencies shall submit invoices on a monthly basis. Separate invoices are to be prepared for each temporary employee. All invoices shall be addressed to the RHA, the RHA designee approving timecards, and to the City of Richmond Accounts Payable department.
Agency Reporting
Agencies shall provide the following monthly reports:
● Expenditure Reports: Monthly and cumulative totals for all temporary staff assigned to the RHA.
● Personnel Count Reports: Total assigned temporary employees, their start dates, current position titles, pay rates, and bill rates.
Removal from Approved List
Repeated failure to provide qualified temporary employees in a timely manner or other unsatisfactory performance may result in the agency being removed from the RHA's approved list of vendors.
Section III: Contract Terms and Conditions
Contract Term
The Richmond Housing Authority intends to award a three (3) year contract with the option to renew for two additional years. The estimated total contracts value is $900,000.00 for the initial three-year term, with an option to extend it for two additional years. The RHA anticipates awarding multiple contracts to qualified vendors.
Licenses
The successful Contractor and all subcontractors used in the work will be required to hold or to obtain a City of Richmond business license for which the fee will not be waived. Prior to the start of work, the successful Contractor shall obtain all other required permits from the City of Richmond, for which the fees will not be waived. The successful Contractor shall also obtain any other permits required from other agencies for the completion of the project, for which the fees will not be waived.
General Conditions of the Contract
Contractor and all subcontractors shall comply with Instructions to Offerors non-Construction (HUD Form 5369-B, Attachment 1), Certifications and Representations of Offerors Non- Construction Contract (HUD Form 5369-C, Attachment 2) and General Conditions for Non- Construction Contracts (HUD Form 5370-C, Attachment 3), and Certification Regarding Debarment and Suspension (HUD Form 2992, Attachment 6) which are incorporated into the Contract Documents by this reference.
Compliance with City Ordinances
The contractor and all subcontractors shall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance (Richmond Municipal Code (RMC) Chapter 2.28), Business Opportunity Ordinance (RMC Chapter 2.50), Local Employment Program Ordinance (RMC Chapter 2.56), Living Wage Ordinance (RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employment Applications (“Ban the Box”) (RMC Chapter 2.65), which are incorporated into the Contract Documents by this reference.
Insurance Requirements
Contractor shall maintain in full force and effect during the entire contract term the Insurance Requirements as described in “City of Richmond - Insurance Requirements -” Type 1 - Attachment 2.
Section IV: Proposal Submission Guidelines
Proposals must be clearly marked with the RFP number ("RFP-Temporary Staffing Services- 2024") and your company name. If RFPs are not clearly marked, the Vendor risks the RFP being misplaced and not properly delivered. The submitter has full responsibility to ensure the proposal arrives to The City of Richmond Finance Division within the deadline.
Download and submit proposals electronically through the City of Richmond BidsOnline system at the website https://vendors.planetbids.com/portal/14590/portal-home and mail to:
City Of Richmond Finance Department
Attn: Ofelia Alvarez
C/O Staffing Services
450 Civic Center Plaza
Richmond, CA 94804
All proposals must be submitted by 12:00 PM on November 15, 2024. Electronic submissions must be received by the deadline. Mailed proposals must be postmarked by the deadline. The RHA is not responsible for delays caused by mail service.
Proposals should be well-organized and address all aspects of the RFP. Include information on your company profile and experience, relevant project examples, your proposed staffing plan, pricing structure, and references.
All questions and requests for clarification regarding the RFP must be submitted in writing by November 8,2024 to [email protected] . The RHA will provide written responses to all questions and post them on the RFP website for reference by all interested vendors.
Please note that proposals received after the deadline may be rejected. The RHA reserves the right to conduct interviews with shortlisted vendors. Proposals become the property of the RHA and may be subject to public disclosure after the selection process is complete.
Section V: Required Submission Package
The submission package must include the following:
In addition to the following listed below, the submission package must include a signed and dated acknowledgement of and Addendums submitted in conjunction with this RFP, and a Certifications and representations of Offerors Non-Construction if applicable (Attachment 6), and Certification Regarding Debarment and Suspension (HUD-2992, Attachment 4).
The submission package must also include the following:
1. Cover sheet referencing this RFP with the name of the firm, contact information, number of employees, and location of office(s).
2. Firm’s Experience: Demonstrate your firm’s experience in jobs similar in scope and complexity as described in this solicitation. Provide your firm’s capability and methodology of rendering the services outlined herein and resumes of key personnel who will be assigned to this engagement.
3. References: Provide references of customers, clients, or owners for whom you have delivered similar staffing. Please include statements or letters of recommendation from customers/clients describing job performance and service. Provide the point of contact, telephone number, email, title, and relation to you. RHA intends to contact these references to determine reliability, job performance, service, and other information.
4. Understanding Scope of Services: Please describe your understanding of the services to be performed and/or the product to be provided. Specific areas to address in the proposal response include the following:
○ The specific skill categories for which your agency is able to provide temporary employees that will meet the needs of the City.
○ Pricing (fees) - list your agency’s fees/markup provisions by skill category. ○ Drug screening services and pricing, if not included in the agency's normal fee/markup.
○ Description of application screening, testing, and selection procedures. ○ Sample reports that match the criteria listed in the Agency Reporting section of the Scope of Services.
○ Name of primary contact person who will be assigned to handle the City's requests.
○ Hours of operation - address how before- or after-hours requests or other issues would be handled by your agency.
○ Response time in filling the City's requests.
○ Minimum hours to be paid for less than eight (8) hours worked. ○ Other qualifications that make your firm unique.
5. Proposed Rates and Fees: Please submit fees as discussed in item 4 above. Also include any additional fees associated with the scope of services outlined herein.
6. RHA Forms: Each respondent must complete the Forms as provided in Exhibit X.
Additional information on specific forms are included below:
○ Section 3 Participation: Provide a detailed narrative on how the respondent will assist the RHA to comply with HUD’s Section 3 requirements for hiring Section 3 residents and/or local disadvantaged individuals and businesses. A copy of HUD’s Section 3 requirements is provided in Attachment 6.
○ Minority and Women Business Participation: Proposals submitted in response to this solicitation must include an MBE/WBE participation plan which, at a minimum, demonstrates “Best Efforts” have been taken to achieve compliance with MBE/WBE goals.
○ All other applicable forms listed in Attachments 1 to 5.
Section VI: Evaluation and Selection Criteria
The Selection Committee shall first review submittals for initial decisions on responsiveness and responsibility. This shall include a check that required forms were submitted, verification that the vendor meets minimum qualifications, verification that the Vendor proposal response is reasonably complete, and other considerations of responsiveness based on the instructions within this RFP. Those found responsive and responsible based on this review will proceed to the proposal evaluation process, using criteria listed below.
Evaluation Process
The Selection Committee will evaluate proposals based on the following criteria:
Specific 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 proposals:
○ Quality and Responsiveness of the RFP: 20 points
■ Responsiveness to the terms, conditions, and items of performance. ■ Completeness and thoroughness of the proposal.
■ Grasp of the scope and services to be performed, and the technical approach to be used.
○ Past Performance and References: 20 points
■ Evidence of good organizational and management practices. ■ Qualifications and experience of key personnel.
■ Experience and past performance of the firm.
■ Professional experience in performing tasks similar in scope and complexity.
■ Past, recently completed, or on-going staffing services that will substantiate experience.
■ References from customers and/or clients whom you have delivered similar staffing services.
○ Qualifications, Experience, and Work Plan: 30 points
■ Experience in performing work of a closely similar nature and size. ■ Experience working with public agencies.
■ Experience and understanding of temporary services required of other housing authorities.
■ Depth of contractor understanding of RHA’s requirements. ■ Overall quality and logic of work plan.
○ Cost: 20 points
■ Proposed rates and fees of various temporary staffing positions, as outlined in the Skill Categories section.
○ Section 3 & M/WBE Plan: 10 points
All proposals will be reviewed to determine conformance with the RFP requirements. Failure to meet the requirements may be cause for rejection of the proposal. Any proposal which is incomplete, conditional, or contains irregularities may also be rejected.
RHA Reserves the right to:
● Select any proposal as a basis for written or oral communication with any or all of the companies or individuals when such action is considered to be in the best interest of the City of Richmond.
● Exercise discretion and apply its judgment with respect to selection of any proposals submitted.
● Reject all proposals.
Depending on the content as determined by the selection committee, RHA may conduct interviews of the top-ranking firms before final selections are made.
The total points for both the interview and the written proposal combined shall be used to determine the top candidate(s). The selection committee may then consider references and responsibility before selecting the finalist. The selection committee shall select the Proposer that is evaluated to be most competitive, and whose response is deemed to be in the best interest of this requirement.
RHA may negotiate elements of the contract as required to best meet the needs of RHA, with the apparent successful Proposer. If, during contract negotiations and/or during the terms of the
agreement, the Successful Proposer finds that the requirements can be met in a more advantageous way, the successful Proposer shall notify RHA in writing of such finding. RHA may include such changes in the Contract.
If RHA determines, in the course of negotiations, that a satisfactory contract cannot be executed in a timely fashion, RHA may reject the successful Proposer and either terminate the procurement process or initiate negotiations with other Proposers in the order of their relative ranking.
Section VII: Special Conditions
Reservations
This RFP does not commit the Richmond Housing Authority to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this RFP, or to procure or contract for work. RHA may reject a proposal without providing the reason(s) underlying the declination. A failure to award a contract to the proposer with the lowest cost proposal shall not constitute a valid cause of action against RHA.
Public Records
All proposals submitted in response to this RFP become the property of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret at the time of submission to the City of Richmond and marked as "confidential" will be treated as a trade secret.
Right to Cancel
RHA reserves the right to cancel or revise, for any or no reason, in part or in its entirety, this RFP. If RHA cancels the RFP prior to the deadline for proposals or revises the RFP, notification will be placed on the City of Richmond’s BidsOnline System www.ci.richmond.ca.us/bids.
Additional Information
RHA reserves the right to request additional information and/or clarification from any or all proposers to this RFP, but is under no obligation to do so.
HUD Section 3 Clause
1. The work to be performed under this contract is subject to the requirements of section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u (section 3). The purpose of section 3 is to ensure that employment and other economic opportunities generated by HUD assistance or HUD-assisted projects covered by
section 3, shall, to the greatest extent feasible, be directed to low- and very low-income persons, particularly persons who are recipients of HUD assistance for housing.
2. The parties to this contract agree to comply with HUD's regulations in 24 CFR part 135, which implement section 3. As evidenced by their execution of this contract, the parties to this contract certify that they are under no contractual or other impediment that would prevent them from complying with the part 135 regulations.
3. The contractor agrees to send to each labor organization or representative of workers with which the contractor has a collective bargaining agreement or other understanding, if any, a notice advising the labor organization or workers' representative of the contractor's commitments under this section 3 clause, and will post copies of the notice in conspicuous places at the work site where both employees and applicants for training and employment positions can see the notice. The notice shall describe the section 3 preference, shall set forth minimum number and job titles subject to hire, availability of apprenticeship and training positions, the qualifications for each; and the name and location of the person(s) taking applications for each of the positions; and the anticipated date the work shall begin
4. The contractor agrees to include this section 3 clause in every subcontract subject to compliance with regulations in 24 CFR part 135, and agrees to take appropriate action, as provided in an applicable provision of the subcontract or in this section 3 clause, upon a finding that the subcontractor is in violation of the regulations in 24 CFR part 135. The contractor will not subcontract with any subcontractor where the contractor has notice or knowledge that the subcontractor has been found in violation of the regulations in 24 CFR Part 135.
5. The contractor will certify that any vacant employment positions, including training positions, that are filled (1) after the contractor is selected but before the contract is executed, and (2) with persons other than those to whom the regulations of 24 CFR part 135 require employment opportunities to be directed, were not filled to circumvent the contractor's obligations under 24 CFR Part 135.
6. Noncompliance with HUD's regulations in 24 CFR Part 135 may result in sanctions, termination of this contract for default, and debarment or suspension from future HUD assisted contracts.