Item Number: 11
City Council / Board of Directors
Written Communications
Meeting of: March 19, 2024
Submitted By:
Mazharul Islam, Technology Officer
Subject:
Amendment No. 4 to the General Services Provider Standard Agreement with Robert Half International, Inc. for Temporary Staffing, Direct-Hire, and other Employer Services, Project ESC23-069.
Recommendation:
That the Honorable City Council:
1) Approve Amendment No. 4 to the General Services Provider Agreement with Robert Half International, Inc. (Robert Half), increasing the total compensation by $295,000.00 to an amount not to exceed $703,000.00, to continue providing temporary staffing, direct-hire, and other professional services. 2) Authorize the City Manager to execute any documents related to this transaction.
Fiscal Impact:
This action will result in a fiscal impact of $295,000.00; an additional appropriation is not required. Sufficient funds for these services are budgeted to cover the planned expenses for the current fiscal year 2023/2024. The requested increase in the not-to-exceed amount for the agreement is from $408,000.00 to $703,000.00. Funding for future years will be allocated through the annual budget process.
Account Number: 1001569-52300 – IT-MISC SYSTEMS – CONTRACT SERVICES Amount $295,000.00.
Strategic Plan Goal:
This item aligns with Goal G of the 2023-2026 Strategic Plan, Organizational Effectiveness and Sustainability, in that the temporary staffing services provide the City with qualified and experienced temporary staffing to maintain business operations while the City recruits and onboards full-time personnel.
Background:
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On April 18, 2023, the Honorable City Council approved Amendment No. 1 to the agreement with Robert Half, increasing the total amount to $218,000.00. Additionally, on or around January 29, 2024, Amendment No. 2 was issued to exercise option 1 of 4, adding an additional one-year period, amending the term of the agreement to commence on January 25, 2024, and did not necessitate Council approval. Then on February 6, 2024, the Honorable City Council approved Amendment No. 3 to the agreement, increasing the total compensation by $190,000.00 to an amount not to exceed $408,000.00, allowing the City’s Information Technology (“IT”) Department to retain access to Robert Half temporary staffing services, remaining agile and responding quickly to fluctuating demands.
Amending the contract with Robert Half to add additional funding has allowed the IT Department to minimize disruption, maintain business operations, and provide access to highly skilled resources while continuing to recruit qualified candidates through our standard hiring process.
Discussion:
The City’s agreement with Robert Half has allowed the IT Department to quickly address the need for experienced and qualified individuals by maintaining temporary staffing services within the IT Department. Additionally, this has allowed the IT Department to maintain business operations, initiate critical projects, maintain a robust IT infrastructure, and provide access to highly skilled resources. The existing agreement allows the City to contract temporary staffing services from Robert Half in an amount not to exceed $408,000.00.
The IT department has allocated funding over the past two fiscal years (FY 2022/23 and FY 2023/24) which the Council approved in the department budget; however, the cumulative contract amount was subsequently not reflected properly as we proceeded with amendments. The purpose of this amendment is to bridge that gap and bring our budget and contract in line with each other allowing us to continue using the services provided by Robert Half through the end of this fiscal year.
As full-time vacancies are filled within the IT Department, Robert Half’s temporary staffing services continue to be reduced, relieving Robert Half consultants of their assignments with the City. Four vacancies in the IT Department have been filled recently, with these new employees beginning full-time employment in recent weeks. This has allowed the IT Department to further reduce temporary staffing with Robert Half by over 40%. Currently, there are two remaining vacancies in the IT Department, and recruitment is at various stages to fill the vacancies permanently.
Approval of Amendment No. 4 to the existing agreement with Robert Half will allow the City to fulfill its estimated temporary staffing needs in the IT Department through the end of the fiscal year. Therefore, staff recommends the approval of Amendment No. 4 to the General Services Provider Agreement with Robert Half International, Inc., increasing the not-to-exceed amount to $703,000.00, to provide temporary staffing, direct-hire, and other professional services.
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Attachments: A. Robert Half Fully Executed Contract
B. Robert Half Fully Executed Amendment 1
C. Robert Half Fully Executed Amendment 3
D. Robert Half Proposed Amendment 4