City Council Meeting - FINAL


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  7.D.       
Meeting Date: 06/01/2021  

Information
TITLE:
Consideration and Approval of Contracts:  Temporary Personnel Services with Performance Strategies, Inc., 22nd Century Technologies, Inc., and Compunnel Software Group, Inc. 
STAFF RECOMMENDED ACTION:
  1. Approve the contracts for the following temporary personnel agencies at the hourly rates outlined in the attached contracts:
  • Performance Strategies, Inc.
  • 22nd Century Technologies, Inc.
  • Compunnel Software Group, Inc.
  1. Authorize the City Manager to execute the necessary documents.
Executive Summary:

City divisions may at times need temporary service personnel to fill a vacancy and/or to assist on special projects. There are two groups of temporary personnel requested 1) administrative and 2) general laborers. In addition to the jobs listed, the City reserves the right to request other job classifications at a negotiated rate if need should arise during the contract.
 
A total of 15 proposals were received and evaluated based on the agencies' experience and qualifications (i.e. inclusion of group one and group two, dedicated team, team's experience, government experience), method of approach (i.e. turnaround time, testing, reference, interview, training, benefits), proposed fee schedule and references. The recommendation to award to the three agencies listed above is based on their formal response to the Request for Proposals (RFP). 

Human Resources previously implemented internal procedures for requesting temporary personnel that will continue to be followed. The hiring supervisor may initiate the request for temporary personnel directly to the temporary personnel agency. Human Resources may assist the hiring supervisor as needed.

Financial Impact:
The Temporary Personnel expenditure will be charged to the appropriate division/section budget.
 
Total Expenditures for Temporary Personnel Services for FY2019 and FY2020 are listed below:
 
TOTAL PAYMENTS - ALL VENDORS
 
Fiscal Year 2020
 $  402,569.86
Fiscal Year 2019
 $  370,535.73
Policy Impact:
None
Connection to PBB Key Community Priorities/Objectives & Regional Plan:

COUNCIL GOALS:
  1. Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
  2. Improve effectiveness of notification, communication, and engagement with residents, neighborhoods and businesses and about City services, programs, policies, projects and developments
  3. Support and assist the most vulnerable
Has There Been Previous Council Decision on This:

Yes. The previous Temporary Personnel Services contracts were approved by City Council on July 5, 2016. The initial contract was for one (1) year with four (4) one (1) year extensions with the contract and extensions expiring on June 30, 2021. 

Options and Alternatives:

Another option would be to recruit and hire all temporary personnel in lieu of utilizing temporary personnel service agencies. The benefit of doing this would be the City would not pay administrative costs to personnel agencies for their administration. However, it would take longer to fill such vacancies due to having to recruit to find temporary personnel to do the work and the temporary personnel may be less interested in working for the City given there is only one short-term assignment versus working for a temporary personnel agency provide access to multiple short-term assignments.

Background/History:

The City of Flagstaff's Purchasing section posted a new RFP solicitation on March 15, 2021 for Temporary Personnel Services on the PlanetBid’s website and advertised the RFP in the Arizona Daily Sun on March 21 and 28, 2021. The purpose and intent of the RFP was to establish one or more qualified agency(s) to provide a variety of Temporary Personnel Services complying with all State, Federal and Local Laws (including the Americans with Disability Act, Title VII of the Civil Rights Act of 1964, Age Discrimination in Employment Act, Civil Rights Act of 1991, Patient Protection and Affordable Care Act).

There were 15 proposals received in response to the RFP and opened electronically on April 7, 2021. The recommendation to award to the three agencies listed below is based on their formal responses to the proposal and final evaluation scores and determined by the evaluation panel which consisted of five (5) members. A summary of the scores of all 15 proposals received are identified in the Key Considerations section below. 

The top three agencies that scored the highest in the RFP evaluation process were selected for recommendation of award of contract and are listed below:

  1. Performance Strategies, Inc.
  2. 22nd Century Technologies, Inc.
  3. Compunnel Software Group, Inc.
Key Considerations:

15 proposals were received and evaluated using the following criteria: experience and qualifications, method of approach, fee schedule and references.The evaluation committee selected the top three (3) scoring agencies for which to recommend award of contracts:
 

Performance Strategies, Inc.
429
22nd Century Technologies, Inc.
408
Compunnel Software Group, Inc.
406
Diskriter, Inc.
387
Moten Tate, Inc.
385
RADgov, Inc.
383
Tryfacta, Inc.
379
Buzzclan, LLC
368
vTech Solutions, Inc.
364
Infojini, Inc.
357
Premier Staffing Source, Inc.
348
Abacus Service Corporation
340
Staff Today, Inc.
295
Lancesoft, Inc.
274
Viable Staffing Solutions, LLC
40


The initial contracts will be awarded for one (1) year with an option to extend for up to four (4) additional one-year periods. Proposed fee rates shall be firm for one (1) year from date of award.

Expanded Financial Considerations:

Approval of the contracts with Performance Strategies, Inc., 22nd Century Technologies, Inc., and Compunnel Software Group, Inc. to provide Temporary Personnel to maintain services allows the City to continue normal operations as needs and demand dictate with minimal disruptions on an as needed basis.

However, rejecting the recommendation to contract with Performance Strategies, Inc., 22nd Century Technologies, Inc., and Compunnel Software Group, Inc. will require staff to go through a formal hiring process internally, delaying service response to citizens.

Community Benefits and Considerations:

By entering into contracts with Performance Strategies, Inc., 22nd Century Technologies, Inc., and Compunnel Software Group, Inc,. Staff will be able to continue to provide safe, timely and cost-effective services to the community.

Community Involvement:
Inform
Expanded Options and Alternatives:
  1. Approve the contracts with Performance Strategies, Inc., 22nd Century Technologies, Inc., and Compunnel Software Group, Inc. to provide Temporary Personnel to maintain services by allowing the City to continue normal operations as needs and demand dictate with minimal disruptions on an as needed basis;
  2. Reject the recommendation to contract with Performance Strategies, Inc., 22nd Century Technologies, Inc., and Compunnel Software Group, Inc. and have staff go through a formal hiring process internally, delaying service response to citizens; or
  3. Have Staff re-solicit the proposal.
Attachments
Contract - Performance Strategies
Contract - 22nd Century Technologies
Contract - Compunnel


    

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