REPORT TO COUNCIL
SUBJECT
Title
Award of two (2) On-Call Temporary Personnel Services Agreements to AppleOne, Inc. DBA AppleOne Employment Services in the Amount of $1,200,000, and to Bolt Staffing in the Amount of $600,000 (F23-118)
Report
REPORT IN BRIEF
Approval is requested to award two (2) on-call Temporary Personnel Services agreements to AppleOne, Inc. DBA AppleOne Employment Services in the amount not-to-exceed $1,200,000 for a period of 3 years and to Bolt Staffing in the amount not-to-exceed $600,000 for a period of 3 years. Approval is also requested to authorize the City Manager to increase the not-to-exceed amounts, extend the contracts, and modify the compensation schedule, if operationally necessary, for up to three additional years, with all actions subject to available budgeted funding.
EXISTING POLICY
Pursuant to Chapter 2.08 of the Sunnyvale Municipal Code, contracts for this type of service are awarded pursuant to a Request for Proposals (RFP) best value process, unless otherwise exempt from the competitive bidding process. Additionally, City Council approval is required for the procurement of goods and/or services exceeding $250,000 in any one transaction.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b) as it has no potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment.
BACKGROUND AND DISCUSSION
For many years, the City has contracted with temporary personnel placement agencies to enhance and supplement its regular workforce. Temporary agency employees are generally used for short term assignments, such as filling in while a vacancy exists, or for seasonal work or special projects of a one-time or limited nature. Employees who work under this type of agreement typically fall into one of the following categories: clerical/administrative; laborers/maintenance; and professionals and paraprofessionals. Temporary employees are not used on an ongoing basis for work performed by regular City employees.
In May 2023, a request for qualifications (RFQL) was advertised on the City’s DemandStar public procurement network and distributed to seven local firms. Nineteen responsive statement of qualifications (SOQ) were received. Written SOQs were evaluated and ranked by an evaluation team consisting of Human Resources staff. The SOQs were evaluated on their qualifications, experience, license/certification, and staffing plan. Following the written evaluation, the seven highest ranking proposers were invited to an interview.
Following the interview, staff recommends awarding two agreements, AppleOne, Inc. DBA AppleOne Employment Services and Bolt Staffing Group. These firms were the highest ranked proposers based on their experience, customer service and local offices that can support temporary staffing needs.
The award of two contracts is recommended to provide flexibility in assisting departments with timely and effective temporary employee placements. With two agencies providing temporary staffing, it is anticipated that placements can occur more quickly as there will be a larger pool of potential candidates available for placement.
FISCAL IMPACT
Over the course of the previous contract period, the annual spending level for temporary employees has averaged approximately $275,000. The amount is expected to increase given the current vacancy rates and increases in hourly rates. There is no single budget line item for temporary staffing as funds are available from various sources throughout the budget, typically through salary savings due to vacancies.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City’s official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the NOVA Workforce Services reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City’s website.
RECOMMENDATION
Recommendation
Take the following actions:
- Award two (2) three-year on-call temporary personnel services agreements in substantially the same form as Attachments 1 & 2 to the report to: AppleOne, Inc. DBA AppleOne Employment Services in the amount not-to-exceed $1,200,000 and Bolt Staffing Group in the amount not-to-exceed $600,000;
- Authorize the City Manager to execute the contracts when all necessary conditions have been met; and
- Authorize the City Manager to extend each contract for up to three (3) additional one (1) year periods and modify the compensation schedule if operationally necessary and subject to available budgeted funding.
Staff
Prepared by: Lisa Vo, Interim Purchasing Officer
Reviewed by: Tim Kirby, Director of Finance
Reviewed by: Tina Murphy, Director of Human Resource
Reviewed by: Jaqui Guzmán, Deputy City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Draft On-Call Temporary Personnel Services Agreement - AppleOne
2. Draft On-Call Temporary Personnel Services Agreement - Bolt Staffing