Exh 4C.- t
Agenda Item: '~G
Date: / - Z5 ~ ~/
CITY OF ATLANTIC BEACH
CITY COMMISSIONER MEETING
STAFF REPORT
SUBJECT•
Award of Temporary Employee Services Contract.
AGENDA ITEM: Yes.
ACTION REQUESTED:
That City Commissioners approve award of a contract for temporary employee services to
Tidewater Temps Inc.
DISCUSSION AND/OR BACKGROUND:
There is often a need for a temporary employee to fill in for employees that maybe out due to
~~ medical reasons, to fill in for a vacant position while it is being filled, or to perform special projects.
In most cases, a temporary is utilized for only a week or two. However, a temporary being utilized
while a vacant position is being filled maybe utilized for eight (8) to twelve (12) weeks.
Six temporary agencies responded to a bid for temporary services. Two of the six were disqualified
as they did not comply with the bid requirements and of the four remaining, Tidewater Temp Inc.
was the lowest bidder when using a "weighted" total cost figure. That is, the hourly rate for the
four major categories of temporaries utilized by the City times the total estimated hours utilized for
each category.
SUBMITTED BY: George Foster, Human Resource Manager
FUNDING: Prior to use of any temporary, the Department Head must submit a written request
(Atch 1), the Finance Department verifies funding is available, and the City Manager approves or
disapproves the request.
REVIEWED BY CITY MANAGER:
3 Atch: 1. Request Form
2. Bid Response Summaries
3. Bid No: 9899-6
t
~'
CITY OF ATLANTIC BEACH
REQUEST TO STAFF VACANT POSITION
. OR
REQUEST TO OBTAIN TEMPORARY EMPLOYEE
PART 1. COMPLETED BY DEPARTMENT - GENERAL INFORMATION
~1. Department: 2. Division:
3. Position Title: 4. Request is for: ^ Regular o Temporary Position
S. Reason for request -Who left, why, when, etc. If for temporary, why needed, start date, etc.
I
COMPLETE 6 & 7 IF FOR REGULAR POSITION
6. Position Description is attached and is o Current ' ^ Needs update as marked.
7. Advertise at starting pay of
COMPLETE 8, 9 & 10 IF FOR TEMPORARY
8. Estimated length of time needed:
9. Special skills and/or needs of temporary
10. Days and times individual «711 trork:
ACCOUNT NUMBER FOR THIS ~ ACTION IS:
,,
Signature of Department Head Date
PART 2 COMPLETED BY HUMAN RESOURCES
^ Concur o Other
Signature Date
PART 3 FINANCE FUNDING VERIFICATION
^ Fund cite is correct and fu~ids are available.
^ Other ~
Signature Date
PART 4 CITY MANAGER ~
^ Approved ^ Other
David E. Thompson, City Manager Date
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C1TY OF
>4~~a~c ~ecul - ~~vud.~
1200 SANDPIPER LANE
~_ ,_._, ...,_,. ,_ _ .,. ,.__.__._._ ATLANTICBEACH.FLORIDA32233-4381
TELEPHONE (904) 247.5816
~~ FAX (904) 247-5819
November 16, 1998
CITY OF ATLANTIC BEACH
INVITATION TO BID
BID N0. 9899-6
NOTICE is hereby given that the City of Atlantic Beach, Florida, will
receive sealed bids IN TRIPLICATE in the Office of the Purchasing Agent,
1200 Sandpiper Lane, Atlantic Beach, Florida 32233, until 2:30 PM,
Wednesday, December 9, 1998, for TEMPORARY EMPLOYMENT SERVICES FOR
TEMPORARY EMPLOYEES IN VARIOUS DEPARTMENTS AND LOCATIONS THROUGHOUT THE
CITY OF ATLANTIC BEACH. Thereafter, at 3:00 PM, the bids will be opened
at the City Hall Commission Chamber, 800 Seminole Road, Atlantic Beach,
Florida.
Bids shall be enclosed in an envelope endorsed "BID N0. 8788-6 -
~, TEMPORARY EMPLOYMENT SERVICES FOR THE CITY OF ATLANTIC BEACH, TO BE
OPENED AT 3:00 PM, WEDNESDAY, DECEMBER 9, 1998.
Bid Forms, and information regarding the bid, may be obtained from the
Office of the Purchasing Agent, 1200 Sandpiper Lane, Atlantic Beach,
Florida, telephone (904) 247-5818.
DOCUMENTS REQUIRED TO BE SUBMITTED IN BID PACKAGE AT BID OPENING:
1. ORIGINAL Insurance Certificates (copies, Xeroxes, and facsimiles
are UNACCEPTABLE), naming the City of Atlantic Beach as Certificate
Holder, showing the bidder has obtained and will continue to carry
Workers' Compensation, public and private liability, and property
damage insurance during the life of the contract.
Three (3) references from companies or individuals for whom the
bidder has completed work during the past 12 months,•of a
comparable size and nature as this project. However, naming the
City of Atlantic Beach as a reference on past completed projects.
is UNACCEPTABLE.
Proof of OCCUPATIONAL License (copies ARE acceptable).
Signed copy of Documents Requriements Checklist.
Bid prices shall remain valid for ninety (90) days after the public opening
of the bids. Goods and services proposed .shall meet all requirements of
the Ordinances of the City of Atlantic Beach. The City of Atlantic Beach .
reserves the right to reject any or all bids or parts of bids, waive
informalities and technicalities, make award in whole or in part with or
without cause, and to make the award in what is deemed to be in the best
interest of the City of Atlantic Beach.
qtc~ ~
A person or affiliate who has been placed on the convicted vendor list
following a conviction for a public entity crime may not submit a bid
on a contract to provide any goods.or services to a public entity, may not
submit a bid on a.contract with a public entity for the construction or.
repair of a public building or .public work, may not submit bids on~leases
of real property to a public entity, may not be awarded or eprform woxk
as a contractor, supplier, subcontractor, or consultant under a contract
with any public entity, and may not transact business with any public
entity in excess of the threshold amount provided in Section 287.017,
for a period of 36 months from the date of being placed on the convicted
vendor list. (Section 287.133(2), FLORIDA STATUTES).
Joan LaVake
Purchasing Agent
*~t~t~~~~~*~~~~t~x~~st~~k ~~~~~~~~*~~~~~~~~~~
~'
CITY OF ATLANTIC BEACH
INVITATION TO BID
BID N0. 9899-15
TEMPORARY EMPLOYMENT SERVICES
FOR
TEMPORARY EMPLOYEES
IN
VARIOUS DEPARTMENTS AND LOCATIONS
THROUGHOUT THE CITY OF ATLANTIC BEACH
BACKGROUND AND INTENT:
This project consists of being the PRIMARY source of furnishing temporary
~""1, employment services for temporary employees in various departments and
locations throughout the City of Atlantic Beach. In the past, the City
of Atlantic Beach has used approximately one (1) to four (4) temporary
employees at any one time with the length of assignment varying from one
(1) day to several months. Attached is a listing of job categories and
tasks TYPICALLY performed by temporary employees.
The City of Atlantic Beach is seeking to contract for the following services
and under the following conditions:
1. The contractor shall be required to fill the City's requests for
temporary services within two (2) working days. If a temporary
employee cannot be supplied within two (2) working days, any
temporary service may then be used.
2. No assignment will be for less than four (4) hours per day.
3. The contractor shall be required on Sts own to recruit, evaluate and
train personnel in order to assure the City of qualified and competent
temporary help. All persons assigned to the City of Atlantic Beach
shall be employees of the contractor with the contractor responsible
for FICA, federal and state withholding tax, unemployment and workers'
compensation, etc.
BID REQUEST - .
Page 2
(^
4. The contractor shall provide a separate detailed invoice for each temporary employee and
submit invoices to the Human Resource Office for processing.
5. The City reserves the right to directly hire temporary employees through the Human
Resource Office or to utilize other temporary employment agencies.
The term of the contracts entered into pursuant to this bid shall commence upon approval and
confmue until September 30, 1999. After the initial period, the contract may be renewed for two
(2) additional one year periods. If, as a condition of renewal, the contractor requests rate
increases, the rates shall be mutually agreed to for contract extension.
If the city determines that the provider continually does not meet the needs of the city, the city
may upon a thirty (30) day notice terminate the contract.
The City intends to contract with one (1) firm to commence on the date contract approved. The
contractor shall guarantee rates per occupational category for at least the initial contract period.
The method of requesting temporary employees shall be via telephone by the City of Atlantic
Beach Human Resource Office.
In addition to requesting the necessary Proof of Insurance and Copy of Licenses, each vendor
bidding is required to submit at least three (3) professional references from the Beaches area that
have used their services for clerical assignments on at least three (3) separate occasions.
Bidders will be required to provide temporary personnel in accordance with this solicitation with
Hourly bill rates indicated by each of the following categories. An estimate of annual usage is
indicated below for each labor category.
ITEM NO. DESCRIPTION ESTIMATED HOURS RATE PER HOUR
001 RECEPTIONIST 40
002 CLERK TYPIST 620
003 DATA ENTRY CLERK 80
004 SECRETARY 760
. .
BID REQUEST
Page 3
DESCRIl'TION OF LABOR CATEGORIES
001 -RECEPTIONIST
General office knowledge including filing and experience in answering telephones, taking
messages and greeting the public.
002 -CLERK TYPIST
Type a minimum of 40 WPM. Demonstrates experience with personal computers and software
such as WordPerfect and Word.
003 -DATA ENTRY CLERK
Experience in basic computer data entry.
004 -SECRETARY
Type a minimum of40 WPM, basic office management knowledge and experience, experience
with word processing. Examples of software required is WordPerfect and Word.
~`
BID N0. 9899-6 - TEMPORARY EMPLOYMENT SERVICES
SUBMITTAL:
BIDDER
BY
BUSINESS ADDRESS ~ SIGNATURE
CITY, STATE & ZIP CODE
TITLE
DATE•
BUSINESS TELEPHONE
,,
CONTACT PERSON:
TELEPHONE NUMBER:
TAXPAYER IDENTIFICATION NUI~ER~(Federal Employer Identification Number OR
Social Security Number):
1
i
~^
CITY OF ATLANTIC BEACH
DOCUMENT REQUIREMENTS CHECKLIST
~~ BID BOND (if required on this project). ~•
t~( ORIGINAL Insurance.Certificates (copies, Xeroxes,
or facsimiles are UNACCEPTABLE), naming the City of
Atlantic Beach as Certificate Molder, showing they
have obtained and will continue to carry Workers'
Compensation, public and private liability, and•.
property damage insurance during the life of the
contract.
Three (3) references from companies or individuals
for whom the bidder has completed work or provided
a product during the past 12 months, of a comparable
size and nature as this project. However, naming
• the City of Atlantic Beach as a reference on past
project's is UNACCEPTABLE.
,~~ Proof of Occupational licenses (copies ARE acceptable).
~~ Signed copy o£ Documents Requirements Chacklist._
The above requirements have been noted and are understood by the bidder.
SIGNED:
DATE:
BID N0. ~ •
.;
(Bidder or Agent)
0
F~ ~~"~ Request for Taxpayer Give form to the
(Rev. Marcn 199x) ~dentiflcation Number and Certification send:oethe (RS~T
o.o.n~+r of +~. r...:...y
w..•..x,. s«~«
!lame (lt )ant tomes, I+st rrst and arde the fume of the person or entity wt+ase twmtxr you erstu in Put 1 bebw. See Inslructianr oa pays 21t Your name it:s chanysd.)
° .
a.
'~ Busttxss name (~.,de ProPrSetors see kutruttions on page 2) - -
0
c
Please check appropriate bore Q tndiv;duavsae prpprietor Q Corporation Q Partnership Q Omer ~ .....................•-------•--
a
° Address (numixr, sued, and aft. of suite no.) Requestels name and address (optlonatj
N
Q
d
(1.
Gty, stalC and 21P code
Taxpayer ldent~cation Number
Enter your TiN in the appropriate box. For
individuals, this is your soda! security number
(SSN). For sde proprietors, see tits lrtstructions
on page 2. For other entities, R is your employer
identification number (EIN}. K you do not have a
number. see How To Get a TIN bebw.
Note: N the aaaotrrrt is In more than one name,
see the char! on page 2 lorguidelales on whose
number to eater.
!.Est acooctnt nexntxr(s) Here (optionaq
Soda) saarttynuntber
a- ( -~
oR
Employer identttlutlon txrr~ber
For Payees Exempt From Hackvp
4Yrthholding (See Part lI
l;ht[~Iti t,ieCMICdDOCI
Under penalties of perjury. i certify thaL•
1. The number shown on this form k m)' correct taxpayer identificat[on number (or 1•am wafting !ot a number to be !,sued to me}, and
2 f am not subject to backup wtthhoidirg because: (a} 1 am exempt from backup wittitto[ding, or (b) I have not been notified by the lnterrrai
Revenue Service that 1 am subject to backup whhhotding as a result of a failure to report aft interest or dividends, or (c) the IRS has notified
me that t am no bnger subject to backup withholding.
Certifigtion lnstructions. You must aoss out item 2 above if you have been notified try the iRS that you are eurrecrtty sut~jeet to baUalp
,~'~'~'?~uig because of ur-detreporting interest or dividends on your tax return. For teal estate tnsnsadions, item 2 does not apply. For mortgage
~ 5t paid, tt-e acqu'~sition or abandocxnent of waxed property, canealtatbn of debt, eontn'butions to an individual retiremectt arrangement
(irvV, art<! generally payments other tttart interest and dividends. you 1sr+e not !'squired to slgn the Certification, but you must provkie your cornett
TiN. (Also see Part tlt irtstrurrtiorts on page 2) .
Sign
Here Signature -~ - Gate -~ -
Section re(ererxaes are to the lrrtemal
Revenue Code.
Pucposo of Form.--A pers~ort who is
~requiried to file an ktformation return with
ifte IRS must get your correct T1N to report
lncocne paid to 'you, reai estate
transactions, mortgage interest you paid,
the aogtHsition or abandonment of secured
Property. canosltation of debt, or
contributions y«, made to an IRA. Use
Form W-9 to give your corr~eet T1N•to the
requester (the person requesting your TIN)
and. when applicable, (i) to certify the T1N
you are giving is correct (or you are waiting
for a number to tie issued), (2) !o certify
you are not subject to backup withholding,
or (3) to claim exemption from backup
withholding if you are an exempt payee.
Giving your correct 71N and making the
appropriate certifications wilt prevent
certain payments from being subject to
backup withholding.
Note: it a requester gives you a form other
than a W-9 to request your TIN, you must
use-the requesters form i! it is substantia!!y
~` ~r to this Form W-9.
What Is Backup Withholding?-persons
making certain payments to you must
withhold and pay to the IRS 31 S6 of such
payments under certain oondrtions. This is
tatted "bardatp withho>dng." Payments
that coWd besuttjed to backup
wrthholdutg indtxie interest, dividends,
broker and barter exchange transactions,
rents, royalties, noriemptoyee pay. and
certain payments tram fshing boat
operators. Flea! estate transactions are not
subject to backup withholdng.
tf you give the requester your cornett
llN, make the proper certifcations, and
report aq your taxabie interest and
dividends on your tax return, your
payments wi-t not be subject to baidcup
withholding. Payments you receive wilt be
subject to backup withholding if:
1. You do not famish your T1N to the
requester, or
2 The !RS tells the requester that you
famished an incorrect 71N, or
3. The IRS teas you that you are subject
to backup withholding because you did not
report a1( your interest and dvidends on
your tax return {for reportable interest and
dividends only), or
4. You do not certify to the requester
that you are not suttject to backup
withholding under 3 above (for reportable
interest and dividend axautts opened
after 7983 oN}~, or
5. You do not cectity your TIN. See the
Part 111 ktstructions for exceFrtlons,
Certain payees anti payments are ~ ., ..~
exempt from badatp withholding and
intormation~reporting. See the Part 1f ,
Instructions and the ores
for ttte Requester of Form H!-9.
How To Get a TiN.-If yet do not have a
TiN, apply for one hnmediatety. To apply,
get Form SSA, Application for a Sodai
Security Number Card (tor indrviduais),
from your local office of the Soda! Security.
Administration, or Form SS-4, Application
for Employer Identification Number (tor
businesses and alt other entities), from
your local IRS office.
tt you do not have a TIN, write "Applied
For" in the space for the 71N to Part 1, sign
and date the form, and give it to the
requester. Generally, you wi'lI then have 60
days to get a T1N and give it to the
requester. If the requester does not receive
your TIN within 60 days, backup
withholding, if applicable, will begin and
continue until you famish your T1N: _
• :.
17 ~ Form W-9 (se~r.3-s=)
r _