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Exh 4C`~i t CITY OF ATLANTIC BEACH CITY COMMISSIONER MEETING STAFF REPORT SUBJECT: Award of Temporary Employee Services Contract. AGENDA ITEM: Yes. ACTION REQUESTED• Agenda Item: '~' G Date: Z - Z Z ' qg That City Commissioners approve award of a contract for temporary employee services to Remedy Intelligent Staffing. DISCUSSION: On Monday, January 25, 1999, the City Commissioners accepted the bid of Tidewater Temps as the best bid meeting specifications for supplying temporary employment services for the City of Atlantic Beach. Since this award, we have been advised (Atch 1) that Tidewater Temps have been purchased by another company and can no longer honor the contract that they were awarded. Therefore, we are requesting that the City Commission accept the next best bid that met specifications acid award the contract to Remedy Intelligent Staffing. 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. The lowest bidder was determined 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 2), the Finance Department verifies funding is available, and the City Manager approves or disapproves the request. REVIEWED BY CITY MANAGER: 4 Atch: 1. Letter on Tidewater Temps 2. Temporary Employee Request Form 3. Bid Response Summaries t I 4. Bid No: 9899-6 ~ MARITIME MECHANICAL SERVICES 2444 Mayport Road #10 Atlantic Beach, Florida 32233 904-241-0998 904-241-3849 fax February 4,1999 City of Atlantic Beach Donna Bussey 800 Seminole Road Atlantic Beach, Florida 32233 Donna: Tidewater Temps, Inc was recently purchased by Maritime Mechanical Services. ~~ Maritime Mechanical Services works exclusively with ship repair. Regretfully we can no longer honor the contract that was awarded recently. Sincerely, .~ James M. Berry Manager ~~~~~~ ~~~ ~ ~' CITX OF ATLANTIC BEACH . REQUEST TO STAFF VACANT POSITION . OR REQUEST TO 0BTA1N TEMPORARY EMPLOYEE PART 1. COMPLETED BY DEPARTMENT -GENERAL INFORMATION 1, Deparment: 2. Division: 3. Position Title: 4. Request is for: ^ Regular ^ Temporary Position 5. Reason for request -Who left, titihy, when, etc. If for temporary, tivhy needed, start date, etc. COMPLETE 6 & 7 IF FOR REGULAR POSITION 6. Position Description is attached and is ^ Current ' ^ Needs update as marked. 7. Advertise at starting pay of COMPLETE 8, 9 & 10 IF FOR TEMPORARY 8. Estimated length of tune needed: 9. Special skills and/or needs of temporaq• 10. Days and times individual «zll ~~•ork: ACCOUNT NUMBER FOR THIS ~ ACTION IS:~ , '• ti Signahire of Department Head Date PART 2 COMPLETED BY HUMAN RESOURCES ^ Concur ^ Other Signature Date PART 3 FINANCE FUNDING 'VERIFICATION ^ Fund cite is correct and funds are available. ^ Other Signature Date PART 4 CITY MANAGER ^ Approved ^ Other David E. Thompson, City Manager Date , /~-7C yf-~ .2 -- -----_ ... .. .. I I I 1 ' 1 c~ U ~ ~ O o i ~ ~ ~ ~ a ° ~ N M ~ ~ u O ~ O U ~- ~ v C ~ .~ C 1 ~ ~ ~ ~ , , 0 o ~ a ~ _ ~ ~ 4 ~ fl f k' ~ o- ~ .9 0 0 ~ L 'o " ~' x ~ ~ o ~' o ~ N - u w 1 ~' ~ ~. W rl C-1 ~ ++ x W G u U H V O ~.] H ~~ C q "~ 0 ~ w a u H ~ O NNh = .~ U V ~ q n~ ~ W H Y a ~~ W O ~, O w W L' > C v lL = F+ ~ G H n L17 In O , x O U cs ~ U U 1- .a Q. '~ n G rzi ~ Y -'~ w ~ ul ~ N W C U ~ ~ Z U o G ~ Q 1 ~ ONh z ~ ~ Oo ~ >, ~ Oo pp Q- U liJ V O O O ~ ~ ~ a V ~ S ~ ~ ~ ~ ~ O H ~ X ~ i Oo U W ~ ~ 4 p p M ~ ~ ~ Z ~ O -t V T Z C ° ow U ~ ~ r n a _ 00 ~ \ N h Z • ~ ~ N N ~ jaV ~ N ~ N "~ 7 tW-t W a~ ~ ~ ~ o ~ a w ~n v X t^ µ~j O .'~ O c W Rr ~ K ~ 1-~ -a U N ~ Z ~ ~ a F x V W ~ y 2 p H H ~ a UV- Z (~,a a ° ~ ~ ~ ~ ~ w a , a p. m p U w H N W ~ U ~ _p© m ~ tcl N N ~ ~ ~ W l i. O~ n O H H ~ W aa H ~ t•1 P. O N {~rr 2 2 O O G ~ a U ~t W N {{,,a..~~ U H H yW.~ ~ W o ~ p4 V A N O txx -~ a C.) q H ...i Z F . CJ ~ p ~ tit!' .~ O U v O _c .~ E $ 4 i! t 1 I 1 I .! ~ I .~ C I ,. 1 C} Ol ~ i a ~ a r ~. c a c . O w v ~ o. }- O G . Z ~ U ~. a t w U Q LL 1- Z U ~Y CC f1. ,.J LJ LL. U O ~ j }- ~ ~~ U ~, V ~ F- a Cr X J w 'Q w V a 1-• '. z ~. v ' ~ w U h p a Ci T ~ Q O o ~. v' ~ ~ zw ~ oo ~ ~ ry ~ U ~"~ v X ~~ C C`( . [ti .~-1 ~ ~ ~ x N ~ [L S- N C~ .~ N a ^_ ~. W ~ y y H y ~ O H .[ W y H ~' ~ ~ -•t x x W W W O O W H -N•7 V ~ f p tL' f 2 [~ w O ~-' W ~7 : G y ~ y x U H N ~i ~ w cwi z H o ~ r y ~ ~ d w ~ ~ ~ -~ y .1 '1 o ~ Q F W ~ ~ w w a W rn i. t v i y ~ a v a O ~ ~ II1 fpr ~ ~ ~ ~ ~ o H X p G P. d ~ W N W f~. ~ ~ a ~ d w He ~ a 0 ,j ~..~ ~ = ~ ~ v A y c o H w a ~ D ~ (. u .~ O V b ~ F c' ~ .~ .'{ 8 •~ ... CITY OF y ~'s~c ~ea~s - 7~i~a'..a. November 16, 1998 1200 SANDPIPER LANE ATLANTIC BEACH, FLORIDA 32233-5381 TELEPHOYE (90S) 24?-5815 . FAX (90S) 2S?-5819 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 PPi, 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 P:i, 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 PPi, 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-SS18. DOCUriENTS REQUIRED TO BE SUB1`SITTED IN BID PACFCAGE 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 ind~.viduals 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 Requirements 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. ~-7~C ~ 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 work 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 ZaVake Purchasing Agent 3 ~ ~ ~ ~ ~ ~ ~ ~ x x ~ & ~ ~ & ~ x x x ~ ~ fir. x x r. x x ~ x ~ r. ~ ~ xr, x ,', •. CITY OF ATLANTIC BEACH INVITATION TO BID BID No. 9x99-tS 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 PRIt~fARY source of furnishing temporary f 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 (l) 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 xequixed 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 xequixed on its 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 sha]I commence upon approval and contuzue 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. Ifthe 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 tivil(be required to provide temporary personnel in accordance ti*rith this solicitation with Hourly bill rates indicated by each of the following categories. An estunate of annual usage is indicated below for each labor category. ITEM NO. pESCRIl'TION ESTIMATED HOURS RATE PER HOUR 001 RECEPTIONIST 40 002 CLERK TYPIST 620 003 DATA ENTRY CLERK 80 004 SECRETARY 760 BID REQUEST ' Page 3 ~ . DESCRIPTION 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 Vrith 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. t i ~• BID N0. 9899-6 - TEMPORARY EMPLOYMENT SERVICES . QiTC T.ITTTAT . BIDDER t BY BUSINESS ADDRESS SIGNATURE CITY, STATE & ZIP CODE TITLE DATE ......~....nn mrr rT]vnaTr i s~ CONTACT PERSON: `' TELEPHONE NUMBER: • TAXPAYER IDENTIFICATION NUiiBER'(Federal Employer Identification Number OR . • Social Security Number):' .. . _ l • _ ~ ' CITY OF ATLANTxC BEACH • DOCUMENT REQUIREMENTS CHECKLIST ~`~ BI ~ - D BOND (if required on this.project). ~~ ORIGINAL Insurance Certificates (copies, Xeroxes, or facsizailes are UNACCEPTABLE), naming the City of Atlantic Beach as Certificate Molder, showing they have obtained and twill continue to carry Workers' Cozzpensatioa, public and private liability, and • , property damage insurance during the life of the contract. 1 . Three (3) references from coapanies or individuals for tahoa the bidder has completed work or provided a product during the past l2 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. ~~ P f . roo of Occupational licenses (copies ARE acceptable). ' ~( Signed copy of. Documents Requirements Checklist. ', • ., The above requirements have been noted and are understood by the bidder. SIGNED: (Bidder or Agent) DATE: BID N0. ,i Fum Li il'' ~ tciev. Mien ts9=~ e+~-•.,..ne or n,. T,...s,,•Y t ~ fi....... s....:~. a. o` c a a v C Request for Taxpayer Give form to the identification Number and Certification requester: no NoT send to the iRS. . t~r:.e (tt joi::t rurnes, Ist fret and dtde the tvmt oI lee person u er:':y rrt~QSe rcntxt you ertu in Part t Deice. Sec lnstrucilons txi p:;e 2 Ic Yovt tune kz+ ~~~.- ) ti~:rK-~ rume (Sore Orc~prtetocs see irsstrvetiocu on page 2.) Pksse cheek ay~roD~ate txix: ~ tndi»duaVSde Dr~yrietor ~ Gor-,,pration ~ t'aRnersh;p ~ Other t•- ................. AddrGS (numtxr, svicet, and a,~t. Ot suite rso.) Requesters Wane and addrr..s (o~tlonal} . Cry, star and ZIP code r Identification Number Enter yourTlN in the appropriate box. For ind'evidtrats, this is your sodaI security number (SSN). For sate proprietors, se$ thA irtsttvctioru on page 2. For otter entities, tt is your employer Ider-tification num'rr (EIN). Kyou do not have a number, see How To Get a T1N b~..low. Note: Kthe aezrourr: is In rrxxa iharr one rtarne, ere ihs oharf an Fk'3e 2 torgvideBrY,~ on whose number to errfer. t^,er~cation under perszties of perjury, I oerii{y that: 13st ac+~oc.-: rtumtr_r;s) Ixrn (op;;ora~ Sodal saexsfy rr OR t.lchloycr idertrleatlon txr.+.Ser For Paye-.s Exempt From gacketp Withholding {Ser Part II 't. 7tie ntrHiser s_lorrn on this form is rrty cornet tar.~`ayer idexttif~:tion nu+-nber (or 1•srt wa'ting for a Humber to ba issued to tttie), a;xi 2 I Errt n~ stbjeci to bac3e,rp wi'~'ti`iolding breatcse: (a) 1 am exempt from backup trthhotding, or (h) I hzvo rwt bin HoC`}ed by t.`rs ln;e:rz Reventso Scwiea that ! :': rt stS~jeG; to backup withholding as 2 result of a taclere to report a+ interest or dividerxis, t?r (c) the !RS }~ nottriAd me th,~-t I am tso Iongor sx:bjeC to bat3atp withholding. G~~'~'ifiextion L-retractions.-You must cross ant item 2 above it you havo bey He'.iried by tho IRS that you xro eu:recst~+sut~joet to hac¢ip ~ '~tding be~uss d. undeYreporting interest or divide:xls on your tax return. Fer real estate trartrdiorss, item 2 does Hot apply. For mortgage in._.cs~ paid, the axti~s'r',iort or a3andonmmt of seated prvperry, eanoelta'3on o~. debt, oorttritxrtiorn 20 eft hdividual re8rertr~tt ~eR: ORN. End g~~y paysnens other LZan interest and dividortds, you tcro not regtined to tdgn the Cixt'rficatiort, but 5'~ rnkrst lxoviclo yx.: ~,-~ TI~t. (F.'so see Pact I t t ktrC uc'•i o ns ort pzgfl 2) . Sign Here Harare >~ Date 1~ Section r$(ererx,~s ,ere to the lrrlerns! Aevenus Code. Pt.>cpos8 0~ Form.-A person who is ~egtnned to fi4i art i,-r;omzat;on return wilt lobe IRS rnust get you: correct T1N 20 report income patCi to you, real estate tr'ansacdorts, mortgage interest yvu paid, the acxitr~tion or abandarrrertt of secured property, canoetlation of debt, or contribvtiorts you madam to an IRA. Use Form W-9 to give your comeet 71N•to the requester (the person requesting yourTlN} and, when appticabie, (Y} to certify the TlN you are giving is ~rrect (or you are waiting for a number to be issued), (2) to certify you are not subject to backup withholding. or (3) to claim exemption from backup wirhhotding if yov are an exefrtpt payee. Giving your correct TIN and making the appropriate certifications will prevent certain payments from being subject to backup Kithholding. Nom: !! $ ragcrester gives you a form other than a W-9 to rs?quesl your T/N, you must u~ ^'"?e requesters loan if ii is substanliafly s. to this Form 1N-9. What Is Backup ~Yitttholding?-Persons making certain payments to you must withhold and pay to the IRS 31 S6 of such payments under certain condctiotts. Tt~s is caned "backup withho~ng.` Payments that could be.subjed to bacotp wittthold~ng indudo Interest, dividends, broker and barter exdunge trzruactions, rents, royalties, nonerrtpSoyefl pay. and certain payments from ftstting boat operators. Real estate transactions are not subject to backup wi~hhoidng. tf you give the t~quester your trotrect TIN, make the proper rectifications, and report alt your taxable hterest and dividends on your tax return, your payments wilt not b•e subject to backup withholding. Payments you receive Witt be subject to backup withholding if: 't. You do not famish your 71N to t`te requester, or 2 The IRS tells the requester that you furnished an inconeci TIN, or 3. The tRS te1Ls you that yov are subject to backup withholding because you did not report alt 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 subject to backup withholding tinder 3 above (tor reportable interest arr.! d'cvidend soa~ttrtts ~~~ after '1983 only), or 5. You do not cer~fy you; •17N, ~ ttte Part IlI titstructions for ~• Certain payees znd PaYm=nts r~ ~• .._ exempt from bacarp withholdng and intormationYeporting. Sew t`te part iI , instructiarts and the otss for rho Requester of Faun W-9. How To Get a'Iit•L-lf you do not have a TIN, apply for one immecLatety, To apply, get Form SS-5, Application for a Social Security Number Ca.2i {lor Indrvidti.a!s). from your local office of the g~yt Security. Administration, or Form SS-4, Application for Employer Identification Number (tor businesses and all other entities), from your local IRS office. I! you do not have a TIN, write "Applied For in the space for the 71N in Part I, sign and date the form, and give it to t`te requester. Gerteralty, You will then have 60 days to get a TIN and give it to the requester. It the requester does no; receive your TIN within 60 days, backup withholdng, it applicable, will begin and continue anti( you famish your TIN- • s . ` Form W-9 (Rev.3•S~) ~~