request for proposals temporary staffing services · staffing rates for each as established in the...
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REQUEST FOR PROPOSALS
TEMPORARY STAFFING SERVICES
RFP # NCT-2015-05
Issued: July 14, 2015
Submission Deadline: August 12, 2015
NOTICE TO PROPOSER(S): ANY FURTHER INFORMATION OR AMENDMENTS TO THIS SOLICITATION
SHALL BE POSTED ON THE NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS’ WEBSITE AT
http://www.nctcog.org/aa/rfp.asp. AMENDMENTS SHALL NOT BE FAXED, EMAILED OR MAILED. IT IS
THE PROPOSER(S)’S RESPONSIBILITY TO CHECK THE WEBSITE FOR ANY SOLICITATION CHANGES
DURING THE RFP RESPONSE TIME.
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TABLE OF CONTENTS
Terms……………………………………………………………………………………………………………3
SECTION 1 - Overview .................................................................................................................................... 4
1.01 NCTCOG Overview .................................................................................................................................. 4
1.02 Purpose of RFP……………………………………………………………………………………………4
1.03 Contract Intent ........................................................................................................................................... 5
1.04 Request for Services Process………………………………………………………………………….…..5
1.05 Pre-Employment Checks………………………………………………………………………………….5
1.06 Contract Management and Reporting……………………………………………………………………..6
1.07 Remuneration…………………………………………………………………………………………..….6
SECTION 2 - Proposal Format ....................................................................................................................... 7
2.01 Administrative Guidance ........................................................................................................................... 7
2.02 Business Plan ............................................................................................................................................. 7
2.03 Cost Proposal ............................................................................................................................................. 9
2.04 RFP Submission ......................................................................................................................................... 9
2.05 Issuing Office and RFP Reference Number ............................................................................................. 10
2.06 Solicitation Schedule ….... ……………………………………………………………………………... 10
2.07 Pre-Proposal Conference .......................................................................................................................... 10
2.08 Written Questions .................................................................................................................................... 11
SECTION 3 - Proposals Evaluation and Award .......................................................................................... 12
3.01 Proposals Evaluation Criteria ................................................................................................................... 12
3.02 Evaluation Process.. ................................................................................................................................. 12
3.03 Interviews………………………………………………………………………………………………...13
3.04 Award of the Contract………………………………………………………………………………........13
3.05 Contract Period and Effective Date……………………………………………........................................13
3.06 News Releases…………………………………………………………………………………................13
SECTION 4 - General Terms and Conditions ............................................................................................. 14
Attachment and Exhibit Guide………………………………………………………………………….…...17
Attachment I: Instructions for Proposal Compliance and Submittal……….……………………...……..18
Attachment II: Certifications of Offeror ...................................................................................................... 19
Attachment III: Certification Regarding Debarement, Suspension and Other Responsibility Matters 20
Attachment IV: Certification Regarding Lobbying ..................................................................................... 21
Attachment V: Drug-Free Workplace Certification .................................................................................... 22
Attachment VI: Certification Regarding Disclosure of Conflict of Interest .............................................. 23
Attachment VII: Certification of Fair Business Practices ........................................................................... 24
Attachment VIII: Certification of Good Standing Texas Corporate Franchise Tax Certification ......... 25
Attachment IX: HUBs, Minority or Women-Owned or Disadvantaged Business Enterprises ............... 26
Exhibit A: NCTCOG Member Entities and Map………………………………………………..............…27
Exhibit B: NCTCOG Past Utilization of Temporary Staffing Services…………………………………..29
Exhibit C: Shared Services Initiatives and Participating Entities…………………………………...……30
Exhibit D: Position Categories and Associated Job Titles…………………………………………………31
Exhibit E: Request for Services Template………………………………………………………………......33
Exhibit F: Cost Proposal……………………………………………………………………………………..34
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RFP # NCT-2015-05
TERMS
Contractor(s) - Qualified temporary staffing agencies that have signed a Master Contract for services with the NCTCOG
NCTCOG - North Central Texas Council of Governments
Participant(s) - A governmental entity that signs an interlocal agreement with NCTCOG to receive temporary staffing
services from Contractors through a Master Contract with NCTCOG
Proposer(s) - A temporary staffing agency that is submitting a response to this Request for Proposal
Shared Services - A collaboration in the procurement of goods or services for the aid of participants
Temporary Staffing - Flexible, temporary staff support provided by a Contractor(s) to meet specific business needs for
either short term, long term or temp-to-perm assignments
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RFP # NCT-2015-05
SECTION 1 - OVERVIEW
1.01 NCTCOG OVERVIEW The North Central Texas Council of Governments (hereafter NCTCOG) is a
voluntary association of, by, and for local governments and was established to assist local governments in
planning for common needs, cooperating for mutual benefit and coordinating for sound regional
development. NCTCOG serves a 16-county metropolitan region centered around the two urban centers of
Dallas and Fort Worth. Currently the Council has 238 members, including 16 counties, 169 cities, 22
independent school districts, and 31 special districts. The area of the region is approximately 12,800 square
miles, which is larger than nine states, and the population of the region is over 6.2 million, which is larger
than 35 states. A list of all NCTCOG member entities has been provided as Exhibit A.
NCTCOG's governing structure is as follows: each member government appoints a voting representative
from their governing body. These voting representatives make up the General Assembly which annually
elects a 15-member Executive Board. The Executive Board is supported by policy development, technical
advisory, and study committees, as well as a professional staff.
NCTCOG consists of the following departments: Agency Administration, Agency on Aging, Community
Services, Emergency Preparedness, Environment and Development, Public Affairs, Research and
Information Services, Transportation, and 9-1-1. The number of staff employed by NCTCOG has grown
significantly over the past 10 years. There are currently 310 budgeted staff working at NCTCOG, as well
as several temporary staff. NCTCOG regularly utilizes staffing agencies to meet the needs of the
departments. Past utilization of temporary staffing services by NCTCOG has been provided as Exhibit B.
NCTCOG operates a Shared Services Program as a benefit to other governmental entities. Shared Services
is a collaboration in the procurement of goods or services for the aid of participants. A summary of
NCTCOG’s most popular Shared Services initiatives is included as Exhibit C. NCTCOG intends to make
the contract(s) resultant from this procurement available to other governmental entities through its Shared
Services Program. Please consider the potential collective purchasing volume when providing pricing.
1.02 PURPOSE OF RFP For the purpose of this RFP, temporary staffing is defined as temporary and flexible
support provided by a Contractor(s) to meet specific business needs for either short term, long term and/or
temp-to-perm assignments. This RFP is intended to competitively solicit responses that result in the
contract(s) necessary to meet the immediate needs of NCTCOG, but that may also be utilized by other
governmental entities (hereafter ‘Participant(s)’) as part of NCTCOG’s Shared Services Program.
NCTCOG is seeking to contract with qualified Temporary Staffing Agencies with expertise in
expeditiously sourcing, screening, and providing quality candidates to fill temporary staffing needs for a
diverse range of job categories, including:
Administrative/Clerical
Customer/Community Services
Finance/Accounting
General Labor/Maintenance
Planning/Program/Project Management
Professional/Management Services
Technical
A detailed list of categories and associated job titles has been provided in Exhibit D of this RFP.
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1.03 CONTRACT INTENT NCTCOG intends to contract with one or more qualified Proposer(s) based upon
the qualifications of the Proposer(s) and the categories of services it is able to provide. This will create a
pool of Contractor(s) able to provide the necessary temporary staffing services, as required. The selected
Proposer(s) will enter into a three (3) year Master Contract for services with the NCTCOG. At the end of
the initial three (3) year contract, and at the discretion of the NCTCOG, the Master Contract(s) may be
extended on an annual basis for up to three (3) one-year additional terms. The total term of the Master
Contract(s) shall not exceed six (6) years. Any extension beyond the initial three (3) year period will be
subject to NCTCOG approval.
Because the resulting contract(s) will be on an as needed basis, there will be no guarantee of any
expenditure on any of the resulting Master Contract(s). All work under the Master Contract will be
fulfilled utilizing the Request for Services Process detailed in Section 1.04 of this RFP. All work
performed for the NCTCOG will be billed as rendered and approved by NCTCOG. All work performed
for a Participant(s) will be billed as rendered and approved by the Participant(s).
NCTCOG reserves the right to periodically release this RFP for Temporary Staffing Services in the future
to supplement the pool of Contractor(s), on an as needed basis. Contractor(s) with existing Master
Contract(s) will not be required to respond to the RFP which may occur during the term of their contract.
1.04 REQUEST FOR SERVICES PROCESS When NCTCOG or Participant (hereafter in 1.04 ‘Requestor’)
identifies a need to acquire temporary staffing services in a category under the Master Contract, a Request
for Services form (Exhibit E) will be completed by Requestor. This form will detail the specific position
requirements, desired start and end date, description of assignment, critical skills needed, and may include
additional information based upon the Shared Services requirements. Upon completion, the Request for
Services form will be submitted to the Contractor(s) providing services in the needed staffing category.
In response to the Request for Services, Contractor(s) will provide resumes for quality, pre-screened
candidates that they have determined to meet the requirements of the Requestor, along with the associated
staffing rates for each as established in the Master Contract, to the individual identified in the Request for
Services within the specified time period, typically two (2) business days. The Requestor will then review
the resumes and make a selection based upon their own internal processes.
1.05 PRE-EMPLOYMENT CHECKS NCTCOG Requirements: The Contractor(s) must conduct pre-
employment checks, including a criminal background check and 10 Panel drug test, on all temporary staff
that will provide services to NCTCOG. The “pass/fail” results of the background check and drug screen
must be provided to NCTCOG in writing prior to the start date for any selected temporary staff person.
a. The criminal background check must, at a minimum, include an investigation for, and review of,
any state and federal felony convictions; misdemeanor convictions; and any pending deferred
adjudications for the seven years prior to the effective date of the temporary assignment pursuant
to which such individual is providing services. Criminal background checks that are older than 3
months at the time of selecting a temporary staff person must be updated.
b. The 10 Panel drug screen must test for: Amphetamines, Barbiturates, Cocaine, Cannabinoids,
Methaqualone, Opiates, Phencyclidine, Benzodiazepines, Methadone, and Propoxyphene.
c. NCTCOG will not allow any temporary staff to perform services that have a felony criminal record
or that failed such a drug test. NCTCOG may allow temporary staff with a misdemeanor criminal
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record to perform services for NCTCOG only upon disclosure of and approval by NCTCOG.
Participant(s) Requirements: The Contractor(s) must provide available options in order to allow
Participant(s) to select preferred level of screening when conducting pre-employment checks, including
federal, state and county criminal background check options and 10 Panel drug tests or requirements set
forth by the Department of Transportation (DOT), when applicable. At a minimum, the “pass/fail” results
of the background check and drug screen may be requested by Participant(s) and should be provided in
writing for any selected temporary staff person.
Participant(s) may request additional checks based on the type of staff person being requested or
governmental requirements as part of their Request for Services. Contractor(s) will be responsible for the
cost of all required pre-employment checks, unless otherwise defined in the proposal.
1.06 CONTRACT MANAGEMENT AND REPORTING The Contractor(s) will be required to track and report
to the NCTCOG on temporary staffing activities relating to the Master Contract(s). The Contractor(s)
will be required to provide management reports to NCTCOG on a quarterly basis. Examples of
management reports include, but are not limited to:
Candidate Reports (candidate, start date, location, cost, etc.)
New Engagement Reports (new engagements in reporting period)
Billing/Invoice Reports (regular overview of billings for the reporting period)
Timecard Reports (regular overview of all time logged for reporting period)
1.07 REMUNERATION As previously stated in Section 1.01, NCTCOG intends to make the contract(s)
resultant from this procurement available to other governmental entities through its Shared Services
Program. NCTCOG will utilize an administrative fee, in the form of a percent of cost, that will apply to
all contracts between awarded Contractor(s) and NCTCOG or Participant(s) resulting from the RFP. The
administrative fee will be remitted by the Contractor(s) to NCTCOG on a quarterly basis, along with
required quarterly reporting. Proposer(s) must propose a reasonable and fair market administrative fee in
the Cost Proposal (Exhibit F).
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SECTION 2 – PROPOSAL FORMAT
2.01 ADMINISTRATIVE GUIDANCE The information provided herein is intended to assist Proposer(s) in
the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide
interested Proposer(s) with sufficient basic information to submit proposals meeting minimum
requirements, but is not intended to limit a submission's content or to exclude any relevant or essential
data there from. Proposer(s) are at liberty and are encouraged to expand upon the specifications to give
additional evidence of their ability to provide the services requested in this RFP.
2.02 BUSINESS PLAN Business Plans must be concise and in outline format. Pertinent supplemental
information should be referenced and included as attachments. All proposals must be organized and
tabbed to comply with the following sections:
Tab A LETTER OF TRANSMITTAL. The letter of transmittal must be limited to two pages, and must
contain:
1. Proposer’s name and any assumed names
2. Physical and mailing address
3. A brief statement of the Proposer’s understanding of the work to be done and a summary of its
Proposal
4. The names, titles, addresses, email addresses and telephone numbers of the primary contact
and other individuals authorized to make representations on behalf of the Proposer
5. A statement that the person signing the transmittal letter is authorized to legally bind the
Proposer
6. A statement that the Proposal will remain in effect until a contract has been finalized and a
Purchase Order has been issued by NCTCOG to the Awarded Contractor(s)
7. Signature of person(s) authorized to legally bind the Proposer
Tab B TECHNICAL PROPOSAL. This section should constitute the major portion of the proposal and
must contain a specific response to items identified below and to all requirements detailed in
Section 1. Proposer(s) must indicate specific examples of how they can meet each
requirement. Failure to provide written response to items indicated will be interpreted by the
NCTCOG as an inability by the Proposer(s) to provide the requested service or function.
1. Description of the categories for which the Proposer is able to provide staffing services. In
responding please use the categories identified in Section 1.02 of this RFP.
2. Description of the Proposer’s process for recruiting and maintaining a network of quality
candidates for NCTCOG consideration.
3. Description of the Proposer’s process for responding to Request for Services submissions as
outlined in Section 1.04 of this RFP.
4. Description of any assessment tools and testing used to qualify temporary staff.
5. Description of the Proposer’s measurement of customer satisfaction. Provide examples of the
Proposer’s customer satisfaction surveys and describe how the results are incorporated in staff
development and organizational change management.
6. Description of the Proposer’s process for administering Pre-Employment Checks as outlined
in Section 1.05 of this RFP.
7. Description of any automated systems the Proposer utilizes to facilitate fulfillment of services
under this RFP.
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8. Description of the invoicing process used by the Proposer. Contractor(s) will be required to
provide confirmation to NCTCOG or Participant(s) prior to temporary staff start date that
includes the following: name of employee, billing rate for staff and hourly rate to be received
by temporary staff. Proposer(s) should provide example of invoices, if possible.
9. Description of the Proposer’s proposed solution to track and report on temporary staffing
performance and requests for additional ad hoc reports, as requested. Proposer should provide
examples of standard reports they are able to provide, being sure to specifically address those
noted in Section 1.06 of this RFP.
10. Description of how the Proposer will provide regular follow-up on temporary positions that
have not been filled, or require replacement temporary staff.
11. Description of procedures in place to recover technology items from temporary staff. For
example, recovery of computers, equipment, access badges, etc. Please note that the staffing
agency is responsible for any items not returned to NCTCOG or Participants(s) at the end of a
job assignment.
12. Any assumptions made in responding to the requirements.
13. Any exceptions to requirements. If there are no exceptions, Proposer shall explicitly state that
no exceptions are taken to any part of this RFP. Offer must be in compliance with stated term
and conditions unless NCTCOG accepts identified exceptions of the Proposer.
14. Any special features or services the Proposer is proposing in response to the requirements that
are included within the pricing provided.
Tab C EXPERIENCE. Proposer(s) must provide information to indicate that it has the experience to
provide the products and/or services requested in the RFP. Specifically, the Proposer is to provide:
1. An overview and brief history of the Proposer, and a description of what uniquely qualifies the
Proposer for this service.
2. Detailed information for the Proposer that directly relates to the services being proposed.
Examples include, but are not limited to:
a. Metrics to show client and employee satisfaction
b. Any awards including participation in “Best of Staffing” Program
c. Internal staff turnover rate
d. Any training provided to temporary staff pool
e. Average time to fill position
3. A description services the organization has provided in the past five years that demonstrates
the Proposer’s capability to provide the proposed services. Include the nature of the services
provided, scope of activities, and the organization for which the service was provided. Where
possible, focus should be placed on relevant experience with governmental entities.
4. A summary listing of judgments or pending lawsuits or actions against; adverse contract
actions, including termination(s), suspension, imposition of penalties, or other actions relating
to failure to perform or deficiencies in fulfilling contractual obligations against Proposer. If
applicable, include an explanation(s). If none, so state.
5. Provide information on any claim submitted by any client against the Proposer within the past
two years related to the services provided by the Proposer or its key personnel. For purposes
of this request, “claim” means a sum of money in dispute in excess of 5% of the Proposer’s
fee for the services provided. If none, so state.
Tab D REFERENCES. Include at least three references for customers who have used services in the past
two years that are similar to those requested by the NCTCOG. Please include the organization’s
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name, address, phone number and a contact person for each reference. The NCTCOG reserves the
right to contact or visit any of the Proposer(s)’s current and/or past customers to evaluate the level
of performance and customer satisfaction.
Tab E KEY PERSONNEL. Attach resumes for all managers, supervisors, and other team members who
will be involved in the management of the delivery of services under this RFP. Provide a general
explanation and chart which specifies project leadership and reporting responsibilities, and how
the team will interface with NCTCOG and Participant(s) project management and team personnel.
Designate specific contact person(s) for the following: procurement process, negotiating potential
contracts, conducting presentations/interviews and who will be the primary point of contact for
receiving Requests for Services from NCTCOG or Participants.
Tab F AFFIRMATIVE ACTION PLAN. Include a copy of your affirmative action plan provided as
(reference) of this RFP for review (if applicable).
Tab G REQUIRED DOCUMENTS. Please include signed copies of the following documents (if
applicable).
1. Instructions for Proposal Compliance and Submittal (Attachment I)
2. Certifications of Offeror (Attachment II)
3. Certification Regarding Debarment, Suspension, and Other Responsibility Matters
(Attachment III)
4. Certification Regarding Lobbying (Attachment IV)
5. Drug-Free Workplace Certification (Attachment V)
6. Certification Regarding Disclosure of Conflict of Interest (Attachment VI)
7. Certification of Fair Business Practices (Attachment VII)
8. Certification of Good Standing- Texas Corporate Franchise Certification (Attachment VIII)
9. Historically Underutilized Businesses, Minority, or Women-Owned or Disadvantages
Business Enterprises (Attachment IX)
Tab H MISCELLANEOUS. Miscellaneous additional information and attachments, if any, may be
submitted by the Contractor(s).
2.03 COST PROPOSAL The Cost Proposal provided as Exhibit F of this RFP shall be completed and submitted
in a separate sealed envelope.
2.04 RFP SUBMISSION Please submit one physical copy and one electronic copy (on compact disk or USB
flash drive) of your response no later than 3:00 p.m. CDT, Monday, August 12, 2015. Electronic copy of
proposal must be one PDF file and not submitted as separate sections. Mark outside envelope “Sealed
Proposal –Staffing Services NCT-2015-05” and send to:
North Central Texas Council of Governments
Agency Administration
Attn: Jessie Shadowens-James
616 Six Flags Drive, CP II
Arlington, TX 76011
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RFP # NCT-2015-05
Faxed, emailed or late proposals will be ineligible and not accepted for consideration.
It is the responsibility of the Proposer(s) to ensure that the proposal is received in NCTCOG’s office by
the designated due date and time. NCTCOG assumes no responsibility for delays caused by postage, mail
courier deliveries, email delays or any other form of delivery.
Proposal information is restricted and not publicly available until after award of a contract. All documents
associated with the RFP, unless the Proposer indicates a portion of the proposal is proprietary, will be
subject to public inspection in accordance with the Public Information Act. All information obtained in
the course of this RFP will become property of the NCTCOG.
Proposals will be publicly opened at 3:15 p.m. CDT on August 12th in the Fred Keithley Conference
Room of the NCTCOG offices. Only the names of the Proposer(s) will be read aloud. No other information
will be disclosed at this time.
2.05 ISSUING OFFICE AND RFP REFERENCE NUMBER The Agency Administration Department of the
NCTCOG is the issuing office for this RFP and all subsequent addenda relating to it. The reference
number for the RFP is NCT-2015-05. This number must be referenced on all proposals,
correspondence, and documentation relating to the RFP.
2.06 SOLICITATION SCHEDULE The schedule for the RFP process and the work is given below. All times
indicated are Central Standard Time (CST). NCTCOG may change this schedule at any time through the
addenda process. It is each Proposer’s responsibility to check the website question and answer area for
this RFP for current information regarding this RFP and its Calendar of Events through award of the
Contract. <http://www.nctcog.org/aa/rfp.asp>
The anticipated schedule is as follows:
RFP Issued July 14, 2015
Pre-Proposal Conference July 20, 2015
Inquiry Period Ends July 24, 2015
Proposal Due Date August 12, 2015
Anticipated Award October 1, 2015
2.07 PRE-PROPOSAL CONFERENCE NCTCOG will hold a Pre-Proposal Conference at NCTCOG Offices,
616 Six Flags Drive, Arlington, TX 76011, Metroplex Conference Room, on July 20, 2015 from
11:30AM–12:30PM. The purpose of this conference is to discuss the RFP and the services required with
Proposer(s) and to allow them to ask questions arising from their initial review of this RFP.
During the conference Proposer(s) shall have the opportunity to ask questions. Oral answers will not be
binding. Proposer(s) must follow instruction provided in Section 2.08 of this RFP to submit and receive
formal, binding answers to their questions.
Attendance at the Pre-Proposal Conference is not a prerequisite to submitting a Proposal.
2.08 WRITTEN QUESTIONS Proposer(s) will have until the date and time outlined in Section 2.06 of this
RFP to submit in writing all questions regarding this RFP. NCTCOG will answer the questions in a
Question and Answer Document posted as an addendum to this RFP.
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Only answers provided in writing by NCTCOG shall be considered official. Information in any form other
than the materials constituting this RFP, the Question and Answer Document, and any RFP Addendum,
shall not be binding on NCTCOG.
All questions submitted to NCTCOG must be submitted to [email protected] using the following
format:
Sender Name/Title:
Sender Company:
Sender Mailing Address:
Sender Phone:
Sender Email:
Sender Questions
Question RFP Section Paragraph # Line #
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SECTION 3 – PROPOSALS EVALUATION AND AWARD
3.01 PROPOSALS EVALUATION CRITERIA The criteria to be used to evaluate submissions are as follows:
Criteria
Factors
Proposal
Section
Description Percent
Business
Plan
Tab B &
Consideration
of Tab A
Points will be awarded for required
components of response for the sections
identified, with 40% as a maximum total
possible percentage points.
40%
Experience,
References,
Key
Personnel
Tabs C, D and
E
Points will be awarded for required
components of response for the sections
identified, with 35% as a maximum total
possible percentage points.
35%
Cost
Proposal
Section 2- 2.03 Points will be awarded based upon
responses to the Cost Proposal, with 20%
as a maximum total possible percentage
points. Cost Proposals will be reviewed
after consideration of all other
requirements.
20%
Overall
Quality
Entire
Document &
Consideration
of Tabs F, G
and H
Points will be awarded on the basis of the
quality of writing, quality of responses to
required items, overall proposal
presentation, and adherence to Tab G,
Required Documents, with 5% as a
maximum total possible percentage points.
Additional points will be awarded in this
section to Historically Underutilized
Businesses, Minority, or Women-Owned or
Disadvantages Business Enterprises (HUB).
5%
3.02 EVALUATION PROCESS All submissions in response to this RFP will be evaluated in a manner
consistent with NCTCOG and all applicable rules and policies.
First, nonresponsive submissions (those not conforming to RFP requirements) will be eliminated. Second,
the remaining submissions will be evaluated in a cursory manner to eliminate from further consideration
those submissions which, in the judgment of the evaluation committee, fail to offer sufficient and
substantive provisions to warrant further consideration. The Cost Proposal review will take place after
review of all other requirements outlined in 3.01, Criteria Factors.
Each Proposer bears sole responsibility for the items included or not included in the response submitted
by that Proposer. The NCTCOG reserves the right to disqualify any submission that includes significant
deviations or exceptions to the terms, conditions, and/or specifications in this RFP.
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Finalist Proposer(s) submissions will be selected for detailed review and evaluation, including oral
presentations, if necessary. The NCTCOG reserves the right to be the sole judge as to the overall
acceptability of any submission or to judge the individual merits of specific provisions within competing
offers.
The NCTCOG may award a contract based on initial submissions received without discussion of such
submissions with Proposer(s). Accordingly, each initial submission should include the most favorable
price and service available.
NCTCOG also reserves the right to request a best and final offer to the Proposer(s) who provides the best
fit for NCTCOG’s proposal requirements. Preference will be given to those Proposer(s) who are able to
provide staffing for a wide range of categories and positions within a category. Preference will also be
given to those Proposer(s) who can provide support services in addition to staffing the project.
3.03 INTERVIEWS The NCTCOG reserves the right to require an interview, including a presentation by the
Proposer(s), to supplement their written submission. These presentations will be scheduled, if required,
by Agency Administration after submissions are received and prior to the award of the contract.
3.04 AWARD OF THE CONTRACT Upon completion of the evaluation process, the NCTCOG may award
the contract to the Proposer(s) whose submission(s) is determined to be the most advantageous to the
NCTCOG or Participants(s). NCTCOG reserves the right to award in whole and in part, by item or groups
of items, by section or geographic area, or make multiple awards, where such action serves NCTCOG or
Participant(s) best interests. Multiple awards may be made to Proposer(s) deemed to be fully qualified
and best suited among those submitting proposals on the basis of the evaluation factors included in the
RFP.
3.05 CONTRACT PERIOD AND EFFECTIVE DATE The contract will become effective immediately upon
execution and will continue until the terms listed in the contract have been satisfied.
3.06 NEWS RELEASES News releases pertaining to the RFP, submissions, or the Contract will be made only
by the NCTCOG.
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SECTION 4 - GENERAL TERMS AND CONDITIONS
A. NCTCOG is exempt from Texas limited sales, federal excise and use tax, nor does NCTCOG pay tax on the purchase,
rental or lease of tangible personal property for the organization’s use. A tax exemption certificate will be issued upon
request.
B. NCTCOG reserves the right to accept or reject any and/or all submissions or to cancel this notice at any time.
C. A response to this Request for Proposals (RFP) does not commit NCTCOG to a purchase Contract, or to pay any costs
incurred in the preparation of such response.
D. Unless the Proposer(s) specifies in their proposal, the NCTCOG may award the contract for any items/services or
group of items/services in the RFP and may increase or decrease the quantity specified.
E. NCTCOG reserves the right to hold and accept any proposals received by the submission deadline for a period of
ninety (90) days after the deadline if a determination has not been made for an award.
F. NCTCOG reserves the right to negotiate the final terms of any and all purchase Contracts with Proposer(s)
selected and such Contracts negotiated as a result of this RFP may be re-negotiated and/or amended in order to
successfully meet the agency needs.
G. NCTCOG reserve the right to waive any defect in this procurement process or to make changes to this solicitation as
it deems necessary. NCTCOG will provide notifications of such changes to all Proposer(s) recorded in the official
record (Distribution Log/Receipts Record) as having received or requested an RFP.
H. NCTCOG reserve the right to contact any individual, agencies, or employers listed in a submission, to contact others
who may have experience and/or knowledge of the Proposer(s)'s relevant performance and/or qualifications; and to
request additional information from any and all Proposer(s).
I. NCTCOG reserves the right to conduct a review of records, systems, procedures, etc., of any entity selected for
funding. This may occur prior to, or subsequent to, the award of a purchase Contract. Misrepresentation of the
Proposer(s)'s ability to perform as stated in the qualification submittals may result in cancellation of the purchase
Contract award.
J. NCTCOG reserves the right to withdraw or reduce the amount of an award, or to cancel any contract resulting from
this procurement if adequate funding is not available.
K. Proposer(s) shall not, under penalty of law, offer or provide any gratuities, favors, or anything of monetary value to
any officer, member, employee, or agent of NCTCOG for the purpose of, or having the effect of, influencing favorable
disposition toward their own submission or any other submitted hereunder.
L. No employee, officer, or agent of NCTCOG shall participate in the selection, award, or administration of a contract if
a conflict of interest, real or apparent, exists.
M. Proposer(s) shall not engage in any activity that will restrict or eliminate competition. Violation of this provision may
cause a Proposer's bid to be rejected. This does not preclude joint ventures or subcontracts.
N. All proposals submitted must be an original work product of the Proposer(s). The copying, paragraphing, or other use
of substantial portions of the work product of others and submitted hereunder, as original work of the Proposer is not
permitted. Failure to adhere to this instruction may cause the proposal submission(s) to be rejected.
O. The only purpose of this RFP is to ensure uniform information in the selection of proposals and procurement of
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RFP # NCT-2015-05
services. This RFP is not to be construed as a purchase contract, or as a commitment of any kind, nor does it commit
the NCTCOG to pay for costs incurred prior to the execution of a formal contract unless such costs are specifically
authorized in writing by NCTCOG.
P. The contents of a successful proposal submission may become a contractual obligation, if selected for award of a
contract. Failure of the Proposer(s) to accept this obligation may result in cancellation of the award. No plea of error
or mistake shall be available to successful Proposer(s) as a basis for release of proposed services at stated price/cost.
Any damages accruing to the NCTCOG as a result of the Proposer(s)'s failure to contract may be recovered from the
Proposer(s).
Q. A contract with the selected Proposer may be withheld at sole discretion if issues of contract compliance or
questioned/disallowed costs exist, until such issues are satisfactorily resolved. Award of contract may be withdrawn
by NCTCOG if resolution is not satisfactory to NCTCOG.
R. Procurement Dispute Resolution Policy. NCTCOG is the responsible authority for handling complaints or protests
regarding the proposals selection process. This includes, but is not limited to, disputes, claims, protest of award, source
evaluation or other matters of a contractual nature. Matters concerning violation of law shall be referred to such
authority, as may have proper jurisdiction.
Once NCTCOG has agreed upon selection(s), all Proposer(s) will be notified in writing of the results. Any protest
regarding this process must be filed with NCTCOG in accordance with the following procedure. NCTCOG would like
to have the opportunity to resolve any dispute prior to the filing of an official complaint by the protester. The protester
should contact NCTCOG’s Deputy Executive Director, at (817) 695-9121, P.O. Box 5888, Arlington, Texas 76005-
5888, so that arrangements can be made for a conference between NCTCOG and the protester. Copies of the appeal
process will be made available to the protester.
S. At all times during the term of this contract, the Contractor(s) shall procure, pay for, and maintain, with approved
insurance carriers, the minimum insurance requirements set forth below, and shall require all contractors and sub-
contractors performing work for which the same liabilities may apply under this contract to do likewise. The
Contractor(s) may cause the insurance to be effected in whole or in part by the contractors or sub-subcontractors under
their contracts. NCTCOG reserves the right to waive or modify insurance requirements at its sole discretion.
1. Workers’ Compensation: Statutory limits and employer’s liability of not less than $100,000 for each
accident.
2. Commercial General Liability:
a. Minimum Required Limits:
$1,000,000 per occurrence;
$1,000,000 General Aggregate
b. Commercial General Liability policy shall include:
(i) Coverage A: Bodily injury and property damage;
(ii) Coverage B: Personal and Advertising Injury liability;
(iii) Coverage C: Medical Payments
(iv) Products: Completed Operations
(v) Fire Legal Liability
c. Policy coverage must be on an “occurrence” basis using CGL forms as approved by the Texas State
Board of Insurance
d. Attachment of Endorsement CG 20 10 - additional insured
e. All other endorsements shall require prior approval by the NCTCOG.
3. Comprehensive Automobile/Truck Liability: Coverage shall be provided for all owned, hired and non-
owned vehicles. Minimum required Limit: $500,000 combined single limit.
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RFP # NCT-2015-05
4. Professional Liability:
a. Minimum Required Limits:
1. $1,000,000 Each Claim
2. $1,000,000 Policy Aggregate
T. Contractor(s) covenants and agrees to indemnify and hold harmless and defend NCTCOG, its officers and employees,
from and against any and all suits or claims for damages or injuries, including death, to persons or property, whether
real or asserted, arising out of any negligent act or omission on the part of the contractor, its officers, agents, servants,
employees, or subcontractors, and the contractor does hereby assume all liability for injuries, claims or suits for
damages to persons, property, or whatever kind of character, whether real or asserted, occurring during or arising out
of the performance of a contract as a result of any negligent act or omission on the part of the contractor, its officers,
agents, servants, employees, or subcontractors to the extent permitted by law.
U. A force majeure event shall be defined to include governmental decrees or restraints, acts of God (except that rain,
wind, flood or other natural phenomena normally expected for the locality, shall not be construed as an act of God),
work stoppages due to labor disputes or strikes, fires, explosions, epidemics, riots, war, rebellion, and sabotage. If a
delay or failure of performance by either party to this contract results from the occurrence of a force majeure event,
the delay shall be excused and the time fixed for completion of the work extended by a period equivalent to the time
lost because of the event, if and to the extent that:
1. The delay or failure was beyond the control of the party affected and not due to its fault or negligence; and
2. The delay or failure was not extended because of the affected party’s failure to use all diligence to overcome
the obstacle or to resume performance immediately after the obstacle was overcome. If the failure to
perform is caused by the failure of a subcontractor of the Contractor to perform, and if such failure was
beyond the control of both the Contractor and the subcontractor, without their fault or negligence, the
Contractor(s) shall not be deemed to be in default unless the subcontracted supplies or services were
reasonably obtainable from other sources.
2. No time extension shall be granted under this paragraph unless the party seeking relief has notified the other
in writing within a reasonable time after commencement of the event, of the anticipated length and cause
of the delay, the measures taken or to be taken to minimize the delay and the timetable by which the
Contractor intends to implement these measures. The party seeking relief shall also give written notice of
the ending of the event within a reasonable time after the event has ended.
3. NCTCOG shall be responsible for costs related to a force majeure event, only if the Contractor incurs them
after prior written authorization by NCTCOG. Neither NCTCOG nor the Contractor(s) shall have, and both
hereby waive, any claim whatsoever for any damages resulting from delays caused by force majeure events.
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ATTACHMENTS & EXHIBITS GUIDE
Attachment I – Instructions for Proposal Compliance and Submittal
Attachment II – Certifications of Offeror
Attachment III – Certification Regarding Debarment, Suspension, and Other Responsibility Matters
Attachment IV – Certification Regarding Lobbying
Attachment V – Drug-Free Workplace Certification
Attachment VI – Certification Regarding Disclosure of Conflict of Interest
Attachment VII – Certification of Fair Business Practices
Attachment VIII – Certification of Good Standing- Texas Corporate Franchise Certification
Attachment IX – Historically Underutilized Businesses, Minority, or Women-Owned or Disadvantages
Business Enterprises
Exhibit A – NCTCOG Member Entities and Map
Exhibit B – NCTCOG Past Utilization of Temporary Staffing Services
Exhibit C – Shared Services Initiatives and Participating Entities
Exhibit D – Position Categories and Associated Job Titles
Exhibit E – Request for Services Template
Exhibit F – Cost Proposal
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RFP # NCT-2015-05
ATTACHMENT I:
INSTRUCTIONS FOR PROPOSAL COMPLIANCE AND SUBMITTAL
Compliance with the RFP
Submissions must be in strict compliance with this Request for Proposals. Failure to comply with all provisions of the RFP
may result in disqualification.
Acknowledgment of Insurance Requirements
By signing its submission, Offeror acknowledges that it has read and understands the insurance requirements for the
submission. Offeror also understands that the evidence of required insurance must be submitted within ten (10) working
days following notification of its offer being accepted; otherwise, NCTCOG may rescind its acceptance of the Offeror’s
proposal. The insurance requirements are outlined in Section 4- General Terms and Conditions.
Name of Organization/Contractor(s):
Signature of Authorized Representative:
Date:
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RFP # NCT-2015-05
ATTACHMENT II:
CERTIFICATIONS OF OFFEROR
I hereby certify that the information contained in this proposal and any attachments is true and correct and may be viewed as
an accurate representation of proposed services to be provided by this organization. I certify that no employee, board member,
or agent of the North Central Texas Council of Governments has assisted in the preparation of this proposal. I acknowledge
that I have read and understand the requirements and provisions of the Request for Proposal and that the organization will
comply with the regulations and other applicable local, state, and federal regulations and directives in the implementation of
this Contract.
I also certify that I have read and understood all sections of this Request for Proposals and will comply with all the terms and
conditions as stated; and furthermore that I, (typed or printed name) certify that I am
the __________________________ (title) of the corporation, partnership, or sole proprietorship, or other eligible entity named
as Offeror and Respondent herein and that I am legally authorized to sign this offer and to submit it to the North Central Texas
Council of Governments, on behalf of said Offeror by authority of its governing body.
Name of Organization/Contractor(s):
Signature of Authorized Representative:
Date:
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ATTACHMENT III:
CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY
MATTERS
This certification is required by the Federal Regulations Implementing Executive Order 12549, Debarment and Suspension,
45 CFR Part 93, Government-wide Debarment and Suspension, for the Department of Agriculture (7 CFR Part 3017),
Department of Labor (29 CFR Part 98), Department of Education (34 CFR Parts 85, 668, 682), Department of Health and
Human Services (45 CFR Part 76).
The undersigned certifies, to the best of his or her knowledge and belief, that both it and its principals:
1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded
from participation in this transaction by any federal department or agency;
2. Have not within a three-year period preceding this contract been convicted of or had a civil judgment rendered
against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain,
or performing a public (Federal, State, or Local) transaction or contract under a public transaction, violation
of federal or State antitrust statues or commission of embezzlement, theft, forgery, bribery, falsification, or
destruction of records, making false statements, or receiving stolen property;
3. Are not presently indicated for or otherwise criminally or civilly charged by a government entity with
commission of any of the offense enumerated in Paragraph (2) of this certification; and,
4. Have not within a three-year period preceding this contract had one or more public transactions terminated
for cause or default.
Where the prospective recipient of federal assistance funds is unable to certify to any of the statements in this certification,
such prospective recipient shall attach an explanation to this certification form.
Name of Organization/Contractor(s):
Signature of Authorized Representative:
Date:
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RFP # NCT-2015-05
ATTACHMENT IV:
CERTIFICATION REGARDING LOBBYING
The undersigned certifies, to the best of his or her knowledge or belief, that:
1. No federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence
an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an officer or
employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal
loan, the entering into of any cooperative Contract, and the extension, continuation, renewal, amendment, or
modification or any federal contract, grant, loan, or cooperative Contract; and
2. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or
attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of
Congress, or an employee of a Member of Congress in connection with this federal contract, grant, loan, and or
cooperative Contract, the undersigned shall complete and submit Standard Form – LLL, “Disclosure Form to Report
Lobbying”, in accordance with the instructions.
3. The undersigned shall require that the language of this certification be included in the award documents for all sub-
awards at all tiers and that all sub-recipients shall certify accordingly.
Name of Organization/Contractor(s):
Signature of Authorized Representative:
Date:
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RFP # NCT-2015-05
ATTACHMENT V:
DRUG-FREE WORKPLACE CERTIFICATION
The (company name) will provide a Drug Free Work Place in compliance
with the Drug Free Work Place Act of 1988. The unlawful manufacture, distribution, dispensing, possession or use of a
controlled substance is prohibited on the premises of the
(company name) or any of its facilities. Any employee who violates this
prohibition will be subject to disciplinary action up to and including termination. All employees, as a condition of
employment, will comply with this policy.
CERTIFICATION REGARDING DRUG-FREE WORKPLACE
This certification is required by the Federal Regulations Implementing Sections 5151-5160 of the Drug-Free Workplace Act,
41 U.S.C. 701, for the Department of Agriculture (7 CFR Part 3017), Department of Labor (29 CFR Part 98), Department of
Education (34 CFR Parts 85, 668 and 682), Department of Health and Human Services (45 CFR Part 76).
The undersigned subcontractor certifies it will provide a drug-free workplace by:
Publishing a policy statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or
use of a controlled substance is prohibited in the workplace and specifying the consequences of any such action by an
employee;
Establishing an ongoing drug-free awareness program to inform employees of the dangers of drug abuse in the workplace,
the subcontractor’s policy of maintaining a drug-free workplace, the availability of counseling, rehabilitation and employee
assistance programs, and the penalties that may be imposed on employees for drug violations in the workplace;
Providing each employee with a copy of the subcontractor’s policy statement;
Notifying the employees in the subcontractor’s policy statement that as a condition of employment under this subcontract,
employees shall abide by the terms of the policy statement and notifying the subcontractor in writing within five days after
any conviction for a violation by the employee of a criminal drug abuse statue in the workplace;
Notifying the Board within ten (10) days of the subcontractor’s receipt of a notice of a conviction of any employee; and,
Taking appropriate personnel action against an employee convicted of violating a criminal drug statue or requires such
employee to participate in a drug abuse assistance or rehabilitation program.
Name of Organization/Contractor(s):
Signature of Authorized Representative:
Date:
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RFP # NCT-2015-05
ATTACHMENT VI:
CERTIFICATION REGARDING DISCLOSURE OF CONFLICT OF INTEREST
The undersigned certifies that, to the best of his or her knowledge or belief, that:
“No employee of the Contractor, no member of the Contractor’s governing board or body, and no person who exercises
any functions or responsibilities in the review or approval of the undertaking or carrying out of this Contract shall
participate in any decision relating to this contract which affects his/her personal pecuniary interest.
Executives and employees of Contractor shall be particularly aware of the varying degrees of influence that can be exerted
by personal friends and associates and, in administering the Contract, shall exercise due diligence to avoid situations which
give rise to an assertion that favorable treatment is being granted to friends and associates. When it is in the public interest
for the Contractor to conduct business with a friend or associate of an executive or employee of the Contractor, an elected
official in the area or a member of the North Central Texas Council of Governments, a permanent record of the transaction
shall be retained.
Any executive or employee of the Contractor, an elected official in the area or a member of the NCTCOG, shall not solicit
or accept money or any other consideration from a third person, for the performance of an act reimbursed in whole or part
by Contractor or Department. Supplies, tools, materials, equipment or services purchased with Contract funds shall be
used solely for purposes allowed under this Contract. No member of the NCTCOG shall cast a vote on the provision of
services by that member (or any organization which that member represents) or vote on any matter which would provide
a direct or indirect financial benefit to the member or any business or organization which the member directly represents”.
No officer, employee or paid consultant of the Contractor is a member of the NCTCOG.
No officer, manager or paid consultant of the Contractor is married to a member of the NCTCOG.
No member of NCTCOG directly owns, controls or has interest in the Contractor.
The Contractor has disclosed any interest, fact, or circumstance that does or may present a potential conflict of interest.
No member of the NCTCOG receives compensation from the Contractor for lobbying activities as defined in Chapter 305
of the Texas Government Code.
Should the Contractor fail to abide by the foregoing covenants and affirmations regarding conflict of interest, the
Contractor shall not be entitled to the recovery of any costs or expenses incurred in relation to the contract and shall
immediately refund to the North Central Texas Council of Governments any fees or expenses that may have been paid
under this contract and shall further be liable for any other costs incurred or damages sustained by the NCTCOG as it
relates to this contract.
Name of Organization/Contractor(s):
Signature of Authorized Representative:
Date:
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RFP # NCT-2015-05
ATTACHMENT VII:
CERTIFICATION OF FAIR BUSINESS PRACTICES
That the submitter has not been found guilty of unfair business practices in a judicial or state agency administrative
proceeding during the preceding year. The submitter further affirms that no officer of the submitter has served as an officer
of any company found guilty of unfair business practices in a judicial or state agency administrative during the preceding
year.
Name of Organization/Contractor(s):
Signature of Authorized Representative:
Date:
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RFP # NCT-2015-05
ATTACHMENT VIII:
CERTIFICATION OF GOOD STANDING
TEXAS CORPORATE FRANCHISE TAX CERTIFICATION
Pursuant to Article 2.45, Texas Business Corporation Act, state agencies may not contract with for profit corporations that
are delinquent in making state franchise tax payments. The following certification that the corporation entering into this
offer is current in its franchise taxes must be signed by the individual authorized on Form 2031, Corporate Board of
Directors Resolution, to sign the contract for the corporation.
The undersigned authorized representative of the corporation making the offer herein certified that the following indicated
statement is true and correct and that the undersigned understands that making a false statement is a material breach of
contract and is grounds for contract cancellation.
Indicate the certification that applies to your corporation:
_____________ The Corporation is a for-profit corporation and certifies that it is not delinquent in its franchise
tax payments to the State of Texas.
_____________ The Corporation is a non-profit corporation or is otherwise not subject to payment of franchise
taxes to the State of Texas.
Type of Business (if not corporation): Sole Proprietor
Partnership
Other
I.R.S.Tax Number: __________________________________________
__________________________________________________________
(Printed/Typed Name and Title of Authorized Representative)
__________________________________________________________
Signature
Date:
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RFP # NCT-2015-05
ATTACHMENT IX: HISTORICALLY UNDERUTILIZED BUSINESSES, MINORITY OR WOMEN-OWNED OR
DISADVANTAGED BUSINESS ENTERPRISES
Historically Underutilized Businesses (HUBs), minority or women-owned or disadvantaged businesses enterprises
(M/W/DBE) are encouraged to participate in the RFP process.
Representatives from HUB companies should identify themselves and submit a copy of their Certification.
NCTCOG recognizes the certifications of both the State of Texas Program and the North Central Texas Regional
Certification Agency. Companies seeking information concerning HUB certification are urged to contact:
State of Texas HUB Program
Texas Comptroller of Public Accounts
Lyndon B. Johnson State Office Building
111 East 17th Street
Austin, Texas 78774
(512) 463-6958
http://www.window.state.tx.us/procurement/prog/hub/
Local businesses seeking M/W/DBE certification should contact:
North Central Texas Regional Certification Agency
624 Six Flags Drive, Suite 100
Arlington, TX 76011
(817) 640-0606
http://www.nctrca.org/certification.html
Submitter must include a copy of its minority certification documentation as part of this RFQ.
If your company is already certified, attach a copy of your certification to this form and return with your proposal.
Indicate all that apply: ______Minority-Owned Business Enterprise
______Women-Owned Business Enterprise
______Disadvantaged Business Enterprise
ATTEST TO Attachments of Certification:
____________________________________
Authorized Signature
_____________________________ ________________________________
Typed Name Date
Subscribed and sworn to before me this _______day of ________________ (month), 20__ in
______________________(city), ____________(county), ___________(state).
________________________________ SEAL
Notary Public in and for ________________________(County),
State of _________________ Commission expires: ________
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RFP # NCT-2015-05
EXHIBIT A:
NCTCOG MEMBER ENTITIES AND MAP* (*This is not an exhaustive list of potential Participants.)
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RFP # NCT-2015-05
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RFP # NCT-2015-05
EXHIBIT B:
NCTCOG PAST UTILIZATION OF TEMPORARY STAFFING SERVICES* (*These figures are intended to provide more detail on NCTCOG’s past utilization of temporary staffing services. This does not include figures from
potential Participants.)
NCTCOG Temporary Staffing Services
Utilization
Year Expenditures
2007 $128,000.00
2008 $405,000.00
2009 $108,000.00
2010 $240,000.00
2011 $442,000.00
2012 $294,000.00
2013 $613,000.00
2014 $325,000.00
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RFP # NCT-2015-05
EXHIBIT C:
SHARED SERVICES INITIATIVES AND PARTICIPATING ENTITIES
Below is a representative list of past services coordinated by NCTCOG’s Shared Services Program and the
approximate number of governmental agencies participating in each.
1. Dallas Morning News (est. 2008) – 25 Texas Cities
NCTCOG’s Shared Services program that allows participating entities to benefit from the collective purchase
of recruitment advertising.
2. Other Post-Employment Benefits (est. 2008) – 109 Texas Clients (32 Counties, 70 Cities, 7 Other
Governmental Entities)
NCTCOG’s Shared Services program that provides access to a firm that delivers actuarial and consulting
expertise necessary to meet the requirements of Governmental Accounting Standards Board statements 43 and
45.
3. Water and Sewer Line Warranty Program (est. 2010) – 24 Texas Cities
NCTCOG’s Shared Services program that assists cities in providing their residents with protection against the
cost of broken or leaking utility lines.
4. Electronic Warrant Payments (est. 2012) – 16 Texas Jurisdictions
NCTCOG’s Shared Services program that allows cities to accept electronic warrant payments on behalf of
other participating cities.
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RFP # NCT-2015-05
EXHIBIT D:
POSITION CATEGORIES AND ASSOCIATED JOB TITLES* (*This is not an exhaustive list of positions. This list is intended to highlight the variety of positions NCTCOG or Participant(s) may utilize. Some of
these positions will be outlined more in the Cost Proposal.)
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RFP # NCT-2015-05
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RFP # NCT-2015-05
EXHIBIT E:
REQUEST FOR SERVICES TEMPLATE (EXAMPLE)
REQUEST FOR SERVICES
Organization:
Address:
Name of Contact:
Phone:
Email:
Category of Requested Position:
Specific Position Requirements:
How many desired positions? ________________________
Full-time ______ Part-time______
Desired Response Time: (defaults to 2 business days)
Start Date ____________________ End Date ___________________
__________________________________________________________________________________________
Description of Assignment:
__________________________________________________________________________________________
Critical Skills Needed:
__________________________________________________________________________________________
Additional Information:
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RFP # NCT-2015-05
EXHIBIT F:
COST PROPOSAL
The cells highlighted in yellow permit data entry. Please DO NOT make changes to any other cells. Any such
modifications may result in the disqualification of a price proposal at the sole discretion of the RFP evaluation team.
The workbook contains four (4) separate worksheets in addition to this instructional page :
2 - Base Price Proposal;
3 - Market Basket Price Sheet;
4 - Market Basket Job Description;
5 - Remuneration.
The following instructions are to be used when completing the Cost Proposal worksheet within this workbook. Should
you have any questions, comments, or need clarification regarding this workbook, please contact:
Contact: Jessie Shadowens-James
Phone: 817-704-2534
E-mail: [email protected]
Worksheet Instructions
2 - Base Price Proposal For each cell highlighted in yellow, provide a fixed cost for the requested fee in the
requested format. For Proposed Markup Fee, provide the amount in a percentage
(%) of the total base staffing rate, that the Proposer will charge above and beyond the
base staffing rate for each temporary staff member engaged based on the categories
provided. For Proposed Conversion Fee, provide a fixed cost in dollars ($) that the
Proposer intends to charge for conversion of the engaged temporary staff member to
permanent employment based on the categories provided.
3 - Market Basket Price Sheet For each cell highlighted in yellow, provide a fixed cost for the base staffing rate to
be charged for the position requested based on the job descriptions provided in
Worksheet 4. The cost provided should NOT include the Proposed Markup Fee but
should reflect the total base cost for the position being requested based on the
requirements in the RFP.
4 - Market Basket Job
Description
This worksheet contains job descriptions for each of the Market Basket Jobs in
Worksheet 3 - Market Basket Price Sheet. Proposer(s) are to use these job
descriptions in determining the base rate to be provided for each position in
Worksheet 3.
5 - Remuneration Provide a reasonable and fair market Administrative Fee, in the form of a percent of
cost, that will apply to all contracts resulting from the RFP and will be remitted by the
awarded Contractor(s) to NCTCOG on a quarterly basis, along with the required
quarterly reporting.
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RFP # NCT-2015-05
EXHIBIT F CONTINUED:
Worksheet 2- Base Price Proposal
Proposed Proposed
Staffing Category Mark Up Fee (%) Conversion Fee ($)
Administrative/Clerical
Customer/Community Services
Finance/Accounting
General Labor/Maintenance
Planning/Program/Project Management
Professional/Management Services
Technical
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RFP # NCT-2015-05
EXHIBIT F CONTINUED:
Worksheet 3- Market Basket Pricing Sheet
Position Staffing Category Base Staffing Rate
Administrative Assistant Administrative/Clerical
Senior Administrative Assistant Administrative/Clerical
Clerk Administrative/Clerical
Receptionist Administrative/Clerical
Secretary Administrative/Clerical
Code Enforcement Officer Customer Service/Community Service
Volunteer Coordinator Customer Service/Community Service
Accounting Technician Finance/Accounting
Accounts Payable Finance/Accounting
Auditor Finance/Accounting
Fiscal Analyst Finance/Accounting
Payroll Administrator Finance/Accounting
Senior Accountant Finance/Accounting
Crewleader General Labor/Maintenance
Custodian General Labor/Maintenance
Heavy Equipment Operator General Labor/Maintenance
Laborer General Labor/Maintenance
Maintenance Worker - Parks General Labor/Maintenance
Maintenance Worker - Streets General Labor/Maintenance
Utilities Technician General Labor/Maintenance
GIS Technician II Technical
Network Administrator Technical
Network Specialist Technical
Web Developer Technical
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RFP # NCT-2015-05
EXHIBIT F CONTINUED:
Worksheet 4- Market Basket Job Descriptions
Administrative/Clerical
1. Administrative Assistant
The purpose of this position is to provide advanced administrative and clerical support to a respective department,
managerial staff and/or director. This is accomplished by providing customer service to the agency membership, public
and staff; processing information; organizing committee, public, and staff meeting activities; coordinating travel
arrangements; implementing records management services; and coordinating special events. Other duties may include
coordinating work assignments of others and serving as a departmental representative.
2. Senior Administrative Assistant
The purpose of this position is to provide complex administrative and clerical support to a respective department,
managerial staff and/or Director. This is accomplished by providing customer service to the agency membership, the
public and staff; processing information; directing committee, public, and staff meeting activities; coordinating travel
arrangements; overseeing departmental records management services; coordinating special events; participating in the
department’s program development and implementation; and managing a specific administrative program(s) or
project(s). Other duties may include coordinating tasks and serving as a departmental representative.
3. Clerk
Incumbent follows a few clearly detailed procedures in performing simple, repetitive tasks in the same sequence, such
as: data entry; filing pre-coded documents in a chronological order; distributing materials; compiling routine reports;
and greeting visitors. Little or no subject matter knowledge is required. Education: High School/GED diploma;
Experience: None.
4. Receptionist
The purpose of this position is to manage the switchboard and visitor reception area and to maintain the agency master
mailing list. This is accomplished by answering the multi-line telephone switchboard and directing calls to appropriate
staff; providing information on departmental functions; greeting incoming visitors and directing them to their
destination; updating and posting the agency's meeting schedule; and updating the agency master mailing data base.
Other duties include receiving, sorting and distributing agency deliveries; maintaining the agency cash box for the
Regional Information Center; providing clerical assistance to the Public Affairs Department and the Assistant to the
Executive Director; and serving as backup in the Regional Information Center.
5. Secretary
Performs basic secretarial functions. Composes and types routine correspondence; prepares and maintains records and
documents required by the department or city; compiles and summarizes data for reports. Answers phones and directs
calls and visitors. Education: High School/GED diploma; Experience: None; Typing: 35 wpm.
Customer Service/ Community Service
6. Code Enforcement Officer
Performs a variety of code enforcement inspections on public and private property. Investigates citizen complaints
regarding potential code violations pertaining to nuisances, sewage, trash, debris or related unsanitary conditions.
Investigates complaints of property, zoning, and vehicle code violations, and high grass and overhanging limbs. Issues
citations, notices or abatements as necessary. Education: High School/GED diploma; Experience: None.
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RFP # NCT-2015-05
7. Volunteer Coordinator
The purpose of this position is to develop and maintain a comprehensive network of Aging vendors for services
including, but not limited to, homemaker, respite, residential repair, and emergency response services. This is
accomplished by recruiting vendors as needed to ensure clients in all parts of the service area have choice of at least
two vendors; reviewing vendor/contractor applications and files to ensure completeness; providing technical assistance
to prospective and current vendors; performing quality assurance activities to ensure vendors’ compliance with
applicable rules and regulations; working with vendors to resolve grievances or develop corrective action plans as
needed; approving vendors’ invoices for payment; monitoring vendors’ expenses to ensure they fall within spending
targets; and monitoring key performance measures for vendored services to ensure they fall within performance targets.
Finance/Accounting
8. Accounting Technician
Performs basic accounting-clerical functions such as routine posting or balancing, filing, calculating, and other
bookkeeping/accounting operations. Education: High school diploma/GED; Experience: one to three years of
accounting clerical experience.)
9. Accounts Payable
The purpose of this position is to administer and maintain procedures required to meet a weekly processing of
payments. This is accomplished by processing account payable, monitoring invoices, and mailing out account payable
checks. Other duties include maintaining journal entries and wire transfers and providing filing and mailing services.
This position is also responsible for insuring A/P check run is completed each week on schedule.
10. Auditor
The purpose of this position is to ensure monitored programs achieve intended results, resources are used effectively,
waste, fraud and abuse are minimized and that timely information is captured and reported. This is accomplished with
minimal supervision, with moderate latitude for the use of initiative and independent judgment. The Specialist will
perform most aspects of fiscal monitoring. This process includes assisting with planning and performing external and
internal monitoring, analyzing financial records, conducting internal and field monitoring, preparing draft monitoring
reports. Other duties include assessment of risk in various monitoring situations, providing desk reviews of
subcontractors’ annual audits, assisting Accounting staff and providing other related services to assure compliance with
contract and fiscal responsibility. Position reports to the Audit Manager.
11. Fiscal Analyst
The purpose of this position is to assist in the maintenance of the fiscal aspects of funded programs as assigned. This is
accomplished by preparing budgetary reports as part of the agency-wide budget process as well any budget process
required by the funding agencies. Additionally, this position is responsible for preparing and/or approving related
expenditures, maintaining automated accounting systems, preparing and/or reviewing financials for funding agencies,
attending applicable and relevant program meetings, and assisting in contract compliance and negotiations. Other
duties include administering management reports for the programs.
12. Payroll Administrator
The purpose of this position is to administer company-wide payroll and employee benefits while assisting the HR
department with related issues. This is accomplished by processing payroll, overseeing employee master files and
benefits maintenance, providing labor statistic information to various departments and creating, maintaining and
distributing various department specific report and information. Other duties include maintaining tax files and
information and assisting the HR department in employee issues.
39
RFP # NCT-2015-05
13. Senior Accountant
The purpose of this position is to manage the Grant Funds and Budgets under multiple funding sources and streams.
This is accomplished by overseeing and administering purchase requisitions, timesheets and accounts payable vouchers;
completing funding agency financial reports and billing statements to funding agencies, assisting with duties related to
fixed assets for the Workforce Centers; and preparing monthly reports for management usage and analysis. Other
duties include reconciling the General Ledger accounts assigned or accounts specific to assigned grants, reviewing
requests for payments, assisting in the completion of CAFR’s and providing various support duties for the department.
General Labor/Maintenance
14. Crewleader
Leads and participates in the work of crew performing equipment operations, manual labor and semi-skilled tasks in
City Public Works projects. Education: High School/GED diploma, Experience: 3 years’ experience.
15. Custodian
Performs a variety of routine cleaning tasks for buildings and surrounding grounds. Experience: None.
16. Heavy Equipment Operator
Responsible for the safe and efficient operation of heavy construction equipment such as front-end loaders, bulldozers,
graders or heavy trenching machines. Education: High School/GED diploma; License/Certificate: Class A Driver’s
License; Experience: 2 years.
17. Laborer
Under immediate supervision, completes manual labor following basic routines in the construction, repair and
maintenance of city services, facilities and grounds. Experience: 3 months.
18. Maintenance Worker- Parks
Performs semi-skilled duties in parks including equipment operation and maintenance and minor repair of buildings,
parks, recreational, and other facilities. Education: High school diploma/GED; Experience: up to one year of experience
related to maintenance and repair of municipal streets, utilities, parks, or equivalent.)
19. Maintenance Worker- Streets
Performs typically semi-skilled work in the maintenance and repair of streets, drainage ways, traffic signs, and gravel
roads. Specific duties may include performing heavy physical labor including lifting, carrying heavy objects, shoveling,
raking, and pushing asphalt; clearing and cleaning roadsides, gutters, culverts, and other drainage facilities; and
participating in the removal, repair, and replacement of storm drainage pipes. Education: High school diploma/GED;
Experience: up to one year of experience with trucks, light equipment and general maintenance. May require Class A or
B driver's license.)
20. Utilities Technician
Performs and often leads other staff in a variety of semi-skilled and skilled activities regarding the repair and
maintenance of commercial and residential utility services and distribution systems. Assists utility crews and
contractors in utility shut downs and repair projects. May install utility distribution lines. Participates in the location of
utility main lines and valves. Education: High School/GED diploma; Experience: 1 year.
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RFP # NCT-2015-05
Technical
21. GIS Technician II
The purpose of this position is to provide advanced GIS and technology support to the Department and Agency. This is
accomplished through the use of a myriad of PC-based or web-based applications including GIS, Internet, and other
technology initiatives. This position also provides project management support through the direction and organization
of resources and technologies.
22. Network Administrator
The purpose of this position is to manage the daily administration and user support of the agency computing
system/network, including networking to remote offices. This is accomplished by maintaining network servers, routers,
switches and other equipment, coordinating and overseeing installation of network-related hardware and software,
providing network-related user support and monitoring network performance. Other duties include defining network-
project goals and ensuring data integrity.
23. Network Specialist
The purpose of this position is to provide technical equipment, software, advice and support. This is accomplished by
planning and implementing the provision of technology infrastructure; providing tier 1 and tier 2 user technical support;
training and assisting users in the use of equipment, software, and procedures; tracking resources and their usage and
assignment; providing other support services as requested or required. Other duties include supervising the activities of
vendors and contract staff and serving as an organizational representative on technology initiatives as required.
24. Web Developer
This position will have responsibility for creating and maintaining Agency website and associated customer web
applications. Primary responsibilities include but are not limited to: programming to support existing Web sites,
building new web applications, maintaining third party support applications such as web statistics and shopping cart
software, applying consistent NCTCOG branding (look and feel) to all projects, managing all infrastructure
configuration, creating, tracking and maintaining domain registration for the Agency, and project management for all
program activities related to the creation and maintenance of a web site for NCTCOG or one of the member agencies.
Type of work will include coding Web pages, including forms, for maximum usability and to ensure a high level of
functionality and creating and maintaining databases as needed for Web site content and functionality. In addition, the
developer will assist in maintaining Agency web servers, supporting Agency staff, and administering the Macromedia
Web Publishing System.
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RFP # NCT-2015-05
EXHIBIT F CONTINUED:
Worksheet 5- Remuneration
Description Proposed Administrative Fee Rate (%)
Provide a reasonable and fair market Administrative Fee,
in the form of a percent of cost, that will apply to all
contracts resulting from the RFP and will be remitted by
the awarded Contractor(s) to NCTCOG on a quarterly
basis, along with the required quarterly reporting.
REQUEST FOR PROPOSALS: TEMPORARY STAFFING SERVICES #NCT-2015-05
ADDENDUM 1: QUESTIONS AND ANSWERS
1. Who is/are the current vendor/vendors? Who are the incumbents and how long were they in service of the
contract?
This is a new initiative so there are no vendors currently being utilized on behalf of the cooperative program.
NCTCOG currently utilizes Robert Half for their temporary staffing needs which was acquired using the Houston-
Galveston Area Council of Governments (HGAC) cooperative contract.
2. What are the current mark-up fees %?
Historically, the markup fee has varied by position.
3. How may we obtain a copy of the Bid Tabulation showing the amounts Bid by each responder the last time
this RFP was open for response?
This is a new initiative so there was no previous RFP released and therefore no corresponding bid tabulation.
Interested parties may contact HGAC for bid tabulation information.
4. Please identify if any of the temporaries utilized by St. Johns County will be required to
i. Hydroblasting
ii. Working on Roofs
iii. Work on/or erect Scaffolding more than (6' feet) off the ground or work surface
iv. Heavy Demolition Work
v. Work More Than (6) feet above the Ground or Work Surface Above Ground
vi. Tunneling
vii. Asbestos Abatement
viii. Mold Removal
ix. Working With Hot Chemicals
x. Tree Trimming
xi. Operating Heavy Equipment/Motorized Equipment
xii. Work on Garbage Trucks
xiii. Driving Vehicles on Public Streets?
The purpose of this procurement process is to provide a mechanism for participating governmental entities to have
access to preferred pricing for temporary staffing services. NCTCOG and its participating governmental entities
may use some, none or all of these services during the life of the contract. NCTCOG cannot speak to each individual
entity and their need. For NCTCOG, the only requirement listed that would be required could possibly be xiii-
driving vehicles on public streets.
5. Can there be increases in the contract after the initial 3 year term and if so what are the conditions for
increases? If there are increases in the State/ Federal Minimum Wage or the Affordable Care Act will the
Contractor be allowed to pass those increases on to the NCTCOG at their effective date?
Increases in the contract will not be allowed during the initial 3 year term unless the increase is based upon a Federal
or State mandate. Market-based or other operational increases may be considered by NCTCOG upon expiration of
the initial term.
6. Are all members of the NCTCOG subject to the Texas Prompt Payment Law? NCTCOG is subject to the Texas Prompt Payment Law. For more information on other potential participants’
obligation to the law, please refer to the statute. http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm
7. If there are any members of the NCTCOG not subject to the Texas Prompt Payment Law, what are their
terms of payment?
The Master Services Agreement will outline standard payment terms of net 30. Participating entities requesting to
have extended payment terms will negotiate directly with the Contractor.
8. What is NCTCOG’s historical usage and yearly spend of this contract? Which job categories are primarily
used? What is the percentage breakdown of that spend by category? What is the required/expected volume/
total estimated annual spend?
This is a new initiative so there are no previous contracts associated with cooperative temporary staffing services.
Exhibit B in the RFP provides historical spend for NCTCOG only.
NCTCOG’s current vendor reported the following breakdown for temporary staffing during the last two years:
Please note that the breakdown above is for NCTCOG only and does not include the potential requests from
participating entities. While there is no required volume, NCTCOG anticipates participation levels similar, if not
greater, than other shared services initiatives as identified in Exhibit C.
9. For the amount of affiliate member entities that have access to the Contracted Suppliers for Temp Labor
the spend was fairly low the past few years. How many orders were placed last year?
The previous spend information is for NCTCOG’s own utilization of temporary staffing services. There was not
a contract available for Participants and therefore there were no orders placed last year by affiliate member
entities.
10. Should the costs for pre-employment screenings be built into our pricing?
Unless otherwise defined in the proposal, Contractors will be responsible for costs of pre-employment screenings.
See Section 1.05, Pre-Employment Checks for more information.
11. “Participant(s) may request additional checks based on the type of staff person being requested…” Does this
refer to types of screenings not specifically listed in the RFP? If the “additional checks” involve screenings
not explicitly listed in the RFP, can the costs for these screenings be passed through to NCTCOG at no
additional mark-up? Please clarify.
Additional screening services not identified in the proposal may be included as a line item in the Statement of Work
(SOW).
Category Breakdown
Accounting / Finance 64.89%
Administrative / Clerical 18.09%
Information Technology 17.02%
Total 100.00%
12. How many contracts will be awarded?
The goal is to provide options for participants which will likely result in several vendors for each category with
the ability to ultimately rank those vendors based on a number of criteria, including feedback from participants.
13. Could NCTCOG provide a list detailing the laws, regulations, statues, and ordinances that regulate the
performance of the resultant contract (i.e., Living Wage Ordinance, Prevailing Wage, SCA, ACA, etc.)?
NCTCOG cannot provide an exhaustive list but is generally subject to the same laws, regulations, statutes and
ordinances applicable to non-profit organizations within the State of Texas. However, in many instances, the
funding source (i.e., federal grant, State funds, local dues) utilized for a particular staffing position may call
additional regulations into place. Regulations applicable to positions located within participating governmental
entities may vary from entity to entity.
14. Are vendors required to bid on all positions (an all or nothing bid)? Can we no-bid certain positions that are
not of our expertise or are too risky? If not, can we engage a Supplier that could fill those requisitions?
The purpose of this RFP is not to be an “all or nothing” bid. Please submit the RFP outlining services you are able
to provide. For more information, reference Section 2.02, Tab B, #1. Proposers are not required to provide pricing
for all categories and/or positions. Proposers may engage a supplier to fill those positions; however, all temporary
staff will be administered according to the Master Services Agreement and there should be no discernable difference
in the service delivery to NCTCOG and/or Participants.
15. With respect to Affordable Care Act (ACA) costs, would NCTCOG prefer these charges as a separate line
item on the invoices, or instead incorporated directly into our mark-up/bill rates? Please clarify.
All costs associated with employing temporary staff is expected to be captured in the billable rate/mark-up (i.e.
Workers Comp, Unemployment, Healthcare costs, ACA, etc.)
16. If government-mandated costs or expenses are enacted during the contract term, will firms be allowed to
request rate increases to cover these higher rates?
Increases in the contract will not be allowed during the initial 3 year term unless the increase is based upon a Federal
or State mandate. Market-based or other operational increases will be considered at the point of contract extension
and outlined in the Master Services Agreement.
17. With respect to Worksheet 2, for the proposed conversion fee, are we allowed to stipulate the term of
conversion (i.e., after a specific number of hours worked)? Please clarify.
Please identify any stipulations associated with your conversion fee.
18. What is the process for submitting a requisition?
NCTCOG will provide a portal which allows Participants to enter in pertinent information regarding their temporary
staffing needs. This requisition will then be distributed to the appropriate vendors based on category and/or vendor
selection by the Participant. Communication will then be between the vendor(s) and the Participant. Invoices will
be submitted directly to the Participant.
19. When a requisition goes out, will it reference what city is making the request? Will the staffing agencies be
able to reach out directly to a city following a requisition should they need more information?
Participants will include their contact information when making a request which allows the vendor to contact
Participants directly should they need additional information.
20. What is the projected “go live” date for this project?
NCTCOG projects awarding the contracts and “going-live” in October 2015.
21. Will there be any type of scorecard kept that will be used in future years?
Yes, the NCTCOG will communicate performance measures and will request that vendors provide regular reporting
in accordance with the RFP Section 1.06.
22. How does invoicing work?
Invoicing for temporary staffing services will occur directly between the vendor and the Participant(s). Any
services secured by NCTCOG will be invoiced directly to NCTCOG. Terms of this invoicing will be outlined in
the Master Services Agreement.
23. Can you explain the administrative fee? Aside from the acquiring of contracts, are there any additional
responsibilities that NCTCOG will be handling that need to be taken into consideration when determining
the Administrative Fee? Is the Administrative fee, as defined on p.41 of the RFP, to be paid by the staffing
service or NCTCOG? How would administrative fees to NCTCOG work if invoicing is done directly to the
cities?
The administrative fee is to be paid by the staffing agency and is meant to be a mechanism for NCTCOG to recover
the costs associated with administering the program which includes, but is not limited to: contract management,
executing Interlocal agreements, educational efforts/informational events, etc. NCTCOG will establish a periodic
reporting requirement that will be submitted along with the administrative fee for that period of time.
The administrative fee will be reported to NCTCOG as part of the required reporting activity and will identify the
total spend for the reporting period and subsequent administrative fee based on the negotiated Master Services
Agreement.
24. “The administrative fee will be remitted by the Contractor(s) to NCTCOG on a quarterly basis, along with
required quarterly reporting.” Is the payment period negotiable?
NCTCOG desires to standardize processes wherever possible; however, please present your preferred reporting
parameters as part of your proposal. Final terms will be negotiated and included as part of the Master Services
Agreement.
25. Would you share the rate of Administrative Fee paid by the present vendor/contractor?
This is a new initiative, therefore, there is no current administrative fee paid to the NCTCOG.
26. Will a tiered Administration Fee be accepted based on volume? NCTCOG will consider any proposed structure of the administrative fee. Final terms will be negotiated and
included as part of the Master Services Agreement.
27. What was the feedback from cities when approached about the program?
NCTCOG strategically approached cities to poll if there was an interest in pursuing a temporary staffing cooperative
program. Based on those conversations, there was interest in NCTCOG leading this initiative.
28. Are you also interested in direct-hire services?
As part of the Master Services Agreement, there is interest in including direct-hire services.
29. What happens if a city already has a contract with a temporary staffing agency? Does this circumvent the
process?
A participant would not be precluded from participating in the NCTCOG contract if they have other existing
contract(s) with vendors. A participant also would not be required to use NCTCOG’s contact for a vendor with
whom they have an existing agreement.
30. Is the portal meant to be a full Applicant Tracking System (ATS)?
The purpose of the portal is to be a mechanism to facilitate the submission of requisitions. It also allows NCTCOG
reporting capabilities regarding number of requests, etc. It is not meant to be an applicant tracking system.
31. Is this the first program of its type that NCTCOG has done?
This is the first cooperative for Temporary Staffing Services that NCTCOG has initiated. The NCTCOG, however,
has several other shared services programs that follow a similar model. A sample of those initiatives can be found
in Exhibit C of the RFP or on our website at www.nctcog.org.
32. Are there any other programs similar to what we are trying to accomplish?
There are similar cooperative purchasing initiatives for temporary staffing services in existence. Our goal for this
initiative is to provide more local options than currently exist with other cooperatives.
33. In terms of General/Maintenance- are these meant to be the same position types?
NCTCOG is aware that this category may be separate industries within the temporary staffing agencies; however,
it is common for Participants to refer to general labor as maintenance workers, therefore, they were consolidated
into one category. The requisition will provide clarification and what the job duties and requirements are for each
position.
34. RFP response due date is indicated as 3:00 p.m. CDT, Monday, August 12, 2015. However, August 12 is a
Wednesday. Please confirm response due date.
Proposals are due Wednesday, August 12, 2015.
35. How will addendums be issued as the website provided is not valid?
The website provided, http://www.nctcog.org/aa/rfp.asp, is a valid web address. The Questions and Answers, as
well as any other addendums, will be posted on this website. If you have any issues accessing this site, please
contact [email protected].
36. Will the questions proposed at the conference be disclosed along with their responses via addendum?
This document contains all questions submitted during the inquiry period, including those presented at the Pre-
Proposal conference.
37. As an out-of-state Staffing Agency, are we allowed to submit proposals?
Yes. Out-of-state agencies are not precluded from submitting proposals but are expected to be able to provide local
candidates and local results.
38. Is the Base Staffing Rate "hourly" or "annual salary"?
NCTCOG recommends presenting rate information on an hourly basis for temporary staff. If there direct placement
services proposed, please present in the manner that best meets industry practices.
39. What are the average length of assignments?
The length of assignment is highly variable depending on various needs.
40. Is holiday pay a requirement for contractors?
Holiday pay is not a requirement for contractors.
41. Is there any driving required, and if so, for which positions?
Since this is a new initiative that will include participants outside NCTCOG, it is not known how many (and
which) positions will require driving. The requisition portal will allow for Participants to include this information
when submitting a requisition.
42. If chosen as a Vendor will we see all requisitions, or is that at the discretion of the requestor?
The portal will allow the requestor the option to 1) send the requisition to all vendors that provide services in the
requested category (i.e. accounting finance/ information technology) or 2) pre-select which vendors to send the
requisition to.
43. Do you require resumes of Key personnel or will you accept employee bio's? An employee bio will suffice if it gives adequate background on the individual’s ability to meet the needs of the
contract.
REQUEST FOR PROPOSALS: TEMPORARY STAFFING
SERVICES #NCT-2015-05
ADDENDUM 2: PROPOSAL DEADLINE (Issued August 5, 2015)
The following includes changes to the RFP SUBMISSION (2.04) and SOLICITATION SCHEDULE (2.06) portions
of the original RFP. The changes are bold and underlined in italics.
2.04 RFP SUBMISSION Please submit one physical copy and one electronic copy (on compact disk or USB flash
drive) of your response no later than 3:00 p.m. CST, Friday, August 21, 2015. Electronic copy of proposal must
be one PDF file and not submitted as separate sections. Mark outside envelope “Sealed Proposal –Staffing
Services NCT-2015-05” and send to:
North Central Texas Council of Governments
Agency Administration
Attn: Jessie Shadowens-James
616 Six Flags Drive, CP II
Arlington, TX 76011
Faxed, emailed or late proposals will be ineligible and not accepted for consideration.
It is the responsibility of the Proposer(s) to ensure that the proposal is received in NCTCOG’s office by the
designated due date and time. NCTCOG assumes no responsibility for delays caused by postage, mail courier
deliveries, email delays or any other form of delivery.
Proposal information is restricted and not publicly available until after award of a contract. All documents
associated with the RFP, unless the Proposer indicates a portion of the proposal is proprietary, will be subject
to public inspection in accordance with the Public Information Act. All information obtained in the course of
this RFP will become property of the NCTCOG.
Proposals will be publicly opened at 3:15 p.m. CST on August 21st in the Pecan Conference Room of the
NCTCOG offices. Only the names of the Proposer(s) will be read aloud. No other information will be disclosed
at this time.
2.06 SOLICITATION SCHEDULE The schedule for the RFP process and the work is given below. All times
indicated are Central Standard Time (CST). NCTCOG may change this schedule at any time through the
addenda process. It is each Proposer’s responsibility to check the website question and answer area for this RFP
for current information regarding this RFP and its Calendar of Events through award of the Contract.
<http://www.nctcog.org/aa/rfp.asp>
The anticipated schedule is as follows:
RFP Issued July 14, 2015
Pre-Proposal Conference July 20, 2015
Inquiry Period Ends July 24, 2015
Proposal Due Date August 21, 2015
Anticipated Award October 1, 2015