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HomeMy WebLinkAbout25I - AGMT STAFFING SERVICESREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JUNE 5, 2018 TITLE: APPROVE AGREEMENTS WITH APPLEONE, HB STAFFING, HELPMATES FOR TEMPORARY EMPLOYEE STAFFING SERVICES AND AUTHORIZE PAYMENT OF INVOICES TO STAFFMARK TEMPORARY STAFFING AGENCY {STRATEGIC PLAN NO. 7,5E) r 1 CID ANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2ntl Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER 1. Authorize the City Manager and Clerk of Council to execute the attached agreements with AppleOne, HB Staffing, and Helpmates for an initial three-year term beginning July 1, 2018 and ending June 30, 2021; with a City option for a two-year extension beginning July 1, 2021 and ending June 30, 2023 subject to non -substantive changes approved by the City Manager and City Attorney. The total amounts between these agreements is not to exceed $400,000 per fiscal year for a total compensation not to exceed $1,200,000 over the initial three-year period, and $800,000 over the optional two-year extension. 2. Authorize the City Manager and Clerk of Council to pay invoice to Staffmark for payment of outstanding invoices in an amount not to exceed $5,150.52. DISCUSSION The City issued a Request for Proposal (RFP) in February 2018 regarding the use of temporary staffing services. The purpose of this RFP was to identify qualified Contractor(s) to provide professional temporary staffing services for the City of Santa Ana's employment needs. The scope of the work outlined in the RFP includes the following: • The City department will call the Contractor(s) for temporary services and provide the title and any special skills or experience requirements; certain positions may require bilingual skills. The Contractor(s) shall provide temporary workers as required and approved by City departments to work at the various City of Santa Ana department locations. • The Contractor(s) will compare job requirements with worker qualifications and will email resumes and test results of temporary staff as requested. • The Contractor(s) will follow up with the City within two (2) hours to report the status of the name provided for City approval. If the Contractor(s) is unable to locate a qualified candidate 251-1 Agreements with AppleOne, HB Staffing, and Helpmates; and Processing of Staffmark Invoices June 5, 2018 Page 2 within four (4) hours of the initial request, the City reserves the right to contact other temporary agencies for placement. • Once a candidate is selected and the hourly pay rate has been agreed upon, the Contractor(s) shall provide the City with a detailed proposal to include the specific job description, the hourly pay rate for the temporary worker, and the mark-up rate. The City will then sign the proposal in approval. All invoices must include the agreement number. • The Contractor(s) shall provide temporary workers who have the skills required for the assignment. • The City reserves the right to end a temporary staffs assignment if work performed is substandard, attendance is poor, or for other business related reasons. The Contractor(s) shall remove any temporary worker from their assignment at the City's request, and at the time requested by the City, and a provide replacement temporary worker if required by the City. • The Contractor(s) shall be responsible for all decisions concerning matters of hiring, firing, discipline, payroll practices, and employee benefits such as vacation, sick and other leave benefits. Temporary workers provided by the agency shall be considered employees of the agency and shall in no sense be considered employees or agents of the City. • The Contractor(s) shall be responsible for communication with temporary workers with respect to their duties, as employees of the Contractor(s). • The Contractor(s) will provide the City with testing resources for regular status positions as requested. These services shall be provided at the rates set forth in the Proposal Pricing Sheet on Page 16. • Individual temporary workers are not permitted to work more than 960 hours in any fiscal year period (July 1 — June 30). The temporary staffing services will focus on the following City staffing needs: general administrative office support, executive / senior administrative office support, accounting and financial administrative support, legal secretary support, and other classifications as determined. This RFP resulted in 14 proposals from various staffing agencies. AppleOne, HB Staffing, and Helpmates were selected. Proposer evaluation scoring results are attached. The Clerk of the Council Office is also requesting authorization to pay outstanding invoices with Staffmark in an amount not to exceed $5,150.52 for temporary. staffing services rendered in February through the end of March of 2018. 251-2 Agreements with AppleOne, HB Staffing, and Helpmates; and Processing of Staffmark Invoices June 5, 2018 Page 3 STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #7 - Team Santa Ana, Objective #5 - Create a culture of innovation and efficiency within the organization, Strategy E - Identify best practices and opportunities for process improvement and automation across City departments in order to provide effective and efficient delivery of City services to the community. FISCAL IMPACT Funds are budgeted and available in the various departmental Contractual Services — Professional account (no. 62300). The estimated maximum amount of expenditures in FY 2018- 2019, FY 2019-2020, FY 2020-2021, FY 2021-2022 (optional), and FY 2022-2023 (optional) shall be $400,000 per Fiscal Year. Funds are also budgeted and available in the Clerk of the Council FY 2017-18 contract services - professional account (01107031-62300) in an amount not to exceed $5,150.52 for payment of outstanding invoices. V' Steven V. ham Executive Director Human Resources Department Maria D. Huizar Clerk of the Council APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Management Services Agency Exhibits: 1. RFP for Temporary Staffing Services (RFP No. 18-009) 2. Proposal Evaluation Scoring Results 3. AppleOne Proposal in Response to RFP 4. HB Staffing Proposal in Response to RFP 5. Helpmates Proposal in Response to RFP 6. Agreement between the City and AppleOne 251-3 Agreements with AppleOne, HB Staffing, and Helpmates; and Processing of Staffmark Invoices June 5, 2018 Page 4 7. Agreement between the City and HB Staffing 8. Agreement between the City and Helpmates 251-4 Exhibit 1. RFP for Temporary Staffing Services (RFP No. 18-009) REQUEST FOR PROPOSALS (RFP) FOR TEMPORARY STAFFING SERVICES RFP NO.: 18-009 CITY OF SANTA ANA Purchasing Division 20 Civic Center Plaza Santa Ana, CA 92701 Eva Goods, Buyer (714)647-6584 egoods n,santa-ana.ora KEY RFP DATES (Subiect to chance at discretion of Ci Issue Date: Tuesday, February 6, 2018 Deadline to Submit Questions: Tuesday, February 14, 2018 at 12:00 PM RFQ Final Addenda Issued (if required): Tuesday, February 20, 2018 RFP Due Date: Monday, February 26, 2018 at 2:00 PM City of Santa Ma RFP 18-009 X51.--5 NOTICE INVITING PROPOSALS NOTICE IS HEREBY GIVEN that proposals will be received from qualified firms for Temporary Staffing Services. Responses to this Request for Proposals (RFP) will be accepted until Monday, February 26. 2018 at 2:00 p.m. Proposals received after this date/time will not be considered. It is the responsibility of the proposer to ensure that any proposals submitted have sufficient time to be received by the City of Santa Ana prior to this proposal due date and time. Proposals shall be enclosed in a sealed envelope and marked clearly with following information, formatted as follows: "SEALED PROPOSAL FOR RFP NO. 18-009 TEMPORARY STAFFING SERVICES IN THE CITY OF SANTA ANA DO NOT OPEN WITH REGULAR MAIL" City of Santa Ana Attn: Eva Goods, Buyer Purchasing Division 20 Civic Center Plaza, Room 429 Santa Ana, CA 92701 Proposals shall be mailed, hand delivered, or sent by courier service. Proposals shall NOT be sent via telegraphic, electronic, or facsimile. All notifications, updates and addenda will be posted on the City's bid management and publications website at www.planetbids.com/i)ortal/Portal.cfm?comi)anylD=20137. Proposers shall be responsible for monitoring the site to obtain information regarding this solicitation. Failure to respond to required updates may result in a determination of a nonresponsive proposal. City of Santa Ana RFP 18-009 251-6 CITY OF SANTA ANA REQUEST FOR PROPOSAL 18-009 TEMPORARY STAFFING SERVICES TABLE OF CONTENTS I. GENERAL 5 A. TERM OF CONTRACT AGREEMNENT II. PROPOSAL TERMS AND CONDITIONS 5 A. EXAMINATION B. EXECUTION OF AGREEMENT C. PROPOSAL VALIDITY D. PRE -CONTRACTUAL EXPENSES 6 E. JOINT OFFERS/SUBCONSULTANTS F. REMEDIES FORNON-PERFORMANCE III INSTRUCTIONS TO PROPOSERS 6 A. CITY RESPONSIBILITIES B. PROPOSER RESPONSIBILITIES C. REQUEST FOR INFORMATION OR CLARIFICATION D. ADDENDA E. LICENSES & PERMITS 7 F. INSURANCE G. PAYMENT INFORMATION PACKET H. PRE -PROPOSAL MEETING I. CITY RIGHT TO REJECT J. PROTESTS IV. SUBMITTAL REQUIREMENTS 8 A. SUBMISSION OF PROPOSAL B. NUMBER OF COPIES AND SIGNATURE C. DELIVERY OF PROPOSALS D. DEADLINE E. PROPOSAL CONTENTS V. PROPOSAL REVIEW 10 A. EVALUATION AND RATING B. SELECTION City of Santa Ana RFP 18-009 261-7 VI. AWARD OF AGREEMENT 10 A. REQUEST FOR COUNCIL ACTION B. EXECUTION OF AGREEMENT VIII. PUBLIC RECORDS 11 APPENDIX ATTACHMENT 1: SCOPE OF WORK 12 ATTACHMENT 2: REQUIRED QUESTIONNAIRE 15 ATTACHMENT 3: COST PROPOSAL FORM 16 ATTACHMENT 4: SAMPLE AGREEMENT 18 ATTACHMENT 5: CERTIFICATIONS 25 City of Santa Ana RFP 18-009 :g4 I. GENERAL The City of Santa Ana is accepting proposals for Temporary Staffing Services, to be utilized on an as needed basis. The City intends to contract for a City -Wide Award that may be used by any department within the City requiring such services. A detailed Scope of Work is included in the Appendix of this RFP as ATTACHMENT 1. MINIMUM QUALIFICATIONS REQUIRED FOR PROPOSAL SUBMITTAL Firms who fail to meet the minimum qualifications set forth below should not submit a proposal; any such proposal shall be deemed non-responsive and not be considered. 1. Minimum three (3) most recent years of experience performing similar services as those detailed in the Scope of Services section of this RFP. 2. Firm must have a full-time service office in Southern California, preferably in Orange County, for the entire duration of the contract, including a physical address and applicable business license(s), where key staff such as project managers are located to ensure availability for meetings at City facilities as requested within a reasonable timeframe during normal business hours. A. TERM OF CONTRACT AGREEMENT The City desires to enter into a contract with the selected firm(s) for an initial three (3) year tern with a City option for one, two (2) year extension. This term is outlined in the Standard Consultant Agreement, as contained in ATTACHMENT 4: STANDARD AGREEMENT in the Appendix of this RFP. II. PROPOSAL TERMS AND CONDITIONS By submitting a Proposal, the Proposer acknowledges that it has thoroughly examined and accepts the Terms and Conditions of this RFP as described below: A. EXAMINATION Proposer represents that it has thoroughly examined and become familiar with the services and responsibilities required in this RFP and that it is capable of effectively and efficiently performing quality work to achieve the City's objectives. Any attachments referenced herein or any interpretations, clarifications or amendments subsequently posted in the relation to this RFP are fully incorporated. B. EXECUTION OF AGREEMENT The City and the selected Proposer(s) will enter into an Agreement similar to that as shown in ATTACHMENT 4: STANDARD AGREEMENT in the Appendix of this RFP. If a Proposer is unwilling or unable to execute an Agreement within thirty (30) days after being notified of selection under this RFP, the City reserves the right to select the next most qualified Proposer or call for new Proposals, whichever the City deems most appropriate. C. PROPOSAL VALIDITY Services, pricing and warranties indicated in a respondent's Proposal must be valid for a period of 120 days after the submission of the Proposal. D. PRE -CONTRACTUAL EXPENSES City of Santa Ana RFP 18-009 2161-9 Santa Ana shall not, in any event, be liable for any pre -contractual expenses incurred by Proposers in the preparation of its proposal. E. JOINT OFFERS/SUBCONSULTANTS Where two or more Proposers desire to submit a single Proposal in response to this RFP, they should do so on a prime sub -consultant basis. The City intends to contract with a single firm and not with multiple firms doing business as a joint venture. Should the use of sub -consultants be offered, the Proposer shall provide the same assurances of competence for the sub -consultant plus the demonstrated ability to manage and supervise the subcontracted work. Sub -consultants shall not be allowed to further subcontract with others for work under the Agreement. The provisions of the Agreement shall apply to all sub -consultants in the same manner as the Proposer. F. REMEDIES FOR NON-PERFORMANCE If in the opinion of the City, the awarded Proposer is non-compliant with agreement specifications or demonstrates non-performance of a specific assignment or assignments as described in ATTACHMENT 1: SCOPE OF WORK in the Appendix of this RFP, the Proposed shall immediately remedy such non- performance upon notification by the City or be subject to termination. A. CITY RESPONSIBILITIES The City will provide information in its possession relevant to preparation of required information in RFP. The City will provide only the staff assistance and documentation specifically referred to herein. B. PROPOSER RESPONSIBILITIES Point of Contact: The selected proposer will assume responsibility for all services in its proposal. The selected proposer shall identify a sole point of contact with the greatest knowledge in regard to the required service operations and contractual matters, including payment of any and all charges resulting from the Agreement. 2. Evidence of Financial Capacity: Proposer may be requested to submit its most recent audited financial statement, evidencing proposer's financial capacity to fully perform the required services, including provision of equipment and personnel expenses over a ninety (90) day period. If said financial statement does not reflect full ninety (90) day operational capacity, proposer may include a letter of credit as evidence of supplemental capacity. C. REQUEST FOR INFORMATION OR CLARIFICATION All questions or requested clarifications shall be made in writing through the online bidding system by or before the "Deadline for Requests for Information" date noted on the cover page of this RFP. No verbal requests or responses will be accepted. Significant interpretations or clarifications will be addressed via addenda to this RFP, as indicated in Section II.D. D. ADDENDA Any changes in RFP from the date of release to date of submittal will result in an addendum or amendment. Notification of such addendum or amendment shall be posted on City's website, https://www.planetbids.com/i)ortaYi)ortal.cfm?companylD=20137. City of Santa Ana RFP 18-009 P9f6 210 E. LICENSES & PERMITS The selected Proposer shall be required to obtain a City of Santa Ana Business license within ten (10) business days of selection and must provide a copy to the City Project Manager or designee prior to commencing any work in Santa Ana. Additionally, Proposer will be responsible for obtaining any licenses/permits required by the Scope of Work. F. INSURANCE The selected Proposer shall provide the required evidence of insurance coverage as set forth in the sample agreement within ten (10) business days after receipt of notice of award. G. PAYMENT INFORMATION PACKET The selected Proposer shall return a completed Payment Information Packet within ten (10) business days after the successful Proposer has received notice that the agreement has been awarded. The packet is available on the City's website: http://www.ci.santa-ana.ca.Us/bids-rfWdefault.asn H. PRE -PROPOSAL MEETING A pre -proposal meeting if scheduled, will occur on the date, time and location identified on the cover page of this RFP. The meeting will include discussion of the project scope and a question- and -answer session. It is highly recommended that the Proposer's key team members attend this meeting. Significant interpretations or clarifications will be addressed via addenda to this RFP, as described above in "Section IIID: Addenda". (Not required for this RFP) I. CITY RIGHT TO REJECT The City reserves the right to reject any or all proposals submitted and no representation is made hereby that any agreement will be awarded pursuant to this RFP or otherwise. The City reserves the right to accept or reject the combined or separate components of this proposal in part or in its entirety or to waive any minor inconsistency, informality or technical defect in the proposal. The City reserves the right to reject, replace and approve any and all subcontractors. All subcontractor(s) shall be identified in the response to the RFP. Subcontractors shall be the responsibility of the successful Proposer and the City shall assume no liability of such subcontractors. PROTESTS Proposers with concerns or rebuttal of any staff determination of non -responsiveness or non - responsibility may submit, in writing within five (5) business days, to the Project Manager, any concerns regarding the RFP process or staff determination. Such writing shall be considered by the Purchasing Manager or his designated representative, and may be acted upon within five (5) business days. If no action is taken within such time, there shall be no change to the staff determination. The exercise by Proposer of its right to submit written concerns shall be a condition precedent to seeking judicial review of any award of a contract hereunder. City of Santa Ana RFP 18-009 JAI' -11 IV. SUBMITTAL REQUIREMENTS A. SUBMISSION OF PROPOSAL Proposals must be submitted to the Purchasing Office no later than the date and time stated on the RFP cover sheet. Proposals shall be reviewed and rated as set forth in the Proposal Review section of this RFP. The City will determine which proposal(s) best meet the City's requirements. B. NUMBER OF COPIES AND SIGNATURE Proposer shall provide four (4) hard copies and one (1) digital file on a labeled USB Flash Drive (or equivalent). One of the hard copies shall be marked as "ORIGINAL" and shall be signed by a company official with the power to bind the company. C. DELIVERY OF PROPOSALS Sealed proposals must be received in the Purchasing Office no later than the date and time specified on the cover page. LATE PROPOSALS WILL NOT BE ACCEPTED. City of Santa Ana Attn: Eva Goods, Buyer Purchasing Division 20 Civic Center Plaza, Room 429 Santa Ana, CA 92701 Proposals must be completed and delivered in sufficient time to avoid disqualification for lateness due to difficulties in delivery. Delays due to various methods used to transmit the proposal, including delays by City internal mailing system, will be the responsibility of the Proposer. Delays due to inaccurate directions given, even if by City staff, shall also be the responsibility of the Proposer. D. DEADLINE Proposals are due to the City of Santa Ana, at the date, time, and location set forth above in the Notice Inviting Proposals. E. PROPOSAL CONTENTS Proposals shall adhere to the following format and must be divided into the individual sections listed below, indexed and tabbed. 1. Cover Letter The cover letter shall include a brief statement of intent to perform the services, qualifications for selection and signature of an authorized officer of the firm who has legal authority in such transactions. The cover letter must, at minimum, contain the following: • Identification of Proposer firm including name, address, telephone, email address, fax number and Federal ID number • Acknowledgement of receipt of any RFP addenda City of Santa Ana RFP 18-009 2&-'12 • Name, title, address, email address and telephone number of contact person during period of proposal evaluation • Signature of a person authorized to bind firm to the terms of the proposal. Unsigned proposals shall be rejected. 2. Table of Contents Include a clear identification of material by section and page number. 3. Exceptions to RFP Terms and Conditions Any and all exceptions to the RFP must be listed on an item -by -item basis and cross-referenced with the RFP document. If there are no exceptions, Proposers must expressly state that no exceptions are taken. 4. Qualifications/Exuerience Response shall include a general overview of company's history, financial documentation, qualifications directly related to the services set forth herein and expertise necessary to perform all work. This section should clearly demonstrate company's experience and ability to meet all requirements for temporary staffing services. 5. Key StafF Response shall identify a project manager and key personnel who will be working with City staff during the agreement. Brief resumes and contact information, including phone number and email address, for individuals involved on the City's account should be included in the proposal. 6. References Provide a minimum of three (3) references for similar work that your firm has provided within the last three (3) years. For each project cited as related experience, include a detailed description of the services, the agency or firm names, contact names phone numbers, and dates of services performed. 7. Certifications The following forms, included in ATTACHMENT 5: CERTIFICATIONS in the Appendix of this RFP, shall be signed and included as part of the proposal submittal package: • Non -Collusion Affidavit • Non -Lobbying Certification • Non -Discrimination Certification 8. Questionnaire Provide responses to questions asked on ATTACHMENT 2: REQUIRED QUESTIONNAIRE 9. Pricing Proposal This section shall define the detailed pricing for the services. The City is interested in a pricing structure as set forth: City of Santa Ana RFP 18-009 251913 I. Asa mark-up percentage above the hourly pay rate for a particular position. 2. Describe in detail the direct hire fee structure for your employees that maybe later hired by the City, including the minimum number of hours that must be worked to waive any fees. Pricing shall remain firm for the entire first term of the Agreement. Thereafter, any proposed pricing adjustment for the follow-on renewal periods shall be submitted to the City Representative in writing at least ninety (90 days prior to the new Agreement term. City reserves the right to negotiate any pricing adjustment not to exceed the Bureau of Labor Statistics Consumer Price Index (CPI) data as follows: Los Angeles -Riverside -Orange County, CA; All Items; Not Seasonally Adjusted; annualized change comparing the most recent month's reported data to the same month of the prior year. (This information may be found on the U.S. Department of Labor's website at www.bls.gov.) V. PROPOSAL REVIEW A. EVALUATION AND RATING The City has established a proposal review committee to evaluate proposers based on the response to the RFP, which includes adherence to outlined directions and format, and the City evaluation criteria set forth above. A final score will be calculated for each submitted proposal and used to rank the proposers. The City may invite the most qualified proposer to refine its proposal and negotiate a consultant services agreement. The criteria for evaluating the proposals submitted will take the following items into consideration: • Qualifications/Experience 40% • Proposal Pricing 30% • Methodology/Project Approach provided 20% • Responsiveness to the Request for Proposals 10% *The City reserves the right to conduct interviews with the highest-rated firm(s). In the event the City does perform an interview process, the additive weighting shall be 30%. B. SELECTION The committee may interview the top ranking proposers. The City will recommend award of the agreement to the proposer(s) who will provide the best quality and value to the City. The City reserves the right to begin negotiations and enter into an agreement without interview or further discussions. Therefore, each initial offer should contain the offeror's best terms from a cost or price and technical standpoint. VI. AWARD OF AGREEMENT A. REQUEST FOR COUNCIL ACTION Following evaluation and rating by the proposal review committee, the Project Manager will recommend award of an agreement to the proposer providing the best quality and value to the City. B. EXECUTION OF AGREEMENT City of Santa Ana RFP 18-009 1ti-14 A sample agreement is included as ATTACHMENT 4: STANDARD AGREEMENT in the Appendix of this RFP. "Proposer" will hereinafter be referred to as "Consultant' in standard agreement. The term of the agreement will begin after the agreement is fully executed, and all required bonds, insurance documents and contents of the payment information packet have been received and approved. VII. PUBLIC RECORDS All responses to the RFP shall become property of the City, and proposals will become public record after award of agreement. Proposer information identified as proprietary information shall be maintained confidential, to the extent allowed under the California Public Records Act. City of Santa Ana RFP 18-009 2P51- 5 Appendix ATTACHMENT 1: SCOPE OF WORK A. OVERVIEW The purpose of this Request for Proposals is to identify qualified Contractor(s) to provide professional temporary staffing services for the City of Santa Ana's employment needs. Temps will work under the City's 9/80 work schedule (Monday to Thursday 9 hour workdays, Friday 8 hour workday and closed every other Friday). The City expends approximately $300,000 annually for Temporary Staffing Services, although the requirements will fluctuate during the agreement period. Current Contracts/ Purchase Orders: In the event that one of the current firms is not selected during this RFP process, there would then be a phase-out period, allowing those existing employees to complete their assignment with the City through the existing contract or purchase order. B. SPECIFICATIONS Contractor shall provide a comprehensive catalog of clerical, office, accounting and other related administrative support service options to the City. The Contractor further agrees to; Provide appropriate method to match the City's needs within the specified time frames. Coordinate all schedule work dates with City at least one business day before the start of assignment. Provide a detailed proposal and invoice, according to the specifications prescribed by the City department. The Contractor shall ensure the following prior to recommending any Temp for placement to the City: • Ensure that work authorization has been obtained and is current for individuals referred to the City for assignment via I-9 (employment eligibility verification) • Ensure that Live Scan fingerprinting and/ or background check have been processed, completed and passed (if requested by the City) • Ensure that temporary worker(s) recommended for an assignment meet all essential job function and minimum qualification requirements for the various types of services • Ensure that typing speed is at least 30 wpm and Microsoft Office abilities have been tested and are met with positive results as required • Ensure that temporary worker is bilingual when this is requirement for assignment C. SPECIFICATIONS/ SCOPE OF SERVICES 1. The City department will call the Contractor for temporary services and provide the title and any special skills or experience required. Certain positions may require bilingual skills. Contractor shall provide temporary worker(s) as required and approved by City departments to work at the various City of Santa Ana department locations. City of Santa Ana RFP 18-009 P 12 291-16 2. The Contractor will compare job requirements with worker qualifications and will email resume and test results of Temps as requested. 3. The Contractor will follow up with the City within two (2) hours to report status of provide name(s) for City approval. a. If Contractor is unable to locate a qualified candidate within four (4) hours of the initial request, the City reserves the right to contact other temporary agencies for placement. 4. Once a candidate is selected, and the hourly pay rate has been agreed upon, Contractor shall provide City with a detailed proposal to include the specific job description, the hourly pay rate for the temporary worker, and the mark-up rate. The City will then sign the proposal in approval. All invoices must include the agreement number. 5. Contractor shall provide temporary workers who have the skills required for the assignment. 6. City reserves the right to end a Temp's assignment if work performed is substandard, attendance is poor, or for other business related reasons. Contractor shall remove any temporary worker from assignment at City's request, and at the time requested by City and provide replacement temporary worker if required by City. 7. Contractor shall be responsible for all decisions concerning matters of hiring, firing, discipline, payroll practices, employee benefits such as vacation, sick and other leave benefits. Temporary workers provided by the agency shall be considered employees of the agency and shall in no sense be considered employees of agents of the City. 8. Contractor shall be responsible for communication with temporary workers with respect to their duties as employees of the Contractor. 9. Contractor will provide City with testing resources for regular status positions as requested. These services shall be provided at the rates set forth in Proposal Pricing Sheet on Page 16. 10. Individual temporary workers are not permitted to work more than 960 hours in any fiscal year period (July 1 — June 30). D. SERVICE CATEGORIES Please note the service categories listed in this document should not be construed as a detailed description of the tasks to be performed but rather a broad general outline. General Administrative Office Support Temporary administrative support is responsible for but not limited to: opening and routing mail, answering phones, providing customer service at public counters, drafting general correspondence, preparing minutes of meetings, may operate computer, and other administrative duties assigned. Executive/ Senior Administrative Office Support In addition to the tasks required of General Administrative Office Support, temporary executive / senior administrative office support performs highly responsible secretarial and routine administrative duties in City of Santa Ana RFP 18-009 2 117 the office of the City Manager, City Attorney or reports directly to an Executive team member with a higher level of professionalism and experience. Accounting and Financial Administrative Support Temporary accounting support is responsible for but not limited to reconciling accounting records, preparing accounting reports and budgets, reviewing and verifying payroll documents and compliance documents for completeness, correct pay rate and reasonableness, producing reported work hours summary reports, posting accounting entries, summarizing accounting records, accepting and processing invoice payments. Legal Secretary Support Temporary legal secretary support performs a variety of complex and responsible legal secretarial and clerical work involving specialized legal terminology, documents and procedures. Processes legal papers and documents in accordance with established procedures and formats. Performs confidential secretarial and minor legal procedures for one or more attorneys, as assigned, including maintaining court and appointment calendars. Other Classifications as determined City of Santa Ana RFP 18-009 14 6i18 Appendix ATTACHMENT 2: REQUIRED QUESTIONNAIRE The following items must be completed and are required with your submittal: 1. Please provide a brief description of your agency's recruitment process for staffing. 2. A brief description of the agency's initial testing procedures or assessment for temporary staff including testing required by law (i.e. job specific, background checks, DMV checks etc.) 3. Explain your agency's verification of typing speed, testing for bilingual and MS Office abilities — how are these verified and tested by the agency? 4. Description of the benefits paid to temporary staff employees; list out by line if agency pays for this benefit or temp staff pays for the benefit including timeline of employment to receive benefit. 5. Please provide your process for temporary staff calling out sick, no shows, not working out (either on temporary worker side or City side) and returning City property. 6. Indicate below the name of the person who will be responsible for administering the contract, if awarded. Also include the person's title, telephone number, address and email address City of Santa Ana RFP 18-009 1 15 2519 Appendix ATTACHMENT 3: COST PROPOSAL FORM COST PROPOSAL FORM THE FOLLOWING PROPOSAL PRICING MUST BE BASED ON THE CITY'S WORK SCHEDULE AND DETAILED CRITERIA AS LISTED IN THE SCOPE OF SERVICES SECTION OF THIS REQUEST FOR PROPOSALS. ALL FEES AND EXPENSES MUST BE INCLUSIVE OF ALL APPLICABLE TAXES, LABOR, ETC. CITY OF SANTA PRICING ANA Hourly Pay Min Bill Rate Max Bill Rate Mark-up Overtime Bill Overtime. CLASSIFICATION Rate Rate Mark-up Administrative Assistant $ $ $ % $ Senior Administrative Assistant $ $ $ % $ % Office Specialist $ $ $ % $ % Accounting Assistant $ $ $ °/a $ % Accountant Accounting Specialist $ $ $ % $ Legal Secretary Provide markup percentage rate agency will utilize to negotiate prices for positions not listed above. % DIRECT HIRE PLACEMENT PRICING *Direct Hire Fee (Please Explain Below *Please explain briefly in detail your policy and pricing on the hiring of your temporary workers. City of Santa Ana RFP 18-009 116 91-20 (Name of Offeror) By: (Signature of Offeror's Representative) City of Santa Ana RFP 18-009 2 PDA -111 PRICING' LIVE SCAN/BACKGROUND CHECK $ (Name of Offeror) By: (Signature of Offeror's Representative) City of Santa Ana RFP 18-009 2 PDA -111 PRICING, Additional fee for BILLINGUAL7 $ (Name of Offeror) By: (Signature of Offeror's Representative) City of Santa Ana RFP 18-009 2 PDA -111 Appendix ATTACHMENT 4: SAMPLE AGREEMENT CONSULTANT AGREEMENT CITY OF SANTA ANA THIS AGREEMENT is made and entered into this day of 2018 by and between '("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. The City desires to retain a consultant having special skill and knowledge in the field of: B. Consultant represents that Consultant is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in Scope of Services — Attachment 1, attached hereto and incorporated by reference. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services for City, the rates and charges identified in Compensation — Attachment 2. b. Payment by City shall be made within 45 days (forty-five) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on [enter a Start Date or "the date first written above"] for a three year term with the option for the City to grant up to two one-year renewals, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 16, below. 4. PREVAILING WAGES City of Santa AnPa2ea RFP 18-009 21--1$ 522 Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. If the services being performed are part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. 5. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 6. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. City of Santa Ana RFP 18-009 2tf-' 3 C. Worker's Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self-insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Consultant is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. e. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: i. Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. ii. Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. iii. Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. iv. Consultant shall supply City with a fully executed additional insured endorsement. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 8. INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 9. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to City of Santa Ana RFP I8-009 9912024 this Agreement. 10. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 11. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 12. CONFLICT OF INTEREST CLAUSE a. In General. Consultant understands that its professional responsibility is solely to City. Consultant represents and warrants that it presently has no interest, and will not acquire any direct or indirect interest, that would conflict with its performance of this agreement. Consultant shall not employ or subcontract with a person having such an interest in the performance of this agreement. b. Subsequent Conflict of Interest. Consultant agrees that if an actual or potential conflict of interest on the part of Consultant is discovered after award, the Consultant will make a full disclosure in writing to the City. This disclosure shall include a description of actions, which the Consultant has taken or proposes to take, after consultation with the City to avoid, mitigate, or neutralize the actual or potential conflict. Within 45 days, the Consultant shall have taken all necessary steps to avoid, mitigate, or neutralize the conflict of interest to the satisfaction of the City. C. Interests of City Officers and Staff. No officer, member or employee of City and no member of the City Council shall have any pecuniary interest, direct or indirect, in this agreement or the proceeds thereof. Neither Consultant nor any member of any Consultant's family shall serve on any City board or committee or hold any such position which either by rule, practice or action nominates, recommends, or supervises Consultant's performance of the Scope of Work or authorizes funding to Consultant. 13. DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Consultant affirms that it is an equal City of Santa Ana RFP 18-009 2225 opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 14. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 15. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. 16. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 17. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 18. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 19. PROFESSIONAL LICENSES City of Santa Ana RFP 18-009 M-26 Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 21. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 To Contractor: Sonia R. Carvalho City Attorney City of Santa Ana 20 Civic Center Plaza (M-29) P.O. Box 1988 Santa Ana, California 92702 Fax: 714- 647-6515 To Consultant: First & Last Name Title Consultant Firm Name Address City of Santa Ana RFP 18-009 2 x'17 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: Maria D. Huizar Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney CITY OF SANTA ANA Raul Godinez II City Manager Assistant City Attorney (title) Tax I RECOMMENDED FOR APPROVAL: MARIA D. HUIZAR Clerk of the Council CONSULTANT: EXHIBIT A SCOPE OF SERVICES (from Attachment I of RFP, and/or Consultant Proposal) [remove this note when assembling Agreement] EXHIBIT B FEE PROPOSAL, including hourly rates (from separately sealed envelope included with Consultant Proposal) [remove this note when assembling Agreement] EXHIBIT C CERTIFICATIONS (from Attachment 5 of RFP) City of Santa Ana RFP 18-009 X1428 Appendix ATTACHMENT 5: CERTIFICATIONS [remove this note when assembling Agreement] (Title 23 United States Code Section 112 and Public Contract Code Section 7106) In conformance with Title 23 United States Code Section 112 and Public Contract Code 7106 the BIDDER declares that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the BIDDER has not directly or indirectly induced or solicited any other BIDDER to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any BIDDER or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the BIDDER has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the BIDDER or any other BIDDER, or to fix any overhead, profit, or cost element of the bid price, or of that of any other BIDDER, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the BIDDER has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid. Note: The above Non -collusion Affidavit is part of the Proposal. BIDDERS are cautioned that making a false certification may subject the certifier to criminal prosecution. Signed State of California County of Subscribed and sworn to (or affirmed) before me on this day of , 20 , by , proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me Notary Public Signature Notary Public Seal City of Santa Ana RFP 18-009 2-19 NON -LOBBYING CERTTFICATTON The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (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 Federal 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, or cooperative agreement, the undersigned shall complete and submit Standard Form -LLL, "Disclosure of Lobbying Activities," in conformance with its instructions. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly. Signed: Title: Firm: Date: City of Santa Ana RFP 18-009 19630 The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows: 1. The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 2 The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. 3. The Consultant shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Consultant's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders. 6. In the event of the Consultant's non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law. City of Santa Ana RFP 17-094 2 231 The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States. 8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended, no discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter. Signed: Title: Finn: Date: City of Santa Ana, RFP 18-009 Page 28 251-32 Exhibit 2. Proposal Evaluation Scoring Results PROPOSER EVALUATION SCORING RESULTS Proposers* Committee Evaluation Scores Interview Evaluation - Final Scores Final Rank** 22nd Century 87.43 WITHDREW N/A N/A Midtown G 87.23 53.33 77.06 4 HB Staffing 86.85 98.33 90.30 1 Helpmates 86.25 75.33 82.98 2 AppleOne 82.56 70.00 78.79 3 Staff Today 80.80 Lyneer Staffing Solutions 78.75 Kimco 78.31 Amtec 78.29 eSolutions 77.90 Partners In Diversity 76.60 MuniTemps 71.73 My Next Career Path 69.62 Ronin Int'I 68.54 * Top five were selected to move on to the interview evaluation component ** Final Scores are comprised of the First Review (70%) and Interview (30%); top three final scores were selected 251-33 251-34 Exhibit 3. AppleOne Proposal in Response to RFP 0AppleOne CITY ®F SANTA ANA HirireglVladeHuman' This submission includes data that shall not be disclosedoulside the Government and shall not he duplicated, used cr disclosed- fn wWe min part -!m any purpose other than to evaluate this quotation. If, however, a contract is awarded to this quoter as a result of, min connection with4 the submission of this data, the Government shallhave the right to duplicate, use, m dsdose the da! o xt rdedin the resularg contract ibis msb¢tion does not limit the Government's right to use iNortnation contained int r�j�res ' ed from anather swore wilhm# msbictrm 'AIM City of Santa Ana RFP 18-009 Services City of Santa Ana Attn: Eva Goods, Buyer Purchasing Division 20 Civic Center Plaza, Room 429 Santa Ana, CA 92701 Subject: Response to Request for Proposal—Temporary Staffing Services ,a Apple®ne Hiring Made Human' 28 February 2018 AppleOne welcomes the opportunity to present our response to the City of Santa Ana (City). As one of the largest privately held human capital management companies in the United States, the ACT•1 Group/AppleOne has over 250 offices throughout North America to support recruiting and bring local labor market knowledge and talent to the City. Per the requirements of the RFP, our Federal ID Number is 95-2580864. AppleOne will provide the City with day-to-day project management from our AppleOne office in Huntington Beach, California located at 16371 Beach Blvd., Ste. 100, Huntington Beach, CA 92647, where primary point of contact and Project Manager, Ms. Teresa Wilkins will facilitate follow-up and follow through, attend meetings, coordinate resources, services and support and is available directly at (714) 848-2610 or twilkins(@appleone.com. AppleOne will provide the City with excellent service that presents lasting solutions while remaining cognizant of the taxpayer's dollar. AppleOne acknowledges receipt, review of this solicitation, and all Amendment(s) issued by the City. If you have any questions regarding the enclosed, please feel free to contact Government Solutions by phone at (866) 493-8343, by fax at (714) 596-7798, or via email at GoySOIutions@AppleClne.COm. AppleOne's proposal centers around three important and interconnected themes: continuity, competence, and responsiveness: Continuity. Our proposal builds from the experience and successful accomplishments from our current and past support of federal agencies and commercial clients. AppleOne is positioned to provide the City with highly skilled and experienced personnel who will support all of the performance requirements of the City contract. We have a proven track record in customer support, customer relationship management, and on budget and on- time delivery of very large-scale enterprise programs. Competence. Our management team and key experienced personnel are all highly knowledgeable and skilled in supporting all aspects of the City contract. We look forward to providing quality service while enhancing existing systems. Our team embodies the full range of expertise required to perform all project tasks, as contemplated by the proposed RFP requirements, at the highest level of competence and effectiveness. AppleOne strives to deliver business solutions that meet the City's vision, mission, and long-term goals. Responsiveness. A key to our success is our capability and willingness to mobilize required resources quickly to organize and perform time -sensitive assignments. This emphasis on agility and responsiveness to client needs is a hallmark of AppleOne's client -centered approach to project management. We offer similar responsiveness in our proposed approach to the City contract, and this will be a major feature of the services we will provide to the City. AppleOne's proposal reflects our many years of proven innovated processes that are benchmarked by ISO 9000 principles. Our management plan delivers value via efficiency through our program technology that supports Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP p18-009 P a g e I i 251-36 City of Santa Ana 0 Apple®ne RFP 18-009 Temporary Staffing Services Hiring Made Human' better management insight into resources, real time status on processing, and report generation via electronic management dashboards that combine to drive ongoing efficiencies for our clients. It is our hope your final evaluation will reflect upon our innovation, which is an investment on our part at no cost to the City. Further, we present to you a secure integrated industry-leading program that proactively addresses vulnerabilities immediately, and is implementable with measurable results, within your budget constraints. Thank you for considering AppleOne for yourtemporary staffing needs. We lookforward to working with the City, and will do everything necessary to ensure that AppleOne contract delivery is positive, productive and long- term, and most importantly, fulfills the objectives of the City. Sincerely, Carlton G. Bryant, Executive Vice President AppleOne Employment Services Use or disclosure of do to contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP #18-009 P a g e III 251-37 City of Santa Ana DApple®ne RFP 18-009 Temporary Staffing Services Hiring Made Human' TABLE OF CONTENTS Include a clear identification of material by section and page number. 1. COVER LETTER....................................................................................................................................................... i 2. TABLE OF CONTENTS...........................................................................................................................................1 3. EXCEPTIONS TO RFP TERMS AND CONDITIONS..................................................................................................2 Any and all exceptions to the RFP must be listed on an item -by -item basis.....................................................2 4. QUALIFICATIONS/EXPERIENCE............................................................................................................................3 Overviewof company's history ...........................................................................................................................3 FinancialDocumentation.....................................................................................................................................3 Qualifications directly related to the services and expertise necessary to perform all work ............................4 Experience and ability to meet all requirements for temporary staffing services.............................................5 S. KEY STAFF.............................................................................................................................................................8 Project manager and key personnel who will be working with City staff during the agreement.....................8 Brief resumes and contact information for individuals involved on the City's account.....................................8 RESUME—Teresa Wilkins................................................................................................................................9 RESUME—Liliana Smiggs...............................................................................................................................10 RESUME— Rick Hagmann...............................................................................................................................11 6. REFERENCES.......................................................................................................................................................12 References for similar work that your firm has provided within the last three (3) years................................12 7. CERTIFICATIONS.................................................................................................................................................13 Non -Collusion Affidavit......................................................... ..................................14 Non-LobbyingCertification................................................................................................................................15 Non -Discrimination Certification.......................................................................................................................16 8. QUESTIONNAIRE................................................................................................................................................18 1. Agency's recruitment process for staffing.....................................................................................................18 2. Agency's initial testing procedures or assessment for temporary staff.......................................................20 3. Agency's verification of typing speed, testing for bilingual and MS Office abilities....................................22 4. Description of the benefits paid to temporary staff employees...................................................................23 5. Process for temporary staff calling out sick, no shows, not working out.....................................................25 6. Person who will be responsible for administering the contract, if awarded................................................26 9. PRICING PROPOSAL...........................................................................................................................................27 1. As a mark-up percentage above the hourly pay rate for a particular position............................................27 2. Direct hire fee structure..................................................................................... Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP #18-009 251-38 P a g e 11 City of Santa Ana RFP 18-009 Services 0 Appleone HirinrrB7ade Haman' Any and all exceptions to the RFP must be listed on an item -by -item basis and cross-referenced with the RFP document. if there are no exceptions, Proposers must expressly state that no exceptions are taken. AppleOne submits the following exceptions and proposed changes to Attachment 4: Sample Agreement. Payment by City shall be made within 45 days (forty-five) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. If there is any dispute regarding Ppayment need nn.,�rip for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City, this can be determined mutually by the parties, through arbitration, or in a court of law. a a ZfJ e tion 8. Indemnification Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, �••"'g. roto the extent caused from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. If there is any dispute regarding pPayment n^'.,ccd nethp hp made for work which fails to meet the standard of performance specified in the Recitals of this Agreement, this can be determined mutually by the parties, through arbitration, or in a court of law. Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP #18-009 P a g e 12 251-39 City of Santa Ana RFP 18-009 Services Overview of company's history 0 Apple®ne Hiring Made Human' AppleOne AppleOne is a privately held corporation, which was founded in 1964 and �0 incorporated in 1968 by its then President, Bernard Howroyd. Mr. Howroyd created an agency that would meet an emerging market for both direct hire and temporary staffing augmentation. Over the last 52 years, AppleOne has provided the best in temporary staffing and is currently supporting over 250 government entities at the Local, State, and Federal levels. Later joined and now led by Chief Executive Officer Janice Bryant Howroyd, AppleOne has grown from a single - desk staffing agency to 225 brick and mortar offices in every major city in the United States to become the largest privately held, woman and minority owned workforce management company in the nation. Supported by more than 2,000 internal employees, AppleOne annually processes hundreds of W2's, places over 145,000 people at thousands of clients throughout the United States and 19 countries. AppleOne wholeheartedly welcomes the opportunity to build a solid and long-term relationship with the City in providing high quality Temporary Staffing Services. AppleOne has a substantial history of partnering with public sector clients to improve the level of service on time and within the approved budget. We know that having the best in temporary staffing services is integral to the success of the City. AppleOne's precise and comprehensive methods for providing staffing services to the City and will ensure that the City obtains the maximum projected value for each tax payer dollar of expenditure. AppleOne is a nationwide full-service staffing firm that provides temporary, temporary -to -hire, and direct hire services across several occupational categories: • Information Technology (IT)/Technical • Human Resources • Data Entry/Data Processing • Call Center/Customer Service • Administrative/Clerical • Marketing/Graphics • Legal • Light Industrial • Finance/Accounting/Insurance • Executive • Operations • Engineering Financial Documentation AppleOne has included our most recently audited financial statements immediately following this section. Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP #18-009 P a g e 13 251-40 City of Santa Ana RFP 18.009 Services ,o Apple®ne HiringAladeHuman' Qualifications directly related to the services set forth herein and expertise necessary to perform ail work. AppleOne is one of the largest privately held human capital management companies in the United States, with more than 2,000 full-time staff and over 200 locations throughout North America. ®Nnalt, or.%pphi Atr Lrsemimlt AppleOne, which is the wholly-owned subsidiary of the ACT -1 Group, Inc., has an extensive history of partnering with public sector and non-profit clients, all the while, collaborating to continually evaluate and develop new, innovative and creative ways to continue improving the level of service that is provided to our customers, as well as improve their bottom line. As evidence of our understanding of the Scope of Services, AppleOne provides the City with the following: • A proven track record with similar work completed for other governmental entities. • Direct experience building and implementing oversight programs and processes. • Clear understanding and vision of integrated accounting applications. • Capable, knowledgeable staff and a proven organizational structure aligned with project/program activities. We pride ourselves on being an honest broker for our customers—AppleOne puts the City's needs first. • A management approach including experienced staff and proven processes. AppleOne's highly regarded five -decade track record and strong knowledge base will be brought to the City program. AppleOne possesses the business acumen to work with various internal and external team members engaged in complex initiatives. Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP #18-009 P a g e 14 251-41 City of Santa Ana RFP 18-009 0 Apple®ne HiringilfadeHuman` AppleOne is a platform -independent, vendor neutral, provider of scientific, engineering, and systems integration services. We have a reputation for exceeding customer expectations. Our people are empowered, with proper audited safeguards to deliver outstanding value and productivity and to go the extra mile for our customers. We draw on a wealth of technology and integration experience to better serve our customers. We do all this with the constant and deliberate commitment to ethical performance and integrity that has marked AppleOne since our founding. AppleOne's primary business involves government wide contracts for federal and state governments which are similar in their nature to the proposed City staffing contract. Several of those customers in other government related or government regulated services are included in our response. AppleOne performs on these contract tasks daily. We bring a wealth of experience for providing oversight programs for complex recruitment solutions to governmental, commercial, educational, and non-profit entities, and have done so for over 50 years. AppleOne understands the purpose of the City's Temporary Personnel Services and is ready to provide, day one, the City with augmentation of clerical, professional, IT and police administrative staff to handle unique and immediate City needs. AppleOne has hundreds of professional and technical staff within the immediate and surrounding areas of the City and thousands of employees nation-wide, available to meet immediate needs. Experience and ability to meet all requirements for temporary staffing services. AppleOne has been performing the services required by this Request for Proposal for more than 50 years. Our principal line of business is human capital management, which includes temporary, temporary -to -hire, and direct -hire services. AppleOne has provided similar staffing services to numerous agencies with environments similar to the City, including: San Diego Transit Corporation Alameda Health Systems City of Sunnyvale, CA County of Los Angeles Alameda County Water District City of Mountain View City of Elk Grove, CA San Diego County Credit Union Currently, AppleOne services over 250 public sector entities. A representative list is provided below: Atlanta Housing Authority County of San Diego, California Cal State Fullerton (CSUF) County of Tarrant, Texas California Office of Administrative Hearings Denver Housing Authority City Attorneys Office, Oakland, California Georgia Department of Community Affairs City of Anaheim, California Georgia Department of Revenue City of Berkeley, California Gilroy Unified School District, Gilroy, California City of Glendale, California Greater Orlando Airport Authority City of Houston, Texas Las Vegas Valley Water District City of Mountain View, California Los Angeles Airport Authority City of Pasadena, California Los Angeles Unified School District City of Riverside, California Nevada Power City of San Bruno, California Orlando Public Utilities Commission City of San Carlos, California Pinellas County Unified School District Contra Costa Community College District Port of Los Angeles County of Contra Costa, California Sacramento Metropolitan Utility County of Gwinnett, Georgia Sam Trans County of Hennepin, Minnesota San Diego Water District County of Houston, Texas South Coast Air O,uality Management District County of Johnson, Kansas Southern California Water Company Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP #18-009 251-42 P a g e Is City of Santa Ana Apple®ne RFP 18-009 Temporary Staffing Services Hiring Made Human' County of Los Angeles, CDC Southwest Gas County of Los Angeles, Coroner's Office State Compensation Insurance Fund, California County of Los Angeles, District Attorney State of Colorado County of Los Angeles, Internal Services State of Nevada County of Los Angeles, Public Defender State of Utah County of Los Angeles, Sherriff Sunnyside Unified School District, Tucson County of Los Angeles, Superior Courts Superior Court of Arizona in Pima County County of Maricopa, Arizona Tucson Unified School District County of Orange, California US Department of Agriculture, Forestry Service County of Orange, Florida US Department of the Treasury, FedSource County of Orange, Superior Courts, California University of Miami, Florida County of Riverside, California, Village of Wellington, Florida County of Sacramento, California Washington State Department of Transportation County of San Bernardino, California AppleOne's approach to providing services to the City is comprehensive, and based upon our decades of experience of public sector service. Our service plan includes the following key components. Account Management AppleOne offers proven processes and procedures that have been used effectively to provide highest quality, professional staffing services for its public sector client base. Our account management approach incorporates implementation, transitioning of current temporary employees and/or on-site support as needed. Job Order Fulfillment The job order filling procedures at AppleOne are based on our in-depth knowledge of the needs of Government entities and dedication to gaining and maintaining an understanding of your unique staffing needs. In addition, AppleOne can customize our recruitment and matching processes according to projected staffing requirements in order to further ensure that qualified candidates are available. Candidate Sourcing and Assessment One of the reasons forAppleOne's continued success in quickly supplying high-quality staff is our recruiting and matching processes. AppleOne employs management practices designed to quickly recruit and hire skilled professionals for any position, which is critical to our business success. Background Screening Prior to sending an employee to work forthe City, the AppleOne Account Management team, in conjunction with the appropriate the City representative(s), will evaluate what pre-employment background screening will be utilized. AppleOne assures the City that our screening services will meet the most rigorous requirements. Quality Assurance To ensure that our performance meets the City requirements, AppleOne will use the processes established in our proven Quality Control Program. The overall purpose of AppleOne's Quality Control Program is to guarantee that AppleOne provides its clients, such as the City, with the level of service they expect from a leader in the employment services industry. Billing and Invoicing AppleOne will process all time sheets and paychecks and provide the City with accurate, concise and timely invoices. If the City requires changes to the invoicing process during the term of the contract, AppleOne will work with the appropriate the City representative(s) to modify its invoice process and ensure that AppleOne Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP #18-009 P a g e 16 251-43 City of Santa Ana Apple®ne RFP 18-009 Temporary Staffing Services HirinriMadeHuman' remains fully compatible with the invoice processing requirements of the City. This includes the related invoicing and management reports as required by the City. Our service plan is tailored to ensure that AppleOne meets the City's service requirements. Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP #18-009 P a g e 17 251-44 City of Santa Ana J Appie®ne RFP 18-009 Temporary Staffing Services HfringiVadeHuman' 5., KEY STAFF Project manager and key personnel who will be working with City staff during the agreement. AppleOne has comprised a team who will oversee account management and work to ensure the City's satisfaction. The proposed AppleCine team consists of staff with proven experience applying "best practices" within the human capital resources industry. The City will be directly serviced by AppleOne's Huntington Beach branch, which in turn is supported by corporate management. Following is a description of key individuals on the management team. Ms. Teresa Wilkins Ms. Liliana Smiggs Mr. Rick Hagmann Project Manager Assistant Project Manager Director of Government Services AppleOne Huntington Beach AppleOne Huntington Beach ACT -1 Government Solutions 16371 Beach Blvd., Ste. 100 16371 Beach Blvd., Ste. 100 16371 Beach Blvd, Suite 240 Huntington Beach, CA 92647 Huntington Beach, CA 92647 Huntington Beach, CA 92647 Phone: (714) 848-2610 Phone: (714) 848-2610 Office: (866) 493-8343 Email: twilkinsPaooleone.com Email: IsmiRRsPaooleone.com Email: GovSolutions(@aooleone.com Brief resumes and contact information, including phone number and email address, for individuals involved on the City's account. Ms. Teresa Wilkins will serve as the primary point of contact (POC) for the City. As the Branch Manager of the AppleOne office in Huntington Beach, Ms. Wilkins brings years of professional experience. She will manage the day-to-day processes, including testing, screening, and ensuring all temporary employees are fullytrained and qualified, have the skills requirements needed for positions, and are performing up to standard for the City. Ms. Wilkins will gather all necessary information needed to recruit, screen, evaluate, and qualify candidates who possess the required skills to be productive at the City. Ms. Wilkins will be directly supported by the Assistant Project Manager for this contract, Ms. Liliana Smiggs, as well as the area branch staff, and AppleOne's dedicated Government Solutions Division. Ms. Liliana Smiggs will serve as backup POC. As an Executive Account Manager, Ms. Smiggs has been instrumental in developing strong alliances within both the public and private sectors. The services Ms. Smiggs provides to clients include, but are not limited to, candidate recruitment, testing, screening and job order fulfillment. Ms. Smiggs will be primarily responsible for recruiting and applicant development, and will provide special recruiting services to support the City. Additional duties will include: staff performance and accountability, client fulfillment oversight, maintenance and expansion of qualified applicant pool, ongoing training and development of all team members, and ensuring that clients receive quality service at all times. Mr. Rick Hagmann, Director of Government Services will be assisting as the primary contact regarding all contract -related issues. Mr. Hagmann leads teams responsible for proposals, centralized recruiting, compensation, payroll, benefits administration, employee relations, contract interpretation, performance management, program management, policy administration, and general human resource and staffing operations. Resumes for all three (3) team members have been included immediately following this section. Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP #18-009 P a g e 18 251-45 City of Santa Ana RFP 18-009 Cmc Temporary Staffing Services Hiring Made Human' RESUME—Teresa Wilkins AppleOne 16371 Beach Boulevard IIrringtladelluman' Huntington Beach, CA 92807 Teresa Wilkins Branch Manager Phone — (714) 848.2610 Fax — (714) 643.2607 E-mail — twilMns@appleone.com Teresa Wilkins has been a Branch Manager for AppleOne for 4 years and has serviced multiple high-volume accounts. Prior to AppleOne. I was a small business owner/stay at home Mom and prior to that I was a Human Resources Director for 7 years. Branch Manager APPLEONE EMPLOYMENT SERVICES April 2014 • Present Huntington Beach Responsible for maintaining profitable area consisting of 3 branch offices in accordance with the projections, policies and procedures developed by the AppleOne Management Team. Maintains all responsibilities of working an individual sales desk. Effectively recruits, interviews and hires branch personnel to growl sales team while extending coaching and leadership support to enhance productivity. Maintained office operations in accordance with ISO certification requirement • Provide direction and leadership to all staff members in multiple branch locations • Develop and maintain a strong sales cycle to ensure strong business relationships with new and existing customers • Set goals and minimum standards for all Account Executives • Ensure all staff members meet and exceed minimum standard requirements • Accompany Account Executives in field with client presentations • Hold Quarterly and annual reviews with all employees to ensure goals are met • Actively participate in the calculation of annual budgets for multiple branch locations • Responsible for PBL management for multiple branch locations • Responsible for maintaining adequate staff in branches, maintaining a proactive recruiting campaign, and providing ongoing training and development of all team members Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP U18-009 251-46 Page 19 City of Santa Ana App'eo ee RFP 18-009 Temporary Staffing Services Hirin_q Made Human' RESUME— Liliana Smiggs AppleOne IfiringaradeIruman' 16371 Beach Boulevard, Suite 100 Phone -714.848.2610 Huntington Beach, Ca 92647 E-mail—lilianasmiggs@appleone.com Liliana Smiggs Executive Account Manager Liliana has been an Executive Account Manager far AppleOne for 14 years and has serviced multiple high- volume accounts. Prior to AppleOne, Liliana Smiggs was Account Specialist for Manpower. Prior to that, Liliana Smiggs was Account Specialist for Starr Staffing for 2 years. Executive Account Manager APPLEONE EMPLOYMENT SERVICES 2004 - Present Santa AnalHuntington Beach Responsible for maintaining profitable area consisting of 3 branch offices in accordance with the projections, policies and procedures developed by the AppleOne Management Team. Maintains all responsibilities of working an individual sales desk. Effectively recruits, interviews and hires branch personnel to grow sales team while extending coaching and leadership support to enhance productivity. Maintained office operations in accordance with ISO certification requirement • Provide direction and leadership to all staff members in multiple branch locations • Develop and maintain a strong sales cycle to ensure strong business relationships with new and existing customers • Set goals and minimum standards for all Account Executives • Ensure all staff members meet and exceed minimum standard requirements • Accompany Account Executives in field with client presentations • Hold Quarterly and annual reviews with all employees to ensure goals are met • Actively participate in the calculation of annual budgets for multiple branch locations • Responsible for P&L management for multiple branch locations • Responsible for maintaining adequate staff in branches, maintaining a proactive recruiting campaign, and providing ongoing training and development of all team members Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP 018-009 251-47 P a g e 110 City of Santa Ana CApple®lite RFP 18-009 Temporary Staffing Services HirinrJMade Human' RESUME — Rick Hagmann Appleone phone: (866)4938343 16371 Beach Blvd, Suite 240 Fax: (714) 596.7798 Huntiniibn Beach, CA 92647 E-mail: aovno6ces6.ilaini.com Rick Hagmann PROFESSIONAL HISTORY- AppleOne Employment Services — Huntington Beach, CA 07/2007 — Present Direrror ofGimernme nt Sendms • Originally hired as Manager of Government Implementation and Special Accounts, promoted to Sr. Manager of Government Services, and ultimately Director of Government Services. • Lead teams responsible for proposals, centralized recruiting, compensation, payroll, benefits administration, employee relations, contract interpretation, performance management, program management, policy administration, and general human resource and staffing operations. • Suceessfullc recruit and manage all levels including: IT, Engineering, Scientific, Business Professional, M1feelical, Legal, Industrial and Administmfive (exempt and non-exempt), for multiple govcmment agencies, contractors and die private sector. • Tmvel with unescorted access to secure federal gmemment facilities serving as on-site Senior Program Manager, Human Resource Business Partner and main point of contact Responsible for employee relations, annual reviews, staffing, onboarding, investigations, terminations and other employment/luuuan resource functions. • Ensure company complies and adheres with all employment odes and regulations of the federal government as hell as specific state and city laws and ratings that may exceed fedeml requirements. • Represent company at pre -hearing conferences of federal and state labor boards and EEOC mediations. • Oversee staffing contract transitions, administration, implementation, compliance and quality assurance for both foderal and non-f'edertl government entities throughout the United Slates. Super Color Digital — Irvine, CA 07/2006— 03/2007 A-ojectManager • Create and execute project work plans and revise appropriately to meet changing needs and requirements. • identify resources needed and assign individual responsibilities. • Manage day-to-day operational aspects of multiple projects and scopes. • Review quotes, orders and final products/projects prepared by team before passing to cliant. • Ensure project documents are complete, cum nt, and organized appropriately. Solutions Industrial Innovations— Rancho Santa Margarita, CA 1112000— 1112005 NabonallasideSales& CustomerService Manager • Responsible for hiring, training and managing Inside Sales/Custonier Service departments Regional Sales Manager, Australia, New Zealand and Asia Pacific • Establish strong salesldistribution channels eels in assigned geogmphy and managing distributor activities. Special Projects Manager • Design and implement inventor• cwnmpany-wide location system for all items. ,EDUCATION _ CHAPM-AN UNIVERSf1Y, Orange, CA • Graduate Courstnvork in Humin Resource Manngement & Organizational Leadership/Development • BachclorofArts, Business Communication Page 1 of 1 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP #18-009 P a g e i 11 251-48 City of Santa Ana AppleOne RFP 18-009 Temporary Staffing Services Hiring MadeHuraan' Provide a minimum of three (3) references for similar work that your firm has provided within the last three (3) years. AppleOne submits the following three (3) professional references as evidence of our experience in providing similar services to those requested by the City. 714-480-6484 03/09/2016 to Present Staffing of temporary positions, including Office Assistant, Office Specialist, and Accounting Clerk. OC Public Works We HIFIMISLIMMAI Christine Knapp • 714-955-0632 F • • 10/01/2017 to Present ' • • F Staffing of temporary positions, including Secretary II. Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP #18-009 P a g e 112 251-49 City of Santa Ana Appleone RFP 18-009 Temporary Staffing Services HirhWMadeHuman' The following forms, included in ATTACHMENTS: CERTIFICATIONS in the Appendix of this RFP, have been signed and included immediately following this page: • Non -Collusion Affidavit • Non -Lobbying Certification • Non -Discrimination Certification Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 Appleone Response to RFP #18-009 P a g e 113 251-50 City of Santa Ana RFP 18-009 Services Non -Collusion Affidavit 10 . . Hiring Made Human' Appendix ATTACHMENT 5: CERTIFICATIONS [remove this note when assembling Agreement] palmem) aeR (-flat (Title 23 United States Code Section 112 and Public Contract Code Section 7106) In confommnce with Title 23 United States Code Section 112 and Public Contract Code 7106 the BIDDER declares that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the BIDDER has not directly or indirectly induced or solicited any other BIDDER to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any BIDDER or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the BIDDER has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the BIDDER or any other BIDDER, or to fix any overhead, profit, or cost element of the bid price, or of that of any other BIDDER, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are we; and, further, that the BIDDER has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid. Note: The above Non -collusion Aflidavit is part of the Proposal. BIDDERS are cautioned that making a false certification may subjefft tie cchUficr to criminal prosecution. Signed State of California County of Subscribed and sworn to (or affirmed) before me on this day of , 20 , by . proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me Notary Public Signature Notary Public Seal City of Santa Ana RFP 18-009 Page 25 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP #18-009 Page 114 251-51 City of Santa Ana RFP 18-009 Services Non -Lobbying Certification Appleone Hiring Made Human' The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member orCongress, an officer or employee of Congress, or an employee of a Member of Congress in connection with die awarding of any Federal contract, the snaking of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (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 Federal agency, a Member of Congress, an officer or employee of Congress, or ail employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form -LLL, "Disclosure of Lobbying Activities," in conformance with its instructions. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, 'Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. 71se prospective participant also agrees by submitting his or tier bid or proposal that Ire or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed 5100,000 and that all such subrecipients shall certify rupd disclose accordingly. Chief FinaTchil •r icer Firer: _APS s • Hon tloyntcnt Services Date; �7--;ZL-/ City of Santa Ana RFP 1 "09 Page 26 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 Apple One Response to RFP #18-009 P a g e 115 251-52 City of Santa Ana RFP 18-009 Services Non -Discrimination Certification 0 Appleone Hiring I'Made Human' The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows: The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 2 The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. 3. The Consultant shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Consultant's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary ofLabor. 5. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to hislher books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders. 6 In the event of the Consultant's non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law. City of Santa Ana RFP 17-094 Page 27 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP #18-009 P a g e 116 251-53 City of Santa Ana Apple®ne RFP 18-009 @� M Temporary Staffing Services HirincgilladeHuman' The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States. 8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended, no discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter. �9 Signed: Title: _Chief Financial Officer Firm: —Atpol a nn I'mplaymcnt Services Date: R- X� .12 City or Santa Ana, RFP 18-009 Page 28 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 Apple One Response to RFP 418-009 P a g e 117 251-54 City of Santa Ana Apple®f e RFP 18-009 Temporary Staffing Services FJ'iringbladeHuman' e Provide responses to questions asked on ATTACHMENT 2: REQUIRED QUESTIONNAIRE 1. Please provide a brief description of your agency's recruitment process for staffing. A. CANDIDATE RECRUITMENT One of the reasons for AppleOne's continued success in quickly supplying high-quality staff is our recruiting and matching processes. AppleOne will use its proven recruiting practices and implement a staffing and recruiting plan that reflects industry trends in technology, skill demands, and compensation structures. AppleOne employs management practices designed to effectively recruit and hire skilled professionals for any position, which has been vital to our business success. Factors such as environment, structure, culture, tasks and goals are all important considerations for obtaining the best qualified candidates. Through department needs analysis and benchmarking, we are able to recruit candidates who not only meet the needs of the City, but identify candidates with the strongest likelihood to succeed in your particular working environments. Hence, we can proactively recruit, hire, train and retain quality personnel for the City. Recruiting efforts will include identifying and screening potential, highly qualified personnel from the open market. We use powerful proprietary systems, such as JobCaster, which assists AppleOne's recruiting professionals in writing and placing employment advertisements. We also employ on-line registration and database systems that allow us to aggregate and maintain a vast pool of local, qualified candidates, giving our Huntington Beach branch instant access to the right people at the right time. B. PROPRIETARY RECRUITING TOOLS Technology has a key role in the success of AppleOne's service offerings. AppleOne achieves the highest level of effectiveness and economy in delivering precisely targeted staffing solutions by integrating all staff member's experience and expertise with cutting-edge technological resources developed in-house by AppleOne's staff. These tools include: JobCaster: JobCaster is a powerful proprietary system which is utilized for enhancing the database of available candidates to fill job orders from the City. JobCaster speeds the recruitment process by assisting with the writing and placing of advertisements. Once the job posting is composed it is broadcast to more than 75 of the most popular career sites on the World Wide Web. These websites include, but are not limited to, AppleOne.com, Monster, Career Builder, Alta Vista, AOL.com, America's Job Bank, EmployU.com, ProHire.com, Vault.com and GO Jobs. JobCaster can be customized to target specialized career web -sites most appropriate to the job classifications needed. AppleXpress: On-line Registration. AppleOne uses an automated client/server tool, AppleXpress, to intake and store qualified applicant resumes. Relevant information on all potential candidates, including resumes and personal profiles gathered from each expertly structured candidate interviews, is entered into the AppleXpress system, where they can be filtered according to a customized pre-screening process. This process can include customized searches for applicants based on location, skills, education, salary range, experience, key words, and other qualifications the City may request. AppleXpress even allows clients to search AppleOne's pre -qualified candidate base from their own computers. As a further time saving measure, each applicant's information is received directly into AppleOne's Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP #18-009 Page 118 251-55 City of Santa Ana �/ ppAle®ne RFP 18-009 H'� M Temporary staffing Services Hiring Made Human' Office Automation database digitally, making their information instantly available to AppleOne's clients, reducing the need to transcribe information into the system. As one of the proprietary systems at AppleOne, AppleXpress is a revolutionary tool that allows clients the opportunity to identify candidates, schedule interviews and dispatch temporary associates in one comprehensive solution. Figure 2. AppleOne's Proven Recruiting Systems Partnerships with Local Colleges Review Interviewand r-, Resume Evaluate Position FiOed Social Media Job Post I LU k Ilatioonall Rccrut ts Office Automation: AppleOne utilizes a software system called Office Automation (OA). This internal management software database allows our staff to index information on our temporary associates' and client companies, which in turn is shared on our network. Using this software, AppleOne can easily track and match candidates, allowing our branch offices to quickly select a pool of temporary associates from our entire national network. Using Office Automation, AppleOne fully services our clients, including large organizations with locations across the country. Office Automation also has the ability to download resumes from the Internet or via e-mail and generate client reports. In addition, all correspondence with both the client and the associate is documented in our database. All job orders are entered into the system once they are received. Afterwards, all assigned temporary associates' information can be input using Office Automation's Interview Screen, thus enabling this information to be reviewed. All relevant data is updated in the system on a continual basis, making the most current facts available for retrieval in a variety of different client reports. Another feature available through Office Automation is payroll, which can be processed for all temporary candidates. Each candidate's payroll information is entered at the branch level and then transmitted to our Corporate Office where it is processed and paychecks are issued. The payroll information is stored in the system and again is easily retrievable in many different forms. Universal Search: As an added value to our clients, AppleOne offers our proprietary software, Universal Search. A recent addition to our proven Office Automation placement technology, Universal Search is a network portal which allows our recruiting professionals to respond to our clients' needs with unprecedented speed and precision by tapping into an exponentially larger candidate pool to capture more precise results with a faster delivery. Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP #18-009 P a g e 119 251-56 City of Santa Ana RFP 18-009 Services 0 Apple®rte Hiring Made Human' Universal Search ensures rapid, reliable, high-quality staffing solutions as this function expands the automated applicant sourcing process beyond simple names, resumes and contact details. This software scours through the nearly one million candidates in AppleOne's database of detailed personnel profiles gathered from expertly structured associate interviews to include personalities, temperaments and strengths, as well as backgrounds and activity comments left by other AppleOne account managers. Qualified candidates are quickly tracked and identified, staffing vacant positions more quickly and efficiently than ever before. This translates into an immediate, positive benefit, both operationally and financially for our clients. C. OTHER RECRUITING RESOURCES We also use "direct recruiting' which involves asking each person we contact to suggest other qualified candidates, and, as an incentive, we authorize an employee referral program. AppleOne's commanding referral rate of nearly 60% distinguishes AppleOne from any other company in the staffing industry. Once AppleOne's applicants see they can better achieve their goals through AppleOne, they often refer an average of two more applicants of equal and exceeding caliber. Other recruiting techniques employed by AppleOne include participation in careerfairs and in college relation programs; human resources consortia; and state and local government recruiting forums. Key to AppleOne's recruitment process is our progressive, employee -oriented compensation and benefits policies; opportunities for professional growth; and internal/external training programs in technology, management, and administration that AppleOne provides. To ensure that AppleOne places the precise personnel for the City's requirements, we offer a winning combination of very competitive compensation and fringe benefits designed to attract and retain highly qualified Administrative/Clerical personnel, as well as Accounting, Technical/IT and otherjob classifications, with the skills to successfully support a wide variety of environments. This directly benefits AppleOne's mission - oriented customers, such as the City, because we are able to provide you with the best people. 2. A brief description of the agency's initial testing procedures or assessment for temporary staff including testing required by law (i.e. job specific, background checks, DMV checks etc.) SKILLS ASSESSMENT To enhance AppleOne's ability to find skilled, able and educated candidates for government and public sector entities, AppleOne uses the AppleCore Assessment Series, a validated applicant classification system that focuses on customerservice skills, aptitude and attitude assessment. The content underlying these tests was carefully studied and determined to be related to thejob performance of AppleOne positions. All AppleOne tests have a proven track record of success, showing that those who take the tests have better performance on the job, significantly increasing their productivity. We have in place assessment tests for all of the job categories that we are bidding. If needed, AppleOne's assessment series can be customized to meet the City's specific requirements forjob descriptions. For administrative, clerical and customerservice positions, situational judgment exercises are used to assess personal characteristics found to be important for the job. These assessment tools are listed below. Receptionist CD Simulation The Receptionist job simulation includes critical work activities that contribute to success on the job. For receptionists, it was found that answering multiple -line telephones and routing calls are critical elements of the job. A computerized work sample was created to simulate a receptionist receiving and routing a call. Also, receptionists were found to be a direct link to visiting customers and Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP #18-009 P a g e 120 251-57 City of Santa Ana Apple®ne RFP 18-009 i'� ii° Temporary Staffing Services HiringJMfadeffaman' clients. Thus, in conjunction with the job simulation, a situational -judgment exercise was created to determine an applicant's ability to respond to work situations effectively. The tool was developed using computerized CD Video technology to create a realistic portrayal of the work environment. Job incumbents, job experts, and AppleOne personnel were responsible for providing information to be used in the development of the assessment. Customer Service Situations Video AppleOne uses a video -based situational judgment exercise for Customer Service Representatives and other personnel who interact with the public. Data collected during job analysis revealed that customer service representatives must respond to several different types of situations relating to interactions with internal and external customers. The video -based assessment provides an accurate depiction of actual situations faced on the job. Applicants are then asked to determine the most effective approach to resolve the work situation. Selecting a video -based testing platform adds a virtual element to the testing, thereby making the testing process more accurate, as well as enhancing applicant interest. Structured Interview Guide The structured interview guide was designed to identify how well a candidate effectively performs as an AppleOne employee. The interview guide asks questions related to the applicant's work history, interpersonal and team skills, creative problem solving, professionalism, and communication skills. The applicant's responses help us assess how they have responded in past work situations. Questions are framed in this way because research has shown that past work behavior is one of the best predictors of future work behavior. The expertise of AppleOne's project team, combined with the consistency in evaluation standards provided by the structured interview guide, will ensure that all candidates presented to the City not only have the skills requirements needed for positions, but the reasoning ability and work ethic to excel in those positions. One of the many advantages in working with AppleOne is our commitment and ability to accurately screen candidates for people -skills, mental sharpness and positive work attitudes. PRE-EMPLOYMENT SCREENING & BACKGROUND CHECKS AppleOne has the ability to fully abide by the City's requirements for screening of candidates prior to placement. AppleOne's Huntington Beach team, in conjunction with the appropriate City representative(s), will evaluate what pre-employment background screening will be utilized. To assure that AppleOne's clients receive the best temporary associates in an efficient manner, AppleOne utilizes our sister company, A -Check Global, to conduct extensive pre-employment screening. In addition to references and education verification, pre-screening may include drug screens, criminal background checks, social security checks, and DMV verifications. A -Check's services are available for AppleOne's temporary associates as well as the City's permanent employees. Following is a description of the services that can be provided by A -Check Global: ,BACkdROUND CHECKS -Criminal ° This includes a one (1) County, one (1) name, criminal record search offelon y records, and will Felony/Misdemeanor-7 "1 include misdemeanor records when available. All information will be obtained at the years ', courthouse by a dedicated City researcher unless direct connection to the courthouse is established. Five (5) and 10 year options are also available upon request. _ Criminal Search - National This search includes a one (1) name federal criminal record search of federal records. All Federal -7 years information will be obtained through the Federal Public Access to Court Electronic Records (PACER) system with on-line direct connection to records and dispositions. Five (5) and 10 year options are also available upon request. National Criminal . This search includes one (1) name. A -Check Global's National Criminal Database search Database Search -7 years (NATCRIM) includes over 250 million criminal records from all fifty states, the District of Columbia and Puerto Rico. This database search perfectly complements county courthouse searches by increasing the chances of catching additional criminal data from places of work or . Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP 418-009 P a g e 121 251-58 City of Santa Ana RFP 18-009 Com Temporary Staffing Services HfringNladeHtrtnan' CHECKS restrictions. —BACKGROUND residence not disclosed during the application process. Results are available within minutes when ordered via A -Check Direct- and all information reported is FCRA compliant. Five (5) and 10 year options are also available upon request. National Sex Offender While convictions for sexual offenses will appear upon the criminal record in the county or Registry state where the offense was committed, oftentimes sexual offenders will relocate where their Plus criminal records will not reflect the offense. Information returned from sexual offender registry inquiries may include: name, AKA name, physical characteristics, date of birth, residential address, employer, county, state of conviction, date of conviction, and offense(s). County Civil Records This includes one county, one name search obtained by a court researcher at the county Search courthouse. Information obtained may include plaintiff and defendant's actions and case outcome. Compliance Link Search Comprehensive list of Compliance searches available upon request. Motor Vehicle Records - Depending on state law, this search will reveal a three (3) to five (5) year driving history. Driver's Report Reported information will include type of license, any violations, disciplinary actions, Basic convictions, issue date, expiration date, revocations, suspensions, accidents, status and In addition to the AppleCore Assessment series, we extensively test candidates on their software proficiency, particularly important in today's high-tech work environment. Using the sophisticated evaluation and training system of Provelt!, AppleOne's branch staff ensures that candidates possess the necessary skills for exceptional performance. The Provelt! tests provide the highest quality performance- based testing on virtually all of today's top office software, so we may ascertain each candidate's level of proficiency on Windows as well as Macintosh operating systems. As new software is introduced to the workplace, all AppleOne candidates are encouraged to Use ordisclosure of data contained on this sheetis subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP 718-009 P a g e 122 251-59 restrictions. Professional Reference A-Checkwill verify a professional reference by seeking answers to predetermined questions including information on communication skills, work attitude, professionalism and punctuality. This information will be obtained through a phone interview with a former supervisor or personnel department. Employment Verification— Contact up to three (3) times daily, will be made for up to three Plus (3) Days. Documentation will be requested from the applicant for any verifications of employment not obtained. A -Check will verify present or past employment to include position(s) held, dates of employment, salary, confirmation of specific job duties, reason for leaving, eligibility for re- hire, and overall job performance. Information will be obtained through phone interviews with former supervisor or personnel department. Pricing is per individual screened. "Additional fee may apply if previous employer charges o fee for release information or uses a records clearinghouse. Education Verification— Contact up to three times daily, will be made for up to three (3) Days. Basic This search verifies Colleges/Universities attended with dates of enrollment, Major/Degrees obtained, Grade Point Average, and professional certification. Pricing is per individual screened. "Additional fee if transcripts are requested. Additional fee may apply if educational institution requires use of a records clearinghouse. Professional License This search verifies a professional license or professional certification. Additional fee if Verification transcripts are requested or if educational institution/licensing body requires use of a records clearinghouse. Credit Report This report provides information into a person's financial background. It also provides present and past addresses, current and past employers, and verifies and identifies users of the social security number provided. Social Security Trace This search verifies the Social Security number provided is valid, the person/people associated with the number, current and past addresses, and current and past employers. 3. Explain your agency's verification of typing speed, testing for bilingual and MS Office abilities — how are these verified and tested by the agency? In addition to the AppleCore Assessment series, we extensively test candidates on their software proficiency, particularly important in today's high-tech work environment. Using the sophisticated evaluation and training system of Provelt!, AppleOne's branch staff ensures that candidates possess the necessary skills for exceptional performance. The Provelt! tests provide the highest quality performance- based testing on virtually all of today's top office software, so we may ascertain each candidate's level of proficiency on Windows as well as Macintosh operating systems. As new software is introduced to the workplace, all AppleOne candidates are encouraged to Use ordisclosure of data contained on this sheetis subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP 718-009 P a g e 122 251-59 City of Santa Ana �� Apple®ne RFP 18-009 1"� i'� Temporary Staffing Services Hiring Made Haman' enhance their skills using the Provelt! tutorial programs. Prior to assignment, AppleOne can test contractors on over 250 applications across several disciplines, with customized training and evaluation programs that simulate the work to be performed at locations within the City. Available tests and training include: Administrative/Clerical The Provelt! testing allows in-depth evaluation of the various skill sets required for administrative and clerical candidates. Test titles include: Writing )mer Service Mindset Survey Entry 10 Key Etiquette as a Second Language Filing by Name Following Verbal Instructions [audio] Following Written Instructions Healthcare Benefits Knowledge Human Resources Basics Human Resources Benefits Knowledge Internet Basics Internet Research Skills Interviewing and Hiring Concepts Listening Skills [audio] Macintosh Basics OS 9 Mailroom Management Skills Marketing Fundamentals Matching (Alphanumeric, Numeric, Images) Math Word Problems Windows Microsoft Internet Explorer Microsoft Office Suite Proofreader Marks Punctuation Reading Comprehension Recruiting Fundamentals Sales Concepts SAS 9 - Data Analyst Shorthand Software Quality Assurance Software Testing Spanish Basic Office Skills Spanish Basic Reading Comprehension Spanish Office Grammar and Spelling Spanish Typing - General Spanish -English Bilingual Technical Terminology Translation Sample - English to Spanish Translation Sample - Spanish to English Typing - General Vocabulary Writing Sample (letters, etc.) AppleOne can also evaluate bilingual candidates in their respective languages through the Provelt! Testing suites. Currently, Provelt! tests are immediately available in Spanish, French, German and Portuguese; tests in additional languages can be provided with sufficient notice. 4. Description of the benefits paid to temporary staff employees; list out by line if agency pays for this benefit or temp staff pays for the benefit including timeline of employment to receive benefit. AppleOne provides numerous benefits and incentives to its temporary employees. Upon becoming an AppleOne temporary associate, the individual is given information regarding medical, dental, and vision coverage. There are no conditions barring temporary personnel from taking advantage of these benefits afterthe first payroll period. These include a 401(k) plan, comprehensive medical benefits, bonus and incentive programs, and continuing education opportunities. In addition, AppleOne will work with the City to customize a benefits and incentive program according to the City's requirements. Following are some of the components of the benefits and incentives that are offered to AppleOne temporary personnel. Details of actual benefits and incentives utilized are determined during the contract/implementation phase. Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP #18-009 P a g e 123 251-60 City of Santa Ana Apple®ne RFP 18-009 Temporary Staffing Services Hiring Made Human' Medical Benefits. All temporary associates and contractors are automatically eligible to enroll in our minimum essential coverage preventative plan on the first of the month following sixty (60) days from their assignment start date. Temporary associates are eligible for major medical group plans offered by Anthem Blue Cross for any assignment that is expected to last thirteen (13) weeks or longer. Dental and Life options are also available. This plan is payroll deducted and is designed to provide affordable coverage for associates, at no cost to our clients. B`MONTHLYCOSTi Elements Choice { - HM01500PP_0.6350 Employee Cost elements` Cholce '. E ployee Costti- •Temporary associates will never pay more than 9.5% of their W2 wage for the lowest priced employee only MVP pian premium. Dental Benefits - AppleOne offers dental options to our employees. Temporary employees may choose between Aetna Dental Complete or Dental Net HMO plans. Vision Benefits - In addition to the included vision coverage provided in the benefits packages listed above, employees also have the option to purchase coverage through Blue Anthem Vision. Life Benefits-AppleOne offers Group Term Life Insurance through Anthem Blue Cross - $10,000 Basic Life/AD&D which automatically comes with medical coverage. The rate varies for supplemental life and is offered by Anthem Blue Cross. First time enrollees get $200,000 guarantee issue if elected. Long -Term Disability- AppleOne offers long-term disability coverage through MetLife, which automatically is offered if an employee elects group medical coverage. Retirement Plan-AppleOne offers its temporary personnel a 401(k) retirement Savings plan. This plan provides employees the opportunity to save money, pay less in taxes and earn money for their future. AppleOne's personnel are eligible for the plan after completing three (3) months of service. Personnel may elect to contribute (defer) from 1% to 50% of their compensation on a pre-tax limit, up to an annual limit set by the IRS. Continuing Education Opportunities - In addition to standard benefits, AppleOne can offer numerous educational opportunities including: Discounted tuition to CNU (California National University), an accredited, online distance learning university ✓ Access to AppleOne's online educational programs, including call center protocols, customer service, self-assurance, computer programs, managerial skills ✓ Access to Proveltl, a customizable, web -based training system containing over 250 applications and evaluations Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP #18-009 P a g e 124 251-61 City of Santa Ana �/ 1'1A1°91e5®ne RFP 18-009 11�� iI'"'�� Temporary Staffing Services Hiring Made Human` Direct Deposit-AppleOne offers its temporary personnel and contractors the ability to have their paychecks directly deposited in their bank accounts (EFT/ACH). If the employee or contractor chooses this option, a paycheck stub is either mailed to them or available for pick up at the AppleOne branch office, depending on the preference of that temporary employee or contractor. Domestic Partners Benefits-AppleOne recognizes Domestic Partnerships where legally applicable. To register a domestic partner, an employee simply needs to complete a declaration for domestic partners form, similar to what is required for a marriage declaration. Unemployment Insurance: Our employees are covered by standard unemployment insurance at varying levels depending on the state in which they reside and work. AppleOne is a registered company in nearly all 50 states and have active unemployment insurance accounts in nearly all of those states. Worker's Compensation Insurance: All of our employees are covered by minimum levels of worker's compensation insurance depending on the state in which they reside and work. AppleOne provides a thorough orientation on Safety At Work policies during our orientation program. Each employee is required to read, review and acknowledge receipt of the Safety Policy Program before beginning work. Our worker's compensation filing process is fast and efficient to make sure all needs of the worker are met when attending to critical injuries. 5. Please provide your process for temporary staff calling out sick, no shows, not working out (either on temporary workerside or City side) and returning City property. Temporary employees who are ill, require time off, or will be arriving outside the normal schedule, are required to notify the AppleOne Project Manager. The PM will call the specific City department immediately, advise them of the change or absence, and coordinate providing a replacement employee, if needed. When AppleOne is contacted by the City regarding a service issue, the first step will be to immediately document the situation and obtain whatever information is needed to provide quick resolution to the issue. Once the problem is clearly understood, the Project Manager will provide immediate follow-up and a specific time frame in which the City can expect action, as well as provide periodic status reports while working on the issue. If a correction requires immediate replacement of a temporary employee, or if the temporary employee's performance is still considered unsatisfactory even after additional instruction and coaching, the Account Manager will take the needed action to discreetly end the assignment after working hours that same day. A qualified replacement, if needed, will be sent as soon as that individual has cleared any City mandated background screenings. During this period, the Project Manager will maintain communication with the appropriate City personnel to ensure seamless transitioning. Also, if needed, the Account Manager will escalate the issue to the Regional Vice President, who will serve as Executive Manager. Once the situation is resolved, AppleOne will schedule a follow-up where we can review, confirm satisfaction and discover ways in which the process might be improved for the future. AppleOne will also add the information to its records in order to monitor complaint escalation and resolution and satisfaction trending over time. Additionally, the Project Manager will conduct on-site premise visits and meetings with AppleOne temporary employees as well as the City personnel to address any issues, questions, or otherwise ensure that our quality standards are maintained. Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP #18-009 P a g e 125 251-62 City of Santa Ana Appieone RFP 18-009 Temporary Staffing Services HiringitiadeHuntan' 6. Indicate below the name of the person who will be responsible for administering the contract, if awarded. Also include the person's title, telephone number, address and email address AppleOne's Government Implementation Team is responsible for contractual processing and documentation. Tamarha Gorman, Sr. Government Implementation Administrator, can be reached by phone at (866) 493-8343 or via email at teorman@ainl.com. Her address is 16371 Beach Boulevard, Suite 240, Huntington Beach, CA 92647. She will coordinate with our Chief Financial Officer, Michael A. Hoyal, who will execute the contract, if awarded, on behalf of our agency. Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP p18-009 P a g e 126 251-63 City of Santa Ana RFP 18-009 Services This section shall define the detailed pricing for the services. The City is forth: 1. As a mark-up percentage above the hourly pay rate for a particular position. 0 Apple®ne HiriagMadeHuman- in a pricing structure as set 2. Describe in detail the direct hire fee structure for your employees that may be later hired by the City, including the minimum number of hours that must be worked to waive any fees. For the first 90 days, AppleOne proposes a 20% direct hire fee. Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP #18-009 251-64 P a g e I V PRICING Job Title Hourly Pay Min. Bill Max. Bill Overtime Bill Overtime Rate Rate Rate Mark-Up % Rate Mark-Up % Administrative $17.87 - $23.95 $25.91 $34.72 45 $38.86 - $52.08 45 Assistant Senior Administrative $20.20 - $27.08 $29.29 39.26 45 $43.93 - $58.89 45 Assistant Office Specialist $15.83 - $21.21 $22.95 $30.75 45 $34.42 - $46.12 45 Accounting Assistant $22.48 - $30.15 $33.72 $45.22 50 $50.58 - $67.83 50 Accountant (I & 11) $28.86 - $44.56 $43.29 $66.84 50 $64.93 - $100.26 50 Accounting Specialist $30.86 - $54.56 $46.29 $81.89 50 $69.49 - $122.89 50 Lega/Secretary $23.00-$29.39 $33.35 $42.61 50 $50.02-$63.91 45 2. Describe in detail the direct hire fee structure for your employees that may be later hired by the City, including the minimum number of hours that must be worked to waive any fees. For the first 90 days, AppleOne proposes a 20% direct hire fee. Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 28 February 2018 AppleOne Response to RFP #18-009 251-64 P a g e I V Appendix ATTACHMENT 3: COST PROPOSAL FORM COST PROPOSAL FORM THE FOLLOWING PROPOSAL PRICING MUST BE BASED ON THE CITY'S WORK SCHEDULE AND DETAILED CRITERIA AS LISTED IN THE SCOPE OF SERVICES SECTION OF THIS REQUEST FOR PROPOSALS. ALL FEES AND EXPENSES MUST BE INCLUSIVE OF ALL APPLICABLE TAXES, LABOR, ETC. CITY OF SANTA PRICING ANA Hourly Pay Min Bill, Rate Max Bill Rate Mark-up Overtime Bill Overtime CLASSIFICATION Rate Rate Mack -up Administrative $ 17.87- 38.86 - Assistant $ $ $ 34,72 45 % $ 45 Senior Administrative $ 20.20- 43.93 - Assistant $ 27.08 $ 2222 $ 39.26 45 % $58.89A ---45 Office Specialist $ 15.83- 34.42- $34.42- $21.21 $21.21 $ 22.95 $ 30.75 45% $ 46.12 45% Accounting Assistant $ 22.48- $ 50.58- $ 30.15 $ 33.72 $ 45.22 50% $ 67.83 50% Accountant $ 28.86- $ 64.93- $44.56 $ 43.29 $ 66.84 50% $ 100.26 50% Accounting Specialist $ 30.86- 69.49- $54.56 $ 46.29 $ 81.89 50% $122.89 50% Legal Secretary 23.00- 50.02- $ 29.39 $ 33.35 $ 4261 50% $ 63.91 45 Provide markup percentage rate agency will utilize to negotiate prices for positions not listed above. 47% DIRECT HIRE PLACEMENT PRICING *Direct Hire Fee (Please Explain Below 20% *Please explain briefly in detail your policy and pricing on the hiring of your temporary workers. For the first 90 days, AppleOne proposes a 20% direct hire fee. As well as a 90 day free replacement guarantee. City of Santa Ana RFP 18-009 2 -65 ADDIeOne Ernnlovment Services (Name of fferor) (Signdtu-re of 0 feror's Representative) Title: Director of Government Services Date: Febniary 26. 2018 City of Santa Ana RFP 18-009 2M-66 PRICING LIVE 'SCAN /BACKGROUND CHECK $x"00 ADDIeOne Ernnlovment Services (Name of fferor) (Signdtu-re of 0 feror's Representative) Title: Director of Government Services Date: Febniary 26. 2018 City of Santa Ana RFP 18-009 2M-66 PRICING Additional fee for BILLINGUAL? $ 0.50 ADDIeOne Ernnlovment Services (Name of fferor) (Signdtu-re of 0 feror's Representative) Title: Director of Government Services Date: Febniary 26. 2018 City of Santa Ana RFP 18-009 2M-66 Exhibit 4. HB Staffing Proposal in Response to REP Public Ag en c, PROPOSAL FOR TEMPORARY STAFFING SERVICES Staffing Solutions RFP NUMBER: 18-009 (PASS) CITY OF SANTA ANA CONTRACTOR BUSINESS INFORMATION: CathyJon Enterprises- Inc., dba. HB Staffing Corporation in the State of California MAIN OFFICE: 2120 Main Street, Suite 250, Huntington Beach, CA 92648 (7141960-2800 PH ""(714)960-6563 FX' SAN DIEGO BRANCH OFFICE; 9655 Granite Ridge br, Suite 200,56n Diego, CA 92123 Primary Point of Contact: Cathy Volpe (714) 960-2800 2120 Main Street Ste 250 Huntington Beach, CA 92645 (714) 960-2800 cyeeCEL11-113staffing,com Services, pricing and warranties indicated within this proposal are valid for a period of 120 days after submission of this proposal. Prepared For: City of Santa Ana 20 Civic Center Plaza Santa Ana, CA 92701 Prepared By: CathyJon Enterprises; dba HB Staffing 2120 Main Street, Suite 250 Huntington Beach, CA 92648 .. Ory aJSanmAna RfP No 18009 r„uc x.,. ,-. ColhyJon Enterprises, Inc., don. HO Sniffing 1 it ' Icnut 251-67 Cover Letter: Thank you for the opportunity to service the temporary staffing needs of the City of Santa Ana. We enthusiastically look forward to providing outstanding temporary placement services to the City should we be selected to provide for your temporary staffing needs. We are confident that our extensive staffing experience within the specific classifications requested by the City, as well as our proven quality performance — since 2000 — in the Orange County, California will be substantive reasons to consider our application. CONTACT INFORMATION: • CathyJon Enterprises, Inc. dba HS Staffing 2120 Main Street, Suite 250 Huntington Beach, CA 92648 • cyeeCa]hbstalfine..corn • Fax 714-960-6563 • Ph 714-4130-2800 • Federal ID# 33-0907010 We are in.receipt of all RFP Addenda: _` fir •l�j Points of Contact: A. Primary Point of Contact: Cathy Volpe, President B. Daily Point of Contact for Job Requisitions, Placements and Related Customer Service: Elaine Blum, Staffing Manager C. Operations Point of Contact for Billing and Related—Andrew Stone, Operations Specialist SIGNATURE of Person Authorized to Bind CathyJon Enterprises, dba HB Staffing Signature Date On? efS•nr• A•a RFP NO 18009 ♦�, Catb&n Enterprises, Inc., dba."Hasta ing 2 - --- 251-68-- Table of Contents ProposalCover Page.........................................................................................................................................................1 1. Cover Letter .............................................. _.................................................................................................................. 2 2. Table of Contents.......................:......:..............:.........................................................................,.................................3 3. Exceptions to RFP Terms and Conditions.................................................................................................................4 4. Qualifications/Experience...........................................................................................................................................5 Capacity & Financial Resources .... . ............................................:......:.....:................:....i..,...:.,:................6 Project. Approach & Methodology.........:.............................................:................................................:....8 ResponseTime...............................................................................::............................................................9 TimesheetApproval....................................................................................................................................9 QualityControl ............. :....:............. :........ :...:........................... ................................................................... 10 PreventingService Disruption........................................................................:............:.....:...........:...........12 Acknowledgement of Scope of Work: Overview, Specifications, Specifications/Scope of Services, andService Categories...................................................................................................:..:........................13 S. Key Staff ................... :............................................................................ Internal HB Staffing Resumes ..................................................... :......... 6. References.................................................................................... 7. Certifications ............... NON -COLLUSION AFFIDAVITE NON -LOBBYING CERTIFICATION NON-DISCRIMINATION CERTIFICATION S. Required Questionnaire ..... :.............................. '9. Price Proposal ..................... 30. Letter -of Credit .........................14 15 .............................. ...19 ...............21 .................25 ...29 11. Capability Statement...........................................................:..................................................................................32 G!yojSanta Ann RFP NO ]8009 �r}.,; .,. Cathyfon Enterprises, Inc., dba. HB Staffing 3 251-69 Exceptions to RFP Terms and Conditions: No Exceptions INTENTIONALLY LEFT BLANK City oj5anta Ana RFP No IBOD7 i'�"'>A-vt r+..,,. a.:•., coth&nEnterprises, Inc., dha. HS Staffing 4 251-70 Qualifications / Experience: Why choose Cathylon Enterprises, Inc., dba HB Staffing to provide Temporary Staffing Services for the City of Santa Ana? 1) HB Staffing is a full Service Staffing Organization_ Founded in 2000; primary service area, Orange County, California. We are a 100% Woman -owned Small Business. The founder and president of our company, Cathy Volpe, Is local, active, CA and MWD CERTIFIED involved and ... therefore accountable. • SBA CERTIFIED. WBENC—Woman-Owned Cert. 2) We have filled over 10,000 Jobs since 2000, the large majority of • WOSS/EDWOSB which are in Orange County, California. We know the market, utilize the customary social media and web - based job search portals (ZipRecruiter, Linkedln, Indeed, etc) — and utilize deep recruiting connections with the local colleges and universities, as .well as adult schools and job developers, resulting in recruiting and placing the best local candidates quickly. We currently supply general administrative, executive/senior administrative, accounting, financial administrative and legal secretary support to the COUNTY OF ORANGE, CITY OF ANAHEIM, CITY OF HUNTINGTON BEACH, CITY OF SANTA ANA, SAN DIEGO COUNTY, CITY OF MURRIETA, and many Orange. County commercial businesses- As well, we provide staff to the US government under GSA Schedule 736 1 Temporary & Administrative Professional Staffing (TAPS) in various states. This past performance provides HB Staffing with the professional -level know-how needed to faithfully assist the CITY OF SANTA ANA with its temporary administrative staffing requirements. We believe that we understand 'public organizational requirements' including invoicing, contract management and reporting protocols, candidate quality, skill levels needed, timeline requirements, and cultural fit requirements. 3) Proven exceptional Customer Satisfaction based on Dun & Bradstreet Past Performance Evaluations - 9S% and 96% - Dun & Bradstreet (D&B), conducts an independent audit, of customer references and calculates a rating based upon a statistical analysis of various performance data and survey responses. Our most recent internally sponsored customer satisfaction (2016) survey showed that our customers regard our services "Ver Good to Excellent".. Open Ratings We feature an exceptional Workers Compensation record (two slight injuries since 2000), and A 'best practices' staffing culture born of the president's staffing Industry management, recruiting; and customer service training/consulting leadership, (since 1996). 4) Our Public Agency Staffing Services (PASS) division specializes in supporting government agencies .to achieve their public -based mission through delivering the required capable and quality staff; leveraging clear communications; by understanding and serving the goals of each agency, department, and section; and matching the skills, time lines and cultural needs of each agency. HB Staffing has demonstrated exceptional performance in the placement of the best qualified and available people in the mission -critical positions we are privileged to fill. Ciry of Santa And RFP NO 18009 n.-:;.., CothyJon Enterprises, Inc., dba. Hasm%finq $ Cd m. l-0c:wn 251-71 An additional confirmation of our capabilities as a staffing supplier to governmental and quasi -governmental agencies: HB Staffing was selected as the preferred staffing supplier to San Diego County ($5M award March 2017). Regarding the County of Orange, our 2011 temporary services contract that originated in 2011 was extended in 2014 to 2016; we were re -awarded 2016 to 2021. In 2017 we were awarded contracts for temporary staffing with 1) San Diego County, 2) The City of Newport Beach (re -award), 3) the 'San Diego Port District, and, 4) the San Diego County Water Authority. In 2018 we have been awarded Temporary Supplier to the City of Irvine. To meet the demands of "public agencies, we provide outstanding, qualified and matching personnel, week -in and week -out, as well as manage the complicated requirements of each master agreement and/or subcontract/delivery order, including pricing requirements, start & end times, contract reporting,. budget_ and invoicing requirements. 5) Temporary Employee Retention Program: Included within the pricing to the CITY OF SANTA ANA, our comprehensive benefits package underscores and supports employee commitment to our clients: Employee Manual, Family Medical Leave Eligibility, complimentary Kenexa Proveltl Software Training, Resume Assistance, • Health Insurance (HMO and PPO), Referral Bonuses, Employee Portal, Direct Deposit, Paycards, Holiday Pay, End of Year Bonus Eligibility, and Sick Pay, We also provide employee coaching, complimentary computer training, and assignment reviews. Capacityand Financial Resources HB Staffing currently provides full-service temporary staffing services to Federal, Regional and Municipal governmental bodies, Public, For/Non-Profit organizations. Line of Credit: $250,000.• See attached Letter of Credit Our President, Cathy "Vee' Volpe, possesses over 40 years of staffing experience; Jonathan Paul possesses over 18 years of staffing and 34 years In human resources positions; Staffing Manager Elaine Blum possesses 17 years of staffing experience with HB Staffing. This level of experience has seen all manner of issues and challenges servicing client and candidates need — and is committed to preventing problems. Our success here is testified to by our Excellent (9596/95%) Dun & Bradstreet Open Ratings Customer Satisfaction Survey. Our parallel training and consulting experience (through 2014) in the Staffing Industry provides a foundation of industry best practices both taught and learned `from staffing enterprises ranging from international staffing, companies, through specialty/niche companies and start up organizations. We fill in excess of 96:5% of job orders placed with us. The president and day-to-day leader of the company, Cathy "Vee" Volpe, has been a premier training and consulting leader in the staffing industry. (She is the former owner of International Staffing University, an American Staffing Association -certified training organization responsible for creating OVDs, CDs, and Manuals City oj5anto Ann RFP NO 19009 I (�1`ESi. :4'!__ Ca[hYlan EnterPns^s Inc.. d6a. N85[a n 9 6 b 251-72 for staffing firms throughout the -world). She has trained thousands of staffing professionals in staffing 'best practices' over the previous 24 years and consulted with over 700 staffing firms. We are members of American Staffing Association, California Staffing Association, and the National Independent Staffing Association. In addition to the qualifications listed above, we are a federal contractor, awarded the GSA 736 TAPS Schedule contract (GS-02F-302BA), authorized to provide temporary personnel to all federal agencies located throughout the United States. Again we area WornamOwned, Small Business, certified by Women's Business Enterprise National Council (WBENC), the SBA, State of California, San Diego County Water Authority (Network Bid System), and the Metropolitan Water District of Southern California. We appreciate the opportunity to serve you and stand ready to answer your questions and accommodate your requirements. INTENTIONALLY LEFT BLANK CityvJSonto Ana RFP N018009 ry ,,,.i. ,,-.., Cathylon Enterprises, Inc., dba. HB Staffing 7 251-73 Proiect Approach / Methodology 1. Job Requisition, Recruitment, Skill Assessment, and Selection Process The client service process begins with the Client Job Requisition = Acknowledged by our PoiWof'Contact > Details are entered into. our -staffing software system enabling availability to branch staff 5'POC clarifies as. needed with, client 'Must Have & Nice to Have candidate competencies, experience; important,job or work environment details; start and finish timeline > POC reviews requisition and placement progress with recruiting staff at the time of order and in morning service meetings > Relevant available and qualified candidates are short-listed and submitted to the client for selection/interview. Candidate Application and Selection Process: Passive and Active;'Recruiting > Pre -Screen Applicants > Complete Online Application > We Assess Applicant's Resume > :Conduct a Behavioral 'interview > '1-9 Check/Verification> Candidate completes Skills Assessment (Kenexa Proveitl Software testing relevant to the',potentia[ job duties) > When a finding of Essential Hiring •Criteria Met > Background Investigation (reference checks and online www.backgroundchecks.ore > Customer Job -Centric Screening Criteria >.. Orientation > Start> Quality Control Client and 'Candidate Follow-up. Recruiting best practices today requires anticipating client needs. Our highly experienced/trained -recruiting team executes -a recruitment strategycrafted to identify and "onboard "highly qualified" candidates relevant to customer requirements: To this end, on a weekly basis, we identify the categories, qualities and skill levels of candidates we need to recruit in order to supply our clients the candidates they need to -achieve their goals on a timely basis. in addition to our own robust pool of pre -qualified ,candidates, we utilize a wide variety of -recruiting venues including. Social networking sites, Job fairs, newspapers; customer and employee referrals, colleges and .universities, employment ,offices & job developers, community merriberships/events, technical/trade schools, local papers, church advertising, college career placement recruiting venues and events and other local educational Institutions. An average, 25%' of our new recruits come from referrals from other successful candidates and from our clients and community sources: Our new candidate Weekly intake is approximately 75,ore-qualified candidates that fit our client and Joh family specialties. We initially telephone prescreen every applicant, The successful applicant then•completes our web - based application that automatically transrnits applicant data to our staffing software, coatssgi. Selection of the finest available candidates happens through a figorous vetting process designed to assess candidate experience, skills, work, history, performance on the job (reference checking), and language capability. We utilize IBM Kenexa Provelt! testing software to assess inaintenance.technlc!an knowledge and skill areas. A. Reliabllity, punctuality and attendance of temporary staff — These are basic but Important work characteristics that we question, obtain reference feed -back, and stress to .our candidates I ernployees, froth prescreening to placement and post -placement, To measure.these key factors we make 'quality' calls to clients on a weekly and bi-weekly basis (as the client allows,'): Where we find a customer concern we counsel the employee immediately, log this. into their records, and provide ongoing support and follow-up to our customer to ensure the problem is resolved quickly. In certain, work situations we have found it useful to predicate pay decreases based upon attendance, punctuality, and reliability. B. Basic workplace skills of temporary staff, i.e. cooperation, communication skills, customer service :and time management — Our proactive approach to ensure the that these skills are at appropriate ,+�.. Citya/Sbntnggn RFP N0780P9 r,e,neaoa CpthyJan Enterprises, Inr.; dba. Us staffing INL') levels, is to 1) specifically name these skills in our advertising; 2) initially screen for these skills (using behavioral interview techniques where we listen for, as well as query for examples of these skills in use in current or previous positions);. 3) reference check for these skills from former -employers, and 4) where suitable, request candidates to complete Provelt ,Kenexa assessments that measure skills required in the job. C. Testing of job skills — Virtually all candidates test for the skills and competencies regUfred in their temp position, again using the most robust testing software available, Kenexa Proveltl. 2. Response Time & Placemen4 Timeline A. Average initial response time for our account manager,to reply to our clients—15-30,minutes. All of our staff members'are responsible for supporting our clients. In the rare occasion that Cathy or Elaine;. your•primaryPOC's, happen 16•be unavailable oe assisting another client, at least°four others on -our account managementteam can take phone or email job.requisitions, provide accurate informationor tfoubleshoot THE CITY OF SANTA ANA questions. Emails are likewise read by -Cathy_ and Elaine_ regularly both on and offsite. B. Timeline to fill a position: ordinary, nonspecialized positions -may be, filled within 2, (tours to two days depending on the need of the client and whether he/she wishes to review resumes and set-up an interview schedule. C. For more specialized or remote positions the timeline to placem.e t is generally within two,tq,seven days. We utilize local job developers, California One=Stop, church advertising, local papers, and rely on nearby educational institutions -- in addition to our customary advertising with Ziprecruiter, Indeed, Unkedln and Craigslist. We do not rely on attracting candidates, we search, resumes and contact relevant candidates for hire and references, D. As a general statement, vetted, available and appropriate temporary employees of Various proficiencies and experience levels are available immediately (same day to one/two days after the request). Uniquely qualified, specialized or scarce candidates may require additional recruiting steps. Because we recruit during business hours, as well as evening's and weekends, we have been highly' successful in finding appropriate candidates quickly for commercial and government clients. Our clients completed the Dun & Bradstreet Open Ratings Survey in 2009 and 2013 and reported 960%/9545 customer satisfaction, based In part, on our ability to quickly locate and place hard -to -find candidates. Reviewing the THE cry OF SANTA ANA'S requirements, compared to our current and past experience in finding and vetting these types of candidates„we see no issues around submitting_ candidates within the timeline indicated in the RFP,. 3. Timesheet Approval Process We provide an online timesheet approval process using PeopleNetym, Set-up N easy:, simple Instructions and video are provided to the authorizing supervisor to educate them. in.the convenient process. The actual approval process can happen wherever the supervisor is able to, receive company email.,'Likewise, candidates find it simple to enter their hours online, The only requirements: ability to receive email and'inteiface with the timecard 'solution through a corn puter or smart phone: 4.' Monthly Reporting,Capabilities Reporting capabilities = as,needed bythe client. Ory ofSonra Ana RFP NO 18004 I h. c,u,•:,,.,.., Cothylon Enterprises, Int., d66. HBSin ng g' - 1M1:6J. HB Staffing Quality Control Overview: Cathyfon Enterprises Inc., dba HB Staffing :demonstrates the capabilities and experienceae successfully perform this contract' for the'CIT_Y OF SANTA_ ANA..— and we are enthusiastic to undertake.this opportunity sttould it be presented to, us: 'Corporate support pport consists of: project Support, Employee Customer Service,. and Quality Control -The Project Manager (Cathy Volpe) acts as the unting,pemri in this structure and provides over administration and coordination, while maintaining lines rof communications between,HB Staffing, the City of Irvine, and.project personnel. We will discuss the roles and responsibilities of the'Point of Contact and the Project Support Group'(PSG),1he Customer Service Representatives (CSR), and Quality, Control (QC),. 1. Day -to -Day Point of Contact— Elaine Blum Our Point of Contact will be responsible for daily coordination of the work activities on this contract. 2: Project Support Group (PSG) The PSG is in place to provide resources and solutions •for the success of.the project.-Priimary.functions, of the. PSG include human resource and contracts administration. Human Resources; Our'internaf •HR department is available to, provide the,'project manager consultation and ancillary support in' recruitment and staff retention Issues.. The HR Manager is ,responsible .for.' maintaining a corporate resume database. During an interview process, our team 'willlikely identify 3-1 plausible candidates for one position. While only one will be hired, the resumes and contact information of the remaining prospects are added' to the database as immediate consideration for future vacancies; Should the client be faced with anotherwacancy, in the same location, a potential back -fill becomes. immediately available. Contracts Administration: our contract.administratoe/contract manager provides support In reviewing contract documents, managing modifications; and prepares THE CITY OF SANTA ANA staffing reports should any be required, The contract manager •' coordinates contractual'changes, such as performance requirements' modifications and increased funding, with THE CITY OF SANTA ANA contracting office., Accounting and Invoicing: Our opera tions/accuuriting specialist and contract administration personnel work together to review and prepare invoice's, ensuring that all Invoices are 100% accurate before they are 'sent to the customer. We recognize that invoice errors not only delay payment, they also add• unnecessary burden on the customer to review them for discrepancies.. All payroll, invoicing and expense data are collected and maintained by the operations specialist through the COATSSQL Staffing and Back Office Accounting System, a robust and customizable system, compliant with the Federal Acquisitions Regulation (FAR), The system satisfies DCAA audit requirements and is fully, capable of integrating the latest in data security, including cloud storage. Ouraccounting specialist is fully. trained In use of COATSSQL features. They provide ledgers and,other reports to the project manager team to track expenditures, receivables aging and other important Financial data. Our accounting specialist Issues reimbursements for contract employeLis'Lit'' Wng personal funds for.project expenses, in addition, they work closely with the project manager to'monitor operation budget in order to preventcost overruns. ntyafSnntu Aria RFP NO 15009 ,.:r.�.., Cor6yfon Enterprise;Ina dbn. Ha Stn rn I tai"•u.•,.••• J fri 9 10 t911111:1'10% C' c 3. Employee Customer'Service Employee Customer Service functions toad ' dress payroll and.benefits'issues, monitor employee well-being, and answeremployee questions regarding healinsurance and other benefits/incentives. They'al'so resolve payroll issues and work to remedy missing or erroneous pays.. 4', Quality control Quality Control's (QC) prime objective is to ensure that THE CITY OF SANTA ANA receives the highest quality of service throughout the life of the contract. We understand that effective quality control fosters better quality of service. Mr. Jonathan Paul,,Vice President and General Manager, .will serve as Quality Control,,Consuitant on this contract. Mr, Paul has been involved in cradle -to -grave contracti6g for`all of our Federal,.CityI'County, Regional,' Utility and Public Agency projects. Ms Cathy Volpe, Company President— willalso serve as a:QC Consultant°on this contract. Ms. Volp&has over 30 years'oPcontracting expen'ence. Quality Control focuses, efforts on three subareas within quality control,'These are' Project Resources: We recognize that productivity depends on providing adequate and efficient resources accessible to- our project team. Tools primary assessed are those aiding, In, Improving project manager communications with the project3taff'and with the customer. Procedure & Protocol: We work with the Point of Contact to set internal' goals that meet project standards, such as staff recruitment time frame and retention strategies. We also assess management strategies and suggest Ideas that can potentially improve project outcome. Personnel: Central to our management approach is quality staffing, recruiting,and retaining qualified, experienced and suitable staff for the City OF SANTA ANA in a timely and efficient manner: Quality Control frequently discusses with the Point of Contact about instituting new recruiting practicesto bring in quality personnel, andadopting creative benefits/incentives programs to maximize staff retention. 'City afSonto And UP No 18009 INTENTIONALLY LEFT BLANK' ntk m.+a 251-77 CaftJon Enterprises, Inc., dba_ I♦BStok#ng 11 Preventing Service Disruption Minimizing Behavioral/Performance Problems CathyJan Enterprises, Inc.i dba. H13 Staffing strives to minimize behavioral/performance problems.before they escalate because we recogniie that unresolved 'issues cause disruption and disharmony in, the wofkplace. reducing.production and inere'as ngstress. The process starts by corilmunicating to the contract employee exactlywhat'Is.expected of them relating to. their project duties, time lines, attitudes & engagement, and dependability. Corrective Actions ForPerformance Issues. When workplace disruptions of any type occur (supervisor makes us aware through a "quality assurance call" that we'initiate•or we receive notification •from the supervisor), We. III inform our employee of the infraction; that they are being logged,.:and make sure the employee understands that the behaviors are,unacceptable:. After the third subsequent infraction„the contract. employee will be terminated and a replacement will, take over. CathyJon Enterprises, Inc., dba. HB Staffing 'begins to identify a potential replacement When there is a disruption that continues to escalate. The goal of Ha Staffing is to maintain a pact of applicable candidates.thatcan step in at a'moments notice if and when the need arises. There will be a ramp up period to train,"succeeding employees; but we wiil'.ensure that they will be as closely aligned in skilis and .background to the government environritent as possible to ensure a smooth transition and shorter time line for acclimation. Contract Management We manage public agency/County master and subordinate contracts daily and have a flawless record In administering and abiding by the conditions set forth. Affirmative Action It is the polity of CathyJon Enterprises, Inc.; dba HS Staffing to provide equal employment opportunity /affirmative action to all employees and applicants for employment in accordance. With all applicable federal, state, or local, executive orders, regulations and laws. 4Vewill notengage• in anyforrii of prohibited employment discrimination.. Lawsuits/Litigation CathyJon Enterprises;.lnc., dba. HB Staffing has no'lawsuits or litigationaftive or pending nor haveme.had any since our company's founding in 2000.: Debarment:andiSuspensfon CathyJan Enterprises„ Inca dba HB Staffing certifies that neither it nor its principals or subcontracts is presently debarred; suspended, proposed for debarment, declared. nelfgible; or voluntarily excluded from participating in this transaction by any federal department or agency 'as required.by Executive -Order '12549; F.urther'we.affirm that we have no record of unsatisfactory performance. with the CITY OF SANTA ANA: cs OfyriJBanroAno RFP No 1909 .r, �,.�tn,�,., Catliylon Eererprises,Gc„d6a.HB3ro/fing 12 �NI!ra Lw„rcu, i.ros7 � J - - 251-Z8 Acknowledgement: We understand and acknowledge Attachment I Scope of Work: A Overview B Specifications C Specifications/Scope of Services D Service Categories INTENTIONALLY LEFT BLANK City oJSanta Ana RFP ,V0180a9 ,1 . tthylonenierprise;lnr.,dba.HBStuffing LI 251-79 13 Key Staff Summary of key personnel.resoonsible for servicing THE CITY OF SANTA ANA:' • Cathy Volpe its the company'president and oversees c(ientsatisfaction with public agency, city, .county and federal.agencies: .6 714-960-2800 r, 803 o cvee@libstaffinp,.com Jonathan Paul is.the vice president and oversees contract rhanagement and monthly invoicing_, AR, AP, -insurance anis HR. o 714-960=2800 x804 o 1paul0hb5taff6g.corn Elaine Blum is the day to day point of,contact responsible for assisting clients on adaily'basis:. SFie receives job requisitions and handles the details, involved in understanding each requisition. She distributes requisitions and oversees the recruiting and placerheht activities. a 7,14-960-2800 x 805 o ioauMbstaffina.cah Andrew Stone is the operations specialist responsible for supervising and. eicecuting; payroll. Weekly invoicing, and accounts receivable.duties. o 714-960-2800x 801 astone@hbstaffing.com See their respective resumes below. Uty ofSnntaAna REP NO 19009 INTENTIONALLY LEFT BLANK' M1IO:Y �ry-�+y WAII ---'-Lair-'v 0- cathWop Fntem ses.lnd. dba.'H9 Oaffing 14 Internal HB Staffing Resumes Professional Shills and Experience: Education Employment Histon: and Certifications: CATIMO\ E\?ERPRISES, LSC, dba HB ST MNG, Huntington Beach, Ck ✓ ES 2000 — Present, Fresidzrn \1;rketina. • Founder (3-* staffing company) Swe . Hands' On Company Leadership UUiveriity New York • Visionary • Guiding \ ision - Key Themes -'Do 'No Hann" "R•luterer it Takes!,"Key "ii�ceptierul CwttvnerSer•ice' Achieyetnents • HB Staf ine assists hundreds of commercial non-profit and government clients in primarily administrative, professional and light industrial specialties. ✓ Founded three suress:tr] SEMINARS Bl -THE SEA / ENtER—NATIO\AL STAFFr�G u.Nn-ERSITT, snf,= Huraington Beach, CA. 199_'—_000, Sm trt; Irrdu.::rt•Trainar.Conzultanr argani atioas • Founded trau' im' a and consulting company servicing staffing industry clients. ✓ Founded • Assisted over 700 staffing ergani=ations success:i ] Trained ]ODOs of staffing industry professional; in sales, service, marugzm�t constiltine and start•u>p and traxiine comp vy • Wrote staffmtu gnunuals andfearedurtrairvngDVI)s sen•icine sting SPHERIO\, Sylmar, CA— 1990— 199=, Mar2;r,ar cemparies ompa-ide ` Company puriiasedmy company, Olive Tree StaffingSer•ice world OLIVE TREE STAFFI\G SERVICE, Sylmar, CA and CATHY CONTEMPORARIES, Woodland Hills, CA — 19'. _ - 1990; Founder, President of two staffing companies providing primarily administrative, professional and ligln industrial staffing ser ices. . _ City oJsanra Ann RFP NO 1900-9 ^' , CuthyJon Enterprises, Inc., dba. HOStaffing 15 •°L4 I�'a.51�• 251-81 Education and Certifications: ✓ NIS, Coun-elins_ Norihridec State University. CA, =.0 GPA ✓ BA Histon•. San Dieeo State University ✓ California l-rfehme Tenhing Craiential Kev Achievements: ✓ Founded thr- emuloymen t rIi ' ore.mi 3Sious ✓ Key nlaver inth-2 del-lopment of international Sta5w University tlainina nmerams ✓ 1l'rcr_ �cinnin¢ GSA Aw=d for Cathy.ton Enterprises, in:.. db:HB Sn5me City of Santa Ano RFP NO ISOM Professional Skills and Experiepce: Employment History: CA.THYJON ENTERPRISES, INC. dba HB STAFFING_ Huntington Beach, CA, 2000—Present, t ice?resideng Glf • Co -Founder • Manage daily operations, client relations, sales, s-rvice; rec-miting, accounting and back office a Write and Manage Government contracts HB Staffing assists hundreds of commercial: non-profit .and government clients in primarih• administrative, professional and light industrial specialties. SE\ILC ARS BY THE SEA / D\TERXATIONAL STAFFL;G LNIVERSITY, Huntington Beach: CA, 1995 - 2000, Srrfftr<f Industrt Tratner,Consuhan, • Manager operations of training construing organization. • Consulted and trained staffing industn• clients and professionals. • Sales, customer relations, and management expert • Wrote staffing manuals and featured in training D\ Ds CAREER PARTNERS, Thousand Oaks: CA 1987 - 2000. Founder Manager Founded outplacement enterprise serving primarily executive's seeking new employment. CatiiyJon Enterpiises, Inc, dtw. HBStalfing 16 oA551g>w.o,... ,ate OW ofSanfb Ana RFP NO 18009 a,e�, .v,..,� Ofpykn Enterprises, Inc.; dba. HB Staffing 17 251-83 Professional Skillszrid Experience: Education and Employment History: Certifications:, CATHYJON ENTERPRISES;. INC. dba HB STAFFING, ✓ BA, English Huntington Beach, CA, 2001 — Present, Staffing Manager Literature, Primary supervisor of daily client deve_ lopment, service, University of sales, and recruiting operations Minnesota Oversees daily recruiting activities of three recruiting staff Key Achievements: Primary contact for hundreds of commercial and government decision-makers ✓ Key player in HUNTINGTON HARBOUR TRAVEL, Huntington Beach, CA, developing a 1995 — 2001, Sales Representative multimillion staffing business • Contacted and serviced corporate and consumer clients. 'Managed staffing operation that achieved 96% CLASSIC PIZZA RESTAURANT, Huntington Beach, CA and 95% 1995-1999, Co-Owner / Manager Customer • Founded restaurant. Satisfaction Index . Hired staff, created menus, oversaw front and back of as measured by the business operations. .Dun &'Bradstreet, Open Ratings, 2009 and 2013. BLUM'S TRAVEL, Huntington Beach, CA, 1984 — 19951 Co-Owner/ Manager • Handled inside and outside corporate and consumer sales ,ate OW ofSanfb Ana RFP NO 18009 a,e�, .v,..,� Ofpykn Enterprises, Inc.; dba. HB Staffing 17 251-83 PROFESSIONAL SKILLS & EXPERIENCE: Education' Cypress Community EMPLOYMENT HISTORY: College 2011-2012 CathyJon Enterprises, HB STAFFING, Huntington Beach, CA s Business November 2012 — Present Management, 4.0 Operations Specialist GPA City of Santo Ana RFP NO 18008 , � CathyJon Enterprises, Inc., dba. HS Staffing 18 son sc.: • Responsiole for payroll S invoicing for 175-225 Commercial, County, Federal and Averds& Public Agency employees. Accomplishments: 0 Oversee collections for County of Orange and x%eekly credit card transactions. • Project manager for two major contracts, City of Ile%xporl and LA Air Force, r_tssv. r.cr a Lead implementer ofPeo leltel %online em loy ee hours S authorization portal', and P P G i .=r CCyFe_•.r?% Coastal Payrollpayrolliing S onboarding system, • Perform clerical support functions including filing, general vord processing. maintaining logs and other. Vk !c _ • Assist vilh %wekly payrol duties such as cooecling. sorting. batching, and input of tr'' -s•t•.:axr employee hours; printing required reports and checks. entering credit card transactions, bank deposits, entering accounts receivable and m as outs of checks ` and invoices iAccuracy is paramount in these activities.; • �^coy�:f t•.e 1�c-r-,, •u e 1s^'�_r.e KNOTT'S BERRY FARM Buena Park. CA November 2006 - 2013 ,: 1 Human Resources :_^•i:et•7 zx_ DISNEYLAND, Anaheim, CA %larch 2003— Odober 2006 Warehouse Inventory Controller City of Santo Ana RFP NO 18008 , � CathyJon Enterprises, Inc., dba. HS Staffing 18 son sc.: References Contractors Experience Lista minimum of three (3) references for similar work. Six (6) references fisted below. CathyJon Enterprises Inc., dba. HB Staffing has performed with superior results on .projects of, similar size and complexity. Client - Contact Information Project Description Dates Contract Value City of Santa Ane Margaret Mercer Manager - Admin Services Receptionist- Handle,large volume of visitors/phone calls, take messages, (714)647.5050 answer routine questions, assist in preparation of routine reports, asse'mble' mmercernsanta- mailings, keep records, log and distribute mail. angor Michael Lizarraga Administrator 2 years of experience involving public contact, handle fast pace environment, (714)647-5671 provide professional, helpful service to customers. Knowledge of business . mlizarrtaa aosanta• English and arithmetic, good communication skills. ana.or 211212616 to Present San Diego County Water Authority This agency provides a safe and reliable -supply oif Water to its member agencies serving the San Diego region. Jackie Carmbr�a Supervising Two contracts for primarily administrative services: July 1, 2015 to June 30, Management Analyst 2017 and (currenUnew) July 1, 2017 to June 30, 2019 (858)522.6651 Sr Office Assistant - Office Assistant 1,11- Administrative Assistant lcarmooaCn�sda:a.ora Answer phones, copying, scheduling meetings, meeting set-ups, routine 712015 to Present correspondence, proofing, etc. Value: 5200,000 Cemtek Environmental Inc. is.a leading supplier of Continuous Cemtek Emissions Monitoring Systems (CEMS), CEMS Service,' CEMS Environmental, Inc. Upgrades, CEMS Instruments and Process dnstrumentaiion and ' Ingrid Schutz Analyzers. (714)437.7100 ,c,. Cemtek- Environmental Inc. (CEI) has a highly skilled engineering and field- service department, and related support/administrative services.. 2011 to Present . Staffing Required/Placed: Accounting Staff, Administration, Field Service, Value: 8534,011.00 Technicians, Assemblers, CAD Drafters, Shipping and Receiving ._: GtyoJSanto Ana RFP M1'078009 Cgthidm Enterprises, inc.. dba, HB Staffing' 19 251-85 County of Orange County Executive Offices / IT 19 Subordinate Temporary Staffing Agreements: Lisa Do Positions: Secretary 1. 11, Office Specialist, Staff Analyst performing (714)834-685i accountant functions: LIsa.Da(aceoit.ocoav Offce'support (typing, filing, phones, correspondence, etc.) and :accounting .cam functions. 1 Ofid to Present Value; $212,715.00 JC Squires: Financial Manager County of Orange - 3 Subordinate contracts: Treasurerrrax Collector Staffing required: Accountant 1 — reconciling•accounbng'records, compiling data, (7-14)' so' preparing monthly reports, data Verification. research, posting,. exposure to cash Jc.sau'iresrattc.ocao flow work. V,com 2110 to Present Investment Manager to oversee investment functions for the Department. '•Value; 543.428:00 Patti Owens - Supervisor 10 Subordinate contracts: County of Orange County Counsel Secretary 1 and ill, Office Specialist,'Office Assistant, Duties in the Counsel offic e: reception, data entry, answering phones, light (714) 934-03 clerical supporUfront desk Palli.oWen7sr _coco.o8 Specialist and Secretary duties: Prepare legal documentation, prepare forms, tooV.cam 11114 to Present phone work, work with sensitive material (termination of parental rights -etc), Value: 559,883,00 Basic computer skills, upbeat personality, professional — dt r [iryoJSonta Ana RTP.NO 18009 �, , � ,tio....,, t:athyJon Enterprises, Ina, dbo. HB Staffing 20 251-86 Appendix ATTACRMENI'5: CERTIFICATIONS Irerunve this nolo n•herr asseniblingAgr•eenrentf NQN-C0Ij,jrSI0N AFFI6AVIT (Title 23'United States Code Section 1 12and Public'Conlract Code Section 71.06) 'In conformance with Title 23 United Slates Code Section 112 and Public Contract Code_ 7106 the BIDDER declares that the bid is not made in the ihtercM, of or on behalf of. any undisclosed person, partnership, company, association, organization, or corporation: that the bid ig.genuinc and not collusive or sham; that the BIDDER has not directly or indirectly induced or solicited any other BIDDER to put in a false or sham bili, and has not directly or indirectly colluded, conspired, connived, or agreed with any BIDDER or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the BIDDER has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the BIDDER or any other BIDDER, or lo' fix any overhead, profit, or cost element of the liid price, or of that of any other BIDDER, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the BIDDER has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid. Note: The above Non -collusion Affidavit is part of the Proposal. BIDDERS are cautioned that making a false certification may subject the certifier to criminal prosecution, Signed Slate of California County of foeL�� Subscribed and'swo n to,(or affinmcd) before ancon this �� day of Ft+ +7H! 20(9 by satisfactory evidence to be the person(s) who appeared before me C�Yot6ry Public Signature proved to me on the basis of Qu;�ro" JENNIFER J. KIM COnN.A 2194541). 'n N4eOnus mL 2qm G:ur, E>P. Acn, p9, mn i r5 City of Santa Ana RFP 15-009 NON-LORRYING CERTIFICATION The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief._ that: (1) No Federal appropriated finds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency. a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the ntnking of any Federal loan, the entering, into. of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract,. grant, loan, or cooperative agreement. (2) Ifany 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 Federal 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, or cooperative agreement. the undersigned shall complete and submit Standard Form -LLL, "Disclosure of Lobbying Activities." in conformance with its instructions. This certification is a material representation of fact upon which reliance was placed when this transaction Was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 3 L U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than S10,000 and not more than 5100.000 for each such failure. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed. S100,000 and that all such subrecipients shall certify and disclose accordingly: Signed: - r n �= Title; S - art%{ 1 " Firm: I/,,f. ,.�.. L •. �'. !off _' t` , /fl_ J bate: City of Santa Ana RFP 18-009 ___ 261-88 The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows: L The Consultant shall not discriminate against any employee or applicant for einploynicnt because of race, color, reli_,ion. sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees arc treated during employment without, regard to their race, color, religion. sex, or national origin. Such action shall include, but nor be limited to, (lie following: employptent_ upgrading, demotion, or transfer, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment. notices to be provided setting forth the provisions of this oondiscritmination clriuse. 2 The Consultant shall, in all solicitations or advertisements for employees placed by or on Behalf of the Consultant. state that all qualified applicants will receive consideration for employment withoia regard to race, color, religion, sex, or national origin. 3. The Consultant shall send to each labor union or representative of workers with which hetshc has a collective bargaining agrcenunt or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Consultant's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. The Consultant shall comply with all provisions of Executive Order 11240 of September 24. 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor_ 5. The Consultant shall famish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations. and orders of the Secretary of Labor, or,pursuanl thereto. and will permit access to his/her books, records. and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and urders, 6. in the event of the Consultant's non-compliance with the nondiscrimination clauses of this contract or with any of the said rales, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 or September 24, 1965, or by rule. regulations, or order of the Secretary of Labor, or as otherwise provided by law. City of Santa Ana RFP 17-094 2'51!$9 7. The Consultant shall include the portion of the sentenceimmediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will he binding upon each subcontract or purchase order as the administering agency may direct as means of enforcing such provisions. including sanctions for noncompliance; provided, however, that in the event tho Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United Stales enter into such litigation to protect the interests of the United States. R. Pursuant to California labor Code Section 1735, as added by Chapter 643 Slats. 1939, and as amended, no discrimination shall be made. in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry. physical handicaps, mental condition. marital status, or sex of such persons, exeepi.as provided in Section'1420, and any consultant of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter. Title: •' S • . �r :f /f Finis: (l '+���-; r :,'7� / �_•,•"1-1' _ F'S. Ar- Date: CDale: City of Santa Ana, RFP 18-009 Pat,c 28 251-90 Appendix .ATTACIiMENT 2: REQUIRED QUESTIONNAIRE 1. Please provide a brief description of your agency's recruitment process'for staffing. R6cruirino best practices today requires anticipating client needs. Our, highly experienced/trained recruiting 'team executes a recruitment strategy crafted to identify and onboard ''highly .qualified" candidates relevant to customer requirements. (Note: We service the County of Orange as well as nearby City of Anaheim for exactly the same types of classifications so we are air adv heavily recruiting in the Santa Ana City region.), On a weekly.basis, we identify the categories, •qualities and.sk!II levels -of candidates we need to recruit in order to,supp!y our clients the candidates they need to achieve their goals on timely basis. In addition to,our own robust.pool of'.pre-qualified candidates, we utilize a wide variety,of recruiting.venues including: Social networking sites (Facebook, Twitter, etc), job fairs, newspapers, customer and employee referrals, colleges and universities; employment offices & job developers, .community•memberships/events, technical%trade schools, local papers, church advertising, college career placement recruiting venues and events and other local educational institutions. An average, ZS% of our new recruits coma from referrals from other successful candidates .and from our clients and corimiunity sources. Our new candidate weekly intake !s approximately 75 pre:qualified candidates that fit our client and job family specialties. Selection of the finest available candidates happens through a rigorous vetting process designed to assess, applicant/candidate experience, skills, work history, performance on the job (reference checking), and language capability. We utilize IBM Kenexa Proveltl testing software to assess applicant and candidate knowledge and skill areas.. Recruiting, Amlication and Selection Process: a) We conduct passive and Active Recruiting by: a. Searchine our internal database of candidates and employees, as well as eMernal venues (Indeed, Unkedln, Cra!gslist, college databases, etc:'tor'candidees. b. We advertise for candidates that we hire & and place daily—as well as for candidates that have fit specialized client job requisition tr!teria c. We network through various job fairs, local charity events (Women Helping Women, Assistance League, etc.) and community events (Rotary, Chamber oIF commerce) d- We utilize local Job Developers to assist in recruiting applicable candidates e: We connect with Adult Schools, Universities and colleges'to recruit candidates 6) 'Whe.nWe find suitable applicants we prescreen them by questlonnalre and phone C) We assess applicant's qualifications and resume, -reviewing location, stability; experience, capabilities, skills, education, special skills and'wow"factors d) Applicants who pass our Pre=Screening complete ourOnlir}e Application e) Applicants are invited in to our office's where. we conduct a ;behavioral Interviews and review their personal presentation f) Applicant then completes Skills Assessment (Kenexa Provgit! Soi2vrare testing .relevant to tfie)r.' potential fob duties) Gly of Santa Ana RFP NO 0008 ,,a...r,. rnthylon Enterprises, tnc., dba.HB•Stafjmg 2$, - ;.I?irn{yl 251-91 I ) We conduct 3-5 reference checks to verify applicant disclosures 'h) When all 'Hire Criteria' have been met they become a 'candidate, in our system and available for placement 1) When the candidate is selected for a position, we'onboard' them: obtaining /verifying •their 1-9 and. direct ceposit-deta!(s; provide access to their online time management and payroll system (including their employee handbook that encompasses all information pertaining to our procedures, Family Leave, Safety, Confidentiality, Sexual Harassment information,•etc.) j} When we receive a client job requisition we survey our database and/or recruit as described above using customer job -centric screening criteria k)We comply with 2018 State of Callforriia,laws•regarding background checking which we conduct after the candidate is selected fora job 1) Candidate starts'their new job and we check with their supervisor at or about the start.time to ensure 'the candidateis punctual and appropriately undertaking their new duties m) We conduct Quality tontrol Follow-up calls to ensure that the zniploye_ is:a good fit for the position. 2. A brief description of the agency's initial testing procedures of assessment for temporary staff including testing required by law (i:e.• job specific, background cheeks, DMV,checks, etc;) Applicant job skill and software abilltiesare tested using Kenexa Provelt!, the most robust software and job skills testing system available. Office -related candidates are generally tested on Excel. Ward; and data entryaccuracy and speeds. Depending on the need of the client, applicants may be administered typing speed tests, as well as tests.that evaluate applicantjob specific knowledge areas in accounting, customer "service, and legal areas. Higher level skills required by a client are accommodated by Kenexa ProvelTI, as the software -provides beginning, mid and power level skills' testing in the Microsoft Office packages. As described in.g1 above; we comply with 2018 State of California law — ("Starting Jon. 1,2018 employers in the state will be hnnned from asking job applicants about theircriminal history before making a conditional offer'of employment or from inquiring, about applicants' salary history-'),— unless public agency; county, c!tyor federal regulations overrule the California law. DMV checks are conducted per client requests. 3. Explain your agency's verification of typing speed,, testing for bilingual and MS Office abilities — how are these verified and.tested by the agency? Kenexa Proveltl Provides typing speed testing and testing for all.'of the Microsoft Office suites from the year 2000 to present. In addition having bilingual staff who are capable.of verifying the bilingual. abilities of -our applicants, and candidates,. Kenexa Proveltl also provides 'foe call center Spanish -English Bilingual (audio),.SpanNh Analytical Skills; Spanish Arithmetic,' Spanish Basic Gly bjSantaAho RFPV018009n...,. >„,.,;,, Cothylaa Enterprises, 611r., dbn. HBStaffIng .26 rano, •:.....,. I A.”. WAI _ 2.5.1-92 4. Description of the benefits paid to temporary staff employees; list out by line if agency pays for this benefit or temp staff pays for the benefit including timeline of employment to receive benefit. Temporary Staff Employee benefits include: free resume assistance, software skills tutoring available through Kenexa Proveld, a personal online portal to make changes in their personal information including taxes, phone, address, etc. In addition we notify our staff of opportunities and changes using texting add email. We provide check, direct deposit, and paycard; weekly compensation. • Employees "receive paid holidays after 1000 hrs of work Employees receive end of yearbonus's ($10D-$250) -1960 hrs threshold • United Health Care Gold Package medical coverage is offered to eligible employees based on 390 hrs of work accumulated over three months + .Employees receive up to 24 hours of paid sick leave per year 5. Please provide your process for temporary staff calling out sick, no shows, hot Working out (either on temporary worker side or City side) and returning City property. Prevention: a) Reliability, punctuality and attendance of temporary staff — These are basic but important work characteristics that we quest'on, obtain reference feed -back, and stress to our candidates / employees — throughout the prescreening, placement and post -placement stages. To measure these key factors we make 'quality' calls to clients on a weekly and bi-weekly'basis (as the client allows). Where we find a customer concern, we counsel the employee immediately, log this into their records, and provide ongoing support and follow-up to our customer to ensure the problem is resolved quickly. In certain work situations we have found it useful to predicate pay increases based upon attendance, punctuality and reliability. b) Bas -c workplace 'soft' skills i.e. cooperation, communication skills, customer sere ce and time management — Our proactive approach to ensure that these skills are at appropriate levels, is to 1) specifically name these skills in our advertising; 2) initially screen for these skills (using behavioral interview techniques where we listen for, as well as query for examples of these skills in use in current or previous positions); 3) reference check for these skills from former employers, and 4) Where suitable, request candidates to complete Kenexa Provelt! assessments that measure skills required in the job. Reaction to Temporary Staffing Calling Out Sick: We open our offices at 7:00am to field any call outs for our field staff. When we receive a call out we email and call the client to inform them of the shortfall. At the same time we offer to substitute a new temporary person. Then we contact the employee to determine the seriousness of their reason for absence and their timeline plan to return to work. If the employee is able to return to work we contact the client to let them know when the employee will return. If the timellne Works for the client we confirm to the employee the expectation of the client and confirm same to the client. No Shows are rare but they do happen. When a temporary staff falls to call or.show up to work the client calls to inform us. We immediately offer a replacement. Following the client call we contact the candidate to check on their situation. Because we do value each vetted candidate very highly we work to understand their no show situation. Where the circumstances they describe are corroborated and/or reasonably plausible we counsel them and maintain their place in our pool of available candidates. Where the City ofSanm Arta RFP NO 18009 v r..u, .v.:.- Catbylon Enterprises, Inc., dbo. H65toffing 27' 251-93 candidate exhibits no remorse or fails to offer a reasonable excuse they are entered in our system as 'do not use'. 6. Indicate below the name of the person who will be responsible for administering the contract, if awarded, Also include the person's title, telephone number, address and email address a Cathy Volpe is the company President and oversees client satisfaction with public agency, city, county and federal agencies. Cathy is the primary contract administrator. o 714-960-2800x803 0 2120 Main Street Ste 250, Huntington Beach; CA 92648 o cvee6@hbstaffine.com INTENTIONALLY LEFT BLANK City a/Santa Ana RFP No Z8009 CbfhyJon Enterprises, Inc., dbn. HB Staffing 't'At)t 251-94 Appendix ATTACHMENT 3: COST PROPOSAL FORM THE FOLLOWING PROPOSAL PRICING 140ST BE BASED ON THE CITY'S WORD SCHEDULE AND DETAILED CRITERIA AS LISTED IN THE SCOPE OF SERVICES SECTION OF THIS REQUEST FOR PROPOSALS. ALL FEES AND EXPENSES MUST EW INCLUSIVE OF ALL APPLICABLE TAXES, LABOR ETC - *Please explain briefly in detail your policy and pricing on the hiring or your temporary wodceis. `PRICING CITY OF'SANTAOvertime °Direct Hire Fee (Please Explain Below) Minimum Number of Hours to be worked by HB Staffing Employee to Waive Fees: Our temporary employees may be placed on the City's payroll without a fee after comaletine 5.20 workine, Mark= ANA Hourly Pay Rate Min Bill Max Bill Mark-up- OvertimeBillRIle u_p=46%a.ofOT CLASSIFICATION fee is 15% of the candidates annual gross earnings. This includes.carldidates who have been referred for Rate Rate - pay rate _ Min to Max $50,000 salaryx 15%=$7,500 fee to HB Staffing Pricing shall remain firm for the entire first term of the Agreement. Min to Max We understand that if government-tnandated costs or expenses are enacted during the contract term, Adniiuistrative16.50 respondents will be allowed to request rate increases to cover these higher rates, upon review and l8.50 24.09 I 2iAl 4G/o 36.14• 40:52 46% Assistant SerforAdministrative19,00 22.00 27.74 32.12 96°io 43.61 46:18 46°la Assistant ,I Office Specialist 14.00 1.6.00 20.44 23.36 I 46% 30.66 35.04 i 46% Accounting Assistant 17,00 19.00 24.82 27.74 46'40. 37.23 41.61 466A Accountant 26.00' 30.00 37.96 43.50 460A 56.94, 65.70 460/6 Accounting Specialist 20.00 24:00 29.20 3 qi4 46%n. 43,80 .5256 46% Legal Secretary 23.00 26.00 33.55 37.96 46% 50.37 56:94 46% Provide markup percentage rate agency will utilize to negotiate 46%prices for positions not listed above *Please explain briefly in detail your policy and pricing on the hiring or your temporary wodceis. -Page 16 251-95 PRICING °Direct Hire Fee (Please Explain Below) Minimum Number of Hours to be worked by HB Staffing Employee to Waive Fees: Our temporary employees may be placed on the City's payroll without a fee after comaletine 5.20 workine, hours with the City. DIRECT HIRE PLACEMENT Direct Hire Services: Should the City wish to hire a candidate referred by H6 staffing Immediately/directly to their payroll, the fee is 15% of the candidates annual gross earnings. This includes.carldidates who have been referred for any position within one (1)year cf our most recent communication to the City relevant to such candidate. Example of Fees: $40,000 salary ii 15%= $6,000, fee to HB Staffing $50,000 salaryx 15%=$7,500 fee to HB Staffing Pricing shall remain firm for the entire first term of the Agreement. We understand that if government-tnandated costs or expenses are enacted during the contract term, respondents will be allowed to request rate increases to cover these higher rates, upon review and approval from the City. (Per the City's response to Question 19 in Addendum #2. -Page 16 251-95 PRICING Additional fee for BILLINGUAL? No Fee t (N a of t Offeror) By: (Signature of offerorr's Representative) Title: (/ /'to -5 Date: -,— , — �0 Ciiy ufSanla Ana RFP I8-009 Page 17 PRICING LIVE SCAN BACKGROUND CHECK No Fee PRICING Additional fee for BILLINGUAL? No Fee t (N a of t Offeror) By: (Signature of offerorr's Representative) Title: (/ /'to -5 Date: -,— , — �0 Ciiy ufSanla Ana RFP I8-009 Page 17 Bankof fterica - January 23, 2016. Cathyjon Enterprises, Inc. 2120 Main St Ste 250 Huntington Beach, CA 92648 RE: Renewalof$250,000.00RevolvingLine ofCredit .Loan Number: 16-0001695545 Dear Catherine g. Volpe: We are pleased to inform you that Bank of America is granting your loan request. Enclosed are the documents necessary to finalize this loan. You can view your eligible !lank of America line of credit information free ;of charge through our online channel, Business Loans Manager. If you.area Small Business Online Banking user and automatically quarify, simply click on the Business loans link from your Accounts Overview page. The documents are time sensitive and therefore require your immediate attention. Please review the documents oarefully.'lf you have questions about the terms of your request or other banking needs, please call me at 868-6525000, Ext. 8761 to discuss. Your package Includes tba following document*.-, 1. Disbursement and Fee Statement (1) 2. Amendment to Loan Agreement (1) 3. Security Agreement (1) Immediately after execution of all documentation, please return the signed and dated documents in the prepaid United Parcel Service envelope provided for your convenience. If you would like to schedule a UPS pickup, you may call 1 -800 -PICK-UPS (1.800-742-5877). Please ensure the original loan document(s) are returned and any copies made are kept for your records. The executed documents should be received by the Bank within 10 business days from the date of this letter. If the executed documents are not returned by this date, the terms and conaittons of this loan request are subject to change. Important Information • To access funds, call 1-B88-852-5000 to speak with a service representative. An automated service Is also available. Please ask the service representative to set you up with a User ID and PIN. Thank you for allowing Bank of America the opportunity, to serve your financing needs. We look forward to providing all of your banking needs in the future. Sincerely, Yen Grrag^er VP; Small Business Client Manager TwBarCodeClosing Instructions 251-97 Cath_yJon Enterprises,. Inc. DBA: HB Staffing Public Agency Staffing Solutions (PASS) DIFFERENTIATORS Founded 2000, Cathylon Enterprises, Inc., dba HB Staffing, is a Woman - Owned, Small Business Enterprise (SBE); headquarters Huntington Beach, CA. We are a full service staffing and solutions provider to commercial, non-profit, public agency and federal government agencies throughout the U.S. We are SBA Certified WOSB/EDWOSB and WBENC (Women's Business Enterprise National Counsel) Certified. Our PASS (Public Agency Staffing Solutions) Division focuses -on recruitment and placing administrative, professional/management and trades/labor personnel with cities; municipalities, utilities, ports, counties and other public entities. Dun & Bradstreet Open Ratings. scored our Customer Satisfaction Performance Ratings: 96%/95%, placing us in the top 4-5% of staffing services. Who We Serve: ,Services We Offer: • City Governments Temporary Staff • .County Governments • Contract Staff • Special Districts • Temp -To -Hire • Colleges & Universities • Direct Hire • Other Public/Government Agencies • Executive Search • Corporations/Business Enterprises • Payroll Services CURRENT & PAST PERFORMANCE Since 2000, we have placed thousands of temporary/direct hire personnel with over 500 commercial companies /public and government agencies, including: • County of San. Diego -30 Departments/Sections • Cities of Huntington Beach, Anaheim, Murrieta, Newport Beach, Irvine • Southern California Association of Governments (SLAG) o County of Orange, CA -35 agencies/departments • San Diego County Water Authority • San Diego County Port District • Department of Agriculture —Yakima, WA and Salinas, CA ■ Department of Homeland Security - Dallas,TX • Department of Interior— Washington, DC and MT • Department of Justice — Seattle, WA • Department of Labor—Seattle, WA • Department of the Navy, Monterey, CA • U.S. Air Force — Los Angeles, CA Contact Cathy Vee— cvee(ahbstaffine.cam orlon Paul—ivaul@hbstatfine.com 714 -960-2800— 2120 Main Street, Ste ZSO, Huntington Beach, CA 92648 251-98 CATHENT-01 PPISANO I i .44Cof2v' CERTIFICATE OF LIABILITY INSURANCE DATE(MMIY8 04l241201 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: if the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT (PAHOIN o, E,n : (714) 779-2000 ui. No :(714) 779-4129 CTK North American Insurance Services, LLC I INSURICA 1240 North Lakeview Avenue, #240 Anaheim, CA 92807 E -MAI INSURER(S) AFFORDING COVERAGE NAIC p INSURER A: Zurich American Insurance Company 16535 INSURED INSURER B: American Guarantee and Liability Ins. Co. 26247 INSURER C: CathyJon Enterprises, Inc. INSURER D: 2120 Main Street, Ste 250 Huntington Beach, CA 92648 INSURER E INSURER F: 0510112018 COVERAGES CFRTIFICATF NI IMRFR- REVISION NUMBER - THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REOUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECTTO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR 11R.A TYPE OF INSURANCE ADDL SUBR POLICY NUMBER POLICY EFF POLICY UP LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE 11000,000 DAMAGE TO RENTED 100,000 PREMISES (5, occurrence) CLAIMS -MADE �X OCCURX PRA590649205 0510112018 05/0112019 MED EXP (Any oneperson) 10,000 PERSONAL B ADV INJURY 1'000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE 2,000,000 PRODUCTS - COMP/OP AGG 2,000,000 X POLICYjECT " LOC ABUSIVE ACTS 1,000,000 OTHER- A LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 BODILY INJURY Per erson $ ANY AUTO PRA590849205 0510112018 0510112019 BODILY INJURY Peraccident $ POMOBILE OWNED SCHEDULED AUTOS ONLY AUT OSWNE PeOaoc tlent AMAGE $ AUTOS ONLY X 00 ONLY B X UMBRELLALIAB OCCUR EACH OCCURRENCE 11000,000 AGGREGATE 11000'000 EXCESS LIAB X CLAIMS -MADE UMB649949905 05101/2018 0510112019 DED X I RETENTION$ O WORKERS COMPENSATIONPERISTATU OTH- ER AND EMPLOYERS'LIABILITY YIN AAWPROPRIET RJPREARTNER ECUTIVE ❑ (Mantlstory In NH) NIA E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYE E.L. DISEASE -POLICY LIMIT byes. descnbe under DESCRIPTION OF OPERATIONS below A Crime PPA590849205 0510112018 0510112019 $2,500 ded 50,000 A Professional Liab. PRA590849205 05/0112018 0510112019 $1 MI$2M DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101, Additional Remarks Schedule, maybe attached if more space is required) The City of Santa Ana, Its officers, employees, agents, and representatives are named as additional Insured as respects to general liabilty. The City of Santa Ana shall be goven 30 days written notice of cancellation. Insurance afforded is primary and non-contributory. Separation of Insured endorsement. CERTIFICATE HOLDER CANCFI I ATION ACORD 25 (2016103) ©1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and Ic psi rerVilyed marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Santa Ana THE ACCORDANCE WITH THE POLICY PROVISIONS.TION DATE THEREOF, CE WILL BE DELIVERED IN 20 Civic Center Plaza Santa Ana, CA 92701 AUTHORIZED REPRESENTATIVE 1 ACORD 25 (2016103) ©1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and Ic psi rerVilyed marks of ACORD Other Insurance Amendment - Primary And Non -Contributory ZURICH" Policy No. I Err. Dale of Pot. Exp. Date of Poi. E0. Date of End. Producer No. Addl. Prem Retum Prem. PRA590849205 5/1/18 5/1/19 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. Named Insured: Cathylon Enterprises, Inc, Address (Including ZIP Codep 2120 Main Street Suite 250 Huntington Beach, CA 92648 This endorsement modifies insurance provided under the: Commercial General Liability Coverage Part 1. The following paragraph is added to the Other Insurance Condition of Section IV • Commercial General Liability Conditions: This insurance is primary insurance to and will not seek contribution from any other Insurance available to an additional insured under this policy provided that a. The additional insured is a Named Insured under such other insurance; and b. You are required by a written contract or written agreement that this insurance would be primary and would not seek contribution from any any other insuranceavailable to the additional insured. 2. The following paragraph is added to Paragraph 4.b. of the Other Insurance Condition of Section IV • Commercial General Liability Conditions: This insurance Is excess over: Any of the other insurance, whether primary, excess, contingent or on any other basis, available to an additional insured, In which the additional insured on our policy is also covered as an additional insured on another policy providing coverage for the same 'occurrence", offense, claim or "suit'. This provision does not apply to any policy in which the additional Insured is a Named Insured an such other policy and where our policy is required by written contract or written agreement to provide coverage to the additional insured on a primary and non-contributory basis. All other terms and conditions of this policy remain unchanged. U -GL -1327-B CW (0413) Includes copyrighted tnaredal of Insurance Services Office, Imo. with its Pamision. Page 1 of 1 251-100 Endorsement N Cancellation By Us Potiey No. E(LDaaorPol I Exp.DateorPot. I ER.DatcofEnd. PmducwNo. Add[ Nem. meNm Pam. PRA590849205 b/1/18 1 5/1/19 Named Insured and Mailing Address: Cathylon Enterprises, Inc. dba HB Staffing 2120 Main Street Suite 250 Huntington Beach, CA 92648 Producer: World Wide New York Insurance Services, Inc. 68 South Service Road Suite 235 Melville, NY 11747 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. This endorsement modifies insurance provided by the following: Boller and Machinery Coverage Form Business Auto Coverage Form Commercial Crime Coverage Form Commercial General Liability Coverage Form Commercial Inland Marine Coverage Form Commercial Property Coverage Form Farm Coverage Form Garage Coverage Form Liquor Liability Coverage Form Motor Carrier Coverage Form Pollution Liability Coverage Form Products/Completed Operations Liability Coverage Form Truckers Coverage Form SCHEDULE Number of Days' Notice: 30 Any person or organization with whom you have agreed to provide 30 days prior written notice of cancellation, as Identified on the list of such persons or organizations that is currently on file with the company (If no entry appears above, information required to complete this Schedule will be shown in the Declarations as applicable to this endorsement.) For any statutorily permitted reason other than nonpayment of premium, the number of days required for notice of cancellation, as provided in paragraph 2, of either the CANCELLATION Common Policy Condition or as amended by an applicable state cancellation endorsement, is increased to the number of days shrew in the Schedule above. Signed by: Authorized Representative Date 251-101 U411 -298a CW (04.94) Page 1 of t POLICYNUMBER: ' PRA590849205 COMMERCIAL GENERAL LIABILITY CG 20 26 07 04 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - DESIGNATED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Organization(s) Any person or organization who you are required to add as an additional insured on this policy under a contract or agreement shall be an Insured, but only with respect to that person's or organization's liability arising out of your operations as a "Staffing Service" or premises owned by or rented to you. Informal on required to complete this Schedule, if not shown above, will be shown in the Declaretions. Section 11 . Who Is An Insured is amended to include as an additional insured the person(s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury", 'property damage° or "personal and advertising Injury' caused, in whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: A. In the performance of your ongoing operations; or B. In connection with your premises owned by or rented to you. CG 20 26 07 04 © ISO Properties, Inc., 2004 Page 1 of I 251-102 (3) When this insurance is excess over other c. We have issued this policy in reliance upon insurance, we will pay only our share of the your representations. amount of the loss, if any, that exceeds the7 Separation Of Insureds I j sum of P Except with respect to the Limits of Insurance, and (a) The total amount that all such other any rights or duties specifically assigned in this insurance would pay for the loss in the Coverage Part to the first Named Insured, this in - absence of this insurance; and surance applies: (b) The total of all deductible and self- a. As if each Named Insured were the only insured amounts under all that other in- Named Insured; and surance. b. Separately each insured against whom claim (4) We will share the remaining loss, if any, 's is made or suit" is brought. " with any other insurance that is not de- scribed in this Excess Insurance provision 8. Transfer Of Rights Of Recovery Against Others and was not bought specifically to apply in To Us excess of the Limits of Insurance shown in if the insured has rights to recover all or part of the Declarations of this Coverage Part. any payment we have made under this Coverage c. Method Of Sharing Part, those rights are transferred to us. The in- sured sured must do nothing after loss to impair them. At If all of the other insurance permits contribution our request, the insured will bring "suit" or transfer by equal shares, we will follow this method al- those rights to us and help us enforce them. so. Under this approach each insurer contrib- utes equal amounts until it has paid its applica- 9. When We Do Not Renew ble limit of insurance or none of the loss If we decide not to renew this Coverage Part, we remains, whichever comes first. will mail or deliver to the first Named Insured If any of the other insurance does not permit shown in the Declarations written notice of the contribution by equal shares, we will contribute nonrenewal not less than 30 days before the expi- by limits. Under this method, each insurer's ration date. share is based on the ratio of its applicable lim- If notice is mailed, proof of mailing will be sufficient it of insurance to the total applicable limits of proof of notice. insurance of all insurers. SECTION V — DEFINITIONS 5. Premium Audit 1. "Advertisement" means a notice that is broadcast a. We will compute all premiums for this Cover- or published to the general public or specific mar - age Part in accordance with our rules and ket segments about your goods, products or ser- rates. vices for the purpose of attracting customers or b. Premium shown in this Coverage Part as ad- supporters. For the purposes of this definition: vance premium is a deposit premium only. At a. Notices that are published include material the close of each audit period we will compute placed on the Internet or on similar electronic the earned premium for that period and send means of communication; and notice to the first Named Insured. The due date b. Regarding web -sites, only that part of a web - for audit and retrospective premiums is the site that is about your goods, products or ser - date shown as the due date on the bill. If the vices for the purposes of attracting customers sum of the advance and audit premiums paid or supporters is considered an advertisement. for the policy period is greater than the earned premium, we will return the excess to the first 2. "Auto" means: Named Insured. a. A land motor vehicle, trailer or semitrailer de - c. The first Named Insured must keep records of signed for travel on public roads, including any the information we need for premium computa- attached machinery or equipment; or tion, and send us copies at such times as we b. Any other land vehicle that is subject to a cwm- may request. pulsory or financial responsibility law or other 6. Representations motor vehicle insurance law in the state where By accepting this policy, you agree: it is licensed or principally garaged. a. The statements in the Declarations are accu- However, "auto" does not include "mobile equip - ment". rate and complete; b. Those statements are based upon representa- tions you made to us; and Page 12 of 16 © ISO Properties, Inc., 2006 CG 00 01 12 07 ❑ 251-103 251-104 Exhibit 5. Helpmates Proposal in Response to RFP PROPOSAL Specifically prepared for: City of Santa Ana alt�es:p.�,m - Staffing Services REQUEST FOR PROPOSALS RFP NO.: 18-009 FOR: TEMPORARY STAFFING SERVICES February 26, 2018 ORIGINAL 251-105 1. COVER LETTER February 26, 2018 City of Santa Ana Attn: Eva Goods, Buyer Purchasing Division 20 Civic Center Plaza, Room 429 Santa Ana, CA 92701 Dear Eva Thank you for this opportunity to provide The City of Santa Ana (City) with a proposal that outlines our detailed service capabilities. This customized proposal is our response to the City's RFP NO.: 18-009 for Temporary Staffing Services, demonstrating Helpmates intent to perform the services and qualifications for selection for the City. Helpmates understands the purpose of this Request for Proposal is to identify qualified Contractor(s) to provide professional temporary staffing services for the City of Santa Ana's employment needs. Temps will work under the City's 9/80 work schedule (Monday to Thursday 9 hour workdays, Friday 8 hour workday and closed every other Friday), although the requirements will fluctuate during the agreement period. We look forward to discussing with you in more detail how a partnership with Helpmates will give you the optimum in valued -added customer service, and the highest return on your staffing investment. We acknowledge receipt of all RFP Addenda. The contact person during the proposal evaluation, and who will have the authorization to bind the firm to the terms of the proposal with the City is Kevin Willard; his contact information follows his signature below. This letter also serves as our signed statement attesting that all information submitted with the proposal is true and correct. Sincerely, Kevin Willard Regional Director, Orange County Trust Temporary Services, Inc. (DBA Helpmates Staffing Services) Fed ID: 95-3537532 1200 Main Street, Suite B Irvine, California 92614 949-225-5025 direct phone 949-752-6888 phone 949-752-4900 fax Email: kwillard ),helumates.com This proposal shall remain valid for a period of not less than 120 days from the date of submittal. Helpmates Staffing Services 2 RFP 18-009 Response 251-106 2. TABLE OF CONTENTS 3. Exceptions to RFP Terms and Conditions............................................................4 4. Qualifications/Experience.......................................................................................5 General Overview of Helpmates History/Helpmates Profile..................................5 Description of Helpmates Financial Condition....................................................... 6 Helpmates Experience Related to the City.............................................................. 7 WorkPlan ................................................................................................................ 8 SpecialistRecruiting................................................................................................8 Candidate Selection Process.................................................................................. 11 Skills Assessment and Testing..........................................................................13 Communication Plan — Temporary Employee Ordering Process .........................13 The Lifetime Customer (TLC) Process.................................................................15 Method to Approach Quality, Budget, & Schedule Control.................................16 5. Key Staff.................................................................................................................20 6. References..............................................................................................................22 7. Certifications..........................................................................................................24 • Non -Collusion Affidavit • Non -Lobbying Certification • Non -Discrimination Certification 8. Questionnaire.........................................................................................................25 9. Pricing Proposal 30 HelpmatesSamples.....................................................................................................32 Helpmates Specialist Employee Handbook Example of Orientation Brochure, which will be customized for the City Example of Helpmates Specialist Employment Audit Form Example of Assignment Acceptance Start Sheet, Emailed to Specialist Example of Webtime Technology Electronic Timecard Timecard Awaiting Approval Pending Timecard Non Submitted Timecards and Pending Timecards Approve or Reject Timecard Timecard Approved Email Confirmation Example of Paper Timecard Example of Billing Invoice Example of Monthly Report Example of Seminar Flyer Helpmates Staffing Services 3 RFP 18-009 Response 251-107 3. EXCEPTIONS TO RFP TERMS AND CONDITIONS Helpmates has no exceptions to this RFP's Terms and Conditions. Helpmates Staffing Services 4 RFP 18-009 Response 251-108 4. QUALIFICATIONS/EXPERIENCE General Overview of Helpmates History Helpmates Profile Founded in Orange County, California in 1972, Helpmates of California was reformed in 1980 as Trust Temporary Services, Inc. a California Corporation, dba Helpmates Staffing Services (Helpmates). Over the past 45 years Helpmates has grown into one of the largest and most well respected regional staffing services in Southern California, staffing over 250,000 positions in a vast category of industries and governmental organizations. With our many years of progressive success, Helpmates is extremely confident in our ability to support the mission of the City in providing all of its facilities and departments with cost efficient, value driven and outstanding quality temporary and contract staff. Helpmates Company Information Type of Company: Corporation Full -Time Service Offices: Irvine 1200 Main Street, Suite B Irvine, CA 92614 Supporting Branch locations: Cerritos 13221 South Street Cerritos, CA 90703 Cypress 6101 Ball Road, Suite 101 Cypress, CA 90630 Buena Park 5600 Beach Blvd. Buena Park, CA 90621 Corporate Offices 1200 Main Street, Suite A Irvine, CA 92614 For over forty-five (45) years, Helpmates continues to deliver staffing solutions to a variety of businesses and government locations throughout Southern California. Our extensive Southern California customer base includes government entities, educational institutions, non-profit organizations, banking, finance/accounting and other service related industries. The majority of our staffing service clients utilize temporary staff in very similar positions and skill classifications, and require similar workforce management support as outlined in this RFP. Helpmates Staffing Services 5 RFP 18-009 Response 251-109 Our staffing service capabilities include: • Traditional intermittent temporary staffing • Special project staffing • Short notice, quick response emergency situation staffing • Temp -to -hire • Direct hire • Recruitment Process Outsourcing (RPO) • Worksite safety and risk management services, including consulting services • Staffing workforce management, performance matrix and executive consulting • Employment and career counseling related consulting services We are focused on consistently delivering the right staffing solutions. One measurement of our success in doing so is our national recognition by the independent professional survey firm, Inavero Institute (www.inavero.com). Over the last ten (10) years, based on very specific independent survey feedback, Helpmates has been recognized nationally in the top 2% of all staffing firms by our clients and temporary Specialists via the Inavero Institute and its national annual staffing customer and employee surveys. We consistently deliver what we promise, year after year, and our Inavero results confirm that we do deliver! Description of Helpmates Financial Condition Helpmates Staffing Services is a financially stable and consistently profitable organization. There are no outstanding conditions or known impeding issues that would impede Helpmates' ability to complete the contract. Helpmates most current Confidential Audited Financials are included on the following pages. Helpmates Staffing Services 6 RFP 18-009 Response 251-110 Helpmates Experience Related to the City Since 1972, Helpmates has been providing temporary, full-time and other innovative staffing concepts to a wide variety of private and public clients throughout Orange County and Southern California. As the needs of our clients and employees have developed and changed, sometimes with very little advance notice, Helpmates has proactively embraced a Continuous Improvement philosophy. This philosophy has allowed us to create and implement innovative solutions to staffing challenges, which directly benefits our clients and employees/Specialists. A few examples include: • Designing a staffing model that reduced overtime, increased productivity and saved our client over $2 Million annually in direct labor costs led by: o Mario Soto o Rosalie Villa • Identified and re -engineered a manufacturing process which reduced workers' comp frequency by 80%, increased employee satisfaction and reduced turnover by 50%, potentially saving millions of $$ in workers' comp costs, workplace related lawsuits and employee downtime. o Mario Soto o Helpmates Risk Manager • Identified and upgraded a recruiting and hiring process for a large project of clerical workers, which increased productivity by 35%, while reducing FTE headcount and employee turnover ... out of 26 staffing services used nationally, we were ranked number one! This effort was led by: o Mario Soto o Rosalie Villa • Embraced Federal Law and technological change and were one of the first staffing services in Southern California to combine E -Verify and Social Security matches to adhere to the Federal employment law, with no exceptions ... a commitment to practicing our Helpmates Value of Honesty and Integrity • Embraced technological change and invested early in the ability for candidates to utilize online tools to apply, take assessments and use all of the skill improvement training modules, at no cost to the candidate or Specialist • The first staffing service in Southern California to mandate gaps of employment verification as part of the hiring criteria to minimize the impact of predator candidates with Helpmates and our client worksites • The first staffing service in Southern California to implement candidate integrity testing, in addition to the myriad of other candidate checks, as outlined on pages 11-12. The first staffing service in Southern California to require all full time Helpmates staff to become Certified Staffing Professionals through the American Staffing Association and to maintain this credentialing as a condition of employment. Only 4% of the staffing companies in the industry actively promote this professional certification and employee development opportunity • One of only a few staffing services nationally (<100), and even fewer locally (<3) that are ASA Workers' Comp Certified for best practices and annually pass a rigorous worksite audit, out of 17,000 staffing services nationally • Helpmates is the first to earn Safety Standard of Excellence Mark From American Staffing Association and National Safety Council. The program was designed by Helpmates Staffing Services 7 RFP 18-009 Response 251-111 the American Staffing Association and the National Safety Council, and promotes Industry -wide Safety Best Practices. Our service model is ideally suited to those clients who have varied needs, in multiple locations, and require and value an extensive and consistent staffing process and program provided by their staffing partner, Helpmates WORK PLAN Helpmates Understanding of City Scope of Work Approach to Completing Work Specified in the Scope of Work First and foremost, as an EEO employer, we seek candidates from numerous civic, educational and professional sources. Helpmates does not discriminate in any form of recruiting or job order taking, and actively promotes and practices compliance with all Federal and State employment laws as it pertains to recruiting, assessing and selecting the best qualified candidates, without regard to sex, race, ethnicity, national origin, veteran status, disability, age, religion, or any other legally protected status. Our methods have one Mission: To maximize the City's performance by consistently sourcing and delivering the right talent and services in the most cost efficient and expedient manner. In order to achieve our mission as stated above, and to achieve the world-class results we have accomplished, our methodology is a multi -step approach which includes the following components: Helpmates Activities Undertaken in Completing the Work The Helpmates City Team Our success starts with our experienced Helpmates City Team, which is professionally trained and ASA CSP certified. A brief summary of their collective experience includes: • A Helpmates City Team with over one -hundred and thirty (130) years of combined staffing experience! • A Helpmates City Team of ASA Certified Staffing Professionals (CSP) • CSP designated Helpmates Senior Management Team actively involved in managing and supporting the Helpmates City Team Specialist Recruiting Second, the Helpmates recruiting process has a simple mission: Retain our current highly qualified Specialists, and attract the best possible flow of qualified candidates in the most efficient and expedient manner possible. As a means of distinguishing Helpmates from similar employers, we employ the following strategies to retain our outstanding Specialists, and to maintain a constant flow of qualified candidates: We offer unique employee benefits, including: ➢ Up to two (2) weeks/year Special Incentive pay for long-term employees ➢ Up to three (3) days or 24 hours of accrued CA Paid Sick Leave per year ➢ Holiday Pay Helpmates Staffing Services 8 RFP 18-009 Response 251-112 ➢ Affordable Care Act (ACA) compliant Healthcare ➢ Dental, Vision and Term Life Benefits ➢ 401Kplan ➢ Credit Union Membership ➢ Employee portal for ease of self -managing confidential employee data ➢ Long-term assignments ➢ Online Skills enhancement and training ➢ Customized employee orientations for varying work environments ➢ Workplace Safe Practices incentives ➢ Unlimited referral bonus program ➢ Employee of the Month recognition ➢ ASA National Employee of the Year recognition Helpmates Staffing Services 251 -113 9 RFP 18-009 Response The recruiting chart below highlights the most important resources of our recruiting and candidate flow strategy: Specialized Recruiting Sources; Trade/Vocation/Business Schools, Industry and Professional Associations # 1 Source is Employee Personal Referrals Employees like to work with other qualified employees and Helpmates! Community Involvement; Established Relationships with Trade and Technical Schools; Colleges and Universities, Promoting Career Days and Presenting Employment Seminars Specialized Recruiting Sources; Trade/VocationBusiness Schools, Industry and Professional Associations Community Events; Various. Job Fairs and Charity Events Held Throughout Orange County Job Postings on Internet Websites'„Job Boards, Trade Publications and' Newspapers Outplacement; Provide On-site Recruiting and Job Transition Training in the Event of Reductions in Staff Staffing Services 10 RFP 18-009 Response 251-114 Candidate Selection Process The third piece of our process to deliver outstanding results and achieve our stated City Mission is in assessing, selecting, employing and delivering the right talent. Our methods for doing so are outlined below: Initial P,ltonePre-Screen t t a a a Hiring Criteria Not Met Hiring Criteria Met The Helpmates candidate selection process is both scientifically and experiential based. As the flow chart outlines, each candidate is thoroughly assessed, in-person interviewed, referenced checked and background checked for the skills and experience as indicated on their application and resume. Helpmates Staffing Services 11 RFP 18-009 Response 251-115 In addition, during the approximately two hours they are in our office, the candidates are continually monitored for their appearance (with the City dress code in mind), behavior and ability to follow directions. As the candidates are "auditioning for work," our belief is that their workplace behavior is as good as it will be, thus, what we experience is what you, the client, will experience. All of our candidates/Specialists must successfully pass both parts of our assessments: scientific as well as in -office experiential assessments administered and evaluated only by our highly -skilled CSP certified Helpmates City Team. Helpmates will provide a comprehensive catalog of clerical, office, accounting and other related administrative support service options to the City. Helpmates further agrees to; • Compare job requirements with worker qualifications and will email resume and test results of temps as requested. • Provide appropriate method to match the City's needs within the specified time frames. • Coordinate all schedule work dates with City at least one business day before the start of assignment. • Provide a detailed proposal and invoice, according to the specifications prescribed by the City department, which will include the City Agreement Number. As additional clarity, the following outlines our extensive pre-employment background check process and ensure the following prior to recommending any Temp for placement to the City: • Ensure that work authorization has been obtained and is current for individuals referred to the City for assignment via I-9 (employment eligibility verification) • Ensure that Live Scan fingerprinting and/ or background check have been processed, completed and passed (if requested by the City) • Ensure that temporary worker(s) recommended for an assignment meet all essential job function and minimum qualification requirements for the various types of services • Ensure that typing speed is at least 30 wpm and Microsoft Office abilities have been tested and are met with positive results as required • Ensure that temporary worker is bilingual when this is requirement for assignment • Integrity Testing — online at Helpmates offices • Reference Checks — personally conducted by Helpmates Team • Employment gap checks — personally confirmed by Helpmates Team • Personal Interviews — personally conducted by Helpmates Team • E -Verify — online conducted by Helpmates Team before starting any assignment • Social Security Checks — completed by Helpmates Team at time of first payroll All of the screening checks are conducted on every potential Helpmates Specialist that will work for Helpmates at the City. We believe this is an important cornerstone of our assessment and hiring process, as well as the industry leading quality results we deliver. In 2017, the Helpmates Strategic Recruiting and Selection process generated over 15,000 Southern California candidate contacts, 10,000 candidate interfaces and interviews, with only 3,300 new employees hired for assignments. We are proud of our Specialists and the select few that we have chosen to employ. And, we know, through the annual Inavero Helpmates Staffing Services 12 RFP 18-009 Response 251-116 Employee Survey and the ASA turnover statistics, that our process and programs are highly valued by our Specialists. Skills Assessment and Testing Every Helpmates Specialist is professionally screened and evaluated to ensure quality, production of work and work behavior by the following methods: Detailed Employee Applications • Work experience • Educational background Basic Clerical Testing • Three (3) most recent jobs • Ability to follow directions • Ability to categorize items alphabetically • Basic math • Handwriting • Spelling • Typing Speed & Accuracy Helpmates Prove It! Our offices are equipped with the Helpmates Prove It Evaluation and Training System*. The Helpmates Prove It system thoroughly assesses the skills of all clerical/administrative personnel, with hands-on, practical tests and program simulations. This system allows us to customize evaluations to match specific client requirements. Secretarial/Clerical • Drafting of General Correspondence • Typing Speed and Accuracy • Statistical Typing • Transcription Data Entry • Alpha • Numeric • Ten Key/Reverse Ten Key Software • Microsoft Word • PowerPoint • WordPerfect • Windows • Excel • MAC • Lotus 1-2-3 • Access Skills Enhancement • Typing • Word processing/Windows • Ten Key/Reverse Ten Key *This assessment and skills enhancement technology is available for client utilization when evaluating your own full-time applicants. Helpmates Prove It! has the capability to assess in excess of one thousand different skill sets. All testing, assessments and skills enhancement on the Helpmates Prove It! system will be done at no charge to the City or to any Helpmates Specialists. Communication Plan — Temporary Employee/Specialist Ordering Process The fourth piece of our process is to maximize the effectiveness of communication between the City and Helpmates. As part of our unique service offerings to the City, and as a means to make working with us as simple and efficient as possible, we will customize whatever ordering and communication process is most preferred by the City. The process for ordering a Specialist generally includes the following: • City representative deciding how many and which job classifications • Add/delete any specific skills/experience required • Determine length of assignment, start date, and reporting details • Determine location, hours required and other location specific details Helpmates Staffing Services 13 RFP 18-009 Response 251-117 Determine best method and timing for Helpmates to follow up with assigned Specialist Communication Options • Telephone — both office and personal cell, if appropriate • Email • Text to smart phones/tablets • Fax • Skype, Face Time or other similar conferencing tools Response Plan • Within 30 minutes of receipt, all orders will be acknowledged and a progress update provided • We will follow up with the City within two (2) hours to report status of providing name(s) of temporary workers who have the skills required for the assignment. for City approval and based on the above, generally can confirm a qualified employee within two hours. • Once a candidate is selected, and the hourly pay rate has been agreed upon, Helpmates shall provide City with a detailed proposal to include the specific job description, the hourly pay rate for the temporary worker, and the markup rate. The City will then sign the proposal in approval. All invoices must include the agreement number. We have the capability and flexibility to accommodate what is easiest for the City, both now and as circumstances and procedures change. In addition Helpmates understands and agrees; • The City reserves the right to end a Temp's assignment if work performed is substandard, attendance is poor, or for other business related reasons. We shall remove any temporary worker from assignment at City's request, and at the time requested by City and provide replacement temporary worker if required by City. • We shall be responsible for all decisions concerning matters of hiring, firing, discipline, payroll practices, employee benefits such as vacation, sick and other leave benefits. Temporary workers provided by Helpmates shall be considered employees of the Helpmates and shall in no sense be considered employees of agents of the City. • We shall be responsible for communication with temporary workers with respect to their duties as employees of Helpmates. • We will provide City with testing resources for regular status positions as requested. These services shall be provided at the rates set forth in Proposal Pricing Sheet. • Individual temporary workers are not permitted to work more than 960 hours in any fiscal year period (July 1 - June 30). Helpmates Staffing Services 14 RFP 18-009 Response 251-118 Extended Hours: One of our most successful value-added services is our extended hours' program. Each workday, Helpmates offices are staffed from 7:30 a.m. to 5:30 p.m. and our staff is available to fill orders with prompt, productive Specialists who are ready to start working when your business day begins. Additionally, in last minute or emergency situations, appropriate City representatives will have the business cell numbers and email addresses for the Helpmates Project team. In the off chance this is needed, the Helpmates staff can be available via email, text or phone. 24 -Hour On -Call Service: Gena Monroy will be assigned to your account. Our answering service allows the City to be connected immediately to Gena or to an alternate contact when needed. The Lifetime Customer (TLC) Process The goal of "The Lifetime Customer" (TLC) process is to support the City with qualified staffing Specialists and to consistently meet or exceed expectations and requirements. Our "TLC" review allows us to evaluate and improve our performance by measuring that performance against the City's stated criteria. The Lifetime Customer process includes three major areas: ♦ Establishing mutual goals and timelines with the City ♦ Measuring the quality of all Specialists, order fill response time and overall service performance ♦ TLC Service Reviews (quarterly or as agreed upon with the City) to focus on improving process, methods and programs and establish action plans and agreed upon goals At every level of our organization, Helpmates fosters a thorough understanding of customers' needs along with an awareness that quality is a constant process of improvement. The Lifetime Customer Review process is a practical, yet powerful approach that best exemplifies our commitment to continuous improvement and long-term partnerships with our clients. As part of The Lifetime Customer process, the following services will be agreed upon and provided: ♦ First and Second Day Quality Checks The first day quality check is made approximately 15 minutes after the assignment starts to confirm that the Helpmates Specialist has arrived safely. The second day quality check is also completed within 15 minutes of the start time and focuses on the Specialist's work performance and productivity from the previous day. ♦ Weekly Updates Helpmates' Weekly Updates have multiple purposes: To guarantee the performance of the Helpmates Specialist in terms of productivity, quality, punctuality, attendance, and behavior, as well as to determine if the Specialist is required the following week. ♦ Final Performance Evaluations A final evaluation is documented on each Specialist who has completed an assignment at our client site. This evaluation rating is maintained in the Specialist's and the City's data file for discussion at the TLC reviews and for future reference. Helpmates Staffing Services 15 RFP 18-009 Response 251-119 As an additional step in our quality control process, our Specialists will receive the following customized City orientation prior to starting a City assignment: • General orientation and Helpmates Specialist handbook review • Specific orientation and Specialist review of the Helpmates customized City employee orientation brochure, including dress code requirements • Prior to starting a City assignment, there is an email confirmation with the assignment details (Assignment Acceptance Start Sheet), sent to the assigned Helpmates Specialists • Disbursement of employee ID badge, parking pass, etc., if appropriate We have included samples of the following in the Helpmates Sample Section of this proposal, which are used during the orientation: • Helpmates Specialist employee handbook • A sample of a customized orientation brochure, which will be customized specific to the City work place(s), rules and regulations • An example of an Assignment Acceptance Start Sheet which is emailed upon acceptance of an assignment with our assigned Specialists Methods of Approach to Quality, Budget, & Schedule Control Helpmates Quality Control Plan A very important part of Helpmates performance, and ultimately what sets all services apart, is the quality component of our service offering. The Helpmates Quality Control Plan has four (4) vital components, which are outlined and explained as follows (please note that the frequency of meetings mentioned is recommended, but ultimately the frequency will be determined by the City): 1. City Quality Control Plan Overview • The RFP, Contract and all pertinent data is retained either on the Helpmates TalentLink System, in confidential files, or both and is readily available • Weekly reports emailed to designated City personnel for quality review, financial data, department usage etc., or as required by the designated City personnel • Monthly/quarterly meetings, as agreed to by the City will include: i. Overall contract compliance review ii. Specific data metrics such as fill rates/refills, etc. iii. Specific goals/objectives for the next month established iv. Establish future meeting date/agendas 2. Helpmates Irvine Office Quality Review • Daily Helpmates City team office huddles are held for updates and progress reports on pending or open orders • Communication with City staff daily or as frequently as needed for quality updates and performance feedback • Weekly Key City internal metrics review • Monthly City performance review internally prepared and discussed • Strict adherence to the comprehensive Helpmates employee selection process which is included on page 11 Helpmates Staffing Services 16 RFP 18-009 Response 251-120 Monthly random hiring audits performed by Max Torres, Helpmates Manager of Risk Management Helpmates TalentLink is the primary tool used for managing all City data and metrics, along with the Helpmates Specialist Employment Audit checklist (a copy of our Employee Audit Form is included with Helpmates Samples) 3. Helpmates Temporary Employee/Specialist Review • On new City assignments, each Helpmates employee is called on the first and second of their assignment to determine the employees comfort level and job satisfaction • During the course of all assignments, each Helpmates employee is frequently communicated with to continue the job satisfaction quality review process and enhance employee retention • Weekly, or as often as the City allows, specific performance feedback is requested and documented in the employee file and the City file on Helpmates TalentLink • Upon receiving specific employee feedback, the Helpmates City Team shares this performance feedback as appropriate • Annually, the City is asked to participate in the Inavero Institute Client Survey, which is referenced throughout, and the results are shared with the City and our internal staff • Based upon the multiple levels of feedback, the Helpmates City staff develop specific action plans to improve upon our performance, thus embodying the Helpmates culture of Continuous Improvement and Exceed Expectations 4. Helpmates Full -Time Employee Quality Plan The foundation of our Helpmates' comprehensive Quality Plan are our internal employees, which includes the Helpmates City Team. The primary tools involved in this plan include: • A comprehensive hiring process • Mandatory successful completion and bi-annual recertification of the Certified Staffing Professional (CSP) certification via the American Staffing Association • Ongoing professional development and skills enhancement training • Periodic employee performance reviews • Suggested annual employee professional resume updates to illustrate the many ways our employees have grown and developed • Annual employee surveys geared towards specific and candid feedback re: Helpmates, the workplace, benefits and overall employee satisfaction • Helpmates employment anniversary recognitions; flowers sent during the employees anniversary week and public acknowledgment at our quarterly meetings In conclusion, the four (4) corners of our quality control plan embrace all aspects of our people business. We believe that our comprehensive quality approach is the catalyst for the superior results we are achieving with our clients, employees and Specialists. Helpmates Staffing Services 17 RFP 18-009 Response 251-121 Budget and schedule control The City will be provided a secure portal that will allow for reviewing all financial data and temporary scheduling data applicable to services provided by Helpmates. The appropriate authorized City personnel will have the ability to review/print customized reports on demand as frequently as needed. As an alternative, Helpmates can provide this same data on the frequency required by the City and the various utilizing departments. How Helpmates Proposes to Address Special Issues or Problems Action Plan for Handling Issues or Problems Associated With Temporary Staffing: As a provider of services to organizations that deal in potentially urgent or emergency matters, Helpmates has in place the following urgent/emergency action plan: • The appropriate City representative will have the personal cell number of an Helpmates City Team member, as appropriate • The Helpmates Irvine office has an after-hours live answering service, who also have the personal cell numbers of the office staff for urgent/emergency contact • All Helpmates City team members have off-site Helpmates TalentLink mobile access to all City and Specialist data for emergency needs or after hours contact • Helpmates also has an emergency preparedness plan in case of area/regional issues that require a triage approach for handling urgent/emergency matters • In the case of employee workplace issues, each Helpmates staff is a Certified Staffing Professional, and is trained to professionally mitigate and minimize any workplace drama and workplace liability • With the Helpmates extensive quality review process, including specific proactive performance management, issues will be quickly and professionally resolved and go -forward improvement processes activated and measured Customized Reporting/Technology Access In supporting the City, Helpmates' technology systems will accommodate a client and/or candidate access to real-time data. Other data options can be customized as needed by the City. ➢ Client Portal • Reports for all employees on assignment • Management and supervisor access to order status • Invoice and accounting access • Reporting on headcount, financial spend, and invoice aging • Timekeeping approval ➢ Candidate/Employee Portal • Timecard entry • Assignment history • Benefit data • payment history and wage statements ➢ Helpmates • Order distribution • Online time entry and approval • Consolidated billing Helpmates Staffing Services 18 RFP 18-009 Response 251-122 • Spend and Usage key data • Key performance data Budget/Cost Savings ➢ The Helpmates professional Risk Manager, Max Torres, is included in our pricing, and available for consultation in the areas of risk management, safety, safety programs, safety committees and worksite safety training ➢ Hosted quarterly legal and employment law seminars for training of department heads, supervisors and leads... an educated management team will save you money with reduced workplace liability issues (a copy of our March seminar is included in the Helpmates Samples section) ➢ Industry leading NPS results from both clients and employees/Specialists indicating the high quality of Helpmates services, which reduces turnover, reduces problem employees and the drama associated with these issues, which saves you training time, increases productivity and saves you money ➢ The Helpmates Guarantee which states: By participating in our quality control process, we 100% guarantee the performance of our employees. You will only pay for what you are satisfied with, and no more, regardless of the length of assignment... no time limit! Helpmates Staffing Services 19 RFP 18-009 Response 251-123 5. KEY STAFF Key Helpmates Employees Servicing the City: Gena Monroe. CSP — Talent Relationship Supervisor (and City Project Manager) gmonroyCd,helpmates.com; 949-752-6006 Gena joined Helpmates in 2008 and has over 15 years of staffing industry experience. Her responsibilities include recruiting, screening, assessing and hiring specialized employees, customer service, internal employee development and training. Gena manages some of our largest client relationships as the key contact, conducting Specialist supervisory duties, streamlining effective reporting metrics and coordinating temporary and direct hire placements. Her experience and consultative approach makes her uniquely qualified to effectively drive positive results and maintain lasting relationships. Jonathan Lopes, CSP — Talent Relationship Manager dopes n helpmates.com; 949-752-6006 Jon joined Helpmates in 2015 and has over 18 years of staffing industry experience. His responsibilities include management over the recruiting and operations of the branch along with screening, assessing and hiring specialized employees, customer service and key account service. Jon will ensure timely delivery of reporting and meeting goals established by Helpmates and the City of Santa Ana. Victor Chinchilla, CSP — Talent Relationship Supervisor vchinchilla(d,)helpmates.com; 949-752-6006 Victor joined Helpmates in 2015 and has over 5 years of staffing industry experience. His responsibilities include recruiting, screening, assessing and hiring specialized employees, customer service and key account service over all segments. Diane Monaco, CSP — Talent Relationship Supervisor dmonaco d,helpmates.com; 949-752-6006 Diane joined Helpmates in 2015 and has over 13 years of staffing industry experience. Her responsibilities include recruiting, screening, assessing and hiring specialized employees, customer service and key account service over all segments. Fanny Tovar. CSP — On -Premise Manager ftovar(r-,helpmates.com; 949-752-6006 Fanny joined Helpmates in 2015 and has over 3 years of staffing industry experience. Her responsibilities include recruiting, screening, assessing and hiring specialized employees, customer service and key account service at our major on premise programs. Nancy Martinez — Staffing Coordinator nmartinez(ii)helpmates.com; 949-752-6006 Nancy joined Helpmates in 2017 and is responsible for scheduling, coordinating, testing and payroll support for our Specialists. She is a key part of the Helpmates team that is responsible for ensuring that we only provide the best, most qualified talent in the market today. Helpmates Stang Services 20 RFP 18-009 Response 251-124 Kevin Willard — Regional Director, Orange County kwillardCa.helumates.com; 949-752-6006 Kevin has over 28 years of staffing industry experience, encompassing large account implementation, training, and order process/fulfillment. Kevin works in conjunction with our clients to establish appropriate reporting and invoicing requirements as needed for each location. He remains involved to be sure that Helpmates exceeds our client's expectations as it relates to our deliverables. He also leads the Talent Relationship Team to ensure that Helpmates provides the quality Specialists and services needed to for our clients to successfully achieve their objectives. Mario Soto, CSP — Director of Operations msoto(&)helpmates.com; 657-238-0900 Mario joined Helpmates in 1999 and his responsibility has grown to his current role as Director of Operations. He is responsible for overseeing the screening, service delivery and operations for the entire company. Mario works closely with all branches and on - premise programs to ensure that the company's Hiring Criteria, Customer Service Best Practices and Operational guidelines are being executed. Max Torres, Manager of Risk Management mtorresCri)helpmates.com; 562-385-0529 Max joined Helpmates Staffing Services in 2015 and oversees all aspects of regulatory compliance, workers' compensation programs, and employee safety. Max joined Helpmates Staffing Services after 5 years as an Environmental Health and Safety Manager for an American clothing manufacturer, distributor, marketer and retailer. Max created and managed the EHS & Safety programs for 6,000 manufacturing employees in six plants, as well as 2,500 retail employees in the company retail stores. With his broad manufacturing experience, Max is uniquely qualified with outstanding success in workplace safety and risk management. Rosalie Villa, CSP — Chief Revenue Officer rvillaGdhelpmates.com; 949-752-6006 Rosalie has 26 years of tenure at Helpmates. Her role consists of overall accountability of the partnership between City of Santa Ana and Helpmates. Rosalie's involvement with Kevin and the team supporting the CITY OF SANTA ANA account is reviewing order activity, time to fill, quality of fill and auditing the service being provided. Rosalie will remain involved with Human Resources and Management through our "TLC Process" ensuring Helpmates is meeting the established goals. Key Staff Involvement Key Helpmates staff involved on the City account will be available to the extent proposed for the duration of the project. Helpmates Staffing Services 21 RFP 18-009 Response 251-125 6. REFERENCES With over 45 years of progressive success in the staffing industry, supporting a variety of industries in Southern California, Helpmates has a wealth of knowledge and experience in successfully managing the fluctuating needs of our public and private sector clients. The continued satisfaction of our clients is of great importance to us and as a result of our passion for continuous improvement, Helpmates has been recognized for nine (9) consecutive years with the "Best of Staffing" award by Inavero, Inc. We are proud to share our results with the City, as the Inavero survey revealed that our clients are three times as willing to recommend our services to colleagues as compared to the national average for staffing services. Below are references of just a few of our successful staffing partnerships that Helpmates has with requirements similar to those of the City. We welcome you to contact these clients for references: Client Organization hvine Ranch Water District Contact's Name Marta Ramos Contact's Title Senior Human Resources Analyst Address 15600 Sand Canyon Ave, Irvine, CA 92618 Phone Number (949) 453-5433 Email ramos@irwd.com Client Organization OCTA Contact's Name Jessica Lara Client's Title Human Resources - Employment Team Address P.O. BOX 14184, Orange CA 92613-1584 Phone Number (714) 560-5804 Email jlara@octa.net Helpmates Staffing Services 22 RFP 18-009 Response 251-126 Client Organization Amway Contact's Name Brad Thomas Client's Title Manager Human Capital Planning Consulting - Manufacturing Address 5600 Beach Blvd., Buena Park, CA Phone Number (714) 652-6206 Email Bradleyr thomas@amway.com Client Organization Mazda USA Contact's Name Theresa Lemus Client's Title Manager, HR Business Partner Address 7755 Irvine Center Drive, Irvine, CA 92623 Phone Number (949) 727-6312 Email tlemus@mazda.usa.com Client Organization LA County Board of Supervisors Contact's Name Trish Duong Client's Title HR Representative Address 500 W Temple St, Los Angeles, CA Phone Number (213) 893-0942 Email tduong@boslacounty.gov Helpmates Staffing Services 23 RFP 18-009 Response 251-127 7. CERTIFICATIONS The following forms, included in ATTACHMENT 5: CERTIFICATIONS in the Appendix of this RFP, shall be signed and included as part of the proposal submittal package: • Non -Collusion Affidavit • Non -Lobbying Certification • Non -Discrimination Certification Helpmates Staffing Services 24 RFP 18-009 Response 251-128 8. QUESTIONNAIRE Provide responses to questions asked on ATTACHMENT 2: REQUIRED QUESTIONNAIRE PLEASE SEE FOLLOWING PAGES Helpmates Staffing Services 25 RFP 18-009 Response 251-129 The following items must be completed and are required with your submittal.- 1. ubmittal: 1. Please provide a brief description of your agency's recruitment process for staffing Helpmates recruiters actively participate in ongoing training for sourcing, using social media, job boards, networking, and LinkedIn recruiting strategies. Our number one source is our Employee Personal Referrals - employees like to work with other qualified employees and Helpmates! Our recruiters are constantly networking with active and passive candidates using a variety of recruiting methods — leveraging job postings, conducting job fairs, and using "call em all" technology (additionally, see our recruiting chart on page 10) — all methods to attract skilled talent for positions at the City. Helpmates has a proactive recruiting strategy to successfully handle the recruitment of the City's staffing needs. Helpmates City team has combined total of more than 130 years of staffing industry experience. They receive extensive training on skill sets for our clients' skill base and prepare recruiting plans around identifying candidates with the right skill sets. On an ongoing basis, our professional recruiters consistently maintain a highly -skilled temporary workforce. They have been thoroughly trained in our recruiting strategies and have established long-standing relationships with our recruiting sources. 2. A brief description of the agency's initial testing procedures or assessment for temporary staff including testing required bylaw (i.e. job specific, background checks, DMV checks etc.) As detailed on pages 11-13, our process to deliver outstanding results and achieve our stated City Mission is in assessing, selecting, employing and delivering the right talent. The following outlines our extensive pre-employment background check process: • Ensure that work authorization has been obtained and is current for individuals referred to the City for assignment via I-9 (employment eligibility verification) • Ensure that Live Scan fingerprinting and/ or background check have been processed, completed and passed (if requested by the City) • Ensure that temporary worker(s) recommended for an assignment meet all essential job function and minimum qualification requirements for the various types of services • Ensure that typing speed is at least 30 wpm and Microsoft Office abilities have been tested and are met with positive results as required • Ensure that temporary worker is bilingual when required for assignment • DMV check as required by the City • Integrity Testing — online at Helpmates offices • Reference Checks — personally conducted by Helpmates Team • Employment gap checks — personally confirmed by Helpmates Team • Personal Interviews — personally conducted by Helpmates Team • E -Verify— online conducted by Helpmates Team before starting any assignment • Social Security Checks — completed by Helpmates Team at time of first payroll In addition, during the approximately two hours they are in our office, the candidates are continually monitored for their appearance (with the City dress code in mind), behavior and ability to follow directions. As the candidates are "auditioning for work," our belief is Helpmates Staffing Services 26 RFP 18-009 Response 251-130 that their workplace behavior is as good as it will be, thus, what we experience is what you, the client, will experience. All of our candidates/Specialists must successfully pass both parts of our assessments: scientific as well as in -office experiential assessments administered and evaluated only by our highly -skilled CSP certified Helpmates City Team. All of the screening checks are conducted on every potential Helpmates Specialist that will work for Helpmates at the City. We believe this is an important cornerstone of our assessment and hiring process, as well as the industry leading quality results we deliver. 3. Explain your agency's verification of typing speed, testingfor bilingual and MS Office abilities — how are these verified and tested by the agency? Skills Assessment and Testing Every Helpmates Specialist is professionally screened and evaluated to ensure quality, production of work and work behavior by the following methods: Detailed Employee Applications • Work experience • Educational background Basic Clerical Testing • Ability to categorize items alphabetically • Handwriting • Typing Speed & Accuracy • Three (3) most recent jobs • Ability to follow directions • Basic math • Spelling Helpmates ProveIt! Our offices are equipped with the Helpmates ProveIt Evaluation and Training System*. The Helpmates Prove It system thoroughly assesses the skills of all clerical/administrative personnel, with hands-on, practical tests and program simulations. ProveIt! tests, including Microsoft Office, are available in a myriad of languages. This system allows us to customize evaluations to match specific client requirements. Secretarial/Clerical • Drafting of General Correspondence • Typing Speed and Accuracy • Statistical Typing • Transcription Data Entry • Alpha • Numeric • Ten Key/Reverse Ten Key Software • Microsoft Word • PowerPoint • WordPerfect • Windows • Excel • MAC • Lotus 1-2-3 • Access Skills Enhancement • Typing • Word processing/Windows • Ten Key/Reverse Ten Key *This assessment and skills enhancement technology is available for client utilization when evaluating your own full-time applicants. Helpmates ProveIt! has the capability to assess in excess of one thousand different skill sets. All testing, assessments and skills enhancement on the Helpmates Prove It! system will be done at no charge to the City or to any Helpmates Specialists. Helpmates Staffing Services 27 RFP 18-009 Response 251-131 4. Description of the benefits paid to temporary staff employees; list out by line if agency pays for this benefit or temp staff pays for the benefit including timeline of employment to receive benefit. Benefit Agency or Timeline to Receive Ternp Staff Up to one (1) week/year Special Eligible after 1500 straight time Incentive pay for long-term employees Agency hours worked each calendar year CA Paid Sick Leave up to 3 days or 24 Agency Accrual begins on first day worked; hours per year CA compliant accrual and usage Holiday Pay Agency Eligible after 1500 straight time hours worked each calendar year Affordable Care Act (ACA) compliant Temp Staff Full-time (30+ hours per week) Healthcare eligible. 90 -day waiting period Dental, Vision and Term Life Benefits Temp Staff Full-time (30+ hours per week) eligible. 90 -day waiting period 401K plan Temp Staff If 21+ years in age, Temp is eligible after 1 year of employment and 1000 hours worked (enrollment open 1/1 and 7/1) Credit Union Membership N/A Date of hire Employee portal for ease of self- Agency Date of hire managing confidential employee data Online Skills enhancement and training Agency Date of hire Workplace Safe Practices incentives Agency Date of hire Unlimited referral bonus program Agency Date of hire Employee of the Month recognition Agency Date of hire ASA National Employee of the Year Agency Date of hire recognition Long-term assignments N/A Date of hire Customized employee orientations for N/A Date of hire t varying work environments I 5. Please provide your process for temporary staff calling out sick, no shows, not working out (either on temporary worker side or City side) and returning City property. ♦ SureStart Every Helpmates employee is called at home one hour before their start time. The call is placed on the first and second day of each assignment. Our confirmation service helps ensure promptness, attendance and employee satisfaction during the most critical times of a new assignment, the first and second day. ♦ First and Second Day Quality Checks The first day quality check is made approximately 15 minutes after the assignment starts to confirm that the Helpmates Specialist has arrived safely. The second day quality check is also completed within 15 minutes of the start time and focuses on the Specialist's work performance and productivity from the previous day. Helpmates Staffing Services 28 RFP 18-009 Response 251-132 ♦ Weekly Updates Helpmates' Weekly Updates have multiple purposes: To guarantee the performance of the Helpmates Specialist in terms of productivity, quality, punctuality, attendance, and behavior, as well as to determine if the Specialist is required the following week. ♦ Final Performance Evaluations A final evaluation is documented on each Specialist who has completed an assignment at our client site. This evaluation rating is maintained in the Specialist's and the City's data file for discussion at the TLC reviews and for future reference. As an additional step in our quality control process, our Specialists will receive the following customized City orientation prior to starting a City assignment: • General orientation and Helpmates Specialist handbook review • Specific orientation and Specialist review of the Helpmates customized City employee orientation brochure, including dress code requirements • Prior to starting a City assignment, there is an email confirmation with the assignment details (Assignment Acceptance Start Sheet), sent to the assigned Helpmates Specialists • Disbursement of employee ID badge, parking pass, etc., if appropriate Each employee assigned will be given customized information specific to the City; work location, work unit information and performance expectations. Helpmates will clearly define our monitory process with the employee and advise them of the consequences of not meeting performance and attendance expectations. Helpmates will be able to respond to any performance issues as discovered through our quality control process. If any employee needs to be replaced, a replacement will be made within 24 hours. Returning City Equipment or Materials Included in the customized City Orientation Brochure is an Acknowledgement, that the temporary employee signs, which states "upon end of my assignment or at the request of the City and/or Helpmates, I will immediately return any company and/or City equipment, materials or confidential information in my possession." Helpmates will facilitate with the temporary employee, the return of any issued equipment or materials to the City. 6. Indicate below the name of the person who will be responsiblefor administering the contract, if awarded. Also include the person's title, telephone number, address and email address Kevin Willard Regional Director, Orange County Trust Temporary Services, Inc. (DBA Helpmates Staffing Services) 1200 Main Street, Suite B Irvine, California 92614 949-225-5025 direct phone 949-752-6888 phone Email: kwillard(a)helnmates.com Helpmates Staffing Services 29 RFP 18-009 Response 251-133 9. PRICING PROPOSAL This section shall define the detailed pricing for the services. The City is interested in a pricing structure as set forth: 1. As a mark-up percentage above the hourly pay rate for a particular position. 2. Describe in detail the direct hire fee structure for your employees that may be later hired by the City, including the minimum number of hours that must be worked to waive any fees. Pricing shall remain firm for the entire first term of the Agreement. Thereafter, any proposed pricing adjustment for the follow-on renewal periods shall be submitted to the City Representative in writing at least ninety (90 days prior to the new Agreement term. City reserves the right to negotiate any pricing adjustment not to exceed the Bureau of Labor Statistics Consumer Price Index (CPI) data as follows: Los Angeles - Riverside -Orange County, CA; All Items; Not Seasonally Adjusted; annualized change comparing the most recent month's reported data to the same month of the prior year. (This information may be found on the U.S. Department of Labor's website at www.bls.gov.) Please see the following pages; ATTACHMENT 3: COST PROPOSAL FORM Helpmates Staffing Services 30 RFP 18-009 Response 251-134 *Direct Hire and Temporary -to -Hire Conversion Helpmates provides our temporary workers to the City for direct hire and temporary -to - hire conversion on the following fee schedule: Hours Worked % of Annual Salary 0-140 hours 18% 141-320 hours 15% 321-520 hours 12% 521-960 hours 10% 960+ hours No Fee Helpmates Staffing Services 31 RFP 18-009 Response 251-135 HELPMATES SAMPLES Helpmates Samples are included on the following pages: Helpmates Specialist Employee Handbook Example of Orientation Brochure, which will be customized for the City Example of Helpmates Specialist Employment Audit Form Example of Assignment Acceptance Start Sheet, Emailed to Specialist Example of Webtime Technology Electronic Timecard Timecard Awaiting Approval Pending Timecard Non Submitted Timecards and Pending Timecards Approve or Reject Timecard Timecard Approved Email Confirmation Example of Paper Timecard Example of Billing Invoice Example of Monthly Report Example of Seminar Flyer Helpmates Staffing Services 32 RFP 18-009 Response 251-136 Appendix ATTACHMENT 3: COST PROPOSAL FORM COST PROPOSAL FORM THE FOLLOWING PROPOSAL PRICING MUST BE BASED ON THE CITY'S WORK SCHEDULE AND DETAILED CRITERIA AS LISTED IN THE SCOPE OF SERVICES SECTION OF THIS REQUEST FOR PROPOSALS. ALL FEES AND EXPENSES MUST BE INCLUSIVE OF ALL APPLICABLE TAXES, LABOR, ETC. CITY ORSANTA PRICING ANA Hourly Pay Min Bill Rate Max Bill Rate Mark-up Overtime Bill Overtime CLASSIFICATION Rate Rate Mark-up Administrative Assistant $16-18 $ 22.24 $ 25.02 39% $ 24-27 150% Senior Administrative Assistant $ 24-28 $ 33.36 $ 38.92 39 % $ 36-42 150% Office Specialist $ 14-16 $ 19.46 $ 22.24 39 % $ 21-24 150% Accounting Assistant $ 18-22 $ 25.02 $ 30.58 39% $ 27-33 150 Accountant $ 35-40 $ 48.65 $ 55.60 39% $ 52.50-60 150 Accounting Specialist $ 20-24 $ 27.80 $ 33.36 39% $ 30-36 150% Legal Secretary $ 28-32 $ 38.92 $44.48 39% $ 42-48 150 % Provide markup percentage rate agency will utilize to negotiate prices for positions not listed above. 39% DIRECT HIRE PLACEMENT PRICING *Direct Hire Fee (Please Explain Below 18% of Annual Salary* *Please explain briefly in detail your policy and pricing on the hiring of your temporary workers. * Please see our discounted Direct Hire Placement pricing Fee Schedule developed specifically for the City of Santa Ana, on Page 31, following this ATTACHMENT 3: COST PROPOSAL FORM City of Santa Ana RFP 18-009 2051-137 Helpmates Staffing Services (Name of � Off or B (Signature of Offerors Representative) Title: Regional Director, Orange County Date: 2/26/18 City of Santa Ana RFP 18-009 251='138 PRICING LIVE SCAN/ BACKGROUND CHECK $ 35.00 Helpmates Staffing Services (Name of � Off or B (Signature of Offerors Representative) Title: Regional Director, Orange County Date: 2/26/18 City of Santa Ana RFP 18-009 251='138 PRICING Additional fee for BILLINGUAL? $ 0 (no additional fee) Helpmates Staffing Services (Name of � Off or B (Signature of Offerors Representative) Title: Regional Director, Orange County Date: 2/26/18 City of Santa Ana RFP 18-009 251='138 A O® CERTIFICATE OF LIABILITY INSURANCE DATE (MM OD YYYY) 5116/2018 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Assurance Agency, Ltd. One Century Centre 1750 E. Golf Road NAMEACT Terrance Threatt PHONE 312 625-5569 Fnc No: 847 440-9126 EMAIL ADDREss: tthreattaassuranceagency.com INSURERS AFFORDING COVERAGE NAICN Schaumburg IL 60173 INSURER A: Zurich American Insurance Co 16535 PRA969865506 INSURED INSURER B: American Guarantee & Liab 26247 Trust Temporary Services, Inc. dba Helpmates Staffing Services 1200 Main Street, Suite A INSURER c: American Zurich Insurance Co 40142 INSURER D: Continental Casualty Co 20443 INSURER E : Irvine CA 92614 INSURER F Cr1VFRAr P -q CFRTIFICATF NIIMRF_R-739n91ARR REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ILTRTYPE OF INSURANCE ADDL SUER POLICY NUMBER POLICY EFF MMIDDIYYYYI POLICY EXP MMIDOIYYYY LIMITS A X COMMERCIAL GENERAL LIABILITY PRA969865506 4/12018 4112019 EACH OCCURRENCE 1,000,000 CLAIMS -MADE F x1OCCUR -S DAMAGE TO RENTEU PREMISES Ea acounence $100.000 MED EXP (Any oneperson) $10,000 PERSONAL S AOV INJURY $1,000,MD GEN'L AGGREGATE LIMIT APPLIES PER GENERALAGGREGATE $3,000,000 PRODUCTS - COMP/OP AGG 32.000,000 X POLICY [::] PRO- LOC 1 $ OTHER: A AUTOMOBILELIABILITY PRA969865506 4/1/2018 4/12019 COMBINED SINGLE LIMIT $1,000,000 Ea accident) BODILY INJURY (Per person) $ ANY AUTO BODILY INJURY(Peraccident) $ OWNED SCHEDULED AUTOS ONLY AUTOS PROPERTY DAMAGE $ Per accident X HIRED X NON-0WNED AUTOS ONLY AUTOS ONLY B X UMBRELLALIAB X OCCUR UMB946720206 4/1/2018 4/1/2019 EACH OCCURRENCE $5.000,000 AGGREGATE $5.000.000 EXCESS UAB CLAIMS -MADE OED I X I RETENTIONS $ C WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANYPROPRIETOR;PARTNERIEXECURIVE YIN OFFICEMMEMBI EXCLUDED; NIA WC55713D705 8192017 8/912018 X STATUTE ETI PER H E.L. EACH ACCIDENT $1,000.000 (Mandatory in NH) E.L. DISEASE -EA EMPLOYE $1,00,000 E.L. DISEASE -POLICY LIMIT $1,000,000 If yes, describe under DESCRIPTION OF OPERATIONS below A A Crime -3rd patty Professional Liability PRA%9865505 PRAM9865506 4112018 4;1/2018 4112019 4/12019 3,000,000 Limit 5,000 Ded. $2MM occ.I $4MM agg. 25,000 Ded. D Cyber Liability 596881085 4112018 41112019 ASS: $1.000.000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be aftached if more space Is required) Proof of Insurance It is agreed that the following are added as Additional Insured, when required by written contract, on the General Liability with respect to operations performed by the Named Insured in connection with this project: THE CITY OF SANTA ANA, ITS OFFICERS , EMPLOYEES, AGENTS, AND REPRESENTATIVE CERTIFICATE HOLDER CANCELLATION ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD 251-139 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. City of Santa Ana 20 Civic Center Plaza Santa Ana CA 92701 AUTHORIZED REPRESENTATIVE .1n/ ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD 251-139 POLICYNUMBER: PRA9698655-06 COMMERCIAL GENERAL LIABILITY CG 20 10 0413 ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS - scheduled person or organization This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Organization(s); Location(s) Of Covered Operations Any person or organization who you are required to add as an additional insured on this policy under a contract or agreement shall be an insured, but only with respect to that person's or organization's liability arising out of your operations as a "Staffing Service" or premises owned by or rented to you. Information required to complete this Schedule, if not shown above, will be shown in the Declarations. A. Section II - Who Is An Insured is amended to include as an additional insured the person(s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by: 1. Your acts or omissions; or 2. The acts or omissions of those acting on your behalf; in the performance of your ongoing operations for the additional insured(s) at the location(s) designated above. However: 1. The insurance afforded to such additional insured only applies to the extent permitted by law; and 2. If coverage provided to the additional insured is required by a contract or agreement, the insurance afforded to such additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured. B. With respect to the insurance afforded to these additional insureds, the following additional exclusions apply: This insurance does not apply to "bodily injury" or ..property damage" occurring after: 1. All work, including materials, parts or equipment furnished in connection with such work, on the project (other than service, maintenance or repairs) to be performed by or on behalf of the additional insured(s) at the location of the covered operations has been completed; or 2. That portion of "your work" out of which the injury or damage arises has been put to its intended use by any person or organization other than another contractor or subcontractor engaged in performing operations for a principal as a part of the same project. © Insurance Services Office, Inc., 2012 251-140 Page 1 of 2 Wolters Kluwer Financial Services I Uniform FormsTM C. With respect to the insurance afforded to these additional insureds, the following is added to Section III - Limits Of Insurance: If coverage provided to the additional insured is required by a contract or agreement, the most we will pay on behalf of the additional insured is the amount of insurance: 1. Required by the contract or agreement; or CG 20 10 0413 2.Available under the applicable Limits of Insurance shown in the Declarations; whichever is less. This endorsement shall not increase the applicable Limits of Insurance shown in the Declarations. © Insurance Services Office, Inc., 2012 251-141 Page 2 of 2 Wolters lamer Financial services I Uniform FormsTM 251-142 Exhibit 6. Agreement between the City and Apple One Employment Services AGREEMENT TO PROVIDE TEMPORARY STAFFING SERVICES THIS AGREEMENT is made and entered into this 5th day of June, 2018 by and between Apple One Employment Services, An ActOne Group Company, ("Contractors"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On February 6, 2018, the City issued a Request for Proposal ("RFP") No. 18-009, by which it sought qualified contractors to provide temporary staffing services for the City's employment needs. B. Contractor submitted a responsive proposal that was among those selected by the City. Contractor represents that Contractor is able and willing to provide the services described in the scope of work that was included in RFP No. 18-009 and attached as Exhibit A. C. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Contractor shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in Exhibit A. Contractor's proposal dated February 28, 2018, is incorporated by reference as though fully set forth herein. 2. COMPENSATION a. City neither warrants nor guarantees any minimum or maximum compensation to Contractor under this Agreement. Contract shall be paid only for services performed under this Agreement at the rates and charges identified in Exhibit B. Contractor is one of three Contractors selected to provide temporary staffing services. The total compensation for Contractor, as one of the selected contractors, shall not exceed $400,000 per year, including any extension periods as detailed in Section 3. b. Payment by City shall be made within 45 (forty-five) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. If there is any dispute regarding payment for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City, this can be determined mutually by the parties in a court of law. Page 1 of 8 251-143 3. TERM This Agreement shall commence on July 1, 2018, and continue for a three (3) year term with the option for the City to grant up to a two (2) -year renewal, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 16, below. 4. PREVAILING WAGES Contractor is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. If the services being performed are part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage Laws. Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. 5. INDEPENDENT CONTRACTOR Contractor shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 6. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Contractor under this Agreement ("Documents & Data"). Contractor shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Contractor represents and warrants that Contractor has the legal right to license any and all Documents & Data. Contractor makes no such representation and warranty in regard to Documents & Data which were provided to Contractor by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. INSURANCE Prior to undertaking performance of work under this Agreement, Contractor shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: Page 2 of 8 251-144 I a. Commercial General Liability Insurance. Contractor shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against '',claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self- insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C. Worker's Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Consultant, if Contractor has any employees, is required to be insured against liability for worker's compensation or to undertake self-insurance. Prior to commencing the performance of the work under this Agreement, Contractor agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Contractor is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. e. The following requirements apply to the insurance to be provided by Contractor pursuant to this section: i. Contractor shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. ii. Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. iii. Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. iv. Where the amounts or coverage provided by the certificates of insurance provides coverage greater than those listed by this Agreement, the amounts provided by the certificates of insurance shall be incorporated by reference into the Agreement. V. Contractor shall supply City with a fully executed additional insured endorsement. f. If Contractor fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification Page 3 of 8 251-145 of termination. Contractor waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 8. INDEMNIFICATION Contractor agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, to the extent caused from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 9. INTELLECTUAL PROPERTY INDEMNIFICATION Contractor shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Contractor to the City pursuant to this Agreement. 10. RECORDS Contractor shall keep records and invoices in connection with the work to be performed under this Agreement. Contractor shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Contractor under this Agreement. All such records and invoices shall be clearly identifiable. Contractor shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Contractor under this Agreement. Page 4 of 8 251-146 11. CONFIDENTIALITY If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Contractor agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Contractor without reference to information disclosed by the City. 12. CONFLICT OF INTEREST CLAUSE Contractor covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 13. DISCRIMINATION Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 14. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 15. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be Page 5 of 8 251-147 construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. 16. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Contractor consents to the City's use thereof for such purposes as the City deems appropriate. b. If there is any dispute regarding payment made for work which fails to meet the standard of performance specified in the Recitals of this Agreement, this can be determined mutually by the parties in a court of law. 17. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 18. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 19. PROFESSIONAL LICENSES Contractor shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Contractor shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is Page 6 of 8 251-148 not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 21. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Steven Pham, Executive Director Human Resources City of Santa Ana 20 Civic Center Plaza (M-24) P.O. Box 1988 Santa Ana, California 92702 Fax: 714-647-6930 To Consultant: Apple One Employment Services An ActOne Group Company Government Solutions Divison Attn: Rick Hagman 16371 Beach Blvd., Ste. 240 Huntington Beach, CA 92647 Fax: 714-596-7798 Sonia R. Carvalho City Attorney City of Santa Ana 20 Civic Center Plaza (M-29) P.O. Box 1988 Santa Ana, California 92702 Fax: 714- 647-6515 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. Page 7 of 8 251-149 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: Maria D. Huizar Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: L]�(�A.U(/L a A- 1��Vu'— Laura A. Rossini Senior Assistant City Attorney FOR APPROVAL: Stephen Pham Executive Director, Human Resources CITY OF SANTA ANA Raul Godinez II City Manager APPLE ONE: Michael Hoyal Chief Financial Officer 251-150 Page 8 of 8 1WN61I1.11lI1 SCOPE OF SERVICES 251-151 Appendix ATTACHMENT 1: SCOPE OF WORK A. OVERVIEW Exhibit A The purpose of this Request for Proposals is to identify qualified Contractor(s) to provide professional temporary staffing services for the City of Santa Ana's employment needs. Temps will work under the City's 9/80 work schedule (Monday to Thursday 9 hour workdays, Friday 8 hour workday and closed every other Friday). The City expends approximately $300,000 annually for Temporary Staffing Services, although the requirements will fluctuate during the agreement period. Current Contracts/ Purchase Orders: In the event that one of the current firms is not selected during this RFP process, there would then be a phase-out period, allowing those existing employees to complete their assignment with the City through the existing contract or purchase order. B. SPECIFICATIONS Contractor shall provide a comprehensive catalog of clerical, office, accounting and other related administrative support service options to the City. The Contractor further agrees to; • Provide appropriate method to match the City's needs within the specified time frames. • Coordinate all schedule work dates with City at least one business day before the start of assignment. • Provide a detailed proposal and invoice, according to the specifications prescribed by the City department. The Contractor shall ensure the following prior to recommending any Temp for placement to the City: • Ensure that work authorization has been obtained and is current for individuals referred to the City for assignment via I-9 (employment eligibility verification) • Ensure that Live Scan fingerprinting and/ or background check have been processed, completed and passed (if requested by the City) • Ensure that temporary worker(s) recommended for an assignment meet all essential job function and minimum qualification requirements for the various types of services • Ensure that typing speed is at least 30 wpm and Microsoft Office abilities have been tested and are met with positive results as required • Ensure that temporary worker is bilingual when this is requirement for assignment C. SPECIFICATIONS/ SCOPE OF SERVICES 1. The City department will call the Contractor for temporary services and provide the title and any special skills or experience required. Certain positions may require bilingual skills. Contractor shall provide temporary worker(s) as required and approved by City departments to work at the various City of Santa Ana department locations. City of Santa Ana RFP 18-009 25#=152 2. The Contractor will compare job requirements with worker qualifications and will email resume and test results of Temps as requested. 3. The Contractor will follow up with the City within two (2) hours to report status of provide name(s) for City approval. a. If Contractor is unable to locate a qualified candidate within four (4) hours of the initial request, the City reserves the right to contact other temporary agencies for placement. 4. Once a candidate is selected, and the hourly pay rate has been agreed upon, Contractor shall provide City with a detailed proposal to include the specific job description, the hourly pay rate for the temporary worker, and the mark-up rate. The City will then sign the proposal in approval. All invoices must include the agreement number. 5. Contractor shall provide temporary workers who have the skills required for the assignment. 6. City reserves the right to end a Temp's assignment if work performed is substandard, attendance is poor, or for other business related reasons. Contractor shall remove any temporary worker from assignment at City's request, and at the time requested by City and provide replacement temporary worker if required by City. 7. Contractor shall be responsible for all decisions concerning matters of hiring, firing, discipline, payroll practices, employee benefits such as vacation, sick and other leave benefits. Temporary workers provided by the agency shall be considered employees of the agency and shall in no sense be considered employees of agents of the City. 8. Contractor shall be responsible for communication with temporary workers with respect to their duties as employees of the Contractor. 9. Contractor will provide City with testing resources for regular status positions as requested. These services shall be provided at the rates set forth in Proposal Pricing Sheet on Page 16. 10. Individual temporary workers are not permitted to work more than 960 hours in any fiscal year period (July 1— June 30). D. SERVICE CATEGORIES Please note the service categories listed in this document should not be construed as a detailed description of the tasks to be performed but rather a broad general outline. General Administrative Office Support Temporary administrative support is responsible for but not limited to: opening and routing mail, answering phones, providing customer service at public counters, drafting general correspondence, preparing minutes of meetings, may operate computer, and other administrative duties assigned. Executive/ Senior Administrative Office Support In addition to the tasks required of General Administrative Office Support, temporary executive / senior administrative office support performs highly responsible secretarial and routine administrative duties in City of Santa Ana RFP 18-009 26Fsc1353 the office of the City Manager, City Attorney or reports directly to an Executive team member with a higher level of professionalism and experience. Accounting and Financial Administrative Support Temporary accounting support is responsible for but not limited to reconciling accounting records, preparing accounting reports and budgets, reviewing and verifying payroll documents and compliance documents for completeness, correct pay rate and reasonableness, producing reported work hours summary reports, posting accounting entries, summarizing accounting records, accepting and processing invoice payments. Legal Secretary Support Temporary legal secretary support performs a variety of complex and responsible legal secretarial and clerical work involving specialized legal terminology, documents and procedures. Processes legal papers and documents in accordance with established procedures and formats. Performs confidential secretarial and minor legal procedures for one or more attorneys, as assigned, including maintaining court and appointment calendars. Other Classifications as determined City of Santa Ma RFP 18-009 251="154 COMPENSATION Fee Proposal including hourly rates if applicable 251-155 Exhibit B Appendix ATTACHMENT 3: COST PROPOSAL FORM COST PROPOSAL FORM THE FOLLOWING PROPOSAL PRICING MUST BE BASED ON THE CITY'S WORK SCHEDULE AND DETAILED CRITERIA AS LISTED IN THE SCOPE OF SERVICES SECTION OF THIS REQUEST FOR PROPOSALS. ALL FEES AND EXPENSES MUST BE INCLUSIVE OF ALL APPLICABLE TAXES, LABOR, ETC. CITY OF SANTA PRICING ANA CLASSIFICATION 20% Hourly Pay Min Bill Rate Max Bill Rate Mark-up Overtime Bill Overtime Rate Rate Mark-up Administrative $ 17.87- $ 38.86 - Assistant $ 23.95 $ $ 34.72 45 % $ 45% Senior Administrative $ 20.20- 43.93 - Assistant $ 27.08 $ 29.29 $ 39.26 45% $ 58.89 45 Office Specialist $ 15.83- $34.42- 34.42- $21 21 $21.21 $ 22.95 $ 30.75 45% $ 46.12 45% Accounting Assistant $ 22.48- $50.58- 50.58- $30-1-5 $30.15 $ 2.3..72— $45-22 50 % $ 67.83 50% Accountant $ 28.86- $ 64.93- $44.56 $ 43.29 $ 66.84 50% $ 100.26 50% Accounting Specialist $ 30.86- 69.49- $54.56 $ 46.29 $ 81.89 50% $122.89 50% Legal Secretary 23.00- 50.02- $ 29.39 $ 34.95 $ 42 61 50% $ 63.91 45 % Provide markup percentage rate agency will utilize to negotiate prices for positions not listed above. 47% DIRECT HIRE PLACEMENT PRICING *Direct Hire Fee (Please Explain Below 20% *Please explain briefly in detail your policy and pricing on the hiring of your temporary workers. For the first 90 days, AppleOne proposes a 20% direct hire fee. As well as a 90 day free replacement guarantee. City of Santa Ana RFP 18-009 25t-1 56 ADDleOne Emolovment Services (Name of 4�1741 fffferor) BY:l�/Yrk"t (Sign4ture�eror's Representative) Title: Director of Government Services Date: February 26, 2018 City of Santa Ana RFP 18-009 2WT57 PRICING' LINE SCAN / BACKGROUND CHECK 0.00 ADDleOne Emolovment Services (Name of 4�1741 fffferor) BY:l�/Yrk"t (Sign4ture�eror's Representative) Title: Director of Government Services Date: February 26, 2018 City of Santa Ana RFP 18-009 2WT57 PRICING Additional fee for BILLINGUAL? $ 0.50 ADDleOne Emolovment Services (Name of 4�1741 fffferor) BY:l�/Yrk"t (Sign4ture�eror's Representative) Title: Director of Government Services Date: February 26, 2018 City of Santa Ana RFP 18-009 2WT57 251-158 Exhibit 7. Agreement between the City and HB Staffing AGREEMENT TO PROVIDE TEMPORARY STAFFING SERVICES THIS AGREEMENT is made and entered into this 5th day of June, 2018 by and between CathyJon Enterprises dba HB Staffing, ("Contractors"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On February 6, 2018, the City issued a Request for Proposal ("RFP") No. 18-009, by which it sought qualified contractors to provide temporary staffing services for the City's employment needs. B. Contractor submitted a responsive proposal that was among those selected by the City. Contractor represents that Contractor is able and willing to provide the services described in the scope of work that was included in RFP No. 18-009 and attached as Exhibit A. C. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: SCOPE OF SERVICES Contractor shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in Exhibit A. Contractor's proposal dated February 26, 2018, is incorporated by reference as though fully set forth herein. 2. COMPENSATION a. City neither warrants nor guarantees any minimum or maximum compensation to Contractor under this Agreement. Contract shall be paid only for services performed under this Agreement at the rates and charges identified in Exhibit B. Contractor is one of three Contractors selected to provide temporary staffing services. The total compensation for Contractor, as one of the selected contractors, shall not exceed 5400,000 per year, including any extension periods as detailed in Section 3. b. Payment by City shall be made within 45 (forty-five) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. Page 1 of 8 251-159 3. TERM This Agreement shall commence on July 1, 2018, and continue for a three (3) year term with the option for the City to grant up to a two (2) -year renewal, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 16, below. 4. PREVAILING WAGES Contractor is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. if the services being performed are part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage Laws. Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. 5. INDEPENDENT CONTRACTOR Contractor shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 6. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Contractor under this Agreement ("Documents & Data"). Contractor shall require all subcontractors to agree in writing that City is granted a non- exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Contractor represents and warrants that Contractor has the legal right to license any and all Documents & Data. Contractor makes no such representation and warranty in regard to Documents & Data which were provided to Contractor by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. Page 2 of 8 251-160 7. INSURANCE Prior to undertaking performance of work under this Agreement, Contractor shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Contractor shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C. Worker's Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Consultant, if Contractor has any employees, is required to be insured against liability for worker's compensation or to undertake self- insurance. Prior to commencing the performance of the work under this Agreement, Contractor agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Contractor is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. e. The following requirements apply to the insurance to be provided by Contractor pursuant to this section: i. Contractor shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. ii. Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. iii. Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. iv. Where the amounts or coverage provided by the certificates of insurance provides coverage greater than those listed by this Agreement, the amounts provided by the certificates of insurance shall be incorporated by reference into the Agreement. Page 3 of 8 251-161 V. Contractor shall supply City with a fully executed additional insured endorsement. f. If Contractor fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. Contractor waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 8. INDEMNIFICATION Contractor agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 9. INTELLECTUAL PROPERTY INDEMNIFICATION Contractor shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Contractor to the City pursuant to this Agreement. 10. RECORDS Contractor shall keep records and invoices in connection with the work to be performed under this Agreement. Contractor shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements Page 4 of 8 251-162 charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Contractor under this Agreement. All such records and invoices shall be clearly identifiable. Contractor shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Contractor under this Agreement. 11. CONFIDENTIALITY If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Contractor agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential , information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Contractor without reference to information disclosed by the City. 12. CONFLICT OF INTEREST CLAUSE Contractor covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 13. DISCRIMINATION Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 14. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any Page 5 of S 251-163 terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 15. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. 16. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Contractor consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 17. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 18. JURISDICTION -VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. Page 6 of 8 251-164 19. PROFESSIONAL LICENSES Contractor shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Contractor shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 21. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Steven Pham, Executive Director, Human Resources City of Santa Ana 20 Civic Center Plaza (M-24) P.O. Box 1988 Santa Ana, California 92702 Fax: 714-647-6930 Sonia R. Carvalho City Attorney City of Santa Ana 20 Civic Center Plaza (M-29) P.O. Box 1988 Santa Ana, California 92702 Fax: 714- 647-6515 Page 7 of 8 251-165 To Consultant: Cathy Volpe or Jonathan Paul 2120 Main Street, Ste. 250 Huntington Beach, CA 92648 Fax: 714-960-6563 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: Maria D. Huizar Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney Laura A. Rossini Senior Assistant City Attorney RECOMMENDED FOR APPROVAL: Stephen Pham Executive Director, Human Resources CITY OF SANTA ANA Raul Godinez II City Manager HB STAFFING: Cathy Volpe President 251-166 Page 8 of 8 EXHIBIT A SCOPE OF SERVICES 251-167 Appendix ATTACHMENT 1: SCOPE OF WORK A. OVERVIEW Exhibit A The purpose of this Request for Proposals is to identify qualified Contractor(s) to provide professional temporary staffing services for the City of Santa Ana's employment needs. Temps will work under the City's 9/80 work schedule (Monday to Thursday 9 hour workdays, Friday 8 hour workday and closed every other Friday). The City expends approximately $300,000 annually for Temporary Staffing Services, although the requirements will fluctuate during the agreement period. Current Contracts/ Purchase Orders: 1n the event that one of the current firms is not selected during this RFP process, there would then be a phase-out period, allowing those existing employees to complete their assignment with the City through the existing contract or purchase order. B. SPECIFICATIONS Contractor shall provide a comprehensive catalog of clerical, office, accounting and other related administrative support service options to the City. The Contractor further agrees to; Provide appropriate method to match the City's needs within the specified time frames. Coordinate all schedule work dates with City at least one business day before the start of assignment. Provide a detailed proposal and invoice, according to the specifications prescribed by the City department. The Contractor shall ensure the following prior to recommending any Temp for placement to the City: • Ensure that work authorization has been obtained and is current for individuals referred to the City for assignment via 1-9 (employment eligibility verification) • Ensure that Live Scan fingerprinting and/ or background check have been processed, completed and passed (if requested by the City) • Ensure that temporary worker(s) recommended for an assignment meet all essential job function and minimum qualification requirements for the various types of services • Ensure that typing speed is at least 30 wpm and Microsoft Office abilities have been tested and are met with positive results as required • Ensure that temporary worker is bilingual when this is requirement for assignment C. SPECIFICATIONS/ SCOPE OF SERVICES 1. The City department will call the Contractor for temporary services and provide the title and any special skills or experience required. Certain positions may require bilingual skills. Contractor shall provide temporary worker(s) as required and approved by City departments to work at the various City of Santa Ana department locations. City of Santa Ana RFP 18-009 251368 2. The Contractor will compare job requirements with worker qualifications and will email resume and test results of Temps as requested. 3. The Contractor will follow up with the City within two (2) hours to report status of provide name(s) for City approval. a. if Contractor is unable to locate a qualified candidate within four (4) hours of the initial request, the City reserves the right to contact other temporary agencies for placement. 4. Once a candidate is selected, and the hourly pay rate has been agreed upon, Contractor shall provide City with a detailed proposal to include the specific job description, the hourly pay rate for the temporary worker, and the mark-up rate. The City will then sign the proposal in approval. All invoices must include the agreement number. 5. Contractor shall provide temporary workers who have the skills required for the assignment. 6. City reserves the right to end a Temp's assignment if work performed is substandard, attendance is poor, or for other business related reasons. Contractor shall remove any temporary worker from assignment at City's request, and at the time requested by City and provide replacement temporary worker if required by City. 7. Contractor shall be responsible for all decisions concerning matters of hiring, firing, discipline, payroll practices, employee benefits such as vacation, sick and other leave benefits. Temporary workers provided by the agency shall be considered employees of the agency and shall in no sense be considered employees of agents of the City. 8. Contractor shall be responsible for communication with temporary workers with respect to their duties as employees of the Contractor. 9. Contractor will provide City with testing resources for regular status positions as requested. These services shall be provided at the rates set forth in Proposal Pricing Sheet on Page 16. 10. Individual temporary workers are not permitted to work more than 960 hours in any fiscal year period (July I —June 30). D. SERVICE CATEGORIES Please note the service categories listed in this document should not be construed as a detailed description of the tasks to be performed but rather a broad general outline. General Administrative Office Support Temporary administrative support is responsible for but not limited to: opening and routing mail, answering phones, providing customer service at public counters, drafting general correspondence, preparing minutes of meetings, may operate computer, and other administrative duties assigned. Executive/ Senior Administrative Office Support In addition to the tasks required of General Administrative Office Support, temporary executive / senior administrative office support performs highly responsible secretarial and routine administrative duties in City of Santa Ana RFP 18-009 age 251-11bg the office of the City Manager, City Attorney or reports directly to an Executive team member with a higher level of professionalism and experience. Accounting and Financial Administrative Support Temporary accounting support is responsible for but not limited to reconciling accounting records, preparing accounting reports and budgets, reviewing and verifying payroll documents and compliance documents for completeness, correct pay rate and reasonableness, producing reported work hours summary reports, posting accounting entries, summarizing accounting records, accepting and processing invoice payments. Legal Secretary Support Temporary legal secretary support performs a variety of complex and responsible legal secretarial and clerical work involving specialized legal terminology, documents and procedures. Processes legal papers and documents in accordance with established procedures and formats. Performs confidential secretarial and minor legal procedures for one or more attorneys, as assigned, including maintaining court and appointment calendars. Other Classifications as determined City of Santa Ana RFP 18-009 Pae 14 25-170 EXHIBIT B COMPENSATION Fee Proposal including hourly rates if applicable 251-171 Exhibit B Appendix ATTACHMENT 3: COST PROPOSAL FORM THE FOLLOWING PROPOSAL PRICING MUST BE BASED ON THE CITY'S WORK SCHEDULE AND DETAILED CRITERIA AS LISTED IN THE SCOPE OF SERVICES SECTION OF THIS REQUEST FOR PROPOSALS. ALL FEES AND EXPENSES.MUST.EW INCLUSIVE OF ALL APPLICABLE TAXES, LABOR, ETC. 'Please explain'brictly in detail your policy and pricing on the hiring or your temporary workers. PRICING CITY OF SANTA •Direct Itire Fee (Please Explain Below) Minimum Number of Hours to be worked by HB Staffing Employee to Waive Fees: Our temporary employees may be placed on the City's payroll without a fee after completing 520 working Overtime Mark=' ASIA Hourly Pay Rate ..Min Bill Max Bill Mark-up OycriimcBillRate up-46%ofOT- CLASSIFICATION fee is 15°% of the candidate's annual gross earnings. This includes candidates who have been referred for Rate Rate - pay rate $40,000 salary x 150A = 56,000 fee to HE; Staffing Min to Max 550,000 salary x 15°%= $7,500 fee to HB Staffing Pricing shall remain firm for the entire first term of the Agreement. Min to Max We understand that if government -mandated costs or expenses are enacted during the contract term, Adniiaistradve 16.50 I 1850 I 24.09 22.01 I 46% 36.14 140.]2 1 46% Assistant Stniur Ack it istrative '19.00 I 22.00 27.74 32.12 I 46% 41.61 1 48.18 I 46% Assistant. Office Specialist 14.00 ! .16.00 1! 2044, 23.36 I 46% .I 30.66 ! 35.04 I 46% Accounting Assistant 17,00 '19.00 24.82 27.74 46% 37.23 41.61 46% Accountant 26.00 30.00 37.96 43.80 46% 56.94 65.70 46% - Accounting Specialist .10.00 I 24:00 I 29:20 35:04 I 46% 43.80 152.56 I 46% Le_alSecretary 23.00 26.00 33.58 37.96 I 46% 50.37 156.94 I 46% Provide markup percemage rate agency will utilize to negotiate for positions not listed abiwe 460,,oprices 'Please explain'brictly in detail your policy and pricing on the hiring or your temporary workers. Page 16 251-172 PRICING •Direct Itire Fee (Please Explain Below) Minimum Number of Hours to be worked by HB Staffing Employee to Waive Fees: Our temporary employees may be placed on the City's payroll without a fee after completing 520 working hours with the City._ DIRECT HIRE PLACENIENT Direct Hire Services: Should the City wish to hire a candidate referred by H8 Staffiing immediately/directly to their payroll, the fee is 15°% of the candidate's annual gross earnings. This includes candidates who have been referred for any position within one (1) year of our most recent communication to the City relevant to such candidate. Example of Fees: $40,000 salary x 150A = 56,000 fee to HE; Staffing 550,000 salary x 15°%= $7,500 fee to HB Staffing Pricing shall remain firm for the entire first term of the Agreement. We understand that if government -mandated costs or expenses are enacted during the contract term, respondents will be allowed to request rate increases to cover these higher rates, upon review and approval from the City. (Pei the City's response to Question 19 in Addendum 02, Page 16 251-172 PRICING LIVE SCAN IBACKGROUND CHECK S No Fee PRICING Additional fee for BILLINGUAL? 3 No Fee (Name of Offeror) By: ✓ `�_ (Signature of Offeroorr's Representative) Title: �� /'t� 5 . 6T C H� Date: IT Crcv of Santa Ana RFP 18.009 Page 17 251-173 251-174 Exhibit 8. Agreement between the City and Helpmates AGREEMENT TO PROVIDE TEMPORARY STAFFING SERVICES THIS AGREEMENT is made and entered into this 5th day of June, 2018 by and between Trust Temporary Services, Inc., a California Corporation, dba Helpmates Staffing Services, ("Contractors"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On February 6, 2018, the City issued a Request for Proposal ("RFP") No. 18-009, by which it sought qualified contractors to provide temporary staffing services for the City's employment needs. B. Contractor submitted a responsive proposal that was among those selected by the City. Contractor represents that Contractor is able and willing to provide the services described in the scope of work that was included in RFP No. 18-009 and attached as Exhibit A. C. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Contractor shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in Exhibit A. Contractor's proposal dated February 26, 2018, is incorporated by reference as though fully set forth herein. 2. COMPENSATION a. City neither warrants nor guarantees any minimum or maximum compensation to Contractor under this Agreement. Contract shall be paid only for services performed under this Agreement at the rates and charges identified in Exhibit B. Contractor is one of three Contractors selected to provide temporary staffing services. The total compensation for Contractor, as one of the selected contractors, shall not exceed $400,000 per year, including any extension periods as detailed in Section 3. b. Payment by City shall be made within 45 (forty-five) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. Page 1 of 8 251-175 3. TERM This Agreement shall commence on July 1, 2018, and continue for a three (3) year term with the option for the City to grant up to a two (2) -year renewal, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 16, below. 4. PREVAILING WAGES Contractor is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. If the services being performed are part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage Laws. Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. 5. INDEPENDENT CONTRACTOR Contractor shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 6. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Contractor under this Agreement ("Documents & Data"). Contractor shall require all subcontractors to agree in writing that City is granted a non- exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Contractor represents and warrants that Contractor has the legal right to license any and all Documents & Data. Contractor makes no such representation and warranty in regard to Documents & Data which were provided to Contractor by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. Page 2 of 8 251-176 INSURANCE Prior to undertaking performance of work under this Agreement, Contractor shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Contractor shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from,bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C. Worker's Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Consultant, if Contractor has any employees, is required to be insured against liability for worker's compensation or to undertake self- insurance. Prior to commencing the performance of the work under this Agreement, Contractor agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Contractor is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. e. The following requirements apply to the insurance to be provided by Contractor pursuant to this section: i. Contractor shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. ii. Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. iii. Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. iv. Where the amounts or coverage provided by the certificates of insurance provides coverage greater than those listed by this Agreement, the amounts provided by the certificates of insurance shall be incorporated by reference into the Agreement. Page 3 of 8 251-177 V. Contractor shall supply City with a fully executed additional insured endorsement. f. If Contractor fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. Contractor waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 8. INDEMNIFICATION Contractor agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special.counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 9. INTELLECTUAL PROPERTY INDEMNIFICATION Contractor shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Contractor to the City pursuant to this Agreement. 10. RECORDS Contractor shall keep records and invoices in connection with the work to be performed under this Agreement. Contractor shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements Page 4 of 8 251-178 charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Contractor under this Agreement. All such records and invoices shall be clearly identifiable. Contractor shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Contractor under this Agreement. 11. CONFIDENTIALITY If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Contractor agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Contractor without reference to information disclosed by the City. 12. CONFLICT OF INTEREST CLAUSE Contractor covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 13. DISCRIMINATION Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 14. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any Page 5 of 8 251-179 terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 15. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. 16. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Contractor consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 17. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 18. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. Page 6 of 8 251-180 19. PROFESSIONAL LICENSES Contractor shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Contractor shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 21. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Steven Pham, Executive Director, Sonia R. Carvalho Human Resources City Attorney City of Santa Ana City of Santa Ana 20 Civic Center Plaza (M-24) 20 Civic Center Plaza (M-29) P.O. Box 1988 P.O. Box 1988 Santa Ana, California 92702 Santa Ana, California 92702 Fax: 714-647-6930 Fax: 714- 647-6515 Page 7 of 8 251-181 To Consultant: Helpmates Staffing Services Attn: Kevin Willard 1200 Main Street, Ste. B Irvine, CA 92614 Fax: 949-752-4900 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: Maria D. Huizar Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney - .&WND , k -VWAx � Laura A. Rossini Senior Assistant City Attorney RECOMMENDED FOR APPROVAL: Stephen Pham Executive Director, Human Resources CITY OF SANTA ANA Raul Godinez II City Manager HELPMATES STAFFING SERVICES: Rosalie Villa VP/Chief Revenue Officer 251-182 Page 8 of 8 EXHIBIT A SCOPE OF SERVICES 251-183 Appendix ATTACHMENT 1: SCOPE OF WORK A. OVERVIEW Exhibit A The purpose of this Request for Proposals is to identify qualified Contractor(s) to provide professional temporary staffing services for the City of Santa Ana's employment needs. Temps will work under the City's 9/80 work schedule (Monday to Thursday 9 hour workdays, Friday 8 hour workday and closed every other Friday). The City expends approximately $300,000 annually for Temporary Staffing Services, although the requirements will fluctuate during the agreement period. Current Contracts/ Purchase Orders: In the event that one of the current firms is not selected during this RFP process, there would then be a phase-out period, allowing those existing employees to complete their assignment with the City through the existing contract or purchase order. B. SPECIFICATIONS Contractor shall provide a comprehensive catalog of clerical, office, accounting and other related administrative support service options to the City. The Contractor further agrees to; • Provide appropriate method to match the City's needs within the specified time frames. • Coordinate all schedule work dates with City at least one business day before the start of assignment. • Provide a detailed proposal and invoice, according to the specifications prescribed by the City department. The Contractor shall ensure the following prior to recommending any Temp for placement to the City: • Ensure that work authorization has been obtained and is current for individuals referred to the City for assignment via I-9 (employment eligibility verification) • Ensure that Live Scan fingerprinting and/ or background check have been processed, completed and passed (if requested by the City) • Ensure that temporary worker(s) recommended for an assignment meet all essential job function and minimum qualification requirements for the various types of services • Ensure that typing speed is at least 30 wpm and Microsoft Office abilities have been tested and are met with positive results as required • Ensure that temporary worker is bilingual when this is requirement for assignment C. SPECIFICATIONS/ SCOPE OF SERVICES 1. The City department will call the Contractor for temporary services and provide the title and any special skills or experience required. Certain positions may require bilingual skills. Contractor shall provide temporary worker(s) as required and approved by City departments to work at the various City of Santa Ana department locations. City of Santa Ana RFP 18-009 Pae 12 2 -184 2. The Contractor will compare job requirements with worker qualifications and will email resume and test results of Temps as requested. 3. The Contractor will follow up with the City within two (2) hours to report status of provide name(s) for City approval. a. If Contractor is unable to locate a qualified candidate within four (4) hours of the initial request, the City reserves the right to contact other temporary agencies for placement. 4. Once a candidate is selected, and the hourly pay rate has been agreed upon, Contractor shall provide City with a detailed proposal to include the specific job description, the hourly pay rate for the temporary worker, and the mark-up rate. The City will then sign the proposal in approval. All invoices must include the agreement number. 5. Contractor shall provide temporary workers who have the skills required for the assignment. 6. City reserves the right to end a Temp's assignment if work performed is substandard, attendance is poor, or for other business related reasons. Contractor shall remove any temporary worker from assignment at City's request, and at the time requested by City and provide replacement temporary worker if required by City. 7. Contractor shall be responsible for all decisions concerning matters of hiring, firing, discipline, payroll practices, employee benefits such as vacation, sick and other leave benefits. Temporary workers provided by the agency shall be considered employees of the agency and shall in no sense be considered employees of agents of the City. 8. Contractor shall be responsible for communication with temporary workers with respect to their duties as employees of the Contractor. 9. Contractor will provide City with testing resources for regular status positions as requested. These services shall be provided at the rates set forth in Proposal Pricing Sheet on Page 16. 10. Individual temporary workers are not permitted to work more than 960 hours in any fiscal year period (July 1 — June 30). D. SERVICE CATEGORIES Please note the service categories listed in this document should not be construed as a detailed description of the tasks to be performed but rather a broad general outline. General Administrative Office Support Temporary administrative support is responsible for but not limited to: opening and routing mail, answering phones, providing customer service at public counters, drafting general correspondence, preparing minutes of meetings, may operate computer, and other administrative duties assigned. Executive/ Senior Administrative Office Support In addition to the tasks required of General Administrative Office Support, temporary executive / senior administrative office support performs highly responsible secretarial and routine administrative duties in City of Santa Ana RFP 18-009 2' 485 the office of the City Manager, City Attorney or reports directly to an Executive team member with a higher level of professionalism and experience. Accounting and Financial Administrative Support Temporary accounting support is responsible for but not limited to reconciling accounting records, preparing accounting reports and budgets, reviewing and verifying payroll documents and compliance documents for completeness, correct pay rate and reasonableness, producing reported work hours summary reports, posting accounting entries, summarizing accounting records, accepting and processing invoice payments. Legal Secretary Support Temporary legal secretary support performs a variety of complex and responsible legal secretarial and clerical work involving specialized legal terminology, documents and procedures. Processes legal papers and documents in accordance with established procedures and formats. Performs confidential secretarial and minor legal procedures for one or more attorneys, as assigned, including maintaining court and appointment calendars. Other Classifications as determined City of Santa Ana RFP 18-009 Page 14 251-186 EXHIBIT B COMPENSATION Fee Proposal including hourly rates if applicable 251-187 Exhibit B Appendix ATTACHMENT 3: COST PROPOSAL FORM COST PROPOSAL FORM THE FOLLOWING PROPOSAL PRICING MUST BE BASED ON THE CITY'S WORK SCHEDULE AND DETAILED CRITERIA AS LISTED IN THE SCOPE OF SERVICES SECTION OF THIS REQUEST FOR PROPOSALS. ALL FEES AND EXPENSES MUST BE INCLUSIVE OF ALL APPLICABLE TAXES, LABOR, ETC. CITY OF SANTA PRICING ANA Hourly Pay Min Bill Rate Max Bill Rate Mark-up Overtime Bill Overtime CLASSIFICATION Rate Rate Mark-up Administrative Assistant $16-18 $ 22.24 $ 25.02 39% $ 24-27 150% Senior Administrative Assistant $ 24-28 $ 33.36 $ 38.92 19% $ 36-42 150 Office Specialist $ 14-16 $ 19.46 $ 22.2439 % $ 21-24 150% Accounting Assistant $ 18-22 $ 25.02 $ 30.58 39 V. $ 27-33 150 Accountant $ 35-40 $ 48.65 $ 55.60 39% $ 52.50-60 150% Accounting Specialist $ 20-24 $ 27.80 $ 33.36 39 %$ 30-36 150% Legal Secretary $ 28-32 $ 38.92 $ 44.48 39 % $ 42-48 150 % Provide markup percentage rate agency will utilize to negotiate prices for positions not listed above. 39 DIRECT HIRE PLACEMENT PRICING *Direct Hire Fee (Please Explain Below 18% of Annual Salary* *Please explain briefly in detail your policy and pricing on the hiring of your temporary workers. * Please see our discounted Direct Hire Placement pricing Fee Schedule developed specifically for the City of Santa Ana, on Page 31, following this ATTACHMENT 3: COST PROPOSAL FORM City of Santa Ana RFP 18-009 Pa a 16 25f-188 " PRICING ,,LIVE SCAN:/ BACKGROUND CHECK $35.00 Helpmates Staffing Services (Name of Bffeyor (Signature of O�ff//e/eror's Representative) Title: Regional Director, Orange County 2/26/18 City of Santa Ana RFP 18-009 2O'l189 PRICING ' Additional .fee for BILLINGUAL?l $ 0 (no additional fee) Helpmates Staffing Services (Name of Bffeyor (Signature of O�ff//e/eror's Representative) Title: Regional Director, Orange County 2/26/18 City of Santa Ana RFP 18-009 2O'l189 251-190