HomeMy WebLinkAboutSOFTHQ, INC.INSURANCE NOT ON FILE
WORK MAY NOT PROCEED
CITY CLERK
DATE:
A-2023-122-05
CONSULTANT AGREEMENT BETWEEN THE CITY OF SANTA ANA AND
+tt7 U I SOFTHQ, INC. FOR ON -CALL TEMPORARY STAFFING SERVICES
(LUr�Sj P�a�^aLY�
THIS AGREEMENT is made and entered into on this 20th day of June, 2023 by and between
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SoftHQ, Inc. ("Consultant') and the City of Santa Ana, a charter city and municipal corporation
0 organized and existing under the Constitution and laws of the State of California ("City").
® RECITALS
A. On April 19, 2023 the City issues a Request for Proposal No. 23-051, by which it desired
to retain a Consultant having special skill and knowledge in the field of Temporary Staffing
Services on an on -call basis for the City's Human Resources Department
B. Consultant submitted a responsive proposal that was among those selected by the city.
Consultant represents that it is able and willing to provide such services described in the
scope of work that was included in the RFP No. 23-051.
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 the services that were described in the scope of work included in
the RFP No. 23-051. 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 - Exhibit A", attached hereto
and incorporated by reference, and as further described in Consultant's Proposal. attached hereto
an incorporated herein by this reference as "Consultant's Proposal - Exhibit B".
2. COMPENSATION
a. City neither warrants nor guarantees any minimum or maximum compensation to
Consultant under this Agreement. Consultant shall be paid only for actual services
performed under this Agreement at the rates and charges identified in Consultant's Fee
Proposal, which is attached hereto and fully incorporated herein by this reference as
"Compensation - Exhibit C. Consultant is one of eight (S) separate consultants
selected to provide services on an on -call basis tinder RFP No. 23-051. The total
compensation for services provided by all consultants selected under REP No. 23-051
shall not exceed the shared aggregate amount of $2,000,000.00 during the term of this
Agreement, including any extension periods, as set forth in Section 3, below.
b. Payment by City shall be made within forty-five (45) days following receipt of proper
invoice evidencing work performed, subject to City accounting procedures. Payment
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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.
c. Notwithstanding any contrary terms contained within Consultant's I^ee Proposal,
Consultant's fees shall not exceed 3% annually over the term of this Agreement,
including any extension periods, unless directly affected by Prevailing Wage laws.
Ct?MOMMIUMINTAl
This Agreement shall commence on July 1, 2023 and end on June 30, 2026, with the option
for the City to grant up to two, one-year extensions, exercisable by a writing by the City Manager
and the City Attorney, unless terminated earlier in accordance with. Section 15, below.
4. 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. `['his 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.
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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 shrill be at City's sole risk.
rt I`►UII MUO"
Consultant shall procure and maintain for the duration of the contract insurance against
claims for injuries to persons or damages to property which may arise from or in connection with
the performance of the work hereunder and the results of that work by the Consultant, its agents,
representatives, employees or subcontractors.
Page 2 of 9
a. Consultant shall not commence work for the City until it has provided evidence
satisfactory to the City that it has secured all insurance required under this Section. In
addition, Consultant shall not allow any subconsultant to commence work on any
subcontract until it has secured all insurance required under this Section.
b. Insurance coverage shall be at least as broad as:
(i) Commercial General Liability (CGL): Insurance Services Office
Form CG 00 01 covering CGL on an "occurrence" basis, including
products and completed operations, property damage, bodily injury and
personal & advertising injury with limits no Less than $1,000,000.00 per
occurrence. If a general aggregate limit applies, either the general
aggregate limit shall apply separately to this project/location (ISO CG
25 03 or 25 04) or the general aggregate limit shall be twice the required
occurrence limit.
(ii) Automobile Liability: Insurance Services Office Form Number CA
0001 covering, Code 1 (any auto), or if Consultant has no owned autos,
Code 8 (hired) and 9 (non -owned), with limit no less than $1,000,000.00
per accident for bodily injury and property damage.
(iii) Workers' Compensation insurance as required by the State of
California, with Statutory Limits, and Employer's Liability Insurance
with limit of no less than $1,000,000.00 per accident for bodily injury
or disease.
(iv) Professional Liability (Errors and Omissions) Insurance
appropriates to the Consultant's profession, with limit no less than
$1,000,000.00 per occurrence or claim, $2,000,000.00 aggregate.
(v) If the Consultant maintains broader coverage and/or higher limits
than the minimums shown above, the City requires and shall be entitled
to the broader coverage and/or the higher limits maintained by the
Consultant. Any available insurance proceeds in excess of the specified
minimum limits of insurance and coverage shall be available to the City.
d. Other Insurance Provisions. The insurance policies are to contain, or be endorsed
to contain, the following provisions:
(i) Additional Insured Status. The City, its officers, officials, employees,
and volunteers are to be covered as additional insureds on the CGL
policy with respect to liability arising out of work or operations
performed by or on behalf of the Consultant including materials, parts,
or equipment furnished in connection with such work or operations.
General liability coverage can be provided in the form of an
endorsement to the Consultant's insurance (at least as broad as ISO
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Form CG 20 t0 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG
20 W and CG 20 37 forms if later revisions used).
(ii) Primary Coverage. For any claims related to this contract, the
Consultant's insurance coverage shall be primary insurance primary
coverage at least as broad as ISO CG 20 01 04 13 as respects the City,
its officers, officials, employees, and volunteers. Any insurance or self-
insurance maintained by the City, its officers, officials, employees, or
volunteers shall be excess of' the Consultant's insurance and shall not
contribute with it.
(iii)Notice of Cancellation. Each insurance policy required above shall
state that coverage shall not be canceled, except with notice to the City.
(iv) Waiver of Subrogation. Consultant hereby grants to City a waiver of
any right to subrogation which any insurer of said Consultant may
acquire against the City by virtue of the payment of any loss under such
insurance. Consultant agrees to obtain any endorsement that may be
necessary to affect this waiver of subrogation, but this provision applies
regardless of whether or not the City has received a waiver of
subrogation endorsement from the insurer.
(v) Self -Insured Retentions. Self -insured retentions must be declared to
and approved by the City. The City may require the Consultant to
purchase coverage with a lower retention or provide proof of ability to
pay losses and related investigations, claim administration, and defense
expenses within the retention. The policy language shall provide, or be
endorsed to provide, that the self -insured retention may be satisfied by
either the named insured or City.
(A)Acceptability of Insurers. Insurance is to be placed with insurers
authorized to conduct business in the state with a current A.M. Best's
rating of no less than A: VII, unless otherwise acceptable to the City.
(vii) Verification of Coverage. Consultant shall furnish the City with
original Certificates of Insurance including all required amendatory
endorsements (or copies of the applicable policy language effecting
coverage required by this clause) and a copy of the Declarations and
Endorsement Page of the CGI, policy listing all policy endorsements to
City before work begins. however, failure to obtain the required
documents prior to the work beginning shall not waive the Consultant's
obligation to provide them. The City reserves the right to require
complete, certified copies of all required insurance policies, including
endorsements required by these specifications, at any time.
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(viii) Special Risks or Circumstances. City reserves the right to modify
these requirements, including limits, based on the nature of the risk,
prior experience, insurer, coverage, or other special. circumstances.
7. 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 harrnless 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 assenting 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.
8. 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 this Agreement.
9. 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.
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10. 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.
11. CONFLICT OF INTEREST CLAUSE
Consultant 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.
12. NON-DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex, marital status,
sexual orientation, gender identity, gender expression, gender, medical conditions, genetic
information, or military and veteran status, age, national origin, ancestry, or disability, as defined
and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization,
promotion, termination or other employment related activities or any services provided under this
Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all
applicable federal, state and local laws and regulations.
13. 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 terns 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.
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14. 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 consultant and/or contractors retained by City.
15. TERMINATION
"Plus Agrecment 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.
16. 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.
17. 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.
18. PROFESSIONAL LICENSES
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 taws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Consultant shalll notify the City immediately and
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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.
19. 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:
Jennifer L. Hall
City Clerk
City of Santa tuna
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
With courtesy copies to:
Jason Motsick
Executive Director of Human Resources
City of Santa Ana
20 Civic Center Plaza
P.O. Box 1988
Santa Ana, California 92702
To Consultant:
Kranti Ponnam
President
SoftHQ, Inc.
6494 Weathers Place Suit 200,
San Diego, CA 92121
Fax: 858-225-6834
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) clays after it has been
deposited in the United States mail. duty 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 facsinrite machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
Page 8 of 9
A-2023-122-05
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.
fN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST:
City Clerk
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
Bv:
NATHAN T. MA EZ
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
ve Director
Resources Department
CITY OF SANTA ANA
KRISrTINE RIDGE
City Manager
CONSULTANT:
I&ANT1PO NAM
President
Page 9 of 9
EXHIBIT A
SCOPE OF SERVICES
CITY OF SANTA ANA
12. Individual temporary workers are not permitted to work more than 960 hours in any fiscal year
period (July 1 — June 30). Contractor is solely responsible for tracking hours worked by all
temporary workers, and to notify the Department contact and the Human Resources Department
within 30 working days of any temporary worker reaching the limit of 960 hours.
13. Contractor must comply with all applicable local, state, and federal laws and regulations, including
California Assembly Bill 1028 (effective January 1, 2012) and CalPERS rules regarding CalPERS
Retired Annuitants, whether formerly employed by the City or other public agency employers
subscribing to CaIPERS. Contractor must also ensure that no employee provided under this
agreement would need to be reinstated to CaIPERS employment or considered to be in violation
of the retirement law or otherwise in unlawful employment as a result of their work at the City prior
to assigning any temporary worker to any City request.
C. SERVICE CATEGORIES
Please note the service categories listed in this document are provided for purposes of this RFP and
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 role (e.g., Administrative Assistant and Office Specialist) is
responsible for but not limited to: opening and routing mail, answering telephones, providing
customer service at public counters, drafting general correspondence, preparing minutes of
meetings, may operate computer, and other administrative duties assigned.
2. Executive/Senior Administrative Office Support
In addition to the tasks required of General Administrative Office Support, temporary Executive/
Senior Administrative Office Support Roles perform highly responsible secretarial and routine
administrative duties in the office of the City Manager, City Attorney, or reports directly to an
Executive team member with a higher level of professionalism and experience.
3. Professional Accounting and Financial Administrative Support
Temporary Accounting Support role 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.
Temporary professional accountant is responsible for but not limited to accounting duties requiring
the application of accounting principles and practices.
Legal Secretary / Paralegal Support
Temporary Legal Secretary Support roles perform 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;
and performs confidential secretarial and minor legal procedures for one or more attorneys, as
assigned, including maintaining court and appointment calendars.
5. Other Technical and Professional Classifications as Determined
`"¢' CITY OF SANTA ANA
Other technical and professional classification(s) relevant to city operations in which the
Contractor may possess placement experience, such as human resources administration,
building permit or plan check services, housing or job placement eligibility, facilities or vehicle
maintenance, etc. City classification specifications can be found and defined on the City's job
description site: https://www.governmentiobs.com/careers/santaana/classspecs.
D. SERVICE UTILIZATION REPORTS
Contractor must provide to the City's Human Resources Department the following reporting in Excel
format:
1. Quarterly Reports which include at minimum:
a. Number of temporary workers hired under this contract;
b. Number of hours worked per temporary staff during reporting period, by name;
c. Number of hours worked per classification citywide;
d. Department to which temporary worker was assigned;
e. Billing rate for each temporary worker
f. Sum per criteria above
2. Annual Report which includes grand totals of each of the criteria included in Quarterly Reports
and listed above.
EXHIBIT B
CONSULTAM. S PROPOSAL
Electronic Submission via PlanetBids to:
ATTE\'TION-:
LORI SCfV0JDER I OPIKknONS \LVNAGER
CIII' OF S 3.S-I'.3,:L-N.k
HLI. LAN RESOURCES DEPART\ffP4T
20MICCENTER PLAYA
S.LNTA A- .k, CA 92701
PHO-',F:(711) 647-4400
ENL1I1.: LSCM.AM R¢.SiNTA-A.NA.ORG
SL-BJHTIED BY:
SOFTHQ
SOFTHQ. INC.
6494 WEATHERS PLACi SUITE 200.
SA.` DIEGO. CA — 92121
X%-"- .SOFTHO.CCR
Person Authorized to Negotiate and Sign the Proposal:
KRA.NTI PO-'N.-X.-Nf
TTTLE: PRESIDENT
PHONE: (S4S) 655-9200
So � 6 1 . SoftHQ. Inc., April 19, 2023
-� RFP No. 23-051 for Temporary Staffing Services
City of Santa .Ana, CA- Request For Proposals (RFP)
TABLE OF CONTENTS
1 COVER LETTER....................................................................................................................................................................1
2 SERVICES PROVIDED.........................................................................................................................................................2
3 FIRM AND TEAM EXPERIENCE..........................................................................................................................................4
3.1 DESCRIPTION OF THE FIRM ............... ........ .................. ...... ........... _..... ,..... ,,... ,..... .............. ,.... ,.......... ,............_...................
4
3.2 FIRM'SNEARESTADDRESSSERVINGTHECITYOFSANTAANAANDHEADQUARTERSADDRESS........... ......... ........ ...................
5
3.3 NAME AND CONTACT INFORMATION OF THE PROJECT MANAGER ... .... ......... .............. .............. .... .... .... ..... .... .......... .........
...... ,.5
3.4 KEY PERSONNEL RESUMES .............. ........ ........... ....... ......... ........ ....... ..... .................. ....... .... ..... ....... ........ ........... ............
...5
3.4.1 Proposed Account Manager/President: Kranti Ponnam..................................................... .............................
. 5
3.4.2 Lead Recruiter: Miles Hamilton_..........................................................................................................................
6
4 PROPOSED WORK PLAN....................................................................................................................................................6
4.1 UNDERSTANDING OF THE SCOPE OF SERVICES.....................................................................................................................
6
4.2 APPROACH TO PERFORMING SERVICES ..... ................... ..... ........... .... ........ ................. ,... ,........... ...... ,.................... ,..... ,.......
,.6
4.2.1 Recruitment Methodology... ........ ........ .............. .-.......... ...... ............................. ._............ ._..... .... ._...,..............
,7
4.2.1.1 Sourcing Strategy ......................... ...... ..... ........... .......... .... ............. ...... ................ .... .................... ,..,
..... , .7
4.2.1.2 Ability to Match the Employee's Knowledge, Skills, and Abilities to those required for Each Specific
Assignment................................................................................ .......................... ............. ...... ,... ..... ,..,..............
,..... 8
4.2.1.2.1 Position Analysis and Customer Outreach............................................................................................9
4.2.1,2.2 Ability to Attract Qualified Personnel ... ...... ............. ,........ ,...................... ,............ ,... ........................
,..9
4,2,1.3 Methods for Drug Testing and Background Screening ..... ..... .............. ............_.......,...............,.,.....,.........9
4.3 DESCRIPTION OF DELIVERABLES, IMPLEMENTATION PLAN AND TIMELINE................................................................................
9
5 ATTACHMENTS..................................................................................................................................................................11
5.1 ATTACHMENT A—PROPOSER'S CERTIFICATION AND PROPOSAL ITEM PRICING....................................................................
11
5.2 ATTACHMENT B— REFERENCES .......... ....... ..... ............_.......,.............,............,,._.................,,......,........,.........................,.
11
5.3 ATTACHMENT C—PROPOSER'SSTATEMENT .... ...... ..... ........................................................................................................11
5A ATTACHMENTD— NON -COLLUSION AFFIDAVIT . ..... .... ......... .............. .............. .................................... .............................
il
5.5 ATTACHMENTE— NON -LOBBYING CERTIFICATION ........................ ,...... ,.... ..........._..........,.._...............................................11
5.6 ATTACHMENTF— NON-DISCRIMINATION CERTIFICATION ........ ....... .... ............. .......... ,.......... .......................... ,..,..............
,..11
5.7 ATTACHMENTG— COSTPROPOSALFORM....... .... ......... ........ ._.... ,.._.............. ,........ ,................. ,.....................................
,..11
LIST OF EXHIBITS
EXHIBIT 1: SOFTHQ'S BUSINESS INFORMATION.. .............. ......... . ...... ... .. .. . .. ...................................... ... ......................... ......... 4
EXHIBIT 2: STAFFING APPROACH .............. .... ................... ...... ....... ,...... ....... ................... ............... ....... ........ ........ ,....... .................. ,..... 8
EXHIBIT 3: SOFTHQ'S RESPONSE TIMELINE ... ...... ............ ...... .... ....... .......... .................. ......... ,......... .............................................. ,... 11
Use or disclosure of data contained on this sheet is subject to the restriction on the tide page of this proposal
0 F T H SoftHQ, Inc., April 19, 2023
ti RFP No. 23.051 for Temporary Staffing Services
City of Santa Ana, CA — Request for Proposals (RFP)
1 COVER LETTER
April 19, 2023
Attention:
Lori Schrader
Operations Manager
City of Santa Ana
20 Civic Center Plaza
Santa Ana, CA 92701
Subject: SoffHQ's response to provide the City of Santa Ana's (City) Temporary Staffing Services
Dear Ms. Lori Schrader,
SoftHQ, Inc. (SoftHQ) proposes to provide all goods and services as setforth in the"Request for Proposals" to provide Temporary
Staffing Services with RFP No. 23.051 for which fees/costs offered herein shall apply for 120 days from the date of opening.
Established in FY 2010 and headquartered in San Diego, SoftHQ is an MBE led by Kranti Ponnam (President -Operations).
SoftHQ has been providing Temporary Staffing Services to various State, Local, and Fortune 500 Commercial clients. Please find
the company Information below:
Name of the Company SoftHQ, Inc.
Legal Status I Jurisdiction of Inc or oration C-Cor oration I California
Date of Company Incorporation in the US 01I2812010
No of Years in Business
13+ Years
Details about the Owners
Kranti Ponnam 100%
Number of Employees
847
Corporate Point of Contacts
Name: Kranti Ponnam, Designation: President
Phone: (858) 658-9200, Fax. (858) 225-6834
Email: rfp a),softhainc.com I kranti a7softhcinc.com
Current Location: 6494 Weathers Place Suite 200 San Diego CA 92121
Over the last thirteen plus (13+) years, SoftHQ has successfully provided Administrative Assistants. Building Permit Technicians,
Clerks, Customer Service Specialists II (Front Reception), Data Entry Operators, Executive Secretaries, Office Specialists,
Personnel Specialists, Purchasing Assistants, Secretaries, Senior Secretaries, Accounting Technicians, Accounting Specialists,
Senior Accounting Specialists, Legal Clerks, Legal Secretaries, Litigation Support Specialists, Library Clerks, Library Technicians,
Librarians, Housing Specialists, Vehicle Technicians, Building Inspectors, Water Utility Inspectors, Skilled Craft Workers, Laborers,
HVAC Mechanics, Apprentice HVAC Mechanics, HVAC I Electrical Helpers, Facility & Event Electricians, Warehouse & Tool Room
Workers, Storekeepers, Alteration Workers, Cleaner/Setup Workers, Ticket Takers, Assistant Engineers, Associate Engineers,
Senior Civil Engineers, Principal Civil Engineers, Principal Engineering Aides, Senior Engineering Aides, Assistant Power
Engineers, Associate Power Engineers, Electrical Systems Designers, Senior Electrical Engineers, Senior Electrical Systems
Designers, Management Assistants, Administrative Analysts, Accountants, Senior Accountants, Principal Accountants, Paralegals,
Investigator— Legal, Mediators Staff Attorney, Buyers, and Claims Examiners, to name a few.
SoftHQ has successfully delivered 98 Temporary Staffing Services projects over the last 13+ years across various state and local
agencies with several project directives on firm -fixed pricing. We bring the capabilities of successfully delivering the Los Angeles
County Department of Building and Safety's Temporary Staffing Services, City of Los Angeles Department of City Planning
for Temporary Staffing for Professional Services, Employment Development Department (EDD) for Temporary Labor Services..
Department of Resources Recycling and Recovery (CalRecycle)'s Temporary Staffing Services, City of Irvine's Temporary
Staffing Services, Orange County Sanitation Department's Temporary Staffing, San Mateo County Transit Districts On -Call
Temporary Staffing Services, Metropolitan Water District of Southern California's Agency Temporary Services, and North
County Transit District's Temporary Staffing Services.
It is understood and agreed that SoftHQ read the City RFP documents, Addendum #1 and associated information within it, and
the information provided within these documents. SoftHQ confirms that it read the draft Exhibit II (Sample Agreement) and agrees
to execute a contract in substantially the same form if selected without taking any exceptions in its entirety. SoftHQ will abide
California Public Records Act (Government Code Sections 6250 at seq ) and waives Restriction and Disclosure and Use of Data
submitted.
Sincerely,
Kranti Ponnam C President I SoftHQ. Inc.
6494 Weathers Place, Suite 200, San Diego, CA 92121
Office: (858) 658-9200: Cell: (847) 513-2999: Fax: (858) 225-6834
Email: ri'y5sof rcinc.com I kranti(u)softhoinc.com: Website www.softhq.com
Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal
SO r" T SoftHQ, Inc., April 19, 2023
RFP No. 23.051 for Temporary Staffing Services
City of Santa Ana, CA — Request for Proposals (RFP)
2 SERVICES PROVIDED
Since our founding. SoftHQ has been providing temporary, temporary -
to -hire, payroll, direct -hire and professional placement, and Credible experience In providing Temporary
recruitment process outsourcing services to a variety of public and Staffing Services for Administrative / Clerical,
private sector clients supporting their mission critical systems and Finance / Accounting, Human Resources, Creative
evolved into a staff augmentation services provider. SoftHQ has a Services. Marketing Representatives, Engineering,
well-defined business model based on different industry sectors such IT, Maintenance / Light Industrial, Heavy Industrial.
as Finance, Health Care, State Government, and Manufacturing Utility / General Labor, and Skilled Trades
clients. This business model lends us with the required financial professionals
stability to provide support to our Temporary Workers and meet our Industry certifications showing process maturity
client's expectations, We perform onsite and offsite contract work for Recruiting access to nationwide talent to meet the
the US public sector clients using CMMI, PMBOK, ISO 9001:2015 and City's range of staffing needs
ITIL processes. From lessons learned over the last thirteen years, A unique business model providing the agility of
SoftHQ brings proven capability to deliver qualified professionals with commercial markets and the stability of state
subject matter expertise on leading edge professional solutions government
tailored to federal agencies' requirements across administrative, Over 13+ years of experience in providing
financial, human resources, acquisition in lines with Federal temporary and permanentworkers
Acquisition Regulation (FAR).
Sofi Enterprise Service Management (ESM) framework is a key component of our Service Integration and Implementation
(SI2) Methodology. Our ESM provides a comprehensive solution to defining goals and staffing resources that worked with state,
local agencies, and not -for -profit authorities. Our ESM adopts ITIL v3, and ISO 9001:2015 proven practices, CMMI ML5 for process
improvements, measures the current requirements through insights from the City and other key stakeholders, and builds a tailored
roadmap to meet the responsibilities of the vacant position. SoftHQ proposes to employ our ESM framework — a proven internal
proprietary framework (successfully employed on over several professional staffing services) that provides the City's Temporary
Staffing Services contract with a holistic approach to meet the City's needs aligned with the emerging potential needs of the City.
With processes in compliance with Si ML 5 and ISO 9001,2015 policies and guidelines, Sofli invested and matured its
Quality Management System (QMS) that incorporates QCP/QAP/QASP. Sofi offers hands-on Temporary Staffing Services
experience, access to various SMEs, enterprise recruiting model, recruiting skills and scale to meet small through large staffing
requests, and dedicated focus on personnel performance, along with focus on quality of results and control on cost overruns.
SoftHQ has a proven formula for success and it is highly capable of meeting the required technical expertise to successfully
meeting the City's temporary staffing requirements.
• Customer -centric Delivery Model — offers a truly end -to -end and customer -focused execution approach offers a seamless
combination of advisory services and personnel with technical knowledgeon operating office machines delivered through onsite
and offsite delivery models, Our clients view us as a true staffing partner and a one -stop shop for their complete recruitment
needs
• Staffing Partner— understands client's mostcritical staffing needs and align our services and solutions accordingly. We bundle
all our services into point solutions that address critical staffing needs. Our clients value this approach as Sofli helps them
meet their end objectives, rather than being a mere service provider
• Improved Customer Service —help the City with models that improve overall customer satisfaction and cooperation with their
customers
• Enhanced Resource Management — assist the City with effective stewardship of resources
• Business Process Reengineering — provide leadership, promote effective quality control, and implement innovative and
successful acquisition to enhance visibility and success of the City
A Summary of SoftHQ's Capabilities related to the technical response:
Supplier
SoftHQ's diversified business model based on providing Temporary Staffing Services to different State
Background and
Government agencies and providing Statement of Work (SOW) based and Temporary Personnel Services
Experience
to its commercial clients, along with the 13+ years of experience in the industry illustrates our capability to
meet City diverse requirements,
Industry
Sofli processes follow CMMI ML5. using ISO 9001.2015 standards, and are enriched using other
Certification and
industry standards such as PMBOK, ITIL, and Federal Regulations through performance on state
Recognition
contracts. These industry certifications reduce the risk to City and ensure that SoftHQ will be able to
replicate its success on other tasks to the City program.
Supplier
Sci financials are solidly based on stable state contracts, senior consultants on long term assignments.
Financials
and our core business of VMS based clients. We also maintain an active sales pipeline of state and
commercial prospects for continued growth. As a result, our projected revenue for 2023 anticipates robust
Use or disclosure of data contained on this sheer is subject to the restriction on the title page of this proposal. 2
SOFTHQ SoftHQ, Inc., April 19, 2023
RFP No. 23-051 for Temporary Staffing Services
City of Santa Ana, CA— Request for Proposals (RFP)
growth over 2022 targeting $25 Million. We are committed to maintaining transparency with our customers
and if required by City, we agree to the open book accounting and submit financial statements upon
contract award.
Service Provider
SoftHQ's capabilities to meet the Temporary Personnel Services' staffing needs of City, stems from its
Capabilities
recruiting capabilities financial stability, and its diversified business model. Our experienced recruiters
work on a pro -active and re -active basis to meet the staffing needs of our clients. Our internal controls
ensure that the recruiters are highly motivated and skilled performers and that they are well versed in
Temporary Personnel Services.
Account and
SoftHQ's account and program management structure is robust and provides rapid decision
Program
implementation capabilities to meet ever changing needs of the staffing industry. We provide our program
Management
managers with the visibility on available talent through our centralized PMO and ensure that our client gets
Structure
the best available talent to meet their staffing needs.
Communication
SoftHQ understands the communication requirements of City and will ensure that it continues to meet the
communication format and requirements to succeed at City. We are adept at working in complex
environments and our policies and procedure facilitate the delivery of quality services in such
environments. Our matured processes require accurate information, explained in this section, to ensure
that we continue to provide quality services to City
Industry,
SoftHQ has dedicated its recruiting effort in support of public and private sector clients since 2010, We
Geographic, and
have committed to continuous recruitment of talented individuals with the predominant skillsets used at
Skills Coverage
City and other public -sector clients. Through this recruiting effort we are prepared for future developments
at City and will benefit from other City experienced talent that would add to the development of City roect,
Recruiting and
Our process for recruiting and selection ensures we submit experienced talent with a focus to match the
Selection
skills requested in the City requirements. We will ensure that we continue to submit high quality talent to
meet City requirements
Candidate
SoftHQ's capability to meet the City requirements for candidate presentation and selection are evident
Presentation and
from its stellar performance on interview to hire Service Level Agreement (SLA), on the other public -sector
Selection
contracts. Our recruiters are experienced in thoroughly interviewing candidates to fully understand their
work history, experience, and technical expertise. SoftHQ's senior management has put appropriate
controls in the form of performance incentives for its recruitment team to ensure that we maintain a low
ratio of resume submitted to interviews conducted.
Testing and
SoftHQ believes in need -based testing and training for its Temporary Workers. This program is designed
Training
to ensure the seasoned consultant remains at the top of their field. Temporary Workers require approval
from the clients, while employees need approval from their account manager for participating in the training
program, after orientation and on boarding processing is completed.
Temporary Staff
SoftHQ offers competitive Temporary Staff benefits and it strives to alleviate worker concerns by providing
Benefits
them a stable and amicable work environment, to meet their needs. In this section, SoftHQ describes its
worker benefits program to illustrate that it provides industry comparable worker benefits to its Temporary
Staff.
Temporary Staff
SoftHQ understands that the performance of its human capital assets is vital to its business strategy and
Performance
it strives to ensure that its Temporary Staff perform as per expectations, are motivated, and have the desire
to excel on the client projects. We track information on the performance of the workers, provide incentives.
take corrective actions, and take assignment close out steps to ensure that our client's requirements are
met.
Temporary Staff
Spill ensures smooth on -boarding and off -boarding of Temporary Staff by performing due diligence on
On -boarding and
the policies and procedures of its client, regarding Temporary Staff and ensuring that it communicates with
Off -boarding
the Temporary Staff during the on -boarding as well as the off -boarding process.
Customer
Customer satisfaction is paramount for SoftHQ.. and it strives to achieve a high degree of customer
Satisfaction
satisfaction by providing high quality services. Our satisfied clients are the barometers of our success and
we apply all our resources to achieve their satisfaction.
Supported Policy
SoftHQ has extensive experience in supporting the public -sector relationship. Our top down philosophy
and Business
and adherence to the established SOP for operations has reduced process deviations with an emphasis
Rules
on compliance. We will leverage our experience to ensure that we support City policy and business rules
If required, we can provide insights and lessons learned from our other similar engagements to help City
decision maker's fine tune their procurement strategy.
Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 3
SOFTHQ SoftHQ, Inc., April 19, 2023
RFP No. 23.051 for Temporary Staffing Services
City of Santa Ana, CA — Request for Proposals (RFP)
Training and
SoftHO provides comprehensive training and skills development program for its employees and workers
Skills
as warranted to support its client's needs. The training program is dictated by the needs of projects
Development
executed by SoftHQ and direction from the hiring managers of our Temporary Workers. Our matured
processes ensure that we deliver training in a specific, measurable. attributable, realistic, and time bound
manner (SMART).
Applicant
SoftHQ has very advanced applicant tracking processes and they are automated using an applicant
Tracking
tracking tool. We have been using it since the inception of our company; as a result, we have a customized
of database of skilled consultants to meet the needs of our clients. This centralized applicant tracking tool
serves as the backbone of our staffing services. Our automated processes ensure that we can initiate,
Ian, execute, monitor, and close staffing processes with a defined accuracy.
Invoicing,
SoftHQ has a very advanced and agile accounting process that ensures efficient and effective invoicing.
Timekeeping and
timekeeping, and expense handling. With each client, SoftHQ understands through the contract what the
Expense
client's expense policies are. SoftHQ maintains complete and accurate records to support and document
Handling
all Temporary Worker's Time and SoftHQ Expenses under this Agreement and each Purchase Order in
accordance with generally accepted accounting principles consistently applied. We will provide our
invoicing reports on weekly basis with customized billing of all electronic invoices sent to the City.
Reporting
SoftHQ understands that City may require different type of reports to validate and ensure its partner
performance. In answering questions for reporting, we describe our reporting capabilities and provide a
list of standard reports available to City on demand.
• A complete report of Temporary Staffing Activity of SoftHQ with City including the Submissions,
Interviews, Starts, roll offs, start dates, job titles, number of hours worked.. invoiced amount, paid
amount, etc.
• Number of Purchase Orders that has been addressed on Weekly/MonthlyNearly basis
• Number of Starts in a particular Month/QuarterlYear
• Number of Interviews in a particular Week/Month/Quarter/Year
• Number of Submissions in a particular Week/Month/QuarterNear
• Number of Hours billed by each consultant on a WeeklylMonthly/Yearly
• Total revenue generated on a weekly/monthly/yearly basis for both Sub Contractor Workers and
Workers
• Summary reports for each pay cycle
3 FIRM AND TEAM EXPERIENCE
3.1 Description of the Firm
SoftHQ, Inc. (SoftHQ) is a for -profit organization established in 01/28/2010 as a C Corporation in the State of California. SoftHQ is
a certified MBE led by Kranti Ponnam as President -Operations, and Hemant Joshi Neupane as Director -Consulting Services.
SoftHQ has successfully employed 757+ employees at various State and Commercial clients within the last year, both full-time
and part-time. We have successful in recruiting cleared, skilled, and qualified consultants through our veteran recruiters who
possess industry experience in sourcing diverse candidates with subject matter expertise in their fields. Below table illustrates our
Corporate Information.
Firm's Legal Name
SoftHQ, Inc.
State of Incorporation
CA
Date of Incorporation
0112812010
Secretary of State Number
C3271002
Headquarters I Business Address
6494 Weathers Place Suite 200, San Diego, CA 92121
Email Address
rf softh inc.com / kranli softh inc.com
Website
www.softh .com
No of Years doing Business
13+
Single Point of Contacts
Name: Kranti Ponnam: Designation: President
Phone: (858) 658-9200: Fax: (858) 225-6834, Cell (847) 513-2999
Email: _rfo softhginc.com / krantinasofthginc.com
Current Location: 6494 Weathers Place Suite 200 San Diego CA 92121
President
Kranti Ponnam jl00%
Exhibit 1: SoftHQ's Business Information
Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 4
s O F T H �trt� SoftHQ, Inc., April 19, 2023
li RFP No. 23.051 for Temporary Staffing Services
City of Santa Ana, CA — Request for Proposals (RFP)
3.2 Firm's Nearest Address Serving the City of Santa Ana and Headquarters Address
Soi operates from the City of San Diego with our headquarters at 6494 Weathers Place Suite 200 San Diego CA 92121. and
we would like to leverage this address to serve the City of Santa Ana to provide Temporary Staffing Services.
3.3 Name and Contact Information of the Project Manager
• Name: Kranti Ponnam
• Title: President
• Cell: (847) 513-2999
• Email: rfloosofthpinc.com
3.4 Key Personnel Resumes
SoftHQ is a professionally managed company with Executives having more than 15+ years of experience in senior level
management. Our management team is well conversant in working State and Local government agencies and has vast experience
in identifying and staffing their complex Firm -Fixed Price, T&M, LH, and Hybrid projects and executing them to the fullest
satisfaction of our customers and won accolades many a times. Our consultants are the key to our business, and they provide us
and our clients with proven success and expertise in terms of both domain and technical expertise that makes any project a huge
success. Please find below the details of our Corporate Reach -back Team, Key Personnel — Account Management Team
and Recruiters assigned to this Contract:
3.4.1 Proposed Account Manager/ President: Kranti Ponnam
Position Title: PresidemJAccount Manager (Corporate Reach -back)
Education: Master's in Engineering, Louisiana Tech University
Responsibilities:
Mr. Ponnam oversees SoftHQ's operations at the client site to ensure production efficiency, quality, service and cost-effective
management of resources. He works to streamline internal processes and resources and to maintain a high level of customer
service. He has expanded the company's service and product offering from a single service to a multi -language, multi -platform
mix.
Qualifications:
Mr. Ponnam is an IT architect with more than 11 years of IT experience as a senior consultant, team leader and project manager.
He is experienced and has demonstrated expertise in technology strategy, enterprise architecture, IT governance, business
process management, software development, infrastructure architecture, change management and quality assurance. His core
domains of expertise are in enterprise architecture and business architecture; he has supported solution architecture and proposal
authoring for other organizations, and also takes on roles of Virtual Chief Information Officer (CIO), enterprise architect and
technology architect. Mr. Ponnam also has over 16+ years of experience in Account Management, Operations, and Customer
Relationship Management & Business Development. He has extensive experience in ensuring the timely and successful delivery
of our IT staffing solutions according to customer needs and objectives. He has proven experience in communicating clearly the
progress of weekly, monthly, and quarterly status updates to internal stakeholders. He is skilled in heading various State accounts
to effectively manage day to day operations and liaising with key State agencies to gather requirements and understand overall
functioning of existing resources. He is well versed in managing, motivating and leading teams for running successful business
process operations with proven ability of achieving Service Delivery/Targets. He is skilled in identifying and growing opportunities
within account, collaborating with recruitment team to ensure growth attainment. He has strong experience in managing on -site
consultants and responding to all questions or concerns and proficient in generating client monthly reports and delivering to
government Program Management Officer. He possesses excellent skills in building and maintaining strong, long-lasting customer
relationships.
Core Competencies:
• Full life cycle recruiting experience from requirement gathering to fulfilment
• Lead account manager for multiple staffing implementations at State, Local, and Federal contracts
• Extensive experience in reviewing, negotiating. and signing all company Non -Disclosure Agreement's, Teaming Agreement's
and Subcontracts
• Proven experience in assisting in the creation and implemented a new company Contracts procedure, which allows for better
company documentation, providing ease when it is time for PMO Reporting
• Strong experience in scheduling company meetings and schedule meetings between executives and clients and experience
in maintaining the company's equipment log
• Proficient in managing collection, documentation and distribution of all hardware and software equipment and possess strong
experience in maintain accounts payable and accounts receivable, invoices, personnel files. and company reports
• Experience in scheduling initial screening and follow-on interviews as needed
• Proficient in writing company Staffing Services Agreement and distributed to team so company may begin pursuing staffing
efforts
Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal
S 0 FT �f �� ��
SoftHQ, Inc., April 19, 2023
C RFP No. 23.051 for Temporary Staffing Services
City of Santa Ana, CA - Request for Proposals (RFP)
Professional Certifications:
• SAP America certified Finance and Controlling Consultant
• SAP America training on Materials Management and Sales and Distribution
• SAP America training on Business Planning and Consolidation (BPC) (formerly known as Outlook soft)
• SAP Leasing Courses for Lease Accounting integration with CRM
Years of Experience, 15+ Years
3.4.2 Lead Recruiter: Miles Hamilton
Position Title: Senior Technical Recruiter
Responsibilities.
Mr Miles Hamilton has been a Senior Technical Recruiter with SoftHQ for the past 10+ years in San Diego. He is in charge of
staffing for engineering.. information technology, technical, administrative, clerical, labor, industrial. and skilled trade crafts
professional positions, Mr. Hamilton has won numerous awards on a regional basis with SoftHQ, including Recruiter of the Year
five times.
Mr. Hamilton has overall 7+ years of experience working as a Lead Recruiter with proven experience and handling full life cycle
recruiting, salary negotiations, offer letters and full on -boarding process & managing applicants through the entire recruiting
lifecycle, He is skilled in conducting searches for candidates using traditional and creative sourcing methods, including but not
limited to: internal database searches -including pipeline candidates, networking using social networks and internet resources to
include online searches, Internet postings and searching using search engines, technical groups and upcoming transition/re-market
consultants in accordance with client needs, He is proficient in determining candidate suitability by evaluating the requirement,
negotiating compensation package, assessing relevant experience, education, skills and personal qualifications as well as
candidate's hot buttons to determine candidate match to the job qualification, pay typelrate, relocation benefits, required H1
processing, etc. and obtaining candidate approval ('right to represent') and presents qualified candidates to clients through a
customized resume including a compelling synopsis. He has successfully submitted candidates to open requirements in
accordance with client mandated SLA's. He has experience in coordinating and assisting In scheduling technical and client
interviews, including candidate interview preparation and debriefing. Pre -closing candidates on job opportunity and maintaining
communication with candidates in the fulfilment process to understand viability of candidate for the position and maintaining a high
level of daily/weekly production, measured against submittal, interview and placement activity.
Core Competencies
• Proficient in managing recruiting and interviewing candidates
• Experience in handling assessments and carried out reference checks
• Hands-on experience in developing and identifying creative cost-effective recruiting strategies designed to identify qualified
candidates through various recruiting tools including Linkedln, Google searches, job boards, referrals, networking and job
fairs
• Experience working with account managers to identify top accounts, target skill sets etc.
• Proven experience in to deliver high quality and quantity of candidates by utilizing strategic sourcing methodologies, internal
and external networks, professional organizations, social media, branding initiatives and technology tools
4 PROPOSED WORK PLAN
4.1 Understanding of the Scope of Services
SoftHQ understands that the City requires a successful vendor to provide Temporary Staffing Services on an as -needed basis for
the positions including but not limited to Accountants; Accounting Assistants: Legal Secretaries; Office Specialists; Paralegals:
Receptionists; and Secretaries,
4.2 Approach to Performing Services
Since our founding, our client centric service philosophy has been a driving principle in our success. Our ongoing pursuit of
excellence in this area has resulted in receiving numerous awards and a leading firm in talent management research, We will follow
the following approach during the contract term within the timeframes that are mutually agreed in line with the City requirements.
The City s request of need will initiate SoftHQ'S streamlined job ordering process. SoftHQ has a standardized Job Order Response
Process that provides an overview of how we will ensure the availability and qualifications of contractor personnel. The breakdown
of SoftHQ's Work Order I Job Order request Response Process is as follows:
Step 1 -Work Order /Job Order Request Submitted: Work Order / Job Order is submitted by the City to a SoftHQ Account
Manager, Mr. Ponnam via phone, fax, or the Internet. The Account Manager (AM) will act as a single point of contact for the City.
The SoftHQ Electronic Procurement software can alternatively be utilized to automate the procurement process.
Step 2 - Acceptance of Order and Initial Response: The SoftHQ Account Manager accepts the order and enters it into SoftHQ's
internal Office Automation database. The Account Manager will then respond to you within 30 minutes to confirm that they received
the order as well as provide a status update. Further information may be requested at this stage from the contracting officer or
department head at the City.
Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 6
SOFTHIQ Softl Inc., April 19, 2023
RFP No, 23.051 for Temporary Staffing Services
City of Santa Ana, CA - Request for Proposals (RFP)
Step 3 - Job Order is Sent Out: Utilizing automated software. the Account Manager maps out the job order to the appropriate
SoftHQ and subcontractor offices to identify the best candidates (if new recruits are required).
Step 4- Evaluation Process. Once a qualified candidate is identified, SoftHQ completes a customized evaluation process for the
City. This may include credit, criminal and drug screening as well as an in-depth review of job requirements and expectations.
Softl understands that the City requires experienced candidates, and this requirement is included in over overall evaluation
process. If the candidate meets all requirements and accepts the positions we will move onto the next step. If not, the previous
step is repeated until a qualified candidate match is made.
Step 5 - InterviewlFinal Approval: The candidate is then interviewed or presented for a final approval by the City. If approved,
the candidate is confirmed for a start date. SoftHQ will notify the temporary associate in writing with information specific to his or
her assignment if the position is accepted.
Step 6 - Orientation: Prior to the start date, Softl will provide the candidate with a full orientation on the job and the City
environment, as well as information on how to complete their timecard or assign them a Badge/password for SoftHQ's Time and
Attendance Processor (TAP) or Web Time Capture software, if the City decides to use these options.
Step 7 - Quality Control: On the first day of assignment, the SoftHQ Account Manager will conduct a quality control call to the
candidate's supervisor. At the end of the first week, another quality control check will be completed. Afterwards, the Spill Account
Manager will conduct ongoing quality checks to ensure that the candidate is performing up to, or better than, expectations for the
City.
4.2.1 Recruitment Methodology
SoftHQ's approach to recruiting provides a robust model to address all the critical factors and services that are essential to the
clients and employees for a successful outcome. This consultative model entails an engaged dialogue between Recruiter, Client
and Candidate to enhance the level of partnerships with all stakeholders. Our recruiters approach every recruitment effort with a
broad understanding of the specific operational needs of their clients and provide a robust and competitive pool of applicants. At
SoftHQ, we work diligently to attract, recruit, and retain the most qualified and diverse candidates to support strategic, technical,
operational, and service excellence goals of our clients,
With this approach, we are able to provide full career lifecycle planning services that specially designed to meet the unique need
of temporary professionals. These services include global recruiting network, processing of professional work visas in the US,
advanced training and development, marketing and placement of consultants, comprehensive employee benefits package,
collaborative partnership opportunities and career planning. By this comprehensive approach which addresses all the needs of
potential and current employees, we are able to attract high quality of staffing personnel, which in turn gives us critical competitive
advantages, The Sell advantage:
Being in the staffing services space for over twelve years has helped us cultivate and mature some of the best talent in the business,
Some of our key strengths are:
• Management team having extensive experience and expertise in this business of more than 15 years
• Formidable force of highly technical recruiters for satisfying our clients' Staffing requirements
• Expert Immigration Support, to procure and retain non-immigrant workers. This is also extended to any non-immigrant workers
requiring expedited Immigration support while they are still continuing to deliver on the client's team
• Proactive recruiting - Our team of recruiters are always on the look -out for highly skilled administrative professionals from
higher educational institutions in the CA or willing to relocate, and have built a reputable list of talented candidates
We use several recruitment techniques to identify and recruit highly qualified individuals who share our goals and vision. As a
knowledge -based consulting company, our first and most successful method of recruitment is by internal recommendation. We
also recruit personnel through databases and job fairs such as Techl as well as through partnerships with specialized
recruitment firms. We use job boards such as Job Diva, Dice, Monster, CareerBuilder, and Clearance Jobs to recruit employees
nationwide.
As part of our full cycle recruitment process, we utilize an Applicant Tracking System that allows us to track and monitor applicants
on a continuous basis. Thus.. we maintain an active and updated list of qualified candidates. Our resume database contains over
500,000 qualified resumes. Top candidates are interviewed and pre-screened (reference and background checks, education, and
credentials verification) and placed on a preferred list for future opportunities. When a position opens, we identify the skills,
experience, and security requirements for the position, and search our candidate database to identify the best suited individuals.
We then contact the qualified candidates to begin the hiring process. Our President assesses all candidates based on the same
criteria as detailed in the job description. The best suited individual is selected for employment based on knowledge, skills, and
cultural fit. With this proactive process. we screen individuals quickly and provide them with a formal offer pending client approval.
4.2.1.1 Sourcing Strategy
Our proven recruiting model, detailed in Exhibit 2 is supported by dedicated recruiters that serve a contract portfolio of 98 state
contracts. In our 13+ years supporting state contracts as a prime and providing IT support, our recruiters have built a qualified
candidate database with over 500,000 resumes of skilled temporary personnel. We further bolster our access to cleared. qualified
Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal
SOFTHQ SoftHQ, Inc., April 19, 2023
RFP No, 23.051 for Temporary Staffing Services
City of Santa Ana, CA — Request for Proposals (RFP)
staff through effective teaming. Retaining outstanding performers is emphasized throughout our approach in order to ensure
mission continuity and successful program performance. Therefore. all SoftHQ members are dedicated to actively retaining our
staff and identify those who are exceptional performers.
Integrated Security and HR: Expedites onboarding,
• Streamlined the hiring process for all of SoftHQ's prime
keeps direct and immediate focus on employees
contracts (ASU, MassDEP, FHLB, SAWS, CDTA, HCIDLA, DA
throughout their employment, and adds security in the
Cluster, and DHW)
recruiting process to avoid process risk
• Fostered hiring over 21 people for DA Cluster in less than 2
weeks
Readily Available Staff Pipeline: Our recruiting team
• Resulted in current SoftHQ database of <500,000 resumes
stays in direct contact with many cleared, skilled
• Allowed a <2-week average requisition to fill rate
candidates who wish to work for a small company — this
• Delivered access to 20+ staff to kick off work at LA Department
"warm pipeline" provides immediate access to qualified
of Building and Safety in 2013, filled positions in less than 30
resources interested in working for our team
days
Exhibit 2: Staffing Approach
SoftHQ's approach to recruiting provides a robust model to address all the critical factors and services that are essential to the
clients and employees for a successful outcome. This consultative model entails an engaged dialogue between Recruiter, Client
and Candidate to enhance the level of partnerships with all stakeholders. Our recruiters approach every recruitment effort with a
broad understanding of the specific operational needs of their clients and provide a robust and competitive pool of applicants. At
Spill we work diligently to attract, recruit, and retain the most qualified and diverse candidates to support strategic, technical,
operational, and service excellence goals of our clients.
When SoftHQ is contacted by the City
regarding a service issue, the first step will be
•SodkiQ il'ebs,e ° P�mneem to immediately document the situation and
obtain whatever information is needed to
tom uw,,.
IBM provide quick resolution to the issue. Once the
problem is clearly understood, the Account
Manager will provide immediate follow-up and
a specific time frame in which the City can
"r `m-= expect action, as well as provide periodic
L`tP�uC'`° — r status reports while working on the issue.
s ae om. c �e u<.rr.<. P 9
`" If a correction requires immediate replacement
ctv��rz rmnc moose
o,—„a..fC, 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 Account 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
CEO Once the situation is resolved. Sol will schedule a follow-up where we can review, confirm satisfaction and discover
ways in which the process might be improved for the future. SoftHQ will also add the information to its records in order to monitor
complaint escalation and resolution and satisfaction trending over time. Additionally. the Account Manager will conduct on -site
premise visits and meetings with SoftHQ temporary employees as well as the City personnel to address any issues, questions, or
otherwise ensure that our quality standards are maintained.
To resolve poor performance 1 disputes. our quality planning occurs in partnership with the City. as City Management team plays
an active role in the finalization of the Quality Control Plan (QCP) and its tailoring to meet specific job description task performance
requirements. The QCP specifies the surveillance. inspections. and controls necessary to achieve specified levels of quality and
identifies the personnel, procedures.. controls, records, and forms to be used. It provides a systematic method for identifying,
tracking, and resolving quality issues throughout the employmenVrecruitment Ilfecycle and identifies the processes and tools
required to execute the plan,
4.2.1.2 Ability to Match the Employee's Knowledge, Skills, and Abilities to those required for Each
Specific Assignment
SaftHQ has several mechanisms in place to assess and enhance the technical competencies of its staff, We will conduct an online
pre-screening test and a thorough technical interview conducted by the experts from Corporate ANIO along with the soft skill
Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 8
SOFTHIQ
SoftHQ, Inc., April 19, 2023
RFP No. 23-051 for Temporary Staffing Services
City of Santa Ana, CA — Request for Proposals (RFP)
interview conducted by the President of SoftHQ. This analysis will result in securing a highly competent technical staff for the City's
Temporary Labor Services program. The results of the interviews will be collated in the form of staff skill set matrix. Our pre-
screening is a proven and effective process leveraged from numerous occasions in the past. Not only do we screen, test, and
interview the candidates, but we also clarify the position we are trying to fill. The skill set matrix rates technical and soft skills for
every individual at the contract level and corporate level to maintain the minimum competency required for the contract.
SoftHQ's sourcing and screening process provides us with appropriate data on all the qualified candidates from which we are able
to make comparisons between candidates, resulting in the final selection of the best candidate. Our screening process is one of
the best in the industry, and we have had tremendous success in providing the best available resources. Our process eliminates
ambiguity regarding the match of the candidate to the position. Our process validates the candidate's qualifications for the job and
allows the candidate to confirm that the value proposition of the role is a good fit. Our screenings require time and dedication from
all the people involved in the process; however, they allow us to avoid the mistake of a poor hire —which has historically proven to
be more expensive and time consuming yet.
4.2.1.2.1 Position Analysis and Customer Outreach
SoftHQ's AM will lead the engagement, with the support of our recruiting team, who is formally trained in recruiting. This team is
closely aligned with the technical team, performing the detailed analytics of the role, job description and scope of the assignment,
to fully understand the customer's role expectation and level of experience required to successfully perform the job duties.
SoftHQ will interact with the relevant stakeholder from the customers end to clarify any open issues, gather additional information
about resource requirements, create detailed job descriptions and understand the open positions' value proposition. Because of
our past experience and exposure to skills and open lines of communication with our customers, we will not only evaluate resources
on their technical abilities, but also their cultural fit and alignment with the future of the organization.
4.2.1.2.2 Ability to Attract Qualified Personnel
SoftHC''s Employer Branding is a collection of ideas and beliefs that influence the way current and potential employees view an
organization and the employment experience that the organization is offering. We communicate the City's culture and values and
help to ensure employees are passionate about. And fit in with, the organizational culture to help to move the City forward. It helps
us recruit highly skilled and promising new employees and it enhances their loyalty by increasing their identification with the City.
It also raises the City's visibility in the job market and makes it stand out from the competition.
SoftHQ's HR Manager will conduct a research to develop an Employer Value Proposition to convey it across to all the potential
hires. We will convey the potential for growth, benefits, work culture, and Flexibility at City with clear and factual proof points. We
will convey the retention rates, conversion rates, employee satisfaction surveys, and create City brand awareness and
attractiveness among the potential hires.
4.2.1.3 Methods for Drug Testing and Background Screening
SoftHQ provides unmatched employment screening services and hiring solutions, and stringent quality standards.
• Social Security Number Verification
• Identity Search
• Employment History Check
• Education Check
• Reference Checks
• Credit Check
County / State / Federal I National Criminal Database Check
• National Sex Offender Registry Check
• International Criminal / Education I Employment Checks
• OIG, FACIS or Sanctions Check
• Motor Vehicle Records
• Medical History Check
• 1-9 and E-Verify
• Drug Screenings
4.3 Description of Deliverables, Implementation Plan and Timeline
SoftHa after receiving a request larder from the City, the turnaround time to place a qualified temporary employee is typically four
(4) hours. Specialty positions require an 8 to 24-hour turnaround, and ASAP orders generally can be flied within two (2) hours.
SoftHQ utilizes a proprietary software system called Office Automation (OA). Our OA allows the Account Manager, Mr. Kranti
Ponnam to instantly identify a select group of candidates that match the job descriptions submitted by the City. This allows the
SoftHQ branch office to expedite job order requests by the City by identifying candidates instantly. SoftHQ's streamlined job order
process will ensure that our response time meets all the requirements of the City.
SoftHQ will supervise. control and shall take appropriate action to address in a timely manner through disciplinary action,
performance counselling. and additional training, to rectify any performance or conduct problems identified by the client relating to
Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.
S O F T Q SoftHQ, Inc., April 19, 2023
RFP No, 23.051 for Temporary Staffing Services
City of Santa Ana, CA — Request for Proposals (RFP)
the assigned employees In the event that the employee is unable to fulfil his job duties or into a conduct problem we will provide
a replacement within 7 business days for non -critical positions. We understand the importance of availability and will have additional
staff trained and ready to back up existing resources in case of any unforeseen emergencies for mission critical programs and
projects. These additional resources can also be used on an as -needed basis during peak times or for supplemental coverage as
needed and to maximize Flexibility and efficiency. We will provide the client with a staffing plan that includes on -call and backup
resources for surge or emergency situations. We will take appropriate measures to provide 24/71365 coverage, if required by the
client.
In an event where SoftHQ fails to place a temporary employee within the mutually agreed time. SoftHQ will utilize its Active
Partnerships with technology and non -technology specific vendors (subcontractor capabilities) to place the candidate within 36
hours. SoftHQ gives the quality of resource and time of turnaround a much higher consideration than the profitability/margin on
that one resource. Our avera a time re uired to identif an a ro riate resource u on recei t of a client re uest is followin
A. Client Requisition
• Analyze client staff requisition and write synopsis of the
• Account Manager
requisition
• Alternate Account
Manager
• Subinitting position description and client requirements
in Job diva tools
• Identify any necessary qualifications
• Assigning to SoftHQ team lead through internal Job
• Recruitment
diva tool
Manager
B. Identify Consultant 3 — 5 Consultants
• Check if there is matching skilled consultant available
on bench"
• Identify existing skill sets and candidates within SoftHQ
Job diva database
• Post job to external job sites (SoftHQ website,
Dice.com, Monster.com, CareerBuilder.com and
shared with approved Subcontractors).
Recruitment Team
• Sourcing candidates from various job sites by
conducting Boolean search and detailed
communication with prospect consultants.
• Sourcing candidates from our internal employe col.
• Sharing the requirements with our consultants by
posting them on our internal website for internal
referrals.
C. Pro -Screening and Interview SoftHQ
• Executing a comprehensive pre-screening that
confirms motivation. previous experience, salary, skill
level, required education/certification/ license,
clearance and potential team fit.
• Pre-screening includes online test (using Prove -It.
Brain bench & internal tools) and general knowledge
test.
Recruitment Team
• Discussing salary requirements and relocation needs
with candidates
• Providing SoftHQ overview and explain benefits
• Evaluating attitude and aptitude by discussing team
scenarios
Skill Evaluation
Ex erts
Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 10
S 0 F T , Q SoftHQ, Inc., April 19, 2023
RFP No. 23-051 for Temporary Staffing Services
City of Santa Ana, CA — Request for Proposals (RFP)
Exhibit 3: SoftHQ's Response Timeline
5 ATTACHMENTS
5.1 Attachment A — Proposer's Certification and Proposal Item Pricing
SoftHQ inserted the completed Attachment Ain the following pages.
5.2 Attachment B — References
SoftHQ inserted the completed Attachment B in the following pages.
5.3 Attachment C — Proposer's Statement
SoftHQ inserted the completed Attachment C in the following pages.
5.4 Attachment D — Non -Collusion Affidavit
SoftHQ inserted the completed Attachment D in the following pages.
5.5 Attachment E — Non -Lobbying Certification
SoftHQ inserted the completed Attachment E in the following pages.
5.6 AttachmentF— Non -Discrimination Certification
SoftHQ inserted the completed Attachment F in the following pages.
5.7 Attachment G — Cost Proposal Form
SoftHQ provided the completed Attachment G as a separate attachment.
Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 11
CITY OF SANTA ANA
ATTACHMENT B
REFERENCES
List and describe fully the contracts performed by your firm which demonstrate your ability to provide the
supplies, equipment or services included in the scope of the proposal specifications. Attach additional
pages if reJ_uiredif repuired. The City reserves the right to contact each of the references listed for additional
information regarding your firm's qualifications.
Customer Name:Superior Court of Imperial County Contact Individual: Laura E. Flores
Address: 939 W. Main Street 2ntl Floor Phone Number: (760) 336-3528
El Centro CA 92243 EMAIL: Iflores@imperial.courts.ca.gov
Contract Amount: $250,000.00 Year: Apr 2020 - Mar 2023
Description of supplies, equipment, or services provided:
SoftHQ provides Temporary Staffing Services to the Superior Court of Imperial County on an as -needed basis.
REFERENCE
Customer Name:Orange County Sanitation District Contact Individual: Jennifer Martin
Address: 10844 Ellis Avenue
Fountain Valley CA 92708-7018
Contract Amount: $250,000,00
Number: (714) 593-7582
EMAIL: Jmartin@ocsd.com
Year: Jun 2018 - May 2023 & Jun 2023 - May 2028
Description of supplies, equipment, or services provided:
SoftHQ provides Temporary Employment Services to OCSD and won a renewal contract recently
REFERENCE Golden Gate Bridge Highway and
Customer Name: Transportation District Contact Individual: Johnathan Lucas
Address: P.O. Box 9000, Presidio Station Phone Number: (415) 923-2091
San Francisco CA 94129-0601 EMAIL: llucas@goldengate.org
Contract Amount: $250,000.00 Year: Jun 2020 - Jun 2025
Description of supplies, equipment, or services provided:
SoftHQ provides On -Call Temporary Staffing Services to the Golden Gate (District) on an as -needed basis.
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
CITY OF SANTA ANA
ATTACHMENT C
PROPOSER'S STATEMENT
Proposer understands and agrees that this written RFP (or any part thereof specifically designated and
accepted by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between proposer
and the City only after it has been accepted by the City Council, endorsed by the Clerk of the Council with
her signature and official seal noting hereon the action of approval of the Council, signed by the Executive
Director or his duly authorized agent, and signed by the City Attorney, denoting his approval of the form of
this document, and its execution, and when it or an exact copy of it has been either delivered to proposer or
deposited with the United States Postal Service properly addressed to the proposer with the correct postage
affixed thereto.
Proposer further agrees that upon delivery (as defined above) of the accepted agreement he/she will furnish
City all required bonds and certificate of liability insurance within ten (10) days (excluding Saturdays,
Sundays and City's legal holidays), or the funds, check, draft, or proposer's bond substituted in lieu thereof
accompanying this proposal shall become the property of the City and shall be considered as payment of
damages due to the delay and other causes suffered by City because of the failure to furnish the necessary
bonds and because it is distinctly agreed that the proof of damages actually suffered by City is difficult to
ascertain; otherwise said funds, check drafts, or proposer's bond substituted in lieu thereof shall be returned
to the undersigned.
Proposer understands that a proposal is required for the entire work, that the estimated quantities set forth
in the RFP schedule are solely for the purpose of comparing proposals, and that final compensation under
the contract will be based upon the actual quantities of work satisfactorily completed.
All terms contained in the specifications, the certification of nondiscrimination by contractors, and the
required insurance certificates are to be incorporated by reference into this agreement and are made
specifically as part of this RFP.
FirmSoftHQ, Inc.
Signed and Printed Name.
Title President
Date
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
Eli
[owl L9]0y_1►11EV_\01 I_1
ATTACHMENT D
NON -COLLUSION AFFIDAVIT
(Title 23 United States Code Section 112 and Public Contract Code Section 7106)
To the CITY OF SANTA ANA
In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the proposer
declares that the proposal is not made in the interest of, or on behalf of, any undisclosed person,
partnership, company, association, organization, or corporation; that the proposal is genuine and not
collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer
to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived or
agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from
bidding; that the proposer has not in any manner, directly or indirectly, sought by agreement,
communication, or conference with anyone to fix the proposal price of the proposer or any proposer, or
to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, 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 proposal are true; and, further, that the proposer
has not, directly or indirectly, submitted his or her proposal 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 proposal.
Note: The above non -collusion affidavit is part of the proposal. Signing this proposal on the signature
portion thereof shall also constitute signature of this non -collusion affidavit. Proposers are cautioned that
making a false certification may subject the certifier to criminal prosecution.
State of CA , County of San Diego
Subscribed and sworn to (or affirmed) before me on this 18`h day of April , 20 23 , by
Kranti Ponnam proved to me on the basis of satisfactory evidence to be the person(s)
who appeared before me.
��, BRIAN HERNANDEZ
" Notary Publi< California
r �(i - San D,ego County S
'.� - Camm,,A.o C Z302947
�rJ
O• MY Comm. Optres Aug 25, 2023
WzWVullic Signature Notary Public Seal
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
CITY OF SANTA ANA
ATTACHMENT E
NON -LOBBYING 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 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: --�_, Kranti Ponnam
T� -
Title: President
Firm: SoftHQ, Inc.
Date: 04/18/2023
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
(a
CITY OF SANTA ANA
ATTACHMENT
NON-DISCRIMINATION CERTIFICATION
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 of Labor.
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 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.
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.
2. 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
CITY OF SANTA ANA
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:
�� -,_ Kranti Ponnam
Title:
President
Firm:
SoftHQ, Inc.
Date:
04/18/2023
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
EXHIBIT C
COMPENSATION
Consultant's Fee Proposal including hourly rates if applicable
CITY OF SANTA ANA
ATTACHMENT G
COST PROPOSAL FORM
FOR EVALUATION PURPOSES, THE FOLLOWING PROPOSAL PRICING MUST BE BASED ON THE CITY'S
ASSUMED 9180 WORK SCHEDULE AND DETAILED CRITERIA AS SPECIFIED HEREIN. ALL RATES
PROPOSED MUST BE INCLUSIVE OF ALL APPLICABLE TAXES, LABOR, BUSINESS EXPENSES, ETC. ADD
AS MANY ADDITIONAL ROW(S) FOR ADDITIONAL CLASSIFICATION(S) FOR CONSIDERATION FOR
INCLUSION IN YOUR RESPONSE, AS STATED IN SECTION C. SERVICE CATEGORIES, SUBSECTION 5.
CITY OF SANTA
PRICING
ANA
Hourly Pay
Min Bill Rate
Max Bill Rate
Mark-up
Overtime
Overtime
CLASSIFICATION
Rate
Bill Rate
Mark-up
Accountant
$ 18.50-22.50
$
26.27
$
31.95
42
%
$ 39.41-47.93
50
%
Accounting Assistant
$ 21.50 - 25.55
$
30.53
$
36.28
42
%
$ 45.80 - 54.42
50
%
Legal Secretary
$ 35.00 - 55.00
$
49.70
$
78.10
42
%
$ 74.55 - 117.15
50
%
Office Specialist
$ 21.50- za oo
$
30.53
$
39.76
42
%
$ 45.80 - 59.64
50
Paralegal
$3s.oa-sso0
$
4970
$
. 9230
42
° /o
55 - 13845
$ 74..
50
o
/o
Receptionist
$ 18.50 - 22.50
$
26.27
$
31.95
42
%
$ 39.41 - 47.93
50
Secretary
$ 18.50 - 25.50
$
26.27
$
36.21
42
%
$ 39.41 - 54.32
50
%
Provide markup percentage rate agency will utilize
to negotiate
prices for
positions not listed above.
42
%
OTHER TECHNICAL AND PROFESSIONAL CLASSIFICATIONS AS DETERMINED. LIST CLASSIFICATIONS
IN ALPHABETICAL ORDER.
Direct Hire Lump Sum Fee
DIRECT HIRE PLACEMENT
(Please Explain Below)
$ 20% of Base Salary
Temp -to -perm placement fee is not applicable for temporary workers that are hired by the City through the competititve
recruitment process, regardless of introduction or assignment by Contractor. Direct hire placement is only applicable
for direct hire placement requests or if a temporary worker was hired without a competitive recruitment process. Please
?A
CITY OF SANTA ANA
explain briefly in detail your policy and pricing on the hiring of your temporary workers. Attach additional pages if
required.
SoftHQ will charge a fee of 20% of the Temporary Employee's Base Salary for the Direct -Hire
placements.
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.