HomeMy WebLinkAboutItem 24 - Temporary Employee Staffing ServicesHuman Resources
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Item # 24
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
June 20, 2023
TOPIC: Temporary Employee Staffing Services
AGENDA TITLE
Approve Agreements for Temporary Employee Staffing Services with AppleOne, Inc.,
Cathyjon Enterprises, Inc. dba HB Staffing, Helpmates Staffing, Kimco Staffing
Services, Inc., SoftHQ, Inc., TEC Group, Inc., and The Good Job Company in a Not -to -
Exceed Aggregate Amount of $2,000,000 (Specification No.23-051) (General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute agreements with vendors listed below for
temporary employee staffing services on an as -needed basis in an aggregate amount
not -to -exceed $2,000,000, from July 1, 2023 through June 30, 2026 with the option for
two (2), one (1)-year extensions, subject to non -substantive changes approved by the
City Manager and City Attorney.
1. AppleOne, Inc. (Torrance, CA)
2. Cathyjon Enterprises, Inc. dba HB Staffing (Huntington Beach, CA)
3. Helpmates Staffing (Irvine, CA)
4. Kimco Staffing Services, Inc. (Irvine, CA)
5. SoftHQ, Inc. (San Diego, CA)
6. TEC Group, Inc. (Irvine, CA)
7. The Good Job Company (La Jolla, CA)
DISCUSSION
To operate an efficient and effective workplace, City departments utilize temporary
employee staffing services on an as -needed basis to fill workforce needs for a limited
duration. In addition, temporary staffing services allows the necessary time to perform
recruitments to hire permanent staff when necessary and/or appropriate, or to avoid
lapses in service to the community during times when increased staffing resources are
crucial.
The Human Resources Department issued Request for Proposals (RFP No. 23-051) on
March 29, 2023, inviting qualified temporary staffing firms with relevant experience to
submit their proposals to the City. The RFP was advertised on PlanetBids, the City's
online bid and management publication system.
Temporary Employee Staffing Services
June 20, 2023
Page 2
Fifteen proposals were received and opened by the RFP deadline on April 19, 2023 and
all were deemed responsive. The selection committee with experience in human
resources and related program services evaluated all proposals. The selected, highest -
ranked firms will provide temporary employee staffing on an as -needed basis.
Staff recommends awarding agreements to the seven highest -ranked firms based on
the City's projected needs. The proposals submitted by these firms demonstrated they
have the necessary capacity and expertise to provide temporary staffing services as
specified in the RFP. Additionally, the firms' rates are reasonable and within industry
standard, and the proposals were determined to provide the best overall value for the
City.
FISCAL IMPACT
Funding is available in the FY 2023-24 budget in the various departmental Contractual
Services — Professional Account (62300) and funding for subsequent fiscal years will be
included in the proposed budgets for City Council consideration. The estimated not -to -
exceed amount of expenditures in FY 2023-2024, FY 2024-2025, FY 2025-2026, FY
2026-2027 (optional), and FY 2027-2028 (optional) is $400,000 per fiscal year.
Payments to all vendors will be tracked to ensure the City does not exceed the
aggregate $2,000,000 maximum total.
EXHIBIT(S)
1. Agreement with AppleOne, Inc.
2. Agreement with Cathyjon Enterprises, Inc. dba HB Staffing
3. Agreement with Helpmates Staffing
4. Agreement with Kimco Staffing Services, Inc.
5. Agreement with SoftHQ, Inc.
6. Agreement with TEC Group, Inc.
7. Agreement with The Good Job Company
Submitted By: Jason Motsick, Executive Director of Human Resources
Approved By: Kristine Ridge, City Manager
DocuSign Envelope ID: 01AF1CC8-B77B-44CE-8C90-3E207F451847
CONSULTANT AGREEMENT BETWEEN THE CITY OF SANTA ANA AND
APPLEONE, INC. DBA APPLEONE EMPLOYMENT SERVICES FOR ON -CALL
TEMPORARY STAFFING SERVICES
THIS AGREEMENT is made and entered into on this 20th day of June, 2023 by and between
AppleOne, Inc., and the City of Santa Ana, a charter city and municipal corporation organized and
existing under the Constitution and laws of the State of California ("City").
RECITALS
A. On April 19, 2023 the City issues a Request for Proposal ("RFP") No. 23-051, by which it
desired to retain a Consultant having special skill and knowledge in the field of temporary
employee 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 (8) separate consultants
selected to provide services on an on -call basis under 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
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invoice evidencing work performed, subject to City accounting procedures. Payment
need not be made for work which fails to meet the standards of performance set forth
in the Recitals which may reasonably be expected by City.
c. Notwithstanding any contrary terms contained within Consultant's Fee 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.
3. TERM
This Agreement shall commence on July 1, 2023 and end on June 30, 2026 for an initial
three-year term, 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. This Agreement is not intended nor shall
it be construed to create an employer -employee relationship, a joint venture relationship, or to
allow the City to exercise discretion or control over the professional manner in which Consultant
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Consultant shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Consultant shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
5. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant
shall require all subconsultants to agree in writing that City is granted a non-exclusive and
perpetual license for any Documents & Data the subconsultant prepares under this Agreement.
Consultant represents and warrants that Consultant has the legal right to license any and all
Documents & Data. Consultant makes no such representation and warranty in regard to
Documents & Data which were provided to Consultant by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City's sole risk.
6. INSURANCE
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
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the performance of the work hereunder and the results of that work by the Consultant, its agents,
representatives, employees or subconsultants.
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 ("ISO") Form
Number CA 00 01 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.
c. 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.
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General liability coverage can be provided in the form of an
endorsement to the Consultant's insurance (at least as broad as ISO
Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG
20 38; 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.
(vi)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 CGL 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, consultants, special counsel, and representatives from liability: (1) for personal
injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for
personal injury, including death, and claims for property damage, to the extent arising from the
negligent operations of the Consultant, its subconsultants, agents, employees, or other persons
acting on its behalf which relates to the services described in section 1 of this Agreement; and (2)
from any claim that personal injury, damages, just compensation, restitution, judicial or equitable
relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and
hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial
or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in
this Section or by reason of Consultant's uncured breach of the terms of, or effects, arising from
this Agreement provided Consultant is afforded at least (30) days to cure such alleged breach. 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 asserting that personal injury, damages, just compensation, restitution, judicial or
equitable relief due to personal or property rights arises by reason of the terms of, or effects arising
from this Agreement. City may make all reasonable decisions with respect to its representation in
any legal proceeding. Notwithstanding the foregoing, to the extent Consultant's services are
subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required
by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence,
recklessness, or willful misconduct of the Consultant. To the maximum extent permitted by
applicable law, neither the City nor the Consultant shall have any liability for any indirect,
consequential, special or incidental damages, damages for loss of profits or revenues, whether in
an action in contract or tort, even if such party has been advised of the possibility of such damages,
unless such party has engaged in gross negligence or willful misconduct, or the damages arise
from a third party claim for which a party is entitled to indemnification in this Agreement.
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
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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.
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 terms of this Agreement and any attachments hereto, the terms
of this Agreement shall prevail. This Agreement may not be modified except by written instrument
signed by the City and by an authorized representative of Consultant. The parties agree that any
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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.
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 consultants retained by City.
15. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant prior to receipt of such notice of
termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to
deliver to the City all work product(s) completed as of such date, and in such case
such work product shall be the property of the City unless prohibited by law, and
Consultant consents to the City's use thereof for such purposes as the City deems
appropriate.
b. Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
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.
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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 laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and
in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
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 Ana
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:
Rick H. Hagmann
Vice President - Operations & Client Services
16371 Beach Blvd. Suite 240
Huntington Beach, CA 92647
Fax:
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,
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communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
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.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST:
JENNIFER L. HALL
City Clerk
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By:
ATHAN T. MART Z
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
JASON MOTSICK
Executive Director
Human Resources Department
CITY OF SANTA ANA
KRISTINE RIDGE
City Manager
CONSULTANT:
Docu Signed by:
tiv
09BA14C15DF&4E7...
THAI NGO
Chief Financial Officer
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EXHIBIT A
SCOPE OF SERVICES
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E) CITY OF SANTA ANA
EXHIBIT I
SCOPE OF SERVICES
Contractor shall provide services as set forth below:
A. GENERAL CONTRACTOR REQUIREMENTS
1. Contractor shall provide a comprehensive catalog of clerical, office, accounting, other related
administrative support service and professional options to the City.
2. Contractor must also agree to:
a. Provide appropriate methods to match the City's needs within the specified time frames;
b. Coordinate all schedule work dates with City at least one business day before the start of
assignment;
c. Provide a detailed proposal and invoice, according to the specifications prescribed by the
City department; and
d. Ensure the following criteria prior to recommending any temporary worker for placement at
the City:
• Work authorization has been obtained and is current for individuals referred to the
City for assignment via Form 1-9, Employment Eligibility Verification.
• Live Scan fingerprinting and/ or background check have been processed, completed
and passed (if requested by the City) .
• Selected temporary worker(s) recommended for an assignment meet all essential job
function and minimum qualification requirements for the various types of services.
• Typing speed of the selected temporary worker is at least 30 wpm, and Microsoft
Office abilities have been tested and are met with positive results as required.
• Contractor conducts due diligence employment verification/references of the
temporary worker selected for an assignment to verify positive work history.
• The selected temporary worker is bilingual in English and Spanish or Vietnamese
when required for the assignment.
• Verifies that temporary worker is not a retired annuitant of the California Public
Employees' Retirement System (CaIPERS).
3. Contractor shall not impose a temporary to permanent placement fee. It 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.
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E) CITY OF SANTA ANA
B. SPECIFICATIONS/ SCOPE OF SERVICES
1. The City of Santa Ana Human Resources Department shall contact the Contractor for temporary
services and provide the title and any special skills or experience required. Certain positions may
require bilingual skills. Contractor shall provide temporary worker(s) as required and approved by
City departments to work at the various City of Santa Ana department locations.
2. The Contractor will compare job requirements with worker qualifications and will email resume(s)
and test results of temporary workers as requested.
3. The Contractor will follow up with the City within two (2) hours to provide name(s) for City approval.
a. If Contractor is unable to locate a qualified candidate within four (4) hours of the initial
request, the City reserves the right to contact other temporary agencies for placement.
4. Once a candidate is selected, and the hourly pay rate has been agreed upon, Contractor shall
provide the City with a detailed proposal to include the specific job description, the hourly pay rate
for the temporary worker, and the mark-up rate. The City shall then review and sign the proposal
if approved.
5. All invoices must include:
a. Agreement number;
b. Requesting City Department
c. Department Contact Name / Requester Name
d. Candidate Name
e. Hourly pay rate and mark-up rate
f. Dates of assignment duration
g. Total hours worked during duration of assignment
6. Contractor shall provide temporary workers who have the skills required for the assignment.
7. At the City's discretion, City reserves the right to immediately end a temporary worker's
assignment if work performed is substandard, attendance is poor, or for other business related
reasons.
8. Contractor shall remove any temporary worker from assignment upon the City's request; at the
specified time and date. Contractor shall provide replacement temporary worker if required by
City.
9. Contractor shall be responsible for all decisions concerning matters of hiring; firing; discipline;
payroll practices; and employee benefits such as vacation, sick, and other leave benefits.
Temporary workers provided by the agency shall be considered employees of the agency and
shall in no sense be considered employees or agents of the City.
10. Contractor shall be responsible for communication with temporary workers with respect to their
duties as they are employees of the Contractor.
11. Contractor must provide City with testing resources for regular status positions as requested.
These services shall be provided at the rates set forth in Cost Proposal Form, ATTACHMENT G.
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E) 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 CalPERS. Contractor must also ensure that no employee provided under this
agreement would need to be reinstated to CalPERS 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.
1. 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.
4. 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
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0 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.governmentmobs.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.
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EXHIBIT B
CONSULTANT'S PROPOSAL
DocuSign Envelope ID: 01AF1CC8-B77B-44CE-8C90-3E207F451847
ID AppleOne
Hiring Made Human
RFP# 23-051
City of Santa Ana
Temporary Staffing Services
Response Due Date/Time:
April 19, 2023 / 4:00pm PT
Submitted to:
Lori Schnaider, Operations Manager
City of Santa Ana — Human Resources Department
20 Civic Center Plaza
Santa Ana, CA 92701
Submitted by:
AppleOne, Inc.
dba AppleOne Employment Services
327 W. Broadway
Glendale, CA 91204
All data and information contained herein and provided by AppleOne in response to the City is considered confidential and proprietary. The data and
information contained herein may not be reproduced, published or distributed to, or for, any third parties without the express prior written consent of
AppleOne.
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Table of Contents
11
a. Cover Letter .............................................
b. Services Provided ....................................
c. Agreement Statement .............................
d. Firm and Team Experience ......................
e. Proposed Work Plan ................................
f. References ................................................
Cost Proposal ...............................................
VII. Certifications (Attachments) .................
VIII. References ............................................
................................... 3
................................... 4
................................... 4
................................... 7
................................. 12
................................. 21
21
...........................................................
...........................................................
22
...........................................................
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19 April 2023
Lori Schnaider, Operations Manager
City of Santa Ana — Human Resources Department
20 Civic Center Plaza
Santa Ana, CA 92701
Subject: Response to Request for Proposal — Recruiting Services
Howroyd-Wright Employment Agency, Inc. dba AppleOne Employment Services (AppleOne) welcomes the
opportunity to present our response to The City of Santa Ana (City), with the ultimate goal of furnishing the City
with the top-notch Temporary Staffing Services it seeks. As a current provider of temporary staffing services to
the City of Santa Ana, AppleOne hopes to continue its service to the City.
One of the largest privately held human capital management companies in the United States, AppleOne boasts
more than 200 offices throughout North America to support recruiting and bring local labor market knowledge
and talent to the City. Guided by our belief in people and our company philosophy, "Hiring Made Human", we
work diligently to connect our clients with the best people —aligning talents, skills, goals, and aspirations.
AppleOne emphasizes the importance of quality and cost-effectiveness, providing lasting solutions while
remaining cognizant of the taxpayer's dollar. AppleOne acknowledges receipt and review of this Solicitation and
Addenda. If the City has any questions regarding the enclosed proposal response during the evaluation period,
please contact our Government Solutions team at one or more of the following:
PHONE
(866) 493-8343
FAX (714) 596-7798
EMAIL GovSolutions(@ADDIeOne.com
AppleOne will provide the City with day-to-day project management from our Orange County, CA branch office,
located at 26300 La Alameda, Suite 130, Mission Viejo, CA 92691. There, our primary point of contact and Project
Manager, Rion Carr, will facilitate follow-up, attend meetings, coordinate resources, services, and support, and
will be available to the City directly at (949) 427 2936 and rcarr@appleone.com.
We look forward to working with the City in servicing its Temporary Staffing Service needs, and we will do
everything necessary to ensure our contract delivery is positive, productive, and fulfills all stated objectives.
Sincerely,
Dr. Milton J. Perkins, Senior Vice President
Howroyd-Wright Employment Agency, Inc.
dba AppleOne Employment Services
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A full -service staffing agency, AppleOne supplies temporary, temporary -to -hire, and direct -hire candidates to
commercial and government clients alike. We can readily fill positions within several job categories, including:
• Administrative/Clerical
• Call Center/Customer Service
• Data Entry/Data Processing
• Finance/Accounting/Insurance
• Human Resources
AppleOne is a privately held corporation,
founded in 1964 and incorporated in November
1968. Over its 59 years in the industry, AppleOne
evolved from a single -desk staffing agency into a
nationwide organization of hundreds of brick
and mortar offices, reaching every major city in
the United States. Now one of the largest
privately held, woman- and minority -owned
staffing firms in the country —rated by Forbes as
a Top 10 Best Professional Recruitment Firm in
America—AppleOne continues to evaluate and
develop new, innovative, and creative ways
to improve the level of service expected by
our clients.
• IT/Technical
• Legal
• Marketing/Graphics
• Operations
• Professional
Figure 1- AppleOne In -State Operations
AppleOne boasts the support of more than 200 points of operation across the continental United States, with in-
state branch offices operating in half the states of the union, as well as Washington DC and Puerto Rico, and a
robust national recruitment division to administer and support operations for large commercial and government
clients.
Page 7, Seefien IX.
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whether in an action in contract or tort, even if such party has been advised of the possibility of such
damages, unless such party has engaged in gross negligence or willful misconduct, or the damages arise from
a third party claim for which a party is entitled to indemnification in this Agreement.
i. A general description of the firm, including size and number of employees working
directly with the City on this agreement.
A wholly -owned subsidiary of The ACT 1 Group, Inc. (ActOne), AppleOne and its 630+ permanent employees
place more than 145,000 people annually and process hundreds of W2's, meeting the needs of the thousands of
clients throughout the United States. We possess an extensive history of partnering with public sector and non-
profit clients, currently supporting over 600 government entities at the state, local, and federal levels. This
includes a large number of long-term contracts with cities in all corners of the country, to whom we provide
temporary, temporary -to -hire and/or direct placement staffing services on an as -needed basis. In addition to
the primary personnel listed in the proposal, the local AppleOne branch servicing the City has over 15
employees, and other supporting branches in the area.
AppleOne has an extensive history of partnering with other public sector and non-profit clients to provide
temporary staffing and direct hire services on an as -needed basis. In addition to our work with the City of Santa
Ana, we currently support over 600 government entities at the state, local, and federal levels, including numerous
cities, and we are regularly adding new government contracts to our list of active clients. For example,
AppleOne was recently the recipient of new and/or renewed bid -awarded temporary staffing contracts from
government entities such as Seattle Housing Authority, Fresno Housing Authority, Harris County, Collin County,
DeKalb County, City of Charlotte, City of Newport News, State of South Carolina, State of Kansas, OmniTrans, Bay
Area Rapid Transit System, Alameda County Water District, Education Service Center Region 20, University of
Washington, and Shelby County Schools, among others.
A representative list is provided below:
APPLEONE REPRESENTATIVE LIST OF CLIENTS
CITIES
City of Atlanta, GA
City of Austin, TX
City of Henderson, NV
City of Ontario, CA
City of Portland, OR
City of Long Beach, CA
City of Glendale, CA
City of Hayward
City of Columbia
City of Reno, NV
City of West Palm Beach, FL
City of Folsom
City of Greeley, CO
I City of Doral
COUNTIES
County of Contra Costa, California
County of Los Angeles, Public Defender
County of Gwinnett, Georgia
County of Los Angeles, Sherriff
County of Hennepin, Minnesota
County of Orange, Florida
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County of Houston, Texas
County of Orange, Superior Courts, California
County of Johnson, Kansas
County of Riverside, California,
County of Kane, Illinois
County of Sacramento, California
County of Los Angeles, District Attorney
County of Los Angeles, Internal Services
EDUCATIONAL INSTITUTIONS
Contra Costa Community College District
Los Angeles Unified School District
Sunnyside Unified School District, Tucson
Pinellas County Unified School District
University of Miami, Florida
Atlanta Public Schools
Clark County School District
Dublin Unified School District
Fort Worth Independent School District
Naropa University
Orange County Public Schools
San Bernardino Community College District
Seattle Public Schools
I University of Utah
NEW HOUSING AUTHORITIES
Burbank Housing Development Corp
Chesapeake Redevelopment & Housing Authority
Collier County Housing Authority
Dallas Housing Authority
Denver Housing Authority
Fresno Housing Authority
Housing Authority of the County of San Bernardino
Housing Authority of Kern County
Housing Authority of San Buenaventura
Housing Authority of San Joaquin County
Housing Authority of Santa Paula
Housing Authority of the City of Alameda
Housing Authority of the City of Bremerton Housing Authority of the City of Charleston
STATES
State of Colorado State of New York
State of Nevada
State of Arizona
State of Utah
State of Texas
Washington State Department of Transportation
State of South Carolina
Commonwealth of Pennsylvania
State of California
State of Florida
State of Georgia
State of Tennessee, Dept. of Education
I California Earthquake Authority
TRANSPORTATION AUTHORITIES
Greater Orlando Airport Authority
Sam Trans
Los Angeles Airport Authority
Central Midlands Regional Transit Authority
Port of Los Angeles
Charleston County Aviation Authority
Chicago Regional Transportation Authority
Gold Coast Transit
Jacksonville Aviation Authority
LA County Metropolitan Transit Authority
Long Beach Transit
North Texas Tollway Authority
Omnitrans
Ontario International Airport Authority
UTILITIES
Las Vegas Valley Water District
Orlando Public Utilities Commission
Sacramento Metropolitan Utility
San Diego Water District
Alameda County Water District
South Coast Air Quality Management District
Contra Costa Water District
Southern California Water Company
Elsinore Valley Municipal
Southwest Gas
Florida Public Utilities
Inland Empire Utility Agency
Kern County Water Agency
Las Vegas Valley Water District
ii. Firm's nearest address serving the City of Santa Ana and headquarters address.
As stated in our Cover Letter, the managing office for this contract will be AppleOne's Orange County branch
office, located at 26300 La Alameda, Suite 130, Mission Viejo, CA 92691. Consistently providing high quality
service to the region, the servicing branch staff are fully trained and mentored to be leading recruiting and staffing
experts, providing temporary, temp -to -hire, direct hire, and payrolling services.
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iii. Firm's full-time service office in Southern California if different from above.
AppleOne's primary headquarters is located at 327 W. Broadway, Glendale, CA 91204.
iv. Name and contact information of the supervising Project Manager/Principal
Agent, to be assigned to the agreement.
AppleOne Area manager Rion Carr will serve as the designated Project Manager for the City in service of this
contract. An integral member of AppleOne's California operations, Ms. Carr currently assists with account
management and recruitment for various AppleOne public -sector clients.
Ms. Carr, who is empowered to take swift and decisive action in the normal course of business with the City, will
be directly supported by Recruiting Consultant Bonnie Hulse, who will serve as the Assistant Project Manager for
this contract, with additional support provided as needed by the rest of the Orange County branch team and other
area offices, who are in turn supported by regional and corporate management.
AppleOne strives to ensure that, regardless of a client's location, size, or service requirements, they will interact
with a friendly, knowledgeable, and responsive staff that pays every attention to detail. This commitment to
excellence is reflected in our daily practices and reinforced by executive leadership. Because our mission is "to
find, to understand and to fulfill the needs of another," our clients find that our tailor-made solutions lead to
enhanced productivity and reduced cost, especially compared to other staffing organizations.
Ms. Rion Carr, Project Manager, possesses over twenty-four years of recruitment and account management
experience with AppleOne. As the Project Manager for the City, Ms. Carr will manage the day-to-day processes,
including testing, screening, and ensuring all temporary employees are fully trained and qualified, possess the
necessary skill requirements, and are performing up to the City's standards. She will gather all information needed
to recruit, screen, evaluate, and qualify candidates who possess the required skills to be productive at the City.
Ms. Bonnie Hulse, AppleOne's Assistant Project Manager, has firmly established herself as an invaluable asset
within the industry in her over twenty years of staffing, recruiting, and administrative experience. Ms. Hulse will
be primarily responsible for recruiting and applicant development, and will provide special recruiting services to
support the City. Additional duties will include: staff performance and accountability, client fulfillment oversight,
maintenance and expansion of qualified applicant pool, ongoing training and development, and ensuring that the
City receives quality service at all times.
Mr. Rick Hagmann, Vice President of our Government Solutions team, implements and maintains contracts with
our public sector clients. Part of AppleOne's dedicated government team for 16 years, he will be the primary
contact regarding all contract -administration related issues. Mr. Hagmann is supported directly by our Legal and
Risk Management teams as well as his own Government Solutions staff of highly trained professionals. He will
work with the AppleOne Orange County account management personnel to ensure that the City is properly
supported.
v. Include resumes for all managers, supervisors, and other key personnel including
subconsultants (if applicable) who will be assigned to this contract if awarded.
Please see resumes for personnel listed on the following pages
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0 AppleOne
Hiring McrdeHuman'
Rion Ruiz Carr
Orange County, CA { (949) 427 2936 j rcarr@appleone.com
Area Manager
Charismatic Senior Business Development Leader who thrives on building award winning teams and
creating clients for life. Results oriented and highly motivated self-starter with proven track record in
sales. Profound customer service acumen. Flourishes independently or in a team environment.
Believes leading by example is the path to success.
SKILLS
Computer: Proficient in applications of Microsoft Office including: Word, Excel, and Outlook as well as
other Internet and office applications. Proficient with Linked In, Indeed, Monster and Career Builder
and extensive experience with various ATS systems.
Communication: Able to write clearly, concisely and logically while maintaining professionalism in all
circumstances.
Area Manager 1999 to current
APKE0NE EMPLOYMFNTSERVICES Orange County, CA
Duties: Responsible for supervising multiple employees/offices, driving business initiatives, supporting
my employees and ensuring the highest level of customer satisfaction for all clients. Hire, train and
lead employees and act as a back up to all accounts. Extensive recruitment of skilled applicants to fill
qualified job orders from local companies and corporations. Representing over 1000 candidates, with
having personally interviewed each individual. rather responsibillties include connecting with all
companies we service for quality control and conducting marketing and sales calls to develop new
business. Conduct all internal staff counseling, training, mentoring. Handle hiring, promoting, and
terminating of internal staff and of candidates, as needed. Draft job descriptions and create new job
classifications. Drive the bottom line. Providing excellent customer service to applicants and clients.
UCLA
Bachelor's Degree in interdisciplinary Studies with a minor in Chicanaf o Studies
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Bonnie Hulse
AREAS OF PROFICIENCY
■ Microsoft Word, Excel, PowerPoint, Outlook
■ Google Docs, Google Calendar
■ Editing, Proofreading Skills
■ Zoom, MS Teams
■ E-verify
• Facebook, Instagram
■ ProShow Producer Slideshaw Creator
■ Bilingual Spanish
PROFESSIONAL EXPERIENCE
APPLEONE EMPLOYMENT SERVICES, Mission Viejo, CA
Recruiting Consultant Oct. 2021- Present
■ Continuously develop applicant base through recruiting, reactivating, reassigning, and referrals
• Past job advertisements, screen candidates, interview qualified candidates; conduct job matching,
reference checks, background checks, submissions, interview preparations, and placements
■ Interview, evaluate, and reference candidates to determine their skill level
■ Maintain accurate reoords, including timely data entry, candidate outreach and email exchanges
Operations Coordinator f Recruiting Consultant March 2020—Oet. 2021
■ Receive incoming telephone calls from candidates and clients, engage callers with care and
compassion. Email accurate messages to staff
• Process weekly payroll utilizing strong computer skills and problem solving, with an eye to detail
■ Schedule candidate interviews via Zoom or MS Teams, add to calendars; email interview confirmations
and virtual media links
■ Support branch operations by processing applicants, onboarding, e-verifying, and implementing office
procedures and systems
■ Post job advertisements, screen candidates, interview qualified candidates; ccnductjob matching,
reference checks, background checks, submissions, interview preparations, and placements
• Provide recruitment and candidate relationship support to a designated client, typically with a focus
on volume client accounts
Operations Coordinator (temp.) Feb. 2020—March 2020
IRVINE COMMUNITY CHURCH, Irvine, CA
Administrative Assistant (Part-time) April 2018—June 2020
• Produce and edit weekly Sunday morning bulletins, which provides useful information for all church
attendees
■ Record, edit, and process videos of sermons; upload videos to church site on YouTube
• Process and upload sermons (mp3 files) to the church website; include meta data with each audio file
■ Handle incoming phone calls, including calls from people in crisis; handle requests for benevolence,
reply to incoming email; distribute mail; protect confidentiality in all matters
■ Proofread lesson notes and outlines to ensure accuracy
■ Assist pastors with various administrative needs (e.g., by creating bookmarks, fliers, sign-up sheets... }
to address church business
UNIVERSITY OF CALIFORNIA, IRVINE, Irvine, CA
Academic Counselor, Division of Undergraduate Education 1991-2001; 2004
■ Conducted academic advising sessions for incoming undecidedlundeclared freshmen, with special
attention to University requirements, breadth requirements, and school and major requirements
■ Answered questions regarding class scheduling, placement tests, and course prerequisites; helped
students select appropriate course schedules so they would make progress toward school, breadth, and
major requirements
■ Assisted prospective, incoming, and currently enrolled students regularly, giving them direction, advice,
and guidance regarding UCI majors and major requirements; provided general university information
■ Served as the advisor for the University Program for High School Scholars (UPHSS), guiding and
directing high school students into appropriate UCI courses for high school and college credit
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AppleOne will be a strategic partner to the City in its effort to procure temporary staffing in an efficient and
expeditious manner, assisting all departments in filling as -needed vacancies with well -trained and diverse
personnel. Our core capabilities in human capital management and 58 years of experience in the industry afford
us a deep understanding of challenges and needs across the industry.
Recruitment
One of the many rules AppleOne abides by is that the wider 77 ' 2 Self -Recruiting
the regional exposure to qualified talent, the better 26 3
]6 a
placements one can make. While the typical employer draws
candidates from three to six sources, AppleOne draws talent 24 5
from 25 or more sources. We utilize every available resource 23 s
when it comes to recruiting, from traditional approaches such
22 wish T
as job postings and job fairs to the more modern methods of AppieOne
social media advertising and job sites. We also capitalize on 2' a
our history in the local market to find top talent. xo 1_Wk Awt` R
AppleOne's recruiting and matching processes play a key ,g / ,o
factor in our continued success in quickly supplying high- to
quality staff. By implementing a staffing and recruiting plan „ ,6 12
that is reflective of the latest industry trends in technology, 16 73
skill demands, and compensation structures, AppleOne is
able to take elements like environment, structure, culture, tasks, and goals into consideration to obtain the best
qualified candidates. Through needs analysis and benchmarking, we are able to recruit candidates who not only
meet the needs of the City, but identify candidates with the strongest likelihood to succeed in particular working
environments. Hence, we can proactively recruit, hire, train, and retain quality personnel.
A dedicated Hiring Advisor assesses your needs onsite,
then creates a Branding & Recruiting Strategy
Employer Branding Customized Chent National Candidate Global Recruiting
Opportunity Marketing Plan Ril l Portal
C 4
W .d
To accomplish this, we utilize powerful proprietary
systems and tools to assist AppleOne's recruiters
in writing and placing employment ads. We also
employ on-line registration and database systems
that allow us to aggregate and maintain a vast pool
of local, qualified candidates, giving our recruiters
instant access to the right people at the right time.
"` d The job -order filling procedures at AppleOne are
Global Jab Advertising Social Recroitmg Neatlhunling industry Trade Shows
Certified _ based on our in-depth knowledge of the needs of
ZZ � 1^1 [a clients and our dedication to gaining and
National Job Sister Company's Individual Resume maintaining an understanding of your unique
oponing Portal Network Job Fairs Databases
staffing needs. AppleOne finds that one of the best
❑' J e4ways to deliver qualified candidates is to perform
2e17 Uknt-Self-See arch job profiling and benchmarking, establishing
Raerulhng Qalabase
parameters that will assist in identifying the skill
levels required to succeed in clients' specific
working environments and gaining a clear understanding of what that environment will entail.
Technology plays a key role in the success of AppleOne's service offerings. AppleOne achieves the highest level of
effectiveness and economy in delivering precisely targeted staffing solutions by integrating all staff member's
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experience and expertise with cutting -edge technological resources developed in-house by AppleOne's staff:
JobCaster: A powerful proprietary system which is utilized for enhancing the database of available candidates to
fill job orders from the City. JobCaster speeds the recruitment process by assisting with the writing and placing of
advertisements. Once the job posting is composed it is broadcast to more than 75 of the most popular career
sites. These include, but are not limited to: Monster, CareerBuilder, Linkedln, Indeed, Dice, Glassdoor,
SimplyHired, and ZipRecruiter. JobCaster can be customized to target specialized career sites most appropriate to
the job classifications needed.
ZipRecruiter eareerbuilder
j monstercom G glassdoor
Linked � MiracleiWo kern
indeed kjo b s
Over 75 of the Top Recruiting Sites
AppleXpress: An automated client/server tool to intake and store
qualified applicant resumes. Relevant information on all potential
candidates, including resumes and personal profiles gathered
from each expertly structured candidate interview, is entered into
the AppleXpress system, where they can be filtered according to a
customized pre-screening process. This process can include
customized searches for applicants based on location, skills,
education, salary range, experience, key words, and other
qualifications that may be requested. AppleXpress even allows
clients to search AppleOne's pre -qualified candidate base from
their own computers.
As a further time saving measure, all applicant information is
received directly into AppleOne's Office Automation database
digitally, making their information instantly available to
AppleOne's clients, reducing the need to transcribe information into the system. As one of the proprietary systems
at AppleOne, AppleXpress is a revolutionary tool that allows clients the opportunity to identify candidates,
schedule interviews and dispatch temporary associates in one comprehensive solution.
Office Automation: AppleOne utilizes a software system called Office Automation (OA). This internal management
software database allows our staff to index information on our temporary associates' and client companies, which
in turn is shared on our network. Using this software, AppleOne can easily track and match candidates, allowing
our branch offices to quickly select a pool of temporary associates from our entire national network. Using OA,
AppleOne fully services our clients, including large organizations with locations across the country. OA also has
the ability to download resumes and generate client reports. In addition, all correspondence with both client and
associate is documented.
Universal Search: A network portal which allows our recruiting professionals to respond to our clients' needs with
unprecedented speed and precision, tapping into a vastly larger candidate pool to capture more accurate results.
The software scours through the million -plus candidates in AppleOne's database of detailed personnel profiles
gathered from expertly structured associate interviews to include personalities, temperaments, and strengths, as
well as backgrounds and activity comments left by other AppleOne account managers. Qualified candidates are
rapidly tracked and identified, staffing vacant positions more quickly and efficiently than ever.
AppleOne invests in the best tools and processes to provide the highest standards in talent screening and
benchmarking. We are ISO 9001:2015 and Department of Homeland Security ICE IMAGE certified to ensure a
thorough and consistent evaluation process, which includes extensive interviews with each applicant using
behavioral -evaluation techniques. Our staff invest the extra time to learn an individual's aspirations, talents, skill
level, experience, preferred work environment, and other variables such as work styles, allowing the applicant to
be placed in the position best -suited to their personality and skill set. Personnel profiles are created for every
candidate entered into our OA system. As part of our standard Job Order process, specific thresholds and custom
requirements can be set, including basic qualifications, to evaluate and determine a candidate's disposition at
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every step of the requisition process.
As part of our comprehensive approach, we bring a structured continuous process improvement with
knowledge transfer and lessons learned to all our activities. AppleOne will be working closely with the City. Our
project and programs staff will work to fully understand and implement what has been successful and how to
identify and resolve potential issues should they arise. We also, as part of our commitment to knowledge
transfer, will work with District staff to incorporate the most useful aspects of our methodologies and activities
into internal department efforts. We have developed an overall strategy and approach that addresses the
following priorities and demonstrates our value to a project and contract. We will listen carefully to
management, and identify the value AppleOne can bring in our approach to address priorities and mission
objectives.
Procedure For Requesting Personnel
The City's notification of need will initiate AppleOne's streamlined job ordering process. AppleOne 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 AppleOne's Job Order Response Process is as follows:
• Step 1— Job Order Submitted: Job Order is submitted by the City to an AppleOne account management
team member via your preferred method (phone, fax, or the Internet). The PM, Ms. Rion Carr, will serve
as the single -point -of -contact for the City.
• Step 2 — Acceptance of Order and Initial Response: The AppleOne account management team accepts
the order and enters it into AppleOne's internal Office Automation database. Ms. Carr or Ms. Hulse
(Assistant PM) will respond within 4 hours or less to confirm that they received the order as well as
provide a status update. Working collectively, all team members of the Orange County branch will
identify potential candidates for the City's consideration. Further information may be requested at this
stage from the contracting officer or department head at the City.
• Step 3 — Evaluation Process: Once a qualified candidate is identified, AppleOne completes a customized
evaluation process for the City. This includes an in-depth, in -person interview, as well as review of job
requirements and expectations, and verification of references. 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 4 — Interview/Final Approval: The candidate is then interviewed or presented for a final approval
by the City. AppleOne will notify the temporary associate in writing with information specific to his or
her assignment if the position is accepted.
• Step 5 — Orientation: Prior to the start date, AppleOne 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 AppleOne's Web Time Capture software.
• Step 6 — Quality Control: On the first day of assignment, a member of the account management team
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 team will conduct ongoing quality checks to
ensure that the candidate is performing up to, or better than, expectations for the City.
Placement Of Personnel
AppleOne knows that having the best in professional personnel is integral to the ongoing success at the City
locations. Our precise, comprehensive methods for providing staffing services will ensure that the City obtains
the maximum projected value for each dollar of expenditure. We remain committed to providing personnel with
the skills, experience and character to excel in their positions with the City.
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Our service delivery performance measurements are devised based on our quality driven customer centric
approach. Our efforts are focused on achieving the goal of Excellence in all aspects of service, and these
including:
• On -time availability of the candidate: After selection of the candidates, AppleOne ensures timely
availability of the candidates. They will start on the agreed to date and time.
• Monitoring of hours: AppleOne conducts regular monitoring of employee hours while on assignment.
This will serve to ensure they do not exceed maximum allowable hours in a calendar year with the City.
• Background check compliance: We ensure that all candidate submitted to clients are cleared to work,
and all background checks have been completed in accordance with all client requirements.
• Close monitoring of the services performed: We monitor the performance of the staff engagement on a
continuous basis and in consultation with the designated client manager(s).
• Performance evaluation of services delivered: AppleOne reviews the performance of our services
delivered on a quarterly basis. In this connection, the City designated staff receives one -page
performance evaluation document from AppleOne. This evaluation helps AppleOne to discuss where
our performance is exceeding and the areas, which would need further efforts to develop. This feedback
mechanism helps us and our candidates to improve their skills, knowledge and personality.
• Replacement of candidate: In the rare case that there is a need for replacement of a candidate,
AppleOne ensures replacement is provided to the client within 5 days of such situations. The first week
of the replaced candidate is not billed to the client.
• Defect Prevention Program: This program, used across the board, is aimed at achieving quality
improvements in all phases of AppleOne service deliveries as defined above. This has been implemented
by setting quality standards for How can we serve our customers better? One of the important
measurements we have in place is —'Continuous review of our business processes' for delivering value
added services, quality and responsiveness, timeliness of deliverables, risk minimization and cost
effectiveness.
Implementing Customer Feedback Evaluation Process: We believe such quality of service measures as
customer feedback surveys play an essential role in cementing a satisfactory relationship between
supplier and customer, as well as uncovering a potentially serious problem.
Management Monitoring and TQM in our service delivery to our Clients: We believe in Total Quality
Improvement Programs (TQIP), which is the cornerstone of AppleOne's business strategy. It is a
structured, planned approach to continuous quality improvement and establishes an ongoing quality
management program in every aspect of our business. Its goal is to create a customer oriented quality
culture committed to making quality improvement a permanent way of life for the company. Its major
elements are:
o Management commitment
o Functional organization ownership in approach
o Employee involvement at all levels
o Practical measures to track progress
o Recognition for team and individual performance
o Ongoing training and communications.
Our emphasis is on quality services and we continuously improve our business processes to support our service
delivery model. This allows us to refine our function processes in each area of services (human resources, sales
and marketing, contracts and client relationships) with the overall result providing us a capability to be highly
responsive to client needs. We maintain a large database of qualified candidates who are available for projects.
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Screening
The expertise of AppleOne's account management team, combined with the consistency in evaluation standards
provided by the structured interview guide, will ensure that all candidates not only have the skills requirements
needed for positions, but the reasoning ability and work ethic to excel in those positions.
AppleCore Behavioral Assessments
To enhance AppleOne's ability to find skilled, able, and educated candidates for government and public sector
entities, AppleOne uses the AppleCore Assessment Series, a validated applicant classification system that focuses
on soft skills like customer service, aptitude, and attitude.
The content underlying these tests was carefully studied and determined to be related to the job performance of
AppleOne positions. All AppleOne tests have a proven track record of success, showing that those who take the
tests have better performance on the job, significantly increasing their productivity. We have in place assessment
tests for all types of job categories. If needed, AppleOne's assessment series can be customized to meet clients'
specific requirements for temporary personnel.
Candidate Skill -Based Assessment
AppleOne extensively tests candidates on their software proficiency, particularly important in today's high-tech
and increasingly work -from -home environment. Using the sophisticated evaluation and training system of SHL
TalentCentral, in partnership with IBM Kenexa, AppleOne leverages the platform's behavioral science techniques
to measure traits, skills, and culture fit of each candidate. Benefits of the TalentCentral platform include:
Mobile/Tablet Capability: User interface employs responsive design principles, dynamically adjusting to the
type of display the candidate is using, supporting a wide variety of devices.
Languages: Currently available in over 40 languages and offers expansive globalization abilities.
Accessibility: User-friendly experience for candidates with a range of disabilities, including those who use
assistive technologies such as screen readers.
Prior to assignment, AppleOne is able to test candidates on over 250 applications across several disciplines that
simulate the work to be performed at any location in the City's network. For administrative and clerical candidates,
for instance, TalentCentral allows for in-depth evaluation of the various skill sets. Test titles include:
ADM IN ISTRATIVE/CLERICAL
Business Writing Microsoft Internet Explorer
Counting
Microsoft Office Suite
Customer Service Mindset Survey
Proofreader Marks
Data Entry 10 Key
Punctuation
Email Etiquette
Reading Comprehension
English as a Second Language
Recruiting Fundamentals
Filing by Name
Sales Concepts
Following Verbal Instructions [audio]
SAS 9 - Data Analyst
Following Written Instructions
Shorthand
Healthcare Benefits Knowledge
Software Quality Assurance
Human Resources Basics
Software Testing
Human Resources Benefits Knowledge
Spanish Basic Office Skills
Internet Basics
Spanish Basic Reading Comprehension
Internet Research Skills
ISpanish Office Grammar and Spelling
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ADMINISTRATIVE/CLERICAL TESTS
Interviewing and Hiring Concepts Spanish Typing - General
Listening Skills [audio]
Spanish -English Bilingual
Macintosh Basics OS 9
Technical Terminology
Mailroom Management Skills
Translation Sample - English to Spanish
Marketing Fundamentals
Translation Sample - Spanish to English
Matching (Alphanumeric, Numeric, Images)
Typing - General
Math Word Problems
Vocabulary
Microsoft Windows
jWriting Sample (letters, etc.)
For Accounting and Finance positions, AppleOne uses the Accounting and Financial Knowledge test package to
evaluate core accounting and finance competencies. Testing titles include, but are not limited to:
• •
Accounting Terminology Cost Accounting
MYOB Accounting Plus
Accounts Payable
Financial Analysis
Partnership Tax Accounting
Accounts Receivable
Financial Management
Payroll Clerk
ACCPAC Pro Series
Fixed Assets
Payroll Management
ADP - Payroll
General Accounting
Peachtree Accounting
Advanced Accounting
General Ledger Knowledge
QuickBooks Pro
Auditing
Individual Income Tax
Quicken
Bookkeeping - Professional
JD Edwards
Sage MAS 90/200
Business Income Tax
MAS 90 - Bookkeeping
Simply Accounting
Corporate Tax Accounting
Microsoft Dynamics GP
Platform -Specific Testing
For clients who wish candidate skill assessments specific to Microsoft, Adobe, and other software suites,
TalentCentral offers several assessment options, including but not limited to those listed below.
ACCPAC Pro Series
SOFTWARE PLATFORM
Lotus 1-2-3 Millennium
Microsoft Word
Adobe Acrobat
Lotus Freelance Graphics Millennium
MYOB Accounting Plus
Adobe Flash
Lotus Notes
Netscape Navigator
Adobe Flex
Lotus Word Pro Millennium
Peachtree
Adobe Illustrator
MAS 90 — Bookkeeping
Peachtree Accounting
Adobe InDesign
Microsoft Access
QuarkXPress
Adobe PageMaker
Microsoft Excel
QuickBooks Pro
Adobe PhotoShop
Microsoft FrontPage
Quicken
ADP - Payroll
Microsoft Internet Explorer
Sage Line 50
Corel Presentations
Microsoft Office Integration
Sage MAS 90/200
Corel Quattro Pro
Microsoft Outlook
Sage Peachtree Pro
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Corel WordPerfect
SOFTWARE•'
Microsoft PowerPoint
Sage Simply Accounting Pro
Desktop Publishing Theory Skills
Microsoft Project
Simply Accounting
FileMaker Pro
Microsoft Publisher
Summation Blaze
JD Edwards
Microsoft Windows
Summation iBlaze
A similar array of relevant software- and hardware -skills tests are available through TalentCentral platform for
Customer Service, Program Management, Professional, Technical, and other labor categories as needed.
Background Checks
Prior to sending an employee to work for the City, AppleOne's account management team, in conjunction with
the appropriate representative, will confirm which pre -employment background checks are required for the
position(s) in question.
In order to ensure that AppleOne's clients receive the best candidates in an efficient manner, AppleOne utilizes
its affiliate company, A -Check Global (A -Check), an internationally -recognized and respected employment
screening organization, to conduct extensive background checks as needed. In addition to criminal background
checks, reference checks, and drug testing, pre-screening may include social security checks, education
verifications, DMV verifications, employment certifications, social security traces, and more, as allowed by local,
state, and federal law. A-Check's services are available for AppleOne's employees and clients' permanent
employees. We also understand that the City may elect to conduct its own background check on temporary
personnel.
To maintain Fair Credit Reporting Act (FCRA) compliance, is it AppleOne's policy to provide clients with an
attestation of background screen completion pursuant to the client's requirements, but not the actual results.
Contact with and updates to the candidate are frequent, to both ensure the background check process is on track
and that they remain invested in the position.
An overview of our available background check offerings are included in the tables below:
BACKGROUNDAVAILABLE
Criminal Felony / This includes a one (1) county, one (1) name, criminal record search of felony records, and
Misdemeanor— will include misdemeanor records when available. All information will be obtained at the
courthouse by a dedicated county researcher unless direct connection to the courthouse is
7 years established. Five (5) and 10 year options are also available upon request.
Criminal Search - This search includes a one (1) name federal criminal record search of federal records. All
National Federal information will be obtained through the Federal Public Access to Court Electronic Records
- (PACER) system with on-line direct connection to records and dispositions. Five (5) and 10
7 years year options are also available upon request.
National Criminal This search includes one (1) name. A -Check Global's National Criminal Database search
Database Search (NATCRIM) includes over 250 million criminal records from all fifty states, the District of
— Columbia and Puerto Rico. This database search perfectly complements county courthouse
7 years searches by increasing the chances of catching additional criminal data from places of work
or residence not disclosed during the application process. Results are available within
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BACKGROUNDAVAILABLE
minutes when ordered via A -Check DirectTm and all information reported is FCRA compliant.
Five (5) and 10 year options are also available upon request.
While convictions for sexual offenses will appear upon the criminal record in the county or
state where the offense was committed, oftentimes sexual offenders will relocate where
National Sex
their criminal records will not reflect the offense. Information returned from sexual
Offender Registry
offender registry inquiries may include: name, AKA name, physical characteristics, date of
birth, residential address, employer, county, state of conviction, date of conviction, and
offense(s).
County Civil
Includes one county, one name search obtained by a court researcher at the county
Records Search
courthouse. Information obtained may include plaintiff and defendant's actions, case
outcome.
Compliance Link
Comprehensive list of Compliance searches available upon request.
Search
Motor Vehicle
Depending on state law, search will reveal a three (3) to five (5) year driving history.
Records-
Reported information will include type of license, any violations, disciplinary actions,
Driver's Report
convictions, issue date, expiration date, revocations, suspensions, accidents, status and
restrictions.
A -Check will verify a professional reference by seeking answers to predetermined questions
Professional
including information on communication skills, work attitude, professionalism and
Reference
punctuality. This information will be obtained through a phone interview with a former
supervisor or personnel department.
Contact up to three (3) times daily, made for up to three (3) days. Documentation will be
requested from the applicant for any verifications of employment not obtained.
Employment
A -Check will verify present or past employment to include position(s) held, dates of
Verification - Plus
employment, salary, confirmation of specific job duties, reason for leaving, eligibility for re-
hire, and overall job performance. Information will be obtained through phone interviews
with former supervisor or personnel department. Pricing is per individual screened.
Education
Contact up to three times daily, will be made for up to three (3) Days.
This search verifies Colleges/Universities attended with dates of enrollment,
Verification -
Major/Degrees obtained, Grade Point Average, and professional certification. Pricing is per
Basic
individual screened.
Professional
This search verifies a professional license or professional certification. Additional fee if
License
transcripts are requested or if educational institution/licensing body requires use of a
Verification
records clearinghouse.
This report provides information into a person's financial background. It also provides
Credit Report
present and past addresses, current and past employers, and verifies and identifies users of
the social security number provided.
Social Security
This search verifies the Social Security number provided is valid, the person/people
Trace
associated with the number, current and past addresses, and current and past employers.
Drug Testing
A -Check is a full service, turnkey national drug -testing administrator. Their program includes the analytical testing
services of over 35 of the finest certified laboratories. They utilize Quest Diagnostics and LabCorp (Laboratory
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Corporation of America) Patient Service Centers (collection sites) and Laboratories as well as collection facilities
and laboratories of Concentra and U.S. Healthworks.
A -Check can generally provide in -network collection facilities within a 25-mile radius of our clients' locations. They
work closely with clients and make every effort to incorporate facilities already established within their network
of clinics and hospitals, if one exists. If an in -network site is unavailable or not within a reasonable distance, then
a third party (out -of -network) facility will be established. When a third party collection facility must be set up for
remote offices outside of the 30-mile radius.
A -Check can set up an account with any collection facility and/or lab a client chooses. However, they are able to
offer large discounts by utilizing in -network collection facilities and laboratories, and are able to offer electronic
self -scheduling if clients use our in -network partners. Their collection and lab partners are the largest and most
trusted in the nation, so it is likely that the client is already using them. A-Check's drug screening programs aid in
protecting our clients from the negative effects of substance abuse. Their Occupational Health Screening services
help ensure candidates are fit for duty. Services are available for regulated and non -regulated industries.
A -Check performs 5-, 10-, and 12-panel urinalysis tests utilizing EMIT (Enzyme Multiple Immunoassay Test),
performed by their laboratory partners along with Adulteration Testing via PH, Specific Gravity, and Creatinine;
GC/MS (Gas Chromatography/ Mass Spectrometry) Confirmation Testing, and Medical Review Officer review of
results. They also administer Saliva Testing, Hair Testing, and BAT (Breath Alcohol Testing). Their network of
medical services providers and collection facilities allow A -Check to support complex drug screening program.
NON D.O.T 10-Panel This includes screening for ten (10) categories of drugs including Amphetamines,
Drug Screening Barbiturates, Benzodiazepines, Cocaine, Marijuana (THC), Methadone,
Methaqualone, Opiates, Phencyclidine (PCP) and Propoxyphene.
NON D.O.T 10-Panel This includes screening for ten (10) categories of drugs including Amphetamines,
Plus Extended Opiates Barbiturates, Benzodiazepines, Cocaine, Marijuana (THC), Methadone,
Drug Screening Methaqualone, Opiates, Phencyclidine (PCP), Propoxyphene and Extended Opiates.
Negative results are returned in 24 hours after the specimen is received by the SAMHSA-certified lab and positive
results (non -negative) are usually returned in 48 to 72 hours after the specimen is received by the SAMHSA-
certified lab.
AppleOne invests in the best tools and
processes to provide the highest standards in
talent screening and benchmarking. We are
ISO 9001:2015 and Department of Homeland
Security ICE IMAGE certified to ensure a
thorough and consistent evaluation process,
which includes extensive interviews with
each applicant using behavioral -evaluation
techniques. Our staff invest the extra time to
learn an individual's aspirations, talents, skill
level, experience, preferred work
environment, and other variables such as
work styles, allowing the applicant to be
placed in the position best -suited to their
personality and skill set.
20
Prescreen
Job Specific Interview
Firsthand References
Skills and Traits Evaluation
Background Verification
Candidate Profile
Presentation
Candidate Interview
Preparation
Selection Debrief
Job Offer
Negotiation
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Personnel profiles are created for every candidate entered into our OA system. As part of our standard Job Order
process, specific thresholds and requirements can be set, including basic qualifications, to evaluate and determine
a candidate's disposition at every step of the requisition process.
Reference Checks
AppleOne's policy regarding reference checks is to acquire at least two (2) positive references from each
employee's most recent employers. AppleOne will verify a professional reference by seeking answers to
predetermined questions including information on communication skills, work attitude, professionalism and
punctuality. This information will be obtained through a phone interview with a former supervisor or personnel
department. If requested, AppleOne can also submit a Work Performance Evaluation form to prior employers to
get a more detailed reference profile. The form can be customized to meet District requirements.
In addition to references, successful candidates must have also:
• Completed and signed all required pre -employment paperwork, including our "Best Foot Forward"
agreement, confidentiality and arbitration agreement, and our background investigation consent form
• Provided all required 1-9 documentation
• Favorable in -person interviews with our branch team members
• Have passed any required skills tests with scores acceptable to the City
Structured Interview
AppleOne conducts an interview with each candidate to determine their needs, desires and goals, as well as to
determine if they are right for our clients. Taking advantage of the expertise gained from more than 59 years in
the staffing industry, AppleOne developed a structured interview guide to assist staffing managers and recruiters
in conducting focused interviews with each candidate to eliminate nonproductive processes.
The structured interview guide was designed to identify how well a candidate effectively performs as an AppleOne
employee. The interview guide asks questions related to the applicant's work history, interpersonal and team
skills, creative problem solving, professionalism, and communication skills. The applicant's responses help us
assess how they have responded in past work situations. Questions are framed in this way because research has
shown that past work behavior is one of the best predictors of future work behavior.
Please see references included on the Attachment B — References form.
Please see pricing included on the Attachment G — Cost Proposal form.
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VI . Certilications (Attachments)
Please see the required certifications and forms on the following pages.
Please see references included on the Attachment B — References form.
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CITY OF SANTA ANA
ATTACHMENT A
PROPOSER'S CERTIFICATION, PROPOSAL PRICING
Certification - I certify that I have read, understand and agree to the terms and conditions of this Request
for Proposals. I have examined the Scope of Services (Exhibit 1) and am qualified to provide services
being requested as specified herein. I understand and agree that I am responsible for reporting any
errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal.
PROPOSER'S STATEMENT: I have read, understood and agree to the terms and conditions on all
pages of the Request for Proposals. Upon request, I will transfer and deliver goods or services to the
City in accordance with said terms and conditions.
AppleOne, Inc. dba AppleOne_Employment Services (866) 493-8343
LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS
327 W. Broadway Glendale, CA 91204
BUSINESS ADDRESS
Thai Ngo Chief Financial Officer
PRINTED NAME OF AUTHORIZED AGENT TITLE
SIGNATURE OF
95-2580864
4/13/2023 govnoticesC!)appleone.cQm
AGENT DATE
FEDERAL ID NUMBER (IF APPLICABLE)
E-MAIL ADDRESS
CONTRACTOR LICENSE NUMBER
(IFAPPLICABLE)
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL..
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
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E) 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 required. The City reserves the right to contact each of the references listed for additional
information regarding your firm's qualifications.
REFERENCE
Customer Name: The City of San Clemente Contact Individual:
Address: 910 Calle Negocio Phone Number:
San Clemente, CA 92673 EMAIL:
Contract Amount: Varies Year:
Melissa Barber
(949) 361-6100
BarberM@san-clemente.org
1999 - Present
Description of supplies, equipment, or services provided:
Temporary services across several separate city buildings.
REFERENCE
Customer Name: The City of Santa Ana Contact Individual: James Murray
Address: 20 Civic Center Plaza Phone Number: (714) 667-2700
Santa Ana, CA 92701 EMAIL:
Contract Amount: Varies
Year:
Description of supplies, equipment, or services provided:
Temporary services across all departments.
jmurray@santa-ana.org
2018 - Present
REFERENCE South Orange County
Customer Name: Wastewater Authority Contact Individual: Dina Ash
Address: 34156 Del Obispo Street Phone Number: (949) 234-5418
Dana Point, CA 92629 EMAIL: dash@socwa.com
Contract Amount: Varies
Year:
2002 - Present
Description of supplies, equipment, or services provided:
Temporary and temporary to hire services in Finance, Administrative and very light industrial roles. Direct
hire services for specialty roles.
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
DocuSign Envelope ID: 01AF1CC8-B77B-44CE-8C90-3E207F451847
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 (14) 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.
Firm AppleOne, Inc. dba AppieOne Ernployrnent Services
Signed and Printed Name:
Title Chief Financial Officer
Date 4/ 13/2023
Thai N
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
DocuSign Envelope ID: 01AF1CC8-B77B-44CE-8C90-3E207F451847
CITY OF SANTA ANA
ATTACHMENT ❑
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.
Sig
State of , County of
Subscribed and sworn to (or affirmed) before me on this day of , 20 , by
proved to me on the basis of satisf evidence to be the person(s)
who appeared before rne.
rlase S ee aid
Notary Public 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.
DocuSign Envelope ID: 01AF1CC8-B77B-44CE-8C90-3E207F451847
JURAT
A notary public or other officer completing this certificate verifies only the identify of the individual who signed the
document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
State of California
County of Los Angeles
Subscribed and sworn to before me on this 1b�lh day of q6l AR3
by who proved to me on the basis of
satisfactory evidence to be the person who appeared before me.
WITNESS my hand and official seal.
MICKELLE FFANANDO
Notary Public. Callrornla
ya Lof Arles County
COMM110pn r 23A5tS3 !
�...--.! y Comm. CxPIrn
naZ�n"iv
Signatur o Notary Public (Notary Seal)
DocuSign Envelope ID: 01AF1CC8-B77B-44CE-8C90-3E207F451847
0
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 ubrecipients shall certify and disclose accordingly.
Signed:
Title; Chief Financial Officer
Firm: AppleOne, Inc. dba AppleOne Ernploymenl Services
Date: 4/13/2023
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
DocuSign Envelope ID: 01AF1CC8-B77B-44CE-8C90-3E207F451847
0
CITY OF SANTA ANA
ATTACHMENT F
NON-DISCRIMINATION CERTIFICATION
The undersigned consultant or corporate officer, during the performance of this contract, certifies as
follows:
1. The Consultant shall not discriminate against any employee or applicant for employment because of
race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that
applicants are employed, and that employees are treated during employment without, regard to their
race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the
following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising;
layoff or termination; rates of pay or other forms of compensation; and selection for training, including
apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and
applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination
clause.
2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of
the Consultant, state that all qualified applicants will receive consideration for employment without
regard to race, color, religion, sex, or national origin.
3. The Consultant shall send to each labor union or representative of workers with which he/she has a
collective bargaining agreement or other contract or understanding, a notice to be provided advising
the said labor union or workers' representatives of the Consultant's commitments under this section,
and shall post copies of the notice in conspicuous places available to employees and applicants for
employment.
4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965,
and of the rules, regulations, and relevant orders of the Secretary of Labor.
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.
1. 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 farther 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
DocuSign Envelope ID: 01AF1CC8-B77B-44CE-8C90-3E207F451847
(a
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:
Title: Chief financial Officer
Firm: AppleOne, Inc. dba AppleOne Employment Services
Date: 4/13/2023
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL,
PROPOSALS THAT ❑O NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
DocuSign Envelope ID: 01AF1CC8-B77B-44CE-8C90-3E207F451847
EXHIBIT C
COMPENSATION
Consultant's Fee Proposal including hourly rates if applicable
DocuSign Envelope ID: 01AF1CC8-B77B-44CE-8C90-3E207F451847
aCITY OF SANTA ANA
ATTACHMENT G
COST PROPOSAL FORM
FOR EVALUATION PURPOSES, THE FOLLOWING PROPOSAL PRICING MUST BE BASED ON THE CITY'S
ASSUMED 9/80 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 W or
ANA
Hourly Pay Min Bill Rate Max Bill Rate Mark-up Overtime Overtime
CLASSIFICATION
Rate Bill Rate Mark-up
Accountant
$ 28.00
$ 42.56
$ 47.12
52 %
$ 63.84
52 %
Accounting Assistant
$ 24.00
$ 36.48
$ 38.00
52 %
$ 54.72
52 %
Legal Secretary
$ 28.00
$ 42.56
$ 47.12
52 %
$ 63.84
52 %
Office Specialist
$ 21.00
$ 31.92
$ 34.96
52 %
$ 47.88
52 %
Paralegal
$ 30.00
$ 45.60
$ 50.16
52 %
$ 68.40
52 %
Receptionist
$ 20.00
$ 30.40
$ 33.44
52 %
$ 45.60
52 %
Secretary
$ 23.00
$ 34.96
$ 38.00
52 %
$ 52.44
52 %
Provide markup percentage rate agency will utilize to negotiate prices for
positions not listed above.
52
OTHER TECHNICAL AND PROFESSIONAL CLASSIFICATIONS AS DETERMINED. LIST CLASSIFICATIONS
IN ALPHABETICAL ORDER.
Graphic Design
Marketing
Senior Administrative Roles
Senior Finance Roles
Specialty Positions on a direct hire basis
DIRECT HIRE PLACEMENT
Direct Hire Lump Sum Fee
(Please Explain Below)
20% of the annual salary
Temp -to -perm placement fee is not applicable for temporary workers that are hired by the City through the competitive
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
DocuSign Envelope ID: 01AF1CC8-B77B-44CE-8C90-3E207F451847
aCITY OF SANTA ANA
explain briefly in detail your policy and pricing on the hiring of your temporary workers. Attach additional pages if
required.
AppleOne posts ads, recruits, screens, interviews, evaluates and reference checks our candidates prior to placement. We also run
a background check on candidates who we employe at the City of Santa Ana. Our pricing is inclusive of this extensive screening
process, background checks, all fees associated with having an employee, ACA and benefit costs, onboarding with specific,
mandated trainings and CA mandated sick pay.
Our pricing excludes credit checks, which we will bill back at a cost of $12.
Direct Hire: 20% of the candidate's annual salary.
1 to 90-day free replacement guarantee.
Should the position be vacated due to termination or resignation between 1 and 90 days, AppleOne will refill the position at no
additional cost. Please note we replace the original position.
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
CONSULTANT AGREEMENT BETWEEN THE CITY OF SANTA ANA AND
CATHYJON ENTERPRISES, INC. DBA HB STAFFING FOR ON -CALL TEMPORARY
STAFFING SERVICES
THIS AGREEMENT is made and entered into on this 20th day of June, 2023 by and between
CATHYJON ENTERPRISES, INC. dba HB Staffing ("Consultant"), and the City of Santa Ana,
a charter city and municipal corporation organized and existing under the Constitution and laws
of the State of California ("City").
RECITALS
A. On April 19, 2023 the City issues a Request for Proposal ("RFP") No. 23-051, by which it
desired to retain a Consultant having special skill and knowledge in the field of temporary
employee 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 (8) separate consultants
selected to provide services on an on -call basis under RFP No. 23-051. The total
compensation for services provided by all consultants selected under RFP 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
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invoice evidencing work performed, subject to City accounting procedures. Payment
need not be made for work which fails to meet the standards of performance set forth
in the Recitals which may reasonably be expected by City.
c. Notwithstanding any contrary terms contained within Consultant's Fee 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.
3. TERM
This Agreement shall commence on July 1, 2023 and end on June 30, 2026 for an initial
three-year term, 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. This Agreement is not intended nor shall
it be construed to create an employer -employee relationship, a joint venture relationship, or to
allow the City to exercise discretion or control over the professional manner in which Consultant
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Consultant shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Consultant shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
5. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant
shall require all subconsultants to agree in writing that City is granted a non-exclusive and
perpetual license for any Documents & Data the subconsultant prepares under this Agreement.
Consultant represents and warrants that Consultant has the legal right to license any and all
Documents & Data. Consultant makes no such representation and warranty in regard to
Documents & Data which were provided to Consultant by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City's sole risk.
6. INSURANCE
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
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the performance of the work hereunder and the results of that work by the Consultant, its agents,
representatives, employees or subconsultants.
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 ("ISO") Form
Number CA 00 01 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.
c. 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.
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General liability coverage can be provided in the form of an
endorsement to the Consultant's insurance (at least as broad as ISO
Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG
20 38; 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.
(vi)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 CGL 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, consultants, 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 subconsultants, agents, employees, or other persons
acting on its behalf which relates to the services described in section 1 of this Agreement; and (2)
from any claim that personal injury, damages, just compensation, restitution, judicial or equitable
relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and
hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial
or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in
this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant
further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including
fees and costs for special counsel to be selected by the City, regarding any action by a third party
challenging the validity of this Agreement, or asserting that personal injury, damages, just
compensation, restitution, judicial or equitable relief due to personal or property rights arises by
reason of the terms of, or effects arising from this Agreement. City may make all reasonable
decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing,
to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity
shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of,
pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant.
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.
Page 5 of 9
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 terms of this Agreement and any attachments hereto, the terms
of this Agreement shall prevail. This Agreement may not be modified except by written instrument
signed by the City and by an authorized representative of Consultant. The parties agree that any
terms or conditions of any purchase order or other instrument that are inconsistent with, or in
addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each
party to this Agreement acknowledges that no representations, inducements, promises or
agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any
party, which is not embodied herein.
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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 consultants retained by City.
15. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant prior to receipt of such notice of
termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to
deliver to the City all work product(s) completed as of such date, and in such case
such work product shall be the property of the City unless prohibited by law, and
Consultant consents to the City's use thereof for such purposes as the City deems
appropriate.
b. Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
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 laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and
Page 7 of 9
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 Ana
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:
Jonathan Paul
Vice President/GM of Government Solutions
Cathyjon Enterprises, Inc. DBA HB Staffing
7711 Center Ave, Suite 670
Huntington Beach, CA 92647
Fax: 650-241-1385
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
Page 8 of 9
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.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST:
JENNIFER L. HALL
City Clerk
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By:
NATHAN T. MARTA<EZ
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
JASON MOTSICK
Executive Director
Human Resources Department
CITY OF SANTA ANA
KRISTINE RIDGE
City Manager
CONSULTANT:
6/5/2023
JONATHAN PAUL
Vice President/GM of Government Solutions
Page 9 of 9
EXHIBIT A
SCOPE OF SERVICES
a
CITY OF SANTA ANA
EXHIBIT I
SCOPE OF SERVICES
Contractor shall provide services as set forth below:
A. GENERAL CONTRACTOR REQUIREMENTS
1. Contractor shall provide a comprehensive catalog of clerical, office, accounting, other related
administrative support service and professional options to the City.
2. Contractor must also agree to:
a. Provide appropriate methods to match the City's needs within the specified time frames;
b. Coordinate all schedule work dates with City at least one business day before the start of
assignment;
c. Provide a detailed proposal and invoice, according to the specifications prescribed by the
City department; and
d. Ensure the following criteria prior to recommending any temporary worker for placement at
the City:
• Work authorization has been obtained and is current for individuals referred to the
City for assignment via Form 1-9, Employment Eligibility Verification.
• Live Scan fingerprinting and/ or background check have been processed, completed
and passed (if requested by the City) .
• Selected temporary worker(s) recommended for an assignment meet all essential job
function and minimum qualification requirements for the various types of services.
• Typing speed of the selected temporary worker is at least 30 wpm, and Microsoft
Office abilities have been tested and are met with positive results as required.
• Contractor conducts due diligence employment verification/references of the
temporary worker selected for an assignment to verify positive work history.
• The selected temporary worker is bilingual in English and Spanish or Vietnamese
when required for the assignment.
• Verifies that temporary worker is not a retired annuitant of the California Public
Employees' Retirement System (CaIPERS).
3. Contractor shall not impose a temporary to permanent placement fee. It 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.
a
CITY OF SANTA ANA
B. SPECIFICATIONS/ SCOPE OF SERVICES
1. The City of Santa Ana Human Resources Department shall contact the Contractor for temporary
services and provide the title and any special skills or experience required. Certain positions may
require bilingual skills. Contractor shall provide temporary worker(s) as required and approved by
City departments to work at the various City of Santa Ana department locations.
2. The Contractor will compare job requirements with worker qualifications and will email resume(s)
and test results of temporary workers as requested.
3. The Contractor will follow up with the City within two (2) hours to provide name(s) for City approval.
a. If Contractor is unable to locate a qualified candidate within four (4) hours of the initial
request, the City reserves the right to contact other temporary agencies for placement.
4. Once a candidate is selected, and the hourly pay rate has been agreed upon, Contractor shall
provide the City with a detailed proposal to include the specific job description, the hourly pay rate
for the temporary worker, and the mark-up rate. The City shall then review and sign the proposal
if approved.
5. All invoices must include:
a. Agreement number;
b. Requesting City Department
c. Department Contact Name / Requester Name
d. Candidate Name
e. Hourly pay rate and mark-up rate
f. Dates of assignment duration
g. Total hours worked during duration of assignment
6. Contractor shall provide temporary workers who have the skills required for the assignment.
7. At the City's discretion, City reserves the right to immediately end a temporary worker's
assignment if work performed is substandard, attendance is poor, or for other business related
reasons.
8. Contractor shall remove any temporary worker from assignment upon the City's request; at the
specified time and date. Contractor shall provide replacement temporary worker if required by
City.
9. Contractor shall be responsible for all decisions concerning matters of hiring; firing; discipline;
payroll practices; and employee benefits such as vacation, sick, and other leave benefits.
Temporary workers provided by the agency shall be considered employees of the agency and
shall in no sense be considered employees or agents of the City.
10. Contractor shall be responsible for communication with temporary workers with respect to their
duties as they are employees of the Contractor.
11. Contractor must provide City with testing resources for regular status positions as requested.
These services shall be provided at the rates set forth in Cost Proposal Form, ATTACHMENT G.
a
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 CalPERS. Contractor must also ensure that no employee provided under this
agreement would need to be reinstated to CalPERS 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.
1. 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.
4. 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
ate?)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.governmentmobs.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
CONSULTANT'S PROPOSAL
r B STA F F I N G
POWERED BY A//RRAY
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- - gig!
Provider of Workforce Solutions
San Diego
9655 Granite Ridge Drive, Suite 200
San Diego, CA 92123
(714) 960-2800
[ ] (rug) 569-2848
www.hbstaffing.com
Huntington Beach
Headquarters
7711 Center Ave, Suite 670,
Huntington Beach, CA 92647
(714)960-2800
F_R] (619)569-2848
Inland Empire
1255 W. Colton Avenue, Suite 124
Redlands, CA 92374
(714) 960-2800
F_5� (619) 569-2848
1. Statement of Qualifications (SOQ)
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Temporary Staffing Services - RFP #23-051
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Table of Contents
1. Statement of Qualifications (SOQ)
2
Table of Contents
3
a. Cover Letter
4
b. Services Provided
5
Interviewing and Selection
5
Standardized Assessment Process
5
Training and Support Services
5
Sick Leave Policy and Costs
5
Ongoing Quality Assurance
6
Performance Issues and Preventing Service Disruptions
6
Reporting
6
HB Staffing Temporary Employee Benefits
6
Equal Employment Opportunity Employer
7
Orientation and Training
7
Customized Orientation
7
Specialized Skills Training
7
c. Agreement Statement
7
d. Firm and Team Experience
8
Firm Description
8
Experience
8
Team Resumes
9
e. Proposed Work Plan
10
i. Anticipated Approach
10
Recruitment
10
Interviewing and Qualifying
11
ii. Suggestions or special concerns
11
iii. Description of deliverables and implementation plan
11
Onboarding
11
Ongoing Quality Assurance
12
Attachment A: Proposer's Certification and Proposal Item Pricing
13
Attachment B: References
14
2. Cost Proposal
21
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Temporary Staffing Services - RFP #23-051 3 of 23
a. Cover Letter
April 19, 2023
Lori Schnaider, Operations Manager
City of Santa Ana — Human Resources Department
20 Civic Center Plaza
Santa Ana, CA 92701
Subject: Response to RFP #23-051: Temporary Staffing Services
Dear Lori Schnaider,
Thank you for the opportunity to provide the City of Santa Ana ("the City") with a customized proposal,
outlining our detailed service capabilities in response to RFP #23-051 for Temporary Staffing Services
upon request to support for specialty areas that will include, but are not limited to, Accountant, Accounting
Assistant, Legal Secretary, Office Specialist, Paralegal, Receptionist, and Secretary.
We will demonstrate in our proposal why CathyJon Enterprises, Inc., DBA HB Staffing (a subsidiary of
Array Corporation) can offer the best value and quality service while providing temporary personnel in
conformance with contract requirements. HB Staffing is very qualified in providing Temporary Staffing
Services and has ample experience with numerous cities, counties, districts, local authorities, and federal
organizations. As a Minority -Owned Business, we are confident that our extensive experience within
the specific classifications requested, financial capability, and quality staffing performance throughout the
past twenty-two (22) years will prove us to be a qualified bidder for the City. Our delivery of reliable
service will ensure good faith, quality performance on this contract.
HB Staffing's proposer and primary contact person during the proposal process is Megan Ignacio,
General Manager. She can be reached via phone at (657) 660-4116, email at mignacio@hbstaffing.com,
or fax at (657) 660-4116 from our corporate address of 7711 Center Avenue, Suite 670, Huntington
Beach, CA 92647.
There are no events foreseen that could impede our ability to fulfill this contract. HB Staffing will not work
with subcontractors on this contract, and we do not have any arrangements, formal or informal, with any
other party that might interfere with our ability to provide independent and unbiased advice and
assistance under this RFP. In addition, HB Staffing is a financially stable DE C-Corporation, with a strong
positive cash flow. We have not defaulted on any of our contracts. In fact, we have sustained steady
growth at 10-30% per year for the past four years.
We look forward to supporting the City of Santa Ana's mission to "deliver efficient public services in
partnership with our community which ensures public safety, a prosperous economic environment,
opportunities for our youth, and a high quality of life for residents." HB Staffing stands ready to deliver an
exceptional experience as we accommodate the name's requirements and requests.
I, Jonathan Paul, certify that I am authorized to legally bind CathyJon Enterprises, Inc. DBA HB Staffing, to a contract
resulting from RFP #23-051 Temporary Staffing Services and that this proposal, with the total fixed price contained therein,
shall remain firm for a period of one hundred eighty days (180) after the proposal closing date. I acknowledge all addenda.
4/19/23
Signature: Jonathan Paul, Vice President/GM of Government Solutions Date
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Temporary Staffing Services - RFP #23-051
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b. Services Provided
HB Staffing is highly qualified in providing Temporary Staffing Services and has ample experience with
numerous cities, counties, districts, local authorities, and federal organizations. Our experience enables
us to find and place qualified candidates quickly. We have the systems in place to have a candidate
onsite in as little as 2-4 hours following the client's request. We have proven time and again that we
can bring our recruiting methodology to markets where we have a limited candidate pool and supply a
highly qualified group of candidates that exceed our client's expectations.
HB Staffing trains temporary employees to be prepared for their assignments on Day 1. We ensure that
our staff is educated on the City's procedures, fully prepped and trained to perform their assigned jobs,
and professional in appearance.
Interviewing and Selection
In interviewing potential candidates, we understand that we need to find people who have both the hard
and soft skills to perform the job successfully. We match hard skills with those technology/software
skills that contribute to successful placements.
Recruiting best practices today include anticipating the City's needs and executing a recruitment and
candidate screening campaign from the beginning of the award to identify and onboard highly qualified
candidates relevant to the City's requirements.
Our process is to identify 3-7 plausible candidates for each position that we are given the privilege to fill.
While only one will be hired, the resumes and contact information of the remaining prospects are added to
the database as immediate consideration for future vacancies. Should the City face another vacancy, a
potential back -fill becomes immediately available.
Our sourcing and recruiting staff is highly skilled and experienced in identifying the key skill and
experience components to select the most qualified employees that the City will require.
Standardized Assessment Process
HB Staffing uses a "Quantum Gut Evaluation Rubric" to assess a candidate's skills, aptitudes, mindset,
and expertise. Our recruitment team builds a comprehensive and thorough Quantum Gut Rubric based on
the details of the job description and the preferred skills and aptitudes of the hiring manager. We ask the
same questions of each candidate to minimize bias in our interview process.
Training and Support Services
HB Staffing provides mandatory Sexual Harassment Prevention Training to every employee. HB Staffing
temporary employees will be provided with customized training to best prepare them to report for work
assignments at the City and be successful. Vetted HB Staffing temporary employees will participate in a
mandatory orientation customized to the City's workplace culture.
Sick Leave Policy and Costs
HB Staffing follows the mandated minimum California State requirements for sick leave, and we also
follow the sick leave policy per the County/City policies. Temporary workers earn sick pay hours at the
rate of one hour per every 30 hours they work. Eligible sick leave is tracked, but we use a lump -sum
system which means they receive the full hours once they reach eligibility. After 90 days of employment,
workers become eligible to use the accrued sick leave hours and may use up to 24 hours of sick leave
per calendar year. Temporary workers may carry over unused hours into the next year. All of this is at no
cost to the client.
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Temporary Staffing Services - RFP #23-051 5 of 23
Ongoing Quality Assurance
Quality assurance is a corporate -level matter at HB staffing. As a minority -owned business, corporate
support consists of Project Support, Employee Customer Service, and Quality Control. General Manager,
Megan Ignacio, will act as the uniting person in this structure, providing the overall administration and
coordination while maintaining lines of communication between HB Staffing and the City's project
personnel. The purpose of quality assurance is to both prevent, as well as provide a simple, convenient
approach to resolving problems. HB Staffing Key Personnel will be available to the City on a daily basis,
giving us the flexibility to respond quickly to the City's questions and requests. We will provide the City
with direct phone lines, fax numbers, and email addresses for all team members.
Our prime objective is to ensure that the City receives the highest quality of service throughout the life of
the contract; thus, all HB Staffing Team members are held accountable for quality assurance efforts right
up to General Manager, Megan Ignacio, who is readily available 24/7 to answer any of the City's
questions and concerns.
Performance Issues and Preventing Service Disruptions
In the event that any personnel placed by HB Staffing must be released for any reason, as per the City's
request, we will not charge the City for the temporary employee's first four (4) hours of employment. After
consulting with the City, we will replace the employee immediately with a qualified, vetted substitute
utilizing our "Two on the Bench" policy - for every qualified candidate we place, we have two vetted,
equally qualified temporary employees on standby, ready to hit the ground running.
Reporting
HB Staffing uses a robust and customizable staffing software called Ultra -Staff EDGE Applicant, Client,
and Employee Tracking System, which is fully capable of integrating the latest in data security, including
cloud storage. Our Team will use this system's features to collect, maintain, track, and report all payroll,
invoicing, and expense data and provide required reports.
Ultra -Staffs cutting -edge system capabilities would complement the partnership between the City and HB
Staffing. Through Ultra -Staff EDGE, the City would be given a Client Portal and an Employee Portal.
Some of the key features include the ability to place job orders, receive candidate submissions, view
employees, review past orders; review, modify and approve employee time entry (can be done 24/7 at
your convenience); and view open/paid invoices.
In addition to the City having access, all temporary employees will use Ultra -Staff EDGE to input their
hours, which allows the City and HB staffing to view their hours worked. This user-friendly system makes
timecards easy, accessible, and trackable.
Additionally, Ultra -Staff EDGE generates consolidated management reports, including a weekly or
monthly listing of all temporary employee hours worked and employment terminations. Reports can be
customized in a variety of formats (including DOC, PDF, XLS, and CSV) for the City and are available on
any periodic basis requested. We have Team Associates who can walk through Ultra -Staff EDGE training
with users if needed. If a client chooses another option on time/attendance (such as manual timecards),
we can accommodate.
HB Staffing Temporary Employee Benefits
HB Staffing values the most important part of our business: our temporary workers. One of our primary
methods of reducing turnover is our comprehensive benefits package, which underscores and supports
our commitment to retaining HB Staffing employees:
• Competitive wages determined by careful analysis of the local labor market.
• Medical coverage
• Sick pay (accrued- up to three days per year) - eligible after 90 days of employment
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• Paid holidays after meeting the 1000-hour eligibility threshold in a calendar year
• 401 (k) Retirement Benefits
• $100 referral bonuses
Equal Employment Opportunity Employer
As an Equal Opportunity Employer, HB Staffing is committed to a strong diversity and inclusion policy.
Our diversity initiatives are not limited to our practices and policies on recruitment and selection;
compensation and benefits; professional development and training; promotions; transfers; and
terminations. We pursue the ongoing development of work environments built on the premise of gender
and diversity equity that encourage and enforce respect within all work cultures that we staff.
Our Minority -Owned Business does not discriminate against nor tolerate from our clients discrimination of
candidates/employees based on race, creed, color, age, gender, religion, national origin, marital status,
sexual orientation, veteran status, or any other protected categories under federal, state, and local
ordinances. We take these issues seriously. Complaints are thoroughly investigated, with appropriate
actions taken to resolve the situation. We will recruit, select and place candidates based on qualifications,
competencies, and merit. This policy encompasses all aspects of the employment relationship, including
application and initial employment, job assignment, selection for training opportunities, and
salary/benefits.
Orientation and Training
HB Staffing's employee training for their positions with the City is two -fold: we provide a customized
orientation, specific to the City job assignment; and we have specialized training in over 100 different
subject areas designed to improve our employee's skills, when necessary.
Customized Orientation
HB Staffing temporary employees will be provided with customized training to best prepare them to report
for work assignments at the City and be successful. Vetted HB Staffing temporary employees will
participate in a mandatory orientation customized to the City's workplace culture.
Specialized Skills Training
Our parent company, Array, is a training and technology innovator which specializes in workforce
skill/value enrichment. These unique technologies and training are aimed at supporting/increasing client
production and satisfaction through a more skilled and motivated workforce.
Over the next several months, we will begin rolling out our training program to all temporary employees.
HB Staffing temporary employees will have access to hundreds of training videos and PowerPoints aimed
at creating well-rounded and experienced employees. In addition, our employees will have access to
training throughout the whole time working with HB Staffing for any further growth. We believe that
training is vital because it enhances performance, boosts productivity, and reduces employee turnover.
We shall pay our employees for any time spent taking synchronous training and for any approved 3rd
party training. There is no limit to the amount of training that they're allowed to take and be compensated
for. These costs shall not be transferred to the City; however, the City shall benefit from our highly -trained
workforce.
c. Agreement Statement
HB Staffing concurs with all provisions as contained in EXHIBIT II.
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d. Firm and Team Experience
Firm Description
CathyJon Enterprises, Inc., DBA HB Staffing was founded in April 2000 by staffing industry veterans
Cathy Volpe and Jonathan Paul. Over its 22-year history, HB Staffing has dedicated its energies and
resources to providing the highest level of service. We embrace an innovative and diverse company
culture to meet the ever -changing temporary staffing demands of our clients and our employees.
HB Staffing's cultural commitment to exceptional client services and employee betterment is inspired and
enhanced by our parent company, Array Corporation, which acquired HB Staffing in October 2021. Array
Corporation is a Silicon -valley based company focused on revolutionizing how labor is bought, sold, and
delivered to enable universal access to the American Dream. HB Staffing operates independently with
proven successful past performance and now enjoys the training and technology support afforded by an
exceptional industry innovator.
Since its inception, HB Staffing has placed thousands of talented individuals with over 1,000 businesses
and government organizations. Currently, HB Staffing has 47 active public agency contracts. HB Staffing
has ample experience providing services to numerous cities, counties, districts, local authorities, and
federal organizations. Our core classification specialties are administration/office, accounting,
professional (i.e., legal, insurance, HR), IT, manufacturing and assembly, events, and customer service &
retail. Today, HB Staffing continues to be managed day-to-day by Megan Ignacio, our General Manager.
Our dedicated internal Team of 17 places thousands of temporary personnel each year. Our nearest
address serving the City of Santa Ana is our corporate office in Huntington Beach, California. We
have additional offices in the Cities of Redlands and San Diego.
Experience
HB Staffing has been providing temporary staffing for 22 years; over the past 12 years, we have served
dozens of public agency clients. The needs of each agency are unique, and we have the flexibility and
depth of knowledge to respond accordingly. We bring in the experienced staff necessary to ensure that
each client relationship receives maximum support. Our experience includes but is not limited to: Working
with centralized and decentralized agencies; Assisting clients in ensuring that temporary employee
assignment limits are followed; Adhering to hiring rules related to former employees and/or public pension
participants; Working with dozens of departments within a single agency; Staffing a wide range of job
classifications; and Engaging in high -volume recruitment to successfully meet agency needs.
HB Staffing was awarded the temporary staffing contract with the City of Santa in 2018 to ensure
consistent availability for on -call employees as needed. Qualified, vetted employees have been placed in
the following roles: Accountant; Accounting Assistant; Admin Assistant; Executive Secretary; Housing
Specialist; HR Analyst; Legal Secretary; Maintenance Technician; Office Assistant; Office Specialist;
Part-time Mailroom Clerk; Receptionist; Senior Accountant Assistant; Senior Admin Assistant; Store Clerk
In addition, we have extensive past and current experience with public agency clients. Notably, we were
chosen to be the PRIME contractor for the County of San Diego, CA, and staff approximately 50
departments within the County because of our excellent reputation for outstanding service and delivery.
Our recruitment team focuses on providing exceptional customer service to counties, cities, authorities,
districts, and federal departments. These are a few examples of the clients we serve:
1. Cities such as Santa Ana (since 2018), Huntington Beach (since 2010), Newport Beach (since
2015), Anaheim (since 2016), Irvine (since 2018), Murrieta (since 2018), California City (since
2018), Moreno Valley (since 2019), West Hollywood (since 2020), Redwood City (since 2020),
Park City (UT) (since 2020), Redmond (WA) (since 2020), Encinitas (2021), Tucson (AZ) (since
2021), Board of Election Commissioners for the City of Chicago (IL) (since 2022), and Glendale
(AZ) (since 2022), among others — providing services including general and multilingual clerical,
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supervisory clerical, maintenance, utility workers, labor, accounting/finance, customer service, permit
technicians, and IT personnel as well as payroll and direct hire services.
2. Counties such as County of San Diego (since 2017), County of Los Angeles Registrar -
Recorder / County Clerk (since 2019), County of Riverside, ROV (since 2019), County of San
Diego ROV (since 2020), County of Monterey (since 2021), County of San Bernardino ROV
(since 2021) County of Frederick (MD) (since 2022) County of Placer (since 2022), County of
Napa (since 2022), and County of Yolo (since 2022), among others — providing services including
administrative, clerical, data entry, warehouse/general labor, stock clerks, accounting/finance, medical
unit clerks, patient services representatives, investigative aides, and technical IT support services, in
addition to other support personnel, including election support.
3. Districts such as Midway City Sanitary District (since 2007), Orange County Sanitation District
(since 2018), Metropolitan Water District (since 2018), North County Transit District (since 2019),
and South Coast Air Quality Management District (since 2020), among others — providing
services including clerical, administrative, accounting, IT, customer service, marketing, and air quality
instrument technician personnel.
HB Staffing's proposer and primary contact person during the proposal process is Megan Ignacio,
General Manager. She can be reached via phone at (657) 660-4116, email at mignacio@hbstaffing.com,
or fax at (657) 660-4116 from our corporate address of 7711 Center Avenue, Suite 670, Huntington
Beach, CA 92647.
Team Resumes
Megan Ignacio, General Manager 1 (657) 660-4116 1 mignacio@hbstaffing.com
Role with the City: General Manager (GM) and Project Manager (PM)
Qualifications: In addition to experience serving HB Staffing as General Manager, Megan spent one (1)
year at HB Staffing as HR Operations Coordinator in our Operations and Management department and
two (2) years as our Public Agency Account Manager overseeing all our government accounts. Her
perspective on projects is two -fold, stemming from her comprehensive understanding of the operations
side and her adeptness in meeting the recruitment needs on the client side. Megan oversees the whole
company and is tasked with overseeing daily business activities, improving overall business functions,
training heads of departments, managing budgets, developing strategic plans, creating policies, and
communicating business goals.
Experience: Megan used to oversee all the recruiters at HB Staffing and now oversees the whole
company, so she has experience with all our past projects. Megan is the project manager on county
contracts, including the County of Los Angeles, Riverside, Orange, and San Diego; many municipal
contracts, including, but not limited to, West Hollywood, Redwood City, and Moreno Valley; as well as
district and authority contracts. She is also the Project Manager for our contract with the California
Secretary of State, Department of ROV.
Education and Credentials: With a Bachelor of Science in Human Resources from California State
University, Long Beach, Megan also earned her Certified Staffing Professional (CSP) certification from the
American Staffing Association.
Cristia Kish, Government Account Manager 1 925-239-2522 1 ckish@hbstaffing.com
Role with the City: Government Account Manager
Qualifications: Prior to joining the HB Staffing team as Government Account Manager, Cristia worked for
four (4) years as an Account Manager and Recruiter for Experis and has another four (4) years as
Resource Manager and Resource Development Manager. Cristia's job as Government Account Manager
is to serve as the liaison between HB Staffing and our clients. Her core priority is addressing customers'
needs and concerns as quickly and effectively as possible. Cristia works in lockstep with Megan and
Paige to ensure that the contract is being followed and that our client's goals are met.
Experience: Cristia is the account manager for all of HB Staffing's Public Agency clients.
Education and Credentials: Cristia has a Bachelor of Science in Business focusing on Human
Resources Administration.
Paige McAllister, Director of Recruiting 1 (909) 490-4796 1 pmcallister@hbstaffing.com
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Role with the City: Alternate Project Manager (APM) and Director of Recruiting
Qualifications: Before becoming Director of Recruiting, Paige began as a Recruiting Assistant, and rose
through the ranks to Recruiter/Account Manager to Recruiting Manager/Account Manager finally to
Director of Recruiting. Paige oversees all the recruiters at HB Staffing. She will be the main contact for job
orders by phone, email, or fax, handling the details involved in understanding each order, along with
distribution.
Experience: Paige is the project manager on contracts including the City of Moreno Valley, Housing
Authority of San Bernardino County, Omnitrans, City of Murrieta, San Bernardino County Transit
Authority, County of Riverside, and County of San Diego.
Education and Credentials: Paige is currently completing her Associate in Business Administration from
San Bernardino Valley College.
Heather Robertson, Talent Engagement Manager 1 (909) 284-5183 1 hrobertson@hbstaffing.com
Role with the City: Key Liaison for Talent Management
Qualifications: Heather brings over 15 years of customer service and management experience to her job
as Talent Engagement Manager. She is responsible for developing talent by assisting them with acquiring
skills when necessary and coaching them in their career paths. Prior to her current role, she worked as an
account manager and recruiter at HB Staffing. Before that she worked for years as a Manager of a
pharmacy and at a retail store.
Experience: Heather has extensive experience working with HB Staffing clients in recruiting qualified
candidates, as well as managing the overall relationship. She builds excellent rapport with employees to
ensure career growth for them, as well as a positive experience for our clients.
Alex Rendon, Payroll Specialist 1 (657) 660-3508 1 arendon@hbstaffing.com
Role with the City: Point of Contact for Operations
Qualifications: Prior to working at HB Staffing, Alex worked for four (4) years as a Tech Consultant,
Recruiter, and HR Specialist. Alex first joined the HB Staffing team as a recruiter before being promoted
to the role of Payroll Specialist. His experience working on the recruitment team has allowed him to excel
in the Operations department with the knowledge he has of the front -office processes. Through this
two -fold understanding of both operations and recruitment, he has shown himself to be a huge asset to
our team by maintaining an A -level professional service to applicants, candidates, employees, clients and
vendors by phone, email, or face to face. Alex is responsible for payroll, weekly invoicing, and handling
accounts receivable activities; he also supervises and executes AR and Collections functions for public
agency accounts. Alex has hands in every department ensuring that everything is running smoothly and
efficiently within HB Staffing.
Experience: Manage all daily clients operations: payroll, billing, contract compliance.
Education and Credentials: Alex has a Bachelors of Arts degree in Psychology from the University of
California, Riverside and a CTE Certificate in Human Resource Management from Cerritos College.
e. Proposed Work Plan
i. Anticipated Approach
Our goal is to facilitate the smooth transition of appropriately screened and credentialed temporary
employees into your workplaces. Our project plan is conducted via the following processes:
Recruitment
1. Recruitment Campaign — Our team will implement the recruitment plan based on information from
the kick-off meeting, City's job category descriptions, and scope of work. We will recruit and attract
relevant qualified personnel that can meet City -centered job -related work experience, skills, stability,
location, and education prerequisites. We stay connected to the job force in and around the City,
utilizing local job developers to assist in recruiting potential candidates.
2. Sourcing Candidates — HB Staffing recruiters will conduct an initial search within our database
of over 8,000 vetted candidates. Our search efforts are enhanced by utilizing key talent portals such
as Indeed, ZipRecruiter, and Craigslist, in addition to posting job offerings on our website and social
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media sites (Facebook and Linkedln). We will expand search efforts using cutting -edge technological
tools (i.e., Hiretual) to quickly and accurately source talent through key talent portals. We will also
source community resources weekly, targeting colleges, non-profit organizations, trade groups, online
communities, job boards, job fairs, and community and local charity events.
3. Pre -Screening Interviews — HB Staffing recruiters will schedule and conduct pre-screening
interviews to determine qualifications, interest, and availability. In addition, recruiters will determine
the fit and relevance to the City's needs when determining the applicant's availability.
4. Applicant Tracking — When a candidate is new to our system, our Recruiters will onboard them into
our pool of candidates within our Ultra -Staff EDGE database. All candidates are onboarded into our
system for future opportunities, regardless of whether or not they fit a specific job category.
Interviewing and Qualifying
1. Gut Rubric — HB Staffing uses a "Quantum Gut Evaluation Rubric" to assess a candidate's skills,
aptitudes, mindset, and expertise. Our recruitment team builds a comprehensive and thorough
Quantum Gut Rubric based on the details of the job description and the preferred skills and aptitudes
of the hiring manager.
2. Interviewing — The finest available candidates undergo a rigorous vetting process designed to
assess each work history and performance on the job. Our Recruitment Team uses the Gut Rubric to
ask the same questions of each candidate to minimize bias in our interview process. Applicants
participate in a thorough behavioral interview in order to determine if they are suitable for a position
with the City. In interviewing potential candidates, we understand that we need to find people who
have both the hard and soft skills to perform the job successfully. We match hard skills with those
technology/software skills that contribute to successful placements.
3. Skills Assessments — Applicants who pass pre-screening will complete an online application and
various skills assessments tailored to each position through PreValuate. With many assessments to
choose from, should the City require a specific or elevated software proficiency, HB Staffing is more
than willing to offer that assessment at no charge to the City. Test results, interview notes, credentials,
and references are entered into our Ultra -Staff EDGE database.
4. Submitting Candidates to the City — Once our candidates have been fully screened by our
recruiters, we will send resumes of the best -fit candidates to the City. We will ensure that, if the City
wishes to conduct an interview, we will coordinate and prepare all the candidate(s) for the interview.
Our process is to identify 3-7 plausible candidates for each position that we are given the privilege to
fill. While only one will be hired, the resumes and contact information of the remaining prospects are
added to the database as immediate consideration for future vacancies. Should the City be faced with
another vacancy, a potential backfill becomes immediately available.
ii. Suggestions or special concerns
HB Staffing has no suggestions or special concerns.
iii. Description of deliverables and implementation plan
Onboarding
Efficient Forms — The HB Staffing Recruitment Team uses Efficient Forms, a cloud -based
employee application, paperless onboarding, and compliance software solution. This is state -specific
and customizable to ensure that all required onboarding and candidate requirements are completed
per the City's guidelines. All employees complete State and Federal Tax forms, Company Policies,
1-9, and e-verify through this system.
Background Checks — HB Staffing conducts a comprehensive background using Checkr, which
provides a full background check for each county our temporary employee has lived in: ensuring zero
felonies, sex offense charges, and misdemeanors within seven (7) years from the date of an
assignment request. Per the City's requirement, HB Staffing will also provide drug testing. We use
Concentra as the primary vendor to administer drug screens to applicants. The results of these tests
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are posted on a dashboard that is accessible by HB Staffing's recruitment team. Refusal to be
tested for drugs or alcohol will be treated the same as a positive test result.
3. Job Start Confirmation — Our team will send a job start confirmation to the employee that includes
the employee handbook, job expectations, and a customized orientation. Our team will also send the
job start confirmation to the City.
Ongoing Quality Assurance
1. First Day of Assignment — On the first day of the assignment, a member of the Recruitment Team
will follow up with the City's hiring manager and our HB Staffing temporary employee to ensure
everything proceeds smoothly.
2. Employee Quality Assurance Phone Calls — Our Recruitment Team makes 'quality assurance'
phone calls to the employees to ensure that they are satisfied and productive. During these calls, our
team will verify that job progress is per the City's requirements.
3. Quality Assurance Phone Calls — Our Project Manager or Account Manager will make 'quality
assurance' phone calls to the City (as permitted) to ensure that job progress is positive. We have a
proactive approach when it comes to concerns. Whenever the City expresses a concern, we counsel
our employees immediately, log this into their records and provide ongoing support and follow-up with
the City to quickly resolve the problem.
4. Quality Assurance Meetings — Our team will meet with the City on a semi-annual to annual basis
(or as often as agreed upon) to ensure ongoing satisfaction. We will work with the City to set internal
goals that meet project standards, assess management strategies, and suggest ideas to potentially
improve the City project outcome.
5. Service Disruption Prevention Processes — In the event that any personnel placed by HB Staffing
must be released for any reason, as per the City's request, we will not charge the City for the
temporary employee's first four (4) hours of employment. After consulting with the City, we will replace
the employee immediately with a qualified, vetted substitute utilizing our "Two on the Bench" policy -
for every qualified candidate we place, we have two vetted, equally qualified temporary employees on
standby, ready to hit the ground running.
Prepared on 4/19/2023 by HB Staffing for the City of Santa Ana
Temporary Staffing Services - RFP #23-051
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VII. Certifications (Attachments)
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Temporary Staffing Services - RFP #23-051
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(9)
CITY OF SANTA ANA
ATTACHMENT A
PROPOSER'S CERTIFICATION, PROPOSAL PRICING
Certification - I certify that I have read, understand and agree to the terms and conditions of this Request
for Proposals. I have examined the Scope of Services (Exhibit 1) and am qualified to provide services
being requested as specified herein. I understand and agree that I am responsible for reporting any
errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal.
PROPOSER'S STATEMENT: I have read, understood and agree to the terms and conditions on all
pages of the Request for Proposals. Upon request, I will transfer and deliver goods or services to the
City in accordance with said terms and conditions.
CathyJon Enterprises, Inc. DBA HB Staffing
LEGAL NAME OF COMPANY
7711 Center Ave, Suite 670, Huntington Beach, CA 92647
BUSINESS ADDRESS
Jonathan Paul
PRINTED NAME OF AUTHORIZED AGENT
SIGNATURE TURE OF AUTHORIZED AGENT DATE
33-0907010
N/A
p: (714) 960-2800 f: (650) 241-1385
PHONE AND FAX NUMBERS
Vice President/GM of Government Solutions
Iloilo
jpaul@arraycorp.com
E-MAIL ADDRESS
FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER
(IFAPPLICABLE)
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
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(9)
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 required. The City reserves the right to contact each of the references listed for additional
information regarding your firm's qualifications.
REFERENCE
Customer Name: City of Santa Ana, CA Contact Individual: Cindi Sangenito, Executive HR Secretary
Address: 605 West Santa Ana Boulevard, Building #20 Phone Number:
Santa Ana, CA 92701
Contract Amount: $400,000 annually
(714) 647-5374
EMAIL: csangenito@santa-ana.org
Year: 2018 - 2021, with two (2) 1-year options
Description of supplies, equipment, or services provided:
Supplier of temporary clerical and administrative personnel
REFERENCE
Customer Name: City of Anaheim, CA Contact Individual: Luz Flores, Principal Human Resources Analyst
Address: 201 South Anaheim Boulevard Phone Number: (714) 765-4572
Anaheim, CA 92805
EMAIL: Iflores@anaheim.net
Contract Amount: $200,000 annually Year: 2016 - 2020; re -awarded 2020 - 2021, with a 2-year option
Description of supplies, equipment, or services provided:
Supplier of temporary clerical, administrative, accounting, customer service, and housing personnel
REFERENCE
Customer Name: City of Huntington Beach, CA Contact Individual: Debbie Gilbert, Senior Administrative Analyst
Address: 2000 Main Street
Phone Number: (714) 374-1643
Huntington Beach, CA 92648 EMAIL: dgilbert@surfcity-hb.org
Contract Amount: Services are as -needed Year: Ongoing business since 2005
Description of supplies, equipment, or services provided:
Supplier of temporary clerical and administrative personnel, as well as payroll only services
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
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(9)
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.
Firm HB Staffing
Signed and Printed Name:
Title Vice President/GM of Government Solutions
Date
4/19/23
Jonathan Paul
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
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0
CITY OF SANTA ANA
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.
Signed — -`__*
State of I County of
Su cribed d s orn to (or affirmed) before me on this LL day of // 20�, by
.� &It, =7 , proved to me on the basis of satisfactory evidefice to be the person(s)
who appeared before me.
3ETH FAAS
Public - California
Orange 232
a
Commtss'op i 2?@CsrS [
\�Mr C:TT. E.,-es a, a 2C26 r
Notary Public Seal
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
�/eaye see a7b(-
,,A,dV4 411'&9'& 1i%04[_1 rdy/�_
of 23
A notary public or other officer completing this
certificate verifies only the identity of the individual
who signed the document to which this certificate
is attached, and not the truthfulness, accuracy, or
validity of that document.
State of California
County of 0 RANGE
Subscribed and sworn to (or affirmed) before me on this 11
day of _APRIL , 20_23_, by JON PAU L _
proved to me on the basis of satisfactory evidence to be the
person(s) who appeared before me.
3ETH FaaS a
_) Notary
Public - Cau;-orni3
Orange Cc'nty %
Commission - .339a-s5
/µy Ccmrr. Exoi*es Jar �. 2026
(Seal) Si natur �a�
a
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:
Title:
Vice President/GM of Government Solutions
Firm:
CathyJon Enterprises, Inc. DBA HB Staffing
Date:
4/19/23
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
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a
CITY OF SANTA ANA
ATTACHMENT F
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
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a
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:
Title: Vice President/GM of Government Solutions
Firm: CathyJon Enterprises, Inc. DBA HB Staffing
Date: 4/19/23
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
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EXHIBIT C
COMPENSATION
Consultant's Fee Proposal including hourly rates if applicable
(9)
CITY OF SANTA ANA
ATTACHMENT G
COST PROPOSAL FORM
FOR EVALUATION PURPOSES, THE FOLLOWING PROPOSAL PRICING MUST BE BASED ON THE CITY'S
ASSUMED 9/80 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
$ 31.00-$34.00
$ 45.26
$ 49.64
46 %
$ 67.89-$74.46
46
Accounting Assistant
$ 24.00-$28.00
$ 35.04
$ 40.88
46 %
$ 52.56-$61.32
46 %
Legal Secretary
$25.00-$29.00
$ 36.50
$ 42.34
46 %
$ 54.75-$63.51
46
Office Specialist
$17.00-$19.00
$ 24.82
$ 27.74
46 %
$ 37.23-$41.61
46 %
Paralegal
$ 29.00-$32.00
$ 42.34
$ 46.72
46 %
$ 63.51-$70.08
46 %
Receptionist
$21.00-$24.00
$ 30.66
$ 35.04
46 %
$ 45.99-$52.56
46 %
Secretary
$23.50-$27.00
$34.31
$39.42
46 %
$ 51.47-$59.13
46 %
Provide markup percentage rate agency will utilize to negotiate prices for
positions not listed above.
46
OTHER TECHNICAL AND PROFESSIONAL CLASSIFICATIONS AS DETERMINED. LIST CLASSIFICATIONS
IN ALPHABETICAL ORDER.
DIRECT HIRE PLACEMENT
Direct Hire Lump Sum Fee
(Please Explain Below)
$ 20% of the first year's 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
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DocuSign Envelope ID:49380AED-6969-41D5-8269-70DB6B62F795
CONSULTANT AGREEMENT BETWEEN THE CITY OF SANTA ANA AND
HELPMATES STAFFING FOR ON -CALL TEMPORARY STAFFING SERVICES
THIS AGREEMENT is made and entered into on this 20th day of June, 2023 by and between
Helpmates Staffing ("Consultant"), and the City of Santa Ana, a charter city and municipal
corporation organized and existing under the Constitution and laws of the State of California
("City").
RECITALS
A. 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 (8) separate consultants
selected to provide services on an on -call basis under RFP No. 23-051. The total
compensation for services provided by all consultants selected under RFP 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.
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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
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 Fee 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.
3. TERM
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. This Agreement is not intended nor shall
it be construed to create an employer -employee relationship, a joint venture relationship, or to
allow the City to exercise discretion or control over the professional manner in which Consultant
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Consultant shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Consultant shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
5. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant
shall require all subcontractors to agree in writing that City is granted a non-exclusive and
perpetual license for any Documents & Data the subcontractor prepares under this Agreement.
Consultant represents and warrants that Consultant has the legal right to license any and all
Documents & Data. Consultant makes no such representation and warranty in regard to
Documents & Data which were provided to Consultant by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City's sole risk.
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6. INSURANCE
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.
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 ("ISO") 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:
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(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
Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG
20 38; 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.
(vi)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 ANII, 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 CGL policy listing all policy endorsements to
City before work begins. However, failure to obtain the required
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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.
(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 harmless agreement applies to all claims for damages, just compensation, restitution, judicial
or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in
this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant
further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including
fees and costs for special counsel to be selected by the City, regarding any action by a third party
challenging the validity of this Agreement, or asserting that personal injury, damages, just
compensation, restitution, judicial or equitable relief due to personal or property rights arises by
reason of the terms of, or effects arising from this Agreement. City may make all reasonable
decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing,
to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity
shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of,
pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant.
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
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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.
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 terms of this Agreement and any attachments hereto, the terms
of this Agreement shall prevail. This Agreement may not be modified except by written instrument
signed by the City and by an authorized representative of Consultant. The parties agree that any
terms or conditions of any purchase order or other instrument that are inconsistent with, or in
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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.
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
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant prior to receipt of such notice of
termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to
deliver to the City all work product(s) completed as of such date, and in such case
such work product shall be the property of the City unless prohibited by law, and
Consultant consents to the City's use thereof for such purposes as the City deems
appropriate.
b. Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
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.
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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 laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and
in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
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 Ana
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:
Rosalia Villa
President
Helpmates Staffing
1200 Main Street, Suite A
Irvine, CA 92614
Fax: 949-752-5553
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,
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communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
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.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST:
JENNIFER L. HALL
City Clerk
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
B
ONATHAN T. MAR EZ
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
JASON MOTSICK
Executive Director
Human Resources Department
CITY OF SANTA ANA
KRISTINE RIDGE
City Manager
CONSULTANT:
DocuSigned dy-
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President
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EXHIBIT A
SCOPE OF SERVICES
DocuSign Envelope ID: 49380AED-6969-41 D5-8269-70DB6B62F795
0 CITY OF SANTA ANA
EXHIBIT I
SCOPE OF SERVICES
Contractor shall provide services as set forth below:
A. GENERAL CONTRACTOR REQUIREMENTS
1. Contractor shall provide a comprehensive catalog of clerical, office, accounting, other related
administrative support service and professional options to the City.
2. Contractor must also agree to:
a. Provide appropriate methods to match the City's needs within the specified time frames;
b. Coordinate all schedule work dates with City at least one business day before the start of
assignment;
c. Provide a detailed proposal and invoice, according to the specifications prescribed by the
City department; and
d. Ensure the following criteria prior to recommending any temporary worker for placement at
the City:
• Work authorization has been obtained and is current for individuals referred to the
City for assignment via Form 1-9, Employment Eligibility Verification.
• Live Scan fingerprinting and/ or background check have been processed, completed
and passed (if requested by the City) .
• Selected temporary worker(s) recommended for an assignment meet all essential job
function and minimum qualification requirements for the various types of services.
• Typing speed of the selected temporary worker is at least 30 wpm, and Microsoft
Office abilities have been tested and are met with positive results as required.
• Contractor conducts due diligence employment verification/references of the
temporary worker selected for an assignment to verify positive work history.
• The selected temporary worker is bilingual in English and Spanish or Vietnamese
when required for the assignment.
• Verifies that temporary worker is not a retired annuitant of the California Public
Employees' Retirement System (CaIPERS).
3. Contractor shall not impose a temporary to permanent placement fee. It 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.
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0 CITY OF SANTA ANA
B. SPECIFICATIONS/ SCOPE OF SERVICES
1. The City of Santa Ana Human Resources Department shall contact the Contractor for temporary
services and provide the title and any special skills or experience required. Certain positions may
require bilingual skills. Contractor shall provide temporary worker(s) as required and approved by
City departments to work at the various City of Santa Ana department locations.
2. The Contractor will compare job requirements with worker qualifications and will email resume(s)
and test results of temporary workers as requested.
3. The Contractor will follow up with the City within two (2) hours to provide name(s) for City approval.
a. If Contractor is unable to locate a qualified candidate within four (4) hours of the initial
request, the City reserves the right to contact other temporary agencies for placement.
4. Once a candidate is selected, and the hourly pay rate has been agreed upon, Contractor shall
provide the City with a detailed proposal to include the specific job description, the hourly pay rate
for the temporary worker, and the mark-up rate. The City shall then review and sign the proposal
if approved.
5. All invoices must include:
a. Agreement number;
b. Requesting City Department
c. Department Contact Name / Requester Name
d. Candidate Name
e. Hourly pay rate and mark-up rate
f. Dates of assignment duration
g. Total hours worked during duration of assignment
6. Contractor shall provide temporary workers who have the skills required for the assignment.
7. At the City's discretion, City reserves the right to immediately end a temporary worker's
assignment if work performed is substandard, attendance is poor, or for other business related
reasons.
8. Contractor shall remove any temporary worker from assignment upon the City's request; at the
specified time and date. Contractor shall provide replacement temporary worker if required by
City.
9. Contractor shall be responsible for all decisions concerning matters of hiring; firing; discipline;
payroll practices; and employee benefits such as vacation, sick, and other leave benefits.
Temporary workers provided by the agency shall be considered employees of the agency and
shall in no sense be considered employees or agents of the City.
10. Contractor shall be responsible for communication with temporary workers with respect to their
duties as they are employees of the Contractor.
11. Contractor must provide City with testing resources for regular status positions as requested.
These services shall be provided at the rates set forth in Cost Proposal Form, ATTACHMENT G.
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0 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 CalPERS. Contractor must also ensure that no employee provided under this
agreement would need to be reinstated to CalPERS 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.
1. 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.
4. 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
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0 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.governmentmobs.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.
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EXHIBIT B
CONSULTANT'S PROPOSAL
DocuSign Envelope ID: 49380AED-6969-41 D5-8269-70DB6B62F795
PROPOSAL
Specifically prepared for:
City of Santa Ana
` HELPMATES
powered by �JTALENTLAUNCH
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REQUEST FOR PROPOSALS RFP
NO.: 23-05I
FOR: TEMPORARY STAFFING SERVICES
April 19, 2023
DocuSign Envelope ID:49380AED-6969-41D5-8269-70DB6B62F795
WWGIST►11 50.19101,11
April 18, 2023
Lori Schnaider, Operations Manager
City of Santa Ana- Human Resources Department
20 Civic Center Plaza
Santa Arta, Ca 92701
Dear Lori:
Thank you for this opportunity to provide The City of Santa Ana (City) with a proposal that outlines our detailed
service capabilities. This customized proposal is our response to the City's RFP NO: 23-051 for Temporary Staffing
Services, demonstrating Helpmates intent to perform the services and qualifications for selection for the City.
Helpmates understands the purpose of this Request for Proposal is to identify qualified Contractor(s) to provide
professional temporary staffing services for the City of Santa Ana's employment needs. Temps will work under the
City's 9180 work schedule (Monday to Thursday 9 hour workdays, Friday 8 hour workday and closed every other
Friday), although the requirements will fluctuate during the agreement period.
We look forward to discussing with you in more detail how a partnership with Helpmates will give you the optimum
in value-added customer service, and the highest return on your staffing investment.
We acknowledge receipt of all RFP Addenda.
The contact person during the proposal evaluation, and who will have the authorization to bind the firm to the terms
of the proposal with the City is Rosalie Villa; her contact information follows her signature below.
This letter also serves as our signed statement attesting that all information submitted with the proposal is true and
correct.
Sincerely,
` Va&
foNsalaie Villa
President
Helpmates Staffing
Fed ID:86-2802283
1200 Main Street, Suite A
Irvine, California 92614
949-225-5016 direct phone
949-752-6006 phone
949-752-5553 fax
Email: i-yill�:C)helpniares.cnm
This proposal shall remain valid for a period of not less than 120 days from the date of submittal.
RFP Na. 23-051 Temporary Staffing Services Page 1 of 20
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1. TABLE OF CONTEN15
2. Services Provided....................................................................................................................... 3
3. Agreement Statement................................................................................................... 5
4. Firm and Team Experience.......................................................................................................................... 6
General Overview of Helpmates History/Helpmates Profile............................................................................ 6
Cityof Santa Ana's Helpmates Team................................................................................................................ 7
5. Work Plan...................................................................................................................................................... 9
SpecialistRecruiting........................................................................................................................................... 9
Candidate Selection Process.......................................................................................................................... 11
Communication Plan — Temporary Employee Ordering Process..................................................................... 12
The Quarterly Business Review (QBR) Process........................................................................13
Methods of Approach to Quality..........................................................................................13
6. Cost Proposal............................................................................................................16
7. Certifications (ATTACHMENTS)...........................................................................................................
• Attachment A: Proposer's Certification and Proposal item Pricing
• Attachment B: References
Non -Collusion Affidavit
• Non -Lobbying Certification
• Non -Discrimination Certification
Cost Proposal Form
City of Santa Ana Team Resumes
8. Service Utilization Report Samples.........................................................................................................
Example of Quarterly Report
Example of Annual Report
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11b. 5ERVICES PROVIDED
Helpmates Understanding of City Scope of Services
A. General Contractor Requirements
1. Helpmates will provide a comprehensive catalog of clerical, office,accounting, other related administrative
support service and professional options to the City.
2. Helpmates further agrees to;
a. Provide appropriate methods to match the City's needs within the specified time frames.
b. Coordinate all scheduled work dates with the City at least one business day before the start of an
assignment.
c. Provide a detailed proposal and invoice, according to the specifications prescribed by the City
department.
d. Helpmates will ensure the following criteria prior to recommending an temporary worker for
placement at the City:
• Ensure work authorization has been obtained and is current for individuals
referred to the City for assignment via Form I-9, Employment Eligibility
Verification.
• Ensure that Live Scan fingerprinting and/or background check have been
processed, completed and passed (if requested by the City)
• Ensure that temporary worker(s) recommended for an assignment meet all
essential job functions and minimum qualification requirements for the various
types of services.
• Ensure that typing speed of the selected temporary worker is at least 30 wpm,
and Microsoft Office abilities have been tested and are met with positive results
as required.
• Ensure due diligence employment verification/references of the temporary
worker selected for an assignment to verify positive work history.
• Ensure the temporary worker is bilingual in English and Spanish or Vietnamese
when required for an assignment.
• Verify that temporary worker is not a retired annuitant of the California Public
Employees' Retirement System (CAPERS).
All of the screening checks are conducted on every potential Helpmates Specialist that will work for Helpmates at
the City. We believe this is an important cornerstone of our assessment and hiring process, as well as the industry
leading quality results we deliver.
3. Helpmates will not impose a temporary to permanent placement fee. It is not applicable for temporary workers
that are hired by the City through a competitive 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.
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S. Specifications/Scope of Services
Helpmates acknowledges the following:
1. Ciry representative contacts Helpmates for temporary services and provides the jab title and any
special skills or required experience and: Certain positions may require bilingual skills. Helpmates
will provide temporary worker (s) as required and approved by City departments to work at the
various City of Santa Ana department locations.
2. Helpmates will compare job requirements with worker qualifications and will email resume(s) and
test results of temporary workers as requested.
3. Helpmates will Follow up with the City within two (2) hours to provide name (s) for City approval.
If Helpmates is unable to locate a qualified candidate within (4) hours of the initial request, the
City reserves the right to contact other temporary agencies far placement.
4. Once a candidate is selected, and the hourly pay rate has been agreed upon, Helpmates shall
provide the City with a detailed proposal to include the specific jab description, the hourly pay
rate for the temporary worker, and the mark-up rate. The City shall then review and sign the
proposal if approved.
5. All invoices will include agreement number, requesting city department, department contact
name/requester name, candidate name, hourly pay rate and mark-up rate, dates of assignment
duration and total hours worked during the duration of assignment.
6. Helpmates will provide temporary workers who have the skills required for the assignment.
We have the capability and flexibility to accommodate what is easiest for the City, both now and as
circumstances and procedures change.
In addition Helpmates understands and agrees;
7. The City reserves the right to end a Temp's assignment if work performed is substandard,
attendance is poor, or for other business related reasons.
8. We shall remove any temporary worker for assignment at City's request, at the specified time and
date and will provide a replacement temporary worker if required by City.
9. We shall be responsible for all decisions concerning matters of hiring; firing; discipline; payroll
practices; and employee benefits such as vacation, sick, and other leave benefits. Temporary
workers provided by Helpmates shall be considered employees of Helpmates and shall in no sense
be considered employees or agents of the City.
10. We shall be responsible for communication with temporary workers with respect to their duties as
employees of Helpmates.
11. We will provide the City with testing resources for regular status positions as requested. These
services shall be provided at the rates set forth in Cost Proposal Form, ATTACHMENT G.
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. Helpmates will comply with all applicable local, state, and federal laws and regulations, including
California Assembly Bill 1028 (Effective January 1, 2012) and CaIPERS rules regarding CaIPERS
Retired Annuitants, whether formerly employed by the City or other public agency employers
subscribing to Ca1PERS. Helpmates will 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.
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RW.Tff EM-W1..- :...... U_
Helpmates has no objections with any oral] provisions as contained in EXHIBIT II Sample Agreement of this
RFP.
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1�,3 • L 1 ' ' ►
We are an award winning firm with four California locations, and over 11 locations through our Talentlaunch
network on a national level. Helpmates foundation is built on providing customized value-added services.
Helpmates consistently differentiates its capabilities and has developed a brand reputation of best in class client and
talent satisfaction, and is recognized as an employer of choice in the region. Along with our excellent risk/safety
management programs, and best in class workers' comp and employment liability results, Helpmates is nationally
known as a true top tier staffing provider.
For over the past 50 years, Helpmates has grown into one of the largest, most well respected staffing services in
California, staffing over 500,000 positions in a vast category of industries, organizations and governmental
agencies. The majority of our staffing service clients utilize temporary staff in very similar positions and skill
classifications, and require similar warkforce management support as outlined in this RFP.
Helpmates, now part of the Talent Launch network, is a highly regarded workforce solutions firm and a recognized
leader with capability to operate nationally. We provide consultative, workforce solutions to clients including
specialized programs for long-term contract staffing, recruitment, and human resource services. Helpmates
focuses on essential roles that are in the office/professional, accounting & finance, human resources, automotive
specialty, and logistics 1 distribution 1 manufacturing environments.
HeIpmates Company Information
Type of Company: Corporation
Full-time Service Office:
Irvine
1200 Main Street, Suite A
Irvine, CA 92614
Supporting Branch Locations:
Cerritos
17871 Park Plaza Dr., Suite #150
Cerritos, CA 90703
Buena Park
5600 Beach Blvd.
Buena Park, CA 90621
LA/South Bay
879 W. 190th Street, Suite 910
Gardena, CA 90248
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City of Santa Ana's Team
Gena Monroy, Market Manager
gmonroy@heipmates.com; 949.752.6006
Gena is an ASA Certified Staffing Professional and has over 15 years of professional experience in the recruiting
and staffing industry. Gena manages some of our largest client relationships as the key contact, conducting Specialist
supervisory duties, streamlining effective reporting metrics and coordinating temporary placements. Her experience
and consultative approach makes her uniquely qualified to effectively drive positive results and maintain lasting
relationships.
Gena will manage the City of Santa Ana account team to ensure a high-level of customer service delivery, including
recruiting, screening, assessing, hiring Specialists, supporting the quality control process, and that all aspects of
Helpmates' programs are being executed in working with the City of Santa Ana, and the continued weekly proactive
recruitment plans preparing for open orders received from City of Santa Ana.
Milryiesha Flores, Talent Relationship Supervisor
mflores�helpmates.com; 949.752.6006
Mihyiesha is an ASA Certified Staffing Professional and has over 10 years of progressive staffing industry
experience. Her responsibilities include recruiting, screening, assessing and hiring specialized employees, customer
service and key account service aver all segments.
Norma Leanos, Talent Relationship Supervisor
nleanos hel mates.com; 949-752-6006
Norma joined Helpmates in 2014 and has over 10 years of staffing industry experience. Her responsibilities include
recruiting, screening, assessing and hiring specialized employees, customer service and key account service over all
segments.
Joel Corrales, Recruiter
jcorralesftelpmates.cnm; 949-752-6006
Joel joined Helpmates in 2022 supporting sourcing of candidates and working daily to pipeline and funnel
candidates for the openings in the Irvine Branch. Joel will continue to play a close role with Gena on understanding
the positions at The City of Santa Ana and keeping a pipeline of candidates available for interview and placement.
Nancy Martinez, Staffing Coordinator
nmartin hel mates.com. 949-752-6006
Nancy is an ASA Certified Staffing Professional and has over 7 years with Helpmates. Nancy handles all payroll for
The City of Santa Ana, and administers all onboarding assessments and the management of sexual harassment
training. Nancy fields calls from our talent on assignment supporting any questions and assisting with employee
portal information.
Mario Soto, VP Of Operations
m e mates.ca ; 949.752.6006
Mario, is an ASA Certified Staffing Professional and has 22 years working with Gena and Rosalie on the City of
Santa Ana account. Mario supports Gena with oversight on compliance, auditing and hiring practices to ensure for
compliant delivery. Mario also oversees any employee relation issues minimizing liability working with Gena and
Human Resources.
Rosalie Villa, President (Project Manager/Principal Agent)
rvilla0helpmates.com; 949.752.6006
Rosalie, an experienced staffing executive and business leader oversees the sales and business solutions for
Helpmates with a focus on key clients accounts. She will have overall accountability of the partnership between City
of Santa Ana and Helpmates. Her focus will be to lead the team in creating and implementing programs driving cost
saving solutions and efficiencies, talent engagement and retention. Rosalie joined Helpmates in 1992 and has held
leadership positions in new business sales and key customer delivery strategy- Rosalie has had over 19 years'
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experience working with government entities, educational institutions, non-profit organizations and has developed
programs driving efficiency and process improvements allowing Helpmates the long-term partnership.
Key Staff Involvement
Key Helpmates staff involved on the City account will be available to the extent proposed for the duration of
the project.
Please see resumes attached of all managers, supervisors, and other key personnel who will be assigned to
this contract if awarded.
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Helpmates Understanding of City Scope of Work
Approach to Completing Work Specified in the Scope of Work
As an EEO employer, we seek candidates from numerous civic, educational and professional sources. Helpmates
does not discriminate in any form of recruiting or job order taking, and actively promotes and practices compliance
with all Federal and State employment laws as it pertains to recruiting, assessing and selecting the best qualified
candidates, without regard to sex, race, ethnicity, national origin, veteran status, disability, age, religion, or any
other legally protected status.
Our methods have one Mission:
To maximize the City's performance by consistently sourcing and delivering the right talent and services in
the most cost efficient and expedient manner. In order to achieve our mission as stated above, and to achieve the
world -class results we have accomplished, our methodology is a multi -step approach which includes the following
components:
A. Experienced Helpmates City Team
B. Specialist Recruiting Strategy
C. Candidate Selection Process
A. Helpmates Activities Undertaken in Completing the Work
The Helpmates City Team
Our success starts with our experienced Helpmates City Team, which is professionally trained and ASA CSP
certified. A brief summary of their collective experience includes:
• A Helpmates City Team with over one -hundred and thirty (85) years of combined staffing experience!
• A Helpmates City Team of ASA Certified Staffing Professionals (CSP)
• CSP designated Helpmates Senior Management Team actively involved in managing and supporting the
Helpmates City Team
B. Specialist Recruiting Strategy
The Helpmates recruiting process has a simple mission:
Retain our current highly qualified Specialists, and attract the best possible flow of qualified candidates in the
most efficient and expedient manner possible. As a means of distinguishing Helpmates from similar employers,
we employ the following strategies to attract and retain our outstanding Specialists, and to maintain a constant flow
of qualified candidates.
Armed with cutting edge technology of the TaientLaunch network Helpmates uses automated tools to streamline the
recruitment process getting candidates to work faster communicating in real time. Our ability to respond to the
City's open requisitions in a timely manner has allowed for highly satisfied managers with successful placements.
Helpmates utilizes the following leading edge technology driving efficiencies for the City while simplifying our
new hire onboarding process and maintaining compliance:
Bullhorn
Bullhorn is Helpmates applicant tracking system and customer relationship management platform. It is the central
cog that connects our highly innovative solutions and assists us in serving our customers and candidates.
Daxtra
DaXtra is Helpmates candidate matching technology that reviews multiple sources inclusive of Indeed, Monster,
CareerB u ilder, Dice, Linkedin and our own Bullhorn database for candidates who are actively seeking new
opportunities and thatching their experience, skills, and home address with that of a job we are filling. If they don't
already exist in our database, its easy to pull them in with iDaXtra and contact them in short order.
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Bullhorn Time & Expense
Bullhom Time & Expense is Helpmates candidate time tracking system. Fully mobile app enabled, it ensures our
candidates can easily enter the time they work each week for their supervisors to then verify and approve right from
their email inbox.
Able
Having our candidates an your jobs as fast as possible is mission critical. Able enables our workforce to fill out their
critical and compliance based paperwork on the device of their convenience, even smart phones. Most paperwork
can be distributed, filled out, and signed within the same day! This is also where our candidates can retrieve
important payroll information such as pay stubs and W-2s.
SkillCheck
SkillCheck is Helpmates testing platform for skills assessment and testing. SkillCheck offers one of the largest and
highest -quality assessment libraries in the world and offers a wide variety of skills, knowledge, behavioral and
cognitive titles to measure exactly what you need.
The recruiting chart below highlights the most important resources of our recruiting and candidate flow
strategy:
Leading Edge Technology: Helpmates internal
systems: Bullhorn ATS and Daxtra
# 1 Source is Employee Personal Referrals
Employees like to work with other qualified
employees and Helpmates!
Community Involvement;
Established Relationships with Trade and
Technical Schools, Colleges and Universities,
Promoting Career Days and Presenting
Employment Seminars
Specialized Recruiting Sources;
TradeNocation/Business Schools, Industry and
Professional Associations
Community Events;
Various Job Fairs and Charity Events Held
Throughout Orange County
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.Fob Postings on Linkedln, Indeed, Helpmates Job
Board and Internet Websites
Outplacement; Provide On -site Recruiting and Job
Transition Training in the Event of Reductions in
staff
C. Candidate selection Process
Our process to deliver outstanding results and achieve our stated City Mission is in assessing, selecting, employing
and delivering the right talent. Our methods for doing so are outlined below:
HIRING
CRITERIA
NOT MET
HIRING
CRITERIA
MET
The Helpmates candidate selection process is both scientifically and experiential based. As the flow chart outlines,
each candidate is thoroughly assessed, in -person or virtually interviewed, referenced checked and background
checked for the skills and experience as indicated on their application and resume.
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Helpmates will provide a comprehensive catalog of clerical, office, accounting and other related administrative
support service options to the City. Helpmates further agrees to;
• Compare job requirements with worker qualifications and will email resumes and test results of temps as
requested.
• Provide appropriate methods to match the City's needs within the specified time frames.
Coordinate all scheduled work dates with the City at least one business day before the start of assignment.
• Provide a detailed proposal and invoice, according to the specifications prescribed by the City department,
which will include the City Agreement Number.
As additional clarity, the following outlines our extensive pre -employment background check process and ensure
the following prior to recommending any Temp for placement to the City:
• Ensure that work authorization has been obtained and is current for individuals referred to the City
for assignment via 1-9 (employment eligibility verification)
• Ensure that Live Scan fingerprinting and/ or background check have been processed, completed and passed
(if requested by the City)
• Ensure that temporary worker(s) recommended for an assignment meet all essential job function and
minimum qualification requirements for the various types of services
• Ensure that typing speed is at least 30 wpm and Microsoft Office abilities have been tested and are met with
positive results as required
• Ensure that temporary worker is bilingual when this is requirement for assignment
• Reference Checks — personally conducted by Helpmates Team
• Employment gap checks — personally confirmed by Helpmates Team
• personal Interviews — personally conducted by Helpmates Team
• E-Verify — online conducted by Helpmates Team before starting any assignment
• Social Security Checks — completed by Helpmates Team at time of first payroll
All of the screening checks are conducted on every potential Helpmates Specialist that will work for Helpmates at the
City. We believe this is an important ccmerstone of our assessment and hiring process, as well as the industry leading
quality results we deliver.
Communication Plan — Temporary Employee/Specialist Ordering Process
Our process is to maximize the effectiveness of communication between the City and Helpmates. As part of our
unique service offerings to the City, and as a means to make working with us as simple and efficient as possible, we
will customize whatever ordering and communication process is most preferred by the City.
The process for ordering a Specialist generally includes the following:
• City representative deciding how many and which job classifications
• Add/delete any specific skills/experience required
• Determine length of assignment, start date, and reporting details
■ Determine location, hours required and other location specific details
Response Plan
Within 30 minutes of receipt, all orders will be acknowledged and a progress update provided
We will follow up with the City within two (2) hours to report status of providing name(s) of temporary
workers who have the skills required for the assignment. for City approval and based cn the above,
generally can confirm a qualified employee within two hours.
Once a candidate is selected, and the hourly pay rate has been agreed upon, Helpmates shall provide the
City with a detailed proposal to include the specific job description, the hourly pay rate for the temporary
worker, and the markup rate. The City will then sign the proposal in approval. All invoices must include
the agreement slumber.
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Office Hours: Each workday, Helpmates offices are open from 7:30 a.m. to 5:O0 p.m. and our staff is available to
fill orders with prompt, productive Specialists who are ready to start working when your business day begins.
Additionally, in last minute or emergency situations, appropriate City representatives will have the business
cell numbers and email addresses for the Helpmates Project team. In the off chance this is needed, the
Helpmates staff can be available via email, text or phone.
The Quarterly Business Review (QBR) Process
The goal of "The Quarterly Business" (QBR) process is to support the City with qualified staffing Specialists
and to consistently meet or exceed expectations and requirements. Our "QBR" review allows us to evaluate
and improve our performance by measuring that performance against the City's stated criteria. The Quarterly
Business Review process includes three major areas:
• Establishing mutual goals and timelines with the City
• Measuring the quality of all Specialists, orderfill response time and overall service performance
• QBR Service Reviews (quarterly or as agreed upon with the City) to focus on improving process,
methods and programs and establish action plans and agreed upon goals
At every level of our organization, Helpmates fosters a thorough understanding of customers' needs along with
an awareness that quality is a constant process of improvement. The Quarterly Business Review process is a
practical, yet powerful approach that best exemplifies our commitment to continuous improvement and
long-term partnerships with our clients.
As part of Quarterly Business Review process, the following services will be agreed upon and provided:
• First and Second Day Quality Checks
The first day quality check is made approximately 15 minutes after the assignment starts to
confirm that the Helpmates Specialist has arrived safely. The second day quality check is also
completed within 15 minutes of the start time and focuses on the Specialist's work
performance and productivity from the previous day.
• Weekly Updates
Helpmates' Weekly Updates have multiple purposes: To guarantee the performance of the
Helpmates Specialist in terms of productivity, quality, punctuality, attendance, and behavior,
as well as to determine if the Specialist is required the following week.
• Final Performance Evaluations
A final evaluation is documented on each Specialist who has completed an assignment at our
client site. This evaluation rating is maintained in the Specialist's and the City's data file for
discussion at the TLC reviews and for future reference.
Methods of Approach to Quality
Helpmates Quality Control Plan
A very important part of Helpmates performance, and ultimately what sets all services apart, is the quality
component of our service offering. The Helpmates Quality Control Plan has four (4) vital components,
which are outlined and explained as follows (please note that the frequency of meetings mentioned is
recommended, but ultimately the frequency will be determined by the City):
1. City Quality Control Plan Overview
• The RFP, Contract and all pertinent data is retained either on the Helpmates Bullhorn ATS System,
in confidential files, or both and is readily available
• Weekly reports emailed to designated City personnel for quality review, financial data, department
usage etc., or as required by the designated City personnel
• Monthly/quarterly meetings, as agreed to by the City will include:
i. Overall contract compliance review
ii. Specific data metrics such as fill rates/refills, etc.
iii. Specific goals/objectives for the next month established
iv. Establish future meeting date/agendas
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2. Helpmates Irvine Office Quality Review
• Daily Helpmates City team office huddles are held for updates and progress reports on pending or
open orders
• Communication with City staff daily or as frequently as needed for quality updates and performance
feedback
• Weekly Key City internal metrics review
• Monthly City performance review internally prepared and discussed
• Strict adherence to the comprehensive Helpmates employee selection process which is
included on page ] I.
• Monthly random hiring audits performed by Mario Soto, Helpmates VP of Operations
• Helpmates PowerBI is the primary tool used for managing all City data and metrics
3. Helpmates Temporary Employee/Specialist Review
• On new City assignments, each Helpmates employee is called on the first and second of their
assignment to determine the employees comfort level and job satisfaction
• During the course of all assignments, each Helpmates employee is frequently communicated with to
continue the job satisfaction quality review process and enhance employee retention
• Helpmates uses Great Recruiters to promote talent engagement and continuous improvement. Great
Recruiters send out surveys to our specialists at the start of an assignment regarding onboarding and
training, mid assignment and the end of assignment. Helpmates uses Great Recruiters to promote
talent engagement and continuous improvement. These surveys help us measure customer experience
between our talent and recruiters and help identify opportunities for improvement. On a quarterly
basis, we also survey our valued customers for feedback on our responsiveness, knowledge of the job
and industry we are recruiting for, quality and transparency. We thank you ahead for your
participation.
• Weekly, or as often as the City allows, specific performance feedback is requested and documented in
the employee file and the City file on Helpmates Bullhorn ATS system
• Upon receiving specific employee feedback, the Helpmates City Team shares this performance
feedback as appropriate
• Based upon the multiple levels of feedback, the Helpmates City staff develop specific action plans to
improve upon our performance, thus embodying the Helpmates culture of Continuous
Improvement and Exceed Expectations
4. Helpmates Full -Time Employee Quality Plan
The foundation of our Helpmates' comprehensive Quality Plan are our internal employees, which includes the
Helpmates City Team. The primary tools involved in this plan include:
• A comprehensive hiring process
• Mandatory successful completion and bi-annual recertification of the Certified Staffing
Professional (CSP) certification via the American Staffing Association
• Ongoing professional development and skills enhancement training
• Periodic employee performance reviews
• Suggested annual employee professional resume updates to illustrate the many ways our
employees have grown and developed
• Annual employee surveys geared towards specific and candid feedback re: Helpmates, the
workplace, benefits and overall employee satisfaction
In conclusion, the four (4) comers of our quality control plan embrace all aspects of our people
business. We believe that our comprehensive quality approach is the catalyst for the superior results we
are achieving with our clients, employees and Specialists.
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How Helpmates Proposes to Address Special Issues or Problems
Action Plan for Handling Issues or Problems Associated With Temporary Staffing:
As a provider of services to organizations that deal in potentially urgent or emergency matters, Helpmates
has in place the following urgent/emergency action plan:
The appropriate City representative will have the personal cell number of an Helpmates City
Team member, and back up team members as appropriate
All Helpmates City team members have off -site Helpmates Bullhorn mobile access to all City and
Specialist data for emergency needs or after hours contact
• Helpmates also has an emergency preparedness plan in case of area/regional issues that require a
triage approach for handling urgent/emergency matters
• In the case of employee workplace issues, each Helpmates staff is a Certified Staffing Professional,
and is trained to professionally mitigate and minimize any workplace drama and workplace liability
With the Helpmates extensive quality review process, including specific proactive performance
management, issues will be quickly and professionally resolved and go -forward improvement
processes activated and measured
Implementation Plan and Timeline
Helpmates will have a shortened timeline due to our partnership the past five years.
Helpmates Implementation process involves working closely with the City in understanding the needs and
objectives for the staffing program at this time. Helpmates implementation team consists of Mario Soto,VP of
Operations, Gena Monroy, Current City Project Manager and Nancy Martinez, Staffing Coordinator. Helpmates will
lead and follow up on timeline with City's team involved using our proven methodology.
Kick Off:
Our team will conduct meetings with HR & Management to introduce our team and Helpmates. We will then
initiate meetings and understand objectives and discuss together the timeline and the steps to be taken in moving
forward.
At this time we will work with City on items such as:
Timekeeping system
Requirements from the SOW and establish goals to be measured by
Transition of employees
Change Leadership Plan
Communication and Announcements
Needs Assessment with Departments
Action:
Our process of servicing the City can begin immediately with the support from our Branch in Irvine.
As meetings are being held and action items are being completed our City Project Manager will work to handle open
order requisitions and support management with getting positions filled.
Quality Control:
Our VP of Operations will handle the QC process on the timeline and the task being completed to ensure we are
meeting expectations and follow through on any issues that may occur. The goal is to have a seamless process that
does not create disruption in servicing and working together.
RFP No. 23-051 Temporary Staffing Services Page 15 of 18
DocuSign Envelope ID:49380AED-6969-41D5-8269-70DB6B62F795
Cost Proposal
This section shall define the detailed pricing for the services. The City is interested in a pricing structure as set forth:
1. As a mark-up percentage above the hourly pay rate for a particular position.
2. Helpmates understands the temp -to -perm placement fee is not applicable. Our direct hire fee is 18%of the
employees annual first years salary if a temporary worker was hired without a competitive recruitment
process.
PIease see ATTACHMENT G: Cost Proposal Form
Helpmates understands and acknowledges the following:
The City shall not provide reimbursement for travel -related expenses, mileage, parking, lodging, meals,
incidental fees, insurance, freight/shipping and handling/delivery, and any other business expenses supplies
and materials related to providing services as specified herein. Additional costs will not be considered and
will not be reimbursed by the City, therefore, such costs must be absorbed in Proposer's cost proposal fee
structure.
Proposals shall be valid for a minimum of one hundred eighty (180) days following Proposal deadline. The
cost for developing the Proposal is the sole responsibility of the Proposer. All Proposals submitted become
property of the City.
Payment Schedule
Helpmates processes electronic invoices on a weekly basis. The invoice will be only for the specific number of
hours worked by our employee. A timecard will be sent with the appropriate invoice.
Payment Terms
Invoices are due upon receipt.
RFP No. 23-051 Temporary Staffing SeMces Page 16 of 18
DocuSign Envelope ID: 49380AED-6969-41 D5-8269-70DB6B62F795
1f. REFERENCES
With over 45 years of progressive success in the staffing industry, supporting a variety of industries in Southern
California, Helpmates has a wealth of knowledge and experience in successfully managing the fluctuating needs of
❑ur public and private sector clients.
The continued satisfaction of our clients is of great importance to us and as a result of our passion for continuous
improvement, Helpmates has been recognized for nine (9) consecutive years with the "Best of Staffing" award by
Inavero, Inc. We are proud to share our results with the City, as the Inavero survey revealed that our clients are three
times as willing to recommend our services to colleagues as compared to the national average for staffing services.
Below are references of just a few of our successful staffing partnerships that Helpmates has with requirements
similar to those of the City.
Please see ATTACHMENT B: References
RFP No. 23-051 Temporary Staffing Services Page 17 of 18
DocuSign Envelope ID:49380AED-6969-41D5-8269-70DB6B62F795
`r CITY OF SANTA ANA
ATTACHMENT A
PROPOSER'S. CERTIFICATION, PROPOSAL PRICING
Certification - I certify that I have read, understand and agree to the terms and conditions of this Request
for Proposals. I have examined the Scape of Services (Exhibit l) and am qualified to provide services
being requested as specified herein. I understand and agree that I am responsible for reporting any
errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal.
PROPOSER'S STATEMENT I have read, understood and agree to the terms and conditions on all
pages of the Request for Proposals. Upon request, I will transfer and deliver goods or services to the
City in accordance with said terms and conditions.
LEGAL NAME OF COMP
NY
€ 70 G wilt ! �n 4. ; C r v f K. , GA- 1 2�� ► L4
BUSINESS ADDRESS
volm
PRINTED NAME OF AUTHORIZED AGENT
A
GNATURE OF AUTHORIZED AGENT
ULOl 2—�07-�-?
FEDERAL ID NUMBER (IF APPLICABLE)
� l 19, � 29�'
C14� -1-57z-10 o%-)
PHONE AND FAX NUMBERS
TITLE
Vinyl ll�t c0 hedory k61.
DATE E-MAIL ADD
CONTRACTOR LICENSE NUMBER
(IFAPPLICABLE)
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
DocuSign Envelope ID:49380AED-6969-41D5-8269-70DB6B62F795
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 required. The City reserves the right to contact each of the references listed for additional
information regarding your firm's qualifications.
REFERENCE _ p
Customer Name: Contact Individual: k/VAV�e_ + '
Address: i�(000 504/7 J C-'aP Oi) Abe, • Phone Number: OI� `L;� +53&0
&A �214yls --- EMAIL: 10itrc,+x , �,,Vq
Contract Amount: A0 alo()pYear: k2 4-0 �� r
Description of supplies,
,p equipment, or services Yprovided:
���1iUjI1 v jjlJui�GVt��
REFERENCE
Customer Name: Amwmj Contact Individual: la"'lAe-k UA-0
Address: 5(� NJ. Phone Number:-7_i.q- 5_61 -70 7
_rJ to
Contract Amount: 411 Ill,_411 i E0A
C16 0W EMAIL: a C-o1z Q :i.n .�e.-f . CerYi
i4A5 03- rfv,.c4ear: -5!1/1C=! t)to
Description of supplies, equipment, or services provided:
REFERENCE ..,��rr rrrr--
Customer Name : LA &VU-€1 bow ��C s Lct Individual:
Address: L3 W • TeM �_- 5f 9M -3 74 Phone Number: 2,!a' -ri 7
/4M'e1 51 tA 67 W17_ EMAIL: '5� 5a kz5
Contract Amount: 60006 Arlruwd Year: 7-6 jlq +_ Qre�J-
Descriptiionn of supplies, equipment, or services provided:
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
DocuSign Envelope ID:49380AED-6969-41D5-8269-70DB6B62F795
0 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.
Firm
Signed and Printed Name:
Title���
❑ ate
TH[5 FORM MUST BE -COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
DocuSign Envelope ID:49380AED-6969-41D5-8269-70DB6B62F795
CITY OF SANTA ANA
ATTACHMENT ❑
NON -COLLUSION AFFIDAVIT
(Title 23 United States Code Sectian 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 Cede 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 an 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.
SignedAL
—1mv
State of l o , County of
bscribed and sworn to (or affirmed) before me on this day of 14dflf 24;1, by
proved to me on the basis of satisfactory ev ence to be the person(s)
who appeared before me.
A npta: y p ubiic or other raffia x complesis$ ANGEL J 1 1 `-: i 1 E 7
4is Certitivate <<ar:fies u�t3y i7:c idt:ndty of the�� ^
3aW.>o�r
ividUaI Who sn_ i d tt�e dlW11 this � ��=_�.;,y,•.--;., • C4;'':ii:l. -.A._
�' ocun;C; n!u *11
�t�'-r ]... n!c - l.'�. i �tiiii4 y,
Geranote is�ttached, anri :10: Ith t:utillftslsiess, ('11.:• : J
Y arcurary, or va3W,ijiv of t1iFt dficuawal.
No P lic nature Notary Public Seal
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE
DocuSign Envelope ID:49380AED-6969-41D5-8269-70DB6B62F795
(D.
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 siubrecipients shall certify and disclose accordingly.
Signed: 11 _
Title:
Firm: � �lP �� s Stx-1�6w 5oy lclas i• bb
Date: 1
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT ❑O NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
DocuSign Envelope ID:49380AED-6969-41D5-8269-70DB6B62F795
wr CITY OF SANT►4 ANA
ATTACHMENT F
NONDISCRIMINATION 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
DocuSign Envelope ID:49380AED-6969-41D5-8269-70DB6B62F795
DCITY 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 1424, and any consultant of public
works violating this Section is subject to all the penalties imposed for a violation of the Chapter.
r
Signed:
Title: 1
Firm: W,9045 t" � R C c lr ve s U
Date:
THIS FORM MUST BE COMPLETE❑ AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
DocuSign Envelope ID:49380AED-6969-41D5-8269-70DB6B62F795
EXHIBIT C
COMPENSATION
Consultant's Fee Proposal including hourly rates if applicable
DocuSign Envelope ID:49380AED-6969-41D5-8269-70DB6B62F795
0 CITY OF SANTA ANA
ATTACHMENT G
COST PROPOSAL FORM
FOR EVALUATION PURPOSES, THE FOLLOWING PROPOSAL PRICING MUST BE BASED ON THE CITY'S
ASSUMED 9/80 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
CLASSIFICATION
Hourly Pay
Min gill Rate
Max Bill Rate
Mark-up
Overtime
Overtime
Rate
Bill Rate
Mark-up
Accountant
$ 35r"i4u
$ 01 •
$
%
,
7Z— f
r %
Accounting Assistant
2y-2-v
s 23-50
�
$
?Tj %
$ gyp`"
%
Legal Secretary
��J��
]
� ��rlb
/. /■
� �9� `Z�
q
� ! %
Office Specialist
% ?
s 2 9
s r� . l � �
s J .rJ' � �
q
� r %
Paralegal
'R _1/0
�
r
Receptionist
Secretary
Provide markup percentage rate agency will utilize to negotiate prices for
positions not fisted above.
q
OTHER TECHNICAL AND PROFESSIONAL CLASSIFICATIONS AS DETERMINED. LIST CLASSIFICATIONS
IN ALPHABETICAL ORDER.
- Direct Hire Lump Sum Fee
DIRECT HIRE PLACEMENT (Please Explain Below)
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
DocuSign Envelope ID: 49380AED-6969-41 D5-8269-70DB6B62F795
.fr'
�� CITY OF SANTA ANA
explain briefly in detail your policy and pricing on the hiring of your temporary workers, Attach additional pages if
required Q ��6jILI��'tl�, J 14 t I 1-4 VX Em4eU V, V65
-In , e. 1 C it-). n •f'V1 r A Vl.RAA l i (s A
THIS FORM MUST BE COMPLETED AN INCLUDED W1TH THE PROPOSAL.
PROPOSALS THAT ❑O NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
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CONSULTANT AGREEMENT BETWEEN THE CITY OF SANTA ANA AND
KIMCO STAFFING SERVICES, INC. FOR ON -CALL
TEMPORARY STAFFING SERVICES
THIS AGREEMENT is made and entered into on this 20th day of June, 2023 by and between
Kimco Staffing Services, Inc. ("Consultant"), and the City of Santa Ana, a charter city and
municipal corporation organized and existing under the Constitution and laws of the State of
California ("City").
RECITALS
A. On April 19, 2023 the City issues a Request for Proposal ("RFP") No. 23-051, by which it
desired to retain a Consultant having special skill and knowledge in the field of temporary
employee staffing services on an on -call basis for the City's Hinman 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 (8) separate consultants
selected to provide services on an on -call basis under RFP No. 23-051. The total
compensation for services provided by all consultants selected under RFP 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.
Page 1 of 10
b, Payment by City shall be made within forty -rive (45) days following receipt of proper
invoice evidencing work performed, subject to City accounting procedures. Payment
need not be made for work which fails to meet the standards of performance set forth
in the Recitals which may reasonably be expected by City.
c. Notwithstanding any contrary terms contained within Consultant's Fee 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.
3. TERM
This Agreement shall commence on July 1, 2023 and end on June 30, 2026 for an initial
three-year term, 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. This Agreement is not intended nor shall
it be construed to create an employer -employee relationship, a joint venture relationship, or to
allow the City to exercise discretion or control over the professional manner in which Consultant
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Consultant shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Consultant shall pay all salaries and wages, employer's social
security taxes, uncmployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
5. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant
shall require all subconsultants to agree in writing that City is granted a non-exclusive and
perpetual license for any Documents & Data the subconsultant prepares under this Agreement,
Consultant represents and warrants that Consultant has the legal right to license any and all
Documents & Data. Consultant makes no such representation and warranty in regard to
Documents & Data which were provided to Consultant by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City's sole risk.
6. INSURANCE
Page 2 of 10
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 subconsultants.
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 Co
25 03 or 25 04) or the general aggregate limit shall be twice the required
occurrence limit.
(ii) Automobile Liability: Insurance Services Office ("ISO") Form
Number CA 00 01 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.
c. 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
Page 3 of 10
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
Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG
20 38; 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 I,SO 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.
(vi)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 CGL 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
Page 4 of 10
complete, certified copies of all required insurance policies, including
endorsements required by these specifications, at any time.
(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
The Consultant agrees to defend, and shall indemnify and hold harmless the City, its
officers, agents, employees, consultants, 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, or any willful misconduct, of Consultant, its subconsultants, agents,
employees, or other persons acting on its behalf which relates to the services described in section
1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation,
restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this
Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just
compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by
reason of the events referred to in this Section or by reason of the terms of, or effects, arising from
this Agreement. 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.
The City agrees to defend, and shall indemnify and hold harmless the Consultant, its
officers, agents, employees, consultants, 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, or willful misconduct, of the City, its subconsultants, agents, employees,
or other persons acting on its behalf which relates to the services described in section 1 of this
Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution,
judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement.
This indemnity and hold harmless agreement applies to all claims for damages, just compensation,
restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the
events referred to in this Section or by reason of the terms of, or effects, arising from this
Agreement. Consultant may make all reasonable decisions with respect to its representation in
any legal proceeding.
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.
Page 5 of 10
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.
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 affirins that it is an equal opportunity employer and shall comply with all
applicable federal, state and local laws and regulations.
Page 6 of 10
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 terms of this Agreement and any attachments hereto, the terns
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.
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 consultants retained by City.
15. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant prior to receipt of such notice of
termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to
deliver to the City all work product(s) completed as of such date, and in such case
such work product shall be the property of the City unless prohibited by law, and
Consultant consents to the City's use thereof for such purposes as the City deems
appropriate.
b. Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
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 panty 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.
Page 7 of 10
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 laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and
in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
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 Ana
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
Page 8 of 10
To Consultant:
Leticia Kelch
Vice President
Kimco Staffing Services, Inc,
17872 Cowan Ave.
Irvine, CA 92614
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
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 frilly, 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.
[Signatut-es on Following Page]
Page 9 of 10
SIGNATURE PAGE FOR CONSULTANT AGREEMENT BETWEEN THE CITY OF
SANTA ANA AND KIMCO STAFFING SERVICES, INC. FOR ON -CALL
TEMPORARY STAFFING SERVICES
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST:
JENNIFER L. HALL
City Clerk
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
B
Y:
JQ, HAN Y MAR"1
"Assistant City Attorney
RECOMMENDED FOR APPROVAL:
JASON MOTSICK
Executive Director
Human Resources Department
CITY OF SANTA ANA
KRISTINE RIDGE
City Manager
CONSULTANT:
aTICI uluaCIH-1—�_
Vice President
Page 10of10
CONSULTANT AGREEMENT BETWEEN THE CITY OF SANTA ANA AND
SOFTHQ, INC. FOR ON -CALL TEMPORARY STAFFING SERVICES
THIS AGREEMENT is made and entered into on this 20th day of June, 2023 by and between
SoftHQ, Inc. ("Consultant") and the City of Santa Ana, a charter city and municipal corporation
organized and existing under the Constitution and laws of the State of California ("City").
RECITALS
A. 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 (8) separate consultants
selected to provide services on an on -call basis under RFP No. 23-051. The total
compensation for services provided by all consultants selected under RFP 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
Page 1 of 9
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.
Notwithstanding any contrary terms contained within Consultant's Fee 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.
3. TERM
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. This Agreement is not intended nor shall
it be construed to create an employer -employee relationship, a joint venture relationship, or to
allow the City to exercise discretion or control over the professional manner in which Consultant
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Consultant shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Consultant shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
5. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant
shall require all subcontractors to agree in writing that City is granted a non-exclusive and
perpetual license for any Documents & Data the subcontractor prepares under this Agreement.
Consultant represents and warrants that Consultant has the legal right to license any and all
Documents & Data. Consultant makes no such representation and warranty in regard to
Documents & Data which were provided to Consultant by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City's sole risk.
6. INSURANCE
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
Page 3 of 9
Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG
20 38; 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.
(vi)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 CGL 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.
Page 4 of 9
(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 harmless agreement applies to all claims for damages, just compensation, restitution, judicial
or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in
this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant
further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including
fees and costs for special counsel to be selected by the City, regarding any action by a third party
challenging the validity of this Agreement, or asserting that personal injury, damages, just
compensation, restitution, judicial or equitable relief due to personal or property rights arises by
reason of the terms of, or effects arising from this Agreement. City may make all reasonable
decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing,
to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity
shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of,
pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant.
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.
Page 5 of 9
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 terms of this Agreement and any attachments hereto, the terms
of this Agreement shall prevail. This Agreement may not be modified except by written instrument
signed by the City and by an authorized representative of Consultant. The parties agree that any
terms or conditions of any purchase order or other instrument that are inconsistent with, or in
addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each
party to this Agreement acknowledges that no representations, inducements, promises or
agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any
party, which is not embodied herein.
Page 6 of 9
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
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant prior to receipt of such notice of
termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to
deliver to the City all work product(s) completed as of such date, and in such case
such work product shall be the property of the City unless prohibited by law, and
Consultant consents to the City's use thereof for such purposes as the City deems
appropriate.
b. Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
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 laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and
Page 7 of 9
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 Ana
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) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
Page 8 of 9
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.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST:
JENNIFER L. HALL
City Clerk
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By
ONATHAN T. MA EZ
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
JASON MOTSICK
Executive Director
Human Resources Department
CITY OF SANTA ANA
KRISTINE RIDGE
City Manager
CONSULTANT:
MRANTI P AM
President
Page 9 of 9
EXHIBIT A
SCOPE OF SERVICES
(a
CITY OF SANTA ANA
EXHIBIT I
SCOPE OF SERVICES
Contractor shall provide services as set forth below:
A. GENERAL CONTRACTOR REQUIREMENTS
1. Contractor shall provide a comprehensive catalog of clerical, office, accounting, other related
administrative support service and professional options to the City.
2. Contractor must also agree to:
a. Provide appropriate methods to match the City's needs within the specified time frames;
b. Coordinate all schedule work dates with City at least one business day before the start of
assignment;
c. Provide a detailed proposal and invoice, according to the specifications prescribed by the
City department; and
d. Ensure the following criteria prior to recommending any temporary worker for placement at
the City:
• Work authorization has been obtained and is current for individuals referred to the
City for assignment via Form 1-9, Employment Eligibility Verification.
• Live Scan fingerprinting and/ or background check have been processed, completed
and passed (if requested by the City) .
• Selected temporary worker(s) recommended for an assignment meet all essential job
function and minimum qualification requirements for the various types of services.
• Typing speed of the selected temporary worker is at least 30 wpm, and Microsoft
Office abilities have been tested and are met with positive results as required.
• Contractor conducts due diligence employment verification/references of the
temporary worker selected for an assignment to verify positive work history.
• The selected temporary worker is bilingual in English and Spanish or Vietnamese
when required for the assignment.
• Verifies that temporary worker is not a retired annuitant of the California Public
Employees' Retirement System (CaIPERS).
3. Contractor shall not impose a temporary to permanent placement fee. It 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.
(a
CITY OF SANTA ANA
B. SPECIFICATIONS/ SCOPE OF SERVICES
1. The City of Santa Ana Human Resources Department shall contact the Contractor for temporary
services and provide the title and any special skills or experience required. Certain positions may
require bilingual skills. Contractor shall provide temporary worker(s) as required and approved by
City departments to work at the various City of Santa Ana department locations.
2. The Contractor will compare job requirements with worker qualifications and will email resume(s)
and test results of temporary workers as requested.
3. The Contractor will follow up with the City within two (2) hours to provide name(s) for City approval.
a. If Contractor is unable to locate a qualified candidate within four (4) hours of the initial
request, the City reserves the right to contact other temporary agencies for placement.
4. Once a candidate is selected, and the hourly pay rate has been agreed upon, Contractor shall
provide the City with a detailed proposal to include the specific job description, the hourly pay rate
for the temporary worker, and the mark-up rate. The City shall then review and sign the proposal
if approved.
5. All invoices must include:
a. Agreement number;
b. Requesting City Department
c. Department Contact Name / Requester Name
d. Candidate Name
e. Hourly pay rate and mark-up rate
f. Dates of assignment duration
g. Total hours worked during duration of assignment
6. Contractor shall provide temporary workers who have the skills required for the assignment.
7. At the City's discretion, City reserves the right to immediately end a temporary worker's
assignment if work performed is substandard, attendance is poor, or for other business related
reasons.
8. Contractor shall remove any temporary worker from assignment upon the City's request; at the
specified time and date. Contractor shall provide replacement temporary worker if required by
City.
9. Contractor shall be responsible for all decisions concerning matters of hiring; firing; discipline;
payroll practices; and employee benefits such as vacation, sick, and other leave benefits.
Temporary workers provided by the agency shall be considered employees of the agency and
shall in no sense be considered employees or agents of the City.
10. Contractor shall be responsible for communication with temporary workers with respect to their
duties as they are employees of the Contractor.
11. Contractor must provide City with testing resources for regular status positions as requested.
These services shall be provided at the rates set forth in Cost Proposal Form, ATTACHMENT G.
(a
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 CalPERS. Contractor must also ensure that no employee provided under this
agreement would need to be reinstated to CalPERS 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.
1. 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.
4. 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
(z) 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.governmentmobs.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
CONSULTANT'S PROPOSAL
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SOFTHO 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'S NEAREST ADDRESS SERVING THE CITY OF SANTA ANA AND HEADQUARTERS ADDRESS ...............................................
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'S STATEMENT.......................................................................................................................
11
5.4 ATTACHMENT D — NON -COLLUSION AFFIDAVIT....................................................................................................................
11
5.5 ATTACHMENT E — NON -LOBBYING CERTIFICATION...............................................................................................................
11
5.6 ATTACHMENT F — NON-DISCRIMINATION CERTIFICATION......................................................................................................
11
5.7 ATTACHMENT G — COST PROPOSAL FORM..........................................................................................................................
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 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)
1 COVER LETTER
April 19, 2023
Attention:
Lori Schnaider
Operations Manager
City of Santa Ana
20 Civic Center Plaza
Santa Ana, CA 92701
Subject: SoftHQ's response to provide the City of Santa Ana's (City) Temporary Staffing Services
Dear Ms. Lori Schnaider,
SoftHQ, Inc. (SoftHQ) proposes to provide all goods and services as set forth 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 / Jurisdiction of Incorporation C-Corporation / California
Date of Company Incorporation in the US 01/28/2010
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(@softhginc.com / kranti(a�softhginc.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 / 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 (Ca/Recycle)'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's 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 et seq.) and waives Restriction and Disclosure and Use of Data
submitted.
Sincerely,
Kranti Ponnam 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: rfp(a)softhginc.com I kranti(@softhginc.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.
SOFTHO 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 permanent workers
Acquisition Regulation (FAR).
SoftHQ's Enterprise Service Management (ESM) framework is a key component of our Service Integration and Implementation
(S12) 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 SEI-CMMI ML 5 and ISO 9001:2015 policies and guidelines, SoftHQ invested and matured its
Quality Management System (QMS) that incorporates QCP/QAP/QASP. SoftHQ 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 knowledge on 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 most critical 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 SoftHQ 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
SoftHQ's 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
SoftHQ 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 sheet is subject to the restriction on the title page of this proposal.
SOFTHO 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 project.
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
SoftHQ 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.
SOFTHO SoftHQ, Inc., April 19, 2023
RFP No. 23-051 for Temporary Staffing Services
City of Santa Ana, CA — Request for Proposals (RFP)
Training and
SoftHQ 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/Monthly/Yearly basis
■ Number of Starts in a particular Month/Quarter/Year
■ Number of Interviews in a particular Week/Month/Quarter/Year
■ Number of Submissions in a particular Week/Month/Quarter/Year
■ Number of Hours billed by each consultant on a Weekly/Monthly/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
01/28/2010
Secretary of State Number
C3271002
Headquarters / Business Address
6494 Weathers Place Suite 200, San Diego, CA 92121
Email Address
rf softh inc.com / kranti softh inc.com
Website
www.softhg.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: rfp@softhginc.com / kranti a@softhginc.com
Current Location: 6494 Weathers Place Suite 200 San Diego CA 92121
Names of Principal
or Officers Authorized to Bind the Firm
President 7Kranti Ponnam (100%)
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.
SOFTHQ SoftHQ, Inc., April 19, 2023
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
SoftHQ 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: rfp(@softhginc.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: President/Account 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 Subcontract's
■ 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.
SOFTHO SoftHQ, Inc., April 19, 2023
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 type/rate, relocation benefits, required H 1
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's 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 / 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.
SOFTHO SoftHQ, 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.
SoftHQ 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 — Interview/Final 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, SoftHQ 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 SoftHQ 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 SoftHQ 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 TechExpo 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.
SOFTHO 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
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.
•d°b A,a •, When SoftHQ is contacted by the City
cit :Di,, t Subcontractor regarding a service issue, the first step will be
Resumes
: ink'an b to immediately document the situation and
• SoftHQ R'ebsire ,o • \;ail merge to
Qualified Candidate obtain whatever information is needed to
• Cold Calline
sorial\Leda provide quick resolution to the issue. Once the
Harsesring
Ptnress Yes problem is clearly understood, the Account
' Manager will provide immediate follow-up and
• Resume Chec1: Proce ss Clearance
•Teeh-1 Sill u°rk Offer Lettex CCode of Check as perCm
koxkEa edenre • 5°ftss conduct Cleatance a specific time frame in which the City can
Cite k P • 13-ker°und • Eanpl°vee Handbook Requirement=_
C°ndb°.s °fE pl°net expect action, as well as provide periodic
E-[ erih Emergency Contact
Recruiter Techniral o 'PrSerurin-
�etiog �temeR6 --► , bn°up HeahEn ° fl,eat �eat,n�e --► status reports while working on the issue.
• Direct DepositFmm If a correction requires immediate replacement
CANDIDATE V�i7. PROC s q p
• Over _ of City . ... of a temporary employee, or if the temporary
Objectives ,' ' - • ,
Too bF° edwea
ID 6adee employee's performance is still considered
• Ethirs Coordination •
• iimesheet • Por[able Equipment • Hwlduce =OCe°= unsatisfactory even after additional instruction
• Peogram Ponal -.cce =_. men.°A
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, SoftHQ 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 / 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 employment/recruitment lifecycle 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
SoftHQ 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 AMO 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.
SOFTHO 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 customer's 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
SoftHQ'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 / National Criminal Database Check
■ National Sex Offender Registry Check
• International Criminal / Education / 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
SoftHQ, after receiving a request /order 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 filled 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.
SOFTHO 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 24/7/365 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 average time required to identify an appropriate resource upon
receipt of a client re uest is following:
Hours
<=2
2-
8-
12-
asks Responsibilities
g
12
16 20
48*
Note: These are examples of steps.
Each situation may be different
A. Client Requisition
■ Analyze client staff requisition and write synopsis of the
■ Account Manager
requisition
■ Alternate Account
Manager
■ Submitting 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 employee pool.
■ Sharing the requirements with our consultants by
posting them on our internal website for internal
referrals.
C. Pre -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
Recruitment Team
test.
■ Discussing salary requirements and relocation needs
with candidates
■ Providing SoftHQ overview and explain benefits
■ Evaluating attitude and aptitude by discussing team
scenarios
Skill Evaluation
Experts
Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 10
HO SoftHQ, Inc., April 19, 2023
RFP No. 23-051 for Temporary Staffing Services
City of Santa Ana, CA — Request for Proposals (RFP)
Recruitment Timeline (Numb
Hours)
<=2
2-
g
1 8-
12
12-
16
16-
20
20
48:
asks
AN[
Responsibilities
Note: These are examples of steps.
Each sit n may be different
• Conducting initial assessment of the candidate's
qualifications
■ Conducting detailed interviews based on job
requirement
Soft Skills Evaluation
■ Evaluating candidate's communication, creativity,
analytical thinking, diplomacy, flexibility, change -
readiness, problem -solving, leadership, team building,
and listening skills
D. Evaluation SoftHQ
■ Preparing the feedback form to summarize the results
of the interview and update Job diva with qualified
■ Recruitment
consultants
Manager
■ Relaying interview results to the consultants
■ Checking consultant's references
■ Account Manager
E. Submission to the City
■ Creating skilled matrix matching required skills with
experience of consultants to present consistent skill
■ Recruitment
summary to client
Manager
■ Account Manager
■ Submitting resumes with a Skill summary of the
selected consultants and references to the City
Exhibit 3: SoftHQ's Response Timeline
5 ATTACHMENTS
5.1 Attachment A — Proposer's Certification and Proposal Item Pricing
SoftHQ inserted the completed Attachment A in 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 Attachment F — 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
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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 required. The City reserves the right to contact each of the references listed for additional
information regarding your firm's qualifications.
REFERENCE
Customer Name:Superior Court of Imperial County Contact Individual: Laura E. Flores
Address: 939 W. Main Street 2nd Floor
El Centro CA 92243
Contract Amount: $250,000.00
Phone Number: (760) 336-3528
EMAIL: Iflores@imperial.courts.ca.gov
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 Phone Number: (714) 593-7582
Fountain Valley CA 92708-7018
Contract Amount: $250,000.00
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
San Francisco CA 94129-0601
Contract Amount: $250,000.00
Phone Number: (415) 923-2091
EMAIL: Jlucas@goldengate.org
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.
(9)
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: Kranti Ponnam'�_ _
Title President
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.
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CITY OF SANTA ANA
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.
Signed
State of CA , County of
San Di
Subscribed and sworn to (or affirmed) before me on this 18t" 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.
K3WTU Nic Signature
BRIAN HERNANDEZ
Notary Public • Catlfornia
San Diego County
Commission A 2302997
•My Comm. Expires Aug 25, 2023
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
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 F
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
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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
(Z)
CITY OF SANTA ANA
ATTACHMENT G
COST PROPOSAL FORM
FOR EVALUATION PURPOSES, THE FOLLOWING PROPOSAL PRICING MUST BE BASED ON THE CITY'S
ASSUMED 9/80 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 - 28.00
$
30.53
$
39.76
42
%
$ 45.80 - 59.64
50
%
Paralegal
$ 35.00 - 65.00
$
49 70
$
.
9230
42
o
/0
7455 - 13845
$..
50
0
/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
(9)
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.
CONSULTANT AGREEMENT BETWEEN THE CITY OF SANTA ANA AND
TEC GROUP, INC. FOR ON -CALL TEMPORARY STAFFING SERVICES
THIS AGREEMENT is made and entered into on this 20th day of June, 2023 by and between TEC
Group, Inc. ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation
organized and existing under the Constitution and laws of the State of California ("City").
RECITALS
A. 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 (8) separate consultants
selected to provide services on an on -call basis under RFP No. 23-051. The total
compensation for services provided by all consultants selected under RFP 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 trade within forty-five (45) days following receipt of proper
invoice evidencing work performed, subject to City accounting procedures. Payment
Page I of 9
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.
Notwithstanding any contrary terms contained within Consultant's Fee 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.
3. TERM
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. This Agreement is not intended nor shall
it be construed to create an employer -employee relationship, a joint venture relationship, or to
allow the City to exercise discretion or control over the professional manner in which Consultant
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Consultant shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Consultant shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
S. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant
shall require all subcontractors to agree in writing that City is granted a non-exclusive and
perpetual license for any Documents & Data the subcontractor prepares under this Agreement.
Consultant represents and warrants that Consultant has the legal right to license any and all
Documents & Data. Consultant makes no such representation and warranty in regard to
Documents & Data which were provided to Consultant by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City's sole risk.
6. INSURANCE
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 Iimit 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
S 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
Page 3 of 9
Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG
20 38; 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.
(vi)Aeeeptability 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 CGL 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.
Page 4 of 9
(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 harmless agreement applies to all claims for damages, just compensation, restitution, judicial
or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in
this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant
further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including
fees and costs for special counsel to be selected by the City, regarding any action by a third party
challenging the validity of this Agreement, or asserting that personal injury, damages, just
compensation, restitution, judicial or equitable relief due to personal or property rights arises by
reason of the terms of, or effects arising from this Agreement. City may make all reasonable
decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing,
to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity
shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of,
pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant.
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.
Page 5 of 9
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 terms of this Agreement and any attachments hereto, the terms
of this Agreement shall prevail. This Agreement may not be modified except by written instrument
signed by the City and by an authorized representative of Consultant. The parties agree that any
terms or conditions of any purchase order or other instrument that are inconsistent with, or in
addition to, the terns 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.
Page 6 of 9
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
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant prior to receipt of such notice of
termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to
deliver to the City all work product(s) completed as of such date, and in such case
such work product shall be the property of the City unless prohibited by law, and
Consultant consents to the City's use thereof for such purposes as the City deems
appropriate.
b. Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
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 laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and
Page 7 of 9
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 Ana
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:
Deanna Lopez
Sr. Sales Account Manager
TEC Group, Inc.
47 Discovery, Ste. 200
Irvine, CA 92618
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
Page 8 of 9
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.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST:
JENNIFER L. HALL
City Clerk
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
B•
ONATHAN T. MARTff4EZ
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
JASON MOTSICK
Executive Director
Human Resources Department
CITY OF SANTA ANA
KRISTINE RIDGE
City Manager
CONSULTANT:
DEANNA LOPEZ
Sr. Sales Account Manager
Page 9 of 9
EXHIBIT A
SCOPE OF SERVICES
CITY OF SANTA ANA
EXHIBIT I
SCOPE OF SERVICES
Contractor shall provide services as set forth below:
A. GENERAL CONTRACTOR REQUIREMENTS
Contractor shall provide a comprehensive catalog of clerical, office, accounting, other related
administrative support service and professional options to the City.
2. Contractor must also agree to:
a. Provide appropriate methods to match the City's needs within the specified time frames;
b. Coordinate all schedule work dates with City at least one business day before the start of
assignment;
c. Provide a detailed proposal and invoice, according to the specifications prescribed by the
City department; and
d. Ensure the following criteria prior to recommending any temporary worker for placement at
the City:
• Work authorization has been obtained and is current for individuals referred to the
City for assignment via Form 1-9, Employment Eligibility Verification.
• Live Scan fingerprinting and/ or background check have been processed, completed
and passed (if requested by the City) .
• Selected temporary worker(s) recommended for an assignment meet all essential job
function and minimum qualification requirements for the various types of services.
• Typing speed of the selected temporary worker is at least 30 wpm, and Microsoft
Office abilities have been tested and are met with positive results as required.
• Contractor conducts due diligence employment verification/references of the
temporary worker selected for an assignment to verify positive work history.
• The selected temporary worker is bilingual in English and Spanish or Vietnamese
when required for the assignment.
• Verifies that temporary worker is not a retired annuitant of the California Public
Employees' Retirement System (CAPERS).
3. Contractor shall not impose a temporary to permanent placement fee. It 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.
CITY OF SANTA ANA
B. SPECIFICATIONS/ SCOPE OF SERVICES
1. The City of Santa Ana Human Resources Department shall contact the Contractor for temporary
services and provide the title and any special skills or experience required. Certain positions may
require bilingual skills. Contractor shall provide temporary worker(s) as required and approved by
City departments to work at the various City of Santa Ana department locations.
2. The Contractor will compare job requirements with worker qualifications and will email resume(s)
and test results of temporary workers as requested.
3. The Contractor will follow up with the City within two (2) hours to provide name(s) for City approval.
a. If Contractor is unable to locate a qualified candidate within four (4) hours of the initial
request, the City reserves the right to contact other temporary agencies for placement.
4. Once a candidate is selected, and the hourly pay rate has been agreed upon, Contractor shall
provide the City with a detailed proposal to include the specific job description, the hourly pay rate
for the temporary worker, and the mark-up rate. The City shall then review and sign the proposal
if approved.
5. All invoices must include:
a. Agreement number;
b. Requesting City Department
c. Department Contact Name 1 Requester Name
d. Candidate Name
e. Hourly pay rate and mark-up rate
f. Dates of assignment duration
g. Total hours worked during duration of assignment
6. Contractor shall provide temporary workers who have the skills required for the assignment.
7. At the City's discretion, City reserves the right to immediately end a temporary worker's
assignment if work performed is substandard, attendance is poor, or for other business related
reasons.
B. Contractor shall remove any temporary worker from assignment upon the City's request; at the
specified time and date. Contractor shall provide replacement temporary worker if required by
City.
9. Contractor shall be responsible for all decisions concerning matters of hiring; firing; discipline;
payroll practices; and employee benefits such as vacation, sick, and other leave benefits.
Temporary workers provided by the agency shall be considered employees of the agency and
shall in no sense be considered employees or agents of the City.
10. Contractor shall be responsible for communication with temporary workers with respect to their
duties as they are employees of the Contractor.
11. Contractor must provide City with testing resources for regular status positions as requested.
These services shall be provided at the rates set forth in Cost Proposal Form, ATTACHMENT G.
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 CaIPERS rules regarding CaIPERS
Retired Annuitants, whether formerly employed by the City or other public agency employers
subscribing to CalPERS. 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.
1. 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 SuDport
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.
4. Legal Secrets / 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.goveri)rnentiobs.com/c,areers/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
CONSULTANT'S PROPOSAL
Exhibit I
TEC Group Proposal
Specifically prepared for
City of Santa Ana
REQUEST FOR PROPOSAL NO.23-051 FOR TEMPORARY STAFFING SERVICES
Proposal Due Date: Wednesday, April 19, 2023, 4:00 P.M.
Main Point of Contact:
Deanna Lopez
Sr. Sales Account Manager
Cell: 949-556-0374
TEC GROUP, INC.
47 Discovery, Ste. 200
Irvine, CA 92618
949-527-6695
Email:-flopez@tecgroup.biz www.tec.biz
+CCOIc
TABLE OF CONTENTS
I. Table of Contents..................................................................................................................1
2. Cover Letter........................................................................................................................2
3. Services Provided............
4. Agreement Statement.............................................................................................................4
5. Firm and Team Experience......................................................................................................4
b. Proposed Work Plan..............................................................................................................5
7. References.........................................................................................................................5
8. Cost Proposal............................................,.....................................................................5
Certifications/Attachments
A Proposer's Certification, Proposal Pricing.
13 References
C Proposer's Statement
D Non -Collusion Affidavit
E Non -Lobbying Certification
1: Non -Discrimination Certification
G Cost Proposal Form
Exhibits
Exhibit 1- Proposal Title Page
Exhibit If- Resumes of TEC Group Team
1
a Cover Letter
April 19, 2023
Lori Schnaider. Operations Manager
City of Santa Ana- Human Resources Department
24 Civic Center Plaza
Santa Ana. CA 92701
Dear Lori.
Thank you for the opportunity to assist the City of Santa Ana with its temporary staffing needs. We have received your Request for Proposal NO. 23-
051 for Temporary Staffing Services. It is my pleasure to submit a proposal on behall'oYTFC Group. The following information that is included in
our proposal shall remain valid for three (3) years.
TEC Group offers outstanding customer service while providing qualified temporary candidates to our clients. Our mission has been to consistently
provide our clients with the best professionals for the job, not just who is available. Our foundation is built upon developing an intimate knowledge
of our clients' needs and assembling a group of qualified professionals to fill those needs. Our specialty is, and always has been, finding the best
talent.
TLC Group recruits and employs quality talent for our clients, thanks to our exceptional recruiting team that is experienced and specialized with over
75 years of experience. Our team consists of passionate. enthusiastic, committed, long term employecs. My team and 1 look forward to providing
excellent service while also providing quality candidates for your temporary staffing needs.
TEC Group is successfully assisting other clients in Orange County, and we took forward to doing the same for the City of Santa Ana. We are
confident that our specialized recruiting team would assist you well and provide you with the staffing service that you desire.
TEC Group has been in business since 1980 and has a local office in Irvine that is ready to assist you. Our specializations include: Administrative d
Clerical, Accounting & Finance, IT, Sales & Marketing Human Resources, Cuslomer 3eMee & Call Cenur and Engineering & Design.
With our extensive staffing experience and remarkable results, specifically for our clients in Orange County, I am confident that TEC Group would
be a great staffing choice for the City of Santa Ana.
Thank you and best regards,
i 7
Deanna Lopez
Sr. Sales Account Manager
z
b. Services Provided
A. GENERAL CONTRACTOR REQUIREMENTS
TEC Group will provide Clerical, Accounting, Office, Administrative and Professional candidates to the City of Santa Ana. as requested.
Additionally, TEC Group specializes in the follow ing:
• Administrative & Clericai 0 Human Resources • Customer Service & Call renter
• Accounting & Finance & IT 0 Sales & 'Marketing • Lngineering & Design
TEC Group will submit qualified candidates to the City in a timely manner, within 2 hours after being requested. All scheduled work dates will be
coordinated at least one day prior to the start of an assignment. A detailed proposal of the assignment and an invoice will be provided, according to
the specifications provided by the City department_ Prior to placing a TEC Group temporary employee at the City. the following criteria will be
followed and in place:
• Proper 1-9, Employment Eligibility Verification
• Live Scan fingerprinting and/or background check have been processed, completed and passed, if requested by the City.
• Selected TEC Group temporary candidate selected for an assignment meets all essential job functions and minimum qualification
requirements for the various types of services.
• Typing speed of TEC Group temporary candidate is at least 30 wpm. and Microsoft Office capabilities have been tested and are met with
positive results as required.
• TEC Group conducts due diligence employment verification/references of the TEC Group temporary candidate to verify work history and
positive feedback.
• The TEC Group temporary candidate is bilingual in English and Spanish or Vietnamese when required for an assignment.
• Verifies that TEC Group temporary- candidate is not a retired annuitant of the California Public Employees' Retirement System (Ca1PERS).
TEC Group will not impose a temporary to permanent placement fee. It is not applicable for temporary candidates that are hired by the City
through the competitive recruitment process, regardless of introduction or assignment by TEC Group. Direct hire placement is only applicable
for direct hire placement requesis or if a TEC Group temporary candidate was hired without a competitive recruitment process.
A. $PECIEWATIONSISCOPE OF SERVICES
The City of Santa Ana Human Resources Department will contact TEC Group for temporary services and provide the title, skills and experience that
is required. Certain positions may require bilingual skills. TEC Group will provide temporary candidates as required and approved by City
departments to work at the various City of Santa Ana locations.
TFC Group will compare the job requirements to the TEC Group temporary candidates' qualifications, and will email resumes along with test results,
when requested.
TFC Group will follow up with the City in a timely manner, and within two hours to provide names of qualified TEC Group candidates for City
approval. If TEC Group is unable to identify a qualified TEC Group candidate within four hours of the initial request, the City reserves the right to
reach out to other temporary agencies for assistance with the placemem-
Once a TEC Group candidate has been selected and the hourly pay rate has been agreed upon, "1'EC Group will provide a detailed proposal to the
Cit) , including the job description, hourly pay rate of the TEC Group candidate. and the mark-up rate. -rhe City will then review and sign the
proposal, once approved.
All TEC Group invoices will include the following
a) Agreement number, b) Requesting City department. c) Department contact name/requester name d) TEC Group candidate's name.
0 Hourly pay rate and mark-up rate, I) Dates of assignment duration, g) Total hours worked during duration of assignment
Tee Group will provide the TEC Group temporary workers who have the required skills for the assignment.
City has the right to end a TEC Group temporary candidate's assignment for poor work performance, poor attendance or for other business -relates!
reasons. When requested by the City, TEC Group will end TEC Group temporary candidate's assignment, at the specified time and date. A
replacement for the ended TEC Group temporary candidate will be provided, if requested by the Cit).
TEC Group will be responsible for all decisions concerning matters of hiring. firing, discipline, payroll, benefits such as vacation. paid sick tear e.
and other leave benefits. TEC Group temporary candidates are TEC Group employes and are in no way considered City employees.
TEC Group will be responsible for all communication regarding the job assignment at City as these TEC Group temporary candidates are employees
of TEC Group. This includes relaying of the work hours to all TEC Group candidates as the majority of City agencies and departments work under
the C:ity's 9/80 work schedule (Monday to Thursday; 9-hour workdays, Friday 8-hour workday; and closed every other Friday on regular City hall
closure dates).
TEC Group will provide City with testing results for positions, as requested. These services will be included in our rates that are proposed in TEC
Group's COST PROPOSAL FORM. Attachment G.
TEC Group temporary candidates are not allowed to work more than 960 hours in any fiscal year period (duly 1-30). TEC Group is responsible for
tracking the hours worked by all TEC Group temporary candidates at City, and to notify the City Department contact and the Human Resources
Department within 30 days of any TEC Group temporary candidate reaching the limit of 960 hours.
TEC Group will comply with all applicable. local. state. and federal laws and regulations, including California Assembly Bill 1028 (effective Januarx
L 2012) and CalPT:RS rules regarding CalPFRS Retired Annuitants, whether previously employed by the City or other public agency employers
subscribing to CalPERS. TEC Group will also ensure that no candidate 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 TEC Group temporary candidate to any request by the City.
& S€RVICECATEGORIES
With T1:C Group's specializations: Adnrfnharadve & Clerical, Accounting & Finance, IT, Sales & Mar*eting, ffunman Resources, Custonrcr
Service & Call Center and Engineering & Design, the following roles would he supported as weil as other Professional roles that would arise: 1)
General Administrative Su9R2rL 21 Executive/Senior Administrative Office 5u2poG 3 Professional Accounling and Financial
Admini trative Su Wort, 4) L I Secretary/Parale l Support, 5 Other Technical and Professional Classifications as Determined
C. SERVICE UTILIZATION REPORTS
TEC Group will provide the following reporting in Excel format to the City's Human Resources Department:
1) Quarterly Reports will include:
a) Number of temporary candidates 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 candidate was assigned
e) Billing rate for each temporary candidate
t) Sum per criteria above
2) Annual Report includes grand totals of each of the criteria included in above Quarterly Reports.
c. Agreement Statement
TEC Group concurs with the information included in Exhibit 1I Sample Agreement.
d. Firm and Team Ex erience
1) L TEC Group has a local office in Irvine, CA that will work directly with the City of Santa Ana This team consists of a team of seven (7)
employees that collectively have over 75 years of staffing and recruiting experience:
1) Brian Thompson- Vice President, Sales & Operations
2) Deanna Lopez- Sr. Sales Account Manager
3) Kyle Minton- Recruiting Manager
4) Sabrina Pawley- Sr. Recruiter
5) Jessica Cebrowski- Recruiter
6) Nicole Von Hofgaarden- Recruiter
7) Niklas Kiss- People Operations Coordinator
ii. TEC Group's IRVINE Branch is located at: 47 Discovery, Ste. 9200, Irvine. CA 92618
iii. TEC Group's Headquarters is located at: 850 Stephenson I lighway Ste_ #600, Troy. \4148083
iv. Deanna Lopez. the Sr. Sales Account Manager is the supervising Project Manager/Principal Agent to be assigned to the agreement for City of
Santa Ana Deanna will be the primary contact person who will be representing TEC Group and will be the person to conduct the presentation, if
invited to an interview.
v. Resumes are attached as Fxhibit 11.
+CCQX
e. Proposed Work Plan-TEC Group's Understanding of City's Scope of Work Approach to Completing Work Specified in the Scope of Work
i. Anticipated Approach-
TEC Group candidates must be able to pass the City's required Live Scan/background screenings.
Typing and Microsoft Office abilities will he tested as well as any other required software expertise that the City department requires. TEC Group
utilizes Aspiring Minds software to conduct the testing.
TEC Group will work on obtaining employment refemnees/veriecation. TEC Group will screen for temporary candidates to be bilingual, if requested
by the City, have the proper 1-9, verification of employment or references. TEC Group will verify that our temporary candidate is not a retired
annuitant of Ca1PERS.
Once candidates have been identified and deemed qualified. they will be provided to the City in a timely manner, typically within 2 hours. A resume
will be provided, along with a detailed profile, summarizing the candidate's work experience. Test results will also be submitted, if requested by the
hiring manager. Candidate interviews can be coordinated by our recruiting team as a next step, or the City's hiring manager may choose to start the
selected candidate. Once we offer the candidate the position, we will make sure to send a proposal to the City for the selected candidate, including the
job description, hourly pay rate for the TEC Group temporary candidate, and mark-up rate. The City will review and sign the proposal as a next step.
This will be completed prior to the TEC Group employee starting their assignment at the City. Additionally, all scheduled work dates will be
coordinated at least one business day before the start of the assignment. The work schedule will be confirmed as well, as it will most likely be a 9/80
work schedule at the City.
Once our TEC Group employee has started their assignment at City of Santa Ana, the employee will receive a weekly paycheck from TEC Group.
Additionally, City of Santa Ana will receive a weekly invoice via email with the detailed proposal, according to the specifications required by the
City department. In addition, quarterly and annual reports will be provided to the City's Human Resources Department. TEC Group will notify the
Department contact and the HR Department within 30 working days once a TEC Group temporary employee reaches 960 hours.
ii. Vo egge.stiow; or Special rancerns Jor the evaluation commillee
iii. Deliverables4nmlenrenladon PlaA/7 7row—har and example:
1) Deceive Order Request for Office Assistant at 10am
2) Candidate's resume and profile submitted by 12 noon with testing scores of MS Word and typing tests (or any additional required
tests).
3) Verification of proper 1-9 and employment/references received. Submitted candidate was screened for bilingual in Spanish, and
confirmation received that candidate is not a retired annuitant ofCaIPERS.
4) Coordinate candidate interview for next day. depending on City's hiring manager's schedule.
5) City selects a candidate to start assignment, offer sent to selected candidate.
6) Once offer accepted, start live Scan/background screening.
7) Send proposal to City including job description, hourly pay rate, and mark-up rate.
8) City reviews and signs proposal.
9) Start date, 9/90 work schedule are confirmed with candidate one day before assignment starts.
10) Candidate starts assignment.
11) Follow up with City on candidate arrival.
12) Weekly paycheck processed for "I'EC Group employee.
13) Follow up with City to see how candidate is performing.
14) Weekly invoice emailed to City with the detailed proposal.
15) Quarterly and annual Excel reports are provided to City's Human Resources Department.
16) Track hours worked, notifying City Department Manager and HR 30 days prior to employee reaching 960 hours.
f. References- See Attachment B- Pleas see three references of similar projects performed for similar go%emment clients.
2. Cost Proven17 See Attachment G of Cost Proposal. Fixed fee rate scheduleshown In Attachment G.
VU. Certifications fAttsehmentsJ_-The following forms are signed and included in this proposal submittal package:
Attachment A: Proposer's Certification and Proposal Item Pricing
Attachment B: References
Attachment C: Proposer', Statement
Attachment D: Non -Collusion Affidavit
Attachment E. Non -Lobbying Certification
Attachment F: Non -Discrimination Certification
Attachment G: Cost Proposal Form
CITY OF SANTA ANA
ATTACHMENT A
PROPOSERS CERTIFICATION, PROPOSAL PRICING
Certification - I certify that I have read, understand and agree to the terms and conditions of this Request
for Proposals. I have examined the Scope of Services (Exhibit I) and am qualified to provide services
being requested as specified herein. I understand and agree that 1 am responsible for reporting any
errors. omissions or discrepancies to the City for clarification prior to the submission of my proposal.
PROPOSER'S STATEMENT: I have read, understood and agree to the terms and conditions on all
pages of the Request for Proposals. Upon request, I will transfer and deliver goods or services to the
City in accordance with said terms and conditions.
TEC Group, Inc.
LEGAL NAME OF COMPANY
47 Discovery, Suite 200 Irvine, CA 92618
BUSINESS ADDRESS
Deanna Lopez
PRINTED NAME OF AUTHORIZED AGENT
949-527-6695
PHONE AND FAX NUMBERS
Sr. Sales Account Manager
11111111110
4-19-2023 dlopez@tecgroup.biz
SIGNATURE OF AUTHORIZED AGENT DATE
27-2887196
E-MAIL ADDRESS
FEDERAL I€] NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER
(IFAPPLICABLE)
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 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 required. The City reserves the right to contact each of
the references listed for additional information regarding your firm's qualifications.
REFERENCE
Customer Name: Central Coast Community Enew Contact Individual: Altba Hicks
Address: 70 Garden Court Suite 300 Phone Number: 831-901-3674
Monterey. CA 93940 EMAIL; ,i;,cKsiu ice_ OICj
ContractAmount: _$95,000 Year: 2022, 2023
Description of supplies, equipment, or services provided.
TEC Group provided Communications Specialist to assist with Marketing department, implementing marketing,
communications, media and public relations.
REFERENCE
Customer Name: City of Selma Contact Individual: Jasmin Bains/ Janie Vene-gas
Address. 2055 Third Street Phone Number: 559-891-2200x 2284 (Jasmin) and x3100 (Janie)
Selma, CA 93662 EMAIL: isinb ci ofselma.com, janieyaci!yofselma.corr,
Contract Amount: ongoing, $100,000± Year: 2022, 2023
Description of supplies, equipment, or services provided:
TEC Group provided HR Consultants to assist with recruiting, benefits and employee relations.
REFERENCE
Customer Name. City of Fountain Valley Contact Individual: Amanda McCall
Address: 17967 Bushard Street Phone Number: 714-693-4413
Fountain Valley, CA 92708 EMAIL: --'- —,ccallgfountainvalley.ora,
Contract Amount: $34,00 _ Year: 2021, 2022
Description of supplies, equipment, or services provided:
TEC Group provided an Administrative/Accounting Assistants to complete administrative and accounting tasks. Additional
requires were made as well as the assignment was extended.
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 G
PROPOSER'S STATEMENT
Proposer understands and agrees that this written RFP (or any part thereof specifically designated an6
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 proposers bond substituted in lieu thereof
accompanying this proposal shall become the property of the City and shail 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 '.he 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.
TEC Group. Inc.
Signed and Printed dame: Deanna Lopez f_
Title Sr, Sales Account Manager --- ^
Date 4-39-2023
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL,..
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
C)
CITY OF SANTA ANA
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 Cade Section 112 and Public Contract Corte 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.
Signed
A notary public or other officer canipietlrtg this certificate verifies only the
idennrnv a� the rndevrduar w" , ugned the document to which rn , : e,'-ficate
nest. act Ufa( V Dr valndrty Or
state of California , County of Orange
Subscribed and sworn to (or affirmed) before me on this ,'?> day of C `i , 20 23 , by
w""'"u,.t 6.vi OCL.-�,1"I""'r """ `roved to me on the basis of satisfactory evidence to be the person(s)
who appeared before me.
v
Noublic Signature
ZAYNE WILUAM BRUNDAGE
Notary Public • California
' orange County
Cam-MISSSon 4 2412734
`My Comm. Expires Aug 12, 2426
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 OP SANTA ANA
ATTACHMENT E
NON -LOBBYING CERTIFICATION
The prnspective participant certifies. by signing and submitting this bid or proposal, to the best of his or
her knowledge and belief,
(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 Federa:
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 of uencing or attempting tc influence an officer or employee of any Federa; 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.
`his 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 '.his certification be included in all lower tier subcontracts. which exceec
$100,000 and that all such subrecipients shall certify and disclose accordingly.
Signed:
Title: Sr. Sales Account Manager
"rr: TFC Croup
Date- 4-19-2023
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PR P SAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL 8E CONSIDERED NONRESPONSIVE.
CITY OF SANTA ANA
ATTACHMENT F
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 small 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.
renulatioris, and orders.
1, in the event of the t;onsultant'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
Or� r 11:246 of e tBP_per 2-, 1965,, so teat suctl Provisions 01'T be b,inding i.:i1on each subcorstrac-
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
:3tigation to protect the interests of the United States.
R. Pursuant to California Labor Cade 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, marita#
status, or sex of such persons, except as provided in Section 1420, and any consultant of public
works violating this Section is subject to all the penalties imposed for a violation of the Chapter.
Signed:
Title. Sr. Sales Account Manager
Firm: TEC Group, Inc.
Date: 4-9 9-2023
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
ATTACViMENT G
COST PROPOSAL FORM
FOR EVALUATION PURPOSES, THE FOLLOWING PROPOSAL PRICING MUST BE BASED ON THE CITY'S
ASSUMED 9/80 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.
CRY OF SANTAI
PRICING
ANA
CLASSIFICATION
hourly Pay
Min gill Elate
Max SIR Rate
-
Marie -up
Overtime
Overtime
Rate
Bill Rate
Mark-up
t Accountant
$ 28-38
$ 41.44
$ 56.24
48 °
,y
$ 62.16-$4.3
48 `Yo
Accounting Assistant
$ 26-32
$ 38.48
$ 47.36
48 °�
$57.72-71.04
48
Legal Secretary
48
48
$ 31-37
$ 45.88
$ 54.76
%
$68.82-82.14
Office Specialist
$ 22-24
$ 31.90
$ 34.80
45 %
$47.85-52.20
45
1 Paralegal
27-44
$
3996
$ .
$ 65.12
48 %
$59.94-97.68
48 aA
Receptionist
19-22
27.55
45
41.33-47.85
45 %
Secretary
$ 26-34
$ 37.70
$ 49.30
45 %$
56.55-73.95
45
Provide markup percentage rate agency will utilize to negotiate prices for
I
positions not listed above. I
48
r
OTHER TECHNICAL AND PROFESSIONAL CLASSIFICATIONS AS DETERMINED. LIST CLASSIFICATIONS
IN ALPHABETICAL ORDER.
DIRECT HIRE PLACEMENT
Direct Hire Lump Sure Fee
(Please Explain Below)
20%
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
CITY OF SANTA ANA
explain briefly in detail your policy and pricing on the hiring of your temporary workers. Attach additional pages
if required,
TLC Group's direct hire fee is 20% of candidate's annual salary. TEC Group offers a 90 day replacement
guarantee. No refunds or credits are offered for direct hire placements. Temporary to hire conversion terms- if the
City would like to hire on a TEC Group employee, there is no charge once an employee has worked 720 hours.
Payment terms are requested at NET 39,
Pricing
LIVE SCAN/Background Check
Seven Parcel Drug Screen
Pricing s" s
No Fee
CONSULTANT AGREEMENT BETWEEN THE CITY OF SANTA ANA AND
THE GOOD JOB COMPANY FOR ON -CALL TEMPORARY STAFFING SERVICES
TII1S AGREEMENT is made and entered into on this 20th day of June, 2023 by and between The
Good Job Company ("Consultant"), and the City of Santa Ana, a charter city and municipal
corporation organized and existing under the Constitution and laws of the State of California
("City").
RECITALS
A. 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 firs-n 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 (8) separate consultants
selected to provide services on an on -call basis under RFP No. 23-051. The total
compensation for services provided by all consultants selected under RFP 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
Page 1 of 9
invoice evidencing work performed, subject to City accounting procedures. Payment
need not be made for work which fails to meet the standards of performance set forth
in the Recitals which may reasonably be expected by City.
c. Notwithstanding any contrary terms contained within Consultant's Fee 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.
3. TERM
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. This Agreement is not intended nor shall
it be construed to create an employer -employee relationship, a joint venture relationship, or to
allow the City to exercise discretion or control over the professional manner in which Consultant
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Consultant shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Consultant shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
5. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant
shall require all subcontractors to agree in writing that City is granted a non-exclusive and
perpetual license for any Documents & Data the subcontractor prepares under this Agreement.
Consultant represents and warrants that Consultant has the legal right to license any and all
Documents & Data. Consultant makes no such representation and warranty in regard to
Documents & Data which were provided to Consultant by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City's sole risk.
6. INSURANCE
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
Page 2 of 9
the performance of the work hereunder and the results of that work by the Consultant, its agents,
representatives, employees or subcontractors.
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, hnsurance 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.
(i Automobile Liability: Insurance Services Office Form Number CA
0001 covering, Code 1 (any auto), or if Consultant has no owned autos,
Code S (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 51,000,000.00 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.
Page 3 of 9
General liability coverage can be provided in the form of an
endorsement to the Consultant's insurance (at least as broad as ISO
Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG
20 38; 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)Notiee 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.
(vi)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 CGL 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.
Page 4 of 9
(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 harmless agreement applies to all claims for damages, just compensation, restitution, judicial
or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in
this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant
further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including
fees and costs for special counsel to be selected by the City, regarding any action by a third party
challenging the validity of this Agreement, or asserting that personal injury, damages, just
compensation, restitution, judicial or equitable relief due to personal or property rights arises by
reason of the terms of, or effects arising from this Agreement. City may make all reasonable
decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing,
to the extent Consultant's services are subject to Civil Code Section 2792.8, 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.
Page 5 of 9
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 terms of this Agreement and any attachments hereto, the terms
of this Agreement shall prevail. This Agreement may not be modified except by written instrument
signed by the City and by an authorized representative of Consultant. The parties agree that any
terms or conditions of any purchase order or other instrument that are inconsistent with, or in
addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each
party to this Agreement acknowledges that no representations, inducements, promises or
agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any
party, which is not embodied herein.
Page 6 of 9
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
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant prior to receipt of such notice of
tenmination, subject to the following conditions:
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 laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and
Page 7 of 9
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 Ana
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:
Stephanie Mack
President & CEO
The Good Job Company LLC.
2850 Sugarman Ct.,
La Jolla, CA 92037
Fax:
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. if sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
Page 8 of 9
20. MISCELLANEOUS PROVISIONS
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.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST:
JENNIFER L. HALL
City Clerk
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By
ONATHAN T. MART41qEZ
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
JASON MOTSICK
Executive Director
Human Resources Department
CITY OF SANTA ANA
KRISTINE RIDGE
City Manager
CONSULTANT:
President & CEO
Page 9 of 9
EXHIBIT A
SCOPE OF SERVICES
CITY OF SANTA ANA
EXHIBIT I
SCOPE OF SERVICES
Contractor shall provide services as set forth below:
A. GENERAL CONTRACTOR REQUIREMENTS
1. Contractor shall provide a comprehensive catalog of clerical, office, accounting, other related
administrative support service and professional options to the City.
2. Contractor must also agree to:
a. Provide appropriate methods to match the City's needs within the specified time frames;
b. Coordinate all schedule work dates with City at least one business day before the start of
assignment;
c. Provide a detailed proposal and invoice, according to the specifications prescribed by the
City department; and
d. Ensure the following criteria prior to recommending any temporary worker for placement at
the City:
Work authorization has been obtained and is current for individuals referred to the
City for assignment via Form 1-9, Employment Eligibility Verification.
+ Live Scan fingerprinting and/ or background check have been processed, completed
and passed (if requested by the City) .
• Selected temporary worker(s) recommended for an assignment meet all essential job
function and minimum qualification requirements for the various types of services.
Typing speed of the selected temporary worker is at least 30 wpm, and Microsoft
Office abilities have been tested and are met with positive results as required.
+ Contractor conducts due diligence employment verification/references of the
temporary worker selected for an assignment to verify positive work history.
+ The selected temporary worker is bilingual in English and Spanish or Vietnamese
when required for the assignment.
• Verifies that temporary worker is not a retired annuitant of the California Public
Employees' Retirement System (CalPERS).
3. Contractor shall not impose a temporary to permanent placement fee. It 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.
(E)
CITY OF SANTA ANA
B. SPECIFICATIONS/ SCOPE OF SERVICES
1. The City of Santa Ana Human Resources Department shall contact the Contractor for temporary
services and provide the title and any special skills or experience required. Certain positions may
require bilingual skills. Contractor shall provide temporary worker(s) as required and approved by
City departments to work at the various City of Santa Ana department locations.
2. The Contractor will compare job requirements with worker qualifications and will email resume(s)
and test results of temporary workers as requested.
3. The Contractor will follow up with the City within two (2) hours to provide name(s) for City approval.
a. If Contractor is unable to locate a qualified candidate within four (4) hours of the initial
request, the City reserves the right to contact other temporary agencies for placement.
4. Once a candidate is selected, and the hourly pay rate has been agreed upon, Contractor shall
provide the City with a detailed proposal to include the specific job description, the hourly pay rate
for the temporary worker, and the mark-up rate. The City shall then review and sign the proposal
if approved.
5. All invoices must include:
Agreement number;
b. Requesting City Department
c. Department Contact Name 1 Requester Name
d. Candidate Name
e. Hourly pay rate and mark-up rate
f. Dates of assignment duration
g. Total hours worked during duration of assignment
6. Contractor shall provide temporary workers who have the skills required for the assignment.
7. At the City's discretion, City reserves the right to immediately end a temporary worker's
assignment if work performed is substandard, attendance is poor, or for other business related
reasons.
8. Contractor shall remove any temporary worker from assignment upon the City's request; at the
specified time and date. Contractor shall provide replacement temporary worker if required by
City.
9. Contractor shall be responsible for all decisions concerning matters of hiring; firing; discipline;
payroll practices; and employee benefits such as vacation, sick, and other leave benefits.
Temporary workers provided by the agency shall be considered employees of the agency and
shall in no sense be considered employees or agents of the City.
10. Contractor shall be responsible for communication with temporary workers with respect to their
duties as they are employees of the Contractor.
11. Contractor must provide City with testing resources for regular status positions as requested.
These services shall be provided at the rates set forth in Cost Proposal Form, ATTACHMENT G.
(9)
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 CaIPERS
Retired Annuitants, whether formerly employed by the City or other public agency employers
subscribing to CalPERS. Contractor must also ensure that no employee provided under this
agreement would need to be reinstated to CalPERS 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.
4. 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
(9)
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:llwww.governmentmobs.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:
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
Z. Annual Report which includes grand totals of each of the criteria included in Quarterly Reports
and listed above.
EXHIBIT B
CONSULTANT'S PROPOSAL
THE
GOOD
JOB
COMPANY
proud to be a small women -owned staffing firm based in southern california
Provided by:
Carol Hian
Stephanie Mack
THE GOOD JOB COMPANY
PARTNERSHIPS DIVISION
2850 Sugarman Court
La Jolla, California 92037
+1 760.315.7734
www.goodiobco.com
4lo=
L — Submitted April 19, 2023 via PlanetBids
"�' City of Santa Ana
Iril:34:Eel a f]019: 101161
Cover Page 1
Table of Contents 2
Cover Letter 3
Proposal 4-18
SERVICES PROVIDED 4
FIRM & TEAM EXPERIENCE 4-5
WORK PLAN 5-7
ATTACHMENTS
Proposer's Certification, Pricing (A)
8
References (B)
9
Proposer's Statement (C)
10
Non -Collusion Affidavit (D)
11
Non -Lobbying Certification (E)
12
Non -Discrimination (F)
13-14
Cost Proposal Form (G)
15
Resumes
16-17
2
Lori Schnaider, Operations Manager
City of Santa Ana — Human Resources Department
20 Civic Center Plaza
Santa Ana, CA 92701 April 19, 2023
SUBJECT: REQUEST FOR PROPOSALS — TEMPORARY STAFFING SERVICES NO. 23-051
In response to RFP 23-051, and in accordance with the accompanying forms, instructions, and submittal
requirements, The Good Job Company offers to perform and complete the work as specified in the bid
packet.
For the purpose of this proposal we are only including attachments that require information, entry, or
other data; however, we acknowledge receipt, review, understanding, and acceptance of the documents
in their entirety, including one addendum.
This proposal will be in effect for 180-days after the due date. If recommended for contract award, we
will provide you with required Certificates of Insurance. Further, we agree to deliver the City's prepared
Contract together with COls within ten calendar days after receipt of Notice of Award.
The Good Job Company is an Equal Opportunity Employer and fully compliant with all government
regulations regarding nondiscriminatory employment practices and the Department of Homeland
Security's e-Verify program.
Proposer's Name: The Good Job Company LLC
Business Address: 2850 Sugarman Ct., La Jolla, California 92037
State of California Business Entity Number: 202355513161
Federal Employee Identification Number (EIN): 92-2946400
Phone(s): +1 760.315.7734 or +1 310.279.3670
e-mail address: chian@goodjobco.com or smack@goodjobco.com
3
Services Provided
The Good Job Company is a women -owned business with offices in San Diego and Los Angeles. We are a
SCORE small business partner specializing in staffing and employment across both commercial and
municipal sectors. We fill long and short term vacancies in administration, finance, asset management,
legal, professional, IT, environmental services, and other classifications that are complementary to your
request. We do this by matching the skills and capabilities of talented people with the needs and
readiness of solid opportunities. We rest on the cornerstones of sticktoitiveness, integrity, and customer -
centricity. Above all, we value good jobs in all their forms.
For purposes of this project, GJC will provide Temporary Staffing Services, to be utilized on an as -needed
basis. In our history, our team has served City, County, State and Federal Government agencies, as well as
quasi -governmental not -for -profits. Further description of our services are delineated in the Work Plan.
Firm & Team Experience
The Good Job Company is a federally designated professional services firm, registered as a Limited
Liability Corporation with the California Secretary of State, Dun & Bradstreet, and the General Services
Administration. We have two Full Time Executives, a part time Accountant, a Project Manager, and
outside counsel. We work with third -party suppliers, though not as sub -contractors per se. Rather, we
serve as Primary Contractor and hire -on or retain services as needed to ensure best -in -class delivery. This
is an integral part of small business development, endorsed by both SCORE and the SBA.
Our Principals have more than 20 years' experience in temporary staffing and workforce development,
running programs for some of the biggest names in the industry. We incorporated independently in 2023
out of a sheer desire to do things differently — leaner, smarter, and more transparently. We consider
ourselves to be both advocates and doers, collaborating with partners like you to identify and implement
a range of solutions.
By our very definition as a small, women -owned business, The Good Job Company is diverse and
inclusive. We take these values with us into the field when sourcing candidates and evaluating jobsites
for the efficacy of their own practices.
In 2017, Stephanie and Carol were the first executives in the staffing industry to build a safety program
specifically for housekeeping and maintenance staff, a population that is notoriously inhibited by self -
advocacy. Seeking the input of the California Hotel & Lodging Association, San Diego County Hotel Motel
Association, and Cal/OSHA, we implemented site -based training in three languages across the State,
affecting hundreds of under -represented workers.
The operations side of our business is led by our CEO, Stephanie Mack. Stephanie will be your dedicated
Point of Contact for orders, issue resolution, and all manner of support during the life of your project.
We are attaching the resumes of both our Principals to further explain backgrounds, abilities, and
experience in conducting the proposed activities.
4
Stephanie and her team also manage your Scope of Work to:
Provide temporary staffing services for specified classifications
Provide staffing services for additional classifications
Review and post job titles, descriptions, and qualifications
Ensure proper wage rates
Pre-screen personnel before making a referral
Ensure candidates have the required skills, education, and experience
Confirm job orders, supply resumes, and schedule interviews
Email Notice to Assign at least 1-day prior to start
Onboard temporary associates on their first day, making introductions
Maintain a bench of candidates that can be mobilized more urgently
Provide quality reviews with the City Day 1, Day 15, and Day 27 plus quarterly thereafter, which
include reporting of:
Number of temporary workers hired
Number of hours worked per temporary staff during reporting period, by name
Number of hours worked per classification citywide
Department to which temporary worker was assigned
Billing rate for each temporary worker
Sum per criteria above
Annual Report which includes grand totals of each of the criteria in Quarterly Reports
Orient Associates to safety and timekeeping standards
Provide weekly logs documenting time worked and reflecting 9/80, 5/40 hours
Manage payroll, withholdings, and benefits
Itemize, review, and submit invoices to the City
Track ACA offers and share consumption reports with the City
Prepare and submit personnel, ad hoc reports as requested
Facilitate the transfer of Associates from other agencies as needed
Coach, remove and replace Associates
Project Manager/Principal Agent
Phone
Email
Stephanie Mack
+1310.279.3670
smack@goodiobco.com
Work Plan
The Good Job Company uses a broad range of recruiting tools to attract talent and can deploy one or
many depending on the assignment. Here are some of the recruitment strategies we use most often:
Feet on the Street — good old-fashioned pavement pounding
Job Fairs — field outreach in a targeted setting
Channel Partners — networking and referrals from other firms, colleges/universities, professional
associations, clubs
Word of Mouth — our strongest candidates are referred by people we know
Job Boards — intelligent advertising; volume plus filters
Advertising — digital, print, and social media
5
Call Center —outbound human -to -human sourcing
Phenom People —Also urcing; geo-targeted data and demographics
We will conduct biometric-based background and reference checks for candidates prior to assignment.
We adhere to federal and state privacy protection laws when conducting backgrounds and supply all
required waivers, authorizations, notices, disclosures and releases. We use several outside companies —
each are registered, licensed investigators and widely respected in our industry. Drug screens are
available in a variety of testing modules and can be administered based on your specifications.
The Good Job Company loves to appreciate our Associates. We host Surprise and Delight activities
throughout the year that include socials, awards/rewards, and celebrations. We also recognize people by
visiting them at work to say thanks and give smiles. Every Associate receives a handwritten card on their
birthday. We provide job coaching and on -going learning. We prepare Associates for advancement on a
meritocratic basis and take every opportunity we can to grow our talent, in both title and compensation.
We are a Give Back Company, meaning we allow Associates one full paid day per year to volunteer in the
community.
Compliance Requirements
The Good Job Company is a serious firm with a serious commitment to compliance. We believe
compliance is a form of rulemaking - that rules allow us to understand what is expected, and what we
can expect in return.
As an employer ourselves, we are beholden to the same laws as you - plus we have an added duty to
safeguard you from liabilities. Towards that end, we follow compliance procedures to a tee. Here are the
most common rules we follow, though there are numerous others with less frequent application:
Fair Labor Standards Act (FLSA) - we provide paid sick leave in accordance with California law.
Intermittent Leave — we allow intermittent leave for family, medical, and military events. This
includes providing interim assignments for people who can work but not in the same capacity as
their permanent position.
Form 1-9 — we verify and report worker eligibility to the Department of Homeland Security by
inspecting documents furnished by applicants and entering data into the e-Verify network within
3-days of start.
Payroll — In addition to sick time accrual, California requires disability insurance. We provide for
this and, of course, abide by minimum, living, and prevailing wages where applicable. We deliver
same day pay at the time of separation from work, picking -up badges, parking/security card,
equipment, material or data, and the worker's personal property— all of which we return to their
respective owners.
Co -Employment — The Good Job Company does not supply recruiting, placement, or contracting
services for Independent Contractors. This policy safeguards us both from misclassifications and
future claims.
Confidentiality — we store applications, references, background checks, drug screens, and triage
logs digitally and in an encrypted environment where it can be retrieved in the event of an audit
only by authorized personnel.
ACA Compliance
The Good Job Company considers employees who work an average of 30-hours per week or 130-
hours in a calendar month to be full-time and use the look -back method for this purpose. We
offer eligible employees and their children, up to age 26, essential coverage under an employer -
sponsored plan made affordable by not exceeding 9.5% of W-2 wages. Each year, we document
usage by filing Forms 1094-C and 1095-C with the IRS and furnishing employees with their own
Form 1095-C.
CITY OF SANTA ANA
ATTACHMENT A
PROPOSER'S CERTIFICATION, PROPOSAL PRICING
Certification - I certify that I have read, understand and agree to the terms and conditions of this Request
for Proposals. I have examined the Scope of Services (Exhibit 1) and am qualified to provide services
being requested as specified herein. I understand and agree that I am responsible for reporting any
errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal.
PROPOSERS STATEMENT: I have read, understood and agree to the terms and conditions on all
pages of the Request for Proposals. Upon request. I will transfer and deliver goods or services to the
City in accordance with said terms and conditions.
The Good Job Company +1 760.315.7734
LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS
2850 Sugarman Ct., La Jolla, CA 92037
BUSINESS ADDRESS
Stephanie Mack President & CEO
PRINTED NAME OF AUTHORIZED AGENT TITLE
S-f CPWIVIle 1yuck 4/19/2023 smack@goodiobco.com
SIGNATURE OF AUTHORIZED AGENT DATE E-MAIL ADDRESS
92-2946400
FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER
(IFAPPLICABLE)
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 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 required. The City reserves the right to contact each of the references listed for additional
information regarding your firm's qualifications.
REFERENCE
Customer Name: On Hands Staffing Mike LaCotti
Contact Individual:
2230 Atlantic Blvd. +1330.104.5586
Address:
Neptune Beach, FL 32266
13.5m
Contract Amount:
Phone Number:
EMAIL: mlacotti@handsonstaffing.com
1999-2019
Year:
Description of supplies, equipment, or services provided.
Temporary Staffing Services at TrueBlue/sourceMaster
REFERENCE Baron Staffing John Woods
Customer Name: Contact Individual'
5301 Whittier Blvd. Suite K-2 +1405.409.4095
Address: Phone Number:
Los Angeles, CA 90022 EMAIL: iwoods@baronstaffing.com
Contract Amount: 35m
Year: 2016-2020
Description of supplies, equipment, or services provided:
REFERENCE
Customer Name; Concord Enterprises Katie Perez
Contact Individual:
Address: 11410 Common Oaks Dr. Phone Number: +1 619.518.9510
Raleigh, NC 27614 EMAU katie.Perez@concordhoteIs.com
Contract Amount: 13.5m
Year: 2018-2019
Description of supplies, equipment, or services provided:
Temporary Staffing Services at sourceMaster
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
;c
_'i' 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.
Firm The Good Job Company I , 'n�
Signed and Printed Name: stepy J AtIle t `t� Stephanie Mack
Title President & CEO
Date 4 19 2023
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
10
CITY OF SANTA ANA
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.
Signed f,_ -N._mr2
Texas
State of , County of
Brazoria
Subscribed jrsworn to (or affirmed) before me on this 19th day of April 20 23 , by
aro Ian , proved to me on the basis of satisfactory evidence to be the person(s)
who appeared before me.
Notary Pubkclsign e
��oi,►'p1�B+P4q` �y� Tyrrell J Cherry
ID NUMBER
5 ] f
_ P a 132769360
9j E+ 1 COMMISSION EXPIRES
11
F
1oINVPA\ November 6, 2024
Notary Public Seal
Notarized online using audio -video communication
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 $1 D0.000 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 suclMack
shall certify and disclose accordingly.
Signed: steep awe Y ack
President & CEO
Title:
The Good Job Company
Firm:
4/19/2023
Date:
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
12
N'�
,�, ) CITY OF SANTA ANA
ATTACHMENT F
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.
1. 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
13
C'`' 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.
B. 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: S+e j?V &qy] « Anc k
Title: President & CEO
Firm: The Good Job Company
Date 4/19/2023
14
EXHIBIT C
COMPENSATION
Consultant's Fee Proposal including hourly rates if applicable
(9) 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
$ 29.11 $ 40.89
g NA
40.46 %
$ 44.32 Same
Accounting Assistant
21.51
30.21
NA 40.46
32.75
Same
$
$
$ ,�
$
o
/o
Legal Secretary
$ 23.63
$ 33.19
$ NA j 40.46 %
$ 35.98
Same %
Office Specialist
$ 21.66
$ 30.42
$ NA 40.46
$ 32,98
Same
Paralegal
$ 30.71
$ 43.14
$ NA 40.46 %
$ 46.76 Same %
Receptionist
17.97 25.24
NA
40.46
27.36
Same
$ $
$
$
a/o
Secretary
$ 19.75
g Z7.74
g NA
40.46 0
/a
$ 30.07
Same Rio
Provide markup percentage rate agency will utilize to negotiate prices for
positions not listed above.
40.46
%
OTHER TECHNICAL. AND PROFESSIONAL CLASSIFICATIONS AS DETERMINED_ LIST CLASSIFICATIONS
IN ALPHABETICAL ORDER.
We are using Workers Compensation Class Code 8810 for these positions. We do
not add a premium for overtime.
Direct Hire Lump Sum Fee
DIRECT HIRE PLACEMENT (Please Explain Below)
$ 20%
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
explain briefly in detail your policy and pricing on the hiring of your temporary workers. Attach additional pages if
required.
The Good Job Company uses a precise and conservative pricing model because we know even small advantages add -up. Instead of rounding,
we use the positions and pay rates you provide, match them with their corresponding comp code multiplier, and reduce the Grass Margin
until we end up with a square 20%after payroll, taxes, General Liability, and workers compensation insurance. Since pay rates are not defined
in your UP, we are using Indeed Research to determine average rates. We are happy to adjust pay rates with no change to the gross margin.
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.