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Home My WebLink AboutMINUTES - 09221987 - 2.4 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA Adopted this Order on _September 22, 1987, by the following vote: AYES: Supervisors Fanden, Schroder, Torlakson, McPeak NOES: None ABSENT: Supervisor Powers ABSTAIN: None ------------------------------------------------------------------ ------------------------------------------------------------------ SUBJECT: Temporary Help Contracts The Board considered the recommendation of the Director of Personnel to approve the contract with Diversified Personnel Services, Inc. , for temporary help, as set forth in the attached report. Miles Miller, Bay Temporary, Inc. , 877 Ygnacio Valley Road, Walnut Creek 94596, commented on the methodology used in reviewing proposals submitted by various companies offering temporary personnel services. He advised that he believes that low bidders and companies with offices located in Contra Costa County should have some preferential consideration in the selection and award of a contract. Bruce Klimoski, Diablo Personnel Services, 3529 Torino Way, Concord, urged the Board to not approve the recommendation of the Personnel Director. He concurred with the comments of Mr. Miller. Harry Cisterman, Personnel Director, advised that the current bid selection process seeks to insure that the agencies selected can provide quality temporary help service in quantities sufficient to meet the needs of the County' s large, complex workforce. He further advised that the County expects well-qualified, skilled employees for each assignment, rapid positive resonses in filling orders, good office controls and procedures for contractual limitations, payroll and invoicing. Mr. Cisterman briefly outlined the criteria used in evaluating the proposals. He requested the Board to award the contract to Diversified Personnel Services and continue to award contracts on the basis of ability to provide the service needed at a reasonable cost as recommended by staff after careful review of bid proposals. Board members considered the recommendations of the Personnel Director and the comments of the speakers. Therefore, IT IS BY THE BOARD ORDERED that the temporary help contract with Diversified Personnel Services, Inc. , is APPROVED as recommended. IT IS FURTHER ORDERED that the Internal Operations Committee is REQUESTED to review the policy on the selection and award of contracts. hereby certify that this is a true and correctcopy of an action taken and entered on the minutes of the Board of Supervirs on the date shown. ATTESTED. -�-- _- ��i If PHIL BATCHELOR, Clerk of the Board cc: Internal Operations Committee of Supervisors d County Administrator County Administrator Personnel Director (� ,Deputy I • s t ''-- To: BOARD OF SUPERVISORS 004 FROM: Harry D. Cisterman, Director of Personnel Contra By: Sue Beadle, Administrative Services Officers Costa DATE: August 14, 1987 County SUBJECT: Temporary Help Contracts SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATION APPROVE of temporary help contract for the period October 1, 1987 to June 30, 1989, with fiscal year payment limit of $ 250,000. with the following named contractor: Diversified Personnel Services, Inc. AUTHORIZE the Director of Personnel to execute said contract on behalf of the County. AUTHORIZE the Director of Personnel or his designee to request the provision of temporary help from time to time by the contractor. BACKGROUND The County frequently requires temporary help to assist County agencies, departments, or offices during peak loads, temporary absences and emergency situations. If it is in the economic interest of the County to provide such temporary help by contract with temporary help firms since they include all insurance coverages in their rates, thus reducing future County liabilities. Temporary help obtained under these contracts may not be used in place of employees in the case of a labor dispute or for more than 90 days for any single instance of peak load, temporary absence or emergency situation, as governed by state law. CONTINUED ON ATTACHMENT: _ YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS 1 REBY CERTIFY THAT THIS IS A TRUE UNANIMOUS (ABSENT AND C RECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENT D ON THE MINUTES OF THE BOARD ABSENT: ABSTAI OF SUPERVI S ON THE DATE SHOWN. CC: ATTESTED Co y Administrator PHIL BATCH ELO CLERK OF THE BOARD OF udi tor-Controller SUPERVISORS AND OUNTY ADMINISTRATOR Personnel Contractors via Personnel BY ,DEPUTY M382/7-83 Contra „ Personnel Department CostaAdministration Bldg. 651 Pine Street County Martinez, California 94553-1292 DATE: September 17, 1987 TO: Members of the Board of Supervisors VIA: Phil Batchelor, County Administrator FROM: Harry D. Cisterman, Director of Personnel BY: Sue Beadle, Administrative Services Officer SUBJ: Contracted Temporary Help Diablo Personnel Services was among twenty-nine (29) bidders for providing contracted temporary help services to the County for FY 87-88 and 88-89. They have raised an issue before the Board of Supervisors relative to the temporary help contract bid and selection process. Generally, Diablo Personnel Services would like the Board to "adopt a policy of issuing contracts to the lowest bidders in all cases where multiple awards are made for the same service or product", and then that they be awarded a contract to provide temporary help services to the County. When the County first contracted for temporary help, our major concern was "cost", almost to the exclusion of other factors. However, our early experiences demonstrated that the decision to enter into a contract based only on the lowest bid was a mistake. Low bid contractors often had problems fulfilling our orders for contracted temporary help in an efficient manner with qualified, skilled employees. As far as we can determine, low bidders were of two kinds: (1) large agencies who could afford to take a "short-term" loss to get a contract with the County; (2) small businesses with very low overhead. Problems occurred with both: large agencies were prone to give the County low priority in providing good service when compared to other companies which were paying a higher fee and then attempted to substantially raise their rates mid-contract or in a new contract year; small agencies (including Diablo Personnel Services with whom we once contracted) were generally unable to recruit sufficient numbers of qualified, skilled workers to provide contracted temporary help to the County's many work locations and shifts on an efficient basis. Thus, our current bid selection process seeks to insure that we select agencies that can provide quality temporary help service in quantities sufficient to meet the needs of the County's large, complex workforce. Each agency must convince us, on the basis of their bid proposal and any further discussions, that they can adequately service our needs (i .e. offices in locations ranging from Richmond to Brentwood and other locations in between, as well as varied job classifications and shift assignments) . Additionally, we expect well-qualified, skilled employees for each assignment, rapid positive responses in filling orders, good office controls and procedures for contractual limitations, payroll and invoicing. ]Microfilmed with Board carr Board of Supervisors -2- September 17, 1987 We reviewed the 29 bid proposals in detail , considering not only cost, but also such factors as the firms' recruiting program; their recruiting and service areas; their employee benefits and incentives; the quality of their bid proposal ; their corporate history and financial base; their references with particular emphasis on other public agencies' experiences; their employee testing and skill assessment; their office and payroll processing and automation as it fits into the County's needs; and our experiences with various contract temporary help agencies. When we did contract with Diablo Personnel Services a number of years ago, departmental complaints were numerous, ranging from employees provided without the skills necessary to perform the work, to very slow response to requests to fill work orders, to no one availablg to work in that job category. Frankly, when temporary help is needed, it is often critical and urgent, with no time to devote to training. A skilled employee requested at 4:00 p.m. one afternoon is often needed at 8:00 a.m. the next day or sooner. Without such contract performance, "low bid" cannot, by cost alone, meet the County's needs. Diablo's bid proposal indicates that they had only 350 different employees working as "temps" last year. Their letter to the Board on July 14, 1987 implies that they do not expect to be able to fill every order placed with them. Both these items indicate that we should not expect Diablo Personnel Services to be competitive with chosen contractors and the level of service we need from contracted temporary help vendors. Thus, on the basis of a combination of factors and experiences, four agencies were chosen for contracts with the County: Apple One, Manpower, Temporary Skills Unlimited and Diversified. The first three were current contractors, while the last is an addition to our contractor pool on the basis that they were evaluated as the best of the bidders and make a valuable addition to the County contracted temporary help vendors. Diablo Personnel Services, along with other former contractors, including Kelly Services, Adia Temporary Services and Olsten was not considered competitive in this bidding process and was not selected for a contract at this time. We recommend that the Board of Supervisors adopt the proposed contract with Diversified Personnel Services and continue to award contracts on the basis of ability to provide the service needed at a reasonable cost as recommended by staff after careful review of bid proposals. HDC:SB/jl Microfilmecl with boezrd order