Knoxville's Community Development Corporation Sealed Solicitation

Title: Temporary Employment Services Q2208

Deadline: 6/8/2022 2:00 PM   (UTC-05:00) Eastern Time (US & Canada)

Status: Awarded

Solicitation Number: Q2208

Description: KCDC will receive proposals for the provision of temporary workers as detailed in the solicitation document. Note that your response is to be uploaded as one document on this platform. KCDC has posted a MS Word version of the RFP document for proposers to use in preparing their response.

Documents:

Documents as of 5/18/2022
Temporary Employment Services Q2208 KCDC’s document for proposers to use to submit their proposal.docx
Temporary Employment Services Q2208.pdf
Addition 1

Posted: 5/24/2022

Type of Addition: Addendum

Documents:

Addition 2

Posted: 6/3/2022

Type of Addition: Addendum

Overview: KCDC has been asked "Exhibit G, the 1st column % of fee paid to employee. What does that mean exactly?" KCDC's response is that it means if you are charging KCDC $XX.XX, what percentage of that goes to the employee.

Addition 3

Posted: 6/3/2022

Type of Addition: Addendum

Overview: Proposers-be advised that the question feature on this platform is for the submission of one question at a time. If you have multiple questions, you need to enter them separately.

Addition 4

Posted: 6/9/2022

Type of Addition: In Review

Addition 5

Posted: 9/16/2022

Type of Addition: Award Information

Overview: KCDC has awarded to the three highest scoring proposers: Diskriter, Express Employment and Infojini.

Question 1

Posted: 5/23/2022

Question: Is this a new initiative? If not, please provide the names of the current vendor(s) providing the services.

Response: No this is not a new initiative. The incumbent is Express Employment.

Question 2

Posted: 5/23/2022

Question: Can you please let us know the previous spending of this contract?

Response: Since July 1, 2021, KCDC has expended $34,743 and our need continue to increase for temporary workers.

Question 3

Posted: 5/23/2022

Question: Please confirm if we can get the proposals or pricing of the incumbent(s).

Response: Please see the chart now posted.

Question 4

Posted: 5/23/2022

Question: Are there any pain points or issues with the current vendor(s)?

Response: No. KCDC's maximum award period is five years and thus it is time to rebid this service.

Question 5

Posted: 5/23/2022

Question: Please confirm the anticipated number of awards.

Response: Please see paragraph 1e in the solicitation document.

Question 6

Posted: 5/27/2022

Question: 1. Is there local preference for Bidders? 2. Are out of state bidders seen as a disadvantage to local companies? 3. Are there specific MBE/SBE/DBE/MWBE preference? 4. Are there Incumbent vendors for this contract? 5. Please provide the names of the Incumbent vendors for this contract? 6. Please provide incumbent bid tabulation and/or pricing contract? 7. What is the total spend per incumbent for the duration of the previous contract? 8. What is the total spend per incumbent for the past 12 months of this contract? 9. Can you give the hourly rates for each of the roles requested from the incumbents? 10. Do you have a template/preference to submit Pricing/Rates/Fees? 11. Are pay/bill rate ranges allowed, or are you looking for a single rate per role? 12. Are the roles you are looking to fill able to work remotely? 13. Are the roles you are looking to fill able to work in a hybrid model? 14. Are the roles you are looking to fill must be on site? 15. What is the new budget for year for this RFP? 16. How many roles do you anticipate to recruit for yearly during this contract? 17. What are your most commonly requested positions? 18. Do you require COI attached to RFP submission? 19. Do you require Resumes of candidates attached to the RFP submission? 20. Does the bidder need to be registered with Secretary of State to submit response? 21. Do you accept out of state Good Standing letter and business certifications? 22. Does the dept dictate the pay rates? 23. Are prevailing wages required for RFP? 24. Are vendors required to bid on all positions/categories? 25. Can bidders just respond to certain areas of the RFP and still qualify? 26. How many vendors do you intend to award? 27. What are any challenges or pain points with the present contract vendors? 28. What is the interview process like when accepting resumes? 29. How many interviews happen prior to offer? 30. How long does it take from submitted a resume to interview to offer? 31. How many active contractors are working on this contract currently? 32. Do you intend to move these contractors to new vendors, if the incumbents are not awarded again?

Response: 1. No. 2. No. 3. No. 4. Yes. 5. Express Employment. 6. Already asked-information posted. 7. See posts. 8. See posts 9. See posts. 10. See the solicitation document. 11. See the solicitation document. 12. See the solicitation document but generally no. 13. See the solicitation document but generally no. 14. See the solicitation document but generally yes. 15. Not known 16. Not known. 17. See the solicitation document. 18. See the solicitation document. 19. See the solicitation document. 20. No. 21. Not needed. 22. See the solicitation document. 23. See the solicitation document. 24. No. 25. See the solicitation document. 26. See the solicitation document. 27. None known-See the solicitation document for details of why we are bidding. 28. See the solicitation document. 29. Unknown. 30. Depends on the need, staff capacity and other factors. 31. One. 32. See the solicitation document.

Question 7

Posted: 5/31/2022

Question: RFP selection process 1. Please clarify/validate the total anticipated spend within the scope of this solicitation. If revenue is expected to increase, please provide details. 2. Why is your organization going out to bid? 3. What changes to your current contingent labor program are you looking to make as a result of this RFP process? 4. What factors will you consider the most when making your final vendor selection? 5. Is your expectation that the selected vendor will be the primary/sole supplier with exclusivity? If so, will you allow the selected supplier to utilize subcontractors for sites and/or skill sets that do outside their scope? 6. Will you transition candidates from your current supplier to your new supplier? If so, how many people do you plan to transition? 7. Solicitation Document E, question 2; “Include other information to assist KCDC in the evaluation” is not a clear question. Please clarify what KCDC is requesting in this question Talent roles and usage 1. Please provide detailed job descriptions for all roles. 2. Can you provide the average pay rates per position for 2020? 3. Can you provide a breakdown of annual usage (spend, hours or headcount) for each site? By skill set as well. 4. Please outline your seasonal peaks: What is the timeframe and by what % does the staffing demand increase? 5. Will this RFP include direct hire positions? If so, how many direct hires do you average per month and for what types of positions? 6. What is the average assignment length of your temporary workers by job category/skill set? 7. How often do you hire workers from a temporary-to-hire program? Current program 1. What type of solution do you have in place today? How long has it been in place? 2. How many vendors are you currently working with? 3. What challenges are you experiencing with your current contingent labor program? 4. How many vendors do you plan to select for this RFP? 5. Do you currently have an on-site program? If so, which site(s)? 6. Do you have any locations using part-time workers; if so, which sites? 7. What is the current fulfillment rate on your openings by site? 8. What is the current retention rate of your contingent workforce by site? 9. What are the hours per shift, per site? 10. What percentage of your spend is on Overtime per site? 11. Can paid sick leave, if any, be billed as used? 12. Do you utilize a P-Card for payment? If so, which card? 13. Is automated timekeeping currently utilized for contingent workers? If so, which system? Screening information 1. Please outline your specific background and drug screening requirements. 2. For assignments less than 5 days in length, will background checks/drug tests still be required? 3. Will you require vendors to have results from background/drug screens prior to placement or will employees be able to start with results pending? 4. Do you want all background/drug screen costs included in the bill rate? Or would you prefer to have it billed as a separate pass-through cost? Safety/Risk 1. Please describe the orientation and training process that your hiring managers currently administer to temporary employees, including forklift certification. 2. Please outline your requirements for Personal Protective Equipment (PPE). Which PPE is expected to be provided (paid for) by the vendor? Please indicate which positions require which PPE. 3. Can you please provide your safety record for 2020?

Response: This on-line system is intended to ask one question per entry not-multiple questions in one entry. KCDC requests that you submit these questions as separate questions. Note that it appears several have been previously answered. 1. Please see the previous response to your first question.

Question 8

Posted: 6/3/2022

Question: Do we have to upload single file or multiple files while submission ?

Response: KCDC wants your response uploaded as one single document please.

Question 9

Posted: 6/3/2022

Question: 1. How KCDC will distribute the work amongst different awardees?

Response: Largely upon expertise, availability and cost.

Question 10

Posted: 6/3/2022

Question: 2. Will all 5 awardees get an equal share of the award?

Response: Not necessarily. It will depend upon needs, availability and duration.

Question 11

Posted: 6/3/2022

Question: 3. Please share the current rate and percentage fee being charged by the current vendor.

Response: See previous questions and answers.

Question 12

Posted: 6/3/2022

Question: 4. Is there any subcontracting goal?

Response: No specific goal.

Question 13

Posted: 6/3/2022

Question: 5. Please share the overall budget for this proposal?

Response: There is not a specific budget. KCDC has previously posted (see other questions) past expenditures.

Question 14

Posted: 6/3/2022

Question: 6. Could the KCDC confirm the total no. of FTEs required on this project?

Response: This is unknown. Needs arise as they arise.

Question 15

Posted: 6/3/2022

Question: 1. Regarding the cost section, what do you mean by "% of Fee Paid to Employee"? Do we need to calculate the Pay rate in percent or markup (in %) is being asked? 2. Also, the "Chart" file uploaded seems to have an error in the min and max of executive assistant. Please clarify. 3. The hourly rate ranges asked are all inclusive or not?

Response: This feature is used to submit one question at a time. The answer to your first question is already post-see previous questions and answers. Please re-enter your questions 2 and 3 separately.

Question 16

Posted: 6/3/2022

Question: What are the minimum and maximum hourly pay rates KCDC uses to pay your internally hired staff for each position listed in the RFP?

Response: This information is not readily available at this time.

Question 17

Posted: 6/3/2022

Question: A previous question asked " 32. Do you intend to move these contractors to new vendors, if the incumbents are not awarded again?" and your response said "See the solicitation document." Can you be more specific as I see nothing indicated in the solicitation document?

Response: Apologies for that answer. Any temporary employees already engaged when this award is made will remain in place with the current vendor until the assignment ends.

Question 18

Posted: 6/3/2022

Question: Regarding the cost section, what do you mean by "% of Fee Paid to Employee"? Do we need to calculate the Pay rate in percent or markup (in %) is being asked?

Response: KCDC wants to how what percentage of the hourly rate that you charge us, ends up going to the actual worker.

Question 19

Posted: 6/3/2022

Question: The "Chart" file uploaded seems to have an error in the min and max of executive assistant. Please clarify.

Response: You are correct-sorry for the typo. The figures are reversed.

Question 20

Posted: 6/3/2022

Question: The hourly rate ranges asked are all inclusive or not?

Response: If by all inclusive, you mean the rate is final hourly rate charged to KCDC, the answer is yes. Whatever rate is shown on the chart, is what KCDC expects to see on the resulting invoice.

Question 21

Posted: 6/3/2022

Question: Regarding this question, I cannot see anything specified in the below answers. So please answer that what do you mean by "% of Fee Paid to Employee"? Do we need to calculate the Pay rate in percent or markup (in %) is being asked? Thanks!

Response: KCDC wants to how what percentage of the hourly rate that you charge us, ends up going to the actual worker.

Posted: 5/24/2022

Type of Addition: Addendum

Documents:

Posted: 6/3/2022

Type of Addition: Addendum

Overview: KCDC has been asked "Exhibit G, the 1st column % of fee paid to employee. What does that mean exactly?" KCDC's response is that it means if you are charging KCDC $XX.XX, what percentage of that goes to the employee.

Posted: 6/3/2022

Type of Addition: Addendum

Overview: Proposers-be advised that the question feature on this platform is for the submission of one question at a time. If you have multiple questions, you need to enter them separately.

Posted: 6/9/2022

Type of Addition: In Review

Posted: 9/16/2022

Type of Addition: Award Information

Overview: KCDC has awarded to the three highest scoring proposers: Diskriter, Express Employment and Infojini.

Posted: 5/23/2022

Question: Is this a new initiative? If not, please provide the names of the current vendor(s) providing the services.

Response: No this is not a new initiative. The incumbent is Express Employment.

Posted: 5/23/2022

Question: Can you please let us know the previous spending of this contract?

Response: Since July 1, 2021, KCDC has expended $34,743 and our need continue to increase for temporary workers.

Posted: 5/23/2022

Question: Please confirm if we can get the proposals or pricing of the incumbent(s).

Response: Please see the chart now posted.

Posted: 5/23/2022

Question: Are there any pain points or issues with the current vendor(s)?

Response: No. KCDC's maximum award period is five years and thus it is time to rebid this service.

Posted: 5/23/2022

Question: Please confirm the anticipated number of awards.

Response: Please see paragraph 1e in the solicitation document.

Posted: 5/27/2022

Question: 1. Is there local preference for Bidders? 2. Are out of state bidders seen as a disadvantage to local companies? 3. Are there specific MBE/SBE/DBE/MWBE preference? 4. Are there Incumbent vendors for this contract? 5. Please provide the names of the Incumbent vendors for this contract? 6. Please provide incumbent bid tabulation and/or pricing contract? 7. What is the total spend per incumbent for the duration of the previous contract? 8. What is the total spend per incumbent for the past 12 months of this contract? 9. Can you give the hourly rates for each of the roles requested from the incumbents? 10. Do you have a template/preference to submit Pricing/Rates/Fees? 11. Are pay/bill rate ranges allowed, or are you looking for a single rate per role? 12. Are the roles you are looking to fill able to work remotely? 13. Are the roles you are looking to fill able to work in a hybrid model? 14. Are the roles you are looking to fill must be on site? 15. What is the new budget for year for this RFP? 16. How many roles do you anticipate to recruit for yearly during this contract? 17. What are your most commonly requested positions? 18. Do you require COI attached to RFP submission? 19. Do you require Resumes of candidates attached to the RFP submission? 20. Does the bidder need to be registered with Secretary of State to submit response? 21. Do you accept out of state Good Standing letter and business certifications? 22. Does the dept dictate the pay rates? 23. Are prevailing wages required for RFP? 24. Are vendors required to bid on all positions/categories? 25. Can bidders just respond to certain areas of the RFP and still qualify? 26. How many vendors do you intend to award? 27. What are any challenges or pain points with the present contract vendors? 28. What is the interview process like when accepting resumes? 29. How many interviews happen prior to offer? 30. How long does it take from submitted a resume to interview to offer? 31. How many active contractors are working on this contract currently? 32. Do you intend to move these contractors to new vendors, if the incumbents are not awarded again?

Response: 1. No. 2. No. 3. No. 4. Yes. 5. Express Employment. 6. Already asked-information posted. 7. See posts. 8. See posts 9. See posts. 10. See the solicitation document. 11. See the solicitation document. 12. See the solicitation document but generally no. 13. See the solicitation document but generally no. 14. See the solicitation document but generally yes. 15. Not known 16. Not known. 17. See the solicitation document. 18. See the solicitation document. 19. See the solicitation document. 20. No. 21. Not needed. 22. See the solicitation document. 23. See the solicitation document. 24. No. 25. See the solicitation document. 26. See the solicitation document. 27. None known-See the solicitation document for details of why we are bidding. 28. See the solicitation document. 29. Unknown. 30. Depends on the need, staff capacity and other factors. 31. One. 32. See the solicitation document.

Posted: 5/31/2022

Question: RFP selection process 1. Please clarify/validate the total anticipated spend within the scope of this solicitation. If revenue is expected to increase, please provide details. 2. Why is your organization going out to bid? 3. What changes to your current contingent labor program are you looking to make as a result of this RFP process? 4. What factors will you consider the most when making your final vendor selection? 5. Is your expectation that the selected vendor will be the primary/sole supplier with exclusivity? If so, will you allow the selected supplier to utilize subcontractors for sites and/or skill sets that do outside their scope? 6. Will you transition candidates from your current supplier to your new supplier? If so, how many people do you plan to transition? 7. Solicitation Document E, question 2; “Include other information to assist KCDC in the evaluation” is not a clear question. Please clarify what KCDC is requesting in this question Talent roles and usage 1. Please provide detailed job descriptions for all roles. 2. Can you provide the average pay rates per position for 2020? 3. Can you provide a breakdown of annual usage (spend, hours or headcount) for each site? By skill set as well. 4. Please outline your seasonal peaks: What is the timeframe and by what % does the staffing demand increase? 5. Will this RFP include direct hire positions? If so, how many direct hires do you average per month and for what types of positions? 6. What is the average assignment length of your temporary workers by job category/skill set? 7. How often do you hire workers from a temporary-to-hire program? Current program 1. What type of solution do you have in place today? How long has it been in place? 2. How many vendors are you currently working with? 3. What challenges are you experiencing with your current contingent labor program? 4. How many vendors do you plan to select for this RFP? 5. Do you currently have an on-site program? If so, which site(s)? 6. Do you have any locations using part-time workers; if so, which sites? 7. What is the current fulfillment rate on your openings by site? 8. What is the current retention rate of your contingent workforce by site? 9. What are the hours per shift, per site? 10. What percentage of your spend is on Overtime per site? 11. Can paid sick leave, if any, be billed as used? 12. Do you utilize a P-Card for payment? If so, which card? 13. Is automated timekeeping currently utilized for contingent workers? If so, which system? Screening information 1. Please outline your specific background and drug screening requirements. 2. For assignments less than 5 days in length, will background checks/drug tests still be required? 3. Will you require vendors to have results from background/drug screens prior to placement or will employees be able to start with results pending? 4. Do you want all background/drug screen costs included in the bill rate? Or would you prefer to have it billed as a separate pass-through cost? Safety/Risk 1. Please describe the orientation and training process that your hiring managers currently administer to temporary employees, including forklift certification. 2. Please outline your requirements for Personal Protective Equipment (PPE). Which PPE is expected to be provided (paid for) by the vendor? Please indicate which positions require which PPE. 3. Can you please provide your safety record for 2020?

Response: This on-line system is intended to ask one question per entry not-multiple questions in one entry. KCDC requests that you submit these questions as separate questions. Note that it appears several have been previously answered. 1. Please see the previous response to your first question.

Posted: 6/3/2022

Question: Do we have to upload single file or multiple files while submission ?

Response: KCDC wants your response uploaded as one single document please.

Posted: 6/3/2022

Question: 1. How KCDC will distribute the work amongst different awardees?

Response: Largely upon expertise, availability and cost.

Posted: 6/3/2022

Question: 2. Will all 5 awardees get an equal share of the award?

Response: Not necessarily. It will depend upon needs, availability and duration.

Posted: 6/3/2022

Question: 3. Please share the current rate and percentage fee being charged by the current vendor.

Response: See previous questions and answers.

Posted: 6/3/2022

Question: 4. Is there any subcontracting goal?

Response: No specific goal.

Posted: 6/3/2022

Question: 5. Please share the overall budget for this proposal?

Response: There is not a specific budget. KCDC has previously posted (see other questions) past expenditures.

Posted: 6/3/2022

Question: 6. Could the KCDC confirm the total no. of FTEs required on this project?

Response: This is unknown. Needs arise as they arise.

Posted: 6/3/2022

Question: 1. Regarding the cost section, what do you mean by "% of Fee Paid to Employee"? Do we need to calculate the Pay rate in percent or markup (in %) is being asked? 2. Also, the "Chart" file uploaded seems to have an error in the min and max of executive assistant. Please clarify. 3. The hourly rate ranges asked are all inclusive or not?

Response: This feature is used to submit one question at a time. The answer to your first question is already post-see previous questions and answers. Please re-enter your questions 2 and 3 separately.

Posted: 6/3/2022

Question: What are the minimum and maximum hourly pay rates KCDC uses to pay your internally hired staff for each position listed in the RFP?

Response: This information is not readily available at this time.

Posted: 6/3/2022

Question: A previous question asked " 32. Do you intend to move these contractors to new vendors, if the incumbents are not awarded again?" and your response said "See the solicitation document." Can you be more specific as I see nothing indicated in the solicitation document?

Response: Apologies for that answer. Any temporary employees already engaged when this award is made will remain in place with the current vendor until the assignment ends.

Posted: 6/3/2022

Question: Regarding the cost section, what do you mean by "% of Fee Paid to Employee"? Do we need to calculate the Pay rate in percent or markup (in %) is being asked?

Response: KCDC wants to how what percentage of the hourly rate that you charge us, ends up going to the actual worker.

Posted: 6/3/2022

Question: The "Chart" file uploaded seems to have an error in the min and max of executive assistant. Please clarify.

Response: You are correct-sorry for the typo. The figures are reversed.

Posted: 6/3/2022

Question: The hourly rate ranges asked are all inclusive or not?

Response: If by all inclusive, you mean the rate is final hourly rate charged to KCDC, the answer is yes. Whatever rate is shown on the chart, is what KCDC expects to see on the resulting invoice.

Posted: 6/3/2022

Question: Regarding this question, I cannot see anything specified in the below answers. So please answer that what do you mean by "% of Fee Paid to Employee"? Do we need to calculate the Pay rate in percent or markup (in %) is being asked? Thanks!

Response: KCDC wants to how what percentage of the hourly rate that you charge us, ends up going to the actual worker.