On-Demand Staffing Services

CONSULTANT REGISTRATION FORM
If you plan on submitting a Proposal for this project, please complete this registration
form and e-mail it to Ana Chua, Sr. Contract Administrator at
Ana.Chua@seattlehousing.org so that you can be contacted directly if necessary.
SEATTLE HOUSING AUTHORITY
RFP Solicitation No. 6159
On-Call On-Demand Staffing Services
Name of Firm: _____________________________________
Business Address: _________________________ _________
__________________________________
__________________________________
Contact Information:
Name: __________________________________________
Title: ___________________________________________
Telephone #: __________________
e-mail: _________________________________________
Thank you.

REQUEST FOR PROPOSALS
(SOLICITATION NO. 6159)
for
On-Call On Demand Staffing Services
TABLE OF CONTENTS
A. INTRODUCTION ...................................................................................................... 1
B. SUBMITTAL REQUIREMENTS ............................................................................... 2
C. SCOPE OF WORK .................................................................................................. 4
D. INFORMATION TO BE PROVIDED IN YOUR PROPOSAL ................................... 7
E. CONSULTANT EVALUATION CRITERIA .............................................................. 8
F. SELECTION PROCESS .......................................................................................... 9
G. CONTRACT NEGOTIATIONS ............................................................................... 10
H. ADMINISTRATIVE INFORMATION ...................................................................... 10
ATTACHMENTS:
A. FORMS:
* Vendor Fact Sheet
* Suspension and Debarment Compliance Certificate
B. INFORMATIONAL EXHIBITS:
* HUD Section 3 Information and Section 3 Forms
RFP Issued On: Proposal Due:
Tuesday, March 24, 2026 4:00 PM PT Thursday, April 23, 2026

Seattle Housing Authority
Request for Proposals (Solicitation No. 6159)
On-Call On Demand Staffing Services
A. INTRODUCTION
1) General: The Seattle Housing Authority is seeking a staffing agency that can support
our workforce needs by providing reliable, qualified candidates for a variety of roles.
Our goal is to partner with a team that understands our operational priorities, responds
quickly to changing demands, and delivers well screened talent for temporary
positions. We value efficient communication, industry expertise, and a streamlined
hiring process that helps us maintain productivity while ensuring strong alignment with
our organizational standards and culture.
2) Seattle Housing Authority Background: SHA is an independent public corporation
providing long-term, low-income rental housing and rental assistance to more than
38,000 people in the city of Seattle. We believe in providing more than housing for our
tenants, and we partner with many organizations to offer an array of services and
community activities to help those we serve improve their lives. The majority of SHA's
funding is federal, through the U.S Department of Housing and Urban Development
(HUD). Other income includes rent revenue and non-HUD public and private grants.
SHA operates according to the following Mission and Values:
Our Mission
The mission of the Seattle Housing Authority is to enhance the Seattle community
by creating and sustaining decent, safe and affordable living environments that
foster stability and increase self-sufficiency for people with low incomes.
Our Values
As stewards of the public trust, we pursue our mission and responsibilities in a
spirit of service, teamwork, and respect. We embrace the values of excellence,
collaboration, innovation, and appreciation.
SHA owns and operates more than 8,500 housing units at nearly 400 sites throughout
the city. SHA also administers approximately 12,000 Housing Choice Vouchers,
enabling low-income residents to receive rental assistance throughout the Seattle
housing market. SHA, an independent public corporation established in 1939, is
governed by a seven-member Board of Commissioners, two of whom are SHA
residents. Commissioners are appointed by the Mayor and confirmed by the City
Council. More information is available at seattlehousing.org.
3) Women and Minority Business Enterprise (WMBE) Inclusion: SHA requires
proposers to make good-faith efforts to meet SHA's 14% aspirational WMBE goal and
provide meaningful opportunities to WMBE firms to participate in the direct
performance of commercially useful work as part of the proposed Project Team.
SHA Solicitation No. 6159 1 | Pa g e
Last Revised 06-27-25

4) Cooperative Purchasing: RCW 39.34 allows cooperative purchasing between
public agencies (political subdivisions) in the State of Washington. Public agencies
that file an Interlocal Joint Purchasing Agreement with SHA may also wish to procure
the services herein offered by the successful party. The successful party shall have
the option of extending its offer to SHA to other agencies for the same cost, terms and
conditions.
SHA does not accept any responsibility for agreements, contracts or purchase orders
issued by other public agencies to the successful party. Each public agency accepts
responsibility for compliance with any additional or varying laws and regulations
governing purchase by or on behalf of the public agency. SHA accepts no
responsibility for the performance of the successful party in providing services to other
public agencies, nor any responsibility for the payment price to the successful party
for other public-agency purchases.
B. SUBMITTAL REQUIREMENTS
Schedule:
Activity Location Day Date Time
Pre-
Submittal N/A
Meeting
Deadline
4:00 PM
for By Email Monday April 6
PDT
Questions
SUBMITTAL DEADLINE AND DELIVERY INFORMATION
E-Mail to: Ana.Chua@seattlehousing.org 4:00 PM
Thursday April 23
PDT
Questions: Questions must be in writing and sent prior to the Deadline for Questions
date and time shown above. Submit your questions to Ana Chua at
Ana.Chua@seattlehousing.org.
Addenda: In the event there are changes or clarifications to this RFP, SHA will issue
an addendum. Addenda will be published on SHA's website at Do business with us |
Seattle Housing Authority. It is the responsibility of proposers to check this website
before submitting and downloading any addenda issued. If you are unable to
download the addenda, you may e-mail the Contract Administrator, Ana Chua at
Ana.Chua@seattlehousing.org to have a copy of the addenda mailed or e-mailed
to you.
Pre-Submittal Meeting: Proposers are strongly encouraged to attend a Pre-
Submittal Meeting at the date and time indicated above.
Submittal: The deadlines given above are firm as to place, date, and time. SHA will
not consider any proposal received after the deadline.
All proposals should be clearly marked when e-mailed to avoid any confusion about
recording arrival dates and times. Proposers should take this practice into account
and submit their materials early to avoid any risk of ineligibility caused by
SHA Solicitation No. 6159 2 | Pa g e
Last Revised 06-27-25

unanticipated delays or other delivery problems. NOTE: A faxed or hand delivered
proposal is not acceptable.
All proposals received will become the property of the Seattle Housing Authority and
will not be returned to the Proposer.
Proposals shall be submitted electronically via email and limited to a maximum of 6
pages single sided in no smaller than 11-point font on 812" by 11" sheets. The
following are NOT INCLUDED in the page limit mentioned above: your cover letter,
vendor fact sheet, resumes, the Suspension and Debarment Certificate, and any
applicable Section 3 form(s). Your cover letter should express your interest in
performing the work. A principal or officer of the firm authorized to execute contracts
or other similar documents on the firm's behalf must sign the letter.
1) Required number of copies: Proposers responding to this RFP shall submit their
proposal to the e-mail address indicated above. The following items/forms are
to be submitted as a separate file and not included in your Proposal. Do not
include these items/forms in the proposal.
* Price / Rates
* Vendor Fact Sheet
* Suspension and Debarment Compliance Certificate
* Any applicable Section 3 Form(s)
* Suspension and Debarment Compliance Certificate for Sub-Consultants
(from 5165)
* Certifications and Representations of Offerors (form HUD-5369-C) (from
5165)
2) Proprietary Proposal Material:
Any records or materials submitted to SHA in response to this RFP become public
records under Washington State law (see RCW Chapter 42.56, the Public
Disclosure Act, at https://apps.leg.wa.gov/rcw/default.aspx?cite=42.56). Public
records must be promptly disclosed upon request unless a statute exempts
disclosure. Exemptions from disclosure include trade secrets and valuable
formulas (see RCW 42.56 and RCW Ch. 19.108); however, public disclosure
exemptions are narrow and specific. Proposers are expected to be familiar with
any potentially-applicable exemptions, and the limits of those exemptions.
Proposers are obligated to separately bind and clearly mark as "proprietary"
information any proposal records they believe are exempted from disclosure. The
body of the proposal may refer to these separately-bound records. Proposers
should mark as "proprietary" only that information they believe legitimately fits
within a public-disclosure exemption. SHA may reject solicitation responses that
are marked proprietary in their entirety.
If SHA receives a public disclosure request for records that a Proposer has marked
as "proprietary information," SHA may notify the Proposer of this request and
postpone disclosure briefly to allow the Proposer to file a lawsuit under RCW
42.17.330 to enjoin disclosure; however, this is a courtesy of SHA and not an
obligation.
SHA Solicitation No. 6159 3 | Pa g e
Last Revised 06-27-25

SHA has no obligation to assert an exemption from disclosure. If the Proposer
believes that its records are exempt from disclosure, the Proposer is obligated to
seek an injunction under RCW 42.56. By submitting a proposal, the Proposer
acknowledges this obligation; the Proposer also acknowledges that SHA will have
no obligation or liability to the Proposer if the records are disclosed.
3) Cost of Preparing Proposals: SHA will not be liable for any costs incurred by
the Proposer in the preparation and presentation of proposals submitted in
response to this RFP including, but not limited to, costs incurred in connection with
the Proposer's participation in demonstrations and the pre-proposal conference.
4) Rights Reserved by SHA: SHA reserves the right to waive as an informality any
irregularities in submittals and/or to reject any or all proposals. SHA requests that
companies refrain from requesting public disclosure of selection information until
a contract has been executed as a measure to best protect the solicitation process,
particularly in the event of a cancellation or re-solicitation. With this preference
stated, SHA shall continue to properly fulfill all public disclosure requests for such
information as required by State Law.
C. SCOPE OF WORK
SHA is seeking professional temporary staffing services to be provided on as needed
basis. The selected Consultant will provide temporary staffing services for a variety of
administrative and technical positions at Seattle Housing Authority (SHA). Temporary
assignments will be filled to backfill vacant positions, assist with special projects or
manage workloads. SHA is looking for temporary staffing services in the following
classifications but not limited to: Administrative, Information Technology, Accounting
and Clerical. The selected Consultant should have experience in placing staff in the
Seattle metropolitan area and a local office is highly preferred in order to provide the
level of customer service expected by SHA.
The selected Consultant shall provide:
1. Staffing Services
Temporary assignments will vary in duration.
a. The Consultant will conduct a phone or in-person interview with each candidate prior
to referring to SHA for an assignment.
b. The Consultant is to assess computer skills to determine expertise in Microsoft Office
software and ability to learn other software systems. The candidate must be
knowledgeable in using Outlook, Word, and Excel (if needed). Additionally, the
Consultant will assess other technical skills and experience based on SHA's job
request.
c. The Consultant will perform screening and review criminal background checks of
candidates prior to placement with SHA. Background checks must comply with Equal
Employment Opportunity Commission (EEOC) guidance, Fair Credit Reporting Act
(FCRA) requirements, and state law. The cost of this service shall be incurred by the
Consultant.
SHA Solicitation No. 6159 4 | Pa g e
Last Revised 06-27-25

The individual assessment will follow the Equal Employment Opportunity
Commission's (EEOC) recommended factors. These factors provide the starting point
for analyzing how specific criminal conduct may be linked to particular positions:
* The nature and gravity of the offense or conduct.
* The time that has passed since the offense, conduct and/or completion of the
sentence.
* The nature of the job held or sought.
* Responsibilities relating to vulnerable adults and children.
If driving is required for the assignment, the Consultant will obtain a copy of the
candidate's Driver's Abstract for SHA's Risk Management staff to make a
determination on whether or not the candidate has an insurable driving record.
d. The Consultant will refer qualified candidates to SHA and provide at least two (2)
resumes with bill rates for SHA's consideration for each temporary assignment within
two (2) business days, unless otherwise agreed upon. SHA will attempt to provide the
Consultant with sufficient time for a response. On occasion, SHA may require a one
(1) business day turnaround.
e. For hardtofill positions, SHA may allow up to five (5) business days to locate a
candidate. If no suitable candidate is identified, SHA may cancel the request or utilize
another Consultant.
f. SHA may require the Consultant to coordinate interviews between SHA staff and
candidates.
g. Removal of temporary employee: SHA may request removal of a temporary
employee for performance issues, safety concerns, or noncompliance. The
Consultant must retrieve badges, keys, equipment, and personal items. Consultant
must notify SHA within one (1) business day if an employee resigns or becomes
unavailable.
h. A dedicated account representative must be assigned to SHA.
i. Assist SHA with the process of hiring a temporary employee into a permanent position
or with direct hire placements.
j. If a temporary employee's assignment extends beyond the contract expiration date,
the Consultant shall continue to provide the employee through the end of that
individual's assignment under the existing terms and conditions, unless SHA directs
otherwise.
2. Employment Status and Compliance
a. The Consultant is the employer of record for all temporary personnel.
b. Responsible for wages, payroll taxes, benefits, workers compensation, unemployment
insurance, paid sick leave, and all employer obligations.
c. Compliance with FLSA, I-9, and all federal/state employment laws is required.
SHA Solicitation No. 6159 5 | Pa g e
Last Revised 06-27-25

d. Onboarding: Consultant provides basic onboarding including conduct expectations,
confidentiality, safety, and job-specific requirements.
3. Confidentiality and Conflict of Interest
a. Consultant must ensure temporary employees protect SHA data, resident information,
and confidential records.
b. Consultant must disclose any conflicts of interest.
4. SHA Right to Modify or Cancel:
SHA may modify duties, extend or shorten the assignment, or terminate without penalty.
5. Reporting Requirements
Invoices are to be separated by SHA supervisor and submitted electronically to SHA's
Accounts Payable Portal at https://invportaladmin.seattlehousing.org/ in a PDF format.
The following information must be included:
* Company name, address, and contact information
* Our contract number
* Invoice number and date
* Date(s) of service
* Number of hours
* Pricing per unit of service
* Extended price
* Total amount due
* The names of the employer and supervisor
* Copy of timecard(s) with approval from the employee and supervisor
6. Fee Structure
Bill rates for temporary employees may be negotiated upon selection based on the
assignment requirements and the candidate's qualifications.
The Consultant will provide a 100% guarantee on their placement for the first eight (8)
hours of the assignment. If for any reason, SHA is not satisfied with the temporary
employee, the Consultant will remove the temporary employee and there will be no
charge.
7. Temporary to Permanent Fees
Conversion fees are calculated based on the number of hours worked on assignment with
SHA. There will be no conversion fee to SHA to hire a temporary employee after they
have worked 520 hours or more on assignment.
8.Direct Hire Fee and Guarantee
The direct hire fee is 15% of the candidate's annual salary. In the event, the candidate
separates employment within the first 90 days of employment, and the termination was
not due to layoff or reduction in force, the Consultant will provide a suitable replacement
without additional charge. If the Consultant is unable to find SHA a suitable candidate
within 30 days, the direct hire fee will be fully refunded to SHA.
SHA Solicitation No. 6159 6 | Pa g e
Last Revised 06-27-25

D. INFORMATION TO BE PROVIDED IN YOUR PROPOSAL
Response / Proposal Content: To facilitate evaluation, proposals should address
and be organized in the order of the outline given below and include the following
information:
1) Cover Letter
2) Address each of the evaluation criteria below:
* Relating to Criterion 1: Women and Minority Business (WMBE)
Inclusion Plan:
Provide a detailed Inclusion Plan describing your good-faith efforts to meet the
aspirational WMBE goal and provide meaningful opportunities to WMBE firms to
participate in the direct performance of commercially useful work as part of the
proposed Project Team. Your Plan must also include, if applicable, pre-award
commitments or agreements with your named WMBE, Subconsultants, and/or
Project Team members' firm(s).
* Relating to Criterion 2: Staffing Experience:
Provide detailed information demonstrating your agency's staffing experience,
organizational capacity, and your ability to successfully deliver temporary staffing
services within the Seattle metropolitan area.
* A list of the positions your agency most frequently places for temporary
assignments.
* A description of your agency's experience placing temporary staff in the
Seattle metropolitan area, including clients served, industry specializations, and
years of regional experience.
* A brief company overview including number of key employees, years in
operation, organizational structure, and any certifications or affiliations.
* Relating to Criterion 3: Recruitment Method
The following section requests a comprehensive description of your recruitment,
screening, and placement process. Your response should clearly demonstrate
how your agency identifies, evaluates, and submits qualified candidates in a
timely and consistent manner.
* Methods used to identify and attract candidates.
* Screening procedures such as skills testing, reference checks, background
checks, and interview methods.
* A detailed timeline for standard, expedited, and hard-to-fill role placements.
* Communication practices with clients to ensure timely candidate identification
and issue resolution.
* Technology or tools used in recruitment, screening, and communication.
* Relating to Criterion 4. Billing/Invoicing:
Provide an overview of agency's billing procedures and sample documentation.
This section will be used to assess the clarity, accuracy, and reliability of your
financial and administrative process.
* A clear outline of the agency's billing cycle and invoice processing timelines.
* A sample invoice showing rate, hours, extended totals, and charges.
* A sample timecard or electronic timekeeping report.
* A description of the agency's procedures for resolving invoice discrepancies
or disputed hours.
SHA Solicitation No. 6159 7 | Pa g e
Last Revised 06-27-25

* Relating to Criterion 5. Fee Structure: Provide in detail your fee structure
including pricing for temporary, temporary into permanent, direct hire placements
and any guarantees. All rates should include fees or discounted rates wherever
possible.
The following information will be used to evaluate your agency's pricing model,
transparency, and cost competitiveness.
* Provide a complete breakdown of all fees and rate structures associated with
temporary staffing, conversions, and direct hire placements.
* Bill rates or markup structure for temporary staffing.
* Temporary-to-permanent conversion fee schedule, including hour thresholds
or waivers.
* Direct hire placement fee structure, percentage of annual salary, and
guarantee terms.
* Any discounts, administrative fees, additional charges, overtime rules, or
cost-saving options.
* Confirmation that all rates include applicable fees and overhead.
3) Provide resumes for the key personnel named in your response.
4) Include a list of at least three references for whom the firm or team members have
performed similar work in the last five years (including agency or business name
of client, contact person, address, telephone number and e-mail address if
available.)
E. CONSULTANT EVALUATION CRITERIA
Consultants' submittals will be evaluated based on the criteria listed in this section
and further described in Section D above. In preparing the submittal to SHA, it is
important for proposers to clearly demonstrate their expertise in the areas described
in this document. Because multiple areas of expertise are required for successfully
performing this project, the Consultant, either through in-house staff or sub-
consultants, must demonstrate expertise and have available adequate numbers of
experienced personnel in all of the areas described.
Consultants are encouraged to identify and clearly label in their submittal how each
criterion is being fully addressed. Evaluation of responses to this RFP will be based
only on the information provided in the submittal package, and if applicable,
interviews, and reference responses. SHA reserves the right to request additional
information or documentation from the firm regarding its submittal documents,
personnel, financial viability, or other items in order to complete the selection process.
In submitting a proposal, the Consultant and any sub-consultants agree that any costs,
prices, hourly rates proposed shall be valid for a minimum of 90 days from the proposal
due date.
SHA Solicitation No. 6159 8 | Pa g e
Last Revised 06-27-25