TEMPORARY EMPLOYMENT SERVICES

CITY OF BARTLETT
6 4 0 0 S T A G E R O A D
BARTLETT, TENNESSEE 38134
David Parsons, Mayor
Steve Sones, Chief Administrative Officer
Dick Phebus, Finance Director
Matt Crenshaw, Director of Public Works
REQUEST FOR PROPOSALS
RFP #FY2026-03-016
DUE: Thursday, May 28, 2026, no later than 2:00 p.m. (CST)
TEMPORARY EMPLOYMENT SERVICES
(CITYWIDE)
The City of Bartlett is seeking proposals from qualified employment agencies to
provide seasonal and/or temporary employees as per the detailed requirements.
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TEMPORARY EMPLOYMENT SERVICES
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TABLE OF CONTENTS
I. INTRODUCTION
II. MINIMUM PROPOSER REQUIREMENTS
III. CORRESPONDENCE
IV. PROPOSAL SCHEDULE
V. PROPOSAL CONDITIONS
VI. GENERAL REQUIREMENTS AND INFORMATION
VII. SCOPE OF WORK
VIII. CONTRACT REQUIREMENTS
IX. PROPOSAL SUBMISSION
X. PROPOSAL EVALUATION AND AWARD
APPENDICIES
A. DETAILED SPECIFICATION COMPLIANCE SHEETS
B. REFERENCE SHEET
C. DRUG AFFIDAVIT
D. CONTRACT MONITORING AND TITLE VI FORM
E. PUBLIC ACTS 817 FORM
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I. INTRODUCTION
The City of Bartlett ("City") is seeking proposals from qualified employment agencies for the purpose
of providing Temporary Employment Services as described in this RFP as the "Services". This
Request for Proposal ("RFP") is being released to invite professional and qualified companies to prepare
and submit proposals in accordance with instructions provided where the successful candidate(s) will
be selected and invited to enter a contractual relationship with City of Bartlett for the Services outlined
in this RFP. In this RFP, the terms Proposer and Agency are used interchangeably unless the context
indicates otherwise.
II. MINIMUM PROPOSER REQUIRMENT
All Proposers must:
1. Have at least three (3) years previous experience (minimum) of providing Temporary
Employment Services of similar requirements.
2. Have sufficient, competent and skilled staff to perform the Services as required.
3. Have business or municipal references for installations similar to the size and scope of this
RFP.
4. Be an equal employment opportunity employer and abide by Title VI guidelines.
5. Provide proof of the minimum insurance requirements (MANDATORY, please review
closely).
6. Sign and enclose the Public Acts 109 Form. (Appendix E)
7. Include a current, signed W-9 form
III. CORRESPONDENCE
Respondents requesting additional information or clarification are to contact Dick Phebus, Finance
Director, in writing at dphebus@cityofbartlett.org or City of Bartlett, 6400 Stage Road, Bartlett, TN
38134.
Questions should reference the section of the RFP to which the question pertains and all contact
information for the person submitting the questions. IN ORDER TO PREVENT AN UNFAIR
ADVANTAGE TO ANY RESPONDENT, VERBAL QUESTIONS WILL NOT BE ANSWERED.
The deadline for submitting questions will be Thursday, May 21, 2026 by noon. (CDT). These
guidelines for communication have been established to ensure a fair and equitable process for all
respondents.
IV. PROPOSAL SCHEDULE
All proposals must be received at the address listed above no later than May 28, 2026 @ 2:00 p.m.
(CST). Facsimile or e-mailed proposals will not be accepted since they do not contain original
signatures. Postmarks will not be accepted in lieu of actual receipt; proposals received after this deadline
will not be accepted.
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The City may reproduce any of the Proposer's proposal and supporting documents for internal use or
for any other purpose required by law.
V. PROPOSAL CONDITIONS
A. Contingencies - This RFP does not commit the City to award a contract. The City
reserves the right to accept or reject any or all proposals if the City determines it is in the
best interest of the City to do so. The City will notify all Proposers, in writing, if the all
proposals are rejected.
A. Modifications - The City reserves the right to issue addenda or amendments to this
proposal.
C. Proposal Submission - To be considered, all proposals must be submitted in the manner
set forth in this RFP. It is the Proposer's responsibility to ensure that its proposals arrive on or
before the specified time.
D. Incurred Costs - This RFP does not commit the City to pay any costs incurred in the
preparation of a proposal in response to this RFP and Proposers agree that all costs incurred in
developing this RFP are the Proposer's responsibility.
E. Final Authority - The final authority to award a contract rests solely with the City of
Bartlett and the approval by the Mayor and Board of Aldermen.
VI. GENERAL REQUIREMENTS
A. Background - The City of Bartlett has multiple locations throughout the City for grounds
maintenance, yard waste, and household solid waste collection that require seasonal, part-
time employees.
B. Project Time Frame - The initial three-year contract term will begin immediately upon
execution of the contract through June 30, 2029, with the option to renew for two (2)
additional three-year periods beginning July through June with the same terms and
conditions. Renewal is contingent on an agreement of both parties, satisfactory performance
of all criteria and subject to the availability of funds for each renewal period. The Contractor
must be prepared to begin immediately upon receipt of a Notice to Proceed.
C. Reservation of Rights -The City reserves the right, for any reason to accept or reject
any one or more proposals, to negotiate the term and specifications for the services
provided, to modify any part of the RFP, or to issue a new RFP.
D. Selection Criteria - Each response will be evaluated on the criteria outlined in Section VII
of this document. Each proposer should set out in its response to this RFP to clearly identify
the qualifications of its company and each individual who will work on this project.
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VII. SCOPE OF WORK
The City of Bartlett is seeking to establish a service agreement with the best qualified temporary
employment agency(s) that can provide and perform the Services as described in this RFP. The
selected Contractor(s) shall be expected to promptly provide the City with temporary employees
to perform general labor that are available on short notice and have been thoroughly screened.
A. General Requirements
The Agency will have to meet all of the following general requirements of the contract:
1. Use of Premises - The Agency(s) shall coordinate the work with the hiring
department director or supervisor.
2. All proposers must clearly identify any and all deviations from these
specifications; however, proposals must meet or exceed specifications.
3. The City reserves the right to reject any and all bids. Failure to respond to
the compliance sheets may cause the bid to be rejected.
B. Specific Requirements
The Agency will have to meet all the following specific requirements of the contract. The
Proposer must submit the following detailed specification compliance sheets in the response,
an original and four (4) copies. (Appendix A)
VIII. CONTRACT REQUIREMENTS
The successful Proposer will be expected to enter into a contract incorporating the following
terms and conditions, and such additional terms and conditions standard to services of this type.
A. General Requirements
1. Control. All services by the Agency will be performed in a manner satisfactory to the
City, and in accordance with the generally accepted business practices and procedures
of the City.
2. Agency's Personnel. The Agency certifies that it presently has adequate qualified
personnel to perform all services required under this Contract. All work under this
Contract will be supervised by the Agency and the City. The Agency further certifies
that all of its employees assigned to serve the City shall have such knowledge and
experience as required to perform the duties assigned to them. Any employee of the
Agency who, in the opinion of the City, is incompetent, or whose conduct becomes
detrimental to the work, shall immediately be removed from association with services
under this Contract.
3. Independent Status. (a) Nothing in this Contract shall be deemed to represent that the
Agency, or any of the Agency's employees or agents, are the agents, representatives, or
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employees of the City. The Agency will be an independent administrator over the
details and means for performing its obligations under this Contract. Anything in this
Contract which may appear to give City the right to direct the Agency as to the details
of the performance of its obligations under this Contract or to exercise a measure of
control over the Agency is solely for purposes of compliance with local, state and federal
regulations and means that the Agency will follow the desires of the City only as to the
intended results of the scope of this Contract. (b) It is further expressly agreed and
understood by Agency that neither it nor its employees or agents are entitled to any
benefits which normally accrue to employees of the City; that the Agency has been
retained by the City to perform the services specified herein (not hired) and that the
remuneration specified herein is considered fees for services performed (not wages) and
that invoices submitted to the City by the Agency for services performed shall be on the
Agency's letterhead.
4. Termination Or Abandonment. (a) It shall be cause for the immediate termination of
this Contract if, after its execution, the City determines that either the Agency or any of
its principals, partners or corporate officers, if a corporation, including the corporation
itself, has plead nolo contendere, or has plead or been found guilty of a criminal
violation, whether state or federal, involving, but not limited to, governmental sales or
purchases, including but not limited to the rigging of bids, price fixing, or any other
collusive and illegal activity pertaining to bidding and governmental contracting.
(b)The City may terminate the Contract upon five (5) days written notice by the City or
its authorized agent to the Agency for Agency's failure to provide the services specified
under this Contract. (c) This Contract may be terminated by either party by giving
thirty (30) days written notice to the other, before the effective date of termination. In
the event of such termination, the Agency shall be entitled to receive just and equitable
compensation for any satisfactory work performed as of the termination date; however,
the Agency shall not be reimbursed for any anticipatory profits that have not been earned
as of the date of termination. (d) All work accomplished by Agency prior to the date of
such termination shall be recorded and tangible work documents shall be transferred to
and become the sole property of the City prior to payment for services rendered.
5. Subcontracting, Assignment Or Transfer. Any subcontracting, assignment, delegation
or transfer of all or part of the rights, responsibilities, or interest of either party to this
Contract is prohibited unless by written consent of the other party. No subcontracting,
assignment, delegation or transfer shall relieve the Agency from performance of its
duties under this contract. The City shall not be responsible for the fulfillment of the
Agency's obligations to its transferors or sub-Agency's. Upon the request of the other
party, the subcontracting, assigning, delegating or transferring party shall provide all
documents evidencing the assignment.
6. Conflict Of Interest. The Agency covenants that neither the Mayor, nor any Alderman,
nor any other City official or employee holds a direct or indirect interest in the Contract.
The Agency also covenants that it has no public or private interest, and will not acquire
directly or indirectly any interest which would conflict in any manner with the
performance of its services. The Agency warrants that no part of the total contract
amount provided herein shall be paid directly or indirectly to any officer or employee
of the City as wages, compensation, or gifts in exchange for acting as officer, agent, or
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employee to the Agency in connection with any work contemplated or performed
relative to this Contract.
7. Covenant Against Contingent Fees. The Agency warrants that it has not employed
or retained any company or person other than a bona fide employee working solely for
the Agency, to solicit or secure this Contract, and that it has not paid or agreed to pay
any company or person, other than a bona fide employee working solely for the Agency
any fee, commission, percentage, brokerage fee, gift, or any other consideration
contingent upon or resulting from the award or making of this Contract. For breach or
violation of this warranty, the City will have the right to recover the full amount of such
fee, commission, percentage, brokerage fee, gift, or other consideration.
8. Employment Of City Workers. The Agency will not employ, on a full or part-time, or
other basis during the period of the Contract, any City employee.
9. Arbitration. Any dispute concerning a question of fact in connection with the work not
disposed of by agreement between the Agency and the City will be referred to the City
Contract Administrator or his/her duly authorized representative, whose decision
regarding same will be final.
10. General Compliance With Laws. (a) If required, the Agency shall certify that it is
qualified and duly licensed to do business in the State of Tennessee and that it will take
such action as, from time to time, may be necessary to remain so qualified and it shall
obtain, at its expense, all licenses, permits, insurance, and governmental approvals, if
any, necessary to the performance of its obligations under this Contract. (b) The Agency
is assumed to be familiar with and agrees that at all times it will observe and comply
with all federal, state, and local laws, ordinances, and regulations in any manner
affecting the conduct of the work. The preceding shall include, but is not limited to,
compliance with all Equal Employment Opportunity laws, the Fair Labor Standards
Act, Occupational Safety and Health Administration (OSHA) requirements, the
Americans with Disabilities Act (ADA), and all state and local laws, rules and
regulations. (c) This Contract will be interpreted in accordance with the laws of the
State of Tennessee. By execution of this contract the Agency agrees that all actions,
whether sounding in contract or in tort, relating to the validity, construction,
interpretation and enforcement of this contract will be instituted and litigated in the
courts of the State of Tennessee, located in Bartlett, Tennessee, and in no other. In
accordance herewith, the parties to this contract submit to the jurisdiction of the courts
of the State of Tennessee located in Bartlett, Tennessee.
11. Nondiscrimination. The Agency hereby agrees, warrants, and assures that no person
shall be excluded from participation in, be denied benefits of, or be otherwise subjected
to discrimination in the performance of this Contract or in the employment practices of
the Agency on the grounds of handicap and/or disability, age, race, color, religion, sex,
national origin, or any other classification protected by Federal, Tennessee State
constitutional, or statutory law. The Agency shall upon request show proof of such
nondiscrimination, and shall post in conspicuous places available to all employees and
applicants notices of nondiscrimination.
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12. Entire Agreement. This Contract contains the entire Contract of the parties and there
are no other promises or conditions in any other Contract whether oral or written. This
Contract supersedes any prior written or oral Contracts between the parties.
13. Amendment. This Contract may be modified or amended, only if the amendment is
made in writing and is signed by both parties.
14. Severability. If any provision of this Contract is held to be unlawful, invalid or
unenforceable under any present or future laws, such provision shall be fully severable;
and this Contract shall then be construed and enforced as if such unlawful, invalid or
unenforceable provision had not been a part hereof. The remaining provisions of this
Contract shall remain in full force and effect and shall not be affected by such unlawful,
invalid or unenforceable provision or by its severance here from. Furthermore, in lieu
of such unlawful, invalid, or unenforceable provision, there shall be added automatically
as a part of this Contract a provision as similar in terms to such unlawful, invalid or
unenforceable provision as may be possible, and be legal, valid and enforceable.
15. No Waiver Of Contractual Right. No waiver of any term, condition, default, or breach
of this Contract, or of any document executed pursuant hereto, shall be effective unless
in writing and executed by the party making such waiver; and no such waiver shall
operate as a waiver of either (a) such term, condition, default, or breach on any other
occasion or (b) any other term, condition, default, or breach of this Contract or of such
document. No delay or failure to enforce any provision in this Contract or in any
document executed pursuant hereto shall operate as a waiver of such provision or any
other provision herein or in any document related hereto. The enforcement by any party
of any right or remedy it may have under this Contract or applicable law shall not be
deemed an election of remedies or otherwise prevent such party from enforcement of
one or more other remedies at any time.
16. Matters To Be Disregarded. The titles of the several sections, subsections, and
paragraphs set forth in this contract are inserted for convenience of reference only and
shall be disregarded in construing or interpreting any of the provisions of this contract.
17. Subject To Funding. This Contract is subject to annual appropriations of funds by the
City. In the event sufficient funds for this Contract are not appropriated by the City of
Bartlett for any of its fiscal periods during the term hereof, then this Contract will be
terminated. In the event of such termination, the Agency shall be entitled to receive just
and equitable compensation for any satisfactory work performed as of the termination
date.
18. Travel Expenses. All travel expenses payable under this Contract shall be in accordance
with the City Travel Policy and Procedures. This includes advance written travel
authorization, submission of travel claims, documentation requirements, and
reimbursement rates. No travel advances will be made by the City.
19. Incorporation Of Other Documents. (a) Agency shall provide services pursuant to this
Contract in accordance with the terms and conditions set forth within the City of Bartlett
Request for Proposal Finance/Purchasing Department and incorporated herein by
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reference. (b) It is understood and agreed between the parties that in the event of a
variance between the terms and conditions of this Contract and any amendment thereto
and the terms and conditions contained either within the Request for Proposal or the
Response thereto, the terms and conditions of this Contract as well as any amendment
shall take precedence and control the relationship and understanding of the parties.
20. Waiver Of Proprietary Interest. Notwithstanding anything to the contrary contained
herein or within any other document supplied to City by the Agency, Agency
understands and acknowledges that the City of Bartlett is a governmental entity subject
to the laws of the State of Tennessee and that any reports, data or other information
supplied to City by Agency due to services performed pursuant to this Contract is subject
to being disclosed as a public record in accordance with the laws of the State of
Tennessee.
21. Organization Status And Authority. (a) Agency represents and warrants that it is a
corporation, limited liability company, partnership, or other entity duly organized,
validly existing and in good standing under the laws of the state of Tennessee; it has the
power and authority to own its properties and assets and is duly qualified to carry on its
business in every jurisdiction wherein such qualification is necessary. (b) The
execution, delivery and performance of this Contract by the Agency has been duly
authorized by all requisite action and will not violate any provision of law, any order of
any court or other agency of government , the organizational documents of the Agency,
any provision of any indenture, agreement or other instrument to which the Agency is
a party, or by which the Agency's respective properties or assets are bound, or be in
conflict with, result in a breach of, or constitute (with due notice or lapse of time or
both) a default under any such indenture, agreement or other instrument, or result in the
creation or imposition of any lien, charge or encumbrance of any nature whatsoever
upon any of the properties or assets.
22. Warranty. Agency warrants to the City that all Services shall be in strict compliance
with the terms of this Contract, and all applicable governmental laws, rules and
regulations.
23. Rights in Data. The City of Bartlett shall become the owner, and the Agency shall be
required to grant to the City, or its successors, a perpetual, non-exclusive, non-
transferable, royalty-free right, in the City's name, to use any deliverables provided by
the Agency under this Contract, regardless of whether they are proprietary to the Agency
or to any third parties.
B. Indemnification and Insurance Requirements.
1. General Requirements - The contractor shall be responsible from the time of
signing the contract or from the time of the beginning of the first work,
whichever shall be earlier, for all injury or damage of any kind resulting
from this work to persons or property. In addition to the liability imposed
upon the contractor on account of bodily injury (including death) or
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property damage suffered through the Contractor's negligence, which
liability is not impaired or otherwise affected hereby, the Contractor
assumes the obligation to protect, defend, indemnify and hold the City of
Bartlett and the State of Tennessee, its officers, employees and agents
free and harmless from and against any and all losses, penalties, damages,
settlements, cost, charges, professional fees or other expenses or liabilities
of every kind and character arising out of or relating to any and all claims,
liens, demands, obligations, actions, proceedings or causes of action of any
kind and character in connection with or arising directly or indirectly out of
this Contract and/or the performance hereof by act or omission of the
Contractor or Subcontractor, or anyone either (a) directly or indirectly
employed or (b) under the supervision of any of them in the prosecution of
the Work included in this Contract.
2. In addition to the indemnification provided in paragraph A.1, the
Contractor, upon award of the Contract, shall provide, at his own cost and
expense, the following insurance to the City of Bartlett with insurance
companies acceptable to the City and licensed in the State of Tennessee,
which insurance shall be evidenced by certificates and/or policies as
determined by the City. All policies will provide for thirty (30) days written
notice to the City of Bartlett of cancellation of coverage provided. Note: A
ten (10) day notice applicable to non-payment of premium. If insurer is
not required by the policy terms and conditions to provide written notice of
cancellation to the City of Bartlett, the Contractor is responsible and must
provide immediate notice to the City, in writing, of cancellation or material
change in the policies and evidence of replacement coverage with no lapse
in coverage. The notice thereof shall be "by registered mail, return receipt
requested," for all the following stated insurance policies. If any of the
Property and Casualty Insurance requirements are not complied with at their
renewal dates, payments to the Contractor may be withheld until those
requirements have been met, or at the option of the City may pay the
renewal premiums and withhold such payments from any monies due the
Contractor.
3. Workers' Compensation - Contractor shall maintain in force Worker's
Compensation coverage in accordance with the Statutory Requirements and
Limits of the State of Tennessee and shall require all Subcontractors to do
likewise. ALL STATE ENDORSEMENT IS REQUIRED OR a Certificate
of the State Worker's Compensation Board showing proof of ability to pay
compensation directly.
4. Business Automobile Liability Insurance - $1,000,000 each accident for
bodily injury and property damage. Coverage is to be provided on all
Owned/Leased autos, non-owned autos and hired autos. The City of
Bartlett, its elected officials, aldermen, appointees, employees and members
of boards, agencies and commissions shall be named as additional insureds.
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