REQUEST FOR PROPOSAL
Issue Date: APRIL 3, 2020
RFP# TEMP SERVICES/20-20
Title: TEMPORARY PERSONNEL SERVICES/20-20
Department and/or Location Where Work Will Be Performed: Various departments within the City of Charlottesville
Period Of Contract: One (1) year from date of ratified contract with five (5) one (1) year renewal options.
Sealed Proposals Will Be Received Until 4:00 p.m. local prevailing time on FRIDAY, MAY 29, 2020. Proposals received
after the announced time and date for receipt will not be considered. No telephoned, faxed, or emailed proposals will be
The face of the envelope or shipping container should be clearly marked in the lower left hand corner as follows:
RFP# TEMP SERVICES/20-20
TITLE: TEMPORARY PERSONNEL SERVICES
OPEN: FRIDAY, MAY 29, 2020
All Inquiries For Information Should Submitted in Writing and Be Directed To: Mrs. Corey S. Richie, VCO, Contracting
Specialist at firstname.lastname@example.org or by Fax: 434-970-3069.
IF PROPOSALS ARE MAILED, SEND DIRECTLY TO ISSUING AGENCY. IF PROPOSALS ARE HAND DELIVERED,
THEN DELIVER TO:
City of Charlottesville
Procurement and Risk Management Services
325 4th Street, NW
Charlottesville, VA 22903
OFFERORS HAND DELIVERING PROPOSALS CAN OBTAIN A MAP SHOWING THE CITY VISITOR PARKING
LOCATION, ON THE CITY’S WEBSITE AT: WWW.CHARLOTTESVILLE.ORG/PURCHASING, (CLICK ON BIDS
AND PROPOSALS TO OBTAIN A MAP).
TO RECEIVE A COMPLETE BID PACKAGE,
PLEASE VISIT OUR WEBPAGE AT
AND CLICK ON BIDS AND PROPOSALS.
This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-
4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis
prohibited by state law relating to discrimination in employment.
TABLE OF CONTENTS FOR RFP#TEMP SERVICES/20-20
II. MINORITY BUSINESS PROGRAM
IV. STATEMENT OF NEEDS
V. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS
VI. EVALUATION AND AWARD CRITERIA
VII. REPORTING AND DELIVERY INSTRUCTIONS
VIII. GENERAL TERMS AND CONDITIONS
IX. SPECIAL TEMRS AND CONDITIONS
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I. PURPOSE: The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish fixed pricing
term contracts through competitive negotiation for temporary personnel services for the City of Charlottesville.
II. MINORITY BUSINESS PROGRAM: As part of the City of Charlottesville’s Minority Business Program, the City
of Charlottesville encourages the participation of small, women, minority, veteran and micro-owned businesses
(SWaM-O) in the City’s procurement transactions. In order to support and build up the capacity of SWaM-O
businesses, City Council and staff have taken steps to push forward policy changes and initiatives to help reduce
barriers to doing business with the City. To find out more about the current City of Charlottesville initiatives and
programs please visit the Minority Business Program website at http://www.charlottesville.org/business/minority-
III. BACKGROUND: In order for the City of Charlottesville to fulfill its mission, a well-trained and diverse workforce
must be in place. However, certain unexpected and unpredictable events such as short-term projects, leave, death
and termination require the City of Charlottesville to utilize the services of temporary employment agencies. It is
vital that City of Charlottesville departments be able to fill unexpected vacancies on a temporary basis in an efficient
and expeditious manner.
Over the past twelve (12) months, the dollar volume the City of Charlottesville spent on temporary employment
agency services was approximately $50,000. The most common needs of the City of Charlottesville were light
clerical, reception and administrative assistance.
IV. STATEMENT OF NEEDS: The contractor shall comply with all applicable federal, state and local laws, rules and
regulations applicable to the provision and performance by the contractor of the work and services that are the
subject of the contract.
Contractor(s) shall provide temporary personnel as required for the below job classifications. Temporary
employment may be needed at various City of Charlottesville Departments located throughout the City government.
In addition, the City of Charlottesville has included a cooperative procurement clause in this proposal. If the
successful Contractor(s) is in agreement, any contract resulting from this proposal may be extended to other public
bodies for use in filing their temporary staffing needs. Therefore, temporary employment services may be needed at
various locations throughout the Commonwealth of Virginia. The Contractor(s) shall respond with detailed
descriptions of the skills and services which can be provided; including clerical, technical and professional
classifications. The City of Charlottesville anticipates it will most commonly require temporary employees,
including but not limited to, the below job classifications:
• Administrative Secretary
• Administrative Assistant I
• Customer Service Representative
• Maintenance Worker II
• Project Assistant
• Project Manager
The full descriptions of these job classifications are included as Attachment H. The specific job tasks for each
position shall be specified when the request for the employee is made. The City of Charlottesville reserves the right
to modify these requirements as/when needed.
Temporary employees provided shall be employed by the Contractor(s), not the City of Charlottesville. The
Contractor(s) are responsible for all payroll, taxes, workers’ compensation, insurance, payroll reports and other
Federal, State and local requirements for temporary personnel.
Temporary personnel assignments may range from one (1) day to several months. The City does not guarantee any
volume of business.
The City shall administer any contract(s) resulting from this RFP through the Department of Human Resources as it
pertains to temporary personnel employment services requirements for the City of Charlottesville. The City of
Charlottesville will assign and identify to the Contractor(s) the persons in the City of Charlottesville who are
authorized to request temporary personnel services. Those persons in the City of Charlottesville that are authorized
to request temporary personnel services and those other public agencies cooperatively procuring temporary
personnel services from any contract resulting from this solicitation are herein referred to as Contract Users.
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The City of Charlottesville intends to award one (1) primary Contract and one (1) secondary Contract. The primary
Contractor will be given two (2) working days by the City of Charlottesville to confirm availability of a temporary
employee to fill the request. If the primary Contractor is unable to fulfill the request, the City of Charlottesville will
contact the secondary Contractor. The primary and secondary Contractors shall provide the Contract User with a
contact person’s name, email address and telephone number to be contacted to request a temporary employee.
The Contract User will contact the Contractor(s), providing as much notice as possible, to request temporary
personnel. In the event of an emergency requirement by the City of Charlottesville, the Contractor(s) shall respond
to the request within the time frame established and mutually agreed upon. A telephone call from the Contract User
The primary Contractor shall provide a suitable temporary employee to provide services within two (2) working
days from the time of the request by the Contract User. The primary Contractor may contact the Contract User to
request additional time beyond the two (2) working days, if needed; however the City of Charlottesville reserves the
right to grant or to deny the time extension request.
If the primary Contractor is unable to fulfill the request, the City of Charlottesville will cancel the request and place
the request with the secondary Contractor. The same procedures shall apply to the secondary Contractor.
If the primary and secondary Contractors are unable to fulfill the request, the City of Charlottesville reserves the
right to fulfill the request by soliciting other qualified Contractors.
COMPLETION OF ASSIGNMENT:
Temporary personnel supplied by Contractor(s) should be available for the entire length of the assignment. If a
temporary employee is unable to complete an assignment, a one (1) week notice is preferred.
If the Contractor(s) contacts the Contract User to cancel less than one (1) business day in advance, the Contractor(s)
shall be responsible for finding a replacement with comparable skills/fit for those specific positions. The
Contractor(s) must then provide the Contract User with a suitable replacement or give at least four (4) hours’ notice
that a replacement cannot be found.
The work week shall be from Saturday through the following Friday. The Contractor and Contract Users should
verify work hours at the time the order is placed. Working hours will vary depending upon the Contract User and
position the temporary employee is placed. Normal working hours will be 8 hours a day, 5 days a week, Monday –
Friday, excluding official City of Charlottesville holidays. Also, there may be requirements for evening, weekend
and overtime work. Weekend work shall be defined as Saturday and Sunday. Overtime shall be defined as hours
worked in excess of 40 per work week. Lunch periods will range from 30-60 minutes and will be determined by
the Contract Users. No payments shall be made for lunch periods. If a temporary employee works on a holiday,
regular pay applies to all hours under 40; and for hours over 40, time and ½ applies.
CONTRACTOR SINGLE POINT OF CONTACT:
Each Contractor shall designate a coordinator as a single, local point of contact (SPOC), as well as a backup, that
shall be accessible during normal work hours 8:00 a.m. until 5:00 p.m. Monday through Friday, with the exception
of the designated holidays to receive temporary employment requests, handle and assist in any and all inquiries
regarding scheduling, billing, status of orders, availability, contract pricing, contract compliance requirements,
reports, and problem solving. Contractor’s SPOC shall be available via a toll free telephone number or email. The
SPOC may have support staff that will serve as account managers for different Contract Users, or designated
multiple point of contact in order to best provide service.
Temporary employees shall conduct themselves in a professional manner. Temporary employees must be respectful
of all people with whom they interact, including City of Charlottesville employees and customers of the City of
Charlottesville. The City of Charlottesville reserves the right to reject any prospective employee that whose conduct
and performance are not satisfactory per City of Charlottesville standards for City of Charlottesville employees.
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Contractor(s) shall send temporary employees to a job assignment dressed appropriately and with the equipment
specified by the Contract User as being required to perform work in the services categories covered in this contract.
If the temporary employee is dressed inappropriately, the City of Charlottesville reserves the right to request a
different employee or cancel the request and acquire an employee from the secondary Contract.
Unless otherwise requested, all temporary employees must be able to read, write, speak and comprehend the English
language in accordance with the minimum requirements of the position description. Contractor(s) that provide
temporary employees that are unable to read, write, speak and comprehend the English language in accordance with
the Contract Users determination shall refund the Contract Users for any fees and wages incurred for the temporary
SERVICE REVIEW AND PRE-APPROVAL OF PROSPECTIVE PERSONNEL:
Once the Contract User and Contractor reach agreement on all aspects of the work to be performed, the Contractor
must ensure that the prospective personnel has, at a minimum, the required qualifications for the assignment and is
able to perform the duties required by the Contract User. This information shall be submitted to the Contract User
for final review and approval prior to the provision of services.
Temporary personnel may be required to successfully complete a criminal, credit and/or DMV background check
conducted by the Contractor. The Contractor shall conduct all appropriate background investigations, including
credit history checks, prior to assignment of personnel. Contractors shall provide the following:
a) Assurance that individuals meet the qualifications (Contractor assessment required)
b) Employment and education verification
c) Reference checks
d) Driving record checks (as required by the City of Charlottesville for the position) – Contractor to provide
e) Credit checks (as required by the City of Charlottesville for the position) – Contractor to provide
f) Criminal Background checks (as required by the City of Charlottesville for the position) – Contractor to
g) Drug Screening – Contractors must agree that employees will adhere to the City of Charlottesville Drug and
Alcohol Free workplace policy while working for the City of Charlottesville. No temporary employee for the
Contract User may use illegal drugs or consume alcohol at work or at such times that the temporary
employee’s work is negatively affected. Indications of such use may result in immediate termination and no
acceptance for further assignments.
RIGHT OF REFUSAL:
The City of Charlottesville shall have the right at any time to refuse any temporary employees supplied by the
Contractor(s) for any job related deficiency. In accordance with Equal Opportunity Employment Guidelines, refusal
of any temporary employee must not be based on race, color, religion, sex, sexual orientation, age, national origin,
disability or political affiliation. The rejected temporary employee shall be immediately removed and prompt
arrangements made for a suitable replacement.
If a temporary employee is deemed incapable of effectively performing work as defined by the City of
Charlottesville within the first three (3) work days of the temporary assignment, the Contractor(s) shall not charge
the City of Charlottesville for the unsatisfactory temporary employee and the Contractor(s) shall then provide a
replacement to the City of Charlottesville. The maximum number of hours for which Contractor(s) shall not charge
with the respect to any assigned temporary employee will be three (3) workdays or twenty-four (24) work hours.
The City of Charlottesville will notify the Contractor(s) as soon as possible if it is deemed that a temporary
employee is not satisfactorily performing the job duties specified. This will allow the Contractor to make corrective
actions with the temporary employee.
Temporary employees must make every effort possible to be on time for work. If the temporary employee does not
show up to work on time, more than two (2) times during the assignment, the City of Charlottesville reserves the
right to request a different employee or cancel the request and acquire an employee from the secondary Contract.
If a position requires site specific training or orientation for the temporary position, the City of Charlottesville will
notify the Contractor at the time the order is placed.
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