Addendum 2 Questions & Answers RFP-TS

Transcription

1 Addendum 2 Questions & Answers RFP-TS Date: 12 February 2015 To: All Respondents From: Teresa Schmitt, Colorado Springs Utilities Project Title: Agency Contract Personnel Services This Addendum 2 ( Addendum ) provides a list of questions submitted by potential Respondents on or before February 10, 2015, in accordance with RFP-TS , and Utilities answers to those questions. Questions may be paraphrased, edited to remove identifying details, and multiple questions of a similar nature have been consolidated and grouped together for ease of review and consistency in responding. This is a five (5) page addendum. Please contact Teresa Schmitt at tschmitt@csu.org if you do not receive this addendum in its entirety. Q = Question A = Answer Q1. As referred in Exhibit A/ Sec. 2/ page 1 of RFP; is it Colorado Springs Utilities intent to award one contract for Full service, Retiree and Payroll services? How many contract awards are anticipated for this RFP? A1. Utilities expects to award one (1) contract in connection with this RFP, to encompass Full service, Retiree, and Payroll services. Q2. We offer staffing augmentation services in specific areas. Is it required to bid on the entire range of ACP specified in the RFP, or will Utilities consider bids submitted for only certain categories? A2. Regarding this RFP, Utilities will only consider responses that can support the full range of ACP as specified in the RFP. Q3. What are invoice payment terms in days after Utilities receives an invoice? A3. As set forth in the RFP Exhibit A, page 5, Compensation and Billing Section 3, Utilities will make payment of invoices within forty-five (45) days of the invoice date. As set forth in the RFP Exhibit C, Staffing Agreement, Section 3.D, and Exhibit A, page 6, Compensation and Billing Section 4, Utilities will not pay late fees or any costs associated with late payments. Q4. Will Utilities accept electronic timesheets? A4. Yes. Q5. Do job orders get processed through a Vendor Management System (VMS)? If so, which one? A5. No. Springs Utilities currently has an internal database through which all requests are processed and then submitted by to the Provider. Page 1 of 5

2 Q6. How many ACP employees are currently working and in which labor classifications? A6. The total number of ACP working on assignment on any given day varies. As stated in the RFP Exhibit A, Statement of Work, Section 2, Provider may anticipate, but Utilities does not commit to, ACP assignments in the following general categories: 20% Administrative/Business Support 30% Industrial (includes both heavy and light) 50% General Professional Q7. As referred in Exhibit C/ Compensation and Billing/ Sec 3.1 page 6; is the hourly pay rate set by Colorado Springs Utilities or ACP Provider? A7. Utilities does not set the pay rate for ACP. The Provider sets the pay rate; however, Utilities must approve the cost of ACP prior to placement. Q8. Exhibit C, page 13 of 23 Item #10: What is the average term or length of an assignment? A8. The current average term of ACP on assignment is approximately 2 years; however, this is variable and subject to change. Q9. What is the projected spend by type of ACP (Full Service, Payroll, Retiree)? A9. As stated in the RFP Exhibit A, Statement of Work, Section 2, Provider may anticipate, but Utilities does not commit to, estimated total expenditure for ACP of $4 - $5 Million Dollars per calendar year. At year end 2014, approximately 57% of ACP were Retirees, 43% were non-retirees. Q10. What is the reason that general payroll and retiree payroll are split out? Does the split have to do with benefits at all? A10. Utilities anticipates there may be different cost structures for Full Service ACP services, where the Provider will be expected to perform recruiting and sourcing services and present viable talent to Utilities for consideration, versus Retirees and other Utilities-identified talent referred to Provider for Payroll services where Provider does not incur costs associated with recruiting or sourcing the ACP. Q11. How many workers will transition under this contract and in what labor categories? A11. Provider can anticipate that approximately 95 workers would transition, but due to the temporary nature of the assignments information regarding the exact number would be determined at the effective date of the contract. Q12. Exhibit B-1 requests the following: Specify percentage markup (based on hourly pay rates) proposed for each Category/Type below. In the past, we have included sample rate schedules in our proposals. Is Colorado Springs Utilities willing to provide a list of job titles for each of the requested categories? A12. Utilities will not provide a comprehensive list of job titles as part of this RFP. See A.13 below for a sampling of job titles and additional information. Q13. Can we get job descriptions for the jobs? (Statement of Work, Page, 1 Item 2)? Are there job descriptions specific to the Industrial (both heavy and light) category? A13. Utilities will not provide a comprehensive list of job titles and job descriptions as part of this RFP. Some of the jobs anticipated include: General Laborer, Equipment Operator, Distribution and Collection Specialist, Treatment Operator, Corrosion Technician. Please refer to ONet for additional information regarding descriptions of these types of jobs: Page 2 of 5

3 Q14. What are the Workers Compensation Class Codes for each job? This will help us in our pricing. (Page 9, Staffing Agreement, 6.2 Warranties)? A14. Worker s Compensation codes are set by Provider as the employer of record based on the responsibilities and duties of the job. Utilities does not provide this information. Q15. Exhibit C, Page 7 of 23: Please provide the annual payments by payment type (P-Card, credit card, ACH, and check). If this is not available please project for the first 12 months after award? A15. There are approximately 95 current assignments. The number of annual payments would be equivalent to the number of assignments times the number of Provider pay periods. At this time, each unit in which ACP are assigned pay Provider invoices by P Card. Q16. (Page 7 of the RFP, 2.12 Taxes) Does this apply? It seems that this is for the purchase of building supplies? A16. This does not apply, and all Respondents may disregard. Q17. Regarding the ACA, will all temporaries and retirees have health insurance with Colorado Springs Utilities or would there be a situation where they would want insurance through us? A17. As set forth in the RFP Exhibit C, Staffing Agreement, including without limitations Sections 2.1.L., 3.2, 6.2, and 6.7, the Provider will be required to offer health insurance for all ACP in compliance with the Patient Protection and Affordable Care Act and will be responsible for complying with such Act in providing ACP to Utilities. Q18. Please clarify where in Exhibit B-1 the bidders should include the percentage markup for the Group Health Plan costs described in Exhibit C, Item 3.2? A18. The percentage markup for the group health plan should be included in the overall percentage markups specified in Exhibit B-1, with the percentage markup attributable to the group health plan noted below the table (if it is the same percentage across the board) or in a parenthetical notation within each cell of the table (if the percentage varies by type/category). Q19. If there are any unforeseen cost increases (Affordable Care Act for instance) can these costs be passed along? A19. All costs must be included in the percentage mark up in the contract, and negotiation and approval of any increases must follow the contract process. Q20. Utilities requests audited financial statements in Exhibit B Item 3.4 Cost Response (page 4 of 4). May bidders submit Certified Public Accountant Reviewed Financial Statements in lieu of audited reports? A20. Yes. Q21. Cost Response, item 3.4 Provide all company financial data including a copy of Respondent s 2012 and 2013 audited Financial Reports, as well as a copy of Respondent s current 2014 Year-to-Date Quarterly Financial Report. Do you need our corporate headquarters financial information plus our local financial information?? A21. If information for both corporate headquarters and local entity are available, please provide both. Page 3 of 5

4 Q22. Exhibit A, page 4 of 9, Item #13 How much does Utilities expect to spend on ACP travel for the next 12 months? A22. Typically ACP do not travel for purposes of their assignments at Utilities, but all requests are reviewed on a case by case basis. Q23. Will the pre-employment drug screening require medical officer confirmation? (Statement of Work, Item 2, Page 3)? A23. Utilities conducts annual reviews to ensure compliance with the contract. In addition, Utilities may request to view these items before an ACP is placed on assignment. DOT drug screens must adhere to DOT standards. Non-DOT drug screens are typically only reviewed by a MRO if the test is positive. Q24. What assignments will require pre-employment physical exams? (Staffing Agreement, Page 3, Item 3)? A24. Pre-employment physicals may be necessary depending on the assignment or in accordance with Federal, State, or Local laws. Q25. How many physical exams will be required (estimate) (Statement of Work, Page 6, Item 9E)? A25. This is variable and depends on the types of assignments requested. Q26. What type of training would be required? (Exhibit A, Item 13)? Where/how can the provider get this training to give to the ACP? A26. The Provider is responsible for providing training prior to placement. In the case where training is industry or utility specific, approval will be needed from Utilities HR. Q27. In what cases does the Provider supply PPE and in what cases does Utilities? (Staffing Agreement Page 4, Item 8)? A27. This depends on the assignment. Q28. As referred in Exhibit A/ Sec 4.2/ page 2; would electronic personnel files be acceptable or would a hard copy of personnel files be preferred? A28. Either electronic or hard copy is acceptable. Q29. Please provide the historical pay ranges for current positions? A29. Historical pay ranges are proprietary information of the incumbent provider and will not be provided. Q30. What has been the historical usage via labor category? A30. The total number of ACP working on assignment on any given day varies. As stated in the RFP Exhibit A, Statement of Work, Section 2, Provider may anticipate, but Utilities does not commit to, ACP assignments in the following general categories: 20% Administrative/Business Support 30% Industrial (includes both heavy and light) 50% General Professional Page 4 of 5

5 Q31. Exhibit B, section 1.8 requests the following: Provide a description of three (3) of the largest volume clients your company has managed in the state of Colorado in the last three (3) years which are similar to this account, including reference to the types of positions staffed. Include the name of the company, point of contact, address, telephone number and a description of the work performed. Are we required to have managed clients in Colorado in the last three years in order to be considered for selection? A31. No. Q32. Are there any limits as to the number of pages or length of Proposals submitted in response to this RFP? A32. No, there are no limits as to the number of pages or overall length of Proposals. Utilities prefers that proposals be concise and clear, while thoroughly addressing all requirements and questions set forth in the RFP. Page 5 of 5