sr-102709-1dCity Council Meeting: October 27, 2009
Agenda Item: 1D
To: Mayor and City Council
From: Donna C. Peter, Human Resources Director
Subject: Authorize Centralizing the Issuance of Purchase Orders for Staffing
.Services Supplied by Temporary Staffing Agencies
Recommended Action
Staff recommends that the City Council authorize centralizing the issuance of purchase
orders for staffing services supplied by temporary staffing agencies.
Executive Summary
The report provides information regarding the usage of temporary staffing services.
Staff recommends that the City Council authorize Purchasing to issue purchase orders
to 12 temporary staffing agencies for afive-year term on an as needed basis. The
estimated expenditure is expected to be less than $750,000 dollars annually through
fiscal year 2013-2014.
Background
In February 2006, City Council approved the usage of 12 temporary staffing agencies
by authorizing the Purchasing Section to issue purchase orders on an as needed basis.
Prior to that, departments of the City of Santa Monica were able to independently utilize
the services of temporary staffing agencies to meet specific workload needs, to fill
temporary vacancies resulting from regular employees' leaves of absence or to fill
vacancies until recruitments were completed by the Human Resources Department.
This resulted in difficulties in monitoring temporary staffing agency usage Citywide as
payments for services were allocated to each user-department. By centralizing the
process of filling positions through temporary staffing agencies, the Human Resources
Department is able to oversee the utilization of temporary agency services, provide
better monitoring of Citywide staffing needs, usage of temporary agencies by
departments, and ensure cost containment measures are implemented based on price,
experience, and services provided.
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Discussion
To develop a current list of approved temporary staffing agencies that meet the current
needs of the City, the Human Resources Department issued a new Request for
Proposals (RFP) for temporary staffing agencies in June 2009. A total of 38 written
proposals were received, reviewed and scored by a review team comprised of Human
Resources staff. The selection criteria included the firm's qualifications, fees,
references, and additional services provided. Based upon this review, 19 agencies were
invited for an interview.
Of the 19 agencies invited, the Human Resources Department has selected 12
agencies to become approved vendors through fiscal year 2013-2014. The 12 agencies
will provide temporary staffing services for clerical/administrative and specialized
positions such as general labor, professional and technical. The 12 agencies are:
AppleOne Employment Services, Corestaff Services, First Call Staffing Services, Top
Tempo/Future Personnel Agency, Able Body Labor, Aerotek, Chrysalis, Exceptional
Children's Foundation, Jas Pacific, Labor Ready, Two Roads Professional Resources,
Inc., and Randstad North America.
Financial Impacts & Budget Actions
Funds for temporary staffing services are available in the specific departmental budgets
depending on department needs and vacancies. Total expenditures for temporary
staffing services are expected to be less than $750,000 dollars annually through fiscal
year 2013-2014.
Prepared by: Grace Quitzon, Administrative Analyst -Human Resources
Approved: Forded to Council:
Donna C. Peter -~ amont Ew II
Director, Human Resources ity Manager ~~
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