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TO: Mayor Richard C. Irvin
FROM: Alisia Lewis, Director of Human Resources
DATE: November 4, 2020
SUBJECT:
A resolution to authorize agreements with vendors to provide temporary and contracted staffing services for the City of Aurora.
PURPOSE:
To staff certain city positions in order to provide necessary services and at the same time reduce labor cost, expedite the hiring process, improve the ability to resource qualified individuals and to retain staffing flexibility.
BACKGROUND:
Due to the pandemic and to contain personnel cost, the City has initiated a hiring freeze with the exception of public safety vacancies and other operationally essential positions. In order to allow the City to move forward with projects, alleviate the strain on current personnel working understaffed and provide the required level of service deserving to constituents, the City has determined that contracting certain current and future vacancies will most effectively and efficiently address these concerns.
An RFP for contracting services was posted August 14, 2020. The City received RFP's from twenty four respondents that met the minimum qualifications. All current staffing vendors were provided a RFP packet and given an opportunity to respond.
DISCUSSION:
The proposals were evaluated on responsiveness to the requirements (15%), capacity to provide services (10%), experience to provide services (15%), approach/resourcing workers (15%), ability to source Aurora residents/local agency (15%) and cost (30%). Consideration was also taken into account to insure that the vendors selected would offer resources to cover a wide gamut of needs including but not limited to temporary needs, maintenance/labor services, professional services and IT/Engineering technical services.
Based on all evaluation factors considered, the following vendors are being recommended to provide contracting and temporary services:
CY LLC dba 180 Engineering, Lisle, IL
Gov Temps USA, Northbrook, IL
Stivers Staffing LLC, Naperville, IL
Nexus Employment Solution Plus, Inc., Romeoville, IL
Either party may cancel the agreement with a 30 day notice.
Attached for review is the following:
Final Ranking
Listing with pricing
Listing
RFP 20-41 Temporary Staffing Services
RFP 20-41 Temporary Staffing Services Addendum
Responses from the four recommended vendors.
Savings associated with the usage of these services on a full-time civilian staff position are derived from not paying the below expenses against an average 25% cost for the contracted position
IMRF Pension 13%
FICA/Medicare 7.65%
Health Insurance 15% (Cost varies based on whether single or family coverage is selected and based on which plan is selected
Actual Salary differences can also be lower through the hourly rate or through a choice to only use a contracted position for less hours (32 hours a week as an example).
This 10% - 15% savings of hard dollar costs does not take into account the soft dollar savings for interviews, payroll processing and other costs associated with supporting in-house staff. Given the need for a 5% decrement in the non-sworn departments in 2021, cutting back on in-house workloads will help departments meet the decrement without impacting other service levels.
IMPACT STATEMENT:
This will allow the City to fill current and future vacancies without the additional compensation cost (health insurance, unemployment, workers comp., payroll taxes and fees) and reduces City liability.
RECOMMENDATIONS:
That the City Council authorize the agreements with CY LLC dba 180 Engineering, Gov Temps USA, LLC, Stivers Staffing, LLC and Nexus Employment Services Plus, Inc.
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution to authorize agreements with CY LLC dba 180 Engineering, Gov Temps USA, LLC, Stivers Services, LLC and Nexus Employment Solution Plus Inc. to provide staffing for temporary and contracted positions.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City of Aurora will utilize selected agencies to provide staffing for temporary and contracted positions; and
WHEREAS, twenty four bids were received and publically opened with a complete analysis of each bid specification based on experience, capacity to fulfill the specifications of the contract and price: and
WHEREAS, CY LLC dba 180 Engineering, Gov Temps USA, LLC, Stivers Services, LLC, and Nexus Employment Solution Plus Inc. and are the most qualified proposers to RFP 20-41; and
WHEREAS, monies for these services will come from the department/division personnel accounts as approved within their respective budget; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: authorizes the agreement for staffing services with CY LLC dba 180 Engineering, Gov Temps USA, LLC, Stivers Services, LLC and Nexus Employment Solution Plus Inc.