RFP—Temporary Staffing Services



Proposals Due: November 2, 2018 (date extended)

RFP-Related Questions—please see the answers to questions submitted that are posted at RFP Questions—Staffing Services.

Request for Proposals—Temporary Staffing Services

INTRODUCTION

The Legal Services Corporation (LSC) is inviting proposals from qualified staffing agencies to become LSC’s preferred vendor for staffing services. Preferred vendor status gives qualified vendors privileged access to LSC’s staffing opportunities.

The successful agency will supply LSC with high-quality, cost-effective, professional and administrative temporary employees, often under tight deadlines, for a three-year term. The successful agency will be expected to, on request and within the requested time frame, identify and source candidates, advertise specific available positions to reach potential candidates, screen potential candidates to ensure that they possess the required qualifications and competencies to perform the assignment to the fullest capacity, and furnish complete, detailed references for each successful candidate.

ABOUT LSC

LSC is a federally established, funded, and overseen, yet private and independent, 501(c)(3) grantmaking organization that supports civil legal aid providers across the country. Its mission is to expand access to justice by funding high-quality, free attorneys for low-income Americans in basic civil matters. It does not provide direct legal services itself.

LSC is headed by a bipartisan board of directors, whose 11 members are appointed by the President of the United States and confirmed by the United States Senate. Much like federal agencies, LSC receives an annual appropriation and is subject to ongoing congressional oversight. But as a private nonprofit, it enjoys greater independence and flexibility than federal agencies.

LSC awards grants to independent legal aid providers through a competitive grants process. LSC grants almost 95 percent of its total funding to legal aid providers. LSC currently has 133 grantees with more than 800 offices covering every county in the United States, the District of Columbia, the Commonwealth of Puerto Rico, the U.S. Virgin Islands, Guam, and Micronesia.

LSC grantees are independent 501(c)(3) organizations. They provide services based on the unique and pressing needs of the communities they serve. The most common practice areas, however, are family, housing, income maintenance, consumer, health, and employment law. The types of cases frequently encountered by LSC grantees include evictions, debt collection, foreclosures, divorces, child custody, spousal abuse, child abuse or neglect, access to health care, and benefit claims such as unemployment, disability, food stamps and public assistance.

LSC performs robust oversight of its grantees, conducting audits and on-site visits to evaluate programmatic quality and compliance with statutory and regulatory requirements and various funding restrictions. LSC also provides training and technical assistance to grantees. LSC encourages its grantees to leverage limited resources by partnering and collaborating with state and local governments, Interest on Lawyers’ Trust Accounts programs, state access to justice commissions, the private bar, philanthropic foundations, law schools, and the business community.

ABOUT LSC’S PREFERRED VENDORS

LSC’s Preferred Vendors have expanded and privileged access to LSC business opportunities. Once selected for LSC’s Preferred Vendors List, any LSC department may access the vendor’s services without having to expend the time, money, and resources to compete the business opportunity, which generates savings and other benefits for both vendors and LSC. LSC’s preferred vendor awards are valid for three years, at which time they must be recompeted. (Current preferred vendors are not barred from recompeting and may compete for multiple preferred vendor opportunities simultaneously.) As a condition of being placed on LSC’s Preferred Vendors List, successful candidates must execute a written contract with LSC, detailing the terms and conditions on which the Preferred Vendor will provide services.

OVERVIEW OF SERVICES NEEDED

LSC is seeking to establish a Preferred Vendor relationship with one or more staffing services companies to expeditiously source, screen, and provide top-quality candidates to fill agency temporary staffing needs for a diverse range of job classifications at LSC’s Washington, DC headquarter offices.  Specifically, we are looking for temporary staffing services (with the ability to transition from temporary-to-permanent, when necessary) in the following classifications: accounting, payroll, administrative services, reprographics, information technology, human resources, special-event planning, grants management, auditing and oversight, legal compliance, research, data analysis, development and fundraising, government affairs, and public relations.

Specifically, the successful agency will:

  • Proactively source, recruit, and maintain a network of quality candidates for LSC's consideration in one or more of the following classifications: accounting, payroll, administrative services, reprographics, information technology, human resources, special-event planning, grants management, auditing and oversight, legal compliance, research, data analysis, development and fundraising, government affairs, and public relations.
  • If unable to provide qualified candidates through temporary staffing agency’s database and network, partner with subcontracted temporary staffing agencies to provide qualified and/or specialized candidates on a timely basis.
  • Identify and source candidates, advertise specific available positions to reach potential candidates, screen potential candidates (including testing candidates to ensure basic proficiency with any position-specific required tools or applications, including Microsoft Office Suite, when applicable) to ensure that they possess the required qualifications and competencies to perform the assignment to the fullest capacity, and furnish complete, detailed references for each successful candidate.
  • Send resumes and references of qualified candidates for LSC’s review within one week of learning of the employment vacancy.
  • Strictly adhere to all state and federal laws with respect to discrimination in employment and will not discriminate against any individual on the basis of race, color, religion, gender, sexual orientation, marital status, national origin, age or disability.
  • Ensure that all candidates meet all federal and local eligibility requirements to work in the United States.
  • Conduct with fidelity its back-office functions, including, but not limited to, preparing and filing the I-9 forms and W-2 or W-4, administering payroll for any placed individuals, and for withholding or paying all income, payroll, Social Security, or other federal, state or local taxes; obtaining worker’s compensation and disability insurance; or making any necessary insurance contributions, including, but not limited to, unemployment or disability insurance contributions on behalf of any placed individuals.
  • At no additional cost, offer suitable replacements for any employees who are unsuccessful in the assigned position.
  • Provide a consistent, accessible, single point of contact to support LSC’s account, allowing the LSC to interview potential replacements if a change of point of contact is required.

LSC does not customarily require background checks for any of its positions and would not require its staffing services preferred vendor to do so.

RFP-RELATED QUESTIONS

For answers to questions posed by bidders, please see: RFP Questions—Staffing Services

RFP SCHEDULE

Date

Event

October 1, 2018 RFP Issued
October 5, 2018 Deadline for respondents to submit RFP questions to LSC
October 10, 2018 LSC posts responses to RFP questions on its webpage
November 2, 2018
Deadline for respondents to submit proposals
October 29—November 15
Evaluation of proposals and interviews
November 16 Notification to successful applicant(s) of preliminary selection
November 19-30
Contract negotiation and approval

PROPOSAL REQUIREMENTS

All proposals must be concise (5 pages or less), not including resumes, brochures, and samples of successful placements, well-organized, and demonstrate how your proposed services, approach and methodology, qualifications, experience and terms meet or exceed LSC’s requirements. Proposals must contain the following:

Applicant Information

  • Company name, address, telephone number, contact person, email, and website.
  • Company overview, including a brief history, mission, number of employees, and number of years in operation.
  • Company RFP point-person. Please include title, phone number, and email address.

Firm or Key Personnel Qualifications

LSC seeks a staffing agency with demonstrated expertise and experience in identifying qualified candidates for temporary employment in a variety of positions (e.g., accounting, payroll, administrative services, reprographics, information technology, human resources, special-event planning, grants management, auditing and oversight, legal compliance, research, data analysis, development and fundraising, government affairs, and public relations). Please provide examples of experience and expertise in these areas, samples of comparable work, and résumés for the key personnel involved in the placement. Experience and expertise in the following areas are essential:

  • established track record successfully identifying, sourcing, and screening qualified candidates;
  • strong communication skills;
  • excellent customer service and prompt and thorough responses;
  • able to understand LSC’s needs;
  • proven ability to place candidates in a short time frame; and
  • experience placing candidates in the following fields is a plus: non-profits, federal government, and grant making and oversight agencies.

Temporary Personnel Placement

Please explain your process for placing a candidate, including identifying, recruiting, and screening candidates; the typical placement timeline; and how you communicate with clients to ensure quality candidates are being identified in a timely manner. Please also explain your process for addressing and remedying unsuccessful placements.

Pricing and Pricing Methodology  

Provide your company’s pricing model and percentage rates. All rates should include any overhead, administrative, travel, expediting costs, or fees. Please include quotes for temp-to-perm placements and replacement personnel, if needed. Cost/fee proposals should include pricing for all three years of the preferred vendor contract term.

LSC is a tax-exempt organization and is eligible for GSA Schedule pricing. LSC will give preference to vendors offering GSA or discounted rates and prefers fixed-rates whenever possible.

References

Provide three (3) professional references (including full contact information) from employers who can speak to your ability to successfully place candidates.

Other Information

You may provide other information or material that you believe is relevant to our evaluation or that provides additional features or value to LSC.

PROPOSAL DEADLINES AND MODE OF DELIVERY

Deadline for Submitting Proposals

All proposals must be received by LSC no later than 5:30 P.M., EST, on Friday, November 2, 2018. You are solely responsible for ensuring that your proposal is delivered on time. Late proposals may be accepted in LSC’s discretion. Delays caused by delivery service providers are typically not grounds for an extension.

Delivery of Proposals

Please email (in Word or PDF format) and mail three (3) hard copies of your proposal to:

Zoe Osterman, Staff Attorney
Legal Services Corporation
3333 K Street NW
Washington, DC 20007

 

Proposal Preparation Costs

Applicants are responsible for all costs incurred in preparing their proposals. The final contract will not reimburse the successful applicant for proposal preparation costs.

PROPOSAL EVALUATION CRITERIA

The contract will be awarded to the applicant who provides the best value – the most advantageous balance of price, quality, performance, reputation, and willingness to accept LSC’s contractual terms – to LSC. Proposals will be evaluated based on the following criteria:

Price

  • The reasonableness of the price for the services being offered
  • Whether the price is realistic, reflects a clear understanding of LSC’s needs, and is consistent with staffing agency industry standards
  • The cost of incidental expenses, including taxes and service fees, administrative costs, maintenance/customer support costs, travel and transportation costs

Quality

  • Qualifications and experience of agency’s staff
  • Technical expertise

Performance

  • Timeliness of placements
  • Capacity
  • Understanding and ability to meet LSC’s needs
  • Responsiveness to LSC
  • Professionalism of representatives

Reputation for excellence in price, performance, and quality

  • Demonstrated history or reputation for excellence in price, performance, and quality

Willingness to accept LSC’s contractual terms

LSC prefers contracts that provide for reasonable attorney’s fees in the event of a dispute, and contain the following contract clauses:

Indemnification.

You will indemnify, hold harmless, and defend LSC and its officers, directors, employees, agents, and assignees against any and all losses, damages, liabilities, deficiencies, claims, actions, judgments, settlements, interest, awards, penalties, fines, costs, or expenses, including reasonable attorneys’ fees, that LSC incurs as a result of a third-party claim alleging that:

      • you breached this agreement;
      • you acted negligently, grossly negligently, intentionally, or failed to act when you had a duty to do so, while performing your obligations under this agreement;
      • your negligent, grossly negligent, or intentional acts or omissions while performing your obligations under this agreement caused bodily injury, death, or damage to real or tangible personal property; or
      • you failed to comply with any applicable federal, state, or local laws, regulations or codes while performing your obligations under this agreement.
Governing Law, Mandatory Mediation, and Venue.

This agreement will be governed, construed, and enforced according to the laws of the District of Columbia, excluding its conflict of laws rules. Any disputes arising from this agreement or your services will be exclusively resolved in a federal or local court of competent jurisdiction located in the District of Columbia. You agree to waive objection to personal jurisdiction in those courts. Before litigating any dispute, we will mediate our dispute, in good faith, with the assistance of the Federal Mediation and Conciliation Service (FMCS), a free, government-sponsored, dispute resolution service headquartered in the District of Columbia.

LSC typically does not accept contracts that contain:

  • Limitations on liability or remedies;
  • Binding arbitration; or
  • Waivers of debt collection rights.

A staffing agreement that LSC has used previously is available upon request.

LSC’s RIGHTS

LSC reserves the right to:

  • Accept or reject any or all proposals, or any part thereof;
  • Waive any informalities or technicalities contained in any proposal received;
  • Conduct discussions with respondents and accept revisions of proposals after the closing date;
  • Make an award based upon various selection criteria;
  • Request clarification from any respondents on any or all aspects of its proposals;
  • Cancel or re-issue this RFP at any time;
  • Retain all proposals submitted in response to this RFP;
  • Invite some, all, or none of the respondents for interviews, demonstrations, presentations and further discussion.

CONFIDENTIALITY

During the RFP process, you may be given access to LSC’s confidential or proprietary information. You agree not to use this information for your or any third-party’s benefit and that you will not disclose this information to any person who does not have a need to know.

FREEDOM OF INFORMATION ACT

The Freedom of Information Act (FOIA) and associated LSC regulations may require LSC to release to the public upon request certain third-party bid proposals. LSC will not, however, release a proposal that would cause competitive harm to the applicant. If your proposal is requested under FOIA, LSC will contact you before releasing some or all of it. Applicants are encouraged to label documents containing sensitive business and confidential information as such at the time of submission.