Temporary Staffing Services

CITY OF DECATUR, ALABAMA
REQUEST FOR PROPOSALS
TEMPORARY STAFFING SERVICES
Solicitation No.: 26-026
Issue Date: 7/23/2026
Mandatory Pre-bid Conference: 8/4/2026 | 10 AM | 7th Floor of City Hall
Proposal Due Date: 8/20/2026
Proposal Due Time: 2:00 PM
Bid Opening Location: Purchasing/Finance Office, 701 Railroad St NW, Decatur AL 35601
Issued By:
City of Decatur
Purchasing Department
402 Lee Street NE
Decatur, Alabama 35601
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TABLE OF CONTENTS
Section 1 - Notice to Proposers
Section 2 - Solicitation Overview
Section 3 - Proposal Preparation and Submission
Section 4 - General Conditions
Section 5 - Scope of Services
Section 6 - Proposal Forms and Pricing
* Form 1 - Proposal Cover Sheet
* Form 2 - Company Qualifications
* Form 3 - Government References
* Form 4 - Staffing Approach
* Form 5 - Price Proposal (Attachment A provided Form on pages 24-26)
* Form 6 - Exceptions to the Solicitation
* Form 7 - Required Certifications
* Form 8 - Proposal Submission Checklist
* Form 9 - E-Verify Affidavit (Attachment B provided on pages 27)
Section 7 - Proposal Evaluation and Award
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SECTION 1
NOTICE TO PROPOSERS
1.1 Invitation
The City of Decatur, Alabama ("City") is soliciting sealed Proposals from qualified temporary
staffing agencies to provide temporary staffing services on an as-needed basis for various City
departments.
The successful Proposer shall furnish qualified personnel and provide all services necessary for
recruiting, screening, employment administration, payroll processing, insurance, employee
replacement, reporting, and related staffing services in accordance with this Request for
Proposals ("RFP").
The City intends to award one contract to the Proposer whose Proposal is determined to be the
most advantageous to the City, considering qualifications, experience, staffing approach,
responsiveness, references, and pricing.
The resulting Agreement shall be for an initial term of one (1) year and can be renewed for up to
two (2) additional years upon mutual agreement of the parties and approval by the Decatur City
Council.
The City reserves the right to reject any or all Proposals, waive minor informalities, cancel or
reissue this solicitation, request clarification of Proposals, and take any action permitted by
Alabama law that is determined to be in the best interest of the City.
1.2 Proposal Submission
Solicitation Number: 26-026
Title: Temporary Staffing Services
Sealed Proposals shall be delivered to:
Mail to :City of Decatur
701 Railroad St NW, Decatur, AL 35601
Proposal Due Date: 8/20/2026
Proposal Due Time: 2:00 pm
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Late Proposals will not be accepted.
Faxed or emailed Proposals will not be accepted unless specifically authorized by written
Addendum.
1.3 Procurement Schedule
Event Date
RFP Issued 7/23/2026
Mandatory Pre-Proposal Conference 8/4/2026
Deadline for Written Questions 8/13/2026
Final Addendum Issued 8/13/2026
Proposal Submission Deadline 8/20/2026
Evaluation Committee Review 8/20/2026 - 8-28-2026
Notice of Intended Award 9/8/2026
City Council Approval 9/8/2026
Contract Execution 9/14/2026
Notice to Proceed 9/14/2026
The City reserves the right to revise this schedule by written Addendum.
1.4 Mandatory Pre-Proposal Conference
A Mandatory Pre-Proposal Conference will be held on the date and time identified in the
Procurement Schedule. Attendance by at least one authorized representative of each prospective
Proposer is required. This Mandatory Pre-Proposal Conference will be held on the 7th Floor of
Decatur City Hall, located at 402 Lee Street, NE, Decatur, AL 35601. This will be held at
10am on Tuesday, August 4th at 10am.
The purpose of the conference is to review the requirements of this Request for Proposals,
answer general questions regarding the solicitation process, and discuss the City's staffing needs.
Failure of a Proposer to attend the Mandatory Pre-Proposal Conference shall result in the
Proposal being deemed non-responsive and ineligible for consideration.
Statements made during the conference are informational only. Changes to this solicitation shall
be made only through written Addenda issued by the Purchasing Department.
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1.5 Procurement Contact
All communications regarding this solicitation shall be directed to:
Purchasing Department
City of Decatur Purchasing Dept
701 Railroad St NW
Decatur, Alabama 35601
Phone: (256) 341-4522
Email: purchasing@decatur-al.gov
Questions shall be submitted in writing no later than the deadline identified in the Procurement
Schedule (8/13/2026).
Responses affecting this solicitation shall be issued only by written Addendum.
No other City employee is authorized to interpret, modify, or amend this solicitation.
1.6 Addenda
Changes to this solicitation shall be made only through written Addenda issued by the
Purchasing Department.
Proposers are responsible for acknowledging receipt of all Addenda prior to submitting a
Proposal.
SECTION 2
SOLICITATION OVERVIEW
2.1 Purpose
The City of Decatur is seeking a qualified temporary staffing agency to provide temporary
personnel for various City departments on an as-needed basis.
The successful Contractor shall recruit, screen, employ, compensate, and administer qualified
Temporary Employees to support the City's operational staffing needs.
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Assignments may include administrative, clerical, customer service, skilled trades, maintenance,
public works, utilities, parks and recreation, equipment operators, professional positions, and
other classifications requested by the City.
Nothing contained in this Request for Proposals shall be construed as guaranteeing any minimum
number of assignments, minimum contract value, or annual expenditure.
2.2 Contract Term
The resulting Agreement shall be for an initial term of one (1) year beginning upon execution of
the Agreement and issuance of a Notice to Proceed.
Upon mutual written agreement of both parties and approval by the Decatur City Council, the
Agreement may be renewed for two (2) additional one-year terms.
Renewal shall be based upon Contractor performance, pricing, responsiveness, continued
operational need, and the availability of appropriated funds.
2.3 Contract Administration
The Purchasing Department shall administer the resulting Agreement.
Individual departments shall be responsible for requesting personnel, directing daily work
activities, approving time records, and evaluating employee performance.
The Contractor shall designate an Account Manager who shall serve as the City's primary point
of contact for all contract administration matters.
2.4 Non-Exclusive Agreement
The resulting Agreement shall be non-exclusive.
The City reserves the right to obtain temporary staffing services from other qualified sources
whenever doing so is determined to be in the City's best interest.
The City does not guarantee any minimum volume of work, number of staffing requests, contract
value, or annual expenditure.
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2.5 Funding
The City's obligations under the resulting Agreement are contingent upon the annual
appropriation and availability of funds.
Should sufficient funds not be appropriated, the City may terminate the Agreement without
penalty by providing written notice to the Contractor.
2.6 Public Records
Proposals submitted in response to this solicitation become the property of the City.
Following contract award, Proposal documents may be subject to disclosure in accordance with
applicable Alabama law.
Proposers claiming portions of their Proposal to be confidential shall clearly identify such
information and provide the legal basis supporting the claim.
The City shall make the final determination regarding disclosure as required by law.
2.7 Proposal Preparation Costs
All costs incurred in preparing and submitting a Proposal shall be borne solely by the Proposer.
The City shall not be liable for any costs associated with Proposal preparation, interviews,
negotiations, presentations, or any other activities related to this solicitation regardless of w
2.8 Local Office Requirement
The successful Proposer shall maintain, or establish prior to contract execution, a fully
operational office located within the corporate limits of the City of Decatur, Alabama.
The office shall be staffed during normal business hours and shall serve as the primary location
for recruiting, interviewing, onboarding, and supporting Temporary Employees assigned under
the resulting Agreement.
The local office shall be capable of conducting applicant intake, employment processing, payroll
inquiries, and other routine staffing functions necessary to support the City's temporary staffing
needs.
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If the Proposer does not maintain a local office at the time of proposal submission, the Proposal
shall include a written plan describing how and when the required office will be established. The
office shall be operational prior to contract execution unless otherwise approved in writing by the
City.
Failure to establish and maintain the required local office may constitute grounds for rejection of
the Proposal or termination of the resulting Agreement.
SECTION 3
PROPOSAL PREPARATION AND
SUBMISSION
3.1 Proposal Organization
To facilitate a uniform evaluation, Proposals should be organized in the following order:
1. Form 1 - Proposal Cover Sheet
2. Executive Summary
3. Company Qualifications
4. Government Experience
5. Staffing Approach
6. References
7. Price Proposal
8. Required Certifications
9. Exceptions to the Solicitation (if any)
10. Additional Supporting Documentation
The City reserves the right to request additional information if necessary to complete its
evaluation.
3.2 Proposal Content
The Proposal shall contain sufficient information to demonstrate the Proposer's qualifications,
experience, financial capability, staffing resources, and ability to successfully perform the
services required by this Request for Proposals.
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Each Proposal should clearly address every requirement contained in this solicitation.
Promotional literature that does not directly support the Proposal is discouraged.
Failure to submit the required information may result in the Proposal being determined non-
responsive.
Only Proposers that attended the Mandatory Pre-Proposal Conference, as evidenced by the
official sign-in sheet maintained by the City, shall be eligible for award. Attendance shall be
documented by the official sign-in sheet maintained by the Purchasing Department. It is the
responsibility of each Proposer to ensure its representative signs the attendance sheet prior to the
conclusion of the conference.
3.3 Proposal Format
Each Proposal shall:
* Be prepared in English.
* Be typed on standard 812" x 11" paper.
* Clearly identify each section of the Proposal.
* Include the Proposer's legal business name.
* Include all required forms and certifications.
* Be signed by an individual authorized to bind the firm.
* Be submitted in the manner specified in Section 1.
3.4 Authorized Signature
The Proposal shall be signed by an officer or other individual legally authorized to bind the
Proposer.
The City may require documentation establishing the signer's authority.
Unsigned Proposals may be rejected as non-responsive.
3.5 Exceptions to the Solicitation
Any requested exception to the requirements, terms, conditions, specifications, or sample
agreement shall be clearly identified within the Proposal.
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Failure to identify requested exceptions shall constitute the Proposer's acceptance of the
requirements contained in this Request for Proposals.
The City reserves the right to reject any Proposal containing exceptions determined to be
material.
3.6 Clarifications
The City reserves the right to request clarification of any Proposal submitted.
Clarifications shall be limited to explaining information already contained within the Proposal
and shall not be used to materially alter the Proposal or modify pricing unless otherwise
permitted by applicable law.
Failure to respond to requests for clarification within the time specified by the City may result in
the Proposal being removed from further consideration.
3.7 Subcontracting
The Proposer shall identify any services proposed to be performed by subcontractors.
The successful Contractor shall not assign or subcontract any material portion of the resulting
Agreement without prior written approval of the City.
Approval of any subcontractor shall not relieve the Contractor of responsibility for complete
performance of the Agreement.
3.8 Order of Precedence
In the event of a conflict between contract documents, the order of precedence shall be:
1. Executed Agreement
2. Written Amendments
3. This Request for Proposals and all Addenda
4. Contractor's Proposal
5. Documents specifically incorporated by reference
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