26-067 Three (3) Year Contract for Temporary Employee Services

CITY OF PENSACOLA, FLORIDA
REQUEST FOR PROPOSALS
RFP NO. 26-067
THREE (3) YEAR CONTRACT FOR TEMPORARY EMPLOYEE SERVICES
A sealed proposal with original or electronic signature and one (1) complete and
identical electronic copy (PDF) on flash drive or CD will be received on October 29,
2026 2:30 P.M., Central time, at the following location.
City Hall (lobby)
222 West Main Street
Pensacola, Florida, 32502
Attention: Purchasing
The OUTER PACKAGING of the sealed submittal shall identify the respondent, and
the solicitation title and number (whether hand-delivered, mailed, or via UPS/FedEx or
other courier service). Submittals received after the deadline will not be accepted. Multiple
submittals from the same entity will not be accepted.
Alternatively, electronic responses may be submitted to Open Bids (FKA) Demandstar or
Central Bidding. Both sites require registration and varying fees for notifications and
document downloads.
Those submittals received will be opened and publicly read the following business day
(October 30, 2026, at 10:00 A.M., Central time) via Microsoft Teams at the following link*:
Microsoft Teams RFP opening.
Specifications will be posted to the City's website at www.cityofpensacola.com/bids.aspx.
Addenda will be posted to the City's website. Proposers are responsible for
obtaining addenda and are advised to check the website frequently.
A proposal tabulation with a Notice of Intent to Award will be posted to the City's website
at www.cityofpensacola.com/bids.aspx. Respondents are advised to check the website
frequently.
Any questions concerning the solicitation should include the Subject Line: RFP 26-067 -
RFI, and should be addressed and submitted in writing no later than 10:00 A.M., Central
time, October 19, 2026, to:
Dedria Lunderman, Purchasing Manager
City of Pensacola
222 W. Main St.
Pensacola, FL 32502
purchasing@cityofpensacola.com
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A proposal tabulation or a Notice of Intent to Award will be posted to the City's website at
www.cityofpensacola.com/bids.aspx.
The City of Pensacola adheres to the Americans with Disabilities Act and will make
reasonable accommodations for access to City services, programs, and activities. Please
email ADACoordinator@cityofpensacola.com or call (850) 436-5600. Requests must be
made at least 48 hours in advance of the event in order to allow the City time to provide
the requested services.
The City of Pensacola reserves the right to accept or reject any or all proposals, to waive
any proposal informalities, and to re-advertise for proposals when deemed in the best
interest of the City of Pensacola.
Attest: CITY OF PENSACOLA
Ericka L. Burnett D. C. Reeves
City Clerk Mayor
The City of Pensacola provides equal access in employment and public services.
(*Participation in a Microsoft Teams meeting requires a microphone and
speakers; however, webcams are optional. Participants may join the
meeting either via a PC or Smartphone. Please be sure to check the system
requirements at the following link: Microsoft Teams System Requirements
Check.)
SECURITY NOTICE
Visitors to City Hall are required to stay in the lobby unless otherwise directed.
Late submittals will not be accepted.
FLORIDA GOVERNMENT IN THE SUNSHINE - PUBLIC RECORDS NOTICE
Pursuant to Section 286.011, Florida Statutes, all Evaluation Committee meetings
under this RFP/RFQ are subject to Florida's Government in the Sunshine Law - open
to the public, noticed in advance, and documented as public records. Each
Committee member shall sign a Sunshine Law acknowledgement prior to
participating. All notes, scoresheets, and written communications are public records
under Chapter 119, Florida Statutes, and subject to disclosure. Members shall not
communicate privately with one another or with proposers outside of a duly noticed
public meeting.
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SCHEDULE OF EVENTS (subject to change)
Date Activity
09/25/26 Publish RFP
10/19/26, 10:00 AM Deadline for Questions
10/29/26, 2:30 PM Proposal Deadline
10/30/26, 10:00 AM Proposal Opening
November 13, 2026, 10:00 A.M. Evaluation Committee Meeting
City Hall Distribution of Materials
222 West Main Street, Pensacola, FL
December 1, 2026, 11:00 A.M. Evaluation Committee Meeting*
City Hall Written Proposal Ranking/Shortlisting
222 West Main Street, Pensacola, FL *Recommendation of Award may be made
December 16, 2026, 9:00 A.M. Evaluation Committee Meeting (if needed)
City Hall Oral Presentations
222 West Main Street, Pensacola, FL Recommendation for Contract Award
INSTRUCTIONS AND GENERAL SPECIFICATIONS
A. Firms responding to the RFP must be available for formal presentations/interviews
to the Selection Committee.
B. Sealed proposals must be submitted in the proposal format outlined as part of
these Instructions and General Specifications. Proposal documents include at a
minimum:
* Proposal response in stated format
* Required City forms
* Acknowledgement of addenda
C. Submittals must be typed or printed in ADA-compliant minimum 12 point sans serif
font. All corrections made by the respondent prior to the opening must be initialed
and dated by the respondent. No changes or corrections will be allowed after
submittals are opened.
D. The City of Pensacola is not liable for any costs incurred by any interested party in
responding to this RFP.
E. The City reserves the right to reject any or all proposals, waive minor informalities,
and request additional information.
F. Notwithstanding anything else stated herein, the City reserves the right to modify
the proposal documents, including the Agreement, by issuing addenda to be
posted on the City's website.
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G. These instructions, specifications, and statements accompanying the proposal, the
proposal itself, and any addendum issued, shall be included in the Agreement that
will be entered into for this service.
H. By responding to this solicitation, each Respondent warrants that it has not and
will not employ or retain any company or person, other than a bona fide employee
working solely for the firm, to solicit or secure an agreement pursuant to this
solicitation and that it has not and will not pay or agree to pay any person,
company, corporation, individual or firm, other than a bona fide employee working
solely for the firm, any fee, commission, percentage, gift, or other consideration
contingent upon or resulting from the award or making of an agreement.
I. PUBLIC RECORDS AND CONTRACTING COMPLIANCE
Responses become public records upon submission, subject to Florida's Public
Records Law.
All materials submitted shall become public record in accordance with Florida
Statutes. The selected firm will be required to comply with all City procurement and
contracting requirements.
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I. OVERVIEW
The City of Pensacola is a municipal government providing a broad range of
governmental and enterprise services. These services include but are not limited
to:
* Airport Operations
* Operations for Retail Natural Gas Company
* Seaport Operations
* Sanitation services
* Public Safety including Police and Fire protection
* Public Works including street sweeping and road and peripheral
maintenance
* Park maintenance and recreation program operations
* Office and Administrative operations
From time to time, City departments require temporary personnel to supplement
the existing workforce, address vacancies, meet seasonal or temporary workload
demands, assist with special projects, or provide continuity of operations.
The City desires to establish a flexible temporary staffing program through which
departments may request qualified personnel quickly while maintaining
appropriate controls over cost, employee qualifications, background screening,
payroll, workers' compensation, and other employer responsibilities.
Some of these positions will be required to drive City vehicles or handle and
operate City equipment.
II. SCOPE OF SERVICES
A. PURPOSE
The City of Pensacola intends to award contracts to one or more qualified
firms to provide temporary employment services on an as-needed basis for
various personnel categories. The City may designate a primary contractor
and one or more secondary contractors by category, based on the
evaluation results and the City's operational needs. If an awarded contractor
cannot timely fill a request, the City may proceed to another awarded
contractor. If no awarded contractor can meet a particular need, the City
reserves the right, consistent with applicable procurement requirements, to
obtain the needed services from another source.
The selected firm(s) shall provide temporary employees to the City on an
as-needed basis. Services may include recruitment, screening,
interviewing, testing, placement, payroll administration, tax withholding,
workers' compensation coverage, unemployment insurance, and other
responsibilities normally associated with being the employer of record for
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temporary personnel. Temporary assignments may range from a few days
to several months or longer, depending upon the operational needs of the
City.
Nothing in this RFP obligates the City to request temporary personnel from
a particular contractor or guarantees a minimum volume of business.
B. CONTRACTOR RESPONSIBILITIES
The selected contractor shall:
1. Recruit, screen, test, and evaluate prospective temporary
employees as needed before referring them to the City.
2. Verify that personnel possess the education, licenses,
certifications, experience, technical skills, and other
qualifications specified by the City for the assignment.
3. Conduct all background screenings required by the City and
applicable law.
4. Conduct drug testing when requested by the City or required
for a particular assignment.
5. Verify employment eligibility and comply with all applicable
federal and State of Florida employment verification
requirements, including registration with and use of the E-
Verify system as required by section 448.095, Florida
Statutes. The contractor shall require each subcontractor, if
any, to comply with the same requirements and shall maintain
any subcontractor affidavits required by law.
6. Serve as the employer of record for temporary employees
supplied under the contract unless otherwise expressly
agreed to in writing.
7. Be solely responsible for payment of wages and other
compensation to temporary employees.
8. Be responsible for all applicable payroll taxes, unemployment
taxes, Social Security and Medicare contributions, workers'
compensation premiums, insurance, and other employer
obligations.
9. Maintain accurate payroll and timekeeping records.
10. Provide qualified personnel within the response time specified
by the City.
11. Provide replacement personnel promptly when an assigned
employee does not report for work, is unable to continue an
assignment, does not meet the City's requirements, or is
otherwise deemed unsuitable by the City.
12. Maintain sufficient recruiting and staffing capabilities to meet
the City's anticipated needs.
13. Designate an account representative who will serve as the
primary point of contact for the City.
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14. Provide appropriate after-hours contact information for urgent
or emergency staffing needs, if available.
15. Comply with all applicable federal, state, and local
employment laws and regulations.
C. SUBMITTAL:
For proper comparison and evaluation, proposals must include, at a
minimum, the following information: The City will evaluate responsive
proposals using the criteria stated below. The City reserves the right to
request clarification, verify references and qualifications, conduct interviews
or presentations if stated by addendum, and negotiate with the highest-
ranked proposer(s) as permitted by applicable law and City policy.
1. Executive Summary
Provide a brief overview of the firm and its proposed approach to
serving the City.
2. Firm Qualifications and Experience
Provide:
* Number of years in business;
* Location of offices that will serve the City;
* Number of employees/recruiters;
* Primary staffing specialties;
* Experience with governmental clients;
* Experience with organizations comparable in size or
complexity to the City; and
* Any distinguishing qualifications.
3. Staffing and Recruitment Approach
Describe the firm's:
* Recruitment process;
* Candidate screening process;
* Interview process;
* Skills testing;
* Background screening;
* Drug screening capabilities;
* Reference verification;
* Credential verification; and
* Process for addressing poor-performing or unsuitable
personnel.
4. Ability to Meet Staffing Requests
Describe:
* Typical response time;
* Ability to provide same-day or next-day personnel;
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* Emergency staffing capabilities;
* After-hours availability;
* Size and depth of candidate pool;
* Ability to provide specialized professional personnel; and
* Procedures for replacing unavailable or unsuitable personnel.
5. Cost Submittals/Rates on City Form
The City prefers pricing based upon a markup amount and markup
percentage applied to the temporary employee's hourly wage
rate in the attached spreadsheet shown as Attachment A.
Proposers shall identify the proposed markup for each staffing
category.
The markup shall include all costs necessary to provide the services,
including, as applicable:
* Payroll taxes;
* Social Security and Medicare;
* Federal and state unemployment taxes;
* Workers' compensation insurance;
* Recruiting;
* Screening;
* Standard background checks;
* Payroll administration;
* Contractor overhead;
* Administrative costs;
* Profit; and
* All other ordinary costs associated with providing temporary
personnel.
If a position is listed as a position that could be driving a vehicle, it is
expected that the firm will understand and guarantee they will comply
with the insurance and indemnification requirements contained in the
response.
6. References
Proposer shall supply with this proposal a list of at least three
references where like services have been performed by their firm.
Include name of firm, address, telephone number, email address,
and name of representative.
D. TERM:
The initial term of the contract shall be three (3) years commencing
on the effective date stated in the executed contract. The City may,
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at its sole option and subject to satisfactory performance, availability
of funds, and mutual agreement as to any permitted price
adjustment, renew the contract for up to three (3) additional one-year
periods. Pricing shall remain firm for the first contract year. Any
requested adjustment for a subsequent contract year must be
submitted in writing with supporting documentation within the time
specified by the City and is subject to the City's written approval.
E RESPONDENT RESPONSIBILITY
It is the responsibility of each vendor before submitting a proposal:
1. To examine thoroughly the contract documents and other related
data identified in the proposal document.
2. To consider federal, state, and local laws and regulations that may
affect costs, progress, performance or furnishing of the work.
3. To study and carefully correlate vendor's knowledge and
observations with the contract documents and such other related
data.
7. To promptly notify the City's Purchasing Manager of all conflicts,
errors, ambiguities, or discrepancies which vendor has discovered in
or between the contract documents and such other related
documents.
III. MINIMUM TECHNICAL REQUIREMENTS
A. The purpose and intent of this RFP is for the City of Pensacola to receive
proposals on an hourly rate for Temporary Personnel Service.
B. Awardees will comply with all State, Federal, and local laws (including the
Americans with Disabilities Act, Title VII of the Civil Rights Act of 1964, Age
Discrimination in Employment Act, and Civil Rights Act of 1991) as to
treatment and compensation of its employees. City shall make no payments
to individual workers.
C. Criminal background checks are to be completed by awardees on all
temporary employees prior to deploying to City of Pensacola. The following
felony convictions will disqualify any individual:
a. all capital felonies
b. all first degree felonies
c. any felonies related to bodily injury; indecency with a child or arson.
The contractor shall provide background-screening results or certifications to the
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City's Human Resources Department in the form requested by the City and
shall protect confidential or exempt information in accordance with
applicable law. No individual requiring City review may begin an assignment
until approved by the City.
D. Pre-employment five panel drug screening test are to be completed by the
awardees on all temporary employees prior to deploying to City of
Pensacola
E. Insurance and Indemnification - Refer to "Insurance and Indemnification",
RFP, for requirements.
F. Instructions shall be conveyed by awardees to each temporary employee
that all information disclosed by any department in City of Pensacola
pertaining to work to be done or information that comes to the attention of
a temporary employee during the course of performing such work shall be
kept strictly confidential except as required by the State of Florida's public
records laws.
G. If the Temporary Agency Contract includes providing temporary employees
for the purpose of operating City vehicles, the Agency will: ensure that the
employee's motor vehicle license class is appropriate for the type of
vehicle/equipment the employee will be operating, provide a valid copy of
the employee's driver's license, and provide a current copy of the
employee's Motor Vehicle Record.
H. City of Pensacola estimates a total of between 100,000 to 175,000 hours
for temporary services are needed for the one-year period of the price
agreement. It is specifically understood and agreed that these hours are
approximate and any increased hours will be paid for at the quoted
hourly/rate. It is further understood that the supplier shall not have any claim
against City of Pensacola for hours less than the estimated amount.
I. The City reserves the right to accept or reject all or any part and award by
category or total proposal.
J. The attached list of position specifications are the different types of
personnel needed by City of Pensacola. Please use the form for quoting
hourly rates for each description. All rates quoted should be included in the
form provided on the attached worksheet and should include the hourly rate
to be paid to the temporary staffer, the bill rate that includes all fees and
commissions charged by the company, the total all inclusive rate and the
percent markup.
K. All awardees will receive written notice of the proposal award, which will
include the agreed upon rate for each job description.
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