Executive Search and General Staffing Services

Q (2.12.3 Proposal Validity Period): We are interested in submitting a proposal; however, as a public agency, we typically do not issue bonds in the same manner as private entities. Could you please advise whether our agency may be exempt from the proposal bond requirement, given our public entity status, or if there is an alternative method to satisfy this provision under the RFP?

A: There are no bonding requirements in this RFP. A proposal bond is not needed. Please refer to section 2.11 Proposal Contents for the proposal requirements.

Q (Local Office): • To be responsive, is it mandatory to have local office? Please confirm. • Is there any local preference given to local vendors? Please confirm. • Is there any preference give to provide local office in Santa Clara area? Please confirm. • Is there any local preference for this contract?

A: Please refer to the RFP Section 3.1.2(e).

Q (Subcontracting): • Please confirm the sub-contracting goal that can fulfill the requirement? • Is it mandatory to do subcontracting for this contract?

A: Please refer to the RFP and review sections pertaining to subcontracting.

Q (General Question): Is there any preference if vendors bid on all positions?

A: There is no preference.

Q (General Question): Can you please confirm the most commonly filled positions of this contract?

A: Past hiring have included Buyer, Vault Room Workers, Contracts Administrator, Document Services, Public Communication Specialist. Future hiring may vary based on VTA’s needs.

Q (General Question): How many vendors is the agency planning to select?

A: VTA will determine the number of awardees upon evaluation.

Q (General Question): How many positions we can expect under this contract on an annual basis?

A: VTA cannot guarantee a number. This is an as-needed service in which the PM will contact the awarded Contractor(s) if and when they need executive or general staffing services.

Q (Annual Budget): What will be the estimated annual budget for this project?

A: VTA will not be providing an estimated annual budget for this project.

Q (Cost Proposal Sheet): The cost proposal Excel spreadsheet provided in the documents section is password protected. Are we required to use the Excel spreadsheet to submit our pricing, and if so, could you please provide an editable version of the cost proposal sheet?

A: The cost proposal allows you to fill in the sections required. VTA will not be providing an editable version. As the cost proposal mentions, if you have a different method, please submit an attachment to the cost proposal.

Q (General Question): Can you please share the no. of positions served in previous years under this contract?

A: VTA will not be sharing number of positions served. The services are on an as-needed basis which will differ each year.

Q (Subcontracting): The SBE goal for this RFP and contract is stated as 0%. Does this mean there are no SBE/DBE participation requirements for this RFP?

A: The SBE goal for this RFP and Contract is 0%. Please reference Section 2.6 VTA Business Development Program of the RFP.

Q (Subcontracting): We are a firm with local office in Santa Clara and SBE/DBE certification from various agencies: • SBE by US Small Business Administration (SBA) • DBE from San Francisco Bay Area Rapid Transit • SLEB by Alameda County • LSBE by County of Los Angeles, Department of Economic Opportunity • MBE by the Supplier Clearing House Can we utilize any of the above certifications to be eligible for self-performance and 100% participation without utilizing any subcontractor?

A: Please reference Section 2.6.2 for Contract Goal. In the list you provided, only SBE and DBE may count. However, there is no goal requirement set for this RFP.

Q (California Air Resources Board Certification Requirement): Refer to the Requirement : Pursuant to section 2449(i) of Title 13, California Code of Regulations, at the time of its Proposal submission and at VTA's request following Proposal submission, the Proposer must provide to VTA a Certificate of Reported Compliance (or certify that a Certificate of Reported Compliance is not required) for any fleet of vehicles that will be used by the Contractor in the performance of the Services with a diesel-fueled or alternative diesel-fueled off-road compression-ignition engine with maximum power (max hp) of 25 horsepower (hp) or greater provided that the vehicle cannot be registered and driven safely on-road or was not designed to be driven on-road. Proposers can register and report their emissions standards in the DOORS reporting system to receive their certifications. Question: Are proposers required to submit a Certificate of Reported Compliance as part of the proposal? If yes, in which section of the Proposal?

A: Please refer to Proposal Form 6: General Certifications section 5.0.

Q (Solicitation): Can you confirm whether this RFP is an extension of RFP S20156?

A: No. This is not an extension to RFP S20156.

Q (Proposal Format): Referring to page no. 34, Section 4.1.1 Qualifications – Subsection (b) Reference Projects. Can we describe the same projects in this section that we utilize in Proposal Form 8, References?

A: Please include references you consider relevant to help VTA assess your qualifications in relation to the Scope of Work.

Q (Proposal Contents): The last page of each form states "Intentionally left blank", is the blank page supposed to be included or excluded with our submission?

A: You may exclude the blank pages.

Q (Proposal Contents): Are required forms included as part of the 30 page limit?

A: Required Proposal Forms will not count as part of the 30 page limit. Proposals must be typed, as concise as possible.

Q (Required Form): All the forms have a Docusign stamp in the upper lefthand corner. Are we to remove or keep them for submission?

A: You may keep or remove the DocuSign stamp.

Q (Page limitation and Proposal forms): Hello, Team. AS we understand page limitation is 30 pages does it include forms as well or we can keep them under Appendix

A: Required Proposal Forms will not count as part of the 30 page limit. Proposals must be typed, as concise as possible.

Q (Triple Brackets): What do triple brackets (“[[[…]]]]“) in certain places mean such as in Section 1.8.3 on page 11?

A: These are to indicate placeholders as the scope is for both executive search and general staffing. Certain areas may not apply if a firm is submitting proposals for only one of the two services.

Q (SBE ): Does Agency will consider the sub contractors local preference?

A: Please refer to Section 3.1.2 and Proposal Form 11 for details.

Q (Exceptions): Will the VTA allow exceptions to the contract or does Section 2.15.2 and 3.4.1 mean that VTA will not accept any exceptions?

A: No exceptions will be allowed.

Q (EEO): Can VTA agree to remove requirement for EEO statistics of placements?

A: No. This data is required for EEO reporting to the Federal Transit Administration.

Q (Pre-employment standards): What are the VTA test criteria and pre-employment standards referenced in Section 1.8.2(b)(#4)?

A: Test criteria, while there are no actual tests the candidates must take, we ask that the temp firm confirm that the candidates they share meet the minimum qualifications on the scope of work. Also, all candidates must be screened and have been through references check done by the temp company. All candidates must go through a thorough background check process completed by the contractor that meets VTA standards.

Q (Candidate turnaround time): B. General Staffing Services (Scope of Work) 5. states we are to provide 3-5 candidates within one business day- seems to conflict with section C2 below C. Period of Performance 2. This section states we are to provide a list of candidates within one week. Could you please clarify if we are required to provide general staffing candidates within one day or one week?

A: We would like a staff to turn around within 4-5 business days if possible. But we understand that more niche rolls may take more time so the goal would be one week.

Q (Cost Proposal Pay Rates): Regarding the proposed hourly base pay rates, will there be a cost of living increase or are the submitted rates fixed for the duration of the 5 year contract?

A: The based hour rate per position adjusts with VTA salary tables. If there is a COLA during that 5 year contract, the base hourly pay will adjust accordingly.

Q (Positions): In order to be considered responsive for this solicitation, is it mandatory to bid on all positions? Is it mandatory to subcontract?

A: It is not mandatory to submit a proposal for all positions. It is not mandatory to subcontract.

Q (SBE/DVBE Requirements ): Please confirm that there is a 0% SBE participation goal, but a 19% or other DVBE goal.

A: The SBE goal is 0%. Even though there is no required SBE goal, proposers are encouraged to have SBE participation on the contact to help meet the VTA’s 19% aspirational SBE goal.

Q (Sample Profiles): 1. Could VTA provide representative qualification expectations or sample profiles for key roles, including typical minimum years of experience, education, and certification requirements, to ensure alignment in candidate screening and submission?

A: This will vary by classification. Once a need is identified, VTA will share the classification description for specific roles that outline minimum qualifications with the contracted firm.

Q (Shortlist discussion): 2. For proposers shortlisted for discussions or oral presentations, what areas (e.g., methodology, team structure, case studies) will be the primary focus?

A: Additional details will be provided to the shortlisted firms prior to interviews.

Q (Priority of Roles): 3. Are there specific roles or categories that are anticipated to be higher priority?

A: No

Q (Candidate submissions): 6. Will contractors be expected to submit candidates through a standardized platform, or will submissions be managed via email or other processes?

A: Candidate submissions will be managed via emails.

Q (Executive evaluation): 7. To what extent will VTA leadership be involved in the screening and evaluation stages of executive candidates?

A: Leadership involvement may vary depending on the role.

Q (Background checks cost): Section 1.8.3 Section C. States we will be responsible for the cost of the background check inclusive of the fingerprinting but earlier in section B5, it says the fingerprinting is at VTA’s cost. Could you please clarify if we are to cover the costs of background checks in our pricing?

A: Vendors are responsible for covering the total cost of background checks for general staffing services.

Q (Vehicles): Can VTA confirm whether the requirement regarding the types and number of vehicles applies to staffing and executive search services, or only to specific operational scopes within the solicitation?

A: This question is in reference to Proposal Form 1A. Please fill in the applicable details for your firm.

Q (Disclosure of Criminal History): Can the contractor require candidates to disclose all misdemeanors and felonies (age 18+) prior to submission to VTA?

A: Ban the Box laws prohibit employers from asking about job applicants’ criminal history on initial applications. VTA will still require contractors to ensure that any candidates they send have gone through a thorough background check process that meets VTA standards.

Q (References ): Can the same projects and points of contact listed in our Reference Projects section also be used in the Reference Form, or does VTA require completely separate projects/contacts for each section?

A: Yes, you can provide the same references listed on Reference Projects if it makes sense to.

Q (Travel costs): Will travel & lodging costs be covered by VTA, or will these costs need to be included as part of our pricing?

A: For Executive Recruitments (per RFP section 1.8.3), VTA may pay up to the GSA rate limit for travel. Any additional costs would be covered by the contractor. VTA will not pay for travel and lodging for temporary employees.

Q (Job Descriptions): Could VTA please provide detailed job descriptions for the positions sought in the solicitation?

A: All VTA classifications are eligible for general staffing assistance. Classification descriptions can be found at https://www.governmentjobs.com/careers/vtasantaclara/classspecs

Q (Background Checks): To ensure FCRA compliance, is it our company’s policy to provide Clients with an attestation of completion of background check pursuant to Clients’ requirements, but not the actual results. Will VTA accept letters of attestation in lieu of actual background check results?

A: All candidates must go through a thorough background check process completed by the contractor that meets VTA standards. We would require the contractor to confirm that all components of VTA’s background check process have been met and that the candidates being referred do not have occurrences that would conflict with the job they will be filling.

Q (Laptop and equipment): Do the vendor needs to provide laptops and other equipment to temps for under the resulting contract?

A: All equipment required to perform the functions of the position being filled will be provided by VTA.

Q (Reference): References are being requested in 2 different sub sections of section "4.1.1 Qualifications” i.e., (b) Reference Projects and (c) References. Can we provide same references in response to both requirements?

A: Yes, you can provide the same references listed on Reference Projects if it makes sense to.

Q (Background checks cost): Will respondents be allowed to pass through the costs for background checks and drug screens (at no additional markup) to VTA?

A: No. Contractors are responsible for covering the total cost of background checks for general staffing services.

Q (Affordable Care Act (ACA) costs): With respect to Affordable Care Act (ACA) costs, would VTA prefer these charges as a separate line item on the invoices, or instead incorporated directly into each respondent’s proposed rates?

A: Please include all costs into the proposed rates.

Q (Rate Increase request): If government-mandated costs or expenses are enacted during the contract term, will respondents be allowed to request rate increases to cover these higher rates?

A: Contractors may request rate increases for special cases, subject to VTA review and approval.

Q (Hire Conversion Fee): Could we propose a temp to permanent hire conversion fee in our proposal?

A: No

Q (Pricing): The contractor is required under 1.8.2.A.8 to make all arrangements for necessary candidate travel, lodging, and meals. Are these estimated expenses to be included in the pricing sheet as Other Direct Costs Column C? Will such costs be reimbursed even the candidate does not start?

A: Yes, this would be listed as “Other Direct Costs”. For Executive Recruitments, VTA may pay up to the GSA rate limit for travel. Any additional costs would be covered by the vendor. VTA will not pay for travel and lodging for temporary employees.

Q (Federal clauses): Please confirm which federal/regulatory clauses actually apply in the final contract. Section 2.7 says the project is locally funded and federal requirements do not apply, but the sample contract contains multiple FTA/federal clauses, and the Q&A says EEO placement data is required for FTA reporting. Can you please identify which federal clauses and reporting obligations will remain in the final contract?

A: The applicable federal clauses can be found in Exhibit 4 of the Sample contract. Reporting EEO requirement is listed under the Scope of Work.

Q (Insurance): The Insurance requirements are excessive for Executive Search. Can we ask for exceptions? General Insurance requirements are 1 million for general liability and Workers Comp and Professional Liability. Can VTA consider this?

A: There are no exceptions allowed.

Q (Interviews): Will only finalist candidates be invited for in- person interviews

A: Only shortlisted firms will be requested for discussions/oral presentations.

Q (Reference Checks and Candidate Travel): Usually candidate Travel for In- person travel for interviews is paid by the Hiring agency . Can VTA confirm that this is accurate and the candidate Travel referred to in Reference checks is only travel for Reference checks .. This may affect the number of candidates presented to the agency if contractor has to pay for travel for all preliminary and short listed candidates

A: For Executive Recruitments (per RFP section 1.8.3), VTA may pay up to the GSA rate limit for travel. Any additional costs would be covered by the vendor. VTA will not pay for travel and lodging for temporary employees.

Q (Candidate Termination ): Clause 9 under Executive Search mentions that if a candidate is terminated by VTA for any reason within a period of two years contractor will search for another candidate at no additional cost to VTA . . Two years is a long time, especially if the candidate is let go due to some constraints by VTA . Moist organizations ask for a replacement only if a candidate is let go for Performance reasons in one year. Can VTA change this requirement to be more aligned to similar Searches. otherwise this may lead to vendors needing to add more costs to the Price Bid

A: No, VTA will not change this requirement.

Q (No subject): 4. How will work assignments be distributed among multiple awarded contractors (e.g., rotation, performance-based allocation, or role-based assignment)?

A: Work will be distributed at VTA’s discretion to the awarded contractors based on fulfillment needs and contractors’ availabilities and capabilities.

Q (No subject): 5. In cases where multiple vendors submit the same candidate, how will VTA determine candidate ownership? Will there be any limitation or coordination mechanism to avoid duplicate candidate submissions across vendors?

A: Although unlikely, the agency will review overlapping submissions on a case-by-case basis. The agency reserves discretion to make determinations it deems appropriate under the circumstances.

Q (Positions): Can we bid on specific positions within general staffing category?

A: Proposers may submit rates for general staffing categories they deem as appropriate.

Q (Evaluation): If a vendor bids on both Executive Search and General staffing , are both bids evaluated separately for each . And can they be awarded separately based on evaluation criteria

A: Each proposal will be evaluated separately.

Q (No subject): If a vendor bids on multiple categories in General Staffing , are they evaluated seperately. Can vendors be awarded the categories seperately

A: Any award of the Contract will be made on a "best value" basis based on RFP Section 3.1.2.

Q (Cost bid): In the cost bid there are various options shown. Our understanding is that we will bid only one option either Fixed Fee with Expenses or percentage . is this assumption correct

A: The cost proposal allows you to fill in the sections required. As the cost proposal mentions, if you have a different method, please submit an attachment to the cost proposal.

Q (Request for Clarification): 1) Are candidate resumes required with the proposal submission? Or Key Personnel? If candidate is it actual or sample? 2)Will Executive Search Services and General Staffing Services be awarded as separate contracts, or can a single Proposer be awarded both categories? 3)Are there any mandatory compliance or regulatory obligations associated with this RFP?

A: 1)Please refer to RFP section 4.1.2(c) 2)These will be separate contracts. It is possible a proposer may be awarded for both executive search and general staffing services. 3)See Exhibit 3 General Conditions and Exhibit 4 Required Regulatory Clauses of the sample contract.

Q (Questions): 1. Is there any work authorization preferences for the Candidates? 2. Are H1B candidates allowed/preferred for the required positions? 3. Does the fixed fee has to be not to exceed yearly salary? 4. Are there any preferred VISAs for the required candidates? 5. Are there any mandate Benefits, Paid Time Off, Vacation or Holiday Pay? 6. Could you please provide a Holiday List for the "agency".

A: 1. Must be able to provide/submit proof of their legal right to work in the United States. VTA does not sponsor. 2. As long as they can provide proof that they have the legal right to work in the US and do not require sponsorship we welcome the submission. 3. Fixed fees should not exceed yearly salary. 4. Must be able to provide submit proof of their legal right to work in the United States. VTA does not sponsor. 5. VTA is not responsible for temp employee benefits, vacation, or holiday pay. 6. Holidays include: New Year's Day, Martin Luther King Jr. Birthday, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, Day after Thanksgiving, and Christmas Day