Temporary Staffing Services

MEMORANDUM

Notice is hereby given that the Santa Rosa County Board of County Commissioners is seeking Temporary Staffing Services. 

Specifications may be secured through the Santa Rosa County Procurement Portal at https://procurement.opengov.com/portal/santarosafl. Questions concerning this request should be submitted through the procurement portal by 12:00 pm on Thursday, April 16, 2026. 

Please submit all proposals through the procurement portal at https://procurement.opengov.com/portal/santarosafl by 10:00 am on Thursday, April 30, 2026, at which time will be publicly opened via TEAMs.

Santa Rosa County Board of County Commissioners encourages all segments of the business community to participate in its procurement opportunities, including small businesses, minority/women owned businesses, and disadvantaged business enterprises. The Board does not discriminate on the basis of race, color, religion, national origin, disability, sex, or age in the administration of contracts.

The Board of County Commissioners reserves the right to waive irregularities in bids, to reject any or all bids for sound documented reasons, and to award the bid that it determines to be in the best interest of Santa Rosa County.

By order of the Board of County Commissioners of Santa Rosa County, Florida.

Background

Temporary employment agencies are used primarily to fill temporary vacancies due to turnover and extended absences, and sometimes to augment current staffing during times of heavy workload. Outsourcing staffing allows for quick assistance and helps to reduce costs compared to regular budgeted positions with benefits. Over the past three fiscal years, our expenses for temporary employment services has grown from $819,541 in FY23 to $1,011,753 in FY25. Since these services are obtained on an as-needed basis and there may be multiple contracts awarded, there is no guarantee of work.

Project Details

• Reference ID: 26-029
• Department: Human Resources
• Department Head: Cindy Williams (Human Resources Manager)

Important Dates

• Questions Due: 2026-04-16T17:00:00.000Z

Addenda

• Official Notice #1: Answer to Question 20 in Q&A (released 2026-04-14T14:51:51.731Z) —

  The attachments are the answer to the following question:

  Shikha Sharma Apr 14 2026 at 7:14 AM

  22nd Century Technologies, Inc.
  Please provide copies of the proposals from all current vendors providing temporary staffing services.

Evaluation Criteria

• Staffing and Recruitment Methodology (25 pts)
• Firm Qualifications and Experience (20 pts)
• Service Delivery Plan (15 pts)
• Pricing (20 pts)
• Account Management (10 pts)
• References (5 pts)
• Value Added Services (5 pts)

Submission Requirements

• Proposal
• Staffing and Recruitment Methodology (required) —

  Provide a detailed description of your staffing and recruitment methodology. The information provided should demonstrate the your ability to identify, recruit, screen, and place qualified candidates who meet the County’s staffing needs in a timely and efficient manner.

  1. Recruitment Strategy
  Describe the methods used to recruit and attract qualified candidates for temporary assignments. Include information regarding recruitment sources such as job boards, internal candidate databases, advertising, professional networks, local outreach, and partnerships with workforce organizations.

  2. Candidate Pool and Availability
  Provide information regarding the size and diversity of the firm’s existing candidate pool and its ability to provide qualified personnel for a variety of positions, including administrative, technical, professional, and labor classifications.

  3. Screening and Evaluation Process
  Describe the procedures used to evaluate and screen candidates prior to submission to the County. Include information regarding:

  • Application review

  • Skills testing or competency assessments

  • Employment history verification

  • Reference checks

  • Background checks and drug screening, if applicable

  4. Candidate Matching Process
  Explain how candidates are matched with specific job requirements. Include the criteria used to ensure candidates possess the appropriate skills, experience, and qualifications for each assignment.

  5. Compliance and Employment Verification
  Describe procedures used to ensure candidates meet all applicable employment requirements, including verification of work eligibility, compliance with federal and state employment laws, and completion of required employment documentation.

  6. Recruitment for Specialized or Hard-to-Fill Positions
  Explain the firm’s approach to recruiting candidates for specialized, technical, or difficult-to-fill positions that may be requested by the County.

  7. Workforce Diversity and Local Recruitment Efforts
  Describe any efforts to recruit a diverse workforce and the firm’s commitment to recruiting candidates within the local or regional labor market when possible.

   

• Firm Qualifications and Experience (required) —

  Provide information demonstrating your firm’s qualifications, experience, and capacity to successfully perform the services described in this Request for Proposals. The information provided should clearly demonstrate the your ability to provide high-quality staffing services in a timely and reliable manner.

  Please include:

  1. Firm Overview
  Provide a brief overview of the firm, including:

  • Legal name of the company and primary business address

  • Year the firm was established

  • Type of business organization (corporation, partnership, LLC, etc.)

  • Description of the firm’s primary lines of business

  • Location of offices that will support this contract

  • Total number of employees within the firm

  2. Relevant Experience
  Describe the firm’s experience providing temporary staffing services similar in scope and size to those described in this RFP. Include the following:

  • Number of years providing temporary staffing services

  • Experience providing services to government agencies or similarly sized organizations

  • Types of positions commonly filled (administrative, technical, professional, labor, etc.)

  • Average number of placements per year

  • Experience supporting large or multi-department organizations

  3. Government or Public Sector Experience
  Provide examples of contracts with government entities or other public sector organizations. Include:

  • Name of the agency or organization

  • Description of services provided

  • Contract term and approximate annual value

  • Contact information for a reference familiar with the services provided

  4. Staffing Capacity and Resources
  Describe the firm’s ability to recruit, screen, and place qualified temporary employees in a timely manner. Include:

  • Recruiting methods and geographic reach

  • Size of the firm’s candidate pool

  • Average time to fill positions

  • Ability to handle high-volume or urgent staffing requests

  5. Organizational Structure and Key Personnel
  Provide an organizational chart or description of the team that will be responsible for servicing the County’s account. Identify key personnel and their roles, qualifications, and relevant experience.

• Service Delivery Plan (required) —

  Provide a detailed description of your approach to delivering the staffing services required under this Request for Proposals. The Service Delivery Plan should demonstrate your understanding of the County’s needs and clearly explain the processes, procedures, and resources that will be used to ensure reliable and timely staffing support.

  1. Understanding of Services Required
  Provide a brief statement demonstrating the Proposer’s understanding of the scope of services and the County’s need for qualified temporary personnel across multiple departments.

  2. Staffing Request Process
  Describe the process for receiving, reviewing, and fulfilling staffing requests from the County. Include how requests will be submitted, how positions will be matched with qualified candidates, and expected timelines for candidate submission.

  3. Recruitment and Candidate Sourcing
  Explain the methods used to recruit and source qualified candidates. Include information regarding advertising, candidate databases, job boards, local recruitment efforts, and partnerships with workforce organizations.

  4. Screening and Selection Procedures
  Describe the procedures used to screen and evaluate candidates before they are presented to the County. Include any background checks, reference checks, skills assessments, or other evaluation methods used to ensure candidates meet the County’s requirements.

  5. Onboarding and Placement
  Describe the process for onboarding temporary employees and coordinating placement with the County department requesting services. Include any orientation, documentation, or compliance requirements completed prior to placement.

  6. Response Time and Staffing Availability
  Provide expected response times for filling staffing requests and describe the firm’s ability to accommodate urgent or high-volume requests.

  7. Replacement and Continuity of Service
  Describe the procedures for replacing temporary staff who are unavailable, unsatisfactory, or unable to complete an assignment. Include expected timelines for providing replacement personnel.

  8. Quality Assurance
  Explain the methods used to monitor service quality and ensure the ongoing performance and reliability of temporary staff assigned to the County.

• Account Management (required) —

  Describe your approach to account management and the resources that will be dedicated to supporting the County throughout the term of the contract, demonstrating how you will ensure responsive service, effective communication, and efficient coordination of staffing requests.

  1. Account Management Structure
  Describe the account management structure that will support the County. Identify the primary point of contact and any additional personnel who will be responsible for contract oversight, recruitment coordination, and issue resolution.

  2. Account Manager Responsibilities
  Provide a description of the responsibilities of the assigned Account Manager, including how staffing requests will be received, processed, and monitored to ensure timely placement of qualified candidates.

  3. Communication and Responsiveness
  Explain the methods of communication that will be used with County staff and departments. Include expected response times for staffing requests, issue resolution procedures, and availability of support personnel.

  4. Performance Monitoring
  Describe the processes used to monitor the performance and reliability of temporary staff, including procedures for addressing performance issues, replacing personnel if necessary, and ensuring continued service quality.

  5. Reporting and Coordination
  Describe any reporting capabilities or account review processes that will be provided to the County, such as periodic performance reports, staffing utilization summaries, or regular account review meetings.

  6. Escalation Procedures
  Provide a description of the procedures for escalating and resolving service issues, complaints, or urgent staffing needs.

• References (required) —

  Provide a minimum of three (3) private or public clients to which the Agency has provided these services within the past five (5) years for similar work.

  Include:

  • Organization name

  • Contact person

  • Title

  • Phone number and email address

  • Description of services provided

• Value Added Services (required) —

  Describe any additional services or benefits offered that are not specifically required in this RFP but would provide added value to the County. Examples may include enhanced screening processes, technology platforms for workforce management, reporting capabilities, training programs, or other services that improve efficiency, cost effectiveness, or quality of staffing services.

• Sworn Statement Public Entity Crimes (required) —

  Please download the below documents, complete, and upload.

• Scrutinized Contractors Certificate (required) —

  Please download the below documents, complete, and upload.

• Debarment Form (required) —

  Please download the below documents, complete, and upload.

• Conflict of Interest Form (required) —

  Please download the below documents, complete, and upload.

• Non-Collusion (required) —

  Respondent confirms that it has entered into no agreement to commit a fraudulent, deceitful, unlawful, or wrongful act, or any act which may result in an unfair advantage over other respondents. See Florida Statute 838.22.

• Please provide proof of registration with State of Florida Division of Corporations (required)
• Please provide copy of current insurance declaration page. (required)
• Please confirm that you have read and understand the information contained herein. (required)
• Please provide proof of registration with the Federal System of Award Management (SAM). (required)
• Solicitation Type (required) —

  Invitation to Quote: Requires at least three quotes and is based on the lowest qualified bid.

  Invitation to Bid: Lowest/most responsive bid.

  Request for Proposal: Proposers ranked by staff or the Board. Presentations may be required.

  Request for Qualifications: Proposers ranked by staff or the Board. Presentations may be required.

  Invitation to Negotiate: Proposers ranked by staff or the Board. Presentations may be required.

• How will the proposals be evaluated and scored? (required) —

  Option A - Staff Evaluation and Selection: Staff will review all valid submissions and provide a recommendation to the Board.

  Option B - Staff Evaluation and Shortlisting: If there are more then five valid submissions, staff will evaluate the submissions based on the identified criteria and shortlist the firms to five, who will make formal presentations to the Board.

  Option C - Staff Evaluations and Board Presentations: Staff will evaluate the submissions based on identified criteria and provide scoring information to the Board for consideration. Formal presentations will be made to the Board.

  Option D - Board Presentations and Scoring: Regardless of the number of submissions, formal presentations will be made to the Board for all valid submissions.

• Please provide the date the board approved the evaluation method: (required) —

  Example: December 1, 2023

• Is this a construction project? (required)
• Will you need an attachment section? (required)
• Insurance Requirements (required) —

  Please select additional insurance being requried.

• Will references be needed? (required)
• What will the funding source(s) be? (required)
• Will rights to inventions made by nonprofit organizations and samm business firms under government grants, contracts, and cooperative agreements be required? (required)
• Will Domestic preference for procurements be required? (required) —

  § 200.322 

• Will Prohibition on certain telecommunications and video surveillance equipment or services be required? (required) —

  § 200.216 

• Will Work Hour and Safety Standards be required? (required) —

  (40 U.S.C. 3701-3708).

• Will Equal Employment Opportunity be required? (required) —

  (2 CFR Part 200, Appendix II(C); 41 CFR § 61-1.4; 41 CFR 61-4.3; Executive Order 11246).

• Will Davis-Bacon Act be required (required) —

  (2 CFR Part 200; 29 CFR Part 5)

• Will Clean Air Act and Federal Water Pollution Control Act be required? (required) —

  (42 U.S.C. 7401-7671q.) and (33 U.S.C. 1251-1387) 

• Will Byrd Anti-Lobbying Amendment be required? (required) —

  (31 U.S. C. 1352)

• How many calendar days allowed for project completion? (required)

Questions & Answers