SLED Opportunity · CALIFORNIA · CITY OF MILPITAS
AI Summary
The City of Milpitas seeks qualified vendors to provide temporary staffing services for various roles on an as-needed basis. Vendors must comply with wage laws and demonstrate capability in sourcing and managing personnel. The RFQ includes detailed evaluation criteria and submission requirements.
Through this Request for Qualifications (RFQual), the City of Milpitas (City) is seeking to contract with multiple qualified vendors to provide temporary staffing services for the City on an as-requested basis. Qualified temporary staffing firms should have expertise in sourcing, screening, and providing quality personnel for a variety of positions, including but not limited to, such as administrative, clerical, professional, technical, and trade-related services within a condensed timeframe. Additionally, awarded vendors must comply with all local, state, and federal requirements with respect to minimum wage and prevailing wage, as may be updated from time to time.
The City of Milpitas is located near the southern tip of San Francisco Bay, 45 miles south of San Francisco. Contracted temporary personnel will be expected to work out of a designated City facility in Milpitas. City services include, but are not limited to, water utility, sewer utility, police and fire services, and the City has an annual budget of approximately $268 million and 452 full-time employees.
Attachment B - Exemplar Agreement - Professional Services Agreement replaced with Revised Exemplar Agreement
Attachment E - Previous Response Documents added in response to Q&A.
Please use the See What Changed link to view all the changes made by this addendum. Updated to clarify and correct discrepancy between #2 and #15 of the Scope of Work.
Has the firm successfully and completely answered the required information to provide an accurate and complete overview of its experience, capabilities, and organization? Overall, has the firm demonstrated the ability to successfully provide the services specified herein? Have all required sections and information of the RFQual been provided clearly and completely?
Does the firm offer the breadth and quality of services listed in this RFQual and Scope of Work? Does the firm’s organizational structure show sufficient depth and capacity for its current and additional workload proposed by this project?
Has the firm satisfactorily described its ability to achieve goals and timeline specified in this RFQual? Has the firm provided an acceptable proposed response time for placements to the City from time of request by City through time of placement? Was sufficient time factored in for the "interview process" if desired by the City, background checks, etc. as required?
What are the qualifications of principals and account management team who would be the primary interface with the City's designated staff? What experience do these members bring with them in performing similar services? Do assigned personnel have the requisite education, experience, and professional qualifications?
Are the firm’s references from past clients and associates overall favorable? What is the Respondent’s record of deliverables submitted on time and within budget? Does the firm communicate with, collaborate with, and take direction well from City staff? Note that the initial evaluation will be based on the information provided by Proposer in the Reference Form. Final scores will reflect actual reference checks if conducted at the City's sole discretion.
Please provide in the space below your full name, your title, the firm's name, direct phone number, email address and today's date.
Time is of the essence for each and every provision of this Agreement/Contract. Vendor confirms that is has thoroughly reviewed every requirement of this solicitation and the accompanying sample Agreement/Contract and will furnish all necessary documents outlined in either this solicitation or the attached Agreement/Contract. By confirming this question, vendor understands that failure to provide required information in their solicitation response as set forth herein may result in disqualification of their bid/proposal.
Any response submitted that does not acknowledge questions and the City's corresponding answers may be considered non-responsive. By confirming this prompt, you agree that you have seen all questions related to this RFQual.
Any response submitted that does not acknowledge each and every addenda issued may be considered non-responsive. By confirming this prompt, you agree that you have seen and responded to all addenda to this RFQual.
Please upload your firm's current W-9 form.
Respondent MUST disclose any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Respondent or in which the Respondent has been judged guilty or liable.
If “None,” Respondent MUST state as follows:
“Respondent has no prior or ongoing contract failures, civil or criminal litigation or pending investigation.”
Failure to comply with this provision will disqualify any response.
The Respondent shall provide a general description of the firm, including a brief history and its experience in providing similar services as those requested in this RFQual. Qualified respondents should demonstrate in their response their background and capabilities and that they are a long term, well established entity providing the same or similar services in the State of California, preferably to other public entities.
The plan represents the Respondent’s ability to provide Services to the City. The proposed execution plan must include a detailed work plan describing how the Respondent will meet project objectives. This section is to provide a detailed explanation of your approach in performing the Services described in the RFQual – SEE SCOPE OF WORK. Contractors should identify in their response their proposed response time for placements to the City from time of request by City through date of placement. Responses should factor in the interview process, if desired by the City, background checks, etc.
Shall include all of the following:
If the City elects to conduct interviews with prospective firms, such persons shall be in attendance and materially contribute to the discussion.
This section shall consist of a list of three (3) references for work of a similar nature as that required by the City, performed within the last three years. Respondents are directed to use the References form included in Attachment A - RFQual Submittal Forms to Complete.
Please complete the Temporary Staffing Billing Rates Form (Attachment C) and submit it as your response to this question. This information will not be used in the evaluation process and will remain sealed until after evaluation is complete. It is being collected to be used as the basis for negotiation and execution of any resulting contract should you be selected for award. Note that rate increases shall be capped at 3% over the previous year's rate.
See Attachment A - RFQual Submittal Forms to Complete.
See Attachment A - RFQual Submittal Forms to Complete.
See Attachment A - RFQual Submittal Forms to Complete.
See Attachment A - RFQual Submittal Forms to Complete.
See Attachment A - RFQual Submittal Forms to Complete.
See Attachment A - RFQual Submittal Forms to Complete.
See Attachment A - RFQual Submittal Forms to Complete.
Q (Budget): Could you please share the estimated budget for this RFP?
A: The City is not providing an estimated budget at this time to obtain a fair assessment of the market. Additionally, the City cannot anticipate what the future needs for temporary personnel will be as those are submitted as required by the individual departments
Q (No subject): Are the rates in the pricing schedule all-inclusive (salary, benefits, payroll taxes, overhead, profit) or base rates only?
A: Rates shall be all-inclusive.
Q (No subject): Pricing is 42 points. Is evaluation LPTA or best-value trade-off? If LPTA, what's the technically-acceptable threshold?
A: Price is not an evaluation criteria as noted in the Request for Qualifications. See Section 7 of the Request for Qualifications for the specified Evaluation Criteria. Submitted pricing should be “fair and reasonable” as determined by the City at its sole discretion.
Q (No subject): Minimum/maximum hours guaranteed per classification per year, or strictly on-demand with no guarantee?
A: On-demand with no guarantee.
Q (No subject): Does the pricing schedule include overtime rates? At what multiplier and conditions?
A: See Attachment C – Temporary Staffing Billing Rates which indicates the multipliers to be applied for overtime and holidays.
Q (No subject): For each of Administrative Analyst I, Administrative Analyst II, Budget Manager, IT Analyst, and Business Systems Analyst/Dev: minimum years of experience required? Municipal government domain experience preferred?
A: Please see job descriptions at Class Specifications | Sorted by ClassTitle ascending | City of Milpitas (https://www.governmentjobs.com/careers/milpitas/classspecs). The City typically looks for the same qualifications listed in class specifications, but there is some flexibility for temporary assignments. Municipal experience is often preferred, but not required or necessary for all placements.
Q (No subject): Remote, hybrid, or fully on-site? If hybrid, minimum on-site days?
A: Typically on-site, but it depends on Department hybrid schedules. Some Departments allow 1-2 remote days, but most temporary assignments will be on-site at least 4 days per week.
Q (No subject): age limit per section? Do diagrams/tables/TOC count?
A: Candidates must be at least 18 years of age. The second part of this question is not clear so the City is unable to provide a response
Q (No subject): OpenGov electronic only, or hard copies too? Max file size?
A: OpenGov electronic only. Max per file size is 200MB.
Q (No subject): Payment terms (Net 30/45/60)? Preferred invoicing format/portal?
A: Net 30 Payment terms. All invoices shall be emailed to invoices@milpitas.gov. PDF is preferred format.
Q (No subject): Minimum spend commitment, or zero-dollar base with on-demand ordering?
A: Zero-dollar base with on-demand ordering.
Q (No subject): Extension options beyond the 1-year base term?
A: See Section 8.1 of the Request for Qualifications. This solicitation is for a 5-year agreement.
Q (No subject): Termination for convenience notice period?
A: See Attachment B – Exemplar Agreement Section 17; the City can terminate with 10 days’ notice.
Q (No subject): Oral presentations/interviews as part of evaluation? Weight?
A: The City may or may not conduct interviews, at its sole discretion. Should the City elect to conduct interviews, existing scores for the already specified evaluation criteria will be adjusted as necessary to reflect additional and relevant information provided during the interview.
Q (No subject): Past Performance references: pass/fail or point scale? How many required? Government-only?
A: References shall be scored on a point scale with the initial scoring based solely on the information submitted in the proposal response. See Attachment A of the Request for Qualification for the form to be completed for this response. Final scores may be adjusted if/when the City conducts reference checks with the provided references.
Q (No subject): W-2 employees required, or 1099/subcontractors acceptable?
A: W-2 employees are required .
Q (No subject): Recency requirement (e.g., last 3 years)? Minimum contract value threshold?
A: The City is unclear as to what the question is so it unable to provide a response.
Q (No subject): Deadline for submitting written questions? When will answers be posted?
A: April 6, 2026, 12:00pm per OpenGov posting. Answers will be posted as soon as available.
Q (No subject): Will City notify vendors of addenda? How to confirm receipt?
A: OpenGov will notify vendors that have selected to follow the project of addenda. Vendors must confirm receipt of ALL addenda to submit a response to this Request for Qualifications. Vendors bear full responsibility for checking for new addenda prior to the Response Submission Deadline of April 23, 2026, 12:00pm.
Q (No subject): Is this replacing an existing contract? Incumbent eligible to re-bid?
A: The resulting contracts are expected to begin July 1, 2026 while the existing contracts end June 30, 2026. Incumbents are eligible to bid.
Q (No subject): How many vendors will be awarded?
A: There is no set number of awards. Awards will be made by the City at its sole discretion based on responses received.
Q (No subject): Who are the current providers?
A: Cynet Systems, Inc., Tryfacta, Inc., Infojini, Inc.
Q (No subject): Are there any preferences or requirements for entities to be registered in CA? If we don't have our business in Milpitas but we have our seperate entity registered in CA. Can we bid on this?
A: Vendors must be registered with the California Secretary of State at time of submission and must obtain a City of Milpitas Business License prior to contract execution.
Q (No subject): Can we bid on selective roles or do we need to bid on each role?
A: Vendors may provide a response for selective roles.
Q (Spending): Could you please provide the annual spending details for similar contracts from the past three years?
A: Over the last 3 years, the City has spent a total of $305,664.58 for an average per year of approximately $101,888.
Q (No subject): Minimum response time SLA for filling a position after task order? Penalty for missing it?
A: Firms shall submit potential, qualified candidates within 5 business days of notification by City. The City has updated the Scope of Work to reflect this. As far as full timeline for placement, providing this information is part of the responder’s submittal requirements as specified in the Vendor Questionnaire, Question 9. The City does not generally impose a penalty for missing response time requirements; however, if a vendor consistently fails to provide candidates within the expected timeframes, the City may opt to use other vendors in its sole discretion.
Q (No subject): Sample/redacted resumes acceptable, or named consultants with full resumes required?
A: It is unclear what this question is so the City is unable to provide a response.
Q (No subject): Consultant Qualifications (25 pts): scored on credentials alone or credentials + experience + interview?
A: “Consultant Qualifications” is not an evaluation criterion for this project.
Q (No subject): Minimum insurance requirements? City named as Additional Insured?
A: Attachment B – Revised Exemplar Agreement has been updated with minimum insurance requirements. See Exhibit D of Attachment B for full requirements.
Q (No subject): What is the current budget and last spending?
A: Refer to response to Question 1. It is unclear what "last spending" means so the City is unable to provide a response.
Q (California - 26-143 - City of Milpitas, Purchasing Division - Temporary Staffing Services): Good day! We are interested in participating in the above-captioned solicitation. The following are some of our questions: 1. Is this a new contract or renewal of an existing contract? 2. If there is an existing contract, could you please share the names of the current vendors and their pricing? 3. In order to be considered responsive for this solicitation, is it mandatory to bid on all positions? 4. What is the estimated budget for this contract? 5. Is it mandatory to subcontract? 6. Could you please provide information on the daily duration of shifts required for the necessary professions? For example, the number of hours per day?
A: 1. Refer to response to Question 20. 2. Refer to response to Question 22. 3. Refer to response to Question 24. 4. Refer to response to Question 1. 5. Subcontracting is not mandatory. 6. Most temporary assignments are full-time from 8am-5pm, Monday to Friday, 40 hours per week. Some assignments may be part-time, but this is rare. "
Q (No subject): We have a seperative entity registered in CA but we are going with another entity that is our HQ in TX, can we bid by our TX entity showing our local as CA and then after award we can register in Milpitas?
A: Generally, the awarded vendor will be the vendor named on the W-9, the CA Secretary of State registration, the Milpitas business license registration, and proof of insurance.
Q (No subject): Please provide incumbents response documents that they have submitted previosuly, ie. Cynet Systems, Inc., Tryfacta, Inc., Infojini, Inc.
A: See Attachment E - Previous Response Documents.
Q (Prior two years spend): Would you share the 2024-2025 spend and 2023-2024 year expenditures. And would you be able to break it down Light Industrial workers vs Accounting / Finance / Administrative?
A: The City spent $122,833.70 in 2023, $119,405 in 2024, and $63,425.85 in 2025. Only one breakdown is available for one vendor since 2023: 30% Finance, 20% IT, 40% Human Resources, and 10% Engineer.
Q (Spending): Could you please provide the total spend for this contract over the past three years?
A: Refer to response to Question 25.
Q (Request for Clarification): Is there any type of bond required?
A: Bonds are not required.
Q (Questions): 1. Who are previous incumbents on this project? 2. What was the annual spend for the previous year on this Project? 3. If this is a new contract, what is the anticipated budget for this contract? 4. Is this RFP intended for a single-vendor award or multiple-vendor awards?
A: 1. See response to Question 22. 2. See response to Question 34. 3. See response to Question 1. 4. See Section 2.1 Summary. City anticipates awards of contract to multiple vendors.
Q (No subject): Consultant replacement process? Trial period? Max turnaround time?
A: It is unclear what this question is so the City is unable to provide a response.
Q (No subject): How many references required? Government-only or private sector acceptable?
A: Three as stated in Question 11 of Vendor Questionnaire section. Vendors are not limited to the types of references they provide, but public sector references are generally preferred over private sector references.
Q (Business License Requirement for Non-Local Respondents): We are headquartered at Pleasanton, CA and does not currently hold a City of Milpitas business license. Can you confirm we are eligible to bid as an out-of-city firm? If selected for award, is the Milpitas business license required at submission or only upon award per Section VIII.E ?
A: Firms located outside of Milpitas may submit responses to this solicitation. As noted in Section 8.5, a current Milpitas business license registration is required at the time of contract award, not at time of submission.
Q (Attachment C — Temporary Staffing Billing Rates): If our firm does not place candidates in a specific job title listed, should we enter N/A, $0, or leave it blank to remain responsive?
A: As noted in the instructions in Attachment C - Temporary Staffing Billing Rates, "If Contractor does not have workers who can provide comparable services, please indicate with an N/A."
Q (Respond to All Job Categories): Are respondents required to provide a response for all job titles and categories listed in this RFQual, or can we respond only for the classifications we actively staff?
A: See response to Question 24.
Q (Existing Vendors ): Does the City currently have any existing temporary staffing vendors or contracts in place for the services described in this RFQual or is this a new bid?
A: See response to Question 20.
Q (Budget): What is annual budget of the contract? Do u have a historical spending on this contract
A: See response to Question 1.
Q (No subject): are there any incumbents who been providing the services in the past, if so, please name them.
A: See response to Question 22.
Q (Price/Cost): What is weightage % of the cost ?
A: See response to Question 3.
Q (Resume ): Provide a brief resume/background of the specific individuals assigned to this project; resumes should not exceed one paragraph per person....by this do you mean consultant resume or key personnel of the firm?
A: This refers to the Individuals from your firm who will be assigned to work with the City on this contract, such as the account manager and other key personnel.
Q (No subject): Provide a brief resume/background of the specific individuals assigned to this project; resumes should not exceed one paragraph per person. Can you confirm one paragraph is one page per resume as resume can't be provided in one paragraph?
A: "Resume/background" as used in Vendor Questionnaire Question 10 is referring to a specific individual's relevant skills, experience, and achievements, as would be typical in a resume. The City is not requesting full resumes in response to this item. Relevant information should not exceed one paragraph per person.
Q (No subject): What is the work location of the proposed candidates?
A: Location will vary by assignment. Most temp assignments are at Milpitas City Hall, and some will be at the Public Works/IT Building. Other City faciltiies include the Milpitas Community Center, Barbara Lee Senior Center, and Milpitas Sports Center.
Q (No subject): Are there any pain points or issues with the current vendor(s)?
A: The City's satisfaction with the current vendors is not relevant to providing a response to this solicitation.
Q (No subject): Is there any mandatory subcontracting requirement for this contract? If yes, is there a specific goal for the subcontracting?
A: There are no mandatory subcontracting requirements for this solicitation and subcontracting is not desired by the City. Any intent to utilize subcontractors must be disclosed and approved in advance by the City.
Q (No subject): How many positions were used in the previous contract (approximate)?
A: 10+ temporary placements have been made since 2023.
Q (No subject): How many positions will be required per year or throughout the contract term?
A: There is no requirement for number of placements per year or throughout the contract term. An award of contract does not guarantee that the City will employ your temporary personnel.
Q (No subject): If the resources we provide at the time of proposal submission are unavailable at the time of a potential contract award, could vendors replace them with equally qualified resources?
A: Any change in your firm's personnel to be assigned to assist the City with your contract, e.g., account manager, must be approved by the City.
Q (No subject): Can we provide hourly rate ranges in the price proposal?
A: Hourly rates should be specific, not a range, for each job title.
Q (No subject): Will the County allow mid-contract price adjustments (e.g., for agency fees or wage rates), and if so, under what conditions?
A: The City will not allow for mid-contract price adjustments. You are required to provide firm fixed hourly rates by job title for the 5-year term of the contract. In your rates, you may reflect an increase of no more than 3% over the previous year's rate.
Q (No subject): If adjustments are permitted, is there a specified mechanism (e.g., annual review, CPI-based increase, or mutual negotiation) that governs such changes?
A: See response to Question 56.
Q (No subject): Should the initial proposal reflect fixed pricing for the entire term, or can adjustments be proposed in advance as part of the contract?
A: See response to Question 56.
Q (No subject): What are the invoice/payment terms (NET 30, NET 45, etc.) and required invoice fields?
A: See Attachment B. Payment terms are net 30.
Q (No subject): What are the reporting requirements?
A: See Section 3.1, Scope of Work, Item 18 for report requirements.
Q (No subject): Is the work entirely onsite, or is there a possibility for remote operations and performance?
A: See response to Question 7.
Q (No subject): Are resumes required at the time of proposal submission? If yes, do we need to submit the actual resumes for proposed candidates, or can we submit the sample resumes?
A: Resumes are required at time of proposal submittal for the firm's key personnel that will be managing the contract and working with the City's Human Resources department as required to fill temporary personnel positions.
Q (No subject): Could you please provide the list of holidays? Are there any mandated Paid Time Off, Vacation, etc.?
A: The list of current City holidays can be found at https://www.milpitas.gov/267/City-of-Milpitas-Holiday-Closures for City holidays. The City may pay for holidays for temporary employees, subject to the employee's schedule (i.e., a City-designated holiday falls on an employee's normal work day) and City department budget and approval.
Q (Incumbent Details): Can we request the City to provide the details of existing Incumbents?
A: It is unclear what details are being requested so the City is unable to provide a response.
Q (Incumbent Details): What is the total annual business provided to each incumbent?
A: The following are averages per year from 2023-2025: Trifacta: $51,268.17 Infojini: $50,620.02 Cynet Systems: $0
Q (Budget Details): Please share your annual anticipated budget for the RFP requirement.
A: Refer to response to Question 1.
Q (No subject): Could the City please clarify whether digital signatures are permitted for both the forms and the pricing documents, or if wet‑ink signatures are required?
A: Authenticated electronic signatures are permitted for both the forms and the pricing documents.
Q (No subject): Is the City willing to accept Attachment C – Billing Rates in PDF format to allow for printing and signing, or must it remain in its original format?
A: Please attach both the completed Excel spreadsheet and the pdf with signature.
Q (No subject): Are the vendors allowed to use subcontractors to meet reference, experience or other requirements?
A: See response to Question 51.
Q (No subject): Could the City confirm if the City of Milpitas Business License is required post-award?
A: See response to Question 23.
Q (No subject): Could the City clarify whether any preference will be given to vendors with management staff or a local office in the San Jose, Oakland, or San Francisco area?
A: The City's local preference does not apply to Requests for Qualifications. However, having a local office is requested in Question 7 of the Vendor Questionnaire and will be scored as part of Evaluation Criterion 1.
Q (No subject): Please confirm if all key personnel need to be based in the San Jose/Oakland/San Francisco area, or if only the Account Manager has to be onsite.
A: Firm's key personnel are not required to be local. Candidates for positions must be able to work in the City of Milpitas.
Q (No subject): Could the City clarify if commercial client experience is acceptable, or if only public sector experience is required?
A: See response to Question 6.
Q (No subject): Could the City clarify the requirement under Section IV.J (Personnel Assigned) that resumes should “not exceed one paragraph per person”? Specifically, does this mean a brief summary of qualifications in paragraph form instead of a full resume?
A: See response to Question 48.
Q (No subject): Could the City confirm whether the overtime rate (1.5x) is to be applied to the fully loaded billing rate or only the base wage component?
A: See Attachment C, Temporary Staffing Billing Rates. Overtime rate shall be 1.5 times the hourly rate.
Q (No subject): Could the City clarify whether the holiday rate (2x) applies to all recognized holidays, and if a list of applicable holidays will be provided?
A: See Attachment C, Temporary Staffing Billing Rates. Holiday rate shall be 2 times the hourly rate.
Q (No subject): Could the City clarify how the 3% annual increase cap will be applied (e.g., per position, per contract year), and what baseline year will be used for comparison?
A: Attachment C, Temporary Staffing Billing Rates allows up to a 3% increase over the previous year's rates for each position.
Q (No subject): Could the City clarify whether vendors may list a closely aligned or equivalent position under “Contractor’s Comparable Job Title” if an exact match to the City’s job title is not available?
A: The purpose of the "Contractor's Comparable Job Title" column on the Pricing Sheet is so that vendors may list a closely aligned or equivalent position that has the same job duties and minimum qualifications as the City's.
Q (No subject): In the event the City wishes to convert a temporary employee prior to completing 90 days of service, would the City accept a conversion fee? If yes, please advise if there are any preferred fee structures or caps.
A: The City might consider a conversion fee if a temporary employee is hired within the initial 90-day period, although, normally the City would wait until after 90 days. Proposers may note this as an option in their proposal responses for the City's consideration during evaluation.
Q (Questions): 1. Does the City require Respondents to have prior experience providing similar staffing services specifically within the State of California, or will experience supporting public sector clients in other states be considered acceptable? 2. Is it mandatory for the Respondent to have a permanent home office location in the San Jose/Oakland/San Francisco area, or will the City accept firms that operate remotely but can provide local support through coworking spaces or shared office facilities when required 3. Is the City of Milpitas business license required to be obtained and submitted at the time of proposal submission, or will it only be required after contract award and prior to project commencement? 4. Will a satellite office be acceptable instead of a permanent home office in the local area? 5. Can the City provide an estimated annual volume of temporary staffing requests (number of positions and hours)? 6. Which job categories or roles are most frequently requested under this contract? 7. How will work be distributed among multiple awarded vendors (e.g., rotation, ranking, department choice)? 8. Is there any minimum guaranteed volume of work for awarded vendors? 9. Can the City clarify expected turnaround times for urgent or expedited staffing requests (less than 48 hours)? 10. Will there be defined Service Level Agreements (SLAs) such as submission timelines, fill rates, or quality metrics? 11. What is the City’s standard payment cycle (e.g., Net 30, Net 45), and are there any specific invoicing requirements? 12. Are there any role-specific compliance requirements (e.g., certifications, licensing, union considerations, or prevailing wage classifications)? 13. Can the City clarify expectations regarding CalPERS tracking and reporting for temporary staff? 14. Will the City conduct vendor performance evaluations or periodic reviews, and what KPIs will be used?
A: 1. There is no requirement to have staffing experience within the State of California although vendors with public entity experience may receive higher scores for their responses to Question 7 Cover Letter and Question 8 Company Profile during evaluation. 2. There is no requirement for the Firm to have an office in the local area although vendors with local offices may receive higher scores for their responses to Question 7 Cover Letter. 3. Refer to response to Question 23. 4. A satellite office for the proposing firm is acceptable. Most temporary personnel assignments are on-site Monday-Friday at a designated City location, although some departments, depending on their needs, may allow remote work 1-2 days a week. 5. See response to Question 25. 6. See response to Question 34. 7. When a request is received, the City will send it out to awarded vendors who have indicated they provide staff for the specified area/job title. Candidates with qualifications most closely aligned with the Department needs will be selected to interview with the hiring manager. Upon conclusion of interviews, a candidate will be selected to fill the position. 8. See response to Question 4. 9. The City does not anticipate needing temporary staff within 48 hours. 10. The City does not utilize these metrics for temporary agencies. Consistently unresponsive agencies when a temporary placement is requested may result in the City no longer contacting them for temporary requests or termination of contract. 11. Refer to response to Question 10. See Section 3.1, Scope of Work, Items 12 and 17 for invoice requirements. 12. Yes, some positions require certifications/licenses. They are listed in the City's Job Descriptions and will provided with the temporary request notice sent to awarded vendors. Temp positions are temporary and are not represented. Any union considerations/rules would be managed by the City's HR Department and communicated in the temp request notice as well. The City does not regularly or normally employ temporary personnel where prevailing wage requirements apply. However, if such temporary positions are requested, the temporary agency must comply with any applicable prevailing wage requirements. 13. Vendors should inform the City of any selected temporary personnel who are enrolled in CalPERS or are Retired Annuitants. Typically, they are not enrolled in the City's pension program due to the temporary nature of assignments. However, should a temporary be hired directly by the City, they would be enrolled in CalPERS. The temporary agency is responsible for monitoring hours, thresholds, and informing the City of the hours limitation for their temporary employee. 14. The City does not conduct periodic performance evaluations of temporary agencies.
Q (No subject): Is having a local office mandatory to be eligible to bid for this RFQ?
A: See response to Question 40.
Q (No subject): Could the City confirm whether a bid bond is mandatory for this solicitation?
A: A bid bond is not required.
Q (No subject): On page 5, vendors are required to provide candidates within 48 hours; could the City clarify expectations for niche or hard-to-fill positions?
A: See Updated Section 3.1 Scope of Work, Item #2. Firms shall submit potential, qualified candidates within 5 business days of notification by City. The same standard will apply to all positions.
Q (No subject): On pages 5–6, vendors must provide 3–5 candidates within two business days; is this requirement mandatory for all roles regardless of complexity?
A: Firms shall submit potential, qualified candidates within 5 business days of notification by City. The City has updated the Scope of Work to reflect this.
Q (No subject): On page 5, background checks are to be conducted at the vendor’s expense; are there specific screening standards or approved vendors required by the City?
A: The City does not have a specific list of approved vendors or standards written for background checks. The City uses DOJ Live Scan and reviews all background screening information before clearing someone to work. The temporary agency must perform some sort of background check themselves before submitting candidates to the City for a temporary position.
Q (No subject): On page 5, CalPERS tracking is required; could the City clarify the process and vendor responsibilities for monitoring employee hour thresholds?
A: The vendor should provide the CalPERS ID and status i.e. active member, retired annuitant, etc. to the City's HR Department for any placed temporary personnel. The vendor is responsible for monitoring hours, thresholds, and informing the City of the hours limitation for their temporary employee.
Q (No subject): On page 6, vendors must replace staff within 48 hours; are there any penalties associated with non-compliance?
A: The City typically re-solicits among awarded temporary agencies in the event a temporary staff leaves rather than expect the agency to replace the employee as the department hiring manager typically wants to interview the new candidates. There are currently no penalties imposed for non-compliance.
Q (No subject): Could the City clarify how work will be distributed among awarded vendors?
A: See response to Question 80.7.
Q (Volume): What is the estimated annual volume of temporary staffing requests (by category: clerical, technical, professional)?
A: See responses to Questions 34 and 52.
Q (No subject): What are the most frequently requested job classifications?
A: See response to Question 34.
Q (No subject): Will vendors be assigned specific departments, or is it a shared vendor pool?
A: A shared vendor pool will be utilized based on the job classifications indicated by the vendor in their RFQual response.
Q (No subject): What level of drug screening / medical checks are typically required?
A: Most temporary positions do not require a medical/drug screen, but some, such as maintenance positions, do. However, the City does not typically request temps for positions that require these additional screenings. These requirements are listed in the Class Specifications posted publicly at https://www.governmentjobs.com/careers/milpitas/classspecs?page=1.
Q (No subject): Will the City reimburse any specialized screening costs, or must all be absorbed?
A: All screening costs must be absorbed by the vendor. The City will only pay invoices for hours worked by temporary personnel and DOJ Live Scan fingerprinting.
Q (No subject): Are there benchmark rates or incumbent pricing ranges available?
A: See response to Question 33.
Q (No subject): Approximately how many vendors does the City intend to award under this RFQual?
A: See response to Question 21.
Q (Awards): Please confirm the anticipated number of awards.
A: See response to Question 21.
Q (Positions): Is it mandatory to bid on all positions?
A: See response to Question 24.
Q (Anticipated Positions): What are the anticipated positions for each category and How many FTEs are required per category?
A: The City is unable to foresee that. See responses to Questions 34 and 52 for historical information.
Q (No subject): Do we need to provide resumes with 48 hours or candidates?
A: See Scope of Work, Item #2. Agencies are to provide resumes within 5 business days of notification by City.
Q (No subject): Is local office required?
A: See response to Question 80, Item #2.
Q (No subject): Will there be any local preference?
A: See response to Question 71.
Q (Interviews): Will there be any interviews for selected vendors? If yes, what will be the mode of interview?
A: The City may elect to conduct interviews with proposing firms as part of the RFQual evaluation process, at its sole discretion.
Q (References ): Are Commercial references acceptable?
A: See response to Question 39.
Q (No subject): Can we bid on selective positions ?
A: See response to Question 24.
Q (No subject): Will there be any winning Priority for vendors who bid on all positions?
A: No.
Q (No subject): Could you please extend the proposal deadline by few days?
A: No. The City anticipates answering all questions and posting any necessary addendums no later than 4/9/2026 which will allow a minimum of 2 weeks for firms to submit responses.
Q (No subject): What is the duration of assigments?
A: The City cannot anticipate its future needs for temporary staffing, although most temporary assignments vary between 2 to 6 months.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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