DATE: November 8, 2016
SUBJECT:
Title
RESOLUTION AUTHORIZING AMENDMENT NO. 3 TO THE AS-NEEDED TEMPORARY STAFFING SERVICES AGREEMENT WITH CATHYJON ENTERPRISES, INC., DBA HB STAFFING, INCREASING THE AGREEMENT AMOUNT BY $115,000, INCREASING THE AGGREGATE TOTAL OF THE AGREEMENT FROM $335,000 TO $450,000 FOR SERVICES THROUGH JUNE 30, 2017
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EXECUTIVE SUMMARY:
This Agreement provides the San Diego Unified Port District (District) with temporary staffing services on an as-needed basis. The term of the Agreement is twenty-seven (27) months which started on April 1, 2015, and ends June 30, 2017, in alignment with the District’s fiscal year (FY). Funds under this Agreement are subject to annual budgeting with the current total aggregate amount not to exceed $335,000.
This 3rd Amendment would increase the current total aggregate amount by $115,000 in order to continue to provide short-term relief during leaves of absences, vacancies, and other planned or unplanned gaps in employment as projected in the FY 16/17 Budget. Currently, the budgeted amount for temporary personnel in this fiscal year is $115,000 which has already been committed with task authorizations through November 2016. Additionally, funding for ongoing assignments and new assignments due to vacancies and leaves of absences is estimated to be $115,000 which was not included in the FY 16/17 budget, but funding is available through departmental salary savings. An additional $115,000 is requested to align with the budget and expenses for ongoing and any new assignments during the nine months still remaining under the agreement.
RECOMMENDATION:
Recommendation
Adopt a Resolution authorizing Amendment No. 3 to the As-Needed Temporary Staffing Services Agreement with CathyJon Enterprises, Inc., dba HB Staffing, increasing the Agreement amount by $115,000, increasing the aggregate total of the Agreement from $335,000 to $450,000.
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FISCAL IMPACT:
Funds for expenditures under this Agreement are incurred on an as-needed basis.
This amendment No. 3 to the agreement results in an additional FY 16/17 budget requirement of $115,000 for temporary personnel expense; staff plans to fund the additional $115,000 through departmental salary savings from vacancies.
Compass Strategic Goals:
A temporary staffing services agreement provides a short-term, cost-saving measure to ensure uninterrupted business flow in critical need areas.
This agenda item supports the following Strategic Goal(s).
• A Port with an innovative and motivated workforce.
DISCUSSION:
District staff determined that a temporary staffing services agreement was beneficial to streamline and standardize temporary hiring practices, provide set costs for budget planning, and cost savings through set prices. Since September 2005, the District has had agreements for as-needed temporary staffing services.
A Request for Proposals (RFP) was issued on October 15, 2014, with the evaluation panel determining that CathyJon Enterprises, Inc., dba HB Staffing (HB Staffing), was the best value provider.
• Pursuant to Resolution No. 2015-15, the BPC authorized an Agreement with HB Staffing on February 10, 2015, for a not to exceed amount of $180,000.
• Pursuant to Resolution No. 2016-23, the BPC authorized the 1st Amendment on March 8, 2016, to increase the agreement amount by $90,000 from a total of $180,000 to $270,000.
• Pursuant to Resolution No. 2016-104, the BPC authorized the 2nd Amendment on July 27, 2016, to increase the agreement amount by $65,000 from a total of $270,000 to $335,000.
Due to leaves of absence, vacancies, and other planned or unplanned gaps in employment under this as-needed Agreement, the need for temporary staffing has increased in the last six months. Currently, there are seven departments with temporary staffing assignments with funding up to the current budgeted amount of $115,000 allocated through November 2016. Additional funds in the amount of $115,000 are requested for extensions of assignments through March 2017 and any new assignments as-needed during the nine months remaining under the Agreement through June 30, 2017. While it is anticipated that new hires may decrease some need for temporary staffing services, staff expects that short-term absences due to employee leaves and illness/injury will continue to require that temporary staffing resources be available as needed.
This Agreement is non-exclusive and the District reserves the option to use other means or sources to provide temporary staffing solutions, as it deems necessary.
General Counsel’s Comments:
The Office of the General Counsel has reviewed the issues set forth in this agenda and found no legal concerns as presented and has reviewed and approved Amendment No. 3 to the Agreement as to form and legality.
Environmental Review:
The proposed Board action does not constitute a “project” under the definition set forth in California Environmental Quality Act (CEQA) Guidelines Section 15378 because it will not have a potential to result in a direct or indirect physical change in the environment and is, therefore, not subject to CEQA. No further action under CEQA is required.
In addition, the proposed Board action allows for the District to implement its obligations under the Port Act and/or other laws. The Port Act was enacted by the California Legislature and is consistent with the Public Trust Doctrine. Consequently, the proposed Board action is consistent with the Public Trust Doctrine.
Finally, the proposed Board action does not allow for “development,” as defined in Section 30106 of the California Coastal Act, or “new development,” pursuant to Section 1.a. of the District’s Coastal Development Permit Regulations. Therefore, issuance of a Coastal Development Permit or exclusion is not required.
Equal Opportunity Program:
HB Staffing is a small, woman owned business enterprise.
PREPARED BY:
Shirley Hirai
Manager, Equal Opportunity
Attachment(s):
Attachment A: Agreement No. 03-2015
Attachment B: Amendment No. 1
Attachment C: Amendment No. 2
Attachment D: Draft Amendment No. 3