Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Nicole Pollack, Director, Human Services Agency
Subject: Amendment to Agreement with Howroyd-Wright Employment Agency, Inc. dba AppleOne Employment Agency, Inc.
RECOMMENDATION:
title
Adopt a resolution authorizing an amendment to the agreement with Howroyd-Wright Employment Agency, Inc. to continue to provide contingency staffing, extending the term by two years for a new term of December 15, 2015 through December 14, 2020, and increasing the amount by $250,000 for a new total obligation in an amount not to exceed $850,000.
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BACKGROUND:
On December 15, 2015, the County entered into an agreement with Howroyd-Wright Employment Agency, Inc. dba AppleOne Employment Agency, Inc. (“AppleOne”) to provide staffing solutions for the Human Services Agency (“HSA”) on an as-needed basis for an amount of $300,000 for the term December 15, 2015 through December 14, 2018. AppleOne provides contingency staffing to HSA for specialized services to meet critical operational needs.
On October 18, 2016, by resolution number 074846, the Board approved an amendment to the agreement that increased funding by $300,000. This amendment provided HSA’s Business Systems Group with specialized contingency staffing necessary for HSA to migrate its outdated and unsupported databases to supportable databases, which ensured the reliability and security of HSA data repositories integral to its operations. In addition, HSA began to develop and build its Integrated Fiscal Managing Information System (“IFMIS”) for its financial services branch. The IFMIS project integrates various financial and payroll data sources into one comprehensive system to provide accurate reporting and claiming to the State.
DISCUSSION:
This amendment will allow HSA to continue using AppleOne specialized staff to fill shortages of financial and administrative support staff that occurs when employees are out of the office on medical or maternity leaves, on vacations, or when staff transfer out of the Agency or leave employment. Critical positions left unfilled until the hiring process is completed can cause a delay or backlog in payment processing and other tasks that are critical to daily operations. HSA has analyzed the effectiveness of going through the hiring process vs. contingency staffing services for short-term staffing needs during temporary leaves and for coverage of vacancies for critical positions until the hiring process is completed. With most of these short-term leaves and vacancies, it has been more time-efficient and cost-effective to use contingency staffing services. This amendment will provide temporary staffing solutions on an as-needed basis to fill specialized positions critical to Agency operations. Most of the positions requested are within the Financial Services Unit.
All requests for contingency staffing are evaluated by HSA’s Human Resources Manager to ensure that all County hiring practices are met.
The amendment and resolution have been reviewed and approved by County Counsel as to form. A waiver has been approved by County Procurement for this Agreement to extend it beyond 3 years.
The resolution contains the County’s standard provisions allowing amendment of the County’s fiscal obligations by a maximum of $25,000 (in aggregate).
This amendment contributes to the Shared Vision 2025 outcome of a Prosperous Community by providing contingency staffing solutions to temporarily fill specialized positions on a short term basis. It is anticipated that for FY 2018-19 the Contractor will respond to 96% of County requests for staffing within 30 minutes and fill requests within 24-48 hours. This measure is projected to increase to 97% for FY 2019-20. It is also anticipated for FY 2018-19 that 96% of contingency staffing will receive a performance rating of good or better. This measure is projected to increase to 97% for FY 2019-20.
PERFORMANCE MEASURE:
Measure |
FY 2017-18 Actual |
FY 2018-19 Projected |
FY 2019-20 Projected |
Percentage of responses to County staffing requests that are made by the Contractor within 30 minutes. |
95% |
96% |
97% |
Percentage of staffing performance surveys rated as good or better. |
95% |
96% |
97% |
FISCAL IMPACT:
This amendment adds two years to the term, for a new term of December 15, 2015 through December 14, 2020. The amendment adds $250,000 for a new total obligation amount not to exceed $850,000. Expenses incurred under this agreement will be Cost Applied out to HSA with funding estimated to be 70% state and federal, 30% Net County Cost. Budgetary appropriation for this agreement was included in the FY 2016-17, FY 2017-18, and FY 2018-19 Adopted Budgets, and will be included in the FY 2019-20 Recommended Budget.