Agenda 04/24/2018 Item #16E604/24/2018
EXECUTIVE SUMMARY
Recommendation to approve expenditures for Temporary Clerical Services from Balanced
Professional Staffing, Inc. above the competitive threshold, and authorize purchase orders from
multiple County Divisions.
OBJECTIVE: To provide the ability for divisions to utilize temporary clerical services contracted from
Balanced Professional Staffing, Inc., to support County operations, programs and initiatives.
CONSIDERATIONS: Services of contract employment agencies are routinely used in the successful
operation of the County to provide for temporary clerical, secretarial and miscellaneous office positions,
on an as-needed basis. These contracted resources supplement permanent staffing when individual
County divisions experience staffing shortages due to attrition or leaves of absence and allow efficient,
continued operation of services to the residents and visitors of Collier County.
Due to service and response demands placed on County divisions (a number resulting from Hurricane
Irma last fall), several areas of the County have opened purchase orders to utilize the services of
temporary clerical staff to ensure that they meet deadlines and organizational objectives. Leveraging the
agreements allows supplementation to current staffing levels, allowing divisions to achieve goals without
the need to submit requests to expand FTEs. The usage of the agreements varies from year to year, but
typically remains under $50,000. In FY2018, there has been increased usage of contracted Balanced
Staffing professionals. The total annual expenditures under approved Purchase Orders (POs) to this
vendor for all divisions is anticipated to be above $50,000 in fiscal year 2018, requiring a waiver of the
Procurement Ordinance. The attached exemption form allows up to $160,000 in expenditures in FY2018.
Contracts under the Temporary Clerical Services solicitation 14-6214 expired on February 24, 2018 and
due to the changing needs of the organization and efforts to obtain more favorable rates, the revised
solicitation was not issued until March 9, 2018. The solicitation closed on April 9, 2018, and the County
is currently working with the successful vendors, per the scope of the solicitation, to finalize contracts
which are expected to be available in May 2018. Purchase Orders already in place under the existing
agreements were extended by the Procurement Division to allow continued use during the period when
the new solicitation was taking place.
Usage of these services is pursuant to Section 8.4 of the Procuremen t Ordinance 2017-08, under which
personnel services are a category of procurement which is eligible for exemption to the competitive
process based upon the determination that such an exemption is in the best interest of the County. The
approved exemption form is attached.
This exemption will be utilized until the solicitation is awarded and new purchase orders are issued. In the
event of a change to the primary vendor, individuals working under other staffing agreements have the
option to register for placements with the new vendor.
FISCAL IMPACT: Individual divisions are responsible to appropriately budget funds to cover the costs
of temporary clerical services. Multiple purchase orders are issued each year across the County for these
contracted services.
GROWTH MANAGEMENT IMPACT: There are no Growth Management Impacts associated with
this action.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote
16.E.6
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04/24/2018
for approval. - CMG
RECOMMENDATION: To approve expenditures for Temporary Clerical Services from Balanced
Professional Staffing, Inc. above the competitive threshold, and authorize purchase orders from multiple
County Divisions.
Prepared by: Amy Lyberg, Division Director, Human Resources
ATTACHMENT(S)
1. Exemption - Temporary Clerical Services April 2018 (PDF)
16.E.6
Packet Pg. 1117
04/24/2018
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.6
Doc ID: 5340
Item Summary: Recommendation to approve expenditures for Temporary Clerical Services from
Balanced Professional Staffing, Inc. above the competitive threshold, and authorize purchase orders from
multiple County Divisions.
Meeting Date: 04/24/2018
Prepared by:
Title: Division Director - Human Resources – Human Resources
Name: Amy Lyberg
04/10/2018 5:51 PM
Submitted by:
Title: Division Director - Human Resources – Human Resources
Name: Amy Lyberg
04/10/2018 5:51 PM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 04/16/2018 7:57 AM
Procurement Services Viviana Giarimoustas Additional Reviewer Completed 04/16/2018 8:28 AM
Procurement Services Sandra Herrera Additional Reviewer Completed 04/16/2018 8:52 AM
Procurement Services Swainson Hall Additional Reviewer Completed 04/16/2018 9:56 AM
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 04/16/2018 12:30 PM
Procurement Services Ted Coyman Additional Reviewer Completed 04/16/2018 5:31 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 04/17/2018 3:34 PM
County Attorney's Office Colleen Greene Level 2 Attorney Review Completed 04/17/2018 4:27 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 04/18/2018 7:24 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 04/18/2018 7:57 AM
Budget and Management Office Mark Isackson Additional Reviewer Completed 04/18/2018 8:38 AM
County Manager's Office Leo E. Ochs Level 4 County Manager Review Completed 04/18/2018 8:10 PM
Board of County Commissioners MaryJo Brock Meeting Pending 04/24/2018 9:00 AM
16.E.6
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16.E.6.aPacket Pg. 1119Attachment: Exemption - Temporary Clerical Services April 2018 (5340 : Expenditures for Temporary Clerical Services from Balanced Staffing)