Agenda 02/25/2014 Item #16D 72/25/2014 16.D.7.
EXECUTIVE SUMMARY
Recommendation to add an additional service and commensurate rate to the award of Invitation to
Bid 10 -5437 for Temporary Clerical Services, and retroactively approve payments for this service.
OBJECTIVE: To enable the payment of invoices for administrative support services.
BACKGROUND: On March 27, 2012 the Board authorized staff to add additional positions (as
identified in the solicitation document) and rates for temporary employees not already identified in the
award of Invitation to Bid 10 -5437 for Temporary Clerical Services to: Academy Design and Technical
Services, Juristaff, Inc, and Compass Medical Staffing (Agenda Item 16 E2). Staffing requirements vary
significantly between operating departments and every specific job classification / description and hourly
rate is not identified. The process approved by the Board was that the new title would be vetted, and
approved, by the Human Resources Department after a market analysis of the job duties was completed.
In late 2013, the Museum staff was asked by the Board to consider adding additional marketing and
outreach activities to its existing services. To accomplish this, Museum staff needed to secure temporary
staffing to assist with administrative duties, thereby allowing permanent staff to concentrate on marketing
and outreach. Staff selected an individual through Academy Design and Technical Services at a rate of
fifteen dollars ($15) per hour with an additional thirty-three percent (33 %) mark -up for the services; a
purchase order was issued without having vetted the description through the Human Resource area.
Initial payments for these services were made by the County to Academy Design and Technical Services,
and recently, it was discovered that the Human Resources (HR) Department review had not occurred.
The Human Resources Department was immediately contacted; and subsequently, a review of the
responsibilities and wage rates occurred. The Human Resources staff confirmed that the fifteen dollar
($15) hourly rate is commensurate with the individuals' job responsibilities. Further, Purchasing staff has
validated that the thirty-three percent (33 %) mark -up is less than other similar service contracts.
The employee has been working for the Museum since December 9, 2013. Staff has found this position
to be necessary and helpful based on the increased scope of services now handled by permanent Museum
personnel..
Pursuant to the Board's Purchasing Ordinance Section 6 ((9) - Inquiry and Control), the Purchasing Staff
recommends that the position of administrative assistant be added for a rate of fifteen dollars ($15) per
hour plus the supplier's service fee, and requests approval of outstanding invoices.
FISCAL IMPACT: Funding for this request is accounted for in the Museum operating budget.
GROWTH MANAGEMENT IMPACT: There is no impact on the Growth Management Plan.
LEGAL CONSIDERATIONS: This item has been approved as to form and legality and requires
majority vote for approval. — CMG
RECOMMENDATION: That the Board of County Commissioners adds an additional service and
commensurate rate to the award Invitation to Bid 10 -5437 for Temporary Clerical Services and
retroactively approves payments for this service.
PREPARED BY: Ron Jamro, Director, Museum, Tracey Payne, Procurement Manager, Procurement
Services
Packet Page -764-
2/25/2014 16.D.7.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.D.16.D.7.
Item Summary: Recommendation to add an additional service and commensurate rate to
the award of Invitation to Bid 10 -5437 for Temporary Clerical Services, and retroactively
approve payments for this service.
Meeting Date: 2/25/2014
Prepared By
Name: AlonsoHailey
Title: Operations Analyst, Public Services Division
2/7/2014 11:20:28 AM
Submitted by
Title: Director - Museum, Museum
Name: JamroRon
2/7/2014 11:20:29 AM
Approved By
Name: PayneTracey
Title: Manager - Procurement, Purchasing & General Services
Date: 2/10/2014 8:29:16 AM
Name: JohnsonScott
Title: Procurement Specialist, Purchasing & General Services
Date: 2/10/2014 11:08:58 AM
Name: TownsendAmanda
Title: Director - Operations Support, Public Services Division
Date: 2/10/2014 11:46:06 AM
Name: LybergAmy
Title: Director - Human Resources, Human Resources
Date: 2/10/2014 2:16:48 PM
Packet Page -765-
2/25/2014 16.D.7.
Name: MarkiewiczJoanne
Title: Manager - Procurement, Purchasing & General Services
Date: 2/11/2014 1:12:40 PM
Name: AlonsoHailey
Title: Operations Analyst, Public Services Division
Date: 2/13/2014 10:40:16 AM
Name: JamroRon
Title: Director - Museum, Museum
Date: 2/18/2014 2:11:38 PM
Name: GreeneColleen
Title: Assistant County Attorney, CAO General Services
Date: 2/18/2014 2:30:06 PM
Name: CarnellSteve
Title: Administrator - Public Services, Public Services Division
Date: 2/18/2014 3:29:48 PM
Name: GreeneColleen
Title: Assistant County Attorney, CAO General Services
Date: 2/19/2014 2:05:24 PM
Name: KlatzkowJeff
Title: County Attorney,
Date: 2/19/2014 2:32:14 PM
Name: IsacksonMark
Title: Director -Corp Financial and Mngmt Svs, Office of Management & Budget
Date: 2/19/2014 2:37:16 PM
Name: OchsLeo
Title: County Manager, County Managers Office
Date: 2/19/2014 3:25:56 PM
Packet Page -766-
2/25/2014 16.D.7.
Essential Functions for Museum Temporary Worker
• Performs a variety of administrative duties for the department to include preparing
and /or processing budget, purchasing, payroll and accounting documents.
• Coordinates the preparation of budget development documents; tracks expenditures
and revenues; and prepares budget amendments.
• Records and deposits monies received by the department.
• Prepares and /or reviews procurement documents to include bid specifications,
invoices; contracts, etc. Supervises and /or performs data entry for purchase orders.
• Reviews and approves invoices and processes for payment.
• Prepares payroll documents; prepares and /or audits time sheets; and submits
documents to payroll staff. Receives and processes financial documents for assigned
accounting functions (i.e. purchase order requisitions, utility fees, invoices, etc.);
reviews documents; ensures accuracy; completes with appropriate information such
as account codes, vendor numbers, etc.
• Enters information into automated financial information systems and submits for
processing.
• Prepares documents for assigned accounting programs (invoices, bills, check
requests, purchase orders, adjustments, etc.) ensures accuracy and completeness;
obtains appropriate signatures when applicable, and submits /distributes for
processing.
• Establishes and maintains department personnel files. Prepares Information
Technology (IT) forms to enable new department employees to have access to the
County information systems.
• Serves as liaison between assigned department and Support Services departments,
including Information Technology, Human Resources, Risk Management, and
Purchasing. Reviews and /or prepares executive summaries, ordinances, resolutions,
requests for legal services and other documents being presented to the County
Manager and /or Board of County Commissioners (BOCC).
• Prepares operational and program reports, correspondence, and other materials for
the department manager upon request. Enters data into department databases, to
include information from administrative functions and from operational /program
activities.
• Reviews and summaries a variety of fiscal, statistical and administrative information.
• Prepares statistical summaries and narrative reports.
• Establishes and maintains automated and manual records and files.
• Provides assistance and information to internal and external callers and visitors
regarding the department, its programs and services and the administrative support
functions.
• Refers callers /visitors to appropriate staff as needed.
• Performs special projects as assigned.
• Orders office supplies; makes travel arrangements and reservations; and maintains
calendars for management staff or conference rooms.
• Operates a personal computer, telephones, copiers and other general office
equipment as necessary to complete essential functions, to include the use of word
processing, spreadsheet, database, and SAP software.
Packet Page -767-
2/25/2014 16.D.7.
From: LybergAmy
To: MarkiewiaJoanne; PayneTracey: JamroRon; ApkarianChristina
Subject: RE: Temporary Worker
Date: Thursday, February 06, 2014 2:38:00 PM
I concur.
From: Markiewicz]oanne
Sent: Thursday, February 06, 2014 2:37 PM
To: LybergAmy; PayneTracey; JamroRon; ApkarianChristina
Subject: RE: Temporary Worker
Amy:
It appears that you concur, and thus, by the approval of the executive summary, we will
add this to the current contract.
Please let me know if you disagree with that direction?
Thank you,
Joanne
From: LybergAmy
Sent: Thursday, February 06, 2014 1:57 PM
To: Markiewiczloanne; PayneTracey; JamroRon; ApkarianChristina
Subject: RE: Temporary Worker
M
I received the essential functions of the position being used in the Museum, which were modeled
against the Administrative Assistant classification in the County's pay plan. That position is a pay
grade 16, with a starting salary of $16.86 /hour, which is above the $15 /hour rate requested and
being paid. It also appears that there are some fiscal components of this job, that would more
closely tie to the position of Fiscal Technician under the County's Pay Plan. That position is a grade
13, with a starting rate of $15.29 /hour.
The temporary employee is likely performing some of the functions of both positions
(Administrative Assistant, Fiscal Technician), but not all of either of these in assisting the Museum.
As the starting rate in the County for each of those positions is higher than the $15 /hour rate, it
seems to be an appropriate rate of pay in comparison.
Will we be adding the title of Administrative Assistant to the contract?
Amy
.A,m,y Lyberg
Director, Human Resources
252 -8262
Packet Page -768-
2/25/2014 16.D.7.
From: MarkiewiczJoanne
Sent: Wednesday, February 05, 2014 8:14 AM
To: PayneTracey; ]amroRon; ApkarianChristina
Cc: LybergAmy
Subject: Temporary Worker
Importance: High
Tracey, Ron and Christina:
Attached please find a "DRAFT" of an executive summary regarding the temporary
employee payment issue.
I have spoken to Amy Lyberg, and she is prepared to review the employee's job
responsibilities /duties to determine if the $15 an hour is an appropriate amount... Christine
and Ron, please get those responsibilities to Amy and I as quickly as possible today. Ron,
I need for you to fill in the two areas and provide me with responses. Tracey, I need for
you to get a copy of the "dated" 2012 executive summary — DD can assist if necessary.
I have also spoken to Steve Carnell, and once Amy has completed her review, Steve is
willing to put this on the Public Services consent agenda (ASAP).
Respectfully,
Joanne
Joanne Markiewicz
Director, Procurement Services
Collier County
3327 Tamiami Trail E
Naples, Fl 34112
Telephone: 239 - 252 -8975
FAX: 239 - 252 -6480
Email: joannemarkiewiczO-colliergov .net
Under Florida Law: e -mail addresses are public records. If you do not want your e -mail address released in response to a public
records request, do not send eiectromc mail tc this entity. instead, contact this office by telephone or in writing.
Packet Page -769-
2/25/2014 16.D.7.
EXECUTIVE SUMMARY
Recommendation to add an additional service and commensurate rate to contract
10 -5437 for Temporary Clerical Services, authorize the County Manager or his
designee to add future office- related positions and rates, and approve the payment
of any past and future invoices associated with the contract. Estimated annual
expense for one position requested: $25,000.
OBJECTIVE: To enable County departments to obtain temporary staff to perform project
management and other office related and professional functions where needed.
CONSIDERATION: The County currently has two staffing contracts available to fill
department's unmet temporary staffing requirements. Those contracts include:
10 -5437 Temporary Clerical Services, awarded by the Board on March 23, 2010,
(16.E.3.), identified seven specific office- related positions and hourly rates as well as
"other miscellaneous office positions," which were contemplated but not priced.
12 -5846 Temporary Laborers, awarded by the Board on February 28, 2012 (16.E.4),
as the predecessor to contract 09 -5215 for Temporary Laborers for unskilled, semi-
skilled and skilled laborers.
In late December, 2011, the Purchasing Department was contacted by Public Utilities
Division to obtain short-term temporary assistance for project related monitoring services.
Public Utilities was actively recruiting to permanently fill the position but had been
unsuccessful at that point. After review of the two contracts above, the Purchasing
Department recommended the use of 10 -5437 Temporary Clerical Services to provide
staffing as the Invitation to Bid had contemplated the use of this award for " short term
assignments to include clerical, secretarial, and miscellaneous other office positions to
provide services to the County." Specifically, Academy Design and Technical Services,
Inc. was recommended as the firm specializing in hiring "technical related positions."
The rate of pay for the employee assigned tasks was established through the use of the
County's Classification Pay Plan (Grade 22), and the lowest hourly rate of $26.82 per hour
was identified. The Purchasing staff negotiated a billing rate of $34.45 (including a 28%
markup), approximately 10% less than the vendors on contract 09 -5215 for Temporary
Laborers that was in place at the time of the request. The overall savings to the County by
using this contract was more than $2,000 for this assignment.
Unlike contract 09 -5215 and its successor 12 -5846, contract 10 -5437 lacks language
addressing the mechanism for adding positions and rates; therefore, Staff seeks the
Board's approval to add this position description and rate for this temporary position.
Temporary employee requirements vary greatly among departments, and in the absence of
not having every specific office related job description or rate identified, the Purchasing
Department seeks approval from the Board to add positions and rates after review and
vetting with Human Resources to meet department service demands.
Purchase orders are issued as the contracting mechanism by using departments.
Packet Page -770-
2/25/2014 16.D.7.
FISCAL IMPACT: Funds are available in various department budgets that use these
agreements.
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated
with this Executive Summary.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney's
Office, requires majority vote, and is legally sufficient for Board action. — CMG
RECOMMENDATION: That the Board of County Commissioners 1.) adds an additional
office related position and commensurate rate, 2.) authorizes the County Manager or his
designee to add future office- related positions and rates to contract 10 -5437 for Temporary
Clerical Services to Academy Design and Technical Services, Inc., Compass Medical
Staffing, and Juristaff, Inc. after review and vetting with Human Resources, and 3.)
approves the payment of any past and future invoices associated with this contract.
PREPARED BY: Joanne Markiewicz, Interim Purchasing / General Services Director,
Purchasing Department
K
Packet Page -771-