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File #: 6405    Version: 1 Name:
Type: Status: Passed
File created: 10/31/2023 In control: City Council
On agenda: 11/7/2023 Final action: 11/7/2023
Title: Consider Rejecting All Proposals Received For RFP 23-040, Background Drug & Alcohol Testing Services.
CC MEETING: November 7, 2023

DATE: October 31, 2023

TO: Erin Rinehart, City Manager

FROM: Adrian Perez, Interim Administrative Services Director
Chrystal Davis, Assistant City Manager

Title
Consider Rejecting All Proposals Received For RFP 23-040, Background Drug & Alcohol Testing Services.

Body
BACKGROUND:
Workforce Services worked with Purchasing to issue RFP 23-040, for Background, Drug & Alcohol Testing Services that could seamlessly integrate with the new Human Resource Information System (HRIS), Ceridian Dayforce, which is presently in the implementation phase and scheduled to go live in January 2024.

The existing onboarding procedure is largely manual in nature and is notably time-consuming due to the manual generation of offer letters, initiating background checks and credit verifications as applicable, and motor vehicle record assessments. Staff also coordinates with medical clinics on the transmission of requisite documentation to authorize a candidate's participation in drug testing, as well as assisting candidates identify suitable testing locations, especially when they face constraints attending designated appointments or when they reside out of state.

The project was advertised in September 2023, and seven (7) proposals were received. A thorough review of all submitted proposals revealed three (3) issues that are the basis of this request to reject. First, the proposals did not meet the required completeness as outlined in the RFP document. Second, the cost estimates presented by the vendors significantly exceed the budgetary limits and financial constraints set forth by the department. Finally, some vendor proposed solutions do not seamlessly integrate with Ceridian Dayforce, which can lead to operational inefficiencies, data silos, and increased labor costs.

FINANCIAL IMPLICATIONS:
There are no financial implications for rejecting the proposals.
RECOMMENDATION/ACTION DESIRED:
Staff recommends rejecting all proposals rec...

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