MASTER: Recruiting Staffing Services
Final Bid: See Subgroups
 
Reverse-Auction ID:   4001
Date Ended: April 10, 2008
Duration:   14 days   2 hr  
Start:   Thu Mar 27, 2008 at 1:15 pm CT
End:     Thu Apr 10, 2008 at 4:00 pm CT
Category:   Temporary Staffing

Qty: 3   Unit: Year

 

 

Levi Strauss & Co. is accepting bids for Recruiting Staffing Services for their locations throughout the United States.  The buyer would like to award this opportunity to one or more providers who are able to provide the quality and service-levels outlined in this bid document.

 

PLEASE NOTE: 

Any direct contact with the Buyer regarding this opportunity, prior to, during, or after the Online Bidding Event, until the Buyer contacts you, will cause you to be in violation of the Sorcity Member Agreement and be eligible for penalties.

 

Although price is an important element of this award, the quality and service-levels included in this document reveal that this is not a price-only decision. Low bidders will have an opportunity to discuss their capabilities. The anticipated start date for this contract is May, 2008.

 

This is a company-wide program and all U.S. locations will purchase through this award, which should provide assurance to the awarded bidder that the dollar value awarded is intended to be met. Any additional quantities, or locations added will be treated as increased volume under this Online Bid award, and governed under the same terms as this Event.  Please keep this in mind when working up your bid.

 

ORGANIZATION REVIEW

 

Levi Strauss & Co., founded in 1853, is a brand name apparel marketer with sales in more than 110 countries.  The existing organization is structured around three brands, including Levi’s®, Dockers’®, and Levi Strauss Signature®.  The company is privately held by descendants of the family of Levi Strauss.  Shares of company stock are not publicly traded in the United States.  However, shares of Levi Strauss Japan K.K., the company's Japanese affiliate, are publicly traded in Japan.

 

Levi Strauss & Co. is a worldwide corporation organized into three geographic divisions.  Levi Strauss North America (LSNA), based in San Francisco headquarters, Levi Strauss Europe (LSE), based in Brussels, and the Asia Pacific Division (APD), based in Singapore.

 

The company employs a staff of approximately 8850 people worldwide, including approximately 1,000 people at its San Francisco, California headquarters.

 

PURPOSE OF THE RFQ

 

This request for Quote (RFQ) was created to allow qualified Providers the opportunity to bid on General Staffing, including Direct Hire Services, for LS&CO.’s DOMESTIC (U.S. only) operations.

 

We do not seek IT staffing services for the purposes of this RFQ. These services are procured directly and separately by the IT department. However, we will accept bids for the IT category in our pricing sheets and share the results with the IT department, for their consideration. We do not guarantee that IT will utilize the services.

 

Providers may bid on all relevant sections of this RFQ for which Providers can meet requirements. 

 

LS&CO. is NOT currently seeking services for contingent labor solutions/technology (often known as VMS providers). LS&CO has further decided not to seek Managed Service Providers (MSP's) at this time.

 

We recommend that you carefully review our model and expectations of services before beginning your response, to further determine whether your firm can offer a good fit for LS&CO.

  

CONTINGENT LABOR BACKGROUND

 

The Procurement Services manager responsible for Corporate Services is the key stakeholder and owner of the business relationship. The Sr. Vice-President of Finance, North America is the key sponsor.

 

The primary stakeholders of this RFQ include the Directors of the CSC’s, the managers and executives located at the San Francisco Corporate Headquarters and New York showroom on Broadway, and the LS&CO. Procurement Services Department. 

 

BID STRUCTURE

 

This Online Bid Event will be broken down into biddable groups, with a link to each group.  This will allow for bidding by region and labor types. 

 

To determine how these groups will be broken down, interested providers must reply to Sorcity, per the Key Dates below, with the provided Bid Grid filled out.  This grid allows Providers to identify which areas and labor types they propose to provide for this award.

 

All grids that are received on time will be evaluated and the bid groups will be created and posted as links within this Event, per the Key Dates below.  At that time, Providers will be able to access the individual groups, and associated Line Item Worksheet, representing all bid groups, with which to work up your bids.

 

Bid Grid: (cells highlighted in grey are not needed)

 

Please note that the links to the Bid-Events for the categories referenced above are now posted here.

 

Recruiting Services Bid Groups

Staffing Category Event #
Plaza 4002
Other Locations (83% NY) 4003
Canton, MS.  CSC 4004
Hebron, KY.  CSC 4005
Henderson, NV.  CSC 4006

 

Providers who are able to provide all items listed per each Bid Group, and meet all terms and conditions stated within this Event, are invited to bid in this Online Bid Event. You may not bid otherwise.  Bids will only be accepted in this Online Bid Event.  Bidding in any other manner will disqualify you for this opportunity.

 

We look forward to your participation.  Please read ALL specifications before placing your bid.  Here are some additional guidelines:

  1. Please comply with the instructions in the notification email you were sent informing you of this opportunity.

  2. Sorcity is providing the bidder this Line Item Worksheet to list per-unit pricing which will automatically calculate the “Total” bid price.

    • Only the “Total” from the Worksheet is entered in the Event. Do not enter line item prices online or your bid will be inaccurate.

    • Please be sure to save the Line Item Worksheet to your desktop first, and then use it to work up your Bid.

    • Important: Bids placed are not to include IQN (VMS Tool) fees or San Francisco sick leave or heath care fees.

    • Your mark-up percentage for other items in this category, and your Dun & Bradstreet number, should also be placed in the Line Item Worksheet where noted.

    • The mark-up percent is an important part of the decision criteria, and must match the discount provided, so vendors should factor this into their pricing structure.

  3. Once the bidding ends, ALL bidders must send in their electronic Line Item Worksheet to support@sorcity.com within two (2) hours upon Event end.

  4. Questionnaire/Presentation: After the bid, you may be asked to meet with LS&CO to finalize their understanding of your capabilities. If requested, please have this document prepared in advance of your meeting. We seek Providers that can communicate concisely and quickly. Keeping in mind that an RFQ response reflects the quality of service and communication we can anticipate, please answer only the questions asked in this document, keep responses BRIEF & CONCISE, and DO NOT include other marketing collateral. Failure to do so will result in a downgraded score.

  5. Master Services Agreement: We have provided an advanced look at the standard LS&CO service contract that is to be signed by the awarded Provider.  We urge all Providers to review this in advance so that you are aware of the general terms and conditions of LS&CO before bidding.

  6. Additional Information: This is provided in addition to the MSA above in hopes that Suppliers will have as much complete information as possible to enable them to bid more accurately.

  7. Job Title Descriptions: Please note the difference in job titles for the Light Industrial category in the Plaza vs. the CSC's.

KEY DATES

 

The final selection of the preferred vendor and the beginning of implementation is scheduled to take place in May, 2008.  The key dates below are guidelines for potential Providers to be considered during the selection process.  All dates are subject to change.

 

 KEY DATES:   Anticipated for Award (U.S. Central Time)

 

Date

Central

Action

3/31 by

12:00 p.m.

I confirm I meet all terms and Will-Bid Event #4001

4/1 by

12:00 p.m.

Email Bid Grid to Support@sorcity.com

4/2 by

12:00 p.m.

All clarifying questions should be entered online

4/4 by

12:00 p.m.

Providers must be registered with Sorcity (no cost)

4/9 by

12:00 p.m.

Receive Access Code and place opening bid

4/10 until

12:00 p.m.

Final bids due (Plaza) 

4/10 until

1:00 p.m.

Final bids due (Other Locations 83% NY) 

4/10 until

1:30 p.m.

Final bids due (Canton, MS) 

4/10 until 3:00 p.m. Final bids due (Hebron, KY) 
4/10 until 3:30 p.m. Final bids due (Henderson, NV) 
4/10 by 6:00 p.m. Buyer will contact low bid Providers
4/11 by 4:00 p.m. If requested, Questionnaires must be sent to Sorcity

4/16 - 4/18

 

Selected low bidders to meet with buyer

4/18 by

4:00 p.m.

Dependent on time needed to obtain executive approval, Buyer will award to best qualified Provide

 

SCOPE OF SERVICES

 

The Procurement Services Department is leading this effort and seeks a partnership with firms who can provide the capabilities described in the attached Master Services Agreement template (see addendums). Some key capabilities are described as follows:

General Staffing Services

  1. Provider will recruit and retain Provider employees (“Contractors”) who are qualified to perform LS&CO.’s requirements.

  2. Perform comprehensive screening and testing of applicants.

  3. Verify candidates’ employment history, including reasonable reference checks. Advanced searches will be conducted by Provider upon LS&CO. request.

  4. Provide temp process training, including instruction in entering required data into the LS&CO. VMS on-line requisitioning tool (if applicable.)

  5. As the employer, Provider will maintain all necessary personnel and payroll records for its Contractors assigned to LS&CO. , and provide for liability, fidelity and Workers' Compensation insurance coverage in the amount as hereinafter set forth

  6. Account Manager - Provider will provide an Account Manager who will be responsible for all onsite activities. This person will also oversee the local On-Site Coordinator.

  7. Provide Temp-To-Hire option:  LS&CO. may hire any Contractor at any time (regardless of hours worked) by paying an agreed upon conversion.

  8. Provide Direct Staffing services: Upon LS&CO.’s request, Provider shall find, recruit, and refer to LS&CO. the most qualified candidate(s) for immediate and permanent placement with LS&CO., including the following:

    1. Recruit and retain Contractors who are qualified to perform LS&CO.’s requirements.

    2. Perform comprehensive screening and testing of applicants.

    3. Verify candidates’ employment history, including reasonable reference checks.

  9. Technology:  If requested, Provider will agree to use LS&CO.’s requisitioning tool (“VMS Tool”) as the system of record to requisition, track and manage the records of all Contractors it provides to LS&CO. 

  10. Monitor Length of Stay for all Contractors per LS&CO. policy.

  11. Reporting:  By the completion of initial implementation, Provider will provide LS&CO. with a list and samples of its standard reports, from which LS&CO. and Provider will develop a standard set of reports for LS&CO.

  12. Ability to assist management in identifying best practices, enhancing our ability to achieve company process improvement goals.

LS&CO Contingent Labor by Location

 

Levi Plaza Corporate Headquarters:

Located in San Francisco, Ca.

 

Customer Service Centers ("CSC's"):

May be bid upon separately and are located in in Canton, Mississippi; Henderson, Nevada; Hebron, Kentucky.

 

Other Locations

 

LS&CO Showroom

New York City, New York

 

Staff Support

Trophy Club, TX

Weston, Fl.

North Little Rock, AR

Westlake, TX

 

Sales Support

Hoffman Estates, IL

St. Louis, MO.

Menomonee, FL

Frisco, TX

Knoxville, TN

Ontario, CA

Bentonville, AR

Los Angeles, CA

Minneapolis, MN

 

CURRENT LS&CO MODEL

 

Preferred Provider Model/Scope of Services

 

LS&CO. currently uses a Preferred Provider Model for Recruiting Services and does not utilize the services of a Managed Service Provider (MSP). Our current preferred providers handle recruiting services for the LS&CO. corporate headquarters in San Francisco and are general staffing agencies who also provide payroll services. Providers proposing to offer staffing services in the Bay Area must have strong contacts and resources, and a long history of operation and experience in that region.  Our Preferred Provider in the field also offers Direct Hire services, especially for the three Customer Service Centers (CSCs).

 

Approved Provider Program


While we currently utilize only two Preferred Providers, we have a number of Providers that provide back-up services for us. These Providers have executed Agreements with LS&CO., utilizing the same rates and terms as our Preferred Providers. The benefit of being an Approved Provider, in addition to receiving compensation for back-up services, is that the Approved Provider has a better opportunity to showcase their abilities and to possibly be transitioned to a Preferred Provider. The primary difference between the two programs is that LS&CO. stakeholders are required to utilize Preferred Provider services first and foremost. When and if the Preferred Provider cannot fulfill a requisition, an Approved Provider is utilized.
 

Requisitioning Tool Utilized

 

We utilize the IQNavigator (IQN) requisitioning tool/solution for all services recruited and payrolled via our two preferred Providers.

  • On a weekly basis, an invoice is generated in IQN that shows all time and attendance charges for each Preferred Provider. The Provider does not generate a direct invoice. IQN is considered the System of Record and LS&CO. pays the Provider directly using the data from IQN.

  • It is important to note that LS&CO. expects its Preferred Providers to maintain timely approvals and revisions of time and attendance and will not pay invoices that are submitted more than 6 months late. (See MSA template attached.)

At the three CSC’s, the process is a bit more manual because of the number of workers involved on a daily basis. In addition, workers enter their time through the Kronos time and attendance tool, a Kronos report is generated showing resulting time worked, and both LS&CO. and Provider must approve or revise the data by a weekly deadline in order to pay the Contractors on time.

 

Current Provider Staffing


In San Francisco, the current Provider’s On-Site Coordinator maintains an office at the Plaza near the LS&CO. Human Resources department.


In the Canton, Henderson, and Hebron Customer Service Centers, Provider must maintain branch offices in these areas with account representatives who essentially fill the same role as the On-Site Coordinator. During seasonal periods when a CSC generates enough volume to warrant an On-Site Coordinator., the On-Site absorbs many of the duties normally filled by the branch office account representative.
 

Managed Services Provider

 

Currently, LS&CO. is managed in-house and we do not use an MSP.

 

Note on San Francisco Plaza Hours and impact on overtime:

 

At the LS&CO. San Francisco Headquarters Office, the standard work schedule is:

40 hours per week:

  • Monday through Thursday - 7:45 a.m. to 5:15 p.m.; and

  • Friday - 7:45 a.m. to 12:45 p.m.

  • Lunch Break (non-exempt): 45 minutes Monday through Thursday.

  • Rest Break: Non-exempt employees are also entitled to two 15-minute rest breaks, one in the morning and one in the afternoon, Monday through Thursday, and a 15-minute morning break on Friday.

Monday through Thursday: Anything over 8.75 hours is overtime

Friday: Anything over 5.0 hours is overtime

 

Note: IQN documents worker’s lunch breaks

 

FUTURE LS&CO PROPOSED MODEL

 

Preferred Provider Model/Scope of Services

 

While we would be very interested in firms who propose to provide services in all areas, we foresee that we will more likely receive proposals from firms as follows:

  • Bay Area general staffing firms who propose to fill all or most of the job positions there

  • National staffing firms who can fill all positions

  • Regional staffing firms who will propose to fill the light industrial and administrative positions at one or more of the CSC’s

We are especially interested in proposals from general staffing agencies that have a consistently robust selection of financial/accounting clerks, since there are significantly more hours available that are currently being filled by Approved Providers.

 

Approved Provider Program

 

LS&CO. plans to continue its Approved Provider program.

 

Requisitioning Tool Utilized

 

PLEASE NOTE: LS&CO. will not consider using a different VMS tool for the year 2008. This is due to current implementation of a new enterprise system.

 

We expect our Preferred Providers to have the ability to integrate their services with our VMS system. We are very interested in Providers who have experience with IQN and would entertain any ideas for improving our current requisitioning process.

 

Special Note regarding On-Site Coverage


In San Francisco, we will expect the Provider to maintain an On-Site Coordinator, at no extra charge to LS&CO.


In the Canton, Henderson, and Hebron Customer Service Centers, we will also expect, at no extra charge and at a minimum, a full-time On-Site Coordinator for any shift of 50 or more Contractors and 1 part-time person for any shift of 30 to 49 Contractors, in addition to an account representative maintaining an office in each city. (We need more hands-on observation for the CSC’s since the volume on a daily basis is usually very active.)
 

SPECIAL NOTES:

Sorcity is committed to following the Institute for Supply Management’s Ethics Guidelines for procurement and has therefore implemented the following bid guidelines to ensure all providers are treated fairly. Please comply with the following or you may be disqualified from bidding on this opportunity. 

  • All clarifying questions or exceptions should be entered above through the [Question] button. Answers will be posted, shortly thereafter, for all Providers to view. 

  • If you need to speak directly to a representative, please contact Sorcity at (972) 661-3265. Any direct contact with Buyer is strictly prohibited and may result in immediate disqualification to participate in this bidding event. 

  • By placing a bid in this Event, you represent that your firm agrees to all terms, stated in the Sorcity Member Agreement, and all content, terms, and conditions contained in this document, except for any exception Sorcity, or the Buyer, may grant in writing, or on the Question & Answer page linked above.

  • The Provider understands that no assumptions are to be made, and that content, or clauses, not contained in this event do not apply, unless approved in writing by the Buyer and Sorcity. 

  • This bid must be honored for the duration of your discussions with the purchasing organization, per the terms stated in the Online Bidding Event. If you are unable to honor this bid at any time, you MUST cease discussions with the Buyer and notify Sorcity. Please read the Sorcity Member Agreement regarding not honoring your bid and any associated penalty fees.



Online Bid Procedures:

Other criteria:

  1. This RFQ does not constitute an offer to contract.  LS&CO. reserves the right to accept or reject any or all proposals if it is considered in its best interest to do so.  In addition, this RFQ does not commit LS&CO. to pay any costs incurred in the preparation of a proposal in response to this request.

  2. Any bidder that discovers an ambiguity, inconsistency, error or omission on examining the RFQ shall promptly notify Sorcity by email notification. Any correction or change to this RFQ will be distributed via email to all Provider participants, specifically to Provider’s stated central RFQ contact.

 


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