COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Employee and Public Services

DATE:

August 25, 2003

BOARD MEETING DATE:

September 9, 2003

TO:

Honorable Board of Supervisors

FROM:

Mary Welch, Employee and Public Services Director

SUBJECT:

Agreement with Advance Recruitment Advertising Agency, Inc.

Recommendation

Adopt a resolution waiving the Request for Proposals (RFP) process and authorizing the Employee and Public Services Director to execute an amendment to the agreement with Advance Recruitment Advertising Agency, extending the contract for an additional two years and increasing the maximum cost of the contract by $400,000.

Background

In May 2000, Employee and Public Services and Health Services issued a Request for Proposals for recruitment advertising and recommended contracting with Advance Recruitment Advertising Agency. This firm scored the highest on the selection criteria, which included prior experience, cost, communication skills, public sector familiarity, and references. Your Board approved a three-year agreement with Advance Recruitment Advertising Agency in September 2000 for the term of September 30, 2000 to September 30, 2003.

Advance Recruitment Advertising Agency has received excellent evaluations from the Employment Recruiters and departments for their helpfulness, efficiency and cost effectiveness.

Discussion

A 2-year extension to the agreement with Advance is being recommended for several reasons. We continue to rely on advertising in newspapers, journals, and the Internet to attract qualified candidates. This is especially important for the hard-to-fill and higher-level classifications. Advance Recruitment Advertising Agency provides us with:

1. Timely placement of accurate, effective ads

2. Direct on-line computer links to major newspapers

3. Advice about where, when and how to advertise, often resulting in financial savings

4. Advertising sources that are smaller and less known, but that are more effective recruiting sources for selected positions

5. Special discounts, including 2 for 1 "sales"

6. Targeted recruitment sources, most recently used in the Correctional Officer recruitment

7. Expertise in ad writing and formatting for more effective marketing

8. Leverage with newspapers and journals, especially with tight deadlines

9. Regular and ongoing information on what agencies/companies are downsizing

10. Mailing lists/labels for every possible position

In addition to the above the ad agency saves us numerous hours of individual research. The services they provide are essential for effective recruiting. They also simplify the billing/payment process.

Vision Alignment

This item keeps the commitment of responsive, effective and collaborative government through goal number 20: Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain.

Fiscal Impact

The amendment extends the term of the contract by two years, from October 1, 2003 through September 30, 2005. The maximum amount of this agreement is increased from $980,000 to $1,380,000. Funds are included in the Employee and Public Services and other departmental budgets to cover increased advertising costs.