COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Human Resources Department

DATE:

August 28, 2008

BOARD MEETING DATE:

September 16, 2008

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Donna J. Vaillancourt, Human Resources Director

SUBJECT:

Agreement with Advance Recruitment Solutions and SPIN Recruitment Advertising

RECOMMENDATION:

Adopt a Resolution authorizing the President of the Board of Supervisors to:

1. Execute an agreement with Advance Recruitment Solutions to provide recruitment advertising services from October 1, 2008 through September 30, 2011 in an amount not to exceed $225,000;

2. Execute an agreement with Spin Advertising to provide recruitment advertising services from October 1, 2008 through September 30, 2011 in an amount not to exceed $225,000; and

3. Authorize the Human Resources Director to exercise two additional one-year options to extend each of the agreements provided that the County’s maximum payment amount for each additional contract year shall not exceed $75,000 per agreement.

VISION ALIGNMENT:

Commitment: Responsive effective and collaborative government.

Goal(s): Government decisions are based on careful consideration of future impact, rather than temporary relief or gain. Executing agreements with advertising firms will allow for the continuation of comprehensive recruitment services to County Departments.

Performance Measure(s):

Measure

FY 2007-08
Actual

FY 2008-09
Projected

Number of applicants

13,578

13,700

Percent of clients satisfied with new hires after six months

95%

95%

BACKGROUND/DISCUSSION:

Advertising in appropriate journals, trade publications and internet sites is a critical component of effective recruiting, especially when recruiting for hard-to-fill positions. Internet/website postings and direct mailings through professional organizations are the most common advertising options utilized by the County.

In 2008, the Human Resources Department issued a Request for Proposals (RFP) for recruitment advertising services. The RFP was sent to twenty-one (21) advertising agencies, with seven (7) agencies responding. The seven proposals were screened using the following criteria:

1. Cost for advertising services.

2. Proposed timeframes, approach/methodology, and payment schedules.

3. Demonstrated ability to communicate effectively, in easily understood language in concise written form.

4. Working familiarity within the environmental context of large government or private sector agencies.

5. Prior experience and demonstrated competence including ability to perform services and activities in a governmental setting.

6. Demonstrated ability to set priorities and work effectively with deadlines and varying tasks.

7. Ability to provide “sourcing” services and cost effective non-traditional approaches to advertising.

Of the seven (7) agencies who responded, five (5) were interviewed using the above criteria in addition to: demonstrated ability to verbally communicate effectively and suggestions/recommendations for departmental (HRD) branding.

Upon completion of the interviews and reference checking of current/former clients, Advance Recruitment Solutions and Spin Recruitment Advertising were selected as the recommended firms to provide comprehensive recruitment advertising services.

The agreement has been reviewed and approved by County Counsel and Risk Management. Both contractors have assured compliance with the County’s Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits.

FISCAL IMPACT:

The term of each agreement will be from October 1, 2008 through September 30, 2011, with the maximum aggregate payment amount not to exceed $225,000 per agreement. However, if the County exercises its option to extend each agreement by two years the payment amount will be increased by $150,000 per agreement for a total not to exceed the amount of $375,000 per agreement. Appropriations are included in Human Resources Department budget and other departmental budgets utilizing recruitment advertising services.

1.

General Description of RFP

Advertising Services for San Mateo County

2.

List key evaluation criteria

• Cost for advertising services.

• Proposed timeframes, approach/methodology, and payment schedules.

• Demonstrated ability to communicate effectively, in easily understood language both verbally and in concise written form.

• Working familiarity within the environmental context of large governmental or private sector agencies.

• Prior experience and demonstrated competence including ability to perform services and activities in a governmental setting.

• Demonstrated ability to set priorities and work effectively with deadlines and varying tasks.

• Ability to provide “sourcing” services and cost effective non-traditional approaches to advertising

• References from current and former clients.

3.

Where advertised

No advertisement, as we sent the RFP to all firms in the Bay Area.

4.

In addition to any advertisement, list others to whom RFP was sent

• Advance Recruitment Solutions

• Ann Hill Communications

• Anthony Marketing

• Bay Creative

• Bernard Hodes

• CRA On-line

• Daily Journal Corporation

• Davis Elen Advertising

• Dulin Advertising

• Herbert, Holden, Slater & Beim, Inc.

• Hoffman Lewis

• Innovation Advertising, LLC

• Motivo

• NAS Recruitment Communication

• OneWord Communications

• Palmer Advertising

• Phisonet Advertising

• Sovereign Business Solutions

• SPIN Recruitment Advertising

• TMP WorldWide

• West Advertising

5.

Total number sent to prospective proposers

21

6.

Number of proposals received

7

7.

Who evaluated the proposals

Human Resources Staff, including:

• Steve Reinhard, Personnel Analyst (SMMC)

• Dina Scopesi, Recruitment & Selection Manager

• Dee Williams-Ridley, Asst. Director HR

• Myra Yapching, Personnel Analyst

8.

In alphabetical order, names of proposers (or finalists, if applicable) and location

• Advance Recruitment Solutions

652 Bair Island Road, Suite 301

Redwood City, CA 94063

• Bernard Hodes

201 Industrial Road, Suite 410

San Carlos, CA 94070

• Daily Journal Corporation

95 S. Market St., #535

San Jose, CA 95113

• NAS Recruitment Communication

410 Pacific Ave.

San Francisco, CA

• Phisonet Advertising

490 El Camino Real, Suite 204

Belmont, CA 94002

• Spin Recruitment Advertising

712 Bancroft Rd., #521

Walnut Creek, CA 94598

• TMP Worldwide

799 Market St., 8^th Floor

San Francisco, CA 94103