HR Staffing Services

UPDATED: 1/14/25 – ADDED PRE-PROPOSAL MICROSOFT TEAM MEETING INFORMATION

ADVERTISEMENT FOR REQUEST FOR PROPOSAL

METROPOLITAN NASHVILLE AIRPORT AUTHORITY

NASHVILLE, TENNESSEE

HR STAFFING SERVICES

ELECTRONIC PROPOSALS for furnishing all materials, labor, tools and appurtenances for completion of this project shall be received by the Metropolitan Nashville Airport Authority, (MNAA) Nashville, Tennessee, until and not later than 2:00 P.M. CST (local time) on Friday, February 7, 2025. Proposers wishing to submit a non-electronic proposal may do so only after receiving written authorization from MNAA. Written authorization to submit a non-electronic proposal may be requested by emailing purchasing@flynashville.com at least five (5) days prior to the date proposals are due. Proposers submitting a non-electronic proposal must submit a copy of the written authorization with their proposal package.

SCOPE.

Package A – Direct Staffing Services

The RFP seeks to establish a preferred contractor relationship with on or more staffing agencies to expeditiously source, screen and provide quality candidates to fill approved vacancies. The solicitation will be divided into three separate packages as listed below. Proposers may be permitted to propose on either one or multiple packages and the agencies will enter into one agreement with MNAA regardless of which they provide. MNAA can utilize more than one agency in the award selection.

All proposers are responsible for complying with any licensing or permit requirements of the State of Tennessee and/or the Metropolitan Government of Nashville and Davidson County, which may be applicable to the work. Most work will be at buildings on the Nashville International Airport campus in the Administrative Buildings, Consolidated Services Facility, Engineering Trailers, Department of Public Safety Building, or the Airport Terminal, as needed.

The majority of the roles will be onsite work. If there are special assignments that are eligible for remote work, it will be clearly communicated via job order. MNAA currently has ten company holidays where Authority employees are paid for the holiday and augmented (temporary) staff would be unpaid.

For Direct Hires, MNAA will cover the cost of fingerprinting and badging.

Direct Staffing Placement shall include contingency recruitment and placement services in the areas of Administrative, Finance, Human Resources, Information Technology, Operations, Maintenance, Corporate Communications, Engineering, Legal, Procurement and Department of Public Safety. Within this package, placement fees will only be paid upon successful hire. In consultation with MNAA and in coordination with Human Resources, the agency shall provide the following services for direct hire placements:

The contractor will receive new job orders meeting, either in person, by phone or other digital communication medium, with MNAA’s representatives in advance of any employment recruitment to understand MNAA’s employment needs. If the job order is called out by a MNAA hiring leader, the Contractor will coordinate with MNAA Human Resources to confirm the business requirements of the positions and develop a strategic recruitment plan for MNAA for the selection, hiring and retention of a finalist identified by an MNAA selection panel.

The contractor will identify candidates that meet the basic position requirements for the specific job vacancy shared with the agency.

Post the positions’ descriptions and advertisements in hard copy, electronic forms and social media (when applicable.)
Identify qualified candidates through the professional and proprietary networks, connections and other sources, ensuring that they apply using the MNAA Careers Page for formal candidate tracking; and provide the resumes to MNAA, either before or after the screening process, at the discretion of MNAA;
Pre-interview applicants by conducting an initial interview; invite potential candidates to be screened by both oral and written assessments to evaluate each individual’s potential; presenting a quality summary of the screening details and candidate’s qualifications based on the essential job responsibilities and the knowledge, skills and abilities details from the job posting;
Schedule phone screens or interviews, as requested.
Notify all applicants of final hiring decision.
Assist MNAA by providing information to MNAA that identifies market salaries in the Middle Tennessee region for the position.
Conduct reference checks and validate the candidate’s experience, education and credentials as requested by MNAA.

Reporting. The Contractor shall provide MNAA with periodic updates of its recruiting efforts based on the cadence discussed in the initial strategic recruitment plan.

Account Management Personnel. Upon the mutual agreement of the parties, the parties shall determine the individuals employed by the Contractor who shall be assigned as the Contractor’s project team members and key people assigned to deliver the goods or services under the terms of this Contract. Should any of the project team member or key persons, mutually agreed upon by the parties, be removed from the project team or leave the Contractor’s employment during the term of the Contract, MNAA reserves the right to: (1) approve the appointment of the person designated to replace the team members or key people; or (2) immediately terminate the Contract. Upon such termination, the Contractor shall have no right to any actual, general, specific, incidental, consequential or any other damages whatsoever of any description or amount as a consequence of MNAA terminating the Contract under the provisions of this Section.

Contingent Payment. MNAA will pay a salary-based percentage placement fee to Contractor for each candidate hired with 30 days of the date of hire. Let it be explicitly known that no extra fees, costs and expenses of any kind will be allowed unless specifically agreed to by MNAA at the engagement of the search.

Guarantee. Contractor will provide an unconditional guarantee if a candidate is hired by MNAA as an employee, voluntarily leaves the employment of MNAA or terminated for cause (for cause) within thirty days, after the employee’s hire date. The Contractor will provide MNAA with a replacement candidate or a full refund of the replacement fee paid. Beyond 30 days, Contractor will propose a placement guarantee within normal industry standards.

Warranty. The contractor and its affiliates warrant that all services performed under the terms of the agreement shall be performance with care, in a workmanlike manner, and with the knowledge, experience and skill ordinarily possessed by a person providing such services. In the event that the services, do not fulfill this warranty, and the Contractor is notified in writing, the Contractor shall promptly take all action necessary to conform to the warranty, at no additional cost to MNAA.

Package B – Temporary Staffing Placement

MNAA is seeking to establish a Preferred Contractor relationship with one or more staffing services companies to expeditiously source, screen, and provide top-quality candidates to fill temporary staffing needs for a diverse range of job classifications at MNAA. Specifically, MNAA is looking for temporary staffing services (with the ability to transition from temporary-to-permanent, when necessary) in the following classifications, but not limited to: finance, executive staff, payroll, administrative services, general laborer/warehouse, information technology, human resources, marketing, special-event planning, auditing and oversight, legal, compliance, and corporate communications.

The staffing agency is responsible for all badge and fingerprinting fees for temporary contract or augmented staff placements. The fee must be paid at the time of application.

Specifically, the successful agency will:

Proactively source, recruit, and maintain a network of quality candidates for MNAA’s consideration in one or more of the following classifications.
If unable to provide qualified candidates through temporary staffing agency’s database and network, the agency can partner with subcontracted temporary staffing agencies to provide qualified and/or specialized candidates on a timely basis.
Identify and source candidates, advertise specific available positions to reach potential candidates, screen potential candidates (including testing candidates to ensure basic proficiency with any position-specific required tools or applications, to ensure that they possess the requirements and competencies to perform the assignment to the fullest capacity. If skills testing is requested as part of the job order, the agency must complete and furnish, detailed testing score reports for each successful candidate.
Send resumes of qualified candidates for MNAA’s review within one week of learning of the employment vacancy.
Present detailed screening results for viable candidates being considered for the position.
Strictly adhere to all state and federal laws with respect to discrimination in employment and will not discriminate against any individual on the basis of race, color, religion, gender, sexual orientation, marital status, national origin, age or disability.
Ensure that all candidates meet all federal and local eligibility requirements to work in the United States.
Agency candidates should be vetted and confirmed with the completion of a pre-hire background check, drug screen, business references and verification of their highest level of education learned.
Conduct with fidelity its back-office functions, including, but not limited to, preparing and filing the I-9 forms and W-2 or W-4, administering payroll for any placed individuals, and for withholding or paying all income, payroll, Social Security, or other federal, state or local taxes; obtaining worker’s compensation and disability insurance; or making any necessary insurance contributions, including, but not limited to, unemployment or disability insurance contributions on behalf of any placed individuals.
At no additional cost, offer suitable replacements for any employees who are unsuccessful in the assigned position. Provide a consistent, accessible, single point of contact to support MNAA’s account, allowing the MNAA to interview potential replacements if a change of point of contact is required.
Offer a prorated payment option for the conversion of temporary to permanent placement for workers who complete a set number of working hours.

Package C – Executive and Specialty Search Direct Placement Staffing

In consultation with MNAA, the Contractor shall provide MNAA with services to recruit executive, management or specialty professional employees for MNAA, including, but not limited to, employees in the following areas: Accounting, Administrative, Corporate Real Estate, Concessions, Legal, Department of Public Safety, Engineering, Finance, Human Resources, Information Technology, Operations, Maintenance, Marketing and Procurement.

For Direct Hires, MNAA will cover the cost of fingerprinting and badging.

The contractor will receive new job orders meeting, either in person, by phone or other digital communication medium, with MNAA’s representatives in advance of any employment recruitment to understand MNAA’s employment needs. If the job order is called out by a MNAA hiring leader, the Contractor will coordinate with MNAA Human Resources to confirm the business requirements of the positions and develop a strategic recruitment plan for MNAA for the selection, hiring and retention of a finalist identified by an MNAA selection panel.
Create a schedule of recruiting services for each of MNAA’s open positions with a timeline for the review of applications, interview of candidates and selection of the most qualified candidates.
Assist MNAA in developing employment position descriptions, advertisements and announcements, that include, but are not limited to, a description of the services provided by MNAA and the position duties and requirements of the available positions.
Post the positions’ descriptions and advertisements in hard copy (when applicable) and electronic forms and utilizing social media.
Identify qualified candidates through the professional and proprietary networks, connections and other sources; Identifying qualified candidates that have the required knowledge, skill and experience to meet MNAA’s needs and have demonstrated an interest to work in an airport or airport authority;
Ensure that all applicants and candidates apply using the MNAA Careers Page
Confirm credentials as requested by MNAA
Providing the resumes and candidate submissions to MNAA, either before or after the screening process, at the discretion of MNAA and ensure that all qualified applicants and candidates complete the MNAA application using the MNAA Careers page for formal candidate tracking
Screen candidates by conducting an initial interview; invite potential candidates to be by both oral and written assessments aimed at testing each individual’s potential; presenting a summary of the candidate’s qualifications and the results of the interview and screening, including a recommendation for employment to MNAA;

Participating in the interview and selection process with MNAA by:

Assist with the development of interview questions, as needed;
Schedule interviews;
Coordinate interview panels and assist with travel coordination and candidate expense processing;
Attend interviews remotely or in person, onsite at an airport facility, at the request of MNAA, and facilitating the interview process;
Participate in feedback and employment recommendation meetings based on the interviews conducted.
Notification to all applicants of final hiring decision.
Assist MNAA by providing information to MNAA that identifies market salaries in the Middle Tennessee region for the position.
Conducting reference checks and validating the candidate’s experience, education and credentials.

Reporting. The Contractor shall provide MNAA with bi-weekly report of its recruiting efforts and results. Within this weekly report, the Contractor shall provide MNAA with a summary of its recruitment activities that it conducted during that period and the activities that it anticipates conducting in the weeks ahead.

Payment. For executive and specialty search roles, MNAA will pay a pre-determined search fee congruent with the search schedule and proof of production. p Let it be explicitly known that no extra fees, costs and expenses of any kind will be allowed unless specifically agreed to by MNAA at the engagement of the search.

Guarantee. Contractor will provide an unconditional guarantee if a candidate is hired by MNAA as an employee, voluntarily leaves the employment of MNAA or is terminated for cause (for cause) within thirty days, after the employee’s hire date. The Contractor will provide MNAA with a replacement candidate or a full refund of the placement fee paid. Beyond 30 days, Contractor will propose a placement guarantee within normal industry standards.

THE RFP DOCUMENTS. Copies of the Contract Documents (RFP, Proposal Schedule, Attachments, etc.) will be available on or after Monday, January 13, 2025 and may be obtained electronically from B2GNow E-Bidding an online tendering service.

ELECTRONIC PROPOSALS for ON-CALL ICE AND SNOW REMOVAL will be submitted through this online platform, B2GNow E-Bidding.

Important: All bid opportunities can be viewed, and documents downloaded through the new MNAA Procurement e-bidding System. The new e-bidding System is an integral part of the Business Diversity Management System located at URL: https://flynashville.diversitycompliance.com. Vendors must register to download the solicitation and select the appropriate North American Industry Classification System (NAICS Codes). Click on the ‘View Active Bid Opportunity Listings” button for additional information.

Submission Instructions: Proposers will be required to register with the e-bidding platform prior to downloading the proposal. Registration is free. The Proposer must scan all required proposal documents, including the Prime/Subcontractor License Information (if applicable) and upload to the appropriate solicitation file on the e-bidding system. All submittal questions shall be directed to the Procurement Department, fax number (615) 275-2349 or email: Purchasing@flynashville.com.

Please note that your organization must have an Authorized Signer to sign the proposal documents, the authorized signer has the authority to bind your company to each and every term, condition, article and obligation of the Insert and any resultant Contract.

Proposers are advised to review the RFP Documents carefully prior to submitting a Proposal on the Project. Proposers are also advised to review the RFP and Instructions to Proposers carefully prior to preparing their Proposals.

Proposals must be submitted on the Proposal Form included in the RFP Documents and the successful Proposer will be required to execute the Contract and other documents requiring execution that are included in the Contract Documents.

PRE-PROPOSAL CONFERENCE. A Pre-Proposal Conference will be held at 11:00 A.M. CST Tuesday, January 21, 2025, in the Administration Building, Nashville Conference Room, 140 BNA Park Drive, Nashville, Tennessee, 37214. Attendance at this meeting is not mandatory.

Microsoft Teams Need help?

Join the meeting now

Meeting ID: 210 075 775 191

Passcode: J9U9Qh6U

Dial in by phone

+1 615-270-8936,,687587254# United States, All locations

Find a local number

Phone conference ID: 687 587 254#

For organizers: Meeting options | Reset dial-in PIN

________________________________________________________________________________

SMALL MINORITY WOMAN-owned BUSINESS ENTERPRISE (SWMBE) PARTICIPATION. It is the MNAA’s objective to promote, encourage, and stimulate participation of local, small, minority and woman-owned business enterprises (SMWBE) within its organization and the economic community served by it so as to provide maximum opportunities to participate in contracts, programs and all related business activities of the MNAA. MNAA will apply the local small minority woman business participation levels where expenditures and purchases are made with non-federal funding, and to all contracts, leases, management agreements, consultants, prime contractors, subcontractors, respondents, proposers, or proposers involved in the performance of a commercially useful task for MNAA.

Proposers are encouraged to meet SMWBE participation levels established by the Director, Business Diversity Development, or, if unable to meet the participation level, engage in good faith efforts to joint venture, subcontract, or contract for supplies or services with SMWBEs. The attainment of the SMWBE participation level established for this contract is to be measured as a percentage of the total dollar value of the contract. The SMWBE participation level established for this Contract will be Zero Percent (0%) Race and Gender Neutral. For information on eligible SMWBE firms, proposers should visit https://flynashville.com/nashville-airport-authority/business-opportunities/business-diversity-development or contact Business Diversity Development, at (615) 275-4302.

RIGHT TO REJECT ANY AND ALL PROPOSALS. MNAA proposes to award the Contract to the lowest responsive and responsible Proposer, provided it has met the goals for SMWBE participation or, if failing to meet the goals, has made an acceptable good faith effort to meet the established goals for the SMWBE participation. Proposer is advised that MNAA reserves the right to reject any and all Proposals submitted, to waive any and all informalities, irregularities and/or technicalities in any Proposal or Proposal Guaranty, to accept any Proposal deemed advantageous to it and to negotiate changes, deletions, or additions to these Contract Documents with the successful Proposer.

SIGN UP FOR BNA TEXT ALERTS – TRAFFIC & MORE

Project Number: 25-014

Request Type: RFP

HR Staffing Services