COMMISSION 
AGENDA MEMORANDUM                        Item No.          8e 
ACTION ITEM                            Date of Meeting       March 9, 2021 
DATE:     March 9, 2021 
TO:        Stephen P. Metruck, Executive Director 
FROM:    Kim DesMarais, Director, Talent Management, Human Resources 
Ericka Singh, Manager, Talent Acquisition, Human Resources 
Derek Bender, Lead Sr. Talent Acquisition Representative, Human Resources 
SUBJECT: Temporary Staffing Agency Services for Administrative (Clerical) and Non-Technical
Support 

Estimated amount of this request: $2,000,000 
ACTION REQUESTED 
Request Commission authorization for the Executive Director to execute up to three contracts
for two-year periods with three one-year options with temporary staffing agencies. This is in
support of administrative services and non-technical project assistance for all departments 
throughout the Port of Seattle. The estimated sum of the usage against contract(s) will not
exceed $2,000,000 expiring five years from execution. 
EXECUTIVE SUMMARY 
These temporary staffing agency contracts support a variety of staffing needs typically resulting
from staff turnover and/or for special projects for all departments throughout the Port.
Periodically departments have special projects and/or critical administrative support roles
requiring  additional temporary staff during turnover/transition and/or additional  projects
requiring increased staffing. Often current staff are fully committed to existing operational
priorities leaving little capacity for these occasional and yet critical assignments or taking on
additional duties for staff who have departed their roles. These contracts provide the Port with
the flexibility to meet business needs as they arise by allowing departments to add qualified
temporary professional staffing on an as-needed basis. 
JUSTIFICATION 
Over the past five years, the Port of Seattle has held contracts with two Temporary Staffing
Agencies; Howroyd Wright Employment Agency, Inc. dba AppleOne Employment Services and
Eident Consulting Group, LLC. in support of the requested services outlined. The future contracts 
will allow the Port to continue to hire temporary professional support staff on an as-needed basis
for a fixed period of time and at a pre-determined hourly rate. The table below summarizes the

Template revised April 12, 2018.

COMMISSION AGENDA  Briefing Item No. 8e                                  Page 2 of 6 
Meeting Date: March 9, 2021 
combined contract expenses, scope/level of support and number of assignments over the last
4.5 years. 

Total expenditures to-date: ~$804,000 through 12/31/2020 
Year                                              Total Expenditures 
2016 (Partial year beginning 7/1)                             $81,307.86 
2017                                                  $316,509.78 
2018                                                  $194,045.94 
2019                                                  $115,554.08 
2020                                                   $95,839.91 
Total                                                          $803,257.57 

GENERAL JOB LISTINGS           NUMBER OF ASSIGNMENTS (July 2016  Present) 
Clerical 1                                                                72 
Clerical 2                                                                08 
Clerical 3                                                                14 
Clerical 4                                                                19 
Executive Clerical Assistant                                         -- 
Payroll Clerk                                                         02 
Project Support Specialist                                          03 
Total                                                              118 
With the reduced activity due to the COVID-19 pandemic, we are mindful that requests for
services will remain low and only utilized when all other cost-effective measures are evaluated
by departments for staffing support, including leveraging other team members or pursuing other
HR sponsored programs like PortAbility. Over the past 12 months, usage of these contracts has
been minimal with only one (1) ongoing assignment and no (0) new assignment placements since
January 2020. That accounts for some of the difference between the maximum authorized and
awarded maximum contract value requested versus the actuals spent to both vendors over the
life of each contract. 


Template revised September 22, 2016.

COMMISSION AGENDA  Briefing Item No. 8e                                  Page 3 of 6 
Meeting Date: March 9, 2021 

Diversity in Contracting: 
We are currently working with the Diversity in Contracting office to determine WMBE
aspirational goals if subcontracting opportunities are available. 
Schedule 
Commission authorization                         March 2021 
Request for Proposal Advertisement               March 2021 
Contract Award                                  End of Q2, 2021 
Start of Service                                         July 1, 2021 
Cost Breakdown 
The total estimated cost of implementing and executing these contracts over a two (2) year
period with three (3) one-year options is $2,000,000. Since this contract(s) will be utilized on an
as-needed basis and reasons for temporary services cannot always be foreseen, the estimated
value of the contract is based upon the utilization of the current temporary agency services since
its inception in 2016, factoring underutilization since the beginning of the COVID-19 crisis, annual 
estimated cost of living adjustments and year over year escalators in vendor rates, minimum
wage increases and benefit costs for future anticipated bill rates. Each Port of Seattle department
will be responsible for payment at the agreed upon bill rate outlined in the contract(s) for the
services requested. Hourly rates for services are submitted by interested agencies during the RFP
process and will be evaluated during the selection process by Human Resources. Appropriate
rates are set through this contract for the various levels of services requested and delivered.
Hourly rates for services are not negotiable between temporary agency employees and the
department receiving the service. Human Resources will pay invoices using the receiving
department org and subclass information. 
Assumptions: 
An increase in bill rates to reflect City of Seattle cost of living and continual livable wage
evaluations within the local talent market. 
Increase in benefit costs for vendor, rolled into overall bill rates charged to the Port. 
ALTERNATIVES AND IMPLICATIONS CONSIDERED 
Alternative 1 - Hire "Emergency Hire" staff instead of entering into a contract with outside
agencies. 
Cost Implications: Emergency Hires cost an estimated 16.75% more than the current rates for
Temporary Staffing Agency staff in administrative positions. 


Template revised September 22, 2016.

COMMISSION AGENDA  Briefing Item No. 8e                                  Page 4 of 6 
Meeting Date: March 9, 2021 

Emergency Hire versus Clerical Level Comparison: 
Request Level                 Current Temp Rate           Emergency Hire Midpoint Rate 
Clerical 1/EH Grade 14         $22.50                        $28.02 (+24.5%) 
Clerical 2/EH Grade 16         $25.50                        $30.57 (+19.9%) 
Clerical 3/EH Grade 19         $28.50                        $34.80 (+22.1%) 
Clerical 4/EH Grade 21         $31.50                        $38.02 (+20.7%) 
Payroll Clerk/EH Grade 19      $36.00                        $34.80 (-3.4%) 
Pros: 
1.  Emergency Hires are considered Port employees and are given increased access to
systems like Concur and Purchasing Cards. This allows greater flexibility for scope
assignments. 
2.  Emergency Hires are eligible for many (but not all) Port provided benefits. 
3.  Emergency  Hires  are  considered  employees  when  applying  for  other  internal  job
opportunities. 
Cons: 
1.  Emergency hires would require the department or Human Resources to identify or source
a candidate for the opportunity. 
2.  If recruitment is needed, it would result in a significantly longer lead time to identify and
bring a candidate on board. 
3.  Emergency Hires are limited to a maximum of 150-day assignment as a result of 
Department of Retirement Systems PERS implications. 
4.  Often scope of work and assignment needs exceed 150 days, resulting in the department
not fulfilling all aspects of the scope of work. 
5.  Emergency Hires are considered Port of Seattle employees; Temporary Agency staff are
employees of their respective agency which assumes most of the risk/liabilities related to
employment. 
This is not a recommended alternative. 
Alternative 2  Departments work with Human Resources to internally advertise PortAbility
opportunities, seeking internal staff interest through a defined scope of work. *Regardless of
approval, the PortAbility program will be recommended to departments for consideration of their
staffing needs prior to Temporary Staffing Agency request. 
Cost Implications: Revenue neutral, as participants in the program maintain their current rate of
pay and charge all hours worked to their regular department's payroll/budget. 


Template revised September 22, 2016.

COMMISSION AGENDA  Briefing Item No. 8e                                  Page 5 of 6 
Meeting Date: March 9, 2021 

Pros: 
1.  Employees are given an opportunity to experience work in a new and/or different
department, providing growth and development of skills. 
2.  Departments have an internal resource that already has various levels of familiarity with
the Port. 
3.  There are limited expenses, if any, associated with placing employees in PortAbility
assessments. 
4.  Since participants are employees, they have access to all needed systems without 
limitation. 
Cons: 
1.  PortAbility assignments require additional time to fill in order to advertise the opportunity 
internally. 
2.  Some opportunities do not receive any internal interest and critical/immediate work need
cannot be met. 
3.  Departments that allow for their employees to participate are left with a gap in their own
department, creating a potentially endless cycle of need/requests. 
4.  PortAbility opportunities are generally designed to support the development of staff
rather than solely meet a business or operational need. 
This is not a recommended alternative. 
Alternative 3  Procure up to three (3) temporary staffing agency contracts. 
Cost Implications: As described above, the total estimated cost of implementing and executing
these contracts over a two (2)-year period with three (3) one-year options is $2,000,000. This
amount is forecasted using historical utilization data over the previous five (5) years, annual 
estimated cost of living adjustments and year over year escalators in vendor rates, minimum
wage increases and benefit costs for future anticipated bill rates.
Pros: 
1.  Assignments require little time to fill, increasing likelihood of more immediate staffing
support. 
2.  Almost all opportunities result in multiple qualified professionals shared with the Port by
vendors for consideration, able to help meet the business need of the department. 
3.  Does not diminish staffing capacity in other areas and/or departments; unlike instances
where employees serve in stretch or PortAbility assignments. 
4.  Temporary staffing agencies have much deeper and broader databases of candidates to
serve in various roles. 
5.  Provides for flexibility if scope of work and assignment need require longer term
extension. 
6.  Agency staff are employees of their respective agencies which assume most risk/liability. 

Template revised September 22, 2016.

COMMISSION AGENDA  Briefing Item No. 8e                                  Page 6 of 6 
Meeting Date: March 9, 2021 

Cons: 
1.  Likely have more restricted access to systems like Concur and Purchasing Cards per policy. 
2.  Often lack specific Port knowledge and require more training than leveraging existing
staff. 
3.  Increase cost compared to PortAbility program participants. 
This is the recommended alternative. 
FINANCIAL IMPLICATIONS 
The total contract(s) will not exceed $2,000,000. No work is guaranteed to staffing agencies and
the Port is not obligated to pay until services are rendered. 
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS 
April 12, 2016  The Commission authorized the Executive Director to execute two contracts for
temporary employment services agencies with a contract duration of up to five years (one year
plus four one-year options) for a total amount of $2,500,000. This was in support of staffing needs
for all departments related to Administrative/Clerical support. This was item 4d on the April 12,
2016, meeting. 
April 12, 2011  The Commission authorized the Chief Executive Officer to execute a one-year
contract for a temporary employment services agency with four one-year renewal options to be
exercised at the sole discretion of the Port of Seattle and not to exceed $1,500,000. 









Template revised September 22, 2016.