General Info
(click on one the following links to jump to a topic) Candidate Short-Listing Process Supplier Performance Measurement Required Candidate Background Checks State Expense Reimbursement Policy 1099 Sub-Contractor Guidelines
The ITSMS staffing process begins with Agency hiring managers entering a job request. The approved job request is automatically sent to COMSYS. The job request is reviewed and then released to the agencies preferred suppliers. The suppliers can then submit candidates for the job request and competitively review and bid contractor rates. COMSYS then short lists the submitted candidates based on the best rates and qualifications for the hiring manager's review. The hiring manager then schedules interviews and hires the contractor of their choice. Hired contractors submit time sheets which are approved by designated agency time sheet approvers. COMSYS submits a consolidated agency invoice which is approved by designated agency invoice approvers. COMSYS will also send a corresponding payment advice to suppliers detailing payment amounts and hours worked. The agency then remits a consolidated payment for contractor services rendered and approved to COMSYS. Finally, COMSYS remits payment to individual suppliers. |
Suppliers must utilize the ITSMS web site to review posted job requests, review all posted candidates, and submit and revise their candidates. COMSYS notifies suppliers of approved job requests by email. Suppliers may then review job request information and all candidates submitted for a job request on ITSMS. Suppliers must submit candidates via ITSMS (please do not submit candidates directly to the hiring manager). COMSYS reviews all candidates as they are submitted. Candidate submittals without all of the required job request skills or with rates greater than the specified job request rate will be immediately rejected, suppliers will receive email notification of a rejection. Suppliers may withdraw or revise candidate submittals up until the specified job request cutoff date and time. Please note that Suppliers are encouraged to review other suppliers candidates and revise rates if they chose to do so. After the job request submittal cutoff, COMSYS short lists the candidate submittals based on the best rates and qualifications for the hiring manager's review. All job orders will close at 5:00pm ET on the date stated on the requisition unless a different time is specifically given. Any submittal or candidate updated after the cutoff time will result in candidate rejection. Suppliers will receive an email notification when their candidate is short listed. Suppliers should initiate all the job request required background checks at the time their candidate is selected for an interview. The hiring manager selects candidates from the short list to be interviewed. Suppliers will receive email notification of an interview request for one of their submittals. The email notification will contain hiring manager contact information and suppliers must contact the corresponding hiring manager and candidate to schedule the interview and determine detailed interview information (e.g. location, …). The hiring manager conducts interviews and hires the contractor of their choice.
Candidate Short-Listing Process The following outlines the ITSMS Candidate Short Listing process. After the COMSYS Vendor Managers close the job request for candidate submittals, they take the following actions:
All Vendors are required to secure a written right to represent from each potential candidate they submit for a GTA job requirement. When the Vendor Manager has determined that a duplicate submittal has occurred, the Vendors will be notified via email as soon as possible. Each vendor will be asked to provide a right to represent from the candidate in question.
These rules are to be followed for each job requirement as well as multiple requirements for the same position. Multiple requirements for the same position will be noted in each job description.
Supplier Performance Measurement As the Vendor Manager for the State of Georgia’s Information Technology Staffing Management System (ITSMS), COMSYS will conduct quarterly evaluations of active suppliers on the system. This evaluation is comparative in nature and is based on the comparison of each supplier’s score as it relates to the scores of the other suppliers. An average score is derived. Suppliers who score below the derived average for two consecutive quarters, will be removed from the system. Suppliers are evaluated in three service categories. These categories are listed below, along with their evaluation measurement detail:
Below is the Vendor Performance Participation Point Scale. Each quarter all suppliers start out with the maximum number of points, which is 100. The points listed below can be deducted from the Participation Score on the Vendor Performance Ratings if an infraction occurs.
Required Candidate Background Checks Once an interview has been requested for your candidate, you must initiate the background checks specified in the corresponding job request. GTA requires a 5-year statewide criminal search, 3-yr statewide motor vehicle report, and Social Security Number verification on every Contractor. You will also need to send a scanned copy of the candidates driver's license along with the background check documents for approval by the State prior to your contractors start. In addition, there may be additional background checks specified on the job request such as education, credit, and drug screen. If the candidate is here on a visa or as a permanent resident, a copy of the visa or permanent resident card and a copy of their social security card are also required. GTA also requests verification of any professional certifications a candidate professes to have. Citizenship: When submitting background checks, citizenship paperwork must also be
submitted in order to complete security clearance. Paperwork includes
a copy of their VISA / Green Card and a copy of their Social Security
Card. All background check information must be submitted electronically via email as a secured Adobe PDF file. Address the email to supplier@gtasms.com and reference the job number for which the candidate is being submitted. Once checks are reviewed for completeness by COMSYS, they will be forwarded to the State for final clearance. No candidate may report to work until COMSYS has notified you of a final clearance via an email Staffing Confirmation Notice specifying the clearance and the start date. COMSYS has interviewed numerous companies that provide all of the required checks, along with the ability to provide them as secure electronic files, a requirement of GTA. We have negotiated a volume discount with the following company that can provide accurate and timely information as required by GTA. It has ability to process background checks via their web site, email or an 800 number. Comprehensive Information Services, Inc. (CIS)
(www.cisonline.com) 800-454-8725 ext. 4018 (office phone) Agreed upon rates are: Social Security number check $2.00 < 4 hours When you contact these providers to set up your accounts, please let them know that your company would fall under the negotiated State of Georgia GTA Vendor Management Rates. Your company is responsible for contacting the company of your choice and setting up the agreements. Your company is also responsible for payment for these services that are not billable to the Vendor Manager or the State of Georgia. Each Supplier has the option of using outside companies of their choice for their background checks. However, these Companies must be able to submit the checks in a timely manner, electronically and securely.
IMPORTANT REMINDER TO ALL SUPPLIERS FROM THE GEORGIA TECHNOLOGY AUTHORITY: The Georgia Technology Authority (GTA) expects all Suppliers to strictly comply with all laws, executive orders, rules and regulations governing the presentment and disclosure of gifts to State agencies and the employees of those agencies. The officers and employees of State agencies are also independently obligated to comply with governing laws, executive orders, rules and regulations governing the receipt of such gifts from any supplier / vendor or lobbyist. If Suppliers have questions regarding the governing laws, they should seek the advice of their own legal counsel. It is the responsibility of every Supplier to know the laws governing gifts and the disclosure of gifts. The State Ethics Commission and other appropriate authorities may hold suppliers that violate such laws independently accountable. At a minimum, if it is determined that a supplier did not comply with the laws, executive orders, rules and regulations governing the presentment and disclosure of gifts to State agencies and the employees of those agencies, the supplier will be subject to removal from the ITSMS suppliers list. If you have questions regarding this notice, please contact John Stouder
at JStouder@COMSYS.Com. State Expense Reimbursement Policy
Rates for billable consultants are established at the time the resources are submitted by the supplier to a posted job request. Rates may be edited until the cutoff date and time indicated on the posted job request. Once the posted job request has been placed on hold, no further editing or change in the bill rate can be made. The supplier has then committed to providing the identified resource at the submitted bill rate for the duration of the engagement. The State of Georgia depends on the quoted rates for budgeting of projects and other activities within their Agencies or Departments. The re-negotiation of bill rates beyond the submittal date and time is not acceptable by the State of Georgia, COMSYS nor should it be by any supplier during the course of the engagement with their consultants. However, if the rare situation should occur where the supplier needs
to discuss the bill rate on a particular consultant, the supplier, not
the consultant, needs to discuss the issues with the Agency management.
Likewise, the consultants of the suppliers should never, under any circumstances,
discuss, email, or communicate in any manner; bill rates, expense arrangements,
or any other financial issue with Agency management or personnel. View GTA ITSMS Supplier Applicant List
1099 Sub-Contractor Guidelines Click here to review guidelines for State use of 1099 Sub-contractors. Click here to review frequently asked questions about the 1099 process for the GTA contract. Consultants must follow the State Travel Regulations set by the Georgia Department of Audits. For additional details concerning travel, please select the following link:Travel Guidelines for consultants on the ITSMS Contract
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