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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance ACM: David Gaines DATE: May 18, 2021 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager, or their designee, to execute a contract with Castle Branch, Inc., for pre- employment and post-offer background checks for the Human Resources Department; providing for the expenditure of funds therefor; and providing an effective date (RFP 7636 – awarded to Castle Branch, Inc. for one (1) year, with the option for two (2) additional one (1) year extensions, in the total three (3) year not-to-exceed amount of $75,000.00). INFORMATION/BACKGROUND The City primarily conducts potential employee and volunteer background checks as the final step in the hiring process to help ensure a sound hiring decision and protect the City from a number of potential risks. Each year, the Human Resources Department conducts approximately 800 pre-employment, post-offer, promotional, and volunteer background checks. Based on a historical spend and future projections the recommended not to exceed (NTE) for this contract is $75,000 for a total potential three (3) year contract. Request for Proposals was sent to 361 prospective suppliers, including 41 Denton firms. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and advertised in the local newspaper. Five (5) proposals were received, references were checked, and proposals were evaluated based upon published criteria including price, delivery, compliance with specifications, and probable performance. Best and Final Offers (BAFO) were requested from the top three firms. Based upon this evaluation, Castle Branch, Inc. was ranked the highest and determined to be the best value for the City. NIGP Code Used for Solicitation: 961 - (Service Only) - Miscellaneous Services, No. 1 (Not Otherwise Classified) Notifications sent for Solicitation sent in IonWave: 361 Number of Suppliers that viewed Solicitation in IonWave: 14 HUB-Historically Underutilized Business Invitations sent out: 31 SBE-Small Business Enterprise Invitations sent out: 168 Responses from Solicitation: 5 City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com RECOMMENDATION Award a contract with Castle Branch, Inc., for pre-employment and post-offer background checks for the Human Resources Department, in a one (1) year, with the option for two (2) additional one (1) year extensions, in the total three (3) year not-to-exceed amount of $75,000. PRINCIPAL PLACE OF BUSINESS Castle Branch, Inc. Wilmington, NC ESTIMATED SCHEDULE OF PROJECT This is an initial one (1) year contract with options to extend the contract for two (2) additional one (1) year periods, with all terms and conditions remaining the same. FISCAL INFORMATION These services will be funded from the Human Resources Department General Fund Operating Budget. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Pricing Evaluation Exhibit 3: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Crystal Babcock, 940-349-7766. Legal point of contact: Marcella Lunn at 940-349-8333.