HomeMy WebLinkAboutExhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Christine Taylor
DATE: August 18, 2026
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with Kelmar and Associates, 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 9029 – awarded to Kelmar and Associates, Inc., for
one (1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year not-to-
exceed amount of $921,500.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Pursue Organizational Excellence and Collaborative and Respectful
Leadership.
INFORMATION/BACKGROUND
Human Resources conducts approximately 1,900 pre-employment and post-offer background checks
annually as defined in Policy 102.00 Eligibility for Employment. Multiple pre-employment and post-offer
screenings are required to complete the hiring process for full-time, part-time, and seasonal employees to
ensure the City is hiring the best candidates to serve the community; therefore, total screenings exceed the
number of annual new hires. Since 2021, Human Resources has experienced an increase of 400 screenings
annually and an increase in employment history verification to third-party vendors, resulting in additional
costs.
Additionally, the City welcomes the services of approximately 1,700 volunteers, an increase of 400
individuals annually since 2021, in the Parks, Library, other departments, and at city-wide special events.
Per Policy 409.07 Volunteer Procedures, volunteers over the age of 18 must pass a criminal history
background check as administered by the Human Resources Department.
The evaluation committee identified Kelmar and Associates, Inc. as the best-value supplier to the city.
Based on supplier rates, providing reasonable delivery, project schedule, compliance with specifications,
and rated the highest in probable performance. Kelmar and Associates, Inc. offers account setup within 24
hours, and they provide 24/7 support. They are a licensed private investigation company, and they have
extensive experience working with government entities, including other Texas-based municipalities
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Upon execution of the contract, Human Resources will begin working with the new vendor for pre-
employment and post-offer background checks as well as background checks for volunteers serving in
various capacities in the City.
Proposed Contract Total for Five (5) Years
Year 1 Year 2 Year 3 Year 4 Year 5 Total
Pre-Employment, Post-Offer, and
Volunteer Background Check
Services
$66,800 $66,800 $66,800 $66,800 $66,800 $334,000
Employment and Educational
Checks 90,425 90,425 90,425 90,425 90,425 452,125
Certification/License Checks 8,075 8,075 8,075 8,075 8,075 40,375
Reference Checks 15,000 15,000 15,000 15,000 15,000 75,000
Contingency 4,000 4,000 4,000 4,000 4,000 20,000
Total $184,300 $184,300 $184,300 $184,300 $184,300 $921,500
Request for Proposals was sent to 609 prospective suppliers, including 52 Denton firms. In addition,
specifications were placed on the Procurement website for prospective suppliers to download and advertised
in the local newspaper. Eleven (11) proposals were received, with ten (10) meeting specifications.
References were checked, and proposals were evaluated based upon published criteria, including price,
schedule, compliance with specifications, and probable performance. Best and Final Offers (BAFO) were
requested from the top firm. Based upon this evaluation, Kelmar and Associates, 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: 609
Number of Suppliers that viewed Solicitation in IonWave: 51
HUB-Historically Underutilized Business Invitations sent out: 83
SBE-Small Business Enterprise Invitations sent out: 246
Responses from Solicitation: 11
Responses Meeting Specifications: 10
RECOMMENDATION
Award a contract with Kelmar and Associates, Inc., for pre-employment and post-offer background checks
for the Human Resources Department, in a one (1) year, with the option for four (4) additional one (1) year
extensions, in the total five (5) year not-to-exceed amount of $921,500.
PRINCIPAL PLACE OF BUSINESS
Kelmar and Associates, Inc
San Antonio, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year
periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
These services will be funded from Human Resources account 150001.7888. Requisition #176494 has
been entered into the Purchasing software system in the amount of $67,743.50. The estimated annual
expenditure for a fiscal year is $184,300 and is included in the adopted budget. The remaining will be
budgeted in future fiscal years to align with the contract terms and expenditures. These products and
services will be utilized on an as-needed basis. The City will only pay for items purchased and is not
obligated to pay the full contract amount unless needed.
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: Charla Warren, 940-349-8070.
Legal point of contact: Leah Bush at 940-349-8333.