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HomeMy WebLinkAboutStatement of Work - Background ChecksCity of Denton Statement of Work 1 | P a g e Name of Project: Background Check Services 1.0 Introduction/Background: The City of Denton (the City) is seeking a term contract for the supply of Pre- Employment, Post-Offer Background Check Services, and non-employee Background Check Services, including volunteers, independent contractors, and interns, to be purchased as needed over the term of the contract. The City is seeking a web-based solution to conduct pre-employment, post-offer background checks. The selected provider will support the City in providing information about candidates prior to appointment, including criminal history records and other disqualifying factors relevant to employment or volunteering. The City conducts approximately 1,900 pre-employment and post-offer checks annually. Additionally, the City engages approximately 1,700 non-employee volunteers, independent contractors, and interns each year, as well as citywide special events, all of whom require appropriate background screenings. 2.0 Objectives: In accordance with City Policy (102.00 Eligibility for Employment), the City conducts post-offer background checks on all candidates and on all individuals seeking to volunteer, work as an independent contractor, and/or intern with the City. Background results are reviewed on a case-by-case basis, taking into consideration factors including, but not limited to, position applied for, time elapsed since the offense, frequency of offenses, individual’s age at the time of the incident, and circumstances surrounding the offense. The selected vendor must be actively engaged in providing criminal background checks services for pre-employment, post-offer, and non-employee screening for a minimum of five (5) years. 3.0 Scope of Work: The proposal shall include a comprehensive work plan describing how the required services will be provided to the City. At a minimum, the work plan must describe: A. Implementation Approach a. Description of the methodology and approach to delivering background check services. b. A detailed project plan outlining key tasks, milestones, and timelines from the contract award date through implementation. B. Technology Requirements a. Identify if there are any technology requirements or platforms necessary, be specific. City of Denton Statement of Work 2 | P a g e b. Description of any web-based access capabilities and any user-side technical specifications. C. Authorization, Request Submission, and Response Expectations a. Clearly articulate the process for obtaining permission from candidates and non-City of Denton individuals. b. Procedures for submitting background check requests to the vendor. c. A detailed description of the turnaround time to deliver background results once requested by the City. D. Roles and Responsibilities a. Clearly distinguish the duties and responsibilities of the vendor and those of the City. b. Any tasks not clearly assigned to the City will be the responsibility of the vendor. E. Screening Workflow and Legal Compliance a. A workflow diagram or narrative describing the vendor’s pre-employment, post-offer, and non-City of Denton individual screening process. b. Explanation of how the vendor ensures they are current with federal and state laws affecting employment screening. c. A description of how the vendor ensures ongoing legal compliance with all applicable requirements. F. Security, Data Protection, and Fair Credit Reporting Act Compliance a. Describe their data security, privacy, and data protection practices. b. Explanation of how they ensure compliance with the Federal Credit Reporting Act (FCRA). G. Online Request System a. Vendor shall supply an online method to request background checks that allows for and/or contains a field for the City to include, track, and search by an identifier number. H. Due Diligence a. Vendor shall exercise good-faith and due diligence in verifying background information to ensure the accuracy of all information provided to the Human Resources representative. Vendor will provide a detailed monthly billing report of invoices directly to the City Human Resources representative in an Excel spreadsheet by email or have access available on the website, which includes, but is not limited to: i. List the full name of the candidate/non-City of Denton individual and type of check(s) performed. ii. Name of each county with any additional costs, if applicable. iii. City supplied identifier number, if applicable. 4.0 Task Identification: The vendor shall: A. Provide non-legal guidance and interpretation related to background checks to designated City Human Resources representatives. All services must conform to the Fair Credit Reporting Act (FCRA). City of Denton Statement of Work 3 | P a g e B. Work with City Human Resources representatives to design, format, and coordinate background check reports to meet the City’s operational needs. C. Provide a single, secure web-based platform using encryption and authentication standards to protect the confidentiality of web transactions. The website must include a mechanism to detect any alteration or tampering in transit, ensuring the secure handling of confidential personal information. The website must be user- friendly and efficient in ordering criminal background checks and retrieving detailed reports. D. Maintain the website for the duration of the contract and ensure system accessibility twenty-four hours a day, 365 days a year. E. Provide an interface that allows designated City Human Resources representatives to possess three (3) to five (5) user IDs for City Human Resources representatives to access the system. The system must generate a unique password for each user and require the new user to modify the password upon first login. The interface must include an auditing function that identifies the individual responsible for creating a user ID in the system. F. Provide a turnaround time for pre-employment, post-offer checks within 72 hours. If this timeframe is not reasonable, the vendor should indicate its typical turnaround time and identify factors that may impact the turnaround. The city understands that out-of-state or multi-state checks may require additional time (please refer to F below). a. For out-of-state searches requiring additional time beyond the standard turnaround timeframe, the vendor shall submit a written notification of the anticipated turnaround time. 5.0 Vendor Requirements: 1. Must be a company engaged in the business of providing criminal background checks for pre-employment, post-offer and contractor, volunteer, and/or intern screening services for a minimum of five (5) years. 2. Accreditation with the National Association for Professional Background Screeners (NAPBS) is highly preferred. 3. Company must have a Texas Department of Public Safety Certificate of Licensure as an Investigations Company in accordance with the Occupations Code Chapter 1702. Vendor must provide at least three (3) references for similarly successful projects from a variety of industries. For each reference, include the dates of service, name of the agency, contact name, telephone, and email address. 6.0 Deliverables: At a minimum, required checks for this RFP should include a State of Texas and Federal criminal history background check, to be inclusive of an address history check; a social security number (SSN) verification; and a motor vehicle report. City also requests that the vendor's response contain examples of the vendor’s reporting format. REQUIRED: 1. Post-Offer/Pre-Employment Background Checks: City of Denton Statement of Work 4 | P a g e a. State of Texas and Federal Criminal b. SSN Verification c. Complete Address History d. National Sex Offender Registry e. County Level Searches (Be specific, for example, does price include unlimited counties, up to three counties, up to five counties, etc.) f. Terrorist Database 2. Post-Offer/Pre-Employment Background Checks with Motor Vehicle: a. State of Texas and Federal Criminal b. Texas motor vehicle report, or from applicable/requested state (Will there be additional fees based on state requested?) c. SSN Verification d. Complete Address History e. National Sex Offender Registry f. County Level Searches (Be specific, for example, does price include unlimited counties, up to three counties, up to five counties, etc.) g. Terrorist Database 3. Non-City of Denton Individual Background Checks: a. State of Texas and Federal Criminal b. SSN Verification c. Complete Address History d. National Sex Offender Registry e. County Level Searches (Be specific, for example, does price include unlimited counties, up to three counties, up to five counties, etc.) f. Terrorist Database 4. Employment verification 5. Educational background verification 6. License and certification verification 7. Professional references OPTIONAL: 1. Other pre-employment/post-offer services (a la carte). Provide a listing of each individual background check, credit reports, validations, verifications, and other services (not including drug testing) your company provides and the associated cost/fee. Services must be readily available through web-based access. 8.0 Price Structure: The City is interested in understanding a complete listing and pricing of pre-employment, post-offer, and non-City of Denton individual check services your firm provides. When responding to this RFP, please refer to 6.0 Deliverables. This will ensure that the City and vendor are in agreement on the services provided. City of Denton Statement of Work 5 | P a g e 9.0 Evaluation Criteria Delivery/Project Schedule (FACTOR:10 %) Ability to timely start and complete project. This includes the schedule to complete project and may include ability to meet required milestones of completion. For supplies, the estimated delivery after receipt of order. Compliance with specifications, quality, reliability, characteristics to meet stated or implied needs (FACTOR: 25%) Compliance with the stated specification(s) coupled with the quality and reliability of the goods and services such as fitness for use that meets or exceeds Owner's expectations and the characteristics of the product or service that bear on its ability to meet the stated/implied needs. Indicators of Probable Performance under contract (FACTOR: 40%) Indicators of probable performance under the contract to include: past vendor performance, financial resources and ability to perform, experience or demonstrated capability and responsibility, references, and the vendor's ability to provide reliable maintenance agreements and support. Price, Total Cost of Ownership (FACTOR: 25%) The price of items, to include total cost of ownership, such as installation costs, life cycle costs, and warranty provisions.