Exhibit 1 - Agenda Information SheetCity of Denton
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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.