Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: July 25, 2023
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 National Screening Bureau, LLC dba NATSB LLC,
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 8221 – awarded to National
Screening Bureau, LLC dba NATSB LLC, for three (3) years, with the option for two (2) additional one (1)
year extensions, in the total (5) year not-to-exceed amount of $695,750.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Pursue Organizational Excellence and Collaborative and Respectful
Leadership.
INFORMATION/BACKGROUND
Staff conducts approximately 1,500 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; therefore, this
screening total does not equate to the number of annual new hires. In addition, the City welcomes the
services of approximately 1,300 volunteers to serve in the Parks, Library, and 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 City entered into a three-year, $75,000 contract in 2021; however, due to the influx of background
checks conducted and procedural changes that relate to volunteer background checks, we have surpassed
the original contract spend leading to an amendment in the contract amount of $18,750 for a total contract
spend of $93,750. As such, the City solicited proposals through a competitive RFP process to determine the
appropriate vendor for this contract term.
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.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Proposed Contract Total for Five Years
Year 1 Year 2 Year 3 Year 4
(Optional 1-
Year Term)
Year 5
(Optional 1-
Year Term)
Total
Pre-Employment, Post-Offer,
and Volunteer Background
Check Services
123,000 123,000 123,000 123,000 123,000 615,000
Employment and Educational
Checks
10,000 10,000 10,000 10,000 10,000 50,000
Contingency 6,150 6,150 6,150 6,150 6,150 30,750
Total $139,150 $139,150 $139,150 $139,150 $139,150 $695,750
Request for Proposals was sent to 441 prospective suppliers, including 44 Denton firms, for this item. In
addition, specifications were placed on the Procurement website for prospective suppliers to download and
advertised in the local newspaper. Four (4) proposals were received and evaluated based on published
criteria including delivery, compliance with specifications, probable performance, and price. Best and Final
Offers (BAFO) were requested from all responding firms. Based upon this evaluation, National Screening
Bureau, LLC dba NATSB LLC 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: 441
Number of Suppliers that viewed Solicitation in IonWave: 20
HUB-Historically Underutilized Business Invitations sent out: 44
SBE-Small Business Enterprise Invitations sent out: 187
Responses from Solicitation: 4
RECOMMENDATION
Award a contract with National Screening Bureau, LLC dba NATSB LLC, for pre-employment and post-
offer background checks for the Human Resources Department, in a three (3) year, with the option for two
(2) additional one (1) year extensions, in the total (5) year not-to-exceed amount of $695,750.
PRINCIPAL PLACE OF BUSINESS
National Screening Bureau, LLC dba NATSB LLC
Wichita, KS
ESTIMATED SCHEDULE OF PROJECT
This is an initial three (3) 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 account 150001.7818. Requisitions will be
entered on an as-needed basis. The City will only pay for services rendered and is not obligated to pay the
full contract amount unless needed.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Evaluation Sheet
Exhibit 3: LLC Members
Exhibit 4: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Crystal Babcock, 940-349-8340.
Legal point of contact: Marcella Lunn at 940-349-8333.