6303 - Employment/Volunteer Criminal Background Check Services, 3.Statement of Work/ Specifications
The scope of work shall be finalized upon the selection of the Firm. The respondent’s submission shall have accurately described your understanding of the objectives and scope of the
requested products and services and provided an outline of your process to implement the requirements of the Scope of Work and Services. It is anticipated that the scope of work will
include, at a minimum, the following:
Introduction
This specification describes the requirements for pre-employment and post-offer checks, as well as volunteer checks, to be purchased by the City of Denton (City). The City is seeking
a solution to evaluate job candidates and volunteers prior to appointment for a variety of pre-employment and post-offer checks, with a special interest in criminal history records
that may disqualify them from employment or volunteering. Services must be readily available through web-based access.
Background Information:
The City conducts approximately 8,400 pre-employment and post-offer checks each year. This does not equate to the number of new hires because multiple checks are required for full, part-time,
and seasonal employees before confirming the selection of the new employee. In addition, the City welcomes the services of approximately 1,300 volunteers to serve in the Parks, Library,
other departments, and at city-wide special events.
Vendor Requirements:
Provide non-legal guidance and interpretation regarding background checks to the designated City Human Resources (H.R.) representatives. Conform to Fair Credit Reporting Act (F.C.R.A.)
while performing under this contract. Work with City H.R. representatives to design and coordinate report formats.
Provide a single, secure website using encryption and authentication standards to protect the confidentiality of web transactions. The website should incorporate a mechanism for detecting
any alterations in transit, so that eavesdropping on or tampering with web traffic is impossible. This is essential for the safe transmission of confidential personal information. The
website should be user friendly and efficient in the ordering of criminal background checks and receiving detailed reports by designated City H.R. representatives.
Maintain the website throughout the term of this contract and ensure that the website is available during normal Human Resources business hours. These hours are: 7:00 a.m. through 5:00
p.m. Central Standard Time, Monday through Friday.
Provide an interface that will allow designated City H.R. representatives to create between three (3) to four (4) user IDs for additional City H.R. representatives to access this system.
The system should generate a unique password for each user ID and then require that the new user modify this password the first time they use this system. The interface should include
an auditing function that allows the City to identify the individual responsible for creating a user ID in the system.
Provide a turnaround time for pre-employment/post-offer checks within 72 hours. If this is not a reasonable expectation from your experience, please indicate your typical turnaround
time and what impacts the turnaround. We understand it may take multiple days to conduct an out-of-state or multi-state check. (Please refer to “F” below).
A written request for additional time (outside of what is outlined in “E”) to complete the service for out-of-state or international searches, which includes a justification, shall be
submitted by the vendor to the designated City representative requesting the service. The designated City H.R. representative will approve the request in writing before services are
performed.
Rates, Fees and Expenses:
The City is interested in understanding a complete listing and pricing of pre-employment, post-offer, and volunteer check services your firm provides. When responding to this RFP, please
refer to the definitions section in section V. This will ensure that the City and vendor are in agreement on the services provided.
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. Pricing should be grouped into the options below:
REQUIRED
State of Texas and Federal Criminal – this is the predominant category of search used by the City.
SSN Verification
Complete address history
Criminal history
National sex offender registry
County level searches (Be specific, for example, does price include unlimited counties, up to 3 counties, up to six counties, etc.?)
Terrorist database
Motor Vehicle – used to verify current and prospective employee’s eligibility to drive City vehicles.