6303 Castlebranch contract Background Check Services-executed
Docusign City Manager Approval Transmittal Coversheet
File Name
Purchasing Contact
Contract Value
Piggy Back Option
Contract Expiration
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Yes
3 Years from CM approval
Background Check Services
RFP 6303
$75,000
Karen E. Smith
Contract # 6303
CONTRACT BY AND BETWEEN
CITY OF DENTON, TEXAS AND CASTLE BRANCH, INC.
(CONTRACT 6303)
THIS CONTRACT is made and entered into this date ______________________, by
and between Castle Branch, Inc., a corporation, whose address is 1844 Sir Tyler Drive,
Wilmington, NC 28405, hereinafter referred to as "Contractor," and the CITY OF DENTON,
TEXAS, a home rule municipal corporation, hereinafter referred to as "City," to be effective upon
approval of the Denton City Council and subsequent execution of this Contract by the Denton City
Manager or his duly authorized designee.
For and in consideration of the covenants and agreements contained herein, and for the
mutual benefits to be obtained hereby, the parties agree as follows:
SCOPE OF SERVICES
Supplier shall provide products and/or services in accordance with the City’s document
RFP 6303-Supply of Employment/Volunteer Criminal Background Check Services, a copy of
which is on file at the office of Purchasing Agent and incorporated herein for all purposes. The
Contract consists of this written agreement and the following items which are attached hereto and
incorporated herein by reference:
(a) Special Terms and Conditions (Exhibit “A”);
(b) Request for Proposal # 6303 (Exhibit “B” on File at the Office of the Purchasing
Agent);
(c) City of Denton Standard Terms and Conditions (Exhibit “C”);
(d) Insurance Requirements (Exhibit “D”);
(e) Contractor’s Proposal (Exhibit "E");
(f) Contractor’s FCRA Certifications Addendum – Employment Purpose “Addendum
to Service Agreement” (Exhibit "F");
These documents make up the Contract documents and what is called for by one shall be
as binding as if called for by all. In the event of an inconsistency or conflict in any of the provisions
of the Contract documents, the inconsistency or conflict shall be resolved by giving precedence
first to the written agreement then to the contract documents in the order in which they are listed
above. These documents shall be referred to collectively as “Contract Documents.”
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4/10/2017
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N/A
Castle Branch, Inc.
Lauren Henderson
CFL
4/10/2017
910-815-3880 ext. 7139
lareyno@castlebranch.com
4/10/2017
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seq et seq
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WORKERS’ COMPENSATION REQUIREMENTS
Upon contract execution, all insurance requirements shall become contractual obligations, which
the successful contractor shall have a duty to maintain throughout the course of this contract.
Without limiting any of the other obligations or liabilities of the Contractor, the Contractor
shall provide and maintain until the contracted work has been completed and accepted by
the City of Denton, Owner, the minimum insurance coverage as indicated hereinafter.
Contractor shall file with the Purchasing Department satisfactory certificates of insurance
including any applicable addendum or endorsements, containing the contract number and
title of the project. Contractor may, upon written request to the Purchasing Department,
ask for clarification of any insurance requirements at any time; however, Contractor shall
not commence any work or deliver any material until he or she receives notification that
the contract has been accepted, approved, and signed by the City of Denton.
All insurance policies proposed or obtained in satisfaction of these requirements shall
comply with the following general specifications, and shall be maintained in compliance
with these general specifications throughout the duration of the Contract, or longer, if so
noted:
Cancellation: City requires 30 day written notice should any of the policies
described on the certificate be cancelled or materially changed before the
expiration date.
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1844 Sir Tyler Drive, Wilmington, NC 28405 · phone: 888.723.4263 · fax: 910.772.1528
PREPARED BY:
Carrie Gyles
Account Executive
888.723.4263 ext. 7246
Fax: 910.772.1528
CdGyles@CastleBranch.com
The City of Denton
Employment/Volunteer Criminal
Background Checks
February 16, 2017
ORIGINAL
RFP #6303
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
RFP 6303 Pricing Sheet for Background Checks
Respondent's Business Name
Principal Place of Business (City and State)
Services Proposal Pricing (includes all costs to the City):
ITEM
Estimated
Annual
Quantity
UOM Type of Service Requested Completion
schedule
Cost of
Service
1 800 EA
State of Texas and Federal criminal history background check to include: SSN
Verification, compete address history, criminal history, national sex offender
registry, county level searches (be specific on number of counties included),
and the terrorist database..72 hours 26.55$
2 500 EA Motor Vehicle including Texas motor vehicle report and/or other requested
states.72 hours 1.70$
Optional Items Below:
3 25 EA Employment verification 1-5 Days 4.80$
4 12 EA Educational background verification 1-5 Days 4.80$
5 12 EA
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
their cost.72 hours
See "a la carte
pricing" sheet
for details.
***Additional pass through fees may apply for motor vehicle, education
verification and employment verfication searches. These fees will be passed
on at cost and at no additional mark-up.***
CastleBranch
Wilmington, NC
Contract 6303 - Exhibit E
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Price
$5.60
$4.80
$4.80
$4.00
$4.80
$5.40
Professional License Verification*
Nationwide Healthcare Fraud & Abuse
*Verification outsourcing fees: Outsourcing employment and education information has
become commonplace among larger organizations and universities. Some entities utilize
third parties to house verification information, and pass-through fees, ranging between
$3.00 and $15.00, may apply.
**Credit reports: There is a one-time account setup fee of $75.00 for credit reports. The
Fair Credit Reporting Act mandates a physical inspection of the property in order to verify a
legitimate business establishment. Total account setup time averages 1-2 weeks. This fee
may be waived for organizations that meet the criteria as detailed in the FCRA.
A La Carte Pricing Sheet
Item:
CDL (Only current state of licensure)
Education Verification*
Employment Verification*
Credit Report**
Contract 6303 - Exhibit E
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Contract 6303 - Exhibit E
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Karen E. Smith, A.P.P.
Assistant Purchasing Manager
City of Denton
Castle Branch
The Power to Make Informed Decisions.
1844 Sir Tyler Drive
Wilmington, NC 28405
February 15, 2017
901-B Texas Street
Denton, TX 76209
Dear Karen Smith:
Castle Branch Inc. is pleased to respond to your recent request for proposal #6303. We would like to offer the City of
Denton (the City) our considerable expertise in the field of employment and volunteer criminal background checks,
ensuring the City is equipped to make safe, reliable and well-informed employment decisions. We appreciate the
opportunity to conduct business with you and look forward to establishing a rewarding partnership.
Founded in 1997, CastleBranch is ranked among the top 10 employment screening companies in the country
and is partnered with over 27,000 client accounts nationwide. In 2016, our organization processed over 3.5
million background check records and maintained a 99.97 percent accuracy rate. CastleBranch can comfortably
accommodate your request for approximately 800 or more per year. We deliver completed background
screening reports, on average, within 48 hours. With fast turnaround times and accurate results, the City will
have the most reliable data available to make hiring decisions in a timely manner.
CastleBranch is an accredited member of the National Association of Professional Background Screeners (NA PBS),
a coveted credential achieved by less than 10 percent of all background screening companies in the country.
NAPBS exists to promote ethical business practices, compliance with the Fair Credit Reporting Act (FCRA) and
awareness of issues related to consumer protection and privacy rights within the background screening industry.
Our accreditation recognizes CastleBranch's commitment to maintaining the highest professional standards.
CastleBranch is staffed with an expertly-trained and experienced client service team, dedicated to ensuring a
smooth on-boarding process and providing continued assistance and support. Our hands-on approach to dedicated
account management fosters a collaborative, responsive relationship between CastleBranch and our clients and
ensures the City's needs will always be met. CastleBranch does not outsource or offshore our service or data, and
our single location, Software as a Service business model makes it easy for us to effectively communicate with our
clients.
CastleBranch is committed to bringing the City of Denton the facts, to exceeding your expectations and to providing
long-term solutions for your employment and volunteer criminal background check needs.
Thank you for your consideration. Please do not hesitate to contact me for further clarification or information.
Carrie Gyles
Account Executive
888.723.4263 ext. 7246
CdGyles@CastleBranch.com
City of Denton -RFP #6303 i
Contract 6303 - Exhibit E
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2City of Denton - RFP #6303
City of Denton
RFP for Supply of Employment/Volunteer Criminal Background Check Services
RFP 6303 - Main Document Page 12 of 43
ATTACHMENT A-BUSINESS OVERVIEW QUESTIONNAIRE AND FORMS
1. Contract Information (for formal contracting purposes):
The following information will be used to write a contract, should your firm be selected for award.
• Firm’s Legal Name: Castle Branch, Inc.
• Address: 1844 Sir Tyler Drive, Wilmington, North Carolina 28405
• Agent Authorized to sign contract (Name): Lauren Henderson
• Agent’s email address: rfp@castlebranch.com
2. Subsidiary of: N/A
3. Organization Class (circle):
Partnership Corporation Individual Association
4. Tax Payer ID#: 56-2169613
5. Date Established: 1997
6. Historically Underutilized Business: Yes or No
7. Does your company have an established physical presence in the State of Texas, or the City of Denton? Yes or No, in which?
CastleBranch Response:
No, CastleBranch does not have an established physical presence in the State of Texas or the
City of Denton
8. Please provide a detailed listing of all products and/or services that your company provides.
CastleBranch Response: Social Security Number Alert
A Social Security number alert reveals if a Social Security number is valid and uniquely
associated with an applicant. The trace will also report if multiple names are associated with
a particular Social Security number. This search is conducted by analyzing a database that
compiles information from various sources such as voting records, mailing lists, credit history, address information, magazine subscriptions and property records.
Contract 6303 - Exhibit E
XXXXXXXXX
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RFP for Supply of Employment/Volunteer Criminal Background Check Services
RFP 6303 - Main Document Page 13 of 43
Residential History
A residential history compiles information from various sources to arrive at a list of names
and addresses associated with a specific Social Security number. These current and previous addresses establish a basis for an applicant's criminal history search.
County Criminal History
A county criminal history check reveals felony and misdemeanor convictions and charges as
well as any pending charges for a single county. According to FCRA regulations, the
standard scope for background checks is seven years. Older convictions provided by the county will be indicated on the background screening report. A county criminal history
check begins with a residency history trace. Once all counties of residence have been
identified, each of the courthouses within those counties are searched directly.
Statewide Criminal History A statewide criminal history check reveals felonies and misdemeanors for a seven-year
period from all counties within a particular state that submit data. Crimes committed outside
of the county of residence may go undetected when a statewide criminal record search is
omitted. Therefore, it's critical to investigate records outside the county of residence.
Nationwide Federal Criminal History Check
A federal criminal history check reveals federal crimes not found in a state criminal history
check or a county criminal history check. These records are obtained by searching federal
district courthouses. Results include federal conviction and pending case information, nationally or by state.
National Record Indicator (NRI)
The NRI product searches a proprietary database containing over 200 million records from
multiple jurisdictions. Sources include state court repositories, departments of correction,
county courts and other state level agencies, as well as sex and violent offender records from all 50 states. If there are any hits found in the NRI, individual counties are searched to
confirm records and ensure compliance with Section 613 of the FCRA. By confirming hits
against original county courthouse records, CastleBranch is able to provide the most
accurate and up-to-date information available. Civil Search
A civil search isolates applicants with a history of suing or being sued by their employers, a
commonplace and costly occurrence in many industries. As part of the employment
screening process, a civil record search reduces an employer's risk of costly lawsuits. In
addition, civil records uncover liens and cases involving violations of trade secrets and non-compete agreements. Civil records are available on the federal level or on the state level by
county.
Credit History A credit report summarizes the financial obligations of an applicant. CastleBranch retrieves credit reports electronically from TransUnion. These searches provide a detailed credit
history, including accounts, payment history, liabilities and public record information (e.g.,
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RFP 6303 - Main Document Page 14 of 43
bankruptcy, judgments, liens and collections). They also provide current and previous
addresses, employers and alias names as reported by financial institutions to the credit
bureau. Credit checks are vital when hiring any individuals who will or may have access to funds or sensitive financial information. Because previous employer information is included in this search, you may discover pieces of an applicant's employment history were
intentionally omitted.
CastleBranch offers industry-standard five, seven, nine, 10 and 12 panel urine drug tests, along with specialized panels, at more than 11,000 convenient locations to detect the use of
illegal drugs and commonly abused prescription drugs. CastleBranch also offers traditional
paper chain of custody forms or a paperless e-chain process. The e-chain process directs the
applicant via email to go to the nearest collection facility to submit his or her urine specimen. The specimen is then shipped to a Substance Abuse and Mental Health Services Administration (SAMHSA) certified laboratory for analysis. Both negative and confirmed
positive results are transmitted from the laboratory to the medical review officer
immediately upon completion of laboratory analysis and certified scientist review. Negative
results are typically returned within 24 hours, and all results will be made available for
viewing in the Administrator Portal (AP).
Department of Transportation verifications include alcohol and drug test results and
employment verifications dating back three years.
CastleBranch's internal verifications specialists contact the employers an applicant has listed
on his or her application. Typically, the information provided by employers includes dates of
employment, job title, salary, rehire eligibility and, where legally permissible, reason for
termination. In some cases, employers rely on third-party vendors to confirm employment. Up to 10 attempts are made to verify a candidate's employment information. If no response
is received, the item is closed and marked “unable to verify.” However, most employment
information is verified within one-to-five days.
CastleBranch's internal verifications specialists call the schools listed by an applicant and
confirm the accuracy of an applicant's reported education and credentials, including schools
attended, dates of attendance, department of study, degree status and diplomas. If the school
does not use a third-party vendor, a signed release will be faxed directly to the school. If a
third-party vendor is used, the applicant's information can be validated via a database search. For GED verifications, information is validated through the Department of Education for the
specific state. Up to 10 attempts are made to verify a candidate's education information. If
no response is received, the item is closed and marked “unable to verify.” However, most
academic information is verified within one-to-five days.
Contract 6303 - Exhibit E
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City of Denton - RFP #6303
City of Denton
RFP for Supply of Employment/Volunteer Criminal Background Check Services
RFP 6303 - Main Document Page 15 of 43
Professional Licensure Verifications
CastleBranch's internal verification specialists search state-maintained databases or contact
the appropriate entities directly to determine if an individual's professional license or certificate is legitimate and current.
Professional Reference Verifications
CastleBranch's internal verification specialists contact the listed references, asking a series
of stock or client-defined questions. Responses become part of the applicant's completed
background screening report. Up to 10 attempts are made to reach the reference. If no contact is made, the record is marked “unable to verify.” However, the typical turnaround
for this verification is less than five business days.
International Criminal History International searches contain offenses comparable to felonies and misdemeanors in the United States. To initiate a search, the applicant must provide his or her full name, date of
birth and residential history. Some countries have additional requirements such as mother's
maiden name, father's name, place of birth and national identification number when
available. Our international vendor sends the request to the jurisdictional agency in the
foreign country for processing. Data is pulled from various courthouse databases and records.
Nationwide Sexual Offender Index
A nationwide sexual offender search reveals if an individual has been convicted of a sexual offense anywhere within the United States. This search is also included in the National Record Indicator search. The search utilizes the Dru Sjodin National Sex Offender Public
Registry (coordinated by the U.S. Department of Justice).
Motor Vehicle Record Check
A motor vehicle record check is obtained by searching state-maintained databases and can reveal patterns of irresponsible and reckless behavior. The typical scope for motor vehicle
records is three years. These records are important for employees who drive during business
hours and essential for employees who drive company vehicles or rent vehicles in the
company's name. U.S. Patriot Act Search
The U.S. Patriot Act Search is maintained by the Office of Foreign Asset Control and
provides information on individuals and entities who have been sanctioned by the United
States government, whose assets may be blocked and those with whom no U.S. person may
have dealings.
Child Abuse Report
Each state Department of Family and Protective Services (DFPS) operates a Central
Registry that identifies persons found to have abused or neglected children. Research Analysts conduct this search in each state in which an applicant has lived.
Contract 6303 - Exhibit E
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City of Denton - RFP #6303
City of Denton
RFP for Supply of Employment/Volunteer Criminal Background Check Services
RFP 6303 - Main Document Page 16 of 43
Nationwide Healthcare Fraud & Abuse Search
The nationwide healthcare fraud and abuse search draws upon information gathered by the
Office of Inspector General (OIG), the General Services Administration (GSA) and other federal agencies, including: Office of Research Integrity (ORI), Office of Regulatory Affairs (ORA) and FDA Debarment Check. The information meets the federal government's
guidelines for sanction screening as set forth in the OIG's Compliance Program Guidance.
Additionally, this search reveals disciplinary actions taken by federal agencies as well as
those taken by licensing and certification agencies in all 50 states.
OIG Sanction Report
The Office of Inspector General (OIG) maintains the list of Excluded Individuals/Entities
(LEIE), a database providing information to the public, health care providers, patients, and
others related to parties excluded from participation in the Medicare, Medicaid and all federal healthcare programs.
GSA Excluded Parties List Report
The General Services Administration (GSA) maintains the Excluded Parties List System
(EPLS), which catalogs individuals and entities that are excluded from Federal procurement
and non-procurement Programs (Lists). These parties are excluded throughout the U.S. Government (unless otherwise noted) from receiving federal contracts, or certain
subcontracts, and from certain types of federal financial and non-financial assistance and
benefits. GSA is required by the Federal Acquisition Regulation (FAR) to compile and
maintain a list of parties debarred, suspended, proposed for debarment, or declared ineligible by agencies or by the General Accounting Office.
Wants and Warrants
A wants and warrants search reveals detailed information from a multitude of sources,
including city, county, state, federal and international law enforcement databases. This
search includes active and historical data of warrants served, cleared by court appearances or withdrawn.
Probation & Parole
Parole and probation records provide information on applicants who have been incarcerated or received probation as a result of a criminal conviction. Parole and probation records are maintained on a statewide level. Generally this information comes from the State
Department of Corrections. This search will report crimes of a more serious nature.
Fingerprinting
CastleBranch offers electronic and rolled fingerprinting solutions. Rolled fingerprints can be captured at local law enforcement agencies and are used to search for records. Electronic
fingerprinting through Live Scan is available at more than 700 locations in 10 states* and
produces highly-accurate scan. On-site fingerprinting solutions may also be available on a
case-by-case basis. Fingerprinting records are pulled from the FBI and state agencies. *CA, FL, IL, IN, MD, MI, MO, OH, SC, TX
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
Military Verification
Commercial Driver License Information System
Consent Based Social Security Number Verification
Pre-Adverse/Adverse Action Letter Fulfillment
CastleBranch Response:
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
City of Denton
RFP for Supply of Employment/Volunteer Criminal Background Check Services
RFP 6303 - Main Document Page 18 of 43
These lawsuits will have no impact on Castle Branch, Inc.’s response to the RFP or ability to
perform the requested services.
10.Have you ever defaulted on or failed to complete a contract under your current company name or
any other company name? If so, where and why? Give name and telephone number of Owner.
CastleBranch has not defaulted on or failed to complete a contract under our current
company name or any other company name.
11.Have you ever had a contract terminated by the Owner? If so, where and why? Give name and telephone number (s) of Owner (s).
To our recollection, CastleBranch has not had a client terminate a contract for cause or
breach of contract.
12.Has your company implemented an Employee Health and Safety Program compliant with 29 CFR
1910 “General Industry Standards” and/or 29 CFR 1926 “General Construction Standards” as they apply to your Company’s customary activities? http://www.osha.gov/pls/oshaweb/owasrch.search_form?p_doc_type=STANDARDS&p_toc
_level=1&p_keyvalue=1926
Yes, CastleBranch is compliant with OSHA standards and has implemented an employee health and safety program.
13.Resident/Non-Resident Bidder Determination: Texas Government Code Section 2252.002: Non-resident bidders. Texas law prohibits cities and other governmental units from awarding contracts to a non-resident firm unless the amount of such
a bid is lower than the lowest bid by a Texas resident by the amount the Texas resident would be
required to underbid in the non-resident bidders’ state. In order to make this determination, please
provide the name, address and phone number of:
a.Responding firms principle place of business: Wilmington, North Carolina
b.Company’s majority owner principle place of business: Wilmington, North Carolina
c.Ultimate Parent Company’s principle place of business: Wilmington, North Carolina
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
City of Denton
RFP for Supply of Employment/Volunteer Criminal Background Check Services
RFP 6303 - Main Document Page 19 of 43
14.
Founded in 1997, CastleBranch is ranked among the top 10 employment screening
companies in the United States. Staffed with 335 highly trained and dedicated employees,
CastleBranch provides over 27,000 client accounts with timely, accurate results to assist with safe hiring practices.
In 2016, CastleBranch processed 3.5 million criminal record searches and maintained a
99.97 percent accuracy rate. We understand that time is of the essence when it comes to making smart hiring decisions, which is why CastleBranch's average turnaround time is under 48 hours.
We deliver flexible, easy-to-use and affordable products, services and solutions to clients
while upholding the standards and requirements defined by the Fair Credit Reporting Act
(FCRA), the National Association of Professional Background Screeners (NAPBS) and the Payment Card Industry Data Security Standards (PCIDSS).
CastleBranch delivers our products through our Administrator Portal (AP), a secure, online system on which background investigation orders are placed, monitored and reviewed. Accessible 24 hours a day, seven days a week, AP is highly flexible and will be tailored to
meet the unique needs of the City. AP is capable of creating custom reports, modifying
search qualifiers and providing multiple accounts for tracking and invoicing purposes.
Our user-friendly applications utilize state-of-the-art technology to ensure the City benefits from fast and accurate background investigation results. AP has no system design
implications and requires only a working Internet connection to access the interface. AP is
compatible with most web browsers, including Internet Explorer, Firefox, Google Chrome
and Safari. The City can submit orders using one of the following online options:
An eVite is an emailed invitation that instructs applicants how to place their own
background screening orders. The eVite directs the applicant to www.CastleBranch.com, where he or she will log into our order system. The applicant is prompted to provide all
relevant personal information to complete the order.
Authorized users at the City can request services by visiting www.CastleBranch.com, where they can place an order on the applicant’s behalf. Users will choose from a
customized list of options or select from an array of à la carte searches.
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
•
•
•
•
•
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
Quality Assurance
Accredited NAPBS Member
Provide details on how firm meets the minimum qualifications stated in this Main document
Section 3.
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
•Three (3) years’ experience providing similar products or services
CastleBranch Response:
•Accreditation with the National Association of Professional Background Screeners (NAPBS).
CastleBranch Response:
•Three (3) references from governmental entities for the products or services requested. The City prefers references from municipalities of similar size.
CastleBranch Response:
•Provide single secure website to review results using encryption and authentication
standards to protect the confidentiality of web transitions.
CastleBranch Response:
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
Contract 6303 - Exhibit EDocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
City of Denton
RFP for Supply of Employment/Volunteer Criminal Background Check Services
RFP 6303 - Main Document Page 24 of 44
ATTACHMENT A (continued) – WORK PLAN
16.Provide a detailed work plan for accomplishing the work and services to be provided to the City. The work plan must describe:
A.State firm’s methodology, including a detailed project plan and time frames from the award
date to implementation, including conversion, if required.
CastleBranch Response:
Upon being selected as your vendor of choice, CastleBranch will begin on-boarding procedures. CastleBranch will communicate project details, monitor project scope, inform stakeholders of their roles and responsibilities and address any project risks prior
to moving forward during the on-boarding and implementation processes. Our strategy is
designed to ensure a successful transition and that it is achieved, on average, between
five-to-ten business days.
The on-boarding process involves:
Process Analysis
Key factors that contribute to a successful implementation include understanding a client’s current system and process, which allows CastleBranch to determine which areas are available for improvement. For this reason, CastleBranch approaches each new
implementation by conducting a Process / Needs Analysis (PNA). During the PNA, the
on-boarding specialist will:
Schedule a kick-off meeting to define project objectives and identify challenges
Collect and distribute the appropriate documentation to formalize a service
agreement
Capture functional requirements for any required integration
Define points of contact
Define system users and permissions based on limited or full access
Provide tasks and timelines for remainder of the implementation process
Engagement
Within a mutually agreed upon time frame for on-boarding, our On-boarding team will
set an engagement rhythm to reach out to each stakeholder for preparation meetings,
webinars, training, analysis of first order, setup and invoices as well as a data-driven
check-ins at 30, 60 and 90 days.
Client Training
CastleBranch’s On-boarding Specialists and a Contract Managers will schedule and
conduct staff training. This is a value-added service provided to our top-tier clients at no additional charge. Our team will conduct as many training sessions as needed to ensure
your staff fully understands how to navigate and use our system.
The On-boarding Specialists and Contract Managers offer multiple training resources to
new clients during and following the implementation period. Webinars are available for
Contract 6303 - Exhibit E
XXXXXXXX
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
Go-Live
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
Manages all of the City’s information in one central location. It includes:
The CRM shares complete customer information in a workgroup environment.
Dispute Handling
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
City of Denton
RFP for Supply of Employment/Volunteer Criminal Background Check Services
RFP 6303 - Main Document Page 32 of 44
Although actual errors in our background checks are rare, they do occasionally occur.
CastleBranch strictly adheres to all FCRA requirements pertaining to an individual's
dispute regarding an alleged inaccuracy or incompleteness in a consumer report, the investigation of any disputed information, the correction of any error, and notification of dispute initiation and resolution to the individual and our client. In addition to complying
with FCRA requirements, CastleBranch engages in other best practices to ensure the
dispute process is easy to initiate, efficient and expedient for consumers and our clients.
The dispute process, handled free of charge, is described below:
A consumer or reseller contacts CastleBranch to initiate a dispute
Once initiated, any additional communication takes place only at the applicant
level
A customer consultant notifies the client that an applicant has initiated a dispute
During this time, a client cannot make a hiring decision as the investigation is in
progress
A compliance expert will review the dispute information and the final report to determine if it is a legitimate dispute
A compliance expert will then take the following steps to resolve the dispute
including, but not limited to: o Contact the original researcher to verify the information provided in the order
o Contact the court clerk to confirm case identifiers
o Order case files and fingerprint cards when necessary
o Confirm case files are up-to-date and that identification is confirmed based on date of birth, social security and residential history made available during the order process
Details of the dispute are captured in the internal customer relationship
management (CRM) application
Results from the dispute are presented o If the dispute is valid based on inaccuracies from a vendor or courthouse,
the records are updated; the client is notified that the dispute is resolved
While CastleBranch is permitted 30 days under the FCRA to respond to consumer disputes, we resolves most within an average of 6.7 days.
The City will be responsible for entering applicant orders and their personal information
into CastleBranch’s ordering system. The City can opt to have authorized City users
enter this information, or request the applicants enter their own information using our eVite ordering option.
The City will also be responsible for initiating and/or following pre-adverse/adverse action letter procedures if you choose not to hire an applicant based on his or her background check results.
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
CastleBranch Response:
Workflow
Step 1: Order Review
Step 2: Verify Applicant Data
Step 3: Research for Criminal Hits
Step 4: Quality Assurance
Step 5: Report Results
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
Ensuring Legal Compliance In-house Counsel
Compliance Expert
Quality Assurance
Staying Up-to-date
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
City of Denton
RFP for Supply of Employment/Volunteer Criminal Background Check Services
RFP 6303 - Main Document Page 38 of 44
with ISO 27001, ISO 9001, PCI, SOC, DOD CSM, FedRAMP, EU Data Protection and
Data Privacy.
In addition to the security measures taken by AWS, CastleBranch's fully web-based
systems are protected by cutting edge security software. As a member of
AmbironTrustWave's TrustKeeper Remote Compliance Program, CastleBranch's
systems are scanned monthly for any security vulnerabilities. Any reported security
issues are immediately remedied by IT department staff and all systems are re-scanned. CastleBranch also has firewall protected web servers on a perimeter network (DMZ). All
information coming into, sent out of or stored on CastleBranch systems is encrypted
using TLS 1.2 (Transportation Layer Security), a secure form of http communication.
CastleBranch uses Thawte SSL Certificates that offer industry-leading 256-bit encryption for supported browsers. Industry standard firewalls are in place to further ensure unauthorized users cannot access protected information.
All users of systems follow ISO 27001 Authentication Standards. Access to systems
follows the principal of least privilege. To prevent unauthorized use, unique usernames
and alphanumeric passwords are required to access all internal and client-facing systems. A security symbol (a padlock or key) displays in the browser window indicating the
information is secure. Session sign out for inactivity and account lock out features are
also enforced to ensure authorized user access. Role-based access is enforced to ensure
permissible purpose and protect confidential information. Personal credit data is not stored on our web server.
Exterior doors at CastleBranch are equipped with card-scanning, numerical and keyed
locks, barring access to the building by anyone without proper authorization. An alarm system provides an additional layer of security. Only select members of upper
management possess the alarm system's deactivation code. Access to CastleBranch work
areas within the building are restricted by doors equipped with locks requiring either
multi-digit numerical codes or electronically-scanned security cards. Numerical codes are changed at least monthly and as needed. Furthermore, security cameras linked to a CCTV system are positioned at all exterior entrances and in sensitive internal areas (e.g.,
the network server rooms).
All CastleBranch employees undergo extensive background checks at the time of hire, receive training in Fair Credit Reporting Act (FCRA), federal and state regulations and
sign a legally binding agreement stating they will use research tools only in compliance
with all applicable laws. To further ensure security, only those individuals whose job
duties require access to personally identifiable information (PII) can view this data. Access to networks containing PII is username/password protected, and all employee network activities are monitored and logged.
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
City of Denton
RFP for Supply of Employment/Volunteer Criminal Background Check Services
RFP 6303 -Main Document Page 39 of 44
Additionally, CastleBranch employs an IT staff well versed in information and
infrastructure security. Staff certifications include ISC2 – CISSP, CCSA, CCNA,
CCDA, MCSE, and ITIL v3 Foundations.
CastleBranch follows all applicable federal and state laws governing the privacy of
information. In an effort to help minimize risk, personally identifiable information (PII)
is removed from reports whenever possible.
CastleBranch takes the protection of data collected during the background screening
process extremely seriously and takes every reasonable effort to protect the data.
CastleBranch abides by the requirements set forth by the FCRA and NAPBS.
Specifically, we take the following steps to ensure the confidentiality of PII:
All of our employees complete in-depth training programs on federal guidelinesregarding PII and how to handle PII while completing their work functions
Access to areas of our systems containing PII is granted on an as-needed basis
and is monitored for compliance
Employees are prohibited from discussing, sharing and disseminating any PIIoutside performance of normal business functions
Upon termination of employment, login credentials are immediately revoked,
preventing external, unauthorized access
PII is only saved on encrypted, safe locations on an internal server
Hard copy paperwork containing PII must be contained in locked storage boxes
within our secure headquarters or placed in one of several locked “Shred-it”boxes
PII is removed from reports whenever possible
CastleBranch is an accredited member of the National Association of Professional Background Screeners (NAPBS), a coveted credential achieved by less than 10 percent
of all background screening companies in the country. CastleBranch is one of only 81
organizations to maintain this accreditation. NAPBS exists to promote ethical business
practices, compliance with the Fair Credit Reporting Act (FCRA) and awareness of issues related to consumer protection and privacy rights within the background screening industry. This accreditation recognizes CastleBranch's commitment to maintaining the
highest professional standards.
H.Provide a sample detailed monthly billing report of invoices in an Excel spreadsheet which
includes, but is not limited to:
• List full name of new hire/volunteer and type of checks performed.
• Name of each county with any additional costs, if applicable.
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton - RFP #6303
E
Contract 6303 - Exhibit E
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton RFP for Supply ofEmploymentNolunteer Criminal Background Check Services
ATTACHMENT B-SUBMISSION EXCEPTIONS/CLARIFICATIONS
Any exceptions or clarifications taken to this solicitation (including terms and conditions in Exhibit 2, the General Provisions and Terms and Conditions) must be itemized on the lines below. Additional pages may be added as needed. If there are no exceptions or clarifications, please sign where indicated at the bottom of the page.
Item # Description
The above exceptions and clarifications (and any additional pages identified) are the ONLY exceptions/clarifications to the specifications, General Provisions and Terms and Conditions in Exhibit 2, and sample contract to this solicitation. I understand that the City may not accept additional exceptions produced after final submission of this proposal.
\� __ Castle Branch, Inc. __ Company
02/15/2017
Date
No Exceptions are taken to this solicitation or the General Provisions and Terms and Conditions in Exhibit 2.
Signature Company Date
City of Denton -RFP #6303 31
Contract 6303 - Exhibit E
XXXXXXXXX
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton RFP for Supply of Employment/Volunteer Criminal Background Check Services
ATTACHMENT E-CONFLICT OF INTEREST QUESTIONNAIRE
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For vendo,· or other person doing business with local eovernmental entity
This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.
This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section 176.001 (l-a) with a local governmental entity and the vendor meets requirements under Section l 76.006(a).
By law this questionnaire must be filed with the records administrator of the local government entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section l 76.006(a-I), Local Government Code.
A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor.
w Name of vendor who has a business relationship with local governmental entity.
D Check this box if yon arc filing an update to a previously filed questionnaire.
(The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which vou became aware that the originally filed questionnaire was incomplete or inaccurate.) W Name of local government officer about whom the information in this section is being disclosed.
Name of Officer
This section, (item 3 including subparts A, B, C & D), must be completed for each officer with whom the vendor has an employment or other business relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary.
A. ls the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the vendor?
D Yes DNo
B.ls the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity?
D Yes 0No
C.Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as anofficer or director, or holds an ownership of one percent or more?
D Yes DNo
D. Describe each employment or business and family relationship with the local government officer named in this section.
[Kl I have no Conflict of Interest to disclose.
02/15/2017 Signature of vendor dJ0g btlpiness with the governmental entity Date
City of Denton -RFP #6303 33
Contract 6303 - Exhibit E
XXXXXXXX
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
City of Denton RFP for Supply ofEmploymentNolunteer Criminal Background Check Services
ATTACHMENT F-ACKNOWLEDGEMENT
The undersigned agrees this submission becomes the property of the City of Denton after the official opening. The undersigned affirms he has familiarized himself with the specification, drawings, exhibits and other documents; the local conditions under which the work is to be performed; satisfied himself of the conditions of delivery, handling and storage of materials and equipment; and all other matters that will be required for the work before submitting a response. The undersigned agrees, if this submission is accepted, to furnish any and all items/services upon which prices are offered, at the price(s) and upon the terms and conditions contained in the specification. The period for acceptance of this submission will be 120 calendar days unless a different period is noted. The undersigned affirms that they are duly authorized to execute this contract, that this submission has not been prepared in collusion with any other respondent, nor any employee of the City of Denton, and that the contents of this submission have not been communicated to any other respondent or to any employee of the City of Denton prior to the acceptance of this submission. Respondent hereby assigns to the City any and all claims for overcharges associated with this contract which arise under the antitrust laws of the United States, 15 USCA Section 1 et seq., and which arise under the antitrust laws of the State of Texas, Tex. Bus. & Com. Code, Section 15.01, et seq. The undersigned affoms that they have read and do understand the specifications, all exhibits and attachments contained in this solicitation package. The undersigned agrees that the solicitation package posted on the website arc the official specifications and shall not alter the electronic copy of the specifications and/or pricing sheet (Exhibit 1), without clearly identifying changes. The undersigned understands they will be responsible for monitoring the City of Denton Purchasing Website at: http://www.cilyofdenton.com/index.aspx?page=397 to ensure they have downloaded and signed all addendum(s) required for submission with their response. I certify that I have made no willful misrepresentations in this submission, nor have I withheld information in my statements and answers to questions. I am aware that the information given by me in this submission will be investigated, with my full permission, and that any misrepresentations or omissions may cause my submission to be rejected. Acknowledge receipt of following addenda to the solicitation: Addendum No 1 Dated 02/07/2017 Addendum No 2 Dated _________ _ Addendum No 3 Dated _________ _
NAME AND ADDRESS OF COMPANY:
Castle Branch, Inc.
1844 Sir Tyler Drive
Wilmington, NC 28405
Tel. No. (888) 723-4263
Email. rfp@castlebranch.com
City of Denton -RFP #6303
Received 02/07/2017 Received _______ _ Received _______ _
AUTHORIZED REPRESENTATIVE:
Signature \� Date 02/15/2017
Name Lauren Henderson
Title Chief Financial Officer
Fax No. (910) 772-1528
34
Contract 6303 - Exhibit E
XXXXXXXX
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
Exhibit F
Contract 6303
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
Exhibit F
Contract 6303
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
Exhibit F
Contract 6303
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
Revised 6/11
Request for City Manager Approval of Purchase
DATE: 04/11/2017 Questions concerning this
acquisition may be directed to
DEPARTMENT: Human Resources John Whitmore (940) 349-7747.
ACM: Bryan Langley
SUBJECT
Approve the purchase of criminal background check services from Castle Branch, Inc., in the 3
year, not-to-exceed amount of $75,000 (RFP 6303)
BID/FILE INFORMATION
Post offer criminal background checks are one of several checks listed in Human Resource
Employment Process Policy 102.01. The scope of services includes Social Security Number
verification, complete address history, criminal history for state and federal crimes, National Sex
Offender Registry, county level criminal search, terrorist database, and state motor vehicle
report. Criminal background checks, except for motor vehicle reports, are also performed on
volunteers serving for other than one day events.
Requests for Proposals were sent to over 20 background check providers. In addition,
specifications were placed on the Materials Management website for prospective suppliers to
download and advertised in the local newspaper. Three (3) proposals meeting full specifications
were received from suppliers meeting State of Texas legal requirements. The qualified proposals
were evaluated based upon published criteria including price. Castle Branch, Inc. was ranked the
highest and determined to be the best value for the City of Denton.
PRIOR ACTION/VIEW (COUNCIL, BOARDS, COMMISSIONS)
None
RECOMMENDATION
Human Resources recommends award contract to Castle Branch, Inc. for the annual estimated
amount up to $25,000 for a three (3) year not-to-exceed amount of $75,000.
BASIS FOR SELECTION
Respondent selected is the best value that met all specifications and legal compliance outlined in
the RFP.
PRINCIPAL PLACE OF BUSINESS
Castle Branch, Inc.
Wilmington, NC
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
Karen E. Smith
Interim Purchasing Manager
4/10/2017
Attachment 1
RFP 6303 Evaluation Sheet for Background Checks
Services Proposal Pricing (includes all costs to the City):
ITEM
Est.
Annual
Qty
UOM Type of Service Requested Proposed hours if
can not meet
required
schedule:Cost of Service
Total Estimated
Cost
Proposed hours if
can not meet
required
schedule:
Cost of
Service
Total
Estimated
Cost
Proposed hours if
can not meet
required
schedule:
Cost of
Service
Total Estimated
Cost
1 800 EA
State of Texas and Federal criminal history background check to include: SSN Verification, compete
address history, criminal history, national sex offender registry, county level searches (be specific on
number of counties included), and the terrorist database..26.55$ $21,240.00 72 hours $27.75 $22,200.00 38.50$ $30,800.00
2 500 EA Motor Vehicle including Texas motor vehicle report and/or other requested states.1.70$ $850.00 Instant $3.00 $1,500.00 4.00$ $2,000.00
1 EA Implementation
Optional Items Below:
3 25 EA Employment verification 1-5 Days 4.80$ $120.00 72 hours $9.50 $237.50 9.00$ $225.00
4 12 EA Educational background verification 1-5 Days 4.80$ $57.60 72 hours $9.50 $114.00 7.00$ $84.00
5 12 EA
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 their cost.
See "a la carte
pricing" sheet
for details. see Exhibit 8 see Exhibit 8
Total Estimated Annual Cost $22,267.60 $24,051.50 $33,109.00
NAPBS Accredited Y Y Y
TXDPS Investigation Company Licensed Y Y Y
10 Delivery 10.0 10.0 10.0
20 Compliance with Specifications 20.0 20.0 20.0
10 Probable Performance 10.0 10.0 10.0
60 Pricing, Total Cost of Ownership 60.0 55.5 40.4
100 Total Evaluated Score 100.0 95.5 80.4
Wilmington, NC Chapin, South Carolina Houston, TX
CastleBranch
General Information
Services PreCheck, Inc.
DocuSign Envelope ID: 216844D7-D2F0-418E-B14F-8E2ECF7FBFD4
Certificate Of Completion
Envelope Id: 216844D7D2F0418EB14F8E2ECF7FBFD4 Status: Completed
Subject: ****City Manager Approval ******Docusign Item 6303
Source Envelope:
Document Pages: 73 Signatures: 6 Envelope Originator:
Supplemental Document Pages: 0 Initials: 0 Karen E. Smith
Certificate Pages: 6
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-06:00) Central Time (US &
Canada)
Payments: 0 karen.smith@cityofdenton.com
IP Address: 129.120.6.150
Record Tracking
Status: Original
4/10/2017 3:29:52 PM
Holder: Karen E. Smith
karen.smith@cityofdenton.com
Location: DocuSign
Signer Events Signature Timestamp
Karen E. Smith
karen.smith@cityofdenton.com
Interim Purchasing Manager
City of Denton
Security Level: Email, Account Authentication
(Optional)
Using IP Address: 129.120.6.150
Sent: 4/10/2017 3:36:55 PM
Viewed: 4/10/2017 3:37:17 PM
Signed: 4/10/2017 3:39:14 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
ID:
Lauren Henderson
lareyno@castlebranch.com
CFL
Castle Branch, Inc.
Security Level: Email, Account Authentication
(Optional)
Using IP Address: 24.106.216.17
Sent: 4/10/2017 3:39:22 PM
Viewed: 4/10/2017 4:42:07 PM
Signed: 4/10/2017 4:42:39 PM
Electronic Record and Signature Disclosure:
Accepted: 4/10/2017 4:42:07 PM
ID: e53afafc-ec9a-4c0f-8558-3edeeddca96d
John Knight
john.knight@cityofdenton.com
Deputy City Attorney
City of Denton
Security Level: Email, Account Authentication
(Optional)
Using IP Address: 129.120.6.150
Sent: 4/10/2017 4:42:46 PM
Viewed: 4/10/2017 4:59:27 PM
Signed: 4/10/2017 4:59:57 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
ID:
Todd Hileman
todd.hileman@cityofdenton.com
City Manager
City of Denton
Security Level: Email, Account Authentication
(Optional)
Using IP Address: 47.190.47.120
Sent: 4/10/2017 5:00:05 PM
Viewed: 4/10/2017 5:13:37 PM
Signed: 4/10/2017 5:14:54 PM
Electronic Record and Signature Disclosure:
Accepted: 2/8/2017 6:52:51 PM
ID: 8154723a-9757-4d53-a4b5-794656233671
Signer Events Signature Timestamp
Jennifer Walters
jennifer.walters@cityofdenton.com
City Secretary
City of Denton
Security Level: Email, Account Authentication
(Optional)
Using IP Address: 129.120.6.150
Sent: 4/10/2017 5:15:01 PM
Viewed: 4/11/2017 7:55:37 AM
Signed: 4/11/2017 7:56:07 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
ID:
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Sherri Thurman
sherri.thurman@cityofdenton.com
Security Level: Email, Account Authentication
(Optional)
Sent: 4/10/2017 4:42:46 PM
Viewed: 4/11/2017 8:42:18 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
ID:
Robin Fox
Robin.fox@cityofdenton.com
Security Level: Email, Account Authentication
(Optional)
Sent: 4/10/2017 5:00:04 PM
Electronic Record and Signature Disclosure:
Accepted: 10/9/2015 1:39:51 PM
ID: 04463961-03db-4c4d-9228-d660d6146ed6
Jane Richardson
jane.richardson@cityofdenton.com
Assistant City Secretary
City of Denton
Security Level: Email, Account Authentication
(Optional)
Sent: 4/11/2017 7:56:14 AM
Viewed: 4/11/2017 8:16:38 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
ID:
Jennifer Bridges
jennifer.bridges@cityofdenton.com
Procurement Assistant
City of Denton
Security Level: Email, Account Authentication
(Optional)
Sent: 4/11/2017 7:56:14 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
ID:
Carbon Copy Events Status Timestamp
Julia Winkley
julia.Winkley@cityofdenton.com
Contracts Administration Supervisor
City of Denton
Security Level: Email, Account Authentication
(Optional)
Sent: 4/11/2017 7:56:14 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
ID:
John Whitmore
john.whitmore@cityofdenton.com
Organizational Development Mgr
City of Denton
Security Level: Email, Account Authentication
(Optional)
Sent: 4/11/2017 7:56:14 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
ID:
Notary Events Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 4/11/2017 7:56:14 AM
Certified Delivered Security Checked 4/11/2017 7:56:14 AM
Signing Complete Security Checked 4/11/2017 7:56:14 AM
Completed Security Checked 4/11/2017 7:56:14 AM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, City of Denton (we, us or Company) may be required by law to provide to
you certain written notices or disclosures. Described below are the terms and conditions for
providing to you such notices and disclosures electronically through your DocuSign, Inc.
(DocuSign) Express user account. Please read the information below carefully and thoroughly,
and if you can access this information electronically to your satisfaction and agree to these terms
and conditions, please confirm your agreement by clicking the 'I agree' button at the bottom of
this document.
Getting paper copies
At any time, you may request from us a paper copy of any record provided or made available
electronically to you by us. For such copies, as long as you are an authorized user of the
DocuSign system you will have the ability to download and print any documents we send to you
through your DocuSign user account for a limited period of time (usually 30 days) after such
documents are first sent to you. After such time, if you wish for us to send you paper copies of
any such documents from our office to you, you will be charged a $0.00 per-page fee. You may
request delivery of such paper copies from us by following the procedure described below.
Withdrawing your consent
If you decide to receive notices and disclosures from us electronically, you may at any time
change your mind and tell us that thereafter you want to receive required notices and disclosures
only in paper format. How you must inform us of your decision to receive future notices and
disclosure in paper format and withdraw your consent to receive notices and disclosures
electronically is described below.
Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the
speed at which we can complete certain steps in transactions with you and delivering services to
you because we will need first to send the required notices or disclosures to you in paper format,
and then wait until we receive back from you your acknowledgment of your receipt of such
paper notices or disclosures. To indicate to us that you are changing your mind, you must
withdraw your consent using the DocuSign 'Withdraw Consent' form on the signing page of your
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required notices and disclosures electronically from us and you will no longer be able to use your
DocuSign Express user account to receive required notices and consents electronically from us
or to sign electronically documents from us.
All notices and disclosures will be sent to you electronically
Unless you tell us otherwise in accordance with the procedures described herein, we will provide
electronically to you through your DocuSign user account all required notices, disclosures,
authorizations, acknowledgements, and other documents that are required to be provided or
made available to you during the course of our relationship with you. To reduce the chance of
you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required
notices and disclosures to you by the same method and to the same address that you have given
us. Thus, you can receive all the disclosures and notices electronically or in paper format through
the paper mail delivery system. If you do not agree with this process, please let us know as
described below. Please also see the paragraph immediately above that describes the
consequences of your electing not to receive delivery of the notices and disclosures
electronically from us.
Electronic Record and Signature Disclosure created on: 4/20/2015 9:25:38 AM
Parties agreed to: Lauren Henderson, Todd Hileman, Robin Fox