HomeMy WebLinkAboutRFP - P827 BACKGROUND INFORMATION SERVICESFort Collins
Admin: alive Services
rurcnasing Division
CITY OF FORT COLLINS
Request for Proposals
for
BACKGROUND INFORMATION SERVICES
[For the HUMAN RESOURCES DEPARTMEN11
RFP No. P-827
PROPOSAL SUBMITTAL & OPENING DATE:
3:00 p.m. (Our Clock), Thursday, February 28, 2002
215 N. Mason Street
Fort Collins, CO 80524
215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-67 77
Professional: City: With Copy to:
In the event of any such early termination by the City, the Professional shall be paid for services
rendered prior to the date of termination, subject only to the satisfactory performance of the
Professional's obligations under this Agreement. Such payment shall be the Professional's sole right
and remedy for such termination.
5. Design, Project Indemnity and Insurance Responsibility. The Professional shall be
responsible for the professional quality, technical accuracy, timely completion and the coordination
of all services rendered by the Professional, including but not limited to designs, plans, reports,
specifications, and drawings and shall, without additional compensation, promptly remedy and
correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold
harmless the City, its officers and employees in accordance with Colorado law, from all damages
whatsoever claimed by third parties against the City; and for the City's costs and reasonable
attorneys fees, arising directly or indirectly out of the Professional's negligent performance of any
of the services furnished under this Agreement. The Professional shall maintain commercial
general liability insurance in the amount of $500,000 combined single limits, and errors and
omissions insurance in the amount of
6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the
services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed
fee in the amount of ($ ) plus reimbursable direct costs. All such fees and costs shall
not exceed ($ ). Monthly partial payments based upon the Professional's billings and
itemized statements are permissible. The amounts of all such partial payments shall be based upon
the Professional's City -verified progress in completing the services to be performed pursuant hereto
and upon the City's approval of the Professional's actual reimbursable expenses. Final payment
PSA 05/01
2
shall be made following acceptance of the work by the City. Upon final payment, all designs, plans,
reports, specifications, drawings, and other services rendered by the Professional shall become the
sole property of the City.
6. Compensation. [Option 1] In consideration of the services to be performed pursuant
to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis
according to the following schedule:
Hourly billing rates:
Reimbursable direct costs:
with maximum compensation (for both Professional's time and reimbursable direct costs) not to
exceed ($ ). Monthly partial payments based upon the Professional's billings and
itemized statements of reimbursable direct costs are permissible. The amounts of all such partial
payments shall be based upon the Professional's City -verified progress in completing the services
to be performed pursuant hereto and upon the City's approval of the Professional's reimbursable
direct costs. Final payment shall be made following acceptance of the work by the City. Upon final
payment, all designs, plans, reports, specifications, drawings and other services rendered by the
Professional shall become the sole property of the City.
7. City Representative. The City will designate, prior to commencement of work, its
project representative who shall make, within the scope of his or her authority, all necessary and
proper decisions with reference to the project. All requests for contract interpretations, change
orders, and other clarification or instruction shall be directed to the City Representative.
8. Project Drawings. [Optional] Upon conclusion of the project and before final
payment, the Professional shall provide the City with reproducible drawings of the project containing
accurate information on the project as constructed. Drawings shall be of archival quality, prepared
on stable mylar base material using a non -fading process to prove for long storage and high quality
reproduction.
PSA 05/01
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9. Monthly Report. Commencing thirty (30) days after the date of execution of this
Agreement and every thirty (30) days thereafter, Professional is required to provide the City
Representative with a written report of the status of the work with respect to the Scope of Services,
Work Schedule, and other material information. Failure to provide any required monthly report may,
at the option of the City, suspend the processing of any partial payment request.
10. Independent Contractor. The services to be performed by Professional are those
of an independent contractor and not of an employee of the City of Fort Collins. The City shall not
be responsible for withholding any portion of Professional's compensation hereunder for the
payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose.
11. Personal Services. It is understood that the City enters into this Agreement based
on the special abilities of the Professional and that this Agreement shall be considered as an
agreement for personal services. Accordingly, the Professional shall neither assign any
responsibilities nor delegate any duties arising under this Agreement without the prior written
consent of the City.
12. Acceptance Not Waiver. The City's approval of drawings, designs, plans,
specifications, reports, and incidental work or materials furnished hereunder shall not in any way
relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's
approval or acceptance of, or payment for, any of the services shall not be construed to operate as
a waiver of any rights or benefits provided to the City under this Agreement.
13. Default. Each and every term and condition hereof shall be deemed to be a material
element of this Agreement. In the event either party should fail or refuse to perform according to
the terms of this agreement, such party may be declared in default.
14. Remedies. In the event a party has been declared in default, such defaulting party
shall be allowed a period often (10) days within which to cure said default. In the event the default
remains uncorrected, the parry declaring default may elect to (a) terminate the Agreement and seek
damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail
PSA 05/01
4
himself of any other remedy at law or equity. If the non -defaulting party commences legal or
equitable actions against the defaulting party, the defaulting party shall be liable to the
non -defaulting party for the non -defaulting parry's reasonable attorney fees and costs incurred
because of the default.
15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire
agreement between the parties and shall be binding upon said parties, their officers, employees,
agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal
representatives, successors and assigns of said parties.
16. Law/Severability. The laws of the State of Colorado shall govern the construction,
interpretation, execution and enforcement of this Agreement. In the event any provision of this
Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such
holding shall not invalidate or render unenforceable any other provision of this Agreement.
17. Special Provisions. [Optional] Special provisions or conditions relating to the
services to be performed pursuant to this Agreement are set forth in Exhibit "_", consisting of
( ) page[s], attached hereto and incorporated herein by this reference.
PSA 05/01
5
THE CITY OF FORT COLLINS, COLORADO
la
John F. Fischbach
City Manager
0
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
DATE:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
[Insert Professional's name] or
[Insert Partnership Name] or
[Insert individual's name]
Doing business as _[insert name of business]
is
Title:
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST:
Corporate Secretary
(Corporate Seal)
PSA 05/01
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ACORD CERTIFICATE OF LIABILITY INSURANCE 01/l°" a 02
PAOPUCBR THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
Flood & Peterson Insurance Inc! ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
9351 Grdnt Street, Suite 600 HOLDER- THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
Thornton, CO 80229
720 977;7110 INSURERS AFFORDING COVERAGE
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No,1458 P. 2/3
ERRORS AND OMISSIONS LIABILITY INSUkANCE
offered through Consumer Data Industry Association, Inc.
A RISK PURCHASING GROUP
NATIONAL UNION FIRE INSURANCE COMPANY
OF PITTSBURGH, PA.
A Capital Stock Company
(Herein called the Company)
NOTICE: THIS IS CLAIMS MADE POLICY. EXCEPT TO SUCH EXTENT AS MAY OTHERWISE BE PROVIDED HEREIN, THE COVERAGE
OF THIS POLICY IS LIMITED TO LIABILITY FOR ONLY THOSE CLAIMS THAT ARE FIRST MADE AGAINST THE INSUREDS DURING
THE POLICY PERIOD AND REPORTED IN WRITING TO THE INSURER PURSUANT TO THE TERMS HEREIN. PLEASE READ THE
POLICY CAREFULLY AND DISCUSS THE COVERAGE THEREUNDER WITH YOUR INSURANCE AGENT OR BROKER.
THE LIMITS OF LIABILITY AVAILABLE TO PAY JUDGMENTS OR SETTLEMENTS SHALL BE REDUCED BY AMOUNTS INCURRED FOR
LEGAL DEFENSE. FURTHER NOTE THAT AMOUNTS INCURRED FOR LEGAL DEFENSE SHALL BE APPLIED AGAINST THE
DEDUCTIBLE AMOUNT.
CERTIFICATE NUMBER: 01-0086
NOTICE OF INSURANCE
1. Named Insured and Address: Factual Data Corporation
5200 Hahns Peak Drive
Loveland, CO 605$8
RENEWAL OF CERTIFICATE NUMBER: 00-0096
2. Policy Period: Effective Data: December 1, 2001 Expiration Date: December 1, 2002
12:01 A.M. standard time at the address of the Named Insured as shown above.
3. Limit of Liability:
CREDIT REPORTING DIVISION/
MORTGAGE REPORTING DIVISION/ CHECK VERIFICATION/
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$2,000,000 Annual Aggregate
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MORTGAGE REPORTING DIVISION/
SPECIALIZED REPORTING DIVISION
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$ 6 0000 Annual Aggregate
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7. Policy and other forms attached:
Notice of insurance and individual risk attachments
Errors and Omissions Liability Claims -Made Form
Choice of Counsel
All notices and inquiries should be addressed to:
National Union Fire Insurance Company of Pittsburgh, PAJAIGTS
175 Water Street, 8th Floor/MPL
New York, NY 10038
Attention: John Pa=lanti
$0 Each Claim
$0 Annual Aggregate
CHECK VERIFICATION/
RECOVERY SERVICES
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PRODUctR THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
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9351 Grant Street, Suite 600 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
Thornton, CO 80229
720 977=7110 INSURERS AFFORDING COVERAGE
INsuRED -- WSURERA: The Hartford Insurance
FACTUAL DATA CORP.. NsvRER a _
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TABLE OF CONTENTS
Invitation to Propose
Instructions to Proposers
4
II. Scope of Work 5
III. Proposal Description & Format 7
Review & Assessment
Reference Evaluation
Professional Services Agreement 1-6
REQUEST FOR PROPOSAL
CITY OF FORT COLLINS
PROPOSAL NUMBER P-827
BACKGROUND INFORMATION SERVICES
The City of Fort Collins is seeking qualified consultants to provide Background Information
Services for the Human Resources Department, to perform services specified in this RFP. Written
proposals, five (5) copies, will be received before 3:00 p.m. (our clock), Thursday, February 28,
2002, identified as Proposal No. P-827, at the Office of Purchasing and Risk Management, P. O.
Box 580, 215 North Mason St., 2nd floor, Fort Collins, Colorado, 80523. If delivered, they are to
be sent to 215 North Mason Street, 2"' Floor, Fort Collins, Colorado 80524. If mailed, the address
is P.O. Box 580, Fort Collins, 80522-0580.
Verbal questions concerning the Scope of Work should be directed to the City Representative,
Gabe Serenyi, Human Resources Department, (970) 221-6826. Verbal questions regarding
proposal submittal or the proposal process should be directed to Keith I. Ashby, CPPO, Buyer,
Purchasing Division, (970) 416-2191. Written questions may be submitted to the Purchasing
Division at the address above, or via fax at (970) 221-6707, up to the close of business, Tuesday,
February 19, 2002. The City of Fort Collins reserves the right to reject any and all proposals, to
waive any irregularities or informalities, and to accept any proposal in whole or in part.
A copy of the Proposal may be obtained as follows:
1. Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to
request document #30827.
2. Download the Proposal/Bid from the Purchasing Webpage,
www.fcgov.com/purchasing.
3. Come by Purchasing at 215 North Mason St., 2"' floor, Fort Collins, and request a
copy of the Proposal.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have
a financial interest in the sale to the City of any real or personal property, equipment, material,
supplies or services where such officer or employee exercises directly or indirectly any decision -
making authority concerning such sale or any supervisory authority over the services to be rendered.
This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor,
entertainment, kickback or any items of monetary value from any person who has or is seeking to
do business with the City of Fort Collins is prohibited.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be
rejected and reported to authorities as such. Your authorized signature of this proposal assures that
such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
inc ely ( 0 _1-
m B. O'Neilll 11, CPPO
it for of Purchasing & Risk Management
INSTRUCTIONS TO PROPOSERS
The City of Fort Collins is requesting proposals from qualified Professionals to provide Background
Information Services on behalf of the City's Human Resources Department.
Evaluation & Award: A review team will rank the written proposals based on the City of Fort Collins'
procedures for the review of professional firms.
The City will invite at least the three highest -ranked proposers (and any affiliated sub -consultants),
based upon their rankings in the written evaluations, to make formal oral presentations to the review
team.
The Professional shall provide all personnel, equipment and supplies necessary to complete the
professional services set forth in the Scope of Work. Any applicable liquidated damages clause will
be determined as part of the contract that is proposed to be negotiated as a result of this RFP.
Term & Fees: Proposals shall detail the recommended services, schedule, and fees for the Scope
of Work. The agreed -upon Fee & Service Schedule shall be included in the contract. Please see
below.
Method Of Payment: The Professional shall receive payments for satisfactorily -completed work
based on verified progress in the following manner: The cost of the work completed shall be paid
to the Professional each month following the submittal of a bill by the Professional indicating
specifically each service that has been completed by task, and including a brief progress report as
applicable for services which have not yet been completed.
All bills submitted by the Professional shall be directed to the City Representative for review and
authorization of payment.
Billings and payments will be made using the fee structure in the agreed -to Fee & Service Schedule.
In the event that a service is requested which is not listed on the Fee & Service Schedule, the
Professional and the City will negotiate an appropriate unit price for the service. A copy of the City's
standard Professional Services Agreement is attached.
Conferences: During the progress of the work, the Professional shall confer with the City as
necessary to ensure that the completed work will meet with the City's approval. The Professional
shall meet with the City Representative at intervals to review the progress of the work, and may be
required to submit brief monthly progress reports to the City Representative.
Thank you for your interest
II. SCOPE OF WORK
The City of Fort Collins is revising its screening process for selected persons who apply for
employment with the City, seek personal services contracts with the City, or may be placed in
selected non -remunerative positions of trust as volunteers. This screening process is supervised
by the City's Human Resources Department.
The City intends to establish a Professional Services contract with an information service provider
who specializes in providing necessary information concerning the background history of a
prospective employee, contractor, or volunteer.
The number of background history investigations done by the City of Fort Collins for last year was
673.
QUALIFICATIONS
Each Professional who proposes must meet the following qualifications:
1. The Professional must have the demonstrated authorization to perform these services. The
Proposal must identify and describe the legal representation, advice, licenses, and other
authorizations the firm has received to perform this type of work. The Proposal must list individually
any lawsuits or related claims that have been filed against the company in the last five years related
to performing this service. The Proposal must describe how the company stays current with
changing local, state, and federal laws and regulations related to this service, and how the company
insures compliance with all such laws and regulations.
3. The Professional must have the necessary computer equipment and software to provide the
services required. The City prefers strongly that these services be provided through an on-line
computer process (including, for example, modem access to reports) with guaranteed security and
confidentiality. The Professional must identify the specific technology used, and describe how that
sets the firm apart from others in this field, including any special report capabilities. The Proposal
must also list all information databases that are available to the Professional.
4. The Professional must be fully bonded, including as appropriate each employee and any
sub -consultant or subcontractor to the Professional. In addition, the Professional must have
Professional Liability and/or Errors & Omissions Insurance in the amount of five hundred thousand
dollars ($500,000).
SERVICES TO BE MADE AVAILABLE
The City may require any or all of the following services:
The standard background history surveyed and provided for each person may include
any or all of these items:
a. Current employment, and two previous employments as applicable, up to seven
years history.
b. Lifetime criminal records check, including appropriate County, State, and Federal
bureaus.
C. Current residence, and two previous residences as applicable, for criminal
history, up to seven years history.
d. Lifetime driving record for criminal history and DUI / DWAI charges and
convictions.
e. Driving record for moving violations, up to seven years history.
f. Validity of currently -held motor vehicle license(s).
g. Credit information, up to seven years history.
h. Public records relating to financial history.
i. Social Security No. verification and search.
j. Professional license verifications and history.
k. Worker Compensation injury and claim history.
2. Any components requested from this standard background history must be received by
the City within five working days of the official request being submitted to the vendor.
3. Additional follow-up background history may be requested in any area specified above,
or in additional areas, on a case -by -case basis.
III. PROPOSAL DESCRIPTION & FORMAT
Written proposals should be structured in this fashion and should include, at a minimum, the
following sections:
Proposal Section One: Scope of Proposal
This section should include the following components:
1-A. Proposal Understanding. This section should demonstrate the understanding of the
Professional (and any applicable sub -consultants) of the required services, and of the policy
and procedural issues that may be involved in providing such services.
1-B. Detailed Service List. This section is to include a proposed detailed service list, including
all available services, specified and subdivided by task if appropriate. Performance of these
services is not expected to begin prior to March 1997.
1-C. Relevant Client & Project Experience. This section should consist of summary
descriptions of clients and projects that will provide examples of how the Professional and
any affiliated sub -consultants have performed the activities included in the scope of work in
the past. Detailed or extended descriptions may be provided in the Appendices.
Proposal Section Two: Capabilities and Qualifications
This section should include the following components:
2-A. Professional Capabilities & Staff Qualifications. This section should describe the
capabilities of the Professional, any affiliated sub -consultants, and the staff members who
will provide services directly, based on education, experience, and previous clients and
projects. This should include the length and type of experience related to each type of
service, specific areas of expertise, and, if applicable, the hourly billing category for any
additional work that might be requested or required on a basis other than a specified Pee-
per -service.
This section should also include a matrix chart or description of each specialized area of
expertise vs. available staffing: That is, list the capabilities of each staff member in
relationship to the services to be provided. Include resumes for these persons in the
Appendices.
2-13. References. This section should consist of five client references that the City may contact
concerning performance on current or recent projects, complete with address, phone
numbers, and contact persons, including at least one municipality or public entity for whom
the Professional has done work. Reference review procedures are described in Section VII
below.
2-C. Sub -consultants. This section should list the name, address, phone numbers, capabilities,
qualifications, experience, and expertise of any sub -consultant to be retained by the
Professional to assist in any of the defined service areas.
Proposal Section Three: Fees and Costs
This section should consist of the following components:
3-A. The Proposed Fee & Service Schedule, itemizing the components in the Scope of Work
described above.
This MUST incorporate a specific matrix breakdown that identifies each
component in the proposed Fee & Service Schedule in relationship to the individual
components of the Scope of Work.
The City reserves the right to enter into contract negotiations and to make
award of any specific component or combination of components of the Scope of
Work, and/or not to award any specific component or combination of components.
3-13. Hourly costs for all applicable staff members. These are rates that the Professional would
propose to apply to any future expansion of the Scope of Work, but these do not apply to
Proposed Fee & Service Schedule.
3-C. An itemized listing of all reimbursable and direct costs.
Proposal Section Four: Appendices
4-A. Resumes.
4-13. Detailed Client & Project Descriptions. Additional project descriptions may be included
here if applicable.
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below, by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred
to as the "City" and , [insert either a corporation, a partnership or an individual, doing business
hereinafter referred to as 'Professional'.
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by
and between the parties hereto as follows:
1. Scope of Services. The Professional agrees to provide services in accordance with
the scope of services attached hereto as Exhibit "A", consisting of ( ) page[s], and
incorporated herein by this reference.
2. The Work Schedule. [Optional] The services to be performed pursuant to this
Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit
"B", consisting of ( ) page[s], and incorporated herein by this reference.
3. Time of Commencement and Completion of Services. The services to be performed
pursuant to this Agreement shall be initiated within ( ) days following execution of this
Agreement. Services shall be completed no later than . Time is of the essence. Any
extensions of the time limit set forth above must be agreed upon in writing by the parties hereto.
4. Early Termination by City. Notwithstanding the time periods contained herein, the
City may terminate this Agreement at any time without cause by providing written notice of
termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the
termination date contained in said notice unless otherwise agreed in writing by the parties.
All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent
to the following addresses:
PSA 05/01
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