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HomeMy WebLinkAboutRFP - 7413 BACKGROUND SCREENING SERVICES - HUMAN RESOURCESAddendum 1 – 7413 Background Screening Services Page 1 of 6 ADDENDUM No. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP 7413: BACKGROUND SCREENING SERVICES OPENING DATE: 3:00 PM (Our Clock) August 7, 2012 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions & Answers Please contact David Carey, CPPB, Buyer, Buyer at (970) 416-2191 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing Addendum 1 – 7413 Background Screening Services Page 2 of 6 EXHIBIT 1 – QUESTIONS & ANSWERS 1. Which web service API's are currently used by both Fort Collins Utilities and Human Resources? There are no Web service API’s the two department are compatible with. The only Web Service API Utilities is using with regard to Identity Verification is supplied by our current vendor. Human Resources does not currently utilize web service API’s in the administration of background screening services; however, the City of Fort Collins is actively seeking vendors who can integrate systems. 2. With what other API's are the two departments compatible? See above. 3. What special reporting features is the City of Fort Collins seeking? Currently Utilities can log into the vendors website and get monthly reports, of how many verification, monthly invoice to pay, and the availability to check users and how many verifications per user per month. For Human Resources: a. Reports that can be reportable by type of placement (employee/volunteer) as well as by the requesting department/representative, date or result. b. Human Resources desires that the vendor be able to produce monthly a report of volunteers who are due to have an annual background based on date of placement c. A separate account for motor vehicle reports must be established and billing and reporting for that account must be established and maintained. 4. What does the City consider as “a reasonable number of days” for responding with background check information? Utilities – N/A. Human Resources considers 24 hours/1 business day to be a reasonable number of days to respond to a request for a Motor Vehicle Record only; 24-48 hours or 2 business days to respond to a standard volunteer/employment background check within the state of Colorado only; and 5 business days to respond to a standard volunteer/employment background check with multiple jurisdictions. Addendum 1 – 7413 Background Screening Services Page 3 of 6 5. What is the eligibility criteria for the list referenced in #6 under Scope of Services-Utilities and how often are the periodic lists needed? The Utilities have not requested a periodic list, but do want the option. 6. How many “periodic basis” searches listed in #2 under of Scope of Services- Human Resources does the City anticipate requesting during the contract period? Human Resources would anticipate approximately five “periodic basis” searches in a twelve-month period. 7. Where will the initial consultations take place with the Human Resources representative and Customer Service representative? Can the consultations be accomplished via video or phone conference? Utilities- The initial consultation would be in Fort Collins, but we could visit via video or phone. HR-Video or phone conference is acceptable for the consultation as described in #7 under the Scope of Services-Human Resources. 8. How many Utility Customer background checks do you anticipate during the contract period? The utility verification in 2011 were 11,686. This number will fluctuate with new customers moving to our service area. 9. Can you provide more details on how you would like the vendor to provide a web service API that integrate with both Fort Collins Utilities and Human Resources? There are no Web service API’s the two departments are compatible with. The only Web Service API the Utilities is using with regard to Identity Verification is supplied by our current Vendor. HR: IT stated that this may become an issue with future tools, but is not an issue at this time. Addendum 1 – 7413 Background Screening Services Page 4 of 6 10. Can you explain the reasoning behind separating the Motor Vehicle Record Search so that we can fully understand your request and provide a solution to meet your needs? Utilities-N/A. HR: Results from criminal background checks are held confidential in HR, and we do not want the MVR person to have access to the information. 11. Can you clarify identity verifications? What information are you looking at obtaining from the identity verifications? Utilities is verifying information provided by the customer with Legal Name, SS#, date of birth, previous address to make sure that this is indeed the person asking for service. HR: That the social security number matches the name. 12. With the Risk Management service are you looking for comparison between the results found against the application? Or are you looking for comparison between the Social Security Number Trace residential history and the information provided by the applicant? We (Utilities) are looking for verification information against the Name,SS#, date of birth and previous address. If the information provided is not accurate, we want the option to look at the report to find out why it did not find all of the information supplied. This report can also be given to customer to report to Law enforcement department for fraud. HR: Currently the second option, but would be interested in the capability to respond to the first. 13. Who is your current vendor? Utilities – Kroll Factual Data. HR: Tandem Select (now a Sterling Infosystems Company) 14. In aspect of the all-inclusive pricing do you require alias names to be included in the price? Utilities – No. HR: Please provide us with your best pricing structure. Addendum 1 – 7413 Background Screening Services Page 5 of 6 15. Do you require data feed or integration with an Applicant Tracking System? We (Utilities) require a reporting to track the amount of verifications are processed each month, and also by user name. HR: Not currently, but we are looking into that option for 2013. 16. We offer a customized website solution for applicants to place their background check order online. Can our online option replace the requirement for utilities applications to be submitted by phone? Utilities side, we enter the information from customer into our CIS system and we want to be able to have results immediately if the information is valid. 17. Why are you requesting proposals for background screening? City Code requires rebidding of contracts for purchased goods and services every 5 years. Also, true interest in other possible solutions/vendors. 18. Section III, Scope of Services, section 2, subsection i. requests a risk management report to scan for inconsistencies in person/customer’s history to help identify potential fraudulent or misrepresented information. Please provide additional detail about the type of inconsistencies that you are looking for. Inconsistencies in name/aliases. Inconsistencies in employment history. Inconsistencies in professional licenses. 19. Section VI, Product and Service Descriptions – Utilities, section 2, requests that the “services provider to provide detailed reports with recommended courses of action provided in one, complete document.” Please provide additional detail about what recommended courses of action are required. We (Utilities) want the services provider to give us a detailed report as to why the information provided was not verified. This report can also be given to customer to contact law enforcement agencies as potential fraud. We (HR) want the services provider to give us a detailed report as to why the information provided was not verified. This report can also be given to customer to contact law enforcement agencies as potential fraud. Addendum 1 – 7413 Background Screening Services Page 6 of 6 20. Scope of Work 2 (i) for HR and 2 (d) for Utilities ask for Risk Management service. Is the City asking for adjudication and/or does the City have a matrix or set of guidelines for Vendors to work from? Utilities - The City is not asking for an adjudication, we want a risk assessment report of any inconsistencies with information provided. No, HR is not asking for adjudication. We do not have a matrix. 21. Scope of Work under Periodic Basis (c) asks for Public Records relating to financial history. Does the City have a specific search in mind, or do you request a Vendor’s solution for this? HR rarely does them, but it would be a standard financial/credit report 22. For Part VI, Items 18 and 19, will the City accept an exception on third-party fees for any candidate with address history in the state of New York, which charges a $65 fee for criminal history records checks? HR currently pays a lump sum fee for NY because they do an aggregate report. 23. Scope of Work item 9. Will Vendor be receiving telephone calls directly from Utility customers? Or does a Utilities CSR need the ability to key in information and receive a real-time online response? By what criteria will Vendor determine whether customers should receive instant validation? Utilities - Currently the CSR keys in the information into a CIS system and this information goes to our current Vendor, and we have results within seconds if the information provided can be verified. We ask our customer for SS#, date of birth, a previous mailing address. If this information is not able to verify identity the verification is a fail. 24. On page 7, Applicant Information Self Entry, is this a mandatory service that the City is requiring? Yes, they must be able to access the site from any computer 25. What is the estimated annual volume for this contract? Unknown, however the total number of background screenings conducted by the City in 2011 through Human Resources for prospective employees, contractors, or volunteers was 1,260. The Utility verification in 2011 were 11,686, this number will fluctuate with new customers moving to our service area.