HomeMy WebLinkAboutRFP - P1064 BACKGROUND SCREENING SERVICESAdministrative Services
Purchasing Divison
215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707 www.fcgov.com
REQUEST FOR PROPOSAL
P1064
Background Screening Services
The City of Fort Collins is requesting proposals from qualified firms to provide Background Screening
Services for prospective employees, contractors, or volunteers; and Utilities customers.
Written proposals, five (5) copies, will be received at the City of Fort Collins Purchasing Division,
215 North Mason St., 2nd Floor, Fort Collins, Colorado 80521. Proposals will be received before
3:00 p.m. (our clock), on June 15, 2007. Reference P1064. If delivered, they are to be sent to 215
North Mason Street, 2nd Floor, Fort Collins, Colorado 80521. If mailed, the address is P.O. Box 580,
Fort Collins, 80522-0580.
Questions concerning the scope of the project should be directed to either Project Manager:
Cathy Blakeman, Human Resources, if related to prospective employees, contractor, or volunteers;
(970) 221-6824, email: cblakeman@fcgov.com
Dan Shreve, Utilities Customer Service, if related to prospective Utilities customers; (970) 221-6797,
email: dshreve@fcgov.com
Questions regarding proposals submittal or process should be directed to David Carey, CPPB, Buyer,
(970) 416-2191, email: dcarey@fcgov.com
A copy of the Proposal may be obtained as follows:
1. Download the Proposal/Bid from the BuySpeed Webpage,
https://secure2.fcgov.com/bso/login.jsp
2. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a
copy of the Bid.
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.
Sincerely,
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
REQUEST FOR PROPOSAL
P1064
Background Screening Services
I. BACKGROUND
The City of Fort Collins (City) conducts background screenings for selected persons who apply
for employment, seek personal services contracts with, may be placed in selected non-
remunerative positions of trust as volunteers, or to become a Utilities customer. This screening
process is supervised by the City's Human Resources Department, except for Utilities
customers, which is supervised by Utilities Customer Service.
The City intends to establish a Services Agreement with a provider who specializes in providing
necessary background services for prospective employees, contractors, or volunteers; as well
as for Utilities customers.
The total number of background screenings conducted by the City in 2006 through Human
Resources for prospective employees, contractors, or volunteers was 1,047.
The estimated total number of screenings to be conducted by the City in 2007 through Utilities
Customer Service for prospective Utilities customers is 10,000 Social Security Number and
1,000 Fraud screenings. 2006 numbers for Utilities customers are not available since they only
began utilizing the service in January 2007.
II. QUALIFICATIONS
Each firm who proposes must meet the following qualifications:
1. The firm must have the demonstrated authorization to perform all specified 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 these services. The proposal must
describe how the company stays current with changing local, state, and federal laws and
regulations related to these services, and how the company insures compliance.
2. The firm must have the necessary systems, software, support and procedures to provide
the services required. The City prefers strongly that these services be provided through
an on-line computer process (including, for example, electronic access to reports) with
guaranteed security and confidentiality. The firm must identify the specific technology
and processes 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 firm.
3. The firm must be fully bonded and Fair Credit Reporting Act (FCRA) certified, including
each appropriate employee and subcontractor. In addition, the firm must have
Professional Liability Insurance that meets or exceeds the requirements of the City.
III. SCOPE OF SERVICES
The City may require any or all of the following services:
1. Perform data entry of the Fair Credit Reporting Act (FCRA) or background check forms.
2. Background screening services for each prospective employee, contractor, volunteer, or
Utilities’ customer which may include any or all of the following:
Regular Basis:
a. Social Security Number, verification and validation.
b. Criminal Records, check for seven (7) years including appropriate County, State,
and Federal bureaus.
c. Current Residence and, for criminal history, Previous Residences for up to seven
(7) years prior.
d. Driving Record, lifetime for criminal history and DUI / DWAI charges and
convictions, including out of state.
e. Driving Record, for moving violations, up to seven (7) years history.
f. Motor Vehicle License(s), validity of currently-held.
g. Risk Management, scan for inconsistencies in person/customer’s history to help
identify potential fraudulent or misrepresented information.
Periodic Basis:
a. Employment Verification, current and two previous employments as applicable,
up to seven (7) years history.
b. Credit Information, up to seven (7) years history.
c. Public Records, relating to financial history.
d. Professional License(s), verification and history.
e. Sexual Offender Register.
f. OFAC Compliance
3. Results reporting and billing for prospective employees, contractors, or volunteers per
Human Resources must be kept separate from prospective Utilities customers.
4. Any screening services requested from the regular basis list must be received by City
within a reasonable number of days of the official request being submitted to the vendor.
5. Additional follow-up or periodic screening services may be requested in any area
specified above, or in additional areas, on a case-by-case basis, including the handling
of State specific forms.
6. Perform an initial consultation with a Human Resources representative only for
screening results concerning prospective employees, contractors, or volunteers, meeting
specific criteria as outlined by the City of Fort Collins.
7. Perform an initial consultation with a by Utilities Customer Service representative only for
screening results concerning prospective Utilities customers meeting specific criteria as
outlined by the City of Fort Collins.
8. Issue Notice of Adverse Information and Notice of Adverse Action to applicants as
appropriate. Be the primary contact for applicants who wish to dispute inaccurate data
and request of the applicant further court documents, police reports or other supporting
documentation. Forward files electronically to either the appropriate Human Resources
or the Utilities representative.
IV. PROPOSAL REQUIREMENTS
Written proposals should be structured in this fashion and include, at a minimum, the following:
1. Name, mailing and email addresses, and telephone numbers of responding
organization, and primary contacts for both account management and service.
2. Qualifications/history of organization and key personnel.
3. Services List with detailed descriptions and costs.
4. Systems, Procedures, Accessibility, Results Reporting, Quality Assurance, Security;
Regulatory Compliance and Updates to provide services in a timely and accurate
manner.
5. Related Experience, prefer municipal and public agency.
6. References, prefer municipalities and public agencies.
The City reserves the right to refuse any proposal that does not include these requirements.
All proposals shall remain subject to initial acceptance 90 days after the day of submittal.
V. MISCELLANEOUS
The City expects to enter into a written Services Agreement (“Agreement”) with the chosen
vendor that shall incorporate this RFP and their proposal. The anticipated terms and conditions
of the Agreement are set forth in the attached document. However, the City may include
additional terms and conditions in the Services Agreement as deemed necessary.
2/9/00
VI. REVIEW AND ASSESSMENT
Firms will be evaluated on the following criteria. These criteria will be the basis for review of the
written proposals and interview session.
The City of Fort Collins reserves the right to select a vendor for this project on the basis of
written proposals submitted only.
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and
5 being an outstanding rating.
WEIGHTING
FACTOR
QUALIFICATION
STANDARD
2.0
Scope of Proposal
How well does the proposal address the services
and requirements contained in the RFP?
2.0
Assigned Personnel
Do the persons who will be providing the services
have the necessary skills? Are sufficient people of
the requisite skills available?
1.0
Systems &
Procedures
Does the firm have the systems, software and
support to provide requested services? Online
access? Accessibility? Results reporting? Security?
Quality Assurance?
Regulatory compliance and updates?
1.0
Motivation
Is the firm interested and are they capable of
providing services in the required time frame?
2.0
Cost
Do the proposed service fees compare favorably
with the Project Manager's estimate? Are the fees
presented reasonable for the effort required in each
service?
2.0
Firm Capability
Does the firm have the support capabilities the
assigned personnel require? Has the firm provided
similar services of this type and scope?
Does the firm have the experience to successfully
provide the service?
2/9/00
VII. REFERENCE EVALUATION (TOP RANKED FIRM)
The Project Manager will check references using the following criteria. The evaluation rankings
will be labeled Satisfactory/Unsatisfactory.
QUALIFICATION
STANDARD
Overall Performance
Would you hire this firm again? Did they show
the skills required to provide the required
services?
Timetable
Was the original Scope of Services Work
completed within the specified time? Were
screening results, client support, and billing
provided in a timely manner?
Completeness
Was the firm responsive to client needs?
Accurate and complete billing and reporting of
results? Were problems/issues resolved
quickly and effectively?
Budget
Were the services from the original Scope of
Services provided within the project budget?
Fee competitiveness and stability?
Job Knowledge
Did firm successfully fulfill the Scope of
Services and program operate properly?
Were problems/issues resolved quickly and
effectively?
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7
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 , hereinafter referred to as "Service Provider".
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 Service Provider agrees to provide services in
accordance with the Scope of Services attached hereto as Exhibit "A", consisting of
pages and incorporated herein by this reference.
2. Contract Period. This Agreement shall commence , and shall
continue in full force and effect until , unless sooner terminated as herein provided.
3. Delay. If either party is prevented in whole or in part from performing its
obligations by unforeseeable causes beyond its reasonable control and without its fault or
negligence, then the party so prevented shall be excused from whatever performance is
prevented by such cause. To the extent that the performance is actually prevented, the Service
Provider must provide written notice to the City of such condition within fifteen (15) days from
the onset of such condition.
4. Early Termination by City/Notice. 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 Service Provider. 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:
City: Service Provider:
City of Fort Collins
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Attn: Purchasing
P.O. Box 580
Fort Collins, CO 80522
In the event of early termination by the City, the Service Provider shall be paid for services
rendered to the date of termination, subject only to the satisfactory performance of the Service
Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole
right and remedy for such termination.
5. Contract Sum. The City shall pay the Service Provider for the performance of this
Contract, subject to additions and deletions provided herein, per the attached Exhibit “B”, Fee
Schedule, consisting of pages, and incorporated herein by this reference.
6. City Representative. The City will designate, prior to commencement of the
work, its representative who shall make, within the scope of his or her authority, all necessary
and proper decisions with reference to the services provided under this agreement. All requests
concerning this agreement shall be directed to the City Representative.
7. Independent Service provider. The services to be performed by Service Provider
are those of an independent service provider and not of an employee of the City of Fort Collins.
The City shall not be responsible for withholding any portion of Service Provider's
compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or
benefits or for any other purpose.
8. Personal Services. It is understood that the City enters into the Agreement
based on the special abilities of the Service Provider and that this Agreement shall be
considered as an agreement for personal services. Accordingly, the Service Provider shall
neither assign any responsibilities nor delegate any duties arising under the Agreement without
the prior written consent of the City.
9. Acceptance Not Waiver. 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
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provided to the City under this Agreement or cause of action arising out of performance of this
Agreement.
10. Warranty.
(a) Service Provider warrants that all work performed hereunder shall be
performed with the highest degree of competence and care in accordance
with accepted standards for work of a similar nature.
(b) Unless otherwise provided in the Agreement, all materials and equipment
incorporated into any work shall be new and, where not specified, of the
most suitable grade of their respective kinds for their intended use, and all
workmanship shall be acceptable to City.
(c) Service Provider warrants all equipment, materials, labor and other work,
provided under this Agreement, except City-furnished materials,
equipment and labor, against defects and nonconformances in design,
materials and workmanship/workwomanship for a period beginning with
the start of the work and ending twelve (12) months from and after final
acceptance under the Agreement, regardless whether the same were
furnished or performed by Service Provider or by any of its subcontractors
of any tier. Upon receipt of written notice from City of any such defect or
nonconformances, the affected item or part thereof shall be redesigned,
repaired or replaced by Service Provider in a manner and at a time
acceptable to City.
11. 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 thereof.
12. Remedies. In the event a party has been declared in default, such defaulting
party shall be allowed a period of ten (10) days within which to cure said default. In the event
the default remains uncorrected, the party 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 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 party's reasonable attorney fees and
costs incurred because of the default.
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13. 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.
14. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save
harmless the City, its officers, agents and employees against and from any and all actions,
suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to
or death of any person or persons, or damages to property arising out of, result from or
occurring in connection with the performance of any service hereunder.
b. The Service Provider shall take all necessary precautions in performing the work
hereunder to prevent injury to persons and property.
c. Without limiting any of the Service Provider's obligations hereunder, the Service
Provider shall provide and maintain insurance coverage naming the City as an additional
insured under this Agreement of the type and with the limits specified within Exhibit “C”,
consisting of one (1) page, attached hereto and incorporated herein by this reference. The
Service Provider before commencing services hereunder, shall deliver to the City's Director of
Purchasing and Risk Management, P. O. Box 580 Fort Collins, Colorado 80522 one copy of a
certificate evidencing the insurance coverage required from an insurance company acceptable
to the City.
15. Entire Agreement. This Agreement, along with all Exhibits and other documents
incorporated herein, shall constitute the entire Agreement of the parties. Covenants or
representations not contained in this Agreement shall not be binding on the 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.
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17. Prohibition Against Employing Illegal Aliens. This paragraph shall apply to all
Contractors whose performance of work under this Agreement does not involve the delivery of a
specific end product other than reports that are merely incidental to the performance of said
work. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Contractor represents and agrees that:
A. As of the date of this Agreement:
1. Contractor does not knowingly employ or contract with an illegal alien; and
2. Contractor has participated or attempted to participate in the basic pilot
employment verification program created in Public Law 208, 104th
Congress, as amended, and expanded in Public Law 156, 108th
Congress, as amended, administered by the United States Department of
Homeland Security (the “Basic Pilot Program”) in order to verify that
Contractor does not employ any illegal aliens.
B. Contractor shall not knowingly employ or contract with an illegal alien to
perform works under this Agreement or enter into a contract with a
subcontractor that fails to certify to Contractor that the subcontractor shall not
knowingly employ or contract with an illegal alien to perform work under this
Agreement.
C. Contractor shall continue to apply to participate in the Basic Pilot Program and
shall in writing verify same every three (3) calendar months thereafter, until
Contractor is accepted or the public contract for services has been completed,
whichever is earlier. The requirements of this section shall not be required or
effective if the Basic Pilot Program is discontinued.
D. Contractor is prohibited from using Basic Pilot Program procedures to
undertake pre-employment screening of job applicants while this Agreement is
being performed.
E. If Contractor obtains actual knowledge that a subcontractor performing work
under this Agreement knowingly employs or contracts with an illegal alien,
Contractor shall:
1. Notify such subcontractor and the City within three days that Contractor
has actual knowledge that the subcontractor is employing or contracting
with an illegal alien; and
2. Terminate the subcontract with the subcontractor if within three days of
receiving the notice required pursuant to this section the subcontractor
does not cease employing or contracting with the illegal alien; except that
Contractor shall not terminate the contract with the subcontractor if during
such three days the subcontractor provides information to establish that
the subcontractor has not knowingly employed or contracted with an illegal
alien.
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F. Contractor shall comply with any reasonable request by the Colorado
Department of Labor and Employment (the “Department”) made in the course
of an investigation that the Department undertakes or is undertaking pursuant
to the authority established in Subsection 8-17.5-102 (5), C.R.S.
G. If Contractor violates any provision of this Agreement pertaining to the duties
imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this
Agreement. If this Agreement is so terminated, Contractor shall be liable for
actual and consequential damages to the City arising out of Contractor’s
violation of Subsection 8-17.5-102, C.R.S.
H. The City will notify the Office of the Secretary of State if Contractor violates
this provision of this Agreement and the City terminates the Agreement for
such breach.
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CITY OF FORT COLLINS, COLORADO
a municipal corporation
By:_______________________________
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing and Risk Management
Date:_____________________________
ATTEST:
_________________________________
City Clerk
APPROVED AS TO FORM:
________________________________
Assistant City Attorney
By:_______________________________
__________________________________
PRINT NAME
__________________________________
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:_____________________________
ATTEST: (Corporate Seal)
_____________________________
CORPORATE SECRETARY
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EXHIBIT
INSURANCE REQUIREMENTS
1. The Service Provider will provide, from insurance companies acceptable to the City, the
insurance coverage designated hereinafter and pay all costs. Before commencing work under
this bid, the Service Provider shall furnish the City with certificates of insurance showing the
type, amount, class of operations covered, effective dates and date of expiration of policies, and
containing substantially the following statement:
"The insurance evidenced by this Certificate will not be cancelled or materially altered,
except after ten (10) days written notice has been received by the City of Fort Collins."
In case of the breach of any provision of the Insurance Requirements, the City, at its option,
may take out and maintain, at the expense of the Service Provider, such insurance as the City
may deem proper and may deduct the cost of such insurance from any monies which may be
due or become due the Service Provider under this Agreement. The City, its officers, agents
and employees shall be named as additional insureds on the Service Provider's general liability
and automobile liability insurance policies for any claims arising out of work performed under
this Agreement.
2. Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider shall
maintain during the life of this Agreement for all of the Service Provider's employees
engaged in work performed under this agreement:
1. Workers' Compensation insurance with statutory limits as required by
Colorado law.
2. Employer's Liability insurance with limits of $100,000 per accident,
$500,000 disease aggregate, and $100,000 disease each employee.
B. Commercial General & Vehicle Liability. The Service Provider shall maintain
during the life of this Agreement such commercial general liability and automobile liability
insurance as will provide coverage for damage claims of personal injury, including
accidental death, as well as for claims for property damage, which may arise directly or
indirectly from the performance of work under this Agreement. Coverage for property
damage shall be on a "broad form" basis. The amount of insurance for each coverage,
Commercial General and Vehicle, shall not be less than $500,000 combined single limits
for bodily injury and property damage.
In the event any work is performed by a subcontractor, the Service Provider shall be
responsible for any liability directly or indirectly arising out of the work performed under
this Agreement by a subcontractor, which liability is not covered by the subcontractor's
insurance.
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EXHIBIT
CONFIDENTIALITY
IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to
this Agreement (the “Agreement”), the Contractor hereby acknowledges that it has been
informed that the City has established policies and procedures with regard to the handling of
confidential information and other sensitive materials.
In consideration of access to certain information, data and material (hereinafter individually and
collectively, regardless of nature, referred to as “information”) that are the property of and/or
relate to the City or its employees, customers or suppliers, which access is related to the
performance of services that the Contractor has agreed to perform, the Contractor hereby
acknowledges and agrees as follows:
That information that has or will come into its possession or knowledge in connection with the
performance of services for the City may be confidential and/or proprietary. The Contractor
agrees to treat as confidential (a) all information that is owned by the City, or that relates to the
business of the City , or that is used by the City in carrying on business, and (b) all information
that is proprietary to a third party (including but not limited to customers and suppliers of the
City) . The Contractor shall not disclose any such information to any person not having a
legitimate need-to-know for purposes authorized by the City. Further, the Contractor shall not
use such information to obtain any economic or other benefit for itself, or any third party, except
as specifically authorized by the City.
The foregoing to the contrary notwithstanding, the Contractor understands that it shall have no
obligation under this Agreement with respect to information and material that (a) becomes
generally known to the public by publication or some means other than a breach of duty of this
Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the
request for such disclosure is proper and the disclosure does not exceed that which is required.
In the event of any disclosure under (b) above, the Contractor shall furnish a copy of this
Agreement to anyone to whom it is required to make such disclosure and shall promptly advise
the City in writing of each such disclosure.
In the event that the Contractor ceases to perform services for the City, or the City so requests
for any reason, the Contractor shall promptly return to the City any and all information described
hereinabove, including all copies, notes and/or summaries (handwritten or mechanically
produced) thereof, in its possession or control or as to which it otherwise has access.
The Contractor understands and agrees that the City’s remedies at law for a breach of the
Contractor’s obligations under this Confidentiality Agreement may be inadequate and that the
City shall, in the event of any such breach, be entitled to seek equitable relief (including without
limitation preliminary and permanent injunctive relief and specific performance) in addition to all
other remedies provided hereunder or available at law.
Administrative Services
Purchasing Divison
215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707
www.fcgov.com
ADDENDUM No. 1
P1064 Background Screening Services
SPECIFICATIONS AND CONTRACT DOCUMENTS
Description of RFP: P1064 Background Screening Services
OPENING DATE: 3:00 P.M. (Our Clock) June 15, 2007
To all prospective bidders under the specifications and contract documents described above,
the following changes are hereby made.
CHANGE: OPENING DATE CHANGED TO: 3:00 P.M. (Our Clock) June 22, 2007
Addendum 2, which will include questions submitted to date and the City’s responses, is
anticipated to be posted on Thursday, June 14, 2007.
RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT
ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN
RECEIVED.
Administrative Services
Purchasing Divison
215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707
www.fcgov.com
ADDENDUM No. 2
P1064 Background Screening Services
SPECIFICATIONS AND CONTRACT DOCUMENTS
Description of RFP: P1064 Background Screening Services
OPENING DATE: 3:00 P.M. (Our Clock) June 22, 2007
To all prospective bidders under the specifications and contract documents described above,
the following changes are hereby made.
QUESTIONS AND ANSWERS:
1. Please clarify your request for Fair Credit reporting Act (FCRA) certified. There
are different entities that offer certification. Please be clear on what certification
you are requesting and who it is offered by.
Compliance with all applicable provisions is required and certification is
preferred, but not required. City does not have a specific list of certifications for
FCRA. Potential providers must describe in their proposal how the company
stays current with changing local, state, and federal laws and regulations related
to these services, and how they insure compliance.
2. We use a sub-contractor that is FCRA certified that runs all of our credit
checks. Is this acceptable that our sub-contractor has the certification vs. the
prime?
Yes.
3. Is the City of Ft. Collins is willing to separate out the two portions of the bid for
potential employees and customers?
The City's preference is to award the RFP to one vendor, but reserves the right to
split if it is in the best interest of the City.
4. When it states that contractor must be fully bonded, please clarify as this is
not a standard in our industry. If a company is fully insured, will that suffice?
Bonding is not required. Company needs to be fully insured per minimum
requirements in the RFP document.
5. Who is the incumbent contractor?
Kroll
6. Please describe the search requests included in your fraud screenings.
The fraud screenings are to verify and validate that the individual's name on the
service application matches the Social Security Number (SSN). If these do not
match, in most cases it will alert us to other false statements, and could result in
the customer being requested to come in to show a picture I.D. and driver’s
license, if these are not available, then a deposit request may be in order.
7. Please clarify the type of credit report you want. Is this for employees,
contractors, volunteers or Utilities customers? There are different credit reports
for employment purposes vs. customers.
• Utilities does not need credit reports.
• For HR, see answer for question 9.
8. Please expand on the product you want for Risk Management.
This is to be used by Utilities as a "Risk ID" source, to identify customers
applying for service with multiple names, and invalid or non-matching Social
Security numbers. Goal is to minimize the risk of fraud and verify the identity of
the customer with whom Utilities intends to do business.
9. Please clarify the services you want for Public Records related to financial
history. Are you looking for Bankruptcies, Liens and Judgments?
City may be interested in bankruptcies, leans or judgments, or normal credit
reports for a very few special cases (high level finance positions).
10. Clarify on the product requested "Driving Record, lifetime for criminal history
and DUI / DWAI charges and convictions, including out of state". Are you referring
to results from a Driving Record, Criminal Record (that pertain to Driving
offenses), or both?
• The Federal Motor Carrier Safety Regulation 391.23 requires the current plus
three years MVR as stated below:
"(a)(1) An inquiry into the driver's driving record during the preceding 3 years
to the appropriate agency of every State in which the driver held a motor
vehicle operator's license or permit during those 3 years." Most states are
including life time DUI history.
• Referring to results from Driving Record.
11. Section I, Background, clarify what you mean by "Fraud Screenings”.
See Answer for question 6.
12. In Section I, Background, clarify how many City of Fort Collins users will need
access to our applications for pre-employment, volunteer screening, and utilities
screening.
• Utilities has 18 that will be using the system.
• HR does not anticipate anyone needing access. See answer for question 16.
13. In Section III, Scope of Services, Item 1, Explain what is contained in your
specific FCRA background check form - can you provide a sample?
See attached FCRA form sample.
14. Section III, Scope of Services, Item 2g, Explain how you would like the risk
management scanning performed. Will this be a one-time scan, or more like a
monitoring scan that will be performed at a set interval - yearly, every six months,
etc.? Are you looking for scoring?
• See answer for question 23 for risk management system.
• Utilities is not in need of scoring, nor the customer's financial history.
• HR is not in need of scoring.
15. Section III, Scope of Services, Item 2g, explain what types of information you
seek for public records relating to a customers' financial history. Is this referring
to prior history before becoming one of your utilities customers? What will this
information be used for?
Utilities is only trying to verify and validate the customer’s name and Social
Security number to know they match, and the person we are signing up for
service (because it is done over the phone) is in fact who they claim to be.
Utilities expects to process about10,000 requests each year due to the volume of
the student population coming and going at Colorado State University. Once
staff is trained on how to retrieve the information, there should be no need for
Utilities future consultations.
16. Section III, Scope of Services, Item 5, Explain what you will require as
"handling" of State specific forms - will this include entering information into the
forms, storing the forms, etc.? Can you provide a sample of the State form?
It is HR’s request that provider enter FCRA forms that will be faxed to you, and
provider will notify someone at the City of the results. Therefore, HR does not
anticipate anyone needing access.
• In order to release information, several states require that their state forms be
completed by the candidate in addition to the FCRA form. e.g.: IOWA, see
sample attached. HR is requesting that the provider have these forms
available and work with the employees who will be forwarding complete forms
to provider for input and results, to ensure that the proper forms are filled out
and submitted.
17. Section III, Scope of Services, Items 6 and 7, Detail what the initial
consultations will involve, how frequently these consultations are held, and by
what methods (phone, email, etc.) the consultations are held.
• Initial consultations for HR typically happen on the phone and are the result of
a background check that has come back with an issue e.g.: assault. The
provider would contact them to determine if they have any documentation to
support that the information/result is false. Notices of adverse information
and adverse action would need to be sent (mail or email) to the candidate. It
is difficult to determine the frequency, in some weeks none, and in others
maybe 2. Also, if SSN’s do not match the person, they need to provide proof
that the SSN is theirs.
• Once staff is trained on how to retrieve the information, there should be no
need for Utilities future consultations.
18. How many are in customer service and how many in a collections/credit role?
Utilities has 18 that will be using the system, 12 Customer Service
Representatives and 6 Credit/Collection personnel.
19. What sort of special reporting capabilities is the City looking for?
• Nothing at this time for Utilities.
• HR would like to have firm tell us (for requested timeframes) how many
checks they have performed and how many were criminal hits that needed to
be resolve.
• Firm should identify in their proposal any special report capabilities.
20. The City's current pricing is done a la carte. Would you be interested
in package pricing or is it preferable to select services from a menu as needed?
• City prefers to select services from a menu as needed
• HR and Utilities will need separate menus.
21. Does the Utilities department require FICO scores for its applicants?
City is not in need of scoring, nor the customer's financial history. Utilities goal is
only trying to verify and validate the customer’s name and social security
number.
22. What is the nature of the public records relating to financial history that the
City is looking for?
• Utilities does not need customer's financial history.
• HR may be interested in bankruptcies, liens or judgments, or normal credit
reports for a very few special cases used in the hiring of (high level finance
positions).
23. What sort of risk management system do you current have in place?
• Currently use Kroll’s RiskID which scans for inconsistencies in a person’s
history to help identify potential fraudulent or misrepresentation of
information.
• Also currently use Kroll’s SocialID that performs both a SSN verification and
validation.
Please contact David M. Carey, CPPB, C. P. M., 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.
DISCLOSURE TO EMPLOYMENT/VOLUNTEER APPLICANT REGARDING
PROCUREMENT OF A CONSUMER REPORT (including a criminal history report)
In connection with your application for employment/volunteer status, the City of Fort Collins may procure a consumer
report/criminal history on you as part of the process of considering your candidacy as an employee/volunteer. Additionally,
Sections 382.413, 391.23, & 391.25 of the Federal Motor Carrier Safety Regulations may require a report for certain positions.
The investigation conducted in conjunction with the report may include an investigation of your personal
employment/volunteer history, education, financial, and credit records, public records concerning your driving record, civil
and criminal court records, county, state and federal tax liens, notices of default and bankruptcies, and other records as may be
appropriate. In the event that information from the report is utilized in whole or in part in making an adverse decision with
regard to your potential employment/volunteer status, before making the adverse decision, the City will attempt to provide
you with a copy of the consumer report/criminal history and a description in writing of your rights under the federal Fair
Credit Reporting Act.
The Fair Credit Reporting Act gives you specific rights in dealing with consumer reporting agencies. A copy of A
SUMMARY OF YOUR RIGHTS UNDER THE FAIR CREDIT REPORTING ACT is attached to this document.
By your signature below, you hereby authorize us to obtain a consumer report and/or an investigative report about you in
order to consider you for employment/volunteer status. This authorization is valid and effective for your entire
employment/volunteer relationship with the City and the City may procure multiple reports during the course of your
employment/volunteer status based on this authorization. The City’s Personnel Policies and Procedures, Section 3.2.7,
Background Checks for Volunteer Positions of Trust requires a background investigation to be done not less than once
each year for volunteers in such positions.
Applicant’s Name: __________________________________ Date of Birth: ________________
(please print clearly)
Applicant’s Address: ____________________________________________________________
City/State/Zip: __________________________________________________________________
Signature: _______________________________ Social Security# *: ______________________
Other Names Used in the Last Seven (7) years: _______________________________________
Parent Signature (if applicant is under 18 years of age):________________________________
Previous Out-of-State Address(es) in the Past Seven (7) years:
1. __________________________________________________________________________
Address City County State Zip Code
2. __________________________________________________________________________
Address City County State Zip Code
Please list any additional addresses on the back of this page.
****Give this disclosure with a copy of A Summary of Rights Under the Fair Credit Reporting Act to applicant.
Retain a copy of the release for your files.
*Providing your social security number is mandatory and essential in order to conduct a background check for employment/volunteer
purposes. Solicitation of your number for this purpose is permitted by state and federal law. rev. 3/27/07
For HR Use Only
Provided Bureau Results to ______________________________________ Date __________ Okay to Hire _____ Initials ______
Comments
**MANAGER/SUPERVISOR/DESIGNATE MUST COMPLETE THIS SECTION:**
Dept _______________________________ Contact ________________________________ Phone _______ Date __________
Classified _____ Unclassified Mgmt _____ Contractual _____ Hourly _____ Volunteer _____
Report to run: SSN/Criminal_____ DMV_____ Not at time of hire_____ Other ___________________________________
Provided Summary of Rights under the Fair Credit Reporting Act _____ Reference #
Administrative Services
Purchasing Divison
215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707
www.fcgov.com
ADDENDUM No. 2
P1064 Background Screening Services
SPECIFICATIONS AND CONTRACT DOCUMENTS
Description of RFP: P1064 Background Screening Services
OPENING DATE: 3:00 P.M. (Our Clock) June 22, 2007
To all prospective bidders under the specifications and contract documents described above,
the following changes are hereby made.
QUESTIONS AND ANSWERS:
1. Please clarify your request for Fair Credit reporting Act (FCRA) certified. There
are different entities that offer certification. Please be clear on what certification
you are requesting and who it is offered by.
Compliance with all applicable provisions is required and certification is
preferred, but not required. City does not have a specific list of certifications for
FCRA. Potential providers must describe in their proposal how the company
stays current with changing local, state, and federal laws and regulations related
to these services, and how they insure compliance.
2. We use a sub-contractor that is FCRA certified that runs all of our credit
checks. Is this acceptable that our sub-contractor has the certification vs. the
prime?
Yes.
3. Is the City of Ft. Collins is willing to separate out the two portions of the bid for
potential employees and customers?
The City's preference is to award the RFP to one vendor, but reserves the right to
split if it is in the best interest of the City.
4. When it states that contractor must be fully bonded, please clarify as this is
not a standard in our industry. If a company is fully insured, will that suffice?
Bonding is not required. Company needs to be fully insured per minimum
requirements in the RFP document.
5. Who is the incumbent contractor?
Kroll
6. Please describe the search requests included in your fraud screenings.
The fraud screenings are to verify and validate that the individual's name on the
service application matches the Social Security Number (SSN). If these do not
match, in most cases it will alert us to other false statements, and could result in
the customer being requested to come in to show a picture I.D. and driver’s
license, if these are not available, then a deposit request may be in order.
7. Please clarify the type of credit report you want. Is this for employees,
contractors, volunteers or Utilities customers? There are different credit reports
for employment purposes vs. customers.
• Utilities does not need credit reports.
• For HR, see answer for question 9.
8. Please expand on the product you want for Risk Management.
This is to be used by Utilities as a "Risk ID" source, to identify customers
applying for service with multiple names, and invalid or non-matching Social
Security numbers. Goal is to minimize the risk of fraud and verify the identity of
the customer with whom Utilities intends to do business.
9. Please clarify the services you want for Public Records related to financial
history. Are you looking for Bankruptcies, Liens and Judgments?
City may be interested in bankruptcies, leans or judgments, or normal credit
reports for a very few special cases (high level finance positions).
10. Clarify on the product requested "Driving Record, lifetime for criminal history
and DUI / DWAI charges and convictions, including out of state". Are you referring
to results from a Driving Record, Criminal Record (that pertain to Driving
offenses), or both?
• The Federal Motor Carrier Safety Regulation 391.23 requires the current plus
three years MVR as stated below:
"(a)(1) An inquiry into the driver's driving record during the preceding 3 years
to the appropriate agency of every State in which the driver held a motor
vehicle operator's license or permit during those 3 years." Most states are
including life time DUI history.
• Referring to results from Driving Record.
11. Section I, Background, clarify what you mean by "Fraud Screenings”.
See Answer for question 6.
12. In Section I, Background, clarify how many City of Fort Collins users will need
access to our applications for pre-employment, volunteer screening, and utilities
screening.
• Utilities has 18 that will be using the system.
• HR does not anticipate anyone needing access. See answer for question 16.
13. In Section III, Scope of Services, Item 1, Explain what is contained in your
specific FCRA background check form - can you provide a sample?
See attached FCRA form sample.
14. Section III, Scope of Services, Item 2g, Explain how you would like the risk
management scanning performed. Will this be a one-time scan, or more like a
monitoring scan that will be performed at a set interval - yearly, every six months,
etc.? Are you looking for scoring?
• See answer for question 23 for risk management system.
• Utilities is not in need of scoring, nor the customer's financial history.
• HR is not in need of scoring.
15. Section III, Scope of Services, Item 2g, explain what types of information you
seek for public records relating to a customers' financial history. Is this referring
to prior history before becoming one of your utilities customers? What will this
information be used for?
Utilities is only trying to verify and validate the customer’s name and Social
Security number to know they match, and the person we are signing up for
service (because it is done over the phone) is in fact who they claim to be.
Utilities expects to process about10,000 requests each year due to the volume of
the student population coming and going at Colorado State University. Once
staff is trained on how to retrieve the information, there should be no need for
Utilities future consultations.
16. Section III, Scope of Services, Item 5, Explain what you will require as
"handling" of State specific forms - will this include entering information into the
forms, storing the forms, etc.? Can you provide a sample of the State form?
It is HR’s request that provider enter FCRA forms that will be faxed to you, and
provider will notify someone at the City of the results. Therefore, HR does not
anticipate anyone needing access.
• In order to release information, several states require that their state forms be
completed by the candidate in addition to the FCRA form. e.g.: IOWA, see
sample attached. HR is requesting that the provider have these forms
available and work with the employees who will be forwarding complete forms
to provider for input and results, to ensure that the proper forms are filled out
and submitted.
17. Section III, Scope of Services, Items 6 and 7, Detail what the initial
consultations will involve, how frequently these consultations are held, and by
what methods (phone, email, etc.) the consultations are held.
• Initial consultations for HR typically happen on the phone and are the result of
a background check that has come back with an issue e.g.: assault. The
provider would contact them to determine if they have any documentation to
support that the information/result is false. Notices of adverse information
and adverse action would need to be sent (mail or email) to the candidate. It
is difficult to determine the frequency, in some weeks none, and in others
maybe 2. Also, if SSN’s do not match the person, they need to provide proof
that the SSN is theirs.
• Once staff is trained on how to retrieve the information, there should be no
need for Utilities future consultations.
18. How many are in customer service and how many in a collections/credit role?
Utilities has 18 that will be using the system, 12 Customer Service
Representatives and 6 Credit/Collection personnel.
19. What sort of special reporting capabilities is the City looking for?
• Nothing at this time for Utilities.
• HR would like to have firm tell us (for requested timeframes) how many
checks they have performed and how many were criminal hits that needed to
be resolve.
• Firm should identify in their proposal any special report capabilities.
20. The City's current pricing is done a la carte. Would you be interested
in package pricing or is it preferable to select services from a menu as needed?
• City prefers to select services from a menu as needed
• HR and Utilities will need separate menus.
21. Does the Utilities department require FICO scores for its applicants?
City is not in need of scoring, nor the customer's financial history. Utilities goal is
only trying to verify and validate the customer’s name and social security
number.
22. What is the nature of the public records relating to financial history that the
City is looking for?
• Utilities does not need customer's financial history.
• HR may be interested in bankruptcies, liens or judgments, or normal credit
reports for a very few special cases used in the hiring of (high level finance
positions).
23. What sort of risk management system do you current have in place?
• Currently use Kroll’s RiskID which scans for inconsistencies in a person’s
history to help identify potential fraudulent or misrepresentation of
information.
• Also currently use Kroll’s SocialID that performs both a SSN verification and
validation.
Please contact David M. Carey, CPPB, C. P. M., 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.
DISCLOSURE TO EMPLOYMENT/VOLUNTEER APPLICANT REGARDING
PROCUREMENT OF A CONSUMER REPORT (including a criminal history report)
In connection with your application for employment/volunteer status, the City of Fort Collins may procure a consumer
report/criminal history on you as part of the process of considering your candidacy as an employee/volunteer. Additionally,
Sections 382.413, 391.23, & 391.25 of the Federal Motor Carrier Safety Regulations may require a report for certain positions.
The investigation conducted in conjunction with the report may include an investigation of your personal
employment/volunteer history, education, financial, and credit records, public records concerning your driving record, civil
and criminal court records, county, state and federal tax liens, notices of default and bankruptcies, and other records as may be
appropriate. In the event that information from the report is utilized in whole or in part in making an adverse decision with
regard to your potential employment/volunteer status, before making the adverse decision, the City will attempt to provide
you with a copy of the consumer report/criminal history and a description in writing of your rights under the federal Fair
Credit Reporting Act.
The Fair Credit Reporting Act gives you specific rights in dealing with consumer reporting agencies. A copy of A
SUMMARY OF YOUR RIGHTS UNDER THE FAIR CREDIT REPORTING ACT is attached to this document.
By your signature below, you hereby authorize us to obtain a consumer report and/or an investigative report about you in
order to consider you for employment/volunteer status. This authorization is valid and effective for your entire
employment/volunteer relationship with the City and the City may procure multiple reports during the course of your
employment/volunteer status based on this authorization. The City’s Personnel Policies and Procedures, Section 3.2.7,
Background Checks for Volunteer Positions of Trust requires a background investigation to be done not less than once
each year for volunteers in such positions.
Applicant’s Name: __________________________________ Date of Birth: ________________
(please print clearly)
Applicant’s Address: ____________________________________________________________
City/State/Zip: __________________________________________________________________
Signature: _______________________________ Social Security# *: ______________________
Other Names Used in the Last Seven (7) years: _______________________________________
Parent Signature (if applicant is under 18 years of age):________________________________
Previous Out-of-State Address(es) in the Past Seven (7) years:
1. __________________________________________________________________________
Address City County State Zip Code
2. __________________________________________________________________________
Address City County State Zip Code
Please list any additional addresses on the back of this page.
****Give this disclosure with a copy of A Summary of Rights Under the Fair Credit Reporting Act to applicant.
Retain a copy of the release for your files.
*Providing your social security number is mandatory and essential in order to conduct a background check for employment/volunteer
purposes. Solicitation of your number for this purpose is permitted by state and federal law. rev. 3/27/07
For HR Use Only
Provided Bureau Results to ______________________________________ Date __________ Okay to Hire _____ Initials ______
Comments
**MANAGER/SUPERVISOR/DESIGNATE MUST COMPLETE THIS SECTION:**
Dept _______________________________ Contact ________________________________ Phone _______ Date __________
Classified _____ Unclassified Mgmt _____ Contractual _____ Hourly _____ Volunteer _____
Report to run: SSN/Criminal_____ DMV_____ Not at time of hire_____ Other ___________________________________
Provided Summary of Rights under the Fair Credit Reporting Act _____ Reference #