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HomeMy WebLinkAboutRFP - 9223 BACKGROUND SCREENING SERVICESRFP 9223 Background Screening Services Page 1 of 25 REQUEST FOR PROPOSAL 9223 BACKGROUND SCREENING SERVICES PROPOSAL SUBMISSION DEADLINE: 3:00 PM MT (RMPES Clock), NOVEMBER 20, 2020 The City of Fort Collins is requesting proposals from qualified Vendors to conduct a variety of pre- employment processes including background and drug screening, I-9 form electronic management and storage, and E-Verify. The ability to integrate with the City’s Applicant Tracking System, Cornerstone, is preferable. As part of the City’s commitment to Sustainable Purchasing, proposals should be submitted online through the Rocky Mountain E-Purchasing System (RMEPS) at http://www.bidnetdirect.com/colorado/city-of-fort-collins. Note: please ensure adequate time to submit proposals through RMEPS. Proposals not submitted by the designated Opening Date and Time will not be accepted by the system. All questions should be submitted, in writing via email, to Beth Diven, Buyer at bdiven@fcgov.com no later than 5:00 PM MST (our clock) on November 11, 2020. Please format your e-mail to include: RFP 9223 Background Screening Services in the subject line. Questions received after this deadline may not be answered. Responses to all questions submitted before the deadline will be addressed in an addendum and posted on the RMPES webpage. Rocky Mountain E-Purchasing System hosted by Bidnet A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins. This RFP has been posted utilizing the following Commodity Code(s): 918-85 Personnel/Employment Consulting. 961-30 Employment Agency and Search Firm Services (Including Background Investigations and Drug Testing for Employment). Prohibition of Unlawful Discrimination: The City of Fort Collins, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award. The City strictly prohibits unlawful discrimination based on an individual’s gender (regardless of gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age 40 years or older, marital status, disability, sexual orientation, genetic information, or other characteristics protected by law. For the purpose of this policy “sexual orientation” means a person’s actual or perceived orientation toward heterosexuality, homosexuality, and bisexuality. The City also strictly prohibits unlawful harassment in the workplace, including sexual harassment. Further, the City strictly prohibits unlawful retaliation against a person who engages in protected activity. Protected activity includes an employee complaining that he or she has been discriminated against in violation of the above policy or participating in an employment discrimination proceeding. The City requires its vendors to comply with the City’s policy for equal employment opportunity and to 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 RFP 9223 Background Screening Services Page 2 of 25 prohibit unlawful discrimination, harassment and retaliation. This requirement applies to all third-party vendors and their subcontractors at every tier. Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. Vendors may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, the Vendor may redact text and/or data that it deems confidential or proprietary pursuant to CORA. Such statement does not necessarily exempt such documentation from public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other applicable law. Generally, under CORA trade secrets, confidential commercial and financial data information is not required to be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. All provisions of any contract resulting from this request for proposal will be public information. Vendor Registration: The City requires new Vendors receiving awards from the City to fill out and submit an IRS form W-9 or W-8BEN/W8-BEN-E(international firms) and requires all Vendors to accept Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Please do not submit with your proposal; however, if you take exception to participating in Direct Deposit (Electronic) payments please clearly note such in your proposal as an exception. The City may waive the requirement to participate in Direct Deposit (Electronic) payments at its sole discretion. 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. Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. The selected Vendor shall be required to sign the City’s Services Agreement prior to commencing Services (see sample attached to this Proposal). Sincerely, Gerry Paul Purchasing Director RFP 9223 Background Screening Services Page 3 of 25 I. BACKGROUND & OBJECTIVE / OVERVIEW A. Objective The City of Fort Collins is requesting proposals from qualified Vendors to conduct a variety of pre-employment processes including background and drug screening, I-9 form electronic management and storage, and E-Verify. The ability to integrate with the City’s Applicant Tracking System, Cornerstone, is preferable. B. Background The City of Fort Collins (City) conducts background and drug screenings for selected persons who apply for employment, seek personal services contracts with, and/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 Services Agreement with a provider who specializes in providing necessary pre-employment services for prospective employees, contractors, or volunteers. • The total number of background screenings conducted by the City in 2019 through Human Resources was 693 for prospective employees and contractors and 6,538 for volunteers. • The total number of drug screenings conducted by the City in 2019 was 780. • The total number of I-9 forms processed in 2019 was 791. II. SCOPE OF PROPOSAL A. Scope of Work The City Human Resources Department may require any or all of the following services for prospective employees, contractors, or volunteers: 1. Perform data entry of the Fair Credit Reporting Act (FCRA) or background check forms. Vendor should also offer the option to permit the perspective employee or volunteer to enter the information into the system on-line. 2. Background screening services for each prospective employee, contractor, or volunteer which may include any or all of the following: • Regular Basis: a. Social Security Number (SSN), verification and validation. b. Name and Address Trace. c. Date of Birth. d. Criminal Records, check for seven (7) years including appropriate County, State, and Federal bureaus. e. Current Residence and, for criminal history, Previous Residences for up to seven (7) years prior. RFP 9223 Background Screening Services Page 4 of 25 f. Driving Record, lifetime for criminal history and DUI / DWAI charges and convictions, including out of state. g. Pre-employment drug screening h. Driving Record, for moving violations, up to seven (7) years history. i. Motor Vehicle License(s), validity of currently-held. j. 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. OFAC Compliance f. Random drug testing 3. Electronic Processing and Storage of I-9s and E-Verify Integration a. Electronic I-9 Form management b. Electronic I-9 storage c. Auditing and compliance 4. Authorized Users a. Human Resources will designate the names of people who shall serve as the City’s Primary Authorized Users. b. Additional Authorized Users must be approved in writing by appropriate City Primary Authorized User. c. Human Resources will designate certain Authorized Users as restricted to obtaining Motor Vehicle Driving Record and Department of Transportation (DOT) Employment Verification only. 5. Any driving related reporting must be reportable separately from any other information. 6. Any screening services requested from the regular basis list must be received by City within two (2) business days of the official request being submitted to the Vendor. 7. 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. RFP 9223 Background Screening Services Page 5 of 25 8. 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. 9. Vendor must implement reasonable policies and procedures to detect, prevent and mitigate the risk of identity theft in compliance with the Identity Theft Red Flags Rules found at 16 Code of Federal Regulations part 681. Further, Vendor must take appropriate steps to mitigate identity theft if it occurs with one or more of the City’s covered accounts. B. Product and Service Descriptions 1. Social Security Number Validation The SSN Validation determines if the applicant has provided a social security number validly issued by the US Government, the year and state in which the social security number was issued, and if any death benefits have been filed. 2. Name and Address Trace Reveals all names associated with a social security number, past and present addresses, and suspected fraudulent use of a social security number. Results can be cross referenced to addresses supplied by the applicant to ensure the integrity of the information on the job application. Information is acquired through credit bureaus, phone records, historical credit records and property records. 3. Criminal History Check a) County Court Criminal Record Checks Searches County court record checks are the most comprehensive source of information for criminal activity and typically yield the most accurate and current data available. County search results provide criminal charges, dates, sentencing and disposition, for felonies and/or misdemeanors in the county seat court. Detailed dockets and supporting information are typically available. Vendor accesses all 3,300+ counties. b) Colorado Multiple County Criminal Record Checks Vendor provides consolidated access to all available Colorado county court records. c) Statewide Criminal Record Checks Vendor conducts rigorous and ongoing testing for the quality, timeliness, accessibility, and content of state repositories and continually updates the “Premier Preferred States List” to illustrate where statewide data is comparable to a county court record check. Data available may reflect arrest or disposition information obtained by police departments, county cases forwarded from local courts, or other criminal data housed by the state. In non-preferred states, Vendor automatically conducts county court record checks. d) Federal Court Record Checks Federal search results provide information on criminal activity that occurred outside the county or state jurisdiction and was prosecuted at the federal RFP 9223 Background Screening Services Page 6 of 25 district court level. Examples of criminal activity include kidnapping, drug trafficking, interstate transportation of stolen goods, bank robbery, and embezzlement. Federal court record checks typically yield low percentage hit rates and only involve the most serious crimes. e) International Criminal Searches These can be completed on an “a la carte” as requested basis. 4. National Criminal Offender Scan A National Criminal Offender Scan is used to identify criminal activity in jurisdictions outside of current and previous residence and employment geographical locations. Although national criminal record checks provide the broadest coverage available, the data is compiled from court and non-court records including information from the Department of Correction’s incarceration, parole, and release files, Administrative Office of Court records, and state and county criminal records and often contains information that may not be usable in the hiring process. To mitigate the potential liability inherent with other screening services national scans, Vendor automatically researches any potential hit/record directly with the court. 5. Motor Vehicle Driving Record Vendor will obtain the candidate’s Motor Vehicle Driving Record to cover at a minimum the previous three years, but possibly up to seven years (including any available Commercial Driver License (“CDL”) information when applicable) from each state for which the candidate provides a license number and state of issue. 6. Standard Employment and Department of Transportation (DOT) Employment Verification Information is solicited for such items as dates of employment, position or title, wages and salary, attendance record, reasons for leaving, eligibility for re-hire, job duties, evaluation of work performance, interaction with others, and disciplinary actions. The DOT Employment Verification is conducted as a supplement to the standard employment verification. Vendor’s staff will promptly and professionally solicit answers to six questions required by the Federal DOT in the Code of Federal Regulations. This verification provides deeper insight into the applicant’s previous testing levels, refusals to test, violations to the DOT prohibitions, rehabilitation program participation and reportable accidents. 7. Sex Offender Registry Check The Sex Offender Registry check provides information regarding felony and misdemeanor convictions of any sexual assault, aggravated sexual assault, aggravated criminal sexual contact, and/or kidnapping. Reports offer the offense date, charge and offense classification, and additional identifiers if available. Individuals on these registries are required to register in the state in which they reside. Vendor can search a single state or conduct a National Sex Offender Registry search. State policies vary and may only provide information on high risk/repeat offenders. RFP 9223 Background Screening Services Page 7 of 25 8. Quick Check for “Flagging” Issues Applies a pass, review, or fail grade to each applicant according to customer specific hiring criteria. To simplify the hiring process, improve compliance and hiring uniformity, maintain candidate privacy and reduce critical time to hire. Avoid unlawful employment practices associated with Title VII of the Civil Rights Act of 1964, the Americans with Disabilities Act (ADA), and the Age Discrimination in Employment Act (ADEA), by applying consistent customer criteria to every applicant. 9. I-9 Verification Quickly and easily verifies the work authorization of newly hired employees through the Department of Homeland Security (DHS) or eVerify. Falling under the jurisdiction of U.S. Citizenship and Immigration Service’s (USCIS) Systematic Alien Verification for Entitlements (SAVE) Program, Vendor is able to conduct employment verification of potential candidates. 10. Applicant Information Self Entry Permits the pre-hire candidate to complete and submit key personal data for employee verification. Using a secure web-page the candidate completes the necessary (user defined) data that automatically initiates the screening services. 11. Education Confirmation Vendor will verify all relevant education obtained based on the information provided by the candidate or by City. Vendor will attempt to verify International Education “a la carte” as requested. 12. Credit Report This report allows the employer insight to the applicant’s level of fiduciary responsibility. This nationwide check is conducted in compliance with the Fair Credit Reporting Act (FCRA) and all applicable county, state, and federal laws. 13. Military Service Verification In addition to verifying information an applicant provides on his or her job application or resume, this product offers detailed reports regarding military service. The report provides such details as dates of service, rank, pay, character of service, job description and/or specialties, decorations and medals, performance, and reason for discharge. 14. Workers’ Compensation Claim History Provides a history of the applicant’s work related injuries filed by the employer. Searches assist employers in placing new hires in positions suited to their physical abilities. Reports usually include claim information, injury type, date, and case number. These reports adhere to the provisions of the Americans with Disabilities Act (ADA). An applicant must have been given a “conditional offer of employment” prior to executing a Workers’ Compensation search. RFP 9223 Background Screening Services Page 8 of 25 15. Patriot Act Scan (Terrorist Watch List) This service identifies individuals designated as terrorists by the Office of Foreign Asset Control (“OFAC”) through a comprehensive search of US agencies as well as international sources. 16. Credential and Professional License Verification Checking an applicant’s professional license or credentials verifies the qualifications and the integrity of the applicant by confirming that credentials and licenses stated on a job application or resume are correct. 17. Bundled, Flat-Rate, All-Inclusive Packages To manage costs, improve compliance and ensure consistency, Vendor can create unlimited flat-rate, all inclusive, roll-specific packages. Packages can be created and priced during implementation. Based on the best-practices of other Vendor clients, the following packages are recommended. Alternative or additional packages can be created and priced during implementation. Inclusive means there will be NO additional third-party fees charged. BASIC PACKAGE • A Social Security Number Validation. • A Name and Address Trace to pre-determine jurisdictions to search for criminal records. • A Nationwide Sex Offender Registry Check Based on the applicant’s disclosure and the results of the Name and Address Trace: • Each additional County Court Criminal History Check may be ordered • Each additional Colorado Multiple County Court Record Check may be ordered for an INCLUSIVE fee (there are no third party fees for Colorado Multiple County Court Checks). C. Minimum Qualifications Each Vendor who proposes must meet the following qualifications: 1. The Vendor 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 Vendor 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 ensures compliance. 2. The Vendor 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 Vendor must RFP 9223 Background Screening Services Page 9 of 25 identify the specific technology and processes used and describe how that sets the Vendor apart from others in this field, including any special report capabilities. The proposal must also list all information databases that are available to the Vendor. 3. The Vendor must be fully bonded and Fair Credit Reporting Act (FCRA) certified, including each appropriate employee and subcontractor. In addition, the Vendor must have Professional Liability Insurance that meets or exceeds the requirements of the City. D. Anticipated Schedule The following represents the City’s target schedule for the RFP. The City reserves the right to amend the target schedule at any time. • RFP issuance: October 30, 2020 • Question deadline: 5:00 PM MT on November 11, 2020 • Proposal due date: 3:00 PM MT (our clock) on November 20, 2020 • Interviews (tentative): Week of December 7, 2020 • Award of Contract (tentative): December 2020 • Contract Start Date: January 1, 2021 E. Interviews In addition to submitting a written proposal, the top-rated Vendors may be interviewed by the RFP assessment team and asked to participate in an oral presentation to provide an overview of the company, approach to the project and to address questions. The evaluation criteria for the oral interviews will be the same as the criteria for the written evaluations and is included in Section IV. Because of recent events involving COVID-19, the City may use non-traditional methods for the optional interview phase of the assessment process. The City will receive and score written proposals. However, instead of traditional in-person interviews for the optional interview session, the City may opt to use alternate methods including, but not limited to remote interviews through a platform such as Microsoft Teams or Zoom. F. Subcontractors Vendors will be responsible for identifying any subcontractors in their proposal. Please note that the City will contract solely with the awarded Vendor; therefore subcontractors will be the responsibility of the Vendor. G. Laws and Regulations The Vendor agrees to comply fully with all applicable local, State of Colorado and Federal laws and regulations and municipal ordinances. H. Invoicing and Payment Invoices should be emailed monthly to invoices@fcgov.com with a copy to the Project Manager. The cost of the work completed shall be paid to the Vendor each month following the submittal of a correct invoice by the Vendor indicating the project name, Purchase RFP 9223 Background Screening Services Page 10 of 25 Order number, task description, personnel/work type category, rate for each work type category, and date of the work performed. Payments will be made using the prices listed on the agreed-to Price Schedule. In the event a service is requested which is not listed on the Price Schedule, the Vendor and the City will negotiate an appropriate unit price for the service prior to the Vendor initiating such work. The City pays invoices on Net 30 terms. I. COVID-19 Compliance. The Vendor and its subcontractors shall comply with all state, county, and local laws, ordinances, and public health orders established to reduce the spread of COVID-19, as applicable. The Vendor shall ensure employees and subcontractors with COVID-19 symptoms do not report to the job site. Vendor must organize work to ensure individuals minimize contact and maximize social distancing. Individuals must wear all standard worksite personal protective equipment (PPE). In addition, individuals should wear a mask or cloth face covering consistent with OSHA and other applicable safety requirements. III. PROPOSAL SUBMITTAL Please limit the total length of your proposal to a maximum of fifteen (15) double sided or thirty (30) single sided 8 ½ x 11” pages (excluding cover pages, table of contents, dividers and Vendor Statement form). Font shall be a minimum of 10 Arial and margins are limited to no less than .5” for sides and top/bottom. Extended page sizes, such as 11” x 17”, count as a single page. Please, no embedded documents. Proposals that do not conform to these requirements may be rejected. Vendors are required to provide detailed written responses to the following items in the order outlined below. The responses shall be considered technical offers of what Vendors propose to provide and shall be incorporated in the contract award as deemed appropriate by the City. A proposal that does not include all the information required may be deemed non-responsive and subject to rejection. Responses must include all the items in the order listed below. It is suggested that the Vendors include each of the City’s questions with their response. The City of Fort Collins shall not reimburse any Vendor for costs incurred in the preparation and presentation of their proposal. A. Cover Letter / Executive Summary The Executive Summary should highlight the content of the proposal and features of the program offered, including a general description of the program and any unique aspects or benefits provided by your firm. Indicate your availability to participate in the interviews/demonstrations on the proposed dates as stated in the Schedule section. B. Vendor Information 1. Describe the Vendor’s business and background 2. Number of years in the business RFP 9223 Background Screening Services Page 11 of 25 3. Details about ownership 4. An overview of services offered and qualifications 5. Size of the firm 6. Location(s) of offices. If multiple, please identify which will be the primary for our account. 7. Primary contact information for the company including contact name(s) and title(s), mailing address(s), phone number(s), and email address(s). Complete Section V, Vendor Statement. C. Scope of Proposal 1. Provide a detailed narrative of the services proposed if awarded the contract per the scope above. The narrative should include any options that may be beneficial for the City to consider. 2. Describe how the project would be managed and who would have primary responsibility for its timely and professional completion. 3. Describe the methods and timeline of communication your firm will use with the City’s Project Manager and other parties. 4. Include a description of the systems, procedures, accessibility, results reporting, quality assurance, security, regulatory compliance and updates, to provide the described services in a timely and accurate manner. 5. Identify what portion of work, if any, may be subcontracted. 6. Provide a sample report covering the BASIC package described in the Scope of Services or your firm’s equivalent package. Please note: the sample report will not count towards the proposal page limits. D. Vendor Capability & Assigned Personnel Provide relevant information regarding previous experience related to this or similar Projects, to include the following: 1. Provide an Organization Chart/Proposed Project Team: An organization chart containing the names of all key personnel and sub consultants with titles and their specific task assignment for this Agreement shall be provided in this section. 2. References (current contact name, current telephone number and email address) from at least three similar projects with similar requirements, preferably for municipal and public agencies, that have been completed within the past five (5) years and that have involved the staff proposed to work on this project. Provide a description of the work performed. The Vendor authorizes City to verify any and all information contained in the Vendor’s submittal from references contained herein and hereby releases all those concerned providing information as a reference from any liability in connection with any information they give. 3. Please speak to the issues and/or opportunities related to the remote working situation arising from the COVID-19 Pandemic. 4. What adjustments to your processes have and do you plan to make due to COVID- 19? RFP 9223 Background Screening Services Page 12 of 25 E. Availability 1. Provide an outline of the schedule and timeline for providing requested services from receipt of background screening request to completion of the assignment. F. Sustainability/TBL Methodology In concise terms (no more than two pages), please describe your organization’s commitment to sustainability and supporting values. Address how your firm strives to incorporate all three aspects (social, environmental, and economic) of Triple Bottom Line (TBL) sustainable practices into the workplace. Provide examples along with any metrics used to measure success within your firm. Also provide examples of how your firm has incorporated all three aspects of TBL sustainable practices in previous similar projects. Some examples are provided below: 1. Environmental – Experience delivering projects / programs focused on environmental health priorities in the areas of climate resiliency, water quality and watershed protection, regulatory performance, management systems, air quality, renewable energy, sustainable building and design, construction materials management, and solid waste reduction. 2. Economic – Experience working and delivering projects with an emphasis on strategic financial planning, job creation, business development, asset management, various project delivery methods, value engineering, regional partnerships, transparency, stakeholder engagement, strategic investments, aging infrastructure, repurposing of existing facilities, and competing financial priorities. 3. Social - Experience working and delivering projects, programs, and/or initiatives that support Equity, Diversity, and Inclusion throughout your firm’s workplace, including leadership, and supply chain. Examples of this may be demonstration of working within cultural and language gaps, development of diversity programs, diverse project teams, equitable opportunity vendor supply chain, and how your firm has applied an equity lens to processes such as recruitment, hiring, purchasing, career pathways, salaries, and staff engagement. Each element of the TBL sustainability criteria will receive equal consideration in determining the final Sustainability/TBL score. G. Cost 1. Services List with detailed descriptions and costs (a-la-carte, bundled, flat-rate, and requested all-inclusive packages). H. Additional Information Provide any information that distinguishes Vendor from its competition and any additional information applicable to this RFP that might be valuable in assessing Vendor’s proposal. Explain any concerns Vendor may have in maintaining objectivity in recommending the best solution. All potential conflicts of interest must be disclosed. Exceptions to the Scope of Services and City Agreement (a sample of which is attached in Section VI) shall be documented. RFP 9223 Background Screening Services Page 13 of 25 IV. REVIEW AND ASSESSMENT CRITERIA A. Proposal and Interview Criteria Vendors will be evaluated on the following criteria. These criteria will be the basis for review and assessment of the written proposals and optional interview session. At the discretion of the City, interviews of the top-rated Vendors may be conducted. 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 3.0 Scope of Proposal Does the proposal address all elements of the RFP? Does the proposal show an understanding of the project objectives, methodology to be used and results/outcomes required by the project? Are there any exceptions to the specifications, Scope of Work, or agreement? 2.0 Vendor Capability & Assigned Personnel Does the Vendor have the resources, financial strength, capacity and support capabilities required to successfully complete the project on- time and in-budget? Has the Vendor successfully completed previous projects of this type and scope? 1.0 Availability Can the work be completed in a reasonable timeframe and in line with industry standards? 1.0 Sustainability/TBL Methodology Does the Vendor demonstrate a commitment to Sustainability and incorporate Triple Bottom Line methodology in both their Scope of Work for the project, and their day-to-day business operating processes and procedures? 2.0 Cost Does the proposal included detailed cost break- down for each cost element as applicable and are the line-item costs competitive? RFP 9223 Background Screening Services Page 14 of 25 B. Reference Evaluation Criteria Prior to award, the Project Manager will check references using the following criteria. Negative responses from references may impact the award determination. CRITERIA STANDARD QUESTIONS Overall Performance Would you hire this Vendor again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Vendor responsive to client needs; did the Vendor anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge If a study, did it meet the Scope of Work? If Vendor administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? RFP 9223 Background Screening Services Page 15 of 25 V. VENDOR STATEMENT Vendor hereby acknowledges receipt of the City of Fort Collins Request for Proposal and acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and other provisions set forth in the RFP. Additionally, Vendor hereby makes the following representations to City: a. All of the statements and representations made in this proposal are true to the best of the Vendor’s knowledge and belief. b. Vendor commits that it is able to meet the terms provided in this proposal. c. This proposal is a firm and binding offer, for a period of 90 days from the date hereof. d. Vendor further agrees that the method of award is acceptable. e. Vendor also agrees to complete the proposed Agreement with the City of Fort Collins within 30 days of notice of award. If contract is not completed and signed within 30 days, City reserves the right to cancel and award to the next highest rated Vendor. f. Vendor acknowledge receipt of addenda. Legal Vendor Name: Physical Address: Remit to Address: Phone: Name of Authorized Agent of Vendor: Signature of Authorized Agent: Primary Contact for Project: Title: Email Address: Phone: Cell Phone: NOTE: VENDOR STATEMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL. Official Purchasing Document Last updated 10/2017 RFP 9223 Background Screening Services Page 16 of 25 VI. SAMPLE AGREEMENT (FOR REFERENCE ONLY – DO NOT SIGN ) 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 ( ) page(s) and incorporated herein by this reference. Irrespective of references in Exhibit A to certain named third parties, Service Provider shall be solely responsible for performance of all duties hereunder. 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 , 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 a writing signed by the parties. 4. Contract Period. This Agreement shall commence , 20 , and shall continue in full force and effect until , 20 , unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed ( ) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. Written notice of renewal shall be provided to the Service Provider and mailed no later than thirty (30) days prior to contract end. 5. 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. 6. 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 Official Purchasing Document Last updated 10/2017 RFP 9223 Background Screening Services Page 17 of 25 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: Service Provider: City: Copy to: Attn: City of Fort Collins Attn: PO Box 580 Fort Collins, CO 80522 City of Fort Collins Attn: Purchasing Dept. PO 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. 7. Contract Sum. The City shall pay the Service Provider for the performance of this Contract, subject to additions and deletions provided herein, ($ ) as per the attached Exhibit " ", consisting of page(s), and incorporated herein by this reference. 8. 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. 9. 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. 10. Subcontractors. Service Provider may not subcontract any of the Work set forth in the Exhibit A, Statement of Work without the prior written consent of the city, which shall not be unreasonably withheld. If any of the Work is subcontracted hereunder (with the consent of the City), then the following provisions shall apply: (a) the subcontractor must be a reputable, qualified firm with an established record of successful performance in its respective trade performing identical or substantially similar work, (b) the subcontractor will be required to comply with all applicable terms of this Agreement, (c) the subcontract will not create any contractual relationship between any such subcontractor and the City, nor will it obligate the City to pay or see to the payment of any subcontractor, and (d) the work of the subcontractor will be subject to inspection by the City to the same extent as the work of the Service Provider. 11. 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 Official Purchasing Document Last updated 10/2017 RFP 9223 Background Screening Services Page 18 of 25 responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 12. 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 provided to the City under this Agreement or cause of action arising out of performance of this Agreement. 13. 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. 14. 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. 15. 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. 16. 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. 17. Indemnity/Insurance. Official Purchasing Document Last updated 10/2017 RFP 9223 Background Screening Services Page 19 of 25 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 , 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 Purchasing Director, 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. 18. 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. 19. 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. 20. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Service Provider represents and agrees that: a. As of the date of this Agreement: 1. Service Provider does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Service Provider will participate in either the e-Verify 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 “e-Verify Program”) or the Department Program (the “Department Program”), an employment verification program established pursuant to Section 8- 17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Service Provider shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. Official Purchasing Document Last updated 10/2017 RFP 9223 Background Screening Services Page 20 of 25 c. Service Provider is prohibited from using the e-Verify Program or Department Program procedures to undertake pre-employment screening of job applicants while this Agreement is being performed. d. If Service Provider obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Service Provider shall: 1. Notify such subcontractor and the City within three days that Service Provider 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 Service Provider 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. e. Service Provider 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. f. If Service Provider 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, Service Provider shall be liable for actual and consequential damages to the City arising out of Service Provider’s violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Service Provider violates this provision of this Agreement and the City terminates the Agreement for such breach. 21. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit - Confidentiality, consisting of one (1) page, attached hereto and incorporated herein by this reference. Official Purchasing Document Last updated 10/2017 RFP 9223 Background Screening Services Page 21 of 25 THE CITY OF FORT COLLINS, COLORADO By: Gerry Paul Purchasing Director DATE: ATTEST: APPROVED AS TO FORM: SERVICE PROVIDER'S NAME By: Printed: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: Official Purchasing Document Last updated 10/2017 RFP 9223 Background Screening Services Page 22 of 25 EXHIBIT A SCOPE OF SERVICES Official Purchasing Document Last updated 10/2017 RFP 9223 Background Screening Services Page 23 of 25 EXHIBIT (BID SCHEDULE/COMPENSATION) Official Purchasing Document Last updated 10/2017 RFP 9223 Background Screening Services Page 24 of 25 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 reduce coverage or limits and will not be cancelled, except after thirty (30) 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 $1,000,000 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. Official Purchasing Document Last updated 10/2017 RFP 9223 Background Screening Services Page 25 of 25 EXHIBIT CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement (the “Agreement”), the Service Provider 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 Service Provider has agreed to perform, the Service Provider 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 Service Provider 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 Service Provider shall not disclose any such information to any person not having a legitimate need-to-know for purposes authorized by the City. Further, the Service Provider 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 Service Provider 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 Service Provider 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 Service Provider ceases to perform services for the City, or the City so requests for any reason, the Service Provider 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 Service Provider understands and agrees that the City’s remedies at law for a breach of the Service Provider’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.