TITLE: Pre-Employment Background Screening Services & Employee Motor Vehicle Record Searches

Transcription

1 Northeast Ohio Regional Sewer District Human Resources Department REQUEST FOR PROPOSAL TITLE: Pre-Employment Background Screening Services & Employee Motor Vehicle Record Searches A. Background The Northeast Ohio Regional Sewer District s Human Resources Department (hereinafter referred to as the District ) is requesting proposals to deliver the types of pre-employment background screening services (hereinafter referred to as background screening ) described in Appendix I. The District will use these services to assist in making hiring decisions in accordance with District policy. B. Scope of Services The District anticipates background screenings will be conducted per year. This estimate is made with no guarantee of total number of requests for screening services as the volume of requests will vary based on available resources, the quantity and types of positions, or other variables. Additionally, the District may wish to request an annual motor vehicle report on all active employees (600+ individuals). Service providers must indicate whether their organization has the capacity to develop and deliver the types of background checks services needed by the District and as described in Appendix I of this report. Requirements The District requires that prospective service providers have the ability to deliver the necessary background screening services needed by the District and meet the following criteria: 1. Present and demonstrate a comprehensive employment background screening program and service delivery model compliant with the Fair Credit Reporting Act and other applicable Federal, State, and Local laws. 2. Ability to provide all of the services listed in Appendix I which will provide the District the flexibility to request the type of background screening services needed which is based on the position and business necessity. Upon request from the District, Service Provider shall provide background screening reports via as PDF document(s) or Service Provider hosted website, or through an HRXML compliant portal through the District s HRMS system (Oracle). 3. The District reserves the right to refer individuals who may have questions regarding their report (i.e. Criminal history, motor vehicle, etc.) directly to the Service Provider furnishing the background screening report(s). Service Provider shall provide contact information to which these inquiries can be referred. 4. Upon request of applicant, Service Provider shall furnish and deliver report(s) to the applicant at no cost to the District. 5. Upon request of applicant, Service Provider shall furnish and deliver a copy of the Fair Credit Reporting Act to applicant at no cost to the District. 6. Service Provider will utilize their own technology, such as computers, website or any other equipment required to deliver employment background screening services to the District. 7. Service Providers must assign an account representative who will serve as the District s primary point of contact and will be responsible for overseeing and ensuring that the District is receiving timely responses to service requests and delivery of employment background screening services 8. The Service Provider, their designated account representative, program coordinator and/or staff, shall be under the supervision of the District s Manager of Talent Acquisition and ultimately the District s Director of Human Resources.

2 Relevant Experience Required The Service Provider must have experience and a proven track record of providing pre-employment background screening services. It is highly desirable that the Service Provider possess previous experience providing pre-employment background screening services to organizations in the public sector including local government agencies. Performance Measures Once a contract is signed the District will evaluate the Service Provider on the following: 1. Services delivered, including timely completion and delivery of background screening reports requested. 2. Adherence to agreed upon price structure in the delivery of services. 3. Ability to produce quality assurance documentation. 4. Preparation of comprehensive reports describing and documenting the types of services being delivered to the District. The District places a high degree of value on the timely delivery of background screening services AND on the accuracy of the information contained within the issued reports. E. Billing System Billing Requirements Service Provider shall provide itemized invoicing. Invoice shall include candidate name, department contact, and an itemized list of background check services ordered, along with the cost associated with each item purchased. Ideally, Service Provider will be HRXML compliant in order to integrate service delivery with the District s HRMS (Oracle). F. Management Reporting The Service Provider shall provide a monthly report to the District. The report shall be due no later than the 5th business day after the end of the previous month, and shall include a summary of all services provided including: 1. Type of background check services ordered. 2. The authorized District representative ordering the service. 3. Date background screening services were ordered. 4. Name of applicant(s) being screened. 5. Date background screening report was sent to the District. 6. Itemized cost of each background screening service requested. 7. Total cost of monthly services. Every six months from the start of the contract, representatives from the District and from the Service Provider shall discuss the services being provided and other related issues. G. Proposal Instructions To allow for easier comparisons of all submitted proposals during the evaluation process, a specific format with a description of submittals is as indicated. Contents shall be as follows: 1. Scope of Services - Describe how background screening services will be provided. Include: (a) detailed listing and description of tasks, (b) deliverables, (c) expected turnaround times for delivery of background check services described in Appendix I. 2. Experience and Capacity - Describe qualifications of staff who will be assigned to the project including Professional experience, education and any other relevant information demonstrating ability to provide required services.

3 3. Current Customers: Provide a list of current customers, highlighting experience providing these services to government/public service entities. 4. References Provide a minimum of three (3) references: A complete reference could include: Organization name, contact information and title of a representative within the organization, length of service provision relationship. 5. Quality Assurance Describe steps taken to ensure that data retrieved on individuals is current and accurate. Please indicated sources and methods used to retrieve data (i.e. court records, database searches, etc.). 6. Use of Subcontractors Indicate if subcontractors are utilized. If so, provide resumes, specific applicable experience, and the specific services they will be providing. 7. Financial Stability - Provide a copy of most recent annual report. 8. Cost - Indicate proposed total cost of services, including: detailed list of background screening services, how costs were determined, and payment billing schedule. Service Providers must submit a proposal for all services listed in Appendix I. Service providers should specifically address any service they are unable to perform. 9. Integration with Oracle Describe Service Provider s HRXML compliance and ability to integrate service delivery with the District s HRMS (Oracle). 10. Insurance - Provide a response indicating professional liability insurance coverage. 11. Documents Provide a sample of proposed billing, as well as a sample of all documents/reports listed in Appendix I. H. Date and Time Proposal Must be Delivered Proposals must be received by 4:30 p.m. Eastern Standard Time on November 21, 2011 I. Acceptance of Proposals The District reserves the right to: a. Consider as acceptable only those proposals submitted in accordance with the solicitation. b. Reject, as unacceptable, proposals deleting or altering technical requirements. c. Reject, as unacceptable, proposals that are not received by the District by the specified date and time and at the specified address. J. Submission of Written Proposal Service Provider is requested to submit five (5) signed and dated hard copies of the proposal. Write the title of the RFP on the front of the return envelope. Send proposals to: Attn: Paulette Steve HR Associate Northeast Ohio Regional Sewer District 3900 Euclid Avenue Cleveland, OH stevep@neorsd.org

4 K. Evaluation Criteria Proposals will be evaluated based on the following criteria: 1. Service Fit: How well the scope of services offered meets the District s objectives and needs. 2. Experience and Capacity: Qualifications, experience and diversity of the staff assigned to this project and a review of references. 3. System Development and Implementation: Organization, management approach and involvement for the development and implementation of a quality and user friendly background check process and system. 4. Service Delivery Start Date: The ability of the proposing organization to provide employment background check services beginning on January 1, Proposal Format: The overall quality, thoroughness (scheduling details/start dates) and clarity of the proposal. 6. Quality Assurance: The steps and measures the Service Provider takes to make sure the data it retrieves on individuals being screened is up to date and accurate. 7. Service Delivery Methodology: The types of service delivery methods proposed including, but not limited to, the Internet, physically reviewing court records, face to face interviews, telephone screening, etc. The degree to which the employment background screening services can be delivered electronically via the Internet, , etc. in a safe and secure manner. 8. Service Time: The length of time it takes to receive the results for a criminal background check, a qualifications check, etc. measured from the time the service request is made by the District to the time the results are delivered by the vendor to the Human Resources Department. 9. Cost Structure: The total cost of the services proposed and the individual cost of each of the services described in Appendix I. 10. Billing Methodology: The type of billing proposed by the Service Provider. 11. Financial responsibility and capacity of the company: Service Provider s financial capacity and resources to deliver these services for the duration of the contract and beyond should the District want to retain the Service Provider for a longer period of time. 12. Integration with Oracle HRMS: HRXML compliance and ability to integrate future service delivery with the District s HRIS (Oracle)

5 L. Project Schedule - Request for Proposals, Selection of Vendor and Awarding of Contract The District will be following the schedule as outlined below. The District plans to select a vendor and award a contract on or about November 28, The anticipated effective date of the contract will be on or after January 1, Event Request for Proposals ed Date November 15, 2011 Last day for vendors to ask questions (via ONLY to stevep@neorsd.org) November 17, 2011 Receive Written Proposals November 21, 2011 Evaluate Written Proposals November 28, 2011 Final Evaluations Completed November 28, 2011 Select Vendor/Award Contract November 28, 2011 Begin Services January 1, 2012

6 Appendix I - Services Descriptions 1. U.S. Federal Court Records: Search the candidate s background for evidence of a criminal or bankruptcy proceedings (legal/finance positions only) within the appropriate Federal District. 2. County Criminal Records: Search for criminal history on the candidate, if any within the chosen county. Information may include case number, date filed, charges, disposition date, disposition and sentence. 3. National/State Criminal Records 4. Motor Vehicle Records: Search record of the candidate s history operating a motor vehicle. Information may include Issuing Authority, traffic violations/infractions, license class/type, current status, issue date, expiration date and restrictions. 5. Employment Verification: Verify, with past employers, title/position(s) held, salary/wage history, dates of employment. 6. Education Verification: Verify the candidate s enrollment and/or verify degree conferred at educational institutions indicated by applicant; including major and minor courses of study, type of degree, degree earned, state of issue, and honors. 7. Professional License Verification: Verify that the candidate has been issued a professional license, including the current status of license, issue date, expiration date and record of disciplinary action. 8. Social Security Number Validation: Verify the candidate s social security number. (Additionally, may identify home addresses that the candidate failed to disclose.) 9. Alien Status Verification: Verify the candidate s legal right to work within the United States. 10. Office of Foreign Assets Control (to include the Specially Designated Nationals List) (OFAC). 11. US State Department Non-Proliferation List 12. Excluded Parties List System (EPLS) 13. Office of Inspector General (IOG) 14. Terrorist Watch List 15. Credit History 16. Social Media Searches 17. Address History: Verify the candidate s home addresses within the past 5 years 18. Alias Searches 19. Gaps in Employment or Unlisted Employers: Identify gaps in employment and verify if applicant has worked for employers not listed on the application 20. Pre-Adverse Action & Adverse Action Letters: Issue letters to candidates in compliance with the Fair Credit Reporting Act