Request for Information (RFI) 1AHB1702 Background Check Services ISSUED DATE: 4/13/17 RESPONSES DUE: 5/1/17 1:00 P.M. CENTRAL TIME Company Name Address Suite, PO Box # City, State, Zip All questions regarding the Request for Information should be directed to: Ashley Baldwin OBFS, Strategic Procurement 202 Illini Plaza 1817 S. Neil St. Champaign, IL 61820 (217) 244-3732 ashleyb@uillinois.edu Send or deliver Proposal to: University of Illinois System Strategic Procurement ATTN: Ashley Baldwin RFI 1AHB1702 202 Illini Plaza 1817 S. Neil St. Champaign, IL 61820 Clearly mark RFI 1AHB1702 on the outside of the package.
1 A H B 1 7 0 2 P a g e 2 ESTIMATED TIMELINE: April 13, 2017 May 1, 2017, 1:00 Central Time Week of May 15-19 Date of Issue of the RFI Proposals Due Demos/Presentations 1. INTRODUCTION AND PURPOSE Introduction: The University of Illinois System is issuing a Request for Information (RFI) seeking information from the providers of background check services. For the purpose of this RFI, Background Checks are defined as employment screening services from federal, state, local and international government agencies and institutions. Purpose: The University of Illinois System is seeking information regarding background check services. The information provided should be based on experience with providing this type of service to like or similar size entities and/or higher education institutions. This Request for Information (RFI) is to seek information on what is available in the marketplace that would be applicable/useful for planning purposes. As a result of this RFI the University of Illinois System may subsequently develop a Request for Proposal (RFP). The issuance of this RFI does not commit the University of Illinois System to any procurement of services of any kind. A response to this FRI will not be a prerequisite for submitting a response to any subsequent RFP for the services for which information is being solicited. All information included in the RFI will be kept confidential. The University of Illinois System may share the information with the Big Ten Academic Alliance or any co-members of the Big Ten Academic Alliance. 2. UNIVERSITY OF ILLINOIS SYSTEM INFORMATION Background checks for the University of Illinois System will need to be provided for new hire activity and for current employees whose duties meet security sensitive standards, as established by university policies and individual campus guidelines. Below is a summary of the types and approximate number of background checks that were performed for the University of Illinois System in calendar year 2016. The University of Illinois System, however, would not be obligated under any Agreement to purchase this or any other amount from the Vendor.
1 A H B 1 7 0 2 P a g e 3 Service CY2016 Criminal Searches 10,440 Drug Testing 5 Education Report 1,400 Employee Credit 6 Employment 998 Global Sanctions & Enforcement 10,679 GSA/OIG Excluded & Prohibited Parties 10,440 Healthcare Sanctions 0 Motor Vehicle Reports 3 Other 0 Professional Reference Checks 0 Sex Offender Registry 10,440 SSN 10,440 Share with us your recommendations on how your services will work technically and in practice. Your recommendations should specifically address the University of Illinois System s concerns with services to a large, complex, academic setting in each of the areas below. Professional Services to support three separate university campuses and a university System Office, all with different procedural programs, needing background check services including the possibility of providing specialized/dedicated customer service and operation teams. Integration considerations, in terms of the ability to integrate with current HR systems. In particular integrations between the University applicant tracking system (HireTouch from ImageTrend) and support for single-sign on. Functionality such as candidate access and client access, integration with client HR systems, authentication, escalation, reporting are critical to our understanding of options. Workflow/Ease of Use from a system administrative perspective and general usability perspective. 3. SERVICES The Vendor responding to this information request should be currently providing background check services and have experience with providing these services to like or similar large, complex, entities or academic institutions.
1 A H B 1 7 0 2 P a g e 4 Recommend how the System would operate addressing the items listed below as it relates to your offering: a) Outline the different background check services that you provide and what is included in each and the pricing structure options (ex. packages and/or a la carte services). Include information on how searches are conducted when web-based repository information is not available and/or needs to be confirmed. Include information on the ability to customize packages/orders. Note: Please do not provide pricing information. b) Describe the web-based system you provide and give detail on how it would integrate into our current HireTouch system. Also, needed is the implementation process and timeline. c) Provide a workflow and details of the background check process, including automated vs manual processes. d) Provide details on if and how single sign-on is supported. e) Provide detail on turnaround times on background checks and gives examples instances where there might be delays and how these are addressed. f) Provide detail on how individual cases can be escalated/expedited at the request of the client. g) Provide detail on how disputes are processed and the turnaround time associated with resolutions. h) Provide information on response time to client and candidate contacts and the customer service model associated with that service. i) Provide an image of what your system s interface looks like for current pending searches and how scores or search determinations are marked in the system including the verbiage for scoring with definitions. j) Provide the process for updating and notifying the users of outages, problems, delays, duplications, disputes, etc. k) Describe your escalation procedures for customer and system issues. l) Describe the reporting that you provide, including client ad hoc reporting capability, and the accessibility to our users. m) Please fill out the Client Reference List provided in Attachment A. a. Three (3-5) references of current clients, including company/institution name, contact name, email address, telephone number, contract start and end dates, contract description of the type of services the company is performing for these clients and total value of contract (annual). NOTE: The Proposer certifies that it is empowered to use the names of references it provides and agrees that the University may contact these references. b. Three (3) recent references for contracts that were not renewed or were cancelled, if applicable, including company name, address, telephone number, email address, fax number, primary contact, and type of services the company was performing at the time of non-renewal or cancellation. NOTE: The Proposer certifies that it is empowered to use the names of references it provides and agrees that the University may contact these references. n) Provide examples of documentation about personnel background, including any relevant certifications, for key staff who typically would be assigned to provide the services. o) Provide any additional comments or suggestions you might have that you believe would be beneficial. This may include needs or desires that may be missing; emerging technologies; new software; innovative concepts. The University of Illinois System at its sole discretion may require a demo and/or presentations (in-person or via video conferencing method) to supplement the proposals the week of May 15-19, 2017. Presentations may be held at any of the University of Illinois System s campuses or another central
1 A H B 1 7 0 2 P a g e 5 location. For the Demo/Presentation please be prepared to answer the following: p) Describe the search process each background check including investigation, contact of applicant, resolving discrepancies, how many units or people it goes to, which databases are used. Please be detailed as possible in your answer. Give detail on your time service targets and how you intend to meet these goals. q) Please provide a tour of your system s interface and how it would integrate with our current HireTouch system. Examples of at least 3-5 background search requests shall be included. 4. SUBMIT RESPONSE BY MAY 1, 2017 BY 1:00 PM CST TO: Please submit one (1) original, five (5) copies, and one (1) electronic copy (on disc or flash drive) of the response for review. The material submitted in response to the RFI becomes the property of the University of Illinois System upon delivery to the Purchasing Division. Proposals may be shared with the Big Ten Academic Alliance and their member institutions. University of Illinois System Strategic Procurement ATTN: Ashley Baldwin RFI 1AHB1702 202 Illini Plaza 1817 S. Neil St. Champaign, IL 61820 Please contact Ashley Baldwin if there are questions. She can be reached as follows: Email: ashleyb@uillinois.edu
1 A H B 1 7 0 2 P a g e 6 The University of Illinois System would like to thank you in advance for reviewing the Request for Information (RFI) and hopefully assisting us in this effort. Please note that the University of Illinois System cannot reimburse you for any expenses associated with responding to this RFI, including travel and additional expenses for the demo/presentation. We appreciate your efforts and value your input. VENDOR: Company Name: Contact: Email: Phone Number: