9223 BACKGROUND SCREENING SERVICES

Agency: City of Fort Collins
State: Colorado
Type of Government: State & Local
NAICS Category:
  • 561611 - Investigation Services
Posted Date: Nov 18, 2020
Due Date: Nov 25, 2020
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Option Title Description End Date
Download/View RFP 9223 BACKGROUND SCREENING SERVICES REQUEST FOR PROPOSAL Nov 25, 2020

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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
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
RFP 9223 Background Screening Services
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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
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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.
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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
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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
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