26-059 Employee Background Screening Services

Request for Proposal No.: 26-059
Bid Title: Employee Background Screening Services
Contract Administrator: Miranda Duke
Deadline for Quesons: 9:00 AM CDT on August 3, 2026
Proposal Due Time/Date: 9:00 AM CDT on August 7, 2026
Opening Locaon: 112 Spragins Street Huntsville, Alabama 35801
Huntsville Ulies is seeking bids for the above-menoned project located in Huntsville, Alabama. Sealed proposals
must be received by the City of Huntsville, a municipal corporaon within the State of Alabama, d/b/a/ Huntsville
Ulies, by mail, at P.O. Box 2048, Huntsville, AL, 35804, or personal delivery, at the locaon and on or before the
date menoned above.
Bidder instrucons, including pre-bid meeng(if applicable), Cerficates of Insurance (if required) and specificaons,
are provided in the bid documents. The contractor shall furnish all supervision, labor, materials, supplies, tools,
equipment, and transportaon necessary to perform the work called for under this contract in a mely, safe, and
professional manner. All quesons and requests for this bid packet should be emailed to the Contract Administrator
signed below.
No bid may be withdrawn aer the scheduled closing me for the receipt of bids for a period of ninety (90) days.
The right to reject any and all bids is reserved.
Your assistance in meeng our requirements is appreciated.
Miranda Duke
Miranda Duke
Contract Administrator
Purchasing Department
256-535-1435
miranda.duke@hsvul.org

ATTACHMENT A
SEGMENT 1
TERMS AND CONDITIONS
1. SUBMISSION OF PROPOSAL
The Bidder shall submit an original hard copy of the Bidder's Proposal Checklist, Proposal Form,
Proposal Guarantee and any other required documents/forms that are specified in the Bid Letter,
Addendums, or Bid Packet and a USB drive of the complete proposal, including copies of all documents
required to the appropriate purchasing agent as detailed on the Bid Letter.
2. RIGHTS RESERVED
Huntsville Utilities reserves the right to consider each item separately. Huntsville Utilities reserves all
rights to make advantageous decisions for the betterment of Huntsville Utilities customers.
3. STATE BID LAW
Huntsville Utilities adheres to the provisions as set forth in Title 39 Public Works Act and Title 41 State
Government Section 16 Public Contracts of the Code of Alabama.
4. Responsibility for assuring bid arrival at bid opening place prior to bid opening rests with the bidder.
Huntsville Utilities is under no obligation to pay postage-due on bid packages.
5. All correspondence regarding the referenced invitation for bid must be submitted in writing via email
to the appropriate purchasing agent.
6. Bids written in pencil will not be accepted.
7. Errors may not be corrected by the Contractor after bid opening; however, Huntsville Utilities reserves
the right in our evaluation to verify entries that appear to be obvious arithmetic, typing, or similar
errors. When discrepancies exist between soft copy and hard copy submittals, the hard copy will
govern.
8. Unsigned bids will not be accepted.
9. Late bids will not be opened, considered for evaluation, nor returned to the bidder. Incomplete bids
will not be considered.
10. A bid may be withdrawn prior to bid opening only after written request from Bidder and upon
acknowledgement by purchasing agent.
11. The Bid must be received in the format specified. The Bidder may submit supplemental information
on USB Drive submittal.
12. PROPOSAL
Owner reserves the right to request cost breakdown information and to negotiate any price submitted
by bidders. Owner reserves the right to make award to other than the low bidder or to award a
subcontract based upon the original price proposals without negotiation, provided that the contract
is awarded to the lowest, responsible and responsive bidder. Bidders are encouraged to provide their
most favorable price when bidding. All blank spaces for bid prices must be filled in. The bidder may
present alternative proposals and we reserve the right to consider alternative proposals.
13. A copy of a valid Alabama Contractor's license must accompany each bid, if required. Failure to comply
with this provision (if required), shall result in disqualification of bidder.
A.S1 REV.02.25 1 of 3

ATTACHMENT A
SEGMENT 1
TERMS AND CONDITIONS
14. BID SECURITY
If required per Bid Letter, each bid must be accompanied by a cashier's check drawn on an Alabama
bank or a bid bond executed by a surety company dully authorized and qualified to make such bonds
in the State of Alabama payable to the City of Huntsville, Alabama, d/b/a Huntsville Utilities for an
amount not less than five percent (5%) of the bidder's bid, but in no event more than ten thousand
and no/100 ($10,000.00).
15. The Attorney-in-Fact who executes these bonds must file a notarized and effectively dated copy of his
power of attorney. If required by State Statute, certifications of a resident agent shall also be provided.
16. All cashier's checks or bid bonds can be returned to all but the lowest bidders. The remaining cashier's
checks and bid bonds can be returned after the Owner and successful Bidder have executed the
Contract, or, if no award has been made, upon the demand of the Bidder at any time thereafter, so
long as they have not been notified of the acceptance of their bid.
17. Any successful Bidder, upon their failure or refusal to execute and deliver the Contract and the
required Performance Bond, Payment Bonds, insurance documents and any other bonds which may
be required by the Contract Documents, required within fifteen (15) days after they have received
notice of the Owner's acceptance of their bid, shall forfeit to the Owner, as liquidated damages for
such failure or refusal, the security deposited with their bid. Exceptions to this requirement will be
considered upon written request.
18. ADDENDA AND INTERPRETATIONS
No interpretation of the meaning of the plans, specifications or other pre-bid documents will be made
orally to a Bidder. Each request for such interpretation or clarification shall be made in writing to the
owner's representative listed for the project. All interpretations and supplemental instructions will be
issued in the form of written addenda which, if issued, will be sent via email to all prospective bidders.
Failure of any Bidder to receive such addendum or interpretation shall not relieve such Bidder from
any obligation under their bid as submitted. All addenda shall be acknowledged by the Bidder in the
Proposal, and failure to do so may be cause for the bid to be considered non-responsive.
19. BIDDER'S UNDERSTANDING
Bidder must fully understand the conditions relating to the project, and it is mandatory that each
bidder has made themselves familiar with the Contract Documents in its entirety. Failure to do so shall
not relieve a successful Bidder of their obligation to furnish all material and labor necessary to carry
out the provisions of the Contract, nor of their obligation to enter into a contract and complete the
work in strict accordance with the Contract. The bidder, in carrying out this work, shall employ such
methods or means that will not cause any interruption of or interference with the work of any other
performance for this project or another project or work performed by Huntsville Utilities. .
20. LAWS AND REGULATIONS
The Bidder's attention is directed to the fact that all applicable State laws, municipal ordinances, and
the rules and regulation of all authorities having jurisdiction over construction of the project shall
apply to the Contract throughout, and they shall be deemed to be included in the Contract Documents
the same as though herein written out in full.
21. SALES AND USE TAXES
A.S1 REV.02.25 2 of 3

ATTACHMENT A
SEGMENT 1
TERMS AND CONDITIONS
The Bidder shall be responsible for any and all local, State, and Federal taxes which may be charged
in association with the required materials and labor which the Contractor is required to furnish for
this Project. The Owner, who maintains a tax-exempt status, will pay no taxes.
22. CONTRACT DOCUMENTS
All work on this project shall be performed in accordance with the Contract Documents, which consist
of all documents pertained in the bid packet, including but not limited to Advertisement Notice, Bid
Letter, Bidding Terms and Conditions, General Conditions, Special Conditions, Scope and Statement
of Work, Proposal, Pricing Format, required forms, addenda's, agreements, contracts, instructions or
bonds, bidders submission, etc., which are to be considered an integral part of the Contract
Documents whether or not attached hereto.
23. Should any conflicts or discrepancies be found between the parts, the order of precedence as listed
in the General Conditions shall prevail.
24. METHOD OF AWARD
The basis for award shall be the Proposal from the lowest responsible and responsive Bidder that, in
the Owner's sole and absolute judgement, will best serve the interests of the Owner. The Owner also
reserves the right to reject all bids and execute the work with his own forces or re-bid the entire
Project or any part thereof.
25. GOVERNING LAW AND LEGAL VENUE
Alabama law, without regard to its conflicts of law provisions, shall exclusively apply to the Agreement,
questions of immunity related to HU, and any disputes between the Parties. Any provisions of the
Agreement or the Addendum that may be considered a consent to suit or a waiver of immunity by HU
is hereby stricken and rendered null and void. HU does not consent to binding arbitration. Exclusive
jurisdiction and venue of any claims shall lie in the United States District Court for the Northern District
of Alabama, Northeastern Division (Huntsville), or the Circuit Court of Madison County, Alabama. All
Parties to the Agreement shall comply with all laws and regulations governing their activities pursuant
to the Agreement. Each party shall be responsible for its own attorney fees regarding enforcement of
the Agreement or in collecting any amounts due or resulting from any breach of the Agreement.
26. The Owner reserves the right to reject any Proposal not in compliance with the Contract Documents,
or to waive any irregularities or informalities at their sole discretion.
A.S1 REV.02.25 3 of 3

ATTACHMENT B
SEGMENT 1
BIDDER'S PROPOSAL CHECKLIST
Required at Required Required of
Item Bid Opening After Award New Vendor Submitted
Bidder's Proposal Checklist
Bidder Qualification Form
Bid Bond
Non-Collusion Affidavit
Copy of AL Contractor License Not Required
Pricing Sheet
Proposal Guarantee
City of Huntsville Business License
Madison County Business License
Mutual Non-Disclosure Agreement
Conflict of Interest Form
Contract
Maintenance Bond(if required) Not Required
Performance Bond Not Required
Payment Bond Not Required
Insurance Policies or COI
Insurance Submission Tracking Form
Contractor Safety & Health Questionnaire Not Required
E-Verify Affidavit
Certified Copy of Insurance Policy(s)

(Attachment C.S1)
Independent Information Security Report
Not Required
(if required)
IT Project Security Questionnaire(if
Not Required
required)
Vendor Application
Vendor Code of Conduct
W-9 Form v.2024
Addendum Acknowledgement
Addendum 1 Addendum 5 Addendum 9
Addendum 2 Addendum 6 Addendum 10
Addendum 3 Addendum 7 Addendum 11
Addendum 4 Addendum 8 Addendum 12
Additional Documents Required
RESERVED: HU Added Document Bidder Added Document
RESERVED: HU Added Document Bidder Added Document
RESERVED: HU Added Document Bidder Added Document
RETURN THIS DOCUMENT
B.S1 REV.03.23 1 of 1

ATTACHMENT C
SEGMENT 1
Insurance Requirements
Awarded Recipient (whether Contractor, Firm, Consultant or Agent) hereafter referred to as Agent, agrees
to indemnify, hold harmless, and defend the Owner, Engineer, the City of Huntsville, members of the
Huntsville Utility Boards or their representatives, employees, agents or servants from and against any and
all liability for loss, damages, attorney fees, and expenses which the Owner, Engineer, the City of
Huntsville, members of the Huntsville Utility Boards or their representatives, employees, agents or
servants, may suffer or be held liable by reason of injury or damage to any person or property arising out
of or in any manner connected with the operations to be performed under this Contract whether or not
due in part to any act, omission, or negligence of the Owner, Engineer, the City of Huntsville, members of
the Huntsville Utility Boards, or to any of their representatives, employees, agents or servants.
Without limiting any of the Agent's obligations under this Contract, the Agent shall, at his expense, provide
and maintain the following minimum limits of insurance:
A) Worker's Compensation - Statutory limits in accordance with the laws of the State of Alabama
covering all employees who perform work or any of the obligations assumed by the Agent under this
Agreement and a waiver of subrogation.
B) General Liability (ISO Form CG0001 - CG 20 10 & CG 20 37, October 2001 Edition or most current)
- Bodily injury, property damage and personal injury coverage for 1) commercial form; 2) premises
operation; 3) products/completed operations hazard; 4) contractual insurance; 5) broad form property
damage: 6) independent contractors; 7) personal injury; minimum limits of $1,000,000.00 and 8) a waiver
of subrogation.
C) Automobile Liability (ISO Form CA0001) - Bodily injury and property damage combined including
coverage for 1) commercial form; 2) Owned/Hired/Non-Owned Vehicles used in connection with this
Contract; minimum limits of coverage of $1,000,000.00 and 3) a waiver of subrogation.
D) Builder's Risk - Builder's Risk All Risk Insurance coverage for one hundred percent (100%) of the
contract price (applicable to construction contracts only) and a waiver of subrogation.
E) Excessive Liability - Bodily injury and property damage combined Umbrella Form Coverage, with
minimum combined limits of $2,000,000.00 and a waiver of subrogation.
F) Privacy/Network-Security Liability ('Cyber') - Cyber Liability Insurance coverage with minimum
limits of coverage of $3,000,000.00 (applicable to information technology Contracts only) and a waiver of
subrogation. Insurance in an amount not less than three million dollars ($3,000,000) per claim and in the
aggregate; such insurance policy shall cover liabilities arising out of Agent's acts, errors, omissions, breach
of duty, and/or misrepresentations or nonperformance related to Services provided by Agent, including:
infringement of copyright and trademark rights; invasion of privacy; information or data alteration, theft,
loss or destruction; release of private information; computer system extortion; network security failure;
payment-card liabilities and costs; regulatory defense, fines, and penalties; media liability; consumer
credit monitoring expenses; and breach response costs (including cyber-extortion losses, data-recovery
costs, breach response (including the costs both of notifications and of legal, forensic, and public-relations
crisis-management), business interruption (due to security breach and/or system failure), dependent
business loss (due to security breach and/or system failure), fraudulent instruction, and funds-transfer
fraud).
C.S1 REV.05.2025 1 of 4

ATTACHMENT C
SEGMENT 1
Insurance Requirements
G) Professional Liability (Errors & Omissions) - $1,000,000.00 each claim and in the aggregate. Such
insurance shall cover any and all errors, omissions or negligent acts in the delivery or performance of
products, services and/or licensed programs under this agreement. Such Professional Liability insurance
shall include coverage for claims and losses with respect to network risks (such as data breaches,
unauthorized access/use, identity theft, invasion of privacy, damage/loss/theft of or to data, degradation,
downtime, etc.) and intellectual property infringement, such as copyrights, trademarks, service marks and
trade dress. The Professional Liability Insurance retroactive coverage date shall be no later than the
effective date of this agreement. Agent shall continuously maintain such insurance or purchase an
extended reporting period providing that claims first made and reported to the insurance company within
two (2) years after termination of the agreement will be deemed to have been made during the policy
period.
Any Subcontractor employed by the Contract shall be governed by the same insurance requirements as
stated for the Prime Contractor.
The Agent shall, before the executed date of the Contract, deliver to Owner the Agent's Certificate of
Insurance (COI) and shall be endorsed by separate endorsement naming Owner as additional insured,
where applicable. Blanket additional insured endorsements will not be accepted. Also required is a
separate endorsement stating that no change will be made in the policies, nor will they be cancelled for
any reason, including non-payment of premiums, without first giving ten (10) days written notice to the
Owner. Huntsville Utilities reserves the right to require removal of endorsements and/or exclusions at our
discretion if we determine that such endorsements and/or exclusions limit coverage for the Utilities.
Accompanying the COI and separate endorsements should be a letter stating that the policies (to include
the policy numbers) are true, correct and complete copies. This letter should be signed by the agent with
their contact information and title stated clearly on the page (see attached example). The letter must also
include the language referencing governmental immunity found in the attached example. Full policies
may be required when applicable, as required when notified by Owner.
All policies shall be written with insurance companies licensed to do business in the State of Alabama
which are acceptable to the Owner. The Agent shall present to the Owner a current up to date Certificate
of Compliance issued by the State of Alabama Insurance Department which will show that each insurance
company proposed for use is presently authorized to transact business in the State of Alabama. A
certificate of Compliance must accompany each policy submitted to be approved by the Owner. If the
Agent's insurance companies are not licensed to do business in the State of Alabama, the Agent can
provide the AM Best Rating for each company. Failure to provide the required and specified policies,
Certificate or other information and material as described herein may or might result in cancelation of
contract by Owner or, at the sole discretion of Owner, charging Agent for time and effort as Owner deems
reasonable and necessary in securing all such policies, Certificates and other information in the form and
content as required herein.
Insurance Requirements - State of Alabama A current, up-to-date Certificate of Compliance showing an
insurance company is presently authorized and licensed to do business in the State of Alabama can be
secured by calling the State of Alabama Department of Insurance, Montgomery, Alabama, Telephone
number: (334) 241-4151, and requesting a current, up to date Certificate of Compliance showing that an
insurance company is authorized and licensed to transact business in the State of Alabama.
C.S1 REV.05.2025 2 of 4

ATTACHMENT C
SEGMENT 1
Insurance Requirements
Certificates should be written to the following address.
City of Huntsville d/b/a Huntsville Utilities
PO BOX 2048
Huntsville, Alabama 35804
Project Type
la n o is s e f o r P e c iv r e S s k r o W c ilb u P c v S la n o is s e f o r P e n t i O S - g n ir e e n ig n E e c iv r e S c v S g n ir e e n ig n E e n t i O S - d iB la ir e t a M e c iv r e S d e g a n a M d iB d e t a le R T I t c a r t n o C / d iB
Insurance Requirements
Worker's Compensation Policy & waiver of subrogation
General Liability Policy & waiver of subrogation
Automobile Liability Policy & waiver of subrogation
Excessive Liability Policy & waiver of subrogation
Builder's Risk Policy & waiver of subrogation (building/renovation)
Policies list Huntsville Utilities as additionally insured
Professional Liability (Errors & Omission)
Cyber Liability (Privacy/Network-Security Liability)

*May be required
Ten (10) day cancellation notice (including cancellation for non-

payment)
Certificate of Compliance for State of Alabama
Signed letter from Insurance Agent with all policy numbers stating

they are true, accurate & complete
C.S1 REV.05.2025 3 of 4

ATTACHMENT C
SEGMENT 1
Insurance Requirements
C.S1 REV.05.2025 4 of 4

ATTACHMENT C
SEGMENT 2
INSURANCE SUBMISSION TRACKING FORM
The bidder or their insurance company/agent must submit proper insurance documents for review. Below is a list of
the items that are specifically required for contract award and completion:
Dates Requirement
Req. Submitted Approved Submit certified insurance policies of the types and coverages specified in the bid
documents.
Certified Worker's Compensation Policy
Waiver of subrogation
10-day Notice of Cancellation for any reason; including non-payment
Certified General Liability Policy w/minimum coverage of $1,000,000
Waiver of subrogation
10-day Notice of Cancellation for any reason; including non-payment
Separate endorsement naming HU as additionally insured
Certified Automobile Liability Policy w/minimum coverage of $1,000,000
Waiver of subrogation
10-day Notice of Cancellation for any reason; including non-payment
Separate endorsement naming HU as additionally insured
Certified Builder's Risk Policy at 100% of contract price
Waiver of subrogation
10-day Notice of Cancellation for any reason; including non-payment
Separate endorsement naming HU as additionally insured
Certified Excessive Liability Policy and Umbrella Coverage with minimum combined
limits of $2,000,000
Waiver of subrogation
10-day Notice of Cancellation for any reason; including non-payment
Separate endorsement naming HU as additionally insured
Certified Cyber Liability Policy w/minimum coverage of $3,000,000
Waiver of subrogation
10-day Notice of Cancellation for any reason; including non-payment
Separate endorsement naming HU as additionally insured
Certified Professional Liability Policy w/$1,000,000 each claim and in the aggregate
10-day Notice of Cancellation for any reason; including non-payment
Separate endorsement naming HU as additionally insured
Certificate of Compliance issued by the State of Alabama Insurance Department
which will show that each insurance company proposed for use is presently
authorized to transact business in the State of Alabama.
The requirements listed above should be submitted within 15 days of receipt of Intent to Award Letter. Delay of the
insurance submittals could result in the disqualification of the bidder. By submitting, the bidder hereby agrees to
comply with the submission of the required documents within the allotted time set forth and understands the risk of
non-compliance.
RETURN THIS DOCUMENT
C.S2 REV.03.23 1 of 1