RFQ No. 20-15-EG Background Checks - ADDENDUM NO. 2

Agency: County of Spotsylvania
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 561611 - Investigation Services
Posted Date: Mar 25, 2020
Due Date: Mar 30, 2020
Solicitation No: RFQ No. 20-15-EG
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  • RFQ No. 20-15-EG Background Checks - ADDENDUM NO. 2
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    Addendum #2
    to
    Spotsylvania County
    RFQ #20-15-EG
    For
    Background Checks
    March 25, 2020
    Addendum #2 to Request For Quotes #20-15-EG is issued in accordance with the RFQ Terms &
    Conditions and is intended to provide additional information and clarification to bidders.
    Addendum #2 consists of two (2) items which are listed below, attached hereto and made a part
    hereof to RFQ #20-15-EG.
    ITEM 1 - QUESTIONS AND ANSWERS
    1. In the background check package what services are you looking for in the package
    (example , ssn tracer , sex offender , country criminal , national criminal search ).
    The County requires a 10-year address trace to verify the applicants current address and
    identify previous addresses to determine the most appropriate jurisdiction(s) in which
    local searches are conducted. Social Security Verification, Address Trace, National
    Criminal Record Search, Sex Offender Registry, Local Criminal Search, National
    Criminal Record Search and Sex Offender Registry
    2. Does the County seek a flat rate fee for all services, or may we provide a list of pass-
    through fees, charged by various government entities (county, state, DMV, etc) who
    charge us to access their records? We can provide a listing of these fees as they are
    charged, by entity, without markup. This should be a flat fee per applicant.
    3. Are there any pain points/issues with your current vendor? NO
    4. What types of criminal investigations does the County require? County Criminal?
    National Criminal? Federal Criminal? Statewide Criminal? Are there any other
    investigations required that are not of a criminal nature?
    The County requires a 10-year address trace to verify the applicants current address and
    identify previous addresses to determine the most appropriate jurisdiction(s) in which
    local searches are conducted. Social Security Verification, Address Trace, National
    Criminal Record Search, Sex Offender Registry, Local Criminal Search, National
    Criminal Record Search and Sex Offender Registry
    5. Is the County interested in packages which perform residence history searches and alias
    name searches for utilization in criminal research? No - Please search Social Security
    traces which verifies the NAME, DOB and Address History.
    6. Maintaining FCRA compliance, one primary person will need to be designated to receive,
    along with a disclosure noting FCRA guidelines, which will need to be acknowledged by
    Spotsylvania. Also, while information may be submitted on line, in a secured
    environment, we have found it much more efficient and compliant to submit completed
    request via Email to the specified individual, utilizing secured PDF documents, providing
    a summary list of convictions and attached supporting documents, i.e. copy of court
    transcripts, sex offender etc.. Is this an acceptable method of delivery of reports?
    Results are provided to Spotsylvania County online.
    7. With regards to applicants, can you provide the number of applicants who live in VA vs.
    other states? All applicants are VA residents
    8. What searches are you wanting pricing on or included in the background check package?
    The County requires a 10-year address trace to verify the applicants current address and
    identify previous addresses to determine the most appropriate jurisdiction(s) in which
    local searches are conducted. Social Security Verification, Address Trace, National
    Criminal Record Search, Sex Offender Registry, Local Criminal Search, National
    Criminal Record Search and Sex Offender Registry
    9. Exactly what services are you receiving today for the $15 flat price?
    Some of the answers given to similar questions were somewhat confusing a 10 year
    history to determine which jurisdictions to research can vary widely between applicants.
    The County requires a 10-year address trace to verify the applicants current address and
    identify previous addresses to determine the most appropriate jurisdiction(s) in which
    local searches are conducted. Social Security Verification, Address Trace, National
    Criminal Record Search, Sex Offender Registry, Local Criminal Search, National
    Criminal Record Search and Sex Offender Registry
    10 Do you prefer County searches or statewide searches where available? BOTH
    11. Question regarding the wording in the RFQ. Under Attachment A Minimum
    Requirements (It should be the only paragraph on page 16) See reference below.
    Background Check Completion: The vendor shall perform an official verified
    background check on name(s) submitted by the County or submitted by a volunteer for
    the County. Background check results shall be returned within 48 hours of submission
    (consideration will be given if the County submits a high volume of background checks
    at one time). We are not requiring employment or credit searches.
    My questions is concerning the word official. What are you needing to consider the
    background check “official”. Would there need to be a statement on the research results
    from the agency who provided the results (for example the Virginia State Police). What
    is provided now with regards to this requirement.
    A search of data from multiple criminal records sources from all 50 states and the District
    of Colombia. Search to include criminal data from criminal courts, state criminal record
    repositories, probation prison parole and release files, sex offender registries and other
    governmental agencies, OFAC, other Homeland Security databases as well as additional
    proprietary criminal history data. Sex offender registries from all 50 states should be
    included in this search
    12. When we give our price quote should that price be all inclusive including all
    Government/court fees and 3rd party fees or will vendors be allowed to submit a list of
    fees that we can be added to our quoted price when we invoice the county?
    This should be a flat fee per applicant.
    13. What type of items do you want included in the background check?
    Should the we perform a current county level criminal check/Federal district criminal
    check/Social security address search/National data base check? Please specify
    The County requires a 10-year address trace to verify the applicants current address and
    identify previous addresses to determine the most appropriate jurisdiction(s) in which
    local searches are conducted. Social Security Verification, Address Trace, National
    Criminal Record Search, Sex Offender Registry, Local Criminal Search, National
    Criminal Record Search and Sex Offender Registry
    14. The proposal outlines 800 background checks a year, and it states “no employment or
    credit searches” required. What services does the County request in their package for
    pricing? And/or a la carte pricing?
    The County requires a 10-year address trace to verify the applicants current address and
    identify previous addresses to determine the most appropriate jurisdiction(s) in which
    local searches are conducted. Social Security Verification, Address Trace, National
    Criminal Record Search, Sex Offender Registry, Local Criminal Search, National
    Criminal Record Search and Sex Offender Registry
    15. The proposal provides a Service Level of 48 hours from submission for completed report.
    Depending on your preferred screening products requested in the background package,
    would you consider using the Hire Right standard SLA’s in the contract process? NO we
    are screening Volunteer Applicants who work with programs.
    16. Three references are quested in this proposal, considering the recent global & national
    pandemic, would you allow additional time for us to connect with our clients for
    permission to use them as a reference? No
    17. It seems that a County employee and/or volunteer will be entering the information into
    the background screening portal. Since background screening requires PII, such as SSN,
    DOB and etc. Will the county employee / volunteer have access to this information for
    entry? Or prefer the would “contractor” or “volunteer” to enter the information
    themselves? County Employees will be entering information
    ITEM 2 - REVISED SPECIFICATIONS ATTACHMENT A
    Revised Specifications Attachment A is attached and made part of Addendum #2 to
    Request for Quotes 20-15-EG
    The Revised Specifications reflects the following change:
    Remove the following language:
    The vendor shall complete governance information governance questionnaire.
    Bidder shall acknowledge receipt of this Addendum on the Quote Form.
    Elaine Guinn
    Elaine Guinn
    Procurement Officer I
    March 25,2020
    Date
    REVISED ATTACHMENT A
    Spotsylvania County Specifications
    For
    Background Checks
    March 18, 2020
    SUMMARY:
    The Spotsylvania County Parks and Recreation Department requires that all contracted
    instructors and volunteer youth sports coaches in sports management programs working with the
    Department have a background check as described herein performed prior to starting work in the
    Department.
    The Spotsylvania County Parks and Recreation Department anticipates 800 background checks
    to be performed annually. Any awarded contract will serve the needs of the Spotsylvania County
    Parks and Recreation Department and may be used by other approved Spotsylvania County
    Departments should future needs arise. The Spotsylvania County Procurement Department will
    work with the awarded vendor to address any future Spotsylvania County Department(s) needs.
    The awarded vendor shall invoice each requesting Department directly. The awarded vendor
    shall invoice on a monthly basis based upon the total number of searches submitted by the
    requesting Department.
    MINIMUM REQUIREMENTS:
    The vendor shall have at least five years of experience as a background check service provider.
    The vendor shall be accessible during the County’s normal business hours, 8:00 a.m. to 4:30 p.m.
    Monday through Friday.
    The vendor shall ensure that all background checks comply with Fair Credit Reporting Act
    (FCRA) standards
    Website Access: The vendor shall provide a website link to Spotsylvania County staff to login
    and enter the data to perform the background checks. The results should indicate what, if any,
    records are found and details on the found records. The login access will allow Spotsylvania
    County staff to view individual reports and verify the background check has been completed and
    determine status of the volunteers by having access. The site shall be maintained by the awarded
    vendor who will provide Spotsylvania County with sufficient notice (at least 72 hours in
    advance) of site maintenance/updates that need to be performed.
    Background Check Completion: The vendor shall perform an official verified background check
    on name(s) submitted by the County or submitted by a volunteer for the County. Background

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