Educational Service Unit #3 REQUEST FOR PROPOSAL INSTRUCTIONS GENERAL CONDITIONS AND SPECIFICATIONS FOR:

Transcription

1 Educational Service Unit #3 June 25, 2008 REQUEST FOR PROPOSAL INSTRUCTIONS GENERAL CONDITIONS AND SPECIFICATIONS FOR: Employment and Volunteer Background Investigation Services Proposal Deadline: July 16, :00 P.M. CST Page 1 of 10

2 EDUCATION SERVICE UNIT #3 REQUEST FOR PROPOSAL: Employment and Volunteer Background Investigation Services Educational Service Unit #3 is accepting proposals as specified in this document. Sealed proposals will be received in Administration Attn: Jan Glenn, 6949 S. 110 th St., Omaha, Nebraska, until: July 16, 2008 at 2:00 P.M., CST, for Employment and Volunteer Background Investigation Services. Any questions pertaining to the proposal procedure or specifications should be addressed to Jan Glenn, Director of Business Services either by to or by telephone at (402) The evaluation criteria herein will be used to determine which of the proposals, if any; ESU #3 may wish to accept. ESU#3 reserves the right to accept or reject any or all proposals, to waive all technicalities, and to accept the proposal(s) that is determined to be the best value to ESU #3. Recognizing that there are important considerations other than price, ESU #3 may not necessarily award to the Proposer with the lowest pricing. ESU #3 accepts no financial responsibility for any costs incurred by any Proposer in the course of responding to this request for proposal. SCOPE OF PROPOSAL: ESU#3 invites qualified vendors ( Proposers ) to submit proposals for Employment and Volunteer Background Investigation Services. The purpose of this RFP is to solicit proposals from vendors who wish to provide Criminal Background Investigation services to ESU #3. The RFP process:. Ensures a competitive, open and neutral process for evaluating and selecting a vendor. Conveys specific requirements that will require a tailored response. Facilitates the establishment of an ongoing contractual relationship with a vendor The successful Proposer shall provide services, as described below, designed to check the backgrounds of applicants for employment or volunteer activities in an effort to reduce the risk of persons with disqualifying criminal records being employed or accepted for volunteer activities. In this regard, the successful Proposer must be able to provide the following background check Packages and a la carte options together with proposed pricing for each option: SERVICE PACKAGES: A. One Year Unlimited Access to Criminal Record and Sex Offender Data Center which searches multiple criminal record and sex offender databases including sex offender data coming from 50 states and the District of Columbia, at least 20 statewide criminal record databases, and at least 38 statewide Department of Corrections databases for a flat annual fee. Proposer s Annual Price for Service: Does Proposer s Web-Based System Supply Instant Results on Data Center Background Checks? Yes No Does Proposer s Web-Based System Allow Multiple Names to be Submitted Simultaneously (i.e., batch processed ) through the Data Center Page 2 of 10

3 Search? Yes No If Yes, how many names can be submitted simultaneously and in what formats? B. Nebraska Search Package including a statewide Nebraska criminal record search covering all 93 counties, a search of a Criminal Record and Sex Offender Data Center which searches multiple criminal record and sex offender databases including sex offender data coming from 50 states and the District of Columbia, at least 20 statewide criminal record databases, and at least 38 statewide Department of Corrections databases, and a separate check of the Nebraska Department of Human Service s Child Abuse Registry Proposer s Price Per Initial Name: C. Iowa Search Package including a statewide Iowa criminal record search, a search of a Criminal Record and Sex Offender Data Center which searches multiple criminal record and sex offender databases including sex offender data coming from 50 states and the District of Columbia, at least 20 statewide criminal record databases, and at least 38 statewide Department of Corrections databases, and a separate check of the Iowa Department of Human Service s Child Abuse Registry Proposer s Price Per Initial Name: D. Additional AKA s (also known as) on same person for Packages B and C Proposer s Price Per AKA: E. Nebraska Search Plus Package including a Social Security Number Trace to identify history of past addresses, a statewide Nebraska criminal record search covering all 93 counties, a search of a Criminal Record and Sex Offender Data Center which searches multiple criminal record and sex offender databases including sex offender data coming from 50 states and the District of Columbia, at least 20 statewide criminal record databases, and at least 38 statewide Department of Corrections databases, and a separate check of the Nebraska Department of Human Service s Child Abuse Registry Proposer s Price Per Initial Name: Proposer s Price Per AKA: F. Iowa Search Plus Package including a Social Security Number Trace to Page 3 of 10

4 identify history of past addresses, a statewide Iowa criminal record search, a search of a Criminal Record and Sex Offender Data Center which searches multiple criminal record and sex offender databases including sex offender data coming from 50 states and the District of Columbia, at least 20 statewide criminal record databases, and at least 38 statewide Department of Corrections databases, and a separate check of the Nebraska Department of Human Service s Child Abuse Registry Proposer s Price Per Initial Name: Proposer s Price Per AKA: G. National Criminal Record Check Package including a Social Security Number Trace to identify history of past addresses, a statewide Nebraska or Iowa criminal record search, a search of a Criminal Record and Sex Offender Data Center which searches multiple criminal record and sex offender databases including sex offender data coming from 50 states and the District of Columbia, at least 20 statewide criminal record databases, and at least 38 statewide Department of Corrections databases, and a search of the county criminal records in every county (nationwide) identified by the Social Security Number Trace. This Package includes a check on additional AKA s (either already known such as maiden names or produced from the results of the Social Security Number Trace) in each county identified (nationwide). Any actual county court fees incurred will be passed through to ESU #3. Proposer s Price Per Person: A La Carte Items 1) State of Nebraska Driver s Record Check Proposer s Price (including state fee): 2) State of Iowa Driver s Record Check Proposer s Price (including state fee): 3) Social Security Number Trace Proposer s Price: 4) Individual County Criminal Record Check Outside of Nebraska or Iowa (any actual court fees incurred will be passed through to ESU #3) Proposer s Price Per Unique Name: Other Specified Requirements: Page 4 of 10

5 1) Successful Proposer s services must be provided via a secure web site from which background checks are ordered and results are retrieved. Such web site must: a) be secure, require unique Usernames and Passwords for each authorized user, b) require unique UserNames and Passwords for each authorized user; c) store the results of completed background checks; and d) provide on-line reports including reports of pending background checks, average turnaround times on background checks, and hit percentages on background checks that have been completed. By checking this box, Proposer certifies that its services meet the foregoing requirements. 2) Successful Proposer must provide, with its Proposal, a brief history of its experience, qualifications, endorsements, and volumes of background checks performed on an annual basis; 3) Successful Proposer must comply with all federal, state, and local laws, rules and regulations. 4) Successful Proposer must provide, at no additional cost, a Toll-Free Number Dispute Resolution Program for purposes of handling and investigating any records which are disputed by a person on whom a background check has been performed; By checking this box, Proposer certifies that its services meet the foregoing requirements. 5) Successful Proposer must provide a template to generate background check forms including child abuse registry for employees and or volunteers to complete. 6) Successful Proposer must provide the time frame that the requested background check results will be available to ESU#3. 7) Successful Proposer may provide on-line access for potential employees or volunteers to submit background check information online. (Optional) 8) Successful Proposer must provide training to ESU3 staff and district staff for use of on-line access, background check submission, and any other training necessary to work with the vendor efficiently. 9) Successful Proposer will invoice ESU #3 for services for the month sorting the charge for services by the district that requested the service. The invoice must be detailed including name of individual, service performed, and if possible, name of requestor. 10) The contract should provide for a charge only for services provided. There should be no start-up costs or standard monthly fees. Page 5 of 10

6 11) The contract should be for an initial term of 12 months with renewable 12 month periods. Fees should remain fixed for a minimum of two (2) additional renewal periods. 12) The contract should provide for a 60 day termination notice. 13) Successful Proposer must provide, at no additional cost, criminal record interpretation services with regard to any questions about any criminal records which may be reported as part of a background check; By checking this box, Proposer certifies that its services meet the foregoing requirements. 14) Successful Proposer must provide, with its Proposal, at least three (3) references and/or letters of reference related to the provision of its services; 15) Successful Proposer must provide, with its Proposal, a description of its key staff personnel assigned to manage the ESU #3 account relationship including but not limited to: a. Proposer is requested to state the organization s experience, experience of the staff and technical experience in providing these types of services. b. State level of organizational responsibility of key project staff members. c. Proposer is requested to include certifications held by Proposer s personnel. d. Proposer is requested to discuss how its employees are screened for employment. 16) Successful Proposer must provide evidence of Insurance underwritten by a company rated not less than A in Best s latest published guide. Amount of policies of insurance shall be within limits no less than those stated as follows: Types of Insurance Minimum Limits of Liability a. Comprehensive or Commercial General 1. Bodily Injury and Property Damage Combined $500,000 each occurrence 2. Products/Completed Operations $1,000,000 Aggregate b. Business (Commercial) Automobile Liability 1. Bodily Injury Each Person $100,000 $300,000 each occurrence 2. Property Damage $100,000 each occurrence c. Umbrella Liability Insurance (Excess) $1,000,000 Includes coverage over the Worker s Compensation Comprehensive General Liability and Automobile Liability ESU #3 shall be named as an additional insured on the contractor s policy as to the subject project. By checking this box, Proposer certifies that its services meet the foregoing requirements. Proposer should attach a copy of its Certificate of Liability Insurance to its Proposal. 17) Does Proposer s system archive the background check results of all non-instant (i.e., database only) background checks performed for educational clients? Page 6 of 10

7 Yes No If Yes, will Proposer provide on-line results to such previous on-line searches at no cost to educational clients? Yes No INSTRUCTIONS TO PROPOSER: 1. An original and one (1) copy of the Proposal form, typewritten or printed/written in ink, must be submitted to Educational Service Unit #3, 6949 S. 110 th St., Omaha, Nebraska, Sealed requests for proposal must be properly labeled on the OUTSIDE of the envelope as follows: PROPOSAL ENVELOPES SHALL BE PLAINLY MARKED SEALED PROPOSAL FOR: Employment and Volunteer Background Investigation Services PROPOSAL DUE ON OR BEFORE: 2:00 P.M. July16, The Proposer must give full firm name and address. Failure to manually sign offer will disqualify it. 3. Read and comply as applicable with all terms and conditions. 4. It is the Proposer s responsibility to have the proposal correctly mailed and received in the Department of Business Services by the specified date and time. 5. Any periods of time, stated as days, shall be calendar days. 6. It is the responsibility of the vendor to examine the entire proposal package, seek clarification of any item or requirement that may not be clear to them, and check all responses for accuracy before submitting a response. 7. Awards shall be made with reasonable promptness to the vendor(s) whose proposal best conforms to the invitation and will be the most advantageous to ESU #3 with respect to conformity to the specifications and other factors. Other factors to be considered may include but are not limited to, vendors past performance on other contracts with ESU #3. 8. ESU #3, notwithstanding any other provision of the Request for Proposal (including all attached documents), expressly reserves the right to: a. Waive any informality in any proposal procedure. b. Reject any or all proposals c. Reissue a Request for Proposal 9. A proposal in response to a Request for Proposal is an offer by a bidder to contract with ESU #3 based upon the terms, conditions and specifications contained in the district s proposal invitation. Proposals do not become contracts unless and until they are accepted by ESU #3. GENERAL TERMS AND CONDITIONS FOR PROPOSALS: 1. CERTIFICATION. By submitting a response to this Request for Proposal, Proposer certifies that it can provide all of the requested Service Packages and A La Carte Service items set forth hereinbefore. 2. WITHDRAWAL OF PROPOSALS. Any proposal may be withdrawn in writing prior to the date and time set for receipt of proposals. Any proposal not so withdrawn shall constitute an irrevocable offer, for a period of 90 days, to provide the commodity or service set forth in the attached specifications, or until a selection has been made by ESU #3. 3. PROPOSAL FORMS. Deviations to any conditions and/or specifications shall be conspicuously noted Page 7 of 10

8 in writing by the Proposer and shall be included with the proposal. All proposals shall be submitted on the proposal form provided herein. Each proposal is to be signed by a company representative duly authorized to bind the business for obligations stated herein. The omission of such signature will be just cause for proposal rejection. PROPOSAL FORMAT Please organize responses in a grid format (shown below) in order of the items named in the scope of the proposal. If the organization does not provide the service indicate no and if the service is provided indicate yes. Product Yes/No Price Turnaround Time Comments (SAMPLE) Nebraska Search Pkg Yes $ 4 working days anything relevant After listing the packages as requested in the Scope of Proposal, please list A La Carte items followed by any optional package pricing. 4. SEALED PROPOSALS ONLY. Faxed Proposals will not be accepted by ESU #3 since the fax process does not provide for delivery of a sealed proposal. 5. NONRESPONSIVE PROPOSAL: Proposal(s) are considered NONRESPONSIVE and may be rejected for the following reasons: a. If there are unauthorized additions, conditional proposals, or irregularities of any kind which may tend to make the Proposal incomplete, indefinite, or ambiguous. b. If Proposer is unable to provide any of the Service Packages or A la Carte service items requested herein. c. ESU #3 reserves the right to reject any or all Proposal(s) or to waive irregularities or informalities as may be deemed in ESU #3 s interest. 6. INTERPRETATIONS. a. If Proposer for proposed work is in doubt as to the true meaning or intent of the Request for Proposals, Proposer must submit a written request for interpretation, directed to: ESU #3 Attn: Director of Business Services, 6949 S. 110 th St., Omaha, Nebraska, jglenn@esu3.org. b. All interpretations or clarifications considered necessary by ESU #3, in response to a Proposer s request, will be issued by written Addenda. c. Oral and other interpretations or clarifications will be without legal effect. Only questions answered by formal written Addenda will be binding. d. ESU #3 is not responsible for any other explanation or interpretations, which anyone presumes to make. e. Proposers shall acknowledge receipt of all Addenda. f. Failure to receive such Addenda does not relieve Proposer from any obligation under his proposal submitted. g. All formal written Addenda become a part of the Proposal. 7. CONTRACTS. Contracts for services will be put into effect upon completion of the Request for Proposal process between ESU #3 and Successful Proposer, if any. 8. DISCLOSURES. Proposer shall note any and all relationships that might be a conflict of interest and include such information with the proposal. 9. SELECTION PROCESS. The objective of the evaluation process is to select a cost effective and reliable and experienced vendor, capable of providing criminal background checks required by ESU #3 and its member districts The key dates for the RFP issue, receipt, evaluation, and implementation are currently as follows: Page 8 of 10

9 Completed By: Key Milestones Comments June 26, 2008 Distribution of the RFP July 16, 2008 By 2:00 PM CDT July 16, :15 PM CDT August 19, 2008 Submit RFP to ESU #3 Bid Opening at ESU #3 ESU #3 Board Meeting Item for Approval August 20, 2008 Announce Winning Vendor Vendors welcome to attend. 10. EVALUATION AND SELECTION: Each proposal will be reviewed and evaluated and service selection will be based upon a number of criteria, as detailed below. The vendors are therefore required to consider how their package fits in with the criteria listed and clearly indicate this in their response document. Selection criteria will be based upon: 1. A cost-effective solution that seeks to minimize overall cost is a significant consideration. 2. The functional fit between the service and ESU #3 and School District needs, as documented in Scope of Proposal and Other Specified Requirements. 3. Assessment by ESU #3 of the firm/company s experience and expertise as a provider of Employment and Volunteer Background Investigation Services 4. Assessment by ESU #3 of firm/company s experience serving other like school districts/clients. 5. Assessment by ESU #3 of firm/company s assigned personnel s experience and expertise in the field of Employment and Volunteer Background Investigation Services. 6. Completeness of proposal submitted. Page 9 of 10

10 10. EXECUTION OF PROPOSAL/OFFER. By executing this offer, Proposer affirms that he/she has not given, offered to give, nor intends to give at anytime hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted offer. Failure to sign the offer, or signing it with a false statement, shall void the submitted offer or any resulting contracts, and the Proposer shall be removed from all vendor lists. Having carefully examined the Proposal Request, Terms, Conditions, Specifications and Proposal Form, the undersigned hereby proposes and agrees to furnish goods and services in strict compliance with the specifications and conditions at the prices quoted unless noted in writing. FIRM NAME: ADDRESS: CITY/STATE/ZIP: TELEPHONE: FAX NO.: FEDERAL EMPLOYER IDENTIFICATION NO. (FEIN): AUTHORIZED SIGNATURE: DATE: TYPED/PRINTED NAME: POSITION WITH COMPANY: THIS PAGE MUST BE COMPLETED AND SUBMITTED Page 10 of 10