1-RFQ Sec2. Bid Submittal Instructions.pdf

Agency for Community Transit Background Screening Services No. 25-2-16200

SECTION 2. BID SUBMITTAL INSTRUCTIONS

BID DELIVERY AND ACCEPTANCE INFORMATION:

The Owner requires that bids be submitted electronically via the Bonfire portal at mct-act.bonfirehub.com. Bids submitted in any manner other than through the Bonfire portal will not be accepted. The original bid deadline is not a firm deadline, so if a small amount of additional time is needed to prepare and submit a bid, please send an email to mctbid@mct.org to request an extension of time to accept bids in the Bonfire portal. Bidder must use the Owner’s supplied forms for 1-4.

FORMS THAT MUST BE IN PDF or EXCEL FORMAT AND UPLOADED TO THE BONFIRE PORTAL:

1) Solicitation, Offer, and Award Form. This form must be completed, signed, and dated by the bidder’s authorized representative and submitted as part of the offer. It will serve as the bidder’s offer to furnish the items and/or services as described in this solicitation and will also serve as the Owner’s award document upon acceptance.

2) Federal Tax Liability and Recent Felony Convictions Certification

3) Lobbying Certification

4) Bid Price Form. Unit Price, Flat Rate per Candidate, A La Carte Add-On Services (As Requested), Implementation, Integration, and Training, and Escalation percentages (if applicable) must be entered into each section when applicable. The total bid price will be automatically entered. Estimated quantities are used for bidding purposes and does not guarantee actual volume.

5) Technical Response should be organized as follows:

a. Cover letter. Provide an introductory letter presenting the bidder’s offer. Include a brief overview of your company’s background and history, an organizational chart of your service team, and a summary of your background check methodology, emphasizing how it distinguishes you from key competitors. The letter must include the name, phone number, and email address of the individual(s) empowered to negotiate with the Owner and bind the firm into any Agreement resulting from this solicitation. Any exception to this RFQ must be clearly identified in this letter. Bidders are cautioned to limit exceptions, conditions and limitations to the provisions of this RFQ, as they may be determined to be so fundamental as to cause rejection of the Offer for not responding to the requirements of the RFQ. Bidders should set forth the specific reasons for each deviation so that it can be fully considered and, if appropriate, evaluated by the Owner.

b. Qualifications, Experience, and Capabilities.

Describe your background screening process and explain how you ensure compliance with all applicable federal, state, and local laws including Fair Credit Reporting Act (FCRA).

Provide three public-sector references, including contact names, titles, phone numbers, and email addresses. Contacts must be willing to participate in a brief oral discussion with the Owner regarding the vendor’s background screening service experience.

Customer services structure supporting the Owner, including the primary point of contact, hours of availability, and the escalation process for urgent issues. Explain how candidate inquiries are handled and describe the procedure for supporting the Owner’s HR staff with compliance-related tasks.

Outline your onboarding process and implementation timeline (e.g. setup, training, data migration, pilot testing, service activation, etc.)

Describe how accounts, permissions, and billing will be configured to keep ACT and Vanpool fully https://mct-act.bonfirehub.com/ mailto:mctbid@mct.org

Agency for Community Transit Background Screening Services No. 25-2-16200 separated

Average turnaround times for various screening components.

Description of online platform/portal capabilities (e.g., security features, access permissions, user authentication, encryption, audit log capabilities, system availability, quality of reporting).

Explain how the Owner’s staff and candidates will access the portal and how progress tracking works. If the system can integrate with the Owner’s Applicant Tracking System (UKG Ready), the vendor shall describe the level and method of integration.

Provide an overview of the data security protocols employed to safeguard applicant information and maintain compliance with privacy laws and regulations. Identify any security certifications or assessments currently maintained, such as SOC 2 Type II or ISO/IEC 27001.

REQUESTED INFORMATION THAT MUST BE ANSWERED IN THE BONFIRE PORTAL:

6) If any addenda to the solicitation have been issued, you will be asked to confirm your receipt of each addendum.

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