25-1047 RFQ SP Employment Verification Services V4.pdf
PDF 271 KB Posted
- Attached to
- IDOC - Certified Kosher Prepackaged Meals RFP
- Solicitation number
- 26-426DOC-CENTO-B-50176
- Issued by
- Dupage County, Illinois
About this file
This Request for Quote (RFQ #25-1047) is issued by the Illinois Tollway for employment verification services. The Tollway seeks a vendor to provide comprehensive background verification services for prospective and current employees, including verification of education, employment history, military service, professional references, and driving ability. The vendor must also complete Form I-9 employment eligibility verification for new hires and obtain motor vehicle history and license verification. Services must be delivered within five business days of request, with data request turnarounds not to exceed ten business days unless pre-approved extensions are granted. The contract term is five years, commencing on February 12, 2026, or upon the last dated signature of the parties, whichever is later. There are no renewal options available. The Illinois Tollway estimates service requirements over the five-year period as follows: 1,000 employment verifications, 150 Form I-9 completions, 100 professional reference checks, 100 military verifications, 500 education verifications, 200 motor vehicle driving histories, and 200 motor vehicle license and endorsement verifications. Quotes must be submitted by the deadline published in BidBuy (Bid #26-557THA-ADMIN-B-50188).
Pricing shall be entered directly into BidBuy, with all quoted prices valid for 180 days from submission and remaining firm for the contract term. The vendor must bid on all service line items to be considered responsive; failure to do so will result in disqualification. The award will be made to the responsive and responsible bidder submitting the lowest price. The vendor must provide an annual allowance of $2,500 for miscellaneous fees over the five-year term (totaling $12,500), with all additional fees itemized and documented. The vendor is required to provide at least three references of similar contracts completed or ongoing within the last five years, demonstrate infrastructure for tracking and reporting, maintain secured databases protecting employee data, and provide customer support services including call center capabilities. Invoices shall be submitted within fifteen calendar days of the billing cycle end, itemized by employee name and verification type, and sent to Illinois Tollway's Accounts Payable office.
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RFQ# 25-1047 Employment Verification Services Page 1
75 R E Q U E S T F O R Q U O T E
RFQ# 25-1047 / Employment Verification Services
BIDBUY BID # 26-557THA-ADMIN-B-50188
*Quotes must be submitted no later than as published on the Bid in BidBuy.
AGENCY: Illinois Tollway ADDRESS: 2700 Ogden Avenue CITY: Downers Grove, Illinois 60515 CONTACT: Brian Chillmon, Contract Negotiator PHONE: 630-241-6800 ext. 4604 EMAIL: BChillmon@getipass.com
Specifications and Requirements
1. DESCRIPTION OF SUPPLIES AND SERVICES
1.1. SUPPLIES AND/OR SERVICES REQUIRED: The Illinois Tollway (“Tollway”) is seeking a vendor to complete a verification of education, employment, military, professional references, and ability to operate a vehicle in Illinois for prospective employees as part of their new-hire onboarding process;
or for current employees as part of an annual review.
Vendor shall provide the following services:
1. Contact the prospective candidate, or current Illinois Tollway employee.
2. As applicable: verify the education, current and previous employment, military service, professional references, and the ability to operate a vehicle, based upon information provided by the candidate and/or by utilizing Vendor’s relationships, databases, and/or applicable systems.
3. Complete Form I-9 for each individual hired for employment in the United States. This includes citizens and noncitizens. Both employees and the Tollway must complete the I-9 form.
4. Obtain the motor vehicle history or license and endorsement verification, in states in which applicant held a driver’s license.
5. Provide an electronic report for Tollway’s Department of Administration with its findings within five (5) business days of request..
mailto:BChillmon@getipass.com
RFQ# 25-1047 Employment Verification Services Page 2
6. Turnaround data requests by the Tollway within ten (10) business days or less, or upon pre-approval of extended timeframe from the Tollway.
1.2. MILESTONES AND DELIVERABLES:
1.2.1. INVOICES: The Vendor shall present an invoice for an annual subscription or on a month-to-month basis for services incurred within fifteen (15) calendar days of the end of the billing cycle. Invoices shall be based upon completion of tasks or deliverables. The cost for services performed shall be listed separately and shall specify the prospective candidate or employee’s name and the type(s) of verification performed. Miscellaneous fees included in BidBuy shall include administrative fees and any other fees necessary to complete the verification process. These additional fees shall be spelled out in detail. Miscellaneous fees shall only be fees incurred by the Vendor in obtaining the above searches/reports. No additional costs may be added, and the Vendor may be required to provide documentation of the incurred fees and where they originate. Vendor shall submit Additional Fees Price List at time of bid.
1.3. VENDOR/STAFF SPECIFICATIONS: Vendor must have the proven ability from at least three (3) similar contracts completed or ongoing contracts in the last five years available to the Tollway upon request. The Vendor shall also possess the following:
1. Understanding of legal requirements services listed in section 1.1.
2. Infrastructure for tracking, reporting, and sharing data.
3. Support services for candidates.
4. Knowledge of education, employment and driver’s license verifications.
5. Secured database to ensure that prospective and current employee data is protected and , confidential, while allowing authorized Tollway personnel within the Administration Department access to the candidate information.
1.4. TRANSPORTATION AND DELIVERY: Vendor shall provide a description of network and technological requirements for the Tollway staff accessing the vendor’s system. The Vendor shall be able to provide on-demand reports, ability to download and print reports on-demand, and provide a call center or customer service center for prospective candidates and/or current employees in order for them to call, email and/or chat online.
2. TERM AND TERMINATION
2.1 TERM OF THIS CONTRACT: The duration of this contract shall be for the period of five (5) years, commencing on 2/12/2026 or upon the last dated signature of the parties, whichever is later.
2.2 RENEWAL:
This Contract does not contain any renewal options and therefore cannot be renewed.
RFQ# 25-1047 Employment Verification Services Page 3
2.3 TERMINATION FOR CAUSE: The State may terminate this Contract, in whole or in part, immediately upon notice to the Vendor if it is determined that the actions, or failure to act, of the Vendor, its agents, employees or subcontractors have caused, or reasonably could cause jeopardy to health, safety, or property. The Contract may be terminated if the State determines that the Vendor lacks the financial resources to perform under the Contract. If Vendor fails to perform to the State’s satisfaction any material requirement of this Contract or is in violation of a material provision of this Contract, the State shall provide written notice to the Vendor requesting that the breach or noncompliance be remedied within the period of time specified in the State’s written notice. If the breach or noncompliance is not remedied by that date the State may either:
a. immediately terminate the Contract without additional written notice or
b. enforce the terms and conditions of the Contract, and in either event seek any available legal or equitable remedies and damages.
2.4 TERMINATION FOR CONVENIENCE: Following thirty (30) days written notice, the State may terminate this Contract in whole or in part without the payment of any penalty or incurring any further obligation to the Vendor. Following any such termination for convenience, the Vendor shall be entitled to compensation upon submission of invoices and proof of claim for services provided under this Contract up to and including the date of termination.
This contract is contingent upon and subject to the availability of funds. The State, at its sole option, may terminate or suspend this contract, in whole or in part, without penalty or further payment being required, if the Illinois General Assembly or the federal funding source fails to make an appropriation sufficient to pay such obligation, or if funds needed are insufficient for any reason.
30 ILCS 500/20-60.
The Vendor shall be entitled to compensation upon submission of invoices and proof of claim for supplies and services provided in compliance with this contract up to and including the date of termination.
3. STANDARD TERMS AND CONDITIONS
3.1 CONTRACT DOCUMENTS: Upon award, vendors shall be required to complete either a basic ordering agreement (BOA) or contract, along with a Taxpayer Identification Number (TIN) page, and, dependent upon dollar value, Standard Illinois Certifications. These forms can be found on the CPO’s website at the following address:
Solicitation and Contract Templates and Forms (illinois.gov)
3.2 INVOICING INFORMATION
Vendor(s) are required to attest to the standards set forth in this contract and must include the following statement on every one of their invoices delivered to the Illinois Tollway pursuant to statute 605 ILCS 10/16.1.
https://cpo-general.illinois.gov/solicitation-and-contract-templates.html
RFQ# 25-1047 Employment Verification Services Page 4
This statement must be imprinted on the invoice or an attachment attesting to the following statement:
INVOICE#_____________ INVOICE DATE_____________
“The Seller, _______________________________ hereby certifies that the goods, merchandise and wares shipped in accordance with the attached delivery invoice have met all the required standards set forth in the purchasing contract”.
Authorized Representative
If the Vendor does not comply with attesting to the statute 605 ILCS 10/16.1 this will cause delay in payment.
All invoices must include original order date to ensure accurate and timely payment processing.
Invoices shall be sent to the following address:
Illinois Tollway
Attention: Accounts Payable P.O. Box 3094
Lisle, Illinois 60532-8094 Email: FinanceInvoices@getipass.com mailto:FinanceInvoices@getipass.com
RFQ# 25-1047 Employment Verification Services Page 5
Pricing
*Notes to Vendor: All Quoted prices shall be valid for 180 days from date of submission.
No price increases shall be accepted.
In the event of a price decrease, the Illinois Tollway is guaranteed to receive the lowest price.
If the Illinois Tollway issues an award, the award will be made to the Responsive/Responsible bidder who submits the lowest price.
METHOD AND RATE OF COMPENSATION: Vendor shall be compensated by the following method: The Illinois Tollway is providing the Vendor information in the table below for the purpose of determining a low bidder.
Vendor shall bid on all items to be considered responsive. Failure to bid on all items shall result in a disqualified bid. The estimated quantities of this contract shall be based on a period of five (5) years; prices shall remain firm for the term of the contract.
Description of Services Estimated
Quantity for Five
(5) Year Term
Unit Cost
Extension (Estimated
Quantity x Unit Cost)
Employment Verification – Current and Previous 1000
All Pricing shall be entered into BidBuy to be considered.
All Pricing shall be entered into BidBuy to be considered.
Employment Eligibility Verification – Completion of Form I-9 for each New Hire
All Pricing shall be entered into BidBuy to be considered.
All Pricing shall be entered into BidBuy to be considered.
Professional References 100 All Pricing shall be entered into BidBuy to be considered.
All Pricing shall be entered into BidBuy to be considered.
Military Verifications 100 All Pricing shall be entered into BidBuy to be considered.
All Pricing shall be entered into BidBuy to be considered.
Education Verification 500 All Pricing shall be entered into BidBuy to be considered.
All Pricing shall be entered into BidBuy to be considered.
Motor Vehicle Driving History 200 All Pricing shall be entered into BidBuy to be considered.
All Pricing shall be entered into BidBuy to be considered.
Motor Vehicle License and Endorsement Verification 200
All Pricing shall be entered into BidBuy to be considered.
All Pricing shall be entered into BidBuy to be considered.
Vendor Allowance Allowance per Year Term
Extension (Allowance per Year x Five (5) Year Term
Miscellaneous Fees:
Additional fees shall be spelled out in detail in Attachment to Vendor’s Bid and on Vendor’s invoices upon submittal.
$2,500.00 Five (5) Years $12,500.00
Total Bid with Additional Fees: $
RFQ# 25-1047 Employment Verification Services Page 6
COMPANY NAME:
PRICE(S) QUOTED BY:
DATE:
SIGNATURE:
File details come from the government source that posted it. Updated .