4-RFQ Sec4. Scope of Work.pdf

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

SECTION 4. Scope of Work

4.1 Overview

Agency for Community Transit is committed to verifying the qualifications, credentials, and character of all individuals engaged with the Owner. Background check will be performed for new hires, rehires, current employees seeking promotion or transfer, interns and volunteers and contractors working in safety-sensitive, fiduciary, or public-facing roles.

4.2 Scope of Services

The Owner requires the contractor to provide a comprehensive suite of background screening services that support hiring, re-hiring, promotions, transfers, Vanpool operations, and other personnel-related needs, with all Standard Packages provided as all-inclusive, unlimited flat-rate packages for each Candidate. The Contractor shall furnish three categories of screening services: (A) the Employee Standard Background Check Package, (B) the Vanpool Standard Background Check Package, and (C) Add-On Services available on an as-needed basis. Each category is described in the subsections below:

ACT Employee Standard Background Check Package:

• Social Security Number (SSN) Trace and Validation

• Motor Vehicle Record (MVR) – seven-year history and current license validity

• Employment Verification – up to five employers within seven years

• Unlimited county and statewide criminal record searches covering a seven-year history

• Alias National Criminal Background Check

• Nationwide Sex Offender Registry Search

• OFAC Sanctions List Search

• Terrorist Watchlist Screen (including FBI’s Most Wanted)

• Global Watchlist Search

• Global Sanctions Screening

• Federal Sanctions Screening

• Federal Criminal Records Search (PACER)

• Nationwide Criminal Seach with court-level verification of hits.

• Personal Reference Checks

Vanpool Standard Background Check Package

• Social Security Number (SSN) Trace and Validation

• Motor Vehicle Record (MVR) – Seven-year history and current license validity.

• Personal Reference Checks

Add-On Services (A la Carte) Services are on a per-service basis

• Motor Vehicle Record (MVR)

• Education Verification – highest degree/diploma or certification confirmed

• Professional/Personal Reference Verification – documented reference interviews

• Credit Report – seven-year history, limited to fiduciary/financial roles

• Professional License Verification – through IDFPR or other boards.

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4.3 Compliance

The Contractor shall comply with all Federal and Illinois laws, regulations, and guidance applicable to employment background screening. Compliance requirements include, but are not limited to, the following:

Federal

• Fair Credit Reporting Act (FCRA) (consent, disclosures, pre-adverse/adverse notices)

• EEOC Guidance on arrest/convictions records

• Title VII nondiscrimination requirements

• FTC Identity Theft Red Flags Rule

• Driver’s Privacy Protection Act (DPPA)

Illinois

• Illinois Human Rights Act (SB 1480 amendments) on conviction record use and notice

• Illinois Job Opportunities for Qualified Applicants Act (“Ban-the-Box”)

• Accessing official criminal records through the Illinois State Police Criminal History Repository and

Illinois Circuit Courts for official records

• Obtaining abstracts from the Illinois Secretary of State for MVR checks

• Verify licenses through the Illinois Department of Financial and Professional Regulation

• Illinois Personal Information Protection Act

• Illinois Biometric Information Privacy Act (BIPA), if applicable.

4.4 Deliverables

The Contractor shall provide all deliverables necessary to support the Owner’s background screening processes, including required notifications, validating-agency documentation, consolidated reports, and compliance-support functions. The Contractor shall also provide separate system logins and separate billing invoices for the Owner. The deliverables required under this section are detailed below.

Reporting Requirements

• Provide official report prints from validating agencies with each result

• Deliver secure, consolidated reports electronically (PDF)

• Distinguish clearly between Standard Package and Add-On results

• Complete Standard Package within 2-5 business days; Add-On services within agreed turnaround times (e.g., 24-48 hours for MVR, up to 10 days for education/employment)

• Reports should be uploaded into the systems as they become available.

Support for the Owner’s Compliance Workflows

• Provide templates for pre-adverse/adverse action letters

• Support the Owner’s HR staff in issuing legally compliant notices

• Provide dispute-handling procedures for Candidates, including at least three documented attempts to verify contested data

• Retain, protect, and dispose of records consistent with Illinois data privacy requirements

• Encrypt, securely transmit, and store all PII and sensitive data.

4.5 Technology and System Requirements

To ensure secure, reliable, and efficient background screening operations, the Contractor shall provide the technology and system capabilities outlined below. These requirements represent the Owner’s minimum technical and security needs:

• A secure online portal for candidate self-entry and HR entry of data

• 24/7 HR access to reports and status tracking

• Maintain encrypted transmission, audit logs, and data destruction schedules

• Support integration with the Owner’s Applicant Tracking System (ATS) – UKG Ready (preferred).

4.6 Quality Assurance and Customer Services

The Contractor shall provide the quality assurance measures and customer services capabilities outlined below. These requirements represent the Owner’s expectations for service reliability, communication, and ongoing support:

• Monthly reports summarizing request volumes, completion times, and exceptions

• Ad hoc reporting at no additional cost

• 24/7 contact information for Candidates and the Owner to utilize as needed for Customer Service support

4.7 Subcontractors

Any subcontractors engaged by the Contract shall be bound by the same confidentiality, use, and data protection obligations. The Contractor shall be fully responsible for ensuring subcontractors compliance.

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