7-Background Screening Services RFQ.pdf

Revised 12/2/2025

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO. 548009

BACKGROUND SCREENING SERVICES

Buyer: Chris Jones

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE 7/23/2026

QUESTIONS DUE 7/30/2026 on or before

All questions must be submitted online in the Supplier Portal

ANSWERS DISTRIBUTED 8/3/2026

QUOTES DUE DATE * 8/10/2026 @ 4:00PM EST

In the Supplier Portal as specified in this RFP

* Respondents must register in Bonfire (EUNA Procurement) to download bid documents and submit bids. The City cannot guarantee the accuracy of any bid documents obtained from outside of Bonfire, and bids submitted outside of Bonfire will not be accepted. Detailed resources about registering and bidding, including video tutorials and live, virtual office hours, are available at www.detroitmi.gov/suppliersupport.

Questions about the specifics of this RFQ must be asked within the Bonfire Messages interface for the bid on or before the date and time indicated above. Questions asked via phone, email, and/or other means will not be answered.

Quotes must be uploaded in Bonfire on or prior to the date and time indicated above. Late and/or emailed quotes will not be accepted.

https://detroit.bonfirehub.com/ http://www.detroitmi.gov/suppliersupport

1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) requests for quotes from qualified Respondents to render certain technical or professional services ("Services") as set forth in this RFQ to provide background screening services.

2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

In pursuit of becoming an exemplary workplace and employer of choice, the City of Detroit is actively seeking a trusted partner to provide accurate and comprehensive criminal background screening services. Using an outside vendor is particularly crucial when hiring candidates for public safety (Fire) and for candidates that reside outside of Michigan.

Outsourcing background checks to such vendors saves valuable time and resources for the City of Detroit. The primary focus lies in leveraging innovative technology to facilitate real-time verification of driving records, previous addresses, and criminal records across diverse jurisdictions, ensuring thorough scrutiny of candidates.

Background check vendors selected for this partnership will be well-versed in pertinent laws and regulations, including the Fair Credit Reporting Act (FCRA), Equal Employment Opportunity Commission (EEOC) guidelines, and state-specific regulations. By entrusting background checks to reputable vendors, the City of Detroit can guarantee compliance with legal mandates and preempt potential legal ramifications.

3. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

If a contract is awarded as a result of this RFQ, it will be a City of Detroit IT Contract (Attachment E). The term of the contract will be for two (2) years effective only after the approval of the Detroit City Council and signed by the Chief Procurement Officer. The City anticipates one award as a result of the RFQ.

4. STATEMENT OF WORK

Description of services required:

• Criminal History Checks: In-depth checks across national, state, and local databases.

Integration of advanced technology for real-time access and verification of records directly from court jurisdictions.

• Social security number/address trace

• Sex and violent offender search

• Motor vehicle record search

• Ala carte services including employment verification, education verification, and identity verification offered as optional services based on departmental needs

• User Training and Support: Background check vendor provide training and support to

Talent Acquisition teams on how to use.

Estimated Quantity required: 400 per contract year

Delivery requirements:

• Vendors provide electronic consent forms that candidates can sign digitally, authorizing the background check process.

• Mobile application for candidates to complete release and track their background check status and submit necessary documentation securely.

• The background check vendor's system can integrate directly with the employer's (Applicant Tracking System) ATS via Application Programming Interface (API). This allows for automatic transfer of candidate data and initiation of background checks directly from the ATS interface.

• Real-time status updates in the integrated system

• Candidate information entered in the ATS automatically syncs with the background check vendor's system

• The integrated system will allow customized workflows

• Electronic delivery of background check reports and documents is facilitated through the integrated system.

• Built-in compliance features to ensure adherence to relevant laws and regulations, such as data protection requirements (e.g., FCRA).

Quality requirements:

• The vendor must consistently provide accurate and reliable background check results.

• The vendor should have a thorough understanding of relevant laws and regulations governing background checks, such as the Fair Credit Reporting Act (FCRA), Equal Employment Opportunity Commission (EEOC) guidelines, and state-specific regulations.

• The vendor must implement robust security measures to safeguard sensitive candidate information throughout the background check process.

• The vendor should deliver background check results within a reasonable timeframe to meet our hiring needs.

• Quality control processes must be in place to verify the accuracy and completion of the background reports and this could include using multiple sources and addressing any discrepancies or inconsistencies.

• Transparent reporting on the methods, sources, and findings of each background check conducted.

• Responsive and effective customer support to address inquiries, provide assistance, and resolve any issues or concerns promptly.

• The vendor should leverage advanced technology and innovative solutions to streamline background check processes, enhance accuracy, and improve overall efficiency. This may include automation tools, artificial intelligence (AI) algorithms, and integration capabilities with applicant tracking systems (ATS) for seamless data exchange.

• The vendor should exercise scalability and flexibility to accommodate varying volumes of background checks and adapt to our changing needs.

• The vendor should be staying updated on industry best practices, technological advancements, and regulatory changes.

Pricing:

• Transparent pricing structure that outlines the costs associated with each type of background check and any additional services or features offered.

• Competitively priced in comparison to other providers in the industry, considering factors such as quality of service, turnaround time, and level of support offered.

• Customizable packages for tailored services when needed.

• No hidden fees, the pricing quote provided by the vendor includes all relevant fees and charges.

• Service Level Agreements (SLAs) that define clear expectations of turnaround times, response times for customer support inquiries, and other key performance metrics.

• Quality guarantees ensuring the accuracy, reliability, and compliance of their background checks. Guarantees may include options for refunds or credits in the event of errors or discrepancies in the screening reports.

Vendor Qualifications:

• Extensive industry experience and understanding of the unique requirements and compliance standards relevant to providing background check services, within the public sector.

• Legal compliance expertise and understanding of relevant laws and regulations governing background checks, such as the Fair Credit Reporting Act (FCRA), Equal Employment Opportunity Commission (EEOC) guidelines, and state-specific regulations.

• Certifications, accreditations, or industry affiliations that demonstrate their commitment to quality and professionalism-proven track record for delivering accurate, reliable, and comprehensive background check reports.

• Robust data security protocols are in place to protect sensitive candidate information throughout the background check process.

• Advanced technology and innovative solutions to streamline background check processes, enhance accuracy, and improve overall efficiency.

• Seamless applicant tracking system integration for efficient workflow management, ensuring real-time updates and candidate tracking within the hiring process.

• Customizable solutions tailored to our specific needs and preferences--adjust screening criteria based on job requirements and provide flexibility in pricing.

• Minimal turnaround time for completing background checks and delivering reports.

• Vendors should offer responsive and knowledgeable support to address inquiries, provide help, and resolve any issues or concerns promptly.

• Vendors should have stellar reputation in the industry.

Performance Metrics:

• Accuracy and Error Rate

• Compliance Rate

• Data Security and Confidentiality

• Customer Satisfaction Score (CSAT)

• Turnaround Time

• Customer Support Offerings -Feedback and Issue Resolution Time

• Quantity and flexibility of ala Carte Services

• Competitive Pricing

Contract terms and conditions:

• Scope of Services: Define the specific background check services to be provided by the vendor, including types of checks (e.g., criminal history, employment verification, education verification), geographical coverage, and any additional services or features offered.

• Service Level Agreements (SLAs): Establish clear service level agreements outlining performance expectations, such as turnaround times for completing background checks, response times for customer inquiries, and quality standards for accuracy and compliance.

• Data Security and Confidentiality: Include provisions to ensure the protection of sensitive candidate information throughout the background check process.

• Compliance with Laws and Regulations: Outline that the vendor must adhere to all applicable laws, regulations, and industry standards governing background checks, including the Fair Credit Reporting Act (FCRA), Equal Employment Opportunity Commission (EEOC) guidelines, and state-specific regulations.

• Quality Assurance: Require the vendor to maintain high standards of accuracy, reliability, and quality in conducting background checks.

• Price and Payment Terms: Clearly outline the pricing structure for background check services, including any fees, charges, or additional costs associated with the services provided. Specify payment terms, such as billing frequency, accepted payment methods, and penalties for late payments.

• Term and Termination: Define the duration of the contract and specify conditions under which either party may terminate the agreement, including notice periods and grounds for termination (e.g., breach of contract, non-performance).

• Dispute Resolution: Establish procedures for resolving disputes or disagreements that may arise during the contract, such as mediation or arbitration.

5. OPERATIONAL INFORMATION

Awarded Contractor(s) will work closely with City agency staff.

The Respondent is expected to provide service in accordance with the terms of the executed contract and under the rules, regulations, and supervision of the City.

6. MINIMUM QUALIFICATIONS

A. Bidders must have a minimum of five (5) years of experience providing park renovations at the same, or similar, scope as described here within the attached document titled Scope of Work performing background screening services.

B. Bidders must complete and pass the technical requirements assessment in Exhibit A.

7. OPERATIONAL INFORMATION

Awarded Contractor(s) will work closely with City agency staff.

The Respondent is expected to provide service in accordance with the terms of the executed contract and under the rules, regulations, and supervision of the City.

8. TECHNICAL INFORMATION

The City of Detroit is committed to centralizing and warehousing data for the purpose of improving service delivery and enabling cross departmental analytics. For this reason, we expect Contractors, contractual relationships, and resulting software platforms to enable data access, data interoperability, warehousing of resulting data, and adherence to City data standards.

Specifically, the City minimally requires:

• Access to any data via APIs in a machine-readable format.

• Full documentation of APIs (including field names and objects) and the database schema used by the application.

• Ability for City to push data as needed to these software systems to update base datasets.

• Any location-based data or platform utilizes the City’s Base Units geocoder, Base Units

Database, and/or address data standards as applicable. For more information see: https://base-units-detroitmi.hub.arcgis.com/pages/about-base-units

• The ability for the City to use and govern this data as it deems necessary-

- centralizing it, porting it into other systems, and using it for additional and future organizational needs.

The City prefers:

• System or platform has the capacity to store field-level metadata and display it in the user interface when appropriate

• API is able to provide data in a JSON format.

• Data system or data exports integrate easily with ESRI products including feature services.

• Systems or platforms that support data exchanges (pushes and pulls) that can happen dynamically.

Specifications, Change of Specification, and Errors or Omission. Specifications which refer to brand names are given for reference. Respondents may quote on equivalent articles, provided that brand name and catalog number(s) and any deviations are noted on the bid form and complete descriptive literature is furnished. Exceptions will state “Do Not Substitute.”

The decision of the City shall be final.

9. QUESTION DEADLINE

All questions regarding the RFQ shall be submitted through the Supplier Portal no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions will be accepted. Answers to questions will be posted within the Supplier Portal. The City of Detroit does not guarantee a response to questions not submitted after the question deadline.

Should a Respondent be in doubt as to the true meaning of any portion of this RFQ or find any patent ambiguity, inconsistency, or omission herein, the Respondent must make a written request for an official interpretation or correction in accordance with the instructions for submitting questions as specified in this RFQ.

Respondents are advised that no oral interpretation, information or instruction by an officer or employee of the City of Detroit shall be binding upon the City of Detroit.

Respondents requesting changes to the RFQs terms and conditions, specifications, quantities, etc.;

or if clarifications are needed, must make the request in writing by the stated bid submission deadline.

10. REJECTIONS, MODIFICATIONS, CANCELLATIONS

The City of Detroit expressly reserves the right to:

1) accept or reject, in whole or in part, any and all quotes received;

2) waive any non-conformity;

3) re-advertise for quotes;

4) withhold the award for any reason the City determines;

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fbase-units-detroitmi.hub.arcgis.com%2Fpages%2Fabout-base-units&data=04%7C01%7CSteve.Motz%40detroitmi.gov%7Ca9e347e5722d45e2ae4608d9d5eac148%7Ce154a7601d2d4ef68fd3ebc8b4ef31fd%7C0%7C0%7C637776026508682453%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=0pftv3x0FzYBOcb2Ej7bpv8I8ultjXZ0%2FaQYBam8fTc%3D&reserved=0 http://www.michigan.gov/SIGMAVSS

5) cancel and/or postpone the request for quotes, in part or in its entirety, and/or,

6) take any other appropriate action that is in the best interest of the City.

This RFQ does not commit the City of Detroit to award a contract, to pay any cost incurred in the preparation of a quotes under this request, or to procure or contract for services.

11. PROTESTS

Protests can be filed with the Office of Procurement. Interested parties aggrieved by a solicitation or the award of any resulting contract, may file written notice of protest to the following:

City of Detroit Chief Procurement Officer 2 Woodward Avenue, Suite 1008

Detroit, MI 48226 “Procurement Protest”

At a minimum, such protests shall include:

1) name of protestor.

2) solicitation/contract number and description; and

3) statement of grounds for protest (reference specific text in the solicitation, bid or contract document that is at issue).

The decision of the Chief Procurement Officer and/or the Department Director are final and is not subject to appeal.

12. INVOICES

Vendors must be registered in City of Detroit Vendor Portal and be a registered vendor with the City of Detroit to submit invoices and receive payments. Go to http://www.detroitmi.gov/Supplier to register.

AUTHORIZATION TO COMMENCE WORK OR SHIP GOODS – READ

CAREFULLY!!!

Contractors may begin work or ship goods upon receipt of the required authorization, which is the CPA (Contract Purchase Agreement), in addition to SPO (Standard Purchase Order), from Procurement.

The CPA (City Council Approved and Awarded Contract Purchase Agreement) alone is NOT authorization to begin work! NO letter of Intent, or Letter to Commence Work will be issued.

**Work commencing without issuance of the SPO is subject to Payment Delays and/or Non- Payment! **

Required vendor steps to invoice:

1) Invoices should NOT be uploaded until the Contractor receives confirmation of review and approval from the City of Detroit.

2) Vendors should submit their invoices via City of Detroit Vendor Portal. Portal invoice amount and creation date must match the date on attached invoice. Please follow the below invoice requirements:

http://www.detroitmi.gov/Supplier

Invoice MUST contain or have as attachment:

• Vendor Name and address on Invoice

• Contact Info on Invoice (Accounts Receivable contact with phone and email)

• Remittance information (MUST be included, or the invoice is subject to rejection

• City of Detroit contact (person who authorized work to commence)

• Invoice Date

• Date of service/delivery

• Contract number

• Purchase order number

• Total Invoice amount

Other invoice requirements:

• Invoice must be billed based on Purchase Order rates

• Total invoice amount must tie to the total supporting documents

• Supporting documentation must be attached to the invoice in the portal

Terms are standard NET 30 Days, unless otherwise negotiated, and start from the invoice receipt date, provided that the invoice is submitted timely to our AP department with the necessary supporting documentation.

If you need assistance, please contact the Office of Departmental Financial Services (ODFS) 313- 410-7804.

13. PREVIOUS EXPERIENCE

The City’s experience with the bidder on previous contracts will be considered in determining the award.

14. MISCELLANEOUS

It shall be the responsibility of the Respondent to thoroughly familiarize themselves with the provisions of these specifications. After executing the contract, no consideration will be given to any claim of misunderstanding.

The Respondent agrees to abide by the rules and regulations as prescribed herein by the City as the same now exists or may hereafter from time to time be changed in writing.

Contractors are encouraged to contract with small and minority businesses, women's business enterprises, labor surplus area firms and Detroit businesses. The City strongly encourages the hiring of Detroit residents whenever possible by contacting Detroit At Work for your hiring needs. Visit the Detroit At Work website at www.detroitatwork.com for specific contact information regarding these opportunities.

15. GENERAL CONDITIONS:

1. LOCAL PREFERENCE CONDITIONS

http://www.detroitatwork.com/

It is the responsibility of the Bidder to review the Local Preference Conditions attached to this bid and comply with all requirements therein.

2. MINOR DEVIATIONS

Specifications referred to herein are used to indicate desired type, and/or construction, and/or operation. Other products and/or services may be may be offered if deviations from specifications are minor and if all deviations are properly outlined and stated in the bid document. Failure to outline all deviations will be grounds for rejection of your bid.

The decision of the City of Detroit, acting through the Chief Procurement Officer, shall be final as to what constitutes acceptable deviations from specifications.

3. AWARD

One award will be made on a low total net bid basis. Bidders shall quote on all items, leave no blanks and state "No Charge" where applicable. Blank spaces are considered to be no offer. The City of Detroit reserves the right to delete any item(s) from the award.

All awards are subject to Ordinance No. 15-00.

4. PRICE

All prices are to be FIRM for the entire contract period.

5. INSURANCE

5.01 The Contractor shall maintain at its expense during the term of this contract, the following insurance:

5.01.1 Worker’s Compensation insurance with Michigan statutory limits and Employer’s Liability insurance with limits of $500,000.00 each accident, $500,000.00 each disease, $500,000.00 each disease/each employee. For Federal and State Funded Training Programs and etc., is required to secure insurance for worker’s compensation for all of its participants and The City of Detroit should also be listed as an additional insured.

5.01.2 Commercial General Liability insurance with a combined single limits of $1,000,000.00 per occurrence subject to a minimum aggregate limit of $2,000,000.00

5.01.3 Automobile Liability insurance covering all owned, hired and non-owned vehicles with personal protection insurance and property protection insurance to comply with the provisions of the Michigan No-Fault Insurance Act, including residual liability insurance with a minimum combined single limit of $1,000,000.00. Include MCS90 endorsement (if hazardous waste will be transported by vendor’s auto) with minimum property damage limits of $1,000,000.00 each occurrence.

5.02 If during the term of this contract, changed conditions or other pertinent factors, should in the reasonable judgment of the City, render inadequate the insurance limits, the Contractor will furnish on demand such additional coverage as may reasonably be required under the circumstances. All such insurance shall be effected at the contractor's expense, under valid and enforceable policies.

5.03 All policies shall name the Contractor as the insured and shall be accompanied by a commitment from the insurer that such policies shall not be canceled or reduced without at least thirty (30) days' prior notice to the City. The Commercial General Liability insurance policy shall name the City as an additional insured.

Certificates of insurance evidencing such coverage shall be submitted to the Finance Department, Office of Contracting and Procurement, prior to the commencement of performance under this contract and at least fifteen (15) days prior to the expiration dates of expiring policies.

6. EQUALIZATION FACTOR

Per Section 17-5-12 (c)(1) of the Detroit City Municipal Code, “The bidder that makes the lowest bid, as evaluated or scored, shall be deemed the lowest equalized bidder. If the lowest equalized bid is evaluated or scored below the lowest responsible bid submitted, the lowest equalized bidder shall be awarded the contract, provided that, the contract awarded to such bidder shall not exceed, more than 12 percent above the lowest responsible bid submitted, or $100,000.00, whichever is less.”

The firm making the lowest responsive, responsible bid evaluated according to the Equalization Allowance Table* shall be deemed the lowest bidder. (see Equalization Credit Statement).

Vendors who wish to receive Equalization credit for bids submitted must submit their CRIO-issued Detroit Based Business certificate with their bid document to substantiate eligibility. The CRIO certificate must be submitted with each and every bid response submitted by the vendor. Failure to submit the CRIO certificate will result in equalization credit not being applied to your bid.