Addenda_No._19308_Background_Check_Services.pdf

September 4, 2026

To: All prospective suppliers submitting a proposal From: Cindy Luttfring, Buyer of Record Subject: Addenda No. 1, RFP 9308 Background Check Services

The purpose of this Addenda is to address clarifications and questions in response to the subject solicitation.

The original solicitation documents shall remain in full force and effect, except as modified herein, which shall take precedence over any contrary provisions in the prior documents.

Proposer must acknowledge in their submittal that they have received this Addenda, or the offer may be considered non-responsive. If you have questions regarding this Addenda, please contact the buyer of record at cluttfring@ouc.com.

All questions and their corresponding responses are provided on the page below.

Reminder:

You must return the signed Addenda Acknowledgement or your bid may be considered non-responsive. In other respects, except as specifically stated above, the subject request for Proposal remains unchanged.

Note:

There shall be no communication between the supplier, their employees or subcontractors concerning this RFP to anyone within OUC except the buyer of record.

mailto:cluttfring@ouc.com

Questions Responses

Page 5, Section 1.4, Minimum Bidder Qualifications: This section refers bidders to Attachment C. Attachment C (Supplier Information Form), Item 9, asks bidders to state whether they have been in business with the same scope for more than 10 years. Please confirm whether 10 years of experience in background check services is a mandatory minimum qualification for responsiveness, or whether it is an evaluative/informational data point only.

Mandatory minimum qualification

Page 19, Attachment B, Price Schedule: The OUC HR Employee Package lists nine (9) service line items, while the OUC Administrative Package lists seven (7) line items, omitting Nationwide Criminal Arrest/Conviction Search-related sub-items 8 and 9 (Education and Employment Verification) that appear in the Employee Package. Please confirm this difference in scope between the two packages is intentional, and that Education/Employment Verification should not be priced under the Administrative Package.

The HR, Administrative and International packages all have the same SSN/Criminal/OFAC/MVR/Sexual Offender/Nationwide checks. The HR package ONLY includes the additional Education/Employment verifications.

Page 5, Section 1.1, Scope of Work Summary: The RFP states approximately 200 employee and 800 contractor background checks annually. Can OUC confirm whether these volumes have been consistent over the past 1-2 years, or whether material growth/decline is anticipated during the initial 3-year term?

Numbers have flucuated; However, this is a consistent estimate over the past 2 years.

Page 6, Section 1.5, Price and Costs: Prices must remain firm throughout the contract period, including the two optional one-year renewals. Please confirm whether any inflation/CPI adjustment mechanism will be permitted specifically for the optional Year 4 and Year 5 renewal periods, given the multi-year firm-pricing requirement.

Yes, pricing changes for year 4 and 5 renewals will be considered with the 1-year renewal options.

Page 20, Attachment C, Supplier Information Form, Item 17: Please clarify OUC's expected go-live date or desired implementation timeline following contract award, so proposals can align staffing and onboarding plans accordingly.

Go-live in January 2027.

Page 20, Attachment F, IT Security Questionnaire: The questionnaire requests an "architectural/solution diagram." Please confirm the expected format (e.g., high-level network/data-flow diagram vs. detailed system architecture) and any page or file-size constraints for this submission.

We are looking for a diagram that depicts how the solution works. A specific format isn’t as important as long as the information listed is clearly shown on the diagram.

Is there an incumbent supplier currently providing these services to OUC, and if so, is the incumbent eligible to submit a proposal in response to this RFP?

Yes to both

Attachment C, Supplier Information Form, Item 9; and Section 1.4, Minimum Bidder Qualifications, Page 5. Item 9 states that the Supplier must be in business "with the same scope" for more than ten years. The scope of work described in Attachment A comprises two distinct capability sets: (a) a multi-tenant supplier portal permitting OUC divisions, contractors, and suppliers to submit applicant information and remit direct payment, and (b) consumer reporting services regulated under the Fair Credit Reporting Act. Will OUC please clarify whether the ten-year requirement is measured against (a), (b), or the combination of both?

The 10-year threshold applies to the prime bidder in background service industry.

Attachment C, Supplier Information Form, Item 9; and Section 2.2.2, Required Bidder Qualifications, Page 7. Section 2.2.2 directs bidders to disclose each subcontractor, including years in business and a list of projects of similar scope and size. Section 3.4.1, Common Terms, Page 10, defines "Supplier" and "Bidder" interchangeably as the entity responding to the solicitation. Will OUC please confirm whether the ten-year threshold in Item 9 applies solely to the prime bidder, or whether OUC will consider the threshold satisfied where a subcontractor disclosed under Section 2.2.2 meets it and performs the corresponding portion of the work?

The 10-year threshold applies to the prime bidder.

Section 2.2.2, Required Bidder Qualifications, Page 7. Will OUC consider a proposal in which the supplier portal platform and the consumer reporting services are furnished by different entities under a single prime contractor, provided all entities are fully disclosed in accordance with Section 2.2.2 and the prime remains solely responsible to OUC for performance?

The supplier's portal platform must be utilized.

Section 8.7, Attachment D, OUC Terms and Conditions; and Section 3.9, Exceptions, Page 11.

GC 8.7 is marked RESERVED, and no cyber liability or technology errors and omissions coverage is specified, notwithstanding that the Services involve the handling of personally identifiable information. Will OUC please confirm whether either coverage is required or preferred, and at what limits?

GC 8.7 does not pertain to cyber liability or technology errors and omissions coverage. All applicable Terms and Conditions for this RFP are provided within the RFP document and the accompanying attachment.

12 Who is the incumbent for the Background Check Services contract? Sterling/First Advantage 13 What is the annual spend for this contract? Varies based upon requests 14 Are you experiencing any pain points with your current contractor? Communications with customer service and follow-up on HR requests.

15 Are you able to provide the current pricing for the Background Check Services contract? Please submit your request directly to OUC’s Public Records Office at recordscustodian@ouc.com.

16 Can you confirm if contractors are expected to pay for their own background screenings? Yes

17 Is there an estimated or budgeted amount for this contract that OUC can share to help proposers appropriately scope their response?

No

18 Can OUC provide an anticipated contract award date or general timeline following the September 15, 2026 proposal due date?

No information available at this time.

Could OUC provide the relative weighting or percentage breakdown assigned to each of the five evaluation categories (Qualifications & Experience, Responsiveness to Requirements, Safety & Quality Programs, Financial Soundness, and Price)?

According to the RFP document, OUC may consider the criteria listed, but is not limited to them. No additional information available at this time.

Does OUC have a preferred or required turnaround time for each type of background check service (e.g., criminal history, verifications, MVR), or should proposers provide their standard turnaround times for OUC's evaluation?

We need to know the proposers standard turnaround times for all requested checks.

Section 2.2.1 (page 7), item 8, "Licenses obtained to conduct business with OUC," and the corresponding requirement in Attachment C, Section 7, item 42. Could you clarify what specific license(s) or registration(s) OUC is requesting here — for example, a Florida business tax/occupational license, foreign-corporation registration with the Florida Division of Corporations, an OUC-issued permit, or another specific document?

A business license good in the State of Florida, local, county or state business tax as registered with SunBiz. This is due at time of award, no time of submittal.

Questions/Clarifications

RFP 9308

Background Check Services

The RFP appears to contemplate both OUC-invoiced and non-OUC-invoiced background screening services. Please clarify the circumstances under which background screening services would be invoiced directly to OUC versus paid for by an OUC contractor or supplier. For non-OUC-invoiced services, please also confirm whether the contractor or supplier is expected to remit payment directly through the supplier portal when the background check is ordered.

OUC-HR and approved OUC-Admin will be billed to OUC. Contractors will be billed directly.

The RFP indicates that OUC contractors and suppliers may be permitted to access the selected Supplier's portal to order background screening services. Please clarify whether these contractors and suppliers will be considered separate customers of the selected Supplier and, if so, whether the selected Supplier will be permitted to require each contractor or supplier to execute its standard background screening services agreement and complete any required account credentialing prior to being granted access to order background checks.

Contractors will be required to submit a background application and pay upon submittal.

For the Seven (7) Year County/State Criminal History Check, please confirm whether county-level criminal searches are required in each county identified through the applicant's seven-year residential address history

Yes

Please confirm whether county/state criminal history searches are required to be conducted under the applicant's current/given name only, or under all names and aliases identified during the seven-year lookback period.

All names provided, including an aliases check

The package specifies a "Seven (7) year County/State Criminal History Check with unfiltered Arrest History." Please clarify what OUC means by "unfiltered Arrest History," including whether OUC is requesting the reporting of all available arrest records regardless of disposition, subject to applicable federal, state, and local laws and FCRA reporting requirements.

All available arrest recrods regardless of disposition.

Please confirm whether integration with OUC's HRIS and/or Applicant Tracking System (ATS) is a requirement of the resulting contract. If integration is required, please identify the specific Cornerstone HRIS product/module currently utilized by OUC, as well as the name of the Applicant Tracking System (ATS) with which the selected Supplier will be required to integrate.

We currently utilize Cornerstone as our Recruitment platform. However, interested suppliers will need to provide a ist of Applicant Tracking Systems they can integrate with.

28 If these are current employees and contractors, are you using another vendor for pre-employment?

And if so, who

One vendor

29 Does OUC specifically require the Social Security Administration’s Consent Based Social Security Number Verification (CBSV) service, or would another SSN verification service be acceptable?

As long as the procedure is legal and accurate.

30 If the proposed solution is web-based and no hardware will be provided to OUC, can Section 8 be marked “N/A”?

We need to know if proposed solution is soley web-based or will software be used on our Network.

31 Please confirm whether bidders should provide applicable professional licenses and Florida business registration documentation with the proposal.

Yes

Please confirm whether the County/State Criminal History Check requires both a county-level and statewide search, or the applicable county or state search based on the jurisdiction

If Nationwide Check doesn't cover State Check, then State Check needs to be included.

33 Since court and jurisdiction access fees vary by location, may these fees be billed at actual cost based on the jurisdiction searched?

Yes

34 Will OUC be selecting one vendor OR multiple vendors to fulfill these services? One Vendor

35 Please define “OUC contractors.” Are these companies OR individually contracted employees?

If companies, how many are there?

Individual Contractors - Non-OUC Employees

Can you please confirm whether arrest records and/or unfiltered arrest history are a mandatory requirement for your program, OR would conviction-based criminal record reporting satisfy your needs?

Arrest records and/or unfiltered arrest history are required

37 What would “non-OUC invoiced services” be? We invoice for all services. Any and all services invoiced to contractors (who will be responsible for payment)

Does the Cornerstone integration only support pre-employment, OR does it also support contractor screening?

Our present ATS system is only intended and currently supports Pre-employment screening only. However the selected supplier will have to support contract screening aside of any future integration with an ATS.

39 Does adverse action apply to both the pre-employment and contractor groups? Yes