RFB Vendor Background Check.pdf

RFB.VBC.VI.2025 Page 1

VENDOR BACKGROUND CHECK

FOR ACCESS TO OR WORK IN CITY AND TRUST BUILDINGS AND STRUCTURES

The City has established a policy to better secure City and/or Trust owned or operated buildings and structures by requiring background and fingerprint checks of Non-City employees as a condition precedent to entering City and/or Trust buildings and structures. Vendor employees and agents who will be required to enter City and Trust buildings and structures to perform a City or Trust Contract will be required to obtain and provide an Oklahoma

State Bureau of Investigation background and fingerprint check to the General Service

Director or designee before such Vendor employee or agent will be permitted to enter City and/or Trust buildings and structures unescorted, at their cost.

The General Services Director will establish and maintain a list of Non-City employees authorized to enter City and/or Trust buildings and structures. Background and fingerprint records will be maintained by the General Services Department in a secure location within the City’s internal network. Said records will be destroyed within sixty days of: 1) final acceptance by the City

Council in the case of construction projects, 2) termination or expiration of a procurement pricing agreement, 3) termination or expiration of an engineering, architectural or planner agreement, or

4) termination or expiration of a professional services agreement, unless the Vendor has another agreement. The City reserves the right and authorizes the General Services Director or designee to request and require any such background check be updated and resubmitted. In addition, the

Vendor acknowledges and agrees that Vendor employees and agents will be asked to verify their identity with a government issued picture identification (Driver’s License, Passport, Oklahoma issued Identification Card) from the employee or agent’s state of residence to enter City and/or

Trust owned or operated buildings and structures.

Arrest and/or conviction records may disqualify Vendor employees or agents from access or for work in City or Trust buildings and structures.

In addition to the Sex Offenders Registration Act (57 O.S. Section 581 et seq.) and the Mary Rippy

Violent Crime Offenders Registration Act (57 O.S. Section 591 et seq.), the following criteria will be used when reviewing Vendor employee or agent requests for building access:

(a) Any unpardoned felony conviction or plea of nolo contendere may be disqualifying, depending on the nature of the conviction and the relation to the scope of the contract or price agreement, except under the following circumstances:

1. Access to City or Trust buildings and structures is contingent upon successful completion of two (2) years of a deferred or suspended sentence (if the sentence exceeds two (2) years), otherwise, after successfully serving the complete sentence.

Applicants must submit two (2) favorable written references, one (1) of which must be from an employer with whom the individual has worked within the last two years. Situations where the applicant is unable to provide a written reference from an employer with whom the individual has worked within the last two (2) years will be reviewed by the General Services Director or designee on a case-by-case basis.

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2. Applicants convicted of a felony and ordered to serve time with the Department of

Corrections may be eligible for access, depending on the nature of the conviction and the position sought, two (2) years from the date of parole. Applicants must submit two (2) favorable written references, one (1) of which must be from an employer with whom he or she has worked within the last two (2) years will be reviewed by the General Services Director or designee on a case-by-case basis.

(b) Any unpardoned conviction(s) involving the following offenses may be disqualifying:

moral turpitude; non-consensual sex acts; distribution or trafficking of controlled dangerous substances; assault and battery with a dangerous weapon, or any offense involving a minor as a victim.

(c) Any applicant who has been convicted of a felony, is a current defendant of a Victim

Protection Order (VPO) or has been convicted of a misdemeanor crime of Domestic

Violence, will not be considered for facility access. Misdemeanor convictions and traffic violations will be evaluated on an individual basis and may be disqualifying.

(d) Any applicant with a pending felony or misdemeanor charge (other than minor traffic violations) will be ineligible for access, until a final disposition of the charge is made.

(e) Any conviction that has been pardoned or expunged cannot be considered in a facility access decision.

If it is determined that information obtained through the applicant's OSBI criminal records check makes the applicant unsuitable for access to City or Trust buildings or structures, the General

Services Department will notify the applicant immediately and provide a copy of any criminal record information.

(a) The applicant will be given seven (7) business days to provide information that negates the validity and relevance of the criminal record. If the information obtained through the criminal records check cannot be invalidated by the applicant, the applicant will be denied facility access.

(b) In determining an applicant's suitability for facility access, the General Services

Department will consider information including, but not limited to the following:

1. Relevance of the crime to the proposed work to be performed.

2. Nature of the work to be performed;

3. Recency of the conviction;

4. Sensitivity of and potential risk to accessible information, systems, or equipment; and

5. Potential risk or threat to City employees.

Upon approval of a contract or agreement by the City Council/Trust, the successful Vendor(s) will be required to submit to the General Services Department the

RFB.VBC.VI.2025 Page 3 following completed documents for each employee requiring access to City or Trust buildings and structures to fulfill the terms of the contract or agreement.

1. Non-Employee Building Access Request Form – available upon request at

(405) 297-2123

2. OSBI Criminal History Information Request Portal Response – available at http://www.ok.gov/osbi/CriminalHistory/CHIRP http://www.ok.gov/osbi/CriminalHistory/CHIRP