RFR 2103. Q and A.pdf

RFR 2103. Questions and Answers

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1. How many estimated background checks would be needed annually?

Must have the ability to perform approximately twenty

(20) to fifty (50) criminal background screening records checks per week, although the Lottery makes no representations or guarantees about the number of checks/searches to be conducted.

2. Who is your current provider for Background Screening services?

Inquiries Screening Inc.

3. Can you provide your current itemized pricing for Background Screening services?

$112.00.

4. What is your estimated budget for this project? In FY20 $64,252.50 has been spent to date.

5. Are there any pain points with your current provider? No.

6. Why are you evaluating new providers for Background Screening services?

The current contract is ending with no remaining options to renew.

7. What is your anticipated start date? July 1, 2020

8. MSCL has asked for one fixed price per person. Please confirm that you want pricing to be all inclusive of all names and do not want vendors to provide a list of county access fees.

The MSLC does want one fixed price per person. Pricing should be all inclusive of all names and we do not need a list of county access fees but we do need a list of all counties searched.

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9. Please confirm that the MSLC is conducting a Criminal Offender Record Information (CORI) search. Please confirm that MSLC would like the vendor to include this in our pricing for the background screening package.

The criminal record background check using a social security number will include all counties that have a nexus to that number – a complete criminal check should be included in the per person pricing.

10. How many characters is your MSLC number? Six

11. Regarding the request for “Social Security Validation” are you seeking a:

a. Social Security Number trace, which reveals if a Social Security Number is valid and uniquely associated with an applicant and if multiple names are associated with a particular Social Security Number? AND/OR b.

Consent Based Social Security Verification, which matches an applicant’s personal identifiers against the Social Security Administration master file and death index? Please note: This option requires applicants to sign a special consent form and may increase turnaround time for reports.

The MSLC does want a Social Security Number Trace to include all aliases. The MSLC receives a release from every applicant/owner to conduct a criminal record background check. We expect all counties associated with a social security number to be searched.

12. As a privately held company, financial information is considered highly confidential in nature, and it is our preference not to include this type of data during the RFR process. May vendors submit letters from their banking institution and certified public accountant attesting to their financial strength in lieu of the requested financial statements? If selected as a finalist, we would be happy to provide you with the requested financial information upon the completion of a mutual nondisclosure agreement.

No, please submit financial statements as requested per the RFR. The MSLC will not enter into a nondisclosure agreement.

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13. 3.1.1 In section 3.1.1, MLSC requests reporting that includes the candidate's Social Security number (SSN). As part of our data security measures and to protect the identity of the candidate, we provide a redacted version of the SSN, showing the last four digits only. Is this acceptable?

Showing only the last four digits of the SSN is acceptable.

14. 3.1.1 In section 3.1.1, MLSC requests reporting that includes the candidate's current home address. As part of our data security measures and to protect the identity of the candidate, we provide a redacted version of all addresses identified, redacting the address number. We will provide the street name, city, state and zip code. Is this acceptable?

Yes. This is acceptable.

15. In light of the current circumstances surrounding COVID19, is it acceptable to submit bids electronically?

In lieu of hard copy submissions, electronic bids will be accepted only through Commbuys.com. Each submission should be in the format as required by the RFR.

Submissions will not be accepted by email. Please note:

The cost table must be submitted as a separate file in Commbuys and be clearly labeled.

16.

RFR Section 3.1.1 (4) Electronic Response required to be provided back to MSLC to a secure file server. Q:

Will integration with an MSLC system be required, if so what system does MSLC utilize that the contractor will be required to integrate with?

Yes integration will be required and the system has yet to be determined. MSLC is currently in the process of replacing the legacy back office system.

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17.

RFR 3.1.1 (4) Q: If integration with a server or system is required, does MSLC wish the costs for the integration to be built into the fixed prices or billed separately?

One fixed price for all criminal history background checks.

The MSLC does not expect an additional cost for integration with the MSLC system. Bidder’s cost proposal should be all inclusive.

18.

RFR 3.1.1 (4) Q: If integration is required, what is the expected timeframe expected for the integration to be completed and will work be scheduled via alternative means pending integration?

The MSLC expects the bidder to be able to conduct criminal background checks at the time the contract is in effect in the format currently in place. The on-line platform is expected to be implemented in late 2020.

19.

RFR Section 3.1.1. Data will be provided to the vendor via an encrypted file… Q: How will this data transfer occur? Via Email, system integration or other?

Email or SFTP

Currently the MSLC is set up to download an excel file directly to the current vendor’s website for processing. If data will be sent via email, the email should be encrypted both in transit and at rest.

20.

RFR 3.1.1. Data encryption. Q: Is the expectation to receive encrypted files expected only until system integration is completed or is the system to system integration expected to handle encrypted files?

Until system integration is complete, files need to be encrypted at rest.

21.

RFR 3.1.1. Data provided to the vendor to generate nexus search. Q:Will there be additional historical data provided to generate the search history, as the fields provided will not be sufficient to capture all locations the subject has lived, worked or gone to school.

No, SSN will be the only information provided to the vendor.

Section 3.1.1details all information that will be provided for each submittal.

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22. RFR 3.1.1 (3) Requirement to provide Multi-State or Nationwide Criminal Search. Q: Would MSLC Consider modifying this requirement to include searches at the County level? In our experience failing to search at the county level will result in missed information as many counties are not integrated or provide data to the state search systems.

The MSLC requires a social as well as a county search.

23. RFR 2.5 Cost Proposal, requirement for one fixed cost per person. Q: Many state and county agency include processing fees for searches, does MSLC wish for these fees to be passed through directly or built into the cost per search?

All fees should be built into the cost per search.

24. What is the expected volume?

Must have the ability to perform approximately twenty

(20) to fifty (50) criminal background screening records checks per week, although the Lottery makes no representations or guarantees about the number of checks/searches to be conducted.

25. On the Standard Contract Form, there are no highlighted sections to denote what needs to be completed.

Please read the form, and complete information that requests vendor/contractor information. The rest will be completed upon execution.

26. Will you accept electronic signature/stamp signature for the “original” copy right now due to the COVID crisis? If awarded the contract, we can provide wet signatures. This also includes notarized documents, can we provide electronic signatures and provide those if awarded the business?

Please print, sign (handwritten) and scan a copy of all requested forms and include with the electronic response in Commbuys, in the format requested by the RFR. Upon contract execution the awarded bidder will be allowed to send a scan of a wet ink signature and mail the actual wet ink document to the Lottery within 30 days.

27. Cost Proposal – Are you wanting all names searched that are developed from the SSN?

Yes

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28. Cost Proposal – Are you wanting 7 years of criminal history?

Searches should include all past criminal history that consent and is permissible under applicable law, except for juvenile records.

29. What system is currently utilized to transfer data between MSLC and the vendor? Is this an applicant tracking system or some other type of tool?

The MLSC currently downloads data to the current vendor’s website in an excel format.

30. In order to release the security documents requested in the RFP can the attached Non-Disclosure Agreement be signed?

As stated in the RFR, all responses and information submitted in response to the RFR are subject to the Massachusetts Public Records Law. The Lottery is not inclined to enter into a non-disclosure agreement because it can provide no more assurances than the Public Records Law allows.