Supplier_Information_Qualifications__Background_Check_Services.xlsx
XLSX spreadsheet 15 KB Posted
- Attached to
- Background Check Services
- Solicitation number
- PR9308
- Issued by
- Florida
About this file
This is a supplier qualifications and requirements document for background check services issued by OUC (Orange County Utilities), a Florida-based government entity. OUC is seeking a qualified background check service provider to conduct screening for employees, contractors, and supplier/consultant applicants. The supplier must have been in continuous operation within the same scope of services for a minimum of 10 years and must meet extensive operational and technical requirements outlined across seven categories.
The background check services must include nationwide criminal history searches (minimum seven years), county/state criminal history checks with unfiltered arrest records, Social Security number tracing with address history, consent-based Social Security verification, OFAC checks, DMV reports and driving history, national sex offender registry checks, education verification, and foreign/international criminal history checks. The supplier must provide dedicated account and implementation managers, support multiple client portals with separate access for HR and Security divisions, accept electronic signatures, and integrate with OUC's HRIS Cornerstone and ATS systems via API capabilities. All sample documents—including background check reports, disclosure forms, authorization forms, adverse action notices, MVRs, employment and education verification samples, and records destruction forms—must be submitted with proposals. The supplier must maintain comprehensive Service Level Agreements with defined response and resolution times, provide 24/7 customer support with emergency availability, demonstrate FCRA compliance capabilities, maintain secure records retention and destruction protocols, and prevent data corruption and breach scenarios. Required proposal submissions include business licenses, architectural/solution diagrams, IT security questionnaire responses, and detailed descriptions of billing capabilities, reporting dashboards, a la carte service offerings, and turnaround times for each service type.
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Text version
Supplier Information
| SUPPLIER INFORMATION | ||
| Instructions: Each Prospective Supplier shall provide the following informaton with the submitted proposal | ||
| Responses | ||
| 1 | Supplier Name | |
| 2 | Name of Parent Company (if applicable) | |
| 3 | Complete Business Address | |
| 4 | State of Incorporation | |
| 5 | Contact Name | |
| 6 | Contact Phone Number | |
| 7 | Contact Email Address | |
| 8 | Dun & Bradstreet number | |
| 9 | Supplier must be in business with the same scope for more than 10-years. Total years? | |
| Section 2 - CUSTOMER SUPPORT & IMPLEMENTATION Answer Yes or No on each | ||
| 10 | Does the Supplier provide a dedicated Account Manager for the duration of the contract? | |
| 11 | Does the Supplier provide a dedicated Implementation Manager throughout the Implementation | |
| 12 | OUC shall be able to email a perspective employee, or a supplier, a link to process a background check that is paid for by OUC. | |
| 13 | The Supplier shall be able to accept electronic signatures and offer the option to add additional forms that require signatures to their system. | |
| 14 | OUC shall be able to access and manage multiple portals. Currently, OUC Human Resources has one (1) portal and one (1) OUC Administrative portal in the Security Division. | |
| 15 | All access shall be able to be granted, limited and/or locked by OUC’s designated Security representatives. | |
| 16 | The Supplier providing the background check services hereunder shall be able to archive, retrieve, and supply to OUC: (i) the historical records of the background checks that have been requested and/or reviewed, and (ii) the forms associated with the Services (i.e. consent/authorization forms, and all other required forms consistent with the applicable laws). | |
| Section 3 - TECHNOLOGY & PERFORMANCE | ||
| 17 | What is the expected implementation and training timeline for onboarding new users to the Supplier’s background services system? | |
| 18 | Provide the average turnaround time for each of the following services: | |
| 19 | County/State Criminal History Search | |
| 20 | Employment verification | |
| 21 | Education verification | |
| 22 | Motor vehicle Report (MVR) | |
| 23 | International Background Checks | |
| Section 4 - BACKGROUND SCREENING SERVICES & REQUIREMENTS | ||
| Each background check for OUC and/or OUC supplier/consultant applicants shall include the following as requested and agreed upon: Answer Yes or No on each | ||
| 24 | Nationwide Criminal arrest and Conviction Search – National Multi-StateCriminal Database Check – minimum seven (7) years. | |
| 25 | Seven (7) year County/State Criminal history check with unfiltered arrest history. | |
| 26 | Social Security Number Trace that includes Address History and Alias name check. | |
| 27 | The ability to conduct a Consent Based Social Security Number Verification Service. | |
| 28 | Office of Foreign Assets Control (OFAC) | |
| 29 | Department of Motor Vehicles (DMV) Reports and Driving History Report (MVR). | |
| 30 | National Sex Offender Registry Database Check. | |
| 31 | Education verification as requested for pre-employment requirements | |
| 32 | The ability to conduct foreign/international criminal history checks, include countries supported, average turnaround time, and any known limitations. | |
| Section 5 - BILLING REQUIREMENTS Answer Yes or No on each | ||
| 33 | Confirm firm can provide separate and itemized invoicing for the following OUC business unites/acounts: |
-OUC Human Resources -OUC Security Administration
34 Confirm firm can support paymnet methods for non-OUC invoiced services, including accepatnce of all major credit cards (including American Express)
| Section 6 - REQUIRED SAMPLE DOCUMENTS - The Supplier shall provide a copy within proposal: | ||
| 35 | Sample background check report for OUC review. | |
| 36 | Sample disclosure documents (as may be required by federal, state or local law, rule or regulation). | |
| 37 | Sample background authorization form used to receive authority from the pertinent applicant in order to perform the Services and to allow the disclosure of the report(s), produced pursuant to the Services performed, to the OUC designated personnel. | |
| 38 | Sample of notification documents sent to an applicant advising them of an Adverse Action when they are denied access due to their criminal record. | |
| 39 | Sample MVR. | |
| 40 | Sample of an employment and education verification. | |
| 41 | Sample destruction of records form. | |
| Section 7 - RESPONSES - to include within your proposal | Evidence/ Reference |
(Please indicate page on the Proposal)
| 42 | Supplier must provide a copy of the necessary licenses to conduct business with OUC. |
| 43 | Describe Supplier's customer support hours and emergency support availability. |
| 44 | Describe the Supplier's standard Service Level Agreement (SLA), including response and issue resolution times. |
| 45 | Describe Supplier's simple integration (ie API) capabilities with HRIS:Cornerstone and Applicant Tracking System (ATS) environment, including compatible systems. |
| 46 | Describe the process for handling delayed or incomplete background investigations |
| 47 | Describe the reporting, dashboard, and analytical capabilities available to OUC administrators. |
| 48 | Describe your education verification process, including verification sources, information verified, and escalation procedures for unverifiable degrees. |
| 49 | Describe your employment verification process, including methods, sources used, and escalation procedures for handling unverifiable employment information. |
| 50 | Describe any à la carte services your organization offers beyond its standard service offerings. For each service, provide a description, pricing methodology, estimated turnaround time, and any limitations or prerequisites. |
| 51 | Describe Supplier’s adverse action and ability to provide required FCRA -compliant notices on behalf of OUC. |
| 52 | Describe how Supplier supports multiple client portals, including separate access for OUC main department administrators and external contractors, including the ability to set up for direct payments |
| 53 | The Supplier providing the background check services shall provide details on the records retention process; to include record archives, how long each record is retained and what the records destruction/disposal process is. The Supplier providing the background check services shall include information on how background check records are stored, retrieved, retained and destroyed. The obligations to retain said records and provide same to OUC shall survive the termination or expiration of this Contract. |
| 54 | The Supplier providing the background check services shall provide documentation on the process and policy that is in place to prevent data corruption and what process takes place if there is a data breach involving OUC and/or OUC supplier records. |
| 55 | In addition to filling out and returning the OUC IT Security Questionaire, supplier must proide an architechual/solution diagram |
File details come from the government source that posted it. Updated .