Y26-125_Scope_of_Services_(Rev4).doc

Y26-125-HS

SCOPE OF SERVICES

A. SUMMARY

The Contractor shall perform comprehensive background checks on prospective employees and on current employees seeking promotions into positions considered to warrant such checks.

B. SPECIFIC SERVICES TO BE PERFORMED ARE LISTED BELOW.

1. All criminal and civil history check information shall be obtained from actual courthouse, state or county repositories. Database information is acceptable if it complies with the Fair Credit Reporting Act (FCRA) (as amended).

2.

3. No information gathered in the performance of the contract shall be aggregated or resold by the Contractor.

4. Any third-party services used in the gathering of information under the contract shall not be an offshore or foreign-based entity.

5. The Contractor shall not have direct contact with the applicant regarding any discrepancy in submitted requests. All coordination shall be accomplished through the Orange County Office of Professional Standards.

6. The Contractor shall make every reasonable effort to obtain complete information via telephone, fax, computer system, etc., as long as these efforts do not involve direct contact with the applicant. If done by mail, the Contractor shall provide a self-addressed and stamped return envelope for the return of the information requested.

7. The following types of information may be requested as part of the Contractor's services in the background check process:

Note:

Contractor shall have the ability to add additional services after initial request, without re-entry or re-submission of applicant's basic data.

A detailed explanation of each line item is listed below:

Items below shall be completed within seven (7) business days from date of request by the Orange County Office of Professional Standards:

a. County Criminal History Checks shall include felony and misdemeanor record checks from any county in the US and for select Florida Counties. All searches shall go back as far as the jurisdiction records allow.

b. Educational Verification shall include the verification of previous/current educational activities, dates of attendance, major courses, degree(s) obtained and/or reason for leaving.

c. Credit Report shall include the number of late payments over thirty (30), sixty (60) and ninety (90) days, collections, repossessions, foreclosures, charge-offs and bankruptcies, revolving balance totals and revolving past dues.

d. Department of Motor Vehicle Records (Out of State Only).

e. Check of County records for the previous ten (10) years shall include any civil records associated with the subject, upper civil records for defendants and plaintiffs.

f. High School/General Equivalency Diploma (GED) Verification, using the national electronic high school and GED credentialing service Parchment.

Item below shall be completed within twenty-one (21) business days from date of request by the Orange County Office of Professional Standards:

a. International searches include Criminal, Civil History and Department of Motor Vehicles for U.S. Territories, Virgin Islands, Puerto Rico and Canada.

8. The Contractor shall provide the name, telephone number and e-mail address of a dedicated single point of contact who has the necessary skills and authority to resolve accounting, technology and operational issues within five (5) business days. This shall be submitted within ten (10) business days from Notice of Contract Award.

9. The County will provide a request for searches of individual states based on information provided by the applicant. Out of state criminal/civil searches shall be priced for individual searches based on states of residence provided by the Orange County Office of Professional Standards.

It is acceptable to combine criminal/civil searches for individual states.

The County runs criminal searches in Florida counties. The United States Department of Justice Criminal Information Center (NCIC) record searches are not required as they are done through the County’s own fingerprinting process.

C. INVOICING REQUIREMENTS

1. Invoices shall be provided by the Contractor in such a manner as to allow for a per-search charge.

An example would be that if a request were made to search records in the State of Alabama and Gadsden County, Alabama, the Contractor would provide two invoice notations reflecting the search of both the County and State records. The Contractor shall provide the ability to differentiate search results by cost code or division/department name. For example: Development of use of internal cost code procedure that would allow itemization by name (Orange County Division or Department - Fire, Utilities, Public Works, etc.) or by line-item code to be utilized by Orange County for billing purposes. Monthly billing must summarize charges under cost code or division/department headings.

�Is this included in the Fee Schedule? I see International Searches, but is that different from what they’re trying to achieve here?

�We are trying to differentiate on the invoices the type of search done and which division it belongs too.

�Recommend this be moved into it’s own Invoicing Requirements Section, rather than under general services.

�OK

�See Section C at the end

�We should be more specifically, our definition of “expeditiously” may not match the theirs. Within X hours? X days?

�5 business days

�Do these need to be their own line on the Fee Schedule? Or do they fall under County Criminal or County Civil - I assume so if the dept states they run their own criminal searches in FL counties, is this also true of civil searches in FL counties?

�Each state has their own fees that they charge. Often times you can search court databases and they will include both civil and criminal charges as part of the same fee, but it is state dependent.

�Is this included in the Fee Schedule? I see International Searches, but is that different from what they’re trying to achieve here?

�We are trying to differentiate on the invoices the type of search done and which division it belongs too.

�Recommend this be moved into it’s own Invoicing Requirements Section, rather than under general services.

�OK