Online Reference Checking

The County of Orange, California, County Procurement Office is issuing a Request for Proposal (RFP) for online reference checking services to streamline its recruitment process by replacing traditional telephone-based reference verification with an electronic platform. Qualified respondents must demonstrate a minimum of five years of continuous experience providing online reference check services and possess all necessary permits and licenses. The proposed system must enable recruiters and hiring managers to create individual accounts, customize survey questions, send automated reminders to candidates and references, generate comparative reports, and maintain secure data storage compliant with state and local requirements, while remaining accessible 24/7 and mobile-compatible. The County will evaluate proposals on a lowest-price basis, with the lowest bidder receiving 100 points and other scores calculated proportionally, and respondents must clearly outline their pricing model (per check, per candidate, or subscription basis), contract length, and renewal terms. Respondents must provide at least three recent project examples demonstrating online reference checking experience, preferably in the public sector, and furnish at least five references with a minimum of three from comparable public sector entities. The proposal submission deadline is October 1, 2024, at 2:00 p.m., with questions due by August 28, 2024, at 2:00 p.m. and responses provided by August 29, 2024, at 2:00 p.m. The contract is structured as a firm fixed-fee arrangement with no guaranteed minimum or maximum number of referrals, proposals must remain valid for at least 365 calendar days from the closing date, and no price increases are permitted during the first year of the contract.

Local Small Business (OCLSB) and Disabled Veteran Business Enterprise (DVBE) certifications are available as preference policies for eligible respondents. The contract term extends for five calendar years from execution, with annual payments in advance based on the firm fixed-fee structure, and County Board of Supervisors approval is required for contracts exceeding $200,000 annually or $1,000,000 in total contract value across all years. Respondents must comply with all County terms, conditions, and insurance requirements, and the contract incorporates a cooperative provision allowing other governmental entities to utilize the pricing terms, with the contractor required to remit a 2 percent administrative rebate on all subordinate contract sales to the County. Any price increases after the first year require 180 days advance written notice with documented proof of cost increases, while all price decreases automatically extend to the County. The final award is subject to reference checks, past performance verification, and County Board of Supervisors approval. No specific budget range or award value is publicly listed; however, respondents must clearly articulate their pricing structure and total proposed contract value for evaluation purposes.