City of Chicago - Department of Procurement Services JULY 22, Addendum No. 1. RFP for Fingerprint and Criminal Background Check Services

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1 City of Chicago - Department of Procurement Services JULY 22, 2016 Addendum No. 1 For which Proposals are scheduled to be received no later than 4:00 p.m., Central Time on July 22, 2016 (pursuant to the Request for Proposal advertised May 27, 2016) in the Department of Procurement Services, Bid & Bond Room (Room 103 of City Hall). Respondent must acknowledge receipt of this Addendum No. 1 in the Cover Letter of its Proposal AND should complete and return the attached Acknowledgment by to This document contains: 1. Postponement of Proposal Due Date; 2. Modifications to the RFP; 3. Answers to Questions Submitted for Clarification of the RFP; and 4. Addendum Receipt Acknowledgment. The information contained in this Addendum No.1 is incorporated by reference into the original Request for Proposal (RFP) issued on May 27,

2 SECTION 1: POSTPONEMENT OF PROPOSALS DUE DATE The previously advertised Proposal due date has been postponed. Proposals are now due no later than 4:00 p.m. Central Time on August 5, 2016 in the Bid & Bond Room (Room 103), City Hall, 121 N. LaSalle Street, Chicago, Illinois, SECTION 2: MODIFICATIONS TO THE RFP 1) Section 4.1, DFSS Fingerprinting Process is deleted in its entirety and replaced with the following: 4.1 DFSS Fingerprinting Process The Department of Family and Support Services (DFSS) is requesting professional services from a contractor for fingerprint background checks rendered to its Delegate Agencies. The Delegate Agencies will not be required to have the Services performed through the City s selected Contractor and will be free to engage their own contractors to perform the Services; accordingly, the City does not assure the Contractor selected pursuant to this RFP any level of work. The City will merely make available the Services of its Contractor to the Delegate Agencies, without recommending the contractor. As between the City and the Delegate Agencies, the Services of the Contractor will be used by the Delegate Agencies at their own risk, and the Delegate Agencies will hold the City harmless for any negligent or wrongful performance of the Services by the Contractor. In addition, the City will disclaim any and all liability under an agreement entered into with the Contractor, except with respect to the City s obligation to make payment to Contractor for services rendered to the delegate agencies. If a Delegate Agency wishes to use the Services of the Contractor that is selected pursuant to this RFP, it will so notify the City, and said Delegate Agency will send potential hires, existing staff, volunteers and contractors to the Contractor to schedule an appointment. The Contractor will send the candidates an outlining the required documentation that is needed to complete the background check as well notification of their appointment including the designated site location and time when they should arrive to complete the fingerprint background check, including fingerprint scan and photo, as required by the State. DFSS prefers that the Contractor have a minimum of at least three to six locations throughout Chicago where fingerprint background checks can be conducted more locations are ideal. It is important to DFSS that the service locations are accessible to the people requiring services. DFSS expects every employee, consultant and volunteer to have a fingerprint and background check completed every two (2) years subsequent to the initial screening. The DFSS Delegate Agencies employ approximately 5,000 employees on the Head Start and Early Head Start Grants. It is estimated that half or 2,500 delegate agency potential hires, existing employees, consultants and volunteers will move through their two year cycle with 250 identified as potential hires annually. Each Delegate Agency will maintain its own originating identifier (ORI) number. The Contractor will submit fingerprints directly to the State and Federal Bureau of Investigations (FBI) on each Delegate Agencies behalf. The Delegate Agencies will receive a tracking number for each application submitted. All fingerprint results will be sent directly to the Delegate Agency generally within 5 business days. If a Delegate Agency does not receive their results from the FBI and/or State of Illinois Police, then the Delegate Agency will be responsible for contacting the Contractor to obtain assistance for resolving the matter. 2

3 If a person has to be re-fingerprinted because fingerprints could not be used by the FBI and/or State of Illinois Police, then the Delegate Agency will be notified to have the candidate complete a second fingerprint scan. There will be a separate charge for this service. If the fingerprints are unusable for a third time, then the FBI will complete a name and background check free of charge. The Contractor will facilitate this process with the Delegate Agency. On a monthly basis, the Contractor must send DFSS a notification report that provides the City such information as the City may require in order to confirm that the Services were performed for purposes of payment. The exact format of the report will be agreed upon after contract award by DFSS and the Contractor. As the City of Chicago is not the employer of any of the individuals checked, the monthly report must not include the results of completed background check. Decisions on whether a potential hire, existing staff, volunteer or contractor will be employed based on the results of the fingerprint background check is determined at the Delegate Agency level. DFSS only will receive a record that Services were performed. The Contractor will send a monthly invoice to the City which collectively includes all costs for performing the background checks on the delegate agencies behalf. 2) Section 4.2, Criminal Background Check is deleted in its entirety and replaced with the following: 4.2 Criminal Background Check In the event that a fingerprint background check cannot be completed because the candidate cannot provide a fingerprint, then an option for an alternate background check must be made available for prospective employees, existing staff, consultants and volunteers of the Delegate Agencies. The background check will consist of one of the following: A. A FBI Name Check Only that includes a search for the name provided by the applicant as well as SSN Trace, race, sex and DOB. B. A criminal history check that consists of a seven year name and SSN background check including a state and national search The Delegate Agency will specify the type of background check at the time of the request. If the Delegate Agency specifies a criminal history check, the Contractor must receive written approval from the City prior to providing the criminal background check. Each Delegate Agency will maintain its own originating identifier (ORI) number. The Delegate Agencies will receive a tracking number for each application submitted. All background check results will be sent directly to the Delegate Agency generally within 5 business days. If a Delegate Agency does not receive their results from the FBI and/or State of Illinois Police, then the Delegate Agency will be responsible for contacting the Contractor to obtain assistance for resolving the matter. On a monthly basis, the Contractor must send DFSS a notification report that provides the City such information as the City may require in order to confirm that the Services were performed for purposes of payment. The exact format of the report will be agreed upon after contract award by DFSS and the Contractor. The monthly report must not include the results of completed background check. Decisions on whether a potential hire, existing staff, volunteer or contractor will be employed based on the results of the criminal background check is determined at the Delegate Agency level. DFSS only needs a record that Services were performed. 3

4 3) Section 4.4, Point of Contact is amended by adding the word be between the words must and assigned. 4) Section 4.8, Nature and Term of Contract, the first sentence in the first paragraph is amended by deleting the phrase (which the City may modify in its discretion) and replacing it with (which the City may modify at its discretion). 5) Section 4.8, Nature and Term of Contract, the first sentence in the second paragraph is further amended by changing the initial term of any contract awarded pursuant to this RFP from three (3) years to five (5) years. 6) Exhibit 3, Compensation Schedule is deleted in its entirety and replaced with Attachment 1 of this Addendum 1. SECTION 3: ANSWERS TO QUESTIONS SUBMITTED FOR CLARIFICATION OF THE RFP Questions 1 Section 4.1: Traditionally, the individual programs would notify the applicant of the fingerprint requirements. How would the vendor know which applicants to notify based on this requirement? 2 Are appointments required, or can scheduled locations with a first come first serve model by utilized? 3 Section 4.2: The State and FBI have a name based process after two unsuccessful fingerprint attempts have been made. Does DFSS plan to utilize this process, or would DFSS want the vendor to do a criminal history check based on name and SSN? 4 Exhibit 3: Is the criminal background check verification on the price sheet a 7 year name and SSN background check? And if so would that include both a state and national search to mirror the fingerprint process? 5 Is the City intending to make a sole award, or will contracts potentially be awarded to multiple vendors? If multiple vendors, would you consider awarding the fingerprinting to one vendor, and the name-based search portion social security verification/trace, address history, and criminal records check to another vendor? Answers The Department of Family and Support Services (DFSS) will provide a list of the ORI numbers for all participating delegate agencies to the Contractor. Each delegate agency will contact the Contractor to inform them of candidates that need background checks as they are presented so that the Contractor can advise the candidates on next steps to have their background check completed. Scheduled locations are acceptable as long as the Contractor can properly track the candidates to the requesting delegate agency and submit an itemized list with the invoice to DFSS. DFSS will use the State of Illinois and FBI name based process after two unsuccessful fingerprint attempts have been made. However, there is a line item for a criminal history check based on name and social security number that may only be used by the Delegate Agencies, with prior approval of the City. If the criminal history check is required, it will be explicitly approved by DFSS. Yes. If a Delegate Agency requests a criminal background check verification, it will be for the seven (7) year name and SSN background check and includes a state and national search. The use of the criminal background check must be explicitly approved by DFSS. Refer to Section 8, Selection Process, in the RFP. The City intends to award one contract. 4

5 6 The City has stated that they prefer recycled and/or reusable binding methods for hardcopy proposals. Would it be acceptable for respondents to submit unbound hardcopies using reusable fasteners such as binder clips? 7 The RFP states that there will be no stated goals for MBE/WBE participation. What parts, if any, of Exhibit 4 are respondents required to complete and return with their proposal? If possible, please reference form titles or page numbers. 8 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 RFP process. May vendors submit letters from their banking institution and certified public accountant attesting to their financial strength in lieu of the requested audited financial statements? If the answer is no, would you be willing to sign a mutual non-disclosure agreement prior to delivery our financial information in order to protect it from public disclosure? 9 On page 16, section K, the RFP states respondents must submit evidence of insurance prior to contract award. Please clarify the purpose of the insurance template on page 68. Are respondents required to fill this out and return it with their proposal? Or is this form to be submitted after contract award? 10 Our company is not a Chicago Minority or Women owned business, the RFP stated that this requirement is waived, but there is a form for compliance in a later section. Please confirm if MBE/WBE is not a requirement for this RFP. Yes. If the Respondent will not be utilizing MBE/WBE subcontractors to fulfill the services none of the documents included in Exhibit 4 are required. Refer to Section 6.2 H and Section 5.5, Transparency Website; Trade Secrets in the RFP. The City will not sign a nondisclosure agreement. The insurance form in Exhibit 6 is a representation of a City of Chicago Certificate of Insurance to be completed by insurance companies evidencing insurance coverages. Respondents are not required to fill this out and return it with their proposal. As stated in Section 6.2. K, Respondent should include a statement that they can comply with the City s insurance requirements. Prior to contract award, the Contractor will be required to submit evidence of insurance in the amounts specified in the attached Exhibit 6. There are no stated MBE/WBE goals for this RFP. 5

6 ATTACHMENT 1 REVISED EXHIBIT 3, COMPENSATION SCHEDULE per Addendum No. 1 dated July 22, 2016 Item Description Year 1 Year 2 Year 3 Year 4 Year 5 1 State and FBI Fingerprint and Photo ID Initial 2 State Fingerprint and Photo ID Second 3 FBI Fingerprint and Photo ID Second 4 FBI Name Check Only 5 Criminal Background Check Verification, 7 year Name and SSN including State and National Search (With prior approval of DFSS) Item Description Extension Option Year 1 Extension Option Year 2 Extension Option Year 3 6 State and FBI Fingerprint and Photo ID Initial 7 State Fingerprint and Photo ID Second 8 FBI Fingerprint and Photo ID Second 9 FBI Name Check Only 10 Criminal Background Check Verification, 7 year Name and SSN including State and National Search (With prior approval of DFSS) 6

7 City of Chicago - Department of Procurement Services JULY 22, 2016 Addendum No. 1 SECTION 4: ADDENDUM RECEIPT ACKNOWLEDGMENT I hereby acknowledge receipt of Addendum No.1 to the RFP named above and further state that I am authorized to execute this Acknowledgment on behalf of the company listed below. Signature of Authorized Individual Title Name of Authorized Individual (Type or Print) Company Name Business Telephone Number Complete and Return this Acknowledgment by to 7

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