Request for Quote: # Indianapolis Private Industry Council, Inc., d/b/a EmployIndy

Transcription

1 Indianapolis Private Industry Council, Inc., d/b/a EmployIndy Indianapolis Private Industry Council, Inc., d/b/a EmployIndy ( hereinafter EmployIndy ) is inviting your company/firm to submit a proposal for providing background checks for individuals desiring funding for training. Many convictions will disqualify an individual from employment within certain fields. In order to make a more informed decision with regard to how EmployIndy will have its service providers invest their training dollars towards training programs, EmployIndy desires to hire a contractor who will: Perform background checks for the purpose of screening individuals prior to entering healthcare training. Work directly with EmployIndy, and/or EmployIndy s authorized representatives to train on accurate interpretation of background reports. Provide an electronic, detailed, in depth background report immediately Provide customer service support Ensure all reports are Fair Credit Reporting Act(FCRA), Drivers Privacy Protection Act (DPPA) and Gramm-Leach Bliley (GLB) compliant Provide comprehensive background check reports to include at minimum the following (10 year history) : o Arrest/offense dates o Offense descriptions o Case numbers o Felonies, To include but not limited to sex crimes, exploitation of an endangered adult, failure to report battery, neglect or exploitation, theft, murder, voluntary manslaughter, involuntary manslaughter, battery, controlled substance offense, abuse or neglect of a minor, child or dependent, failure to report abuse to a minor, child or dependent. o Misdemeanors o Nationwide criminal check o Statewide criminal check o Motor vehicle records to include traffic citations and registration o Verification of social security number o Nationwide professional license check Please note the following: 1. All bids must be submitted in writing. Faxes are not accepted. 2. Employer reserves the right to accept or reject any bid in its sole discretion and is not obligated to choose the lowest bid. 3. Proposals must remain valid for a period of 180 days.

2 4. Please direct all questions and comments to the person indicated above only. Communication with any other individual may be considered grounds for disqualification. 5. The bid will be evaluated based upon the following criteria: a. Price b. Proven Ability to meet needs c. Turnaround time commitment d. Customer service e. Supplier Personal f. Understanding of legal requirements g. Infrastructure, including the system for tracking and reporting h. Ease of reading screening reports i. Additional services provided j. Quality and completeness of product provided k. Knowledge of the process involved The following information shall be included in the proposal/quote: I. Services offered 1. Indicate if you provide following services, describe them and your methodologies: County felony and misdemeanor records Credit Reports Social Security traces Driving records Federal Records Employment verification Education verification Professional license Sexual Offender search Terrorist databases International criminal searches International employment and education verification Others 2. Do you utilize the services of any subcontractors to fulfill criminal record searches, or any other search? If so, identify the methods used including quality control procedures. 3. Do you use databases for any searches? If so, please describe: a. The nature of the database b. Any limitations on the usage of the database c. Any legal compliance issues, such as FCRA Section 613

3 4. Please describe any quality control procedures you follow to insure accuracy in your reporting of results. 5. Does your firm have national capabilities? Describe. 6. Does your firm have international capabilities? Describe. 7. Describe your quality control procedures. II. Turnaround Time 1. What is your turnaround time for each of the services above? 2. Describe your methodology to ensure turnaround time of reports. 3. Are you able to generate turnaround time reports for each order that is placed and for each search conducted? 4. Do you notify employers if there is a delay and how long? 5. Is there a performance guarantee? III. Reporting Format and Technology 1. Describe the software or online system utilized by your firm. 2. How does an employer send an order to your firm? 3. How is an employer informed of results? 4. How an employer is kept advised of status? 5. What protection do you provide to keep customers limited to their candidate s data only? 6. Please describe your ability to accept online candidate consents. 7. Please provide a sample report. IV. Legal Compliance 1. Describe your understanding of the laws that govern pre-employment screening and your methodology for compliance with those laws. 2. How does your firm keep updated on applicable federal and state laws affecting employment screening? 3. Do you maintain a guide to applicable laws in all 50 states? 4. Describe what assistance you will give us, if any, in legal compliance. 5. Describe how you keep your clients updated on important legal changes. 6. If there is a criminal case found, who determines if it is reportable and describe the methodology used to determine whether it is reportable. V. Privacy and Security 1. Does your firm have a privacy and data security policy? If so, please provide. 2. Describe your security and data protection practices, including any third party certifications.

4 3. Does your firm send Personal and Identifiable Information (PII) outside of the United States for either for domestic or international screening? If so, please describe in detail. 4. How do you vet new clients to ensure your services are in compliance with the FCRA? Does your firm utilize any home based workers who have access to (PII) about an applicant? If so, describe the process and describe how personal and identifiable applicant information is protected. 5. Does your firm utilize home operators to complete employment and education verifications? If so, describe the process and describe how personal and identifiable applicant information is protected. 6. Does your firm have a Service Organization Control SOC 2 Privacy designation issued in accordance with the American Institute of Certified Public Accountants (AICPA)? VI. Customer Service 1. Do you provide any customer training or continuing education? If so, please describe. 2. Do you provide an account executive that will handle our account? 3. Do you have an internal trouble ticket system? If so, describe how it works. 4. If there is not a trouble ticket system, describe your internal methodology to insure that customer service issues are addressed in a timely manner and that there is follow-through. 5. Describe your problem escalation procedures in the event of a service issue. VII. About Your Firm 1. Please describe the background and experience of your firm. 2. Please provide a short biography of the principals of your firm. 3. Do you require a contract? 4. Describe your account set-up procedures. 5. Are there set-up fees? 6. Can we set up a customized screening program? 7. How do you handle billing an employer with multiple locations, or different departments? 8. Do you have errors and omissions issuance? Describe. 9. Please list representative clients. 10. Please list three references. To the extent possible, choose references that have needs similar to our firm. Please provide full contact information. 11. Is your firm a member of the trade association for background firms, the National Association of Professional Background Screeners (NAPBS)? If not a member, do you certify that you adopt and agree with their goals and standards? 12. Has your firm been accredited by the NAPBS Background Screening Credentialing Council (BSCC) for proving compliance with the Background Screening Agency Accreditation Program (BSAAP)? If not, are you currently in the process of obtaining an NAPBS accreditation?

5 13. If your firm is not accredited by NAPBS, is your firm in compliance with the NAPBS Accreditation guidelines? If not, please indicate in detail the steps being taken to be in compliance with NAPBS accreditation. 14. Describe how you train your employees. 15. Describe how you keep your employees updated on legal issues effecting screening. VIII. Pricing 1. Please provide pricing for each item listed above. 2. Do you have any package plans? Please describe. 3. Are there any other costs or expenses we should know about? IX. Other advantages 1. Are there any other advantages in selecting your firm to provide pre-employment background screening services? 2. There are many firms that provide this service. Why should we choose you? All quotes/proposals should be submitted no later than 4:00p.m. (EST), Friday, August 14 th, Quotes/proposals may be ed to Brian Jessen, Also, any questions should be ed to Brian Jessen at the same address. Please submit all responses directly to the following address: Brian Jessen EmployIndy PNC Center 115 W. Washington Street, Suite 450 S. Indianapolis, IN Final selection will be made on Friday, August 21 st, 2015 with contract to be executed immediately.