From
Lisa Norris, Human Resources Director
Title
One year price agreement with Touch Them All Inc. dba First Check Applicant Screening to perform pre and post- employment background check services city-wide effective December 27, 2015 to December 26, 2016, in the amount of $15,883 with the option to execute four one-year renewal options, resulting in a total estimated 5-year contract value of $79,415; and authorize the City Manager to renew the agreement so long as the total contract value does not increase by more than $50,000 or 25% or the original contract value and that such funds are appropriated annually in the city’s budget
Presenter
Steve Cates, Human Resources Manager
Recommended Action
Approve
Analysis
Background checks are performed on candidates during the pre-employment and post-employment process to help make informed hiring decisions and to help mitigate the risk of workplace violence, employee theft, and negligent hiring lawsuits. These background checks are generally conducted by Consumer Reporting Agencies which are regulated by the federal Fair Credit Reporting Act (FCRA) and by state and local laws. Our current vendor is First Check Applicant Screening that was effective 12/27/2010 and will have all renewal options exhausted as of 12/26/2015. As a result, a Request for Proposal (RFP) was issued to agencies on October 14, 2015 via Bid Sync as well as specific notification sent to a list of vendors that had requested notification. Nine (9) vendors submitted responses to the City by the deadline for analysis. Under the current proposal, we requested a one-year contract with four one-year renewal options for ease and efficiency in operations and consistency in service delivery.
Each proposer was ranked on three (3) primary factors through weighted percentages: 1) fees/renewals and guarantees, 2) bidder references and reputation, and 3) the extent to which the goods or services meet the municipality’s needs. Human Resources evaluated proposals by using a 100 point total allocation formula during the review process to score the proposals as shown in the attachment. At this point, respondents with an unacceptably low score were eliminated from further consideration. Purchasing conducted reference checks on the vendors. Based on assessment of scope of services, fees quoted and the established relationship which remains positive in both service and responsiveness, Human Resources recommends First Check Applicant Screening as the vendor of choice.
This item will also be presented to the Finance and Government Committee on the same day as this council item for their consideration and support.
Financial Consideration
Human Resources has $15,000 budgeted in the Risk Fund (212010-61415) for FY 2015/2016 for this service. Since this service is completely dependent upon the frequency and number of hires, promotions, demotions and transfers done in any given year by city departments, the amount spent per year is difficult to predict. We have expended $2,647 so far this year. We will watch budget closely and manage costs for this line item as appropriate and allowed within normal budget protocols (for line item transfers, etc.)