From
Lisa Norris, Human Resources Director
Title
Price Agreement for Pre-Employment Background Screenings from First Check effective January 1, 2020 based upon a fee schedule per unit item ordered, estimated up to $40,000 annually based on current volumes. This agreement will be for one year, with the option to renew for four additional one year periods, totaling an estimated $200,000 if all extensions are exercised. Authorize the City Manager to execute the renewal options with aggregate price fluctuations of the lesser of up to $50,000 or 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City’s obligation during the renewal terms.
Presenter
Lisa Norris, Human Resources Director
Recommended Action
Approve
Analysis
Human Resources conducts background screenings of various options for applicants selected for hire and certain volunteers and/or contractors who perform services to the City of Grand Prairie. Background checks may include any number of specific items to confirm eligibility to work for the city and are priced per unit ordered for each applicant, volunteer and/or contractor. Items selected may include such things as Basic Background, Driver’s License check, Credit Report, Criminal History check (Federal, State and/or County), Employment verification, License/Certification verification, Police Officer verification, etc. Depending upon the items ordered during the contract period annually as needed to hire/on-board applicants, volunteers and/or contracts, determines the total annual cost of the contract. As such, our annualized estimate is based upon current estimates with some cushion built in for volume changes that can reasonably occur in any given year, especially with the growing number of volunteers year over year that may require background checks and other background screening items. The fee schedule per unit is included and should not change unless mutually agreed upon by the parties.
Our current vendor is First Check, but we are going to reach the maximum allowable value on that total contract which is what required a bid to be completed. Notice of bid #20007 was advertised in the Fort Worth Star Telegram and Bid Sync; it was distributed to 64 vendors. Of those, there was 1 Grand Prairie vendor available for this commodity. 7 responses were received as shown on Attachment A.
The low bid received from First Check of Southlake, Texas meets specifications and is recommended for award. As our current vendor, they have provided exceptional service and we value the relationship.
Financial Consideration
Funds are currently available in the FY 2019/2020 Risk Fund budget (212010-61415) for background checks in the amount of $17,677.09 as of December and will be charged accordingly on orders through the end of the current fiscal year. Should we need additional funding for that line item, we will move money within the fund, or request contingency transfers at year-end as we always do for the Risk fund based on other losses. Future years shall be budgeted appropriately based on changes in projected volume.