RFI - Background Screening and Verification Services - PA



COMMONWEALTH OF PENNSYLVANIAOFFICE OF ADMINISTRATIONRequest for Information: RFI 16-01BACKGROUND SCREENINGAND VERIFICATION SERVICESSummary. The Commonwealth of Pennsylvania (commonwealth) issues this Request for Information (RFI) to solicit information that will be used to assist with the development of a Request for Proposals (RFP) or Invitation for Bids (IFB) for background screening and verification services which may be released by the commonwealth in the near future.Specifically, this request seeks information from which the commonwealth can formulate specifications and requirements, realistic timeframes and cost structures for the referenced procurement and project. The commonwealth desires to produce an RFP/IFB that promotes vendor competition and creative technical solutions. The commonwealth is open to any and all ideas in relation to this project and encourages alternative ideas that will help the commonwealth better define its requirements. This RFI is an earnest attempt to become aware of and knowledgeable about current solutions to support the project requirements of the commonwealth. This RFI will also help the commonwealth identify vendors who are able to provide the required services to support this goal.NOTE: This is an RFI – Request for Information and will not result in a contract award. A solicitation for a contract may be issued at a later date. Background. The commonwealth has a need to obtain a supplier to perform criminal background and employment-related verification checks for employees, potential employees, contractors, and/or potential contractors of the commonwealth. These services include national/state/local criminal history searches, a SSN/address locator, sex offender registries, employment verification, professional license verification, credit reports, civil records searches, and terrorism watch list checks.FBI Criminal background checks and Federal E-Verify services are not included. In addition, the supplier’s services would include dissemination of background/verification reports, storing/archiving electronic data, providing accurate record keeping of applicant processing (from start to finish), providing detailed reporting capability, system integration with the commonwealth’s applicant tracking system (NEOGOV); and the ability to respond to inquiries regarding status. Requirements. The commonwealth understands there may be a gap between our business requirements and what is available via consumer reporting. However, we have identified the following criteria for inclusion in a background screening and verification process, to the extent it can legally be considered when making an employment decision.Address locator – identify local municipalities where an applicant has lived, worked, or attended school.Criminal history – identify criminal convictions and pending charges at the local, state, and federal level.Education – identify degrees conferred as well as specific credits attained.License verification – identify any professional licenses held as well as any disciplinary actions on such licenses.Tax clearance – identify back taxes owed at the local, state, or federal level.Sex offender registries – identify if the applicant is a registered sex offender or is required to register as a sex offender.Credit reports – identify problematic information in credit history.Civil records searches – identify problematic information in civil proceedings.Social media searches – identify problematic social media activity.Terrorism watch list – identify if a candidate is on the do not fly list or other terrorism watch lists.Employment verification – confirm a candidate’s employment history, including job title, company name, dates of employment, worksite location, summary of duties, number of employees supervised, name of direct supervisor, salary or hourly rate, hours worked per week, reason for leaving, and eligibility for rehire. If this information cannot be verified/obtained from the former employer, other proof of employment must be collected. Acceptable forms of proof include, but are not limited to, job descriptions signed by the former employer that indicate dates of employment, payroll records, W2 forms, tax filings, or Social Security Administration records.Issues to Be Addressed. The commonwealth is requesting that firms with expertise in this area send the information set out below. Responses should be succinct, preferably no more than 10 pages.RFI QUESTIONAIRERESPONDENT LEGAL ENTITY NAME:RESPONDENT CONTACT PERSON:Name, Title:Address:Phone Number:Email:Does your company process background check requests? If so please describe the complete process including standard turnaround times, search types/criteria, demographic requirements, length of history searched, etc. Identify any service level agreements (SLAs) you may have in place for this process.Does your company have the ability to provide background checks, which will garner the results as described in the Requirements Section above? If so, provide an example. If not, provide an explanation of the criteria you can provide.Background Check Criteria.Review the criteria identified in the Requirements Section of this RFI and indicate if any are outside the standard background/employment verification process. Identify any criteria in which the requested information may not be attainable and explain the reasons why, i.e. Business decision, legal restrictions, etc. Are you able to meet the local criminal history check provisions of IRS Publication 1075, Section 5.1.1. b)?Does your service comply or is it on track to comply, with the data security, recordkeeping, data safeguarding and other requirements of IRS Publication 1075? If your service is not yet compliant, when do you expect to become compliant?Is it common practice in this industry to develop custom interfaces with clients to share data, such as with applicant tracking systems? If so, please explain. Is your product compatible with NeoGov? Is there a software program, system or method used for resolving errors on applicant entries such as, misspellings, key punch errors, aliases, additional names, etc.? Please describe.Describe what types of standard management reports and tracking capabilities are available for your system.Is it a standard practice to provide the ability to determine, based on a set of requirements that could change based on the position being filled, automated return of pass or fail? For example, could it flag records with certain misdemeanor or felony offenses for additional review?Is there an industry standard process for handling disputes if an individual were to question the accuracy of a report?Data:Does your company have the ability to electronically transmit and receive reports? If so, describe.Is your data encrypted, including incoming, outgoing and external communications? If so, describe. What type of security standards does this industry or your company use to protect data during transfer?What technology has become available in the background check market that could simplify or improve this process? Please indicate any current trends or anticipated future developments in the industry.What is the typical pricing structure for the services or goods (e.g., per applicant, each service, package, etc.) described in this RFI?Are social media screening services available as part of this industry? If so, does your company provide these services? Please describe, including which social media outlets? Are there any regulatory risks associated with relying on consumer reporting agencies for background check services? If so, please explain.Is there anything else that the commonwealth should know about this industry/service? Presentations. After a review of the submissions, the commonwealth reserves the right to request presentations regarding the information submitted. At such presentations, respondents should be prepared to address any questions regarding their response to this RFI.Due Dates. The commonwealth is requesting that all responses to this RFI be submitted by close of business on November 18, 2016. Timing for evaluating responses and optional scheduling of presentations will depend on the quantity and quality of responses received.Disclaimer. This RFI is issued solely for information and planning purposes and does not constitute a procurement solicitation. Responses to this notice are not offers and cannot be accepted by the commonwealth to form a binding contract. No party is bound by the information provided in response to this RFI.Respondents are solely responsible for all expenses associated with responding to this RFI. Respondents needing confidential treatment for any proprietary information they furnish must clearly identify that in their respective Responses. All information received in response to this RFI that is marked Proprietary will be handled in accordance with applicable law including the Right To Know Law, as amended. Respondents to this Request shall not provide recommendations as to specific courses of action and shall not be deemed to be an advisor or consultant to the commonwealth. The commonwealth will evaluate the information presented and determine any subsequent course of action, which may consist of contracting for implementation of commonwealth-determined work. Such work may be procured through any procurement method available, and respondents to this Request may be considered for selection to perform such work.Responses to this RFI will not be returned. Respondents will not be notified of the result of the review, nor will they be provided copies of monwealth Reservation of Rights. The commonwealth reserves the right to consider or reject any and all responses to this Request, to amend and/or reissue this Request and to abandon and then recommence at any time, or not recommence, this process. All costs of any response to this Request and participation in any presentations to the commonwealth are solely the responsibility of the Respondent and the commonwealth shall not be liable for payment of any such costs.Point of Contact. (This office is the sole point of contact) All submissions and contacts concerning this solicitation must be sent to or made with: Michael WegesTo: mweges@Cc: RA-BOP_RFI@Subject Line: RFI 16–01 Background Screening & Verification Services - Attn: Mike Weges ................
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