Request for Proposals for Background Checking Services Issued by: Pennsylvania State System of Higher Education Issue Date: May 14, 2007 Initial Response Date: June 18, 2007
Table of Contents Page Part I General Information... 1 Part II Description of the Organization and Background... 4 Part III Work Statement... 6 Part IV Information Required From Firms... 8 Part V Criteria for Qualification... 9 Appendix A Appendix B Appendix B1 Cover Page Pennsylvania Commonwealth Service Purchase Contract Standard Contract Terms and Conditions for Services
Part I General Information I-1 Purpose The purpose of this Request for Proposals (RFP) is to select a pool of qualified firms capable of providing background checking services for verification of information provided by potential employees concerning Social Security information, criminal background, academic credentials, and other items as necessary for the Pennsylvania State System of Higher Education (PASSHE). This RFP will result in a multiple participation award contract, which is the first step in a two-step procurement process. Successful placement on the award list provides eligible firms with the ability to provide services on an as-needed basis. It is not a guarantee that PASSHE will request the firm to provide the services. The second step involves solicitation of a written estimate for each campus that has a need for these services for the period of one academic year. The requestor (one of the 14 PASSHE Universities or the ) will issue individual purchase orders for these periods. Each purchase order will be deemed to incorporate the terms and conditions as set forth in the contract. I-2 Issuing Office This RFP is issued for PASSHE by the issuing office listed below. The issuing office is the sole point of contact for this RFP. Please refer all inquiries to: Scott A. Bailey, Procurement Manager Pennsylvania State System of Higher Education Dixon University Center Administration Building, Second Floor 2986 North Second Street Harrisburg, PA 17110 V: 717-720-4155; F: 717-720-4111 Email: sbailey@passhe.edu Web site: http://www.passhe.edu/content/?/office/finance/procurement Questions must be submitted via email to the issuing office by 10 A.M. on May 21, 2007, to ensure sufficient time to prepare responses. Responses will be posted in a timely fashion on PASSHE s Procurement web site. From the issue date of this RFP until a determination is made regarding the selection of qualified firms, all contacts with PASSHE personnel concerning this RFP must be made through the issuing office. Any violation of this condition is cause for PASSHE to reject a firm s proposal. If it is later discovered that any violations have occurred, PASSHE may reject any proposal. I-3 Scope This RFP contains instructions governing the responses to be submitted and the material to be included therein, a description of the services to be provided, requirements that must be met to be eligible for consideration, and contract terms and conditions. I-4 Pre-Proposal Conference There will be no pre-proposal conference. 1
I-5 Rejection of Proposals PASSHE reserves the right to reject any and all responses received from firms as a result of this request. I-6 Contract A contract will be issued to each qualified firm who meets the requirements and qualification criteria outlined in this RFP. Collectively, these contracts will constitute a multiple participation award contract that will allow PASSHE to procure background checking services during the contract period. I-7 Incurring Costs PASSHE is not liable for any cost or expenses incurred by firms in the preparation of their proposals or for attendance at any conferences or meetings related to this RFP. I-8 Contractor Responsibilities Each firm who has successfully qualified to supply background checking services will be considered a qualified firm. Each qualified firm will be required to assume responsibility for delivery of all services specified. Further, PASSHE will consider the qualified firm to be the sole point of contact with regard to contractual matters. I-9 Subcontracting Any use of subcontractors must be approved in writing by PASSHE. Such approval will not be withheld unreasonably. PASSHE requires the inclusion of diverse vendors in the subcontracting process and may require proof of inclusion and consideration of selection. I-10 Economy of Preparation Proposals should be prepared simply and economically, providing a straightforward, concise description of the firm s ability to meet the requirements of this RFP. I-11 Disclosure of Proposal Contents The proposal of each qualified firm will become part of the multiple participation award contracts resulting from this RFP and is not, therefore, confidential. All other material submitted becomes the property of PASSHE and may be returned only at PASSHE s option. PASSHE has the right to use any or all concepts presented in any reply to this RFP. Selection or rejection of a proposal does not affect this right. I-12 Addenda to the RFP If it becomes necessary to revise any part of this RFP, addenda will be posted at the following web site: http://www.passhe.edu/content/?/office/finance/procurement/opportunities. The information contained on this web site is current and accurate. It is the firm s responsibility to check this site periodically to obtain any changes to the solicitation. Firms must acknowledge all addenda in proposal responses. Firms who fail to submit current copies of the solicitation may be deemed nonresponsive. Firms who do not have access to the Internet should notify the issuing office. I-13 Debriefing Conference Firms who are not qualified through the RFP process will be notified and will be given an opportunity to be debriefed. The purpose of the debriefing is not to compare proposals, but to provide information that may assist the individual firms in preparing better proposals in the future. The issuing office will schedule the date, time, and location of all debriefing conferences. 2
I-14 News Releases News releases pertaining to this RFP may not be made without PASSHE s approval, and then only in coordination with the issuing office. I-15 Response Date In order to be considered for initial review and award, proposals must be received at the issuing office by 2:00 P.M. on June 18, 2007. PASSHE may solicit additional firms for future awards under this RFP and to supplement the list of qualified firms at any time during the contract period. I-16 Proposals To be considered, proposals must consist of a complete response using the information provided in Part IV of this RFP. Proposals must be submitted to the issuing office as one (1) original and one (1) copy. In addition, all proposals must include an electronic version on CD in Microsoft Word and/or Excel formats. The information must include both the Technical and Cost Data in separate files. Contractors must name each file using their company name, e.g., ABCCOMPANYTECH. and ABCCOMPANYCOST. Additionally, electronic copies must be emailed to proposals@passhe.edu referencing the RFP number in the subject section. I-17 Contractor Responsibility Program Firms must certify that they are not currently under suspension or debarment by the Commonwealth of Pennsylvania, any other state, or the federal government to the best of their knowledge. Additionally, firms must certify that they are not tax delinquent with either the Pennsylvania Department of Revenue or the Pennsylvania Department of Labor and Industry to the best of their knowledge. Firms must acknowledge that, if they are currently under suspension or debarment, or if they owe delinquent taxes, their proposal may not be accepted or considered. These statements may be included in a signed cover letter. 3
Part II Description of the Organization and Background II-1 II-2 II-3 II-4 II-5 Sites PASSHE comprises 14 universities, four branch campuses, several regional centers, and the McKeever Environmental Learning Center. The universities are situated in rural, suburban, and small-town settings throughout Pennsylvania, in the communities of Bloomsburg, California, Cheyney, Clarion, East Stroudsburg, Edinboro, Indiana, Kutztown, Lock Haven, Mansfield, Millersville, Shippensburg, Slippery Rock, and West Chester. The four branch campuses are in Oil City (Clarion), Kittanning and Punxsutawney (Indiana), and Clearfield (Lock Haven). The is situated in the capital city of Harrisburg at the Dixon University Center. Mission As established by the founding legislation, Act 188 of 1982, the primary mission of PASSHE is the provision of instruction for undergraduate and graduate students to and beyond the master s degree in the liberal arts and sciences, and in the applied fields, including the teaching profession. While the universities share a common mission, each also embraces specific spheres of excellence. Additionally, the purpose of PASSHE is to provide high quality education at the lowest possible cost to students. Governance A 20-member Board of Governors, which comprises four legislators, three students, the Governor or a designee, the Secretary of Education or a designee, and 11 citizens appointed by the Governor, sets general policy for PASSHE. Organization The Board of Governors has overall responsibility for planning and coordinating the development and operation of the System. The Board appoints the Chancellor, who serves as the chief executive officer of PASSHE, and the university presidents. Each university has an 11-member council of trustees, which carries out Board policy and deals with a variety of local issues. The Chancellor is an ex-officio member of each council. Academic Programs Universities in PASSHE provide a wide range of associate s, bachelor s, master s, and doctoral degree programs, offering teacher, administrator, and supervisory certificates, as well as a range of lifelong learning opportunities. More than 250 degree and certificate programs in more than 120 areas of study are offered. Prerequisite coursework and counseling are afforded students planning to enter professional schools for engineering, health-related sciences, and law. Indiana University of Pennsylvania (IUP) offers graduate instruction at the doctoral level. Other PASSHE universities also may offer doctoral programs in conjunction with IUP or with any other institution chartered to award doctoral degrees. The universities are fully accredited by the Middle States Association of Colleges and Schools. Academic programs are individually accredited by appropriate national organizations. 4
II-6 II-7 II-8 II-9 II-10 II-11 Enrollment Approximately 107,000 undergraduate and graduate, part-time and full-time, students attend PASSHE universities. More than 90% are in-state students, and 64% of recent bachelor s degree alumni remain in Pennsylvania after graduation for their first job or to continue their education. Facilities The total university campuses comprise approximately 4,900 acres. More than 900 buildings (approximately 26 million square feet) house classrooms, residences, administrative offices, and student support services. Alumni There are more than 617,000 PASSHE alumni, including more than 405,000 who live in Pennsylvania. Employees PASSHE employs more than 12,000 professional and support staff, most covered by collective bargaining agreements, making it the 15 th largest employer in the state. Costs Tuition at PASSHE universities is $5,038 per year for Pennsylvania undergraduate students and from $7,558 to $12,598 per year for nonresident students. The graduate student tuition is $6,048 per year for Pennsylvania residents and $9,678 per year for nonresidents. Resident students also pay a $125-a-year instructional technology fee; nonresidents pay $188. Room and board charges vary, as do local fees. Students may apply for a variety of state and federal financial assistance programs, and campus scholarships, grants, and loans. History The state universities spent the first 100 years of existence training teachers for Pennsylvania s schools. The Normal School Act of 1857 established regional teacher training institutions throughout the Commonwealth. The School Code of 1911 called for the state purchase of all normal schools, and by 1921 the current configuration of 14 state-owned universities was established. The 14 normal schools evolved from state normal schools, to state teachers colleges, to state colleges. On November 12, 1982, Act 188 was signed into law establishing the Pennsylvania State System of Higher Education on July 1, 1983. Thus, the 13 former state colleges joined with Indiana University of Pennsylvania to achieve university status. 5
Part III Work Statement III-1 Overview The Pennsylvania State System of Higher Education (PASSHE) wishes to procure background checking services for verification of information provided by potential employees concerning Social Security information, criminal background, academic credentials, and other items as necessary. Selected firms will be required to provide services for PASSHE Universities and the, and will be expected to act as independent counsel and provide background search advice and research. While background checking for each University may follow PASSHE guidelines, the process is not fixed and may vary by University goals and institutional needs. While working closely and confidentially with appointed search committees and other PASSHE constituencies, firms may be asked to provide the services below, as well as others, as necessary: 1. Criminal background (county, state or multi-state) 2. Academic credentials background 3. Social Security tracking III-2 III-3 Contract Scope The purpose of this RFP and any resulting contract is to provide services for PASSHE, its 14 Universities, and the. PASSHE anticipates that several Universities will use the resulting three-year contract(s) immediately upon execution, and the balance of the operations will phase in usage over the life of the contract. However, Universities that have an existing contract in place for similar services will plan to use them until that contract s termination date. Requirements A. Qualification Requirements To be considered for award, firms must meet all of the following requirements: 1. Submit a complete proposal, including providing responses and documentation in a format corresponding to this RFP. 2. Have a primary representative with a minimum of five (5) years of demonstrated experience in providing background checking services, with specific expertise in higher education. 3. Have experience with at least three (3) recent (within the previous 36 months) projects in providing the supply of services similar in scope to that which will be required through the term of this contract, and provide contact information for confirmation of these projects. 4. Achieve an acceptable score, as determined by PASSHE, for each of three (3) client references regarding project performance and overall evaluation of the firm s qualifications and experience. 5. Comply with contractor responsibility and integrity requirements, and otherwise be eligible to enter into contracts with PASSHE. This factor includes, but is not limited to, those provisions contained in sections I-8, I-9, and I-17 of this RFP. Firms whose proposals fail to meet qualification requirements will neither be considered nor have their proposals evaluated. 6
B. Service Requirements Pennsylvania State System of Higher Education 1. Have experience with and be able to provide background checking services with multiple levels of service to meet the needs and requirements of the Universities, which vary greatly in size and physical plant. 2. Have experience with and be able to provide the highest quality delivery of services to all PASSHE locations. 3. Have experience and be able to provide recommendations concerning the timing, structure, and method of providing the services required by this solicitation. 4. Aid in the preparation, creation, distribution and dissemination of reports and other documents required to manage effectively an operation/account of the size described in this solicitation 5. Have experience with a supplier diversity program. 6. Have and maintain web sites to aid in facilitating services and meeting additional requirements. 7
Part IV Information Required From Firms IV-1 Statement of Qualifications The firm shall submit the following information, in one (1) original and one (1) copy, one (1) electronic copy, and one e-mail copy to proposals@passhe.edu with responses to each item numbered accordingly (1 8): 1. At least three (3) business references, including the company name, address, contact person, and telephone number. Include a description of the services provided to these clients and how they relate to the requirements of this RFP. 2. A description of your firm and a history of the past year s business. Provide a list, with résumés, of individuals who would provide the services for PASSHE. Show each individual s general role and responsibility within your organization. Identify those persons with particular abilities and experience to perform the services required by this RFP. 3. Your firm s ability to provide similar types of services as described in Part III of this RFP. Provide information on the depth, breadth, and historical experience your firm has in providing background checking services, particularly in higher education. Factors such as the age of your firm, number and kind of background checks, prior experience, and flexibility in meeting the demand for services should be addressed. 4. Provide a general statement reflecting your understanding of PASSHE, how it functions, and its need for the services in this RFP. 5. Describe in narrative form your firm s plan to accomplish a sample background check. 6. Provide a letter complying with contractor responsibility and integrity requirements and otherwise be eligible to enter into contracts with PASSHE. This factor includes, but is not limited to, those provisions contained in sections I-8, I-9, and I-17 of this RFP. 7. Fee schedule associated with providing background checking services as described in Part III of this RFP. Include specific items such as individual costs per background check, volume discounts, and costs for additional services, as well as any expense that could be incurred by PASSHE as part of using these services. 8. Other materials the firm wishes to submit to demonstrate its ability to meet the provisions of this RFP. 8
Part V Criteria for Qualification V-1 Evaluation of Proposals All proposals will be reviewed and evaluated by a committee of qualified personnel selected by PASSHE. The committee will recommend for selection those proposals that meet the requirements of the RFP and satisfy PASSHE s needs. Remember to: Check our web site for addenda: http://www.passhe.edu/content/?/office/finance/procurement/opportunities Mark the face of your proposal envelope (including overnight envelopes) with the following reference number:. Carefully review all listed requirements to ensure compliance with the RFP. V-2 Selection Criteria The following areas will be used in making the selection: Understanding the problem Soundness of approach Vendor qualification Cost I:\Admin and Finance\Treasury\Procurement\RFP 2007-LR-01\RFP for Background Checking Services.doc 9