Request for Proposals for Criminal Background Check Services

The selected contractor will be responsible for: Providing the inquiring housing authority the results of the Criminal Background Check Services.

1. Search all current and past criminal records at the Federal, National, State and Local levels, conduct National Megan’s Law checks and advise which registration tier the Megan’s Law offender is classified at, for the HCV, PBV program and Mainstream program and other programs as required. 
   
   
2. Supply individual criminal background check reports on a Federal, National, State and Local level for each applicant household member, at or over the age of 18 years of age, who is applying for a HCV, PBV or Mainstream voucher rental assistance.  Research all criminal activity by using applicant’s full name, including alias names, date of birth and social security numbers.  Report must include charge class (felony, misdemeanor or summary) disposition type and date and sentencing.
   
   
3. Respond to requests with accuracy and within twenty-four (24) to forty-eight (48) hours of request.
   
   
4. The requesting housing authority will provide the full name, social security number and date of birth of the applicant/participant and aliases, if available along with the current address.
   
   
5. Allow SCHA and SRHA staff access to an interactive website or the latest software available to request criminal background checks, retrieve reports and receive confirmation of request for information.
   
   
6. Provide assistance and training materials for SCHA and SRHA employees that will assist employees on how to read the reports, how to navigate and utilize any features the software may have.
   
   
7. Technical assistance.

General Instructions:

To receive consideration, proposals shall be made in accordance with the following general instructions:

1. The completed proposal shall be without alterations or erasures.
2. No oral or telephonic proposals will be considered.
3. The submission of a proposal shall be an indication that the proposer has investigated and satisfied him/herself as to the conditions to be encountered, the character, quality and scope of the work to be performed, and the requirements of the CDC, including all terms and conditions contained within this RFP.

Proposal Format and Contents: 

For ease of review and to facilitate evaluation, the proposals for this project should be organized and presented in the order requested as follows: 

Section I: Organizational Information

Provide specific information concerning the firm in this section, including the legal name, address, and telephone number of your company and the type of entity (sole proprietorship, partnership, or corporation and whether public or private). Include the name and telephone number of the person(s) in your company authorized to execute the proposed contract. If two or more firms are involved in a joint venture or association, the proposal must clearly delineate the respective areas of authority and responsibility of each party. All parties signing the Agreement with the CDC must be individually liable for the completion of the entire project even when the areas of responsibility under the terms of the joint venture or association are limited.

Section II: Qualifications and Experience:

• Provide specific information in this section concerning the firm's experience in the services specified in this RFP. Examples of completed projects, as current as possible, should be submitted, as appropriate. References are required. Please provide names, addresses, and telephone numbers of contact persons within three (3) client agencies for whom similar services have been provided.
• Debarment or Other Disqualification - Proposer must disclose any debarment or other disqualification as a vendor for any federal, state or local entities. Proposer must describe the nature of the debarment/disqualification, including where and how to find such detailed information. 

Section III: Project Approach and Work Schedule:

• Provide a description of the methodology developed to perform all required services. Also identify the extent of CDC personnel involvement deemed necessary, including key decision points. Information as to the type of any software that is anticipated to be used in the delivery of services, should also be discussed.
• Include your response to the Scope of Work as referenced above.

Section IV: Cost of Service

The proposal shall clearly state ALL of the costs associated with the project, broken down by category of products and services, and all on-going costs for recommended or required products and services.

Section V: Identification of Subcontractors

Proposers shall identify all subcontractors they intend to use for the proposed scope of work. For each subcontractor listed, proposers shall indicate (1) what products and/or services are to be supplied by that subcontractor and, (2) what percentage of the overall scope of work that subcontractor will perform.

Section VI: Insurance

The selected proposer will be required to submit and comply with all insurance as described in the attached Sample Insurance Agreement (Attachment B) or identify specific exceptions to the sample agreement. 

Section VII: Additional Information

Include any other information you believe to be pertinent but not required.

Section VIII: Contract Terms:

Proposers must include a statement acknowledging their willingness to accept the sample contract terms (Attachment A) or identify specific exceptions to the sample agreement. 

All questions must be submitted in writing no later than 5:00 p.m., November 25, 2019. If any questions are received, all questions will be responded to in an addendum issued and posted on the Commission’s website. The Commission will not provide verbal responses to any inquiries made by prospective respondents. The Commission will instead direct respondents to submit all questions, in writing. Questions should be submitted via e-mail to jennifer.mazzamuto@sonoma-county.org.

The following schedule is subject to change. If the timeline is changed, all known recipients of the original RFP will be notified of new dates, and any such changes will also be posted on the Commission’s website.