Annual Contract for Background Screening Services

The contract establishes a one-year agreement with Tarrant County for background screening services, primarily aimed at prospective employees and contractors working on County property. The vendor will provide comprehensive background checks, including criminal, motor vehicle, financial, and other miscellaneous screenings, with reports formatted to meet specific standards. The initial term begins upon award or notice to proceed, with Tarrant County reserving the right to renew the contract for two additional twelve-month periods, contingent on mutual agreement and timely submission of updated documentation. The contract emphasizes strict compliance with applicable federal, state, and local laws, including requirements for fingerprint-based background checks for personnel accessing County data or facilities, and mandates data security, confidentiality, and breach notification protocols. The procurement process involves a detailed evaluation based on pricing, service quality, company preparedness, technological capabilities, and references, with award made to the highest-scoring responsive proposer. Vendors are required to submit proposals electronically via the County’s eProcurement system, including a cover sheet, table of contents, corporate information, and sample reports, but are instructed not to include pricing in the proposal attachments. Payment terms typically allow 30 days post-invoice receipt, with invoices to be sent electronically to the designated County office. The contract stipulates that all deliverables are inspected at the point of receipt, with the County holding the right to reject unsatisfactory work and conduct audits of vendor records. Additionally, the agreement incorporates policies promoting equal opportunity for Historically Underutilized Businesses, mandates background checks for vendor personnel, and requires ongoing cooperation for contract renewal and transition planning. The vendor must designate an account manager responsible for service and billing issues, maintain personnel background clearance throughout the contract, and provide after-hours contacts for emergency situations. Overall, the contract is structured to ensure secure, compliant, and efficient background screening services aligned with County standards and legal requirements.