2001-24636 RESO
RESOLUTION NO. 2001-24636
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE
ADMINISTRATION TO PROCEED WITH THE ISSUANCE OF REQUEST
FOR PROPOSALS (RFP) NO. 56-00/01, TO CONDUCT PRE-EMPLOYMENT
BACKGROUND INVESTIGATIONS FOR NEW HIRES AND CURRENT
EMPLOYEES WHO ARE TRANSFERRING OR PROMOTING TO NEW
CLASSIFICATIONS TO DETERMINE THEIR ELIGIBILITY.
WHEREAS, the City has a desire to explore other methods to conduct background
investigations for new hires and current employees who are transferring to new classifications to
determine their eligibility; and
WHEREAS, currently, the Police Department conducts background checks for police
officers and police civilians, and the Human Resources Department conducts background checks for
all other positions; and
WHEREAS, at present, there are five sworn officers, one clerical, and three civilian part-
time investigators, conducting Police sworn and civilian backgrounds; there is one Personnel
Technician conducting all other City backgrounds in the Human Resources Department; and
WHEREAS, the City's RFP process will allow providers to submit new recommendations
to the City which will be evaluated for experience in performing sworn and civilian background
investigations for other governmental bodies; ability to perform the work within the designated
timeframes; cost; location (proximity to the City); litigation history and experience; and
WHEREAS, the City wants to consider any and all background investigation methods and
options that will comply with our needs and adhere to the laws, contracts, and guidelines surrounding
the processes, while expediting the results and improving the cost to the City.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA that the Mayor and the City
Clerk authorize the administration to proceed with the issuance of request for proposals (RFP) No.
56-00/01, to conduct pre-employment background investigations for new hires and current
employees who are transferring or promoting to new classifications to determine their eligibility.
PASSED AND ADOPTED this M1day of October
, 2001.
ATTEST:
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CITY CLERK
MAYOR
JMG:MDB:MG:TCA:LG
F:\HUMA\$ALL\COMM.RES\BACKGROU.WPD
APPROVED AS TO
FORM & lANGUAGE
& FOR EXECUTION
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SECTION II - SCOPE OF SERVICES
I. GENERAL INFORMATION:
The City of Miami Beach, Florida (hereinafter referred to as "the City") has a desire to
explore other methods to conduct background investigations. This includes background
investigations for new hires and current employees promoting to new classifications. There
are options to bid on any or all of the following four areas. The completed background
investigation must include:
a) all areas that are designated for each particular classification, as described in attachment
M- background investigation protocol matrix. At the conclusion of the investigation, it
is expected that the vendor will have a complete report to give to the City. (Not all
classifications require all parts of the background investigation.)
b) For criminal history and civil checks, it is expected that the report include a complete
history of all arrests and convictions. All dispositions, for all cases must be included.
The criminal and civil history must cover all 50 States. An NCICIFCIC check is
required for Bid #2. A Florida Department of Law Enforcement (FDLE) check, along
with an independent check of all other States may be utilized for Bid #1.
c) It will be expected that the vendor will use appropriate background investigative tools
to resolve any discrepancies in any part of the background process, so that the final report
to the City is complete, and clearly defines the applicant's eligibility for the position to
which they are applying. All points as defined on the protocol matrix must be covered.
d) For Bid #1, #2 and #3 the City will schedule the medical, drug screen and psychological.
In addition, for Bid #3 only, the City will perform the Driver's License check and credit
report. All other background items, as described in the attachment M, are to be
performed by the vendor.
e) All timelines, as described in the general timetable must be adhered to.
t) The utilization and set up of the City's in house Lotus cc:mail or E-mail system will be
required, and any other necessary means of communication that are needed to comply
with the timetable are the vendor's responsibility.
g) Previous employment checks, as required for all Bids, must be complete and accurate.
All gaps in employment must be accounted for. Any jobs that are unable to be verified
verbally, must be verified in writing. When this is not possible, pay stubs and/or tax
returns must be verified.
h) Where transcripts are required, sealed transcripts must be sent directly from the highest
level of education of the applicant to the vendor. Copies of diplomas and/or transcripts
are not acceptable. The request for transcripts must be made with the timetable listed.
After proper verification, the transcripts must be returned to the City within three (3)
weeks.
i) The Personal History Questionnaire (PHQ), and any other required documents must be
completed in their entirety and notarized. Incomplete forms are not acceptable documents
to be returned.
j) Where agency checks are required, all agencies to which the Police Officer and Firefighter
have applied or been employed must be verified. All agencies to which the applicant has
been employed or has applied to, within Miami-Dade, Broward or Palm Beach County
must also include a complete file review on-site.
k) Neigborhood checks, when required, must include a minimum of three (3) interviews.
Home interviews and FDLE checks as defined by the Criminal Justice Safety Training
Commission (CJSTC) must also be conducted.
I) It is expected that the vendor will comply with all local, State and Federal laws in
performing background investigations. Although the City has provided several
documents that may be utilized as waivers, releases, etc., it is understood that the vendor
must be in compliance with the law as it exists today, and may change throughout the
course of the contract.
m) The vendor will maintain confidential all information obtained and shall release
background investigation results solely to the City of Miami Beach Human Resources
Department.
II. BID DESCRIPTION:
Bid #1) City civilian positions. includinl! Firefil!hters (Class VI-X): There were
approximately 600 backgrounds performed in this section. The City hired 254 employees in
the Year 2000, and promoted 98. Due to disqualifications, approximately, I employee is
hired for every 4 backgrounds performed, (These numbers are to be used as a guideline only,
as they may increase or decrease during the course of the contract). Currently, there are 1356
full time and 157 part-time budgeted positions, 145 vacancies, and approximately 350 hires
and promotions are expected to become vacant from 1011/01 through 9/30/02. These types
of investigations may include fingerprints, educational transcripts, credit report, autotrak,
employment checks, (up to 5 years and up to 10 years for Firefighter), character references,
military records, local records checks, driving records, Florida Department of Law
Enforcement (FDLE) criminal history checks, polygraph, home interview, Neigborhood
checks, and polygraph. (See attachment M- background investigation protocol matrix that
describes which checks are performed for each classification).
Bid #2) Police Department sworn and police civilian personnel backl!rounds
investil!ations (Class I-V): There were approximately 300 backgrounds performed in this
section each year. Due to disqualifications during the background process, normally I police
officer is hired for every 10 backgrounds that are performed. For Police Civilian positions,
approximately, I employee is hired for every 5 backgrounds performed. (These numbers are
to be used as a guideline only, as they may increase or decrease during the course of the
contract). Currently, there are 545 full time and 14 part time budgeted positions, 12
vacancies, and 50 positions expected to become vacant from 10/1/01 through 9/30/02. These
types of investigations may include fingerprints, U.S. Citizenship verification, educational
transcripts, credit report, autotrak, employment checks, (up to 10 years), character references,
military records, NCICIFCIC reports, local records checks, driving records, Florida
Department of Law Enforcement (FDLE) certification verification, home interview,
Neigborhood checks, and polygraph or voice stress analysis (CVSA). (See attachment M-
background investigation protocol matrix that describes which checks are performed for each
classification).
Bid #3) Partial backl!round investil!ation (Class VI-X): The City will perform the
medical examination and drug screening, driver's license, credit report and psychological.
All other checks, as described in the protocol matrix are to be performed by the vendor:
criminal history, civil history, polygraph, fmgerprints, agency checks, educational transcripts
and neighborhood checks. (See attachment M- background investigation protocol matrix that
describes which checks are performed for each classification).
III. LENGTH OF CONTRACT:
The awarded contract(s) will be for a three (3) year term with an option for two one (I) year
renewals at the City's discretion. The Contract can be cancelled at the City's discretion with
sixty (60) days written notice.
IV. PROCESS SUMMARY:
PROCESS FOR BIDS 1-2:
(I) The vendor(s) will be notified of the selected applicant for any position. The City will
provide (via cc:mail or other in house E-mail system) the following information:
Name of Applicant, position for which the applicant is selected
All telephone contact information
Home address
(2) The vendor will contact the applicant within the designated timeframes, meet with the
applicant at a location provided by the vendor, fill out any necessary background
investigations forms, arrange all necessary appointments including the polygraph, specific
polygraph (if required), fingerprints, Neigborhood check, home interview, educational
transcripts. Perform all checks including; driver's license, nationwide criminal and civil
history, credit, previous employment (3 employers or 5 years, including a completed 10 year
work history), agency, and personal reference checks. Not all classifications require all parts
of the background investigation. (See attachment M - background investigation protocol
matrix that describes which checks are performed for each classification). The City will
perform the medical examination, drug screen and psychological examination, where
required.
(3) Conduct background investigation.
(4) The vendor will turn in completed background investigation to the City within designated
time frames. The vendor will be expected to identify, investigate and resolve any
discrepancies discovered during the background process.
PROCESS FOR BID #3:
(I) The City will conduct the initial investigation, which includes: Drivers License,
Credit report, medical examination/drug screen and psychological.
(2) The City will provide (via cc:mail or other in house E-mail system) the following
information:
Name of Applicant, position for which the applicant is selected
All telephone contact information
Home address
(3) The vendor will contact the applicant within the designated timeframes, meet with
the applicant at a location provided by the vendor, fill out any necessary background
investigations forms, arrange all necessary appointments including the polygraph, specific
polygraph (if required), fingerprints, Neigborhood check, home interview, and educational
transcripts. Perform all checks including; nationwide criminal and civil history, previous
employment (3 employers or 5 years, including a completed 10 year work history), agency,
and personal reference checks. Not all classifications require all parts of the background
investigation. (See attachment M - background investigation protocol matrix that describes
which checks are performed for each classification).
(4) Conduct background investigation.
(5) The vendor will turn in completed background investigation to the City within
designated time frames. The vendor will be expected to identitY, investigate and
resolve any discrepancies discovered during the background process.
V. GENERAL - TIMETABLE:
From the date that the City provides the applicant information to the selected vendor, until the return
of the "complete investigation," the following timetable must be adhered to:
Background Class type Maximum of Working* Days to
complete:
I 30
II 10
III 10
IV 10
V 10
VI 5
VII 5
VIII 8
IX 8
X 10
*Working Days are defined as Monday - Friday (excluding City of Miami Beach Holidays)
ATTACHMENT M- BACKGROUND INVESTIGATION PROTOCOL MATRIX
PROCESS CLASS I CLASS II CLASS CLASS CLASS V CLASS CLASS CLASS CLASS CLASS X
III IV VI VII VIII IX
I'R-Employmem X X X X X X X X X x
""""
PHQPllItI X X X X
PHQPllItIl X X X X
PanialPHQ X
c...._ x x x x
""~ .
,,,,.,.,. x x x x x X(O)
us Citizen x X(.)
VerifiClllioD
MlniImImAge X X X X
VerifiQtlon
HlghSebool X XC")
D1p"'~
OfficlalCollqc X X(.) x
-.
CredltP.cport X X X X X X X X
Antotrak X X X X X
Employment X X
Chcck (10 years)
Emplo~mcm X X
Check (5 year)
ao..o.. X X X X X
ReferetlCCll
Miliw,'Rccords X X X X
initial X X X X X
NCICJFCIC
LD<:lIIll.econls X X X X X
Checks
Dri'dngRel:oni X X X
(oomplctc)
Drlvl"iRemrds X X X X X
(7yeaJ:'S)
Certlficallon X
Chcck(FDLE)
.....'" X X X X
,Sl2'OeI11ng
PsydlllloglCll! X X X(.)
E.-aluatlon
""0- X X X X X X(.)
Homelmcrview X
No_ X
00<'"
""'" X X X X
NCIClFCIC
VolceSlrcsl
Analysis
C1aalfled
(PlIO,
UnclllMil1ed
(PlIO)
I'D"'''''''''''' X X X X X
"'ok,
CM1(lnIoutor X
....)
CrImhIal(OIltof "") X X(.) X(.) X(")
-)
CDC X(" X(.) XI")
^""""'"' X "")
comments: (*) if required for the classificatIOn
F:\HUMA\SALLIHUMATEOl\SAMANTHA\8ACKGROU.WPD
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
http:\\ci.miami-beach.f1.us
COMMISSION MEMORANDUM
TO:
Mayor Neisen O. Kasdin and
Members of the City Commission
o~
DATE: October 17,2001
FROM:
Jorge M. Gonzalez
City Manager
SUBJECT:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE
ADMINISTRATION TO PROCEED WITH THE ISSUANCE OF
REQUEST FOR PROPOSALS (RFP) NO. 56-00/01, TO CONDUCT
PRE-EMPLOYMENT BACKGROUND INVESTIGATIONS FOR
NEW HIRES AND CURRENT EMPLOYEES WHO ARE
TRANSFERRING OR PROMOTING TO NEW CLASSIFICATIONS
TO DETERMINE THEIR ELIGIBILITY.
ADMINISTRATION RECOMMENDATION:
Adopt the Resolution.
ANALYSIS:
The City has a desire to explore other methods to conduct background investigations.
Currently, the Police Department conducts background checks for police officers and police
civilians, and the Human Resources Department conducts all other positions. At present,
there are five (5) sworn officers, one (I) one clerical, and three (3) civilian part-time
investigators conducting Police sworn and civilian backgrounds. There is one (I) Personnel
Technician I in the Human Resources Department conducting all other City backgrounds.
The City's RFP process will allow providers to submit new recommendations to the City
which will be evaluated for the following: (1) the experience ofthe proposer in performing
sworn and civilian background investigations for other governmental bodies, (2) ability to
perform the work within the designated timeframes, (3) cost, (4) location, (proximity to fBe
City), and (5) litigation history and experience.
AGENDA ITEM
~7j/
f:\HUMAlbmCOMM.MEM\BACKGROUNDS3.doc
DATE /tJ-/7-()f
Commission Memorandum
September 5, 2001
RFP NO. 56-00/01
Page 2 of2
The City wants to consider any and all background investigation methods and options that will
comply with our needs and adhere to the laws, contracts, and guidelines surrounding the processes,
while expediting the results and reducing the cost to the City.
Attached is the scope of services, and evaluation criteria that will be used to recommend the most
qualified firm or individuals for this service.
It is recommended that the Mayor and Commission authorize the Administration to proceed with
the issuance of Request for Proposals No. 56-00/01 to conduct pre-employment background
investigations for new hires and current employees who are transferring or promoting to new
classifications.
JMG:~~~;TCA:LG
F:IHUMA\SAlLICOMM-MEM\TESTOO. WPD