CC MEETING: February 18, 2025
DATE: January 8, 2025
TO: Erin Rinehart, City Manager
FROM: Samantha Dean, Workforce Services Director
Chrystal Davis, Assistant City Manager
Title
Consider Authorizing The City Manager To Approve An Agreement With HireRight, LLC Pursuant To RFP #25-016 For Pre-Employment Testing In An Amount Not To Exceed $45,000.00 Annually, For A Total Three-Year Contract Amount Not To Exceed $135,000.00.
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BACKGROUND:
This contract is for pre-employment screening services, which are used across the City for comprehensive screening services including review of criminal records, credit checks (where applicable), and drug testing. This contract may also be used by various departments for processing volunteers.
Bid notifications were posted online, previous and interested vendors were contacted, and advertisements were placed in the Dallas Morning News. Seven (7) vendors responded but two (2) vendors were non-responsive for failing to submit all required documents. HireRight, LLC was selected based on an evaluation of each vendor’s submissions against criteria related to meeting or exceeding service requirements, price, and experience. HireRight, LLC was more competitive on cost and demonstrated specific experience on similar services, including a previously successful service with the City of Carrollton.
Ensuring the safety of both employees and the citizens is a top priority. The integrity and trustworthiness of the City’s workforce directly impacts the quality of service, as well as the community trust. To uphold these standards, it is essential the city partner with a vendor that ensures that every candidate undergoes a rigorous vetting process. HireRight, LLC’s comprehensive screening services verify essential information such as criminal records, and credit checks. Additionally, their drug testing services provide a critical layer of assurance, helping us maintain a safe and productive work environment.
Seamless integration with our Human Resources Information System (HRIS) further enhances the efficiency of this process. By integrating directly into our HRIS, HireRight, LLC eliminates redundant administrative tasks, streamlines workflows, and ensures that background checks and drug tests are initiated, tracked, and documented in a timely manner. This integration not only saves time but also ensures accuracy and compliance with organizational and legal standards.
The award will be for an initial one-year term. The award also includes two additional, one-year renewal options, if mutually agreed upon by the City and the vendor, for a potential three-year total contract.
FINANCIAL IMPLICATIONS:
The Pre-employment testing listed in RFP #25-016 will be purchased from budgeted funds for the cost center in various accounts and includes a contingency.
IMPACT ON COMMUNITY SUSTAINABILITY:
This project supports and aligns with City Council’s goals and objectives of attracting and retaining a diverse, motivated, and qualified team.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends that City Council authorize the City Manager to approve an agreement with HireRight, LLC pursuant to RFP #25-016 for pre-employment testing in an amount not to exceed $45,000.00 annually, for a total three-year contract amount not to exceed $135,000.00.