The vendor is required to provide an application service software system on a 24-hours-per-day, 7-days-per-week (24/7) basis that will facilitate the exchange of employment and income verification information between the city and third-party verifiers.
- Provide online format, the employment and income data provided by the city with respect to its current and former employees to third-party verifiers, including but not limited to lenders, background check firms, property managers, prospective employers and social service agencies.
- Upload two complete calendar years of data and year-to-date payroll history.
- Provide an online website to receive all types of verification requests
- Provide a toll-free number for all verifications.
- Use social security numbers and names as the primary identifiers.
- Display only the last four digits of social security numbers in any reports.
- Adhere to reasonable industry standards and are not provided verbally.
- Ensure the system automatically times out after 20 minutes of inactivity.
- Employees are provided with ongoing training to heighten awareness of confidential data-handling best practices to prevent unauthorized release of data.
- Customer service representatives shall be available by phone, email and fax between 7:00 a.m. and 5:00 p.m. mountain standard time.
- Voice messaging, email and fax services must be available 24/7
- Customer service centers and representatives shall be 100% based in the states; there shall be no offshore call centers.
- All messages received during regular business hours will be responded to within 30 minutes.
- All messages received during non-business hours will be responded to within 4 hours of the opening of the next business day.
- System availability: the system shall have a minimum up-time of 98.5%, measured monthly, excluding scheduled maintenance windows.
- Regular backups: perform regular data backups to prevent data loss.
- Backups shall be conducted at least once a day, with backup copies stored securely offsite.
- Disaster recovery: shall have a comprehensive disaster recovery plan in place to minimize data loss and ensure prompt system recovery in the event of a disaster.
- The plan shall include backup and restoration procedures, as well as procedures for system data recovery.
- Provide in response to employment verification requests: request date, requester name, purpose of verification, date information updated, last four digits of social security number, employer names, employer address, dates of employment, job title, last day paid, most recent start date, total time with employer, employee’s home address and date of birth, and status of employment (active or inactive) for current and former full-time or part-time city employees and retirees.
- Above plus income for two years, if available, including base pay total, overtime total, other income, and total for each year; current/last pay rate annualized; last day paid; average hours per week; last increase data; and income by pay period for the past two years including pay date, base pay, overtime, and other income.
- Provide, at the request of an employee or former employee, verifications and/or letters of employment and/or income, loan forgiveness and other verification related requests, to the employee/former employee, free of charge and they will never be expected to pay, either through the self-service employee portal or through the customer support department.
- Reimburse the employee if any verifier attempts to pass the fee onto the employee for requesting an employment and/or income verification, within 24 hours of the notification of the charge, in an amount equal to the charge, provided the employee can provide evidence of the charge.
- Provide a minimum of three administrative users who can access the contractor’s employer portal on a real-time basis to run reports or view data.
- Provide reports which can identify the types of verifications (commercial vs social service), purpose of verification, and which can be run by selected dates.
- Contract Period/Term: 1 year
- Pre-Offer Conference (Non-Mandatory) Date: May 6, 2025
- Questions/Inquires Deadline: May 15, 2025