Background Recruiting Software

The Vendor is required to provide background recruiting software for department.
- The software should be a platform for potential candidates and provide background services.
- The software should be able to help manage workflow, digitize customizable forms, house documents/images/audio files related to the background process, and increase the efficiency of background investigations.
- Software as a service that provides a web/browser-based system (SAAS Model – no on-site installation). Also referred to as “application” throughout.
- Compatible with current and recent versions of Chrome, Edge, Firefox, and Safari, that is available to users 24/7 (except during times of necessary software updates).
- All visualizations of data need to be user-friendly, actionable, and accessible to users based on their rights within the system.
- Recruit Dashboard
•    System prompts candidates to provide required information when the file is incomplete.
•    Auto-populate data from PHS to other fields in the database to include employment, residential, military, education history, and personal references, etc., to eliminate the need for the applicant to have to complete the same information multiple times. 
•    Provides users with a dashboard that contains a visual roadmap showing the status of each candidate’s file and what stage of the background process the candidate is currently in.
- Remote Helpdesk Staff - Support Services.
- Security breach notifications must occur as soon as detected and followed up with a detailed after-action report that includes root cause analysis, mitigation, and remediation within seventy-two (72) hours of the event.
- Supervisor and admin steps for running investigative reports or statistical data.
- City Staff Dashboard
•    Allow returned reference letters to be received directly into the electronic file of each applicant and not received by an email outside the secure tracking software.
•    System to allow for multilingual reference letters.
•    System to automatically verify addresses of candidates’ residences.
•    System to automatically locate law enforcement agencies, district attorney offices, and county courthouses based on current and past residential addresses, work addresses and school addresses of candidates.
•    Ability to set up templated final background reports.
•    Ability for investigators to remotely access background files from other law enforcement agencies who use the same backgrounds software, assuming a waiver is provided by the candidate.
•    System should contain robust search features to retrieve statistical data when needed. This should include applicant file status, the numbers of days files have been active, and the average length of time each investigator is spending to process an applicant. 
•    Optional ability for two-way SMS messaging.
•    System outage notifications must occur as soon as detected and followed up with an event report including a summary of impact, root cause analysis, mitigation, and remediation within seventy-two (72) hours of the event. 
•    Proposer must provide details on how system outage notifications are reported.

- Contract Period/Term: 2 years
- Questions/Inquires Deadline: November 21, 2025