Drug Screen & Background Checks for New Hires Project

25%

Status

Planning [Planning portion of the project. ]

25% complete, updated on Tue 4/2/24 12:58 PM by Jerrad Erwin

I am writing to provide an update on the progress of our project and to address the delays we've encountered during the contract negotiation phase. Below is a condensed summary outlining the key factors contributing to the delay:

Vendor Account Executive Change: The departure of the original account executive who spearheaded the RFP response necessitated the assignment of a new account executive. This transition caused delays as the new executive had to familiarize herself with our project requirements.
Inclusion of 11-Panel Drug Test: We encountered a significant hurdle with the addition of an 11-panel drug test to the request. Originally TSTC Police Department (PD) maintained greater autonomy separately from HR processes for new hires; however, recent leadership restructuring prompted a reevaluation due to cost concerns. Consequently, Sterling had to develop a customized test to meet our specific needs, leading to prolonged negotiations. PD requires testing for Opiates (Oxycodone), Propoxyphene (PPX), PCP, Barbiturates, Benzodiazepines (BZO), Cocaine, Methamphetamine (MAMP) / -Amphetamines (AMP), Marijuana / Levels of Tetrahydrocannabinol (THC), Methadone (MTD), Ecstasy (MDMA).
Licensee Medical Condition Declaration (L-2) Form: Our request for verification of the L-2 form presented challenges as it fell outside the typical scope of services provided by the vendor's Drug & Health team. We are currently working with them to explore viable solutions.
Ala Carte Pricing: To streamline the process and prevent confusion, we requested the removal of multiple options for the 11-panel drug screen from the vendor's ala carte pricing sheet. This adjustment required coordination and revisions, contributing to the negotiation timeline.
Implementation Phasing: Discussions regarding the preferred method of implementation - a two-step process versus simultaneous setup - have prolonged negotiations. Each approach presents distinct advantages and drawbacks, necessitating careful consideration before finalizing the contract.

These discussions have collectively extended the contract negotiation phase, thereby delaying the start of implementation. Given that our contract with HireRight is set to renew on 8/25/2024, it is crucial that we expedite this process to ensure a seamless transition with minimal disruption to our operations. Ideally, we aim to achieve at least a one-month overlap between systems to mitigate any potential delays in hiring processes.

Details

Dates
Thu 9/7/23 - Fri 8/30/24

Acct/Dept

Office of Information Technology

Type

Solutions Project Management / Default

Health

Yellow - At risk with corrective actions

Created

Thu 9/7/23 12:29 PM

Modified

Tue 4/2/24 12:58 PM

Project Request Form

Requestor

This is an individual that is listed as the person asking for a project evaluation, may not necessarily be the Project Champion.

Christopher Moody, Gabby Jaimes-Guerrero

Project Champion Supervisor

Project Champion's direct Supervisor

Pamela Mayfield

Vice Chancellor

Project Champion's Vice Chancellor for the division

Michael Reeser

Requested Delivery Date

Enter an estimated date you would like this project completed/delivered

12/18/2023

Do you have an existing solution you are wanting to replace or enhance?

If so, provide some background information on the solution / process you are currently using.

HireRight

What are your goals and objectives this solution will accomplish for your department?

Please provide your goals and objectives this solution will accomplish for your department.

TSTC is soliciting proposals to provide services for pre-employment background check and drug screen services, including criminal background checks, motor vehicle checks, financial checks, chemical screens and miscellaneous background screenings for TSTC on an as needed basis. This service will cover all of TSTC campuses located in the following locations: Abilene, Breckenridge, Brownwood, Ft Bend County, Harlingen, Marshall, North Texas (Red Oak), Sweetwater, Waco, Williamson County, and TSTC System Administration locations. Drug screening will consist of a 5-panel drug screen (amphetamines, cannabinoids, cocaine, opiates and phencyclidine) and be reviewed by the Medical Review Office (MRO).

List your primary requirements for this solution.

Please list your primary requirements for this solution.

Criminal Record Check
Employment Verification
Education Verification
Identity Verification
5-to-7 Panel Drug Testing
Dedicated Account Manager
Motor Vehicle Record Check
Credit History Check
Global Screening
Training and Resources
User-Friendly Interface
Mobile App
Average Turnaround Time
Accuracy
Real-Time Status Updates
24/7 Customer Support
Online Help Center
Excellent Customer Service

Do you have funding for this project? If so, please provide the amount.

Please list Budgeted Amount?

Yes, 60K

Name(s) of the OIT personnel who assisted.

Enter the name of the OIT personnel who assisted?

Kathy Collins, Jai Erwin, Paul Lopez

Please list any subject matter experts who can assist with this project.

Who has the knowledge in your area or other areas that can assist?

None

Description

Texas State Technical College (TSTC) is seeking proposals from qualified vendors to provide comprehensive background check services. TSTC is committed to maintaining a safe and secure environment for its students, faculty, staff, and visitors. Effective background screening is an essential component of our commitment to safety and security. Currently HR uses the third-party services of HireRight for processing employment background checks and drug screening results. Due to HireRight’s less than desirable customer service, increased invoice errors and billing discrepancies, and slow response time for deliverables, HR is requesting to obtain the services of a more reliable and trustworthy background check and drug screening vendor.

Manager