Background Check Software

RFP Release: April 29th, 2026

Pre-Proposal Conference: May 5th, 2026

Questions on RFP Due by: May 19th, 2026

Responses to Questions posted by: May 27th, 2026

Proposals due by: June 15th, 2026

Estimated Consultant selection: 3rd Quarter 2026

The organization is seeking a vendor to provide background check software tailored to meet rigorous security and compliance needs. The solution must enforce role-based access utilizing a least-privilege design, allowing customization of user roles such as investigator, supervisor (admin), and limited access accounts, as well as restricting specific field views and edit privileges to authorized personnel. A 'view as candidate' mode should be available to assist staff in troubleshooting user experience issues.

Additional requirements include supervisor-level filtering of candidate profiles by assigned investigator, comprehensive access and interaction logs for internal investigations or public records responses, and the ability to create or disable user accounts without vendor intervention. The platform should support unlimited users, implementing a cost per candidate profile creation model. Configurable per-position disclosures and questionnaires aligned to Minnesota-specific regulations (such as exclusion of polygraph requirements) must be included, and these should be manageable without vendor involvement.

The software must allow customization of reminder email templates, configuration of automated reminders for collecting references, and permit candidates to upload necessary documents in standard formats via desktop or mobile, providing per-document guidance. Automated and manual communications via email/SMS should be fully logged, and the platform should facilitate archiving and unarchiving of completed investigations without loss of data. The anticipated contract term is three years.