REQUEST FOR PROPOSAL
Human Resources—Staff Recruiting Software &
Services
TABLE OF CONTENTS
SECTION 1
Proposal Overview
SECTION 2
RFP Overview and Scope of Work
SECTION 3
Submission Instructions
SECTION 4
Functional Overview/ Technology Overview
SECTION 5
Project Management Plan
SECTION 1:
Proposal Overview
A. Profile of the City of LittletonThe City of Littleton is comprised of approximately 450 employees. The City includes a Library, Historic Museum, Police Dept., Fire Dept., Public Services Dept., Information Systems Dept., Fleet, Facilities Maintenance, Public Relations, Court, Finance Dept., Human Resources, City Clerks Office, Community Development, Code and Inspections, as well as Housing and Omnibus programs. For these departments and divisions, the Human Resources Division recruits, screens, and hires talent to meet the City’s needs. B. Objective
The purpose of this Request for Proposal is to solicit responses from qualified vendors for a contract to purchase Human Resources—Staff Recruiting Software and Services to meet the needs of the City of Littleton.
Objectives Include the Following:
1.) Clearly define and document the process and system requirements for the human resources recruiting function to efficiently and effectively manage the talent acquisition process.
2.) Identify recruiting applications that can meet the needs of the human resources recruiting function today and over the next three years.
3.) Evaluate and determine the approximate cost and time required to enable each application to meet the needs of the human resources recruiting function today and over the next three years.
The information provided herein is intended to assist vendors in the preparation of proposals necessary to properly respond to this RFP. It is not intended to limit a proposal’s content; rather it is designed to provide interested suppliers with sufficient basic information to submit proposals meeting minimum requirements. It is not intented to limit a proposal’s content or to exclude any relevant or essential data. Vendors are at liberty and are encourage to expand upon the specification to demonstrate service capability under any proposal.
Responses are expected to include all services (management, support, training, technology requirements, etc.) and associated costs required to deliver a fully operational program to meet the City’s needs as it relates to the purchase of Human Resources—Staff Recruiting Software and Services.
The City requires an unlimited number of candidates, users and power users (Power Users: Human Resources, Department Heads, Hiring Supervisors, or their designee).
Schedule of Activities: The following activities outline the process to be used to solicit
vendor responses and to evaluate each vendor proposal.
March 2nd, 2009 Post RFP on Rocky Mtn. e-Purchasing March 13th, 2009 Posting closes at 5 pm MST
March 16th-20th, 2009 Review of Proposals & Demonstrations
SECTION 2: RFP Overview and Scope of Work
RFP OverviewThe City of Littleton, Colorado, respectfully invites firms supplying a Human
Resources—Staff Recruiting Software and Services. Through this RFP, the City of Littleton is seeking to identify integrated solutions that most fully meet the needs of the City as outlined in this document.
Requested proposals shall include cost of hardware, software, implementation, migration of data, consultation, annual maintenance and training and any and all projected
miscellaneous costs. These costs shall be presented categorically by site and itemized. RFP shall be posted on Rocky Mountain e-Purchasing @ www.govbids.com
Questions concerning the scope of the project and/or response submittal should be in writing and directed to Erich WonSavage, HR Division Manager, at 2255 W. Berry Avenue, Littleton, Colorado 80165 or faxed to (303) 795-3902 or sent via e-mail to [email protected] .Technology questions should be submitted to Ken Price, Information Services Director at [email protected]. Requests for clarification must be submitted via e-mail at least seven (3) calendar days prior to closing date.
Responses will be made only through the closing date.
Proposals by partnerships shall be signed with the partnership name by one of the members or by an authorized representative of each partner. Proposals by corporations shall be signed with the name of the corporation followed by the signature and
designation of the President, Secretary or other person who can legally bind the prospective vendor.
The City reserves the right to decline any or all proposals for any reason, or to terminate the RFP process at anytime. Should the City for any reason find that the proposals do not meet its needs, it reserves the right not to make an award.
Scope of Work
The City of Littleton is soliciting proposals for a new Human Resources—Staff Recruiting Software and Services to become the replacement for the existing in-house software system. The mission of this project is to identify and select a vendor capable of providing:
• Support to departments, groups or individuals allowing individual agencies to share data while also protecting agency specific or confidential data.
• Secure all data and personal information of candidates.
• Customizable online job application, that may be modified as needed on the user end.
• Accept applications online.
• Unlimited postings on a national recruitment job board, preferably targeting candidates in the government sector, such as: governmentjobs.com. • Online candidate screening, testing and scoring of candidates.
• Ability to toss/forward qualified applicants to hiring supervisors electronically. • Applicant tracking.
• Applicant storage and ability to recall candidate data for up to 4 years. • Electronic candidate notification.
• Analysis & Reporting of data such as: cost per candidate, time-to-fill, etc. • HR automation of position approval, posting, screening, etc.
• Ability to post positions on City’s website as well as affiliated national website. • Ability to interface with SAGE/ABRA HR system.
• Ability to transfer hiring candidate data and information in a delineated excel spreadsheet readily able to be exported and downloaded in SAGE/ABRA HRIS. • Initial training, on-going training and support of power users & application. • Compatible and interoperability with the City’s existing technology.
• Provides an annual maintenance schedule.
Evaluation & Award Criteria
Each response will be evaluated based on the Vendor’s ability to satisfy the requirements as presented in the RFP.
The successful Vendor must communicate in the response a clear understanding of the requirements, a soundness of approach to satisfy them, and documentation of ample qualifications. The successful Vendor will demonstrate an approach which will result in measureable improvements and benefits to the City’s recruitment, selection, and management of candidates.
Proposals will be evaluated on the following criteria:
Criteria Weight
Capabilities/Past Performance & References **Description of firm and organization, vendor stability, financial status, long term governmental market experience.
**Company size and background **Terms & conditions compliant
**Customer base, public sector market, number of comparable successful sites, strong references. **Ability to perform services requested
25%
Technical Compliance & Scope of Services **Scope of Work
**Identifies National Job Board that will be used by the City, and any limitations associated with its use. **Assures data and its transmittal will be secured. **Provides acceptable plan and information about how vendor’s product will interface with ABRA/SAGE. **Details how application data for selected candidates may be delineated and transferred for either migration to another system or for historical purposes.
**Compatibility with City’s existing technology **Customer Service, Support & Training
**identifies availability of company personnel, skill level, tracking of support history, local presence, users groups, on-line support, in-person support,
phone support, etc.
**Identifies hosting requirements and potential for on-site hosting.
Pricing
**Both initial and renewal pricing will be considered
25% Schedule & Project Implementation
**Project plan and schedule, timetables, management plan, resources required, responsibilities of Vendor and responsibilities of City are clearing identified, approach.
10%
RFP Preparation & Compliance
**All information requested is provided, information is provided in format specified, and responses are focused and concise.
5%
Sales prohibited/conflict of interest: No City of Littleton officer, employee, or their
dependent or person residing in and sharing the expenses of their household, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies, or services. This rule also applies to subcontracts with the City. This shall not apply to members of any authority, board, committee or commission of the City, other than the members of the City Council. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Littleton is prohibited. Any vendor knowing of this type of activity is encouraged to report in confidence to the City Attorney or Deputy City Manager so the matter can be dealt with.
Illegal Aliens as laborers: By submitting a bid, the bidder certifies pursuant to C.R.S. §
8-17.5-102(1) that, at the time of bid submission, it does not knowingly employ or contract with an illegal alien and that the contractor has participated or attempted to verify through the federal program e-verify administered by the United States
Department of Homeland Security in order to verify that it does not employ any illegal aliens.
E-verify is to be taken to mean the employment verification program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, that is administered by the United States Department of Homeland Security.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham
proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal.
The City of Littleton shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal packages.
The City of Littleton reserves the right to reject any and all proposals and to waive any irregularities or informalities.
SECTION 3: Submission Instructions
FormatAll RFP submittals must be received by 5 p.m. MST on March 13
th, 2009.
It is preferred that all RFP’s be submitted electronically to Erich WonSavage, HR
Division Manager at the following email address:
[email protected]
.
Vendors may submit a written RFP to the following Address:
Erich WonSavage, MSM, PHR
HR Division Manager, City of Littleton
2255 West Berry Ave
Littleton, CO 80165
Vendor InformationPlease attach an addendum to the RFP in order to respond to the following items. In your response, please reference the section and item number.
I A. Company history
B. Experience with the system described in the project scope. II A. Percentage of clients in the governmental sector.
B. List of 5 governmental clients where the application is currently in use. (Include size and type of installations.)
C. List of 5 clients in Colorado.
III A. References from three or more Cities that provide EMS services of similar population size (less than 500 employees), which have used the application and experienced your installation and support services. (Include contact names and phone numbers.)
IV A. Disclose past and pending litigation involving customers who have purchased software and installation services from your firm.
V A. The name of the company representative(s) responsible for providing additional information if requested by the City.
B. Implementation Team names and experience with regards to the system. Cost Proposal Worksheet
Vendors are required to identify all items and include all costs (e.g., license fees, source code, object code, implementation and training, travel and per diem, documentation, maintenance, hourly rates, and hardware, third-party business partner costs, etc.) associated with the scope of this project.
All inclusions of services and products must be included on their pricing worksheet.
Vendors may either provide whole package pricing or itemized pricing, so long as
respondent must provide detailed costs for the scope of work as defined in the following table.
Cost Classification Description
Software License, Service, Training, & Implementation Fees
Application Software License Fees Detailed itemization and costing of all application software licenses.
Application Server License Fees Detailed itemization and costing of software licenses required for application services.
Web Server License Fees Detailed itemization and costing of software licenses required for web services.
Database License Fees Detailed itemization and costing of software licenses required for database functionality.
Software Tool License Fees Detailed itemization and costing of additional software tools required to ensure overall systems functionality as specified
Implementation Details of implementation items included
Third-Party License Fees Detailed itemization and costing of software licenses required to address required system functions, but provided by a third-party.
Training Detailed itemization and costing of all included training National Job Bank Access Detail which Nation Job Board may be used for postings,
costs and limitations in posting or power users associated with its use.
Maintenance and Support Fees – Five Years
Maintenance and Support Ongoing fees to ensure maintenance, support and upgrades of the applications included in the RFP (including those of third-party partners)
Third-Party Services Ongoing fees for third-party services required for areas such as compliance with State and Federal guidelines.
SECTION 4: Functional & Technology Overview
Following are brief summaries of key functional capabilities desired of a new HR
Staff Recruiting Software & Services. While the list of desired functions is not
comprehensive, our purpose is to capture and describe some of the more key
capabilities in an HR Recruiting Software & Services vehicle.
Key functional needs:
Recruitment
•
Customized online job application
•Accept job applications online
•
Online applications integration with current agency website
•Online job announcements and descriptions
•
Attract “passive” applicants with automatic job interest cards
•Proactively search your applicant database
•
Recruitment and examination planning
Selection
•
Create, store, and reuse supplemental questions in the Insight item bank
•Screen applicants automatically as they apply
•
Define unique scoring plans per recruitment, or copy existing scoring
plans
•
Item bank and item analysis
•
Test processing (automatically input Scantron test data sheets)
•Test analysis and pass-point setting
•
Score, rank, and refer applicants
Applicant Tracking
•
Email and hardcopy notifications
•EEO Data collection and reports
•Track applicants by step/hurdle
•
Schedule written, oral, and other exams
•Detailed applicant history record
•
Skills tracking and matching
Reporting and Analysis
•
Collect and report on EEO data
•
Analyze and report on adverse impact and applicant flow
•
Track and analyze data such as time-to-fill, recruitment cost, staff
workload, applicant quality etc.
•
Over 50 standard system reports
•Ad Hoc reporting tool
HR Automation
•
Create and route job requisitions
•
Refer and certify applicants electronically
•Scan paper applications and related materials
•
ICR (Intelligent Character Recognition) scanning to eliminate data entry
Interoperability with existing software/hardware:
•
Support current and future upgrades and releases of Internet Explorer.
•
Support current and future upgrades and releases of ABRA.
Data exporting:
The City would expects the HRSRSS product and services to export data to other environments, applications, systems, for new hire data to be transferred or migrated into the ABRA/SAGE HRIS system at the city. Additionally, due to retention requirements at the City, upon termination of the service relationship, the vendor must be able to provide 4 years of applicant data in a useable format, such as in a delineated excel spreadsheet that may be exported to the ABRA/SAGE HRIS system.
•
The HR Staff Recruiting Software and Services product must have the
capability to export data to other environments, applications and systems.
•
Ability to export selected New Hire applicant data to a useable format such
as a delineated Excel spreadsheet.
•
Ability to export data (min. of 4 years of applications) to a useable format,
such as a delineated Excel spreadsheet, as needed and/or upon
termination of services.
Security:
The HR Staff Recruitment Software and Services (HRSRSS) must require a
minimum of user name and password to log a user onto system. It must not
display a password as a visible field anywhere within the system.
The HRSRSS must have advanced and flexible data security and must be
HIPAA compliant and protect personal information stored on the vendor’s system
as well as secure transmittal of any data between vendor and client. It should
restrict access to individual database tables by security, including access from
the report writer.
System Support/Training:
The HRSRSS provider should have the ability to offer 24-hour technical support.
The HRSRSS provider should allow a training mode and a test server to allow
non-production use of the system. This would be used to train personnel in the
use of the system and to try out modifications and enhancements before they go
into production. It would be independent of the live, operational system and
include independent code tables and files.
The HRSRSS provider must perform onsite end user module training for system
administrators, trainers, and to some users for the initial product purchase and
when a major release or update occurs.
The system should include online help, webinars or group support, and tutorials.
The company will provide system administrator functional and technical manuals
in electronic form.
Utility:
Storage - Complete HRSRSS records will be available online for a minimum of 4
years.
Performance - The HRSRSS must be able to operate 24 hours per day, 7 days
per week except when system down time is necessary for upgrades and routine
maintenance
.
Standard Operating Environment (SOE)
The City of Littleton has a single-platform IT environment. We utilize Microsoft’s Active Directory for user authentication, security, file and print services and application
services. Any proposed solutions are expected to comply with our Standard Operating Environment.
Servers: The City has standardized on HP servers (applying RAID 10 disk redundancy), with dual power supplies and redundant fans. In addition, the servers are attached to a UPS with a generator backup. The Operating System being implemented with new servers currently is Windows 2008 Server. Backups are implemented with VERITAS NetBackup.
The City prefers that a single server be utilized for this implementation. Please elaborate on any other configurations.
Desktops: Desktop computers are Dell and are running Windows XP. Network: 100 Mb base Tx switched connection network.
Database: The standard RDMS is Microsoft SQL Server 2005 Enterprise Edition. Backups are performed using VERITAS NetBackup.
Core Interfaces
The new HRSRSS System will interface with selected internal systems. It is critical that respondents are able to manage these interfaces as cost-effectively as possible.
SECTION 5: Project Management Plan
The City of Littleton Information Services Department is a professional services organization that follows professional project management practices. Our practice is to develop a team approach to project management. We will select a project manager and a project team to work along side the project manager and project team from the selected vendor.
The selected vendor is expected to have and will be evaluated upon their knowledge and experience applying professional project management methodologies. The vendor is required to have an established formal Project Management Plan. The plan must label which item are the responsibility of the City and which are the responsibility of the Vendor. Please attach a narrative to your RFP response labeled “Section 5: Project Management Plan” and address the following issues in that plan (Please do not send preprinted literature in lieu of a written response):
A. Integration Management – Set-up and installation, ensuring on-going operation of existing systems, facility modifications, interfaces, and network issues;
B. Time Management – work breakdown, milestones with dates and deliverables, responsible parties;
C. Quality Management - Testing, fixes, and system configuration documents;
D. Human Resources Management – the qualifications of project team members; names of third party vendors; personnel approach (i.e. is there a point person through the whole implementation, are there different teams for different phases of implementation or one team present for all phases including training); what personnel resources are required of the city;
E. Communication Management – who will be communicating (point of contact); when will they communicate (frequency); how will they communicate (email, voice mail, in person, etc); what will be communicated ( documentation, time lines, etc);
F. Procurement Management – Who is purchasing (city, vendor, third party); what’s needed and when (specifications for hardware and operating systems) (time frame for when procured items must be on-site); how purchased (through vendor, government contracts, etc);
