Invitation to Bid PAPERLESS ONLINE APPLICANT TRACKING SYSTEM ITB# 2012-HR-02

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1 Invitation to Bid PAPERLESS ONLINE APPLICANT TRACKING SYSTEM ITB# 2012-HR-02 Responses to an Invitation to Bid will be received by the Purchasing Coordinator, Sumner County Board of Education, 1500 Airport Road, Gallatin, TN for ITB#2012-HR-02 until 10:30 A.M. Local Time WEDNESDAY MARCH 7, Bid responses will be opened at that time, taken under advisement and evaluated. All proposals are subject to the Board of Education s conditions and specifications which are available from Vicky Currey, Purchasing Coordinator (615) All bids can be viewed on line at

2 BID SHEET PAPERLESS ONLINE APPLICANT TRACKING SYSTEM INITIAL SETUP FEE SECTION COST PER YEAR SECTION GRAND TOTAL VENDOR NAME: ACCOUNT REPRESENTATIVE: ADDRESS: PHONE: AUTHORIZED SIGNATURE: AUTHORIZED TITLE: DATE OF BID: BID REQUIREMENTS: Submit one (1) bound paper document SECTION 5.1 Submit one (1) digital document in "PDF" format

3 Invitation to Bid: Paperless Online Applicant Tracking System 0. Objective: The Sumner County Board of Education seeks to solicit quotes from organizations that provide online paperless application management and applicant tracking technology specifically targeted for the K-12 education market. The Board is pursuing means to increase applicant satisfaction and applicant availability for Principals and Department Heads while simultaneously decreasing timeto fill and hire cycle statistics as well as time spent by HR specialists conducting data entry into the Boards financial management and HR databases. The selected contractor s solution shall be designed to be accessible through an internet connection using a standard web browser. The solution must provide dashboards to assist the Board and its administrative staff in managing workflows, producing reports, accessing data and providing training resources. It will also serve as a tool for senior level Board administrators to monitor and track data at the district, school and applicant level. 1. Description: The Sumner County School District, located north of Nashville, TN, serves over 27,000 students in 46 schools. The district employs over 3,900 classified and certified personnel. Sumner County Schools currently uses a paper based application process with manual entry into a stand-alone database. Once hired, employee information is entered manually (a second time) into the school system s financial management software for payroll purposes. We are seeking a system that will automate these processes, reduce internal maintenance efforts needed to support the volume of employee turnover and increase applicant satisfaction with the onboarding process. 2. Desired Features The district is seeking a solution with the following features. 2.1 Software Features Principals, Department Heads, coordinators and functional leaders have unique (individually specific) logins/usernames enabling direct access to applicants who applied through the online system Role based security access, granting different levels of functionality inside the system, can be granted through a self-service option by a centralized HR administer Job requisitions can be administered centrally by HR personnel granting approval only for requisitions that are budget authorized The software screens and collects applicant data, including licensure information, endorsement(s) and Highly Qualified status, during the application process The interview process can be validated and responses documented/tracked as part of an overall electronic workflow and interview management process The solution provides integration with Microsoft Outlook and calendar.

4 2.1.7 The system will deliver and collect requests for references electronically. Reference responses are capable of being converted to PDF files for storage electronically on the Board s servers The solution provides customizable workflows and approvals, which can be managed through a self-service interface by a Board authorized administrator The solution must provide a dashboard(s) and online reports accessible to Board senior administrators for management, analytics, reporting and accountability purposes. Provide a narrative on specific reports/dashboards that provide practical analytics, how role based users access reports, and how specific role based users can utilize the reports/dashboards for management purposes System allows applicants to upload documents in the application process System must support internal applicants (existing employees) by providing means for internal applicants to apply to job postings. Provide a narrative on the process an existing employee would follow to view job vacancies, apply for a job (e.g. explain if internal applicants enter the application process through a different webpage/login/process) and how existing employee data would be exchanged/updated between the bidder s solution and the Board s HR database The system will provide online new hire onboarding as part of the electronic workflows managed through the system. Provide a narrative on the level or onboarding provided by the solution (e.g. describe if onboarding documents can be converted to PDF files for storage electronically on the Board s server, etc.) and how the solution complies with applicable laws and regulations (including e-verify, electronic I-9 capture and W-4 capture). 2.2 Technical Features System operates on SaaS model, is browser-based and web hosted. The system should run from any standard browser, not requiring additional software to be installed on any applicant/client computer System integrates with Active Directory for user logins System can integrate data exchanges to/from the HR database, Zortec by Local Government Corporation, and the district s substitute scheduling system, Aesop by Frontline Technologies. Provide a narrative on how the service provider proposes to approach data integration with these systems. Be specific about the bidder s solution to integrate with Zortec, including any commitments the bidder received from Local Government Corporation ensuring integration capability, and the degree of involvement that may be expected from the Board. The bidder will be solely responsible for ensuring data integration in performance of any contract pursuant to this ITB. The Board will not pay any fees or expenses needed to support data integration System utilizes secure connections and maintains tight security System is stable. Please provide statistics on up-time over the past two years.

5 3. Service Provider Requirements 3.1 Service provider is a stable company that has been in business for at least 5 years. 3.2 Service provider can be reached quickly during regular business hours. 3.3 Service provider can be contacted outside of regular business hours in case of emergency. 3.4 Service provider has a help line site administrators may contact for user support issues. 3.5 The service provider will provide initial system configuration customized to the Board s internal workflows. In addition, the service provider must conduct on-site training for system administrators and end users at the Board s Central Office prior to deployment. The bidder must provide a narrative on the degree and level of configuration and training it plans to provide as part of its quote. 3.6 The bidder must provide a narrative outlining a customized implementation and deployment schedule for Sumner County Schools in their quote detailing the steps in which the service provider will undertake to ensure a seamless implementation and deployment to all users. 3.7 The bidder must provide certification in their bid response that the Board will own the data collected in the performance of any contract pursuant to this ITB and that all data collected will be provided to the Board at the end of any contract or severance of any agreement between the bidder and the Board. 3.8 The bidder must perform a one-time data migration (a data dump ) of applications currently stored in the school system s FileMaker Pro database and move the data into the bidder s proposed software solution. The bidder must provide a narrative on how this will be accomplished, including a proposed timeline for completion. 4. Bid Requirements Bids must contain all of the following elements in order to be considered. 4.1 Evidence that the bid meets the requirements listed in sections 2 and 3. Include all narrative descriptions requested in these sections. Also include an explanation of secure login protocols and evidence, in the form of verifiable facts, that applicant data collected using the proposed solution is secure. Provide a narrative on the bidder s data security features, policies and protocols currently in place to prevent comprise of data. 4.2 Pricing Initial first-year cost for setup and services Cost per-year after first year Special Offers - The district would consider any proposal favorable that offered a fully customized system configuration and deployment as early as April 1, 2012 (such as a 90 day trial), keeping in mind that contract and payment terms are July each year (see Sections: 5.4 Contract Term; 5.7 Payment). Please explain any special offers in detail.

6 4.3 References Provide the names and contact information for at least 10 public K-12 organizations that have used the proposed solution. This list must include at least 5 current clients of similar size or larger to Sumner County Schools and at least 3 former clients. 5. Bid Details 5.1 Bid Format Submit a sealed bid in the form of one (1) bound paper document of the bid proposal plus one (1) additional copy of the proposal in the form of a digital document in PDF format properly recorded on a standard CD-R disc labeled: ITB # 2012-HR-02 PROPOSAL COPY. Fax and bids will not be accepted. Additional exhibits, such as demonstration videos or photographic illustrations, may be included in the digital copy; however any exhibit must be a separate file from the proposal document and must be saved in a PDF or FLASH format. 5.2 Bid Authorization Bid must be signed by a representative of the company placing the bid who has the legal authority to bind the bidder to the cost proposal. 5.3 Contract Award Criteria Bids that meet the criteria will be scored based on price, software features, stability of the manufacturer and service provider, references, ability to execute and value added services. 5.4 Contract Term The initial contract with the vendor will commence on July 1, 2012 and remain valid at the annual costs quoted by the bidder through June 30, 2017, with an option to extend the contract terms on an annual basis for an additional three years by mutual consent. If at any time the supplier is unable or unwilling to provide products or services as outlined in the bid, then the school district will have the option to terminate the agreement at its discretion. Invoicing shall be submitted annually (each July) reflecting the annual costs for services rendered in each representative contract year (July 1 June 30). 5.5 Contractual Purchases Sumner County Schools is not making a contractual agreement to purchase any specific technology solution from a vendor. The district reserves the right to increase or decrease the level of services over the life of the agreement. 5.6 Acceptance of Contract It is understood that a contract is not formal between the successful bidder and Sumner County Schools until a purchase order is issued by Sumner County Schools.

7 5.7 Payment Invoicing must occur annually no earlier than July 1 and may be submitted electronically. Payment will be within forty-five (45) days of the date the vendor s bill is received by Sumner County schools; however, no payment will be processed prior to July 1 of each calendar year. 5.8 Mailing Address: Send all proposals to: ITB# 2012-HR-02 Sumner County Board of Education Attn: Vicky Currey, Purchasing Coordinator 1500 Airport Road Gallatin, TN Deadline: Bids will be opened at 10:30 A.M. (local time), Wednesday, March 7, Upon request, vendors submitting a bid must provide one interactive webinar style demonstration in March 2012 specific for Central Office administration only, in order to review the bidder s proposed solution, plus one additional on-site demonstration to the full Board of Education explaining product features and capabilities in April Two weeks advance notice will be provided for the April demonstration. Any demonstration will be by invitation only and mandatory if invited. Questions concerning this Invitation to Bid should be directed to Shawn Curtis, Assistant Director of Schools for Human Resources:

8 NOTICE TO RESPONDENTS Responses to an Invitation to Bid will be received by the Purchasing Coordinator in the SUPORT SERVICE FACILITY CONFERENCE ROOM, Sumner County Board of Education, 1500 Airport Road Gallatin, TN They will be received until 10:30 A.M. Local Time WEDNESDAY MARCH 7, 2012 for PAPERLESS ONLINE APPLICANT TRACKING SYSTEM, at which time the responses will be opened, taken under advisement and evaluated. BIDS WILL BE POSTED ON GENERAL REQUIREMENTS AND CONDITIONS 1. The Sumner County Board of Education reserves the right to accept or reject any and/or all responses in whole or in part, and to waive informalities therein. 2. Any responses received after the scheduled closing time for the receipt for responses will not be considered. 3. If a mistake is discovered after the responses are received, only the Sumner County Board of Education may allow the respondent to withdraw the entire response. 4. Partial payments will not be approved unless justification for such payment can be shown. Terms will be net 30 days. 5. Payment will not be made until the said PAPERLESS ONLINE APPLICANT TRACKING SYSTEM are inspected and approved as meeting all specifications by persons appointed by the Sumner County Board of Education. 6. Responses submitted must be in a sealed envelope and marked on the outside as follows: RESPONSE: PAPERLESS ONLINE APPLICANT TRACKING SYSTEM DEADLINE: 10:30 A.M. WEDNESDAY, MARCH 7, Facsimile responses will not be considered. 8. If a successful bidder violates any terms of their bid, the contract, school board policy or any law they may be disqualified from bidding for a period of two years for minor violations or longer for major violations. Bids from disqualified bidders will not be accepted during the period of disqualification. 9. Prices quoted on the response (if any) are to be considered firm and binding until the said PAPERLESS ONLINE APPLICANT TRACKING SYSTEM are in the possession of the Sumner County Board of Education. 10. No purchase or contract is authorized or valid until the issuance of a Board Purchase Order in accordance with Board Policy. No Board Employee is authorized to purchase equipment, supplies or services prior to the issuance of such a Purchase Order. 11. Any deviation from these stated terms, specifications and conditions must be coordinated with and approved in writing by the Purchasing Coordinator, Vicky Currey (615) All bids that exceed $25,000 must have the Company Name, License Number, Expiration Date thereof and License Classification of Contractor listed on outside of sealed envelope. As required by State of Tennessee Code Annotated The awarded bidder will be required to post a performance and payment bond in the amount of 25% of the contract price if it exceeds $100,000 as stated by State of Tennessee Code Annotated

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