Request for Proposal. Applicant Tracking System

Transcription

1 ATLANTA PUBLIC SCHOOLS Procurement Services 130 Trinity Avenue, S.W. 4 th Floor Atlanta, Georgia Request for Proposal For April 17, 2015 RFP Number: Due Date: May 7, 2015 Time Due: 11:00 a.m. ET NIGP Commodity Code(s): ;

2 NOTICE TO PROPOSER: Atlanta Public Schools ADVERTISEMENT FOR REQUEST FOR PROPOSAL Atlanta Public Schools invites vendors to submit a proposal to provide an applicant tracking system. Outstanding solicitations may be viewed at: Offerors should read the general terms and conditions at: If you are unable to download these documents, you may contact the assigned Procurement Officer: Nicole Mathis at (404) or nmathis@atlanta.k12.ga.us A pre-proposal conference will be held on 04/23/15 at Atlanta Public Schools, 130 Trinity Ave. SW, Atlanta, GA, 2 nd Floor Auditorium at 11:00 a.m., ET and via MS Lync. See section 4.7 for more information. Attendance is not mandatory but is strongly encouraged. Online submittal instructions will be provided during the pre-proposal conference and can also be viewed at the following location online: Proposals shall be submitted online at Office of Procurement Services will only accept proposals submitted online. Proposals submissions are due 11:00 a.m., ET on 05/07/15 (as determined by the time stamp clock when submitted online). No proof of submission will be provided. The proof of submission is the page that populates when you submit your proposal online. APS will only accept online submissions for this RFP. Proposals can be submitted online at: Proposals submitted after the proposal close date will not be accepted. Note: Any proposal submitted in any other format (paper, fax, mail, etc.) will not be accepted for any reason. To ensure proper and timely online submission please adhere to the dates and times outlined below. ATLANTA PUBLIC SCHOOLS TENTATIVE TIMELINE Randall Sellers Director, Procurement Services 04/17/15 Release RFP to the marketplace 04/23/15 Pre-proposal conference 11:00 a.m., ET 04/27/15 Deadline for written questions 10:00 a.m., ET 04/29/15 Response to questions to be posted to the APS website by 5:00 p.m., ET 05/07/15 RFP due online by 11:00 a.m., ET 05/07/15 Administrative Review 05/08/15 Evaluation 05/11/15 Vendor Presentation(s) by invitation only 06/01/15 Recommendations to the APS Board of Education, if applicable 2

3 TABLE OF CONTENTS Scope of Work pg. 4 Non Submittal Response Form pg. 16 Offeror Affirmation Form pg. 17 Offeror Information Form pg. 18 Joint Venture Affidavit pg. 19 Primary Vendor / Subcontractor Utilization pg. 22 Promise of Non-Discrimination pg. 23 Contractor Affidavit of Compliance under O.C.G.A (b) (1) pg. 24 Subcontractor Affidavit of Compliance under O.C.G.A (b) (3) pg. 25 Sub-subcontractor Affidavit of Compliance under O.C.G.A (b) (4) pg. 26 Affidavit of Exception pg. 27 Local Preference pg. 28 Solicitation Checklist pg. 29 Atlanta Public Schools Contract pg. 30 Atlanta Public Schools Contract Signature Page pg. 49 Attachment 1, ATS Technical & Functional Requirements Checklist Attachment 2, Price Proposal Form Attachment 3, New Hire Process Flow Chart Attachment 4, Organizations Affected or Impacted Attachment 5, Priority List separate Excel spreadsheet separate Excel spreadsheet separate attachment separate attachment separate attachment 3

4 1.0 PURPOSE 1.1 The Atlanta Independent School System (hereinafter, Atlanta Public Schools or APS ) invites vendors to submit a proposal to provide an applicant tracking system. 1.2 In using this method for solicitation, we are requesting your best effort in seeking the best value for our requirements. To be eligible for consideration, an online submission shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the selected Offeror to meet all specifications and guidelines set forth herein. Atlanta Public Schools, at its discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of these determinations or decisions by Atlanta Public Schools. 2.0 CURRENT SITUATION 2.1 The Atlanta Public Schools Human Resources office is looking to replace the existing Applicant Tracking & Recruitment System (ATS), Taleo, and seeks a system that will better fit the needs of APS and the K-12 industry. The current ATS provides a wide variety of complex configuration options which require high level expertise in the system while lacking capabilities that other known providers offer (i.e. electronic references, streamlined onboarding, applicant profile management). The desired solution should simplify the application, pre-screening and selection process by providing automation within the hiring process. Atlanta Public Schools has a centralized Human Resources (HR) office which announces all permanent vacancies, screens applications, and certifies qualified applicants to hiring managers for consideration. Approximately 1,000 employees are hired with an average of 147,000 applications received from 31,500 candidates each year. 2.2 Infor Global Human Resources is the APS Enterprise Resource Planning System. Infor Global Human Resources will be referred to as GHR throughout the solicitation document (HRIS). 3.0 SCOPE OF WORK 3.1 Atlanta Public Schools (APS) needs an integrated cloud-based (hosted) solution that will handle the end-to-end process from recruiting thru onboarding. The Applicant Tracking & Recruitment System (ATS) solution must include configuration and installation, integration, testing, implementation, training, on-going maintenance and technical support. 3.2 APS requires a system that is user-friendly and intuitive to efficiently manage its applications and for tracking its processes. The system should allow job openings to be easily posted and managed. The system should also provide easy to use search and report capabilities for hiring managers and HR staff. This system will be used to manage both external and internal hires activity. All data transmitted in the system, by applicants, employees, hiring managers, and/or HR staff must be secure. See Attachment 4 Organizations Affected or Impacted. 3.3 The ATS system should be expandable. 3.4 The Applicant Tracking & Recruitment System will meet the following objectives: 1. Reduce unnecessary processing time by increasing efficiencies in applicant credential collection, eligibility determination data entry, tracking, and information retrieval. 2. Improve the format of the information and data received from applicants to allow for more valid and effective evaluations of an applicant's background by providing a mechanism to simplify the screening process based on the job s minimum requirements (i.e. scoring position specific questions, category based screening which ties jobs within category groups, etc.); 3. Improve the ability to screen applicants online, including the ability to manage and categorize applicants at both profile and application level. Must have the ability to provide multiple statuses 4

5 for each applicant based on the type of application (i.e. Classified, Certified, Substitute, Administrative, etc.). 4. Automate the reference request/evaluation process. Reference component should allow for simple identification of professional references as well as allow flagging for review based on responses. 5. Improve the ability to prepare reports regarding recruitment and applicant activity; 6. Improve the communication between APS and applicants by allowing mass communication from APS to all or selected applicants; 7. Provide method to upload and/or communicate certification information (area / level) to be used during screening process. 8. Ability to determine completion of application packet based on submission or application, required documents and recent references. 9. Ability to automate document transfer (application and/or supporting documents) into APS document imaging system upon hiring of candidate. 10. Reduce the time-to-hire. 11. Integration with GHR ERP system; APS will soon be using GHR to initiate requisitions. System must have the ability to post jobs based on the GHR requisition data. 12. Integration with 3 rd party application tools (i.e. electronic recruitment screening, digital interviewing and background checks). 13. Ability to post job announcements to social media sites. 14. Online forms; Onboarding capabilities. 15. Interview Scheduling and tracking. 3.5 ATS Functional and Technical Requirements A. Functional Requirements (see Attachment 1, ATS Technical & Functional Requirements Checklist): 1. On demand video training. 2. Audit function to include tracking user actions. 3. Applicants (both existing internal and new, (i.e., external). 4. Ability to engage & communicate with pre-applicants. (i.e. job fair sign-up form). 5. Ability to clearly see and search on all openings. (Search by date, by location, by geographic areas, by type of opening). 6. Ability to advertise and post directly to job boards and social media interfaces. 7. Ability for applicants to register and use a unique secure account to access the online application. 8. Ability to identify and prevent duplicate applicant accounts. 9. Ability for applicants to recover their login credentials via an existing automated system. 10. Ability for applicants to submit and maintain a general application(s) as well as indicate interest in specific positions as they become available via a secured data entry portal. 11. Ability for Applicants to apply for multiple vacancies. 12. Ability for Applicants to withdraw from being considered for positions. 13. Ability for Applicants to provide searchable information regarding experience, degrees, position interests, highly qualified designation, additional skills, strengths, and/or complete job-specific screening questions. 14. Ability for Applicants to submit supporting documentation (i.e. resume, transcripts, license / certification) for different job categories (i.e. classified, certified, etc.) or individual postings. 15. Ability for applicants to easily identify whether a screen or an application is incomplete or if required fields are not completed. 16. Provide automated reference requests via . System should be able to identify nonprofessional references as well as undesired answers for additional review prior to application clearance/release. 17. Ability to identify completion of required documentation prior to consideration for employment. (each category could have criteria of required documents that it looks for, including type of reference). 5

6 18. Applicants will be notified on screen and by immediately and automatically that their application has been successfully submitted. 19. Applicants will be able to check the status of positions to which they have applied for. 20. Pre-application minimum qualifications checklist. (if applicant does not meet minimum requirements, do not fill out application). 21. Provide internal processes and/or logic to simplify the screening of candidates by HR. (i.e. scoring position specific questions, identifying requirements in job specific questions, category based screening which ties jobs within category groups, etc.). 22. Allow for design of group-based security to control applicant and/or application visibility by different types of internal users. 23. ATS will provide Hiring Managers multiple view options to simplify the review of specific type of information (i.e. contact information, education, experience, certification, submitted documents, etc.), including the ability to sort and filter by provided data fields. 24. Allow Hiring managers to manage interview schedules within system. 25. Ability to schedule interview with the applicant and team (Exchange integration). 26. Principals will be able to select a candidate, recommend the candidate to a vacant position and notify Human Resources of the selection within the System. 27. Provide automatic applicant notifications throughout the application lifecycle (i.e. application being reviewed, interviews being scheduled, position is filled, position is closed, etc.). 28. Ability to filter recipients of group notifications. 29. Hiring managers will be able to communicate individually or in mass to applicants who apply for a position at their site. 30. Resume parsing. 31. Ability to automate onboarding (new employee paperwork) process by providing the ability to complete all required employee induction documentation including but not limited to Personal Information, emergency contacts, Federal Tax W4, State Tax G4, Direct Deposit Bank information. 32. Ability to export Onboarding forms data daily into GHR. 33. Ability to provide electronic documents from application and/or onboarding module, including transfer of files into existing document warehousing system (Image Director). 34. Ability to notify applicants of job openings. 35. Ability for applicant to unsubscribe from notifications and ability for HR to unsubscribe candidates from receiving notifications. 36. Ability to attach a distinct/separate cover letter or artifacts to each job application if desired. 37. Ability to manually post jobs outside the requisition process. 38. Ability to select multiple resumes/attachments and print all with one action. 39. Ability to rank and screen candidates based on job requirements. 40. Ability to enter the interview results (i.e. by entering the interview results what is the value added to the applicant selection process). 41. Ability to attach details regarding job openings. 42. Ability to query data from the ATS. 43. Ability to run reports i.e., number of openings, length of job postings, time to fill, open positions, etc. for the ATS. 44. Ability to search on jobs postings. 45. Ability to search on applicants. 46. Ability to assisting schools with job posting accuracy and clarity, and the features that limit or reduce the interaction needed. 47. Ability to assisting schools with applicant hiring, and the features that limit or reduce the interaction needed. 48. The ability to meet legal compliance for staffing and EEO requirements of applicant tracking. 49. The ability to combine existing data from GHR to AIS as it relates to employee demographic data (e.g., highly qualified status on internal licensed employees, e.g., college degree specific type 6

7 and/or generic for administrators, e.g., high school diploma/equivalent for classified employees). These are just examples and not inclusive. 50. Ability to register perspective candidates during job fairs. 51. Ability to track job fair attendees for notification and reporting (i.e. how many filled out application)? 52. Ability to track referral source & report on it. 53. Ability to create custom forms to distribute to specific applicant groups. 54. Training library (documents and/or videos) available within system. 55. Ability to customize application according to applicant type and job type (transfer forms, summer school, additional job, etc.). 56. Ability for job postings to be grouped by categories. 57. Ability for Hiring Managers to create groups/priorities/favorites for job consideration. 58. Ability to 'auto archive' base on criteria or hiring status. B. Technical Requirements (see Attachment 1, ATS Technical 7 Functional Requirements Checklist): 59. Ability for hiring managers to query or report on previous (hiring/recommendations) actions. 60. Ability for hiring managers to view interview history from other locations. 61. Ability for hiring managers to flag/track previous application/applicant review in progress 62. Is the System designed for? 63. Does the system have the ability to interface with GHR. 64. ATS will allow administrator to set up user access to system functionality by group type (i.e. Hiring Manager, recruiter, approver, etc.). 65. Allow users or groups to be assigned more than one role. 66. ATS will allow administrator to set up user access to only information that pertains to their specific location. 67. ATS will interface and provide information from 3rd party vendors. 68. Ability to display, search and sort 3rd party data and allow to filter results & user access based on data from 3rd party. 69. ATS will have the ability to receive job requisitions placed via GHR with job and position information to be used in job vacancy. 70. The ATS will be able to interface with HRMS (i.e. GHR) to notify Human Resources when candidate has been recommended. 71. The System will be housed and supported 24 hours per day, 7 days per Week, by the Vendor. 72. ATS will store job posting templates simplify the job creation process. 73. The System will allow the Human Resources Office to develop, track and monitor recruitment and applicant statistics based on both standard and ad hoc reports generated from the system. 74. Ability to integrate with current Active Directory system for single sign-on functionality. 3.5 Installation and Support 1. The desired solution will be a cloud-based (hosted) solution that will handle the end-to-end employment process from recruiting to onboarding. 2. The ATS Vendor is expected to provide timely response for functional troubleshooting and problem resolution. 3. The vendor must provide reasonable turn-around time for different levels of severity. 4. The new system will interface seamlessly through the GHR Portal. 5. The Human Resources office will provide local administration of the Applicant Tracking & Recruitment System post implementation. 6. The Human Resources Office is also able to provide first level user support. 3.6 Critical Success Factors 1. Proper communication of data requirements between APS HR (Talent Management Office), 7

8 HRIS Functional Manager and ATS vendor. 2. Ability to communicate properly with GHR to support automation of Job Vacancy process as well as the GHR Pre Hire process. 3. Ability for HR to create ad-hoc reports based on requests and system use. 4. Ability for ATS to simplify the prescreening process based on identification of minimum requirements. 5. Ability for Hiring Managers to source and filter applicant lists. 3.7 Specific System Requirements 1. The Applicant Tracking & Recruitment System will require specific data from users, which it will store in a database. 2. APS Administrators/Supervisors and Human Resources will manage the data using the chosen solution. 3.8 Functional and Data Requirements 1. The Applicant Tracking & Recruitment System will allow users interested in employment submit a web form, which will initiate an employment application to be managed by the HR office. 2. The HR office will have the ability to review the data in order to screen the qualifications of the applicant. Via system controls, HR will be able to change status of the applicant s profile and/or application in order to control access of information viewable by hiring managers. 3. Hiring managers will have the ability to review the data released to them by HR. 4. Hiring managers will have the ability to make hiring recommendations to HR. 5. Once an applicant has been selected and have accepted an employment offer, applicant will have the ability to complete all employment forms via the system s onboarding capabilities. 6. Business Process / Data Flow Model - See Attachment 3 New Hire Process Flow Chart 7. Ability to provide and collaborate with APS use case descriptions. 3.9 Design Requirements Vendor must build the following modules in order for this project to be complete: 1. Applicant Tracking & Recruitment System 2. Onboarding System / Capabilities 3. GHR interface (import / export), if not currently available User Interface 1. All tools must be accessed by a common web browser program (i.e. Explorer - version 9.0 or higher, Safari, Firefox and Chrome, etc.). 2. The online application must be mobile device friendly Software Interface 1. The Applicant Tracking & Recruitment System will be integrated as part of the existing GHR suite. 2. Forms requiring data already obtained by APS, either via online application or other, should be pre-filled for employee (GHR) Security Requirements 1. Online Application is to be accessed by applicants (approved via system security) over the Internet over a secured login portal. 2. Once the data is entered, only the applicant will be able to make changes to the application. 3. Human Resources and Hiring Managers (as authorized) can view the Employee s data with access to the ATS Portal. 4. The HR Administrator and other HR staff will have access to the report creating feature, accessible via internet, and/or access to the database to create ad-hoc reports. 8

9 3.13 Integrity Requirements 1. The Applicant Tracking & Recruitment System will control which fields are required before any forms or information is submitted. 2. All forms (electronic or scanned) are required to be stored in the correct applicant or job vacancy file Documentation Requirements All user documentation will be provided by vendor before training is complete. User documentation should be provided in hard copy and electronic format Training Requirements 1. All user training will be provided by vendor, which will include HR Staff, and other potential users (per Project definitions). 2. The HR Functional Manager will coordinate to provide post-implementation training to internal APS staff, as needed APS Technology Requirements 1. APS requires that the proposed system is compatible with multiple browsers. The system must be compatible with, but not limited to: a. Explorer (version 9.0 and higher) b. Safari c. Firefox d. Chrome 2. APS requires that all data collected, analyzed and/or disseminated by the ATS, remain the sole property of and for the exclusive use of APS. 3. APS requires availability to systems throughout the year every day, 24 hours / week, except during scheduled maintenance periods. 4. Report availability shall be 24 hours/day, except during scheduled maintenance periods. 5. APS requires that the system can support a data refresh nightly with access to transmitted data within 24 hours. 6. The system must provide for HTTPS support in all functions where usernames and/or passwords are transmitted. 7. The vendor must demonstrate its abilities to APS, and will be assessed for concurrence with features described within its proposal response, including bandwidth usage. 8. The system demonstration must be an actual available to license product, and not a representation of a customized or future upgraded version. 9. The vendor will provide APS with a test site and log-in information with bid submittal to allow for independent testing for compatibility. 10. Provides multiple printing options such as printing to local or network printers, printing to a screen/monitor, printing to a disk file, or printing to nowhere for value-setting purposes. 11. If the proposed solution utilizes any components within the APS network, it must also integrate seamlessly into the current APS environment, which includes: a. Infor GHR is the ERP system. b. Integrates with Active Directory Federated Services and Forefront Identity Manager are used for authentication and security Conformance to Section 508 accessibility guidelines. 1. Section 508 is the section of the 1998 Rehabilitation Act that states that all electronic and Information technology procured, used, or developed by the federal government after June 25, 2001, must be accessible to people with disabilities. 2. Affected technology includes hardware such as copiers, fax machines, telephones, and other 9

10 electronic devices as well as application software and websites If the solution is cloud based it should meet the following requirements. 1. SAS70 requirement. 2. SAML authentication if used by more than 100 people. 3. The solution should be web-based with no proprietary software required on the users workstation Other Requirements 1. Migration of data from existing ATS (Taleo). 2. Reports: Include ad hoc capability for detail reporting on use of system, applicant and vacancy data Timeline for the project 1. The anticipated building interface for this project should begin on July 1, The anticipated start date for this project is December 1, See Attachment 5 for priority list. 4.0 GENERAL INFORMATION: 4.1 All communications regarding this solicitation must be with Nicole Mathis, the assigned Procurement Officer for the APS. 4.2 All questions or requests for clarification must be sent by to: By submitting a response to this request online, the offeror accepts the responsibility for downloading, reading and abiding by the terms and conditions set forth in the General Terms and Conditions found on the APS web site at: All addendums related to this solicitation will be posted on the APS website at Quick Links, Procurement, and Outstanding Solicitations. It is the offeror s responsibility to check the APS website for any addendums, responses to offeror questions or other communications related to this solicitation. 4.5 Vendor is not required to submit proof of insurance with proposal but must submit within five (5) business days after receiving a letter of intent. The insurance requirements are included in section 7 of the General Terms and Conditions. 4.6 The ACORD certificate of insurance must list Atlanta Public Schools as the additional insured. 4.7 The pre proposal conference will also be accessible via MS Lync, teleconference: Join online meeting Join by Phone: Conference ID: VENDOR REQUIREMENTS 5.1 APS policy requires that all contractors, consultants, or vendors providing services on APS premises be fingerprinted and submit to a criminal record check initiated by APS prior to providing services to APS. There is a fee of $44.25 per individual payable by money order associated with the background check. The payment of this fee is the sole responsibility of the contractor, consultant, vendor or the employing company. Any contract awarded pursuant to this solicitation is contingent upon compliance with this requirement and a satisfactory background check as determined by APS. 10

11 5.2 Use of Subcontractors a. If subcontractors will be used in the performance of this contract, vendor must complete and submit with its response the Primary Vendor/Subcontractor Utilization form. b. Vendor shall not assign any duties to perform services nor to provide goods to APS under this contract to a subcontractor that is not listed in vendor s response to this solicitation. c. If a subcontractor is removed from the contact at any time during the term, vendor must notify APS Procurement Services in writing with name of subcontractor, reason for removal and effective date. d. If vendor desires to add a subcontractor at any time during the term of the contract, vendor must submit to APS Procurement Services in writing the following information on the subcontractor; company name, address, telephone, fax number, and the service they will be providing and proposed effective date. Subcontractor may not begin providing service until approved by APS. e. Vendor is responsible for ensuring that all subcontractors who provide goods or services under this contract comply with the terms and conditions of the contract. f. Vendor shall give APS immediate notice in writing of any claim, action or suit filed against vendor by any subcontractor. g. APS reserves the right to require that a subcontractor be removed from the contract. 5.3 Vendor must complete and submit with their proposal the applicable documentation related to Georgia House Bill 87 (commonly known as the Illegal Immigration Reform and Enforcement Act of 2011 ). 5.4 Information on Georgia House Bill 87 may be viewed on the APS web site at: Quick Links Procurement E-verify 5.5 Failure to provide the required Georgia House Bill 87 documentation may result in the offeror s response to the solicitation being deemed non-responsive and ineligible for evaluation. 5.6 The Atlanta Board of Education desires that the Atlanta Public Schools operate in the most ethical and conscientious manner possible. Employees are expected to not only avoid any direct conflict of interest but also to avoid even the appearance of impropriety. In an effort to comply with Board policy and to ensure that our relationship with vendors is above reproach, vendors are prohibited from giving any APS employee any gift, favor, loan, reward, political contribution, gratuity, entertainment, transportation, lodging, or meal except those of nominal value (less than $50.00), which must be disclosed to the immediate supervisor and the Department of Internal Auditing. Advertising items and instructional products that are widely distributed may be accepted. (Refer to Policy GAG and GAJB). 5.7 All contractors and vendors desiring to do business with the APS and/or to participate on APS contracts shall be required to comply with Board policy GAG, Staff Conflict of Interest. All vendors and contractors doing business with the APS shall provide all persons with equal opportunity without regard to race, color, sex, religion, national origin, marital status, sexual orientation, age, or disability. 5.8 Vendors shall not contact APS Board members individually for the purpose of soliciting a purchase or contract between the time a request for proposal, request for qualifications or invitation to bid is formally under development and a recommendation is made by the administration to the Board if applicable. If a vendor violates this prohibition during this time frame, consideration of the vendor for award shall be invalidated. Board members shall be notified of possible violations and actions taken. 6.0 SUBMISSION REQUIREMENTS 11

12 6.1 Proposals shall be submitted online via the following link: 1. Section 6.11: Sections 1, 2, 3 & 4 as referenced on page 13 and all required documents referenced in section The following required documents must be submitted with your proposal (if forms are not applicable please submit the forms and write N/A on the form): 1. Offeror affirmation form (required for valid submission) 2. Offeror information form (required for valid submission) 3. Joint venture affidavit (check the appropriate box on the form) 4. Primary vendor / subcontractor utilization (check the appropriate box on the form) 5. Promise of non-discrimination (required for valid submission) 6. Contractor Affidavit of Compliance under O.C.G.A (b) (1) 7. Subcontractor Affidavit of Compliance under O.C.G.A (b) (3), if applicable. 8. Sub-subcontractor Affidavit of Compliance under O.C.G.A (b) (4), if applicable. 9. Affidavit of Exception, if applicable 10. Local Preference Form, if applicable. 11. Occupation Tax Registration Certificate, (if applicable, refer to section 9 Local Preference). 12. Copy of local or state business license or permit (if firm does not qualify for local preference) 13. Signature page to APS contract 6.4 Proposals, in the format requested in 6.11 (Online Submission) and 6.2 (Required Documents) shall be submitted online. Submit the Section 1 & 2 as one.pdf file titled: (Proposal, Company Name), submit Section 3 Pricing as one.pdf file titled: (Pricing, Company Name), submit the required documents as one.pdf file titled: (Required Documents, Company Name). Upload the ATS Technical Requirement Checklist as one.pdf file titled: (ATS Checklist, Company Name). Do not submit all sections as one.pdf file; do not submit each section as multiple.pdf files. You should have four files to upload as your submission. 6.5 Any proposal or attachments received online after the designated time and date due will not be considered by APS. APS will only accept online submissions for this RFP. Proposals can be submitted on line at Proposals submitted after the proposal close date will not be accepted. Note: Any proposal submitted in any other format (paper, fax, mail, etc.) will not be accepted for any reason. 6.6 Proposals cannot be withdrawn after they have been submitted online unless offeror makes a request in writing to the Director of Procurement Services prior to the time set for receiving bids, or unless the Director of Procurement Services fails to accept or reject the bids within one hundred and twenty (120) days after the date fixed for receiving said proposals. 6.7 Proposals which contain irregularities of any kind and/or do not comply fully with requirements stated in the solicitation documents may be rejected at the discretion of the Director of Procurement Services. APS shall not be liable for any costs associated or incurred by offeror in conjunction with preparation of solicitation responses. 6.8 APS reserves the right to waive any minor informality or error in the solicitation or offerors proposal which will not adversely affect competition. 6.9 By submitting a response the offeror certifies that this proposal is made without prior understanding, agreement or connection with any corporation, company or person submitting a bid for the same service and is in all respects fair and without collusion or fraud; that collusive pricing is understood to be a 12

13 violation of state and federal law and can result in fines, prison sentences and civil damage awards. It is further agreed that offeror agrees to abide by all conditions of the solicitation, notice of award and/or purchase order(s) of APS and that the person signing this bid is duly authorized to bid on behalf of the offeror Failure to provide an online submission with correct information listed in section 6.4 may result in rejection of the proposal. If further information is required to demonstrate responsibility such as providing copies of licenses or permits (other than those mentioned in 6.2, certificates, etc., the offeror will be notified, in writing and given five (5) days from notification to supply such information Offeror shall submit online proposal with a response that fully answers each question list on the online submission. Offeror must reference each section as listed below: Section 1 Company Qualifications and Experience a. Provide a brief history of the company. b. Provide information in which your company is currently providing or has provided services similar to the ones in this solicitation for k-12, applicant tracking systems and recruitment systems within the past months to urban schools in the United States. Include district demographics. c. Provide a list of employees including their responsibilities expected to be assigned to this project. Section 2-Methodology and Operations a. Provide your startup / implementation plan for this project including a timeline that will meet the requirements listed in section b. Describe your resources available to support APS on this project. c. Describe your reporting capabilities and provide sample reports. d. Describe your training that will be provided to APS for all users including amount and training materials that will be provided. e. Describe your method of providing APS access to APS s data. f. Describe in detail your experience with Lawson conversions and interfaces. g. Describe your understanding of the ATS Hiring Process. h. Describe your understanding of GHR data fields corresponding to information required to and from ATS. i. Describe how your communication plan will be developed to inform users of new process. j. Describe in detail your process for data migration. k. Describe your service level agreement framework for the dedicated support representative. l. Provide a contract template for Service Level Agreement (support, development) and Maintenance. Section 3- Technical Requirements a. Provide responses on APS Attachment 1 ATS Technical & Functional Requirements Checklist which is a separate Excel spreadsheet. See Section 3.4 ATS Technical & Functional Requirements Checklist. Section 4-Pricing a. Provide pricing on the pricing form (see attachment 2, ATS price proposal form) for: 1. Configuration and installation (Year 1) 2. Integration with existing systems (Year 1) 3. Testing (Year 1) 4. Implementation (Year 1) 5. Data Migration (Year 1) 6. Training (administrative, user and manual) 13

14 7. On-going maintenance (Year 1-5) 8. Technical support (Year 1-5) 9. License cost (if applicable) (Year 1-5) 10. Dedicated Support Representative, 8:00 a.m.-5:00 p.m. (Year 1-5) b. Provide an explanation of all pricing and include any miscellaneous costs (i.e. travel). 7.0 EVALUATION 7.1 To be eligible for consideration, proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the awarded vendor to meet all specifications and guidelines set forth herein. 7.2 An APS evaluation committee will evaluate each proposal properly submitted. APS, at its sole discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of the determinations or decisions by APS. 7.3 APS reserves the right during the evaluation process to contact offerors who submit proposals and request additional information or clarification necessary to complete the evaluation. 7.4 After the closing date and time, Procurement Services will conduct an administrative review of all proposals received to determine responsiveness. Proposals that are deemed to be responsive will be submitted to the evaluation committee for review. Proposals that are deemed to be non-responsive will not be evaluated or considered for award. 7.5 APS will evaluate all proposals and reserves the right to develop a competitive range. The competitive range is defined as a group for competitive negotiation, as determined during the evaluation process, composed of only those proposals that are considered to have a reasonable chance of being selected for an award and who are, therefore, chosen for additional discussions and negotiations. Proposals not in the competitive range are given no further consideration. 7.6 Proposals will be evaluated on the following criteria: Company qualifications and experience Methodology / operations Technical Requirements Vendor Presentations Pricing 7.7 APS reserves the right to request a best and final offer (BAFO) from offerors during the evaluation process. 7.8 APS reserves the right to negotiate terms and conditions, which may be necessary or appropriate to meet the needs of the district. 7.9 Negotiations may be: a. Concurrent which may be conducted concurrently with multiple offerors or; b. Exclusive which may be conducted with the offeror whose proposal is the overall highest rated. 8.0 AWARD 8.1 Please be advised that it is the policy of the Atlanta Public Schools that all contracts be awarded without regard to the race, color, sex, religion, national origin, marital status, sexual orientation, age, or disability of the offeror. 14

15 8.2 This contract shall be for one (1) base term (of one year or less) with four (4) one-year options to renew at the sole discretion of the Superintendent of APS. The contract will be conditional upon the offeror s ability to comply with requirements set forth in the solicitation documents. 8.3 APS has selected as its owner s representative, the Chief Human Resources Officer. Supervision of the contract will be performed by the owner s representative or his/her designee. 8.4 Offeror shall not provide goods or services until a purchase order has been issued by APS s Procurement Services Department. 8.5 The original and one (1) copy of itemized invoices must be submitted to: Atlanta Public Schools Accounts Payable Department P. O. Box 4659 Atlanta, GA Invoices a. Invoices must include the APS purchase order number and the ship to location where the goods and/or services were delivered that does not include this information will be returned to the vendor. b. Separate invoices are required for each purchase order. c. The accounts payable department may be contacted at Vendor Payment APS may make payments to vendors via one of the following: a. Automated Clearing House (ACH) b. Check c. Purchasing Card 8.8 APS reserves the right to reject all proposals when such action is in the best interest of the district. 8.9 Awards will be posted on the APS website at: Quick Links Procurement Contracted Vendors 9.0 CONTRACT 9.1 By submitting a response to this solicitation, the offeror affirms that it has read and will accept all provisions of the contract as written and attached to this solicitation. Offeror also understands that these provisions are non-negotiable and that the contract is not legally binding upon the parties until executed by APS and offeror. 9.2 The offeror must sign and submit online the contract signature page with the response to the solicitation. By doing so, the offeror acknowledges that it accepts the provisions of the APS contract as written. 15

16 NON-SUBMITTAL RESPONSE FORM Atlanta Public Schools Procurement Services 130 Trinity Ave., S. W. Atlanta, Georgia RFP Name: RFP Number: NOTE TO VENDOR: If your company s response is a non-submittal, the Atlanta Public Schools is very interested in the reason for such response since APS desires to ensure that the procurement process is fair, non-restrictive and attracts maximum participation from interested companies. We therefore, appreciate your responses to this non-submittal response form. Please complete and fax this form to: (404) Please indicate your reason for responding with a non-submittal : Unable to meet the requirements for this solicitation. Unable to provide the goods or services specified in this solicitation Unable to meet time frame established for start and or completion of project. Received too late to submit a bid. Received on: Please remove our company s name from receiving similar type solicitations. Other (Please explain): Your response will be reviewed and placed in the solicitation file. Your input will assist APS in determining changes necessary to increase participation in the solicitation process. Company name Company address ( ) ( ) Company telephone number Company fax number Primary company contact address Authorized company official signature Title Date 16

17 Company Name: RFP Name: RFP Number: Atlanta Public Schools OFFEROR AFFIRMATION FORM (This form must be completed and returned with your response) After careful examination of the solicitation document in its entirety,, # and any addendum(s) issued, the undersigned proposes to satisfy all requirements in accordance with said documents. For consideration of this proposal, the undersigned hereby affirms that: 1. He/she is a duly authorized official of the offeror, 2. No changes were made to the original RFP document, 3. The proposal is being submitted on behalf of the offeror in accordance with any terms and conditions set forth in this document, 4. The offeror will accept any awards made to it as a result of the proposal submitted herein for a minimum of one hundred and twenty (120) calendar days following the date of submission, 5. The offeror will accept the terms and conditions set forth in the contract template attached hereto. 6. The offeror will accept the terms and conditions set forth in the APS general terms and conditions. It is the supplier s responsibility to check the APS Outstanding Solicitations website for any addenda, responses to supplier questions, or other communications. Supplier acknowledges and incorporates each applicable Addenda number listed below in their response: Check all that apply: No. 1, No. 2, No. 3, No. 4, No. 5 No Addenda If notified in writing by mail or delivery of the acceptance of the award, the undersigned agrees to furnish and deliver to the assigned Procurement officer within five (5) days of the request, a certificate of insurance indicating the coverage s specified within this solicitation. A contract shall be established which will set forth the terms of this agreement. The contract shall be interpreted, construed and given effect in all respects according to the laws of the State of Georgia. Nondiscrimination in Employment: We, the supplier of goods, materials, equipment or services covered by this bid or contract, have not discriminated in the employment, in any way, against any person or persons, or refused to continue the employment of any person or persons on account of their race, color, sex, religion, national origin, marital status, sexual orientation, age, or disability. Respectfully submitted, Company Name Address Authorized Official Name Signature Title Date ( ) ( ) Business Telephone Number Fax 17

18 RFP Name: RFP Number: Full Company Legal Name: Street Address: City, State, Zip Code: Atlanta Public Schools OFFEROR INFORMATION FORM (This form must be completed and returned with your response) Contact Name for Solicitation: Title: Telephone: ( ) Fax: ( ) Contact Name for Contract: Title: Telephone: ( ) Fax: ( ) Contact Name for Purchase Order s: Title: Telephone: ( ) Fax: ( ) Purchase orders may be delivered via or fax. Please indicate your preferred delivery method and provide an address or fax number where they should be sent. Fax ( ) Company Web Site: State of Incorporation: Taxpayer ID Number: Duns #: Check one of the following: Independently owned and operated: An Affiliate or Division of: Company Name: Address: 1. Does the company utilize an Affirmative Action Plan for Equal Employment Yes No Opportunity? 2. Has the company implemented a compliance program in accordance with the Yes No Americans with Disabilities Act? 3. Have any conditions or restrictions been placed on this proposal by the company Yes No that would cause it to be declared non-responsive? 4. If recommended for award will company provide proof of insurance as required? Yes No 5. Is the company currently debarred from doing business with any federal, state or Yes No local agency? If yes please provide details and submit on a separate sheet. 6. Has the company ever defaulted on a contract or been denied a contract due to Yes No non-ability to perform? If yes please provide details on a separate sheet. 7. Does the company accept payment by credit card? Yes No 8. Is the company registered as a vendor with Atlanta Public Schools? Yes No 18

19 Primary Vendor Name: Atlanta Public Schools JOINT VENTURE AFFIDAVIT This form must be completed and returned with your response) If this will not be a joint venture, check this box: RFP Name: RFP Number: State of: County of: We, the undersigned, being duly sworn according to law, upon our respective oaths depose and say that: 1. The following named contractors/companies have entered into a joint venture for the purpose of carrying out all the provisions of the Contract for the above named solicitation: Company Name Address: Joint Venture Company A Federal ID No. City: State: Zip: Check all that apply: Sole Proprietorship Partnership Corporation N/A, other Joint Venture Company B Company Name Address: Federal ID No. City: State: Zip: Check all that apply: Sole Proprietorship Partnership Corporation N/A, other 2. The contractors/companies, under whose names we have affixed our respective signatures, have duly authorized and empowered us to execute this Joint Venture Statement in the name of and on behalf of such contractors for the purpose hereinbefore stated. Under the provision of such Joint Venture, the assets of each of the contractors named in Paragraph 1 hereof, and in case any contractor so named above is in partnership, the assets of the individual members of such partnership, will be available for the performance of such Joint Venture and liable therefore and for all obligations incurred in connection therewith. 19

20 JOINT VENTURE AFFIDAVIT This Joint Venture Statement is executed so that the named contractors/companies, as one organization, may under such joint venture, bid upon said contract, and be awarded the contract if they should become the successful bidder therefore, any bid, bond and agreement relating to joint venture and each and every contractor name herein, severally and jointly. Simultaneous with the execution of the contract, the contractors entering into this joint venture shall designate and appoint a project manager to act as their true and lawful agent with full power and authority to do and perform any and all acts or things necessary to carry out the work set forth in said contract. The Joint Venture shall be known as: Principal Office Address: City: State: Zip: Telephone: ( ) Fax: ( ) 3. On a separate sheet provide the following information and reference the section number: A. Describe the capital contributions by each joint venture and accounting therefore. B. Describe the financial controls of the joint venture. Will a separate cost center be established? Which joint venture company will be responsible for keeping the books? How will the expenses be reimbursed? What is the authority of each joint venture company to commit or obligate the other? C. Describe any ownership, options for ownership, or loans between the joint ventures. Identify terms thereof. D. Describe the estimated contract cash flow for each joint venture company.. E. How and by whom will the on-site work be supervised? F. How and by whom will the administrative office be supervised? G. Which joint venture company will be responsible for material purchases including the estimated cost thereof? How will the purchases be financed? H. Which joint venture company will provide equipment? What is the estimated cost thereof? How will the equipment be financed? I. Describe the experience and business qualifications of each joint venture company. J. Submit a copy of all joint venture agreements and evidence of authority to do business in the State of Georgia as well as locally, to include all necessary business licenses. 20