August 8, 2014 Re: Comprehensive Applicant Tracking System Request for Proposal # RFP. Request for Proposal

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1 Purchasing Department Kristine Johnston, Director of Purchasing August 8, 2014 Re: Comprehensive Applicant Tracking System Request for Proposal # RFP Request for Proposal Sealed Requests for Proposal for Comprehensive Applicant Tracking System # RFP, addressed to the attention of Kristine Johnston, Director of Purchasing, Cypress-Fairbanks Independent School District, Windfern Administrative Annex, Windfern Road, Houston, Texas will be received at the address above until 2:00 p.m., Friday, August 22, Proposal forms and specifications may be obtained from the Director of Purchasing, phone , and/or downloaded from our website Please check our website for any updates, addendums, or amendments to this proposal. Proposal should be plainly marked, Comprehensive Applicant Tracking System, Request for Proposal # RFP. Do not open until 2:00 p.m., Friday, August 22, Any proposal received later than the specified time will be disqualified. Proposals may be submitted on any and/or all items. The District reserves the right to reject any and/or all proposals, to accept any proposal deemed most advantageous to Cypress-Fairbanks Independent School District and to waive any informalities in bidding. Sincerely, Kristine Johnston Director of Purchasing Matt Morgan Assistant Superintendent of Support Services KJ/ol Windfern Administrative Annex Windfern Road, Houston, Texas P. O. Box Fax Houston, Texas Comprehensive Applicant Tracking System, Request for Proposal # RFP, Page 1 of 26

2 Comprehensive Applicant Tracking System SECTION I EXECUTIVE SUMMARY 1. INTRODUCTION Cypress-Fairbanks Independent School District ( CFISD or District ) invites your firm to submit a written Proposal response to provide a Comprehensive Applicant Tracking System. Vendors must be qualified and experienced in providing a software and implementation solution that is capable of meeting the following requirements: 1.1 The system must operate on a stand-alone basis. There must be no requirement to purchase and install software that is intended for other purposes in order to support the Applicant Tracking System. 1.2 The vendor will continually enhance the software solution, via provision of upgrades and new version releases throughout the duration of use of the purchased system so as to continually reflect industry best practices and governmental requirements. 1.3 The system must be an integrated, full-functioning software supported and implemented by a single supplier as opposed to a solution that is pieced together with components produced by different firms. 1.4 The system must completely replace an existing solution and requires sufficient support during the implementation to prevent compromising ongoing operations. 1.5 The system vendor will establish and implement training programs to teach the skills and knowledge necessary to effectively use the proposed system. The vendor will have primary responsibility to ensure that all required technical and user knowledge is transferred to appropriate CFISD employees during implementation. 1.6 The system vendor will provide ongoing technical support and documentation to enable the implementation of system updates as they become available. 1.7 The vendor must be knowledgeable of the day-to-day operation of K-12 school districts and have an understanding of its staffing processes, issues, governmental requirements, and priorities. 1.8 The system must be capable of managing the significant volume of hiring driven by steady growth and average rates of turnover, therefore the District needs a robust system capable of handling thousands of applicants, hundreds of hiring managers and a continuous cycle of new positions and organizational change. 1.9 The system must include intuitive, powerful reporting tools that do not require the end-user to be dependent on constant technical/programmer support The system must be capable of applying different processes/rules to distinct groups of applicants including the ability to deploy multiple application types with different required data elements The system vendor must be experienced in importing scoring values from third-party assessment providers and agencies such as SBEC and criminal background checks The system should be highly configurable so that CFISD can make changes as the need arises to such elements as the content, sequence and functionality of the product The system must include applicant manager view options allowing hiring managers to configure their own viewing options The system must be able to integrate with electronic file management system such LaserFiche. 2. GENERAL TERMS, CONDITIONS AND REQUIREMENTS FOR SOLICITATIONS 2.1 The procedures used by the District will be in accordance with the procedures as set forth in the Texas Education Code Throughout these specifications, when the term bid, bidder or vendor is used, it refers to a request for proposal. 2.2 The District reserves the right to accept or reject any or all proposals, waive any informalities in the proposal process and award the proposal to best serve the interest of the District and to negotiate with any providers as deemed advisable or necessary for the best interest of the District. The District is not required to accept the lowest proposal. 2.3 All contracts shall be for a minimum of one-year beginning November 1, 2014 with rates and costs guaranteed for at least twelve (12) months unless otherwise specified in this request for proposal. Nothing in these specifications shall prohibit the District from negotiating longer terms, or from automatically renewing coverage for additional years if service is satisfactory and both parties agree upon renewal terms. At the end of the contract period, policies may be renewable by mutual consent of the District Administration and the awardee. Comprehensive Applicant Tracking System, Request for Proposal # RFP, Page 2 of 26

3 SECTION I EXECUTIVE SUMMARY (continued) 3. DEMOGRAPHICS CFISD is one of the largest and fastest growing public school districts in Texas. The District is located in northwest Harris County covering 186 square miles. CFISD has an enrollment of approximately 110,000 students in grades prekindergarten to 12. The District has 20 administrative/support sites and 86 campuses. The 86 campuses are comprised of 11 high schools, 18 middle schools, 53 elementary schools, and 4 special campuses. Since , the enrollment has increased by about 13,145 students with the annual growth rate of about 1% - 2% expected to continue. 4. REQUIREMENT TO MEET ALL PROPOSAL PROVISIONS Each Proposer shall respond to all of the specifications and RFP terms and conditions. By virtue of the Proposal response, the Proposer acknowledges agreement with and acceptance of all provisions of the specifications except as expressly qualified in the RFP. Non-substantial deviations may be considered provided that the Proposer submits a full description and explanation of and justification for the proposed deviations. Whether any proposed deviation is non-substantial will be determined by CFISD at its sole discretion. 5. SUBMISSION OF PROPOSAL RESPONSES This RFP states the overall scope of services desired, procurement terms and conditions. All Proposal responses should clearly detail how the proposed services can best satisfy the District s requirements, and the Proposer shall limit their response to each section within the allotted number of pages stated for each. The submitted Proposal must follow the rules and format established within this RFP. Adherence to these rules will ensure a fair and objective analysis of all Proposal responses. A Proposal response shall represent a true and correct statement and shall contain no cause for claim of omission or error. As directed by the Solicitation, the Proposer shall provide any and all certifications, forms, and documents as stated within the Solicitation. 6. SUBMISSION OF PROPOSAL RESPONSES 6.1 Response Submission Location Proposal responses shall be received at the following location by the RFP closing date and time indicated in this solicitation. The District is not responsible for responses submitted to a different location or incorrectly delivered by the USPS or common carrier. Late responses will not be considered under any circumstances. Cypress-Fairbanks Independent School District Windfern Administrative Annex Windfern Road Houston Texas Proposal Response Hard Copy To assist in the evaluation process, the hard copy Proposal response shall be submitted in the following order, with each section clearly indexed and tabbed. Section I: Executive Summary Section II: Requirements and Specifications Section III: Price Proposal Form Section IV: Certifications and Representations Section V: Attachment A Proposal Response The Proposer shall submit one (1) clearly identified original of the Proposal response, and three (3) clearly identified, identical copies of the original. Comprehensive Applicant Tracking System, Request for Proposal # RFP, Page 3 of 26

4 SECTION I EXECUTIVE SUMMARY (continued) 6. SUBMISSION OF PROPOSAL RESPONSES (continued) 6.3 Section I: Executive Summary The Proposer shall provide an executive summary, briefly introducing their Proposal response, highlighting any specific areas that are considered of importance, and illustrating their commitment to Cypress-Fairbanks Independent School District to provide Comprehensive Applicant Tracking System. Page Numbering Scheme: Not required for this section. Maximum length: 1 page 6.4 Section II: Price Proposal Form Provide a straightforward, concise delineation of the Proposer s fixed price to satisfy the requirements of this RFP. It is the Proposer s responsibility to specify all costs (i.e. materials, labor, project management, shipping, travel, etc.) associated with providing the services required herein. Proposer will provide a complete fee and cost detail supporting all elements of the Proposal. The fee and cost detail must include a narrative for each fee or cost element. Proposer is responsible for any calculations, formulae, cross-references, extended prices, verifications, etc. Page Numbering Scheme: Section IV- (page # within section) Maximum length: 1 page 6.5 Section III: Certifications and Representations Proposal Certification and Affirmation. This document must be signed by an authorized representative that may legally bind the company and is to be included with the Proposal response for the response to be considered. Failure to sign and submit this document will disqualify the Proposal response Felony Conviction Notice. Must be completed based on the type of company submitting the Proposal response Conflict of Interest Questionnaire Requirement Certificate of Residency Residency Bidder Form 6.6 Section IV: Proposal Response Attachment A. The Proposer must provide a Proposal response to all questions provided in Attachment A. The responses to Attachment A will be used in the evaluation process to determine the total points awarded for Project Scope and Overall Functionality and Demonstrated Quality of Work and References. Page Numbering Scheme: Section V-(page # within section) Maximum length: 20 pages 7. STANDARD PROVISIONS 7.1 Supplemental Instructions or Changes made by Addendum Any supplemental instructions or changes will be in the form of written addenda to this Solicitation. Verbal instructions or guidance shall not be considered binding. Any addenda will be made available to all prospective Proposers, prior to the due date for submittals on the District s website Comprehensive Applicant Tracking System, Request for Proposal # RFP, Page 4 of 26

5 SECTION I EXECUTIVE SUMMARY (continued) 7. STANDARD PROVISIONS (continued) 7.1 Supplemental Instructions or Changes made by Addendum (continued) It shall be presumed by the District that any addenda so issued have been received by the Proposer and such addenda shall become a part of the Proposal submittal. Proposers who have not obtained this Proposal solicitation document directly from CFISD shall be responsible for immediately notifying CFISD to receive all written addenda on a timely basis. Proposers who do not so notify CFISD and submit Proposals without receipt of all addenda issued may be deemed to have submitted Proposals not responsive to this RFP. 7.2 Conflict of Interest: Disclosure of Certain Relationships with Local Government Officials Any individual or business entity that contracts or seeks to contract for the sale or purchase of property, goods, or services with Cypress-Fairbanks Independent School District must file a Vendor Conflict of Interest Questionnaire with the CFISD Purchasing Office in accordance with Texas Local Government Code Chapter 176, no later than the 7 th day after the recipient becomes aware of facts that require filing. This requirement applies to a person who is an agent of a vendor in the vendor's business with the District. Forms and additional information are available at https://app.cfisd.net/ciq/index.aspx. 7.3 Proposal Retention The District reserves the right to retain all Proposal responses for a period of 90 days after the Proposal closing date for examination, evaluation, comparison, and potential negotiations. The District also reserves the right to determine and waive non-substantial irregularities in any Proposal response, to reject any or all Proposal responses, to reject one part of a Proposal response and accept the other, except to the extent that the Proposal responses are qualified by specific limitations, and to make award as the interest of the District may require. 7.4 Withdrawal of Bids Any Proposer who is extended the privilege of withdrawing a Proposal response because of having proven mechanical error in their response may not be allowed to submit a response to a future CFISD solicitation on similar products and/or services for a period of not more than two (2) years. 7.5 Confidentiality of Documents All documents submitted as part of a Proposal response to this Solicitation will be deemed confidential during the evaluation process. Proposal responses will not be available for review by anyone other than CFISD Purchasing personnel, the evaluation team, or its designated agents, if so applicable. There shall be no disclosure of any Proposer s information to a competing Proposer prior to award of the contract. Following award of contract, all Proposal responses become public documents and are available for public viewing upon written request to CFISD. 7.6 District Waiver The District reserves the right to waive as informality, minor deviations from specifications; waive any minor informality in any Proposal procedure; reject or cancel any or all Proposals; reissue a Proposal invitation; extend the Proposal opening time and date; consider and accept alternate Proposals, if specified in the Solicitation, when it is considered in the best interest of the District. Comprehensive Applicant Tracking System, Request for Proposal # RFP, Page 5 of 26

6 SECTION I EXECUTIVE SUMMARY (continued) 7. STANDARD PROVISIONS (continued) 7.7 Availability of Funds The purchase, which arises from this solicitation, is contingent upon the availability of appropriated funds. CFISD shall have the right to cancel this contract at the end of the then current fiscal period if funds are not allotted for the next fiscal year to continue this contract. If funds are withdrawn or do not become available, CFISD can cancel the service contract by giving the vendor written notice of its intention to cancel not less than thirty (30) days prior to the end of the term year without penalty. Upon cancellation of the contract, CFISD shall not be responsible for any payment of any services that are received or that occur after the end of the current fiscal year contract period. 8. EVALUATION, NEGOTIATIONS, AND CONTRACT AWARD THIS IS A NEGOTIABLE PROCUREMENT, and as such, award will not necessarily be made to the Proposer submitting the lowest priced Proposal. The District shall accept the Proposal response it deems to be in the best interest of the District through the evaluation process. CFISD will use the Best Value method to determine the awarded Proposer. The evaluation criteria below indicate the points that are assigned for each section. The District will determine the score for each section on a scale starting with zero (0), with the best score being the assigned number, with a best possible score of one hundred (100). Best value means that the District will consider the following criteria in determining the award: Proposal Scoring Matrix Criteria Step 1 Evaluation Points Cost 30 Project Scope and Overall Functionality 50 References 20 The District anticipates that the evaluation process may include multiple levels of evaluation, as example, but not limited to: Step 1: Initial review of the Proposal responses by the District s Evaluation Team Step 2: Interview(s) and/or presentation(s) of top Proposal response(s) from Step 1 Step 3: Administrative review of finalist(s) from Step 2 The District reserves the right to add, remove or modify the above steps, and establish additional evaluation points for each step. If the District determines that additional evaluation steps are required to determine the best value between Proposers, the District reserves the right to consider any or all of the following additional criteria; the proposed price, Proposer's experience, references and record for responsibility, or any other relevant factor that the District deems necessary to determine best value. CFISD reserves the right to make an award without discussion with any Proposer, after Proposal responses are received. Proposer responses should therefore be submitted on the most favorable terms. Comprehensive Applicant Tracking System, Request for Proposal # RFP, Page 6 of 26

7 SECTION II SCOPE OF SERVICE, REQUIREMENTS, AND SPECIFICATIONS APPLICANT TRACKING SYSTEM SPECIFICATIONS The District desires to establish a contract for a fully-featured, integrated Comprehensive Applicant Tracking System designed to assist the District in finding the most qualified applicants for a wide variety of positions in a fast-paced, large, suburban school district. The system should accommodate the assignment of those applicants to the appropriate positions, and manage the transaction to that position in the most efficient and user-friendly way using best practices while remaining in compliance with District policy and governmental mandates. Vendors must be qualified and experienced in providing a software and implementation solution that will be intuitive to understand and easy to navigate. 1. FUNCTIONAL REQUIREMENTS 1.1. Applicant Entry/View External applicants will be required to complete one or more of seven separate district application types Applicants will only be allowed to apply for jobs linked to the specific application type(s). Applicant can complete more than one application type Applications must automatically be prevented from moving to an active status (cannot be seen by Principal/Supervisor) until the application is complete as defined by CFISD for each application type Applicants can save their applications in process, and log back in later to complete. Applicants are able to browse and search specific job postings without having to formally apply Provide a system that allows the applicant to apply with ease, and has the ability to upload all pertinent documents (i.e. certifications, transcripts, resumes, and cover letters) from (e.g. MS Word, Excel, PDF, JPEG, TIFF, etc.) for multiple positions and re-activate archived applications Human Resources can bar an applicant from continuing to apply against open positions through a change of status After saving a completed application, the applicant must be able to log back in and repeatedly apply for positions without having to re-enter any data on any portion of the application and without having to page through or re-verify any portions of the application A completed application should be persistent and log any changes that have been made without saving a whole new version of the application Automatic password reset/retrieval available for system users Allow applicant to change address as needed Allow applicant to view their application, positions to which they have applied and posted /messages from HR CFISD may designate specific fields on the application for a required response from the applicant based on response to other fields on the application. For example, if an applicant answers Yes to a criminal history question, the applicant must also answer other more detailed questions. If an applicant answers No, the other detailed questions do not need to be answered Allow Professional/Administrative applicants to link directly out to external website to use assessment/interviewer tools (i.e. Teacher Match, HireVue). Scores from the assessment tools should be imported and stored in the application automatically The system will include an internal application (transfer request) process including all different application types (excluding substitute) The internal application process will also include a separate, specific process that will allow employees to apply for summer school assignments In order to support the internal application process, the applicant system should interface with the HR system (SunGard efinance Plus 5.0) to automatically update the applicant status of an employee when the employee terminates CFISD employment or moves to a position that is ineligible for internal movement Applicants are able to receive and accept electronic invitations for interviews from Recruiter s that will be posted on the Recruiter s interview schedule (via Dashboard or similar mechanics) Applicants should be able to search for job openings using multiple criteria For an applicant who has already completed one application type, common fields should automatically populate when creating another application type (linked by username or key sign-on element). Comprehensive Applicant Tracking System, Request for Proposal # RFP, Page 7 of 26

8 SECTION II SCOPE OF SERVICE, REQUIREMENTS, AND SPECIFICATIONS (continued) 1. FUNCTIONAL REQUIREMENTS (continued) 1.1. Applicant Entry/View (continued) Applicants have the option to subscribe to automatic job alerts/notifications based on matching jobs (position requirements and candidate qualifications) as positions are posted Application configurable to allow links, pop-up help, explanatory text to facilitate the applicant entering correct and accurate data Teacher applicant should be able to complete screener questionnaire. Score from the questionnaire should be imported and stored in the application automatically. Questionnaire must contain the ability to attach Word and PDF documents. Ability to require a response to a specific job Ability to add an applicant prompt prior to applying for a specific job as appropriate Software allows ability for internal candidates to apply for posted positions and be visible to hiring supervisor as an internal candidate Provide a system with the ability to post jobs for applicants with appropriate job descriptions attached and search jobs that are currently and previously posted. (Job description bank included) with job number assigned Provide a system that allows HR to monitor the interview process from start to finish (i.e. ability to schedule interview times automatically, track an applicant s progress and correspondence) as well as, allowing the ability for the hiring supervisor to electronically schedule interviews and have an automated to notify applicant of meeting request Provide an accurate tracking system of all actions taken by applicant for user reference Provide a system that interfaces with social media The system should provide the applicant with an automatic notification of current status for each step of the process pending, application received, and position filled Additional references should be easily added or modified after the application has been submitted Applicant reference entry should easily be designated as professional, supervisory/administration, personal by the reference and should appear on the status line Ability to Search for Applicants Only active applicants appear in any type of group or individual search executed by a Principal/Supervisor HR must be able to search for groups of applicants, including the ability to filter the search by one or more applicant status flags (active, inactive, CHC pending, red flag review pending, etc.) HR must be able to search for an individual applicant by key elements such as name, user name, SSN, etc., regardless of applicant status A clear indication should occur in an HR search if an applicant has completed or is pending a CHC Search return results are confined to applicants within the application type that matches the category selected Search fields are configurable as required or optional Any search by HR or by the Principal/Supervisor for a group of applicants can be based on multiple criteria, including the applicant s interests and qualifications in the same search Able to send a mass to all applicants based on the results of a group search by variable selection criteria Search selection criteria can be saved and used repeatedly on demand Results of a search (group of applicants) can be saved in some way (list, folder, file, color-coded system, etc.) Search should be simple by allowing multiple selection criteria within the same field Allowed to use Boolean logic in selection criteria on each selection field Provide a way to make search results as relevant as possible without complex weighting formulas User groups should be able to refine a search based on the number of references returned in a certain application type and the supervisory/administrative designation. Comprehensive Applicant Tracking System, Request for Proposal # RFP, Page 8 of 26

9 SECTION II SCOPE OF SERVICE, REQUIREMENTS, AND SPECIFICATIONS (continued) 1. FUNCTIONAL REQUIREMENTS (continued) 1.3. Principal/Supervisor Views and Tasks Allow Principal/Supervisor to use full search capabilities to find qualified, active applicants within the application type Allow Principal/Supervisor users to view reference/assessment forms for all applicants and selected Administrative applicants. (HR is allowed to view reference/assessment forms and uploaded documents for administrative applicants) Principal/Supervisor will be able to set a system flag that notifies HR when candidate is Recommended for employment. Notification flag includes a basic system setting to allow either: removal of the applicant from the view and selection or other Principals/Supervisors automatically, or manually by HR only Principal/Supervisor limited to viewing only the positions to which they are associated Allow Principal/Supervisor access to reports (both pre-defined and custom) that have been assigned to them on the basis of the security model Allow Principal/Supervisor to view all active applicants who have applied against the job openings to which they are associated Principal/Supervisor has a to-do list to remind them of specific tasks awaiting their attention Allow Principals/Supervisors to save/share their search criteria to be reused on demand Allow Principals/Supervisors to save/share the results of a search (group of applicants) in some way (list, folder, file, color-coded system, etc.) Principal/Supervisor has same communication tools as HR to potential candidates after a group search, etc Allow searches to be refined intuitively with a limited number of clicks Allow Principal/Supervisor to customize view of applicant tracking system to their specifications HR User Functionality HR can manage and track applicants using status codes as defined by CFISD (e.g. Hired, Pending Hire, Active/Inactive, CFISD Employee, etc.) Applicants listed references can be ed a reference form/link automatically that can be completed by the reference and automatically added to the applicant record Create new openings and link the opening to appropriate: HR staff and/or Principal/Supervisor and/or school/department, etc Track applicants against specific job openings Search database for qualified applicants using specific variable criteria (e.g. SSN, name, certification/level/field/program, level and type of degree, university attended, GPA, years of experience, extracurricular activities, skills, interview/test scores, application dates, zip code, languages, student teachers/universities, recruiting sources, positions preferences, etc.) Able to save lists created from variable criteria search in #5 above and send the list electronically to Principals/Supervisors for review Able to create or designate user defined fields for new data elements on an application and make each data element a searchable value. For example, clerical test scores, language capability, years of experience, other data elements that may not be included with out of box software Able to communicate with both individual applicants and groups of applicants via system s Manage on-boarding process, track, verify, and accept documents. Communicate with new employees via pre-defined templates The application provides a tool/module to generate a formal employment/appointment letter that pulls in applicant data to reduce manual entry Allow recruiter to access a schedule, invite the applicant to an interview, view, edit, and delete scheduled interviews using Microsoft Office templates can be created, edited, deleted, and copied by CFISD. Comprehensive Applicant Tracking System, Request for Proposal # RFP, Page 9 of 26

10 SECTION II SCOPE OF SERVICE, REQUIREMENTS, AND SPECIFICATIONS (continued) 1. FUNCTIONAL REQUIREMENTS (continued) 1.4 HR User Functionality (continued) Create/save public canned (pre-defined) searches that Principal/Supervisor can access and execute Manage career fairs within the system, have tools to track the activity, as well as, Virtual Job Fairs Show applicant certification by linking directly to the State Board for Educator Certification (SBEC) and populate those data fields on the application HR can post broadcast messages to all applicants within an application type to appear in their portal/dashboard HR can create and export custom reports related to applicant statistics related to, but not limited to, highest educational level, ethnicity, number of applicants applying for postings, and other hiring data Ability to individually select personal information (i.e. birthdate, SSN) for different user groups Ability to make notes public and private Ability to impersonate end users to assist with trouble shooting Ability to establish multiple user groups with different levels of access/viewer rights Ability to discern between internal and external applicants District should be able to fully control user access to the tools to include both internal users and external applicants. These security controls should be intuitive and accessible When reviewing applications, the applicant reference forms are categorized by reference type. 1.5 Position Management Process for creating each job posting is intuitive and straightforward Able to create and maintain generic position templates that are used to quickly create new positions and/or job postings Each position has a unique identifier visible to all users Maintain log and archive of closed job postings Have flexibility to create job postings that are generic (not tied to a specific District site or Principal/Supervisor), jobs that are visible to multiple specified sites or Principal/Supervisor, and jobs that are visible only to a specific site or Principal/Supervisor Job postings should be removed from the website automatically when filled, or cancelled/closed in the system HR can future-date a job posting that has been created to control the timing on when it will be available for viewing and when it will be removed from viewing by applicants and/or Principals/Supervisors Use internal posting tool to manage a separate summer school application process (different type of internal application) After completing an application, an applicant who is browsing a specific job posting can apply directly to the job posting, and the applicant record will be attached to posting Reporting available in base product that shows all current job postings, the HR employees and Principal/Supervisor employees assigned to those postings, and statistics indicating how long the position has been open and how many have applied against it, etc. 1.6 Usability & Design System must be intuitive and require minimal training for Principals/Supervisors Allow jobs to be created and closed with a minimum of clicks and selections Based on an applicant group generated from queries/sorting/reports, a mass update to the applicant group can be executed. For example, a mass update of applicant status or criminal history status, or purging of applicants can be executed against a group of applicants generated by a query based on selected criteria Data on screen should be arranged to appear in a logical and organized manner for users Ability to capture original date application was submitted and dates of subsequent updates (cannot be changed) Views should be dynamic and update/refresh automatically Intuitive powerful user interfaces. Dashboards, simple processes. Interface is user customizable (such as the order/precedence of data fields, field labels, which fields are visible, etc.) No fixed-height scroll boxes. Comprehensive Applicant Tracking System, Request for Proposal # RFP, Page 10 of 26

11 SECTION II SCOPE OF SERVICE, REQUIREMENTS, AND SPECIFICATIONS (continued) 1. FUNCTIONAL REQUIREMENTS (continued) 1.6 Usability & Design (continued) Can convert applications from English to Spanish and Spanish to English Ability to select forms that can be customized and modified System allows for job to be requisitioned through a workflow process Audit trail feature for tracking all changes in an application by either the applicant or the system user. 1.7 Administrative & Reporting Access and ability to control/update data in tables that drive drop-down lists, pick-lists, and other selection fields, such as level and type of degree, university attended, extracurricular activities, skills, languages, recruiting source, position preferences, etc Schedule/initiate mass purges of outdated records and control archiving process based on variable criteria Control over the job applications presented to applicants to include the ability to change questions, sequence, etc. as needed Need intuitive, pre-defined reports and the ability to create ad-hoc reports (Report Wizard) using multiple criteria. Be able to save created reports for re-use. Reports can be exported to Excel Ability to remove applicants that are duplicates and delete outdated or unnecessary data from application tables District should be able to fully control user access to the tools to include both internal users and external applicants. The security controls should be intuitive and accessible Ability to utilize miscellaneous user-defined fields to support processes such as on-boarding/hiring with data elements like pay grade, employee id, etc Control over system workflow and group definition within that workflow An account manager to remain directly available to CFISD after implementation and to respond to inquiries in a timely manner Integration with HR system (SunGard efinance Plus 5.0) to do initial employee set-up, including a data validation step Integration with HireVue application to pull over attached videos and automatically link them to matching job application Integration with LaserFiche, electronic record management system Staffing system must embed with existing District web and appear seamless to end-user Integration with SBEC to validate certification of applicants Integration with external assessment tools to automatically import test scores onto application Integration with external companies conducting background checks. (i.e. Safe Schools/First Advantage) 1.8 Consultant Training and Support Standard implementation is completed via a 1 on 1 train the trainer model with a single point of contact Vendor values customer service at the highest level and exemplifies that through the implementation process in addition to ongoing support End-to-end implementation, training and adoption strategies Extensive reference manuals and online tutorials An account manager to remain directly available to CFISD throughout and post implementation for the term of the contract and extensions Exclusive and active online client community that answers questions, shares templates, best practices, and other resources Contractor must provide on-site and on-line training sessions Customer support must be available twenty-four (24) hours a day, seven (7) days a week with guaranteed twenty-four (24) hour response time and immediate emergency support Strong on-line support center, extensive self-help options (such as webinars, on-line training videos, manuals) and a link to submit issues available to end-users. Comprehensive Applicant Tracking System, Request for Proposal # RFP, Page 11 of 26

12 SECTION II SCOPE OF SERVICE, REQUIREMENTS, AND SPECIFICATIONS (continued) 1. FUNCTIONAL REQUIREMENTS (continued) 1.8 Consultant Training and Support (continued) Telephone support available during business hours. Return calls within 4 hours hour advanced notification of any system updates. All updates should be completed after business hours or overnight Ability to chat online with customer service representatives. 2. TECHNICAL REQUIREMENTS 2.1 Basic Requirements If the system needs to utilize CFISD , it must communicate with Microsoft Office Web Based System Utilizing SSL. Must not use OpenSSL cryptographic software library System Interfaces - The system must support secure, encrypted interfaces with existing CFISD used systems (e.g. SunGard e-finance Plus 5.0, LaserFiche) Browser - The systems must be browser neutral Hosted Solution - The system will be hosted by the vendor at their location Solution must provide 99.9% uptime - site is hosted at a state-of-the-art facility that guarantees virtually uninterrupted uptime Desktop Operating System - The system must operate on all desktop operating systems in use by CFISD including Windows 2000, XP, Linux, Apple OS X+, and Windows LDAP Compliant - The system must fully interface with CFISD's existing Microsoft Active-Directory LDAP-based authentication for users, including group membership based roles and other identity dependent attributes Database Preferred Microsoft SQL-based Vendor should provide notification of upgrade options and allow District to control when upgrades or patches are deployed. Comprehensive Applicant Tracking System, Request for Proposal # RFP, Page 12 of 26

13 SECTION III PRICE PROPOSAL FORM The Proposer is to provide information and pricing for all items listed below. Item # Description Implementation Cost Recurring Fees 1 Functional Requirements $ $ 2 Technical Requirements $ $ Additional Added Value Service Cost Options. Proposer is not required to complete this section. Proposer must indicate the type of service and any requirements. Optional pricing may be considered in the evaluation Item # Description Implementation Cost Recurring Fees 3 $ $ 4 $ $ 5 $ $ 6 $ $ Calendar days to complete this project with Project Plan and Calendar. Total project = Days Comprehensive Applicant Tracking System, Request for Proposal # RFP, Page 13 of 26

14 EXHIBIT A: Certification and Representations 1. Proposal Certification and Affirmation NOTE TO PROPOSER: Failure to complete and submit this certification and affirmation page will be grounds for disqualification of the associated Proposal response. The undersigned affirms that he or she is duly authorized to execute this certification and Proposal response, that this company, corporation, firm, partnership or individual has not prepared this Proposal response in collusion with any other person, firm or entity making or considering making a Proposal response to CFISD for any future District projects and that contents of this Proposal response as to prices, terms or conditions of said Proposal response have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this Proposal response. The foregoing is true and correct. CFISD, or any authorized representative of CFISD, is authorized by the undersigned to contact any firm, institution, or person listed above to obtain information that CFISD might determine as being desirable. The undersigned, by his/her signature, represents that he/she is authorized to bind the Proposer to fully comply with the terms and conditions of this Request for Proposal, including all forms and attachments included and/or referenced herein, if accepted within ninety (90) calendar days after Solicitation closing. Company Name: Company Address: City/State/Zip: Company Phone No: Company Fax No: Authorized Representative: Representative Title: Representative Phone No.: Representative Address: Representative Signature: Date: Comprehensive Applicant Tracking System, Request for Proposal # RFP, Page 14 of 26

15 2. Felony Conviction Notification State of Texas Legislative Senate Bill No. 1, Section , Notification of Criminal History, Subsection (a), states a person or business entity that enters into a contract with a school district must give advance notice to the district if the person or owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. Subsection (b) states a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract. I, the undersigned for the firm named below, certify that the information concerning notification of felony convictions has been reviewed by me and the following information furnished is true to the best of my knowledge. Please select one choice below: A. My firm is a publicly held corporation; therefore, this reporting requirement is not applicable. B. My firm is not owned or operated by anyone who has been convicted of a felony. C. My firm is owned or operated by the following individual(s) who has/have been convicted of a felony. Name of individual(s): Details of conviction(s): Date of conviction(s): Name of Vendor: Name of Company Official: (Please type or print) (Please type or print) Signature of Authorized Agent: Date: Note: This form must be executed and submitted with Bid Form. Comprehensive Applicant Tracking System, Request for Proposal # RFP, Page 15 of 26

16 3. Conflict of Interest Questionnaire Requirement The Texas Senate passed House Bill No. 914, adding Chapter 176 to the Local Government Code, and imposing new disclosure and reporting obligations on vendors and potential vendors to local government entities beginning on January 1, This requirement includes school districts. You are required to complete the online Form E-CIQ, Conflict of Interest Questionnaire prior to the bid opening date. The form and instructions can be found on our website under the tab Conflict of Interest, https://app.cfisd.net/ciq/index.aspx. Note: This form must be executed electronically and must be completed each school year. CFISD must have one on file with a date of June 1, 2014 or after. Comprehensive Applicant Tracking System, Request for Proposal # RFP, Page 16 of 26

17 4. Certificate of Residency The State of Texas passed a law concerning non-resident contractors. This law can be found in Texas Government Code under Chapter 2252, Subchapter A, This law makes it necessary for CFISD to determine the residency of its bidder. In part, this law reads as follows: Section: (3) Non-resident bidder refers to a person who is not a resident. (4) Resident bidder refers to a person whose principal place of business is in this state, including a contractor whose ultimate parent company or majority owner has its principal place of business in this state. Section: A governmental entity may not award a government contract to a nonresident bidder unless the nonresident underbids the lowest proposal submitted by a responsible resident bidder by an amount that is not less than the amount by which a resident bidder would be required to underbid the nonresident bidder to obtain a comparable contract in the state in which the nonresident s principal place of business is located. I certify that (Name of company bidding) is, under Section: (3) and (4), a Resident Bidder Non-resident Bidder If Non-resident Bidder is checked, does your residence state require bidders whose principal place of business is in Texas to underbid vendors whose residence state is the same as yours by a prescribed amount or percentage to receive a comparable contract? Yes No If yes, what is the amount or percentage? My or Our principal place of business under Section: (3) and (4), is in the city of in the state of. (Signature of authorized company representative) (Print name) Title Date Note: This form must be executed and submitted with Bid Form. Comprehensive Applicant Tracking System, Request for Proposal # RFP, Page 17 of 26

18 5. Resident Bidder Form If you or your company own real or personal property within Cypress-Fairbanks Independent School District boundaries, please provide the address(es) and HCAD tax account number(s). If none, please indicated under item B. A. Address HCAD Tax Account Number (13 digits) List additional account numbers on a separate page. Additional accounts are listed Yes No B. There is no real or personal property located in Cypress-Fairbanks Independent School District boundaries to report. Signature of Authorized Agent Date I, the undersigned for the firm named below, certify that the information concerning notification of real or personal property located within Cypress-Fairbanks Independent School District boundaries is true to the best of my knowledge and have completed either item A or B above. Vendor (Company) Name Signature of Authorized Agent Date Note: This form must be executed and submitted with Bid Form. Comprehensive Applicant Tracking System, Request for Proposal # RFP, Page 18 of 26

19 ATTACHMENT A - SECTION II SCOPE OF SERVICE, REQUIREMENTS, AND SPECIFICATIONS The following describes the service and performance requirements that the selected Contractor will be required to perform. Failure to address or to fully describe capabilities to accomplish all elements of this section will result in a loss of evaluation points. A. Terminology Applicant: A person who uses the system to express desire to work in Cypress-Fairbanks Independent School District, with or without an interest in a specific position. Can be external or internal applicant. Position: A District job title that may or may not be currently open for active recruitment. Assign/Track: An action to deliberately associate an applicant with a position or a saved list/folder based on selected criteria. Application Type: Applicants are asked to complete a distinct application for the category of position to which they are applying: Teacher, Professional (Non-Teacher), Administrative, Classified, Substitute. Status: Indicates how the system should treat an applicant record related to searches, access by end users, system-generated lists, and reports (i.e. - Active, Inactive, Hired, Pending, etc.). Acronyms: CHC = Criminal History Check, P/S = Principal/Supervisor, SBEC = State Board for Educator Certification. B. Requirements Score your ability to meet each requirement shown below by entering X in column 3, 2 or 1 as described below. Use a supplemental sheet of paper to provide a clear explanation of how your company is able to "fully meet" or "conditionally meet each requirement. Include a clear notation for any requirement that cannot be met without the installation of third-party software. Clearly reference your answers back to each requirement number as shown below. The inability to meet a requirement with a priority will significantly affect scoring. Also, any priority with an asterisk (*) is particularly critical. Enter X next to each requirement below in column 3, 2, or 1 to indicate: Column 3 = Can fully meet requirement Column 2 = Can conditionally/partially meet requirement Column 1 = Cannot meet requirement 1 Functional Requirements Priority 1.1 APPLICANT ENTRY/VIEW 1 External applicants will be required to complete one or more of seven separate and distinct application types. * 2 Applicants will only be allowed to apply for jobs linked to the specific application type(s). Applicants can complete more than one application type. * 3 Applications must automatically be prevented from moving to an active status (cannot be seen by P/S) until the application is complete as defined by CFISD for each application type. * 4 Applicants can save their applications in process, and log back in later to complete it. Applicants are able to browse and search specific job postings without having to formally apply. * 5 Provide a system that allows the applicant to apply with ease, with the ability to upload all pertinent documents (i.e. certifications, transcripts, resumes, and cover letters) from (e.g. MS Word, Excel, PDF, JPEG TIFF, etc.) for multiple positions and re-activate archived applications. * 6 7 Human Resources can bar an applicant from continuing to apply against open positions through a change of status. Applicant will be able to view and understand all status codes when logging in. After saving a completed application, the applicant must be able to log back in and repeatedly apply for positions without having to re-enter any data on any portion of the application and without having to page through or re-verify any portion of the application. Fully Meet Conditionally Meet Cannot Meet * * Comprehensive Applicant Tracking System, Request for Proposal # RFP, Page 19 of 26

20 ATTACHMENT A - SECTION II SCOPE OF SERVICE, REQUIREMENTS, AND SPECIFICATIONS (continued) Enter X next to each requirement below in column 3, 2, or 1 to indicate: Column 3 = Can fully meet requirement Column 2 = Can conditionally/partially meet requirement Column 1 = Cannot meet requirement 8 A completed application should be persistent and log any changes that have been made without saving a whole new version of the application. * 9 Automatic password reset/retrieval available for system users. * 10 Allow applicants to change address as needed. 11 Applicant able to view their application, positions to which they have applied and posted messages from HR. 12 CFISD may designate specific fields on the application for a required response from the applicant based on responses to other fields on the application. 13 Professional/Administrative applicants should be able to link directly out to external website to use assessment/interviewer tools. Scores from the assessment tools should be imported and stored in the application automatically. 14 The system will include an internal applicant (transfer request) process including all different application types (exc. Subs). 15 The internal application process will also include a separate, specific process that will allow employees to apply for summer HIGH school assignments. In order to support the internal application process, the applicant system should interface with the HR system (SunGard e- 16 Finance Plus 5.0) to automatically update the applicant status of an employee when the employee terminates CFISD employment or moves to a position that is ineligible for internal movement. Fully Meet Conditionally Meet Cannot Meet 17 Applicants are able to receive and accept electronic invitations for interviews from Recruiter s that will be posted on to a Recruiter s interview schedule (via Dashboard or similar mechanism). 18 Applicants should be able to search for job openings using multiple criteria. HIGH 19 For an applicant who has already completed one application type, common fields should automatically populate when HIGH creating another application type (linked by username or key sign-on element). 20 Applicants have the option to subscribe to automatic job alerts/job notifications based on matching jobs (position requirements and candidate qualifications) as positions are posted. 21 Application configurable to allow links, pop-up help, and explanatory text to facilitate the applicant entering correct and accurate data. 22 Applicants should be able to complete screener questionnaire. Scores from the questionnaire should be imported and stored in the application automatically. Questionnaires must contain the ability to attach Word and PDF documents. Ability to require a response to a specific job. HIGH PREFER 23 Ability to add an applicant prompt prior to applying for a specific job as appropriate. 24 Software allows ability for internal candidates to apply for posted positions and be visible to hiring supervisors as an internal candidate. 25 Provide a system with the ability to post jobs for applicants with appropriate job descriptions attached and search jobs that are currently and previously posted. (Job description back included) with job number assigned.) 26 Provide a system that allows HR to monitor the interview process from start to finish (i.e. ability to schedule interview times automatically, track an applicant s progress and correspondence), as well as, allows the ability for the hiring supervisor to electronically schedule interviews and have an automated to notify applicants of meeting requests. HIGH 27 Provide an accurate tracking system of all actions taken by applicant for user reference. 28 Provide a system that interfaces with social media. 29 The system should provide the applicant with an automatic notification of current statue for each step of the process. 30 Additional references should be easily added or modified after the application has been submitted. HIGH 31 Applicant reference entry should easily be designated as professional, supervisory/administrative, and personal by the HIGH reference and should appear on the status line. Comprehensive Applicant Tracking System, Request for Proposal # RFP, Page 20 of 26

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