CENTRAL TEXAS COLLEGE DISTRICT REQUEST FOR PROPOSAL NO. RFP APPLICANT TRACKING/POSITION MANAGEMENT SYSTEM CLOSING DATE: JULY 7, 2014, 3:00 PM

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1 REQUEST FOR PROPOSAL NO. RFP APPLICANT TRACKING/POSITION MANAGEMENT SYSTEM CLOSING DATE: JULY 7, 2014, 3:00 PM Central Texas College P.O. Box 1800 Killeen, TX Telephone: Fax: CENTRAL TEXAS COLLEGE IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

2 REQUEST FOR PROPOSAL NO APPLICANT TRACKING/ POSITION MANAGEMENT SYSTEM 1.0 General: This solicitation is issued in accordance with the requirements for competitive/contracting processes for school districts in the state of Texas as found in the Texas Education Code, Local Government Code, Texas Revised Civil Statutes. Texas Attorney General Opinions, federal regulations and other sources. 2.0 Scope: It is the intent of Central Texas College District (CTCD) to contract with a firm to provide, host and externally maintain an Applicant Tracking/Position Management Software System for the Human Resources Department. The resulting contract will be for the period beginning on no later than August 31, 2014 with four (4) corresponding one-year option periods, if exercised. The option period(s), if exercised, will be initiated by CTCD by written letter at least 90 days prior to the end of the current contract period. CTCD reserves the right to not exercise any or part of the option periods and/or phases offered. CTCD reserves the right to reject any and all offers, accept any offer, waive technicalities and award a bid which best serves the College District. 3.0 Note to Bidders: Bidders are advised and cautioned that the buyer (CTCD) will not pay any separate fees or charges above the prices submitted in the proposal. Therefore all ancillary charges such as travel, shipping, delivery, transportation, etc., must be included in the proposal prices. All bid proposal documents submitted in response to this solicitation, even in the absence of an award, shall become part of CTCD s retained solicitation file, and therefore shall not be returned to the Offerors. 4.0 Background: The Central Texas College District Human Resources department intends to purchase an Applicant Tracking/Position Management System. We are seeking the opportunity to improve our service and capabilities required to support recruitment of top talent, enhance the selection and hiring experience, improve on-boarding coordination, drive performance and establish a position management system as the foundation for all applicant tracking functions. CTCD has over 600 positions and process 3,400 applicants annually. 5.0 Specifications: CTCD will require a vendor with the capability to host and externally maintain the applicant tracking/position management software system. The system provided must comply with the following requirements:

3 5.1 Interface Requirements: a. The system must communicate with our current HR information system, Ellucian Colleague HR version 4.4, via an interface bridge which must be established and maintained by the vendor. b. The interface bridge must be available at the time of purchase. c. Customer references must be provided beforehand to substantiate the existence of the bridge, the extent to which it actually works, and the vendors track record in maintaining it. d. A system for which no interface currently exists will not be considered nor will time or resources be allocated to build and maintain an interface. e. Proof of the interface must be provided to include applicable Colleague mnemonics and documentation 5.2 System Requirements: The system must be hosted and maintained externally by the vendor. 5.3 Applicant Tracking Features: i. A completely configurable online system with all customization occurring at the application level creating the ability to request specific application materials for different types of positions, including Executives, Faculty, Exempt Staff and Non-Exempt Staff, Students and Temporary employees; change requests are easily accomplished and updates/upgrades do not impact system functionality ii. Create requisitions from job descriptions and ensures the approval process is followed. iii. Capture all types of application and reference materials in automated fashion including video, image files and large data files iv. Deliver on-line job-specific application confirmations. Allows for customized communication if additional application data or testing is required; v. Tracks and reports on-line applicant flow record vi. Rank candidates on customized ranking criteria using job specific qualification questions that are created and customized per job; maintains a library of screening questions vii. Allow search committees the means to complete an online applicant flow record for the reporting of interview status, hire status and reasons for non-selection viii. The ability for applicants to monitor status of application in real time ix. Ability to collect and track EEO, disability and Veteran status information online x. Creates and assigns onboarding tasks to new employees; allows for document uploads and document distribution with instructions; allow employees to certify materials have been received/reviewed

4 5.4 Position Management Features: i. A system to develop, review, update, classify and manage position descriptions electronically; ii. Track and view status of position review and approval processes; store and manage a library of position descriptions which can convert to populate job requisitions iii. Ability for departmental supervisors to review and update position descriptions electronically iv. Ability to review and compare both current and archived position descriptions using a variety of search options v. Ability for departmental supervisors to submit requests for position review through the appropriate approval channels online vi. Ability for departmental supervisors to submit salary recommendation forms online upon selection of a new hire vii. Ability for departmental supervisors to review the status of their job change requests online viii. Ability for employees to access their current job descriptions online 5.5 Higher Education Experience and System Configuration Requirements The system must be capable of meeting the needs of higher education recruitment, selection, hiring, onboarding, and position management functions. The solution system must be specifically designed and completely configurable system for higher education institutions. We require the solution system have significant and current market presence in higher education institutions. 5.6 Training: Initial user training upon implementation is required. A dedicated representative must be assigned for implementation of the system and initial user training. Ongoing web based or telephonic training must be available. Any additional training; onsite or web-based specialized training that enhances the features may be proposed with a detailed explanation and priced separately. 5.7 Implementation Phases and Pricing Central Texas College District is a worldwide operation. The implementation of the applicant tracking/position management system will be done in phases. Therefore, the proposal should be priced by implementation phase: Phase I: All Texas locations. We currently have 1,700 employees in Texas. Implementation will begin in August 2014.

5 Option Phase II: Continental locations. We currently have an additional 800 Employees in our 33 Continental and Navy locations. Implementation anticipated in September Option Phase III: International locations. We currently have an additional 500 employees in our Europe and Pacific Far East locations. Implementation anticipated in September Evaluation Criteria: Proposals will be evaluated by a committee in accordance with the governing state laws, the solicitation requirements as outlined in Section 5.0, Specifications, and the criteria and weighting as outlined herein. A. Existing interface with Colleague - 25% B. Changeable application criteria - 15% C. Convertible job descriptions to job requisitions - 10% D. Customized job specific ranking screening criteria - 10% E. Electronic candidate communication - 5% F. Training - 5% G. Cost - 20% H. References - 10% Total 100% 7.0 Proposal Specifications: The below items must be included in the submitted proposal. Failure to include the required documents may cause the proposal to be considered non-responsive and not considered for contract award: a. Detailed proposal to provide, host, and manage the applicant tracking/position management software system in accordance with Section 5.0, Specifications. b. A labeled proposal section that specifically addresses the evaluation criteria requirements listed above in Section 6.0, Evaluation Criteria. c. Bid Schedule (included) d. Three (3) references of clients (preferably higher education institutions) with implementation of the proposed application tracking/program management system that interfaces with Colleague. Include institution name, address, point of contact, and telephone number. e. Felony Conviction Notice (included) f. Suspension or Debarment Certificate (included)

6 8.0 Tentative Schedule: g. Certification Sheet (included) h. Any issued amendments (signed and dated) RFP Issued: June 18, 2014 Questions deadline: July 30, 2014 Proposals Due: July 7, 2014 Contract Award: July 30, Submission Instructions: This solicitation is issued by the CTCD Purchasing Office. All questions pertaining to this solicitation must be submitted in writing to Ms. Tammy Holloway, Assistant Director of Business Services, at by Monday, June 30, 2014, 5:00 p.m. Please submit one (1) original and four (4) copies of your proposal to be considered. Proposals must be received prior to 3:00 p.m. (CDT) on Monday, July 7, 2014, at the following address: If Mailed: If Delivered: Central Texas College Attn: Purchasing Department P.O. Box 1800 Killeen, TX Central Texas College Bldg. 139 (Administrative Computer Center) Bell Tower & University Dr. Room 127 Killeen, TX If Sent by FEDEX, UPS, AIRBORNE EXPRESS, etc. Central Texas College Attn: Purchasing Department 6200 W. Central Texas Expressway Killeen, TX The RFP number and closing date must be indicated on the envelope/box. CTCD reserves the right to reject any and all proposals. Electronic or facsimile submissions will not be accepted Ethical Standards: It is a violation of the laws of the state of Texas to interfere with the Request for Proposal process by exerting undue influence of offering gratuities or kickbacks to influence the outcome of the process. CTCD and the employees thereof strictly comply with and enforce the General Ethical Standards as set forth in the Texas Government Code, Local Government Code and the Texas Education Agency purchasing regulations.

7 11.0 No Offer: In the event no offer is to be submitted, complete the No Bid Response form included with this solicitation.

8 REQUEST FOR PROPOSAL NO BID SCHEDULE 1. Providing and implementing the Applicant Tracking/Position Management System: In accordance with Section 5.0, Specifications: a. Phase I ( Implementation in August 2014) $ b. Option Phase II Continental Location (Tentative Implementation in September 2015) $ c. Option Phase III - International Locations (Tentative Implementation in September 2016) $ 2. Training: (For ten (10) CTC Users/Employees) a. Initial Implementation $ b. Web-based or Telephonic User Training $ c. Technical Support $ 3. Annual Licensing and Maintenance Fee $ 4. Ancillary Services or Enhancement Options Offered. Include any additional fees with cost breakdown and details of services offered. a. Proposed: $ b. Proposed: $ c. Proposed: $ *NOTE: Submit Cost breakdowns and details of all totals and additional enhancement services proposed above.

9 REQUEST FOR PROPOSAL NO CERTIFICATION The undersigned affirms that they are duly authorized to execute this contract. That this bid has not been prepared in collusion with any other Offeror, and that the contents of this bid have not been communicated to any other Offeror or any employee of CTCD prior to the official review of this bid. NAME AND ADDRESS OF OFFEROR: Signature: Title: Telephone No.: Date:

10 REQUEST FOR PROPOSAL NO 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 an 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 (1) 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. This notice is not required of a publicly-held Corporation I, the undersigned agent 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. VENDORS NAME: AUTHORIZED COMPANY OFFICIAL S NAME (PRINTED) A. My firm is a publicly-held corporation, therefore, this reporting requirement is not applicable. Signature of Company Official: B. My firm is not owned nor operated by anyone who has been convicted of a felony. Signature of Company Official: C. My firm is owned or operated by the following individual (s) who has/have been convicted of a felony. Name of Felon (s): Details of Conviction (s): Signature of Company Official:

11 REQUEST FOR PROPOSAL NO SUSPENSION OR DEBARMENT CERTIFICATE This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 28 CFR Part 67, Section , Participants responsibilities. By signing this certificate, the vendor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a denial of Federal benefits by a State or Federal court, or voluntarily excluded from covered transactions by any Federal department or agency. Vendor Name: Vendor Address: Vendor Address: Vendor Telephone: Fax Number: Authorized Company Official s Name: (Printed) Signature of Company Official: Date:

12 REQUEST FOR PROPOSAL NO NO BID RESPONSE If your firm is unable to submit a proposal at this time, complete this form and return it to: Central Texas College Attn: Purchasing Department P. O. Box 1800 Killeen, TX (254) Telephone (254) Fax By the date/time for submission of this solicitation. I/WE DID NOT SUBMIT A PROPOSAL FOR THE FOLLOWING REASONS: (Please place an X by all the reasons that apply) 1. Do not supply the requested product/service. 2. Quantities offered or scope of job is TOO SMALL to be supplied by my company. 3. Qualities offered or scope of job is TOO LARGE to be supplied by my company. 4. Specifications are too constrictive or appear to be written around a proprietary product. 5. Time frame for responding was too short. (Please elaborate on your primary reason for this judgment.) 6. Other reasons: BY: VENDOR SIGNATURE DATE PRINTED NAME & TITLE PHONE NO. COMPANY NAME FAX NO.