REQUEST FOR PROPOSAL. Human Resources Staff Recruiting Software & Services. For the

REQUEST FOR PROPOSAL Human Resources Staff Recruiting Software & Services For the

TABLE OF CONTENTS SECTION 1 SECTION 2 SECTION 3 SECTION 4 SECTION 5 SECTION 6 Proposal Overview RFP Overview and Scope of Work Submission Instructions Functional Overview/ Technology Overview Project Management Plan Terms and Conditions Littleton HR Division--RFP Page 2 of 16

SECTION 1: Proposal Overview A. Profile of the City of Littleton The City of Littleton is comprised of approximately 450 employees. The City includes a Library, Historic Museum, Police Dept., Fire Dept., Public Services Dept., Information Systems Dept., Fleet, Facilities Maintenance, Public Relations, Court, Finance Dept., Human Resources, City Clerks Office, Community Development, Code and Inspections, as well as Housing and Omnibus programs. For these departments and divisions, the Human Resources Division recruits, screens, and hires talent to meet the City s needs. B. Objective The purpose of this Request for Proposal is to solicit responses from qualified vendors for a contract to purchase Human Resources Staff Recruiting Software and Services to meet the needs of the City of Littleton. Objectives Include the Following: 1.) Clearly define and document the process and system requirements for the human resources recruiting function to efficiently and effectively manage the talent acquisition process. 2.) Identify recruiting applications that can meet the needs of the human resources recruiting function today and over the next three years. 3.) Evaluate and determine the approximate cost and time required to enable each application to meet the needs of the human resources recruiting function today and over the next three years. The information provided herein is intended to assist vendors in the preparation of proposals necessary to properly respond to this RFP. It is not intended to limit a proposal s content; rather it is designed to provide interested suppliers with sufficient basic information to submit proposals meeting minimum requirements. It is not intented to limit a proposal s content or to exclude any relevant or essential data. Vendors are at liberty and are encourage to expand upon the specification to demonstrate service capability under any proposal. Responses are expected to include all services (management, support, training, technology requirements, etc.) and associated costs required to deliver a fully operational program to meet the City s needs as it relates to the purchase of Human Resources Staff Recruiting Software and Services. The City requires an unlimited number of candidates, users and power users (Power Users: Human Resources, Department Heads, Hiring Supervisors, or their designee). Schedule of Activities: The following activities outline the process to be used to solicit vendor responses and to evaluate each vendor proposal. March 2 nd, 2009 March 13 th, 2009 March 16 th -20 th, 2009 March 26 th, 2009 Post RFP on Rocky Mtn. e-purchasing Posting closes at 5 pm MST Review of Proposals & Demonstrations Determination Littleton HR Division--RFP Page 3 of 16

SECTION 2: RFP Overview and Scope of Work RFP Overview The City of Littleton, Colorado, respectfully invites firms supplying a Human Resources Staff Recruiting Software and Services. Through this RFP, the City of Littleton is seeking to identify integrated solutions that most fully meet the needs of the City as outlined in this document. Requested proposals shall include cost of hardware, software, implementation, migration of data, consultation, annual maintenance and training and any and all projected miscellaneous costs. These costs shall be presented categorically by site and itemized. RFP shall be posted on Rocky Mountain e-purchasing @ www.govbids.com Questions concerning the scope of the project and/or response submittal should be in writing and directed to Erich WonSavage, HR Division Manager, at 2255 W. Berry Avenue, Littleton, Colorado 80165 or faxed to (303) 795-3902 or sent via e-mail to ewonsavage@littletongov.org.technology questions should be submitted to Ken Price, Information Services Director at kprice@littletongov.org. Requests for clarification must be submitted via e-mail at least seven (3) calendar days prior to closing date. Responses will be made only through the closing date. Proposals by partnerships shall be signed with the partnership name by one of the members or by an authorized representative of each partner. Proposals by corporations shall be signed with the name of the corporation followed by the signature and designation of the President, Secretary or other person who can legally bind the prospective vendor. The City reserves the right to decline any or all proposals for any reason, or to terminate the RFP process at anytime. Should the City for any reason find that the proposals do not meet its needs, it reserves the right not to make an award. Scope of Work The City of Littleton is soliciting proposals for a new Human Resources Staff Recruiting Software and Services to become the replacement for the existing in-house software system. The mission of this project is to identify and select a vendor capable of providing: Support to departments, groups or individuals allowing individual agencies to share data while also protecting agency specific or confidential data. Secure all data and personal information of candidates. Customizable online job application, that may be modified as needed on the user end. Accept applications online. Unlimited postings on a national recruitment job board, preferably targeting candidates in the government sector, such as: governmentjobs.com. Online candidate screening, testing and scoring of candidates. Ability to toss/forward qualified applicants to hiring supervisors electronically. Applicant tracking. Littleton HR Division--RFP Page 4 of 16

Applicant storage and ability to recall candidate data for up to 4 years. Electronic candidate notification. Analysis & Reporting of data such as: cost per candidate, time-to-fill, etc. HR automation of position approval, posting, screening, etc. Ability to post positions on City s website as well as affiliated national website. Ability to interface with SAGE/ABRA HR system. Ability to transfer hiring candidate data and information in a delineated excel spreadsheet readily able to be exported and downloaded in SAGE/ABRA HRIS. Initial training, on-going training and support of power users & application. Compatible and interoperability with the City s existing technology. Provides an annual maintenance schedule. Evaluation & Award Criteria Each response will be evaluated based on the Vendor s ability to satisfy the requirements as presented in the RFP. The successful Vendor must communicate in the response a clear understanding of the requirements, a soundness of approach to satisfy them, and documentation of ample qualifications. The successful Vendor will demonstrate an approach which will result in measureable improvements and benefits to the City s recruitment, selection, and management of candidates. Proposals will be evaluated on the following criteria: Criteria Capabilities/Past Performance & References **Description of firm and organization, vendor stability, financial status, long term governmental market experience. **Company size and background **Terms & conditions compliant **Customer base, public sector market, number of comparable successful sites, strong references. **Ability to perform services requested Technical Compliance & Scope of Services **Scope of Work **Identifies National Job Board that will be used by the City, and any limitations associated with its use. **Assures data and its transmittal will be secured. **Provides acceptable plan and information about how vendor s product will interface with ABRA/SAGE. **Details how application data for selected candidates may be delineated and transferred for either migration to another system or for historical purposes. **Compatibility with City s existing technology **Customer Service, Support & Training **identifies availability of company personnel, skill level, tracking of support history, local presence, users groups, on-line support, in-person support, Weight 25% 35% Littleton HR Division--RFP Page 5 of 16

phone support, etc. **Identifies hosting requirements and potential for onsite hosting. Pricing **Both initial and renewal pricing will be considered Schedule & Project Implementation **Project plan and schedule, timetables, management plan, resources required, responsibilities of Vendor and responsibilities of City are clearing identified, approach. RFP Preparation & Compliance **All information requested is provided, information is provided in format specified, and responses are focused and concise. 25% 10% 5% Sales prohibited/conflict of interest: No City of Littleton officer, employee, or their dependent or person residing in and sharing the expenses of their household, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies, or services. This rule also applies to subcontracts with the City. This shall not apply to members of any authority, board, committee or commission of the City, other than the members of the City Council. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Littleton is prohibited. Any vendor knowing of this type of activity is encouraged to report in confidence to the City Attorney or Deputy City Manager so the matter can be dealt with. Illegal Aliens as laborers: By submitting a bid, the bidder certifies pursuant to C.R.S. 8-17.5-102(1) that, at the time of bid submission, it does not knowingly employ or contract with an illegal alien and that the contractor has participated or attempted to verify through the federal program e-verify administered by the United States Department of Homeland Security in order to verify that it does not employ any illegal aliens. E-verify is to be taken to mean the employment verification program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, that is administered by the United States Department of Homeland Security. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Littleton shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal packages. The City of Littleton reserves the right to reject any and all proposals and to waive any irregularities or informalities. Littleton HR Division--RFP Page 6 of 16

SECTION 3: Submission Instructions Format All RFP submittals must be received by 5 p.m. MST on March 13 th, 2009. It is preferred that all RFP s be submitted electronically to Erich WonSavage, HR Division Manager at the following email address: ewonsavage@littletongov.org. Vendors may submit a written RFP to the following Address: Erich WonSavage, MSM, PHR HR Division Manager, City of Littleton 2255 West Berry Ave Littleton, CO 80165 Vendor Information Please attach an addendum to the RFP in order to respond to the following items. In your response, please reference the section and item number. I II III IV V A. Company history B. Experience with the system described in the project scope. A. Percentage of clients in the governmental sector. B. List of 5 governmental clients where the application is currently in use. (Include size and type of installations.) C. List of 5 clients in Colorado. A. References from three or more Cities that provide EMS services of similar population size (less than 500 employees), which have used the application and experienced your installation and support services. (Include contact names and phone numbers.) A. Disclose past and pending litigation involving customers who have purchased software and installation services from your firm. A. The name of the company representative(s) responsible for providing additional information if requested by the City. B. Implementation Team names and experience with regards to the system. Cost Proposal Worksheet Vendors are required to identify all items and include all costs (e.g., license fees, source code, object code, implementation and training, travel and per diem, documentation, maintenance, hourly rates, and hardware, third-party business partner costs, etc.) associated with the scope of this project. All inclusions of services and products must be included on their pricing worksheet. Vendors may either provide whole package pricing or itemized pricing, so long as all included products, services, licenses, training, etc. are identified. The Littleton HR Division--RFP Page 7 of 16

respondent must provide detailed costs for the scope of work as defined in the following table. Cost Classification Description Software License, Service, Training, & Implementation Fees Application Software License Fees Detailed itemization and costing of all application software licenses. Application Server License Fees Detailed itemization and costing of software licenses required for application services. Web Server License Fees Detailed itemization and costing of software licenses required for web services. Database License Fees Detailed itemization and costing of software licenses required for database functionality. Software Tool License Fees Detailed itemization and costing of additional software tools required to ensure overall systems functionality as specified Implementation Details of implementation items included Third-Party License Fees Detailed itemization and costing of software licenses required to address required system functions, but provided by a third-party. Training Detailed itemization and costing of all included training National Job Bank Access Detail which Nation Job Board may be used for postings, costs and limitations in posting or power users associated with its use. Maintenance and Support Fees Five Years Maintenance and Support Ongoing fees to ensure maintenance, support and upgrades of the applications included in the RFP (including those of third-party partners) Third-Party Services Ongoing fees for third-party services required for areas such as compliance with State and Federal guidelines. SECTION 4: Functional & Technology Overview Following are brief summaries of key functional capabilities desired of a new HR Staff Recruiting Software & Services. While the list of desired functions is not comprehensive, our purpose is to capture and describe some of the more key capabilities in an HR Recruiting Software & Services vehicle. Key functional needs: Recruitment Customized online job application Accept job applications online Online applications integration with current agency website Online job announcements and descriptions Attract passive applicants with automatic job interest cards Proactively search your applicant database Real-time database of all applicant information Littleton HR Division--RFP Page 8 of 16

Recruitment and examination planning Selection Create, store, and reuse supplemental questions in the Insight item bank Screen applicants automatically as they apply Define unique scoring plans per recruitment, or copy existing scoring plans Item bank and item analysis Test processing (automatically input Scantron test data sheets) Test analysis and pass-point setting Score, rank, and refer applicants Applicant Tracking Email and hardcopy notifications EEO Data collection and reports Track applicants by step/hurdle Schedule written, oral, and other exams Detailed applicant history record Skills tracking and matching Reporting and Analysis Collect and report on EEO data Analyze and report on adverse impact and applicant flow Track and analyze data such as time-to-fill, recruitment cost, staff workload, applicant quality etc. Over 50 standard system reports Ad Hoc reporting tool HR Automation Create and route job requisitions Refer and certify applicants electronically Scan paper applications and related materials ICR (Intelligent Character Recognition) scanning to eliminate data entry Interoperability with existing software/hardware: Support current and future upgrades and releases of Internet Explorer. Support current and future upgrades and releases of ABRA. Data exporting: The City would expects the HRSRSS product and services to export data to other environments, applications, systems, for new hire data to be transferred or migrated into the ABRA/SAGE HRIS system at the city. Additionally, due to retention requirements at the City, upon termination of the service relationship, the vendor must be able to provide 4 years of applicant data in a useable format, such as in a delineated excel spreadsheet that may be exported to the ABRA/SAGE HRIS system. Littleton HR Division--RFP Page 9 of 16

The HR Staff Recruiting Software and Services product must have the capability to export data to other environments, applications and systems. Ability to export selected New Hire applicant data to a useable format such as a delineated Excel spreadsheet. Ability to export data (min. of 4 years of applications) to a useable format, such as a delineated Excel spreadsheet, as needed and/or upon termination of services. Security: The HR Staff Recruitment Software and Services (HRSRSS) must require a minimum of user name and password to log a user onto system. It must not display a password as a visible field anywhere within the system. The HRSRSS must have advanced and flexible data security and must be HIPAA compliant and protect personal information stored on the vendor s system as well as secure transmittal of any data between vendor and client. It should restrict access to individual database tables by security, including access from the report writer. System Support/Training: The HRSRSS provider should have the ability to offer 24-hour technical support. The HRSRSS provider should allow a training mode and a test server to allow non-production use of the system. This would be used to train personnel in the use of the system and to try out modifications and enhancements before they go into production. It would be independent of the live, operational system and include independent code tables and files. The HRSRSS provider must perform onsite end user module training for system administrators, trainers, and to some users for the initial product purchase and when a major release or update occurs. The system should include online help, webinars or group support, and tutorials. The company will provide system administrator functional and technical manuals in electronic form. Utility: Storage - Complete HRSRSS records will be available online for a minimum of 4 years. Littleton HR Division--RFP Page 10 of 16

Performance - The HRSRSS must be able to operate 24 hours per day, 7 days per week except when system down time is necessary for upgrades and routine maintenance. Standard Operating Environment (SOE) The City of Littleton has a single-platform IT environment. We utilize Microsoft s Active Directory for user authentication, security, file and print services and application services. Any proposed solutions are expected to comply with our Standard Operating Environment. Servers: The City has standardized on HP servers (applying RAID 10 disk redundancy), with dual power supplies and redundant fans. In addition, the servers are attached to a UPS with a generator backup. The Operating System being implemented with new servers currently is Windows 2008 Server. Backups are implemented with VERITAS NetBackup. The City prefers that a single server be utilized for this implementation. Please elaborate on any other configurations. Desktops: Desktop computers are Dell and are running Windows XP. Network: 100 Mb base Tx switched connection network. Database: The standard RDMS is Microsoft SQL Server 2005 Enterprise Edition. Backups are performed using VERITAS NetBackup. Core Interfaces The new HRSRSS System will interface with selected internal systems. It is critical that respondents are able to manage these interfaces as cost-effectively as possible. SECTION 5: Project Management Plan The City of Littleton Information Services Department is a professional services organization that follows professional project management practices. Our practice is to develop a team approach to project management. We will select a project manager and a project team to work along side the project manager and project team from the selected vendor. The selected vendor is expected to have and will be evaluated upon their knowledge and experience applying professional project management methodologies. The vendor is required to have an established formal Project Management Plan. The plan must label which item are the responsibility of the City and which are the responsibility of the Vendor. Please attach a narrative to your RFP response labeled Section 5: Project Management Plan and address the following issues in that plan (Please do not send preprinted literature in lieu of a written response): A. Integration Management Set-up and installation, ensuring on-going operation of existing systems, facility modifications, interfaces, and network issues; Littleton HR Division--RFP Page 11 of 16

B. Time Management work breakdown, milestones with dates and deliverables, responsible parties; C. Quality Management - Testing, fixes, and system configuration documents; D. Human Resources Management the qualifications of project team members; names of third party vendors; personnel approach (i.e. is there a point person through the whole implementation, are there different teams for different phases of implementation or one team present for all phases including training); what personnel resources are required of the city; E. Communication Management who will be communicating (point of contact); when will they communicate (frequency); how will they communicate (email, voice mail, in person, etc); what will be communicated ( documentation, time lines, etc); F. Procurement Management Who is purchasing (city, vendor, third party); what s needed and when (specifications for hardware and operating systems) (time frame for when procured items must be on-site); how purchased (through vendor, government contracts, etc); G. Change Management Process for change orders; Littleton HR Division--RFP Page 12 of 16

SECTION 6: Terms and Conditions CONSULTING AGREEMENT 1. The Contract Documents shall be this Agreement, together with Exhibit A, Scope of Work, which is attached hereto and incorporated herein by this reference. 2. The Consultant shall perform in conformance with the Scope of Work (hereinafter the work ) set forth in Exhibit A. The work shall be performed in a professional and competent manner consistent with the customary practices and standards of the Consultant s industry or specialty. 3. The work shall commence on and shall be completed no later than. 4. The City shall be billed by the Consultant for the performance of the work according to the following schedule: 5. The Consultant expressly agrees to indemnify and save harmless the City, its officers, agents, employees, successors and assigns against any and all suits, claims, demands or actions of any kind and nature whatsoever, including but not limited to attorney s fees and court costs, which are brought or which may be brought against the City, its officers, agents, employees, successors and assigns for or as the result of any injuries or damages received or sustained by any person, firm or corporation; or persons, firms or corporations, in connection with, or resulting from the performance of the work under this Agreement or in consequence of any negligence or intentional acts in connection with the same; or resulting from the use of any improper or defective materials; or resulting from poor workmanship; or any act or omission of the Consultant; or any of his subcontractors, agents, servants or employees relating to this Agreement. The City retains the right to withhold any payments due to the Consultant as long as shall be reasonably necessary to indemnify the City, its officers, agents or employees, from said damages. 6. The Consultant is an independent contractor, and nothing herein contained shall constitute or designate the Consultant or any of its employees or agents as employees of the City. 7. The Consultant: a. shall be free from the direction and control of the City regarding the details, method or manner that the job is to be performed Littleton HR Division--RFP Page 13 of 16

8. The City shall not: a. require the Consultant to work only for the City; b. oversee the details of the work as it is being performed; c. terminate this contract unless the Consultant violates the terms of the contract or fails to produce a result that meets the specifications of the contract; d. provide tools or benefits to the Consultant; e. dictate the time of performance except for a completion schedule and a range of agreeable work hours; and f. combine the business operations of the City in any way with the business operations of the Consultant. 9. THE CONSULTANT AGREES AND UNDERSTANDS THAT IT IS NOT ENTITLED TO WORKERS COMPENSATION BENEFITS FROM THE CITY AND THAT IT IS OBLIGATED TO PAY FEDERAL AND STATE INCOME TAXES ON ANY MONIES EARNED PURSUANT TO THIS CONTRACT. 10. The City may terminate this Agreement with cause, in whole or in part, upon days prior written notice to Consultant specifying the portion or portions of the work to be canceled. Upon Consultant's receipt of such notice from the City, Consultant shall cease performance of the work to the extent specified by the City therein, and shall thereafter perform only such portion of the work (if any) as is not canceled by the City. Consultant shall only be paid its fees for work performed prior to receipt of notice of cancellation and for such continuing work which has not been cancelled. 11. The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin or handicap. The Consultant shall take action to ensure that applicants are employed and treated equally. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or compensation, and selection for training, including apprenticeship. Consultant agrees to post in a conspicuous place, at his business office and field office available to employees and applicants for employment, notices to be provided setting forth the provisions of the Equal Opportunity Laws. 12. Illegal Aliens as laborers. The Consultant shall not knowingly employ or contract with an illegal alien to perform work under this contract for nor enter into a contract with a subcontractor that fails to certify to the contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this contract. Littleton HR Division--RFP Page 14 of 16

The Consultant has verified or attempted to verify through participation in the Basic Pilot Program that the Consultant does not employ any illegal aliens. If the Consultant is not accepted into the Basic Pilot Program prior to executing this contract for services, the Consultant shall apply to participate in the Basic Pilot Program every three months until the contractor is accepted or this contract has been completed, whichever is earlier. This paragraph shall not be effective if the Basic Pilot Program is discontinued. The consultant shall not use the Basic Pilot Program procedures to undertake reemployment screening of job applicants while this contract is being performed. If the consultant obtains actual knowledge that a subcontractor performing work under this contract knowingly employs or contracts with an illegal alien, the consultant shall notify the subcontractor and the City within three days that the Consultant has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this paragraph, the subcontractor does not stop employing or contracting with the illegal alien. Except that the consultant shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. The consultant is to comply with any reasonable request by the Colorado Department of Labor and Employment made in the course of an investigation that the department is undertaking pursuant to C.R.S. 8-17.5-102(2) 13. The Consultant certifies, pursuant to C.R.S. 8-17.5-102(1), that at the time of bid submission, it does not knowingly employ or contract with an illegal alien and that the contractor has participated or attempted to participate in the Basic Pilot Program that is administered by the United States Department of Homeland Security in order to verify that it does not employ any illegal aliens. "Basic Pilot Program" means the basic pilot employment verification program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, that is administered by the United States Department of Homeland Security. 14. The Agreement represents the entire agreement concerning the work and supersedes all other agreements, either oral or in writing between the parties. Littleton HR Division--RFP Page 15 of 16

15. If litigation between the parties related either directly or indirectly to this Agreement occurs, the prevailing party shall, in addition to any other remedy or damages it may be entitled to, be entitled to all costs of litigation, including but not limited to, its reasonable attorneys fees, expert witness expenses and court costs. Littleton HR Division--RFP Page 16 of 16