Request for Proposals ________________________________
City of Minneapolis Information Technology (IT) Department
Applicant Tracking Software Application Issued November 12, 2013
Proposals Due by: 4:00 pm CST, December 5, 2013
November 12, 2013 Minneapolis City of Lakes Information Technology Otto Doll Chief Information Officer 310 4th Ave South – Suite 400 Minneapolis MN 55415 Office
612 673-3190
To Whom It May Concern: Attached is a Request for Proposal for technology and support services for an Applicant Tracking System for the City of Minneapolis. Please consider submitting a proposal for providing these services if your firm meets the qualifications and is available. Please review the RFP for details. Proposals are due 4:00 pm CST, December 5, 2013. An optional preproposal conference will be held at noon on November 19, 2013, at the Public Service Center, 250 South 4th Street, Room 100, Minneapolis, Minnesota Conference Room 4. Thank you for your consideration. Sincerely,
Otto Doll Chief Information Officer Information Technology Department
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Table of Contents RFP General Information I. II. III. IV. V. VI. VII. VIII. IX. X.
Page
Invitation ..........................................................................................................................................3 Pre-Proposal Conference ................................................................................................................3 Proposal Due-Date and Location .....................................................................................................3 Proposal Format ..............................................................................................................................3 Evaluation of Proposals – Vendor Selection ..................................................................................5 Schedule ...........................................................................................................................................5 Contract ............................................................................................................................................6 Department Contact/Requests for Clarification ..............................................................................6 Rejection of Proposals ....................................................................................................................6 Addenda to the RFP .........................................................................................................................6
Appendices Appendix I - Terms and Conditions for RFP ...............................................................................................7 Appendix II – Scope of Services ...............................................................................................................15 Appendix III – Business Requirements .....................................................................................................17 Appendix IV – Technical Requirements....................................................................................................28 Appendix V – Pricing Proposal Workbook ...............................................................................................46
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REQUEST FOR PROPOSALS FOR APPLICANT TRACKING SOFTWARE APPLICATION I.
INVITATION: The City of Minneapolis is soliciting proposals from qualified companies for a Software as a Service (SaaS) applicant tracking software system and professional and technical services for its design, configuration, implementation, maintenance and support. The City of Minneapolis (hereinafter referred to as the City) makes this Request for Proposals (hereinafter referred to as the RFP) in order to select a qualified Vendor Firm (hereinafter referred to as the Vendor) for providing a Software as a Service (SaaS) applicant tracking software system and professional and technical services for its design, configuration, implementation, maintenance and support. (hereinafter called the Project). The Project is generally described in the “Scope of Services” (Appendix II), contained within this RFP, including descriptions of roles, responsibilities and relationship of the Vendor, City, and other parties involved in the Project.
II.
PRE-PROPOSAL CONFERENCE: A pre-proposal conference will be held at noon CST, November 19, 2013 in the Public Service Center, 250 South 4th Street, Room 100, Minneapolis, Minnesota 55415 Conference Room 4. All potential Vendors are encouraged to attend this conference.
III.
PROPOSAL DUE DATE and LOCATION: The Vendor shall submit ten (10) copies of their proposals to the City of Minneapolis Procurement Office, labeled: City of Minneapolis - Procurement Request for Proposals for: APPLICANT TRACKING SOFTWARE APPLICATION 330 2nd Avenue South, Suite 552 Minneapolis, MN 55401 The submittal shall be made at or before 4:00 P.M. (CST), December 5, 2013. NOTE: Late Proposals may not be accepted. An electronic copy of the RFP response and all Appendices must be emailed to
[email protected]
IV.
PROPOSAL FORMAT: The Vendor shall provide the appropriate information in sufficient detail to demonstrate that the evaluation criteria has been satisfied as specified in Section V – “EVALUATION OF PROPOSALS”. To allow for easier comparison of proposals during evaluation, proposals should contain the following sections and appendices and be arranged in consecutive order. 1. Executive Summary - The Executive Summary should include a clear statement of the Vendor’s understanding of the RFP including a brief summary of the Scope of Work. Include, at a minimum, an outline of the contents of the proposal, an identification of 3
the proposed project team, a description of the responsibilities of the project team, and a summary of the proposed services. 2. Scope of Services - Describe in detail how services will be provided. Include a detailed listing and description of tasks and deliverables. 3. Experience and Capacity - Describe background and related experience demonstrating ability to provide required services. Indicate if company expansion is required to provide service. 4. Vendor Viability – Vendors must provide the following information about their company so that the City can evaluate their stability and ability to support the commitments set forth in response to the RFP. The City may require a respondent to provide additional documentation and/or clarify requested information. Company profile (Attach additional pages if necessary): • • • • •
Legal name of the Vendor Address of office which will fulfill this contract Number of years on business related to the RFP Type of Operation: Individual__ Partnership:__ Corporation:__ Government:__ Number of employees dedicated to fulfillment of this contract and their titles
5. References - List references from contracts similar in size and scope. Vendors must provide the following information about their company’s customer contact information. We may require a respondent to provide additional documentation and/or clarify requested information. Please complete the following reference information for three (3) customers that prior services were performed for: • • • • • •
Reference name Contact person and title Address, telephone and email address Description of prior services performed Contract period: From_____________ To____________ Are they are current customer? Yes:_____ No:_____
6. Personnel Listing - Show involved individuals with resumes and specific applicable experience. Sub-Vendors should also be listed, including the identification of any that are certified in the City of Minneapolis Small & Underutilized Business Program. 7. Response to Appendix III (Business Requirements) - This section must include the responses to the detail requirements specified in Appendix III. The response will indicate how the Vendor meets the requirements. The response must include any exceptions, conditions, qualifications or alternatives for meeting the specified requirements. 8. Response to Appendix IV (Technical Requirements) - This section must include the 4
responses to the detail requirements specified in Appendix IV. The response forms will differ depending upon the requirements chapter being addressed. In most cases the response will indicate how the Vendor meets the requirements. The response must include any exceptions, conditions, qualifications or alternatives for meeting the specified requirements. 9. Contract and Licensing Agreements - The Vendor will provide a sample of a current contract and software licensing agreement for review. 10. Sample Maintenance and Support Agreements - The Vendor will provide a sample of a current maintenance and support agreement for review. 11. Response to Appendix V Pricing Proposal Workbook - Refer to the Appendix V for the Pricing Proposal Workbook. This workbook must be completed and signed by the primary vendor and all sub-vendors. 12. Company Financial Information • •
Company-wide annual sales volume Provide the company’s latest annual report o Is Vendor currently for sale or involved in any transaction to expand or to become acquired by another business entity? Yes:__ No:__ If yes, please explain the impact both in organizational and directional terms. o Is Vendor currently in default on any loan agreement or financing agreement with any bank, financial institute, or other entity? Yes:__ No:__ If yes, specify date(s), circumstances, and prospects for resolution. o Are there any circumstances impacting Vendor that could affect the ability to perform under any award made through the RFP process? Yes:____ No:___ If yes, please explain.
V.
EVALUATION OF PROPOSALS – VENDOR SELECTION: Proposals will be reviewed by an Evaluation Panel made up of representatives of the City of Minneapolis. The Evaluation Panel will select a "short list" of qualified Vendors who will be formally interviewed and who may be requested to provide a formal presentation to the City. Specifically, the City requests that the Vendor’s Project Manager assigned to the proposed project team lead the presentation and that actual members of the project team (including any sub-Vendors) participate. The contract will be awarded to the Vendor whose proposal the City determines, in its sole discretion, is the most advantageous to the City and in the City’s best interest.
VI.
SCHEDULE: The following is a listing of key Proposal and Project milestones: RFP Release Pre-Proposal Conference Questions on RFP Due by Responses to Questions posted by Proposals due by Estimated Vendor selection
November 12, 2013 Noon - November 19, 2013 4:00 PM CST, November 20, 2013 November 26, 2013 December 5, 2013 4:00 PM CT December 13, 2013 5
VII.
CONTRACT: The contracting parties will be the City of Minneapolis and the Vendor selected to provide the services as described herein. The selected proposal, along with the RFP and any counter proposal will be incorporated into a formal agreement after negotiations. Refer to Appendix I – Terms and Conditions. Any counter proposal to the contents of Appendix I may be incorporated. It is the intent of the City to award a single contract for a term of three (3) years with the option to extend the contract, on an annual basis, at the sole option of the City, for two (2) additional one-year terms.
VIII. DEPARTMENT CONTACT/REQUESTS FOR CLARIFICATION: The Vendor’s primary interface with the City will be with the Contract Manager who will act as the City’s designated representative for the Project. Prospective responders shall direct inquiries/questions in writing only to: Barb Malinski Contract Administrator Room 400, Flour Exchange 310 4th Avenue South Minneapolis, MN 55415
[email protected]
All questions are due no later than 4:00 PM (CST), November 20, 2013. Responses to the Questions will be posted by November 26, 2013 on City’s RFP website at: http://www.minneapolismn.gov/finance/procurement/rfp The Contract Administrator is the only individual who can be contacted regarding the Project before proposals are submitted. The Contract Administrator cannot vary the terms of the RFP. IX.
REJECTION OF PROPOSALS: The City reserves the right to reject any Vendor on the basis of the proposals submitted. The City reserves the right to reject all proposals or any Vendor on the basis of the proposal submitted.
X.
ADDENDUM TO THE RFP: If any addendum is issued for this RFP, it will be posted on the City of Minneapolis web site at: http://www.minneapolismn.gov/finance/procurement/rfp The City reserves the right to cancel or amend the RFP at any time.
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Appendix I
RFP Terms & Conditions General Conditions for Request For Proposals (RFP) (Revised: 09/2013) The General Conditions are terms and conditions that the City expects all of its Vendors to meet. The Vendor agrees to be bound by these requirements unless otherwise noted in the Proposal. The Vendor may suggest alternative language to any section at the time it submits its response to this RFP. Some negotiation is possible to accommodate the Vendor’s suggestions. 1.
City's Rights The City reserves the right to reject any or all proposals or parts of proposals, to accept part or all of proposals on the basis of considerations other than lowest cost, and to create a project of lesser or greater expense and reimbursement than described in the Request for Proposal, or the respondent's reply based on the component prices submitted.
2.
Interest of Members of City The Vendor agrees that it has complied with Minnesota Statutes, Section 471.87 and Chapter 3, Section 22 of the City Charter. Therefore unless authorized in Chapter 15 of the City’s Code of Ordinances, no member of the governing body, officer, employee or agent of the City shall have any interest, financial or otherwise, direct or indirect, in the Contract.
3.
Equal Opportunity Statement The Vendor agrees to comply with applicable provisions of applicable federal, state and city regulations, statutes and ordinances pertaining to the civil rights and nondiscrimination in the application for and employment of applicants, employees, subcontractors and suppliers of the Vendor. Among the federal, state and city statutes and ordinances to which the Vendor shall be subject under the terms of this Contract include, without limitation, Minnesota Statutes, section 181.59 and Chapter 363A, Minneapolis Code of Ordinances Chapter 139, 42 U.S.C Section 2000e, et. seq. (Title VII of the Civil Rights Act of 1964), 29 U.S.C Sections 621-624 (the Age Discrimination in Employment Act), 42 U.S.C Sections 12101-12213 (the Americans with Disability Act or ADA), 29 U.S.C Section 206(d) (the Equal Pay Act), 8 U.S.C Section 1324 (the Immigration Reform and Control Act of 1986) and all regulations and policies promulgated to enforce these laws. The Vendor shall have submitted and had an “affirmative action plan” approved by the City prior to entering into a Contract.
4. Insurance
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Insurance secured by the Vendor shall be issued by insurance companies acceptable to the City and admitted in Minnesota. The insurance specified may be in a policy or policies of insurance, primary or excess. Such insurance shall be in force on the date of execution of the Contract and shall remain continuously in force for the duration of the Contract. Acceptance of the insurance by the City shall not relieve, limit or decrease the liability of the Vendor. Any policy deductibles or retention shall be the responsibility of the Vendor. The Vendor shall control any special or unusual hazards and be responsible for any damages that result from those hazards. The City does not represent that the insurance requirements are sufficient to protect the Vendor's interest or provide adequate coverage. Evidence of coverage is to be provided on a current ACORD Form. A thirty (30) day written notice is required if the policy is canceled, not renewed or materially changed. The Vendor shall require any of its subcontractors, if sub-contracting is allowable under this Contract, to comply with these provisions, or the Vendor will assume full liability of the subcontractors.
The Vendor and its subcontractors shall secure and maintain the following insurance: a) Workers Compensation insurance that meets the statutory obligations with Coverage B- Employers Liability limits of at least $100,000 each accident, $500,000 disease policy limit and $100,000 disease each employee. b) Commercial General Liability insurance with limits of at least $2,000,000 general aggregate, $2,000,000 products - completed operations $2,000,000 personal and advertising injury, $100,000 each occurrence fire damage and $10,000 medical expense any one person. The policy shall be on an "occurrence" basis, shall include contractual liability coverage and the City shall be named an additional insured. The amount of coverage will be automatically increased if the project amount is expected to exceed $2,000,000 or involves potentially high risk activity. c) Commercial Automobile Liability insurance covering all owned, non-owned and hired automobiles with limits of at least $1,000,000 per accident. d) Professional Liability Insurance or Errors & Omissions insurance providing coverage for 1) the claims that arise from the errors or omissions of the Vendor or its subcontractors and 2) the negligence or failure to render a professional service by the Vendor or its subcontractors. The insurance policy should provide coverage in the amount of $2,000,000 each claim and $2,000,000 annual aggregate. The insurance policy must provide the protection stated for two years after completion of the work. e) Network Security and Privacy Liability for the duration of this agreement providing coverage for, but not limited to, Technology and Internet Errors & Omissions, Security and Privacy Liability, and Media Liability. Insurance will provide coverage against claims that arise from the disclosure of private information from files including but not limited to: 1) Intentional, fraudulent or criminal acts of the Vendor, its agents or employees. 2) Breach of the City’s private data, whether electronic or otherwise. The insurance policy should provide minimum coverage in the amount of $1,000,000 per occurrence and $2,000,000 annual aggregate. If written on a Claims-Made basis, the policy must remain in continuous effect for at least 3 years after the service is provided or include a 3 year extended reporting period.
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5. Hold Harmless The Vendor will defend, indemnify and hold harmless the City and its officers and employees from all liabilities, claims, damages, costs, judgments, lawsuits and expenses, including court costs and reasonable attorney’s fees regardless of the Vendor’s insurance coverage, arising directly from any negligent act or omission of the Vendor, its employees, agents or employees of the subcontractors and subcontractors of the Vendor, in the performance of work and delivery of services provided by or through this Contract or by reason of the failure of the Vendor to perform, in any respect, any of its obligations under this Contract. The City will defend, indemnify and hold harmless the Vendor and its employees from all liabilities, claims, damages, costs, judgments, lawsuits and expenses including court costs and reasonable attorney’s fees arising directly from the negligent acts and omissions of the City by reason of the failure of the City to perform its obligations under this Contract. The provisions of the Minnesota Statues, Chapter 466 shall apply to any tort claims brought against the City as a result of this Contract. 6. Subcontracting The Vendor shall provide written notice to the City and obtain the City’s authorization to sub-contract any work or services to be provided to the City pursuant to this Contract. As required by Minnesota Statutes, Section 471.425, the Vendor shall pay all subcontractors for subcontractor’s undisputed, completed work, within ten (10) days after the Vendor has received payment from the City. 7. Assignment or Transfer of Interest The Vendor shall not assign any interest in the Contract, and shall not transfer any interest in the same either by assignment or novation without the prior written approval of the City. The Vendor shall not subcontract any services under this Contract without prior written approval of the City Department Contract Manager designated herein. 8. General Compliance The Vendor agrees to comply with all applicable Federal, State and local laws and regulations governing funds provided under the Contract. 9. Performance Monitoring The City will monitor the performance of the Vendor against goals and performance standards required herein. Substandard performance as determined by the City will constitute non-compliance with this Contract. If action to correct such substandard performance is not taken by the Vendor within a reasonable period of time to cure such substantial performance after being notified by the City, Contract termination procedures will be initiated. All work submitted by Vendor shall be subject to the approval and acceptance by the City Department Contract Manager designated herein. The City Department Contract Manager designated herein shall review each portion of the work when certified as complete and submitted by the Vendor and shall inform the 9
Vendor of any apparent deficiencies, defects, or incomplete work, at any stage of the project. 10. Prior Uncured Defaults Pursuant to Chapter 8, Section 24 of the City’s Charter, the City may not contract with persons or entities that have defaulted under a previous contract or agreement with the City and have failed to cure the default. 13. Independent Vendor Nothing contained in this Contract is intended to, or shall be construed in any manner, as creating or establishing the relationship of employer/employee between the parties. The Vendor shall at all times remain an independent Vendor with respect to the work and/or services to be performed under this Contract. Any and all employees of Vendor or other persons engaged in the performance of any work or services required by Vendor under this Contract shall be considered employees or subcontractors of the Vendor only and not of the City; and any and all claims that might arise, including Worker's Compensation claims under the Worker's Compensation Act of the State of Minnesota or any other state, on behalf of said employees or other persons while so engaged in any of the work or services to be rendered or provided herein, shall be the sole obligation and responsibility of the Vendor. 14. Accounting Standards The Vendor agrees to maintain the necessary source documentation and enforce sufficient internal controls as dictated by generally accepted accounting practices (GAAP) to properly account for expenses incurred under this Contract. 15. Retention of Records The Vendor shall retain all records pertinent to expenditures incurred under this Contract in a legible form for a period of six years commencing after the later of contract close-out or resolution of all audit findings. Records for non-expendable property acquired with funds under this Contract shall be retained for six years after final disposition of such property. Vendor shall define the method of destruction for all private data information. 16. Data Practices The Vendor agrees to comply with the Minnesota Government Data Practices Act (Minnesota Statutes, Chapter 13) and all other applicable state and federal laws relating to data privacy or confidentiality. The Vendor must immediately report to the City any requests from third parties for information relating to this Contract. The City agrees to promptly respond to inquiries from the Vendor concerning data requests. The Vendor agrees to hold the City, its officers, and employees harmless from any claims resulting from the Vendor’s unlawful disclosure or use of data protected under state and federal laws. 10
All Proposals shall be treated as non-public information until the Proposals are opened for review by the City. At that time, the names of the responders become public data. All other data is private or non-public until the City has completed negotiating the Contract with the selected Vendor(s). At that time, the Proposals and their contents become public data under the provisions of the Minnesota Government Data Practices Act, Minnesota Statutes, Chapter 13 and as such are open for public review. 17. Inspection of Records Pursuant to Minnesota Statutes, Section 16C.05, all Vendor records with respect to any matters covered by this Contract shall be made available to the City and the State of Minnesota, Office of the State Auditor, or their designees upon notice, at any time during normal business hours, as often as the City deems necessary, to audit, examine, and make excerpts or transcripts of all relevant data. 18. Living Wage Ordinance The Vendor may be required to comply with the “Minneapolis Living Wage and Responsible Public Spending Ordinance” Chapter 38 of the City’s Code of Ordinances (the “Ordinance”). Unless otherwise exempt from the ordinance as provided in Section 38.40 (c), any City contract for services valued at $100,000 or more or any City financial assistance or subsidy valued at $100,000 or more will be subject to the Ordinance’s requirement that the Vendor and its subcontractors pay their employees a “living wage” as defined and provided for in the Ordinance. 19. Applicable Law The laws of the State of Minnesota shall govern all interpretations of this Contract, and the appropriate venue and jurisdiction for any litigation which may arise hereunder will be in those courts located within the County of Hennepin, State of Minnesota, regardless of the place of business, residence or incorporation of the Vendor. 20. Conflict and Priority In the event that a conflict is found between provisions in this Contract, the Vendor's Proposal or the City's Request for Proposals, the provisions in the following rank order shall take precedence: 1) Contract; 2) Proposal; and last 3) Request for Proposals (only for Contracts awarded using RFP). 21. Travel If travel by the Vendor is allowable and approved for this Contract, then Vendor travel expenses shall be reimbursed in accordance with the City’s Vendor Travel Reimbursement Conditions. 22. Billboard Advertising City Code of Ordinance 544.120, prohibits the use of City and City-derived funds to pay for billboard advertising as a part of a City project or undertaking. 11
23. Conflict of Interest/Code of Ethics Pursuant to Section 15.250 of the City’s Code of Ordinances, both the City and the Vendor are required to comply with the City’s Code of Ethics. Chapter 15 of the Code of Ordinances requires City officials and the Vendor to avoid any situation that may give rise to a “conflict of interest.” A “conflict of interest” will arise if Vendor represents any other party or other client whose interests are adverse to the interests of the City. As it applies to the Vendor, the City’s Code of Ethics will also apply to the Vendor in its role as an “interested person” since Vendor has a direct financial interest in this Agreement. The City’s Code of Ethics prevents “interested persons” from giving certain gifts to employees and elected officials. 24. Termination The City may cancel this Contract for any reason without cause upon thirty (30) days’ written notice. Both the City and the Vendor may terminate this Contract if either party fails to fulfill its obligations under the Contract in a proper and timely manner, or otherwise violates the terms of this Contract. The non-defaulting party shall have the right to terminate this Contract, if the default has not been cured after ten (10) days’ written notice or such other reasonable time period to cure the default has been provided. If termination shall be without cause, the City shall pay Vendor all compensation earned to the date of termination. If the termination shall be for breach of this Contract by Vendor, the City shall pay Vendor all compensation earned prior to the date of termination minus any damages and costs incurred by the City as a result of the breach. If the Contract is canceled or terminated, all finished or unfinished documents, data, studies, surveys, maps, models, photographs, reports or other materials prepared by the Vendor under this Contract shall, at the option of the City, become the property of the City, and the Vendor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents or materials prior to the termination. Notwithstanding the above, the Vendor shall not be relieved of liability to the City for damages sustained by the City as a result of any breach of this Contract by the Vendor. The City may, in such event, withhold payments due to the Vendor for the purpose of set-off until such time as the exact amount of damages due to the City is determined. The rights or remedies provided for herein shall not limit the City, in case of any default by the Vendor, from asserting any other right or remedy allowed by law, equity, or by statute. The Vendor has not waived any rights or defenses in seeking any amounts withheld by the City or any damages due the Vendor. 25. Ownership of Materials All finished or unfinished documents, data, studies, surveys, maps, models, photographs, reports or other materials resulting from this Contract shall become the property of the City upon final approval of the final report or upon request by the City at any time before then. The City at its own risk, may use, extend, or enlarge any 12
document produced under this Contract without the consent, permission of, or further compensation to the Vendor. 26. Intellectual Property Unless the Vendor is subject to one or more of the intellectual property provisions in the paragraphs below, the City own all rights, title, and interest in all of the intellectual property rights, including copyrights, patents, trade secrets, trademarks, and service marks in any “Work” created, in progress, produced or completed and paid by this Contract. Work covered includes inventions, improvements, discoveries, databases, computer programs, reports, notes, studies, photographs, negatives, designs, drawings, specifications, materials, tapes, or other media. All Work produced by the Vendor under this Contract will be the exclusive property of the City and will be surrendered to the City immediately upon completion, expiration, or cancellation of this Contract. The Vendor may retain a copy of the work for its files in order to engage in future consultation with the City and to satisfy professional records retention standards. The Vendor represents and warrants that the Work does not and will not infringe upon any intellectual property rights of other persons or entities. Each party acknowledges and agrees that each party is the sole and exclusive owner of all right, title, and interest in and to its services, products, software, source and object code, specifications, designs, techniques, concepts, improvements, discoveries and inventions including all intellectual property rights thereto, including without limitations any modifications, improvements, or derivative works thereof, created prior to, or independently, during the terms of this Contract. This contract does not affect the ownership of each party’s pre-existing, intellectual property. Each party further acknowledges that it acquires no rights under this Contract to the other party’s preexisting intellectual property, other than any limited right explicitly granted in this Contract. 27. Equal Benefits Ordinance Minneapolis Code of Ordinances, Section 18.200, relating to equal benefits for domestic partners, applies to each Vendor and subcontractor with 21 or more employees that enters into a “contract”, as defined by the ordinance that exceeds $100,000. The categories to which the ordinance applies are personal services; the sale or purchase of supplies, materials, equipment or the rental thereof; and the construction, alteration, repair or maintenance of personal property. The categories to which the ordinance does not apply include real property and development contracts. Please be aware that if a “contract”, as defined by the ordinance, initially does not exceed $100,000, but is later modified so the Contract does exceed $100,000, the ordinance will then apply to the Contract. A complete text of the ordinance is available at: http://www.minneapolismn.gov/www/groups/public/@finance/documents/webcontent/c onvert_261694.pdf 13
It is the Vendor’s and subcontractor’s responsibility to review and understand the requirements and applicability of this ordinance. 28. Chapter 423. Small & Underutilized Business Enterprise Program (SUBP) Requirements It is the policy of the City of Minneapolis to provide equal opportunity to all contractors, and to redress the discrimination in the City’s marketplace against minority-owned business enterprises (MBE’s) and woman-owned business enterprises (WBE’s). The SUBP, as detailed in the Minneapolis Code of Ordinances Section 423.50, applies to any professional, technical and service contract over $100,000. Goals are set on proposals based on project scope, subcontract opportunities and projected availability of SUBP firms. There are no specific goals on this contract. However, should the proposer find an opportunity to subcontract with any businesses on this project, you are required to solicit to SUBP firms. For more information on locating MN Unified Certification Program businesses, please visit http://mnucp.metc.state.mn.us. 29. Cloud Data Storage Audit and Any Outsourced Archived Storage Requirements Cloud data storage is utilized as part of the solution, the Contractor agrees to maintain full security of their data system. The contractor must agree to supply the City with a copy of the Federal standards for the Statement on Standards for Attestation Engagements (SSAE) No. 16 or International Standard on Assurance Engagements (ISAE) No. 3402. These third party audits will be required annually, and the City will request a copy to be supplied to the Contract Manager as soon as they are released.
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Appendix II
Scope of Services It is the intent of this document to outline a general description of the Project, the extent of services required, and the relationship of this Project to other work, and the agencies or other parties that will interact with the Vendor. The contents of this document are considered representative of the Project as a whole, but are by no means conclusive. The City of Minneapolis seeks to acquire and deploy a Software as a Service (SaaS) solution to manage the talent recruitment and application tracking process. The specific tasks involved with the services are design, configuration, implementation, and maintenance of the applicant tracking system. In the proposal, responders may propose additional tasks or activities if they improve the project result and contribute to the goals (A-H) listed below. The City seeks Vendors who have proven abilities and experience in the following activities. A. Current experience operating a scalable, configurable online application and applicant tracking system as a SaaS product. B. Recent experience implementing an online application and applicant tracking system in a complex organizational environment, preferably in an organization of a similar or larger size than the City of Minneapolis. Average annual recruiting statistics at the City of Minneapolis are approximately: 400 positions filled, 325 requisition/job openings processed, 10,000 applicants, 25 recruiting end-users, 300 hiring manager end-users, 4,000 current employees. C. Recent experience implementing an online application and applicant tracking system in a complex public-sector, merit-based Civil Service environment which requires extensive applicant testing and veterans preference system capabilities. D. The organizational capacity to host an online recruitment and applicant tracking system, to provide the necessary implementation and customization required, to provide the necessary staff training, and to provide the help desk and user assistance support required. E. Establish a permanent electronic portal for applicants to apply 24 hours per day, 7 days per week, 365 days of the year, and to provide the necessary back-ups should a system failure occur. F. The technical capability to interface both in-bound and out-bound with existing human resources management systems to retrieve position management data (in-bound) and applicant data (out-bound). G. The capability to allow applicants to attach credential documents in a variety of formats including videos and utilizing mobile devices. H. Support enterprise-wide workflows among departments to facilitate the recruiting and hiring process. Training is considered an essential element of this project. Consideration of how quickly and easily the proposed system can be adopted by personnel should be part of the responses to this RFP. The system should be intuitive for users. The selected Vendor should offer core user group training, conferences, and train-the-trainer approaches as means of exposure to current and new technologies. 15
Technical support for the supplied software will be an on-going necessity. Maintenance and support of the system will be another important factor as well as the timeline, ease of access, and follow-through on maintenance and support needs or requests. The Vendor should be able to continue to provide maintenance, support, and updates to the system after its purchase.
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Appendix III
Business Requirements It is the intent of this document to outline a general description of the Project, the extent of services required, and the relationship of this Project to other work, and the agencies or other parties that will interact with the Vendor. The contents of this document are considered representative of the Applicant Tracking System (ATS) as a whole, but are by no means conclusive. Using the tables in the matrix document below, the Vendor should respond to each individual requirement by entering an ‘X’ in one of the columns provided. Select the appropriate response using the following guidelines below. Disclaimer: The term “requirement” should not be interpreted to be an absolute necessity, but rather a desired functionality or outcome. The functional requirements are presented in tabular format. The columns in the table include: Ref # Requirement Standard
Configured Customized
Not Available Describe how this requirement will be satisfied
The internal cross-reference number for the requirement. See appendices for detail requirements that were summarized to this internal cross-reference number. The specific function or behavior necessary to satisfy City business needs. The requirement is satisfied by the solution proposed without configuration. Where the requirement is satisfied by third-party software, indicate the third party product proposed. Also mark here for questions in which the Vendor satisfies the requirement. The requirement is not satisfied by the solution out of the box, but is satisfied by configuration. A modification to the solution is required to satisfy this requirement. Provide an explanation of the volume of labor and work complexity. In addition, indicate whether the requirement will be satisfied by an upcoming release, and if so, give the version number and date of release. The solution will not satisfy the requirement. Also mark here for questions in which the Vendor does not satisfy the requirement. Details regarding the delivery of the requirement. Narrative will adequately describe how the Vendor solution can satisfy the requirement. Screen shots, sample reports, or supporting documentation may be included in the response. Use extra pages as necessary and include the Requirement Ref #.
The vendor also must enter a response in each requirement table under the row heading: “Describe how this requirement will be satisfied.” Where Vendor has indicated that modifications/exceptions are needed to meet the requirement, Vendor must use this section to provide an explanation of the amount of work, the level of complexity and your availability to perform the modification. Where appropriate, indicate whether the requirement is planned for upcoming releases, and give the version number and date of release if known. To understand associated data requirements, Vendor should reference the appendices or links 17
provided. Additionally, Vendor can provide further comments outlining additional information or functionality of the system relevant to the requirement by attaching documents to the completed appendix and indicating the appropriate reference number.
General
1.01
1.02
1.03
1.04
1.05
Is the Vendor able and willing to demonstrate a completed and functional product within the specifications provided by this RFP? Describe the implementation process, including roles and responsibilities, project plan, and expected timeline/schedule. Ability to facilitate high-volume recruiting while remaining costeffective. A highly configurable, scalable solution that can configure to our unique hiring process and capable to accommodate our evolving needs as our organization grows or processes change. Demonstrate how the process will look and feel to hiring authorities or applicants as if they are using a City web application.
Online Application & Portals
2.01
2.02
2.03
2.04
Does the system deliver a separate portal for internal employees to view and apply to positions only available internally? Does the system deliver a separate portal for employees to refer external candidates? If it does, is it able to autosend configurable acknowledgements to the employee and candidate? Ability to create multiple application templates, with the ability to choose a template ad-hoc per job opening. Describe the system’s ability to have a 2-prong application process from the portal: whereby an applicant can elect 18
Not Available/Do Not Satisfy
Customize
Requirement
Standard/Satisfy
Ref #
Configure
The Vendor may also include screen shots, samples and inventories for any requirement listed.
Describe how this requirement will be satisfied
2.05
2.06
2.07
2.08
2.09
2.10
2.11
2.12
2.13
2.14
2.15
to complete personal profile info and upload a resume, or the applicant can elect to complete a full application form without uploading a resume attachment. Applicants are be able to upload one or more of a variety of document types for each job opening they apply for: cover letter, resume, work sample, writing sample, video, photos, etc. Ability for an applicant to save their application as a draft, easy ability to get back into their draft application for submission. The system should bar an applicant from submitting a draft application after the application period has closed. User-friendly drop-down fields or typein fields, such as education information (school, major), licenses, languages, etc. Ability to create a custom Terms & Agreement page. Ability to allow for electronic signature which an applicant acknowledges that they are submitting information that is truthful, etc. Describe an applicant’s ability to print their finished application materials. Describe the capability of the system to allow an applicant to alter their submitted application materials prior to the application close period, and what type of alerts are sent to the recruiter regarding the change made by the applicant. If the solution has an inactivity time-out limit, describe what defines “inactivity”, and what type of warning does an applicant receive, and how long prior to time-out? Describe the system’s capability to configure each application template with fields that are required, and the system prompts to an applicant to complete each required field. The ability for an applicant to be able to register for email notification: 1) Applicants to select job titles they want notification for, and 2) The system notifies the applicant when a matching job title is posted for accepting applications. Describe if the system has the capacity to 19
Not Available/Do Not Satisfy
Customize
Configure
Requirement
Standard/Satisfy
Ref #
Describe how this requirement will be satisfied
2.16
2.17
2.18
allow for active links to documents or external websites within the online application itself. Capability to create configurable application questions (name, demographics, etc.) which an applicant completes just once, and updates only as needed. Describe the system’s referral tracking capabilities. Ability for applicants to withdraw an application online; automated notification of applicant withdrawal to recruiters based on system authority level.
Job Postings 3.01
3.02
3.03
3.04
3.05 3.06
3.07
3.08
3.09
Ability to create multiple job posting templates, with the ability to choose a template ad-hoc per job opening. Publishing capability for job postings, including graphics, video file, font, size, color, bold, italics, bullets, active links to additional documents or external websites, etc. Capability to have job posting templates automatically feed Employment Opportunities web pages and city web pages. Automated launching, closing and archiving of job postings. Ability to easily configure job posting templates with “pick and choose” predefined and ad-hoc description headings. Describe the system’s capability to be automatically set to move from internal to external based on a configurable set of criteria. Capability of the system to extract data from pre-defined fields within all active job postings which can then extract this data and print a formatted PDF or Word Career Opportunities Bulletin listing. Ability to post a job with a working title that is different from the authorized position title. Describe the system’s social networking and job posting capabilities, including any job posting/social media site accessibility. 20
Not Available/Do Not Satisfy
Customize
Configure
Requirement
Standard/Satisfy
Ref #
Describe how this requirement will be satisfied
3.10
Can a recruiter post positions for internal employees’ access only? Can positions be posted for external and internal viewing concurrently, with editing capabilities for internal jobs?
Requisitions/Job Openings
4.01
4.02
4.03 4.04
4.05
4.06
4.07
4.08 4.09
Configurable automated requisition process (routing, approval and workflow), which provides for: 1) authentication of approvers, 2) ability to modify and send back requisitions for modification by authorized individuals, 3) configurable to different internal processes. Ability to override position job title data within a job opening to “underfill” a position with a different job title with a different set of qualifications and skills. Ability for a recruiter to override the requisition routing and approval process. Ability to attach a variety of documents and notes to a specific job opening. Ability to create an eligible list of candidates (candidates who met minimum qualifications and passed all selection processes) per job opening. Ability to create a certification list within an eligible list per job opening. The certification list may be a smaller sub-set of the eligible list, dependent upon union certification rules. Ability to link multiple applicants from one job opening to another one, which will also transfer over each applicant’s applicable test score(s), application data and uploaded applicant attachments. Describe the system’s ease of use in this area, and if there are any system tags or audit trails of which requisitions are being linked (recertified). Ability for a recruiter to update the phase each job opening is in, which allows an applicant to get real-time status information. Ability for the system to auto-populate 21
Not Available/Do Not Satisfy
Customize
Configure
Requirement
Standard/Satisfy
Ref #
Describe how this requirement will be satisfied
4.10
4.11
date fields in the requisition for when an eligible list is established and when the eligible list is set to expire. Ability to create workflow for the system to send a configurable email notification to a defined recruiter and/or hiring authority one week prior to an eligible list expiring, based on the information in an eligible list expire date field. The ability to associate recruiting costs and time-to-fill metrics per job opening.
Screening and Testing
5.01
5.02
5.03
5.04
5.05
5.06
5.07
Ability to set up configurable standard and/or ad hoc screening questions (defined multiple choice questions) for applicants to complete when applying for a job that requires them. Ability to set up configurable standard and/or ad hoc open-ended supplemental questions (free-form answers to predefined questions) for applicants to complete when applying for a job that requires them. Describe the system’s capability to group and display screening questions by the recruiter ID who created them. The system’s capability to accurately screen applicants based on answers to screening questions that have predefined correct/incorrect answers, which allows a recruiter to choose which screening questions to use for auto screening. The system’s capability to assign a configurable point value to screening question answers (with pre-defined answers) to create individual and overall ratings for each applicant per job opening. The system’s capability to automatically change applicants’ disposition status based on results of system screening upon the approval of the recruiter. Describe the system’s capability to run a process that extracts data and displays 22
Not Available/Do Not Satisfy
Customize
Configure
Requirement
Standard/Satisfy
Ref #
Describe how this requirement will be satisfied
5.08
5.09
5.10
5.11
5.12
5.13
5.14
5.15
5.16
5.17
(or prints out) a completed rating form for screening questions that used a point value rating system. Describe the system’s capability to enter and track objective data such as selection tests and other job prerequisites. The ability to choose a variety of test types to be associated to a specific job opening, which includes the ability to assign a passing score to each test type. The ability to load a test type to selected applicants per job opening where test scores can be uploaded or manually entered. The ability to assign a weight to each test type, where the system must be capable of calculating multiple weighted test scores to sum a final overall test score per applicant per job opening. The ability to process multiple testing “hurdles”, whereby individual test types are associated to different testing levels. After each testing level is processed, only active applicants are processed in the successive testing level. Describe the system’s capability to upload test score data from Scantron answer keys. Automated process where the system changes an applicant’s disposition status based on passing or failing a testing level. A recruiter should also be able to manually override a disposition status change. Automated process where the system is capable of ranking applicants based on a final test score on a job opening. A recruiter should also have the ability to manually override the rank if necessary. Ability to extract test data by a given set of criteria (same test type over a period of time, test types for specific job titles, etc.) in a report for test analysis purposes. Describe any other analytics tools the system may use for test statistics, analysis and scoring. Describe the system’s capability to generate a pre-built testing and/or interview schedule that applicants can respond electronically to, and the recruiter can run a final schedule that integrates with Outlook. 23
Not Available/Do Not Satisfy
Customize
Configure
Requirement
Standard/Satisfy
Ref #
Describe how this requirement will be satisfied
5.18
5.19
Ability to store Lominger competencies with definition and proficiency levels, which can then be used to: 1) attach to a job opening, 2) attach to individual applicants on a job opening, 3) select competencies and then individual interview questions. Ability for recruiters and hiring authorities to easily view all applicant data submitted for reviewing. Allow for edited view to hide applicant confidential or non-public data from hiring authorities. Allow for the ability to print applicant data.
Workflow and Notifications
6.01
6.02
6.03
6.04
6.05
6.06
6.07
Ability to send configurable individual or mass email notifications to applications. Does the system automatically log that contact in the applicant’s record? Describe the system’s capability to alert recruiters when sending email notifications when there is a missing email address per applicant, or when an email address has an invalid format. Does the system allow a recruiter to upload a variety of document types to system email correspondence to applicants? When sending a system group applicant email, does the system send the email individually to each applicant, so that each applicant is not able to see other applicants’ email addresses? Automated process to send email notifications to applicants with their status, with a configurable notification template. The ability to modify workflow for expedited processes or priority applicants. Auto-response email workflow when certain processes occur: 1) job opening submitted by hiring authority to recruiters, 2) job opening approval or denial, 3) job opening availability to emails who signed up for alerts, 4) application submission confirmation to applicant, 5) scheduling testing and/or interviews, 6) disposition status 24
Not Available/Do Not Satisfy
Customize
Configure
Requirement
Standard/Satisfy
Ref #
Describe how this requirement will be satisfied
6.08
6.09
6.10
6.11
changes to applicant, 7) routing of applicants to hiring authority, 8) job offer made, 9) offer acceptance. Does the system allow a hiring authority to complete a configurable job offer letter template to attach to job offer functionality in the system, which in turn generates workflow and email notification as configured? Configurable workflow for the following processes: 1) job opening approval within a department hierarchy, 2) job opening final approval to human resources, 3) routing candidates to hiring authority, 4) job offer approval steps, 5) preparing an applicant for hire, 6) filling a job opening upon hire. Does the system have the capability to allow hiring managers to enter interview questions, which triggers workflow approval and email notification to the recruiting team? Describe what, if any, functionality the system has with regards to a “to-do” or work list for the following end-users: recruiters, hiring authorities and applicants.
Applicant Data
7.01
7.02
7.03
7.04 7.05
7.06
Ability to “flag” an applicant, whereby each time that applicant applies to a job opening, an identifiable icon appears for a recruiter to take action on. Ability to merge duplicate applicant profiles, either manually or through an automated nightly process that can be reviewed prior to merging. Ability to tag each applicant profile with a specific veterans’ status for vets preference point allocation. Ability for a recruiter to attach or upload a resume or other document to an applicant’s specific application record. Ability to share applications among different departments. Real-time applicant tracking which enables hiring authorities and recruiters to record status and track applicants throughout the hiring process. 25
Not Available/Do Not Satisfy
Customize
Configure
Requirement
Standard/Satisfy
Ref #
Describe how this requirement will be satisfied
7.07
7.08
The ability for a recruiter to change data after preparing an applicant for hire, which the system then sends workflow and/or email notification regarding the change. Does the system have a 360-degree applicant view, whereby all applicant data (profile, application, notes, attachments, etc.) is available through one page?
Searching
8.01
8.02
8.03
Ability to search database on all applicant information, by specific parameters, including the capability to search resumes (data mining). Describe the processing time, accuracy and formatting of search results. Can search criteria be saved for future use on a different job opening? Describe the system’s ability to parse resumes, and state if that functionality is standard or is available through a third-party integration. Describe the tools available to search for existing applicants and job titles within the system.
Reporting, Metrics and Dashboards
9.01
9.02
9.03
9.04
Describe any recruiter dashboard, the intuitiveness of the dashboard, ease of use, and the graphing ability to allow for “customized” data specific to a recruiter, as well as all data: job openings, applicants, testing and interview schedules, jobs filled, jobs posted. Describe any recruiter dashboard, the intuitiveness of the dashboard, ease of use, and the graphing ability to allow “customized” metrics specific to a recruiter: time-to-fill, cost of hire, applicant demographics, referral sources, etc. Describe any Hiring Manager dashboard, the intuitiveness of the dashboard, ease of use, and the graphing ability to lock down to only their data: job openings, applicants, testing and interview schedules, etc. Describe any Hiring manager dashboard, the intuitiveness of the dashboard, ease of use, 26
Not Available/Do Not Satisfy
Customize
Configure
Requirement
Standard/Satisfy
Ref #
Describe how this requirement will be satisfied
9.05
9.06
9.07
Not Available/Do Not Satisfy
Customize
Configure
Requirement
Standard/Satisfy
Ref #
Describe how this requirement will be satisfied
and the graphing ability to lock down to only their metrics: time-to-fill, cost of hire, summary only of applicant demographics, referral sources, etc. Describe any other standard reports, queries, metrics, and dashboards provided by the system. EEO reporting: applicants vs. hires; internal and external applicants; reporting by position unit/department and by EEO job groups and categories; candidate status; race, ethnicity and gender. Client access to data warehouse for ad hoc reporting and analysis.
On-boarding 10.01
10.02
10.03
Does the system provide for an applicant hiring checklist that is managed through workflow? Does the system provide for an electronic solution for on-boarding new hires, such as a self-service capability for benefits enrollment, training enrollment, I-9 completion, W-4 update, personal data confirmation, etc.? If it does, can this “hub” incorporate live hyperlinks to embedded documents or other external websites? Describe the configurable transfer of applicant data to employee job record upon hire.
Note: The items listed above should not be construed as to be an exhaustive list of product requirements. Included in the implementation portion of the process will be an assessment of business needs and responders should be prepared to integrate those needs into a final product.
27
Appendix IV
Technical Requirements Using the tables in the matrix document, the Vendor should respond to each individual requirement by entering an ‘X’ in one of the columns provided. Select the appropriate response using the following guidelines below.
Disclaimer: The term “requirement” should not be interpreted to be an absolute necessity, but rather a desired functionality or outcome. Standard
Configured Customized
Not Available Comments
The requirement is satisfied by the software proposed without configuration. Where the requirements are satisfied by third-party software, please indicate the third party product proposed. The requirement is not satisfied by the software out of the box, but is satisfied by configuration of the software. A modification to the software is required to satisfy this requirement. Provide an explanation of the volume of labor and work complexity. In addition, indicate whether the requirement will be satisfied by an upcoming release, and if so, give the version number and date of release. The software will not satisfy the requirement. Use extra comments pages as necessary
The vendor also must enter a response in each requirement table under the row heading: “Describe how this requirement will be satisfied.” In addition to this description, if Vendor requirement is met by more than one module that the City would need to license, Vendor must list which module or modules are required to satisfy the requirement (modules should map to products referenced in pricing sheet). Also, where Vendor has indicated that modifications/exceptions are needed to meet the requirement, Vendor must use this section to provide an explanation of the amount of work, the level of complexity and your availability to perform the modification. Where appropriate, indicate whether the requirement is planned for upcoming releases, and give the version number and date of release if known. To understand associated data requirements, Vendor should reference the appendices or links provided. Additionally, Vendor can provide further response comments outlining and additional information or functionality of the system relevant to the requirement under the row heading: Additional comments / recommendations. The Vendor may also include screen shots, samples and inventories for any requirement listed. For example, a reporting requirement may be supported by an inventory of reports provided by the system and samples of these reports.
28
System Interfaces Please describe the overall approach and strategy for integrating the proposed solution into the City’s existing enterprise application environment and provide a schematic of the proposed architecture (refer to the System Integration Diagram below). The strategy description should address the following: •
proposed method of integration for each of the systems referenced below. Please specify the integration type from the options listed;
•
references where this integration strategy has been successfully implemented, including a schematic of the implemented architectures;
•
how much of the integration strategy is enabled with the standard product offering and what additional tools (e.g. middleware) are required;
•
relative effort and type of resources required for proposed integration methods ;
Integration types 1) Data load from source system (PeopleSoft 8.9 and 9.2) with linking identifiers: a. Data from source system is copied into the database of the new system b. Duplicative storage costs c. Requires a reliable linking field (e.g. Tax ID) 2) Data load from source system without linking identifiers: a. Data from source system is copied into the database of the new system b. Duplicative storage costs c. Required data processing to associate data between the two systems d. No enterprise ID present in the data that can be linked to other sources (ID cannot be unique to the proposed system) 3) Documented web services API utilizing SOAP or REST a. Vendor needs to provide the API documentation b. Integration to be built to a documented 3rd party platform 4) Data integration via custom service call to database a. API that will be developed for the proposed implementation at the City of Minneapolis b. SOAP or REST compliant 5) Data integration via custom service call to remote custom method a. For the case that the proposed solution is a proposed integration of two applications 6) Simple parameterized URL a. Call out to external app (Oracle ECMS, Property Information, Maximo, etc…) b. Vendor is expected to provide the url that will be called 7) Workflow integration via service call a. This integration does not require the development of a job to poll a table in the target application to trigger an event. 8) Workflow integration via database trigger 9) Cross-system alerting a. User in one system is alerted (via email or other method outside of the application) that an event in another system has occurred
29
Data Center Standards
10
11
Systems should be architected to operate with one primary technical function per server. For example, application server separate from database server
12
Systems should operate in virtual and / or shared server environments. For example, shared application server environment, shared database server environment.
13
Systems should not require local disk storage to operate successfully
14
Systems should support Windows Authentication access control
15
Systems must operate on City standard communication networks, as applicable: Wired WAN/LAN 100 megabit minimum WiFi 802.11 b/g Must support EAP-TTLS, WPA2 VPN Remote access
Service Server OS: DBMS: Storage:
Web Server: Mail Server:
Not Available
Customize
Requirement Systems must operate in the City’s standard data center environment
Configure
Ref #
Standard
City of Minneapolis Production systems are implemented in a Tier 2 data center operated by Unisys Corporation as part of a managed services agreement. The City acquires hardware / OS platform capacity and support services for operating its systems on an as-needed basis. In general the City does not purchase and own specific hardware hosted in the data center.
Specification Microsoft Windows 2008 Server 32/64 bit run in a virtualized environment using VMware ESX Microsoft SQL Server 2008 R2 (Preferred RDBMS) Oracle 10g and 11g Storage Area Networks (SAN), Network Attached Storage (NAS) Hosted Storage Microsoft Internet Information Server 7.5 Microsoft Exchange 2003 30
Describe how this requirement will be satisfied
Roadmap Current Current Current Current Current Current
Hosted Exchange on Office 365 Other Enterprise Application Services GIS: ESRI ArcServer 10.0 (GIS) Document Oracle Content Management 10g Management:
31
Current Current Current
End User Computing
16
17
Software must not require user administrative rights to operate
18
Client software must support remote, unattended / silent install using Microsoft MSI Packaging
19
Demonstrate how your system supports the use of mobile devices, including mobile versions of the online job portal. Provide a list of supported mobile devices. Does the software include a mobile application? Systems must operate on City standard communication networks, as applicable
20
21
Describe the level of expertise needed to perform system configuration activities
22
Solution must support modification via configuration files and system parameters rather than via a programming language, including application templates, job requisition templates, approvals and workflow, job profiles, posting templates, letter templates, etc.
23
Must support multiple browser portability (at least the most current). The vendor shall provide a list of supported browsers and their versions and the plan for the future releases. Describe any known issues with specific browsers and versions when using your software, and provide your recommended browser and version for use with your application. Vendor must have followed current web standard such as those defined by W3C. 32
Not Available
Customize
Requirement Client software applications must operate on City of Minneapolis standard end-user hardware devices. End user hardware devices consist of Intel platform devices using Microsoft Windows
Configure
Ref #
Standard
The City maintains a hardware catalog of standard equipment and managed services that are leased from our managedservices vendor. There also is a standard base software image defined and managed under contract. While specifications for these standards are subject to change, what is represented here represents what is currently in place. Where roadmaps are defined, target specifications and time frames are indicated.
Describe how this requirement will be satisfied
24
25
Standard Device Specifications Standard Desktop: Dell Optiplex 780
Engineering Desktop: Dell Optiplex 780
Standard Laptop: Dell Latitude E6400
Engineering Laptop: Dell Latitude E6400
Not Available
Customize
Configure
Requirement The ability to have two sessions or two windows of the software open simultaneously to toggle between different screens. The ability for a recruiter to access the online application portal to get the “applicant view” when trouble-shooting applicant issues applying online.
Standard
Ref #
Device Processor: Core 2 Duo 3.0GHz Operating System: Windows XP Professional SP2 Memory: 2.0GB RAM Monitor: 17" All-In-One Monitor Video: Integrated Video Hard Drive: 160GB Hard Drive Drive: 8X DVD+/- RW Drive with Roxio Creator Dell USB Keyboard and Mouse Processor: Core 2 Duo 3.33GHz Processor Operating System: Windows XP Professional SP2 Memory: 4.0GB RAM Monitor: 24" Wide Screen Monitor Video: 256MB ATI Radeon HD 3450 Graphics Card Hard Drive: 250GB Hard Drive Drive: 16X DVD+/- RW Drive with Roxio Dell USB Keyboard and Mouse Processor: Core 2 Duo 2.26GHz Processor Operation System: Windows XP Professional SP2 Memory: 2.0GB RAM Display: 14.1" Widescreen WXGA LED Display Hard Drive: 80GB Hard Drive Drive: 8X DVD+/- RW Drive with Roxio Processor: Core 2 Duo 2.80GHz Processor Operation System: Windows XP Professional SP2 Memory: 4.0GB RAM Video: Mobile Integrated Video Display: 14.1" Widescreen WXGA LED Display Hard Drive: 160GB Hard Drive Drive: 8X DVD+/- RW Drive with Roxio
OS Specifications Microsoft Windows 7 Enterprise 32/64 bit
Roadmap Current
Base Image Software Internet Explorer 9 Microsoft Office 2010 Professional Adobe Acrobat Reader 10
Roadmap Current Current Current 33
Describe how this requirement will be satisfied
Adobe Flash Player 11 WinZip 17 Symantec
Current Current Current
26 Systems should support the ability to require strong passwords, force periodic changes and lock-out users after unsuccessful access attempts 27
System passwords should be encrypted during transmission and storage
28
System must have capability to automatically terminate temporary or emergency user-access after a defined period of time. The defined time period must be customizable for the City’s use of your system. If your solution supports this requirement, describe how this is accomplished.
29
System must have capability to lock out a user after a set number of unsuccessful login attempts. If your solution has this capability, describe in detail –how configuration can be customized for City use of the system.
30
System must have the capability to lock a user session (session time out) after inactivity for a defined period of time. System must have the capability for the user to initiate a session lock. If your solution has this capability describe in detail how configuration can be customized for City use of the system.
31
Requests for system administrator access must be based on a documented business need and received and approved in writing by the system owner or data custodian. Describe how your solution will meet this requirement, especially in regard to system administrator access that allows access to City data by non-city personnel.
32
Describe how remote access (by City users and by your employees and supervisors) is managed and secured.
34
Not Available
Requirement
Customize
Ref #
Configure
Standard
Security Describe how this requirement will be satisfied
33
34
Describe the system capability to generate and send group emails that, while processed as a group, sends emails individually so that recipients cannot see other recipients’ email addresses.
35
Describe the system’s data transfer encryption methods and security standards employed. Access to data should be restricted to only those individuals needed to fulfill contractual obligations. Describe information management and access control methods utilized. Operating systems and software must be current with applicable updates to prevent exploits and have active malware protection in place. Describe system security practices.
36
37
38 39
40
Describe physical storage security methods, and how it protects from unauthorized access. Ability to create guest accounts for non-COM search committee members and search firms to have access to application materials and job postings from the web. Describe the methods of securely, electronically routing of application materials to hiring authorities/search committees.
35
Not Available
Customize
Configure
Requirement Describe the solutions’ configurable internal security for providing or limiting access to individual functions or data. Does the solution include the ability the set security by specified role on page and/or field level, by view-only or update ability, in addition to hiding confidential or nonpublic data by page and/or field level?
Standard
Ref #
Describe how this requirement will be satisfied
Auditability All software systems must enforce audit trails on basic user activity. All moderate and high security risk impact systems must enforce system administration activity. Fine-grained auditing is a business-driven requirement that is frequently associated with regulatory compliance audit requirements. Documented procedures must be in place to audit at least annually all user access accounts to City data. User activity logging must be enabled. Logs must be preserved for at least 12 months and protected against tampering or deletion by privileged users. Logs and reporting data must be available to City security personnel for forensic examination if suspicious activity is detected or when a suspected breach has occurred.
41
1) 2) 3) 4) 5) 6)
User authentication Type of event Date and time Success or failure indication Origination of event Identity or name of affected data, system component or resource
42
System must have the capability to enforce audit trails as specified in this document • All audit records must track individual user logon ID. • All audit records must be time-stamped using a system clock
43
Systems must have enforce audit trails to log and report on basic user activity: • Log on attempts (successful and unsuccessful) • User lock-outs • Error messages • Files opened and closed • Modifications of files • Security violations within the application
36
Not Available
Customize
Requirement Systems must have the capability to log basic information about user access activity, system events and errors, and access violation reports. Activity logs must capture at least the following:
Configure
Ref #
Standard
Documented procedures must be in place for auditing and reporting on system-administration actions at least quarterly.
Describe how this requirement will be satisfied
44
45
46
47
Systems must have the capability to enforce audit trails to log and report on: • Transaction workflow • Files open, modified or closed (file-level) • Write or change data or data query • Read, display, print data • Display last access to next userPrivileged User (system administration) audits must be reported and reviewed at least [quarterly]. Full audit trails should be accessible by a functional system administrator at the COM.
37
Not Available
Customize
Configure
Requirement Systems must enforce audit trails to log and report on system administration activities: • User account creation • User account modifications • Changes in user access authorizations to system resources • User account disabling and deletions • Requests to change configuration files
Standard
Ref #
Describe how this requirement will be satisfied
Data Migration and Conversion There are a number of operational databases or file systems currently in use in the participating Department. The Department will have different levels of need for these services. Bidders must ensure that they reflect these needs. The data contained within these databases may need to be transferred (migrated) into the System. Given the enterprise nature of this project and the fact that department and Value Stream business processes may be phased in over time, there may have to be multiple Data Migration periods. As part of each migration, it is expected that automated and manual data cleaning will need to occur in order to consolidate redundant or obsolete information and satisfy the system requirements. The department will be responsible for cleansing their own data using tools and processes developed in collaboration with the Vendor.
Data Migration Requirements
Data Migration
The Vendor shall provide Data Conversion Software and Documentation that shall include the software programs, components and related documentation (data conversion maps, data conversion results) that are used in the conversion of data from other systems to the System.
Data Migration
Standard
Ref # Requirement 48
Describe how your solution will accept the City’s existing data into your product’s database schema.
38
Not Available
The Vendor will work with the City and its current IT staff to execute the merge of common entity data both within a department’s legacy data and across the participating Departments’ data into a single master data record for each entity.
Customize
Deliverable or Process Data Migration
Configure
Task The Vendor will work with the City and its current IT staff to develop a migration plan that will merge common entity data both within a departments legacy data, and across the participating Departments’ data, into a single master data record for each entity. Data migration and conversion may include: applicant profile/personal information, applicant application-specific information, applicant test scores and ranks, applicant status, veteran status, job requisitions, requisition status, attachments to requisitions, salary ranges, job codes, job titles, etc.
Describe how this requirement will be satisfied
Customize
Not Available
Customize
Not Available
49
Requirement Describe how your solution’s interface, business rules and database can be custom configured to meet the needs of users across multiple jurisdictions and departments. If you are proposing a software-as-a-service deployment model, be sure to describe how the software can be configured for the City of Minneapolis account as a whole and for subsets of user profiles within the City of Minneapolis account.
Configure
Ref #
Standard
Maintainability
Describe how this requirement will be satisfied
50
Requirement Provide your recommended server and end user computer specifications for an environment with 30 Recruiter users, 300 hiring manager users, 4,000 City employee users/applicants, and 13,000+ external applicants. Describe the hardware and software platforms that the solution will run on.
51 Describe your proposed solutions capabilities for system performance monitoring, load balancing, error reporting. 52 All database and system jobs and operations will have minimum impact on the production environment. 53
Identify all anticipated performance bottlenecks and propose solutions to those bottlenecks.
54
Describe your solution’s capacity to handle the following transactional activities without undue performance lags: 1) Allow and process hundreds of applicants applying at any given time, 2) Process test scores and test weights for up to 4,000 applicants for one job opening in one batch process.
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Performance
Describe how this requirement will be satisfied
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Requirement Describe the Vendor’s up-time percentage record.
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Quality Assurance Describe how this requirement will be satisfied
56 Describe your recommended quality control procedures for the solution implementation.
Reporting Describe how your solution will generate a variety of reports that are based on the user, audience, and purpose of the report, and the ease of use of each type of report below. Requirements range from standard formatted reports used on a routine basis to ad hoc requests for specific information that is user-defined on a one-time basis. The following is a sample, though not at all exhaustive, list of reporting types and brief descriptions. Standard Reports – Reports formatted to show specific data which can be filtered by defined values. Sorting, basic calculating, graphing and other standard reporting features are required.
Extracts – Reports will be needed that are based on pre-defined sets of data that can be scheduled for extraction and exported into a variety of formats and delivered on a periodic basis. Extracts of data sent to electronic media may require encryption.
Parameter-Driven Reports – Reports specified on-the-fly and retrieved from databases after prompting from a pre-defined set of parameters.
Custom Reports – Reports that can be defined, retrieved, and viewed or printed with any collection of fields that a user has privileges to access and view.
Data Mining – Reports designed by a sophisticated user, based on an understanding of all data fields and their relationships in the database.
Performance Metrics – The system must provide performance reports to monitor and improve recruiting processes.
Cross-Departmental Reports – The system must provide reports which encompass data from and controlled access by several or all Departments.
Inclusion of Data from External Sources – The system must provide reports which encompass data from multiple pre-defined sources. Reporting shall be done on an as-needed basis without negative impact on transaction processing.
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58 Describe the delivery options available for your reports. Describe how your proposed system will allow administrators to schedule automatic delivery of reports. 59 60
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Describe the process to add and store additional reports that are defined by the City users. Describe any limitations to the quantity of reports that can be run on your system. For example, is there an upper limit for storing queries after which performance is affected? If reports are managed in a hosted environment, are there time and capacity limits? Put N/A if your reports are not managed in a hosted environment The City uses IBM Cognos as its enterprise reporting tool and seeks a pre-built integration into Cognos Systems must have a technical access control mechanism to authenticate unique users, and authorize individual users to reporting resources. Describe in detail how your system accomplishes this. Describe the report development tools supported by the solution, and the ability to allow users to run ad-hoc reports and save criteria for future use. Ability to generate batch and portfolio .PDF formatted printing of online applications, which extracts confidential and non-public data. The system ability to print summary resumes. Describe the ability to have aggregate reporting capabilities across systems (reports summarizing data from various sources). EEO-OFCCP Compliance reporting ability.
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Requirement List and describe the real time and historical reports that are included with all aspects of the solution (inbound, outbound, and transactional). If your list is extremely long, you may list the highlights here and attach an appendix. Specifically, detail available reporting in the areas of: Applicant demographics, adverse impact, cost-per-hire, time-to-fill, source effectiveness, test score analysis, applicant flow, job posting from a library, affirmative action (which also extracts applicants that are re-certified for the same job).
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Requirement Describe the system administration module and its capabilities to securely add, remove, and modify users and help establish, remove, and recover authentication credentials. Use this space to outline any functions that are reserved for system administrators at your organization and system administrators at the COM.
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System Administration Describe how this requirement will be satisfied
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In a hosted environment: The City expects that all functionality will be available and all service levels restored to normal operating conditions once system has been restored for City use on or before the RTO specified in this RFP. Describe in detail how your solution will meet this requirement. If you cannot meet this requirement, describe in detail the progression toward full restore of services in the event of a disaster.
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In a hosted environment: The City expects that all security protections operating in your environment to safeguard City data will remain operable during the recovery period toward full system restore. Where are your data centers/servers located, and are your servers located at multiple sites?
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Describe how your solution applies records management policies to electronic and physical records-storage repositories. The COM has a record retention schedule of three (3) years for applicant and requisition data. Can the system store, process and retrieve three years’ worth of applicant and requisition data, including attachments? This could encompass 2,000+ requisitions, 100,000+ applicants, 100,000+ attached documents.
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Requirement System must have the ability to support a simple procedure to transition to a disaster recovery environment. Please describe how your system would support either a hot, warm, or cold disaster recovery environment
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Disaster Recovery, Archiving and Data Warehousing
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Requirement Data Warehousing/Archiving: Describe the solution’s ability to archive applicant and requisition data after three (3) years, either in an automated or manual method. Describe the process and ease-of-use of both methods of archiving, the maximum amount of time data can be stored, and how quickly a user can retrieve archived data.
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75
Does your system have the ability to mass delete applicant and job opening data after a specified time period? 76 Describe the Vendor’s capability and process for transferring ownership of data back to the City. What format does the Vendor use for the transfer of data?
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Describe the job applicant’s experience with your solution, including performance expectations, the average number of clicks required, the types of data look-up prompts required, password help functionality, ease of uploading documents, and attractiveness of the site. Describe the solution’s online help/tutorial for end-users (hiring managers and applicants). If your solution has this functionality, how is it updated, maintained and how are new enhancements communicated to customers? 43
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Requirement Identify aspects of your application that make it easy to use and intuitive across a broad spectrum of users (recruiters, hiring managers, and applicants). For each end-user, how much training effort is needed to use the system proficiently. You may cite evaluations and ratings from neutral reviewers to support your claims. The public facing interface must comply with Americans with Disabilities Act (ADA) rules.
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Usability Describe how this requirement will be satisfied
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Requirement The solution should have an architecture that supports standardized integration of functional and data access methods with other systems. Business rule logic should be embedded in the integration layer. Specifically, does the software integrate with PeopleSoft 8.9 and 9.2 (both inbound and outbound integration). Do you have customer examples where those interfaces are currently operational? Describe the processes that define compatibility with PeopleSoft.
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Integration Describe how this requirement will be satisfied
The solution should support SOAP-based or REST-based web services
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The solution should have an integration layer that will be upgraded as part of the normal upgrade process. How are upgrades are your software communicated to customers, and how are interfaces updated due to upgrades of either your software or our version of PeopleSoft?
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The solution should provide a means for the City staff to develop application integration. Describe documentation provided for system integration processes, training programs and related support options. What resources will the vendor provide for integration needs, and are the resources dedicated?
84
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Requirement The solution must not require a permanent vendor network connection to the production environment.
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Vendor Remote Access All access to the City’s network from untrusted networks must use a City-controlled device operating a City-approved VPN connection. To be approved the, VPN must be implemented based on SSL/TLs or IPSEC, with individual certificates. Describe how this requirement will be satisfied
Requirement 85
86
Describe the level of customer support provided by the vendor for end-users, including applicants experiencing technical difficulty applying online. Is a support team dedicated to manage our company and user issues while employing industry best practices? Separate the customer support provided by the vendor during and after implementation.
87 What hours and days of the week is your customer support team available? Is your customer support team comprised of employees or outsourced?
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Technical Support
Describe how this requirement will be satisfied
Appendix V
Pricing Proposal Workbook See Appendix V spreadsheet
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