REQUEST FOR PROPOSALS

SALT LAKE COUNTY

Applicant Management Software Solution

RFP # HR132857

Date of Issue: September 16, 2026

Human Resources

TABLE OF CONTENTS

Part 1: Overview and Instructions

1.1 Purpose of the Request for Proposals

1.2 Deadline for Proposal Submission

1.3 Projected Schedule for the RFP Process

1.4 Pre-Proposal WebEx Meeting

1.5 Question Submission

Part 2: Scope of Work and Requirements

2.1 Background

2.2 Scope of Work

2.3 Length of Agreement

2.4 Fee and Escalation Clause

2.5 Insurance Requirements

2.6 Proposal Format / Submission Requirements

Part 3: Response Evaluation and Notice to Proposers

3.1 Evaluation and Scoring Criteria

3.2 Written Agreement Required

3.3 Notice to Proposers

EXHIBIT A – Applicant Management Software Solution Specifications EXHIBIT B – Pricing EXHIBIT C – Project Plan EXHIBIT D – References EXHIBIT E – Certificate of Final Acceptance EXHIBIT F – Sample Agreement Acceptance EXHIBIT G – Privacy Criteria

ATTACHMENT A – Proposal Cover Summary ATTACHMENT B – Request for Protected Status ATTACHMENT C – Procurement Preference System ATTACHMENT D – Environmental Compliance Practices ATTACHMENT E – Example RFP Contract

Part 1: Overview and Instructions

1.1 Purpose of the Request for Proposals “RFP”

Salt Lake County (County), on behalf of Human Resources (HR), is soliciting proposals from qualified firms “Proposer / Contractor” to provide a job applicant tracking solution that meets all of the County’s needs as outlined herein. The new solution will help facilitate better relations between recruiters and hiring managers and candidates, streamline requisition creation, the approval process, and improve the quality of hires. The solution must provide an efficient and cost-effective hiring process.

County is seeking an engaging solution that includes electronic signature, a mobile application, mobile notification to candidates, and division-to-department customizable workflows.

This RFP is intended to provide interested Proposers with sufficient minimum requirements. The requirements in the Scope of Work for this RFP are not intended to limit a proposal's content or creativity. Proposers may submit innovative ideas, new concepts, and optional features in response to this RFP.

Proposers are encouraged to expand upon the specifications to give additional evidence of their ability to provide the services requested in this RFP. Responsive Proposers must address the needs and requirements stated in the Purpose and Scope of Work of this RFP.

The award of additional features beyond the minimum requirements is in the County’s sole discretion and will be clearly identified in the resulting contract if it is deemed appropriate by the County and falls in line with the initial RFP Scope of Work.

1.2 Deadline for Proposal Submission

Proposals must be uploaded before 1:00 PM on Wednesday, October 14, 2026 in Contracts and Procurement online solicitation system, the Utah Public Procurement Place (U3P) powered by Euna:

https://utah.bonfirehub.com/portal/?tab=openOpportunities No proposals will be accepted after the closing date and time.

1.3 Projected Schedule for the RFP Process

County reserves the right to modify the following schedule at its discretion:

Activity Date

Pre-Proposal WebEx Meeting Weds, Sept., 23rd Final day to submit questions Weds., Sept., 30th https://utah.bonfirehub.com/portal/?tab=openOpportunities

Proposal Due Date Weds., Oct. 14th Committee Meeting Weds., Oct., 21st Proposer Demos (tentative) Weds., Nov., 4th

1.4 Pre-Proposal WebEx Meeting

Interested Proposers are invited to participate in a pre-proposal WebEx meeting to discuss the project and to ask questions about this RFP. It will be held on Wednesday, September 23, 2026 beginning at 9:00 am. Please contact Michael Emery, Jr. at MEmery@saltlakecounty.gov to request the WebEx meeting information.

Proposers are encouraged to submit their questions in writing before the meeting through the county’s online solicitation system the Utah Public Procurement Place (U3P) powered by Bonfire. The meeting is for informational purposes only and is not binding. If the RFP needs to be modified or clarified, the County will issue a written amendment on U3P.

1.5 Question Submission

Questions may be submitted through U3P until the deadline for questions submission, which is Wednesday, September 30, 2026 at 1:00 pm. Answers to the questions will be posted in U3P Bonfire for everyone to view. Do not contact County officers or employees, or selection committee members.

Part 2: Scope of Work and Requirements

2.1 Background

County’s current applicant tracking system has been in use for the past 6 years.

County would like to consider all software options as we look at future implementation.. The proposed solution will be accessible by mobile devices including texting, have direct sourcing, scheduling capabilities, integrated forms and the ability to upload County forms, and provide a stable integration to

PeopleSoft and Payfactor. for job descriptions. The solution should have tracking pixels, with good reporting, and responsive-effective vendor support.

2.2 Scope of Work

The proposed solution must result in a successful implementation. The implemented system must provide the County a SaaS (Software-as-a-Service) mobile system that provides candidates a quick and easy solution to apply for salaried and hourly opportunities. The candidates must have easy access to mailto:MEmery@saltlakecounty.gov upload resumes and supporting documentation while being able to receive mobile notifications.

The Proposer’s solution must have an automated interface with PeopleSoft.

The Proposer must convert and import the existing County’s applicant tracking history (Icims) into the new solution.

The Proposer’s solution will address the needs of internal recruiters by providing database searching on all information and by specific parameters.

The Proposer’s solution must provide standard reports that address turn-over, Equal Employment Opportunity EEO, hiring and placement matrix. Additionally, it must provide ad hoc report functionality to allow more detailed reports to be created as needed.

The Proposer’s solution must provide the capability of pre-screening candidates with elimination questions.

The Proposer must submit a four-to-six-month implementation Exhibit C: Project Plan with a “go-live” date no later than October 2027. The project plan must consist of a communication plan, Proposer’s resources, and suggested County resources.

The Proposer must provide a customer support plan for after the implementation that includes problem and support escalation process.

The Proposer must demonstrate how their solution will ensure secured access and storage of County data.

The proposal must address why the County’s investment in your firm and in the proposed solution is a stable and financially secure decision. Your proposal should also demonstrate your strong understanding of the challenges facing recruitment now and in the future.

The Proposer must provide three governmental references (Exhibit D) where customer satisfaction, implementation process, and fees can be examined by County.

2.2.1 Minimum Requirements

In order to meet the minimum qualifications, the proposer must provide:

• A SaaS, mobile, accessible, highly configurable, and scalable solution configured to County’s unique hiring management process and capable of accommodating evolving needs and growth as people and processes change

• A solution capable of pre-screening candidates, utilizing elimination questions to determine whether or not candidates meet minimal requirements

• Data security ensuring County data is securely stored appropriately with controlled limited access

• Rapid information access with timely recruiting metrics reporting

• Effective tracking of EEO data while ensuring EEO guidelines compliance

• A four-to-six-month project implementation plan

• Interface with County’s HRIS system (PeopleSoft)

• Submittal of Exhibit A: - Applicant Management Software Solution

Specifications

2.3 Length of Agreement

The contract resulting from this solicitation will become effective on October 26, 2027 unless implementation necessitates an effective date upon execution with a six (6) year term.

The term of the agreement is from the date identified upon execution of a written agreement through the completion of the project and warranty period as proposed and agreed upon in the resulting contract.

There is no guarantee that a contract will be awarded or that any future contract renewals will be awarded.

County reserves the right to review the contract on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

2.4 Fee and Escalation Clause

The proposed price must be guaranteed for 24 months. The County’s budget is on a calendar year. Thereafter, a price adjustment must be requested by July 30th for the following year. A request for a price increase must include sufficient documentation supporting the request. Justification for a price increase should be linked to an independent index or indicator not controlled by either the County or the Proposer or it cannot exceed 3% annually. The County may reject or accept price escalation at its sole discretion. Any price escalation to the contract must be approved by the County as a written amendment to the resulting agreement. EXHIBIT E – Certificate of Final Acceptance must be fully executed before monthly fees will be paid.

2.5 Insurance Requirements

Insurance Requirements. Contractor agrees to secure and maintain the following required policies of insurance before commencing work on the project:

2.5.1 Workers’ Compensation. Workers’ compensation insurance with statutory limits as required by the State of Utah unless a waiver of coverage is allowed and acquired pursuant to Utah law and Employers Liability insurance with minimum limits of $1,000,000 per Accident;

$1,000,000 Disease per employee; $1,000,000 Disease per policy. The policy shall be endorsed to include a written waiver of the insurer's right to subrogate against County. This requirement includes contractors who are doing business as an individual and/or as a sole proprietor as well as corporations, limited liability companies, joint ventures and partnerships.

2.5.2 Commercial General Liability. Commercial general liability insurance on a standard occurrence form, in the minimum amount of $500,000 per occurrence with a $1,000,000 general policy aggregate. If Contractor maintains higher limits than the specified minimum limits, County requires and shall be entitled to coverage for the higher limits maintained by Contractor. The policy shall protect County and Contractor from claims for damages for personal injury, including accidental death, and from claims for property damage that may arise from Contractor’s acts or omissions under this Contract, whether performed by Contractor itself, any subcontractor, or anyone directly or indirectly employed by either of them.

Such insurance shall provide coverage for premises operations, acts of independent contractors, and completed operations. Completed operations insurance shall be maintained for three (3) years after the end of the warranty period.

2.5.3 Commercial Automobile Liability. Commercial automobile liability insurance that provides coverage for owned, hired, and non-owned automobiles, in the minimum amount of $500,000 per person, $1,000,000 per accident, $250,000 property damage or a single combined limit of $1,000,000.

2.5.4 Errors and Omissions. Contractor shall carry errors and omissions insurance in the minimum amount of $1,000,000 per occurrence with a $2,000,000 general policy aggregate.

2.5.5 General Requirements for Liability Insurance.

2.5.5.1 Salt Lake County shall be endorsed as an additional insured on all liability policies. The endorsement shall include liability arising out of ongoing and completed operations by or on behalf of the Contractor in the performance of the Contract. Required policies shall be endorsed to include a written waiver of the insurer's right to subrogate against all persons or entities that are, or are required to be, additional insureds.

2.5.5.2 Required policies shall cover inter-insured suits between Contractor and the additional insureds and shall include a “separation of insureds” or “severability” clause which treats each insured separately.

2.5.5.3 Contractor shall furnish certificates of insurance, acceptable to County, verifying the foregoing matters concurrent with the execution hereof and thereafter as required.

2.6 Proposal Format / Submission Requirements

Submit proposals in the online solicitation system (U3P). All proposals should be formatted as three (3) separate PDFs: 1) Program Proposal; 2) Pricing Proposal; and 3) Supplemental Attachments (Optional). NO MORE THAN

THREE (3) SEPARATE DOCUMENTS SHOULD BE SUBMITTED.

Proposers must submit a narrative response to the elements outlined in 3.1 Evaluation and Scoring Criteria and conform to the submission requirements listed below.

Proposals not following the Proposal Format/Submission Requirements outlined herein, may result in being deemed non-responsive.

1. Program Proposal (PDF #1):

A. Document #1 (Program Proposal) should begin with the completed Attachment A Proposal Cover Summary (Required). Attachment A is not included in the page count.

a. Table of Contents should be included, organized in the same order as the Evaluation Criteria in Section 3.1 (not included in the page count).

b. Format should be 1) 8-1/2 X 11 size with white background 2) portrait layout only and 3) black 12-point font. Section headings may be in color and a larger font.

c. The PDF view should be in Single-Page layout.

d. Title page, cover letters are not required but are acceptable (not included in the page count).

B. The narrative response to the elements outlined in 3.1 Evaluation Scoring Criteria may not exceed [30-pages].

C. The Program Proposal should include within the PDF all exhibits (Resumes count toward the narrative limit, all other exhibits do not count toward the narrative limit).

D. The Program Proposal PDF with all attachments, exhibits, appendices, etc., is limited to 10 MB to allow for electronic distribution.

2. Pricing Proposal (PDF #2):

A. Excel in lieu of PDF documents are acceptable unless otherwise specified in the RFP.

3. Attachments (PDF #3)

A. Attachments B, C, D, E (Optional)

1. If requesting protected record status complete Attachment B and upload a redacted program proposal.

• All documents submitted in response to this RFP will be treated as public records in accordance with GRAMA unless a claim of business confidentiality is submitted. Refer to Section 3.3.A.

• Failure to provide a redacted copy, or otherwise comply with the requirements, waives your request for protected record.

2. If requesting preferences, include the completed Attachment C and proof. Refer to Section 3.1.A.

3. Attachment D County’s Environmental Compliance Practices and Non-

Debarment Certification compliance. Proposers should attest to the Attachment D compliance statement in the U3P event Questions Section. Proposers are not required to submit a signed Attachment D.

4. If requesting alterations to Attachment E or the RFP per Section 3.2 of this RFP, include a PDF of items requested and reasonable alteration desired.

Part 3: Response Evaluation and Notice to Proposers

3.1 Evaluation and Scoring Criteria

Response to the program proposal will be evaluated, scored, and ranked by a Selection Committee. Each member of the committee will be provided a score sheet to complete the proposal evaluation utilizing the point system listed below.

Committee Members individually score the proposals and rank them 1st, 2nd, 3rd, etc. according to their total score. The following point system is utilized:

Excellent (5): If the proposal offer exceeds expectations, with an excellent probability of success in achieving all requirements of the RFP, and is very detailed in providing innovative ideas, new concepts or optional features applicable to the project; a score of “5” is given.

Good (4): If the proposal offers a very good probability of success, achieves all requirements of the RFP in a reasonable fashion and provides some innovative ideas, new concepts or optional features applicable to the project; a score of “4” is given.

Acceptable (3): If the proposal offers a reasonable probability of success, but some of the requirements may not be met and does not include innovative ideas, new concepts or optional features applicable to the project; a score of “3” is given.

Poor (1-2): If the proposal falls short of expectations and has a low probability of success; a score of “1-2” is given.

Unacceptable: If the approach completely fails the requirements; a score of “0” is given.

Proposals will be evaluated, scored, and ranked on the following criteria. The program proposal is 65% of the scoring and the pricing proposal is 35% for a total of 100.

1. Program Proposal The program proposal will be evaluated, scored, and ranked by a Selection Committee. Each member of the committee will be provided a score sheet to complete the proposal evaluation.

10% Proposer’s Team Qualifications, Relevant Experience, & References Provide a brief description of your firm’s background. Identify the type of business (corporation, partnership, sole proprietor, etc.) under which Proposer’s firm operates, date business started, and license number to do business in the State of Utah. Provide an organizational chart showing the level of organizational responsibility of all major participants of your proposed project team including on-going support. Include resumes for those key team members that will be designated to work directly for County on this project. If any part of the work is provided by a subcontractor(s), please state their company name, their role in this contract, and the estimated amount of time.

Do not put home addresses or phone numbers on forms. Identify the number of current customers using the proposed system. We expect to receive feedback from three current clients who utilize the products, services or features you are proposing, and if requested see them in use by said clients. Complete the References exhibit. The County may contact any or all of the Proposer’s clients for a reference.

40% Functional Criteria The proposed solution demonstrates that it can meet or exceed the functional criteria denoted in this RFP and the exhibits including confirmation that the minimum requirements are met. Minimum requirements must be met for the proposal to be considered responsive.

20% Management Capacity and Approach Each Proposer is required to provide a high-level project management plan that includes elements of project management. Provide the following information:

1. Include a timeline with milestones and deliverables.

2. Provide details as to what the County’s responsibility is and what the Proposer’s responsibility is.

3. Include names of Proposer’s personnel, their capacity, ability, and hours that each will spend on this project.

4. Describe the County personnel and the skill level needed.

5. Describe the training plan.

6. Describe the communication plan.

7. Discuss Proposer’s ability to meet the timeline.

8. Proposer should also discuss any foreseen risks in meeting the

County’s go-live date.

a) Approach: Proposers must provide a description of how they will successfully conduct the complex aspects of budget, scope, and aggressive schedule management, as well as the project management methodology to be utilized, including a list of any supporting software.

This description shall include information about overall project management techniques, issue management approaches, status reporting, meeting facilitation, and staffing.

b) Quality Assurance: Proposer must include a description of the Quality

Assurance QA process to be utilized for the project tasks, schedule, deliverables, and testing in order to ensure that work related to the production of acceptable deliverables is on track and expectations are met or exceeded. The QA process is expected to be proactive to ensure not only that the schedule is met, but also that product and service quality is maintained.

c) Project Schedule: The project schedule must include a timeline identifying all major tasks. This schedule will contain a breakdown of all tasks and subtasks required to successfully complete the project.

For each identified subtask, the proposer shall include the following information:

1. Resource assignments (e.g., solution provider staff, local agency staff)

2. Milestones

3. Key dates with deliverables

d) Service Level Standard: Proposer shall submit their sample service level standard agreement for review by the Selection Committee. If not covered in standard agreement, submit the following information:

1. Technical support hours

2. Remediation escalation

3. Downtime for patches and upgrades

4. Quarterly partner business meetings

5. Warranty

6. General maintenance information and customer service

e) Performance Guarantees: Performance is important to County.

Proposer shall propose the following and address the compensation that will be at risk:

1. Timely implementation and other key benchmarks as identified in the project approach, quality assurance and schedule

2. System up time 99.5% - percentage of the monthly support fees

3. Guarantees proposed concerning service level

4. Other guarantees proposed

f) Training: Provide a training plan for each user type. Include options for the following:

1. Proposer to provide the training

2. Train-the-trainer

3. WebEx

4. Videos

5% Risk and Risk Mitigation

a) Describe your risk analyses process.

b) Describe possible risks with this type of service and your proposed risk mitigation.

c) Data Breech

1. Describe data breach procedure and mitigation plan.

d) Disaster Recovery Plan

1. Describe your technology disaster recovery plan.

2. Describe your disaster recovery plan for other areas of your office.

3. Describe your plan to continue working if communication utilities are interrupted.

e) Records Retention Practices

1. Describe your record retention policy concerning County’s data.

2. Describe your record retention policy concerning work provided for the County.

f) Protected Information

1. Describe your employee training on protecting County’s data or information.

2. Describe the process for encryption of data. If Proposer has a sample Business Associate Agreement, please include in proposal. If not, the District Attorney will prepare the BAA agreement.

5% Social Responsibility

Demonstrate the deliberate efforts your firm takes to protect the environment, exercise fair and equitable hiring practices, contribute to social welfare and the ethical treatment of all members of the community as well as those in your firm’s market. Also, please note any philanthropic efforts your firm makes annually.

2. Pricing Proposal:

The pricing proposal will be reviewed separately.

20% The proposal must include pricing that covers each of the tasks stated under scope of work and any additional tasks Proposer’s firm recommends. Proposer must price any recommended additional tasks separately. The proposal must include the cost of a one-time implementation, training costs, and the annual license fee for the delivery to County of all services required to complete the project herein which includes any and all professional fees; and any and all costs the Proposer may incur, including any costs for transportation, lodging, communication, printing, etc.

County is not willing to pay an hourly fee for travel time. No additional reimbursement beyond the fees specified will be considered.

A. Preference System Salt Lake County may adjust scoring pursuant to its Preference System established by ordinance and policy. Please complete Attachment C preference system and include the required proof of request.

B. Interview, Demonstration, and Site Visit.

The Selection Committee may invite Proposers for an interview, demonstration, or conduct a site visit. The purpose is clarification and verification of the written proposal. The Selection Committee may re-score the proposal after the interview, demonstration, or site visit.

C. Recommended Award After the Selection Committee has completed their evaluation, they will notify the County Mayor of the top-ranked Proposer. Award is conditioned upon the execution of a satisfactory contract.

D. Debrief Meetings Debrief meetings with the selection committee members will not be allowed, however, a Proposer may discuss the RFP process with the chair/facilitator of the committee at any time.

3.2 Written Agreement Required

The selected Proposer must agree to all requirements in the RFP scope of work.

The selected Proposer must also be willing to enter into a written agreement with County and agree to all the terms set forth in the Example Contract, attached to this RFP.

If you wish to request alterations to the RFP, including any of the terms of the example RFP Contract (Attachment E), or any of the exhibits, attachments, or addenda, the alterations must be specifically identified in your proposal with reasonable alternatives presented. Any such exceptions must be submitted as a separate PDF and labeled “Requested Alterations.” Only those alterations so specified will be available for discussion or negotiation. Proposer understands that deviations from the Example Contract are made at the County’s sole discretion.

Proposers are advised that the County is not bound by the terms of the RFP until a written agreement is fully executed and any activity taken on by the Proposer prior to full execution of a written agreement is done at the Proposer’s sole risk.

3.3 Notice to Proposers

By submitting a proposal to this RFP, Proposer understands and agrees to the following:

A. Government Records Access and Management Act (GRAMA):

County is a governmental entity subject to the Utah Government Records Access and Management Act (“GRAMA”), Utah Code Ann. §§ 63G-2-101 to -901. As a result, County is required to disclose certain information and materials to the public, upon request. Generally, any document submitted to County is considered a “public record” under GRAMA. Any person who provides to County a record that the person believes merits protection under subsection 63G-2-305(1) or (2) must submit with their proposal all of the following: (1) a written claim of business confidentiality, (2) a concise statement of reasons supporting the claim of business confidentiality, and (3) a separate copy of the proposal with the information requested to be protected redacted. Failure to comply with any of the three requirements for a claim of business confidentiality waives the request for protected record. Generally, GRAMA only protects against the disclosure of trade secrets or commercial information that could reasonably be expected to result in unfair competitive injury.

For your convenience, County has provided a Business Confidentiality Request Form which is attached to this RFP as Attachment B. All documents submitted in response to this RFP will be treated as public records in accordance with GRAMA, unless a claim of business confidentiality has been properly made and approved by County. All proposed costs/pricing/fees submitted to the county are public records. An entire proposal cannot be identified as “PROTECTED,” “CONFIDENTIAL,” or “PROPRIETARY” and may be considered non-responsive if marked as such.

B. Copyrighted Material Waiver: In the event that the proposal contains copyrighted or trademarked materials, by submitting its proposal the Proposer grants the County the right to use, reproduce, and publish the copyrighted or trademark materials in any manner the County deems necessary for conducting County business and for allowing public access to the responses under GRAMA or otherwise, including but not limited to photocopying, County Intranet/Internet postings, broadcast faxing, and direct mailing.

If the proposal contains materials whose copyright or trademark is held by a third party, it is the Proposer’s sole responsibility to obtain permission from that third party for the County to reproduce and publish the information.

By submitting its proposal, the Proposer certifies that it owns or it has obtained all necessary approvals for the reproduction or distribution of the contents of the proposal and agrees to indemnify, protect, save and hold the County, its representatives and employees harmless from any and all claims arising from all intellectual property claims related or connected to the proposal and agrees to pay all legal fees incurred by the County in the defense of any such action.

C. Restrictions On Communications: From the issue date of this solicitation until a Proposer is selected and the selection is announced, Proposers are prohibited from communications regarding this procurement with agency staff, evaluation committee members, or other associated individuals EXCEPT the Buyer overseeing this procurement. Failure to comply with this requirement may result in disqualification.

D. RFP Cancellation: This RFP may be cancelled at any time prior to the execution of a written agreement if deemed in the best interests of County.

This includes cancellation of the RFP after an award has been made, but prior to the execution of a written contract. Proposer is not entitled to recover any costs related to the preparation of the proposal due to cancellation of the RFP or withdrawal of an award prior to the execution of a written agreement.

E. Firm Pricing: All prices, quotes, or proposals are to remain firm for 120 days after the closing date, unless a different period is stated in County’s RFP. Any proposal that does not offer to remain firm for the required period may be considered to be non-responsive.

F. Costs: Proposers bears all costs and expenses related to this RFP including, but not limited to, preparation and delivery of the proposal, attending the pre-proposal conference, and attending the interview.

G. Licensing: All applicable federal, state, and local licenses must be acquired before the contract is entered into between County and the selected Proposer. Licenses must be maintained throughout the entire contract period. Persons doing business as an Individual, Association, Partnership, Corporation, or otherwise must be registered with the Utah State Division of Corporations and Commercial Code. NOTE: Forms and information on registration may be obtained by calling (801) 530-4849 or toll free at 877-526-3994, or by accessing: https://corporations.utah.gov/.

H. Changes or Modifications: Any changes or modification to the RFP will be made by written addendum. Proposer submitting a proposal based on any information other than that contained in County’s RFP and any amendments (addenda), do so at their own risk.

I. Receiving Proposals: Contracts and Procurement will administer receipt and opening of all proposals. After the closing time, only the identity of each Proposer will be made public. If only one proposal is received in response to County request, Contracts and Procurement, in coordination with the agency requesting the project, may recommend entering into a contract to the single Proposer if the conditions cited above are met.

Alternatively, Contracts and Procurement may re-solicit for the purpose of obtaining additional proposals.

J. Rejection of Proposals: Any proposal containing significant deviations from the specifications of the RFP will be considered non-responsive and may be rejected in whole or in part.

K. Protests: Pursuant to Salt Lake County Code of Ordinances § 3.20.150, a https://corporations.utah.gov/ protest in regard to the RFP document must be submitted in writing prior to the RFP closing date. All other protests must be submitted in writing within five (5) business days after notification of the award is posted on U3P. A protestor may file only one (1) protest after the RFP closing date.

Protest letters must specifically and completely state the facts that the protestor believes constitute error in the RFP document or the award.

L. Free and Competitive Selection: Any agreement or collusion among prospective Proposers to fix a price or limit competition will render the proposal void, and such conduct is unlawful and subject to criminal sanction. By submitting a proposal, the Proposer hereby certifies that no one in its firm or company has either directly or indirectly restrained free and competitive selection, participated in any collusion, or otherwise taken any action unauthorized by County Purchasing Ordinances or applicable law.

M. Ethical Standards: Proposer represents that it has not: (a) provided an illegal gift to any County officer or employee, or former County officer or employee, or to any relative or business entity of a County officer or employee, or relative or business entity of a former County officer or employee; (b) retained any person to solicit or secure this contract upon an agreement or understanding for a commission, percentage, brokerage or contingent fee, other than bona fide employees of bona fide commercial agencies established for the purpose of securing business; (c) breached any of the ethical standards set forth in State statute or Salt Lake County Code of Ordinances § 2.07; or (d) knowingly influenced, and hereby promises that it will not knowingly influence, any County officer or employee or former County officer or employee to breach any of the ethical standards set forth in State statute or Salt Lake County ordinances.

N. Campaign Contributions: The Salt Lake County campaign finance disclosure ordinance limits campaign contributions by Proposers to County candidates. Salt Lake County Code of Ordinances § 2.72A.

Proposer acknowledges and understands those limitations on campaign contributions mean that any person, business, corporation or other entity that enters into a contract or is engaged in a contract with County is prohibited from making campaign contributions in excess of $100 to County candidates during the term of the contract and during a single election cycle as defined in the ordinance. Proposer further acknowledges that violation of those provisions governing campaign contributions may result in criminal sanctions as well as termination of the Contract.

O. Reasonable Accommodations: Reasonable accommodations for qualified individuals to attend meetings may be provided upon receipt of a request with two (2) working days’ notice. Please contact Contracts and

Procurement at 385.468.0300. TTY users may call 711.

P. Environmentally Responsible Procurement Practices: County has implemented environmentally responsible procurement practices. Please refer to Attachment D.

Q. Notice to Retirees of Utah Retirement Systems (“URS”)

County is a URS “participating employer.” Entering into an agreement with County may affect a URS retiree’s retirement benefits including, but not limited to, cancellation of the retiree’s “retirement allowance” due to “reemployment” with a “participating employer” pursuant to Utah Code Ann. § 49-11-504 to -505. In addition, Proposer is required to notify County immediately if a retiree of URS is the Proposer; or an owner, operator, or principal of the Proposer. Proposer may refer the URS retiree to the URS Retirement Department at 801-366-7770 or 800-695-4877 for all questions about post-retirement employment regulations.

R. Employee Status Verification System Proposer shall register and participate in the Status Verification System before entering into a contract with County as required by Utah Code Ann.

§ 63G-12-302. The Status Verification System is an electronic system operated by the federal government, through which an authorized official of a state agency or a political subdivision of the state may inquire by exercise of authority delegated pursuant to 8 U.S.C. § 1373 to verify the citizenship or immigration status of an individual within the jurisdiction of the agency or political subdivision. Proposer is individually responsible for verifying the employment status of only new employees who work under Proposer’s supervision or direction and not those who work for another Proposer or subcontractor, except each Proposer or subcontractor who works under or for another Proposer shall certify to the main Proposer by affidavit that the Proposer or subcontractor has verified, through the Status Verification System, the employment status of each new employee of the respective Proposer or subcontractor. The Proposer shall comply in all respects with the provisions of Utah Code Ann. § 63G-12-302.

Proposer’s failure to comply with this requirement may result in the immediate termination of its contract with County.

Response

Codes

LEVEL I:

Fully (F)

Partial (P)

No (N)

LEVEL II:

F

CU

TP

SR

CR

PR

N

No.

No.

Fully satisfied by the proposed selection

Partially satisfied by the proposed solution

EXHIBIT A: Applicant Management Software Solution Specifications

RESPONSE LEGEND

Definition

Not satisfied by the proposed solution

Provided fully functional out of the box or with configuration (no custom development)

Customization/Software Enhancement (Any custom development)

Third-party software required to fully provide requirement (third-party software must be proposed)

Provided with Standard Report or Reporting Tool

Custom Report Development Required

Provided by next planned release of software

Not satisfied by the proposed solution

Specifications Satisfied:

Fully, Partial, Not

Type: F, CU, TP, SR, CR, PR, N

Vendor Comments

Describe your cloud based solution.

Does your solution allow the administrator to establish user-id and passwords, and set various levels of security (describe)?

Describe how your solution has the ability to replicate applicants information, supplemental questions, job announcement and other data from one recruitment to another without manual entry.

Does your solution have the ability for applicants and agencies to attached multiple documents, with audit trail, per employment application?

Specifications Satisfied:

Fully, Partial, Not

Type: F, CU, TP, SR, CR, PR, N

Vendor Comments

For attachments what file extensions are supported in your solution?

7a

No.

21 a

Does your solution have the ability to provide a searchable real-time database of all applicant information?

Describe how your solution supports job postings from job descriptions?

Does your solution have the ability to provide administrative control over user access to update, view, or delete transactions?

Describe how your solution integrates with job description software? Give at least two examples.

What is your Service Level agreement for support calls and issues?

Does your solution have a mobile app.? If so describe your mobile app's functions.

Does your solution allow posting to multiple job boards at once?(describe)

Does your solution identify the lead source the candidate learned about the position?

Describe how your solution tracks the following:

from the time applied until screened:

from the time applied until an offer is made and start date;

from the time referred until offer is accepted or candidate starts;

from time applied until background check is completed

Does your solution have a source pixel?

Describe how your solution defines "Time to hire" ( is it the time from position vacant until their start date, or is it time from the date they applied for the job until their start date).

Describe how your solution defines "Time to fill" ( is it time from position vacant until filled again when they started work, or is it time from the date they applied until offer accepted)

Describe you solution's demographic reporting for government purposes

Describe your records retention and purge functionality? Can we mass purge outdate records per the County's retention policy.

Describe how your solution purges records based upon applicant request - (future law requirement).

Describe how your solution provides candidates optional methods to be notified by email and/or text.

Specifications Satisfied:

Fully, Partial, Not

Type: F, CU, TP, SR, CR, PR, N

Vendor Comments

Describe your solution's onboarding process.

Does your solution provide onboarding tools such as adding resource pages for new hires to click and access new hire information(customization)?

Does your solution provide a recruiter dashboard that shows candidates in the process and how many candidate are in each disposition?

No.

How does your solution share applications/resumes in bulk to hiring managers?

Describe how your solution can categorize candidates for ranking or banding? (70,80,90)

How does your solution include document management for job descriptions?

Describe how your solution distinguishes between internal/external candidate.

Describe how your solution prevents duplicate candidates.

Are candidates/employee able to accept and hold more than one position in your solution?

What integrations are currently available with major job boards and social networks?

What integration is available with background check providers?

After contract termination, does your solution allow SLCo to maintain ownership of all data relating to SLCo? This includes right to access and export any SLCo related data residing on your database under requirements determined by SLCo at no additional cost to the County. (who owns the data -will it be part of the contract?)

Does your solution permit SLCo to have the rights and access privileges to copy any or all of

County related data?

Describe the data center and it's levels of security? Include information regarding your disaster recovery and data backup plans.

Your solution must provide security of personal identifiable information. Describe how your solution meets this requirement.

Your solution must allow information and/or documents to be transmitted to and from your servers in a secure method. Describe the security controls for all data transmissions.

Does your solution require an e-mail address for applying?

Describe your solutions' availability (down times).

Specifications Satisfied:

Fully, Partial, Not

Type: F, CU, TP, SR, CR, PR, N

Vendor Comments

What's your solution's maintenance schedule? How and when are your customers notified of maintenance changes?

Describe how your solution meets the requirements of ADA?

Does your solution provide integration to PeopleSoft?

Describe how your solution automatically generates employment records in PeopleSoft.

Provide names, emails, and phone numbers to 3 customers that interface your solution to

PeopleSoft and your job descritpion integration.

Does your solution identify and prevent the duplication of employment records?(PeopleSoft)

No.

Is the user interface browser-based? If yes, please indicate which portions of the user interface are browser based

(e.g. public access) and for which browser, if any, is it optimized.

What additional software (if any) is required for the system to operate correctly? List the name, purpose, version, and vendor of the secondary software.

Describe the typical upgrade process for minor version upgrade. Include customer and vendor resources required.

Describe if any firewall configurations are necessary for operations. Please include any additional configuration and port requirements.

What tools and methods do you plan to use to complete data conversion?

What is the longest response time for processing a transaction with in your solution?

Provide a high-level project plan for the project based upon a 4 months implementation. The plan should include a timeline with milestones and deliverables. Provide detail as to what is the County responsibility and what is your company’s responsibility.

Describe your project organization structure.

Describe your project management methodology.

What are the time and role expectations for the Salt Lake County Project Manager in working with you?

Specifications Satisfied:

Fully, Partial, Not

Type: F, CU, TP, SR, CR, PR, N

Vendor Comments

What company(s) performed your last security audit and when?

What is the process in place to notify us of a security breach?

The Salt Lake County logo is required on websites and all other collateral. In addition, the County has adopted standards as to how the entity is represented visually. How does the software accommodate incorporating brand elements for Salt Lake County?

Describe your resources and financial investment in this solution.

Describe your customer base. How many customers do you have from public sector government?

What your experience converting from Icims to your solution? Describe your approach to converting from Icims to your environment? Show a plan with milestones and resource requirements.

How do you handle updates and upgrades to your solution? How often are upgrades applied?

Describe your standard reporting and customization of reports. What is the cost for report customization?

What are your hourly consultant fees?

Year 1 Year 2 Year 3 Year 4 Year 5 Implementation Recurring Costs Recurring Costs Recurring Costs Recurring Costs Recurring Costs

Software/Licenses/Annual Maintenance Licenses (please indicate the number of licenses)

Subscription Implementation: x x x x Configuration x x x x Conversion x x x x Consultant Training Total -$ -$ -$ -$ -$ -$

EXHIBIT B: Pricing

Cost Breakdown and Five Year Cost Projections

EXHIBIT C - Project Plan

Please update this table to represent your firm's project phases. Include hours by phase for both your resources and the expected SLCo resources.

Month 1 Month 2 Month 3 Month 4 Month 5 Month 6

Kick Off Firm's FTE Monthly Hrs.

SLCo FTE Monthly Hrs.

PLANNING

Firm's FTE Monthly Hrs.

SLCo FTE Monthly Hrs.

Functional/Technical Specification Firm's FTE Monthly Hrs.

SLCo FTE Monthly Hrs.

Develop/Build /Integrate

Firm's FTE Monthly Hrs.

SLCo FTE Monthly Hrs.

Migration Firm's FTE Monthly Hrs.

SLCo FTE Monthly Hrs.

Test/Train

QA

Firm's FTE Monthly Hrs.

SLCo FTE Monthly Hrs.

UA

Firm's FTE Monthly Hrs.

SLCo FTE Monthly Hrs.

Deploy/operate Go live

Firm's FTE Monthly Hrs.

SLCo FTE Monthly Hrs.

Support Firm's FTE Monthly Hrs.

SLCo FTE Monthly Hrs.

On-System/On-going Services/Upgrades

Firm's FTE Monthly Hrs.

SLCo FTE Monthly Hrs.

EXHIBIT D

Reference Form

Proposer: please request references from 3-5 of your customers. As least one reference in the public sector.

Customer: please complete this reference form and return to requester at your earliest convenience.

Proposer’s Name

Name of customer

Customer contact name, email address and phone number

Number of years contracted

Contract annual $ value

Describe services, company size, industry, length of association.

Other pertinent information

*Customer service

*Communication

*Met project benchmarks and timeline

*Overall satisfaction

*Selection committee member:

rate quality of reference

*Selection committee member:

rate work performed relevant to

County RFP

*Rubric

5 excellent

4 very good

3 average

2 fair

1 poor

EXHIBIT E – Sample Agreement Acceptance or Alternate Proposed

Choose the option below that applies regarding acceptance of the sample agreement included in the Request for

Proposal (RFP).

(___) 1. Proposer affirms acceptance of the Request for Proposal (RFP) and included sample agreement, and Proposer takes no exception, nor will put forth any additional or conflicting terms and conditions, contracts, or third-party agreements for consideration should the Proposer be awarded the contract.

(___) 2. Proposer takes exception to the sample agreement included in the Request for Proposal and includes those exceptions below along with proposed terms and conditions, additional contracts, or third-party agreements the Proposers requests County to consider should the Proposer receive an award of the contract. Proposer understands that deviations from the Example Agreement are made at the County’s sole discretion.

REQUIRED IF EXCEPTIONS TAKEN: A concise written statement below detailing exceptions to the sample agreement included as part of the Request for Proposal. Include additional pages and attachments as necessary such as terms and conditions, contracts, and/or third-party agreements also to be considered.

NOTE: Failure to submit this exhibit as part of proposal will be considered affirmation of acceptance of the

Request for Proposal (RFP) and included sample agreement and Proposer takes no exception, nor will put forth any terms and conditions, contracts, or third-party agreements for consideration should the Proposer be awarded the contract.

County reserves its right to award the next highest ranked proposer should an acceptable agreement cannot be reached between Proposer and County.

Exhibit F

Certificate of Final Acceptance

Project Name: ____________________ Contract#: _________________________

Project#: _________________________ Date of Final Acceptance: _____________

Location: _______________ __________ Contractor__________________________

Address: __________________________ Address: ___________________________

Signing of the Final Acceptance form shall certify that the work contained in the subject contract has been inspected by the parties listed below and all requirements contained in the proposal including the items listed below have been substantially completed, that the Contractor has fulfilled all contractual obligations that the warranties have been accepted and the Contractor may be authorized to receive payment as specified in the contract.

1) Statement of work ___ 2) Functional Requirements ___

2) Technical Requirements: ___ 3) Project plan complete ___

The first day of the month following the Date of Final Acceptance begins Year two (2) through

Year five (5).

SIGNATURES

Project Lead Date

Chief Information Officer Date

Contractor Date

No. Question Yes No N/A

PRI-1

Will your organization comply with the Utah Government Data Privacy Act (Utah Code § 63A-19) with respect to any personal data it processes or has access to under the contract, to the same extent required of Salt Lake County?

PRI-2

When collecting personal data from individuals on the County's behalf, will your organization provide a privacy notice at the point of collection (posted where the data is collected, included on the collection form, or through a conspicuous link or QR code)?

PRI-3 Will the privacy notice describe all intended purposes…