11-RFP SN2503 - Applicant Tracking System Pre-Proposal Presentation.pptx

Welcome to the Pre-Proposal Conference

RFP# SN2503 – Applicant Tracking System

October 23, 2025– 3:00 p.m. (CST)

RFP Managed by: Steve Nash – Senior Procurement Contracts Administrator

Email: snash20@ccc.edu

Attendance: Please follow this link:

SN2503 - Applicant Tracking System Pre-Proposal Attendance Form

Contract Term: Three (3) years, with an option to renew for two (2) one-year periods

CALL AGENDA

RFP Timeline – Important Dates to Note

Intent and Scope Overview (Office of Human Resources)

Submission Requirements

General Instructions

MWBE Plan Participation Overview (Procurement Services)

Closing – Questions and/or Comments

Please reference the RFP number, SN2503 – Applicant Tracking System, in all communications regarding this RFP.

RFP TIMELINE

Important Dates to Note Final Questions Due: 12:00 p.m. CST, Tuesday, October 28, 2025 Please email all questions via the Euna Procurement (FKA Bonfire) portal for this solicitation.

Please do not email or ask questions to the user department or any other department regarding this RFP.

Responses to Questions: Thursday, November 6, 2025 Questions will be answered via an addendum posted in the Euna Procurement Portal. Please be sure to check the Euna Procurement Portal for any addenda issued. Although we will try to send out this information via Bonfire to all proposers, it is still be your responsibility to check the Euna Procurement Portal (ccc.bonfirehub.com)

Letters of Intent: 12:00 p.m. CST, Friday, November 17, 2025 We ask that you notify us via Euna Procurement (https://ccc.bonfirehub.com/opportunities/177215) if you intend to submit a proposal for this solicitation.

Proposals due:

No later than 12:00 p.m. CDT, WEDNESDAY, NOVEMBER 19, 2025

INTENT

AND

SCOPE OVERVIEW

Stakeholder Department

Angela McMullan – Manager, Talent Acquisition, Office of Human Resources Lonnie Washington – Executive Director, Business Enterprise Systems, Office of Information Technology

SUBMISSION

REQUIREMENTS

(Section III) Format of Response Proposers must submit One (1) electronic copy through our Euna Procurement (FKA Bonfire) website.

Upload your submission at:

https://ccc.bonfirehub.com/projects/177215

Please reference submission instructions for more details surrounding your submittal.

Contents of Response

1. Cover Letter Submitted on the Proposer’s letterhead, signed by a principal and the joint venture partner, if applicable. Scope of Services of this RFP should be good for 180 days from submission.

2. Executive Summary A brief statement of understanding of the scope of services, description of your firm and services offered, name and location of principal place of business.

(Section III) (cont.)

3. Joint Ventures If applicable, please include all required documentation and information as stated in this article of the RFP.

4. Experience and Statements of Qualification Please ensure that you response to all of the requirements in this article of the RFP.

5. Clients and Portfolio Please provide three (3) client examples of similar services and include scope of work, contract value, length of time to complete and your project manager.

6. References (Attachment A – Reference Questionnaire) Provide at least three (3) references. Please make sure you let your references know that you are referring them to CCC and that we may contact them.

7. IRS W-9 Form Please be sure a W-9 has completed signed and submitted with your response.

8. Financial Statements Proposers are required to provide copies of audited/non-audited financial statements for the three (3) previous fiscal years or audited/non-audited tax returns signed by preparer and the most recent quarterly report must be provided.

(Section III) (cont.)

9. Legal Actions Please provide details regarding legal actions for the past 3 years.

(a) a debtor in bankruptcy,

(b) a defendant in a lawsuit for deficient performance under a contract or agreement,

(c) a Respondent in an administrative action for deficient performance,

(d) a defendant in a criminal action.

10. Minority/Women Business Enterprise Plan (M/WBE) CCC has adopted this plan to ensure that MWBE have maximum opportunities to participate on CCC contracts. If you have questions regarding this policy or any part of Appendix I, please address your questions through the Bonfire portal.

11. CCC Ethics Orientation (Contractors/Vendors) Every contractor/vendor is required to comply with CCC Ethics Policy. You are REQUIRED to read and return a signed “ACKNOWLEDGEMENT” form with all responses

12. Proposed Project Plan Vendors must provide a proposed timeline and detailed project plan with respect to the requirements outlined in Section II – Scope of Services.

13. Cost Proposal Please ensure that this has been completed in its entirety. (Section VIII)

(Section III) (cont.)

INSURANCE REQUIREMENTS

14. Disclosure Please make sure you disclose any professional or personal financial interest that could be a possible conflict of interest. If you have any relatives with CCC, you will need to disclose that information as well.

15. Debarment Proposers must disclose that neither the vendor nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in a contract or agreement with any federal, state, county or local department or agency.

16. Economic Disclosure Statement (EDS) Please ensure that this document has all questions answered as outlined.

Please review Insurance types and the limits and know that if you are awarded this contract that you will be required to comply to our insurance requirements.

GENERAL INSTRUCTIONS (Section V) Time of Receiving Proposals Proposals must be submitted via Bonfire no later than:

12:00 p.m. CST, WEDNESDAY, NOVEMBER 19, 2025.

The District will only accept bids electronically uploaded to the Euna Procurement Portal.

https://ccc.bonfirehub.com/projects/177215

All proposals faxed, mailed, or hand delivered will not be considered and will be returned to the proposer.

B. Preparatory Cost All costs incurred in the preparation and presentation of the Proposals shall be wholly borne by each Proposer.

C. Submission of Proposals The City Colleges of Chicago at its discretion, may reject any or all of the proposals, cancel and reissue this RFP

D. Contract Award We are in the early phase of this RFP process and will possibly announce mid-March, 2026

GENERAL INSTRUCTIONS (Section V) (cont.)

E. Withdrawal of Proposals You can withdraw anytime prior to the due date. Once date has passed… we will hold pricing and details submitted for 180 calendar days.

F. Addenda to this RFP Although we try to notify proposers of any updates. It is still YOUR responsibility to check the website for any addendums we may release.

G. Conflicts H. Indemnity I. Termination J. Minimum Wage K. Prevailing Wage

L. Contract Terms Contract Term: for a period of three (3) years with an option to renew for: two (2) additional 1-year periods (at the discretion of the CCC Board).

M. Payment N. Communication O. CCC Ethics Policy P. Transparency Website; Trade Secrets Please ensure you read and understand these sections Please ensure you read and understand these sections

TERMS AND CONDITIONS REGARDING COMPLIANCE WITH THE MINORITY BUSINESS COMMITMENT AND WOMEN BUSINESS ENTERPRISE COMMITMENT (Appendix I) Tiffany Johnson – Senior Contract Compliance Administrator Dominiece Douchee – Contract Compliance Administrator

FREQUENTLY ASKED QUESTIONS

Are links in proposals acceptable?

No. Links in proposals are not accepted due to websites changes/updates… so we will need electronic pdf files.

Who do I contact for Euna Procurement support?

Vendors must register with Euna Procurement (ccc.bonfirehub.com) to access the solicitation documents. Should you have any issues with registration/log-in, please contact Euna Procurement Support at support.bonfire@eunasolutions.com.

QUESTIONS ???

SUMMARY

Final Questions Due: 12:00 p.m. (CST) Tuesday, October 28, 2025

Letters of Intent: 12:00 p.m. (CST) Friday, November 17, 2025

Proposals due: 12:00 p.m. (CST) WEDNESDAY, NOVEMBER 19, 2025

Attendance: Please follow this link:

SN2503 Applicant Tracking System Pre-Proposal Attendance Form orms.office.com/r/AhtGTvBReY

Thanks for Attending!!!

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