CTR049738_-_HR_Job_Board_and_Applicant_Tracking_System_Contract_-_PageUp__2_.pdf

This Contract # CTR049494 has been assigned a new Contract # CTR049738.

Job Announcement System (Job Board) and Applicant Tracking System (ATS)

CTR049494

PageUp People Limited

This contract is for a Job Announcement System (Job Board) and Applicant Tracking System (ATS) for use by all State of Arizona Agencies, Boards and Commissions including members of the State of Arizona Purchasing Cooperative.

Table of Content

• Offer and Acceptance

• Contract

• Pricing

• Exception

All the vendor solicitation documentation can be found in APP under BPM049494.

Request for Proposal Solicitation No.

BPM001744

Description:

Job Announcement System (Job Board) and Applicant Tracking System (ATS)

Arizona Department of Administration State Procurement Office

100 N 15th Ave., Suite 402 Phoenix, AZ 85007

PART 3 of the Solicitation Documents SECTION 3-B: Offer Forms Page 16 of 39 3

A v a i l a b l e o n l i n e a t : A P P . A Z . g o v

Attachment 1 Offer and Acceptance Form

SUBMISSION OF OFFER: Undersigned hereby offers and agrees to provide HR Job Board and Applicant Tracking System in compliance with the Solicitation indicated above and our Offer indicated by the latest dated version below:

Initial Offer:

1. x x Date initial

Revised Offers:

2. x x 3. x x 4. x x date #1 initial date #1 initial date #1 initial

5. x x 6. x x 7. x x date #4 initial date #5 initial date #6 initial

Best and Final Offer:

8. x x 2nd Best and Final Offer:

9. x x

Date initial Date Initial x x Offeror company name Signature of person authorized to sign Offer x x

Address Printed name and title x x

City | State | ZIP Contact name and title x x x

Federal tax identifier (EIN or SSN) Contact Email Address Contact phone number

CERTIFICATION: By signature in the above, Offeror certifies that it:

1. will not discriminate against any employee or applicant for employment in violation of Federal Executive Order 11246, [Arizona] State

Executive Order 2009-9 or A.R.S. §§ 41−1461 through 1465;

2. has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted offer. Failure to provide a valid signature affirming the stipulations required by this clause will result in rejection of the Offer. Signing the Offer with a false statement will void the Offer, any resulting contract, and may be subject to legal penalties under law;

3. complies with A.R.S. § 41-3532 when offering electronics or information technology products, services, or maintenance; and

4. is not debarred from, or otherwise prohibited from participating in any contract awarded by federal, state, or local government.

ACCEPTANCE OF OFFER: State hereby accepts the initial Offer, Revised Offer, or Best and Final Offer identified by the latest date and number at the top of this form (the Accepted Offer). Offeror is now bound (as Contractor) to carry out the Work under the attached Contract, of which the Accepted Offer forms a part. Contractor is cautioned not to commence any billable work or to provide any material or perform any service under the Contract until Contractor receives the applicable Order or written notice to proceed from Procurement Officer.

State’s Contract No. is: ________________ The effective date of the Contract is: __________ Contract awarded _________ Date Date

Procurement Officer Signature Procurement Officer Printed Name

260 Madison Avenue, 8th Floor, 273294567

New York, NY 10016 Sarah Forbes, SVP North America and EMEA

Heather Eusterman 208 850 1371

PageUp People Limited

Feb 19, 2020

Nov 12, 2020

Apr 6, 2020

Sarah Forbes, SVP North America and EMEA

4/27/2020 4/24/2020CTR049494

James Atkins

SLF

https://procure.az.gov/bso/

BPM001744

Description:

Job Announcement System (Job Board) and Applicant Tracking System

(ATS)

Arizona Department of

Administration

State Procurement Office 100 N 15th Ave., Suite 402

Phoenix, AZ 85007

PART 2 of the Solicitation Documents

Table of Contents

Page 1 of 49 2 A v a i l a b l e o n l i n e a t A P P . A Z . g o v

Part 2: Scope, Pricing and Terms and Conditions

Table of Contents

SECTION 2‐A: Scope of Work

1.0 ..... PURPOSE AND BACKGROUND

2.0 ..... SCOPE SUMMARY

3.0 ..... SCOPE OF SERVICES

SECTION 2‐B: Pricing Document

SECTION 2‐C: Special Terms and Conditions…………………………………………………………...……….……………………16

SECTION 2‐D: Uniform Terms and Conditions

BPM001744

Description:

Job Announcement System (Job Board) and Applicant Tracking System

(ATS)

Arizona Department of

Administration

State Procurement Office

SECTION 2‐A: Scope of Work

Page 2 of 49 2 A v a i l a b l e o n l i n e a t A P P . A Z . g o v

1.0 Purpose and Background

1.1 Purpose: The State of Arizona is seeking to establish one or more ‘statewide” contracts to satisfy the needs of the Arizona Department of Administration Human Resources Division and all state agencies, boards, and commissions, to replace its current Job Board and Applicant Tracking System.

1.2 Background: The Arizona Department of Administration on behalf of the State of Arizona (hereinafter referred to as “the State of Arizona” or the “State”) is responsible for administering the State of Arizona Job Announcement System and Applicant Tracking System (hereinafter, the “ATS”) for all State agencies, boards, and commissions governed by the State Personnel System. State of Arizona has 108 agencies, with over 42,000 State Employees. The State of Arizona is the largest employer in Arizona and must hire for a wide range of roles to meet the needs of its citizens.

1.3 The State’s current Job Board is an on‐premise solution that resides separate from the State’s employee system of record, HRIS. The State’s current system handles over 90,000 applicants and 5,000 recruitments annually. There are approx. 700 Recruitment and HR Power Users and 7,700 hiring managers utilizing the system. This solicitation is for a Job Board and Applicant Tracking System. The State’s current Job Board and ATS has outgrown its usefulness; lacking the automation, candidate relationship management, social recruiting and applicant sourcing capabilities necessary to compete in today’s marketplace.

2.0 Scope Summary for

2.1 The objective is to provide the State with a modern, results‐focused, intuitive, and adaptable cloud‐based job board and ATS with modern capabilities to ensure the State of Arizona 1) is on par with employers competing for similar talent 2) provides a favorable candidate experience to prospective employees 3) provides its agencies with flexible tools to effectively administer their recruitment strategies.

2.2 The future ATS must be able to support high volume hiring, open continuous sourcing, multiple requisition types with flexible configurations to meet various agency needs.

2.3 The future ATS will provide access for approx. 8,400 power user accounts as part of the base administrative fees and at no additional cost to the State of Arizona. The State of Arizona power users include approximately 7,700 hiring managers and 700 HR and Recruitment personnel statewide.

2.4 IMPORTANT ‐ The contractors hosted cloud solution shall complete certification of the State of Arizona’s AZRamp Security Controls (equivalent to FedRamp Moderate) within 60 days of

BPM001744

Description:

Job Announcement System (Job Board) and Applicant Tracking System

(ATS)

Arizona Department of

Administration

State Procurement Office

Page 3 of 49 2 A v a i l a b l e o n l i n e a t : A P P . A Z . g o v

Contract Award and shall be validated with State of Arizona Security team prior to implementation.

Scope of Services

3.1 General.

3.1.1 Contractor shall provide a cloud‐hosted Commercial Off‐the‐Shelf (COTS) solution with functionalities that can be configured to meet the States requirements, as applicable to the State of Arizona. Solution shall meet the following mandatory requirements:

3.1.1 (a) Software as a Service, not customer hosted

3.1.1 (b) Solution supports multilateral information sharing. Solution must be able to interface position and employee data with the State's HRIS (on premise solution) bi‐directionally. Note: Position data and prior employment status will be fed from the State's HRIS. Solution will need to feed new hire/rehire to HRIS.

3.1.1 (c) Ability to create custom fields in the interface

3.1.1 (d) Ability to configure the look and feel of the Job Board (logos, color scheme, context) and configure field names, search criteria. Including search criteria.

3.1.1 (e) Ability to create custom reports and/or receive raw data dump

3.1.1 (f) Ability to define a requisition by recruitment and employment type

(always open, one time, reposting, competitive, political appointment, direct hire, board and commission member, etc.)

3.1.1 (g) Ability to differentiate levels of access and functionality for different user groups such as Recruiters, HR staff, Managers and internal/external applicants

3.1.1 (h) Solution offers automatic prescreening capabilities

3.1.1 (i) Solution offers user friendly resume parsing functionality to prepopulate the candidate profile and/or job application including the ability to populate using LinkedIn profile.

3.1.1 (j) Ability to automate postings to external job boards and integrate (screen scrape) with all top career sites (e.g., LinkedIn, Indeed)

3.1.1 (k) Solution is search engine optimized for google

3.1.1 (l) Solution has social recruiting capabilities (e.g., post to twitter, Facebook, LinkedIn, share via email/text, "text to apply", etc.)

3.1.1 (m) Solution easily integrates with external systems/providers via API (e.g., address verification service, behavioral assessment providers, etc)

3.1.1 (n) Solution is compatible with Google email, Google Suite and MS office work tools.

3.1.1 (o) Ability to configure position attributes such as retirement system (i.e., ASRS, CORP), internal/external, external advertisement is needed/being requested, specified timeframe for posting (1 week, 1 month, until filled)

3.1.1 (p) Solution is compatible across platforms, browsers, devices, operating systems especially IE and Chrome

3.1.1 (q) Solution offers mobile responsive design for all users on all mobile device types (apple and android)

BPM001744

Description:

Job Announcement System (Job Board) and Applicant Tracking System

(ATS)

Arizona Department of

Administration

State Procurement Office

Page 4 of 49 2

3.1.1 (r) Advanced search capabilities within on the job board and within the ATS (e.g., by requisition, key words, hiring manager, agency, location, etc.)

3.1.1 (s) Solution has built‐in password reset

3.1.1 (t) Solution offers single sign capability

3.1.1 (u) Solution meets industry standard accessibility requirements (508 compliant)

3.1.1 (v) Ability to restrict access to recruitment competitions for different users or user groups

3.1.1 (w) The solution does not require the State to use the providers proprietary and/or embedded, licensed, or offered integrated screening tools such as behavioral assessments.

3.1.2 Solution should include the following preferred requirements:

3.1.2 (a) I‐9 processing is handled in the application

3.1.2 (b) Onboarding capabilities including the ability to send job application, forms, other new hire information once offer is accepted

3.1.2 (c) Integrated fully branded career site pages (career space webpage)

3.1.2 (d) Configurable dashboards for power users (Recruiter and Hiring Manager

Dashboard w/ Open Requisition, Interviews, Calendar, Current Workload, Key Metrics)

3.1.2 (e) Audit capabilities built‐in to track user and workflow activity and actions in the system

3.1.2 (f) Autofill capabilities and/or other data quality tools such as address verification

3.1.2 (g) Ability to set statewide email notification templates as well as ability to set email notification templates at the job, recruiter, or agency level.

3.1.2 (h) Delivered job posting templates with flexible formatting that retains formatting when copying job description data into job posting format.

Ability add media, URL’s and videos to job postings.

3.1.2 (i) Integration with external screening tools such as Behavioral Assessments, Fingerprint Clearance, Background Checks, etc.

3.1.2 (j) Training within ATS for all end user types

3.1.2 (k) Ability to track and report on candidate activity (e.g., number of postings per session, time spent on website, job postings visited, job posting applied for, first time applicants, # of job posting shares, visited but didn't apply, number of applications per visit, application types)

3.1.2 (l) Ability to track and report on online activity of the job posting itself (e.g., job posting views, referral source, device type (mobile, pc, tablet), drop‐ off rates, time spent in posting, # of shares) including the ability to track and report on click rates on ads

3.1.2 (m) Ability to obtain data on the Job Requisitions (e.g., by type, by status, # of openings, time to fill, by agency, by job class, by recruiter, by hiring manager)

3.1.2 (n) Reporting on Recruiter and Hiring Manager Performance (e.g., time to fill, quality of hire, days in current status)

3.1.2 (o) Ability to easily link directly to a job posting from an external source;

external job board, website, email, text, or other online source.

3.1.2 (p) Candidate feedback/survey capability

3.1.2 (q) Ability to design custom triggers for workflow processing

BPM001744

Description:

Job Announcement System (Job Board) and Applicant Tracking System

(ATS)

Arizona Department of

Administration

State Procurement Office

Page 5 of 49 2

3.1.2 (r) Single sign on for Recruiters & administrators

3.1.2 (s) Ability to archive or purge data and/or ability to determine record retention

3.1.2 (t) Ability to migrate existing data and load historical data

3.1.2 (u) Ability to easily merge duplicate accounts

3.1.2 (v) Short URL support

3.1.2 (w) Icons that indicate if a candidate application has been reviewed

3.1.2 (x) Ability to mark resumes as “top notch”, “meets minimum requirements”, etc

3.1.2 (y) Ability to link to work Gmail (send email from ATS, but is recorded in

Gmail)

3.1.2 (z) Electronic signature

3.1.2 (aa) Ability to have multiple hiring managers on one requisition

3.1.2 (bb) Ability to define an alternate recruiter on requisitions

3.1.2 (cc) Recruiters receive an email or text when a note is added to a requisition

3.1.2 (dd) Compatible with G Suite (Resumes can be accessed with G Suite tools)

3.1.2 (ee) Ability to move the internal and external candidate with the resume/profile included

3.1.2 (ff) Ability to add recruiter's note in candidate's profile to be viewed by other recruiters but not viewable to the candidate.

3.1.2 (gg) Direct support hotline for ATS help

3.1.2 (hh) Ability to extract resumes of all candidates or per specific candidates group via API

3.1.2 (ii) Capability to integrate with Infor Lawson Process Automation (IPA)

3.1.2 (jj) Ability to migrate existing data and load historical data

3.1.2 (kk) Ability to design custom Triggers for processing

3.1.2 (ll) Comprehensive collection and storing of candidate profile data (e.g., competencies, skills, education, experience, credentials, certifications, preferences)

3.1.2 (mm) Automatic email notification when application received and application status changes.

3.1.2 (nn) Allow candidates to see the status of their application online (received, under review, being considered, etc.)

3.1.2 (oo) Ability for candidates to sign up for text or email notifications for jobs that meet their preferences by category, agency, job class, competencies, etc.

3.1.2 (pp) Ability to correspond with candidates, hiring managers, and HR Operations personnel within the system and ability to track correspondence in the system

3.1.2 (qq) Interactive, electronic application and offer letter to candidates with electronic signature

3.1.2 (rr) “Quick Apply” for candidates with search agents to apply for the job via text or email when notified of a job that meets their criteria

3.1.2 (ss) Ability for candidate locate a previously applied for job and view the original posting

3.1.2 (tt) Automatic interview scheduling capability

3.1.2 (uu) Video interviewing

BPM001744

Description:

Job Announcement System (Job Board) and Applicant Tracking System

(ATS)

Arizona Department of

Administration

State Procurement Office

Page 6 of 49 2

3.1.2 (vv) Ability to prevent candidates from applying for a job twice

3.1.2 (ww) Ability for candidates to upload and store different versions of resumes if applying for more than one position at a time

3.1.2 (xx) Ability to apply for a job without having to create an account

3.1.2 (yy) Built‐in map within posting to illustrate the location of the job with ability to measure distance from candidate location

3.1.2 (zz) Ability to show similar jobs once a candidate has applied

3.1.2 (aaa) Ability to have multiple positions on one requisition

3.1.2 (bbb) Ability for recruiters to source and search talent within the system by qualifications, experience, interests, skills, competencies, education, certifications, preferences

3.1.2 (ccc) Ability for recruiters to send individual and/or mass email notifications using standardized templates with the ability to edit (personalize) communication based on the candidate and/or their stage in the interview process

3.1.2 (ddd) ‐ Standard decline email to all candidates

3.1.2 (eee) ‐ Customizable thank you for applying emails for each unique job

3.1.2 (fff) ‐ Interview detail templates

3.1.2 (ggg) ‐ Interview feedback surveys

3.1.2 (hhh) ‐ Status updates following an interview

3.1.2 (iii) ‐ Automated notification requests for references

3.1.2 (jjj) ‐ Personalized rejections emails

3.1.2 (kkk) ‐ Job has been filled / closed templates that feature bulk actions

3.1.2 (lll) A clear applicant summary page that provides all necessary information

(ie. applicant information including uploaded documents, resume, personal info, etc. all on one view).

3.1.2 (mmm) Ability to print and email hiring managers multiple candidate applications/resumes at once. (for hiring managers without access to computers)

3.1.2 (nnn) Ability to see if candidate was sent a notification, direct mail, or other (a link to a posting)

3.1.2 (ooo) Auto remove job postings when posting end date is reached

3.1.2 (ppp) Ability for recruiter to define specific screening questions in the system

(ie Willing to work in a prison environment?)

3.1.2 (qqq) Ability to add recruiter's note in candidate's profile to be viewed by other recruiters but not viewable to the candidate. Recruiters receive an email or text when a note is added to a requisition

3.1.2 (rrr) Ability to mark resumes as “top notch”, “meets minimum requirements”, “saved” or “star” status for a future recruitment, etc

3.1.2 (sss) Ability to manually add a candidate (eg, from a job fair) and move candidate and application or resume from one requisition to another

3.1.2 (ttt) Ability to have multiple hiring managers or reviewers on one requisition

3.1.2 (uuu) Ability to define an alternate recruiter on requisitions

3.1.2 (vvv) Employee referral tracking and reporting

3.1.2 (www) Icons that indicate if a candidate application has been reviewed

3.1.2 (xxx) Managers can submit requests to open positions electronically

3.1.2 (yyy) Ability to give veteran’s preference

3.1.2 (zzz) Ability to attach documents to a recruitment (eg., position description)

BPM001744

Description:

Job Announcement System (Job Board) and Applicant Tracking System

(ATS)

Arizona Department of

Administration

State Procurement Office

Page 7 of 49 2

3.1.2 (aaaa) Ability to define approvers and reviewers of the requisition and offer “on the fly” (electronic req approval routing within HR)

3.1.2 (bbbb) Ability to link to work Gmail (send email from ATS, but is recorded in Gmail)

3.1.2 (cccc) Identify/flag for current or former employees

3.1.2 (dddd) Repository for interview questions (bank of questions)

3.1.2 (eeee) Resources for writing more effective job postings

3.1.2 (ffff) Competitive benchmarking data

3.1.2 (gggg) Real time labor market insights

3.2 Company

3.2.1 Contractor shall notify the State of Arizona within thirty (30) days of any change in its ownership, partners, or control affecting a ten percent (10%) or greater interest; any acquisition by it of a ten percent (10%) or greater interest in any subsidiary; and/or any new agreement with, by, or between it and any affiliates that is relevant to this Contract

3.2.2 Contractor shall advise the State of Arizona immediately upon notification of any potential litigation affecting, relating to, or involving: Contractor, the State of Arizona, and/or any subcontractor regarding the services offered and/or provided under this Contract.

3.3 Data and Systems

3.3.1 Contractor shall keep the State of Arizona’s data separate from all other customer data. The State will be housed in a single tenant solution.

3.3.2 All data shall be owned by the State of Arizona, without exception, and the State shall have access to all data when requested, both at regular reporting intervals and on an ad‐hoc basis, as part of the base administrative fees and at no additional cost to the State

3.3.3 Contractor shall provide appropriate data backup and disaster recovery

3.3.4 Contractor shall keep all software up‐to‐date and shall meet industry best practices and comply with all federal regulations. Any State of Arizona mapping, configurations and/or customizations shall be preserved whenever system upgrades occur at no additional cost to the State.

3.3.5 All State of Arizona‐related data obtained by Contractor shall be provided to the State at the termination of the Contract. In addition, Contractor shall maintain this data for no less than seven (7) years from termination of the Contract. Data shall be readily available and

BPM001744

Description:

Job Announcement System (Job Board) and Applicant Tracking System

(ATS)

Arizona Department of

Administration

State Procurement Office

Page 8 of 49 2 accessible to the State upon request, indefinitely or until such time as the State approves otherwise.

3.3.6 Contractor shall establish appropriate FTP site(s) to exchange the State’s data at no additional cost.

3.3.7 Contractor shall revise any data feeds according to any new file specifications required at no additional cost to the State.

3.3.8 Contractor shall notify the State via email within one (1) business day should it uncover any data discrepancies within the file transfer (i.e., errors, duplicates, etc.).

3.3.9 Contractor shall provide Recovery Point Objective (RPO) : 2hr, Recovery Time Objective (RTO) : 2hr

3.3.10 Contractor shall ensure all files residing on the SFTP server will be PGP encrypted

3.3.11 Contractor shall provide a test environment for the States use to test system changes and train new users with appropriate availability and uptime.

3.3.12 Contractor shall provide 99.999 uptime

3.4 Training, Technical Assistance and Ongoing Support

3.4.1 Contractor shall provide customer support to the State of Arizona administration staff as well as to employees. These services shall be available during standard business hours for State of Arizona, Monday through Friday 8:00 AM to 5:00 PM MST, excluding State holidays.

3.4.2 Contractor shall have a dedicated team to focus on federal and/or state legislative changes who have ability to respond and notify the State of such changes in a timely manner.

3.4.3 Contractor shall offer to the State of Arizona’s staff comprehensive onsite or web‐based training and material, including but not limited to online resources and reference guides, as part of the base administrative fees and with no additional cost to the State of Arizona.

3.4.4 Contractor shall provide technical assistance to the State of Arizona as it relates to organizing, supplying, processing, reporting or interpreting data.

3.4.5 Upon identification and determination of system problems, programming problems, or transfer problems, Contractor shall notify the State of Arizona of the issue immediately.

Contractor shall make every effort necessary to correct such problems as soon as possible

BPM001744

Description:

Job Announcement System (Job Board) and Applicant Tracking System

(ATS)

Arizona Department of

Administration

State Procurement Office

Page 9 of 49 2 including, but not limited to working nights, weekends, and holidays, to minimize any negative impact to the State of Arizona, at no additional cost to the State of Arizona.

3.4.6 Contractor shall provide advanced notification when application updates or new functionality added, with ability to select changes

3.4.7 Contractor shall provide general training and resources for end users and administrators

3.5 Implementation

Contractor shall:

3.5.1 Begin the implementation process with one month of completing the AZRamp Validation process. Contractor shall provide a detailed Implementation Plan for the State of Arizona to review and approve (2) weeks prior to the mutually agreed to “go‐live” date.

3.5.2 Provide to the State of Arizona a team of individuals dedicated to implementing the provisions of this Contract. The Implementation Team shall include, but not be limited to:

programmers; data analysts; a project manager; and an account manager.

a) The designated Implementation Manager shall continue to support the State of Arizona for a minimum of sixty (60) days after the “go‐live”. Such support includes, but is not limited to: weekly calls with the State of Arizona and Contractor’s Account Management Team; maintenance of issue‐tracking logs;

and issue resolution. This support must be provided as part of the base administrative fees and at no additional cost to the State of Arizona.

3.5.3 Keep an implementation tracking log (Exhibit I: Implementation Tracking Log) that includes documentation of all Contract or implementation issues. The log shall be updated and shared with the State of Arizona on a weekly basis.

3.5.4 Perform comprehensive system testing and quality assurance audits, with results reported to the State of Arizona prior to the “go live” effective date, as part of the base fees and at no additional cost to the State of Arizona. System testing should include, but is not limited to, the following elements:

a) File transfer;

b) File load;

c) User access; and

d) Reporting.

3.6 SECURITY STANDARDS

3.6.1 Security of the State’s WAN and LANs are of utmost importance to the State. In order to assure security from a personnel and operations perspective, Contractor shall comply with:

3.6.1 (a) All requirements, in their entirety, as described in the statewide enterprise architecture, and statewide Information Technology security policies, standards and procedures:

https://aset.az.gov/resources/policies‐standards‐and‐procedures.

3.6.1 (b) In some instances, Contractor personnel will only be allowed inside of a State facility if accompanied by a State escort. This is applicable in the

BPM001744

Description:

Job Announcement System (Job Board) and Applicant Tracking System

(ATS)

Arizona Department of

Administration

State Procurement Office

Page 10 of 49 2

Correctional facilities, Public Safety facilities, State Lottery, or other facilities as designated by the State.

3.7 SECURITY FRAMEWORK

3.7.1 The State of Arizona and its contractors are mandated to develop and implement a Cyber Security Framework (CSF) in accordance with National Institute of Standards and Technology (NIST) guidance. To ensure State and contractors meet these mandates, all contractors responding to State solicitations will be evaluated based on NIST Special Publication (SP) 800‐53 Rev. 4 Security and Privacy Controls. Contractor understands and agrees no other forms of Security Frameworks, Trust Documents, Self Attestations, to include; ISO/IEC, SOC 2 & 3, PCI, or HIPAA reports of compliance are recognized nor accepted by State. NIST SP 800‐53 Rev. 4 guidelines can be located at:

https://csrc.nist.gov/publications/detail/sp/800‐53/rev‐4/final

3.7.2 Contractor shall comply with all applicable security requirements including but not limited to:

3.7.2 (a) Arizona Risk and Authorization Management Program (AZRamp):

(a) i. The AZRamp assessment shall be re‐validated on a minimum annual basis.

3.7.3 State reserves the right to conduct risk assessments, vulnerability assessments, black‐box penetration tests or hire a third party to conduct risk assessments, vulnerability assessments, and black‐box penetration tests of the Contractor’s environment. Contractor will be alerted in advance and arrangements made for an agreeable time. Contractor shall respond to all serious flaws discovered by providing an acceptable timeframe to resolve the issue and/or implement a compensating control.

3.7.4 Contractor shall submit copy of system logs from Contractor’s environment to State of AZ security team on a regular basis to be added to the State SIEM (Security Information Event Monitor) or IDS (Intrusion Detection System).

3.7.5 The ideal solution will be contained within a Federal Risk and Authorization Management Program (FedRAMP) Authorized government‐rated, single tenant cloud compartment. This preferred architecture provides better protection during storage, processing, and/or transmission of sensitive or regulated State data. Information about FedRAMP Authorized

BPM001744

Description:

Job Announcement System (Job Board) and Applicant Tracking System

(ATS)

Arizona Department of

Administration

State Procurement Office

Page 11 of 49 2

SaaS, PaaS or IaaS platforms can be located at:

https://marketplace.fedramp.gov/#/products?sort=productName

3.7.6 Contractor shall comply with all applicable State and Federal laws and regulations, including, but not limited to;

3.7.6 (a) Federal Information Security Management Act of 2002 (FISMA)

3.7.6 (b) Federal Information Security Modernization Act of 2014 (FISMA)

3.7.6 (c) OMB Circular A‐130

3.7.6 (d) Health Portability and Accountability Act (HIPAA) including Business Associate Agreement/ Health Information Technology for Economic and Clinical Health Act (HITECH)

3.7.6 (e) Tax Information Security Guidelines For Federal, State and Local Agencies: Safeguards for Protecting Federal Tax Returns and Return Information (IRS Publication 1075)

3.7.6 (f) A.R.S. 18‐104 ‐ Arizona Department of Administration, Arizona Strategic Enterprise Technology (ADOA‐ASET), Powers and duties of the agency

3.7.6 (g) A.R.S. 18‐105 ‐ Statewide information security and privacy office (SISPO)

3.7.6 (h) A.R.S. 18‐552 ‐ Notification of security system breaches; requirements;

enforcement; civil penalty; preemption; exceptions

3.7.6 (i) Arizona Executive Order 2008‐10 – Mitigating Cyber Security Threats

3.7.6 (j) State of Arizona statewide policies, standards and practices

3.7.6 (k) SIPC Memorandum of Understanding (MOU)

3.7.6 (l) State Environmental policies

3.7.6 (m) Family Education Rights Privacy Act (FERPA)

3.7.6 (n) Driver’s Privacy Protection Act (DPPA)

3.7.6 (o) Incident Response Reporting program and system

3.7.6 (p) Privacy Incident Reporting policy and standards

3.7.6 (q) AZNET/SISPO escalation MOU and notification workflow/templates

3.7.6 (r) State of Arizona Library, Archives and Public Records, Records Management Division, General Retention Schedules http://www.lib.az.us/records/documents/pdf/State%20‐ %20management.pdf

3.7.6 (s) Payment Card Industry (PCI) Security Standards including but not limited to Supplemental Documents, Information Supplements and Validation Requirements – See:

BPM001744

Description:

Job Announcement System (Job Board) and Applicant Tracking System

(ATS)

Arizona Department of

Administration

State Procurement Office

Page 12 of 49 2 https://www.pcisecuritystandards.org/security_standards/documents.ph p?document=pci_dss_v2‐0#pci_dss_v2‐0

3.8 The ideal solution will utilize a FedRAMP Authorized Platform and host State of Arizona data within a single tenant environment allowing for routine scanning and penetration testing in accordance with State of Arizona Information Technology Policies, Standards and Procedures.

3.9 Account Management

3.9.1 Contractor shall provide to the State of Arizona a dedicated team of professionals who are responsible for ensuring that all Contract requirements and service deliverables are met by the Contractor.

3.9.2 Contractor shall provide to the State of Arizona an account management team that is experienced in providing services for similar entities, trained in ATS issues, and that has sufficient capacity and authority to respond to the State of Arizona issues in a timely manner. The account management team shall include the following individuals:

a) Executive Sponsor – shall be responsible for partnering with the State of Arizona on issues related to legislation and policy and shall provide recommendations to the State of Arizona senior management. The Executive Sponsor shall work with the entire senior management team in other roles as well.

b) Account Manager – shall be the single, day‐to‐day contact for the State of Arizona with the primary responsibilities of responding to all issues, coordinating the efforts of Contractor’s staff to resolve issues, and overseeing all aspects of project management including, but not limited to, the initial implementation and ongoing facilitation. The Account Manager shall have a minimum of two (2) years of experience with Contractor’s organization or a similar industry.

c) IT System Manager – This individual shall be the primary contact for providing technical assistance to the State of Arizona and shall be responsible for resolving all IT‐related issues that arise for the duration of the Contract

3.10 Public Information Requests, Media Requests, Press Releases or Other Public Communications.

3.10.1 Contractor shall notify the State of Arizona Human Resources Division within twenty‐four

(24) hours of receiving a written public information request, written media request, or other public inquiry regarding the ATS. Contractor agrees that the State of Arizona shall approve all responses prior to their release.

3.10.2 Contractor shall transfer all telephonic inquiries for public information to the State of Arizona for response and resolution.

3.10.3 Contractor shall submit copies to the State of Arizona of all press releases pertaining to, or having an impact on, the State of Arizona or the ATS. All such releases shall be approved in writing by the State of Arizona prior to their submission or response

BPM001744

Description:

Job Announcement System (Job Board) and Applicant Tracking System

(ATS)

Arizona Department of

Administration

State Procurement Office

Page 13 of 49 2

SECTION 2‐A SCOPE OF WORK SUPPLEMENTS:

(Offeror to insert as required and list here or type “None” on first line)

Title Document Date No. of pages Purpose in Offer

1. Enter or type “None” X x X

2. Enter or delete row if not needed

3. Enter or delete row if not needed

4. Enter or delete row if not needed

5. Enter or delete row if not needed

6. Enter or delete row if not needed

7. Enter or delete row if not needed

The following Exhibit applies to the Scope of Work:

SECTION 2-A_EXHIBIT I – _____________________

End of Section 2‐A

BPM001744

Description:

Job Announcement System (Job Board) and Applicant Tracking System

(ATS)

Arizona Department of

Administration

State Procurement Office

Template version 4.0 (16‐NOV‐2018)

SECTION 2‐B: Pricing Document

Page 14 of 49 2

SECTION 2‐B: Pricing Document

1.0 Compensation

1.1 COMPENSATION METHOD

Contractor will be compensated based on the final detailed written quote approved by the Customer. Pricing shall not exceed the labor rates indicated on the Pricing Document.

2.0 Pricing

2.1 CONTRACTOR’S BEST PRICING. Supplier warrants that, for the term of the Contract, the prices and discounts set out in the exhibit titled “Job_Board_ATS_Response_Questionnaire on Page 10 ”to this Pricing Document, including any subsequent agreed amendment to it (the “Contract Pricing”), will be equal to or better than the lowest prices and largest discounts, both separately and in combination, at which Contractor sells equivalent services, items of equipment and materials.

2.1.1 That price‐plus‐discount equivalence (“Contractor’s Best Pricing”) is intended to be irrespective of whether or not those other sales have special purchase terms, conditions, rebates or allowances.

2.1.2 If Contractor’s Best Pricing for equivalent services, items of equipment and materials is better than the

Contract Pricing, then Contractor agrees to adjust the Contract Pricing to match the Contractor’s Best

Pricing for all sales related to the Contractor made after the date when the Contractor’s Best Pricing was first better than the Contract Pricing.

2.1.3 For clarification of intent, that date is intended to be the date when the difference first occurred, which might have been before the difference was first identified. If it was before, then Supplier agrees to charge at less than the Contract Pricing until the extended difference that would have been realized

(i.e., if the Contractor’s Best Pricing had been applied when it should have been) has been settled.

2.2 PRICING‐ALL‐INCLUSIVE:

2.2.1 Pricing is all‐inclusive, including any ancillary fees and costs required to accomplish the Scope of Work and all aspects of Contractor’s offer as accepted by State. Details of service not explicitly stated in the

Scope of Work or in Contractor’s Offer, but necessarily a part of, are deemed to be understood by

Contractor and included herein. All administrative, reporting, or other requirements, all overhead costs and profit and any other costs toward the accomplishment of the requirements in the Contract are included in the pricing provided.

2.3 PRICE INCREASES:

2.3.1 The SPO may review a fully documented request for a price increase. The requested increase shall be in writing and be based upon a cost increase to the contractor that was clearly unpredictable at the time of the offer and is directly correlated to the price of the product concerned. Contractor must provide conclusive evidence of a need for any price increases such as being substantiated by the Producer Price

Index, Consumer Price Index, or similar pricing guide.

(a) Initial Contract prices will be honored for the initial term of the contract.

(b) A price increase shall only be considered at the time of contract renewal or extension. All written requests for price adjustments made by the contractor shall be initiated ninety (90) days in advance of the current contract end date to allow State sufficient time to make a fair and

BPM001744

Description:

Job Announcement System (Job Board) and Applicant Tracking System

(ATS)

Arizona Department of

Administration

State Procurement Office

SECTION 2‐B: Pricing Document

Page 15 of 49 2 equitable determination to any such requests. This may be waived upon proper documentation demonstrating the urgency of the request.

(c) All price adjustments will be implemented by a formal contract amendment. State shall determine whether the requested price increase or an alternate option is in the best interest of State.

2.4 PRICE REDUCTIONS:

2.4.1 Price reductions shall be immediately passed along to State and may be submitted in writing to State for consideration at any time during the Contract period. The contractor shall offer State a price reduction on the Contract product(s) concurrent with a published price reduction made to other customers. State at its own discretion may accept a price reduction. The price reduction request shall be in writing and include documentation showing the actual reduction of cost. Sales promotions requests shall include difference in pricing, begin, and end date of promotion along with the products covered.

2.5 ADDITIONAL CHARGES:

2.5.1 Any charges or fees not delineated in the Contract may not be added, billed, or invoiced under the

Contract.

2.6 TRAVEL.

2.6.1 Contractor shall get written approval prior to any travel under the Contract in which reimbursement of expenses will be requested. Contractor will be reimbursed for actual expenses incurred in accordance with the current rates specified in State’s Travel Policy. Contractor shall itemize all per diem and lodging charges. State Travel Policy, including State rates, may be located at https://gao.az.gov/travel .

The Eligible Entity / Customer shall reject any claim for travel reimbursement without prior written approval.

3.0 Funding

No particular funding considerations apart from paragraph 4.3 of the Uniform Terms and Conditions [Availability of

Funds] have been identified as of the Solicitation date.

4.0 Invoicing

4.1 INVOICES GO TO BUYING ENTITY. Contractor shall submit all billing notices or invoices to the ordering Eligible

Entity/Customer (e.g. Eligible Agency or Co‐Op Buyer) at the address indicated on the applicable Order document or by utilizing the Buying Entity’s purchasing tool/process.

4.2 MINIMUM INVOICE REQUIREMENTS. Every invoice must include the following information:

Item Required

Bill‐to name and address

Contractor name and contact information

Remit‐to address

State contract number

Order number (typically the The State’s e‐Procurement System PO #)

Invoice number and date

BPM001744

Description:

Job Announcement System (Job Board) and Applicant Tracking System

(ATS)

Arizona Department of

Administration

State Procurement Office

SECTION 2‐B: Pricing Document

Page 16 of 49 2

Date the items shipped or services performed

Applicable payment terms

Contract line item number

Contract line item description

Quantity delivered or performed

Line item unit of measure

Item price

Extended pricing

Discount off list or catalog

Taxes (as a separate invoice line item)

Upcharge shipping/freight, etc. (as a separate invoice line item) Materials only

Total invoice amount due

4.3 NO INVOICE WITHOUT AUTHORIZATION. Contractor shall not seek payment for any:

1. Materials or Services that have not been authorized on an acknowledged Order;

2. Expediting, overtime, premiums, or upcharges absent State’s express prior approval; or

3. Materials or Services that are the subject of a Contract Amendment that has not been fully signed.

4.4 PRE‐INVOICE REVIEW. Shortly before Contractor is scheduled to submit each invoice, the parties’ representatives shall meet informally to review any issues relevant to that upcoming invoice so that the formal invoice process is thereby facilitated and made more efficient.

4.5 SUBMITTING INVOICES. Contractor shall submit an invoice to the ordering Eligible Agency or Co‐Op Buyer using the form and/or process provided or required by the ordering Eligible Entity/Customer (Eligible Agency or Co‐

Op Buyer). Every invoice must be signed by Contractor’s authorized representative and accompanied by all supporting information and documentation required by the Contract and applicable laws.

4.6 DEFECTIVE INVOICES. Without prejudice to its other rights under the Contract or further obligation to

Contractor, the ordering Eligible Entity/Customer (Eligible Agency or Co‐Op Buyer) may, at its discretion, reject any materially defective invoice.

4.6.1 The ordering Authorize Entity/Customer (Eligible Agency or Co‐Op Buyer) shall notify Contractor within

5 (five) business days after receipt if it determines an invoice to be materially defective.

4.6.2 Invoices will be deemed automatically rejected upon delivery if they:

(a) are sent to an incorrect address;

(b) do not reference the correct State contract number; or

(c) are payable to any Person other than the Contractor.

4.6.3 The ordering Eligible Entity/Customer (Eligible Agency or Co‐Op Buyer) will have no obligation to pay against a defective invoice unless and until Contractor has re‐submitted it free of defects.

BPM001744

Description:

Job Announcement System (Job Board) and Applicant Tracking System

(ATS)

Arizona Department of

Administration

State Procurement Office

SECTION 2‐B: Pricing Document

Page 17 of 49 2

5.0 Payments

5.1 PAYMENT. The applicable Eligible Agency or Co‐Op Buyer shall pay undisputed amounts due to Contractor within the time period specified in Section 4.0 Costs and Payments of the Uniform Terms and Conditions

5.2 JOINT CHECKS OR DIRECT PAY. applicable Eligible Agency or Co‐Op Buyer may, but is under no obligation to, pay by joint check or to pay directly to any Subcontractor or other creditor to whom any portion of Contractor’s requested payment is owed.

5.3 RECOVERY OF OVER‐PAYMENT. If applicable Eligible Agency or Co‐Op Buyer determines that an over‐payment has been made to Contractor on any prior invoice, it shall inform Contractor of the amount and date of the over‐payment and may deduct the over‐paid amount from amounts then or thereafter due to Contractor.

5.4 PAYMENTS TO SUBCONTRACTORS. Contractor shall make payment of all undisputed amounts due to

Subcontractors within thirty (30) days of receipt of funds from applicable Eligible Agency or Co‐Op Buyer applicable to their services.

5.5 PURCHASING CARD. Applicable Eligible Agency or Co‐Op Buyer may pay invoices for some or all Orders using a purchasing card. Any and all fees related to payment using a Purchasing Card are the responsibility of

Contractor. Unless otherwise stated in the Contract there will be no additional fees or increase in prices associated with this method of payment.

5.6 AUTOMATED CLEARING HOUSE. Applicable Eligible Agency or Co‐Op Buyer may pay invoices for some or all

Orders through an Automated Clearing House (ACH). In order to receive payments in this manner from Eligible

Agencies, Contractor must complete an ACH Vendor Authorization Form (form GAO‐618) within 30 (thirty) days after the effective date of the Contract. The form is available online at:

https://gao.az.gov/afis/vendor‐information

End of Section 2‐B

BPM001744

Description:

Job Announcement System (Job Board) and Applicant Tracking System

(ATS)

Arizona Department of

Administration

State Procurement Office

SECTION 2‐C: Special Terms and Conditions

Page 18 of 49 2

SECTION 2‐C: Special Terms and Conditions

The Special Terms and Conditions modify the Uniform Terms and Conditions and its Appendices. It can modify them by replacing, deleting, appending to, or revising the text of an existing provision or by inserting a new paragraph into an existing article. No other document modifies or adds to the Uniform Terms and Conditions, except as may subsequently be otherwise and expressly agreed and incorporated by Contract Amendment.

1.0 Definition of Terms

As used in the Contract, the terms listed below are defined as follows:

1.1 Acceptance “Acceptance” means the document headed “Offer and Acceptance Form” bearing the State contract number once Procurement Officer has signed it to signify (1) State’s formal acceptance of the Accepted Offer and (2) the formation of the Contract. For clarity of intent, the foregoing is not to be confused with the term “acceptance” used throughout the Contract in the context of delivery, inspection, etc., with respect to Materials or Services.

1.2 Accepted Offer If State did not request a Revised Offer, then “Accepted Offer” means the Initial Offer.

If State did request a Revised Offer but not a Best and Final Offer, then “Accepted Offer” means the latest Revised Offer.

If State requested a Best and Final Offer, then “Accepted Offer” means the Best and Final Offer.

1.3 Arizona Procurement

Code;

A.R.S.; A.A.C.

“Arizona Procurement Code, “A.R.S.,” and “A.A.C.” are each defined in the Instructions to Offerors.

1.4 Arizona TPT “Arizona TPT” means Arizona Transaction Privilege Tax. For information, refer to the Arizona Department of Revenue (DOR) website at:

https://www.azdor.gov/business/transactionprivilegetax.aspx.

1.5 Attachment “Attachment” means any item that:

1. the Solicitation required Offeror to submit as part of the relevant Offer (e.g., Initial Offer, Revised Offer, or BAFO);

2. was attached to an Offer when submitted; and

3. was included in the Accepted Offer.

1.6 Pricing

Document

“Pricing Document” means Section 2‐B of Part 2 of the Solicitation Documents, provided that, if there is no such Section in the Contract, then “Pricing Document” is to be construed as referring to whatever item in the Contract contains the contracted pricing and payment provisions.

1.7 Contract

Amendment

"Contract Amendment" means a document signed by Procurement Officer that has been issued for the purpose of making changes to the Contract after execution.

1.8 Contract Terms

and Conditions

“Contract Terms and Conditions” means the Special Terms and Conditions and these Uniform Terms and Conditions taken collectively.

1.9 Contractor “Contractor” means the Person identified on the Accepted Offer who has entered into the Contract with State.

1.10 Contractor Indemnitor “Contractor Indemnitor” means Contractor or any of its owners, officers, directors, agents, employees, or Subcontractors.

1.11 Co‐Op Buyer “Co‐Op Buyer” means a member of the State Purchasing Cooperative that has entered into a “Cooperative Purchasing Agreement” with the Arizona Department of Administration State

BPM001744

Description:

Job Announcement System (Job Board) and Applicant Tracking System

(ATS)

Arizona Department of

Administration

State Procurement Office

SECTION 2‐C: Special Terms and Conditions

Page 19 of 49 2

Procurement Office under A.R.S. § 41‐2632. Unless there is an applicable Cooperative Purchasing Agreement in effect at the time, a State Purchasing Cooperative member cannot be a Co‐Op Buyer. For reference, “Co‐Op Buyer” is to be construed as encompassing “eligible procurement unit” under A.A.C. R2‐7‐101(23).

NOTE: Membership in the State Purchasing Cooperative is open to all Arizona political subdivisions, including cities, counties, school districts, and special districts. Membership is also available to non‐profit organizations, other state governments, the federal government and tribal nations. For reference, “non‐profit organizations” are defined in A.R.S. § 41‐2631(4) as any nonprofit corporation as designated by the IRS under section 501(c)(3) through 501(c)(6) of the tax code.

1.12 Eligible Agency If the Special Terms and Conditions indicates that the Contract is a “single‐agency” contract, then “Eligible Agency” means the particular State of Arizona agency, university, commission, or board identified therein. If the Special Terms and Conditions indicates that the Contract is a “statewide” contract, then “Eligible Agency” means any State of Arizona department, agency, university, commission, or board.

1.13 Indemnified Basic

Claims

“Indemnified Basic Claims” means any and…