FDLE-ITN-2539 - Addenda 1 5-16-25.pdf

DATE: May 16, 2025

SOLICITATION NUMBER: FDLE ITN 2539

SOLICITATION TITLE: Human Resource (HR) Candidate Onboarding Application—Web and Mobile Solutions

REPLY OPENING: JUNE 13, 2025, 2:30 PM ET

ADDENDA NUMBER: 1

This addendum serves as notice of responses to questions received from potential Vendors relevant to the Invitation to Negotiate (ITN) and amended pages from the original ITN document.

All other terms and conditions of the ITN remain unchanged.

THIS ADDENDUM NOW BECOMES PART OF YOUR PROPOSAL RESPONSE.

THE ADDENDA ACKNOWLEDGEMENT FORM SHALL BE SIGNED BY AN AUTHORIZED COMPANY REPRESENTATIVE, DATED AND RETURNED WITH THE BID RESPONSE.

ADDENDA ACKNOWLEDGEMENT

COMPANY NAME:

ADDRESS:

CITY: STATE: ZIP:

AUTHORIZED REPRESENTATIVE: TITLE:

AUTHORIZED SIGNATURE: DATE:

PHONE: EMAIL:

FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN FLORIDA STATUTE 120.57(3) OR FAILURE TO FILE A BOND OR OTHER SECURITY WITHIN THE TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER OF

PROCEEDINGS UNDER CHAPTER 120 FLORIDA STATUTES.

FDLE-ITN-2539 Human Resource (HR) Candidate Onboarding Application—Web and Mobile Solutions

Question # ITN Section ITN Page # Question Answer

Section 1.3 and

Section 3.1.19, Tab 4 Page 3 and

Your ITN Statement of Purpose clearly describes the need for a SaaS onboarding system. Tab 4 on Page 19 of the ITN invites vendors to "... offer services other than those specifically outlined in this solicitation that it believes offers Value-Added Services to the Department." In relation to this statement that invites vendors to make offers that may add value to the overall objective, I would like to provide the following context:

Organizations typically seek a seamless talent acquisition process that consists of a SaaS Applicant Tracking System (ATS) with an electronic onboarding module that auto-streams new-hire data to payroll and any other desired downstream endpoint(s). The ATS is used to manage recruiting and its cloud onboarding module is used to collect all e-signed onboarding forms. It appears that your Department's ITN only wants to acquire an onboarding system, as it currently has an ATS. In this case, the awarded vendor of an onboarding system will have to integrate with your ATS in order to fully automate the transfer of new-hire data to the onboarding system. To integrate, your ATS provider will have to work with the selected vendor to develop the integration, which may add acquisition costs. If that cannot be accomplished, the entry of new-hire data into the onboarding software must be accomplished in a manual fashion.

I am interested to know if the Department is open to receipt of a bid that includes an ATS that contains an electronic onboarding module.

FDLE is open to evaluating proposals that include a full ATS with an integrated electronic onboarding module. While FDLE will not integrate with People First or transfer data from it, a comprehensive ATS-onboarding solution is acceptable if it supports the entire internal process outlined in the workflow, from approval to fill through onboarding. The goal is to automate all internal tasks currently managed by FDLE, excluding functions handled by People First. Candidate selection will continue to be initiated manually and onboarding will begin once candidate selection is entered manually into the system. People First integration is not a requirement but may be proposed as a value-added feature.

Attachment H-

Section 4

Please estimate the percentage of applications that require rework. i.e., more than one review?

Approximately 20% of submitted forms require manual review, corrections, or data entry by FDLE staff prior to acceptance into the onboarding process. In addition, staff are responsible for reviewing, scanning, filing, and updating background investigation documents and onboarding forms as needed throughout the candidate lifecycle.

Attachment H-

Section 4 47 How does staff today determine a file has everything required submitted?

Manually, by checking our share drive to ensure that required documents on our checklist are in the process folder.

Attachment H-

Section 4

How much time do staff spend on phone calls answering status questions and how-to questions?

FDLE estimates that approximately 50% of staff time is currently spent responding to phone calls related to candidate status inquiries and general process questions.

Attachment H-

Section 4 47 How many staff members are currently involved with reviewing application packets?

8; Staff members are assigned to hiring processes and that assigned staff member will review the application packets for that process. They may ask for assistance from their supervisor if necessary.

Attachment H-

Section 4

Does FDLE presently scan hard copy documents/forms, index each, and file them in a digital folder, or do you enter data into an Access or other database and file the originals in hard copy folders, or both? If both, please estimate the FTE’s associated with scanning, indexing, and filing.

We scan hard copies and index them in a folder on the share drive. We have 8 staff members responsible for the hiring processes. During onboarding, 2 FTEs and 1 OPS employee scan and digitally files hard copy documents/Forms into the Axiom Pro, imageAPI, document management system.

Attachment H-

Section n10

There is a comprehensive workflow that shows what happens from the moment the department identifies a need to a new employee being fully functional. Will this system support the entire process or only a subset of the processes depicted in the diagram?

The system is expected to support the entire internal process outlined in the workflow, from approval to fill through onboarding. The goal is to automate all internal tasks currently managed by FDLE, excluding functions handled by People First.

8 3.1.15 15 Is attachment D (in-state preference) required as a part of the response/RFP process, or only if we are working to obtain the 5% preference?

Yes, Attachment D is required as part of the response. Respondents must complete the form as instructed, regardless of whether they are seeking the 5% in-state preference. Failure to submit the completed form may result in the response being deemed non-responsive.

Attachment H

Section 4.3 47 4.3 What is your interpretation of "ability to upload multiple document templates?

FDLE would like the ability to upload and manage reusable document templates within the system. These templates may include standardized forms such as supervisor checklists, pre- and post-credit check letters, onboarding forms, conditional offer letters, and supplemental applications. The system should allow administrators to upload these templates once and make them available throughout the hiring and onboarding workflows—so they can be populated, reused, and distributed without having to re-upload or recreate them for each candidate.

10 How many users from the agency will use this system?

Approximately 20 internal users will access the system with varying permission levels. FDLE prefers a scalable solution.

11 How are applications being used now by the agency?

FDLE currently uses manual methods (email, Excel/Word documents) to receive, track, and manage candidate applications. There is no automated application or onboarding portal in place.

12 How many admins does the agency plan to set?

FDLE anticipates designating 3–5 administrative users with full system access for configuration, management, and oversight.

13 How many users are accessing the system as recruiters?

While FDLE does not have a dedicated recruiting team, approximately 20 users will perform recruitment-related tasks in the system.

14 What third-party systems will be required?

There are no required third-party system integrations. However, integration with FDLE’s Active Directory is required. Any additional integrations may be considered value-added but are not required.

15 What's the timeline for implementation?

The vendor should respond with a timeline they can meet, which will be revisited and modified, if necessary, during the negotiation process.

16 Does the agency currently use ServiceNow in any capacity? No. The Department does not currently use ServiceNow in any capacity.

Attachment I Pass/Fail Requirements

Is it required that the SaaS application be hosted within only specific Government environment for AWS GovCloud or Microsoft Azure Government?

Yes, it is required to be hosted in a Government environment (AWS GovCloud or Microsoft Azure Government).

Attachment I Pass/Fail Requirements

Are you open to hosting within SaaS vendors FedRAMP and DoD authorized Government Cloud if it meets FDLE security requirements?

No.

19 How many employees does FDLE have ? Approximately 2000.

Will the demo/presentation scheduled between June 16–20 be conducted virtually or on-site?

The June 16-20 dates are for FDLE to conduct independent evaluations of the proposal provided by the Respondents. When and if a Respondent is invited to move forward into the Negotiation phase demonstrations and presentations will be scheduled as part of the Negotiation process.

21 If on-site, will remote team members be allowed to participate virtually?

While we strongly encourage in person attendance, we can accommodate a hybrid approach to accommodate remote participants upon FDLE approval, if necessary.

For remote participants, FDLE will use Microsoft Teams to facilitate the meeting.

Are you looking to utilize a new applicant tracking system (ATS) as part of this project?

See Answer #1.

Will applicants still be required to apply initially through the State of Florida’s centralized career site?

Yes, Florida state agencies are required to use the People First system per Section 215.92, F.S. This web-based HR system manages payroll, time and attendance, recruitment, benefits administration, and organizational management.

24 How do you anticipate applicants getting into the proposed ATS?

Candidate-facing Web Solution with unique username and password along with MFA provided by the Respondent.

25 What functionality does FDLE intend to use the ATS for? See Answer #1.

If an ATS is proposed as an optional component, will FDLE accept a solution that does not integrate with the state’s existing ATS?

See Answer #1.

27 Is manual data entry of candidates into an ATS acceptable?

Candidate selection will continue to be initiated manually and onboarding will begin once candidate selection is entered manually into the system.

Can you clarify what is required under “multi-tenant architecture”? Are you referring to multi-agency access, multiple SSO connections, or something else?

Multi-tenant architecture is industry standard language for a software design where a single instance of an application serves multiple distinct customers or tenants, each with their own isolated data and configuration, commonly used in Software as a Service (SaaS) solutions.

Are SMS alerts required for all system notifications, or only for specific events (e.g., fingerprinting, drug screening)?

FDLE is seeking an application that offers multi-channel reminders or automated appointment reminders to ensure Candidates are sent reminders for appointment or other scheduled events. If possible with the availability to allow the Candidate to select their preferred communication method for reminders, or select multiple methods for increased reliability.

30 Are one-way text messages sufficient for your requirements? Yes.

What specific file types and size limits does FDLE require for document uploads (e.g., PDF, Word, JPEG)?

The solution must support uploading and storing commonly used file types including Adobe PDF, Microsoft Word, Excel, and JPEG. Examples of expected documents include: Supplemental Application (16 pages, approximately 861 KB), I-9 Form (3 pages, approximately 900 KB), and Additional Background Documents (17 pages, approximately 828 KB). While FDLE has not defined a specific maximum file size, the system must be capable of uploading and storing large attachments without performance issues. Vendors are encouraged to include support for any additional commonly used file types that may benefit FDLE’s onboarding process.

Does FDLE require applicant-level control over file type uploads, or can this be managed by the agency?

File types would be managed by FDLE.

33 What is the estimate file size(s) to be migrated? Migration is not part of this solicitation.

34 How many candidates apply annually? This is unknown.

Is FDLE able to estimate the file size of a standard packet of forms and support documents for a candidate?

The background packet is approximately 5 MB. The onboarding packet is 1.48 MB.

36 General Question Can a mix of on-shore and off-shore resources (based out of India/ Canada) be proposed?

No.

37 General Question Is the Florida Department of Law Enforcement (FDLE) currently using ServiceNow? If so, which modules or solutions are in use?

See Answer #16.

38 General Question Has a budget been allocated for this project? If yes, could you please share any available details?

FDLE has not established a predefined budget for this project. Respondents should submit a proposal that best meets the requirements outlined in the SOW.

Proposed Implementation Phases 3

Pg 47 What is the expected or estimated duration for the project from initiation to completion? Is there any target go-live date set?

The Respondent should respond with a timeline they can meet, which will be revisited and modified, if necessary, during the negotiation process.

Proposed Implementation Phases 3

Pg 47 Will the department be open to custom/better phase approach or does it have to be 3 phases?

FDLE encourages Respondents to propose the best solution that meets the requirements outlined in the SOW and is a Vendor-Hosted solution operating in a SaaS government cloud environment.

Application Requirements 4.5

Pg 49 The application should provide the ability to configure workflows differentiating sworn, lab, and civilian candidate processing – Who will the solution be used for and how many roles will be onboarded using the solution?

The solution will be used to onboard all employees. Ideally, the solution should allow for the tracking of prospective employees as sworn, non-sworn and forensics candidates. Internally, tge solution will be used by Information Technology Administrators, Human Resource Administrators and Human Resource Coordinators with the ability to add additional roles in the future. Externally, candidate selections.

Security Requirements 7

Pg 49 Could you provide a list of third-party systems or platforms that are expected to be integrated as part of the project scope?

There are no required third-party system integrations. However, integration with FDLE’s Active Directory is required. Any additional integrations may be considered value-added but are not required.

44 General Question Has the department seen any previous demos of any solutions? If Yes, can you share the name of the solutions?

FDLE has reviewed solutions through demonstrations conducted over a year ago to gain insight into available options.

How does the State currently onboard forms? Do they pass through a central onboarding station?

See Answer #11.

What percentage of forms require manual review, rework, and data entry from State staff?

Approximately 20% of submitted forms require manual review, corrections, or data entry by FDLE staff prior to acceptance into the onboarding process. In addition, staff are responsible for reviewing, scanning, filing, and updating background investigation documents and onboarding forms as needed throughout the candidate lifecycle.