Recruitment_and_Hiring_Solution_(Addendum_#3_Revision).pdf

Information Technology Department

Request for Proposals (RFP) #RFP193604 For

Recruitment and Hiring Solution

Proposal Submittal Deadline:

Tuesday, March 11, 2025 BEFORE 3:00 pm

Procurement Contact:

Alice Harrison Contract Administrator alice.harrison@cityofpaloalto.org

(650) 329-2173

CITY OF PALO ALTO

PURCHASING/CONTRACT ADMINISTRATION

250 HAMILTON AVENUE

PALO ALTO, CA 94301

(650) 329-2271

Request for Proposal (RFP) #RFP193604 1

TABLE OF CONTENTS

1. Introduction

2. Pre-Proposal Conference and Certifications

3. Proposal Content and Format

4. Contract Type and Method of Payment

5. Scope of Work

6. Evaluation Criteria

7. Oral Interviews

8. Public Nature of Materials

9. Collusion

10. Disqualification

11. Non-Conforming Proposal

12. Gratuities

13. Firms or Persons Not Eligible to Submit A Proposal

14. Suspension and Debarment Status

15. Proposer Questionnaire

Attachments:

A - RFP 193604 Cost Proposal Form

B - Firm Experience

C - Professional Services Agreement Sample

D - RFP 193604 Insurance Requirements

E - 1-64 IT Information Privacy Policy dated December 2017

F - Cybersecurity Terms and Conditions v3.1

G - RFP 193604 Project Requirements *REQUIRED with Proposal*

H - VISA Questionnaire v2.77 *ONLY REQUIRED IF AWARDED CONTRACT*

Request for Proposal (RFP) #RFP193604 2

1. INTRODUCTION

The City of Palo Alto is seeking proposals from qualified firms to provide services for a modern, all-encompassing recruitment and onboarding platform that will enable the city to manage multiple recruitments effectively while potentially incorporating performance management, thus meeting its evolving needs and adapting to current and future initiatives. The required services and performance conditions are described in the Scope of Work (or Services).

1.1. Summary

The Human Resources department is committed to promoting positive employee relations, managing talent, facilitating career advancement, and ensuring employee engagement, all while prioritizing health and implementing effective workplace safety protocols. The goal of the department is to recruit, develop, and retain a diverse, highly skilled, and professional workforce that reflects the high standards of the community.

Since 2011, the city has used a cloud-based applicant management and employee onboarding system to support this goal. Each year, the City of Palo Alto fills over 300 positions and successfully onboards around 200 new hires across various departments.

The existing cloud-based applicant system includes multiple modules that streamline the recruitment and hiring process. It offers a centralized platform for managing vacancy information, developing recruitment plans and job announcements, accepting and overseeing online applications, and tracking candidates throughout the recruitment lifecycle.

The City recognizes the challenges in recruitment, including a decrease in qualified candidates applying for positions and an increase in job openings, especially in the public sector. To manage these challenges, a new recruitment strategic plan has been adopted to further enhance recruitment strategies. To advance further, it's essential to find a sophisticated cloud-based applicant management solution that can enhance recruitment efficiency, improve candidate accessibility, elevate user experience, and seamlessly integrate with the City's overall technology infrastructure. This project seeks to identify a modern, all-encompassing recruitment and onboarding platform that will enable the city to manage multiple recruitments effectively while potentially incorporating performance management, thus meeting its evolving needs and adapting to current and future initiatives. The City is seeking to award a five year contract.

1.2. Background

NO VALUE

1.3. Contact Information

Procurement Contact:

Alice Harrison

Contract Administrator

Request for Proposal (RFP) #RFP193604 3 alice.harrison@cityofpaloalto.org

(650) 329-2173

Department:

Information Technology

1.4. Timeline

Release Project Date: February 7, 2025

Question Submission Deadline: February 24, 2025, 1:00pm

Proposal Submission Deadline: March 11, 2025, 3:00pm

2. PRE-PROPOSAL CONFERENCE AND CERTIFICATIONS

2.1. Examination of Proposal Documents

The submission of a proposal shall be deemed a representation and certification by the

Proposer that it:

• Has carefully read and fully understand the information that was provided by the

City to serve as the basis for submission of this proposal.

• Has the capability to successfully undertake and complete the responsibilities and obligations of the proposal being submitted.

• Represents that all information contained in the proposal is true and correct.

• Did not, in any way, collude, conspire to agree, directly or indirectly, with any person, firm, corporation or other Proposer in regard to the amount, terms or conditions of this proposal.

• Acknowledge that the City has the right to make any inquiry it deems appropriate to substantiate or supplement information supplied by Proposer, and Proposer hereby grants the City permission to make these inquiries, and to provide any and all related documentation in a timely manner.

2.2. Addenda / Clarifications

Should discrepancies or omissions be found in this RFP or should there be a need to clarify this RFP, questions or comments regarding this RFP must be submitted to the

Questions & Answers section of this project listing on OpenGov.

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Correspondence shall be communicated through the City’s electronic procurement system. Responses from the City will be provided through the Questions & Answers section of OpenGov for this project and available to all. Inquiries received after the deadline for questions stated in the timeline will not be accepted. All addenda shall become a part of this RFP and shall be acknowledged on the Proposer’s submittal.

The City shall not be responsible for nor be bound by any oral instructions, interpretations or explanations issued by the City or its representatives.

2.3. Submission of Proposals

All proposals shall be submitted electronically through the City’s electronic procurement system (OpenGov) at: https://procurement.opengov.com/portal/palo-alto-ca

Proposals shall be in a submitted status no later than 3:00 pm on Tuesday, March 11, 2025.

The e-procurement system will not accept any proposals after the specified close time.

2.4. Withdrawal or Modification of Proposals

A Proposer may withdraw or modify its proposal at any time before the expiration of the time for submission of proposals as provided in the RFP by entering the project on

OpenGov and selecting to "unsubmit" the proposal. Proposal must be resubmitted after using the "unsubmit" button and making any updates or modifications to the submittal or it shall not be considered as a valid submittal. No request for modification of the proposal shall be considered after its submission and acceptance on grounds that Proposer was not fully informed to any fact or condition.

2.5. Rights of the City of Palo Alto

This RFP does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract. The City reserves the right to:

• Make the selection based on its sole discretion

• Reject any and all proposals

• Issue subsequent Requests for Proposals

• Postpone opening for its own convenience

• Remedy technical errors in the Request for Proposals process

• Approve or disapprove the use of particular subconsultants

• Negotiate with any, all or none of the Proposers

• Accept other than the lowest offer https://procurement.opengov.com/portal/palo-alto-ca

Request for Proposal (RFP) #RFP193604 5

• Waive informalities and irregularities in the Proposals and/or

• Enter into an agreement with another Proposer in the event the originally selected

Proposer defaults or fails to execute an agreement with the City

An agreement shall not be binding on the City unless and until it is executed by authorized representatives of the City and of the Proposer.

3. PROPOSAL CONTENT AND FORMAT

These instructions outline the guidelines governing the format and content of the proposal and the approach to be used in its development and presentation. The intent of the RFP is to encourage responses that clearly communicate the Proposer’s understanding of the

City’s requirements and its approach to successfully provide the products and/or services on time and within budget. Only that information which is essential to an understanding and evaluation of the proposal should be submitted. Items not specifically and explicitly related to the RFP and proposal, e.g. brochures, marketing material, etc. will not be considered in the evaluation.

All proposals shall address the following items in the order listed below and shall be numbered in the proposal document.

3.1. Proposal Summary

This Section of the Proposal shall discuss the highlights, key features and distinguishing points of the Proposal. A separate sheet shall include a list of individuals and contacts for this Proposal and how to communicate with them. Limit this Section to a total of three (3) pages including the separate sheet.

3.2. Profile on the Proposing Firm(s)

This Section of the Proposal shall include a brief description of the Proposer’s firm size as well as the proposed local organization structure. Include a discussion of the Proposer firm’s financial stability, capacity and resources. Include all other firms participating in the

Proposal, including similar information about the firms.

Additionally, this Section shall include a listing of any lawsuit or litigation and the result of that action resulting from (a) any public project undertaken by the Proposer or by its subcontractors where litigation is still pending or has occurred within the last five years or

(b) any type of project where claims or settlements were paid by the consultant or its insurers within the last five years.

3.3. Qualifications of the Firm(s)

This Section of the Proposal shall include a brief description of the Proposer’s and any sub-Proposer’s qualifications and previous experience on similar or related projects.

Separately complete and upload the required attachment provided as "Qualifications of

Firm Relative to City's Needs", provide descriptions of pertinent project experience with

Request for Proposal (RFP) #RFP193604 6 other public municipalities and private sector entities, including a summary of the work performed, the total project cost, the percentage of work the firm was responsible for, the period over which the work was completed, and the name, title, and phone number of clients to be contacted for references. Give a brief statement of the firm’s adherence to the schedule and budget for the project.

This Section of the Proposal shall include information regarding any relationships with firms and/or individuals that may submit proposals in response to the RFPs being developed.

3.4. Work Plan or Proposal

This Section of the Proposal shall present a well-conceived service plan. Include a full description of major tasks and subtasks. This section of the proposal shall establish that the Proposer understands the City’s objectives and work requirements and Proposer’s ability to satisfy those objectives and requirements. Succinctly describe the proposed approach for addressing the required services and the firm’s ability to meet the City’s schedule, outlining the approach that would be undertaken in providing the requested services.

3.5. Proposed Innovations

The Proposer may also suggest technical or procedural innovations that have been used successfully on other engagements and which may provide the City with better service delivery. In this Section of the Proposal discuss any ideas, innovative approaches, or specific new concepts included in the Proposal that would provide benefit to the City.

3.6. Project Staffing

This Section of the Proposal shall discuss how the Proposer would propose to staff this project. Key project team members shall be identified by name, title and specific responsibilities on the project. An organizational chart for the project team and resumes for key Proposer personnel shall be included. Key personnel will be an important factor considered by the review committee. Changes in key personnel may be cause for rejection of the proposal.

3.7. Proposal Exceptions

This Section of the Proposal shall discuss any exceptions or requested changes that

Proposer has to the City’s RFP conditions, requirements and sample contract. If there are no exceptions noted, it is assumed the Proposer will accept all conditions and requirements identified in the “Sample Agreement for Services.” Items not excepted will not be open to later negotiation.

3.8. Proposal Costs and Rates

The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Provision of this information assists the City in

Request for Proposal (RFP) #RFP193604 7 determining the firm’s understanding of the project, and provides staff with tools to evaluate (and, if applicable, negotiate) the cost.

This Section of the Proposal shall include the proposed costs to provide the services desired. The proposal shall also detail any other relevant cost and price information (such as any change to the fees based on any options a proposer is able to offer), plus a proposed not-to-exceed amount that would be contained in a potential agreement with the City. The hourly rates or a schedule of rates may be used for pricing the cost of additional services outlined in the Scope of Services.

Supplementary to this RFP and any submitted Proposal is the Cost Proposal Attachment provided with this RFP which must be upload electronically as part of your Proposal.

PLEASE NOTE: The City of Palo Alto does not pay for services before it receives them. Therefore, do not propose contract terms that call for upfront payments or deposits.

3.9. Evidence of Financial Stability

Proposers are required to establish to the City’s satisfaction that they are financially stable and can complete the obligations of a contract resulting from this solicitation. To meet this requirement, Proposers shall submit one of the following items that must be prepared by an independent third party:

• The most recent audited financial statement

• Reviewed financial statements for the last two years

• A letter of good standing from a credible financial institution or a Certified Public

Accountant that contains sufficient information for proposal evaluators to reasonably conduct an objective assessment of the Proposer’s financial viability and/or the Proposer’s risk of default, OR

• A Dun & Bradstreet Business Information Report or Comprehensive Report prepared or updated within the last 12 months.

NOTE: The City recognizes the confidential nature of certain financial disclosures and will treat the information as such in accordance with applicable law, referenced in the Section of this RFP entitled "Public Nature of Materials".

4. CONTRACT TYPE AND METHOD OF PAYMENT

It is anticipated that the agreement resulting from this solicitation, if awarded, will be a

Not-To-Exceed Budget Per Task form of contract. A Sample Agreement of Services is provided as an Attachment to this RFP. The method of payment to the successful

Proposer shall be on a Not-To-Exceed Budget Per Task with a maximum “not to exceed” fee as set by the Proposer in the proposal or as negotiated between the Proposer and the City as being the maximum cost to perform all work. This figure shall include direct costs and overhead, such as, but limited to, transportation, communications, subsistence

Request for Proposal (RFP) #RFP193604 8 and materials and any subcontracted items of work. Progress payments will be based on a percentage of project completed.

Proposers shall be prepared to accept the terms and conditions of the Agreement, including Insurance Requirements. If a Proposer desires to take exception to the

Agreement, Proposer shall provide the following information in Proposal Exceptions of their submittal package. Please include the following:

• Proposer shall clearly identify each proposed change to the Agreement, including all relevant Attachments.

• Proposer shall furnish the reasons for, as well as specific recommendations, for alternative language.

The above factors will be taken into account in evaluating proposals. Proposals that take substantial exceptions to the proposed Agreement may be determined by the City, at its sole discretion, to be unacceptable and no longer considered for award.

Insurance Requirements

The selected Proposer(s), at Proposer’s sole cost and expense and for the full term of the

Agreement or any extension thereof, shall obtain and maintain, at a minimum, all of the insurance requirements outlined in this RFP and its attachments.

All policies, endorsements, certificates and/or binders shall be subject to the approval of the Risk Manager of the City of Palo Alto as to form and content. These requirements are subject to amendment or waiver if so approved in writing by the Risk Manager. The selected Proposer agrees to provide the City with a copy of said policies, certificates and/or endorsement upon award of contract.

5. SCOPE OF WORK

5.1. Vacancy Management

The vendor shall provide a system that enables departments to submit requisitions for vacant or newly budgeted positions.

System should have the ability to be integrated with City's SAP ERP system for position management and when a vacancy occurs a requisition should be triggered in applicant tracking system.

The system must facilitate auto population of requisition details, including but not limited to job title, salary range, classification, department, hiring manager, and position number.

The system should have the capacity to create customizable requisition forms with required and optional fields.

System should have the ability to store a library of questions and library should be maintained for each department separately.

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The system should have the capacity to upload documents to the requisition relevant to the vacancy.

The system must allow for customizable workflow and allow tracking of the requisitions, with required approvals from various departments.

The system should have the ability to store position information in the system to allow verification of vacant positions with City's SAP ERP system.

System should have capacity to store classifications of all positions existent within the city, including but not limited to benefits information.

System should have the ability to customize fields for storage of classification information to include but not limited to fields such as Job Overview, Essential Duties, Minimum Qualifications, Other.

The system must facilitate the routing and signing of requisitions to departments, budget and HR and allow for various approvers.

System should allow administrators to update an approver assigned to all requisitions or delegate approval rights in case of an approver being out on vacation or unexpectedly.

The system must enable HR to assign various status (in progress, on hold, cancelled, next recruitment etc.) to requisitions to determine when it will be opened for recruitment.

The system should allow for customizable notifications to various stakeholders about status of requisition.

The system should allow for various recruiting manager and hiring manager assignment.

5.2. Recruitment Management

Assigned approvers should be allowed to approve, deny, pause, return requisition and make notes and open a requisition and assign to a user (recruiter) and a automatic notification should be sent to hiring manager and other users as assigned.

Upon approval of a requisition, the system shall allow the user to create a recruitment plan with various recruitment steps, inclusive of job announcement adding customizable steps to allow the development of customized recruitment plans, which may include setting posting periods and establishing various candidate evaluation criteria.

System should have the ability to save recruitment templates based on recruitment type and be able to customize if need

System must have ability to auto populate classification information to facilitate the creation of a job posting, ability to insert links, photos, videos and modify fonts/colors and sections within the posting to use as marketing tool for advertising job announcements.

System should have an AI integrated to allow user to use AI tools for creation of job announcement and supplemental questions.

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System should allow the ability for customized fields for online job application/attachment submissions with the ability to customize application questions and information relevant to how they learned about the job.

System should allow the ability to add supplemental application questions and or require supplemental attachments.

System should allow for a user-friendly employment application submission.

System should allow for a mobile friendly application submission.

System should allow candidates the ability to sign up to job interest cards.

System should allow candidates to sign up to email and text notification alerts.

5.3. Selection Process

The Vendor’s solution shall enable the ability for HR to add customizable supplemental questions to support screening of candidates and have the option to make them an optional/required field with various formats for answering (i.e. multiple choice, checkboxes, text fields, etc.)

System should allow HR and or other users to screen based on customized filters from application questions or supplemental questions and ability to enable auto screening based on these questions, including giving points for certain responses.

Vendor’s system shall allow users to screen for Minimum Qualifications, assign Subject Matter

Experts to review, score, rank and refer candidates, and annotate candidate profiles directly in the system to determine their qualifications.

System should have an integrated autoscoring mechanism to screen candidates on various areas, questions, qualifications, application information, supplemental information, etc.

System should allow users to define unique scoring plans (pass/fail, point system, star system or other).

System should allow users to set scores, rankings and ability to refer candidates to eligibility lists or for hire.

The system must support various selection methodologies including, but not limited to, system interview set up and scoring with instantaneous results and customizable ways to rate (pass/fail and number scoring), phone screenings, and ability to upload supplemental documentation if needed.

Vendor’s system must facilitate the ability for users to see and review interview questions, ratings, scoring, notes and any relevant information about the recruitment.

The system shall allow for automated and scheduled communication of recruitment status updates to candidates at various stages of the selection process. Communication methods to include email and text alerts, with ability to create templates and customize as needed.

System should allow for users to schedule written, oral, and other exams.

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Vendor should have a candidate self-service portal for scheduling and application status.

Vendor should have a friendly mobile application system for candidates to stay in communication and up to date on their application.

5.4. Hiring Process

Vendor’s system shall support the identification of the top candidate following the completion of the selection process and enable the user to refer candidates to an eligibility list or hiring and ability to notify the rest of the candidates that they are not considered.

The system should allow users to refer candidates to requisition and submit an offer request for approval and have ability to attach supplemental documentation.

Offer requests submitted to approvers should have easy links to refer back to requisition, job announcement, candidate profile etc.

The system must allow for users to add various levels of approval for offer requests and ability to route to different users after approvals are completed.

Vendor’s system shall facilitate the issuance of an electronic conditional offer letter, which should auto populate information from requisition and offer request (and allow for customizable fields).

System should allow users to establish deadlines for candidates to respond and should allow candidates the ability to sign the offer electronically. Once a candidate response is submitted the system should automate a notification to the user informing them of response and providing an electronic copy of signed offer letter if accepted.

The system must allow for customizable notices via email or text to provide candidates information about pre-employment requirements such as education, past employment, criminal background check and medical screening.

5.5. Onboarding Process

Upon acceptance of an offer, the vendor’s system should allow the user to route a Personnel

Action Form (PAF) for hiring, the PAF should have the ability to be a customized form and should auto-populate information from requisition, offer letter and offer response. The PAF form should also allow the user to route for various approvals to get appropriate authorization for hiring.

Upon approval of PAF, the system should have capability to convert that information into an onboarding profile allowing users to seamlessly assign onboarding tasks to user with an automated notification.

User should be able to generate an electronic final offer once a candidate clears pre-employment and should also have ability to generate notices to provide an onboarding notification and create a new hire portal within the system, allowing the employee to access and complete all necessary forms electronically.

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System should be able to record and keep track of pre-employment steps/requirements within the system as the candidate progresses through them prior to final offer and available internally for users and candidates.

System should have capabilities to create electronic forms and upload forms for onboarding and allow for customizable forms based on candidates classification. In addition, the vendor should be updating these forms on an as needed basis in compliance with federal/state laws.

System should allow for various assigned checklists and to-do lists for recruiter, managers and new employees.

The onboarding module/platform should have the capability to upload photos, videos, links and create a customizable platform that not only has access to onboarding forms but other important new hire information, such as benefits, and other.

Vendors system should have a user-friendly platform accessible to candidates, so that they can complete their assigned new hire forms and should allow them to upload and attach supplemental information.

Vendor’s system must integrate with E-Verify and allow candidates to upload forms in order to help facilitate verification of I-9 for compliance.

System should have the ability for candidates to submit I-9 data and run I-9 verification automatically.

System should allow for easy downloading or transferring of an electronic employee file.

System should have ability to transfer onboarding data to City's ERP system (including PAF, I-9, Tax Information, Direct Deposit and more). The onboarding software should allow API or

Middleware integration.

Vendor’s system must have ability to create automated notifications to users and candidates notifying them that onboarding has been completed and allow user to customize notifications to provide the necessary tools for hiring managers to request IT equipment and system access for the new employee.

System should be able to provide an onboarding dashboard where candidates, managers and

Human Resources can see the progress of candidates at the various onboarding stages.

5.6. Performance Review (Highly desirable but not required)

Vendor should have an integrated module or platform to allow organization to establish performance reviews based on established competencies.

System should allow users to create employee or role-specific criteria for measuring performance, identify areas for growth, and schedule regular check-in meetings to follow up on progress.

System should allow for journal entries to help compose performance reviews.

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System should allow for various assigned approvers and allow certain users to have access/overview of everyone's performance appraisal.

System should allow department to review goals, check progress etc.

System should have ability to see employee ratings based on specific skill and competency within the entire organization.

System should have ability to run various standard and customized reports to review performance data within the organizations.

System should have ability to allow users to review and compare performance of employees within several departments.

System should allow user to configure performance evaluations and customize questions and workflows.

System should allow user the ability to build Library of goals, competencies, and writing assistants

System should have a concise and clear shareable information relevant to performance evaluations that can be downloaded in various formats (i.e. excel, csv, pdf, graphs and more.)

System should allow user to establish development plans and have ability to share with others and get input.

System should allow for a configurable process workflow

System should allow for scored and non-scored rating scales and log of ongoing performance observations.

System should allow user to configurable email notifications.

System should allow users to create automatic evaluations.

System should allow user to ability to perform actions in bulk for employees & evaluations.

System should allow for user friendly peer reviews & multi-rater capability.

System should have a customized dashboard and live information about performance evaluation status.

5.7. Communication and Forms

Vendor system should allow users to create customized notifications that can be stored for easy use and can auto populate information from requisition, offer letter and or any other form within system and use as a form of communication for candidates.

Vendor system should allow users to create customized notifications that can be stored for easy use and can auto populate information from requisition, offer letter and or any other form within system and use as for communication with other internal users.

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System should allow users to create customized text notifications that can be stored for easy use and can auto populate information from requisition, offer letter and or any other form within system.

System should have a 2-way texting system that allows for automated notifications to users.

System should not have a limit on text messaging characters and should allow user to insert link, photos and videos.

System should allow users to create electronic forms such as offer letters and others to allow candidates to sign electronically and download a copy.

5.8. Candidate Sourcing

Vendor should have a recruitment management system that has advanced search capabilities that can allow users to search for resumes and potential candidate information.

Vendor system should allow users to contact potential candidates through various forms of communication to alert them of job opportunities.

Vendor system should allow users to create a pipeline of potential candidates and save profiles for future use.

5.9. Data Processing

Vendor should have the ability for user to upload documents or inserts and choose the one to be sent along with the invoices.

Vendor should have the ability to store historical details for the uploaded documents and inserts

Vendor should have data retention of up to 10 years of data

5.10. Applicant Tracking

EEO data collection and reports.

Ability to track applicants at various steps of the recruitment process.

Ability to track source of recruiting.

5.11. Reporting

Comprehensive Analytic and Reporting capabilities allowing users to run standard and customizable reports. Pre-set reports of common reports such as new hire, recruitment activity, days to fill, onboarding, etc. as well as ability to create ad hoc reports.

Vendor system should have ability for users to create reports to capture applicant tracking data and export in various formats including excel, PDF, csv, graphs and schedule them to run automatically, store in designated folder and/or email.

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System should have a well-developed live analytical dashboard that can help track productivity metrics like time to fill a position, source of recruiting, applicant-to-interview ratio and more.

Integrations with Power-BI for reporting and dashboards.

5.12. Interface

Interface with various job boards to allow advertisement of job announcements.

Integration or ability to interface with other software systems to allow data transfer information, such as payroll, benefits administration, and recruiting systems that can streamline processes.

5.13. Change Requirements

Vendor should have a test site to verify any new changes implemented during the duration of the contract.

Vendor should have the ability and support available to perform changes either by vendor or user as required, Changes for example in format or logo or address

5.14. Data Conversion/ Migrations

The vendor should be able to store data for the last 5 years from the existing system and have data available to use as needed.

5.15. User Management

Vendor portal should have the ability to define different user roles and option to choose certain actions per role.

Portal should support more than 100 user profiles at once with various user roles.

5.16. Customer Support

Vendor customer support should be available for any user access issues via email, phone or other forms.

User should be able to reach customer service via portal or email or phone

After go live support: 30 days fire-fighting support after go live with documented problems tracking and status

On-going vendor support: The vendor shall provide their different support options and its associated pricing

Comprehensive customer support with training documents, videos, materials and resources that allow for user self-support as well as a community of users that can assist.

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5.17. Project Implementation

Listed scope of work with assigned responsibility to City or vendor.

Ongoing Project Management: This will include project management activities and ensure the full compliance with the contract scope of work, terms and conditions, ongoing project coordination, weekly status meetings, weekly updated project schedule, ongoing project coordination, monthly status reports and project meetings as appropriate.

Project meetings: Coordinate, prepare and actively participate in meetings related to tasks.

Prepare and distribute agendas and minutes for the meetings. Anticipate weekly ½ hour status meetings, in addition to whatever meetings are necessary to the completion of tasks. This task will also include creating and maintaining an issue log for each phase/task of the project.

Project Schedule: The vendor must create a project schedule with tasks and project milestone dates which will be tracked throughout the project.

Proposers must describe their proposed project management tools and their proposed tools and approach for managing project documentation.

Training Plan: The Vendor shall produce a Training Plan to include specific training activities and a training schedule/timeline. It will be structured to provide initial training to staff designated by the City.

Staff Training: The Vendor will provide training to staff designated by the City. The Vendor shall deliver all training materials used in the training to the City when all planned training is completed.

Key Team Members: If selected, the vendor must demonstrate the expertise of each key team member proposed for this project. The Proposer must describe the role of each key member and provide the resume of each key team member

5.18. Backup

Vendor should have backup available in case of any server issues

Data should be backed up on a daily basis

The vendor shall provide a written procedure of possible points of failure to restore the proposed solution back to service in the event of failure

5.19. Bid Requirement

Technical Capabilities: Detail the system’s functionalities about each requirement of the scope of work.

Implementation Timeline: Provide a clear timeline, including milestones, for implementing the solution.

Training and Support: Outline training plans for end-users and ongoing technical support offerings.

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Experience and Qualifications: Vendors should demonstrate their experience in providing similar solutions to municipalities or other public sector organizations.

Cost Proposal: Provide a comprehensive cost proposal, including licensing fees, implementation costs, and any additional expenses.

Listed scope of work with assigned responsibility to City or vendor

Detailed proposed schedule with estimated dates and milestones

5.20. Test and Training Requirement

The vendor shall provide Curriculum for UAT

The vendor shall provide UAT test scripts

The vendor shall provide Training curriculum for end-users

The vendor shall provide Training curriculum for administrators

The vendor shall provide post training and support documentation

The vendor shall provide a point of contact for training follow-up

5.21. SAAS Requirement

Data shall be housed in the US and/or Canada soil

The vendor shall provide a list of their data centers

5.22. Privacy Compliance

The vendor shall complete Vendor Information Security Assessment (VISA), and acknowledge and agree to comply with the additional security compliance requirements resulting from the VISA

(See attachments)

The Vendor shall formally acknowledge and agree to comply with the City’s Information and

Privacy Policy (See attachments)

Vendor shall formally acknowledge and agree to comply with the City’s Saas Security and Privacy

Terms and Conditions prior to entering into the contract (See attachments)

Vendor shall agree to provide applicable compliance documents as required by the product/solution being purchased

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5.23. Security Compliance

The vendor shall describe how the proposed system aligns with either: ISO 27001 (Information

Security Management Systems) or NIST 800-53 Standards (Security and Privacy Controls for

Information Systems)

The vendor shall describe the process of data encryption used in transit (via Network media)

The vendor shall describe the process of data encryption used at rest (when stored on the server and at the backup stations)

Support Single Sign on for City Staff and Multi Factor Authentication for Candidates.

5.24. Disaster Recovery and Business Continuity

Cloud application: The vendor shall provide an overview, written document of their DRBC planning

5.25. Service Level Agreement

SLA will be reviewed and re-negotiated when the contract is up for renewal

SLA between the vendor and the department must be clearly defined using the vendor’s template.

SLA between IT and the vendor must be clearly defined using the vendor’s template.

5.26. Open Data Requirement

All system data should be exportable and machine readable to support open data environment.

Exportable data should include metadata (set of data that describes and gives information about other data)

5.27. Data Liberation

The City will own the data under a hosting agreement

The vendor shall provide a transition plan (e.g., in the event we discontinue the service) with roles and responsibilities clearly defined and associated costs if any.

5.28. Quality Control

Vendor must have in place and provide as part of the response a comprehensive Quality Control plan for ensuring the data, printing and mailing is error free. Please describe.

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5.29. System Capability

The vendor must detail their system's capability to handle changes such as updates to PO Boxes or mailing addresses, specifying the process for updating this information.

The Vendor must differentiate between changes that users can independently execute and those requiring vendor intervention.

The Vendors must outline existing validation processes within their system and any anticipated new validation requirements for the project, providing details on their integration.

5.30. Additional Information

RFP 193604 Project Requirements (REQUIRED during submittal of Proposal):

RFP 193604 Project Requirements must be downloaded filled out and reuploaded and included with with the proposal.

VISA Questionnaire:

The VISA Questionnaire is only required to be filled out once the vendor has been awarded the contract. The VISA Questionnaire is not required with the proposal.

Interviews will be tentatively scheduled for Thursday April 10, 2025.

6. EVALUATION CRITERIA

City staff will evaluate the responsive submittals provided based on the following criteria, at a minimum. Please Note: The Scoring Method and Points assigned to each criterion are not published on the RFP. The Scoring Methods and Points are applicable to the RFP.

6.1. Round 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Quality of the Proposal (Required)

Quality and completeness of proposal

N/A N/A

2. Proposed Solution (Required)

Quality, performance and effectiveness of the solution, goods and/or services to be provided by the Proposer

N/A N/A

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3. Experience (Required)

Consultant or contractor’s experience, including the experience of staff to be assigned to the project, with engagements of similar scope and complexity

N/A N/A

4. Cost (Required)

Proposed cost to the City

N/A N/A

5. Financial Condition and Stability

(Required)

Consultant or contractor’s financial condition and stability

N/A N/A

6. Timely Performance (Required)

Consultant or contractor’s ability to perform the contract within the time specified

N/A N/A

7. Prior Record of Performance for

Government Agencies (Optional)

Consultant or contractor’s prior record of performance with the city or other local, county or state agency

N/A N/A

8. Ability to Provide Ongoing Services

(Optional)

Consultant or contractor’s ability to provide in the future any maintenance, repairs, parts and/or services

N/A N/A

9. Compliance (Required)

Consultant or contractor’s compliance with applicable laws, regulations, policies

(including city policies), guidelines and orders governing prior or existing contracts performed by the consultant or contractor

N/A N/A

10. Emerging Technology

Proven application of innovative technologies or creative solutions for user and target audience.

6.2. Round 2

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Live Demonstration

Live demonstration showcasing features, functionalities, and a user-friendly system designed for both users and audiences.

N/A N/A

2. Presentation

Presentation of all system modules and the integration amongst these modules.

N/A N/A

3. Capabilities

Capabilities for integration with the current version of city's ERP system, and automation features.

N/A N/A

4. Customization and Flexibility

The capability to tailor the system to fit the city's recruitment process/workflow. This includes configuring the system to align with specific hiring stages and automating tasks, notifications, and reminders as necessary.

N/A N/A

5. System reliability and performance

A consistent and efficient user interface and experience, ensuring data integrity, as well as comprehensive reporting and analytics.

N/A N/A

6. System security and compliance

System security and compliance, protecting sensitive candidate data and regulations, safeguarding privacy.

N/A N/A

7. Support and Maintenance Services

Support and Maintenance Services ensure the continuous technical assistance necessary for the seamless operation of software. This includes addressing user issues and updating features regularly.

N/A N/A

8. Vendor's team expertise and responsiveness

Vendor's team expertise and responsiveness

N/A N/A

9. Reference Checks Rating

Reference Checks Rating

7. ORAL INTERVIEWS

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Proposers may be required to participate in an oral interview. The oral interview will be a panel comprised of members of the selection committee.

Proposers may only ask questions that are intended to clarify the questions that they are being asked to respond.

Each Proposer’s time slot for oral interviews will be determined randomly. Proposers who are selected shall make every effort to attend. If representatives of the City experience difficulty on the part of any Proposer in scheduling a time for the oral interview, it may result in disqualification from further consideration.

8. PUBLIC NATURE OF MATERIALS

Responses to this RFP become the exclusive property of the City of Palo Alto. At such time as the Administrative Services Department recommends to form to the City Manager or to the City Council, as applicable, all proposals received in response to this RFP becomes a matter of public record and shall be regarded as public records, with the exception of those elements in each proposal which are defined by the Proposer as business or trade secrets and plainly marked as “Confidential”, “Trade Secret”, or

“Proprietary”. The City shall not in any way be liable or responsible for the disclosure of any such proposal or portions thereof, if they are not plainly marked as “Confidential”, “Trade Secret”, or “Proprietary” or if disclosure is required under the Public Records Act.

Any proposal which contains language purporting to render all or significant portions of the proposal “Confidential”, “Trade Secret”, or “Proprietary” shall be regarded as non-responsive.

Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City of Palo Alto may not accept or approve that the information that a Proposer submits is a trade secret. If a request is made for information marked “Confidential”, “Trade Secret”, or “Proprietary”, the City shall provide the Proposer who submitted the information with reasonable notice to allow the

Proposer to seek protection from disclosure by a court of competent jurisdiction.

9. COLLUSION

By submitting a proposal, each Proposer represents and warrants that its proposal is genuine and not a sham or collusive or made in the interest of or on behalf of any person not named therein; that the Proposer has not directly induced or solicited any other person to submit a sham proposal or any other person to refrain from submitting a proposal; and that the Proposer has not in any manner sought collusion to secure any improper advantage over any other person submitting a proposal.

10. DISQUALIFICATION

Factors such as, but not limited to, any of the following may be considered just cause to disqualify a proposal without further consideration:

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• Evidence of collusion, directly or indirectly, among Proposers in regard to the amount, terms or conditions of this proposal

• Any attempt to improperly influence any member of the evaluation team

• Existence of any lawsuit, unresolved contractual claim or dispute between

Proposer and the City

• Evidence of incorrect information submitted as part of the proposal

• Evidence of Proposer’s inability to successfully complete the responsibilities and obligation of the proposal

• Proposer’s default under any previous agreement with the City, which results in termination of the Agreement

11. NON-CONFORMING PROPOSAL

A proposal shall be prepared and submitted in accordance with the provisions of these

RFP instructions and specifications. Any alteration, omission, addition, variance, or limitation of, from or to a proposal may be sufficient grounds for non-acceptance of the proposal, at the sole discretion of the City.

12. GRATUITIES

No person shall offer, give or agree to give any City employee any gratuity, discount or offer of employment in connection with the award of contract by the city. No city employee shall solicit, demand, accept or agree to accept from any other person a gratuity, discount or offer of employment in connection with a city contract.

13. FIRMS OR PERSONS NOT ELIGIBLE TO SUBMIT A

PROPOSAL

In order to avoid any conflict of interest or perception of a conflict or interest, Proposer(s) selected to provide professional services under this RFP will be subject to the following requirements:

• The Proposer(s) who works on the procurement will be precluded from submitting proposals or bids as a prime contractor or subcontractor in the ultimate procurement.

• The Proposer(s) may not have interest in any potential Proposer for the ultimate procurement.

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• The Proposer may not have a conflict of interest as defined under Palo Alto

Municipal Code section 2.30.600 or 2.30.610, or as defined under state law including the Political Reform Act or Government Code section 1090 et seq.

• Notwithstanding the above, Proposer(s) may submit proposals or bids as the prime contractor or subcontractor in the ultimate procurement where the Proposer(s) duties and services do not include preparing or assisting the City with any portion of the preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the City, and the

Proposer(s) participation in the planning, discussions, or drawing of project plans or specifications is limited to conceptual, preliminary, or initial plans or specifications and cooperates with the City to ensure that all bidders for a subsequent contract on any subsequent phase of the project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by the Proposer(s).

14. SUSPENSION AND DEBARMENT STATUS

As…