RFP_193604_Project_Requirements.xlsx
XLSX spreadsheet 64 KB Posted
- Attached to
- Recruitment and Hiring Solution
- Solicitation number
- RFP193604
- Issued by
- Santa Clara County, California
About this file
This is a Project Requirements document for a Recruitment and Hiring Solution RFP issued by the City of Palo Alto, California. The City seeks a modern, cloud-based applicant management and employee onboarding system to replace its existing platform used since 2011. The solution must support the City's annual recruitment of over 300 positions and onboarding of approximately 200 new hires across multiple departments. The system must facilitate comprehensive recruitment workflows including vacancy management, recruitment planning, candidate selection, offer management, and onboarding processes. The requirements document specifies detailed functional specifications across multiple modules, including integration capabilities with the City's SAP ERP system and HRIS, support for performance management functionality, and reporting and analytics capabilities. The City seeks a five-year contract award and expects vendors to provide complete implementation plans, training curricula, project management approaches, and quality control procedures. Key requirements include support for customizable workflows, multi-level approvals, supplemental questions and screening, various selection methodologies, electronic offer letters, pre-employment tracking, and comprehensive onboarding portals.
The requirements document is divided into vendor-specific sections addressing three potential platforms: general common requirements, NeoGov-specific requirements, and HireVue-specific requirements. Mandatory requirements encompass system capabilities, security and compliance standards, data management and retention (up to 10 years), backup and disaster recovery procedures, user management supporting 75-100+ concurrent users, and extensive reporting and integration features. Mandatory compliance requirements include ISO 27001 or NIST 800-53 alignment, data encryption in transit and at rest, SaaS security terms acknowledgment, single sign-on and multi-factor authentication implementation, and data residency in the US or Canada. The vendor must provide comprehensive customer support including 30 days of post-implementation fire-fighting support, ongoing technical support with documented SLA terms, training materials and curriculum for end-users and administrators, and UAT testing scripts. All system data must be exportable in machine-readable formats with metadata support, and vendors must provide detailed transition and data liberation plans should the City discontinue services.
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Response Options
| Requirements and Capabilities | |
| Vendor Response | Description |
| Y | Functionality is available (Yes) as a standard feature of the software. |
| R | Functionality is available through reports generated using proposed Reporting tools. |
| M | Functionality is provided through a Modification to the application, including creation of a new workflow or development of a custom interface, which may have an impact on future upgradability. |
| F | Functionality is not available now, but will be available in a Future release of the software within one year. |
| N | Functionality is Not Available. |
| Requirement Priority Levels | |
| Mandatory | Minimum Functionality/Must Have |
| Highly Desirable | Increased Functionality/Strong Need |
| Nice to have | Enhanced Functionality/Future Growth |
Common requirements for both
| Detailed Requirements- The City of Palo Alto Recruitment and Hiring Solution Project | |||
| ID | Requirement | Classification | Vendor Response (Standard / Custom) |
| 1 | Vacancy Management | ||
| 1.1. | The vendor shall provide a system that enables departments to submit requisitions for vacant or newly budgeted positions. The system must track the applications, with required approvals from department managers and heads. | ||
| 1.2 | The system must validate all requisition details, including but not limited to job title, salary range, and position number, ensuring compliance with budget allocations approved by the City Council. | ||
| 1.3 | The system must facilitate the routing of approved requisitions to Human Resources (HR) for review of appropriate job classifications, salary range alignment, and consideration of re-employment lists. | ||
| 1.4 | Vendor’s system must ensure that, upon full approval of a requisition, HR is able to proceed with vacancy verification and prioritization. | ||
| 1.5 | The system must enable HR to approve requisitions based on departmental priorities and budgetary constraints. | ||
| 2 | Recruitment Management | ||
| 2.1 | Upon approval of a requisition, the system shall automatically assign the position to the designated recruiter. | ||
| 2.2 | Vendor’s system must enable the scheduling of recruitment planning meetings between the hiring manager and recruiter. | ||
| 2.3 | The system must support the development and documentation of customized recruitment plans, which may include defining job announcement language, setting posting periods, establishing candidate evaluation criteria, and identifying advertisement requirements. | ||
| 2.4 | The system must support the inclusion of subject matter experts (SMEs) and panel members in the recruitment process, allowing for tracking and coordination of roles. | ||
| 3 | Selection Process | ||
| 3.1 | The Vendor’s solution shall enable the review and screening of candidates by HR based on minimum qualification criteria as specified within the system. | ||
| 3.2 | Vendor’s system shall allow SMEs to review, rate, and annotate candidate profiles directly in the system to determine their progression through the selection process. | ||
| 3.3 | The system must support various selection methodologies including, but not limited to, skills assessments, phone screenings, and panel interviews conducted via another third party application, Microsoft Teams, or in person. | ||
| 3.4 | Vendor’s system must facilitate collaboration between recruiters and hiring managers to develop and manage interview questions and the overall selection process. | ||
| 3.5 | The system shall allow for timely and automated communication of recruitment status updates to candidates at various stages of the selection process. | ||
| 4 | Hiring Process | ||
| 4.1 | Vendor’s system shall support the identification of the top candidate following the completion of the selection process and enable the hiring manager and department director to formulate a salary recommendation. | ||
| 4.2 | The system must ensure salary offers above the established mid-range are accompanied by a written justification and are subject to HR Director approval. | ||
| 4.3 | For salary offers within 7% of the top range, the system must route the offer for City Manager approval. | ||
| 4.4 | Vendor’s system shall facilitate the issuance of a conditional electronic offer (e-offer) via NEOGOV, which will include details of pre-employment requirements such as medical, education, employment, and criminal background checks. | ||
| 4.5 | The system must track the completion of all pre-employment requirements and, upon successful completion, facilitate the issuance of a final employment offer, confirming the agreed terms and start date. | ||
| 5 | Onboarding Process | ||
| 5.1 | Upon acceptance of an offer, the Vendor’s system must generate an onboarding notification and create a new hire portal within proposed system, allowing the employee to access and complete all necessary forms electronically. | ||
| 5.2 | Vendor’s system must support I-9 verification and scheduling of meetings between new hires and HR personnel for form review and compliance. | ||
| 5.3 | Vendor’s system shall generate a Personnel Action Form (PAF), containing all necessary details about the new hire, and route it for approval by the hiring manager, department director, HR Director, and City Manager (if applicable). | ||
| 5.4 | Upon final approval, the system must ensure the PAF and supporting documents are transmitted to the HRIS (Human Resource Information System) team for entry into the City’s payroll system (SAP) prior to payroll deadlines. | ||
| 5.5 | Vendor’s system must notify hiring managers once onboarding is completed and provide the necessary tools to request IT equipment and system access for the new employee. | ||
| 6 | DATA PROCESSING | ||
| 6.1 | Vendor should have the ability for user to upload documents or inserts and choose the one to be sent along with the invoices. | Mandatory | |
| 6.2 | Vendor should have the ability to store historical details for the uploaded documents and inserts | Mandatory | |
| 6.3 | Vendor should have data retention of upto 10 years of data | Mandatory | |
| 7 | REPORTING | ||
| 7.1 | Mandatory | ||
| 7.2 | Nice to have | ||
| 7.3 | Mandatory | ||
| 8 | INTERFACE | ||
| 8.1 | |||
| 9 | CHANGE REQUIREMENTS | ||
| 9.1 | Vendor should have a test site to verify any new changes implemented during the duration of the contract | Mandatory | |
| 9.2 | 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 | Mandatory | |
| 10 | DATA CONVERSION / MIGRATION | ||
| 10.1 | The vendor should be able to store data for the last 5years from the existing system. | Mandatory | |
| 10.2 | Mandatory | ||
| 11 | USER MANAGEMENT | ||
| 11.1 | Vendor portal should have the ability to define different user roles and option to choose the actions per role | Mandatory | |
| 11.2 | Portal should support approximately 75 concurrent users (minimum) | Mandatory | |
| 12 | CUSTOMER SUPPORT | ||
| 12.1 | Vendor customer support should be available for any user access issues. | Mandatory | |
| 12.2 | User should be able to reach customer service via portal or email or phone | Mandatory | |
| 12.3 | After go live support: 30 days fire-fighting support after go live with documented problems tracking and status | ||
| 12.4 | On-going vendor support: The vendor shall provide their different support options and its associated pricing | ||
| 13 | PROJECT IMPLEMENTATION | ||
| 13.1 | Listed scope of work with assigned responsibility to City or vendor. | Mandatory | |
| 13.2 | 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, weekly status meetings, weekly updated project schedule, monthly status reports and project meetings as appropriate. | Mandatory | |
| 13.3 | 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. | Mandatory | |
| 13.4 | Project Schedule: The vendor must create a project schedule with tasks and project milestone dates which will be tracked throughout the project. | Mandatory | |
| 13.5 | Proposers must describe their proposed project management tools and their proposed tools and approach for managing project documentation. | Mandatory | |
| 13.6 | Training Plan: The Vendor shall produce a Training Plan to include specific training activities and a training schedule. It will be structured to provide initial training to staff designated by the City. | Mandatory | |
| 13.7 | 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. | Mandatory | |
| 13.8 | 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 following: 1. Resume of each key team member | Mandatory | |
| 14 | BACKUP | ||
| 14.1 | Vendor should have backup available in case of any server issues | Mandatory | |
| 14.2 | Data should be backedup on a daily basis | Mandatory | |
| 14.3 | 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 | Mandatory | ||
| 15 | BID REQUIREMENT | ||
| 15.1 | Technical Capabilities: Detail the system’s functionalities about each reuqirement of the scope of work. | ||
| 15.2 | Implementation Timeline: Provide a clear timeline, including milestones, for implementing the solution. | ||
| 15.3 | Training and Support: Outline training plans for end-users and ongoing technical support offerings. | ||
| 15.4 | Experience and Qualifications: Vendors should demonstrate their experience in providing similar solutions to municipalities or other public sector organizations. | ||
| 15.5 | Cost Proposal: Provide a comprehensive cost proposal, including licensing fees, implementation costs, and any additional expenses. | ||
| 15.6 | Listed scope of work with assigned responsibility to City or vendor | Mandatory | |
| 15.7 | Detailed proposed schedule with estimated dates and milestones | Mandatory | |
| 17 | TEST AND TRAINING REQUIREMENT | ||
| 17.1 | The vendor shall provide Curriculum for UAT | Mandatory | |
| 17.2 | The vendor shall provide UAT test scripts | Mandatory | |
| 17.3 | The vendor shall provide Training curriculum for end-users | Mandatory | |
| 17.4 | The vendor shall provide Training curriculum for administrators | Mandatory | |
| 17.5 | The vendor shall provide post training and support documentation | Mandatory | |
| 17.6 | The vendor shall provide a point of contact for training follow-up | Mandatory | |
| 18 | SAAS REQUIREMENT | ||
| 18.1 | Data shall be housed in the US and/or Canada soil | Mandatory | |
| 18.2 | The vendor shall provide a list of their data centers | Mandatory | |
| 19 | PRIVACY COMPLIANCE | ||
| 19.1 | 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 attachment G) | Mandatory | |
| 19.2 | The Vendor shall formally acknowledge and agree to comply with the City’s Information and Privacy Policy (See attachment G) | Mandatory | |
| 19.3 | 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 attachment G) | Mandatory | |
| 19.4 | Vendor shall agree to provide applicable compliance documents as required by the product/solution being purchased | Mandatory | |
| 20 | SECURITY COMPLIANCE | ||
| 20.1 | 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) | Mandatory | |
| 20.2 | The vendor shall describe the process of data encryption used in transit (via Network media) | Mandatory | |
| 20.3 | The vendor shall describe the process of data encryption used at rest (when stored on the server and at the backup stations) | Mandatory | |
| 21 | DISASTER RECOVERY AND BUSINESS CONTINUITY | ||
| 21.1 | Cloud application: The vendor shall provide an overview, written document of their DRBC planning | Mandatory | |
| 22 | SERVICE LEVEL AGREEMENT | ||
| 22.1 | SLA will be reviewed and re-negotiated when the contract is up for renewal | Mandatory | |
| 22.2 | SLA between the vendor and the department must be clearly defined using the vendor’s template. | Mandatory | |
| 22.3 | SLA between IT and the vendor must be clearly defined using the vendor’s template. | Mandatory | |
| 24 | OPEN DATA REQUIREMENT | ||
| 24.1 | All system data should be exportable and machine readable to support open data environment. | Mandatory | |
| 24.2 | Exportable data should include metadata (set of data that describes and gives information about other data) | Mandatory | |
| 25 | DATA LIBERATION | ||
| 25.1 | The City will own the data under a hosting agreement | Mandatory | |
| 25.2 | 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. | Mandatory | |
| 26 | QUALITY CONTROL | ||
| 26.1 | 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. | Mandatory | |
| 27 | System Capability | ||
| 27.1 | 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. | Mandatory | |
| 27.2 | The Vendor must differentiate between changes that users can independently execute and those requiring vendor intervention. | Mandatory | |
| 27.3 | The Vendors must outline existing validation processes within their system and any anticipated new validation requirements for the project, providing details on their integration. | Mandatory |
NeoGov
| Detailed Requirements- The City of Palo Alto Recruitment and Hiring Solution Project | ||||
| ID | Requirement | Classification | Vendor Response | Vendor Notes |
| 1 | Vacancy Management | |||
| 1.1 | The vendor shall provide a system that enables departments to submit requisitions for vacant or newly budgeted positions. | Mandatory | ||
| 1.2 | 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. | Highly Desirable | ||
| 1.3 | 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. | Mandatory | ||
| 1.4 | The system should have the capacity to create customizable requisition forms with required and optional fields. | Mandatory | ||
| 1.5 | System should have the ability to store a library of questions and library should be maintained for each department separately. | Highly Desirable | ||
| 1.6 | The system should have the capacity to upload documents to the requisition relevant to the vacancy. | Mandatory | ||
| 1.7 | The system must allow for customizable workflow and allow tracking of the requisitions, with required approvals from various departments. | Mandatory | ||
| 1.8 | System should allow for various assigned checklists and to-do lists for recruiter, managers and new employees. | Highly Desirable | ||
| 1.9 | System should have capacity to store classifications of all positions existent within the city, including but not limited to benefits information. | Mandatory | ||
| 1.10' | 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. | Mandatory | ||
| 1.11 | The system must facilitate the routing and signing of requisitions to departments, budget and HR and allow for various approvers. | Mandatory | ||
| 1.12 | 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. | Nice to Have | ||
| 1.13 | 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. | Mandatory | ||
| 1.14 | The system should allow for customizable notifications to various stakeholders about status of requisition. | Highly Desirable | ||
| 1.15 | The system should allow for various recruiting manager and hiring manager assignment. | Mandatory | ||
| 2 | Recruitment Management | |||
| 2.1 | 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. | Mandatory | ||
| 2.2 | 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. | Mandatory | ||
| 2.3 | System should have the ability to save recruitment templates based on recruitment type and be able to customize if need | Highly Desirable | ||
| 2.4 | 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. | Mandatory | ||
| 2.5 | System should have an AI integrated to allow user to use AI tools for creation of job announcement and supplemental questions. | Highly Desirable | ||
| 2.6 | 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. | Mandatory | ||
| 2.7 | System should allow the ability to add supplemental application questions and or require supplemental attachments. | Mandatory | ||
| 2.8 | System should allow for a user friendly employment application submission. | Mandatory | ||
| 2.9 | System should allow for a mobile friendly application submission. | Highly Desirable | ||
| 2.10' | System should allow candidates the ability to sign up to job interest cards. | Mandatory | ||
| 2.11 | System should allow candidates to sign up to email and text notification alerts. | Mandatory | ||
| 3 | Selection Process | |||
| 3.1 | 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.) | Mandatory | ||
| 3.2 | 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. | Mandatory | ||
| 3.3 | 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. | Mandatory | ||
| 3.4 | System should have an integrated autoscoring mechanism to screen candidates on various areas, questions, qualifications, application information, supplemental information, etc. | Mandatory | ||
| 3.5 | System should allow users to define unique scoring plans (pass/fail, point system, star system or other). | Mandatory | ||
| 3.6 | System should allow users to set scores, rankings and ability to refer candidates to eligibility lists or for hire. | Mandatory | ||
| 3.7 | 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. | Mandatory | ||
| 3.8 | 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. | Mandatory | ||
| 3.9 | 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. | Mandatory | ||
| 3.10' | System should allow for users to schedule written, oral, and other exams. | Mandatory | ||
| 3.11 | Vendor should have a candidate self-service portal for scheduling and application status. | Mandatory | ||
| 3.12 | Vendor should have a friendly mobile application system for candidates to stay in communication and up to date on their application. | Highly Desirable | ||
| 4 | Hiring Process | |||
| 4.1 | 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. | Mandatory | ||
| 4.2 | The system should allow users to refer candidates to requisition and submit an offer request for approval and have ability to attach supplemental documentation. | Mandatory | ||
| 4.3 | Offer requests submitted to approvers should have easy links to refer back to requisition, job announcement, candidate profile etc. | Highly Desirable | ||
| 4.4 | 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. | Mandatory | ||
| 4.5 | 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 ). | Mandatory | ||
| 4.6 | 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. | Mandatory | ||
| 4.7 | 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. | Mandatory | ||
| 5 | Onboarding Process | |||
| 5.1 | 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. | Mandatory | ||
| 5.2 | 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. | Highly Desirable | ||
| 5.3 | 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. | Mandatory | ||
| 5.4 | 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. | Highly Desirable | ||
| 5.5 | 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. | Mandatory | ||
| 5.14 | System should be able to provide a onboarding dashboard where candidates, managers and Human Resources can see the progress of candidates at the various onboarding stages. | Highly Desirable | ||
| 5.7 | 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. | Mandatory | ||
| 5.8 | 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. | Mandatory | ||
| 5.9 | 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. | Mandatory | ||
| 5.10' | System should have the ability for candidates to submit I-9 data and run I-9 verification automatically. | Highly Desirable | ||
| 5.11 | System should allow for easy downloading or transferring of an electronic employee file. | Mandatory | ||
| 5.12 | The system should have the ability to store position information in the system to allow verification of vacant positions with City's ERP system. | Mandatory | ||
| 5.13 | 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. | Highly Desirable | ||
| 5.14 | 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. | Mandatory | ||
| 6 | Performance Review | |||
| 6.1 | Vendor should have an integrated module or platform to allow organization to establish performance reviews based on established competencies. | Highly Desirable | ||
| 6.2 | 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. | Highly Desirable | ||
| 6.3 | System should allow for journal entries to help compose performance reviews. | Highly Desirable | ||
| 6.4 | System should allow for various assigned approvers and allow certain users to have access/overview of everyone's performance appraisal. | Highly Desirable | ||
| 6.5 | System should allow department to review goals, check progress etc. | Highly Desirable | ||
| 6.6 | System should have ability to see employee ratings based on specific skill and competency within the entire organization. | Highly Desirable | ||
| 6.7 | System should have ability to run various standard and customized reports to review performance data within the organizations. | Highly Desirable | ||
| 6.8 | System should have ability to allow users to review and compare performance of employees within several departments. | Highly Desirable | ||
| 6.9 | System should allow user to configure performance evaluations and customize questions and workflows. | Highly Desirable | ||
| 6.10' | System should allow user the ability to build Library of goals, competencies, and writing assistants | Highly Desirable | ||
| 6.11 | 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.) | Highly Desirable | ||
| 6.12 | System should allow user to establish development plans and have ability to share with others and get input. | Highly Desirable | ||
| 6.13 | System should allow for a configurable process workflows | Highly Desirable | ||
| 6.14 | System should allow for scored and non-scored rating scales and log of ongoing performance observations. | Highly Desirable | ||
| 6.15 | System should allow user to configurable email notifications. | Highly Desirable | ||
| 6.16 | System should allow users to create automatic evaluations. | Highly Desirable | ||
| 6.17 | System should allow user to ability to perform actions in bulk for employees & evaluations. | Highly Desirable | ||
| 6.18 | System should allow for user friendly peer reviews & multi-rater capability. | Highly Desirable | ||
| 6.19 | System should have a customized dashboard and live information about performance evaluation status. | Highly Desirable | ||
| 7 | Communication and Forms | |||
| 7.1 | 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. | Mandatory | ||
| 7.2 | 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. | Highly Desirable | ||
| 7.3 | 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. | Mandatory | ||
| 7.4 | System should have a 2-way texting system that allows for automated notifications to users. | Highly Desirable | ||
| 7.5 | System should not have a limit on text messaging characters and should allow user to insert link, photos and videos. | Highly Desirable | ||
| 7.6 | System should allow users to create electronic forms such as offer letters and others to allow candidates to sign electronically and download a copy. | Mandatory | ||
| 8 | Candidate Sourcing | |||
| 8.1 | Vendor should have a recruitment management system that has advanced search capabilities that can allow users to search for resumes and potential candidate information. | Mandatory | ||
| 8.2 | Vendor system should allow users to contact potential candidates through various forms of communication to alert them of job opportunities. | Mandatory | ||
| 8.3 | Vendor system should allow users to create a pipeline of potential candidates and save profiles for future use. | Highly Desirable | ||
| 7 | Data Processing | |||
| 7.1 | Vendor should have the ability for user to upload documents or inserts and choose the one to be sent along with the invoices. | Mandatory | ||
| 7.2 | Vendor should have the ability to store historical details for the uploaded documents and inserts | Mandatory | ||
| 7.3 | Vendor should have data retention of up to 10 years of data | Mandatory | ||
| 8 | Applicant Tracking | |||
| 8.1 | EEO data collection and reports. | Mandatory | ||
| 8.2 | Ability to track applicants at various steps of the recruitment process. | Mandatory | ||
| 8.3 | Ability to track source of recruiting. | Mandatory | ||
| 9 | Reporting | |||
| 9.1 | 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. | Mandatory | ||
| 9.2 | 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. | Mandatory | ||
| 9.4 | 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. | Mandatory | ||
| Integrations with Power-BI for reporting and dashboards. | Highly Desirable | |||
| 10 | Interface | |||
| 10.1 | Interface with various job boards to allow advertisement of job announcements. | Mandatory | ||
| 10.2 | Integration or ability to interface with other software systems to allow data transfer information, such as payroll, benefits administration, ITSM solution, and recruiting systems that can streamline processes. | Mandatory | ||
| 11 | Change Requirements | |||
| 11.1 | Vendor should have a test site to verify any new changes implemented during the duration of the contract. | Mandatory | ||
| 11.2 | 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 | Mandatory | ||
| 12 | Data Conversion/ Migrations | |||
| 12.1 | 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. | Mandatory | ||
| 13 | User Management | |||
| 13.1 | Vendor portal should have the ability to define different user roles and option to choose certain actions per role. | Mandatory | ||
| 13.2 | Portal should support more than 100 user profiles at once with various user roles. | Mandatory | ||
| 12 | CUSTOMER SUPPORT | |||
| 12.1 | Vendor customer support should be available for any user access issues via email, phone or other forms. | Mandatory | ||
| 12.2 | User should be able to reach customer service via portal or email or phone - provide a copy of your SLA | Mandatory | ||
| 12.3 | After go live support: 30 days fire-fighting support after go live with documented problems tracking and status | Mandatory | ||
| 12.4 | On-going vendor support: The vendor shall provide their different support options and its associated pricing | Mandatory | ||
| 12.5 | 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. | Mandatory | ||
| 13 | PROJECT IMPLEMENTATION | |||
| 13.1 | Listed scope of work with assigned responsibility to City or vendor. | Mandatory | ||
| 13.2 | 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. | Mandatory | ||
| 13.3 | 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. | Mandatory | ||
| 13.4 | Project Schedule: The vendor must create a project schedule with tasks and project milestone dates which will be tracked throughout the project. | Mandatory | ||
| 13.5 | Proposers must describe their proposed project management tools and their proposed tools and approach for managing project documentation. | Mandatory | ||
| 13.6 | 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. | Mandatory | ||
| 13.7 | 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. | Mandatory | ||
| 13.8 | 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 following: 1. Resume of each key team member | Mandatory | ||
| 14 | BACKUP | |||
| 14.1 | Vendor should have backup available in case of any server issues | Mandatory | ||
| 14.2 | Data should be backed up on a daily basis | Mandatory | ||
| 14.3 | 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 | Mandatory | ||
| 15 | BID REQUIREMENT | |||
| 15.1 | Technical Capabilities: Detail the system’s functionalities about each requirement of the scope of work. | Mandatory | ||
| 15.2 | Implementation Timeline: Provide a clear timeline, including milestones, for implementing the solution. | Mandatory | ||
| 15.3 | Training and Support: Outline training plans for end-users and ongoing technical support offerings. | Mandatory | ||
| 15.4 | Experience and Qualifications: Vendors should demonstrate their experience in providing similar solutions to municipalities or other public sector organizations. | Mandatory | ||
| 15.5 | Cost Proposal: Provide a comprehensive cost proposal, including licensing fees, implementation costs, and any additional expenses. | Mandatory | ||
| 15.6 | Listed scope of work with assigned responsibility to City or vendor | Mandatory | ||
| 15.7 | Detailed proposed schedule with estimated dates and milestones | Mandatory | ||
| 17 | TEST AND TRAINING REQUIREMENT | |||
| 17.1 | The vendor shall provide Curriculum for UAT | Mandatory | ||
| 17.2 | The vendor shall provide UAT test scripts | Mandatory | ||
| 17.3 | The vendor shall provide Training curriculum for end-users | Mandatory | ||
| 17.4 | The vendor shall provide Training curriculum for administrators | Mandatory | ||
| 17.5 | The vendor shall provide post training and support documentation | Mandatory | ||
| 17.6 | The vendor shall provide a point of contact for training follow-up | Mandatory | ||
| 18 | SAAS REQUIREMENT | |||
| 18.1 | Data shall be housed in the US and/or Canada soil | Mandatory | ||
| 18.2 | The vendor shall provide a list of their data centers | Mandatory | ||
| 19 | PRIVACY COMPLIANCE | |||
| 19.1 | 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 attachment G) | Mandatory | ||
| 19.2 | The Vendor shall formally acknowledge and agree to comply with the City’s Information and Privacy Policy (See attachment G) | Mandatory | ||
| 19.3 | 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 attachment G) | Mandatory | ||
| 19.4 | Vendor shall agree to provide applicable compliance documents as required by the product/solution being purchased | Mandatory | ||
| 20 | SECURITY COMPLIANCE | |||
| 20.1 | 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) | Mandatory | ||
| 20.2 | The vendor shall describe the process of data encryption used in transit (via Network media) | Mandatory | ||
| 20.3 | The vendor shall describe the process of data encryption used at rest (when stored on the server and at the backup stations) | Mandatory | ||
| Support Single Sign on for City Staff and Multi Factor Authentication for Candidates. | Mandatory | |||
| 21 | DISASTER RECOVERY AND BUSINESS CONTINUITY | |||
| 21.1 | Cloud application: The vendor shall provide an overview, written document of their DRBC planning | Mandatory | ||
| 22 | SERVICE LEVEL AGREEMENT | |||
| 22.1 | SLA will be reviewed and re-negotiated when the contract is up for renewal | Mandatory | ||
| 22.2 | SLA between the vendor and the department must be clearly defined using the vendor’s template. | Mandatory | ||
| 22.3 | SLA between IT and the vendor must be clearly defined using the vendor’s template. | Mandatory | ||
| 24 | OPEN DATA REQUIREMENT | |||
| 24.1 | All system data should be exportable and machine readable to support open data environment. | Mandatory | ||
| 24.2 | Exportable data should include metadata (set of data that describes and gives information about other data) | Mandatory | ||
| 25 | DATA LIBERATION | |||
| 25.1 | The City will own the data under a hosting agreement | Mandatory | ||
| 25.2 | 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. | Mandatory | ||
| 26 | QUALITY CONTROL | |||
| 26.1 | 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. | Mandatory | ||
| 27 | System Capability | |||
| 27.1 | 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. | Mandatory | ||
| 27.2 | The Vendor must differentiate between changes that users can independently execute and those requiring vendor intervention. | Mandatory | ||
| 27.3 | The Vendors must outline existing validation processes within their system and any anticipated new validation requirements for the project, providing details on their integration. | Mandatory |
TBD HireVue
| Detailed Requirements- The City of Palo Alto Recruitment and Hiring Solution Project | |||
| ID | Requirement | Classification | Vendor Response (Standard / Custom) |
| 1 | Vacancy Management | ||
| 1.1. | The vendor shall provide a system that enables departments to submit requisitions for vacant or newly budgeted positions. The system must track the requisitions, with required approvals from departments, budget and HR. | ||
| 1.2 | The system must facilitate autopopulation of requisition details, including but not limited to job title, salary range, and position number, ensuring compliance with budget allocations approved by the City Council. | ||
| 1.3 | The system must facilitate the routing of approved requisitions to Departments and Human Resources (HR). | ||
| 1.4 | The system should have the capacity to upload documents to the requisition relevant to the vacancy. | ||
| 1.5 | The system must enable HR to assign various status to requisitions to determine when it will be opened for recruitment. | ||
| 2 | Recruitment Management | ||
| 2.1 | Upon approval of a requisition, the system shall allow the recruiter to create a job announcement andsupport the development and documentation of customized recruitment plans, which may include setting posting periods and establishing candidate evaluation criteria. | ||
| 2.2 | System should have capacity to store classifications of all positions existent within the city, including but not limited to benefits information. | ||
| 2.3 | System must have ability to auto populate classification informtion on 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. | ||
| 2.4 | System should allow the ability for online job application/attachment submissions with the ability to customize application questions and information relevant to how they learned about the job. | ||
| 2.5 | System should allow candidates the ability to sign up to job interest cards. | ||
| 3 | Selection Process | ||
| 3.1 | The Vendor’s solution shall enable the ability for HR to add customizable supplemental questions to support screening of candidates. | ||
| System should allow HR and or other users to screen based on filters from supplemental questions and ability to enable auto screening based on these questions. | |||
| 3.2 | Vendor’s system shall allow users in HR 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. | ||
| 3.3 | The system must support various selection methodologies including, but not limited to, system interview set up and scoring with instantenous results and customizable ways to rate (pass/fail and number scoring), phone screenings, and ability to upload supplemental documentation if needed. | ||
| 3.4 | 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. | ||
| 3.5 | 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. | ||
| 4 | Hiring Process | ||
| 4.1 | Vendor’s system shall support the identification of the top candidate following the completion of the selection process and enable the recruiter to refer candidates for hiring and submit an offer request for approval and have ability to attach supplemental documentation. | ||
| 4.2 | The system must allow for users to add various levels of approval for offer letters and ability to route back to recruiter to issua an offer letter. | ||
| 4.3 | Vendor’s system shall facilitate the issuance of an electronic conditional offer letter, which should autopopulate information from requisition and offer request (and allow for customizable fields ). | ||
| 4.4 | 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. | ||
| 4.5 | The system must allow for customizable notices via email or tex to provide candidates information about pre-employment requirements such as education, past employment, criminal background check and medical screening. | ||
| 5 | Onboarding Process | ||
| 5.1 | Upon acceptance of an offer, the vendor’s system should allow user to route a Personnel Action Form (PAF) for hiring, the PAF should have customized fields and should autopopulate information from requisition, offer letter and offer response. The PAF form should also allow the user the ability to route for various approvals to get appropriate authoization for hiring. | ||
| 5.2 | 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. | ||
| 5.3 | Vendors system should have an integrated module or platform within system that can autogenerate a new employee profile and assignment of new hire/onboarding forms based on requisition and offer information. | ||
| 5.4 | System should have capabilities to create electronic forms and upload forms for onboarding and allow for customizable forms based on candidates classifcation. In addition, the user should be able to assign various standard forms (I-9, W4, DE4) and vendor should be updating these forms once updated by entitiy. | ||
| 5.5 | 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 information. | ||
| 5.6 | 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. | ||
| 5.7 | Vendor’s system must integrate with e-verify and allow candidates to upload forms in order to help facilitate I-9 verification for compliance. | ||
| 5.8 | System should allow for easy downloading or transferring of an electronic employee file. | ||
| 5.9 | Vendor’s system must have ability to create automated notifications to users 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. | ||
| 6 | DATA PROCESSING | ||
| 6.1 | Vendor should have the ability for user to upload documents or inserts and choose the one to be sent along with the invoices. | Mandatory | |
| 6.2 | Vendor should have the ability to store historical details for the uploaded documents and inserts | Mandatory | |
| 6.3 | Vendor should have data retention of upto 10 years of data | Mandatory | |
| 7 | APPLICANT TRACKING | ||
| 7.1 | EEO data collection and reports | Mandatory | |
| 7.2 | Ability to track applicants at various steps of the recruitment process. | ||
| 7.3 | Ability to track how candidates are | Mandatory | |
| 8 | REPORTING | ||
| 8.1 | Comprehensive Analytic and Reporting capability | ||
| 9 | INTERFACE | ||
| 9.1 | Government Jobs that enables organization to advertise our job announcements on various platforms. | ||
| 10 | CHANGE REQUIREMENTS | ||
| 10.1 | Vendor should have a test site to verify any new changes implemented during the duration of the contract | Mandatory | |
| 10.2 | 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 | Mandatory | |
| 11 | DATA CONVERSION / MIGRATION | ||
| 11.1 | The vendor should be able to store data for the last 5years from the existing system. | Mandatory | |
| 11.2 | Mandatory | ||
| 12 | USER MANAGEMENT | ||
| 12.1 | Vendor portal should have the ability to define different user roles and option to choose the actions per role | Mandatory | |
| 12.2 | Portal should support approximately 75 concurrent users (minimum) | Mandatory |
File details come from the government source that posted it. Updated .