RFP-Video Interiewing Platform 08.21.26.pdf

OFFICE OF THE CITY ADMINISTRATOR

Elizabeth Lake, Interim City Administrator

REQUEST FOR PROPOSAL (RFP)

For

Video Based Interview Platform Provider

Due Date: FRIDAY, SEPTEMBER 11, 2026 – 2:00 p.m., Pacific Time (PT)

Voluntary Pre-Proposal Meeting: MONDAY, AUGUST 31, 2026, at 1:00 P.M., PT – via Teams at:

https://teams.microsoft.com/meet/215486521535495?p=ocDlllbGouBoRiqsHa

Meeting ID: 215 486 521 535 495 Passcode: sB39eT7m Dial in by phone: +1 925-326-7518,,7700591# Phone conference ID: 770 059 1# https://teams.microsoft.com/meet/215486521535495?p=ocDlllbGouBoRiqsHa tel:+19253267518,,7700591

REQUEST FOR PROPOSAL (RFP)-

VIDEO BASED INTERVIEW PLATFORM PROVIDER

REV 05-2026

Finance Department | Contract Administration

Table of Contents

I. INTRODUCTION 1

II. SCOPE OF SERVICES 3

III. THE PROPOSAL 5

A. GENERAL INFORMATION 5

B. SUBMITTAL REQUIREMENTS 17

C. REQUIRED PROPOSAL ELEMENTS AND FORMAT 17

D. REJECTION OF PROPOSAL ELEMENTS 22

E. EVALUATION OF PROPOSALS – SUBJECT TO CHANGE 22

F. INTERVIEWS OF SHORT-LISTED FIRMS 13

G. CONTRACT NEGOTIATIONS AND AWARD 25

IV. ATTACHMENTS 26

A. SAMPLE PROFESSIONAL SERVICE AGREEMENT

B. STAND ALONE SCHEDULES

C. CITY SCHEDULES AND POLICIES

The Combined Contract Schedules will be collected from the successful Proposer before a final decision is made and up to full contract execution. It may be viewed at: https://www.oaklandca.gov/files/assets/city/v/1/public-works/documents/ccd/combined-contract-schedules-rev-0623.pdf or you may request a copy by email from isupplier@oaklandca.gov.

https://www.oaklandca.gov/files/assets/city/v/1/public-works/documents/ccd/combined-contract-schedules-rev-0623.pdf https://www.oaklandca.gov/files/assets/city/v/1/public-works/documents/ccd/combined-contract-schedules-rev-0623.pdf mailto:isupplier@oaklandca.gov

Finance Department | Contracts Administration

I. INTRODUCTION

This Request for Proposal (RFP) is being issued by the City of Oakland, Office of Human Resource Management (HRM) Department. HRM is seeking proposals from qualified firm(s) to provide a video-based interview platform to support and streamline the City’s remote recruitment and hiring processes. Interested and qualified respondents are invited to submit proposals demonstrating their expertise, experience, qualifications, and capacity to provide responsive and effective services in accordance with the requirements detailed in this RFP.

The Contractor shall be required to comply with all applicable City programs and policies outlined in Attachment C. Details are presented in the project documents and will be discussed at the pre-proposal meeting. Discussions will include, but may not be limited to: ♦Equal Benefits for Registered Domestic Partners ♦Campaign Contribution ♦Post-project Contractor Evaluation ♦Prompt Payment ♦Arizona Boycott ♦ 0% L/SLBE ♦Dispute Disclosure ♦Living Wage ♦Minimum Wage ♦Border Wall Prohibition ♦ Sanctuary City Contracting and Investment Ordinance

Voluntary Pre-proposal Meeting Date and Time: Monday, August 31, 2026, at 1:00 p.m., PT via Teams at:

https://teams.microsoft.com/meet/215486521535495?p=ocDlllbGouBoRiqsHa

Deadline for Questions: Tuesday, September 01, 2026, by 5:00 p.m., PT via email to the Contract & Procurement Specialist, ContractAdmin@oaklandca.gov, Proposal Submittal Deadline Date and Time: Friday, September 11, 2026 no later than 2:00 p.m., PT.

Submit Proposals electronically to iSupplier: Please log on to iSupplier to submit your proposal before identified deadline. Questions regarding online submittal through iSupplier must be directed to isupplier@oaklandca.gov with RFP-Video Based Interview Platform Provider in subject line. For assistance with iSupplier: iSupplier User Guides | City of Oakland, CA.

Proposals Must Be Received in iSupplier portal by Finance, Contract Administration no later than the deadline identified. iSupplier will not allow late submittals and therefore please allow time to log in, create a response, and upload your Proposal. Email submittals will not be accepted.

Contractors who wish to participate in the RFP/RFQ process are required to register in iSupplier to receive addenda, updates, announcements, and notifications of contracting opportunities. We recommend updating your firm’s primary email address regularly and https://teams.microsoft.com/meet/215486521535495?p=ocDlllbGouBoRiqsHa mailto:ContractAdmin@oaklandca.gov mailto:isupplier@oaklandca.gov https://www.oaklandca.gov/Business/Doing-Business-with-the-City/Doing-Business-With-The-City-Register-with-iSupplier/iSupplier-User-Guides https://www.oaklandca.gov/Business/Doing-Business-with-the-City/Doing-Business-With-The-City-Register-with-iSupplier/iSupplier-User-Guides periodically confirming that the “Products and Services” section fully represents the scope of products and services provided. If you have any questions, please email isupplier@oaklandca.gov.

For further information and detailed iSupplier registration instructions, please visit the following link https://www.oaklandca.gov/Business/Doing-Business-with-the- City/Doing-Business-With-The-City-Register-with-iSupplier

Free copies of the RFP/RFQ documents and Addenda are available in iSupplier. Hard copies will NOT be available for purchase from the City.

1. iSupplier Registration/Login:

https://www.oaklandca.gov/Business/Doing-Business-with-the-City/Doing- Business-With-The-City-Register-with-iSupplier New registrants can email isupplier@oaklandca.gov for registration instructions. Allow 3 working days for approval to access bid documents through iSupplier

2. iSupplier user guides: https://www.oaklandca.gov/Business/Doing-Business-with-the-City/Doing-Business-With-The-City-Register-with-iSupplier/iSupplier-User- Guides

Contact Information: The following City staff are available to answer questions regarding this RFP.

1. Contract Admin: contractadmin@oaklandca.gov

INTRODUCTION TO SCOPE OF SERVICES:

The City of Oakland (“City”) is seeking a user-friendly, secure, and reliable video-based interview platform to support the City's recruitment and selection processes. The platform will be used to conduct structured remote interviews, collect candidate video and written responses, facilitate review of candidate responses by Assessors, and support evaluation of candidates against competencies and other established assessment criteria.

The City conducts recruitment and selection activities for a broad range of classifications, departments, and requisitions, with varying interview formats, assessment methodologies, evaluation criteria, and numbers of candidates and Assessors. The City seeks a dedicated platform that will provide a consistent and accessible experience for candidates while allowing the Human Resources Management Department (“HRM”) to configure and administer different recruitment and assessment processes.

The City anticipates use of the platform by HRM staff and authorized City departments, hiring managers, Assessors, reviewers, approval groups, and leadership personnel. The platform may be used for a variety of recruitment and assessment processes, including asynchronous one-way video interviews, live video interviews, written essay responses, and combined video and written assessments.

mailto:isupplier@oaklandnet.com https://www.oaklandca.gov/Business/Doing-Business-with-the-City/Doing-Business-With-The-City-Register-with-iSupplier https://www.oaklandca.gov/Business/Doing-Business-with-the-City/Doing-Business-With-The-City-Register-with-iSupplier https://www.oaklandca.gov/Business/Doing-Business-with-the-City/Doing-Business-With-The-City-Register-with-iSupplier https://www.oaklandca.gov/Business/Doing-Business-with-the-City/Doing-Business-With-The-City-Register-with-iSupplier mailto:isupplier@oaklandnet.com https://www.oaklandca.gov/Business/Doing-Business-with-the-City/Doing-Business-With-The-City-Register-with-iSupplier/iSupplier-User-Guides https://www.oaklandca.gov/Business/Doing-Business-with-the-City/Doing-Business-With-The-City-Register-with-iSupplier/iSupplier-User-Guides https://www.oaklandca.gov/Business/Doing-Business-with-the-City/Doing-Business-With-The-City-Register-with-iSupplier/iSupplier-User-Guides mailto:contractadmin@oaklandca.gov

Experience providing video-based interview and assessment services to large public-sector organizations is highly desirable. Experience integrating with the City's applicant tracking system, NeoGov, is also highly desirable.

Any contract(s) resulting from this RFP are expected to be for an initial term of three (3) years with an option to extend for an additional two (2) years at the discretion of the City.

II. SCOPE OF SERVICES

The selected Contractor shall provide a cloud-based, browser-accessible video-based interview and candidate assessment platform and related services to support the City's recruitment and selection processes. The platform must operate across commonly used desktop and mobile web browsers without requiring candidates or City users to download or install software.

The platform shall allow authorized HRM users to establish and independently configure individual recruitments or requisitions, including interview questions and prompts, competencies, rating criteria and scales, candidate instructions and controls, Assessors and user groups, and access permissions. Changes to one recruitment or requisition shall not automatically affect another.

Specific deliverables include:

• On-demand one-way interviews and live recorded interviews, including the ability to have multiple Assessors participate in or access live interviews.

• The ability to create, upload, and reuse introductory and closing videos, including recruitment-specific videos such as a Department Director welcoming candidates and thanking them for participating.

• The ability for the City to determine how individual questions or prompts are presented, including written/text, audio, and video formats, and to use different formats within the same assessment.

• The ability to include video questions, written/essay prompts, and candidate file uploads within the same recruitment or assessment, and to collect, securely store, review, retrieve, and export the resulting candidate responses.

• The ability to configure candidate controls by recruitment or question, including preparation and response time limits, whether candidates may move backward or forward between questions, whether candidates may practice before recording an actual response, whether responses may be re-recorded, and, where applicable, the number of permitted attempts.

• The ability to establish candidate access periods and deadlines and to restrict candidates to their assigned recruitment or assessment.

• The ability to provide a method for remote candidate identity verification, which may include verification against government-issued identification such as a driver's license.

Respondents shall describe available verification methods, information collected, security controls, retention, and associated costs.

• The ability to securely assign candidate video, written, and uploaded responses to specific Assessors or Assessor groups and allow multiple Assessors to independently review and evaluate the same candidate.

• The ability for HRM to establish recruitment-specific user permissions, including separate access for individual recruitments or requisitions, Assessors, approval groups, and leadership groups, so users may be limited to only the information and processes necessary for their assigned responsibilities.

• The ability to define and modify competencies for each recruitment or requisition, including competency definitions and evaluation guidance, without requiring all recruitments to use the same competencies.

• The ability to establish and modify rating scales and evaluation criteria by recruitment or requisition, including different rating scales and a ten-point scale where desired.

• The ability to collect candidate responses without requiring an evaluation after each individual question or prompt and instead allow Assessors to review the candidate's complete assessment before independently evaluating the candidate against the City's recruitment-specific competencies and/or overall rating criteria.

• The ability for Assessors to provide independent scores, comments, and notes; to determine whether Assessors may see other Assessors' evaluations; and to retain individual Assessor evaluations.

• The ability to export complete candidate written/essay responses, rather than merely reporting that a response was submitted, as well as candidate video responses, uploaded files, Assessor evaluations, scores, comments, and related assessment data in commonly used formats such as Excel and/or CSV.

• The ability for Assessors to upload supporting evaluation materials, including completed rating sheets, scanned or photographed handwritten notes, or other documents, when permitted by the City.

• The ability to create and administer Assessor orientation and training, including videos, documents, instructions, and information concerning common rating errors, competency definitions, rating criteria, confidentiality, and other assessment requirements; to require designated Assessors to complete training before accessing assigned candidate materials;

and to track completion.

• The ability to provide assessment-specific instructions or reminders to Assessors at the point of evaluation, including competency definitions, rating guidance, and other HRM-established instructions.

• The ability to maintain appropriate records of user access, candidate responses, Assessor assignments and evaluations, training completion, identity verification, and other material system activity.

• Data security protocols sufficient to safeguard confidential candidate information, interview recordings, written responses, uploaded files, identity verification information, assessment information, and other City data, including appropriate data retention, retrieval, backup, and recovery capabilities.

• Desired: A question/item bank that allows authorized City users to create, organize, search, and reuse questions and prompts across recruitments. An item bank is desirable but is not a mandatory requirement.

• Desired: Integration with NeoGov. Respondents shall describe the type and extent of any existing NeoGov integration, including information that can be transferred between systems and whether the integration is native, API-based, or requires another technology.

• Technical support for 24 hours a day, seven days a week, for the term of the contract.

Respondents shall describe available support hours, response times, escalation procedures, and applicable service-level commitments.

The City may select Contractors in its sole and absolute discretion. The contract will be awarded to the most qualified applicant(s) who demonstrate success in providing video-based interview and candidate assessment services.

Proposals shall describe how respondents' expertise, experience, qualifications, technical capabilities, security practices, implementation approach, and management will provide responsive and reliable service.

Respondents shall clearly identify whether each required capability is included in the proposed solution, available through configuration, available at additional cost, available through a third-party integration, or not currently available. Respondents shall identify all assumptions, limitations, additional fees, implementation requirements, and third-party dependencies.

Of particular importance, respondents shall clearly describe how the proposed platform supports the City's desired assessment workflow:

Candidate completes the interview or assessment → candidate video, written, and uploaded responses are collected → designated Assessors independently review the complete assessment → Assessors evaluate the candidate against recruitment-specific competencies and rating criteria → individual Assessor evaluations are retained and reported.

The City does not require Assessors to provide a rating immediately following each individual question or prompt. Respondents shall identify whether assessment-level/holistic evaluation after review of the complete candidate assessment is a standard platform capability, requires configuration, requires a workaround, or requires an additional product or service.

III. THE PROPOSAL

A. GENERAL INFORMATION

1. The successful proposer selected for this service shall obtain or provide proof of having a current City of Oakland Business tax Certificate.

2. The City Council reserves the right to reject any and all bids.

3. Local and Small Local Business Enterprise Program (L/SLBE)

In general, there is a 50% local business participation requirement on all construction contracts at or over $100,000; all professional services contracts at or over $50,000; and all purchases of commodities, goods and associated services at or over $50,000. This participation must be met with a minimum participation of 25% for Local Business Enterprises (LBE)/Local Not for Profit Business Enterprise (L/NFPBE) and 25% for Small Local Business Enterprises (SLBE)/Small Local Not for Profit Business Enterprise (S/LNFPBE). SLBE and SLNFPBE may meet the full 50% requirement. Where Very Small Local Business Enterprises (VSLBE) participation is evident, the level of participation will be double-counted towards meeting the requirement. The participation requirements may be adjusted if there are not at least three L/SLBEs in a major category of work.

The participation requirement for this scope of work is set at 0%.

The City’s current L/SLBE Program guidelines may be accessed at the City of Oakland website: https://www.oaklandca.gov/departments/workplace-employment-standards

4. The City’s Living Wage Ordinance

The selected proposer will be required to agree to comply fully with and be bound by the Living Wage Ordinance as set forth by the Oakland Municipal Code (OMC), Chapter 2.28. Generally, the ordinance requires that, unless specific exemptions apply or a waiver is granted, all employers contracted to provide services amounting to or exceeding $25,000, shall provide nothing less than a prescribed minimum level of compensation (a living wage), as well as the provision of at least twelve

(12) days off per year for sick leave.

If applicable, the selected proposer must agree to comply with the requirements and agree that it has a duty to promptly provide the City with any documents and information requested verifying its compliance, including the completion and submission of a Declaration of Compliance with the Living Wage Ordinance (Schedule N).

Oakland employers are also subject to the City of Oakland Minimum Wage law (Oakland Municipal Code section 5.92) and must pay employee wages and provide benefits consistent with the Minimum Wage law, Oakland Living Wage Ordinance, whichever are greater.

5. Minimum Wage Ordinance https://www.oaklandca.gov/departments/workplace-employment-standards

Oakland employers are subject to Oakland’s Minimum Wage Law, whereby Oakland employees must be paid the current Minimum Wage rate. Employers must notify employees of the annually adjusted rates by each December 15th and prominently display notices at the job site.

The law requires paid sick leave for employees and payment of service charges collected for their services. This contract is also subject to Oakland’s Living Wage Ordinance (see Section 4, above), and must pay employees wages and provide benefits consistent with the Living Wage Ordinance, whichever are greater.

For further information, please go to the following website:

https://www.oaklandca.gov/topics/minimum-wage-paid-leave-service-charges

6. Equal Benefits Ordinance

The selected Proposer will be subject to the Equal Benefits Ordinance (OMC Chapter 2.32) and its implementing regulations if it receives $25,000 or more for public works or improvements to be performed or for goods or services to be purchased or grants to be provided at the expense of the city or to be paid out of moneys deposited in the treasury or out of trust moneys under the control of or collected by the city, unless specific exemptions apply or a waiver is granted. The Equal Benefits Ordinance prohibits the City from contracting with entities that discriminate in the provision of employee benefits between employees with spouses and employees with domestic partners, and/or between domestic partners and spouses of such employees.

The Ordinance shall only apply to those portions of selected Proposer’s operations that occur (1) within the City of Oakland; (2) on real property outside the City of Oakland if the property is owned by the City or if the City has a right to occupy the property, and if the contract’s presence at that location is connected to a contract with the City; and (3) elsewhere in the United States where work related to a City contract is being performed. The requirements shall not apply to subcontracts or subgrantees of the selected Proposer.

If applicable, the selected Bidder/Contractor must agree to comply with the requirements of OMC Chapter 2.32, and agree it has a duty to promptly provide the City with any documents and information requested verifying its compliance, including the completion and submission of Schedule N-1.

7. Prompt Payment Ordinance OMC Section 2.06.070 https://www.oaklandca.gov/topics/minimum-wage-paid-leave-service-charges https://www.oaklandca.gov/topics/minimum-wage-paid-leave-service-charges

This Ordinance requires that the selected Bidder/Contractor and its subcontractors pay undisputed invoices of their subcontractors for goods and/or services within twenty (20) business days of submission of invoices, unless specific exemptions apply, or unless the contractor or its subcontractors notify the City’s Prompt Payment Liaison in writing within five (5) business days that there is a bona fide dispute between the contractor or its subcontractor and claimant. In this case the contractor or its subcontractor may withhold the disputed amount but shall pay the undisputed amount.

Disputed payments are subject to investigation by the Liaison upon the filing of a complaint. The contractor or its subcontractors opposing payment shall provide security in the form of cash, certified check or bond to cover the disputed amount and penalty during the investigation. If the contractor or its subcontractor fails or refuses to deposit security, the Liaison will withhold an amount sufficient to cover the claim from the next contractor progress payment. Upon a determination that an undisputed invoice or payment is late, the Liaison will release security deposits or withholds directly to claimants for valid claims.

The contractor and its subcontractors shall not be allowed to retain monies from subcontractor payments for goods as project retention, and are required to release subcontractor project retention in proportion to the subcontractor services rendered, for which payment is due and undisputed, within five (5) business days of payment. The contractor and its subcontractors shall be required to pay subcontractors mobilization fees within five (5) business days of being paid such fees by the City. For the purpose of posting on the City's website, the contractor and its subcontractors are required to file notice with the City of the release of retention and payment of mobilization fees within five (5) business days of such payment or release; and, the contractor and its subcontractors are required to file an affidavit, under penalty of perjury, that he or she has paid all subcontractors, within five (5) business days following receipt of payment from the City, The affidavit shall provide the names and address of all subcontractors and the amount paid to each.

The contractor and its subcontractors shall include the same or similar provisions as those set forth above in any contract with a subcontractor that delivers goods and/or services in connection with a City of Oakland contract. Invoice and claim inquiries should be directed to DWES@Oaklandca.gov.

8. Non-Discrimination/Equal Employment Practices mailto:DWES@Oaklandca.gov

Contractor shall not discriminate or permit discrimination against any person or group of persons in any manner prohibited by federal, state or local laws. During the performance of this Agreement, Contractor agrees as follows:

a. Contractor and Contractor’s sub-contractors, if any, shall not discriminate against any employee or applicant for employment because of age, marital status, religion, gender, sexual preference, race, creed, color, national origin, Acquired-Immune Deficiency Syndrome (AIDS), AIDS-Related Complex (ARC) or disability. This nondiscrimination policy shall include, but not be limited to, the following: employment, upgrading, failure to promote, demotion or transfer, recruitment advertising, layoffs, termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship.

b. Contractor and Contractor’s Sub-contractors shall state in all solicitations or advertisements for employees placed by or on behalf of Contractor that all qualified applicants will receive consideration for employment without regard to age, marital status, religion, gender, sexual preference, race, creed, color, national origin, Acquired-Immune Deficiency Syndrome (AIDS), AIDS-Related Complex (ARC) or disability.

c. Contractor shall make its goods, services, and facilities accessible to people with disabilities and shall verify compliance with the Americans with Disabilities Act by executing Declaration of Compliance with the Americans with Disabilities Act, attached hereto and incorporated herein.

d. If applicable, Contractor will send to each labor union or representative of workers with whom Contractor has a collective bargaining agreement or contract or understanding, a notice advising the labor union or workers’ representative of Contractor’s commitments under this nondiscrimination clause and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

e. Contractor shall submit information concerning the ownership and workforce composition of Contractor’s firm as well as its sub-Contractors and suppliers, by completing the Ownership, Ethnicity and Gender Questionnaire.

f. The Project Contractor Team attached and incorporated herein and made a part of this Agreement, Exit Report and Affidavit, attached and incorporated herein and made a part of this Agreement.

g. All affirmative action efforts of Contractors are subject to tracking by the

City. This information or data shall be used for statistical purposes only.

All Contractors are required to provide data regarding the make-up of their sub-Contractors and agents who will perform City contracts, including the race and gender of each employee and/or Contractor and his or her job title or function and the methodology used by Contractor to hire and/or contract with the individual or entity in question.

h. The City will immediately report evidence or instances of apparent discrimination in City or Agency contracts to the appropriate State and Federal agencies, and will take action against Contractors who are found to be engaging in discriminatory acts or practices by an appropriate State or Federal agency or court of law, up to and including termination or debarment.

i. In the recruitment of sub-Contractors, the City of Oakland requires all

Contractors to undertake nondiscriminatory and equal outreach efforts, which include outreach to minorities and women-owned businesses as well as other segments of Oakland’s business community. The City Administrator will track the City’s MBE/WBE utilization to ensure the absence of unlawful discrimination on the basis of age, marital status, religion, gender, sexual preference, race, creed, color, national origin, Acquired-Immune Deficiency Syndrome (AIDS), AIDS-Related Complex (ARC) or disability.

j. In the use of such recruitment, hiring and retention of employees or sub-

Contractors, the City of Oakland requires all Contractors to undertake nondiscriminatory and equal outreach efforts which include outreach to minorities and women as well as other segments of Oakland’s business community.

9. Arizona and Arizona-Based Businesses

Contractor agrees that in accordance with Resolution No. 82727 C.M.S., neither it nor any of its subsidiaries, affiliates or agents that will provide services under this agreement is currently headquartered in the State of Arizona and shall not establish an Arizona business headquarters for the duration of this agreement with the City of Oakland or until Arizona rescinds SB 1070.

Contractor acknowledges its duty to notify Department of Purchasing, if it’s Business Entity or any of its subsidiaries affiliates or agents subsequently relocates its headquarters to the State of Arizona. Such relocation shall be a basis for termination of this agreement.

10. Sanctuary City Contracting and Investment Ordinance

Ordinance N.O. 13540 CMS was adopted by the Oakland City Council on June 4th, 2019 and prohibits the City from contracting with any person or entity that provides the United States Immigration and Customs Enforcement (ICE) services or goods for data collection or with the United States Customs and Border Protection (CBP) Customs and Border Protection (CBP), or the Department of Health and Human Services Office of Refugee Resettlement (HHS/ORR) to support immigration detention facilities. These contractors are not to be used unless the City Council makes a specific determination that no reasonable alternative exists. The ordinance also prohibits the City from investing in any of these companies and requires the City to include notice of these prohibitions in any Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and any construction or other contracting bids. The ordinance also requires that the City provide an annual report to the Privacy Advisory Commission on its enforcement.

11. Border Wall Ordinance

This contract is subject to the Border Wall Ordinance of Oakland Municipal Code (Ordinance 13459 C.M.S, passed November 28, 2017) and effective immediately upon adoption. The purpose of the ordinance is to mandate and direct the City Administrator- in instances where there is no significant additional cost, to be defined in regulations, or conflict with law- to refrain from entering into new or amended contracts to purchase professional, technical, scientific or financial services, goods, construction labor and materials or other services, or supplies from businesses that enter into contracts to provide such services, goods, materials or supplies to build the U.S.-Mexico border wall;

The City of Oakland shall be prohibited from entering into any contractual agreement for the purchase of services, goods, equipment, cyber network or cloud computing, internet, or cloud-based computer technology or services with any "BORDER WALL ENTITY" individual, firm, or financial institution who provides any services, goods, equipment or information technology or cloud based technology or services, to the construction a wall along any part of the United States

- Mexico border.

All vendors seeking to do business with the City of Oakland must complete and sign “Schedule W” as a statement of compliance with Ordinance 13459 C.M.S,

12. Pending Dispute Disclosure Policy:

Contractors are required to disclose pending disputes with the City of Oakland when they are involved in submitting bids, proposals or applications for a City contract or transaction involving professional services. This includes contract amendments. Contractor agrees to disclose and has disclosed, any and all pending disputes to the City prior to the execution of this agreement. The City will provide a form for such disclosure upon Contractor’s request. Failure to disclose pending disputes prior to execution of this amendment shall be a basis for termination of this agreement.

13. City of Oakland Campaign Contribution Limits

This Agreement is subject to the City of Oakland Campaign Reform Act of Chapter 3.12 of the Oakland Municipal Code and its implementing regulations if it requires Council approval. The City of Oakland Campaign Reform Act prohibits Contractors that are doing business or seeking to do business with the City of Oakland from making campaign contributions to Oakland candidates between commencement of negotiations and either 180 days after completion of, or termination of, contract negotiations. If this Agreement requires Council approval, Contractor must sign and date an Acknowledgment of Campaign Contribution Limits Form.

14. Nuclear Free Zone Disclosure

Contractor represents, pursuant to the combined form Nuclear Free Zone Disclosure Form that Contractor is in compliance with the City of Oakland’s restrictions on doing business with service providers considered nuclear weapons makers. Prior to execution of this agreement, Contractor shall complete the combined form, attached hereto.

15. SCOPE, OWNERSHIP AND USE OF CITY DATA

a. Scope of City Data

City data [“Data”] shall consist of any and all data disclosed or provided by the City to Contractor, or collected, developed or generated by Contractor, whether pursuant or incidental to the purposes of the Agreement

b. Ownership

All Data, shall be the exclusive property of and all ownership rights therein shall vest in the City. To the extent necessary, Contractor hereby assigns to the City any and all rights which arise out of, are developed in connection with, or are the results of the services Contractor provides under the Agreement. This provision shall not apply to Data defined as Exceptions under Section 123 (c) [“Proprietary or Confidential Information”].

c. Use of City Data

Contractor avers and covenants to not use City Data for any purpose whatsoever other than to fulfill its obligations to City under the Agreement. Contractor shall fully indemnify City for any claims against City resulting from Contractor’s use of City Data in violation of this provision.

16. SECURITY OF CITY DATA

a. City Data is highly sensitive, confidential and is of paramount importance to the City because unauthorized disclosures of the Data could seriously harm City and possibly third parties. Contractor acknowledges that City, in entering into this Agreement with Contractor, is relying upon Contractor’s professional expertise, know-how, judgment, experience and its representations in its System Security Plan [Exhibit 2] that the integrity of the security, availability and processing of its System protects and preserves the confidentiality and privacy of the Data. Further, Contractor represents that, at all times, its System will maintain and ensure that the Data remains secure and does not through any of Contractor’s actions or lack of thereof become vulnerable to unauthorized access by third parties. Contractor further warrants that its System has been accredited under currently recognized industry recognized standards.

b. Notwithstanding as may be otherwise provided in this Agreement and with the exception of those instances for which City is responsible, Contractor avers and covenants to be solely responsible for restoring and correcting any corruption to City Data that occur by reason of Contractor’s actions or lack thereof, including ransomware attacks upon Contractor, and to fully indemnify City for any claims against City resulting from corruption of City Data and other injuries ensuing from, but not limited to, the herein forestated events.

17. INDEPENDENT CONTRACTOR

Rights and Responsibilities. City shall have no authority over or responsibility for employees and subcontractors of Contractor. It is expressly agreed that, in the performance of the services necessary to carry out this Agreement, Contractor shall be, and is, an independent contractor, and is not an employee of the City. Contractor has complete and sole discretion for the manner in which the Work and Services under this Agreement is performed. Contractor will determine the method, details and means of performing the Services described in the SOW.

Contractor acknowledges and agrees that (i) Contractor’s employees and subcontractors are under Contractor’s sole supervision, direction and full control. of Contractor; and, (ii) that Contractor controls the employment, direction, compensation and discharge of all persons assisting Contractor in the performance of Contractor’s services hereunder. Contractor shall be solely responsible for all matters relating to the payment of his/her employees, including compliance with social security, withholding and all other regulations governing such matters, and shall be solely responsible for Contractor's own acts and those of Contractor’s subordinates and employees.

Contractor is responsible for paying, when due, all income taxes, including estimated taxes, incurred as a result of the compensation paid by the City to Contractor for services under this Agreement. On request, Contractor will provide the City with proof of timely payment. Contractor agrees to indemnify the City for any claims, costs, losses, fees, penalties, interest or damages suffered by the City resulting from Contractor’s failure to comply with this provision.

Non-Exclusive Relationship Contractor may perform services for, and contract with, as many additional clients, persons or companies as Contractor, in his or her sole discretion, sees fit.

Cooperation of the City The City agrees to comply with all reasonable requests of Contractor necessary to the performance of Contractor’s duties under this Agreement.

Extra Work Contractor will do no extra work under this Agreement without first receiving prior written authorization from the City.

18. Sample Professional Service Agreement

This Agreement is subject to the attached Sample Professional Service Agreement.

19. Insurance Requirements

The Contractor will be required to provide proof of all insurance required for the work prior to execution of the contract, including copies of the

Contractor’s insurance policies if and when requested. Failure to provide the insurance proof requested or failure to do so in a timely manner shall constitute grounds for rescission of the contract award.

The Contractor shall name the City of Oakland, its Council members, directors, officers, agents, employees and volunteers as additional insured in its Comprehensive Commercial General Liability and Automobile Liability policies. If Contractor submits the ACORD Insurance Certificate, the additional insured endorsement must be set forth on a CG20 10 11 85 form and/or CA 20 48 - Designated Insured Form (for business auto insurance).

Please Note: A statement of additional insured endorsement on the ACORD insurance certificate is insufficient and will be rejected as proof of the additional insured requirement.

Unless a written waiver is obtained from the City’s Risk Manager, Contractors must provide the insurance as found at https://www.oaklandca.gov/documents/contracts-and-compliance-forms-and-schedules (Schedule Q). A copy of the requirements is attached and incorporated herein by reference. Liability insurance shall be provided in accordance with the requirements specified.

When providing the insurance, include the Project Name and Project Number on the ACORD form in the section marked Description of Operations/Locations.

When providing the insurance, the “Certificate Holder” should be listed as:

City of Oakland, Finance Department, 150 Frank H. Ogawa Plaza, Suite 6213, Oakland, CA 94612.

20. City Contractor Performance Evaluation

At the end of the project, the Project Manager will evaluate the Contractor’s Performance in accordance with the City Contractor Performance Evaluation program.

21. Violation Of Federal, State, City/Agency Laws, Programs Or Policies:

The City or Agency may, in their sole discretion, consider violations of any programs and policies described or referenced in this Request for Proposal, a material breach and may take enforcement action provided under the law, programs or policies, and/or terminate the contract, debar contractors from further contracts with City and Agency and/or take any other action or invoke any other remedy available under law or equity.

22. Contractor’s Qualifications https://www.oaklandca.gov/documents/contracts-and-compliance-forms-and-schedules https://www.oaklandca.gov/documents/contracts-and-compliance-forms-and-schedules

Contractor represents that Contractor has the qualifications and skills necessary to perform the services under this Agreement in a competent and professional manner without the advice or direction of the City.

Contractor’s services will be performed in accordance with the generally accepted principles and practices applicable to Contractor’s trade or profession. The Contractor warrants that the Contractor, and the Contractor’s employees and sub-contractors are properly licensed, registered, and/or certified as may be required under any applicable federal, state, and local laws, statutes, ordinances, rules, and regulations relating to Contractor’s performance of the Services. All Services provided pursuant to this Agreement shall comply with all applicable laws and regulations.

Contractor will promptly advise City of any change in the applicable laws, regulations, or other conditions that may affect City’s program. This means Contractor is able to fulfill the requirements of this Agreement. Failure to perform all of the services required under this Agreement will constitute a material breach of the Agreement and may be cause for termination of the Agreement. Contractor has complete and sole discretion for the manner in which the work under this Agreement is performed. Prior to the execution of this agreement, Contractor shall complete the Independent Contractor Questionnaire, Part A, attached hereto.

23. All responses to the RFQ become the property of the City.

24. The RFQ does not commit the City to award a contract or to pay any cost incurred in the preparation of the proposal.

25. The City reserves the sole right to evaluate each proposal and to accept or reject any or all proposals received as a result of the RFQ process.

26. The City reserves the unqualified right to modify, suspend, or terminate at its sole discretion any and all aspects of the RFQ and/or RFQ process, to obtain further information from any and all Contractor teams and to waive any defects as to form or content of the RFQ or any responses by any contractor teams

27. The City may require a service provider to participate in negotiations and submit technical information or other revisions to the service provider’s qualifications as may result from negotiations.

28. All documents and information submitted to the City of Oakland in response to an RFP are public records pursuant to California Government Code, Sections 6254, et seq. and City of Oakland Sunshine Ordinance, Oakland Municipal Code Chapter 2.20. The City shall disclose such documents and information upon request by any member of the public, absent a mandatory duty to withhold or a discretionary exemption that the City may choose to exercise. The City shall not in any way be liable or responsible for any disclosures of documents or information made pursuant to a request under the Public Records Act or the City of Oakland Sunshine Ordinance.

29. The Fair Political Practices Act and/or California Government Code Section

1090, among other statutes and regulations may prohibit the City from contracting with a service provider if the service provider or an employee, officer or director of the service providers’ firm, or any immediate family of the preceding, or any sub-contractor or contractor of the service provider, is serving as a public official, elected official, employee, board or commission member of the City who will award or influence the awarding of the contract or otherwise participate in the making of the contract. The making of a contract includes actions that are preliminary or preparatory to the selection of a contractor such as, but not limited to, involvement in the reasoning, planning and/or drafting of solicitations for bids and RFQs, feasibility studies, master plans or preliminary discussions or negotiations.

B. SUBMITTAL REQUIREMENTS

Submit Proposals electronically to iSupplier: Please log on to iSupplier to submit your proposal before the 2:00 P.M. deadline. Questions regarding online submittal through iSupplier must be directed to isupplier@oaklandca.gov with the heading of “RFP Assistance” or refer to the iSupplier userguide at https://www.youtube.com/watch?v=DMLb2hFLd0Y

All proposals must include the project name, submittal date, and time the proposals are due on the documents.

C. REQUIRED PROPOSAL ELEMENTS AND FORMAT

1. Transmittal Letter

a. For the transmittal letter, only. Addressed to Elizabeth Lake, Interim City Administrator, Office of the City Administrator, City Hall, 1 Frank Ogawa Plaza, 3rd Floor, Oakland, California, 94612. (Please do not submit proposals to this address or forward proposals to this address.)

b. Signed by an officer of the consultant. In case of a joint venture or other joint-prime relationship, an officer of each venture partner shall sign.

2. Project Team mailto:isupplier@oaklandca.gov https://www.youtube.com/watch?v=DMLb2hFLd0Y

a. In response to this RFP, the prime contractor shall be a qualified consulting firm. For LBEs/SLBEs, submit a copy of the current business license and date established in Oakland.

b. Sub-Consultants (if used): list addresses, telephone numbers, and areas of expertise of each. Briefly describe the project responsibility of each team member. Identify which contractors are MBE, WBE, Local Business Enterprises (LBE), and Small Local Business Enterprise (SLBE). Additionally, for LBEs/SLBEs, submit a copy of the current business license and date established in Oakland.

3. Project Personnel

a. Prime(s): Provide a detailed resume of the proposed principal-in-charge, lead person and the project manager(s). The Project Manager(s) shall be a full-time employee of the prime(s). Clearly identify experience.

b. Sub- Consultants: Provide a detailed resume of the proposed project manager, who shall be a full-time employee of each sub-contractor for this project. Clearly identify relevant experience.

He/she shall be a professional currently licensed in the State of California.

4. Relevant Experience

a. Describe the respondent's experience providing video-based interview and candidate assessment services to at least three comparable organizations, preferably including local governments or other public-sector organizations. For each, provide:

• Organization name and general description;

• Scope and nature of services provided;

• Approximate size or scale of implementation;

• Length of the relationship;

• Relevant platform capabilities used;

• Implementation and training services provided; and

• Outcomes or benefits achieved.

Respondents should specifically identify experience with:

• One-way/on-demand video interviews;

• Live recorded interviews;

• Written/essay assessments;

• Competency-based assessments;

• Assessment-level or holistic candidate evaluation;

• Independent Assessor evaluation;

• Recruitment-specific user permissions;

• Assessor training and access controls; and

• NeoGov integration, if applicable.

b. If the proposed project team has worked together on similar implementations, briefly describe the prior work and the team's roles.

c. Describe the respondent's experience working with public-sector HR, recruitment, hiring managers, Assessors, candidates, and other stakeholders. Describe the respondent's approach to supporting organizations with multiple departments and users with different levels of system access.

5. Project Approach and Organization

a. Describe the respondent's proposed approach to implementing and supporting the City's platform. At a minimum, address:

Implementation and system configuration;

• User and access configuration;

• Recruitment and assessment setup;

• Assessor groups, approval groups, and leadership groups;

• Assessor orientation and training;

• Candidate support;

• Data security and privacy;

• Ongoing technical support and maintenance;

• System updates and enhancements;

• Data export and retention; and

• NeoGov integration, if proposed.

b.

Respondents shall describe how the City will be able to independently configure and modify recruitment-specific questions, prompt formats, competencies, rating scales, candidate controls, user permissions, and assessment workflows without requiring vendor intervention for routine changes. Describe how the respondent will interface with HRM staff and other authorized City users throughout implementation and ongoing use of the platform. Describe communication protocols, account management, technical support, escalation procedures, and response times.

c. Platform Demonstration: The City may require selected respondents to provide a demonstration of the proposed platform. Respondents should be prepared to demonstrate, at a minimum, the following capabilities:

Creating a recruitment or requisition;

• Configuring questions using video, audio, and written prompts;

• Configuring written/essay responses;

• Setting individual question preparation and response time limits;

• Configuring candidate practice and re-recording options;

• Configuring candidate navigation between questions;

• Creating and using introductory and closing videos;

• Defining recruitment-specific competencies;

• Configuring different rating scales;

• Collecting candidate video and written responses;

• Providing candidate responses to multiple Assessors;

• Allowing Assessors to independently evaluate a candidate after reviewing the complete assessment rather than evaluating each question individually;

• Configuring Assessor, approval, and leadership groups;

• Restricting users to individual recruitments or requisitions;

• Requiring and tracking Assessor orientation or training before granting access to candidate materials;

• Exporting candidate written/essay responses;

• Exporting Assessor…