Docstoc

Project Expense Tracking Matrix - PDF

Document Sample
Project Expense Tracking Matrix - PDF Powered By Docstoc
					             CITY OF SAVANNAH - PURCHASING DEPARTMENT
                      P.O. Box 1027 Bull & Bay Streets
                           Savannah, Georgia 31402
                                (912) 651-6425
                                    www.savannahga.gov



                                   August 7, 2006
                 Request for Proposals for Applicant Tracking System
                                    RFP#06.259



Dear Proposer:

The City of Savannah is now accepting proposals for an automated on-line recruitment
and applicant tracking system for the City of Savannah Human Resources Department.

Instructions for preparation and submission of a proposal are contained in this package.

A pre-proposal conference has been scheduled for 11:00 am on Tuesday, August
22, 2006 in the Office of the Purchasing Director, third floor of City Hall.

All proposals are due in the Office of the Purchasing Director, 3rd floor, City Hall, 2 East
Bay Street, Savannah, Georgia 31401 (P.O. Box 1027, 31402) no later than 1:30 p.m.
on Tuesday, September 5, 2006. The names of the respondents will be read at the
public bid opening shortly thereafter.

Thank you for your interest in doing business with the City of Savannah.

Sincerely,




Margaret H. Joyner
Purchasing Director
                                             SECTION I

                                INFORMATION & INSTRUCTIONS

1.0         Submission Requirements:

1.1         The complete original proposal must be submitted in a sealed package and
            received in accordance with the instructions detailed in the cover letter. All
            proposals shall be marked Applicant Tracking System – RFP #06.259.
            Proposers shall file all documents necessary to support their proposal and
            include them with their proposal. Proposers shall be responsible for the actual
            delivery of proposals during business hours to the address indicated in the cover
            letter. It shall not be sufficient to show that the proposal was mailed in time to be
            received before scheduled closing time.

1.2         Proposal Format: Proposals shall be submitted in the following format and
            include the following information.

       1.    Management summary – Provide an overview of your organization and its
             history including length of time providing the proposed System, organizational
             structure, financials to demonstrate long-term viability of the company, and any
             other information that will assist us in understanding your organization.

       2.    Proposal Summary – Provide a description of the System you propose and how
             the proposed service and System meets the customization, implementation,
             training, and on-going service needs outlined in the Scope of Service. The
             proposal should also outline the technical requirements and capacity of the
             proposed service and System.

       3.    Corporate Experience and Capacity – Describe in detail your firm’s experience
             in implementing and operating an on-line recruitment and applicant tracking
             system. Describe your experience as an ASP provider with examples of
             current users.

       4.    Proposed timeline and deliverables. Describe a timeline to accomplish the
             phased-in implementation of the System and describe separately the
             Proposer's and the City’s role in that process.

       5.    Proposed price. Provide the proposed pricing information for provision,
             installation, and set-up of the System; and price schedule for the hosting,
             maintenance, and support services for the entire Contract Term.

       6.    References – List both federal and local government, school systems, and
             employers with whom your firm has done work specific to this RFP. Include
             name, title, and phone number of key client contact as reference regarding
             services and client satisfaction.

      Applicant Tracking RFP
                                                  2
       7.    Pricing – Provide pricing information including but not limited to the cost for
             customization, implementation, initial training, and on-going support and
             maintenance.

             •     Provide cost for on-going services based on an ASP model with
                  simultaneous access for up to 50 City staff and hiring supervisors. Specify
                  additional incremental cost for additional user access.
             •     Describe the on-going cost for system support and maintenance including
                  System upgrades.
             •     Describe any other cost applicable to provision, implementation and
                  operation of the System.

       8.    Describe the technical requirements of the proposed System including the
             applicable system database.

       9.    Additional Data – Provide any additional information that will aid the City in the
             evaluation of your proposal. .

1.3         It is the sole responsibility of the PROPOSER to assure that they have received
            the entire Request for Proposal.

1.4         Proposers will be notified in writing of any change in the specifications contained
            in this RFP.

1.5         No verbal or written information which is obtained other than through this RFP or
            its addenda shall be binding on the City of Savannah. No employee of the City of
            Savannah is authorized to interpret any portion of this RFP or give information as
            to the requirements of the RFP in addition to that contained in or amended to this
            written RFP document.

1.6         Right of Rejection and Clarification: The City of Savannah reserves the right
            to reject any and all proposals and to request clarification of information from any
            proposer. The City of Savannah is not obligated to enter into a contract on the
            basis of any proposal submitted in response to this document.




      Applicant Tracking RFP
                                                  3
1.7    Request for Additional Information: Prior to the final selection, proposers may
       be required to submit additional information which the City may deem necessary
       to further evaluate the proposer's qualifications.

1.8    Denial of Reimbursement: The City of Savannah will not reimburse proposers
       for any costs associated with the preparation and submittal of any proposal, or
       for any travel and/or per diem costs that are incurred.

1.9    Gratuity Prohibition: Proposers shall not offer any gratuities, favors, or anything
       of monetary value to any official, employee, or agent of the City of Savannah for
       the purpose of influencing consideration of this proposal.

1.10   Right of Withdrawal: A proposal may not be withdrawn before the expiration of
       ninety (90) days from the proposal due date.

1.11   Right of Negotiation: The City of Savannah reserves the right to negotiate with
       the selected proposer the exact terms and conditions of the contract.

1.12   Right of Rejection of Lowest Fee Proposal: The City of Savannah is under no
       obligation to award this project to the proposer offering the lowest fee proposal.
       Evaluation criteria included in this document shall be used in evaluating
       proposals.

1.13   Exceptions to the RFP: Proposers may find instances where they must take
       exception with certain requirements or specifications of the RFP. All exceptions
       shall be clearly identified, and written explanations shall include the scope of the
       exceptions, the ramifications of the exceptions for the City of Savannah, and a
       description of the advantage to be gained or disadvantages to be incurred by the
       City as a result of these exceptions.

1.14   Indemnification: Proposer, at its own expense and without exception, shall
       indemnify, defend and pay all damages, costs, expenses, including attorney fees,
       and otherwise hold harmless the City of Savannah, its employees, and agents,
       from any liability of any nature or kind in regard to the delivery of these services.

1.15   Rights to Submitted Material: All proposals, responses, inquiries, or
       correspondence relating to or in reference to this RFP, and all reports, charts,
       and other documentation submitted by proposers shall become the property of
       the City of Savannah when received.

1.16   Basis of Award: Proposals will be evaluated according to the following criteria
       and weight at a minimum:

            •   Qualifications and references of proposer (25 points)
             •   Evaluation of proposed program including responsiveness to the RFP
                 and procedures, methods, and techniques to be utilized in the proposed
                 process. (35 points)
             •   Timeline for deliverables (15 points)
             •   Proposal price (25 points)

        Proposals shall be evaluated by a Selection Committee. The Selection
        Committee may, at its option, request any or all proposers to provide on-site
        demonstrations of the proposed system.

1.17    Copies: An original and three copies of the proposal and supporting documents
        must be submitted in response to the RFP. All responses must relate to the
        specifications as outlined.

1.18    Contacts: Proposers must submit proposals in accordance with the instructions
        contained in this RFP. All requested information must be submitted with the
        proposal. Instructions for preparation and submission of proposals are contained
        in this package. Questions regarding this request for proposal should be directed
        to:

                                       Joy Kerkhoff
                                          Buyer
                                     (912) 651-6422
                          email: joy_kerkhoff@savannahga.gov

        Technical Questions should be addressed to:

                                     Jan Harmon
                              Human Resources Department
                                    912-651-6484

1.19    Qualification Requirements

        The Proposer shall have proven abilities and experience in those activities
        described in the scope of work. Specifically the Proposer must have:

   1.    Access to and appropriate licensing for operating an application software that
         includes an on-line application and applicant tracking system which meets the
         description outlined in the Scope of Services.

   2.    Current experience operating an on-line application and applicant tracking
         system as an Application Service Provider.

   3.    Recent experience implementing an on-line application and applicant tracking
         system in a government environment, preferably in a local government of a
         similar or larger size than the City of Savannah.
   4.    The organizational capacity to host an on-line recruitment and applicant
         tracking system, to provide the necessary implementation and customization
         required, to provide the necessary staff training, and to provide the help desk
         and user assistance support required.

   5.    The technical capability to assure access to the System 24 hours per day, 7
         days per week and to provide the necessary back-ups should a system failure
         occur.

1.20    Contract: The contract between the City of Savannah and the contractor shall
        consist of (1) the Request for Proposal (RFP) and any amendments thereto , and
        (2) the proposal submitted by the contractor in response to the RFP. In the
        event of a conflict in language between the two documents referenced above,
        the    provisions and requirements set forth and/or referenced in the RFP shall
        govern. However, the City of Savannah reserves the right to clarify any
        contractual relationship in writing with the concurrence of the contractor, and
        such written clarification shall govern in case of conflict with the applicable
        requirements stated in the RFP or the contractor=s proposal. In all other matters
        not affected by the written clarifications, if any, the RFP shall govern.

1.21    Termination of Contract: The City of Savannah may cancel the contract at any
        time for breach of contractual obligations by providing the consultant with a
        written notice of such cancellation. Should the City of Savannah exercise its right
        to cancel the contract for such reasons, the cancellation shall become effective
        on the date as specified in the notice of cancellation sent to the contractor.

1.22    Compliance with Laws: In connection with the furnishing of supplies or
        performance of work under the contract, the Consultant agrees to comply with
        the Fair Labor Standard Act, Equal Opportunity Employment Act, and all other
        applicable Federal and State laws, regulations, and executive orders to the
        extent that the same may be applicable and further agrees to insert the foregoing
        provision in all subcontracts awarded hereunder.

        Proposers certify that all equipment, services and or goods provided to the City
        of Savannah comply with the Department of Justice ADA Title III Regulations.

1.23    Minority/Women Business Enterprise (MWBE) Policy: It is the policy of the
        City to provide minority and women owned business enterprises with equal
        opportunity for participating in selling goods and services to the City of
        Savannah. Proposers are required to make AGood Faith Efforts@ to subcontract,
        where applicable, with or purchase supplies from MWBEs. The proposer shall
        keep records of such efforts that are adequate to permit a determination of
        compliance with this requirement.

        The proposer shall also submit the attached notice of non-discrimination with
       their proposal and complete the participation schedule if appropriate.

1.24   Performance Bond: Successful Proposer shall post a payment / performance
       bond in the amount of 100% of the bid price if awarded the purchase. Such
       bond(s) are due prior to contract execution as a guarantee that goods meet
       requirements of the contract including timely delivery, performance specifications
       and warranty requirements. Such bonds will also guarantee quality performance
       of services and timely payment of invoices to any subcontractors. Bonds must be
       submitted on City of Savannah bond forms.
                                       SECTION II

                                   SCOPE OF WORK

2.0 Purpose

The City of Savannah will receive proposals for the provision, installation, and set-up of
an automated on-line recruitment and applicant tracking system (“System”), and
subsequent hosting of the System, including maintenance and off-site support for the
contract term. The goals of the System are to:

    •   Decrease overall recruitment cycle time;
    •   Reduce unnecessary processing time by increasing efficiencies in applicant
        data entry, tracking, and information retrieval;
    •   Improve the format of the information and data received from applicants to
        allow for more valid and effective evaluations of an applicant's training and
        experience by providing a mechanism for applicants to answer job specific
        questions regarding qualifications and to objectively score that information;
    •   Improve the ability to prepare reports regarding recruitment and applicant
        activity.

The City desires to implement an applicant tracking system by January 1, 2007. The
Contractor must meet or exceed all requirements described in this solicitation.

2.1 Introduction

The City of Savannah is a full- service local government providing a broad range of
public services and employs approximately 2,400 full and part-time regular employees
in addition to a large number of temporary and seasonal employees. Departments
reporting to the City Manager operate under a traditional Civil Service system for
purposes of hiring and promoting employees. The City has a centralized Human
Resources Department (“HRD”) which announces all permanent vacancies every week,
screens applications, performs testing of applicants, and certifies qualified applicants to
the departments for consideration. Approximately 450 employees are hired each year
with an average of 6,000 applications received each year.

2.2 Background

Recently, the HRD completed an exhaustive evaluation and analysis of the current
recruitment process. As a result of that analysis, HRD determined that the current
process is labor intensive, includes duplicative manual processes, and requires
substantial subjective judgments of applicant qualifications.

2.3 Contract Term
Upon award of this contract, the Contractor shall begin the phased-in implementation of
the System. The Contract Term for the hosting, maintenance, and support services shall
begin upon completion of the phased-in implementation of the System and shall
continue for a period of twelve (12) months (“Initial Contract Term”). Upon satisfactory
performance of the Contractor the City may authorize continued operations of the
Contractor for four additional twelve (12) month periods (each period is referred to as
"Subsequent Contract Term") under the terms set forth in the contract. The City
reserves the right to negotiate with the Contractor subsequent extension(s) of the
contract on year-by year basis.

2.4 Current Process

The recruitment process currently begins with the line department forwarding a
Requisition Form via an e-mail to the Research and Budget Department with all the
pertinent information regarding the title, pay grade, former incumbent, and position
control number. This requisition is then sent to HRD. A vacancy announcement is
generated by analysts using MS Word for hard copy production which is also translated
for posting on the City’s Website. Currently vacancies are announced every week.

Individuals applying for positions complete and submit a City hard copy application.
Some applicants are requested to complete a supplementary narrative questionnaire.
Additionally, applicants may attach a resume to an application or may submit only a
resume as permitted. Specific applicant and recruitment identifying data is then
manually entered into a Paradox database. Only after the data entry process is
completed is a log generated of all applications received and the applications given to
the HRD Analyst for review. After the applications are reviewed and any testing
conducted, test scores are entered into Paradox, notifications are generated, and a
certification list is generated and provided to the hiring agency. After the department
makes a hiring decision, the results are manually entered into Paradox and also into
Lotus Notes. The Employee Action form is created in Lotus Notes and sent to Payroll to
be manually entered into CCS (the City’s financial computer system) in order to activate
the new employee.

2.5 Current Technical Environment

      Network Infrastructure
      The current City network consists mainly of a Ethernet based TCP/IP system with
      high speed links to the various City buildings within the region.

      The City is currently in the middle of a complete upgrade of the Ethernet based
      network which follows standard networking methodologies.

      Desktop Computing Environment
      The City has a three to four year replacement cycle on personal computers. The
      current standards are listed below, but certainly there will be about two-thirds of
      the PC’s that do not meet the current standards.
      Hardware Standard:

      Desktop
            -Processor: 1.7 GHz      -Optical Media: DVD/CD Drive
            -Hard Drive: 20 GB -Floppy Media: 3.5”
            -RAM: 256 MB             -Video Card: 32 MB
            -NIC: 10/100 Ethernet    -Sound: 32 Bit Sound Card
            -Monitor: 17”

      Laptop
            -Processor: 1.7 GHz       -Video Card: 32 MB
            -Hard Drive: 20 GB -Optical Media: DVD/CD Drive
            -RAM: 256 MB              -Floppy Media: 3.5”
            -NIC: 10/100 Ethernet     -Sound: 32 Bit Sound Card
            -Modem: 56K

2.6 Desired Process

The proposed System shall provide the following enhanced processes:

      •     Requisitions will be completed by the City departments and forwarded on-
            line to the Research and Budget Department then to the HRD.
      •     Announcements will be placed directly on the City’s Website or a linked
            site on a weekly basis.
      •     All applicants will apply on-line by completing an application and position
            specific questionnaire which will describe their experience in detail. Only
            in exceptions would hard copy applications and resumes be permitted.
      •     All pertinent identifying applicant data will be electronically captured and
            stored within the System.
      •     Applications will be electronically incorporated into an applicant tracking
            system and will be stored there in case the applicant applies for another
            position.
      •     Applicants will be notified on screen and by e-mail immediately and
            automatically that their application has been received.
      •     Applications and questionnaires will be screened through an automated
            process based upon responses to job specific questions. The System will
            allow for automated scoring of applications and questionnaires based
            upon applicant responses. Scoring will be determined by assigning
            weights to the questions or category of questions. Weights will be
            determined by the HRD Analyst in conjunction with the City departments.
      •     Relevant test score data will be automatically entered and integrated into
            the applicant’s record based on City computerized tests.
      •     HRD will give final qualifying status of applicants.
      •     Applications of qualified applicants will be electronically sent to or viewed
            by the department for review and selection.
      •     Final information about hiring decisions would be electronically sent to or
            viewed by the HRD.
      •     The System will allow HRD to develop, track and monitor recruitment and
            applicant statistics based on both standard and ad hoc reports generated
            from the system.
      •     The System will be housed and supported 24 hours per day, 7 days per
            week by the Contractor.


2.7 Specific Requirements

    The proposed System shall, at a minimum, provide the following;

  1) Announcement Process:

   a) Allow vacancy announcements to be posted directly on the City of Savannah
      website or a linked website.
   b) Allow the vacancy announcements to be created on the Contractor's
      application software.
   c) Allow announcements to be printed for outreach purposes.
   d) Provide for announcements to auto-expire after their closing date and be
      automatically removed from the website.
   e) Allow flexibility in posting periods and lengths.
   f) Allow the vacancy announcements to be automatically posted to other job
      boards as designated by the City. These job boards will be chosen by the City
      on an ad hoc basis.
   g) Have an employment opportunities search engine which will allow for
      applicants to search, by word or text string, all active vacancy postings.

 2) Application Process:

   a) Allow applicants to apply online by filling out online application and attaching
      additional documents (MS Word, Word Perfect, Adobe, and html files).
   b) Provide each applicant the ability to respond to job specific questions
      developed from each vacancy in a job specific questionnaire which will identify
      necessary knowledge, skills, and abilities.
   c) Allow the applicant to apply using alternative approaches including “hard copy”
      applications or fax during phased-in implementation. There must be efficient
      means to track these applicants which may include the ability for applicant
      profiles to be entered manually by authorized HRD staff.
   d) Allow the applicant to complete an online application and later retrieve the
      application for viewing, modification, or conversion to applications for additional
      City vacancies.
   e) Provide security such that the applicant can view and modify only their own
      data.
  f) Send an automatic notification to the applicant acknowledging receipt of an
     application both on the screen and by e-mail. If the applicant does not have an
     e-mail address, the system must have the capability to print out a hard copy for
     regular mail.
  g) Send an automatic notification to the applicant of the disposition of the
     application via email (scheduled for testing, selected for certification, not
     accepted at this time, etc.). If the applicant does not have an e-mail address,
     the system must have the capability to print out a hard copy for regular mail.
  h) Allow processing of each application and any attachments as a single complete
     document.

3) Data Management and Reporting:

  a) Capture and store with limited access the applicants’ personal data including
     name, address, social security number, demographics, EEO data, and
     positions applied for.
  b) Provide the ability to customize data entry screens. These screens should
     consist of user-defined tables that include: hiring managers, classification
     codes, job titles, departments, divisions, EEO codes, and names of HRD
     Analysts and department’s Human Resources liaisons.
  c) Provide different levels of access for three types of users: administrative user,
     line department human resources staff, line department hiring supervisor.
  d) Provide the ability to create a database of questions. Specific questions can be
     coded by task area, position, or job class and accessed for multiple
     recruitments. Analysts can access questions and "click and choose"
     appropriate questions for each vacancy.
  e) Include a full feature reporting capability with a SQL type query tool so that
     recruitment and applicant data and statistics can be easily retrieved through
     both standard and ad hoc reports. Data should be available by individual
     recruitments as well as aggregate statistics by department, analyst, occupation,
     total, etc.
  f) Provide for the storage of at least two (2) years worth of applicant and
     recruitment data.
  g) Provide the capability of transferring two (2) years worth of Paradox data into
     the Contractor's system in order to provide the capability of creating statistical
     reports and producing trend analysis.

4) Applicant Screening:

  a) Allow for each vacancy announcement to include a set of questions that will be
     generated by the HRD using a database maintained in the System. These
     questions must be able to be automatically loaded into the System and must
     include both multiple-choice and narrative formats.
  b) Allow multiple hurdle scoring of applicants such as on minimum qualifications or
     minimum qualifications plus desirables. Multiple hurdle scoring may also
     include allowing some questions to be scored based upon a pass/fail basis
     (such as minimum qualifications) and other questions (such as desirables) to
     be scored through a compilation of scores based upon responses to a set of
     questions.
  c) Allow tracking of multiple applicant status codes, such as, "does not meet
     minimum qualifications", "does not meet desirable qualifications", incomplete
     application, etc.
  d) Allow for questions to be scored individually or aggregated into composite
     scores. The system must be able to score an individual item in combination
     with another item. For example, a position in which either 2 years of college
     plus 2 years experience or one year of college plus 3 years of experience is
     acceptable. The scoring methodology must reflect this.
  e) Allow automatic entry and integration of applicant scores on City generated
     supplemental exams such as interviews, video tests, written tests, typing, etc.
     via hardcopy or data file.

5) Training and User Assistance:

  a) Provide comprehensive training session for approximately ten (10) persons at a
     City location to be determined by the HRD prior to the full implementation of the
     System. Additional training must be available as needed by the City.
  b) Include an on-line tutorial for new applicants which would provide simple
     instructions for using the System.
  c) Provide user help desk services for the HRD staff during normal business hours
     (Monday through Friday, 8:00 a.m. through 5:00 p.m., EST) both by telephone
     and on-line. Emergency assistance should be available 24 hours per day, 7
     days per week.
  d) Provide user help desk services to applicants both by telephone and on-line 24
     hours per day, 7 days per week.

6) Technical Requirements

 a) No application software, other than an Internet browser, should be required on
    computers (applicants and City staff) that access the System. Users should be
    able to use Microsoft Explorer, Firefox or Netscape Navigator. Software should
    be compatible with a variety of ISP's including AOL, Microsoft, etc.
 b) The System shall be accessible via Microsoft Explorer, Firefox or Netscape
    Navigator. The System description shall include information regarding the
    minimum version required for these browsers.
 c) The System shall provide prompt response time (not to exceed 5 seconds) when
    accessed by City staff.
 d) The System shall provide adequate response time (not to exceed 5 seconds)
    when accessed via 56Kbs dial-up Internet service.
 e) The proposal shall clearly state the guaranteed availability (percentage up-time)
    of the System as well as any restitution provided to the City if this guarantee is
    violated.
    f) The Contractor should immediately notify the City HR and IT departments of any
       down time, equipment failure, or any other factor which affects the ability of HRD
       to access and manipulate data or the ability of an applicant to submit material or
       receive a notification acknowledging receipt or status of an application.
    g) The System should have redundant Internet connections and full documentation
       related to how these redundant connections operate shall be given as a part of
       the proposal.
    h) The System shall provide all required interfaces with City’s resources without
       compromising the integrity of the City’s firewall and network security systems.
    i) The System shall provide applicants with an option to create user passwords that
       protect other applicants from viewing their data.
    j) Current job announcements, applicant profiles, and all other system data shall be
       backed-up on regular basis (at least daily). All back-ups shall be verified and
       recovery systems tested on a regular basis.
    k) The System shall provide access to the raw data on an ad hoc basis in a
       standard format such a Access or Excel.
    l) The City shall be notified of any scheduled System outages at least two (2)
       working days prior the outage.
    m) The Contractor shall acknowledge any issues raised by the City within fifteen
       (15) minutes and resolve them according to a priority schedule to be determined.
    n) The data shall be owned by the City along with the ability to access the data by
       third party tools.

    o) The Contractor shall use an off-site storage facility for back-up data storage and
       shall provide documentation on the procedures that are followed for backing up
       and restoring data in the case of an emergency or system failure.

    p) The City is considering purchasing a new HRIS system. Additional customization
       to interface with the new system will be required. Contractor will provide written
       instructions on how to interface into existing and future backend systems


2.8 Response Matrix

The following Response Matrix shall be used by Proposers to respond to the
requirements stated in Specific Requirements Section above. Proposers must respond
to every requirement by placing a check mark in one of the boxes for each row. Failure
to enter a response will be interpreted as "Not Available".

The following is a description of individual columns in the matrix:

•   Requirement No./Description
    The codes in this column match the requirement listed in the “Specific
    Requirements” section. There will be a response row for each requirement.

•   Mandatory/Optional Element
    This indicates whether the element described is mandatory or an optional feature.

•   Basic Package
    A check mark in this column indicates the requirement is met by the product without
    any modification or setup.

•   Supported Customization
    A check mark in this column indicates the requirement can be met by the product
    although customization is required. This customization will be supported by the
    Proposer as if it were a standard capability of the product for the current and all
    future releases. Show the estimated cost for doing the customization (non-binding
    at this stage of the process).

•   Unsupported Customization
    A check mark in this column indicates the requirement can be met by the product
    although customization is required. This customization is unique to the City of
    Savannah, and retention of this customization will require continual modifications to
    future releases of the product. Show the estimated cost for doing the customization
    (non-binding at this stage of the process).

•   N/A (Not Available)
    A check mark in this column indicates the requirement cannot be met for the
    foreseeable future by the product.

•   Comment
    A check mark in this column indicates that additional comments on this requirement
    have been prepared by the Proposer. These comments must be attached and
    included in the cost proposal portion of the Proposer's proposal submission. Each
    comment must be limited to one page or less.
      REQUIREMENT                 Mandatory/   Basic     Supported       Unsupported     Not         Comment
                                  Optional     Package   Customization   Customization   Available
                                  Element

Specific Process
Requirements

1. Announcement Process
a) Allow vacancy                        M
    announcements to be
    posted directly on the
    City of Savannah
    website or a linked
    website.

b) Allow vacancy                        M
   announcements to be
   created on the
   Contractor's application
   software.
c) Allow announcements to               M
   be printed for outreach
   purposes.
d) Provide for                          M
   announcements to auto-
   expire after their closing
   date and be
   automatically removed
   from the website.
e) Allow flexibility in posting         M
   periods and lengths.
f) Allow vacancy                        O
   announcements to be
   automatically posted to
   other job boards as
   designated by the City.
g) Have an employment                   O
   opportunities search
   engine which will allow
   for applicants to search,
   by word or text string, all
   active vacancy postings.

2. Application Process
a) Allow applicants to apply            M
    online by filling out
    online application and
    attaching additional
    documents.
b) Provide each applicant               M
    the ability to respond to
    job specific questions
    developed from each
    vacancy in a job specific
      REQUIREMENT                Mandatory/   Basic     Supported       Unsupported     Not         Comment
                                 Optional     Package   Customization   Customization   Available
                                 Element
    questionnaire which will
    identify necessary
    knowledge, skills, and
    abilities.

c) Allow the applicant to              M
   apply using alternative
   approaches including
   "hard copy" applications
   and fax during phased-in
   implementation. There
   must be efficient means
   to track these applicants
   which may be entered
   manually by authorized
   system users.
d) Allow the applicant to              M
   complete an online
   application and later
   retrieve the application
   for viewing, modification,
   or conversion to
   applications for
   additional City
   vacancies.
e) Provide security such               M
   that the applicant can
   view and modify only
   their own data.
f) Send an automatic                   M
   notification to the
   applicant acknowledging
   receipt of an application
   both on the screen and
   by e-mail. If the
   applicant does not have
   an email address, the
   system must have the
   capability to print out a
   hard copy for regular
   mail.
g) Send an automatic                   M
   notification to the
   applicant of the
   disposition of the
   application via email
   (scheduled for testing,
   selected for certification,
   not accepted at this time,
   etc.). If the applicant
   does not have an e-mail
   address, the system
   must have the capability
   to print out a hard copy
      REQUIREMENT               Mandatory/   Basic     Supported       Unsupported     Not         Comment
                                Optional     Package   Customization   Customization   Available
                                Element
    for regular mail.

h) Allow processing of each           M
   application and any
   attachments as a single
   complete document.

3. Data Management and
      Reporting
a) Capture and store with             M
    limited access the
    applicants’ personal data
    including name, address,
    social security number,
    demographics, EEO
    data, and positions
    applied for.

b) Provide the ability to             M
   customize data entry
   screens. These screens
   should consist of user-
   defined tables that
   include: hiring
   managers, classification
   codes, job titles,
   departments, divisions,
   EEO codes, and names
   of HR Analysts and
   agency HR liaisons.

c) Provide different levels           M
   of access for three types
   of users: administrative
   user, line department
   human resources staff,
   line department hiring
   supervisor.

d) Provide the ability to             M
   create a database of
   questions. Specific
   questions can be coded
   by task area, position, or
   job class and accessed
   for multiple recruitments.
    Analysts can access
   questions and "click and
   choose" appropriate
   questions for each
   vacancy.
e) Include a full feature             M
   reporting capability with
   a SQL type query tool so
       REQUIREMENT              Mandatory/   Basic     Supported       Unsupported     Not         Comment
                                Optional     Package   Customization   Customization   Available
                                Element
     that recruitment and
     applicant data and
     statistics can be easily
     retrieved through both
     standard and ad hoc
     reports. Data should be
     available by individual
     recruitments as well as
     aggregate statistics by
     department, analyst,
     occupation, total, etc.

f)   Provide for the storage          M
     of at least two years
     worth of applicant and
     recruitment data.

g) Provide the capability of          O
   transferring two years
   worth of Paradox data
   into the Contractor's
   system in order to
   provide the capability of
   creating statistical
   reports and producing
   trend analysis.


4. Applicant Screening
a) Allow for each vacancy             M
    announcement to
    include a set of
    questions that will be
    generated by the HRD
    using a database
    maintained in the
    System. These
    questions must be able
    to be automatically
    loaded into the system
    and must include both
    multiple-choice and
    narrative formats.
b) Allow multiple hurdle              M
    scoring of applicants
    such as on minimum
    qualifications or
    minimum qualifications
    plus desirables. Multiple
    hurdle scoring may also
    include allowing some
    questions to be scored
    based upon a pass/fail
    basis (such as minimum
      REQUIREMENT               Mandatory/   Basic     Supported       Unsupported     Not         Comment
                                Optional     Package   Customization   Customization   Available
                                Element
    qualifications) and other
    questions (such as
    desirables) to be scored
    through a compilation of
    scores based upon
    responses to a set of
    questions.

c) Allow tracking of multiple         M
   applicant status codes,
   such as, "does not meet
   minimum qualifications",
   "does not meet desirable
   qualifications",
   incomplete application,
   etc.
d) Allow for questions to be          M
   scored individually or
   aggregated into
   composite scores. The
   system must be able to
   score an individual item
   in combination with
   another item. For
   example, a position in
   which either two years of
   college plus two years
   experience or one year
   of college plus three
   years of experience is
   acceptable. The scoring
   methodology must
   reflect this.

e) Allow automatic entry              M
   and integration of
   applicant scores on City
   generated supplemental
   exams such as
   interviews, video tests,
   written tests, typing
   tests, etc. via hardcopy,
   or data file.


5. Training and User
      Assistance
a) Provide comprehensive              M
    training session for
    approximately ten (10)
    persons at a City
    location to be
    determined by the HRD
    prior to the full
      REQUIREMENT               Mandatory/   Basic     Supported       Unsupported     Not         Comment
                                Optional     Package   Customization   Customization   Available
                                Element
    implementation of the
    system. Additional
    training must be
    available as needed by
    the County.

b) Include an on-line                 M
   tutorial for new
   applicants using the
   system which would
   provide simple
   instructions for using the
   System.

c) Provide user help desk             M
   services for the HRD
   during normal business
   hours both by telephone
   and on-line. Emergency
   assistance should be
   available 24/7.

d) Provide user help desk             M
   services to applicants
   both by telephone and
   on-line 24/7.


6. Technical Requirements
a) No application software,           M
    other than an Internet
    browser, should be
    required on computers
    that access the System.
     Applicants should be
    able to use Microsoft
    Explorer, Firefox or
    Netscape Navigator.
    Software should be
    compatible with a variety
    of ISP's including AOL,
    Microsoft, etc.
b) The System shall be                M
   accessible via Microsoft
   Explorer, Firefox or
   Netscape Navigator
   Internet browsers. The
   System description shall
   include information
   regarding the minimum
   version required for
   these browsers.
       REQUIREMENT                 Mandatory/   Basic     Supported       Unsupported     Not         Comment
                                   Optional     Package   Customization   Customization   Available
                                   Element
c) The System shall                      M
   provide prompt response
   time when accessed by
   City staff.

d) The System shall                      M
   provide adequate
   response time when
   accessed via 56Kbs dial-
   up Internet service, i.e.,
   3 to 5 seconds.

e) The description should                M
   clearly state the
   guaranteed availability
   (percentage up-time) of
   the System as well as
   any restitution provided
   to the customer if this
   guarantee is violated.

f)   The Contractor should               M
     immediately notify the
     City HR and IT
     departments of any
     down time, equipment
     failure, or any other
     factor which affects the
     ability of HRD to access
     and manipulate data or
     the ability of an applicant
     to submit material or
     receive a notification
     acknowledging receipt or
     status of an application.

g) The System should have                M
   redundant Internet
   connections and full
   documentation related to
   how these redundant
   connections operate
   shall be give as a part of
   the proposal.

h) The System shall                      M
   provide all required
   interfaces with City
   resources without
   compromising the
   integrity of the City’s
   firewall and network
       REQUIREMENT                 Mandatory/   Basic     Supported       Unsupported     Not         Comment
                                   Optional     Package   Customization   Customization   Available
                                   Element
     security systems.

i)   The System shall                    M
     provide applicants with
     user passwords that
     protect other applicants
     from viewing their data.

j)   Current job                         M
     announcements,
     applicant profiles, and all
     other system data shall
     be backed-up on regular
     basis (at least daily). All
     back-ups shall be
     verified and recovery
     systems tested on a
     regular basis.

k) The System shall                      M
   provide access to the
   raw data on an ad hoc
   basis in a standard
   format such Access.

l)   The City shall be notified          M
     of any scheduled service
     outages, longer than two
     hours in duration, at
     least two working days
     prior the outage.

m) The Contractor shall                  M
   acknowledge any issues
   raised by the City within
   fifteen minutes and
   resolve them according
   to a priority schedule to
   be determined.

n) The data shall be owned               M
   by the City along with
   the ability to access the
   data by third party tools.

o) The Contractor shall use              M
   an off-site storage facility
   for back-up data storage
   and shall provide
   documentation on the
      REQUIREMENT               Mandatory/   Basic     Supported       Unsupported     Not         Comment
                                Optional     Package   Customization   Customization   Available
                                Element
    procedures that are
    followed for backing up
    and restoring data in the
    case of an emergency or
    system failure.

p) Additional customization           O
   to interface with new
   HRIS system will be
   required. Contractor will
   provide written
   instructions on how to
   interface into existing
   and future backend
   systems
                                     SECTION III

                                   FEE PROPOSAL

I have read and understood the requirements set forth in this RFP #06.259 and
agree to comply except as noted. The fee proposal includes all fees for work as
described in Section II, Scope of Work. Additional pages may be used to show
detail of unit costs and options.

Provision, Installation and System Set-up              $__________________

Hosting, Maintenance and Support
      Year 1                                           $__________________
      Year 2                                           $__________________
      Year 3                                           $__________________
      Year 4                                           $__________________
      Year 5                                           $__________________



SUBMITTED BY:       __________________________________________

PROPOSER:           __________________________________________

SIGNED:             __________________________________________

NAME (PRINT):       __________________________________________

ADDRESS:            __________________________________________

CITY/STATE:         _____________________________ZIP__________

TELEPHONE:          (___________)_________________
                    Area Code

FAX:                (___________)_________________
                    Area Code
                           NON-DISCRIMINATION STATEMENT


The proposer certifies that:

(1)   No person shall be excluded from participation in, denied the benefit of, or
      otherwise discriminated against on the basis of race, color, national origin, or
      gender in connection with any bid submitted to the City of Savannah or the
      performance of any contract resulting therefrom;

(2)   That it is and shall be the policy of this Company to provide equal opportunity to all
      business persons seeking to contract or otherwise interested in contracting with this
      Company, including those companies owned and controlled by racial minorities,
      cultural minorities, and women;

(3)   In connection herewith, We acknowledge and warrant that this Company has been
      made aware of, understands and agrees to take affirmative action to provide such
      companies with the maximum practicable opportunities to do business with this
      Company;

(4)   That this promise of non-discrimination as made and set forth herein shall be
      continuing in nature and shall remain in full force and effect without interruption;

(5)   That the promises of non-discrimination as made and set forth herein shall be and
      are hereby deemed to be made as part of and incorporated by reference into any
      contract or portion thereof which this Company may hereafter obtain and;

(6)   That the failure of this Company to satisfactorily discharge any of the promises of
      non-discrimination as made and set forth herein shall constitute a material breach
      of contract entitling the City of Savannah to declare the contract in default and to
      exercise any and all applicable rights and remedies including but not limited to
      cancellation of the contract, termination of the contract, suspension and debarment
      from future contracting opportunities, and withholding and or forfeiture of
      compensation due and owing on a contract.




___________________________________                       _________________________
           Signature                                             Title
                 PROPOSED SCHEDULE OF M/WBE PARTICIPATION

Name of Bidder/Proposer:                                                Bid No.
Project Title:                                                   Total Bid Amount $

Name of                     Address        Type of Work          Subcontract   MBE/
M/WBE                                      Sub-Contracted          Value       WBE
Participant                                                                    Status
                                                                 $
                                                                 $
                                                                 $
                                                                 $

MBE Participation Value:                                %    $
Women Participation Total Value:                        %    $

The undersigned will enter into a formal agreement with the M/WBE
Subcontractors/Proposers identified herein for work listed in this schedule conditioned
upon executing of a contract with the Mayor and Aldermen of the City of Savannah.

                                   Joint Venture Disclosure
If the proposer is a joint venture, please describe below the nature of the joint venture
and level of work and financial participation to be provided by the Minority/Female joint
venture firm.

   Joint Venture Firms            Level of Work               Financial Participation




Signature:    ___________________________________________________

Title:        ___________________________________________________

Note: The Minority/Woman-Owned Business Office is available to identify qualified M/FBE’s.
Please contact the Office at (912) 651-3653. This form may be copied as needed. The City of
Savannah has also posted a list of registered M/WBE’s on its website @ www.savannahga.gov.

				
DOCUMENT INFO
Description: Project Expense Tracking Matrix document sample