Procurement and Contracting Services

Request for Proposals for an Applicant Tracking System

ADDENDUM #2

Please mark all proposal submission Envelopes with the following information

Sealed RFP # L191808 Due on July 10, 2018 no later than 2:00 PM, MST

The following questions were received before the technical question/inquiry due date of June 14, 2018 at 12:00PM MST:

1. Can companies outside of the United States apply for this RFP? Yes.

2. Will we need to come to campus for meetings? Yes you will need to come to campus if invited to the vendor demonstration phase and if you are participating in on-campus implementation meetings.

3. Can we perform the tasks related to the RFP outside of the United States?

Yes, as long as you meet all the requirements listed in the RFP.

4. How many recruiters and admin staff need access to the applicant tracking system?

As stated in the pre-proposal meeting, we have over 400 University users with various levels of access. This number continually fluctuates.

5. What current system are you using to perform the functions within the RFP?

We currently use PeopleAdmin as our applicant tracking system.

6. How much is the University currently spending yearly for the system?

The University will not respond.

7. Is any preference/additional points given for proposers who are a Small Business, Minority Business, or Woman-Owned?

No preference is given for any vendor type.

8. Can you extend the due date two additional weeks to give a proper amount of time between the conference Q&A and the due date?

The University will make any determination as to extensions at a later date.

9. Can we submit proposals via email?

Per section 3.8 of the RFP, email responses will not be accepted.

10. Any proprietary information is required to be submitted in a separate hard copy document. Can you please confirm how many copies we need to provide in the

case of providing proprietary information? The RFP requires 11 hard copies for the non-proprietary information, so we would like to know how many copies of the proprietary information will be required. Please include 11 copies of proprietary information as well.

11. Can we get a Word document versions for the RFP and attachments? This will greatly help us in the formatting of the response. Yes, please request one from Celeste Kanzig cdkanzig@email.arizona.edu

12. We have many clients that use our ATS but we don’t have any higher-ed clients for the references or case studies (question 5.10 and 5.11). I understand higher-ed clients are preferred, but how much weight is given to higher-ed in your evaluations? We are not giving additional scoring points for higher-ed experience. We value any experience that can be translated to meet the goals of the University of Arizona.

13. Will a response of “C” to any item in the Required Services Mandatory Worksheet be a disqualifier? This is how I’m reading the last paragraph of item 5.4, Required Services (page 29), but would like your input. Yes.

14. Document Management System – Is the University looking for a separate

repository outside of the candidate file (in OTAC) for Candidate documents?

Unfortunately, we are not familiar with OTAC and, therefore, are unable to respond.

15. Please define the University’s analysis tool requirements. Unfortunately, we are not familiar with the tool mentioned and, therefore, are unable to respond.

16. What does the University mean when they say the candidate can log in using their Interfolio or Vitae credentials? The ability for applicants to import information into the applicant tracking system from Interfolio or Vitae.

17. How many total employees are there at the University?

Please refer to the University Fact Book: http://factbook.arizona.edu/2016-17/employees

18. How many different hiring workflows does the University envision needing (i.e. faculty, staff, student, adjunct, etc.)? Minimally four however, we would like to explore options during implementation

19. Approximately how many Hires does the University conduct a year? 1700 (not including student hires)

20. Can you please clarify mandatory requirement 60:F amily Educational Rights and

Privacy Act (FERPA) compliant. FERPA compliance requires us to protect student data. As such, we need to ensure that the ATS would safeguard this data against breaches. For example, we will need sign in authentication for accessing these records.

21. When will you be rolling-out the compensation structure?

Approximately July 1 2019

22. Will this presentation be posted in the addendum? Yes

23. In the presentation, your hire count does not include student hires, but you do want an ATS that supports student hires, correct? Yes, we want a system that can facilitate student hires. We have about 4,000 part time student employees. We do not, however, expect to roll out student hiring during implementation, but will in the future.

24. What is your total employee count? About 13,000 benefit-eligible employees and about 18,000 if you count our non-benefit-eligible employees.

25. Is it possible for us to create a separation for section 5.3.5 (Vendor

Questionnaire)? Yes

26. In regard to the listed Preferred Services, is it the idea that you will go live with onboarding during this timeframe?

We do not expect it will go live within the current timeline.

27. How important is the mobile application to you in the organization, from the recruiting perspective? Extremely important. As we learn more, from seminars and industry-wide events, we have found that any application that takes longer than five minutes results in lower application rates; additionally, more and more people are on the “go”. In the war for talent, we want things to be easy and for people to be able to apply anywhere.

28. Will your hybrid model remain?

It could change as a result of the current audit we are under by the OFCCP.

29. Is the applicant tracking system you are currently using a “hybrid” and who is your vendor? We currently work with PeopleAdmin. We want to keep a single applicant tracking system for the whole University.

30. Are you going to be integrating with other systems, for example PeopleSoft? We plan to integrate with PeopleSoft and JDXpert.

31. Do we need to provide a wet-signature when submitting our proposal? You are required to submit an original copy and we prefer it have an original signature.

32. Will scoring occur under the Vendor Questionnaire and/or Required Services? Required Services will be issued a “pass” or “fail” and will not be scored. All vendors meeting required services will proceed to the scoring phase which includes the Vendor Questionnaire.

33. In the training section, under what is required, do vendors need to provide a “live” training session? Do you want the session to be in-person, online, over-the-phone, etc.? If we offer more than one option, do you want details on them all? We are flexible. We would prefer in-person; however, a webinar-type training would be acceptable. If you offer more than one option, please describe them all.

34. Do you have a specific number of vendors that will be invited for the demos?

We have not designated a specific number.

35. When will the questions we have submitted in writing be answered? Normally within 2 business-days from the closing of the question period. We will make every effort to and will communicate any delays.

36. How many people do you have to support implementation? We will be utilizing 5-10 members of our immediate team.

37. Who do you work with for background checks and would we integrate with them? We currently utilize TrueScreen and do not plan to integrate with them.

38. Can you provide clarification on number 81 “workflows can be business rule driven”? Yes. We have all kinds of postings (e.g., faculty versus classified staff). If the job was faculty tenure-eligible, for example, then we want it to automatically route to the Provost’s Office.

39. What solution are you looking for in terms of a compensation solution? At this point, we are using JDXpert.

40. Has the University seen any demonstrations of various systems and

applications? Yes, this happened about a year ago. We wanted to see what was out in the market. We did an informal demo process before we went to RFP. We did about five demonstrations.

41. (Follow-up to 40) Can you share the vendor names? NeoGov, Cornerstone, Peoplesoft, Hirezon and PageUp

42. Do you have a budget in mind? Yes.

43. Is there a “ball-park” number? Our main goal is to find the best system and pricing will be part of our evaluative criteria.

44. What type of positions or jobs are the most difficult to hire for?

Faculty positions present the largest challenge and opportunity.

45. Are there more categories than faculty, staff, and student? Yes. We employee staff, faculty, administrators, postdocs and student workers.

46. In terms of the UA brand, how does the career site fit in from a marketing standpoint? It will promote our brand and help attract more applicants to our University.

47. (Follow-up to 47) When you talked about rebuilding your sites, is this managed by Recruitment or is it being outsource? It is a shared governance model and we play a part.

End of addendum, all else remains the same.

Lisa Gundy, MBA, SHRM-SCP

Director, HR Recruitment and Outreach

University of ArizonaApplicant Tracking System

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A Bold Future

Strategic Initiatives

• Building new University Strategic Plan

• Building new classification and compensation structure

• Acquisition of applicant tracking (ATS)

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UA Recruitment

Our system must support both department and applicant needs.

• Average Open Posting Volume: 600

• Annual Employee Hires: 1,700

• Average Monthly Applications: 4,000

• ATS Department Users: 400+

• 8 HR staff dedicated to recruitment

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Project Overview

Phase 1: Campus Feedback

Phase 2: RFP

Phase 3: Systems Requirements, Build and Testing

Phase 4: Training and Go Live

Phase 5: Campus Feedback and Support

Project Goals

• Streamline and support hiring department

recruiting processes

• improve applicant communications

• develop compliant and defensible audit

trails

• collect data required by law

• promote the UA brand

• provide reporting and analytics

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Applicant tracking system must have the following features

• Online job postings & applications

• Applicant flow tracking

• Candidate screening & scoring

• Customizable emails & automated notifications

• Reference letter collection

• Offer letter management

• EEO data collection

• Reports and analytics

System Requirements

Proposal Review

The committee will evaluate the proposal, including:

• Required Services

• Vendor Questionnaire

• Preferred Services

• Implementation & Training

• Pricing & Contract

• Client Case Descriptions

Demo Requirements

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Four demo components

• Applicant experience

• Hiring department experience

• Search committee experience

• HR Administrator experience

Recommended Demo Strategy

• You have four hours to demo the four components

• Spend 45 minutes on each component

• Leave 15 minutes for committee questions

Questions?

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