Cleveland County Schools 400 West Marion Street Shelby, NC 28150

REQUEST FOR PROPOSAL (RFP) Application and Hiring Tracking System TITLE:

Application and Hiring Tracking System

ISSUE DATE:

December 12, 2016

DUE DATE:

January 13, 2017

DELIVERY TO:

Jennifer Wampler, 400 West Marion Street, Shelby, NC 28150

Sealed proposals must be received by 2:00 pm on January 13, 2017. Indicate the company name and the primary contact person on the front of each sealed proposal envelope or package. Any proposals received after 2:00 pm on January 13, 2017 will not be considered. Each vendor will need to furnish nine (9) copies of the proposal. Proposal Outline  Submission Criteria o Invitation to Bid o Employer Information o Right to Reject o Due Date o Submission o Contractual Term o Exceptions/Questions o Oral Presentations  Company Qualifications  General Questionnaire Submission Criteria Invitation to Bid: The Cleveland County School System formally provides all interested parties with the opportunity to bid on the following services: Application and Hiring Tracking Systems All interested parties should follow the formal outline, as given on the following pages, and submit their bids by January 13, 2017.

All respondents are hereby advised that Cleveland County Schools may solicit and secure background information based upon the information, including references, provided in response to this RFP. By submission of a proposal, all respondents agree to such activity and release Cleveland County Schools from all claims arising from such activity. Employer Information: Cleveland County Schools employs approximately 2010 licensed and classified staff. It is our intent to purchase a software program that will optimize our recruitment efforts, increase our pool of highly qualified applicants, and establish a paperless hiring environment. Preference will be given to those organizations that have a good record in providing services to school systems. The purpose of this Request for Proposal (RFP) is to evaluate respondents’ experience and product relative to the stated plan. Strict adherence to the points outlined in the RFP is necessary. Right to Reject: Cleveland County Schools retains the right to reject any and all proposals submitted. This RFP does not commit Cleveland County Schools to the award of a contract, nor to pay any costs incurred in the preparation and submission of proposals in anticipation of a contract. Cleveland County Schools is not required to select the proposal with the lowest bid, but shall take into consideration other factors, including past experience, financial stability, references, ability to provide requested services, and any other factors found necessary for quality service. Respondents agree that Cleveland County Schools reserves the right to reject any or all proposals, as appears in the best interest of the district, as well as the right to waive technicalities, negotiate with all qualified sources, or to cancel all or part of this RFP. Due Date: Sealed Bids must be submitted no later than 2:00pm on January 13, 2017. Submission: Nine (9) proposal copies shall be mailed to: Jennifer S. Wampler Executive Director of Human Resources 400 West Marion Street Shelby, North Carolina 28150 Sealed Bids should reference: Cleveland County Schools RFP Submission—Application and Hiring Tracking Systems Due: January 13, 2017 If the bid is an amendment to a bid previously submitted, this should be notated as well so the amended bid will overrule any prior submissions. At any time prior to the specified time and date set for proposal opening, a respondent (or their designee) may withdraw their proposal by submitting this request in writing. No respondent shall be permitted to withdraw their proposal for any reason after the proposals have been opened.

The company (bidder) shall submit its formal proposal with the same format as provided in the specifications. Please retype the questionnaire and provide your answer when responding to the given question. The proposal must comply with the RFP in its entirety. Respondent must give full firm name and address. Failure to manually sign offer may disqualify proposal. Individuals signing the offer shall show Title of Authority to Bind their firm in a contract. Erasures, interlineations or other modifications in the proposals must be initialed by a person authorized to sign the respondent’s offer. It is the respondent’s responsibility to have the proposal mailed correctly and in the office by the specified date and time for opening. Exceptions for late proposals will only be made upon written proof that the late delivery was due to an error by a private company or the U. S. Postal Service. Contractual Term: Any contract issued between Cleveland County Schools and the successful bidder shall be guaranteed for no less than one year, subject to earlier termination as provided by law and the terms of the contract. Exceptions and Questions: By submitting a response to this Request for Proposal, the respondent guarantees that all requirements and qualifications stated in the RFP will be met. In the event that certain requirements cannot be met, such deviations must be noted as an exception in the respondent’s cover letter. Other than minor deviations, no alternate proposals will be considered. Failure to notate any deviations to the RFP’s requirements and qualifications will allow Cleveland County Schools to assume all requirements/qualifications can be met by the prospective bidder. All questions pertaining to this RFP should be submitted in writing and those questions will be made available to all respective bidders. This RFP represents the most definitive statement Cleveland County Schools will make concerning the information upon which proposals are to be based. Any verbal information will not be considered by Cleveland County Schools in evaluating proposals. All questions pertaining to this RFP should be submitted in writing to the following address: Jennifer S. Wampler Executive Director of Human Resources 400 West Marion Street Shelby, North Carolina 28150 Oral Presentations: During the evaluation process, CCS may, at its discretion, request any one or all companies to make oral presentations for the purpose of clarification or to amplify the materials presented in any part of the proposal. However, companies are cautioned that CCS is not required to request clarification; therefore, all proposals should be complete and reflect the most favorable terms available from the company. Not all companies may be asked to make such oral presentations.

Company Qualifications Y / N 1. Company must provide an internet based application tracking, candidate management and hiring process for a PreK-12 school district. Y / N 2. Company must provide an electronic application process for all types of candidates, including, but not limited to teacher, classified, administrative, auxiliary, paraprofessionals, substitutes, volunteers and coaches. Y / N 3. Company must be able to allow current employees to apply for in house vacancies. Y / N 4. Company must provide an automatic notification and correspondence management system to candidates. Y / N 5. Company must provide an automatic reference form component. Y / N 6. Company must provide the capability to allow interview worksheets with personalized notes. Y / N 7. Company must provide the automatic tier access to authorized users. Y / N 8. Company must be able to screen highly qualified candidates based on the parameters determined by the North Carolina Department of Education. Y / N 9. Company must be able to automatically notify the district when an ineligible candidate submits an application. Y / N 10. Company must be able to allow the upload, scan, store and view of supplemental documents. Y / N 11. Company must be able to provide a recruitment tool mechanism. Y / N 12. Company must be able to provide system to track the effectiveness of recruitment. Y / N 13. Company must be able to provide electronic distribution of application to school sites. Y / N 14. Company must be able to provide a system to post vacancies and notification to qualified applicants. Y / N 15. Company must be able to provide HRMS (North Carolina’s software program) integration. Y / N 16. Company must be able to provide LINQ integration for any onboarding components. Y / N 17. Company must be able to provide a reporting tool mechanism.

Y / N 18. A company representative must be available during normal working hours for customer service. Y / N 19. Company must provide on-site training. General Questionnaire A. General 1. What is the name and address of your organization? What year was your organization established? 2. What is the location of office(s) where administrative functions will be performed? 3. Is your company a wholly-owned subsidiary or a division of another company? If so, please identify the company name and address. 4. Please verify that a customer service representative will be available toll-free during normal business hours. Describe customer service program in detail. 5. What is the total number of public school systems that your company contracts with? 6. What is the total number of public school systems that your company contracts with in North Carolina? 7. What is the size of your staff? How many permanent full-time employees does your organization have? 8. Describe your technical support program. 9. Describe your training program. 10. Provide a description of the business experience and professional achievements of the principals of your firm who would be assigned to work with Cleveland County Schools. 11. Describe the reporting capabilities of your system. 12. Describe any onboarding or electronic records capabilities of your system. 13. Describe the manner in which the technology systems may be customized by our district.

B. System Administration 1. Describe the technology system used to collect, assimilate and integrate the data of the program. 2. List any institutions, businesses and other entities that have access to the data collected.

C. Organizational Structure 1.

If you are a multiple site organization, how are your offices coordinated for sales and services?

2. If you are a multiple site organization, are certain services delegated to specific offices or are all services available at any location?

D. Pricing Information 1. Please provide a detailed description of package components and pricing information for a district of our size. Please include pricing information for training, maintenance, customization, etc.