CARROLL COUNTY SCHOOLS - PC\|MACimages.pcmac.org/Uploads/CarrollCS/CarrollCS/Divisions...CARROLL...

$: CARROLL COUNTY SCHOOLS - PC\|MACimages.pcmac.org/Uploads/CarrollCS/CarrollCS/Divisions...CARROLL COUNTY SCHOOLS ... (i.e. social media, job boards, ... Should include departmentalization$
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CARROLL COUNTY SCHOOLS

164 Independence Drive | Carrollton, Georgia 30116 | Phone 770.832.3568 | carrollcountyschools.com

Request for Proposal

For

Applicant Tracking System and Professional

Development Tracking and Registration Software

Request for Proposals Issued: March 17, 2016

Deadline for Questions: March 23, 2014

Deadline for Submittal of Proposals: April 11, 2016

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I. Notice of RFP Notice is hereby provided that Carroll County School System (CCSS) located in Carroll County, Georgia, is requesting proposals from qualified suppliers to provide an applicant tracking system (ATS) and professional development tracking and registration software system (PDSS), conforming to both the current and anticipated needs of the District as identified in this RFP. It is the desire of CCSS to select a Respondent that can meet or exceed the District’s minimum requirements, and provide these services and any adjunct training, at a competitive fee. Qualified respondents are invited to submit an original plus five (5) copies of their proposals in a sealed envelope no later than 3:00 on April 11, 2016, to the following address:

Carroll County School System 164 Independence Drive

Carrollton, Georgia 30116

Respondents must also email one pdf copy of the proposal to: [email protected]

II. Overview of the District Carroll County School System is a public school district located in west Georgia with an FY16 enrollment of 14,306 students. CCSS employs a total of 1,755 staff members, 1,082 of those being certified employees.

III. General Instructions

Proposals may not be altered after submission to the District and should be reviewed for

accuracy beforehand. The District will not be responsible for errors or omissions in any

Proposals. The District reserves the right to reject any and all proposals, or to waive any

irregularities, or informalities in the Proposals.

The submission of company literature and brochures is generally discouraged. If

pertinent for illustration of product, or for reference, you may include literature in an

mailto:[email protected]

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appendix. Responses should otherwise be submitted in print, and must be limited to the

maximum number of pages indicated.

a. Signatures – Proposals must be signed by an authorized representative or officer of the firm.

b. Contacts/Q&A/Email List – Respondents interested in submitting Proposals are directed not to make personal contact with members of the Board of Education, District Administration or employees during the open period of this RFP. Questions regarding this RFP may be submitted by email no later than March 23, 2014, to the following address:

Christi Teal, Assistant Superintendent Human Resources and Student Services

164 Independence Drive Carrollton, Georgia 30116

[email protected]

Responses to individual queries will be provided as soon as possible. An anonymous summary of all Q&A received, will be emailed to interested firms and posted to the District website after April 11, 2016. Firms who wish to be placed on an email list to receive this summary Q&A and to receive any updates or addenda concerning this RFP should email Christi Teal to request placement on a distribution list.

Carroll County School System invites all interested parties to respond and looks forward to receiving your firm’s proposal. IV. Scope of Services For Applicant Tracking System (ATS)

CCSS is seeking firm(s) to fulfill our applicant tracking system (ATS) needs, conforming to both the current and anticipated needs of the District. The purpose of this RFP is to enable CCSS to review the offering of potential firs to provide applicant tracking services and related services that support the district’s ability to select, hire and onboard employees. Please thoroughly explain your firm’s offering with respect to the following list of essential services as concisely as possible. General brochures and marketing materials are discouraged; however, you may provide samples and reference materials in an appendix to your proposal.

1. Must provide a fully hosted solution that does not require the purchase, installation or

maintenance of any current or future hardware.

2. Must provide dedicated account manager.


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3. System should be fully web based with no proprietary software required on the users’

workstations.

4. All e-mails must originate from supplier server per Software as a Service (SaaS)

model or have the ability to integrate with CCSS exchange server.

5. Interface must be accessible through most common and recent versions of web

browsers (i.e. Internet Explorer, Firefox, Safari and Chrome, etc.) and mobile

friendly.

6. Data must be available for import into the CCSS data warehouse.

7. Preferred to interface with Infinite Visions.

Technology Requirements

1. The District requires that the proposed system is compatible with multiple

browsers. The system must be compatible with, but not limited to: Explorer (version 9.0

and higher), Safari, Firefox, and Chrome.

2. The District requires that all data collected, analyzed and/or disseminated by the

ATS, remain the sole property of and for the exclusive use of, CCSS.

3. CCSS requires availability to systems throughout the year every day, 24 hours/

day, except during scheduled maintenance periods.

4. Report availability shall be 24 hours/day, except during scheduled maintenance

periods.

5. The system must provide HTTPS support in all functions where usernames and/or

passwords are transmitted.

6. Provides multiple printing options such as printing to local or network printers,

printing to a screen/monitor, and printing to a disk file.

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7. The ability to provide audit function to include tracking of user actions.

8. The Supplier shall provide CCSS with a test site and log-in information with RFP

submittal to allow for independent testing for compatibility.

Technical Capabilities

1. Describe how the ATS will increase the efficiency of the application process and

validity of the data collection from applicants.

2. Describe the tools and methods available for screening applicants.

3. Describe the different ways applicants can be categorized.

4. Describe how your electronic reference system works.

5. Provide a detailed description of your reporting system.

6. Describe any communication and/or scheduling tools available in the ATS.

7. Describe the system’s third party integration capabilities (i.e. social media, job

boards, Tyler Technologies’ Infinite Visions).

8. Describe the systems data integrity capabilities.

9. Describe the on-boarding capabilities of the ATS.

System Capabilities

1. Describe how applicants and job postings are identified.

2. Describe any available job fair management tool.

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3. Describe the applicant registration and account self-management tools.

4. Describe the application process for internal and external applicants.

5. Describe the system’s notification capabilities throughout the application process.

6. Describe the interface and tools available to hiring managers.

7. Describe the system’s security capabilities/features and role management tools.

8. Describe the system’s training library.

9. Describe form customization capabilities.

V. Scope of Services for Professional Development Tracking System (PDTS) CCSS is seeking firm(s) to fulfill our Professional Development Tracking and Registration System, conforming to both the current and anticipated needs of the District. The purpose of this RFP is to enable CCSS to review the offering of potential firms to provide software to allow the District the ability to track Professional Development opportunities offered to employees and the registration of said employees in specific Professional Development courses. Please thoroughly explain your firm’s offering with respect to the following list of essential services as concisely as possible. General brochures and marketing materials are discouraged; however, you may provide samples and reference materials in an appendix to your proposal. Calendaring

Must include calendar format for viewing of courses offered

Should be able to filter by course type, month or location to reduce calendar clutter

Calendar items should be linked to registration

Course information should be available as pop-up window within calendar

Should include individual user calendars/web pages which display course status

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Course Catalog

Course catalog must be searchable or include filters to facilitate viewing of courses

Course descriptions and parameters should be archival.

Course catalog should allow for multiple sections and locations to be displayed with course description

Instructor information, credits, and other information should be displayed simultaneously with course description

New course proposals should include approval routing process.

Should include departmentalization of courses

Registration

Registration should be able to be accessed from calendar or course catalog

Should include MS Outlook email confirmations and reminders

Should manage course enrollments, wait lists, and prerequisites

Registration requests should include approval routing

Should include tracking of budget, funding sources, and customizable fields

Registration should create electronic attendance routines, and printable sign-in sheets

Course attendance sheets should be able to be modified on-site for those who do not pre-register

Course information templates should be customizable by administrator

Course information should allow attachments and links

Should include viewing and printing of course completion certificates

Should include course evaluation process

User Web Page/ Dashboard

User login should present as an individualized web page or dashboard

Dashboard should include

1. Course registration status 2. Links to calendars, and course catalog 3. Messaging from administrators 4. Course request process 5. Access to document library 6. Certificate/transcript viewing and printing 7. Certification Tracking

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Administration

Permissions Structure is required

Administrator customizable fields are desired

Included report formats should be robust and customizable

Multiple level approval process should be included

Should include extensive data extraction and reporting capabilities

Tracking

Should be able to track the following:

Courses completed from within PD system

Courses completed at universities

Hours at approved workshops

Mentoring activities and logs

Upcoming Certification issues

Instructor credit for teacher directed classes should be an option

Should allow splitting of hours in multiple hour classes

NCLB/HQT tracking is desirable

Integration

Should be able to import/ export data and users

Should be able to transfer/remove “chunks” of clock hours and/or credit hours into separate storage area for payroll adjustments, yet archive hours for records

Integration with Active Directory is desirable

User data should be able to export/import into HR database to allow district integration. The database schema should be provided to SUSD. The District will sign non-disclosure agreement, if necessary.

System must operate within the current specifications for the district. These include:

Desktop computers running a combination of Windows 2000 and XP Pro

Memory and disk space varies with the age of the machine

Approximately 1500 certificated users and 1500 administrative/classified users

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Implementation

Offer or should provide implementation plan and labor

Offer or should clearly identify hardware and software needs required for implementation

Offer or should predict the annual cost for the each of the first five years

Plan should include costs for modification and/or customization

Plan should include clear description of included documentation

Training

Offer or should clearly outline training plan

Training plan may include a “train-the-trainer” model

Training plan should include extensive training for system administrators

Training should include permission to use all written and online training materials for subsequent trainings

Plan should include length of time and frequency of trainings, and number of participants/training sessions

Plan should include any provisions for subsequent trainings after the initial installation and rollout

Support

Offer or should clearly outline hours and type of support

Support plan should include user help desk support if available

Support outline should detail any items NOT included in support agreement

Licensing

Response should clearly define type of licensing – district site license is preferred

Response should include licensing for certified, classified, and administrative employee access.

Response should include all costs for the first five years, including support costs

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VI. General Instructions

A. General

Proposals must be clear, concise, complete, well organized and demonstrate both

respondent’s qualification and ability to follow instructions. The quality of

answers, not length of responses or visual exhibits, is what is important in the

proposal. Attach reference materials or samples of our products/services in an

appendix.

B. Submittal Letter

Please include a cover letter, with contact information, signed by an officer of

your company.

C. Description and Experience of Firm

Briefly provide a description of your firm including the names, qualifications and

years of experience of your firm’s professionals in serving public school districts.

Lease describe three to five projects of similar size and scope that you have

provided for clients of comparable size in the past five year. Include any relevant,

specialized experience, knowledge, publications, awards or contributions of your

firm.

D. References

Please include a list of school districts and contact information including the

name, phone number and email address of the individual from each district listed

in which your firm has served during the past five years. Include the type of

project or consulting services, length of service, and results.

E. Organizational Structure

Describe your firm’s organizational structure. Supply the name or names of the

individuals who will be responsible for you relationship with the district, and

provide brief resume for these individuals.

F. Capabilities of the Firm

List your firm’s resources, programs, personnel capabilities and the location of

these services.

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G. Fees

Fees must be submitted as separate modules to reflect implementation of each

program (ATS and PDSS). Include any and all fees such as hourly rate, daily rate,

etc. and estimate of related expenses (travel, lodging, print, mailing, etc.)

H. Distinguishing Characteristics

Please describe what distinguishes your firm from other Respondents and how

your particular services and/or team would be an advantage to the District.

I. Agreement

The firm approved by the CCSS Board of Education will be required to enter into

an agreement with the terms and conditions of said agreement to be acceptable to

both parties. Please confirm in your proposal your willingness to enter into an

agreement with the District.

J. Legal Issues

Is there any pending or past litigation against your firm regarding your provision

or delivery of services?

Does your firm have nay contractual relationship that could be construed as a

potential conflict of interest? If so, please explain.

K. Other

Each firm is encouraged to provide any additional information or description of

resources that are pertinent to the services requested by the District.

VII. Deadline for Submissions

Proposals must be received by the District no later than April 11, 2016 at 3:00 p.m.

Once submitted, responses become the property of the District. No corrected or

resubmitted proposals will be accepted after the dealing. Late proposals will not be

accepted and will be returned unopened.

Submit one (1) original and five (5) copies of your Statement of Qualifications and all

District required forms, in a sealed envelope, by regular or express delivery to the address

below; and one pdf-format proposal by email.

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Christi Teal, Assistant Superintendent Human Resources and Student Services

Carroll County Schools 164 Independence Drive

Carrollton, Georgia 30116 [email protected]

VIII. Evaluation of Proposals Proposals will be evaluated based on the following criteria (not listed in the order of importance):

A. Demonstrated understanding of, and responsiveness to, the RFP.

B. Qualifications and experience of firm and personnel named.

C. Past experiences in providing like services to school districts of comparable size

and needs.

D. Proposed fee(s), competitive and clearly presented (including by per module

pricing, per employee pricing, training, and technical support).

E. Knowledge of Carroll County School System.

F. Carroll County Schools reserves the right to:

i. Request an interview with and/or additional information from any firm

prior to its selection.

ii. Select the firm that, in the District’s judgment, will best meet the District’s

needs. Fees are an important factor, but will not be the sole factor in

making the selections.

iii. Award a contract, or portions of the whole, to more than one firm; not to

award a contract, either as a result of proposals received, or any other

reason.

iv. Reject any and all proposals or to waive any non-statutory informality.

The Board of Education further reserves the right to make the contract

award deemed by the administration to be in the best interest of the

District. The Board’s decision to accept or reject the contract shall be

final.

IX. Selection Process

Proposals must be deemed responsive to this RFP to be considered for further review and

evaluation. To be deemed responsive, the proposal must be received by the deadline indicated

herein, and must address all required elements.

All responsive proposals will be reviewed and evaluated by a committee of District stakeholders.

Based on the committee’s review and evaluation, the District committee will select up to three

finalist firms. At the District’s option, the committee may schedule interviews with these

finalists. Award of contract, if any, will be made upon the panel’s review and, if necessary,

interview of the proposals, and will be conditional on final approval by the District.


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The decision of the District committee is final. April 21, 2016, is the target date for completion

of the full selection process, including contract negotiations.

The Carroll County School System invites you to respond and looks forward to receiving your

proposal.

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