Recruitment and Hiring Solution

The vendor is required to provide recruitment and hiring solution.
- Vacancy management:
• Provide a system that enables departments to submit requisitions for vacant or newly budgeted positions.
• System should have the ability to be integrated with city's agency ERP system for position management and when a vacancy occurs a requisition should be triggered in applicant tracking system.
• The system must facilitate auto population of requisition details, including but not limited to job title, salary range, classification, department, hiring manager, and position number.
• The system should have the capacity to create customizable requisition forms with required and optional fields.
• System should have the ability to store a library of questions and library should be maintained for each department separately.
• The system should have the capacity to upload documents to the requisition relevant to the vacancy.
• The system must allow for customizable workflow and allow tracking of the requisitions, with required approvals from various departments.
• The system should have the ability to store position information in the system to allow verification of vacant positions with city's agency ERP system.
• System should have capacity to store classifications of all positions existent within the city, including but not limited to benefits information.
• System should have the ability to customize fields for storage of classification information to include but not limited to fields such as job overview, essential duties, minimum qualifications, other.
• The system must facilitate the routing and signing of requisitions to departments, budget and HR and allow for various approvers.
• System should allow administrators to update an approver assigned to all requisitions or delegate approval rights in case of an approver being out on vacation or unexpectedly.
• The system must enable HR to assign various status (in progress, on hold, cancelled, next recruitment etc.) to requisitions to determine when it will be opened for recruitment.
• The system should allow for customizable notifications to various stakeholders about status of requisition.
•The system should allow for various recruiting manager and hiring manager assignment. - Recruitment Management:
• Assigned approvers should be allowed to approve, deny, pause, return requisition and make notes and open a requisition and assign to a user (recruiter) and an automatic notification should be sent to hiring manager and other users as assigned.
• Upon approval of a requisition, the system shall allow the user to create a recruitment plan with various recruitment steps, inclusive of job announcement adding customizable steps to allow the development of customized recruitment plans, which may include setting posting periods and establishing various candidate evaluation criteria.
• System should have the ability to save recruitment templates based on recruitment type and be able to customize if need
• System must have ability to auto populate classification information to facilitate the creation of a job posting, ability to insert links, photos, videos and modify fonts/colors and sections within the posting to use as marketing tool for advertising job announcements.
• System should have an AI integrated to allow user to use AI tools for creation of job announcement and supplemental questions.
• System should allow the ability for customized fields for online job application/attachment submissions with the ability to customize application questions and information relevant to how they learned about the job.
• System should allow the ability to add supplemental application questions and or require supplemental attachments.
• System should allow for a user-friendly employment application submission.
• System should allow for a mobile friendly application submission.
• System should allow candidates the ability to sign up to job interest cards.
• System should allow candidates to sign up to email and text notification alerts.
- Selection process
• The vendor’s solution shall enable the ability for HR to add customizable supplemental questions to support screening of candidates and have the option to make them an optional/required field with various formats for answering (i.e. multiple choice, checkboxes, text fields, etc.)
• System should allow HR and or other users to screen based on customized filters from application questions or supplemental questions and ability to enable auto screening based on these questions, including giving points for certain responses.
• Vendor’s system shall allow users to screen for minimum qualifications, assign subject matter experts to review, score, and rank and refer candidates, and annotate candidate profiles directly in the system to determine their qualifications.
• System should have an integrated autoscoring mechanism to screen candidates on various areas, questions, qualifications, application information, supplemental information, etc.
• System should allow users to define unique scoring plans (pass/fail, point system, star system or other).
• System should allow users to set scores, rankings and ability to refer candidates to eligibility lists or for hire.
• The system must support various selection methodologies including, but not limited to, system interview set up and scoring with instantaneous results and customizable ways to rate (pass/fail and number scoring), phone screenings, and ability to upload supplemental documentation if needed.
• Vendor’s system must facilitate the ability for users to see and review interview questions, ratings, scoring, notes and any relevant information about the recruitment.
• The system shall allow for automated and scheduled communication of recruitment status updates to candidates at various stages of the selection process; communication methods to include email and text alerts, with ability to create templates and customize as needed.
• System should allow for users to schedule written, oral, and other exams.
- Hiring Process
• Vendor’s system shall support the identification of the top candidate following the completion of the selection process and enable the user to refer candidates to an eligibility list or hiring and ability to notify the rest of the candidates that they are not considered.
• The system should allow users to refer candidates to requisition and submit an offer request for approval and have ability to attach supplemental documentation.
• Offer requests submitted to approvers should have easy links to refer back to requisition, job announcement, candidate profile etc.
• The system must allow for users to add various levels of approval for offer requests and ability to route to different users after approvals are completed.
• Vendor’s system shall facilitate the issuance of an electronic conditional offer letter, which should auto populate information from requisition and offer request (and allow for customizable fields).
• System should allow users to establish deadlines for candidates to respond and should allow candidates the ability to sign the offer electronically; once a candidate response is submitted the system should automate a notification to the user informing them of response and providing an electronic copy of signed offer letter if accepted.
• The system must allow for customizable notices via email or text to provide candidates information about pre-employment requirements such as education, past employment, criminal background check and medical screening.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: February 14, 2025