The Vendor is required to provide fully implemented Software-as-a-Service (SaaS) application specifically designed to optimize the candidate onboarding process and workflow management.
- Agency aims to adopt a proven, user-friendly application that encompasses both web and mobile solutions and facilitates efficient onboarding processes, including document management, communication, and transparency throughout the onboarding experience.
- Mobile solution
• Secure, full-featured mobile app for candidates.
• Multi-factor authentication.
• Automated notifications (email/SMS reminders)
• Electronic document submission.
• Support for offline functionality where applicable.
1. Respondents proposing offline functionality should describe specific use-cases or scenarios where offline capabilities would significantly enhance candidate experience or operational efficiency.
- Background document tracking and management
• Digital tracking of candidate submission of background packet documents and secure storage of candidate background packet documents.
• The application should include a means to schedule events such as fingerprinting, drug screening or possible remote online notarization.
• The application should have the ability to notify candidates of scheduled events.
- Candidate progress and status management
• Centralized digital tracking of candidate status throughout the selection process.
• Electronic conversion of supervisor tracking forms and candidate data.
• The application should provide a way to track candidates applying for multiple divisions.
• The application should provide a means to indicate whether an applicant meets the necessary skill levels for an interview.
• The application should include a feature for assigning candidate status throughout the hiring process.
• The application should provide a notification/alert when a candidate has uploaded or returned documents.
- Electronic document management and signature
• Secure electronic document handling, completion, and storage.
• Capability to manage multiple file types (pdf, MS word, excel, jpeg).
• The application should provide the ability to upload multiple document templates.
• The application should provide the ability to upload and store large file attachments (e.g., pdfs, word documents, images).
• The application should provide a way to allow candidates to download/upload background packet documents and onboarding forms.
• The application should provide the ability to electronically fill documents.
• Remote online notarization.
• While agency anticipates this feature to be a valuable addition, it is currently optional and can be added in the future.
- Data and reporting requirements
• Common reports should include hiring cycle times, candidate drop-off rates, background check status, and onboarding completion rates.
• Reports should be available on an ad-hoc or scheduled basis.
• Contractors should propose predefined report templates, with custom reports listed as an optional feature.
• Dashboards should be role-based but do not need to be real-time.
• Describe processes for ensuring data portability, including formats and timelines for data transfer upon termination or service migration; confirm agency exclusive ownership of all candidate-related data.
- Contract Period/Term: 1 year
- Non-Mandatory Pre-Reply Conference Date: April 30, 2025
- Questions/Inquires Deadline: May 09, 2025