Human Resources Information Systems Solution and Implementation Services

The Vendor is required to provide for human resources information systems solution and implementation services.
- Key objectives and goals for this proposal process are to:
•    Gain information from prospective vendors capable of providing software and implementation services of a human resources information system (HRIS). This includes identifying solutions that are available in the marketplace to address the needs of the Village and HR department.
•    Provide the Village with information related to available software solutions that will support allowing the organization to streamline the hiring and onboarding processes, increase reporting capabilities, improve workflows for performance evaluations, corrective (disciplinary) action documents, and other performance-related tools, easily document and track employee records including personnel and training files, provide the ability to forecast and model compensation, and monitor position control.
- The human resource department’s primary functions include recruitment of new employees, administration of the Talent Management Plan, management of employee and labor relations, administration of employee benefits, engagement, and wellness programs, facilitation of the performance management process, provision of professional development opportunities for employees, management the self-insured workers’ compensation program, maintenance of employee records, management of employee risk and safety initiatives, administration of the six collective bargaining agreements, and the provision of many other vital services for the village’s employees from their first day of work through retirement.
- System include:
•    AI - The solution uses Artificial Intelligence to generate match scores and creates a list of potential applicants based on their skills, eligibility criteria, etc. for a specific opportunity. 
•    Applicant Facing Job Alerts - The system will allow for candidates to receive notifications of postings as elected by them via email.
•    Automated Email Notification - The solution sends automated email updates to the candidates to keep them informed of the status of their applications. 
•    Background Screening Platform Integration - The solution can integrate with background screening software, such as Just if acts, etc. to use the employment screening services. 
•    Blind Applicants - The system will provide for blind hiring and applicants to remove bias from process.
•    Career Pages Creation - The solution provides a drag-and-drop interface for administrators to create branded career sites. 
•    Career Portal - The solution allows candidates to create their own profiles and then search and apply to jobs manually and view their application status using a custom career portal. Recruiters can automatically build applications and candidates can parse resumes. 
•    Chatbot - The solution will provide for prebuilt and custom scripted chatbots to respond to common FAQ and inquiries.
•    Employee Referral - The solution facilitates employee referral for existing employees to share job openings on their personal networks and provide reward incentives.
•    Interview Management - The solution allows recruiters to create, edit, email, and manage interview schedules, as well as view and manage the interviewer's availability, location, time, and more. 
•    Interview Scheduling - The solution includes interview scheduling integrated with Outlook.
•    Interview Scheduling Notifications - The solution provides for notification with HR/Recruiting to Hiring Manager and Team.
•    Interview Slot Selection - Allows applicants to choose from preselected time slots to best fit their needs via the system.
•    Job Application Dashboard - The solution provides a dashboard for recruiters to view the total job applications received in a recruitment and onboarding process. They can drill-down to see each applicant's details including diversity. Dashboard also includes review of current employee pay rates of that position. Dashboard outlines length of time between each step of the process.
•    Job Descriptions - The solution will provide prebuilt and custom templates for job descriptions and storage/review and approval as well as various workflows for review and approvals based on department needs.
•    Job Posting - The solution allows recruiters to automatically post their jobs to various job boards, including sharing them on social media via Twitter/X, Monster, LinkedIn, and more. 
•    LinkedIn Applicant Prospecting - The solution allows candidates to apply for jobs through their LinkedIn profile and share opportunities with their networks. 
•    Mobile Apply - The solution must provide for responsive systems for all candidate facing interactions.
•    Mobile Recruiting - The solution provides native apps for iOS and Android devices to post jobs and begin reviewing candidates when they submit an application on-the-go. Hiring collaborators can see resumes, review applications, and move candidate's to the next status.
•    Offer Approval Details – The solution allows top candidate offers to go through an approval process. This includes approval for salary, accruals, vacation time, etc. The offer details then populate into an offer letter for candidate to sign off on.
•    Offer Letter Creation - The solution allows the generation of online offer letters from customizable templates with a link for shortlisted candidates to accept and sign the offer online. Offer letters can be routed for internal approvals before being sent to candidates.
•    Offer Recommendation History – The solution provides the ability to track offer recommendations for top candidates with approval processes.  This will include justifications from the hiring manager and HR. 
•    Recruitment Pipeline - The solution allows creating multiple custom recruitment pipelines with different stages like prequalification, skill test, interview, etc. to track the entire pipeline. 
•    Requisition Relationship - The system will provide for Parent/Child relationships in requisitions.
•    Skill Assessment - The solution must be able to integrate with Skill/Personality or other assessments (including current vendor Criteria Corp).
•    SMS Communications – The solution allows communications via text messaging with applicants. Includes an easy to use view of all communications per candidate.
•    Survey - The solution will provide for Survey creation and management to solicit feedback and report against process.
•    Talent Pool Search - The solution allows recruiters to search and filter candidates from a community of past and current candidates based on predefined criteria such as skill set, experience, etc. Recruiters can add candidates to the talent pool to group potential hires for current or future opportunities. 
•    Video Support - The system will provide for both bi and uni-directional video interviewing.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: November 18, 2025