Internet-Based Employment Recruitment Software Application and Maintenance Services

The Vendor is required to provide internet-based employment recruitment software application and maintenance services for recruitment:
•    Customized online job application.
•    Each applicant can complete the online application. 
•    Ability to upload application materials received outside of the system.  
•    Job posting on external sites will link and integrate with the purchasing group member website. 
•    Online job announcements and descriptions can be posted on internal and external sites. 
•    Ability to save job posting templates for various types of jobs such as professional, hourly, temporary, and contractors.  
•    Attract “passive” applicants by requiring them to fill generic application with a desired position. 
•    Purchasing group member employees have access to and can proactively search applicant database.
•    Real-time database of all applicant information. 
•    Ability for the recruiter or the purchasing group member staff to move applicants throughout the recruitment process steps such as “route,” “reject,” “interviews,” “references,” “offer,” and “hired.” 
•    Update applicants on the status of their application, provide interview reminders, and alert them to any next steps in the process via email notifications.
•    Central repository for purchasing group member applicants statewide. 
•    Ability to upload historical data from existing human resources information systems (HRIS) or applicant tracking system. 
•    Ability to define security levels and access for hiring managers, directors, and human resources department. 
•    Ability to print or share application material with other interested parties.   
•    Ability to notify managers once the job is closed. 
•    Ability to enter notes for each applicant. 
•    Ability to link applicant’s application material to other jobs.
•    Ability to send emails or messages to the applicants through the application. 
•    Ability to schedule or enter interviews in the application. 
•    Generate recruitment letters and emails (e.g. Application acknowledgement, exam and interview appointments, letter of employment, regrets, etc.).
- Applicant tracking
•    Automatic notification to the applicants confirming their application has been received.
•    Track applicants based on their skillset and match them with the associated classification and salary range. 
•    Track applicant status throughout the steps of the recruitment process.
•    Track completion of written and oral exams. 
•    Track interview logistics. 
•    Detailed applicant history record.
•    Track new hire orientation, on-boarding, and i-9 form completion for all associated new hires. 
•    Send confirmation emails to the purchasing group members and the applicants when new hire orientation, on-boarding, and i-9 form is completed. 
•    Ability to track all messages sent to the applicants.
- Internal human resource automation
•    Create and route job requisitions.
•    Refers and certifies applicants electronically. 
•    Scan paper application materials.
- Technical requirements 
•    Provide secured access and a controlled environment.
•    Contractor must use the most up to date secure authentication application. 
•    Application must require minimal local information technology (it) support. 
•    Contractor must host the application. 
•    Application must be compatible with sap (file exportable into sap) and other HRIS systems.
•    Application must be fully web-based. 
•    Contractor must be able to provide all technical support. 
•    Data back-up must use a multifaceted disaster recovery model.
•    Web pages must be customizable.
•    Application must be compatible with multiple browsers. 
•    Contractor must provide a separate environment for testing so that live data is not manipulated.
•    Application must operate on a multi-tiered load balanced architecture and modular design to add new users and products without interruption.
- Customer support
•    Provide telephone based help desk support Monday through Friday, 7:00 a.m. through 6:00 p.m. pacific standard time.
•    Provide on-line help desk capabilities for logging issues 24/7. 
•    Issue tracking system capabilities. 
•    Provide a response to the purchasing group member within four (4) hours after the purchasing group member reports an issue
•    Resolve issues reported by the purchasing group members.
•    Provide prior notification of scheduled system downtime. 
•    Provide notification including estimated resolution time for unplanned system outages within thirty (30) minutes of occurrence. 
•    Customer service process shall ensure that all customer service issues are addressed in a consistent and expeditious manner, including problem escalation and resolution of maintenance and service issues. 
•    The customer service process includes, but is not limited to: 
o    Customer service organizational structure
o    Contact process and contact person identified by position in the company (phone, email, fax, etc.). 
o    Follow up process. 
o    Internal procedures to track customer service contact and resolution.
o    Escalation process to resolve outstanding customer service issues.