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February 16, 2021- Addendum #4
Addition to the SCOPE OF WORK:
Proposers shall include in their proposal if the proposed solution has the functionality to blindly screen job applicants, keeping the name hidden while a resume is reviewed. Please include pricing for this option, if this feature is not included in the standard offering.
Q) What middleware does the county currently leverage?
A) There is no middleware.
February 10, 2021 – Addendum #3
Q) Who is (are) the incumbents of the current contract? A) SilkRoad
Q) Please provide bid tabulation from current contract A) There isn’t a bid tab as this was and is a Request for Proposal
Q) What have been the most frequent positions you use? A) This depends on the needs of the organization at any given time.
Q) If we are out of state company, small, minority woman owned, do we qualify to submit our response and to win RFP contract? A) Yes
Q) Can out of state companies use local subs to fulfill local preference qualifications? A) Yes
Q) Are you looking for a complete MSP firm, or staff augmentation only? A) Please refer to the scope of work found in the RFP document
Addendum #2- February 5, 2021
Q) The Amendment Acknowledgement Form includes the following statements, “All responses are to be submitted in a sealed envelope. Envelopes are to be clearly marked with required submittal information.” However, there are also instructions that we are required to acknowledge addendums via email. Are we required to submit addendums via mail in a sealed envelope and email, or only via email? A) Please submit the Amendment Acknowledgement Form with your proposal electronically as outlined in the RFP. Include this as part of the proposal file. No sealed envelope is required.
Q) Given your organization's aspirations for a new solution, how important is the company culture and outreach when creating the talent acquisition experience? (Social, Artificial Intelligence, Career Sites, Onboarding, etc.) A) Critical
Q) Do you have hiring types that result in either multiple hires per requisition or high volumes of candidates applying to single requisitions? (i.e.. 100 plus candidates to hire per requisition, or 1000s of candidates for a single opening) A) Yes, this is possible with many positions. It could be as high as 1,000 of candidates when it comes to a single opening.
Q) Will any non-employees (contractors or temporaries) be part of the new solution? A) No, only current employees will be part of the new solution.
Q) Which job roles require a high quality of hire standard because they are vital for the future performance of the business? A) There will be different levels of users.
Q) Have you undergone any major HR process transformation or rationalization in the recent past? What, if any outcomes have been pursued or completed? A) We have undergone some, but we are preparing for significant process transformation and/rationalization in the future. We have had a significant software install failure in the last 18 months. However, we have a new team in place that is aggressively moving things forward and applying lessons learned.
Q) Change Management is key to a successful implementation and transformation of HR processes. Would Lake County like your implementation partner to provide and implement a Change Management Plan? To what extent do you wish implementation partner's involvement in the change management activities associated with this project? i.e. oversight only, lead and deliver, train-the-trainer / end-user training only? A) This is a possibility. We may need project management assistance, train-the-trainer, we would like to see all options.
Q) Are there specific positions with which you experience difficulty filling within the County (i.e. highly-skilled laborers, high-volume, etc.)? A) Engineers.
Q) Are you looking to increase the size of the qualified candidate pool for specific positions and/or in general? A) Yes.
Q) Are there positions for which you hire that you do not source on your career’s website? A) Yes.
Q) Are your current recruitment and onboarding processes standardized? If not, is there any interest in harmonizing / standardizing your current recruitment processes? A) No, it is not standardized. There is some interest, but this will be a gradual process.
Q) Have you undergone any recruitment or career page re-branding in the last 5 years? Which Department / Division is the owner of all communications and branding? A) No and No, but a strategic partner is.
Q) Are your current recruitment and on-boarding processes documented? A) No, they are outdated and ineffective.
Q) How many unique onboarding processes do you currently have? How do you break them up (by Department, Job Function, Location, etc.…)? A) We have many, there has been a void in leading this. The process is outdated and ineffective.
Q) Your schedule for implementation in the RFP is roughly 3 months. Is this timeline flexible? Is there a specific event that is driving a launch by July 1, 2021? A) A little flexible, but we want this project moving.
Q) How many unions/ collective bargaining units do you have? A) 17.00
Q) Does your HRIS system contain your job catalogue? A) No.
Q) Does your HRIS system have an available feature which can handle job vacancy requisition approvals? A) No.
Q) What percentage of time do the "10" HR Department Users / "power users" associated with recruiting spend on recruiting activities? A) Estimated - Minimum of 100 hours per week.
Q) What percentage of time do the hiring managers associated with hiring spend on hiring activities? A) Estimated - 40 hours per week.
Q) You mention a requirement of maintenance and support, are you referring to the SaaS provider support, or would you be looking to add support services from the implementation partner? A) Yes, and possibly yes.
Q) What is your planned start date for the implementation and what date are you hoping to go live on? A) Per the Implementation Plan on the RFP: “Proposer shall indicate the ability to have all services transitioned and fully operational by July 1, 2021. If this timeline cannot be met please propose a revised timeframe for consideration.”
Q) What are the expectations from Lake County regarding the implementation team performing remote work versus onsite work? A) Lake County is not opposed on remote work being performed for the implementation. However, we want a team ready to come onsite if needed.
Q) Should pricing information only be provided on the Price Sheet provided with the RFP? Or would the County like for additional details to be provided (e.g. for implementation services - consultant bill rates, hours, project timeline; for the software license – quote details)? A) Please use the Price Sheet provided on the RFP. If there are additional details, please use a separate sheet also to expand on those details.
Q) How many current reports need to be converted over to the new ATS? A) We don’t have current reports we can run to retrieve data.
Q) Do any of the reports need to be scheduled? A) Yes, we would be willing to see what reports are available to us and select any that we feel should be scheduled.
Q) Is there a set list of new reports that are being requested? If so, how many? A) No, we would like all vendors to show us all reports available.
Q) How many users will need access to create and run the reports? A) The HR team – 10 Users
Q) Are the onboarding processes consistent across the organization? If not, how many different processes are used? A) No – in excess of 10.
Q) What types of forms are provided to the new hire during the onboarding process? Are these forms electronic? A)“Welcome to Lake County” which is a personal information gathering form; Policy acknowledgement form (appx 20 policies signed off on in one task); I9; Direct deposit; Federal and state W4 (an additional non-resident form for people living in WI); Photo ID form; Some depts (SAO) have additional forms – they have a specific policy that their ee’s have to sign off on that no other ee’s would get.
Q) How many onboarding steps/tasks are being performed in your current onboarding processes? A) Approximately 15-20 depending on the department they will work for
Q) Are you looking to automate messages sent out in onboarding to different users? For example, sending messages to Security, Badging, IT and Payroll. A) Yes.
Q) Does an external document management system exist and does this solution need to integrate with this system? A) Yes and yes, we currently have OnBase as our external document management system.
Q) Are the recruiting processes centralized or decentralized? A) Decentralized – but moving towards centralization
Q) Are the recruiting processes consistent across the organization? If not, what are the inconsistencies? A) No, there are so many inconsistencies, we couldn’t possibly name them all. Can discuss further with awarded vendor
Q) How many Career Sites (Internal and External) are you looking to configure? A) Need more information to answer. Can discuss further with awarded vendor.
Q) Is your internal Career Site different from your external Career Site? A) No. We do not have multiple sites.
Q) On average, how many applicants are processed in a month? A) In excess of 500
Q) What data, and how many years’ worth of data, are you planning on converting from your current ATS? A) Up to 7 years’ worth of data.
Q) In addition to integrating with Oracle EBS, what other systems or 3rd Party Vendors do you currently interface with (e.g., Job Boards, Background Check, Assessment) and do you want the new ATS to integrate with any new vendors? Please list the vendors that you currently use and are interested in using. A) Three vendors. We have contracts with Accurate and Vista (local), but we are looking to have these integrate well with what system we select.
Q) What are your current sourcing needs, processes and strategies that are being used to recruit/source talent? A) Mostly passive recruitment until recently.
Q) Are you currently leveraging social networks, like Facebook and Twitter, as part of your sourcing efforts? If so, how? A) Yes, mostly Linkedin & Twitter – but not until very recently.
Addendum #1- January 22, 2021
Q) For Recruiting Structure section, we provide a robust Onboarding solution that includes automation of new hire paperwork, federal forms, and e-verify. Would the County like to us to scope our Onboarding module within the quote? A) Yes
Q) For Application Testing, we understand the County currently has a solution for online assessments of new-hires, can you please provide the name of this provider? Is the County looking for a new assessment vendor or the ability to integrate to your current solution? A) Most assessments are completed in person. The County is looking for a solution that integrates with multiple assessment vendors or that includes different assessments to choose from as part of the onboarding. Currently the ATS solution Lake County uses works with Recruiters: 113, Recruiting Managers: 21, Administrator: 1, and Hiring Manager: 5.
Q) Can I please get a current employee count? I want to get this RFP in the right hands internally. A) Current employee count is 2795
Q) Our pricing for cloud-based system is based on number of users. In order to arrive at a monthly fee I need to know How many total users? A) Per the scope of work: Necessary training for Human Resources (approximately 10 personnel) and HR liaisons (approximately 33 personnel). The training must assure that all users will be capable of continued operation of the system. The training plan shall also include related costs and materials, i.e., Reference Guides, Tutorials, etc. Lake County will consider direct training and train-the-trainer approaches.
Q) Is training an issue? A) Per the scope of work: Necessary training for Human Resources (approximately 10 personnel) and HR liaisons (approximately 33 personnel). The training must assure that all users will be capable of continued operation of the system. The training plan shall also include related costs and materials, i.e., Reference Guides, Tutorials, etc. Lake County will consider direct training and train-the-trainer approaches.
Q) Is On-Boarding to be included? A) Per the overview: HR would like an integrated system that allows for the entire recruitment process including assessments and onboarding to be handled with one systematic approach including integration with our current ERP system Oracle.
And per the scope of work: Integration – The ability to provide data feed to/from the Lake County Oracle system to include position, department, supervisor, requisition, etc. for onboarding capabilities.
Q) Is access to job boards important? A) Per the scope of work: Recruiting Structure – Job requisitioning and posting, scheduling interviews, electronically tracking the hiring process (i.e., recording and reporting time/event driven milestones), on-boarding capabilities and option to post internally; and auto e-mail to external sites, cross posting to external job boards, and ability to feed to social media sites.
Q) Whether companies from Outside USA can apply for this? (like, from India or Canada) A) Yes
Q) Whether we need to come over there for meetings? A) Proposers can propose solutions that meet the needs of the RFP while showcasing their unique solutions.
Q) Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) A) Yes include this in a proposal response
Q) Can we submit the proposals via email? A) All proposals shall be submitted electronically according to the submittal instructions in the RFP.