Calhoun County Sealed Solicitation

Title: RFQ#109-25 APPLICANT TRACKING SYSTEM (ATS)

Deadline: 5/19/2025 5:00 PM   (UTC-05:00) Eastern Time (US & Canada)

Status: In Review

Solicitation Number: RFQ#109-25

Description: The County of Calhoun is requesting written Statements of Qualifications for an applicant tracking system (ATS) and an integrated digital onboarding platform. Additionally, bidders should indicate whether they offer a learning management system (LMS) and a performance management system as part of their solution. Calhoun County, located in south-central Michigan, is a local government organization with approximately 715 employees, dedicated to Building a Better County Through Responsive Leadership. The County’s Human Resources function is managed by a centralized six-person HR team, including one Recruitment Specialist, with departmental HR liaisons supporting hiring efforts across various divisions. On average, the County conducts 100-120 hires annually, covering a range of full-time, part-time, casual, temporary, seasonal, and internal union postings. Currently utilizing NeoGov for recruitment and digital onboarding, the County faces challenges with a cumbersome applicant process, limited reporting capabilities, and difficult back-end administration. The goal is to enhance the candidate experience, improve process efficiency, and reduce time-to-hire. The Parties agree that the implementation shall occur prior to, and as a condition precedent to, the go-live date of January 2026.

In order to submit a bid to Calhoun County Purchasing, vendors must be registered with Vendor Registry, the exclusive application for vendors to participate in formal Requests for Qualifications process. The following link is accessible to vendors who wish to submit proposals in response to proposal requests:

https://vrapp.vendorregistry.com/Vendor/Register/Index/calhoun-county-mi-vendor-registration.

Vendors registering for the RFQ#109-25 APPLICANT TRACKING SYSTEM (ATS) must register under at least one of following Commodity Service Codes; #20880, #20887, #91806, #92045.


The County of Calhoun is seeking an applicant tracking system (ATS) that includes a digital onboarding platform to enhance and streamline hiring processes. Vendors should provide information about their ATS functionalities, onboarding capabilities, and whether they offer additional modules for learning management (LMS) and performance management. The ATS shall be a fully operational, turnkey solution, either custom-built or a Commercial Off-The-Shelf (COTS) system. The vendor shall provide training, user documentation, data conversion services, and the option to customize the platform as needed. The system shall be a vendor-hosted, vendor-managed solution delivered as Software as a Service (SaaS), ensuring secure digital communication for its users.

In addition to offering a comprehensive suite of applicant tracking services and functionality, the ATS must include features to store and manage job descriptions and/or classification specifications, with the capability to publish them for public viewing on the internet. The system must also include a robust reporting feature to generate reports on key HR metrics.

Documents:

Documents as of 4/29/2025
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Addition 1

Posted: 5/20/2025

Type of Addition: In Review

Question 1

Posted: 4/30/2025

Question: Would the County consider a system that included HR and Payroll Processing as well as Applicant Tracking and Performance Management? The advantage is that there would be one system, one user experience, and one password and log in for all employees/administrators. In addition, there would not have to be multiple integrations/data exchanges between various systems.

Response: Thank you for your question. We recognize and agree that an integrated system would be ideal; however, it falls outside the scope of the current project and RFQ. That said, it may be considered for future projects.

Question 2

Posted: 5/1/2025

Question: Context: Our company's pricing model is consumption-based. We charge for the average number of concurrent job postings at any given time and the average number of annual new-hire onboardings. Can you please tell me how many jobs on average are concurrently posted (there are 20 postings on your site at the time of this writing)? Can you also tell me how many new-hires the County averages per year? For onboarding, how many e-signed documents does your average onboarding package contain? Thank you.

Response: Thank you for your question. We average 20 concurrent job postings. We average 170 new hires per year. Our current e-boarding package includes 11 signed documents. Thank-you.

Question 3

Posted: 5/1/2025

Question: For implementation training purposes, we would like to know the number of HR users will register in the system -- and how many non-HR users will register in the system. (We do not charge for users; this is just to best understand the scope of the implementation.)

Response: We anticipate approximately 4 HR super users, 11 departmental HR support (they will need HR user access but only to their own department’s data), and we currently have 99 general users.

Question 4

Posted: 5/1/2025

Question: Assuming the County wants the new-hire data to auto-flow to your payroll system, what payroll system do you use? Is it willing to accept a webhook -- or will it insist upon use of its API (provided it has one)? Do you have a point-of-contact for your payroll provider with whom we can talk?

Response: Thank you for your question. Integration with the payroll system would be ideal, but not a requirement of the current project. We use Tyler EERP. We will share contact information to the successful bidder to explore integration options, please note if you have experience with integration specifically with Tyler EERP.

Question 5

Posted: 5/8/2025

Question: Can a mix of on-shore ( US ) and off-shore resources (based out of India) be proposed for the project implementation?

Response: Thank you for your question. Nothing precludes the County from doing business with a company that has a mix of resources within and outside of the United States. Thank you.

Question 6

Posted: 5/9/2025

Question: Is there a budget allocated for this project? If yes, can you share the details?

Response: Thank you for your question. There is no specific budget allocated for this project. We will be evaluating costs as part of the overall proposal review process to ensure alignment with our goals and available resources. Please include detailed pricing in our proposal for consideration. Thank you.

Posted: 5/20/2025

Type of Addition: In Review

Posted: 4/30/2025

Question: Would the County consider a system that included HR and Payroll Processing as well as Applicant Tracking and Performance Management? The advantage is that there would be one system, one user experience, and one password and log in for all employees/administrators. In addition, there would not have to be multiple integrations/data exchanges between various systems.

Response: Thank you for your question. We recognize and agree that an integrated system would be ideal; however, it falls outside the scope of the current project and RFQ. That said, it may be considered for future projects.

Posted: 5/1/2025

Question: Context: Our company's pricing model is consumption-based. We charge for the average number of concurrent job postings at any given time and the average number of annual new-hire onboardings. Can you please tell me how many jobs on average are concurrently posted (there are 20 postings on your site at the time of this writing)? Can you also tell me how many new-hires the County averages per year? For onboarding, how many e-signed documents does your average onboarding package contain? Thank you.

Response: Thank you for your question. We average 20 concurrent job postings. We average 170 new hires per year. Our current e-boarding package includes 11 signed documents. Thank-you.

Posted: 5/1/2025

Question: For implementation training purposes, we would like to know the number of HR users will register in the system -- and how many non-HR users will register in the system. (We do not charge for users; this is just to best understand the scope of the implementation.)

Response: We anticipate approximately 4 HR super users, 11 departmental HR support (they will need HR user access but only to their own department’s data), and we currently have 99 general users.

Posted: 5/1/2025

Question: Assuming the County wants the new-hire data to auto-flow to your payroll system, what payroll system do you use? Is it willing to accept a webhook -- or will it insist upon use of its API (provided it has one)? Do you have a point-of-contact for your payroll provider with whom we can talk?

Response: Thank you for your question. Integration with the payroll system would be ideal, but not a requirement of the current project. We use Tyler EERP. We will share contact information to the successful bidder to explore integration options, please note if you have experience with integration specifically with Tyler EERP.

Posted: 5/8/2025

Question: Can a mix of on-shore ( US ) and off-shore resources (based out of India) be proposed for the project implementation?

Response: Thank you for your question. Nothing precludes the County from doing business with a company that has a mix of resources within and outside of the United States. Thank you.

Posted: 5/9/2025

Question: Is there a budget allocated for this project? If yes, can you share the details?

Response: Thank you for your question. There is no specific budget allocated for this project. We will be evaluating costs as part of the overall proposal review process to ensure alignment with our goals and available resources. Please include detailed pricing in our proposal for consideration. Thank you.