Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JANUARY 25, 2015 FBO #4810
DOCUMENT

D -- National Recruitment Program Applicant Tracking System - Attachment

Notice Date

1/23/2015
 

Notice Type

Attachment
 

NAICS

541512 — Computer Systems Design Services
 

Contracting Office

Department of Veterans Affairs;Program Contracting Activity Central;6150 Oak Tree Blvd, Suite 300;Independence OH 44131
 

ZIP Code

44131
 

Solicitation Number

VA70115Q0071
 

Response Due

1/30/2015
 

Archive Date

3/1/2015
 

Point of Contact

Rosella Torcaso
 

Small Business Set-Aside

N/A
 

Description

Proposed Performance Work Statement WEB-BASED APPLICANT TRACKING SYSTEM / SOFTWARE AS A SERVICE (SAAS) HEALTHCARE RECRUITMENT & MARKETING (HR&M) Sources Sought Notice Introduction The Healthcare Recruitment and Marketing Office (HRMO) has been tasked with the vital mission to use best practices from the private and public sector to fill critical health care recruitment needs in addition to providing consultative services to improve recruitment within participating VISNs and across the Veterans Health Administration (VHA). As a result of these strategies, the volume of new leads being received has increased significantly, resulting in thousands of leads received and shared throughout VHA since the start of the Program. In addition to the increased volume of leads which average about 60 per day, new requests to take on searches continue to grow and with those come the increasing need to be able to manage both new leads and searches in an effective, standardized, and centralized way. Goals include recruitment professionals who have the primary role as recruiter being able to rely on best practices and to better apply recruitment strategies and policies and adjust those to fit the needs of VHA. Being fiscally responsible and effectively collecting data, tracking, and marketing resources are the key to effective and efficient recruitment. To these ends, a health care-focused Applicant Tracking System (ATS) is a necessary tool to grow the candidate leads database, manage candidates and searches through the recruitment process, track sourcing methods and lower recruitment costs to ensure efficiency and effectiveness. A state-of-the art health care ATS will also interface with job boards and social media to push out advertising and provide a candidate experience where interested candidates can respond directly through the ATS regarding their interest in VHA positions. Internal users of this ATS will include recruiters and support staff, marketing staff, field HR staff and potentially, hiring managers and other key stakeholders in the recruitment process. At this time, no solicitation exists. Therefore, PLEASE DO NOT REQUEST A COPY OF THE SOLICITATION. Contractors having the skills and capabilities necessary to perform the below stated requirements should submit a response of no more than 5 pages in length, single spaced, 12 point font minimum that addresses the above information. In response to this Sources Sought, interested contractors shall submit the following information to Rosella Torcaso via email at rosella.torcaso@va.gov. Please provide the following information: A.Company Name and Address B.Company DUNS # C.Company point of contact, telephone, and email address. D.Socio-Economic Status - Indicate whether your company, subcontractors, teaming partners, joint ventures have a Federal Socio-Economic status, e.g., Small Business, Service-Disabled Veteran Owned Small Business, Veteran Owned Small Business, Woman-Owned Small Business, Disadvantaged Small Business, and Hub Zone. If Service-Disabled or Veteran Owned Small Business, is your company and or partners registered in VA's VetBiz repository? E.If the company holds a Federal Supply Schedule (FSS) Contract, list the GSA Contract Number and relevant SINS. F.Capabilities / Qualifications: Provide a written description of the capabilities/qualifications/skills your company possesses to perform services described in this Sources Sought. G.Past Experience - Provide the following information on three similar projects completed within the last three years for which the responder was a prime or subcontractor. a.The name, address, and value of each project b.The Prime Contract Type, Firm Fixed-Price, or Time and Material c.The name, telephone and address of the owner of each project d.A description of each project, including difficulties and successes e.Your company's role and services provided for each project. DISCLAIMER This notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this notice that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this Sources Sought Notice. General Information 1.Scope of Work The contractor shall provide an ATS to be used by recruitment, management, and support staff VHA-wide so that long-term, the ATS can be used throughout the VHA for lead sharing and provide the platform for standardized and centralized capturing of leads, tracking, and reporting recruitment activities. This PWS outlines specific requirements and capabilities that an ATS must meet in order to address the elements mentioned above. For the purposes of this PWS, the Scope of Work includes a contractor providing an ATS product that meets the capabilities outlined below, working with VA IT/IS staff to meet VA security requirements and providing initial training and periodic updates at a frequency negotiated and agreed to by VHA and the vendor. The selected health care ATS should enable VHA to: a.Track status and relationships between clients (VISNs and Sites), their specific job opportunities and all potential candidates. b.Track the status of recruited candidates through the entire recruitment, interviewing, verification, and closing process. c.Initiate due diligence/credentialing for candidates. d.Monitor the status of fill-times. e.Manage, report, and be able to assign any and all actionable recruitment functions. f.Provide marketing functions to include, but not limited to, pushing opportunities out to various job boards and other media, interacting with social media, and allowing for prospective applicants to apply directly via the ATS. 2.Performance Details Period of Performance One (1) base year with four (4) option years for a total potential performance period of five (5) years, pending the option years are exercised. Contract Type This will be awarded as a firm-fixed price contract. Place of Performance_ Access to the ATS will be VHA system-wide and browser-based, making it possible for users to access the system in a secure manner within and outside the VA firewall. The primary place of performance shall be the Contractor's facility. There may be minimal travel for performance of this contract, if needed to set up the system. Travel that occurs without written pre-approval will NOT be reimbursed. The contractor MUST use Section 0. Attachment - Travel Authorization Request for travel pre-approval. Other documents or e-mails will NOT be accepted as pre-approval. Travel - Minimal travel may be required to establish foundation for implementation of the Applicant Tracking System. Key Personnel - The contractor shall assign a single individual to serve as the primary program manager to support this project. Any changes of key personnel shall require the Contracting Officer's approval. 3.Overview of Required Services and Features a.Installation/Adaption - Selected vendor will be required to work with VA IT/IS staff to ensure the ATS complies with VA security policies. No installation will be required as the product desired will operate from within the contactor's environment with data housed in a secure "cloud" environment. b.Access - Web-based platform with secure measures to ensure integrity of information and software c.Centralized Database - a single accessible, secure database with ability to search on a wide variety of fields and keywords and modify fields to meet VHA needs i.Specific search criteria will include ability to search for candidates by zip code within a 100 mile radius, occupations, citizenship, specialty, etc.) ii.Fields such as specialties, medical doctors, nurses, state, etc., will be included in the form of drop-down menus for standardization purposes d.Task and To-do List - manage, track, and assign recruiting tasks by date, importance, or subject. e.Management Reports - provide extensive menu of auto-generated reports to provide recruiters and management with information such as sourcing medium analysis, recruiter activity (number of searches/candidates working), time to hire, interviews per hire, cost per hire, opportunity status, and candidate status. f.Importing and Exporting - ability to: i.Initial import existing data from current ATS into new system. Current ATS is a MSSQL database, with exportable formats including CSV, Excel, or database views. ii.Parse new CVs and resumes, importing vital information into ATS database in PDF, Excel, Word, etc. iii.Parse/Import leads received from sources such as LinkedIn, HEALTHeCAREERS, PracticeLink and MDJobSite and other job boards into database iv.Allow for on-line application, by which candidates enter their information directly into the ATS database v.Data migration of leads from purchased lists and other sources to be mapped and migrated directly into ATS from lists g.Communication & Marketing - ability to: i.Make progress notes about clients, opportunities, and candidates ii.Email directly from ATS iii.Email reports generated by ATS directly from ATS iv.Record all Emails sent from ATS and link those to specific candidate or opportunity for which Email applies v.Perform mail merge functions and allow for storing and using letter and Email templates vi.Perform broadcast/bulk Emails based on mailing lists based on search criteria defined by user vii.Push opportunity information out to various job boards and other media used to advertise openings and interface with social media both for sending marketing and opportunity information out as well as providing a portal through which users of social media can apply directly into the ATS. viii.Custom links to job boards on advertising sites which VHA currently holds advertising slots in collaboration with outside vendors. h.Budget Planning & Expense Tracking - Provide means by which to track and link all recruitment and procurement expenses to clients, opportunities, and candidates i.Customization - Provide multiple options for customizing reports, ATS fields, and other outputs such as interview and reference questions. The ability to integrate into other existing VHA systems like WebHR, HR Smart is highly desired. j.Training - Provide initial training for all users and any additional training that might be required as part of major updates or changes to the software and, provide supporting documentation such as user manuals and reference guides. k.Helpdesk Support-Be able to support VHA with the technology implementation and ongoing helpdesk support. l.Users - Number of users should be unlimited. 4.Specific Mandatory Tasks Task 1Intent of Task: The contractor shall use industry best-in-practice methods of delivering an Applicant Tracking System (ATS) for use nationwide to support the health care recruitment efforts of the VHA National Recruitment Program. Contract Line Items (CLINS) Task Task Name Task Description 0001Task 1Initial Import of Data from Existing ATSThe Contractor shall, in collaboration with VHA Healthcare Talent Management (HTM), provide an initial import of existing data from current ATS into new system. Current ATS is a MSSQL database, with exportable formats including CSV, Excel, or database views and containing approximately 17,000 candidates. The import is due no later than 30 calendar days after receiving the data. Subtask 1.1Data Clean-up Before ImportCollaborate with current ATS administrator staff on data clean-up needs and provide any streamlined data clean-up necessary before importing candidates into the new system to ensure candidates are properly transferred. This is due no later than 30 calendar days after receiving data in importable format. Subtask 1.2Develop Initial Customized Fields as Needed to Meet VHA specific data tracking needsThe contractor shall add additional custom fields to allow accurate data tracking, as necessary, after comparing existing ATS fields with contractor system. Examples of custom fields may include "Veteran status", "citizenship" and other fields relevant to government hiring. A complete list of all fields desired will be provided by VHA when a contractor is selected and comparison can be made between the existing system and the contractor's existing fields. This is due no later than 30 calendar days after receiving listing of needed fields from VHA COR. Task 2Intent of Task: Access for VHA users to Contractor's Applicant Tracking System and ability to track new candidates for health care recruitment. TaskTask NameTask Description 0002Task 2Provide ATS User AccessContractor shall provide access to VHA users (1 VHA license with unlimited user access) to add and track candidates in Contractor's functional health care Applicant Tracking System, allowing VHA recruiters to track candidates through the recruitment process. VHA should be able to add future users on an as needed basis. This is due within 10 days of submission from VHA of initial approved user list. Task 3Intent of Task: The Contractor shall provide ongoing help desk support for VHA ATS users. Task Task NameTask Description 0003Task 3Help Desk SupportThe Contractor shall provide help desk support to VHA users of the Contractor ATS to ensure consistent access and answer technical and user questions during regular business hours 8:00 am EST through 7:30 pm EST. Subtask 3.1After Hours Tech SupportContractor shall provide technical support by phone outside regular business hours for systemic issues with functionality of ATS affecting user access. Subtask 3.2Product UpdatesContractor shall provide VHA with all systemic product updates during the duration of the contract. Task 4Intent of Task: To provide training for users. TaskTask NameTask Description 0004Task 4Online Training for System UsersThe Contractor shall provide online training for the initial VHA-approved user group with a demonstration of ATS system functions. Subtask 4.1"Train-the-Trainer" Online SessionsContractor shall provide a detailed online training session for VHA administrators which will prepare those administrators to train future VHA users on the health care Applicant Tracking System. 5.Specific Requirements Function Categories (Modules) are outlined below, along with required features for each. a.Client Module - provide ability to manage VISN (Regional networks) and site (individual medical centers and clinics within a VISN) relationships and groups opportunities linked to each VISN and site. i.Add, edit, delete or search for an existing client ii.Add multiple contact methods: phone, fax, pager, cell, emails, mail, etc. iii.Manage clients status along with linked opportunities b.Opportunity Module - enable user to document an in-depth, consultative opportunity analysis, including the following: iv.Add, edit, delete, duplicate or find an existing opportunity v.Add opportunity specific details such as financial package, benefits, and candidate parameters vi.Add practice specific details vii.Add area specific details such as facility and community profiles viii.Add consultative details such as the demand analysis ix.Manage the entire procurement process (what sourcing mediums will be used and at what cost) x.Create reusable facility and community profiles for use with other opportunities xi.View all candidates referred for each opportunity xii.Create printable reports including: overview summary, all opportunity details and referred candidate lists xiii.Match opportunities to candidates - ability to search for candidates, match opportunities to candidates, and then link the opportunities to those candidates. 1.Results should prioritize candidates matched, by strength of match based on a percentage of best compatibility between what is required by opportunity and what candidate has indicated they desire (geographical preferences, etc.) c.Candidate Module (Leads Database) - a comprehensive database, including ongoing change of status, notes, correspondence, and uploading of documentation to include the following: xiv.Candidates are able to externally create profile or login in with industry preferred accounts (i.e. Facebook, LinkedIn) xv.Search jobs in vacareers.va.gov and save profile into ATS system for future use xvi.Candidate will be able to check job application status across pre-determined milestones xvii.Add, edit, delete or search existing candidates, have semantic search abilities xviii.CV parsing and uploading xix.Add education, training, and practice experience xx.Add health care certifications, licensing, and malpractice details xxi.Add detailed personal information such as family names, interests, and occupations xxii.Conduct multiple candidate and reference interviews saving all answers online xxiii.Link to top background and licensing verification sites and saving all results online xxiv.Add and manage candidate notes and related correspondence, including the ability to Email directly from the ATS and saving such correspondence as part of the candidate record xxv.View and modify candidate status xxvi.Create printable reports including: summary overview and all candidate details and status xxvii.Track candidates interactions and communicate with candidates; show activity taken with each candidate including document uploads, opportunities associated with the candidate xxviii.Share candidates through shared recruiter inbox and with hiring officials. xxix.Administrators are able to see and manage workloads d.Job Posting/Apply Online - Feature by which opportunities created within ATS may be automatically posted to a website accessible by candidates (such as VACareers, etc.), allowing recruiter to maintain control over which opportunities and what information is viewable and allows for responding candidates to apply on-line, populating the ATS with their information and attaching CV and other documents to include: xxx.Detailed facility and practice details drawn from information previously entered in the Client and Opportunity module xxxi.Toggle on/off which fields should be viewable online (compensation, bonuses, etc.) xxxii.Links to related community and facility websites xxxiii.Graphics (facility and area pictures) and logo xxxiv.Ability for candidates to apply online and attach CVs in a variety of formats xxxv.Provide resume/CV parsing ability, by which information from resumes and CVs uploaded into the candidate module, populate appropriate data fields and create/update lead records. e.Task Module - Allow user to assign tasks within ATS with the ability to: xxxvi.Create, edit and delete tasks xxxvii.Track tasks by any criteria xxxviii.Assign tasks to other individuals in user group xxxix.Provide interface to allow for adding or editing tasks, including assigner, assignee, priority, start date, due date, completed date, percentage complete and status xl.Add task notes f.Marketing Module - Plan, expense, and track marketing activities associated both with specific opportunities as well as strategic campaigns and events, such as conferences, job fairs, and global advertising. xli.Integrate social medium platforms into lead sources. xlii.Historical reporting of lead sources. xliii.Manage recruiting campaigns from databases; customize number of recipients, and save templates for future use. xliv.The ability to send surveys to candidates, applicants, hiring officials with the ability to integrate responses into the system.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/ISC/OISC/VA70115Q0071/listing.html)
 

Document(s)

Attachment
 

File Name: VA701-15-Q-0071 VA701-15-Q-0071.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1828277&FileName=VA701-15-Q-0071-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1828277&FileName=VA701-15-Q-0071-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN03623264-W 20150125/150123234523-d9cbe178bdb6e5848925abf8384d0d90 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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