Applicant Tracking and Employee Onboarding System

The City of Pasadena’s Human Resources Department is seeking proposals from qualified vendors to provide a comprehensive Applicant Tracking System (ATS) to support and enhance our recruitment and hiring processes. The system must offer improved functionality, user experience, and seamless integration capabilities with existing systems, such as background checks, and delivered to the City as Software-as-a-Service (SaaS).

Project Details

• Reference ID: 2026-RFP-0130
• Department: Human Resources Department
• Department Head: Tiffany Jacobs-Quinn (Director)

Important Dates

• Questions Due: 2026-04-28T21:00:00.000Z

Evaluation Criteria

• System Requirements (10 pts) —

  Points will be assigned based on Ease of Use; Mobile Capability/Support; Data Queries and Reporting; Support and Maintenance; Integration with existing systems; Training and Documentation; Software and Workflow Requirements.

• Product Demonstration (10 pts) —

  Points will be assigned based on how effectively and efficiently the product can fulfill the requirements in the SCOPE OF WORK. The demonstration will be scored based on it's ability to successfully demo a Script of agreed upon items including but not limited to: System overview; Menus; Features; System navigation; Customization capabilities; Reports; Security features; and Support.

• Proposed Solution (30 pts) —

  Points will be assigned for “Functional and Technical Merit” based on the capability of the proposer to satisfy the City requirements identified in the SCOPE OF WORK and as delineated. Points will be assigned for “Completeness of Proposed Solution” based on the vendor submitting a proposal that follows the guidelines specified in the SCOPE OF WORK.

• Company Staffing Assigned to the Project (10 pts) —

  Points will be assigned based on an implementation timeline and milestone plan in the form of a Gantt chart that includes but is not limited to dates for installation, training, project rollout, and payment milestones.

• Cost Proposal (30 pts) —

  Points will be assigned based on a “Ratio Method.” The proposer’s cost must include the delivery of the proposed solutions, as well as any recurring costs (if any) as delineated in the Scope of Work and the PRICE PROPOSAL.

  With this method, the proposal with the lowest cost receives the maximum points allowed. All other proposals receive a percentage of the points available based on their cost relationship to the lowest price. This is determined by applying the following formula:

  Lowest Price / Evaluated Price X maximum points available = Awarded Points

  Example: The cost for the lowest proposal is $100,000. The next lowest proposal has a cost of $125,000. The total points available for cost = 30 points.

  ( $100,000 / $125,000 ) X 30 = 24 points

• Proposed Schedule (10 pts) —

  Points will be assigned for the proposed schedule to complete the project. .

• Proposer’s Qualifications Criteria & Capability to Implement Project (15 pts) —

  Proposals will be scored on the following:

  1. The Proposer provides a detailed overview of Core Team organization, structure, firm experience, and key personnel that demonstrate expertise and capacity to both develop and operate the proposed Project.
  2. The Proposer includes an experienced development entity that can provide evidence of experience in predevelopment phase services (i.e. during an ENA period in which entitlement and environmental clearances are pursued, and ground lease agreements are negotiated) and then subsequent execution of ground lease agreements. 
  3. The Proposer includes an experienced development entity, and such disciplines as licensed architects, engineers, and planners. 
  4. The Proposer provides experience through a list of completed project examples similar to the scale of the Project Site. Examples of project experience should highlight, but are not limited to, the following: scale, design, new construction, entitlement effort, working with a public agency, working with community stakeholders, achievement of public benefits, on- time and on-budget project delivery (or satisfactory explanation where not on-time or on-budget), ground lease structure utilized, and experience with any other deal structures being proposed as part of the Proposer’s approach. 
  5. The Proposer demonstrates strong expertise and capacity in meaningfully engaging community stakeholders. 
  6. The Proposer has experience working successfully with local and state regulators. 
  7. Prior construction experience or other relevant experience to effectuate similar development projects. 
• Project Financing Strategy (15 pts) —

  Points will be awarded based on the following factors:

  1. The Proposer has clearly identified a reasonable financing structure for the overall Project Site that allows the City to ground lease the City Property to the Proposer.

  2. The reasonableness of the proposed Project Budget and assumptions of construction costs.

  3. Clarity of proposed financial structure and relative strength of proposed Core Team, partners and/or lending institutions identified to provide such funding or other support. 
  4. Experience and success in prior securing the proposed financing/funding sources. 

  5. The Project Pro Forma demonstrates financial feasibility and Proposer has identified proposed sources of funds to cover financial gaps. The Proposer clearly identifies the anticipated sources of proposed Project funding, in the predevelopment, construction and permanent financing phases. 
  6. The Applicant is proposing affordable housing beyond the minimum requirement outlined for the entire proposed Project. 
  7. Zero (0) points will be awarded in this category to any proposal with a financing strategy that requires City subsidy beyond the ground leasing of the City’s parcel and the City reserves the right to disqualify the Proposal entirely.
• Financial Capacity (20 pts) —

  Points will be awarded based on the following:

  1. The Proposer has experience managing large development projects (50 units or larger) and securing similar funding sources contemplated in the proposed Project, including in-depth knowledge and a high comfort level with ground lease structures. 
  2. The proposal evidences the Proposer’s ability to fund pre-construction activities immediately upon award of an ENA. 
  3. The Proposer clearly demonstrates ability to provide or obtain its proposed financing or other identified funding sources for the proposed Project. 
  4. The Proposer demonstrates strong relationships with financial institutions and there are no reported bankruptcies, histories of defaulting, or having non-performing loans that may negatively affect the proposed Project. Proposer has provided at least three (3) reference letters from previous lenders and/or equity providers. Proposer has provided preliminary evidence of interest from financial institutions and/or equity partners for the project. 
• Experience and References (30 pts) —

  Points will be assigned for “Experience with Projects of this Size and Scope in an Agency of Similar Size” based on a vendor’s previous experience with municipal agencies, as delineated in the SCOPE OF WORK, and CLIENT REFERENCES. Relevant experience, and technical expertise of the Consultant and sub-Consultants (if allowed) to perform the work. Points will be assigned based on references that named professionals are responsive to requests for analyses and information, have met or exceeded all performance expectations, and would be contracted with again. Nature and quality of completed work for other governmental agencies.

• Project Design/Concept & Narrative Description (20 pts) —

  Points will be awarded for projects that maximize the site potential and capitalize on the site constraints. This includes neighborhood continuity:

  1. The proposal provides architectural plans for the proposed Project, showing and labelling setbacks, easements, and key features of the design concept including sustainability, open space, and a demonstrated understanding of ADA requirements.
  2. The proposed design complements the surrounding community.
  3. The proposed design effectively supports the Proposer’s affordable housing mix and any proposed commercial tenant(s).
  4. Proposer demonstrates a viable strategy towards achieving its development concept with respect to affordable housing mix and proposed market-rate unit mix.
  5. The development schedule is realistic, phased appropriately, and evidences the Proposer’s grasp of the necessary elements of predevelopment and construction, including entitlements and permitting requirements.
  6. The development plan demonstrates an understanding of the site’s opportunities and constraints.
  7. Proposer provides a community outreach and engagement plan, that includes, but not limited to, team experience and meaningful approach across each stage of the process.
• Project Schedule (20 pts) —

  Points will be awarded if the project’s timeline is reasonable and project can move from predevelopment to construction quickly. Points will be awarded as follows for schedules deemed reasonable:

  1. Full points will be awarded to projects that anticipate beginning construction in less than 12 months from the execution of the Development Agreement 
  2. ## points will be awarded for projects that anticipate beginning construction between 13 and 24 months from execution of the Development Agreement
  3. ## points will be awarded for projects that anticipate beginning construction between 25 and 36 months from execution of the Development Agreement
  4. ## points will be awarded for projects that anticipate beginning construction between 37 and 48 months from the execution of the Development Agreement
  5. No points will be awarded for projects that anticipate beginning construction 49 months or after the execution of the Development Agreement.
• Local Pasadena Business (5 pts) —

  To be awarded a 5 point preference for this category, the proposer must have an official business address within the City of Pasadena at the time that this RFP is posted on the City’s Website.

• Small or Micro-Business (5 pts) —

  To be awarded a 5 point preference for this category, the proposer must be certified by the State of California as a small or micro-business. Refer to the State of California Department of General Services Division for further information. https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

Submission Requirements

• Acknowledgements
• Proposer Certification (required) —

  By submitting this bid the proposer hereby certifies under penalty of perjury of the laws of the State of California that all representations made in the documents that comprise the proposal for Applicant Tracking and Employee Onboarding System due on Friday, May 8, 2026 are true and correct to the best of my knowledge at the time of the proposal’s submission.

  By confirming, the vendor is acknowledges the following:

  • We have reviewed and agreed to all of the documents contained in this solicitation and understands that the City will not be responsible for any errors or omissions on the part of the vendor in making up this bid or proposal.
  • The representations herein are made under penalty of perjury.
  • We hereby offer to sell the City of Pasadena the materials, products, and/or services at the prices shown and under the terms and conditions included hereon or attached or referenced.
• CONTENTS OF PROPOSAL —

  The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than 50 grand total pages.

• Mandatory Content (required) —
  • Cover letter
  • Table of Contents
  • Required Certifications AND Forms (see items in this Checklist)
  • Technical Proposal
  • Price Proposal
  • Statement of Qualifications and/or Experience
  • Additional Data (if required)

  Subsequent to the closing of this solicitation, the selected vendor will be required to provide the following documents within 10 calendar days of being notified, otherwise the submitted proposal may be deemed non-responsive.

  • Request for Tax Payer Identification Number and Certification (IRS Form W-9)
  • Pasadena Business License (if required)
  • Any Required Licenses or Certifications

  • All Insurance Required by this Solicitation (If Required) #Insurance Requirements

• Additional Mandatory Content for Developments (required) —

  Proposers must provide a response for all requirements detailed in the Scope of Work and in the General Development Requirements.

  • Sources and Uses & Operating Pro Forma - in Price Proposal
  • Development Concept (Vision and Usage) - in Technical Proposal
  • Partnerships: Description of any additional partners - in Technical Proposal
  • Constraints & Assumptions - in Technical Proposal
  • Project Timeline - in Technical Proposal

   

• Cover Letter and Table of Contents (required) —

  Upload your Cover Letter and Table of Contents :

  “Cover Letter” shall be a maximum one-page letter including the name and address of the organization submitting the proposal; whether the proposing firm is an individual, partnership, corporation or joint venture; and the name, mailing/e-mail addresses, and telephone/fax numbers the contact person who will be authorized to make representations for the organization.

• Separate Technical Proposal Only - Proposal Submittal (required) —

  “TECHNICAL PROPOSAL” should demonstrate the PROPOSER’S full understanding of the SCOPE OF WORK and the effort needed to complete the Project on time and within the budget through the submittal of a proposed work plan including project deliverables (identify specifically and thoroughly for each portion of and phase). No pricing shall be included in this section.

  The TECHNICAL PROPOSAL shall include a proposed work schedule to indicate duration and completion dates, including the dates of Deliverables/Milestones and estimates of the amount of time to be spent with City Staff during each phase of the project.

  The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than a grand total of 50 combined.

• Separate Price Proposal Submittal: —

  PRICE PROPOSAL shall be submitted in this upload apart from the proposal. 

  Reference PRICE PROPOSAL.

  1. Specifies, at a minimum, the level of effort and hourly rate for Proposer’s key personnel/project position and a detailed breakdown of fees for each sub-consultant as an attachment.
  2. Estimated reimbursable cost schedules shall depict only those expenditures that are exclusive to and in support of the Project scope of services. The proposed estimated reimbursable cost schedule shall include a detailed listable of reimbursables.

  Each Proposer must submit a PRICE Proposal containing all costs associated with the technical proposal. Using the attached Price Proposal in this RFP, provide Proposer’s lump-sum price for performing all services and work called for in the SCOPE OF WORK. The Proposer’s lump-sum price shall include, without limitation:

  1. all designs, equipment, materials, labor, insurance and bond premiums, home office, jobsite, and other overhead, profit and services relating to the Proposer’s performance of its obligations under the Contract (including all work, equipment, materials, labor, and services provided by subcontractors and intellectual property rights necessary to perform the work);
  2. performance of each and every portion of the work
  3. all costs of obtaining Government approvals other than Government approvals that are the responsibility of the City of Pasadena;
  4. all costs of compliance with Government rules, except to the extent such compliance is the responsibility of the City of Pasadena;
  5. all taxes, duties, permits, and other fees or royalties incident to the performance of the SCOPE OF WORK;
  6. payment of all salaries, wages, benefits, and expenses of the Proposer’s employees;
  7. compensation for all risks, liabilities, and contingencies assigned to the Proposer; and
  8. all other costs needed or incurred to complete the Project.
  9. all ProForma Submission Requirements (if required)
• Additional Data (if necessary) —

  “Additional Data” shall include any other data the PROPOSER deems essential to the evaluation of the proposal, i.e., letter of reference, other related projects, etc., or other required documents.

  The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than a grand total of 50 combined.

• Preferences (if applied)
• Is your company currently certified with the State of California Department of General Services (DGS) as a Small or Micro Business? (required) —

  If this preference is applied to the solicitation, and your company is seeking this preference, you must provide a copy of the certification from DGS.

• Please upload a copy of your Current California DGS Certification (required)
• Is your company currently located within the boundary of the City of Pasadena? (required)
• Please upload a copy of your Company's Pasadena Business License (required)
• QUALIFICATIONS
• Copy of License or Certification (required) —

  Please upload a copy of your: TBD

• California Department of Industrial Relations Registration Verification (required) —

  Solely for the purpose of verification. Please enter your Public Works Contractor Registration Number. This will be verified against the state database for the Department of Industrial Relations Registration.

• Statement of Qualifications and/or Experience —

  The Statement of Qualifications should highlight your company’s most applicable products, services, and experience.

• FORMS —

  Please download, complete and submit any required forms below.

• AA1; AA2; AA3; SIGNATURE & LEGAL STATUS; AND DECLARATION OF NON-Collusion (required) —

  If your proposal does not include all of the below items, it may be deemed non-responsive.

  • Each PROPOSER must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless PROPOSER has an approved form on file with the City.
  • Form AA-2 is required to be submitted for projects involving labor or services in excess of $25,000.
  • Form AA-3 is Optional. (Copies attached)
  • A completed and signed "Declaration of Non-Collusion." (Copy attached)
  • SIGNATURE & LEGAL STATUS (Copy attached)

  • Evidence of certification by State of California as a small or micro-business, if claiming such preference – https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

• Taxpayer Protection Amendment Disclosure (required) —

  Please download the below documents, complete, and upload.

  ADDITIONAL REQUIREMENT

  For RFP/RFQ where the selected vendor/contract will require City Council approval (check with City project manager for clarification), the following requirement applies:

  • TAX PAYER PROTECTION ACT – PROPOSER SUBMITS A COPY OF THE COMPLETED TPA FORM TO THE CITY CLERK’S OFFICE

  E-MAIL: OfficialRecords-CityClerk@Cityofpasadena.net

• Conflict of Interest (required) —

  Please download the below documents, complete, and upload.

• Relevant Experience Form (required) —

  Complete and submit the attached Relevant Experience Form with your bid to demonstrate experience with projects of similar scope and size to that which is to be performed.

• Designated Representative (required) —

  Please download the below documents, complete, and upload.

• Consultant Listing —

  Please download the below documents, complete, and upload.

• Technical Questionnaire Form —

  This form is only required for the purchase of technology. If selected, proposers will be required to complete the Technical Questionnaire. When completing the questionnaire, please note:

  • Section 4.0 must be completed for externally hosted/SAAS applications; and
  • Section 5.0 must be completed for City hosted/on-premises software
• Data Security for Printers/Copiers/Scanners (required) —

  In order to comply with the section named “Data Security for Printers/Copiers/Scanners,” My company will:

• Federal Required Certification (required) —

  Please download the below documents, complete, and upload.

• Disclosure_of_Lobbying_Activities (required) —

  Please download the below documents, complete, and upload.

• Unique Entity Identifier (required) —

  Please download the below documents, complete, and upload.

• DISQUALIFICATION DISCLOSURE (required) —

  Please download the below documents, complete, and upload.

• PROOF OF AUTHORITY
• Proof of Authority - Identity Confirmation (required) —

  Please download the below documents, complete, and upload.

• Proof of Authority - Incumbency Certificate (required) —

  Please download the below documents, complete, and upload.

• Proof of Authority - Certificate of Secretary —

  Please download the below documents, complete, and upload.

• Proof of Authority - Resolution (required) —

  Please download the below documents, complete, and upload.

• HUD REQUIREMENTS
• HUD Federal Forms (under $200k) (required) —

  In addition to the items listed above, the following list is provided for the convenience of both you and the City and to help eliminate errors and omissions which may render your bid unacceptable. The following forms are required to be submitted with your bid: https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/HUD-Federal-Forms-under-200k.pdf?v=1674593673378

  HUD Federal Forms (under $200k)

  • Worker’s Compensation Certification
  • Federal Lobbyist Certification
  • Past Performance Certification
  • List of Proposed Subcontractors
• HUD Federal Forms (Over $200k) (required) —

  In addition to the items listed above, the following list is provided for the convenience of both you and the City and to help eliminate errors and omissions which may render your bid unacceptable. The following forms are required to be submitted with your bid: https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/HUD-Federal-Forms-over-200k.pdf?v=1674593673378

  HUD Federal Forms (Over $200k)

  • Worker’s Compensation Certification
  • Federal Lobbyist Certification
  • Past Performance Certification
  • List of Proposed Subcontractors
  • Section 3 Business Concern
  • Business Concern Affirmation
  • Notice of Section 3 Commitment
  • Section 3 Economic Opportunity Plan
• Active SAM Registration (required) —

  All vendors responding to this solicitation must provide a copy of their Active SAM Registration with their proposal.

• Funding
• How is this Procurement Funded? (required) —

  Select a general funding source

• Confirm requirements from the Grantor are Satisfied (required)
• Please include the full name of the funding agency (not the program): (required) —

  For Example: "Homeland Security"

• Amount of Award from HUD was: (required) —

  This amount is the dollar value of the award from HUD. Contact Housing if you have questions.

• Federal-Aid Project No. (required) —

  Do not erase the text below. Enter the number after the text that reads "FEDERAL-AID PROJECT NUMBER:"

• Additional Federal Attachments (required) —

  Below is a list of potential attachments that may or may not apply to your procurement.  Please review the attachments in the section named "Attachments" to ensure they are relevant and appropriate.

• Setup
• Include a Price Proposal? (required)
• Does this procurement include any of the following (check all that apply)
• Has DoIT approved your specifications? (required)
• Has BSFMD approved your specifications?
• Type of Technology Included (required) —

  Goods/Equipment, Services, SAAS, Printers, Copiers/Scanners)

• Has HR approved your Scope of Work, or Specification? (required)
• HR Compliance with AB 339 (When buying a service or labor) —

  If any of the following items apply, please contact HR (Jaime Arellano, jarellano@cityofpasadena.net; (626) 744-7301) for approval before you proceed.  DO NOT SUBMIT BEYOND THIS POINT UNTIL YOU HAVE OBTAINED APPROVAL FROM HUMAN RESOURCES.

• How many grand total pages should be included in the "Technical Proposal," the "Additional Data," and the "Statement of Qualifications" combined? (required)
• Are there any License or Certification Requirement? (required) —

  This particular question is to be answered for the company (or their subcontractors) not their employees.

• License or Certification Type: (required) —

  Please enter the specific License or Certification required to be eligible to compete on this solicitation. For example, "CPA - Certified Public Accountant."

• Is this a License from the State of California Licensing Board? (required)
• Does this procurement include buying a public work? (required) —

  State of California Definition: Construction, alteration, demolition, installation, or repair work done under contract and paid in whole or in part out of public funds. It can include preconstruction and post-construction activities related to a public works project.

• Is experience required to be eligible to compete on this solicitation? (required)
• Evaluation Criteria
• Select Evaluation Criteria to Include —

  Choose your evaluation factors. Below are example factors you can consider for your Evaluation Criteria. It is important that your actual evaluation of proposals is consistent with the factors and criteria you include in the RFP document. You will be able to add or edit any custom criteria along with the point values (using a 100-point-scale) while you are editing the Evaluation Section of this project.

• Contract Terms
• Base Contract Duration: How many years will be included for the base contract? (required)
• Optional Renewals: How many one-year optional contract renewals will be included with the contract? (required)
• Award Method? (required) —

  General definitions and parameters of each approach.

  • Award to the Winner: This is a traditional public procurement where the winning bid or proposal is selected based on the Lowest, Responsive and Responsible Bidder when using a Competitive Bid process; or the Highest Scored Proposal when using the Competitive Selection process.
  • Split Award: A “Split-Award” is designed to specify and distinguish separate Groups of awards based on separate specifications or Scopes of Work. A vendor can respond to any combination of the Groups provided they are responsive and responsible. Each Group is evaluated and awarded independently. Effectively, there could be a separate winner for each Group.
  • Back Up Vendor (RFPs Only): This method is intended to contract with a back up vendor in the event the winner is unable to fulfill the contract.
• UNIQUE INDUSTRY PROCUREMENT METHODS
• Soliciting Proposals from Developers (required) —

  Used for development projects typically by Housing or Economic Development.

• Select Unique Sections to Include
• Evaluation Criteria
• ENGINEERING ONLY: required to comply with AIA requirements? (required)