REQUEST FOR PROPOSAL FOR

APPLICANT TRACKING SYSTEM (ATS)/ RECRUITMENT & SELECTION TOOL

INTRODUCTION

Trade & Development Bank (TDB) is a specialized African multilateral financial

institution serving most of Eastern and Southern Africa to enhance regional integration
efforts by providing capital to viable businesses in the region.

In pursuit of its vision of becoming “A world class African financial institution advancing
the economic development, integration and prosperity of the region” and with a view
to enhancing operational efficiency and effectiveness, TDB seeks to engage the
services of a software vendor to implement an Applicant Tracking
System/Recruitment & Selection Tool.

The scope of services would include supply of software licenses and configuration of
required functionality.

The Terms of Reference including Project Scope are as set out in this document and
the attached appendix.

2. TERMS OF REFERENCE
2.1 OBJECTIVE

In line with the its growth strategy, the Bank intends to deploy an Applicant Tracking
System (ATS)/ Recruitment and Selection tool to enhance its recruitment process by
providing better candidate experience, achieving efficiencies, and facilitating
improved collaboration among all stakeholders involved in the hiring process.

2.2 DELIVERABLES

The selected vendor will be required to:

• Supply software licenses for the ATS/Recruitment and Selection Tool
• Implement functionality as set out in Appendix I “Functionality Specifications”
(attached);
• Undertake knowledge transfer to relevant Bank personnel for effective use,
management and support of the software.

2.3 PROJECT TIMELINES

The Project duration will be based on the vendor’s assessment of the requirements set
out herein, however, in the Bank’s estimation, this should not exceed three months.

3. PROPOSAL

Based on the above, invitations are made to submit separate technical and financial
proposals.

The technical proposal, submitted in a separate email, clearly marked ‘Application

Tracking System (ATS)/Recruitment and Selection Tool – Technical Proposal’, should
include:
(i) Company profile;
(ii) A list of reference clients (minimum three) for whom similar implementations
have been undertaken in the past three years;
 (iii) CVs of the vendor’s Project team to be used for the engagement;
(iv) Responses to the specifications set out in Appendix I;
(v) The proposed implementation methodology/approach;
(vi) Project Plan indicating the level of effort (in man-days) and project timeline
covering the entire cycle; amongst others, it should include time that will be
required to compile detailed requirements information on the related
processes, workflows and procedures that the Bank follows/would follow in
usage of the functionality.

The financial proposal, submitted in a separate email, clearly marked ‘Application

Tracking System (ATS)/Recruitment and Selection Tool – Financial Proposal’, should
detail:
(i) Software license costs: these should be detailed enough to enable the Bank to
select its preferred licensing model;
(ii) Implementation/consultancy fees and other costs payable by the Bank.
The engagement would be FIXED-PRICE and the total amount quoted must be
inclusive of any reimbursable costs (for which a detailed breakdown should be
documented indicating the assumptions made).

Proposals should be submitted by close of business (5:30pm Nairobi time) on

14th August 2019 and addressed to procurement@tdbgroup.org

For inquiries email ATS_RFP@tdbgroup.org

 APPENDIX I
FUNCTIONALITY SPECIFICATIONS
The specifications below are intended to enable the Bank to make an informed
choice about the software in terms of how adequately it meets requirements.

Please respond to each question. Keep answers simple but comprehensive.

Section 1: Hiring Process and Integrations

General Response

Describe functionality that the system

provides to help structure the hiring
process; and in reasonable detail describe
automated workflows that the system
provides around the entire process

Please describe in detail the process of

posting a job with the system.

The system should enable the Bank to

communicate with candidates

System must provide a searchable

candidate database

Describe bulk actions for candidate profiles

that can be taken in the system

System must offer candidate assessment

functionality and management of
candidate profiles (including sorting on
criteria such as internal and external
applications)

System must have ability to flag candidates

(e.g. ‘red flag’ who should not be hired for
specific reasons)
System must provide for upload of resumes
(indicate the formats that are available)

Describe how the system can help the

Bank to manage and increase referrals

Can the Bank send offer letters via the

system? Does the system support an offer
letter approval process?

Can we promote job ads on social media?

Can we add multimedia to job postings?

Can we connect the system with the

careers page?

Integrations

System must be able to integrate with the

Bank’s on-premise SAP HCM/HRIS module;
it should also allow for custom integrations
with other systems that may be identified
during the detailed requirements gathering
phase of the implementation

How many job boards (free and paid) does

the system integrate with?
Provide a list of the integrated job boards
for the Bank to review

System should allow for posting of jobs to a

job board the system does not integrate
with and still allow for candidate
management.

System must integrate with LinkedIn

Does it integrate with employee/

background checking services?

What other solutions/ software does the

system integrate with?
Section 2: Candidate and User-Experience

User experience

A Hiring Manager must be able to check the

status of their open jobs

Does the system allow for multiple hiring

managers for each role?

Please describe how the system facilitates

collaboration between hiring team members.

System must capture duplicate candidate

profiles

Can the system help in searching for new

candidates online?

System must sync with calendars and allow for

scheduling of interviews

System must offer mobile app version (Android,

iOS)

Does the system offer new hire onboarding

capabilities? Please specify.

Does the system provide multi-lingual

capabilities? (Bank’s official languages are
English, French and Portuguese. Confirm

Candidate experience

The application forms must be optimized for

mobile devices.

System must provide job (and other) alerts to

candidates

Can candidates apply without uploading their

resume?

Can candidates store their resume and view

 their applications in the system?

Does the software offer an electronic signature

service for candidates?

Section 3: Data-Migration, Post-Implementation and Sustainability

Data Migration

Implementation Project plan should provide for

migration of data from existing systems/sources

Post-implementation

Describe the scope and mechanism of support

services you offer after implementation (costs, if
any, should be indicated in the Financial
Proposal); and include a sample Service-Level
Agreement

List any training material or resources you offer

that are always accessible

Sustainability

How often is the system upgraded/down for

planned maintenance?

What kind of training is provided when new

features are added?

Section 4: Security and Data Protection

The system should provide different levels of

access for internal (and external) hiring team
members dependent on their role in the process.

System must provide Single Sign-On for internal

users
 System must provide audit trails including tracking
of any data changes

Indicate the security standards/ certifications that

are in place (and provide evidence of the same).
Also mention the system’s built-in security
provisions.

Being a cloud-based solution, what security audits

do you as the provider do and how often?

How do you protect personal data stored in the

system from breaches, losses etc.? Please provide
an overview of the safe-guards you have
implemented.

How does the system support compliance with

GDPR (and other data protection/privacy)
requirements?

How would the system help us grant candidate

requests about accessing, rectifying or deleting
data?

Section 5: Reporting & Analytics

What reports, analytics and dashboards does the

system offer?

In what ways can we classify reports (e.g. by role,

department, open/closed vacancy)?

How would the system’s reports help us improve

our hiring?

The system should support custom reporting

How does the system help us survey candidates

and report on their experiences with our hiring
process?
Section 6: Vendor Information & Licensing Options

Product and services

System should be cloud-based

Indicate the strengths of the system/software

over similar solutions

Describe the software licensing plans/options,

without indicating specific prices (as these
should be mentioned in the Financial Proposal
only);
Indicate which features, if any, are licensing
plan-dependent

Without indicating specific prices, which license

plan would you propose to TDB, and why?

Growth and Vision

Describe the company’s approach toward the

future of the usage of technology in recruiting

At a high-level, provide any plans you may

have to improve the product or services in the
next year

Unique Value Proposition

Describe any unique value proposition that the software and/or the company offer
over and above meeting the requirements indicated above: