Applicant Tracking and Employee Onboarding System

The City of Pasadena’s Human Resources Department is soliciting proposals for a Software-as-a-Service (SaaS) Applicant Tracking System (ATS) designed to improve recruitment and hiring workflows. The system must enhance user experience, provide comprehensive functionality, and integrate seamlessly with existing platforms, including background check services. Vendors are required to deliver a full solution encompassing software, labor, materials, insurance, and risk management as outlined in a detailed Scope of Work. Proposals must include a technical plan, work schedule with milestones, and address compliance with applicable federal, state, and local regulations, including labor laws, equal opportunity mandates, and environmental procurement standards. Proposals will be evaluated on a trade-off basis considering five weighted factors: proposed solution (30%), cost proposal (30%), experience and references (30%), and local Pasadena business and small or micro-business certifications (each 5%). Cost evaluations use a ratio method favoring lowest-priced offers, while technical and experience factors assess functional merit and past performance with similar agencies. The contract requires compliance with labor statutes such as the Davis-Bacon Act, EO 11246 for nondiscrimination, and environmental mandates like EPA recovered materials procurement. Submission requires electronic delivery via the City’s portal by May 8, 2026, with specified formatting, page limits, and mandatory attachments including certifications, business licenses, insurance documents, and IRS forms. Payment administration is managed by the City Purchasing Division, though specific invoicing methods or contract type details are not identified. The award will favor the best overall value aligned with City needs rather than lowest price alone.