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Public Higher Education Bulletin

Illinois State University
RFP #SR101019

Request for Proposal: Position Management and Applicant Tracking Tool

This solicitation will not be awarded
Published Thursday October 17, 2019
An award will not be issued for this solicitation due to lack of competition. The University received five proposals of which only four were deemed non-responsive based upon State requirements. The University will post a new solicitation in the future.
This notice has been modified
Published Thursday October 3, 2019
Addendum 1 has been posted and includes responses to questions received.
This notice has been modified
Published Wednesday September 25, 2019
A reminder of State requirements has been posted as file:

SR101019_ StateRequirementsReminder

A BEP Vendor list has also been attached as:


This list represents Illinois State University's outreach efforts for this solicitation only. It is attached here for the convenience of potential bidders, not as an official or comprehensive list of BEP vendors that are capable of meeting the solicitation requirements. For the most current and official BEP resources, go to:
First published Wednesday, September 18, 2019
Sealed proposals will be accepted below until 2:00 PM, Thursday October 10, 2019:
At the following address:
Purchasing Office
Illinois State University at Uptown Crossing
1220 Campus Box
100 South Fell Avenue, Suite D
Normal, IL 61790
Illinois State University is seeking an employee position management and recruiting tool. The desired solution will provide the ability to submit, house, and update approximately 2,200 individual position descriptions. In addition, the platform should support our recruiting efforts for approximately 8,000 total full and part-time employees across approximately 225 departments. More than 500 managers/supervisors/employees will access the solution to review, edit, and approve position descriptions, and changes. They will also use the solution to review postings and employment applications (and supporting material). All aforementioned documents, descriptions, and recruiting efforts will need to be secure and adhere to federal and state statutes and legal requirements around data security, process and procedure, and accessibility. The product should also allow individuals to simultaneously hold multiple jobs in multiple departments.

The solution will provide employees and administrators with the ability to store information on their teams and staff, track progress of efforts to change or update documentation, and submit and edit documentation in a secure environment. Access and permissions in this framework should be separate and allow to configure users by role and department.

Applicants for employment should be able to easily identify positions that would be a match for employment, store and submit application materials (including larger files up to and in excess of 1.5GB), and track progress/status of application through push and/or pull notifications.

The solution should support multiple variations of the above processes, across multiple employment types, and support our current faculty/staff as well as applicants, knowing that last year alone, Illinois State University posted over 1,400 job opportunities (both on and off campus), with over 31,000 applicants applying to our positions.

The solution should natively support a bi-directional exchange of data with the University?s PeopleSoft HCM environment, as well as have the ability to easily integrate with background check vendor software and other employment-based applications. The solution may be on premise or hosted in the cloud, but it must meet all requirements set forth by the University?s Information Security Office and state and federal law.

Additional formats of these solicitation documents are available upon request from

For additional information, contact:
Stacy Brown
Purchasing Office
Illinois State University at Uptown Crossing
1220 Campus Box
100 South Fell Avenue, Suite D
Normal, IL 61790-1220
Phone: (309) 438-1946
FAX: (309) 438-5555
Chief Procurement Officer - Ben Bagby
State Purchasing Officer - Constance Ratliff
There is a BEP goal for this procurement. See solicitation documentation for details.

This transaction is subject to the State Board of Elections registration and certification requirements of Public Act 095-0971.

The State of Illinois has a policy to encourage prospective vendors to hire qualified veterans, minorities, females, persons with disabilities and ex-offenders.

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Specification Documents
  • SR101019_Addendum1.docx (40 KB)
  • SR101019_BEPVendorList.xlsx (39 KB)
  • SR101019_PositionManagementApplicantTracking.pdf (896 KB)
  • SR101019_StateRequirementsReminder.docx (23 KB)