SR 12-18-2018 3S
City Council
Report
City Council Meeting: December 18, 2018
Agenda Item: 3.S
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To: Mayor and City Council
From: Christina Winting, Acting Director of Human Resources, Human Resources
Department
Subject: Modification to Agreement with NEOGOV, the City’s Onboarding and
Performance Management Software
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to agreement #10257 in the amount of $71,7634 with
Governmentjobs.com, Inc. dba NEOGOV, a California based company, for Human
Resources onboarding and performance management software. This recommended
award is made as an exception to the competitive bidding process pursuant to Section
2.24.080(b) and will result in an amended five-year agreement with a new total amount
not to exceed $165,069, with future year funding contingent on Council budget
approval.
Summary
The Human Resources Department is seeking to improve the employee on-boarding
and performance management experience and make the processes more efficient.
Staff requests an exception to the competitive process in order to execute a
modification to the City’s current agreement with Governmentjobs.com (doing business
as NEOGOV). The City currently uses NEOGOV to post available jobs and accept
applications online. The modification would incorporate two additional NEOGOV
modules that support employee onboarding and performance management. These
modules seamlessly integrate with the existing NEOGOV modules. Staff seeks
authorization to modify the agreement with NEOGOV to include these two new
modules, and budget for one-time set up costs as well as recurring costs on new and
existing NEOGOV modules, for a total amount not to exceed $165,069 over a 5-year
period. The original contract, executed in 2016, was for a term of two years, with three
additional one-year renewal options.
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Discussion
In 2004, Human Resources contracted with NEOGOV to procure Insight, our applicant
tracking system, which is used for hosting all open and promotional job openings with
the City of Santa Monica. Since then, the City has continued to use Insight for all job
applicant tracking. In 2017, at the direction of the City Manager, Human Resources
revamped the employee onboarding process to create a more interactive and
comprehensive experience for new hires.
NEOGOV Onboard was the identified software that could seamlessly integrate with the
NEOGOV Insight applicant tracking software and simplify the applicant experience
when applying to the City of Santa Monica. Once hired, applicants would be able to
complete all required onboarding paperwork online. In the interest of further developing
the onboarding experience, staff recommends the procurement of NEOGOV’s Onboard
to create a more seamless onboarding experience for new employees.
Performance management becomes the next step in the lifecycle of a new employee.
NEOGOV Perform allows the City to utilize the employee information from NEOGOV
Onboard to identify and track timelines for supervisors to complete performance
evaluations, replacing a manual system with an automated online workflow. In addition,
Perform provides reports and dashboards to assist supervisors with the identification of
areas for improvement and employee development. Perform provides Human
Resources the opportunity to redesign performance evaluations into an online system
that will improve the timeliness and meaningfulness of the employee performance
evaluation process Citywide for supervisors and their staff.
Past Council Actions
Meeting Date Description
02/23/2016
(Attachment A)
Authorization to execute a contractual services agreement with
Governmentjobs.com Attachment A
Financial Impacts and Budget Actions
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Staff seeks authority to increase the amount of the contract with NEOGOV for
onboarding and performance management software.
Contract Modification Request
Agreement #
Current
Authorized
Amount
Modified
Request
Amount
FY 2018-19 Budget
Account #
Total Revised
Contract
Amount
10257 $93,305 $71,764 01130002.529230 $165,069
The costs are divided between one time set up costs and licensing.
Description Ongoing Costs One-time Costs Total
Onboard Subscription License $23,310 $23,310
Onboard Setup and
implementation
$5,000 $5,000
Onsite Training/system setup $10,000 $10,000
Perform Subscription License $18,454 $18,454
Perform Setup and
implementation
$5,000 $5,000
Onsite Training/system setup $10,000 $10,000
TOTAL $41,764 $30,000 $71,764
Future year funding is contingent on Council budget approval.
Prepared By: Tatiana Morrison, Executive Administrative Assistant
Approved
Forwarded to Council
Attachments:
A. 2.23.16 ATTACHMENT A
B. 2017 OAKS INITIATIVE FORM-signed
City Council
Report
City Council Meeting: February 23, 2016
Agenda Item: 3.K
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To: Mayor and City Council
From: Donna Peter, Director, Human Resources Department
Subject: Authorization to execute a contractual services agreement with
Governmentjobs.com
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a contractual services agreement with Governmentjobs.com, Inc. dba
NEOGOV, a California-based company, for Human Resources’ applicant tracking
software, under an exception to competitive bidding, in an amount not to exceed
$36,000 for two years, with three additional one-year renewal option(s), each of which
are subject to a 3% annual increase, otherwise on the same terms and conditions for a
total amount not to exceed $93,305 over a five -year period, with future year funding
contingent on Council budget approval.
Executive Summary
NEOGOV is a comprehensive applicant tracking software used by the Human
Resources Department for daily hiring operations. NEOGOV is geared towards public
sector hiring and performance management, offering a more developed product than
the generic applicant tracking systems currently on the market. Staff recommends
NEOGOV for its candidate eligibility list formation, performance evaluation tracking,
electronic position requisition and approval, minimum qualifications screening and Equal
Employment Opportunity reporting. These features are essential to public sector hiring
and the Civil Service process.
Background
NEOGOV has provided applicant tracking services to the Human Resources
Department since 2004 when an original agreement was put in place for a term of two
years, in an amount not to exceed fifty-five thousand dollars ($55,000). Following the
termination of the original agreement, the Human Resources Department requested an
exception to the competitive bidding process, under the authority of the City Manager, to
continue authorized payments to the vendor. Justification for the se requests stated that
Governmentjobs.com is the only vendor with rights to host and support NEOGOV,
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making the applicant tracking system used by Human Resources exclusive to this
vendor. Continuing payments to this vendor would exceed the authority of the City
Manager and therefore City Council approval is requested.
Discussion
Today, NEOGOV continues to lead the market for public sector applicant tracking
systems. The Human Resources Department recommends a two-year agreement with
NEOGOV to receive critical software updates and support. This two-year agreement
will allow the City to determine if the new Enterprise Resource Planning System would
impact applicant tracking and offer another alternative.
Staff recommends NEOGOV to furnish and deliver/provide applicant tracking software
on a sole source basis. Governmentjobs.com was selected through a competitive bud
process in 2004 to provide online recruiting and applicant tracking. The NEOGOV
Insight software is a web based product tailored for the public sector; it automates the
City’s hiring process from requisition to hire. Each year, the Human Resources
Department renews a license subscription with Governmentjobs.com. The subscription
allows for Governmentjobs.com to continue to host the City’s online recruiting and
applicant tracking system and provides the City with the necessary support to minimize
the interruptions to the City’s recruitment processes. Since Governmentjobs.com is the
hosting company, there are no other vendors that have rights to provide training,
support and access to their NEOGOV software.
Vendor Selection
Governmentjobs.com is the sole vendor that can provide maintenance and support for
its software system and is therefore the exclusive vendor for NEOGOV pursuant to
Section 2.24.080(b) of the Municipal Code.
Financial Impacts and Budget Actions
The contract to be awarded to NEOGOV is for an amount not to exceed $93,305. Funds
are available in the FY 2015-16 budget in the Human Resources Department. The
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contract will be charged to account 01251.533580. Future year funding is contingent on
Council budget approval.
Prepared By: Donna Peter, Director
Approved
Forwarded to Council
Reference:
Agreement No. 10257
(CCS)
CITY OF SANTA MONICA
OAKS INITI ATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS
AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS,
OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known as
the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and
information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s
text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection. It
prohibits a public off icial from receiving, and a person or entity from conferring, specified
personal benef its or campaign advantages from a person or entity after the official votes,
or otherwise takes official action, to award a “public benefit” to that person or entity. The
prohibition applies within and outside of the geographical boundaries of Santa Monica.
All persons or entities applying or receiving public benefits from the City of Santa
Monica shall provide the names of trustees, directors, partners, and officers, and names
of persons with more than a 10% equity, participation or revenue interest. An exception
exists f or persons serving in those capacities as volunteers, without compensation, for
organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the
Internal Revenue Code. However, this exception does not apply if the organization is a
political committee or controls political committees. Examples of a “public benefit” include
public contracts to provide goods or services worth more than $25,000 or a land use
approval worth more than $25,000 over a 12-month period.
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an
entity, rather than an individual person, the information includes the name of every person
who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent
interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks
Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This
inf ormation must be updated and supplied every 12 months.
CITY OF SANTA MONICA
OAKS INITI ATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by
an entity, rather than an individual person, the information includes the name of every
person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten
percent interest in the entity.
Public benef its include:
1. Personal services contracts in excess of $25,000 over any 12-month period;
2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-
month period;
3. Purchase, sale or lease of real property to or from the City in excess of $25,000
over a 12- month period;
4. Non-competitive franchise awards with gross revenue of $50,000 or more in any
12-month period;
5. Land use variance, special use permit, or other exception to an established land
use plan, where the decision has a value in excess of $25,000;
6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-
month period; or
7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-
month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: ____________________________Title: __________________________
Signature: ______________________________________ Date: ________________
Email: ____________________________________ Phone: ____________________
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit # ___________________________
John Closs Controller
11/28/2018
accounting@neogov.com 310-426-6304
Governmentjobs.com, Inc, DBA NEOGOV
Shane Evangelist, Nicholas Smith Wang, Brian Chang
None
REFERENCE:
Modified Agreement
No. 10257
(CCS)