SR 03-08-2022 3G
City Council
Report
City Council Meeting: March 8, 2022
Agenda Item: 3.G
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To: Mayor and City Council
From: Lori Gentles, Chief People Officer, Human Resources Department
Subject: Approval of Reinstatement and Third Modification of Agreement with
Governmentjobs.com dba NEOGOV for Legally Required Job Applicant
Tracking Software, Remote Testing Integration, Job Posting Website, and
System Training
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a reinstatement and third modification of agreement #10257 with
Governmentjobs.com dba NEOGOV, to extend the term of the agreement for an
additional five years and increase the total compensation by $192,224, for the
continuation of job applicant tracking software, remote testing integration, job posting
website, and system training services. This recommended award is made as an
exception to the competitive bidding process pursuant to Santa Monica Municipal Code
Section 2.24.080(b). This will result in a reinstated and amended agreement for five
years with a new total amount not to exceed $357,293, with future year funding
contingent on Council budget approval.
Summary
Governmentjobs.com (doing business as NEOGOV) provides comprehensive applicant
tracking software (Insight) used by the Human Resources Department for daily hiring
operations. NEOGOV is tailored for public sector hiring, offering a more developed
product than generic applicant tracking systems currently on the market. Staff
recommends NEOGOV due to its ability to develop and maintain candidate eligibility
lists, manage the submission and approval of electronic position requisitions, and track
and notify applicants throughout the competitive selection process, and given its robust
reporting functionality, including legally required Equal Employment Opportunity
reporting. These features are essential to public sector hiring and the Civil Service
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process. Staff requests an exception to the competitive bidding process to execute a
reinstatement and third modification of the City’s current agreement with
Governmentjobs.com. The reinstatement and modification would extend the term of the
agreement for an additional five years and increase compensation by $192,224, for a
total not to exceed of $357,293.
Discussion
Governmentjobs.com is the only vendor with rights to host and support NEOGOV
Insight, making the applicant tracking system used by Human Resources exclusive to
this vendor. NEOGOV continues to lead the market for public sector applicant tracking
systems.
The Human Resources Department recommends extending the current agreement with
NEOGOV for an additional five years. The reinstatement is required since the previous
agreement term expired. Governmentjobs.com was selected through a competitive bid
process in 2004 and the City entered into a two-year original agreement. Following
expiration of the original term the Human Resources Department requested an
exception to the competitive bidding process, under the authority of the City Manager to
continue working with the vendor. On February 23, 2016, City Council approval was
received to execute an agreement with Governmentjobs.com in an amount not to
exceed $36,000 for two years, with three additional one-year renewal options, for a total
not to exceed of $93,305 for a five-year period.
December 18, 2018, City Council approved a first modification to this agreement to
explore contracting with Governmentjobs.com for new employee onboarding software
and performance evaluation software, resulting in an amended five-year agreement with
a new total amount not to exceed $165,069. However, it was subsequently determined
the City’s new Tyler Munis software provided the basic tracking abilities needed for
performance evaluations and the City did not contract for the additional performance
evaluation software. The City isn’t currently contracted with Governmentjobs.com for
employee onboarding software as Staff is exploring an alternative software option for
new employee onboarding that may better integrate with other City software systems.
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The NEOGOV Insight software is a web-based product tailored for the public sector and
automates the City’s hiring process from requisition to hire. The continuation of this
partnership allows for efficient online recruiting and applicant tracking, optional
integration of applicant testing services, and provides the City with the necessary
technical support for 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 the NEOGOV software.
Vendor Selection
NEOGOV has provided applicant tracking services to the Human Resources
Department since 2004 with an original two-year agreement, in an amount not to
exceed $55,000. Following the expiration 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 working with Governmentjobs.com,
as it is the only vendor with rights to host and support NEOGOV, making the applicant
tracking system used by Human Resources exclusive to this vendor. Continuing
payments to this vendor would exceed the previously authorized City Council authority
and therefore City Council approval is requested.
Past Council Actions
Meeting Date Description
02/23/2016
(Attachment A)
Authorization to execute a contractual services agreement with
Governmentjobs.com
12/18/2018
(Attachment B)
Authorization for modification to the agreement to provide
employee onboarding and performance management software
and extend the term of the agreement, subsequently completed in
two separate amendments.
Financial Impacts and Budget Actions
Staff seeks authority to extend the agreement term by five years and increase the
contract amount by $192,224, for a total not to exceed of $357,294. Future funding is
contingent upon Council approval and budget adoption.
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Contract/Agreement/Purchase Order Modification Request
Agreement #
Current
Authorized
Amount
FY 2021-22
Budget
Modified
Request
Amount
Future Year
Modified
Request Amount
Dept/CIP Account # Total Revised
Contract Amount
10257 $165,069 $22,284 $169,940 01130004-
552010 $357,293
Prepared By: Mark Brower, Deputy Director
Approved
Forwarded to Council
Attachments:
A. Original Agreement
B. First Modification
C. Second Modification
D. NEOGOV Oaks Initiative 2022
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3.G.aPacket Pg. 395Attachment: Original Agreement (4937 : Reinstatement and Third Modification with Governmentjobs.com dba NeoGOV)
3.G.aPacket Pg. 396Attachment: Original Agreement (4937 : Reinstatement and Third Modification with Governmentjobs.com dba NeoGOV)
3.G.aPacket Pg. 397Attachment: Original Agreement (4937 : Reinstatement and Third Modification with Governmentjobs.com dba NeoGOV)
3.G.aPacket Pg. 398Attachment: Original Agreement (4937 : Reinstatement and Third Modification with Governmentjobs.com dba NeoGOV)
3.G.aPacket Pg. 399Attachment: Original Agreement (4937 : Reinstatement and Third Modification with Governmentjobs.com dba NeoGOV)
3.G.aPacket Pg. 400Attachment: Original Agreement (4937 : Reinstatement and Third Modification with Governmentjobs.com dba NeoGOV)
3.G.aPacket Pg. 401Attachment: Original Agreement (4937 : Reinstatement and Third Modification with Governmentjobs.com dba NeoGOV)
3.G.aPacket Pg. 402Attachment: Original Agreement (4937 : Reinstatement and Third Modification with Governmentjobs.com dba NeoGOV)
3.G.aPacket Pg. 403Attachment: Original Agreement (4937 : Reinstatement and Third Modification with Governmentjobs.com dba NeoGOV)
3.G.aPacket Pg. 404Attachment: Original Agreement (4937 : Reinstatement and Third Modification with Governmentjobs.com dba NeoGOV)
3.G.aPacket Pg. 405Attachment: Original Agreement (4937 : Reinstatement and Third Modification with Governmentjobs.com dba NeoGOV)
3.G.bPacket Pg. 406Attachment: First Modification (4937 : Reinstatement and Third Modification with Governmentjobs.com dba NeoGOV)
3.G.bPacket Pg. 407Attachment: First Modification (4937 : Reinstatement and Third Modification with Governmentjobs.com dba NeoGOV)
3.G.bPacket Pg. 408Attachment: First Modification (4937 : Reinstatement and Third Modification with Governmentjobs.com dba NeoGOV)
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SECOND MODIFICATION OF AGREEMENT NO. 10257 (CCS)
This Second Modification of Agreement Number 10257 (CCS) (“Second Modifica-
tion”), entered into as of _________________(“Execution Date”), by and between the
City of Santa Monica, a municipal corporation (“City”), and Governmentjobs.com
dba NEOGOV (“NEOGOV”) is made with reference to the following:
RECITALS
A. On or about May 12, 2016, the City and NEOGOV entered into Agreement
Number 10257 (CCS) for job applicant tracking software services, through the In-
sight Enterprise Software License Subscription (“Original Agreement”).
B. On or about June 4, 2018, the City and NEOGOV entered into a First Modifica-
tion of Agreement Number 10257 (CCS) (“First Modification”) to extend the con-
tract term and increase the contract value. The Original Agreement and First
Modification may be referred to collectively herein as “the Agreement.”
C. The City and NEOGOV desire to modify the Agreement to extend the contract
term, include additional services to be performed by NEOGOV, and increase the
contract price to pay for those additional services.
TERMS AND CONDITIONS
Now, therefore, the undersigned parties do hereby mutually agree to modify the Agree-
ment as follows:
1. Section 1 of the Agreement entitled “Term” shall be deleted in its entirety and re-
placed with the following paragraph:
Term. This Agreement begins on the Execution Date and terminates
on May 12, 2021, unless terminated earlier as set forth in the Original
Agreement or extended by the parties in writing.
2. Section 2 of the Agreement entitled “NEOGOV Services” shall be modified by
adding the following paragraph:
Additional Services. NEOGOV will perform all of the additional ser-
vices (“Additional Services”) described in Exhibit A-2, Scope of Ser-
vices. NEOGOV will complete the Additional Services in accordance
with Exhibit B-2, Budget.
3. Section 4 of the Agreement entitled “Compensation” shall be modified by adding
the following sentences:
The City will compensate NEOGOV for the Additional Services in an
amount not to exceed $71,634, as set forth in Exhibit B-2. The total
compensation for services pursuant to the Original Agreement, the
First Modification, and this Second Modification shall not exceed
$165,069.
DocuSign Envelope ID: E6ADC891-E685-4440-B1B3-9F047F099F6C
4/2/2019
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Packet Pg. 409 Attachment: Second Modification (4937 : Reinstatement and Third Modification with Governmentjobs.com dba NeoGOV)
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4. Exhibit A-2 and Exhibit B-2 attached hereto are incorporated herein by this refer-
ence.
5. Except as expressly modified by this Second Modification, all other terms and con-
ditions of the Agreement shall be and remain in full force and effect.
IN WITNESS WHEREOF, the parties have executed this Second Modification as of
the date and year first written above.
ATTEST:
______________________________
DENISE ANDERSON-WARREN
City Clerk
APPROVED AS TO FORM:
______________________________
LANE DILG
City Attorney
CITY OF SANTA MONICA,
a municipal corporation
By: ______________________________
RICK COLE
City Manager
ABC Corporation
#VENDOR
By: _______________________________
DocuSign Envelope ID: E6ADC891-E685-4440-B1B3-9F047F099F6C
City Attorney
3/25/2019
Lane Dilg
John Closs
Controller
NEOGOV
3/25/2019
Rick Cole
City Manager
4/2/2019
Denise Anderson-Warren
City Clerk
4/4/2019
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Packet Pg. 410 Attachment: Second Modification (4937 : Reinstatement and Third Modification with Governmentjobs.com dba NeoGOV)
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Exhibit A-2
Scope of Services
Two annual renewal terms for Insight Enterprise Software License:
Term
5/13/2019-5/12/2020
5/13/2020-5/12/2021
One-time set up and two annual renewals of Onboard (ON) Subscription License.
Statement of Work
1.0 Onboard (ON)
Onboard (ON) is designed to facilitate the onboarding process for new hires. As de-
scribed below, NEOGOV maintains standard forms as part of the annual subscription.
A subscription to Onboard (ON) will include the following functionality:
Electronic Employee File
Federal I9 and W4 forms
Task Manager
Employee data upload
Build your own Onboarding forms*
*Onboard (ON) includes Federal I9 standard forms that are updated annually and Fed-
eral W4 forms updated every 2-4 years. Additional forms or form maintenance is availa-
ble from NEOGOV at the following cost.
Background forms $295 per form
Dynamic Forms $195 per form
Updates to existing forms $200 an hour
2.0 NEOGOV Integrations
NEOGOV offers Standard Integrations as well as platform APIs for third party system
integration(s). A subscription to Standard Integrations includes the following:
Conduct project scope, review integration plan, discuss timeline, and set schedule for
required meetings
Annual maintenance by NEOGOV
Note: NEOGOV APIs are to be configured directly by the City using NEOGOV docu-
mentation. If required, professional services may be included by NEOGOV to help de-
fine and validate scope, business requirements, timelines, and associated costs (if appli-
cable).
DocuSign Envelope ID: E6ADC891-E685-4440-B1B3-9F047F099F6C 3.G.c
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Setup and Implementation
The following activities will be conducted as a part of the Services:
The City to review the project kick-off tutorial for information on the project time-
line, deliverables, and establish project expectations.
NEOGOV will work with City staff to understand the existing processes as well as
other workforce business practices where applicable.
NEOGOV will establish the City’s production environment.
All NEOGOV products will be implemented off-site. Customer may integrate
NEOGOV solutions with other systems using standard NEOGOV integration tools,
web services and/or flat files. The specifications and scope must be defined prior to
agreeing to a timeline or price.
Following NEOGOV product rollout, NEOGOV and the City will conduct two post
go-live conference call(s) (if scheduled) to ensure that the rollout was completed suc-
cessfully and that any production questions are addressed promptly.
Training
NEOGOV training is available online (web-based, pre-built, content).
NEOGOV’s pre-built, online training consists of a series of web courses as well as a
series of hands-on exercise designed to introduce the standard features and functions
and may be used as reference material by City staff following training to conduct day-
to-day activities. The pre-built, online training includes exercises that are designed to
be flexible enough to allow staff led training sessions internally to introduce user-spe-
cific requirements and processes for staff to learn the system as closely as possible to
actual processes after go-live.
Annual Recurring Fees:
The City shall pay all annual recurring Fees (including for any NEOGOV Integra-
tions) for the Initial Term within 30 days of the date of contract execution.
Setup and Implementation Fees:
The City shall pay all Setup and Implementation Fees within 30 days of the date of
contract execution.
Training Fees:
Customer shall pay all training Fees within 30 days of the date of contract execution.
DocuSign Envelope ID: E6ADC891-E685-4440-B1B3-9F047F099F6C 3.G.c
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Exhibit B-2
Budget
The City will compensate NEOGOV for two annual renewal terms of Insight
Enterprise Software License.
Term Renewal Amount
5/13/2019-5/12/2020 $19,832.50
5/13/2020-5/12/2021 $19,832.50
The City will compensate NEOGOV for one time set-up and two annual renewals of
Onboard (ON)
Initial Term:
ON one time setup: and prorated term: 4/1/19 – 6/30/19
ON Annual Term 2: 7/1/19 – 6/30/20
ON Prorated Term 3: 7/1/20 – 5/12/21
Line Description1 ON Prorated Term
(4/1/19 – 6/30/19)
Non-Recurring
Fees
1. Onboard (ON) Subscription $6,300.00
2. Setup and Implementation $5,000.00
3 Standard Online Training (Cost waived if onsite train-
ing option is selected)
Waived
4. 4 Days of Consecutive Onsite Training/System Setup NA $10,000.00
5. NEOGOV Integrations Subscription & Setup Not Included Not Included
Sub Total: $6,300.00 $15,000.00
Total Due Now: $21,300.00
Line Description1 Onboard Annual Term
(7/1/19 – 6/30/20)
1. Onboard (ON) Subscription $25,200.00
Line Description1 Onboard Prorated Term
Fee2
(7/1/20 – 5/12/21)
1. Onboard (ON) Subscription $22,050.00
DocuSign Envelope ID: E6ADC891-E685-4440-B1B3-9F047F099F6C 3.G.c
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CITY OF SANTA MONICA
OAKS INITIATIVE 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 benefits 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: Governmentjobs.com Inc. (D/B/A NEOGOV)
Name(s) of trustees, directors, partners, and officers:
Shane Evangelist, CEO Stephen Koo, CFO
Name(s) of persons with more than a 10% equity, participation, or revenue
interest: N/A No individual person with over 10% ownership.
Prepared by: ____________________________Title: __________________________
Signature: ______________________________________ Date: ________________
Email: ____________________________________ Phone: ____________________
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit # ___________________________
Michael Burns Accounting Director
3/3/2022
Renewals@neogov.net 888-636-4681
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Packet Pg. 414 Attachment: NEOGOV Oaks Initiative 2022 [Revision 1] (4937 : Reinstatement and Third Modification with Governmentjobs.com dba NeoGOV)