TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Diego Chavez, Administrative Services Director
PREPARED BY: Diane Kohanyi, Management Analyst - IT
SUBJECT:
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Agreement with NEOGOV
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RECOMMENDATION
recommendation
Approve a three-year agreement with GovernmentJobs.com, Inc. dba NEOGOV for Human Resources Management System Subscriptions in the amount not to exceed $179,313.70;
Authorize the exemption from bidding requirements; and
Authorize the City Manager to execute the necessary documents.
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PRIOR ACTION/VOTE
On September 21, 2021, the City Council adopted a resolution entering into an agreement with GovernmentJobs.com, inc. (dba NEOGOV) for insight enterprise, governmentjobs.com, perform, and onboard subscriptions (Vote: 5-0).
On May 17, 2022, the City Council approved an updated agreement to add the eForms module to the suite of services provided by NEOGOV (Vote: 5-0).
CITY COUNCIL GOAL
Maintain a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency.
BACKGROUND
The City of Murrieta (City) uses the NEOGOV Human Resources Management System (HRMS), which includes subscription services to GovernmentJobs.com, and the Insight, Perform, and Onboard modules. GovernmentJobs.com is an online recruiting system dedicated to advertising public sector employment opportunities. The Insight module is an applicant-tracking solution that automates the hiring process and meets compliance requirements. The Perform module allows supervisors to provide ongoing feedback to employees and document performance evaluations. The Onboard module streamlines the new hire Onboarding process with electronic paperwork capabilities, policy deployment, and training.
On October 1, 2015, the City entered into an agreement with NEOGOV for GovernmentJobs.com and Insight for $14,000. The agreement allows for automatic renewals every year for an additional 12-month term. On August 10, 2016, the City added the Onboard module for $4,812.50, and on May 10, 2017, added the Perform module for $9,000. The City has continued with auto-renewals, with the renewal of all four (4) modules costing $29,775.12 for Fiscal Year 2020/21. On September 21, 2021, the City Council approved a three-year renewal agreement with NEOGOV, which is set to expire on September 30, 2024.
In May 2022, the City Council approved an update to the Agreement to add a subscription for eForm Services to the suite of services provided by NEOGOV. eForms allows HR Staff to be more efficient and empowers employees to self-initiate processes and track statuses to completion. The cost for eForms for Fiscal Year 2023/24 was $24,773.00, bringing the total updated agreement costs to $57,660.07.
Murrieta Municipal Code Section 3.08.280(l) allows exceptions for the acquisition of information technology software and related services in a competitive process. Staff recommends entering into a three-year agreement with NEOGOV to continue services and avoid disruption. If the City stops using NEOGOV services, it will need to either switch to a different HRMS for handling recruitments and performance evaluations or return to a manual paper process. This change would be an extended effort requiring significant staff time and would impact the City's established processes.
FISCAL IMPACT
The total cost related to this agreement is $179,313.70 for three years. A budget appropriation of $19,857.25 is requested to establish an expenditure budget of $56,049.10 in account 7268340-62160 to cover Fiscal Year 2024/25 costs. The Information Services Fund (Fund 726) has ample Unassigned Fund Balance to support the increase in costs. The following years of the agreement will be budgeted through the upcoming Biennial Budget process.
ATTACHMENTS
1. NEOGOV Service Agreement
2. NEOGOV Order Form