Agenda

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Finance Committee

Meeting Date:	07/12/2022
FROM:	Bill Gallardo

Subject:

Authorization to Execute Contractual Services Agreement Between City of Brea and NEOGOV for Recruitment and Onboarding Software Services

RECOMMENDATION

Approve recommendation that the City Council execute contractual services agreement between the City of Brea and GovernmentJobs.com, Inc. (“NEOGOV”) and on behalf of itself and its subsidiaries PowerDMS, Inc., Cuehit, Inc., Ragnasoft LLC (D/B/A/ PlanIT Schedule), and Design PD, LLC (D/B/A Agency360). This new Human Resources Information Management software agreement would significantly improve the City’s recruitment and hiring process and allow for further efficiencies by creating an electronic onboarding process.

BACKGROUND/DISCUSSION

Currently, the City uses two internally developed Human Resources Management software application systems. The Personnel Applicant Tracking System (PATS) is currently used to facilitate online applications. This program is also used to track applicants throughout the hiring process and host all online job descriptions and salaries. There is a separate program known as InfoPath that is used to electronically capture notes during oral panel interviews, to display applicants’ job applications and to tabulate applicant ratings. These internal software programs were developed over fifteen (15) years ago. Although the systems have served the organization well, their limitation has become increasingly apparent as older technology has resulted in a number of issues with compatibility, operational efficiency, and integration with newer versions of other City programs and software systems.

NEOGOV is a comprehensive HRIS (Human Resources Information System) applicant tracking software, which will allow the Human Resources division to improve the recruitment and hiring process and facilitate efficiencies in the onboarding program. NEOGOV is a system which has been geared towards public and higher education sectors for hiring and onboarding. They are the market and technology leader in on-demand human resources software, which offers a more developed product than the current internally developed software application used for applicant tracking.

NEOGOV’s Human Resources software automates the entire hiring, onboarding, training and performance evaluation process. The NEOGOV suite supports organizations through the entire employee lifecycle. Human Resources is looking to use this software to automate the entire employee tracking and onboarding process. This software is the gold standard for all municipal Human Resources management software needs.

The Insight module is NEOGOV’s applicant tracking system which automates the hiring process. It has easy-to-use job application templates and an applicant self-service portal. With the integration on NEOGOV’s online job board, Governmentjobs.com, Insight will allow the City to broaden its reach by advertising to job seekers nationwide.

The onboarding module will allow the City to process hiring documents online for newly hired employees. This will enable new hires to become more productive from their first day on the job by streamlining new hire paperwork, processes and training. This will provide time savings by allowing the applicant to complete new-hire paperwork prior to starting work, and allow City staff to electronically process new-hire information.

NEOGOV currently has several additional modules, which would allow the City of Brea a future expansion to include the Perform module, which will track employee performance and automates annual and probationary evaluations. The City Council previously approved a decision package authorizing the City to purchase this software and appropriated funds in Fiscal Year 2021-22.

SUMMARY/FISCAL IMPACT

The cost of this software over a three-year contract averages $22,469 per year for a total cost of $67,407. The cost of the annual licensing fee for this software is $20,904 in the first year, $20,724 in year two and $25,780 in year three of the contract. Funding will be charged fifty (50) percent to the General Fund (110) and fifty (50) percent to the Risk Management Fund (470).

This agreement was approved by City Council during Fiscal Year 2021-22. This cost can be absorbed in the Human Resources Division General Fund (110) budget for FY 2022-23. No additional budget appropriation is needed at this time.

RESPECTFULLY SUBMITTED

William Gallardo, City Manager
Prepared by: Mario E. Maldonado, Human Resources Manager
Concurrence: Kristin Griffith, Administrative Services Director

Attachments
Agreement - NEOGOV
Contract Order Form