Title
Recommendation to Authorize the City Manager to Execute a Four-Year Agreement for Online Applicant Tracking, Recruitment, and Onboarding Services with Governmentjobs.com Inc. (NEOGOV) in an Amount Not to Exceed$116,400. (Human Resources 2510)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
The Human Resources Department is recommending City Council approve the extension of its current agreement with Governmentjobs.com Inc. (NeoGov) for online applicant tracking, recruitment, and onboarding services. The NeoGov recruitment and applicant tracking systems have been in use the City of Alameda (City) since February 2017. The onboarding system was implemented in November 2019. These systems ensure the City is able to efficiently manage the recruitment and hiring process and fill its vacant positions while conforming to the City’s Civil Service Rules. In order to ensure these services remain available, Human Resource staff are now recommending the City move to a multiyear agreement.
BACKGROUND
In February 2017, the City’s Human Resources Department transitioned away from an outdated recruitment and applicant tracking system to a new online system by NeoGov. This new system allowed the City to automate many of its manual processes and to eliminate the use of paper applications, paper eligible lists, and internal paper forms. It also gave the City the ability to post open positions on www.governmentjobs.com, a widely used online job board for public sector positions.
In November 2019, the Human Resources Department implemented an additional online onboarding system to deliver and track new employee enrollment forms and notices. This new onboarding system has greatly reduced the use of paper forms required to bring a new employee into the organization and has helped reduce many manual processes.
DISCUSSION
Chapter 2-59.3(e) of the Alameda Municipal Code and the City’s purchasing policies require departments to seek City Council approval for professional or personal services contracts which exceed $75,000. The City has compensated NeoGov $62,000 for their services to date. In order to continue to use this service the Human Resources Department is seeking a four-year contract renewal with NeoGov for the services described above, paid on an annual basis, for a total contracted amount of$116,400.
ALTERNATIVES
1. Approve the total contracted amount requested by the Human Resources Department of $116,400 over four years so that the city can continue to use the NeoGov recruitment, applicant tracking, and onboarding systems.
2. Reject the current contract proposal and direct staff to propose a contract of shorter term.
FINANCIAL IMPACT
The Human Resources Department has budgeted for the ongoing cost of NeoGov systems since implementation in 2017. There are sufficient appropriations available in the Fiscal Year (FY) 2019-20 and FY 2020-21 to cover the annual cost under the agreement. Any compensation beyond FY 2020-21 will be subject to future appropriations approved by the City Council.
The annual agreement cost is detailed below:
|
Fiscal Year |
Total Compensation |
|
2019-2020 |
$27,800 |
|
2020-2021 |
$28,700 |
|
2021-2022 |
$29,500 |
|
2022-2023 |
$30,400 |
|
Total Ten Year Compensation |
$116,400 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is in conformance with the Alameda Municipal Code and all policy documents.
ENVIRONMENTAL REVIEW
This action is not a project under the California Environmental Quality Act (CEQA) pursuant to CEQA Guideline section 15378(b) (2) in that the action and the Agreement involves a continuing administrative or maintenance activity, and CEQA Guidelines section 15378 (b)(5), in that the Agreement involves an organizational or administrative activity of government that will not result in the direct or indirect physical change in the environment.
CLIMATE IMPACTS
The approval to extend the agreement will allow the City to continue to eliminate the use of paper and to maintain records electronically. There are no climate impacts associated with this recommendation.
RECOMMENDATION
Authorize the City Manager to execute a five year agreement with the option of five one year extensions for Online Applicant Tracking, Recruitment, and Onboarding Services with Governmentjobs.com Inc. (NEOGOV) in an amount not to exceed $116,400.
CITY MANAGER RECOMMENDATION
The City Manager recommends approval.
Respectfully submitted,
Nancy Bronstein, Human Resource Director
Financial Impact section reviewed,
Nancy Bronstein, Interim Finance Director
Exhibit:
1. Agreement