From
Lisa Norris
Title
Amendment Number 4 to the annual GovernmentJobs.com, Inc. (dba "NEOGOV") Applicant Tracking ("INSIGHT") solution to upgrade to the new "ONBOARD" solution in the pro-rated amount of $2,250 for the remainder of the existing contract period through May 31, 2016. Effective June 1, 2016 and, with annual renewal options thereafter, the annual fee of $9,000 for ONBOARD and $10,000 for INSIGHT shall apply, to total $19,000 annually for as long as the software solution is in the best interest of the City; annual renewals for such software licensing may continue to be authorized beyond the initial contract period by the City Manager so long as such fees do not increase by a cumulative amount of $50,000 of the current licensing fees, for all renewals combined, and that funding for such services are appropriated annually in the budget
Presenter
Lisa Norris, Human Resources Director
Recommended Action
Approve
Analysis
The City entered into an agreement with GovernmentJobs.com, Inc., "NEOGOV", on February 24, 2012 through May 31, 2013, with annual renewal options so long as the software solution was in the best interest of the city to provide Applicant Tracking. These fees included a basic onboarding solution for no additional cost, but which required separate implementation and was limited in capabilities. Human Resources implemented the Applicant Tracking Software but has not yet implemented the basic onboarding piece. The city executed renewals with NEOGOV in 2013, 2014 and 2015 which extends until May 31, 2016. In January 2016, NEOGOV implemented a major upgrade to their OnBoard solution which substantially increased efficiency, capabilities, and was more robust and user friendly. This would benefit our staff and applicants, so we are upgrading to this improved solution which has an associated licensing fee to implement as stated herein.
Under this amendment, we are proposing to modify the existing contract with NEOGOV through May 31, 2016 to amend the contract to include the pro-rated ONBOARD licensing upgrade fee of $2,250 to begin implementation. Then, the renewal period beginning June 1, 2016 will include the full upgrade licensing fee of $9,000 for ONBOARD and a reduced fee which NEOGOV offered of $10,000 for the INSIGHT license, which will renew annually so long as this software solution remains in the best interest of the city. Since costs will now exceed $50,000 if we continue to renew, we wanted to bring this before the Finance and Government sub-committee and Council for authorization. Finance and Government will be briefed on this item on April 4, 2016, the same day as the council item is on consent.
Financial Consideration
Our current contract is budgeted and included in the Information Technology budget for $11,000 annually. The increase in licensing fees for the pro-rated $2,250 for the remainder of this contract period, and the $9,000 due on June 1, 2016 for the renewal year (to total $11,250) will be paid from Human Resources General Fund, 211010-61570 (Recruitment). The current budget in this line item is $15,000. While this increase may put us over that line item's budget, we have savings in Unemployment in the General Fund which will more than cover this new cost. Information Technology Fund will pay for renewals beginning June 1, 2017 as a licensing maintenance fee.