DATE:
July 18, 2023
TO:
Mayor and City Council Members
FROM:
Rachel Molina, City Manager
BY:
Casey Brooksher, Assistant City Manager
Rita Perez, Deputy Human Resources/Risk Management Director SUBJECT:
Consideration of Contract with NEOGOV Human Resources Management Software
RECOMMENDED ACTION
It is recommended that the City Council authorize the City Manager to enter into a five-year agreement with NEOGOV in an amount not-to-exceed $216,052, to provide human resources management software.
BACKGROUND
The Human Resources Division (HR) is responsible for employee recruitment, retention, and staff development. Additionally, HR facilitates and ensures that the City’s actions on employer-employee relations are in accordance with Federal and State regulations, adminsters the Memorandum of Understanding (MOU) with the Teamsters Local 1932, and oversees the salaries, benefits, and related policies for non-represented employee groups.
HR currently accomplishes these tasks through manual processes that consist of using Excel tracking sheets and Word documents. To enhance the efficiencies of the HR Division, the Fiscal Year 2023-24 Budget includes funding to identify software to streamline the City’s recruitment processes and to provide additional essential human resource tools.
ISSUES/ANALYSIS
Staff has reviewed NEOGOV’s Human Resources Management Suite (HR software) and determined that its offerings will best fit the City’s needs. NEOGOV provides a suite of business solutions that the City can incorporate to enhance processes and increase efficiencies including, but not limited to, e-forms, position control, on-boarding and performance evaluations. Municipal clients throughout the country and locally include: City of Victorville, City of San Bernardino, City of Rialto, City of Fontana, City of Colton, City of Loma Linda, City of Rancho Cucamonga, and City of Redlands.
Additionally, with the implementation of NEOGOV, the City will gain access to GovernmentJobs.com, which is geared toward attracting applicants interested in working for governments. The GovernmentJobs.com site offers candidates with a mobile-friendly interface and, through the NEOGOV agreement, the City would be provided with unlimited job postings, thereby increasing the City’s outreach to potential candidates.
The following is brief listing of the modules that would be included with the software.
Insight
Insight is the applicant management platform that integrates with GovernmentJobs.com. This module will manage job descriptions and salary range tables. The module will provide relevant recruiting analytics to help make informed business decisions, including benchmarking, and time-to-hire data. Finally, this module provides an “Attract”, a Candidate Relationship Management tool (CRM) that allows to better capture candidate leads, manage relationships, automate communications, and measure recruiting data.
Onboard
Onboard will directly integrate Insight, allowing the automation of the hiring process and meet compliance requirements, thereby reducing the time to hire.
Perform
Perform centralizes and manages evaluations. This module will assist supervisors with providing timely evaluations, as well as provide management reports on evaluation metrics.
Learn
This module will promote employee training, while eliminating the administrative burden of managing multiple employee training programs. This module allows access to a database with over 1,500 courses geared towards the public sector.
Implementation of the NEOGOV suite, if approved is anticipated to start by October 1, 2023 and be operational within 15 weeks. The following is the proposed implementation schedule:
Pre-Implementation – 1 week
System Configuration – 8 to 10 weeks
Go Live – 2 to 4 weeks
FISCAL IMPACT
The total five-year cost of services is $216,052. Further, the FY 2023-24 software cost is $18,423 with implementation cost of $13,400 for a total cost $31,823. NEOGOV is offering the City an incentive to enter into a five-year contract; this incentive is a reduction from the normal software base rate of $46,057. The following table details the annual cost and incentive benefit:
Fiscal
Year
Software
Cost
Installation
Cost
Total
Amount
Notes
FY 2023-24
$18,423
$13,400
$31,823
60% Reduction Incentive on Software*
FY 2024-25
32,240
0 32,240
30% Reduction Incentive on Software*
FY 2025-26
48,360
0 48,360
Base Price for FY 2025-26
FY 2026-27
50,663
0 50,663
5% Annual Increase
FY 2027-28
52,966
0 52,966
5% Annual Increase
Total
$202,652
$13,400
$216,052
*Note – FY 2023-24 60% software reduction and FY 2024-25 30% software reduction is based on FY 2023-24 base rate of $46,057.
The FY 2023-24 Budget includes $33,000 for implementation of the software. If approved, the contract amounts will be included in the future annual budgets.
ALTERNATIVE(S)
Provide alternative direction to staff.
ATTACHMENT(S)
None.
City of Hesperia STAFF REPORT City of Hesperia STAFF REPORT City of Hesperia
STAFF REPORT
City of Hesperia
STAFF REPORT
Staff Report to the Mayor and City Council Members
Consideration of Contract with NEOGOV Human Resources Management Software July 18, 2023