Finance and Management Committee
September 22, 2026
AGENDA REPORT
TO: Elizabeth Lake FROM: Mary Hao
Interim City Administrator Director of Human
Resources Management
SUBJECT: Authorization to Enter Into a
Cooperative Agreement with NeoGov
for Human Resources Information
Systems (HRIS) Subscription
Services
DATE: June 22, 2026
City Administrator Approval Date:
RECOMMENDATION
Staff Recommends (1) That The City Administrator Or Designee To Enter Into A Cooperative Contract Agreement With Governmentjobs.com, Inc., DBA NEOGOV (NEOGOV), For Human Resources Information Systems (HRIS) Subscription Services For A Two-Year Period, Starting July 1, 2026, Through June 30, 2028, In An Amount Not To exceed One Million, Seventy-Seven Thousand, Five Hundred Forty-Seven Dollars And Ninety-Eight Cents ($1,077,547.98), And (2) Waiving The Competitive Multiple Step Solicitation Process And The Local/Small Business Enterprise Requirements
EXECUTIVE SUMMARY
The City of Oaklands Human Resources Management (HRM) Department recruits, develops and maintains the talented and diverse workforce that serves the Oakland community. The department is responsible for the administration of competitive civil service processes, labor and employee relations, citywide employee training and development, risk management systems, and employee health benefits.
HRM relies on the NeoGov online platform for an all-in-one, software as a service (SaaS), system for recruitment and the onboarding of new employees. The NeoGov platform has brought efficiencies, assisting us in reaching talent, and obtaining data metrics. For calendar year 2025, NeoGov system reports indicate that there were 16,021 applications submitted, an average of 76 applications received per job announcement, and 7,634 candidates deemed eligible for employment across 181 job postings.
This data is derived directly from NeoGov system reports and are presented for illustrative purposes only. The figures may differ from official staffing reports due to differences in reporting parameters and data methodologies.
Elizabeth Lake (Sep 10, 2026 12:44:36 PDT) Sep 10, 2026 Elizabeth Lake, Interim City Administrator
Subject: Authorization to Enter Into An Agreement With NeoGov Date: June 22, 2026 Page 2
Finance and Management Committee
September 22, 2026
Staff recommends maintaining the sixteen existing subscriptions:
Insight Subscription
Onboard Subscription
eForms Subscription
Perform Subscription
Learn Subscription
Attract Subscription
Vetted Subscription
Biddle TestGenius Proctoring
Biddle Online TestGenius Subscription
Biddle Online CritiCall Subscription
Position Control Integration
New Hire Export Subscription (ON)
Employee Import Subscription
Class Specification Import Subscription
Single Sign-On Subscription
Candidate Text Messaging Subscription
The proposed resolution would allow the City Administrator to enter into a cooperative agreement with NeoGov, through the Region 14 Education Service Center (ESC) in Abilene, Texas.
The mid-cycle budget also included funding for the implementation of the NeoGov Vetted and NeoGov Attract modules, which are expected to be implemented over approximately six months and will further enhance the City's ability to proactively engage candidates and streamline preemployment screening and hiring processes.
Elizabeth Lake, Interim City Administrator
Subject: Authorization to Enter Into An Agreement With NeoGov Date: June 22, 2026 Page 3
Finance and Management Committee
September 22, 2026
BACKGROUND / LEGISLATIVE HISTORY
The Department of Finances Purchasing Division Policy No. PP-204080, dated August 20, 2015, established the procedure to use Cooperative Piggyback Contracts, when advantageous to the City.
Section 2.04.080 of the OMC allows the City Administrator to purchase supplies or services through legal contracts/cooperative agreements of other governmental jurisdictions or public agencies that were awarded pursuant to an appropriate competitive process.
OMC 2.04.080 sets no limit on the size of cooperative agreements that may be entered into by the City Administrator. The proposed recommendations would align practices for existing cooperative agreements with OMC 2.04.030 which authorized the City Administrator and the City Council to enter into cooperative purchase agreement contracts that exceed $250,000 in value.
The existing Procurement contract between the Region 14 Education Service Center (ESC) and NeoGov, (Attachment A), presents an opportunity for the City of Oakland to piggyback. This contract was bid out competitively, and NeoGov was deemed the most qualified vendor. Since 2011, the City has incrementally expanded its use of NeoGov from an online recruitment platform into an integrated talent management system that supports the entire employee lifecycle, including recruitment, onboarding, training, performance management, and digital workflow automation.
The City of Oakland has utilized NeoGovs Insight software for recruitment and testing functions since March 15, 2011, enacted by Resolution No. 83273 C.M.S. (Attachment B). This resolution waived the requirements for advertising, bidding, and requesting for proposal. The Insight module allowed the City to transition to online job announcements, accepting applications, and efficiently evaluating candidates qualifications. It has greatly improved recruitment efficiencies by reducing administrative processing, increasing accessibility for applicants, and supporting the timely identification of qualified and diverse candidates.
The HRM Department added the Onboard module on October 28, 2019, which enabled new hires to remotely complete required paperwork, read important policies, access important information/resources, and learn about the City of Oakland. This functionality has standardized onboarding processes across departments, improved the new employee experience, and significantly reduced administrative workload through automation and system integration. In 2021, the Onboard module was integrated with the Oracle system, significantly reducing data entry and saving staff time. Additionally, the Insight and Onboard modules have allowed the City to more efficiently fill vacancies and onboard staff.
On December 1, 2020, City Council enacted Resolution No. 88394 (Attachment C). This resolution waived the requirements for advertising, bidding, and request for proposal and adding Perform and Learn modules which allowed for employee performance appraisals to be completed online and stored in NeoGov, and for the Citys training library to be stored in NeoGov. These modules centralized employee training and performance management Elizabeth Lake, Interim City Administrator
Subject: Authorization to Enter Into An Agreement With NeoGov Date: June 22, 2026 Page 4
Finance and Management Committee
September 22, 2026
processes, improved access to learning opportunities, and created electronic records that support compliance, reporting, and workforce development initiatives.
In September 2023, the Single Sign-On (SSO), Candidate Text Messaging, Position Control Integration and Class Specification Integration modules were added. The SSO allows employees to securely login to NeoGov with a single username and password. Candidate Text Messaging allows HRM to notify candidates of important steps in the hiring process. Similarly, hiring managers within departments can easily reach candidates to provide timely updates on hiring processes. The Position Control and Class Specification Integration are essential for migrating the data between NeoGov and Oracle; minimizing staff time and potential data entry errors.
In May 2025, Employee Import Subscription and New Hire Export Subscription (ON) were added. These subscriptions are essential for sharing employee data between Oracle and NeoGov, reducing the need for manual data entry and capturing all employee changes to positions and reporting structures.
In March 2026, the eForm module was added. eForms is a digital document and workflow management tool designed to eliminate paper-based processes by digitizing documents, automating distribution and routing, and utilizing eSignatures. eForms is still in its implementation phase but is expected to help reduce the time it takes to distribute forms and obtain the necessary signatures for approval. The goal is to reduce time and the possibility of forms/files being misrouted or misplaced. Further, it will reduce the potential of error for manual filling and incorrect or duplicate data entry. The implementation of eForms represents the next phase of the City's digital transformation efforts by replacing manual, paper-based processes with secure, automated workflows.
Through the mid-cycle budget process for FY 2026-2027, the City received funding to implement two additional NeoGov modules: Attract and Vetted. Attract is a candidate relationship management solution that enables the City to build talent pipelines, communicate with prospective applicants, and engage candidates before vacancies occur. Vetted is a background investigation management solution designed to support sworn recruitments that require extensive background investigations. The module provides centralized tracking, communication, and reporting capabilities that improve transparency and visibility into candidate progress throughout the background process. Implementation of both modules is anticipated to begin following approval of this agreement, execution of the contract, and it is expected to take approximately six months to implement.
Collectively, these subscriptions have transformed NeoGov into a mission-critical enterprise platform that supports the City's ability to recruit, hire, onboard, train, and manage its workforce.
The integrated nature of the system has reduced administrative burden, improved data integrity and reporting capabilities, enhanced the employee experience, and increased operational efficiencies across departments. Continued access to these subscriptions is necessary to maintain these efficiencies and avoid reverting to fragmented and largely manual processes.
Elizabeth Lake, Interim City Administrator
Subject: Authorization to Enter Into An Agreement With NeoGov Date: June 22, 2026 Page 5
Finance and Management Committee
September 22, 2026
ANALYSIS AND POLICY ALTERNATIVES
HRM requests City Council approval to enter into a two-year contract agreement with NeoGov to maintain the sixteen current modules software, and waive the requirements for advertising, bidding, and request for proposal.
NeoGov is focused on the public sector and their primary customers are government agencies and educational institutions. While there are limited competitors, there are none that can seamlessly integrate into HRMs existing systems, including Biddle and Oracle.
Table 1 below provides a breakdown of the cost of the NeoGov services, by year, over two years.
Table 1: NeoGov Modules and Services Annual Breakdown
Proposed Two Year Agreement
Module Annual Fee
Year 1
Annual Fee
Year 2
New Hire Export Subscription (ON) $4,128.61 $4,355.68
Biddle Test Genius Proctoring $27,604.80 $29,123.06
Biddle Online Test Genius
Subscription
$10,493.69 $11,070.84
Single Sign On Subscription $1,627.01 $1,716.50
Perform $71,977.34 $75,936.09
Biddle Online CritiCall Subscription $10,865.51 $11,463.11 Insight $49,409.16 $52,126.66
Candidate Text Messaging
Subscription
$3,692.15 $3,950.60
Onboard $61,552.34 $64,937.72
Class Spec Import Subscription $2,944.85 $3,106.82
Learn $91,171.49 $96,185.92
Employee Import Subscription $3,402.47 $3,589.61
Position Control Integration $4,726.27 $4,986.21
E-forms $69,318.72 $73,131.25
Attract $39,036.90 $47,401.95
Attract Setup $15,881.00
Vetted $49,128.10 $59,655.55
Vetted Setup $17,850.00
Total $534,810.41 $542,737.57
Elizabeth Lake, Interim City Administrator
Subject: Authorization to Enter Into An Agreement With NeoGov Date: June 22, 2026 Page 6
Finance and Management Committee
September 22, 2026
RELATED PLANNING EFFORTS
This agenda item supports the Strategic Priority to Optimize Workforce Management. This item is not specifically related to a task identified in the Strategic Plan. Staff is bringing forth this item to maintain continuity of HR information systems services that support recruitment, onboarding, training, and performance management efficiencies. Staff will include this item in the next biannual update to Council on the Strategic Plan.
FISCAL IMPACT
The two-year contract with NeoGov will cost approximately $1,077,547.98 over the life of the contract. The NeoGov system saves considerable staff time, provides meaningful workforce data, and eliminates many manual processes. Ongoing funding for this project is allocated each fiscal year utilizing Internal Services Funds (ISF). Funding for year 1 has been included in the FY 2026-27 Midcycle Adopted Budget in Org 05211 (Employment and Classification) Fund 4510 (Personnel Management), Project 1007412 (HRM Software). Year 2 funding is contingent on FY 2027-29 Biennial Budget approval.
Table 1: Project Funding Sources
Fund Source Organization Account Project Program Amount 4510
Personnel
Management
05211
Employment
Operations
55214 OnLine
Database
Service
100741
HRM
Software
IP61
Human
Resource
Management
$1,077,547.98
Total
Project:
1,077,547.98
Total
Ongoing:
1,077,547.98
PUBLIC OUTREACH / INTEREST
No outreach was deemed necessary for the proposed policy action beyond the standard City Council agenda noticing procedures because this action involves the renewal of internal software subscription services for the City's Human Resources Management Department and does not directly impact members of the public or the community at large.
COORDINATION
Development of this report was coordinated with internal staff in the Human Resources Management Department.
Elizabeth Lake, Interim City Administrator
Subject: Authorization to Enter Into An Agreement With NeoGov Date: June 22, 2026 Page 7
Finance and Management Committee
September 22, 2026
PAST PERFORMANCE, EVALUATION AND FOLLOW-UP
The NeoGov platform has delivered significant efficiencies in the City's recruitment, onboarding, learning management, and employee performance evaluation processes. Designed specifically for the public sector, NeoGov's user-friendly recruiting tools integrate an online job board, applicant tracking system, and candidate relationship management platform into a single solution that supports more efficient, compliant, and transparent hiring practices.
As candidates transition from applicant to employee, NeoGov's onboarding module provides a centralized hub that automates onboarding paperwork and tasks while fostering engagement through a personalized self-service employee portal. This seamless transition reduces administrative burden and creates a more consistent and positive onboarding experience for new employees.
Once onboarded, employees utilize NeoGov Learn and NeoGov Perform to support their continued development and performance management. NeoGov Learn combines content creation, training tracking, and an extensive course content library in a single learning management solution. The platform provides access to a modern course catalog designed for the public sector, an intuitive course builder, and robust reporting tools for managers and administrators. By maintaining one centralized location for both mandatory compliance training and elective professional development, the City has improved transparency and established accurate, readily accessible training records.
Collectively, NeoGov has provided the City with an integrated, end-to-end talent management system that enables the City to advertise employment opportunities, onboard employees, deliver training, and manage performance evaluations through a unified platform. Additionally, NeoGov's automated workflows, comprehensive reporting capabilities, and data analytics equip Human Resources Management with the information necessary to monitor program effectiveness, ensure compliance, and make informed, data-driven decisions that support the City's workforce needs.
Building upon these successes, the mid-cycle budget included funding for the implementation of the NeoGov Attract and Vetted modules. These modules represent the next phase of the Citys investment in an integrated talent management system. Attract is expected to strengthen the City's ability to proactively engage prospective applicants, build talent pipelines, and enhance candidate communication throughout the recruitment process. Vetted is designed to support sworn recruitments that require extensive background investigations by providing a centralized system for tracking candidate progress and status throughout the background process. The module is expected to improve transparency and visibility for candidates and stakeholders by providing more consistent tracking, communication, and reporting capabilities. Following implementation, HRM will evaluate the effectiveness of these modules by monitoring utilization, process efficiencies, candidate engagement, and opportunities to further improve recruitment processes and the overall candidate experience.
Elizabeth Lake, Interim City Administrator
Subject: Authorization to Enter Into An Agreement With NeoGov Date: June 22, 2026 Page 8
Finance and Management Committee
September 22, 2026
RACE AND EQUITY
NeoGov's user-friendly and accessible platform broadens outreach to potential applicants and supports equitable access to employment opportunities by attracting a diverse and qualified candidate pool. Additionally, its standardized application and evaluation processes promote consistency and transparency throughout the employee lifecycle.
ACTION REQUESTED OF THE CITY COUNCIL
Staff Recommends That The City Council Adopt A Resolution Authorizing The City Administrator To Enter Into A Cooperative Contract Agreement With Governmentjobs.com, Inc., DBA NeoGov (NEOGOV) For Human Resources Information Systems (HRIS) Subscription For A Period Of Two Years Starting July 1, 2026 Through June 30, 2028 For An Amount Not To Exceed One Million, Seventy-Seven Thousand, Five Hundred Forty-Seven Dollars, And Ninety-Eight Cents ($1,077,547.98)
For questions regarding this report, please contact MARY HAO, DIRECTOR, HUMAN
RESOURCES MANAGEMENT DEPARTMENT
Respectfully submitted,
MARY HAO
Director, Human Resources Management
Department
Reviewed by:
Amber Lytle, Human Resources Manager
Prepared by:
Lara Williams, Administrative Services Manager
Personnel Administration
Attachments (3):
A. Region 14 Contract Agreement.159698_NeoGov
B. Oakland City Council Resolution No. 83273 C.M.S.
C. Oakland City Council Resolution No. 88394 C.M.S.