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Agenda Report
September 29, 2026
TO: hlonorable Mayor and City Council
FROM: Human Resources Department
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT WITH GOVERNMENTJOBS.COM INC DBA NEOGOV FOR AN ONLINEAPPLICANT TRACKING AND EMPLOYEE ONBOARDING SYSTEM FOR UP TO SEVEN YEARS FOR AN AMOUNT NOT-TO-EXCEED$961,876 RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed action in the agenda report is exempt from the California Public Resources Code Section 21065 and within the meaning of California Environmental Quality Act ("CEQA") Guidelines Section 15378(b); and
2. Authorize the City Manager to enter into a contract, as a result of a competitive selection process, as specified in Section 4.08.047 of the Pasadena MunicipalCode, with GovernmentJobs.com Inc DBA NEOGOVfor an online applicant tracking and employee onboarding system for a total amount not-to-exceed $589,579 over a five-year term, with two optional one-year extension periods that may be exercised concurrently, and a contingency of $87,443. The combined value of the optional extension periods is not-to-exceed $284,854, for a grandtotal not-to-exceed $961,876. Competitive bidding is not required pursuant to City Charter Section 1002(F), contracts for professional or unique services.
BACKGROUND:
The Human Resources Department is committed to ensuring the City has a modern online job applicant tracking and onboarding system that provides an efficient,streamlined, easy-to-use experience and fully integrates with our Human Resources/Payroll system. A comprehensive job applicant tracking and onboarding system is essential for providing applicants and new hires with clear guidance, timelycommunication, and a seamless transition into City service. This recommendation !
I
MEETING OF.
9/29/2026
AGENDA ITEM NO.
7 Contract with Governmentjobs.com Inc, DBA NEOGOV
September 29, 2026
strengthens the Human Resources Department's ability to support all departments citywide with tools that promote consistency, transparency, and timely hiring.
The City currently uses NEOGOV for online job applicant tracking and onboarding, asystem originally implemented through a competitive selection process in 2006. As the City's operational needs have grown and evolved, the Human Resources Department identified an opportunity to engage in a new multi-year contract that would expand thescope of services to include maintenance and support, as well as enhancements such as streamlining and automating the recruitment lifecycle, improving candidate andemployee communication, ensuring compliance with federal and state hiring regulationsand City policies, providing digital onboarding and offboarding workflows, offering robust reporting and analytics, and delivering seamless integrations with background check services and other internal systems.To ensure the City continues to receive the best value and to review what othersolutions exist in the marketplace, the Human Resources Department issued a Requestfor Proposals (RFP) on April 21, 2026, inviting all vendors to propose software solutionsto meet the City's requirements. The solicitation received 884 public views, 54 business downloads, and eight responses received by the submission deadline. The following is the list of respondents and their respective scoring:
Firm Name
Governmentjobs.com Inc., DBA NEOGOVCadient Talent
Infinite TalentPeopleScoutConcourse Tech Inc.
Avature Limited
MangoApps
Eightfold.ai
LocationEl Segundo, CA
Raleigh, NC
Rockville, MDTacoma, WANew York, NYNew York, NY
Issaquah, WA
Santa Clara, CA
Score
75.5865.6762.4758.5357.8351.5726.9825.38
Each of the submissions were evaluated on the overall strength of their respectiveproposals by a committee comprised of City staff from the hluman Resources Department and the Department of Information Technology. Specifically, the proposals were evaluated based on the following "Evaluation Criteria":
Proposed Solution (30%)
Experience and References (30%)
Cost Proposal (30%)
Local Pasadena Business (5°/
1. 2.3.4.
5. Small or Micro-Business (5%)
Contract with Governmentjobs.com Inc, DBA NEOGOV
September 29, 2026Page 3 of 4Based on the evaluation criteria and the comparative scoring of all submissions,NEOGOV emerged as the highest-scoring vendor, demonstrating superior alignment with the City's technical, operational, and strategic requirements. In addition to offering the most comprehensive and well-integrated solution, NEOGOV's proposal reflects a strong understanding of the City's current systems and future needs. For these reasons,staff recommends awarding a five-year contract with two one-year optional extensionsin an amount not to exceed $961,876 to NEOGOV. The annual costs for NEOGOV products are projected to rise by approximately 6.5% in the first year relative to currentpricing, and by approximately 5.5% each subsequent year. These increases areaccounted for within the total not-to-exceed contract cost over the entire term.
COUNCIL POLICY CONSIDERATION:
Approval of this contract with NEOGOV supports the City Council's strategic planninggoals to maintain fiscal responsibility and stability. The contract with the selected vendor includes "not-to-exceed" contract amounts.
ENVIRONMENTAL ANALYSIS:
The proposed action is not a "project" subject to the California Public Resources Code Section 21065 and within the meaning of California Environmental Quality Act ("CEQA")Guidelines Section 15378(b). The proposed action constitutes a continuingadministrative or organizational activity that will not result in a direct or reasonably foreseeable indirect physical change in the environment.
Contract with Governmentjobs.com Inc, DBA NEOGOV
September 29, 2026
FISCAL IMPACT:
The fiscal impact of the proposed contract is estimated to cost up to $961,876 over the next seven years, should all the optional extensions be exercised. Approximately $117,700 is expected to be spent in FY 2027 using existing appropriations. One hundred percent (100%) of the costs will impact the General Fund. Ongoing costs willbe absorbed within the annual operating budget of the Human Resources Department.
Respectfully Submitted,
TIFFANY JACOBS-QUINN
Human Resources Director
Prepared by:
^wU^f-fijLeMichael Paliwoda
Principal Human Resources Analyst
Approved by:
^\^Anh
^•^kMATTHEW ^/HAWKESWORTH
Interim City Manager
Attachments:
Attachment A - Scoring Summary of Ranked Proposals