City Council
Report
City Council Meeting: December 17, 2024
Agenda Item: 5.W
1 of 4
To: Mayor and City Council
From: Dana Brown, Human Resources Director, Human Resources Department Subject: Approval of Modification to Agreement Between the City of Santa Monica and NEOGOV To Add NEOGOV'S Onboard Platform Service
Recommended Action
Staff recommends that the City Council
1. Adopt a finding that the proposed modification to the existing agreement between the City and Governmentjobs.com (dba NEOGOV) is not subject to CEQA because the proposed modification is not a “project” pursuant to Section 21065 of the CEQA Guidelines.
2. Adopt a finding that the proposed modification is not subject to CEQA because it is not a “project” pursuant to Section 15378(b) of the CEQA Guidelines.
3. Authorize the City Manager to negotiate and execute a fourth modification of agreement #10257 with NEOGOV, to provide Human Resources access to NEOGOV’s onboarding platform service, increase the contact price to pay for the additional service, and add provisions to the existing agreement pertaining to the protection of personal identifying information that is stored and maintained by NEGOV. This recommended award is made as an exception to the competitive bidding process pursuant to Santa Monica Municipal Code Section 2.24.250(b).
This will result in an amended agreement with a new total amount not-to-exceed $459,655, with future year funding contingent on Council budget approval.
Summary
NEOGOV has provided applicant tracking services to the City’s Human Resources Department since 2004. Since Governmentjobs.com (doing business as NEOGOV) is the hosting company, there are no other vendors that have the rights to provide training, support, and access to NEOGOV’s software. Pursuant to Santa Monica Municipal Code Section 2.24.250 (b), the proposed recommendation qualifies for an exception to the competitive selection process as competition does not reasonably exist given that only NEOGOV possesses the unique ability to meet the needs of the Human Resources 2 of 4
Department. NEOGOV provides cloud-based software solutions designed to help public sector organizations manage various HR functions. Their platform includes modules for recruitment, onboarding, performance management, learning management, and employee records management. NEOGOV is tailored to meet specific needs of governmental entities, ensuring they adhere to relevant regulations and best practices in public sector HR management. The Human Resources Department currently utilizes NEOGOV’s applicant tracking module for daily hiring operations. Staff seeks authorization to modify the City’s existing agreement with NEOGOV to add NEOGOV’s onboarding module service, increase the contract price to pay for the additional service, and include provisions pertaining to the protection of personal identifying information that is stored and maintained by NEOGOV. By strategically leveraging the NEOGOV Onboard platform, the Human Resources Department will be able to create a more efficient, engaging, and effective onboarding experience for new hires.
Discussion
In 2004 NEOGOV was selected through a competitive bid process to provide applicant tracking services for the City. Upon expiration of the original term, the Human Resources Department received the approval to continue utilizing the vendor as an exception to the competitive bidding process under the authority of the City Manager.
On February 23, 2016, City Council authorized an agreement with NEOGOV, under an exception to competitive bidding process, in an amount not to exceed $36,000 for two years, with three additional one-year renewal options, for a total not to exceed of $93,305 for a five-year period.
On December 18, 2018, City Council approved a second modification to this agreement to add NEOGOV’s employee onboarding and performance management modules, resulting in an amended five-year agreement with a new total amount not to exceed $165,069.
On March 8, 2022, City Council approved a third modification to the agreement with NEOGOV to extend the term of the agreement for an additional five years and increase 3 of 4
the total compensation by $192,224, for a total amount not to exceed $357,293. As the City did not move forward with an addition of their on-boarding module, the scope of services of the modified agreement did not include NEOGOV Onboard platform. For this reason, the Human Resources Department recommends another modification to the agreement to include NEOGOV’s onboarding platform service. Governmentjobs.com is the only vendor with rights to host and support all NEOGOV modules, including Onboard and the applicant tracking system currently used by the Human Resources Department. NEOGOV Onboard is designed to work in tandem with NEOGOV Insight, allowing for a smooth data transition from the applicant tracking system to the onboarding platform. As such, once a candidate is hired, their information can be easily transferred, minimizing manual data entry and potential errors. By using both platforms, the City can centralize employee data management, facilitating easier access and reporting. Most importantly, the integration allows new hires to have a consistent experience, where the transition from applicant to employee is seamless. This can help improve employee satisfaction and engagement right from the start.
Past Council Actions
02/23/2016
(Attachment A)
Authorization to execute a contractual services agreement with Governmentjobs.com.
12/18/2018
(Attachment B)
Authorization for modification to the agreement to provide employee onboarding and performance management software and extend the term of the agreement, subsequently completed in two separate amendments. 03/08/2022
(Attachment C)
Authorization for modification of the agreement to extend the agreement, provide additional services and increase total compensation.
Environmental Review
Pursuant to CEQA Section 21065, the proposed modification does not meet the definition of a “project” subject to CEQA as it will not “cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment”. The proposed modification is administrative in nature as it would provide the City with employee onboarding and performance management software.
Additionally, per Section 15378(b) of the CEQA Guidelines, a “project” does not include organizational or administrative activities of governments, including purchasing of 4 of 4
supplies, that will not result in direct or indirect physical changes in the environment.
Therefore, the agreement modification is not subject to CEQA.
Financial Impacts and Budget Actions
Staff seeks authority to approve existing funding from the General Fund to increase the amount of the City’s existing agreement with NEOGOV for the onboarding platform service. Future year funding is contingent on Council budget approval.
Agreement Modification Request
Agreement
#
Current
Authorized
Amount
FY 2024-25
Modified
Request
Amount
Future
Years
Amount
Account # Total
Revised
Contract
Amount
10257 $357,293 $27,150 $77,092 01130004.552010 $461,535 Prepared By: Sasha Sargent, Executive Administrative Assistant Approved Forwarded to Council
Attachments:
A. City Council - Public Minutes-1048 2016-02-23
B. City Council - Public Minutes-1184 2018-12-18
C. City Council - Public Minutes-1328 2022-03-08
D. Oaks- Signed 04-18-2024
E. Levine_Act_Disclosure_Form_2.6.24 - signed