TO: Board of Supervisors
FROM: Jon Gjestvang, Chief Information Officer - Information Technology Services
REPORT BY: Julia Bordona, Staff Services Manager
SUBJECT: Amendment No. 4 to Agreement No. 170151B with GovernmentJobs.com, Inc., (dba “NEOGOV”)
RECOMMENDATION
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Approve and authorize Amendment No. 4 to Agreement No. 170151B with GovernmentJobs.com, Inc., (dba “NEOGOV”) to improve applicant experience and extending the term for an additional year through June 30, 2025; and, increasing the contract amount by $23,063 for a new maximum of $332,185 for applicant tracking software. (Fiscal Impact: $23,063 Expense; Information Technology Services Fund; Budgeted; Discretionary)
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BACKGROUND
In 2006, Human Resources in conjunction with Information Technology Services (ITS) conducted a review of available technology to meet our applicant tracking needs. The NEOGOV Insight solution was determined to be the best choice for Napa County. The agreement between Napa County with NEOGOV was approved to include the applicant tracking software Insight platform and one-time setup and implementation costs. NEOGOV Insight is a web-based recruitment, selection, and applicant tracking software solution, which offered a decreased cost per hire, increased retention rates, faster time to fill vacancies, and increased organizational productivity and improved services.
In the fall of 2017, Napa County initiated the Request for Proposal (RFP) process to establish a contract for a Performance Management System. The purpose of a Performance Management System is to provide employees with effective and timely feedback on performance and goals, clarify job responsibilities and expectations, guide employee behavior to align with the organization’s core values, goals and strategies, improve communication between employees and managers, and provide a basis for giving a pay increase when due. The RFP process sought parties interested in contracting directly with the County to provide a Performance Management System that was intuitive, relevant, and an effective tool for managers and employees to communicate with each other. NEOGOV’s Perform platform was selected as the highest scoring proposal across a panel of nine County stakeholders, which included the County Executive Office, Human Resources, Information Technology Services (ITS) and other County Departments. The County had already contracted with NEOGOV for the applicant tracking software Insight platform. Adding Perform to the existing NeoGov services offered additional integration opportunities no other vendor could provide.
In June 2018, Amendment No. 1 was approved to include the Perform performance management module and the ability to integrate with the County's authentication platform, as well as associated setup, implementation, and training services to the existing agreement. This action extended the original agreement while the County moved forward implementing performance management best practices through a standardized evaluation process.
In May 2019, Amendment No. 2 was approved to include Online Test Genius Biddle, a testing program allowing applicants to test remotely (from any location around the world) using virtually any kind of computer, operating system, or device to take their pre-employment tests. This new module provided an equitable, efficient, and cost-effective testing solution, which helped to identify highly qualified candidates during the selection process.
In July 2021, Amendment No. 3 was approved to discontinue the Performance Management System and New Hire and Employee Import functionalities from the agreement. These changes saved the County approximately $29,000 in comparison to the previous year. The action also extended the term of the agreement through June 30, 2022, and included an auto-renewal provision for up to two additional fiscal years.
After further internal discussions, the County has decided to discontinue the Online Test Genius Biddle software module as it was determined that in-person candidate testing, and custom assessments developed by staff have proven to be more effective tools in identifying the most qualified candidates. The API Position Integration software module is also no longer needed and therefore is being discontinued. Adding the text messaging service will allow recruiters to reach out to potential candidates, send reminders to interviewees, and more. With this additional layer of communication, the County expects to attract candidate interest and reduce no-shows to recruitment activities using a medium (text messages) many candidates favor. These requested changes will save the County approximately $17,000 in comparison to the previous year.
Today's requested action is for the approval of Amendment No. 4 to Agreement No. 170151B (formerly Agreement No. AUD 6645) with GovernmentJobs.com, Inc. (dba NEOGOV) to remove the Online Test Genius Biddle software module, while also removing the API-Position Integration software module from the agreement, adding Candidate Text Messaging subscription, and extending the term through June 30, 2025, increasing the contract amount by $23,063 for a new maximum of $332,185 for applicant tracking software.
NEOGOV Inc. is the leading provider of strategic workforce management solutions to the public sector agencies nationwide. The software is used by over 18 California Counties including the counties of Alameda, Contra Costa, Sacramento, San Francisco, San Mateo, Santa Clara, and Sonoma. Numerous other California public sector entities use this software application. NEOGOV is not a local vendor.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Information Technology Services (ITS), Fund 4200 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The County currently contracts with NEOGOV for applicant tracking. This Amendment will provide continued support through June 30, 2025. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
The ongoing costs will be included in the ITS budget and charged to departments as part of the ITS cost allocation. The requested changes will also save the County approximately $17,000 in comparison to the previous year. |
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Consequences if not approved: |
If not approved, many of the County’s applicant tracking processes will fall behind industry best practices. The requested changes will also save the County approximately $17,000 in comparison to the previous year. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The prosed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.