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Home My WebLink AboutItem 05- NeoGov Software contractAGENDA ITEM SUMMARY SPRINGFIELD CITY COUNCIL Meeting Date: Meeting Type: Staff Contact/Dept.: Staff Phone No: Estimated Time: Council Goals: 6/26/2023 Regular Meeting Chaim Hertz/Human Resources 541-726-6787 Consent Calendar Provide Financially Responsible and Innovative Government Services ITEM TITLE: NEOGOV SOFTWARE SOLUTION FOR LEARNING MANAGEMENT, POLICY ADMINISTRATION, AND PERFORMANCE EVALUATION ACTION Adopt or reject the following motion: REQUESTED: AUTHORIZE THE CITY MANAGER TO NEGOTIATE AND EXECUTE A CONTRACT AGREEMENT WITH NEOGOV. ISSUE City Council approval is required for contracts in excess of $100,000 per the City's STATEMENT: purchasing guidelines. ATTACHMENTS: 1: NeoGov Cooperative Procurement Form DISCUSSION/ This item was previously presented and approved by Council on the June 5th FINANCIAL consent calendar; however, due to an administrative mistake related to the full IMPACT: contract cost versus the yearly cost, it is being resubmitted for approval. The two impactful changes include the request to authorize the City Manager to execute the agreement and the reduction in the contract value reduced from $186,802.45 to $152,661.10. The negotiated terms include a 45% discount on the year one subscription and a 20% discount on year two, resulting in considerable cost savings over the three-year period. As previously stated NEOGOV provides public sector HR software and management solution. The City has engaged NEOGOV for a hosted software solution for its recruitment/applicant tracking database since February of 2020. We would like to contract with NEOGOV for three additional modules. NEOGOV's compliance software, will allow the City to have a centralized and streamlined platform for creating, distributing, and tracking policies across all departments to all employees. This will enable us to ensure consistent policy adherence, enhance transparency, and reduce potential compliance issues. The learning management component will prove invaluable in enhancing the development of our employees. The platform will provide a centralized, user- friendly interface for organizing, delivering, and tracking training programs, allowing our workforce to acquire essential skills and knowledge easily. Lastly, the inclusion of electronic performance evaluations in this contract represents a transformative step toward a more efficient and data -driven evaluation process. By digitizing and automating performance assessments, we can eliminate cumbersome paperwork, minimize administrative burdens, and increase the accuracy and consistency of evaluations. SPRINGFIELD OREGON City of Springfield 225 Fifth Street Springfield, Oregon 97477 Phone: 541-726-3622 Fax: 541-726-3782 Cooperative Procurement Purchase Order P.O Number F C3404 [The P.O. number must appear on all related correspondence, shipping papers, and invoices] VENDOR: F.O.B. DESTINATION: COMPANY NAME: GovemmentJobs.com, Inc. dba NEOGOV DEPARTMENT: Human Resources SALES CONTACT: Kim Goerlitz RECIPIENT NAME: Chaim Hertz STREET ADDRESS: 2120 Park PI, Suite 100 STREET ADDRESS: 225 5th Street CITY, ST, ZIP: El Segundo, CA 90245 CITY, ST, ZIP: Springfield, OR, 97477 PHONE: 310-658-5715 PHONE: 541-726-3787 This purchase is placed against the following Price Agreement: State of Oregon (ORCPP) Price Agreement # NPPGov Price Agreement # Sourcewell (NJPA) Price Agreement I Other: NC Sheriffs' Association Agreement, Solicitation # 23-02-0222 '.O. Date_j& Requisitioner 0 Shipped VIA Terms 6.12.23 1 Chaim Hertz n/a Annual, Net 30 DESCRIPTION Services as described in Exhibit A (Order Form). Not to Exceed. PAYMENT DETAILS Voucher G/L Account # A/P Code # Credit Card Name n/a CC# n/a Exp. n/a UNIT TOTAL PRICE 152,661.10 SUBTOTAL 152,661.10 SHIPPING & HANDLING - OTHER 100-02100-7000-636001 TOTAL 152,661.10 212 Invoicing Address Email: ap@springfield-or.gov Mailing: 225 5th Street Springfield, OR 97477 Authorized Purchaser Signature Nancy Newton, City Manager Name and Title (Print) nnewton(&,,snrinLyfield-or. eov. 541-726-3700 Phone Number and Email REVIEWED & APPROVED AS TO FORM Krcw a,Y,MAm DATE: 6/15/2023 SPRINGFIELD CITY ATTORNEY'S OFFICE Date Exhibit A Order Form NEOGOV Governmentjobs.com, Inc 2120 Park PI, Suite 100 EI Segundo, CA 90245 United States billing@neogov.com Sales Rep: Kim Goerlitz (dba "NEOGOV") Quote Valid From: 2/8/2023 Quote Valid To: 6/30/2023 Employee Count: 410 Order Summary Year 1 NEOGOV Customer: Springfield, City of (OR) 225 5th Street Springfield, OR 97477 USA Quote Number: Q-11210 PaymentTerms: Annual,Net 30 Subscription Term in Months: 36 Service Description Type Start Date End Date Term Price Perform Subscription RECURRING $7,853.60 Perform Setup ONE-TIME $6,000.00 Learn Subscription RECURRING $9,948.00 Learn Setup ONE-TIME $6,000.00 Single Sign On Subscription RECURRING $595.20 Single Sign On Setup ONE-TIME $3,000.00 PowerPolicy Subscription RECURRING $6,544.80 PowerPolicy Setup ONE-TIME $3,600.00 Year 1 TOTAL: $43,541.60 Year 2 Service Description Type Start Date End Date Term Price Perform Subscription RECURRING $13,743.80 Learn Subscription RECURRING $17,409.00 Service Description Type Start Date End Date Term Price Single Sign On Subscription RECURRING $1,041.60 PowerPolicy Subscription RECURRING $11,453.40 Year 2 TOTAL: $43,647.80 Year 3 Service Description Type Start Date End Date Term Price Perform Subscription RECURRING $20,615.70 Learn Subscription RECURRING $26,113.50 Single Sign On Subscription RECURRING $1,562.40 PowerPolicy Subscription RECURRING $17,180.10 Year 3 TOTAL: $65,471.70 ORDER TOTAL: $152,661.10 A. Terms and Conditions 1. Agreement. This Ordering Document and the Services purchased herein are expressly conditioned upon the acceptance by Customer of the terms of the NEOGOV Services Agreement either affixed hereto or the version most recently published prior to execution of this Ordering Form available at https://www.neogov.com/service-specifications. Unless otherwise stated, all capitalized terms used but not defined in this Order Form shall have the meanings given to them in the NEOGOV Services Agreement. 2. Effectiveness & Modification. Neither Customer nor NEOGOV will be bound by this Ordering Document until it has been signed by its authorized representative (the "Effective Date"). Unless otherwise stated in this Ordering Document, all SaaS Subscriptions shall commence on the Effective Date. This Ordering Document may not be modified or amended except through a written instrument signed by the parties. 3. Summary of Fees. Listed above is a summary of Fees under this Order. Once placed, your order shall be non -cancelable and the sums paid nonrefundable, except as provided in the Agreement. 4. Order of Precedence. This Ordering Document shall take precedence in the event of direct conflict with the Services Agreement, applicable Schedules, and Service Specifications. B. Special Conditions (if any). 1. Terms & Conditions Unless otherwise agreed in a written agreement between GovernmentJobs.com, Inc. (D/B/A/ NEOGOV), parent company of PowerDMS, Inc., Cuehit, Inc., Ragnasoft LLC (D/B/A/ PlanIT Schedule), and Design PD, LLC (D/ B/A Agency360) (collectively, "NEOGOW) and Customer, this Service Order and the services to be furnished pursuant to this Service Order are subject to the terms and conditions set forth in NEOGOV's bid for Solicitation Number 23-02-0222 to the NC Sheriffs' Association Agreement (the "NCSA Agreement") and the most recently published version of the NEOGOV Services Agreement available at https://www.neogov.com/ service -specifications with the following modifications: (i) the Effective Date (as defined in the NEOGOV Services Agreement) shall be the date set forth below, and (ii) the SKU and pricing applicable to this purchase shall be as specified in this Service Order. By signing below, Customer confirms it has the authority to use the NCSA Agreement for this purchase and that the use of the NCSA Agreement for this purchase is not prohibited by law or procurement regulations or standards applicable to Customer. 2. Initial Term: 3 Years. Multi-year contracts will be invoiced one year at a time. "Springfield, City of NEOGOV (OR)" "Springfield, City of NEOGOV (OR)" Signature: Print Name: Signature: Print Name: Date: Date: