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Online employment Applicaiton Vendor Services AgreementTHE CITY OP Dubuque DT T~ ~ All-America City ~J 1 I Masterpiece on the Mississippi 2007 TO: ,The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Online Employment Application Vendor Services Agreement DATE: December 1, 2009 On November 2, 2009, the City Council approved a recommendation to select NeoGov as the vendor to provide online employment application services, subject to a future budget amendment. Personnel Manager Randy Peck recommends City Council approval of the agreement with NeoGov. concur with the recommendation and respectfully request Mayor and City Council approval. Mi hael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Randy Peck, Personnel Manager ~~ T~iE CITY OF D~~ ~ Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Randy Peck, Personnel Manager SUBJECT: Online Employment Application Vendor Services Agreement DATE: November 13, 2009 Dubuque A11-AmericaCity - ~ ~~ 2007 On November 2, 2009 the City Council approved a recommendation to select NeoGov as the vender to provide online employment application services, subject to a future budget amendment. I have attached a copy of their service agreement. The agreement has been reviewed by City Attorney Barry Lindahl and he found the terms to be acceptable. I request that the City Council pass a motion authorizing you to sign the agreement. If you have any questions, please feel free to call. RP:sya 0/8/2009) Andre Lessears - Dubu uq ~e, City of~IA) - NEOGOV Service Agreement 2009.doc _ 3 Page 1 Service Agreement THIS ON-LINE SERVICES AGREEMENT (this "Agreement") is made and entered into this day of 2009, by and between GovernmentJobs.com, Inc., a California corporation (d/b/a "NEOGOV"), and the City of Dubuque, Iowa a public entity acting by and through its duly appointed representative ("Customer"). 1. Provision of On-line Services. (a) Customer hereby engages NEOGOV, and NEOGOV hereby agrees (subject to the terms and conditions set forth herein), to provide the services (the "Services") more fully described in this Agreement and in Exhibit A (Order Form). Customer hereby acknowledges and agees that NEOGOV's provision and performance of the Services is dependent and conditioned upon Customer's full performance of its duties, obligations and responsibilities hereunder. 2. Additional NEOGOV Responsibilities. In connection with the performance of this Agreement, NEOGOV shall be responsible for the following: (a) NEOGOV shall provide all required hosting and operations support for the applications provided through this agreement. (b) NEOGOV shall follow those support, maintenance and other procedures and shall provide those support, maintenance and other services to Customer more fully described in this Agreement. 3. Customer Responsibilities. In connection. with the performance of this Agreement and the provision of the Services, Customer shall be responsible for the following: (a) NEOGOV's logos, including the "powered by" logo, may appear on the "employment opportunities", "job description" and other pages of Customer's web site. (b) Customer shall be responsible for ensuring that Customer's use of the Services and the performance of Customer's other obligations hereunder comply with all laws applicable to Customer. (c) Customer shall be responsible, as between NEOGOV and Customer, for the accuracy and completeness of all records and databases provided by Customer in connection with this Agreement for use on NEOGOV's system. 4. Ownership, Protection and Security. (a) The parties agree that the NEOGOV marks and the Customer marks shall both be displayed on and through NEOGOV's system(s). (b) Ownership of any graphics, text, data or other information or content materials and all records and databases supplied or furnished by Customer hereunder for incorporation into or delivery through the application(s) described in this agreement shall remain with Customer, and NEOGOV shall cease use of all such material upon termination of this Agreement. (c) Customer acknowledges and agrees that nothing in this Agreement or any other agreement grants Customer any licenses or other rights with respect to NEOGOV's software system (source code or object code) other than the right to. receive Services as expressly provided herein. NEOGOV shall retain all ownership in the intellectual property and all other proprietary rights and interests associated with NEOGOV's software system and Services and all components thereof and associated documentation, except as expressly provided herein. NEOGOV, Inc. Proprietary and Confidential Page 1 of 8 10%8%2009) Andre Lessears -Dubuque, Cit~of (IA) NEOGOV Service Agreement 2009.doc 'Page 2 ~- (d) NEOGOV grants to Customer a limited license during the term of this Agreement to use and reproduce NEOGOV's trademarks and logos for purposes~of including such trademarks and logos in advertising and publicity materials and links solely as permitted hereunder. All uses of such trademarks and logos shall conform to Customer's standard guidelines and requirements for use of such trademarks and logos. 5. NEOGOV Representations and Warranties. (a) Service Performance Warranty. NEOGOV warrants that it will perform the Services in a manner consistent with industry standards reasonably applicable to the performance thereof. (b) No Other Warranty. EXCEPT FOR THE EXPRESS WARRANTIES SET FORTH IN THIS SECTION 5, THE SERVICES ARE PROVIDED ON AN "AS IS" BASIS, AND CUSTOM$R'S USE OF THE SERVICES IS AT ITS OWN RISK. NEOGOV DOES NOT MAKE, AND HEREBY DISCLAIMS, ANY AND ALL OTHER EXPRESS AND/OR IMPLIED WARRANTIES, INCLUDING, BUT NOT LIMITED TO, WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NONINFRINGEMENT AND TITLE, AND ANY WARRANTIES ARISING FROM A COURSE OF DEALING, USAGE, OR TRADE PRACTICE. NEOGOV DOES NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE. (c) Disclaimer of Actions Caused by and/or Under the Control of Third Parties. NEOGOV DOES NOT AND CANNOT CONTROL THE FLOW OF DATA TO OR FROM THE NEOGOV SYSTEM AND OTHER PORTIONS OF THE INTERNET. SUCH FLOW DEPENDS IN LARGE PART ON THE PERFORMANCE OF INTERNET SERVICES PROVIDED OR CONTROLLED BY THIRD PARTIES. AT TIMES, ACTIONS OR INACTIONS OF SUCH THIRD PARTIES CAN IMPAIR OR DISRUPT CUSTOMER'S CONNECTIONS TO THE INTERNET (OR PORTIONS THEREOF). ALTHOUGH NEOGOV WILL USE COMMERCIALLY REASONABLE EFFORTS TO TAKE ALL ACTIONS IT DEEMS APPROPRIATE TO REMEDY AND AVOID SUCH EVENTS, NEOGOV CANNOT GUARANTEE THAT SUCH EVENTS WILL NOT OCCUR. ACCORDINGLY, NEOGOV DISCLAIMS ANY AND ALL LIABILITY RESULTING FROM OR RELATED TO SUCH EVENTS. 6. Publicity. Following execution of this Agreement, the parties hereto may issue a press release, the form and substance of which shall be mutually agreeable to the parties, announcing the relationship created by this Agreement. Except as expressly contemplated herein, neither party shall issue any additional press release which mentions the other party or the transactions contemplated by this Agreement without the prior consent of the other party, which consent shall not be unreasonably withheld. 7. Nondisclosure. Through exercise of each party's rights under this Agreement, each party may be exposed to the other party's technical, fmancial, business, marketing, planning, and other information and data, in written, oral, electronic, magnetic, photographic and/or other forms, including but not limited to (i) oral and written communications of one party with the officers and staff of the other party which are marked or identified as confidential or secret or similarly marked or identified and (ii) other communications which a reasonable person would recognize from the surrounding facts and circumstances to be confidential or secret ("Confidential Information") and trade secrets. In recognition of the other party's need to protect its legitimate business interests, each party hereby covenants and agrees that it shall regard and treat each item of information or data constituting a trade secret or Confidential Information of the other party as strictly confidential and wholly owned by such other party and that it will not, without the express prior written consent of the other party or except as required by law including the Public Records Act of the State of Iowa, redistribute, market, publish, disclose or divulge to any other person, firm or entity, or use or modify for use, directly or indirectly in any way for any person or entity: (i) any of the other party's Confidential Information during the term of this Agreement and for a period of three (3) years after the termination of this Agreement or, if later, from the last date Services (including any warranty work) are performed by the disclosing party hereunder; and (ii) any of the other party's trade secrets at any time during which such information shall constitute a trade secret under applicable law. NEOGOV, Inc. Proprietary and Confidential Page 2 of 8 ,_.. _ ~_~ - ~_-,~ ~ 1, - - L --~, ~,__ -- - _. _ _ _LL ~.___ 10%8/2009 Andre Lessears - Dubuque, C,it~r of (IAA TM NEOGOV Service Agreement 2009.doc ~ ~ Y ~ Page 3~; 8. Liability Limitations. (a) If promptly notified in writing of any action brought against Customer based on a claim that NEOGOV's Services infi•inge'a United States patent, copyright or trademark right of a third party (except to the extent such claim or infringement relates to any third party software incorporated into NEOGOV's applications), IVEOGOV will defend such action at its expense and will pay any and aII fees, costs or damages that maybe finally awarded in such action or any settlement resulting from such action (provided that Customer shall permit NEOGOV to conhol the defense of such action and shall not make any compromise, admission of liability or settlement or take any other action impairing the defense of such claim without IdEOGOV's prior written approval). (b) Customer acknowledges and agrees: (i) that NEOGOV has no proprietary, financial, or other interest in the goods or services that may be described in or offered through Customer's web site; and (ii) that except with respect to any material supplied by NEOGOV, Customer is solely responsible (as between NEOGOV and Customer) for the content, quality, performance, and all other aspects of the goods or services and the information or other content contained in or provided through Customer's web site. (c) OTHER THAN THOSE WARRANTIES EXPRESSLY SET FORTH IN THIS AGREEMENT, NEOGOV DOES NOT MAKE ANY WARRANTIES TO CUSTOMER OR ANY OTHER PERSON OR ENTITY, EITHER EXPRESS OR IlVIPLIED (INCLUDING, WITHOUT LIlVHTATION, ANY WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE) WITH RESPECT TO THE SERVICES PROVIDED HEREUNDER. NEOGOV SHALL NOT BE LIABLE TO CUSTOMER OR TO ANY OTHER PERSON OR ENTITY, UNDER ANY CIRCUMSTANCE OR DUE TO ANY EVENT WHATSOEVER, FOR CONSEQUENTIAL OR INDIRECT DAMAGES, INCLUDING, WITHOUT LIMITATION, LOSS OF PROFIT, LOSS OF USE OR BUSINESS STOPPAGE. (d) Under no circumstances shall NEOGOV's total liability to Customer or any other person, regardless of the nature of the claim or form of action (whether arising in contract, tort, strict liability or otherwise), exceed the aggregate amount of fees and revenue received by NEOGOV hereunder for the prior twelve (12) month period; provided, however that the foregoing limitations set forth in this Section 8(d) shall not apply to actions brought under 8(a) above or to any injury to persons or damages to property arising out of NEOGOV's gross negligence or willful, gross misconduct. 9. Term and Termination. (a) This Agreement shall commence as .of the date hereof and remain in effect for twelve (12) months unless terminated by either party as set forth herein ("Initial Term"). (b) This Agreement may be renewed for additional terms ("Renewal Term") equal in duration to the Initial Term provided Customer notifies NEOGOV at least thirty (30) days prior to the end of the Initial Term or a Renewal Term. (c) IdEOGOV reserves the right to terminate this Agreement immediately if the Services provided hereunder become illegal or contrary to any applicable law, rule, regulation or public policy. Bach~parly shall have the right to terminate this Agreement upon sixty (60) days prior written notice to the other party. (d) Within sixty (60) days of notification of termination of this Agreement, NEOGOV shall provide Customer with a dedicated data files suitable for importation into commercially available database software (e.g., MS-Access or MS- SQL) The dedicated data files will be comprised of Customer's data contained in NEOGOV's system. The structure of the relational databsse will be specific to the Customer's data and will not be representative of the proprietary NEOGOV database. NEOGOV, Inc. Proprietary and Confidential Page 3 of 8 _,.~ _ _- __ • ('10/8/2009 Aridre Lessears -~Dubuque~City of~IA~NEOGOV Service Agreement 2009.doc ~ 'Page 4 10. Payments. (a) Initial Term. See Exhibit A (Order Form). (b) Renewal Term(s). For each Renewal Tezm, NEOGOV will continue to provide Customer with the Services, and will provide maintenance and support services as described herein, provided Customer issues a purchase order or modification to this Agreement and pays NEOGOV in advance the annual recurring charges then in effect. If there is an increase in annual maintenance and support charges, NEOGOV shall give Customer written notice of such increase at least thirty (30) days prior to the expiration of the applicable term. 11. Force Maieure. NEOGOV shall not be liable for any damages, costs, expenses or other consequences incurred by Customer or by any other person or entity .as a result of delay in or inability to deliver any Services due to circumstances or events beyond NEOGOV's reasonable control, including, without limitation: (i) acts of God; (ii) changes in or in the interpretation of any law, rule, regulation or ordinance; (iii) strikes, lockouts or other labor problems; (iv) transportation delays; (v) unavailability of supplies or materials; (vi) fire or explosion; (vii) riot, military action or usurped power; or (viii) actions or failures to act on the part of a governmental authority. 12. Pi~~ybaclc Clause. It is understood and agreed by Customer and NEOGOV that any governmental entity may purchase the services specified herein in accordance with the prices, terms; and conditions of this agreement. It is also understood and agreed that each local entity will establish its own contract with NEOGOV, be invoiced therefrom and make its own payments to NEOGOV in accordance with the terms of the conh•act established between the new governmental entity and NEOGOV. It is also hereby mutually understood and a~•eed that Customer is not a legally bound party to any conh•actual agreement made between NEOGOV and any entity other than Customer. 13. Miscellaneous. Either party may not assign its rights or obligations under this Agreement without the prior written consent of the other party. This Agreement may not be modified or amended (and no rights hereunder may be waived) except through a written instrument signed by the party to be bound. This Agreement constitutes the entire agreement' between the parties with respect to the subject matter hereof and shall be governed by and construed in accordance with the laws of the State of Iowa, without giving effect to conflict of law rules. Customer acknowledges and agrees that this Agreement is not intended to be and shall not be construed to be a franchise or business opportunity. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed by their respective duly authorized officers as of the date set forth above. Customer City of Dubuque, Iowa Signature: Print Name: Michael C. Van Milligen Title: City Manager GovernmentJobs.com, Inc., a California corporation Signature: Print Name: Title: NEOGOV, Inc. Proprietary and Confidential Page 4 of 8 1120.09) Andre Lessears -Dubuque, City of (IA) NEOGOV Service A re~ement 2009.doc ~ Page 5!i Date: NEOGOV, Inc. Proprietary and Confidential Page 5 of 8 x/2009 Andre Lessears - Dubu_c~ue,_Cit of IA - NEOGOV Service Agreement 2009.doc ~ 'Page 6 Order Form ~~ ~ - EXHIBIT A -ORDER FORM Customer Bill To: Attention To: Address: NAME Phone: Email: AGENCY Quote Date: 8/17/2009 Revision: 1 Valid From: 8/17/2009 Order Number: Valid To: Today plus 30 daXs Re uested Service Date: TBD Initial Term: 12 Months Order Summary zinc Description' -_ _ - Annual Recurriua Muir F,~~: E2,ecur•~n~~~~ Curt ~`os~t ~_ 1.0 Insi t Ente rise Edition 1.1 Subscription License $9 204.00 1.2 Provisioning ~ 5 000.00 1.3 Training 2 500.00 2.0 Government'obs.com annual license Included Included Sub Total: $9 204.00 $7„500.00 (>rde'~~o#ai~~~ ~ x;16,704.00 '-More detailed descriptions of the services are contained in the order detail for each service which are incorporated herein and made a part hereof by this reference. NEOGOV, Inc. Proprietary and Confidential - Page 6 of8 ~10~8%2009) Andre _Lessears Dubu ue, Cit of ~IA~ - NEOGOV Service Agreement 2009.doc Page 7' Order Form ~0~ -i' Order Detail 1.0 Insight Enterprise Edition 1.1 License Subscription The Customer's subscription to the Insight Hiring Management Software includes the following functionality: Recruitment • Customized online job application • Accept job applications online • Online applications integration with current agency website • Online job announcements and descriptions • Automatic online job interest cards • Proactively search your applicant database • Real-time database of all applicant information • Recruitment and examination planning Selection • Create, store, and reuse supplemental questions in the Insight item bank • Screen applicants automatically as they apply • Define unique scoring plans per recruitment, or copy existing scoring plans • Test Item bank (optional in TMS) • Conduct item analysis • Test processing (automatically input Scantron test data sheets)* • Test analysis and pass-point setting • Score, rank; and refer applicants Applicant Tracking • Email and hardcopy notifications • EEO Data collection and reports • Track applicants by step/hurdle • Schedule written, oral, and other exams • Detailed applicant history record • Skills tracking and matching Reporting and Analysis • Collect and report on EEO data • Analyze and report on adverse impact and applicant flow • Track and analyze data such as time-to-hire, recruitment costs, staff workload, applicant quality, etc. • Over 80 standard system reports • Ad Hoc reporting tool HR Automation • Create and route job requisitions • Refer and certify applicants electronically • Scan paper application materials * Cost of the scanner is not included unless listed on Exhibit A -ORDER FORM * Requires a Scantron or similar Optical Mark Reader (OMR) scanner, special forms, form set-up, and scanner software, which are not included unless listed on Exhibit A NEOGOV, Inc. Proprietary and Confidential Page 7 of 8 10/8/2009~Andre Lessears _ Dubuque, City of (IA) - NEOGOV Service Agreement 2009.doc ~ _ P ge 8:~ Order Form ~~ -ORDER FORM Additionally, during the term of the subscription, the Customer will be provided: Unlimited Customer Support (6:00 AM - 6:00 PM PT) Customer Support shall be provided to the Customer both on-line and by telephone Monday -Friday, 6:00 AM - 6:00 PM PT (excluding NEOGOV holidays). Product Upgrades to Licensed Software _ Customer shall receive all product upgrades to purchased package. Product upgrades are automatic and available upon the next login following a product upgrade rollout. Product upgrade rollouts are generally released every three months. 1.2 Provisioning The following activities are conducted as part of the Insight Enterprise implementation • Conduct a project kick off meeting to review the project timeline, deliverables, and establish project expectations • NEOGOV will establish an Agency-specific training environment that will be used during training and_ post-training to allow the Agency to learn the system and begin defining nevv roles, responsibilities, and activities within the HR staff • NEOGOV will conduct eight hours of on line instructor led training. NEOGOV will provide all required user exercises and user guides to the Agency. • Once the core user community is comfortable with the system (typically within 10 hours of hands-on use) they will train the remaining HR staff to complete their tasks using Insight. • Between the training and go-live, NEOGOV will complete the following activities: o Creating an agency-specific training environment which is used by your agency during training and afterwards to train in prior to moving into production o Configure printable job bulletin o Integrate your new production job opportunities, promotional opportunities, and class specifications web pages into your existing agency website o Establish the Agency's Insight Enterprise production environment 1.3 Training NEOGOV will deliver training to Agency recruiters. We will provide all required user exercises and user guides to the Agency. Following the training, your agency will have full access to the training environment. Additionally, your agency has full access to our Customer Support Help Desk during the training to help new users fully utilize Insight. Our existing customers find that this unique implementation approach enables their users to become familiar with Insight in a safe environment, promoting system use and leading to a more successful rollout. NEOGOV, Inc. Proprietary and Confidential Page 8 of 8 10/8%2009) Aridre Lessears -Dubuque, Ci~~IA) NEOGOV Service Agreement 2009.doc ~ ~ Page 9 Order Form ~'~ ~~ Order Form Terms and Conditions: (1) The Customer hereby orders and GovernmentJobs.com, Inc. (d/b/a NEOGOV, Inc., hereafter "NEOGOV") agrees to provide the services described in this Order Form. THE SERVICES ARE PROVIDED PERSUANT TO THE TERMS AND CONDITIONS OF THIS ORDER FORM AND THE SERVICE AGREEMENT BETWEEN NEOGOV AND THE CUSTOMER. (2) The Customer agrees that the payment schedule is as follows: Provide all required software and Licenses • One hundred percent (100%) of the annual license price is payable within thirty (30) days of execution of this Order Form and Service Agreement. ($9,204.00) Software Provisioning for first half of Insight Enterprise • Fifty percent (50%) of the non-recurring costs are to be paid to NEOGOV within thirty (30) days of the execution of this Order Form and Service Agreement. ($2,500.00) Completion of Training • One hundred percent (100%) of the training price is payable within thirty (30) days of completion of training. ($2,500.00) Software Provisioning for second half of Insight Enterprise (Completion of post evaluation) • Fifty percent (50%) of the non-recurring costs are to be paid to NEOGOV within thirty (30) days following the thirty day post-training period. ($2,500.00) (3) Neither the Customer nor NEOGOV will be bound by this Order Form until it has been signed by authorized representatives of both parties. (4) Changes or alterations to this Order Form will not be accepted. THERE ARE SIGNIFICANT ADDITIONAL TERMS AND CONDITIONS, WARRANTY DISCLAIMERS AND LIABILITY LIMITATIONS CONTAINED IN THE SERVICE AGREEMENT BETWEEN THE CUSTOMER AND NEOGOV. DO NOT SIGN THIS ORDER FORM BEFORE YOU HAVE READ THE SERVICE AGREEMENT IN ITS ENTIRETY. YOUR SIGNATURE BELOW INDICATES THAT YOU HAVE READ THE SERVICE AGREEMENT AND AGREE TO BE BOUND BY ITS PROVISIONS. Customer NEOGOV. Inc. ,.Signature: Signature: ~ - Print Name: Print Name: Title: Title: Date: Date: NEOGOV, Inc. Proprietary and Confidential Page 9 of 8 THE CITY OF ~J .lV.[aste~iece on the Mississippi TO: ~ . The Honorable.Mayor and.City Council Members FROM: Michael C: Van Milligen, City Manager SUBJECT: Online Employment Application Vendor D~4TE: October 27, 2009 Dubuque All-America Gity .~~~d 200 Personnel Manager Randy Peck is recommending that the City contract with NeoGov to provide enhanced online employee application services, subject to a future budget amendment. I concur with the recommendation and respectfully request Mayor and City Council approval. Mic ael C. Van Miliigen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Randy Peck, Personnel Manager THE CITY OF ' ~~ Maste~~iece~on the Mississippi TO: Michael ~C. Van Mil[igen, City~Manager FROIl~I: Randy Peck, Personnel Manager SUBJECT: Online Employment Application Vendor DATE: October 26, 2009 Dubuque All pmerieaGitg '~~~~ ~ZL~~J'~ In December of 2008 we began ~ offering an electronic option for employment applications. -Since April .of 2009, the number of applications sent electronically-has steadily increased Currently, nearly 70% of all applications are .received electronically. The current system is limited in the information we are able to obtain. We are still required to print the applications and manually- taffy the EEO information. In addition, there is a limited amount.ofspace available for applicants to provide information about their work history. ~ ~ - Training and Workforce Development Coordinator Andre Lessears has been exploring other options. He has identified two vendors - SonicRecruit .and NeoGov. Both vendors .provide online application processes with significantly enhanced services. Our current vendor charges an annual fee of $1,200. The fees for NeoGov would be $16,704 for the first year and an annual recurring cost of $9,204. SonicRecruit's fee schedule provides for an annual cost of $24,400 in the first year and an annual recurring cost of $20,300. - I concur iri the need to find a vendor that provides us with .enhanced services. I recommend that NeoGov be selected as the vender to provide online. employment application services. The first year cost of $16,704 would be~ offset by a savings of $1.,.000 in paper usage and by replacing the current online application vendor which cost $1,200 per year. The remainder of the first year cost will- be paid for through savings from the Sustainability Coordinator office space CIP, which is $14,504. The annual. recurring cost of $9,204 would be offset by a savings of $1,000 in paper usage, $1,500 in over-time/comp-time and the $1,200 annual fee for the current on-line application vendor. The remaining.$4,504 would come from refunding bond savings. if you have any questions, please feel free to. call. RP:sya cc: Chris Kohlmann, Information Services Manager Jenny Larson, Budget Director ~ . Andre Lessears, Training and Workforce Development Coordinator Bacl~~>rouiad:- . ~. Early December 2000 the City of Dubuque began offering. an electronic application option for employment applicants. Since April, 2009 the number of applications sent via e-mail or through the electronic application has steadily increase. Currently nearly 70°%0 of all• applications. received are electronic. ~ ~ ~ • 'The current system is severely limited in its ability. Much printing is still required, statistical ~ . reporting for EEO must be done manually, limited reporting, frequency of lock-ups, no • recruitment tools,. and no ability to automatically filter applicants. These issues have caused the • processing of applications to become a monumental task. : : ~` Market Search: ~ ~ ~ ~ ~ ':. During the past three months extensive research has gone into identifying a vendor•who could provide a more efficient online application processing and storage system: The ideal vendor .would pro-vide advanced tools for recruitment, selection, tracking, reporting and analysis,- and . autom-ation. Two companies came•hi:ghly recommend JSonicRecruit and NeoGov (see cost chart • ~below~. ~ - -. • Each vendor is able to meet our basic need fox an advanced online application process. ~ . • SonicRecruit, however, are geared toward clients who process thousands of applications on a : - montblybasis. ~• ~ ~ . Cost: ~. ~ ~ - ~ .. 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YI: lk ~Int rl Ilu n 'kl ~ . ~?..~~^,_ ~ _~~n~ .a~_'r -.: tea- 4^- ~ to .....~ r, ,~-~ -,Y-,'~°~1`;:~~..-~..'~_Y ~,~.•.~-._S£.' ~^"~'~~~; ~~=~.""~.,•_~ - _,-~~ ~ ~~~~ '~:~_.~~ ^ ~ ~3~ r - n' _~ ~p,s.:_ ~~~ ~- -T= ~OT~•~L:,~ _~`_- ~ ~~ T r + ~ ' ' ~ - ~ ~ ~_ .: ~-~ Y ~T'4=40.0' s=. ~~~ ' _ _ _ ~ .. . ~- ~~.s -° ~ c-~.'..`4",~F~•..af.:.-- nr~+~•~t ~~~-..1a3yY~ • ~1: _ ~~_~ - 03.0. -~2Q 3;0.0:+~~ ~.:: 0'<.. `n% ~~ • 5-':- ~•r---•f~ g ' 1'F'-r YZ ~ ,~ _ . w ., a ~2'~3 ~+'~~`.2~V....-~.. ..~...s~:-~c~ t~ u-s_~-'x-.~-y-c;_l=v~~.~~~' <~9=.~,. -'~i,:~ ..~C. .+.,~ti~-- ,. ~.~~~ ,~+ ?_~-,-_ y~ ms . a' ~ ;~' :~.fr~~-r.. -~:a~ k(The following features, or customization, are offered at an additional cost: tx-acl~ing, reporting and analysis, and ~utoanataon.) Recomn!?ndataoar: I~eoeo,~ . NeoGov functions as the .only public.sector specific application tool. NeoGov's familiarity with Civil Service organizations, hei~ghteried security precautions, 'and exclusivity to the public sector made it seem ideal: In addition, NeoGov is half the price of the competitors without eliminating vital features. Also, NeoGov currently works with over 500 cities and counties across the country as~well..as 13 state agencies. They are the•leading provider of Applicant Tracking Systems to the Public Sector and have been in business for the past l0 years. In the State of Iowa, Davenport, City of Des Moines, Scott County, City of Ames, Polls-County., and City of Clinton use NeoGov. The NeoGov system cost, as shown above, brings substantial training, and support that our . current system does not provide. Budget Direct Jenny Larson has identified savings in general funding that could go toward the recurring cost. We have also identified several areas of savings by switching to the NeoGov system which could easily cover cost. 'T'hose areas are: . .Cost for•printin~ copies: Total prints, and copies fox personnel the last quarter were. 59,734 or 6.09% of the city wide print total. Comparative departments: Housing/Section 8 X1,086 or: x.26%, DLEC Outer Patrol Area 70,667 or 7.20.%, City Manager 63,473 or 6.37% (Note: Section 8/Housing 15+ users; DLEC/Outer Patrol 60+ Users; City Manager's Office 8+ Users; Personnel 4 Users . Utilizing the-NeoGov will provide a nearly 40% reduction in printing cost.. Soft Savings: Although the need overtime will regularly. The adoption of this service has the potential to allow Personnel Office support staff to reclaim nearly 35% of time dedicated to "processing" applications. Current System Cost: ~ .. ~ ~ . The current online application has a recurring cost of $100 per month or ~1,200.per fiscal year. This cost can be reallocated toward the cost fox the new service. • JKey JB'eatures Neogov will provide us more.efficient services in the following areas. These areas have been identified as critical areas of need that will allow us to better serve the community. Recruitrne~at • a Customized online job application ~~ e Accept j ob applications online ~ ~ ~ - - .. ~ .Online applications integration with. current agency website .• . • Online j ob alinouncements and descriptions . e Automatic online j ob interest cards • ~ Proactively search your applicant database Real-time database of all applicant.information . • 0 Recruitment and, examination planning . ~ ~ ~ ~ selection .. a Create, stoxe,'and reuse supplemental questions in the Insight item bank ® ~ Screen applicants automatically as they apply ~ ~ ' Define unique scoring plans per recruitment, or copy existing scoring plans a Test Item bank (optional in TMS) Conduct item analysis ~ • Test processing (automatically.input Scantron test data sheets)~k Test analysis and pass-point.setting' ®. ~ Score, rank, and refer applicants ~ ~ • A.pplic~n.t Tracl~g © Email and hardcopy notifications. • • EEO Data collection and reports ~ . . . o Track applicants by step/hurdle © Schedule written, oral, and other exams © Detailed applicant history record a Skills tracking and matching • Reporting and Analysis . ~• Collect and report on EEO data • a •Analyze and report on adverse impact and applicant flow -Track and analyze data such as time-to=hire, recruitment costs, staff workload, applicant quality, etc. a Over 80 standard system reports . Ad Hoc reporting•tool ~ Automation • . Create and route j ob requisitions Refer and certify applicants electronically a .Scan paper application materials . • In addition to the application features, the NeoGov•system will allow us to track the success of our efforts to ensure equality of opportunity in the hiring process by providing us •with easily accessible, objective data to work wzth. Currently, we are having difficulty implementing the recommendations from One Ummah Consulting related to• tracking and accountability in the recruitment and hiring process because we are often working with only the perceptions .of various individuals involved rather than with specific, factual information -the nature of the • NeoGov tracking system will remedy this. First, the system's recnutment and selection module will help u's identify whether applicants of particular backgrounds within certain j ob categories are disproportionately failing to be hired and the reasons for•those failures. . This will allow the Intercultural Competence Steering Team to identify whether education or experience levels of applicants are the barrier to employment with the City, or whether managers maybe overlooking relevant qualifications_because of a cultural bias of which they are unaware. This information, in turn, will allow us to work with managers to improve their ability to identify potential bias and 1~etter identify relevant qualifications. It is extremely difficult.to educate and hold managers accountable without being able to'pxovide concrete examples of bias that have occurred/are occurring within the context of their departments.