Staff recommends the City Council approve a services agreement with NEOGOV, for onboarding employees with one-time implementation and subscription costs of $15,663.00, plus ongoing annual subscription costs in the amount of $19,662.30 for the remaining years of the agreement.

Human Resources purchased NEOGOV's applicant tracking system in late 2022, and finalized implementation in January 2023.  This software has automated the recruitment and hiring processes for the City, and has been well received by job applicants and hiring supervisors.  Therefore, Human Resources would like to purchase the onboarding software to support staff in meeting new hire compliance requirements and welcoming employees to the City. The software enables staff to build custom forms and checklists, create personalized landing pages, and assign tasks to departments.  In addition, it gives new hires access to all onboarding resources before they begin employment.  NEOGOV provides clear checklists and automatic reminders for incomplete tasks to ensure new hires are prepared and compliant before their start date.

Employee onboarding portals provide employees with access to useful documents, training, videos, and FAQs. These resources help new hires understand their roles and responsibilities, as well as organizational expectations and norms. The onboarding portal for new employees may include:
 
   City policies and procedures 
   Contact information for the employee’s new supervisor 
   Organizational charts
   Health and retirement benefits information 
   Onboarding paperwork 
   The onboarding portal enables new hires to look at the onboarding process as a whole, so they know exactly what to expect in the first few days and weeks of employment.

A Request For Proposal (RFP) was not needed, since NEOGOV is part of the SHI cooperative purchasing agreement. 


 

City Council may:

• Approve the agreement with NEOGOV, in the amount of $35,325.30 for initial implementation and annual subscription costs; or,
• Not approve the agreement and provide staff with further direction.

The contract amount is $35,325.30 in year 1 for implementation and annual subscription costs, plus ongoing annual subscription costs of $19,662.30 for the remaining years of the agreement.  HR's budget has adequate funds for the initial year licensing and implementation.  Annual fees for subsequent years will be included in the respective fiscal year budgets.