C7E-Waive Bidding Renew Agreement For On-Line Services Software -NeoGov-COMMISSION ITEM SUMMARY
Condensed Title:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA
WAIVING, BY 5/7THS VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH
WAIVER TO BE IN THE BEST INTEREST OF THE CITY, AND AUTHORIZING THE CITY MANAGER TO
EXECUTE THE RENEWAL OPTION WITH GOVERNMENTJOBS.COM, INC., D/B/A NEOGOV, FOR THE ON-
LINE FOR A PERIOD OF ONE (1) YEAR, WITH THE OPTIONS TO RENEW.
lmprove processes through information technology
Su Data Environmental etc): N/A
Item Summarv/Recommendation :
The Administration recommends approval of the waiver of the formal competitive bidding requirement as it is
in the best interest of the City.
ln 2009, the Human Resources Department acquired an online employment application process and an
applicant management system through the deployment of NeoGov. At the time, NeoGov was a product in
use or being implemented by a number of jurisdictions, including the City of Miami, and came highly
recommended. The software accepts employment applications and has the ability to screen applications
based on keywords and selection criteria set up and approved in advance of posting the vacancy. The
system permits Human Resources recruitment staff to route employment applications electronically, and
offers hiring managers the option of reviewing them without having to print. ln the long run, this has resulted
in significant savings by reducing the amount of paper needed, extending the life of printer ink toners and
extending the life of the printers themselves as some recruitments result in hundreds of applicants submitting
numerous pages and attachments.
Approval routing is an essential component of the software and it permits hiring managers to select the
successful candidates, communicate with Human Resources and leave an electronic track of the entire
process, all in a web-based environment.
The software has performed as expected and played a key role in exposing individuals worldwide to
employmenUcareer opportunities at the City of Miami Beach.
Renewal of the maintenance agreement is $15,000 per year, and is a cost that has not changed through the
years.
At the Finance and Citywide Projects Committee (FCWPC) meeting of June 20,2014, upgrading the City's
Enterprise Resource Planning (ERP) system was discussed and the Committee recommended moving
forward with the transition from the system currently used, Eden, to Munis. As a result of this potential
change, it is in the City's best interest to renew its contract with NeoGov on a yearly basis. lf Munis has
capabilities which surpass NeoGov's, the City will not find itself in a long-term contractual relationship with a
servtce and transitionino to one inteqrated will be facilitated.
Advisorv Board Recommendation:
Financial lmpact Summary: Budgeting for this renewal has been ongoing; therefore, this is no fiscal
the lnformation Techno
c7EE MIAMIBEACH D,ifE -7 -23-/y394
E MIAMIBEACH
City of Miomi Beoch, I 700 Convention Center Drive, Miomi Beoch, Florido 33139, www.miomibeochfl.gov
COMMISSION MEMORANDUM
TO:Mayor Philip Levine and Members of City lsston
FRoM: Jimmy L. Morales, City Manager
DATE: July 23,2014
SUBJECT: A RESOLUTION OF THE MAYORhND CITY COMMISSION OF THE GITY
OF MIAMI BEAGH, FLORIDA WAIVING, BY 5/7THS VOTE, THE FORMAL
COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE
IN THE BEST INTEREST OF THE CITY, AND AUTHORIZING THE CITY
MANAGER TO EXECUTE THE RENEWAL OPTION WITH
GOVERNMENTJOBS.COM, ING., D/B/A NEOGOV, FOR THE ON-LINE
SERVICES, FOR A PERIOD OF ONE (1) YEAR, WITH THE OPTIONS TO
RENEW.
ADMINISTRATION RECOMMENDATION
The Administration recommends approval of the waiver of the formal competitive bidding
requirement as it is in the best interest of the City.
BACKGROUND
ln 2009, the Human Resources Department acquired an online employment application
process and an applicant management system through the deployment of NeoGov. At
the time, NeoGov was a product in use or being implemented by a number of
jurisdictions, including the City of Miami, and came highly recommended. The software
accepts employment applications and has the ability to screen applications based on
keywords and selection criteria set up and approved in advance of posting the vacancy.
The system permits Human Resources recruitment staff to route employment
applications electronically, and offers hiring managers the option of reviewing them
without having to print. ln the long run, this has resulted in significant savings by
reducing the amount of paper needed, extending the life of printer ink toners and
extending the life of the printers themselves as some recruitments result in hundreds of
applicants submitting numerous pages and attachments.
Approval routing is an essential component of the software and it permits hiring
managers to select the successful candidates, communicate with Human Resources and
leave an electronic track of the entire process, all in a web-based environment.
The software has performed as expected and played a key role in exposing individuals
worldwide to employmenUcareer opportunities at the City of Miami Beach.
Renewal of the maintenance agreement is $15,000 peryear, and is a costthat has not
changed through the years.
395
City Commission Memorandum - Waiver of Competitive Bidding Requirement
July 23,2014
Page 2 ot 2
At the Finance and Citywide Projects Committee (FCWPC) meeting of June 20,2014,
upgrading the City's Enterprise Resource Planning (ERP) system was discussed and the
Committee recommended moving forward with the transition from the system currently
used, Eden, to Munis. As a result of this potential change, it is in the City's best interest
to renew its contract with NeoGov on a yearly basis. lf Munis has capabilities which
surpass NeoGov's, the City will not find itself in a long-term contractual relationship with
a service provider and transitioning to one integrated system will be greatly facilitated.
GONCLUSION
The Administration recommends approving the resolution, waiving the formal
competitive bidding requirement, finding such waiver to be in the best interest of the City,
and authorizing the City Manager to execute the renewal option with additional options
to renetv.
ttt/'Warsc-r
396
RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAM! BEACH, FLORIDA WAIVING, BY 5/7THS VOTE, THE FORMAL
COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN
THE BEST INTEREST OF THE CITY, AND AUTHORIZING THE CITY
MANAGER TO RENEW THE MAINTAINANCE AGREEMENT WITH
GOVERNMENTJOBS.COM, INC., D/B/A NEOGOV, FOR THE ON.LINE
SERV|CES SOFTWARE, FOR A TERM OF ONE (1) YEAR, lN THE AMOUNT
OF $15,000, FOR THE FIRST RENEWAL YEAR; AND ALSO AUTHORIZING
THE CITY MANAGER TO APPROVE SUBSEQUENT ONE YEAR RENEWALS,
AS HE DETERMINES NECESSARY AND IN THE BEST INTEREST OF THE
CITY.
WHEREAS, the Human Resources Department of the City of Miami Beach has been
using services provided by NeoGov since 2009; and
WHEREAS, NeoGov provides and maintains the software that allows individuals to
express their interest in employment with the City of Miami Beach; and
WHEREAS, an online presence is an essential element of the City's ability to complete
in the labor market; and
WHEREAS, the accompanying maintenance agreement for the software has expired,
and the City Manager recommends that it is in the City's best interest to waive competitive
bidding, in order to renew the agreement on an annual basis.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA that the Mayor and City Commission hereby waive, by
5/7ths vote, the formal competitive bidding requirement, finding such waiver to be in the best
interest of the City, and authorize the City Manager to execute the renewal option with
Governmentjobs.com, lnc., d/b/a NeoGov, for the online services software, for the term of one
(1) year, in the amount of $15,00Qfor the first renewal year; and also authorizing the City
Manager to approve subsequent one year renewals, as he determines necessary and in the
best interest of the City.
PASSED AND ADOPTED this _ day of ,2014.
ATTEST:
Ralph E. Granado
CITY CLERK
Philip Levine
MAYOR
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
4$14"
397