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Home My WebLink AboutA015 - Resolution awarding contract to GovernmentJobs.com, Inc. (d/b/a NEOGOV) of El Segundo, CA, for a Human Resources Management Software package in an amount not to exceed $93,330.10ITEM #:15 DATE:11-18-25 DEPT:HR SUBJECT:HUMAN RESOURCES MANAGEMENT SOFTWARE COUNCIL ACTION FORM BACKGROUND: The City has been operating with a variety of methods to carry out Human Resources and Payroll functions, including hiring employees, maintaining employee records, recording employee schedules and time records, and managing employee performance. These various methods often do not interact with each other and over time have caused the creation of a number of separate systems. Some records are maintained in the City's payroll system, while others are maintained on department-specific software that does not integrate with other City systems, and still other records are maintained using other software platforms. Staff believes there is significant benefit to having all employee data stored in one system that can be integrated with its existing financial and payroll system. A suite of Human Resources Management tools will allow for efficient data management and improvements to the user experience. REQUEST FOR PROPOSAL: On March 18, 2025, a Request for Proposal (RFP) was issued for the procurement of a Human Resources Management System (HRMS) software package. The RFP was viewed by 21 vendors, and 11 vendors submitted proposals by the closing date of April 16, 2025. The evaluation process was conducted in two phases. The first phase involved a proposal review by the Evaluation Committee, which included representatives from Human Resources, Finance, Information Technology, Parks and Recreation, Police, Fire, CyRide, and Electric. The team evaluated proposals based on the following criteria: Usability Software Solution (alignment with the City’s needs and goals) Implementation Plan Experience and References Cost Following the initial evaluation, GovernmentJobs.com, Inc. (dba NEOGOV) and UKG Kronos Systems, LLC were invited to participate in the demonstration phase. In the demonstration phase, both vendors were asked to provide detailed presentations of their HRMS software, focusing on Usability, Functionality, Adaptability, and Integration with the City’s existing systems and HR processes. Demonstrations emphasized key operational areas such as Time and Attendance, Scheduling, and Applicant Tracking. Following the demonstrations and subsequent evaluation, NEOGOV emerged as the top- ranked vendor. The Evaluation Committee determined that NEOGOV’s proposed solution provided a stronger overall alignment with the City’s operational needs and long-term HR goals. Specifically, NEOGOV’s Time and Attendance and Scheduling modules offered better 1 flexibility to accommodate the unique scheduling requirements of departments such as Fire, Police, and Electric. A detailed breakdown of the evaluation scores and final rankings is included as Attachment 1. Following completion of the evaluation and demonstration phases, staff entered into final negotiations with GovernmentJobs.com, Inc. (dba NEOGOV) for the purchase, implementation, and support of a new Human Resources Management System (HRMS) for the City. The evaluation and final ranking include modules that, upon careful review, staff determined are beyond the City’s current financial capacity. As a result, staff selected the following Modules for inclusion in the agreement: CoreHR: Serves as a centralized system for managing all employee data, including job titles, work rules, and personal information, while automating HR workflows. Time and Attendance : Enables accurate tracking of employee time, leave balances, accruals, and absences using flexible rule configurations and self-service tools, enhancing payroll accuracy and operational efficiency. Schedule: Tracks and manages schedule building, rotating schedules, daily shift changes, staffing levels, and approvals for leave and overtime, giving departments real- time scheduling visibility. Perform: Automates performance reviews and employee goal tracking and check-ins with standardized workflows and dashboards that support continuous development and compliance with regulatory requirements. Onboard: Centralizes all new-hire paperwork, tasks, and resources in a customizable digital portal, enabling the City to reduce manual processing, and improve regulatory compliance The proposed contract with NEOGOV includes annual renewals with up to four additional 12-month renewal periods. The total five-year cost of the system is estimated at $566,712.40, which includes software licensing, hardware, implementation services, and ongoing support. A detailed funding breakdown is included in the attached spreadsheet as Attachment 2. The agreement is scheduled to begin on November 19, 2025, with an estimated implementation period of 4–6 months, culminating in the system’s go-live date in early to mid- 2026. Implementation will include data migration, system configuration, training, and integration with the City’s existing payroll and financial software. As part of the project, the City will also upgrade its Central Square Naviline ERP system to support integration between HRMS and the City’s financial data. The Central Square Fusion API add-on will enable automated data exchange between the two systems. The Information Technology Division estimates related costs at $2,160 for setup fees and $12,000 in annual fees. The Fusion API add-on can also be used for future software projects that require Central Square integration, potentially resulting in future cost savings. 2 In addition, several departments require physical time-tracking devices for clock-in/clock-out functionality. Up to 10 touchscreen devices (e.g., iPads) will be purchased at an estimated $350 each to support this need. Costs for the Year One of the contract, including all annual software costs, Central Square add-on software, and one-time setup costs, total $93,330.10. The ongoing annual software licensing and support costs will be included in future operating budgets. FUNDING: For the past several years, the City has carried forward one-time funding of $112,300 intended for the purchase of an HRIS system. In addition, the HR operating budget has included $50,000 annually to support recurring system costs. Because the proposed agreement with NEOGOV includes escalating fees over the five-year term, staff recommends applying the $112,300 in one-time funding unevenly across the first five years. This approach allows the City to smooth out the year-to-year cost increases, rather than absorbing large jumps in any single budget year. By strategically allocating a larger portion of the one-time funds in the years with steeper cost escalation, and less in the later years, staff can maintain a more predictable and manageable annual increase. As a result, the HR operating budget impact is expected to average increases of $15,482 per year over the initial five-year contract period, improving long-term budgeting and reducing the spikes in future budgets. The following table reflects the five year cost of the software to the City: Total Cost One-time Funding Cost Current Allocation Cost Less Current Allocation Increase Year 1 Cost 93,330 33,330 60,000 50,000 10,000 10,000 Year 2 Cost 91,921 19,921 72,000 50,000 22,000 12,000 Year 3 Cost 115,872 26,872 89,000 50,000 39,000 17,000 Year 4 Cost 127,847 21,847 106,000 50,000 56,000 17,000 Year 5 Cost 137,742 10,330 127,412 50,000 77,412 21,411 Totals:$566,712 $112,300 $454,412 $250,000 $204,412 $77,412 Additionally, the system is anticipated to replace multiple standalone software products currently used across various departments, which will partially offset a portion of the system costs. The contract includes an annual appropriation clause should the City choose to discontinue the use of the software. ALTERNATIVES: 1. Award a contract with GovernmentJobs.com, Inc. (dba NEOGOV) for a Human Resources Management System (HRMS) software package in an amount not to exceed $93,330.10 for the first year of the contract. 3 2. Direct staff to negotiate a contract a Human Resources Management System (HRMS) software package with one of the other companies that submitted a proposal to the City. 3. Do not award a Human Resources Management System (HRMS) software package. CITY MANAGER'S RECOMMENDED ACTION: GovernmentJobs.com, Inc. (dba NEOGOV)’s proposal provides the City with the best value to implement a modern, integrated HRMS solution. The system will consolidate multiple HR and departmental processes into a single platform, improving efficiency, consistency, and data accuracy across the organization. Therefore, it is the recommendation of the City Manager that the City Council approve Alternative No. 1, as described above. ATTACHMENT(S): Attachment 1.xlsx Attachment 2.xlsx RFP City of Ames IA - NEOGOV Final Quote with Onboard - BAFO Updated Milestone Billing - 11.14.25.pdf 4 Vendor - HRMS Software Platform Proposal Evaluation 5-Year Projected Costs* Governmentjobs.com, Inc. (dba NEOGOV) El Segundo, CA NEOGOV 2 933,630.83$ UKG Kronos Systems, LLC Lowell, MA UKG 1 735,075.00$ Precision Task Group, Inc. Houston, TX Workday 3 2,150,657.00$ AVAAP U.S.A, LLC Columbus, OH Workday 4 2,139,636.00$ The Groove Public Services Mclean, VA Workday 5 1,739,246.00$ Tyler Technologies, Inc. Yarmouth, ME Tyler HCM 6 976,330.00$ Dayforce, Inc. Minneapolis, MN Dayforce 7 1,071,153.20$ Empxtrack, Inc. Hauppauge, NY Empxtrack 8 192,449.00$ MERP Systems, Inc. Herndon, VA MERP 9 1,631,505.86$ PeopleGuru, Inc. Tampa, FL PeopleGuru HCM 10 647,275.00$ Bamboo HR, LLC Lindon, UT Bamboo HR 11 **Not Provided** EVALUATION REQUEST FOR PROPOSAL (RFP) NO. 2025-118 HUMAN RESOURCES MANAGEMENT SYSTEM * Projected costs reflect the full software suite as requested in the RFP, including optional modules not included in the awarded package 5 Demonstration Ranking Final Score Overall Ranking 1 6015 1 2 5980 2 2872 3 2862 4 2831 5 2580 6 2481 7 2280 8 1981 9 1867 10 Non-Responsive 11 REQUEST FOR PROPOSAL (RFP) NO. 2025-118 HUMAN RESOURCES MANAGEMENT SYSTEM * Projected costs reflect the full software suite as requested in the RFP, including optional modules not included in the awarded package 6 Modules Setup Fees Year 1 Year 2 Year 3 Single Sign On 3,150.00$ 537.90$ 1,255.10$ 1,613.70$ CoreHR 10,000.00$ 5,362.00$12,512.50$16,087.50$ Time & Attendance 10,000.00$ 9,336.00$21,784.00$28,008.00$ Schedule 13,650.00$ 8,970.00$20,930.00$26,910.00$ Perform 4,079.00$ 4,899.60$14,698.80$19,598.40$ Onboard 2,772.00$ 2,913.60$8,740.80$ 11,654.40$ Total One-Time Setup Costs 43,651.00$ Estimated Hardware Costs 3,500.00$ Year 1 Software Cost 32,019.10$ Year 2 Software Cost 79,921.20$ Year Software 3 Cost 103,872.00$ Year Software 4 Cost 115,847.40$ Year Software 5 Cost 125,741.70$ Central Square Integration Setup 2,160.00$ Central Square Integration Annual Costs 12,000.00$ Total 5-Year Costs 566,712.40$ NeoGov Software Package Cost Breakdown 7 Year 4 Year 5 1,793.00$ 1,882.65$ 17,875.00$18,768.75$ 31,120.00$32,676.00$ 29,900.00$31,395.00$ 22,048.20$25,722.90$ 13,111.20$15,296.40$ NeoGov Software Package Cost Breakdown 8 THIS IS NOT AN INVOICE Contract Records Order Details Account Number: A-682824 Order #: Q-420751 Customer: Ames, City of (IA)Valid Until: 11/19/2025 Effective Employee Count:550 Sales Rep: Emily Willis Customer Contact Billing Contact: Ames, City of (IA)Shipping Contact : Ames, City of (IA) Krista Hammer Samantha Perry Billing Address: 515 Clark Ave. P.O. Box 811 Shipping Address: 515 Clark Ave. P.O. Box 811 Ames, IA 50010 Ames, IA 50010 Billing Contact Email: krista.hammer@cityofames.org Shipping Contact Email: samantha.perry@cityofames.org Billing Phone: 515-239-5293 Shipping Phone: 515-239-5295 Payment Terms Payment Term: Net 30 Notes: PO Number: Implementation Milestone Payments: 50% Upfront and 50% at 6 months (May 19th, 2026) Subscription Service Year 1 Milestone Implementation/Set Up Payments: •50% Upfront (net 30 from contract start date) •50% in 6 months (May 19th, 2026) Item Type Start Date End Date License Type Total (USD) Onboard Subscription Recurring 11/19/2025 10/31/2026 Employee Based $2,774.57 Onboard Setup Services Employee Based $2,772.00 Core HR Subscription Recurring 11/19/2025 10/31/2026 Employee Based $5,106.62 Core HR Setup Services Employee Based $10,000.00 Perform Subscription Recurring 11/19/2025 10/31/2026 Employee Based $4,665.81 Perform Setup Services Employee Based $4,079.00 Time & Attendance Subscription Recurring 11/19/2025 10/31/2026 Employee Based $8,890.52 Time & Attendance Setup Services Employee Based $10,000.00 Schedule EA Subscription Recurring 11/19/2025 10/31/2026 Employee Based $8,541.98 Subscription for staff scheduling. Includes calendar view/editor, rotations, trade board, time off, notiﬁcations, custom reporting, OT forms, shift bids, and payroll exports. Page 1 of 5 9 Item Type Start Date End Date License Type Total (USD) Schedule EA Setup Services Employee Based $13,650.00 Services to set up Schedule for an agency includes building org structure, importing employees, conﬁguring key settings, and sessions for requirements gathering, admin training, and Q&A. Single Sign On Subscription Recurring 11/19/2025 10/31/2026 Employee Based $512.23 Single Sign On Setup Services Employee Based $3,150.00 Year 1 TOTAL:$74,142.73 Year 2 Item Type Start Date End Date License Type Total (USD) Onboard Subscription Recurring 11/1/2026 10/31/2027 Employee Based $8,740.80 Core HR Subscription Recurring 11/1/2026 10/31/2027 Employee Based $12,512.50 Perform Subscription Recurring 11/1/2026 10/31/2027 Employee Based $14,698.80 Time & Attendance Subscription Recurring 11/1/2026 10/31/2027 Employee Based $21,784.00 Schedule EA Subscription Recurring 11/1/2026 10/31/2027 Employee Based $20,930.00 Subscription for staff scheduling. Includes calendar view/editor, rotations, trade board, time off, notiﬁcations, custom reporting, OT forms, shift bids, and payroll exports. Single Sign On Subscription Recurring 11/1/2026 10/31/2027 Employee Based $1,255.10 Year 2 TOTAL:$79,921.20 Year 3 Item Type Start Date End Date License Type Total (USD) Onboard Subscription Recurring 11/1/2027 10/31/2028 Employee Based $11,654.40 Core HR Subscription Recurring 11/1/2027 10/31/2028 Employee Based $16,087.50 Perform Subscription Recurring 11/1/2027 10/31/2028 Employee Based $19,598.40 Time & Attendance Subscription Recurring 11/1/2027 10/31/2028 Employee Based $28,008.00 Schedule EA Subscription Recurring 11/1/2027 10/31/2028 Employee Based $26,910.00 Subscription for staff scheduling. Includes calendar view/editor, rotations, trade board, time off, notiﬁcations, custom reporting, OT forms, shift bids, and payroll exports. Page 2 of 5 10 Item Type Start Date End Date License Type Total (USD) Single Sign On Subscription Recurring 11/1/2027 10/31/2028 Employee Based $1,613.70 Year 3 TOTAL:$103,872.00 Year 4 Item Type Start Date End Date License Type Total (USD) Onboard Subscription Recurring 11/1/2028 10/31/2029 Employee Based $13,111.20 Core HR Subscription Recurring 11/1/2028 10/31/2029 Employee Based $17,875.00 Perform Subscription Recurring 11/1/2028 10/31/2029 Employee Based $22,048.20 Time & Attendance Subscription Recurring 11/1/2028 10/31/2029 Employee Based $31,120.00 Schedule EA Subscription Recurring 11/1/2028 10/31/2029 Employee Based $29,900.00 Subscription for staff scheduling. Includes calendar view/editor, rotations, trade board, time off, notiﬁcations, custom reporting, OT forms, shift bids, and payroll exports. Single Sign On Subscription Recurring 11/1/2028 10/31/2029 Employee Based $1,793.00 Year 4 TOTAL:$115,847.40 Year 5 Item Type Start Date End Date License Type Total (USD) Onboard Subscription Recurring 11/1/2029 10/31/2030 Employee Based $15,296.40 Core HR Subscription Recurring 11/1/2029 10/31/2030 Employee Based $18,768.75 Perform Subscription Recurring 11/1/2029 10/31/2030 Employee Based $25,722.90 Time & Attendance Subscription Recurring 11/1/2029 10/31/2030 Employee Based $32,676.00 Schedule EA Subscription Recurring 11/1/2029 10/31/2030 Employee Based $31,395.00 Subscription for staff scheduling. Includes calendar view/editor, rotations, trade board, time off, notiﬁcations, custom reporting, OT forms, shift bids, and payroll exports. Single Sign On Subscription Recurring 11/1/2029 10/31/2030 Employee Based $1,882.65 Year 5 TOTAL:$125,741.70 Total: | $499,525.03 Page 3 of 5 11 This price does NOT include any sales tax. Total in USD Additional Terms and Conditions License Terms: Enterprise license denotes that Customer has purchased an enterprise wide license up to the employee count speciﬁed above. User based license denotes that Customer has purchased the number of licenses set forth in the quantity column. Item count denotes the number of items that Customer has licensed as set forth in the quantity column. Payment Terms: All invoices issued hereunder are due upon the invoice due date. If the Order is for a period longer than one year, the fees for the ﬁrst period shown shall be invoiced immediately and the fees for future years/periods shall be invoiced annually in advance of each 12 month period shown on the Order, but regardless of the billing cycle, Customer is responsible for the fees for the entire Order. The fees set forth in this Service Order are exclusive of all applicable taxes, levies, or duties imposed by taxing authorities and Customer shall be responsible for payment of any such applicable taxes, levies, or duties. All payment obligations are non-cancellable, and all fees paid are non-refundable. Payment for services ordered hereunder shall be made to Governmentjobs.com, Inc., (D/B/A NEOGOV). Terms & Conditions: This Order Form creates a legally binding contract on the parties. 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, “NEOGOV”) and Customer, this Order Form and the services to be furnished pursuant to this Order Form are subject to the terms and conditions set forth here: https://www.neogov.com/service-speciﬁcations. The Effective Date (as deﬁned in the terms and conditions) shall be the Subscription Start Date. Special Condition: Milestone Billing for Setup Fees as Follows: 50% Upfront (net 30 from contract start date) Onboard: $1,386 Core HR: $5,000 Perform: $2,039.50 T&A: $5,000 Schedule: $6,825 SSO: $1,575 = $21,825.50 Total 50% 6 Months After Contract Start (May 19th, 2026) Onboard: $1,386 Core HR: $5,000 Perform: $2,039.50 T&A: $5,000 Schedule: $6,825 SSO: $1,575 = $21,825.50 Total If this Order Form is executed and/or returned to NEOGOV by the Customer after the Subscription Start Date stated in this Order Form, NEOGOV may adjust the Subscription Start Date and the corresponding Subscription End Date, without increasing the total fees, based on the date NEOGOV activates the subscription, provided the total length of the subscription term does not change. Following activation, any adjustments to such Subscription Start Date and Subscription End Date may be conﬁrmed by reference to the invoice sent by NEOGOV. Page 4 of 5 12 Your signature below constitutes acceptance of terms herein and contractual commitment to purchase the items listed above. Accepted and Agreed By: Ames, City of (IA) Signed By NEOGOV: Signature: Signature: Printed Name: Printed Name: Title: Title: Date: Date: THE INFORMATION AND PRICING CONTAINED IN THIS ORDER FORM IS STRICTLY CONFIDENTIAL Page 5 of 5 13