HomeMy WebLinkAboutBack-Up - Jacksonville ContractCONTRACT BETWEEN
THE CITY OF JACKSONVILLE
AND
GOVERNMENTJOBS.COM, INC. (DBA "NEOGOV")
FOR
APPLICATION TRACKING AND ON -BOARDING SERVICES
THIS CONTRACT, made and entered as of March 1, 201.1, is by and between the CITY
OF JACKSONVILLE (the "CITY"), a municipal corporation existing under the Constitution and
• the laws of the State. of Florida, and GOVERNMENTJOBS.COM, INC., D/B/A NEOGOV
("NEOGOV"), a California corporation with offices at 222 N. Sepulveda Blvd. Suite 2000, EI
Segundo, CA 90245.
WHEREAS, the CITY issued Bid # ESC-0240-11 (as amended by Addendum #1 dated
October 21, 2010, the "RFP") for services relating to the development and licensing of an
employee/volunteer applicant tracking and -on -boarding system (the "Services"); and -
WHEREAS, NEOGOV submitted a response dated October 22, 2010 to the RFP,
consisting of (i) a 145-page response document, and (ii) a 29-page document titled Equinix
Report on Controls and Tests of Operating Effectiveness for the Period 7/1/2009 through
12/31/2009, (collectively, the "Response"); and
WHEREAS, the parties have negotiated mutually satisfactory modifications to the
Response as set forth in the 7-page Order Form document dated January 18, 2011, a copy of
which is attached as Exhibit A (the "Order Form").
NOW THEREFORE, in consideration of the premises and the mutual covenants
contained below, the parties agree as follows:
1. Services. The Services will be provided by NEOGOV as specified in and
pursuant to the RFP, the Response, and the Order Form (collectively, the "Contract
Documents"). Without limitation, the Services include (i) providing all required hosting and
operations support for the applications described in the Contract Documents, and (ii) following
all support, maintenance and other procedures described in the Contract Documents, and (iii)
providing all support, maintenance and other services described in the Contract Documents.
If any services, functions or responsibilities not specifically described in the Contract
Documents are necessary for the proper performance and provision of the Services, they shall be
deemed to be implied by and included within the scope of the Services to the same extent and in
the same manner as if specifically described herein.
2. Compensation. In for the Services, the CITY will pay NEOGOV the fees set
forth in the Order Form according to the schedule set forth in therein. As required by Section
106.431, Ordinance Code, the CITY's maximum indebtedness for the for all products and
services under the Contract during the initial term shall be a fixed monetary amount not -to -
exceed Eighty -Three Thousand Nine Hundred Dollars ($83,900).
3. Term. The Services will commence upon execution of this Contract and shall
continue for one year after the development work on the NEOGOV Insight product is complete
C0J-NEOGOV Contract (3/1(2011.2) Page 1 of 12
. (the"Termination Date"). The development work on the 1nsight product is expected to be
'completed by April 30, 2011, but that date is not fixed.
Without limiting any other termination rights under the Contract, the CITY may
terminate this Contract prior to the Termination Date if (i) the development work on the
NEOGOV Insight product has not been completed by July 1 2011, or (ii) the development work
on the NEOGOV On -Boarding product has not be completed by September 1, 2011.. .If the City
exercises the foregoing right to terminate within thirty (3') days of the applicable deadline, and if
the CITY is not primarily responsible for the delays, the CITY will be entitled to receive a full
refund of any fees paid to NEOGOV hereunder.
This Contract may be renewed by the CITY for up to four (4) additional one-year periods
provided the CITY notifies NEOGOV at :least thirty (30) days prior to the end of the then -current
term. In the event this Contract is renewed, the Annual Recurring Price set forth on the Order
Form shall be paid within thirty (30) days of the renewal commencement date.
4. Compliance with Laws. Each party must- comply with any and all applicable
federal, state and local laws, rules, regulations and ordinances (collectively, the "Laws"), with
respect to the Contract, as such Laws exist and may be amended from time to time. Such Laws
shall include, but are not limited to, Chapter 119, Florida Statutes, (the Florida Public Records
Law) and Section 286.01.1., Florida Statutes, (the Florida Sunshine Law). Each party reserves the
right to terminate this Contract immediately if the Services become illegal. or contrary to any
applicable law, rule, regulation or public policy.
5. Subcontractors. NEOGOV shall not subcontract any of the Services without the
express written consent of the CITY. The parties confirm that: this Contract was not conditioned
on the use of any JSEB or MBE subcontractors as defined in Chapter 126, Part 6, Jacksonville
Ordinance Code.
6. Data Security. In the course of performing the Services, NEOGOV and its
subcontractors will gain access to sensitive information of the CITY, its employees, its
applicants, and others. Such information. may include health inforrn.ation, social security
information, address information, criminal investigation information, etc. At a minimum,
NEOGOV and its City approved subcontractors will (i) use reasonable, industry -standard
security measures to protect against unauthorized access or disclosure of such information, (ii)
immediately notify the City of any breach of security, (iii) be responsible for taking all
reasonable or required remedial actions; (iv) prohibit the storage of any such data outside the
continental United States; and (v) provide the CITY with reasonable information. and assurances
as requested frorn time to time regarding the security of its data, including but riot limited to SAS
70 Audit Reports or the equivalent.
7. Intellectual Property,.
(a) The parties agree that the NEOGOV marks and the CITY 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 the CITY hereunder for incorporation into
or delivery through the application(s) described in the Contract Documents shall remain with the
CITY, and NEOGOV shall cease use of all such material upon termination of this Contract.
COJ-NEOGOV Contract /1/2011.2) Page 2 of 12
(c) The CITY acknowledges and agrees that nothing in this Contract or any other
'agreement grants the CITY 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.
(d) NEOGOV grants to the CITY a limited license during the term. of this Contract 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 the CITY's standard guidelines and requirements
for use of such trademarks and logos.
NEOGOV Representations and Warranties.
(a) Service Performance Warranty. NEOGOV warrants that i.t 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 OR IN THE CONTRACT DOCUMENTS, THE SERVICES ARE
PROVIDED ON AN "AS IS" BASIS, AND CUSTOMER'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„ WARRANUES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR
PURPOSE, NONINFRING.EMENT 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 POR.TIONS THEREOF). ALTHOUGH NEOGOV
WILL USE COMMERCIALLY REASONABLE EFFORTS TO TAKE ALL ACTIONS IT
DEEMS APPROPRIATIE 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.
9. Publicity. Following execution of this Contract, 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 Contract. Except as expressly contemplated herein,
neither party shall issue any additional press release which mentions the other party or the
transactions contemplated by this Contract without the prior consent of the other party, which
consent shall not be unreasonably withheld.
COJ-NEOGOV Contract (3/1/2011.2) Page 3 of 12
10. Confidential Information; Public Records Law. Through exercise of each
party's rights under this Contract, each party may be exposed to the other party's technical,
financial, business, marketing, planning, and other information and data, in written, oral,
el.ectronic, 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 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 Contract and for a period of three
(3) years after the termination of this Contract or, if later, from the last date Services (including
- any warranty work) are -performed by th.e disclosing party haeunder; and,- (ii) any -cif the other
party's trade secrets at any time during which such information shall constitute a trade secret
under applicable law.
Notwithstanding any provision herein to the contrary, the parties agree that the CITY is
subject to Chapter 119, Florida Statutes, and related statutes known as the "Public Records
Laws" and that this Contract shall be a public record as defined therein. Any specific
information that NEOGOV claims to be Confidential Information or trade secret must be clearly
identified as such by NEOGOV. To the extent consistent with Florida Law, the CITY shall
maintain the confidentiality of all such information marked by NEOGOV as confidential. If a
request is made to view such Confidential information or trade secret, the CITY shall notify
NEOGOV of such request and the date that such records will be released to the requester unless
NEOGOV obtains a court order enjoining such disclosure. If NEOGOV fails to obtain that court
order enjoining disclosure, the CITY will release the requested information on the date
specified. Such release shall. be deemed to be made with NEOGOV's consent and will not be
deemed to be a violation of law, including but not limited to laws concerning trade secrets,
copyright or other intellectual property; nor will such release be deemed to be a breach of this
Contract or any provision thereof..
11. Liability Limitations.
(a) If promptly notified in writing of any action brought against the CITY based on a
claim that NEOGOV's Services infringe 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), NEOGOV will defend such action at its expense
and will pay any and all fees, costs or damages that may be finally awarded in such action or any
settlement resulting from such action (provided that customer shall permit NEOGOV to control
the defense of such action and shall not make any compromise, admission or liability or
settlement or take any other action impairing the defense of such claim with NEOGOV's prior
written approval).
(b) The CITY 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
the CITY's web site; and (ii) that except with respect to any material supplied by NEOGOV, the
CITY is solely responsible (as between NEOGOV and the CITY) for the content, quality,
Cal-NEOGOV Contract (3/1/2011.2) Page 4 of 12
performance, and all other aspects of the goods or services and the information or other content
contained in or provided through the CITY's web site.
(c) The CITY shall be responsible for ensuring that its use of the Services complies
with all laws applicable to the CITY. The CITY shall also be responsible, as between NEOGOV
and the CITY, for the accuracy and completeness of all records and databases provided by the
CITY in connecti.on with this Contract.
(d) NEITHER PARTY SHALL BE LIABLE TO THE OTHER OR TO ANY
OTHER PERSON OR ENTITY, UNDER ANY CIRCUMSTANCE OR DUE 7120 ANY EVENT
WHATSOEVER, FOR ANY SPECULATIVE OR UNFORESEEABLE DAMAGES,
FOR ALL OTHER DAMAGES ARISING OUT OF OR RELATED TO THIS
CONTRACT, NEITHER PARTY WILL BE LIABLE TO THE OTHER FOR MORE THAN
TWO -HUNDRED THOUSAND DOLLARS ($200,000).
_ _ THE FOREGOING LIMITATIONS OF LIABILITY DO NOT APPLY TO (i) INJURY --
'120 THIRD PARTIES AND THIRD PARTY PROPERTY; (i.i) CLAIMS ARISING UNDER
ANY OF THE INDEMNITY OR WARRANTY PROVISIONS OF THIS CON'FRACT; OR (iii)
CLAIMS COVERED BY ANY INSURANCE POLICIES OR BONDS REQUIRED UNDER
THIS CONTRACT UP TO THE AMOUNT OF THE REQUIRED COVERAGE.
THESE LIMITATIONS OF LIABILITY ARE IN NO WAY TO BE CONSTRUED AS
A WAIVER OR LIMITATION BY THE CITY OF ITS SOVEREIGN IMMUNITY
ACCORDED BY THE FLORIDA CONSTITUTION AS CODIFIED IN § 768.28, FLA. STAT.
12. Data Files. NEOGOV shall (i) store the cars data on dedicated data files
within NEOGOV' s system; (ii.) employ reason.abl.e, industry -standard data backup processes; (iii)
provide the CITY with real-time, unlimited electronic access to such data files; (iv) provide the
CITY with the ability to obtain standard and ad hoc reports from such data files as is customarily
required by government employers, (v) provide the CITY with the ability to download such data
files into commercially available database software (e.g., MS -Access or MS -SQL) for the
CITY's own backup purposes; and (vi) provide the CITY with a final and complete dedicated
data file on such a database software within fifteen (15) business days after termination of this
Contract.. The structure of the relational database will be specific to the CITY's data and will
not be representative of the proprietary NEOGOV database.
13. Piggyback Clause. It is understood and agreed by the CITY 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 contract established between the new
governmental entity and NEOGOV. It is also hereby mutuallyunderstood and agreed that the
CITY is not a legally bound party to any contractual agreement made between NEOGOV and
any entity other than the CITY.
14. Transition Assistance. The CITY is entitled to receive all reasonable transition
assistance services from NEOGOV to enable a smooth transfer of the Services to the CITY or
any service provider designated by the CITY. This transition assistance includes (i) answering
questions related to the transition and migration of the Services on an as -needed basis, and (ii)
C01-NEOGOV Contract (3/1/201 1.2) Page 5 of 12
such other reasonable services, functions or responsibilities that are inherent or necessary to the
'transition of services substantially similar to the Services. Transition assistance shall be provided
by NEOGOV without any additional compensation as long as the requests are within scope
outlined within the RFP response and reasonable with respect to the project.
15. Notices. All notices under this Contract shall be delivered by certified mail,
return receipt requested, or by other delivery with receipt to the following:
As to the CITY:
Mark F. Merritt
Manager of Personnel Services, Data Management
City of Jacksonville
117 West Duval Street, Suite 100
Jacksonville, Florida 32202
With a copy to:
Office of General Counsel
City o f Jacksonville
117 West Duval Street, Suite 480
Jacksonville, Florida 32202
As to NEOGOV:
Scott Letourneau, President
NEOGOV
222 N. Sepulveda Blvd., Suite 2000
El Segundo, Ca 90245
16. Entire Agreement; Incorporation of Contract Documents; Order of
Precedence. This Contract constitutes the entire agreement between the parties hereto for the
Services to be performed by NEOGOV hereunder. The Contract Documents are hereby
incorporated into this Contract to the same extent as if fully set forth herein; provided that the 4-
page Sample Service Agreement included in the Response is not incorporated into this Contract
and shall have no effect. In case of conflict, the order of priority shall be this 9-page signed
document, the Order Form, the RFP, and lastly the Response. No statement, representation,
writing, understanding, agreement, course of action or course of conduct, made by either party or
any representative of either party, which is not expressed herein shall be binding,
17. Amendments. No changes, additions, modifications or amendments to this
Contract shall be binding unless in writing and signed by th.e authorized officer, agent or
representative of each of the parties hereto,
18. Counterparts. This Contract, and all amendments thereto, may be executed in
several counterparts, each of which shall be deemed an original, and all of such counterparts
together shall constitute one and the same instrument.
[Remainder of page left blank intentionally. Signature page follows immediately.]
COJ-NEOGOV Contract (3/1/2011.2) Page 6 of 12
''IN WITNESS WHEREOF, the parties have executed this Contract as of the day and year first
above written.
ATTEST:
McArthur, Jr.
Corporation Secretary
CITY OF JACKSONVILLE
f2
By` '-^---1 E C]
n .L
L.
�`t •
cy
cb
In accordance with the Ora , of the City of Jacksonville, I do hereby cer A ,
that there is an unexpended, unencumbered, and un-impounded balance in the appropriation
sufficient to cover the foregoing agreement; and that provision k 4s been made for the payment of
monies provided therein to be paid. 1
Form Approved:
Office of General Counsel
ATTEST:
By
Signature
John Peyton
Mayor
14/
Direct6r clrninistrat`ion and Finance
CITYIontract Number:
Type/Pri Name
GOVERNMENTJOBS.COM, INC.
By ,
Si?„xi& tire
e
S czyUG L tz7 u rn
Type/Print Name
Title
9s
COJ-NEOGOV Contract (3/1/2011.2) Page 7 of 12
EXHIBIT A — ORDER FORM
Customer:
Bill To:
Mark F. Merritt
Manager of Personnel Services,
Management
City of Jacksonville
1.1.7 West Duval Street, Suite 100
Jacksonville, Florida 32202
Data
Mark F. Merritt
Manager of Personnel Services, Data
Management
City of Jacksonville
117 West Duval Street, Suite 100
Jacksonville, Florida 32202
Order Date:
Valid From:
Valid To:
Requested Service Date:
3/3/11
3/3/11
Today phis 30 days
TBD
Revision: 1
Order Number:
Initial Term:
12 Months
Order Su m r
Item
Annual
One-ti e
Recurrin. Pri
Pric
1.0 Insight Enterprise Edition
1.1 License Subscription
$42 000
1.2 Provisioning
2 000
!.3 Unlimited On ' e Use Train n
$2 00
2.0 NEOGOV Professional Services
2.1 Data Conversion — Active Candidates/Active
$10 000
Volunteers
2.2 New Hi Data Ex.ortInteration
$1$0O
4 000
2.1 ClassS ccification lmsortfrorn Oracle on -wa
$1 800
$4 000
2J Volunteer Data Ex*ort fromnsi! t one-
0
$4.000
3M Additional NEOGOV Modtiles
3.1 NO' V On-boardin.., 0N3
WA1VD
N/A
Sub Total:
,. 47 4 0.00
536 500.00
Order Total:
...
83 900.00
IMare detailed descriptions ofthe services are contained in the order de 'or each service, which are
incorporated herein and made a part hereof by this reference.
2 In addition to the proposed Data Conversion. NEOGOV will also attempt (at NO CHARGE) to converteng
CiO) Class Specification data. PLEASE NOTE: This is dependent on the condition . e istin data and/or data
type and format.
3 The license
o NEOGOV 0
shall be waived fhr the
cont
C0J-NEOGOV Contract (3/1/2011.2)
Page 8 of 12
' • Order Detail
i .0 Insight Enterprise Edition
1.1 License Subscription
The CITY'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
O Online job announcements and descriptions
o Automatic online job interest cards
• Proactively search your applicant database
• Real-time database of all applicant information
O Recruitment and examination planning
Selection
• Create, store, and reuse supplemental questions in the Insight item bank
O 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
o 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
O Skills tracking and matching
Reporting and Analysis
O Collect and report on EEO data
O Analyze and report on adverse impact and applicant flow
O 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
O Create and route job requisitions
• Refer and certify applicants electronically
o 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 — ORDER FORM
Additionally, during the term of the subscription, the CITY will be provided:
Unlimited Customer Support (6:00 AM — 6:00 PM PT)
COJ-NEOGOV Contract (3/1/201 1.2) Page 9 of 12
Customer Support shall be provided to the CITY both on-line and by telephone Monday Friday,
6:00 AM — 6:00 PM PT (excluding NEOGOV holidays).
Product Upgrades to Licensed Software
CITY 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 new roles,
responsibilities, and activities within the FIR 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 FIR 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 printablejob bulletin
o Integrate your new production job opportunities, promotional opportunities, and class
specifications web pages into your existing a.gency website
o Establish the Agency's Insight Enterprise production environment
1.3 Training
NEOGOV will provide access to unlimited online 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.
2.0 NEOGOV Professional Services
Insight Enterprise is designed to meet the strict requirements and processes of public sector recruiting
through a flexible and configurable system interface. In order to provide agencies with enhanced features
and functionality specific to their individual agency, NEOGOV is proud to offer a dedicated professional
Services team. Standard professional services. required for this project include 3rd Party System
Integration and Legacy Data Conversion
o Integration: NEOGOV will conduct project scope, discuss timeline, and set schedule for
required meetings
Cal-NEOGOV Contract (3/1/2011.2) Page 10 of 12
• New Hire Data Export Integration (one way)
Class Specification Import from Oracle (one way)
• Volunteer Data Export from Insight (one way)
o Data Conversion: City to provide NEOGOV with data for active candidates AND active
volunteers in required format. Files are to include all applicable data and upon receipt by
NEOGOV will be converted into the Insight platform and associated with the applicable
record within the system. Additionally, NEOGOV will also attempt (at. NO CHARGE) to
convert existing City Class Specification data. PLEASE NOTE: This is dependent on the
condition of the existing data and/or data type and format.
3.0 Additional NEOGOV Modules
In addition to the included NEOGOV software platforms (Insight Enterprise) the City may, at its sole
discretion, elect to utilize the following NEOGOV modules:
NEOGOV On -boarding (ON)
3.1 ON License Subscription
The CITY's subscription to NEOGOV ON includes the following functionality:
Recruitment
• Customized Forms
O Fill able Standard Forms (1-9, etc.)
• Configurable Workflow
O Standard On -Boarding Reports
COJ-NEOGOV Contract (3/1/2011.2) Page 11 of 12
Order Form Terms and Conditions:
(I) The CITY hereby orders and GovernmentJobs.com, Inc. (d/b/a NEOGOV, Inc., hereafter "NEOGOV") agrees
to provide the services described in this Order Emil, THE SERVICES ARE PROVIDED PERSUANT TO
THE TERMS AND CONDITIONS OF THIS ORDER .FORM AND THE SERVICE AGREEMENT
BETWEEN NEOGOV AND THE CITY.
(2) The CITY 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. ($42,000.00)
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 Agreetnent. ($6,000.00)
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. ($6,000.00)
Professional Services
• Fifty percent (50%) of the Data Conversion costs are to be paid to NEOGOV within thirty (30) days of
initiation of conversion. ($5,000.00)
• Fifty percent (50%) of the Data Conversion costs are to be paid to NEOGOV within thirty (30) days
following completion of conversion. ($5,000.00)
• One hundred percent (100%) of the New Hire Integration File is payable within thirty (30) days of
initiation of development. ($4,000.00)
• One hundred percent (100%) of the annual New Hire integration maintenance is payable within thirty (30)
days of completion of development. ($1,800.00)
• One hundred percent (100%) of the Class Specification Import File (one-way from Oracle) is payable
within thirty (30) days of initiation of development. ($4,000.00)
• One hundred percent (100%) of the annual Class Specification import File maintenance is payable within
thirty (30) days of completion of development. ($1,800.00)
• One hundred percent (100%) of the Volunteer Data Export File (one-way from Insight) is payable within
thirty (30) days of initiation of development. ($4,000.00)
• One hundred percent (100%) of the annual Volunteer Data Export File maintenance is payable within thirty
(30) days of completion of development. ($1,800.00)
(3) Neither the CITY 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.
CITY
Signature:
Print Name:
Title:
Date:
NEOGOV
1
Signature;
Print Name: / Scott Letourneau
Title: President
Date:
COJ-NEOGOV Con 1(3/1/20 .2) Page 12 of
SUBJECT: APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #: ESC-0240-11 OPEN DATE: 11/03/2010
COMPETITIVE SEALED PROPOSAL EVALUATION COMMITTEE
KIND AND BASIS OF CONTRACT:
SUPPLY CONTRACT - ONE (1) YEAR FROM DATE OF AWARD WITH FOUR (4) ONE (1) YEAR RENEWAL
OPTIONS
AGENCY: EMPLOYEE SERVICES
BASIS OF AWARD: AWARD TO THE BIDDER RECEIVING THE HIGHEST SCORE BASED ON THE SELECTION
CRITERIA
NUMBER OF BIDS INVITED: (57) NUMBER RECEIVED: ( 5 ) OTHER: ( 3 )
SUMMARY OF BIDS AND RECOMMENDED ACTIONS:
Recommend approval to ratify the period of service from June 1, 2013 through date of award to cover the
lapse in coverage for the second renewal option with GovernmentJobs.com dba, NEOGOV. Total revised
estimated expenditure for the renewal period ending May 31, 2014 in the amount of $47,400.00, for total not to
exceed expenditure in the amount of $181,300.00,
Recommend approval to utilize the third of four (4) renewal options with GovernmentJobs.com dba, NEOGOV
for the period of June 1, 2014, through May 31, 2015, in the total estimated revised annual expenditure amount
of $50,000,00, for a total not to exceed expenditure amount of $231,300,00,
Funding Source: ESTM011- 03109 - To be executed by formal contract through Office of General Counsel.
Attachments: Reqon7667c:lation Memo, Vendor Letter, Previous Awards
(7-Th•
BUYER: ( )_4 RESPECTFULLY SUBMITTED
frPEASE, CHIEF ANNETTE BURNEY GR
EMENT DIVISION
CONCURRENCE BY: DANIEL RIEVES, ACTING CHIEF, EMPLOYEE AND LABOR RELATIONS DIVISION
(ALL AWARD ACTIONS SUBJECT TO LAWFULLY APPROPRIATED FUNDS)
ACTION OF CSPEC COMMITTEE ON RECOMMENDATIONS ABOVE
MEMBERS APPROVING 5 MEMBERS DISAPPROVING DATE: (4,
OTHER:
ACTION OF AWARDING AUTHORfTY DATE ///
APPROVED
DISAPPROVED
OTHER
SIGNATURE OF AUTHENTICATION
Karen Bowling
Chief Administrative Officer
For: Mayor Alvin Brown
Under Authority of:
o, 201-0/
ecu
EMPLOYEE SERVICES DEPARTMENT
April 8, 2014
MEMORANDUM
TO: Gregory W. Pease, Chief of Procurement Division
FROM: Diane Moser, Chief of Talent Management Division
RE:
ESTM011 03109 (Contract # 9584) GOVERNMENTJOBS.COM D/B/A
(NEOGOV) CONTRACT RENEWAL / EXTENSION REQUEST
The Employee Services Department requests to ratify the period of service for the
second renewal period from June 1, 2013 to date of award. Time lapse was due
to change In staff and contract was overlooked. The amount for thls period is
S47,400 per attached invoice from NEOGOV.
Employee Services also requests to utilize the third renewal for the period of June
1, 2014 through May 31, 2015 In the amount of $47,400.00,
Your assistance in concurring with this request would be greatly appreciated,
Attachments; Vendor's Agreement letter
Scope of Service
Invoice
cc:
Dan Rieves, Acting Chief of Labor Relations
Debra Wood
117 W. Duval Street, Suite 100 Jacksonville, FL 32202 Phone: 904.630.1287 ; Fax: 904.630.1431 www.coj.net
DATE
AVVAKDES[-024U-11
1ST RENEWAL
ZNDRENEWAL (KAT|HED)
3RDRENEVVAL
AWARD ANNUAL AMT, RENEVVALAyNT NTE
NEOGOV
March 27`h, 2014
Bart W. Laird
Manager of Personnel Service
City of Jacksonville - HR Business Partners
117 W. Duval Street, Suite M100
Jacksonville, FL 32202
Ref: City ofJacksonville's past services and renewal
Dear Mr. Laird:
This letter is to inform you that GovernmentJobs.com, Inc. (d.b.a. NEOGOV) would be pleased to agree
to the intention of the City ofJacicsonville to add $50,000 to the contract to cover expenses for the next
year (6/1/2014 - 5/31/2015).
The annual price will remain the same at $42,000 for the Insight user license and $1,800 for each of the
other three integrations/customizations. The total for the year would be $47,400.
Under this offer, there shall be no changes to the current contract or additional fees. Additionally,
NEOGOV shall honor all terms and conditions as listed in the original context.
As you are aware, NEOGOV and the City ofJacksonville have worked well in partnership since 2011, and
we look forward to continuing this relationship with your team for years to come.
Should you have any questions regarding this letter, please do not hesitate to contact me at your
earliest convenience. I can be reached at the address below or directly by phone at 310426.6304, x103
or email to scott@neogov.com
Scott Letourneau
President
222 N Sepulveda Bvd., Suit 20
510..k.10 o 5/
NE GOV1 • Fax g v.com
NEOGOV
222 North Sepulveda Blvd.
El Segundo, CA 90245
BILL TO
City of Jacksonville
117 W Duval St; Ste 100
Jacksonville, FL 32202
Attn: Mark Merritt
Invoice
DATE
INVOICE #
3/27/2014
07-11642
P.O. NO.
TERMS
Net 30
ITEM
DESCRIPTION
AMOUNT
License - IE - Renewal
Twelve (12) Month Insight Enterprise User License (From 6/1/2013 to
42,000.00
5/31/2014)
License - New Hire Interf...
Twelve (12) Month New Hire Interface Maintenance (From 6/1/2013 to
1,800.00
5/31/2014)
Insight Enterp. - Intergrat...
Twelve (12) Month Class Specification Import From Oracle (From 6/1/2013
to 5/31/2014)
1,800.00
Insight Enterp. - Intergrat...
Twelve (12) Month Volunteer Data Export from Insight (From 6/1/2013 to
1,800.00
5/31/2014)
Please make check(s) payable to GovernmentJobs.com, Inc.
(EINITax Payer ID: 33-0888748)
Total Due: $47,400,00
For billing questions, or to pay with Visa/MasterCard, please call
(310) 426-6304 x134 or x110.
Thank you for doing business with GovernmentJobs.com, Inc.!
Payments/Credits
$0,00
Balance Due
$47.400.00
SUBJECT: APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #: ESC-0240-11 OPEN DATE: 11/03/2010
COMPETITIVE SEALED PROPOSAL EVALUATION COMMITTEE
KIND AND BASIS OF CONTRACT:
SUPPLY CONTRACT- ONE (1) YEAR FROM DATE OF AWARD WITH FOUR (4) ONE (1) YEAR RENEWAL
OPTIONS
AGENCY: HUMAN RESOURCES
BASIS OF AWARD: AWARD TO THE BIDDER RECEIVING THE HIGHEST SCORE BASED ON THE SELECTION
CRITERIA
NUMBER OF BIDS INVITED: (57) NUMBER RECEIVED: (5) OTHER: (3 )
SUMMARY OF BIDS AND RECOMMENDED ACTIONS:
Recommend approval to ratify the award from June 1, 2012, through date of award.
Recommend approval to utilize the first of four (4) renewal options with GovernmentJobs.com dba
NEOGOV for the period from June 1, 2012, through May 31, 2013, in the not to exceed annual
expenditure amount of $50,000,00, for a total not to exceed expenditure amount of $133,900,00.
Attachments: Recommendation Memo, Vendor Memo, Previous A ni rds
BUYER: L.%1-0 rcam.: :1
DEIDRA BAINES
RESPECTFULLY SUBMITTED
G �O EASE, CHIEF
PRCURE ENT DIVISION
CONCURRENCE BY: JARIK CONRAD, DIRECTOR, EMPLOYEE SERVICES D PARTMENT
(ALL AWARD ACTIONS SUBJECT TO LAWFULLY APPROPRIATED FUNDS)
ACTION OF CSPEC COMMITTEE ON RECOMMENDATIONS ABOVE
MEMBERS APPROVING , MEMBERS DISAPPROVING DATE: C3` }
OF AWARDING AU`I`HORITY
APPROVED
OTHER
SIGNATURE OF AUTHENTICATION
DISAPPROVED
OTHER:
DATE
EMPLOYEE SERVICES DEPARTMENT
July 8, 2012
MEMORANDUM
TO: Greg Pease, Chief of Procurement Division
FROM: Jarik Conrad, Director, Employee Services Departmen
RE: BID # ESC-0240-11 (Contract # 9584) - APPLItANT TJV&CKING
AND ON -BOARDING SYSTEM - 1ST RENEWAL RECOMMENDATION
:10/12
rocurAment DMsion
After having recommenced the NEOGOV Insight implementation, slated to be complete by the
middle of August 2012, Employee Services department recommends the contract be amended
as follows:
1 Encumber an additional $50,000.00 to ensure that all fees under the contract can be
paid for NEOGOV services through July 2013 and these funds should be encumbered
under account ESTM011/3109.
2. To adjust the Order Form, attached, to account for the reduction of one integration and
the modification of another integration to a web based service to speed system
interfaces with Oracle HRMS. This will result in an overall savings to the city of $1,100
annually.
Based on this determination, the Employee Services Department recommends approval to
utilize the first of four renewal options with GovernmentJobs.com d.b.a. NEOGOV, to continue
providing services for the applicant tracking and on -boarding system under the revised terms,
conditions and fees of contract agreement #9584.
The estimated annual amount will be $50,000.00, not -to -exceed $133,900.00.
Your assistance in concurring with this recommendation for the respective award would be
appreciated. If you have questions or need additional information regarding this request,
please contact Jerrie Gunder in Administrative Services at 255-8994.
Attachments: Renewal Agreement
Initial Contract
Modified Contract and Order Form
Last Award
11 7 W. Duval Street, Suite 100 I Jacksonville, FL 32202 I Phone: 904.630_12S7 1 Fax: 904.630.1431 1 www.coj.net
June 8,Z012
��
0�������&�"
x��������v
Mark F. Merritt
Manager ofPersonnel Services
Data Management
Employee Services Department
City ofJacksonville, Florida
Ref: Amendment Request — Bid #E�0240-11Applicant Tracking and Onboarding System of
the City of Jacksonville
DearK4r.&1errdt,
This letter isto inform you that Govern mentjobs. con, Inc. (1/b/n NEOGOV)would be pleased
to agree to the intention of the City of Jacksonville to add $50/000 to the contract to cover
expenses for the next year.
Under this offer, there shall be no changes to the current contract or additional fees.
Additionally, NEOGOV shall honor all terms and conditions as listed in the original contract.
As you are aware, NEOGOVand the City have worked well in partnership since Z011and vvw
look forward to continuing this relationship with your team for years to come.
Should have any questions, regarding this hdter, please do not hesitate to contact, me at your
earliest convenience. | can bereaohed at the address below or directly by phone at
S1O.426.6304,x1O5oremail todiia o0nv.com.
Sincerely,
'.
0ijana8eattie
Controller
222wSepulveda Blvd., Suite 2000`El $"undo CA 90245^Tel: (M) NFEOGOV1^Fax; (310)$
QuoJck.,1 Art'Lll,AN 1 I RACKING AND ON -BOARDING SYSTEM
BID #: ESC-0240-11
OPEN DATE: 11/03/2010
COMPETITIVE SEALED PROPOSAL EVALUATION COMMITTEE
KIND AND BASIS OF CONTRACT:
SUPPLY CONTRACT - ONE (1) YEAR FROM DATE OF AWARD WITH FOUR (4) ONE (1) YEAR RENEWAL
OPTIONS
AGENCY: HUMAN RESOURCES
BASIS OF AWARD: AWARD TO THE BIDDER RECEIVING THE HIGHEST SCORE BASED ON THE SELECTION
CRITERIA
NUMBER OF BIDS INVITED: ( 57 ) NUMBER RECEIVED: ( 5 ) OTHER: ( 3 )
SUMMARY OF BIDS AND RECOMMENDED ACTIONS:
Recommend approval to amend the period of service on the initial term of the award to coincide
with the contract date of March 1, 2011, to align the date of award with the executed contract with
GOVERNMENTJOBS.COM, INC., D/B/A NEOGOV on Contract 9584, bid number ESC-0240-11,
Applicant Tracking and Onboarding System for the City of Jacksonville,
Recommend approval to extend the current period on the award and contract from March 1, 2012,
through May 31, 2012, This ninety (90) day extension will allow time for the administration to
determine the budgetary feasibility of this project. The not to exceed expenditure amount of
$83,900,00 remains the same as no monetary changes or other modifications are being requested at
this time,
Attachments: Recommendation Memo, Contract, Previous A ar
UYER: i-xO RESPECTFULLY SUBMITTED
DEIDRA BAINES
PEASE, ACTIN IEF
PR CU 4/IENT DIVISION
CONCURRENCE BY: JARIK CONRAD, ACTING DIRECTOR OF EMPLOYEi SERVICES
(ALL AWARD ACTIONS SUBJECT TO LAWFULLY APPROPRIATED FUNDS)
ACTION OF CSPEC COMMITTEE ON RECOMMENDATIONS ABOVE
MEMBERS APPROVING MEMBERS DISAPPROVING DATE: 0
ACTI N fj AWARDING AUTHORITY
APPROVED
OTHER
SIGNATURE OF AUTHENTICATION
DISAPPROVED
OTHER:
DATE
Karen Bowling
Deputylbief Administrative Officer
For: Mayor Alvin Brown
Under
Executive Order No, 2011-06
DEPARTMENT OF EMPLOYEE SERVICES
MEI
0
NDUM
February 21, 2012
TO: Gregg Pease, Acting Chief, Procurement Division
FROM: Jarik Conrad, Acting Director of Employee Services
SUBJECT: Amendment Request
Bid # ESC-0240-11 Applicant Tracking and Onboarding System for the City
of Jacksonville
Employee Services respectfully requests to amend the period of service on the initial
term of the award to coincide with the contract date of March 1, 2011, to align the
date of award with the executed contract with GOVERNMENTJOBS.COM, INC., D/B/A
NEOGOV on Contract 9584, bid number ESC-0240-11, Applicant Tracking and
Onboarding System for the City of Jacksonville. Employee Services also requests to
amend the current award to extend the current period on the award and contract
from March 1, 2012, through May 31, 2012. This ninety (90) day extension will allow time
for the administration to determine the budgetary feasibility of this project. No
monetary changes or other modifications are being requested at this time.
117 W. Duval Street, Suite 100 Jacksonville, FL 32202 I Phone: 904.630.2281 FAX: 904.630,1431 www.coj.net
NEOGOV
February 8, 2012
Mark F. Merritt
Manager of Personnel Services
Data Management
Employee Services Department
City of Jacksonville, Florida
Ref Amendment Request Bid # -0240-11 Applicant Tracking and Onboarding System for the City
of Jacksonville
Dear Mr. Merritt, -
This letter is to inform you that GovernmentJobs.com, Inc. (d/b/a NEOGOV) would be pleased to extend
the City a 3-month extension to the existing contract for this project.
Under this offer, there shall be no changes to the current contract or additional fees for the period of this
extension. Additionally, NEOGOV shall honor all terms and conditions as listed in the original contract.
As you are aware, NEOGOV and the City have worked well in partnership since 2011 and we look
forward to continuing this relationship with your team for years to come.
Should have any questions regarding this offer, please do not hesitate to contact me at your earliest
convenience. I can be reach at the address listed below or directly by phone at 310_428.8304, x103 or
email to scott@neogov.com.
Sincerely
cott Letourneau
President
222 N Sepulveda BtvcL,• EI Segundo; CA 90245 • Ter (888) NEOGOV1 • Fax: (310) 631-9992 • info@neogov.com
SUBJECT: APPLICANT TRACKING ANO ON -BOARDING SYSTEM
BID# ESC-0240-11
OPEN DATE:11/3/2010
COMPETITIVE SEALED PROPOSAL EVALUATION COMMITTEE
KIND AND BASIS OF CONTRACT:
SUPPLY CONTRACT - ONE (1) YEAR FROM DATE OF AWARD WITH FOUR (4) ONE YEAR RENEWAL OPTIONS
AGENCY: HUMAN RESOURCES'
BASIS OF AWARD: AWARD TO THE BIDDER RECEIVING THE HIGHEST SCORE BASED ON THE
SELECTION CRITERIA
NUMBER OF BIDS INVITED 57 NUMBER RECEIVED 5 OTHER
SUMMARY OF BIDS AND RECOMMENDED ACTIONS:
RECOMMEND APPROVAL TO AWARD NEOGOV AS A RESULT OF NEGOTIATIONS FOR APPLICANT TRACKING AND
ON -BOARDING SYSTEM FOR A PERIOD OF ONE (1) YEAR FROM DATE OF AWARD IN THE NOT TO EXCEED
EXPENDITURE AMOUNT OF S83,900.00,
ATTACHMENTS: RECOMMENDATION MEMO, SCOPE OF AWARD, VENDOR ORDER FORM, PREVIOUS AWARD
BUYER: C RESPECTFULLY SUBMITTED:
Deidra Baines
MICHAEL CLAPS
PROCUREMENT D
CONCURRENCE BY: CHAD POPPELL, DIVISION CHIEF, HUMAN RESOURCES
_E. CHIEF
ISION
(ALL AWARD ACTIONS SUBJECT TO LAWFULLY APPROPRIATED FUNDS
ACTION F CSPEC COMMITTEE ON RECOMMENDATIONS ABOV
MEMBERS APPROVING MEMBERS DISAPPROVING DATE:
ACTION OF AWARDING AUTHORITY
APPROVED
OTHER
SIGNATURE OF AUTHENTICATION
DATE:
OTHER:
DISAPPROVED .
Derek Igou
Deputy Chief Administrattv
For: Mayor John Peyton
Iinder Authorrty of,
Executive Order No, 10-02
FORM GB-123, Revised 12/2007
SUBJECT: APPLICANT TRACKING AND ON-130ARDING SYSTEM
8|D#ESC'O24C+11
OPEN DATE: 11/3/2010
COMPETITIVE SEALED PROPOSAL EVALUATION COMMITTEE
KIND AND BASIS {}FCONTRACT:
SUPPLY CONTRACT ' ONE (1)YEAR FROM DATE OFAWARD WITH FOUR (4) ONE (1)YEAR RENEWAL OPTIONS
AGENCY: HUMAN RESOURC
BASIS OFAWARD: AWARD TOTHE BIDDER RECEIVING THE HIGHEST SCORE BASED ONTHE
SELECTION CRITERIA
NUMBER DFBIDS INVITED 57 NUMBER RECEIVED 5 OTHER 3
SUMMARY OFBIDS AND RECOMMENDED ACTIONS:
HECOMMEND APPROVAL TO REJECT SUCCESS FACTORS, INC., AND KENEXA TECHNOLOGY, INC., FOR NOT
MEETING BID SPECIFICATION AOSTATED |NTHE BID DOCUMENTS.
RECOMMEND APPROVAL TO ENTER INTO NEGOTIATIONS WITH THE NUMBER ONE RANKED FIRM NEOGOV.THE
RESULTS OF THE NEGOTIATIONS WILL BE DOCUMENTED AND SHARED WITH T14E CSPEC COMMITTEE FOR
APPROVAL.
ATT ACHMENTS: RECOMMENDATION MEMO, EVALUATION MATRIX, SPECIFICATIONS, BID TABULATION SHEET,
REJECTION LETTERS
BUYER:
Deldra Baines
RESPECTFULLY SUBMITTED:
CONCURRENCE BY: CHAD POPPELL, DIVISION CHIEF, HUMAN RESOURCES
(ALL AWARD ACTIONS SUBJECT TOLAWFULLY APPROPRIATED FUNDS)
ACTION C3PECCOMM[ /|EEONRECOMMENDATIONS ABOVE \
MEMBERS APPROVING K4BWBERG^[VSAPPROVING DATE:
r
/
,"ACTION OF AWARDING AUTHORITY
/~
APPROVED _
OTHER
SIGNATURE OF AUTHENTICATION
DISAPPROVED
DTHER:________________
Daov� /qno
For Nlaygrju
—'—w/«»*eUtfic*/
otynf.
02
��
FORM GB-123, Revised 12/2007
SUBMIT ANORIGINAL AND ONE (1) COPY
BID SPECIFICATIONS
ere
Begins
FOR
APPLICANT TRACKING AND ON -BOARDING SYSTEM
HUMAN RESOURC
BID NO: ESC-0240-11
OPEN DATE: 11/3/2010
TIME: 2:00 P.M.
PLACE: 1ST FLOOR, ED BALL BUILDING, 214 North Hogan
STREET, SUITE 110
PRE -BID CONFERENCE:
DATE: N/A
TIME: N/A
LOCATION: N/A
CITY OF JACKSONVILLE
PROCUREMENT DIVISION
JOHN PEYTON MICHAEL aAPSADDLE
MAYOR CHIEF RR�1JREMENTDMSION
FORM GB-101, reufseti 12/2003
EQUAL BUSINESS OPPORTUNITY PROGRAM
Encouragement Plan
It is an official policy of the City of Jacksonville to encourage the
maximum participation of Jacksonville Small Emerging Businesses (JSEBs)
in contract awards, Based upon availability this project has been
designated by the Equal Business Opportunity Program to utilize
Encouragement Plan.
Under the Encouragement Plan, vendors are required to make all efforts
reasonably necessary to ensure that minority -owned and women -owned
City certified JSEBs have a full and fair opportunity to compete for
subcontract or sub -consultant participation on this project.
Bidders/Suppliers/Consultants or any entity doing business with the City
shall not discriminate on the basis of race, ethnicity, national origin or
gender in the award and performance of the work under this contract.
Please use the following Schedule of Subcontract/Sub-Consultant
Participation to submit JSEB Participation on this Bid. You may contact the
City's Equal Business Opportunity Office at 904-630-1165 or find the JSEB
directory on-line through the Procurement Department website at web
site at www, coj.net.
http://www.coj.net/Departnnents/Central+Operations/Equal+Business+Opportunity+Contract+Compliance/default.htm
SCHEDULE OF JSEB SUBCONTRACTOR/SUBCONSULTANT
PARTICIPATION
Name of Bidder:
Project Title:
Bid Number:
*Please list all JSEBs
NAME OF SUB FIRM
Total Base Bid Amount:
TYPE OF WORK
ADDRESS OF TYPE OF SUB TO BE
FIRM (if certified) PERFORMED
Attach additional list of subcontractors/sub-consultants as needed
TOTAL
CONTRACT
VALUE
The undersigned acknowledges and agrees that, if any of the above -listed JSEBs are not, for any
reason, properly certified with the City, in accordance with Ordinance 2004-602, at the time of
bid opening, the same will not be counted toward meeting the participation percentage goal as
defined herein.
The undersigned will enter into a formal Agreement with the JSEB
Suppliers/Consultants/Subcontractors indentified herein for work listed in this schedule, as well
as any applicable alternates, conditioned upon execution of a contract with the City of
Jacksonville. Under penalties of perjury I declare that I have read the foregoing conditions and
instructions and the facts are true to the best of my knowledge and beliefs.
Signature of
Prime
Contractor: Title: Date:
Print Name:
BID FORM
DATE:
City of Jacksonville
Procurement Division
INVITATION TO BID NO. ESC-0240-11
THIS FORM MUST BE SIGNED AND INCLUDED IN BID SUBMISSION
COMPANY NAME AND ADDRESS
SUBMIT BID IN DUPLICATE
FID/SSN#
Bid to be submitted before 2:00 RM. in suite 105, 214 N. Hogan Si.
This bid will be opened on 11/03/2010 at 2:00 P.M.
Suite 110, Ed Bali Building, 214 N. Hogan St.
Response(s) to bid must be in ink or typewritten
Analyst: Deidra Baines Phone: (904) 255-8808
BID SECURITY REQUIREMENTS
TERM OF CONTRACT
None Required
One (1) Year from Date of Award with Four (4) One (1) Year Renewal Options
SAMPLE REQUIREMENTS
PERFORMANCE BOND
None Required
None Required
QUANTITIES:
the approximate quantities to be
contract period, and are subject to
with actual requirements.
FOR TECHNICAL INQUIRIES, CONTACT:
Quantities indicated reflect
purchased throughout the
fluctuations in accordance
Deidra Baines 904-255-8808
dbaines@coj.net
:'".::'(;••.:'''...::. .., -,• ' ''' , ,;, , , F:kV04646:0.4004i44: ;',:,'Vi'lt:•4,',.: '-• ' .'' , , • , !‘"4:;:,
Bid is to establish a source for software for Applicant Tracking and On -Boarding System to be purchased by the City of Jacksonville, Florida.
Terms of Payment: Net
(discounts offerred for payment
or % discount days
not be considered in making award)
periods of less than 30 days will
Bidder's Certification
Material is F.O.B. DESTINATION
Delivery will be made in business days from receipt of purchase
order.
We have received
addenda
through
Handwritten Signature of Authorized Officer of Firm Date
Print individuals's Name and Title Phone Number Fax Number
GENERAL CONDITIONS
BID#ESC-0240-11
I. RESERVATIONS: The City ofJacksonville, Florida reserves the right to reject any or all bids or any part
thereof and/or to waive information if such action is deemed to he in the best interest of the City of Jacksonville.
The City reserves the right to cancel any contract, if in its opinion, there be a failure at any time to perform
adequately the stipulations of this invitation to bid, and the general conditions and specifications which are attached and
made part of this bid, or in any case of any attempt to willfully impose upon the City materials or products or
workmanship which is, in the opinion of the City. of an unacceptable quality. Any action taken in pursuance of this latter
stipulation will not effect or impair any rights or claim of the City to damages for the breach of any covenants of the
contract by the contractor. The City also reserves the right to reject the bid of any bidder who has previously failed to
perform adequately after having once been awarded a prior bid for furnishing materials similar in nature to those
materials mentioned this bid.
Should the contractor fail to comply with the conditions of this contract or fail to complete the required work or
furnish the required materials within the time stipulated in the contract, the City reserves the right to purchase in the open
market, or to complete the required work, at the expense of the contractor or by recourse to provisions of the faithful
performance bond if such bonds if required under the conditions of this bid.
Should the contractor fail to furnish any item or items, or to complete the required work included in this
contract, the City reserves the right to withdraw such items or required work from the operation of this contract without
incurring further liabilities on the part of the City thereby.
SHOULD ANY BIDDER HAVE ANY QUESTIONS AS TO THE INTENT OF MEANING OF ANY
PART OF THIS BID HE SHOULD CONTACT THE OFFICE OF PROCUREMENT AND SUPPLY IN TIME
TO RECEIVE A WRITTEN REPLY BEFORE SUBMITTING HIS BID.
All items furnished must be completely new, and free from defects unless specified otherwise. No others will be
accepted under the terms and intent of this bid.
2. QUOTATIONS: No bidder will be allowed to offer more than one price on each item even though he may
feel that he has two or more types or styles that will meet specifications. Bidders must determine for themselves which to
offer. IF SAID BIDDER SHOULD SUBMIT MORE THAN ONE PRICE ON ANY ITEM ALL PRICES FOR THAT
ITEM WILL BE REJECTED AT THE DISCRETION OF THE CHIEF OF THE PROCURMENT DIVISION,
3. TAXES: The City of Jacksonville, Florida is exempt form the following taxes: (a) State of Florida Sales Tax
by Certificate No 26-00-107377-54C; (b) Manufacturer's Federal Excise Tax Registration No. 59-6000.344.
4. CARTAGE: No charge will be allowed for cartage or packages unless by special agreement.
5. "OR EQUAL" INTERPRETATION: Even though a particular manufacturer's name of brand is specified,
bids will be considered on other brands or on the products of other manufacturers. On all such bids the bidder will
clearly indicate the product (brand and model number) on which he is bidding, and will supply a sample or sufficient data
in detail to enable an intelligent comparison to be made with the particular brand or manufacture specified. All samples
will be submitted in accordance with procedures outlined in the paragraph on SAMPLES. Catalog cuts and technical
descriptive data will be attached to the original copy of the bid where applicable. Failure to submit the above information
may be sufficient ground for rejection of bid.
6. DEVIATIONS TO SPECIFICATIONS: In addition to the requirements of paragraph five, all deviations
from the specifications must be noted in detail by the bidder, in writing, at the time of the submittal of the formal bid.
The absence of a written list of specification deviations at the time of submittal of the bid will hold the bidder strictly
accountable to the City to the specifications as written. Any deviation from the specifications as written not previously
submitted, as required by the above, will be grounds for rejection of the material and/or equipment when delivered.
7. DATA REQUIRED TO BE SUBMITTED WITH REFERENCE TO BID:
a. Whenever the specifications indicate a product or a particular manufacturer, model, or brand in the absence of
any statement to the contrary by the bidder, the bid will be interpreted as for the exact brand, model, or a manufacturer
specified, together with all accessories, qualities. tolerances, compositions, etc. enumerated in the detailed specifications.
b. If no particular brand, model or make is specified, and if no data is required to be submitted with this bid, the
successful contractor, after award and before manufacturer or shipment: may be required to submit working drawings or
detailed descriptive data sufficient to enable the City to judge if each requirement of the specifications is being complied
with.
8. SAMPLES: The samples submitted by bidders on items which they have received an award may be retained
by the City until the delivery of contracted items is completed and accepted. Bidders whose samples are retained may
remove them after delivery is accepted.
Samples on which bidders are unsuccessful must be removed as soon as possible after an award has been made
on the item or items for which the samples have been submitted. The City will not be responsible for such samples if not
removed by the bidder within 30 days after the award has been made. The City reserves the right to consume any or all
samples for testing purposes.
Bidders will make all arrangements for delivery of samples to place designated as well as the removal of
samples. Cost of delivery and removal of samples will be borne by the bidder.
All sample packages will be marked "Sample for the Procurement Division" and each sample will bear the
name of the bidder, item number, bid number and will be clearly tagged or marked in a substantial manner. Failure of the
bidder to clearly identify samples as indicated may he considered sufficient reason for rejection of bid.
9. PERFORMANCE BOND: When applicable, the successful bidder on this bid must furnish a performance
bond as indicated in the specifications. made out to the City of Jacksonville, Florida, prepared on an approved form. as
security for the faithful performance of his contract within ten days of his notification that his hid has been accepted. The
(FORM GB-103, revised 09/10)
surety thereon must be such surety company as are authorized and licensed to transact business in the State of Florida.
Attorneys in facts who sign bid bonds must file with each bond a certified copy of their power of attorney to sign said
bonds. The successful bidder or bidders, upon failure or refusal to furnish within ten days after his notification the
required performance bonds, will pay to the City of Jacksonville, Florida, as liquidated damages for such failure or
refusal an amount in cash equal to the security deposited with his bid,
10. PROVISION FOR OTHER AGENCIES: Each bidder agrees when submitting his bid that he will make
available to all City agencies and departments, hi -City agencies, in -City fire departments and municipalities, the bid
process he submits in accordance with the bid terms and conditions, should any said department or agency wish to buy
under this bid proposal.
11. GUARANTEE: The contractor will unconditionally guarantee the materials and workmanship on all
equipment furnished by him for a period of one year from date of acceptance of the items delivered and installed, unless
otherwise specified herein. If. within the guarantee period, any defects or signs of deterioration are noted, which, in the
opinion of the City are due to faulty design and installation workmanship, or materials, upon ratification, the contractor,
at his expense, will repair or adjust the equipment or parts to correct the condition, or he will replace the part or entire
unit to the complete satisfaction of the City. Repairs, replacements or adjustments will be made only at such times as will
be designated by the City as least detrimental to the operation of City business.
12. DISCOUNTS: ALL DISCOUNTS OTHER THAN PROMPT PAYMENT TO BE INCLUDED IN
BID PRICE. PROMPT PAYMENT DISCOUNTS OF LESS THAN 30 DAYS WILL NOT BE CONSIDERED IN
DETERMINING LOW BID.
13. COLLUSION: THE BIDDER, BY AFFIXING HIS SIGNATURE TO THIS PROPOSAL AGREES
TO THE FOLLOWING: "BIDDER CERTIFIES THAT THIS BID IS MADE WITHOUT ANY PREVIOUS
UNDERSTANDING, AGREEMENT OR CONNECTION WITH ANY PERSON, FIRM, OR CORPORATION
MAKING A BID FOR THE SAME ITEMS; AND IS IN ALL RESPECTS FAIR, WITHOUT OUTSIDE
CONTROL, COLLUSION, FRAUD OR OTHERWISE ILLEGAL ACTION."
14. ERRORS IN BIDS: Bidders or their authorized representatives are expected to fully inform themselves as
to the conditions, requirements, and specifications before submitting bids; failure to do so will be at the bidder's own risk
and he cannot secure relief on the plea of error. Neither law nor regulations make allowance for errors either of omission
or commission on the part of bidders. In case of error in extension of prices in the bid, the unit price will govern.
15. PROCUREMENT DIVISION AS AGENT: When the Procurement Division is acting as agents for
"other public activities" being defined as activities receiving financial support, in part from the City, but not under the
direct governing jurisdiction of the Consolidated Government, the name of such public activity will be substituted for the
word "City" in the foregoing paragraphs No's 1 - 14.
16, ETHICS PROVISION FOR VENDORS/SUPPLIERS: The bidder, by affixing its signature to the
proposal form, and/or the acceptance of a purchase order, represents that it has reviewed the provisions of the
Jacksonville Ethics Code contained in chapter 602, Jacksonville Ordinance Code and the provisions of the Purchasing
code contained in chapter 126, Jacksonville Ordinance Code.
17. NONDISCRIMINATION PROVISIONS; In compliance with Section 4 of Ordinance 69-630-653, the
bidder will, upon affixing his signature to the proposal form, and/or the acceptance of a purchase order, sight draft, field
order, certifies that his firm meets and agrees to the following provisions, which will become a part of this contract.
a. The contractor represents that he has adopted and will maintain a policy of nondiscrimination as defined by
ordinance of the City of Jacksonville throughout the term of this contract.
b. The contractor agrees that on written request, he will permit the reasonable access to his employment,
employment advertisement, application forms, and other pertinent data and records by the Executive Director of the
Community Relations Commission of the City of Jacksonville for the purpose of investigation to ascertain compliance
with the nondiscrimination provisions of this contract, provided however, that the contractor will not be required to
produce for inspection any records covering periods of time more than one year prior to the date of this contract.
c. The contractor agrees that if any of the obligations of this contract are to be performed by a subcontractor.
then the provisions of a and b of this section will be incorporated into and become a part of the subcontract.
18. Illegal Alien: With any company, individual or entity who employs individuals who are not legally
authorized to be in the United States of America. Any company, individual or entity entering into a contract with the City
of Jacksonville shall verify all workers are properly authorized and legally permitted to perform work in the United States
by E-verify or other similar verification methods. Bidders/vendors responding to a solicitation or by acceptance of a
Purchase Order issued by the City of Jacksonville agrees to this provision.
19. Licenses Requirement: Bidders/vendors responding to a solicitation or by acceptance of a Purchase Order
issued by the City of Jacksonville agree to obtain and maintain all applicable Local, State and Federal licenses required
by law.
(FORM GB-103, revised 09/10)
SUPPLEMENTAL CONDITIONS ESC-0240-11
SUBMISSION OF BIDS;
All bids must be submitted no later than the designated bld opening date and
time as specified In the bid documents.
Submit bids to:
City of Jacksonville
Department of Procurement
214 North Hogan St., Suite 105
Jacksonville, Florida 32202.
Bidders are fully responsible for delivery of bids. Reliance upon mail or public carrier is
at the bidder's risk.
LATE BIDS ARE NOT CONSIDERED.
Bid only on the bidding form(s) supplied herewith, using ink or typewriter. Any changes
or alterations must be initialed by the person signing the bid,
Bidders' signature on the Bid Form (Form GB-102) signifies that the bidder has
familiarized himself with all the Terms and Conditions of this bid, and agrees to them all,
and that his bid is made and submitted for the items as_specified and detailed herein
unless exceptions are clearly noted and that the prices quoted herein are firrn for the
duration of this bid. Failure to submit a signed Bid Form with bid submission will be
grounds for bid rejection. Violations of any of the Terms and Conditions of this bid and
delivery time stated, can result in the Bidder's suspension from all bid lists of the City of
Jacksonville and its agencies and penalties provided for by the Purchasing code of the
City of Jacksonville.
Please use the green label enclosed when submitting your bid, be sure to Insert
the bld number and the open date on the label. Failure to do so may result In your
bid being returned unopened.
2. BID/SURETY REQUIREMENTS:
All Bids that may require a bid security or surety in the form of a certified check,
cashiers check or bid bond in the amount as prescribed in the bid documents must
accompany the bid submission prior to the scheduled bid opening. Certified and
cashiers checks will be deposited by the City and reimbursement checks will be Issued
once an award is made. Failure to submit the above information timely will be grounds
for rejection of bid.
3. BID OPENING AND TABULATION:
Due to the large number of bids to be opened, and the numerous items contained in
some bids, such bids will not be tabulated at the bid opening. Bids may be reviewed by
arrangement with the respective buyer. Bidders desiring a copy of the tabulation sheet
and the award recommendation must include a self addressed, stamped envelope with
their bid. If a copy of the tabulation sheet is desired prior to award, then two (2) self
addressed, stamped envelopes must be included.
BID RESULTS AND AWARD RECOMMENDATIONS WILL NOT BE GIVEN BY
TELEPHONE
4, PROMPT PAYMENT TO SUBCONTRACTORS AND SUPPLIERS;
A. Generally - When Contractor receives payment from CITY for labor, services, or
materials furnished by subcontractors and suppliers hired by Contractor,
Contractor shall remit payment due (less proper retainage) to those subcontractors
and suppliers within 15 calendar days after Contractor's receipt of payment from
CITY. Nothing herein shall prohibit Contractor from disputing, pursuant to the terms
hereof, all or any portion of a payment alleged to be due to its subcontractors and
suppliers. In the event of such a dispute, Contractor may withhold the disputed
portion of any such payment only after Contractor has provided notice to CITY and
to the subcontractor or supplier whose payment is in dispute, which notice shall: (i)
be in writing: (ii) state the amount in dispute; (iii) specifically describe the actions
required to cure the dispute; and (iv) be delivered to CITY and said subcontractor
or supplier within 10 calendar days after Contractor's receipt of payment from
CITY. Contractor shall pay all undisputed amounts due within the time limits
imposed by this section.
B, Jacksonville Small Business Enterprise (JSEB) and Minority Business
griterprtse (MBE) - Notwithstanding Chapter 126, Part 6 of the Jacksonville
Ordinance Code (the "Code"), Contractor shall pay all contracts awarded
with certified JSEB and MBE as defined therein their pro-rata share of their
earned portion of the progress payments made by CITY under the applicable
contract within seven (7) business days after Contractor's receipt of payment
from CITY (less proper retainage). The pro-rata share shall be based on all
work completed, materials, and equipment furnished or services performed
by the certified JESB or MBE at the time of payment. As a condition
precedent to progress and final payments to Contractor, Contractor shall
provided to CITY, with its requisition for payment, documentation that
sufficiently demonstrates that Contractor has made proper payments to its
certified JSEB or MBE from all prior payments that Contractor has received
from CITY. Contractor shall not unreasonably withhold payments to certified
JSEB or MBE if such payments have been made to the Contractor. . If
Contractor withholds payment to its certified JSEB or MBE, which payment
has been made by CITY to Contractor, Contractor shall return said payment
to CITY. Contractor shall provide notice to CITY and to the certified JSEB or
MBE whose payment Is in dispute, which notice shall: (i) be in writing; (ii)
state the amount in dispute; (iii) specifically describe the actions required to
cure the dispute; and (iv) be delivered to CITY and said subcontractor or
supplier within five (5) calendar days after Contractor's receipt of payment
from CITY. Contractor shall pay all undisputed amounts due within the time
limits imposed by this section. The failure to pay undisputed amounts to the
JSEB or MBE within 7 business days shall be a breach of contract,
compensabte by 1% of the outstanding invoice being withheld by the City as
liquidated damages. Continued failure to adhere to this clause may be cause
for termination.
C. Third -Party Liability— The Prompt Payment requirements hereunder shall, in no
way, create any contractual relationship or obligation between CITY and any
subcontractor, supplier, JSEB, MBE, or any third -party or create any CITY liability
for Contractor's failure to make timely payments hereunder. However, Contractor's
failure to comply with the Prompt Payment requirements shall constitute a material
breach of its contractual obligations to CITY. As a result of said breach, CITY,
without waiving any other available remedy it may have against Contractor, may: (i)
issue joint checks; and (ii) charge Contractor a 0.2% daily interest penalty or
penalties specified in Chapter 126 of the Code for JSEB or MBE and Chapter 218,
Florida Statutes, for non-JSEB or MBE, whichever greater.
5, PUBLIC ENTITY CRIME INFORMATION:
A person or affiliate who has been placed on the State Of Florida convicted vendor list
following a conviction for a public entity crime may not submit a bid on a contract to
provide any goods or services to a public entity, may not submit a bid on a contract with
a public entity for the construction or repair of a public building or public work, may not
submit bids on leases of real property to a public entity, may not be awarded or perform
work as a contractor, supplier, subcontractor, or consultant under a contract with any
public entity, and may not transact business with any public entity for a period of 36
months from the date of being placed on the convicted vendor list..
6. AUDIT PROVISION
A person or entity providing capital improvements, contractual services, supplies,
professional design services, or professional services purchased by the City pursuant to
a method of purchase, unless otherwise provided herein, shall agree and be deemed to
have agreed by virtue of doing business under contract with the City to all access and
examination at all reasonable times by the Council Auditor or any duty authorized
representative of the Council Auditor to business records directly pertinent to the
transaction until the expiration of three years after final payment pursuant to the
transaction. No examination shalt be conducted until the Council Auditor has made a
recommendation to the Council President that the examination should or, in the
alternative, should not be conducted and until the Council President has approved the
conducting of the examination.
7. Unauthorized Aliens
Owner shall consider the employment, by Contractor, of unauthorized aliens a violation
of section 274A(e) of the Immigration and Nationalization Act. Such violation shall be
cause for unilateral cancellation of the contract upon thirty (30) days' prior written notice
of such cancellation, notwithstanding any other provisions to the contrary in the
Specifications and other Contract Documents.
FORM GB-104. (revised 03/07)
CONFLICT OF INTEREST CERTIFICATE
SECTION 00320
BID# ESC-0240-11
Bidder mils execute either Section I or Section 11 hereunder relative to Florida Statute 112.313(12). Failure to execute
either section may result in rejection of this hid proposal.
SECTION 1
I hereby certify that no official or employee of the City or it's independent agencies requiring the goods or services
described in these specifications has a material financial interest in this company.
Signature
Company Name
Name of Official (type or print) Business Address
City, State, Zip Code
SECTION II
I hereby certify that the following named City official(s) and/or employee(s) having material financial interest(s) (in
excess of 5%) in this company have filed Conflict of Interest Statements with the Supervisor of Elections, 105 East
Monroe Street, Jacksonville, Duval County Florida, prior to hid opening.
Name
Title of Position
Date of Filing
Signature
Name of Official (type or print)
Company Name
Business Address
City, State, Zip Code
PUBLIC OFFICIAL DISCLOSURE
Section 126.112 of the purchasing Code Requires that a public official who has a financial interest in a hid or contract
make a disclosure at the time that the hid or contract is submitted or at the time that the public official acquires a
financial interest in the hid or contract. Please provide disclosure, if applicable, with bid.
Public Official
Position Held
Position or Relationship with Bidder
FORM GB-105, rcvised 611998
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
TABLE OF CONTENTS
PURPOSE 2
1 MINIMUM QUALIFICATIONS 2
2 REQUIREMENTS 3
REQUIREMENT— 2.1 GENERAL INFORMATION 4
REQUIREMENT-2.2 ARCHITECTURE 5
REQUIREMENT — 2.3 CONVERSION 6
REQUIREMENT-2.4 SECURITY 7
REQUIREMENT-2.5 PRINTING 7
REQUIREMENT-2.6 INTERFACES 8
REQUIREMENT — 2.7 APPLICATIONS AND RESUMES ON -BOARDING 9
REQUIREMENT — 2.8 VOLUNTEER APPLICATIONS AND RECORD KEEPING 12
REQUIREMENT —2.9 WORKFLOW 14
REQUIREMENT — 2.10 NOTIFICATIONS AND COMMUNICATION 14
REQUIREMENT-2.11 REPORTING 15
3 EVALUATION CRITERIA 15
3.1 REQUIREMENTS EVALUATION 16
3.2 PRICE EVALUATION 16
3.2.1 First Year Cost 16
3.2.2 Maintenance Cost (year 2-5) 17
3.2.3 Hardware and peripherals cost 17
3.3 LOCATION EVALUATION 17
3.4 FINANCIAL RESPONSIBILITY EVALUATION 17
3.5 RISK EVALUATION 17
3.6 EXPERIENCE EVALUATION 18
3.7 EVALUATION MATRIX 18
4 INDEMNIFICATION 19
4.1 INSURANCE REQUIREMENTS 19
5 RESPONSE TIME FOR MANUFACTURER WARRANTY PERIOD 20
6 VENDOR COMPANY 20
6.1 PROFILE AND EXPERIENCE 20
7 UNSATISFACTORY PERFORMANCE 20
8 TERMINATION OF CONTRACT 20
EXHIBIT A — ADDITIONAL INFORMATION 21
A. BACKGROUND INFORMATION 21
B. CURRENT SYSTEMS IN USE 21
1. APPLICANT TRACKING SYSTEM (ATS) 21
2. VOLUNTEER TRACKING SYSTEM 21
3. ORACLE HRMS 22
C. SYSTEM SUPPORT 22
D. EXISTING DATA TO BE CONVERTED 22
EXHIBIT B — INFORMATION TECHNOLOGY QUESTIONNAIRE 23
p. 1 of 30
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
SPECIFICATIONS FOR APPLICATION TRACKING AND ONBQARDING SYSTEM
PURPOSE
This is a Request for Proposal (RFP) for a vendor to provide a hosted software service that:
• Replaces the existing Applicant Track System (ATS) and on -boarding processes
• Process and stores all Volunteer Applications and records
• Out -process all Volunteers
The talent acquisition functionality must possess the capabilities of the current ATS with the
addition of certain additional requirements detailed in the project scope. The on -boarding
functionality will automate the current manual on -boarding -process with additional functionality
detailed in the project scope.
Our intention is to seek an off -the -shelf solution that supports the latest industry trends. The
product should be a web -based solution that drives best business practices through standard
functionality. The proposal should include costs for application modules, licensing,
customization, customer and technical support, implementation services, and conversion
services. Any cost for system hardware and associated peripherals required to provide a fully
operational solution needs to be provided, but will be evaluated and procured outside of this
selection process.
1 MINIMUM QUALIFICATIONS
Vendor must meet the following qualifications to be eligible to bid and must provide
documentation for each of the minimum qualifications. This documentation needs to be
in the front of the package so that it can be evaluated first. Vendors who do not meet
these qualifications or do not provide sufficient evidence of meeting these qualifications
will be rejected.
1. Vendor must provide a minimum of five (5) contactable references of installed systems
similar in scope. Provide Reference Information including but not limited to:
I. Customer Contact Name, Phone Number, and Title
II. Organization Name and Address
III. Industry
V. Describe briefly the nature of the current services provided
The City reserves the right to contact references.
2. Vendor must be SAS-70-I or SAS-70-1I (preferred) certified. Provide certification
documentation.
3. The vendor is to provide most recent reviewed/audited financial statements to include
balance sheet and income statement (2007 or later).
4. Vendor must provide for electronic signatures for employer, recruiter or referrer, or
representative. The system used to capture the electronic signature should include a
method to acknowledge that the attestation to be signed has been read by the signatory.
p. 2 of 30
V0,13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
Any person or entity who has failed to comply with the criteria established by this
regulation for electronic signatures, if used, and at the time of inspection does not
present a properly completed Form 1-9 for the employee, is in violation of section
274A(a)(1)(B) of the Act and 8 CFR 274a.2(b)(2).
5. System must meet all Federal and State laws and regulations such as the Electronic
Signatures in Global and National Commerce Act (ESIGN) (Pub.L. 106-229,
14 Stat, 464, enacted June 30, 2000, 15 U.S.C. ch.96).
6. System must fully interface with the City's ORACLE HRMS using API or similar
technology.
7. System must comply with the federal, state, and local laws and requirements including
providing the option to have instructions read aloud to applicants or employees or other
tools necessary to maintain ADA compliance.
8. The vendor must complete the ITD Questionnaire in Exhibit B further in back in this RFP.
9. New hire documents, including pension election forms, must be available for import into
the COJ Oracle HRMS.
10. Vendor must provide a point of contact for all communications with the City of
Jacksonville personnel during working hours (Monday through Friday, 7:30 a.m. to 6:00
p.m.) and provide sufficient evidence of responsiveness.
2 REQUIREMENTS
The proposed system should meet the following specifications. Please provide a Yes, No or
Meet with Customization response in the appropriate column below to each requirement. For
each "Meet with Customization", please provide associated cost. Unless otherwise specified,
each criterion listed in the Requirements will be worth two points.
p. 3 of 30
VO.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
REQUIREMENT - 2.1 GENERAL INFORMATION
Criteria Met:
YES/ NO/ Rat's
Customization
Cost Customization
1. Provide detailed documentation of the project team
including titles and responsibilities of those who would
complete or support the configuration and integration.
2. Provide detailed project scope and approach which
supports a project completion date no later than 90
days after contract execution. (worth 4 points)
3. Provide a written training plan comprising three
categories:
1. Admin training
2. Power user training
3. User training
4. Provide user training by the vendor to include the
choice of on -site and/or remote training, instructional
manuals, and a system training site for additional
customer training and testing. Initial training will be
provided by the vendor, but additional training courses
will be facilitated by COJ as needed.
5. System must be a web -based solution that is
accessed via a web -browser over a network.
6. System must provide a minimum of 25 HR licenses
for usage by HR personnel and at least 200 "generic"
end user licenses for other authorized agencies.
7. System must utilize Active Directory for user
authentication.
8. Provide documentation of licensing structure to
include cost.
9. System must provide intuitive user interaction with
online help which minimizes the need for user training
and provides a user experience that reflects positively
on COJ.
10. Provide a Service Level Agreement with complete
descriptions of each service level and response
requirement.
11. Provide capability of implementing future functionality,
including performance management, goal
management, career planning and development,
succession planning and compensation.
12. System has a competency library complete with
competency name and definition, with behavioral
anchors at all proficiency levels.
Total Points Available= 26pts
p. 4 of 30
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
REQUIREMENT — 2.2 ARCHITECTURE
Criteria Met:
YES/ NO/ REQ's
Customization
Cost of
Customization
1. Provide average unplanned downtime percentage and
average duration of recovery from unplanned
downtime for the past 12 months.
2. Provide documentation as to system load capacity
and how expansion is addressed.
3. Vendor must comply with all federal, state and local
rules and regulations with respect to retention of
personnel records.
4. The system will be configurable to handle
external, internal and volunteer recruitment.
5. The system will be able to accommodate the
City of Jacksonville (COJ) job specifications and
competency structure.
6. Allows for postings of unadvertised jobs when needed
for professional recruitment so that the number of
applications can be reduced.
7. Provide a process for data storage and recovery in
the event the vendor services are interrupted due to
the closing of the company or other incident.
8. Provide data storage and retrieval ability for all
Volunteer applicants and Volunteer selectees.
Total Points Available= 16pts
p. 5 of 30
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
REQUIREMENT - 2
Criteria Met:
Customization
Cost of
Customization
1. Provide detailed plan of the conversion process and
examples of previous conversions.
2. Vendor must be able to convert data from existing
ATS to the new system.
3. Conversions must be completed prior to training and
user acceptance testing and completed again upon
"go -live" in production.
4. Provide the capability to convert existing forms,
templates and letters to the new system.
5. Provide for the capability to populate the ATS on
boarding module with relevant new hire data from the
applicant module with the ability to edit data if
necessary.
6. System will convert all existing volunteer data;
requires ITD assistance.
Total Points Available= 12pts
p. 6 of 30
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
REQUIREMENT - 2.4 SECURITY
Criteria Met:
YES/ NO/ REQ's
Cost of
Customization
1. System must allow the ability to create new users with
individual, secure sign on.
2. System must allow the ability to assign roles to users
that control functionality and access to screens or
individual fields.
3. System must allow the ability to disable a user without
losing history of transactions that user created.
4. System must allow for multiple administrators to
maintain security.
5. System must allow for disabling user access after a
specified period of inactivity and allow reactivation on
demand.
6. Provides the ability to generate user passwords that
are visible only to the user.
Total Points Ave lable= 12pts
REQUIREMENT - 2.5 PRINTING
Criteria Met:
YES/ NO/ REQ's
Customization
Cost of
Customization
1. System must be able to print applications, forms,
reports, and eligibility lists on City of Jacksonville
network printers.
2. System provides the ability to print forms that require
physical signatures and other forms acceptable to
print as determined by HR.
Total Points Available= 4pts
p. 7 of 30
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
REQUIREMENT - 2.6 INTERFACES
Criteria Met:
YES/ NO/ REQ's
Customization
Cost of
Customization
1. Converting applicant to employee will trigger sending
applicant hire data to Oracle HRMS. The data
imported also includes scanned attachments.
Interface occurs hourly.
2. Converting applicable volunteer applicant data to
active volunteer status will trigger sending volunteer
applicant data to Oracle HRMS. The data imported
also includes scanned attachments. Interface occurs
hourly. This function is only for those volunteers
needing access to COJ computer and phone
equipment. (Volunteer on -boarding only).
3. System must automatically accept an update to
vendor employee information from COJ on a nightly
basis. (This applies to internal recruiting functions).
4. System must provide the ability to define a sufficient
number of job posting data elements. Job
specifications and other previously defined
information will auto -populate after occupation code
has been entered.
5. System must interface with NCIC, FDLE, JSO, and
driver's license background check for verifying post -
offer applicant eligibility to be hired.
6. Provide detailed plan on the interface file process and
examples of previous interfaces. This includes a list of
applications that the vendor has interfaced with their
product.
7. The vendor will provide real time notification of any
issue that occurs with the respective interfaces.
8. Architecture provides the ability for authorized
personnel to attach digitized on -boarding
documentation to the applicable record in Oracle
HRMS.
9. System will work with ITD in providing on -boarding
post -offer applicants with access to the City intranet.
10. System will interface as necessary with all City
Departments (including but not limited to: Jacksonville
Sheriff's Office, Administrative Services, etc.)
Total Points Available= 20pts
p. 8 of 30
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
REQUIREMENT - 2.7 APPLICATIONS AND RESUMES ON-
BOARDING
Criteria Met:
YES/ NO/ REQ's
Customization
Cost of
Customization
1. System will import and parse resume data.
2. System will provide application and resume search by
keyword and competency (worth 4 points).
3. System will prevent multiple applications to a single
job posting by a single applicant.
4. System will be configurable to accept a specified
number of total applications.
5. System displays applicant experience in reverse
chronological order and calculates total time based on
dates provided. System prevents duplicate job
entries.
6. System will allow the recruiter to assign open and
closing dates and times for applications and provides
the ability to report on applicant information
associated with the posting. System will allow for the
closing date to be changed during the posting period.
7. System limits the type of information that can be
changed by the applicant on the application after the
close date to contact information.
8. System will allow postings of unadvertised jobs when
needed for professional recruitment so that the
number of applications can be reduced.
9. System has the ability to accept forms (waiver) from
employees who are choosing not to apply for an open
job and links that documentation to the open job.
10, System can provide the ability to indicate whether
veteran's preference is awarded by a pre -configured
drop down menu.
11. System provides applicant with the ability to view he
job description.
12. System provides a mechanism that flags documents
that are not completed accurately or fully by the
applicant.
13. System provides applicants with a legend that clearly
identifies the status of their application.
14. System can provide the ability to sort applicants and
eligibility lists by name and date applied without
interfering with the veteran ranking.
15. System can create a list of all applicants identified as
eligible and allows recruiter to search and retrieve
records and profiles using key words.
p. 9 of 30
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
REQUIREMENT - 2.7 APPLICATIONS AND RESUMES ON-
BOARDING
Criteria Met:
YES/ NO/ REQ's
Customization
Cost of
Customization
16. System can provide the ability to create multiple
eligibility lists from one job posting.
17. System provides the ability for the applicant to select
a referral source to indicate how they learned about
the position.
18. System provides a method that defines the applicable
pension plans to enable an informed selection by the
post -offer applicant, including the ability for selected
post -offer applicants in certain jobs to have the option
to choose social security instead of pension.
19. System allows applicants to be identified by a unique
control number (not a social security number).
20. System prevents applicant from applying for the same
position multiple times. Applicants will be provided
with an opportunity to override an existing application
with the new one.
21. System tracks the time of application submission to
the ten thousandth of a second.
22. System purges profiles within a predefined period of
time, defined by HR.
23. System can provide the ability to search, sort, and
filter eligibility lists. Lists should contain specific
information to be configured.
24. System allows the recruiter to indicate that an
applicant from the eligibility list has been reviewed.
25. System requires an explanation when a veteran has
not been selected.
26. System can provides the ability for the recruiter to
override any blocked scanning. (Note: Scanning may
be blocked due to past due closing date or inability to
scan during the application process.)
27. Provides the ability to configure expiration dates for
applications. Current applicant responses to job
postings are good for one year or until expiration date.
28. System allows the applicant to complete a job
application by providing information and answering
questions that are applicable to the required
competencies for the selected job.
29. System will provide the ability to define knock out
questions, ranking questions, and competency
questions that are not limited to yes/no responses.
Provides the ability to design the order in which the
questions are presented and allows for ranking the
applicants based on pre -determined criteria.
p. 10 of 30
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
REQUIREMENT - 2.7 APPLICATIONS AND RESUMES ON-
BOARDING
Criteria Met:
YES/ NO/ REQ's
Customization
Cost of
Customization
30. System allows the recruiter to access applicant
profiles by name or personal identification number
(such as driver's license).
31. System allows for recruiter to locate and retrieve
applications by name or personal identification
number (such as driver's license).
32. System allows the recruiter to search and display all
positions applied for by the applicant. Search should
also retrieve and display date of job posting and date
applicant applied.
33. System allows the retrieval of previous job postings
for updating and/or re -posting.
34. Provides the ability to incorporate welcome videos,
announcements, and applicable directives associated
with the new employee orientation process
35. System will provide the ability to require specified
activities to be completed before the hire date.
36. System will capture shift and location preferences.
37. System will allow annotation of each record in
applicant lists
38. System will prevent reapplication due to a
disqualifying event. Recruiter must have the ability to
reset to allow reapplication
39. System allows for a process that identifies employees
whose occupation is similar or the same as that of the
post -offer applicant for the purpose of mentoring.
40. System allows a mentor(s) to be assigned to the post -
offer applicant.
Total Points Available= 82pts
p. 11 of 30
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
REQUIREMENT - 2.8 VOLUNTEER APPLICATIONS AND
RECORD KEEPING
Criteria Met:
YES/ NO/ REQ's
Customization
Cost of
Customization
1. System must provide intuitive user interaction with
online help which minimizes the need for user training
and provides a user experience that reflects positively
on COJ. (worth 4points)
2. System will prevent multiple applications to a single
volunteer event by a single applicant.
3. System will be configurable to accept a specified
number of total applications, if desired.
4. System will allow the volunteer recruiter to assign
open and closing dates and times for applications and
provides the ability to report on applicant information
associated with the posting. System will allow for the
closing date to be changed during the posting period.
5. System limits the type of information that can be
changed by the applicant on the application after the
close date to contact information.
6. System provides applicant with the ability to view the
volunteer job description.
7. System provides a mechanism that flags documents
that are not completed accurately or fully by the
applicant.
8. System provides applicants with a legend that clearly
identifies the status of their application.
9. System can create a list of all applicants identified as
eligible and allows recruiter to search and retrieve
records and profiles using key words.
10. System can provide the ability to create multiple
eligibility lists from one volunteer posting.
11. System provides the ability for the applicant to select
a referral source to indicate how they learned about
the volunteer position,
12. System allows volunteer applicants to be identified by
a unique control number (not a social security
number).
1 . System prevents applicant from applying for the same
volunteer position multiple times. Applicants will be
provided with an opportunity to override an existing
application with a new one.
14. System tracks the time of application submission to
the ten thousandth of a second.
15. System purges profiles within a predefined period of
time, defined by HR.
p. 12 of 30
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
REQUIREMENT - 2.8 VOLUNTEER APPLICATIONS AND
RECORD KEEPING
Criteria Met;
YES/ NO/ REQ's
Customization
Cost of
Customization
16. System can provide the ability to search, sort, and
filter volunteer eligibility lists. Lists should contain
specific information to be configured.
17. System provides the ability to configure expiration
dates for applications.
18. System allows the recruiter to access volunteer
applicant profiles by name or personal identification
number (such as driver's license).
19. System allows the recruiter to search and display all
volunteer positions applied for by the applicant.
Search should also retrieve and display date of
volunteer job posting and date applicant applied.
20. System allows the retrieval of previous volunteer
postings for updating and/or re -posting.
21. Provides the ability to incorporate welcome videos,
announcements, and applicable directives associated
with the volunteering process.
22. System will provide the ability to require specified
activities to be completed before the volunteer start
date.
23. System will capture shift and location preferences.
24. System will allow annotation of each record in
applicant lists
25. System will prevent reapplication due to a
disqualifying event. Recruiter must have the ability to
reset to allow reapplication
26. Volunteer active status will be configurable to inactive
when the volunteer has ceased their activities.
Total Points Available= 54pts
p. 13 of 30
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
REQUIREMENT — 2.9 WORKFLOW
Criteria Met:
YES/ NO/ REQ's
Customization
Cost of
Customization
1. System will be capable of multiple configuraflons and
workflow for COJ organizational units that have
differing needs.
2. System provides for reconfiguration of workflow,
documents, job specifications and competency
structure and other administrative services will be
accomplished by COJ Human Resources and will not
require additional services from the vendor.
3. System will capture eligibility status and reason.
4. System will provide for configurable scheduling of
various events and the capability export events to a
calendar.
5. System will allow capture of comments for any step in
the processes with the ability to require comments for
specified steps.
Total Points Available= 1 Opts
REQUIREMENT — 2.10 NOTIFICATIONS AND COMMUNICATION
Criteria Met:
YES/ NO/ REQ's
Customization
Cost of
Customization
1. There will be configurable email and/or on -screen
notifications triggered by hiring and on -boarding
events as defined by COJ Human Resources.
2. System prevents multiple letters for the same position
from being sent to the applicant.
3. System must provide an electronic confirmation to the
applicant that the profile has been created and
provides instructions as to how to move forward in the
application process.
Note: The applicant must have the ability to apply for
multiple positions at one time.
Total Points Available= 6pts
p. 14 of 30
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
REQUIREMENT - 2.11 REPORTING
Criteria Met:
YES/ NO/ REQ's
Customization
Cost of
Customization
1. System will allow time stamping and reporting of
events throughout the hiring and on -boarding process.
2. System must produce reports to satisfy Equal
Employment Opportunity reporting.
3. Queries on names and other job related data should
not be case sensitive.
4. System must produce reports on data obtained from
NCIC, FDLE, JSO, and driver's license background
check.
5. Systems allows reporting on
• Sourcing
• Demographics
• Competency proficiency levels
• Sorted applicant lists by posting, job, and
position
• Incomplete on -boarding activities
• Job posting history including applicant status
• Reason for rejection of an offer
6. All reports must be exportable to MS Excel format.
7. Provide for Ad hoc reporting capability
Total Points Available= 14pts
3 EVALUATION CRITERIA
Responses that fulfill the minimum qualifications will be evaluated based on price for the first -
year and maintenance costs for years 2-5 as well as Requirements (section 2). The top five
scoring vendors for the first -year and maintenance costs for years 2-5 and Requirements will
then be evaluated on Location, Financial Responsibility and Risk. The vendor with the highest
overall score will be recommended for award after a successful demonstration of proposed
system.
p. 15of 30
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
3.1 Requirements Evaluation
Unless otherwise specified, each criterion listed in the Requirements will be worth two points.
Each item will be evaluated and scored following the key below:
Points: 0 - Cannot meet the criteria.
1/2 Points- Can meet the criteria but will require customization at additional costs.
Full Points - Can meet the criteria with standard product.
a 41461001,C4:'i:;;. , ,
nts.
Awardedrn
Costtor
1. General Information -26 pts
2. Architecture - 16 pts
3. Conversion - 12 pts
4. Security - 12pts
5. Printing - 4pts
6. Interfaces - 2Opts
7. Applications and Resumes - 82 pts
8. Volunteer Applications and record Keeping - 54
pts
9. Workflows - 1Opts
10. Notifications and Communication - 6pts
11. Reporting - 14pts
256 points max TOTAL:
3.2 Price Evaluation
For the costs below, provide a total fixed cost for each item. Hourly or unit rates will
not be accepted.
3.2.1 First Year Cost
.
cr
Cost
1.
Application Modules (base product)
2.
Licensing Cost
3.
Customization
(list cost for each function separately)
$
4.
On -site Training and Documentation
$
5.
n erface: daily flat file to Oracle
$
6.
Interface: daily update to vendor information from Oracle
$
7.
Data Conversion
8.
Installation
9.
First Year Annual Maintenance
10.
Additional costs not described
Sub -Total
FIRST YEAR GRAND TOTAL
p. 16 of 30
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
3.2.2 Maintenance Cost year 2-5)
r , --,i,-..,-•
,,.,. _.,-
..,,,..,.!
..._
1-.1, -.-.
rit
;,,,..,,,,R, ,:i.-. v-,!..: ...i,. i...1.•;;;'- _
,,.... -
Score Key
Price (first year cost and maintenance cost); The proposer submitting the lowest First Year
Grand Total AND Year 2-5 Total as identified in section 8.1, shall receive the maximum
amount of points. Each subsequently higher cost submitted by a proposer shall be divided into
the lowest cost received and the product's percentage will be multiplied by the maximum points
available to render the points that shall be received in the evaluation matrix for cost.
The following is an example of the above methodology if the maximum amount of points for cost
is 150.
The City receives three proposals: Firm #1 with a price of $600.00; Firm #2 with a price of
$800.00; Firm #3 with a price of $1,200.00.
• Firm #1 would receive the maximum of points for cost, 150.
• Firm #2 would receive $600.00 divided by $800.00 (75%) multiplied by the maximum
amount of points for cost (150) for a cost matrix score of 112.5.
• Firm #3 would receive $600.00 divided by $1,200.00 (50%) multiplied by the, maximum
amount of points for cost (150) for a cost matrix score of 75.
3.2.3 Hardware and peripherals cost
(to be evaluated/procured outside of this selection process)
Any cost for system hardware and associated peripherals required to provide a fully operational
solution needs to be provided but will be evaluated and procured outside of this selection
process.
3.3 Financial Responsibility Evaluation
The vendor is to provide most recent reviewed/audited financial statements to include balance
sheet and income statement and any other information the bidder may wish to supply to
demonstrate financial stability. This criterion will be rated with input and oversight of our
Finance Department. Maximum of 25 points total. Insufficient responses will be awarded zero
points.
3.4 Risk Evaluation
The vendor should identify unique risks associated with the firm or industry that would
potentially threaten its continued existence as a going concern and any past or pending litigation
against the Firm / Company. This criterion wilt be rated with input and oversight of our Risk
Management Office. Maximum of 20 points total. Insufficient responses will be awarded zero
points.
p. 17 of 30
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
3.5 Experience Evaluation
The vendor should identify and describe up to five projects similar in size and scope that have
been successfully completed. Please provide references and their contact information. These
can be the same references as specified in the Minimum Requirements, but provide details as
to the project scope, complexity, etc. Each project of similar size and scope will be awarded up
to five points for a total not to exceed 25 points in this category. This criterion will be evaluated
by our Human Resources staff. Insufficient responses will be awarded zero points.
3.6 Evaluation Matrix
Description.
Psl,',
: Obi*
Cost
First -year costs and maintenance costs for years
two through five (2-5) of the project. Scoring
outlined in section 3.2.2 above.
150
Ability
Proposed system adheres to terms in the
"Requirements" section of this RFP. Scoring
outlined in section 2.
256
Financial
Responsibility
Maximum of 25 points total. Insufficient responses
will be awarded zero points.
25
Risk
Maximum of 20 points total. Insufficient responses
will be awarded zero points.
20
Experience
Maximum of 25 points total. Insufficient responses
will be awarded zero points.
25
OVERALL TOTAL POINTS
476
p. 18 of 30
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
4 INDEMNIFICATION
The City will require the following indemnification clause to be made part of the Contract
Agreement entered into with the selected Vendor(s).
The Consultant including its employees, agents, and subcontractors, shall hold harmless,
indemnify, and defend the City, its directors, officers, employees, representatives, and agents
against any claim, action, loss, damage, injury liability, cost and expense of whatsoever kind or
nature (including, but not by way of limitation, attorney's fees and court costs) arising out of
injury (whether mental or corporeal) to persons, including death, or damage to property, arising
out of or incidental to the Vendor's, its employees', agents, and/or subcontractors' performance
of this Contract or work performed there under. This indemnification agreement is separate and
apart from, and in no way limited by, any insurance provided pursuant to this agreement or
otherwise.
4.1 Insurance Requirements
The Vendor shall procure and maintain during the term of the project, insurance of the type and
in the minimum amount stated below. Additionally, the Commercial General Liability coverage
shall be written on occurrence form and The City of Jacksonville named as additional insured:
Worker's Compensation
Employer's Liability (including
Appropriate Federal Acts)
Commercial General Liability
Facility -Operations
Products -Completed Operation
Contractual Liability
Independent Contractors
Automobile Liability
All automobiles (owned,
hired or non -owned)
Florida Statutory Coverage
$100,000 Each Accident
$500,000 Disease/Policy Limit
$100,000 Disease/Each Employee
$1,000,000 each occurrence
$2,000,000 aggregate
$1,000,000 Products/Comp Op Agg
$1,000,000 Personal Injury/Advertising
$1,000,000 combined single limit
Professional Liability $1,000,000 Per Occurrence
Errors or omissions $1,000,000 Aggregate
Professional Liability coverage will be provided on an Occurrence Form or
with a retroactive date equal to at least the first date of this agreement
reporting tail beyond the annual expiration date of the policy.
The City of Jacksonville shall be named as additional insured under the
Liability Policy.
p.190130
a Claims Made Form
and with a two-year
Commercial General
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
In addition to the above -described insurance coverage, the Vendor shall provide any additional
insurance coverage as requested by CITY.
An insurer holding a current certificate of authority pursuant to chapter 624, Florida Statutes,
shall write said insurance. Such insurance shall be endorsed to provide for a waiver of
underwriter's rights of subrogation in favor of the City and be written by a carrier with an A.M.
Best rating of A- VII. Prior to commencing any work on the project, Certificates of Insurance
approved by the City's Division of Insurance & Risk Management demonstrating the
maintenance of said insurance shall be furnished to the CITY. The insurance policies shall be
endorsed to provide that no material alteration or cancellation, including expiration and non -
renewal shall be effective until thirty - (30) days after receipt of written notice by the CITY.
Anything to the contrary notwithstanding, the liabilities of the Vendor under this Agreement shall
survive and not be terminated, reduced or otherwise limited by any expiration or termination of
insurance coverage. _Neither approval nor failure to disapprove insurance furnished by the
Vendor shall relieve the Vendor or its sub -contractors from the responsibility to provide
insurance
5 RESPONSE TIME FOR MANUFACTURER WARRANTY PERIOD
Vendor will provide written documentation of that defines/details warranty period,
response time and what constitutes an emergency.
6 VENDOR COMPANY
6.1 Profile and Experience
• Provide a brief history of company(s) including all products and services offered.
• Indicate number of years the organization has been in business as a software
proposer/implementer.
• Provide the address and phone number of the U.S. based corporate office.
• Indicate if you provide access to a user group or forum for communication of
ideas and product enhancements. Provide information on how often the group
meets, how many members belong to the group and how the group
communicates input.
7 UNSATISFACTORY PERFORMANCE
Work performed by the vendor will be reviewed periodically by the City. The City will
review instances of unsatisfactory work with the vendor. All unsatisfactory work will be
corrected by the vendor in a timely manner at no additional cost to the City.
In the event that situations of unsatisfactory work continue to occur after notification by
the City, the City will require that the vendor implement a program of corrective action
which is acceptable to the City within ten (10) working days.
8 TERMINATION OF CONTRACT
If the successful Vendor fails to maintain an acceptable quality of work or other wise fails
to meet the specifications, requirements and terms and conditions of the RFP, the City of
Jacksonville reserves the right to terminate the contract upon thirty (30) days written
notice to the vendor.
p. 20 of 30
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
EXHIBIT A — Additional Information
A. BACKGROUND INFORMATION
The Consolidated City of Jacksonville, Duval County, Florida has an employee base of
approximately 9,000 employees, 3,000 volunteers and 800 seasonal hires.
In a one (1) year period 16,468 applicants applied for paid positions using the Applicant tracking
system. During times when more jobs are open, this number will increase substantially.
Applicants offered employment (approximately 2,000 per year) must complete and/or
acknowledge receipt of the following documents:
1. New Hire Forms: 25 Pages
2. New Hire Policy Package: 32 pages
3. Criminal Background Request: 8 pages
4. Post Offer Medical Exam & Drug Test: 8 pages
5. Identification Badge Policy and application: 5 pages
6. Pension Plan Application 1 page
B. CURRENT SYSTEMS IN USE
1. Applicant Tracking System (ATS)
The current applicant tracking system is an Oracle Portal application that was
implemented in 2002. It consists of six modules used in the recruiting and applicant
tracking process: Recruit, Exam, Applicant, Analyst, Manager, and Operations. The
current ATS currently has approximately 375 internal users broken down into the
following categories:
# Of Pseri. :.
MOO
Oriptio :: :::. , : " :.: -:: -:•,... ,,.
4
Recruit
Acquiring job data from Oracle HRMS to use for posting
purposes
Unknown
Applicant
Allows non -current employees to apply for open jobs.
3
Exam
Used to attach documents (resumes, DD-214's, etc)
15
Analyst
Application filtering to determine eligibility and veterans
Jpreference
350
Manager
Reviewing eligibility lists for interview selection
5
Operations
Application processing, tracking physical and drug test
results, supplying applicant data for new hires to Oracle
HRMS
2. Volunteer Tracking System
Last year, approximately 3,900 volunteers applied through the current volunteer tracking
system, a .Net application that was implemented in 2007. It provides the ability to create,
update and track both special event and ongoing volunteer opportunities. In addition, it
provides the ability for volunteer recruits to be assigned to volunteer opportunities.
p. 21 of 30
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
0 Currently, volunteers must complete a Volunteer Application with criminal
background request: 3 pages.
3. Oracle HRMS
The current HRMS system used by the City is Oracle E-business Suite Version
11.5.10.2. This system is where all selected personnel information flows to from the
current ATS system. System integration must be through API technology.
C. SYSTEM SUPPORT
Current ATS and Onboarding systems are supported for coverage between 7:30 AM and
5:00 PM Monday through Friday.
D. EXISTING DATA TO BE CONVERTED
With the implementation of a new talent management system, it is expected that the
following data will need to be converted and uploaded into the new system.
Data Type
Approximate Volume
Applicant
Eligible Records 27176
Applications 106353
Profiles 120341
Volunteer
20,000 records
Onboarding
None
p. 22 of 30
V013 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-O24O11
EXHIBIT B—iNFORMATION TECHNOLOGY QUESTIONNAIRE
The questions on the following pages concern specific issues relevant to the City of Jacksonville
Information Technology Department. While these specific items will not beindividually scored
this data will greatly assist the vendor —|TDinterface process. Failure tOprovide this data will
result iOdisqualification from SOOGid8Gt|On.
Questionnaire
What are the server platforms supportedfo your
proposed system and the operating system versions
supported for each platform?
What isthe infrastructure requirements for the
application and database?
What language was used inthe development of the
application?
What are the server and hardware requirements?
What type o4database supports this application?
What are the licensing requirements for all components
ofthe system?
Are there any m|dd|ewamproducts orany required 3vd
party products needed tosupport this application? Are
these server orclient based? Who ioresponsible Uu
purchase the licensing?
What are the Network Connectivity requirements?
}mthe application C/trixcompliant? What versions?
How are patches tothe operating system
communicated, scheduled and installed?
p.23ofG0
VO.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
What are any special requirements surrounding your
8rewal?
Can applicationexist onmultiple environments ia.
Prod, QA.Dev.Training, etc. Dnthese require
additional licensing?
What are the client web browser requirements? Are
there custom configurations and setting requirements?
What iathe minimum and recommended client desktop
configurations OS, memory and CPU requirements?
Are there additional applications that must bainstalled
unthe desktop?
Are there any additional requirements for reporting (|o:
Crystal Reports) ?
Doyou provide udata model with your solution?
What are some nfthe practical limitations tothe number
nfsimultaneous users supported bythis application?
What inthe application's ability toretain history i.e.how
much & for how long?
What iuyour sizing methodology? How doyou calculate
environment/server size recommendations?
Where iaserver located and who ipresponsible for
business continuity and disaster recovery?
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
B|O#ESC-024011
Who has physical access tothe servers hosting the
application and databases?
Who owns the URL? iothe domain name registered
under the hosting company name orthe City?
What other customers orcompanies will reside onthe
server? What are potential risks associated with this
configuration?
Who does customer contact with application and/or
server issues?
Who iaresponsible for application maintenance? What
iethe availability and maintenance window?
Who iaresponsible for server maintenance? What iothe
availability and maintenance window?
|nthe event either vendor goes out ofbusiness, How io
the code protected? |oitinEscrow?
How does the City take ownership ofdata and
application ifeither vendor goes out of business?
What system, site and application documentation io
available inthe event either vendor goes out of
business?
|othe site inCompliance toSection 50Gofthe
Rehabilitation Act?
Describe Roll Back nrBookoutPlans?
Niamp"a";n
How does the application interface with the other
packages (API orany other means) ?
What format is required toinput data into your system?
Can the system edit incoming data with predefined
parameters?
VO.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC4J24O11
Does the application have the ability 0nlog
unacceptable incoming data?
Does the application have the ability &oreceive
information and updates from other systems via
interface, moareal time basis?
Does the application have the ability Vnexport data
easily? What are the limitations?
Does the application h the ability mexport to
standard Microsoft office suites (o.g.MSWord, M8
Excel, etc.)and Adobe pc8.?
Does the application integrate seamlessly with Outlook?
Can defined business rules booverridden due t»a
change inbusiness direction?
What browser sites iathe application compatible?
What operating system iuthe application compatible?
W VV�t"_Vz'
_ ,
Does the application have the ability to run system
monitoring and error reporting mechanisms for log files,
production monitoring, interfaces toproduction
monitoring tools, including any abilities tosend alerts to
maintenance and support staff via email?
What are the requirements for backup and recovery of
the proposed solution (i.m.:recommended frequency,
resources needed and time required) ?
What isthe business continuance and disaster recovery
pmunas/
What are the typical release cycles, how are they tested
and rolled out?
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
B|O#ESC-D24O-11
How does the proposed system recover user sessions
and system services inthe event of failure (e.g,failures
inhardware, software, networks, and equipment mwith
aloss ofpower)?
Does the proposed solution integrate with Active
Directory ordoes itprovide its own authentication
mechanism and security database?
!fsolution provides its own security database, dn
administrators have ability toadd, modify and delete
users, groups and assign role -based rights?
How |odata secured? |ndata encrypted?
How iaInformation encrypted when transmitted over a
network?
How are user sessions secured?
Dousers have the ability Vochange their own
password?
Dnadministrators have the ability create and assign
individuals tomultiple security classes /groups?
Do administrators have ability0urestrict confidential
data masingle owner group?
Does the application provide logs ofcomputer security
relevant events toprovide data tosupport
comprehensive audits of the effectiveness of, and
compliance with security measures? (Who did what,
from where, and when?)
Does the app|icudonhave the ability to segregate
functionality bylocation, business unit, otu.?
p.27of 30
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
Are there any performance enhancing features
implemented, e.g., special indexing or data caching and
compressing mechanisms, etc. ?
Describe your load and stress testing methodology.
If application is Citrix compliant, describe your load and
stress testing processes.
What credit card processor do you recommend? Is this
the only credit card processor that will integrate with the
application?
Is there an Automated Program Interface that can be
used to extract credit card data to be used with different
processors?
What type credit cards are accepted through the
application (MasterCard, VISA, Debit) ?
What type security is in place to protect credit card
information?
What are some of the technical support training
opportunities as it applies to evaluating and trouble
shooting issues?
What level of technical training is included as part o
your proposed solution?
What are some ongoing training
capability/opportunities?
p. 28 of 30
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
What type of user account, profile, group and password
administration training is offered?
What type training for support services (Help Desk) on
escalation and contact processes and procedures are
provided?
Are there any FAQ pages provided for service center
associates and application users?
Are there any trouble shooting scripts developed for the
support services associates for end user support?
What Internet or website opportunity for Help Desk and
end user training is available?
What is your recommended infrastructure training
strategy?
What technical and user support is available? Online,
client hosted and on -site?
Describe the technical, service center and user support
service level/s under the proposed maintenance
agreement?
Do you have the ability to supply technical, service
center and user support 24x7?
Describe the technical, service center and user
issue/problem resolution processes, procedures and
timelines?
Do you have the ability to provide remote support?
What are the technical requirements?
Describe recommended technical, service center and
user support organizations and required skill sets
necessary to support your proposed solution?
p. 29 of 30
V0.13 APPLICANT TRACKING AND ON -BOARDING SYSTEM
BID #ESC-0240-11
Describe the current communication process you have
in place for alerts, modifications and issues?
Describe a typical project structure and methodology
used during the lifecycle.
Describe the Communication Plan used in a typical
project.
What is the average time frame for an Implementation
of comparable size?
What are the general areas of customization required
and the time frame around each of these?
Explain your Change Order process.
What methodology is used to incorporate client
modifications within your proposed solution?
How is customization by clients managed within your
release/system upgrade process?
How is Customer Acceptance Testing Managed? And
explain the signoff process.
What is the availability of implementation resources and
their experience?
p. 30 of 30
Disqualified Vendors List
In accordance with the City's Procurement Code 126.201 (1) (1), the Chief of
Procurement and all agencies are advised to cease doing business with
disqualified vendors as they appear on this list. However, any existing contracts
held by the vendors listed below should be completed.
VENDOR
VENDOR #
Date of
Disqualification
Eligibility
Reinstatement Date
Able Lumber and Supply
593198312
07/18/97
07/18/98
Armored Car Services
593191058
02/10/00
02/10/01
*Arnett Contracting, Inc.
223965485
06/04/10
06/04/2013
C & H Construction
593216284
03/07/02
03/07/03
Carolina Paper Mill
593579372
10/20/80
10/20/81
*Cleft Landscape Mgmt.
590036843
10/26/00
10/26/01
Concerned Citizens of
Developing the Disable, Inc.
d/b/a A.I.C.R.
07/23/98
07/23/99
Court Yard Concepts
593198312
05/07/97
05/07/98
Creed Company
45357941
03/07/90
03/07/91
Elite Public Safety
03/25/00
03/25/01
Fire Defense Centers
593035606
06/08/87
06/08/88
*GA Janitorial Cleaning Svcs.,
Inc.
010684614
08/31/09
08/31/2010
George Patterson & Assoc.
59317759
06/05/98
06/05/99
G K Solutions
593541756
09/08/99
09/08/00
*Process Server Enterprises, LLC
263336079
04/29/10
04/29/2011
**Ray T. Freiha Construction, Inc.
593615599
06/01/10
06/01/2012
Tiger Tale Publication
05/21/98
05/21/99
Whittle & Sons
07/25/80
07/25/81
*Vendors disqualified/debarred from bidding as Prime and/or Sub Contractors
—Vendors placed on probation for a period of 6 months or more
Revised 6/07/10
126.106(e)
126.106(e)(1)
126.106(e)(2)
126.106(e)(3)
126.106(e)(4)
126.106(e)(5)
126.106(e)(6)
126.106(e)(7)
126.106(e)(8)
126.106(e)(1)
CITY OF JACKSONVILLE
PROCUREMENT DIVISION
214 North Hogan Street, Suite 800, Jacksonville, Florida, 32202
(904) 255-8800-Ph; (904) 255 8837-Fax; www.coi.net
PROCUREMENT PROTEST PROCEDURES
PROTEST PROCEDURES
Purpose and Scope
Definitions
Timely Notice of Protest
Extension Request / Supplemental Protest
Delivery
Process
Protest Hearing Rules and Procedures
Independent Agency, Board or Delegated Au
Purpose and Scope
(a) These protest procedures are promulgated
pursuant to § 126.106(e) of the Jacksonville Ordinance
Code (the "Code"), which authorizes the Chief of the
Procurement Division to `'prepare and publish rules and
regulations governing bid protests. In the event a court of
competent jurisdiction declares any provision of these
Procurement Protest Procedures to be unconstitutional,
invalid, or otherwise unenforceable, then all remaining
provisions shall be severable, valid and enforceable
regardless of the invalidity of any other provision.
(h) In accordance with the procedures contained
herein, any person or entity that is adversely affected by a
decision or an intended decision concerning a solicitation,
solicitation documents, award, or any other process or
procedure prescribed iri the Code and who has standing to
protest said decision or intended decision under Florida
law (the `Protestant"), must timely file a written Notice of
Protest seeking to challenge the decision or intended
decision. The issue(s) raised and the information
contained in the Notice of Protest and any supplemental
documentation filed in accordance with § 126.106(e)(4),
hereof, must clearly identify and explain the factual and
legal basis for any relief sought, and shall be the only
Docu
ntation
hority
issue(s) and information the Protestant may present for
consideration before the applicable committee.
126.106(e)(2) Definitions
For the purpose of these Bid Protest Procedures, the
following definitions are provided:
(a) "Competitive solicitation" or "solicitation" shall
include without limitation an invitation to bid, competitive
sealed bid, multi -step competitive sealed bid, competitive
sealed proposal, or a request for proposals and/or
qualifications,
(b) "Posting" means the notification of solicitations,
decisions or intended decision, or other matters relating to
procurement on a centralized Internet website, by placing
the same on the bulletin boards) designated by the
Procurement Division for this purpose, or as may be
consistent with § 126.102(m) of the Code.
(c) "Exceptional purchase" means any purchase
excepted by law or rule from the requirements for
competitive solicitation, including without limitation
purchases pursuant to §§ 126.107, 126.206, 126,207,
126,211, 126.30'7, 126.309, 126.311, 126.312, or 126.313
of the Code.
Pagel of 3 _ Revisand Effective Dare: 08110109
(d) "Electronic transfer" is limited solely to facsimile
transmissions that appear legibly on paper at the place of
filing.
(e) "Final Agency Action" means a final decision that
results from a proceeding hereunder, and includes actions
which are affirmative, negative, injunctive, or declaratory
in form.
(f) "Procurement process" has the same meaning as
"contract solicitation or award process."
126.106(e)(3) Timely Notice of Protest
(a) Recommendations of Award and/or Bid
Rejection. A Protestant shall have 48 hours after either the
posting or written notification of a decision or intended
decision, whichever is earlier, in which to file a written
Notice of Protest in order to timely challenge or seek relief
from a Procurement Division recommended award of an
exceptional purchase or an award or recommended
conclusion to any bid or proposal solicitation process,
including without limitation: (i) a recommendation to
reject a bid or proposal; (ii) a contract award; or (iii) the
short -listing of bidders or proposers.
(b) Bid/Proposal Specifications and/or
Requirements. A Protestant shall have 10 business days
after the posting of a solicitation or 48 hours after the
posted date and time of a pre -bid or pre -proposal
conference, whichever is earlier, or 48 hours after the
posting of an addendum, in which to file a written Notice
of Protest in order to timely challenge the requirements,
terms and/or conditions contained in bid or proposal
documents, including without limitation any provisions
governing or establishing: (i) the basis for making the
award in question; (ii) evaluation criteria; (iii) equipment,
product, or material specifications; (iv) proposed project
schedules; (v) statements regarding participation goals or
other equal opportunity measures; or (vi) other general
solicitation or project requirements.
(c) Computation of Time - The computation of the
tune limitations or periods contained herein shall he
governed by and shall be pursuant to Florida Rule of Civil
Procedure 1.090(a). Failure to file a written Notice of
Protest within the applicable time limitation or period shall
constitute a waiver of any right, remedy, or relief available
hereunder.
(d) Form and Content of the Notice of Protest - A
written Notice of Protest shall: (i) be addressed to the
Chief; (ii) identify the solicitation, decision, or
recommended award in question by number and title or
any other language sufficient to enable the Chief to
identify the same; (iii) state the timeliness of the protest;
(iv) state Protestant's legal standing to protest; and (v)
clearly state with particularity the issue(s), material fact(s)
and legal authority upon which the protest is based.
126.106(e)(4) Request for Extension to File
Supplemental Protest Documentation
At the time of filing a timely Notice of Protest hereunder, a
Protestant may request an extension of three (3) business
days after the date its Notice of Protest is timely received,
in which to provide supplemental protest documentation.
Failure to do so or to timely submit the supplemental
protest documentation shall constitute a waiver of any
right to the same.
126.106(e)(5) Delivery
The timely filing of a Notice of Protest shall be
accomplished when said notice is actually received by the
Procurement Division within the applicable time limitation
or period contained herein. Filing a notice may be
accomplished by manual transfer via hand -delivery or mail
to the Chief of Procurement Division at 214 North Hogan
Street, Suite 800, Jacksonville, Florida, 32202, or by
electronic transfer via facsimile to (904) 255-8837. The
responsibility and burden of proof that its Notice of Protest
has been timely and properly received shall rest with the
Protestant, regardless as to the method of delivery
employed.
126.106(e)(6) Process
(a) Upon receipt of a timely filed written Notice of
Protest, the Chief or his/her designee shall schedule and
provide notice of the time, date and place that the protest
will be heard. The protest will he heard before the General
Governmental Awards Committee ("GGAC"), the
Professional Services Evaluation Committee ("PSEC"), or
the Competitive Sealed Proposal Evaluation Committee
("CSPEC"), whichever is applicable. The Chief or his/her
designee shall have the discretion to proceed with the
solicitation or contract award process in question or to
suspend the same pending the resolution of the protest. To
the extent the Chief or his/her designee decides to exercise
his/her discretion not to suspend the solicitation or contract
award process pending the resolution of the protest, the
Chief or his/her designee shall set forth in writing the
particular facts and/or circumstances upon which his/her
decision is based.
(h) Those persons or entities, other than the
Protestant, who will be directly affected by the resolution
of the protest shall be given notice of the protest hearing,
and the Notice of Protest and any supplemental protest
Page 2 af 3 Revision and Effective Date: 08/10109
documentation shall be made available to them upon a
written request for the same.
(c) When a Notice of Protest is filed pursuant to §
126.106(e)(3)(b), hereof, the Chief or applicable awards
committee chairperson shall have the discretion to direct
that the solicitation in question not he opened pending the
resolution of the protest.
126.106(e)(7) Protest Hearing Rules and Procedures
(a) Hearings hereunder shall be heard before the
applicable committee, and shall begin with a general
statement of the rules and procedures prescribed herein by
a representative of the committee, followed by a general
statement of the facts by a representative of the
Procurement Division. Representatives of the Protestant,
limited solely to its owners, officers, employees and/or
legal counsel, will then be required to present its case
based solely upon the issue(s) and information contained
in the Notice of Protest and any timely submitted
supplemental protest documentation. Those persons or
entities, other than the Protestant, who have legal standing
and will be directly affected by the resolution of the protest
will be given an opportunity to be heard and to present
information before the committee, which will be followed
by a statement and the presentation of information from
the Procurement Division and other governmental
representatives. The Protestant must establish by the
preponderance of the evidence that the protest should he
granted based upon the law, facts and information
presented. The committee is entitled to ask questions of
any party at any time during the hearing.
(b) For hearings hereunder, the formal rules of
evidence pursuant to the Florida Evidence Code may be
relaxed at the sole discretion of the presiding chairperson
of the applicable committee. Hearsay evidence may he
admissible and used to supplement or explain other
evidence.
(c) Unless otherwise provided by the Code, the
burden of proof shall rest with the Protestant. The
standard of proof for proceedings hereunder shall be
whether a Procurement Division recommendation or the
decision or intended decision in question was clearly
erroneous, arbitrary or capricious, fraudulent, or otherwise
without any basis in fact or law. In any protest proceeding
challenging a decision or intended decision to reject all
bids, proposals, or replies, the standard of review shall he
whether the decision or intended decision is illegal,
arbitrary, dishonest, or fraudulent.
(d) A majority vote of the members of the applicable
committee shall be required to grant a protest, hereunder;
otherwise, the protest shall be denied, and, upon execution
by the Mayor or his designee, said vote and/or decision of
the applicable awards committee shall be posted and shall
represent final agency action.
126.106(e)(8) Independent Agency, Board or
Delegated Authority
If a protest is filed and the solicitation is for the benefit of
an independent agency, board, or delegated authority that
has its own established procurement procedure and does
not use the City's procurement process and/or protest
procedures, then the person or entity protesting must
follow the protest procedures of that independent agency,
board, or delegated authority.
CERTIFICATE OF
ADOPTION AND IMPLEMENTATION
The preceding Procurement Protest Procedures are hereby adopted this 1061 day of August, 2009, by the undersigned
Chief of Procurement for immediate implementation, and will remain in full force and effect until such time as they
may be formally revised, amended, supplemented, superseded, or abolished.
Procurement Division
Michael Clapsaddie ie
Procurement Divisio
214 North Hogan Street, Suite 800
Jacksonville, Florida, 32202
(904) 255-8800 — Phone
(904) 255-8837 -- Fax
mclap@coj.net
Page 3 of 3 Revision and Effective Date: 08110109
NO BID FORM
BID# ESC-0240-11
UNABLE TO SUBMIT A BID? WE SINCERELY HOPE THIS IS NOT THE CASE.
If your firm cannot submit a bid at this time, please provide the information requested in the
space provided below and return it to:
City of Jacksonville
Procurement Division
214 North Hogan St., Suite 105
Jacksonville, Florida 32202
We are unable to submit a bid at this time due to the following reasons:
Name of Firm
Signature and Title
Street Address or P.O. Box
City
State Zip Code
PLEASE SUBMIT THIS FORM ONLY; DO NOT SEND BACK THE BID PACKAGE
FORM GB-107, Revised 12/2003
NEOGOV
ORIGINAL
PROPOSAL RESPONSE
CITY OF JACKSONVILLE
Applicant Tracking and On -Boarding System
Bid # ESC-0240-11
Due: November 3, 2010
Submitted By:
NEOGOV"
ran
Table of Contents
Table of Contents
Required Bid Forms 1
Section 1 — Minimum Qualifications 11
Section 2 — Requirements 18
Section 3 — Evaluation Criteria 63
Section 4 — Indemnification 70
Section 5 — Response Time for Manufacturer Warranty Period 73
Section 6 — Vendor Company 76
NEOGOV Attachments 79
Attachment A: NEOGOV Customer List 80
Attachment B: Insight Screenshots 85
Attachment C: NEOGOV Insight Technical Overview 90
Attachment D: Standard, Configurable Insight Reports 97
Attachment E: Standard Service Level Agreement 106
Attachment F: Professional Resumes 111
October 22, 2010 Page ii
NOT
G.
Letter of Introduction
October 22, 2010
Deidra Baines
City of Jacksonville
214 North Hogan St., Suite 105
Jacksonville, Florida 32202
Ref: Bid # ESC-0240-11 — Applicant Tracking and On -Boarding System
Dear Ms. Baines,
GovernmentJobs.com, Inc. (d/b/a NEOGOV) is pleased to submit our response for the City of
Jacksonville's request for an Applicant Tracking and On -Boarding System. This submission is in
accordance with the requirements set forth in the RFP originally due on November 3, 2010. As requested,
we have provided all proposal items including additional corporate and product information for your
consideration. This document is all inclusive and contains all information relevant to the NEOGOV
response.
As you will see in the submitted documentation, NEOGOV offers the most comprehensive Applicant
Tracking and Workforce Management solutions tailored exclusively for Public Sector and Education
organizations. Established in 1998, NEOGOV currently works with more than 650 agencies nationwide
delivering the features and functionality sought in the original RFP. We are confident that our proposal will
demonstrate our complete understanding of the current processes and objectives and can deliver a
proven system and methodology that will meet and exceed expectations.
For this project, we are proposing the implementation of our hosted Insight Enterprise platform which will
completely automate the current recruitment and applicant tracking process. Once live with Insight, the
City will benefit from a solution that has proven to reduce paper, reduce time to hire, and more
importantly, increase customer satisfaction for both departments and citizens.
I am pleased to serve as the main contact for this proposal and as President of NEOGOV, I am fully
authorized to bind our firm to any contract as a result of this proposal. If you have any questions or
require any additional information, please do not hesitate to contact me at your convenience. I can be
reached at the address below or directly at 310.426.6304, x103 or via email to scottneoqov.com.
Thank you for this opportunity and we look forward to working with you on this exciting project.
Respectfully,
Scott Letourneau
President
October 22, 2010 Page iii
N EOGOVTM
Required Bid Forms
October 22, 2010 Page 1
1 ■ EOGOVTM
Use of JSEB Subcontractors
NEOGOV is a certified Small Business with the State of California committed to diversity. We are an
Equal Opportunity Employer and take pride in being an organization that values working with the most
talented individuals. This commitment has allowed us to build a team that is completely free of any
discrimination and currently consists of 35% Female employees, 6% Hispanic, and 27% Asian.
In addition to using our corporate ideology towards our own corporate structure, NEOGOV applies this
goal to all of its partnerships with outside contractors, client agencies, and/or 3rd party vendors. Although
we are a privately held organization, we aim to being a leader in supplier diversity and we continually look
for opportunities to work with diverse suppliers in every aspect of our business operations. To date,
NEOGOV has worked with multiple minority or woman owned businesses in different areas including
advertising and marketing, personnel resources, office administration and more.
In addition to working with woman or minority owned companies for internal use, NEOGOV also has a
proven track record of working with vendors, either indirectly or directly, on projects with some of our
public sector customers when applicable.
As required and encouraged by the City, NEOGOV has successfully completed our best efforts to locate
potential subcontractors. For this project however, the proposed solution, Insight Enterprise, is a
proprietary system already developed, maintained and supported solely by NEOGOV. All proposed items
including the software license, implementation and training are done exclusively be NEOGOV staff as
they have been for more than 600 different agencies nationwide.
With the proposed system an established solution already in production use, there is no additional
software development staff or resources required or proposed for this project. Additionally, as a Software
as a Service (SaaS) model, all implementation and hosting can only be accomplished by trained
NEOGOV personnel and only on NEOGOV hardware. In terms of system configuration, as a niche
solution tailored exclusively for public sector and education recruitment, this requires NEOGOV personnel
experienced in BOTH the Insight platform and the recruitment processes of government and/or education
organizations. Lastly, regarding training there is no required onsite training for this project. All proposed
training classes and materials (including videos, tutorials, documentation, etc) are already available and
can be accessed by customers online or are delivered onsite by NEOGOV personnel.
As part of our best efforts conducted for this project, NEOGOV contacted the City's Office of Equal
Business Opportunity directly. We also accessed the Equal Business Opportunity/Contract Compliance
section of the City's web site and used the JSEB/Section 3 Directory to attempt to locate suitable
vendors. Using the most applicable NIGP codes for a project of this nature (NIGP 208 and 952), a list of
subcontractors was identified. Selected vendors were then contacted via email to solicit interest in this
project. Of those contacted, only one vendor (ACES of Jacksonville, Inc) contacted NEOGOV with any
level of interest prior to our submittal of this proposal. A phone interview was then conducted with ACES
to explain the project, outline NEOGOV's background and experience, as well as well as attempt to
identify viable areas for subcontractor participation. Based on the interview (and for reasons as outlined
above) it was determined that this vendor would not be used at this time.
Although the use of subcontractors is not anticipated nor required for this project, we fully support the use
of MBE and WBE or similar vendors wherever possible and shall work with the City to include such
participation as applicable. For example, should the City elect to utilize extended onsite training, beyond
the proposed and anticipated training schedule, or should the requirements change for this project,
NEOGOV can include the use of a certified vendor as applicable. In the event that there is any change to
the project scope, and an appropriate vendor be identified, the City shall have the right to approve or
disapprove this organization (or any other proposed subcontractor). As needed, we shall verify that any
selected vendor can perform professional and/or project management services in relation to any
subsequent project modification. This could include items such as (but not limited to) coordination of
training logistics, scheduling of training sessions, reserving appropriate locations and/or materials,
production of training documentation, addition of project staff, and more.
October 22, 2010 Page 2
NEOGOW
«Schedule of JSEB Subcontractors — Submitted with Original»
October 22, 2010 Page 3
N EOG
TM
«Bid Forms - Submitted with Original»
October 22, 2010 Page 4
NEOGOr
«Addendum Acknowledgement — Submitted with Original»
October 22, 2010 Page 10
NEOG
Section 1 - Minimum Qualifications
October 22, 2010 Page 11
EOGOV'
1. Customer References
Currently, NEOGOV is used by more than 600 organizations by over 90,000 users in 42 different
states and processing over 10,000,000 applications annually (a partial list of existing customers is
available in Attachment A — NEOGOV Customer List), providing unique services and requirements
found in public sector recruiting. One of the greatest benefits of selecting a proven company like
NEOGOV is that agencies can leverage our past experience with similar organizations to ensure the
project is completed successfully.
Included for consideration are the following references complete with contact information and project
description. NEOGOV has served as the primary vendor for each customer and all customer
implementations were completed on time and on budget. We are proud to maintain a customer
satisfaction rating of 9.5 out of 10 and we invite agencies to contact more NEOGOV partners as
evidence of our commitment to our customers. For your convenience, additional references are always
available upon request.
I. Tiffany Davis, (352) 334-5077 davista@cityofgainesville.org, Manager
II. City of Gainesville, Florida
Human Resources Department
Old Library Building
222 East University Avenue
Gainesville, FL 32602
III. Public Sector
IV. Project Summary: The City selected NEOGOV in 2004 to replace their outdated applicant tracking
process with the Insight Enterprise system. The agency had struggled with several attempts at using
different systems to manage this process before utilizing NEOGOV as its dedicated ATS. The City has a
structured recruiting process and utilizes Insight to facilitate their entire recruitment, selection, and
applicant tracking processes from creating and approving requisitions out in departments through the
recruitment process eventually hiring candidates.
The City has been live with NEOGOV since 2004.
I. Sherae Moresco, (408) 299-5831 sherae.moresco@esa.sccgov.org, Program Manager II - Recruitment
II. Santa Clara County, California
70 West Hedding Street
San Jose, California 95100
III. Public Sector
IV. Project Summary: Santa Clara County is regarded as NEOGOV's most sophisticated and advanced
user agency. The County management is fully dedicated to utilizing NEOGOV products to the maximum
extent of their abilities and they have dedicated the most effort of all NEOGOV customers to evaluate
their HR processes, qualify and quantify their benchmark results, make process improvements, and
implement enhancements to their public sector recruitment and selection workflow. The County utilizes
PeopleSoft HRMS in conjunction with NEOGOV.
The County of Santa Clara selected NEOGOV in March of 2002 to implement the full Insight Enterprise
system. The County utilizes Insight to facilitate their entire recruitment, selection, and applicant tracking
processes from creating and approving requisitions out in departments through the recruitment process
eventually hiring candidates. The County has fully implemented their HR staff as well as implemented
over 500 department users (i.e., Department Liaisons, Approvers, Subject Matter Experts, and Hiring
Managers). The County was able to reduce their HR staff by 40% while continuing to report increased
department customer satisfaction and more ability to provide better services to citizens. They attribute
this success with working with NEOGOV and Insight Enterprise.
October 22, 2010 Page 12
NEOGOW
We recently conducted a benchmarking analysis with the County and they reported the following results:
• Recruiter effort hour reduction: 40%
• Technician/support staff effort hour reduction: 70%
• Average time -to -hire reduction: 35% (from three months to two)
The County converted from a SIGMA system and has been live with NEOGOV since 2002.
I. Sylvia Zayas, (909) 387-5575 szayas@hr.sbcounty.gov, Senior Human Resources Analyst
II. San Bernardino County, California
157 West Fifth Street, First Floor
San Bernardino, CA 92415-0440
III. Public Sector
IV. Project Summary: As one of the nation's fastest growing counties, the County of San Bernardino
required an applicant tracking system that was capable of maintaining a high volume of transactions,
without exception. Furthermore, with its increased exposure, the County also wanted to position itself as
an employer of choice, utilizing proven and innovative technologies to service its citizens. They selected
NEOGOV to deliver on these goals, replace its legacy system, and offer a dynamic solution that was:
• Totally dependable to handle its increased application transactions
• Fully adaptable to accommodate its expanding workforce, job positions, and business rules
• Extremely user friendly to increase adoption amongst department users
The County converted from a JobAps system and has been live with NEOGOV since early 2007.
I. Lisa Yapching, (650) 363-4381 lapching@co.sanmateo.ca.us, Classification & Compensation Manager
II. San Mateo County, California
455 County Center
Redwood City, CA 94063
III. Public Sector
IV. Project Summary: The County selected NEOGOV in 2002 to replace their legacy applicant tracking
system and applicant tracking database with Insight Enterprise system. The County has a structured
recruiting process and utilizes Insight to facilitate their entire recruitment, selection, and applicant tracking
processes from creating and approving requisitions out in departments through the recruitment process
eventually hiring candidates. The County has fully implemented their HR staff as well as department
users (i.e., Department Liaisons, Approvers, Subject Matter Experts, and Hiring Managers).
The County has been live with NEOGOV since 2002.
I. Ann Smith, (817) 884-3252 asmith@tarrantcounty.com, Civil Service Coordinator
II. Tarrant County, TX
100 E. Weatherford Suite 301
Fort Worth, TX 76196-0105
III. Public Sector
IV. Project Summary: The County currently utilizes NEOGOV for their entire staff of and conducts all
aspects of their recruitment within a single system. Tarrant was utilizing disconnected systems and
required that the chosen solution, NEOGOV, could replace the systems and provide a central repository
of information. The County currently utilizes Insight Enterprise for requisitions, job postings, applicant
October 22, 2010 Page 13
tracking, list maintenance, and hire processing. The County manages thousands of applications annually
and has been able to streamline their recruitment and selection processes dramatically, while increasing
their ability to quickly generate recruitment reports instantly. Working with NEOGOV Insight, they are
able to quickly click on an exam plan (a recruitment process) and within minutes verify and validate that
the County is following defined rules and regulations as well as meeting compliance.
Tarrant County has been live with NEOGOV since 2004.
2. SAS-70 Certification
NEOGOV currently works with more than 600 organizations nationwide and we host the Insight platform
for each customer. In order to help ensure continued success, NEOGOV maintains a complete security
and disaster recovery plan and corresponding procedures are in place for business continuation purposes
in the event of emergency.
As part of our hosting services, NEOGOV has established a proven infrastructure to help ensure our
customers have access to the system when they need it. Our production equipment is collocated at a tier
1 data center which offers the highest level of security and redundancy available. The facility provides 24-
hour physical security, palm print and picture identification, redundant electrical generators, earthquake
protection, fire protection, and other backup equipment designed to keep servers continually up and
running. Additionally, the data center maintains dual Internet backbone connections to ensure
connectivity in the event of a failure.
Our hosting facilities are SAS-70, Type II Certified. Prior to any contract as a result of this project, or as
needed for evaluation purposes, NEOGOV can provide a SAS-70 certification upon request. This is a
confidential document, not for public release, however it can be made provided offline for review.
For your consideration, additional Technical and Security information has been included as Attachment C
of this proposal.
3. Financial Stability
Headquartered in El Segundo, CA, NEOGOV is a privately held and profitable corporation. NEOGOV
currently maintains active contracts with 600+ different public sector agencies - more than 20 times of any
competitor in the public sector market space. In addition, NEOGOV has continually demonstrated very
strong financial performance in both revenues and net profits. Accounting documentation and materials
are prepared according to established GAAP standards.
In both the 2008 and 2009 Gartner Software Magic Quadrant for e-Recruiting,
NEOGOV was recognized as a Challenger and Visionary. Gartner's criteria for selection includes:
company stability; customer base; product functionality; and customer satisfaction.
NEOGOV was also recognized by Inc. 500 Magazine as one of the Top 50 fastest growing software
companies in the United States. Moreover, the LA Business Journal also ranked NEOGOV as
the 13th fastest growing company in Los Angeles (#2 among the software companies).
NEOGOV has financial strength and stability to guarantee the successful completion of this project, on
time and on budget. For your consideration, financial information has been provided as requested. We
certify that the information we provide accurately reflects our current financial status.
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«Financial Documentation — Submitted with Original»
October 22, 2010 Page 15
4. Electronic Confirmation
Authorized users can include any desired question as part of the required application process (or for
specific job types if desired) and can use these to capture responses or acknowledgements from
candidates prior to application submittal. If consent is not required for all positions, agencies can simply
utilize job specific supplemental questions to acquire consent. If desired, the question can also be marked
as required so that the applicant must complete the question prior to submittal. The questions are free
form (i.e., Yes/No, Multiple Choice, Narrative Response, etc.) and can be stored in the supplied question
item bank for use on future recruitments.
Additionally, Insight includes an electronic signature and confirmation mechanism to accept legal consent
for disclosures from web -user applicant for each application. The language for this may be configured by
your agency as needed to help ensure compliance.
5. Electronic Signatures
As noted above, prior to submitting any application the applicant must always verify (via an electronic
signature) the information submitted to your agency. Insight includes an electronic signature and
confirmation mechanism to accept legal consent for disclosures from web -user applicant for each
application. The language for this may be configured by your agency as needed to help ensure
compliance. If consent is not required for all positions, agencies can simply utilize job specific
supplemental questions to acquire consent. If desired, the question can also be marked as required so
that the applicant must complete the question prior to submittal.
6. Oracle Integration
NEOGOV is proud to offer our customers multiple options for 3rd party system integrations. Out of the box
for example, users can access the ad -hoc reports within the system and data can be exported as needed.
Users can specify the format of the data (CSV, XML, Pipe Delimited, TIFF, Web Archive, PDF, or Excel)
and the delivery method (Email, file download, or FTP). This is standard functionality and is documented
within the supplied user guide or associated tutorials.
NEOGOV also offers standard integrations to external systems (such as Lawson, PeopleSoft/Oracle,
SAP and others) for new hire data exports, position control numbers, etc. Additionally, because Insight
Enterprise can integrate with virtually any system, this represents a tremendous advantage to your
agency should you decide to migrate to another backend system at a later date. All NEOGOV integrations
are conducted by NEOGOV Professional Services and are offered on a per integration basis at an
additional cost. All NEOGOV integrations are architected around the latest standards, including SOAP,
WSDL, and XML. As an open service, the utility is available to all platforms that support the core Web
services standards, including Java, .NET, and different EAI tools.
Lastly, should customers require any custom integration for data exports; NEOGOV can work with the
project team to determine the project scope and timeline. Documentation developed as part of this
process can be made available as applicable. Costs for integrations are dependent on final project scope
and customers are always provided with a cost summary prior to the start of any new development.
7. ADA Compliance
Initially tailored to meet unique needs of government agencies, Insight Enterprise is designed to meet
and/or exceed system compliance for public sector recruiting and more. As a web based solution, Insight
inherits accessibility resources commonly found within standard web browser (like Internet Explorer) -
including display and readability features, sound and speech assistance, and more. Additionally,
NEOGOV has adopted ADA compliance and WCAG guidelines into our development, testing, and quality
assurance process to address ADA compliance issues. The system is currently used by more than 600
organizations nationwide and we adhere to the compliance requirements of each agency, including Level
1, Section 508 ADA compliance for public facing pages.
We use a variety of tools to confirm the accessibility and compliance of our public facing portals. The
main tool we use is SortSite 3.0. This tool is used by Federal Agencies as well as several Fortune 100
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companies to ensure they are delivering 508 complaint sites that meet accessibility guidelines outlined by
the various Internet governing bodies.
8. Completion of Exhibit B
To meet and exceed the requirements of this project, we are proposing our fully integrated, 100% web
based Public Sector Applicant Tracking and Management Solution, NEOGOV Insight Enterprise. As your
organization will see in this proposal, NEOGOV is fully committed to offering the only solution that can
deliver a proven system and methodology that will meet and exceed expectations for this project. For
your consideration, we have provided responses to the RFP response matrix and Exhibit B below.
9. New Hire Integration with Oracle
As noted above, NEOGOV offers our customers multiple options for 3rd party system
integrations. NEOGOV offers standard integrations to external systems (such as Lawson,
PeopleSoft/Oracle, SAP and others) for new hire data exports, position control numbers, etc. Additionally,
because Insight Enterprise can integrate with virtually any system, this represents a tremendous
advantage to your agency should you decide to migrate to another backend system at a later date. All
NEOGOV integrations are conducted by NEOGOV Professional Services and are offered on a per
integration basis at an additional cost. All NEOGOV integrations are architected around the latest
standards, including SOAP, WSDL, and XML. As an open service, the utility is available to all platforms
that support the core Web services standards, including Java, .NET, and different EAI tools.
10. Customer Support Hours
Once live with the Insight platform, NEOGOV is proud to offer an unprecedented support package that is
designed to ensure customer success beginning with implementation and moving well beyond your initial
go -live date. Our industry leading customer support features personnel with direct public sector
recruitment experience, an extended Ongoing Learning Management (OLM) Program that includes
customer user groups, video tutorials, online help guides and documentation and more as well as
24x7x365 emergency technical support. Unlike most support packages, NEOGOV's dedicated support is
available early on in the implementation process. Every agency has unlimited use of our Customer
Support Help Desk during training, for example, 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 is proud to provide an experienced team of HR professionals who staff our Customer Support
Help Desk and serve as the foundation to our customer support package. Customer satisfaction is the top
priority for NEOGOV and to ensure our customers have the support they deserve, we have established
an unprecedented support package that begins with our team. Our Customer Support team includes staff
who have years of professional HR experience in the public sector in the areas of recruitment, HRIS, and
training. In addition to previous experience and training, each team member is also required to undergo
annual NEOGOV evaluations and participate in extended trainings as part of our ongoing customer
satisfaction initiative.
NEOGOV standard support hours for all users via phone (toll free or other) are M-F, 6am-6pm EST,
excluding NEOGOV holidays. Should the City require additional manned coverage for support, NEOGOV
does have the ability to provide this however additional costs will apply. Emergency technical support is
available 24x7x365. Users also have access to online support options (including a dedicated Applicant
Userguide, Password/Username assistance) is also available 24x7x365 excluding scheduled downtime.
Our customers consistently provide positive feedback about the value of having staff that understand their
business processes and have a depth of understanding of HR when responding to their questions and
issues. All support items are addressed as soon as calls are placed to the help desk and escalated as
needed. Users who utilize the online case logging for reporting problems will also receive an immediate
response and verification that their case was submitted successfully. In addition to standard support
options, NEOGOV also provides an extended Ongoing Learning Management (OLM) designed to ensure
agency success well beyond the initial "go -live" date. Located on the 'Customer Support Center' link, the
OLM can be accessed via the 'Help & Support' link from any screen within Insight.
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Section 2 — Requirements
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N EOGOVTM
To meet and exceed the requirements of this project, we are proposing our fully integrated, 100% web
based Public Sector Applicant Tracking and Management Solution, NEOGOV Insight Enterprise. As your
organization will see in this proposal, NEOGOV is fully committed to offering the only solution that can
deliver a proven system and methodology that will meet and exceed expectations for this project. For
your consideration, we have provided responses to the RFP response matrix and Exhibit B below.
One of the greatest challenges that NEOGOV faced when first designing the NEOGOV Insight Enterprise
system was how to create a system that could be configured and customized easily by agency HR and
without costly and sophisticated IT intervention. Insight Enterprise is a fully configurable system that is
being used by over 90,000 users to accommodate vastly different business rules, processes, and
workflows. We have developed Insight so that each agency can start using Insight out of the box to
accommodate any practices, rules, regulations, processes, and workflows without having to customize.
Out of the box, authorized users can define whether position announcements are created for internal or
external users, what steps are required by the applicant from the time they apply, go through screening
and evaluation steps, get placed on an eligible list, are delivered to hiring managers, and eventually hired.
HR can further define what evaluation steps (hurdles), if any, are required, if these steps are scored or
not, which formal written/oral/performance evaluations are required, whether to apply weighting to each
step score to ultimately determine the applicant ranking on the eligible list. It is important to note that
organizations can define an exam plan for each recruitment. For example, users may wish to incorporate
a MQ screening, plus written examination for certain positions while a hard to fill position may simply
require a submitted application before applicants are sent to hiring managers for review.
All candidate information, from submitted applications, resumes, certificates, licenses, and more, is
securely retained within the system's backend database. Any user that has been given access rights to
the system can access this data directly through the system from any location, and at any time, using a
standard web browser with an internet connection. In addition to using standard applications, the ability to
create, maintain and configure multiple application types is available within the delivered system and
does not require ANY customization to support this need. During the initial implementation period,
NEOGOV will work directly with you to design the application as required to ensure all required data is
captured during the recruitment process. Agencies can then create an unlimited number of application
types in house and can run unlimited recruitment types within the system using these applications. This
includes the ability to use various evaluation steps for each individual recruitment.
Insight Enterprise also includes a job specific supplemental question bank which you create questions
and use those questions on your Job postings to conduct actions such as auto minimum qualification
screening, auto desirable ratings, and T&E evaluations or other tests. Agencies can create and maintain
unlimited questions within their own item bank within the system. In addition to being used for job specific
supplemental questions, these can also be used for internal questions as well. This allows your agency to
verify applicant references, education and employment history, oral panel questionnaires, and more.
With Enterprise Edition, agencies receive the best of both worlds: the power to support large
organizations, with the ease of use and quick ROI and uniquely provides advanced functionality for
automating requisition, selection, and applicant tracking processes.
Enterprise Edition also introduces a built-in Enterprise Infrastructure with advanced customization,
integration, and administration tools capable of supporting large-scale deployments. Among other
capabilities, these tools allow you to:
• Customize for various workgroups, departments, and divisions
• Integrate with other key business applications using industry -standard interfaces
• Easily administer usage across hundreds of users inside and outside the organization
With NEOGOV Insight, your agency -specific customizations don't mean you have to stop doing business
for a re -implementation. When your growing human resources needs require Enterprise Edition, we'll
simply give you an instant upgrade, so you can focus on maintaining your organization.
Because of increasing demands on human resource organizations, Insight Enterprise Edition additionally
provides functionality uniquely designed to address these needs:
• Reporting: Insight Enterprise Edition provides a broad array of reporting capabilities, including pre -
configured (canned) requisition and applicant status reports, cost -per -hire and time -to -fill reports, and
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EEO compliance reports. Easy to use Ad -Hoc reporting tools are also available that enable non-
technical individuals to create customized reports through a step-by-step report generation wizard.
• Flexibility: Unlike most recruitment, selection, and applicant tracking solutions, Insight Enterprise
Edition enables you to quickly and easily customize fields on forms, tailor auto -generated messages,
update workflow and approval processes, and modify the look and feel of the application through a
step-by-step system configuration wizard.
Recruitment - NEOGOV Insight Enterprise Edition
Insight Enterprise Edition recruitment capabilities enable you to immediately boost the efficiency and
effectiveness of your recruitments by increasing the visibility of your job announcements while reducing
the effort it takes to create and manage them.
Create announcements quickly. Attract applicants nationwide. Post announcements to your agency's
website without effort. Reduce your advertising costs by as much as 75%. Increase the number of
applications you receive by 33% while reducing processing time by 90%. This is what our customers
achieve with Insight Enterprise Edition.
Among other benefits, Insight Enterprise Edition recruitment allows you to:
• Accept job applications online
Agencies using NEOGOV Insight typically receive over 75% of their applications online. Every
application received via the Internet is automatically and securely stored in the applicant
database and is immediately accessible by your staff.
• Create and post job announcements quickly
The patent -pending job posting process has been proven to reduce staff -hours required to
advertise a position to less than 1 hour --saving you thousands of dollars. NEOGOV Insight will
help you advertise more quickly and efficiently, which can drastically reduce your time -to -hire.
• Attract "passive" applicants with automatic job interest cards
In today's world, most applicants look for jobs on the web. What happens when a prospective
applicant visits your website and you aren't recruiting for a job in their field? Studies show they
leave and never return --hold onto them with the automatic job interest card system. Applicants
can enter their contact information for any one of your agency's jobs and will be notified
automatically when you open it for recruitment.
• Proactively search your applicant database
Proactively search your entire applicant database for a particular skill, education, etc., using
Insight Enterprise Edition's proprietary CandidateMatchTM tool.
• Post job descriptions to your website
Automatically "post" your job descriptions (class specifications) to your website. This gives
applicants the ability to easily find jobs they might be interested in even though you may not be
recruiting for that position at that time.
• Easily post job ads on other websites
Immediately increase the visibility of your recruitment advertising by cross -posting your
announcements to the leading online job boards In-a-ClickTM using the GovernmentJobs.com
AdNetwork.
• Recruitment and examination planning
As the saying goes, "those who fail to plan, plan to fail." Armed with comprehensive recruitment
planning functionally, you have the tools you need to recruit more effectively.
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Selection - NEOGOV Insight Enterprise Edition
Your agency's success is directly related to your ability to identify and hire the most qualified applicants. A
critical piece to this success is to provide your staff with proven tools to effectively and efficiently screen
and identify the most qualified applicants.
Insight Enterprise Edition facilitates applicant selection by providing your staff with the tools necessary to
quickly and accurately screen and identify the most qualified applicants.
Among other benefits, Insight Enterprise Edition Recruitment application allows you to:
• Easily create and manage supplemental questionnaires
Quickly and easily create job specific supplemental questionnaires by "adding" them to your
online announcement from the supplemental question item bank. Use this ability to expand your
current supplemental questions to gather and report on information such as "how did you hear
about this position." Responses are automatically captured in the system, which eliminates data
entry and is fully reportable.
• Screen applicants automatically as they apply
Dramatically reduce the time it takes staff to review and screen applications with automatic
scoring. Applications can be screened for education, experience, desirable qualifications, etc.
Simply define a scoring plan and let the software do all the work.
• Supplemental question item bank
Create and manage a central repository of supplemental questions using your own item bank.
Questions are created and stored once so they can be leveraged for future recruitments.
Statistics are gathered on each item in order to check for validity, reliability, etc.
• Define and store scoring plans
Quickly & easily create simple or complex scoring plans including tests and sub -tests.
• Test processing
Input test results via OMR scanner (Scantron), keyboard, or comma separated values (.csv)
import file.
• Test analysis and passpoint setting
Analyze test results to perform passpoint analysis, check for adverse impact, and applicant flow.
• Score, rank, and refer applicants
Use advanced functionality to rank applicants by score, weighted score, or band. Adjust scores
and ranking by applying veteran's or promotional points for each eligible list. Filter the referral list
using agency defined fields such as work location and skill codes.
Applicant Tracking - NEOGOV Insight Enterprise Edition
Most agencies today are fed up with their DOS -based applicant tracking system, use an ineffective home-
grown Access/Excel based -system, or simply "get by" without a system altogether. Insight Enterprise
Edition's applicant tracking provides you with a user-friendly, intuitive interface that your employees will
quickly adapt to, powerful applicant tracking abilities that your agency demands, and the security to know
that your applicant tracking data will remain intact.
Agencies nationwide are making the switch from their existing systems to Insight Enterprise Edition
because Insight provides them with the tools and usability that they have been without for years.
Among other benefits, Insight Enterprise Edition Recruitment application allows you to:
• Track applicants by step/hurdle
If your current applicant tracking system makes it difficult to easily view applicant progress
through recruitment evaluation steps, Insight's refreshing web -based interface makes it easy to
clearly view applicant progress throughout the entire recruitment process. Simply click on the
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appropriate links to view applicant progress, adverse impact reports, applicant flow, and
applicants who passed/failed each step.
• Generate email and hard -copy notifications
In seconds you can generate applicant notifications either via email or hardcopy in Word or
WordPerfect. For applicants who provide an email address on their hardcopy application, or apply
online, you can generate and distribute email notifications, significantly reducing postage,
printing, and mailing costs.
• Schedule written, oral, and other exams. Easily schedule and track applicant exam dates and
locations. Insight's user-friendly interface makes it easy to manage applicant exam information.
• Automatically maintain detailed applicant history
With all of your applicant information in one repository, Insight makes it easy to easily and clearly
view the applicant history for any of your applicants in the system.
• Track applicant skills
When trying to fill positions, the information stored in your database is crucial. With Insight, you
can effectively gather and search on applicant information such as skills.
Reporting and Analysis - NEOGOV Insight Enterprise Edition
Insight Enterprise Edition includes a robust, yet easy -to -use reporting and analysis tool that allows any
user to run standard reports or create customized reports to gain valuable insight into your recruitment,
selection, and applicant tracking data and processes. With an intuitive interface, your users can create
new reports on the fly — without requiring any IT or programming resources. In addition, you can easily
export data to Microsoft ExcelTM or CSV files for additional analysis or integration with external
information.
Our full -featured reports (including over 80 standard reports) include a variety of pre-set and custom
options that give agencies the ability to find, track, and measure data critical to understanding the health
of your organization— and ultimately your success.
Applicants:
• Collect and report on EEO Data
Complete EEO data and statistics is at your fingertips via a user-friendly graphical or data
oriented presentation
• Analyze and report applicant flow
Quickly identify applicant flow for your entire organization or for each recruitment by gender and
ethnicity. Additionally, the web -based interface allows you to "drill down" into the applicant flow to
quickly view and report on reject reasons.
• Analyze and report on key metrics
Analyze and report on key hiring metrics including number of applications received, application
source, number of eligible applicants, number of applicants referred, etc.
Recruitments:
• Track and analyze recruiting costs
Quickly identify how much your agency is spending on recruiting. Report on how much you spend
by department, job class, time period, etc.
• Track and analyze staff workload
Identifies which of your staff is recruiting most often and maybe even more importantly, most
effectively.
Workload:
• Track and analyze staff workload
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Generate reports detailing what recruiters, analysts, and other staff members are working on.
Identify the workload placed on your staff so that you can effectively manage your staff and
distribute work evenly.
Effectiveness:
• Measure applicant quality
Track and analyze the quality of the applicants you refer to your hiring managers. Insight
Enterprise Edition can exchange data with your HRIS and performance tracking system for
further validation.
• Track and analyze hiring metrics
Generate reports on the fly such as Cost -Per -Hire, Days Between Certification and Hire,
Requisition Time to Fill by Analyst, and much more.
HR Automation - NEOGOV Insight Enterprise Edition
Insight Enterprise Edition's HR automation enables your agency to significantly reduce time and effort
required to complete many paper -driven and labor intensive processes such as requisitions, data entry,
and eligible list referrals. Empower your agency to spend less time processing and more time identifying
and hiring the best applicants.
Automatically route and track requisitions electronically. Eliminate all paper transfer between departments
and HR. Increase internal customer satisfaction. Enable hiring managers with instant, online access to all
referred applicant information.
Among other benefits, Insight Enterprise Edition Recruitment application allows you to:
• Create and route job requisitions
Improve internal customer satisfaction, reduce time -to -hire, reduce cost -per -hire by eliminating
your paper driven requisition (request to fill) process. Insight Enterprise Edition includes the
Online Hiring Center (OHC) where line departments can create, route, and approve requisitions in
real time. The old paper process that could weeks can now be completed in less than one day.
Additionally, both HR staff and the authorized department users can view the progress of the
requisition without picking up the phone or emailing everyone to find out the requisition status.
• Refer certified applicants electronically
Because you can refer applicants from your eligible lists to hiring managers electronically
(including application materials) using the Online Hiring Center (OHC), the need to find paper
applications, photocopy, and mail the hardcopy material to the hiring manager is eliminated.
Hiring managers can also request more names from the eligible list using the OHC, making the
process simple, reducing the risk of losing requests, and reducing the overall time -to -hire.
• Scan paper application materials
Hardcopy application materials can be scanned, stored, and associated to the applicant record.
Now, all the applicant information (whether online or hardcopy) is accessible anywhere, anytime.
Additional Benefits
Once live with the Insight platform, NEOGOV customers have access to a customer success program
that is second to none. In addition to the proposed system features, training and standard documentation,
NEOGOV offers an extended Ongoing Learning Management program (OLM) that is designed to ensure
your agency's success well beyond the initial go -live date. The program is open to all NEOGOV
customers, included as part of the NEOGOV license and includes online video tutorials, unlimited
customer support, system user guides, bi-weekly customer support conference calls and more.
Unlimited NEOGOV Customer Support Help Desk access (both online and phone) — Speak with
NEOGOV customer help desk representatives between 6:00 AM and 6:00 PM Pacific Time to answer any
user questions and resolve any issues. Additionally, agencies have access to online support to log cases
such as issues, enhancement requests, or functionality questions that are tracked using CRM software
October 22, 2010 Page 23
and responded to by our customer support help desk. The following list outlines some of the customer
support and services that we offer all of our customers with their paid license:
• Unlimited Customer Support Help Desk
• Unlimited online case support
• Free attendance to online trainings
• Free attendance to customer conference calls
• Free attendance to quarterly release online training
• Free unlimited access to online user forums
• Free updated online user guides per quarterly release
• Free attendance to regional user groups
• Free invite to Annual user conference in Las Vegas
Free Multiple online traininqs per month — NEOGOV conducts multiple online trainings per month that
are delivered in two formats: the Insight 101 series for beginner users and Insight 201 for more advanced
users. We have found this to be a great avenue for users to become more familiar with Insight, learn best
practices, and advanced Insight capabilities that may not have been explored by the agencies before.
Free Customer Conference Calls — NEOGOV provides a free forum for all NEOGOV customers to call
into a conference call to speak directly with NEOGOV and each other on any topics, questions, and
ideas. These conference calls are a great service to our customers due to the fact that NEOGOV is
providing a free forum for agencies to discuss the "topics of the day" such as new HR public sector
challenges, what other agencies are doing in the way of advancements, etc. Our objective is to create
and facilitate a strong network community of public sector agencies nationwide.
Free Quarterly release trainings — NEOGOV offers free online quarterly release training that reviews all
of the enhancements and provides a demonstration of all of the new capabilities, as well. The online
training guides are updated with these quarterly rollouts.
Free NEOGOV User Forum — NEOGOV hosts an online user forum for all of our customers within Insight
and agencies have free, unlimited access to that forum. There are many great ideas, topics, suggestions,
thoughts, etc. in the user forum and it is a great tool for any public sector agency.
Strong Networking Community — Our user community of more than agencies and 90,000 users
provides a powerful network to leverage each other's experience and share process improvements that
others have implemented. Both our professional staff and our extensive customer network helps new and
existing customers maximize their return on investment and implement techniques that they may not have
identified otherwise.
Finally, in addition to all requirements and functionality listed within this proposal, we have identified some
capabilities and services that we would like to either highlight or add to. The following bullets highlight
many of the services and capabilities that differentiate NEOGOV solutions and offerings.
• Custom Scoring plans - Define sophisticated scoring plans which enable you to evaluate applicants
based on their responses to supplemental questions. The scoring plan can be as simple as automatic
screening for minimum qualifications or as complex as combining work experience, weighted times of
work lengths, various educational degrees, skills, etc. The tool is enables you to create your own plan
based on the recruitment.
• Professional Services - Insight Enterprise is designed to meet the strict requirements of public sector
recruiting through a flexible and configurable system interface. To provide agencies with enhance
features and functionality specific to their individual agency, NEOGOV is proud to offer a dedicated
professional Services team. Standard professional services might include Legacy Data Conversion, 3rd
party system integration, Business Process Re -engineering, and more. Working with your agency we
will conduct project scope, provide additional cost details, review integration plan, discuss timeline,
and set schedule for required meetings.
• Unique Person ID (instead of Social Security Number) — Agencies have the option to use Insight's
unique person ID to identify applicants as opposed to SSN. We have a number of agencies that use
the unique Person ID instead of the SSN.
• Online Applicant Status — Applicants can login to their applicant account online and view their
submitted applications and the status of those applications for jobs that they have applied for. This
helps to significantly reduce the number of calls our customers receive from applicants wondering
where they are in the process.
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• CandidateMatch — Agencies can opt to utilize CandidateMatch to proactively search their applicant
database for skills, certificates, etc.
• Supplemental question item bank — Agencies create their supplemental questions in various formats
(e.g., narrative, radio button, multi -select, dropdown, checkbox, yes/no, etc.) and store them in the
item bank for future postings.
• Personnel Action Request Form (PAR) Processing — The PAR form (the form that is generated
after a hire is authorized and before the information is entered into a HRIS system) is generated using
NEOGOV. The form is generated upon the hire authorization and then can be routed to the applicable
approval authorities electronically and when the final approval is granted, that information can be
transferred into a backend HRIS system. This form/process is not required in order to integrate with
the HRIS system.
• Internet delivered software — Because Insight is web -based and complies with the highest security
standards, agencies can safely access Insight from anywhere, anytime and know that they will always
be utilizing the most up-to-date system functionality and accessing real-time recruitment data. There
is no need to buy and maintain additional hardware or software, which relieves agencies' IT staff from
the time and effort required to support, maintain, and upgrade the hardware and software associated
with contemporary software.
• State-of-the-art system security and system redundancy — NEOGOV adheres to the highest
standards in data security, redundancy, and security. We have found in the past that our security
infrastructure is even more secure than the agencies that purchase the license.
• Automated, Online Job Interest Card — Retain passive applicants without increasing your agency's
workload by utilizing the online job interest card. Applicants can submit job interest cards online for
class specifications or general job categories (e.g., finance, engineering, clerical) that they are
interested in and when a recruitment becomes available for that class, an automatic email is generated
to the applicant directing them back to your website. Job Interest cards remain on file for twelve
months. Applicants have the option to unsubscribe at any time and are notified one month prior to the
expiration of the interest card with the option to renew for another 12 months.
• Self service custom form fields — Insight Administrators can customize Insight by utilizing custom
form fields throughout the system. This enables agencies to design Insight specific to their individual
needs, where applicable.
• User-friendly ad -hoc reporting tool — The Insight ad hoc reporting tool is designed to be very user-
friendly and allow agencies to run, save, and export their reports using a drop -down driven interface
(as opposed to requiring SQL programming knowledge).
• Encounter — NEOGOV's annual user conference — Participate at our annual user conference where
customers come together and meet each other to discuss how they utilize Insight most effectively and
learn about the newest developments from NEOGOV.
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«Requirements Table — Submitted with Original»
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Requirements Clarifications
2.1 GENERAL INFORMATION
1. Project Staff
NEOGOV's current staff of dedicated employees includes development, support, quality assurance,
training, sales, marketing, and administration. Our staff is able to successfully meet and exceed our
customer demand with respect to development, Quality Assurance, implementation, support, training, and
ongoing training and learning development by leveraging the power of the Internet and other valuable
resources. This dedication allows NEOGOV to provide extremely high levels of service to all of our
customers and continuously improve on and deliver additional products and services to our entire
customer base at a low cost of operation, leading to a lower license and maintenance price, while a high
level of services.
The allocated NEOGOV project team to all implementations is highly experienced in delivering solutions
to public sector agencies which have consistently proven to reduce time and cost per hire, and
significantly increase personnel effectiveness and internal and external customer satisfaction. Our
customers rely on NEOGOV's knowledge of the industry to help them successfully implement software
solutions and continually realize ongoing benefits. For the successful completion of this project, NEOGOV
shall allocate only experienced personnel to fulfill the required project roles. While additional resources
may be added to the project as required, the approved project team will remain assigned throughout the
project duration.
Although the final project team is dependent on several factors including final scope, date of contract,
project schedule, etc., NEOGOV shall strive to fill all proper roles accordingly. As with all new customers,
should a proposed team member need to be replaced during implementation, the City shall receive prior
notification and have the right to review, test and approve such substitutions, if deemed necessary.
Based on the functional and technical requirements for this project, as well as the overall project scope,
NEOGOV has defined key project roles that are typically assigned to new projects. Descriptions for each
role have been included here for your consideration. As requested, we have included professional
resumes of the project management team that could be allocated for this project as an attachment to this
proposal.
NEOGOV Staffing Requirements
• Executive Lead/Project Supervisor
• Implementation Lead/Project Manager
• Integrations Consultant/ Lead Developer
• Implementation Consultant
• Training Specialist
e'
Scott Letourneau
Executive Lead
Mr. Letourneau has managed and/or led more than 350 public sector
customer implementations and is the executive point of contact to work
with the executive team. In addition, he leads deployment awareness
activities to best position the new services and technology and promote
overall constituent adoption. He has served as the lead project manager
for several of NEOGOV's ERP (both PeopleSoft and SAP) integration
projects. Prior to working for NEOGOV, Scott worked at the consulting
firm Accenture and was involved in a number of HRIS/Payroll/HR projects
involving data exchange, migrations, and implementation management.
N
0
Michelle Cline
Implementation Lead
Ms. Cline has led and/or managed 250+ public sector NEOGOV
October 22, 2010
Page 27
NEO OV W
implementations and serves as the main point of contact, as well as
leading the day-to-day project implementation and configuration efforts.
In addition to her work for NEOGOV, Michelle has eighteen years
experience working in the public sector human resource field within
Oregon and involved in the management team responsible for the City's
PeopleSoft HRIS/Payroll implementation, as well as lead on the City's
NEOGOV implementation and migration.
Joanne Hilty
Implementation Consultant
Ms. Hilty has been employed with NEOGOV since 2005. To date, she has
worked on 200+ Insight implementations, serving as the Lead
Implementation Manager for more than 50 projects. On assigned projects
in this role, Ms. Hilty serves as the assistant to facilitate the
implementation. Prior to serving as an implementation manager, Joanne
led project training and has conducted 65+ trainings for new NEOGOV
customers. In addition to her work with NEOGOV, Ms. Hilty also has six
years experience in the human resource field as a recruiter and
recruitment manager in the public sector.
Robert Nishimuta
Lead Developer
Mr. Nishimuta has been employed as the Senior Product Developer for
NEOGOV since 2004 and serves as the point of contact for any
integration and conversion aspects of the project. He will also manage
any technical requests with the customer as needed. Robert has been
involved in 145 public sector customer implementations. Robert is
responsible for managing technical enhancement design and build, 3rd
party system integrations, NEOGOV API's, and web services.
Amy Quinones
Lead Training Specialist
Ms. Quinones joined NEOGOV to focus on the development of enterprise
training programs (and associated documentation) exclusively for
individual agencies. Ms. Quinones serves on the project team to help
develop all documentation specific to the customer's system, including
documents, online tutorials and more as well as deliver all Agency
training. She has nearly 6 years of experience working for a public sector
agency, including direct experience in delivering both classroom and
computer -based trainings to agency staff.
2. Project Approach
As the implementation period begins, NEOGOV will work directly with the customer using a tested staged
implementation approach. From initial contract signing through project go -live, NEOGOV will work directly
in partnership with the customer at each stage to ensure all project deliverables are met. NEOGOV has
included the implementation timeline and deliverables in the Sample Insight Enterprise implementation
timetable above. The proven installation and cut over management approach is as follows:
Stage I
October 22, 2010
Page 28
N E3 V M
During this stage, we will work closely with the implementation team to further gather and understand
your existing recruitment, selection, and applicant tracking processes/workflow. This enables us to
understand your existing processes and how you can facilitate them using Insight and also allows us the
opportunity to work with you to identify areas of workflow improvements that we can suggest to get the
most out of the project. The end result will enable us to design each training session to teach Insight
functionality in a manner specifically tailored to your agency's recruitment and selection processes.
NEOGOV has created and validated a nationwide public sector industry benchmark and workflow that
consists of 160 individual steps involved in public sector recruitment, selection, testing, applicant tracking,
and certification. We continually incorporate these steps and best practices as part of the implementation
and validate the workflow aligns with existing processes and workflow and then we will train the customer
based upon the findings. This process has proven very successful and allows NEOGOV to provide even
more relevant and applicable training to the Staff.
Additionally, NEOGOV and the project team will discuss possible integration scope and requirements
further to develop a detailed implementation plan for the analysis, design, build, and testing phases.
In addition to the guidance provided by our in-house Implementation Specialist, NEOGOV also provides
an online user guide, user exercises and implementation tracking tools to assist you in the set-up of the
system and management of the project. Support documentation includes:
o Online user guide — The online user guide covers every capability, functionality, and link throughout
the entire system. The user guide is approximately 200 pages and is available on any Insight
Enterprise screen by clicking the `Help' link. The online user guide functions much like Microsoft
help guides wherein the help documentation is available online and interactive including text and
topic searching, indexes throughout the document, and a glossary of terms.
o User Exercises — NEOGOV has documented thorough step-by-step user exercises that system
users can access to learn, refresh, or train on Insight Enterprise. The exercises are very detailed
and cover the majority of Insight functions that are used on a day-to-day basis. This document is
over 70 pages.
o Implementation Task Checklist and Issue Tracking Tools — NEOGOV will provide you with a
checklist of each of the tasks and set-up tables that need to be completed prior to implementation.
Our Implementation Specialist is available to guide you through the set-up process. Additionally, we
provide a template for issues tracking to assist you in project management and coordination of
question/issue resolution with NEOGOV. During the weekly phone calls, NEOGOV's
Implementation Specialist will review the Issues List with staff to respond to questions and issues
that arise during the implementation process.
Stage II
As noted above, training is one of the most critical components of any new software rollout and the
NEOGOV Insight implementation includes training for your project team. During the initial implementation
NEOGOV will provide unlimited online training for `core' staffing personnel users — this is a train -the -
trainer approach. Though onsite training is available at an additional cost, most customers undergo
training using the NEOGOV University program featuring online, on -demand training sessions (including
tutorials, triaging guides, and more) which can be taken as needed by agency staff. If the City would like
to have NEOGOV train users outside of the train -the -trainer community such as technicians and HR
support staff, we can certainly add those sessions and address that user community, as well. Most
agencies opt for NEOGOV to provide comprehensive trainings for the core HR community (and in some
cases agency training staff) so that they can then train the rest of the community on agency -specific
practices. The core training is typically two days of intense system, process, workflow, and business
rules training, while the technician staff and support staff training is typically less than half a day. Utilizing
a train -the -trainer approach leads to a lower price of training and delivers an equivalent result. NEOGOV
will discuss the training curriculum and approach with the City prior to scheduling and conducting training
so that we can design and deliver training that will make the most impact for the City user community.
In addition to standard training and associated materials, NEOGOV also offers an exclusive Ongoing
Learning Management (OLM) program that is designed to help ensure your agency's success well
beyond the initial go live date. The NEOGOV OLM program includes bi-weekly conference calls, online
video tutorials, user groups and more.
October 22, 2010 Page 29
NEOGOVTM
Stage III
Following training, users will have full access to the training environment. We will work with you to design
Administrator led training sessions which will enable your users to become familiar with the system in a
controlled environment, but also allow them to safely experiment and learn the best ways to use Insight.
Additionally, your agency has unlimited use of 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.
The rollout activities are quite straight forward and are designed to be effective, yet minimize required
effort. New customers have access to the production environment weeks prior to the go -live date and will
begin populating production information such as job classifications. We recommend that the
Administrator set up the Insight tables such as the custom form fields, departments, divisions, inactivation
reasons, hiring interview results, and benefits. This information can be cut and pasted from existing
locations, if available. Additionally, we recommend that each of the recruiters create their own job
postings in the production environment that will be live the day of rollout.
The last step in the cut over activities is changing the links on the customer's current production website
to point to the new, customized the NEOGOV web pages. These are the pages that NEOGOV has built
and configured with the customer which include job opportunities, class specifications, promotional jobs,
and transfer opportunities. The existing links point to pages that exist on agency servers and NEOGOV
will provide the new URL addresses that will be used as the system goes live. This change only takes
minutes and once it is complete, the customer is fully implemented and the new system will be available
on the customer's production website.
Towards the end of Stage III, agencies can begin introducing pilot departments onto the system and
allowing them to learn how to create and route requisitions as well as receive and process applicant
material electronically. After implementation is complete, the customer can incorporate the remainder of
department users (i.e., department liaisons, department approvers, and hiring managers) at a desired
pace. We will also work with the customer to help define the best approach to roll out the Online Hiring
Center to other departments. We have gathered many different approaches and process documentation
from our existing customers that will aid in designing and rolling out the OHC across the agency. We will
share those experiences, approaches, best practices, and documents with you during implementation to
design the best approach specific to the new customer.
Once Insight Enterprise is implemented into the production environment, customers can conduct 60 days
on User Acceptance Testing and will work with NEOGOV to inform and escalate any issues with the
production system. NEOGOV will work to resolve any identified issues in a timely manner.
Agency Staffing Requirements:
During implementation, customers are responsible for organizing a team consisting of at least one project
manager and one Insight administrator who will work with agency staff and NEOGOV during the project.
The project manager should be familiar with project plans and understand the tasks associated with
managing a team, working with a timeline, and interacting with an external vendor. The Insight
Administrator should be familiar with using a personal computer and Internet Explorer. Within the team,
there should be an understanding of the existing recruiting processes as the team will be responsible for
reviewing, and revising where necessary, the existing processes to incorporate Insight.
STAGE 1 CONTRACT & ENVIRONMENT SET-UP
Project Manager
Manage overall project activities
Review and confirm functional/technical
requirements with NEOGOV
Manage internal project scope
Attend project kick-off meeting with NEOGOV
Work with NEOGOV to provide project status
Coordinate with NEOGOV to schedule user
training session(s)
to
2 hours / week
October 22, 2010
Page 30
NEOGOVim
STAGE I — CONTRACT & ENVIRONMENT SET-UP
Insight Administrator
Define integration scope and deliverables if
applicable
Schedule training
Attend project kick-off meeting with NEOGOV
Work with project team to
create/update/review/approve business
process
Standardize and provide application form and
job bulletin
Work with NEOGOV to integrate Insight look
and feel with existing the website
Attend Insight System Administrator training
4 — 8 hours / week
STAGE II— USER TRAINING
Project Manager
Insight Administrator
Insight users
Attend user training
Attend user training
Attend user training
2 Days
2 Days
2 Days
STAGE III — IMPLEMENTATION
SYSTEM
OF ONLINE APPLICATION AND APPLICANT
TRACKING
Project Manager
Validate system functionality meets
functional/technical requirements
Manage integration scope and deliverables
Attend weekly status meeting (via phone)
Select and coordinate with pilot departments
1 — 2 hours / week
System Administrator
Validate overall system functionality
Validate system look and feel
Lead Insight user training sessions
Validate payroll import
Train pilot department users on Insight
8 — 10 hours /
week
Insight Users
Attend scheduled user training sessions (led by
the Insight Administrator)
Identify additional applicant tracking
functionality or processes not addressed during
training
3 - 4 hours / week
Web/IT Resource
Work with NEOGOV to finalize web page
design
Define -execute integration scope and
deliverables if applicable
1 hour / week
ne of the easiest, most efficient implementations our shop has been involved with. We were
up and running on time and under budget!"
Satish Ajmani — Chief Information Office
County of Santa Clara, CA
October 22, 2010
Page 31
This sample Insight Enterprise implementation timetable outlines standard project implementation deliverables and milestones. We work directly with
each customer, should NEOGOV be selected, to define the final scope and lay out the implementation effort and duration for each project. Based on our
experience and the scope for this project, we estimate that the City can be using the Insight platform well before the desired go -live date, with many
NEOGOV projects of similar size and scope typically completed in less than 45-days.
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October 22, 2010
Page 32
NEOG V
3. Training Approach
Training is one of the most critical components of any new software rollout and the NEOGOV Insight
implementation includes training for your project team. During the initial implementation NEOGOV will
provide unlimited online training for `core' staffing personnel users — this is a train -the -trainer approach. If
the City would like to have NEOGOV train users outside of the train -the -trainer community such as
technicians and HR support staff, we can certainly add those sessions and address that user community,
as well. Most agencies opt for NEOGOV to provide comprehensive trainings for the core HR community
(and in some cases agency training staff) so that they can then train the rest of the community on agency -
specific practices. The core training for System Administrators and power users is two days of intense
system, process, workflow, and business rules training, while the technician staff, general users and
support staff training is typically less than half a day. Utilizing a train -the -trainer approach leads to a
lower price of training and delivers an equivalent result. NEOGOV will discuss the training curriculum and
approach with the City prior to scheduling and conducting training so that we can design and deliver
training that will make the most impact for the City user community.
4. Training Delivery
All initial system training is conducted under a train -the -trainer approach in which NEOGOV will train all
system administrators and core system users. All training can be delivered onsite or online at a reduced
cost. Typically, the initial training is a 2-day session covering all aspects of the system. Once completed,
users then have access to continued training via our online NEOGOV University program.
In addition to standard training for new customers, NEOGOV also offers an exclusive Ongoing Learning
Management (OLM) program to help ensure customer success well beyond the initial go -live. The
program is open to all NEOGOV customers, included as part of the NEOGOV license and includes online
vides, unlimited customer support, system user guides, customer support conference calls and more. The
OLM program also features a series of tutorials that function much like an online movie in which users
(HR, Hiring Managers, etc.) can view specific online tutorials which demonstrate functionality such as
creating requisitions online, reviewing and approving requisitions online, creating job postings and build
supplemental questionnaires, reviewing applications online, scheduling tests and exams, sending
applicant notices, establishing eligible lists (rosters), electronically referring certified lists, viewing certified
lists online (by the Hiring Manager), etc. Following is a list of the online tutorials available in Insight:
• For Insight Administrators:
o Insight 102: Insight System Administration (50 minutes) This tutorial includes Insight
System Administration Role, Set-up of tables in Training and Production Environment, and
Instructions for setting up system Administration tables.
• For Hiring Managers:
o Insight 110: OHC Dashboard Overview (5 minutes) This tutorial includes OHC Overview,
User Roles/Definitions in the OHC, and an Overview of Features (Dashboard Screen).
o Insight 111: Create a Requisition/Route for Approvals (6 minutes) This tutorial includes
Requisition Overview, Creating a New Requisition, Route Requisitions for Approvals and a
Demonstration of Creating and Routing a Requisition.
o Insight 112: Approve a Requisition (3 minutes) This tutorial includes Requisition
Approval Overview, Actions that an Approver can take on a requisition, automatic e-mail
notifications, tracking the progress of a requisition, and a demonstration on Approving a
Requisition.
o Insight 113: Subject Matter Expert (SME) Review (3 minutes) This tutorial includes
Subject Matter Expert (SME) Role/Overview, Processing Applications as an SME and a
demonstration of an SME Review.
o Insight 114 — Referred List (interview, offer, hire, reject) (6 minutes) This tutorial
includes Reviewing the referred list of candidates electronically as a Hiring Manager, how
to take an "action" on the applications, and routing "Hires" electronically for approvals using
Personnel Action Form.
October 22, 2010 Page 33
NEOG V"
o Insight 115 — Approve Hire (3 minutes) This tutorial includes Hire Personnel Action
Approval Overview, actions an Approver can take on a hire request, automatic e-mail
notifications, tracking the progress of a hire request, and a demo on Approving a Hire.
• For Human Resources/Recruiting Staff:
o Insight 125 — Insight Dashboard Overview (3 minutes). This tutorial includes an
overview of the 'My HR' dashboard page in Insight. The purpose of the dashboard is
described and information about each section is provided including helpful tips on using the
dashboard links to quickly access relevant recruiting data for postings and requisitions
assigned to each recruiter.
o Insight 126 - Authorize (open) Requisition (3 minutes) This tutorial includes Authorize a
Requisition and Requisition status options.
o Insight 127 —Exam Plan Overview (2 minutes) This tutorial includes Exam Plan Overview
and Section Definitions of the Exam Plan.
o Insight 128 — Create Exam Plan (2 minutes) This tutorial includes Two ways to create an
Exam Plan.
o Insight 129 — Create Job Posting and Supplemental Questions (8 minutes) This tutorial
includes Definitions of Exam Plan, Job Posting, Supplemental Questions, Item Bank. Job
Posting Overview.
o Insight 130 — Create Evaluation Steps (5 minutes) This tutorial includes an explanation
of the various types of evaluation steps that can be used in Insight and a demonstration of
how evaluation steps are created.
5. Web -Based Solution
Insight Enterprise is a 100% web -based Software as a Service with no 3rd party software, downloads
utilities or applets required. Users can safely access Insight from anywhere, anytime and know that they
will always be utilizing the most up-to-date system functionality and accessing real-time recruitment data.
There is no need to buy and maintain additional hardware or software and there are no configuration
requirements whatsoever to access components of the system -other than a standard Internet browser.
6. License Options
All NEOGOV annual costs are based on the renewal of the Insight License which includes:
✓ Unlimited users
✓ Unlimited Customer Support
✓ Unlimited Technical Support
✓ Unlimited access to Ongoing Learning Management Center
✓ Unlimited applications
✓ All scheduled system Upgrades (released quarterly)
✓ All system Maintenance
✓ All Hosting
7. Active Directory Integration
Insight Enterprise supports Single Sign -On (SSO) to give your agency the ability to validate usernames
and passwords against your internal user database, such as Active Directory, LDAP, Netware, etc., rather
than having separate user passwords managed by NEOGOV.
8. Cost Structure
As requested, all required pricing information for the proposed Insight Enterprise system has been
included in Section 3 of this proposal. All NEOGOV annual costs are based on the renewal of the Insight
License which includes the license options outlined above
October 22, 2010 Page 34
NEOG
9. Online Help
As noted above, NEOGOV provides an extended Ongoing Learning Management (OLM) designed to
ensure agency success well beyond the initial "go -live" date. Located on the 'Customer Support Center'
link, the OLM can be accessed via the 'Help & Support' link from any screen within Insight. The OLM
includes FREE online trainings which are scheduled and can be attended by any customer: The
NEOGOV OLM also provides a series of tutorials that function much like an online movie in which users
(HR, Hiring Managers, etc.) can view specific online tutorials which demonstrate functionality such as
creating requisitions online, reviewing and approving requisitions online, creating job postings and build
supplemental questionnaires, reviewing applications online, scheduling tests and exams, sending
applicant notices, establishing eligible lists (rosters), electronically referring certified lists, viewing certified
lists online (by the Hiring Manager), etc.
In addition, the NEOGOV OLM provides exclusive system documentation, including an online user guide,
user exercises and implementation tracking tools to assist you in the set-up of the system and
management of the project. Depending on the content, the documents are available in Excel, Word or
PDF formats. Support documentation includes:
• Online user guide — The online user guide covers every capability, functionality, and link
throughout the entire system. The user guide is approximately 200 pages and is available
on any Insight Enterprise screen by clicking the 'Help' link. The online user guide functions
much like Microsoft help guides wherein the help documentation is available online and
interactive including text and topic searching, indexes throughout the document, and a
glossary of terms.
• User Exercises — NEOGOV has documented thorough step-by-step user exercises that
agencies can use to learn, refresh, or train on Insight Enterprise. The exercises are very
detailed and cover the majority of Insight functions that are used on a day-to-day basis.
This document is over 70 pages.
• Implementation Task Checklist and Issue Tracking Tools — NEOGOV will provide you
with checklist of tasks and set-up tables that need to be completed prior to implementation.
Our Implementation Specialist is available to guide you through the set-up process.
Additionally, we provide a template for issues tracking to assist you in project management
and coordination of question/issue resolution with NEOGOV. During the weekly phone
calls, NEOGOV's Implementation Specialist will review the Issues List with agency staff to
respond to questions and issues that arise during the implementation process.
10. Service Level Agreement
For your consideration, a copy of our Standard Service Level Agreement has been included as an
attachment to this proposal.
11. Additional Modules and Functionality
Insight Enterprise represents the flagship platform to NEOGOV's workforce management solutions. Along
with dedicated applicant tracking and recruitment functionality in Insight, NEOGOV is please to also offer
modules for Test Management (Insight TMS), Computer Based Testing (CBT), Performance Evaluations
(PE) and Onboarding (ON — currently scheduled for release in 2010). All NEOGOV modules can be
integrated directly with the Insight platform and are available to customers at a discounted cost.
12. Competency Library
Agencies can maintain their class specifications within the system then use these to facilitate the posting
or announcement process. All classifications can include key responsibilities associated with that class,
core competencies, typical duties, KSA's and more. Using custom form fields, users can also include,
track and report on any desired data with that class as needed.
NEOGOV also offers access to our NEOGOV Ideas Lab where all customers can store and share
competencies, class specs, supplemental question items and more.
October 22, 2010 Page 35
N O
2.2 ARCHITECTURE
1. Average Uptime
NEOGOV is the leading provider of hosted applicant management and recruitment systems dedicated for
public sector agencies and we have established a proven and tested infrastructure to ensure our
customers have access to the system 24x7x365. We currently meet or exceed a minimum of a 99.9%
uptime, excluding schedule downtime.
2. Load Capacity
To achieve high availability and performance, NEOGOV's SaaS model and the associated production
environment is fully scalable from our network infrastructure through our system applications. NEOGOV
currently supports over 600 concurrent agencies and constantly monitors its environments for increased
load. In the event that new customers are added or in the event of increased demand, NEOGOV can add
more resources including hardware as needed with no effect on end -user performance. From the
application side, NEOGOV adheres to standard practices of stress testing during our development
process. Stress testing is required and incorporated at three points during our code lifecycle. The first test
is performed by NEOGOV developers as they unit test code and functions. The second test is performed
by our QA staff (removed from the development team) on our internal test environment using sample data
that is generally more than 10x the size of what would be actual production data. The third test is
performed within our staging environment by our IT Operations team to not only ensure the quality of the
code being deployed into our production environments, but more importantly to assure that end user
performance does not suffer. After each step, the testing cycle results must meet or exceed our standards
before they may be allowed to move through the lifecycle. If at any point the code does not meet or
exceed our standards the code is placed back in the initial testing step until it can pass through all three
testing points.
3. Data Retention
There is no limit to the number of applications or data that can be stored in our system. Your agency
owns and retains all rights to the data and NEOGOV will maintain all agency information in the system
unless otherwise specified by you. Old data can automatically be marked as 'archived' but will not be
deleted — by design NEOGOV does not delete any agency data maintained within the system. If required
by the City, NEOGOV can purge applicant and recruitment data from the system based on your retention
schedule. If applicant data is purged from the system, NEOGOV will provide a file of the purged data.
4. Configurable Recruitment Plans
Insight's comprehensive exam plan allows authorized users to create recruitments using a stored class
specification (or job description) as a template. Users can then quickly create and post announcements to
your agency's website without effort. Users can also track and monitor any associated recruitment costs
for individual recruitments. Out of the box, authorized users can define whether position announcements
are created for internal or external users, what steps and processes are required by the applicant from
the time they apply, go through screening and evaluation steps, get placed on an eligible list, are
delivered to hiring managers, and eventually hired. HR can further define what evaluation steps (hurdles),
if any, are required, if these steps are scored or not, which formal written/oral/performance evaluations
are required, whether to apply weighting to each step score to ultimately determine the applicant ranking
on the eligible list. It is important to note that organizations can define each exam plan for each
recruitment. For example, the City may wish to incorporate a MQ screening, plus written examination for
certain positions while a hard to fill position may simply require a submitted application before applicants
are sent to hiring managers for review.
5. Class Specification Structure
Agencies can create, maintain, edit, and copy job requirements, duties, qualifications or other information
within an unlimited number of base job descriptions or class specifications. Authorized users have the
option to automatically populate the job duties and requirements with the information contained in the
related class specification and edit it as needed for any job type or recruitment. All classifications can
include key responsibilities associated with that class, core competencies, typical duties, KSA's and
more. Using custom form fields, users can also include, track and report on any desired data with that
class as needed.
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The City can create and post unadvertised job listings. Authorized users can control the attributes of job
specification (or class specification) records through standard Agency Preferences including salary
breakdown, class headings, and labels (example of duties, typical qualifications, knowledge, skills and
abilities etc.).
7. Data Storage
As part of our hosting services, NEOGOV maintains full redundancy and retention plans for helping to
maintain our customer data. As noted above, the City owns and retains all rights to all agency data
contained within the system and NEOGOV will maintain all City information in the system unless
otherwise specified by you. All data can also be accessed by the City and key data can even be exported
as desired using configured ad -hoc reports allowing the City to retain data as needed.
8. Volunteer Data
All volunteer data will be retained within the system. Essentially, volunteers can be considered
"applicants" for a different position type and associated data will be retained along with corresponding
recruitment plans, applicant master profiles, etc.
2.3 CONVERSION
1. Data Conversion Plan
When applicable, NEOGOV can convert active data into the Insight platform. During the early
implementation stages, the NEOGOV Project Manager will meet with the City's data conversion team to
review and confirm the data conversion requirements, discuss the data conversion process and define
the data format required for the data conversion. This will include a review of the data conversion file
layouts for Insight and will involve data mapping of the City's data to the Insight Enterprise data template.
A specific list of tasks for the data migration is designed and will be incorporated at this point; staff will be
assigned by the City and NEOGOV respectively.
NEOGOV's standard conversion plan will typically address the following, as applicable:
• Data cleansing
• Identification of all conversion tasks
• Schedule of conversion tasks
• Identification of all data sources
• Identification of data elements and/or systems to be converted
• Identification of data needed to populate the system so that it is a fully functioning system
• Data conversion and load process
• Conversion environments
• Conversion testing
• Identification and tracking of defects
• Roles, responsibilities, and staffing to support conversion
• Conversion overview noting objectives, approach, roles, techniques, testing process, data
validation, impact and resources
• Conversion strategy for handling transition period when switching from the old system to the
new and the interfaces associated with each
• Conversion process (automated, manual, verification procedures, and acceptance
responsibilities)
• Conversion of data into a common format (i.e. XML) prior to the loading into the Applicant
Services System
• Conversion support (system resource requirements, policy and hardware)
• Manual conversion system/data cleanup activities
• Manual data entry activities
• Procedure for continually updating data when there are changes to the source systems
• Identification of necessary computer processing workloads
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• Identification of and planning for manual support requirements
• Identification of control procedures and evaluation criteria
• Special training for conversion activities
• Any interim file maintenance requirements
• Development of conversion programs (includes specifications, program coding, test plans,
and complete testing)
• Backup and recovery of converted data, including methods for returning to legacy state
NEOGOV's responsibility for required data conversion activities associated with the project includes the
following:
• Confirm citywide and agency -specific data conversion requirements
• All aspects of creating and populating the conversion and production database necessary to
move the system into its full production environment
• Data transfers during the period when the old and new systems are both operating (during
implementation phasing)
• The conversion of any detailed history or open items necessary to support particular
reporting, auditing, or processing objectives
• Developing programming specifications
• Coding of conversion programs in accordance with program specifications
• Identification of those conversions where automated conversion tools or programming can be
used to significantly reduce data conversion labor
• Performing unit and integration testing of the conversion programs, and
• Develop test scenarios and conducting acceptance testing
In the execution of the conversion plan outlined above, NEOGOV will be responsible for developing and
testing automated conversion programs to support the commencement of live operations. If correction or
cleansing of any of the City -provided data is required, those tasks are the responsibility of the City.
2. Conversion and Data Migration
To date, NEOGOV has implemented more than 150 agencies nationwide with at least some level of data
import into the Insight platform From the conversion of active data including existing job descriptions,
employee data, current recruitments and applicants, and/or existing test results, NEOGOV has a 100%
track record in importing this data while still adhering to the established implementation timeline. The City
will be responsible for cleaning up data in the existing system in preparation of the data conversion.
Based on the results of the data mapping component, the City will provide NEOGOV with data extracts
for NEOGOV to load into Insight for testing. The data will be loaded into a conversion environment for
testing. The NEOGOV automated conversion script is designed to automatically flag any records that
cause errors (i.e., incorrect data type or format, omitted data, etc.) and an upload result file is created
outlining any errors. NEOGOV will share the results with the City conversion resource so that the City
can correct any errors and NEOGOV can re -conduct the migration. The City conversion team and
NEOGOV will test the accuracy of the data conversion, verify whether or not the data conversion meets
the objectives, and identify and track any errors or issues. NEOGOV and the City will trouble -shoot any
errors and jointly determine the resolution of any data conversion issues. This process will be completed
and verified including as many iterations, as required, until no errors exist.
3. Conversion Timeline
As noted above, during the early implementation stages, the NEOGOV Project Manager will meet with
the City's data conversion team to review and confirm the data conversion requirements, discuss the data
conversion process and define the data format required for the data conversion. A specific list of tasks for
the data migration is also designed and will be incorporated in to the overall implementation project at this
point; staff will be assigned by the City and NEOGOV respectively.
Prior to final migration sign off, the City and NEOGOV will both test and verify the migration data in the
migration environment to ensure that the conversion was conducted accurately. Once the data is verified,
the City and NEOGOV will each sign and acknowledge that the conversion is complete. NEOGOV will
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follow an outlined migration plan approach, as it follows the same data migration approach that we
incorporate.
4. Conversion Files
When applicable, NEOGOV's process of migrating the conversion information is accomplished by
NEOGOV by creating corresponding records within Insight, loading the necessary fields, and creating
associated tables if needed. We will incorporate all data fields required for the migration and the imported
data will be stored, accessed, and reported on as if was entered through the normal course of business
using Insight in production.
5. New Hire Data
Using Insight, authorized users can define unlimited dispositions or status labels for all candidates then
use these to trigger additional action items directly within the system. For example, you could have a
disposition for "Offered Position" and for "Offer Accepted" and when a candidate is at the latter step, HR
can then automate the completion of a Personnel Action Request (PAR). The PAR form (the form that is
generated after a hire is authorized and before the information is entered into a HRIS system) can be
generated within Insight and can be configured as required. The form is generated upon the hire
authorization and then can be routed to the applicable approval authorities electronically. If desired,
custom form fields can be included on the Insight PAR to link directly to existing online forms, welcome
letters, etc., where they can be accessed, completed and/or printed and submitted. Once received by the
City, the PAR can be updated to reflect the forms have been completed. Users can also attach the
completed forms directly to the Applicant Master Profile so that they are always available in the master
record. When needed, the data from the PAR can also be exported using configured ad -hoc reports for
use in external systems.
6. Volunteer Data
As noted above, during the early implementation stages, the NEOGOV Project Manager will meet with
the City's data conversion team to review and confirm the data conversion requirements, discuss the data
conversion process and define the data format required for the data conversion. This will include a
review of the data conversion file layouts for Insight and will involve data mapping of the City's data to the
Insight Enterprise data template. If applicable, active volunteer data can also be included as part of the
data records to be converted and the City will be responsible for cleaning and formatting the data to the
required standards.
2.4 SECURITY
1. System Users
The City can define System Administrators who are responsible for setting up City user accounts. By
design, all system users, including applicants, are required to have a valid username and password to
access the system. NEOGOV also utilizes the strongest encryption products to protect applicant data and
communications, including 256-bit Verisign SSL Certification and 2048 Bit RSA public keys. The lock icon
in the browser indicates that data is fully shielded from access while in transit. Encrypted session tracking
is used to uniquely identify each user. For added security, the session key is automatically scrambled
and re-established in the background at regular intervals.
2. Roles Based Security
Insight Enterprise employs a roles based security model to help ensure users only have access to areas
for which they have been given access rights. As an example, various users may be given access to the
same core applicant data, however depending on their user rights, certain users may or may not have
access to any confidential information, may only have rights to view, but not edit/update/archive, etc. The
City may assign System Administrators who will maintain all access rights throughout the system. Other
levels of security include department/division level security ensuring that users only access their
applicable department/division data, as well as restricting the ability to view, update, edit, and archive
various information throughout the system, and role based security that restricts actions by group such as
a hiring manager, subject matter expert, approver, etc.
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3. Disabling Accounts
Insight Enterprise provides the ability for System Administrators to disable user accounts without losing
any history of transactions that the user created.
4. System Administrators
The City may assign multiple System Administrators who will maintain all access rights throughout the
system.
5. Account Timeout
Both job seekers and system users are notified directly within the browser window after a defined period
on inactivity. The user can then elect to continue using the system or are otherwise automatically
disconnected. System Administrators have the ability to lock out or reactivate any or all users as desired.
6. Password Access
By design, Insight Enterprise provides the ability to generate user passwords that are visible only to the
user. This applies to Insight users as well as applicants.
2.5 PRINTING
1. System Printing
As a web based solution, Insight supports standard hardware peripherals associated with typical
workstations. For example, users wishing to print applications out of Insight could select any printer they
currently have access to or send the pages to any connected fax machine as applicable. Additionally,
users can scan and attach hard copy documents using any standard scanner.
2. Form Printing
As a web based solution, Insight supports standard hardware peripherals associated with typical
workstations. For example, users wishing to print applications out of Insight could select any printer they
currently have access to or send the pages to any connected fax machine or forms printer as applicable.
2.6 INTERFACES
1. New Hire Data
Using Insight, agencies can define unlimited dispositions or status labels for all candidates then use these
to trigger additional action items directly within the system. For example, the City could have a disposition
for "Offered Position" and for "Offer Accepted" and when a candidate is at the latter step, HR can then
automate the completion of a Personnel Action Request (PAR). The PAR form (the form that is generated
after a hire is authorized and before the information is entered into a HRIS system) is generated within
Insight and can be configured as required. The form is generated upon the hire authorization and then
can be routed to the applicable approval authorities electronically and when the final approval is granted,
that information can be automatically exported for the City's HRIS system using NEOGOV's New Hire
integration.
In addition to configurable ad -hoc reports, NEOGOV also offers standard integrations to external systems
(such as Lawson, PeopleSoft, SAP and others) for new hire data exports, position control numbers, etc.
Additionally, because Insight Enterprise can integrate with virtually any system, this represents a
tremendous advantage to your agency should you decide to migrate to another backend system at a later
date. All NEOGOV integrations are conducted by NEOGOV Professional Services and are offered on a
per integration basis at an additional cost.
2. Volunteer Data
As with standard applicant new hire data, agencies can define unlimited dispositions or status labels for
all candidates (whether employee or volunteer) then use these to trigger additional action items directly
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within the system. Volunteer applicant data integration would emulate employee data integration in terms
of sending applicant data to Oracle HRMS.
3. Position Control
As noted above, NEOGOV offers standard integrations to external systems (such as Lawson, PeopleSoft,
SAP and others) for new hire data exports, position control data, etc. Additionally, because Insight
Enterprise can integrate with virtually any system, this represents a tremendous advantage to your
agency should you decide to migrate to another backend system at a later date. All NEOGOV integrations
are conducted by NEOGOV Professional Services and are offered on a per integration basis at an
additional cost.
4. Job Posting Data
Every job posting or announcement created within Insight is fully configurable dependant on requirements
for that particular recruitment and can be set up uniquely for each agency, board, or commission. For
example, announcements can be set up with an opening and closing date and time or set up as
continuous as needed, whether it's a promotional position or open for general recruitment and more.
Designed for public sector recruitment, Insight allows agencies to maintain eligible lists for virtually any
hiring rule including standard lists, referral lists, certified lists and more. Insight gives users the ability to
manage how and when eligible lists are distributed to Hiring Managers.
Insight's intuitive interface delivers the ability to auto fill values in data fields throughout the system. For
example, when creating a new job posting, HR users can auto populate fields such the job description,
typical duties and more. If exam steps have been tied to the class, these steps will automatically be
created for users every time a new recruitment is established for that class. Any salaries or benefits tied
to a class are also populated throughout the system. When selecting a particular department, the system
will also populate fields with associated divisions or hiring managers associated with those departments,
etc. Other examples include applicable information input into the online requisition form that will be
automatically populated into the exam plan set up (i.e., title, job type, class spec, etc.) and Insight
includes the ability to complete and route Personnel Actions online and all the applicable information that
is captured during the recruitment and selection process is automatically input into that form, too (i.e.,
candidate's name and demographic information, class spec, position control number, salary, etc.).
5. Background Check Integration
Out of the box, agencies can include background checks as a required recruitment step in the system and
can include custom form fields throughout the system to ensure all requested data (including background
check information) is captured as required. Additionally, Insight's configurability allows for seamless
integration with virtually any backend system and we can develop an interface with the City's current
vendor for background services. Should customers require any custom integration for data exports;
NEOGOV can work with the project team to determine the project scope and timeline. Documentation
developed as part of this process can be made available as applicable. Costs for integrations are
dependent on final project scope and customers are always provided with a cost summary prior to the
start of any new development. Lastly, NEOGOV maintains active partnerships with several vendors
providing background check services and can provide your agency with discounted services as well as
direct integration with Insight if desired. Finally,
6. Integration Plans
NEOGOV is proud to offer customers several options for 3rd party system integrations. Out of the box for
example, users can access the ad -hoc reports within the system and data can be exported as needed.
Users can specify the format of the data (CSV, XML, Pipe Delimited, TIFF, Web Archive, PDF, or Excel)
and the delivery method (Email, file download, or FTP). This is standard functionality and is documented
within the supplied user guide or associated tutorials.
NEOGOV also offers standard integrations to external systems (such as Lawson, PeopleSoft, SAP and
others) for new hire data exports, position control numbers, etc. Additionally, because Insight Enterprise
can integrate with virtually any system, this represents a tremendous advantage to your agency should
October 22, 2010 Page 41
you decide to migrate to another backend system at a later date. All NEOGOV integrations are conducted
by NEOGOV Professional Services and are offered on a per integration basis at an additional cost.
All NEOGOV integrations are architected around the latest standards, including SOAP, WSDL, and
XML. As an open service, the utility is available to all platforms that support the core Web services
standards, including Java, .NET, and different EA! tools.
Lastly, should customers require any custom integration for data exports; NEOGOV can work with the
project team to determine the project scope and timeline. Documentation developed as part of this
process can be made available as applicable. Costs for integrations are dependent on final project scope
and customers are always provided with a cost summary prior to the start of any new development.
7. Exception Logs
Integrations configured by NEOGOV include exception logs to help users identify transfer errors,
exceptions, and more.
8. Electronic Documents
When configured, NEOGOV integrations allow for the transfer of electronic documents.
9. Post Offer Access
As noted above, agency preferences can be enabled to use of the workflow approval process for hire
actions from the referral list. The included Personnel Action Request Form (PAR) is generated by Insight
upon hire authorization and features any required onboarding requirements through standard or custom
form fields. For example, the PAR can include required hiring steps, links to existing materials or forms,
and required checklists to monitor when the actions have been completed. The form can also be routed to
the applicable approval authorities electronically and when the final approval is granted, that information
can be transferred into a backend HRIS system.
10. Department Access
Insights configurable workflow allows users to define the recruitment process and access for multiple
departments. All recruitment data, including certification information, can be tracked and reported on
directly within the browser window by any authorized user. Insight Enterprise also includes the Online
Hiring Center (OHC) where line departments can create, route, and approve requisitions in real time.
Additionally, both HR staff and the authorized department users can view the progress of the requisition
without picking up the phone or emailing everyone to find out the requisition status. Anyone involved in
the requisition can view the status real time (including hiring manager, HR Recruiter, and any approvers).
2.7 APPLICATIONS AND RESUMES ON -BOARDING
1. Resume Parsing
Resume parsing is an optional service available within Insight. NEOGOV's optional extraction and parsing
engine allows agencies to pull data from virtually any standard file format. This delivers candidates an
enhanced application experience allowing them to simply submit the data in its native format. NEOGOV's
parsing capabilities currently support more than 80 standard formats including MS Word, PDF, XML,
HTML, PPT, TXT, RTF, and more. All sections of the resume can be parsed into the system including
profile data, education, work experience, skills, references, etc. all in accordance to established HR-XML
standards. As a web based solution, our incorporated web services allows seamless integration with your
configured job application to parse data into Insight where it can then be accessed, screened, or reported
on along with any other submitted application.
2. Application Search
Agencies can utilize our exclusive CandidateMatch tool to proactively search your entire applicant
database for candidates with particular skills, education, etc. Agencies can even search more desirable
qualified candidates with dynamic filtering capabilities that allow authorized users to filter eligible
candidates using any data field captured during the recruitment process including agency and
October 22, 2010 Page 42
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supplemental questions. This allows agencies to find the candidate(s) for example that posses certain
skills, speak a desired language, are willing to work in a given county, AND want to work a specific shift
as opposed to simply accepting candidates that meet minimum qualifications.
3. Multiple Applications
Agencies can configure Insight to prevent multiple applications to a single job posting by a single
applicant. In addition, all applicants require an individual username and password and are given a unique
Person ID to help prevent multiple profiles.
4. Specified Number of Applicants
By design, each agency controls and monitors its recruitment activity as needed. If desired, agencies can
close recruitments on demand (once the desired number of applications have been submitted for
example), set open and close dates, or even extend recruitments within the system.
5. Duplicate Job Entries
By design, applicants are legally allowed to submit data as desired for each application. However,
agencies can configure custom scoring plans to help rank or score applicant history and can elect to not
award any points (as applicable) for duplicate jobs.
6. Job Posting Dates
Every job posting or announcement created within Insight is fully configurable dependant on requirements
for that particular recruitment and can be set up uniquely for each agency, board, or commission. For
example, announcements can be set up with a defined opening and closing date and time or set up to run
continuous as needed. Users can even set up a future opening date wherein the position will
automatically post online and switch between a closing date or continuous open time as needed/
7. Modifying Applicant Data
Once an application has been submitted, the applicant can update their contact information while the rest
of the application is essentially "frozen in time" ensuring that subsequent applications do not alter those
already completed. Should the applicant wish to update other areas of a submitted application, this is
done directly through HR so that all changes can be tracked and monitored, including a complete audit
trail with a time and date stamp of what changes were made, by whom, etc.
8. Posting Unadvertised Position
Authorized users can define where individual job postings are listed within any of the 3 pages designed
by NEOGOV. Insight is designed to allow users to quickly create the announcements by simply selecting
the appropriate dropdown values (such as departments, promotional, and transfer, for example) so that
announcements can be quickly and automatically posted to the appropriate area of the City's website(s).
Agencies can even maintain their job descriptions (class specifications) within the system then use these
to facilitate the posting or announcement process. Once the announcement is saved, that announcement
will automatically post to the applicable Internet/Intranet site(s) and also can be configured to display on
particular Agency Internet/Intranet sites.
9. Complete tracking capabilities are available throughout the Insight platform. Users can track all
certification actions and archive lists as needed. Users can also review the number of candidate
refusals or even apply waivers for each eligible list and can change the disposition as described.
Once the disposition has been change, users can decide how the candidates are placed on the list or
whether or not they are inactive or even removed from the list entirely.
10. Waiver Forms
Insight includes the most comprehensive set of capabilities with respect to eligible and preferred lists.
Agencies maintain open, promotional, department promotional, reduction in force, transfer, lateral, etc.
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lists within Insight. Lists include the ability to process veteran preference points, disabled veterans
points, weighted and combined evaluation step hurdles, promotional points, apply waivers, etc. to
establish weighted and ranked eligible lists.
11. Job Descriptions
Insight gives you the ability to create, store, and manage your agency's job descriptions (or class
specifications) directly within the system. These class specs can then be posted to your website to
facilitate class and comp studies, applicant job searches, etc. and can even serve as the templates for all
subsequent recruitments for that class. For example, the class spec can include typical job duties and
requirements associated with the class, common recruitment or evaluation steps and more. Insight
includes a capability to automatically synchronize all the job description salaries to your payroll system.
12. Required Application Items
Applicants that fail to correctly complete an application are automatically notified via error messages
within the browser. In addition, the corresponding sections of the application are highlighted so that
corrections can be made before finally submitting the application. By design, applicants cannot submit
any application without completing any required fields.
13. Applicant Status
Upon submitting any application, applicants are notified immediately through an online confirmation as
well as an email notification. In addition, applicants can check their current status for any position they
have ever applied for directly online through the incorporated Citizen's Self -Service Portal. Here, your
agency can disclose desired information to applicants including status, interview schedules, screening
results, etc.
14. Eligible Lists
Insight includes the most comprehensive set of capabilities with respect to eligible and preferred lists.
Agencies maintain open, promotional, department promotional, reduction in force, transfer, lateral, etc.
lists within Insight. Lists include the ability to process veteran preference, weighted and combined
evaluation step hurdles, promotional points, etc. to establish weighted and ranked eligible lists. You can
inactivate lists, extend lists, choose to only extend certain candidates on the list, apply days of
service/start date (used to determine preference for rehires), and much more. All 425 government
customers currently use Insight Eligible Lists.
Insight gives you the ability to maintain, filter, manage and/or distribute eligible lists to Hiring Managers
electronically and utilize a password protected website to access the information. Hiring Managers can
access the Online Hiring Center (OHC) to review lists by recruitment and can take actions to schedule
interviews, track pending offers, mark as hired or rejected, and capture actual start dates. Among other
functions, authorized users and Hiring Managers can:
• View Eligible and Referred Lists
• Distribute eligible lists to Hiring Managers electronically
• Access user-friendly Online Hiring Center hiring manager tool
• Access eligible lists utilizing a password protected website
• Step applicants from eligible list to hired/rejected
• Schedule interviews, track pending offers, and capture actual start dates
15. Please see response to Item 14 above.
16. Multiple Eligible Lists
The City can accept and process applications for both internal and external applicants within the system.
Users can also define whether positions are exclusive to internal candidates (for example a lateral
transfer opportunity) or open to all applicants. The City can even can maintain multiple eligible list types
for every recruitment allowing users to process candidates as required in virtually any combination (for
October 22, 2010 Page 44
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example, internal candidates may be placed at the top of a list, with any candidate facing layoff given top
preference, followed by external applicants, etc.).
17. Referral Source
Insight Enterprise provides the ability for the applicant to select a referral source to indicate how they
learned about the position.
18. Post Offer Data
Agencies can create and edit an unlimited number of benefit records and then associate them to each job
classification for display online. If desired, users can also incorporate custom form fields on Insight's
Personnel Action Form to also help track and monitor post offer items.
19. Unique Identification
Agencies have the option to use Insight's unique person ID to identify applicants as opposed to SSN. We
have a number of agencies that use the unique Person ID instead of the SSN.
20. Restricting Multiple Applications
Agencies can configure Insight to prevent multiple applications to a single job posting by a single
applicant. In addition, all applicants require an individual username and password and are given a unique
Person ID to help prevent multiple profiles.
21. Time of Submittal
Within Insight, applications are tracked down to the second. Within the backend system, transaction
times are also tracked down to the millisecond for additional tracking purposes. If additional tracking times
are required, NEOGOV can work with the City to define the requirements as applicable.
22. Data Retention
As with all NEOGOV customers, the City owns and retains all rights to all agency data contained within
the system and NEOGOV will maintain all City information in the system unless otherwise specified by
you. Should the City elect to not renew its annual license or if a purge is required, NEOGOV can work
with the City to define an acceptable schedule and could purge applicant and recruitment data from the
system if needed.
23. Filtering Eligible Lists
Insight includes the most comprehensive set of capabilities with respect to eligible and preferred lists.
Agencies maintain open, promotional, department promotional, reduction in force, transfer, lateral, etc.
lists within Insight. Lists include the ability to process veteran preference, weighted and combined
evaluation step hurdles, promotional points, etc. to establish weighted and ranked eligible lists. You can
inactivate lists, extend lists, choose to only extend certain candidates on the list, apply days of
service/start date (used to determine preference for rehires), and much more. All 425 government
customers currently use Insight Eligible Lists.
Insight gives you the ability to maintain, filter, manage and/or distribute eligible lists to Hiring Managers
electronically and utilize a password protected website to access the information. Hiring Managers can
access the Online Hiring Center (OHC) to review lists by recruitment and can take actions to schedule
interviews, track pending offers, mark as hired or rejected, and capture actual start dates. Among other
functions, authorized users and Hiring Managers can:
• View Eligible and Referred Lists
• Distribute eligible lists to Hiring Managers electronically
• Access user-friendly Online Hiring Center hiring manager tool
• Access eligible lists utilizing a password protected website
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• Step applicants from eligible list to hired/rejected
• Schedule interviews, track pending offers, and capture actual start dates
24. Reviewing Eligible Candidates
As applicants pass through the exam plan steps (or hurdles), authorized users can annotate the
applications as required, process the applications to subsequent steps, transition applicants to an eligible
list, and ultimately mark applicants as hired, inter viewed not selected, waived interview, etc. All status
values are customizable by the City. This can be done at the HR or Department level.
25. Declining Veteran Candidates
Authorized users can create and post internal notes throughout the system including areas such as
submitted applications (internal HR notes can be associated with each submission), requisitions (internal
notes can be entered by Hiring Manager, Approvers, and HR recruiters), exam plans (internal candidate
comments can be included during the screening process to capture additional comments above and
beyond simply setting failure dispositions) and more.
26. Scanning Applications
In terms of scanning (or screening) applications, authorized users can review applications directly within
the browser window at any stage of a given recruitment.
Regarding the scanning of hard copy applications, users can manually enter hardcopy (paper)
applications. In addition, hardcopy applications materials or associated materials (certificates, licenses,
etc) can be scanned, stored, and associated to the applicant record allowing all applicant information
(whether received online or hardcopy) to be accessible anywhere, anytime.
27. Expiration Dates
Complete tracking capabilities are available throughout the Insight platform. All requisition transactions,
including current status and referral history is also available in real time. Certification lists automatically
record the department, position name, date request was received, date certification list was created and
sent out. If desired, users can even specify an expiration date for any list so that users must work the list
within the specified time frame. Once lists have been sent out to authorized users, agencies can track
candidate actions (scheduled for follow up interview, background, etc), their current status (offered
position, did not respond, and more) as well as any notices that are sent to them at this point in the
recruitment. If desired, users can include any information within a job posting (or even through agency or
job specific questions) to allow candidates to acknowledge understanding the expiration guidelines set up
by the City.
28. Job Specific Questions
Agencies can easily create and manage job specific supplemental questionnaires and add them to your
online announcement from the supplemental question item bank. Responses are automatically captured
in the system, automatically creating a Supplemental question item bank. This gives the City the ability to
create and manage a central repository of supplemental questions using your own item bank. Questions
are created and stored once so they can be leveraged for future recruitments. Statistics are gathered on
each item in order to check for validity, reliability, etc.
Users can screen applicants at any stage of a recruitment. Insight Enterprise also includes configurable
Scoring Plans that give users the ability to automatically evaluate an applicant based on how they answer
job specific supplemental questions. The scoring plan can be as simple as automatic screening for
minimum qualifications or as complex as combining work experience, weighted times of work lengths,
various educational degrees, skills, etc. Each scoring plan is associated with the recruitment and is
comprised of various evaluation scenarios as needed. In addition to screening for minimum
qualifications, those applicants that pass the MQ's can also be automatically scored and ranked against
each other to immediately display the "good, better, best" applicants for HR Recruiters.
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29. Please see response to Item 28 above.
30. Applicant Profiles
Each candidate has a corresponding applicant master profile that contains information for that candidate
(including contact information, submitted applications, current dispositions and more). Authorized users
can quickly and easily search for candidates as needed. Agencies can also utilize our exclusive
CandidateMatch tool to proactively search your entire applicant database for candidates with particular
skills, education, etc.
31. Please see response to Item 30 above.
32. Submitted Applications
Complete tracking capabilities are available throughout the Insight platform. For example, Insight's
comprehensive exam plan allows authorized users to configure recruitment steps and track and monitor,
and report on user activity for every phase of the recruitment. All requisition transactions including current
status and previous history is also available in real time. Finally, applicant master profiles record all
transactions to the profile. When a record is changed, Insight will track who made the change, what date
and time the change was made, what the old value was, and what the new value is. The employee
master profile includes everything about the applicant including their demographic information (only
particular users can access confidential information on the profile), all the jobs they applied for, status
within those jobs, all eligible lists placed on, all notices ever sent to them per job, any time they were
certified (referred) to a hiring manager, what their interview results were, test scores, notes, and any tests
they've ever taken.
33. Editing or Re -Posting Jobs
Authorized users can edit and update job postings as needed. Insight Enterprise also allows the retrieval
of previous job postings for updating and/or copying for a new position if needed.
34. Onboarding Process
Agencies have the option to utilize the Online Personnel Action (PA) Process. Agency preferences can
be enabled to use of the workflow approval process for hire actions from the referral list. The included
Personnel Action Request Form (PAR) is generated by Insight upon hire authorization and features any
required onboarding requirements through standard or custom form fields. For example, the PAR can
include required hiring steps, links to existing materials or forms, and required checklists to monitor when
the actions have been completed.
35. Please see response to Item 34 above.
36. Shift or Location Preferences
Insight is a fully configurable system that enables you to add agency wide or job specific questions to help
track and monitor applicant preferences. If desired, filters can also be applied to help locate candidates
who are willing to work in specific locations, etc. and then refer those candidates out as applicable.. Users
can also quickly and easily customize fields on forms, tailor auto -generated messages, update workflow
and approval processes, and modify the look and feel of the application through a step-by-step system
configuration wizard. The ability to incorporate custom form fields throughout the system further allows
agencies to capture, track, and report on any desired data.
37. Application Annotation
Authorized users can create and post notes throughout the system including areas such as submitted
applications (internal HR notes can be associated with each submission), requisitions (internal notes can
be entered by Hiring Manager, Approvers, and HR recruiters), exam plans (internal candidate comments
can be included during the screening process to capture additional comments above and beyond simply
setting failure dispositions) and more. In addition, the system supports "hover over -help" for system items
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and free -form tasks that can be assigned and distributed internally directly to users. Finally, the system
includes automatic workflow notification and email messaging both internally for system users and
externally to applicants
38. Flagged Candidates
Agencies can flag, track and report on any candidate(s) for any reason. Agencies can even flag
applicants as required and allow them back in to a recruitment as required. Agencies can also allow
flagged applicants to participate in different recruitments so as to maintain a more expansive applicant
pool. For example while an applicant flagged for "drug conviction" might not participate in a recruitment
for a public safety position, they may be eligible for other recruitments at the agency's discretion.
39. Skills Matching
As noted above, skills tracking and matching for candidates is available to users throughout the system.
When trying to fill positions, Agencies can opt to utilize CandidateMatch to proactively search their
applicant database to effectively gather and search on applicant information such as skills, certifications,
or any desired capability. This process can also be utilized to help identify mentors if desired.
40. Assigning Mentors
As noted above, agencies have the option to utilize the Online Personnel Action (PA) Process. Agency
preferences can be enabled to use of the workflow approval process for hire actions from the referral
list. The included Personnel Action Request Form (PAR) is generated by Insight upon hire authorization
and features any required onboarding requirements through standard or custom form fields. For example,
the PAR can include required hiring steps, links to existing materials or forms, and required checklists to
monitor when the actions have been completed.
2.8 VOLUNTEER APPLICATIONS AND RECORD KEEPING
PLEASE NOTE: Insight's configurable workflow allows agencies to recruit for candidates as needed
within a single platform. Each agency, division or department can define any and all recruitment steps
required for any position type or job posting including volunteer positions. For this project, the City could
simply set up a posting for volunteer positions and then process applications as they would for any
standard recruitment. This could mean one generic posting, or individual postings for each volunteer
position, as desired. As with the standard application process above, volunteer requirements can all be
accommodated by configuring the system.
To help facilitate the process, authorized users can create and use a specific application template that is
only used for volunteer postings if desired. The City can also incorporate questions as part of the
application process and then filter responses as needed when filling volunteer positions. Once
applications have been received, they can be screened if needed and then placed onto an associated
eligible list where they can be sent to authorized users for consideration. Once on the list, users can set
expiration dates, filter and search for more desirable candidates and more. Like the postings, the City
could elect to simply use one master list of volunteers and then refer candidates out as needed to multiple
requisitions, or you can elect to use one list type for each posting (or combination thereof).
2.9 WORKFLOW
1. Multiple Workflow
One of the greatest challenges that NEOGOV faced when first designing the NEOGOV Insight Enterprise
system was how to create a system that could be configured and customized easily by ANY agency HR
and without costly and sophisticated IT intervention. Insight Enterprise is a fully configurable system that
is being used by over 90,000 users to accommodate vastly different business rules, processes, and
workflows that are particular to their agency. Insight is designed to accommodate an unlimited variety of
workflows, rules, regulations, and processes - including government rules, regulations, and processes
out -of -the -box. During implementation, NEOGOV works to configure the system around the initial
October 22, 2010 Page 48
configuration requirements. Once live, the system can then be managed fully by authorized users who will
be able to control system labels and fields, workflow requirements and more. For example, users can
define what steps and processes are required by the applicant from the time they apply, go through
screening and testing steps, get placed on the eligible list, are delivered to hiring managers, and
eventually hired, for each recruitment. HR can further define what evaluation steps (hurdles) are required,
if the steps are scored or not, formal written/oral/performance evaluations required, apply weighting to
each step score to determine the ranking on the eligible list, award promotional points for open and
promotional recruitments, etc. Finally, each agency is able to incorporate an unlimited number of custom
form fields throughout the system to capture any and all required data.
2. System Configuration
Insight is a fully configurable system that enables you to quickly and easily customize fields on forms,
tailor auto -generated messages, update workflow and approval processes, and modify the look and feel
of the application through a step-by-step system configuration wizard. The ability to incorporate custom
form fields throughout the system further allows agencies to capture, track, and report on any desired
data. Best of all, the ability to configure the system can be accomplished by agency users without IT or
NEOGOV assistance, without additional customizations, OR costly change orders. To date, NEOGOV
has never had any change order issued NOR have we ever charged any agency for unnecessary
customizations.
3. Candidate Dispositions
Insight Enterprise provides the capability to display or edit an applicant's disposition or status in the hiring
process directly through the browser. Authorized users can annotate applications in real-time and apply
any candidate disposition that has been defined by the City. In addition, applicants can login to their
applicant account online and view their submitted applications as well as the real time status of those
applications for jobs that they have applied for.
4. Scheduling of Events
Insight's functionality includes the ability to establish individual or multiple exams (written, oral, and/or
performance) for any recruitment. As exams are created, users can define all aspects of the exam
including rosters, locations, time slots, etc and then automatically schedule qualified candidates.
Candidate may also, if allowed, self -schedule themselves for exams which allows applicants to select a
test time slot from a list of exam times. Once you enable candidate self -scheduling, you can also
generate a notice to applicants to notify them of the process to schedule themselves for an exam time. In
addition to setting and monitoring dates within Insight, key recruitment step dates (such as panel
interviews) can also be exported into Outlook.
5. Comments and Notes
Authorized users can create and post internal notes throughout the system including areas such as
submitted applications (internal HR notes can be associated with each submission), requisitions (internal
notes can be entered by Hiring Manager, Approvers, and HR recruiters), exam plans (internal candidate
comments can be included during the screening process to capture additional comments above and
beyond simply setting failure dispositions) and more. In addition, the system supports "hover over -help"
for system items and free -form tasks that can be assigned and distributed internally directly to users.
Finally, the system includes automatic workflow notification and email messaging both internally for
system users and externally to applicants.
2.10 NOTIFICATIONS AND COMMUNICATIONS
1. Configurable Notice Templates
As noted above, Insight is a fully configurable system that enables you to quickly and easily customize
fields on forms, tailor auto -generated messages, and more. In addition to workflow notices, authorized
users can also configure notices that are sent to candidates during the recruitment process. Agencies can
create an unlimited number of customized notice templates for each type of notice you choose to send to
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applicants. Notices are generated automatically based on the applicant disposition and can be sent to
applicants either via e-mail or in hard copy.
2. Preventing Duplicate Notices
Authorized users control if and when candidates are sent any notices, which notices are sent, etc. By
design, the system also retains copies of notices sent so users can indentify whether or not the
appropriate notice was sent, needs to be resent, etc. Lastly, when sending notices electronically, a link
can be included for candidates to click and verify receipt so that users can decide whether or not to send
another notice via hard copy.
3. Application Process
To facilitate the application process, applicants can create an online profile and an unlimited number of
application templates which can be used when applying for positions as desired. When submitting a new
application for example, applicant demographic information is automatically brought in from the selected
application template and the applicant can select to auto fill all agency wide questions using the values
previously used on prior applications.
Upon submitting any application, applicants are notified immediately through an online confirmation as
well as an email notification. In addition, applicants can check their current status for any position they
have ever applied for directly online through the incorporated Citizen's Self -Service Portal. Here, your
agency can disclose desired information to applicants including status, interview schedules, screening
results, etc.
2.11 REPORTING
1. Time Stamping
Complete tracking and reporting capabilities are available throughout the Insight platform. For example,
Insight's comprehensive exam plan allows authorized users to configure recruitment steps and track and
monitor, and report on user activity for every phase of the recruitment. All requisition transactions
including current status and previous history is also available in real time. Applicant master profiles record
all transactions to the profile. When a record is changed, Insight will track who made the change, what
date and time the change was made, what the old value was, and what the new value is.
Finally, Insight Enterprise provides a broad array of reporting capabilities including preconfigured
(canned) reports such as time to hire, cost of recruitment, etc. that can be run using its own dynamic
reporting suite. In addition to the 80+ standard reports available, Insight Enterprise features an easy to
use Ad -Hoc reporting tool which enables non -technical individuals to create customized reports through a
step-by-step report generation wizard. The system even allows agencies to report against any custom
field they have incorporated into the system. This offers agencies an exclusive reporting suite for its
dedicated Insight Enterprise solution.
2. EEO Reporting
Insight Enterprise Edition provides a broad array of reporting capabilities, including pre -configured
(canned) requisition and applicant status reports, cost -per -hire and time -to -fill reports, and EEO
compliance reports. All EEO codes within the system are defined by NEOGOV based on the EEO
categories defined by the EEOC for federal reporting purposes.
3. Queries Not Case Sensitive
Queries on recruitment data and reports are not case sensitive within Insight.
4. Background Check Reports
As with standard recruitment data, any background information contained within the system can be
accessed directly within the browser window. Additionally, ad -hoc reports can be configured to help
agencies access recruitment data if needed.
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5. System Reporting
Insight Enterprise includes very robust reporting options featuring more 80 standard reports that have
been developed exclusively for public sector recruitment. For the City's consideration, a detailed overview
of these reports has been included as an attachment to this proposal. In addition to the 80+ standard
reports available, Insight Enterprise also features an easy to use Ad -Hoc reporting tool which enables
non -technical individuals to create customized reports through a step-by-step report generation wizard.
The system will even allow users to report against any custom field they have incorporated into the
system. This offers an exclusive reporting suite for its dedicated Insight Enterprise solution.
6. Report Exports
All reports built through Insight Enterprise are available electronically directly through the browser and
you can easily export data to Microsoft ExcelT"" or CSV files for additional analysis or integration with
external information, minimizing the need for paper documents.
7. Ad -Hoc Reports
Insight's Ad -Hoc reporting tool provides a significant enhancement to customers to be able to select data
from multiple tables and fields to build highly robust reports on demand. The logic necessary to join a
variety of tables and fields is built into the background so that the reporting tool is simple to use and
requires minimal to no training. The ad -hoc report is drop -down driven and queries all data within the
system and all reports can be marked as public or private, saved for later use, and can be exported as
needed for used in external systems (including MS Office, Crystal Reports, and more). Users can specify
the format of the data (CSV, XML, Pipe Delimited, TIFF, Web Archive, PDF, or Excel) and the delivery
method (Email, file download, or FTP). Reports can also be scheduled to run at a specific time including
set on a recurring schedule of hourly, daily, weekly or monthly.
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«Exhibit B — Submitted with Original»
October 22, 2010 Page 52
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Exhibit B Clarifications
For your consideration, NEOGOV has provided expanded clarifications to certain items from Exhibit B:
ARCHITECTURE
How are patches to the operating system communicated, scheduled and installed?
Under the SaaS model, NEOGOV's process to announce upgrades is to generate an email outlining the
scheduled upgrade, new system capabilities and a description on how to utilize the functionality. All
scheduled enhancements are fully tested internally as well as with agency beta testers and then delivered
to our QA/QC teams before being deployed. According to the Service Level Agreement we include as
part of the Insight contract, we are obligated to notify all customers at least two weeks prior to any
scheduled outage. Notices are generated and sent via email to the system administrators and their
backups. All system upgrades are scheduled for off peak hours, typically Sundays at 12am.
Enhancements are them applied to the Insight platform and the entire process is fully monitored
throughout the entire process. During the system outage, a notification page is displayed stating the
system is undergoing maintenance and also states the scheduled outage times.
Can application exist on multiple environments i.e Prod, QA, Dev, Training, etc. Do these require
additional licensing?
Yes. NEOGOV utilizes a multi tiered environment for all software development and release management.
However under a software as a Service model, these are accessed by NEOGOV personnel. From a
system perspective, NEOGOV utilizes separate environments prior to deployment of any software
changes onto the Production environment. The initial environment, called DEV, is used for development
of new functionality and modules and the implementation of current fixes. Once these have been unit
tested in the DEV environment, the changes are then moved to STAGING where both unit level testing
and system wide testing is performed. Also, at this time, versioning of the software occurs and the change
scripts (to database and application code) are approved and finalized. All software version control is
managed in Microsoft Visual Sourcesafe to maintain software versions and programming change control.
As changes are accepted, they are then moved to PRODUCTION at predetermined scheduled times.
Regarding release management for example, all changes are tested in development, testing, staging, and
training environments by NEOGOV staff and customer beta teams (as applicable). NEOGOV has
established methodology that combines version control, configuration management, build management,
and release management for the software updates and new versions to ensure high level of the product
quality. NEOGOV developers are responsible for unit, product, and assembly testing, while NEOGOV
Q&A is responsible for regression testing. Through this process, customers can always rely on a solution
that has been thoroughly tested.
In terms of agency environments, NEOGOV customers have access to an agency -specific training
environment in addition to a dedicated production environment. This can be used by your agency during
training and afterwards to train in prior to moving into production. All NEOGOV annual costs are based
on the renewal of the Insight License, which includes the training environment.
What are the client web browser requirements? Are there custom configurations and setting
requirements?
Insight Enterprise is offered as a Software as a Service model allowing users to access the system using
nothing more than a standard workstation, Internet connection and supported web browser (with no
custom configurations and setting requirements). NEOGOV maintains compatibility with major browsers
including Microsoft Internet Explorer 6.0 and higher, and Firefox 3.0 and higher. In addition to these,
Insight is also currently compatible with other browsers including Google Chrome, AOL, and Apple Safari
however compatibility with these and other browsers may vary depending on version, subsequent
releases, etc. For security purposes, NEOGOV recommends that system users always use the latest
browser technology with the latest security patches
Are there any additional requirements for reporting (i.e.: Crystal Reports)?
No. Insight Enterprise includes very robust reporting options featuring more 80 standard reports that have
been developed exclusively for public sector recruitment. For the City's consideration, a detailed overview
of these reports has been included as Attachment D of this proposal. In addition to the 80+ standard
reports available, Insight Enterprise also features an easy to use Ad -Hoc reporting tool which enables
non -technical individuals to create customized reports through a step-by-step report generation wizard.
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The system will even allow users to report against any custom field they have incorporated into the
system. This offers an exclusive reporting suite for its dedicated Insight Enterprise solution.
Insight's Ad -Hoc reporting tool also provides a significant enhancement to customers to be able to select
data from multiple tables and fields to build highly robust reports on demand. The logic necessary to join
a variety of tables and fields is built into the background so that the reporting tool is simple to use and
requires minimal to no training. The ad -hoc report is drop -down driven and queries all data within the
system and all reports can be marked as public or private, saved for later use, and can be exported as
needed for used in external systems (including MS Office, Crystal Reports, and more). Users can specify
the format of the data (CSV, XML, Pipe Delimited, TIFF, Web Archive, PDF, or Excel) and the delivery
method (Email, file download, or FTP). Reports can also be scheduled to run at a specific time including
set on a recurring schedule of hourly, daily, weekly or monthly.
CAPACITY AND SCALABILITY
What is the application's ability to retain history i.e. how much & for how long?
As with all NEOGOV customers, the City owns and retains all rights to all agency data contained within
the system and NEOGOV will maintain all City information in the system unless otherwise specified by
you. Should the City elect to not renew its annual license or in the event that NEOGOV were to become
insolvent, NEOGOV could purge applicant and recruitment data from the system as required. If applicant
data is purged from the system, NEOGOV will provide a file of the purged data in a standard format.
What is your sizing methodology? How do you calculate environment/server size recommendations?
One of the many benefits in selecting the NEOGOV SaaS model is that we are fully responsible for
managing, configuring, and maintaining the computer and networking equipment. Each piece of
networking and server equipment is configured to be redundant with no single point of failure. We use
the most scalable hardware equipment, and can scale as rapidly as our customers require. We have
procedures and tools that monitor server performance, as well as load test simulations to anticipate the
infrastructure needs as we add new customers. We also utilize multiple Internet connections load
balanced through firewalls and switches enabling NEOGOV to get up to 200 Mbps burst to provide for
maximum bandwidth scalability. NEOGOV owns, operates and manages all its network and security
equipment — including firewalls, switches, load balancers, SAN/NAS devices etc. NEOGOV hardware
architectures are designed to use servers and storage that is available from leading hardware vendors.
All networking components, firewalls, load balancers, Web servers, and application servers are
configured in a redundant high availably configuration. Customer databases are stored on a primary
database server cluster that is clustered for redundancy. All customer data is stored on disk storage that
is mirrored across different storage arrays and controllers. We use BIG-IP load balancers to balance
traffic for our web servers and SQL Server 2005 clustering and data mirroring features maximum data
redundancy and scalability. In case of disaster, or primary data center outage we can switch operations
to our secondary data center within minutes, allowing for DNS fail -over.
For the City's consideration, additional information on our Technology and Security has been included as
Attachment C of this proposal.
HOSTED SOLUTION
Where is server located and who is responsible for business continuity and disaster recovery?
Our production equipment is collocated in a tier 1 data center which offers the highest level of security
and redundancy available. Additional hosting locations are also utilized for redundancy purposes. Our
core facility provides 24-hour physical security, palm print and picture identification, redundant electrical
generators, earthquake protection, fire protection, and other backup equipment designed to keep servers
continually up and running. Additionally, the center maintains dual Internet backbone connections to
ensure connectivity in the event of a failure.
All networking components, firewalls, load balancers, Web servers, and application servers are
configured in a redundant configuration. Customer data is stored on a primary database server that is
clustered with a backup database server for redundancy. All customer data is stored on disk storage that
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is mirrored across different storage cabinets and controllers. All customer data, up to the last committed
transaction, is automatically backed up on a nightly basis. Additionally, data is continuously backed up
online in real-time using Iron Mountain's Electronic Vaulting, and it is stored in the secure off -site storage
facilities. Disaster recovery plans are in place and are reviewed by NEOGOV on a bi-annual basis.
What other customers or companies will reside on the server? What are potential risks associated with
this configuration?
NEOGOV is based on Multi -tenant SaaS (Software -as -Service) architecture in which all customers are on
the same codebase, product version, database, and shared infrastructure, with all customizations
handled through application configurations and customer meta -data. NEOGOV's multi -tenant SaaS
(Software -as -Service) architecture makes it more secure, reliable, configurable, and scalable than any
other product on the market. Over 600 organizations with thousands of users and millions of transactions
every day run on a massive shared infrastructure, which creates unlimited potential to grow and scale our
customers. In fact, because of this model, it is possible for us to consistently exceed industry standards
in uptime and performance levels over the years (over 99.9%). Every major SaaS is running this model,
including Google, Salesforce.com, Taleo, Successfactors, NetSuite, Yahoo, and new Online Microsoft
Office 2010 suite to name few.
NEOGOV ensures that customer data is securely segregated, so that no customer can access any other
customer's data, similar to other online applications and services, such as online banking for example. If
there were an outage with our primary and the entire redundant infrastructure, then the downtime would
be experienced by all of our customers. However, the fact that an outage could affect thousands and
thousands of users, and not only a single customer, is the reason we invest so much time, money, and
effort in our redundant infrastructure, proactive 24/7/365 monitoring, load testing, deployments, etc. This
is why it is important to choose an established provider with hundreds of customers, millions of daily
transaction and great uptime record, like NEOGOV that continually maintains a 99.9% average of system
uptime, which exceeds industry average.
Who is responsible for application maintenance? What is the availability and maintenance window?
Under the SaaS model, NEOGOV is fully responsible for the maintenance and support (including
upgrades) of the Insight platform. We are proud offer access to the platform when our customers need it
with more than 99.9% uptime levels, with access available 24x7x365, excluding schedule downtime.
According to the Service Level Agreement we include as part of the Insight contract, we are obligated to
notify all customers at least two weeks prior to any scheduled outage. Notices are generated and sent
via email to the system administrators and their backups. During the system outage, a notification page
is displayed stating the system is undergoing maintenance and also states the scheduled outage times.
Describe the Roll Back or Backout Plans?
Under the SaaS model, all customers are utilizing the most current version of the software. In terms of
system patches, as noted above, all scheduled enhancement functionality is fully tested both internally
and by agency beta testers prior to deployment. This proven process significantly reduces the release of
system bugs that would require update patches. However, in the event that a system bug is found,
NEOGOV is able to roll back the Insight code base, identify, fix, and test the issue, and then deploy an
updated patch as soon as possible. Bug fixes and patches are released as they are completed and finish
the regression testing cycle — they are released "as needed" and do not have to wait until the quarterly
release since they are issue resolutions and more immediate.
INTERFACES
How does the application interface with the other packages (API or any other means)?
NEOGOV is proud to offer our customers multiple options for 3ro party system integrations. Out of the box
for example, users can access the ad -hoc reports within the system and data can be exported as needed.
Users can specify the format of the data (CSV, XML, Pipe Delimited, TIFF, Web Archive, PDF, or Excel)
and the delivery method (Email, file download, or FTP). This is standard functionality and is documented
within the supplied user guide or associated tutorials.
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NEOGOV also offers standard integrations to external systems (such as Lawson, PeopleSoft/Oracle,
SAP and others) for new hire data exports, position control numbers, etc. Additionally, because Insight
Enterprise can integrate with virtually any system, this represents a tremendous advantage to your
agency should you decide to migrate to another backend system at a later date.
Lastly, should customers require any custom integration for data exports; NEOGOV can work with the
project team to determine the project scope and timeline. Documentation developed as part of this
process can be made available as applicable. Costs for integrations are dependent on final project scope
and customers are always provided with a cost summary prior to the start of any new development.
What format is required to input data into your system? Can the system edit incoming data with
predefined parameters?
All NEOGOV integrations are architected around the latest standards, including SOAP, WSDL, and
XML. As an open service, the utility is available to all platforms that support the core Web services
standards, including Java, .NET, and different EAI tools.
SECURITY/CONTROL
What is the business continuance and disaster recovery process?
NEOGOV currently works with more than 600 agencies to ensure continued success, NEOGOV
maintains complete data retention and disaster recovery plan processes as part of our hosting services.
NEOGOV also maintains a complete disaster recovery plan and corresponding procedures are in place
for business continuation purposes in the event of emergency. In case of primary data center outage we
can switch operations to our geographically remote secondary data center within minutes, allowing for
DNS fail -over. In the event of disaster, customer systems would be operational after the primary data
center fails over to the secondary which will happen in minutes. In the event that both geographically
separated data centers which house NEOGOV production equipment are destroyed, we have outlined the
procedures to reconstruct all data center infrastructure necessary to run NEOGOV applications. Those
procedures include detailed plans of rebuilding the infrastructure and bringing the alternate site at a
different location online. Live offsite backups stored on the East Coast location would be restored and
used to rebuild customer data. The entire plan is reviewed and updated regularly and we perform full
disaster recovery testing on a bi-annual basis.
For your consideration, additional Technical and Security information has been included as an attachment
to this proposal.
What are the typical release cycles, how are they tested and rolled out?
NEOGOV provides Quarterly Enhancement Rollouts averaging 80+ new functionality enhancements.
Specific details of every functional and technical enhancement are proprietary and not available for public
disclosure, however complete details of every enhancement are posted and always available to
NEOGOV customers online under the system's Help & Support. All release notes are documented and
distributed to customers, as well as free updates to all user documentation and delivering free online
enhancement release tutorial sessions (demo of the features and description of the use — and a short
discussion on how the new feature can be incorporated into agency best practices, where applicable).
Customers can always access functional and technical enhancements for every release in the
enhancement release section of the Customer Success Portal.
NEOGOV's process to announce upgrades is to generate an email outlining the scheduled upgrade, new
system capabilities and a description on how to utilize the functionality. All scheduled enhancements are
fully tested internally as well as with agency beta testers and then delivered to our QA/QC teams before
being deployed. According to the Service Level Agreement we include as part of the Insight contract, we
are obligated to notify all customers at least two weeks prior to any scheduled outage. Notices are
generated and sent via email to the system administrators and their backups. All system upgrades are
scheduled for off peak hours, typically Sundays at 12am.
Enhancements are then applied to the Insight platform and the entire process is fully monitored
throughout the entire process. During the system outage, a notification page is displayed stating the
system is undergoing maintenance and also states the scheduled outage times.
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How does the proposed system recover user sessions and system services in the event of failure (e.g.,
failures in hardware, software, networks, and equipment or with a loss of power)?
As part of our hosting services, NEOGOV maintains policies and procedures to help ensure our more
than 600 customers have access to the system when they need it. NEOGOV has failover connectivity to
our datacenter switching equipment providing complete redundancy. NEOGOV is responsible for
managing, configuring, and maintaining the computer and networking equipment and each piece of
networking and server equipment is configured to be redundant with no single point of failure. Customer
databases are stored on a primary database server cluster that is clustered for redundancy. All customer
data is stored on disk storage that is mirrored across different storage arrays and controllers for both
archival and retrieval purposes. We use BIG-IP load balancers to balance traffic for our web servers and
SQL Server 2005 clustering and data mirroring features maximum data redundancy and scalability. All
customer data, up to the last committed transaction, is automatically backed up on a nightly basis.
Additionally, data is continuously backed up online in real-time using Iron Mountain's Electronic Vaulting,
and it is stored in the secure off -site storage facilities.
Does the proposed solution integrate with Active Directory or does it provide its own authentication
mechanism and security database?
Yes. All users access NEOGOV only with a valid username and password combination within the system,
which is encrypted via SSL while in transmission. Encrypted session tracking is used to uniquely identify
each user. For added security, the session key is automatically scrambled and re-established in the
background at regular intervals. The system's roles based security model is fully controlled by agency
admins that can create, edit, and maintain all user accounts and associated access rights.
In addition, Insight Enterprise supports Single Sign -On (SSO) to give your agency the ability to validate
usernames and passwords against your internal user database, such as Active Directory, LDAP,
Netware, etc., rather than having separate user passwords managed by NEOGOV. Dependent on the
integration requirements and scope, additional costs may apply.
If solution provides its own security database, do administrators have the ability to add, modify and delete
users, groups and assign role -based rights?
Yes. Insight Enterprise employs a roles based security model ensuring users only have access to areas
for which they have been given access rights. As an example, various users may be given access to the
same core applicant data, however depending on their user rights, certain users may or may not have
access to any confidential information, may only have rights to view, but not edit/update/archive, etc. The
City may assign System Administrators who will maintain all access rights throughout the system. Other
levels of security include department/division level security ensuring that users only access their
applicable department/division data, as well as restricting the ability to view, update, edit, and archive
various information throughout the system, and role based security that restricts actions by group such as
a hiring manager, subject matter expert, approver, etc.
How is data secured? Is data encrypted?
NEOGOV enforces tight operating system -level security by using a minimal number of access points to all
production servers. We protect all operating system accounts with strong passwords, and production
servers do not share a master password database. All operating systems are maintained at each
vendor's recommended patch levels for security and are hardened by disabling and/or removing any
unnecessary users, protocols, and processes.
NEOGOV also utilizes the strongest encryption products to protect customer data and communications,
including 256-bit Verisign SSL Certification and 2046 Bit RSA public keys. The lock icon in the browser
indicates that data is fully shielded from access while in transit.
Does the application provide logs of computer security relevant events to provide data to support
comprehensive audits of the effectiveness of, and compliance with security measures? (Who did what,
from where, and when)?
Yes. Complete tracking capabilities are available directly within the Insight platform. For example,
Insight's comprehensive exam plan allows authorized users to configure recruitment steps and track and
monitor, and report on user activity for every phase of the recruitment. Insight's detailed requisitions also
allow authorized users to view, track and monitor, and report on user activity as well as status information
for every phase of the requisition. In addition to open requisitions, users can also view details of
requisitions that are in progress, those that have been filled, even those that have been canceled, directly
within the browser window. All requisition transactions including current status and previous history is also
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available in real time with complete audit details including a time and date stamp, associated user, and
more.
By default, any changes made by authorized users to core applicant data is automatically tracked for
complete auditing purposes within the associated applicant master profile. Changes made to the master
profile include a complete audit trail with a time and date stamp of what changes were made, by whom,
etc. Additional audit capabilities provide Insight users with the ability to track edits to Exam Plans, Job
Postings, Recruiting Plans, Evaluation Steps, Eligible Lists, Requisitions, and Exam Plan Notes.
In terms of the backend system, audit trails are maintained where applicable of every process and action
related to production servers and data and can be accessed by NEOGOV personnel for security and
auditing purposes. This includes physical access audit logs, hardware and software application and
security logs, operating system logs tracking all actions, and Insight Enterprise and SQL Server auditing
features to ensure confidentiality and data integrity.
PERFORMANCE
Are there any performance enhancing features implemented, e.g., special indexing or data caching and
compressing mechanisms, etc.?
Yes. One of the benefits in selecting the NEOGOV platform is that new agencies are able to implement a
system that is fully tested and is already in production use by agencies nationwide. Under the Software as
a Service (SaaS) model, all customers utilize the same code -base and hosting services, thus the system
has to exceed the performance requirements of any one customer and in fact has to exceed the
requirements of all of our customers combined. By design, Insight must allow for many more (millions of)
transactions or associated workload than any one agency would ever add. To help accommodate this,
NEOGOV utilizes multiple Internet connections load balanced through firewalls and switches enabling us
to get up to 200 Mbps burst to provide for maximum bandwidth scalability. For your consideration,
additional Technical and Security information can also be found as an attachment to this proposal.
Describe your load and stress testing methodology.
To achieve high availability and performance, NEOGOV's SaaS model and the associated production
environment is fully scalable from our network infrastructure through our system applications. NEOGOV
currently supports over 500 concurrent agencies and constantly monitors its environments for increased
load. In the event that new customers are added or in the event of increased demand, NEOGOV can add
more resources including hardware as needed with no effect on end -user performance. From the
application side, NEOGOV adheres to standard practices of stress testing during our development
process. Stress testing is required and incorporated at three points during our code lifecycle. The first test
is performed by NEOGOV developers as they unit test code and functions. The second test is performed
by our QA staff (removed from the development team) on our internal test environment using sample data
that is generally more than 10x the size of what would be actual production data. The third test is
performed within our staging environment by our IT Operations team to not only ensure the quality of the
code being deployed into our production environments, but more importantly to assure that end user
performance does not suffer. After each step, the testing cycle results must meet or exceed our standards
before they may be allowed to move through the lifecycle. If at any point the code does not meet or
exceed our standards the code is placed back in the initial testing step until it can pass through all three
testing points.
TRAINING
TECHNICAL TRAINING
NOTE: Insight Enterprise is offered as a Software as a Service (SaaS) model and is fully hosted,
maintained, and supported by NEOGOV. The system is built specifically for public sector agencies and
designed to be configured and administered directly by agency personnel with little or no IT intervention,
or technical resources. Skill sets required to serve as an Insight administrator include familiarity with using
a personal computer and Internet Explorer as well as an understanding of the existing recruiting
processes All training for all administrator roles and responsibilities is included as part of our detailed
training plan outlined above.
In terms of maintaining or supporting access to the system from the City, technical personnel are only
required to maintain standard network/internet access and connectivity as well as maintaining the PC
(and applicable browsers) that are used to access the system.
October 22, 2010 Page 58
What type training for support services (Help Desk) on escalation and contact processes and procedures
are provided?
As part of our standard training, System Administrators are trained in delivering Level 1 support to agency
end -users. In addition to standard training and associated materials, NEOGOV also offers a staffed help
desk for all customers as well as an exclusive Ongoing Learning Management (OLM) program that is
designed to help ensure your agency's success well beyond the initial go live date.
Located on the `Customer Support Center' link, the OLM can be accessed via the 'Help & Support' link
from any screen within Insight. The OLM includes the following FREE online trainings which are
scheduled and can be attended by any customer: The NEOGOV OLM also provides a series of tutorials
that function much like an online movie in which users (HR, Hiring Managers, etc.) can view specific
online tutorials which demonstrate functionality such as creating requisitions online, reviewing and
approving requisitions online, creating job postings and build supplemental questionnaires, reviewing
applications online, scheduling tests and exams, sending applicant notices, establishing eligible lists
(rosters), electronically referring certified lists, viewing certified lists online (by the Hiring Manager), etc.
In addition, the NEOGOV OLM provides exclusive system documentation, including an online user guide,
user exercises and implementation tracking tools to assist you in the set-up of the system and
management of the project.
SUPPORT SERVICE TRAINING
In addition to training System Administrators, NEOGOV provides a fully staffed Help Desk and dedicated
support out of multiple locations and is fully staffed from Monday — Friday, 6:00 am — 6:00 pm Pacific
Time to offer all of our customers prompt response to any question or issue. All support items are
addressed as soon as calls are placed to the help desk and escalated as needed. Users who utilize the
online case logging for reporting problems will also receive an immediate response and verification that
their case was submitted successfully. All NEOGOV customers have access to a staffed help desk as
well as online support to log cases such as issues, enhancement requests, or functionality questions that
are tracked using CRM software and responded to by our customer support help desk. Based on the
case priority, the following response times are established:
• Priority 1: System outage — Response and resolution is ASAP and work is started
immediately.
• Priority 2: Able to conduct daily work, but encountered issue — Response time is 2 hours for
communication and resolution is investigated immediately. Resolution communications are
initiated and followed up with by support desk. Resolution timeline varies by the type of case,
timeline, and scope.
• Priority 3: Can conduct daily work, no error messages, would like feature to work more
effectively, "nice to have" feature — Response time is 8 hours for communication and
resolution is investigated within 2 working days. Resolution communications are initiated and
followed up with by support desk. Resolution timeline varies by the type of case, timeline,
and scope.
• Enhancement Requests: Can conduct daily work, no error messages, wish to communicate a
suggestion to NEOGOV — Response time is 16 hours for communication and suggestion is
added to enhancement list. Enhancement communications are conducted via the support
desk, bi-weekly meetings, and quarterly rollout email communications. Enhancement
timeline varies by the type of enhancement, timeline, and scope.
• Functionality Question: User Question — Response time is 8 hours for communication and
question follow up. Resolution communications are initiated and followed up with by support
desk either via email or phone. Question answer timeline varies by the type of question and
available answer options.
In addition to standard training and associated materials, NEOGOV also offers an exclusive Ongoing
Learning Management (OLM) program that is designed to help ensure your agency's success well
beyond the initial go live date. The NEOGOV OLM program includes bi-weekly conference calls, online
video tutorials, user groups and more. Users can also utilize NEOGOV Community. NEOGOV
Community (NGC) is a website designed to help Insight users get the most out of the NEOGOV system.
This site is a one -stop portal for documentation, help, and discussion on NEOGOV products. NGC
includes a dashboard that provides Insight users access the latest news and the overall NEOGOV
calendar (showing holidays & other main events); Featured announcements and shortcuts to commonly
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used content related to implementing NEOGOV; a hub for learning about the NEOGOV system including
our calendar for monthly online training sessions and links to online on -demand training tutorials; access
important functional documentation; and a discussion forum where customers can all come together to
network, pose questions & share information with other NEOGOV users across the country (as well as
NEOGOV staff) about NEOGOV functionality, products and other related HR topics.
VENDOR SUPPORT
Once live with the Insight platform, NEOGOV customers have access to a customer success program
that is second to none. In addition to the proposed system features, training and standard documentation,
NEOGOV offers an extended Ongoing Learning Management program (OLM) that is designed to ensure
your agency's success well beyond the initial go -live date. The program is open to all NEOGOV
customers, included as part of the NEOGOV license and includes online video tutorials, unlimited
customer support, system user guides, bi-weekly customer support conference calls and more.
Unlimited NEOGOV Customer Support Help Desk access (both online and phone) — Speak with
NEOGOV customer help desk representatives between 6:00 AM and 6:00 PM Pacific Time to answer any
user questions and resolve any issues. Additionally, agencies have access to online support to log cases
such as issues, enhancement requests, or functionality questions that are tracked using CRM software
and responded to by our customer support help desk. The following list outlines some of the customer
support and services that we offer all of our customers with their paid license:
• Unlimited Customer Support Help Desk
• Unlimited online case support
• Free attendance to online trainings
• Free attendance to customer conference calls
• Free attendance to quarterly release online training
• Free unlimited access to online user forums
• Free updated online user guides per quarterly release
• Free attendance to regional user groups
• Free invite to Annual user conference in Las Vegas
Free Multiple online trainings per month — NEOGOV conducts multiple online trainings per month that are
delivered in two formats: the Insight 101 series for beginner users and Insight 201 for more advanced
users. We have found this to be a great avenue for users to become more familiar with Insight, learn best
practices, and advanced Insight capabilities that may not have been explored by the agencies before.
Free Customer Conference Calls — NEOGOV provides a free forum for all NEOGOV customers to call
into a conference call to speak directly with NEOGOV and each other on any topics, questions, and
ideas. These conference calls are a great service to our customers due to the fact that NEOGOV is
providing a free forum for agencies to discuss the "topics of the day" such as new HR public sector
challenges, what other agencies are doing in the way of advancements, etc. Our objective is to create
and facilitate a strong network community of public sector agencies nationwide.
Free Quarterly release trainings — NEOGOV offers free online quarterly release training that reviews all of
the enhancements and provides a demonstration of all of the new capabilities, as well. The online
training guides are updated with these quarterly rollouts.
Free NEOGOV User Forum — NEOGOV hosts an online user forum for all of our customers within Insight
and agencies have free, unlimited access to that forum. There are many great ideas, topics, suggestions,
thoughts, etc. in the user forum and it is a great tool for any public sector agency.
Strong Networking Community — Our user community of more than agencies and 90,000 users provides a
powerful network to leverage each other's experience and share process improvements that others have
implemented. Both our professional staff and our extensive customer network helps new and existing
customers maximize their return on investment and implement techniques that they may not have
identified otherwise.
PROJECT METHODOLOGY
To achieve a high level of project success, and to ensure both an effective and timely implementation for
our agencies, NEOGOV utilizes a dedicated professional services team and a tested and proven project
management approach. This approach has been continually refined since our first implementation and is
designed to provide the most efficient and effective implementation while producing maximum user
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adoption and ongoing project success. For your consideration, addition Project Approach and
implementation information has also been included above.
As part of our standard implementation process, NEOGOV works directly with the customer at every
stage to ensure the system is configured and delivered as expected — on time and on budget. This begins
at contract signing as the implementation team reaches out to offer a proven methodology, expectations,
and common best practices that have come from more than 500 previous implementations. Over the
years, NEOGOV has had to create methodologies and strategies to implement a scalable support and
best practices infrastructure. Once live, each customer has access to an exclusive Ongoing Learning
Management program all designed to help you find success beyond go live.
One of the many benefits in selecting the Insight platform is that as a Software as a Service, there is
significantly less resources required during implementation. Customers benefit from a proven
implementation process that has successfully been used by customers nationwide. In 2006, NEOGOV
brought 61 customers online all within budget and many ahead of schedule. In 2007, we increased the
number of new implementations to 107, with an average timeline of 90-days, and again all on -time and
within budget. The number of new implementations increased yet again in 2008 and 2009 and continues
to grow annually. More importantly, with each implementation we are able to further streamline our
processes to reduce our average implementation timeline. By contrast, another vendor delivering similar
solutions since 1998 was only able to roll out 3 new customers in 2007 (only one under 90 days) and has
had customer implementations continually run more than 1 year. While just one of the many
differentiators NEOGOV offers over the competition, our commitment to successful projects will ensure
your team has the solution it deserves, when it requires it, and always within budget — helping to deliver a
maximum return on investment to your team, and most importantly, to your citizens.
Prior to the scheduled project kick off meeting the assigned NEOGOV Implementation Consultant (Project
Manager) will deliver a series of documents to the customer Project Manager which include the
Implementation Task Checklist, Issue Tracking Tools, Project Status Tracking spreadsheets, and
Implementation Plan & Timeline. This documentation provides a checklist of each of the tasks,
deliverables, responsibilities, and timeline associated with each of the deliverables. Prior to starting the
project, NEOGOV and the customer will agree on the `final' project kick off agenda. The agenda is used
to formalize the points of contact, establish project expectations, review deliverable due dates, review
previous lessons learned, and establish upcoming tasks.
The NEOGOV IC will be responsible for overall project communications including resource updates,
tracking of resource activities, milestone procress and reporting, critical path monitoring, schedule issues,
status reporting, and contingency activities. It will be the responsibility of the customer's Project Manager
to conduct similar activities involving agency resources, deliverables, activities, and tasks. NEOGOV
recommends a weekly review of progress reports between both project managers to review accomplished
activities, completed deliverables, upcoming deliverables, and review of issue and issue tracking reports.
At the kick off meeting, NEOGOV will present the customer with the project implementation timeline,
deliverables, resources, and issue escalation policies and procedures. This meeting is used to clearly
define the roles, responsibilities, deliverables, tasks, and tracking mechanisms which will be utilized
throughout the entire project. In the event the project work plan needs to be modified, NEOGOV and the
customer can identify, accommodate, and document each specific change and reason. Issue escalations
will be handled according to urgency, scope, effort, and impact to timeline. Each instance will be
documented, discussed, and agreed upon by both project teams. Finally, an issue tracking log is used to
track issues and resolutions throughout the project.
Contingency timeframes are always incorporated into the project plan to allow for some project timeline
fluctuation. Each of the major deliverables in the timeline incorporate roughly a 10% contingency
estimate added to each activity. Based on the overall timeline requirements and NEOGOV's extensive
history working with public sector agencies delivering this type of solution, we are confident that the
timeline (including contingency estimates) will be successfully completed on time and within budget.
Should the project deliverables fall behind schedule, the project managers shall meet to discuss and
identify the root cause of the delay, ASAP. If the delay affects other project dependencies, both project
managers will discuss the implication to the overall project timeline and make any necessary
modifications to the timeline. The project teams will also have an understanding that either, or both,
parties will assign additional staff, as required, to ensure that the project deliverables and timeline are met
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according to the established timeline. Both parties should work to minimize as much as possible any
timeline slippage.
In addition, NEOGOV will incorporate an approach to identify all project delays before they occur and
impede the project deliverable schedule. The NEOGOV team member assigned to the implementation is
experienced in managing and driving the implementation timelines and will communicate with the
customer throughout the project during the weekly project manager update sessions to proactively
identify upcoming activities and any possible issues with meeting the deliverable schedule. Both project
managers will work to identify and implement timely solutions to the delays. In the event that the project
timeline is modified, those changes will be reviewed with the project executive staff and the changes and
identified resolution will be thoroughly documented and signed off by both Project Managers.
With nearly 600 successful implementations to date, we have found that a clear line of communication
combined with structured communication tools is the key to a successful project and implementation.
NEOGOV recommends a weekly review of progress reports between both project managers to review
accomplished activities, completed deliverables, upcoming deliverables, and review of issue and trouble
tracking reports. To help mitigate project risk and ensure our implementations are completed on -time and
within budget, NEOGOV incorporates the following documentation and tools into our implementation
process:
• Project implementation timeline — NEOGOV utilizes MS Project to manage task, deliverable, and
resource allocation for all enterprise implementations (delivered during kick off and reviewed
accordingly)
• Implementation activity checklist including steps from contract signature through production
implementation and knowledge transfer (delivered during kick off and reviewed weekly)
• Issue tracking log — including issue ID number, detailed issue, person raising issue, accountable
resolution party, comments, and resolution status and progress (reviewed weekly and signed prior to
go live)
• CRM Issue Tracking Procedures — NEOGOV uses a web -based CRM package to monitor all
implementation and ongoing client relations. All agencies are entered into the system, assigned a
customer relations representative, and will have direct access to real-time status of their account
issue resolution, requests and more.
From a high level, some key activities conducted by NEOGOV during installation and cut over include:
• Assign a qualified NEOGOV Implementation Consultant(s) to deliver project as proposed
• Finalize project team and supporting personnel (if applicable)
• Conduct project kick off session with project Stake Holders.
• Gather business rules, regulations, processes, workflow, and desired external system integrations.
• Create and provide all required deliverable tracking metric tools.
• Receive final approval on all tracking metric tools.
• Create a specific testing environment which is used during training and afterwards to train in prior to
moving into production.
• Analyze and scope out available integration options and conversion strategies (if applicable)
• Design, configure, and test required NEOGOV integration points and data migration mapping scope
and effort when needed
• Perform any configuration customizations required during initial set up of the system.
• Define and validate integration scope, including business requirements, and timelines. (if applicable)
• Conduct weekly implementation status meetings between the NEOGOV implementation specialist
and the customer Project Manager (and required staff).
• Configure system capabilities and requirements
• Configure all required external -facing web sites.
• Integrate your new production job opportunities, promotional opportunities, transfer opportunities,
and class specifications web pages into your existing agency website.
• Establish the Insight Enterprise production environment.
• Provide overall production planning and rollout support.
• Create transition documentation
• Conduct transition activities at the end of the project
• Provide overall project support, where needed
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V
Section 3 - Evaluation Criteria
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Requirements Evaluation
To meet and exceed the requirements of this project, we are proposing our fully integrated, 100% web
based Public Sector Applicant Tracking and Management Solution, NEOGOV Insight Enterprise. As your
organization will see in this proposal, NEOGOV is fully committed to offering the only solution that can
deliver a proven system and methodology that will meet and exceed expectations for this project. For
your consideration, we have provided responses to the RFP response matrix and Exhibit B above.
One of the greatest challenges that NEOGOV faced when first designing the NEOGOV Insight Enterprise
system was how to create a system that could be configured and customized easily by agency HR and
without costly and sophisticated IT intervention. Insight Enterprise is a fully configurable system that is
being used by over 90,000 users to accommodate vastly different business rules, processes, and
workflows. We have developed Insight so that each agency can start using Insight out of the box to
accommodate any practices, rules, regulations, processes, and workflows without having to customize.
Out of the box, authorized users can define whether position announcements are created for internal or
external users, what steps are required by the applicant from the time they apply, go through screening
and evaluation steps, get placed on an eligible list, are delivered to hiring managers, and eventually hired.
HR can further define what evaluation steps (hurdles), if any, are required, if these steps are scored or
not, which formal written/oral/performance evaluations are required, whether to apply weighting to each
step score to ultimately determine the applicant ranking on the eligible list. It is important to note that
organizations can define an exam plan for each recruitment.
Price Evaluation
For this response, NEOGOV is proposing implementation of our Insight solution. We have reviewed all
items and requirements as set forth in the original document and are confident that the delivered system
will meet and exceed expectations. The pricing for NEOGOV Insight includes Training, Provisioning, and
Annual License components. The Insight license is all inclusive and features:
• Unlimited Site License
• Unlimited Users (HR and Agency)
• Unlimited Applications
• Unlimited Customer Support
• Unlimited Technical Support
• Unlimited System Maintenance
• Unlimited Quarterly Enhancement Upgrades
• Unlimited Hosting
Training
o Training is a one-time cost and includes two days dedicated On -site training AND unlimited
online, on -demand training as part of our NEOGOV University program.
Price: $9,000.00
Provisioning (Setup and Installation)
o Assign a NEOGOV project implementation specialist
o Conduct project kick off, review implementation plan, discuss deliverables timeline, and set
schedule for weekly implementation meetings
o Create an agency -specific training environment which is used by your agency during training
and afterwards to train in prior to moving into production
o Customize examination form
o Configure printable examination bulletins and printable class specifications
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V TM
o Integrate your new production job opportunities, promotional opportunities, and job
descriptions web pages into your existing agency website
o Establish your agency's Insight Enterprise production environment
Price: $12,000.00
Annual License (Includes Hosting, Maintenance and Support)
The annual license for the NEOGOV Insight Software includes all of the following:
Recruitment
• Accept examinations online
• Online exam integration with current agency website
• Online position announcements and descriptions
• Attract "passive" candidates with automatic job interest cards
• Proactively search your applicant database
• Real-time database of all exam information
• Recruitment and examination planning
Selection
• Create, store, and reuse supplemental questions in the Insight item bank
• Screen candidates automatically as they apply
• Define unique scoring plans per recruitment, or copy existing scoring plans
• Item bank and item analysis
• Score, rank, and refer candidates
Reporting and Analysis
• Collect and report on EEO data
• Analyze and report on applicant flow
• Track/analyze data such as time -to -hire, recruitment costs, staff workload, etc.
• 80+ standard system reports
• Ad Hoc reporting tool
HR Automation
• Create and route requisitions
• Refer and certify applicants electronically
• Scan and route paper application materials
Additionally, during the term of the license, NEOGOV customers are provided:
Unlimited Customer Support
Customer Support shall be provided both on-line and by telephone Monday — Friday, 6:00 AM —
6:00 PM Pacific Time (excluding NEOGOV holidays).
Ongoing Customer Training and Conference Calls
Included with your paid license is the following:
• Extended Ongoing Learning Management (OLM) Program
• Free participation in the NEOGOV bi-weekly customer conference calls
• Free attendance to the NEOGOV quarterly Insight online training sessions
• Free attendance to NEOGOV monthly beginner and advanced training sessions
• Invitation to the NEOGOV annual user's conference in Las Vegas
Product Upgrades to Licensed Software
Agencies 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.
Price: $42,000.00
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Discounted Pricing — Optional: In addition to a one year term, customers may elect to establish an
extended contract based on an annual license rate at its discretion. NEOGOV also provides pre -payment
discounts for multi -year contracts according to the following schedule:
• Two year contract — 4% discount • Four year contract —10% discount
• Three year contract — 7% discount • Five year contract —15% discount
Professional Services — Optional: Insight is designed to meet the strict requirements and processes of
public sector recruiting through a flexible and configurable system. In order to provide agencies with
enhanced features and functionality specific to their individual agency, NEOGOV is proud to offer a
dedicated Professional Services team. When needed, NEOGOV will define and validate scope, business
requirements, timelines, and associated costs (if applicable).Standard professional services for this
project can include:
• Legacy Data Conversion (Active Records)
Price: $10,000.00
• Dedicated system integration into Oracle system
o Business Process Re -engineering
o Conduct project scope, review integration plan, discuss timeline, and set schedule for
required meetings
• 3rd Party system integration (Background checks, etc)
o Business Process Re -engineering
o Conduct project scope, review integration plan, discuss
required meetings
Price: S4,000.00 Setup
$1,800.00 Maintenance
Note: Per Integration
timeline, and set schedule for
Price: WAIVED Setup
$2,000.00 Maintenance
Note: Per Integration
Required Hardware
Not Applicable. Insight Enterprise is offered as a Software as a Service (SaaS), fully hosted by NEOGOV.
Insight is a web based solution accessed via an Internet connection and a standard web browser with no
additional hardware.
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TM
«Cost Table — Submitted with Original»
October 22, 2010 Page 67
Financial Responsibility Evaluation
As noted above, NEOGOV is a privately held and profitable corporation. NEOGOV currently maintains
active contracts with 600+ different public sector agencies - more than 20 times of any competitor in the
public sector market space. In addition, NEOGOV has continually demonstrated very strong financial
performance in both revenues and net profits. Accounting documentation and materials are prepared
according to established GAAP standards.
In both the 2008 and 2009 Gartner Software Magic Quadrant for e-Recruiting,
NEOGOV was recognized as a Challenger and Visionary. Gartner's criteria for selection includes:
company stability; customer base; product functionality; and customer satisfaction.
NEOGOV was also recognized by Inc. 500 Magazine as one of the Top 50 fastest growing software
companies in the United States. Moreover, the LA Business Journal also ranked NEOGOV as
the 13th fastest growing company in Los Angeles (#2 among the software companies).
NEOGOV has financial strength and stability to guarantee the successful completion of this project, on
time and on budget. For your consideration, financial information has been provided as requested. We
certify that the information we provide accurately reflects our current financial status.
Risk Evaluation
NEOGOV is a financially stable organization and there are no adverse contract actions (including
termination, suspension, penalties, or other) as a result of NEOGOV's failure to perform or deficiencies in
fulfilling contractual obligations. Additionally, there are no existing, pending or expected judgments,
lawsuits or legal action involving or against NEOGOV Lastly, NEOGOV is not under any Suspension or
Debarment with any state or federal government agency.
In terms of project risks, NEOGOV has been involved in more than 600 customer implementations to date
and is fully aware of the complexities and issues that can arise in a technology project and have
developed a proven methodology to help ensure that the system is delivered as required. More
importantly, we understand the importance of utilizing an experienced project team that can help mitigate
project issues should they arise. To achieve this high level of implementation success, and to ensure both
an effective and timely implementation for the City including the required functionality, NEOGOV
recommends the tested and proven project management approach outlined about, that also incorporates
agency requirements and/or customization needs.
Our historical performance of on time/within budget implementations is a great demonstration of our
ability to quickly understand, document, and incorporate extremely specific and rigorous public sector
process rules into Insight. Most importantly, we accomplish this with minimal risk. Since our inception, the
most likely risks include: Scope Creep, Timeline Slippage, and/or Communication Breakdown.
Contingency timeframes are incorporated into the project plan to allow for some project timeline
fluctuation. Each of the major deliverables in the timeline incorporate roughly a 10% contingency
estimate added to each activity. Based on the City's overall timeline requirements and NEOGOV's
extensive history working with public sector agencies delivering this type of solution, we are confident that
the timeline (including safe contingency planning estimates) will be successfully completed on time and
within budget. Should the project deliverables fall behind schedule by the City or NEOGOV, the Project
Managers must meet to discuss and identify the root cause of the delay, ASAP. If the delay affects other
project dependencies, both project managers must discuss the implication to the overall project timeline
and make any necessary modifications to the timeline. The City and NEOGOV will have an
understanding that either, or both, parties will assign additional staff, as required, to ensure that the
project deliverables and timeline are met according to the established timeline. Both parties should work
to minimize as much as possible any timeline slippage
The next biggest risk leading to successful rollouts involves the communication of the Executives of the
project. This communication is focused on both internal HR as well as communication to City
Departments. If the executives incorporate a plan of notifying users and departments of "why" and
"what's in it for me" for those departments, then the projects are much more embraced by the
organization and lead to overall more successful project rollouts. The risk that is created if executives
notify departments late in the process and instead of obtaining proper buy -in at the early stages of the
project is that a barrier could be created by those departments that they are "being told what to do" as
October 22, 2010 Page 68
NEOG`1r
opposed to "contributing to the process and having buy -in". Proper communication by the project
executives is very important and can change a good project rollout to a great project rollout.
A very important advantage to note here which significantly reduces risk is that NEOGOV is fully
responsible for the system software, hardware, support, and entire infrastructure. The City is completely
removed from having to deal with and install hardware and software. The reason NEOGOV has been so
successful in the past and is able to reduce risk more than any other provider is that we have had years
of experience and 400+ agencies worth of expertise which has allowed us to learn the best methods and
processes which lead to successful on -time, within budget, optimally designed implementations, high user
adoption, ongoing learning management, and proven results. All -in -all, the risk of this project is
coordination and rollout (since the technology piece is handled by NEOGOV). This risk is mitigated if you
choose a vendor with a proven track record to successfully implement and support difficult, sophisticated
agency -wide rollouts, training those users, delivering high user adoption, facilitating ongoing learning
management, and delivering a history of proven success and support.
Experience Evaluation
Currently, NEOGOV is used by more than 600 organizations by over 90,000 users in 42 different
states and processing over 10,000,000 applications annually (a partial list of existing customers is
available in Attachment A — NEOGOV Customer List), providing unique services and requirements
found in public sector recruiting. One of the greatest benefits of selecting a proven company like
NEOGOV is that agencies can leverage our past experience with similar organizations to ensure the
project is completed successfully.
Included for consideration in Section 1 of this proposal are the required references complete with contact
information and project description. NEOGOV has served as the primary vendor for each customer and
all customer implementations were completed on time and on budget. We are proud to maintain a
customer satisfaction rating of 9.5 out of 10 and we invite agencies to contact more NEOGOV
partners as evidence of our commitment to our customers. For your convenience, additional references
are always available upon request.
October 22, 2010 Page 69
NEOG V'
Section 4 - Indemnification
October 22, 2010 Page 70
NEOG
Indemnification
NEOGOV has reviewed the City's standard indemnification clause and we have no objections including
that in any resulting contract from this proposal.
Insurance Requirements
NEOGOV currently meets or exceeds all insurance requirements as listed in the original RFP. For your
consideration, a copy of our standard COI has been included below. Should NEOGOV be awarded the
contract for this project, we can provide a revised COI naming the City as additional insured as required.
October 22, 2010 Page 71
«NEOGOV Certificate of Insurance — Submitted with Original»
October 22, 2010 Page 72
NEOG
1f
Section 5 - Response Time for
Manufacturer Warranty Period
October 22, 2010 Page 73
NEOG Y '
As a hosted solution, NEOGOV's Service Level Agreement constitutes as NEOGOV's license agreement
and support agreement and includes warranty and availability terms. For your consideration, a copy of
this SLA has been included as an attachment to this proposal. In addition to the terms listed in our SLA,
NEOGOV is willing to review and incorporate approved City requirements into any final contract. By
default, standard system availability is typically listed at 24x7x365 with a minimum uptime of 99.9%,
excluding scheduled downtime. Customer support is available to assist NEOGOV customers 6:00 AM and
6:00 PM Pacific Time, Monday through Friday (excluding NEOGOV holidays), and Online and emergency
support available 24-7.
In terms of standard response times, all NEOGOV customers have access to a staffed help desk as well
as online support to log cases such as issues, enhancement requests, or functionality questions that are
tracked using CRM software and responded to by our customer support help desk. The NEOGOV
Customer Support Help Desk is fully staffed from Monday — Friday, 6:00 am — 6:00 pm Pacific Time for
phone support. Online support and emergency technical support is available 24x7 to help users address
issues at any time.
Based on the case priority, the following response times are established:
• Priority 1: System outage — Response and resolution is ASAP and work is started immediately.
• Priority 2: Able to conduct daily work, but encountered issue — Response time is 2 hours for
communication and resolution is investigated immediately. Resolution communications are
initiated and followed up with by support desk. Resolution timeline varies by the type of case,
timeline, and scope.
• Priority 3: Can conduct daily work, no error messages, would like feature to work more effectively,
"nice to have" feature — Response time is 8 hours for communication and resolution is investigated
within 2 working days. Resolution communications are initiated and followed up with by support
desk. Resolution timeline varies by the type of case, timeline, and scope.
• Enhancement Requests: Can conduct daily work, no error messages, wish to communicate a
suggestion to NEOGOV — Response time is 16 hours for communication and suggestion is added
to enhancement list. Enhancement communications are conducted via the support desk, bi-
weekly meetings, and quarterly rollout email communications. Enhancement timeline varies by the
type of enhancement, timeline, and scope.
• Functionality Question: User Question — Response time is 8 hours for communication and
question follow up. Resolution communications are initiated and followed up with by support desk
either via email or phone. Question answer timeline varies by the type of question and available
answer options.
Under a Software as a Service model, NEOGOV is also dedicated to the ongoing maintenance and
enhancements of its products and services. We have a quarterly enhancement release schedule for
rolling out new product features and capabilities on an ongoing basis to our customers. Each
enhancement release includes updates user guides and written communication to our customers about
the new features as well as live online trainings of the new features and updated user documentation.
NEOGOV installs standard upgrades according to the same schedule for which we release those
enhancements to our other production customers and all upgrades are seamless or transparent to end -
users. We currently maintain a quarterly enhancement release schedule for rolling out new products
features and capabilities on an ongoing basis to our customers and all system upgrades are included as
part of the Insight annual license.
Each enhancement release includes written communication to our customers about the new features as
well as live online trainings of the new features and updated user documentation. NEOGOV announces
upgrades and generates a notification outlining new system capabilities and a description on how to
utilize the functionality. Customers are always notified via email of the new items and the process in
which to use the functionality. We also conduct quarterly online training sessions (included as part of the
license agreement) to provide further instruction on how to utilize new features and improve our
customer's overall workflow.
October 22, 2010 Page 74
For standard enhancements, NEOGOV's typical method to announce upgrades is to generate an email
outlining new system capabilities and a description on how to utilize the functionality two months prior to a
release. Customers are again notified via email two weeks prior to the rollout. In terms of critical patches
and fixes, these are applied as soon as available and customers are given as much notice as possible.
By design, all upgrades are scheduled for off peak hours (usually Saturdays at 1 am) and maintenance
notices are displayed on any associated web page.
Hardware and internal software upgrades are also managed by NEOGOV for hosting infrastructure
equipment underlying software and hardware fixes and patches. NEOGOV maintains support contracts
with software, hardware, and network infrastructure vendors and we keep up to date with security
vulnerabilities and belong to many security related community lists. New critical security patches are
regularly applied for all appliances, applications, and operating systems. We apply all required Microsoft
patches typically on the third Thursday of the month. Any critical vulnerabilities and related security
patches are applied immediately without affecting customers, and with no downtime. We also maintain
security updates for all network infrastructure as well as application related appliances and up-to-date
virus protection.
October 22, 2010 Page 75
Section 6 - Vendor Company
October 22, 2010
Page 76
NEOGOV'
Profile and Experience
GovernmentJobs.com, Inc. (d/b/a NEOGOV) is pleased to submit our response for the City of
Jacksonville's request for an Applicant Tracking and On -Boarding System. NEOGOV is a privately held
California C-Corp dedicated to the development and delivery of hiring solutions for public sector agencies.
We began developing our solutions in 1998 and incorporated in early 2000. The company introduced its
first hosted solution, Insight Enterprise, into production in 1998 and has been delivering our fully
integrated recruitment, selection, testing, applicant tracking, certification, and hiring solution system
designed specifically for public sector employers ever since.
Our corporate office is located at
222 N Sepulveda Blvd, Ste 2000
El Segundo, CA 90245
310.426.6304
In addition to our corporate office, NEOGOV also maintains an office in Jacksonville, Florida as well as
satellite locations in Rhode Island, Minnesota, Oregon and California. NEOGOV's mission is "To improve
the services the public sector agencies deliver to society". We design products and solutions focused
exclusively for public sector recruitment, selection, testing, and applicant tracking which are proving to
improve HR productivity by reducing the time and effort required to conduct recruitments and recruit and
hire more qualified applicants. We are the leading provider of workforce management solutions, delivering
innovative solutions exclusively for government recruiting. We currently work with more than 600
agencies with a customer base that continues to grow annually. NEOGOV is also proud to work many
Florida partners including Escambia County, Collier County, Lee County, City of Gainesville and
more. In addition to our established Florida partners, it is also important to note that NEOGOV was also
recently selected for both the Cities of Boca Raton and Fort Lauderdale's competitive selection process
for Applicant Tracking solutions. In all, we currently work with more than 35 agencies in Florida alone
and NEOGOV is the only vendor that can offer access to such a large customer network of local partners.
Our growing success is one of the main reasons that NEOGOV was ranked as one of the top 50 fastest
growing private software companies in the US by Inc. Magazine. NEOGOV is also the only vendor
providing workforce management solutions exclusively for the public sector that was included on both the
2008 and 2009 Gartner eRecruitment Software Magic Quadrant. While other competitors claim that they
were listed in the report, the fact remains that NEOGOV is the only vendor focused on public sector
recruitment that truly qualified in the Magic Quadrant — with no direct competitor able to meet the
qualifications of the report. This independent 3rd party study helps to protect agencies from beta -testing
solutions and provides reasonable assurance as to NEOGOV's commitment to customer service, vendor
reliability, dependence, and overall company stability.
Our flagship platform, Insight Enterprise, is a dedicated workforce management solution tailored to meet
the needs of public sector recruitment, yet is fully configurable to address the unique requirements of
individual agencies. We have thoroughly read and understand the current objectives for this project and
are confident that with our experience working with more than 600 public sector agencies nationwide
providing the similar services, we will exceed all expectations and ensure a successful project and long-
term relationship together. The advantage of our established customer base is extremely important with
our proven model, since the companies with the largest network and revenues are best positioned to
reinvest into the common product infrastructure and offer best functionality, services, and pricing.
One of the main reasons for agencies choosing NEOGOV to replace their existing systems or processes
is a need for a flexible, scalable workforce management solution that can be easily implemented and
customized to meet their business needs in the recruitment to hire process. Our commitment to public
sector specific product functionality and flexibility, combined with a proven and successful implementation
approach, has enabled NEOGOV to emerge as the market and technology leader in on -demand
workforce management for government agencies. As further evidence to its implementation success and
product flexibility, NEOGOV has also successfully converted more than 100 public sector customers from
competing products, such as Peopleadmin, TRAC, JobAps, and others. Their old systems simply could
not keep up, or match the ease of use and the customization capabilities of NEOGOV. In fact, two of our
more recent public sector customer conversions came from the two largest JobAps customers, San
Bernardino County and Santa Barbara County, who represented nearly 20% of the JobAps' installed
client base. Both the County of Santa Barbara and the County of San Bernardino were able to implement
October 22, 2010 Page 77
full NEOGOV solutions in under 4 weeks. NEOGOV was also awarded the contracts for the University of
Southern Alabama and Minnesota State Colleges and Universities for dedicated applicant tracking and
recruiting management systems, beating out our direct competitor in the higher education market -
PeopleAdmin. Even more recently, NEOGOV welcomed former PeopleAdmin schools in Yavapai College
and both the University at Nebraska Kearney AND Omaha — all who felt their old system simply could not
keep up, or match the ease of use and the customization capabilities of NEOGOV.
With over 90,000 users in 600+ agencies in 42 states, NEOGOV's customer -driven success is based on
delivering more than a list of comprehensive product features. We focus on results, user adoption, best
practices, and ultimately helping HR Departments become more responsive, strategic, and customer
centric. Our large customer network is instrumental in translating and shaping ideas into flexible, simple -
to -use, most powerful product on the market. As a result of our rapid growth, we can afford to continually
keep raising the bar in product innovation, customer service, and value we deliver to our clients.
NEOGOV has proven time and time again that public sector agencies that partner with NEOGOV receive
the highest return on their investment by utilizing industry -leading technology solutions and just as
important are able to utilize NEOGOV's implementation, training, and support services to continually
advance the system adoption and usability rate. This ensures that our customers are able to effectively
and efficiently implement our solutions but are also able to continuously over time able to improve upon
their ability to learn and utilize our products and services. We are committed to helping you achieve short
and long-term results and will work with your agency to prepare and deliver the most effective
implementation, training, and ongoing learning management and support plan to ensure your agency's
success well beyond your initial go -live date.
Here are some facts about NEOGOV
• NEOGOV has the largest customer network, supporting the largest number of transactions with
proven scalable platform and ability to handle millions of users.(90,000 users / more than 600
agencies in 42 states / 10 million job applications per year)
• NEOGOV is the Leading provider for State agencies and departments including HI, HI DOE, HI
Judiciary, WV, SC, NE, OR, IL. MI, OH, NY, LA, TN, MN Colleges & Universities and MN Judicial
• NEOGOV has the most advanced capabilities and the most flexible customization, integration, and
workflow engine platform.
• NEOGOV has proven implementation methodology and track record with average implementation
running under 60 days. NEOGOV average Customer Satisfaction Rating is 9.5 out of 10.
• NEOGOV Insight Enterprise is on its 20th generation with Quarterly Enhancement Rollouts
averaging 50+ new functionality enhancements
• NEOGOV Customer Success Managers are assigned to each customer
• NEOGOV customers have access to our Ongoing Learning Management (OLM) program featuring:
• Integrated Customer Success Center
• Live Online Training Courses (6-8 per month)
• Annual User Conference in Las Vegas
• Regional User Groups
• User documentation
• Self -running Tutorials & Exercises
• Implementation and Rollout checklists
• Best practices and Benchmarking
• Online Discussion Forums and Searchable Knowledgebase
• NEOGOV Sponsored Conference Calls
October 22, 2010 Page 78
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NEOGOV Attachments
October 22, 2010 Page 79
NEOG{YM
Attachment A:
NEOGOV Customer List
October 22, 2010 Page 80
NEOG
Currently, NEOGOV is used in more than 600 organizations by over 90,000 users in 42 different states
and processing over 10,000,000 applications annually. A partial list of existing customers utilizing similar
services and requirements outlined in the original RFP has been included here for consideration.
►f
re
Alachua County, FL
Alameda County, CA
Albany, City of (GA)
Albany, City of (OR)
Allen, City of (TX)
Anchorage (City), AK
Anne Arundel County, MD
Anoka County, MN
Arapahoe County, CO
Arlington County, VA
Atlanta, City of (GA)
Aurora (City), CO
Bakersfield (City), CA
Baltimore County, MD
Bassett USD, CA
Beverly Hills (City), CA
Blue Springs (City), MO
Board of Public Defense (MN)
Cape Coral (City), FL
Champaign, City of (IL)
Charter Oak USD, CA
Chattanooga, City of (TN)
Clark County Department of Aviation, NV
Clovis (City), NM
Cobb, County of (GA)
Coconut Creek (City), FL
Collier County Board of County Commissioners (FL)
Collier County, FL
Community Transit, WA
Conejo USD (CA)
Contra Costa County, CA
Culpeper, County of (VA)
Cypress, City of (CA)
Dakota County, MN
Dallas (City), TX
Davenport (City), IA
Davis, City of (CA)
Delray Beach PD, FL
Denver, City/County, CO
Des Moines, City of (IA)
Dougherty, County of (GA)
Downey USD, CA
Eau Claire, County of (WI)
Emerald Coast Utilities Authority
Escambia County Sheriff's Office, FL
1,500
10,000
1,000
1,000
1,400
3,500
4,000
2,000
2,000
3,500
8,000
2,500
2,000
10,000
1,000
1,200
1,500
200
2,000
1,400
800
3,500
500
1,000
7,000
350
450
1,600
2,000
600
7,500
2,000
500
2,000
20,000
1,200
700
200
8,000
1,400
1,000
1,500
1,200
100
1,200
8,000
35,000
8,000
8,000
7,000
20,000
15,000
10,000
10,000
20,000
50,000
7,000
7,000
60,000
6,000
9,000
6,000
2,500
6,500
6,500
5,000
14,000
3,500
5,000
40,000
2,000
4,000
9,000
15,000
4,000
9,000
10,000
4,000
10,000
100,000
10,000
4,000
3,000
60,000
8,000
8,000
5,000
8,000
500
6,000
October 22, 2010 Page 81
NEOGt TM
Escambia County, FL
Eugene (City), OR
Fayetteville, City of (NC)
Forsyth, County of (GA)
Fountain Valley, City of (CA)
Fulton County, GA
Gainesville (City), FL
Goodyear (City), AZ
Grand Traverse County (MI)
Gresham, City of (OR)
Gwinnett County, GA
Hampton (City), VA
Harnett County, NC
Hawaii, State of (Dept. of Education)
Hawaii, State of (HI)
Hawaii, State of (Judiciary), HI
Hennepin County, MN
Honolulu City and County, HI
Houston Dept. of Aviation, TX
Houston, City of (TX)
Huntington Beach, City of (CA)
Huntsville, City of (AL)
ICMA Internship Program (Organization), MN
Illinois, State of (IL)
Irvine, City of (CA)
Jefferson Parish, LA
Johnston, County of (NC)
Kauai County, HI
King County Sheriff (WA)
King County, WA
Kings, County of (CA)
La Mesa, City of (CA)
LACERA (Los Angeles County Employees
Retirement Association), CA
Laredo (City), TX
Las Vegas PD, NV
Las Virgenes, Water District of (CA)
Lee County Clerk of Courts, FL
Lee County, FL
Long Beach (City), CA
Los Angeles County Office of Education (CA)
Los Angeles County Superior Court (CA)
Lynchburg, City of (VA)
Lynwood USD, CA
Marin County Superior Court, CA
Metropolitan Council MN
Minneapolis Municipal Airport Commission (MAC)
(MN)
Miramar (City), FL
MN, Metro Transit
Modesto, City of (CA)
2,000
2,000
3,000
2,500
550
8,000
2,000
1,000
1,200
600
4,500
2,000
2,800
12,000
12,000
5,000
7,500
8,000
2,000
22,000
700
1,500
100
50,000
500
1,400
1,200
3,000
250
4,000
6,000
600
120
1,900
2,500
120
2,300
350
4,500
2,000
500
900
1,000
120
500
250
1,000
300
700
8,000
8,000
15,000
14,000
2,000
30,000
14,000
5,000
5,000
3,000
65,000
10,000
14,000
40,000
25,000
30,000
44,000
20,000
10,000
200,000
4,000
8,000
1,000
150,000
4,000
8,000
4,000
20,000
1,000
20,000
20,000
3,000
2,000
15,000
10,000
1,000
25,000
5,000
10,000
12,000
4,000
4,000
5,000
1,000
3,000
2,000
8,000
2,000
3,000
October 22, 2010
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NEOG
Montebello USD, CA
Multnomah County, OR
Nacogdoches, City of (TX)
Napa (City), CA
Napa County, CA
Nashville/Davidson County Metro (TN)
New Orleans (City), LA
Newport Beach, City of CA
Norfolk, City of (VA)
Okaloosa County, FL
Orange County Fire Authority, County of (CA)
Orange County Superior Court, CA
Orange County, CA
Orange, City of (CA)
Oxnard School District (CA)
Palm Bay, City of (FL)
Palos Verdes, Library Disrict of (CA)
Pasadena (City), CA
Pasco County Clerk of the Circuit Court, FL
Pasco County, FL
Port of Long Beach (CA)
Poway, City of (CA)
Prince George's, County of (MD)
Pueblo, City of (CO)
Ramsey, County of (MN)
Rancho Cordova (City), CA
Regional Transportation, Commission of Southern
Nevada (NV)
Reno (City), NV
Rice, County of (MN)
Richmond, City of (VA)
Riverside County, CA
Rochester, City of (MN)
Rockford Police Department
Rockville, City of (MD)
Rowland Unified School District (CA)
Rowlett, City of (TX)
Sacramento (City), CA
Sacramento County, CA
Sacramento Metro Fire Department
San Bernardino, City of (CA)
San Bernardino, County of (CA)
San Francisco Municipal Railway, CA
San Mateo, County of (CA)
San Rafael (City), CA
SANDAG (San Diego Association of Governments)
Santa Barbara, City of (CA)
Santa Barbara, County of (CA)
Santa Clara County, CA
Santa Monica (City), CA
Santa Monica -Malibu USD, CA
1,000
8,000
1,000
800
1,500
6,000
6,900
1,200
2,000
1,500
250
1,200
17,000
1,800
800
1,200
100
2,000
1,000
1,000
450
1,200
5,000
1,200
8,000
20
300
2,000
1,200
1,500
14,000
850
250
600
1,400
900
2,000
15,000
300
2,000
14,000
1,000
7,500
1,400
200
1,400
8,000
16,000
1,650
2,000
8,000
15,000
3,000
5,000
6,000
50,000
10,000
8,000
10,000
8,000
2,000
9,000
80,000
6,000
2,000
5,000
800
7,000
5,000
6,000
4,000
7,000
25,000
5,000
20,000
250
2,000
8,000
5,000
4,000
40,000
5,000
1,000
1,500
8,000
2,500
10,000
20,000
2,000
9,000
60,000
8,000
10,000
9,000
1,000
4,000
15,000
60,000
7,000
5,000
October 22, 2010
Page 83
EOG
SM
Santa Rosa (City), FL
Savannah (City), GA
Schaumburg, Village of (IL)
Scott, County of (IA)
Seattle & King County, Public Health Reserve Corps
Shasta County, CA
Sherburne, County of MN
Sonoma, County of (CA)
South Carolina, State of (SC)
Southern Nevada Health District
Sparks, City of (NV)
Spotsylvania County, VA
St. Louis, County of (MO)
Stafford County, VA
Stearns, County of (MN)
Stockton (City), CA
Sunnyvale (City), CA
Surprise (City), AZ
Tarrant County, TX
Tennessee, State of (TN)
Texas Education Agency (TX)
Tulare County, CA
Tustin, City of (CA)
Union County Sheriff (NC)
Union County, NC
University City (City), MO
Vacaville, City of (CA)
Vallejo, City of (CA)
Ventura County Superior Court (CA)
Ventura County, CA
Visalia, City of (CA)
West Hollywood
West Virginia (State), WV
Westerville, City of (OH)
Whittier (City), CA
Yuma (City), AZ
1,000
3,800
850
800
100
2,000
1,400
4,000
45,000
150
1,600
2,000
2,500
1,000
850
1,700
2,000
4,000
4,500
60,000
1,500
4,500
700
300
2,500
1,000
600
1,400
500
7,000
500
1,000
30,000
900
2,000
2,000
4,000
20,000
5,000
3,000
800
10,000
5,000
10,000
100,000
2,000
8,000
8,000
10,000
5,000
2,000
5,000
8,000
30,000
15,000
150,000
10,000
20,000
3,000
1,000
10,000
5,000
2,000
10,000
4,000
25,000
6,000
8,000
60,000
6,000
10,000
10,000
October 22, 2010
Page 84
NEOG 5M
Attachment B:
Insight Screenshots
October 22, 2010 Page 85
N E O OV TM
The following screen shots are taken from Insight Enterprise and customer websites to depict a general
look and feel for the solution from an applicant, HR, and Hiring Manager perspective.
Customized Online Examination
Position Announcements and Descriptions
Customized online job application integrates
seamlessly with your agency's website.
Candidates complete job specific supplemental
questionnaires online.
Automatically post announcements to your
website without any IT involvement.
Automatically post descriptions to your website
without any IT involvement.
October 22, 2010
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N EOGOVTM
Recruitment Planning
Email and Hard -copy Notices
Track advertising costs for each recruitment.
Instantly create hard -copy job bulletins.
Generate and send email notices to applicants.
EEO Data Collection and Reports
Automatically generate hard -copy notices and
mailing labels based on an applicant's status.
View applicant flow by ethnic category and
gender to ensure fairness in the selection
process.
October 22, 2010
Page 87
1VE OGOV
Skill Tracking and Skill Matching
Scanning Applications & Other Documents
Item Bank and Item Analysis
View application source by ethnicity and
gender to verify your outreach efforts.
Track each candidate skills.
Search your candidate database and return
results for a specific skill set.
Scan paper examination materials.
Categorize and store test questions in your
item bank.
October 22, 2010
Page 88
Create and Route Job Requisitions
Electronic Eligible Lists
Quickly associate questions from the item bank
to a recruitment or test.
Line departments can create, route, and track
job requisitions (request to fill a vacancy) using
the Online Hiring Center.
Agency staff, such as department directors or
finance personnel, can approve or reject
requisitions from the Online Hiring Center.
Hiring managers have instant access to their
certified list from the Online Hiring Center.
HR users can view the referred applicants
status (hired, rejected, offer pending, etc.) in
real time.
October 22, 2010
Page 89
NEOG .VTM
Attachment C:
NEOGOV Insight Technical Overview
October 22, 2010 Page 90
NEOG
As the leading provider of workforce management solutions for the public sector, NEOGOV makes
system security and data integrity a top priority. NEOGOV's application and hardware infrastructure is one
of the reasons why agencies nationwide have chosen us to provide them with workforce management
software. Please find below a brief overview of our security practices followed by our responses to
technical FAQs.
As with all NEOGOV customers, each organization has complete control over establishing System
Administrators who will maintain all accounts and access rights throughout the system. All password
requirements (including character types, expiration, length, etc) are defined by your agency as needed.
Insight Enterprise also employs a roles based security model ensuring users only have access to areas
for which they have been given access rights. As an example, various users may be given access to the
same core applicant data, however depending on their security rights, certain users may or may not have
access to any confidential information. System administrators also have the ability to assign applicant
related fields as confidential fields. The confidential fields are only displayed to HR personnel that have
permissions to view confidential data. Everyone else, including departments for example will not see
these fields on the applicant record. The system also can completely or partially mask sensitive on -screen
displayed data such as Social Security Number (SSN). If desired, NEOGOV customers can help further
protect sensitive data by eliminating the use of SSNs all together, using Insight's Person IDs instead.
Once data has been entered into the system, NEOGOV's proven infrastructure helps provide additional
security of personal identifiable information. Our robust application security model for example prevents
one NEOGOV customer from accessing another's data. We have taken extensive measures to ensure
the data integrity of every customer. We have standards for all server and network hardening and we
audit and monitor our infrastructure on a regular basis to ensure that all non -essential services are
shutdown and a strict access control policy is in place. Regularly scheduled system and software audits
are conducted internally by NEOGOV personnel. 3rd party audits are also scheduled when applicable, on
an annual basis. It should also be noted that NEOGOV currently meets the Federal requirement of the
FISMA Security and Categories and Levels of Confidentiality, Integrity, and Availability. All three of these
levels are at a MODERATE rating and our overall rating is MODERATE as well.
Our security model is reapplied with every request and enforced for the entire duration of a user session.
NEOGOV has also implemented comprehensive database encryption to secure customer's confidential
data (i.e. SSN, identity and authentication data, etc.). NEOGOV has determined that consolidating and
encrypting sensitive data in separate databases would be the best and most secure strategy to comply
with regulatory requirements and customer security requirements for storing sensitive data. The
separation and consolidation of sensitive data in a separate database also helps reduce data duplication
and having the sensitive data in a separate database makes applying an encryption framework to that
data easier to administer and audit.
As part of our hosting services, NEOGOV has established a proven infrastructure to help ensure our
customers have access to the system when they need it. Our production equipment is collocated at a tier
1 data center which offers the highest level of security and redundancy available. The facility provides 24-
hour physical security, palm print and picture identification, redundant electrical generators, earthquake
protection, fire protection, and other backup equipment designed to keep servers continually up and
running. Additionally, the data center maintains dual Internet backbone connections to ensure
connectivity in the event of a failure. The network perimeter for our platform is protected by multiple
firewalls and monitored by intrusion detection systems — all sourced from industry -leading security
vendors. In addition, NEOGOV monitors and analyzes device logs to proactively identify security threats.
We also maintain standards for server and network hardening since it is the first line of defense against a
possible intrusion. We audit our infrastructure on a regular basis to ensure that all non -essential services
are shutdown and a strict access control policy is in place. All relevant security updates are applied to the
system to safeguard against all known vulnerabilities. In addition to automated security detection with
firewalls, intrusion detection systems, and anti -virus systems, we have also outlined manual security
procedures that enforce our security policy.
In case of primary data center outage we can switch operations to our geographically remote secondary
data center within minutes, allowing for DNS fail -over. In the event of disaster, the City's system would be
operational after the primary data center fails over to the secondary which will happen in minutes. In the
October 22, 2010 Page 91
NEOGOV"
event that both geographically separated data centers which house NEOGOV production equipment are
destroyed, we have outlined the procedures to reconstruct all data center infrastructure necessary to run
NEOGOV applications. Those procedures include detailed plans of rebuilding the infrastructure and
bringing the alternate site at a different location online. Live offsite backups stored on the East Coast
location would be restored and used to rebuild customer data. The plan is reviewed and updated
regularly and we perform full disaster recovery testing on a bi-annual basis.
Finally, in regards to the database itself, whenever possible database access is controlled at the
operating system and database connection level for additional security. Access to production databases
is limited to a number of points, and production databases do not share a master password database.
Currently, there are only 3 employees that have access to our data center. By design, NEOGOV
employees do not have direct access to the NEOGOV production equipment, except where necessary for
system management, maintenance, monitoring, and backups. Access to production databases is also
limited to a number of points, and production databases do not share a master password database.
Security Measures
Our security measures include the following:
• Expert team of experienced, professional engineers and security specialists dedicated to round-
the-clock protection of data and systems
• Continuous deployment of proven, up-to-date firewall protection, SSL encryption, and other
security technologies
• Ongoing evaluation of emerging security developments and threats
• Redundant architecture
• Total commitment to a secure, scalable, private co -located system (Unlike a hosted system
arrangement, NEOGOV manages all aspects of its operations.)
Security Details
Description
Physical Security
Our production equipment is collocated at a tier 1
data center which offers the highest level of
security and redundancy available. The facility
provides 24-hour physical security, palm print and
picture identification, redundant electrical
generators, earthquake protection, fire protection,
and other backup equipment designed to keep
servers continually up and running. The center
maintains dual Internet backbone connections to
ensure connectivity in the event of a failure.
Perimeter Defense
The network perimeter is protected by multiple
firewalls and monitored by intrusion detection
systems — all sourced from industry -leading
security vendors. In addition, NEOGOV monitors
and analyzes device logs to proactively identify
security threats.
Data Encryption
NEOGOV utilizes the strongest encryption products
to protect customer data and communications,
including 256-bit Verisign SSL Certification and
2048 Bit RSA public keys. The lock icon in the
browser indicates that data is fully shielded from
access while in transit.
User Authentication
Users access NEOGOV only with a valid username
and password combination, which is encrypted via
SSL while in transmission. Encrypted session
tracking is used to uniquely identify each user. For
added security, the session key is automatically
scrambled and re-established in the background at
regular intervals.
October 22, 2010
Page 92
NEOG
Security Details
Description
Application Security
Our robust application security model prevents one
NEOGOV customer from accessing another's data.
This security model is reapplied with every request
and enforced for the entire duration of a user
session.
Internal Systems Security
Inside of the perimeter firewalls, systems are
safeguarded by network address translation, port
redirection, IP masquerading, non-routable IP
addressing schemes, and more. Exact details of
these features are proprietary.
Operating System Security
NEOGOV enforces tight operating system -level
security by using a minimal number of access
points to all production servers. We protect all
operating system accounts with strong passwords,
and production servers do not share a master
password database. All operating systems are
maintained at each vendor's recommended patch
levels for security and are hardened by disabling
and/or removing any unnecessary users, protocols,
and processes.
Database Security
Whenever possible, database access is controlled
at the operating system and database connection
level for additional security. Access to production
databases is limited to a number of points, and
production databases do not share a master
password database.
Server Management Security
All data entered into the NEOGOV application by a
customer is owned by that customer. NEOGOV
employees do not have direct access to the
NEOGOV production equipment, except where
necessary for system management, maintenance,
monitoring, and backups. NEOGOV does not
utilize any managed service providers. The
NEOGOV team provides all system management,
maintenance, monitoring, and backups.
Reliability and Backup
All networking components, firewalls, load
balancers, Web servers, and application servers
are configured in a redundant configuration.
Customer data is stored on a primary database
server that is clustered with a backup database
server for redundancy. All customer data is stored
on disk storage that is mirrored across different
storage cabinets and controllers. All customer
data, up to the last committed transaction, is
automatically backed up on a nightly basis.
Additionally, data is continuously backed up online
in real-time using Iron Mountain's Electronic
Vaulting, and it is stored in the secure off -site
storage facilities. Disaster recovery plans are in
place and are reviewed on a continual basis.
October 22, 2010
Page 93
N EC7ia
Technology and Security FAQs
Question
Is all access to and from the servers encrypted?
Do you have procedures for identifying security
breaches?
Do you have standards for server & network
hardening? Are these resources periodically
audited to ensure integrity?
Response
Yes, all access to and from the servers is
encrypted using 256-bit SSL certificates.
Yes, we have procedures for identifying security
breaches. In addition to automated security
detection with firewalls, intrusion detection
systems, and anti -virus systems, we have also
outlined manual security procedures that enforce
our security policy.
Yes, we have standards for server and network
hardening since it is the first line of defense against
a possible intrusion. We audit our infrastructure on
a regular basis to ensure that all non -essential
services are shutdown and a strict access control
policy is in place. All relevant security updates are
applied to the system to safeguard against all
known vulnerabilities.
What kind of security vulnerability tests does you
company have in place?
How are firewall, o/s, database, anti -virus and other
security patches kept up to date?
NEOGOV performs vulnerability tests on all ports
for all external applications and devices. The tests
include testing against the OWASP 2007, the
Google Hack Database, and more. All relevant
security updates are applied to the system to
safeguard against all known vulnerabilities. We
also have procedures for identifying security
breaches. In addition to automated security
detection with firewalls, intrusion detection
systems, and anti -virus systems, we have also
outlined manual security procedures that enforce
our security policy.
Firewall and database security patches are applied
to the systems as soon as there are released by
the associated vendor(s). Anti -virus is scheduled
to download the latest virus definitions on the
hourly basis.
How often are backups performed and are they
being stored off site?
If a catastrophic event happen to the database
server and the entire server is lost, what is the
worst case scenario in terms of data
recoverability? How much data will be lost in such
event?
In addition to the full nightly backups, continuous
log shipping, mirrored disk arrays, and tape
backups, NEOGOV also utilizes Iron Mountain's
Electronic Vaulting which uses patented technology
to continuously back up data online in real-time and
vault that data offline in the East Coast off -site
facility equipped with top -of -the -line security.
NEOGOV currently fully redundant collocation
facilities to store customer data. Additionally, with
Iron Mountain's Electronic Vaulting, data backup is
up-to-date and can be recovered up to the time
data loss occurred within couple of minutes of the
last transaction. If the catastrophic event occurs
that completely destroys one of our hosting
facilities, the hardware infrastructure would have to
be rebuilt in a different location.
Do you have procedures for disaster recovery?
Yes, a disaster recovery plan and corresponding
procedures are in place. The plan is reviewed and
updated regularly. Therefore, it is strict company
policy not to share specific information regarding
security procedures.
Do you have service agreement with multiple ISPs?
NEOGOV Data Centers are fully switched using
October 22, 2010
Page 94
Cisco network gear and is engineered with
redundant network and building power. The
network has multiple fiber-optic connections to
high-speed Internet backbones. These connections
to multiple backbones offer full redundancy in case
of failure.
What was your uptime for the past year?
NEOGOV has built redundancy into all its systems
in order to minimize any system failures that could
be perceived as customer outages. NEOGOV has
continually achieved 99.9% uptime level. All
components of the NEOGOV system are
proactively monitored and managed so that faults
are detected before system outages. We realize
there may occasionally be system outages due to
issues beyond our control. NEOGOV has
established numerous escalation procedures to
notify the proper personnel in the event of any
system outage and remedy any issues as quickly
as possible. Since the application is managed by
NEOGOV for all customers, the people who best
understand the architecture, installation, and
design are immediately available to resolve any
issues.
How do you ensure performance does not degrade
as you add new customers?
NEOGOV has the capacity to scale to the largest of
enterprises. The architecture behind the NEOGOV
solution was designed to handle millions of users.
We use the most scalable hardware equipment,
and can scale as rapidly as our customers require.
We have procedures and tools that monitor server
performance, as well as load test simulations to
anticipate the infrastructure needs as we add new
customers.
How do you ensure performance during peak
times?
We are not limited in the amount of bandwidth our
servers can use, hence our high speed Internet
connectivity. During peak times, the bandwidth is
automatically bursted to the amount necessary to
handle the traffic load; therefore the performance
does not suffer.
How do you schedule downtime for major upgrades
to servers? What would our applicants see if they
tried to apply during this downtime?
How do you announce upgrades to your customers
before modifying functionality?
According to the Service Level Agreement we
include as part of the Insight contract, we are
obligated to notify all customers at least two weeks
prior to any scheduled outage. Notices are
generated and sent via email to the system
administrators and their backups. During the
system outage, a notification page is displayed
stating the system is undergoing maintenance and
also states the scheduled outage times.
NEOGOV's process to announce upgrades is to
generate an email outlining new system capabilities
and a description on how to utilize the functionality.
Customers are notified via email of the new items
and the process in which to use the functionality.
We conduct quarterly online training sessions
(included as part of the license agreement) to
provide further instruction on how to utilize new
features and improve our customer's overall
workflow.
October 22, 2010 Page 95
NEO O
Hardware and Infrastructure Overview
Insight Enterprise is a hosted, software as a service (SAAS), solution available through dedicated
NEOGOV hosting services requiring no additional customer hardware or infrastructure. NEOGOV
hardware architectures are designed to use servers and storage that is available from leading hardware
vendors. All networking components, firewalls, load balancers, Web servers, and application servers are
configured in a redundant, N+1 high availably configuration.
NEOGOV is responsible for managing, configuring, and maintaining the computer and networking
equipment and each piece of networking and server equipment is configured to be N+1 redundant with no
single point of failure. NEOGOV is utilizing multiple Internet connections load balanced through firewalls
and switches enabling NEOGOV to get up to 2000 Mbps burst to provide for maximum bandwidth
scalability. NEOGOV owns, operates and manages all its network and security equipment — including
firewalls, switches, load balancers, SAN/NAS devices etc. Customer databases are stored on a primary
database server cluster that is clustered for redundancy. All customer data is stored on disk storage that
is mirrored across different storage arrays and controllers. We use BIG-IP load balancers to balance
traffic for our web servers and SQL Server 2005 clustering and data mirroring features for maximum data
redundancy and scalability. In case of disaster, or primary data center outage we can switch operations
to our secondary data center within minutes, allowing for DNS fail -over.
This sample diagram pictured is a scaled down version of NEOGOV environment to illustrate a sample
network and web infrastructure environment.
Internal
Network:I
Multiple redundant Internet Connection
with 2000 Mbps bur
luniperS-S20M Securit} Gateways
Configured in Active -Active redundant p tr
mode with Deep inspection Technology and
'DP -Intrusion 0etecdlon Prevention
FS B1 -1P; 2000 HA+ (1-1 igh;
Availability)
Configured in Active Failoverrrlode
web Farm
NEOGOV Web Application Servers are virtual
servers hosted on the latest Dell PowerEdge
servers utilizing Vroware ESX.
"a cash Web Ser er Es configured with: 2 CPUs, 4 GB RAM,.
and Raid 1 disk
Juniper Netscreen 208 Flrewatls
Configured iri Active -Active redundant palr
mode with Deep Inspection Tectinolagy arid
IDP Intrusion Detection Prevention.
Database Farm
NEOGOV Database Serve are hosted on the
latest Dell.PowerEdge servers utilixin data
mirroring and data replication.
October 22, 2010
Page 96
NEOOTI
.
Attachment D:
Standard, Configurable Insight Reports
October 22, 2010 Page 97
p� t:c .,
c•rrptio)n, •: •*tiIIIr
Adverse Impact Analysis / Score
Distribution Curves
Display applicant adverse impact data by ethnicity
and gender per evaluation step (hurdle) and display
score distribution curves for applicant test scores for
applicable evaluation steps.
Evaluation Steps (Written Test, Oral Board,
Performance Exam), Ethnicity, Gender,
Step Score, Distribution Graph broken down
by ethnicity and gender which displays
Mean, Median, Max, Skewness, and
Standard Deviation.
Agency -Wide Questions Filter
Filter the questions and answers to agency -wide
questions. Select Date Range, Job(s), Application
Status, Agency -wide questions/answers
Name, Person ID, Home Phone, Alternate
Phone, Email, Job, Date Recvd., Time
Recvd
Applicant Flow
Displays the applicant flow information by the
selected exam plan. Select Exam Number, Exam Title,
Breakdown Type (Gender, Ethnicity, Source, Age Group),
Include Applications (All, Active Only, Archive Only)
Exam Step Type, Group (Gender, Ethnicity,
Source Age Group), Start, Passed, Failed,
Pass Rate
Applicants Assigned for SME
Review
Displays applicants that were sent for SME Review by
exam plan. Select Exam Plan(s), Applicant contact fields,
Agency -wide Questions, Job -Specific Questions
Name, Address, City, State, Zip, Home
Phone, Alternate Phone, Email, Date App
Received, Person ID (or SSN), SME
Reviewer(s), Agency -wide questions, Job -
specific questions
Applicants by Filled Requisition
Displays applicant's information/status by filled
requisition using specified dates. Select Date Range
Req.#. Req. Title, Date Filled, Exam#, Exam
Plan, Class Code, Job#, Job Title, Last/First
Name, Person ID (or SSN), App. Recvd.,
Gender, Ethnicity, Source, Work Type,
Status, Disposition, Start Date
Applicants by Job
Displays applicant's information by selected criteria.
Includes custom form fields from Applicant Master
Profile. Select Job Number, Job Posting, Start/End Date,
Application Status
Last/First Name, Person ID (or SSN),
Address, City, State, Zip Code, Home
Phone, Msg Phone, Email, Email Notify,
Gender, Ethnicity, Conviction, Date
Received, Status, Source, Job Type,
Custom Fields
Applicants by Step
Displays applicant step information by exam plan.
Select Exam Plan and Application Status
Exam#, Exam Plan, Working Title, Class
Title, Recruiter, Hiring Manager, Step#,
Step Type, Last/First Name, Person ID (or
SSN), Score, Disposition, Reject Reason,
Online/Paper, Gender Ethnicity, Source.
Application Source
Displays each application source based on gender or
ethnicity, includes totals and detailed percentages.
Select Application Source by, Date Range, Application
Status
Application Source, Gender or Ethnicity,
Heading Key, Total #, Percentages for each
Source by Category, Overall Total and
Percentages
October 22, 2010
Page 98
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�~�������
Application Statistics
Displays total applications received by day for a
specific date range and percentage. Select Job
Posting, Date Range, Application Status
Date Range, Date and Day of Week, #
Online Apps Received, % of Online Total, #
Paper Apps Received, % of Paper Total,
Total #ofAppnReceived, %ofTotal
Application Statistics byJob
Displays the number ofapplications received bwjob,
includes department. Select Date Range
Date Range, Department, Jnb#.Job
Description (Ude).#AppaReceived
Application Summary
Displays applications received online vs. paper with
percentage by job and totals. |no|udao EEO
breakdowns. Select Date Range, Job(n)
Date Range, Job#.Job Title, Ethnicity
breakdown, Gender breakdown, #C)n|ine
AppaSubmitted, # Paper /\ppaSubmitted,
Tota|, Percentage Online, Overall Totals
Archived Postings
Displays job postings that have been archived.
Jnb#.Job Title, Status, Last Updated,
Assigned To
Barred From Applying
Displays mlist mfapplicants that have been barred
from employment, with the reason.
Last/First Name, Rejection Code, Rejection
Reason
Class and Salary Listing
D|mp|oym current class and salary information in .POF
format.
Class Title, Class Code. Hour|y(min/max).
Monthly (min/max),Annually (min/max).
Benefit Code
Closed Postings
Displays postings that have closed. Select Date Range
Job#.Job Title, Advertise From, Advertise
To, Last Updated, Assigned To
Cost -Per -Hire Detail
Displays advertising information with associated
costs. Select Date Range
Date Range, Exam#.Job Title, AdType, Ad
Start Date, Ad Name, Amount
Comt-Per~HinaDetail byDepartment
Displays advertising information with associated
costs byDepartment. Select Date Range
Date Range, Department, Job Title, Ad
Type, AdStart Date, AdName, Amount
Cost -Per -Hire Summary
Displays comt-pmr~h|rebased onadvertising costs,
calculates average comt-peph|rm.Select Date Range
Date Range, Exam#.Job Title, Department,
Total Amount, Grand Total, Average Cost
Per Hire
Cmat'Pmr-H|naSummary by
Department
Displays comt-per-h|mobydepartment based on
advertising costs, calculates average cost per
department. Select Date Range
Date Range, Department, Exam No. Job
Title, Amount, Grand Total, Average Cost
Per Department
Current Postings
Displays mlist ofcurrent job postings with salary
information. Select Date Range
Job#.Job Title, AdvFrom, /\dvTo,
Assigned To, Min/Hour, [Wax/Hour.
Min/Biweekly, Max/BivvaoNy, Min/Month,
Max/Month.Min/Year, Max/Year
Days Between Cmrtand Hire
Displays the number ofrecruitments that were filled
infewer days than the target date, and the number of
days between target dates. Se|actJob(u)
Average Days Between Certand Hire, #
Announcements (neoruitmento).#Tapgsd
Days from Certtu Hine
October 22,201O
�
Department Users
Displays department users and their access in the
system. Select Users (All, Active, Inactive)
Last/First Name, Email, Phone, Status,
Hiring Mgr, HR Liaison, Originator, SIVIE,
Approver, Department Assigned, Division
OmpartnmmntvvithDivisions Listing
[�iap/oymeach depmrtmomntand the division
Division �ode.Division, Department,
Aotive/|nootivaStatuu
Departments
Displays olist ofdepartments with their associated
Department Code, Department Name
Divisions
O|mp|oye a list mfdivisions with their associated
Department. Division
Draft Postings
Displays postings that are currently |oodraft status.
Job#.Job Title, AdvFrom, /\dvTo, Last
Updated, Assigned To
Duplicate Master Profile Records
D|mp|mya a list of applicants that have duplicate
Master Profile records in the system based on SSN or
Last/First Name, SSN (or Person |O)
Address, City, State, Z�p, Home Phone.
Alternate phone. Email Address
Eligible List
Displays mlist mfcandidates placed onselected
eligible list, with agency -wide question answers.
Select Date Range, Eligible Liot(u). Fields to Display,
Agency -wide Questions
Date Range, Exam Plan, Exam#.Eligible
List Name, Anaiyet, Established Dete, List
Expiration, #Doya Eligible, #Aotive.
Candidate Name, Person |O(or S3N).
Score .Inc. Rank, Seq. Rank, Date
CandiduteExpires, Agency -wide Questions
(Can show all fie|da, uronly selected fields)
E)|8|b|m List by Exam Plan
Displays the eligible list details by each Exam Plan.
Select Date Range
Date Range, Exam P|on, Eligible List Name,
Expinoo, Raq.#, Candidate Name, Person
|D(or 88N).Inc. Rank, Seq. Rank, Total
Score. Sbatua, Date Eligible
Eligible List by Department
Displays the eligible list details by each dmporinnmot'
Select Date Range
Date Range, Departmant, Exam P|an,
Eligible List Name, Expirau, Req.#,
Candidate Name. Person |O (orSSN). Inc.
Ronk.Seq. Rank, Total Score, Status, Date
Eligible
Eligible List by Requisition
Displays the eligible list details by each requisition.
Select Date Range
Date Rangn, Requisition, Eligible List
Name, Expirem, Candidate Name, Person |O
(nrSSN). Inc. Rank. Seq. Rank, Total
Score, Statun, Date Eligible
Eligible List Summary
D|ap1oDm on m)|0|b|e list summary for each exam p|ou
selected. Select Exam P|an, Date Range, Sorting
Options
Date Range, Job Title, Eligible List Name,
Analyst, Promulgated Date, Established
Oate, List Expiration, #Days Eligible, #
Active
October 22.2010
E*G*V'111
A UM
Eligible List Summary by Eligible
uotm
Displays an eligible list summary for each exam plan
selected bydate range. Select Exam Plan, Date
Ronga, Sorting Options
Date Range, Exam#,Job Title, Eligible List
Name, Analyst, Promulgated, First
Established in Date Range, List Expiradion,
Days, # Active inDate Range
E|iQlb|a List Supplemental
Clummt|ona
Q7mp|oys e|lQ|b|e list with agency -wide and job
specific questions. Select One Eligible Liat, Date
Ronge, Report Fields, Agency -wide Questions, Job
Specific Questions
Dote Range, Exam P|an, Exam#, Eligible
List Name, Ana|yot, Established Oate, List
Expination.#Dayo BiQib|e.#Aciiva.
Candidate Name, Person (D(SSN).Score,
Inc. Rank, Seq. Rank, Date Candidate
Expires, Agency -wide Questions, Job
Specific Questions
Employment Opportunities
Displays olisting ofcurrent employment
opportunities, including promotional and transfer, |n
one document (PQForVVond). Select from multiple job
posting fields
Job Number, Job Title, Job Type, Salary,
Advertise From, Advertise To, Description,
Job #. Open Jobs Heading, Open Jobs
Intro, Promotional Jobs Huading, Promo
Jobs Intro, Transfer Jobs Haading, Transfer
Jobs Intro
Evaluation Step Results
Displays the evaluation step results by exam plan.
Select Exam number, exam title, include applications
(aotivo, unohima or both), select from additional fields.
Exam Number, Exam Title, Step Type,
Number nfcandidates passing/failing each
step, Candidate Name, SSN (or Person |D).
Address, City, Gtate, Zip, Home Phone,
Alternate Phone, Email, Ethnicity, Gender,
Raw Score, Raw Max Score, Raw 96.Type
(online/paper)
Exam Plan byRecruitment
Displays the job/exam plan information, requisition
information, recruiting plan information and
evaluation step information for the selected
recruitment. Select Job, Job Posting Custom Fie|du,
Exam Plan Custom Fie|da, Requisition Custom Fields
JOB/EXAM PLAN INFO: (Job#.Title,
Exom#. Exam Type, /\dv From, AdvTo.
Custom Fields). REQUISITION: (Req.#.
Req. Tit|e, Owpartment, Divioinn, Ana|yst,
Liainnn, Hiring Manogor, Custom Fields).
RECRUITING PLAN: (Ad Type, Ad Name,
Requested Dote, Start Date, End Date).
EVALUATION STEPS: (Step Type, Weight
%. Passing Score, Comments)
Exam Plan Count by Step Type
Displays each exam plan otthe step type selected
with total number oteach step. Select Date Range
Creatad, Evaluation Step Types, Summary Only
Date Range, Evaluation Step Typm(o)
Chooan.Exam#. Exam Plan Title, Exam
Plan Date Created
October 22.2O1O
Hires by Dote
Displays candidates hire information by date range
selected. Includes custom form fields from
Hire/Personnel Action. Select Date Range
Date Range, Date Filled, Department, Job#,
Req. Title, Last/First Name, Person ID (or
SSN), Gender, Ethnicity, Orientation Date,
Start Date, Offer Amount, Bonus Amount,
Custom Form Fields
Hires byDepartment
Displays candidates hired during ospecific date
range bydepartment. Select Date Range
Date Range, Department, Job Title,
Last/First Name, Person ID, Date Filled,
Orientation Date, Start Date, Offer Amount,
Bonus Amount
HRUeera
Displays HRUser name with status. Select Users to
Include (Aotive.All, Inactive)
Last/First Name, Department Access,
Admin.View Confidential, Status
(active/inactive)
Interest Card by Category
Displays the number ofapplicants interested in a
specific job category, includes percentage oftotal,
with alink tmview interested applicants contact
information. Select Date Range, Job Category
Date Range, Job Category, Total #of
Interests Cards (by Job Csdmgnry).
Percentage ofTotal byJob Category, Link
tnView Applicants Contact Information
Interest Card by Classification
Specification
Displays the number ofapplicants interested in a
specific classification, includes percentage mftotal,
with alink toview interested applicants contact
information. Select Date Range, Class Specification
Date Range, C|anndOoation, Classification
Code, Total #ofInterests byClassification,
Percentage ofTotal Selected, Link toView
Applicants Contact Information
Interviews Scheduled
Displays candidates that have oo |ntmrvYmvv
scheduled. Select Date Range
Date Range, Req.#, Ra0.Tit|e. Department,
Exam#.Job#.Last/First Name, Person |O
(orSSN). Location, Interview Date, Time,
Duration
Item Analysis
Displays test item analysis by question and overall
performance ontest
PnintBi-Serio| Cneffioient.KR-20. KF-21.
Kurtosis, difficulty, 4/5rule violations
Job Posting Hits
Displays the number ofapplicants who viewed mjob
posting. Select Date Range
Date Range, Exam#.Job Title, #Hits
Job Postings
Displays the selected information for the job postings
fields (o||, active, archived, droft, pending, expired).
Select Job Categoriee, Job Type, Posting Fields
Date Range, Class Code, Class Title, Job #.
Job Title, Advertise From/To, Departmant,
Looation, K8in/K4exGa|ary, Salary Paid, Job
Type, Point ofContact, Job Stotun,
Promotional, Transfer, Apply Online,
Assigned To, Category
Locations
Displays analphabetical list ofcurrent locations by
address.
Location Address
NMI
Offers Accepted/Rejected
Displays employment offers, Accepted/Rejected
status. Select Date Range
Date Range, Department, Job Title,
Last/First Name, Person ID (or SSN),
Amount Offered, Bonus Amount, Offer
Date, Answered Date, Status
(accepted/rejected)
Offers Extended
Displays alist ofemployment offers that were
extended byeach department
Department, Job Title,Last/First Name,
Person ID(or SSN).Amount, Bonus, Date
Offered
Open Requisitions
Displays alist ofrequisitions currently open.
Req.#.Title, Department, Assigned To
Poam Point Analysis Statistics and
Graph
Display matrix ofapplicant ethnicity and gender by
score along with avisual graph toidentify the step
pass point.
Ethnicity, Gendar, Stop 8uoro. and graph
Received Requisitions
Displays a ||et of requisitions received for ospecific
date range. Select Date Range
Date Range, Rnq.#, Req. Title, Department,
Assigned To, Status, Approved
Recruitments by Class
0|ep)aya o list ofrecruitments conducted for each
c|omsif|cat}on, with dote range. Select Date Ronga, Job
Type (Active only orAll)
Date Ronga, Class Code, Class Title, Jnb#,
Job Title, Statuu, Adv From. /\dvTo.
Department
Recruitment byUser
Displays mlist ofrecruitments conducted byeach
user, with date range. Select Date Range, Job Type
(Active only orAll)
Date Range, User, Job#.Job Title, Status,
AdvFrom, AdvTo, Department
Referred List by C|omm|ficet/oo
Displays the referred list for each classification, with
the status. Select Data Range
Date Ronga, Classification, Raq.#,
Last/First Name, Person |O (orSSN). Status
Referred List byDepartment
Displays the referred list for each department, with
the status. Select Date Range
Date Range, Department, Classification,
Req.#, Last/First Noma. Person |D (or
S3N). Status
Referred List by Requisition
Oiap|mye the referred list for each requisition, with the
status. Select Date Range
Date Range, Roq.#, Req. Title, Last/First
Name, Person |D (orS8N). Status
Requisition Life Cycle
Displays the date and number ofdays the requisition
spent oieach step in the process. Select
Roquioition(u).Req. Status, Date Range, Continuous
Pnotin0n, Application Status
Date Range, Req. Status, Application
8tatun, Raq.#.Tit|o. Status, Analyst,
Department, Date Created, Days AdvFrom
toAdvTo, Days for Last Eram, Eligible
Dahs, Days from Eligible to Referred Oate,
Days from Referred to |nterviavvad. Days
from Interviewed tnOffer, Days from Offer
to Start Dato, Total Number ofDays
Requisitions by Analyst
Displays the requisition assigned to each analyst,
with the status. Select Date Range
Date Ronga, Ana|yet, Req.#. Tit|a,
Oepartment, Data Craotad, Gtaduu, Referred
Date. #Referred
61
Displays the requisition assigned to each
department, with the status. Select Date Range
Date Range, Department, Req.#, Title,
Assigned To, Date Created, Status,
Referred Date, #Referred
Requisitions by Department
Requisitions Filled
Displays requisitions filled with the hire information
for aspecific date range. Select Date Range
Date Range, Roq��Position Title,
Recruiter, Hiring Manager, NewlRap|ace
Position, Date Filled, # Days toFill, Cost tu
FiU, Name Filled By, EEO Info., Start Date
Requisitions Filled byDepartment
Displays requisitions filled for each department
within aspecific date range. Select Date Range
Date Range, Department, Req.#.Position
Title, Recruiter, Hiring Manager,
Nav/Rep|aoePouitinn. Date Filled, #Days
to Fill, Cost to FiU, Name Filled By. EEO
|nfo,Start Date
Requisitions Filled byUser
Displays requisitions filled byeach user within a
specific date range. Select Date Range
Date Range, Recruiter, Req��Pnoitinn
Title, Hiring Manager, New/Replace
Position, Date Filled, # Days toFill, Cost to
FiU, Name Filled By. EEO info, Start Date
Supplemental Questions byJob
Displays the answers toagency-wide and job specific
questions per job posting. Select Job, Date Range,
Select Report Fields, Agency -wide Questions, Job
Specific Questions
Job Title, Date Range, Luut/Firut/NYidd|e
Name, Address, City, State, Zip, Home
Phone, Alternate Phone, Email, Person |O
(or 88N).Answers toAgency-wide
Questions, Answers toJob Specific
Questions
Supplemental Questions Statistics
Displays each supplemental question with the
number and type ofresponses for each question,
with percentage breakdown for each answer. Select
Job(a).Start Range, Application Status
Date RanQa, Job Title, Application Statue.
Supplemental Questions, Answer Types, #
nfAnswers Received for Each Response,
Percentage ofTotal for Each Response
TmmtAnm|yticm
Item, test, and performance statistics for test items
and overall tests.
Point Bi-Seria|Coefficient, KR-2O.KR-21.
Kurtosis, difficulty, uppor/midd|e/|ovvar
performance, 4/5rule violations, and Sub -
Test Evaluations and Statistics
Test Results
Displays alist ofcandidate test scores using selected
test. Select Test, Date Range
Test Name, Date Range, Last/First Name,
Person |D(or SSN).Test Date, Test Time,
Test Location, Gender, Ethnicity, Raw
Score, Score %
Tests Administered
Displays tests administered for specific date range.
Select Date Range
Date Range, Test Title, Location, Date,
Time, Scheduled, Results
Tests byLocation
Displays test location and name oftest.
Test Location, Test Title, Date, Time
Tests Scheduled
Displays alist ofscheduled tests.
Test Title, Date, Time
V TM
. . +, ,,.:•
.krt ,',..
00c ,. iakw tF
riptt
., �✓.�"E`w"'.
` Felds=xy
i k,,..... '...F.,.,?.,,,m&+.s*k+"xL�'�a``.4.f�FlCS'.'+.�na:.eo-ry nk
Vacancies by Department
Displays vacancies by each department. Select Date
Range
.,y��
Date Range, Department, Req.#, Title,
Recruiter, Date Received, Date Referred, #
Vacancies
Vacancies by Position
Displays vacancies with position numbers and
previous incumbent. Select Date Range
Date Range, Department, Req.#, Req. Title,
Req. Creation Date, Position #, Previous
Incumbent, Vacancy Date, Status, Assigned
To
Vacancies by Requisition
Displays the number of vacancies by requisition.
Select Date Range
Date Range, Req.#, Req. Title, Recruiter,
Date Received, Date Referred, # Vacancies
Vacancies by User
Displays the number of vacancies by each User.
Select Date Range
Date Range, Recruiter, Req.#, Req. Title,
Date Received, Date Referred, # Vacancies
Workload by Analyst
Displays the number of items performed by each
Analyst. Select Date Range, Application Status
Date Range, Analyst, # Lists Opened, #
Apps Entered, # Apps Rejected, # Exams
Scheduled, # Eligible Candidates, #
Candidates Referred
Workload Summary
Displays the overall numbers for work performed for
all, or individual Analysts. Select Date Range, Analyst,
Department, Application Status
Number of: Requisitions Received,
Applications Received (online/paper),
Applications Rejected, Total Exams
Administered, Exam Types, #
Passing/Failing/No Show for each Exam
Type, Eligible Candidates, List Referred,
Candidates Hired, Hires
October 22, 2010
Page 105
N E0 V'
Attachment E:
Standard Service Level Agreement
October 22, 2010 Page 106
NEOG+
Sample 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 AGENCY NAME, STATE, 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 outlined within this Agreement (the "Services").
Customer hereby acknowledges and agrees 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 described in
the System Overview in a centralized facility.
(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 and the
System Overview.
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 the System Overview 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.
October 22, 2010 Page 107
NEOGOV'
(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 CUSTOMER'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, financial, 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 California, 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.
October 22, 2010 Page 108
N EOG VT"
8. Liability Limitations.
(a) If promptly notified in writing of any action brought against Customer based on a claim that
NEOGOV's Services infringe 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), NEOGOV will defend such action at its expense and will pay any and all fees, costs or
damages that may be finally awarded in such action or any settlement resulting from such action
(provided that Customer shall permit NEOGOV to control 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 NEOGOV'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 IMPLIED (INCLUDING, WITHOUT LIMITATION, 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) NEOGOV 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. Each party
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 database will be specific to the
Customer's data and will not be representative of the proprietary NEOGOV database.
10. Payments.
October 22, 2010 Page 109
NEOG
(a) Initial Term. See Exhibit A (Order Form).
(b) Renewal Term(s). For each Renewal Term, 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 Majeure. 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. Piggyback Clause. It is understood and agreed by Customer and NEOGOV that any local
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 contract established between the local governmental entity and NEOGOV. It is also
hereby mutually understood and agreed that Customer is not a legally bound party to any contractual
agreement made between NEOGOV and any local 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 California, 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
By:
Name:
Title:
GovernmentJobs.com, Inc., a California corporation
By:
Name:
Title:
October 22, 2010 Page 110
NEOG
Attachment F:
Professional Resumes
October 22, 2010 Page 111
--..
NEOG
Scott Letourneau
Experience
President (2000 - Present)
NEOGOV, Inc., El Segundo, CA
• Member of Executive Leadership Team to establish and execute strategy involving public sector
hiring systems
• Project manager on one hundred and fifteen public sector recruitment system automation systems
• Establish and validate nationwide public sector HR workflow benchmarks
• Work with public sector agencies to map and redesign recruitment, selection, and applicant tracking
processes to align with industry standards
• Manage Customer Support Help Desk operations
• Manage implementation and training staff
• Establish internal customer support policies and procedures
• Establish professional services policies and procedures to streamline implementations
• Develop and execute sales and marketing strategies
• Responsible for developing strategic alliances
Communications/Electronics & High Tech Consultant (1998 —2000)
Accenture, LLP., El Segundo, CA
Project Manager - Global eProcess Web Content Management Implementation
• Managed a team consisting of twelve consultants and clients
• Created the `project investigation and planning' (PIP) and Statement of Work (SOW) for the $450K
project defining scope, assumptions, issues, risks, cost, and timeline.
• Defined and implemented internal global web content management processes
• Developed processes enabling users to draft, approve, and archive content in five (5) languages
across the world.
• Completed the first successful in-house eProcess/content repository/web publishing software
integration
• Project was demonstrated to customers extensively by the CIO and Marketing Director
• Implement and integrate PeopleSoft solutions into global web content management support
deployment
• Delivered global user training sessions to utilize the new content management processes
Project Lead - Customer Service and Support (CSS) Web Site Reorganization
• Managed a team consisting of five consultants and clients
• Created the PIP and SOW for the project defining scope, assumptions, issues, risks, cost, and
timeline.
• Implemented a customer -centric CSS web portal by defining content management processes,
restructuring web site navigation, and developing a more robust search engine
• Defined internal content management processes to increase web site security and relevancy of
search results
October 22, 2010 Page 112
Consultant — Professional Services (PS) Time Reporting System (TRS)
• Coordinated and facilitated meetings to gather international `as -is' business practices
• Created the PIP and SOW for the $120K project defining scope, assumptions, issues, risks, cost, and
timeline.
• Responsible for identifying system components and developing the technical architecture
• Facilitated vendor demos with VP of Sales and Director of Professional Services
Consultant — CSS CMS Implementation
• Managed development team to incorporate CMS enhancements
• Developed functional and technical designs including complete database mapping
• Completed extensive PeopleSoft CMS migration from Scopus to ORACLE database
• Developed automated conversion scripts using PL/SQL and UNIX scripting
Satellite Payload Design Engineer (1997 — 1999)
Hughes Space and Communications, El Segundo, CA
• Managed a team of two design engineers and two programmers
• Reduced satellite insert manufacture process cycle time 10:1
• Supervised technician team, planned weekly integration schedule, and tracked part procurement
• Utilized CADDS to design 702 satellite payload infrastructure
Computer Skills
Computer Systems:
Operating Systems:
Languages:
Software Applications:
IBM PC and Compatibles, Macintosh, SunOS
Windows 95/98/2000/NT, UNIX, Solaris
SQL, PL/SQL, HTML, Shell Scripting (UNIX)
ORACLE (v8) RDBMS, Microsoft Office 2000, Microsoft Project,
Microsoft Access, Crystal Reports
Education
BS, Mechanical Engineering emphasis on Design, Worcester Polytechnic Institute, Worcester, MA, 1997
Professional Associations
Member of International Personnel Management Association (IPMA)
IPMA Benchmarking Committee Member
Member of Western Region Intergovernmental Personnel Assessment Council (WRIPAC)
October 22, 2010 Page 113
NEOGLr
Michelle Cline
Experience
NEOGOV, Inc. (2004 — Present)
Senior Customer Success Manager
• Lead Manager for NEOGOV Insight Enterprise implementations.
• Consult with customer agencies to evaluate current processes, provide knowledge of Insight
Enterprise, and recommend best practices to implement and rollout Insight within each jurisdiction.
Assist customers in the identification and resolution of issues.
• Establish data migration and HRIS integration protocols: leads data migration mapping activities,
implementation and testing of data migrations; primary liaison between customer agencies and
NEOGOV technical staff in the development of HRIS integration protocols.
• Oversee and develop training curriculum for both classroom and web -based trainings.
• Oversee delivery of customer support from Customer Support Help Desk through online case
management and phone support; monitor case response times to ensure timeliness in resolving
support issues.
• Oversee Quarterly Product Enhancement Releases including planning, prioritization, customer
announcement, design, development, testing, documentation, training and delivery.
• Oversee the development and maintenance of user documentation.
• Manage Customer Success Program staff of 4 FTE, providing leadership, coaching and supervision.
• Establish data migration and 3rd party integration protocols: leads data migration mapping activities,
implementation and testing of data migrations; primary liaison between customer agencies and
NEOGOV technical staff in the development of integration protocols.
City of Eugene, Human Resources (2000 — 2004)
Human Resource Information Systems Manager Eugene, Oregon
• Manage the City of Eugene's Human Resource Information System Program:
• HR senior implementation manager for PeopleSoft HRMS 7.5 and migration to 8.3:
• Led implementation and testing of all functional aspects of HR and Benefits system components with
significant involvement in implementation and testing of Payroll processes.
• Developed specs for design of COLA; tested and managed the process for mass salary adjustments
for all employee groups.
• Developed specs for all HR reports; completed testing on all reports to ensure data accuracy.
• Primary security administrator responsible for set-up, testing and administration of all security
accounts in PeopleSoft HRMS.
• Led the transition from semi-monthly to bi-weekly payroll process, including analysis of employee and
budget impact, presenting for executive approval, union negotiations, employee communications, and
system testing.
• Analyzed the need for management information reports. Developed written specs, coordinated with
systems analysts to develop and test reports.
• Served as primary liaison to department managers, payroll and budget representatives to deliver
management information tools to meet the agency's needs.
• Project Manager for the implementation of Insight Enterprise, including securing funding, developing
RFP, facilitating RFP review and vendor selection, vendor contract negotiation, and leading recruiting
staff in the implementation of the system.
• Oversee and participate in the design, testing, and implementation of new systems, automated
processes and reporting tools.
• Research and evaluate complex human resource issues; develop effective solutions and options;
develop costing and implementation proposals.
• Provide analytical support for the collective bargaining process including compiling and analyzing
data, issue assessment, costing complex proposals, preparing and presenting exhibits at formal
arbitration, and drafting bargaining proposals.
• Oversee the review and approval of personnel actions for all City employees.
• Strategic planning for human resource functions and services; recommend goals and objectives and
oversee and/or participates in the development and implementation of human resource policies and
procedures.
October 22, 2010 Page 114
1 YE 0 -TM
City of Eugene, Human Resources (1995 — 2000)
Human Resources Analyst
Eugene, Oregon
• Analysis of job classifications and market salary data.
• Management of a number recruitment processes, including developing job postings and screening
tools and advising hiring supervisors throughout hiring process.
• Lead HR staff in the recruitment and selection of Eugene City Manager ('95 —'96)
• Cost analysis for collective bargaining.
• Liaison to IT in the design, development and testing of in-house developed Salary Management and
Position Management systems.
Metro, Human Resources (1991 —1995)
Compensation Analyst Portland, OR
• Managed the Human Resource Information System in coordination with Payroll and Information
Systems staff.
• Managed classification and compensation program for Metro (a regional government) and the
Metropolitan Exposition -Recreation Commission.
• Development of annual Affirmative Action plan statistics for Metro and the Metropolitan Exposition -
Recreation Commission.
• Oversight of personnel action processing for the agency.
• Supervised 1 FTE.
City of Eugene, Human Resources (1989 — 1991)
Employee Relations Specialist Eugene, OR
• Assisted in collective bargaining.
• Prepared market salary data and cost analysis for collective bargaining.
• Developed databases and statistical reports of sick leave, grievances and temp employee usage.
• Researched employment laws; drafted employment policies.
City of Eugene, Human Resources (1987 — 1989)
Human Resource Clerk Eugene, Oregon
• Processed employment applications; provided assistance to job applicants
• Maintained employee personnel files.
• Prepared collective bargaining agreements.
• Served as receptionist to staff of 25 in the Human Resource & Risk Services Department.
Computer Skills
Computer Systems: IBM PC and Compatibles
Operating Systems: Windows 95/98/2000/XP
Software Applications: PeopleSoft, Microsoft Office Suite, Microsoft Access, Microsoft Project,
Captivate, RoboHelp
Education
1987 —1991 B.A., Business Management; Accounting, University of Oregon Eugene, Oregon
Professional Memberships
Society for Human Resource Management (www.shrm.org) with certification as a Senior
Professional in Human Resources (SPHR)
October 22, 2010 Page 115
Robert Nishimuta
Experience:
Senior Programmer (2004 - Present)
NEOGOV, Inc., El Segundo, CA
• Analyze, design, build, test, rollout, and support of Insight Enterprise solution based on business
requirements.
• Work with customers to define and confirm enhancement request business requirements in order to
implement enhancements that are applicable and meet customer requirements and needs.
• Design, build, and integrate NEOGOV APIs and Web Services with external HRIS/Payroll and ERP
systems including PeopleSoft/Oracle, SAP, CGI-AMS, and Lawson)
• Design and modify Teleforms based forms for Intelligent Character Recognition (ICR) project.
• Agency pages modifications to match the look and feel of clients pages with the pages of the
business application.
• Provide Install and support to network infrastructure including Windows 2000 Server and SQL Server.
Senior Software Developer (2002-2005)
Various Clients
• Cardiology Catheter Lab Program. Gather Business Requirements, System Design, Database
Design, Programming, Program Management. This application was designed to assist the
cardiologist in automating his dictation of cases he had just performed. It could also be used as an
automatic report generator, gather statistics about success / failures of cases.
• System Consultant / System Integrator. Assisted various clients in setting up medium to large size
networks, workstations and networks depending on client needs.
Senior Software Developer (2000 — 2002)
Mayo Clinic Scottsdale, Scottsdale, AZ
• As part of clinical application deployment, developed and managed an n-tiered application that
provided a portal view into the results of the main 3 Clinical programs.
Project Scope
When a Physician request tests to be performed on a patient, the results must be accessible from the
computer to meet the year 2001 goal of electronic medical records. To help collate the test results
from the 3 clinical databases a custom application called Kaleidoscope (K-scope) was written in
Visual Basic. K-scope uses Microsoft Transaction Server, Microsoft Messaging Queue, Microsoft
DCOM, and distributed Network. The use of these technologies in K-scope gave Mayo a
connectionless messaging system and an integrated network messaging monitoring utility. Mayo had
a way to assure the test results on the clinical databases would be accessible by the Physicians and
there was a mechanism to troubleshoot problems. Microsoft Messaging Queue provides the
capability to provide message ordering, prioritization, confirmation, transactional control, logging and
other mechanisms related to moving messages through an enterprise. At any given time, 300+
concurrent Users would use K-scope. In addition, helped develop a State screening software
application (VB/SQL) for caregivers. Senior Network Architect for EBC network. Managing internal
networking staff. Supporting numerous clients with networking design and maintenance functions.
Senior Integration / System Administrator (Consulting)
Trident Data Systems / Interaccess Corp / Electronic Business Corp (1994 — 2002)
• Assisted various clients in setting up medium to large size networks, workstations and networks
depending on client needs.
Computer Skills
October 22, 2010 Page 116
NEOG f "
Operating Systems: Windows 2003 Server, Windows 2000 Server, Windows XP, Windows 2000,
Windows NT (4.0, 3.51), Windows Me, Windows 98, Windows 95, Windows For Workgroups 3.11,
Windows 3.1, MS-DOS, Redhat Linux 9.0
Languages: .Net Development (Visual Basic,Net, Visual C#.Net, ASP.NET) using Visual Studio 2003,
Microsoft SQL Server 2000, 7.0, 6.5, 6.0, 4.21a (using Stored Procedures, T-SQL and SQL-DMO).
Microsoft Transaction Server 2.0, eVB/eVC for PocketPC, SQL 2000 CE, VBScript, Javascript, Microsoft
Message Queuing (MSMQ 1.0, 2.0), COM and DCOM using Visual Basic 6.0 and Visual C++ (ATL).
Application programming Visual Basic 6.0. Access Program development (2.0, 95, 97, 2000, XP). Turbo
Pascal, COBOL, FORTRAN, Java.
System Integration: Windows 2000/2003 Server, Windows 2000 Small Business Server (SBS), MS
SQL Server, MS Systems Management Server, MS Exchange Server (4.0,4.5,5.5,2000),Netware (4.1,
3.11,2.12), Banyan Vines, TCP/IP, NetBEUI, IPX, Active Directory.
Education
BS, Aerospace Engineering, University of California at Los Angeles, 1989. Microsoft Certified System
Engineer 1995. Microsoft Certified System Developer 1995.
October 22, 2010 Page 117
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Joanne Hilty
Experience
NEOGOV, Inc. (2005 — Present)
Customer Success Analyst
• Lead and Assistant Manager for NEOGOV Insight Enterprise implementations.
• Consult with customer agencies to evaluate current processes, provide knowledge of Insight
Enterprise, and recommend best practices to implement and rollout Insight within each jurisdiction.
Assist customers in the identification and resolution of issues.
• Establish and execute customer training approaches which enable self -learning and user `re -tooling'
via the Internet
• Develop online user tutorials, guides, exercises, and other tools necessary to enable self -training
• Design and implement new and progressive training exercise guides and training documentation
• Conduct new user training (both on site and on line)
• Provide online and phone customer support
• Coordinate and execute NEOGOV partnership activities
• Coordinate marketing activities and promote NEOGOV solutions and services to public sector
agencies via conferences and workshops
• Develop curriculum for NEOGOV regional training and seminar activities
• Deliver NEOGOV regional training and seminar activities
• Conduct public sector workflow benchmarking activities to identify process efficiencies and
bottlenecks as well as develop strategies to work with NEOGOV and internally to address and solve
recruitment workflow challenges
Lee County Government — Fort Myers, FL (2002-2005)
HR Staffing (7/03) & Compensation (10/04) Coordinator
Responsible for the overall Staffing Services and Compensation functional units. Participate as a
member of the Management Team including responsibilities as departmental trainer. Provide supervision
for four direct reports. Maintain a Staffing budget of $98,000 and Internship budget of $300,000.
Instrumental in researching a new applicant tracking system and developing information to support our
ROI. Develop and maintain statistical reporting. Responsible for the design, implementation and
administration of the County's comprehensive compensation programs (i.e. salary structure, variable pay,
incentive pay, etc.). This includes job evaluations, market pricing, survey completion, and variable pay
programs design and implementation. Oversee the research and analyses of the County's compensation
programs. Ensure compliance of compensation programs with legislated requirements, such as wage and
hour law, equal pay legislation, etc. Serve the community on advisory boards.
HR Staffing Analyst (10/02- 7/03)
Created new guidelines and coordinated the County's Student Internship Program (125
Students). Processed staffing requisitions and maintained the County's job list via the website
and Access. Researched and selected a new provider to conduct our employment background
checks. Provided hiring training to our various departments. Assisted departments on
interview panels.
HR Staffing Specialist (7/02-10/02)
Performed application processing and restructured the Veteran's Preference program.
Made process improvements to increase efficiency. Assisted departments on interview panels.
Created Standard Operating Procedures for Staffing.
HR Specialist - (3/02-7/02)
Assisted Staffing, Benefits and Compensation. Processed intent -to -hires by conducting
background checks (criminal, education, driving, employment). Assisted with benefits
administration (medical, dental, vision, STD, LTD, death claims) and conducted benefits
new hire orientation. Created summary job descriptions from position questionnaires
for various County positions.
October 22, 2010 Page 118
NEOG
Communications & Commerce — Indiana, PA (2000-2001)
Recruiting Coordinator
Accountable for overall recruitment process and guidelines. Provided supervision for five reports.
Implemented HR policies and procedures. Maintained accurate recruiting data including
interview/hire/turnover ratios. Created and maintained Access Database for applicant tracking.
• Received approval and secured state funding for the development of internal training programs;
saving the company over $50,000 per year.
• Instrumental in the development of incentive programs for actively recruiting of non-exempt
employees; increased employee retention and satisfaction by improving employee morale.
• Implemented programs for enhancing quality, productivity and quality of work life by proposing
new schedules to include compressed workweek and part-time schedules.
• Provide orientation to 50+ new hires per week. Discussed company policies and procedures,
completed all HR paperwork.
Golden Sands Condominium — Ocean City, MD (Summers - 1997-2000)
Human Resources Assistant
Conducted job analysis for department managers to revise job descriptions. Held meetings informing
employees of new/changes to benefit programs. Researched information for updating the Employee
Policy Manual. Attended career fairs at colleges to recruit seasonal employees. Processed
computerized payroll/weekly.
• Introduced new HR forms that enhanced efficiency.
• Conducted training to improve employees in cross -functional roles, reduced hiring cost.
• Supervised front desk, acting as first point of contact for customers.
Computer Skills
Computer Systems:
Operating Systems:
Software Applications:
IBM PC and Compatibles
Windows 95/98/2000/XP
HRIS databases, Microsoft Office Suite, Microsoft Access, Microsoft
PowerPoint, Captivate, Breeze, Crystal Reports
Education
Indiana University of Pennsylvania, Indiana, PA
Bachelor of Science, Business Administration / Human Resource Management
Professional Memberships
PHR - Professional Human Resources Certification
SHRM - Society for Human Resources Member
FPPA - Florida Public Personnel Association Member
Florida Notary Public.
October 22, 2010 Page 119
NEOG1/ TM
Amy Quinones
Experience
NEOGOV, Inc. (June, 2006 — Present)
Director of Training & Development
• Ensure alignment of core training initiatives throughout the sales team by conducting training needs
analyses and restructuring /redeveloping training program.
• Deliver corporate and field training to public sector agencies.
• Provide on -going coaching and mentoring on sales and customer service strategies.
• Develop process maps, workflow documentation, and training manuals for key areas of production.
o Conduct job studies and skill analyses to determine critical knowledge, skills, and abilities of each
position, as well as determine performance skills gaps.
o Analyze and document work flow based on employee work processes, and product development
processes. Recommend changes as needed.
o Develop training materials (Forms, Powerpoint Presentations, Online Tutorials, Video, Pictures,
etc) for all studied processes and positions.
• Facilitate/deliver training for production processes including position roles and responsibilities.
Los Angeles Unified School District (2000 — 2006)
Human Resources Specialist III, Human Resources - Personnel Services and Research Branch
(September, 2005 — June, 2006)
• Developed and delivered training to exam raters on interviewing and oral presentation evaluation
techniques, and on fair and legal evaluation procedures.
• Developed a full range of assessment tools such as, multiple-choice knowledge tests, situational
judgment exercises, as well as assessment criteria.
• Created processes for an online application/career management system.
o Developed system functionality and structure (blue print) in order to achieve fully automated
capabilities that would allow users the ability to create/manage/track all aspects of their career,
including: examination application requirements, experience portfolios, performance goals, and
professional development.
o Revised and updated as needed; reported process status to department directors.
• Conducted full examination process for selecting District Administrators by developing recruitment
advertisements, qualifying candidates; developing and conducting exam process (written knowledge
tests, interviews, oral presentations); analyzing candidate results for each exam part and producing
eligibility lists; and providing performance feedback to candidates.
Human Resources Specialist II & III - Organizational Excellence Classified Training Branch
(June 2000- August 2005)
• Designed, developed, and delivered classroom -based, self -study, and computer -based training
programs contributing to the staff development of over 19,000 employees, in areas such as Career
Development, Performance Management, Technical Improvement Strategies, and Computer
Software Skills.
• Measured training programs' effectiveness by analysis of surveys and assessments, and
recommended and implemented revisions as needed.
• Conferred with various administrative branches to design and implement strategic programs to
improve organizational processes.
o Conducted needs analyses, including facilitation of focus groups and development,
administration, and analysis of organizational surveys.
o Designed and recommended strategic solutions to management team for program improvements.
October 22, 2010 Page 120
NEQG
V TM
o Executed proposed strategies to impact organizational effectiveness in areas such as customer
service, employee satisfaction, productivity, and improving group dynamics (teamwork, conflict
resolution, and cohesion).
• Developed a web -based interface to initiate an E-Learning training program in order to electronically
deliver training throughout the District.
• As part of a team, developed and managed a web -based District -wide learning management
system:
o Designed technical scheme for web implementation.
o Collaborated with IT personnel on system structure and process to develop system in order to
make necessary changes to the design.
• Created and maintained department website.
o Developed technical and creative scheme for website to increase communication with customers
throughout the District while still achieving an efficient user-friendly interface.
• Provided project management support for large-scale training programs, which involved interfacing
with external consultants, providing content expertise, and conducting logistical coordination.
Independent Consultant - Waksul & Associates, Long Beach, CA (2003 - 2004)
• Consulted client on assessment techniques and intervention processes to implement change.
• Researched current organizational issues and assessment tools.
• Developed a wide variety of assessment surveys, depending on current client need.
• Recommended revisions based on client feedback.
Computer Skills
Competent in the use of Microsoft Office: Word, Excel, PowerPoint, and Access; Macromedia
Dreamweaver, Microsoft Front Page, Camtasia Studio, Desktop Author, and Moodie — online course
management system; S.P.S.S. (statistical software); Internet applications, SIGMA IV; OTIS (Occupational
Training Information System); and HRRT (Human Resource Reporting Tool).
Education
California State University, San Bernardino
Master of Science -Industrial Organizational Psychology
Thesis: The Effects of Goal Congruence on Withdrawal Behavior as Mediated by Organizational
Commitment
California State University, Stanislaus
Bachelor of Arts - Psychology
Certifications and Traininqs
ASTD: Interactive E-learning, Selling Techniques for the Internal Consultant, and Donald
Kirkpatrick: The Four Levels of Training Evaluation.
Jeanne Hartley Consulting: Train the Trainer Certification.
Society for Industrial Psychology: Measuring the ROI in Consulting Projects: Developing a Balanced
Profile of Consulting Success - Jack Phillips Center for Research, a Division of Franklin Covey; Fit to
Compete: Developing Strategic Alignment in Organizations - Michael Beer, The Center for Organizational
Fitness.
Language
Verbal and written proficiency in Spanish.
October 22, 2010 Page 121