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Home My WebLink AboutCONSENT re HR services Consent Agenda Commissioners Office JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners FROM: Josh D. Peters,County Administrator Sarah Melancon, Human Resources Director DATE: July 7, 2025 SUBJECT: AGREEMENT re: Governmentjobs.com, Inc,(dba NEOGOV)to Provide Recruiting, Job Description and Application Platform for Jefferson County Employment STATEMENT OF ISSUE: Jefferson County's current online recruitment platform is negatively affecting the County's ability to effectively recruit,engage,and retain qualified employees. While the existing system is low-cost, it presents numerous challenges, including frequent technical difficulties, slow document upload times,document mismatches, limited document attachment functionality,and an inability to communicate with applicants or provide feedback throughout the recruitment process. These issues result in frequent inquiries from frustrated applicants and limit the County's ability to effectively track and manage applications. This creates a negative candidate experience and does not reflect Jefferson County's commitment to professionalism and operational excellence. ANALYSIS: NEOGOV is a widely adopted,national talent management platform designed specifically for public sector agencies. It offers robust tools for job advertising,recruiting,and applicant tracking through its integration with GovernmentJobs.com. NEOGOV is known for providing a user-friendly candidate experience,reliable technology,and responsive client support. By subscribing to NEOGOV,Jefferson County would benefit from: • National exposure for job postings • A streamlined and professional application process • Enhanced communication with applicants throughout the hiring process • Greater efficiency in managing application materials • Improved representation of the County to prospective employees Implementing a more professional and accessible employment interface supports Jefferson County's Strategic Plan Priority of Organizational Health by strengthening the County's ability to attract, hire, and retain high-quality, experienced professionals. FISCAL IMPACT: Cost of the subscription service is as follows: Year 1: $6,512.40 Includes implementation and training costs; Year 2 $7,043.40,Year 3 $10,062.00 with the same subscription cost in Year 4. A new contract will be sought thereafter,with an appropriate subscription cost. Setup of NEOGOV would require minimal assistance from Jefferson County's IT. RECOMMENDATION: Approve the Agreement with Governmentjobs.com,Inc.to provide a recruiting,job description and application platform to improve the ability to recruit and attract experienced and professional employees. REVIEWED BY: (",790/9-03-r Josh . Peters,County Administrator Date Page 1 of 1 CONTRACT REVIEW FORM Clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: GovemmentJobs.com, Inc(dba"NEOGOV") Contract No: NEOGOV 25-02 Contract For: Recruiting,Job Description,Application Platform Term: Five Years COUNTY DEPARTMENT: Human Resources Contact Person: Sarah Melancon Contact Phone: 360-385-9133 Contact email: semelancon@co Jefferson we us AMOUNT: $23,617 80 PROCESS: Exempt from Bid Process Revenue: n/a _ Cooperative Purchase Expenditure: $23,617.80 Competitive Sealed Bid Matching Funds Required: n/a Small Works Roster Sources(s) of Matching Funds nia — Vendor List Bid Fund # non departmental RFP or RFQ Munis Org/Obj _Other: APPROVAL STEPS: STEP 1: DEPARTMENT CERTIFIES COMPLIANCE WITH JCC 3.55.080 AND CHAPTER 42.23 RCW. CERTIFIED: 1:-_] N/A:El 5VtA . >L1AJa..( �-(ZU/NT�-r- i ure < ate STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL AGENCY. CERTIFIED: • N/A: ❑ SMA— CQ(Z!J/?vr� Si ure Date STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche): Electronically approved by Risk Management on 6/30/2025. STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche): Electronically approved as to form by PAO on 6/30/2025. Thank you for making the revisions to the term not to exceed 5 years on autorenewal. No PAO signature block but added this time. STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY(IF REQUIRED). STEP 6:CONTRACTOR SIGNS STEP 7: SUBMIT TO BOCC FOR APPROVAL 1 N EOGOVTM NEOGOV: Customer Name&Address: Governmentjobs.com,Inc.(dba"NEOGOV") Jefferson,County of(WA) 2120 Park PI. 1820 Jefferson St. El Segundo,CA 90245 Port Townsend,WA 98368 billing@neogov.com Expiration Date: 2/28/2025 Contact Name: Sarah Melancon Term:36 months Net 30 payment terms Contact Email: smelancon(d,,co.jefferson.wa.us Fee Summary Service Description Term Term Fees FTE:250-299 Insight(IN) Year 1 $4,012.40 Government Jobs(GJ) Insight(IN) Year 2 $7,043.40 Government Jobs(GJ) Insight(IN) Year 3 $10,062.00 Government Jobs(GJ) Professional Services- Year 1 $2,500.00 Implementation and Training A. Terms and Conditions 1.Agreement. This Ordering Document and the Services purchased herein are expressly conditioned upon the acceptance by Customer of the terms of the NEOGOV Services Agreement either affixed hereto or the version most recently published prior to execution of this Ordering Form available at https://www.neogov.com/service-specifications. Unless otherwise stated, all capitalized terms used but not defined in this Order Form shall have the meanings given to them in the NEOGOV Services Agreement. 2.Effectiveness&Modification.Neither Customer nor NEOGOV will be bound by this Ordering Document until it has been signed by its authorized representative(the"Effective Date").Unless otherwise stated,all SaaS Subscriptions shall commence on the Effective Date.This Order Form may not be modified or amended except through a written instrument signed by the parties. 3.Summary of Fees.Listed above is a summary of Fees under this Order.Once placed,your order shall be non-cancelable and the sums paid nonrefundable,except as provided in the Agreement. 4.Order of Precedence.This Ordering Document shall take precedence in the event of direct conflict with the Services Agreement, applicable Schedules,and Service Specifications. B. Special Conditions(if any). 1.The second sentence of Section 2.b.of the NEOGOV Services Agreement is replaced in its entirety with the following: "Thereafter,SaaS Subscriptions shall be automatically renewed for up to four(4)successive twelve(12)month terms(each a "Renewal Term"and together with the Initial Term,the"Term")unless a party delivers to the other party,at least thirty(30)days prior to the expiration of the Initial Term or the applicable Renewal Term written notice of such party's intention to not renew the SaaS Subscriptions,or unless terminated earlier in accordance with this Agreement." ) NEOGOVTM I.Initial Term:36 months IN WITNESS WHEREOF,the parties have caused this Order to be executed by their respective duly authorized officers as of the date set forth below,and consent to the Agreement Customer I Governmentjobs.com,Inc.(DBA"NEOGOV") Entity Name Jefferson,County of(WA) Signature. Signature Print Name Print Name Date Date Approved as to f rn �OGOa yEG4 2 �� for Dated:06/30/2025 2:27 pm. z��5 dip C. uns cer,Chief Civil Deputy Prosecuting Attorney Jun 18 2 ID Task# Task Name Resource Duration Name Month-1 Month 1 Month 2 Month 3 1 1 Insight Enterprise Implementation Plan 47 Days 2 1.2 Insight Enterprise kick-off meeting Both 1 Hour . Both 3 1.2 Environment Preparation 30 Days 4 1.2.1 Establish Agency-specific Training Environment NEOGOV 5 Days . NEOGOV 5 1.2.2 Define Integration and Configuration Scope Both 5 Days .Both 6 1.2.3 Establish Agency specific Production NEOGOV 5 Days .NEOGOV Environment 7 1 2 4 Agency enters class specs in Production Agency 20 Days Agency Environment 8 1.3 Train 7 Days Insight System Administrator Training with 9 1.3.1 NEOGOV(online tutorial)&set up tables for Both 5 Days training 10 1.3.1.1 Attend Administration training Agency 0 Days A Agency Set up table:departments,divisions,benefit J.3.12 groups,bargaining units,physical classes, 3.1.2 Agency 5 Days .Agency occupational groups,locations,job types, dispositions, interview results,and ad names 12 1.3.2 Attend Online Insight User Training with Both 2 Days ,Both NEOGOV 13 1.4 Implement 16 Days 14 1.4.1 Implement and Test Configuration Both 5 Days ■Both 1 15 1.4.2 Internal Weekly Group Session 1 Agency 1 Day ,Agency 16 1.4.3 Training Review and Post Training Conference Both 0 Days Both _ Call 17 1.4.4 Internal Weekly Group Session 2 Agency 1 Day , Agency 18 1.4.5 Implementation Conference Call Both 0 Days A,Both 19 1.4.6 Internal Weekly Group Session 3 Agency 1 Day ,Agency 20 1.4.7 Internal Weekly Group Session 4 Agency 1 Day , Agenc 21 1.5 Production Preparation and Setup 19 Days 22 1.5.1 Production Preparation Conference Call Both 0 Days A Both Finalize agency job opportunity and class spec 23 1.5.2 Agency 5 Days .Agency web pages Review and approve job opportunity&class 24 1.5.3 specification websites(NEOGOV to make any Both 0 Days A Both necessary changes) Fully populate production tables(agency wide 25 1.5.4 questions,custom form fields,requisition, PAS, Agency 5 Days II Agency users,agency preferences,and notice templates) 26 1.5.5 Review and approve integration and NEOGOV 5 Days .NEOGOV configuration 27 1.5.6 Go-live Preparation Conference Call Both 0 Days A Both 28 1.5.7 Create Job Postings in Production Agency 4 Days .Age cy Launch Online Application(Agency IT 29 1.5.8 changes existing IP addresses to NEOGOV Agency IT 0 Days A Agency IT provided addresses)