HomeMy WebLinkAboutEmployee Evaluation softwareCITY OF
.AUBURN
WASHINGTON
To: Nancy Backus, Mayor
Interoffice Memorandum
From: Ron Tiedeman, Innovation & Technology Director
Date: July 30, 2014
Re: Electronic Employee Evaluation System — NEOGOV
Several months ago i brought the product "Neogov' up as a possible solution for electronic employee
evaluations per your initiative to enhance employee feedback and interaction with managers through the
evaluation process.
Neogov is currently used by the HR department to process, receive, track and manage employment
information electronically including the application process. We looked at numerous types of employee
evaluation applications, and Neogov was identified as a cost effective solution with the most flexibility. At
your direction, we had demo's for Human Resources as well as the employee evaluation committee's, and
they were all impressed in the opportunity to move forward due to the flexibility and capability to customize
the evaluation process. IT also called numerous references, which all spoke very highly of the product and
gave positive feedback. In addition to the evaluation portion of the product, it will also allow training,
certification, and various tracking to be stored within the employee's evaluation with reporting and tracking
mechanisms built in.
I would like Mayor's authorization to move forward with the purchase of this "cloud" based addendum to our
existing employee hiring portal application product. Once authorized, we would work closely with HR to
implement with HR being the application administer.
The one-time cost is $23,377.50 and $14,000 annually there after. I would propose funding this with IT
880.49 "miscellaneous" software fund.
Page 1 of 1
AUBURN 41 MORE THAN YOU IMAGINED
ADDENDUM N EOGO M
Customer:
Performance Evaluation Addendum
Bill To:
City oCALIbLIM,
Attention To:
25 West Main Street
Innovation & Technology
Auburn, WA 98001-4998
Performance Evaluation PE
Address:
1.1
City of Auburn,
$14,000.00
25 West Main Street
1.2
Auburn, WA 98001-4998
Phone: 253-804-5078
1.3
Email: invoices@auburnwa
Quote Date: 4116114
Valid To: 12/31/14
Requested Service Date: TBD Initial Term: 12 Months with annual
renewal option
Order Summary
Line
Description
Annual
Recurring
Cost'
Non-Recurrinp-
Cost
1.0
Performance Evaluation PE
1.1
Subscription License for --- 400 em Io ees
$14,000.00
1.2
Provisioning
$2,500.00
1.3
Online Training
$2,500.00
2.0
PE API Integration with HRISIFinancial System
$500.00
$2,500.00
Sales Tax:
$1,377.50
Sub Total:
$15,877.50
$7,500.00
Order Total:
$23,377.50
This agreement is effective upon execution and is extended for an initial term of 12 months.
'More detailed descriptions of the services are contained in the order detail for each service which are
incorporated herein and made a part hereof by this reference.
Page 1
ADDENDUM! NEOGOV'"
Order Detail
1.0 NEOGOV Perform (PE)
1.1 PE Subscription License
The annual license for the NEOGOV Performance Evaluations Software includes the following;
• Configurable Performance Evaluations
• Development Goals
• Goal Library
• Configurable Workflow
• Shareable Competency Content
• Ability to Design Custom Forms
• Goal Copying
• Form Templates
• Ability to Re -use Goals
• Configurable Rating Scales
■ Org Charts
• Goal Alignment
• Uploading Content
• Goal Hierarchy
• Batch Form Creation
• Writing Assistant
Additionally, during the term of the subscription, the Customer will be provided:
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
1.2 PE Provisioning
The following activities are conducted as part of the NEOGOV PE implementation
■ Assign a NEOGOV project implementation specialist
• Conduct project kick off conference call to provide an overview of the system, review
implementation plan, and discuss deliverables timeline, project roles and assignments
• Establish your agency's performance evaluation production environment
• Provide impart of existing employee data into the system
13 PE Training
Training is a one-time cost and includes the following:
■ Unlimited online training with on -demand, self -running tutorials
• Access to monthly conference calls with PE users
• Access to the online NEOGOV Community, a discussion forum to network with other users and
provide answers to your PE questions
■ Customer Support shall be provided to the Customer both on-line and by telephone Monday —
F'riday, 6:00 AM — 6:00 PM PT (excluding NEOGOV holidays).
Page 2
ADDENDUM
2.0 PE API Integration with IMS/Financial System
N EOGOW
NEOGOV provides a RESTful Web Service API for integrations built on standard technology. The
Web Service API can be used to add, update, and retrieve records from your NEOGOV system in
real-time. The service supports XML and JSON message formats. The API is well documented.
Documentation on usage and best practices for leveraging the API for an optimum, low cost
integration will be provided during the integration process.
Page 3
ADDENDUM N EOGO TM
Order Form Terms and Conditions:
(1) The Customer hereby orders and Government7obs.com, Inc. (d/b/a NEOGOV, Inc., hereafter
"NEOGOV") agrees to provide the services described in this Order Form. THE SERVICES ARE
PROVIDED PERSUANT TO THE TERMS AND CONDITIONS OF THIS ORDER FORM AND
THE SERVICE AGREEMENT BETWEEN NEOGOV AND THE CUSTOMER.
(2) The Customer agrees that the payment schedule is as follows:
■ Fifty percent (50%) of the annual license price is payable within thirty (30) days of execution of
this Order Form and Service Agreement. ($11,688.75)
■ Thirty percent (30%) of the annual license price is payable when implementation begins.
($7,013,25)
+ Twenty percent (20%) of the annual license price is payable upon completion of implementation
and customer "go live" status. ($4,675.50)
(3) Neither the Customer nor NEOGOV will be bound by this Order F'or'm until it has been signed by
authorized representatives of both parties.
(4) Changes or alterations to this Order Form will not be accepted.
THERE ARE SIGNIFICANT ADDITIONAL TERMS AND CONDITIONS, WARRANTY
DISCLAIMERS AND LIABILITY LIMITATIONS CONTAINED IN THE SERVICE AGREEMENT
BETWEEN THE CUSTOMER AND NEOGOV.
DO NOT SIGN THIS ORDER FORM BEFORE YOU HAVE READ THE SERVICE AGREEMENT IN
ITS ENTIRETY. YOUR SIGNATURE BELOW INDICATES THAT YOU HAVE READ THE
SERVICE AGREEMENT AND AGREE TO BE BOUND BY ITS PROVISIONS.
Customer NEOGOV, Inc.
Signature: Signature:
Print Name: Nancy a k s 74r Print Name:
Title: Mayor, ' of Auburn Title:
Date: AU — 4 2014 Date: _
Page 4
ADDENDUM
Customer:
Performance Evaluation Addendum
BRI TO:
NEOGOW
City of Auburn,
Attention To:
25 West Main Street
Innovation & Technology
Auburn, WA 98001-4998
Performance Evaluation (PE)
Address:
Lt
City of Auburn,
$14,000.00
25 West Main Street
1.2
Auburn, WA 98001-4998
Phone: 253-804-5078
1.3
Email: invoices@auburnwa
Quote Date: 4116/14
Valid To: 12/31/14
Requested Service Date: TSD Initial Term: 12 Months with annual
renewal option
Order Summary:
Line
Description
Annual
Recurring
Cost'
Nan-Recurrine
Cost
1.0
Performance Evaluation (PE)
Lt
Subscription License for — 400 employees
$14,000.00
1.2
Provisioning
$2,500.00
1.3
Online Training
$2,500.00
2.0
PE API Integration with HRISIFinancial System
$500.00
$2,504.00
Sales Tax:
$1,377.50
Sub Total: 1
$15,877.50
$7,500.00
Order Total:
$23,377.50
This agreement is effective upon execution and is extended for an initial term of 12 months.
'More detailed descriptions of the services are contained in the order detail for each service which are
incorporated herein and made a part hereof by this reference.
Page 1
ADDENDUM N EOGOVTM
Order Detail
1.0 NEOGOV Perform (PE)
1.1 PE Subscription License
The annual license for the NEOGOV Performance Evaluations Software includes the following:
• Configurable Performance Evaluations
• Development Goals
• Goal Library
• Configurable Workflow
■ Shareable Competency Content
• Ability to Design Custom Forms
• Goal Copying
■ Form Templates
• Ability to Re -use Goals
■ Configurable Rating Scales
• Org Charts
• Goal Alignment
• Uploading Content
• Goal Hierarchy
■ Batch Form Creation
• Writing Assistant
Additionally, during the term of the subscription, the Customer will be provided:
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
1.2 PE Provisioning
The following activities are conducted as part of the NEOGOV PE implementation
• Assign a NEOGOV project implementation specialist
■ Conduct project kick off conference call to provide an overview of the system, review
implementation plan, and discuss deliverables timeline, project roles and assignments
■ Establish your agency's performance evaluation production environment
• Provide import of existing employee data into the system
1.3 PE Training
Training is a one-time cost and includes the following:
• Unlimited online training with on -demand, sell -running tutorials
• Access to monthly conference calls with PE users
• Access to the online NEOGOV Community, a discussion forum to network with other users and
provide answers to your PE questions
■ Customer Support shall be provided to the Customer both on-Iine and by telephone Monday —
Friday, 6:00 AM — 6:00 PM PT (excluding NEOGOV holidays).
Page 2
ADDENDUM
NEOGOV'
2.0 PE API Integration with IMS/Financial System
NEOGOV provides a RESTful Web Service API for integrations built on standard technology. The
Web Service API can be used to add, update, and retrieve records from your NEOGOV system in
real-time. The service supports XMI, and JSON message formats. The API is well documented.
Documentation on usage and best practices for leveraging the API for an optimum, low cost
integration will be provided during the integration process.
Page 3
ADDENDUM NEOGOV"'
Order Form Terms and Conditions:
(1) The Customer hereby orders and Governmentlobs.com, Inc. (d/b/a NEOGOV, Inc., hereafter
"NEOGOV") agrees to provide the services described in this Order Form. THE SERVICES ARE
PROVIDED PERSUANT TO THE TERMS AND CONDITIONS OF THIS ORDER FORM AND
THE SERVICE AGREEMENT BETWEEN NEOGOV AND THE CUSTOMER.
(2) The Customer agrees that the payment schedule is as follows:
• Fifty percent (50%) of the annual license price is payable within thirty (30) days of execution of
this Order Form and Service Agreement. ($11,688.75)
■ Thirty percent (30%) of the annual license price is payable when implementation begins.
($7,013.25)
• Twenty percent (20%) of the annual license price is payable upon completion of implementation
and customer "go live" status. ($4,575.50)
(3) Neither the Customer 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.
THERE ARE SIGNIFICANT ADDITIONAL TERMS AND CONDITIONS, WARRANTY
DISCLAIMERS AND LIABILITY LIMITATIONS CONTAINED IN THE SERVICE AGREEMENT
BETWEEN THE CUSTOMER AND NEOGOV.
DO NOT SIGN THIS ORDER FORM BEFORE YOU HAVE READ THE SERVICE AGREEMENT IN
ITS ENTIRETY. YOUR SIGNATURE BELOW INDICATES THAT YOU HAVE READ THE
SERVICE AGREEMENT AND AGREE TO BE BOUND BY ITS PROVISIONS.
Customer
Signature:
Print Name: Nancy B s
Title: Mayor, f Auburn
Date:
NEOGOV, Inc.
Signature:
Print Name:
Title:
Date:
Page d-