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R24-084 1 RESOLUTION NO. R24-084 2 3 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOYNTON 4 BEACH, FLORIDA, APPROVING A CHANGE ORDER TO PURCHASE 5 ORDER #240517 WITH GOVERNMENTJOBS.COM, INC., INCREASING 6 THE TOTAL PURCHASE ORDER TO AN AMOUNT NOT TO EXCEED 7 $172,000 FOR HUMAN RESOURCE'S SOFTWARE SUBSCRIPTION; 8 PROVIDING FOR AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. 9 10 WHEREAS, on June 19, 2012,the City Commission approved Resolution No. R12-051 11 approving the Service Agreement between the City and GovernmentJobs.com, Inc., d/b/a 12 NeoGov, for applicant tracking software; and 13 WHEREAS, the Human Resources department desires to subscribe to the Core HR 14 subscription software for a 12-month period and increase the fee by an amount not to 15 exceed $49,796.07; and 16 WHEREAS, the City Commission of the City of Boynton Beach, upon 17 recommendation of staff, deems it to be in the best interest of the citizens and residents to 18 approve a Change Order to Purchase Order #240517 with GovernmentJobs.com, Inc., 19 increasing the total Purchase Order to an amount not to exceed $172,000 for Human 20 Resource's software subscription,and authorize the City Manager to execute the Order Form. 21 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF 22 BOYNTON BEACH, FLORIDA, THAT: 23 SECTION 1. The foregoing "Whereas"clauses are hereby ratified and confirmed as 24 being true and correct and are hereby made a specific part of this Resolution upon adoption. 25 SECTION 2. The City Commission of the City of Boynton Beach, Florida, hereby 26 approves a Change Order to Purchase Order #240517 with GovernmentJobs.com, Inc., 27 increasing the total Purchase Order to an amount not to exceed $172,000 for Human 28 Resource's software subscription. 29 SECTION 3. The City Commission of the City of Boynton Beach, Florida, hereby 30 approves the Order Form with GovernmentJobs.com, Inc., in form and substance similar to that 31 attached as "Exhibit A," and authorizes the City Manager to execute the Order Form. 32 33 34 SECTION 4. The fully-executed Order Form shall be retained by the City Clerk as a 35 public record of the City. A copy of the fully executed document shall be provided to Belkis 36 Abaroa to provide to GovernmentJobs.com, Inc. 37 SECTION 5. This Resolution shall take effect as provided by law. 38 PASSED AND ADOPTED this 16th day of April 2024. 39 CITY OF BOYNTON BEACH, FLORIDA 40 41 YES NO 42 43 Mayor-Ty Penserga 44 45 Vice Mayor-Aimee Kelley AA.Vvenk- oS 46 47 Commissioner-Angela Cruz 48 / 49 Commissioner-Woodrow L. Hay t/ 50 51 Commissioner-Thomas TurkinGrt4- 52 53 VOTE _0 54 55 56 ATE T: 5 t� � 5: 59 Maylee !e -= as, MPA MC Ty :e•�a 60 City Clerk i __- .�` May;. oyNT0 61 0 •'' R•'' eF 62 �;'�°fie ATF••',9C� to APPROVED AS T FORMS 63 (Corporate Seal) .a• S 1604 ORPORAIED• a . I frk 64 INC• ; 65 '•.• 1920 . • Shawna G. Lamb • • 66 "\ FLOW' • J City Attorney 67 .`..... �' Exhibit A NEOGOV Order Form NEOGOV Customer: Govemmentjobs.com, Inc. (dba "NEOGOV") Boynton Beach, City of(FL) 2120 Park PI, Suite 100 PO Box 310 El Segundo, CA 90245 Boynton Beach, FL 33425-0310 United States USA billing@neogov.com Sales Rep: Mitch Boland Quote Valid From: 2/12/2024 Quote Number: Q-14662 Quote Valid To: 3/31/2024 PaymentTerms: Annual,Net 30 Subscription Term in Months: 12 Employee Count: 859 Order Summary Year 1 Service Description Type Start Date End Date Term Price (USD) Core HR Subscription RECURRING 5/1/2024 4/30/2025 $22,024.00 Core HR Setup ONE-TIME $27,772.07 Year 1 TOTAL: $49,796.07 ORDER TOTAL (USD) : $49,796.07 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.neogc ice-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 in this Ordering Document, all SaaS Subscriptions shall commence on the Effective Date. This Ordering Document 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. Initial Term Subscription and Setup Fees shall be invoiced upon signature and due net 30. Following subscription fees will be due on the anniversary of the 5/1/2024 effective date. "Boynton Beach, City NEOGOV of (FL)" Signature: , Signature: Z.4.ez2a. beef L c.�1-t v1414-nom ,Pit Print Name: Print Name: Laura Rice A ►vtI2 Pi&) MA-et Date: Date: C frOZ41 3/19/2024 CITY A i:RNEY' OFFICE B BleglAhtY OP' "NM Ail.,1 NEOGOV Statement of Work: City of Boynton Beach, FL - CoreHR, Benefits, Time/Attendance, Payroll Implementation Overview To achieve project success and to ensure both effective and timely implementation of your system, NEOGOV utilizes a dedicated professional services team and a tested and proven implementation approach. This approach is designed to provide the most efficient and effective implementation while producing maximum user adoption and ongoing project success. As part of the implementation process, NEOGOV utilizes a pod implementation approach that • effectively manages and streamlines the implementation. For all implementations, NEOGOV is proud to offer implementation experts who will be specifically tasked with working on your project for the duration of your system implementation experience. • NEOGOV requires recurring status check-ins throughout the implementation to review the progress of completed deliverables, upcoming deliverables, and any functionality questions. To keep the project on schedule, attendance is required for these status check-ins. Customer Staffing Requirements To ensure your implementation project is successful, you need the right people from your organization • on your Implementation Team. These persons must be available throughout the entire implementation process. Depending on the modules you have purchased, we recommend the following areas of expertise be included in your team: Human Resources, Payroll, and Finance. Optionally, you may wish to include someone from your Information Technology team to provide support with data collection or • for any technical items that were identified in the sales process. Prior to kick-off of your implementation, you are responsible for organizing your Implementation team t NEOGOV. 300 Continental Blvd, Suite 565, El Segundo, CA 90245 Program Documentation NEOGOV ■ consisting of the following: a Project Sponsor, a Project Champion, subject matter experts for each module you have purchased, and/or designated administrator(s), who will work with agency staff and NEOGOV during the project. If necessary these roles can overlap, with the exception of the Project Sponsor and the Project Champion. Roles & Responsibilities Your Project Sponsor will be responsible for the overall success of the project. This person must have the ability to make and enforce any decisions or changes to your business processes as a result of ▪ implementing your NEOGOV HRIS software system. They will also need to have the ability to direct work for every member of the project team should conflicts arise. Your Project Champion will need to facilitate internal communication about tine project, manage the day-to-day schedules and deliverables of the Core Implementation Team, and be familiar with project plans, working with a timeline, and interacting with an external vendor. Your Project Team will be responsible for reviewing, revising, testing, and validating your NEOGOV • HRIS software throughout your Implementation. As such they must be subject matter experts (SME's) in the modules you have purchased and have the bandwidth to attend meetings and perform the tasks given by the implementation consultant within the deadline provided. This includes (but not limited to) full System Administrator, Data Administrator, Finance, etc.. Your system administrator must be technically savvy and have familiarity with your organization's current business process. For an organization of less than 100 FTE, NEOGOV recommends at least one project administrator. For an organization of> 100 FTE, NEOGOV recommends at least two primary system administrators. The system administrators are typically person(s) who are in charge of running HlIS activities at your institutions. NEOGOV requires recurring weekly status check-ins throughout the implementation to review the progress of completed deliverables, upcoming deliverables, and any functionality questions. The System Administrator(s) must attend all status check-ins and training meetings. All meetings will be recorded to aid in your training and for record keeping purposes. Pre-Implementation Review and document your processes and organizational structures to see itthere are any areas that ▪ need to be updated. This information will be communicated to NEOGOV during the discovery phase. Consider process changes you may want to implement, upcoming union contract changes, or other similar changes that may affect the scope of your implementation. Ensure that your internal resources are in place and are available for the duration of the implementation. Internal resources selected • should be subject matter experts in the fields they will be providing information on. Page 2 © NEOGOV, Inc. 300 Continental Blvd, Suite 565 El Segundo, CA 90245 NEOGOV • Implementation Scope The implementation process will begin with our Discovery & Data phase. This phase is critical to the success of your project. This process will involve completing both a Data Workbook and a Discovery Workbook. The Data Workbook will be used to build your environment with your Employee & Employer specific data. The Discovery Document will capture the information needed to configure the specifics for your system. You will want all subject matter experts from your organization to take part in this phase and provide clear details on your business processes. During the CoreHR implementation, you will work with your assigned Implementation Consultant to configure the organization structure, user roles, approval processes, salary administration (grades/scales/steps), and reporting needs. You'll use Smart Sheets as your guide to track the progress of your implementation as well as understand what steps need to be taken to complete the work required for going live. Upon successful completion of configuration, you will test your build against your current business process dnd once that is successful your data will be moved to a production environment, where you will use NEOGOV as your primary system of record for CoreHR. r During the Benefits implementation, you will work with your assigned Implementation Consultant to configure the benefit plans, open enrollment experience, user roles, approval processes, and reporting needs. You'll use Smart Sheets as your step-by-step guide to �► track your progress and help you stay on track. Upon successful completion of configuration, you will test your build against your current business process and once that is successful be moved into a parallel entry period. • During the Time and Attendance implementation, you will work with your assigned Implementation Consultant to configure the leave plans, work rules, time rules, holiday schedules, user roles, approval processes, and reporting needs. You'll use Smart Sheets as Your step-by-step guide to track your progress and help you stay on track. Upon successful completion of configuration, you will test your build against your current business process and once that is successful be moved into a parallel entry period. s During the Payroll implementation, you will work with your assigned Implementation Consultant to configure the pay calendars, general ledger, premiums, payrules, user roles, approval processes, and reporting needs. You'll complete three parallels to ensure data • integrity and accuracy. Finalization of the step will require data from your other modules in NEOGOV HRIS to be available. You'll use Smart Sheets as your step-by-step guide to track Page 3 © NEOGOV, Inc. 300 Continental Blvd, Suite 565 El Segundo, CA 90245 I NEOGOV your progress and help you stay on track. Upon successful completion of configuration, you will test your build against your current business process and once that is successful be moved into a parallel entry period. • 111 Estimated Timeline per Module Payroll Time & Attendance Benefits CoreHR Discovery & Data 6 4 90-180 Days 3 60-120 Days 60-90 Days 2 1 30-60 Days 30 Days OfrIMPORTANT NOTE: The Estimated Timeline is not "customer-specific"and is only intended to provide a generalized overview. A customer-specific timeline will be generated with the write up of your Formal Scope. a As part of your implementation Data Imports & Exports may be required to support the movement of select data between NEOGOV and other systems. During the Discovery phase we will identify your Import & Export needs and begin to gather requirements from • your vendor partners and/or internal systems. It is important to have early conversations with your vendors to confirm they will support your needed data import and/or export. Imports & Exports are implemented behind the scenes between NEOGOV Connect Team & your respective vendors. Your implementation will include the following Imports/Exports: • Employee Data Import (1) • Benefit Coverage Import (1) • 834 Benefits Export (3) 7 • Time/Attendance History Import (1) • Payroll/YTD History Import (1) Note: Implementation of Exports to non-NEOGOV systems may be subject to additional costs (dependent on spec requirements). ' Page 4 © NEOGOV, Inc. 300 Continental Blvd, Suite 565 El Segundo, CA 90245 NEOGOV Implementation Overview by Phase Timelines associated to the below implementation phases do not account for customer specific requirements or complexities. These are estimates based on general set up • requirements as well as complete and accurate information. Phase I: Discovery. Data & Scope (2 - 4 weeks for all modules) Phase I will consist of the following items: • Discovery o During this process, we will introduce you to our Discovery wofkbook. You will work with your project manager to fill out this document. The data from this document will be used to configure your Training environment, additionally, it will serve as the foundation from which your configuration will be built. Discovery will be completed for ALL purchased products at the same time. • Important Note:NEOGOV's standard process is to import only the current year's data plus maximum ly for ACA & Tax purposes. History in excess of the NEOGOV standard must be maintained by the customer r • Data o During this process, we will introduce the Data Workbook to you. You will work with your project manager to fill out this workbook. The data from this workbook will be loaded into your Training environment. o If you currently have any NEOGOV TMS (Talent Management Suite) modules, we will require you to audit the data in your TMS system(s). Any updates, such as changes to • a data in the TMS system (Class Spec, Divisions, etc), will need to be aligned between HRIS and TMS systems. If you have already implemented any TMS products we will provide you with an export of your TMS data to aid you in this alignment review. iw t • Formal Scope o Information gathered through Discovery and Data will be used to define the Formal Scope of your project. Your formal scope takes into account your specific requirements for all purchased modules and combines it with NEOGOV's standard implementation scope. The result is a custom implementation plan centered around your specific set up needs for each purchased module and those that are standardlo making the system operational. Page 5 © NEOGOV, Inc. 300 Continental Blvd, Suite 565 El Segundo, CA 90245 114 NEOGOV • a Information provided through Discovery and Data must be accurate and complete in order to have a successful implementation. While the data from these documents can be adjusted during the Data and Discovery phase, altering the data provided after the Data and Discovery phase is completed may result in an extension to your timeline and may • lead to an increased workload for both teams. a Ajoint review of the final scope and corresponding timeline will be completed and a request for signoff will be submitted. Signoff of the scope document and timeline will be required in order to be assigned to your implementation team and move into active implementation. Note that changes requested to your set up/requirements after completion of the Scope • sign off will require a signed change order before configuration continues. As well, additional cost may be incurred for mid-implementation changes. Data & Discovery Overview Step 1: Discovery Step 2: Data Step 3: Scope • Discovery Doc Review Call Data Workbook Introduction Define Final Scope e Client Completes Discovery Doc Client Completes Workbook Refined Timeline Discovery Doc Review Client Progress Check Ins Scope/Timeline Signoff Begin Scope Planning Completed Workbook Sent to Data Team for Loading Page 6 © NEOGOV, Inc. 300 Continental Blvd, Suite 565 El Segundo, CA 90245 NEOGOV Phase II: Training Environment Configuration (4-6 weeks per module ) • During this phase of the project, you will meet with your Implementati6n Team 116 weekly at a minimum. During these meetings, you will answer questions regarding your configuration, make decisions regarding how your software will work, and return any deliverables assigned to you by your implementation consultant. • • CONFIGURATION AND TRAINING - You and your team will meet with your designated Implementation Team tasked with configuring each module. Phase Ill: Train & Test/Data Validation Training Environment (4-6 weeks per module) • • During the Train & Testing phase your implementation team will begin to train on how to use the system. • Your implementation team will test and validate your NEOGOV software solution. Any • refinements or adjustments to the solution will be identified and reviewed. • VALIDATION - Once the above steps have been completed you will sign off on your training environment. This step is critical to the success of the project, as your • configuration cannot be altered once this phase is complete without contractual changes. • PARALLEL - Once training and testing are complete and you have validated your data for CoreHR, Benefits and Time and Attendance, we will enter a payroll parallel • period. Phase IV: Push to Production and Production Data Validation (2-4 weeks per module) • By Phase IV we will have completed your system set up, testing, refinements and a • test cycle of parallels. It is now time to migrate to your production environment. Page 7 © NEOGOV, Inc. 300 Continental Blvd, Suite 565 El Segundo, CA 90245 • S NEOGOV • MIGRATION - During this phase, your Production environment will be created from your Training environment. • VERIFICATION - You will validate your production environment, to ensure accuracy. Phase V: Sign-Off (1 week per module) • SIGN OFF - During this phase, you will sign-off on the production environment indicating the system is ready to go live. • • LAUNCH COMPLETE - Post sign-off, the system is considered live, and our software will be the system of record for your organization. • ROLLOUT: You may now begin to execute on your internal rollout plan Implementation Workflow Product & Phases Discovery& Data Active Implementation (Project Manager) (POD Team) t t Project Introduction [ Core HR Set UpIP r. BE Set Up +[ BE Imports/Exports rDiscovery/Scope 1 TA Set Up ► ti/TA Imports/Exports r t t Data Collection& Data PA Set Up --0. PA Imports/Exports • Import Verification 111` r BE/PA/TA Build Review Discovery Review I f System Testing SOW/Scope/Timeline i Signoff 3. _A Parallels • Introduction to Pod Migrate Build to Prod • Signoff&Roll Out Page 8 © NEOGOV, Inc. 300 Continental Blvd,Suite 565 El Segundo, CA 90245 r r NEOGOV Transition to Customer Success For the first thirty (30) calendar days following go-live, your Implementation Consultant(s) will support your configuration and answer questions about the usage of your NEOGOV HRIS software. After that, your support will transition from the Implementation Team to the Customer Support Team. NEOGOV's Customer Support Team will continue to support you for as long as your organization uses NEOGOV. • We Look Forward To Supporting Your Success! a t I • Page 9 © NEOGOV, Inc. 300 Continental Blvd, Suite 565 El Segundo, CA 90245 i