C2C - Approve Rfq for Applicant Tracking System

Procurement Requests - C2 C

COMMISSION MEMORANDUM

RECOMMENDATION

It is recommended that the Mayor and City Commission of the City of Miami Beach, Florida, authorize the issuance of Request for Qualifications (RFQ) 2025-396-WG for Applicant Tracking and Learning Management System.

BACKGROUND/HISTORY

The City of Miami Beach, Human Resources Department (“Department”), utilizes NeoGov, a cloud-based human resources software platform designed for public sector recruitment, onboarding and the employee training processes, which streamlines the hiring process. This software helps the department efficiently manage the hiring process while ensuring compliance with government regulations. This type of software is essential for the department as it reduces administrative workload, enhances transparency, improves data accuracy, and supports more informed decision-making. By centralizing these functions, the software allows the Department to attract top talent, stay compliant, and promote a more engaged and efficient workforce.

Historically, the city has procured these services via competitively solicited piggyback contracts awarded by state or national cooperatives. The issuance of formal solicitation in lieu of piggybacking is in the best interest of the City at this time, as the current licenses are nearing expiration, and the awarding entities have not yet awarded replacement agreements, which may result in service interruption. The existing agreement with NeoGov via the Montgomery County agreement is presently scheduled to expire October 29, 2025.

ANALYSIS

Through the RFQ process, the City is seeking proposals from qualified providers of an applicant tracking and recruitment management solution, designed for governmental agencies to attract and hire high-quality candidates efficiently and equitably. The software would have an option of a learning management module that would allow Human Resources staff to choose from various detailed training and courses provided by the proposer that would align with the City’s mandatory training and its goals.

Following the receipt of proposals, an Evaluation Committee will review statements of qualifications in accordance with the criteria established in the draft RFQ (attached). After the Committee has evaluated the proposals, the City Manager will present an award recommendation to the City Commission for approval.

FISCAL IMPACT STATEMENT

The Human Resources Department anticipates expenditures in the amount of $100,000 annually. It is not anticipated that grant funding will be utilized for this project.

Does this Ordinance require a Business Impact Estimate? (FOR ORDINANCES ONLY)

If applicable, the Business Impact Estimate (BIE) was published on: See BIE at: https://www.miamibeachfl.gov/city-hall/city-clerk/meeting-notices/

FINANCIAL INFORMATION

011-0370-000312-13-400-582-00-00-00 $50,000 011-0370-000325-13-400-582-00-00-00 $50,000 Total Amount: $100,000.00 Annually

CONCLUSION

It is recommended that the Mayor and Commission of the City of Miami Beach, Florida, authorize the issuance of RFQ 2025-396-WG for Applicant Tracking and Learning Management System.

Applicable Area

Citywide

Was this Agenda Item initially requested by a lobbyist which, as defined in Code Sec. 2-481, includes a principal engaged in lobbying? No

If so, specify the name of lobbyist(s) and principal(s):

Department

Procurement

Sponsor(s)

Co-sponsor(s)

Condensed Title

Issue RFQ 2025-396-WG, Applicant Tracking and Learning Management System. (HR/PR)

Previous Action (For City Clerk Use Only)