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TO: |
Board of Trustees |
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THROUGH: |
Mary DeLoretto, Interim Executive Director |
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FROM: |
Kim Shanklin, Chief People Officer |
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PRESENTER(S): |
Greg Gerber, Talent Acquisition Director |
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TITLE:
title
Change Order: Applicant Tracking System Contract Extension (JobVite)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve and authorize the Executive Director to execute the contract extension and associated disbursements with JobVite for the Applicant Tracking System in the amount of $388,318.
BACKGROUND:
An applicant tracking system is a software application system that helps organizations manage the talent acquisition process. There are thousands of applicant tracking systems (ATS) available in the marketplace and each has a niche market they serve. Most ATS fall into one of three market categories: 1) Small business, 2) Medium size business, 3) Enterprise systems that have the ability to scale deep and broad across the organization.
UTA conducted an RFP in 2018 and selected JobVite (Enterprise System) ATS to manage its Talent Acquisition process. The Board of Trustees approved a three-year contract with JobVite (18-2743TP) on December 12, 2018. Since then, UTA has been integrating it with numerous UTA systems like JDE, Laserfiche and others. UTA has also customized JobVite to manage our hiring processes and practices to ensure we are remaining compliant and competitive in the job market. As an ATS, Jobvite is feature-rich and supports the talent acquisition process very well.
While JobVite operates as a robust ATS, it also operates as a “candidate relationship management” (CRM) tool. Many ATS in the marketplace do not offer this important feature and if they do, it comes as a third-party integration. This feature is extremely important when it comes to attracting talent into UTA. Some of the important talent acquisition strategies UTA will deploy in the coming months/years will need a robust CRM in order to stay relevant in attracting Talent.
DISCUSSION:
We are requesting to extend the current ATS Vendor contract as it is currently meeting our needs and expect it to continue to do so for the proposed 3 year extension. There would be a significant integration cost to bring in a similar system. We have determined that the current ATS is competitively priced when matching against costs for similar providers.
During a Sole Source meeting we reviewed multiple ATS/CRM/Onboarding system providers. It was determined that acquiring a new ATS system would incur costs in implementation and integration fees, as well as an average of three to four months to implement. We estimate the duplicate cost to UTA, which would include implementation cost and training, would be at a minimum $192,000.
UTA has been using Jobvite since 2019. Jobvite has allowed UTA to more streamline its recruiting process and the onboarding process, and lastly has given UTA the ability to better distribute job openings to thousands of external job boards giving UTA more exposure to potential job seekers in the market.
CONTRACT SUMMARY:
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Contractor Name: |
JobVite |
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Contract Number: |
21-03445BM |
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Base Contract Effective Dates: |
Dec 31, 2021 |
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Extended Contract Dates: |
Dec 30, 2024 |
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Existing Contract Value: |
$299,999.30 |
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Amendment Amount: |
388,317.80 |
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New/Total Amount Contract Value: |
$688,317.10 |
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Procurement Method: |
Sole Source |
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Funding Sources: |
IT Software Licensing budget |
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ALTERNATIVES:
If denied UTA will need to request proposals for a new system, and the competitive bid process will require a minimum of 1 year to have a new system selected, implemented, and integrated to our existing systems in place.
FISCAL IMPACT:
This cost is included in the department’s operating budget.
ATTACHMENTS:
Contract Change Order/Extension-Applicant Tracking System (JobVite)