14008 Evaluation Panel Report.pdf
PDF 103 KB Posted
- Attached to
- Human Resource Management Software
- Solicitation number
- 14008-0-2025-BP
- Issued by
- Dane County, Wisconsin
About this file
This is an Evaluation Panel Report for a Human Resource Management Software Request for Proposal (RFP) issued by the City of Madison, dated August 19, 2025, with the solicitation number 14008-0-2025-BP. The City solicited proposals from 14 qualified vendors, ultimately shortlisting three finalists: Avature, NeoGov, and OnActuate. The evaluation process involved multiple rounds of scoring across technical capabilities, questions, in-person and virtual demonstrations, and cost considerations. Vendors were initially screened using pre-established criteria, with a minimum benchmark of 50% on the Questions portion, which eliminated several participants.
After comprehensive evaluations including full-day demonstrations, IT team presentations, and supplementary 90-minute demo sessions, the finalists submitted best and final offers. The final scoring weighted various components including in-person demos (45 points), IT virtual demos (20 points), technical appendix (40 points), questions (25 points), and cost (60 points). Ultimately, Governmentjobs.com Inc. (dba NeoGov) was awarded the RFP with a total score of 152.02 out of 200 points. The local purchasing ordinance did not impact the bid outcome, and no local vendor preference was applied in the selection process.
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Other files
| File | Type | Posted |
|---|---|---|
| 14008-0-2025-BP Human Resource Management Software.pdf | ||
| Appendix D.xlsx | XLSX spreadsheet | |
| Form A2-Cost Proposal Form.xlsx | XLSX spreadsheet | |
| 14008-FormA3- Cost Proposal Narrative - Cloud Hosted.SaaS Solution.docx | DOCX document | |
| 14008_Appendix D_UPDATED.xlsx | XLSX spreadsheet | |
| 14008 Addendum 1.pdf |
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Text version
EVALUATION PANEL REPORT
14008-0-2025-BP
Human Resource Management Software
August 19, 2025
Introduction
The City of Madison solicited proposals from qualified vendors. The following proposed:
1. Avature Limited
2. Creoal Consulting, LLC, a wholly owned Subsidiary of SMX Group, LLC
3. Criterion Inc.
4. Empxtrack Inc.
5. Gaviton Consulting Services, Inc.
6. Guidehouse Inc.
7. Inry
8. iteria.us
9. Secure HR Inc (dba Lanteria)
10. Governmentjobs.com, Inc., dba NEOGOV
11. OnActuate Consulting US Inc.
12. Iron Brick Associates, LLC / Strada U.S. Professional Services, LLC
13. Tyler Technologies, Inc.
14. UKG Kronos Systems LLC
Please refer to the RFP for additional information.
Summary of Evaluation Panel Activity
1. Panel members first conducted evaluations of proposals independently based on the pre-established criteria determined by the panel. Then, the panel met to discuss all qualitative and quantitative aspects of the proposals and overall ratings as a group. Purchasing staff rated the cost section of the proposals.
Below is a summary of the scoring after the first round:
Section
Max Points
Avature Limited
Creoal Consulting
Criterion Inc
Empxtrack Inc.
Gaviton Consulting
Appendix D – Technical
40 36.89 38.63
38.56
37.92
38.63
Questions
25 16.28 13.92 12.21 9.66 16.16
Cost
30 13.76 5.83 8.31 30.00 7.41
Local Vendor
5 0.00 0.00 0.00 0.00 0.00
Total
100 66.94 58.39 59.08 77.58 62.21
Points
Guidehouse Inc.
Inry
Iteria.us
Lanteria
NeoGov
40 38.84 35.31 38.97 32.79 35.55
25 16.58 13.50 12.46 3.07 15.16
30 6.10 5.17 7.09 17.26 16.92
5 0.00 0.00 0.00 0.00 0.00
100 61.51 53.98 58.52 53.12 67.63
Points
OnActuate
Iron Brick/Strada
Tyler Technologies
UKG
Kronos
40 38.67 38.96 36.27 39.59
25 16.81 15.99 12.16 14.20
30 10.35 6.59 21.08 5.94
5 0.00 0.00 0.00 0.00
100 65.83 61.54 69.51 59.73
After reviewing the scoring, the panel decided that they did not feel comfortable advancing any vendors that did not meet a 50% benchmark on the Question portion of the first evaluation. This was 12.50 points. The purchasing supervisor confirmed this was an acceptable measurement. Based on this requirement, the following vendors were removed from the evaluation:
Criterion Inc.
Empxtrack Inc.
iteria.us Secure HR Inc (dba Lanteria) Tyler Technologies, Inc.
Before determining the round of finalists, the panel had additional questions for the top five scoring vendors:
Avature Gaviton NeoGov OnActuate Iron Brick/Strada
Upon receiving the responses, the panel reviewed them. After their review, it was determined that the top three scoring vendors would be short-listed to advance to the final round. All three vendors were invited for an in-person demonstration at the City of Madison. In addition, a virtual, more IT-based demonstration. The finalists were asked to complete the Software Acquisition Requirements (SAQ).
The finalists were:
Avature NeoGov OnActuate
All three finalists came to Madison and presented in full-day demonstrations in front of the evaluation panel. The finalists also presented virtually to our IT teams. Following the IT presentations, the panel compiled a list of supplemental questions for each of the vendors to clarify answers and provide additional demonstrations of software functionality. Virtual 90-minute supplementary demo sessions were held for each of the finalists.
The finalists were then informed and invited to submit best and final offers as it relates to pricing. Each vendor’s SAQ was reviewed by City IT and deemed acceptable.
All three finalists submitted a best and final offer. City Purchasing staff reviewed with project managers to ensure that there was a fair and comparable comparison. After determining that there was, these were the scores after the second round. Please note that the Appendix D and Questions scored from the first round are also included in this scoring.
Points
Avature
NeoGov
OnActuate
In Person Demos
45 27.48 29.70 32.19
IT Virtual Demos
20 14.29 11.61 12.73
40 36.89 35.55 38.67
25 16.28 15.16 16.81
60 52.67 60.00 34.52
10 0.00 0.00 0.00
200 147.61 152.02 134.93
Based on the final scores, the RFP was awarded to NeoGov.
2. Final Selection of the Panel: Governmentjobs.com Inc., dba NeoGov
3. Local Preference
Was the outcome of this bid changed by the local purchasing ordinance? ___Yes _X_No
| Introduction |
| Summary of Evaluation Panel Activity |
File details come from the government source that posted it. Updated .