Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  19-001372

 

MEETING DATE:

01/14/20

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

Auditor-Controller   (Approved)

Department contact person(s):

Phil Daigneau 714-834-6277 

 

 

Frank Davies 714-834-2450

 

 

Subject:  Amendment Four to CAPS+ Advantage Software Upgrade Contract

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost: $19,427

Annual Cost: FY 2020-21  $12,213

 

 

 

    Staffing Impact:

No

# of Positions:

Sole Source: Yes

    Current Fiscal Year Revenue: N/A

  Funding Source: GF: 100%

County Audit in last 3 years: No

 

 

    Prior Board Action: 12/10/2019 #S29D, 06/27/2017 #33, 9/27/2016 #19, 6/28/2016 #50

 

RECOMMENDED ACTION(S):

 

Authorize the Auditor-Controller, or authorized designee, to execute Amendment Four to sole source contract with CGI Technologies and Solutions Inc. for maintenance and support services required for the County’s Performance Budgeting system in the amount of $31,640 for a revised cumulative contract amount not to exceed $11,691,467.

 

 

 

 

SUMMARY:

 

Approval of Amendment Four will provide maintenance and support for new third-party software required for the upgrade of the County’s Performance Budgeting system, which will allow the County to take advantage of improvements and new functionalities, ensure the latest security measures are in place, and enable all associated systems and departments to maintain current Internet browser levels.

 

 

 

BACKGROUND INFORMATION:

 

The County's Performance Budgeting system (PB) is a vital component of the County's infrastructure. PB is an integrated component of the County's current CAPS+ Enterprise Resource Planning suite of software, which includes the Finance and Human Resources (HR)\Payroll systems. On December 10, 2019, the Board of Supervisors (Board) approved the PB upgrade project. The County implemented PB version 3.10 in 2014. An upgrade to version 4.1 is required to mitigate the risk of operating on an unsupported system.

 

PB is required for the County to manage and report financial functions in an efficient, cost-effective and responsive manner. The County Budget Office uses this web-based application for long-range strategic financial planning and to prepare and balance annual operating budgets. PB is a sophisticated system requiring regular program maintenance to stay abreast of system improvements and Information Technology environment changes.

 

PB is licensed to the County by CGI Technologies and Solutions Inc. (CGI). CGI releases updates to the software periodically, offering new functionality with each release. In order to receive patches to PB, the County must stay within two major releases of the current software version offered. Staying current with the growing technology will allow the County to take advantage of improvements made to the software, ensure the latest security measures are in place and allow all associated systems and departments the ability to upgrade existing desktop browsers and be in compliance with other applications.

 

The upgrade requires Amendment Four to the current CGI ten-year maintenance and support Contract MA-003-11012413 to provide maintenance for new third-party software required for the PB upgrade. On June 28, 2016, the Board approved Amendment One to allow files to be attached in the CAPS+ Finance system to a transaction throughout the transaction’s life cycle including after the final approval of the transaction. The Board approved Amendment Two on September 27, 2016, to include the proprietary CGI "OnBase Adaptor" software license at no cost. The Board approved Amendment Three on June 27, 2017, for the modification of the CAPS+ HR\Payroll system. Amendment Four will add a total of $31,640 to the value of Contract MA-003-11012413 over the remaining term of the contract.

 

This is a sole source contract with CGI and a completed Sole Source Request form is attached to this Agenda Staff Report. The Contractor’s performance has been confirmed as satisfactory. The County Executive Office has verified there are no concerns that must be addressed with respect to Contractor’s ownership/name, litigation status or conflicts with County interests. This contract does not currently include subcontractors or pass through to other providers. See Attachment C for Contract Summary Form.  Appropriations for this Contract are included in Budget Control 014, CAPS Program, FY 19-20 budget and will be included in the budget for future years.

 

 

 

 

FINANCIAL IMPACT:

 

Appropriations for Amendment Four are included within existing appropriations in Budget Control 014, CAPS Program, FY 2019-20 budget and will be included in the budget for future years.

 

 

FY 2019-20

FY 2020-21

Current PB & Third Party Bundled Software Maintenance and License Fees

$    201,265

$    207,303

Required PB Upgrade Third Party Bundled Software Changes Maintenance and License Fees

$      19,427

$      12,213

Total PB & Third Party Bundled Software Maintenance and License Fees

$     220,692

$    219,516

 

 

 

STAFFING IMPACT:

 

N/A

 

 

 

ATTACHMENT(S):

 

Attachment A – Contract MA-003-11012413 Amendment Four
Attachment B – Sole Source Request MA-003-11012413
Attachment C – Contract Summary Form MA-003-11012413 Amendment Four
Attachment D – Contract MA-003-11012413 Amendment One
Attachment E – Contract MA-003-11012413 Amendment Two
Attachment F – Contract MA-003-11012413 Amendment Three