Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  12-000329

 

MEETING DATE:

05/01/12

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

Child Support Services   (Approved)

Department contact person(s):

Juana Lopez (714) 347-8903 

 

 

Jim Gorzo (714) 347-4955

 

 

Subject:  Subordinate Agreement with Hyland Software, Inc.

 

      ceo Concur

County Counsel Review

Clerk of the Board

Concur

N/A

Consent Calendar

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost: $13,638

Annual Cost: $81,829  (05/01/12 - 06/30/13)

 

 

 

    Staffing Impact: No

# of Positions:

Sole Source: Yes

    Current Fiscal Year Revenue: N/A

    Funding Source: Federal:  66%, State:  34%

 

    Prior Board Action: N/A

 

RECOMMENDED ACTION(S):

 

 

Authorize the Purchasing Agent or his authorized Deputy to execute sole source Agreement #MA-027-12011501 with Hyland Software, Inc. as a subordinate of County Regional Cooperative Agreement MA-017-10012546, for Onbase licenses, software maintenance and support, commencing on May 1, 2012 through June 30, 2013, in an amount not to exceed $95,467. 

 

 

 

 

SUMMARY:

 

 

The Department of Child Support Services is requesting Board authorization for the County Purchasing Agent or his authorized designee to execute sole source Agreement #MA-027-12011501 with Hyland Software, Inc. as a subordinate of County Regional Cooperative Agreement MA-017-10012546, for the provision of Onbase licenses, software maintenance and support.

 

 

 

 

BACKGROUND INFORMATION:

 

 

The Plan of Cooperation between the Orange County Department of Child Support Services (CSS) and the State Department of Child Support Services (DCSS) requires CSS to implement a quality assurance and performance improvement program.  The program consists of Federal and State performance goals, delivery of enhanced program services, and ongoing self-assessment to evaluate performance improvement in compliance with program requirements.

 

In July 2010, as part of an ongoing self-assessment of CSS, a committee was assigned to conduct a Department-Wide Correspondence Assessment (DWCA) of incoming and outgoing mail correspondence with customers, other jurisdictions, county agencies, and local child support agencies.  The purpose of the assessment was to evaluate CSS current business practices, identify process improvements and ensure business objectives were met by maximizing the current child support system (CSE) through the use of a virtual mail processing solution.

 

The committee worked closely with staff from the mailroom and other areas of the office to review business processes.   The committee documented the business processes and workflow diagrams to track progress, and identify current methods for routing of correspondence. The information was analyzed and documented identifying several business efficiencies in areas such as customer service, staff development, technology, and for processing correspondence.  Recommendations for change were made for mail distribution, assignment of correspondence, mail prioritization and development of virtual mail services. All of the recommendations in the assessment were implemented with the exception of the creation of a virtual mailroom.

 

CSS received approval from DCSS to use Child Support funding to design and implement virtual mail services.  CSS is requesting permission from your Honorable Board to enter into an agreement with Hyland Software Inc. for the purchase of Onbase imaging licenses, software maintenance and support.  Onbase licenses, software maintenance and support, are used throughout the County.  This software provides for the conversion of paper records to electronic format thus reducing storage space and paper costs, increasing the security of records, increasing the accessibility of the records and allowing for more efficient handling of records.  

 

On June 7, 2011, the County Procurement Office received Board authorization to execute sole source County Regional Cooperative Agreement # MA-027-10012546 with Hyland Software, Inc. for Onbase licenses, software maintenance and support, for the period of July 1, 2011 through June 30, 2014.

 

CSS is requesting Board authorization to execute sole source agreement #MA-027-12011501 with Hyland Software, Inc. as a subordinate of County Regional Cooperative Agreement for the purchase of Onbase licenses, software maintenance and support, in the amount not to exceed $95,467 for the period of May 1, 2012, through June 30, 2013.  The subordinate agreement includes reinstating a previously cancelled agreement with Hyland Software, Inc. for Onbase licenses, software maintenance and support.  Hyland has agreed to honor the cancelled agreement at the maintenance renewal price resulting in a $9,611 savings for CSS.

 

CSS will conduct an assessment of licensing needs in the first year of services to ensure concurrent user and workflow licenses meet the demand of the department.  CSS will return to the Board for authorization to execute a renewal of software maintenance for the Onbase licenses. 

 

Copies of the Master Agreement and the subordinate contract are on file with the Clerk of the Board for review.

 

The proposed agreement contains language permitting reduction or termination without penalty if approved funding or appropriations are reduced or terminated.

 

 

 

FINANCIAL IMPACT:

 

Expense is budgeted by CSS.  There will be no augmentation to the budget and no net cost to County for this agreement.

 

 

STAFFING IMPACT:

 

N/A

 

EXHIBIT(S):

 

Exhibit I:  Sole Source Justification

 

ATTACHMENT(S):

 

Attachment A:  Agreement MA-027-12011501, a subordinate to County Regional Cooperative Agreement #MA-017-10012546