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Agenda Item
ASR
Control 19-000988 |
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MEETING DATE: |
09/24/19 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
All Districts |
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SUBMITTING
Agency/Department: |
County Executive Office (Approved) |
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Department contact
person(s): |
Joel Golub (714) 834-6827 |
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Shane Silsby (714) 667-9700 |
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Subject: Amendment to Contract for
Land Management System Support
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ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: No |
Current Year Cost:
$255,000 |
Annual Cost:
N/A |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
Yes |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 3/26/2019
#15, 10/25/2016 #36, 12/08/2015 #39 |
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RECOMMENDED ACTION(S):
Authorize the County Procurement Officer or authorized Deputy to execute Amendment No. 1 to extend Contract with Deloitte Consulting LLP for Salesforce services effective January 1, 2020, through June 30, 2020, in an amount not to exceed $255,000, for a revised cumulative contract total amount not to exceed $580,000.
SUMMARY:
Approval of the contract extension with Deloitte Consulting LLP will allow the County of Orange to receive timely and needed support on the OC Public Works Land Management System.
BACKGROUND INFORMATION:
On December 8, 2015, the Board of Supervisors (Board) approved OC Public Works Contract MA-080-16010778 (OCPW Contract) with Carahsoft Technology Corporation (Carahsoft), effective December 8, 2015, through May 31, 2018, in an amount not to exceed $4,000,000 for integration of the Customer Relationship Management (CRM) and Land Management System (LMS) solutions. On October 25, 2016, the Board approved Amendment #1 to OCPW Contract in which Carahsoft partnered with Deloitte Consulting LLP to provide development, integration and implementation support services for the LMS at a reduced firm fixed price of $3,981,229 for the services, and running through June 30, 2018. The Contract also included recurring annual subscription fees from July 1, 2018, to June 30, 2022, at a firm fixed price of $2,194,465 for a revised total amount of $6,175,694. The CRM system was implemented in April 2017 and the LMS was deployed in January 2019.
The CRM/LMS solutions incorporate customer service center functions within OC Public Works by linking the issuance, tracking, inspections and enforcement of various permitting types, all leveraging a common database. This solution enables more efficient business transactions and information sharing, better collaboration internally across multiple service areas and added value through a more streamlined and efficient reporting of metrics. The implementation of a multitenant cloud solution also allows staff and the public to access information from anywhere, anytime from mobile devices.
Under the OCPW Contract, Carahsoft was contractually committed to eight weeks of post go-live support, which ended on March 22, 2019. Following expiration of the OCPW Contract with Carahsoft, County Executive Office, Office of Information Technology (OCIT), has been responsible for providing maintenance and support of the LMS.
In preparation for taking on this responsibility, on March 26, 2019, OCIT requested and the Board approved a new contract, MA-017-19011114 (Contract), with Deloitte Consulting LLP for Salesforce services through December 31, 2019, in an amount not to exceed $325,000. In accordance with the Contract, OCIT and contractor staff have been working together to handle all enhancements, system issues, changes and deployments in LMS. Moreover, contractor staff have provided technical training, updated technical documentation and furnished in-depth knowledge transfer to OCIT staff.
A transition plan has been executed successfully and County staff is currently leading the support and maintenance activities of LMS. Since the implementation, both constituents and internal staff have been requesting changes to the system. In addition, enhancements to the customer portal and back-office functions are needed to automate additional tasks and increase the processing speed. One of OCIT’s team members supporting the system retired at the end of March 2019, which contributed to the growing backlog of requests for changes and enhancements to the system. It is essential to have additional support to address these requests until County staff replacement is hired and trained to work on this platform. OCIT is requesting an extension of Contract with Deloitte Consulting LLP for LMS Support, specifically to retain one contractor staff for an additional six months, through June 30, 2020.
This contract does not currently include subcontractors or pass through to other providers. See Attachment C for Contract Summary Form.
OCIT staff have conducted due diligence on the contractor. The Contractor’s performance has been confirmed as satisfactory.
FINANCIAL IMPACT:
The LMS maintenance extension support not-to-exceed service cost is $255,000. Appropriations for this contract amendment is not budgeted in FY 2019-20. Budget Control 037, OCIT Shared Services, will use the existing appropriations to encumber the contract amendment and submit required adjustment for Board approval in the FY 2019-20 First Quarter Budget Report. Budget Control 037, OCIT Shared Services will cost apply actual cost to Budget Control 071, Building & Safety Services. Budget Control 071 has sufficient appropriations to reimburse Budget Control 037.
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Fiscal Year |
Contract Amount |
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FY 2019-20 |
$255,000 |
STAFFING IMPACT:
N/A
REVIEWING AGENCIES:
OC Public Works
ATTACHMENT(S):
Attachment A – Amendment No. 1 to Contract MA-017-19011114
Attachment B – Contract Summary Form
Attachment C – Sole Source Approval