Title
a. Authorize the Chief Information Officer to execute Amendment No. 21 to the non-standard Master Proprietary Software Maintenance Services and Enhanced Maintenance Services (EMS) (A-11135), with CGI Technologies and Solutions, Inc. to extend the County’s Enterprise Resource Planning (ERP) software environment, adding $1,447,433 to the existing contract for a total amount not to exceed $12,993,931 and extending the term for one year through June 30, 2027; and
b. Authorize the Chief Information Officer to execute Amendment No. 10 to the non-standard Proprietary Software License Agreement No. 1396836 (A-16870), with CGI Technologies and Solutions, Inc. to extend the use of software for one year through June 30, 2027; and
c. Authorize Chief Information Officer or his designee to execute renewals, and order forms as necessary to secure services as required by the County.
d. Authorize the Chief Information Officer the option to execute up to one additional amendment to this Agreement, each extending the term by one year, where the additional costs per year do not exceed 10% of the cost of the prior year, with an aggregate Not to Exceed amount of $14,586,107 subject to County Counsel review, and provided that the terms and conditions of the agreement remain substantially the same.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the Chief Information Officer to execute Amendment No. 21 to the non-standard Master Proprietary Software Maintenance Services and Enhanced Maintenance Services (EMS) (A-11135), with CGI Technologies and Solutions, Inc. to extend the County’s Enterprise Resource Planning (ERP) software environment, adding $1,447,433 to the existing contract for a total amount not to exceed $12,993,931 and extending the term for one year through June 30, 2027; and
b. Authorize the Chief Information Officer to execute Amendment No. 10 to the non-standard Proprietary Software License Agreement No. 1396836 (A-16870), with CGI Technologies and Solutions, Inc. to extend the use of software for one year through June 30, 2027; and
c. Authorize Chief Information Officer or his designee to execute renewals, and order forms as necessary to secure services as required by the County.
d. Authorize the Chief Information Officer the option to execute up to one additional amendment to this Agreement, each extending the term by one year, where the additional costs per year do not exceed 10% of the cost of the prior year, with an aggregate Not to Exceed amount of $14,586,107 subject to County Counsel review, and provided that the terms and conditions of the agreement remain substantially the same.
SUMMARY:
CGI Technologies and Solutions, Incorporated (CGI) has provided the County’s Enterprise Resource Planning (ERP) system, providing proprietary software product known as CGI Advantage, which integrates Human Resource Management, Payroll and Financial functions. The Budgeting function has been migrated to Oracle EPM. The County is migrating the Human Resource Management, Payroll, and Financial functions from CGI Advantage to Oracle Fusion Cloud and expects completion by June 2027. Amendments No. 10 and No. 21 will allow the County to continue the usage of CGI software and maintenance services during the final integration with Oracle Fusion Cloud product.
DISCUSSION:
On April 1, 2008, the Board authorized the Contracts/Purchasing Officer to sign a Master Proprietary Software Maintenance Agreement (No. 1402716) with CGI Technologies and Solutions, Inc. This agreement maintains the County’s Enterprise Resource Planning system, covering HR, payroll, finance, and budgeting. In 2019, the Information Technology Department assumed management of the contract.
Subsequent amendments provided for the continued enhanced maintenance and expanded support coverage of third-party bundled software enhancements while the County migrates the Human Resource Management, Payroll, Financial, and Budgeting functions to Oracle Fusion Cloud.
Proposed Amendment No. 10 allows the County to continue to use CGI proprietary software and third-party bundled products, such as Adobe RoboHelp, Adobe FrameMaker, Finite Matters, Ltd. PatternStream, and IBM WebSphere Application Server.
Proposed Amendment No. 21 provides for maintenance of CGI Advantage code base and issue resolution support. It also includes tax releases and year-end patch set delivery along with access to a toll-free support line for urgent issues, extended phone support services, and discretionary service hours for additional CGI support.
Neither Amendment Nos. 10 or 21 to the Master Proprietary Software Maintenance Agreement No. 1402716 changes non-standard provisions previously approved by the Board. Both amendments provide that all contract terms remain unchanged, except as specified by the amendments.
The Chief Information Officer recommends the approval of Amendment No. 10 and No. 21 to continue services with CGI while the County migrates to Oracle Fusion Cloud.
OTHER AGENCY INVOLVEMENT/COMMITTEE ACTIONS:
County Counsel does not approve continuance of non-standard provisions, as provided by Amendment No. 21 to Agreement No. 14024716. Auditor-Controller’s Office reviewed the contract but does not agree to the non-standard payment provisions.
FINANCING:
The funds for payment of the costs of this Agreement have been included in the FY 2026-2027 Requested Budget for the Information Technology, ITD 1930, Appropriations Unit INF002.
BOARD OF SUPERVISORS STRATEGIC PLAN GOALS:
Approval of the proposed amendments will enable the County to reliably perform essential County business functions.
____ Well-Being and Quality of Life
____ Sustainable Infrastructure for the Present and Future
____ Safe and Resilient Communities
____ Diverse and Thriving Economy
____ Dynamic Organization and Employer of Choice
X Administrative
Prepared by: Sandra Shaffer, Management Analyst III, 759-6957
Approved by: Eric A. Chatham, Chief Information Officer, 759-6920
Attachments:
Amendment No. 21 PSM, No. 1402716
Amendment No. 10 PSL, No. 1396836
Amendment No. 20 PSM & No. 9 PSL
EMS Excel Cost Breakdown