Title
a. Approve Amendment No. 8 to Professional Services Agreement No. A-10268 with Cascade Software Systems, Inc. to continue to provide services associated with maintenance and modifications to the Windows-based Cost Accounting Management System (Win-CAMS) for the Resource Management Agency and implement an interface of payroll data between Win-CAMS and Advantage, the County's financial system, in the amount of $47,876.26 for a total amount not to exceed $450,937.73, and extend the term to June 30, 2014; and
b. Authorize the Contracts/Purchasing Officer to execute Amendment No. 8 to Professional Services Agreement No. A-10268 and future amendments that do not significantly alter the scope of work or change the approved Agreement amount.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve Amendment No. 8 to Professional Services Agreement No. A-10268 with
Cascade Software Systems, Inc. to continue to provide services associated with
maintenance and modifications to the Windows-based Cost Accounting Management
System (Win-CAMS) for the Resource Management Agency and implement an interface
of payroll data between Win-CAMS and Advantage, the County's financial system, in
the amount of $47,876.26 for a total amount not to exceed $450,937.73, and extend the
term to June 30, 2014; and
b. Authorize the Contracts/Purchasing Officer to execute Amendment No. 8 to
Professional Services Agreement No. A-10268 and future amendments that do not
significantly alter the scope of work or change the approved Agreement amount.
SUMMARY/DISCUSSION:
On September 13, 2005, the Board of Supervisors approved Professional Services Agreement (PSA) No. A-10268 with Cascade Software Systems, Inc. in the amount of $42,000 to provide maintenance and modifications to the Windows-based Cost Accounting Management Systems (Win-CAMS) database for the Public Works and Planning and Building Inspection Departments for a term to June 30, 2006.
On March 28, 2006, the Board of Supervisors approved Amendment No. 1 to PSA No. A-10268 in the amount of $55,000 for a total amount not to exceed $97,000 to provide additional services relating to the creation and implementation of a single Win-CAMS database for the Resource Management Agency (RMA) by combining the Public Works, Planning, and Building Services Departments' databases for Fiscal Year (FY) 2006-2007 and extended the term to June 30, 2007.
On January 9, 2007, the Board of Supervisors approved Amendment No. 2 to PSA No. A-10268 in the amount of $60,000 for a total amount not to exceed $157,000 to provide additional services relating to the implementation of a single Win-CAMS database for the RMA and additional maintenance and modifications for incorporation of General Services into the database for FY 2007-2008 and extended the term to June 30, 2008.
On March 25, 2008, the Board of Supervisors approved Amendment No. 3 to PSA No. A-10268 in the amount of $40,000 for a total amount not to exceed $197,000 to continue to provide services associated with maintenance and modifications to Win-CAMS for the RMA for FY 2008-2009 and extended the term to June 30, 2009.
On June 2, 2009, the Board of Supervisors approved Amendment No. 4 to PSA No. A-10268 in the amount of $101,700 for a total amount not to exceed $298,700 to continue to provide services associated with maintenance and modifications to Win-CAMS for the RMA through December 31, 2010 and extended the term to December 31, 2010.
On September 28, 2010, the Board of Supervisors approved Amendment No. 5 to PSA No. A-10268 in the amount of $35,000 for a total amount not to exceed $333,700 to continue to provide services associated with maintenance and modifications to Win-CAMS for the RMA through December 31, 2011 and extended the term to December 31, 2011.
On August 23, 2011, the Board of Supervisors approved Amendment No. 6 to PSA No. A-10268 in the amount of $34,347.51 for a total amount not to exceed $368,047.51 to continue to provide services associated with maintenance and modifications to Win-CAMS for the RMA through June 30, 2012, as well as provide for an interface between Win-CAMS and Advantage, the County's financial system, and extended the term to June 30, 2012.
On June 12, 2012, the Board of Supervisors approved Amendment No. 7 to PSA No. A-10268 in the amount of $35,013.96 for a total amount not to exceed $403,061.47 to continue to provide services associated with maintenance and modifications to Win-CAMS for the RMA through June 30, 2013, including maintenance to the interface between Win-CAMS and Advantage, the County's financial system, and extended the term to June 30, 2013.
Amendment No. 8 provides for continued services associated with maintenance and modifications to Win-CAMS for the RMA for FY 2013-2014 and implementation of an interface of payroll data between Win-CAMS and Advantage. Amendment No. 8 will increase this PSA by $47,876.26 for a total amount not to exceed $450,937.73 and extend the term to June 30, 2014.
OTHER AGENCY INVOLVEMENT:
County Counsel and Auditor-Controller Offices have reviewed and approved Amendment No. 8 as to form and legality, and fiscal provisions, respectively. The Risk Management Office does not approve Amendment No. 8 as it pertains to a change the Contractor has proposed to Paragraph 9.02, Other Insurance Requirements, of the PSA. The Contractor is requesting a waiver of an endorsement to the Automobile Liability policy naming “the County of Monterey, its officers, agents, and employees” as Additional Insureds and further providing that such insurance is primary and non-contributory. However, RMA Staff requests that the Board of Supervisors approve Amendment No. 8 as travel will not be required by the Contractor to perform services from this point forward and the Contractor has provided the required Automobile Liability coverage as approved by the Risk Management Office.
FINANCING:
The cost of Amendment No. 8 was budgeted in the FY 2013-2014 Resource Management Agency Administration adopted budget (Fund 001, Department 3000, Unit 8222, Account 6613).
Prepared by: Augusto C. Capinguian, Finance Manager II, (831) 755-4824 and Jackson L. Dy, Departmental Information Systems Manager, (831) 755-5194
Approved by: Benny J. Young, Resource Management Agency Director
Attachments:
Attachment A - Amendment No. 8 to PSA
Attachment B - PSA No. 1 - 7