Title
a. Approve Standard Agreement with Cascade Software Systems, Inc. to provide maintenance, upgrades and modifications to the Windows-based Cost Accounting Management System (Win-CAMS) software for the Resource Management Agency, for a total amount not to exceed $230,000 for the term of July 1, 2014 through June 30, 2019; and
b. Authorize the Contracts/Purchasing Officer to execute the Standard Agreement and up to three (3) 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 Standard Agreement with Cascade Software Systems, Inc. to provide maintenance, upgrades and modifications to the Windows-based Cost Accounting Management System (Win-CAMS) software for the Resource Management Agency, for a total amount not to exceed $230,000 for the term of July 1, 2014 through June 30, 2019; and
b. Authorize the Contracts/Purchasing Officer to execute the Standard Agreement and up to three (3) future amendments that do not significantly alter the scope of work or change the approved Agreement amount.
SUMMARY/DISCUSSION:
Cascade Software Systems, Inc. (Cascade) developed a specialized Cost Accounting Management System (CAMS) for over 28 county public works departments throughout the State of California. The Monterey County Resource Management Agency (RMA) - Public Works has utilized Cascade's software system and maintenance services since 1993. In 2005, Cascade further developed the software into a Windows-based Cost Accounting Management System (Win-CAMS). At that point, the CAMS software was upgraded to the Win-CAMS software and was implemented to track expenditures and payroll for various divisions within the RMA and to comply with reporting requirements mandated by the State of California. Since 2005, Cascade provided these services under a separate Agreement with RMA which will be expiring on June 30, 2014. The RMA has identified a need to continue with these services for this specialized software.
This new Standard Agreement (SA) with Cascade will allow for the continuation of maintenance, upgrades and modifications to the Win-CAMS software in an amount not to exceed $230,000 for a term of July 1, 2014 through June 30, 2019.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel, Auditor-Controller and Risk Management Offices have reviewed and approved the SA as to form and legality, and fiscal and insurance provisions, respectively.
FINANCING:
Pending Board approval, the cost associated with the initial year of the SA is included in the Fiscal Year (FY) 2014-15 Recommended Budget for Resource Management Agency Administration (Fund 001, Department 3000, Unit 8222, Appropriations Unit RMA 013, Account 6613). Additional annual costs for services will be budgeted in each future FY for the term of the SA.
Prepared by: Augusto C. Capinguian, Finance Manager II, (831) 755-4824
Approved by: Benny J. Young, P.E., RMA Director
Attachments: SA with Cascade Software Systems, Inc. (Attachment on file with the Clerk of the Board)