Title
a. Approve Amendment No. 2 to Standard Agreement No. A-12072 with Valsoft Corporation Inc. dba Cascade Software Systems to continue to provide maintenance, upgrades and modifications to the Windows-based Cost Accounting Management System (Win-CAMS), to increase the not to exceed amount by $204,740, for a total amount not to exceed $583,470 and extend the expiration date from June 30, 2022 for three (3) additional years through June 30, 2025, for a revised term from July 1, 2014 to June 30, 2025; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 2 to Agreement No. A-12072 and future amendments to the Agreement where the amendments 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. 2 to Standard Agreement No. A-12072 with Valsoft Corporation Inc. dba Cascade Software Systems to continue to provide maintenance, upgrades and modifications to the Windows-based Cost Accounting Management System (Win-CAMS), to increase the not to exceed amount by $204,740, for a total amount not to exceed $583,470 and extend the expiration date from June 30, 2022 for three (3) additional years through June 30, 2025, for a revised term from July 1, 2014 to June 30, 2025; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 2 to Agreement No. A-12072 and future amendments to the Agreement where the amendments do not significantly alter the scope of work or change the approved Agreement amount.
SUMMARY/DISCUSSION:
Valsoft Corporation Inc. dba Cascade Software Systems (Valsoft), formerly Cascade Software Systems, Inc., developed a specialized Cost Accounting Management System (CAMS) for over 28 county public works departments throughout the State of California. The County of Monterey Department of Public Works, Facilities, & Parks (PWFP) has utilized Valsoft’s software system and maintenance services since 1993. In 2005, Valsoft 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 to track expenditures and payroll and to comply with reporting requirements mandated by the State of California. Since 2005, Valsoft provided these services to PWFP under a separate Agreement which expired on June 30, 2014. The need to continue with these services for this specialized software was identified prior to June 30, 2014, and on June 24, 2014 the Board of Supervisors approved Standard Agreement (SA) No. A-12072 with Valsoft to provide maintenance, upgrades and modifications to Win-CAMS (services) with a term effective July 1, 2014.
Staff recommends that the Board of Supervisors approve proposed Amendment No. 2 to the SA for the continued provision of services provided by Valsoft. Amendment No. 2 (Attachment A) increases the not to exceed SA amount of $378,730 by $204,740, for a total not to exceed amount of $583,470 and extends the expiration date from June 30, 2022 for three (3) additional years through June 30, 2025, for a revised term from July 1, 2014 to June 30, 2025.
Attachments B through D, provided for reference, include Amendment No. 1 to the SA, Agreement and Consent to Assignment to the SA and SA No. A-12072. Attachments E and F provide a summary of the SA and a summary of the annual expenditures and balance to the SA.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and Auditor-Controller’s Office have reviewed and approved Amendment No. 2 as to form, and fiscal provisions, respectively.
FINANCING:
The SA with Valsoft requires an annual payment to be made in July, for the period July 1st through June 30th during the term of the SA. Amendment No. 2 will allow for continued maintenance and upgrades to Win-CAMS, extends the SA for three (3) years at an annual cost of $57,015 for Fiscal Year (FY) 2022-2023, $59,866 for FY 2023-2024, and $62,859 for FY 2024-2025 for a total amount not to exceed $179,740. The cost associated with the 2022-2023 services are included in the 2022-2023 Recommended Budget for PWFP Road Fund 002, Department 3200, Appropriation Unit PFP004. Additional annual costs for services will be budgeted in each future FY for the extended term of the SA. Amendment No. 2 further allows for modifications to Win-CAMS on an as needed basis and for a cost that does not exceed $25,000 for FY 2022-2025.
BOARD OF SUPERVISORS’ STRATEGIC INITIATIVES:
The recommended action supports the Board of Supervisors’ Strategic Initiatives by allowing County staff to continue to utilize Win-CAMS to assist PWFP with financial tracking.
__ Economic Development
X Administration
__ Health & Human Services
__ Infrastructure
Public Safety
Prepared by: Crystal Corpuz, Finance Manager I (831) 755-4919
Dalia Mariscal-Martinez, Management Analyst III
Reviewed by: Tom Bonigut, PE, Assistant Director of Public Works, Facilities, & Parks
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities, & Parks
The following attachments are on file with the Clerk of the Board:
Attachment A - Amendment No. 2 to SA
Attachment B - Amendment No. 1 to SA
Attachment C - Agreement and Consent to Assignment of SA
Attachment D - SA
Attachment E - Summary of SA
Attachment F - Summary of SA Annual Expenditures and Balance