Title
a. Approve and authorize the Chief Information Officer to execute Amendment No. 20 to the Master Proprietary Software Maintenance Services and Enhanced Maintenance Services (EMS), with CGI Technologies and Solutions, Inc. to extend the County’s Enterprise Resource Planning (ERP) software environment, adding $2,797,934 to the existing contract for a total amount not to exceed $10,511,146, and extending the term for two years through June 30, 2026;
b. Approve and authorize the Chief Information Officer to execute Amendment No. 9 to the Proprietary Software License Agreement No. 1396836, with CGI Technologies and Solutions, Inc. to extend the use of software for two years through June 30, 2026;
c. Authorize Chief Information Officer or his designee to execute order forms as necessary to secure services as required by the County; and
d. Authorize the Chief Information Officer the option to execute up to three (3) additional amendments 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 $15,604,785 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. Approve and authorize the Chief Information Officer to execute Amendment No. 20 to the Master Proprietary Software Maintenance Services and Enhanced Maintenance Services (EMS), with CGI Technologies and Solutions, Inc. to extend the County’s Enterprise Resource Planning (ERP) software environment, adding $2,797,934 to the existing contract for a total amount not to exceed $10,511,146, and extending the term for two years through June 30, 2026;
b. Approve and authorize the Chief Information Officer to execute Amendment No. 9 to the Proprietary Software License Agreement No. 1396836, with CGI Technologies and Solutions, Inc. to extend the use of software for two years through June 30, 2026;
c. Authorize Chief Information Officer or his designee to execute order forms as necessary to secure services as required by the County; and
d. Authorize the Chief Information Officer the option to execute up to three (3) additional amendments 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 $15,604,785 subject to County Counsel review, and provided that the terms and conditions of the agreement remain substantially the same.
SUMMARY:
CGI Technologies and Solutions, Inc. (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, Financial and Budgeting functions. The County is currently migrating from CGI Advantage to Oracle Fusion Cloud, which is scheduled to be completed before June 2026. Amendments No. 9 and No. 20 will allow the County to continue CGI services without interruption.
DISCUSSION:
On April 1, 2008, the Board of Supervisors approved and authorized the Contracts/Purchasing Officer to sign the Master Proprietary Software Maintenance Agreement, No. 1402716 with CGI Technologies and Solutions, Inc. (CGI). The Agreement supports the County’s ERP system, i.e., its Human Resource Management, Payroll, Financial and Budgeting functions. In 2019, The Information Technology Department (ITD) secured the terms and management of the CGI Agreement.
Subsequent amendments allowed for the increased maintenance and support coverage of third-party bundled software enhancements. Subsequent amendments also provided for the provision of enhanced maintenance services required to support unique County business practices.
Proposed Amendment No. 9 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. 20 is for maintenance of CGI Advantage code base, issue resolution support, tax releases and patch set delivery. It also includes Enhanced Maintenance Services (EMS) which allows for a toll-free number to report any urgent issues, Extended Phone Support Services, and Discretionary Service Hours for additional CGI support.
Neither Amendment Nos. 9 or 20 to the Master Proprietary Software Maintenance Agreement No. 1402716 change 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. 9 and No. 20 to continue services with CGI while the County migrates to Oracle Fusion Cloud.
OTHER AGENCY INVOLVEMENT:
County Counsel does not approve continuance of non-standard provisions, as provided by Amendment No. 20 to Agreement No. 14024716. Auditor-Controller’s Office reviewed the contract but does not agree to the non-standard payment provisions.
FINANCING:
Funding is included in the FY 24-25 Information Technology Department budget under Fund 001, Department 1930, Appropriation Unit INF002.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Approval of the proposed amendments will enable the County to reliably perform essential County business functions.
__Economic Development
X Administration
__Health & Human Services
__Infrastructure
__Public Safety
Prepared by: Sandra Shaffer, Management Analyst III, 759-69578
Approved by:
____________________________ Date: ________________
Eric A. Chatham, Chief Information Officer, 759-6920
Attachments:
CGI Master Proprietary Agreement
CGI Amendment No. 19
CGI Amendment No. 20
CGI Amendment No. 8
CGI Amendment No. 9