Title
a. Approve Amendment No. 1 to Standard Agreement No. A-12072 with Valsoft Corporation Inc. (formerly Cascade Software Systems, Inc.) 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 $148,729 for a total amount not to exceed $378,729; and to extend the expiration date for three (3) additional years for a revised term from July 1, 2014 to June 30, 2022; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 1 to Agreement No. A-12072 and three (3) 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. 1 to Standard Agreement No. A-12072 with Valsoft Corporation Inc. (formerly Cascade Software Systems, Inc.) 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 $148,729 for a total amount not to exceed $378,729; and to extend the expiration date for three (3) additional years for a revised term from July 1, 2014 to June 30, 2022; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 1 to Agreement No. A-12072 and three (3) future amendments to the Agreement where the amendments 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 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 expired on June 30, 2014. The RMA identified a need to continue with these services for this specialized software and executed Standard Agreement (SA) No. A-12072 with Cascade in the amount of $230,000 for a term of July 1, 2014 through June 30, 2019. Effective January 7, 2019, Cascade was purchased by Valsoft Corporation Inc. (Valsoft) and an Agreement and Consent to Assignment of Standard Agreement was approved by Cascade, Valsoft and the County.
Amendment No. 1 to the SA between the County and Valsoft allows for continued maintenance, upgrades and modification to Win-CAMS. Amendment No. 1 will increase the SA by $148,729 for a total amount not to exceed $378,729 and extends the expiration date for three (3) additional years for a revised term from July 1, 2014 to June 30, 2022.
The rate increase covers Valsoft’s costs for providing support to 21 modules and 189 active users.
Attachment D provides a summary of the SA and summary of its annual expenditures and balance.
OTHER AGENCY INVOLVEMENT:
The Offices of the County Counsel-Risk Management and Auditor-Controller have reviewed and approved Amendment No. 1 as to form and legality, 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. 1 will allow for continued maintenance, upgrades and modifications to Win-CAMS, extends the SA for three (3) years at an annual cost of $40,235 for Fiscal Year (FY) 2019-2020, $52,924 for FY 2020-2021, and $55,570 for FY 2021-2022 for a total amount not to exceed $148,729. The cost associated with the 2019-2020 services are included in the 2019-2020 Recommended Budget for the RMA Road Fund 002, Appropriation Unit RMA012. Additional annual costs for services will be budgeted in each future FY for the extended term of the SA.
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 the RMA with financial tracking.
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Prepared by: Jackson Dy, Departmental Information Systems Manager, (831) 755-5194
Reviewed by: Shawne Ellerbee, RMA Deputy Director of Administrative Services
Approved by: Carl P. Holm, AICP, RMA Director
Attachments:
Attachment A-Amendment No. 1 to SA
Attachment B-Agreement and Consent to Assignment of SA
Attachment C-Standard Agreement
Attachment D-Summary of SA and Annual Expenditures and Balance
(Attachments on file with the Clerk of the Board)