DATE: September 24, 2024
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: First Amendment to Agreement with Carahsoft Technology Corporation to add additional domains to the Cloud-Based Enterprise Asset Management Platform
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute First Amendment to Agreement No. 23-673 with Carahsoft Technology Corporation, for OpenGov, Inc.’s Cartegraph Cloud-Based Enterprise Asset Management Platform, through the NASPO Cooperative Agreement, effective upon execution, with no change to the potential five-year term, which includes a two-year base period and three optional one-year extensions, and a change to the maximum compensation payable under the Agreement of $1,626,437.
REPORT
There is no additional Net County Cost associated with the recommended action, which will update Exhibit A and Exhibit B to the Agreement with Carahsoft to include additional setup, integration, and training to the Department of Public Works and Planning, Resources Division - Special Districts Administration (PWP - Special Districts).
The following domains will be added as an amendment to an existing agreement: Parks and Recreation, Sanitary Sewer, Water Distribution, Water Treatment plants, and Wastewater treatment plants. By including these additional domains, the Department will have one centralized software solution that tracks all assets and enables efficient emergency response. This item is Countywide.
ALTERNATIVE ACTION(S):
Should your Board choose not to approve the recommended first amendment to the agreement, the Department will not be able to add additional domains to handle PWP - Special Districts.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. Maximum compensation payable under the potential five-year agreement is $1,626,436.80. Of the total maximum compensation under the First Amendment, PWP-Special Districts Org 9140 will be responsible for $360,459.03. Sufficient appropriations and estimated revenues are included in the PWP-Special Districts Org 9140 FY 2024-25 Adopted Budget and will be included in subsequent annual budget requests.
DISCUSSION:
On September 15, 2017, Carahsoft entered into Participating Addendum No. 7-17-40-05 with the State of California, Department of General Services under NASPO’s cooperative agreement No. AR2472. This allowed your Board to approve Agreement No. A-23-673 (Agreement) with Carahsoft to Acquire a Cloud-Based Enterprise Asset Management Platform on December 12, 2023.
This asset management software assists the Department meet its need for centralized reporting and data gathering and includes a system that collates tracked time, activity, location, and project notes. The software has worked well in the Divisions in which it has already been utilized. As such, the Department requests to amend the Agreement to add additional domains to handle Resources Division - Special Districts Administration, which consist of Parks and Recreation, Sanitary Sewer, Water Distribution, Water Treatment plants, and Wastewater treatment plants.
The recommended action does not include any change to the term of the agreement. The total compensation payable under the initial term is increased from $516,919.24 to $650,648.94. The compensation for Year 3 will increase from $237,608 to $309,528.26, the compensation for Year 4 will increase from $249,488.17 to $325,004.68, and the compensation for Year 5 will increase from $261,962.58 to $341,254,92.
REFERENCE MATERIAL:
BAI #49 December 12, 2023
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - First Amendment to Agreement with Carahsoft Technology Corporation
CAO ANALYST:
Salvador Espino