DATE: January 10, 2017
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Maintenance Agreement with Cascade Software Systems
RECOMMENDED ACTION(S):
TITLE
1. Make a finding that it is in the best interest of the County to waive the competitive bidding process consistent with Administrative Policy No. 34 under the "unusual or extraordinary circumstances" provision for the continued delivery of software support and maintenance services for the WIN-CAMS cost accounting system.
2. Approve and authorize the Chairman to execute the agreement with Cascade Software Systems, Inc. to provide software support and maintenance services over an initial three-year term with two one year automatic extensions for a total of five years ($307,468.45).
REPORT
Approval of the recommended actions will allow for continued maintenance and support services for the WIN-CAMS cost accounting software system. The current maintenance expires January 10, 2017. This system was specifically designed by Cascade Software Systems to accommodate the reporting requirements of the State Controller's Annual Road Report as well as the operational needs of the public works agencies. It is the only system specifically designed to do so within the State of California.
ALTERNATIVE ACTION(S):
The Department purchased the software system in 2004 and annual maintenance is necessary. If the recommended actions were not approved, the purchase and implementation of a new software system would be an additional expense, therefore the Department feels there are no viable options.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
Cascade Software Systems Inc. has provided the WIN-CAMS software system and continued support and maintenance of the system for over a decade. The WIN-CAMS system was specifically designed by Cascade Software Systems to accommodate the reporting requirements of the Annual Road Report that is submitted to the State C...
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