DATE: December 11, 2018
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director of Internal Services/Chief Information Officer
David Pomaville, Director, Department of Public Health
Steve White, Director, Department of Public Works and Planning
SUBJECT: Agreement with CSDC Inc.
RECOMMENDED ACTION(S):
TITLE
1. Approve and authorize the Chairman to execute an Agreement with CSDC Inc., to amend and restate, and replace and supersede existing and previously amended Agreement No. 14-069 for the implementation and upgrade of its AMANDA 7 system for the County’s building permit system and environmental health data management system, effective upon execution, not to exceed ten consecutive years, which includes a five-year base contract and five optional one-year extensions, total not to exceed $4,000,000.
2. Adopt Budget Resolution increasing the FY 2018-19 appropriations and estimated revenues for the Internal Services Department - Information Technology Division Org 8905 in the amount of $1,713,356 (4/5 vote).
REPORT
Approval of the recommended actions will allow the Department of Public Health to purchase and implement a new environmental health data management system (AMANDA) and supersede and replace the Department of Public Works and Planning’s current Agreement No. 14-069 with CSDC Inc., allowing the Department of Public Works to upgrade its current building permit system and implement a new public portal and inspector application. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended actions, the County would be unable to leverage the economy of scale to provide an enterprise level system for a more efficient delivery of services. The Department of Public Works and Planning would continue to utilize their existing agreement for maintenance and support of the AMANDA 6 version of the software system. The Department of Public Health would renegotiate and redraft a new and separate agreement with CSDC Inc. for its AMANDA 7 software system.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. All costs associated with these services are recovered through charges to user departments. Approval of the second recommended action will increase the appropriations and estimated revenues by $1,713,356 in the FY 2018-19 Internal Services Department - Information Technology Services, Org 8905 to cover the costs of purchasing and upgrading the data management system. Sufficient appropriations for the remaining term of the Agreement will be requested in future budget years.
DISCUSSION:
On February 25, 2014, the Board authorized the execution of an agreement with CSDC Inc. (CSDC) for continued maintenance and support services of its AMANDA system, which the Department of Public Works and Planning uses to track and report requirements for the issuance of building permits in Fresno County, in addition to code enforcement, enhanced controls for monetary transactions, and grading permits.
On September 29, 2017, the Internal Services Department’s Purchasing Division issued a Request for Proposal (RFP) through Public Purchase for replacement of the Department of Public Health’s environmental health data management system. Six proposals were received by the RFP’s closing date of November 15, 2017. A seven-member review committee composed of representatives from the Department of Public Health and the Department of Internal Services evaluated the proposals based upon the RFP specifications, proposed services, response quality, and costs. The three top-rated bidders provided demonstrations of their data management systems and were evaluated to determine which bidder’s system best met the Department of Public Health’s needs. The review committee unanimously recommended awarding CSDC the agreement due to the impressive and intuitive features of CSCD’s system, such as the advanced inspection and permitting tracking capabilities for complete service delivery. The system also provides a full audit trail, a mobile solution to allow staff to complete field-based inspections, and ease of functionality for staff to manage billing, build reports, and maintain administrative system functions.
Prior to beginning negotiations with CSDC for the implementation of the AMANDA 7 system for the Department of Public Health, it was brought to the attention of the Internal Services Department that the Department of Public Works and Planning had an existing maintenance agreement with CSDC for the AMANDA 6 system, which will expire on March 23, 2019. Concurrently, other County departments expressed the possibility of using the AMANDA software system to streamline business processes. These discussions resulted in the collaboration of an enterprise-level agreement between the County and CSDC Inc.
Approval of this new agreement will supersede the Department of Public Works and Planning current agreement and allow the Department of Public Works and Planning to upgrade its current system from AMANDA 6 to AMANDA 7. The upgrades include implementation of a new public portal and inspector application for staff to complete scheduled and unscheduled inspections in the field. The new upgrade will provide a centralized location for both the public and businesses to register for permits with the Department of Public Works and Planning and the Department of Public Health.
Approval of the recommended actions will allow the County to leverage an economy of scale to enhance delivery of services to the public. This agreement has a five-year base term with the option for five additional one-year extensions, which deviates from the County’s standard three-year base contract plus two optional one-year extension term. The County is committing to this longer term, as this will be an enterprise-level agreement, and CSDC has been shown to possess a proven system, as evident in the County’s continued use of CSDC’s AMANDA system since 2004.
Although CSDC agreed to most of the County’s contract clauses, its intellectual property infringement language, which deviates from the County’s standard, represents a risk to the County. The inclusion of this language in this Agreement does not conform to the Department of Human Resources - Risk Management Division’s recommendation. However, staff believe the County will be adequately covered even with the inclusion of this provision and County Counsel has approved the agreement as to legal form. The Departments of Internal Services, Public Health, and Public Works and Planning believe that the benefits of this Agreement outweigh all potential risks and recommend approval of the Agreement by your Board as a prudent business decision.
REFERENCE MATERIAL:
BAI #34, February 25, 2014
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement
On file with Clerk - Budget Resolution
CAO ANALYST:
Yussel Zalapa