DATE: February 12, 2019
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director of Internal Services/Chief Information Officer
SUBJECT: Agreement with Daptiv Solutions LLC.
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with Daptiv Solutions LLC., for a project portfolio management system and implementation and training services, effective upon execution, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $1,100,000.
REPORT
There is no additional Net County Cost associated with the recommended action, which will allow the Internal Services Department - Information Technology Services Division (ISD-IT) to implement a project portfolio management system for use by staff throughout the County. This system will allow for County staff to manage projects while effectively tracking costs, staffing levels, and resource allocation. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, the County will be unable to implement the project portfolio management system. Currently, County staff manage projects on an individual level without any standardization.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The proposed agreement has a total compensation amount, including software license fees and implementation services fees, not to exceed $1,100,000 for the entire five (5) year term. This agreement allows for phased implementation to departments over the course of the first year of the agreement. Costs associated with service use by County departments will be recovered through charge backs to user departments. Sufficient appropriations for the costs associated with the proposed agreement are included in the Department’s Org 8905 FY 2018-19 Adopted Budget and will be included in subsequent recommended budgets.
DISCUSSION:
On July 3, 2018, the County of Fresno on behalf of ISD-IT issued Request for Proposal (RFP) No. 18-063 for Project and Portfolio Management Software to 1,335 vendors registered in Public Purchase. The response period closed on August 14, 2018 and eleven vendors responded: Allied Network Solutions, Inc.; Aurigo Software Technologies, Inc.; Cask Technologies, LLC.; Critical Business Analysis, Inc.; Cherwell Software, LLC.; Daptive Solutions, LLC.; eCIFM Solutions, Inc.; EPM Solutions, LLC.; Sage Method, Inc.; Talborda Solutions, Inc.; and TeamDynamix Solutions, LLC.
An evaluation panel composed of representatives from the ISD-IT, Human Resources, Behavioral Health, and Public Works & Planning departments evaluated each proposal solely based on the requirements of the RFP. The evaluation panel reviewed the capability of the bidders to provide a robust and flexible project management solution with the ability to coordinate and manage projects portfolio-wide. The committee unanimously recommended the Daptiv PPM solution because the vendor best demonstrated its solution’s capability and flexibility for the County’s varied departmental needs at a reasonable cost.
Currently, there is no formal standardization for project management within County departments. Most project management in the County is done on an ad-hoc individual level using a wide variety of tools. Without standardized tools, effective coordination between projects and staff is difficult. A Project and Portfolio Management system will not only standardize the County’s project management software for individual projects, it will also allow for effective tracking of projects within departments and the coordination of effort on joint projects across divisions, groups, and departments. The system will also allow for ready access to the status of projects and the allocation of staff for management. This software should increase the overall effectiveness of County staff in accomplishing the varied projects throughout the County.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with Daptiv Solutions LLC.
CAO ANALYST:
Yussel Zalapa