Agenda

Return

C. 51

To:	Board of Supervisors
From:	David Twa, County Administrator
Date:	November 14, 2017

Contra

Costa

County

Subject:

CherryRoad Technologies, Inc., Contract Amendment No. 10 to Extend Contractor Resources

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 11/14/2017

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Candace Andersen, District II Supervisor
Karen Mitchoff, District IV Supervisor

ABSENT:

Diane Burgis, District III Supervisor
Federal D. Glover, District V Supervisor

Contact:

Scott Sullivan 925-313-1288

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: November 14, 2017
David Twa,

BY:	, Deputy

RECOMMENDATION(S):

APPROVE and AUTHORIZE the County Administrator, or designee, to execute a contract amendment, effective November 14, 2017, with CherryRoad Technologies, Inc., to increase the payment limit by $337,440 to a new payment limit of $12,029,370, for additional Contractor assistance to upgrade the County’s PeopleSoft software system, through January 2018.

FISCAL IMPACT:

The $12,029,370 is budgeted under Org #1695 FY 2014-2015, FY 2015-2016, FY 2016-2017 and FY 2017-2018, supported through countywide interdepartmental charges to all departments.

BACKGROUND:

↵The PeopleSoft Human Capital Management (HCM) system is currently used to process the County’s payroll, in addition to maintaining human resources and employee benefits records. The original contract with CherryRoad Technologies Inc., provided for the Contractor to perform a fit/gap analysis, infrastructure assessment and initial upgrade tasks to upgrade PeopleSoft HCM version 8.8 to version 9.2, at a cost up to $1,200,000. The contract has, since, been amended nine times:

BACKGROUND: (CONT'D)

The County and contractor first amended the contract in September 2015 to provide that the Contractor would host nine application test environments, at a cost of up to $150,000.
The County and contractor amended the contract a second time in November 2015 to begin the upgrade tasks to upgrade Peoplesoft HCM version 8.8 to version 9.2 at a cost of up to $4,334,950.
The County and contractor amended the contract a third time in December 2015 to purchase licenses and implement the Taleo Recruitment and On-boarding application, which will be hosted by Oracle on its servers and interface with the PeopleSoft HCM system at a cost of up to $467,360.
The County and contractor amended the contract a fourth time February 2016 to provide that the Contractor acquire an additional resource to assist HR backfill the vacant HR Systems Analyst position at a cost of up to $307,420.
The County and contractor amended the contract a fifth time April 2016 to provide that the Contractor acquire an additional resource to lead the organizational change management at a cost of up to $161,120.
The County and contractor amended the contract a sixth time June 2016 to extend the Contractor Benefit Administration Analyst resource that supports the Peoplesoft Upgrade project and to extend the hosted test environments at a cost of up to $302,640.
The County and contractor amended the contract a seventh time September 2016 to extend the Contractor’s resource support for the Peoplesoft Upgrade project, to extend the Contractor’s hosted test environments, and to implement the Contractor’s Civil Service module at a cost of up to $1,849,890.
The County and contractor amended the contract an eighth time March 2017 to extend the Contractor’s resource support for the Peoplesoft Upgrade project, to extend the Contractor’s hosted test environments, to implement the Contractor’s Civil Service module, and for the renewal of the annual subscription of Oracle Cloud Services for the hosted Taleo Recruitment and On-boarding application at a cost of up to $2,084,750.
The County and contractor amended the contract a ninth time July 2017 to extend the Contractor’s resource support for the Peoplesoft Upgrade project at a cost of up to $833,800.

On October 11, 2017, the upgraded version of the PeopleSoft application – Version 9.2 – went into production use at the County.

The proposed tenth amendment to the contract will: (1) increase the Contract payment limit by $337,440; (2) amend the service plan to extend the Contractor’s resource support for the Peoplesoft Upgrade project through January 2018.

CONSEQUENCE OF NEGATIVE ACTION:

Failure to approve the contract amendment would decrease the success of the PeopleSoft 9.2 Upgrade project and result in the continued use of the current antiquated and paper-based system, which would negatively impact the County’s ability to timely and efficiently recruit candidates and on-board new hires.