Agenda

Return

C. 64

To:	Board of Supervisors
From:	Marc Shorr, Chief Information Officer
Date:	March 30, 2021

Contra

Costa

County

Subject:

APPROVE and AUTHORIZE the Chief Information Officer, to execute a contract with Accenture in an amount not to exceed $4,200,000 to implement Workday.

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 03/30/2021

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Candace Andersen, District II Supervisor
Diane Burgis, District III Supervisor
Karen Mitchoff, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:	Marc Shorr, 925-608-4071
cc:	Nancy Zandonella

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: March 30, 2021
Monica Nino, County Administrator

BY:	, Deputy

RECOMMENDATION(S):

APPROVE and AUTHORIZE the Chief Information Officer, Department of Information Technology, or designee, to execute a contract with Accenture, LLP, in an amount not to exceed $4,200,000, to provide implementation services for the Workday Financial Management System, for the period of April 1, 2021 through December 31, 2022.

FISCAL IMPACT:

The total cost of the contract will be funded by General Fund reserves.


Contract costs will be invoiced monthly and are estimated to be expended as follows:

FISCAL IMPACT: (CONT'D)

FY 2020-21: $475,000
FY 2021-22: $2,587,000
FY 2022-33: $178,188

Each month there will be a list of deliverables that will be tracked and paid out accordingly. In addition to the aforementioned list of estimated costs by fiscal year, the contract includes approximately $917,000 for contingency/change orders, travel and procurement.

BACKGROUND:

At its January 19, 2021 meeting, the Board approved a contract with Workday, Inc. for a hosted financial management system to replace the County’s legacy system. The County is now requesting approval for a contract with Accenture, LLP who will provide consulting services to implement the Workday financial management system software. The Public Works Purchasing Division issued a Request for Proposal (RFP) on November 13, 2020 to solicit bids from qualified vendors who could provide the implementation services. The bid yielded two (2) qualified vendors. An evaluation committee comprised of representatives from the Auditor-Controller’s Office, the Treasurer-Tax Collector’s Office and the Department of Information Technology was convened to evaluate both proposals. At the conclusion of the interviews, the panel determined that Accenture, LLP was the vendor that most closely matched the County’s requirements and best met the needs of the organization. Accenture has a proven track record and has implemented Workday in over 40 public sector agencies throughout the United States and most recently implemented the Workday financial management system in Placer County, San Mateo County, Alameda County Superior Courts of California, and for the City and County of Denver, Colorado. Accenture also comes highly recommended by Workday, and the County’s contracted project manager has experience working with Workday as a system implementer.

The proposed contract with Accenture obligates the County to indemnify Accenture for third party claims arising out of the County’s performance of the contract that are caused by the County’s negligence or willful misconduct. The proposed contract limits Accenture’s liability to an amount equal to the amount paid to Accenture in the 15 months preceding any claim (approximately $4,157,077), except for claims involving a data breach, which would be capped at 1.5 times the amount paid to Accenture in the 15 months preceding a data breach claim.

CONSEQUENCE OF NEGATIVE ACTION:

If this request is not approved, the Workday implementation will be delayed and potentially result in increased costs related to the project.