Agenda

Return

C. 81

To:	Board of Supervisors
From:	David Twa, County Administrator
Date:	June 26, 2018

Contra

Costa

County

Subject:

CONTRACT AMENDMENT WITH cFIVE SOLUTIONS, INC. (FORMERLY CAPITA TECHNOLOGIES, INC.), FOR PROBATION CASE MANAGEMENT SYSTEM DEVELOPMENT

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 06/26/2018

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:

Julie DiMaggio Enea 925.335.1077

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: June 26, 2018
,

BY:	, Deputy

RECOMMENDATION(S):

APPROVE and AUTHORIZE the County Administrator, or designee, to execute a third amendment to the contract with cFive Solutions, Inc., effective June 19, 2018, to extend the term by four months through October 20, 2018 and increase the payment limit by $23,000 to a new payment limit of $2,535,376, for continuing development of the Probation case management system while the parties negotiate the terms of a long-term extension.

FISCAL IMPACT:

$23,000; 100% County General Fund, Budgeted CAO-Law and Justice Systems. The current contract cost of $2,512,376 was funded in FY 2014/15 through a combination of appropriations from the Law & Justice Systems project budget and the Probation Department. The proposed contract cost comprises software licensing and configuration in the amount of $1,962,336 and four years of maintenance commencing upon go-live in the amount of $573,040 or $143,260 per year.

BACKGROUND:

On March 11, 2014, the Board of Supervisors authorized the County Administrator to execute a contract with Capita Technologies, Inc., to provide perpetual software licensing and system configuration, including four years of maintenance, of a case management system for probation services. In November 2014, the Board approved an increase in the payment limit by $140,000 and expand the scope of services provided by Capita to include management of the data conversion element of the project. In February 2017, Capita Technologies, Inc., was purchased by cFive Solutions, Inc., and ownership and company management was changed. The project has continued to progress slowly under new project management, but not in accordance with the original project schedule. It is becoming clear that the original contract term does not allow sufficient time or resources for the work to be performed.

As the contract approaches expiration, the contractor has requested to renegotiate terms, requiring a brief extension through October 20 to allow the parties to reach agreement on the terms of a long-term extension through June 30, 2023. Staff expects to return to the Board in the fall with follow-up recommendations.

CONSEQUENCE OF NEGATIVE ACTION:

Disapproval of the recommendation would allow the contract to terminate and prevent further work to be done to complete the project. In the absence of a modern case management system, the County would be required to continue to maintain the legacy mainframe case management system, which is both costly and at high risk of failure due to system obsolescence and loss of technical know-how through retirements of staff who supported the system. The case management system is critical to the operation of the Probation Department.