Title
Environmental Management Department recommending the Board consider the following:
1) Find in accordance with County Ordinance Code Chapter 3.13, Section 3.13.030(B), that due to the work requiring specialty skills and qualifications not expressly identified in County classifications involved in the performance of the work, there is a need to engage an independent contractor for the development and implementation of a Permit and Data Management Software Solution and on-going licensing fees and software support;
2) Award Request for Proposal 24-0033 for Environmental Health/Air Quality Permit and Data Management Software Solution to Hedgerow Software US, Inc.; and
3) Approve and authorize the Chair to execute a new perpetual Licensing and Support Agreement 8832 with Hedgerow Software US, Inc. with a one-time fee of $105,000 for the development and implementation of the software solution and migration services, and annual licensing fees and support for $48,400 for an initial total not-to-exceed amount of $350,000 for a term expiring on June 29, 2030.
FUNDING: Non-General Fund/Permit Fees - 70% Environmental Management, 30% AQMD.
Body
DISCUSSION / BACKGROUND
The current software utilized by the Environmental Management Department (EMD) and Air Quality Management District (AQMD), EnvisionConnect, will no longer be supported and will be discontinued by the vendor as of December 31, 2025. In March 2024, EMD initiated a Request for Proposal (RFP) 24-0033 for an Environmental Health/Air Quality Permit and Data Management System Software Solution. In May 2024, Hedgerow Software US, Inc. was the successful proposer. As a result, EMD began negotiating an agreement for services with Hedgerow Software US, Inc.
Under proposed Agreement 8832, Hedgerow Software US, Inc. will provide an Environmental Health/Air Quality Permit and Data Management System Software, Hedgehog Application Suite, for EMD and AQMD. The migration and conversion of data will begin upon execution of this agreement and a “go live” date is within approximately seven months after using an implementation methodology consisting of activities and deliverables that have been grouped into phases.
The Hedgehog Application Suite solution will allow the Departments to meet their business needs and scales to meet long-term needs. This includes handling internal business workflows, reports, analytics, and information security, having the necessary tools for EMD to maintain compliance with local, state, and federal requirements, and integrating with the California Environmental Reporting System (CERS), time tracking, and other requirements.
In addition, it will have a robust public-facing portal to be able to publish inspection results and provide the ability for customers to complete business activities online, such as paying invoices, providing test results, and viewing inspection results.
The implementation plan includes project kick-off, system configuration, testing, go-live end-user training, and post-go-live production support. The total one-time implementation costs are $105,000 for the development and implementation of the software solution and migration services. The initial term will be for five (5) full fiscal years after the initial billing date and will include the annual licensing fees and support for $48,400 for an initial total not-to-exceed amount of $350,000. If the agreement is not terminated within 90 days of the end of the current term, the agreement shall automatically renew for one year with the same conditions as the current agreement, with exception to prices increases as allowed in Appendix C.2.6. There will be a budget transfer that will come at a future Board date to transfer AQMD funds and add appropriations.
ALTERNATIVES
The Board could direct EMD and AQMD to initiate a new competitive process, however, this would significantly delay the implementation of an Environmental Health/Air Quality Permit and Data Management System Software Solution to replace Accela’s EnvisionConnect, which will no longer be supported as of December 31, 2025.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Air Quality Management District, Procurement and Contracts, County Counsel.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County Cost associated with this item. Funding for this software is comprised of permit fees collected by the departments. The Fiscal Year 2024-25 budget includes funding budgeted specifically for this Software but will be updated with a future board item to increase appropriations and to include a transfer from AQMD for their portion of the contract. Future years' costs will be budgeted appropriately with EMD and AQMD portions of the expenses and revenue.
CLERK OF THE BOARD FOLLOW-UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on two (2) original copies of Agreement 8832.
2) The Clerk of the Board will forward one (1) fully executed original Agreement to the Chief Administrative Office, Procurement and Contracts Division for further processing and one copy of Agreement 8832 to EMD Director, Jeffrey Warren.
STRATEGIC PLAN COMPONENT
Strategic Innovation
CONTACT
Jeffrey Warren, REHS
Director of Environmental Management