Title
Facilities, a division of the Chief Administrative Office, recommending the Board consider the following regarding the Cost Accounting Management System (CAMS) which tracks service requests, employee hours, work orders, and projects for the Facilities Division and the Department of Transportation:
1) Make findings in accordance with El Dorado County Ordinance section 3.13.030 (B) that it is appropriate to contract with Cascade Software Systems, LLC under Agreement 8897 because specialty skills and qualifications not expressly identified in County classifications are involved in the performance of the work associated with providing software maintenance for CAMS;
2) Approve and authorize the Purchasing Agent to sign retroactive Agreement for Services 8897 with Cascade Software System, LLC, to provide routine and as-needed software maintenance for CAMS for the term of January 20, 2024, through June 30, 2025; for an amount not to exceed $16,000; and
3) Authorize the Purchasing Agent, to execute further documents relating to Agreement for Services 8897, including amendments which do not increase the maximum dollar amount or term of the Agreement, contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
Cascade Software System, LLC specializes in Cost Accounting Management Systems (CAMS) software. The Facilities Division uses this software to track the costs of labor and materials associated with the maintenance and repair of County-owned buildings. Since 2010, the County’s Department of Transportation and Facilities Division have depended on CAMS for tracking service requests, employee hours, contractor work orders, special projects, and other expenses related to building maintenance and repair.
Prior to this year, CAMS support was provided by Valsoft Corporation. Valsoft was undergoing an acquisition at the time their contract expired last January. The process took several months to complete while the California Secretary of State information was formally updated. Furthering the delay, the company was eventually acquired by Cascade Software Systems, LLC. As this software has been in use during the transition period, the Facilities Division is requesting the Agreement be retroactive to January 20, 2024.
ALTERNATIVES
Should the Board decide not to approve this proposed Amendment, staff would have to explore other software options to track maintenance and repair expenses.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Department of Transportation
County Counsel
Procurement & Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no General Fund impact or increase to Net County Cost. Funding is included in Facilities proposed Fiscal Year 2024-25 budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Chuck Harrell, Facilities Division Manager