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Community Development Services, Environmental Management Department, recommending the Board approve and authorize the Chair to sign the Third Amendment to Agreement for Services 181-S1511 (FENIX 355) with Accela, Inc., to extend the term two additional years through October 31, 2020, to increase the total amount of the Agreement by $79,112.07 for a not-to-exceed amount of $279,112.07, to include a new license and fee schedule to cover the extended term, and to include other minor administrative changes as necessary, with no changes to the scope of work, for EnvisionConnect software licensing and support services.
FUNDING: Non-General Fund / Permit Fees.
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DISCUSSION / BACKGROUND
Agreement for Services 181-S1511 (Agreement) was approved by the Board on January 6, 2015 (Item 8, File No. 14-1120), with Decade Software Company, LLC (Decade), for a three-year term with a not-to-exceed amount of $200,000, to provide EnvisionConnect software licensing and support service to the Environmental Management Department (Environmental Management).
On August 21, 2015, Environmental Management was notified by Accela Inc. (Accela) that the acquisition of Decade was completed on June 29, 2015, resulting in the need to amend the Agreement. The First Amendment was approved by the Board on October 13, 2015 (Item 11, File No. 14-1120), which assigned and delegated all obligations and duties under the Agreement to Accela, with no changes in services, the service fee schedule, the not-to-exceed amount, or the term of the Agreement.
On October 24, 2017 (Item 19, File No. 14-1120), the Board approved the Second Amendment (Amendment 2), which extended the term of the Agreement for one additional year, updated the annual license and support fees based on the current number of inspectors, updated the support services provided, and made other minor administrative changes as necessary throughout the Agreement. There was no change to the Agreement’s not-to-exceed amount of $200,000.
The proposed Third Amendment (Amendment 3) will extend the term an additional two years through October 31, 2020, will update the annual license and support fees based on the current number of inspectors with a five percent (5%) increase in each of the two additional years of the extended term of the Agreement, increase the not-to-exceed amount of the Agreement by $79,112.07 for a total not-to-exceed amount of $279,112.07, and include other minor administrative changes as necessary throughout the Agreement.
Following the acquisition of Decade, Accela became the only developer of the EnvisionConnect application, has the sole rights to the product, and is the sole provider. EnvisionConnect Software (Software) is essential for monitoring public and environmental health. The Software system is utilized by Environmental Health Departments throughout the State of California (State). The Software provides the ability to track and maintain food protection, recreational health, solid waste, hazardous waste materials, vector control and land management programs, and inspections. Many of the programs are mandated by the State, with tracking, permitting, and reporting as mandatory requirements. The Software also interfaces with various State databases to comply with mandatory reporting, tracks staff hours, and generates operational data for mandated reporting purposes.
ALTERNATIVES
The Board may choose to deny the approval of this proposed Amendment 3. This would result in the Agreement expiring on October, 31, 2018, and would also result in Environmental Management being unable to utilize this Software for the purposes stated above.
Environmental Management had originally planned to solicit proposals for similar types of software licensing and support programs during the current term of Amendment 2; however, due to multiple significant Countywide software implementations currently in progress, it was determined that it would be best to extend the Agreement with Accela for the continuation of these services. It was also originally believed that the TRACKiT software could potentially replace the functions of EnvisionConnect, but it was discovered during the implementation process that it would not be able to provide the needed functionality, especially in terms of interacting with the various State databases as required. Environmental Management will continue to explore other options as many counties throughout the State are currently evaluating other options for these services.
PRIOR BOARD ACTION
Please see Discussion/Background.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have approved the proposed Amendment 3.
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no change to Net County Cost Associated with this item. The adopted Fiscal Year 2018-19 budget includes $45,000 specifically budgeted under Environmental Management for this Software. The consecutive five percent (5%) annual rate increases under Amendment 3 will not exceed the allocated funding for this Software in the Fiscal Year 2018-19 budget, and will be budgeted for accordingly in the Fiscal Year 2019-20 budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board will obtain the Chair's signature on two (2) originals of Amendment 3.
2) Clerk of the Board will forward one (1) fully-executed original Amendment 3 to the Community Development Services, Contracts and Procurement Unit for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Greg Stanton, REHS, Director
Community Development Services, Environmental Management Department