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File #: 21-0955    Version: 1
Type: Agenda Item Status: Approved
File created: 6/3/2021 In control: Board of Supervisors
On agenda: 6/29/2021 Final action: 6/29/2021
Title: Health and Human Services Agency recommending the Board: 1) Approve and authorize the Chair to sign Purchase Contract 5775 with Abacus Data Systems, Inc., dba AbacusNext, for the provision of AbacusLaw in the amount of $11,904 and for a term of twenty-four (24) months effective upon execution; 2) Authorize the Health and Human Services Agency Director, or designee, to execute further documents relating to Purchase Contract 5775, contingent upon County Counsel and Risk Management approval, including amendments which do not increase the maximum dollar amount or term of the Agreement; and 3) Authorize the retroactive payment of the April and May Invoices under the prior Purchase Contract 4820 with AbacusLaw with the understanding that the 15% increase in the April and May invoices will be offset with a June 2021 invoice credit, resulting in the monthly rate staying at $496. FUNDING: 21% California Department on Aging and 79% General Fund.
Attachments: 1. A - Approved CRS 06-29-21, 2. B - Purchase Contract 5775 06-29-21, 3. Executed Abacus Purchase Contract
Title
Health and Human Services Agency recommending the Board:
1) Approve and authorize the Chair to sign Purchase Contract 5775 with Abacus Data Systems, Inc., dba AbacusNext, for the provision of AbacusLaw in the amount of $11,904 and for a term of twenty-four (24) months effective upon execution;
2) Authorize the Health and Human Services Agency Director, or designee, to execute further documents relating to Purchase Contract 5775, contingent upon County Counsel and Risk Management approval, including amendments which do not increase the maximum dollar amount or term of the Agreement; and
3) Authorize the retroactive payment of the April and May Invoices under the prior Purchase Contract 4820 with AbacusLaw with the understanding that the 15% increase in the April and May invoices will be offset with a June 2021 invoice credit, resulting in the monthly rate staying at $496.

FUNDING: 21% California Department on Aging and 79% General Fund.
Body
DISCUSSION / BACKGROUND:
In February 2020, the Health and Human Services Agency (HHSA) received a request to renew an existing software subscription with AbacusNext (Abacus) for AbacusLaw used by Senior Legal Services staff in Community Services. The terms and conditions for a thirty-six (36) month renewal were reviewed and approved by Counsel on April 20, 2020 and were then submitted into FENIX as a Purchase Contract following standard protocol. Documents were subsequently approved and posted in FENIX by the Purchasing Agent on April 28, 2020.
In April 2021, HHSA staff received an invoice with an amount due that is fifteen percent (15%) higher than anticipated, $570.40 instead of $496. Upon contacting Abacus, staff were informed that the existing software subscription had auto renewed after twelve (12) months and not the thirty-six (36) months included in the Purchase Contract. With further research, it was determined that a staff member signed and returned a twelve (12) month renewal instead of the thirty-six (36)...

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