HomeMy WebLinkAboutMINUTES - 02032015 - C.43RECOMMENDATION(S):
APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute an Amended
and Restated Software License and Support Agreement with Northwoods Consulting Partners, Inc. in an amount not
to exceed $1,089,814 for the continued license and support of the document management software, and for software
customization services for the period February 1, 2015 through January 31, 2016.
FISCAL IMPACT:
$1,089,814: 100% Administrative Overhead (10% County; 45% State; 45% Federal)
BACKGROUND:
The Employment and Human Services Department (EHSD) entered into three contracts with Northwoods
Counsulting Partners, Inc. in December 2012 for the license, implementation, and support of Northwoods’ document
management system, Compass Pilot. The document management system provides functionality for on-line storage,
retrieval, and transfer of critical documents required to determine and verify eligibility to all benefit programs
administered by EHSD and meet
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
Action of Board On: 02/03/2015 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF SUPERVISORS
AYE:John Gioia, District I Supervisor
Candace Andersen, District II
Supervisor
Mary N. Piepho, District III
Supervisor
Karen Mitchoff, District IV
Supervisor
Federal D. Glover, District V
Supervisor
Contact: Earl Maciel 3-1648
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: February 3, 2015
David Twa, County Administrator and Clerk of the Board of Supervisors
By: June McHuen, Deputy
cc:
C. 43
To:Board of Supervisors
From:Kathy Gallagher, Employment & Human Services Director
Date:February 3, 2015
Contra
Costa
County
Subject:Amend Contract with Northwoods Consulting Partners
BACKGROUND: (CONT'D)
State-mandated case management requirements. The three original agreements (implementation, software support,
and software licensing) have been amended several times and the implementation agreement is expired. A separate
support contract was entered into in 2014 to acquire additional help-desk services for the weekend to support staff’s
processing of a significant increase in applications resulting from implementation of the Affordable Care Act. The
Amended and Restated Software License and Support Agreement consolidates the terms and conditions of the
license and support agreements as amended, incorporates the terms of Contract #19-893 for extended help desk
services, and makes changes to license acquisitions, discount rates, and invoicing methodology. The Amended and
Restated Software License and Support Agreement provides for support of the software for the annual support period
of February 1, 2015 through January 31, 2016, and is necessary to meet contractual obligations for EHSD staff’s
continued access to the system to perform critical and daily tasks and to receive basic software support for business
continuity. In addition, the Amended and Restated Software License and Support Agreement provides for extended
help desk services, licenses for new employees, system enhancements, and consultation services, including services
necessary to support other technical initiatives for which Compass Pilot document images, data, and functionality are
key components.
CONSEQUENCE OF NEGATIVE ACTION:
Failure to approve the Amended and Restated Software License and Support Agreement will preclude systems
access and support, and will disrupt daily operations, processing and review of eligibility, clients’ receipt of benefits,
and overall customer service. Not only would document management be negatively impacted but business processes
and tasks that are largely driven by the use of Compass Pilot and CalWIN, the system used for the administration of
benefits, would be disrupted. System enhancements and services that would improve efficiency and experience in
using the system and initiatives dependent upon Compass Pilot data, images, and functionality would be delayed.
CHILDREN'S IMPACT STATEMENT:
None