TO: Board of Supervisors
FROM: Greg Bown, Interim Chief Technology Officer - Information Technology Services
REPORT BY: Elena Guzmán, Staff Services Analyst II
SUBJECT: Amendment No. 6 to Agreement No. 200378B with TruePoint
RECOMMENDATION
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Approve and authorize Amendment No. 6 to Agreement No. 200378B with TruePoint to extend the term to June 30, 2028 and increase the agreement by $25,000 per fiscal year for a new maximum of $157,045. (Fiscal Impact: $25,000; Annual Expense; Information Technology Services Fund; Budgeted; Discretionary)
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BACKGROUND
On May 30, 2020, ITS entered into Agreement No. 200378B with TruePoint to receive specialized consulting services to implement the EDR integration with DigEplan to the Accela Civic Asset Management software. The agreement was part of a project coordinated with Planning, Building and Environmental Services (PBES) to move the department forward toward a paperless, online permit application process. The operational shift would improve PBES’s ability to track records associated with applications, permits, payments and provide a more efficient and consistent quality of service expected by the public with today’s technology.
On November 2, 2020, the agreement was amended to extend the term to June 30, 2021.
On June 29, 2021, the agreement was amended a second time, extending the term to June 30, 2022.
On June 7, 2022, the agreement was amended a third time, extending the term to June 30, 2023 and increasing the contract amount by $9,900 for a new maximum of $58,120 for the continued necessary support and coordination of the EDR implementation, training and configurations. Additionally, providing the resources needed for adding integrated software elements that allowed for electronic plan review, approval and payments integrated into the existing system.
On June 13, 2023, the agreement was amended a fourth time, extending the term until June 30, 2024, and increasing the contract to a new maximum of $82,045 to include on-call support. TruePoint’s knowledge of the Napa County system and vast industry experience allow them to efficiently troubleshoot issues and implement new functionality without impacts to existing processes. The departments using Accela had a backlog of projects and limited staff to work on them while also maintaining current functionality. The availability of knowledgeable on-call consultants to support them meant issues could be resolved quickly and enhancements deployed sooner. Without this support, there would be a delay in resolving issues and project delivery would slow down.
On May 21, 2024, the agreement was amended a fifth time, extending the term to June 30, 2025.
Amendment No. 6 will allow the continuation of access to knowledgeable on-call consultants and support.
Requested Action:
Approve and authorize Amendment No. 6 with TruePoint, extending the contract term to June 30, 2028, and increasing the agreement by $25,000 per fiscal year for a new maximum of $157,045.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Information Technology Services (ITS), Fund 4200, Subdivision 42000-01 Applications and Development. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Amendment No. 6 will provide continued support through June 30, 2028. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Funding for this service is budgeted in the Information Technology Services budget. |
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Consequences if not approved: |
If not approved, the County will not have access to the necessary expertise and support provided by TruePoint for Accela software. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State of CEQA Guidelines) and therefore CEQA is not applicable.