TO: Board of Supervisors
FROM: Jon Gjestvang - Chief Information Officer - Information Technology Services
REPORT BY: Shawn Smith - Supervising Staff Services Analyst
SUBJECT: Agreement with Intuitive Performance Solutions for Ongoing SAS Support
RECOMMENDATION
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Chief Information Officer requests approval of and authorization for the Chair to sign an Agreement with Intuitive Performance Solutions, Inc. for a maximum of $8,250 per year for the term September 1, 2021 through June 30, 2022, with an option for annual renewal, to assist with ongoing support for the SAS Financial Management budget system.
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EXECUTIVE SUMMARY
On June 28, 2011, the Board approved the purchase of SAS Financial Management software to be used as the County's budget application. In May 2014, the board approved Agreement No. 8125 with Intuitive Performance Solutions, Inc. (IPS) to upgrade the County's budget system to SAS 5.4. In June 2017, the County entered into Agreement No. 180178B for IPS to upgrade SAS to version 5.5. And in June 2019, Agreement No. 190297B was approved for ongoing SAS consulting support. Agreement No. 200085B was approved August 20, 2019 to upgrade the application to SAS version 5.6. The agreement was amended September 10, 2019 to include ongoing SAS support.
Since the previous agreement expired, a new agreement will ensure the SAS budgeting module is ready for the FY22-23 budget cycle. Information Technology Services is seeking a new agreement with IPS to continue ongoing support hours related to the SAS Financial Management (FM) system.
Today’s request is for approval of an agreement with Intuitive Performance Solutions for ongoing SAS support software from September 1, 2021 through June 30, 2021, with an automatic renewal provision, for a total of $8,250 per year.
Intuitive Performance Solutions, Inc. is not a local vendor.
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? |
ITS Budget |
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Is it Mandatory or Discretionary? |
Mandatory |
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Discretionary Justification: |
|
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
Associated costs will be included in the ITS budget under the Applications and Development subdivision (42000-01). Agreement includes an auto renew provision that, if needed, will be budgeted in future fiscal years. |
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Consequences if not approved: |
If the system is not functioning properly, budget input and reporting functions will not work as needed. |
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County Strategic Plan pillar addressed: |
Effective and Open Government |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.
BACKGROUND AND DISCUSSION
On June 28, 2011, the Board approved the purchase of SAS Financial Management software to be used as the County's budget application. The application was upgraded to version 5.3 in FY 14-15 to maintain data input and reporting compatibility, fix identified software defects, apply security updates, and provide product enhancements. The application was upgraded to version 5.5 in FY 18-19. The 5.5 upgrade included enhancements for process management support, data validation, data entry, and reporting options. In October 2018, a bug related to running employee calculations from within the budget tool was discovered. It was later determined that SAS had changed a component of the software. An amendment to the 5.5 upgrade agreement included an additional 160 work hours to address the issue and extend the term of the agreement to provide additional time for IPS to implement the solution. Agreement 190297B, which included ongoing consulting support for the SAS Financial Management support team, was approved by the Board of Supervisors on April 23, 2019. On August 20, 2019, the Board of Supervisors approved Agreement 200085B. As of result of SAS changing its use of embedded Flash technology to HTML5 technology, consulting support from IPS was needed to upgrade our system from 5.5 to 5.6. This agreement was amended September 10, 2019 to include ongoing SAS support.
Intuitive Performance Solutions, Inc. (IPS) was the vendor SAS contracted with to assist ITS (Information Technology Services) with the initial implementation and subsequent upgrades. IPS is very familiar with the County's SAS environment and IPS is less expensive than SAS. Since the previous support agreement June 30, 2021, a new agreement will ensure that the SAS budgeting module is working effectively in preparation for the FY22-23 budget cycle. ITS (Information Technology Services) is seeking a new agreement with IPS to continue ongoing support hours related to the SAS Financial Management (FM) system.
Approval of today’s requested action is for approval of an agreement with Intuitive Performance Solutions for ongoing SAS support from September 1, 2021 through June 30, 2021, with an automatic renewal provision if needed, for a total of $8,250 per year.
Intuitive Performance Solutions, Inc. is not a local vendor. There is no local vendor who has the level of expertise with SAS Financial Management. Intuitive Performance Solutions, Inc.