Special Notice / Hearing: None
Vote Required: Majority
To: Honorable Board of Supervisors
From: Adam Ely, Assistant County Executive
Subject: Agreement with Bonterra Tech, LLC
RECOMMENDATION:
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Adopt a resolution waiving the competitive bidding process and authorizing the County Executive, or designee, to prepare and execute, in consultation with the County Attorney, a new Order Form pursuant to the Master Subscription and Services Agreement with Bonterra Tech, LLC for case management and data analytics software, for a term of one year from July 1, 2026 through June 30, 2027 in the amount of $83,880.69, for an aggregate total amount not to exceed $484,465.69 for the period from July 1, 2024 through June 30, 2027.
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BACKGROUND:
Since 2015, the County has contracted with Bonterra Tech, LLC (formerly known as Social Solutions Global, Inc.) to license software, called Efforts to Outcomes (ETO), to track case management of the public safety realignment population and collect and manage related data across County Departments and community-based organizations that provide services to this group. The County’s software license is provided under a Master Subscription and Services Agreement (the “Agreement”), with order forms specifying the particular software platforms and license fees for specified periods.
ETO provides, inter alia, data collection, data storage, data extraction, dashboards, and configured workflows. ETO is used by County Departments involved in the provision of services to the public safety realignment population, has been configured to suit their needs, and is a repository for data related to these services and this population.
DISCUSSION:
The County’s current Order Form and associated licenses with Bonterra to utilize ETO are set to expire on June 30, 2026. To continue to use the software platform and to access this ongoing service and related data and workflows, staff recommend approving a new Order Form to provide an additional year of ETO for an amount not to exceed $83,880.69. Since July 1, 2024, the aggregate cost of the ETO licenses, together with the cost of the new Order Form, would be $484,465.69.
The new Order Form is consistent with the terms and conditions on which the licenses are currently provided under the Agreement. Given the critical role of this software to the County, the County’s reliance on more than a decade of historical client records maintained in the system, and that the benefits to the County, in terms of cost, operational efficiency, and data continuity, of maintaining the existing system outweigh the benefits of procuring a new software solution, approving the new Order Form for an additional year without competitive bidding is in the County’s best interest. The Procurement Manager has previously approved a waiver of competitive bidding to permit continued use of this software. Staff further recommends that the Board again waive competitive bidding as being in the best interest of the County in accordance with San Mateo County Ordinance Code § 2.83.050.
The County Attorney’s Office has reviewed the proposed Order Form and resolution as to form.
COMMUNITY IMPACT:
The ETO platform supports coordinated case management for individuals served under public safety realignment (AB 109). Continued use of the platform enables County Departments to track referrals and services for this population, supporting successful reentry and community safety.
FISCAL IMPACT:
The new Order Form increases the total amount incurred under the Agreement amount by $83,880,69 for FY 2026-27, for a new total amount not to exceed $484,465.69 for the from July 1, 2024, through June 30, 2027. Funding for the proposed Order Form is included in the Non-Departmental Services FY 2026-27 Recommended Budget.