Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Colleen Chawla, Chief, San Mateo County Health
Lee Pullen, Director, Aging and Disability Services
Subject: Agreement with OnActuate Consulting US Inc. for Dynamics 365 Finance System Services
RECOMMENDATION:
title
Adopt a resolution authorizing an agreement with OnActuate Consulting US Inc. to implement Dynamics 365 Finance system services, for the term of July 1, 2026 through December 31, 2028, in an amount not to exceed $621,000.
body
BACKGROUND:
Aging and Disability Services (ADS) provides a wide range of services to assist seniors, people with disabilities, and dependent adults to live as safely and independently as possible in the community.
The County of San Mateo Public Guardian (PG) provides wraparound services to individuals who are unable to provide for their own basic needs through comprehensive care, including medical care, social work services, and financial management.
The County of San Mateo Public Administrator (PA) provides services after death for San Mateo County residents who have passed away without available family members or loved ones to handle their estates.
ADS identified a need for a contractor to provide services in connection with replacing its legacy financial management system with Microsoft Dynamics 365 Finance (D365 Finance) for its PG and PA accounting applications.
In March 2025, a Request for Proposal (RFP) was released to solicit such services, and four proposals were received. OnActuate Consulting US Inc. was selected as an awardee based on quality of services, experience, and competitive pricing.
DISCUSSION:
The agreement with OnActuate Consulting US Inc. will meet the goals of replacing the legacy financial management system developed by Panoramic Software, Inc. and configuring, customizing, integrating, testing, training, and providing go-live support of D365 Finance to meet ADS’ financial management needs for PG and PA.
OnActuate Consulting US Inc. will implement D365 Finance to modernize ADS’ core financial operations. The project will be set up using the standard features in D365 wherever possible, with a few specific custom improvements. It will be completed in planned phases so it matches County needs and can move into live use smoothly.
The agreement and resolution have been reviewed and approved by the County Attorney as to form.
Technology Services Department (TSD) has reviewed and approved the IT component of this agreement.
The resolution contains the County’s standard provisions allowing amendment of the County fiscal obligations by a maximum of $25,000 (in aggregate).
It is anticipated that approximately 1,100 clients from PA and PG programs will be served by the D365 Finance System in FY 2027-28. The growth in clients from FY 2026-27 to FY 2027-28 is based on PA and PG data in 2025.
PERFORMANCE MEASURE:
|
Measure |
FY 2026-27 Projected |
FY 2027-28 Projected |
|
Number of clients from PA and PG programs that will be served by the D365 Finance System |
1,000 clients |
1,100 clients |
COMMUNITY IMPACT:
ADS’s implementation of D365 Finance will improve the accuracy, consistency, and transparency of financial processes that directly affect conserved clients served by the PG and heirs served by the PA. Features provided will help safeguard client assets and strengthen fiduciary oversight for vulnerable clients, including individuals conserved due to grave disability from severe mental illness, dementia, traumatic brain injury, intellectual disability, or other conditions.
FISCAL IMPACT:
The term of the agreement is July 1, 2026 through December 31, 2028. The amount of the agreement is not to exceed $621,000 for the two-and-a-half-year term. These funds are included in the FY 2026-27 Adopted Budget and are 100% funded from Net County Cost.
Attachment: RFP Matrix