Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Juan Raigoza, County Controller
Subject: Agreement with CentralSquare Technologies, LLC (d/b/a Superion, LLC) for services relating to County’s financial accounting application
RECOMMENDATION:
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Adopt a resolution authorizing and directing the President of the Board to waive the Request For Proposals (RFP) process and authorizing an agreement with CentralSquare Technologies, LLC (d/b/a Superion, LLC), for the purpose of providing application access and maintenance services for the County’s financial accounting application, for the initial term of October 1, 2026 through September 30, 2029, with two one-year options to extend the term through September 30, 2031, in a total not-to-exceed amount of $1,551,872.68.
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BACKGROUND:
The County purchased the SunGard Public Sector, Inc.’s “Integrated Financial and Administrative Solutions” application (IFAS) in 1994-95. In 2017-18, SunGard was acquired by Superion, LLC (“Superion”) and in 2018-19 Superion merged with CentralSquare Technologies (“CentralSquare”). From 1994-95, these successive companies have provided the County with application access and maintenance services, as well as upgrades, for IFAS, now known as Finance Enterprise. The Finance Enterprise application is user-friendly, with user-friendly dashboards, great reporting capabilities, and enhanced security features. Finance Enterprise is the County’s financial accounting application and is utilized by countywide departments for daily finance and accounting processes. It is critical to the functioning of the County’s business operations and the County’s accounting system called One Finance and Accounting System (“OFAS”). Upgrades for this proprietary application are only available through CentralSquare.
The current application access and maintenance services agreement ends on September 30, 2026. Therefore, the Controller’s Office recognizes the need to enter into a new agreement to continue providing County departments with the Finance Enterprise application that supports OFAS.
DISCUSSION:
CentralSquare has an excellent service performance record. Because Finance Enterprise is a proprietary application only available through CentralSquare, the Controller’s Office requests that this Board waive the request for proposals process under the exception for sole source providers under Administrative Memorandum B-1. It is in the County’s best interest to execute the proposed agreement to allow the County to have continued access to the Finance Enterprise application, which is a crucial tool for the daily business operations of the Controller’s Office and all County departments.
This Board is also asked to authorize the County Controller or the Controller’s designee to execute subsequent amendments to the proposed agreement that do not increase the agreement amount by an aggregate of $25,000.
County Attorney has reviewed and approved the resolution as to form. Technology Services Department (TSD) has reviewed and approved CentralSquare’s compliance with County information technology standards. County Counsel and the Human Resources Department have reviewed CentralSquare’s agreement for AB339 compliance and have determined that the scope of work is not considered bargaining unit work.
PERFORMANCE MEASURE:
|
Measure |
FY 2026-27 Estimate |
FY 2026-27 Projected |
|
Maintain the availability of Finance Enterprise Solutions |
99.9% |
99.9% |
COMMUNITY IMPACT:
Finance Enterprise, a financial application, ensures countywide departments are able to continue daily accounting and financial reporting activities in OFAS, the County’s accounting system, for critical business operations. This application is essential for all the County’s financial transactions and payments in the accounting, as this financial reporting system affects all residents, vendors, and stakeholders who interact with the County of San Mateo.
FISCAL IMPACT:
The term of this agreement is from October 1, 2026 through September 30, 2029 for an amount not to exceed $903,547.36, with an additional amount of $648,325.32 if the County exercises its options to extend the agreement for two additional years through September 30, 2031, for a total not to exceed $1,551,872.68. Funding for this agreement will come from the OFAS Shared Cost Pool to be allocated to all County departments.