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File #: 20-522    Version: 1 Name:
Type: Resolution Status: Passed
File created: 6/11/2020 Departments: HUMAN RESOURCES
On agenda: 7/7/2020 Final action: 7/7/2020
Title: Adopt a resolution waiving the request for proposal process and authorizing an agreement with Agiloft Inc. for software platform enhancements, maintenance, training, and help desk support for the term of July 1, 2020 through June 30, 2023 for an amount not to exceed $266,423.84.
Attachments: 1. 20200707_r_Agreement with Agiloft.pdf, 2. 20200707_a_Agreement with Agiloft.pdf
Special Notice / Hearing: None__
Vote Required: Majority

To: Honorable Board of Supervisors
From: Rocio Kiryczun, Director of Human Resources
Subject: Agreement with Agiloft, Inc, for The County's Contract Management System (CMS) Annual Hosted Services and Platform Enhancements

RECOMMENDATION:
title
Adopt a resolution waiving the request for proposal process and authorizing an agreement with Agiloft Inc. for software platform enhancements, maintenance, training, and help desk support for the term of July 1, 2020 through June 30, 2023 for an amount not to exceed $266,423.84.
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BACKGROUND:
On September 8, 2014, the Human Resources Department issued a Request for Proposals (RFP) for a web-based contract development and management solution for County-wide contract processing. The system is intended for use by all departments to develop and manage the life cycle of contracts for goods and services, including vendor agreements. Most County departments have been using the Contract Management System (CMS) to execute, track spend and manage contracts. The County enters into more than 1,500 contracts annually, the majority of which are executed through CMS. Besides executing contracts, CMS is storing multiple documents besides the contract itself, including proposals, certificates of insurance and Board of Supervisors authorization documents.

DISCUSSION:
The proposed agreement is to ensure continuation of Agiloft's services for a web-based contract development and management solution for County-wide contract processing. The continuation of service with Agiloft is critical for the County to ensure uniformity in contract management and to provide County staff a consistent platform to manage contracts. CMS has been used by most of the County departments to develop and manage the life cycle of service contracts. The typical service contract life cycle includes determining the scope of required services, requisition approvals, conducting a solicitation, e...

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