Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Carlos G. Bolanos, Sheriff
Subject: Waiver of the Request for Proposal Process and Acceptance of an Agreement with AgreeYa Solutions Inc. for the Sheriff’s Work Program Replacement Software Solution
RECOMMENDATION:
title
Adopt a resolution authorizing:
A) A waiver of the Request for Proposal process; and
B) The execution of an agreement with AgreeYa Solutions Inc. to provide the Sheriff’s Work Program software solution, for the term of July 1, 2022, through January 31, 2024, in an aggregate amount not to exceed $404,339.85; and
C) The Sheriff or the Sheriff’s designee to execute contract amendments and minor modifications not to exceed $25,000 (in aggregate) and/or modify the contract term and/or services.
body
BACKGROUND:
The SWP.net software application has been in use by the Sheriff’s Work Program (SWP)/Alternative Sentencing Bureau (ASB) since 2004. It is the sole and core records management system to track client enrollment, payments, and participation through completion or other forms of termination in these programs. The SWP.net platform sits on outdated technologies that are several iterations behind vendor support and present IT-related security risks. This application was custom-built, as are most of the similar systems in other agencies across the state.
The Sheriff’s Office spent several months looking for solution vendors to potentially upgrade the existing application to supported technology - the skillsets are exceedingly rare. Several vendors provided options and quotes to custom build solutions in more current platforms, but the Sheriff’s Office requests the solution retain as much of the original software’s look, feel and functionality. Of all the vendors reviewed, only AgreeYa Solutions can provide the resources needed to develop a new application with similar framework and design as the original system leveraging the same but current coding language.
DISCUSSION:
Upon execution of this 19-month agreement, AgreeYa Solutions will custom develop a replacement application that is supportable and upgradeable to meet security and operational needs as they change over time. The implementation will take six months, plus a four-week warranty period, followed by one year of application support.
Through previous work with the County, the vendor has demonstrated strong ability to deliver system development and support, and has the resources available with the specific skillsets needed to develop this unique application.
AgreeYa Solutions and this scope of one-time development work falls under the umbrella of the CMAS cooperative agreement: 3-19-70-1388F, that terms January 30th, 2023. The one-year, post-go-live support is not under CMAS, but it is requested that AgreeYa Solutions, building the product now, can be selected to provide the support post implementation.
The resolution and agreement have been reviewed and approved as to form by the County Attorney.
The Information Services Department has also reviewed and approved the agreement.
FISCAL IMPACT:
The term of the agreement is July 1, 2022, through January 30th, 2024, in an aggregate amount not to exceed $404,339.85; and authorizes the Sheriff or the Sheriff’s designee to execute contract amendments and minor modifications not to exceed $25,000. Funds for this agreement have been included in the FY 2021-22 Adopted Budget and will be included in future budgets for the term of the contract. There is no new Net County Cost associated with this agreement.