Subject:
Title
Ranking of firms and agreement with CobbleStone Systems Corp DBA CobbleStone Software for Contract Lifecycle Management Solution - Human Services American Rescue Plan Act
label
Recommended Action:
Recommended Action
Approval and execution by the County Administrator of the ranking of firms and agreement with the number one ranked firm; CobbleStone Systems Corp DBA CobbleStone Software (CobbleStone) for Contract Lifecycle Management Solution - Human Services American Rescue Plan Act (ARPA) as needed by the Business Technology Services Department (BTS) and Human Services (HS).
• This contract will provide robust Contract Lifecycle Management software solution to serve as a centralized contract and document repository with robust and intuitive contract, vendor, and project management capabilities.
• Four submittals were received, with BTS and HS recommending award to the top ranked firm CobbleStone for Contract Lifecycle Management.
• The contract has a not-to-exceed value of $869,435.54 for a ten-year term; Because the year one expenditure amount of this contract exceeds the Purchasing Directors delegated authority of $100,000.00 in a fiscal/calendar year, this item is presented for County Administrator approval.
• Funding in the amount of $5,700,000.00 for the Human Services Modernization Project (PID 006003A) is included in the FY25 Adopted Budget in the ARPA fund. This $5.7M is inclusive of three contracts, including this contract with CobbleStone. Funding for future years is not budgeted and will require appropriation.
Contract No. 24-0556-RFP(AJM): not-to-exceed contract value of $869,435.54 for the duration of the ten-year contract.Body
Strategic Plan:
Ensure Public Health, Safety and Welfare
2.1Provide planning, coordination, prevention, and protective services to create and enhance a safe, secure, and healthy community
2.2 Be a facilitator, convener, and purchaser of services for those in need.
Deliver First-Class Services to the Public and Our Customers
5.1 Maximize partner relationships and public outreach.
5.2 Be responsible stewards of the public’s resources.
5.3 Ensure effective and efficient delivery of county services and support
Summary:
This contract will provide robust Contract Lifecycle Management software solution to serve as a centralized contract and document repository with robust and intuitive contract, vendor, and project management capabilities.
Background/Explanation:
A Request for Proposal was released by Purchasing on March 28, 2024. Written evaluation commenced on May 13, 2024, with final negotiation of the agreement concluding on November 19, 2024.
Fiscal Impact:
Estimated 10-year expenditure not-to-exceeded: $869,435.54
Funding for the first two years is appropriated in the FY25 Adopted Budget within the ARPA fund. Funding for future years is not budgeted and will require appropriation.
Delegated Authority:
Authority for the County Administrator to approve this contract and execute the Agreement is granted under Code Section 2-188(b).
Staff Member Responsible:
Karen Yatchum, Director, Human Services
Jeff Rohrs, Director, Business Technology Services
Merry Celeste, Purchasing Director, Administrative Services
Joe Lauro, Director, Administrative Service
Partners:
N/A
Attachments:
Agreement
Evaluation Ranking