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File #: 25-2664    Version: 1 Name:
Type: Consent Item Status: Agenda Ready
File created: 6/24/2025 In control: BOARD OF SUPERVISORS
On agenda: 7/8/2025 Final action:
Title: APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a Software and Services Agreement amendment with One Solution Technology, Inc., to increase the payment limit by $484,000 to a new payment limit not exceed $2,738,400 and extend the term through June 30, 2026, to provide Child Location Observation Utilization Data System software for managing the child and family data management at the County’s childcare centers. (68% State, 32% Federal)
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To:                                          Board of Supervisors

From:                                          Marla Stuart, Employment and Human Services Director

Report Title:                     CSB - Contract #38-364-7 One Solution Technology, Inc.

Recommendation of the County Administrator Recommendation of Board Committee

 

RECOMMENDATIONS:

 

APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a Software and Services Agreement amendment with One Solution Technology, Inc., to increase the payment limit by $484,000 to a new payment limit not to exceed $2,738,400 and extend the term through June 30, 2026, to provide Child Location Observation Utilization Data System software for managing the child and family data management at the County’s childcare centers.

 

FISCAL IMPACT:

 

68% State, 32% Federal, all of which is budgeted in FY 25-26.

 

BACKGROUND:

 

On April 20, 2021, the Board approved a Software and Services Agreement with One Solution Technology, Inc. to provide the Child Location Observation Utilization Data System (CLOUDS) software for managing the child family eligibility determination, enrollment, assessment data, and attendance management solutions with a term of July 1, 2021 through June 30, 2024 and a total payment limit not to exceed $1,584,000.  On April 9, 2024, the Board approved item C.45 authorizing an amendment to increase the payment limit by $65,000 to a new payment limit not to exceed $1,649,000 for additional voice message services and short message services with no change to the period July 1, 2021 through June 30, 2024. On June 25, 2024, the Board approved item C.98 to execute an amendment to increase the payment limit by $605,400 to a new payment limit not exceeding $2,254,400 and to extend the term though June 30, 2025. Approval of this action is to amend the agreement by increasing the payment limit by $484,000 to a new payment limit of $2,738,400 and to extend the term through June 30, 2026.

 

The Employment and Human Services Department (EHSD) is requesting to extend the current child data management system agreement, CLOUDS, from One Solution Technology Inc., for childcare services to continue without interruptions. EHSD is currently in the process of transitioning into a new child data management system that was selected in a public bid announcement. The projected timeline for the new system to begin operation will take place at the beginning of 2026. Additionally, with this extension the County will have the opportunity to migrate data from the current data management system to the new system. 

 

CHILDREN'S IMPACT STATEMENT:

 

This agreement supports all five of the community outcomes established in the Children's Report Card: (1) "Children Ready for and Succeeding in School"; (2) "Children and Youth Healthy and Preparing for Productive Adulthood";(3)"Families that are Economically Self-Sufficient"; (4) "Families that are Safe, Stable and Nurturing"; and (5) "Communities that are Safe and Provide a High Quality of Life for Children and Families,” by supporting staff working directly with families and children.

 

CONSEQUENCE OF NEGATIVE ACTION:

 

The County would not effectively administer these childcare programs without a childcare data management system in place.