To: Board of Supervisors
From: Marc Shorr, Information Technology Director
Report Title: Contract with Collaborative Solutions, LLC.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Chief Information Officer, or designee, to execute a contract with Collaborative Solutions, LLC, in an amount not to exceed $425,000, to provide Workday Managed Services for the period of October 23, 2023, through October 31, 2025.
FISCAL IMPACT:
The cost of the contract will be funded by General Funds. (100% General Fund)
BACKGROUND:
In April 2023, the County officially launched the Workday hosted financial management system which replaced the antiquated system that had been operational for more than four (4) decades. While the launch was successful and the system is working acceptably, the County needs some additional assistance with post-production implementation matters. The County’s integrator, Accenture, that provided consulting services to implement Workday, provided three (3) months of post-production support. Accenture has completed its post-production support services; however, the County is still in need of additional assistance and ongoing managed services.
Accordingly, the Purchasing Division of Public Works issued a Request for Qualifications (RFQ) on March 17, 2023, to solicit bids from qualified vendors who could provide managed support services for the Workday Financial Management System. The bid yielded five (5) qualified vendors. An evaluation committee comprised of representatives from the Auditor-Controller’s Office, the Department of Information Technology, and the County Administrator’s Office was convened to evaluate the proposals. At the conclusion of the bidder interviews, the panel determined that Collaborative Solutions, LLC was the vendor that most closely matched the County’s requirements and best met the needs of the organization. Collaborative Solutions has a proven track record with over twenty (20) years of experience deploying and supporting comprehensive human resource and financial management solutions using cloud technology. More importantly, Collaborative Solutions has supported Workday projects for 2,100 clients in 125 countries which includes governmental organizations such as the City of San Mateo, County of Jackson, Mississippi and the City of Rancho Cucamonga. Collaborative Solutions also comes highly recommended by Workday.
The proposed contract limits the vendor’s liability to an amount equal to the amount paid by the County in the 12 months preceding any claim, which would be approximately $250,000, except for third party claims, which would be capped at three times the amount paid to Collaborative in the twelve 12 months preceding the third-party claim, which would be approximately $750,000.
CONSEQUENCE OF NEGATIVE ACTION:
If this request is not approved, the County will not have the resources to assist with technical issues within the Workday environment.