To: Board of Supervisors
From: Marla Stuart, Employment and Human Services Director
Report Title: Fiscal Experts, Inc. - Time Study Buddy Renewal
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract with Fiscal Experts, Inc., in an amount not to exceed $819,000 for the purchase of Time Study Buddy, a time keeping software for the period July 1, 2026, through June 30, 2029.
FISCAL IMPACT:
54% Federal, 38% State, 8% County General Fund; 33.33% which will be budgeted in FY 26-27, 33.33% which will be budgeted in FY 27-28, and 33.34% which will be budgeted in FY 28-29.
BACKGROUND:
The Employment and Human Services Department (EHSD) seeks to renew Time Study Buddy software with Fiscal Experts, Inc. Fiscal Experts' Time Study Buddy software is the foundation for EHSD's County expense claiming. It is currently in use in approximately forty (40) California counties. The online Time Study Buddy software allows EHSD staff to input their individual information into a timekeeping database which supports an automated process to report time studies to the State. This automation improves the speed and accuracy of the time studies. Fiscal Experts is the only Contractor that can meet EHSD's claiming needs per California Department of Social Services (CDSS) claiming instructions. This vendor was selected per procurement requirements outlined in Administrative Bulletin 600.3.
On August 8, 2017, the Board approved item (C.38) authorizing executing a contract with Fiscal Experts, Inc. for the period of July 1, 2017, through June 30, 2020. On May 26, 2020, the Board approved item (C.35) to amend the contract with the Fiscal Experts for continued maintenance of EHSD’s time study application and extend the term through June 30, 2022. On June 21, 2022, the Board approved item (C.93) authorizing executing a contract with Fiscal Experts, Inc. for a term of July 1, 2022, to June 30, 2024. On April 22, 2024, the Board approved item (C.28) authorizing execution of a renewal for the period of July 1, 2024, through June 30, 2026. On April 22, 2024, the Board approved item (C.28) to amend the contract for the term July 1, 2024 to June 30, 2026.
CHILDREN'S IMPACT STATEMENT:
This contract 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:
Fiscal Experts’ time study software is the foundation for EHSD’s claiming process to the State of California. Without it, County would be unable to automatically provide time study information to the State which would cause errors and delays in the claiming process.