To: Board of Supervisors
From: Marla Stuart, Employment and Human Services Director
Report Title: Agreement Amendment # 19-794-16 Northwoods Consulting Partners, 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 contract amendment with Northwoods Consulting Partners, Inc., to increase the payment limit by $549,991 to a new payment limit not to exceed $10,915,909 for the purchase of Compass Pilot/OnBase Application Support software, and to extend the term through June 30, 2027.
FISCAL IMPACT:
$549,991: 54% Federal; 38% State; 8% County General Fund of which $282,496 is budgeted in FY 25/26 and $267,495 will be budgeted in FY 26/27.
BACKGROUND:
The Employment and Human Services Department (EHSD) entered into an agreement with Northwoods Consulting Partners, Inc. on December 4, 2012 (C. 82) to convert to and implement a document management system, Compass Pilot. The document management system provides functionality and a database for on-line storage, retrieval, and transfer of critical documents required to determine and verify eligibility to all public assistance programs administered by EHSD, and to meet State mandated case management requirements.
Previous board approved action items include the following: June 22, 2021 (C.150); June 7, 2022 (C.88); April 24, 2023 (C.88) and August 13, 2024 (C.32).
Continued funding of the agreement for the period of July 1, 2025 through June 30, 2027 is necessary for continued access to the system to perform critical and daily tasks to receive basic software support for business continuity. In addition, the agreement provides for funding of system changes and technical consultation services for which Compass Pilot document images, data, and functionality are key components. The Northwoods system is needed to provide continued document management functionality for EHSD.
CONSEQUENCE OF NEGATIVE ACTION:
Failure to amend and extend this agreement for continued systems access and support for critical functional areas will disrupt continuity of operations.
CHILDREN'S IMPACT STATEMENT:
This agreement supports all five of Contra Costa County’s community outcomes: (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”.