To: Board of Supervisors
From: Marla Stuart, Employment and Human Services Director
Report Title: TrackIT PO Renewal with BMC Helix, Inc.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute on behalf of the Employment and Human Services Department, a purchase order and related agreement with BMC Helix, Inc., subject to BMC’s terms and conditions, in an amount not to exceed $13,355 for the purchase of TrackIT, a management software system, for the period March 1, 2026, through February 28, 2029.
FISCAL IMPACT:
54% Federal, 38% State, 8% County General Fund; all of which is budgeted in FY25/26.
BACKGROUND:
On June 25, 2024, the Board approved Item C.57 authorizing the execution of a Purchase Order with BMC Helix, Inc. This action seeks to renew a Purchase Order with BMC Helix, Inc. for the purchase of TrackIT, a management software system.
The Employment and Human Services Department (EHSD), Personnel Unit Staff seeks to renew BMC TrackIT, which enables accessibility to a centralized platform for managing staff personnel requests. Its intuitive interface and automation capabilities enable Personnel to respond to requests promptly, reducing resolution times and improving overall service delivery. BMC’s End User License Agreement includes a Limitation of Liability provision that limits its liability to the amount paid for the license. This vendor was selected per procurement requirements as outlined in Administrative Bulletin 600.3.
CHILDREN'S IMPACT STATEMENT:
This agreement/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:
The County will be restricted in the ability to track and provide prompt personnel services.