To: Board of Supervisors
From: Marla Stuart, Employment and Human Services Director
Report Title: Contract # 19-794-15 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 $242,488 to a new payment limit not to exceed $10,365,918 for the purchase of Compass Pilot/OnBase Application Support software, and to extend the term through June 30, 2025.
FISCAL IMPACT:
$242,488: 59% Federal; 35% State; and 6% County funds, all of which is budgeted in FY24/25.
BACKGROUND:
The Employment and Human Services Department (EHSD) entered into a contract 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 has provided 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. Use of the system was also implemented in EHSD’s Personnel Division.
On June 13, 2023, the Board of Supervisors approved a contract amendment with Northwoods Consulting Partners, Inc., to increase the payment limit by $418,251 to a payment limit of $10,123,430 and to extend the term through June 30, 2024 for continued systems access and software services support for Compass Pilot, the Employment and Human Services Department’s document management system.
Previous board approved action regarding Northwoods Consulting Partners was taken on June 22, 2021 (C.150) and June 7, 2022 (C.88).
Continued funding of the contract for the period of July 1, 2024 through June 30, 2025 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 contract 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 functional areas, such as EHSD’s Personnel Division, that do not have access to CalSAWS because of the scope of funding.
CHILDREN'S IMPACT STATEMENT:
The services provided under this contract support 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.”
CONSEQUENCE OF NEGATIVE ACTION:
Should the proposed action not be approved by the Board of Supervisors, continued systems access and support for critical functional areas may be disrupted.