To: Board of Supervisors
From: Marla Stuart, Employment and Human Services Director
Report Title: Contract 20-731-0 (Admin-IT) General Datatech, LP
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a Software and Services Agreement with General DataTech, Limited Partnership, in an amount not to exceed $419,531 for the purchase and installation of ServiceNow’s Contract Management Pro to introduce advanced automated contract requisition capabilities for the period December 1, 2025 though November 30, 2028.
FISCAL IMPACT:
54% Federal, 38% State, 8% County General Fund, of which 75% is budgeted in FY25/26, and 25% will be budgeted in FY26/27.
BACKGROUND:
The objective of this Software and Services Agreement (SSA) is to deliver professional services and licenses for transitioning from our current manual contract generation system to ServiceNow’s cloud-based Contract Management Pro (CMP) system. This upgrade aims to introduce advanced automated contract requisition capabilities essential for managing the considerable volume of contracts required by EHSD to serve the department effectively. The anticipated result of this SSA is a fully operational, high-capacity, and high-speed system that can adequately support our Contract Unit's needs.
The Board previously approved a contract on January 10, 2023, (C.45) with General Datatech (GDT) for the acquisition and implementation of ServiceNow ITSM. This new contract with GDT aims to extend the current ServiceNow implementation to include ServiceNow’s Contract Management Pro (CMP). The CMP licenses are being purchased through GDT, an authorized re-seller, as part of this contract and those licenses are subject to ServiceNow’s Public Section Subscription Terms of Service, which include a limitation of liability that caps ServiceNow’s liability at the amount of fees paid in the 12 months prior to any claim arising. This vendor was selected in accordance with procurement requirements specified in Administrative Bulletin 600.3.
CONSEQUENCE OF NEGATIVE ACTION:
EHSD may not be able to support the expected volume of contracts which will inhibit staff 's ability to provide services to our clients.
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.