To: Board of Supervisors
From: Marla Stuart, Employment and Human Services Director
Report Title: Contract # 20-054-4 Fiscal Experts Inc, 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. (dba Time Study Buddy) in an amount not to exceed $236,040 for maintenance of the online time study application software for the period July 1, 2024 through June 30, 2026.
FISCAL IMPACT:
$236,040: (59% Federal, 35% State and 6% County funds) $118,020 of which will be budgeted in FY 24-25 and $118,020 of which will be budgeted in FY 25-26.
BACKGROUND:
Fiscal Experts’ Time Study Buddy software is the foundation for EHSD’s County expense claiming. It is currently in use by approximately 32 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. A sole source justification was approved on March 4, 2024. This contract will renew the prior approved contract for a term of July 1, 2024 to June 30, 2026 to provide online time study application software.
On August 8, 2017 the Board of Supervisors approved item (C.38) to authorize a contract with Fiscal Experts, Inc. dba Time Study Buddy, in an amount not to exceed $374,850 to provide EHSD with professional services to maintain Contractor's online Time Study Buddy application for the period of July 1, 2017 through June 30, 2020. On May 26, 2020, the Board approved item (C.35) to authorize a contract amendment with the Fiscal Experts to increase the payment limit by $260,000 to a new payment limit of $634,850 for continued maintenance of EHSD’s time study application and to extend the term through June 30, 2022.
On June 21, 2022, the Board approved item (C.93) to authorize a contract with Fiscal Experts, Inc. in an amount not to exceed $276,000 for maintenance of the online time study application software for a term of July 1, 2022 to June 30, 2024.
CONSEQUENCE OF NEGATIVE ACTION:
Fiscal Experts’ time study software is the foundation for EHSD’s claiming process to the State of California. Without it, the County would be unable to automatically provide time study information to the State which would cause errors and delays in the claiming process.
CHILDREN'S IMPACT STATEMENT:
This contract supports the fifth community outcome established in the Children’s Report Card, “Communities that are Safe and Provide a High Quality of Life for Children and Families”.