To: Board of Supervisors
From: DHHS: Social Services
Agenda Section: Consent
Vote Requirement: Majority
SUBJECT:title
First Amendment to the Software License and Support Services Agreement with CaseWorthy, Inc. Regarding the Provision of the ClientTrack Case Management System in an Amount Not to Exceed $101,157.08 end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Approve, and ratify the Purchasing Agent’s execution of, the attached software license and support services agreement with Eccovia, Inc. regarding the provision of the ClientTrack case management system in an amount not to exceed $93,256.59 for the period of Dec. 1, 2023 through June 30, 2028; and
2. Approve, and authorize the Chair of the Board to execute, the attached first amendment to the software license and support services agreement with CaseWorthy Inc., formerly Eccovia Inc.; and
3. Authorize the Department of Health and Human Services (DHHS) - Social Services Director, or a designee thereof, to execute any and all subsequent amendments to the software license and support services agreement with CaseWorthy, Inc., after review and approval by County Counsel, Risk Management and the County Administrative Office; and
4. Direct the Clerk of the Board to provide the DHHS - Contract Unit with one (1) fully executed original copy of the attached first amendment to the software license services agreement with CaseWorthy, Inc.
Body
STRATEGIC PLAN:
The recommended actions support the following areas of the Board of Supervisors’ Strategic Plan:
Area of Focus: Core Services/Other
Strategic Plan Category: 9999 - Core Services/Other
DISCUSSION:
On Aug. 3, 2023, the Humboldt County Purchasing Agent executed the attached software license and support services agreement with Eccovia, Inc., who has subsequently merged with CaseWorthy, Inc., regarding the provision of the ClientTrack case management system for the period of Dec. 1, 2023 through June 30, 2028. The Humboldt County DHHS - Social Services utilizes the ClientTrack case management system to administer Work Experience programs that serve residents of Humboldt County.
The attached first amendment to the software license and support services agreement with CaseWorthy, Inc. will amend certain provisions of the agreement to reflect the recent merger of Eccovia, Inc. with CaseWorthy, Inc., increase the maximum amount payable thereunder and modify the budgetary, payment, noticing and other local, state and federal requirements set forth therein.
Accordingly, DHHS - Social Services recommends that the Board approve, and ratify the Purchasing Agent’s execution of, the attached software license and support services agreement with Eccovia, Inc. regarding the provision of the ClientTrack case management system for the period of Dec. 1, 2023 through June 30, 2028. It is also recommended that the Board approve, and authorize the Chair of the Board to execute, the attached first amendment to the attached software license and support services agreement with CaseWorthy, Inc. in order to support the addition of a secondary administrator license. Finally, it is recommended that the Board authorize DHHS - Social Services Director, or a designee thereof, to execute any and all subsequent amendments to the software license and support services agreement with CaseWorthy, Inc., after review and approval by Risk Management, County Counsel and the County Administrative Office, in order to avoid unnecessary delays in utilizing the ClientTrack case management system.
SOURCE OF FUNDING:
Social Services Funding (1160-511)
FINANCIAL IMPACT:
|
Expenditures (1160-511) |
FY 23-24 Adopted |
FY 24-25 Adopted |
FY 25-26 Adopted |
FY26-27 Projected* |
FY27-28 Projected* |
|
Budgeted Expenses |
10,924.00 |
$19,391.00 |
$22,696.08 |
$23,601.72 |
$24,544.28 |
|
Total Expenditures |
10,924.00 |
$19,391.00 |
$22,696.08 |
$23,601.72 |
$24,544.28 |
|
|
|
|
|
|
|
|
Funding Sources (1160-511) |
FY 23-24 Adopted |
FY24-25 Adopted |
FY25-26 Adopted |
FY26-27 Projected* |
FY27-28 Projected* |
|
State/Federal Funds |
10,924.00 |
$19,391.00 |
$22,696.08 |
$23,601.72 |
$24,544.28 |
|
Total Funding Sources |
10,924.00 |
$19,391.00 |
$22,696.08 |
$23,601.72 |
$24,544.28 |
*Projected amounts are estimates and are subject to change.
The attached first amendment to the software license and support services agreement with CaseWorthy, Inc. will increase the maximum amount payable thereunder from $93,256.59 to $101,157.08 for the period of Dec. 1, 2023 through June 30, 2028. In no event, shall the maximum amount paid under the software license and support services agreement with CaseWorthy, Inc. exceed the annual amounts outlined in the table above. However, in the event that local, state or federal funding is reduced or eliminated, the County of Humboldt may reduce the above-referenced maximum amount payable or terminate the software license and support services agreement with CaseWorthy, Inc. in its entirety.
Expenditure appropriations related to the attached first amendment to the software license and support services agreement with CaseWorthy, Inc. have been included in the approved fiscal year 2025-26 budget for DHHS - Social Services budget unit 1160-511. Funding for the attached software license and support services agreement is available through federal Temporary Assistance to Needy Families Program and California Work Opportunity and Responsibility to Kids Program, revenues received by DHHS - Social Services.
STAFFING IMPACT:
Approval of the attached software license and support services agreement with CaseWorthy, Inc. will not impact current staffing levels.
OTHER AGENCY INVOLVEMENT:
None
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board may choose not to ratify, or approve the attached first amendment to, the software license and support services agreement with CaseWorthy, Inc. regarding the provision of the ClientTrack case management system. However, this alternative is not recommended since it will prevent efficient provision of work training activities to eligible residents of Humboldt County.
ATTACHMENTS:
1. Software License and Support Services Agreement with Ecccovia, Inc.
2. First Amendment for Software License and Support Services Agreement by and between County of Humboldt and Caseworthy, Inc. for Fiscal Years 2023-2024 through 2027-2028
PREVIOUS ACTION/REFERRAL:
Meeting of: None
File No.: None