REPORT TO SHASTA COUNTY BOARD OF SUPERVISORS

BOARD MEETING DATE:  February  27, 2018
CATEGORY:  Consent - Health and Human Services-12.

SUBJECT:

Vertex Software Agreement

Supervisorial District No. :  All

DEPARTMENT CONTACT:  Melissa Janulewicz, Branch Director, HHSA Regional Services (530)245-7638

STAFF REPORT APPROVED BY:  Melissa Janulewicz, Branch Director, HHSA Regional Services

RECOMMENDATION

Approve and authorize the Chairman to sign an agreement with Vertex Systems, Inc. in an amount not to exceed $81,752.40 (one-time and monthly advance payments) for the upgraded cloud based payroll and case management software system for the period from date of signing through December 31, 2020.

SUMMARY

 

Shasta County Opportunity Center currently uses Vertex Systems for client payroll files each pay period.  For each client, the hours worked, rate of pay, and demographics are entered.  The file is then sent by fiscal to be processed and paid by the Auditor’s Office.  Vertex is the system of record for this information.

DISCUSSION

Shasta County Health and Human Services Agency, Opportunity Center (HHSA) has been utilizing Vertex Systems Software since 1999 for client payroll files and processing.  Vertex Software is switching from their current software platform to a cloud based (online) solution. 

Before the sunset date is reached, HHSA will need to migrate Vertex software content to the new cloud based (online) solution. This platform preserves a general portion of the user-friendly interface of Vertex software with which HHSA staff have become accustomed, reducing training time and allowing HHSA staff a speedy transition without having to learn a new or foreign platform. An added benefit of upgrading to the online platform is allowing employees access to the system via secure web browser or County-issued mobile device, which the current Vertex software was unable to offer. This software will enable HHSA staff to schedule appointments in the field with clients while meeting the standards of privacy laws and confidentiality regulations. Finally, this system will also be utilized for client case management.  This will allow HHSA Opportunity Center staff to view and update client information, notes and progress while in the field.

The Vertex platform is one of a very limited number of systems that is capable of processing piece rates and sub-minimum wage calculations as necessary for Opportunity Center clients.  One other vendor with a system including the essential capabilities was located through extensive research within the disability community network that included internet research and personal contacts. The decision was made to negotiate an agreement with Vertex after multiple attempts were made to contact the other vendor and that vendor was non-responsive.

ALTERNATIVES

The Board could choose not to approve the agreement, may direct changes to the terms and conditions of the agreement, or may defer consideration to a future date.

OTHER AGENCY INVOLVEMENT

County Counsel has approved the agreement as to form.  Risk Management has reviewed and approved the agreement.  Information Technology has reviewed this agreement. This recommendation has been reviewed by the County Administrative Office.

FINANCING

Appropriations and revenues associated with this agreement were included in the department’s Fiscal Year 2017-18 Adopted Budget. The Opportunity Center budget does not receive any General Fund support. No General Funds are requested.