Discussion and possible action to accept rankings and award Request for Proposal (RFP) 2024-010 "Client Tracking Management Software" to CAP Systems Inc., for the Community Action Agency Social Services, with a total one-time costs of $19,000.00 and monthly ongoing costs $1,500.00 totaling $18,000.00 per year subject to budget appropriations and in accordance with the Texas Local Government Code, §262.030 (Alternative Proposal Procedures for Certain Goods and Services) and any other matters incident thereto. [Account #2368-5170-521-457008 (Community Service Block Grant – Social Service-C.A.A.-Contractual)] 
 

Supplier	Rank	Score	Client Tracking Management Software Experience	Personnel Qualifications	Price Proposal	References and Projects
		100	30.00	20.00	35.00	15.00
CAP Systems Inc.	1	87.33	30.00	20.00	23.33	14.00
CAP60	2	80.00	24.00	13.33	32.67	10.00
Shah Software Inc.	3	78.33	24.00	18.67	25.67	10.00
CaseWorthy.com	4	44.67	12.00	10.67	14.00	8.00
Allerin US Inc.	5	27.00	8.00	6.67	9.33	3.00

Issue: The agreement with the current client tracking system has expired. 

Solution: For Commissioners Court consideration to award to the highest ranking respondent.  This Client Tracking Software will be covered by CSBG/CEAP grant funds.  

Result: Recommend award of best value proposal to continue application intake through a client tracking system, offering a more accurate and timely process for intake.

The proposed software must allow the Webb County Community Action Agency (CAA) to collect client data to meet eligibility and reporting requirements according to the Texas Department of Housing and Community Affairs rules.  

Grant project budget is $20,000.00. Awarded services shall be offered on an annual basis, renewals are subject to approval by the Webb County Commissioners Court and as stipulated by a fully executed service agreement between Webb County and awarded respondent. 

On June 21, 2024, item no. 14b., the commissioners court authorized the purchasing agent to solicit proposals for Client Tracking Management Software for the Community Action Agency (CAA) Social Services pursuant to the Professional Services Procurement Act.