Discussion and possible action to enter into a one (1) year (September 24, 2024 through September 23, 2025) “Client Tracking Management Software System” Agreement for the Community Action Agency’s Social Service Program to CAP Systems, Inc. at a one-time cost of Nineteen Thousand Dollars ($19,000.00) for the Software Licenses and Training plus a monthly support and maintenance fee of the software in the amount of One Thousand Five Hundred Dollars ($1,500.00) (annually $18,000.00) for a total cost of Twenty-Seven Thousand Dollars ($27,000.00), and authorizing the Webb County Judge to execute all relevant documents; and any other matters incident thereto. [Account #2368-5170-521-457008 (Contractual); Account #2362-5360-521-457900 (Program Services Expenditures)]
 
Issue: The current agreement with Client Management Tracking Provider has expired. The Community Action Agency is required to solicit proposals to continue tracking clients through a software system and enter into a contract to continue said client tracking services.
 
Solution: At its commissioners’ court meeting of August 26, 2024, the Court awarded Request for Proposal (RFP) 2024-010 “Client Tracking Management Software” to CAP Systems, Inc.
 
Result: Approving a contract with CAP Systems, Inc. will allow the Community Action Agency Social Services Program to continue to collect, track, manage and/or store their client data information as needed in order to meet mandated eligibility and/or reporting requirements of the Texas Department of Housing and Community Service Block Grant (“CSBG”) and Comprehensive Energy Assistance Program (CEA).  Subject to Budget Appropriations, the Agreement provides for the Agreement to be extended for an additional three (3) one-year periods.

Community Action Agency Social Services Program is required to collect client data to meet eligibility and reporting requirements according to the Texas Department of Housing and Community Action rules pertaining to the CAA's Community Service Block Grant (CSBG) and Comprehensive Energy Assistance Program (CEAP).
 

On June 21, 2024, the Commissioners Court authorized the county’s purchasing agent to solicit proposals for a Client Tracking Management Software for the Community Action Agency (CAA) Social Services Program pursuant Texas Local Government Code §262.030 (Alternative Competitive Proposal Procedure for Certain Goods and Services).