Consent-Community Services # 8.
Board of Supervisors
Environmental Heatlh
- Meeting Date:
- 11/21/2023
- Brief Title
- Agreement with HSGovTech
From:
Leslie Lindbo, Director, Department of Community Services
Staff Contact:
April Meneghetti, Director of Environmental Health, Department of Community Services, x8597
Supervisorial District Impact:
Countywide
Subject
Approve agreement with HS GovTech Solutions Inc. for an Environmental Health HS Cloud Suite Application through June 30, 2028 in an amount not to exceed $471,423. (No general fund impact) (Lindbo/Meneghetti)
Recommended Action
Approve agreement with HS GovTech Solutions Inc. for an Environmental Health HS Cloud Suite Application through June 30, 2028 in an amount not to exceed $471,423.
Strategic Plan Goal(s)
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Thriving Residents |
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Safe Communities |
 |
Sustainable Environment |
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Robust Economy |
Reason for Recommended Action/Background
The Division of Environmental Health currently uses a database software product called EnvisionConnect to track and manage data for permits, inspections, and requests for service within Environmental Health and Cannabis Programs. EnvisionConnect is being minimally supported by the system vendor, and no updates have been made to the system in over 5 years, necessitating a conversation to a new database system. The RFP process was used to select a new software vendor. Four vendors submitted bids.
Staff from Environmental Health, Cannabis, and Information Technology Services attended vendor presentations for each of the four vendors. After evaluating each of the four vendors through the RFP process, HS GovTech received the highest overall score.
The HS GovTech contract is for the implementation of the software and five years of service for a total of $471,423.
Staff from Environmental Health, Cannabis, and Information Technology Services attended vendor presentations for each of the four vendors. After evaluating each of the four vendors through the RFP process, HS GovTech received the highest overall score.
The HS GovTech contract is for the implementation of the software and five years of service for a total of $471,423.
Collaborations (including Board advisory groups and external partner agencies)
Environmental Health collaborated with Innovation and Technology Services, General Services Department, and County Counsel throughout the RFP process.
Competitive Bid Process/Vendor Performance
Request for Proposals (RFP) Service Requested: Environmental Health Permit & Data Management System
Evaluation Criteria Included in RFP
Evaluation Criteria Included in RFP
- Reasonableness of Cost (20 points)
- Qualifications & Experience (15 points)
- Direct experience in deployment of the proposed system for similar-sized local government customers (20 points)
- Delivery Schedule (10 points)
- Responsiveness/Responsibility/Competence (10 points)
- Proposers Approach & Project Schedule (10 points)
- Customer References (5 points)
- Quality & Completeness of Proposal (10 points)
Bids Received: Four (4)
| Bidder | Bid |
| HS GovTech | $234,800 |
| Accela, Inc. | $642,582 |
| Hedgerow Software | $270,400 |
| ClearSparc | $1,506,000 |
Note: The bids above include the cost of implementation and the first year of maintenance.
Fiscal Impact
Fiscal impact (see budgetary detail below)
Fiscal Impact (Expenditure)
- Total cost of recommended action:
- $ 471,423
- Amount budgeted for expenditure:
- $ 500,000
- Additional expenditure authority needed:
- $ 0
- On-going commitment (annual cost):
- $ 54,900
Source of Funds for this Expenditure
- EH & Cannabis Fees
- $471,423
Further explanation as needed:
This contract will be paid using fee-funded revenue from Environmental Health and Cannabis permits and associated service fees. This five year contract has a total cost of $471,423. With $234,800 in the first year, that includes a one-time payment of $179,900 for implementation of the software and a licensing fee of $54,900. The second year, the cost will be $54,900. The cost will increase by 5% each year, resulting in a third-year fee of $57,645, fourth year fee of $60,528, fifth year fee of $63,550. (See Exhibit E Cost Proposal)
The annual cost of HS GovTech is less than the cost of Environmental Health's current software, which for FY 23-24 is $75,151.03.
The annual cost of HS GovTech is less than the cost of Environmental Health's current software, which for FY 23-24 is $75,151.03.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Financial Services | KauXue Thao | 11/09/2023 11:06 AM |
| County Counsel (Originator) | Hope Welton | 11/09/2023 11:11 AM |
| Berenice Espitia | Berenice Espitia | 11/09/2023 12:12 PM |
- Form Started By:
- Hope Welton
- Started On:
- 11/01/2023 09:32 AM
- Final Approval Date:
- 11/09/2023