REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
February 25, 2025
FROM
NOEL CASTILLO, Director, Department of Public Works - Transportation
SUBJECT
Title
Amendment to Contract with Cascade Software Systems LLC for Annual Maintenance and Professional Services
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 1 to Contract No. 4400026945 with Cascade Software LLC for additional maintenance and support services of the WinCAMS Cost Accounting System, increasing the total amount for 2024-25 by $105,000, from $101,846.17 to $206,846.17, for a new total contract amount not to exceed $585,228.02, and adding provisions for compliance with Executive Order N-6-22 Russia Sanctions, Levine Act contractor information reporting, and use of electronic signatures, with no changes to the term of July 1, 2020 through June 30, 2025.
(Presenter: Noel Castillo, Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The Department of Public Works (Department) Transportation division is funded by Gas Tax revenues, fees, and other federal, state, and local funding. Amendment No. 1 (Amendment) to Contract No. 4400026945 (Contract) with Cascade Software Systems LLC (Cascade) adds costs of $105,000 to be funded with Gas Tax revenue. Sufficient appropriation and revenue are included in the Department’s 2024-25 Road Operations (6650002000 H14727) budget.
BACKGROUND INFORMATION
The WinCAMS Cost Accounting System (WinCAMS) has been in use since 2003-04 and is critical to the cost accounting and reporting needs of the Department’s Transportation, Flood Control, Special Districts, and Solid Waste Operations. Ongoing development, maintenance, and support of WinCAMS are vital to ensure these functions operate efficiently.
On May 11, 2020, the County Purchasing Department (Purchasing) approved non-competitive SAP Contract No. 4400014782 with Cascade Software Systems, Inc. in the amount of $480,228, for the period of July 1, 2020 through June 30, 2025 for the continued use of WinCAMS to provide software system services and maintenance for the Department’s cost accounting system. WinCAMS is essential for recording labor, equipment, and project cost data, enabling the Department to meet regulatory reporting requirements, conduct analyses, request Federal and State funding reimbursements, and integrate payroll data with the County’s central payroll system, EMACS.
Subsequently, Cascade Software Systems, Inc. underwent a reorganization and changed its name to Cascade Software Systems LLC. As a result, Contract No. 4400014782 was closed and the new Contract with Cascade was created.
This Amendment will update the current Contract with Cascade to increase the amount by $105,000, increasing it to $206,846.17 for 2024-25, and a new total not to exceed contract amount of $585,228.02. The additional expenditure provides for unanticipated software development required to merge Special Districts into the Cost Accounting system, automated validations to improve efficiency and cost of living increases that were underestimated year-over-year in the original Contract.
PROCUREMENT
Purchasing continues to support this non-competitive procurement based on continuity for the Department and continued use of its existing standard accounting system. The recommended amendment is being brought to the Board of Supervisors (Board) for consideration at this time because County Policy No. 11-04 requires departments to obtain Board approval for services over $200,000 annually.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on January 22, 2025; Purchasing (Micheal Candelaria, Lead Buyer, 387-8258) on January 16, 2025; Finance (Kathleen Gonzalez, Administrative Analyst, 387-5412) on February 6, 2025; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on February 7, 2025.