REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
June 27, 2023
FROM
LYNN FYHRLUND, Chief Information Officer, Innovation and Technology Department
SUBJECT
Title
Amendment to Master Subscription Agreement with KeyedIn Solutions Holdings, Inc. for Portfolio and Project Management Software
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 1 to Master Subscription Agreement No. 22-337 with KeyedIn Solutions Holdings, Inc., for additional portfolio and project management software licenses, increasing the total not-to-exceed contract amount by $260,014, from $96,000 to $356,014, and extending the term of the agreement by three years, for the total contract period of May 10, 2022, through May 9, 2027.
(Presenter: Lynn Fyhrlund, Chief Information Officer, 388-5501)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The Innovation and Technology Department (ITD) operating costs are recovered via service rates approved annually by the Board of Supervisors (Board). The additional cost not-to-exceed $260,014 includes costs for three additional years of portfolio and project management software licensing and additional licenses during the term of the Master Subscription Agreement (MSA). Sufficient appropriation is included in the ITD Business Solutions Development (BSD) 2022-23 budget and will be included in future recommended budgets.
BACKGROUND INFORMATION
BSD provides programming and consulting services to County departments for the development, enhancement, and maintenance of business solutions on a variety of hardware and software platforms. BSD utilizes KeyedIn Projects, a portfolio and project management software to manage a portfolio of current and future projects.
On May 10, 2022 (Item No. 25), the Board approved the MSA with KeyedIn Solutions Holdings, Inc. (KeyedIn) for portfolio and project management software licenses and implementation services, for a total contract amount of $96,000 for the period of May 10, 2022, through May 9, 2024.
Amendment No. 1 to MSA No. 22-337 with KeyedIn will extend the term of the MSA through May 9, 2027, and increase the total not-to-exceed contract amount by $260,014. The increased amount will accommodate various costs, including $68,675 for the purchase of 45 additional KeyedIn licenses, $113,507 for the renewal of 96 existing licenses, and an amount not to exceed $77,832 for any future purchase of up to 51 additional licenses at the same per license cost during the term of the MSA. The additional licenses would allow for more employees within ITD to access the portfolio and project management software. ITD recommends approval of Amendment No. 1 to continue to use KeyedIn Projects to manage the portfolio of current and future business solutions projects.
PROCUREMENT
In 2022, ITD evaluated four different portfolio and project management tool vendors and compared functionalities, support structure, and costs. The evaluations also included presentation and product demonstrations from each vendor. KeyedIn was determined to best satisfy BSD’s business needs for portfolio and project management for the lowest cost. KeyedIn only offers portfolio and project management software licenses manufacturer direct. The Purchasing Department concurs with ITD’s purchase justification of only authorized seller and is in line with County Policy 11-04.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Supervising Deputy County Counsel, 387-5455) on June 8, 2023; Purchasing (Tevan Stremel, Buyer III, 387-2098) on May 30, 2023; Risk Management (Victor Tordesillas, Director, 386-8623) on May 6, 2023; Finance (Ivan Ramirez, Administrative Analyst III, 387-4020) on June 8, 2023; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on June 11, 2023.