Executive Summary of Accenture Contract Amendment No

ca33ebd2-fb06-434d-9023-629a227ed0ca.doc March 28, 2008 General Meeting of the Statewide Automated Welfare System Consortium IV Joint Powers of Authority (JPA) & C-IV JPA Board of Directors Meeting Executive Summary # 1 Type of Item Informational/ Procedural Agenda Item/Summary Call General Membership and JPA Board Meetings to Order Summary: JPA Chairperson Linda Haugan will call two meetings to order at the same time, the JPA General Session, which includes the designated Welfare Directors from the 39 C-IV JPA member counties (4 original counties, 35 migration counties). In addition Linda will call to order the C-IV JPA Board of Directors Meeting. Both meetings need to be called to order because there are action items that require the vote of the JPA Board of Directors and action items that require the vote of the entire General Membership. Public opportunity to speak on items not on the Agenda Summary: Linda Haugan will ask if anyone from the public is requesting to speak on items not listed on the agenda. The public is defined as anyone at the meeting who is not a member of the JPA General Membership. The JPA General Membership is the designated Welfare Directors from the 39 C-IV member counties. Introductions and Agenda Review Summary: Secretary to the JPA and C-IV Project Director John Boule will review the agenda for the meetings and conduct a roll call of Directors to confirm that there is a quorum of both the JPA Board and General Membership. JPA Board Action Items Approve the Minutes and Review the Action Items of the February, 28, 2008 Regular Meeting Summary: The Consortium is seeking Board approval of the JPA Meeting Minutes from February 28, 2008 Regular JPA Meeting. (Handout) Approve Vendor Selection Report for Migration Implementation Procurement Summary: John Boule and FDGS Migration Planning Project Manager Betty Uzupis will review the Vendor Selection Report and evaluation process for the Migration Implementation Procurement. The JPA Board will be asked to approve the vendor selection report which will allow the project to release the Intent to Award Notices to the proposing vendors. Board approval will also allow contract negotiations with the successful vendor to commence the following week. (Handout) Approve C-IV Agreement for Controller and Treasurer Services 2 Informational/ Procedural 3 Informational/ Procedural 4 Action 5 Action 6 Action Page 1 of 6 ca33ebd2-fb06-434d-9023-629a227ed0ca.doc Summary: The JPA Board is being asked to approve the C-IV Agreement for Controller and Treasurer Services with San Bernardino County. The Agreement does not change the existing relationship it only formalizes the relationship. (Handout) Approve Amendments 1 and 2 to the Consortium Memorandum of Understanding (MOU) to accommodate the JPA's Unfunded Costs (Board Approval and Member Concurrence Required)                                        Approve Amendment 1 with Alpine County Approve Amendment 1 with Amador County Approve Amendment 1 with Butte County Approve Amendment 1 with Calaveras County Approve Amendment 1 with Colusa County Approve Amendment 1 with Del Norte Approve Amendment 1 with El Dorado Approve Amendment 1 with Glenn County Approve Amendment 1 with Humboldt County Approve Amendment 1 with Imperial County Approve Amendment 1 with Inyo County Approve Amendment 1 with Kern County Approve Amendment 1 with Kings County Approve Amendment 1 with Lake County Approve Amendment 1 with Lassen County Approve Amendment 1 with Madera County Approve Amendment 1 with Marin County Approve Amendment 1 with Mariposa County Approve Amendment 1 with Mendocino County Approve Amendment 1with Modoc County Approve Amendment 1 with Mono County Approve Amendment 1 with Monterey County Approve Amendment 1 with Napa County Approve Amendment 1 with Nevada County Approve Amendment 1 with Plumas County Approve Amendment 1 with San Benito County Approve Amendment 1 with San Joaquin County Approve Amendment 1 with Shasta County Approve Amendment 1 with Sierra County Approve Amendment 1 with Siskiyou County Approve Amendment 1 with Sutter County Approve Amendment 1 with Tehama County Approve Amendment 1 with Trinity County Approve Amendment 1 with Tuolumne County Approve Amendment 1 with Yuba County Approve Amendment 2 with Merced County Approve Amendment 2 with Riverside County Approve Amendment 2 with San Bernardino County Approve Amendment 2 with Stanislaus County 7 Action Page 2 of 6 ca33ebd2-fb06-434d-9023-629a227ed0ca.doc Summary: The JPA Board is being asked to approve MOU Amendment 1 (for the 35 migration counties) and MOU Amendment 2 (for the four original counties) which defines the county obligations associated with “Unfunded Costs”. Once the JPA Board approves the Amendments, the JPA General Membership will be asked for concurrence. Once concurrence of the General Membership is obtained, each member county will need to coordinate approval of the Amendments by their own board of supervisors prior to the beginning of next fiscal year (July 1, 2008). (Handouts) Approve Schedule of Unfunded Costs for SFY 08/09 (Board Approval and Member Concurrence Required) Summary: Pursuant to the above MOU Amendments the JPA Board will be asked to approve and the General Membership will be asked for concurrence on a schedule which estimates the “Unfunded Cost” for each county for State Fiscal Year 2008/2009. (Handout) Approve Purchase Agreement with EDX Information Systems Inc. for the purchase of equipment for the build out of the Development Data Center for Migration Summary: The Consortium, through the commodities procurement process 8 Action 9 Action is purchasing equipment for Migration development. EDX Information Systems was the successful bidder on one bid and the JPA Board is being asked to approve the Purchase Agreement with EDX Information Systems Inc. This equipment is funded through the Migration Project Budget. The Purchase Agreement outlines the terms, conditions, equipment and price associated with the purchase. 10 Action (Handout) Approve Purchase Agreement with GovStor Inc. for the purchase of equipment for the build out of the Development Data Center for Migration Summary: The Consortium, through the commodities procurement process is purchasing equipment for Migration development. GovStor Inc. was the successful bidder on one bid and the JPA Board is being asked to approve the Purchase Agreement with GovStor. This equipment is funded through the Migration Project Budget. The Purchase Agreement outlines the terms, conditions, equipment and price associated with the purchase. 11 Action (Handout) Approve Change Order 32 for the system enhancements related to C4Yourself Summary: The Consortium has implemented a secure self-service, public facing, web-based application to the C-IV System (the “C4Yourself Application”). The C4Yourself Application is designed to help streamline the application and approval process for the Food Stamp Program and increase program access. The Consortium has requested additional enhancements to this application which will be funded through the remaining funds in the FNS grant received last year. Change Order 32 outlines the enhancements and costs associated with this Change Order. Page 3 of 6 ca33ebd2-fb06-434d-9023-629a227ed0ca.doc (Handout) Approve Change Order 33 for the purchase of hardware and software from Proquire LLC for the build out of the Development Data Center for Migration 12 Action Summary: The Consortium, through the commodities procurement process is procuring some of the hardware and software needed for Migration development. Proquire was the successful bidder on three bids and the purchases are being handled as a Change Order to the existing Agreement with Accenture. Change Order 33 outlines the hardware and software being purchased from Proquire as a result of this initial commodities procurement. 13 Action (Handout) Approve Amendment No. 37 which incorporates the following documents into the Amended and Restated Revised System Agreement between the JPA and Accenture LLP and Proquire LLC:  Change Order 32 for the system enhancements related to C4Yourself  Change Order 33 for the purchase of hardware and software from Proquire LLC  Amendment to section 14.2.4(c) to temporarily add additional liquidated damages during the C-IV Production Data Center move Summary: The Board will be asked to approve Amendment No. 37 which incorporates the following documents into the Amended and Restated Revised System Agreement between the JPA and Accenture LLP and Proquire LLC: Change Order 32 for the system enhancements related to C4Yourself, Change Order 33 for the purchase of hardware and software from Proquire LLC, and amends section 14.2.4(c) to temporarily add additional liquidated damages during the C-IV Production Data Center move. (Handout) Approve Loan Agreement with De Lage Landen Financial to finance the hardware equipment purchases from Proquire LLC, GovStor Inc. and EDX Information Systems that exceed $5,000 (before tax and shipping). Summary: All hardware purchased with a unit cost above $5,000 must be financed. As a result of the above commodities procurements, the Consortium had to arrange financing. The Consortium through GS $Mart (State Department of General Services) obtained financing from De Lage Landen (DLL) Financial. The JPA Board is being asked to approve the Loan Agreement with De Lage Landen (DDL) Financial in the amount of $1,003,683, with an interest rate of 3.36 % for a term of 60 months. (Handout) General Membership Action Items The C-IV Project is seeking General Membership approval of a new Project Icon, which will represent the Thirty-Nine (39) County Consortium. Summary: Last June the JPA General Membership approved a logo to signify that 14 Action 15 Action C-IV is now an organization representing 39 counties. Following the meeting concern was expressed about the new logo and how the vote took place. As a Page 4 of 6 ca33ebd2-fb06-434d-9023-629a227ed0ca.doc result additional logo designs were circulated to the counties. John Boule will display options to the General Membership for consideration. The General Membership will be asked to select from the most popular logo designs (including the one approved last June) to represent C-IV going forward. General Membership Informational Items Special Presentation Update on Governor’s Budget and ISAWS Migration Update Summary: Meg Sheldon (CWDA), Linda Haugan, John Boule and Glenn Helland will provide a brief update on activities and status concerning the Governor's Budget Proposal regarding the ISAWS Migration Project and next 16 17 Informational Informational steps. 18 Informational Update on insurance policy associated with commodities purchases Summary: John Boule and Lorrie Taylor (FDGS) will provide an update on the new insurance policy for the equipment purchased through the commodities procurement. The Migration Counties upcoming commodities purchases require standard insurance coverage for replacement costs of all hardware and software. Alliant Insurance, Special Property Insurance Program (SPIP), will provide standard loss payee coverage due to fire, theft, flood, etc., through July 2009, with a deductable of $2,500.00, for an annual premium amount of $4,397.99. This is a project-related cost included in the C-IV Migration budget. 19 Informational Migration Update  Migration Planning Project >  Final Deliverables > Close-out and Next Steps Migration Development > > > >  Status Update Technical Roadshow Update Application Roadshow Update Migration Conversion Plan Overview > Consortium Staffing Quality Assurance Summary: John Boule, Leslie Johnson, Jon Burkett, Seth Richman, Nancy Harrison, Karen Rapponotti and Diane Alexander will provide updates on the Migration Development Project activities that have taken place and summarize tasks and activities that are anticipated to take place over the next few months. 20 Informational Maintenance and Operations Update  Customer Satisfaction Survey Page 5 of 6 ca33ebd2-fb06-434d-9023-629a227ed0ca.doc   Production Data Center and Print Center Move C4Yourself Summary: Ted Anderson, Scot Bailey and Karen Rapponotti will provide an update on the M&O Project activities that have taken over the past several months and summarize tasks and activities that are anticipated to take place over the next few months. Ted Anderson will review the results from the most resent C-IV Customer Satisfaction Survey. Scot Bailey will provide a brief overview of the upcoming C-IV Production Data Center move and Karen Rapponotti will discuss status and next steps associated with C4Yourself. 21 Informational Project Communications  Protocol  Tools – C-IV.org, web portal (Demonstration) Summary: Sue Wolf (Accenture) and Melody Finwick (CPM Tehama County) will provide an update regarding project communications and provide a demonstration of the new C-IV.org web portal. Overview of Next JPA General Membership Meeting (06/27/08) Summary: Just a reminder that the next JPA General Membership Meeting will be on June 27, 2008 and will be held at the DTS meeting facility. All thirty-nine County Welfare Directors will be invited and this will be the meeting where the annual JPA Board elections for the next fiscal year will take place. Adjourn Summary: Linda Haugan will adjourn both meetings. 22 Informational 23 Procedural Page 6 of 6