Executive Summary of Accenture Contract Amendment No - Get as DOC

							564e7002-4f1a-47ee-aed2-4895e9fa9274.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

  #    Type of Item                               Agenda Item/Summary
  1   Informational/   Call General Membership and JPA Board Meetings to Order
      Procedural
                       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.
  2   Informational/   Public opportunity to speak on items not on the Agenda
      Procedural
                       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.
  3   Informational/   Introductions and Agenda Review
      Procedural
                       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
  4   Action           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)
  5   Action           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)
  6   Action           Approve C-IV Agreement for Controller and Treasurer Services




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                      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)
  7   Action          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



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                      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)
  8   Action          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)
  9   Action          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
                      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.
                      (Handout)
 10 Action            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.
                      (Handout)
 11 Action            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.



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                      (Handout)
 12 Action            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

                      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.
                      (Handout)
 13 Action            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)
 14 Action            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
 15 Action            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
                      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


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                      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
 16 Informational     Special Presentation
 17 Informational     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
                      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



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                             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.
 22 Informational     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.
 23 Procedural        Adjourn

                      Summary:
                      Linda Haugan will adjourn both meetings.




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