title
Approve a Reinstatement and First Amendment with VM3 Consulting for $167,770, for a total contract amount of $402,157, for Kahua implementation and support services and to extend the contract through June 30, 2027; and Authorize the County Administrator, or designee, to execute the amendment and any subsequent amendments, with County Counsel concurrence, up to an aggregate of $74,999
body
Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Department of General Services recommends that the Board of Supervisors:
1. Approve a Reinstatement and First Amendment with VM3 Consulting (Attachment A) for $167,770, for a total contract amount of $402,157, for Kahua implementation and support services and to extend the contract through June 30, 2027; and
2. Authorize the County Administrator, or designee, to execute the amendment and any subsequent amendments, with County Counsel concurrence, up to an aggregate of $74,999.
SUMMARY/DISCUSSION:
On June 24, 2025, the Board approved a $234,387 contract with VM3 Consulting for implementation and support services associated with Kahua, the County's capital project management platform. VM3's original scope included system configuration, training, data migration, analytics, and integration support.
The VM3 contract expired on June 24, 2026. The proposed First Amendment reinstates the contract, extends the term through June 30, 2027, and increases the contract amount by $167,770, from $234,387 to $402,157.
The additional services will support continued implementation and administration of Kahua, including domain administration, business process management, user management and training, reporting, and integration planning. VM3 will provide these services on a time-and-materials basis, not to exceed $167,770.
Continued support will assist General Services' Capital Projects Management Division with ongoing system configuration, development of standardized business processes and workflows, user support and training, and reporting as use of Kahua continues to expand.
FINANCIAL IMPACT:
The First Amendment increases the contract by $167,770, from $234,387 to a new maximum contract amount of $402,157. The cost of the amendment is included in the Department’s FY2026/27 Working Budget. The costs associated with preparing this agenda item are nominal and absorbed by the Department’s FY2026/27 Working Budget.
ALTERNATIVES:
The Board could choose not to approve the Reinstatement and First Amendment. This is not recommended, as it would interrupt ongoing Kahua implementation and support and could delay full deployment and adoption of the system.
OTHER AGENCY INVOLVEMENT:
General Services has coordinated with the Department of Information Technology regarding implementation of the Kahua system. County Counsel has reviewed the Reinstatement and First Amendment as to form.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION