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Approve a fourth contract amendment with AgreeYa Solutions, Inc. and a third contract amendment with vTech Solutions for the current period through July 31, 2028, to provide as-needed professional services to support defined scope projects and work efforts; and Authorize the Chief Information Officer to execute the amendments and designated scopes of work
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Department of Information Technology (DoIT) recommends that the Board of Supervisors:
1. Approve a fourth contract amendment with AgreeYa Solutions, Inc. and a third contract amendment with vTech Solutions for the current period through July 31, 2028, to provide as-needed professional services to support defined scope projects and work efforts; and
2. Authorize the Chief Information Officer to execute the amendments and designated scopes of work.
SUMMARY:
On February 1, 2022, the Board approved two-year agreements with AgreeYa Solutions, Inc. and 22nd Century Technologies, Inc. to provide professional services support to Solano County, by addressing time-limited operational demands and emerging workload needs. On November 7, 2023, these agreements were extended through July 31, 2024, and the Board approved an additional agreement with vTech Solutions, Inc. for similar support.
DoIT is recommending the Board approve amendments to extend the agreements with AgreeYa Solutions, Inc. and vTech Solutions, Inc. These agreements provide services on an as-needed basis for defined scope projects and work efforts. The statements of work (SOW) planned for these firms conform with normal IT operations and development practices.
The extensions will allow the department to continue to access specialized, project-based resources to address evolving operational priorities, support time-sensitive initiatives, and maintain continuity of service delivery in areas requiring specific expertise or flexible capacity.
FINANCIAL IMPACT:
Any cost incurred for the professional/technical staff support services will be funded through existing DoIT appropriations or will be directly funded by County departments requesting IT resources for specific, defined projects. There is no dollar value associated with approval of these master agreements, as dollar values will be associated with each separately approved SOWs.
DISCUSSION:
The Department of Information Technology (DoIT), in collaboration with Human Resources, has made significant progress in reducing vacancy rates from 25% in January 2022 to approximately 10% currently. These improvements have enhanced DoIT’s ability to support County operations; however, fluctuations in workload, evolving technology demands, and time-sensitive initiatives continue to create the need for flexible, specialized resources.
To address these needs, DoIT utilizes professional services on a short-term, as-needed basis to support defined projects and discrete work efforts that align with normal IT operations and development. These services are intended to provide targeted expertise and additional capacity for specific initiatives, ensuring continuity and timely delivery of services across the organization.
This approach remains temporary in nature and complements ongoing recruitment and workforce stabilization efforts. Statements of Work (SOWs) issued under these agreements are structured to be project-based, deliverable-driven, and limited in scope.
In October 2021, DoIT conducted a Request for Qualifications (RFQ) for technical support and project-related services, including Project Management, IT Business Analysis, IT Service Management, Network Management, and Data Management. AgreeYa Solutions, Inc. and vTech Solutions, Inc. were selected based on demonstrated qualifications and experience. DoIT recommends continuing agreements with these vendors to maintain access to qualified resources for specialized and project-based needs.
ALTERNATIVES:
The Board could elect not to approve the master services agreements and limit the use of professional services for project-based support. This is not recommended, as it would reduce the Department’s ability to respond to fluctuating workload demands, support time-sensitive initiatives, and maintain continuity of IT service delivery across the organization.
OTHER AGENCY INVOLVEMENT:
County Counsel has approved the agreements as to form. DoIT has coordinated with Human Resources on hiring of regular staff and short term professional services needs related to these agreements.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION