TRINITY COUNTY. Board Item Request Form Phone (530)

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Lester Reeves
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1 County Contract No Department Auditor/Controller TRINITY COUNTY 2.01 Board Item Request Form Contact Angela Bickle, Auditor-Controller Phone (530) Requested Agenda Location Consent Requested Board Action: Approve amendment number 1 to the agreement with Koa Hills, changing the terms to auto renew, adding cyber liability insurance and increasing the max cost by $6,000 annually for on-call software support services. Fiscal Impact: Up to $11,000 to the department requesting services. Motion: Second Roll Call: Ayes: Nays: Tabled To: Action: Notes:

2 STAFF REPORT Subject: Contract KOA Hills Amendment number 1 Date: 9/20/16 ISSUE: Should the Board approve amendment number 1 to extend term of contract with KOA Hills and include cyber liability insurance? Trinity County Auditor-Controller s office needs the on-call support services KOA Hills provides for the current software program being used and for the upgrade to OneSolution. KOA Hills provides support for our current software and can provide support during and after the upgrade. Their services include IFAS financials, HR/Payroll assistance, report creation, security fixes, workflow, and web form configuration. HR/Personnel found that they will need additional services for future years due to benefit increases. They are requesting to increase the maximum cost to County $11,000 annually. SunGard can provide support services for OneSolution, but at a higher rate. SunGard cannot provide sufficient and timely support for the current software program because the system is so old they no longer have staff with the knowledge they need to support us. Update on OneSolution: SunGard is close to completing the ID conversion issue, in which they caused. There is a new project manager leading the upgrade, who is keeping the project moving forward. All previous training will be redone at no cost to the County. Bi-Weekly update phone calls continue. ALTERNATIVES INCLUDING FINANCIAL IMPLICATION: 1. Approve contract amendment to extend the life of the contract. 2. Deny the request; Trinity County Auditor-Controller s office will have to contract with SunGard at a higher rate, with minimal (if any) support for the current software. RECOMMENDATION: Angela Bickle Department head signature line CAO RECOMMENDATION: Concur: Yes No Comments:

3 AMENDMENT NO. 1 TO CONTRACT BETWEEN COUNTY OF TRINITY AND KOA HILLS WHEREAS, a Contract was entered into the 1 ST day of October, 2015, by and between the COUNTY OF TRINITY, and Koa Hills Consulting LLC, to provide continuing On-Call support services for SunGard s financial and payroll software setup for Trinity County; and WHEREAS, the Contract provides for a termination date of June 30, 2016; and WHEREAS, the parties wish to extend the date of termination; and WHEREAS, the parties wish to include cyber liability in the amount of $50,000; and WHEREAS, the parties wish to increase the MAXIMUM COST to County: and WHEREAS, the Contract provides for amendments; NOW, THEREFORE, the parties hereto agree to the following: 1. Section VII, of the Contract entitled CONTRACT PERFORMANCE TIME is deleted in its entirety and replaced with; This Agreement shall commence July 1, 2016 and will remain in effect unless either party notifies the other in writing of their desire to terminate or modify this Agreement. Notice of intention to terminate should be given in writing at least 30 days prior to the effective date of termination, or sooner, if mutually agreed. 2. Section VIII INSURANCE will include; The Contractor shall maintain and include cyber liability insurance policy in the amount of $50, Section V, MAXIMUM COST TO COUNTY is amended by deleting the figure $5,000 and inserting in place thereof $11,000 annually. 4. Notices shall be mailed to Contractor at: KOA Hills Contract Amendment 1

4 Koa Hills Consulting PO Box 58 Reno, NV In all other respects the terms of the Contract are affirmed. IN WITNESS WHEREOF, the parties hereby have caused this Amendment No.1 to be executed on this 20th day of September COUNTY OF TRINITY CONTRACTOR Dated: Dated: L. Karl Fisher, Chairman Board of Supervisors Name: Federal Tax I.D. #: Telephone No.: Approved as to Form: Date: 9.6-/t c;.. Date: Shelly Pourian, Risk & Loss Prevention Manager Date: Margaret Long, County Counsel KOA Hills Contract Amendment 1

Koa Hills Consulting PO Box 58 Reno, NV 89504 3. In all other respects the terms of the Contract are affirmed.

1 to be executed on this 20th day of September 2016.

Karl Fisher, Chairman Board of Supervisors -------------------------- Name: ------------------------ Federal Tax

5 Koa Hills Consulting PO Box 58 Reno, NV In all other respects the terms of the Contract are affirmed. IN WITNESS WHEREOF, the parties hereby have caused this Amendment No. 1 to be executed on this 20th day of September COUNTY OF TRINITY CONTRACTOR Dated: Dated: L. Karl Fisher, Chairman Board of Supervisors Name: Federal Tax I.D. #: Telephone No.: Approved as to Form:, Auditor/Controller S ~~~~~ ounan, Loss Prevention Manager Margaret Long, County Counsel Date: Date: Erjao /1 eo Date: KOA Hills Contract Amendment 1

TRINITY COUNTY. Board Item Request Form Phone

TRINITY COUNTY. Board Item Request Form Phone County Contract No. Department Auditor/Controller TRINITY COUNTY 3.01 Board Item Request Form 2015-07-21 Contact Angela Bickle Phone 623-1317 Requested Agenda Location County Matters Requested Board Action: