CLARK COUNTY BOARD OF COMMISSIONERS
AGENDA ITEM
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Petitioner: |
Jessica Colvin, Chief Financial Officer Patrick Almeido, Deputy Director of Parks and Recreation |
Recommendation:
title
Approve an Amendment to the Contract with Vermont Systems, Inc., for RFP No. 602512-12, for Records Management Systems; and authorize the Chief Financial Officer or her designee to sign the Amendment; or take other action as appropriate. (For possible action)
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FISCAL IMPACT:
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Fund #: |
4380.000 |
Fund Name: |
Information Technology Capital Projects |
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Fund Center: |
1100761000 |
Funded PGM/Grant: |
N/A |
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Amount: |
$526,700 |
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Description: |
Records Management System |
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Additional Comments: |
Amendment No. 2 will increase the Contract amount by $526,700, for a new total Contract amount of $2,192,276.48. |
BACKGROUND:
On March 4, 2013, in accordance with the NRS 332 Resolution approved by the Board of County Commissioners (Board), the Department of Finance, Purchasing and Contracts Division approved the award of RFP No. 602512-12 to Vermont Systems, Inc. in the amount of $482,560.16 for Software License, Maintenance and Support.
The following are the pertinent provisions of the Contract:
• The term of the Contract was from date of award through completion of installation and training for the software system (estimated completion is 4Q2013) for the application software license. Maintenance support services shall renew annually as long as the County chooses to pay for maintenance support services.
• Included the County’s option to terminate maintenance support with advanced written notice.
Amendment No. 1 provided for an upgrade to the Parks and Recreation Management system, RecTrac from 10.3 to version 3.1. The upgrade allowed additional functionality including mobile compatibility and web based client access for Parks and Recreation staff. The approval also allowed the option to increase the award amount up to 25% based on possible user requirements for the renewal terms, based on approved budget appropriations.
Approval of Amendment No. 2 will add the implementation of the WebTrac app and the cost of annual maintenance for five years. The attached Amendment No. 2 document details the modifications and costs involved.
Vermont Systems, Inc. currently holds a Clark County Business License.
Contract Summary:
BCC Agenda Date Agenda Item No Description Amount
February 11, 2013 N/A Contract Award $482,560.16
March 5, 2019 11 Amendment No. 1 $1,183,016.32
November 15, 2025 Pending Amendment No. 2 $526,700.00
New Total Contract Amount $2,192,276.48
(*) Amounts reported reflect the maximum allowable and are inclusive of annual escalators.