The URL can be used to link to this page

Browse Search

Home My WebLink About20203191.tiffG��1- Hr�q MEMORANDUM TO: Esther Gesick, Clerk to the Board Oct 14, 2020 FROM: Ryan Rose, Chief Information Officer SUBJECT: Chocolate Software Chocolate Software provides a solution called OAA-SYS that enables AAA Human Services organizations to manage and track their voucher programs. The attached agreement between the Board Of County Commissioners and Chocolate Software is to obtain licenses and engage their assistance in implementing this solution. This agreement has been reviewed by Legal. The cost for this request is $24,720. We ask that the BOCC approve the agreement as submitted. is tal az) 1 C')2020-3191 ��voo 9 BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Chocolate Software DEPARTMENT: Information Technology DATE: 10/12/2020 PERSON REQUESTING: Ryan Rose, CIO Brief description of the problem/issue: Chocolate Software provides a solution called OAA-SYS that enables AAA Human Services organizations to manage and track their voucher programs. This agreement is to obtain licenses and engage their assistance in implementing the solution. What options exist for the Board? (include consequences, impacts, costs, etc. of options): The Board has the option of approving this agreement to proceed forward with this solution or operate as is. Recommendation: This vendor specializes in this software. The cost for this request is $24,720.00. The contract has been reviewed by Legal. Mike Freeman, Chair Scott K. James Barbara Kirkmeyer Steve Moreno, Pro -Tern Kevin D. Ross Approve Recommendation ff i Schedule Woukimion Other/Comment )'‘W OAA-SYS® Proposed Scope of Work AAA: Weld County AAA Project: OAA-SYS® CRS Installation and Customization Date: Oct. 1, 2020 P.O Box 1927 Jackson CA 95642 www.chocolate-software.com 720.428.2640 CHOCOLATE SOFTWARE Lac: Introduction Chocolate Software is pleased to provide the following proposal for activating and customizing its OAA-SYS® Contract & Reimbursement System (CRS), including the associated Voucher Module, for use by the Weld County Area Agency on Aging. This proposal covers the remainder of State Fiscal 20201 (Sept I — June 30 2021), but also addresses activities and costs beyond SFY 2021 to provide perspective on ongoing costs and our ability to stage/phase these tasks as your needs and budget dictate. OAA-SYSO Modules and Supportive Tools OAA_SYS® is a comprehensive suite of modules designed by AAAs to automate their existing work flows. Collectively, OAA-SYS® is comprised of two core systems — the Request for Proposals (RFP) system and the Contracts and Reimbursements System (CRS). The following list summarized the complete set of modules available in the full installation of OAA-SYS®. 1. RFP System (and associated modules) 2. Contract Management Module 3. Contract Renewal/Contract Edit Module 4. Amendment Module 5. Reimbursement Module 6. Funding Allocation Module 7. CBRES Integration Module 8. Reports and Data Warehouse 9. Voucher Module Each installation of OAA-SYS® includes base functionality to support: 1. Administrator and provider account management 2. The definition and management of AAA services 3. General data management (accounting codes, service areas, services, etc.) 4. Document storage 5. Reports and data downloads It is important to note that the base installation of OAA-SYS® is not HIPAA compliant. The ability to store consumer information (PHI) in OAA-SYS® requires additional obligations on the part of the AAA — mostly around staff training and system access constraints. Project Plan Summary Based on our understanding of Weld County AAA's most pressing needs, this proposal addresses the installation and customization for just the CRS (i.e. not including the RFP), and includes the additional costs and activities associated with a HIPAA compliant version of the CRS. The objectives of the proposed work plan for the timeframe of September 1, 2020 through June 30, 2021 will include: 1. Detailed requirements gathering sessions for the following processes: a. Contract set-up; b. Reimbursements; and c. Vouchers 1 CHOCOLATE SOFTWARE la's-�c�IK. 2. Required customizations based on the results of the detailed requirements gathering sessions. 3. Installation of the initial install of the Contract & Reimbursement System (CRS), including the Voucher Module, including any required data imports 4. Staff training of the system, including training on password policies and security The tasks and associated work activities needed to meet these objectives are detailed below. The consulting hours and licensing fees are billed as a fixed cost when the contract is signed. Project Management Protocols The following table outlines several operating protocols for the successful execution of the project as well as protocols required for a successful ongoing partnership between Chocolate Software and Weld County AAA. Protocol Operating logic Communications Status reporting Comments Chocolate Software will manage the work tasks using the Agile development methodology, rolling system changes out in a series of iterative "Sprints." We will work with the Weld County AAA to define what goes into the releases and will also make su estions based on new OAA-SYS® features develo ed by other AAAs. Email will serve as the principal communication medium for managing the project, augmented with telephone calls as and when needed. Chocolate Software will endeavor to respond to any email within 24 hours. Periodic face to face meetings will also be necessary for requirements verification and to discuss topics that may arise during the project that are not conducive to email. Chocolate Software will cover the costs of traveling to such meetings (mileage costs; accommodations). Note that in light of the global coronavirus pandemic, video conference meetings will substitute for face to face meetings until all parties are comfortable meeting in person. Chocolate Software will prepare and deliver status updates to coincide with each release. All parties will review, address and agree to an appropriate course of action on any matters arising from the status reports within 3 working days of delivery of the status report. Issue reporting Chocolate Software prioritizes issues and will communicate with Weld County AAA throughout the issue troubleshooting and resolution. Change Management Chocolate Software will update the Weld County AAA on spend throughout the project. We will endeavor to not exceed the fixed cost set out in the contract. If we approach the fixed cost allocated for the project, we will communicate with the AAA to determine next steps. Planned System Chocolate Software occasionally requires system downtime throughout the year for Downtime maintenance and upgrades related to server health and performance. These planned outages will be communicated to the AAA well in advance and will be scheduled over weekends and when the system is not as active. 2 CHOCOLATE SOFTWARE lea's :O,I 1 Costs A summary of the effort and costs for customization and use of the CRS and the Voucher Module is below. The costs comprise hosting, software licensing and consulting time for set-up, training, upgrades and customizations. The total cost of the project will be billed as a fixed cost at the time of the contract signing. Task N Task Time frame Hours Cost 1.0 OAA-SYS CRS AND VOUCHER MODULE 1.1 Requirements gathering sessions (including phone meetings and emails) 1.2 System set up and training, including data imports if needed 1.3 Training and train the trainer sessions 1.4 Implement initial required customizations 1.5 Continued customizations and support State Fiscal Year 2022 Set up 1.6 Set up Contract Renewal module for provider edits to SFY22 contracts 1.7 Set up and training for Contract Renewal process and module Task 1.0 Subtotals 2.0 PROJECT ADMIN & MANAGEMENT 2.1 Project management (20 hours) Task 2.0 Subtotals 3.0 OM-SYS LICENSE & HOSTING 3.1 Licensing, hosting and management fee of OAA-SYS CRS (9 months) Task 3.0 Subtotals SFY21 Q1 SFY21 Q1 SFY21 Q1 SFY21 Q2 SFY21 SFY21 Q3 SFY21 Q3 SFY21 (10 months) SFY21 (9 months) 12 $1,440.00 24 $2,880.00 8 $960.00 24 $2,880.00 42 $5,040.00 12 $1,440.00 4 $480.00 126 $15,120.00 20 $2,400.00 20 $2,400.00 N/A $7,200.00 N/A $7,200.00 TOTALS Consulting Hours OAA-SYS Licensing & Hosting Total 3 Hours Cost 146 $17,520.00 N/A $7,200.00 146 $24,720.00 CHOCOLATE SOFTWARE Timeline of Activities The timeline of activities is below: DATE ACTIVITY OCT 2020 Conduct detailed requirements gathering sessions for the CRS and Voucher Module OCT-NOV 2020 Implement high priority customizations for the CRS and Voucher Module OCT 2020 Conduct CRS administrator training (including additional password and security training) and "train the trainer" sessions for administrators to provide to contractors OCT 2020 Go live with CRS OCT 2020 Determine additional customizations for the CRS NOV 2020 -JUN 2021 Implement additional requested customizations for the CRS Planning for subsequent years The annual costs for OAA-SYS® are typically higher in the first year due to required upfront activities, including initial requirements gathering, system installation and training. As the AAA adapts to using the new software, it may want to invest in additional tools and features in subsequent years or it may want to just use the system for a while in order to get used to the change before developing new features. Typically, the costs in subsequent years will decrease by about 20% if the AAA uses the system as -is. If the AAA continues to invest in improvements to fine-tune the system to align more closely to their processes, the subsequent year costs may not decrease and could actually increase, depending on the goals of the AAA. Chocolate Software works closely with each AAA to cost out these enhancements and then prioritize them to match the agency's need and budget. Chocolate Software also works with AAAs to integrate the software with other technologies within the AAA, including Network of Care, PeerPlace and various accounting systems. While this integration provides additional value and efficiency for the AAA, this can also increase the costs for the AAA in subsequent years. Thanks again for the opportunity to submit a proposal. Please feel free to reach out to us with any questions or clarifications needed about the proposal. 4 Proposed Scope of Work for OAA-SYS Contract and Reimbursement System (CRS) Installation and Customization for Weld County Area Agency on Aging — Chocolate Software, LLC ATTES BY doerigwv Deputy rk t• the Vra; BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO e 14i.3ems-. Mike Freeman, Chair OCT 2 8 2020 Qo o -319I Contract Form New Contract Request Entity Information Entity Name* Entity ID* CHOCOLATE SOFTWARE LLC `10042839 Contract Name* CHOCOLATE SOFTWARE CONTRACT AND SOW Contract Status CT8 REVIEW Contract ID 4199 Contract Lead* MTRUSLOW Contract Lead Email mtruslowgco.weId.co.us Contract Description* OAA-SYS SOFTWARE AS A SERVICE CONTRACT PLUS IMPLEMENTATION COSTS, Contract Description 2 Contract Type* AGREEMENT Amount * S24,720.00 Renewable* YES Automatic Renewal Grant IGA Depar Unent INFORMATION TECHNOLOGY - Department Email CM- InforrnationTechnologyGIST weldgov.com Department Head Email CM- InformationTechnoIogyGIS- DeptHeadAveldg©v.c©m County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEYrWELDG OV.COM If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Requested BOCC Agenda Date* 10,'25:2020 Parent Contract ID Requires Board Approval YES Department Project* Due Date 10 22+2020 Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Termination Notice Period Contact Information Contact Info Contact Name Purchasing Review Date* 09.`01 ; 2021 Committed Delivery Date Contact Type Contact Email Renewal Date* 10101:'2021 Expiration Date Contact Phone 1 Contact Phone 2 Purchasing Approver Purchasing Approved Date CONSENT 10.'21;2020 Approval Process Department Head RYAN ROSE DH Approved Date 10;21/2020 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 102612020 Originator MTRUSLOW Finance Approver CONSENT Legal Counsel CONSENT Finance Approved Date Legal Counsel Approved Date 10;'21 x'2020 10.'21 2020 Tyler Ref # AG 102620 Hello