Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Motion 24-356, approving and authorizing execution of the Software as a Service (SaaS) Agreement with OQPoint, LLC for a reservation management system
body
DEPARTMENT: Information Technology
ORIGINATOR: Dee White
EXECUTIVE RECOMMENDATION: Approved (Ken Klein 8/23/24)
PURPOSE: The purpose of this ECAF is to approve and execute an agreement with OQPoint, LLC for an electronic Reservation Management System for the Department of Natural Resources and Conservation (DCNR).
BACKGROUND: The County has a wide variety of reservable sites and activities available to the public. They include yurts, shelters, campsites, conference rooms, etc. Reservations are currently managed using multiple reservation systems and basic Microsoft Office 365 tools. This has resulted in the creation of processes and work-arounds prone to customer confusion, duplicative data entry, decentralization of records, invoicing errors, and staff frustration. DCNR requires a web-based reservation and registration management system in order to provide efficiencies to County staff as well as the community for reservation needs. The County published RFP-23-009TB-S to solicit proposals for a new electronic reservation management system and OQPoint’s Camava system was selected by the Snohomish County evaluation committee as submitting the highest-ranking proposal to provide this new electronic reservation management system. The cost for the services, including initial implementation of the system, licenses and maintenance is expected to not exceed $261,913.50 plus applicable sales tax over the initial five-year contract term. The Agreement may be extended in three-year terms for the duration of the County’s use of the system. DCNR will begin implementation of the system immediately upon execution of the Agreement. Expedited handling is requested as it is imperative that the new system is successfully implemented and live for use by the community by 12/31/2024.
FISCAL IMPLICATIONS:
|
EXPEND: FUND, AGY, ORG, ACTY, OBJ, AU |
CURRENT YR |
2ND YR |
1ST 6 YRS |
|
002 5096804101 DCNR Professional Svcs |
$101,353 |
$0 |
$101,353 |
|
002 5096804801- DCNR Maintenance |
$17,112.10 |
$17,112.10 |
$85,560.50 |
|
002 5096804801- DCNR Maintenance |
Est. $15,000 |
Est. 15,000 |
NTE $75,000 |
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Plus applicable sales tax |
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TOTAL |
$133,465.10 |
$32,112.10 |
$261,913.50 |
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REVENUE: FUND, AGY, ORG, REV, SOURCE |
CURRENT YR |
2ND YR |
1ST 6 YRS |
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TOTAL |
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DEPARTMENT FISCAL IMPACT NOTES: Appropriation exists in the DCNR budget for implementation. Anticipated costs for ongoing maintenance will be included in Parks’ 2025/26 budget and transferred to IT through a reimbursable services agreement.
CONTRACT INFORMATION:
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ORIGINAL |
X |
CONTRACT# |
|
AMOUNT |
NTE $261,913.50 plus applicable sales tax |
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AMENDMENT |
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CONTRACT# |
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AMOUNT |
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Contract Period
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ORIGINAL |
START |
Upon execution |
END |
5 years from acceptance |
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AMENDMENT |
START |
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END |
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OTHER DEPARTMENTAL REVIEW/COMMENTS: PA approval 8/20/2024. Reviewed/approved 8/22/24 by Sheila Barker (Risk Management) and Nathan Kennedy (Finance)