Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Motion 25-193, approving and authorizing the execution of Amendment 2 to the Agreement for Professional Services for Cayenta Upgrade
body
DEPARTMENT: Information Technology
ORIGINATOR: Dee White
EXECUTIVE RECOMMENDATION: Ken Klein 4/9/25
PURPOSE: The purpose of this ECAF is to obtain approval to execute Amendment 2 to the Professional Services Agreement with Cayenta, a division of N. Harris Computer Corporation to memorialize Change Orders CO-001, CO-003, CO-004, CO-007, CO-008, CO-010, CO-011, CO-012, CO-013, CO-014, CO-015, and CO-016.
BACKGROUND: In 1996 the County approved and executed a contract to acquire an Integrated Enterprise Financial System from Cayenta Inc., formerly SFG Technologies Inc., pursuant to RFP-1-95. The integrated financial system is the backbone that organizes, consolidates, and services the fiscal needs of Snohomish County across the enterprise. Since financial information contained in this system is critical to County operations, as well as ensuring fiscal responsibility and accountability, it is equally critical that this system be properly supported. The hardware currently supporting the application reached end of life in October 2023, and the County had to upgrade the database platform from Oracle to SQL and in order to do so, an upgrade from the current version 7.7 to 9.0 was required to facilitate the database transition. The complexity of this combined SQL and version upgrade required professional support services. The County published Sole Source SS-002-21 and Sole Source SS-004-21BC and only N. Harris responded with interest in providing the services. A Professional Services Agreement was executed September 1, 2021 and was amended in 2023 to add additional professional services needed to complete the upgrade and migration. During the upgrade, multiple change orders have been necessary as new or different needs were discovered in order to properly complete the upgrade. This Amendment 2 memorializes Change Orders CO-001, CO-003, CO-004, CO-007, CO-008, CO-010, CO-011, CO-012, CO-013, CO-014, CO-015, and CO-016. None of these change orders resulted in any additional cost to the Agreement, but CO-016 included an hourly rate increase.
FISCAL IMPLICATIONS:
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EXPEND: FUND, AGY, ORG, ACTY, OBJ, AU |
CURRENT YR |
2ND YR |
1ST 6 YRS |
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TOTAL |
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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: All of the Change Orders are zero cost, so there is no change in expenditure.
CONTRACT INFORMATION:
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ORIGINAL |
X |
CONTRACT# |
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AMOUNT |
$907,454.00 plus applicable sales tax |
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AMENDMENT |
1 |
CONTRACT# |
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AMOUNT |
$398,400.00 plus applicable sales tax |
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2 |
CONTRACT# |
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AMOUNT |
$0 |
Contract Period
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ORIGINAL |
START |
9/1/2021 Motion 21-316 |
END |
8/31/2025 |
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AMENDMENT 1 |
START |
7/12/2023 Motion 23-277 |
END |
8/31/2025 |
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AMENDMENT 2 |
START |
Upon execution |
END |
8/31/2025 |
OTHER DEPARTMENTAL REVIEW/COMMENTS: Reviewed/approved by: Risk Management (Sheila Barker 4/8/25), Finance (Nathan Kennedy 4/9/25), and Prosecuting Attorney’s Office as to form only (Rebecca Wendling 4/2/25)