HomeMy WebLinkAboutSUSPENSION OF COMPETITION - COMPUTRUST - DBH-PGO.pdfE-PD-048 (02-2013)
Suspension of Competition Acquisition Request
[ Email Me]
Double click!
1. Fully describe the product(s) and/or service(s) being requested.
The Department of Behavioral Health is requesting to (re) purchase CompuTrust Case Management System (CTI)
which is a system used for the management of estates of who died intestate, managing Trust and Court
accounts, and inventorying real and personal property.
2. Identify the selected vendor and contact person; include the address, phone number and e-mail address for each.
Vendor: Compu Trust Software Corporation
Contact: Paula Lomanto, Sales Marketing
Address: 135 E. Main Ave Suite# 150, Morgan Hill, CA 95037
Phone: 1 (800) 222-7947
E-Mail: paula@computrustcorp.com
3. What is the total cost of the acquisition? If an agreement, state the total cost of the initial term and the amounts for
potential renewal terms.
Total Contract Cost (5yr term): $323,735
One Time Conversion Cost to web-based System: $27,550
Initial Term (2 yrs, 9 months): $132,591 (October 7, 2019 through June 30, 2022)
Customer Support and technical Assistance: $7,000
Optional hosted service costs: $53,254.
Renewal Terms (2yrs) $103,340 (July 1, 2022 through June 30, 2024; FY 2019-20 through FY 2023-24)
4. Identify the unique qualities and/or capabilities of the service(s) and/or product(s) that qualify this as a Suspension of
Competition acquisition.
CompuTrust is the software developer and only provider of the current system currently utilized by the County.
CompuTrust is the only provider who can maintain and support the system; and the only provider than can provide an
upgrade of the existing system.
5. Identify from Administrative Policy #34 what circumstances constitute a Suspension of Competition.
In an emergency when goods or services are immediately necessary for the preservation of the public health, welfare, or safety, or for the
protection of County property.
When the contract is with a federal, state, or local governmental agency.
When the department head, with the concurrence of the Purchasing Agent, finds that the cost of preparing and administering a competitive
bidding process in a particular case will equal or exceed the estimated contract amount or $2,500 whichever is more.
When a contract provides only for payment of per diem and travel expenses and there is to be no payment for services rendered.
When obtaining the services of expert witnesses for litigation or special counsel to assist the County.
When in unusual or extraordinary circumstances, the Board of Supervisors or the Purchasing Agent/Purchasing Manager determines that
the best interests of the County would be served by not securing competitive bids or issuing a request for proposal.
6. Explain why the unique qualities and/or capabilities described above are essential to your department.
The County's Department of Behavioral Health/Public Guardians' Office currently utilizes CompuTrust System for
operational services. CompuTrust is specifically designed to support Public Guardian Office's with detailed financial
and accounting systems combined with case management support for an extensive amount of clients under
conservatorship (with more than 9,000 clients). CompuTrust accounting system is designed and meets conservatorship
and court documentation regulations.
7. Provide a comprehensive explanation of the research done to verify that the recommended vendor is the only vendor
with the unique qualities and/or capabilities stated above. Include a list of all other vendors contacted, what they were
asked, and their responses.
The Public Guardian's Office (PGO) has used CompuTrust Software since the 1980s. The system is specifically
customized to the PGO's service needs with detail financial and accounting. Staff has researched other vendors
and options and determined that other software companies would require unnecessary costly expenditures due to
the countless hours to personnalize their system to meet the County's PGO needs . In addition, County staff will
require significant re-training for a new system. Acquiring a new system would also cause for a disruption in
current program system functionality. The continued use of CompuTrust Software is necessary for the Public
Guardian's Office to perform it's mandated services to more than 9,000 clients currently being served.
bfremming 8/29/2019 10:37:42 AM [ Sign] Double click!
Requested By: Title
E-PD-048 (02-2013)
I approve this request to suspend competition for the service(s) and/or product(s) identified herein.
dutecht 9/4/2019 8:35:51 AM [ Sign] Double click!
Department Head Signature
gcornuelle 9/20/2019 3:36:58 PM [ Sign] Double click!
Purchasing Manager Signature