Primary Department: Purchasing
Primary Department Head/Elected Official: Paige McInnis
Secondary Department: Management and Budget
Secondary Department Head/Elected Official: Daniel Ramos
Regular or Supplemental RCA: Regular RCAType of Request: Contract - Award
Project ID (if applicable): N/A
Vendor/Entity Legal Name (if applicable): eCivis, Inc.
MWBE Contracted Goal (if applicable): N/A
MWBE Current Participation (if applicable): N/A
Justification for 0% MWBE Participation Goal: N/A - Goal not applicable to request
Grant Indirect Costs Rate (if applicable):
Justification for 0% Grant Indirect Costs Rate (if applicable): Choose an item.
Request Summary (Agenda Caption):
title
Request that the County Judge execute a settlement agreement with eCivis, Inc. in the amount of $234,948 for maintenance, support, licenses and warranty of grant management software for the Office of Management and Budget for full compensation for services provided from August 27, 2021 - August 26, 2024.
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Background and Discussion:
The vendor eCivis, Inc. was selected via a Sole Source Exemption to provide grants prospecting software to the prior Harris County Budget Management Department on the 8/10/2021 Commissioners Court. Since that time, the vendor has provided licenses and maintenance of its grants prospecting software to departments throughout the County. Between 2021 and 2022, the vendor experienced an issue with their state franchise tax account, rendering the County unable to process purchase orders or approve contract renewals for the vendor for the years 2022, 2023, or 2024. There were no corresponding purchase orders created for Invoice No. 109338 for services from 8/27/2021 to 8/26/2022, Invoice No. 123244 for services from 8/27/2022 to 8/26/2023, and Invoice No. 123246 for services from 8/27/2023 to 8/26/2024, resulting in non-payment of invoices by the County during that time. During that time, the County reorganized, and the Budget Management Department became the Office of Management and Budget. They maintained oversight of this contract until the division of Grants and Partnerships in the Office of County Administration was created in February 2024. The contract is now overseen by the division of Grants and Partnerships.
Now that the vendor has resolved its franchise tax issue, the County has drafted a Settlement Agreement to settle the outstanding balance with the vendor. If services are required going forward, the County would need to establish a new agreement with renewal options with the vendor to cover future years.
Expected Impact:
Settlement of an outstanding balance owed to vendor eCivis, Inc.
Alternative Options:
N/A
County Strategic Plan Goal: N/A
County Strategic Plan Objective: N/A
Justice/Safety Initiative (Goal 1): Choose an item.
Infrastructure Initiative (Goal 2): Choose an item.
Economy Initiative (Goal 3): Choose an item.
Health Initiative (Goal 4): Choose an item.
Climate/Resilience Initiative (Goal 5): Choose an item.
Housing Initiative (Goal 6): Choose an item.
Additional notes related to the Strategic Plan:
Prior Court Action (if any): N/A
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Precinct(s): Choose an item.
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Fiscal and Personnel Summary |
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Service Name |
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Current Fiscal Year Cost |
Annual Fiscal Cost |
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Labor |
Non-Labor |
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Recurring Expenses |
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Funding Sources |
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Existing Budget |
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1000 - General Fund |
$ |
$234,948 |
$234,948 |
$ |
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$ |
$ |
$ |
$ |
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$ |
$ |
$ |
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Total Existing Budget |
$ |
$234,948 |
$234,948 |
$ |
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Additional Budget Request (Requires Fiscal Review Request Form) |
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Choose an item. |
$ |
$ |
$ |
$ |
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$ |
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Total Additional Budget Request |
$ |
$ |
$ |
$ |
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Total Funding Sources |
$ |
$234,948 |
$234,948 |
$ |
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Grants - Proposed Budget (To be filled out by Grants staff only) |
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Labor |
Non-Labor |
Total |
No. of Grant Years |
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Local Match Source - Existing Budget: Choose an item. |
$ |
$ |
$ |
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Local Match Source - Additional Budget Request: Choose an item. |
$ |
$ |
$ |
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Grant Funds Applied for/Awarded (Total) |
$ |
$ |
$ |
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Personnel (Fill out section only if requesting new PCNs) |
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Current Position Count for Service |
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Additional Positions Request |
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Total Personnel |
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Anticipated Court Date: 4/10/2025
Anticipated Implementation Date (if different from Court date): Click or tap to enter a date.
Emergency/Disaster Recovery Note: Not an emergency, disaster, or COVID-19 related item
Contact(s) name, title, department: Traci Donatto, Director Grants Management, Harris County Office of County Administration; Dat Trinh, Senior Buyer, Purchasing Department
Attachments (if applicable): Letter