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Home My WebLink AboutResolutions - 2024.12.12 - 41764 AGENDA ITEM: Memorandum of Understanding with the Department of Information Technology to Manage American Rescue Plan Act Funds DEPARTMENT: Information Technology MEETING: Board of Commissioners DATE: Thursday, December 12, 2024 11:11 AM - Click to View Agenda ITEM SUMMARY SHEET COMMITTEE REPORT TO BOARD Resolution #2024-4775 Motion to approve the attached Memorandum of Understanding between the Oakland County Board of Commissioners and the Information Technology Department, a department within Oakland County, to utilize $1,800,00.00 of American Rescue Plan Act funds for the following projects: (1) continuation of 52nd District Court courtroom updates; (2) continuation of remote and hybrid work technologies including laptops and hybrid conference room upgrades; (3) continued use of Qualtrics software; and (4) the replacement of the Service Center Incident Management System; further, authorize the Chair of the Board of Commissioners to execute the agreement. ITEM CATEGORY SPONSORED BY Contract Gwen Markham INTRODUCTION AND BACKGROUND In accordance with MR 21-379 (FY2021), MR 22-079, and the Adopted County Budget for Fiscal Years 2022, 2023, and 2024, the BOC appropriated $26,366,258 of Coronavirus State and Local Fiscal Recovery Funds (SLFRF) for County Operations projects including the projects described in this MOU. Further, BOC and the IT Department understand this MOU is required pursuant to the SLFRF program, the United States Department of Treasury Final Rules, and March 29, 2024 guidelines and FAQs. Rod Davenport, Director of the Department of Information Technology, shall serve as the project manager for the following IT Projects, which are estimated to cost $1,800,000: the continuation of 52nd District Court courtroom updates; the continuation of remote (hybrid work) technologies including laptops and hybrid conference room upgrades; continued use of Qualtrics software; and the replacement of the Service Center Incident Management System (a RFP was issued on October 28, 2024). Director Davenport will ensure that all deliverables for these projects are met within the period of performance ending on December 31, 2026. BUDGET AMENDMENT REQUIRED: No Committee members can contact Barbara Winter, Policy and Fiscal Analysis Supervisor at 248.821.3065 or winterb@oakgov.com or the department contact persons listed for additional information. CONTACT Rod Davenport, Chief Information Officer Sheryl Johnson, Deputy Chief Financial Officer ITEM REVIEW TRACKING Aaron Snover, Board of Commissioners Created/Initiated - 12/12/2024 AGENDA DEADLINE: 12/12/2024 7:00 PM ATTACHMENTS 1. MOU Information Technology County Operations 2. ARPA MOU Memo COMMITTEE TRACKING 2024-12-04 Finance - Recommend to Board 2024-12-12 Full Board - Adopt Motioned by: Commissioner Linnie Taylor Seconded by: Commissioner Penny Luebs Yes: David Woodward, Michael Spisz, Penny Luebs, Karen Joliat, Christine Long, Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Marcia Gershenson, William Miller III, Yolanda Smith Charles, Charles Cavell, Brendan Johnson, Ann Erickson Gault, Linnie Taylor (16) No: None (0) Abstain: None (0) Absent: Michael Gingell, Kristen Nelson, Ajay Raman (3) Passed OAKLAND COUNTY MEMORANDUM OF UNDERSTANDING BETWEEN OAKLAND COUNTY BOARD OF COMMISSIONERS AND THE DEPARTMENT OF INFORMATION TECHNOLOGY This Memorandum of Understanding (“MOU”) is made and entered into between the Oakland County Board of Commissioners (“BOC”), a Michigan Constitutional and Municipal Corporation, a political subdivision of the state of Michigan, whose address is 1200 North Telegraph, Pontiac, Michigan 48341 and the Oakland County Department of Information Technology (the IT Department). County and the IT Department may be referred to individually as a “Party” and jointly as "Parties". The Parties agree as follows: 1. PURPOSE OF MOU. In accordance with MR 21-379 (FY2021), MR 22-079, and the Adopted County Budget for Fiscal Years 2022, 2023, and 2024, the BOC appropriated $26,366,258 of Coronavirus State and Local Fiscal Recovery Funds (SLFRF) for County Operations projects including the projects described in this MOU. Further, BOC and the IT Department understand this MOU is required pursuant to the SLFRF program, the United States Department of Treasury Final Rules, and March 29, 2024 guidelines and FAQs. 2. SLFRF CONDITIONS. MR 21-379, MR 22-079, and the Adopted Budgets for Fiscal Years 2022, 2023, and 2024 authorized funding for eligible County Operational expenses outlined in the U.S. Department of Treasury guidelines for the expenditure of American Rescue Plan Fiscal Recovery Funds. Pursuant to MR 22-079, such expenses include information technology equipment, software, and infrastructure (IT Projects). The County determined that $1,800,000 of the $26,366,258 would be used for the IT Projects enumerated in Section 3. 3. SCOPE Rod Davenport, Director of the Department of Information Technology, shall serve as the project manager for the following IT Projects, which are estimated to cost $1,800,000: the continuation of 52nd District Court courtroom updates; the continuation of remote (hybrid work) technologies including laptops and hybrid conference room upgrades; continued use of Qualtrics software; and the replacement of the Service Center Incident Management System (a RFP was issued on October 28, 2024). Director Davenport will ensure that all deliverables for these projects are met within the period of performance ending on December 31, 2026. (COUNTY DEPARTMENT) BY: DATE: Rod Davenport Director of the Department of Informational Technology THE COUNTY OF OAKLAND BY: DATE: Chairperson, Oakland County Board of Commissioners MEMO To: Chief Deputy County Executive Subject: SLFRF Obligation FAQs Date: November 7, 2024 Executive Summary 1. Key Takeaway: The introduction of interagency MOUs as an obligation vehicle provides the County a tool to obligate dollars more efficiently and allows more time to continue refining its reallocation decisions. This memo summarizes preliminary takeaways from the updated FAQ released earlier this year. Interpretation of this guidance may evolve as additional information is released. Summary of FAQ Significant Changes The updated SLFRF FAQs provide funding recipients with more pathways to obligate funds before the December 31, 2024 and more flexibility to adjust obligations after December 31, 2024 in response to changing program needs. Key Language from Treasury: “Treasury considers an interagency agreement, including an agreement in the form of a memorandum of understanding (MOU), to constitute a “transaction requiring payment” similar to a contract or subaward and therefore an obligation for purposes of the SLFRF rule, if the agreement satisfies one of the following conditions: •it imposes conditions on the use of funds by the agency, department, or part of government receiving funds to carry out the program; •it governs the provision of funds from one agency, department, or part of government to another to carry out an eligible use of SLFRF funds; or •it governs the procurement of goods or services by one agency, department, or part of government from another, and the agreement also satisfies each of the following conditions: •it sets forth specific requirements, such as a scope of work and project deliverables; •it is signed by the parties to the agreement, or otherwise evidences that each party has assented to the agreement; and •it does not disclaim any binding effect or state that it does not create rights or obligations.” Considerations: Interagency MOUs may be easier and faster to execute than contracts, grant agreements or other legal vehicles and may serve as an “umbrella obligation” for other types of costs, allowing recipients to more broadly obligate funds within a discrete program in advance of the expenditure deadline. In addition, the new FAQs appear to indicate that personnel costs for positions that remain unfilled as of 12/31/24 may be obligated through an MOU.