Tompkins County
New York

Resolution
2017-85

Authorization to Execute a Contract with Clear Impact, LLC, for Performance Measurement Software and Related Consulting Services

Information

Department:County AdministrationSponsors:
Category:Agreements, Bids, Contracts, Grants

Resolution/Document Body

WHEREAS, to improve its management of public resources and the quality delivery of essential programs, Tompkins County desires to establish a countywide performance measurement system, and

 

WHEREAS, such a system should enable departments to measure their success in attaining intended program outcomes and to make and assess programmatic changes aimed at improving performance, and

 

WHEREAS, a performance measurement system is expected to become an important addition to the process of decision-making at every level of the County organization, and

 

WHEREAS, for many years performance measurement has been left to individual departments to initiate and conduct, and

 

WHEREAS, a single countywide performance measurement system could be more useful than ad hoc or department-specific systems, and

 

WHEREAS, as a part of the 2017 County Budget, this Legislature authorized multi-year funding to support a three-year project to try out such a performance measurement system and to implement that system in all County departments, and

 

WHEREAS, the County issued a Request for Proposals (RFP) for a performance measurement system on February 10, 2017, in accordance with established Tompkins County and New York State purchasing procedures, and received four proposals by the March 10th due date for responses, and

 

WHEREAS, the proposals were evaluated by a team of County department heads and staff based on the criteria established by the RFP, and

 

WHEREAS, the review team, including the County Administrator whose department will manage and maintain the performance measurement system, has recommended that a contract resulting from the RFP process be awarded Clear Impact, LLC of Rockville, Maryland, for a web-based system that is maintained and updated by the vendor rather than the County, and

 

WHEREAS, the Government Operations Committee recommends the County undertake a three-year trial of Clear Impact’s “Results-Based Accountability” system, during which the County Administrator will report to the Government Operations Committee each June on the progress of the trial and the specific measurements thus far developed, now therefore be it

 

RESOLVED, on recommendation of the Government Operations Committee, That the County Administrator or his designee be and hereby is authorized to enter into a contract with Clear Impact, LLC of Rockville, Maryland for software and related consulting services to implement its Results-Based Accountability performance measurement system for a three-year contract amount not to exceed $53,600,

 

RESOLVED, further, That the County Administrator shall provide a progress report regarding the performance measurement initiative to the Government Operations Committee each June during the three-year trial period.

SEQR ACTION:  TYPE II-20

Meeting History

Apr 5, 2017 3:30 PM  Government Operations Committee Regular Meeting

Mr. Mareane provided a PowerPoint presentation on the proposal for a performance measurement system and related consulting services.

Mr. John was excused at this time.

Mr. Mareane explained the process and said a team of employees reviewed the responses received through the Request for Proposals and unanimously recommended Clear Impact, LLC that provides a system called Results Based Accountability (RBA). This system has been used successfully by Youth Services for a couple of years; it is a user-friendly system and versatile.

At this time, Mr. Sanders provided an overview of how the system works and how the information is maintained and monitored.

Ms. Chock spoke of her experiences with inputting data at a previous job and the difficulties with it and the amount of time spent tracking and reporting and much less time doing work.

Mr. Mareane said this is not an all-consuming system with inputting. It is not a complex system; it’s simple and straight-forward and is information already being created.

Ms. Younger spoke of the value this system has and said it defines and targets where efforts should go. This approach is evidence-based and is better governance.

Mr. Klein spoke of his long-term experience in working in human services and said any graph can be created based on questions asked and goals set. He said he does not understand how this system will make human services or any department better. Data is already being gathered and analyzed and that information is being used to make decisions. He would like to know how the system will improve performance.

Mr. Mareane believes that lack of this information can lead to decisions that are not best. Performance measurement systems are a tool for policy-makers that give insight to programs and how they are doing.

Mr. Burbank said he shares Mr. Klein’s concerns and spoke of his personal experience and that some things cannot be measured. He asked if feedback could be sought from people who have used this program. He questioned if it makes sense to make this a system-wide program.

Ms. Chock asked if there was a review process to hear from employees or contractor on how things are going or progress reports. Mr. Mareane believes the oversight would be by this Committee.

Ms. Kiefer spoke of the difficulties with budget prioritizing and believes there are important things that cannot be measured.

Following further discussion, Mr. Mareane agreed to bring this resolution back to the next Committee meeting.

RESULT:DEFERREDNext: 5/3/2017 3:30 PM
May 3, 2017 3:30 PM  Government Operations Committee Regular Meeting

Mr. Mareane reminded the Committee that performance measurement has been a priority of his for a long time. Funding was approved through the 2017 budget process to begin this. An RFP was issued and four proposals were received and an internal group of employees was created to review and evaluate them; this proposal was the most cost-effective and met the criteria established.

He believes that if you can’t measure it, you can’t manage it. A lot of data by departments is already collected. The goal is to take the data and turn it into useful information to measure how well the County is doing with its programs. He suggested if there are concerns that the first year could be done on a volunteer basis by departments. The Human Services departments are supportive of this and want to do it. He also offered to give periodic reports before this was made permanent and any budget decisions need to be made in the future. He strongly believes departments and the Legislature will find this system to be a valuable tool. Mr. Mareane said staff with experience with the system was present if the Committee wished to hear further testimony.

Mr. Burbank spoke of his confidence in Mr. Mareane and believes it is appropriate to bring it forward to the Legislature.

Ms. Chock commented on the term of the contract being five years and that it’s more than a full term on the Legislature. Mr. Mareane said the term as outlined in the resolution is a three-year term with two one-year renewal options; the Committee may change that to remove the renewal options.

Mr. John believes this is what the County should be doing as well as Legislators. It is important for Legislators to focus on new programs and whether something should be put into target during the budget process. This would provide a view of what programs exist and this system would provide that tool.

Ms. Taber provided an overview of her experience and the Ithaca Youth Bureau’s experience in using this system and said the employees support it. There are four different programs in the Department using the Results Based Accountability system.

As Ms. Kiefer had several changes she wanted to offer including comments made by Mr. Mareane made earlier, the Committee agreed to recommend the resolution as submitted with the understanding Ms. Kiefer would work with the County Administrator and submit revisions to be considered at the Legislature meeting in a substitute resolution.

RESULT:RECOMMENDED [3 TO 1]
MOVER:Will Burbank, Member
SECONDER:Rich John, Member
AYES:Carol Chock, Rich John, Will Burbank
NAYS:Dooley Kiefer
EXCUSED:Daniel Klein
May 16, 2017 5:30 PM Media Tompkins County Legislature Regular Meeting
RESULT:ADOPTED [UNANIMOUS]
MOVER:Daniel Klein, Vice Chair
SECONDER:Carol Chock, Member
AYES:Carol Chock, James Dennis, Rich John, Anna Kelles, Dooley Kiefer, Daniel Klein, Michael Lane, Leslyn McBean-Clairborne, Martha Robertson, David McKenna, Glenn Morey, Michael Sigler, Peter Stein
EXCUSED:Will Burbank