To: BOARD OF SUPERVISORS
From: Social Services
Meeting Date: May 19, 2026
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Department Contact: |
DeDe Parker |
Phone: |
707-463-7761 |
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Department Contact: |
Jesse Vanvoorhis |
Phone: |
707-463-7981 |
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Item Type: Consent Agenda |
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Time Allocated for Item: N/A |
Agenda Title:
title
Approval of Agreement with Panoramic Software, Inc., in the Amount of $87,540, to Provide Software Support for Case File Program Used by the Public Guardian and Public Administrator’s Office, Effective July 1, 2026, through June 30, 2029
End
Recommended Action/Motion:
recommendation
Approve Agreement with Panoramic Software, Inc., in the amount of $87,540 to provide software support for case file program used by the Public Guardian and Public Administrator’s Office effective July 1, 2026, through June 30, 2029; authorize the Department of Social Services Director or designee to sign any future amendments to the Agreement that do not increase the annual maximum amount; and authorize Chair to sign same.
End
Previous Board/Board Committee Actions:
This software agreement has been ongoing since 2018/19. Agreements have been made under the Purchasing Authority.
Summary of Request:
The Department of Social Services (DSS) is requesting Board approval to enter into a three-year contract with Panoramic Software, Inc. for the provision of specialized case management and fiduciary accounting software (PGPro and PAPro) support.
Since fiscal year 2018/19, DSS has contracted with Panoramic Software, Inc. for
the Public Guardian/Public Administrator (PG/PA) software to support the DSS legal mandate to manage the personal and financial affairs of conserved individuals and decedent estates. These programs require a dual-function system that tracks complex social service case notes while maintaining rigorous, court-auditable financial records. The previous agreements (SS-18-043/PA-18-182, SS-19-015, PA #21-21, SS-21-014/PA 21-177, SS-22-033/PA-22-92, SS-23-052/PA 24-02, and SS-25-019/PA #26-25) fell under the signing authority of the Purchasing Agent. As a three-year agreement, we are seeking Board approval.
This software automates the tracking of client assets, income, and disbursements, ensuring compliance with California Probate Code and Court reporting requirements. It replaces manual tracking and disparate spreadsheets with a unified, cloud-based platform, reducing the risk of fiscal errors and administrative oversight. And, importantly, this software provides secure, HIPAA-compliant storage of sensitive client data and can generate the mandated annual accountings for the Superior Court.
Panoramic Software is used in over 35 California counties, offering a stable and proven platform tailored specifically to the nuances of California’s guardianship and administration laws. Approval of this request will ensure the PG/PA unit remains equipped to provide essential protection for Mendocino County’s most vulnerable residents.
Alternative Action/Motion:
Return to staff to find alternative software.
Strategic Plan Priority Designation: An Effective County Government
Supervisorial District: All
Vote Requirement: Majority
Supplemental Information Available Online At: N/A
Fiscal Details:
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source of funding: County General Fund |
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current f/y cost: $27,780 |
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budget clarification: N/A |
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annual recurring cost: 26/27: $27,780; 27/28: $29,160; 28/29 $30,600. |
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budgeted in current f/y (if no, please describe): Yes |
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revenue agreement: No |
AGREEMENT/RESOLUTION/ORDINANCE APPROVED BY COUNTY COUNSEL: Yes
CEO Liaison: Sara Pierce, Assistant CEO
CEO Review: Yes
CEO Comments:
FOR COB USE ONLY
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Executed By: Atlas Pearson, Senior Deputy Clerk |
Final Status: Approved |
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Date: May 19, 2026 |
Executed Item Type: Agreement |
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Number: 26-052 |
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