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Comptroller wins board approval to contract for lease-accounting service; confidentiality and costs discussed
Summary
The Bannock County board authorized the chairman to sign a contract for a lease-accounting service (vendor name in the record: DevRelic/Dev Oaks), at $7,500 annually with a potential $4,000 implementation fee if not signed by month end; commissioners discussed confidentiality and contract terms.
Bannock County Comptroller Christie Closser secured board authorization Tuesday for the county to engage a lease-accounting vendor the record identifies as DevRelic (also referred to as Dev Oaks/Dev book), at an annual cost of $7,500.
Closser told the board the vendor focuses on lease accounting for governments and that the county needs an outside system because current staff tools cannot meet the accounting requirements. “That is not something that Dayton’s gonna be able to do for us,” Closser said, referring to internal capacity. She said the vendor charges $7,500 annually and noted a $4,000 implementation fee that the vendor may require if the contract is not signed before the end of the month.
County legal counsel reviewed confidentiality provisions. Closser summarized legal staff recommendations: county data provided to the vendor should be marked confidential and, where the vendor receives a public-records request or subpoena for material in the vendor system, the county would provide notice to the vendor before producing records. “The recommendation was to simply on the side of marking any information we give them as confidential,” Closser said.
Closser described the contract as a three-year agreement with a 30-day out provision and said there is no appropriations clause extending the county’s fiscal-year obligation. She said the product is standalone and not a plugin to the county’s Tyler system; it will produce amortization schedules, depreciation and lease accounting entries that the comptroller’s office will reconcile.
Commissioners authorized the chairman to sign the agreement. The board’s approval included direction that county operations funds be used and that the comptroller coordinate data delivery and system setup. Legal counsel noted remedies for a breach would be contract damages; commissioners voiced confidence in the vendor’s handling of confidential information while acknowledging any data disclosure risk.
Closser said staff expects the vendor to deliver information in time for the county’s December financial entries and footnotes, and that the vendor will provide a login for the county’s accounting staff to review entries.
