COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Human Services Agency

DATE:

BOARD MEETING DATE:

June 25, 2003

July 15, 2003

TO:

Honorable Board of Supervisors

FROM:

Maureen D. Borland, Director, Human Services Agency
Kathryn Ciamarro, Director of Automation

SUBJECT:

Second Amendment to an Agreement with the Stellent, Inc.

Recommendation

Adopt a Resolution:

1.

Waiving the Request for Proposal (RFP ) process; and

2.

Authorizing the execution of an Amendment to the Agreement with Stellent, Inc. increasing the Agreement by $126,168 for a total of $152,268.

Background

On January 25, 2002, the Director of the Human Services Agency executed an Agreement with Stellent, Inc. to provide maintenance and support services to the Introdoc application, which is the software used for the Intranet.

Subsequently, the County Manager approved an extension of the term of the Agreement and additional support services for this software. This is the software used for housing and publishing Human Services Agency's documents to the Intranet.

Discussion

On January 25, 2002, the Director of the Human Services Agency executed an Agreement with Stellent, Inc. for software support services in the amount of $18,100. On January 15, 2003, the County Manager's Office approved the First Amendment to extend the term to December 31, 2003 and increased the Agreement by $8,000. This Second Amendment increases the amount by $126,168. This amount purchases additional software, licensing and professional services, allowing the Agency to expand on existing architecture to include document imaging, and additional storage and retrieval capacity.

The Agency has been working with the Information Services Department for a number of years in determining the cost effectiveness and efficiencies in moving from hard copy to an electronic client case file system. Rather than invest in a separate full scale enterprise document management system at this time, it has been determined that it would be in the Agency's best interest to take full advantage of the current technology, build on it, and implement a pilot project that enables a proof of concept strategy, and demonstrate the cost savings/business efficiencies before launching into the Agency-wide implementation.

With the planned implementation of the Medi-Cal Call Center, the Agency is afforded the opportunity to begin the transition to an electronic case file system. With the implementation of this pilot imaging project, the Agency will be better able to move in a phased approach toward a fully automated, centralized records system.

A Waiver of the Request for Proposal (RFP) process is included in the Board Resolution.
County Counsel has reviewed and approved this Second Amendment as to form. Risk Management has approved the insurance for this Agreement.

Vision Alignment

The Agreement with Stellent, Inc. keeps the commitment of: Responsive, effective and collaborative government and goal number 21: County employees understand, support and integrate the County vision and goals into their delivery of services. This Second Amendment contributes to the Human Services Agency's commitment by ensuring continued operation of our online system, and enhanced functionality that provides immediate access to the information necessary for workers to perform their duties.

Fiscal Impact

The term of this Agreement is January 1, 2002 to December 31, 2003; the payment amount has been increased from $26,100 to $152,268. The amended annual amount of $126,168 has been included in the Recommended Budget for FY 2002-03 and the FY 2003-04 Budget. This cost will be funded with 50% state and 47.5% federal revenue. The Net County Cost will be $3,154 for FY 2002-03, there is not additional Net County Cost.