COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Human Services Agency

DATE:
BOARD MEETING DATE:

July 25, 2003
August 12, 2003

TO:

Honorable Board of Supervisors

FROM:

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

SUBJECT:

Master Agreement with Unisys for Products and Services

Recommendation

Adopt a Resolution:

1.

Waiving the Request for Proposal process; and

2.

Authorizing the execution of an Agreement with the Unisys Corporation (Unisys) for products and services in the amount of $220,000 for the term August 15, 2003 to August 15, 2004.

Background

The Human Services Agency (HSA) is engaged at any one time in a number of small, medium or large-sized projects that require site work, including electrical, data and voice wiring, and auxiliary tasks.

Discussion

This Agreement covers the following projects:

1.

Purchase and Installation of an Emergency Diesel Generator at the Harbor Campus
After extensive inspection of the currently installed emergency generator and its electrical wiring, it has been determined that the existing generator does not have adequate capacity to safeguard HSA operations in the case of a power outage.

In August of 2002, HSA completed work on a Data Center. This involved the introduction of new equipment to the HSA Harbor Campus server room, expanded and reconfigured space, the deployment of a Storage Area Network (SAN), a high-speed networking system, and the addition of a 20kVA UPS and computer grade air conditioner. These changes have stressed the capacity of the existing backup generator. To ensure that adequate electrical amps are available to support the critical network and telephone rooms and that there is room for expansion within the Data Center, a replacement generator is required.

2.

Purchase and Installation of Air Conditioning System at Huntington Ave.
The Agency, in conjunction with seventeen other counties, will be implementing CalWIN in 2004. This application replaces the WCDS system. In preparation for the roll out of this system, all HSA sites must meet prescribed specifications to comply with mandated standards. The Huntington site does not currently meet those standards.

This Agreement ensures compliance with CalWIN standards by ensuring proper temperature control of the server room through the installation of a large air conditioning unit.

3.

Electrical upgrade at Huntington Ave.
Replacement of existing circuit and rewiring of electrical panel to support the new air conditioning unit.

4.

Design and Installation of Data/Voice Wiring at Quarry Road
The Human Services Agency facility at 550 Quarry Road, San Carlos, is undergoing significant reconstruction to include the expansion of a second floor space. Additional and upgraded data and voice wiring is necessary to accommodate the computer and telephone needs at this location.

Per Administrative Memorandum B-1, Unisys was selected via another public agency’s competitive process, and they have established agreements with a number of cities, counties and other governmental entities. Unisys is a California Multiple Award Schedule (CMAS) vendor with the State of California. Purchasing from this contractor affords the County lower pricing than offered by other vendors, and the County can take advantage of this vendor’s experience in dealing with other governmental agencies.

Currently, the County’s Information Services Department, sub-contracts cabling services to outside vendors, which they then manage. The County will incur additional cross-agency expense by adopting this strategy. In contrast, Unisys will work directly with HSA to complete the projects identified here, thus reducing “third-party” project management costs and County staff time. Additionally, similar implementation contracts with Unisys have proven extremely successful in terms of quality, effectiveness and timeliness.

A Waiver of the Equal Benefits Ordinance was approved by the County Manager, and a copy of the Waiver is attached.

Vision Alignment

The Agreement with Unisys Corporation 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 Amendment contributes to the Human Services Agency’s commitment by ensuring continued operation of our systems, meeting recommended standards to safeguard our infrastructure, and guaranteeing system performance and continuity of system access.

Fiscal Impact

The term of this Agreement is from August 15, 2003 to August 15, 2004. The total County commitment under this Agreement is $220,000, of which, $15,160 is for the Huntington Avenue air conditioner and electrical upgrade and $99,929 is for the Quarry Road data/voice wiring project. Both of these projects are included in the Recommended Budget for FY 2003-04. The Huntington Avenue project will be claimed against the CalWIN allocation at no Net County Cost, and the Quarry Road project will be claimed against CalWORKs, Child Welfare Administration, and Housing and Community Development allocations with an estimated Net County Cost of $38,223.

The $97,296 for the new emergency generator is not included in the Recommended Budget for FY 2003-04. A final budget change will be submitted for the Board’s approval in September 2003. There will be sufficient appropriation in the Agency’s budget to cover this expense until the budget modification is approved. The cost for the generator will be 100% funded with Agency Fund Balance. There will be no additional Net County Cost for the generator.

Total contract amount also includes a small contingency in the amount of $7,615. The Net County Cost will vary depending on which project, if any, incurs additional cost; worst case scenario would be $2,917.