COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Information Services Department

DATE:

March 8, 2004

BOARD MEETING DATE:

March 23, 2004

TO:

Honorable Board of Supervisors

FROM:

Chris Flatmoe, CIO\Director Information Services

SUBJECT:

Execution of an Agreement with Computer Associates International Inc.

Recommendation

1) Waive the Request for Proposal Process; and

2) Adopt a resolution executing a three year agreement with Computer Associates International Inc. ("CA"), to provide mainframe systems software and support in an amount not to exceed $746,722 inclusive of applicable taxes; and

3) Authorize signature authority to the CIO\Information Services Director to approve modifications to this agreement not to exceed the maximum contract amount.

Background

Your Board approved resolution 65408 at the July 9, 2002 meeting and a two-year agreement with CA to provide mainframe systems software and support. The agreement is will expire June 30, 2004 and requires the processing of a new agreement.

Discussion

The CA software suite includes basic system utilities that manage all data and programs on the mainframe systems, as well as the database management software that supports the Criminal Justice Information System ("CJIS"). The programs and database management are closely integrated with our existing applications and would be difficult and extremely costly to replace. The costs of converting the CJIS application to a different database is estimated between $3 to $6 million. In addition, there would be a transition period of at least one year.

Executing this agreement by March 31,2004 would allow the County of San Mateo to take advantage of a 15% discount negotiated by CCISDA (California County Information Services Directors Association), as well as product savings. Over the term of the contract the County of San Mateo will realize a total savings of $285,188. For these reasons, it is in the best interest of the County to waive a Request for Proposal.

In addition, the County's non-discrimination clause has been modified with the approval of the County Manager to remove the penalty portion of the non-discrimination clause because this is a sole source vendor as referenced above.

It is likely there will be some changes of software configuration during the term of the contract. We recommend that the Board authorize the CIO/Director of Information Services to approve modifications, additions, deletions, or upgrades during the term of this agreement, but not to exceed the contract amount.

Vision Alignment

Executing an agreement with Computer Associates Inc. for software usage and software support keeps the County's commitment to responsive, effective, and collaborative government, specifically Goal # 22: County and local governments effectively communicate and collaborate in order to develop strategic approaches on issues affecting the entire County. This contract contributes to this goal because these software products are used by various departments to facilitate effective communication and collaboration between County departments and local agencies.

Fiscal Impact

The current Agreement with CA has an annual payment of $325,000. The new agreement will have a three year payment schedule with a year one payment of $181,856 pro rated for nine months, a year two payment of $254,113, and a year three payment of $254,113. This Agreement in the amount of $746,722 inclusive of taxes is included in the ISD Fiscal Year 2003-2004's Adopted Budget and would be included in future budgets.