COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Human Services Agency

DATE:

January 4, 2005

BOARD MEETING DATE:

January 25, 2005

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Maureen Borland, Director, Human Services Agency

Clarisa Simon-Soriano, Acting Director of Automation

SUBJECT:

First Amendment to the Agreement with Business Objects

RECOMMENDATION:

Adopt a Resolution:

1.

To Waive the Request for Proposal process; and

2.

Authorizing the execution of a First Amendment to the Agreement with Business Objects, increasing the amount by $12,000 for a total obligation of $106,811, for the existing term of April 1, 2003 to April 1, 2005.

VISION ALIGNMENT:

Commitment: Responsive, effective and collaborative government

Goal 21: County employees understand, support and integrate the County vision and goals into their delivery of services.

This First Amendment to the Agreement with Business Objects contributes to the goal by ensuring continued operation of our online system that provides immediate access to the information necessary for workers to perform their duties.

Performance Measures:

Measure

FY 2003-04

Actual

FY 2004-05

Projected

Percentage of professional services completed on schedule

N/A

90%

BACKGROUND:

In March 2001, as part of the SHARP Data Warehouse implementation, the Human Services Agency (HSA) purchased software licenses from Business Objects to be utilized as a tool for accessing and reporting data. The purchase also included two years of maintenance.

On March 13, 2003, HSA entered into an Agreement with Business Objects to provide another two years of maintenance support for existing licenses at a cost of $39,301. In addition, new software licenses and maintenance services were obtained at a cost of $55,510. These additional licenses were necessary in order to expand access to new users utilizing the SHARP Data Warehouse. The total amount of the original Agreement was $94,811, for the term of April 1, 2003 to April 1, 2005.

DISCUSSION:

Over the past several years, the reports available with the Business Objects software have become more widely utilized throughout the Agency. Given this increasing use, there is a need to review the technical infrastructure and configuration of the system. This first Amendment provides for Business Objects to recommend required hardware and software needs given the increasing demand on the system. Business Objects will also upgrade existing software to the latest version, and provide training so that HSA staff can perform future upgrades, including system installation and configuration.

Because Business Objects owns the intellectual property rights to the software, it is in the best interest of the County to waive the Request for Proposal process and contract with Business Objects to provide the system review, and additional software and support services.

This first Amendment has been reviewed and approved by County Counsel as to form. The Information Services Department has reviewed and concurs with this Amendment. Risk Management has reviewed and approved the Contractor’s insurance coverage.

FISCAL IMPACT:

This first Amendment to the Agreement with Business Objects increases the amount by $12,000 for a total obligation of $106,811. Funding is included in the Recommended Budget for FY 2004-05, and the Net County Cost is $3,600.