COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Information Services Department

DATE:

July 11^th, 2005

BOARD MEETING DATE:

July 26^th, 2005

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Chris Flatmoe, CIO/Director of Information Services

SUBJECT:

Execution of consulting agreements in support of the mainframe elimination project.

RECOMMENDATION:

Adopt a resolution:

A)

Waiving the Request for Proposal process and authorizing agreements with the following for consulting services for the term of July 26, 2005 through August 31, 2007:

1)

Marian Repp, in the amount of $293,540

2)

BCE Software, Inc., in the amount of $321,620

3)

TTY Systems, Inc., in the amount of $321,620

B)

Authorizing the Chief Information Officer to execute subsequent amendments and minor modifications, in an amount not to exceed $25,000.

VISION ALIGNMENT:

Commitment: Responsive, effective and collaborative government

Goal 20: Government decisions are based on careful consideration of future impact rather than temporary relief or immediate gain. These contracts support this goal because the contracted services will enable the County to further reduce our dependency on the County mainframe in anticipation of rising mainframe costs.

Performance Measure(s):

Measure

FY 2004-05
Actual

FY 2005-06
Projected

Technology Availability

99.8%

99.8%

BACKGROUND:

The Criminal Justice Information System (CJIS) is a complex set of systems requiring a dedicated support team. CJIS currently resides on the County mainframe computer, which is scheduled for elimination in FY 2007-08. The County’s Criminal Justice Departments (Sheriff Office, District Attorney Office, Courts, and Probation) have used CJIS since 1990. The system has grown in complexity and currently comprises more than 2,000,000 lines of programming code spanning in excess of 950 modules and utilizing more than 525 database files. Criminal Justice Departments currently pay approximately $1,000,000 a year to have CJIS on the County mainframe; as other applications migrate off the County mainframe this figure is expected to increase by 170% by

FY 2008-09.

DISCUSSION:

The CJIS component of the mainframe elimination project consists of two phases.

Phase 1: Strategy Development

ISD is currently completing an RFP to contract for a strategic consultant to assist the County in selecting the best environment in which to move all CJIS systems. County staff and the contractors to be retained under these contracts will provide the strategic consultant with information needed to select the best new environment for CJIS. The CJIS Executive Committee, comprised of all criminal justice department heads, will provide your Board with updates throughout the strategy development phase.

Phase 2: Strategy-to-Action

County staff and these contractors will work collaboratively with the strategic consultant to implement the recommended approach. The CJIS Executive Committee will provide your Board with updates throughout the strategy to action phase.

Since ISD will continue to maintain CJIS through the mainframe elimination project, we recommend contractor support to offset the temporary increased workload associated with this project. Ms. Marian Repp has been an invaluable resource for our CJIS support team largely because of her 16 years of prior CJIS experience in San Joaquin County. Mr. Lawrence Fradin of BCE Systems has prior experience both as a contractor and as an ISD employee. Mr. Yik-Ching Sun of TTY Systems was previously selected after reviewing 17 resumes from various agencies and chosen based upon his extensive knowledge. All three of these consultants have demonstrated their ability to understand and work with our CJIS environment as well as to collaborate with County staff. Therefore, we believe that it is in the County’s best interest to waive the RFP process and execute these contracts based upon each contractor’s extensive experience with CJIS, expertise in our CJIS environment, and established familiarity with supporting County applications.

County Counsel has reviewed the contracts.

FISCAL IMPACT:

Funding for these Agreements is included in the ISD Recommended Budgets for FY 2005-06 and 2006-07 and will be paid by the Criminal Justice Departments through the ISD work authorization process.