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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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Information Services Department
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DATE:
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April 3, 2006
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BOARD MEETING DATE:
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April 18, 2006
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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Majority
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TO:
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Honorable Board of Supervisors
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FROM:
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Chris Flatmoe, CIO/Director of Information Services
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SUBJECT:
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An Amendment with Croft Systems
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RECOMMENDATION:
Adopt a resolution:
A) Waiving the Request for Proposal process;
B) Authorizing the execution of an amendment to the Agreement with Croft Systems for consulting services to extend the term from June 30, 2006 to September 30, 2006 in an amount not to exceed $158,630; and
C) Authorizing the Chief Information Officer to execute subsequent amendments and to make minor modifications not to exceed $25,000.
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VISION ALIGNMENT:
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Commitment: Responsive, effective, collaborative government.
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Goal 20: Government decisions are based on the careful consideration of future impact rather than temporary relief or immediate gain.
This Agreement supports this goal by enabling the County to perform comprehensive analysis on payroll time entry to become FLSA compliant.
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Performance Measures:
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Measure
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FY 2004-05
Actual
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FY 2005-06
Projected
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Number of projects completed on time - large
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80%
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80%
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BACKGROUND:
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In June 2005, it was discovered that the County needed to upgrade the Personnel Information and Payroll System (PIPS) to allow for proper computation of overtime payments as required by the Fair Labor Standards Act (FLSA). A cross-departmental, cross-disciplinary team was assembled to study the impact on the County as well as to recommend the process to be used in order to become FLSA compliant. This project is made complex by the requirement to also remain compliant with the MOU in regular payroll computations.
Given the complex nature of existing pay rules as well as the need to keep PIPS supported by vendor, the team recommended it important to retain the services of an expert in the PIPS product. ISD conducted an informal RFP process, interviewing multiple consultant engineers from 5 consulting organizations. Jeff Taylor from Croft Systems was identified as an engineer with the expertise and experience required to assist the team with impact analysis; ISD executed a departmental agreement to retain his services to assist the County with an Impact Assessment to PIPS of FLSA calculations in both prospective and retroactive calculations.
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DISCUSSION:
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The recommendations and plans for moving forward with FLSA compliance have been approved by the steering committee. The recommended methodology will require programming changes to PIPS. ISD engineers who support PIPS cannot complete the complex programming changes within the required time lines due to other on-going support responsibilities. ISD therefore recommends the retention of Croft Systems’ assistance during the implementation phase of this project.
The County accrues an estimated liability of approximately $30,000 for each month that the County is not compliant with FLSA. While the RFP process will take an estimated 90 days, the County will accrue a liability of $90,000. Jeff Taylor has been engaged with the FLSA team and understands our application. It is therefore in the County’s best interest to waive the RFP process and amend the contract deliverables to include implementation services, with the associated increase in the contract amount.
County Counsel has reviewed this Amendment and approved it as to form.
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FISCAL IMPACT:
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The term of this Agreement is from December 19, 2005 through September 30, 2006. This Amendment increases the Agreement by $135,630. The total obligation under this Agreement is $158,630, which has been included in FY2005-06 ISD adopted budget.
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