The Personnel Information and Payroll System (PIPS) is a complex set of programs that the County has used to pay employees since 1991. PIPS is also the system-of-record for personnel record data. PIPS currently resides on the County mainframe computer, which is scheduled for elimination in FY 2007-08. The mainframe elimination project plan for PIPS, as with other mainframe systems, follows a phased approach; Phase-1 - Strategy development, followed by Phase-2 – Strategy-to-Action. ISD has completed Phase-1 and identified 2 different strategic solutions. During Phase-2 – Strategy-to-Action, we will perform a Proof-of-Concept and implement the strategic solution that works best for County PIPS users.
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County staff, to include retained consultants, will work collaboratively with the solution vendors to complete the project. The migration process, from Proof-of-Concept through transition to production use, is expected to continue through December 2007. Since we anticipate legislative changes, along with ongoing support and maintenance activities for PIPS, we recommend contractor support to offset the temporary increased workload associated with this project. Specifically, Croft Systems will provide project management during pilots and implementation; responsibility of this role include project plan development, schedule tracking, evaluation of the pilots, and recommendation of final strategic direction. Additionally, Croft Systems will provide hands-on programming of JCL and COBOL/CICS programs as needed.
Given the complexity of the PIPS system and the fact the changes to PIPS affect employee payroll, we further recommend that the contractor chosen be a specialist in the PIPS system; both the vendor supplied version as well as the customizations implemented within the County. The County has contracted with Croft Systems in the past, most recently on the project to update the PIPS system to be Fair Labor Standards Act (FLSA) compliant. In addition, Mr. Taylor, the consultant to be retained under this Agreement, has over 16 years of experience working with and implementing the vendor system. He has proven to be a valuable asset for the PIPS project team and has demonstrated an understanding of the County PIPS system, County standards, and working collaboratively with County staff. In addition, Croft Systems has agreed to work at an hourly rate of $105 an hour which is below the market average of $150 per hour. Therefore, we believe that it is in the County’s best interest to waive the RFP process and execute this Agreement based upon the fact that Croft Systems has extensive experience with PIPS, expertise in our PIPS environment, established familiarity with supporting County applications and is willing to work at a rate under the market average.
The contractor has assured compliance with the County's Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits.
County Counsel has reviewed and approved the Resolution and Agreement.
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The term of this Agreement is from January 23, 2007 to December 31, 2007. The total obligation under this Agreement is $251,400. Funds are included in ISD’s FY 2006-07 budget and will be included in ISD’s FY 2007-08 budget.
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