COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Information Services Department

 

DATE:

August 20, 2007

BOARD MEETING DATE:

September 11, 2007

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

 

TO:

Honorable Board of Supervisors

FROM:

Chris Flatmoe, CIO/Director of Information Services

SUBJECT:

Agreement with Integral Systems, Inc., for migration project planning, implementation, and hosting services

RECOMMENDATION:

Adopt a Resolution:

    1. Authorizing the execution of an Agreement with Integral Systems, Inc for Personnel Information and Payroll System (PIPS) migration project planning, implementation of the migration, and hosting services for the term beginning September 11, 2007 and ending September 10, 2010, for a total amount not to exceed $938,340;

    2. Waiving the Request for Proposal (RFP) Process; and

    3. Authorizing the Chief Information Officer to execute subsequent amendments and minor modifications 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. This agreement supports this goal because the contracted services will further reduce our dependency on the County mainframe.

 

PERFORMANCE MEASURE:

Measure

FY2006-07 Actual

FY2007-08 Projected

Percent of information technology services available

98.7%

98.7%

 

BACKGROUND:

Since 1991, the County has used PIPS, a complex set of programs, to pay employees, and track personnel record data. PIPS currently resides on the County mainframe. Due to the need to keep PIPS under vendor support, this system will need to continue to reside on some form of mainframe environment, until the vendor provides a version that is supported on an alternative platform. Working from our Mainframe Elimination Project plan, we have completed Phase 1 – Strategy Development and Identified Hosted Services, as the best means of keeping PIPS under vendor support. Working on Phase 2 – Strategy to Action, ISD conducted the RFP process, via RFP # 1162, for hosting services in early 2006 and Integral Systems was the only respondent. Integral Systems is also the licensor for PIPS.

 

DISCUSSION:

County staff will work collaboratively with Integral’s staff to complete the first two phases of this Agreement. Phase 1 entails a detailed work plan that will identify all of the PIPS programs to be migrated away from the County mainframe. During Phase 2, County and Integral engineers will conduct the migration and work with staff in the Controller’s Office and Human Resources to ensure successful migration.

During Phase 3, lasting approximately 3 years, PIPS will reside on and be hosted by Integral’s mainframe. Changes to County staff activities will be minimal, since there will be a private network established between the County and the mainframe site.

The Contractor has assured compliance with the County’s 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 the Agreement.

 

FISCAL IMPACT:

The term of this Agreement is September 11, 2007 through September 10, 2010. The total obligation under this Agreement is $938,340. Funds have been included in the FY 2007-08 Approved Budget for the current year expenditures and will be included in future years.