COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Assessor-County Clerk-Recorder

DATE:

September 14, 2007

BOARD MEETING DATE:

October 2, 2007

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Warren Slocum, Assessor-County Clerk-Recorder

SUBJECT:

Waiver of RFP Process and Agreement with Wright Information Technology Services, LLC for Professional & Project Management Services

RECOMMENDATION:

Approve a resolution:

(1)

Waiving the Request for Proposal process;

(2)

Authorizing the President of the Board to execute an agreement with Wright Information Technology Services, LLC, for professional and project management services for the term of October 2, 2007 through October 1, 2010 in an amount not to exceed $717,600; and

(3)

Authorizing the Assessor-County Clerk-Recorder or his designee to execute contract amendments which modify the County’s maximum fiscal obligation by no more than $25,000 (in aggregate), and/or modify the contract term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions.

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 helps guarantee the success of multiple technology projects by providing an experienced project management resource that will plan, closely monitor, and guide progress toward successful achievement.

Performance Measure(s):

Measure

FY 2006-07
Actual

FY 2007-08
Target

Number of paper processes replaced with an electronic process

10

6

Percent of customer survey respondents rating our services as “good” or “better”

90

90

BACKGROUND:

This Department (CARE) has successfully reinvented and redesigned many of its workflows through various technology initiatives that have improved efficiency and quality, increased revenues, and offset increased operating costs. Among these initiatives is the electronic filing of municipal building permits and of annual business property statements. These efforts reflect the best traditions of accountable, common sense government as well as the innovation that is a hallmark of our County.

In the next four years, all of CARE’s business units will implement several enterprise-wide technology upgrades, the primary focus of which will be the integration of EDMS/FileNet, GIS and e-Recording into existing business processes in order to greatly reduce manual data entry and reduce reliance on paper and its inherent inefficiencies. In addition, the Registration-Elections Division will complete special projects such as a comprehensive security plan. Multiple internal projects and ongoing business improvement initiatives will require complete process changes and/or refinements, and in some cases, facilities modifications.

DISCUSSION:

These projects share strong dependencies, and our overall success will require experienced leadership, skillful planning, oversight, and, most importantly, coordination. Contractor possesses unique qualifications and experience, accrued over more than 25 years of IT management: demonstrated skills in business application and process development, enterprise project management, and technology implementation. Since early 2006, as the vendor’s project manager for our implementation of our new voting system and in recent months under short-term contract with CARE, Mr. Wright has gained working knowledge of our systems and operations and their integration within CARE’s core missions. He has become a unique resource that warrants a waiver of the RFP process for these services.

County Counsel and Information Services have reviewed and approved this agreement. Contractor is an individual with no employees, and 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.

FISCAL IMPACT:

There is no Net County Cost. The maximum agreement cost is $717,600 over three years. The FY 2007-08 budget does not include this cost, but adequate funding will come from Salary savings (departmental IT Director vacancy), from Revenues for Election Services, and from the Recorder’s Modernization Trust Fund.