COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Information Services Department

 

DATE:

September 13, 2007

BOARD MEETING DATE:

October 2, 2007

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

 

TO:

Honorable Board of Supervisors

FROM:

Chris Flatmoe, CIO/Director of Information Services

SUBJECT:

Agreement with Clerity Solutions, Inc. for Criminal Justice Information System (CJIS) Migration Services

 

RECOMMENDATION:

    A. Adopt a Resolution:

    1. Authorizing the President of the Board to execute an Agreement with Clerity Solutions, Inc. for the Criminal Justice Information Systems (CJIS) Migration Project for the term October 2, 2007 through October 1, 2008, for a maximum obligation of $3,729,267;

    2. Authorizing the Chief Information Officer 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.

    B. AAuthorizing an Appropriation Transfer Request in the amount $4,272,267 to provide funding for the CJIS Migration Project.

VISION ALIGNMENT:

Commitment: Responsive, effective, collaborative government.

Goal 22: Government decisions are based on the careful consideration of future impact, rather than temporary relief or immediate gain.

This Agreement supports this goal because migrating CJIS will further reduce our dependency on the County Mainframe, which is no longer cost effective to own and operate.

Performance Measure(s):

Measure

FY 2006-07
Actual

FY 2007-08
Projected

Availability

99.8%

99.8%

Major Outage

3

3

 
 
 

BACKGROUND:

    In Fiscal Year 04-05, the Information Services Department recommended the County retire the County Mainframe because applications that ran on the Mainframe for many years were being migrated away from mainframe languages and onto open system platforms. The result was an increase in the cost to run applications remaining on the County Mainframe. CJIS has resided on the County Mainframe since 1991, and is the largest application running on the Mainframe. CJIS provides a highly integrated environment for sharing criminal justice data between the Sheriff's Office, the District Attorney's Office, the Courts and the Probation Department. In Fiscal Year 06-07, RFP #1178 was conducted to identify a vendor to assist the County with migration of the CJIS Application off the County Mainframe. The RFP included a pilot phase in which prospective vendors demonstrated their conversion and migration strategies using sample County CJIS data.

DISCUSSION:

Clerity Solutions, Inc., was selected to assist the County migrate CJIS off the County Mainframe based on several key factors including practical experience, project management expertise, cost and pilot performance. CJIS will be migrated to a set of systems providing the same high availability of the mainframe and increased computing power. The CJIS migration project will include the conversion of CJIS data currently stored in a mainframe-specific database called DataCom, to an Oracle database. The result will be improved departmental access to criminal justice data. The migration project is scheduled to be completed in September, 2008.

The current cost of running CJIS on the County Mainframe is approximately $950,000 annually. The cost of running CJIS in the new environment is anticipated to be $650,000

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.

 

FISCAL IMPACT:

The term of this Agreement is from October 2, 2007 to October 1, 2008. The total obligation under this Agreement is not to exceed $3,729,267. The Appropriation Transfer Request provides funding for this contract and other project costs. The projected total project cost for migrating CJIS is $6,000,000 and includes services from Clerity Solutions, new hardware and software and County labor. Project costs for the CJIS Migration Project will initially be funded by General Fund Non-Departmental Reserves. The Criminal Justice Departments will use annual savings to pay back the General Fund over 10 years.

 
 
 
 
 
 
 
 
 
 

REQUEST FOR PROPOSAL PROCESS MATRIX

 

1.

General description of RFP

The County of San Mateo intends to migrate its Criminal Justice Information System (CJIS) off of the current mainframe platform to another platform with all business logic intact. To that end, the County intends to hire a vendor who will work with the County to convert and migrate the current CJIS system programs (a mixture of IBM COBOL, Assembler and CA's IDEAL) and database (CA's Datacom/DB) to an alternate platform and relational database.

 

2.

List key evaluation criteria

Pilot results, Experience and background, Proposal technology, Proposal Presentation, Costs

3.

Where advertised

Los Angeles Times and San Jose Mercury News

4.

In addition to any advertisement, list others to whom the RFP announcement was sent

RFP announcement was sent to Tibco, Lengendary Systems, Micro Focus, Bearing Point, Deloitte, KPMG, Accenture, IBM Consulting, ENCG, WebMethods, ISD Corp, Saber Consulting, Fujitsu Consulting, Sierra Systems, DMB Consulting, Sun Microsystems, FusionStorm, Acionyx.

5.

Total number of RFP’s sent to prospective proposers

18

6.

Number of proposals received

2 proposals for full migration and 4 proposals for pilot phase

7.

Who evaluated the proposals

Tim Benton, Courts IT Director

Karen Devan, Office Manager, D.A. Office

Captain Trisha Sanchez, Commander, Correctional Division, Sheriff Office

Roger Tom, IT Manager, Probation Dept.

Lee, Lazaro, Director of Administrative Services, Sheriff Office

Dhiren Gandhi, Deputy Director, ISD

Leon Rich, Deputy Director, ISD

Eric Yee, CJIS Migration Project Manager, ISD

Jim Wilson, CJIS Technical Lead, ISD

Mike Daly, Technical consultant

Marian Repp, Technical consultant

8.

In alphabetical order, names of proposers (or finalists, if applicable) and location

Proposers for full migration project

Clerity Solutions, Inc. Oakbrook Terrace, Ilinois

Tiburon Technologies, Independence, Ohio