COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Information Services Department

 

DATE:

September 17, 2007

BOARD MEETING DATE:

October 16, 2007

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

 

TO:

Honorable Board of Supervisors

FROM:

Chris Flatmoe, CIO/Director of Information Services

SUBJECT:

Extension of the Dell Master Lease Agreement

 

RECOMMENDATION:

Adopt a Resolution:

    A. Authorizing an Amendment to the Dell Marketing, LP Master Lease Agreement extending the Master Lease Agreement from October 19, 2007 through October 18, 2009, for a total contract term of 5 years, at no net County cost;

    B. 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.

VISION ALIGNMENT:

Commitment: Responsive, effective, collaborative government.

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 creating a homogenous environment that improves our PC support model, which reduces the total cost of ownership.

Performance Measure(s):

Measure

FY 2006-07
Actual

FY 2007-08
Projected

Technician to PC

1:250

1:250

 

BACKGROUND:

    In Fiscal Year 04-05, your Board approved Resolution 066980 authorizing the execution of a Master Lease Agreement (MLA) with Dell Marketing LP. The Resolution authorized the Purchasing Agent to sole source the leasing of Dell equipment for all departments.

DISCUSSION:

The use of the MLA has been a major factor in the County moving to a more homogenous environment for laptop and desktop personal computers (PCs). This has contributed to the reduction of the total cost of ownership for PC equipment. One measure of the cost of ownership of a PC is the amount of PC Technicians required to support the County’s PC’s. Currently, the Technician to PC ratio is 1:250. This ratio of 1 PC Technician for every 250 PC’s would not have been possible if we had a heterogeneous PC environment in the County. A survey of the California Counties Information Services Directors Association (CCISDA) membership indicates that this ratio in like-counties is 1:150.

The use of the MLA has reduced the deployment time for PC’s in the County. Finally, the MLA has provided an improved budgeting model and more flexibility for departments when acquiring PCs, while giving departments the option to lease and to spread the cost over multiple years.

ISD is recommending that the County execute the option to extend the MLA for two years, as it is in the best interest of the County.

County Counsel has reviewed and approved the Resolution and Amendment. The County Manager’s Office has approved the Waiver Request allowing the contract term to be extended beyond three years.

 

FISCAL IMPACT:

The Master Lease Agreement (MLA) is an enabling document and there are no costs associated with the MLA. Actual expenditures are dependent on the number of PCs being leased in any given month.