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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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CONTROLLER’S OFFICE
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DATE:
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October 19, 2007
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BOARD MEETING DATE:
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October 30, 2007
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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Majority
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TO:
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Honorable Board of Supervisors
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FROM:
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Tom Huening, Controller
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SUBJECT:
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Amendment to Extend Term of SunGard Bi-Tech Contract
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RECOMMENDATION:
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Resolution approving the Fourth Amendment to Financial Management System Agreement with SunGard Bi-Tech Inc. for the implementation of additional modules and features in the County’s financial accounting software (IFAS), extending the contract term to June 30, 2008.
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VISION ALIGNMENT:
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Commitment: Responsive, effective and collaborative government.
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Goal(s): This action will contribute to the County’s Shared Vision 2010 goal number 20 that government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain.
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Performance Measure(s):
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Measure
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FY 2006-07
Actual
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FY 2007-08
Target
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Percent of customer survey respondents rating Controller’s services good or better
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90%
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90%
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BACKGROUND:
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The County entered into an agreement with Sun-Gard Bi-Tech in 1994 for the purchase of proprietary financial accounting software, known now as Integrated Financial & Administrative Solution (IFAS). The County has amended this agreement three times. The second amendment in 2004 provided for an upgrade to IFAS and extended the term of this contract to December 31, 2005. The upgrade has allowed the County to extend and enhance the useful life of IFAS, provide a more user friendly interface and save the County tens of millions of dollars in replacing IFAS with an alternative enterprise resource planning system. The third amendment extended the term of this contract to June 30, 2007.
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DISCUSSION:
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Services under the amended contract have not yet been fully performed, and there are still funds remaining under this contract for the work to be completed. The extension of this contract to June 30, 2008 will allow the vendor to complete the services under this contract by implementing Fixed Assets and Documents Online modules and an Automated Clearing House function in IFAS. County Counsel has reviewed and approved the Resolution and the Amendment. 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.
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FISCAL IMPACT:
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No fiscal impact. The cost for these items is included in the contract amount of $427,136. Payments of $352,734 have been made, and there is $74,402 remaining under the contract.
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