COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Information Services Department

 

DATE:

December 18, 2008

BOARD MEETING DATE:

January 6, 2009

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

 

TO:

Honorable Board of Supervisors

FROM:

Chris Flatmoe, CIO/Director of Information Services

SUBJECT:

Amendment No.1 to the Agreement with Roberta Yusba

 

RECOMMENDATION:

Adopt a resolution:

A.) Waiving the Request for Proposals process;

B.) Authorizing the execution of Amendment No.1 to the Agreement with Roberta Yusba for consulting services to add up to $85,000 to the Agreement, for a new total maximum fiscal obligation of no more than $110,000; and

C.) Authorizing the Chief Information Officer to execute subsequent amendments which modify the County’s maximum fiscal obligations 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 because the contracted services will enable the County to further reduce our dependency on the County mainframe.

 

The applications being migrated from the County mainframe are supported by ISD engineers and as such are included in ISD’s technology availability performance measures.

 

Performance Measures:

Measure

FY 2006-07

FY 2007-08

 

Actual

Projected

Percent of Information and Technology Availability

99.8%

99.8%

 
 

BACKGROUND:

In July of 2006, the County began planning the retirement of the County mainframe computer in anticipation of increasing support costs and a reduction in staff qualified to support legacy mainframe applications. In October 2008, the County’s Information Services Department entered into an Agreement with Roberta Yusba for $25,000 for mainframe consulting services.

 

DISCUSSION:

The original completion date for the County mainframe elimination project was December 2008. This was a preliminary date based on initial estimates. With the completion of the project plan we have a much better understanding of the amount of work and time required to migrate mainframe-based applications and retire the County mainframe. All mainframe applications will be migrated to alternative platforms by June 2009.

 

Since ISD will continue to support the County mainframe and its remaining applications through the extended project schedule, we require contractor support to offset the temporary increase in workload associated with supporting dual platforms. Additionally, this contractual support allows County staff to focus on training required to support the new platforms.

 

Ms. Yusba, the engineer retained under this contract, has demonstrated expertise in the County mainframe system environment, County standards and working collaboratively with County staff. Additionally, the labor pool of systems engineers qualified to work on the County’s mainframe and application support is shallow. Therefore, we recommend waiving the RFP process.

 

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. Risk Management has reviewed and approved Contractor’s insurance and County Counsel has reviewed and approved these documents as to form.

 

FISCAL IMPACT:

The term of this amended Agreement is from October 1, 2008, to June 30, 2009, and remains unchanged. The new total maximum fiscal obligation under this Agreement is $110,000 and funded entirely through service charges. Funds are included in ISD’s Adopted FY 2008-09 Budget.