COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Information Services Department

DATE:

January 26, 2009

BOARD MEETING DATE:

February 10, 2009

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Chris Flatmoe, CIO/Director of Information Services

SUBJECT:

Amendment No. 2 to the Agreement with Maxonic Milestone Management

RECOMMENDATION:

Adopt a Resolution:

1. Waiving the Request for Proposals process;

2. Authorizing the President of the Board to execute Amendment No. 2 to the Agreement with Maxonic Milestone Management for consulting services to add up to $63,000 to the Agreement, for a new total maximum fiscal obligation of no more than $138,000; and

3. Authorizing the Chief Information Officer or his designee 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 22: County and local governments effectively communicate, collaborate and develop strategic approaches to issues affecting the entire County.

This Agreement supports Goal 22 by ensuring the availability of the Countywide Internet and Intranet infrastructure which is shared by all County departments.

This Agreement provides a resource which is essential to keeping the County’s Internet and Intranet web presence available, and as such, supports ISD’s technology availability performance measure.

Performance Measures:

Measure

FY 2007-08

FY 2008-09

Actual

Projected

Percent of Information and Technology Availability

99.8%

99.8%

BACKGROUND:

The County has increased the use of online applications and is completing the final phases of the County’s Internet and Intranet platform upgrade. On October 12, 2008, ISD entered into an Agreement for $25,000 with Maxonic Milestone Management for consulting services. These services were critical at the time because ISD had lost to the private sector the primary engineer responsible for WebSphere/Internet Information Services (IIS) services, the middleware that is used to keep our website running properly. On December 4, 2008, the County Manager approved an increase to the contract in the amount of $50,000. The additional time was required to assist the County in upgrading the Internet and Intranet web platforms. In addition to providing IIS expertise the Contractor, Mr. Shaik, has also demonstrated the ability to transfer knowledge to County staff.

DISCUSSION:

Due to the amount of new applications being provided online throughout the County, there has been an increase in project and support tasks for WebSphere/IIS System Administration. The use of WebSphere/IIS is critical to the performance and consistent deployment of new applications, the County’s updated Internet and Intranet platform, and ongoing support of existing applications. Mr. Shaik will complete the platform upgrade by the end of the fiscal year and will continue to provide knowledge transfer to County staff.

Mr. Shaik has demonstrated subject matter expertise in WebSphere/IIS System Administration and has become familiar with the County’s Internet and Intranet platforms. He has gained experience in County specific policies and procedures which has reduced implementation time. 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 12, 2008, to June 30, 2009, and remains unchanged. The new total maximum fiscal obligation under this Agreement is $138,000 and funded entirely through service charges. Funds are included in ISD’s Adopted FY 2008-09 Budget.