COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Information Services Department

DATE:

April 30, 2009

BOARD MEETING DATE:

May 19, 2009

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Chris Flatmoe, CIO/Director of Information Services

SUBJECT:

An Agreement with the State of California, Department of Technology Services

RECOMMENDATION:

Adopt a Resolution:

A. Authorizing the Chief Information Officer or his designee to enter into an access Agreement with Department of Technology Services (DTS) to acquire Information Technology Services from the State of California for the term July 1, 2009, to June 30, 2010, in an amount not to exceed $25,000 per year;

B. Authorizing the Chief Information Officer or his designee to execute Agreement renewals which extend the term of the Agreement for up to two additional years at a cost of no more than $25,000 per year for a total aggregate term of up to three years and maximum fiscal obligation of $75,000; and

C. Authorizing the Chief Information Officer or his designee to execute Agreement amendments which increase 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 and collaborative government.

Goal 21: County employees understand, support and integrate the County vision and goals into their delivery of services.

This Agreement contributes to this goal because this single Agreement will allow County staff in multiple departments access to Department of Motor Vehicles (DMV) records.

Performance Measure(s):

Measure

FY 2007-08
Actual

FY 2008-09
Projected

Availability of access to DMV records

99.8%

99.8%

Number of Employees with Access to DMV

167

210

BACKGROUND:

In Fiscal Year 2005-06 the County recognized the need to develop and execute a plan to eliminate the use of the County mainframe computer. The catalyst for the mainframe elimination project was the rising costs of operating a mainframe computer and the decreasing number of applications that would run on a mainframe computer. The County mainframe computer is scheduled to be decommissioned in July 2009. Many County departments access Department of Motor Vehicle (DMV) records as a part of their daily operating procedures. For non-Criminal Justice departments, DMV access is currently managed through the County mainframe. With the County mainframe scheduled for decommission in July 2009, a new DMV access method needed to be developed.

The number of employees accessing DMV records has increased since the last time we reported the total number of County staff accessing DMV records to the State. An increase in the number of County staff accessing DMV records is communicated to the DMV incrementally through the DMV ID creation process. The increase is due to additional staff in select County departments requiring DMV record access as part of their normal business process.

DISCUSSION:

As part of the County mainframe computer retirement project, ISD staff has developed a new DMV access method utilizing computing resources provided by DTS. DMV grants electronic access to their records based upon a very thorough review of IT Security measures and business needs on a department-by-department basis. County IT staff has worked with DMV IT staff to complete the certification of the County’s central IT plant, and, as a result, ISD staff are now eligible to begin accessing DMV records using the new access method. With this experience, as well as the certification of the County’s central IT plant, we are ready to submit DMV certification documents for the remaining non-Criminal Justice departments who require DMV access.

In addition to department-based review by the DMV, Board action is also required. Specifically, the Department of General Services State Contracting Manual, Volume 1, 3.05, “requires DTS Agreements with county, city, district, or other local public bodies, be accompanied by a copy of the resolution, order, motion, or ordinance of the local governing body which by law, has authority to enter into the proposed agreement”. ISD recommends that your Board approve the Resolution authorizing the CIO or his designee to execute this Agreement with DTS for access to DMV records and up to 4 annual renewals.

County Counsel has reviewed and approved the Agreement and Resolution as to form. Given the potential five-year term of this Agreement, the County Manager’s Office has approved the five-year potential term.

FISCAL IMPACT:

The term of this Agreement is from July 1, 2009, through June 30, 2010, with annual renewals thereafter until June 30, 2012. The DMV charges $5.00 per month per DMV ID. The total maximum fiscal obligation under this Agreement is $75,000. Funds for this Agreement are included in the Recommended FY 2009-10 Budget, and future years’ costs will be included in subsequent years’ recommended budgets.