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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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Information Services Department
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DATE:
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May 29, 2009
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BOARD MEETING DATE:
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July 7, 2009
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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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Chris Flatmoe, CIO/Director of Information Services
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SUBJECT:
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Issuance of Purchase Orders to International Business Machines
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RECOMMENDATION:
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Adopt a Resolution:
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B. Authorizing the County Purchasing Agent to issue Purchase Orders to International Business Machines (IBM) and/or its Value Added Resellers (VARs) to provide proprietary software licenses and maintenance, hardware maintenance, and support for the term of July 7, 2009, to June 30, 2010, with a total collective fiscal obligation between all Purchase Orders not to exceed $500,000.
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VISION ALIGNMENT:
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Commitment: Responsive, effective, collaborative government.
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Goal 22: County and local governments effectively communicate and collaborate in order to develop strategic approaches to issues affecting the entire County.
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This Purchase Orders request contributes to this goal by ensuring vendor support for County-wide platforms to include FileNet and the County e-Gov platform.
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Hardware and software maintenance allows the availability goals of these County-wide collaborative platforms to be met.
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Performance Measure(s):
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Measure
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FY 2008-09
Actual
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FY 2009-10
Projected
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Percent of IT devices and applications meeting availability goals
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95
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95
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Number of unplanned, unscheduled major outages
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3
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3
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BACKGROUND:
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The County provides a number of services to residents using applications that currently operate on IBM hardware and software. Ensuring the availability of these applications requires County staff as well as support from IBM. Since Fiscal Year 2005-06, IBM has acquired several IT companies that the County used to contract with independently.
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DISCUSSION:
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Due to IBM’s acquisition of several IT companies we used to source products and services from directly, our business relationship with IBM has changed. Whereas our use of IBM products and services related to the County mainframe are declining, we now are sourcing for systems including support for the County’s Electronic Document Management Systems (EDMS) platform, FileNet, from IBM. In addition, we are also sourcing support from IBM for Tivoli Storage Management (TSM), the Countywide backup solution. Finally, the County continues to require IBM support for Websphere, a native IBM product that provides the application server platform for e-Gov content. Inherent with IBM’s acquisition of these IT companies is IBM’s established practice of requiring support be sourced solely from IBM to ensure license compliance.
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We would normally recommend a multi-year support contract with IBM. However, we feel we may be able to reduce support costs from IBM as we develop a competitive pricing model with them. Options we are exploring include partnering with other California counties to create a quantity purchase opportunity. Since we will require support from IBM while we develop a more competitive pricing model with them, we are requesting Board support for a single year of support while we develop and implement a new purchasing strategy for IBM products.
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Considering IBM’s current requirement of sourcing support solely from them, we are recommending that the Board waive the Request for Proposal process as IBM is the only vendor able to provide licensure and support for this IBM software and hardware.
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County Counsel has reviewed and approved the Resolution as to form. 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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The term of these purchase orders is from July 7, 2009, to June 30, 2010. The total collective obligation for these purchase orders is not to exceed $500,000. The funding for the Purchase Orders has been included in Information Services Department’s (ISD) FY 2009 -10 Recommended Budget.
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