COUNTY OF SAN MATEO

Inter-Departmental Correspondence

HUMAN SERVICES AGENCY

 

DATE:

October 29, 2009

BOARD MEETING DATE:

December 1, 2009

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

 

TO:

Honorable Board of Supervisors

FROM:

Beverly Beasley Johnson, Director of Human Services Agency

SUBJECT:

Amendment No. 2 to the Agreement with Electronic Data Systems

 

RECOMMENDATION:

Adopt a Resolution:

 

A) Waiving the Request for Proposal (RFP) Process and;

B) Authorizing the President of the Board to execute Amendment No. 2 to the Agreement with Electronic Data Systems (EDS), increasing funding by $3,943,593 for a total amount of $18,124,775 to provide maintenance services for the CalWIN (CalWORKS Information Network) System, for the term of July 11, 1999 through July 31, 2013. The Net County Cost is $183,101.

 

BACKGROUND:

The County of San Mateo is part of an 18-county consortium. On September 12, 2000, the Board of Supervisors authorized funding for an Agreement with EDS in the amount of $11,357,524 for San Mateo County’s share of cost for the CalWIN project for the term of July 1, 1999 to June 30, 2008.

On January 29, 2008, the Board of Supervisor authorized Resolution No. 069236 to execute Amendment Number 1 to increase funding in the amount of $2,597,794 for a total obligation of $13,955,318 and to extend the term to July 31, 2010.

On February 26, 2008, the Board of Supervisors adopted Resolution Number 069290 to authorize a one time purchase of the replacement computer server equipment for CalWIN in the amount of $225,864 for a total Agreement obligation of $14,181,182.

 

DISCUSSION:

This Amendment is for EDS to continue to provide maintenance and operation services for CalWIN until July 31, 2013. In addition, this will allow the Welfare Client Data Systems Consortium (WCDS) to complete a competitive solicitation process for the continuation of CalWIN maintenance and operation services, resolve caseload cap issues and address business needs, such as hardware and software upgrades.

The Board of Supervisors is being asked to waive the RFP process since this Contractor is a sole-source provider of these services. The County Manager has approved extending the Agreement beyond three years.

County Counsel has reviewed and approved the Resolution and Agreement as to form and Risk Management has approved the Contractor’s insurance.

Approval of this Agreement contributes to the Collaborative outcome of the Shared Vision 2025 by forming partnerships with other Bay Area counties and sharing the implementation, operation and maintenance of our CalWIN System in order to continue to offer vital services and resources, increase productivity and improve public service to those most in need. In FY 2008-09, CalWIN was available for on-line functions 98.37% of the time each month and scheduled batch processing cycles were 99.97% completed. It is anticipated that under this Agreement CalWIN will be available for on-line functions 99.5% of the time each month and scheduled batch processing cycles will be 100% completed within a batch window.

 

Performance Measure(s):

Measure*

FY 2009-10
Projected

FY 2010-11
Target

FY 2011-12

Target

FY 2012-13

Target

System Availability**

99.5%

99.5%

99.5%

    99.5%

Batch Processing***

100%

100%

100%

    100%

*All performance standards or measures were established through the Welfare Client Data System (WCDS) Consortium. The Contractor’s performance meets or exceeds the performance shown.

**CalWIN shall be available for on-line functions ninety-nine point five percent (99.5%) of the time each month in each County, for the hours between 7:00 AM and 6:00 PM, Monday through Friday.

***Batch Processing measures batch jobs that are stored during working hours as workers enter or change data and are executed during the evening or another agreed upon time when the computer is idle.

 

FISCAL IMPACT:

The term of the Agreement is extended by three years for a new term of July 11, 1999 to July 31, 2013. The amount of the Agreement is increased by $3,943,593 for a total obligation of $18,124,775. The increase will be funded $3,760,492 by the State CalWIN Consortium and $183,101 is Net County Cost. Appropriations and revenues will be included in the Recommended Budget for FY 2010-11, FY 2011-12 and FY 2012-13.