COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Information Services Department

 

DATE:

April 12, 2010

BOARD MEETING DATE:

April 27, 2010

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

 

TO:

Honorable Board of Supervisors

FROM:

Chris Flatmoe, CIO/Director of Information Services

SUBJECT:

Issuance of Purchase Orders to Integral Systems, Inc.

 

RECOMMENDATION:

Adopt a Resolution:

    1. Waiving the Request for Proposals process; and

    2. Authorizing the County Purchasing Agent to issue Purchase Orders to Integral Systems, Inc. to provide proprietary software licenses, maintenance and support for the term of May 10, 2010, to May 9, 2013, with a total collective fiscal obligation between all Purchase Orders not to exceed $375,000.

 

BACKGROUND:

Since 1991 the County has used the Personnel Information and Payroll System (PIPS), a complex set of payroll and benefit programs, to pay employees and track personnel record data. Ensuring the availability of PIPS requires County staff as well as support from Integral Systems. Consistent with the County’s mainframe elimination project, the PIPS application was moved to the vendor’s hosting site in Fiscal Year 2008-2009.

 

DISCUSSION:

Preventative and routine maintenance of PIPS is required to ensure PIPS will be available and current. Maintenance includes analysis and application of software patches as well as fail-over testing between our two hosting sites. PIPS is a proprietary system, and, is hosted by the vendor. For these reasons we are recommending that the Board waive the Request for Proposal process as Integral is the only vendor able to provide support for PIPS.

 

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.

 

This contract supports the Shared Vision 2025 Collaborative Community goal because they were developed and recommended by Countywide Payroll Committees, and, will ensure vendor support for the County’s payroll system, PIPS.

 

Performance Measures:

Measure

FY 2008-09

FY 2009-10

 

Actual

Projected

Percent of Information and Technology Availability

99.9%

99.9%

 

FISCAL IMPACT:

The term of Purchase Orders is from May 10, 2010, to May 9, 2013. The total collective obligation for these Purchase Orders is not to exceed $375,000. Funds are included in ISD’s Adopted FY 2009-10 Budget and will be included in the FY 2010-2011 Recommended Budget.