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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
Information Services Department
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DATE:
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June 14, 2010
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BOARD MEETING DATE:
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June 29, 2010
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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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2. Authorizing the County Purchasing Agent to issue Purchase Orders to International Business Machines and/or its Value Added Resellers to provide proprietary licensed software and maintenance, hardware maintenance and support for the term of July 1, 2010, to June 30, 2011, with a total collective fiscal obligation between all Purchase Orders not to exceed $350,000.
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BACKGROUND:
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Many County services are dependent upon applications utilizing IBM hardware and software. Ensuring availability of these applications requires County staff and IBM support. IBM requires contracting with them directly, or with specified value added resellers (VARs) in order to keep these hardware and software components under maintenance and support. Over the course of the next twelve months, applications currently requiring IBM-only support will be replaced with non-IBM applications.
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DISCUSSION:
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While the products and services that we utilize from IBM continue to decline, many Countywide applications still require IBM support; these include the current Electronic Document Management System (EDMS), FileNet (a continuation of the Countywide backup solution for potential recovery purposes), and the WebSphere application server platform for eGov content.
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We are recommending a single year support contract with IBM due to the anticipated reduction of IBM support costs as projects to replace and upgrade IBM applications are completed. As an example, when we deploy the new Electronic Content Management (ECM) system over next the Fiscal Year, we will no longer need to pay IBM for FileNet maintenance and support.
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Considering IBM’s requirement of contracting with them directly or through VARs specified by them, we are recommending that the Board waive the Request For Proposals process and authorize the purchasing agent to issue the necessary purchase orders.
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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 the Resolution as to form.
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Approval of this Resolution contributes to the 2025 Shared Vision of a Collaborative Community, by promoting fiscal accountability by enabling countywide IT staff to keep IBM software and hardware appropriately licensed and supported by the vendor.
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Performance Measures:
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Measure
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FY 2008-09
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FY 2009-10
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Actual
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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 and unscheduled outages
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3
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3
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FISCAL IMPACT:
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This Resolution’s term is from July 1, 2010, to June 30 2011. The total collective obligation is not to exceed $350,000. Funds will be included in ISD’s Recommended Budget for 2010-11.
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