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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
Information Services Department
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DATE:
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September 20, 2010
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BOARD MEETING DATE:
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October 5, 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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Agreement with Autonomy, Inc. for Enterprise Content Management (ECM) software, implementation services and support.
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RECOMMENDATION:
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Adopt a Resolution authorizing the:
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1.
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President of the Board to execute an Agreement with Autonomy, Inc. to provide ECM software, professional implementation services and support, for the term of October 5, 2010 to July 31, 2011, for a total fiscal obligation of $709,240; and
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2.
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County Purchasing Agent to issue purchasing orders for ongoing maintenance and support for this system to be invoiced separately and not subject to the Agreement’s not to exceed amount; and
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3.
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Chief Information Officer or his designee to execute contract amendments which modify 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.
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BACKGROUND:
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When prioritizing large IT initiatives, the County refers to the Countywide Information Technology Strategic Plan (ITSP) to ensure alignment with County goals. One of the strategic initiatives included in the ITSP was the implementation of an intuitive, extensible, Electronic Document Management System (EDMS) – now called an ECM - to include a work flow engine. On December 10, 2009, the County issued RFP #1237 where eleven vendors submitted responses to the County. After a thorough review, Autonomy, Inc. was selected as our recommended vendor.
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Moving to an ECM platform will provide enhanced document management services that will result in the long-term Countywide reduction of paper, physical space, and time spent by employees on labor-intensive, paper-based manual processes.
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DISCUSSION:
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With your Board’s support, Autonomy, Inc. will provide ECM software and implementation services. Their scope of work includes installing Autonomy software and migration of all content and libraries from our current document management system, FileNet. Two categories of enhancement are 1) an intuitive user interface reducing the complexity of digitizing documents. This feature will facilitate the County’s effort to reduce the amount of hard copy documents and reduce the amount of floor space currently used to store documents; by extension this will benefit the facilities master plan effort. And 2) provide the County with a work flow-based ECM platform thereby reducing time spent performing reoccurring administrative work. As an example, the current agenda review process requires staff to exchange documents through a hands-on, time consuming process. With our new ECM platform we will create an automated work-flow that would move agenda documents through the process sequentially on a consistent basis. As we develop work-flows throughout the County we anticipate a reduction in the time and cost associated with our current manual processes.
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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 Agreement and Resolution as to form.
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This contract supports the Shared Vision 2025 Collaborative Community goal by providing the County departments with a collaborative document and other content management tool. This will allow County departments to collaborate across departments to provide a higher level of service to County residents.
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Performance Measures:
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Measure
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FY 2009-10
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FY 2010-11
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Actual
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Projected
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Number of manual processes converted to automated, work flow-based processes
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3
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6
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FISCAL IMPACT:
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The term of the Agreement is from October 5, 2010, to July 31, 2011. The total obligation for this Agreement is not to exceed $709,240. An annual maintenance and support fee of $76,000 is not included in the purchase of Autonomy software and will be invoiced in February of 2011 to allow for production use of Autonomy software prior to paying maintenance and support. Funding for this Agreement and 4 months of maintenance and support has been included in the FY 2010-11 ISD Adopted Budget. Funding for Autonomy’s TeleForm Intelligent Document Classification software, in the amount of $75,000, will be sourced from CARE’s part-time labor budget for FY 2011-12.
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