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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
Information Services Department
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DATE:
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January 31, 2011
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BOARD MEETING DATE:
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February 15, 2011
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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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Amendment No. 4 to the Agreements with CompuCom Systems, Inc. and Strategic Staffing Solutions
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RECOMMENDATION:
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Adopt a Resolution:
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A. Authorizing the President of the Board to execute Amendments No. 4 to the Agreements with CompuCom Systems, Inc. and Strategic Staffing Solutions for contingency staffing services, increasing the amount of the Agreements by up to $500,000, for a new total maximum obligation of $5,000,000; and
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B. Limiting the County’s overall total fiscal obligation under both Agreements to $5,000,000 in aggregate.
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BACKGROUND:
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In December 2008, the Board adopted Resolution 069823, approving Agreements with CompuCom Systems, Inc. and Strategic Staffing Solutions to provide contingency staffing for County Information Technology (IT) projects. These Agreements provide staff augmentation without the risk of over-hiring and have enabled the Information Services Department (ISD) to bring in qualified staff quickly, when needed, for short- to medium-term IT work. These vendors were selected through a Request for Proposal process (RFP#1216) conducted in 2008.
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DISCUSSION:
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This increase in funding is required to support IT projects that are currently underway and funded in the current Fiscal Year. Due to budget concerns, ISD has maintained a lean staffing model, hiring new employees only where a long-term need has been established. An important element of this staffing approach is the use of contractual staff. In ISD, contractual staff is used in two primary ways: 1) to address a one-time need for subject matter expertise when this expertise will not be needed on an ongoing basis; and 2) for surge capacity when ISD has spikes in work that exceed its ability to meet departmental needs with County staff.
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A third and less common instance that requires the use of contractual staff is supporting older, legacy applications that are at, or near, end-of-service life. As an example, the County’s payroll system, PIPS, is written in and operates in an older set of computing languages. The County intends to replace PIPS over the next few years. Because training someone to be able to support PIPS would take upwards of two years or longer, and since the County plans to replace PIPS in out-years, we are sourcing PIPS support and maintenance from contractual staff.
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Since FY 2008-09 ISD has decreased its use of contractual help from $3.5M to $1.6M annually due to shifting most production-based support from contractual staff to County staff as well as decreasing demand for IT services sourced by County departments from ISD. The recommended increase of $500,000 is needed to fund additional contractual staff should the need for contractual staff arise.
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The Contractors have 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 Contractors insurance and County Counsel has reviewed and approved the Resolution and Amendments as to form.
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These contracts support the Shared Vision 2025 Collaborative Community goal by adding funding to our contingency staffing contracts allowing ISD to use contractual staff to address short-term IT staffing needs.
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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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Percent of medium and large IT projects meeting primary project goals
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100%
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95%*
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FISCAL IMPACT:
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The term of these amended Agreements, December 9, 2008, to December 8, 2011, remains unchanged. This increase in funding is required to support IT projects that are currently underway and funded in the current Fiscal Year. The new total maximum fiscal obligation under these Agreements is $5,000,000 in aggregate. ISD monitors expenditures under these Agreements on a weekly basis to ensure that the overall maximum aggregate amount is not exceeded. Funds are included in ISD’s FY 2010-2011 Adopted Budget and will be included in FY 2011-2012 Recommended Budget.
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* The Industry average for IT projects meeting primary goals, as set by the Gartner Group, is 75%. ISD’s OBM target for this measure is 95%. We always strive for 100% but believe setting a more realistic target is prudent.
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