COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Information Services Department

DATE:

May 9, 2011

BOARD MEETING DATE:

May 24, 2011

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Chris Flatmoe, CIO/Director of Information Services

SUBJECT:

Amendments No. 5 to the Agreements with CompuCom Systems, Inc. and Strategic Staffing Solutions

RECOMMENDATION:

Adopt a Resolution:

A. Authorizing the President of the Board to execute Amendments No. 5 to the Agreements with CompuCom Systems, Inc. and Strategic Staffing Solutions for contingency staffing services, increasing the amount of the Agreements by up to $750,000 for a new total maximum obligation of $5,750,000; and

B. Limiting the County’s overall total fiscal obligation under both Agreements to $5,750,000 in aggregate.

BACKGROUND:

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. Since FY 2008-09, ISD has decreased its use of contractual help from $290,000 a month to $120,000 a month by 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.

DISCUSSION:

This increase in funding is required to support IT projects that are currently underway and funded in the current Fiscal Year as well as IT projects that are planned to start during the first quarter of next Fiscal Year. ISD has maintained a lean staffing model, hiring new staff only when long-term needs have been established. An important element of this staffing approach is the careful 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, or does not currently exist in ISD; and 2) for surge capacity when ISD has spikes in work that exceed its ability to meet departmental needs with County staff.

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.

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 thereby avoiding the risk of overstaffing.

Performance Measures:

Measure

FY 2009-10

FY 2010-11

Actual

Projected

Percent of medium and large IT projects meeting primary project goals

100%

95%*

FISCAL IMPACT:

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 $5,750,000 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 2010-11 Adopted Budget and will be included in FY 2011-12 Recommended Budget.