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TO: BOARD OF SUPERVISORS }}
FROM: Phil Batchelor Conlra
Countv Administrator l✓lJst�- }
a
DAfE: September 12, 1985 CouI Ry
SUBJECT: Agreements for Data Processing Services
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
I. RECOMMENDED ACTION:
Approve and authorize the Chair of the Board of Supervisors to execute on behalf
of the County contracts for the period October 1, 1985 through June 30, 1986
with Xytex, Inc. , in the amount of $75,000, Pacific Computing Group, Inc. , in
the amount of $50,000 and an agreement amendment with LaFlesh Technical Enter-
prises, Inc. to extend the time through June 30, 1986 and increasing the payment
limit to $50,000. The contracts will be for the provision of data processing
analytical and programming services.
II. FINANCIAL IMPACT:
The funding for the contracts will be from salary savings and funds which were
encumbered in fiscal year 1984/85, and carried forward into fiscal year 85/86.
Permanent positions have not been budgeted for the carry forward funds.
III. REASONS FOR RECOMMENDATION:
In prior years, Data Processing has used contractors to assist them in staffing
for peak workload periods and on critical time frame projects. This year, the
budget, combined with carry-forward funds, is larger than was anticipated, and
Data Processing is not staffed to accomplish all the projects scheduled for this
fiscal year. This type of contract is established as an hourly contract, and the
county pays only for the hours worked up to the limits specified.
The contracts take advantage of the knowledge of contractors who have worked on
projects for Data Processing during previous fiscal years. The $175,000 covers
approximately 4200 hours of contractor time to be used when needed over the
remainder of 1985/86.
IV. BACKGROUND:
For the past two fiscal years, Office Services has not been fully staffed for the
projects identified in the departmental budgets. This has resulted in funds for
projects being carried forward into the 1985-86 fiscal year for the Auditor-Con-
troller, Tax Collector, Assessor, Purchasing, Office of Revenue Collections,
Personnel, Equipment Operations, Public Defender, District Attorney - Family
Support, Probation, Social Services, Public Works and Animal Services Departments.
These projects should be finished this year. This is in addition to the projects
budgeted for this fiscal year. ^
CONTINUED ON ATTACHMENT: X YES SIGNATURE: / d/ ///I'_ SCS in A J6`=
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S) �' U IU" v-%'
ACTION OF BOARD ON VRT77,77 APPROVED AS RECOMMENDED .,V_ OTHER
VOTE OF SUPERVISORS
UNANIMOUS (ABSENT i ) I HEREBY CERTIFY THAT THIS IS A TRUE
AYES: NOES: AND CORRECT COPY OF AN ACTION TAKEN
ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD
OF SUPERVIS/O(RR/yS/ ON THE DATE SHOWN.
cc: County AdministratorOffice SVCS. ATTESTED (/ -' I �e "?-5
Auditor-Controller / F—PHIL BATCHELOR, CLERK OF THE BOARD OF
Data Processing /via OFfice SVcS SUPERVISORS AND COUNTY ADMINISTRATOR
Contractors via Office Svcs .
M382/7-69 BY / , DEPUTY �a`
IV. BACKGROUND (Cont'd. )
The contractors will be used only as needed to assist in accomplishing
the workload for this fiscal year.
V. CONSEQUENCES OF NEGATIVE ACTION:
These projects have already been justified in the various departments,
and postponing them can cause the departments to not accomplish their
goals for the fiscal year, and will cause additional expense in other
areas of their respective budgets. In addition, many of the projects
are in progress, and delaying completion will result in additional
costs due to the loss of momentum and knowledge.