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HomeMy WebLinkAboutMINUTES - 12092014 - C.56RECOMMENDATION(S): APPROVE and AUTHORIZE the Purchasing Agent to execute a purchase order with Network Consulting Services, Inc., on behalf of the Employment and Human Services Department, Information Technology Unit, in the amount not to exceed $129,822 to procure BMC FootPrints Software Suite and BMC Software Maintenance for the period December 1, 2014 through April 1, 2015. FISCAL IMPACT: $129,822: 100% Administrative Overhead (10% County; 45% State; 45% Federal) BACKGROUND: The Employment and Human Services Department (EHSD) needs a simplified help desk ticketing and tracking system that is available to all technology staff to record and track technical problems through resolution. This is a key part of creating a unified help desk to receive all reports of technical issues. This will benefit technology’s clients (all EHSD staff), enabling them to call one number and have a ticket created, regardless of the issue. Currently, they need to follow a dozen different processes, depending on the type of issue. This will enable the call to be documented and forwarded to the right person. Then, the person acting on the issue can enter the resolution and close out the ticket. This software will provide a simplified process for ticketing and tracking help desk requests. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 12/09/2014 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Earl Maciel 3-1648 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: December 9, 2014 David Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: C. 56 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:December 9, 2014 Contra Costa County Subject:Authorize the Purchase Agent to Issue a Purchase Order for Purchase of BMC FootPrints Software BACKGROUND: (CONT'D) In accordance with Administrative Bulletin No. 611.0, County Departments are required to get Board approval for single item purchases greater than $100,000. CONSEQUENCE OF NEGATIVE ACTION: EHSD will be unable to effectively simplify its help desk process. CHILDREN'S IMPACT STATEMENT: None ATTACHMENTS Sup Approval Comp. Contact Form Supplemental Approval Form Revised 102411 SUPPLEMENTAL APPROVAL FORM FOR ITEMS OVER $25,000 (If over $100,000- Board of Supervisors Approval needed) Department: EHSD Date: 7/24/2014 Authorized Requestor: Dave Eisenlohr Phone: 7-3001 Address: 300 Ellinwood Way Email: deisenlohr@ehsd.cccounty.us Authorized Requestor Signature: _____________________________________________________ 1. P.O. Requisition No: Click here to enter text. 2. Item. Footprints software by BMC and Installation / Customization Services by NSI 3. Single Item Multiple Like Items Integrated System 4. How does this purchase meet the Departments operational needs? TThis will provide a customizable environment that will provide a number of systemenhancements. It will provide a consolidated helpdesk. It will provide the frame work for a DepartmentChange management system. Improved visibility will be provided to our asset management process.An interdepartmental task tracking capability will also be provided. This will enhance productivity andquality provided to our customers 5. Estimated cost: $158,922 (professional services at $29,100 and software and 3 years of maintenance at $129,822 6. Funding Source: 45/45/10, federal/state/county general fund. 7. Chief Information Officer Approval (Needed for acquisition of computer hardware, services, software) Computer Hardware, Services, and Software meet minimum use guidelines. Signature: ________________________________________ Date: ___________________ 8. County Administrator Approval Signature: ________________________________________ Date: ___________________ 9. Please return approval to Authorized Requestor as noted at top. CONTRA COSTA COUNTY MANDATORY COMPUTER CONTRACT TRANSMITTAL FORM Per Administrative Bulletin No. 616 (Acquisition of Computer Hardware, Software and Computer-Related Services), this contract transmittal form must be completed and accompany a request to purchase certain computer hardware, software or computer-related services.1 Department: EHSD Date: 10/29/2014 Authorized Requestor: Dave Eisenlohr Telephone: 7-3001 Authorized Requestor Signature: 1. Briefly describe the software/hardware/services, the purpose they will serve, and what business advantage will be gained by entering into the contract. a. This will provide a customizable environment that will provide a number of system enhancements. It will provide a consolidated helpdesk. It will provide the frame work for a Department Change management system. Improved visibility will be provided to our asset management process. An interdepartmental task tracking capability will also be provided. This will enhance productivity and quality provided to our customers. 2. What is the anticipated term of the contract, including desired renewal terms? a. The software will be on-going with maintenance renewed yearly. Professional services (installation support) is expected to last no more than 6 months. 3. Provide the contract payment limit and a description of the fees over the contract term, including a breakdown of all first-year fees (e.g., license fees, professional services, implementation fees, customization fees, hardware): a. The software purchase is $88,812 plus tax. This covers anticipated licensing including projected growth in the first 3 years. Maintenance is $13,670 per year for the first three years (total of $41,010. Professional Services is $29,100 and includes 4 days of remote support for installation and $21,700 for 10 days of customization, training, and travel. 4. What type/types of agreements (software license, professional services, data hosting, hardware support, software support and maintenance) will document the acquisition? a. We will receive licensing and maintenance agreements that include software updates. 5. Will the software be used by the public? If yes, describe the interface. a. No: ☒ Yes: ☐ If Yes, explain interface: Click here to enter text. 6. Where will the services be performed? a. As noted above, the work will be performed at 30 Douglas and 300 Ellinwood. 7. Is the vendor located offshore? No: ☒ Yes: ☐ 1 See Section IX of Administrative Bulletin 616. 8. Will the vendor use offshore partners or affiliates? No: ☒ Yes: ☐ 9. Will the vendor be providing hosting services?: No: ☒ Yes: ☐ 10. Identify any unique issues; i.e., security, business risks, regulatory issues, labor issues. a. No unique issues as this is an internal system, there are no regulatory or labor issues, and the tool is installed in hundreds of businesses across the country, including governmental facilities.