Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  17-000304

 

MEETING DATE:

05/09/17

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

Social Services Agency   (Approved)

Department contact person(s):

Alyson Piguee (714) 245-6190 

 

 

Grady Howe (714) 541-7469

 

 

Subject:  Amendment to Renew Information Technology Professional Help Services Agreements

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost: $278,061

Annual Cost: FY 2017-18 $3,058,675

 

 

 

    Staffing Impact:

No

# of Positions:

Sole Source: No

    Current Fiscal Year Revenue: N/A

  Funding Source: See Financial Impact Statement

County Audit in last 3 years: No

 

 

    Prior Board Action: 5/10/2016 #51, 5/7/2013 #42

 

RECOMMENDED ACTION(S):

 

 

1.

Authorize the County Purchasing Agent or authorized Deputy to execute Amendment to Renew Agreement with Genuent USA LLC for Information Technology Professional Help Services for Social Services Agency, commencing on June 1, 2017, through May 31, 2018, in an amount not to exceed $115,720 for a cumulative total of $558,464.

 

2.

Authorize the County Purchasing Agent or authorized Deputy to execute Amendment to Renew Agreement with Intratek Computer Inc. for Information Technology Professional Help Services for Social Services Agency, commencing on June 1, 2017, through May 31, 2018, in an amount not to exceed $127,187 for a cumulative total of $1,079,763.

 

3.

Authorize the County Purchasing Agent or authorized Deputy to execute Amendment to Renew Agreement with Majestic Systems Integration Co. Inc. for Information Technology Professional Help Services for Social Services Agency, commencing on June 1, 2017, through May 31, 2018, in an amount not to exceed $911,256 for a cumulative total of $5,259,072.

 

4.

Authorize the County Purchasing Agent or authorized Deputy to execute Amendment to Renew Agreement with Randstad North America Inc. DBA Randstad Technologies LP for Information Technology Professional Help Services for Social Services Agency, commencing on June 1, 2017, through May 31, 2018, in an amount not to exceed $1,505,716 for a cumulative total of $8,846,952.

 

5.

Authorize the County Purchasing Agent or authorized Deputy to execute Amendment to Renew Agreement with SuperbTech Inc. for Information Technology Professional Help Services for Social Services Agency, commencing on June 1, 2017, through May 31, 2018, in an amount not to exceed $676,857 for a cumulative total of $4,372,746.

 

 

 

 

SUMMARY:

 

Approval to renew Agreements for Information Technology Professional Help Services will provide critical support to respond to user demand, minimize system down time and ensure the timely issuance of public benefits and delivery of federal, state and local mandated services to vulnerable residents.

 

 

 

BACKGROUND INFORMATION:

 

The Social Services Agency (SSA) is requesting Board of Supervisors' (Board) approval to renew five Agreements for Information Technology (IT) Professional Help Services for the period of June 1, 2017, through May 31, 2018, for a total amount not to exceed $3,336,736 for the following Agreements:

  • Genuent USA LLC - MA-063-17011458 (Genuent)
  • Intratek Computer Inc. - MA-063-17011459 (Intratek)
  • Majestic Systems Integration Co. Inc. - MA-063-17011460 (Majestic)
  • Randstad North America Inc. DBA Randstad Technologies LP - MA-063-17011615 (Randstad)
  • SuperbTech Inc. - MA-063-17011461 (SuperbTech)

These Agreements are issued per the terms and conditions of the IT Professional Help Services Regional Cooperative Agreement (RCA).

 

SSA engages contracted IT professionals to supplement its County IT staff which supports over 4,400 Agency employees in four distinct business divisions distributed among 20 major facilities across Orange County.  Contracted IT support is necessary to assist with development and management of over 250 applications and databases, administration of servers and computers that support these applications, managing security of corporate data, technical solution development, help desk and general technical support.  This array of services enables business users to access the resources they require to provide Orange County residents with protection from abuse, financial support, job search assistance, medical insurance, food and assistance in achieving self-sufficiency. 

 

In February 2013, SSA requested from the 10 Contractors on the IT Professional Help Services Regional Cooperative Agreement (RCA), proposals for 40 contracted staff positions.  Subsequently, Subordinate Agreements were issued by SSA to five of these Contractors, namely Genuent, Intratek, Majestic, Randstad and SuperbTech.  On May 7, 2013, the Board approved SSA’s five IT Professional Help Services Agreements for a total not to exceed amount of $5,206,296 for the period of June 1, 2013, through May 31, 2014, per the terms, conditions and pricing of the RCA. 

 

In February 2014, seven of the 40 positions were transferred from the IT Professional Help Services Agreement to the Science Applications International Corporation (SAIC) managed services contract.  On June 1, 2014, the Agreements with Genuent, Intratek, Majestic, Randstad and SuperbTech for the 33 remaining positions were renewed administratively per Contract Policy Manual Section 3.3-106 through May 31, 2016. This first renewal for one additional two-year term was for a total not to exceed amount of $8,237,229.

 

On May 10, 2016, the Board approved the second renewal of 25 IT Professional Help Services Agreement positions, which represented an additional reduction of eight positions due to SSA’s transition to SAIC desktop support services, from June 1, 2016, through May 31, 2017, for a not to exceed total of $3,336,736.

 

In November 2016, Orange County Information Technology (OCIT) issued a Request for Proposal (RFP) for a new IT Professional Help Services RCA to replace the existing RCA which was scheduled to expire on May 31, 2017. That RFP was withdrawn in whole in late March 2017 and a new solicitation will be conducted.  As a result, the current RCA was extended by OCIT for one-year to allow time for the rebidding process and therefore, SSA is requesting a one year renewal of its subordinate agreements to enable continuity of service during the re-solicitation period.  This Agenda Staff Report was submitted with less than 30 days lead time due to unanticipated developments late in the RCA solicitation process.

 

Continuity of these agreements are critical to ensure that SSA is able to provide an adequate level of IT support which facilitates meeting state and federally mandated obligations.  The contractors have been performing satisfactorily.  County Executive Office, Office of Information Technology and the County Procurement Office were consulted and are supportive of SSA renewing these agreements.

 

These agreements do not include subcontractors or pass through to other providers. See Attachment K for Contract Summary Form.

 

 

 

FINANCIAL IMPACT:

 

Appropriations for these Agreements are included in the FY 2016-17 Modified Budget and the FY 2017-18 Requested Budget.

 

These Agreements will be funded 35% by federal funds, 59% by state funds and 6% by County general funds.  The federal and state funds are comprised of qualified SSA program funding allocations based on its generic supporting function.  County general funds will be used towards the required matches to access federal and state funding. 

 

FY 2016-17 $278,061

FY 2017-18 $3,058,675

 

The Contractors acknowledge funding or portions of funding for these Agreements may be contingent upon state and federal budget approval; receipt of funds from, and/or obligation of funds by State of California or the federal government to the County; and inclusion of sufficient funding for the services hereunder in the budget approval by the County's Board of Supervisors for the term of these Agreements.  If such approval, funding or appropriations are not forthcoming, or are otherwise limited, the County may immediately terminate of modify these Agreements without penalty.  These Agreements are for a critical service need and authorization to proceed is recommended.

 

 

 

STAFFING IMPACT:

 

N/A

 

 

 

ATTACHMENT(S):

 

Attachment A – Amendment to Renew MA-063-17011458 with Genuent
Attachment B – Amendment to Renew MA-063-17011459 with Intratek
Attachment C – Amendment to Renew MA-063-17011460 with Majestic
Attachment D – Amendment to Renew MA-063-17011615 with Randstad
Attachment E – Amendment to Renew MA-063-17011461 with SuperbTech
Attachment F - Renewal Agreement  MA-063-16011408 with Genuent (Redline)
Attachment G -Renewal  Agreement MA-063-16011409 with Intratek (Redline)
Attachment H - Renewal Agreement MA-063-16011410 with Majestic (Redline)                        
Attachment I - Renewal Agreement MA-063-160118411 with Randstad  (Redline)
Attachment J - Renewal Agreement MA-063-16011413 with SuperbTech (Redline)
Attachment K - Contract Summary Form