Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  19-000767

 

MEETING DATE:

07/16/19

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

County Executive Office   (Approved)

Department contact person(s):

Joel Golub (714) 834-6827 

 

 

KC Roestenberg (714) 567-5075

 

 

Subject:  Work Orders Under Agreement for Managed Services Network, Voice and Security

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

          Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost:   See Financial Impact Section

Annual Cost: N/A

 

 

 

    Staffing Impact:

No

# of Positions:

Sole Source:   No

    Current Fiscal Year Revenue: N/A

  Funding Source:      Internal Service Fund 289 - Information Technology:  100%

County Audit in last 3 years: No

 

 

    Prior Board Action:          10/16/2018 #31

 

RECOMMENDED ACTION(S):

 

 

1.

Authorize the County Chief Information Officer or designee to execute Type 2 Work Order Number NCY1-009 under the Agreement for Managed Services Network, Voice and Security with Science Applications International Corporation, for Services to support Orange County Auditor-Controller’s relocation for a fee in the amount of $115,200.

 

2.

Authorize the County Chief Information Officer or designee to increase the Type 2 Work Order Number NCY1-009 fee in an amount not to exceed $11,520, which is 10 percent of the work order fee, in the event there is an increase in the projected services, for a total amount not to exceed $126,720.

 

3.

Authorize the County Chief Information Officer or designee to execute Type 2 Work Order Number NCY1-010 under the Agreement for Managed Services Network, Voice and Security with Science Applications International Corporation, for Services to support Orange County Assessor’s relocation for a fixed fee amount of $193,300.

 

 

 

 

 

4.

Authorize the County Chief Information Officer or designee to increase the Type 2 Work Order Number NCY1-010 fee in an amount not to exceed $19,330, which is 10 percent of the work order fee, in the event there is an increase in the projected services, for a total amount not to exceed $212,630.

 

 

 

 

SUMMARY:

 

Authorization to execute Type 2 Work Orders under the Agreement for Managed Services Network, Voice and Security with Science Applications International Corporation will authorize the Supplier to support Orange County Auditor-Controller and Orange County Assessor’s relocations.

 

 

 

BACKGROUND INFORMATION:

 

On October 16, 2018, the Board of Supervisors (Board) approved the Agreement for Managed Services Network, Voice and Security (Agreement) with Science Applications International Corporation (SAIC). The term of the Agreement is outlined in the following table:

 

Contract Year

Contract Period

Contract Year 1

(17 months)

October 17, 2018 through June 2020 includes the following two phases:

   1. Transition-In period: November 1, 2018 – March 16, 2019

   2. Commencement of Contract Year 1 Services:  March 17, 2019 – June 30, 2020

Contract Year 2

July 2020, through June 2021

Contract Year 3

July 2021, through June 2022

 

The Agreement also includes the option to extend the term beyond June 2022 for up to two additional one-year periods.

 

The Agreement includes provisions that enable the County to purchase additional related services through Work Orders for Optional Work. Optional Work refers to services that are different in character from the Services provided under the Agreement, but which facilitate the delivery of Services and/or add a new service line or Functional Service Area (e.g., a new area of services or deliverables not currently contained in the Agreement). Assets, Professional Services, Targeted Resources (i.e., vendor labor) and Non-Recurring Initiatives (e.g., one-time projects) may all be purchased as Optional Work under the Agreement. All Work Orders under the Agreement must be initiated and approved by the County.  Type 1 Work Orders are those with a value less than $100,000 and only require approval by the Chief Information Officer (CIO). Type 2 Work Orders are those equal to or greater than $100,000 and require the Board’s approval, which is in line with the County Contract Policy Manual section 3.3-102 entitled “Board Approval”.

 

Proposed Type 2 Work Orders

 

OCIT is requesting Board approval of the proposed Type 2 Work Orders NCY1-009 and NCY1-010 for Orange County Auditor-Controller (A-C) and Orange County Assessor’s (Assessor) relocations.  A-C’s move will require SAIC to:  1) reconfigure the existing network at their new location and 2) decommission the network equipment at their current locations (see Attachment A – Work Order #NCY1-009 – Auditor-Controller).  The Assessor’s move will require SAIC to:  1) assist County in connecting the new network equipment to the Assessor’s data center; 2) install the voice and network infrastructure; and 3) support the move-in activities, which will include, but not be limited to relocating telephones, fax machines and ensuring connectivity for said devices (see Attachment B – Work Order #NCY1-010 – Assessor).

 

In addition, OCIT is also requesting delegated authority for the CIO to increase the Type 2 Work Orders NCY1-009 and NCY1-010 in an amount not to exceed $11,520 and $19,330, respectively, which is 10 percent of the Type 2 Work Order fees.  OCIT does not anticipate the need to increase the Type 2 Work Orders by 10 percent of the Type 2 Work Order fees.  However, this delegated authority is intended to ensure there is no disruption in the delivery of the services in the event there is an increase in the projected services.

 

 

 

FINANCIAL IMPACT:

 

The proposed Type 2 Work Orders cost of up to $339,350 is covered by the $5.5 million “Reserved Dollars” for work orders that the Board previously approved as part of the Agreement. Approval of these Type 2 Work Orders will not increase the Agreement’s cumulative value. The County contemplated using the Reserved Dollars amount to cover these types of Work Orders and others that might be requested by County departments for related services/project support, resources and support of new County facilities.

 

The table below shows the cumulative total of Work Orders executed to date and the balance left of the $5.5 million “Reserved Dollars”.

 

Description

 Amount

Reserved Dollars for Work Orders

 $    5,500,000.00

Work Orders Executed to Date

 $  (1,422,125.00)

            Balance of Reserved Dollars for Work Orders

 $    4,077,875.00

 

Sufficient appropriations and revenues for the Type 2 Work Orders have been included in the FY 2019-20 Budget for Fund 289, Information Technology Internal Service Fund.  Fund 289 will charge the cost of Work Order NCY1-009 to Budget Control 036, Capital Projects and Work Order NCY1-010 to Budget Control 038, Data Systems Development Projects.  The expense charged to Budget Control 038 for Work Order NCY1-010 will be reimbursed by Orange County Realty Investors, LLC from the Furniture, Fixture and Equipment Allowance.

 

 

STAFFING IMPACT:

 

N/A

 

ATTACHMENT(S):

 

Attachment A - Work Order #NCY1-009 - Auditor-Controller
Attachment B - Work Order #NCY1-010 - Assessor
Attachment C - Contract Summary Form