Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  14-001574

 

MEETING DATE:

10/21/14

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

Auditor-Controller   (Approved)

Department contact person(s):

Jan Grimes (714) 834-2457 

 

 

Denise Steckler (714) 834-2458

 

 

Subject:  Approve Agreement to Install CAPS+ Systems Software on AIX Replacement Platforms

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Consent Calendar

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost: $283,500

Annual Cost: N/A

 

 

 

    Staffing Impact: No

# of Positions:

Sole Source: Yes

    Current Fiscal Year Revenue: N/A

  Funding Source: GF: 100% (Budget Control 014 CAPS+ Systems)

County Audit in last 3 years: No

 

 

    Prior Board Action: N/A

 

RECOMMENDED ACTION(S):

 

Authorize the County Purchasing Agent or his authorized Deputy to issue contract MA-003-15010663, with CGI Technologies and Solutions Inc. (CGI) for installation of the CAPS+ Advantage Financial/Puchasing (version 3.7) and CAPS+ Advantage Human Resources/Payroll (version 3.8) Systems, and third-party software onto new IBM AIX Power8 platforms.

 

 

 

 

SUMMARY:

 

Approval of the agreement with CGI for $283,500 is required to ensure the CAPS+ and third party software are installed properly on the new IBM AIX Power8 platforms.

 

 

 

BACKGROUND INFORMATION:

 

The County’s CAPS+ Systems currently reside on an IBM P595 platform that is located at the County Data Center. The platform is over nine years old, reached its end of life and is beginning to experience system failures. Replacing the IBM P595 with three new IBM AIX Power8 platforms (one to be located at the Arizona disaster recovery site) was planned and approved in the FY 2014-15 budget process.  The new platforms have improved processors and memory performance, are smaller in size to reduce the power and cooling requirements, and have a potential to save the County over $800,000 in operating costs over the next five years.

 

As part of the replacement project, the CAPS+ Advantage software has to be installed on the new platforms. Because of the expertise required and intricacies of the CAPS+ Advantage product, the software vendor, CGI, will be installing the software.  The County’s managed services provider, SAIC, will be replacing the platforms and will work collaboratively with CGI on the installation of the CAPS+ and third party software. The County utilized the same services of CGI in 2009 to install the CAPS+ software on the current IBM P595 when the County moved off the mainframe.

 

The software installation contract also provides a provision that CGI will train County staff and provide custom developed, detailed process documentation on the installation process. As part of the training provision, County staff will install the software to one of the new platforms under the direct oversight of CGI to ensure there is a comprehensive understanding of the installation process. The County is taking this additional step to ensure the investment in the installation effort will provide for cost avoidance when the CAPS+ Systems are upgraded in the future.  The technical documentation will be written specific to the County’s platform environments and shall not be technical documentation that was pre-written.

 

The proposed agreement is a sole source agreement and a completed Sole Source Sole Source/ Proprietary Request Form is attached to this Agenda Staff Report.

 

 

 

FINANCIAL IMPACT:

 

The costs for this contract were not anticipated when the FY 2014/15 budget was approved but can be absorbed within the current appropriations. The Auditor-Controller may request additional appropriations through the quarterly budget process for Budget Control 014-CAPS+ Systems, if required.

 

Contract Pricing:

 

This is a one-time agreement for $283,500.

 

 

 

STAFFING IMPACT:

 

N/A

 

 

ATTACHMENT(S):

 

Attachment A - Contract MA-003-15010663 with CGI Technologies and Solutions, Inc.
Attachment B - Sole Source Document with CGI Technologies and Solutions, Inc.