HomeMy WebLinkAboutAgenda - 03-16-1999 - 8eORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: March 16, 1999
SUBJECT: Technical Support Contracts to Assist in Y2K Preparation
DEPARTMENT: Information Systems
ATTACHMENT(S):
Contract with Sparks Software
Contract with LGW Consultants
Action Agenda
Item No. g_ e
PUBLIC HEARING: (Y/1)
BUDGET AMENDMENT: (Y/l)
INFORMATION CONTACT:
Dick Taylor, ext 2276
TELEPHONE NUMBERS:
Hillsborough 732 -8181
Chapel Hill 968 -4501
Durham 688 -7331
Mebane 336- 227 -2031
PURPOSE: To consider approving contracts for additional programmer support to supplement existing
staff resources for successful completion of Y2K mainframe computer preparations.
BACKGROUND: At the February 15, 1999 work session, the Board indicated its strong.interest in
ensuring that Orange County government is as prepared as possible for the challenges that may be
presented for computer programs and equipment that may have trouble recognizing dates beginning with
January 1, 2000. Y2K preparedness will accordingly be addressed as part of the Board's goals for 1999-
2000.
Changes are required to Orange County mainframe computer applications software to correct problems in
handling dates for Year 2000 and beyond. Existing staff can perform a substantial portion of this work but
additional hours of outside support are needed to ensure timely completion of mainframe software
changes and testing. The expertise required for our mainframe software environment is difficult to acquire
due to the older technology used. Staff recommends that the Board approve two agreements for external
mainframe support with providers who have extensive experience with the County's mainframe
operating system. Support services to be provided include, but are not limited to, writing, validating. and
testing County mainframe software programs for Y2K compliance.
The first agreement would be with Sparks Software, and would cover the period March 1 to September
30, 1999. The agreement covers a total of 480 hours at $50 per hour, in an amount not to exceed
$24,000. The programmer provided to the County under this contract has unique experience since she is ,i
former County Information Systems Department employee. The second agreement would be with LGNV
Consultants and would cover the period April 1 to September 30, 1999. This agreement covers
approximately 40 days of support, at a rate of $455 per day plus travel expenses, with a total cost not to
exceed $22,000.
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Additionally, County staff are proceeding with the plan to acquire a second RISC 6000 mainframe
computer to assist in testing and verification of the County's mainframe software applications for YX
compliance. The cost of the equipment, licensing agreements, and necessary first year technical support is
expected not to exceed $15,000.
FINANCIAL IMPACT: The cost of these two contracts and the second mainframe computer will not
exceed $61,000. While this funding could come from the Commissioners' contingency account, there are
adequate unencumbered funds in the Information Systems operating budget and the Information
Technology capital project to cover the costs of these Y2K preparation activities. However, as additional
Y2K needs are identified (for example, the recruitment of a contracted Y2K Coordinator, as endorsed by
the Board at the February 15, 1999 work session), consideration must be given to funding these needs
through the contingency account or unappropriated fund balance in the General Fund.
RECOMMENDATION(S): The Manager recommends that the Board approve the contracts (with
funding to come from the current IS operating budget and IT capital project), subject to final review by
the County Attorney, and authorize the Chair to sign them.
3 -/,�p -77
Mainframe Analyst/Programmer Services Agreement
between
Sparks Software Inc.
and
Orange County
This agreement made the I" day of March, 1999 between Orange County for its
Information Systems Department (hereinafter referred to as " OCIS ") and Sparks
Software Inc. (hereinafter referred to as " SSI ") for mainframe analyst/programmer
support services as specified herein.
SSI Responsibilities:
1. SSI will provide mainframe programmer /analyst services to Orange County.
2. SSI will coordinate activities with OCIS staff. SSI will provide support to current
OCIS staff, departmental users and OCIS contractors under the direction of the OCIS
Director.
3. SSI will at all times exercise the highest standard of workmanship in providing
mainframe programmer /analyst services to Orange County.
4. SSI will submit a monthly bill for services. The invoice for services will specify the
number of aggregate hours spent on Orange County mainframe programmer /analyst
services.
OCIS Responsibilities:
1. OCIS will identify mainframe programmer /analyst services and will either verbally,
or in writing, provide relevant information to SSI.
2. OCIS will request services only during regular working hours for County offices,
from 8 am to 5 pm, Monday through Friday, excepting holidays.
3. OCIS will, within ten days of receipt of invoice from SSI, effect payment for services
by SSI.
Term:
The term of this agreement shall be from March 1, 1999 through September 30, 1999.
Compensation:
Compensation to SSI will be at the rate of $50 per hour, up to 480 hours, not to exceed
$24,000 through September, 1999.
Termination:
Either party for any reason may terminate this agreement with 15 days written notice.
Notice:
Any communication regarding this agreement shall be made to the parties as stated
below:
For County:
Richard J. Taylor, Director
Orange County Information Systems
PO Box 8181
Hillsborough NC 27278
For SSI:
Jane L. Sparks
Vice President
Sparks Software Inc.
7601 Wilkerson Road
Cedar Grove NC 27231
For County:
Alice M. Gordon, Chair
Orange County Board of Commissioners
For ,,
Ylz'
0
P
n
`e L. Sparks, Vice resident
Iq X/ V-
Computer Systems Support Services Agreement
between
LGW Consultants
and
Orange County
This agreement made the 1 S` day of April, 1999 between Orange County for its
Information Systems Department (hereinafter referred to as " OCIS ") and LGW
Consultants (hereinafter referred to as "LGW ") for computer systems support services as
specified herein.
LGW Responsibilities:
1. LGW will provide mainframe Year 2000 support to Orange County.
2. LGW will coordinate activities with OCIS staff.
3. LGW will at all times exercise the highest standard of workmanship in effecting
mainframe Year 2000 and Register of Deeds image conversion support.
4. LGW will submit a monthly bill for services. The invoice for services will specify the
number of aggregate hours spent on Orange County provide mainframe Year 2000
support.
OCIS Responsibilities:
1. OCIS will identify provide mainframe Year 2000 support needs and will either
verbally, or in writing, provide relevant information to LGW.
2. OCIS will, within ten days of receipt of invoice in the form prescribed by OCIS, effect
payment for services by LGW.
Term:
The term of this agreement shall be retroactively to April 1, 1998 through September 30,
1999.
Compensation:
Compensation to LGW will be $455 per day (approximately 40 days) plus travel
expenses, not to exceed $22,000 through September 1999.
Termination:
Either party for any reason may terminate this agreement with 15 days written notice.
Notice:
Any communication regarding this agreement shall be made to the parties as stated
below:
For County:
Richard J. Taylor, Director
Orange County Information Systems
PO Box 8181
Hillsborough NC 27278
For LGW:
Mario Duckett
LGW Consultants
1632 Rt. 38 East
Mt. Holly NJ 08060
For County:
Alice M. Gordon, Chair
Orange County Board of Commissioners
For LGW:
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Mario Duckett, President