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Home My WebLink AboutAgenda - 02-02-1999 - 8dORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: February 2, 1999 SUBJECT: Computer Systems Support Outsourcing Agreement withTri-Met DEPARTMENT: Information Systems ATTACHMENT(S): IT Committee Recommendations Contract Action Agenda Item No. g - d PUBLIC HEARING: (Y/N) BUDGET AMENDMENT: (Y/N) 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 approval of a computer support services agreement with Tri-Met through the end of the 1998 -99 fiscal year. BACKGROUND: During the 1998 -99 budget deliberations, the Board of Commissioners decided not to create a new permanent position in the Information Systems Department, but included funds in the operating budget so that needed support could be obtained through outsourcing. This contract with a technical support firm, Tri-Met, would provide PC and printer helpdesk and installation support as needed through June 1999 to assist with implementation of the Information Technology Plan. The contract would be at a rate of $75 per hour, with a maximum of 200 hours and a cost not to exceed $15,000. Sufficient funds are available in the IS operating budget to cover the cost of the contract. County staff have worked with this company in the past. The firm is located in the Research Triangle Park, and the County has had good experience with them. They have recently assisted with installation of the most recent acquisition of PC replacements approved by the Board of Commissioners in the County IT Plan for 1998 -99. The Board postponed consideration of this item at its January 19, 1999 meeting pending discussion of the proposed agreement by the Information Technology Committee. The IT Committee met on January 26, 1999, endorsed the agreement, and suggested consideration of competitive bidding for future support contracts where feasible. The Committee's recommendation as prepared by the Chairman, and comments from individual committee members, are included with this abstract. RECOMMENDATION(S): The Manager recommends that the Board approve the agreement and authorize the Chair to sign it. ORANGE COUNTY INFORMATION TECHNOLOGY COMMITTEE RECOMMENDATION/ COMPILATION OF COMMENTS REGARDING TRI -MET SUPPORT AGREEMENT January 1999 The following recommendation was prepared by IT Committee Chair John Smith and transmitted by e- mail following the Committee's January 26 meeting: "At its meeting January 26, 1999, the ITC discussed the pending contract between Tri -Met and Orange County to deliver PC, printer, and helpdesk support for not more than 200 hours at $75.00 per hour at a cost not to exceed $15,000. The committee endorses the contract. It noted that the rate of $75.00 appears high relative to rates for similar services. However, in providing lower rates, many companies insist on continuous employment for a minimum of three months. Thus, the committee concluded that the higher rate with Tri -Met is offset by the flexible arrangements under which they are willing to work. Overall costs are also lower. The committee suggests that in the future, the County might solicit competitive bids and/or negotiate for a lower rate in exchange for additional hours of commitment." The following e-mail message was circulated earlier in January to the IT Committee, with comments from individual IT Committee members noted below: To ITC Members - We would like to go to the Board on January 19th to ask approval of a contract with a tech support firm, Tri -Met, to provide PC and printer helpdesk and installation support as needed between now and June. The contract would be for 200 hours, a limit of $15, 000, and we have the funds in our operating budget already, not in the IT Plan. We have worked with this company in the past, they are in RTP, and have had good experience with them. They have recently assisted us with installation of the latest batch of PCs and we will continue to periodically need their help. When we asked for a new position last budget cycle, the Board instructed that we outsource instead, and this is consistent with that direction. We'd like to have your feedback on this and expressions of support would be appreciated. Of course, if you have concerns or questions please air them here too. Just send to the list. Thanks! Dick J This sounds good to me, especially using a company that you've already dealt with and that is near by. Doug Noell Chapel Hill - Carrboro City Schools -------------------------- - - - - -- I would support approval of the contract. Don Smith UNC -CH 75$ /hour is a pretty good rate for support, if you are satisfied with the quality. (Lockheed Martin will not bid on contracts less than 1 million, so I don't have a conflict of interest!). Do you pay for travel time from their site to yours, or just from one Orange site to another? I support this expenditure. (Reply from DT: We don't pay travel or any other expenses with Tri -Met) Tony Rail Lockheed - Martin Dick, I lend my support to that the others have already voiced. Joel Dunn UNC -CH 4 Computer Systems Support Services Agreement between Tri -Met and Orange County This agreement made the 1 st day of November, 1998 between Orange County for its Information Systems Department (hereinafter referred to as "OCIS ") and TRI -MET for computer systems support services as specified herein. TRI -MET Responsibilities: 1. TRI -MET will provide personal computer installation support, troubleshooting and repair at Orange County user office locations. 2. TRI -MET will coordinate installation, troubleshooting and repairs with OCIS staff. 3. TRI -MET will at all times exercise the highest standard of workmanship in installing and effecting repairs to County equipment. 4. TRI -MET will submit a monthly bill for services. The invoice for services will specify the number of aggregate hours spent on Orange County installation, troubleshooting and repairs. OCIS Responsibilities: 1. OCIS will identify computer system support needs and will either verbally, or in writing, provide relevant information to TRI -MET. 2. OCIS will, within ten days of receipt of invoice in the form prescribed by OCIS, effect payment for services by TRI -MET. Term: The term of this agreement shall be retroactively from November 1, 1998 through June 30, 1999. Compensation: Compensation to TRI -MET will be $75 per hour, not to exceed $15,000 through June, 1999. 5 Termination: This agreement may be terminated by either party for any reason 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 TRI -MET: Tom Parker Tri-Met 279 Homestead Market Hwy 54 Durham NC 27713 For County: Alice M. Gordon, Chair Board of Commissioners For TRI -MET: Tom Parker, President 3 Computer Systems Support Services Agreement between Tri -Met and Orange County This agreement made the 1 st day of November, 1998 between Orange County for its Information Systems Department (hereinafter referred to as "OCIS ") and TRI -MET for computer systems support services as specified herein. TRI -MET Responsibilities: 1. TRI -MET will provide personal computer installation support, troubleshooting and repair at Orange County user office locations. 2. TRI -MET will coordinate installation, troubleshooting and repairs with OCIS staff. 3. TRI -MET will at all times exercise the highest standard of workmanship in installing and effecting repairs to County equipment. 4. TRI -MET will submit a monthly bill for services. The invoice for services will specify the number of aggregate hours spent on Orange County installation, troubleshooting and repairs. OCIS Responsibilities: 1. OCIS will identify computer system support needs and will either verbally, or in writing, provide relevant information to TRI -MET. 2. OCIS will, within ten days of receipt of invoice in the form prescribed by OCIS, effect payment for services by TRI -MET. Term: The term of this agreement shall be retroactively from November 1, 1998 through June 30, 1999. Compensation: Compensation to TRI -MET will be $75 per hour, not to exceed $15,000 through June, 1999. 4 Termination: This agreement may be terminated by either party for any reason 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 TRI -MET: Tom Parker Tri-Met 279 Homestead Market Hwy 54 Durham NC 27713 For County: aj��, �, n"." Alice M. Gordon, Chair Board of Commissioners For TRI -MET: