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ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: March 18, 1997
Action Agenda
Item No.
SUBJECT: Information Systems Technical Support Agreements
DEPARTMENT: Information Systems PUBLIC HEARING: (Y/N)
BUDGET AMENDMENT: (Y/N) '
ATTACHMENT(S): INFORMATION CONTACT:
3/12/97 IS Director Memo Dick Taylor, ext 2276
Draft Agreements
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane' 227-2031
PURPOSE: To consider approving two technical support agreements that will provide Orange
County with additional, specialized automation support.
BACKGROUND: The Information Systems(IS)Department has been working towards
improving the scope and responsiveness of computer support to Orange County departments to
enhance their service to citizens. These efforts include targeted training of IS staff and some key
departmental users, along with selective use of outside providers who bring specialized knowledge
and expertise, beyond that available in-house,to bear on automation tasks that will best enhance
overall staff productivity. The use of external technical support providers is a flexible, cost-effective
approach to resolving short-term,pressing automation needs without the County committing to
creating permanent support positions. The Information Systems Director has developed draft
technical support agreements that will provide specialized technical support to complement that
available in-house through current IS staff. Under Board policy,the Manager reviews and approves
professional services contracts in the amount of$5,000 or less. However, two of the proposed
agreements are for amounts that exceed $5,000, and therefore require Board review and approval.
The first agreement,with Computer Networking Solutions,will provide for on site personal
computer and network troubleshooting and repairs, in an amount not to exceed$30,000. These
services will be provided on an as-needed basis at a rate of$30 per hour. The second agreement,
with Good Pickin',will provide for mainframe application support and development of current staff
capabilities to integrate applications between mainframe and desktop. This agreement will be based
on service at a rate of$65 per hour in an amount not to exceed $6,500. Both of these agreements
would run through the fiscal year ending June 30, 1997, with funds available in the 1996-97 IS
departmental budget.
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RECOMMENDATION(S): The Manager recommends that the Board approve the agreements
with Computer Network Solutions and Good Pickin', and authorize the Chair to sign, subject to final
review by the County Attorney.
INTEROFFICE MEMO
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Orange County
Information Systems
Date: March 12, 1997
To: John Link
Rod Visser
From: Dick Taylor
Information Systems Director
Subject: Outsourcing Contractors and Agreements
In Information Systems we have been moving toward a cost-effective mix of staff
resources and skills and the specialized expertise and support of outside contractors.
This gives us the ability to better support our computer systems users and acquire skills
beyond those of our staff members.
To that end we would like to pursue contracts with the following five vendors, through
the end of June 1997:
Computer Network Solutions- CNS provides periodic support to help us troubleshoot
and maintain our PCs and network equipment. This agreement, up to an amount of
$30,000, will help us to continue to improve our responsiveness through our Help Desk
service in IS.
Good Pickin' -This contractor will help us upgrade and maintain some of our mainframe
applications and assist current staff in implementing better integrated applicants
between the desktop and mainframe systems. The contractor will also assist in
conversion of the Register of Deeds imaging system to more maintainable technology.
The amount of this contract would be $6,500.
Scott Technologies Inc. - STI provides Internet configuration and installation support and
assists in development of Worldwide Web applications. The contract would be for
$4,000.
Computer Service Partners -This contractor, with its expertise in e-mail and network
systems, would help us troubleshoot and improve the configuration of our countywide
Groupwise E-mail system. The contract would be for$3,750.
INTEROFFICE MEMO
Vmark-Vmark provides the software and support for our mainframe software operating
system. They would assist us with a system tuning and upgrade project, onsite here at
our facility, upgrade our software and add tools for use in desktop/mainframe
integration, and provide customized onsite training for our staff. The consulting portion
of this activity is governed by an agreement and amounts to $4,800.
We have drafted the 5 agreements with these contractors for your review. Thank you.
DRAFT
Computer Systems Support Services Agreement
between
Computer Network Solutions
and
Orange County
This agreement made the 18th day of March, 1997 between Orange County for its
Information Systems Department(hereinafter referred to as"OCIS") and
Computer Network Solutions (hereinafter referred to as"CNS") for computer
systems support services as specified herein.
CNS Responsibilities:
1. CNS will provide personal computer troubleshooting and repair at Orange
County user office locations.
2. CNS will coordinate troubleshooting and repairs with OCIS staff. If
troubleshooting and repairs for a specific problem will exceed 16 hours of effort,
CNS will seek prior approval for exceeding these hours from the OCIS Director.
If the cost of parts to effect a repair will exceed$150,CNS will seek prior
approval for exceeding this cost from the OCIS Director.
3. CNS will acquire appropriate replacement parts for repairs following approval
of the OCIS Director. CNS will not install parts prior to this approval. All parts
will be new unless specifically approved otherwise by the OCIS Director.
4. CNS will warrant repairs and parts for a period of 90 days following
acceptance of repairs by OCIS. Standard manufacturer's warranty shall apply to
all new parts and where applicable to reconditioned parts.
4. CNS will provide local and wide area network troubleshooting and
administration support.
5. CNS will at all times exercise the highest standard of workmanship in
effecting repairs to County equipment.
6. CNS will submit a monthly bill for services and associated service call reports.
The invoice for services will specify the number of aggregate hours spent on
Orange County troubleshooting and repairs and the cost of parts and/or
supplies. The service call reports will,for each call,specify location of work,
repairs made, parts and/or supplies being billed, time spent on repair,
technicians name and signature.
DRAFT
OCIS Responsibilities:
1. 00IS will identify computer system support needs and will either verbally, or
in writing, provide relevant information to CNS.
2. 00IS will provide approvals as cited in"CNS Responsibilities" section of this
agreement, in a timely manner.
3. 00IS will,within ten days of receipt of invoice in the form prescribed by OCIS,
effect payment for services by CNS.
Term:
The term of this agreement shall be retroactively to January 1, 1997 through June
30, 1997.
Compensation:
Compensation to CNS will be$30 per hour, not to exceed$30,000 through June,
1997.
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 CNS:
Butch Flake
Computer Network Solutions
8421 NC 157 West
7
DRAFT
Rougemont NC 27275
For County:
William L. Crowther,Chair
For CNS:
Butch Flake,President
DRAFT
Computer Systems Support Services Agreement
between
Good Pickin'
and
Orange County
This agreement made the 18th day of March,1997 between Orange County for its
Information Systems Department(hereinafter referred to as"OCIS") and Good
Pickin' (hereinafter referred to as"GP") for computer systems support services
as specified herein.
GP Responsibilities:
1. GP will provide mainframe computer programming services to Orange
County.
2. GP will coordinate mainframe programming activities with OCIS staff. GP will
provide an estimate of hours required to complete any task specified and will
seek prior approval for each task from the OCIS Director.
5. GP will at all times exercise the highest standard of workmanship in effecting
programming of County mainframe applications.
6. GP will submit a monthly bill for services. The invoice for services will specify
the number of aggregate hours spent on Orange County mainframe
programming tasks.
OCIS Responsibilities:
1. OCIS will identify mainframe programming needs and will either verbally, or
in writing, provide relevant information to GP.
2. OCIS will provide approvals as cited in"GP Responsibilities" section of this
agreement, in a timely manner.
3. OCIS will,within ten days of receipt of invoice in the form prescribed by OCIS,
effect payment for services by GP.
Term:
The term of this agreement shall be retroactively to January 1, 1997 through June
30, 1997.
DRAFT
Compensation:
Compensation to GP will be$65 per hour, not to exceed$6,500 through June,
1997.
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 GP:
Mike Peters
Good Pickin'
4900 Waters Edge Dr.
Suite 180
Raleigh NC 27606
For County:
William L. Crowther,Chair
For GP:
Mike Peters,President