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HomeMy WebLinkAboutAgenda - 12-16-1997 - 9c i ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: December 16, 1997 Action Agenda Item No. —� SUBJECT: Strategic Automation Plan Implementation DEPARTMENT: Information Systems PUBLIC HEARING: (Y/N) BUDGET AMENDMENT: (Y/N) ATTACHMENT(S): INFORMATION CONTACT: Capital Project Ordinance Dick Taylor, ext 2276 12/16/97 ITAC Report Urgent SAP Short Term Needs List BellSouth Frame Relay Network Service TELEPHONE NUMBERS: Agreement Hillsborough 732-8181 Proposed Charge to ITAC Chapel Hill 968 4501 Durham 688-7331 Mebane 227-2031 PURPOSE: To consider authorizing funding for the next phase of the implementation of the Strategic Automation Plan(SAP), and to consider approving a contract with BellSouth for network services to assist in accomplishing that implementation. BACKGROUND: At their December 1 meeting,the Board of Commissioners considered a staff proposal to authorize funding for several aspects of the short term implementation plan for the SAP. The Board approved funding to accomplish an update of aerial photography throughout Orange County, but asked that members of the SAP Technical Review Task Force who were able to do so review a number of questions raised by the Board during its December 1 discussion. Staff met with four members of the task force on December 9. A summary of the meeting discussion, along with questions reviewed and the Committee's feedback is attached. The task force members unanimously recommend,with staff concurrence, that the Board approve funding to accomplish the items on the December 1 "urgent needs" list: the networking of the new Southern Human Services Center(SHSC)with the Whiffed Human Services Center and the Government Services Annex (which houses the Information Systems Department and equipment); the purchase of 35 new PCs to complete the acquisition of computers for staff working at the SHSC; and obtaining frame relay network services from BellSouth under the terms of the attached draft agreement. The attached capital project ordinance would appropriate funds from the SAP reserve set aside by the Board in the approved 1997-98 budget to cover network development, SHSC PC purchases, and related equipment acquisitions. The project ordinance total of$208,888 includes the funding already approved for aerial photography($48,000). This amount is higher than the $182,429 requested on the December 1 "urgent needs" list, based on the recommendations of the SAP task force at the December 9 meeting that the County purchase more powerful baseline computers, and based on further site specific analysis of expected networking costs by Cisco 2 Systems (a vendor offering computer equipment and services on State contract). The funding needed to complete the rest of the "urgent needs" list is $160,888. However, $28,749 of this cost can be reimbursed through State matching grants for equipment used in Child Welfare programs, making the net additional funds needed to be appropriated from the SAP reserve $132,139. The Board indicated at its December 1 meeting that it wishes to appoint an Information Technology Advisory Committee to serve an ongoing role of providing technical review and advice about automation issues to the Board and staff. A number of members of the SAP Technical Review Task Force have indicated a willingness to serve on the ITAC, and the Clerk has received one additional application. Proposed ITAC appointments are included during the Appointments section of this meeting agenda. The Board may also wish to consider formally adopting a charge to the ITAC - a proposed charge is attached. RECOMMENDATION(S): The Manager recommends that the Board: 1) adopt the attached capital project ordinance; 2) approve the agreement with BellSouth for frame relay network services, subject to fmal review by staff and the County Attorney; 3) authorize the Purchasing Director to acquire equipment, software, and services in an amount not to exceed $160,888, as detailed on the attached lists; and 4) adopt the charge to the ITAC. Information Technology 3 Capital Project Ordinance Project Number 61-491 Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby adopted. Section 1. The tproject authorized provides funds to implement the first phase of the short term plan under the County's Strategic Automation Plan. This project will be financed with proceeds from the County's portion of the one-half cent sales taxes and State grant funds for the Department of Social Services. Section 2. The officers of the County are hereby directed to proceed with the project within the budget contained herein. Section 3. The following revenue is anticipated to complete this project: Transfer from General Fund(1997-98) $180,139 Intergovernmental $28.749 Total Revenue $208,888 Section 4. The following amount is appropriated for this project: Aerial Photography $48,000 000 Technology 5162$$$ Total Appropriations $208,888 Section 5. The ordinance supersedes all previous Information Technology Capital Project Ordinances. Section 6. This ordinance, originally adopted December 1, 1997, shall be in effect until June 30, 1998. Adopted this 16th day of December, 1997. 4 Report to Board of County Commissioners December 16, 1997 Strategic Automation Plan Urgent Needs and Short Term SAP Four of the prospective members of the Information Technology Advisory Committee (ITAC) (who also served on the Strategic Automation Plan Technical Review Task Force)held a preliminary meeting on December 9 to review and respond to questions from the Board about the urgent needs presented at the December 1 meeting. The ITAC also reassessed the short term plan in light of the Board's questions. The report being presented to the Board addresses these questions specifically and provides an update of the short term plan which will be presented in detail at a later Board meeting. Board Questions 1. Network Upgrade—Is this the right technical approach?Are we acquiring equipment we will have to replace soon with a different technology? What is the appropriate use of an expert network consultant? The frame relay and router technology proposed is the right technology. The ITAC recommends that the SAP proceed with upgrade of the whole County network to frame relay technology in the current fiscal year, beginning with the urgent needs for connecting the Southern Human Services Center, Whitted complex, and Government Services Annex. The data communications equipment proposed is high quality, flexible technology which can be readily expanded if needed. The ITAC recommends that after the entire network has been upgraded in the current fiscal year, a network consultant be engaged to analyze the network load under full operating conditions and make longer term recommendations about additional needed capacity. This consulting support would be an element of the second year of the SAP, in fiscal year 1998-99. Also by that time, the cable franchise negotiations with Time-Warner will have clarified the opportunity to take advantage of the cable system fiberoptic rebuild and the I-NET(Institutional Network). The I-NET will begin developing in the 2000-2001 timeframe. 2. Desktop Upgrades—What are the correct specifications for the new PCs to be bought?How does the PC replacement program proposed fit with life-cycle planning as recommended by the Technical Review Task Force? The ITAC recommends that there be two levels of PC configuration, including a base level and a power user system specification. Each level will have 64Mbytes of memory to allow for expansion of applications and operating system later without additional memory 5 upgrades. Memory prices are quite reasonable at this time. The ITAC recommends a three year replacement cycle to get all users to a base level quickly and accommodate necessary software upgrades. The short term plan will include replacement of 120 PCs in the remaining fiscal year, and the second year of the SAP, in fiscal 98-99,will include replacement of another 120 systems. Currently about 60 Pentium PCs, bought two to three years ago, can be upgraded for base level users. This hardware upgrade is necessary to support the Windows 95 (or 98) and Microsoft Office upgrade. These upgraded current systems can be used until the third year of the upgrade cycle in fiscal year 1999-2000. The SAP can then be reassessed to evaluate the replacement cycle based on technology and market conditions at that time. The ITAC recommends installation of 120 replacement PCs in the current short term plan and upgrade of existing Pentium systems, followed by replacement of 120 PCs in the second year of the SAP. 6 Background for Urgent SAP Short Term Needs The cost estimate of approximately$134,429, excluding GIS photography, for network and PC upgrades, covered in the December 1 presentation to the Board, has increased to $160,888. This change is the result of. a) recommendations from the ITAC to increase the amount of memory and processor speed in the base-level PC replacement specifications b) increase in cost of the frame relay service and data communications equipment based on review by vendor technical staff The PC changes result in an additional $13,310 cost. Frame relay service and data communications equipment changes result in an additional $15,085 cost. With a decrease in network server costs of $1,936,the original amount of$134,429 changes to $160,888. Funding available through the Department of Social Services SACWIS Child Welfare Automation program allows for 50% State/Federal match of costs related to DSS automation in the Whiffed and Southern Human Services Center. The match amounts are specified in the cost summary. y 7 Short Term SAP - Urgent December 16, 1997 Needs NETWORK SERVICE SACWIS Location Service Install Monthly Year 1 Equip. Match Whiffed T1 $1,585 $847 $11,749 $4,355 $1,307 SHSC T1 $1,025 $527 $7,349 $15,126 $4,538 GSA T1 $1,585 $807 $11,269 $19,095 $30,367 $38,576 Support $2,000 Subtotal $70,943 NETWORK SOFTWARE Location Software WHITTED1 $3,249 250 User increase/U rade SHSC $4,749 100 User New $1,425 GSA $1,749 250 User U pgrade Subtotal $9,747 NETWORK SERVERS Location Server SHSC $8,599 Dell Poweredge 4200 $2,580 GSA $8,599 Dell Poweredge 4200 Subtotal $17,198 PCs SHSC only Total Unit Cost Base-Level 35 $1,800 $63,000 35 Subtotal $63,000 $18,900 TOTAL $160,888 $28,749 Request to BOCC $132,139 9 8 1.Network Data Communications Equipment (CISCO State Contract) a. Routers Qty Unit Fact. Cisco2524 Router 3 $675 $2,025 Cisco IOS IP/IPX Feature Set 3 $1,200 $3,600 Cisco Memory-8Mbytes 3 $525 $1,575 Cisco Fractional T1 DSU/CSU 3 $1,200 $3,600 Cisco Smartnet Maintenance 3 $375 $1,125 b. Switches and Components Cisco Catalyst 1900C 1 5 $1,871 $9,356 Smartnet Maintenance 5 $180 $900 Catalyst 5000 Switching Module 4 $3,746 $14,985 c. Installation 2524 Router Installation 1 $600 $600 Catalyst 5000 Installation 1 $135 $135 Catalyst 5500 Installation 1 $200 $200 1900C Installation 5 $70 $350 Rack 1 $125 $125 Network Software (ASAP Software State Contract) Novell Netware 250 User Increase/Upgrade $3,249 Novell Netware 100 User New $4,749 Novell Netware 250 User Upgrade $1,749 T--+- Network Servers (Dell Computer State Contract) SHSC Dell Poweredge 4200 Network Server $8,599 GSA Dell Poweredge 4200 Network Server $8,599 9 BellSouth Telecommunications Inc. Frame Relay Network Service Agreement "Frame relay"is the name used for a good quality, flexible data communications network service provided by BellSouth. Unlike current wired connections between specific buildings, frame relay allows each facility to have connections to all other buildings through the high-speed digital telephone network. The frame relay system is less vulnerable to point-to-point interruptions of service, has a guaranteed minimum data throughput rate and provides an easily reconfigured connection for additional capacity without purchase of new data communications equipment. The attached contract is a 12 month agreement for BellSouth to provide frame relay network services for the Government Services Annex, Whiffed Building and Southern Human Services Center. It includes funding for non-recurring installation and setup charges and monthly contract costs. BellSouth frame relay services also include costs for non-contract items,that are not covered by tariffs. The combined contract and non- contract costs for frame relay network services total $30,367 for the one year term of the agreement, as summarized in the attached spreadsheets. 10 BELLSOUTH FRAME RELAY SERVICE AGREEMENT The undersigned Subscriber requests BellSouth Telecommunications, Inc . ("Company" ) to provide Frame Relay Service and Broadband Exchange Line Service at the following subscriber' s location (s) : HILLSBOROUGH LOCATIONS• Whitted Building - 300 West Tryon Street Government rvi _ _s Annex - 208 South Cameron Street CHAPEL HILL LOCATIONS• Southern Human Services Center - Homestead Road Important tariff provisions relating to Frame Relay Service and Broadband Exchange Line Service are set forth herein: 1. The Company will furnish, install, maintain and provide maintenance for Frame Relay service ( "Service" ) and Broadband Exchange Line Service ("Service" ) in accordance with the Company' s lawfully filed tariffs . The tariffs provide the basis for this Agreement with the Subscriber. The Agreement period shall begin the day Frame Relay Service is installed. 2 . The Subscriber agrees to pay the Company for the provision of the Frame Relay Service ("Service" ) and Broadband Exchange Line Service ( "Service" ) . This monthly rate will continue for the elected service period and will not be subject to Company initiated change during such period. The monthly rates for Frame Relay Service and Broadband Exchange Line Service in effect at the time the Service is installed and/or as of the service order application date will be in effect until the expiration of the service period chosen by the Subscriber. Other 11 rates applicable to other services provided by the Company, including but not limited to, feature charges and private line channel services, that are connected to Frame Relay Service, may be increased during this period. 3 . The service period for this Agreement shall be 12 months . The rates and charges, per month, for items under this Agreement are : Nonrecurring ecurrng Frame Relay Service $2, 160 $1, 324 4 . In the event that any item of the Service is terminated prior to the expiration of the service period, the Subscriber shall pay a Termination Liability Charge as specified in the tariff . The Termination Liability Charge is determined by multiplying the number of months remaining in the contract payment period by the contracted monthly rate by 90 percent . 5 . At the expiration of the service period, the Subscriber may continue the Service according to renewal options provided under the tariff. If the Subscriber does not elect an additional service period, or does not request discontinuance of service, then the above Service will be continued at the monthly rate then currently in effect for month-to-month rates. Service periods may also be renewed prior to expiration in accordance with regulations and rates then in effect . 6 . Suspension of service is not permitted for Frame Relay Service or Broadband Exchange Line Service. 7 . The Subscriber agrees to pay any added costs incurred by the Company due to a Subscriber initiated change in the location of 12 the Frame Relay Service prior to the time it is placed in ' service. 8 . In the event the Service requested by the Subscriber is canceled prior to the establishment of Service, but after the date or ordering, reflected herein, the Subscriber is required to reimburse the Company for all expenses incurred in handling the request before the notice of cancellation is received. Such charge however, is not to exceed the sum of all charges which would apply if the work involved in complying with the request had been completed. 9 . Subject to the current provisions of applicable tariffs, the Subscriber may arrange to have existing Service under this Agreement moved within the same premises . Subscriber agrees to pay a non-recurring charge based upon the estimated cost of such rearrangement without interruption or change in the monthly rates . 10 . Service may be transferred to another Subscriber at the same location upon prior written concurrence of the Company. The new Subscriber to whom the Service is transferred will be subject to all tariff provisions and equipment configurations currently in effect for the present Subscriber. This Agreement is effective when executed by the Subscriber and accepted by the Company, and is subject to and controlled by the provisions of the Company' s lawfully filed tariffs, including any changes therein as may be made from time to time . Bellsouth Telecommunications Inc. 13 By: Title County of Orange, North Carolina By: Title Date : 14 ORANGE COUNTY INFORMATION TECHNOLOGY ADVISORY COMMITTEE PROPOSED CHARGE • provide ongoing technical review and advice to the Board of Commissioners and County staff concerning the County's overall strategic direction for information technology • participate with SAP Working Group and IS staff on annual Strategic Automation Plan review and update • provide technical review in selection of appropriate expertise to apply to particular analysis work • identify technical alternatives,with pros and cons, for strategic information technology initiatives • review results of systems analysis and short term deployment efforts • address other issues as requested by the Board of County Commissioners