Title
a. Approve and authorize the Director of Information Technology to execute a non-standard Agreement with Questys Solutions in the annual amount of $92,513.50 for FY 2013-14, FY 2014-15, and FY 2015-16 for a total aggregate amount not to exceed $277,541 for the provision of software support as needed;
b. Accept non-standard liability provisions as recommended by the Director of Information Technology, and
c. Authorize the Contracts/Purchasing Officer to issue purchase orders on an as needed basis in an amount not to exceed $92,514 yearly.
Body
RECOMMENDATIONS:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Director of Information Technology to execute a non-standard Agreement with Questys Solutions in the annual amount of $92,513.50 for FY 2013-14, FY 2014-15, and FY 2015-16 for a total aggregate amount not to exceed $277,541 for the provision of software support as needed;
b. Accept non-standard liability provisions as recommended by the Director of Information Technology, and
c. Authorize the Contracts/Purchasing Officer to issue purchase orders on an as needed basis in an amount not to exceed $92,514 yearly.
SUMMARY/DISCUSSION:
On May of 2002, the Board of Supervisors approved the purchase, implementation, and software support of the Digital Information Management Program which addressed the need for the county to automate the imaging and agenda building systems. This application allowed county departments to automate the document cataloging process and enabled the upload of documents electronically for archiving and future access while reducing the need for storage space previously necessary for paper file copies. Questys Solutions has since been the successor company that has provided the software updates and support need by the County. The Agreement is generated by Questys and does not have the standard county liability and indemnification provisions, however the terms and conditions are standard in the software support industry. The yearly support includes access to software fixes, new releases, online knowledge database access, and unlimited correspondence for technical support. The renewal of this Agreement will allow departments to continue to use this software for their business needs.
OTHER AGENCY INVOLVEMENT:
County Counsel and Risk do not approve the non-standard Agreement due to terms that provide limitations on liability, indemnification, and insurance that would otherwise protect the County. The Agreement is on file with the Clerk of the Board.
FINANCING:
The funds for payment of this Agreement have been included in the FY 2013-14 Recommended Budget for the Information Technology Department, ITD 1930, Unit 8137, Appropriations Unit INF002. Transactions relating to future fiscal years will be included in each respective Recommended Budgets. Should funding be reduced and/or terminated, the County may terminate this Agreement by giving thirty (30) days written notice of such action to the Contractor.
Prepared by: Sarah House, Management Analyst, 755-5108
Approved by: Dianah Neff, Director of Information Technology, 759-6923
Attachments: Agreement