Title
a. Authorize the Monterey County Contracts/Purchasing Officer, under the terms of National IPA Cooperative Agreement R141801, to approve purchase orders for Cloud Infrastructure from Oracle through 3rd Party reseller Mythics in an amount not to exceed $246,531.51 over a period of three years; and
b. Authorize the Monterey County Contracts/Purchasing Officer to approve modifications to the purchase orders where the modifications do not exceed 10% of the current aggregate three-year total ($24,653).
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the Monterey County Contracts/Purchasing Officer, under the terms of National IPA Cooperative Agreement R141801, to approve purchase orders for Cloud Infrastructure from Oracle through 3rd Party reseller Mythics in an amount not to exceed $246,531.51 over a period of three years; and
b. Authorize the Monterey County Contracts/Purchasing Officer to approve modifications to the purchase orders where the modifications do not exceed 10% of the current aggregate three-year total ($24,653).
SUMMARY/DISCUSSION:
The Department of Social Services (DSS) proposes to use the hosted suite of Oracle Database platform to enhance the data tracking, analysis, and reporting of current and future administration of CalFresh and various other entitlements programs in Monterey County. By mining the existing data sets natively in Oracle, DSS is attempting to use this information to gain the operational knowledge necessary to forecast, understand and anticipate the shift in the needs of residents, forecast caseloads, and adequately assign resources to meet those needs. This will result in redeveloped organizational procedures to increase efficiencies in administration and distribution of entitlement programs.
Secondarily, the Oracle Software platform will allow DSS to create various levels of dashboards to reduce the costs incurred by responding to external entities’ requests for information. The Oracle platform will enable DSS to generate near real-time metrics, trends, and entitlement program utilization data quickly to empower decision makers and stakeholders to take the appropriate actions.
DSS currently utilizes a subset of Oracle on-premise database products set to expire in June 2019 which was previously approved by this Board on June 7th, 2016. DSS will not be renewing the on-premise database support licenses. The period from February through June 2019 will be used to transition and test existing databases from the current on-premise system to the new hosted Oracle solution. Such move will allow DSS to leverage future savings in Oracle licensing, support, ongoing maintenance and operational costs as compared to operating the on-premise solution.
OTHER AGENCY INVOLVEMENT:
County Counsel has approved this purchase as to legal form. Contracts/Purchasing has reviewed and approved this purchase. County Information Technology has reviewed and approved the project and concurs with the purchase.
FINANCING:
Funding is provided through Federal/State revenues and realignment funds. Sufficient appropriations and revenues for SOC005 are included in the FY 2018-19 Adopted Budget. Future fiscal year costs will be requested through the corresponding annual budget processes.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This agreement correlates to the Administration and Health and Human Services Strategic Initiatives adopted by the Board of Supervisors by reducing the operational cost of operating entitlement programs, reducing the time and cost required to provide informational reports requested by external entities, and utilizing data to identify areas where new processes could yield the Department operational efficiencies resulting in improved programs for entitlement program recipients.
Mark a check to the related Board of Supervisors Strategic Initiatives
__Economic Development
X Administration
X Health & Human Services
__Infrastructure
__Public Safety
Prepared by: Juan Plascencia, DISM I x7036
Approved by: Henry Espinosa, Acting Director, x4430
Attachments: Quote, R141801 Contract, Clarification Letter, Cloud Supplemental Terms