BOARD MEETING DATE: July 10, 2009
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PROPOSAL:
SYNOPSIS:
COMMITTEE:
RECOMMENDED ACTION:
Barry R. Wallerstein, D.Env. Background In April 1998, the AQMD purchased the PeopleSoft Financial/Human Resources System to be Year 2000 (Y2K) compliant and to enhance the functionality of the overall finance system. The PeopleSoft system eliminated duplicate effort, where possible, and integrated processes that access the same data. Software maintenance support for the PeopleSoft system expires August 29, 2009. The PeopleSoft system also uses Oracle database software, for which maintenance support expires August 11, 2009. The Oracle database is used to store all of the data used in the PeopleSoft system. PeopleSoft maintenance support includes the following services:
Oracle maintenance support includes the following services:
AQMD has utilized the LibertyNet software for its records imaging system, which maintains the AQMD’s application and permit documents and other critical records, since 1990. Total storage to date is over a million multi-page documents. The Windows-based, menu-driven, document management system is designed to store and retrieve critical AQMD documentation in electronic format. The system can provide concurrent information to multiple workstations simultaneously. It has a flexible compound document structure where black and white images co-exist with text and data within a single document. The current system includes document routing; and distribution offers ad-hoc, scheduled point-to-point, and broadcast distribution of documents. It also contains a complete set of markup and annotation tools that allow the user to add notes, comments and drawings to pages without compromising the original document's integrity. It has full network support so that information can be distributed rapidly within an organization regardless of architecture, and can be customized without programmers. Software subscription and support maintenance for LibertyNet expires on July 31, 2009. Sole-Source Justification Section VIII.B.2 of the Procurement Policy and Procedure identifies circumstances under which a sole source purchase award may be justified. These requests for a sole source award are made under provision VIII.B.2.c.(2) and (3). The services are available from only the sole source; involve the use of proprietary technology; and use key contractor-owned assets for project performance. Proposal Oracle is the sole manufacturer and provider of PeopleSoft and Oracle database software and therefore the only source for software maintenance support licensing agreements. Staff recommends the purchase of one year of PeopleSoft and Oracle database software maintenance support to provide continued annual support for AQMD's integrated financial/human resources system, at costs not to exceed $196,193 and $29,610, respectively. Hyland Software is the sole manufacturer and provider of LibertyNet and is, therefore, the only source for its maintenance support licensing agreements. Staff recommends the purchase of LibertyNet software subscription and support to provide continued annual support for AQMD’s records imaging system at a cost not to exceed $83,000. Resource Impacts Sufficient funds are included in the FY 2009-10 Budget, under District General Professional and Special Services ($225,803), and Information Management Professional and Special Services ($83,000). |