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File #: 2019-0692   
Type: Consent Calendar Item Status: Agenda Ready
File created: 5/6/2019 In control: Information Systems
On agenda: 9/24/2019 Final action:
Title: Information Systems Department - Contract with Ispirer Systems for Data Migration Tool Suite
Department or Agency Name(s): Information Systems
Attachments: 1. Summary Report.pdf, 2. Attachment 1-Professional Services Agreement.pdf, 3. Attachment 2-Exhibit A Scope of Work.pdf, 4. Attachment 3-Exhibit B Insurance Requirements.pdf, 5. Attachment 4-Exhibit C Renewal Pricing.pdf, 6. Attachment 5-Sole Source Waiver-redacted.pdf

To: Board of Supervisors

Department or Agency Name(s): Information Systems Department

Staff Name and Phone Number: John Hartwig 565-6055

Vote Requirement: Majority

Supervisorial District(s): Countywide

 

Title:

Title

Information Systems Department - Contract with Ispirer Systems for Data Migration Tool Suite

End

 

Recommended Actions:

Recommended action

Authorize the Director of the Information Systems Department to execute an agreement with Ispirer Systems LLC, for software migration services for an amount not to exceed $319,398 for two years from the date of the full execution of this agreement, with two additional one year options to extend in order to allow the Department to convert from Informix, a legacy database to Microsoft SQL Server to ensure that county departments and law enforcement agencies  that utilize the Integrated Justice System (IJS) have access to vital applications and data.

end

 

Executive Summary:

The Information Systems Department is responsible for providing support and improvement of software essential to meet the needs of county departments and law enforcement agencies that access IJS. IJS is a multi-platform, 24x7, enterprise case and records management system that supports all Justice Partners through a centralized data repository and is used by more than 2000 users spanning 30 Local, State and Federal departments.

 

Through process automation, the system is designed to:

  • Improve public and officer safety
  • Reduce labor costs
  • Provides for data driven decisions

o                     real-time data sharing

o                     accurate reporting capabilities

 

The Information Systems Department has determined it is more cost-effective and efficient to use software tools custom designed by a third party vendor to convert legacy programming code and software systems than for staff to perform this work manually. The County has identified the conversion of Informix to Microsoft SQL Server as a cost-effective and efficient use of resources.  The primary benefit is to ensure the long-term stability of IJS allowing the Justice Partners to continue relying on a system customized to their needs today and into the future.  Informix is a boutique database encompassing a 3% market share, finding resources with the expertise to support and administer Informix is extremely difficult.  Conversely, Microsoft SQL Server is second in overall market share with a correspondingly large population of skilled professionals to support and administer the product.

 

 

Discussion:

Since 1984 all County Justice Departments and Agencies have relied on an Integrated Justice System (IJS) custom designed for their needs by the Information Systems Department. As technology evolves this software system is periodically updated to improve functionality and reduce costs through added efficiencies. Historically this work has been completed by software programmers manually. It is estimated that the planned conversion of the database and roughly 1.2 million lines of programming code would require approximately 15,000 hours of work at a cost of $2,250,000. 

 

To reduce the time and costs associated with this effort, the Information Systems Department explored options for vendor services which would automate portions of the work.  After extensive research, the Information Systems Department found only one vendor, Ispirer, which provides these services and tested the conversion tool using an appropriate sample size.  Ispirer offers software tools which will automate much of this effort and reduce workload by 7,500 hours or more and reduce labor expense by $1,125,000 which will substantially shorten the completion time of this essential work. The county would also save $70,000 annually in licensing costs as it transitions from Informix to Microsoft SQL Server.  

 

 

Prior Board Actions:

N/A

 

Fiscal Summary

 Expenditures

FY 19-20 Adopted

FY 20-21 Projected

FY 21-22 Projected

Budgeted Expenses

$204,699

$114,699

 

Additional Appropriation Requested

 

 

 

Total Expenditures

$204,699

$114,699

 

Funding Sources

 

 

 

General Fund/WA GF

 

 

 

State/Federal

 

 

 

Fees/Other

 

 

 

Use of Fund Balance

$204,699

$114,699

 

Contingencies

 

 

 

Total Sources

$204,699

$114,699

 

 

Narrative Explanation of Fiscal Impacts:

During the FY 14/15 Budget Hearings the Board approved funding and authorized the department to update IJS to ensure that it retained the ability to exchange information between multiple systems while maintaining data that is central to the Justice Partners.  The database conversion of Informix to Microsoft SQL was identified as a required process. The priority for the last couple of few years has been court integration and we are now able to move forward with the conversion which will be funded with fund balance from ISD Replacement A with associated budgetary adjustments.

 

Staffing Impacts:

 

 

 

Position Title (Payroll Classification)

Monthly Salary Range (A - I Step)

Additions (number)

Deletions (number)

 

 

 

 

 

 

 

 

 

 

 

 

 

Narrative Explanation of Staffing Impacts (If Required):

N/A

 

Attachments:

Attachment 1: Professional Services Agreement

Attachment 2: Exhibit A Scope of Work

Attachment 3: Exhibit B Insurance Requirements

Attachment 4: Exhibit C Renewal Pricing

Attachment 5: Sole Source Waiver

 

 

Related Items “On File” with the Clerk of the Board: