Alameda County Agenda September 28, 2010

Social Services Thomas L. Berkley Square Agency 2000 San Pablo Avenue, Oakland, CA 94612 510-271-9100 I Fax: 510-271-9108

Yolanda Baldovinos ybaldovi2@co.alameda.ca.us Agency Director WINW.co.alameda.ca.us/assistance

September 15,2010

Honorable Board of Supervisors Administration Building Oakland, CA 94612

Dear Board Members:

SUBJECT: Approval and authorization for new technology, and services purchase from International Business Machine (IBM) in order to increase the capacity of SSA 's Social Service Integrated Reporting System (SSIRS) data warehouse.

RECOMMENDATION:

It is recommended that your Board:

1. Approve and authorize the Purchasing Agent to execute a procurement of additional technology applications, licensing and service purchase (PC# 3319) with International Business Machines (IBM), (Principal: Sam Palmisano, CEO; Location: Sacramento, CA), for the period of September 30, 2010 through November 30, 2010 for a maximum total of $245,891.20 ($145,891.20 for license and $100,000.00 for Implementation Credits) for expansion of capacity and functionality of the SSLRS data warehouse that is based on proprietary technology from IBM.

2. Increase the SSA's appropriation and revenues by $245,891 as detailed in the attached financial recommendation.

SUMMARY/DISCUSSION:

This letter request action by your Board to approve and authorize the Purchasing Agent to negotiate and execute a new procurement of additional technology applications, licensing Resource Value Units (RVU license) and service capacity with IBM. The recommended purchase allows for necessary expansion of SSIRS data warehouse which is based on a pLatform of technology, applications and service that is proprietary to IBM.

Honorable Board Members - 2 - September 15,2010

On September 30, 2008 your Board approved the Social Services Agency's (SSA) purchase of the SSIRS data warehouse which currently has a capacity of two million individual records in· the database. SSIRS allows the Agency to connect all existing records on all SSA clients. It is valuable for understanding the full array of services clients are receiving, and provides the agency with greatly enhanced capability for understanding patterns in service utilization and for evaluating program effectiveness. After adding all SSA source systems to the data warehouse including: Welfare, Child Welfare, Adult & Aging, Employment Services, Adoptions, and Juvenile Probation, plus Health Care's One·E-App and 4'C Child Care, we have now surpassed our contracted capacity for SSIRS.

Agency clients receive services from, and appear in the data bases of many other county departments as weJl as SSA. To help further understand the use of County services, as well as to reduce cost and detect and prevent fraud, SSA is working with other County agencies to bring additional data onto SSIRS. It now requires added capacity to accept new data sources from Public Health's Birth and Death records, the Sherrifrs incarceration records, Child Support's database, Probation's new case management system (PRISM), and SSA's Employee database from Alcolink.

The Agency's new efforts with the SSIRS data warehouse program expansion, will support SSA'5 strategy to act more proactively and produce cost efficiencies including: 1) insure prevention of payment to those ineligible for specific benefits, such as those who are incarcerated or deceased; and, 2) allow increased utilization of new funding streams such as identifying children in County care who are victims of crime and therefore eligible for California's Victims of Crime reimbursements. SSA, through, the purchase of additional database applications will increase SSIRS' capacity to work closely with the Health Care Services Administration (HCSA) for data and report sharing allowing HCSA to eliminate the cost of double billing of Medi-cal application and el imination of fraud and duplicate payments.

The Implementation Credits (which is tied to the purchase of the additional RVU license) are services that will insure the data warehouse is configured properly for the expanded licenses as well as making any needed data warehouse functionality adjustments. Furthermore, this activity will give SSA capacity for growth over the next three Fiscal Years increasing the SSIRS capacity from the current 2 mill ion record count capacity to 12 million.

SELECTION CRITERIAIPROCESS:

The currenl request provides for expansion of the current SSIRS data warehouse through the purchase of additional technology applications with related licenses and service thaI are of a proprieLary nature available only from IBM. Additional/y, SSA is recommending your Board's approval of the current technology and service purchase ),t!ith IBM based on previous Board approvals and authorizations on September 30, 2008 including first and second amendments on April 28, 2009 (File # 24649, Item # 45), and November 3, 2009 (File # 24649, flem2) for original purchase and additional enhancements ofthe IBM data warehouse - SSIRS.

Honorable Board Members - 3 - September 15,2010

This procurement of the current SSIRS dolo warehouse - IBM platform resulted from the outcome of a 2008 Request for Interest (RFl) procurement process. This procurement was developed as a parI of the approval process for purchases of technology within the State of California whereby Alameda County submitted and received mandatory approval for an Advance Planning Document (APD) from the State supporting the Agency's plans 10 develop the data warehouse. The approved APD is the state's approval process authoriZing counties to claim technology expenses, such as hardware and software costs in our expense claims. The County also continues to follow mandated Federal and State procurement policies for this current purchase whereby, due to the utilization of Federal jlmds jor tltis project, a waiver of local procurement criteria (Waiver # 175 dated 09/13/10) was obtained.

FINANCING:

Based on the initial expansion needs HCSA and SSA have agreed to share costs. FWlds for the additional license and associated Implementation Credits of $245,891.20 are available to HCSA and will be transferred from HCSA to SSA. There are no changes to net COWlty Cost in either budget.

P&-4~J-Yolanda Baldovinos SSA Agency Director HCSA Agency Director

Attaclunent: Financial Recommendation

c: County Administrator Auditor-Controller County Counsel

V:\ \BoardLelt~r\20 I0\09.28.10 JBM - Technology Purchase (9.15.10)

Sincerely,

ex Briscoe

FINANCIAL RECOMMENDATION AGENDA DATE: 9/28/20J 0

Subject of Board Letter: Approval and authorization for new technology, and services purchase from 1ntemational Bus iness Machine (18 M) in order to increase the capaci ty 0 f SSA's Social Service Integrated Reporting System (SSIRS) data warehouse.

BY: 201012011 FUND: 10000

The use of Designations, as follows:

.................._---=-N:.:.::AME::.:..=::...io=F=D=E=S=I:.;;;G~N~A .... ~==--=O.=..::R:..=G:......----==:::s=:::::.:.::.::: O:.,::UN:.:...:..=T__---1T;;;..:IO:::..;:,N..:...._

The increase (decrease) in anticipated revenue, as follows: Informational

I ORG ACCT PROG PROJ/GR AMOUNT ! 320100 479990 00000 $245,891

ORGTOTAL $245,891

Informational

I ORG ACCT PROG PROJ/GR AMOUNT I

The increase (decrease) in appropriations, as follows:

I ORG I 320100

ORGTOTAL $0

GRAND TOTAL ANTICIPATED REVENUE $245,891 =============

Informational

ACCT PROG PROJ/GR AMOUNT 610000 00000 $245,891

ORGTOTAL $245,891

Informational

I ORG ACCT PROG PROJ/GR AMOUNT !

ORGTOTAL $0

GRAND TOTAL APPROPRIATION $245,891 =============