Agenda - 04-06-1999 - 9c - Laserfiche WebLink

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with county government operational issues, and with his demonstrated organizational and communication skills. While he can bring information technology skills to bear as needed, and can readily secure additional technical resources from his firm because of its size and breadth of experience, Mr.McGimsey's most important attribute will be his ability to manage the project and keep the Y2K project team on schedule. Duties of the Y2K coordinator will include, but may not be limited to, the following: • Confirm as sufficient those items that have been identified by staff as potentially affected by Y2K problems, and identify other problematic areas that may not have been considered thus far; • Collaborate with County staff to establish the timetable and milestones that will be required to meet the established early-Summer deadline for critical systems testing; • Assist as needed with identifying resources who can provide independent certification of compliance; • Identify Subject Matter Experts (SMEs) for critical areas not easily assessed (e.g. embedded microchips); • Maintain all databases that substantiate Y2K compliance progress; • Ensure that staff assigned Y2K tasks are compiling/submitting information in accordance with established timetables; • Assist with the preparation of public information to be disseminated according to a timetable to be established by the County; • Assist in communicating Y2K compliance information through the most effective means. The Y2K Project Coordinator will have an on-site project office in the Government Services Annex. It is anticipated that the Coordinator will be on site a significant portion of the workweek for the first month or more of the contract. After that time, the Coordinator will be on-site for weekly coordination meetings and other times, as the job requires. Much of the verification work can be accomplished from the Raleigh office via electronic communication. The contract proposed will include a minimum of 200 hours of direct service, plus SME time for embedded chips and some additional review of Public Safety and Human Services issues. The total amount of this contract is $40,000. Should the scope and cost exceed this amount, staff would request that the Board consider the additional work at that time. As quickly as the Y2K coordinator contract is approved, the coordinator will meet with the County's Y2K steering committee to determine the status of the County's progress. The Y2K steering committee includes John Link, Rod Visser, Albert Kittrell, Pam Jones, Dick Taylor and Paul Thames. Based on the information provided to the Coordinator, the Y2K compliance implementation strategy and timetable will be reviewed with the Board at the May 4, 1999, Commissioner's meeting. The presentation will include those items upon which we need to focus, as well as those tasks that have already been accomplished. FINANCIAL IMPACT: The contract proposed will include a minimum of 200 hours of direct service, plus SME time for embedded chips and some additional review of Public Safety and Human Services issues. The total amount of this contract is $40,000. Should the scope and cost exceed this amount, the Board would be requested to consider the additional work at that time. Staff suggests that funds not yet obligated from the 1998-99 IT Plan implementation be diverted to cover the cost of this contract. Funds thus borrowed will be restored to the 1999- 2000 Information Technology Capital Project for their originally intended purposes (such as legacy system review and replacement) in the 1999-2009 CIP. RECOMMENDATON(S): The Manager recommends that the Board approve a contract with McGladrey & Pullen for Y2K Coordinator services in an amount not to exceed $40,000; and authorize the Manager to sign the contract, contingent upon Attorney and Staff review.