Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Michael Wentworth, Director/Chief Information Officer, Technology Services Department
Subject: Amendment to the Agreement with Computer Aid, Inc. to provide Operational and Consulting Services for the County’s Information Technology Service Management Platform
RECOMMENDATION:
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Adopt a resolution authorizing Amendment No. 2 to the agreement with Computer Aid, Inc. for operational maintenance and consulting services, extending the term by two years through January 16, 2028, and increasing the amount by $750,000, for a total amount not to exceed $1,739,000.
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BACKGROUND:
On April 7, 2022, the Technology Services Department (TSD), released a Request for Proposals for operational maintenance and consulting services for the County’s information technology (IT) service management platform to support processing technology service requests, asset management, cost management, and IT procurement services provided by TSD. The platform’s functionality is also used for departmental IT operations and business processes by the Controller’s Office, Sheriff’s Office, Sustainability Department, Human Resources, and County Health.
On January 17, 2023, the Board of Supervisors approved an agreement with Computer Aid, Inc. for operational maintenance and consulting services for the County’s IT service management platform, for the term of January 17, 2023 through January 16, 2026, and for a total amount not to exceed $750,000.
On June 10, 2025, the Board of Supervisors approved Amendment No. 1 to the Agreement increasing the amount by $239,000 for a new total amount not to exceed $989,000 for additional enhancements to workflows implemented to support County Health’s electronic health records system.
DISCUSSION:
This amendment with Computer Aid, Inc. (CAI) extends system maintenance, programming, and consulting services for active projects and ensures continuity which is essential to maintaining service levels, safeguarding institutional knowledge, and meeting near-term milestones. Switching providers now could lead to delays in essential project milestones and impact the stability of our IT service management system. Key projects which will benefit from this amendment include County Health’s ticket management processes used to support their electronic health records system, TSD’s timekeeping and billing automation, and enhancements to mobile device workflows.
TSD is seeking approval from your Board to execute this amendment to the agreement with CAI. By extending our collaboration with CAI, we ensure that these critical projects proceed smoothly and effectively, contributing to the overall success of the County's operations.
The County Attorney’s Office has reviewed and approved the resolution and amendment as to form.
This resolution contains the County’s standard provisions allowing amendment of the County’s fiscal obligations by a maximum of $25,000 (in aggregate).
Approval of this amendment contributes to the performance measures related to the availability and reliability of key applications resulting in consistent access to essential applications for County employees and enhances the quality of services delivered to the public.
PERFORMANCE MEASURE:
|
Measure |
FY 2024-25 Actual |
FY 2025-26 Projected |
|
IT Ticket Management Platform (ServiceNow) Key Applications Availability |
99.99% |
99.99% |
COMMUNITY IMPACT:
The County of San Mateo is dedicated to advancing equity by ensuring its workforce has the technology tools and support needed to deliver effective and inclusive services, especially when serving underserved or vulnerable communities.
FISCAL IMPACT:
The amended term of this agreement is from January 17, 2026, through January 16, 2028. This amendment to the agreement increases the total not to exceed amount by $750,000 for a new total not to exceed amount of $1,739,000. Funding for this amendment will come from appropriations included in TSD’s FY 2025-26 Adopted Budget, multi-year project funds appropriated by County Departments, and appropriations to be included in future TSD budgets.