HomeMy WebLinkAbout05.17.2016 AgendaTerry L.L. Baker,President d John F. BarrWashingtonCountyWayneK. Keefer
Jeffrey A.Cline, Vice President LeRoy E. MyersMARYLAND
VA
100 West Washington Street, Room 226 I Hagerstown, MD 21740-4735 I P:240.313.2200 I F:240.313.2201
WWW.WASHCO-MD.NET
BOARD OF COUNTY COMMISSIONERS
May 17, 2016
Agenda
10:40 A.M. INVOCATION AND PLEDGE OF ALLEGIANCE
CALL TO ORDER,President Terry L. Baker
APPROVAL OF MINUTES
10:45 A.M. MARYLAND ASSOCIATION OF COUNTIES -VISIT AND REMARKS
Michael Sanderson
11:00 A.M. COMMISSIONERS' REPORTS AND COMMENTS
11:05 A.M. REPORTS FROM COUNTY STAFF
11:10 A.M. ADULT DAY REPORTING CENTER GRANT APPLICATION—Susan Buchanan,
Craig Rowe and Doug Mullendore
11:20 A.M. INTERGOVERNMENTAL COOPERATIVE PURCHASE (PUR-1319)
ORACLE PRODUCTS AND RELATED SERVICES FOR THE DIVISION OF
INFORMATION SYSTEMS AND VARIOUS DEPARTMENTS—Karen Luther
and Angie Poffenberger (quote)
11:25 A.M. CITIZENS PARTICIPATION
11:35 A.M. CLOSED SESSION - (To discuss the appointment, employment, assignment,promotion,
discipline, demotion, compensation, removal, resignation, or performance evaluation ofappointees,
employees, or officials over whom this public body hasjurisdiction; or any other personnel matter that
affects one or more specific individuals.)
11:50 A.M. Depart for 58 East Washington Street
12:00 P.M. 2016 JOHN FRYE HISTORIC PRESERVATION AWARDS AND LUNCHEON
LOCATION: ACADEMY THEATRE,58 EAST WASHINGTON STREET,HAGERSTOWN
Individuals requiring special accommodations are requested to contact the Office of the County Commissioners. 240 313 2200 Voice/TDD, to make
arrangements no later than ten(10)working days prior to the meeting.
j ' Washingtonngton COU my Board of County Commissioners of Washington County,Maryland
MA RVL A N D Agenda Report Form
Open Session Item
SUBJECT: Adult Day Reporting Center Grant—Approval to Submit Application
PRESENTATION DATE: May 17, 2016
PRESENTATION BY: Susan Buchanan,Office of Community Grant
Management, Major Craig Rowe, Washington County Sheriff Office, Sheriff Douglas
Mullendore, Washington County Sheriff Office
RECOMMENDED MOTION: Move to approve the submission of the grant application
for the FY 17 Adult Day Reporting Center Grant to the Governor's Office of Crime Control and
Prevention in the amount of$540,000 and accept funding as awarded.
REPORT-IN-BRIEF: The Washington County Sheriff's Office plans to utilize the
funding provided by the grant to fund the operations of a new Adult Day Reporting Center.
Adult Day Reporting Centers provide community based services and treatment to offenders
under parole/probation or pretrial supervision in order to reduce recidivism,jail populations, and
associated corrections related costs. Day Reporting Centers are a collaborative effort of the
criminal justice system, substance abuse treatment and mental health systems to treat offenders
rather than using punishment as a deterrent for criminal behavior with a goal of preparing
offenders to continue in the community in a meaningful and productive manner.
DISCUSSION: The Office of Community Grant Management has reviewed the grant
application and grant funding guidelines. The performance period of this State funded grant is
one year commencing July 1, 2016. The grant will fund personnel and operating costs
associated with the program. There is no matching fund requirement for the grant.
FISCAL IMPACT: Provides$540,000 to operate an Adult Day Reporting Center
CONCURRENCES: Director, Office of Community Grant Management
ALTERNATIVES: Deny approval for submission of this request
ATTACHMENTS: N/A
AUDIO/VISUAL NEEDS:
IT' . Washington County 1 Board ofCounty Commissioners of Washington County,Maryland
irt6, MARYLAND Agenda Report Form
Open Session Item
SUBJECT: Intergovernmental Cooperative Purchase (PUR-1319) — Oracle Products
and Related Services for the Division of Information Systems and Various Departments
PRESENTATION DATE: May 17, 2016
PRESENTATION BY: Karen R. Luther, CPPO — Director of Purchasing and
Angie Poffenberger, Database Administrator—Information Systems
RECOMMENDED MOTION: To authorize, by Resolution, an Intergovernmental
Cooperative Purchase by the Division of Information Systems of Oracle Products and Services
per Oracle Quote#CS-WC-5316-FCS dated May 6, 2016 at a cost of$321,564.30 from Mythics
of Virginia Beach, VA, by utilizing The Cooperative Purchasing Network (TCPN) contract
TCPN R141801.
REPORT-IN-BRIEF: Cloud computing is a technology hosting platform that all the
major business software vendors have embraced, implemented and are vigorously marketing.
Cloud computing is a secure computing platform that provides a ubiquitous computing
environment that is easy to access and is a very efficient platform in which to utilize software
products that perform business functions. This computing platform has matured over the past
several years and provides many benefits such as: reduced long term costs in operating and
maintaining the business application's computing environment, greater scalability and flexibility
in provisioning additional computing and storage resources, greater collaboration and mobility
due to its Internet environment and better computing stability due to its inherent vendor 24x365
hour support and comprehensive software patches and updates that are automatically configured
and implemented by the vendor into the client's computing environment.
The products are compatible with the existing PeopleSoft Financial Systems used throughout the
County. Washington County will also be a premier reference site for potential Oracle Cloud
Services customers. The TCPN Contract #TCPN R141801 with Mythics is a three (3) year
contract with two (2) additional one (1) year renewals from which Oracle products and services
may be procured. The TCPN representative, Scott Wyne, stated the Oracle contract is TCPN's
best contract. He stated that Mythics was Oracle's 2014 Public Sector Vendor of the year; it was
a very competitive bid and the costs savings are phenomenal; the states of Maine, Alaska and
most recently Los Angeles, California contracted with Mythics from this contract. Region 4
Education Service Center of Houston, TX was the Lead Public Agency for the subject
procurement.
The Code of the Public Laws of Washington County, Maryland (the Code) §1-106.3 provides
that the Board of County Commissioners may procure goods and services through a contract
entered into by another governmental entity, in accordance with the terms of the contract,
regardless of whether the County was a party to the original contract. If the Board of County
Commissioners determines that participation by Washington County would result in cost benefits
or administrative efficiencies, it could approve the purchase of these products and services in
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accordance with the Code referenced above by resolving that participation would result in cost
benefits and/or in administrative efficiencies. The County will realize savings through
administrative efficiencies and the economies of scale procurement as a result of not preparing
and soliciting its own bid. The contract sets forth minimum percentage discounts on List Prices
for the various Oracle Fusion products.
DISCUSSION: N/A
FISCAL IMPACT: The annual licensing fee budgeted in the Division of Information
Technology's operating budget is $146,000; the remaining difference of$175,564.30 will be covered by
reductions in the hardware and software account. The price guarantee is extended to 5 years with a
maximum increase not to exceed four (4%) percent for years 6 through 10. The first year
includes a cost of $24,112.50 for a test database; this is terminated after one year. Future
upgrades are automatic twice per year and consulting services will not be needed for the
upgrades, thus an additional monetary savings. Costs for implementation are budgeted in CIP.
CONCURRENCES: Directors from the Divisions of Information Systems, Budget &
Finance, Health& Human Resources and Director of Purchasing
ALTERNATIVES: Continue with on-site software that would require on-site
consulting services to perform the next upgrade and all future upgrades at a considerable expense
each time.
ATTACHMENTS: Quote#CS-WC-5316-FCS from Mythics dated May 6, 2016
AUDIO/VISUAL NEEDS: N/A
Page 2
MVTHICS ori/+Cl— F'ea`6e"'e"
Par t ra ea.-
Paul Brandt Customer:Washington County Quote r:CS-WC-6316-FCS
Direct:767.493.3016 Contact:Kim Edlund Prepared On:May 6,2016
Fax:757.412.1060 Email:Kedh+ndatwashco-md.net Valid Through:May 27,2016
Email:
1439 N.Great Neck Rd.Suite 201
Virginia Beach,VA 23454
TCPN R141801
Data Center Region: North America
Lie Oracle Unit Discount Discounted 1Year
Item Software as a Service Product Description I Part 9 Term Service Type Quantity Price Percentage Unit Price Subscription Cost
1 Oracle Fusion Financials Cloud Service/869711 1 Year Hosted Named User 25 600.00 67.85°h 0192.90 $57.870.00
2 Oracle Fusion Self Service Procurement Cloud Service/1369721 1 Year 100 Sessions Monthly Capacity 200 8.00 67.85% 52.57 6,172.80
3 Oracle Fusion Project Financials Cloud Service/B84628 1 Year Hosted Named User 10 750.00 67.85% $241.13 $28,935.00
4 Oracle16 Fusion Transac0onal Business Intelligence for Financials Cloud Service/ 1 Year Hosted Named User 200 50.00 67.85% $16.08 $38,580.00
B697
5 Oracle Fusion Inventory Management Cloud Service/1369729 1 Year Hosted Named User 10 350.00 67.85% 5112.53 $13,503.00
6 Oracle Fusion Purchasing Cloud Service/869717 1 Year Hosted Named User 10 350.00 67.85% $112.53 $13.503.00
SUBTOTAL ERP 1 YEAR ORACLE CLOUD SERVICES $168,563.80
7 Oracle Planning and Budgeting Cloud Service/973946 1 Year Hosted Named User 100 5120.00 67.85% 038.58 546.296.00
SUBTOTAL EPM 1 YEAR ORACLE CLOUD SERVICES $46,296.00
8 Oracle Fusion Human Capital Management Base Cloud Service/B67288 1 Year 100 Sessions Monthly Capacity 1000 13.00 67.85% $4.18 50,154.00
9 Oracle Fusion Global Payroll Cloud Service/667290 1 Year Hosted Named User 1000 7.00 67.85% $2.25 27,006.00
10 Oracle Fusion Payroll Interface Cloud Service/B67292 1 Year Hosted Named User 1000 1.00 67.85% $0.32 3,858.00
11 Oracle Fusion Time and Labor Cloud Service/875365 1 Year 100 Sessions Monthly Capacity 1000 3.00 67.85% $0.96 11,574.00
SUBTOTAL HCM 1 YEAR ORACLE CLOUD SERVICES $92,592.00
IS.Oracle Unit Discount Discounted 1 Year
Mem Software as a Service Product Description I Part n Term Service Type Quantity Price Percentage Unit Price Subscription Coat
12 Oracle Additional Test Environment for Oracle Fusion Cloud Service B84490 1 Year 100 Sessions Monthly Capacity 1 56 250.00 67.85% 52.009.38 524 112.50
SUBTOTAL TEST ENVIRONMENT 1 YEAR ORACLE CLOUD SERVICES $24,112.50
GRAND TOTAL 1 YEAR ORACLE CLOUD SERVICES $321,564.30
ESTIMATED TOTAL OPTIONAL RENEWAL YEAR 2 ORACLE CLOUD SERVICES" 297,451.80
ESTIMATED TOTAL OPTIONAL RENEWAL YEAR 3 ORACLE CLOUD SERVICES" 297,451.80
Confidential 5r6 2:'E Page 1
I'")Optional Renewal Years excludes Additional TestEnvironment for Oracle Fusion Cloud Service
Definitions:
Hosted Named User:is defined as an individual authorized by you toaccess the hosted service,regardless of whether the individual is activelyaccessing the hosted service at any given time.
100 Sessions:is defined as 100 15-minute time periods of user activity within a Web Visit.With Monthly Capacity,you are purchasing transact ions to be used within asingle month.This is the quantity that is identified on the order form.A
single unit can be used for one transaction per month for each service period in your subscription term.The price identifiedis a monthly price.
Additional Information:
Mythics DUNS*:013358002
Myfhks Fed Tax ID*54-1987871
CAGE CODE:1TA34
NAIL:423430
In reliance on your order,Mythics will issue a non-cancellable order with its supplier for software,cloud services,or hardware products ordered.Therefore all orders are non-cancellable.
Cloud services are provided under pack'sthen current technical Oracle Cloud Hosting and Delivery Policks located at:http://www.oracle.corn/us/corporate/contracts/cbudhosting-
delivery-policies-1881437.pdf
Purchasing Instructions:
Please include the following statements in your order:
1.Address the order to:
Mythics,Inc.
1439 N.Great Neck Road
Virginia Beach,VA 23454
2.This order is placed pursuant to the terms and conditions of Mythics TCPN Contract:8141801
3.Payment terms are:Quarterly in Arrears
4.Reference Mythics quote number:CS-WC-5316-FCS
Shelving Licenses
a)In order to use the Cloud Services specified in the Cloud Services table above,and subject to the terms of this provisiorf You agree to desupport,and
not to use,the non-Cloud Oracle program licenses listed in the attached License Shelving Exhibit during the Shelving Period(as defined below).The
desupport and non-use of such non-Cloud Oracle program licensesin accordancewith the termsofthis provisionshall bereferred toas"shelving."The
Oracle program licenses listed in the License Shelving Exhibit are those on-premise program licenses You previously acquired under a separate contract
with Oracle,and are referred to as the"Shelved On Premise Licenses."You acknowledge and agree that the Shelved On Premiselicenses may only
include Oracle on-premise program licenses for which You have maintained technical support through the commencement of the Transition Period(as
defined below),or if the Transition Period isnot applicable,through the commencement of the Shelving Period.
b)The period for which the Shelved On Premise Licenses are considered to be shelved will commence at the end of the Pre-Shelving Period(as defined
below)and will end upon the earlier of the following to occur(the"Shelving Period"):(1)the end of the Services Period specified in this order,or(2)Your
resumption of use of the Shelved On Premise Licenses.At the end of the Shelving Period under clause(1)of the prior sentence,You may extend the
Shelving Period by placing a renewal order for the Cloud Services that expressly extends the Shelving Period for the ShelvedOn Premise Licenses listed
in the License Shelving Exhibit.
c)You may continue to use the Shelved On Premise Licenses and Oracle technical support for such on-premise program licenses in accordance with
Your separate contract with Oracle for those licenses and technical support services during the period(the"Initial Transitbn Period")beginning on the
Cloud Services StartDate andending on the earlier ofthefollowing to occur:(i)sixmonths from the CloudServices Start Date,or(ii)Yourwritten notice to
Oracle of the commencement of the Shelving Period for the Shelved On Premise Licenses.Notwithstanding anything to the contrary in Your separate
contractfor technical support services forthe ShelvedOn Premise Licenses,during the Initial Transition Period only,Oracle will include productsupport
services,security patch updates,critical patch updates and tax,legal and regulatory updates(but not any major version rebase updates)for the Shelved
On Premise Licenses(the"Limited On Premise Support"(at no additional charge.
d)If the Initial Transition Period ends underclause(i)of thepreceding paragraph,You mayelecttocontinue using the ShdvedOn Premise Licenses and
receiving the Limited On Premise Support in accordance with the separate contract for such program licenses and technical support services by
purchasing additional Limited On Premise Support for the Shelved On Premise Licenses in additional three month increments("Extended Transition
Period");provided that,(1)the Extended Transition Period may not exceed a total of six(6)consecutive months,(2)in no went may the total cumulative
period of the Initial Transition Period and Extended Transition Period(collectively,the"Transition Period")exceed twelve(12)consecutive months as
measured from the Cloud Services Stan Date.You may not elect an Extended Transition Period ifthe Initial Transition Periodends under clause(ii)ofthe
preceding paragraph.At the commencement of the Transition Period,Oracle will issue a credit for any unused Oracle technicalsupport services fees that
You prepaid forthe Shelved On Premise Licenses forthe periodthatfalls withinthe Shelving Period,ifany,provided that the invoices forsuch technical
support services have been paid in full.
e)During the Shelving Period,You must:)i)not use the Shelved On Premise Licenses for any purposes other than read-only access to historical archived
data,(ii)not receive or use the benefit of any direct or indirect Oracle technical support in any manner,including but notlimited to updates,patches,fixes,
accessing historical archived data,phone support,or on-line support accessible through a web browser or other connectivity tool,for the Shelved On
Premise Licenses,and(iii)continue to maintain Oracle technical support,for Your remaining program licenses contained in he license set ofthe Shelved
On Premise Licenses(i.e.,those program licenses not specifically identified in the License Shelving Exhibit)in accordancewith the terms of Your separate
contract for those Oracle program licenses.
f)You are requiredtocertifyat theend ofthe Transition Period,andannuallythereafterduringthe Shelving Period,inwitting to Oradethatthe Shelved On
Premise Licenses are desupported and unused as required under these provisions.IfYou are not in compliance with the requirements at any time during
the Shelving Period,then as ofthe date of non-compliance:(i(the Shelving Period shall end and the Shelved On Premise Licenses are then no longer
shelved under these provisions,(ii)the repricing rules of the Oracle technical support policies located at http://www.orack.com/support/policies.html apply
to theShelved On Premise Licenses,and(Si)a reinstatement fee and applicable back support will be charged forthe ShelvedOn Premise Licenses.
g)Except as provided in subparagraph(e)above,You may resume use of the Shelved On Premise Licenses in accordance with You separate license
agreement,and technical support will be reinstatedat theannual rate previously in effect,(1)at any timeduringthe Servies Period,provided that You
provide Oracle with prior written notice of Your intention to resume use of the Shelved On Premise License and You pay technial support fees for the
Shelved On Premise Licenses no later than 30 days from the resumption of use,or(2)at the end of the Services Period,provded that You resume
payment for technical support of the Shelved On Premise Licenses no later than 30 days from the end of the Services Period.IYou do not pay all
technical support fees as stated in the preceding sentence,then(i)the repricing and matching support level rules of the Olacle technical support policies
located at http://www.orade.com/support/policies.html)will beapplied to the applicable remaining supported licensesas defined inthe Oracle technical
support policies,and(ii)should You wish to support the license at a future date,a reinstatement fee and applicable back vpport for the period
commencing at the earlier of Your resumption of use or the end of the Services Period will be charged for the Shelved On Premise Licenses.
h)Intheevent thatyou require additional non-SaaSOracle program licenses for one or more of theShelvedOn Premise Licenses,You must first
unshelve the requirednumber of licenses,upto thetotal number shelved,subject to paragraph(f)above.Youmay not purchase additional licenses for
that program until all Shelved On Premise Licenses have been unshelved.
i)For clarity,this order for Cloud Services,and all rights and obligations hereunder(including payment obligations),shal remain in full force and effect for
theduration ofthe Services Period notwithstanding any resumption of use by You ofthe Shelved On Premise Licenses prior totheend of the Services
ConfideMiel 5/62016 Page 2