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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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Information Services Department
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DATE:
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BOARD MEETING DATE:
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November 15, 2005
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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Majority
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TO:
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Honorable Board of Supervisors
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FROM:
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Chris Flatmoe, CIO/Director of Information Services
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SUBJECT:
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Master purchase and maintenance agreement with NetVersant for Nortel maintenance and equipment.
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RECOMMENDATION:
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Adopt a Resolution:
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A)
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Authorizing the execution of a master purchase and maintenance agreement with Netversant for the term January 1, 2006 to December 31, 2008 in an amount not to exceed $3,600,000; and
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B)
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Authorizing the Purchasing Agent to approve purchases and annual maintenance.
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VISION ALIGNMENT:
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Commitments: Ensure basic health and safety for all, and responsive, effective and collaborative government.
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Goals 7 and 22: Maintain and enhance the public safety of all residents and visitors, and county and local governments effectively communicate, collaborate and develop strategic approaches to issues affecting the entire County.
This agreement contributes to these goals by maintaining the availability and accessibility of telephone services throughout the County.
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Performance Measure(s):
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Measure
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FY 2004-05
Actual
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FY 2005-06
Projected
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Percent of Information and Technology service available
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99.9%
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99.8%
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BACKGROUND:
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San Mateo County has 13 Nortel Private Business Exchange (PBX) sites, 14 Nortel Norstar sites and Nortel Meridian Voice Mail. County staff performs routine service and maintenance of the Nortel equipment. The County contracts major PBX upgrades, and service problems and maintenance support to a service provider. This arrangement with a service provider helps the County maintain telephone systems availability of 99.8%.
The current service contract with NextiraOne for $3,135,000 was approved via resolution 63193 in 1999 and extended in 2003 via resolution 65744, and is now expiring. NextiraOne has recently moved to an outsourcing model for PBX support. On August 2nd, 2005 the County issued the Nortel Purchase and Maintenance RFP and six vendors responded.
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DISCUSSION:
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The County’s network of PBX and Norstar systems, which forms the core of its telecommunications network has grown significantly since 1999 when the contract with NextiraOne was established. The phone network routes calls to the correct party, keeps records for billing, provides voice mail and supports advanced functionality like Interactive Voice Response (IVR). A failure of a PBX system will adversely affect the County’s ability to communicate over the telephone network.
Given the heavy reliance by the County on its telecommunications infrastructure, the RFP review committee put a heavy emphasis on the ability of the selected vendor to provide and maintain control over the quality of service it provided to the County. As such, the committee preferred a vendor that maintained its own full-time staff and resources, as opposed to one that relied on outsourcing to provide technical expertise.
The RFP review committee, after considering proposals from six vendors, concluded that NetVersant was the best fit for our environment. The following three upcoming projects serve as examples of work that NetVersant will play a key role in: Upgrade the County’s voice mail system; migrate the telephone switch and related equipment into the new YSC building, and upgrade key components of the PBXs to make them voice over IP (VOIP) ready.
County Counsel has reviewed and approved the Resolution and Agreement as to form. A waiver to extend this agreement beyond three years has been sent to the County Manager.
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FISCAL IMPACT:
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The term of this agreement is January 1, 2006 to December 31, 2008 with an option to renew the agreement for two additional one-year terms. The total not-to-exceed amount for services and maintenance under this agreement is $3,600,000. Funds have been included in the FY2005-06 budget. Future years’ cost will be recommended in subsequent years’ recommended budgets.
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Exhibit A
Request for Proposal Matrix
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1.
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General Description of RFP
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Nortel Maintenance, Technical Support Agreement, and Master Purchase Agreement.
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2.
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List key evaluation criteria
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1.Service Excellence. 2. Technical Capabilities
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3.
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Where advertised
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San Mateo Times August 15, 2005 to August 22, 2005
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4.
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In addition to any advertisement, list others to whom RFP was sent
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N/A
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5.
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Total number sent to prospective proposers
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14
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6.
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Number of proposals received
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6
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7.
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Who evaluated the proposals
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Robert Heavey, Project Manager
Mike Castellano, Telephone Services Supervisor
David Yamani, Advisory Systems Engineer, Telephone Services
Penni Pavis, Advisory Systems Engineer, Telephone Services
Peter Tocchini, Purchasing Agent
Maryanne Carboni, Administrative Assistant
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8.
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In alphabetical order, names of proposers (or finalists, if applicable) and location
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Black Box Network Services
17770 Cartwright Road, Suite 110
Irvine, California 92614
NetVersant
736 Daisyfield Drive
Livermore, California 94551
Nextira One, LLC
975 Island Drive
Redwood Shores, California 94065
Packet Fusion, Inc.
1900 South Norfolk Street, Suite 110
San Mateo, California 94403-1151
SBC California
1550 Leigh Avenue
San Jose, California 95125
Shared Technologies, Inc.
20949 Cabot Boulevard
Hayward, California 94545
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