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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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February 13, 2006
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BOARD MEETING DATE:
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February 28, 2006
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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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Agreement with SBC for Long Distance Telephone Service
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RECOMMENDATION:
Adopt a Resolution:
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A. Authorizing the execution of an Agreement with SBC for long distance telephone service from February 28, 2006 through February 27, 2009 with the option to extend the Agreement for two additional one- year terms with the total fiscal obligation not to exceed $650,000.
B. Authorizing the Chief Information Officer to execute subsequent amendments and minor modifications not to exceed $25,000 and to extend the Agreement for the optional two one- year extensions if in the best interest of the County.
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VISION ALIGNMENT:
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Commitment: Responsive, effective and collaborative government.
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Goal 20: Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain.
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This Agreement contributes to this goal by enabling County employees to access long distance service efficiently and at reduced cost. Additionally, an ISD departmental goal is to streamline the invoice, remittance, and reconciliation process while maintaining high levels of quality long distance service.
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Performance Measure:
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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 user satisfaction with Information Technology availability necessary to perform job functions rated as good or better
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93%
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95%
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BACKGROUND:
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The County spends approximately $216,000 annually on long distance service. Since the early 1990’s, San Mateo County’s long distance telephone service has been billed on a month- to- month basis. The County decided to explore opportunities to minimize its long distance services expenses while keeping high levels of service in place. On August 18, 2005, a Request for Proposal was released for long distance services.
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DISCUSSION:
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SBC California was selected to provide long distance services to the County. SBC’s pricing structure, billing procedures, and experience in working with local government agencies made them the choice of the selection committee. Authorizing this Agreement gives the County an opportunity to reduce its monthly long distance service expenses and automate the long distance billing process. Monthly long distance bills are expected to drop from the current $18,000 per month to $10,000. SBC will provide its billing documents to the County in an electronic format compatible with the County’s billing system. This enhancement will save many hours of labor in preparing long distance billing information for County Departments. Establishing a not to exceed amount for this Agreement was done by using actual usage figures for the past six months, calculating service charges based on the proposed long distance rates then adding a reasonable amount for potential expanded usage, taxes and fees.
A waiver was approved by the County Manager to extend this Agreement for the optional two one-year extensions if in the best interest of the County and to accept the equal benefits language used in the SBC Agreement, which differs from the standard language in County Agreements. SBC is compliant with the County’s Equal Benefits Ordinance. County Counsel has reviewed and approved the Resolution and Agreement as to form.
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FISCAL IMPACT:
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The term of this Agreement is from February 28, 2006 through February 27, 2009 with the option of two one-year extensions. The total obligation under this Agreement is not to exceed $650,000. Funding for long distance telephone service is included in the ISD FY2005-06 budget and will be requested in future years’ budgets.
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