COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Information Services Department

DATE:

March 27, 2007

BOARD MEETING DATE:

April 24, 2007

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Chris Flatmoe, CIO/Director of Information Services

SUBJECT:

Agreement with Providea, Inc., to provide a County-wide video conferencing solution and a Master Purchase Agreement

RECOMMENDATION:

Adopt a Resolution:

A. Authorizing the execution of an Agreement with Providea, Inc., to provide a Countywide video conferencing solution including $149,484 for the purchase of hardware and software for the infrastructure, $64,380 for maintenance and support of the infrastructure for three years, beginning April 24, 2007 and ending April 23, 2010 for a total of $213,864

B. Authorizing the execution of a Master Purchase Agreement for Countywide purchases of video conferencing equipment to be used to purchase video conferencing equipment for departmental conference and training rooms

C. Authorizing the Chief Information Officer to execute subsequent amendments and minor modifications not to exceed $25,000

VISION ALIGNMENT:

Commitment: Video Conferencing will provide responsive, effective, collaborative government.

Goal 22: County and local governments will effectively communicate, collaborate and develop strategic approaches to issues affecting the entire County. This Agreement contributes to this commitment and goal by enabling better time management as well as increased participation in meetings.

Performance Measure (s):

Measure

FY 2005-06

Actual

FY 2006-07

Projected

Percent of IT projects that are completed within budget

89%/80%/60%

90%/85%/80%

Percent of IT projects that are completed on time (S, M, & L)

87%/80%/80%

85%/80%/75%

BACKGROUND:

San Mateo County has approximately 5,000 full time staff working at more than eighty locations throughout the County. Much time is spent by staff driving from campus to campus to attend meetings and/or training sessions. In an effort to reduce the amount of time county staff spend traveling to meetings, The Information Services Department (ISD) researched the feasibility and fit of video conferencing for the County. ISD issued a request for proposals (RFP) for a video conferencing solution that would include: a scalable infrastructure, support for electronic materials sharing, support video conferences both inside the county’s private network as well as via the Internet and be easy to use.

DISCUSSION:

Video conferencing will allow staff located in north county to participate in a meeting occurring in south county. Staff will be able to see, hear and share materials with colleagues across the county. Additional uses of video conferencing include video-delivered training, video arraignments and video-based consultation services.

We are recommending county departments leverage video conferencing by acquiring end-point video conferencing equipment comprised of a PC, a high definition monitor, a camera or cameras, microphones and client integration software all installed on a mobile cart allowing departments to use video conferencing in multiple locations.

Providea Inc. is the recommended vendor for our video conferencing solution based on their scalability - our initial video conferencing capacity will be twenty five concurrent conferences with the capacity to add more capacity as the demand for video conferencing in the County increases - competitive pricing for both video conferencing infrastructure equipment and end-point equipment and ease of use.

In addition to the infrastructure purchase, we are asking your Board for approval of a Master Purchase Agreement allowing county departments to purchase end-point video conferencing equipment.

The County of San Mateo does not discriminate on the basis of ability in the admission to, access to, or operation of its programs, services, or activities. Individuals with disabilities who need special accommodations in order to join videoconference meetings will be accommodated through the addition of available hardware and software. As an example, sight-impaired persons would have an auxiliary monitor with Tandberg See & Share software to adjust screen/font sizes so they could better see the content.

The contractor has assured compliance with the County's Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits.

FISCAL IMPACT:

The term of the maintenance portion of this Agreement is April 24, 2007 to April 23, 2010. The total not-to-exceed amount for hardware, software, maintenance, and support under this Agreement is $213,864. Funds have been included in the FY2006-07 budget. County departments will be responsible for the purchase of video conferencing equipment for conference and training rooms at a cost ranging from $17,000 to $25,000.

1.

General description of RFP

The County of San Mateo would like to identify a video conferencing solution that connects the County’s major conference rooms and classrooms, set up “virtual” conference rooms so that County users may participate from throughout the County, and participate in conferences originating from outside the County, via an IP connection

2.

List key evaluation criteria

- Number of Ports/Number of Simultaneous connections

- Features per Port

- Ease of Use

- Ongoing Service/Support

- Warranty

- Share Materials/Whiteboard

- Reference Feedback

- “Open” Codec

- High Definition versus Standard Definition

- Security

- Training

- Vendor Viability

- Scalability

- Compatibility with other Equipment

- Cost

3.

Where advertised

County’s webpage

4.

In addition to any advertisement, list others to whom the RFP announcement was sent

- Polycom

- Codian

- Webex

- Tandberg

- Taurustech

- Lynda Biner

- Providea

- Compview

- WireOne

- Inetav

- Video Communications

- Inter-Tel Technologies, Inc.

5.

Total number of RFP’s sent to prospective proposers

12

6.

Number of proposals received

6

7.

Who evaluated the proposals

Bob Heavey

Leon Rich

Kathleen Irvine

Paul Strobeck

Al David

Gordon Helms

Patrick Galassi

Joy Cheechov

8.

In alphabetical order, names of proposers (or finalists, if applicable) and location

*CompView

10035 SW Arctic Drive

Beaverton, OR 97005

*Integrated Network Communications

101 H Street, Suite I

Petaluma, CA 94952

*IVCI, LLC

180 Adams Avenue

Hauppauge, NY 11788

*Providea, Inc.

801 Avenida Acaso

Camarillo, CA 93012

*WebEx

3979 Freedom Circle

Santa Clara, CA 95054

*Wire One Communications

11400 Westmoor Circle, Suite 225

Westminster, CO 80021