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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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March 23, 2009
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BOARD MEETING DATE:
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April 28, 2009
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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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Maintenance Agreement and Master Purchase Agreement with VOX Network Solutions.
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RECOMMENDATION:
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Adopt a Resolution:
1. Authorizing the President of the Board to execute a Maintenance Agreement and Master Purchase Agreement with VOX Network Solutions for the provision of Nortel maintenance, technical services, and equipment for the term May 1, 2009, to April 30, 2012, for a maximum obligation of $3,500,000;
2. Authorizing the Purchasing Agent to approve ongoing annual support and purchases, subject to this Agreement’s not-to-exceed amount; and
3. Authorizing the Chief Information Officer or his designee to execute contract amendments which modify the County's maximum fiscal obligation by no more than $25,000 (in aggregate) and/or modify the contract term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions.
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VISION ALIGNMENT:
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Commitment: Ensure basic health and safety for all; and responsive, effective and collaborative government.
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Goal(s) 7 and 22: Maintain and enhance the public safety of all residents and visitors; County and local governments effectively communicate, collaborate and develop strategic approaches to issues affecting the entire County.
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This Agreement contributes to these goals by supporting the County’s technology availability target of 99.8%. This technology availability target includes telephone infrastructure equipment supported by this recommended contract.
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Performance Measure(s):
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Measure
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FY 2007-08
Actual
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FY 2008-09
Target
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Percent of Time Information and Technology Services available
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99.8%
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99.8%
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Number of County IT End-Point Devices: Voice
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8,206
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8,000
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BACKGROUND:
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The County of San Mateo has fourteen Nortel Private Branch Exchanges (PBX), three CallPilot Voice Mail Systems, and four Contact Centers. County staff performs routine service and maintenance on the Nortel equipment. The County has partnered with Nortel equipment specialists in the past to ensure large upgrades are successful.
In December 2008, the County entered into a short-term Agreement with VOX Network Solutions for maintenance and support while ISD prepared to release an RFP for a new Maintenance and Master Purchase Agreement. In 2009, ISD issued Request for Proposals #1229. After careful review of the six responses to this RFP, VOX Network Solutions was selected. The outline of RFP# 1229 is attached as Exhibit A.
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DISCUSSION:
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Through this Agreement, VOX Network Services will provide maintenance and support of the entire County install base of Nortel switch products and services, including convergent technologies like Voice Over Internet Protocol (VoIP). Support will include replacement of defective equipment. This Agreement, through the attached Master Purchase Agreement, will also provide the County with a vehicle to purchase Nortel products and services from VOX Network Services for the lessor of (1) existing negotiated state contracts or (2) 25% off the Nortel Customer List Price (up to the Contractor’s cost), which will reduce the County’s telecommunications equipment expenses while allowing the County to centrally source its procurement of PBX and associated telephone equipment. These purchases can include PBX equipment for new County locations, hardware and consulting services for new and emergent technologies as well as required purchases of any hardware components that fail outside of the warranty period. Currently, the cost of Switch maintenance and support, for three years, is $478,215.72. The amount will change as equipment comes off of warranty, and new items are added to maintenance.
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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. County Counsel has reviewed and approved the Agreement and Resolution as to form.
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FISCAL IMPACT:
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The term of this Agreement is from May 1, 2009, through April 30, 2012. The total maximum obligation under this Agreement is $3,500,000. Funds for this Agreement are included in the Adopted FY 2008-09 Budget, and future years’ costs will be included in subsequent years’ recommended budgets.
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