Title
Information Technologies Department recommending the Board:
1) Waive formal bid requirements in accordance with Procurement Policy C-17, Section 3.4 (4), due to there being competitively bid contracts with another public agency available;
2) Approve and authorize the Purchasing Agent to extend the term of Agreement 6098 for the continued use of California Department of Technology Agreement C4-DNCS-19-001-31 and Agreement C4-LEG-12-10-TS-01 for telecom utility services for one year, with a new contract expiration date of June 30, 2026; and
3) Approve and authorize the Director of IT to authorize additional service requests in accordance with the terms and conditions of Agreement 6098 with AT&T for services under Calnet 4, contingent upon availability of funding in the appropriate departments budget and contingent upon review and approval of required ordering documents from AT&T by County Counsel and Risk Management.
FUNDING: General Fund, with partial recovery through direct billing and the A-87 Cost Plan.
Body
DISCUSSION / BACKGROUND
On December 14, 2021, the Board approved the use of California Department of Technology Calnet 4 cooperative agreements C4-DNCS-19-001-31 and C4-LEG-12-10-TS-01 for the procurement of various telecommunication and network services and products with AT&T. The agreements enable Information Technologies (IT) to provide telecommunications and network services and products to County departments at greatly reduced rates. Calnet 4 provides more favorable terms than could be obtained by the County independently.
The original Calnet 4 agreements had an expiration date of June 30, 2025. IT is currently looking to extend the use of the cooperative agreements by one year, through June 30, 2026.
IT is planning to budget $565,390 in Fiscal Year 2025-26 for this utility service for countywide utilization .
ALTERNATIVES
The Board could decline to approve the continued use of the Calnet agreements, which would cause the County to procure services independently and at retail rates. IT would also need to bring every ordering document for additional services before the Board for approval and this could cause a significant delay in mission-critical services.
PRIOR BOARD ACTION
Legistar file 21-1784 - December 14, 2021 - Board approval of updated Calnet 4 agreements through June 30, 2025
Legistar file 21-1380 - September 21, 2021 - Board approval of continued use of Calnet 3 services through December 31, 2021
Legistar file 14-1443 v2 - August 30, 2016 - Board approval to increase Calnet 3 services
Legistar file 14-1443 v1 - December 16, 2014 - Board approval to use Calnet 3 services
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Telecommunications services are budgeted within the IT budget annually. Direct billings for services are provided monthly and are budgeted by the receiving departments.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Amanda Earnshaw, Interim Director of Information Technologies