Title
Information Technologies Department recommending the Board:
1) Approve and authorize the Purchasing Agent to sign AT&T Network Integration Change Order Request Form for Contract 6380 with AT&T Corporation for Calero Call Accounting and Telecom Expense Management Services, extending the term by twenty-seven months, for the extension term of March 31, 2024, through June 29, 2026, with a cost of $3,908.50 per month, contingent upon approval by Risk Management; and
2) Authorize the Purchasing Agent to execute any necessary amendments relating to Agreement 6380, excluding term extensions and increases to compensation, contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund with partial cost recovery through the Countywide Cost Allocation Plan.
Body
DISCUSSION / BACKGROUND
The Information Technologies (IT) Department implemented VeraSMART Call Accounting Hosted Services in 2013 to manage and optimize telecommunications services and expenses. Calero VeraSMART Telecom Expense Management (TEM) services are currently utilized by the Information Technologies Department to manage telecommunications inventory and to process countywide telecommunications work orders. Chief Administrative Office Central Fiscal staff uses the services to process monthly telecommunications invoices, to distribute telecommunications costs to County departments, and to provide call detail information to County departments.
Since 2018, the County has purchased Calero VeraSMART TEM services through AT&T, using a piggyback agreement with the County of Merced as the lead agency. The current County of Merced FOCUS Agreement No. 2021246 is valid through July 12, 2026. IT intends to continue Calero VeraSmart TEM services for an additional twenty seven-month period, from March 31, 2024, through June 29, 2026, using the competitively bid County of Merced FOCUS Agreement No 2021246. This Agreement was in place prior to the updated Procurement Policy that requires competitive procurement for service agreements above $100,000. The updated Procurement Policy outlines that the Board can waive competitive procurement when utilizing a piggyback contract that was competitively procured, so Agreement 6380 with AT&T Corporation for Calero Call Accounting and Telecom Expense Management Services would be exempt from competitive procurement, if required.
AT&T’s Network Integration Package, Calero TEM, has increased to $3,908.50 per month for recurring services billed monthly. This is an increase of $238.50 per month, which is the first rate increase the County has incurred for this service in at least six years. The total cost for the term of the twenty seven-month agreement extension is $105,529.50. The new total compensation of the Agreement is $193,609.50.
ALTERNATIVES
The Board could deny the continued use of the FOCUS agreement for Calero TEM services and the IT Department would need to find another solution to manage countywide telecommunications inventory, work orders, call detail, and billing.
PRIOR BOARD ACTION
22-0114 - 03/22/2022 - Approval of AT&T Contract 6380 and FOCUS 2021246.
20-0320 - 03/17/2020 - Extended services through 03/30/22 on contract 3172.
18-1605 - 10/30/2018 - Approval of AT&T Contract 3172 and FOCUS 2015156.
13-0167 - 04/30/2013 - Original approval of Calero VeraSmart TEM services.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts, County Counsel, Risk Management
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The recurring services billed on a monthly basis has increased by $238.50 per month. The total cost for the term of the twenty-seven month agreement is $105,529.50. Appropriations are included in the Fiscal Year 2023-24 Budget and 2024-25 budget request for these services and will be included in future year budgets as applicable.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Tonya Digiorno, Director of Information Technologies