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 a competitively bid contract with another public agency available;
2) Authorize the use of competitively bid National Cooperative Purchasing Alliance (NCPA) Agreement 01-114 between Avaya LLC and the State of Texas Region XIV Education Service Center for the acquisition of telephone system equipment;
3) Approve and authorize the Purchasing Agent to issue a purchase order to reseller ConvergeOne, Inc., under NCPA Agreement 01-114 for the quoted amount plus applicable taxes, totaling $113,246.31 for telephone hardware and software;
4) Approve and authorize the Chair to sign a Fiscal Year 2024-25 budget transfer shifting department appropriations from services and supplies to fixed assets for the purchase and installation of telephone system equipment; and
5) Increase the cost of telephone system equipment on the Fiscal Year 2024-25 Fixed Asset List from $26,000 to $221,100 to cover the costs of hardware, software, and installation services.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
In Fiscal Year (FY) 2023-24, the Information Technologies (IT) Department completed the first phase of the planned Countywide telephone system upgrade for both Placerville and South Lake Tahoe. That portion of the project converted El Dorado County's outdated Avaya G650 Media Gateways to Avaya G450 Media Gateways in preparation for the future planned upgrade to Avaya Aura Release 10.x
The County's current Avaya phone system, version 8.x, is considered being at end-of-life. This hardware upgrade provides the necessary equipment for Placerville Government Center, Placerville Sheriff's Office, and South Lake Tahoe Government Center to complete the platform upgrade to keep our telephone system secure and running smoothly. This upgrade project will move the phone system platform from version 8.x to version 10.x and is needed to continue receiving system updates, security patches, and support. The upgrade is also necessary to fix existing software and feature bugs and be able to provide additional system enhancements that are not available until the conversion to version 10.x is complete.
The requested budget transfer shifts department appropriations from services and supplies to fixed assets for the purchase of all hardware components, necessary software for deployment of the hardware, and planned professional services to assist with the installation, configuration, migration, and deployment of the new hardware. Some upgrade costs, including professional services, were budgeted in services and supplies instead of being included in the cost of the fixed asset. This requested budget transfer moves the estimated total cost of this portion of the upgrade to fixed assets per the Capital Equipment policy.
ALTERNATIVES
The Board could deny this purchase, which would delay the planned Countywide telephone system upgrade and leave us vulnerable to issues on version 8.x
PRIOR BOARD ACTION
Legistar file 24-0357 - March 19, 2024 - Upgrade to Avaya G450 Media Gateways
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The IT Department FY 2024-25 Budget contains sufficient appropriations for this project.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Obtain the Chair’s signature on the budget transfer form and forward it to the Chief Administrative Office for processing.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Amanda Earnshaw, Interim Director of Information Technologies