Title
Information Technologies Department recommending the Board:
1) Approve and authorize the Purchasing Agent to sign Amendment II (AT&T Network Integration Change Order Request Form) to Agreement 6380 with AT&T Corporation for Calero Call Accounting and Telecom Expense Management Services, extending the term by 12 months, for a new term expiration date of June 30, 2027, with a cost of $4,011.20 per month; 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. With Amendment II, IT intends to continue Calero VeraSmart TEM services for an additional 12 month period, through June 30, 2027, using competitively bid County of Merced FOCUS Agreement 2021246. 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 is exempt from competitive procurement.
AT&T’s Network Integration Package, Calero TEM, has increased to $4,011.20 per month for recurring services billed monthly. The total cost for the term of the twelve month extension is $48,134.40 and the new total compensation of the Agreement is $241,743.90.
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
Legistar file 13-0167 - 04/30/2013 - Original approval of Calero VeraSmart TEM services.
Legistar file 18-1605 - 10/30/2018 - Approval of AT&T Contract 3172 and FOCUS 2015156.
Legistar file 20-0320 - 03/17/2020 - Extended services through 03/30/22 on contract 3172.
Legistar file 22-0114 - 03/22/2022 - Approval of AT&T Contract 6380 and FOCUS 2021246.
Legistar file 24-0244 - 03/05/2024 - Approval of AT&T Contract 6380, Amd I & FOCUS 2021246 extension.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts, County Counsel, Risk Management
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The recurring services billed on a monthly basis has increased by $102.70 per month. The total cost for the term of the twelve month agreement is $48,134.40. Appropriations are included in the Fiscal Year 2026-27 budget request for these services.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Amanda Earnshaw, Chief Information Officer