Title
Information Technologies Department recommending the Board:
1) Waive formal bid requirements in accordance with Purchasing Policy C-17 Section 3.4, Exemptions from Competitive Bidding, due to a competitively bid cooperative purchasing agreement being utilized for the acquisition of telephone system hardware;
2) Authorize the use of competitively bid Agreement NCPA 01-97 between Synnex Corporation and Region 14 Education Service Center for the acquisition of telephone system hardware necessary for the planned telephone system upgrade project;
3) Authorize the Purchasing Agent to issue a Purchase Order to ConvergeOne in the amount of $107,860.80 plus applicable shipping and taxes for Avaya G450 Migration Hardware; and
4) Authorize the Purchasing Agent to accept and execute ConvergeOne quote QU-000501718.
FUNDING: General Fund, with partial cost recovery in future years through the Countywide Cost Allocation Plan.
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DISCUSSION / BACKGROUND
Hardware is needed to initiate the first phase of the planned countywide telephone system upgrade for both Placerville and South Lake Tahoe. This portion of the project will convert El Dorado County’s existing Avaya G650 Port Networks to Avaya G450 Media Gateways in preparation for the future planned upgrade to Avaya Aura Release 10.
The County's current Avaya phone system and version 8.x is at end-of-life, and this hardware upgrade is needed to move to a new platform to keep our telephone system secure, to receive security patches and upgrades, and to add additional phone system features. The telephone system upgrade is an approved project in the Information Technology adopted budget.
Procurement Policy C-17 allows for the exemption from competitive bidding when a piggyback contract is available and the good is procured from a vendor that has a contract with another public agency, JPA, or cooperative purchasing agreement. Competitively bid Agreement 01-97 between National Cooperative Purchasing Alliance (NCPA) and SYNNEX Corporation has been in place since August 2019 for the purchase of Advanced Technology Solutions Aggregator. The IT Department is requesting to utilize competitively bid Agreement 01-97 for the acquisition of telephone system hardware from ConvergeOne that is necessary for the planned telephone system upgrade project. ConvergeOne is an authorized reseller whose pricing is in accordance with competitively bid Agreement 01-97.
ALTERNATIVES
The Board could choose to not authorize this purchase, but it would result in delays to the planned system upgrade.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The IT Department FY 2023-24 Budget contains sufficient appropriations for this cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Tonya Digiorno, Director of Information Technologies