Title
Information Technologies Department recommending the Board:
1) Waive formal bidding requirements in accordance with Purchasing Ordinance 3.12.160 Exemptions from Competitive Process, Sections C and D;
2) Authorize the Purchasing Agent to issue a purchase order with Advantel Networks utilizing the cooperative purchasing agreement CA Participating Addendum #7-14-70-21 and Avaya NASPO Master Contract #AR603, in an amount not to exceed $240,957 for hardware, software, and services necessary to upgrade the County’s telecommunications infrastructure and to build-out the telecommunications infrastructure of the Public Safety Facility; and
3) Authorize the Purchasing Agent to increase the purchase order on an "as needed" basis up to 10% over the initial purchase order amount, as long as funding is available within the requesting department's budget.
FUNDING: General Fund with partial cost recovery from A-87 Cost Allocation Plan.
Body
DISCUSSION / BACKGROUND
This purchase order for the Avaya Phone System upgrade and expansion project encompasses both the upgrade of our current system county-wide and enables the installation of compatible phone equipment in the new Public Safety Facility that is currently under construction. Advantel is a primary partner with Avaya and installed the County’s current phone system in 2011. Avaya has been maintaining our current phone system since that time.
A sole source was requested by the IT department and meets ordinance requirements for exemption from competitive bidding in two ways.
1) Per County of El Dorado Purchasing Ordinance, Section 3.12.160 (D) allows for the exemption from competitive bidding when utilizing a contract that uses a competitive bidding process substantially the same as the County’s process. The requested Avaya products and services were already competitively bid via NASPO ValuePoint Avaya Master Contract #AR603 (State of CA Participating Addendum #7-14-70-21). The vendor is offering El Dorado Count...
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