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.
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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 That portion of the project converted El Dorado County's outdated Avaya G650 Media Gateways to Avaya G450 Media Gateways in preparation for the future planned upgrade to Avaya Aura Release 10.x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...
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