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File #: 11-0664    Version: 1
Type: Agenda Item Status: Approved
File created: 6/7/2011 In control: Board of Supervisors
On agenda: 6/21/2011 Final action: 6/21/2011
Title: Information Technologies Department recommending the Board authorize the Chair to sign perpetual Agreement 437-S1111 with Avaya, Inc. in the approximate amount of $133,300 per year for an initial term of three (3) years to provide telecommunications infrastructure equipment maintenance.
Attachments: 1. 11-0664.1A1 IT 06/21/11 Agmt 437-S1111, 2. 11-0664.1A2 IT 06/21/11 Agmt 437-S1111, 3. 11-0664.1A3 IT 06/21/11 Agmt 437-S1111, 4. 11-0664.1A4 IT 06/21/11 Agmt 437-S1111, 5. 11-0664.1A5 IT 06/21/11 Agmt 437-S1111, 6. 11-0664.1A6 IT 06/21/11 Agmt 437-S1111, 7. 11-0664.1A7 IT 06/21/11 Agmt 437-S1111, 8. 11-0664.1A8 IT 06/21/11 Agmt 437-S1111, 9. 11-0664.1A9 IT 06/21/11 Agmt 437-S1111, 10. 11-0664.1B1 IT 06/21/11 Blue Route
Title
Information Technologies Department recommending the Board authorize the Chair to sign perpetual Agreement 437-S1111 with Avaya, Inc. in the approximate amount of $133,300 per year for an initial term of three (3) years to provide telecommunications infrastructure equipment maintenance.
Body
BUDGET SUMMARY:
Total Estimated Cost $133,300 / year $400,000 first 3 years

Funding
Budgeted $133,300
New Funding $
Savings $
Other $
Total Funding Available $133,300
Change To Net County Cost $0.00

Fiscal Impact/Change to Net County Cost:
Information Technologies has accounted for the first year of maintenance in their FY 11-12 budget request and will budget accordingly in future years.

Background:
Information Technologies has contracted with Avaya for telecommunications infrastructure equipment maintenance and support since 1999. Avaya provides maintenance on our critical telecommunications cabinets, processors and routing cards that route phone calls county wide. Because some of this equipment is older and approaching or past its end of life it is imperative that we continue a maintenance agreement to protect the County's telecommunications infrastructure until it can be replaced. This maintenance and support is a sole source agreement made available exclusively through Avaya.

This particular Agreement allows for automatic renewal of maintenance services after the first three (3) year term. IT will keep the Board apprised of any pricing changes and term extensions as we do each year with all of our perpetual type agreements. If the terms and conditions of this agreement should change, we will bring an amendment back to Board for approval.

Reason for Recommendation:
Information Technologies is recommending the approval of a perpetual agreement with Avaya for the continued maintenance and support of the County's critical telecommunications equipment.

Note: Counsel noted concerns r...

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