Agenda

Return

C. 80

To:	Board of Supervisors
From:	Ed Woo, Chief Information Officer
Date:	May 23, 2017

Contra

Costa

County

Subject:

Purchase order with AT&T Change Order GBS194737-21

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 05/23/2017

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Candace Andersen, District II Supervisor
Diane Burgis, District III Supervisor
Karen Mitchoff, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:

Ed Woo, (925) 608-4071

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: May 23, 2017
David Twa,

BY:	, Deputy

RECOMMENDATION(S):

APPROVE and AUTHORIZE the Purchasing Agent or designee to execute, on behalf of the Chief Information Officer, a purchase order with AT&T, under Change Order GBS194737-21, in an amount not exceed $783,500 for the purchase of Cisco IP telephones in support of a hosted communication system for the Employment and Human Services Department.

FISCAL IMPACT:

The cost of the new system and service will be charged back to the owning departments via DoIT's billing system. The new hosted telephone system is expected to result in long-term cost savings due to the use of combined network and phone services. One-time supplemental costs are anticipated related to the changeover and publication of new phone numbers and office stationary.

BACKGROUND:

The County is moving away from a premise-based phone system. The move to a hosted system will allow DoIT to react and provide services to new or remodeled buildings in a timely manner. The AT&T Hosted Unified Communication Service is a Cisco based platform allowing for enhanced features (unified communication), functions (remote worker) and deployment of a 911 (EMS location specific information) service countywide. These services would provide the County with enhanced disaster recovery ability, multi-source access to phone service (smartphone application), voicemail, call center application and emergency services.

As DoIT rolls out the new phone system numbers will change. To minimize disruption, a number range will be provided to each department before the phone cutover begins, enabling new numbers to be published online and in email auto-signatures. Departments will also be able to forward a new phone number to an old phone number, enabling a department to advertise the new numbers even before the new phone system is installed.

On July 27, 2009, the Chief Information Officer (CIO) executed a Master Agreement with AT&T for all services and equipment bought from AT&T, from that point going forward, that are provided under Pricing Schedules attached to or referencing the Master Agreement ("Services"). As per the Master Agreement, other services may be provided by signing additional Pricing Schedules at any time.

The CIO subsequently executed an AT&T Statement of Work Addendum to Master Agreement (GBS194737), dated July 24, 2014. The CIO's execution of the Master Agreement and Statement of Work Addendum to Master Agreement (GBS194737) was ratified by the Board of Supervisors on May 2, 2017, under Consent item No. 22. GBS194737-21 allows for the Department of Information Technology to purchase Cisco IP telephones to be used in conjunction with the AT&T Hosted Unified Communication service being deployed at the Employment and Human Services Department.

In accordance with Administrative Bulletin No 611.0, County Departments are required to get Board approval for purchases over $100,000. The County Administrator’s Office has reviewed this request and recommends approval.

CONSEQUENCE OF NEGATIVE ACTION:

If this is not approved, DoIT will be unable to procure the equipment needed to complete the deployment of the new telephone system for the Employment and Human Services administration department at 40 Douglas Dr. Martinez.