Title
a. Approve and authorize the Contracts / Purchasing Officer to execute an "Authorization To Order Under the State Agreement" under the State of California CALNET 3 Agreement for telecommunications services for a term ending June 30, 2018, with two optional one-year extensions;
b. Authorize the Director of Information Technology Department to sign up to two one-year extensions to the Agreement under the same terms and conditions of the Agreement; and
c. Approve and authorize the Contracts/Purchasing Officer to issue purchase orders for specific services authorized under the Agreement, as may be requested by Information Technology Department (ITD) and other County Departments for telecommunication services with the total of all purchase orders combined not to exceed $1,500,000 per year.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a) Approve and authorize the Contracts / Purchasing Officer to execute an "Authorization To Order Under the State Agreement" under the State of California CALNET 3 Agreement for telecommunications services for a term ending June 30, 2018, with two optional one-year extensions;
b) Authorize the Director of Information Technology Department to sign up to two one-year extensions to the Agreement under the same terms and conditions of the Agreement; and
c) Approve and authorize the Contracts/Purchasing Officer to issue purchase orders for specific services authorized under the Agreement, as may be requested by Information Technology Department (ITD) and other County Departments for telecommunication services with the total of all purchase orders combined not to exceed $1,500,000 per year.
SUMMARY
On January 29, 2008, your Board authorized the Director of ITD to execute an "Authorization to Order Under the State Agreement" under the prior State of California CALNET II Agreement, MSA 1 and MSA 2, for telecommunications services with AT&T through January 2014, permitting the County to benefit from reduced pricing for a comprehensive array of telecommunications services. Execution of an "Authorization to Order Under the State Agreement" under the current State of California CALNET 3 Agreement will allow the County to continue to benefit from and order and utilize services and products from the array of CALNET 3 telecommunication vendors at reduced prices.
DISCUSSION
In 2012, as a follow-up/update to the existing CALNET 2 Agreement, the State of California Technology Agency Office of Telecommunications Procurement issued a RFQP for telecommunications services. After an extensive competitive bid process involving all of the major telecommunications providers within the State, the CALNET 3 Statewide Contract A (SWC-A), C3-A-12-10-TS-01 was awarded November 15, 2013, with additional services awarded under contract CALNET 3 Statewide Contract A (SWC-A) C3-B12-10-TS-01 (combined, hereinafter referred to as "CALNET 3"). Both components of CALET 3 have a current term through June 30, 2018, with options under each for two 1 year extensions. The CALNET 3 Agreement continues to provide an option for local jurisdictions to join in the Agreement and receive the lowest possible cost for telecommunications services for those who migrate to the new CALNET 3 Agreement. The County of Monterey may take advantage for the CALNET 3 Agreement by executing an Authorization To Order Under State Contract as it previously did under the CALNET 1 and 2 Agreements/relationships.
The execution of the "Authorization to Order (ATO) Under State Agreement for telecommunication services will permit the County to continue to benefit from volume pricing on these services negotiated by the State of California in the CALNET 3 Agreement. It is estimated that the CALNET I and II agreements saved the County over seven million dollars during the previous eleven years. Independent of any action by the State, the County may cancel the ATO for specific service(s) or in total, prior to termination or expiration of CALNET 3 Agreement, by providing the Contractor with thirty (30) calendar days' of written notice of cancellation. Ordering services under this Agreement will provide the County to preserve resources and promote optimization of available funding. It is recommended that your Board approve and authorize the use of this telecommunications procurement method. The Agreement and the incorporated web-based documents are attachments to this Report and are on file with the Clerk of the Board.
OTHER AGENCY INVOLVEMENT:
County Counsel and Risk Management have reviewed and approved the documents associated with this recommendation.
FINANCING:
Transactions relating to each fiscal year will be included in each respective County Department or entity Recommended Budget for the applicable time period. The funds for ITD payments pursuant to the terms of this Agreement have been included in the FY 2014-15 adopted Budget for the Information Technology Department 1930, Unit 8436, Appropriations Unit INF002. Transactions relating to future fiscal years will be included in each respective County Department Recommended Budget. Should funding be reduced and/or terminated, the County may terminate this agreement by giving thirty (30) days written notice of such action to Vendor.
Prepared by: Charlotte Josephs, Sr. Secretary, 796-1464
Approved by: Dianah Neff, Director of Information Technology, 759-6923
Dated: August 18, 2014
Attachments:
A. ATR Bulletin 12-03
B. ATO Subcategory 1.1, 1.2, 1.3, 1.4, 1.5, 1.6
C. ATO Category/Subcategory 2, 3, 4.2, 5, 6.1, 7
D. SOW Subcategory 1.1 Dedicated Transport Addendum 9
E. SOW Subcategory 1.2 MPLS Addendum 9
F. SOW Subcategory 1.3 Standalone VoIP Addendum 9
G. SOW Subcategory 1.4 Long Distance Addendum 9
H. SOW Subcategory 1.5 Toll Free Addendum 8
I. SOW Subcategory 1.6 Legacy Telecommunications Addendum 9
J. SOW Business Requirements Addendum 9
K. RFQP General Provisions Telecommunications
L. SOW APPENDIX A Glossary Addendum 7
M. SOW APPENDIX B Data Dictionary Addendum 9
N. SOW APPENDIX C Special TsCs Addendum 7