COMPLETED BOARD ORDER"�|E��Before the Board of Supervisors in and for the
County of Monterey, State of California
Agreement No. A-12004
a. Approve and authorize the Contracts/Purchasing
Officer to execute a Professional Services Agreement
with American Telesource, Inc. in the amount of
$185,310 for the contract period commencing with
the signing of the Agreement through April 30, 2014
for the provision of yearly maintenance services and
technical support of the CallXpress voice mail and
RightFax fax server systems and;
b. Authorize the Contracts/Purchasing Officer to sign
up to two future amendments extending the
Agreement for one year periods where the
amendments do not exceed $60,172 yearly and does
not significantly change the scope of work
Upon motion of Supervisor Salinas, seconded by Supervisor Armenta, and carried by
those members present, the Board hereby;
a. Approved and authorized the Contracts/Purchasing Officer to execute a
Professional Services Agreement with American Telesource, Inc. in the amount of
$185,310 for the contract period commencing with the signing of the Agreement
through April 30, 2014 for the provision of yearly maintenance services and
technical support of the CallXpress voice mail and RightFax fax server systems
and;
b.' Authorized the Contracts/Purchasing Officer to sign up to two future amendments
extending the Agreement for one year periods where the amendments do not
exceed $60,172 yearly and does not significantly change the scope of work.
PASSED AND ADOPTED on this 14`h day of June, 2011, by the following vote, to wit:
AYES: Supervisors Armenta, Calcagno, Salinas, Parker, and Potter
NOES: None
ABSENT: None
I, Gail T. Borkowski, Clerk of the Board of Supervisors of the County of Monterey, State of California, hereby
certify that the foregoing is a true copy of an original order of said Board of Supervisors duly made and entered
in the minutes thereof of Minute Book 75 for the meeting on June 14, 2011.
Dated: June 14, 2011 Gail T. Borkowski, Clerk of the Board of Supervisors
County of Monterey, State of California
By
50
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SIGNED BOARD REPORT"�|E��MONTEREY COUNTY BOARD OF SUPERVISORS
MEETING: June 14, 2011 Consent AGENDA NO.:
SUBJECT: a. Approve and authorize the Contracts/Purchasing Officer to execute a
Professional Services Agreement with American Telesource, Inc. in the amount
of $185,310 for the contract period commencing with the signing of the
Agreement through April 30, 2014 for the provision of yearly maintenance
services and technical support of the CallXpress voice mail and RightFax fax
server systems;
b. Authorize the Contracts/Purchasing Officer to sign up to two future
amendments extending the Agreement for one year periods where the
amendments do not exceed $60,172 yearly and does not significantly change
the scope of work.
DEPARTMENT: Information Technology
RECOMMENDATION:
It is recommended that the Board of Supervisors
a. Approve and authorize the Contracts/Purchasing Officer to execute a Professional Services
Agreement with American Telesource, Inc. in the amount of $185,310 for the contract period
commencing with the signing of the Agreement through April 30, 2014 for the provision of
yearly maintenance services and technical support of the CallXpress voice mail and RightFax
fax server systems and;
b. Authorize the Contracts/Purchasing Officer to sign up to two future amendments extending
the Agreement for one year periods where the amendments do not exceed $60,172 yearly and
does not significantly change the scope of work.
SUMMARY/DISCUSSION:
The Contracts/Purchasing Division released a Request for Proposal RFP) # 10268 on November
24, 2010. American Telesource, Inc. was determined to be the most qualified proposer meeting
County requirements as specified in the RFP. As a result, the Information Technology
Department ITD) is recommending the approval of the Board to proceed with an Agreement for
the provision of yearly maintenance and technical support and software upgrades and expedited
replacement of hardware that fail under normal use for the CallXpress voice mail and RightFax
fax server systems.
The services to be provided under this recommended agreement are necessary to maintain a
highly reliable and operable County voice mail and fax server system and to assist with the
automation of call answering using auto attendant features and automated voice messaging. Fax
server functionality provides efficient distribution and delivery of fax messages using computer
based automated systems enhancing employee efficiency.
The difficulty in acquiring the necessary insurance documentation from the vendor prohibited
this retroactive Agreement from being brought before the Board until this time.
OTHER AGENCY INVOLVEMENT:
County Counsel, Auditor-Controller, and Risk Management have reviewed the Agreement and
concur. The Agreement is on file with the Clerk of the Board.
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SIGNED BOARD REPORT"�|E��FINANCING:
Maintenance charges beginning the current FY in the amount of $74,452 for the maintenance
term of May 1, 2011 April 30, 2012 were anticipated and included in the FY 2011 Adopted
Budget. Maintenance charges in the amount of $55,429 for the period of May 1, 2012 April
30, 2013 FY 2012-13) and May 1, 2013 April 30, 2014 FY 2013-14) will be requested in the
respective budget terns for the Information Technology Department, Appropriations Unit
INF001. Should funding be reduced and/or terminated, the County may terminate this
agreement by giving thirty 30) days written notice of such action to the Contractor.
Prepared by: Approve~by:
oA
Dan Mikulich Richard Lange
Telecom Operations Manager Acting Director of Information Technology
759-6918 796-1404
& 3 zoo J
Date Date
Attachments:
Agreement
cc: Charles J. McKee, County Counsel
Michael Miller, Auditor-Controller
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