TO: Board of Supervisors
FROM: Greg Bown, Interim Chief Technology Officer - Information Technology Services
REPORT BY: Elena Guzmán, Staff Service Analyst II
SUBJECT: Agreement No. 260082B with AMS for Cisco Flex Plan Subscription
RECOMMENDATION
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Approve sole source award, and approve and authorize Agreement No. 260082B with AMS.NET for the purchase of telephone system software for the term of August 1, 2025, through August 30, 2030, with an annual cost of $89,388. (Fiscal Impact: $89,388 Expense; Information Technology Services Fund; Budgeted; Discretionary)
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BACKGROUND
AMS.NET is the vendor the County uses for its telephony software licenses, annual technical support, and Cisco Voice Over Internet Protocol (VoIP) telephone system. The County telephone system has over 1,600 devices and it has become a critical communication system in certain departments operating 24-hours per day, 7 days a week. AMS.NET is a Cisco authorized vendor of the Cisco software licenses.
The Cisco Flex Plan Subscription is the license the County uses for its telephone system, including phones, voicemail, and active directory. It allows access to physical phones and voicemail synchronization to County email.
The total cost for the Cisco Flex Plan Subscription is $446,940, which will be invoiced annually, with a five-year term. Due to the length of term and total cost, Board approval is required.
Requested Action:
Approve and authorize Agreement No. 260082B with AMS.NET and waiver of competitive bidding requirement and sole source award for the purchase of the Cisco Flex Plan Subscription in the amount of $446,940, invoiced annually at $89,388 for the term of August 1, 2025 through August 1, 2030.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Information Technology Services (ITS), Fund 4200, Subdivision 42000-12 Telephony. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The license is integral to the County’s phone infrastructure and daily operations. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
The cost will continue to be budgeted in ITS’ Communications Telephony subdivision and built into the Cost Allocation Plan. |
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Consequences if not approved: |
If not approved, the County’s phone system will not be supported, locking phone system and severely compromising daily operations. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State of CEQA Guidelines) and therefore CEQA is not applicable.