Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Michael Wentworth, Chief Information Officer, Information Services Department
Subject: Measure K: Amendment Number 4 to the Agreement with ConvergeOne to provide professional services, hardware, software licensing, and maintenance for the migration of the County’s telephony environment to a Voice over Internet Protocol (VoIP) solution
RECOMMENDATION:
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Adopt a resolution authorizing a fourth amendment to the agreement with ConvergeOne to provide professional services, hardware, software licensing, and maintenance for the migration of the County’s telephony environment to a Voice over Internet Protocol (VoIP) solution, increasing the agreement amount by $742,497.13, for a total amount not to exceed $9,323,054.53, with no change to the term.
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BACKGROUND:
On November 1, 2022, your Board approved an Agreement with ConvergeOne to provide professional services, hardware, software licensing, and maintenance for the migration of the County’s telephony environment to a Voice over Internet Protocol (VoIP) solution, for the term of November 1, 2022, through October 31, 2027, for a total amount not to exceed $8,555,557.40.
On March 24, 2023, the parties executed Amendment Number 1, adding clarifying language, additional hardware, and reallocating funds for project needs. On October 31, 2023, the parties executed the Amendment Number 2, expanding the terms to define specific project requirements. On March 28, 2024, the parties executed Amendment Number 3, adding critical services, and increasing the agreement by $25,000, for a total amount not to exceed $8,580,557.40.
DISCUSSION:
The Information Services Department (ISD) is overseeing the Countywide migration from legacy telephony to a VoIP solution. To ensure full implementation and long-term system reliability, additional components are required. These encompass setting up devices to bridge old and new systems, configuring emergency call routing, and implementing load balancing for system stability. These additions will also address cost management for license allocations and ensure secure, seamless access for staff through single sign-on integration. Enhanced staff training for ISD’s Service Desk is included, along with a refreshed list of VoIP devices available for County staff to maintain proficiency and standards. Professional support is expanded to address technical challenges, ensuring the system remains secure and efficient.
ISD is seeking approval from your Board to execute this amendment to the agreement with ConvergeOne, Inc. to address essential needs for the successful completion of the County’s VoIP migration. This amendment will enable the completion of a scalable and secure voice platform, supporting future growth and technology needs while improving system reliability, optimizing resources, and addressing unforeseen project challenges.
The County Attorney’s Office has reviewed and approved the amendment and resolution as to both form and content.
This resolution contains the County’s standard provisions allowing amendment of the County’s fiscal obligations by a maximum of $25,000 (in aggregate).
Approval of this amendment will contribute to the performance measure by supporting the availability and accuracy of the County’s emergency communication systems.
PERFORMANCE MEASURE:
|
Measure |
FY 2023-24 Actual |
FY 2024-25 Projected |
|
Availability of Core IT Services (Datacenter, Network, Radio, and PBX) |
99.80% |
99.99% |
COMMUNITY IMPACT:
Upgrading to a Voice over Internet Protocol (VoIP) phone system will significantly enhance communication capabilities, efficiency, and service delivery across departments. This modern, flexible system allows for seamless connectivity between agencies, and faster response times for community inquiries benefiting all residents.
FISCAL IMPACT:
The term of this agreement is from November 1, 2022, through October 31, 2027. The revised not to exceed amount of this amended agreement is $9,323,054.53.
Funding in the amount of $3,057,870.59 to upgrade the County’s telephony solution will come from Measure K funds included in Information Services Department’s capital projects budget. Funding in the amount of $3,070,517.10 to migrate Department telephony users to the VoIP solution will come from project reimbursements billed to County Departments. Funding in the amount of $3,194,666.84 for post-migration software licensing and maintenance costs will be collected through ISD annual service charges billed to County Departments in future fiscal years.