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Consent-General Government # 23.
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| Board of Supervisors |
General Services |
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| Subject |
| Approve agreement for purchase and installation of a new phone system with Maverick Networks Inc. at a cost of $1,295,572. (No general fund impact) (Yarris) |
| Recommended Action |
- Approve agreement for purchase and installation of a new phone system with Maverick Networks Inc. at a cost of $1,295,572;
- Approve and authorize the Chair to sign the financing proposal from Lease Servicing Center, Inc., dba National Cooperative Leasing (attachment D); and
- Authorize the Yolo County Chief Financial Officer to execute official lease documents, not to exceed $800,000, with approval from County Counsel.
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| Strategic Plan Goal(s) |
Operational Excellence
Thriving Residents
Safe Communities |
| Reason for Recommended Action/Background |
In the summer of 2018, the General Services Department, Telecommunications Division, in partnership with the Department of Financial Services, released a Request for Proposal (RFP) for a qualified supplier to provide a Voice over IP Telecommunication System for countywide implementation. The objective of this RFP was to acquire a new telecommunications system to serve the citizens and administrative operations of Yolo County. Vendors were encouraged to consider the following issues when deciding on their proposed solution:
- The existing telecommunications systems are no longer being manufactured, and does not provide the modern, needed features for the County. The system has been upgraded multiple times since its inception in the late 1980s.
- The County has 34 locations and is currently served by 4 large Avaya Nortel PBX systems, 2 survivable gateways, key systems and business lines. The County has a private fiber optic network that provides the needed voice and data connectivity between the major sites.
- The County will NOT be replacing data network equipment as the County already has in place existing equipment adequate for the deployment of a new VoIP Telecommunications System.
Multiple County departments and committees have been involved in the selection process. The Department of Financial Services was instrumental in the RFP solicitation and selection process. All County departments were interviewed to determine their specific telecommunications needs. Vendors provided demonstrations of the systems they were proposing, and representatives from many County departments attended the demonstrations and participated in the process by scoring the vendor presentations and the systems proposed. The IT Innovation Group, IT Executive Council, Phone System Steering Committee and the Yolo County Debt Committee all participated in the process. This system was approved in the Capital Improvement Plan adopted by the Board of Supervisors on March 12, 2019.
The department anticipates that implementation of a new system versus maintaining the existing system will provide the county with a $375,000 savings over ten years. |
| Collaborations (including Board advisory groups and external partner agencies) |
| County Administrator's Office, Department of Financial Services, County Counsel, IT Innovation Group, IT Executive Council, Phone System Steering Committee, Yolo County Debt Committee |
| Competitive Bid Process |
Request for Proposals (RFP) Service Requested: Voice over IP Telecommunications System, AUDRFPKK1812.
Evaluation Criteria Included in RFP
- Reasonableness of costs
- Purchase Price
- Life span cost (5 and 10 year)
- Proposer's approach to the project.
- Direct experience in upgrade or deployment of the proposed system for similar station and location size customer.
- Service and support.
- Manufacturer stability and future direction.
- Station type deployment flexibility.
- In-house manageability.
- General system complexity.
- Technical system functionality.
- Customer references.
- Compatibility with County's current equipment.
- Quality and completeness of submitted proposal.
- Proposer's concept & understanding of the County's goals and intent for the design and function of the project.
- Financial Stability.
Bids Received
| Bidder |
Bid |
| Maverick |
$1,295,572 |
| Vox Network Solutions |
$1,650,183 |
| NetXperts, Inc. |
$1,635,779 |
| CDW-G |
$3,687,851 |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
| Further explanation as needed: |
The costs of the new system will be shared by the Telecom Internal Service Fund and debt financing, approved by the Debt Committee. The debt service will be recouped through phone line charges, which are expected to increase between $2-$3 per line per month for the term of the 5 year lease. At the end of the lease, there is a $1 buyout and then line rates should drop $5-$6 per line ongoing.
Though approval of this agreement is occurring in the FY 2018-2019, there are no anticipated expenses on the project during the current fiscal year. Funding for this project is included in the Recommended FY 2019-2020 budget, which will be brought to the BOS for approval in June. |
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