Agenda

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AI- 47210

Commissioners Court

Meeting Date:	09/23/2019
Cisco Flex Software Maintenance Program Enrollment
Submitted By:	Greg Elliott
Department:	Information Technology
Request Type:	CONSENT	Agenda Area:	Award

Information

Department Action

The Information Technology department is requesting Commissioner Court authorization to modify the existing Cisco software three-year maintenance agreement to a new Cisco Flex maintenance plan.

Cisco Flex is a new maintenance program providing all the coverage of our current SWSS contract plus:
·         An additional 340 call manager licenses to allow for growth
·         850 additional analog lines for fax, elevator, alarms, lobby, conference phones
·         Cisco Emergency Responder for all knowledge workers and public/analog spaces
·         Fully functional WebEx Team accounts for 1700 county users
·         170 Active User Meeting Hosts to HOST WebEx meetings each month
·         1700 cloud registered licenses providing the ability to register video endpoints to the Cisco cloud at no charge
o   Currently, this requires separate license for CM registration
·         Jabber licenses for all county users

Additionally, with Cisco Flex, IT will have the software licenses needed to move forward on the planned Cisco Spark Teams and Video Magistration Replacement projects which will avoid approximately $23,000. We also avoid costs for the Cisco WebEx renewal of approximately $5,400.

Moving to the Cisco Flex plan will require court to approve a new three-year agreement, similar to our current arrangement, with the current payment made to Key Government Finance and the final payment made to NetSync.

Annual Payment	Payment Date	Vendor
$181,920.68	10/15/2019	Key Government Finance
$181,920.68	10/15/2020	Key Government Finance
$141,034.60	10/15/2021	Key Government Finance

Purchasing Department Action

Commissioners' Court consideration and any action regarding approval to (1) award contract 2019-368 through DIR Contract DIR-TSO-4167 for Cisco Flex Maintenance to Netsync Network Solutions, Inc. (2) approval of agreement with Key Government Finance and (3) approval of Software as a Subscription (SaaS) agreement with Netsync Network Solutions, Inc and authorize Purchasing Agent to execute.

Note this contract was originally awarded in August 2018, Court Order No. 2019-637-08-13. This contract will be replacing that contract. We are entering into a new three year agreement July 2, 2019 through July 1, 2022 to take advantage of the new Cisco Flex Maintenance options.

Payments will be made per the attached Finance Agreement with Key Government finance, Cisco Systems Capital financing partner. Agreement includes a non-appropriation clause. The cost will be year 1 payment of $181,920.68, year 2 payment of $181,920.68 and year 3 payment of $141,034.60 year period at a zero percent interest rate to the county.sh

HR and/or IT Action

Budget Department Action

Budgeted funds available for the award of Contract 2019-368 through DIR Contract DIR-TSO-4167 for Cisco Flex Maintenance to Netsync Network Solutions, the agreement with Key Government Finance and Software as a Subscripton agreement with Netsync Netowrk Solutions. General Fund (0001).

Auditor's Office Action

Funds available in the General Fund.

Commissioners Court

Cisco Flex Maintenance (Contract No. 2019-368) to Netsync Network Solutions, Inc. through DIR Contract DIR-TSO-4167, approval of agreement with Key Government Finance and Software as a Subscription Agreement with Netsync Network Solutions, Inc., and further authorize the Purchasing Agent to finalize and execute same, Information Technology.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

181,920.68

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:	0001-10001-0001-41-30-0000-637503

Fund Transfers

Remarks:

The funds are available as part of the non-departmental maintenance budget and the county is currently enrolled in a multi-year agreement for our Cisco software maintenance. This agreement will supersede the existing agreement and extend the term by a year at the same rate until the third year when the cost will decrease by over $40,000.

Attachments
Court Order
Memo
Key Government Finance Agreement
NetSync SaaS Agreement
1295
2252