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AI- 48137
Commissioners Court
Meeting Date: 04/06/2020  
FY20 Maintenance Contract Renewal for Cisco Hardware
Submitted By: Greg Elliott
Department: Information Technology  
Request Type: CONSENT Agenda Area: Award

Information
Department Action
Information Technology is requesting award of the county Cisco hardware maintenance agreement, a budgeted FY20 maintenance expense, as a three-year contract sold by Red River Technologies and funded through Key Government Finance. Red River Technologies is the lowest cost offer to Collin County for Cisco Maintenance based on a competitive quote process. This three-year contract arrangement is similar to the expiring maintenance agreement currently in effect for the county owned Cisco hardware. The cost of the maintenance contract will be $1,080,474.48 or $360,158.16 per year for three years. The payment schedule is:
Annual Payment Payment Date
$ 360,158.16 1/1/2020
$ 360,158.16 1/1/2021
$ 360,158.16 1/1/2022
 
The three-year agreement represents a savings of approximately $100,000 over the cost of a single year renewal plan and gives the county the ability to add and delete items to the maintenance agreement as equipment is added to or removed from our network.
 
As with any other multi-term agreement, non-appropriation clauses are in effect per state statute should the court elect not to fund our Cisco maintenance in future fiscal years.
 
Purchasing Department Action
Requesting Commissioners Court's consideration and approval of award for Coop Quote 2020-188, Maintenance: Hardware - Cisco, through DIR contract DIR-TSO-4167 to Red River Technology LLC.  Also requesting Commissioners Court's consideration and approval of award for a three (3) year period per the attached agreement with Cisco System's capital financial partner, Key Government Finance; authorization for Purchasing Agent to execute the Payment Plan Agreement and Schedule 6 to Payment Plan Agreement; and authorization for County Judge to execute the Purchaser's Certificate.  Payment for the total award of $1,080,474.48 will be made in three (3) equal installments of $360,158.16 over the three (3) year period.  The county will not pay interest per the financing agreement.  The financing agreement has been reviewed by legal counsel Herbert Bristow, who will provide and sign the Purchaser's Counsel Opinion once approved by Commissioners Court.  MRM
HR and/or IT Action
Budget Department Action
 Budgeted funds available for Coop Quote 2020-188, Maintenance: Hardware - Cisco. Total award is $1,080,474.48 over a three year period or $360,158.16 per year. General Fund (0001).
Auditor's Office Action
Funds available in the General Fund.
Commissioners Court
Maintenance: Hardware-Cisco (Coop Quote No. 2020-188) to Red River Technology LLC through DIR Contract DIR-TSO-4167, approval of an agreement with Key Government Finance, Inc., and further authorize the Purchasing Agent to finalize and execute the Payment Plan Agreement for same, Information Technology.

Budget Information
Information about available funds
Budgeted: Funds Available: Adjustment: Amount Available: 360,158.16
Unbudgeted: Funds NOT Available: Amendment:
Account Code(s) for Available Funds
1: 0001-10001-0001-41-30-0000-637503
Fund Transfers
Remarks:
Attachments
Court Order
Court Memo
Contract Award Data
Bid Tab Summary
Award Letter
2252 Form
1295 Form (Redacted)
Financing Agreement
Opinion of Counsel

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