DATE: July 9, 2019
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director, Internal Services/Chief Information Officer
SUBJECT: Agreement with Smartspace USA, Inc.
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with Smartspace USA, Inc. for Conference Room Scheduling Software and Hardware, effective July 9, 2019, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $830,000.
REPORT
The recommended action will allow the Internal Services Department - Information Technology Services Division (ISD-IT) to implement conference room management software for use by staff throughout the County. This system will allow County staff to dynamically manage conference rooms, and includes a robust visitor management system. This system will allow staff to effectively manage shared spaces, visitors to County locations, and will provide data to drive more efficient use of County facilities. This system will be implemented in all the new Department of Social Services buildings, beginning with their new administrative headquarters and training building, but will be available for use by any County department. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, the County will be unable to implement this conference room management system. Currently, County staff manage conference rooms and visitors in very manual ways without any standardization or support.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The proposed agreement has a total compensation amount not to exceed $830,000 for the entire possible 5-year term of the agreement. This total includes $450,000 for software license fees, $70,000 for implementation costs, $300,000 for hardware purchases, and $10,000 for training and travel expenses. This agreement allows for ongoing implementation ...
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