To: Board of Supervisors
From: Dr. Grant Colfax, Health Services Director
Report Title: Purchase Order Trace3, LLC for SMARTnet Support Renewal
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute on behalf of the Health Services Director, (1) a purchase order with Trace3, LLC in an amount not to exceed $387,115 for Cisco SMARTnet hardware and software support services for Contra Costa Health (CCH) for the period of June 30, 2025 through March 31, 2027, and (2) a Product Sales Agreement with Trace3, LLC for hardware and software resale services.
FISCAL IMPACT:
Approval of this action will result in expenditures of up to $387,115 over a two-year term and will be funded by Hospital Enterprise Fund I revenues.
BACKGROUND:
Contra Costa Health (CCH) relies on Cisco network infrastructure to support critical clinical and administrative operations. The Cisco equipment covered under this request requires active SMARTnet maintenance and support to ensure continued system stability, security updates, hardware replacement, and access to manufacturer technical support.
Trace3, LLC is an authorized Cisco reseller and support provider. Trace3, LLC quoted CCH for renewal of SMARTnet support for multiple Cisco network devices supporting CCH’s network infrastructure, co-termed for a one-year renewal period. Continued coverage is necessary to maintain uninterrupted network operations and to mitigate operational and cybersecurity risks. Trace3’s services involve accepting County’s purchase order and making payment to Cisco for the Cisco services the County is procuring.
Delays were encountered due to extended negotiations with the vendor and additional time was required to align and co-term the renewal with existing agreements and streamline future renewals. On April 8, 2026 the Purchasing Agent approved the continued use of Trace3, LLC.
Trace3 requires the County to enter into its Product Sale Terms to order the services from Cisco. The Trace3 agreement includes a limitation of Trace3’s liability to an amount not to exceed the purchase price County pays Trace3. The Trace3 agreement obligates the County to defend Trace3 against third party claims arising out of bodily injury, death or damage to property due to County’s negligence.
Cisco provides support for the hardware and software pursuant to the existing letter agreement between Cisco Systems, Inc. and Contra Costa County dated February 21, 2025, as referenced in the quote. The Trace3 Product Sale Terms and Conditions have been reviewed and are incorporated as part of this purchase. Approval of this item will allow CCH to maintain manufacturer-supported infrastructure without service gaps.
CONSEQUENCE OF NEGATIVE ACTION:
Failure to approve this action would result in the lapse of SMARTnet support coverage, increasing the risk of network outages, delayed hardware replacement, and limited access to Cisco technical support. This could negatively impact clinical operations, administrative functions, and overall service delivery within CCH.