Web Conferencing Services - Intercall Ordering Procedures

Service Type - Conferencing Service

BPO: 060B2490030

Commodity Code: 99789-Webcon
Description: Web Conferencing Services

Agency Ordering Procedures:

  1. Web Conferencing consists of two parts:
    1. InterCall Unified Meeting (IUM) (Data portion of web conferencing)
    2. Reservationless-Plus (Audio portion of web conferencing).
  2. Each agency user must set up an Intercall web conferencing account before using the web service. There are two ways to establish an account:
    1. For those with internet access, connect to the registration screen at URL https://www.intercall.com/national/stateofmaryland/. There is a 24-hour turnaround to receive new account information.
    2. Call the InterCall customer service number at 1-800-374-2441, which takes 20-30 minutes to establish an account.
  3. Each agency requestor should have the following information available when establishing a new account:
    1. State of Maryland Company Number 410142 web conferencing.
    2. Contact Name
    3. Contact Phone Number
    4. Agency
      • Sub Agency (if applicable)*
      • Department (if applicable)*
      • The Sub Agency and Department fields are optional but should be filled out for your agencies reporting purposes, if applicable.
    5. Services Required
      • Unified Meeting (IUM) (Both web and audio portions)
  4. To set up a Web conference:
    1. Enter InterCall's URL http://www.intercall.com/iumGo.
    2. In the Meeting Login Section (Right side of page) Select "Host a Meeting".
    3. Enter your unique login and password when prompted.
    4. You can schedule a meeting by using the button in your calendar or start an instant meeting by clicking the icon in the toolbar.
  5. The State of Maryland has a single toll free number, 1-855-297-3227 to initiate the audio portion of the web conference call:
    1. Each account owner will receive a unique conference code.
    2. A web conference will not be started until the leader enters his/her PIN to authorize the conference.
    3. Participants who have dialed in prior to the leader PIN being entered will hear music
  6. Each account will be invoiced individually and sent to the person who established the account via email. The emailed invoice should be printed and marked by the agency as a certified original invoice before submitting for payment.
  7. DoIT will only be approving Purchase Orders and will NOT approve Requisitions.
  8. The preferred method for the TSR process would be for the Agencies to create a Direct Purchase Order (as a release off of the Blanket Purchase Order 060B2490030).
    1. If creating a Direct Purchase Order, once the document has advanced through the agency's approval path, it will then be sent to the DoIT mailbox via the commodity approval path for final approval and posting.
  9. POs should be created to ensure that payments to Intercall for web conferencing services are tied to the proper BPO.
    1. Direct vouchers may be issued as long as the BPO is referenced.
    2. The proper mail code to use to create the PO is left blank as there is no mail code to create the PO.
    3. The proper mail code to use to pay invoices using the PO is 000. Payments will be made via EFT, so there is no requirement for an address match with the invoice.
    4. If rejected by DoIT, the document will be returned to the agency initiator for revision and DoIT will make notes in the Note Pad why document was rejected. The agency would correct and re-submit the Purchase Order or Direct Purchase Order.
    5. Once DoIT approves the PO the agency does not need to print and/or send the PO to West Unified Communications Services, Inc. ("WestUC") (formerly Intercall, Inc.).