Laserfiche WebLink
REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />JUNE 5, 2018 <br />TITLE <br />THIRD AMENDMENT TO AGREEMENT <br />WITH NEC CORPORATION OF <br />AMERICA, INC. FOR TELEPHONE <br />SYSTEM MAINTENANCE <br />(STRATEGIC PLAN NO. 7,213) <br />CITY MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 151 Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and the Clerk of the City Council to execute a third amendment with <br />NEC Corporation of America, Inc. to provide maintenance and support services for the City's <br />telephone system for a one-year extension, beginning July 1, 2018, through June 30, 2019 with <br />an optional one-year renewal, for an amount not to exceed $287,500, which is comprised of the <br />sum of $250,000 for on-site labor and support services and 15% contingency of $37,500, subject <br />to non -substantive changes approved by the City Manager and City Attorney. <br />DISCUSSION <br />The City uses an NEC telephone system to allow voice and facsimile communication with the <br />public and City staff. The system consists of a network of 15 telecommunication systems that <br />support every Department in the City. These systems are located at all City facilities. The <br />systems are linked internally through the main City Hall telephone system and include over 2,000 <br />telephones and approximately 2,220 voice, fax and modem extensions. <br />In June of 2011, the City Council approved an agreement with NEC Corporation of America, Inc. <br />to provide telephone maintenance, repairs and installation of replacement systems and services <br />for City Hall and all off-site locations. The term of this agreement and its renewals will expire on <br />June 30, 2018. <br />The Information Technology Department is currently migrating the NEC system to a newer <br />technology called Voice over Internet Protocol (VOIP) approved by Council March 6, 2018. This <br />new technology routes voice communication over an organization's data network and the internet <br />rather than using analog lines and the public switched telephone network (PSTN). The City is <br />planning a phased migration from the old system to the new system over the course of several <br />25H-1 <br />