25A - AMEND AGMT WITH NEC CORP - Laserfiche WebLink

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JUNE 16, 2020 TITLE APPROVE FOURTH AMENDMENT TO AGREEMENT WITH NEC CORPORATION OF AMERICA, INC. FOR TELEPHONE SYSTEM MAINTENANCE IN AN AMOUNT NOT TO EXCEED $79,497 (NON -GENERAL FUND) /s/ Kristine Ridge CITY MANAGER CLERK OF COUNCIL USE ONLY: ❑ As Recommended ❑ As Amended ❑ Ordinance on 1sf Reading ❑ Ordinance on 2ntl Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO 1�1��►1�1�1:3q:7 RECOMMENDED ACTION Authorize the City Manager to execute a fourth amendment with NEC Corporation of America, Inc. to provide maintenance and support services for the City's telephone system for a six-month period, from July 1, 2020 through December 31, 2020, for an amount not to exceed $79,497, which is composed of the sum of $72,270 for on -site labor and support services and a 10% contingency of $7,227, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION On March 6, 2018, the City Council approved an agreement to migrate the City from its legacy phone system to a new, modern Voice over Internet Protocol (VoIP) phone system in every city facility. It was expected to take approximately two -years to complete the migration to all departments and facilities to the new system. To continue supporting the existing system during the conversion, on June 5, 2018 the City Council approved an agreement with NEC Corporation of America, the vendor of the existing system to provide continued support for a two-year period, ending June 30, 2020. The City has made considerable progress with the phased project to fully implement the new phone system and has converted all departments, with the exception of the Police Department. The Police department's headquarters, including the jail facility, consists of 655 phones and was scheduled to begin implementation in February 2020. Due to the COVID-19 pandemic, the project was put on hold while staff was redeployed to other priorities or were required to stay at home. The project is expected to pick back up now that staff is returning to work. In order to ensure a safe migration and the continued proper support of this critical system for the Police Department, staff recommends an extension of the reduced maintenance services with NEC Corporation of America, Inc. until the migration is complete. NEC telephone maintenance and 25A-1