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Information Technology https://www.santa-ana.org/it Item # 17 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report April 6, 2021 TOPIC: Agreement with TPX Communications for Telecom Services AGENDA TITLE: Approve Agreement with TPX Communications, Inc. for Telecom Services in an Annual Amount Not to Exceed $50,000 (Non-General Fund) RECOMMENDED ACTION 1. Authorize the City Manager to execute the agreement with TPX Communications, Inc., for telecom services for a three-year period beginning April 1, 2021 through March 31, 2024 with the potential for three (3) additional one-year (1) renewal terms, exercisable by the City Manager and the City, in an amount not to exceed $50,000 annually and $300,000 over the life of the agreement if all extensions are utilized, subject to non- substantive changes and approved by the City Manager and City Attorney. 2. Approve payment for invoices for services incurred with TPX for telecom services through April 30, 2021 for an additional amount not-to-exceed $18,000. DISCUSSION On March 6, 2018, the City Council approved a three-year agreement for $80,000 with TPX Communications (TPX) for PRI trunk lines that provide local and long-distance telephone service as part of the City’s conversion from a legacy phone system to a Voice over IP (VoIP) phone system. Due to the COVID-19 pandemic, staff had to pivot to a virtual workforce which dramatically increased the telecom charges incurred. As a result, the City has exceeded the amount authorized in the 2018 agreement and requests that the City Council approve an additional $18,000 to cover costs in excess of the previously authorized amount. The City’s recently implemented a new VoIP telephone system that supports all departments and all City facilities. This system has the most current and advanced features available on the market. In order for the City’s internal phone system to connect to callers outside of the City, the system must be connected to the Public Switched Telephone Network (PSTN). Currently, that is accomplished by using PRI trunk services. However, PRI trunk lines are now being phased out by local vendors in favor of more