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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />JULY 16, 2007 <br />TITLE: <br />AGREEMENT FOR TELEPHONE SYSTEM <br />MAINTENANCE <br />~~ <br />.`~W~( <br />CIT ANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />^ As Recommended <br />^ As Amended <br />^ Ordinance on 1" Reading <br />^ Ordinance on 2n0 Reading <br />^ Implementing Resolution <br />^ Set Public Hearing For_ <br />CONTINUED TO <br />FILE NUMBER <br />Direct the City Attorney to prepare and authorize the City Manager and the <br />Clerk of the Council to execute a two-year agreement with NEC Unified <br />Solutions, Inc. to provide maintenance services and related equipment for <br />the City's telecommunications system in an annual amount not to exceed <br />$220,000 per year with provision for two one-year renewals. <br />The City's voice communications network consists of 32 telecommunications <br />systems that support every Agency and Department in the City. These <br />systems are located at City Hall, Police Department headquarters, Police <br />sub-stations and Jail, Fire Department headquarters and Fire stations, City <br />Yard, Work Center, Parks and Recreation headquarters and centers, and the <br />Santa Ana Zoo. The systems are linked internally through the main City <br />Hall telephone system and include over 2,000 telephones and approximately <br />2,400 voice, fax, and modem extensions. Three years ago this telephone <br />system network was upgraded to state-of-the-art technology. <br />In order to ensure the proper functioning of this extensive system, the <br />City contracts for maintenance services. Some of these services include: 1) <br />providing an on-site dedicated service technician to perform repairs, <br />moves, additions and changes; 2) 24-hour system monitoring and service <br />response; 3) replacement of any and all defective telephone system <br />equipment; 4) providing engineering support; and 5) providing new telephone <br />equipment. <br />A competitive bid process was conducted to solicit proposals from <br />telecommunications system maintenance/service vendors. A "Request for <br />Proposal" (RFP) was developed which defined the City's telephone system <br />maintenance and service requirements as well as proposal evaluation <br />criteria. The RFP was advertised in April and May, 2007, and sent to 22 <br />prospective vendors. <br />25B-1 <br />