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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />JUNE 20, 2011 <br />TITLE <br />AGREEMENT WITH NEC <br />CORPORATION OF AMERICA, INC. <br />FOR TELEPHONE SYSTEM <br />MAINTENANCE <br />i <br />CITY MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />? As Recommended <br />? As Amended <br />? Ordinance on 152 Reading <br />? Ordinance on 2"d 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 Council to execute a three-year agreement with <br />NEC Corporation of America, Inc. to provide maintenance services and related equipment for the <br />City's telecommunications system in an annual amount not to exceed $190,000 per year with <br />provisions for three one-year renewals. <br />DISCUSSION <br />The City's voice communications network consists of 29 telecommunications systems that <br />support every Agency and Department in the City. These systems are located at City Hall, Police <br />Department headquarters, Police sub-stations and Jail, Fire Department headquarters and Fire <br />stations, City Yard, Work Center, Parks and Recreation headquarters and centers, and the Santa <br />Ana Zoo. The systems are linked internally through the main City Hall telephone system and <br />include over 2,000 telephones and approximately 2,220 voice, fax and modem extensions. <br />In order to ensure the proper functioning of this extensive system, the City contracts for <br />maintenance services. Some of these services include: 1) providing an on-site dedicated service <br />technician to perform repairs, moves, additions and changes; 2) 24-hour system monitoring and <br />service response; 3) replacement of any and all defective telephone system equipment; 4) <br />providing engineering support; and 5) providing new telephone equipment. <br />A competitive procurement process was conducted to solicit proposals from telephone system <br />maintenance /service vendors. A "Request for Proposal" (RFP) was developed which defined the <br />City's telephone system maintenance and service requirements as well as proposal evaluation <br />25A-1