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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />JULY 1, 2014 <br />TITLE: <br />FIRST AMENDMENT TO AGREEMENT <br />WITH LEGACY VOICEMAIL, INC. FOR <br />VOICEMAIL SYSTEM MAINTENANCE <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />=••T6 o, <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1" Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />1. Authorize the City Manager and the Clerk of the Council to execute the attached amendment <br />to the agreement with Legacy Voicemail, Inc. to exercise an option for the first one -year <br />extension to the existing agreement for an amount not to exceed $10,000 per year to provide <br />maintenance services and related equipment for the City's voicemail system. <br />2. Authorize the City Manager and the Clerk of the Council to execute a future second <br />amendment and third amendment, if and when those amendments are submitted, to extend <br />the agreement with Legacy Voicemail, Inc. for a one -year period for an amount not to exceed <br />$10,000 per year to provide maintenance services and related equipment for the City's <br />voicemail system. <br />DISCUSSION <br />The City's voicemail system is one of the 15 systems that comprise the City's <br />telecommunications network that supports every Agency and Department in the City. These <br />systems are located at City Hall, Police Department headquarters, Police sub - stations and Jail, <br />City Yard, Work Center, Parks and Recreation headquarters and centers, and the Santa Ana <br />Zoo. The systems are linked internally through the main City Hall telephone system and include <br />over 2,000 telephones and approximately 2,220 voice, fax and modem extensions. Associated <br />with the voice extensions are voice mailboxes provided by the City's voicemail system. <br />Voicemail services are provided for City staff at all City operating locations. <br />In order to ensure the proper functioning of the voicemail system, the City contracts for <br />maintenance services. Some of these services include: creating and modifying mailboxes; <br />performing preventive maintenance; performing regular system backups; providing engineering <br />support; and replacement of any and all defective voicemail system equipment. <br />25F -1 <br />