The URL can be used to link to this page

Home My WebLink About25B - TELEPHONE SYSTEM MAINTENANCE REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: JUNE 7, 2010 TITLE APPROVED ? As Recommended SECOND AMENDMENT TO ? As Amended ? Ordinance on 1 S' Reading AGREEMENT WITH NEC UNIFIED ? Ordinance on 2"d Reading SOLUTIONS FOR TELEPHONE ? Implementing Resolution SYSTEM MAINTENANCE ? Set Public Hearing For CONTINUED TO FILE NUMBER CITY MANAGER RECOMMENDED ACTION Authorize the City Manager and the Clerk of the Council to execute the attached amendment to the agreement with NEC Unified Solutions, Inc. to exercise an option for the second one-year extension to the existing agreement for an amount not to exceed $220,000 per year for telephone maintenance and related equipment subject to non-substantive changes made by the City Manager and City Attorney. DISCUSSION The City's voice communications network consists of 29 telecommunications systems that support every Agency and Department in the City. These systems are located at City Hall, Police Department headquarters, Police sub-stations and Jail, Fire Department headquarters and Fire stations, City Yard, Work Center, Parks and Recreation headquarters and centers, and the Santa Ana Zoo. The systems are linked internally through the main City Hall telephone system and include over 2,000 telephones and approximately 2,220 voice, fax and modem extensions. In order to ensure the proper functioning of this extensive system, the City contracts for maintenance services. Some of these services include: 1) providing an on-site dedicated service technician to perform repairs, moves, additions and changes; 2) 24-hour system monitoring and service response; 3) replacement of any and all defective telephone system equipment; 4) providing engineering support; and 5) providing new telephone equipment. In July of 2007, the City Council approved atwo-year agreement with NEC Unified Solutions, Inc. with provisions for two, one-year renewals, to provide telephone maintenance, repairs, and installation of replacement systems and services for City Hall and all off-site locations. The term of 25B-1 Amendment To Agreement with NEC UNIFIED SOLUTIONS, INC. June 07, 2010 ' Page 2 this agreement commenced on July 1, 2007 and expired on June 30, 2009. In June of 2009 the City Council approved the first one-year extension to the agreement. This one-year extension will expire on June 30, 2010. NEC Unified Solutions, Inc. has provided excellent maintenance and service during its Agreement with the City. The City Telecommunications Services staff recommends extending the current agreement for aone-year period. This will be the second amendment to the agreement. FISCAL IMPACT Funds are budgeted and are available in the FY10-11 Communication Services account for contractual services (account no. 10210140-62300). APPROVED AS TO FUNDS AND ACCOUNTS: ~ ~ Francisco Gutierrez Executive Director Finance & Management Services Agency 25B-2 SECOND AMENDMENT TO AGREEMENT THIS SECOND AMENDMENT, is made and entered into this 7~' day of June 2010, by and between the City of Santa Ana, a charter city and municipal corporation duly organized and existing under the Constitution and laws of the State of California ("City") and NEC Unified Solutions, Inc., a Nevada corporation ("Vendor"), collectively referred to herein as "the Parties". RECITALS A. The Parties entered into Agreement A-2007-176 dated July 16, 2007, hereinafter referred to as "said Agreement", for providing telephone system maintenance and products. B. Said Agreement was amended June 1, 2009, to extend the term and provide that City may elect to change the number days per week for which Vendor will provide service. C. The Parties hereto now desire to again extend the Term and amend the Scope of Service and Compensation of said Agreement in order to provide continuous uninterrupted service under the Agreement. WHEREFORE, in consideration of the mutual and respective covenants and promises hereinafter contained and made, and subject to all of the terms and conditions of said Agreement as hereby amended, the parties hereto do hereby agree as follows: 1. The City hereby exercises the option set forth in Section 2, "Term", to extend the term for an additional one year period, from July 1, 2010 through June 30, 2011. 2. Section I of said Agreement, SCOPE OF SERVICES, shall be amended by amending Exhibit A, Section 5.2 - "On-Site Service Technician" (page 12 of 43), to read, in full, as follows: "5.2 On-Site Service Technician The Vendor will provide an NEC and CENTIGRAM certified Service Technician dedicated solely to the City of Santa Ana. This dedicated technician will: • Work on-site at the City of Santa Ana for eight (8) hours per day and forty (40) hours per week. However, City may, with fifteen (15) day prior written notice, change the number of days per week of on-site dedicated technician support, with a corresponding increase/reduction in the System Maintenance Related Charges, as set forth in Attachment A hereto. The City shall retain the right to specify the weekly business days on which the technician will be on-site. Further the City may with ten (10) day_prior email notification to NEC Area Services Mana eg r designate one or more days within a given work week for which on-site technician support will not be provided For each daX that on-site support is cancelled a credit will be issued to the System Maintenance Related Charges, as set forth in Attachment A. • Be on-call on a twenty-four (24) hour, seven (7) day-a-week, as-needed basis. • Perform repair services on any and all voice communications equipment as directed by the City Telecommunications Coordinator (CTC). • Be available, when not responding to particular requests for repair services, to provide as-needed MAC services as directed by the CTC. 25B-3 - Repair and MAC priorities will be determined by the CTC. - Performance of MAC work during normal assigned hours will not incur any additional charges to the City. • Have a working knowledge of, skills in, and experience with Category 5 cabling and termination in accordance with the Electronic Industries Association/Telecommunications Industry Association (EIA/TIA) standard practices. In addition: • Should the assigned technician be absent or unavailable, the Vendor will provide an equally qualified and certified replacement technician • The City reserves the right to review and approve the assignment of the dedicated technician if replacement (either temporary or permanent) of existing technician is required. • The assigned technician's work hours may be adjusted by the CTC from 8-5 on an as- needed basis with prior notice to the Vendor to allow necessary work to be done during a period with less impact on the City's business operations • If the Vendor elects to use more than one service technician to perform a task, City will incur no additional cost • Work outside the scope of work of this Proposal will be billed at agreed-upon service rates and only when authorized in advance by the CTC or his/her designee." 3. Section 3 of said Agreement, COMPENSATION, shall be amended to provide total compensation in an amount not to exceed $220,000 for services during the 2010-2011 fiscal year. Said services shall be provided at the Year Four rates set forth in Attachment A, attached hereto and incorporated by this reference. 4. Except as hereinabove modified, the terms and conditions of said Agreement remain unchanged and in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to said Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA MARIA D. HUIZAR DAVID N. REAM Clerk of the Council City Manager APPROVED AS TO FORM: JOSEPH W. FLETCHER City Attorney NEC UNIFIED SOLUTIONS, INC. By: Laura Sheedy Assistant City Attorney (NAME) Title: 25B-4 d' ~ C a~ u~~h~~ v w ~ p p ~ ~ a ~4 ~4 e9 b9 ~9 69 ~ X 0 0 O O M O O h 0 h O ~ M O ~o O e- N 00 eh Oi 'tl; ~ O ~ • ~M ~ ~~bO ~ ~ M M ~ ~ ~~O`9~~ ~ ~ ~ O ~ ~ ~ ~ M b~A (0 L M M ~ ~ M ~ O ~ ~ ~ 4? 0000 ~ ~ Q ' a Q. ~ 69 EA ff~ Et? EA a U p ca u ~ ~ y ~ N O M O ~ ~ ~ r' O O M ~ ~ C 00 O ~t N ch E N O CD M N N ~ O O I~ I~ ~ ~ M 00 ~ ~ ~ ~ • EA 00 EA O N O t(7 r I~ M O CA ~ ~ N N ~ r- I~ M 00 ~ 00 I~ ~ ~ N ~ EA V-1 ~ ~ EA ~ ~ EA ~ ~ ~ O ER3 ~ • ~ Oa a~ ~ ~ c~ ~ ~ U ~ C~~i ~ ~ ~ N ~ Cfl ~ O ago ~ ~ ~ X000 N M d' CO ~ ~ N ~ 00 00 N ~ ~ O . ~ ~ ~ EA E,9 ~ ~ C r+ ~ C 41 O c~ C ~ O ~ ~ O Q d Q ~ ~ ~ ~ ~ _ ~ I~ O O O O CO ~ ~ N _ ~ ~ O ~ Ef3 000 Ef? 000 N O 000 ~ Q. ~ ~ A O N ~ ~ ~ ~ 4f (rj tf3 EA r- CO N v ~ ~ ~ ~ ~ ~ ~ ~ m O N ~ ~ ~ ~ ~ Y Y .o d 3 ~ 3 3 Q- ~ ~ a~an D O s o ~ ,c lC w N o o m ? coo m a~i ~ 3000 3 ~ N ~ ro ~ ~ ~ ~ o ~ Q ~ of ~ ~ U UOtil=-h0 ~ ~ ~ L V c ~ ~ ~ c U N a V = ~ ~ ~ N L~~~ N N ~ 7 d ~ V sU~ o~~~~`~ ~ ~ ~ C ~ ~ a U~. n ~ w c c c c ~y, uS Q. V ev O O-CO cn co~oooo m x o v `ate---- ~ QF- a ~ N ~ C~ a~~ 0 0 0 0 ~ L~ ~ ~o d N ~ N ~ ° ~ ~ u'n o aaa.a ,q ~ o c a ~ W cn m> m _ O~w~n ~ ~ ~ ~ ~ 00 0o ao ao ao 00000 0 O O ~ t~ ~ r 4 4 d3 ~9 `9 d'} M' ~ M O O O 1~ O~ 1~ O N ~ ^ M e~ O e- O co O Cp e~ ~F 1~ a0 O ~ O O r t0 Oi M tC O ~"M ~O ~C N N ~ 69 N ~ ~t e- op O M NY 1~ b o~ co h 69 ~ ap M ~ ~ M ~ N ~ ~ ~ ~~~~ll} ~3 ~ 00 M N (LS H ~ ~ L ~ ~ ~ ~ ~ ~ ~ ~ to ~ lA t0 0 0 0 0 O a a a L ~ EA t!3 ti4 ~ 3 N O v~ N~ ti N tC) d C O O ~ V Oi c0 N ti r 6() V' (O ~ Ef? 00 fF? ~ ~ N t0 O M (p 00 ~ ~ ~ EA EH o0 ~ O f~ M N CO ~ c- r EA EA EA N ~p EH EA E!3 EA C O M ~ ~ L ~ ~ ~ N m m Q O N ~ r ~ ~ ~ ~ 'L 0 ~ ~ r ~ ~ m N Y Q. d N ~ Y Q a~ ~ a` a~ d 3 3 3 ~ O ea ~ ~ n -a V o ~momm ° ~ 0 3 ~ ~ Q ~ 3~ O 0 ~ e' a> a +r ~ ~ a ~O~`oo g ea ~ ~~~~~'o~ d ~ ~ ~ cfl U V ~ tOi i=" H O ~ ~ v N C Y L a.. L V O. = z.. ~ m n ~ ~ ~ E i G. ~l ' ~ s V Q1 ~ ~ L~ L .C V U ~ ~ ~ U V Q U to C C C C C N ~ ~ ~ ~ ~ ~ ~ ~ O O O O ~ ~L ~ ~ c°o n v ca~~~~ rnm m U Q~ O V ~ L I- L ` - O ~ Q y ~ L ~ v ~ v p C C C c ~ ~ cn 'a ~ N ~ ~ ~ ~ ~ ~ ~ ~ a ~ y o 0 0 0 a U ~ iu ~ ~ c~ ~ ~ a V W d u, u ~ O O w ai L a N M O N C O ~ ~ ~ ~ ~ ~ tp EO tp ~O tp a a ~ N O O O ~O <p O 1~ M O a0 O O M 1~ O M O ~ ~O Os N V' ~ O N !h QO ~ a0i¢aOp ~ ?M. M~~ ~ ~ ~ ~ ~ O do N e- to tl'~ a ~Np t? e} io M O ~ ~ ~ ~ ~ ~9 ~ e0- ~ 00 ~ ~ ~ M N (a ~ O O O 01 O ~ ~ ti ti ~ ti ti N L E!9 EA El} Eli ER ~ ~ R ~ 3 ~ O O N O ~ ao M P~ r to to ~ I~ ~ I~ O M O N ~ N (O O ~ O O O O Cfl N 00 N O f~ ~ N O ~ CO EA O Efl ~ O Cfl O ~ d' I~ r M r ~ 00 N ~ M N N O (O ~ O N ~ ~ O GO ~D N r- ~ r- O O EA ~ 6F? EA ~ EA EA ~ ~ ~ w Oa a a~i O N N ~ O r O ~ ,C ~ ti O V C ~ c0 O R ~ ~ ~ ~ EA ~ V ~ ~ ~ a d v v C M ~ N 'C D t 0 N ~ w G~1 ~ ~ y ~ m ~ ~ ~ ~ v ~t O t ~c m ,Y ,c 3 co O N ~ 3 ~ ~ ~ u w ma~~ ~ 4,°'c3.~ O. 4 H O ~ O N Ual df m R w C G ~ N O Q O~ O O ~ U U ~ ' ~0 ~ rn ~ ~ ~ ~ ~ ~ v = m c c 'C r o _ ~ ~o~ ~ ~~oc a ors o = = °o~:e,~ o N G1 ~ U ~ ~ AFL-F3O'~ rn N c ~ O O~ N ~ ~ ~ , N ~ ~ o~, w a~ ~ o O d ~ N ~ ° ~ v ° coo m m coo ` ~ ~ a~i ~ ~ m ~ ~ N a C U rn m F- ~ o ~ V O ooV~c ~ o _~rr V U ~ ~ w ~o ~~V .v 'i ~ O 'a Y o° ° a a`~i ~ m ~ ~ ~ ~ a' rn c`°a a t x ~ x ~ `o c ~ ~ d a v d C a O o a~i ~ m ~o m m L Q. F- c...v c a w qfl C a~ v v ~ p c c c c ~ (n "a Cp rn~ rn 0 N 3 H ~ N C o g ° a s o 0 o g U a? ~ c~ c~ i0 3~~ Q ao as ~ ~~.o~.o~ ~ o000 _y~ ~ o c ovmzzoa~ ~ V W Q cn m> ca > O O w I- F. r a N 25B-8