HomeMy WebLinkAbout25F - AGMT - VOICEMAIL SYS MAINTENANCEREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JULY 1, 2014
TITLE:
FIRST AMENDMENT TO AGREEMENT
WITH LEGACY VOICEMAIL, INC. FOR
VOICEMAIL SYSTEM MAINTENANCE
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
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❑ As Recommended
❑ As Amended
❑ Ordinance on 1" Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
1. Authorize the City Manager and the Clerk of the Council to execute the attached amendment
to the agreement with Legacy Voicemail, Inc. to exercise an option for the first one -year
extension to the existing agreement for an amount not to exceed $10,000 per year to provide
maintenance services and related equipment for the City's voicemail system.
2. Authorize the City Manager and the Clerk of the Council to execute a future second
amendment and third amendment, if and when those amendments are submitted, to extend
the agreement with Legacy Voicemail, Inc. for a one -year period for an amount not to exceed
$10,000 per year to provide maintenance services and related equipment for the City's
voicemail system.
DISCUSSION
The City's voicemail system is one of the 15 systems that comprise the City's
telecommunications network that supports every Agency and Department in the City. These
systems are located at City Hall, Police Department headquarters, Police sub - stations and Jail,
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. Associated
with the voice extensions are voice mailboxes provided by the City's voicemail system.
Voicemail services are provided for City staff at all City operating locations.
In order to ensure the proper functioning of the voicemail system, the City contracts for
maintenance services. Some of these services include: creating and modifying mailboxes;
performing preventive maintenance; performing regular system backups; providing engineering
support; and replacement of any and all defective voicemail system equipment.
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First Amendment to Agreement for
Voicemail System Maintenance
July 1, 2014
Page 2
On June 20, 2011, the City Council approved a three -year agreement with Legacy Voicemail, Inc.
with provisions for three, one -year renewals, to provide voicemail system maintenance, repairs
and installation of replacement systems and services for the City's voicemail system. The term of
this agreement commenced on July 1, 2011 and will expire on June 30, 2014.
Legacy Voicemail, Inc. has provided excellent maintenance and service during the term of its
agreement with the City. Staff recommends extending the current agreement for a one -year
period beginning July 1, 2014. This will be the first amendment to the agreement.
FISCAL IMPACT
Funds are budgeted and are available in the FY14 -15 Communications Services account for
contractual services (account no. 10210140 - 62300).
APPROVED AS TO FUNDS AND ACCOUNTS:
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Francisco Gutierrez SIP_
Executive Director
Finance and Management Services Agency
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Exhibit: First Amendment to Agreement
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FIRST AMENDMENT TO AGREEMENT
THIS FIRST AMENDMENT, is made and entered into this 1st day of July 2014, 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 Legacy Voicemail, Inc,
( "Vendor "), collectively referred to herein as "the Parties ".
RECITALS
A. The Parties entered into Agreement N -2011 -094 dated June 20, 2011, hereinafter
referred to as the "Agreement ", for providing telephone system maintenance and
products.
B. The Parties now desire to amend the Term of the 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 terns and conditions of the
Agreement as hereby amended, the Parties agree as follows:
1. The City hereby exercises the option set forth in Section 2, "Term ", to extend the tern for
an additional one (1) year period, through Jute 30, 2015.
2. Except as modified herein, the terns and conditions of the Agreement remain unchanged
and in full force and effect.
IN WITNESS WHEREOF, the Parties have executed this First Amendment to the Agreement
on the date and year written above.
ATTEST:
MARIA D. HUIZAR
Cleric of the Council
APPROVED AS TO FORM:
SONIA R. Ct. VALHO /
City Attomd)
By:
City
CITY OF SANTA ANA
DAVID CAVAZOS
City Manager
LEGACY VOICEMAIL, Inc.
Signature Date
Name: _
Title:
Tax ID#
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