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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />JUNE 16, 2020 <br />TITLE <br />APPROVE FOURTH AMENDMENT <br />TO AGREEMENT WITH NEC <br />CORPORATION OF AMERICA, INC. <br />FOR TELEPHONE SYSTEM <br />MAINTENANCE IN AN AMOUNT <br />NOT TO EXCEED $79,497 <br />(NON -GENERAL FUND) <br />/s/ Kristine Ridge <br />CITY MANAGER <br />CLERK OF COUNCIL USE ONLY: <br />❑ <br />As Recommended <br />❑ <br />As Amended <br />❑ <br />Ordinance on 1" Reading <br />❑ <br />Ordinance on 2nd Reading <br />❑ <br />Implementing Resolution <br />❑ <br />Set Public Hearing For_ <br />CONTINUED TO <br />2I111010RETAIY3d <br />RECOMMENDED ACTION <br />Authorize the City Manager to execute a fourth amendment with NEC Corporation of America, Inc. <br />to provide maintenance and support services for the City's telephone system for a six-month <br />period, from July 1, 2020 through December 31, 2020, for an amount not to exceed $79,497, which <br />is composed of the sum of $72,270 for on -site labor and support services and a 10% contingency <br />of $7,227, subject to non -substantive changes approved by the City Manager and City Attorney. <br />DISCUSSION <br />On March 6, 2018, the City Council approved an agreement to migrate the City from its legacy <br />phone system to a new, modern Voice over Internet Protocol (VoIP) phone system in every city <br />facility. It was expected to take approximately two -years to complete the migration to all <br />departments and facilities to the new system. To continue supporting the existing system during <br />the conversion, on June 5, 2018 the City Council approved an agreement with NEC Corporation of <br />America, the vendor of the existing system to provide continued support for a two-year period, <br />ending June 30, 2020. <br />The City has made considerable progress with the phased project to fully implement the new phone <br />system and has converted all departments, with the exception of the Police Department. The Police <br />department's headquarters, including the jail facility, consists of 655 phones and was scheduled to <br />begin implementation in February 2020. Due to the COVID-19 pandemic, the project was put on <br />hold while staff was redeployed to other priorities or were required to stay at home. The project is <br />expected to pick back up now that staff is returning to work. <br />In order to ensure a safe migration and the continued proper support of this critical system for the <br />Police Department, staff recommends an extension of the reduced maintenance services with NEC <br />Corporation of America, Inc. until the migration is complete. NEC telephone maintenance and <br />25A-1 <br />