HomeMy WebLinkAbout25B - AGMT TELEPHONE SYSTEM MAINTREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JULY 16, 2007
TITLE:
AGREEMENT FOR TELEPHONE SYSTEM
MAINTENANCE
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CIT ANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
^ As Recommended
^ As Amended
^ Ordinance on 1" Reading
^ Ordinance on 2n0 Reading
^ Implementing Resolution
^ Set Public Hearing For_
CONTINUED TO
FILE NUMBER
Direct the City Attorney to prepare and authorize the City Manager and the
Clerk of the Council to execute a two-year agreement with NEC Unified
Solutions, Inc. to provide maintenance services and related equipment for
the City's telecommunications system in an annual amount not to exceed
$220,000 per year with provision for two one-year renewals.
The City's voice communications network consists of 32 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
2,400 voice, fax, and modem extensions. Three years ago this telephone
system network was upgraded to state-of-the-art technology.
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.
A competitive bid process was conducted to solicit proposals from
telecommunications system maintenance/service vendors. A "Request for
Proposal" (RFP) was developed which defined the City's telephone system
maintenance and service requirements as well as proposal evaluation
criteria. The RFP was advertised in April and May, 2007, and sent to 22
prospective vendors.
25B-1
Agreement for Telephone
System Maintenance
July 16, 2007
Page 2
The City received four written proposals. An evaluation team consisting of
four Information Services and Telecommunications staff reviewed and
evaluated the proposals. Points were assigned to each Vendor's proposal
based on several categories of requirements defined in the RFP. Below is a
summary of the points rated for each vendor:
NEC Unified Solutions, Inc. 91 points
Digital Telecommunications Corp. 79 points
NEXUS IS, Inc. 75 points
KDDI America, Inc. 63 points
Based upon this review and assessment, staff believes that NEC Unified
Solutions, Inc. is best qualified to service the City and recommends that
it be awarded the agreement. The contract will take effect upon the end of
the existing contract so as to provide continuous uninterrupted service.
FISCAL IMPACT
Funds are budgeted and available in the FY 07-OS Communication Services
account for contractual services (account no. 102-171-6291).
APPROVED AS TO FUNDS AND ACCOUNTS:
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Francisco Gutierrez
Executive Director
Finance & Management Services AgencvA.!
25B-2