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Home My WebLink About25D - TELEPHONE SYSTEM MAINTREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JUNE 01, 2009 TITLE FIRST AMENDMENT TO AGREEMENT WITH NEC UNIFIED SOLUTIONS FOR TELEPHONE SYSTEM MAINTENANCE CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 1ST Reading ^ Ordinance on 2"d Reading ^ Implementing Resolution ^ Set Public Hearing For_ CONTINUED TO FILE NUMBER 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 first 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 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. 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 a Unified Solutions, Inc. with provisions for provide telephone maintenance, repairs, and systems and services for City Hall and all of this agreement commenced on July 1, 2007 2009. two-year agreement with NEC two, one-year renewals, to installation of replacement off-site locations. The term and will expire on June 30, 25D-1 Amendment To Agreement with NEC UNIFIED SOLUTIONS, INC. June 01, 2009 Page 2 NEC Unified Solutions, Inc. has provided excellent maintenance and service during its Agreement with the City. The City Telecommunications Services staff recommend extending the current agreement for a one-year period. This will be the first amendment to the agreement. FISCAL IMPACT Funds are budgeted and are available in the FY 09-10 Communication Services account for contractual services (account no. 102-171-6291). APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Management Services Agency 25D-2 FIRST AMENDMENT TO AGREEMENT THIS FIRST AMENDMENT, is made and entered into this 1st day of June 2009, 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. The Parties hereto now desire to 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 1 July 2009 through June 30, 2010. 2. Section 1 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. • 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. 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. 25D-3 City, with fifteen (15) day prior written notice, change the number of days per week of on- site dedicated technician support, with a corresQonding increase/reduction in the System Maintenance Related Charges, as set forth in Exhibit B-1, attached hereto. The City shall retain the ri t to specify the weekly business days on which the technician will be on-site. 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 maybe adjusted by the CTC from 8-5 on an as- neededbasis 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 by amending Exhibit B, as follows: A. Exhibit B. Part 2. Price Proposal -System Maintenance Related Charges (page 38 of 43) is deleted in its entirety and replaced with Exhibit B-1, attached hereto and incorporated by reference. Charges for the 2009-10 fiscal year shall be as set for Year Three on said Exhibit B-1. B. For the purpose of determining the monthly Station/Truck Port Charge and Voice Mail Port Charge, a count of the ports in use by the City will be made as of the first working day of each month. This count will be used as the basis for calculating the monthly Station/Truck Port Charge and included on the monthly invoice for services from NEC to the City. The count will be performed by the NEC On-site Technician and confirmed by the City Telecommunication Coordinator. C. As set forth in Section 2, above, the City may reduce (or subsequently increase) the number of days per week of on-site dedicated technician support. In the event City chooses to reduce the number of days of on-site dedicated technician services, the On-Site Dedicated Technician Charges will be reduced (or increased) in conformance with the rates set forth in Exhibit B-1. 4. Except as hereinabove modified, the terms and conditions of said Agreement remain unchanged and in full force and effect. // // 25D-4 IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to said Agreement the date and year first above written. ATTEST: PATRICIA E. HEALY Clerk of the Council APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney By: Laura Sheedy Assistant City Attorney CITY OF SANTA ANA DAVID N. REAM City Manager NEC UNIFIED SOLUTIONS, INC. (NAME) Title: 25D-5 d~ A V V v~ a 0 .Q .~ O cd a~ U u d O. 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