HomeMy WebLinkAbout25E - AGMT - TELEPHONE SYS MAINTENANCEREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JULY 1, 2014
TITLE
FIRST AMENDMENT TO AGREEMENT
WITH NEC CORPORATION OF
AMERICA, INC. FOR TELEPHONE
SYSTEM MAINTENANCE
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
UT500TOWWO
❑ 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 NEC Corporation of America, Inc. to exercise an option for the first
one -year extension to the existing agreement for an amount not to exceed $190,000 per year
to provide maintenance services and related equipment for the City's telecommunications
systems.
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 NEC Corporation of America, Inc. for a one -year period for an amount not
to exceed $190,000 per year to provide maintenance services and related equipment for the
City's telecommunications system.
DISCUSSION
The City's voice communications network consists of 15 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, City Yard, Work Center, Parks and
Recreation 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: providing an on -site dedicated service
technician to perform repairs, moves, additions and changes; 24 -hour system monitoring and
25E -1
First Amendment to Agreement for
Telephone System Maintenance
July 1, 2014
Page 2
service response; replacement of any and all defective telephone system equipment; providing
engineering support; and providing new telephone equipment.
In June of 2011, the City Council approved a three -year agreement with NEC Corporation of
America, Inc. with provisions for three, 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 this agreement commenced on July 1, 2011 and will expire on June 30,
2014.
NEC Corporation of America, Inc. has provided excellent maintenance and service during the
term of its agreement with the City. The City Telecommunications staff recommends extending
the current agreement for a one -year period beginning on July 01, 2014. This will be the first
amendment to the agreement.
FISCAL IMPACT
Funds are budgeted and are available in the FY14 -15 Communication Services account for
contractual services (account no. 10210140 - 62300).
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez
Executive Director
Finance and Management Services Agency
CM
Exhibit: First Amendment to Agreement
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FIRST AMENDMENT TO AGREEMENT
THIS FIRST AMENDMENT TO AGREEMENT, is made and entered into this 1 st 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 NEC
Corporation of America, Inc., ( "Vendor "), collectively referred to herein as "the Parties ".
RECITALS
A. The Parties entered into Agreement A- 2011 -164 dated June 20, 2011, hereinafter
referred to as "Agreement ", for providing telephone system maintenance and products.
B. The Parties hereto now desire to amend the Tenn 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:
The City hereby exercises the option set forth in Section 2, "Term ", to extend the term for
an additional one year period, through June 30, MO. The Council also authorizes the City
Manager and the City Attorney to execute the remaining two (2) extension options on this
Agreement.
2. 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 First Amendment to
Agreement the date and year first above written.
ATTEST:
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
SONIA R. CARV
City AAgmey /
JOSEPH STRAKA
Assistant City Attorney
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CITY OF SANTA ANA
DAVID CAVAZOS
City Manager
NEC Corporation of America, Inc.
Signature Date
Name:
Tax ID#
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