200 S. Anaheim Blvd.
Suite #620
Anaheim, CA 92805
Tel: (714) 765-5110
Fax: (714) 765-5288
www.anaheim.net
CITY COUNCIL AGENDA REPORT
City of Anaheim
FINANCE DEPARTMENT
DATE: NOVEMBER 15, 2022
FROM: FINANCE DEPARTMENT
SUBJECT: AUTHORIZE AGREEMENT FOR TELEPHONE SYSTEM
MAINTENANCE AND REPAIR SERVICES
ATTACHMENT (Y/N): YES ITEM # 13
RECOMMENDATION:
That the City Council, by Motion, waive the sealed bid requirement of Council Policy
4.0 and authorize the Purchasing Agent to enter into an Agreement with Multimedia Integrated Technology dba Integrated Technology (IT), Tustin, California, in an amount not-to-exceed $108,000 plus applicable taxes, for telephone system maintenance and repair services for a one-year period and authorize the extension of the agreement on a month to month basis for up to an additional twelve months at a monthly amount not-to- exceed $9,500 plus applicable taxes.
DISCUSSION:
In September 2015, the City Council approved a contract with IT to provide telephone maintenance services. Since then IT has maintained phone systems at 15 city locations and has performed all duties commendably. IT is fully certified in all voice products utilized by the City and possesses unique knowledge of the City's infrastructure. With the largest spare parts inventory in Southern California, they are able to quickly and properly address phone system concerns allowing the City to maintain uninterrupted phone connectivity.
Since the end of the five year agreement in 2020, the City has operated on a year to year basis. This item will allow the continuation of the repair and maintenance services to help ensure phone system reliability for the City. The plan developed for the system replacement is anticipated to take up to 24 months to fully implement. This new agreement will extend the maintenance and support services on the current system for up to that anticipated two-year period.
The service rates with IT have remained the same throughout the last six years. Services include the cost of maintaining 15 sites, 24-hour per day system monitoring, guaranteed response times, stocking of critical parts, full replacement of all failing hardware and software, preventative maintenance work, monthly backups of the systems, up to 20 hours per month of moves, adds, or changes to the systems, and remote emergency assistance for up to 10 incidents monthly. IT has agreed to hold the same rates for the one-year period. Monthly costs for the renewal period will be fixed for the entire term.
Authorize Agreement for Telephone System Maintenance and Repair Services November 15, 2022
IMPACT ON BUDGET:
Sufficient funds are available in the Finance Department Information Technology Capital Projects budget for Fiscal Year 2022/23. Subsequent years’ renewals will be subject to available budget appropriations.
Respectfully submitted, Concurred by,
Barrick L. Bartlett Deborah A. Moreno
Purchasing Agent Finance Director/City Treasurer
Attachment:
1. Agreement