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: DECEMBER 17, 2024
FROM: FINANCE DEPARTMENT
SUBJECT: AUTHORIZE ADDENDUM TO AGREEMENT FOR TELEPHONE
SYSTEM MAINTENANCE AND REPAIR SERVICES
ATTACHMENT (Y/N): YES ITEM # 16
GOVERNMENT CODE § 84308 APPLIES: YES
RECOMMENDATION:
That the City Council, by Motion, waive the sealed bid requirement of Council Policy
4.0 and authorize the Purchasing Agent to issue Addendum #1 to the Service Agreement with Multimedia Integrated Technology, Inc. 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 $8,995 plus applicable taxes.
DISCUSSION:
In September 2015, City Council approved a contract with IT to provide telephone maintenance services and in November 2022 Council approved an extension to the agreement. This agreement has allowed IT to maintain the 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.
This item will support the continuation of repair and maintenance services to ensure the city’s phone system remains reliable. Technological advancements since the implementation of the current system have prompted a review of available phone systems. Currently City Staff is working on a project to replace the legacy system with a new VoIP solution, and in the coming months, an award recommendation will be brought to the council approval. A new system implementation is expected to take approximately twelve (12) months; this new agreement with IT will extend the maintenance and support services of the current system for an additional one-year period with the option to extend on a month-to-month basis after the initial 12-month period.
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 Authorize Addendum to Agreement for Telephone System Maintenance and Repair Services December 17, 2024
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 and reduce the month-to-month rate for the renewal period from the current rate of $9,469 to a lower month-to-month rate of $8,994.
IMPACT ON BUDGET:
Sufficient funds are included in the Finance Department’s FY 2024/25 budget from Information Services funds. Subsequent years’ renewals will be subject to available budget appropriations.
Respectfully submitted, Concurred by,
Kari Bouffard Deborah A. Moreno
Purchasing Agent Finance Director/City Treasurer
Attachment:
1. Addendum to Agreement
2. Agreement