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Agenda Report
September 15,2025
TO: Honorable Mayor and City Council
FROM: Department of Information Technology
SUBJECT: AUTHORIZE THE CITY MANAGER TO AMEND CITY CONTRACT NO. 31790 WITH VOX NETWORK SOLUTIONS, INC. TO EXTEND THE
CONTRACT TERM TO JUNE 30, 2026 FOR TELECOM SYSTEMS
MAINTENANCE COVERAGE AND PROFESSIONAL SERVICES
WITHOUT INCREASING THE AUTHORIZED TOTAL NOT TO EXCEED
AMOUNT ON THE CONTRACT
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the recommended actions are exempt from the California Environmental Quality Act ("CEQA") pursuantto State CEQA Guidelines per Section 15061 (b) (3), the "common sense" provision that CEQA only applies to projects that may have an effect on the environment;
2. Authorize the City Manager to amend Contract 31790 with Vox Network Solutions, Inc., to extend the contract term by nine months from September 30, 2025 to June 30,2026. Competitive bidding is not required pursuant to City Charter Section 1002(F) contracts for professional or unique services; and
3. Authorize the City Manager to approve no-cost amendments to the subject contract including durational extensions.
BACKGROUND:
The Department of Information Technology (DolT) oversees the City's telecom voice systems including telephones, contact centers, voicemail, and Interactive Voice Response (IVR). These systems are available 24/7 providing critical communication services to every City department across forty-two locations including the Police Department, fire stations, libraries, community centers, and City Hall, among others.
In July 2020 City Council approved a three-year contract, 31790, with Vox Network Solutions, Inc. (Vox) through a competitive selection process. This contract provides remote and on-site maintenance and support for the legacy telecom systems, ensuring consistent reliability and availability, and supplying replacement parts for any failed -^
MEETING OF _9/15/2025_AGENDA ITEM NO.6
Authorization to Amend Contract No. 31790
September 15, 2025
components. On September 11, 2023, Council approved an extension of this contract, and it is set to expire on September 30, 2025.
Over the past two years, DolT staff has been replacing the legacy telephone system with Microsoft Teams Phone System and Five9 Contact Center th rough a contract with NWN Corporation (NWN) that was approved by Council on April 24, 2023. TTiis transition is nearing completion with all contact centers completed, and a few departments remaining. Until the transition is completed, the legacy systems still need to be maintained and supported.
Staff therefore recommends amending contract #31790 with Vox to extend maintenance an d support services for the legacy systems for an additional nine months, th rough June 30, 2026 when, duhng that time, it is expected the new systems will be fully implemented. No increase is needed on the con tract authorized not to exceed amount.
There are no other active contracts with Vox Network Solutions, Inc.
COUNCIL POLICY CONSIDERATION:
This proposed contract extension with Vox Network Solutions, Inc. aligns with the City Council's goal to improve, maintain and enhance public facilities infrastructure by providing a high quality of publicservice, which adds to the quality of life in the City and increases its attractiveness through more efficient management of resources.
ENVIRONMENTAL ANALYSIS:
The actions proposed herein are exempt from the CEQA pursuant to State CEQA Guidelines Section 15061 (b)(3), the "common sense" provision of CEQA (formerly the general rule), which applies to projects which may have the potential for causing a significant effect on the environment. The approval to extend an existing contract for maintenance and support on an existing system will not have a significant effect on the environment.
Authorization to Amend Contract No. 31790
September 15, 2025
FISCAL IMPACT:
This time extension will not require an additional budget appropriation and there are no in direct or support costs anticipated as a result of this contract. The remainder of the funds on the contract will be spent in the current fiscal year.
Respectfully submitted,
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PHILLIP LE^LAIR
Chief Information Officer
Department of Information Technology
Prepared by:
J^loapfia Gorriceta-Rojo
l^larfagement Analyst III
Department of Information Technology
Approved by:
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MARQUEZ
City Manager