City Council Agenda Report
Meeting Date: March 18, 2025
From: Brian Saeki, City Administrator
Department: City Administration
Submitted by: Sara Sandoval, Senior Administrative Assistant Subject
Support Agreement Purchase Order with AT&T for VESTA 9-1-1 System Maintenance and Additional Funds for AT&T Network Services
Recommendation
A. Approve and authorize issuance of a Purchase Order to AT&T for an amount not-to-exceed $44,020.67, for a one-year term extension of the Support Agreement for the VESTA 9-1-1 system from April 16, 2025 to April 15, 2026 and;
B. Approve supplemental funds in the amount of $176,000 for Contract No. 20230186 with AT&T for anticipated invoice payments for various telecommunications and network services through the termination of the Contract on January 16, 2026.
Background
The Vernon Police Department (VPD) Dispatch relies on the VESTA 9-1-1 emergency call handling system provided by AT&T. The existing maintenance agreement for the VESTA system is set to expire on April 15, 2025. AT&T has provided a quote to renew the support agreement for an additional year (Attachment 1). The Support Agreement extends coverage from April 16, 2025 through April 15, 2026 at a cost of $23,291.97 and is essential to guarantee uninterrupted support and timely system updates as outlined in the Extended Maintenance Scope of Work (Attachment 2). The quote provided by AT&T also includes the cost of replacing existing power supply (UPS) units. The California Office of Emergency Services (Cal OES) has agreed to reimburse Public Safety Answering Points (PSAPs) for the additional years of maintenance support as well as the purchase of new UPS units.
Due to the age of the current UPS units, the replacement of these components is necessary to ensure uninterrupted operation of the 9-1-1 system. The cost of replacing the five existing UPS units is $18,759 plus tax. Although tax has been calculated at a rate of 10.25% on the quote, staff anticipates paying the new tax rate of 10.50% that goes into effect on April 1, 2025 as a result of the County’s Measure A approved by voters in November 2024. Anticipated tax for the UPS units is $1,969.70 for a total cost of $20,728.70.
The State does not allow AT&T to bill Cal OES directly for the maintenance services, however PSAPs can be reimbursed for the funds spent on maintenance and UPS replacements. The City would issue a purchase order (PO) referencing the attached quote, and AT&T would invoice the City accordingly. The City would then seek reimbursement from Cal OES for the total cost of the extended maintenance and replacement of UPS units of $44,020.67.
The renewal of the maintenance agreement with AT&T for the VESTA 9-1-1 system is essential to ensuring the continued reliability of emergency services provided by the VPD. The State’s reimbursement for maintenance services and UPS replacement ensures that this necessary upgrade can be completed with minimal cost to the City. Approval of the maintenance renewal will allow the City to maintain uninterrupted 9-1-1 services while complying with the State’s reimbursement processes.
Supplemental Funds for Contract No. 20230186
In 2023, the City executed an Authorization to Order (ATO) with AT&T for various telecommunications and network services for a 3-year period ending on January 16, 2026 (Contract No. 20230186). The agreement was for a total amount not-to-exceed $294,000 for the 3-year term. However, additional funds are needed due to a rise in telecommunication service usage, such as higher call volume and data usage, inflation, and price increases in equipment and services, which have resulted in higher than anticipated invoice totals. Based on usage over the last two years, the IT Division is requesting $176,000. in additional funds to be added to Contract No. 20230186 to pay all upcoming AT&T invoices from now until the termination of the Contract on January 16, 2026.
Pursuant to VMC Section 3.32.030(B), City Council approval is required if, in the 12 months preceding the effective date of the proposed new, renewed, or otherwise amended contract, the City has paid or awarded the proposed vendor more than $100,000 pursuant to contract(s) with the vendor. Within the past 12 months, the City has paid AT&T approximately $210,753.79.
The Support Agreement quote, and related Scope of Work from AT&T have been reviewed and approved-as-to-form by the City Attorney.
Fiscal Impact
The total fiscal impact is not-to-exceed $220,020.67. Sufficient funds are available for the $44,020.67 for the AT&T VESTA 9-1-1 System in General Fund - IT Department - Repairs and Maintenance - IT 011-010-110-529110 (Project No. IT00230009-0200-0200) for the current fiscal year (FY). Staff expects to receive reimbursement for the VESTA related expenditures from Cal OES. Sufficient funds for the supplemental funds of $176,000 for Contract No. 20230186 are available in the General Fund - IT Department - Utilities - IT 011-010-110-526010 (Project No.
IT00230009-0190-0190). Funds will be budgeted accordingly in FY 2025-2026 for both projects.
Attachments
1. AT&T Vesta Maintenance Renewal Quote
2. Extended Maintenance VESTA SOW