HomeMy WebLinkAboutE-10 Staff Report - Amendment for Telecommunications AssessmentCONSENT ITEM
E-10
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: ANN GRAF, DIRECTOR OF INFORMATION TECHNOLOGY &
LIBRARY SERVICES
DATE: NOVEMBER 19, 2018
SUBJECT: REQUEST TO APPROVE AMENDMENT TO AGREEMENT WITH CLIENT
FIRST TELECOMMUNICATION SERVICES
BACKGROUND:
In March of 2018 the City Manager executed an agreement with Client First to a provide
Telecommunication operational needs assessment and strategy for replacement services for the existing
phone system which is 25 years old. This has been completed and with this information we now move
onto phase two. The City is requesting additional services for phase two which includes preparation of
competitive Request for Proposals (RFP) for a phone/telecommunication system, network and cable
infrastructure upgrades and vendor selection.
RECOMMENDATION:
Staff recommends the City Council take the following actions:
1)Approve the first amendment with Client First, not-to-exceed annual amount of $ 52,000; and
2)Authorize the City Manager to sign the first amendment between the City and Client First, in a
form acceptable to the City Attorney, on behalf of the City.
3)Approve $27,000 of Information Technology Funds for the phone/telecommunication system
that were not included as part of the FY2018-19 approved budget.
ANALYSIS:
The City has an aging telecommunications system purchased approximately 25 years ago. Support for
software and hardware is end of life, the vendor has limited support available and parts will become
difficult to find as the system continues to age. The system no longer meets the City’s operational
needs. We have completed a detailed review of the existing telecommunications system and equipment
APPROVED
CITY COUNCIL
11/19/2018
First Amendment First Client
November 19, 2018
and evaluated alternatives and options regarding the existing system. We have the information needed
for the preparation of a request for proposal for a new phone system and a request for proposal for
cabling upgrades that will be required.
The network infrastructure will be reviewed, and recommendations will be made to upgrade or replace
equipment that will support a new Voice over Internet Protocol (VoIP) system, which will be
incorporated into the RFP.
FISCAL IMPACT:
The adopted FY 2018-19 budget includes $25,000 for telecommunication consulting services in the IT
Fund account numbers 48-49-930-000-6499 and 48-49-942-000-6499. Upon approval of the
recommended actions, staff will prepare a FY 2018-19 budget amendment in the amount of $27,000
with a 50/50 split in the aforementioned account numbers. The budget amendment will result in a
$13,500 fund balance reduction in both the General Fund and Light & Water Consumer Services
Fund. Total project cost is not to exceed $52,000.
Prepared by: Fiscal Impact Review:
Ann Graf Talika M. Johnson
Director of Information Technology Director of Finance
& Library Services
Reviewed and Approved:
Sergio Gonzalez
City Manager
Attachment:
1) First Amendment with Client First
45635.01000\31368292.1 -1 -
CITY OF AZUSA
FIRST AMENDMENT TO
AGREEMENT FOR TELECOMMUNICATIONS ASSESSMENT
1.PARTIES AND DATE.
This First Amendment to the Agreement for Telecommunications Assessment Services
(“First Amendment”) is entered into on the ____ day of ________, 20___, by and between the
City of Azusa (hereinafter referred to as the “City”) and Client First (hereinafter referred to as
the “Consultant”. City and Consultant are sometimes collectively referred to herein as the
“Parties.”
2.RECITALS.
2.1 Agreement. The Parties entered into that certain Agreement for
Telecommunications Services dated March 22, 2018 (“Agreement”).
2.2 First Amendment. The Parties now desire to amend the Agreement in order to
Revise the scope of services to be provided by Consultant; and to increase the total compensation
under the Agreement.
3.TERMS.
3.1 Scope of Services. The Agreement is hereby amended to include the scope of
services set forth in Exhibit “A,” attached hereto and incorporated herein by reference.
Compensation. The total compensation for the Services provided pursuant to this First
Amendment shall not exceed Fifty -Two thousand Dollars ($52,000) without written approval of
the City Manager. Consultant shall receive compensation, including authorized reimbursements,
for all Services rendered under this First Amendment at the rates set forth in Exhibit “A”
attached hereto.
3.2 Remaining Provisions of Agreement. Except as otherwise specifically set forth in
this First Amendment, the remaining provisions of the Agreement shall remain in full force and
effect.
Attachment 1
45635.01000\31368292.1 - 2 -
IN WITNESS WHEREOF, the parties have executed this First Amendment to Agreement
on this ____ day of __________, 20__.
CITY OF AZUSA CLIENT FIRST
By:
Sergio Gonzales City Manager
By:
David Krout, Managing Partner
ATTEST:
By:
Jeffrey Lawrence Cornejo, Jr. City Clerk
By:
APPROVED AS TO FORM:
By:
Best Best & Krieger LLP
City Attorney
45635.01000\31368292. 1 A-1
EXHIBIT “A”
TO FIRST AMENDMENT TO
AGREEMENT FOR TELECOMMUNICATION ASSESSMENT SERVICES
SCOPE OF SERVICES AND COMPENSATION
45635.01000\31368292. 1 B-2