HomeMy WebLinkAboutAgenda Report - July 17, 2019 C-16AGENDA ITEM
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AGENDA TITLE:Adopt Resolution Authorizing City Manager to Execute Amendment No. 2 to
Professional Service Agreement with Communications Strategies, of Sebastopol,
for Project Oversight and Management Support of Phone and Communication
Platform Deployment ($45,622.50)
MEET| NG DATE: July 17,2019
PREPARED BY: lnformation Technology Manager
RECOMMENDED ACTION: Adopt resolution authorizing City Manager to execute amendment
No. 1 to professional service agreement with Communications
Strategies, of Sebastopol, for project oversight and management
support of phone and communication platform deployment in an amount not to exceed $45,662.50.
BACKGROUND INFORMATION: The City currently uses an Avaya phone system for telephone
services. The voicemail is a by ESNA, a different system. Both
systems have reached end of life and are no longer supported by
their manufacturers. The City requires a more advanced telephony system to meet the technical
requirements of our customers and City staff. A newer telephony system will offer advanced analytics,
modern features for enhanced mobility and improved reliability. The new voicemail system will offer
improved functionality to our customers calling into the City, to receive call back, on-hold status and wait
times.
ln May 23,2018, the City hired Communication Strategies (Com-Strat), an independent technology
consulting company, to evaluate the City's needs and to provide recommendations for technology that
will support their long{erm telephone requirements. Com-Strat has prepared a report, in concert with
City's lT staff, to ensure that all assessments are based on the most current and accurate information.
The City's stated objectives for this report are to provide a feasibility study of City's telephone and
voicemail systems, to assist in determining the strategic direction the City might pursue for a system
replacement, and provide cost estimates.
Com-Strat has completed Phase 1, 2 and 3 of the proposed technology consulting services. City staff
desires to move fonivard with the project and recommends retaining the services of Com-Strat for
additional phases. Com-Strat has intimate knowledge of the City's network and telephony infrastructure
attained from a previous project. This gives Com-Strat a unique advantage to understanding the City's
requirements for a new phone system. The goal of this engagement will be Com-Strat to support the City
in providing project oversight and project management support to insure a successful deployment of the
City new phone and communications platform. This could include coordination with all vendors and client
personnel, develop detailed project plans as well as installation testing and acceptance criteria, develop a
business continuity plan, coordinate user training, supervise system installation, develop system testing
program, and supervise the project closure.
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APPROVED
r, City Manager
Adopt Resolution Authorizing City Manager to Execute Amendment No. 2 to Professional Service Agreement with
Communications Strategies, of Sebastopol, for Project Oversight and Management Support of Phone and Communication
Platform Deployment ($45,622.50)
July 17,2019
Page 2 of 2
FISCAL IMPAGT:A functioning phone system is critical to City operations. The contract is
managed by the lT Division, which is approximately 5O-percent funde.d by
the General Fund. There is no impact from the item that was a planned
expenditure in the Fiscal Year 2019/20 budget approved by Council.
10095000.72202
Andrew Keys
Deputy City Manager
Benjamin
lnformation Technology Manager
FUNDING AVAILABLE
RESOLUTTON NO. 2019-132
A RESOLUTION OF THE LODICITY COUNCILAUTHORIZING THE
CITY MANAGER TO EXECUTE AMENDMENT NO. 2 TO THE
PROFESSIONAL SERVICES AGREEMENT WITH
COMMUNICATION STRATEGIES, OF SEBASTOPOL, FOR PROJECT
OVERSIGHT AND MANAGEMENT SUPPORT OF TELEPHONE AND
COMMUNICATION PLATFORM ÐEPLOYMENT
WHEREAS, on May 23,2018, the City executed a Professional Services Agreement
with Communication Strategies, in the amount of $4,995, to evaluate the City's needs and to
provide recommendations for technology that will support the City's long{erm telephone
requirements; and
WHEREAS, on November 7, 2018, the City Council authorized the City Manager to
execute Amendment No. 1 to support the City in the development of a Request for Proposal,
review of responses, and the final selection of a vendor for the VolP replacement system
project; and
WHEREAS, staff recommends authorizing the City Manager to execute Amendment
No. 2 to the Professional Services Agreement with Communication Strategies to provide project
oversight and management support to ensure a successful deployment of the City's telephone
and communication platform, in an amount not to exceed $45,622.50.
NOW, THEREFORE, BE lT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute Amendment No. 2 to the Professional Services
Agreement with Communication Strategies, of Sebastopol, California, to provide project
oversight and management support of the City's telephone and communication platform
deployment, in an amount not to exceed $45,622.50
Dated: July 17,2019
I hereby certify that Resolution No. 2019-132 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held July 17,2019 by the following vote:
AYES COUNCIL MEMBERS - Johnson, Kuehne, Mounce, Nakanishi, and
Mayor Chandler
NOES COUNCIL MEMBERS - None
ABSENT: COUNCIL MEMBERS - None
ABSTAIN: COUNCIL MEMBERS - None
NNI F
2019-132
Clerk
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