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AGENDA REPORT
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| | | | | | | | DATE:
| April 7, 2020
| TO:
| Mayor and City Council
| FROM:
| Stefan T. Chatwin, City Manager 
| | SUBJECT: | Resolution 2020-48 of the City Council of the City of Fairfield Authorizing the City Manager to Execute a New Agreement to Continue Service and Support of the Voice Over Internet Protocol Telephone Service with Avaya Inc. |
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| | | | | | | | | RECOMMENDED ACTION | | Adopt resolution. |
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| | | | | | | | | STATEMENT OF ISSUE | | The attached resolution authorizes the City of Fairfield (“City”) to enter into a new Customer Service Agreement with Avaya Incorporated (“Avaya”) for the service and support of the City’s Voice Over Internet Protocol ("VoIP") telephone system. |
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| | | | | | | | | DISCUSSION | In 2014, the City completed its transition from a Fujitsu PBX telephone solution to an Avaya VoIP system. The Avaya system provides telephone service for every department in the City, and is most recognizable by the grey Avaya telephones the City uses. The project included an initial three-year Maintenance Agreement ("MA") and renewed in 2017.
Avaya is the manufacturer and sole vendor for this system. Under the current City MA with Avaya, only Avaya (through their designated certified technicians) may provide technical and physical support to the Avaya VoIP system.
As the City’s prior three-year MA with Avaya for service and support expired 3/1/20, the recommendation is to enter into a new Customer Service Agreement again with a three-year contract. Support services will be provided for an initial term of one year, and will be automatically renewed for a second and a third year unless the City provides Avaya with 30-days written notice of its intent not to renew prior to the expiration of the then-current term. Non-renewal is not subject to any cancellation fees. During each one-year term, the City will also have the option to terminate for convenience upon 90-days written notice; however, termination in the middle of a term will be subject to fees.
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| | | | | | | | | FINANCIAL IMPACT | | The proposed agreement is for a not-to-exceed total of $329,835 for the three-year term, including a 10% contingency for service performed outside of covered maintenance. The initial year will be $102,903 with a $10,300 contingency, years 2 and 3 are each $98,466, with contingency of $9,850 each. The proposed maintenance contract is budgeted for in the Telephone Internal Service Fund 523-99-000-8418. |
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| | | | | | | | | CITY COUNCIL WORKPLAN | Community Safety
| Community Infrastructure | Quality of Life | | Financial and Operational Sustainability | Economic Development | Travis Air Force Base |
| City Council Goal this item supports:
Financial and Operational Sustainability |
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| | | | | | | | | Project: | Routine item not recommended for inclusion in the Workplan
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| | | | | | | | | PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION | N/A
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| | | | | | | | | ALTERNATIVE ACTION | | Should Council choose not to approve the Resolution, the City would pay for maintenance services when needed via time and materials from a local telephone contractor and be subject to technician availability with no response time guarantee. The City would run the risk that no local contractor may be available who has the appropriate Avaya certifications to do the needed work, thereby jeopardizing the City's position to quickly repair any disturbances in telelphone services. |
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| | | | | | | | | STAFF CONTACT | Tim Shephard, IT Project Manager
(707) 428-7720
tshephard@fairfield.ca.gov
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| | | | | | | | | COORDINATED WITH | City Attorney's Office
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| REVIEWERS: | | Reviewer | Action | Date | | Answerer | Approved | 3/5/2020 - 12:01 PM | | Pirouzmand, Farbod | Approved | 3/5/2020 - 12:06 PM | | Alexander, Amber | Approved | 3/17/2020 - 4:40 PM | | Alexander, Amber | Approved | 3/30/2020 - 1:37 PM |
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