TITLE
Recommendation to authorize City Manager to execute an agreement with Verizon Business Network Services, Inc., of Thousand Oaks, CA (not an MBE, WBE, SBE, or Local), to provide 911 emergency telephone services to the City's Emergency Communication and Operations Center in an annual amount of $94,000, and authorize a 10 percent contingency of $9,400 for a total annual amount not to exceed $103,400 for a period of three years, with the option of renewing for two additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is being requested to enter into an annual agreement with Verizon Business Network Services, Inc. (Verizon), to provide 911 emergency telephone services to the City's Emergency Communications and Operations Center (ECOC).
On October 8, 2002, the City Council approved a ten-year contract with Verizon California, Inc., to provide 911 services at the ECOC. Services included construction costs to build and install the required circuits, maintenance of the physical infrastructure, and 911 routing and database services to provide caller identification and address lookup information at a cost not to exceed $125,000 per year, exclusive of taxes and fees.
The original ten-year agreement expired on March 9, 2013. To maintain continuity of emergency telephone services, staff is recommending renewing its agreement for 911 emergency telephone services with Verizon to save the substantial cost of installing new circuits and infrastructure that would be required if the City were to transition to a different provider. These costs are estimated at over $1 million; therefore, no useful purpose would be served by advertising for bids and to do so would be deemed an unnecessary expenditure of public funds and staff time. While discussions were taking place to amend the agreement prior to March 9, 2013, it was determined a new agreement would be necessary because some of the original terms could not be included, and some of the specific services may no longer be required. At its meeting on April 23, 2013, the City Council approved an interim solution by approving the amendment to extend Agreement No. 28035 for five months with Verizon California, Inc. to provide 911 services at the ECOC.
As a result of the new agreement, the annual cost to provide 911 emergency telephone services to the City's ECOC will be reduced to approximately $94,000 per year, a savings of approximately $30,000 annually.
This matter was reviewed by Deputy City Attorney Gary Anderson on August 29, 2013 and by Budget Management Officer Victoria Bell on September 10, 2013.
TIMING CONSIDERATIONS
City Council action is requested on October 1, 2013 to ensure continuity of 911 services at the ECOC.
FISCAL IMPACT
Annual expenditures are estimated at $94,000 plus a 10 percent contingency amount of $9,400 for future price increases, for a total annual amount not to exceed $103,400 during the term of the agreement. Sufficient funding is budgeted as part of the costs recovered from client departments through the annual Department of Technology Services MOU. The Police (PD) and Fire (FD) Departments will continue to support their half of the costs. Sufficient funds are budgeted in the General Services Fund (IS 385) in the Technology Services Department (TS) and in the budgets of the Police (PD) and Fire (FD) Departments in the General Fund (GP) to support this activity. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
CURTIS TANI
DIRECTOR OF TECHNOLOGY SERVICES
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER