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Home My WebLink About2010 09 27 Consent 203 Orlando Business Telephone Systems Professional Services Agreement Second Addendum COMMISSION AGENDA Informational ITEM 203 Consent X Public Hearings Re ular September 27, 2010 C./ Regular Meeting Mgr. / Dept. Authorization REQUEST: Information Services requests Commission approve the Orlando Business Telephone Systems (OBTS) Professional Services Agreement Second Addendum, authorize renewal and payment of the annual maintenance and support agreement not to exceed $11,676, and authorize the City Manager and City Attorney to prepare and execute any and all applicable documents. SYNOPSIS: OBTS is the City's current telephone system vendor who provides all of the City's telephone maintenance and support services. The current maintenance agreement is due to expire on 9/30/2010; therefore, an extension of the agreement is needed in order to ensure continued support of the telephone system. The City intends to research options for replacing the telephone system in the upcoming year. CONSIDERATIONS: The current telephone system was purchased and installed in 1997. Because of the age of the system and diminishing options for continued maintenance of the system, the City plans to research options for replacing the telephone system in the upcoming fiscal year. • In 2008, the City solicited bids for telephone system maintenance and support (RFP #002 /09 /JD). OBTS was awarded the contract (Consent 206 12/8/2008) with the term set to expire 9/30/2009. • The contract was extended for 1 year via an addendum as permitted in the original contract with the term set to expire on 9/30/2010. Because the City intends to research options for replacement of the telephone system, and because the City anticipates the research, RFP, and award of project to take several months, Information Services is CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - SEPTEMBER 27, 2010 CONSENT AGENDA ITEM "203" PAGE 2 OF 2 requesting that the contract be extended via a Second Addendum, on a month -to -month basis. The City's monthly payment shall serve to notify OBTS of the City's intent to continue the term of the agreement for an additional month. Each month's payment shall be due the first of each month. Total payments shall not exceed $11,676 for the year and the term shall not continue beyond 9/30/2011. The City shall retain the right to discontinue the agreement at its sole discretion at any point during the term of the agreement. FISCAL IMPACT: $11,676. This item is budgeted in Information Services Department 1340- 54633. COMMUNICATION EFFORTS: No extra communication efforts are necessary at this time. RECOMMENDATION: Information Services requests Commission approve the Orlando Business Telephone Systems (OBTS) Professional Services Agreement Second Addendum, authorize renewal and payment of the annual maintenance and support agreement not to exceed $11,676, and authorize the City Manager and City Attorney to prepare and execute any and all applicable documents. ATTACHMENTS: ATTACHMENT 1 — Second Addendum (2 Pages) ∎ � ri r. -a c k rY , x, T i PROFESSIONAL SERVICES AGREEMENT (Telephone System Service and Maintenance) SECOND ADDENDUM THIS SECOND ADDENDUM ( "Second Addendum "), made and entered into the last date indicated below, by and between the CITY OF WINTER SPRINGS, FLORIDA, a Florida municipal corporation, whose address is 1126 East State Road 434, Winter Springs, Florida (hereinafter the "City "), and ORLANDO BUSINESS TELEPHONE SYSTEMS, INC., a Florida corporation, whose address is 4558 Southwest 35" Street, #300, Orlando, Florida (hereinafter the "Contractor "). RECITALS: WHEREAS, the parties previously entered into a Professional Services Agreement and Addendum thereto (collectively "Agreement ") for the provision of telephone system service and maintenance; and WHEREAS, the current term of the Agreement expires on September 30, 2010 and the parties desire to extend the term of the Agreement on a month -to -month basis as the City evaluates and pursues upgrading its telephone system within the next fiscal year; and WHEREAS, the parties desire extend the term of the Agreement and additionally modify the Agreement pursuant to the terms and conditions set forth herein. NOW, THEREFORE, in consideration of the mutual promises contained herein, the sufficiency of which is hereby acknowledged, it is agreed by the parties as follows: 1.0 Recitals. The foregoing recitals are true and correct and are hereby incorporated herein by reference as a material part of this Second Addendum. 2.0 Term. Commencing on October 1, 2010, the term of the Agreement shall continue on a month - to -month basis at the sole option of the City, but in no case shall the term of this Agreement continue beyond September 30, 2011. 3.0 Compensation. The City shall remit payment to Contractor for October 2010 no later than October 15, 2010. For each additional month this Agreement remains in effect, the City shall remit payment to Contractor no later than the first day of the month. The City's payment to Contractor shall serve to notify Contractor of City's intent to continue the term of the Agreement for an additional month. 4.0 All Other Terms and Conditions. All other terms and conditions of the Agreement not expressly modified herein, shall remain in full force and effect. IN WITNESS WHEREOF, and intending to be legally bound hereby, the parties cause this Second Addendum to be executed by their respective authorized officials. [EXECUTION PAGE FOLLOWS] SECOND ADDENDUM TO PROFESSIONAL SERVICES AGREEMENT Page 1 of 2 CONTRACTOR: CITY: ORLANDO BUSINESS TELEPHONE CITY OF WINTER SPRINGS, FLORIDA SYSTEMS, INC. By: By: Kevin L. Smith, City Manager Print Name: Title: Date: Date: SECOND ADDENDUM TO PROFESSIONAL SERVICES AGREEMENT Page 2 of 2 PROFESSIONAL SERVICES AGREEMENT (Telephone System Service and Maintenance) SECOND ADDENDUM THIS SECOND ADDENDUM ( "Second Addendum "), made and entered into the last date indicated below, by and between the CITY OF WINTER SPRINGS, FLORIDA, a Florida municipal corporation, whose address is 1126 East State Road 434, Winter Springs, Florida (hereinafter the "City "), and ORLANDO BUSINESS TELEPHONE SYSTEMS, INC., a Florida corporation, whose address is 4558 Southwest 35' Street, #300, Orlando, Florida (hereinafter the "Contractor "). RECITALS: WHEREAS, the parties previously entered into a Professional Services Agreement and Addendum thereto (collectively "Agreement ") for the provision of telephone system service and maintenance; and WHEREAS, the current term of the Agreement expires on September 30, 2010 and the parties desire to extend the term of the Agreement on a month -to -month basis as the City evaluates and pursues upgrading its telephone system within the next fiscal year; and WHEREAS, the parties desire to extend the term of the Agreement and additionally modify the Agreement pursuant to the terms and conditions set forth herein. NOW, THEREFORE, in consideration of the mutual promises contained herein, the sufficiency of which is hereby acknowledged, it is agreed by the parties as follows: 1.0 Recitals. The foregoing recitals are true and correct and are hereby incorporated herein by reference as a material part of this Second Addendum. 2.0 Term. Commencing on October 1, 2010, the term of the Agreement shall continue on a month - to -month basis at the sole option of the City, but in no case shall the term of this Agreement continue beyond September 30, 2011. 3.0 Compensation. The City shall remit payment to Contractor for October 2010 no later than October 15, 2010. For each additional month this Agreement remains in effect, the City shall remit payment to Contractor no later than the first day of the month. The City's payment to Contractor shall serve to notify Contractor of City's intent to continue the term of the Agreement for an additional month. 4.0 Al] Other Terms and Conditions. All other terms and conditions of the Agreement not expressly modified herein, shall remain in full force and effect. IN WITNESS WHEREOF, and intending to be legally bound hereby, the parties cause this Second Addendum to be executed by their respective authorized officials. [EXECUTION PAGE FOLLOWS] SECOND ADDENDUM TO PROFESSIONAL SERVICES AGREEMENT Page 1 of 2 CONTRACTOR: CITY: ORLANDO BUSINESS TELEPHONE CITY OF WINTER SPRINGS, FLORIDA SYSTEMS, INC. By: By: K m L. Smit , City Manager Print Name: Title: Date: / Date: SECOND ADDENDUM TO PROFESSIONAL SERVICES AGREEMENT Page 2 of 2