R2007-60 AUTHORIZING CONTRACT - Laserfiche WebLink

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MANAGEMF,NT SERVICES DEPARTMENT MIS DIVISION Memorandum No. 2007-OS April 11,2007 MEMO TO: Honorable Mayor Osborne and City Council FROM: Steve Garm City Manager r� Gerard J. B r, Assistant City Manager `��' David S. Joh ston, Manager, MIS Divisi � SUBJECT: Civic Center Telephone System Up�rade SUMMARY RECOMMENDATION: Staff recommends that Council approve the resolution at Enclosure 1, authorizing the City Manager to accept the proposal shown at Enclosure 2 and execute a contract with Consolidated Communications, for the purchase and installation of an upgraded voice telephone system for the city offices at the Civic Center. BACKGROUND: The city-owned telephone system at the Civic Center is made up of two small NORTEL digital Key System Units used in parallel. It is ai� early digital design purchased in 1990, equipped with very few of advanced automation features of which digital systems are now capable. About half of the original cost was in the two systems; the remainder is in the desk instruments themselves, which cost anywhere from $200 to $500 apiece. There are approximately 125 desk instruments in use at the Civic Center. The Civic Center systems are full to capacity: no more intercom numbers are available, no more voice mail boxes can be assigned, no additional lines can be added. Of greater concern is that the system units--essentially single purpose computer switches--are no longer in production. Service support and repair parts are no longer available, except on the dwindling used equipment market. Preliminary discussions with telephone systems vendors indicate that a complete system replacement, including desk instruments, is beyond our current means. However, NORTEL has recently introduced a new system which gives us an affordable path to modernization: a modern digital system that will work not only with our existing desk instruments, but also with any newer NORTEL instruments, to include state-of-the-art Voice over IP (VOIP) phones. With this system, the City would realize immediate benefits—the full feature set of digital telephony, line cost reductions, capacity for growth, reliability/maintainability, plus compliance with E-911 requirements—for approximately half the cost of a full new system. We will then allow departments to gradually upgrade their desk instruments over a period of 3-5 years, as budgets and mission needs dictate. Staff solicited proposals from three vendors recommended by NORTEL with experience with this new system. A cost breakdown of the three proposals is provided at Enclosure 3. Staff recommends acceptance of the proposal Srom Consolidated Communications, the lowest cost proposer. Consolidated was recently selected by the Public Building Commission to accomplish 1