Agenda - Council Work Session - 02/11/2014

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CC Work Session 2. 2. Meeting Date: 02/11/2014 Information Title: Selection of a Replacement for Current Telephone System Purpose/Background: Purpose: To select a new phone system to replace the city's current 18-year old system. Background: The City moved into the new building in mid-2006 taking the existing Inter -Tel phone system from the old building, although, even at that time, the system had out -lived it's projected life. While that system is still functioning today, the cost to maintain/upgrade the system is going up with each year and our ability to do those upgrades in-house are diminishing with each year. Due to how critical the system is to daily city operation, staff is recommending upgrading the phone system with a scalable, reliable, easy -to -manage, supportable system. There are several reasons for a phone system replacement aside from the current system's age. Our system is currently supported by Integra programmers, but that could cease at any time due to the archaic system software and scarceness of replacement parts; not to mention that support is getting very expensive. There is also the question of system reliability. In late 2011 the City's phone system was down unexpectedly for four hours due to a hardware failure, which corrupted the system database. Residents couldn't leave messages for city staff while the system was being repaired. With a new system we'd be able to support and manage the hardware using internal staff — which will cut down on service calls, be able to protect the system using internal backups and reduce any potential downtime, city staff efficiency will also be increased with new features such as: wireless headsets, simultaneous ring to mobile, voicemail-to-email, on -screen softphone, internal instant messaging, and hot-desking. Staff has contacted eight phone vendors and the pros/cons of each are attached. Timeframe: 30 Minutes Funding Source: The funding of a new phone system was included in the 2014 General Fund Budget under Capital Expenditures to be funded from the Equipment Revolving Fund in the amount of $105,000. Responsible Party(ies): Diana Lund - Finance Director & Jason Fredrickson - IT Coordinator Outcome: Selection of a telephone system that meets the city's needs within the price budgeted. Based on recommendation, this item has been added to the consent agenda of the regular City Council meeting of February 11, 2014.