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CITY COUNCIL AGENDA COMMUNICATION |
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| | | | | | | | | AGENDA DATE: | February 14, 2017 |
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| | | | | | | | | SUBJECT: | Authorize the City Manager to Purchase an Upgrade to the Avaya Telephone System Along with Corresponding Hardware and Software Maintenance with Lantana Communications for Upgrades to Software and Hardware Components of the Telephone System in the Amount of $102,573.18. |
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| | | | | | | | | STAFF RESOURCE: | Eric Matthews, Director of Information Technology |
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| | | | | | | | | PREVIOUS COUNCIL ACTION: | On February 26, 2013, City Council approved the purchase of new desktop phone sets and the corresponding hardware and software maintenance.
On November 10, 2015, City Council ratified the three-year maintenance agreement for hardware and software maintenance of the Avaya phone system. |
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| | | | | | | | | ACTION PROPOSED: | Authorize the City Manager to Purchase an Upgrade to the Avaya Telephone System Along with Corresponding Hardware and Software Maintenance with Lantana Communications for Upgrades to Software and Hardware Components of the Telephone System in the Amount of $102,573.18. |
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| | | | | | | | BACKGROUND
In 1995, the City purchased the current Avaya Telephone System. The PBX was upgraded with new hardware and software in 2011. That upgrade expanded its capability to include operating Voice Over Internet Protocol (VOIP) telephone sets. In addition, an Avaya Gateway integrated the Allen Event Center with the City's phone system.
This upgrade will keep our software in support by the vendor as well as add mobility and office workflow features to the environment. Such features include Voicemail to Email, mobile/smartphone integration, and more. We will also be obtaining an entire hardware refresh in that the phone system servers are being replaced and new phone software is being installed. The professional services component of this agreement will cover this one-time installation and migration as well as the first year of annual maintenance.
Every 4-5 years, we can expect a similar system-wide upgrade.
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| | | | | | | | BUDGETARY IMPACT
Funding for these costs are provided in the Information Technology departmental operating budget.
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| | | | | | | | STAFF RECOMMENDATION
Staff recommends that the City Council authorize the City Manager to purchase an upgrade to the Avaya telephone system along with corresponding hardware and software maintenance with Lantana Communications for upgrades to software and hardware components of the telephone system in the amount of $102,573.18.
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| | | | | | | | MOTION
I make a motion to authorize the City Manager to purchase an upgrade to the Avaya telephone system along with corresponding hardware and software maintenance with Lantana Communications for upgrades to software and hardware components of the telephone system in the amount of $102,573.18.
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