HomeMy WebLinkAbout15.F.4. New Phone System-Public Works
IS: r. '/.
City of Shakopee
Memorandum CONSENT
TO: Mayor & City Council
Telecommunications Commission
Mark McNeill, City Administrator
FROM: Tracy Schaefer, Assistant to the City Administrator
Kim Henke, IT Coordinator
SUBJECT: New Phone System - Public Works
DATE: March I, 2004
Introduction
The City Council is asked to authorize the appropriate city officials to enter into a
contract to purchase Mitel VOIP (Voice Over Internet Protocol) phones, installation and
training for the remodeled Public Works building with Eschelon Telecomm.
Background
On July 15,2003 City Council authorized city staff to enter into a phone contract with
Eschelon Telecomm for a Mitel 3300 VOIP telephone system for the new library and
police department. The current citywide phone system is over 10 years old and failing.
$50,000 was budgeted in 2004 to complete the citywide phone upgrade. Since the Public
Works facility is being remodeled, city staff recommends their phone system be
completed before City Hall and the Community Center. By implementing the new phone
system, the PW building will not have to wired for traditional phone lines, which will
save money and time.
In March, the VOIP phones will be installed in the Public Works remodeled portion of
the building. When the PW addition is completed, more phones will be ordered at that
time. Phase III to install the new phones at City Hall and the Community Center will be
brought back for Council approval later in the year.
The Mitel 3300 telephone system that is recommended to be purchased from Eschelon
will include some of these basic features:
1) V oicemaillunified messaging.
2) Receptionist phone.
3) Administrator and user training, installation and documentation.
4) I-year warranty.
5) 13 phones.
6) Paging abilities.
City staff recommended the Mitel 3300 VOIP system to City Council in July because of
its ability to be easily and cost effectively expanded to other city facilities as needed. The
I
VOIP technology will utilize the INET to access existing equipment located at the new
police department to save costs.
Budget Impact
City staff recommends City Council approve an amount not to exceed $8,404.48 from the
Telecommunications Fund. $50,000 was budgeted in the 2004 Telecommunications
Fund for PW, City Hall and Community Center upgrades. Staff feels this is a very
competitive price and enough funds will be available to upgrade City Hall and the
Community Center later in 2004.
Action Requested
If the Council concurs, it should, by motion, authorize the purchase of a Mitel 3300 VOIP
phone system for the Public Works Building, at a cost of $8,404.48, to corne from the
Telecommunications Fund.
2
PURCHASE
AGREEMENT
Page 1 February 18, 2004
Equipment to be installed at:
CITY OF SHAKOPEE (PUBLIC WORKS)
476 Gorman Street
Shakopee, MN 55379
952-233-3800
ADDITION TO MITEL NETWORK 3300 ICP SYSTEM
13 33001 IP User license. User license applies to any IP user using the 3300 ICP.
13 33001 IP Device License. Device License applies to a IP Device using the 3300 ICP. An additional
IP Device License is require for each IP Phone that is made resilient.
1 5220 IP phone, dark gray. Dual port, 10/100 Mb switched Ethernet. Multi-line display IP telephone
with 14 programmable buttons and 8 fixed-function keys. G. 711/G. 729 encoding. Includes (1) 7'
patch cord. 24/48 VDC Power adapter and IP license sold separately.
8 5215 IP phone, dark gray. Handsfree speakerphone, dual port, 10/100 Mb switched Ethernet. 2-line,
20 character display with 7 programmable buttons and 8 fixed-function keys. G. 711/G. 729
encoding. Includes (1) 7' patch cord. 48 VDC Power adapter and IP license sold separately.
4 5201 IP phone, dark gray. Single port 10/100 Mb switched Ethernet, with 3 fixed function keys.
G.711 encoding. Patch cord is included. 48 VDC Power adapter and IP license sold separately.
1 Powerdsine 24 port IEEE 802.3af Power Hub. Includes 24 l' patch cords for connection to LAN
switch.
1 Additional Mitel technician labor during normal business hours.
1 Training for new users is inlcuded
NOTE A: Includes business hours installation (Monday - Friday, 8:00 a.m. until 5:00 p.m.)
$7,892.00 Investment, with terms as follows:
$7,892.00 Upon completion, plus tax.
ANY ADDITIONS TO THIS CONTRACT WILL BE BILLED AT STANDARD TIME AND MA TERIALS RA TES, THESE ADDITIONS WILL BE
PRESENTED TO THE CUSTOMER ON AN ADDITIONS/DELETIONS FORM TO BE APPROVED PRIOR TO COMMENCEMENT OF THE
WORK. RESTOCKING CHARGES WILL APPL Y TO ALL SPECIAL ORDER AND CUSTOMIZED PRODUCTS. SUBJECT TO CREDIT
APPROVAL BY ESCHELON TELECOM, INC. (HEREINAFTER THE "COMPANY") AND ALL OPTHE TERMS AND CONDITIONS SET FORTH
ON THE REVERSE SIDE OF THIS DOCUMENT, THE CUSTOMER AGREES TO PURCHASE THE ABOVE EQUIPMENT FROM THE
COMPANY AT THE PRICES AND ON THE TERMS SET FORTH HEREIN.
Customer agrees at their own cost, to provide a dedicated electrical outlet and, if necessary, a company-specified AC line conditioner.
This proposal may be withdrawn by Eschelon Telecom, Inc. if not accepted within 30 days.#101965(tgg)(mao)(cos-pw-add_P)
ESCHELON TELECOM, INC.
Accepted (Firm Name) Customer
Signature and Title Date Signature and Title