HomeMy WebLinkAbout5.F.11. City Phone System Update
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City of Shakopee ~r
Memorandum ia
TO: Mayor & City Council
Pamela Punt, Councilor-Elect
Mark McNeill, City Administrator
FROM: Carrie Duckett, Information Technology Coordinator
SUBJECT: City Phone System Update
DATE: December 10, 2009
Introduction
The City Council is asked to authorize the purchase of an update for the city's VOIP phone
system.
Background
In 2003, the City purchased a Mitel VOIP phone system. The current system consists of a
voicemail server, an Enterprise Manager server (this allows for centralized management) and
two Mitel 3300 controllers. One controller is located at the Police Station and the other one at
City Hall. Because service agreements were so expensive, we opted not to reIiew the agreement
in 2004 and pay an hourly rate for service on the system. Since then technology has changed,
and our phone system has fallen behind to the point that it is no longer supportable.
After reviewing the way our current system was installed, I am proposing that we:
. Replace our voicemail server with a new server that can support the new voicemail
software.
. Retire the two 3300 controllers and purchase one 3300 MXe controller to be housed at
the Police Station. This new controller has built in redundancy so there is no need to
have the other two controllers or the Enterprise Manager server.
Changing our phone infrastructure to this configuration will lower IT costs to replace server
hardware, as an Enterprise Manager Server will no longer be needed. This will also reduce the
cost ofthe yearly Mitel service agreement making it more affordable for us. We have budgeted
for it in 2010, and will receive Monday through Friday 8:00am-5:00pm support on
hardware/software problems as well as the latest software upgrades to prevent the system from
falling behind again.
Budget
The cost to upgrade our phone system is $18,110, which includes set-up, labor, equipment cost
and tax. Funding for this is included in the 2010 budget adopted earlier on the agenda. By
authorizing staff to proceed with this purchase now, a purchase order can be signed prior to Dec.
31, thereby locking in the quoted price for this project. The upgrade won't actually be received
or paid for until January of201O.
Relationship to Vision
This is a housekeeping item (F).
Requested Action
If it concurs, the Council is asked to offer a motion authorizing appropriate City staff to purchase
a phone system upgrade and a new voicemail server from Integra Telecom at a combined cost
not to exceed $18,110.