HomeMy WebLinkAbout5.F.6. City Voicemail Server Update
S. F. b.
City of Shakopee
Memorandum CO~ISE~~T
.1 , S~ ~"
.,1.,
TO: Mayor & City Council
Mark McNeill, City Administrator
FROM: Carrie Duckett, Information Technology Coordinator
SUBJECT: City Voicemail Server Update
DATE: February 12,2010
Introduction
The City Council is asked to authorize additional funding for the voicemail server upgrade for
the City's phone system.
Background
In December, the City Council approved upgrading the City's phone and voicemail system at a
cost not to exceed $18,110. One component of this proj ect was the purchase of a new voicemail
server at a cost of $5,866 plus tax. The other component was the actual phone system upgrade at
a cost of approximately $12,200. While the phone system upgrade was recently completed, new
information has come to light that has lead staff to hold off on the planned purchase of a
replacement voicemail server.
Last year, staff met with our phone vendor, Integra Telecom, and inquired about alternative
options to replacing the voicemail server. At that time, Integra stated there were no other
voicemail systems that compared to our current voicemail server, and recommended the
purchase of a replacement server. Recently, staff met with Integra Telecom again, and it was
brought to our attention that there is, in fact, an alternative option that more closely suits the
City's needs.
The new voicemail software is called NuPoint, which is a Mitel voicemail system. The current
6510 voicemail system is a third party vendor voicemail solution that Mitel plans to phase out in
the next year or two. Some of the features and functionality we would acquire with NuPoint are:
. Can be a virtual server - eliminates server hardware, more redundancy built-in
. More usability for users and IT staff - NuPoint is extremely configurable
. Easier to manage - User interface is web based, requires less consulting time for adds,
renaoves,changes
. Runs on Linux OS - eliminating the need to purchase a windows license and additional
netvvorklicenses
,t
'"
l' 1') " 4
Budget
Given the information now available regarding alternatives, staff feels strongly that the City
should not invest the $5,866 in a replacement voicemail server as originally planned. However,
the NuPoint voicemail solution will require $11,311.44 more than what was originally budgeted
for the 6510 upgrade. That leaves us with the option of trying to keep our existing voicemail
server operational for a while longer and defer the purchase of the new solution until it can be
budgeted for in 2011 or to reprioritize the existing IT budget for 2010 in order to complete the
phone system upgrade in its entirety, with the solution that best meets the City's needs. Staff
recommends the second option - reprioritizing other planned IT purchases in order to allow for
the purchase ofthe preferred voicemail solution and the final completion of our phone system
upgrade in this budget year. The primary item to be deferred is the purchase of an ESX Server
and related licenses, which will free up $8,500. The remaining funds can be covered by likely
underspend in consulting and maintenance budgets within the IT division.
Relationship to Vision
The agenda item relates to Goal D: vibrant, resilient and stable.
Requested Action
If it concurs, the Council is asked to offer a motion authorizing appropriate City staff to purchase
the voicemail system upgrade from Integra Telecom at an additional cost of $11 ,311.44
including tax.