HomeMy WebLinkAbout14.A. New Phone System-City Hall, Community Center and Fire Station
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City of Shakopee
Memorandum
TO: Mayor & City Council CONSENT
Telecommunications Commission
Mark McNeill, City Administrator
FROM: Tracy Schaefer, Assistant to the City Administrator
Kim Henke, IT Coordinator
SUBJECT: New Phone System -City Hall, Community Center & Fire Station
DATE: September 7, 2004
Introduction
On September 1,2004 the Telecommunications Commission recommended entering into
an agreement to purchase Mitel VOIP (Voice Over Internet Protocol) phones, installation
and training for City Hall, Community Center and the Vierling Fire Station building with
Eschelon Telecomm.
Background
On July 15,2003 and March 1,2004 City Council authorized city staff to enter into a
phone contracts with Eschelon Telecomm for a Mitel3300 VOIP telephone system for
the new library, police department and public works buildings. Since the City Hall and
Community Center phone systems are out of date and at capacity, $50,000 was budgeted
in 2004 to complete the citywide phone upgrade. Council has approved funding for the
new VoIP phones at the Vierling Fire Station for 2005; however, to obtain "economies of
scale pricing," staff is recommending purchasing such equipment in addition to the other
buildings. Staffwill request the appropriate 2004/2005 budget amendment, if the City
Council concurs.
The Mitel3300 telephone system will include some of these basic features for Vierling
Fire Station, Community Center and City Hall:
1) V oicemail/unified messaging.
2) Receptionist phone.
3) Administrator and user training, installation and documentation.
4) I-year warranty.
5) 81 phones.
6) Paging abilities.
7) Additional internal communication abilities. E.g. only using phone extensions
between buildings, instead of dialing the full phone number.
8) Resiliency. This will add an additional level of redundancy in case of system or
power failure.. Since the entire city will utilize a single system, staff feels it is
critical to include this feature.
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City staff recommended the Mitel 3300 VOIP system to City Council in 2003/2004
because of its ability to be easily and cost effectively expanded to other city facilities as
needed. The VOIP technology will utilize the INET to access existing equipment located
at all locations to save costs.
Budget Impact
City staff recommends that City Council approve an amount not to exceed $49,900 from
the Telecommunications Fund to purchase the remaining phone system. The $49,900
does include the 2005 budgeted cost for the Vierling Fire Station, which staff estimated
to be $10,000. Staff feels this is a very competitive price and will break out the
appropriate 2004/2005 costs when charging the items to the Telecommunications Fund.
In addition to the above costs, staffwill also need to spend roughly $5,000 for outside
professional services and additional hardware and equipment that is needed before the
system can be deployed.
Action Requested
If the Council concurs, it should, by motion, authorize the purchase of a Mitel 3300 VOIP
phone system for City Hall, Community Center and the Vierling Fire Station (2005
funds), at a cost not to exceed $49,900, to come from the Telecommunications Fund.
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