4.5. SR 12-15-2014 - Laserfiche WebLink

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City of Elk=' Request for Action River To Item Number Mayor and City Council 4.5 Agenda Section Meeting Date Prepared by Consent December 15, 2014 Bob Pearson, IT Manager Item Description Reviewed by Phone System Replacement Tim Simon, Finance Director Reviewed by Cal Portner, City Administrator Action Requested Approve,by motion,a contract with Marco, Inc. for the phone system replacement. Background/Discussion This project is a complete replacement of our current Inter-Tel (Inter-Tel has merged with Mitel) phone system. The replacement is included in the 2015 Capital Improvement Plan (CIP). The project was expedited to January 2015 to accommodate Elk River Municipal Utilities (ERMU) software upgrades. The new system interfaces with the new ERMU software and migrating to the new Cisco phone will save ERMU at least$5,000. The existing phone system was purchased in early 2003 and has been showing its age and more frequent service work. Cisco phone systems are leaders in the traditional phone system and in the newer area of unified communications. Unified communications (UC) products (equipment, software, and services) are those that facilitate the interactive use of multiple enterprise communications methods. UC products integrate communications channels (media),networks, and systems, as well as IT business applications. For example, one can receive a voicemail message and choose to access it through e-mail or a cell phone. The new phone system also facilitates the use of a softphone which is a software program for making telephone calls using a general purpose computer,rather than using dedicated hardware. Over the past few months in anticipation of the ERMU software conversion,we established a phone committee to review various phone systems and models to make a recommendation. Using the State Cooperative Purchasing Contract,the committee recommended Marco,Inc.,which has a long history of successful implementations. Financial Impact The 2015 CIP for IT technology identified $170,000 for the project. The budget breakout is $125,000 city and$45,000 ERMU. The Cisco equipment and labor costs are from the state contract with Marco being the low cost supplier at $157,504.97,which includes three years of software upgrades. State contract pricing saves over 52% off the list price. The request includes up to $10,000 for additional software and supplies not yet identified that may be necessary during the implementation process. Attachments ■ 2015-2019 CIP sheet P a w E A E U s r Template Updated 4/14 INIM UREI