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Agenda Section: Consent <br /> Report Date: November 19, 2021 <br /> NEWCouncil Meeting Date: November 23, 2021 <br /> BRIG HTON <br /> building tomorrow today <br /> REQUEST FOR COUNCIL CONSIDERATION <br /> ITEM DESCRIPTION: Consider Approval of Allstream Hosted Phone System Contract <br /> DEPARTMENT HEAD'S APPROVAL: <br /> CITY MANAGER'S APPROVAL: (� <br /> No comments to supplement this report �' 1 Comments attached <br /> Recommendation: <br /> Approve the contract to move our existing on-premise phone system (PBX) to a hosted cloud solution <br /> with our vendor Allstream. <br /> Legislative History: <br /> There is no legislative history for this consideration. <br /> Financial Impact: <br /> The new system will bill monthly at $1,494.10. This is a 60 month contract, bringing the total financial <br /> obligation to $89,646. However, this will replace two existing bills which total $1,714.60, resulting in <br /> the city saving over $200 per month. <br /> Explanation: <br /> The City operates a Private Branch Exchange (PBX) system to support the desk phones, voicemail, and <br /> inbound call menus to route calls. Our current system was purchased in 2013 and was scheduled to be <br /> replaced after 10 years in 2023. However, due to rapidly declining hardware in addition to existing <br /> service providers changing available service options, we were forced to look for alternatives early. The <br /> system proposed in this contract offers a number of advantages beyond our current system. We will <br /> no longer have to maintain on premise physical hardware. Our phones will now work anywhere there <br /> is internet service, greatly enabling work from home capabilities. We will now even be able to offer a <br /> mobile phone app, allowing users to make and receive calls from anywhere as though they were at <br /> their desk. Beyond feature enhancements, we will also receive free long distance calling, free <br /> maintenance and replacement on our existing desk phones, and free system software updates for the <br /> entire duration of the contract. Perhaps most importantly, we will no longer be required to replace <br /> our physical servers in 2023, saving the city an estimated $91,600 in capital expenses. <br /> Nicholas Kriz <br /> IT Administrator <br />