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<br />Council Meeting Minutes <br />July 26, 1994 <br /> <br />Page 4 <br /> <br />Council Business. continued <br /> <br />Samuelson feels that new technology has provided for a more efficient product that <br />is less costly, and asked if there are funds in the budget to authorize the purchase. <br />Fulton explained that there is no money budgeted in 1994 to purchase a new system. <br />However, there is $15,000 programmed in 1995 for replacement of the system, but <br />a new system will cost more than that. Those dollars programmed would make one <br />of five installment payments on the system if the cost is amortized over five years. <br />The City has the financial ability to purchase a new system in 1994 through the use <br />of the equipment reserves and then replenish the reserves in each of the years 1995 <br />through 2000. <br /> <br />Gunderman asked what criteria was used to evaluate the City's needs. Barry Todd, <br />HT A, recommends that the City be put on a mainstream digital product platform; <br />different from the current system which is at a deadend. HTA's objective is to <br />present a comprehensive image of the City to its customers which would not be <br />viewed as many pockets of different City departments. <br /> <br />Gunderman asked if the City plans to purchase a maintenance agreement. Fulton <br />explained that the maintenance of the equipment would initially be covered by the <br />warranty, and feels that proper employee training is important in maintaining the <br />effectiveness of any system. Todd confirmed that the HT A recommendation gave a <br />cost overview incurred by the system and estimates for maintenance agreements. <br /> <br />Todd feels the new system will provide the flexibility to meet the City's needs. <br />Fulton explained that the City's general number would be answered at the <br />receptionist desk, but there would be the ability to call individuals directly. Also, <br />voice mail messaging could be checked from a remote location. Fulton feels this <br />new system would provide the City more flexibility in managing its communication <br />ability. <br /> <br />Samuelson is familiar with this type of system and endorses its effectiveness. <br /> <br />Gunderman asked what standards would be used to provide for a quality product. <br />Todd explained that a RFP would be prepared and then submitted for bids. <br />Gunderman noted concern that the lowest bidder may not provide a high quality <br />product, and feels the plans and specifications should reflect that concern. Fulton <br />confirmed that HT A will assist the staff in preparing the RFP which will provide for <br />a quality product. <br /> <br />Gunderman asked if cellular or digital technology will be tied into the system. Todd <br />explained that digital point technology is fairly limited, but cellular has the ability to <br />transfer calls to another locations. Fulton feels that cellular is an excellent method <br />for contacting field personnel. <br /> <br />Gunderman favors replacing the system, but feels the City should strive for a high <br />quality product. Fulton said the accepted bid would be in accordance with the <br />specifications established by the City. Gunderman noted preference that the system <br />be tied by cellular to field locations. Fulton confirmed that staff intents to purchase <br />a system which would be current with technology for the next five years. <br /> <br />Todd estimated that the current phone system was introduced in the early 1980's. <br /> <br />Council Business <br /> <br />I <br /> <br />New Telephone <br />System for City <br />Facilities <br />Report 94-177 <br /> <br />I <br /> <br />I <br />