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HomeMy WebLinkAbout2020-07-21; City Council; ; Purchase of a Unified Communication SystemQuotation Acceptance By signing below, the undersigned accepts this offer and confirms that he/she is authorized to purchase theseitems on behalf of Customer. This offer may be accepted by purchase order or other acknowledgement ofacceptance, including, without limitation, by signing this document. Any reference to a Customer's PurchaseOrder or P.O. number does not indicate Logicalis' acceptance of terms and conditions referenced on/attached toany such P.O. Accepted By:City of Carlsbad Accepted By:Logicalis, Inc. \s1\ Signature \s2\ Signature \n1\ Printed Name \n2\ Printed Name \t1\ Title \t2\ Title \d1\ Date \d2\ Date © 2020 Logicalis, Inc. All trademarks are acknowledged. All rights reserved. City of Carlsbad July 07, 2020 Page 55 Logicalis, Inc. Quotation # 2020-79733v7 APPROVED AS TO FORM Celia Brewer, City Attorney BY: _______________________ Assistant City Attorney DocuSign Envelope ID: D9579C36-0984-4C2D-AEAF-22F55B2C13FD 7/22/2020 Ruben Garcia Professional Services ManagerCity Manager 7/24/2020 Scott Chadwick 4 End User Information Form Acceptance DocuSign Envelope ID: D9579C36-0984-4C2D-AEAF-22F55B2C13FD Scott 7/24/2020 City Manager Chadwick 6. Purchase of a Unified Communication System Maria Callander, IT Director Joe Stephenson, IT Operations Manager July 21, 2020 Purchase of a Unified Communication System •Replacement of our current phone system •Purchased in 1999 for $680,000 •Voicemail upgrade in 2007 for $80,000 •New site added in 2008 for $30,000 2 •Difficult to support and maintain due to age •Complex •Many parts •Rely on the secondary market for replacement parts 3 Drawbacks of Current System 4 •Voicemail system outdated and at risk of failing •Not designed for mobile work force •Lack of call accounting and call distribution •Not able to connect to other digital systems such as email or video teleconferencing 5 Drawbacks of Current System History 1999 Current NEC System Purchased -$680k Replaced 15 yosystem CIP Project 2007-2008 Voicemail system upgraded -$80k Additional “node” added for LLC -$30k 2010 Economic downturn Staff asked to keep system running for a few more years 2014-15 Readiness assessment Network upgrade planning Replacement funding appropriated 2018-20 Digital Information Network approved Planning for Unified Communications System began 6 •Technology has evolved since 1999 •Staff have adapted to these new technologies during the pandemic •Opportunity to develop a new approach •Residents, businesses and visitors still expect to reach us by phone 7 Proposed New System’s Benefits •New approach reduced the cost from 2.1 million to 1.2 million •Not replacing 1100 desk phones •Staff will use their assigned devices in the office or in the field •System able to follow user from one device to another 8 Proposed New System’s Benefits •Cisco Systems is an industry leading provider •Servers and network equipment •Some physical phones for special cases •Modern voicemail features •Call center functionality •Call accounting and logging •Digital Intercom 9 What’s included •Implementation services •Training for IT staff and general users •Support and maintenance for 3 years •Potential for future integrations with collaboration tools such as Microsoft Teams 10 What’s included •New phone numbers •Printing costs 11 Other Changes Cost and Funding Cost New System Costs (Logicalis) Hardware/Software $ 730,703 Maintenance 105,627 Implementation and Training 386,972 Total 1,223,302 Other Costs Printing costs (estimate)100,000 Contingency 132,330 Total Other Costs Total Project Costs $ 1,455,63212 Funding •FY 14-15 •$1,515,163 •IT replacement fund •Execute agreement and procure equipment •Install and migrate to new system •Completion by 1st quarter of 2021 13 Next steps Recommended Action •Adopt a resolution authorizing the city manager, or a designee, to approve an agreement with Logicalis, Inc. to purchase a unified communication system, implementation services and associated items for a total not to exceed $1,223,302 for a three-year period. 14 Thank you 15