Item 4HM E M O R A N D U M
October 30, 2018
To: Shana Yelverton, City Manager
From: Sharen Jackson, Chief Financial Officer
Subject: Item 4H: Approve the purchase of telecom systems and services
from Mercury Communication in an amount not to exceed $59,416
Action
Requested: Approve the purchase of telecommunications systems and
services from Mercury Communications in an amount not to
exceed $59,416.
Background
Information: Mercury Communications is our primary provider for Mitel
phone systems support, services, and integrated products.
The existing systems for Town Hall and DPS West are
approaching 20 years old. In addition to the technology
being outdated, it is nearing obsolescence and requires
significant labor time to change-out phones and trace
physical lines to move them when an employee changes
from one location to another. There is limited
knowledgebase to support the legacy phone system, and
because of the age of the equipment, the system consumes
more electricity than required by the newer models.
Likewise, the DPS West legacy phone system is at risk due
to a lack of support and limited, if any, availability of
replacement parts if the system fails.
Upgrading the current digital phones in Town Hall and DPS
West will simplify support and enable flexible features to
enhance communication with customers and staff. With
networked phones the configuration is set once and the
phone can be moved with minimal impact (plug and play).
Some of the more advanced features include automated
hand off of calls from desk phone to cell phone, unified voice
messaging which sends voice mail to a pre-established e-
mail address, and advanced call distribution which rotates
calls between a user’s desk phone and cell phone before
going to voicemail. The multi-line ringing feature ensures a
customer’s call is answered by an employee, significantly
reducing the automated forward to voicemail. This is the
same system purchased for The Marq.
Financial
Considerations: The 2019 budget included two (2) projects related to these
services including the new phone system at DPS West and
the legacy phone replacements for Town Hall. We have also
Honorable Mayor and City Council
Page 2 of 2
budgeted for ongoing Mercury support services for problem
resolution and to support enabling new features. The
expenditures are as follows:
• DPS West Phone System: $10,682
• Town Hall Phones: $43,734
• Mercury Services: $5,000
Strategic Link: This agenda item is linked to the Southlake Strategy Map
through the following objectives:
• B6 Optimize the use of technology
• C6 Enhance the sense of community by providing
excellent customer service and citizen engagement
opportunities
Citizen Input/
Board Review: N/A
Legal Review: N/A
Alternatives: The alternative to approving the upgrade is to continue using
telecommunications products that are approaching
obsolescence.
Supporting
Documents: Vendor Quote
Staff
Recommendation: Staff recommends approval of the telecommunications
system upgrade with Mercury Communications in an
amount not the exceed $59,416.
Currency
Partner
Report Created
Quote Created
Address
Part No.Description Qty List Ext List % Disc Partner Price Ext Partner
50006500 Compact Flash 2 GB NA 1 100.00 100.00 0.00 100.00 100.00
840.0416 MiVoice Office License - IP Phone Cat D 104 140.00 14,560.00 38.00 86.80 9,027.20
54008143 SWA Std 5y MiVO250 over 32 usr 1 1,700.00 1,700.00 38.00 1,054.00 1,054.00
52002686 MiVo Office IP Base 1 1,995.00 1,995.00 38.00 1,236.90 1,236.90
52002997 MiVoice Office 250 PS-1 Bundle(V2)1 3,995.00 3,995.00 38.00 2,476.90 2,476.90
52003200 5320e IP Phone Promo (4 Bundle)30 990.00 29,700.00 38.00 613.80 18,414.00
SubTotal $52,050.00 $32,309.00
MCS-5 5 Year Hardware Warranty 1 6,784.89
MCS-I Design, Programming and Installation 1 4,640.00
SubTotal $89,442.00 $11,424.89
Grand Total $43,733.89
Licences
Software Assurance
System
Terminals
04-Oct-2018 08:06:12 CEST
City Of Southlake - Town Hall
TH IP Convert
Boards
Partner Parts Report
USD-NJPA
MERCURY COMMUNICATION SERVICES,INC. (MERCURY COMMUNICATION SERVICES,INC.)
04-Oct-2018 08:06:13 CEST
Currency
Partner
Report Created
Quote Created
Part No.Description Qty List Ext List % Disc Partner Price Ext Partner
50006500 Compact Flash 2 GB NA 1 100.00 100.00 0.00 100.00 100.00
840.0224 MiVoice Office 250 Lic - IP Networking 1 2,000.00 2,000.00 38.00 1,240.00 1,240.00
54008144 SWA Std 5y MiVO250 upto 32 usr 1 850.00 850.00 38.00 527.00 527.00
52002686 MiVo Office IP Base Pack NA 1 1,995.00 1,995.00 38.00 1,236.90 1,236.90
50006634 5320e IP Phone (Backlit)12 345.00 4,140.00 38.00 213.90 2,566.80
SubTotal $9,085.00 $5,670.70
MCS-5 5 Year Hardware Warranty 1 1,531.09
MCS-I Design, Programming and Installation 1 3,480.00
SubTotal $5,011.09
Grand Total $10,681.79
Partner Parts Report
USD-NJPA
MERCURY COMMUNICATION SERVICES,INC. (MERCURY COMMUNICATION SERVICES,INC.)
04-Oct-2018 02:52:45 CEST
04-Oct-2018 02:52:44 CEST
DPS West
Boards
Licences
Software Assurance
System
Terminals