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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 In addition to the technology being outdated, it is nearing obsolescence and requires significant labor time to change-out phones and trace physical lines to move them when an employee changes from one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