Title
Resolution to Approve Amendment No.1 to SunTel/Mitel Contract ($90,765.00) and Amend Project Budget by $57,950 (to $837,020.00) (8 Votes Required)
Memorandum
The attached resolution seeks authorization to amend the contract with SunTel Systems and Mitel ($90,765.00) and increase the established City-wide Telecommunications System project budget by $57,950.00 to $837,020.00. Funds for the increased project budget are available from the Information Technology FY2011 Budget and are needed, to acquire the necessary phones, software licenses and implementation services to complete installation of the City-wide Telecommunications System.
A Request for Proposal, RFP No. 676, was issued in June 2007 and after an extensive selection review process, SunTel/Mitel was selected. Due to the staged implementation schedule and multiple customer acceptances this project required, it is necessary to increase the number of hours allocated for implementation services at a cost $70,375.00. It is also necessary to increase the number of Mitel phones and software licenses to support the last remaining City agency left in the project, the 15th District Court and Probation Services, at a cost of $20,390.00. The 15th District Court and Probation Services were part of the original budget but their installation was delayed to coincide with the relocation to the Ann Arbor Municipal Center.
The project and funding for the City-Wide Telecommunications Upgrade were initially budgeted in the FY2008 Information Technology Services Unit budget. Supplemental funding for this amendment is available in the FY2011 Information Technology budget in the amount of $90,765.00 to fund the additional services and equipment.
SunTel Services and Mitel received Human Rights approval on August 4, 2010.
We recommend that the attached resolution for approving the amendment with SunTel/Mitel for the provision of additional services and equipment be approved.
Staff
Prepared by: Kathleen McMahon, Project Manager, IT Services Unit
Reviewed by: Daniel Rainey, IT Director, Tom Crawford, Finance Service Area Administrator
Approved by: Roger Fraser, City Administrator
Body
Whereas, The City of Ann Arbor requires that stable, efficient and expandable telecommunication services be maintained and upgraded for all City locations, allowing for the efficient and effective delivery of city services;
Whereas, The City has planned, approved and budgeted for a City-Wide Telecommunications System upgrade and migration;
Whereas, SunTel/Mitel was selected as the service providers for the installation of the City-wide Telecommunications System;
Whereas, The installation of the City-wide Telecommunications System required a multi-stage implementation process, and based on the staged acceptance process it is necessary to amend the existing contract for services to increase the number of hours allocated for implementation services at a cost of $70,375.00;
Whereas, It is also necessary to increase the number of desktop devices and licenses to support 15th District Court and the Probation Services moving onto the City-wide Telecommunications System at a cost of $20,390.00;
Whereas, The additional services and equipment will require an increase in the established project budget by $57,950.00 and the transfer of funds from the Information Technology budget to the City-wide Telecommunications System Project Budget;
Whereas, SunTel Services and Mitel received Human Rights approval on August 4, 2010; and
Whereas, Funding for the increase of the City-wide Telecommunications System Project Budget is available through the approved FY2011 Information Technology Services Unit budget;
RESOLVED, That City Council approve Amendment No. 1 to the contract with SunTel/Mitel for the implementation of a City-wide Telecommunications System for additional implementation services and telephone devices and licenses required to complete the project;
RESOLVED, That City Council approve an increase to the existing City-wide Telecommunications System Project budget in the amount of $57,950.00 and the transfer of funds in the amount of $90,765.00 from approved FY2011 Information Technology Budget to fund the increase in the Project budget to be available for expenditure for this Project for the life of the Project without regard to fiscal year;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the contract amendment after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take all necessary administrative actions to implement this Resolution.