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File #: 19-1907    Version: 1 Name: 11/4/19 Mitel VOIP Upgrade
Type: Resolution Status: Passed
File created: 11/4/2019 In control: City Council
On agenda: 11/4/2019 Final action: 11/4/2019
Enactment date: 11/4/2019 Enactment #: R-19-482
Title: Resolution to Approve a Purchase Order to CBTS and Appropriate the Necessary Funds to Upgrade the City's Mitel VOIP Phone System. ($159,696.72) (8 Votes Required)
Attachments: 1. CBTS-MITEL Best Source.pdf, 2. CBTS Quote_132880.pdf
Title
Resolution to Approve a Purchase Order to CBTS and Appropriate the Necessary Funds to Upgrade the City's Mitel VOIP Phone System. ($159,696.72) (8 Votes Required)
Memorandum
This memorandum and resolution request approval of a purchase order to CBTS in the amount of $159,696.72 to upgrade the City's Mitel VOIP phone system. This upgrade will provide the City with the latest technology and options to support employees and the citizens of Ann Arbor.

The current VOIP system is over 11 years old, is no longer at a supportable level, and parts are becoming more difficult to obtain. The new system will incorporate modern technology, provide redundancy, accommodate new E911 compliance.

CBTS, previously Suntel Systems, Inc., is recommended as a best source because they originally implemented the City's Mitel VOIP system and have provided good support over the past decade. CBTS possesses knowledge of our existing system, which will lead to a more efficient upgrade. In addition, retaining our current Mitel VOIP system will eliminate the need for the City to purchase new phone handsets in the amount of approximately $150,000.00 and incur additional training expenses for employees.

Mitel is extending a Government Sector Discount in the amount of $13,281.70 and CBTS is extending 1 year of support free of charge that normally costs the City $29,880.00 per year.

Budget/Fiscal Impact: Information Technology budgeted $100,000.00 to upgrade the system in FY 2020. After design and planning the total cost of the upgrade is $159,696.72. Therefore, an additional $59,696.72 is being requested from the FY20 Information Technology Fund fund Balance.
Staff
Prepared by: David Harris, Senior Network Lead
Reviewed by: Tom Shewchuk, IT Director
Reviewed by: Tom Crawford, Financial Service Area Administrator and CFO
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, The City's Mitel phone system is in need of an upgrade and is a crucial enterprise co...

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