HomeMy WebLinkAboutE-6 Staff Report - VOIP Software Telephone SystemCONSENT ITEM
E-6
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: ANN GRAF, DIRECTOR OF INFORMATION TECHNOLOGY &
LIBRARY SERVICES
DATE: MARCH 15, 2021
SUBJECT: REQUEST TO APPROVE PURCHASE AND INSTALLATION OF VOIP (VOICE
OVER INTERNET PROTOCOL) SOFTWARE TELEPHONE SYSTEM
BACKGROUND:
The City has an aging telecommunications system purchased over 25 years ago. System software and
hardware is at end of life, the vendor has limited support available, and parts will become difficult to
find as the system continues to age. The system no longer meets the City’s operational needs. The City
contracted with ClientFirst in 2018 to assist in analyzing the existing phone system and determine the
functional and technical needs of the City. Staff have completed a detailed review of the existing
telecommunications system and equipment and evaluated alternatives and options regarding
replacement of the existing system.
In order to replace the phone system, multiple components needed to be addressed in order to support
the new technology. Thus, the phone system replacement is being implemented in three phases: cabling
infrastructure replacement, network equipment upgrade and replacement, VoIP software system
selection and implementation.
The cabling infrastructure replacement is completed, the upgrade and replacement of the network
equipment infrastructure is underway. We are now ready to begin the third and final phase, VoIP system
implementation. In order to meet our current needs and ensure the investment we make will serve our
long range goals, we interviewed multiple vendors to insure the best fit at the best price point.
Based on IT staff evaluation, city staff input and the consultants review, we requested best and final
pricing from 2 vendors. Both these vendors offered solutions that met or exceeded our requirements. It
was determined after vendor interviews that Maverick Networks with a VoIP Mitel solution would serve
the long term goals for the new VoIP telephone system.
APPROVED
CITY COUNCIL
3/15/2021
Purchase of VOIP Phone System
March 15, 2021
RECOMMENDATIONS:
Staff recommends the City Council take the following actions:
1) Waive the competitive bidding process as authorized under Azusa Municipal Code section 2-
517(22) Solicitation and Bidding exceptions; Specialized computer hardware and software;
2) Approve the Mitel software solution purchase and implementation services from Maverick
Networks, not to exceed amount of $223,000; and
3) Authorize the Mayor to sign and execute the Professional Services Agreement and Scope of
Work, in a form acceptable to the City Attorney, on behalf of the City.
ANALYSIS:
The City has an aging telecommunications system and it has performed far beyond its expected lifespan.
The phone system replacement is being implemented in three phases: cabling infrastructure replacement,
network equipment upgrade and replacement, VoIP system selection and implementation.
Phase three includes implementing the Maverick Mitel VoIP software technology that delivers voice and
data through the same computer network. All major telecommunications system manufacturers have
migrated their systems and products to VoIP technology. This permits management of telephone
calls/messages from either the telephone handset or via the desktop or laptop computer of each employee,
utilizing communications software. The product includes user-friendly and intuitive System
Administrator software that will make it very easy for IT staff to manage routine user additions/deletions,
assignment of user rights/protocols and other telephone system management options.
The City would enter into a Professional Services Agreement with Maverick Networks which would
include the acquisition, configuration, and implementation of the software and replacement of telephone
equipment.
FISCAL IMPACT:
Upon Council approval of the recommended actions, award the purchase of VoIP software telephone
system to Maverick Networks for $203,000 and further authorizes Staff to amend the agreement up to 10%
or $20,300 for potential change orders, for a total not-to-exceed amount of $223,300. The telephone system
project cost was included in the approved FY 2020-21 Capital Outlay Budget at $661,500 under the Capital
& Infrastructure account 46-00-000-000-7140. The remaining funds will be carried forward to cover future
phases for the completion of the phone system project as a whole.
Prepared by: Fiscal Impact Review:
Ann Graf Talika M. Johnson
Director of Information Technology Director of Administrative Services
& Library Services
Purchase of VOIP Phone System
March 15, 2021
Reviewed and Approved:
Sergio Gonzalez
City Manager
Attachment:
1) Maverick Networks Solution Summary
City of Azusa
Telecommunications Solution System Pricing Summary
March 4, 2021
Maverick Networks
Mitel VoIP Telephone System
City of Azusa
List pricing Discounted Purchase Discount from
List
City Wide Telephone System $239,359.30 $131,624.10
299 Telephones Included Included
All Software Licensing Included Included
Voicemail System Included Included
Servers Included Included
911 Notification Licensing $4,200.00 $2,604.00
Servers Included Included
Project Management $5,000.00 $5,000.00
Installation $31,250.00 $31,250.00
SIP Trunking $1,000.00 $1,000.00
Cutover Coverage $7,500.00 $7,500.00
End user Training $3,000.00 $3,000.00
Administrator Training $2,000.00 $2,000.00
Year 1, 2 and 3 Maintenance $10,850.00 $10,850.00
3 Years of Maintenance Support Included Included
3 years of Software Assurance Included Included
Tax (10.25%) $8,102.67
Grand Total 304,159.30 $202,930.77 33.2%
Attachment 1